Scout AutoCovers - User Guide¶

Welcome to Scout AutoCovers! This guide will help you understand how to request class covers, respond to cover opportunities, and manage the cover workflow.

📋 Table of Contents¶

1. What is Scout AutoCovers?
2. Getting Started
3. For Instructors: Requesting Covers
4. For Instructors: Accepting Cover Opportunities
5. For Managers: Approving Cover Requests
6. Using Leslie - The Slack Bot
7. Notifications & How to Receive Them
8. Dashboard Features
9. Frequently Asked Questions

What is Scout AutoCovers?¶

Scout AutoCovers is an automated system that helps manage class coverage when instructors can't make it to their scheduled sessions. Instead of manually texting or messaging around to find a replacement, the system:

• ✅ Matches qualified instructors to classes based on teaching history
• ✅ Notifies available instructors via Slack or SMS
• ✅ Tracks responses and confirmations in one place
• ✅ Syncs confirmed covers back to your Momence schedule
• ✅ Keeps managers informed with approval workflows and reports

Think of it as a smart assistant that handles all the coordination of finding class covers!

Getting Started¶

Logging In¶

Scout AutoCovers uses magic link authentication - no passwords needed!

1. Go to the login page (your manager will provide the URL)
2. Enter your email address (the one registered in Momence)
3. Check your email for a secure login link
4. Click the link - you'll be logged in automatically!

The link expires after 48 hours and can only be used once for security.

💡 First time logging in? Your account will be created automatically when you click the magic link!

Your Profile¶

Once logged in, the system knows:
- Your classes and schedule (synced from Momence)
- What types of classes you're qualified to cover
- Your Slack account (if you have one)

For Instructors: Requesting Covers¶

When You Need a Cover¶

There are three ways to request a cover:

Option 1: Through the Web Dashboard¶

1. Log in to the Scout AutoCovers dashboard
2. Click "Request Cover" from the menu
3. Choose your request type:
   - Single Class: For one specific class
   - Multiple Classes: For several classes over a date range
4. Fill in the details:
   - Select the class (or date range)
   - Explain why you need coverage (illness, vacation, etc.)
   - Add any notes for the covering instructor
5. Submit!

Option 2: Chat with Leslie on Slack¶

Leslie is our AI-powered Slack bot. Just send a direct message:

"Hi Leslie, I need a cover for my Friday morning yoga class"

Leslie will:
- Understand what you're asking
- Show you the class details
- Confirm before creating the request

See the Using Leslie section for more details!

Option 3: Ask Your Manager¶

Managers can request covers on your behalf through the dashboard.

What Happens After You Request?¶

Here's the complete flow:

Step 1: You submit cover request
   ↓
Step 2: Manager reviews and approves (or declines)
   ↓
Step 3: System notifies qualified instructors via Slack/SMS
   ↓
Step 4: Instructors respond (accept or decline)
   ↓
Step 5: Manager selects the best instructor
   ↓
Step 6: Cover is confirmed and synced to Momence

Tracking Your Requests¶

You can track your cover requests in the dashboard:

• View all your requests in the "Covers" section
• Check status - Pending, Approved, Confirmed, etc.
• See who responded - View which instructors accepted or declined
• Get updates - The system will keep you informed via Slack or email

For Instructors: Accepting Cover Opportunities¶

How You'll Be Notified¶

When there's a cover opportunity you're qualified for, you'll receive a notification via:

• 🔵 Slack Direct Message (if you have Slack)
• 📱 SMS Text Message (if configured)
• 📧 Daily Digest (summary of available covers sent to class-type channels)

Responding to a Cover Request¶

Method 1: Via Notification Link¶

Each notification includes a secure link. Click it to see:
- Class details (time, type, location)
- Why coverage is needed
- Any special notes from the requesting instructor

Then choose:
- ✅ Accept - You're available and want to cover
- ❌ Decline - You can't make it

You can add notes when responding (e.g., "Happy to help!" or "Out of town that day").

Method 2: Through the Dashboard¶

1. Log in to the dashboard
2. Go to "Available Covers"
3. Browse opportunities:
   - Your Eligible Covers - Classes you're specifically qualified for
   - Other Available Covers - All other open covers
4. Click "Express Interest" to accept

What Happens After You Accept?¶

1. Manager is notified of your acceptance
2. Manager selects the final instructor (if multiple people accepted)
3. You'll be notified if you're confirmed
4. The class appears in your Momence schedule automatically

💡 Plan B System: The system tracks all responses, so if the first choice falls through, managers have backup options ready!

For Managers: Approving Cover Requests¶

As a manager, you have full oversight and control over the cover process.

