Finding a substitute teacher at the last minute used to mean early morning phone calls, patchy group texts, and a lot of crossed fingers. These days, most districts are using some form of substitute teacher scheduling software — but not all solutions are created equal.
You know how important substitute scheduling is for classroom continuity, staffing efficiency, and ultimately, how your school or district performs as a whole. But it can’t exist in a silo, which is where most substitute teacher software falls short.
The right solution fills absences and works hand in hand with your broader time tracking and attendance strategy.
The shortlist of absence and substitute teacher software
These days, most districts are using some form of substitute teacher scheduling software — but not all solutions are created equal. We’ve compared the leading substitute management software against a variety of criteria and came up with this ranked list to make it easy for you to find the right option for your school or district.
- TimeClock Plus’ SubSearch
- Red Rover
- Absence & Time (formerly Aesop)
- SmartFind Express
- ReadySub
- EZ School Apps
- EngineHire
Read further to learn about each substitute teacher software’s ease of use, standout features, and reasons to buy or avoid.
1. TimeClock Plus’ SubSearch
Smarter substitute teacher software built into your time and attendance system.
| Ease of Use | Simple, modern interface for admins, teachers, and substitutes alike. Little to no learning curve. |
| Features | Automated substitute matching and scheduling, absence tracking, smart notifications, integrated time-off requests, mobile and desktop access, sub pools, and ratings |
| Standout Features | Real-time job alerts, built-in analytics dashboard, mobile-first tools for subs, direct upload of lesson plans, qualification-based sub routing |
| Reasons to Buy | · Built into TimeClock Plus to unify absence management + time tracking · Faster fill rates through automation and smarter sub pools · Fewer missed classes and coverage gaps · Better visibility into labor compliance and staffing data |
| Reasons to Avoid | · Doesn’t include broader SIS or curriculum tools (focuses on time, attendance, and workforce management) |
Why TimeClock Plus’ SubSearch stands out
Unlike standalone tools, SubSearch brings absence management, substitute coordination, and time tracking into one system.
You can track teacher absences, notify vetted substitutes, and see fill rates and trends without bouncing between platforms. Districts get more accurate data, better coverage, and fewer compliance headaches. Teachers get peace of mind. Subs get the clarity and support they need.
2. Red Rover
A newer platform promising modern features, but not without caveats.
| Ease of Use | Generally intuitive, though some users report inconsistency across roles and modules. |
| Features | Cloud-based absence and substitute management, job notifications, teacher and substitute portals, mobile accessibility, integration options |
| Standout Features | Modern interface, quick job posting workflows, and clean reporting layout |
| Reasons to Buy | · Recent interface updates make it more modern than legacy systems · Designed for simplicity in small to mid-sized districts · Responsive support team |
| Reasons to Avoid | · Lacks advanced time tracking and workforce integration · Limited functionality for districts with complex absence rules · Feature depth doesn’t always match marketing claims |
Why Red Rover stands out
Red Rover has made a name as a lightweight, more user-friendly alternative to older systems. But if your district needs deep integrations or robust compliance tracking, it may come up short.
3. Frontline Absence & Time (formerly Aesop)
Established system with legacy presence, but not without friction.
| Ease of Use | Interface frequently changes; inconsistent UX across roles. |
| Features | Absence scheduling, payroll integration, substitute reviews, automated notifications, sub history |
| Standout Features | District-to-district benchmarking, online training library |
| Reasons to Buy | · Proven solution with wide adoption · Offers some comparative analytics across districts |
| Reasons to Avoid | · High cost with recurring price hikes · Clunky, outdated user interface · Lack of SMS/text notifications |
Why Frontline stands out
Frontline Absence Management, formerly known as Aesop, is one of the oldest solutions in the business. Frequent updates over the years have ensured that Frontline is up to date in terms of technology and features.
Although it offers plenty of features for schools, teachers, and substitutes, the user interface of the software keeps changing. Many districts rely on it because it’s what they’ve always used, not because it’s the best fit for modern substitute management needs.
4. SmartFind Express
Feature-rich but with a learning curve for teachers and administrators.
| Ease of Use | Interface is clean but not intuitive for all users |
| Features | Automated absence tracking, sub scheduling, voice notifications, customizable reporting, sub qualifications |
| Standout Features | Interactive voice response (IVR), detailed sub preferences, customizable reports; swift notifications via email, mobile app, and automated phone calls. |
| Reasons to Buy | · 30+ years of experience in absence management solutions · Robust feature set for large districts |
| Reasons to Avoid | · Buggy mobile apps · Steep onboarding curve for admins and subs |
Why SmartFind Express stands out
SmartFind Express is an absence management software and substitute teacher software from one of the industry’s best-known brands. The solution is baked with several cutting-edge features, but not without a bulky and confusing UX initially. For smaller districts, the adaptation may introduce too much friction to be sustainable.
