0
Absent staff
Active absences requiring coverage today.
Getting Started Progress
Quick pilot checklist for setting up and completing the first CoverGrid coverage workflow.
0
Assigned coverage
Coverage blocks already assigned.
0
Pending responses
Assigned teachers still to confirm.
0
Needs action
Uncovered, declined, or reassignment items.
🌅 Morning Workflow
A guided 5-step path for the office: date, absences, generate coverage plan, review, then notify/print.
0 of 5 steps complete
＋ Quick Add Absence
Coverage requiring action
0
Uncovered, declined, or reassignment items.
Response tracking
0
Accepted, pending, and total assigned coverage.
Daily coverage
0
Open the full coverage table for today.
⏰ Pending Response Reminders
30 min threshold
Tracks assigned coverage responses that are still pending and flags reminders after the configured threshold. Reminders are manual — CoverGrid opens the email and records when you mark it sent.
| Coverage | Teacher | Pending Age | Last Reminder | Count | Status | Actions |
|---|---|---|---|---|---|---|
| Pending reminders will load after coverage data loads. | ||||||
0
Absent / selected / queued today
0
Periods covered
0
Pending responses
0
Total teachers
School total
Teacher total
📝 Assign Coverage
Select one or more absent teachers, choose their periods, then click Add to Queue and Generate Coverage Plan. CoverGrid distributes coverages fairly across the whole day.
Engine: uses each teacher’s schedule map, only assigns teachers with a free period, enforces 3 classes + 1 prep, avoids absent/double-booked teachers, caps same-day load, and balances coverage counts.
No teachers selected
Tip: hold Ctrl/⌘ or Shift to select multiple absent teachers.
Tip: If Supply Teacher is filled in, CoverGrid assigns that supply teacher to the selected period(s) and skips internal teacher assignment for those coverage records.
Assigned halves
0
Confirmed + pending coverage halves
Need reassignment
0
Declined or removed assignments
Uncovered
0
Office action required
Responses pending
0
Teachers still to reply
0
Smart Coverage Risk
Stable day. No action required.
Engine: fairness + availability + same-day conflict protection.
Priority: uncovered and reassignment items are fixed first.
📅 Today's coverages
No coverages assigned yet for today.Start by adding one or more absent teachers to the queue above, then click Generate Coverage Plan.
🔗 Integrations Hub
Integrations Hub will load after app data loads.
🪪 Identity & SSO
Identity management will load after app data loads.
🏫 School Workspace
Manage school staff, teacher timetables, and bell schedules from one place.
🕐 Bell Schedule Templates
All schedule templates are displayed below using the same Day 1 / Day 2 structure as Regular Day and Late Start. These times are used for coverage records, emails, daily sheets, and reports.
🏫 School Workspace
Manage school setup, staff, teacher timetables, and bell schedules from one place.
⚙️ Coverage Rules
School settings
Review and edit the active coverage rules used by the assignment engine.
Fairness rotation
Balances assignments using current coverage counts and recent coverage history.
Prep-period protection
Only staff with a free/prep period are selected for internal coverage.
Conflict prevention
Absent teachers and already-assigned teachers are skipped for the same coverage block.
Coverage maximums
Maximum same-day half-coverages: 2. Teacher max: 27. POR max: 14.
Supply override
If a supply teacher is entered, CoverGrid assigns that supply teacher before internal coverage.
Supply teacher prep-period coverage
Allow supply teachers to receive on-call coverage assignments during their free/prep periods. When enabled, supply teachers covering an absent teacher may also be assigned to additional prep-period slots.
🟦 Supply Teacher Rules
Configure how supply teachers may be assigned additional on-call coverage during their free/prep periods.
Recommend supply teachers for additional on-call coverage
When ON (default), eligible supply teachers appear as recommended candidates in the Assign panel. Office Admin still makes the final decision — no auto-assignment.
When ON (default), eligible supply teachers appear as recommended candidates in the Assign panel. Office Admin still makes the final decision — no auto-assignment.
Allow supply teachers to receive additional on-call assignments
When ON, supply teachers already in the building may cover another absent teacher during their free period.
When ON, supply teachers already in the building may cover another absent teacher during their free period.
Maximum additional on-call periods
Maximum number of extra on-call assignments a supply teacher may receive beyond their primary assignment.
Maximum number of extra on-call assignments a supply teacher may receive beyond their primary assignment.
Auto-assign eligible supply teachers before regular staff
When ON, the recommendation engine will prefer eligible supply teachers over regular staff for uncovered periods.
