CoverGrid App — v1.13k.6l.9 Special Dates Exception-Only Authority

Daily coverage workflow

Step 1 of 3 — Use CG Flow for a quick absence, or import the SFE file.

0 waiting · 0 assignments

Today’s status Add an absence or import the SFE file to begin.

Coverage Health —

Today’s Absences

Absences for the selected date and their coverage status.

Coverage date

Schedule day

Coverage Plan

One row per absent teacher. Open Coverage Records for assignment detail, reassignments, and email status.

Coverage Records

Generated assignments for the selected date.

Coverage date

Schedule day

0 teachers away · 0 assignments

Next best action Review the selected date’s assignments.

Coverage Health —

Reports

School-scoped coverage reporting, coverage intelligence, and absence analytics.

School Coverage Report

Executive overview first, with drill-down into coverage demand, workload, supply usage, absences, risk, and detailed assignment records.

Daily Operational Outputs

Print-ready office documents are kept separate from analytics. Open only when you need a daily coverage sheet, teacher slips, or a supply assignment sheet.

Coverage date

Choose a date, then open a print-ready view. Use your browser's Print command to print or save as PDF.

From date

To date

Uses the active school only.

Coverage Intelligence

Explainable analytics based on the active school’s coverage and absence data.

Coverage Load Imbalance

Coverage data: 0 assignments

No data yet

Coverage workload will be compared with the active school average.

Absence Patterns

Absence data: 0 records

No data yet

Recurring teacher and weekday absence patterns will appear here.

Day / Block Pressure

Coverage data: 0 assignments

No data yet

The highest-demand day and schedule block will appear here.

Resilience Score

Coverage data: 0 assignments

No data yet

The score uses unresolved, declined, uncovered, and workload-concentration signals.

Absence by Week

Weekly absence trend

Weekly absence totals will appear when report data is available.

Absence by Weekday

Teacher absences by day of the week

Absence totals will appear when report data is available.

Coverage Demand by Day / Block

When coverage demand is highest

Coverage demand will appear when assignment data is available.

Low High

Coverage Mix by Month

In-house / Internal / External coverage

Monthly coverage mix will appear when assignment data is available.

In-house Internal External

Teacher Coverage Load by Month

Coverage load vs monthly maximum

Monthly teacher coverage load will appear when capped teacher activity is available.

Month

Insights

Coverage Intelligence summary

Insights will appear when report data is available.

School Absence Analytics

School-scoped absence trends, teacher frequency, and recorded reasons using the selected report date range.

Supply Teachers

Maintain this school's regular supply / substitute teacher roster.

0Supply Teachers

0Active

Search

								Actions
Open Supply Teachers to load this school's roster.

Not loaded yet.

Supply Teacher Usage History

Select Usage beside a supply teacher to review school-year coverage history.

No supply teacher selected.

Days Supplied0

Coverage Records0

Periods Covered0

Departments Served0

Next Scheduled—

Add Supply Teacher

School-scoped supply roster record.

Name Email Phone Substitute Type StatusActive Notes

Last Used—

Total Days Supplied0

Production Readiness Audit

Super Admin integrity scan across active schools. Read-only: this audit reports duplicate coverage slots, regular-teacher and supply/substitute identity issues, response-state risks, workload-cap anomalies, report-source mismatches, and backup recency. Unavailable authorities are shown as Not checked rather than zero. It does not modify school data.

0Schools audited

0Production / pilot scope

0Production ready

0Review required

0Critical

Audit not run yet. Production readiness is scored only for Production / Pilot schools. Demo / Test and Setup Incomplete tenants remain visible but do not reduce the production-readiness headline.

School	Scope	Status	Teachers	Active Coverage	Duplicates	Identity / Orphans	Email / Response	Cap Issues	Report	Latest Backup	Findings
Run the readiness audit to evaluate active schools.

Backup & Restore

Automatic school-scoped snapshots with protected Super Admin restore.

Active School

CoverGrid automatically creates one complete snapshot per school each day. Restore is Super Admin-only and always creates a pre-restore safety snapshot first.

Connecting to backup service…

Created	Type	Documents	Created By	Status	Action
No backup history loaded.

Email Centre

Super Admin-only school sender configuration. These settings are saved and are used for live coverage email sender identity.

School Sender Settings

Configure the sender identity for one school. Live Postmark delivery uses the saved school sender identity while preserving the existing coverage email pipeline.

