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Tech support: 1-800-319-4278

Substitute How To: Online

Table of Contents Setting up your Account........................................................................... 2

Viewing and Accepting Jobs...................................................................... 6

Changing Personal Information................................................................. 9

Viewing Payroll........................................................................................12

Commitments..........................................................................................15

Phone “How To”......................................................................................16

FAQ’s..................................................................................................... 17

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A. Open your web browser and in the address bar type www.willsub.com

B. Logon with your PIN and ID C. Welcome to your home page!

On this page you will find a lot of information in one place:

Also displayed is a quick glance at all days you are scheduled to work, for whom, the location of the assignment, the duration of the assignment, and any notes for that job.

Tip: Use this screen to quickly glance at your schedule and see what jobs are available.

1. When you first logon, please go first to Information, and ‘My Information’ to double check your name, address, etc.

2. If you need to change any of your

contact information, ie. Phone number, email address, etc... You will need to make those changes through your Applitrack account. Instructions on accessing your Applitrack account will be provided on page 9 of this guide.

3. Any changes in your name will

require verification by our compli-ance department per federal law. Please contact our offices at 877-855-7264 for instructions on how to do this.

4. You are assigned a PIN, but if you

would like to change it to some-thing you will remember more eas-ily, click on the ‘Change PIN’ and follow the instructions.

Tech support: 1-800-319-4278


Link to available jobs.

Your name

Click to change PIN

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Information Menu: My Preferences—Calling This menu item will allow you to cus-tomize your preferences for when you would like the system to call you. This is strictly used for the calling module part of the system. If you check the “no phone calls at all” box you will not receive any calls from Willsub. If you would like to limit the days that the phone system will call you, please check the appropriate days under the ‘Don’t call me on:’ section. Use the pull down menus to customize your calling schedule, and check the days you would like the system to hold off phone calls. If you have a number listed in the cell phone field in your ‘My Information’ section, the next section pertaining to text message alerts will be visible. If you need to add a cell number, see page 9 of this guide

Substitute How To: Online Tech support:

1-800-319-4278

Information Menu: My Preferences—Text Messages To make yourself eligible to receive text message alerts for available jobs on your cell phone, check the box next to “Send Text Notifications”. From there, you will need to select your cell provider, as well as to set your prefer-ences for the times in which you would like to be texted for available jobs. After checking the box, and clicking ‘Update’, you will receive 2 text messages with information on enabling text message alerts. If you have requested that you receive text message alerts, but haven’t re-ceived the verification text message, you can request that it be resent by selecting the “Click Here” link next to your cell provider.

Notice: You will only be available to sign up for text message alerts if you have a number listed in the Cell Phone field of the ‘My Information’ menu . See page 9 of this guide to update this information.

You are able to set different preferences for jobs which are today/tomorrow vs. jobs further in the future.

Please note that depending on the start date of the request, the text alert may come from a different addresses. This will allow you to customize your phone’s alert tones for different priority jobs.

Manually enable text message alerts by entering the verification code that you were sent into the text box and click ‘Submit’.

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Information Menu: Text Messages cont’d After indicating in Willsub that you would like to receive text message alerts, you will receive a text message with a link to enable and authorize text message alerts from Willsub. By clicking the link, you are making your-self eligible to receive text message alerts for available jobs.

Substitute How To: Online Tech support:

1-800-319-4278

Click to view and accept job.

After you have made yourself eligi-ble for text message job alerts, when a job is available to you, a text will be sent to you indicating the type of job, location, date/time, and a link to accept the job. Clicking the link will take you to Willsub where you will login to view and accept the job you were text messaged regarding. If your cell phone doesn’t have internet access, you can simply login to your Willsub account as you nor-mally would, to view and accept the job for which you were alerted. (Further details on accept-ing jobs in Willsub can be found on page 7 of this guide)

Notice: Normal message and data rates may apply. These rates however will be no different than what you are charged for normal text message or data usage. In other words, when you use our text message services, the only cost to you is whatever your wireless provider charges you to send and receive text mes-sages. If you have an unlimited text messaging plain, then there will be no additional cost. If you do not have an unlimited plan, then your charges will be determined based on your plan with your wireless pro-

Click the link or enter the code into your Willsub account to enable text message alerts.

