How do I Enter an Absence?

Creating an absence as an Employee is simple and fast. Depending on your needs, you can "Quick Create" absences, enter multi-day absences, and customize sub details such as notes, file attachments, and custom sub times. 

Topics Covered in this Article

• Creating an Absence (Quick Create)
• Adding Notes, Upload Files, Pre-arrange Subs, or Edit Sub Times
• Adding Additional Details

Creating an Absence (Quick Create)

First, Log into the Red Rover website at app.redroverk12.com.

1. In the Create Absence section of the homepage, click SELECT DATES.
   
2. Select your dates, by clicking on all of the dates of your absence on the "Create Absence" calendar.
   
3. Click anywhere in the Create Absence box to close the calendar and continue to enter the details of your absence. In the Times drop down, choose if your absence is for a Full Day, Half Day AM, Half Day PM, or a custom Hourly absence. (Not all districts permit hourly absences.)
4. Click the Reason dropdown, and select the reason for your absence.
   (The options in the "Select a reason" dropdown vary by each school district.)
5. If your settings allow, choose whether your absence will require a substitute and whether a sub is needed for the Entire Absence or a portion of the absence.

6. Finally, click QUICK CREATE to submit your absence or select Add Additional Details to enter additional options (explained below).

   

If you chose Quick Create, that's it. You will receive your absence confirmation number and Red Rover will take it from there!
 

Adding Notes, Upload Files, Pre-arrange Subs, or Edit Sub Times

If you prefer, you can add additional details to your absence instead of using the "Quick Create" option. This will allow you to add notes, upload files, pre-arrange subs, and edit sub times.  

• There are multiple options for adding additional details to an absence.
  OPTION 1: Click ADD ADDITIONAL DETAILS to the left of the Quick Create button before creating the absence.

  
  OPTION 2:  Click on the Absence Confirmation number in the list of Scheduled Absences.
  
   

• Additional Details will appear below, and the Schedule Details section for the substitute will open on the right. (All fields are optional. Be sure to click CREATE in the bottom right when you're finished.)
  

Adding Additional Details

You may optionally add or edit details like notes for the administrator or substitute, specify day-by-day absence info, and pre-arrange a sub. Use the legend below for direction on how make these updates.

1. Notes to Sub: Leave notes for the sub like "Lesson Plans are in my top drawer." These notes are visible to you, the sub, and the admin.
2. Add Files: Upload files like lesson plans or seating charts for your sub to download by clicking ADD FILE(S) OR DRAG HERE.
3. Pre-arrange subs: Your district may allow you to Pre-arrange a sub for your absence. To do so, click the PRE-ARRANGE button. You will see a list of available substitutes. ("Favorite subs" will have a next to them.) Click the ASSIGN button to assign a sub to the job.
   

Important

Before selecting a substitute, use the sub's provided phone number to call and confirm they're willing to sub for your absence.

4. Edit Schedule Details: Your district may allow you to also Edit the Schedule for each day of the absence. Use this option to adjust sub times and school locations if you work in multiple buildings. 
   

You can change the times/locations for the sub without changing your absence times. For example:

• A full day absence that only requires a sub for half of the day.
• When the sub's times/locations don't match the employee's standard times/locations.

If you make a change, click the SAVE button.

5. If the absence reasons, times, and sub requirements for all days are the same, keep these boxes selected. If they are different, de-select these boxes and enter the time and absence reason for each day.
   
6. You can also leave notes to the Administrator. These notes are visible to you and any administrator viewing your absence. Note: Some absence reasons require Notes for the Administrator.
7. Finally, be sure to click the CREATE button.

Important!

You are not finished until you see that you have a confirmation number. Once you have a confirmation number, you will see the absence appear on your schedule.