Absence Management
in Frontline
Training Deck for Substitutes
Presented by Talent Division
Table of Contents
Keep Your Information Up-to-date
Remember to keep your credential and TB test on file up-to-date.
Expired information will prevent you from seeing and accepting jobs on Frontline.
You can check your TB expiration on your Frontline ERP account.
You can check your credential expiration on the CTC site.
Please email substituteservices@ousd.org once you have renewed your credential or have an updated TB test so we can keep your account current.
�THANK YOU!
How to set up your account for OUSD
If you are NEW to Frontline Absence Management…
If your account is set up with your personal email you will receive an email from netpost@aesoponline.com to set up your account.
If your account is set up with your OUSD Gmail, you can login via Single Sign On using these instructions.
If you have an existing account in Frontline Absence Management…
Substitutes with existing accounts will have OUSD added to their Frontline account as long as the email on both accounts is the same. Please email substituteservices@ousd.org if you have any issues connecting your accounts.
Logging into
Absence Management
Logging in with a Frontline ID and Password:
Type app.frontlineeducation.com in your web browser’s address bar if you have a Frontline Account. The sign in page will appear. Enter your Frontline Username and Password and click Sign In. If you cannot recall your credentials, use the recovery options below the login box to reset your password or retrieve your username.
Logging in with your OUSD Gmail/Single Sign On:
This 26 second video shows how to log into Frontline. To access ‘Absence Management’.
If you cannot access your OUSD Gmail, please reach out to helpdesk@ousd.org
Logging into the Mobile App with a Username/Password
Enter your Frontline Username and Password and click Sign In with Frontline ID.
If you cannot recall your credentials, use the recovery options below the login box to reset your password or retrieve your username.
Logging into the Mobile App with your OUSD Gmail/SSO
If you cannot access your OUSD Gmail, please reach out to helpdesk@ousd.org
When logging into your account in the mobile app with your OUSD Gmail, be sure to select ‘or sign in with organization SSO’. Then you will follow the steps to login to your OUSD Gmail account. Once logged in, you will be returned to the Frontline mobile app.
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Logging into the Telephone System
To access Frontline jobs via the telephone system, dial 1-800-942-3767.
You’ll be prompted to enter your ID number which will be your 10-digit telephone number (followed by the # sign), then your PIN (followed by the # sign).
Please wait for the prompts and enter your user ID and PIN slowly.
Your telephone system user ID is your 10-digit telephone number and your PIN can be located under your online profile Preferences.
Navigating Absence Management
via Website
Accessing the Homepage
Your Homepage will show you a calendar with available jobs. These potential jobs appear in green on the calendar and in list form under the Available Jobs tab. You can also access Scheduled Jobs, Past Jobs, and Non-Work Days via the Homepage. Click on any day in the calendar to view jobs available that day.
Finding Available Jobs
Accept or Reject a job, or See Job Details for more info
You can review available jobs directly on the Homepage or by selecting Available Jobs in your navigation pane. These potential jobs appear in green on the calendar and in list form under the Available Jobs tab. You can view available job details or accept jobs.
Viewing Scheduled Jobs
View Scheduled Jobs via the Homepage. You can view job details (including attachments).
Cancelling Scheduled Jobs
You can cancel jobs directly from your dashboard under ‘scheduled jobs’. If you wish to cancel part of a multi-day job, you can do so 24 hours ahead of the day you wish to cancel (select ‘View Details’ and cancel desired day). If you need to cancel outside this window, please reach out to the site or substituteservices@ousd.org to assist.
If you cancel a job last minute (within 12 hours of the start), a non-work day will be generated - this can only be removed by substituteservices@ousd.org
Please note: you cannot cancel part of multi-day job in the mobile app. This can only be done via the website.
Accessing Job History
Select History in the left-hand navigation pane. You can view Job History based on a selected date range and view your Non-Work Day history. Frontline has your history for the most recent 366 days. If you would like your job history further back, please email substituteservices@ousd.org for a report.
Setting Up Your Preferred Schools
Select Preferences in your navigation menu and then Schools. You can view all schools in the district, or if you want to set up preferred schools you can to check which ones you would like to view and save. You can set up preferred schools one of the two ways below.
If you select specific sites, this will limit available jobs to ONLY those sites.
Setting up Call Time Preferences
Select Preferences in your navigation pane, then select Call Times to customize when you receive calls regarding available jobs. You can set up specific times, turn off calls on some days, or turn off all calls.
Viewing and Changing your PIN for the Telephone System
Select Preferences in your navigation pane and then select Change Phone PIN.
