Becoming a School Partner

• How Can I Become a School Partner?
  How Can I Become a School Partner?

  Hello and welcome! We would love to chat about you becoming a school partner.

  Please fill out our contact form here and a member of our Sales team will reach out to you shortly to discuss your needs. 

• What Positions Can Swing Help Cover?
  What Positions Can Swing Help Cover?

  Swing Education supports K-12 schools and districts with staffing needs beyond certificated/permitted substitute teachers. In many regions, we work with classified/support staff who are happy to assist your school/district with a range of vacancies. These include roles like:

  • Paraeducators
  • Instructional aides
  • Front-desk staff
  • One-on-one supports
  • Library assistants

  All of Swing's support staff must pass the same background/screening process as our certificated substitute teachers, and the vast majority hold bachelor's degrees. Your school or district also has the option to set a non-certificated pay rate to apply to support staff requests.

  If your school or district is interested in learning more about using Swing Education to fill support staff roles, please reach out to Swing's school partnerships team.

Posting Requests

• Covid Related Fields on Request Page
  Covid Related Fields on Request Page

  We’ve removed and relocated some Covid related fields on the request form to make posting requests easier.

  These fields include:

  Sub and student location fields: We created hybrid and remote requests to respond to the need for virtual learning during the pandemic, but we've seen that schools are almost completely back in-person! Therefore, we're removing these fields. It will be assumed that all requests are for in-person learning unless otherwise specified in the request notes section.

  Max number of students and online platforms used: We saw low usage from these fields, so we've decided to remove them from the request page. If you'd like to include this information, you can add it to the request notes.

  We've also moved the Covid Protocols section off the request page and onto the school profile. Subs find this information important, so you'll still be able to view and edit your Covid protocols from your school profile. This is also where you will edit your vaccination and testing requirements, though subs will still be able to see those requirements directly on the request page for the time being.

• What is a Roving Sub request?
  What is a Roving Sub request?

  What is a Roving Sub request?

  A Roving Sub request is for when schools anticipate a teacher's absence but don’t know exactly which teacher will be out.  For example, we know that the Friday before a holiday weekend has more teacher absences than a regular Friday, so this is a great time to utilize a Roving Sub Request to be prepared for that absence. 

   

  You can select a school site you anticipate the absence for or select the District Office for the request.  If you select the District Office, admins can edit the request for the school site when an absence becomes known.  This is the only kind of request that school admins can edit the school site without Supports help. 

   

  Select “Roving Sub” from the drop-down menu and issue the request.  See the screenshot here:

  

  On the day of the request, communicate directly with the sub of the school site they should arrive at and the role they will be completing. You can find the sub's contact info on their profile by clicking on the name listed on the request.  You can call, text, or email the sub any information they should know ahead of time.  Be sure to edit the request and add these details in the teacher field, insert grade level and subject.  If any assistance from Support is needed to make these edits be sure to reach out - support@swingeducation.com

   

  Why is a Roving Sub request useful?

  • Roving requests issued ahead of time have almost double the fill rate of last-minute requests because subs prefer to accept work in advance to plan out their week. 
  • Roving requests are usually issued for a particular school. The details about the specific teacher, subject, and grade, are only updated by the school the morning of by calling or texting the sub or when the substitute arrives at the school. This allows schools flexibility to place the substitute in any classroom they need.
  • Subs accepting a Roving request understand that they must be flexible with the day-of assignment details. This helps ensure only subs that are willing to work in an ambiguous assignment accept because it’s understood that the details will not be available until the morning of.

   

• How to Post Remote and In-person Requests
  How to Post Remote and In-person Requests

  As more schools have adopted distance learning and other types of learning arrangements, Swing Education has enhanced the Swing platform to allow school admins to include more details on the request. This allows teachers to determine which requests are the best fit for them. Below we will outline how to issue these requests types. 

   

  In-person Requests

  With in-person requests, both students and the teacher are physically present on campus, in the classroom.

  • Whole Group in-person requests
    Both the substitute teacher and the entire classroom are on campus, together, in the same classroom.
    
    
    • Directions for posting a small group in-person request:
      1. Under Classroom Arrangement, Select Sub on Campus for the "Sub Location" and Students On Campus for the "Student Location"
         
         
         
      2. Complete the form by filling out "grade level", "subject matter" and any additional notes you wish to share. Once you click "Request Sub" you will see your open request.

