How to Enable and Manage Instructor Substitution in Arketa
Instructor substitution management in Arketa allows administrators to streamline the process of assigning substitute instructors for classes. This guide provides step-by-step instructions for enabling and configuring substitution features, managing eligibility, and directly assigning instructors.
Enabling Substitution Management
To enable substitution management in Arketa:
Access Sub Management Settings: - Navigate to
Settings > Business Settings > Sub Management. - Toggle on the option for Enable auto substitution management.Choose an Approval Method: - Select whether substitution requests are auto-approved or require manager approval.
Configuring Eligibility for Subbing
To ensure instructors are eligible to substitute for specific classes:
Set Eligibility in Service Types: - Go to
Setup > Service Typesand edit the relevant service type. - In Step 2 (Scheduling), add the appropriate instructors as Eligible Team Members. - Save the changes.Update Instructor Profiles: - Navigate to
Setup > Teamand open each instructor’s profile. - At the bottom of the profile, add the service types they are approved to substitute for. - Save the profile.Optional: Enable Self-Management: - Grant instructors the "Edit Classes" permission in
Setup > Team > Permissions and Roles. - This allows instructors to manually swap themselves in and out of classes using the Full Schedule.
Managing Substitution Requests
Once substitution management is enabled and eligibility is configured, instructors can request substitutions for classes. Administrators can approve or deny these requests based on the selected approval method.
Directly Assigning Instructors to Classes
As an administrator, you can directly change the instructor for a class without using the substitution request flow:
Open the specific class.
Click the three-dot menu and select Edit Class.
Assign the new instructor and save the changes.
Note: If you want the UI to explicitly display "sub," use the substitution request flow instead.
Summary
By following these steps, you can enable and manage instructor substitution in Arketa, configure eligibility for subbing, and directly assign instructors to classes when needed. This ensures a seamless process for managing instructor availability and substitutions.