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K-12 Substitute Request &
Management Solution for UKG Ready

Powered by the CloudApper
WorkBridge Platform

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Make absence coverage painless. CloudApper WorkBridge — the AI-native layer that makes any HCM run your way — adds a K-12-ready substitute request, matching, and reporting layer on top of UKG Ready, built for public sector districts with daily PTO rules, pension reporting, and audit-friendly workflows.
UKG-Influencer-Award-Winner-2025

2025
UKG Technology Partner
Influencer Award

UKG-Innovator-of-the-Year

2023
UKG Technology Partner
Innovation Award

CloudApper Integrates With:
UKG-WF-Central HRSD
UKG-Pro Pro
UKG-Pro-Workforce-Management Pro WFM
UKG-Ready Ready

What districts get

What_school_districts_get_with_CloudApper_substitute_management_for_UKG_Ready_automated_workflows
  • Faster Coverage: One form triggers routing, matching, and notifications to eligible subs by SMS and web link.
  • Accurate Pay & Accruals: Support for daily and hourly arrangements (8-hr/6-hr shifts, contract daily pay) with calculations handled seamlessly, even when spans differ from standard hourly rules.
  • Actionable Reporting: Run reports on pending and future changes, pull last hourly rate history, and generate G/L with timecard details.
  • Pension Readiness: End-of-period files capturing contribution amounts and rate changes, generated effortlessly.
  • District-Friendly Integration: Works natively with UKG Ready; accepts sub-demographics via SFTP; surfaces HR attachments to approvers and lesson plans to subs.

Empower your HR and payroll teams with real-time substitute insights.

Explore the Solution

How It Works

Our solution automates the entire substitute management workflow — no custom code, no vendor lock-in:

Step 1
Teacher_submits_absence_request_via_UKG_Ready_in_CloudApper_K-12_substitute_system

Request Submitted

Teacher time-off request via UKG Ready (e.g., for sick leave).
Step 2
Absence_request_awaits_approval_with_configurable_workflows_in_CloudApper_for_UKG_Ready

Approval & Config

Waits for approval (if configured) before proceeding to notify substitutes.
Step 3
CloudApper_notifies_qualified_substitutes_via_SMS_and_email_from_UKG_Ready

Notify Subs

Sends notifications via email, SMS, or both — based on school or district preference.
Step 4
Substitutes_accept_jobs_CloudApper_auto_assigns_based_on_skills_and_availability_in_UKG_Ready

Accept & Assign

Filters eligible substitutes by skills and availability; first-come, first-served or approval basis.
Step 5
CloudApper_updates_UKG_Ready_with_full_audit_trail_of_substitute_assignment_and_approval

Update Records

Maintains a complete audit trail of actions, approvals, notifications, and responses — tamper-evident and export-ready.

Still juggling calls and spreadsheets for sub coverage? There’s a better way.

Automate Your Process

Reporting, payroll & compliance

Our substitute management solution ensures precision and compliance without the hassle:

Reports
  • Daily PTO & Accruals: Compute daily pay/accruals for contract roles while honoring hourly rules for others—no manual spreadsheets.
  • Future-dated & pending change reports: See what’s coming and what’s awaiting approval.
  • Rate history: Retrieve last hourly rate details for audits and communications.
  • G/L with timecard details: Sync key timecard fields from K-12 sources to update position data inside the G/L extract.
  • Pension files: Generate per-period retirement contribution files (amounts and rate changes) for submission and record-keeping.
PTO-accruals
  • Daily PTO & Accruals: Compute daily pay/accruals for contract roles while honoring hourly rules for others — no manual spreadsheets required.
  • Future-Dated & Pending Change Reports: See what’s coming and what’s awaiting approval with real-time insights.
  • Rate History: Retrieve last hourly rate details for audits and communications.
  • G/L with Timecard Details: Sync key timecard fields from K-12 sources to update position data inside the G/L extract.
  • Pension Files: Generate per-period retirement contribution files (amounts and rate changes) for submission and record-keeping.
PTO-accruals
Daily PTO & Accruals: Compute daily pay/accruals for contract roles while honoring hourly rules for others—no manual spreadsheets.
Reports
Future-dated & pending change reports: See what’s coming and what’s awaiting approval.
Rate-History
Rate history: Retrieve last hourly rate details for audits and communications.
Timecard
G/L with timecard details: Sync key timecard fields from K-12 sources to update position data inside the G/L extract.
Pension-File
Pension files: Generate per-period retirement contribution files (amounts and rate changes) for submission and record-keeping.

Trusted by districts simplifying substitute management with UKG Ready.

Get Started with CloudApper

Architecture & integration

Built on CloudApper WorkBridge Platform to augment UKG Ready — without replacing it:
CloudApper_architecture_built_to_extend_UKG_Ready_with_SFTP_HR_actions_and_scheduling

Seamless Integration

Bring schedules in when needed during sub assignment; leverage HR Action data where retrievable; use district SFTP for sub demographics (~hundreds of subs supported).
SSO_and_secure_access_for_substitute_portal_and_approvers_in_CloudApper_for_UKG_Ready

Access & Identity

SSO/OIDC-ready; secure email-based access for approvers and substitute portals for lesson content.
Role_based_access_tamper_evident_logs_and_audit_ready_exports_in_CloudApper_K-12_solution

Governance

Role-based access, tamper-evident logs, and exportable artifacts for auditors — all fortified by WorkBridge’s enterprise-grade security and audit framework.

