ASÕP – Substitute Teacher Information System
ASÕP brings schools, preschools, and substitute teachers together in a single platform: from submitting requests to applying for assignments and confirming classes—along with notifications and the data needed for billing.
Education · Information System
Finding Substitute Teachers and Managing Workflow in a Single System
Client
ASÕP, a nonprofit organization, is a social enterprise that provides substitute teachers and new teachers who are changing careers to schools and preschools.
Need
Substitute teachers are often needed on short notice—for different dates, subjects, numbers of class periods, and special conditions. Previously, coordination was scattered across emails, phone calls, and spreadsheets, making it difficult to keep track of statuses, candidates, and payment details.
Solution
In collaboration with the client, we developed a web application for ASÕP where each party has its own clear overview. Schools and preschools create requests, teachers apply for suitable opportunities, and administrators oversee the process. The system sends notifications, helps confirm classes, and prepares data for billing.
Who uses the system
The platform features separate views for schools and preschools, substitute teachers, and service administrators. Each user primarily sees the information relevant to their work.
| Role | What Can Be Done |
|---|---|
| School / Preschool | Creating orders, viewing candidates, selecting candidates, confirming lessons |
| Substitute Teacher | Viewing job postings, applying, calendar, profile, feedback |
| Service Manager | Order Processing, User Management, Accounting, and Overview |
How the Workflow Works
A school or preschool creates a request—including subjects, dates, a schedule, and any additional requirements. The system sends the requests to suitable teachers.
The teacher views the job postings, selects suitable dates from the calendar, and applies. The school reviews the profile and makes a selection. Once the substitution is confirmed, the classes are finalized and the information is forwarded for payment processing.
Result
- Less manual coordination and email correspondence.
- Faster identification of a suitable substitute teacher.
- A clear overview of orders, teachers, and billing.
- A unified workflow for schools, teachers, and the ASÕP team.
Integrations
ASÕP is integrated with other systems to reduce duplicate data entry.
| Connection | Why |
|---|---|
| Merit | Preparation of Invoices and Payroll |
| Brevo | Email Notifications and Preference Management |
| Smart-ID / eID | Identifying Substitute Teachers |
| TÖR / EMTA | Synchronizing Work Data |
| EHIS | Verification of Substitute Teachers’ Educational Background |
| KAR | Background Checks on Teachers |
Screenshots
Working with Erkky has given me the firm conviction that no challenge will remain unsolved. With him, it’s not a question of “can it be done,” but “how can it be done.” He responds quickly, always thinks proactively, and offers solutions I wouldn’t have come up with on my own. What I value most is his ability to make complex IT topics simple and easy to understand. Even if you’re unfamiliar with the technical world, you always feel like you understand what’s going on and why things are being done a certain way. In addition, Erkky is a reliable and calm partner you can count on, even when things get hectic or unexpectedly complicated. Thanks to him, development feels like a natural part of the company’s growth, rather than something complicated or intimidating.
Is coordination still done using spreadsheets and emails?
Would you prefer to contact us directly? +372 5604 1575 erkky.tugim@codeteam.ee