Purchase SmartSub

• Submit a help desk ticket or email softhelp@csiu.org
• SmartSub must be enabled in Third Party API Configuration

Review User Access

• Ensure access to SmartSub Summary Directory
• Grant permissions to updated HR/Payroll directories

✅ Configuration Checklist

• Parameters updated
• SmartSub Summary created
• Job Titles configured
• Absence Parameters reviewed
• Calendars verified
• Substitute Types configured

Parameters

Navigation: HR/Payroll → Directories → Parameters

• Set Hours Before Start Time for unapproved absences
• Approved absences create openings immediately

SmartSub Summary

Navigation: HR/Payroll → Absence → Directories → SmartSub Summary

• Defines substitute-facing job description
• Summary ID (40 characters)
• Summary description (75 characters)

Job Titles

• Request Sub must be checked
• SmartSub Category must be assigned

Absence Parameters

• Enable “Allow Sub”
• Review FMLA, Payroll Transfer, and Notifications

Absence Calendar

• Assign job titles to a single calendar
• Verify holidays and working days

Substitute Type

• Defines pay rates and accounts
• Required for payroll processing

Staff Notifications

• Configure alerts for SmartSub errors
• Common issues include missing email or membership

✅ Data Preparation Checklist

• Staff data reviewed
• Work schedules assigned
• Locations exported

Staff Requirements

• Email address required
• Valid Job Title with Request Sub and SmartSub Category

Work Schedules

• Defined in Salary/Wage Contracts
• Used to populate substitute request times

Building & Location Export

1. Run SmartSub Location Export
2. Export to Excel
3. Remove unnecessary records
4. Save as CSV
5. Upload into SmartSub

Regular Staff (Automated Invitations)

• Email must be present
• Eligible Job Title required

1. Enable Auto Send SmartSub Invite
2. Save settings
3. Send invitations

Substitute Staff (File Upload Required)

Required fields:

• First Name
• Last Name
• Birth Date
• Staff ID
• Email
• SSN (last 4 recommended)

⚠️ Important

Staff must accept their SmartSub invitation before openings can be created.

Assign Locations

• Ensure staff are assigned to correct buildings

Assign Categories

• Align substitute categories with job titles
• Determines who receives job notifications

Submitting Absence Requests

• Select “Sub Needed”
• Enter:
  • Time range
  • Category
  • Summary
  • Notes

Workflow

1. Opening Created
2. Substitutes Notified
3. Substitute Accepts Job
4. Attendance Verified
5. Data Sent to FIS
6. Payroll Processed

Openings Not Created

• Staff not a SmartSub member
• Missing email
• API configuration issue

Staff Not Receiving Invitations

• Automation not enabled
• Job Title not eligible

Data Not Transferring

• No matching absence record
• Substitute not approved for payment