SUBSTITUTE GUIDE

FRONTLINE ABSENCE
MANAGEMENT
2021-2022
 Frontline Education’s Absence Management Solution
Reference Guide for Substitute Employees
Reference Guide for Substitute Employees

Welcome!
Frontline Education’s Absence Management Solution is available through the Internet or
telephone (via Interactive Voice Response system - IVR) creating an easy-to-use system for
scheduling and accepting assignments. For your convenience, the system is available 24 hours a
day, 7 days a week. This guide details the functionality for both the Internet and telephone
features in the system.

Accessing the System

•​ Internet – You can access the system via the Internet to view and accept assignments
and enter your time.
•​ Telephone – You can access the system via telephone to review and accept assignments
and enter your time.
•​ The IVR may also contact you to offer available assignments.
•​ Mobile App – You can view and accept your assignments.

Guide Content
In this guide you will learn how to:
•​ Access the system via the Internet and telephone
•​ View and accept an assignment
•​ View your schedule
•​ Manage your availability
•​ Respond when the system calls you
•​ Change your profile/update personal information
•​ Obtain assistance

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 Table of Contents

First Things First

Section A: ​ Verify Your Name Recording

Internet Feature
Section B: Accessing the System
Section C: Viewing and Accepting Assignments
Section D: Canceling a Job
Section E: Viewing Your Schedule

Section F: Managing Your Call Times

Section G: Changing Your PIN & Password
Section H: Selecting Your Preferred Schools

IVR Telephone Feature

Section I: Receiving Calls from the IVR System
Section J: Accessing the System
Section K: Reviewing and Accepting Assignments
Section L: Reviewing Accepted Assignments
Section M: Reviewing a Specific Accepted Assignment
Section N: Reviewing or Changing Personal Information

Mobile App Feature

Section O: Getting Started
Section P: Homepage
Section Q: Menu/Side Navigation
Section R: Accepting Assignments

General Information
Section S: Recovering Username & Password

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 First Things First

A: Verify Your Name Recording

You must verify your name recording in the system regardless of whether you use the Internet
feature or IVR feature. Your recorded name is used during the scheduling process by the full
time employees. You will only need to verify your name one time, as this recording will be used
for all your assignments.
To verify your name recording, have your ID number and PIN ready. Your ID number is your
10-digit telephone number. If you forget your PIN, contact the Substitute Coordinator.

Step 1: Call 1-800-942-3767.

Step 2: Enter your ID number followed by the # sign.
Step 2: Press 1 to hear your current recording (or your name spelled if you have not recorded
your name). If you wish to change your recording:
•​ Press 1 to proceed.
•​ Press 2 to return to the Main Menu.
Step 3: The system will prompt you to record your name.
Step 4: After recording, the system will provide the following options:
•​ Press 1 to save the recording.
•​ Press 2 to erase and re-record your name.
•​ Press 3 to return to the Change Personal Information Menu without saving.

For more information on reviewing and updating your personal information, refer to Section O:
Reviewing or Changing Your Personal Information.

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 Internet Feature of the System

B: Accessing the System

Step 1: Click here to access Frontline Frontline - Sign In (frontlineeducation.com)

Step 2: Enter your Frontline ID and Password in the appropriate fields. (If you forgot your
Frontline ID or Password you can click the corresponding link on the Frontline login page
to recover your ID or reset your password with the email address associated with your
account.)

Step 4: Click Sign In. This will log you on to Frontline and take you to your customized home
page.

Web Alerts

When logging in, important notifications may pop up.

This information can be re-visited by clicking Notifications on the Top Bar.

Once you have dismissed or confirmed all your notifications you will be able to view your home
page.

Homepage:

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A: Top Bar
At the very top of your home page, you will see a purple bar. Clicking on the arrow next to your
name will allow you to view your profile settings or log out of the system. If you are in multiple
Frontline organizations, you will also have an option to choose a multi-district view or a
“substitute” view to only view a specific organization. For multi-district substitutes there will also
be an arrow next to the organization name to click on to switch between organizations when in
the substitute view. Clicking on the bell icon displays any unconfirmed notifications.

B: Side Navigation

The side navigation menu will help you navigate quickly to the different areas in AESOP.
•​ Home (house icon): Takes you back to your home page.

•​ Available Jobs: Takes you to a page listing all the current

available jobs for you.

•​ History: Takes you to a page where you can view the history
of your jobs and non-workdays.

•​ Preferences: Takes you to the preferences area of your

website where you can change your personal information,
PIN, preferred schools to work at, and call times.

C: Calendar
When on the home page a
three-month calendar will display. It
is color coded to show the different
types of days. View the details for a
specific day by clicking the date. You
can scroll to another month by
clicking the right/left arrows on either
side of the calendars.

