From absence to cover automatically
When a teacher absence is approved, VIKAR-DÆKKES overrides are created for every affected lesson — up to eight weeks ahead. Reverse the absence and the overrides are cleaned up automatically. The cover-budget banner breaks spend down per absence.
Godkend fraværet — dækningen står klar på skemaet.
Triggered by absence approval
The moment leadership approves an absence, class_schedules.absence_id knows which lessons need cover.
VIKAR-DÆKKES overrides
An override is created per lesson up to 8 weeks ahead — without touching the base schedule.
Cleanup on reversal
Reverse the absence and every auto-created override is removed — no leftovers on the schedule.
Matcher excludes the absent
Both suggest_substitutes and the swap marketplace skip the absent teacher — no incorrect suggestions.
Cost summary per absence
Get_cover_cost_summary delivers a by_absence breakdown — see exactly what each absence costs.
Parents & pupils notified
Trg_notify_parents_on_override fires notifications per changed lesson — with no manual work.
How it works
- 1
Teacher submits absence
The teacher logs the absence from their own Stamkort or via the office. The absence sits as a draft until leadership decides.
FraværsmeldingGodkendtVIKAR-DÆKKESFraværsmelding → godkendt → dækning.
- 2
Leadership approves
One click on Approve triggers the automation. Class_schedules.absence_id is set on every affected lesson up to 8 weeks ahead.
Ingen lærer-konflikterIngen lokale-konflikterUVM-timetal opfyldt3 vikar-huller — bekræftFerieplan synkroniseretGodkend = automatisk kobling til skemaet.
- 3
Schedule gets VIKAR-DÆKKES + notice
A VIKAR-DÆKKES override is created per lesson. Trg_notify_parents_on_override picks up the change and fires notifications to parents and pupils.
ManDanskMatTirVIKAROnsIdrætEngTorN/TFreDanskMatVikarVIKAR-DÆKKES synlig på alle berørte slots.
Linked via class_schedules.absence_id
The link between absence and cover lives on an explicit column on the lesson row itself. That means the suggester, swap marketplace and budget banner all share the same link — without separate joins or manual cross-referencing.
- Suggester and swap marketplace exclude the absent teacher automatically
- Hard cap of 8 weeks ahead
- Prevents cover across school-year boundaries
Reverse cleanup
Reverse the absence and exactly the overrides that were auto-created get removed — manual overrides are preserved. The schedule returns to clean state, with no leftovers from an absence that no longer exists.
- Only auto-created overrides are cleaned
- Manual swaps and covers are preserved
- No spam notifications on cleanup
Cover budget per absence
Get_cover_cost_summary delivers a by_absence breakdown: you see exactly what each absence cost in substitute hours. The cover-budget banner in the Skema hub uses the same system, so leadership and finance read the same numbers.
- by_absence breakdown per absence
- Live banner in the Skema hub
- Audit and sign-off ready
In the classroom
Headteacher
One Approve click = cover, notification and budget log all in place.
Office
No double work between absence register and timetable tool.
DPO/Finance
Direct traceability between absence, cover and cost — audit-ready.
Cover coordinator and finance — one source of truth
Approved leave automatically creates 'cover-needed' slots on every affected lesson up to 8 weeks out. You see the same data as finance — but used to find cover, not to pay for it.
- Auto-create up to 8 weeks ahead
- Marketplace and matcher take over
- Reversal cleans up the slots
- Notify the class team
Live cover-cost banner shows exactly what each approval costs — the by-absence breakdown makes it clear which leaves drive spend. No waiting for a month-end report.
- Live cover-cost banner
- Cost summary per leave case
- Sick-leave statistics ready for export
- Audit per cover
Regulatory & collective-agreement base
- KL & Lærernes Centralorganisation (2020). Arbejdstidsaftale 2020 (A20) for lærere i folkeskolen. kl.dk source
- Børne- og Undervisningsministeriet (2024). Folkeskoleloven §39 — undervisningspligt og fravær. Retsinformation source
- Børne- og Undervisningsministeriet (2024). Bekendtgørelse om elevers fravær i folkeskolen. Retsinformation source
- European Parliament & Council (2016). Regulation (EU) 2016/679 (GDPR) — Article 5: data minimisation & purpose limitation. EUR-Lex source
- OECD (2020). TALIS 2018 Results (Vol. II): Teachers and School Leaders as Valued Professionals. OECD Publishing source
- Hattie, J. (2023). Visible Learning — The Sequel: synthesis of >2,100 meta-analyses. Routledge
Frequently asked questions
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