GITNUXSOFTWARE ADVICE
Education LearningTop 10 Best Substitute Management Software of 2026
Ranking roundup of substitute management software for schools and districts, comparing features and tradeoffs for staffing coverage; includes TimeClock Plus.
How we ranked these tools
Core product claims cross-referenced against official documentation, changelogs, and independent technical reviews.
Analyzed video reviews and hundreds of written evaluations to capture real-world user experiences with each tool.
AI persona simulations modeled how different user types would experience each tool across common use cases and workflows.
Final rankings reviewed and approved by our editorial team with authority to override AI-generated scores based on domain expertise.
Score: Features 40% · Ease 30% · Value 30%
Gitnux may earn a commission through links on this page — this does not influence rankings. Editorial policy
TimeClock Plus Resource Management is the best pick when multi-school operations need qualification-aware dispatch with clear assignment lifecycle tracking, and if you want a district-focused substitute coordination experience with controlled dispatch workflows, WillSub is the better alternative.
Editor’s top 3 picks
Three quick recommendations before you dive into the full comparison below — each one leads on a different dimension.
TimeClock Plus Resource Management
Qualification-aware substitute eligibility checks that drive vacancy offers and acceptance workflow states.
Built for fits when multi-school operations need qualification-aware dispatch with clear assignment lifecycle tracking..
WillSub
Editor pickQualification-aware placement that ties substitute credential status to vacancy dispatch eligibility and assignment confirmation.
Built for fits when district substitute coordinators need qualification-aware matching with controlled dispatch workflows..
SwingEducation
Editor pickAcceptance-driven vacancy lifecycle that coordinates job posting, substitute acceptance, and assignment confirmation with automated communications.
Built for fits when districts need day-to-day substitute scheduling with acceptance-driven workflows and strong fill reporting..
Related reading
Comparison Table
TimeClock Plus Resource Management
SMBAbsence and substitute management module integrated with K-12 time tracking and payroll.
Qualification-aware substitute eligibility checks that drive vacancy offers and acceptance workflow states.
TimeClock Plus Resource Management is built for district-scale substitute scheduling where multiple schools need consistent qualification matching and assignment history. It maintains substitute eligibility data and ties it to job-specific requirements so staff availability can be filtered during dispatch and acceptance. Automation is driven by workflow states for offers, confirmations, and cancellations, which reduces manual tracking across shift changes and recurring absences.
A key tradeoff is that qualification rules and dispatch behavior require careful setup to reflect district-specific certifications and reason codes. It fits best when an operations team manages frequent employee call-out events and needs repeatable vacancy handling across multiple sites, with clear audit trails for assignment outcomes.
- +Qualification rules map directly to dispatch decisions
- +Workflow states cover offer, acceptance, confirmation, and cancellation
- +Assignment history supports staffing operations review
- +Administrative eligibility controls reduce mismatched placements
- –Qualification configuration can be time-intensive for new districts
- –Notification and messaging depth may lag districts needing complex channel rules
- –Reporting customization may require procedural workarounds for edge cases
District substitute coordinators
Manage daily vacancies district-wide
Fewer misplacements and rework
School operations managers
Handle frequent teacher call-outs
Higher consistency across schools
Show 1 more scenario
HR and compliance teams
Track credential-backed eligibility
Clear eligibility traceability
Maintains substitute credential and assignment records to support operational review of who was placed.
Best for: Fits when multi-school operations need qualification-aware dispatch with clear assignment lifecycle tracking.
More related reading
WillSub
vertical specialistWeb-based substitute management system for tracking absences and assigning substitute staff.
Qualification-aware placement that ties substitute credential status to vacancy dispatch eligibility and assignment confirmation.
WillSub centers its substitute management around qualification-aware matching and operational dispatch, with vacancy posting tied to substitute responses and assignment confirmation. Substitute pool configuration supports tracking credentials and ensuring substitutes meet requirements before dispatch. District teams can use notification paths to coordinate acceptance and updates around each job posting.
A practical tradeoff appears in how qualification rules must be configured to match district standards before matching improves, which can add setup time for new districts. WillSub fits when substitute managers run multi-school scheduling and need a repeatable workflow for job acceptance, confirmation, and cancellation handling.
