***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 or unknown) and Subject.
Finally, set the Day Rate or Salary you want to offer. If you select a Day Rate please note this is the gross pay that the teacher will receive (pre-tax). Employer's Costs including Employer's National Insurance and Employer's Pension contributions will be added on top, along with Teacher Booker's margin (if you are on a Pay-As-You-Go plan -- zero margin applies to schools on an Unlimited Subscription plan).
The Day Rate figure defaults to approximately M2 for teachers in Greater London. You can click on the box to change this rate so that it is at a level that pertains to your job, or you can post it as 'Negotiable' or with a Daily Range for example. This information will be displayed to the candidates when you send the job invitation out to them.
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. Depending on your plan, these will include an internal reference, cover reason, desired daily start/end times, job expiration date/time (the point at which the job will stop accepting applications), who to report to, where to report and a short job description. You are able to default some of these fields in your School Profile so you don't need to add them every time you post a job.
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.
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.
You can edit the job details at any time after you have posted it and before a candidate applies. To do so, click 'EDIT' in the top right hand corner of the job page:
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 shown below. This makes it easy to collaboratively screen candidates before making a job offer:
When you are ready to make an Offer, click 'Offer'. You will now need to decide whether you are paying the teacher by Teacher Booker's payroll, or another payroll. Most schools using Supply Cover will choose to pay teachers via Teacher Booker's payroll. You will also need to confirm the day rate being offered to the candidate:
Press 'Confirm' when you are ready. 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. Don't forget to Approve the timesheets at the end of the week worked as well.***
Each timesheet can be edited on a daily and hourly basis, if you have permission to do so within your organisation:
If you have any questions at any time, let us know at firstname.lastname@example.org or via the live chat if that is included in your plan.