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How to Handle Instructor Substitutions

Assign a substitute to one class session or choose a wider recurring-series scope.

How to Handle Instructor Substitutions

A coverage request asks someone to help. Assign substitute changes an instructor position. These are different actions.

Post a Coverage Request

Open Staff > Substitution Board > Post Coverage Request. Use Select from Schedule to choose the exact class name, date and time. Check Instructor position to substitute, review details and notes, then post when ready.

Enter Manually makes a separate request; it does not automatically connect it to a scheduled session. A posted request is not confirmation that a replacement is assigned. Review the claim/approval outcome and calendar assignment.

Assign a Known Replacement

  1. Open Schedule > Calendar and the exact class session.
  2. Choose Manage > Assign substitute.
  3. Choose Instructor position and New Provider.
  4. If recurring scope choices appear, select This session only, This and following, or All sessions as intended.
  5. Read the preview and review Send notification to all registrants when offered.
  6. Choose Save Instructor Change only after the replacement and scope are correct.

The substitution dialog with instructor and scope choices

This session only preserves the usual instructor on other dates. Wider choices change more of the series. A one-off session has no recurring scope to choose.

A substitute replaces the chosen position. To add another teacher, use the secondary-instructor workflow instead.

Access

Posting requests and assigning substitutes need the appropriate access. Ask the owner to review it if a control is missing. A failed class or staff lookup does not prove that you cannot post or assign.

If the intended session is unclear, confirm the class name, date, time and instructor position first.

On Mobile

Open the session and use Manage > Assign substitute. Scroll through the instructor and scope settings before saving.

The substitution dialog on a phone

Troubleshooting

Another date changed too. Review the chosen recurring scope.

A request is posted but the session is not covered. Check the claim/approval result and actual calendar assignment.

Need a hand?

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

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