November 6, 2020

Automated Substitute Management Software: The Basics

Automated Substitute Management Software: The Basics

As an administrator in a small school or district, you know how difficult it can be to fill an absence. Trying to find a substitute teacher at the last minute is problematic, and often impossible. Calling around at seven in the morning and asking subs if they have availability is quite a chore.

It can be awkward to call your administrator to let them know that you will be absent for the day. Once you’re actually on the phone, you feel the need to demonstrate just how sick you are. And then you have to figure out who will cover your class; or maybe you feel guilty because your boss is tasked with that too.

For administrators, scrambling to fill classrooms with qualified substitutes is especially challenging. It takes you away from your other administrative duties, and puts you on the phone when you should be working on more pressing leadership endeavors. And how about keeping track of leave balances No administrator has time for that mountain of paperwork.

All of these situations present problems for schools, but there is a much easier way to manage sick days, without phoning an administrator and cold calling subs. The answer to these situations: automated substitute management software.

What Is Automated Substitute Management Software?

Automated substitute management software is the solution to your substitute scheduling needs. Whether you are teaching faculty, an administrator, or the substitute, substitute management software simplifies the process of finding someone to cover the classroom for the day. Automated substitute management software allows self-reporting of absences by teachers, and then automatically sends notifications. No more leave forms or calling and scheduling substitutes. Everything is automated for ease of use.

Special Features of Automated Substitute Management Software

For Teachers

Get ready for substitute management software to greatly simplify your life with these special features that benefit all users. Teachers can schedule their absences, check on preferred substitutes availability, and even request the sub that they want. After the teacher’s absence is filled, they receive an automated response, confirming their sub. Teachers love automated substitute software because of all they can accomplish without making a single phone call.

For Administrators

Administrators love automated substitute management software just as much as teachers do. They can easily login to see the daily sub schedule, schedule replacement staff, and run detailed reports, including unfilled absence rates, from any electronic device. All of these processes are simplified and streamlined by being online in one place.

For Substitute

One of the worst parts about being a substitute is receiving those early morning, unexpected phone calls from administrators. With automated substitute management software, subs will be able to easily schedule their own working assignments, make their availability to administrators and teachers known, and track their timed work. All features are available at the touch of a button on your computer or smart phone.


Whether yours is a large school district with hundreds of employees or one small school with a staff of twelve, it is important to find a system that will work best for your needs. Invest wisely in substitute management software and your sub management will run like a well-oiled machine.

Introducing InstaSub

InstaSub is one of the top automated substitute management software programs available. In addition to the sub scheduling service and leave balance tracking and reporting, InstaSub is an all-in-one comprehensive package that integrates with payroll, alleviating the headache of making sure your subs are paid on time. Investment in InstaSub provides access to the mobile app, so everyone can have Subzz right at their fingertips, ready to go.

Not only is InstaSub popular, but also the pricing is very reasonable. The cost for a single school starts at $149 a month and the price for a small to medium-size district is as low as $199 per month. It’s an extraordinary value for what it accomplishes in time saved for teachers and administrators. It’s difficult to put a dollar sign on eliminating the hassle of finding subs, but this is a deal that should not be ignored. Think of it as an investment in both organizing and keeping track of staffing needs.

Whether your school chooses InstaSub, or another automated substitute management software, it is a giant step toward digitization and simplification. Technology has made life a bit easier, and while schools are often the last to integrate new tech, it doesn’t have to be this way when it comes to scheduling substitutes. Communicating entirely by phone is a thing of the past. Any teacher or substitute will agree: It is much easier and more efficient to answer an email or a text.

Staff will be excited by the convenience of substitute management software. Plus, with its straightforward interface, it could not be easier to use. Even those with the most basic tech skills will enjoy it after minimal how-to instruction. After a short time of scheduling substitutes, tracking absences, and completing payroll, you will wonder how you ever survived without it.

If you’re looking for an affordable all-in-one substitute management system that won’t break the bank, visit our website or book a demo today! InstaSub is a great tool to help streamline and ease your substitute management processes.