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Respond to a substitute cover request

When a scheduler asks you to cover another coach’s class, you accept or decline the request. Cover is confirmed only after you accept.

Written for: CoachesUpdated

Steps

  1. Open Substitutions in the Scheduling group of the sidebar.

  2. Use the Pending tab to see requests. A request waiting for you shows Awaiting coach response.

  3. Open the row’s actions and choose Accept, Decline or View details.

  4. You can also respond from the class page in the coach portal. In the Cover section, select Respond to cover.

  5. The details show the Session, When, Time zone, Original coach, Proposed coach and Reason.

  6. Select Accept cover. The status changes to Accepted and you are confirmed as the coach for that session.

  7. To say no, select Decline, then Decline cover. Keep request leaves it open. A declined request shows Needs cover so the scheduler can find someone else.

  8. After you accept, the details show a Class handoff with the class, any Open homework, and whether families were told.

Good to know

  • Coaches respond to cover requests. Assigning a substitute is done by a scheduler with edit access to substitutions.
  • If you already teach another session at that time, you cannot accept on your own. Ask a scheduler to confirm the cover.
  • Once the class has ended, an unanswered request shows as expired and only a scheduler can record what happened.
  • A cancelled session cannot be accepted for cover.
  • Families are told about the new coach only if your academy has substitute notices turned on.

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