Employee - How to fill out the replacement request?

Managing absences and replacements is essential for maintaining smooth team operations and ensuring continuity in daily tasks. Being able to quickly report an absence or request a replacement not only streamlines internal organization, but also guarantees that responsibilities are handled without interruption.

Here are the steps to follow:

Access the Absences module and click New absence.

Fill out the absence request and click Continue to access the replacement request section.

For more details on this first step, refer to this article: Employee - How to fill out the absence request?

Now in the replacement request section, indicate your replacement needs.

If you need a replacement, proceed to step 3.

If the settings of the institution where you work allow it, you can submit an absence request that does not require a replacement. To do so, toggle the No need to be replaced switch to on and click Submit.

Your request will be visible in the Absences module with this iconto indicate that it does not require a replacement.

To see in detail how to fill out a replacement request, you can watch this video: Video: Employee - How to make an absence declaration without a replacement request?

If you are going to be absent and need a replacement, click Generate my schedule.

If your employee schedule is configured, your periods will display automatically.

If your schedule is not configured, the system will copy the times entered in your absence request.

Fill out as many fields as possible: providing maximum information ensures that substitutes have all the necessary details to accept your request.

Caution, all data entered on this page will be visible to all substitutes who receive your request, with the exception of the Internal note ( hidden from substitutes) field. Therefore, confidential information, such as student or child attendance lists, should not be included in your replacement request.

Here are the fields to fill out:

• Specialty: Select the specialty related to your job. Ensure you choose the correct one to target the right replacements. Pay close attention to selecting the correct level—for example, distinguishing between Visual Arts - Preschool/Elementary and Visual Arts - Secondary.
• Clientele: Choose the clientele the substitute will be working with. Depending on your organization's configuration, this field may be optional or mandatory.
• Planning : In this section, you can upload all necessary documents, including your lesson plan for the day of absence.
• Where to find planning: Indicate here where to find the hard copy of your lesson plan.

Since we advise against making attendance lists or any other confidential information available in your replacement request, feel free to use this space to specify where those physical documents are located!

• Free period(s): Enter the periods when the substitute will be free, especially if you do not have an employee schedule set up.
• Supervision period(s): Enter any supervision duties the substitute will need to complete. Feel free to include them even if your replacement schedule was generated automatically.
• Comment: This field allows you to add any additional information.
• Internal note (hidden from substitutes): This is the same field available in your absence request. It is duplicated here so you can add information without having to go back to the previous page.

Once the request is complete, click Submit.

To check the status of your replacement requests, go to the Replacements module. You will be able to see if your request is pending or if a substitute  has accepted it.

To see how to fill out a replacement request in detail, you can watch this explanatory video: Video: Employee - How to fill out a replacement request?