Your Dashboard View¶

When you log in, you'll see:

• 📊 Summary stats - Pending, approved, and confirmed covers
• 🔔 Pending requests - Covers awaiting your approval
• 📋 All cover activity - Complete list of all cover requests
• 👥 Instructor availability - Who's responded to what

Approving or Declining Cover Requests¶

Individual Requests¶

1. Click on a cover request to view details
2. Review the information:
   - Who requested it and why
   - Class details
   - Eligible instructors
3. Choose an action:
   - ✅ Approve - System will notify eligible instructors
   - ❌ Decline - Request is closed (you can add a note explaining why)
4. Add manager notes if needed

Bulk Requests (Multiple Classes)¶

When an instructor requests covers for multiple classes, they're grouped together:

1. View the group in "Pending Groups"
2. See all classes in the date range
3. Approve or decline all at once, or
4. Approve/decline individually if needed

Selecting the Final Instructor¶

After approval, instructors will start responding. When you're ready to confirm someone:

1. View the cover request in the dashboard
2. See all accepted responses in the "Instructor Responses" section
3. Click "Select & Confirm" next to your chosen instructor
4. Done! The system will:
   - Mark the cover as confirmed
   - Sync the change to Momence
   - Notify the selected instructor
   - Close the request to other instructors

Creating Covers for Others¶

You can request covers on behalf of any instructor:

1. Go to "Request Cover"
2. Select the instructor from the dropdown
3. Fill in the details as usual
4. Your request goes straight to "Approved" (skipping manager approval since you're the manager!)

Using Leslie - The Slack Bot¶

Leslie is your AI-powered assistant in Slack. She makes requesting covers as easy as having a conversation!

Getting Started with Leslie¶

Don't see Leslie in your Slack apps yet? No problem! Here's how to start chatting:

1. Click the "+" button next to "Direct Messages" in your Slack sidebar
2. Type "Leslie" in the search box
3. Select Leslie from the list of apps/bots
4. Send a message like "Hi" or "Help" to start the conversation

Alternatively, you can search for @Scout's Leslie anywhere in Slack and click on her name to open a direct message. Once you've messaged her once, Leslie will appear in your Direct Messages list for easy access!

What Leslie Can Do¶

1. Answer Schedule Questions¶

You: "What are my classes this week?"
Leslie: [Shows your upcoming schedule from Momence]

You: "When do I teach next?"
Leslie: "You're teaching Reformer on Wednesday at 6 AM 🌅"

2. Request Covers¶

Just describe what you need in natural language:

You: "I need a cover for my Friday morning yoga class"
Leslie: [Shows class details]
      "This looks like:
      - Yoga Flow
      - Friday, Jan 17 at 9:00 AM
      - Scout Studio Downtown

      Should I create this cover request?"

You: "Yes, I have a doctor's appointment"
Leslie: "✅ Cover request created! A manager will review it soon."

3. Check Request Status¶

You: "What's the status of my cover requests?"
Leslie: [Shows all your pending and recent covers]

4. Bulk Requests¶

You: "Can someone cover all my classes next week? I'm going on vacation"
Leslie: [Lists all your classes for the week]
      "Should I create cover requests for all 5 of these classes?"

Tips for Talking to Leslie¶

• ✅ Be natural - Talk like you would to a colleague
• ✅ Be specific - Mention class type, day, or time
• ✅ Confirm details - Leslie will always ask before creating requests
• 🔄 Start fresh - Send a new DM to Leslie to start a new conversation
• ❌ Cancel anytime - Type "cancel" or "start over" to reset

Leslie's Daily Digests¶

Leslie also sends automatic summaries to class-type channels (YOGA, REFORMER, etc.):

• 📅 Daily at configured times (set by your manager)
• 📋 Lists all open covers for that class type
• 🔗 Includes quick response links
• ⚡ Instant alerts for last-minute covers (within 24 hours)

Notifications & How to Receive Them¶

The system uses multiple channels to make sure you don't miss cover opportunities:

Slack Notifications¶

If you have a Slack account:

Direct Messages¶

• Individual cover opportunities sent directly to you
• Personalized with class details
• One-click accept/decline buttons
• Instant delivery when covers are approved

Channel Digests¶

• Posted to class-type channels (YOGA, REFORMER, etc.)
• Daily summaries of available covers
• Great for browsing opportunities
• Time can be configured per channel (e.g., YOGA at 8 AM, REFORMER at 10 AM)

Instant Alerts¶

• For urgent, last-minute covers (within 24 hours of class time)
• Posted to relevant channels automatically
• Sent every 15 minutes until covered
• Marked with ⚡ emoji for visibility

SMS Text Messages¶

For instructors without Slack or as a backup:

• Cover opportunities sent via SMS
• Includes link to respond
• Configurable per instructor

Email Notifications¶

• Magic link login emails
• Manager notifications for new requests
• End-of-day reports (optional)

Configuring Your Preferences¶

Talk to your manager about:
- Whether you want Slack DMs, SMS, or both
- Which types of classes you want to be notified about
- Any special preferences or blackout dates

Dashboard Features¶

Main Dashboard (Home)¶

After logging in, you'll see different views based on your role:

For Instructors:¶

• Your upcoming covers - Classes you're covering for others
• Your cover requests - Covers you've requested
• Available opportunities - Open covers you can accept
• Quick stats - Summary of your activity

For Managers:¶

• Pending approvals - Requests waiting for review
• Active covers - Currently open and seeking instructors
• Confirmed covers - Finalized and scheduled
• All instructor activity - Complete oversight