Scheduling Non-Work Days
You can manage and edit your Non-Work Days via the Homepage if you do not want to show as available on specific dates (i.e. you will be out of town). You can also schedule recurring non-work days.
Navigating Absence Management
via Mobile App
Accessing Absence Management via Mobile App
Access the app store on your mobile device and download the Frontline Education app. Once the download is complete, you will click Get Started to proceed to a sign in page. From there, enter your Frontline ID account and click Sign In. Please note that once signed in, you may be prompted to select an organization. You can find directions on downloading here: Mobile App Download
Accessing Absence Management via Mobile App (cont.)
MENU NAVIGATION | |
AVAILABLE JOBS | Reference all available jobs within your view. (This section includes an “Available” and "Scheduled" tab, as well as sorting and filter options to further define your results.) |
CALENDAR | View the dates for any previously worked assignments, as well as upcoming, accepted jobs. (These dates will be highlighted on Android and dotted on IOS ). If you click on the highlighted/dotted dates, you can view the job details for that date |
INBOX | Review any received web alerts from your district. Help Center Access online help resources specific to your Frontline mobile app. |
SETTINGS | Review your current district details and user preferences, or log out. |
FEEDBACK | Please provide feature-related feedback or use this tab to contact Mobile Support with any questions/issues you may have regarding the app. |
Accessing Absence Management via Mobile App (cont.)
Access the app store on your mobile device and download the Frontline Education app. Once the download is complete, you will click Get Started to proceed to a sign in page. Please note that once signed in, you may be prompted to select an organization if you have access to multiple districts.
Accepting a Job
Finding a Job
The "Available Jobs" page includes a comprehensive list of any assignments that have been posted by employees within your district(s). This information includes the date when the employee's absence will occur, the name of the person who requested a substitute, the position in question, and the location where the absence will take place.
Once on the job details page, you can view a summary of the job, as well as a phone number and/or notes about the assignment. If you wish to accept the job, select the Accept button at the bottom of the page. Once the "Accept" option is selected, the app will provide a confirmation number and verify that you successfully accepted the assignment.
Want to Receive New Job Alerts?
These can be turned on in your smartphone settings
(they are not set up in the Frontline mobile app).
Navigating Absence Management
via Telephone System
Accessing Absence Management via Telephone
When You Call into Absence Management
To call, dial 1-800-942-3767. You’ll be prompted to enter your ID number (followed by the # sign), then your PIN (followed by the # sign). Please wait for prompts to complete and enter your user ID and PIN slowly.
Your telephone system user ID is your 10-digit telephone number and your PIN can be located under your online profile Preferences.
When calling the Absence Management system, you can:
Find available jobs – Press 1
Review or cancel upcoming jobs – Press 2
Review or cancel a specific job – Press 3
Review or change your personal information – Press 4
In addition to web-based, system accessibility, you can also find and accept available jobs, manage personal information, change your PIN, and more, all on the phone. The telephone system will only call the few days leading up to the start date of jobs. For access to jobs further in the future, use the website or mobile app.
Accessing Absence Management via Telephone (cont.)
When the Absence Management System Calls You
If an available job has not been filled by another substitute two days before the absence is scheduled to start, the system will automatically begin to call substitutes and try to fill the job. Keep in mind, when the system calls you, it will call about one job at a time, even if you’re eligible for other jobs. When you receive a call, you can:
Listen to available jobs – Press 1
The Absence Management system will list the job details, and you will have the opportunity to accept or reject the job
If you are interested in the available job, Press 1. You will be asked to enter your PIN number (followed by the # sign)
Prevent Absence Management from calling again today – Press 2
Prevent Absence Management from ever calling again – Press 9
Please note: the telephone system only calls out regarding available jobs in the few days leading up to the job start. To view ALL available jobs, please check the website or mobile app.
Additional Resources
Supplemental Training Materials
Getting Started
Substitute Basic Training Video
Substitute Advanced Training Video
Mobile App
Substitute Mobile QuickStart Guide
Finding and Accepting Jobs on Mobile App
Telephone
Below are additional resources (training videos, How-To Guides, etc.). You can also access additional resources via the Absence Management Learning Center, by clicking in the upper right-hand corner of Absence Management near your name.
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In Absence Management:
Trainings, Drop-ins, Feedback, Email
Support:
Need technical support or have questions about the substitute process? Please reach out to substituteservices@ousd.org.
Feedback:
Please share your questions, concerns, and/or feedback!
Your input is always appreciated: Feedback Form
Contact:
For any questions regarding substituting with OUSD please email substituteservices@ousd.org.