Cover and substitutes

A cover is for the everyday case where someone else teaches a class on a particular date. You don't reshape the class. You mark the regular instructor absent for that date and choose who covers. The regular instructor stays on every other date, and your weekly timetable is untouched.

Mark someone absent

Start from wherever you are: Mark absent beside the instructor's name when you open a class on the timetable, on today's teaching from Home, in the instructor's row menu in the pay run, or from their staff record. Each opens the same screen, Mark (name) absent, listing every session they teach on the chosen day.

• Pick one day or several. Opened from a pay run, the days offered are that pay period's. Elsewhere, they are the instructor's next teaching days.
• Tick the sessions they will miss. Select all and Clear work across the whole list.
• On each session, choose Absent (someone covers it, or nobody does) or Cancel (the class does not run that day).
• Pick a substitute on each row. To put the same person on every session, use Set all, then change any row you like.
• Each covered session shows what the substitute is paid, starting at their own rate. Where another rate applies, you can choose it on the row.
• Set Absence pay to No pay or Keep pay for the absent instructor, and Cancelled pay for any cancelled sessions. Keep pay is not available when a session is co-taught.
• Add a reason if you want one. It is optional.

Then choose Confirm changes.

What happens to the hours

You don't edit a timesheet. InstructorHUB updates the pay run for you.

• The absent instructor's line for each session comes off, unless you chose Keep pay.
• The substitute gets their own line for that session, marked Cover, at the rate shown on the row.
• A substitute is only given paid hours when the class has a work type, is a teaching class, and its season is in payroll. If a session will not create paid hours, or the substitute has no rate set, the screen says so before you confirm.
• A substitute who is excluded from payroll, such as an owner, can still cover. The session is recorded against them without creating a pay line or a missing-rate warning.
• Lines that are already locked or paid are left as they are, and the screen tells you how many.

Double-bookings

If the substitute is already teaching at that time, the row warns you before you confirm. Pick someone else, or go ahead if it is intended, for example when two groups are combined for the day.

Two teachers trading classes

To swap two teachers for a day, mark each one absent for their class and choose the other as the cover. If both classes run at the same time, the first cover shows a double-booking warning because the second teacher is not marked absent yet. Confirm it, then record the second absence.

Change or undo a cover

Open Mark absent for the same person again to change or clear a substitute. Sessions already recorded show who is covering them. To undo an absence, open the class on that date and choose Undo absence. The substitute's cover comes off with it.

Holidays and term breaks

Classes that fall on a season's holiday, or outside its terms, don't run, so the pay run generates nothing for them. You don't need to cancel them one by one.