   

  Hybrid Requests

  Hybrid requests involve a mix between in-person and remote teaching. For example, during a long-term assignment, some days may be remote and others may be on campus. Or, in other cases, the teacher may be on campus and the students could be at home.  

  • Substitute Teacher On-Campus, Students Remote

    
    
    Directions:
    1. Under Classroom Arrangement, Select Sub on Campus for the "Sub Location" and Students Remote for the "Student Location"
       
    2. In the "teacher" field, write the teacher's name.
    3. Complete the form by filling out "grade level", "subject matter", "online platform being used" and any additional notes you wish to share. Once you click "Request Sub" you will see  your open request.
       
       
       
  • Substitute Teacher Location Varies, Students Location Varies
    With this request type, the location for both the student and substitute teacher can vary, depending on the needs of the school. 
    
    
    
    Directions:
    
    1. Under Classroom Arrangement, Select Depends on the day for the "Sub Location" and Hybrid for the "Student Location".             
       
    2. In the "teacher" field, write the teacher's name.
    3. Complete the form by filling out "grade level", "subject matter", "online platform being used" and any additional notes you wish to share. Once you click "Request Sub" you will see your open request.
       

   

   

  Distance Learning Requests

  With remote requests, the teacher is at home and instruction occurs on the teacher’s personal computer using the school’s video conferencing account. 

  Directions for posting a distance learning request:

  1. Under Classroom Arrangement, Select Sub Remote for the "Sub Location" and Students Remote for the "Student Location"
     
     

  Note: For remote distance learning requests, the address field will state "REMOTE/ONLINE."

   

   

   

• How Do I Issue A Sub Request on the Swing Platform?
  How Do I Issue A Sub Request on the Swing Platform?

  Swing gives school admins the ability to issue sub requests on the fly through their admin accounts with the option to request a preferred sub through the platform.

  How to Submit a Sub Request

  1. Select the "Request a Sub" tab on the Swing Platform."

   

  

  2. Request a Sub Page

  Here you'll see the sub request page to issue a request for any needed subs. 

  

  3. Select time and dates for the request

  You'll be able to click on the calendar to select the day you need the sub. 

  

  You can edit the start and end time for the request by selecting each time and writing them in respectively. 

  

   

  Pro tip: You can also click on the clock icon if you wish to update the times in 15 minute increments.

  

  Issuing a Multiday Request

  You can also submit a multiday request by clicking on the multiday button:

  

  4. Select which type of teacher you'll need 

  You can write in that you need a Roving Sub, Teacher Vacancy, or anything specific. If you've already added teachers to your school's profile, they'll also appear in the drop-down menu.

   

  

  If you wish to add teachers to your teacher list, please reach out to Swing Support. You can reach us through our help center below. 

   

  5. Select the Grade Level 

  You can select the grade level you need a sub for either by selecting the grade level by group (Pre-K to 5th, etc.) or selecting the grade levels individually.

  

  6. Select Class Subject 

  You can then scroll down to select the specific subject the sub will be in attendance for. Please note, for Roving Sub requests, pick select "Unknown."

  

  7. Lastly, select if the school has lesson plans or notes

  Schools are not required to provide lesson plans, however, having lesson plans can help subs feel prepared for what is expected on their request. 

  You can indicate that the school will provide Lesson Plans by selecting the "Lesson Plans Provided" button. 

  

  Notes can also be provided in the notes sections. 

  Submit Your Request for a Sub

  

  What if I want to Request a Specific Sub?

  You can do so by using the Optional Category located above the "Request Sub" button. 

  You can find a step-by-step guide with images and instructions in our guide: How Do I Request A Specific Sub?

   

• How Do I Request A Specific Sub?
  How Do I Request A Specific Sub?

  You can request a specific sub, for any request, as long as they are linked to your school. 

  You will do so by selecting the amount of time you want to give them to accept the request and then click on the 'Choose Subs' button. If the request is less than 48 hours from the start time, you will only be allowed to give them up to 12 hours. 

  

  Once you click 'Choose Subs' you will see a list of your favorite subs, and all subs who are linked to your school. You can choose any sub who is not greyed out; With this example, Candice would be your only choice. Why can't you choose a sub who is greyed out? See our help article for more information. 

