<img height="1" width="1" style="display:none;" alt="" src="https://px.ads.linkedin.com/collect/?pid=2969948&amp;fmt=gif">

A Simple Guide for Upgrading Your Substitute Management System

November 03, 2022   •   Insights

Share ---

Technology is a significant factor in the success of your substitute teaching program since it makes sub-interaction and assignment confirmation easier. But it may be time to consider upgrading when it no longer fits your changing needs or processes.

Change can seem scary, and upgrading can sound expensive, but the truth is that sticking with older, antiquated systems cause more issues – and sometimes more costs. On the other hand, well-designed software can positively impact the experience of employees, substitutes, and administrators. Upgrading to modern and intuitive software can also improve daily substitute fill rates to support student instruction.

Here are 3 reasons why you should take the time to review your current technology and assess an upgrade:

1. Compatibility

There are many things to consider when looking at your district's system compatibility. Many school districts still use absence management and substitute placement technology designed decades ago. Your software should create efficiencies that allow you to spend less time on administrative processes and more on academics, programs, and student success. Managing employee time is just one of many things on a K-12 administrator's plate. That's why your substitute management system should work together with your other software and applications.

2. Community

Too often, school administrators and educators lack opportunities to interact with their peers. Do you feel like you're part of a community advancing the practice of substitute management? You could be! Joining a community allows you to learn new best practices and ideas from other users. Find a system that will enable this engagement and allow you to provide input on enhancements and new features that continually increase your efficiency and productivity. 

3. Support

Knowing what type of support is available to you when you upgrade to a new system is essential. How easy is it to access your current software vendor? Do they have knowledgeable people who understand your problems and respond effectively? A company producing new features and enhancements is one thing but providing support for those is entirely different. Look for a support team that listens to your feedback, learns what you're up against, and builds solutions that continually accommodate your needs, goals, and preferences.

Plan Your System Change

Technology changes so quickly that delaying an upgrade puts your district at a severe disadvantage. It can require more attention, time to support, and workarounds. Well-planned upgrades can ensure you get the most from your software investment.

Preparing your district for a change can be a real headache without the right partner to guide the process—but this isn't our first rodeo. We've done this a thousand times before and know how to get you up, running, and ready for success. Learn about our implementation timeline and process to see how simple a system change can be:


Your time is valuable. Fortunately, Red Rover can be implemented across your entire district and launched in as little as two weeks—depending on your schedule and resource availability—not months or years, like many other solutions.

“Red Rover has been the best company to work with every step of the way. From the sales introduction to the full implementation process, the customer service of Red Rover as a company has been phenomenal. Transitioning from software that our District used for years to a new and improved system like Red Rover has been smoother than any other software purchase I’ve experienced. Our substitutes love the app, and our school admin love the report features.”  

- Jamie West, Lake County Schools


Every implementation comes with its own expert, and yours won't be an exception. Our implementation process is custom-tailored, well-defined, and adaptable based on your district's needs. Here's how our three-step implementation process unfolds:

1. Setup

Once we have an implementation plan, we start with initial data collection and system configuration. First, all employee, substitute, and school data is collected and loaded into the Red Rover system.

With data loaded, Red Rover is custom configured to reflect your district's unique workflows and policies, such as absence reasons and allowances, absence approval routing, substitute notifications, and much more.

2. Training

Following system configuration, a Red Rover implementation representative conducts a three-hour virtual training session for your district office users, including payroll managers, human resources personnel, and substitute coordinators.

Simple, straightforward video training is available for end users, including office managers, employees, and substitutes. Each end user receives this video content as part of the email invitation they receive from the district office.

3. Integration

Integration with other software systems is an optional—but highly beneficial—last phase of our implementation process, achieved by a joint effort by Red Rover and school district staff. In addition, unlike many other vendors, Red Rover charges no extra fee for integration with other systems.

System integration allows for real-time, seamless data transfer, opening valuable features such as customizable dashboards and reports on payroll, substitute work history, employee leave, and more.

Districts should not be left behind with outdated tools in a fast-moving world. Instead, invest in a modern, proven solution! The right technology solution will support your current needs and allow future growth.

Don't Miss a Thing

Subscribe to get the latest Red Rover news and insights delivered straight to your inbox.