Substitute teacher scheduling

Purpose

1.1. To automate substitute teacher scheduling for boys’ high schools by enabling automated identification, notification, assignment, and status tracking when regular teachers are absent.
1.2. Automates management of teacher absence forms, auto-matches available substitutes based on skills, availability, and compliance.
1.3. Ensures automated notifications to HR, staff, and substitutes; keeps records for compliance and payroll; facilitates automated report generation on substitute usage.
1.4. Automator handles escalations if no substitute is found within a time window.
1.5. Automates calendar blocking, integration with HRIS, payroll, and leave management systems.

Trigger Conditions

2.1. Automated new teacher absence submission (form, app, email, or HRIS).
2.2. Manual HR trigger (e.g., via dashboard flagging an unfilled slot).
2.3. API call from school’s ERP or HRMS system for scheduling substitute.
2.4. Incoming absence notification from SMS/voice bot/chatbot integrated applications.

Platform Variants

3.1. Twilio SMS
• Feature/Setting: SMS Notify API, configure outgoing automated messages to substitutes about available slots.
3.2. Slack
• Feature/Setting: Incoming Webhooks, automate direct notifications to faculty substitute channels and automated responses from available staff.
3.3. Microsoft Teams
• Feature/Setting: Automated scheduling bot posts new opportunities, receives automated RSVP from substitute teachers.
3.4. Google Calendar
• Feature/Setting: Calendar API, auto-blocks and invites substitutes, automating all scheduling updates.
3.5. Outlook 365
• Feature/Setting: Graph API, automate event creation for substituted classes.
3.6. BambooHR
• Feature/Setting: Time Off API, automate leave records and cross-check available substitutes.
3.7. Workday
• Feature/Setting: Absence Management API, automates absence tracking and substitute matching.
3.8. SAP SuccessFactors
• Feature/Setting: OData API, automate teacher schedule sync between HR and automation platform.
3.9. Zoho People
• Feature/Setting: API for attendance and leave, automates substitute selection and scheduling.
3.10. Salesforce
• Feature/Setting: Workflow Rules, automate case creation for each absence and automated status updates.
3.11. SendGrid
• Feature/Setting: Transactional Email API, automate emails to substitutes and HR confirmations.
3.12. Gmail
• Feature/Setting: Gmail API, automated templated outreach to potential substitutes.
3.13. WhatsApp Business API
• Feature/Setting: Automate outbound WhatsApp messages to substitutes for faster responses.
3.14. Zoom
• Feature/Setting: Meetings API, automate instant meeting links if class switches virtual.
3.15. Google Sheets
• Feature/Setting: Sheets API, automated log of substitute assignments and gaps.
3.16. Airtable
• Feature/Setting: Automated base updates when substitutes are scheduled or decline opportunities.
3.17. Docusign
• Feature/Setting: Envelopes API, automate compliance/consent forms for substitute coverage.
3.18. Asana
• Feature/Setting: Task API, automate assignment and tracking of substitute teacher scheduling tasks.
3.19. Monday.com
• Feature/Setting: Automations, automate board item creation for absences/substitute tracking.
3.20. Freshdesk
• Feature/Setting: Ticket API, automate HR ticketing for scheduling issues and exception handling.

Benefits

4.1. Reduces manual work by automating routine staff scheduling and notification flows.
4.2. Minimizes scheduling gaps by automating the search and selection of qualified substitutes.
4.3. Automates communication to substitutes, HR, and leadership, enhancing responsiveness.
4.4. Eliminates double bookings and manual errors with automated calendar syncing.
4.5. Enables automated compliance tracking and audit trail for HR and regulatory purposes.
4.6. Automates payroll and reporting integrations, streamlining downstream HR processes.
4.7. Enhances process visibility with auto-generated logs of every automated scheduling action.