How to Set Up and Enable Sub Management

Sub management lets your instructors ask for coverage on a class they're scheduled to teach, right from the OnTheGo (OTG) app. Other eligible instructors can then offer to cover it, and your management team chooses who is assigned as the substitute.

This article walks you through the three Sub request settings and the order to turn them on. Turning on sub requests for your staff is the very last step, so you can finish your configuration before instructors start submitting requests.

Before you begin

Make two decisions first. Both settings are optional; choose what fits your studio.

1. Should management approve a request before instructors see it? If yes, leave automatic approval off. If you'd rather requests go straight to eligible instructors, turn it on.
2. Should only qualified instructors see requests for specific classes? If yes, you'll use approved class lists and the class approval setting. This is especially helpful for multi-modality studios or teams with different instructor qualifications.

Understand your settings

All three controls live on one page: Menu → Setup → Settings → Sub request settings. Each setting saves as soon as you check or uncheck its box; there's no separate save button.

Allow instructors to make sub requests via the OnTheGo app

• Lets instructors request coverage for a class they're scheduled to teach, and lets eligible instructors offer to cover it in the OTG app.
• Your management team approves the request (unless automatic approval is on) and chooses who is assigned as the sub.
• This is the switch that activates sub requests for your staff. Turn it on last.

Approve new sub requests automatically (Auto approval)

• Off (default): New requests stay pending and aren't visible to other instructors until someone on your team approves them.
• On: New requests are approved automatically and are immediately visible to eligible instructors.
• Either way, you still choose who is assigned as the sub. Approving a request only makes it visible to instructors. It does not assign anyone to cover the class.

Only show sub requests to instructors approved to teach the class (Require class approval)

• Off (default): An approved request is visible to every active instructor at your fitspot.
• On: A request is visible only to instructors who have that class on their approved class list. Instructors without the class on a list won't have access to that request.

Important: Create your approved class lists and assign instructors to them before turning this on. Otherwise, no instructors will see your sub requests.

Step 1: Set up class eligibility (optional)

Skip this step if every active instructor should be able to see every approved request.

If you want to limit requests to qualified instructors, build your approved class lists first. Follow How to Create and Manage Approved Class Lists, then come back here.

Step 2: Configure your settings

1. Go to Menu → Setup → Settings → Sub request settings.
2. Under Auto approval, check Approve new sub requests automatically if you want new requests to skip management approval. Leave it unchecked to review each request first.
3. Under Require class approval, check Only show sub requests to instructors approved to teach the class only if your approved class lists are complete and instructors are assigned.

Your changes save automatically.

Step 3: Turn on sub requests (last)

Once everything above is set, check Allow instructors to make sub requests via the OnTheGo app under Sub request settings. Your instructors can now submit sub requests from the OTG app.

What happens next

1. An instructor submits a request for a class they're scheduled to teach.
2. If automatic approval is off, the request is pending until your team approves or denies it. If it's on, the request is approved right away.
3. Once approved, eligible instructors are notified and can offer to cover it.
4. Your team reviews who responded and assigns the sub. See How to Review Sub Requests and Assign Substitute Instructors.

Troubleshooting: instructors can't see requests

• Is the request still pending? With automatic approval off, requests stay hidden from instructors until someone on your team approves them.
• Is class approval on? If so, an instructor only sees requests for classes on their approved class list. Make sure the class is on a list and the instructor is added to it.
• No lists set up yet? Turn class approval off until they are, or no one will see requests.