Target School From Name From Email Reply-To CC Recipients

Sender guardrail: From Email must use an approved @covergrid.ca address. Reply-To and CC recipients may use the school’s own domain.

Open Email Centre to load school settings.

Email Configuration Status

Read-only status for the selected school.

School—

Sender domain—

ConfigurationNot loaded

Delivery statusConnected to live coverage sending

Last updated—

School sender settings are school-scoped. Coverage records, Postmark metadata, Confirm/Unable response links, receipts, and idempotency remain under the existing email pipeline.

School Email Template Preview

School-aware test preview. Selecting a template here does not change the active live coverage template.

CoverGrid default templates

Template Covering Teacher First Name Absent Teacher Coverage Date Period Time Course Room Signer School Instructions

From—

Reply-To—

Subject[TEST] Coverage Assignment

Send Test Email

Sends one isolated Postmark test using the saved sender configuration. It does not write to Coverage Records or generate production Confirm/Unable links.

Test Recipient

Safe test behaviour: the configured CC list is shown in settings but is not copied on test sends, so school staff are not contacted accidentally.

Status—

Recipient—

MessageID—

Submitted—

Board Dashboard

Multi-school portfolio view for board and platform administration.

Overview

Board-wide operational snapshot and coverage intelligence.

—Schools

—Teachers

—Timetable rows

—Pilot / test schools

—Teachers Away Today

—Coverage assignments

—Unresolved coverage

—Supply assignments

Schools

Search, filter and open schools in the Board portfolio.

								Board / Template	Action
No board-level school data loaded yet.

Showing 0 schools

Board Coverage Intelligence

School year to date

Highest Absence Load — YTD absence records

Highest Supply Reliance — Share of YTD coverage

Coverage Risk — Today's unresolved coverage

Highest Coverage Volume — YTD coverage assignments

Absence Analytics

Board-wide absence trends, patterns and normalized benchmarks.

Absences by School YTD

Absence records by school, ranked highest to lowest.

Weekly Absence Trend

Board-wide absence records by school week for the current school year.

Day-of-Week Absence Pattern YTD

Monday–Friday absence distribution.

Normalized Absence Benchmark YTD

Compares absence frequency relative to staff size so larger schools are not automatically ranked higher.

Normalized Absence Benchmark — Detail

Board ranking, staff size, teacher absence participation and data-quality context.

Rank	School	Teachers	Absences	Per 100	Teachers Away YTD	Repeat %	Data Status
Normalized absence benchmarks have not loaded yet.

Coverage Mix YTD

Internal/in-house coverage compared with supply assignments.

Coverage Success & Response Performance YTD

Compares assignment, resolution and confirmation performance. Data Status separately identifies incomplete absence matching without suppressing operational coverage metrics.

Coverage Success YTD — Detail

Full school-level operational metrics. This table remains complete even when the chart above is limited to the Top 10.

School	Required	Assigned	Confirmed	Unable	Unresolved	Assignment Rate	Resolution Rate	Confirm Rate	Reassign Rate	Data Status
Coverage success metrics have not loaded yet.

Board YTD Summary

Sortable school-year coverage and absence summary.

						Needs Review
YTD analytics have not been loaded yet.

Teacher Absences

Teacher-level YTD absence leaders and school concentration.

Top Schools by Teacher Absences YTD

Ranks schools by teacher absence records and shows how many distinct teachers have recorded absences.

Teacher Absence Leaders YTD

Cross-school teacher absence counts from the same canonical Board YTD absence rows. Teachers are kept school-scoped to avoid merging same-name staff across schools.

Teacher	School	Department	Absence Records	Absence Days	Most Recent
Teacher-level Board analytics have not loaded yet.

Ask CoverGrid

Query the same canonical Board analytics shown in the dashboard.

Ask CoverGrid — Board

Ask questions about the board dataset. Answers use the same canonical YTD analytics shown above.

Board analytics are loading. Ask CoverGrid will use those results once available.

Board exports use the already-loaded canonical Board dataset and current YTD range; they do not recalculate school metrics independently.

School identity comes from the canonical registry. Today's operational snapshot is read from each school's existing coverage-report authority; failed school reads are shown as unavailable and do not block the rest of the board view. CoverGrid uses “Teachers Away” for people counts and “Absences” for absence records/workflows. Opening a school still passes through CoverGrid's normal tenant-access authority.

School Users

Super Admin-only school account invitations, assignments, roles, and account status.

