Instructor covers

An instructor cover means another staff member teaches an instructor’s classes on chosen dates. Use it when an instructor is ill or on holiday.

A cover changes who teaches one session. It does not change the class’s own instructor.

What a cover does

The class card shows the cover. On each covered date, the class card on the register shows who is covering for whom.
The covering instructor sees it in their daily brief. Their daily brief email lists the classes they cover that day.

View covers

Select Module Settings, then Instructor Covers.

Each cover shows as a card with:

The register name.
The class time and the date.
The instructor who is away, and the staff member covering for them.
An edit icon and a cancel icon.

Type in Search by instructor or register to find a cover. When there are none, the page shows No instructor covers found.

Add a cover

Select Add Cover.
Choose the Register.
Choose the Instructor to Cover. The list shows the instructors who teach classes in this register.
Choose the Covering Instructor. The list shows every staff member except the instructor you chose.
Set the Start Date and End Date. The start date cannot be in the past. The end date cannot be before the start date.
Choose the Availability:
- All Day: every class of this instructor in the date range.
- Specific Time: only classes that start at or after the Start Time and end at or before the End Time.
Under Classes to Cover, tick each session to cover. Each row shows the Date, the Time and the Class Average. Tick at least one.
Select Submit.

Result: Swimio shows Instructor cover created successfully and returns to the covers list. Swimio makes one cover for each session you ticked.

If you change the Register or the Instructor to Cover, Swimio clears the choices below it. If you change the dates or the availability, Swimio clears the ticked sessions.

Which sessions are listed

The Classes to Cover list shows the sessions of the instructor’s classes that run in the date range. A session that already has a cover is left out. A session on a closed date, or a cancelled session, is left out. When there are none, it shows No classes found in the selected date and time range.

Change who covers

On the cover’s card, select the edit icon. The Edit Instructor Cover window opens.
Choose a new staff member in Covered By. It cannot be the instructor who is away.
Select Save.

Result: Swimio shows Instructor cover updated successfully.

You can only change the covering staff member. To change the date or the session, cancel the cover and add a new one.

Cancel a cover

On the cover’s card, select the cancel icon.
Swimio asks Cancel Cover? Select Yes, cancel it. To keep it, select No, Keep the cover.

Result: Swimio shows Instructor cover cancelled successfully. The instructor teaches the session again.

Common problems

Problem	Why it happens	What to do
An instructor is missing from Instructor to Cover	They teach no class in the chosen register.	Check the register.
No classes found in the selected date and time range.	The instructor has no sessions in the range, they are all covered already, or Specific Time leaves them out.	Widen the dates, or choose All Day.