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Booking a Supply Teacher

For schools: how to post a job, receive applications, make an offer and receive confirmation that a teacher has been booked

Chetan Sood avatar
Written by Chetan Sood
Updated over a week ago

***Please note that assigning a teacher to a job is a two step process. The first step is to send an invitation to teachers to Apply for your role, and the second is to make an Applicant an Offer, which they then need to Accept.
​A teacher is not booked until they have Accepted an Offer. When they do, you'll receive a notification confirming this and the job will display clearly on your dashboard as 'Teacher Booked'.***

First, head to 'Post a Supply Job' from the left hand menu.

Then set your criteria including the Position you are hiring for, start and end dates (use 'Dates to Be Determined' if the start and end dates are flexible) and Subject.

***If you are hiring for a Primary Supply Teacher, select 'Primary Class Teacher' as the Subject.***

Add in any Special Educational Needs experience you require, and select 'Search For Teachers'.

You can now either invite all your matches, or to select individual teachers, click the orange 'Select Manually' option:

If you choose to Select Manually you can use the search bar to find individual teacher(s) you may wish to invite.

Once you have selected your invitees, click the green 'Go to Job Preview' button at the bottom of the screen. You will be taken to the Job Preview page where you need to add a few more details about your job including an internal reference, cover reason, desired start and end times, job expiration date/time (the point at which the job will stop accepting applications), instructions for where and who to report to, and a job description:

Expiration Date

In the Expiration Date section, you can define the point up to which you will accept applications for your job. This could be the same as the already-defined start date and time, or it could be after or before this time.

For example, for a last minute emergency cover role you may post your job at 8am with a desired start time of 8:30am; but in practice because it is a last minute request you would be open to continuing to receive applications up until 10am.

When your defined Expiration date/time passes, the job will Expire and will no longer accept applications. However this does not prevent you from Offering the job at any time to an applicant.

Send invitations

Finally press 'Send Invitations' at the bottom of the screen to post your job to your candidates. They will receive an email and text message notifying them of the job and with a link so they can log in and Apply for it or Decline it.

Reviewing candidates and making Offers

When a candidate applies you will receive an email. Log in and click on the job and you'll be able to see who has applied and review their profile:

When you click 'Review Candidate' you will see the Applicant Tracking feature, the candidate's contact details and the 'Offer' button.
***Ensure that Offers are made in good time before the start date/time of your job if it has a defined start date/time. If the start date/time passes before an Offer is Accepted by a teacher the job will expire.***

Changing the Applicant Tracking status will change the 'Applied' label on the previous screen -- for example to 'Phone Screened' as below. This makes it easy to collaboratively screen candidates before making a job offer:

When you are ready to make an Offer, click 'Offer'. This will send an email and SMS text message to the teacher saying that they need to Accept the Offer in order to be booked in. You can send out more than one Offer -- if you do, the first teacher to respond will be booked. Once a teacher is booked no other teachers can Accept Offers or Apply for the role. You are still able to Withdraw an Offer if no teacher has Accepted:

Once the teacher Accepts the Offer, you will receive a notification via email. The status bar at the top of the job will turn green and display 'Teacher Booked'.


If your job was posted with defined dates the timesheet will be automatically created for those dates. If your job was posted as 'Dates to be Determined' you will need to add timesheets for the relevant dates.

***Please ensure that you add timesheets for jobs that are 'Dates to be Determined', and if you extend or reduce a booking please ensure the timesheets reflect the days and times that were worked as the timesheets are used for reporting purposes. Don't forget to Approve the timesheets as well.***

Each timesheet can be edited on a daily and hourly basis:

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