Substituting staff members for Classes and Events

If a staff member is scheduled for a Class or Event session they cannot attend, you can substitute another staff member for the original staff member. The substitute staff member can be selected only if they have the relevant services enabled. For information about substituting a staff member for an Appointment, see Substituting staff members for Appointments.

When you substitute a staff member for a Class or Event, clients will see that substitution when they view that service in the Client Web App. The substitute staff member’s name will be displayed in red and the word SUB will appear next to their name. Additionally, the substitute staff member’s name will be displayed in red when staff members view the schedule using list view. If you do not want the substitution to be noted in red, you must modify the service’s schedule instead of making a substitution.

When you substitute a staff member you can either make a QUICK Substitution or an Advanced Substitution. A QUICK Substitution allows you to quickly substitute a staff member for a single session with a few clicks. An Advanced Substitution allows you to make a substitution for a single session or multiple sessions, and you can decide if the affected clients should be notified.

For information about modifying a Class schedule, see Modifying a Class schedule.

For information about modifying an Event schedule, see Modifying a scheduled Event instance.

In this article:

To make a QUICK substitution:

  1. Click the App Drawer button .
  2. In the App Drawer, click Schedule.
  3. Click the List button The list view button.
  4. Find the Class or Event session for which you want to substitute the staff member.
  5. Under Staff, click the name of the staff member.
  6. Click QUICK Substitution.
  7. Under STAFF, select the name of the desired replacement staff member from the list.
  8. In the next list, choose the desired pay rate. If the staff member does not have a pay rate set up, click Setup pay rate and set the staff member’s pay rates.
  9. Click SAVE. If there are multiple sessions for which you need to substitute the staff member, repeat these instructions for each session.

To make an advanced substitution using list view:

  1. Click the App Drawer button .
  2. In the App Drawer, click Schedule.
  3. Click the List button The list view button.
  4. Find the Class or Event session for which you want to substitute the instructor. If there are multiple sessions for which you need to substitute them, find the first one.
  5. Click the service name.
  6. Click Advanced Substitution.
  7. Select whether the substitution will apply to a single day or multiple days. Click NEXT.
  8. If there are multiple sessions, select the sessions to which the substitution will apply. Click NEXT.
  9. Next to INSTRUCTOR, select the name of the desired replacement staff member from the list. In the next list, choose the desired pay rate. If the staff member does not have a pay rate set up, click Setup pay rate and set the staff member’s pay rates. Click NEXT.
  10. If clients are affected, decide whether to inform them or not, and how. Click NEXT.
  11. Confirm your substitution and click COMPLETE.

To make an advanced substitution using calendar view:

  1. Click the App Drawer button .
  2. In the App Drawer, click Schedule.
  3. Click the Calendar button .
  4. Find the Class or Event session for which you want to substitute the instructor. If there are multiple sessions for which you need to substitute them, find the first one.
  5. Click the service.
  6. Click Advanced Substitution.
  7. Select whether the substitution will apply to a single day or multiple days. Click NEXT.
  8. If there are multiple sessions, select the sessions to which the substitution will apply. Click NEXT.
  9. Next to INSTRUCTOR, select the name of the desired replacement staff member from the list. In the next list, choose the desired pay rate. If the staff member does not have a pay rate set up, click Setup pay rate and set the staff member’s pay rates. Click NEXT.
  10. If clients are affected, decide whether to inform them or not, and how. Click NEXT.
  11. Confirm your substitution and click COMPLETE.
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