Covers List¶

Filter and view covers by:
- Status - Pending, Approved, Confirmed, Declined
- View mode:
- All requests
- Groups (bulk requests)
- Individual requests
- Covers you've accepted
- Search - Find specific instructors or classes

Available Covers¶

Browse all open cover opportunities:
- Eligible for You - Classes you're qualified to cover (shown first)
- Other Available - All other open covers
- Quick actions - Express interest with one click
- Class details - See full information before committing

Schedule View¶

See your complete teaching schedule:
- Classes you're teaching
- Classes you're covering
- Integrated from Momence
- Calendar view

Reports (Managers Only)¶

• End-of-Day Reports - Daily summary of cover activity
• Instructor Analytics - Response rates, coverage statistics
• Historical Data - Past covers and trends

Frequently Asked Questions¶

General Questions¶

Q: How do I know if my cover request was approved?

A: You'll receive a notification, and the status will change to "Approved" in your dashboard. You can also check anytime by logging in and viewing your requests.

Q: Can I cancel a cover request?

A: Contact your manager. They can decline or cancel the request from the dashboard.

Q: What if no one accepts my cover request?

A: Managers can manually assign an instructor, expand the eligible pool, or reach out personally. The system also sends reminder notifications.

For Instructors¶

Q: I accepted a cover but changed my mind. What do I do?

A: Contact your manager immediately. If the cover hasn't been confirmed yet, they can remove your acceptance.

Q: Why didn't I get notified about a cover opportunity?

A: You might not be in the eligible pool for that class type. This is based on your teaching history. Talk to your manager if you think you should be eligible.

Q: Can I see all available covers, even ones I'm not eligible for?

A: Yes! Go to "Available Covers" in the dashboard. Eligible covers appear first, but you can scroll down to see "Other Available Covers."

Q: How does the system know what classes I can cover?

A: It's based on your teaching history in Momence. If you've taught a class type before, you're generally eligible to cover it.

About Leslie (Slack Bot)¶

Q: Does Leslie understand everything I say?

A: Leslie uses AI to understand natural language, but works best with clear requests. If confused, she'll ask for clarification!

Q: Can I request covers for someone else through Leslie?

A: Not yet - only managers can request covers for others. But you can always ask your manager!

Q: What if Leslie creates the wrong cover request?

A: The request still needs manager approval, so your manager can catch any mistakes. You can also contact your manager to fix it.

Q: How do I reset my conversation with Leslie?

A: Just send a new direct message to start fresh, or type "cancel" or "start over" in your current conversation.

For Managers¶

Q: Can I edit the eligible instructors for a cover?

A: Yes! When viewing a cover request, you can add or remove eligible instructors before approving.

Q: What happens if multiple instructors accept?

A: Great problem to have! You'll see all accepted responses and can select the best fit. The others remain as backup options.

Q: How do I configure notification times for different channels?

A: In Slack Settings (accessible from the dashboard), you can set digest times for each class-type channel.

Q: Can I approve a group of covers partially?

A: Yes! When viewing a cover request group, you can approve or decline individual requests, or all at once.

Q: How do I know if a cover was synced to Momence?

A: Check the cover detail page. It will show the sync status and any errors if the sync failed.

Technical Questions¶

Q: What if I don't have a Slack account?

A: You can still receive SMS notifications and use the web dashboard. All core features work without Slack!

Q: My magic link expired. How do I get a new one?

A: Just go to the login page and request a new link with your email. You'll get a fresh link in seconds.

Q: I'm not getting notifications. What should I check?

A:
1. Verify your email address is correct in Momence
2. Check your Slack notification settings
3. Ask your manager to verify your notification preferences
4. Check spam/junk folders for emails

Q: The system says I'm not eligible for a cover, but I've taught that class before. Why?

A: The eligibility is computed from Momence data. It might need to be refreshed, or there could be a mismatch. Contact your manager to update your eligibility.

Getting Help¶

Need Assistance?¶

• For cover-related questions: Contact your manager
• For login issues: Request a new magic link or contact your manager
• For Leslie questions: Type "help" in your Slack DM with Leslie
• Technical issues: Report to your manager, who can escalate to technical support

Quick Tips for Success¶

✅ Check your schedule regularly - Especially if you requested covers

✅ Respond promptly - Cover opportunities may be time-sensitive

✅ Be clear in your requests - Include all relevant details and reasons

✅ Keep Slack notifications on - So you don't miss opportunities

✅ Update your availability - Let managers know if you have blackout dates

Appendix: Status Reference¶

Cover Request Statuses¶

Instructor Response Statuses¶

Welcome to Scout AutoCovers!¶

We hope this guide helps you navigate the system with confidence. Remember:

• 🤖 The system is here to make your life easier
• 💬 Leslie is always ready to help in Slack
• 🎯 Managers are there to support you
• 📱 Notifications keep you informed
• ✅ Everything is tracked in one place

Have a great class! 🧘‍♀️🏋️‍♂️

Last updated: January 2026