Create / Send Invitation

Creates one Firebase Authentication account, binds its UID to one CoverGrid school, and sends the Firebase password-setup email.

School Name Email Role

No invitation started.

Existing School Users

Edit school assignment, role, or active status. Super Admin accounts are intentionally excluded.

							Actions
Open School Users to load account data.

Not loaded yet.

Pilot School Onboarding

Pilot setup checklist with school-template authority, configurable coverage policy, and optional historical absence import.

SETUP SCHOOL No pilot school selected Choose an existing pilot to resume, or start a new pilot school.

Show Test Schools

CANONICAL SCHOOL REGISTRYFirebase School TenantsRead-only Super Admin inventory. No school records are changed.

Registry not loaded.

Step	Setup Area	Status / Action
1	School ProfileCreate the school identity and tenant record.	Not Started
2	School Template & Coverage PolicyChoose a setup template and confirm the school-specific coverage rules. Template settings never change the active operational school.	Locked
3	Schedule ConfigurationDefine the school-specific teaching blocks and schedule.	Locked
4	Staff ImportImport and verify the canonical staff roster.	Locked
4A	Coverage Preferences Import Full Period / Half Period preferences into canonical teacher records. Not imported in this session. Runtime audit pending.
5	Timetable ImportImport timetables and resolve teacher matches.	Locked
5A	Historical Absences (Optional)Import previous absences and historical coverage for analytics and reporting only. Coverage generation is permanently disabled for these records.	Optional
6	Validation ChecklistComplete the controlled pilot-readiness test.	Locked

SmartFindExpress Daily Absence Import

Available to all schools. Authorized school users can upload SmartFindExpress Today’s Jobs or Job Inquiry CSV exports from the SFE Import page.

School Profile

Existing schools save profile fields directly to Firebase and hydrate from that same school record after refresh. Firebase creation remains a separate action for new schools only.

School Name

Short Name

School ID

City

State/Province

Country

Time Zone

School Year

Primary Office Admin Name

Primary Office Admin Email

Approximate Teacher Count

Coverage Strategy

Schedule Type

Notes

School Crest / Logo

No logo

Optional. PNG, JPG or WebP. The image will appear in the lower-left menu for this school.

No local draft saved yet.

School Template & Coverage Policy

Use a template to accelerate setup, then confirm the rules that vary by school. This configuration belongs only to the selected Setup School and is not an operational coverage-engine override in this build.

Configuration Template

No template selectedChoose a template. Common setup structure may be prefilled; school policy values that require confirmation remain Not Configured.

Coverage Parameters

Assignment Priority

Supply Teacher Coverage

Regular Staff Coverage

When Both Are Allowed

Regular Weekly Max

Regular Annual Max

POR Coverage

POR Coverage Type

POR Annual Max

Half-Period Rotation

Blank numerical limits mean Not Configured — never zero and never unlimited. Template defaults are setup aids only. School-specific confirmation remains authoritative.

No school-template configuration saved yet.

Schedule Configuration

Define the default schedule manually or import a multi-schedule bell schedule CSV. All schedule imports use Preview → Validate → Confirm before Firebase write.

Schedule Name

Schedule Pattern

Teaching Blocks

Block Times

Multi-Schedule Bell Schedule CSV

Optional. CSV columns: Schedule Name, Schedule Type, Day/Pattern, Block, Start Time, End Time, Notes, Default, Active.

No local schedule draft saved yet.

Staff Import

Preview and save the roster locally first. Firebase import is a separate privileged action that writes only the canonical school staff roster.

Staff Source

Choose actual staff import or generate a synthetic preview roster. Preview records are clearly marked and use non-deliverable example.invalid email addresses.

Staff Roster CSV

Choose a CSV file to preview.

No local staff import draft saved yet.

Timetable Import

Preview and save the timetable locally first. Firebase import is a separate privileged action that writes the verified timetable into the school’s canonical teacher schedule records.

Timetable Source

Actual timetable mode: choose the school timetable CSV and use the existing preview/save/import workflow.

Teacher Timetable CSV

Choose a CSV file to preview.

No local timetable draft saved yet.

Historical Absence Import

Import previous teacher absences for reporting and analytics. Historical records never enter Daily Coverage and never generate coverage or emails.

Upload an Airtable CSV or compatible historical absence CSV for a read-only reconciliation preview.

Last Airtable Sync: No successful sync recorded yet.