  

• Why Can't I Choose a Specific Sub?
  Why Can't I Choose a Specific Sub?

  When requesting a sub, and their name is grayed out, you will be unable to choose them for the selected dates and/or requirements you have set. This is because the sub has an overlapping commitment and cannot accept your request.

   

  In the example below, I have requested a sub with a credential or permit only. My only available sub would be Candice because she has a credential on file. If Candice was also greyed out, that would indicate that she is unavailable for the dates requested because she is already working another request on one or many of the days you are requesting. 

   

  You can choose another sub or submit the request to the sub pool in your area. Any available sub, that meets your requirements, can then accept your request. 

   

  

Cancellations

• What Do I Do When My Sub Calls In Sick?
  What Do I Do When My Sub Calls In Sick?

   

  Single Day Request: We ask that you direct the sub to cancel the request on the platform.

  Please review this support article for steps on how to cancel the request: 

  How do I Cancel a Request?

  Multi-Day Day Request or Long-Term Request: Email Swing Support so that we can make these adjustments so that you aren’t billed for the day. 

  If you need coverage for this day we encourage you to issue another request at

  https://subs.swingeducation.com

  If you have any further questions, please feel free to Support

• My Sub Is Late or Left Early
  My Sub Is Late or Left Early

  Your feedback and overall satisfaction are important to us, and we understand your frustration if a sub is late or leaves before the end of their assignment. It's also really important to Swing that we factor in these occurrences when calculating a teacher's reliability score in order to provide consistent service to our school partners. A simple and efficient way to communicate these incidents to us can be found right in your request:

  

   

  In the Report an Issue box, click on the issue(s) that would apply to your situation (either Arrived late, Late from lunch, and/or Left early. If you are experiencing a No Show sub, this article may be more helpful: My Sub is a No Show). For Arrived late or Left early, you will then be prompted to share the time of arrival or departure. For Late from lunch, a time stamp is not necessary. You may select multiple options if they apply to your experience with this sub request.

   

  

  Once you follow the above steps, you will have the option to provide Details. Complete those, if desired, and hit Save in order to submit the feedback to Swing.

   

  Tip: We strongly encourage that you report these incidences as soon as you hear of them, and at a minimum within the week that they occur (before Friday at 3pm) so that any egregious late arrivals or early departures for full days can be appropriately adjusted to half days if less than 4 hours were worked. This way Swing can ensure that your school is not charged for more services than were provided by the substitute.

   

   

• My Sub is a No Show
  My Sub is a No Show

  We know no shows are disruptive to the school day and we want to show you the fastest way to get in touch with your sub when you need to reach them or request a replacement sub if necessary. We'll also show you how to ensure you aren't charged for a request when your sub did not show up. 

   

  If the start time of your assignment has just passed and your teacher hasn't arrived, navigate to the request page to locate the teacher's phone number. Give them a call to see what is their ETA. If you can't reach them, select 'No Show' and then 'No, I don't know where my sub is' and leave us your best contact number.

  We'll attempt to get ahold of the teacher and reach out to you to follow up.

  If you happen to hear from your teacher, you can update the status to 'arrived late' or 'Yes' if you've confirmed they can't come in. 

  

   

  If your teacher informs you they can't make it to their assignment, navigate to the request page and select 'No Show' and then select 'Yes' that you have confirmed the teacher is not coming.

  This will ensure that you are not charged for this request and that this no show is reflected on the teacher's account. Poor reliability can lead to removal from the platform.

  If you still need coverage for the day, click 'Request a Sub' at the top of the page to issue a new request.

   

  

   

  If you'd like to block a no show sub from accepting future requests at your school: First fill out the no show information, then click 'Save'.  Once the request has ended for the day, you can fill out the feedback section of the form below and be sure to toggle the 'Block from School' button.

  Don't forget to press Submit. 

  

   

  Tip: We strongly encourage that you report all no shows as soon as you are aware that the sub hasn't arrived, and at a minimum within the week that they occur (before Friday at 3 PM). This will ensure no-show teachers are not paid for days they did not work, and your school is not charged for teachers that did not show up. 

   

   

• How do I Cancel a Request I No Longer Need?
  How do I Cancel a Request I No Longer Need?

