SubHub Ohio

Preview

May 22, 2026

Agenda

1. Product Overview & Early Access Expectations
2. USPS Integration
3. SubHub Configuration
4. Substitute Management Menu
5. Sub Assignment Workflow
6. Behind the Scenes Error Handling
7. Substitute Experiences
8. SubHub Sub Coordinator Role
9. ESS Integration
10. Known Limitations
11. Future Enhancements
12. Aria SubHub Deployment Options

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2

Product Overview & Early Access Expectations

IMPORTANT: This demonstration shows the current early-access version of SubHub to help you understand the overall workflow and integration with ESS and USPS. Intended to help familiarize ITC staff with the overall functionality of the software

• Application is still in active development
• Features like configuration, notifications, texting and setup are not final
• Substitute experience (accepting, managing, canceling assignments) will continue to be refined
• Screens, layouts and terminology will look different in future demos
• At this point, focus on concepts and workflow, not final design or screens

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Product Overview & Early Access Expectations

• SubHub automates matching ESS leave requests (marked ‘Substitute Needed’) with available substitutes to create substitute postings in SubHub.
• ESS is required
• USPS integration is optional but supported
• Uses substitute list and list chains to drive notification workflows
• Application will continue to evolve during pilot and early access phases

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4

USPS Integration

Requirements if integrating

• Employee Record must have the following in order for the sub to be notified via email and/or text about available sub assignment
• At least one email address
• phone number
• Position Record must have the following in order to sync the sub and to determine which sub list/chain to use in SubHub.
• Substitute flag enabled
• Position code entered
• Building codes must have address entered in order for sub location to be visible on the sub request.

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5

SubHub Configuration

General Configurations (current list… this will change!)

• Application Configuration
• Email configuration
• Password/Forgot Password settings
• Job Status Configuration
• OTP (One-Time Passcode) settings
• Password Expiration Configuration
• Urgency Configuration

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6

OTP

One Time Passcode

One-Time Passcode (OTP) Configuration

• Substitutes do not have traditional user accounts in SubHub.
• Access is based on email address and phone number from their substitute record.
• To provide additional security, SubHub uses a One-Time Passcode (OTP) process based on OTP configuration.

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OTP Settings

• Passcode Expiry Minutes – How long the code remains valid after being requested.
• Number of Passcode Requests Per Hour – Maximum number of codes a substitute can request within one hour.
• Number of Passcode Entry Attempts – Number of incorrect attempts allowed before the code becomes invalid and a new code must be requested.

The screenshot reflects the default settings. Districts can adjust these values.

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Urgency Configuration

The Urgency Configuration controls how substitute notifications are handled based on how soon the leave request occurs.

• 48 Hour Urgent Notifications�Leave requests submitted within 48 hours — but more than 24 hours in advance — are marked as Urgent when notifications are sent to substitutes.
• 24 Hour No Notifications�Leave requests submitted within 24 hours do not send automated substitute notifications. Districts are expected to handle these assignments manually.

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Substitute Management Menu

• Substitutes Grid�Maintain district substitutes manually or via USPS sync.
• Substitute Lists�Group substitutes based on criteria such as position codes or assignments. Lists determine notification eligibility for substitute requests.
• Substitute List Chains�Sequence multiple lists to control how and when assignments are offered to different groups.
• NOTE: A future configuration option will simplify how Substitute List Chains are configured by hiding advanced timing controls that may not be needed by some districts
• Substitute Requests�Centralized view of all ESS leave requests marked Substitute Needed, used to track status, coverage needs, and assigned substitutes.

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9

Sub Assignment Workflow

Sub Needed → SubHub

1. Employee creates leave request in ESS
• Select leave type and position
• Enter accurate start/end times
• Check “Substitute Needed”
• Once submitted, sub assignment is automatically generated
2. SubHub posts the assignment
• Request becomes an open sub assignment and tracked in SubHub
• Notifications are sent to substitutes based on configured list chains
3. Substitute accepts the assignment
• Sub views, selects and accepts the assignment in SubHub
4. Assignment syncs back to ESS
• Accepted substitute is automatically updated in the ESS leave request

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10

Behind the Scenes

Error Handling & Resubmissions

ESS → SubHub Sync Status Column

Displayed in both ESS Sub Coordinator and View District Leave grids. Indicates status of leave request synced with SubHub:

• Synced
• Failed
• Not Applicable

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Common Failure Reasons

• Missing building codes
• Missing position codes
• No matching substitute chain configured

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Resubmission & Retry Options

• Manual Resubmission: Select the Failed leave request(s) and use the “Resubmit to SubHub” button in ESS to resync
• Automatic Retries: SubHub will automatically retry failed submissions every 5-10 minutes

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11

Substitute Experience

Notified of an Assignment

How You Will Be Notified of an Assignment

• Substitutes receive assignment opportunities through email and/or text notifications.
• Each notification includes a direct link to the SubHub assignment details, where substitutes can view, accept or reject an assignment

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12

Substitute Experience

Accepting an Open Assignment

How to Accept an Open Assignment

• Open the assignment using the link in the notification
• Select the available date(s)/time(s) you want to accept
• Click Accept Selected and confirm your selection
• Assignment status updates to Accepted by You
• Confirmation notification is sent

