How to Handle Instructor Substitutions

Learn how to assign substitute instructors for specific class sessions. Substitutions allow you to change instructors for individual sessions without affecting the entire class series or other sessions.

Before You Begin

• You must be logged in to your account at https://app.joinzipper.com
• You need permission to manage schedules (typically organization owners and admins have this permission)
• A class with sessions that need instructor substitutions
• At least one other provider/instructor available as substitute

Steps

Step 1: Navigate to Class Session

1. Log in to your account at https://app.joinzipper.com/auth/login
2. From the dashboard, click Calendar in the left sidebar
3. Find the class session that needs a substitution:
   • Browse your calendar
   • Or go to the class edit page and find the specific session
4. Click on the session to open its details

What happens next: You'll see the session details page.

Step 2: Find Substitution Option

1. On the session details page, look for:

   • Substitute Instructor button
   • Substitution action in session actions
   • Or substitution option in the session management menu

2. Click Substitute Instructor (or similar action)

What happens next: A substitution modal will open.

Step 3: View Current Instructor

1. In the substitution modal, you'll see:
   • Current Instructor: Who is currently assigned
   • Instructor information
   • Note that this change only affects this specific session

Note: The substitution only affects this one session, not the entire class series.

Step 4: Select Substitute Instructor

1. New Instructor: Select the substitute instructor from the dropdown

   • Choose from your organization's providers/instructors
   • Select the instructor who will teach this session
   • The dropdown shows available instructors

2. Preview the change:

   • You'll see a preview showing the instructor change
   • Current instructor → New instructor
   • Confirmation that only this session is affected

Note: Make sure the substitute instructor is available and appropriate for this session.

Step 5: (Optional) Add Substitution Note

1. Send notification to registrants: Toggle this option

   • If On: Customers will receive an email notification about the instructor change
   • If Off: No notification will be sent

2. Substitution note (if notifications enabled):

   • Enter a note explaining the instructor change
   • Example: "Sarah will be substituting for John this week"
   • This note will be included in the notification email
   • Helps customers understand the change

Recommendation: Always notify customers about instructor changes so they're informed.

Step 6: Save Substitution

1. Review your substitution:
   • Correct substitute instructor is selected
   • Notification preference is set
   • Note is included (if sending notification)
2. Click Save or Confirm substitution
   • The substitution will be saved
   • Instructor will be changed for this session
   • Customers will be notified (if enabled)
   • You'll see a confirmation

What happens next: The substitution will be applied and:

• Instructor is changed for this specific session only
• Other sessions in the class keep their original instructor
• Customers receive notification (if enabled)
• Session details show the substitute instructor
• Calendar reflects the instructor change

How Substitutions Work

When you create a substitution:

1. Only affects one session:

   • The specific session you selected
   • Other sessions in the class are unchanged
   • Class series continues with original instructor

2. Customers are notified:

   • If you enabled notifications and added a note
   • Email explains the instructor change
   • Helps customers prepare for the change

3. Substitution is visible:

   • Shows in session details
   • Appears on calendar
   • Customers can see the substitute instructor

Tips

• Always notify customers about instructor substitutions
• Use substitutions for temporary changes (sick days, vacations)
• Keep substitution notes clear and helpful
• Verify substitute instructor is available and qualified
• Substitutions don't affect the class series schedule

Troubleshooting

Problem: I don't see the "Substitute Instructor" option Solution: Check that:

• You're viewing a specific session (not the whole class)
• Session exists and is accessible
• You have permission to manage schedules

Solution: Make sure you've opened a specific session. Contact your organization owner if you need access.

Problem: I can't select a substitute instructor Solution: Check that:

• You have other providers/instructors in your organization
• Providers are available and active
• Dropdown is working correctly

Solution: Verify you have other instructors available. Add instructors if needed.

Problem: Customers didn't receive notification Solution: Check that:

• "Send notification to registrants" was enabled
• Customer email addresses are valid
• Email notifications aren't disabled

Solution: Verify notification was enabled and customer emails are valid. Check email notification settings.

Problem: Substitution affected other sessions Solution: Substitutions should only affect the specific session:

• Verify you selected the correct session
• Check that other sessions weren't accidentally changed
• Review session details

Solution: Substitutions only affect the session you selected. Verify you're editing the correct session.