 CREATING ABSENCES/JOBS
Q:
When I create an absence for one of my
employees, SubFinder asks for the Employee ID number. What is that number
and where do I get it? A: The Employee ID number is a number that SubFinder creates for each employee at the time they are entered into the system. It is a number that has no personal meaning to the employee – it isn’t related to their Social Security number, their payroll number, or their phone number. You should typically receive a list of these numbers, for the employees at your site, from the office that handles the SubFinder system. The employees can also get this number by calling SubFinder and reviewing their personal information.
Q: When I try to assign or request a substitute to an absence, SubFinder asks me for the substitute’s Employee ID number. What is that and where do I get it? A: The Employee ID number is a number that SubFinder creates for each substitute at the time they are entered into the system. It is a number that has no personal meaning to the substitute – it isn’t related to their Social Security number, their payroll number, or their phone number. You should typically receive a list of these numbers from the office that handles the SubFinder system. The substitutes can also get this number by calling SubFinder and reviewing their personal information.
Q: I know that I have the ability to either assign or request a substitute when I enter an absence or job into SubFinder. But what is the difference between the two? A: When you assign a substitute, you are telling SubFinder that you have already made arrangements for the substitute to fill the job. SubFinder will never call out to an assigned substitute to notify them of the position. When you request a substitute, you are asking SubFinder to do everything that it can to fill the vacancy with that particular substitute. SubFinder will call the requested substitute exclusively until a specified time, at which point it will begin calling through the preference lists and skill list.
Q: Why won’t SubFinder allow me to assign or request a particular substitute? A: There could be a number of different reasons, but the most common explanations would be 1) the substitute already has an assignment for that day, 2) the substitute has told SubFinder that they are unavailable to work on one of more days of the assignment, or 3) the substitute has been restricted for some reason.
REVIEWING ABSENCES/JOBS Q: When I listen to the absences for my site, what is the difference between an Unfilled job and a Failed to Fill Job? A: When a job is Unfilled, SubFinder still has time to try and find a substitute. There may be more outgoing calls that SubFinder can make, or the job could be picked up by a substitute who is job shopping. Once a job is Failed to Fill, SubFinder will no longer make any calls and substitutes will not be able to hear the job when they are job shopping.
Q: I have some absences that do not require a substitute. When I call in to review my absences, under which category will these absences fall? A: Absences that do not require a substitute will be classified as Filled absences when you call in to review your absences.
Q: I have some absences scheduled for next week, but I would like to check on them today to see if I have a substitute. Is this something I can do by using my Administrator Code?
A: Yes. Using your administrator code you can call SubFinder at any
time and review future absences. Specify the date or date range and SubFinder
will allow you to listen to all of your Filled and Unfilled absences.
Q: When I’m reviewing the absences at my site, it seems to take forever to listen to all of them! Is there any way I can fast forward through the ones that I don’t need to hear? A: Yes, there is! Simply use the star (*) key and SubFinder will immediately move on to the next absence.
MISCELLANEOUS QUESTIONS Q: Can I cancel an absence that has already been reported? A: Yes, but you must cancel it prior to the starting time of the absence. Before you call in to perform the cancellation, make sure you have the Job Number available.
Q: An absence at my site has gone to a Fail to Fill status. I have filled in manually, but I need to know what, if any, special instructions the employee may have recorded. Is there any way I can hear those special instructions? A: Yes! You can call into SubFinder, using your administrator code, and review the absence in question. If special instructions have been recorded, SubFinder will play them along with the other details of the absence.
Q: I have asked that a particular substitute be excluded from receiving job offers at my site. If that substitute has been placed on an exclusion list for my site, can one of my employees call in and request or assign that person? A: No. Once a substitute has been placed on an exclusion list for your site SubFinder will not allow them to receive an assignment for your site. The only way this can be overridden is through the SubFinder operator entering the absence via the keyboard.
Q: I hear my substitutes talking about Unavailable and Do Not Disturb date ranges. What is the difference? A: When a substitute makes themselves ‘Unavailable’ it means that they can not work
for that time period. It does not mean that they don’t want SubFinder to call
them with offers for future jobs. For example: If they say that they are
unavailable on Monday, SubFinder will not offer them a job for Monday but it may
call them Monday evening to offer them future jobs.
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