How the Substitute function works

At the top menu in Docendo, in “substitutes “, you find the function for handling absence.

Add absence

The starting point when dealing with absence is to mark the absence of a teacher or user. When doing this, the user’s work hours and classes will be listed among the rest of the absence for this time period.

When adding absence, you type in the cause of the absence, either an already existing cause or a new one. The default setting for the time period is today’s date from 08:00-16:00. However, this date can be changed. Consequently, the absence can last for a long period of time as well.

Teachers and users can add absences themselves in their own calendars. This absence will, in the same way as explained above, show up on the list among the other absences. Within the list, you can see the particular hours that need to be covered by a substitute due to the absence. You get an overview of this by clicking on “List” on the right side.

To find substitutes 

When the absence has been added for one or several users, you will get an overview of the absence and the hours that need to be covered. The overview is organized in alphabetical order. See the example below.

Next to each class, you can see if the class is affected by the absence or not. When a substitute is selected for the specific hours, the hour will be marked as green. This makes it easy to get an overview of the hours that still need to be covered.

Note: You can manually choose the status of the absence for each class, whether it shall be pending or covered by a substitute. Click on the arrow below on the Status for the specific class. This can be useful in cases when there are other teachers teaching in the class at the same time. Hence, you may not need to cover the class with a substitute.

To add a substitute for a class, click on the section “Substitute”. Here, there will be a list of names and potential substitutes. Those marked with red are busy this hour. The reasons why they are busy are noted on the right side of the name. Those names marked in blue have marked their working hours in their calendar. The green color indicates that a person is already added in the same hour as the one absent.

Click on the name to select the person as a substitute. You may also select a person marked in red and busy other places. 


You can switch between viewing the absence in a list or by schedule. 


The schedule overview provides a more visual picture of absence. Today’s absence will be placed at the top and you see classes that need to be covered and the timing of it. 

Today’s absent are placed at the top while the potential substitutes are placed underneath the black horizontal line. When you click on one of the classes, a mark will occur within the specific time period. This marking allows you to get an overview of the potential users and external substitutes. If there is a *+” icon in a class, it means that there are two or more teachers in the class. This is useful if you want to use a person already scheduled in the class or if you want to “borrow” a teacher from a class where there are several teachers. 

In the same way as dealing with absence from the list mentioned above, you can now mark these classes as covered with a green dot.

Filter teachers, staff, Teams, etc. in schedule overview

The function “groups” is also useful when dealing with absence and substitute. You can filter the schedule overview to the preferable and most relevant overview by selecting specific groups, such as "Math teachers", "Staff" or "Teachers", for instance. 

Click “select filters” to filter the display, for instance, by certain teachers or staff.

A Tip from Docendo: It can be a good idea to create a group of external substitutes. In this way, you can more easily find substitutes and their availability by filtering the overview.

Organize the substitute overview by substitute pools

The function “Substitute Pools” can be used to assign and keep track of the number of substitute hours per teacher. Consequently, the substitute pools that are created here (in Substitute pools) appear directly when dealing with substitutes. Another advantage with this function is that you are able to sort staff and teachers and, thereby, see who has the most and least hours left within the substitute pools.

Note: This way of sorting substitutes can be used in combination with groups and filtering. Thus, you can, for instance, filter substitute pools in specific Teams or among Math teachers. 

Automatic sorting based on an algorithm in Docendo

In substitute management, there is a function based on algorithm that can be helpful when dealing with absence. This function allows Docendo to suggest the most accurate substitutes to the specific hours. As a default setting the automatic sorting is off, meaning that you must physically activate it every time you want to use it. When it is activated and you have clicked at the hour you want to cover, there will be a sorting of potential substitutes. On the picture below, you see types of suggestions the algorithm may be based upon.

At the top menu, you will see the people that Docendo believes are the most relevant substitutes. On the bottom, the least relevant ones are suggested. The advantage with this function is that it may be time-saving. Nevertheless, the relevance of the algorithm depends on how you and your school deals with substitutes and absence. The sorting can also be combined with filtering substitutes, for instance, by groups/tags. 

Did this solve your problem?