Substituting staff members for Classes and Events

If a staff member is scheduled for a Class or Event session they cannot attend, you can substitute another staff member for the original staff member. The substitute staff member can be selected only if they have the relevant services enabled. For information about substituting a staff member for an Appointment, see Substituting staff members for Appointments.

When you substitute a staff member for a Class or Event, clients will see that substitution when they view that service in the Client Web App. The substitute staff member’s name will be displayed in red and the word SUB will appear next to their name. Additionally, the substitute staff member’s name will be displayed in red when staff members view the schedule using list view. If you do not want the substitution to be noted in red, you must modify the service’s schedule instead of making a substitution.

When you substitute a staff member you can either make a QUICK Substitution or an Advanced Substitution. A QUICK Substitution allows you to quickly substitute a staff member for a single session with a few clicks. An Advanced Substitution allows you to make a substitution for a single session or multiple sessions, and you can decide if the affected clients should be notified.

For information about modifying a Class schedule, see Modifying a Class schedule.

For information about modifying an Event schedule, see Modifying a scheduled Event instance.

In this article:

To make a QUICK substitution:

  1. Click the App Drawer button .
  2. In the App Drawer, click Schedule.
  3. Click the List button The list view button.
  4. Find the Class or Event session for which you want to substitute the staff member. You may have to adjust the schedule’s filters and date range to find the Class or Event
  5. Under Staff, click the name of the staff member.
  6. Click QUICK Substitution.
  7. Under STAFF, select the name of the desired replacement staff member from the list.
  8. In the next list, choose the desired pay rate. If the staff member does not have a pay rate set up, click Setup pay rate and set the staff member’s pay rates.
  9. Click SAVE. If there are multiple sessions for which you need to substitute the staff member, repeat these instructions for each session.

To make an advanced substitution:

  1. Click the App Drawer button .
  2. In the App Drawer, click Schedule.
    • To make an advanced substitution from the calendar view, click the Calendar button :
      1. Click the Class or Event session for which you want to substitute the staff member. You may have to adjust the schedule’s filters and date range to find the Class or Event.  
      2. Next to the staff member’s name, click the More button .
      3. Click Advanced Substitution.
    • To make an advanced substitution from the list view, click the List button The list view button:
      1. Click the Class or Event session for which you want to substitute the staff member. You may have to adjust the schedule’s filters and date range to find the Class or Event.  
      2. Under Service, click the service name.
      3. Next to the staff member’s name, click the More button .
      4. Click Advanced Substitution, or alternatively,
        1. Click the staff member’s name.
        2. Click Advanced Substitution, or,
          1. Click the Options button   that appears on the right of the row when you hover over it. 
          2. Click Edit Substitute Instructor.
  3. Under When does it apply? Select whether the modification will apply to a Single day or Multiple days
    • Select Single day to modify one session. Under DATE, select the date to which you want the modification to apply.
    • If you want to modify multiple sessions, select Multiple days:
      • Under FROM DATE, select the start date on which the modifications will apply.
      • The All sessions going forward checkbox is selected by default. If you want to specify an end date for the modifications, clear the checkbox and under TO DATE, select the end date for the modifications.
    • Click NEXT.
  4. If Single day is selected and there are multiple sessions on one day or if you chose to modify Multiple days, under Which sessions to modify? select the sessions that should be affected by your changes and click NEXT. This option will not be displayed if there are no other scheduled sessions during the cancellation period. 
  5. Under What is being changed? next to INSTRUCTOR, select the name of the desired replacement staff member from the list. In the list below, select the desired pay rate. If the staff member does not have a pay rate set up, click Setup pay rate and set the staff member’s pay rates. Click NEXT.
  6. Select the Send email to affected client, the Send SMS to affected client, and/or the Send push to affected client checkboxes to notify the client of the changes.
    • To customize the notifications:
      1. Click Customize Email, Customize SMS, or Customize Push depending on which notification you want to changes.
      2. Make any required changes to the notification template. For more information on customizing email notifications, see Automated email template settings and Email variables.
      3. Click SAVE.
  7. Under Confirm and finish, confirm your substitution and click COMPLETE.
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