5. ReadySub
Enterprise-grade tool with a price tag to match.
| Ease of Use | Fairly user-friendly, though not intuitive for every role |
| Features | Sub scheduling, absence tracking, reporting, job alerts, integrations, iOS app |
| Standout Features | Smart sub matching; swift notifications via text, email, mobile app, and automated phone calls; deep analytics |
| Reasons to Buy | Solid training resources High-quality customer support Strong integration potential |
| Reasons to Avoid | · Onboarding time concerns · High pricing makes it impractical for small schools and districts · Lack of real-time comms tools · Absence of built-in time tracking or payroll (at the premium price tag) |
Why ReadySub stands out
ReadySub is an all-in-one substitute management software with almost all the features and functionality, minus time tracking. However, it’s an enterprise-grade solution designed for large school districts, reflected in its relatively high pricing. With the price, however, comes solid customer support.
6. EZ School Apps
Affordable solution for schools that can live with just the basics.
| Ease of Use | Simple and easy to use |
| Features | Basic absence tracking, sub scheduling, job notifications, payroll sync, email/text alerts. |
| Standout Features | U.S.-based support, easy onboarding, part of broader EZ School Apps suite |
| Reasons to Buy | · Lowest priced solution · Reliable phone and email support |
| Reasons to Avoid | · Lacks advanced features · No smart matching or integrated analytics · Lack of comprehensiveness with scheduling and time tracking strategy |
Why EZ School Apps stands out
The substitute teacher software from EZ School Apps is one of the most affordable solutions in the market. Although they lack more modern features, they make up for it with reliable and responsive customer support. Its placement under the EZ School Apps umbrella of solutions makes it a good choice for some districts with the legacy system in place.
7. EngineHire
A modern staffing and recruitment platform positioned to handle substitute scheduling — better suited for agencies or third-party education staffing.
| Ease of Use | Sleek UI with a strong dashboard experience for recruiters and staffing coordinators. Built more for professional staffing than school-based admin teams. |
| Features | Applicant tracking, job matching, availability management, CRM, scheduling dashboard, communication tools |
| Standout Features | Sub matching, visual scheduling tools, modern UI, robust candidate pipeline tracking |
| Reasons to Buy | · Excellent for districts that partner with external staffing agencies · Great substitute availability and credential tracking features · Modern design makes it easy for recruiters to manage large sub pools |
| Reasons to Avoid | · Not designed specifically for K–12 — lacks direct integrations with SIS or time tracking/payroll systems · Terminology and workflows reflect staffing/recruiting industry more than school admin workflows · Not ideal for schools managing subs internally without dedicated recruitment staff · Doesn’t include integrated time tracking or payroll |
Why EngineHire stands out
EngineHire brings a recruiter-first approach to substitute scheduling, which can work for specific use cases where schools or districts want third-party staffing partners. However, it’s not a turnkey solution for in-house sub management and presents several operational risks to your great time tracking and scheduling operation.
Which substitute management software should you go for?
Substitute scheduling doesn’t happen in a vacuum. It’s not just about finding any warm body to fill a class. Instructional continuity, policy compliance, avoiding operational fire drills — none of them can be afterthoughts in your substitute teacher software.
This is where SubSearch shines. Because it’s built right into the TimeClock Plus platform, you’ll be working with a connected substitute management software that syncs with your absences, time tracking, payroll management, and labor rules.
You get:
- Faster fill rates with automated sub matching
- Real-time alerts and mobile access for subs and admins
- Accurate payroll with coded absence management and sub hours
- Built-in compliance guardrails
- Clean visibility into staffing trends and budget impact
Substitute management is one part of a bigger picture. Any substitute management software that doesn’t work with this reality — your reality — in mind is bound to fall short. With SubSearch, putting out fires isn’t the end-all, be-all of functionality.
You’re building a smarter, more resilient absence management and substitute management strategy. That’s how you and your school save time, headaches, and costs in your operations while ensuring students’ learning continuity.
So, choose wisely.
TCP Software’s employee scheduling and time and attendance solutions have the flexibility and scalability to suit your business and your employees, now and as you grow.
From TimeClock Plus, which automates even the most complex payroll calculations and leave management requests, to Humanity Schedule for dynamic employee scheduling that saves you time and money, we have everything you need to meet your organization’s needs, no matter how unique. Plus, with Aladtec, we offer 24/7 public safety scheduling solutions for your hometown heroes.
Ready to learn how TCP Software takes the pain out of employee scheduling and time tracking? Speak with an expert today.
