How does the Substitute Finder work?

How does the Substitute Finder work?

The Substitute Finder is one of the most powerful and useful features of We Adore Him.

When an adorer needs a substitute for their adoration commitment, in most cases, the Substitute Finder will do the heavy lifting to send substitute invitations, find a substitute, and notify everyone involved when a substitute is found.

Here's how it works:

  1. An adorer requests a substitute.

  2. The new substitute request is started immediately, or queued until closer to the adoration date (by default, 7 days before the adoration date).

    Customize this time frame with the "Threshold to auto-start substitute requests" field at Admin » Settings » Substitutes.

    The purpose for this setting is to wait to invite adorers to serve as a substitute until the adoration date is close enough that an adorer can quickly respond "yes" or "no". You can view the list of queued substitute requests at Admin » Substitute Requests, where you can manually start any substitute request, if desired.

  3. When the substitute request starts, a list of all eligible substitutes is assembled.

    • Only adorers who opt in as a substitute are included.

    • For a specific adoration date, only adorers with the corresponding substitute time period enabled on their account are included.

    • If the hour requires a male adorer and no male adorer has yet signed up, the list is further filtered to only include male adorers.

    • Also, the following adorers are never invited: blocked adorers, the adorer who requested the substitute, adorers already who already have an adoration commitment for the requested date, and adorers previously invited to this specific date who have not yet answered.

  4. An adorer is randomly-selected from this list and sent an invitation via email, text message, or phone call, depending on the adorer's notification preference. If the adorer doesn't answer right away, the next invitation is sent after a brief delay (by default, 15 minutes). If an adorer declines an invitation, the next adorer is invited right away.

    Customize this interval with the "Delay between substitute invitations" field at Admin » Settings » Substitutes.

  5. When an adorer accepts a substitute invitation, several things happen:

    • A one-time substitution commitment is created for the new adorer.

    • The original adorer's substitute request is marked as claimed.

    • The original adorer is notified that a substitute was found.

    • Adorers who did not respond to their substitute invitations are notified that a substitute is no longer needed.

All of this happens automatically in the background so that the fewest number of adorers necessary are invited for each substitute request, each of your adorers are invited in an unbiased way, and very little work is required from adoration coordinators.

In fact, an adoration coordinator will only need to get involved if the system runs out of time to find a substitute (by default, 3 hours before the adoration date), or if all of the substitute adorers were invited and nobody accepted.

Customize this time frame with the "Threshold for notifying admins" field at Admin » Settings » Substitutes.

Note: the Substitute Finder takes a break during overnight hours to help adorers get a good night of sleep.

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