DRAFT: The SubHub Ohio Substitute Guide is currently in draft form and is subject to change as development progresses. The application is currently in an early release phase, and features, functionality, screenshots, and processes described here may be modified prior to production release. Please use this guide as a preliminary reference and check back for the most current updates and revisions.

Getting Started

You do not need a SubHub Ohio user account to receive or accept substitute assignments. When an assignment becomes available, you will receive an email or text message containing a direct link to the assignment in SubHub Ohio. From the assignment link, you can review the assignment details and choose whether to accept or decline the opportunity.

Important

You will only receive assignment notifications for positions and buildings you are approved to substitute for within the district.
Assignment notifications are sent according to your district's substitute lists and notification settings.
Please read the ‘SubHub Ohio Setup Instructions’ welcome email (explained below).

Substitute Registration Email

When you are first added as a substitute in SubHub Ohio, you will receive a welcome email. This email confirms your registration and provides a link to manage your notification preferences (such as opting-in for text notifications) as well as a link to the SubHub Ohio: Substitute’s Guide manual. The email will be sent to all email addresses listed on the substitute’s record. Please click here for more details on Notification Preferences.

Example email below:

How You will be Notified of an Assignment

When a substitute assignment becomes available, you will receive either an email or text message notification containing a direct link to the assignment.

Email Notification Example

Click the assignment link provided in the notification.

Verify Your Identity

To view the assignment, you must verify your identity using a one-time passcode (OTP)

Select whether you would like to receive your verification code by email or text message.
Retrieve the OTP from the notification you receive.
Enter the verification code and click Verify.

After verification, the assignment details will be displayed.

Assignment Details

Assignment details may include:

Employee name
Position
Building location and address
Assignment dates and times
Substitute comments or special instructions

Accepting an Available Assignment

To accept an assignment:

Select the assignment date(s) by checking the Available checkbox. Verify the status changes from Available to Selected.
Click Accept Selected.
Click Yes to confirm your selection

Notes

Select All / Deselect All Options
- Select All – Selects all available assignment dates shown on the screen
- Deselect All – Clears all selected dates
The system prevents you from accepting overlapping assignments within the same district.
Assignments are filled on a first-come, first-served basis.
If another substitute accepts the assignment first, it will no longer be available. A message similar to the following will appear:

Confirmation

Once accepted, the assignment status will update to ‘Accepted by You’.

You will also receive a confirmation email or text message.

Depending on your district's notification settings, the confirmation may include:

A link to view assignment details
An ICS calendar file
A link to add the assignment to your personal calendar

ICS files can be imported into calendar applications such as Microsoft Outlook, Google Calendar, and other compatible calendar programs.

Mute Notifications on Available Assignment

If you are interested in no longer receiving further notifications of an available assignment:

Select the assignment(s) you no longer wish to receive further notifications on. The status will change from Available to Selected.
Select Mute Notifications.
Click Yes to confirm.

After muting an assignment, a confirmation message will appear. You will no longer receive notifications for that assignment.

Canceling an Accepted Assignment

If you accidentally accept an assignment and are still viewing the assignment page and would like to cancel the accepted assignment:

Select the accepted assignment. The status will change from Accepted by You to Selected.
Click Cancel Selected.
Click Yes to confirm. The assignment will return to an Available status and may be accepted by another substitute.

Managing Your Substitute Assignments in SubHub

Substitutes do not use the standard Username and Password login fields.

To manage your substitute assignments in SubHub, select Substitute Access from the SubHub Ohio login page. This option is intended specifically for substitutes and allows you to

manage notification preferences
view accepted assignments
cancel already accepted assignments

Accessing Your Substitute Assignments

Select Substitute Access from the SubHub Ohio login page.

You will be prompted to enter:
1. an email address associated with your substitute record. Note: This does not need to be your primary email address but it must exist on your substitute record.
2. Your phone number (digits only; no dashes or special characters).

Select Continue. A pop-up message will confirming a notification has been sent.

Open the notification and click the provided link to continue.

Verify your identity via a one time passcode (OTP). You may choose to receive the OTP via email or text message.

A notification will be sent with your OTP code.

Enter the verification code and click verify. Once verified, you will be directed to your Substitute Access menu.

Substitute Access menu

Currently under this menu, substitutes can

Manage Notification Preferences
View and manage your accepted requests for this district via the Substitute Calendar

Notification Preferences

The Notification Preferences section allows you to control how and when you receive assignment notifications.

Receive Email/SMS Notifications: Email Notifications are enabled by default. To receive text (SMS) notifications as well, enable the ‘Receive SMS Notifications’ checkbox and click Save to update your preferences.
Start/End Time: Defines the daily time range during which you will receive notifications. Notifications will only be delivered with this window.
Blackout Start/End Dates: Allow you to specify date ranges when you do not want to receive assignment notifications.
- Select Add to create additional blackout date ranges
- Entries will display in a calendar view.
Click Save to apply changes to notification preferences. Click Cancel to discard any unsaved changes.

Substitute Calendar

The Substitute Calendar displays all assignments you have accepted for the district in a calendar view.

Once you click on an assignment, it will display detailed information about the accepted assignment. If there are available assignments that remain for this employee’s sub request, they will be displayed as well. The substitute still has an opportunity to accept any available assignments from this screen.

Mute Notifications

For any available assignments that remain on this employee’s sub request, if you no longer wish to receive further notifications of available assignment:

Select the assignment(s) you no longer wish to receive further notifications on. The status will change from Available to Selected.
Select Mute Notifications.
Click Yes to confirm.

Cancel Selected

Allows you to cancel a previously accepted assignment from the grid. If you need to cancel an assignment you previously accepted:

Select the accepted assignment. The status will change from Accepted by You to Selected.
Click Cancel Selected.
Click Yes to confirm. The assignment will return to an Available status and may be accepted by another substitute. A notification will be sent to you indicating you have canceled the already accepted assignment. It will include an .ICS file to allow you to remove the event from their calendar.

Select All/Deselect All

Select All – Selects all available assignment dates shown on the screen
Deselect All – Clears all selected dates

Help

The Help menu includes a link to the Substitute Guide documentation. Click SubHub Ohio: Substitute’s Guide to open the Substitute’s Guide documentation.

Miscellaneous Substitute Information

Substitute Notifications

Below is a list of notifications you may receive, along with a brief explanation of each and any action you may need to take.

Assignment Cancelled (Leave Request Canceled or Rejected):

An assignment you previously accepted has been canceled because the original leave request was either canceled by the requester or rejected during the approval process.
What to do? No action is required. You will receive a notification via text/email that the assignment has been cancelled. The assignment will be removed from your accepted assignments. The notification will include an .ICS file to allow the sub to remove the event from their calendar.
- Example Email:

Open Assignment submitted outside of substitute’s preferred (start and end time hours)

The system will queue the open assignments and will notify the substitute once the current time is within their notification window.

SubHub Ohio: Substitute Guide