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This feature is currently in a test phase and is not yet available to configure and start using. This documentation will be updated when it is ready to activate. |
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Setting | Description |
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Hours after which substitute requirements are not allowed | Decides how many hours before the class the staff should no longer be allowed to send a substitute request from the app. Example: If the value is set to 24, staff will not be able to send a substitute request for a class that begins in less than 24 hours. |
Default channel for substitute requests | Specifies the channel to be used when sending substitute requests to instructors. This setting can be set to one of the following:
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Time for warning e-mail for unfilled required substitute slots (substituteRequirementTimeOutMailHours) | Decides how many hours before the class the administrator should get an e-mail if no one has accepted a substitute request. |
Send substitute requests from (sendSubstituteRequestsFrom) | Specifies which email address should be used when sending substitute requests. Choose between the user’s email or the facility email. We recommend to use the facility email. |
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Template | Description |
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Substitute inquiry | E-mail, request which is sent to all other staff who are connected to the resource requirement of the specific product, excluding those who are not on the same facility as the booking. |
Substitute inquiry via SMS SE: Vikarieförfrågan SMS | SMS, request which is sent to all other staff who are connected to the resource requirement of the specific product, excluding those who are not on the same facility as the booking. |
Substitute inquiry via notification SE: Vikarieförfrågan via notifiering | Push notification, request which is sent to all other staff who are connected to the resource requirement of the specific product, excluding those who are not on the same facility as the booking. |
Substitute - Confirmation e-mail to substitute when slot is assigned | E-mail, sent to the substitute accepting the request. |
Substitute - E-mail to orderer & original instructor when slot assigned SE: Vikariebehov - Mail till beställare och ursprunglig resurs när vikariebehovet tillsatts | E-mail, sent to the orderer and original instructor of the class when someone accepts the request. |
Substitute - E-mail to the instructor when no substitute was found | E-mail, sent to the orderer and originial instructor if everyone denied the substitute request. |
Substitute - E-mail when substitute hasn't been assigned before time limit | E-mail, sent to the administrator (orderer of the class) if no one accepted the request and the time point for when automatic reminders should be sent out has been reached. See setting above for this. |
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https://brpsystems.atlassian.net/wiki/spaces/DOC/pages/4849369113/Handle+Substitutes#Create-a-substitute-request |
Create a substitute request
Navigate to the Upcoming view in the Staff Center (Mobility App). You will be able to filter and and select who gets sent the substitute requests.
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Click on the class you wish to create a substitute request for.
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Press the “Request substitute for class” field.
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Add a message (not mandatory) and click on “Send Request”. You will then see “Pending” on the class until it has been accepted by another instructor.
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When another person has accepted the request and taken over the class it will be removed from your list, and added to the substitute’s own list. In case the substitute also needs a replacement, it’s possible for them to send a substitute request for the same class again.
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As seen in the example below, if you are a staff member who has been assigned to a substitute request, the substitute request will be present in your list of upcoming bookings.
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Clicking on the link for the pending substitute request will navigate you to the form shown below.
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By clicking on a request, you will get a detailed view of who the request has been sent to. You also get the option to “Modify substitute requirements” where you can assign another staff resource to the class immediately.
We have also implemented a way for you to cancel your own substitute request through the app. As seen in this clip.
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