When ON, the recommendation engine will prefer eligible supply teachers over regular staff for uncovered periods.
Reassignment handling
Declined or removed assignments are flagged for review and reassignment.
Coverage Rules are operational guardrails for the assignment engine. Use Setup Wizard when changing school structure, bell schedules, or import setup.
🏫 School Workspace
Manage school setup, staff, teacher timetables, and bell schedules from one place.
🏫 Setup Wizard — Step 1: School Setup
Step 1 of 6
Configure the school profile before importing staff, teacher timetables, bell schedules, and coverage rules.
1. School Setup
Confirm school name, board, period structure, and semester flip date.
2. Import Staff
Upload or create the staff roster and teacher emails.
3. Staff Timetables
Add teaching periods, prep periods, courses, and rooms.
4. Bell Schedule
Choose regular, late start, assembly, exam, or custom day schedules.
5. Coverage Rules
Set fairness rules, coverage limits, and supply shortage handling.
6. Test Run
Run a sample absence and confirm reports, emails, and coverage flow.
Recommended first-run order: complete School Setup, confirm the Bell Schedule, import Staff Roster, then import Staff Timetables.
Step 1 now saves setup values locally and prepares the school profile for later Firestore sync.
🏫 School Workspace
Manage school setup, staff, teacher timetables, and bell schedules from one place.
📄 Setup Wizard — Step 2: Import Staff
Step 2 of 6
Upload a staff CSV or Excel file, preview the detected staff, and check for missing emails, missing departments, and duplicates before importing.
Drop staff file here
or click to upload CSV / Excel
Supported columns: Name, Email, Department, Role, Active
Choose a CSV or Excel file to begin.
Import Preview
Review staff before importing into the roster.
| Status | Name | Department | Role | Active | Issues |
|---|
🏫 School Workspace
Manage school staff, teacher timetables, and bell schedules from one place.
| # | Teacher | Dept. | Period A | Period B | Period C | Period D | Actions |
|---|
| Date | Day | Sched. | Period | Subject | Room | 1st time | 2nd time | Absent / Supply | 1st Half / Status | 2nd Half / Status | Actions |
|---|
Reports
Operational coverage, absence, workload, and risk views.
Report presets
Start with the report school administrators usually need, then print, export, or refine the date range.
Generate Report
Choose a report, range, and output format.
Tip: use presets for common office tasks, or use Generate Report for a custom workflow.
🧾 Audit Log
Recent administrative activity for this school. This helps confirm who changed coverage, when emails were opened, and when reports were generated.
Audit log will load when Reports opens.
| Time | Action | User | Date | Period | Absent | Assigned / Details |
|---|---|---|---|---|---|---|
| Click Refresh Audit Log. | ||||||
🌅 Daily Office Summary
Today
One-click daily operations view for office staff and administrators. Summarizes today’s absences, assigned coverage, pending responses, reminder items, uncovered periods, declines, and reassignment pressure.
| Today’s Absences |
|---|
| Daily summary will load when Reports opens. |
| Coverage by Period | |||||
|---|---|---|---|---|---|
| Period | Assigned | Accepted | Pending | Decline/Reassign | Uncovered |
| Daily summary will load when Reports opens. | |||||
| Needs Action | ||||||
|---|---|---|---|---|---|---|
| Issue | Period | Absent | Assigned | Subject | Room | Half |
| Daily summary will load when Reports opens. | ||||||
| Pending Reminder List | ||||||
|---|---|---|---|---|---|---|
| Teacher | Absent | Period | Pending Age | Last Reminder | Count | Status |
| Daily summary will load when Reports opens. | ||||||
🏫 Principal Analytics Dashboard
Current report range
Read-only leadership view using existing coverage history. Tracks coverage success, response pressure, uncovered periods, workload balance, and coverage patterns by day and period.
| Coverage by Day | |||
|---|---|---|---|
| Date | Coverage Halves | Pending | Uncovered |
| Dashboard will load when Reports opens. | |||
| Coverage by Period | |||
|---|---|---|---|
| Period | Coverage Halves | Pending | Uncovered |
| Dashboard will load when Reports opens. | |||
| Indicator | Result | Interpretation |
|---|---|---|
| Dashboard will load when Reports opens. | ||
📬 Response Intelligence
Current report range
Read-only response analytics using existing coverage history and response metadata. Tracks average response time, fastest and slowest responders, non-responders, acceptance rates, decline reasons, and overdue pending responses.
