Onboarding Substitutes: Region Admin Workflow (Step-by-Step)

1. Sign In

Visit your state's website link.

Insert your "Username (email address)"

Click "Password", fill it in, and click "Sign In"

2. Add a New Substitute Application

Navigate to "Substitutes"

Click "Add Application"

Enter:

  • First Name

  • Last Name

  • Email

  • Mobile

  • Address

Click "Save"

3. Set Role & Preferences

Insert:

  • Position

  • Work Frequency

  • How Heard About Us

Click "Submit" → Click "OK"

4. Application Review & Notes

Navigate to:

  • Applications > Substitutes > Pending Approval/New

Click "Process"

Add notes:

  • Example: "I spoke with AnnMarie. She's comfortable working with Toddlers, Infants, and Pre-School."

5. Select Age Preferences

Choose applicable age groups:

  • Toddler

  • Pre-School

  • (Optional: Remove others like Infants, if not applicable)

6. Set Qualification & Position

Choose appropriate hourly rate tiers (e.g):

  • SuperSub 1 (CPL 1–2)

  • SuperSub 2 (CPL 3–6)

7. Upload Documentation

Click "Add New Documents"

Example of documents to upload:

  • High School Diploma/GED

  • OCCRRA Profile Training Summary

Confirm and close upload

8. Final Notes & Approval

Update and add any interview notes:

  • "Feb 2nd: We had a successful in-person interview."

  • "We're moving forward with onboarding."

Click "Approve", then "Yes" → "OK"

9. Final Navigation

Navigate through:

  • Substitutes > Requests > Activities

  • Review and manage remaining actions

  • Click "Back" to return to dashboard



Onboarding Substitutes by Region Admin Video Format:

https://app.guidde.com/share/playbooks/bYraaTd9rFTmWzdWRv8D2V?origin=IwG9VFIx53c3zMGA6tmtKf93s2p1