This article answers common questions about SmartSub user registration, invitations, absence management, substitute assignments, reporting, and administration.

Getting Started

How do staff members access SmartSub?

Staff typically request absences through the FIS Staff Portal. When an absence requiring a substitute is approved, SmartSub automatically creates an opening for substitute coverage. 

How many emails will staff receive when registering?

Staff generally receive:

1. A SmartSub invitation email.
2. A verification email to confirm their email address.

Both steps must be completed to finish registration. 

Why is my SmartSub account showing as Pending?

The most common reason is that the user created an account but did not complete registration using the original invitation email. The original invitation link must be used to associate the account with your organization. 

What should I do if my invitation link has expired?

Administrators can resend the invitation. SmartSub invitations expire after 30 days if they are not accepted. 

Why am I getting an "Invitation Not Found" or "Invitation Expired" message?

This can occur when:

• The original invitation was never completed.
• An expired verification email is being used instead of the original invitation.
• The invitation has expired after 30 days.

Contact your SmartSub administrator to have the invitation resent if needed. 

User Management

How do I assign a staff member to a building or location?

1. Navigate to Home > User Invitations.
2. Approve the completed registration.
3. Select the appropriate building or location.
4. Click Save.

Once assigned, their absences can create SmartSub openings. 

Can a person be both a regular staff member and a substitute?

Yes. A user can be both a regular staff member and a substitute. An additional substitute invitation may be required to enable substitute functionality. 

How do users update their name or email address?

1. Log in to SmartSub.
2. Click your name.
3. Select User Info.
4. Update the information.
5. Click Save.

Email addresses can also be updated from the Email section of the user profile. 

Invitations and Registration

How can I resend a SmartSub invitation?

Invitations can be resent from:

• Home > User Invitations
• Manage Location > Users

Available options may vary based on the user's status. 

What does the red X icon mean?

Why didn't a staff member receive an invitation?

SmartSub invitations are generated based on job title setup and SmartSub configuration. Common requirements include:

• An active job title.
• The job title is configured to require substitute coverage.
• A SmartSub assignment category is associated with the job title.

If one of these requirements is missing, an invitation may not be generated. 

Absence Management

How far in advance can staff enter absences?

Staff can enter absences as far in advance as needed. Depending on district configuration, supervisor approval may be required before the opening appears in SmartSub. 

Can a substitute cancel an assignment?

Yes. Both substitutes and administrators can cancel assignments. 

Can a staff member request a specific substitute?

Staff can maintain a list of preferred substitutes. SmartSub uses preferences and assignment criteria when presenting openings. If a substitute must be assigned, an administrator can manually assign that substitute. 

Where do substitutes see notes entered by the absent employee?

Notes entered during the absence request process appear on the assignment as the opening description. Additional communication can be added through the Comments area. 

Extra Duty Assignments

Can I create openings that are not tied to an absent employee?

Yes. Administrators can create Extra Duty Assignments for:

• Building substitutes
• Test monitors
• PSSA or Keystone testing support
• Floater positions
• Additional staffing needs

These assignments may also be assigned directly to a substitute if desired. 

What is the difference between a Vacancy and an Extra Duty Assignment?

Reporting and Visibility

Why don't SmartSub and FIS absence reports always match?

SmartSub contains only absences that require substitute coverage and create SmartSub openings. FIS may contain additional absences that do not require a substitute, resulting in report differences. 

How can administrators view all employee absences?

To view all absences, administrators should use FIS absence reports. These reports include employees who do not require substitute coverage. 

Can supervisors approve absences for multiple employees at the same time?

No. Supervisors can approve multiple requests for an individual employee, but there is currently no bulk approval option for multiple employees. 

Assignment Categories

Which assignment category should substitutes select?

Substitutes should select assignment categories that match the SmartSub categories assigned to the positions they are qualified to cover. 

Example: If Career and Technical Education (Vo-Tech) instructors are mapped to the Teacher category, substitutes covering those positions should select the Teacher assignment category. 

How are substitute jobs offered to substitutes?

Substitute visibility is primarily based on:

• Assignment Categories
• Approved locations/buildings
• District configuration settings

SmartSub may also support enhanced assignment grouping and prioritization features depending on configuration and future functionality.