| Fastest Responders | |||||
|---|---|---|---|---|---|
| # | Teacher | Dept. | Avg Response | Responses | Acceptance |
| Response Intelligence will load when Reports opens. | |||||
| Slowest Responders | |||||
|---|---|---|---|---|---|
| # | Teacher | Dept. | Avg Response | Responses | Acceptance |
| Response Intelligence will load when Reports opens. | |||||
| Non-Responders / Pending Over Threshold | ||||
|---|---|---|---|---|
| Teacher | Coverage | Pending Age | Reminder Count | Status |
| Pending items will load when Reports opens. | ||||
| Decline Reason Summary | ||
|---|---|---|
| Reason | Count | Share |
| Decline reasons will load when Reports opens. | ||
| Teacher | Dept. | Assigned | Responded | Accepted | Declined | Pending | Acceptance Rate | Avg Response | Overdue Pending |
|---|---|---|---|---|---|---|---|---|---|
| Response Intelligence will load when Reports opens. | |||||||||
★ Executive Summary + Risk Score
Board-ready health score based on unresolved, uncovered, and pending coverage.
| School / Scope | Health | Risk Score | Absences | Periods Missed | Needs Action | Pending | Success Rate | Priority |
|---|
🧑🏫 Teacher Absence Report
Daily Absence Details
| Date | Teacher | Dept. | Periods missed | Covered halves | Needs action | Coverage teachers | Subjects / Rooms | Notes |
|---|
Teacher Totals
| Teacher | Dept. | Absence days | Periods missed | Covered halves | Needs action | Coverage rate | Last absence |
|---|
📊 Teacher Workload Analytics
Current report range
Read-only workload summary using existing coverage history. No assignment rules or Firebase data structure are changed.
| Most Assigned | ||||
|---|---|---|---|---|
| Teacher | Dept. | Total | Accepted | Flag |
| Open Workload report to load analytics. | ||||
| Least Assigned | ||||
|---|---|---|---|---|
| Teacher | Dept. | Total | Accepted | Flag |
| Open Workload report to load analytics. | ||||
| Teacher | Dept. | Week | Month | Range Total | Accepted | Pending | Declined | Acceptance Rate | Last Covered | Fairness Flag |
|---|---|---|---|---|---|---|---|---|---|---|
| Open Workload report to load analytics. | ||||||||||
⚖ Staff Workload / Fairness
Flags heavy load, no-load, declined, and pending coverage patterns.
| Teacher | Dept. | Coverage Count | Accepted | Pending | Declined | Needs Action | Last Covered | Fairness Flag |
|---|
🚨 Risk / Unresolved Coverage
Uncovered, declined, reassignment, and pending items in the selected date range.
| Date | Period | Absent Teacher | Subject | Room | Issue | Assigned Teacher | Status | Reason for Decline | Action |
|---|
🏫 School Comparison
Superadmin board view only — compares schools in the selected date range.
| School | Absences | Periods Missed | Assigned Halves | Uncovered | Pending | Declined / Reassign | Success Rate | Teachers | Avg Load |
|---|
🏫 School Workspace
Import teacher-submitted planned absences from Jotform / Google Sheets, validate them against the staff roster, and stage approved items for coverage generation.
📅 Planned Absence Import
Jotform → Google Sheets → CSV
Export the linked Google Sheet as CSV, import it here, review validation warnings, then approve valid rows into the CoverGrid coverage queue. Nothing is generated until the office approves it.
Import Planned Absence CSV
Drop the Google Sheet CSV here or click to upload.
Expected fields: teacher, email, date, type, periods, reason, lesson link, notes, supply requested.
Choose a CSV exported from the Jotform-connected Google Sheet.
📝 Planned Absence Queue
Approved rows can be added to the active CoverGrid absence queue. Use Workspace afterward to generate and review the coverage plan.
| Status | Teacher | Date | Periods | Reason | Lesson / Notes | Actions |
|---|---|---|---|---|---|---|
| No planned absences imported yet. | ||||||
🗓️ Absence Calendar
Year view of recorded and planned absences. Click any date to see who is/was absent, which periods require coverage, and whether the item came from Planned Absences, the staged queue, or generated coverage history.
🏫 School Workspace
Manage school staff, teacher timetables, and bell schedules from one place.
| # | Name | Department | Prep Period | Coverages | Last covered | Actions |
|---|
0
Total coverages all time
0.0
Average per teacher
0
Most by one teacher
📈 Most coverages assigned
| Rank | Teacher | Dept. | Count |
|---|
📉 Fewest coverages assigned
| Rank | Teacher | Dept. | Count |
|---|
🧾 Audit & Compliance Centre
Compliance dashboard will load after audit and coverage data are available.