- +Qualification-aware matching reduces placement outside credential rules
- +Job acceptance workflow supports clear confirmation and assignment state
- +Vacancy broadcast connects openings to the substitute pool workflow
- +Cancellation handling keeps job records consistent across changes
- –Qualification rule setup requires careful governance before matching improves
- –Multi-school roster configuration can take longer during initial rollout
- –Notification routing may need tuning to match staff communication preferences
- –Reporting depth depends on how district processes map to workflows
Substitute coordinators
Fill vacancies with credential-checked dispatch
Fewer mismatched assignments
HR operations teams
Maintain substitute credential status
Lower compliance risk
Show 2 more scenarios
School administrators
Confirm assignments across multiple sites
Cleaner attendance coordination
Manage assignment confirmation and updates tied to specific job postings.
District scheduling leadership
Handle cancellations without state drift
More reliable staffing records
Update job status through cancellation handling to preserve assignment history.
Best for: Fits when district substitute coordinators need qualification-aware matching with controlled dispatch workflows.
SwingEducation
vertical specialistMarketplace platform that connects schools with substitute teachers and handles scheduling, compliance, and payroll.
Acceptance-driven vacancy lifecycle that coordinates job posting, substitute acceptance, and assignment confirmation with automated communications.
SwingEducation is built around substitute matching and job acceptance, so staffing teams can broadcast vacancies, collect availability, and confirm assignments without running separate spreadsheets. The workflow connects substitution requests to substitute availability signals, then routes updates to both schools and substitutes through notification channels. Operational visibility is delivered through fill-rate oriented reporting and assignment status tracking across dates.
A key tradeoff is that governance and credential depth can become process-heavy if districts expect custom qualification logic or non-standard verification steps for every assignment. SwingEducation fits best when staffing teams want higher throughput for day-to-day teacher absence coverage and can accept the vendor’s matching and notification workflow patterns.
- +Acceptance-focused vacancy workflow reduces manual chasing for confirmations
- +Notification updates keep substitutes and schools aligned through status changes
- +Fill-focused reporting supports day-to-day staffing performance reviews
- +Qualification-aware matching helps route the right substitutes to jobs
- –Qualification and verification depth may need added operational process for edge cases
- –Notification configuration can take iterative tuning across channels and templates
- –District-wide customization of matching logic can be limited versus fully bespoke systems
District absence coordinators
High-volume call-out coverage
Higher fill rate for daily gaps
Substitute program managers
Qualification and availability orchestration
More consistent qualification alignment
Show 2 more scenarios
School administrators
Reduce time on last-minute updates
Lower administrative churn
Schools receive status-driven notifications instead of manual follow-ups after acceptance.
HR and operations analysts
Coverage performance review
Actionable coverage reporting
Analysts review vacancy outcomes and fill performance across dates and staffing events.
Best for: Fits when districts need day-to-day substitute scheduling with acceptance-driven workflows and strong fill reporting.
Frontline Absence & Time
enterpriseSchool absence management software with automated substitute assignment and absence tracking.
Assignment lifecycle tracking that ties dispatch, acceptance, and cancellation outcomes to absence records.
Frontline Absence & Time centralizes substitute scheduling and absence workflows with district-oriented staffing capabilities. It handles teacher callouts, substitute pool management, and assignment lifecycle tracking with configurable absence reason codes.
The system supports qualification and credential checks as part of matching, plus notifications for dispatch and assignment confirmation. Strong HR and time integration paths connect absence records to attendance and timekeeping outcomes used by payroll teams.
- +District-grade substitute dispatch workflow with assignment confirmation tracking
- +Qualification and credential checks built into candidate matching
- +Absence reason coding that drives reporting and operational routing
- +Integration paths that connect absence outcomes to timekeeping and HR processes
- –Configuration depth requires careful setup of matching rules and routing
- –Limited visibility into candidate qualification sources beyond what is imported
- –Two-way messaging relies on configured notification channels and templates
Best for: Fits when districts need substitute dispatch plus credential-aware matching across multiple schools.
Red Rover
vertical specialistK-12 absence management software for substitute scheduling, placement, and district reporting.
Credential-aware substitute matching that uses certification status to influence dispatch and assignment outcomes.
Red Rover coordinates substitute workflows from absence entry through dispatch and assignment status updates across multiple schools.
The system focuses on qualification matching and certification tracking so districts can route calls to appropriate substitutes and enforce credential rules.
