What if a substitute isn't needed?

Sometimes a substitute request doesn't actually need a substitute. The adorer may find that they can attend after all, or other scheduled adorers may provide adequate coverage for the hour.

Administrators and captains can close an open substitute request for either reason. Go to Admin » Substitute Requests, open the request, and choose an option under Close the request.

Deciding Whether a Substitute Is Needed

An open substitute request shows an Other Scheduled Adorers section listing other scheduled adorers for the same hour.

For chapels using the Adoration Check-In Kiosk, each adorer also shows how many of their recent commitments they attended, based on their check-ins over the last three months, to help administrators and captains determine whether the hour is adequately covered.

This pairs especially well with the substitute request approval workflow. Every substitute request waits for an administrator or captain to review it. If the hour is already covered, you can close the request instead of approving it, and no substitute invitations are ever sent. If your chapel often finds that hours already have enough adorers scheduled, the two are worth using together.

Hour Is Covered

Choose Hour is covered when the other scheduled adorers are enough and no substitute is needed.

The Substitute Finder stops searching for a substitute, and the adorer is removed from the schedule for that one date and notified accordingly.

You can also choose two optional actions.

Lower the adorers needed on this date reduces that hour's minimum adorers to the number still covering it, for that single date only. Without this, your schedule keeps showing the date as needing another adorer even though you've decided it doesn't.

Notify the other adorers tells the adorers still scheduled that one of the others won't be there.

You may also include an optional Note, which is sent to other administrators and captains.

Captains can lower the adorers needed on a date this way even though they can't otherwise edit hours.

Adorer Will Attend

Choose Adorer will attend when the adorer turns out to be able to keep their commitment. The search stops, and the adorer stays on the schedule for that date.

For a generic substitute request, which has no adorer to keep on the schedule, this option reads Cancel this request instead.