  Issuing administrators can cancel requests directly on the platform. In order to cancel a request, you will first need to open the request page. To do so:

  1. Login to your account, Swing.
  2. Click on the "Requests" tab on the top of the page.
  3. Find the request you want to cancel and click on it to see the full page.

  Prior to canceling, please keep in mind the following:

  • Requests must be canceled more than 24 hours prior to the request start time or a penalty will be charged equal to a single day’s charge.
  • Requests can be canceled within 30 minutes of the sub accepting, without penalty.
  • Unfilled requests can be canceled at any time without penalty.
  • The sub will be paid for past days worked in the request even if the request is canceled.
  • If a single day or multiple days need to be removed then do not cancel.  Instead, reach out to Swing Support via email or chat to remove the days and keep the request active. 

  

• Making Edits To Your Unfilled Request
  Making Edits To Your Unfilled Request

  It's important to make requests as accurately as possible so no changes are needed once a sub accepts your request.  That way subs know what they are accepting. 

  To make an edit to a request that is not filled by a Swing Sub:

  • Login to the platform. 
  • Open the request that you want to edit. 
  • Click on the  “Edit Request” button.

  

  • You can edit all fields including the date and time.
  • Accept your changes by clicking on the “Submit Edit” button.
  • Swing Subs will receive a notification letting them know there were changes made to the request.

  

  Be sure to provide as much information as possible so the sub knows what they are accepting. If you need to make edits to a filled request, check out our help article for filled requests.

• Making Edits To Your Filled Request
  Making Edits To Your Filled Request

  After a request has been filled, you can edit certain fields. The fields that can be edited are teacher, contact, and notes to sub. Here’s how:

  • Sign into your account on the platform
  • Click on "All Requests" in the blue header and navigate to the appropriate request
  • Click the “Edit Request” button and make your edits.
  • Accept your edits, by clicking “Submit Edit”

  

  If you need to make additional edits outside the ones listed above please click the box "Do you have additional edits?" and type your request in the text box. Please be as specific as possible. (see diagram below)

  

  Looking to edit an unfilled request? Check out our help article for how to edit unfilled requests.

  Note: Additional edits requested within 24 hours of the start time, that reduces the confirmed subs pay, will not be accommodated.

Leaving Feedback

• How do I leave feedback for a Sub?
  How do I leave feedback for a Sub?

   

  To leave feedback for a sub, you can use our helpful video as a guide. Once you hit submit feedback, the feedback will be recorded on the request page for any admin at your school to see. If you need to make changes please contact us. 

  Note: The sub will not be able to see the feedback you leave. They will get an email notifying them of the positive or negative feedback; positive feedback will congratulate them, while negative feedback will send them pointers and ways to improve. Positive feedback will also be shown on their sub profile for other admins to see.  

  You can only leave feedback once the request has ended. If you wish to send the sub home and leave negative feedback, please cancel the request, where you will then be able to leave your feedback. If you are sending the sub home because you no longer need them, please wait until the end of the day to leave feedback (or cancel the request) as we cannot end the request early.

   

  You may also find this article helpful below:

  How do I Leave Feedback About a School?

• How Do I Block a Sub?
  How Do I Block a Sub?

  If you had a sub at your school and would prefer that they do not return, you can block that sub. First, provide a reason for blocking the sub, then block the sub on the request page. We maintain a record of all sub performance feedback to help us improve future sub performance. 

  How to block a sub:

  1. Type your reasons for blocking the sub in the text box on the request page.
  2. Click "negative" when rating your experience.
  3. Toggle the "unlink" button to block the sub from your school.
  4. Select the reason for unlinking the substitute and share details.
  5. Submit your feedback.

  

  Note: If you do not see 'Block sub from this school', we suggest waiting until the request has ended to leave feedback. From there, you'll be able to toggle the option to block the sub from your school site.

  What happens with my feedback?

  Each time a sub gets negative feedback, we provide them with guidance, resources, and other materials that can help them improve their performance. In extreme cases, a sub can be removed from the platform. Additionally, a member from our Escalations Team will be in touch with you once negative feedback regarding a sub is received.

  How can I block a sub from our entire district?

  If you're authorized to make such decisions for your district, please contact us, and ask for the sub to be blocked from the district. At this time, you can only block a sub from one individual school on the platform. 