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D: Job Tabs

Below the calendars are the Job Tabs

•​ Available Jobs: View jobs that are currently available for you. The number in parenthesis
represents how many available jobs there are.

•​ Scheduled Jobs: Displays currently scheduled jobs you have already accepted. The number
in parenthesis represents the number of currently scheduled jobs.

•​ Past Jobs: Displays your job history for the past 30 days. The number in parenthesis
represents the number of past jobs in the last 30 days.

•​ Non-Workdays: This tab will show you your upcoming non-workdays as well as
non-workdays from the past 30 days. You can also create non-workdays from here. The
number in parenthesis represents upcoming non-workdays and non-workdays from up to 30
days in the past.

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 C: Viewing and Accepting Assignments

Step 1: Click Available Jobs on your home page. A list of the assignments that are currently
available will display.

Step 2: To view additional details about an assignment, click See Details (if applicable). By
doing so, you have not accepted the assignment. The system will display more
information about the assignment and allow you to accept or reject the assignment.
Review all assignment details to be certain you are available for all dates required.
Note: If a Map Marker icon appears to the right of the school’s name, you can click the icon
and view a map of the assignment location.

Step 3: To accept an assignment, click Accept. You will be scheduled for the assignment and
the system will provide you with a confirmation number. You may want to record this
number to retrieve the assignment details later.
Note: If you have an e-mail address recorded in the Personal Info page, the system will send
you a reminder email prior to the start date of the accepted assignment.

Step 4: If an absence has an attachment or notes, an icon will display to the right of the
teacher's name and title. Click the icons to access the information.

Note: Print attachments to review and bring to your assignment.

Step 5: To return to your home page without accepting the assignment, click the Home icon.
Important: To cancel accepted assignments, call the Substitute Coordinator at 253-931-4919

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 D: Canceling a Job
Depending on the permissions given to you in absence management, you may be able to cancel a
job after you have accepted it. Not all absences will have the option to cancel. As an example, if
a job is too close to its start time, absence management may not allow you to cancel it and you
will need to contact the Substitute Coordinator at 253-931-4919. If you do have the ability to
cancel a job, you will see a red Cancel button.
Important: If you remove yourself from an assignment too close to its start time the
system will enter a non-workday and you will not be able to accept another
assignment for that same date.

When you click the Cancel button, you will see a pop-up window asking you if you are sure you
want to cancel the absence. Choose a cancellation reason from the dropdown box provided.
Then, click Yes, Cancel Job to confirm.
After you have canceled the
absence, you will see a pop-up
letting you know the absence has
been successfully canceled. Dismiss
the pop-up by clicking the X.

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 E: Viewing Your Schedule

Viewing the Details of Your Schedule

Click Scheduled Jobs on the absence tabs of your home page. All assignments that you are
scheduled to work will display here.

You can also add non-workdays (single days, multiple days, or repeating days) to your schedule
for days you are unavailable to work. The system will work around your schedule to provide you
assignments that do not occur on a non-workday.

Creating a Non-Workday
Step 1: Click Add Non-Workday from the Non-Workday tab on your home page.
Step 2: Select the date, the start and end times and the reason that you are unavailable for
assignments. You can use the Repeat Event function to create a repeating non
workday in your schedule.
Step 3: Click Save to save your entries and return to the non-Workday page.

F: Managing Your Call Times

The IVR system may contact you by telephone to offer you available assignments during
pre-determined calling periods. These periods have been established to maximize your work
opportunities.

Specify Daily Call Times

Step 1: Click Preferences from the main tabs menu and then select Call Times on the left
side of your preferences page.
Step 2: Click Edit at the bottom of the day you would like to define. Select Don’t Call Me if
you never want to be contacted by the Absence Management, call me during the
district call times to be called during the times specified by the district/school you will
be working at or define your own call time. ​
Step 3: Click Apply To All to apply these settings to every day of the week or Apply only to
{Day of the Week} to save your changes.
Note: On weekends, the IVR system will begin making outbound calls Sunday evening.

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 G: Changing Your PIN & Password

Change Your PIN

Step 1: Click Change Pin from the Preferences Tab.
Step 2: Enter your existing PIN in the Old Pin field.
Step 3: Enter your new PIN in the New Pin field.
Step 4: Retype your new PIN in the Confirm Pin field.
Step 5: Click Apply to save your changes.

View and Modify Your Personal Information

Step 1: Click Personal Info from the preferences

tab. The system will display your current
information.
Step 2: Click Edit at the bottom right of your
profile.

Step 3: Change the information as necessary.

Step 4: Click Apply to save your changes.

Note: You may also turn off calls from this form. To turn calls back on, define your Call Times
from the Preferences Tab.

