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How to Handle Instructor Substitutions

Learn how to assign substitute instructors for specific class sessions. Substitutions allow you to change instructors for individual sessions without affecting the entire class series or other sessions.

How to Handle Instructor Substitutions

Video Walkthrough (Using the Sub Board)

See also: How to Enable the Sub Board for Independent Contractors.

Before You Begin

  • Owner or admin permissions required
  • At least one other instructor available as a substitute

Steps

Step 1: Open the session

  1. Go to Schedule > Calendar.
  2. Find and click the session that needs a substitution.

Step 2: Assign a substitute instructor

  1. Click Substitute Instructor (or find the substitution option in the session actions menu).
  2. Select the substitute instructor from the dropdown. The change affects this session only — the class series keeps its original instructor.

Step 3: Configure notification and save

  1. Toggle Send notification to registrants on or off.
  2. If notifications are on, enter a substitution note (e.g., “Sarah will be substituting for John this week”).
  3. Click Save / Confirm substitution.

Troubleshooting

“Substitute Instructor” option not visible. Confirm you’re viewing a specific session (not the whole class) and that you have schedule management permissions.

Can’t select a substitute instructor. Verify that other instructors exist in your organization and are active.

Customers didn’t receive a notification. Check that “Send notification to registrants” was enabled and that customer email addresses are valid.

Substitution affected other sessions. Substitutions should only change the one session selected — verify you clicked the correct session and check the other sessions’ details.

Need a hand?

Email our team at support@joinzipper.com and we'll usually reply within a few hours.

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