Manage Substitute Requests
- Daniel Löfgren
- emilia.stern
- Emelie Oskarsson
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.
Instructors can create substitute requests for classes that they are managing if they for example get sick, or other circumstances make it impossible for them to perform the class. The request goes out to all other staff who is added as resource requirement on the class product, excluding those who are not on the same facility as the booking.
This functionality is only available in the premium level of the app.
Configuration
The following settings and rights must be set for staff to be able to manage substitute requests in Staff Center to make it work according to desired behaviour.
General settings
Setting | Description |
|---|---|
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:
|
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. |
Scheduled Task
The following scheduled task has to be activated by BRP staff for the “Substitute - E-mail when substitute hasn't been assigned before time limit” message to be sent.
Name | Class |
|---|---|
Process substitute requirements / Vikariehantering | brp.tools.SubstituteRequirementTimeoutTask |
Rights
Right | Description |
|---|---|
Substitute management - Create substitute requirements for own bookings SE: Vikariehantering - Skapa vikarieförfrågningar för egna bokningar | Needs to be added to the role of the instructors |
Message Templates
Push notifications is an addon and has to be configured by BRP staff to work. Contact us if you aren’t already using it and want to get started.
Template | Description |
|---|---|
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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Create a substitute request
Navigate to the Upcoming view in the Staff Center (Mobility App).
2. Click on the class you wish to create a substitute request for.
Press the “Request substitute for class” field.
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.
Respond to a substitute request
After a substitute request has been created, it will be sent out through the channel/s configured in the setting substituteRequirementDefaultChannel (e-mail, e-mail and SMS, e-mail & push notification).
The e-mail and SMS contains a link to BRP Cloud, where a substitute request can immediately be responded to by clicking on the link (no logging in is needed). It can either be accepted or denied, and it is possible to write a message when responding. The first person accepting the request will be assigned to the booking.
The booking will be updated automatically after a person has accepted the substitute request.