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 H: Selecting Your Preferred Schools (If applicable)

You can create a list of preferred schools in which you are willing to work and customize this list
at any time.
Step 1: On your home page, click the Preferences from the top bar menu. Then select
School’s page will display.

Step 2: Select one of the following options:

•​ Show me assignments at schools selected below
This designates the schools you are willing to work for.
The system will only offer you jobs for the selected
schools.
•​ Do not show me assignments at schools selected below (preferred method) – This
designates the schools where you do not wish to work.
Step 3: Click Apply Changes to save your selection.

Step 4: To add a school to this list, select the checkbox next to that school.

Step 5: Click Save to save your changes.

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 Telephone Feature
The system is also accessible through IVR telephone technology. You will need a touch-tone
telephone to use the IVR system.
Note: The IVR numerical options may change at any time. Please listen carefully before selecting.

I: Receiving Calls from the IVR System

The IVR System may contact you to offer you available assignments.

Receiving a Call from the IVR System

Step 1: The system will introduce itself and offer the following options:
•​ Press 1 if you are interested in an assignment.
•​ Press 2 to prevent further calls today.
•​ Press 3 if you are unavailable today.
•​ Press 9 to prevent the system from calling in the future. Press 9 only if you are certain,
you do not want to be called by the system. To reverse this function, refer to Section F:
Managing Your Call Times.

Accepting an Assignment
Step 1: Press 1 from the Main Menu. You will hear the district and school name for the
assignment.
Step 2: Enter your Phone PIN followed by the # sign.
Step 3: The system will present the details of the assignment and provide the following
options:
•​ Press 1 to accept the assignment.
•​ Press 2 to hear the assignment again.
•​ Press 3 to reject the assignment and allow additional calls today.
•​ Press 4 to reject the assignment and prevent additional calls today.
Step 4: Press 1 to accept the assignment. The system will provide a confirmation number to
you. You may want to record this number to retrieve the assignment details later.

J: Accessing the System

Step 1: Call 1-800-942-3767.

Step 2: Enter your ID number followed by the # sign. Your ID number is your telephone
number.
Step 3: Enter your Phone PIN followed by the # sign.
Note: If you have not made your name recording, press 4 and refer to Section A: Recording
Your Name.
Step 4: Once you are logged on to the system, you will hear the following options:
•​ Press 1 to hear a list of available assignments (see Section K).
•​ Press 2 to review upcoming accepted assignments (see Section L).
•​ Press 3 to review a specific accepted assignment (see Section M).
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 •​ Press 4 to review or change personal information (see Section N).
Note: Pressing the * key will take you back one menu level at any point.

K: Reviewing and Accepting Assignments

Step 1: Press 1 from the Main Menu to hear a list of available assignments. The system will ask
you to hold while the available assignments are retrieved.
Step 2: The system will provide you with the assignment information. If it is a multi-day
assignment, you must press 1 to hear all the information. After hearing the assignment
details, the system will provide the following options:
•​ Press 1 to accept this assignment.
•​ Press 2 to repeat the assignment.
•​ Press 3 to reject this assignment and not hear it again.
•​ Press 4 to listen to the next assignment.
•​ Press 5 to replay a bypassed assignment. You will hear this only after a second
assignment has been played.
•​ Press 6 to return to the Main Menu.
Once you have accepted an assignment, the system will provide a confirmation number to you.
You may want to record this number to retrieve the assignment details later. The system will
return you to the Main Menu.
Note: The system allows you to hear a maximum of five assignments per call.

L: Reviewing Accepted Assignments

Step 1: Press 2 from the Main Menu to review and cancel upcoming accepted assignments.
Step 2: You will hear the following if you have upcoming assignments:
•​ Press 2 for tomorrow’s assignments.
•​ Press 3 to hear the assignments for the next seven days.
Step 3: If you press 2, you will hear the assignment information and the following options:
•​ Press 1 to hear more about the assignment if it is a multi-day assignment.
•​ Press 2 to hear the assignment again.
•​ Press 3 to Cancel the job
•​ Press 6 to return to the Main Menu.
Step 4: If you press 3, you will hear the assignment information and the following options:
•​ Press 1 to hear more about the assignment if it is a multi-day assignment.
•​ Press 2 to hear the assignment again.
•​ Press 3 to cancel the job
•​ Press 4 to hear the next assignment if you have more than one within the next seven
days.
•​ Press 6 to return to the Main Menu.

