Quick Overview
- 1#1: Frontline Education - Automates absence reporting, substitute matching, scheduling, and notifications for K-12 schools and districts.
- 2#2: PickAtSchool - Uses automated phone calls and texts to quickly find and assign available substitute teachers.
- 3#3: TeacherTracker - Manages substitute teacher assignments, lesson plans, attendance tracking, and reporting online.
- 4#4: AbsenceSoft - Handles teacher absences and substitute scheduling with real-time notifications and district-wide coordination.
- 5#5: PowerSchool - Integrates substitute teacher scheduling and absence management within its comprehensive K-12 SIS platform.
- 6#6: Skyward - Supports substitute assignment and absence tracking as part of its administrative software suite for schools.
- 7#7: Infinite Campus - Offers attendance and substitute management tools integrated into its student information system.
- 8#8: When To Work - Enables flexible online scheduling for substitute teachers with availability calendars and shift notifications.
- 9#9: Deputy - Provides mobile scheduling and communication for managing substitute teacher shifts in schools.
- 10#10: Connecteam - All-in-one app for employee scheduling, task assignment, and communication suitable for substitute teachers.
These tools were chosen and ranked based on factors like robust functionality (including automation and integration), user experience, reliability, and overall value, ensuring they meet the unique demands of schools and districts.
Comparison Table
Substitute teacher scheduling is a critical challenge for schools, demanding tools that streamline workflows and ensure seamless classroom coverage. This comparison table features top platforms like Frontline Education, PickAtSchool, TeacherTracker, AbsenceSoft, PowerSchool, and more, breaking down their key features, usability, and adaptability. Readers will gain clear insights to find the right software to meet their unique scheduling needs.
| # | Tool | Category | Overall | Features | Ease of Use | Value |
|---|---|---|---|---|---|---|
| 1 | Frontline Education Automates absence reporting, substitute matching, scheduling, and notifications for K-12 schools and districts. | enterprise | 9.4/10 | 9.6/10 | 8.7/10 | 8.9/10 |
| 2 | PickAtSchool Uses automated phone calls and texts to quickly find and assign available substitute teachers. | specialized | 9.2/10 | 9.1/10 | 9.5/10 | 8.9/10 |
| 3 | TeacherTracker Manages substitute teacher assignments, lesson plans, attendance tracking, and reporting online. | specialized | 8.6/10 | 9.1/10 | 8.4/10 | 8.2/10 |
| 4 | AbsenceSoft Handles teacher absences and substitute scheduling with real-time notifications and district-wide coordination. | specialized | 8.4/10 | 8.7/10 | 8.5/10 | 8.0/10 |
| 5 | PowerSchool Integrates substitute teacher scheduling and absence management within its comprehensive K-12 SIS platform. | enterprise | 8.2/10 | 8.7/10 | 7.4/10 | 7.9/10 |
| 6 | Skyward Supports substitute assignment and absence tracking as part of its administrative software suite for schools. | enterprise | 7.6/10 | 7.8/10 | 8.2/10 | 6.9/10 |
| 7 | Infinite Campus Offers attendance and substitute management tools integrated into its student information system. | enterprise | 6.8/10 | 6.5/10 | 6.2/10 | 7.1/10 |
| 8 | When To Work Enables flexible online scheduling for substitute teachers with availability calendars and shift notifications. | other | 7.6/10 | 7.4/10 | 8.1/10 | 8.5/10 |
| 9 | Deputy Provides mobile scheduling and communication for managing substitute teacher shifts in schools. | other | 7.9/10 | 8.1/10 | 8.4/10 | 7.2/10 |
| 10 | Connecteam All-in-one app for employee scheduling, task assignment, and communication suitable for substitute teachers. | other | 7.4/10 | 7.2/10 | 8.7/10 | 7.8/10 |
Automates absence reporting, substitute matching, scheduling, and notifications for K-12 schools and districts.
Uses automated phone calls and texts to quickly find and assign available substitute teachers.
Manages substitute teacher assignments, lesson plans, attendance tracking, and reporting online.
Handles teacher absences and substitute scheduling with real-time notifications and district-wide coordination.
