The 20-Second Staff Schedule System That Ends Last-Minute Coverage Chaos

Stop wasting hours hunting for substitute instructors every week.

End the Sunday night/Monday morning scrambles for sick call coverage with this system.

The “Instant-Coverage” System:

Create 2 WhatsApp/Slack groups: one with all instructors (Interim Group) and another with only multi-course qualified instructors (Tops Group).

As soon as someone calls in sick, send the following texts:

Interim Group: "COVERAGE NEEDED: Business English, Monday 9-12 pm, 3 hours. $35/hr + $50 bonus. Reply YES with your name. First reply gets it."

Tops Group:  "COVERAGE NEEDED: Business English, Monday 9-12 pm, 3 hours. $35/hr + $100 bonus. Reply YES with your name. First reply gets it."

The Result: 90% of coverage requests filled within 10 minutes vs. 2+ hours of individual calling.

Why This Works: Higher bonuses motivate instructors to become multi-course qualified, giving you more backup options.

PS: Add a $50-$100 same-day bonus to your budget.

The Automation Win: When instructor absences auto-trigger coverage requests to pre-qualified subs with automatic scheduling, you never touch this process again.

Run this manually and save hours weekly. Prefer zero manual work? Gradly automates this entire system - FREE 30-day trial offered till July 4th!

Book a 10-min discovery call

Gradly – for Canadian Directors, by Canadian Directors.

Gaurav Sharma

Fellow Campus Director & Gradly Founder

May 22nd, 2025

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