What happens when a substitute is requested at the last minute?

The Substitute Finder invites eligible substitutes one at a time, which takes time. When an adorer requests a substitute too close to their hour for that search to run, the request is created as a last-minute substitute request.

Set how much time the automated system needs with the Threshold for last-minute substitute requests setting at Admin » Settings » Substitutes. We recommend 6 hours. Only daytime hours count toward it, since the Substitute Finder rests overnight.

What Happens

A last-minute request is a real substitute request, with one difference: it's paused, so no substitute invitations go out. Instead:

• Administrators and captains are alerted through the Last-minute substitute requested notification.
• The request appears at Admin » Substitute Requests with the status Needs manual help.
• The adorer is told that their adoration coordinator has been asked to help, and that they remain responsible for the hour until a substitute is found.

To receive these alerts, edit your adorer account and enable the Last-minute substitute requested admin notification. It can be delivered by email or text message, and it's sent immediately, even overnight.

Administrators and captains requesting a substitute on an adorer's behalf are not held to the threshold. Their requests are created as ordinary substitute requests.

Claiming the Request

A last-minute request can be claimed or assigned like any other. If nobody claims it, the request expires on its own.

Also, in case several administrators and captains are alerted to the same request, they will be notified again through the same Last-minute substitute requested notification when the substitute request gets claimed or assigned.

Reviewing Last-Minute Requests

At Admin » Substitute Requests, choose Last minute from the Status filter to see all last-minute requests.