SmartSub: Phase 3 – Data Preparation

SmartSub: Phase 3 – Data Preparation

Phase 3 – Data Preparation

After the FIS Directories have been configured (Phase 2), new invitation and membership information fields display on staff member's Demographic record. 

  1. Invitation Sent (with date, when found) 
  2. SmartSub Member (Yes, when a member) 
You'll also want to review your Staff Information, Schedules, and Location data.

✅ Checklist

  • Staff/Substitutes reviewed
  • Schedules assigned
  • Locations exported/imported

Regular Staff 

Regular Staff must be invited to the SmartSub system. You can set up and have FIS send automated invitations or you can send the invitations manually using the Send SmartSub Invitation process in Smart (contact support for assistance).

The invitation button on the FIS > Staff's Personal record is available when:
  1. Membership has not yet been established and
  2. The staff member meets eligibility requirements.
The following is a list of requirements for regular staff membership: 
  1. Valid Email Address,
  2. Staff has an eligible and active Job Title where:
    1. Request Sub is selected;
    2. SmartSub Category is assigned.  
Refer to the main FIS: SmartSub Integration Setup Guide article for additional information on Staff information.

Substitute Staff 

Substitute Staff are NOT eligible for an automated invitation. However, you'll be able to export a file from FIS and upload the file into Smartsub (additionally, you could manually invite substitutes in SmartSub). We do HIGHLY recommend using the file upload import option. 

Refer to the How to Invite Substitute article. 

Location Export

The export file includes all building/location directory information.
Navigation Path: 
FIS > HR/Payroll>Report Builder> FIS Templates>SmartSub Location Export
Steps:
  1. Select SmartSub Location Export - Export Report icon

  1. Choose the Export Format Excel button
  1. Select the Export button from Ready to Export

  1. Remove any unnecessary building/locations records;  
  2. Save the updated file as a CSV;
  3. In SmartSub, navigate to locations tab;
  4. Select the File Import icon.
  1. Select the saved location file.

⬅️ Previous: Phase 2 – System Configuration

➡️ Next: Phase 4 – Invitations & Data Sync