   

   

   

Using the Swing Platform

• Sub Meal Break FAQ
  Sub Meal Break FAQ

  At Swing, schools are required to offer W-2 subs a meal break when they work 5 hours or more. Under California law, all non-exempt W-2 subs must take one unpaid, uninterrupted 30-minute meal break by the end of the 5th hour of work.

   

  For example, if a sub’s request is longer than 5 hours and the start time is 8:00 am, the latest time to take the meal break would be 12:59 pm. In other words, the school is responsible for assigning the sub a 30-minute break before 1:00 pm.  The school must base the sub’s meal period on the requested start time and not the bell schedule.  

   

  Keep in mind if your school start time is 8:00 am and the student/staff lunch break is 1:20 pm, the subs meal period would need to be by 12:59 PM.

   

  When is the best time for the Meal Break?

  Typically, meal breaks are taken after the first 3-4 hours of the sub's request. Depending on each sub’s assignment, school admins can work with subs to determine the best time for their meal period.

   

  Who is Eligible for a Meal Break?

  All California Swing subs are considered W-2 employees. However, only W-2 subs who work more than 5 hours per day are eligible for 30-minute meal breaks.

   

  What’s the Meal Break Penalty?

  If any W-2 subs are not offered a compliant meal break, they will be paid a 1-hour penalty at the hourly rate of their request for each missed meal period.

   

  For any further questions about the meal break policy or penalty, please don't hesitate to contact support@swingeducation.com

• The Impact of COVID-19 On Your Fill Rate
  The Impact of COVID-19 On Your Fill Rate

   

  Across the nation, educators are responding valiantly to an unprecedented health crisis and its ramifications for students, educators, and their communities. Leaders and staff are charting new courses for this unique time. The COVID-19 pandemic is a national crisis that poses a serious health risk for everyone. We’re providing some essential tips that will help prevent the spread of disease and protect our subs, partnering schools, and their communities. 

  We've provided a few tips below that we believe might help your fill rate when issuing a request.

  School Partner:

  Consider Distance or hybrid learning - Educators provide an essential service, but in many cases that service can be provided virtually during this dangerous time. Hybrid learning is a subsection of a strategy that provides students with both in-person and online instruction. Distance learning combines face-to-face instruction with online learning. In the context of coronavirus school re-openings, a remote model would reduce the number of students in the building by moving some of the classroom delivery online.

  Request notes – When submitting a request on our platform, we encourage you to add notes to your request for the sub. This helps them to be successful when coming onto your campus and more likely to be comfortable picking up an in-person request. Adding your school’s policies concerning COVID-19 and what you are doing to keep teachers safe on campus would go a long way in alleviating their anxiety and concerns. 

  Mask on Policy – We ask that our partnering schools continue to implement their “Mask On Policy”. This policy requires all to wear a face mask/covering when in their school buildings.

  Clean-Up – We ask that our partnering schools keep their school buildings clean to the highest standards and we will encourage all students, staff, parents, guardians, and visitors to monitor their own health and to practice excellent self-cleanliness and hygiene practices, including washing their hands regularly and avoiding touching their own faces.

  Social Distancing – We recommend our partnering schools facilitate social distancing in their schools and other buildings and will encourage all students, staff, parents, guardians, and visitors to maintain a six-foot distance from other people as much as possible.

  • All seating is spaced at least six feet apart and that desks remain facing the same direction.
  • For communal spaces, students are staggered, and frequently touched surfaces and shared objects are cleaned and disinfected between users.

  It is clear that providing the necessary safeguards for students and staff will be an immense undertaking for most school districts in this country, and we hope these tips will be a great starting point to increase your fill rates. 

   

  Note: SwingSubs are more likely to sign up for a request when information about COVID-19 safety measures are provided by the school/district.  Be sure to have your Covid Protocols up to date.  See the article here: Filling Out Covid-19 Safety Protocols

• Does Swing Education provide subs to help with distance learning? 
  Does Swing Education provide subs to help with distance learning? 

  Does Swing Education provide subs to help with distance learning?  How does that work?

  We are now accepting new distance learning requests. If you wish to issue a new distance learning request, go to the "Request a Sub" section and select the "Sub Remote" and "Students Remote", as shown below. Be sure to include any important details under the "Notes for Sub" section, such as login or download information for Zoom, Google Classroom, or any other online tools used by your school. 

