1. Size it from actual coverage
Work backwards: how many shifts must you cover urgently per week? Multiply by 3–5 for the minimum pool. Bigger pools improve answer rate but need more upkeep.
Guide · Substitute pool
Building a substitute pool that actually answers
A pool isn't a list – it's a living resource. Here's how to build one that answers when needed, not just on paper.
Contents
- 1. Size it from actual coverage
- 2. Priority tiers, not a flat list
- 3. Log answer rate automatically
- 4. Rotate in new candidates continuously
- 5. Be transparent about automation
2. Priority tiers, not a flat list
Split the pool into tiers: internal subs, external freelancers, seasonal staff. Call in tier order so you don't disturb externals when internals can take the shift.
- Tier 1: Internal subs with delegation at the unit
- Tier 2: Other internal subs
- Tier 3: External freelancers and seasonal pool
3. Log answer rate automatically
Without data the pool becomes a guess. Tidvis Staff stores answer rate, acceptance rate and response time per substitute so you see who actually contributes.
4. Rotate in new candidates continuously
Set up a monthly routine: invite new candidates, pause those silent 60+ days, contact inactives for status. A static pool loses 20–30% per year.
5. Be transparent about automation
At signup: clearly state that substitutes may receive automated calls about shifts. No surprises = higher acceptance and less support load.
Ready to activate the pool?
We'll help you import the candidate list and set up priority tiers in a joint workshop.