Supply Teachers
A supply teacher booking system for a council’s schools.
It’s 6pm and a primary school needs a supply teacher for tomorrow. The regular teacher is off sick and the school office has closed. Someone has to find a qualified teacher who’s available, check they meet the Agency Workers Regulations, book them, approve the timesheet and process it through payroll.
At a glance
- Real-time availability
- Instant bookings
- AWR compliance
- Timesheets and payroll
Before this system, that meant phone calls, spreadsheets and manual tracking. The council’s team spent hours matching schools with supply staff, working out qualifying weeks under the regulations and reformatting timesheets for payroll. Schools waited, supply staff waited, and the workload grew with every booking.
Built for this operation
We worked closely with the council’s supply service team, school representatives and supply staff. A gap analysis set out exactly what the system needed to do, and it does all of it.
Compliance built in
Qualifying weeks under the Agency Workers Regulations are tracked automatically for every supply worker.
Live availability
Schools see who is available at any time of day, and supply staff receive and accept bookings straight away.
Timesheets processed automatically
Approved timesheets flow through without being retyped.
Connected to payroll
Timesheet data goes to payroll in the format it needs.
Booking fees calculated
The fee for each booking is worked out by the system.
Schools and supply staff took part in beta testing, and we stayed close during rollout so everyone was trained and confident.
What changed
Booking time went from hours to minutes. Work that used to be done by hand, from tracking the regulations to processing timesheets and calculating fees, now happens automatically, which frees the team to focus on the quality of the supply pool.
In use since February 2022, the system keeps the borough’s schools staffed while maintaining compliance and reducing costs. Schools get the staff they need, supply staff get consistent work, and the council has a service that grows with demand.
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Booking time went from hours to minutes.