Integrates substitute teacher scheduling and absence management within its comprehensive K-12 SIS platform.
Supports substitute assignment and absence tracking as part of its administrative software suite for schools.
Offers attendance and substitute management tools integrated into its student information system.
Enables flexible online scheduling for substitute teachers with availability calendars and shift notifications.
Provides mobile scheduling and communication for managing substitute teacher shifts in schools.
All-in-one app for employee scheduling, task assignment, and communication suitable for substitute teachers.
Frontline Education
enterpriseAutomates absence reporting, substitute matching, scheduling, and notifications for K-12 schools and districts.
Intelligent auto-matching algorithm that prioritizes qualified substitutes in real-time, minimizing unfilled absences
Frontline Education's Absence Management (formerly AESOP) is a comprehensive substitute teacher scheduling platform tailored for K-12 schools and districts. It enables teachers to report absences instantly via web, app, or phone, automatically matches qualified substitutes using intelligent algorithms, and provides real-time notifications to fill positions efficiently. Administrators gain powerful reporting, compliance tracking, and integration with HR and student information systems to streamline operations and reduce disruptions.
Pros
- Advanced automation with intelligent matching based on qualifications, preferences, and availability
- Robust reporting, analytics, and compliance tools for district-wide oversight
- Seamless mobile app and multi-channel access for teachers, subs, and admins
Cons
- Pricing can be steep for small districts or low-usage schools
- User interface feels dated in some areas, with a moderate learning curve
- Occasional reports of system glitches during peak usage
Best For
Medium to large K-12 school districts needing scalable, integrated substitute management with strong compliance features.
Pricing
Custom pricing based on district size and usage; typically annual subscriptions starting at $5,000+ for small districts, with per-absence fees around $2-4; contact sales for quotes.
PickAtSchool
specializedUses automated phone calls and texts to quickly find and assign available substitute teachers.
Instant shift claiming where substitutes can self-select and confirm openings without admin approval delays
PickAtSchool is a marketplace-style substitute teacher scheduling platform that enables schools to post open shifts in real-time, allowing qualified substitutes to browse, apply, and claim positions instantly via a mobile app. It automates notifications, matching based on credentials, and compliance checks to streamline absence coverage. The system reduces administrative burden by eliminating phone calls and emails, providing schools with a large pool of on-demand substitutes.
Pros
- Real-time shift claiming speeds up filling absences dramatically
- Extensive substitute database with credential verification
- User-friendly mobile app for both schools and subs
Cons
- Pricing can add up for high-volume districts
- Limited integrations with existing school management systems
- Effectiveness varies by local substitute availability
Best For
Mid-sized school districts seeking a quick, self-service marketplace for substitute teacher assignments.
Pricing
Subscription starts at $99/month per school with additional per-fill fees; volume discounts available.
TeacherTracker
specializedManages substitute teacher assignments, lesson plans, attendance tracking, and reporting online.
Teacher-initiated real-time absence reporting via mobile app, instantly notifying available substitutes
TeacherTracker is a specialized substitute teacher management platform tailored for K-12 schools and districts, streamlining the process of posting absences, matching qualified substitutes, and filling positions efficiently. It features automated notifications via text, email, and app pushes, along with tools for substitute profiles, availability calendars, and attendance tracking. The software emphasizes quick deployment and user-friendly interfaces to reduce administrative workload during staffing shortages.
Pros
- Automated multi-channel notifications for rapid sub filling
- Comprehensive substitute database with qualification matching
- Detailed reporting and analytics for attendance trends
Cons
- Limited integrations with popular SIS platforms like PowerSchool
- Mobile app can be slow during peak usage
- Pricing scales quickly for larger districts
Best For
Mid-sized school districts seeking a straightforward, reliable tool for daily substitute scheduling without extensive customization needs.
Pricing
Custom quotes starting at $3 per teacher per month for small schools, with district-wide plans from $5,000/year.
AbsenceSoft
specializedHandles teacher absences and substitute scheduling with real-time notifications and district-wide coordination.
SmartFill automated matching that instantly assigns the best-qualified substitutes based on certifications, preferences, and availability.
