Substitutions

Substitutions allow teachers to cover classes for one another when someone is unavailable. Vygor uses a request and approval system to ensure all classes are covered and admins are kept in the loop.

How the process works

1. Request: A teacher requests a sub for a specific class.
2. Notification: Vygor automatically emails all eligible staff members about the open slot.
3. Acceptance: Another teacher volunteers to cover the class, immediately emailing Owners (Admins) for approval.
4. Approval: An Owner approves the substitution in their dashboard.
5. Finalization: The class schedule is updated, and both teachers receive confirmation emails.

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Requesting a substitute

If you are assigned to a class but cannot teach it, you should request a substitute as soon as possible.

1. Open Substitutions

In your Vygor dashboard, navigate to Team > Substitutions.

2. Request a Sub

In the My Requests section, click Request a Substitute.

3. Select the class

Select the date and the specific class you need covered. Once submitted, your request will appear in the "My Requests" list with the status Finding Substitute.

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Picking up a class

When a colleague requests a sub, you may be eligible to pick up their class.

1. Eligibility

Vygor automatically matches sub requests to eligible teachers using Class Tags:

• Tagged Classes: A teacher is eligible if their profile has matching class tags, OR if they have no tags on their profile (acting as a generalist substitute). A teacher is only restricted if they have tags, but none match the class.
• Untagged Classes: If a class has no tags, all active staff members are eligible.

2. Reviewing Requests

Navigate to Team > Substitutions. Any available classes you are eligible to cover will appear under Available Substitutions > Incoming Requests.

3. Accept or Decline

• Accept: Click Accept to volunteer for the class. The status will change to Awaiting Approval.
• Decline: Click Decline if you cannot cover it. This will remove the request from your view.

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Admin Approvals

Admins (Owners) must approve all substitutions to ensure the schedule is managed correctly.

1. Open Approvals

Navigate to Team > Substitutions and select the Approvals tab.

2. Review Pending Approvals

A list of teachers who have volunteered for open requests will be displayed. You can see the original teacher, the proposed substitute, and the class details.

3. Approve or Deny

• Approve: Clicking Approve will immediately update the class teacher in the schedule. Vygor will send confirmation emails to both teachers.
• Deny: Clicking Deny will notify the volunteer and leave the request open for other teachers to pick up.

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Managing your requests

Cancelling a request

If you find you can teach the class after all, or the situation changes, you can cancel your request from the My Requests list by clicking the menu icon and selecting Cancel. You can only cancel a request if it hasn't been approved yet.

Withdrawing an acceptance

If you volunteered for a class but need to withdraw your offer, you can do so from the Your Responses section in the Substitutions page before an admin approves it.