Step 1
Login
Use your CoverGrid™ school admin, office staff, viewer, or SuperAdmin login. Demo accounts should only be connected to fake demo-school data.
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: a demo user should normally be limited to one demo school unless you are testing SuperAdmin board features.
Step 3
Add Absence & Review Dashboard
Start on Today, review items needing action, and add absences directly without switching screens.
Review dashboardCheck pending responses, uncovered items, and actions first.
Choose absent teacherSelect the staff member who is absent.
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 4
Auto-Assign Queue
After absences are queued, use Auto-Assign Queue. 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 Auto-Assign QueueThe 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 5
Review, send, and print
Once coverage is assigned, send pending emails and generate the daily PDF report for the office, VP, or coverage binder.
Review IssuesFix uncovered, declined, or reassignment items before finalizing the day.
Send Pending EmailsOpen email windows for coverage teachers still awaiting confirmation.
PDF Daily ReportCreate a clean, branded report with coverage details and action items.
Step 6
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
Board & SuperAdmin tools
SuperAdmins can use board-wide reporting, school switching, user access tools, and Demo School Manager.
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
Check the Firestore user profile and make sure schools[] or SuperAdmin role is set correctly.
Check the Firestore user profile and make sure schools[] or SuperAdmin role is set correctly.
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.
Auto-Assign 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 Today is showing the correct date and schedule type.
Make sure Today is showing the correct date and schedule type.
2. Add absences
Use Quick Add Absence for each absent teacher.
Use Quick Add Absence for each absent teacher.
3. Auto-assign
Run Auto-Assign Queue after the absence queue is complete.
Run Auto-Assign Queue after the absence queue is complete.
4. Review issues
Resolve Needs Action before sending final communication.
Resolve Needs Action before sending final communication.
5. Notify teachers
Send pending coverage emails.
Send pending coverage emails.
6. Print / PDF
Generate the daily coverage report for office records.
Generate the daily coverage report 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.