Substitution request automation for staff

Purpose

1.1. Automate the submission, approval, and communication of staff substitution requests for after-school program session coverage.
1.2. Ensure real-time notification to administrators and eligible staff, rapid assignment of substitutes, centralized record-keeping, and compliance with staffing requirements.
1.3. Streamline workflows to minimize disruptions in student care, maintain attendance logs, and trigger schedule updates across connected HR, payroll, and compliance systems.
1.4. Facilitate mobile and web-based submission and approval, record status and communications, and escalate unattended requests per SLA.

Trigger Conditions

2.1. Staff initiates a substitution request via mobile app, web portal, or SMS.
2.2. Scheduled shift absence flagged in time and attendance system.
2.3. Last-minute emergency alert submitted through team chat or phone IVR.
2.4. Admin manually designates coverage needed for session via dashboard.
2.5. Integration receives incoming webhook, API call, or monitored email identifying substitution need.

Platform Variants

3.1. Twilio SMS
• Feature: Programmable Messaging API
• Setting: Configure webhook to receive staff SMS, parse request, trigger workflow for notification and response.
3.2. SendGrid
• Feature: Inbound Parse Webhook
• Setting: Route staff request emails, extract sender & content, initiate substitution request process.
3.3. Slack
• Feature: Slash Commands & Events API
• Setting: Slash command for submitting/approving requests, send DM notifications to eligible staff.
3.4. Microsoft Teams
• Feature: Incoming Webhooks & Adaptive Cards
• Setting: Card-based submission/approval workflow, post to channel, track responses.
3.5. Google Forms
• Feature: Form Submission Webhook
• Setting: Mobile-friendly form triggers webhook to process substitution request.
3.6. Airtable
• Feature: Record Create Webhook/API
• Setting: Staff creates substitution record, triggers downstream notification and assignment automation.
3.7. Google Sheets
• Feature: On Form Submit Trigger (App Script)
• Setting: Auto-process new row in staff request sheet.
3.8. Zendesk
• Feature: Ticket API
• Setting: New ticket for request, custom triggers to notify, assign, and close when resolved.
3.9. ServiceNow
• Feature: Incident Management API
• Setting: Log request as incident, automate assignment workflow to available staff pool.
3.10. BambooHR
• Feature: Custom Webhooks
• Setting: Absence data triggers substitution workflow, auto-sync assignments.
3.11. Workday
• Feature: Business Process API
• Setting: Integrate request as workflow step, notify and log substitution.
3.12. Outlook
• Feature: Graph API (Mail/Calendar)
• Setting: Parse inbound request mails or calendar events, trigger flow for notifications.
3.13. Salesforce
• Feature: Flow Builder + Email Services
• Setting: Trigger flow on email/service record to manage substitution request.
3.14. Google Chat
• Feature: Bot API
• Setting: Staff triggers bot command, bot relays notification and gathers responses.
3.15. PagerDuty
• Feature: Events API
• Setting: Trigger incident for immediate coverage, notify on-call substitutes.
3.16. Freshdesk
• Feature: Ticket Workflow Automation
• Setting: Request becomes ticket, auto-assigns approvers, closes on acceptance.
3.17. ClickUp
• Feature: Task API/Automations
• Setting: Request form creates task with assignee suggestion, status updates.
3.18. Trello
• Feature: Card API + Butler Automation
• Setting: Substitution request card auto-assigns, moves to ‘covered’ on acceptance.
3.19. Asana
• Feature: Form Submission + Rules
• Setting: Submit form for substitution, trigger assignment and notifications.
3.20. Monday.com
• Feature: Automations + API
• Setting: New substitution item triggers board automation for assignment and status updates.
3.21. Zoom
• Feature: Meeting API
• Setting: Schedule/notify of altered online sessions due to staff change.
3.22. DocuSign
• Feature: eSignature API
• Setting: Approval flows for overtime/contract substitute signatures.
3.23. ActiveCampaign
• Feature: Automation Builder
• Setting: Automated email/SMS to available substitutes and confirmation logic.

Benefits

4.1. Speed: Minimizes manual coordination, enabling rapid coverage for absent staff.
4.2. Accuracy: Record-keeping, audit trail, and compliance managed automatically.
4.3. Staff Satisfaction: Simple mobile/web access lowers effort to request/offer shifts.
4.4. Admin Transparency: Real-time visibility on outstanding coverage needs and fulfillment.
4.5. Integration: Ensures downstream updates (payroll, scheduling, compliance) occur automatically.
4.6. Risk Reduction: Reduces risk of supervision gaps and regulatory non-compliance during absences.