🚨 Automated Alerts Engine
Automated alerts will load after coverage and board data are available.
🧠 Board Optimization Dashboard
Loading live board optimization data from schools, teachers, coverage, and response records…
📱 Mobile Admin
Mobile admin dashboard will load after coverage, alerts, and board data are available.
🔮 Predictive Coverage Analytics
Predictive coverage analytics will load after coverage and board data are available.
🤖 Smart Coverage Recommendations
Smart recommendations will load after coverage, teacher, workload, and predictive data are available.
💬 AI Coverage Assistant
Coverage assistant will load after school, coverage, recommendation, and optimization data are available.
🧭 Coverage Command Center
Command Center will load after board health, recommendations, prediction, AI assistant, and action layer data are available.
🔔 Notification Centre
Loading coverage notifications, reminders, admin alerts, and response history…
🚀 School Onboarding Wizard
Loading onboarding workflow…
🚦 Go-Live Readiness / School Health Check
Not checked yet
| Status | Setup Item | Result | Action |
|---|---|---|---|
| Health check will run when Settings opens. | |||
⚙️ Settings
Pilot Mode
Simplifies the sidebar for school pilot/demo use. Advanced tools remain available when Pilot Mode is turned off.
School admin / reply email(s)
First email receives direct replies. All emails are CC’d on coverage notices. Separate multiple emails with commas.
Teacher email domain
Emails are generated as firstname.lastname@[domain]
One-Click Accept/Decline Response Page
Optional fallback only. The MVP now uses CoverGrid response links by default: teachers click Accept or Decline in the email and response.html records the status directly in Firestore. Setup instructions ▾
Backup & Restore
Download a complete backup of the current school before importing teachers, changing timetables, or running major coverage updates.
Restore tools include a safe preview, a test-copy restore, and a protected replace-current-school option.
Restore from Backup
Step 1: Preview the JSON file. Step 2: Restore to a test copy when possible. Step 3: Replace the current school only after confirming.
Coverage history is saved to Firestore first, with browser storage used only as a local cache/fallback.
🕐 Bell Schedule Editor
Edit the bell times for each schedule template. Changes are saved in this browser and used immediately by the Assign Coverage schedule dropdown, Bell Schedule page, coverage emails, daily sheets, and reports. Use consistent labels such as 9:00–10:20 a.m..
📤 Staff Onboarding / Schedule Import
Upload or paste a staff CSV to create new teachers or update existing schedules for the currently selected school. Coverage history is preserved — only teacher profile and timetable fields are updated.
1. Upload or pasteUse a CSV exported from Sheets/Excel, or paste rows directly.
2. Preview + validateCoverGrid checks missing names, duplicate emails, and add/update actions before importing.
3. Confirm importTeachers are written to Firestore for the selected school only.
CSV format:
Leave subject & room blank for prep/free periods. First row must be the header row.
Example:
Name, Dept, Email, Period A Subject, Period A Room, Period B Subject, Period B Room, Period C Subject, Period C Room, Period D Subject, Period D RoomLeave subject & room blank for prep/free periods. First row must be the header row.
Example:
James Smith, Math, james.smith@tdsb.on.ca, Math 9, 101, , , Advanced Functions, 203, , , Calculus, 305
Rule enforced in v1.2.1: each teacher must have exactly 3 class periods and 1 prep/free period. Prep can be A, B, C, or D.
— or paste CSV data directly —
Import Preview
Review before writing to Firestore.
0 add
0 update
0 skip
| Action | Name | Dept | Free | Schedule | Notes |
|---|
📤 Upload Day Schedule (Period Times)
Upload a CSV to override the built-in period times for any schedule template: regular, late, assembly, earlyDismissal, exam, halfDay, fieldTrip, or custom. Useful if the bell schedule changes.
CSV format:
Type =
Example:
Type, Day, Period, Full Time, First Half, Second HalfType =
regular or late · Day = day1 or day2 · Period = A, B, C, or DExample:
regular, day1, A, 9:00–10:20 a.m., 9:00–9:40 a.m., 9:40–10:20 a.m.
— or paste CSV data directly —
📅 Late Start Dates
The following dates are pre-loaded as Late Start days for this school year. The schedule type auto-switches when you select one of these dates on the Assign tab. Dates marked PLC are Staff Meeting / PLC days.
All other dates default to Regular Day.
