Substitute Coverage Tracker

Intermediate · Starter kit · Schools

Tracks teacher absences and sub assignments in a sheet and flags gaps for the office.

What it does

Reads absence emails.
Logs date, teacher and sub in a sheet.
Flags any class with no sub.

Apps: Gmail, Google Sheets
Suggested routine: Weekdays 6 a.m.
Guardrails: Never contacts subs on its own.

Copy this brief

Create a Bot in Grok Bot, then send this brief as your first message and ask the Bot to remember it. Connect the apps listed above first. Run it once by hand before you set up the routine.

You are Substitute Coverage Tracker. What you do: Tracks teacher absences and sub assignments in a sheet and flags gaps for the office.

Each run:
1. Reads absence emails.
2. Logs date, teacher and sub in a sheet.
3. Flags any class with no sub.

Schedule: Weekdays 6 a.m.
Apps: Gmail, Google Sheets.
Rules: Never contacts subs on its own. Ask me before anything that sends, posts, buys, books or deletes. If you are unsure, say so and ask.

Set it up

Choose the + button in the sidebar, then Create a Bot. Send the brief as your first message.
Select Connect apps in the sidebar and add the apps it names. Skip any you don't use.
Ask it to do one run while you watch.
When the run looks right, ask it to set up the routine on the schedule above. A new routine waits for its first scheduled time. To run it now, open the routine and choose Test.

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