  Please note: the school is responsible for communicating distance learning expectations to the sub, and for providing any necessary resources, such as access to the school's online learning platforms.

  

• How do I contact Swing?
  How do I contact Swing?

  You can easily reach our support team via email by selecting “Contact Support” in the right-hand corner of your screen from your account. Please allow 1-3 days for a response depending on the urgency of your inquiry. We appreciate your patience.

  

   

  You can also reach us by emailing us directly at Support@swingeducation.com or using our LiveChat. Just click here during business hours for a faster response.  You can text Swing Support using this number:(650) 413 9268
  
  

• Admin Platform Training Guide
  Admin Platform Training Guide

   

  Welcome to Swing Education. We are happy to give you this useful slide deck that outlines the fundamental aspects of using the Swing Platform as a School Admin. You can use it as a reference or training tool by either printing it out or sharing the link.

   

• How do I Setup My School Profile?
  How do I Setup My School Profile?

  You can help set your Swing Subs up for success by keeping your school profile up to date with your schools: 

  1. Parking procedures
  2. Dress Code
  3. Emergency Protocols
  4. Other important details

  You can also update your standard school schedule, add admins, and view your pay rates. 

  How To Setup School Profile (Step-By-Step)

  1) Log in to your Swing account.

  2) Click on your name in the top-right corner of the page, and then select "School Profiles."

  

  3) Select "Edit Profile" for the desired school:

  

  4) Select "Edit Section" to the left of any section you’d like to update. 

  

  You can edit sections including:

  • School Details: Users, COVID Protocols, Vaccination Requirements
  • Arriving Onsite: Parking, Check-in location, and Procedures
  • Site Policies: Attendance, Escalations, Dress, Lunch protocols, and more

  5) Once you’ve updated any section of your school profile, make sure to select the “Save Changes” button to finalize it. 

  

  Note: If you need to update your address or billing information please contact us. You are unable to make that change on your profile at this time. 
  
  

User Permissions

• How Do I Get Removed From the Email List?
  How Do I Get Removed From the Email List?

  We've made some changes to the way we notify admins about requests. Instead of getting an email each time a sub accepts or cancels a request like you previously did, we'll send a daily summary each day for requests that are ongoing or starting in the next 3 days. Still, within 24 hours of the start of a request (or if a request is ongoing), you will get all notifications if a sub accepts or cancels that request. 

  Additionally, you will receive confirmation emails for your school when: 

  • A sub added themselves to the request waitlist
  • A sub canceled 
  • Plus other important request notifications 

  If you no longer wish to get our confirmation emails, please contact Swing Support via email or through chat, so we can remove you from the email list. You will continue to get confirmation emails for requests that you place on the platform through your Swing account. 

   At this time, you are unable to unsubscribe yourself directly. 

  Please contact Swing Support if you have additional questions about this.  We're happy to help!
• How Can I Give My Staff View-Only Access?
  How Can I Give My Staff View-Only Access?

   

  Keep your faculty in the loop on absences covered by Swing Education substitute teachers by equipping them with view-only access to the Swing platform.

  View-only access is designed for staff who would benefit from knowing which Swing Subs will be on your campus and where those individuals should go. 

  This feature is best for:

  • Front office personnel 
  • Teachers
  • School leaders whose needs are posted by a sub desk coordinator/HR

  What can view-only access users do?

  • Report substitute teacher issues (e.g., late arrivals) 
  • Leave feedback on substitute teachers directly from their account
  • See substitute teacher profiles and request details

  Your current Swing users will continue to have the same account permissions and functionality (unless you prefer otherwise); we recommend view-only access for any school personal who will not need to post your substitute needs. 

  Why View-Only Access

  Save Time and Improve Your Swing Experience

  View-only access will help your school staff better support the Swing Subs who visit your campus. For example, a secretary with view-only access would be able to confirm who the substitute is and direct that educator to the right classroom. 

  How does this help you?

  • Your staff can resolve substitute teacher issues (e.g., late arrivals) 
  • Your staff will have more helpful information on the substitute and the request
  • Your staff works directly with the sub, so they can leave first-hand feedback about their experience

  View-Only Access vs. Requesting Access 

  Permission	View-Only Access	Requesting Access
  Can edit, post, and cancel requests	No	Yes
  Can see requests posted by other admins	Yes	Yes
  Can view school and sub profiles	Yes	Yes
  Can edit school profile	No	Yes
  Can see request pay	No	Yes
  Can leave sub feedback	Yes	Yes
  Can report an issue (i.e. a sub arrives late)	Yes	Yes
  Can receive email updates	Yes	Yes

   

  How to Give Your Staff View-Only Access

  It’s easy to get school staff added to the Swing platform with view-only access. Simply reach out to us with a list of the staff you’d like to add or convert, and our team will handle the rest. 