Red Rover also supports job acceptance and cancellation handling to keep vacancy records aligned with real-world coverage.
Integration options center on exporting staffing and assignment data for downstream payroll and reporting workflows.
- +Qualification matching and certification tracking for substitute routing
- +Job acceptance and cancellation handling keeps assignment states current
- +Multi-school workflow support for district-wide absence coverage
- +Assignment export outputs staffing data for reporting and payroll processes
- –Limited visibility into staff availability beyond the substitute assignment view
- –Rules for qualification matching require careful setup to avoid misroutes
- –Two-way messaging controls are narrower than dedicated communication suites
- –API and integration surface documentation is less detailed than leading competitors
Best for: Fits when districts need qualification and credential enforcement with operational coverage tracking across schools.
AbsenceSoft
enterpriseAbsence and leave management platform covering FMLA, ADA, and disability tracking for enterprise HR.
Credential-aware substitute qualification gating that impacts acceptance and assignment, not just eligibility display.
AbsenceSoft is substitute management software built around absence-to-fill workflows for districts that run frequent teacher call-outs.
It supports a substitute pool with qualification and credential checks, then routes requests through vacancy broadcast, acceptance handling, and assignment confirmation.
AbsenceSoft also focuses on operational control through admin configuration, staff visibility, and audit-style traceability of key scheduling events.
For teams that need predictable dispatch and attendance alignment, AbsenceSoft centers on staff availability management tied to real assignment outcomes.
- +Qualification and credential checks support tighter substitute-to-vacancy matching
- +Vacancy broadcast and job acceptance workflow reduce manual back-and-forth
- +Assignment confirmation and cancellation handling track changes to scheduled coverage
- +Admin configuration supports multi-site substitute operations
- –Automation depth is limited for advanced dispatch rules without configuration work
- –Notification channels may require add-on tooling for two-way messaging
- –Mobile substitute experience depends on the organization’s supported notification setup
- –Integration coverage can be narrow when districts need payroll and timekeeping exports
Best for: Fits when districts need qualification-aware substitute dispatch and clear assignment lifecycle tracking across multiple schools.
SubAlert
SMBSubstitute notification and placement software for schools and substitute educators.
Credential verification status tied directly to assignment eligibility to gate acceptance in dispatch.
SubAlert targets substitute scheduling and staff availability workflows with dispatch-centric controls for vacancy coverage. Its core operations cover substitute pool management, qualification and certification tracking tied to assignment eligibility, and assignment lifecycle handling from request through acceptance and cancellation.
Administration features focus on managing qualification rules, tracking credential verification status, and monitoring operational fill performance. The system is built to reduce manual coordination between school sites and substitute coordinators by routing jobs through an acceptance and confirmation workflow.
- +Assignment lifecycle controls include acceptance, confirmation, and cancellation handling.
- +Credential verification status supports qualification and certification tracking for eligibility.
- +Substitute pool management groups candidates with rule-based assignment readiness.
- +Vacancy dispatch workflow reduces back-and-forth between sites and coordinators.
- –Advanced automation and custom workflow changes require deliberate setup discipline.
- –Multi-school scheduling coverage may need careful configuration for district-wide use.
- –Two-way messaging depth depends on how notification channels are configured.
- –No-show and cancellation reporting granularity may lag specialized reporting tools.
Best for: Fits when district staff need dispatch-first substitute matching with credential eligibility rules.
Tyler Technologies Absence & Substitute
enterpriseK-12 absence and substitute management software with credential tracking, automated notifications, and payroll integration.
Qualification and certification-related eligibility checks are applied during substitute matching to reduce mismatched dispatches.
Tyler Technologies Absence & Substitute brings district-focused absence management and substitute scheduling into workflows tied to school staffing events. Core capabilities include building a substitute pool, capturing absence details with reason codes, and running assignment dispatch with job acceptance and cancellation handling.
The system supports qualification tracking and credential-related status checks to narrow which substitutes can be considered for a specific assignment. District operations typically rely on configuration around school calendars and HR data flows to keep staff availability and dispatch outcomes aligned.