6m.2c Historical Airtable Safe Reconciliation: CoverGrid normalizes historical teacher names, auto-matches only unique canonical identities, keeps true non-roster names as Historical-only identities, and classifies rows without writing, updating, or deleting Notre Dame historical records.

No-Coverage Authority: imported records are historical only; they cannot create queue rows, assignments, workload units, or coverage emails.

Preview Readiness Validation

Run automated, school-scoped checks against the Setup School. The controlled coverage test is constructed in memory only and creates no absence, coverage, email, report, or other operational record.

School Profile / Preview ModeNot checked

TDSB Secondary Standard v1Not checked

ScheduleNot checked

Preview StaffNot checked

Preview TimetablesNot checked

Non-Persistent Coverage TestNot checked

FINAL STATUS: PREVIEW READY

Automated validation has not been run yet.

Quick Guide

Practical, role-aware help for the active school — what to do now, where to go, and how to recover when something needs attention.

Active school School Admin

Recommended: CG Flow — Guided Coverage

For most same-day absences, use CG Flow to complete the full coverage workflow in one guided panel. CoverGrid applies the active school's timetable, coverage rules, limits, and availability underneath it.

1. Create absenceSelect the teacher, reason, periods, and Full / First Half / Second Half coverage requirement.

2. Generate coverageCG Flow assigns eligible teachers using the school's configured coverage rules.

3. Review assignmentsCheck assignments, change a covering teacher if needed, and confirm there are no unresolved items.

4. Review & sendSend coverage emails from the same guided workflow, then monitor responses in Coverage Records.

Alternative: Manual Coverage Workflow

Use Manual Absence for traditional entry, then Generate Coverage Plan and finish in Coverage Records.

On Daily Coverage, read Today's Status first: Coverage Health shows how many assignments are ready, Unresolved shows what needs action, Pending Responses shows sent assignments awaiting a reply, and Upcoming flags future coverage needs.

Daily OperationsThe school-office workflow used most often

CG Flow — Guided Coverage Recommended

Create the absence, choose Full / 1st / 2nd period requirements, generate coverage, review assignments, and send notifications without leaving the guided workflow.

Manual Coverage Workflow

Use Manual Absence for traditional entry, then Generate Coverage Plan and finish the review / reassign / send process in Coverage Records.

Visual Coverage Grid

Use the period-by-period grid when you want a visual view of today's coverage before reviewing detailed assignment records.

Supply Teachers Today

Select date-specific supply availability for the current coverage day. If none are selected, the school's configured internal coverage rules apply.

Coverage Records

Use for detailed review, reassignment, sending or resending coverage emails, and tracking Confirmed / Unable responses.

SFE & Planned Absences

Use SFE Import for SmartFindExpress files and Planned Absences for future requests that need approval before they enter the daily workflow.

Exceptions & attention items

Use when coverage exists but something still needs action: conflicts, caps, email failures, reassignment, mismatches, or another operational exception.

If this happens → do thisFast recovery guide for common office situations

If this happens	Do this	Go to
Teacher says they cannot cover	Open the assignment and use Reassign. The superseded teacher should leave Pending immediately.
Coverage is assigned but email is unsent	Use Needs Attention; review the unsent assignment and send it.
Email failed or status looks wrong	Review the existing exception before retrying. Do not regenerate coverage just to resend an email.
Wrong teacher was assigned	Use Reassign; do not delete and regenerate the whole day.
Absence was cancelled	Use Cancel Absence. This also removes generated coverage for that absence.
Future teacher absence arrives	Create/review it in Planned Absences, approve it, then add it to the queue.
SFE file arrives	Import the CSV and reconcile each row. Uploading the file alone does not generate coverage or send email.
Teacher reaches monthly maximum	CoverGrid excludes the teacher from additional capped internal assignments. The counter resets automatically at the next calendar month.
Need to see who has covered most	Use Teacher Card, Supply Usage History, or Reports depending on whether you need one teacher or school-wide analysis.

Reference & MaintenanceUse when checking school data, schedules, history, or analytics

Teacher Timetables

Confirm canonical course/activity, room, Prep/SUB blocks, profile data, and teacher coverage preference.

Absence Calendar

Review school-year absence activity, search teacher history, and jump to Daily Coverage for a date.

Schedule Times

Check normal bell times, Blue/Gold or other schedule patterns, and configured special dates.

Reports & Coverage Intelligence

Review absence patterns, workload, assignment status, demand, historical coverage, and export the Excel workbook.

