Step 1
Login
Use your authorized CoverGrid™ school administrator or office staff login. Demo environments should use fictitious or sample school data only.
What to doEnter email and password, then click Sign In.
Good resultThe app opens to the Today dashboard or Board Dashboard, depending on your role.
Tip: keep demo environments separate from live school data and use sample records whenever possible.
Step 2
Add absences & review Daily Coverage
Start on Daily Coverage, review items needing attention, then add absences manually or import the school absence file.
Review Daily CoverageCheck pending responses, uncovered items, and anything that needs attention first.
Add an absenceSelect the absent staff member, date, and coverable periods.
Choose periodsUse All Teaching Periods or select specific periods.
Add notesUse presets like Google Classroom, Work on desk, Attendance only, or Quiz/test.
Optional supply teacherIf a supply is covering, enter the name so CoverGrid™ can skip internal assignment for those records.
Step 3
Generate Coverage Plan
After absences are queued, use Generate Coverage Plan. CoverGrid™ checks availability, avoids absent staff, prevents double-booking, and balances coverage load.
Review queue firstConfirm the absent teacher, periods, supply teacher, and notes.
Click Generate Coverage PlanThe app assigns coverage where possible.
Review resultsLook for Pending, Accepted, Declined, Needs Reassignment, or Uncovered.
If a teacher is missing from the dropdown, check the School → Staff Roster area and confirm the teacher is active.
Step 4
Review, send, and print
Once coverage is generated, review assignments in Coverage Records, reassign if needed, send pending coverage emails, and print or download the daily operational output.
Review assignmentsUse Coverage Records to check assignments, exceptions, and any items that need reassignment.
Send All EmailsOpen email windows for coverage teachers still awaiting confirmation.
Print / downloadCreate the Daily Operational Output for office records, administrators, or the coverage binder.
Step 5
Generate Reports
Use report presets for common school-office tasks or the Generate Report wizard for custom reports.
Report presetsToday’s Coverage Sheet, Weekly Summary, Monthly Admin Package, Workload, Uncovered Coverage, and Board/Executive Summary.
Generate ReportChoose report type, date range, and output: View, PDF, Excel, or CSV.
Executive SummaryUse the plain-language summary for administrators, board reports, or email updates.
Admin note
Multi-school & administrator tools
Authorized multi-school administrators can use cross-school reporting, school switching, user access tools, and demo-environment management.
Board DashboardView all-school risk, absences, pending responses, and uncovered coverage.
Demo School ManagerCreate, open, reset, or delete demo schools for sales demos and testing.
Safety ruleDelete only works for demo schools and requires typing DELETE DEMO.
Never use real student, teacher, or school-sensitive information in a public demo school.
Common issues
No school appears after login
Confirm that your account is assigned to the correct school. If the school is still missing, contact your CoverGrid administrator or support.
Confirm that your account is assigned to the correct school. If the school is still missing, contact your CoverGrid administrator or support.
No teachers in dropdown
Go to School → Staff Roster and confirm roster data is loaded.
Go to School → Staff Roster and confirm roster data is loaded.
Generate Coverage Plan leaves items uncovered
Check teacher schedules, free periods, absent staff conflicts, and same-day load limits.
Check teacher schedules, free periods, absent staff conflicts, and same-day load limits.
Morning Workflow Checklist
1. Confirm date
Make sure Daily Coverage is showing the correct date and schedule type.
Make sure Daily Coverage is showing the correct date and schedule type.
2. Add absences
Create absences manually or import the school absence file.
Create absences manually or import the school absence file.
3. Generate plan
Run Generate Coverage Plan after the absence queue is complete.
Run Generate Coverage Plan after the absence queue is complete.
4. Review & reassign
Use Coverage Records to resolve Needs Attention items before sending.
Use Coverage Records to resolve Needs Attention items before sending.
5. Notify teachers
Send pending coverage emails.
Send pending coverage emails.
6. Print / download
Generate the Daily Operational Output for office records.
Generate the Daily Operational Output for office records.
Best practices for smoother mornings
Keep teacher schedules currentCoverage quality depends on accurate teaching/free periods.
Use notes consistentlyShort notes help coverage teachers know what to do quickly.
Review pending responsesPending is not the same as confirmed. Follow up before the day starts.
Use demo schools for trainingTrain new users on fake demo data before using a live school.