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Introduction
This article introduces admin settings available to the user pertaining to SmartSub. Managing substitute teacher requests efficiently requires a balance between timely submission and proper review processes. SCView's SmartSub Auto-Post feature streamlines this workflow by automatically submitting approved leave requests to SmartSub and HRIS services at predetermined intervals. This guide will walk you through the configuration settings that control when and how automatic submissions occur, helping you optimize your substitute management process while maintaining necessary oversight and control.
A. Problem Statement
In addition to manual SmartSub submission, SCView supports automatic submission to SmartSub and HRIS services. Automatic processes in particular can seem arcane, so it is critical to understand how they work and can be controlled.
B. Solution
All SmartSub Admin Site Settings can be found by using the main navigation bar to navigate to Admin > Site Settings > Payroll.
Image: SmartSub Payroll Site Settings
Auto-Post Type - This setting has options None, SmartSub Only, and SmartSub and HRIS. When Auto-Post is not None, then Leave Requests will automatically be sent to the chosen services as the date of the Leave Request approaches. The next setting controls when this occurs, so let's move right along.
Fallback Auto-Post Hours - This setting has dropdown values for 0, 24, 48, and 72, but also accepts any manually entered number from 0 to 336 (14 days). Auto-Post is disabled if the input value is 0. For all other values, whenever a Leave Request that requires a substitute teacher is submitted in the Leave Manager, the request will automatically post to the systems chosen in "Auto-Post Type" when the beginning of that Leave request is the chosen number of hours in the future.
For example, if Auto-Post Type is SmartSub Only, and Fallback Auto-Post Hours is 60, then a Leave Request that requires a substitute teacher will automatically submit itself to SmartSub 2.5 days (60 hours) before that Leave begins.
Enable Pre-Arranged Sub - If enabled, each Leave line input in SCView can have a substitute teacher assigned to it before that opening is sent to SmartSub. If disabled, all Leave lines sent from SCView to SmartSub will not have an initial substitute assignment
C. Best Practices
- Set Appropriate Fallback Hours: Choose a Fallback Auto-Post Hours value that gives administrators sufficient time to review leave requests while still allowing substitutes to be secured in advance. A value between 48 and 72 hours is often a good starting point for most organizations.
- Utilize Pre-Arranged Substitutes: When enabled, take advantage of the Pre-Arranged Sub feature to assign known or preferred substitutes before requests are sent to SmartSub, reducing the need for last-minute assignments.
- Regularly Review Auto-Post Settings: Periodically evaluate your Auto-Post Type and Fallback Hours settings to ensure they still align with your organization's workflow and substitute availability needs.
D. Troubleshooting
- Leave Requests Not Auto-Posting: Verify that Auto-Post Type is not set to "None" and that Fallback Auto-Post Hours is set to a value greater than 0. Both conditions must be met for automatic posting to occur.
- Requests Posting Too Early or Too Late: Adjust the Fallback Auto-Post Hours value to better fit your review timeline. Remember that the value represents hours, not days.
- Pre-Arranged Substitute Not Appearing in SmartSub: Confirm that the "Enable Pre-Arranged Sub" setting is turned on in Site Settings. If recently enabled, the setting may only apply to new leave requests.
E. Related Articles
Conclusion
With a clear understanding of the SmartSub Auto-Post settings, you now have the tools to create an efficient, automated substitute management system that works seamlessly in the background. By properly configuring the Auto-Post Type and Fallback Auto-Post Hours settings, you can strike the optimal balance between giving administrators time to review requests and ensuring substitutes are secured well in advance. The flexibility of these settings—from complete manual control to fully automated dual-system submission—allows you to tailor the process to your organization's unique needs and workflows. As you implement these settings, remember that finding the right timing window is key to maximizing both operational efficiency and substitute availability. Your SmartSub integration can now operate as a truly automated solution, reducing administrative burden while maintaining the oversight and control necessary for effective substitute management.