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Information Menu: School Preferences: This menu item allows you to customize each available school to your specifications. You can access this section by selecting ‘Worksite Choices’, and ‘School Preferences...’ To add a new school, change the ‘Building Selec-tion’ to ‘All Available Buildings’, bringing up a list of all available schools. By clicking into the blue underlined school name, you will come to the menu on the next page.

Information Menu: Worksite Choices cont’d: After selecting a district that you would like be available in, you must check the box for “Select for Work” to have the buildings in this district be available for you to select.

Tech support: 1-800-319-4278


Notice: New Sub Teachers will be made available in all school buildings in the district and position for which they applied. To adjust these preferences, see the section on ‘School Preferences...’ on the next page.

Information Menu: Worksite Choices This menu item allows you to customize each available school to your specifications. To view or add available school districts to your profile, select ‘District Choices...’ By clicking into the blue underlined school district, you will come to the next menu where you can indicate whether or not you would like the build-ings in that school district to be available for you to select.

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Information Menu: In addition to setting up your Willsub employ-ment preferences, the information tab provides valuable information ranging from pay dates, PCMI renewal information, additional training documents, employment compliance status, and other informational items. You are encouraged to explore these additional items in the Infor-mation menu.

Tip: The ’Building Rank’ system is based upon a 1,2,3 system; 1 is the most desirable, 3 is the least desir-able. Subs often use this for a dis-tance limiter, or maybe they just have favorite schools. If you would like to work at a specific school whenever a job is available, mark that school as a 1. For schools you may not want to work at as often, but still want to be included on their list, mark those a 3.

Information Menu: School Preferences contd. This menu utilizes drop down boxes to give you choices as to what substitute categories that you’d like to work at that school, job preferences, and how you rank the school. To change any of your preferences, select the cor-responding drop down box and click ‘Update’ to save your updated preferences. You are also able to view the rates of pay for the available substitute positions.

PCMI status

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Rate of pay for this district and category

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Now that you’ve double checked your personal information and set your preferences, let’s explore the menus! Requests: View Available This menu item will allow you to see available jobs in detail. Available jobs can be viewed either through the request menu, or through the link on your home page. As you can see, there is one job available at this time. Click the link and it will take you to your available jobs. Upon clicking this link or selecting ‘View Avail-able’ in the Request Menu, you will be di-rected to all current open jobs. By selecting the ‘Date’ link, the details of this open job are shown. After reviewing the details of the open re-quest, you have the option of Accepting or Declining the job. Select the ‘Accept Request’ if you would like to accept the job, or ‘Decline Request’ if you would like to decline the job. To view other available jobs before making a decision, simply hit the back button in your browser, or select ‘View Available’ in the Re-quest Menu.

Upon accepting an available job online, a screen will display alerting you that your response has been submitted. If the re-quest is successful, the job will display on your home page with the rest of your current jobs momentarily. If the job does not display on your homepage in your cur-rent job list, the job was accepted by an-other substitute before you had finalized accepting the request.

Tech support: 1-800-319-4278


Mobile Willsub Job View

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Requests: View All My Jobs This menu item will allow you to see all jobs which you have accepted, or have otherwise been assigned to. This will allow you to see jobs that have already been worked, as well as jobs in the that you have scheduled in the future. By selecting the Ref. number link, you are able to view more information regarding the job that you are scheduled for.

By clicking the reference number of the assignment, you are able to view details specific to the job. You are able to view the employee that you will be a substitute for, the location and subject, as well as the hours that the job is for. Additionally, you are able to view any notes pertinent to the assignment that were left by the teacher and/or school. If something happens where you are unable to work an accepted assignment, you will need to select ‘Re-Open’ to cancel yourself from that job, and to allow another substitute to accept the assignment. You will be asked to provide a reason for the cancellation.

Tech support: 1-800-319-4278


Click to view more details about the job.

*** Sub Cancellations *** You may cancel and re-open a scheduled job until 1 hour prior to the start of the job. If you need to cancel a scheduled job within an hour of the job start time, you will need to contact the school directly to cancel. If you do cancel a job, a commitment is created in your Willsub account, and until you delete that commitment, you will not be notified of any new available jobs for that day. For snow days, please watch your local news for schools closings, since schools will not pay for travel time on a snow day that is broadcast on local news channels and radio stations.

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Changing your Personal Information: To change your contact information in your Willsub account, you will need to first up-date this information in your Applitrack ac-count. To quickly and easily access your Applitrack account, select the ‘Infiormation’ tab, and ‘My Information’. Select the link “Click here to update information in Applitracks”

Click “Login” to access your Applitrack account.

