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K-12 Substitute Teacher Staffing.
95%+
fill rates
Higher
quality
Lower
costs
STAFFING FOR K-12 SCHOOL DISTRICTS, CHARTER SCHOOLS & PRIVATE SCHOOLS
How we support your substitute program
Supplement Existing Sub Program
Supplement your existing substitute program with no upfront fees or minimums.
Full Program Management
Increase your fill rates with no hassle. We manage sub recruitment, payroll, training, and insurance.
Talent Development Pipeline
Many of our substitutes get hired by our clients as full-time teachers.
Qualified Early Childhood Teachers
HelloSubs has an exclusive pool of experienced and qualified ECE teachers for your PreK program.
Live Support
We work as an extension of your HR team with live phone & email support available Sun - Fri.
HelloSubs has been one of the best partners when it comes to sub coverage for DSST. They have always been proactive in making sure they stay ahead of our coverage needs and responsive to our urgent needs.
I can call anytime of day or night and get support. They are friendly, responsive and accountable.
Makita C., VP of Talent Operations, DSST Denver
Your schedule, front and center
Teacher absence management with an intuitive calendar allows you to quickly review district- or campus-level vacancies.
Super-powered subs
Every HelloSub has an AI teaching assistant in their pocket that can create lesson plans, activities, and more!
Post a job in 9 seconds
9 seconds is how long it will take to post a vacancy on HelloSubs.
Create jobs on your mobile device without even getting out of bed.
Critical data at your fingertips
Your fill rates, right where you need them.
Easily review fill rates and keep your finger on the pulse of your school district.
Why schools trust HelloSubs
We love getting access to the same subs repeatedly. The guest teachers feel like part of the family.
Leah, Denver
Hello Subs software is more user-friendly and the timesheets are easier to use.
Irving, Philadelphia
The guest teachers were higher quality compared to other programs. Almost all of them came back.
Robin, Colorado Springs
TRUSTED BY TOP SCHOOLS & DISTRICTS FOR K-12 STAFFING
Simple,
transparent pricing
No upfront or monthly fees. Only pay for days worked.
Your usual pay rate
plus payroll taxes and our flat fee = savings for your school.
HelloSubs for districts
The substitute teacher industry has changed.
Are you tired of paying a substitute teacher staffing agency to simply manage your existing pool?
HelloSubs gives you access to a new generation of substitute teachers along with a modern, user-friendly absence management platform.
More subs, in more places
Stop wasting money on job ads.
HelloSubs gives your district access to a pool of great guest teachers that you didn’t know existed.
Frequently Asked Questions
Substitute Staffing for K-12 Schools
How soon can we have substitute teachers in classrooms?
HelloSubs fills most substitute teacher jobs within 24 hours, and even same-day for urgent absences. Our substitute teacher matching platform filters educators who are already cleared for your school or district, helping HR teams and school administrators respond quickly when teachers call out and classroom coverage is critical. Once your school or district account is live, you can invite administrators, assign roles, and immediately begin filling substitute teacher absences—without complex software training or IT involvement.
How do you handle last-minute substitute teacher assignments?
Last-minute coverage is our specialty. When a teacher absence is reported, HelloSubs instantly notifies qualified substitute teachers who match your grade level, subject area, and school requirements. This real-time system operates 24-hours per day helping K-12 administrators avoid uncovered classrooms, split classes, or pulling instructional staff away from students.
What if we don’t use the substitute staffing service all the time?
There are no setup fees, no binding contracts, and no subscription costs. Schools only pay for the days a substitute teacher actually works. This flexible, pay-as-you-go substitute staffing model is ideal for districts and schools that want a reliable solution without long-term commitments or hidden fees.
What should we do if there are problems with a substitute or an assignment?
Every school and district is supported by a dedicated HelloSubs account manager. If a substitute cancels or an issue arises, our system automatically reposts the job and alerts the next best available substitute teacher. This ensures continuity of instruction and minimizes disruption for students, principals, and HR teams.
How do you ensure the quality of substitute teachers?
All HelloSubs educators complete a rigorous substitute teacher screening process before being approved to work in schools. This includes background checks, reference checks, education and credential verification, and an interview. Schools and districts get access to a vetted pool of professional substitute teachers who meet local and district requirements.
How do I post a substitute teaching job?
Posting a job takes seconds. School administrators and HR staff can create substitute teacher job postings directly from the HelloSubs dashboard with just a few clicks. Once posted, the system immediately begins notifying the best-fit substitute teachers based on availability, experience, and school preferences—saving administrators time and reducing manual follow-ups.
Can HelloSubs work with our school district’s approval and compliance requirements?
Yes. HelloSubs is built to support school district approval workflows, compliance rules, and site-level permissions. District HR teams can control who is approved to work, which schools substitutes can access, and how jobs are reviewed or released—making it easy to align substitute teacher staffing with district policies and union or regulatory requirements.
Can HelloSubs scale across multiple schools in a district?
Absolutely. HelloSubs is designed for multi-school and district-wide substitute staffing. District administrators can manage coverage across elementary, middle, and high schools from a single dashboard while maintaining site-level controls, reporting, and accountability for principals and HR leaders.
Does HelloSubs integrate with our existing school systems?
HelloSubs is built to work alongside existing school HR and staffing systems, reducing manual work for administrators. Our platform simplifies job posting, substitute assignment, and communication so districts can improve coverage without disrupting current processes or requiring a full system replacement.
Can school districts set daily substitute teacher budgets or limits by campus?
Yes. HelloSubs allows school districts to set substitute teacher budgets, daily limits, or allocation rules by campus. District and HR administrators can control how many substitutes each school can request per day, set cost thresholds, and monitor usage in real time—helping districts manage substitute staffing costs while still ensuring classrooms are covered.
Can schools request preferred or favorite substitute teachers for specific jobs?
Yes. Schools can designate preferred or favorite substitute teachers and request them for specific classes, grade levels, or campuses. When a job is posted, HelloSubs prioritizes notifying those preferred substitutes first, giving administrators more consistency, better classroom fit, and stronger relationships with trusted educators.