- +Substitute assignment workflow covers acceptance, confirmation, and cancellation states
- +Qualification and credential tracking helps limit matching to appropriate substitutes
- +Absence reason codes support more consistent reporting on teacher call-outs
- +District rostering orientation supports multi-school substitute coordination
- –Configuration depth increases admin workload for district-specific dispatch rules
- –Limited visibility into substitute-to-assignment decision logic without reporting exports
- –Integrations depend on local district data mapping for HR and availability feeds
- –Notification coverage can require careful channel setup for SMS and email workflows
Best for: Fits when school districts need qualification-aware substitute matching with assignment state tracking across multiple schools.
DayReady
vertical specialistSubstitute teacher management platform covering absence request through sub match, classroom readiness, and payroll export.
Qualification gatekeeping that filters substitutes by credential status at assignment time.
DayReady supports substitute scheduling and staff availability workflows focused on reducing manual handoffs during teacher absences. The system tracks substitute qualifications and credential status to guide which candidates can be dispatched to a vacancy.
It manages assignment lifecycle events like acceptance, cancellation, and confirmation so schools can reconcile what was filled versus what was missed. It also supports calendar synchronization and notification workflows for updates across staff and substitutes.
- +Credential tracking rules reduce mismatched assignments during dispatch
- +Assignment lifecycle handling covers acceptance and cancellation states
- +Notification workflows keep schools and substitutes informed during changes
- +Calendar synchronization reduces duplicate entry for recurring schedules
- –Multi-school configuration can require careful rollout to avoid inconsistent rules
- –Reporting depth for fill-rate style analytics is limited compared with staffing-first suites
- –Two-way messaging depends on configured channels rather than native conversation threads
- –HRIS and payroll export coverage is not as broad as district-focused platforms
Best for: Fits when districts need qualification-aware substitute dispatch with clear assignment status tracking.
SmartSub
vertical specialistAutomated substitute placement and scheduling platform built specifically for K-12 districts.
Assignment lifecycle state handling with confirmation-aware transitions for request, acceptance, and cancellation.
SmartSub targets substitute scheduling and day-to-day call-out workflows with a focus on operational control rather than broadcast-only dispatch. The core capabilities cover substitute pool management, assignment lifecycle tracking from request through acceptance and cancellation, and vacancy handling across multiple school locations. SmartSub also supports configuration around who can be assigned to which roles and helps coordinate confirmations so staffing teams can react to changes without manual chasing.
- +Assignment lifecycle tracking from request through cancellation
- +Substitute pool controls for qualification-based assignment rules
- +Operational workflow support for confirmations and status changes
- +Multi-location vacancy handling for district-style rostering
- –Automation depth is limited for complex, role-specific workflows
- –API and integration surface details are not clearly documented
- –Admin governance controls like audit logging are hard to validate
- –Mobile two-way messaging coverage is not consistently described
Best for: Fits when district staffing teams need controlled assignment workflows across schools with manageable qualification rules.
Conclusion
After evaluating 10 education learning, TimeClock Plus Resource Management stands out as our overall top pick — it scored highest across our combined criteria of features, ease of use, and value, which is why it sits at #1 in the rankings above.
Use the comparison table and detailed reviews above to validate the fit against your own requirements before committing to a tool.
How to Choose the Right substitute management software
Substitute management software coordinates staff availability and substitute scheduling by turning teacher absence events into dispatch decisions, assignment confirmation steps, and cancellation handling across schools. This guide covers TimeClock Plus Resource Management, WillSub, SwingEducation, Frontline Absence & Time, and eight additional substitute management platforms.
The strongest operational differences show up in qualification-aware matching, the assignment lifecycle workflow states each product tracks, and the way notification updates follow status changes through acceptance and confirmation. TimeClock Plus Resource Management leads with qualification-aware eligibility checks that drive vacancy offers and acceptance workflow states, while SwingEducation emphasizes an acceptance-driven vacancy lifecycle that pushes status updates through automated communications.
Substitute management software that runs qualification-aware dispatch and assignment lifecycle workflows
Substitute management software centralizes substitute pool eligibility and vacancy routing so districts can match teacher absence jobs to qualified substitutes and then manage each assignment through acceptance, confirmation, and cancellation states. Tools like TimeClock Plus Resource Management tie qualification rules directly to vacancy offers and acceptance workflow states so the dispatch decision aligns with credential eligibility before an offer is finalized.
