1. From the Absences and Substitutes menu, when editing an absence, ensure that the "Need Substitute?" toggle is set to Yes.

Your district can setup multiple Sub Pool Groups, leave this blank if you want this absence to be available to All Subs - or, if you want to restrict this to a certain group of substitutes, select that group in the dropdown.

Now, when you click on the "Substitutes" button, it will show only the subs that match on availability, special skills, AND sub pool group. The following steps will go over all areas of managing the sub pool.

2. Note: "Get Available Subs" does not populate for absences in the past. If you are not seeing a sub that you think should be available, please review the following steps.

3. Ensure that the substitute has a current job listed in Job History

4. While in Job History, also note the Work Schedule - if a substitutes work schedule does not encompass the absence time, that sub will not be listed as an available sub.

5. In Employee Details, note the Employee Type and Status

Only Certificated substitutes can match with Certificated teachers, and Only Classified substitutes can match with Classified employees.

Status for the sub and the absentee must be Active for a match to be made.

6. In order for a Substitute to Match with a Teacher for an Assignment, they must have matching Skills.

Within the Employee Data > Education > Skills section, we can see what Skills are set for the Employee and the Substitute.

It may be easier to leave this blank, unless there are specific skills that both a teacher and a substitute MUST have in order to teach a class or specific rules that your district has to limit sub matching.

7. If the absence is a Position Absence, review the Position Control information for that position and ensure that all required fields are populated and that the work schedule for that position is correct.

8. Organizing and categorizing the Substitute Pool is done in the "Report Criteria" section in the Admin menu

9. Search the word "sub" and note Job Category - Substitute and Job Class - Substitute

10. Organize the Job Class - Substitutes and Job Category - Substitutes into the proper Sub Pool Group.

11. You can manage the Sub Pool Group names in Dropdown Edits.

12. Note: this doesn't mean that the sub's category or class must be a certain title, just that whatever the title is must be included in the criteria.

13. You can also manually add an employee to the Sub Pool, and a Sub Pool Group, in the Employee Time > Substitute Pool Preferences by Toggling on the "Add to Sub Pool" button which will then show the Sub Pool Group dropdown. There are additional settings for location, restricted days, communications, and non-availability here as well.

Check this for an active sub that is not showing up for a particular assignment to ensure they are actually eligible based on their availability.

14. After accepting an assignment, substitutes can manage their Accepted Assignments and by default they can Cancel Assignment up until 6am the day of the assignment.

Note: There is a setting to customize the cutoff time of when a Sub can cancel an assignment - in the Admin Portal under Settings > Sub Management Absence Edit Cutoff Time

15. Within the Admin > Settings Menu there are many different settings for Subs. One of them is "Sub Management Absence Edit Cutoff Time". Whatever time is entered here will dictate when a Sub can cancel an assignment - by default this is set to 6am for the day of the assignment.

Other settings here include:

• Substitute Halfday Hours - set how many hours constitutes a half day
• Substitute Fullday Hours - set how many hours constitutes a full day
• Sub Max Hours Per Day - what is the maximum hours a sub can work in a day
• Sub Management Start Call Time - the first calls go out to subs at this time on the day of assignment
• Sub Management End Call Time - the last call to subs is at this time
• Sub Management Hours to Wait for Preferred Subs - if preferred subs are set by a teacher, they get this many hours advanced notice before the general sub pool is notified
• Sub Management Call for Next Day After Time - if an absence is entered after this time, the call will go out for the next day not for the current day.
• Sub Management Disable Partial Sub Assignment - if you don't want subs to accept partial assignments, turn this off
• Sub Management Check Sub Schedule for Overlap with Teacher - cross-reference sub schedules with teacher schedules to ensure alignment.

Alert: If, after reviewing these steps, a substitute is still not showing in the sub pool please check the following:

• Is the employee listed as terminated?
• Does the employee have an existing absence entered for that day?
• Is the sub already covering another position on that day?
• For vacancies: does the position control section have all required fields populated?

If you are still having an issue, please contact Helios Support for further assistance.