Experience faster coverage, accurate pay, and seamless UKG Ready integration.

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Integration Connectors

CloudApper integrates with UKG and any third-party system. Choose from pre-built connectors or easily build them on the fly.
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Data Workflows

Transform data and automate processes with CloudApper’s robust workflow builder using forms, triggers, and filters.
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UKG Widgets

Embed CloudApper analytics, data capture forms, and more within UKG widgets to create a seamless user experience.
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UKG Single Sign-On

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Application Marketplace

Choose from a library of prebuilt, customizable forms and application templates for various use cases that integrate with UKG.
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Dashboards

Create modern, story-driven dashboards that combine data from disparate sources to provide deep, real-time insights.
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Easily build custom reports with key metrics and KPIs by combining UKG and third-party data using our powerful engine.
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Interactive Mobile Messaging

Transform employee experience with our bi-directional engagement solutions, built for any WFM or HCM task.
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Digitize your data collection and ditch the spreadsheets by easily creating feature-rich forms using a simple drag and drop editor.

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Frequently Asked Questions

K-12 districts can streamline substitute requests and coverage by integrating CloudApper’s Substitute Request & Management Solution with UKG Ready. It automates absence routing, sub matching, and notifications—eliminating manual spreadsheets. Districts gain faster coverage, accurate pay calculations, and full audit visibility, all while continuing to use their familiar UKG Ready system.

K-12 districts can streamline substitute requests and coverage by integrating CloudApper’s Substitute Request & Management Solution with UKG Ready. It automates absence routing, sub matching, and notifications—eliminating manual spreadsheets. Districts gain faster coverage, accurate pay calculations, and full audit visibility, all while continuing to use their familiar UKG Ready system.

When a teacher submits a time-off request through UKG Ready, CloudApper automatically routes it for approval and notifies eligible substitutes via SMS, email, or web link. Once a sub accepts, the system updates UKG records, confirms the assignment, and logs every step for HR visibility and compliance.
Yes—with CloudApper connected to UKG Ready, districts can apply both daily and hourly pay structures accurately. Whether substitutes work eight-hour, six-hour, or contract-based shifts, CloudApper calculates correct pay and accruals automatically and passes the verified data to UKG Ready payroll for processing.
Substitutes receive notifications instantly through SMS, email, or both—depending on district preferences. CloudApper filters eligible subs by skills, certifications, and availability, then allows first-come, first-serve or approval-based assignment. Every action and response is tracked to maintain transparency and audit readiness.
Yes. CloudApper provides detailed reports showing future-dated absences, pending approvals, and current coverage gaps. These reports can be exported or reviewed in real time, helping HR teams plan ahead, prevent scheduling conflicts, and ensure classrooms remain covered.
CloudApper automatically compiles contribution amounts and rate changes into pension-ready files at the end of each reporting period. These files can be submitted directly to state retirement systems, ensuring that all pay and contribution data from UKG Ready is complete and compliant.
CloudApper integrates directly with UKG Ready to retrieve HR data, schedules, and demographic information. Districts can also use SFTP to securely import substitute lists, enabling seamless synchronization of hundreds of records without extra IT work.
CloudApper maintains complete digital audit trails for every request, approval, and notification. All logs are tamper-evident and exportable, providing districts with verifiable documentation for payroll audits, pension validations, and policy compliance reviews—all tied back to UKG Ready data.
Yes. CloudApper provides a secure substitute portal where approved subs can view lesson materials, notes, and other HR-approved attachments. Access is controlled through single sign-on or secure email links, ensuring district data remains protected while improving sub preparedness.
CloudApper offers tailored demos for UKG Ready districts. The team can configure a live flow using your real absence rules, pension formats, and pay spans—so you can see exactly how automation would look in your environment before implementation.
Yes. School administrators can approve, decline, or reassign substitute coverage from any device. CloudApper provides mobile-friendly approval links and dashboards so principals can manage same-day or future absences quickly, even when they are away from their desks.
CloudApper evaluates each substitute’s qualifications, certifications, grade-level endorsements, and availability before notifying them. Only substitutes who meet the district’s criteria receive the job request. This keeps classroom assignments compliant and ensures students always have a qualified educator.
Yes. If a substitute cancels or an assignment changes, CloudApper immediately re-opens the job, re-notifies eligible substitutes, and updates UKG Ready once the new assignment is accepted. This real-time automation prevents classroom disruptions and reduces HR scramble time.
Yes. CloudApper can support multiple schools, academic programs, or district divisions within a single environment. Each site can have its own assignment rules, approval workflows, pay structures, and substitute pools—while still syncing seamlessly with UKG Ready.

Yes. Substitutes can log into a secure portal to view their upcoming jobs, assignment history, and pay-related details. All information is updated as soon as assignments sync with UKG Ready, giving substitutes clarity and reducing HR volume for routine inquiries.

Yes. Districts can configure custom workflows for sick leave, personal days, professional development, long-term leave, and more. Each workflow can have different approval paths and rules, ensuring the right people approve the right requests before substitutes are notified.

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