September 17, 2025 PLC
September 24, 2025
October 22, 2025 PLC
October 24, 2025
October 29, 2025
November 19, 2025 PLC
November 26, 2025
December 10, 2025 PLC
December 17, 2025
February 18, 2026 PLC
February 25, 2026
March 11, 2026 PLC
March 25, 2026
April 22, 2026 PLC
April 29, 2026
May 20, 2026 PLC
May 27, 2026
⚙ CoverGrid SaaS Admin
Multi-school SaaS control panel. Manage schools, user profiles, roles, demo schools, and Firestore-first system health.
Firestore-firstTeachers and coverages save to Firestore first. Local storage is cache/fallback only.
Role securitySuperadmin, board admin, school admin, and viewer roles control school visibility and edit access.
Demo automationCreate full demo schools with teachers, schedules, and coverage pressure for sales presentations.
📡 Monitoring / Usage Activity
Auto-generated snapshot
Read-only SaaS usage snapshot for pilot monitoring. Firestore reads and writes are app-level estimates; confirm billing-level totals in Firebase Console.
—Schools Active
—Users Active Today
—Coverage Records Today
—Firestore Reads Today
—Firestore Writes Today
👥 User Management
| Name | Role | Schools | Last Login | Status | |
|---|---|---|---|---|---|
| Click Refresh Users. | |||||
🔐 Role Permissions Reference Read-only • Click to expand/collapse
Quick reference for what each user role can access in CoverGrid.
| Feature / Area | Viewer | Office Admin | School Admin | Board Admin | SuperAdmin |
|---|---|---|---|---|---|
| View dashboard / coverages | ✅ | ✅ | ✅ | ✅ | ✅ |
| Coverage Assignment Board | View | ✅ | ✅ | ✅ | ✅ |
| Add/edit absences | ❌ | ✅ | ✅ | ✅ | ✅ |
| Generate / reassign coverage | ❌ | ✅ | ✅ | ✅ | ✅ |
| Send coverage emails | ❌ | ✅ | ✅ | ✅ | ✅ |
| Reports / notifications / alerts (Operational) | View | ✅ | ✅ | ✅ | ✅ |
| Staff roster / timetable imports | ❌ | ❌ | ✅ | ✅ | ✅ |
| School settings / onboarding | ❌ | ❌ | ✅ | ✅ | ✅ |
| Predictive / recommendations / AI tools | View | ✅ | ✅ | ✅ | ✅ |
| Coverage analytics | View | View | ✅ | ✅ | ✅ |
| Audit log / compliance | ❌ | View | View | ✅ | ✅ |
| Board reports / all-schools view | ❌ | ❌ | ❌ | ✅ | ✅ |
| Integrations / Identity & SSO | ❌ | ❌ | ❌ | ✅ | ✅ |
| User Management | ❌ | ❌ | ❌ | ❌ | ✅ |
| SaaS Admin / demo schools | ❌ | ❌ | ❌ | ❌ | ✅ |
Role Definitions
Summary of the intended responsibility and scope of each CoverGrid role.
ViewerRead-only access for dashboard, coverage records, and selected reports.
Office AdminDaily coverage operations: absences, assignments, coverage emails, reminders, and operational reporting.
School AdminFull school management, including staff, timetables, school settings, onboarding, and analytics.
Board AdminMulti-school oversight, board reporting, compliance monitoring, integrations, and cross-school analytics.
SuperAdminFull platform administration, SaaS configuration, user management, role permissions, demo schools, and system-wide access control.
🏫 Demo School Generator
Creates a uniquely named Firestore demo school, settings, randomized teachers with exactly 3 classes + 1 prep, and demo coverage records.
🧪 Demo School Manager
Demo-only tools
Manage demo schools used for sales walkthroughs and testing. Reset rebuilds fake teachers and coverage records. Delete only works on schools marked as demo or named like a demo school.
| Demo School | School ID | Teachers | Coverages | Created | Actions |
|---|---|---|---|---|---|
| Click Refresh Demo Schools. | |||||
📊 Live Board Aggregation (Multi-School Monitoring)
Board-level view of absences, coverage activity, and risk indicators across all participating schools.
📈 Executive Dashboard
Executive dashboard will load after board aggregation is available.
CoverGrid Executive Operations Report
Board Coverage Dashboard
Multi-school coverage risk, pending responses, and unresolved coverage pressure.
Schools Monitored
0
Active schools
Absences Today
0
Unique absent staff
Uncovered
0
Immediate action
Pending
0
Awaiting response
Board Risk Score
0
Stable
Executive Summary Stable
Risk by School
Risk = uncovered × 35 + reassign × 20 + pending × 5 + absences × 3
School Risk Table
| School | Absent | Covered | Uncovered | Pending | Reassign | Risk | Status |
|---|