Tech support: 1-800-319-4278


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Changing your Personal Info cont’d: To login, enter your current email address, and Applitrack password. After logging in, click the ‘Edit’ button to edit your personal information.

To change your email address, select Step 1 “Personal Info” Click “Finish and Submit” to confirm changes and exit. If you would like to make additional changes, select another step from the navigation menu, or pro-ceed to the next page.

Tech support: 1-800-319-4278


Enter new email address, and confirm in the next box

Click to confirm changes and update your information.

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Changing your Personal Info cont’d: To change your address or phone number, select Step 3 “Postal Address”. Make any desired changes to your address or phone number(s). Click “Finish and Submit” to confirm changes and exit. If you would like to make additional changes, select another step from the navigation menu, or proceed to the next page.

Willsub allows you to easily change the phone number that the calling system will use to alert you of available jobs. You are able to have up to 3 different numbers to choose from, and the available numbers will be listed next to the phone type(Home, Cell, and Work). To change the phone number that Willsub will call for available jobs, simply select the drop-down box for ‘Job Call Number’, and change the phone type to the desired option. Click ‘Update’ to save changes.

Tech support: 1-800-319-4278



Enter multiple phone numbers to be able to change between differ-ent numbers in Willsub. **See below for how to change numbers in Willsub**


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Requests: View Payroll Transactions This menu item is your allows you to view all pay transactions, and provides you with access to view your actual pay stubs. Each period ending date will be listed as shown. If you click into the blue ID number, you will see the detail of that pay transac-tion as shown below. Listed is the job reference number, date, location of the job, amount of time worked, and the authorized pay for each job that was authorized for that pay period. You are only able to view gross pay amounts in your Willsub account. To view your complete pay stub, select the ‘Click here’ link to access your DynamicHR account (See next page for details) If there is a job that was worked prior to the period ending date that you do not see on your pay transaction, verify that the job was authorized for pay, as PCMI cannot issue pay for a job until the district author-izes us to do so. On page 14, you will see how to verify that a job has been author-ized for pay.

Tip: If you would like a printed pay stub, it can be accessed from this screen by logging into your Dy-namic HR payroll account.

Tech support: 1-800-319-4278


Click link to access current paystubs with DynamicHR.

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Viewing Paystub information: After clicking the link to access your Dynamic HR payroll account, you will be required select and answer three security questions the first time that you access this account. After answering these questions, click ‘Continue’ to access your payroll ac-count. DynamicHR Payroll Account: After answering the 3 security questions, you will be able to view your detailed pay stub, including all taxes and any other de-ductions from your deposits. You can view past payments, W2’s, and many other items related to your pay from PCMI.

Tech support: 1-800-319-4278


Please select and answer the three security questions to acti-vate your account. Click continue to view your pay portal.

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Requests: View All My Jobs This menu item will allow you to view all of your jobs. This includes all jobs completed, upcoming, cancelled, or otherwise. Here you are also able to see if a completed job has been authorized for pay. Under the ‘Auth.’ column, if a date is present, that is indication that the job was authorized for pay. We can only pay you if the school author-izes the job, so if this column is not show-ing that a job is authorized and it’s more than 21 days beyond the date of the job, call the school and ask them to approve it! Requests: View Payroll Archives: This menu item will allow you to view pay information for previous school years. Cur-rent year payroll transactions are shown from July 1st to June 30th.

Tech support: 1-800-319-4278


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Commitments: New This menu item will allow you to block out dates you may be out of town, or other-wise not available. Select a date range from the calendar, and make any notes if necessary. The notes are for your personal use only, they do not show up anywhere else in the system. When you do this, you will deactivate yourself for that day or range of dates ONLY, eliminating yourself from the call list. This allows you to cus-tomize your own schedule! Commitments: View This menu item will show all days you are booked in the system. “Willsub Commit-ted” means that you are already working in a school on that day. When there is a ‘delete’ in the column, this means you have blocked this day out for your own personal schedule, or that you have cancelled a job for that day. If you wish to cancel a commitment, click on the delete link. You will now be able to accept jobs again for that day.

Tip: If you decide to use this feature, please be sure to adjust your Willsub schedule with your personal schedule! If your situation changes, you can delete the blocked time out to make yourself available again, but if you don’t, the system will not list you as available!