AbsenceSoft is a specialized absence management platform for K-12 schools that automates substitute teacher scheduling, notification, and assignment processes. It provides real-time dashboards for tracking absences, verifying substitute qualifications, and generating compliance reports. The software integrates with major student information systems (SIS) like PowerSchool and Infinite Campus, offering mobile apps for admins and substitutes to handle scheduling on the go.
Pros
- Automated substitute matching and calling reduces manual effort significantly
- Strong integrations with SIS for seamless data sync
- Comprehensive reporting for attendance and compliance tracking
Cons
- Pricing scales quickly for larger districts and may strain smaller budgets
- Initial setup and data migration can take time
- Limited customization options for unique district workflows
Best For
Mid-sized to large K-12 school districts needing robust, automated substitute scheduling with SIS integration.
Pricing
Custom pricing based on district size; typically $5,000–$20,000+ annually depending on number of schools and students.
PowerSchool
enterpriseIntegrates substitute teacher scheduling and absence management within its comprehensive K-12 SIS platform.
Seamless SIS integration that pulls teacher schedules, rosters, and lesson plans directly into substitute assignments for instant context.
PowerSchool is a comprehensive K-12 student information system (SIS) with an integrated Substitute Teacher Scheduling module, enabling seamless absence reporting, substitute matching, and assignment fulfillment. Teachers can log absences via web or mobile, while substitutes view real-time openings, set preferences, and claim jobs with one-click acceptance. It offers automated notifications, reporting, and analytics, deeply tied to the broader PowerSchool ecosystem for district-wide management.
Pros
- Deep integration with PowerSchool SIS for unified data and workflows
- Automated notifications and real-time job claiming via mobile app
- Robust reporting and compliance tools for large districts
Cons
- Steep learning curve for users new to PowerSchool ecosystem
- High cost as an add-on or part of expensive SIS subscription
- Less intuitive for small schools without full SIS implementation
Best For
Large K-12 school districts already using PowerSchool SIS that require enterprise-grade, integrated substitute management.
Pricing
Custom subscription pricing based on district size; substitute module is an add-on to SIS plans, often $5-15 per student annually plus implementation fees.
Skyward
enterpriseSupports substitute assignment and absence tracking as part of its administrative software suite for schools.
Deep SIS integration enabling automatic absence-to-sub-matching using real-time staff qualifications and school calendars
Skyward is a comprehensive K-12 student information system (SIS) with built-in substitute teacher management tools designed for efficient absence posting and staffing. It automates substitute matching based on qualifications, certifications, and preferences while integrating seamlessly with attendance, scheduling, and HR data. Administrators can send notifications, track fill rates, and access mobile apps for subs to accept jobs on the go.
Pros
- Seamless integration with core SIS for real-time data syncing
- Automated substitute matching and qualifications tracking
- User-friendly mobile app for substitutes and admins
Cons
- Overkill and costly for schools not using the full Skyward suite
- Limited standalone flexibility outside of district-wide deployment
- Customization requires vendor support for advanced needs
Best For
K-12 districts already invested in Skyward's SIS seeking integrated substitute scheduling without additional vendors.
Pricing
Custom district-wide licensing, typically $5-12 per student annually for the full suite including sub management; quote required.
Infinite Campus
enterpriseOffers attendance and substitute management tools integrated into its student information system.
Deep integration with core SIS data for automatic schedule-aware substitute assignments and attendance syncing
Infinite Campus is a comprehensive K-12 student information system (SIS) that includes absence management tools for substitute teacher scheduling as part of its broader platform. It enables teachers to report absences, administrators to assign substitutes, and tracks fulfillment against school schedules in real-time. While not a standalone substitute scheduling solution, it integrates scheduling with attendance, grading, and reporting for unified district operations.
Pros
- Seamless integration with existing SIS for attendance and scheduling data
- Real-time notifications and mobile access for subs and admins
- Customizable workflows for district-specific absence policies
Cons
- Limited advanced automation like AI matching or preference-based auto-filling compared to specialized tools
- Steep learning curve due to comprehensive interface not tailored solely to subs
- Requires full SIS implementation, not ideal as a lightweight standalone solution
Best For
K-12 districts already using Infinite Campus SIS who need integrated basic substitute scheduling without adding separate software.