WillSub applies qualification-aware placement by linking substitute credential status to vacancy dispatch eligibility, then it uses a job acceptance workflow to keep assignment state transitions clear from offer to confirmation. Across the category, the practical value comes from how tightly qualification checks gate acceptance and how thoroughly the workflow records status changes that reduce manual chasing when substitutes respond late or cancel.
Qualification-aware dispatch and assignment lifecycle state tracking
Substitute management software earns operational trust when it ties substitute eligibility to dispatch decisions and then records each job through acceptance, confirmation, and cancellation states. TimeClock Plus Resource Management is built around qualification-aware eligibility checks that drive vacancy offers and acceptance workflow states.
When vacancy lifecycle visibility is weak, staff end up chasing late responses and cancellations through email or phone. SwingEducation leans into an acceptance-driven vacancy lifecycle that coordinates job posting, substitute acceptance, and assignment confirmation with automated communications.
Qualification-aware eligibility gating for dispatch offers
TimeClock Plus Resource Management applies qualification rules to vacancy offers so acceptance happens inside credential eligibility boundaries. WillSub also gates placement by linking substitute credential status to vacancy dispatch eligibility and assignment confirmation.
Assignment lifecycle workflow states for offer to cancellation
Frontline Absence & Time ties dispatch, acceptance, and cancellation outcomes back to absence records with district-grade workflow tracking. SmartSub covers request, acceptance, confirmation, and cancellation-aware transitions to keep assignment state handling consistent across schools.
Certification tracking that influences substitute routing
Red Rover uses certification status to influence dispatch and assignment outcomes while keeping job acceptance and cancellation handling updated. AbsenceSoft applies credential-aware qualification gating that impacts acceptance and assignment, not just eligibility display.
Acceptance-driven vacancy workflow with communications tied to status changes
SwingEducation coordinates vacancy job posting and acceptance through automated communications that keep substitutes and schools aligned as statuses change. TimeClock Plus Resource Management pairs workflow states with qualification-aware dispatch decisions so the offer is tied to the acceptance path.
Credential and verification status tied directly to acceptance eligibility
SubAlert ties credential verification status directly to assignment eligibility so it gates acceptance in dispatch. Tyler Technologies Absence & Substitute applies qualification and certification eligibility checks during substitute matching to reduce mismatched dispatches.
Choose by workflow control depth, credential gating strictness, and governance fit
The category separates into two operational philosophies. Some tools focus on qualification-aware dispatch gating that tightly couples credential checks to vacancy offers and workflow states, while others focus on acceptance-driven vacancy lifecycle updates that reduce manual chasing when substitutes respond late or cancel.
A practical selection also depends on how much setup governance the district can run without stalling rollout. TimeClock Plus Resource Management and Frontline Absence & Time both involve qualification configuration that can be time-intensive, while tools like SwingEducation shift daily execution toward acceptance-driven communication updates.
Map the exact state transitions the district must audit
If the district needs a recorded path from offer through acceptance and confirmation and then cancellation handling, prioritize TimeClock Plus Resource Management or Frontline Absence & Time. TimeClock Plus Resource Management explicitly tracks offer, acceptance, confirmation, and cancellation workflow states tied to qualification-driven eligibility checks.
Pick a qualification gating model that matches credential enforcement needs
If credential rules must directly gate dispatch and acceptance eligibility, choose tools that explicitly tie credential status to vacancy dispatch eligibility and acceptance, such as WillSub or SubAlert. WillSub links substitute credential status to vacancy dispatch eligibility and uses a job acceptance workflow for clear confirmation and assignment state.
Decide which team will own notification and messaging configuration
If status changes must notify substitutes and schools with granular routing, evaluate whether notification and messaging depth meets the district’s channel rules. TimeClock Plus Resource Management can lag districts needing complex channel rules, while SwingEducation requires iterative tuning of notification configuration across channels and templates.
Validate multi-school configuration effort against rollout capacity
For districts running district-wide rostering, confirm how quickly qualification-aware routing works across multiple schools after initial setup. WillSub notes that multi-school roster configuration can take longer during initial rollout, while Frontline Absence & Time highlights configuration depth for matching rules and routing.
Stress-test how the system handles edge-case visibility and decision logic
If staff need to see why a substitute was matched or not matched, check whether the product exposes candidate qualification sources beyond imported data. Frontline Absence & Time provides credential-aware matching but has limited visibility into candidate qualification sources beyond imported inputs.
