Overview
If your studio does not have a scheduling integration connected to NetGym, you can now manually track when an approved sub request has been updated in your scheduling system.
This helps you and your managers confirm that the substitute instructor has officially been swapped in on your live schedule.
How to Mark a Sub Request as Added to Live Schedule
You can toggle this from multiple places:
Option 1: From the Sub Request Details Page
Open the approved sub request
Check the box labeled Added to Live Schedule
You’ll see:
The status remains Approved
The toggle reflects that it’s now added
Activity logs show when it was marked and by who
Option 2: From the Calendar View
Go to Sub Board → All Requests
On Calendar view click on the approved sub request
Toggle Added to Live Schedule from the modal
When marked:
A visual indicator confirms it has been added
You can quickly scan the calendar to see which subs are fully completed
Option 3: From the List View
Go to Sub Board → All Requests
On List view use the Added to Live Schedule column to view status
You’ll see:
A checkmark for requests that have been added
Blank for those still needing to be updated in your scheduling system
What Changes When It’s Marked?
Once toggled:
The request stays Approved
It shows as Added to Live Schedule
The action appears in the Activity feed
Managers can easily confirm when subs confirmed in NetGym have been updated in the scheduling system
Important Notes
This feature is only available for studios without a scheduling integration
It does not automatically update your scheduling system
It is a tracking tool to help prevent missed instructor swaps
Users who have Approve Sub Request permissions can toggle Added to Live Schedule
Recommended Workflow for Basic Accounts
Create sub request
Approve sub
Update instructor in your scheduling system
Mark as Added to Live Schedule in NetGym
This ensures:
Clean reporting
Clear manager visibility
No last-minute class surprises