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Important Notes

• Assignments are filled on a first-come, first-served basis
• SubHub prevents substitutes from accepting overlapping assignments within the same district
• Desktop and mobile-optimized views for reviewing postings
• Substitutes can accept specific days from multi-day requests (partial acceptance)
• Accepted days marked "Accepted by me"; days claimed by others show "Accepted by someone else"
• Automatic calendar integration generates .ics events for accepted assignments

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13

Substitute Experience

Rejecting an Open Assignment

Rejecting an Open Assignment

• Open the assignment using the link in the notification
• Review assignment details and click Reject
• Confirm the rejection when prompted
• Stops future notifications for this posting.
• A confirmation message will display once the reject is successful

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NOTE: Some terminology (Reject, Cancel, Pending) may be refined for clarity in a future release

Substitute Experience

How to Manage your Substitute Assignments

Use the Substitute Access option on the SubHub login page to:

• Manage notification preferences
• View accepted assignments
• Cancel previously accepted assignments

How to Access

• Select Substitute Access from the login page
• Enter an email tied to your substitute record and your phone number
• Open the access email and click the provided link
• Verify your identity using a one-time passcode (OTP) sent by email or text
• After verification, access your Substitute menu and assignments

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15

Substitute Experience

Manage Notification Preferences

Managing Notification Preferences

Control how and when you receive substitute assignment notifications.

• Enable or disable Email and/or Text notifications
• Set Start/End Times to limit notification delivery hours
• Add Blackout Dates to pause notifications during specific date ranges
• Click Save to apply changes or Cancel to discard changes

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Notification DYKs:

• Urgent flag added to notifications for requests submitted 24-48 hours in advance depending on urgency config
• Multi-day requests show full date range in notification subject line
• Notifications outside of allowed hours are delayed, not skipped. Substitutes will receive notifications once their allowed notification window is open.

Substitute Experience

Accepted Requests Grid

View and manage substitute assignments you have accepted.

• View — Displays additional assignment details
• Cancel — Removes you from an accepted assignment
1. Canceled days immediately become available to other substitutes
2. Cancellation flows back through normal notification workflows to alert other substitutes
3. Cancellation email includes option to remove event from personal calendar

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17

SubHub Sub Coordinator Role

Sub Coordinator Role

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Monitoring Sub Requests:

• Dashboard shows all substitute requests with status (pending, accepted, canceled)
• View which substitute accepted which days of multi-day requests
• Filter and search capabilities for managing large volumes

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Manual assign Sub Requests:

• Coordinators can manually assign substitutes to any open posting
• Use case: Manual phone calls for urgent requests under 24-hour threshold
• Manual assignments still record substitute in system and send confirmation

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Clearing assigned Sub Requests:

• Coordinators can unassign substitutes and revert requests to pending status
• Automatically re-triggers notification workflows to available substitutes

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18

ESS Integration

Automatic data flow:

• Substitute acceptance in SubHub automatically populates substitute information in ESS leave request
• Sub-coordinator and district leave views display assigned substitute details

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Leave cancellation workflow:

• Employee canceling leave in ESS automatically unassigns all substitutes in SubHub tied to that leave request
• All affected days marked as "canceled" status in SubHub
• Substitutes receive cancellation notification emails

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Current limitation:

• Currently unable to split a single day’s leave assignment among multiple substitutes; Future enhancement planned to support partial-day and split-day substitute assignments
• Enhancement planned to move substitute details to individual days for multi-day requests

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Current Known Limitations

• Multi-day substitute assignments currently display at the overall leave request level instead of per-day detail
• Current mobile grid experience needs improvement and optimization
• Email/SMS notifications currently use basic default templates
• Some terminology (Reject, Cancel, Pending) may be refined for clarity
• ESC workflows currently require separate SubHub instances per district

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Just a handful of some of our Future Enhancements…

• Mass load option for substitutes not maintained in USPS
• Automatic reminder and repeat notifications for unfilled assignments
• Customizable email and text notification templates
• Unfilled substitute request reporting with scheduled delivery
• Ability to split full-day assignments into partial-day requests
• Mobile-friendly calendar views and interface improvements
• USPS payroll integration via extract and direct posting options
• Improved validation and error handling messages
• Simplified list chain configuration

ESC Multi-District Support

• Future support for one SubHub instance connected to multiple ESS and USPS districts
• Allows ESCs to manage substitute calling for multiple districts from a single location
• Currently planned during the pilot period following initial rollout

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21

ITC Aria Deployment Options

Test Deployment: Requires selecting a district; uses a copy of district’s ESS/USPS data

• SubHub starts empty and must be configured
• Recommended for ITC to familiarize yourselves with SubHub application
• Caution: ensure external notifications are either turned off or change the email address to a generic email address (sampleuser@example.net) or your email address if wanting to test SubHub notifications.

Demo Deployment (Recommended for demos):

• Best option for showing SubHub to districts
• ESS/SubHub instances start blank (no real data); uses non-production USPS data
• Basic ESS setup to create sample ESS leave requests to demonstrate Subhub workflow

Training Deployment:

• SubHub is not currently available in this environment

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Questions?

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Support Resources (draft mode):

• SubHub Ohio User Manual
• SubHub Ohio: Substitute’s Guide
• SubHub New District Checklist
• Future SubHub ITC Demos:
• Friday, June 26th
• Friday, July 17th

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