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ABSENCE

MANAGEMENT

SIMPLIFIED

SmartSub is built for K-12 districts to reduce the disruption of staff absences. Automate outreach, fill jobs faster with qualified substitutes, and keep everyone informed, without the phone calls, spreadsheets, or last-minute scrambling.

Higher fill rates, faster with automated substitute matching and real-time notifications.

Better communication between staff, substitutes, and administrators—everyone sees the same, current information.

Less administrative work through digital approval workflows and streamlined scheduling.

More prepared substitutes with access to lesson plans, notes, and job details before they arrive.

Real support and continuous improvement: Talk to a real person by phone, get fast, school-savvy help, and benefit from frequent product updates driven by client feedback.

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567-424-6054

Core Capabilities

SMART ABSENCE &
LEAVE MANAGEMENT

Centralized dashboard to track absences across the district

Configurable digital approval workflows

Leave balance management and absence history tracking

Fine-grained permissions to control access by role

Configurable substitute limits and visibility into staffing levels

AUTOMATED SUBSTITUTE PLACEMENT & SCHEDULING FLEXIBILITY

Automatically finds/notifies qualified substitutes based on:

Availability and ranking Algorithms

Qualifications / Certifications / Category

School, grade, teacher preferences and exclusion lists

School and role requirements

SUPPORTS COMPLEX
DISTRICT NEEDS

Multiple positions per employee (one-person, multiple roles/schedules)

Partial fill capability (fill part of a day, split coverage, or swap assignments)

Schedule multiple substitutes at once

Quick reassignment tools when plans change

Prearranged subs and priority substitute notifications

DESIGNED FOR
ADMINISTRATIVE EFFICIENCY

Actionable reporting: See daily absence and fill status at a glance, with built-in and custom reports to analyze trends and improve coverage.

Time-saving integrations: Connect SmartSub with your payroll systems to streamline exports, reduce duplicate entry, and minimize payroll errors.

Substitute-friendly tools:

 A free mobile app lets subs set availability, manage and accept jobs on the go, and access job details plus school profiles that help them feel welcomed and prepared before they arrive.

Substitutes can choose how they want to be contacted and accept jobs quickly.

Text Messages

Email

Mobile App Notifications

Ready to increase fill rates and reduce absence chaos?

Schedule a quick SmartSub demo and see how districts streamline approvals, outreach, and coverage in one system.

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