Adding Instructor Substitutions

ActiveNow lets you record instructor substitutions for individual lessons.

1

Enable the instructor substitutions feature

Instructor substitutions are enabled by default.

If the feature has been turned off, go to Settings → General and enable Instructor substitutions under Additional features.

Additional features section in Settings with Instructor substitutions option enabled

2

Add a substitution in the calendar

To add a substitution:

1. Go to the Calendar and click the lesson you need to cover.

2. From the menu, choose Add replacement.

3. In the dialog, select the instructor who will cover the lesson and confirm with Confirm.

At the top of the list you will see instructors suggested by ActiveNow based on several criteria. You can also use the search bar at the top to find any instructor at your school.

Next to each instructor's name, icons indicate:

• Whether they are available at that time — the system checks for conflicting lessons, added absences, and whether their defined availability allows it. Read more in Instructor Availability.

• Whether the location matches — comparing the lessons before and after the substitution to assess if the instructor is in the right place.

• How long the gap between their lessons is — the system checks whether the break is longer than 30 minutes.

A green icon means the criterion is met; grey means it isn't.

Next to each instructor you will also see a snippet of their calendar — one lesson before and one lesson after the substitution slot — so you can assess the fit even more precisely.

If you use the instructor salary feature, you can also adjust the default rate on the left side of the dialog if needed. Read more in the Instructor Settlements article.

3

Substitutions appear in reports

Substitutions are included in reports on instructor working hours. You can also generate a dedicated substitutions-only report: go to Reports → Course progress and select Instructors substitutions report. Choose the period you want and generate the report.

Reports tab showing the Instructor substitutions report option

4

Instructors are notified of substitutions

When a substitution is added, the instructor receives an in-app notification (also as a push notification on their phone).

Tapping the notification takes the instructor to the Substitutions tab, where they can see all lessons in which they were substituted or acted as a substitute.