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Subconnect

K-12 Substitute Request &
Management Solution for UKG

SubConnect Solution Powered by CloudApper AI

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Make absence coverage painless. CloudApper AI — the extensibility and personalization layer that makes UKG run your way – adds a K-12-ready substitute request, matching, and reporting layer on top of UKG, built for public sector districts with daily PTO rules, pension reporting, and audit-friendly workflows.
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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, email, and web links.
  • Accurate Pay & Accruals: Support for daily and hourly arrangements with calculations.
  • Advanced Admin Controls: Configure custom approval workflows, manage preferred substitute pools, and split multi-day absences for complex scheduling.
  • Substitute Self-Service: Allow Subs to manage their availability, define preferred grades and schools, and accept job assignments.
  • District-Friendly Integration: Works seamlessly with UKG by automatically updating accrual balances and shifts on employee timecards.

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 (e.g., for sick leave).
Step 2
Absence_request_awaits_approval_with_configurable_workflows_in_CloudApper_for_UKG_Ready

Approval & Config

Custom workflows automatically approve specific leave types or route for manual admin review, with options to split multi-day absences.
Step 3
skill-routing

Skills Routing

Automatically identifies required skills based on the employee’s UKG profile and job, ensuring only qualified substitutes are matched.
Step 4
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 5
Substitutes_accept_jobs_CloudApper_auto_assigns_based_on_skills_and_availability_in_UKG_Ready

Accept & Assign

Substitutes log into a dedicated dashboard to review shift details and accept targeted opportunities based on their availability.
Step 6
update-records

Update Records

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

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:

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.
  • Cost Center Synchronization: Automatically pull cost centers and accrual balances from UKG to ensure accurate payroll.
  • Uncovered Vacancy Oversight: Create and monitor administrative vacancies that don’t require substitute coverage.
  • License Expiry Alerts: Track substitute license expiration dates and generate automated email notifications.
Daily_PTO_accruals_and_pay_calculation_for_contract_and_hourly_staff_in_CloudApper_UKG_Ready
Daily PTO & Accruals: Compute daily pay/accruals for contract roles while honoring hourly rules for others — no manual spreadsheets required.
Future_dated_and_pending_change_reports_in_CloudApper_K-12_substitute_management_UKG_Ready
Future-Dated & Pending Change Reports:
See what’s coming and what’s awaiting approval with real-time insights.
Substitute_rate_history_tracking_and_audit_reporting_in_CloudApper_integrated_with_UKG_Ready
Cost Center Synchronization: Automatically pull cost centers and accrual balances from UKG to ensure accurate payroll.
uncovered-vacancy-oversight
Uncovered Vacancy Oversight: Create and monitor administrative vacancies that don’t require substitute coverage.
license-expiry-alerts_in_CloudApper_for_UKG_Ready
License Expiry Alerts: Track substitute license expiration dates and generate automated email notifications.

Trusted by districts simplifying substitute management with UKG.

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Features

See how SubConnect's features automate
substitute management for your district.

Enable employees to share openings through SMS or QR code,
and sync referred applicants directly into UKG.

info-icon Substitute-Teacher
Substitute Teacher Absence Management

Teachers and administrators report, create, and manage full-day, partial-day, multi-day, or custom half-hour absences through web-based or UKG Ready SubConnect tile access, including vacancies without sub coverage and manual admin entries.

info-icon Substitute-Qualification
Substitute Qualification & Intelligent Matching

The system matches substitutes to assignments using skills, certifications, seniority, history, evaluations, auto-aligning to absent employee's position with multi-tiered visibility (Building Preferred, Employee Favorite, School, District).

info-icon Substitute-Teacher
Substitute Teacher Assignment & Scheduling

Automates posting substitute jobs, assignment acceptance/rejection, automatic matching triggers, unique Job IDs for tracking, and acceptance reminders based on reported absences.

info-icon Automated-Substitute
Automated Substitute Notification System

Delivers email, SMS, and mobile alerts to substitutes for available assignments, acceptances, cancellations, key events, with custom group notifications and job reminders.

info-icon Substitute-Self-Service
Substitute Self-Service Portal & Management

Substitutes browse, view, accept/reject qualified jobs, manage availability, non-work days, preferred schools/grades, and set contact method preferences through an intuitive self-service portal.

info-icon Favorite-Substitutes
Favorite Substitutes & Reviews/Ratings

Employees maintain personal favorite substitute lists and provide post-assignment reviews with ratings, integrated into matching algorithms for improved assignment quality.

info-icon Integration-with
Integration with
UKG

Bi-directional sync with UKG handles employees, positions, assignments, payroll, and timekeeping through secure API or SFTP methods for seamless data flow.

info-icon Administrative-Controls
Administrative Controls & Workflow Management

Admins manage absence entry/approvals/modifications, assignment overrides, preferred pool/exclusion setup, long-term tagging, dashboard alerts, and detailed workflow logs at campus/organization levels.

info-icon Analyze-Absence
Analyze Absence and
Substitute Pattern

Generates absence trend reports, substitute utilization analytics, job assignment reports, and custom exports to identify patterns and optimize workforce planning.

info-icon Data-Management
Data Management, Historical
Records & Audit Trail

Maintains comprehensive assignment, absence, response history with detailed logs and full audit trail ensuring compliance and operational transparency.

Trusted by districts, simplifying substitute management with UKG.

Experience how CloudApper AI Recruiter screens, scores, and connects you with top talent in minutes.
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Automate Substitute Request & Management Solution in UKG

Discover how CloudApper SubConnect helps K-12 school districts fill substitute positions faster directly in UKG and reduce administrative workload. Automate substitute requests, match qualified substitutes instantly, notify them through SMS or email, and allow substitutes to manage availability and accept assignments.
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Benefits

See how SubConnect simplifies substitute coverage for your district.

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secure

Secure

Enterprise-grade protection with strong authentication and resilient data safeguards.

user-friendly

User-friendly

Clean, browser-based access across devices teachers, admins, and subs use daily.
scalable

Scalable

Handles large district volumes with fast routing, matching, and notifications.
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Architecture & integration

Built on CloudApper AI to augment UKG — 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 CloudApper AI’s enterprise-grade security and audit framework.

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

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Enhance Your UKG Software & User Experience With Customizable CloudApper Solutions

The CloudApper AI platform makes it easy to create and share custom components, applications, and data exchange connectors for UKG solutions with a code-free designer and powerful features.

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Artificial Intelligence

Empower frontline workers to easily perform tasks & access data through AI-powered messaging.

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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

Easily access CloudApper solutions with a single click from your UKG homepage with our hassle-free SSO authentication.
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Web & Mobile Applications

CloudApper AI automatically creates enterprise-grade web and mobile software with many customization options.
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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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Reports

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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Forms

Digitize your data collection and ditch the spreadsheets by easily creating feature-rich forms using a simple drag and drop editor.

There’s a Lot More That You Can Do With the Platform. Contact Us Today and Schedule a Meeting With One of Our Solution Engineers To See What’s Possible!

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What Our Customers
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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. 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 system.
K-12 districts can streamline substitute requests and coverage by integrating CloudApper’s Substitute Request & Management Solution with UKG. 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 system.
When a teacher submits a time-off request through UKG, 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, 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 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 is complete and compliant.
CloudApper integrates directly with UKG 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 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 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 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.
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, 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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