SmartSub: How to Add Preferred Subs to a Location

SmartSub: How to Add Preferred Subs to a Location

Overview

SmartSub allows you to designate substitutes as Preferred or Highly Preferred for a specific location.

Setting a preference level gives the substitute a higher ranking for absences and openings associated with that building. This configuration can also be used in preparation for setting up Priority Notifications.

Before You Begin

Make sure you have access to the Location Administration menu option.

Preference levels are configured for a specific location. A substitute designated as Highly Preferred for one building is being given that preference specifically for that building.

Step 1: Open Manage Location

  1. From the SmartSub menu, locate Location Administration.
  2. Select Manage Location.
  3. Select the building you want to manage.

Step 2: Locate the Substitute

After selecting the appropriate building:

  1. Select the Substitutes tab.
  2. Review the list of substitutes associated with the building.
  3. Locate the substitute whose preference level you want to change.
  4. Click the Pencil (Edit) icon for that substitute.

Step 3: Select a Preference Level

Locate the Preference Level field and use the drop-down menu to select the appropriate preference:

  • No Preference – The substitute does not have a preferred designation for this location.
  • Preferred – Designates the substitute as preferred for this location.
  • Highly Preferred – Gives the substitute a higher preference designation for this location.

Select the appropriate preference level for the substitute.

Important: The preference applies to the selected building. Verify that you are managing the correct location before changing the substitute's preference level.

Step 4: Save the Preference

After selecting the appropriate preference level:

  1. Review your selection.
  2. Click Save.

The substitute is now identified with the selected preference level for that building.

How Preference Levels Affect Openings

When an absence or opening occurs at the building, substitutes with a preferred designation receive a higher ranking than other substitutes.

For example, setting a substitute to Highly Preferred identifies that individual as a higher-ranked substitute for openings associated with that particular building.

Preference levels can also be used as part of the configuration for Priority Notifications.

Note: Priority Notifications are configured separately and are covered in a separate procedure.

Workflow Summary

Location Administration
↓
Select Manage Location
↓
Select the appropriate Building
↓
Open the Substitutes tab
↓
Locate the substitute
↓
Click the Pencil (Edit) icon
↓
Open Preference Level
↓
Select No Preference, Preferred, or Highly Preferred
↓
Click Save

Result

The substitute is now assigned the selected preference level for the specific building.

When openings occur at that location, the preference level can be used to give preferred substitutes a higher ranking than other substitutes.

Best Practices

  • Verify that you have selected the correct building before changing a preference level.
  • Use Preferred and Highly Preferred to identify substitutes who should receive a higher ranking for openings at a particular location.
  • Review preferred substitute assignments periodically to make sure they still reflect the location's needs.
  • Configure preference levels before implementing Priority Notifications if they will be used as part of your notification process.

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