How to Review Sub Requests and Assign Substitute Instructors

Use the Sub requests report to approve or deny new requests, see which instructors volunteered, send reminders, and assign the sub who will officially cover the class.

This article assumes sub requests are already turned on. To set them up, see How to Set Up and Enable Sub Management and How to Create and Manage Approved Class Lists.

Open the Sub requests report

1. On the fitDEGREE admin website, click Menu (the grid icon in the top-left corner).
2. Choose Reports.
3. In the left navigation, select Business.
4. Find Sub requests and click View report. The report opens in a new browser tab.

Find and filter requests

The report lists each request with these columns: Session, Original instructor, Assigned sub, Status, Responses and Requested. Use the filters on the left to narrow the list by Status, Original instructor, Assigned sub and Session date.

The Status filter lets you show one or more statuses:

A request isn't Filled when instructors accept it. It stays Pending or Open until you assign a sub, it's cancelled, or the class time passes.

To open a request, click View sub request on its row. A Sub request window opens with two tabs: Details and Responses.

Two more tools sit beside the report title: + creates a sub request on behalf of a team member, and the download icon exports the report to a CSV file.

Approve or deny a pending request

If automatic approval is off, new requests arrive as Pending and aren't visible to any instructor yet. You'll get a notification when one needs your review. You can respond from the admin website or the OnTheGo app.

On the admin website

1. In the Sub requests report, click View sub request on the pending request.
2. Review the Details tab, then choose:
   • Approve request to notify eligible instructors and make the request visible to them.
   • Deny request to decline it.
3. To cancel a pending request instead, click the ⋯ menu next to the status and choose to cancel it.

In the OnTheGo app

1. Log in to the OnTheGo app.
2. Tap More (bottom-right menu button), then Manage sub requests.
3. Select the Pending tab and tap the request to open it.
4. Tap Approve request or Deny request. You can add a note.

Review request details

The Details tab shows the Original instructor, who Requested coverage and when, when it was Approved, when it was Last reminded, the Assigned sub (if any), a Status description, and the Instructor note.

Send a reminder or cancel a request

1. In the Sub request window of an open request, click the ⋯ menu next to the status.
2. Choose an action:
   • Send reminder sends eligible instructors a notification in the OTG app that a sub is still needed (an automatic reminder also goes out 24 hours after the request is made). It also appears under the notification bell on the admin website.
   • Cancel request removes the sub request. Nothing changes on your schedule.

Review responses

Open the Responses tab to see who has replied:

• Accepted: instructors who offered to cover the class, with the time they responded and an Assign link.
• Declined: instructors who declined, listed separately.

Assign a substitute

Accepting a request does not make an instructor the sub. You choose who covers the class from the instructors who replied.

1. Open the request with View sub request.
2. Assign the instructor you want in either of these ways:
   • On the Responses tab, click Assign next to their name.
   • On the Details tab, click Assign a sub and choose from the instructors who accepted.

Assigning a sub officially updates your schedule so that instructor is covering the class.

What happens after assignment?

• The original instructor and the new sub are notified. Other instructors who replied are not.
• The assigned sub receives OnTheGo (OTG) app reminders the day before and the day of the class they're covering.

Good to know

• Accepting isn't the same as being assigned. Several instructors can accept the same request. The class is covered only after you assign one of them.
• Approving isn't the same as assigning. Approval makes a request visible to eligible instructors, either by your team or automatically. Only assigning a sub changes the schedule.
• Who sees a request depends on your setup. If your studio uses class approval, only instructors with that class on their approved class list can see it.