Who should buy substitute management software for qualification-aware dispatch
District substitute coordinators and operations teams benefit most from software that gates dispatch by qualification rules and then tracks assignment outcomes through explicit workflow states. TimeClock Plus Resource Management is a fit for multi-school operations that need qualification-aware dispatch with clear assignment lifecycle tracking.
School systems that coordinate substitute matching across multiple schools also gain from tools that integrate acceptance, confirmation, and cancellation handling into the vacancy workflow. SwingEducation is suited for day-to-day substitute scheduling driven by acceptance workflows and automated communications that reduce manual status chasing.
Substitute coordinators in multi-school districts
TimeClock Plus Resource Management and WillSub both emphasize qualification-aware dispatch or placement tied to acceptance and assignment confirmation states across schools.
District operations teams standardizing assignment lifecycle reporting
Frontline Absence & Time ties dispatch, acceptance, and cancellation outcomes to absence records, which supports operational reporting tied to absence events.
Staff teams that need certification enforcement and routing accuracy
Red Rover and AbsenceSoft focus on certification status or credential gating that influences routing and keeps assignment states current through acceptance and cancellation handling.
Teams that prioritize acceptance-driven communications to reduce manual follow-ups
SwingEducation coordinates job posting, substitute acceptance, and assignment confirmation with automated communications as statuses change.
Common substitute management software buying mistakes
Buyers often underestimate how qualification rule governance affects day-one matching behavior. Qualification configuration can be time-intensive in TimeClock Plus Resource Management and requires careful governance in WillSub before matching improves.
Another frequent failure is choosing based on eligibility display while ignoring how the workflow updates through acceptance, confirmation, and cancellation. AbsenceSoft notes automation depth limits for advanced dispatch rules without configuration work, and SubAlert calls out deliberate setup discipline for advanced custom workflow changes.
Assuming qualification rules only affect eligibility screens and not dispatch outcome states
TimeClock Plus Resource Management and AbsenceSoft apply qualification-aware gating that impacts vacancy offers and assignment outcomes, so the workflow and gating logic must be validated together.
Under-scoping notification channel complexity and template tuning effort
SwingEducation requires iterative tuning of notification configuration across channels and templates, while TimeClock Plus Resource Management may lag districts needing complex channel rules.
Picking a product without checking multi-school roster configuration workload
WillSub reports that multi-school roster configuration can take longer during initial rollout, and Frontline Absence & Time highlights setup depth for matching rules and routing.
Evaluating credential visibility without verifying decision-logic transparency for edge cases
Frontline Absence & Time has limited visibility into candidate qualification sources beyond imported inputs, so edge-case troubleshooting may require additional operational process.
How We Selected and Ranked These Tools
We evaluated qualification-aware dispatch gating, assignment lifecycle workflow state coverage, and how directly acceptance and cancellation outcomes map back to dispatch and absence records. We weighted features at 40% and ease and value each at 30% based on how much workflow control and operational throughput the software supports for substitute staffing.
TimeClock Plus Resource Management ranked highest because qualification rules map directly to vacancy offer decisions and its workflow states cover offer, acceptance, confirmation, and cancellation with eligibility-aware routing. The strongest differentiator came from how qualification-aware eligibility checks drive vacancy offers and acceptance workflow states rather than limiting credential handling to a passive matching display.
Frequently Asked Questions About substitute management software
How do qualification rules affect dispatch eligibility in TimeClock Plus Resource Management versus WillSub?
Which tools support an acceptance-driven vacancy lifecycle with fewer manual follow-ups?
How does Frontline Absence & Time connect absence reason codes to reporting and timekeeping outcomes?
What breaks when certification tracking is incomplete in Red Rover or SubAlert?
How does AbsenceSoft handle cancellation handling without losing assignment state?
Which tools provide district-wide rostering and multi-school scheduling coordination with assignment confirmation?
How do admin controls differ between AbsenceSoft and SmartSub for qualification governance?
What integration pattern works best for payroll export and downstream reporting with Red Rover?
When a new district launches substitute scheduling, what data migration expectations exist for SwingEducation and DayReady?
Tools reviewed
Primary sources checked during evaluation.
Referenced in the comparison table and product reviews above.
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