Sub request reasons are the options your team chooses from when they explain why they need a sub. You can hide any of NetGym's default reasons and add your own, so the list fits how your business works.
Permissions:
To view or edit the Account Info section, you need to be the Account Owner, or a Business Admin whose Account Owner has turned on the permission "Manage account info, sub settings, and features".
Other roles can't be given this permission.
How to edit your sub request reasons
Go to Settings (gear icon) in the top nav → Account Info → Sub Settings.
Under Sub Policies, find the Sub request reasons box. It lists the reasons your team currently sees.
Click the pencil icon to open the Sub request reasons window.
Reason changes save as soon as you make them. You don't need to click Update Sub Settings. Click Done when you're finished.
Hide or show a default reason
NetGym's default reasons are at the top of the window. Click the eye icon next to a reason to hide it from your team.
Hidden reasons turn gray, and you can click the icon again to bring one back. It goes back to its original spot in the list.
The default reasons are:
Vacation
Sick/Illness
Injury
Family Emergency
Covering for another teacher - hard class to get covered
Work schedule conflict
Travel
Apartment / Home issue (e.g. water leak, etc.)
Swap
Other
Add a custom reason
Type your reason in the Enter a custom request reason field and click Add. Your custom reasons show up after the defaults. To remove a custom reason, click the trash icon next to it.
Each reason can only be on the list once. If you see This reason already exists, that reason is already on your list, possibly with different capitalization.
Keep "Other" visible if you want your team to be able to write their own reason. Choosing Other opens a text box. If you hide it, they can only choose from your list.
Changing the list doesn't affect existing sub requests. They keep the reason that was chosen when they were sent.
How to require a reason
Below the reasons box is the Reason for request required toggle. When it's on, a reason is required to create a sub request and to reopen one. When it's off, the reason is optional.
Unlike the reasons list, this toggle only saves when you click Update Sub Settings.
Where your reasons show up
Creating a sub request: the Reason for Request dropdown, on the web and in the mobile app.
Reopening a sub request: the Reason for Reopening the Request dropdown. This includes reopening several requests at once from All Requests.
Sub request details: the Original Reason, plus the Reopened Reason if the request was reopened.
All Requests download: the Reason column in the CSV file.
AI Subbing Insights: if your account has AI insights, you can ask questions like "What was the most common reason people submitted a sub request last month?"
Time off in the mobile app: if you use Time Off, the reason list on a time off request in the app uses your sub request reasons. Time Off on the web has its own reason list.
Who can see the reason?
The Original Reason is only shown to management and the person who requested the sub. Instructors who are invited to pick up the request don't see it. The Reopened Reason is different: on the web, anyone who can open the request sees it in the request details.