Applies To: SmartSub Administrators

Overview

When a staff member or substitute receives and accepts a SmartSub invitation, an administrator must review and approve the invitation before the user can access the system. 

This article explains how to:

• Review accepted invitations
• Approve staff members
• Approve substitutes
• Assign buildings and assignment categories
• Manage pending invitations

Before You Begin

A user must first:

1. Receive a SmartSub invitation email.
2. Click the invitation link.
3. Create or activate their SmartSub account.

Once completed, their invitation status changes to Accepted and is ready for administrator approval. 

Accessing User Invitations

1. Log in to SmartSub.
2. From the Home screen, select User Invitations.
3. The User Invitations page displays all invitations by default.
4. Use the Status filter to narrow the list.

To view only invitations awaiting approval:

1. Open the Status filter.
2. Select Accepted.

Users displayed in this list have already accepted their invitation and are awaiting administrator approval. 

Approving a Staff Member

Step 1: Filter for Staff

Use the Management Unit filter and select Staff. 

Step 2: Open the Approval Screen

Locate the staff member whose status is Accepted and click the Approve (Checkmark) icon. 

Step 3: Review Building Assignments

The approval screen displays information entered during registration.

While assignment information is typically not required for regular staff users, building assignments should be reviewed carefully.

Select all buildings where the employee works. 

Example

If the employee works at:

• Castle Hill Elementary

Select:

• Castle Hill Elementary

If the employee works at:

• Castle Hill Elementary
• Junior High School

Select both locations. 

Step 4: Save

Choose one of the following options:

• Save – Saves the current user and returns to the invitation list.
• Save and Next – Saves the current user and opens the next invitation awaiting approval.

Result

After saving:

• The invitation is removed from the pending approval list.
• The employee becomes an active SmartSub user.
• The user can access the system.

Approving a Substitute

Step 1: Filter for Substitutes

Use the Management Unit filter and select Substitutes. 

Step 2: Open the Approval Screen

Locate the substitute with an Accepted invitation and click the Approve (Checkmark) icon. 

Step 3: Assign Buildings

Determine which locations the substitute may work in.

Option 1: Select All Buildings

Most districts choose Select All, allowing the substitute to receive openings from every building. 

Option 2: Limit Building Access

You may restrict access by selecting only specific buildings.

For example:

• A substitute may work at Castle Hill Elementary.
• The substitute should not receive openings for the Vo-Tech.

Simply deselect buildings where the substitute should not receive assignments. 

Step 4: Review Assignment Categories

During registration, substitutes may select assignment categories they would like to work.

Administrators should review and adjust these selections as needed. 

Examples of Assignment Categories

A substitute may be approved for:

• Teacher
• Teacher Aide
• Paraprofessional

A substitute may be restricted from:

• Special Education
• Bus Driver
• Other assignment types

Even if the substitute selected a category during registration, administrators determine the final assignments they may accept. 

How Building and Assignment Restrictions Work

A substitute receives notifications only when both of the following conditions are met. 

Condition 1: Building Access

The substitute is approved for the building where the opening exists.

Condition 2: Assignment Access

The substitute is approved for the assignment category of the opening.

Example 1: Notification Sent

• Approved Building: Castle Hill Elementary
• Approved Assignment: Teacher
• Opening: Castle Hill Elementary – Teacher

Result: The substitute receives the notification. 

Example 2: No Notification

• Approved Building: Castle Hill Elementary
• Opening: Sunny Valley Intermediate School – Teacher

Result: No notification is sent because the building does not match. 

Example 3: No Notification

• Approved Building: Castle Hill Elementary
• Approved Assignment: Teacher
• Opening: Castle Hill Elementary – Bus Driver

Result: No notification is sent because the assignment category does not match. 

Step 5: Save

1. Click Save.
2. The substitute is activated.
3. The invitation is removed from the pending approval list.

Managing Pending Invitations

Administrators can continue to manage invitations from the User Invitations page.

Available actions include:

• Review invitation details
• Filter pending invitations
• Resend an invitation
• Re-invite a user
• Delete an invitation

Summary

For Staff

• Verify building assignments.
• Save the user.

For Substitutes

• Verify permitted buildings.
• Review assignment categories.
• Save the user.

A substitute only receives job notifications when both the approved building and approved assignment category match the available opening. 

Video Companion: Watch the accompanying training video for a visual walkthrough of this process.