Remember: Intake workflows create/review absences; Daily Coverage generates assignments; Coverage Records is the operational assignment and email/response record; Exceptions Audit tells you what needs attention; Reports explains the bigger pattern.

Teacher Timetables

Review teacher timetables. Authorized school administrators can edit individual teacher profiles and timetables.

Timetable data is loaded for the active school. Use CSV upload only to replace or refresh the data.

Absence Calendar

Read-only school-year calendar for operational and historical absences.

Planned Absences

Review upcoming absences, approve them, and add approved requests to Daily Coverage.

SmartFindExpress Daily Absence Preview

Read-only preview of SmartFindExpress Today’s Jobs or Job Inquiry CSV exports for the active school.

SFE Available

6n.1 Preview Authority: Upload an SFE CSV to identify New Absence, Already in CoverGrid, Needs Review, or Cancelled / Ignore. Upload and preview are read-only. After review, Add All New Absences to Queue creates only validated absence queue records; it does not generate coverage or send email.

No SFE file loaded. No CoverGrid data has been changed.

Schedule Times

Schedule reference for the active school.

Date-to-Schedule Authority

Automatically choose the normal bell schedule from the coverage date, with date-specific Special Dates taking priority.

Default Schedule

Rotation Anchor Date

Anchor Day / Pattern

Normal dates use the configured weekday rotation. Special Dates override the normal rotation.

School Calendar Import

Import school-specific instructional dates, non-instructional dates, and configured schedule exceptions. CSV is validated before anything is added to the draft.

School Year

Public Google Calendar URL

Google Calendar URL import reads the public calendar only. Events are previewed and mapped before they are added to the school calendar draft.

No calendar source selected.

Special Dates

Date

Bell Schedule

Day / Pattern

Blue Day

Periods 1–4

Period	Schedule block
1	Period 1 class
2	Period 2 class
3	Period 3 class
4	Period 4 class

Gold Day

Periods 5–7 + X

Period	Schedule block
5	Period 5 class
6	Period 6 class
7	Period 7 class
X	X period / flex block

Blue Mass Rotation Schedule

Blue Day coverage model using periods 1–4.

Coverage periods	Notes
1, 2, 3, 4	Use when the school identifies the day as Blue Mass Rotation.

Gold Mass Schedule

Gold Day coverage model using periods 5–7 + X.

Coverage periods	Notes
5, 6, 7, X	Use when the school identifies the day as Gold Mass.

Drill Schedule

Special schedule reference.

Coverage periods	Notes
Use selected day periods	Confirm affected periods before generating coverage.

Rally Schedule

Special schedule reference.

Coverage periods	Notes
Use selected day periods	Confirm affected periods before generating coverage.

7 Period Day Bell Schedule

All-period schedule reference.

Coverage periods	Notes
1, 2, 3, 4, 5, 6, 7	Use when Notre Dame runs a full 7-period day.

CoverGrid Login

Daily coverage workflow

Today’s Absences

Coverage Plan

Coverage Records

Reports

School Coverage Report

Daily Operational Outputs

Coverage Intelligence

Weekly absence trend

Teacher absences by day of the week

When coverage demand is highest

In-house / Internal / External coverage

Coverage load vs monthly maximum

Coverage Intelligence summary

School Absence Analytics

Pilot School Onboarding

School Profile

School Template & Coverage Policy

Schedule Configuration

Staff Import

Timetable Import

Historical Absence Import

Preview Readiness Validation

Quick Guide

Recommended: CG Flow — Guided Coverage

Alternative: Manual Coverage Workflow

CG Flow — Guided Coverage Recommended

Manual Coverage Workflow

Visual Coverage Grid

Supply Teachers Today

Coverage Records

SFE & Planned Absences

Exceptions & attention items

Teacher Timetables

Absence Calendar

Schedule Times

Reports & Coverage Intelligence

Pilot Setup

School Users

Email Centre

Backup & Restore

Teacher / timetable correction

Operational verification

Teacher Timetables

Absence Calendar

Planned Absences

SmartFindExpress Daily Absence Preview

Schedule Times

Date-to-Schedule Authority

School Calendar Import

Rows need attention

Special Dates

Special Dates & Activities

Blue Day

Gold Day

Blue Mass Rotation Schedule

Gold Mass Schedule

Drill Schedule

Rally Schedule

7 Period Day Bell Schedule

Create Absence