  Please include each staff member’s name, job title, email address, and phone number in your message.

   

  You may also find this article useful below

  How can I add an admin to my school?

   

   

   

   

   

   

  
  
  

   

   

   

   

   

   

   

   

• How can I add an admin to my school?
  How can I add an admin to my school?

  You can add a new admin by following the steps in our video

   

  FAQ's

  1. I want to remove an admin from our school
     1. If you want to remove an admin from your school site, please contact Support with their information so we can deactivate their account. 
  2. I want my new admin to be able to request subs but it looks like they are defaulted to receiving emails only.
     1. Please use the 'Request Edits' button to let us know and we will be happy to make those changes.

  You may also find this article useful below

  How could I give admin View-Only Access?

   

Billing For Schools

• I Never Received an Invoice
  I Never Received an Invoice

   

  Invoices generally are emailed to the billing contacts on file on a weekly cadence. They can also be accessed through our online platform. If you’re not receiving any invoices or if you wish to activate your online billing account, please contact us below.

• General Payment Information
  General Payment Information

  Remittance Reminder:

  When submitting a payment, you must add a memo that includes the invoice number and the name of the school or district for which payment is being made. If a payment is received without the information above, we cannot apply the payment to the correct invoice, and therefore your invoice will show UNPAID in our system.

  Billing Admins and Contacts

  We ask that a minimum of 2 contacts be linked to your school/district. The selected contacts & administrators will receive weekly invoice emails and any past due balances. 

  As a billing admin, you will also have access to Swing’s billing platform. You will have the ability to review all invoices, and it also provides any balances owed.

  It’s important to keep your billing information up to date so that you’re receiving open invoices and notices. If a change in a billing contact occurs, please make sure to contact support@swingeducation.com, who can assist you with any needed updates. 

  Payment Options

  ACH:	Company Name: Swing Education Bank Name: Silicon Valley Bank Account Number: 3302738865 Routing Number: 121140399
  Checks:	Swing Education, Inc  Dept LA 24916  Pasadena, CA 91185-4916

   

  Weekly Billing  

  Invoices are generally sent once a week on Tuesdays. They will cover usage from the week before.

  For example, receiving an invoice on May 17, 2022, will cover usage from May 9, 2022, to May 13, 2022.

   

• How Do Adjustments Work?
  How Do Adjustments Work?

   

  If adjustments are needed to be made to an invoice, please contact us. Generally, if a refund is needed, the amount will be refunded to your prepaid balance. Please note that the line items in the invoice cannot be adjusted. You will see the change deducted from invoice totals on the first page of your invoice.

  If you have questions about a request listed on the invoice, use the request ID highlighted below to look up the request quickly on subs.swingeducation.com.

  

   

  

  For all invoice discrepancies, include the invoice number, subs name, and any additional info about the discrepancy that would be helpful to know when reaching out to Swing Support.

• Where is my Invoice?
  Where is my Invoice?

  Invoices are sent out to the billing contacts we have on file on a weekly cadence. If you aren't able to locate your invoice, you can always head to your Swing account, and review all invoices associated with your school/district there. 

  1. Head to your swing account, here.
  2. Click on your name in the top, right hand corner. 
  3. Select View Invoices.
  4. From there you have the option to:
     • Export a Billing Report
       • This provides a list of all invoices
     • Or review the invoices provided on the landing page which provides any recent invoices or ones that are outstanding on your account.

   

  

   

   

  

   

  Note: Invoices generally are sent out to the billing contacts on file on a weekly cadence. If you’re not receiving any invoices please reach out to support@swingeducation.com to assist.

   

   

• My Statement Shows That we Have a Credit Balance. What Does This Mean?
  My Statement Shows That we Have a Credit Balance. What Does This Mean?

  Credit balances happen when we receive payments that we don’t have remittance information for or if we receive duplicate/overpayments. You can reach out to the support team by contacting us below.