Pricing
Custom quote-based pricing per student or district-wide subscription, often bundled with full SIS modules starting around $5-10 per student annually.
When To Work
otherEnables flexible online scheduling for substitute teachers with availability calendars and shift notifications.
OpenShifts, where substitutes can browse and claim available assignments in real-time
When To Work is a cloud-based employee scheduling platform that allows schools to post open substitute teacher shifts, manage staff availability, and automate assignments through features like drag-and-drop calendars and self-scheduling. It supports mobile access for substitutes to claim shifts, set preferences, and receive notifications, making it adaptable for educational staffing. While versatile across industries, it provides solid tools for handling daily sub needs without deep education-specific customizations.
Pros
- Affordable pricing with a robust free tier for small teams
- Intuitive drag-and-drop interface and mobile app for quick shift management
- OpenShifts feature enables substitutes to self-select assignments efficiently
Cons
- Limited integrations with school information systems like PowerSchool or Infinite Campus
- Reporting and analytics not tailored specifically to education metrics
- Advanced features require paid upgrade, with support varying by plan
Best For
Small to mid-sized schools or districts seeking a cost-effective, general-purpose tool for substitute teacher scheduling without needing specialized education integrations.
Pricing
Free Basic plan (1 schedule, up to 75 users); Pro at $2/schedule/month (unlimited users, advanced features); Enterprise custom pricing.
Deputy
otherProvides mobile scheduling and communication for managing substitute teacher shifts in schools.
Predictive demand forecasting to anticipate teacher absences and auto-suggest optimal substitute assignments
Deputy is a versatile workforce management platform designed for scheduling, time tracking, and team communication across industries, including education. For substitute teacher scheduling, it enables schools to post open shifts for absent teachers, match them with available substitutes based on skills and preferences, and send instant notifications via SMS, email, or app push. Its drag-and-drop interface and mobile accessibility streamline the process of filling vacancies quickly, while features like shift swapping and overtime alerts enhance operational efficiency.
Pros
- Intuitive drag-and-drop scheduling with real-time updates
- Multi-channel notifications (SMS, email, app) for rapid substitute acceptance
- Mobile app supports shift claiming, availability management, and swapping
Cons
- Limited native support for teacher certification tracking or qualification matching
- Pricing scales with active users, potentially costly for small schools
- Less tailored integrations with education-specific systems like SIS or payroll
Best For
Medium to large school districts needing scalable, mobile-first scheduling for substitutes alongside general staff management.
Pricing
Starts at $3.50 per active user/month (Essentials plan, billed annually); Pro at $5.25/user/month; Enterprise custom.
Connecteam
otherAll-in-one app for employee scheduling, task assignment, and communication suitable for substitute teachers.
Real-time availability self-scheduling via mobile app with automated shift alerts
Connecteam is a mobile-first all-in-one workforce management platform that provides scheduling tools adaptable for substitute teacher coordination in schools. It enables admins to build shift schedules, track staff availability, send automated notifications, and facilitate communication via in-app chat and updates. While versatile for non-desk workers, it supports time tracking and task assignment to streamline sub deployments, though it's not exclusively designed for education.
Pros
- Intuitive drag-and-drop scheduling with availability matching
- Robust mobile app for real-time notifications and communication
- Affordable scaling with free tier for small teams
Cons
- Lacks specialized education features like certification tracking or SIS integrations
- Limited customization for complex district-wide sub pools
- Advanced features require higher-tier plans
Best For
Small to mid-sized schools or districts needing an easy-to-use, mobile-centric app for basic substitute scheduling alongside general staff management.
Pricing
Free Basic plan; Operations at $29/user/month (annual); Expert at $49/user/month (annual), billed per user with minimums.
Conclusion
The reviewed substitute teacher scheduling software solutions collectively enhance efficiency, with Frontline Education leading as the top choice, excelling in automated end-to-end management. PickAtSchool and TeacherTracker follow closely, offering distinct strengths like rapid assignment methods or versatile online tools, catering to varied school needs.
Explore Frontline Education to discover streamlined scheduling that simplifies substitute management and keeps operations running smoothly.
Tools Reviewed
All tools were independently evaluated for this comparison