Tech support: 1-800-319-4278


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Substitute How To (Telephone)

A. Answer call from Willsub– be sure to say “hello” to activate the system B. Listen to substitute request information C. Select request option 1, 2, 3, 4, 5, 6, or 9. 1. Accept Enter PIN followed by the # sign, Record request reference number. Present this number when reporting to the office 2. Decline Decline this job 3. Decline All Decline all jobs on this day. 4. Call Back Have Willsub call back next cycle if job is still available. 5. Replay Message Replay request information. 6. Which Substitute Called Play ID of substitute that was called for this job. **Useful when 2 or more substitutes use the same phone number** 9. Report wrong number If this is confirmed, this will disable the user from the Willsub system.

Notice: Please be aware that cell phone connections that have extraneous noise may not register correctly. Be sure you are in an area with no static and there are no other loud sounds around you to interfere with the call.

Tech support: 1-800-319-4278


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Q: I called back the Willsub phone number that called me about a job, and the automated system told me my ID and PIN were invalid, why is that ?

A: The phone number that calls out takes incoming calls from school district teachers and other staff for the purposes of re-questing a substitute only. Substitutes may only receive calls, there is no call in number for substitutes. If you missed an incoming call from Willsub, you should visit the Willsub website, and look for the available job that you were called about.

Q: Why am I not seeing jobs? A: There could be several reasons why you are not seeing jobs. First you need to have met all the requirements at the Interme-

diate School District (ISD) of the schools you wish to sub for. This includes fingerprinting if required , as well as other re-quirements. You can determine your ISD Status by selecting ‘My State Requirements’ under the Information menu. In addi-tion, you will only see jobs at school buildings that you have accepted under your ‘School Preferences’ (see pg. 3). Further-more, substitutes who are on teachers’ preferred sub list will see jobs before substitutes who are not. Since 97% of jobs are taken online, it will help you chances if you check in often to look for available jobs online.

Q: How will I know when it is the end of a pay period and when do I receive direct deposits into my account? A: You can select ‘Pay Periods’ under the Information menu which will list the pay period ending and pay dates. The pay date

is the date funds will be deposited for all authorized jobs during that pay period. Q: Can I change my contact phone number? A: You can change the phone number Willsub uses to contact you on the ‘My Information’ page under the Information menu.

Cell pones are supported, but a noisy line may interrupt the automated voice system making the call (See pg. 11). Q: Can I change my ID and PIN? A: You may change your PIN by selecting ‘My Information’ in the Information menu and clicking the ‘Change PIN’ button. Your

ID however, cannot be changed. Q: How can I make myself unavailable for jobs? A: You may enter commitments of any sort by selecting ‘New’ under the Commitments menu. Commitments entered by you

manually or those entered by Willsub when you have taken a job can be displayed by selecting ‘View’ under the Commitment menu. You may delete any commitments that have been manually entered by you by clicking the ‘-delete-’ link.

Q: When I accept a job online, when will I know if I got the job? A: If Willsub is not actively making phone calls on the job you accepted, you will see the job on your home page in a few sec-

onds. If Willsub is making calls on the job, you may need to wait for a minute or so in order for Willsub to complete the phone call. If the job does not appear on you home page after 2 minutes or so, it was most likely taken by the sub who was being called when you clicked the ‘Accept’ button.

Q: If there is a snow day, how will I know if my substitute job has been cancelled? A: Substitutes are responsible for listening to the television or radio to determine if they should report to school. Q: Can I set my preferences so that I don’t receive phone calls? A: You can set your preferences to receive no calls, to only receive calls on certain days, or to only receive calls during certain

times. Just select ‘My Preferences’ under the Information menu after you login (See pg. 3). Q: How much do I get paid? A: PCMI does not determine nor recommend rates of pay for a district. Your rate of pay will be the amount that is authorized

by each individual district, and may vary depending on location. You are able to view rates of pay in your Willsub account by going into your ‘School Preferences’, and selecting an individual school building. Rates of pay will be listed next to each active substitute category (See pg. 6).

Tech support: 1-800-319-4278


Download - Substitute How To: Tech support: Online 1-800-319 …pcmiservices.com/PCMI/Files/Willsub Substitute HOW TO packet.pdfSubstitute How To: Online Table of Contents ... the duration of

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