How to Manage and Assign Substitutes in the OnTheGo App

Managers and above can review sub requests, see who offered to cover, send reminders and assign subs directly in the fitDEGREE OnTheGo (OTG) app, without opening the website report.

Before you begin

• Manage sub requests is only visible to users with Manager permissions or higher.
• It's separate from Sub requests under Menu, which everyone on the team uses to request coverage and see posted opportunities.
• Who can see a request depends on your studio's Sub request settings: whether requests need approval first, and whether only instructors approved for that class can see it. See How to Set Up and Enable Sub Management.

Open Manage sub requests

1. Open OnTheGo and tap More in the bottom-right corner.
2. Under Admin, tap Manage sub requests.

Requests are sorted into tabs:

• Pending: requests waiting for your approval. This tab only appears when at least one request needs a decision.
• Open: approved requests that are still waiting for responses and for you to assign a sub. Each one shows how many instructors have accepted so far.
• Closed: everything that isn't pending or open, including Filled, Cancelled, Denied and Expired requests.

Create a request or filter the list

• Tap + at the top of Manage sub requests to create a sub request on behalf of a team member.
• Tap the filter icon next to it to narrow the list by Original instructor, Assigned sub or Session date, then tap Apply filters. Tap Clear to reset them.

Approve or deny a pending request

If your studio reviews requests before they go out, new requests wait for your decision on the Pending tab, and you'll get a notification when one arrives.

1. In Manage sub requests, tap Pending.
2. Tap the request to open it.
3. Tap Approve request to notify eligible instructors and post it to their Sub board, or Deny request to decline it. You can add a note.

If you deny a request, the instructor is notified and stays on the schedule for that class.

Review a request

Tap any request to open it. The Details tab shows:

• Original instructor
• Requested: who asked for coverage, and when
• Approved: when the request was approved
• Last reminded: when the last reminder was sent
• Assigned sub: the assigned instructor, if any
• Status: a short explanation of where the request stands
• Instructor note: with Edit note on open requests

For closed requests, the status explains what happened. For example, an expired request explains that no sub was assigned before the session started.

Send a reminder or cancel a request

1. Open an Open request.
2. Tap ••• in the top-right corner.
3. Choose Send reminder to remind eligible instructors that a sub is still needed, or Cancel request to remove the request. Cancelling doesn't change your schedule.

Review responses and assign a sub

1. Open the request and tap Responses.
2. Review who offered to cover the class under Accepted, with the time each person responded. Anyone who declined is listed under Declined.
   [Screenshot: 08_admin_accepted_responses.png] Alt text: The Responses tab listing instructors under Accepted with response times and Assign links, and no one under Declined.
   [Screenshot: 05_admin_expired_responses.png] Alt text: The Responses tab of an expired request showing that no one accepted or declined.
3. Tap Assign next to the instructor you want. You can also tap Assign a sub on the Details tab and choose from the instructors who accepted.

Assigning a sub is the official step that updates your schedule. An instructor accepting a request doesn't change the schedule on its own, and several people can accept the same request.

After you assign a sub, the original instructor and the new sub are notified. The sub also gets OTG reminders the day before and the day of the class.

Request statuses