• We Sent in a Check but the Invoice Shows as Unpaid
  We Sent in a Check but the Invoice Shows as Unpaid

  To ensure timely payment application, it is crucial to include remittance information on all checks or ACH transactions. This allows us to apply the payment accurately and ensures that our records match. 

   

  Payments generally take two weeks to process if made by check. Payments made via ACH, wire, or direct deposit will process more quickly. However, if two weeks have passed since you submitted the payment, please contact us below, and our team will assist. 

  
  
  

How Prepay Works

• I Haven’t Paid My Previous Prepay Invoice Yet, Why Am I Getting Topped Up Again?
  I Haven’t Paid My Previous Prepay Invoice Yet, Why Am I Getting Topped Up Again?

   

  You are automatically invoiced your prepay top-up whenever you are below your minimum threshold. This is to ensure that you can continue to use our services while allowing you 30 days to make a payment. 

  If you have any questions about your prepay account check out our Prepay Payment Plan FAQ

• How Much Will My Top Up Amounts Be?
  How Much Will My Top Up Amounts Be?

  Your top-up amount is based on the agreed amount in your contract.

  If your agreed-upon top-up amount is $10,000, then you will receive top-up invoices for $10,000. 

  The $10,000 will be added to any remaining balance you may have. 

  Example:

  If you have $2,000 remaining in your prepaid account, when we send you the invoice for $10,000 - your remaining balance will now be $12,000.

   

  If you have any questions about your prepay account check out our Prepay Payment Plan FAQ

COVID-19

• Filling Out Covid-19 Safety Protocols
  Filling Out Covid-19 Safety Protocols

  • SwingSubs are more likely to sign up for a request when information about COVID-19 safety measures are provided by the school/district.
  • Use our in-platform feature to check off the safety protocols that your school/district is following and use the text boxes to provide additional information
  • You'll have the opportunity to complete or update information for just your school, or all schools in your district when you post a new request, or by following this link. 
  • This safety information is displayed to SwingSubs when viewing and accepting requests. 
  • We expect schools and districts to follow all safety protocols displayed in accordance with our Terms of Service. If there is a protocol you cannot check off, please leave additional information in the text box provided as to why.

  How to fill out Safety Protocols for your school or district:

  • You can view/edit your school/district's safety protocols through this link, or when posting a request for an on-campus sub
  • Press 'Edit' to begin filling out your school's information
  • Check off every safety protocol that your school/district follows.

  

  • If you would like to provide more info on that specific protocol, use the text box immediately below that protocol. For example:

  

  • For protocols that your school/district does not follow, do not check it off and use the text box to explain the circumstances
  • To update information for just your school, click 'Update for this school'
  • To update information for all schools in your school district, click 'Update for all schools'

  

• Distance Learning Program
  Distance Learning Program

  

• COVID-19 (Coronavirus) FAQs for School Partners
  COVID-19 (Coronavirus) FAQs for School Partners

  How and when should I notify Swing Education if there will be a school closure?

  • If you have any closures due to COVID-19 concerns, please contact our support team immediately and cancel any upcoming requests for the duration of the expected closure. 
  • In cases where school is cancelled due to public health concerns, Swing will waive any cancellation penalties. However, you must inform Swing Education before canceling in order to waive any penalties.

   

  What is Swing Education doing to proactively keep sick subs out of schools?

  • If any of our substitute teachers have been exposed to or tested positive for COVID-19, they are asked to tell us immediately. Once we are notified, we will inform any schools that may have been exposed.  
  • As always, any substitute teachers experiencing symptoms of a communicable illness, such as fever or vomiting, are expected to cancel their requests with as much notice as possible. We will do our best to help find an alternate teacher to fill the request. 
  • Additionally, we have reminded all subs of CDC recommended hygiene habits to prevent the spread of illness.

   

  Will I be charged if a sub appears sick and I send them home?

  • No, you will not be charged a fee if a substitute teacher is sent home for displaying symptoms of a communicable illness. If this does happen, please contact our support team, and we will waive the fees associated with the request.

   

  What to do if you receive last minute cancellations from Swing substitute teachers?

  • If you receive a cancellation, the Swing platform automatically searches for a replacement until the assignment start time.
  • If the start time passes and a replacement is still not secured, contact us to secure a replacement and push back the start time.