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 M: Reviewing a Specific Accepted Assignment

Step 1: Press 3 from the Main Menu to review a specific accepted assignment.
Step 2: Enter the confirmation number of the assignment you wish to review, press #.
Step 3: The system will repeat the confirmation number you entered and provide the following
options:
•​ Press 1 if the confirmation number is correct.
•​ Press 2 to re-enter the confirmation number.
Step 4: Press 1 to hear the absence information. After you hear the information, the system
will provide the following options:
•​ Press 1 to hear more about the absence if it is a multi-day assignment.
•​ Press 2 to hear the information again.
•​ Press 3 to cancel the job
•​ Press 6 to return to the Main Menu.

N: Reviewing or Changing Personal Information

Press 4 from the Main Menu to review or change your personal information. You will hear the
following options:
•​ Press 1 to review or change your name recording.
•​ Press 2 to change your PIN.
•​ Press 3 to change your telephone number.

Changing Your Name Recording

Step 1: Press 1 to hear your current recording (or your name spelled if you have not recorded
your name). If you wish to change your recording:
•​ Press 1 to proceed.
•​ Press 2 to return to the Main Menu.
Step 2: The system will prompt you to record your name.
Step 3: After recording, the system will provide the following options:
•​ Press 1 to save the recording.
•​ Press 2 to erase and re-record your name.
•​ Press 3 to return to the Change Personal Information Menu without saving.

Changing Your PIN

Step 1: Press 2 to hear your current PIN.
•​ Enter a new four-digit PIN followed by the # sign.
•​ Press * to leave your PIN unchanged.
Step 2: The system will repeat the PIN you entered.
•​ Press 1 if the PIN is correct.
•​ Press 2 to re-enter your PIN.
Step 3: After confirming your new PIN:
•​ Press 1 to save your new PIN.
•​ Press 2 to erase and re-record your PIN.

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 •​ Press 3 to return to the Change Personal Information Menu without saving. ​

Changing Your Telephone Number

Step 1: Press 3 to hear your current telephone number.
•​ Enter a new ten-digit telephone number followed by the # sign.
•​ Press * to leave your telephone number unchanged.
Step 2: The system will repeat the telephone number you entered.
•​ Press 1 if the telephone number is correct.
•​ Press 2 to re-enter the telephone number.
Step 3: After confirming your new telephone number:
•​ Press 1 to save your new telephone number.
•​ Press 2 to erase and re-record your telephone number.
•​ Press 3 to return to the Change Personal Information Menu without saving.
Important: If you change your telephone number within the system, you must
also call your Substitute Coordinator to complete the change.

Frontline Mobile App

Insights Platform organizations also gain access to the Frontline Education mobile app! For
substitutes the app provides increased accessibility for accepting assignments, notifications of
available assignments (if notifications are turned on) and viewing upcoming assignments. (Note:
cancelling off an assignment and entering time will still need to be done via a web browser)

O: Getting Started

The school district must be on the

Insight’s Platform to use the Frontline
Mobile App

1.​ Go to the App Store or Google Play

and search ‘Frontline Education’.
2.​ Download the app and open once the
download is complete.
3.​ Click “Get Started” (this will only
appear the first time you log in)
4.​ Enter your login credentials, including
your Frontline ID and password.
5.​ If you don’t know your password,
use the forgot password button at
this link to reset.
*Once signed in, you may be
prompted to select an organization.

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 P: Home Page

The homepage displays information applicable to your

account. In the purple header it will display what Frontline
Organization you are currently logged into. If you are a
multi-district substitute you will also see a “Switch” link that
will allow you to move between the different organizations
you are currently active in. Below that, possible features
include Available Jobs and Future Scheduled Jobs.

Q: Menu/Side Navigation

The Menu option options a side navigation bar where you can access the tools and settings
available to you.

•​ Available Jobs: View available jobs that you qualify for

•​ Calendar: View any upcoming absences
•​ Inbox: View web alerts posted for your organization(s)
•​ Help Center
•​ Settings: View your district information or log out of the app

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Example of viewing your calendar – Click on a date to view assignment information

Example of viewing your inbox/web alerts – Click on the message to view the full web
alert

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R: Accepting an Absence

•​ Click on Available jobs from the Home Page or the Menu and all
available jobs that you qualify for will display.

•​ Click on the assignment you would like to view the details of. Once
reviewed click Accept or Reject

•​ Once the assignment is accepted you can click “Add to Calendar” to

add the assignment to your device’s calendar.

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 General Information

S: Recovering Usernames & Passwords

Users can recover their Frontline username(s) by selecting the
“I forgot my ID or username” link on the Frontline Absence
Management login page.

You will be asked to provide the email address associated with

your account, and the system will then email you a list of your
usernames.

If you receive an error that your Frontline username cannot be

found, go to http://app.frontlineeducation.com and try the
“Forgot Username” link on that login page.

Resetting Passwords

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 THANK YOU!
Hope you found this helpful