SmartSub - How to Take Substitute Attendance

SmartSub - How to Take Substitute Attendance

The Substitute Attendance page allows administrators to verify that substitutes worked their assigned jobs before the information is sent to payroll. Attendance should be reviewed and verified regularly to ensure accurate payroll processing.

Video Training Available
Watch the accompanying training video for a step-by-step demonstration of the substitute attendance process. The instructions below follow the same workflow shown in the training video. 


Who Can Take Substitute Attendance?

The following SmartSub roles can access and verify substitute attendance: 

  • Client Administrator
  • Location Manager

Client Administrators can view all locations. Location Managers only see the locations assigned to them. 

Access the Substitute Attendance Screen

  1. Log in to SmartSub.
  2. Navigate to the Home page.
  3. Click Substitute Attendance.

The Substitute Attendance page displays substitute assignments that are awaiting attendance verification. 

View Attendance Records

Filter to Today's Assignments

  1. Click Filter to Today.
  2. The grid refreshes and displays assignments scheduled for the current day.
Best Practice
Attendance should be verified daily whenever possible to ensure payroll records remain up to date and accurate. 

Search and Filter Options

The Substitute Attendance page provides several filtering and search options to help locate specific records. 

  • Date – Use the calendar selector to view a specific date.
  • Substitute Name – Search for a specific substitute.
  • Location – Filter assignments by building or location.
  • Start Time / End Time – Review assignment schedules.
  • Verification Status – Display previously verified records.
  • Column Sorting – Click column headers to sort ascending or descending.
Note
In SmartSub, the terms Location and Building are used interchangeably. 

Verify Substitute Attendance

When a substitute has worked their assignment, verify the attendance record using the check mark option. [

  1. Locate the attendance record.
  2. Click the Check Mark (✓) icon.
  3. Review the assignment details, including:
    • Assignment date
    • Substitute name
    • Scheduled work times
    • Actual time worked
  4. Modify the actual time worked if necessary.
  5. Click Verify Time Worked.

Once verified, SmartSub updates the record and applies a verification timestamp. 

Reject Substitute Attendance

If a substitute did not report for their assignment, you can reject the attendance record. 

  1. Locate the attendance record.
  2. Click the X icon.
  3. Review the assignment information.
  4. Select Substitute Did Not Attend.
  5. Save the change.

The attendance record is updated and removed from the list of records awaiting verification. 

Use the navigation controls at the bottom of the page to move through attendance records. 

  • First Page
  • Previous Page
  • Next Page
  • Last Page

What Happens After Attendance Is Verified?

After attendance is verified, the information moves to the SmartSub Manage Timesheet process for posting to FIS > Substitute History Worksheet.

Payroll Processing
Verifying attendance ensures substitutes are paid accurately based on the actual time worked. 

Quick Reference

TaskAction
Open Attendance ScreenHome → Substitute Attendance
View Today's AssignmentsClick Filter to Today
Search by SubstituteEnter the substitute's name in the search field
Filter by LocationSelect a location from the drop-down list
Verify AttendanceClick the Check Mark and select Verify Time Worked
Reject AttendanceClick the X and select Substitute Did Not Attend
Payroll ProcessingVerified records move to SmartSub Manage Timesheets

Frequently Asked Questions

How often should substitute attendance be verified?

Attendance should be verified daily whenever possible to ensure payroll records remain accurate. 

Can I change the time worked before verifying attendance?

Yes. Administrators can modify the actual time worked before selecting Verify Time Worked. 

Why can’t I see all locations?

Location Administrators and Location Managers only see the locations assigned to them. Client Administrators can view all locations. 

What happens if a substitute does not report for work?

Use the X option and select Substitute Did Not Attend to reject the attendance record. 

Where does verified attendance go after it is approved?

Verified attendance records move to the SmartSub Manage Timesheet screen, which is used to Post the records to the FIS > Substitute History Worksheet.