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Smart Find Substitute Manager

​All District School Board Ontario North East employees must report their absences and request substitutes through SmartFindExpress., a system that automates the process of reporting employee absences and notifying and assigning substitutes.

Log into SmartFindExpress:
To log in online, you'll first need to be registered by calling the system telephone number.
Download the Quick Information Sheet for registration instructions acrobat_sml

  1. Go to ontarionortheast.eschoolsolutions.com

  2. Enter your Employee Number and PIN into the User ID and Password fields.
    Your PIN was created when you first registered with the system.

  3. Click the Submit button to log into system.

Go here if you forgot your PIN. Your User ID is your employee number.

Accessing the System by Telephone:

  1. Call 1-855-704-8360

  2. Enter your Access ID, followed by the* key
    Your Access ID is your employee number.

  3. Enter your PIN, followed by the* key
    Your PIN was created when you first registered with the system.

Resources to Help With Using the New System

 

​Having troubles accessing the system?

  • Contact us by email at smartfindhelp@dsb1.ca [ preferred method ]

  • Call our help desk at 705-360-1151 ext. 17600 locally or toll-free at 1-800-381-7280 ext. 17600 during regular business hours. If a system operator does not answer immediately, leave a message and your call will be returned as quickly as possible.

  • Refer to the Quick Information Sheet or Reference Guides above.

 

 FAQs (Frequently Asked Questions)

  • Will the system leave a message on my answering machine?
    No. The system will disconnect and record the call as a "No Answer". Occasionally the system will recognize an answering machine voice as the voice of someone directly answering the telephone so it is possible that you may get a partial message from SmartFind but the system will disconnect.
  • When does the system call for assignments?
    For same day assignments: The system will begin calling at 6:30 am until half-way through job start times. For future assignments: The system will call between 4:00 pm and 9:30 pm Monday through Friday and between 9:00 am and 9:30 pm on Saturdays, Sundays and Holidays.
  • What happens when the system calls me for an assignment?
    When the system calls, you must say "hello" or some other form of greeting as the system is voice activated. You will then hear an automated voice stating something to the effect that this is the District School Board Ontario North East Automated Dispatch System calling for [your name]. You will then be prompted to input your employee number, followed by the star (*) key and then your PIN, followed by the star (*) key. You will then be prompted what to press to hear the assignment details and to either accept or decline the assignment. If you decline, you will be asked to enter a reason from the list provided in the Reference Guide for Substitutes listed above.
  • What happens if someone else answers the phone?
    The system has a feature that is designed to provide up to two minutes in order for you to get to the phone and enter your employee number and PIN. As soon as the call is answered, the individual who answers must press the star (*) key. Therefore, you should advise all members of your household that if the system calls, they need to press the star (*) key.
  • What happens if I will be out for an evening but still want to get called for assignments?
    You can go into the system and modify your call back number to where you want the system to contact you. You must then remember to change it back when you return home. You can do this by phone or web browser.
  • What happens if I have identified a period of time for which I am not available for assignments, but I still want to be called for future jobs? Is this possible?
    Yes. You simply need to click on "Call for future assignments" when you are in modifying your availability as per above.
  • What happens if I forget my PIN?
    Point your web browser to the Trouble singing in? link. Enter your User ID, which is your employee number, and the security phrase then click "Submit". Your PIN will then be sent to the email address in your profile.
  • What happens if I forget my employee number?
    Your employee number can be found on your paystub. If for some reason you are unable to access your paystub, you can contact the help desk and leave a message and a system operator will email your employee number to the email address you stated in your profile.
  • What do I do if I will not be available for a period of time?
    You will need to go into the system and modify your availability so that the system does not call you. To do this click on the "Unavail Dates" tab and click new. Enter a start and end date and appropriate times, if not full days.
  • In what order are calls made?
    Calls are made based on search rules that have been developed by the system operators based on the language in the Collective Agreement.
  • If I am in a permanent or long term assignment for a half day or less, can I still be called for casual work?
    Yes. In order for this work, you need to modify your availability in the system in order that SFE knows when you may be called. For example, if you work mornings Monday through Friday, you will need to alter your availability so that the system knows you are available in the afternoons. To do this, click "Schedule". In the drop-down menu click "General". Here you will notice a Schedule List of Days Monday through Friday. You will see "Delete?" boxes along the left side of the week day listing. Click a check mark in each of the boxes and click delete at the bottom. You will be left with the "New" button. Click it now. You will now be in a screen that will allow you to specifically specify your time of availability. If you are only available certain hours each day then uncheck the "All Day" box beside "Available for Assignments, then indicate the specific start and end times you are available in the boxes to the right provided. If you are only available on alternate days, uncheck the days you are not available. When you have completed your schedule change(s), you will need to click the "Save" button to save your work. Once saved, you will see your new Schedule List. It is important to keep this up to date to avoid possible missed work opportunities or alternatively, unnecessary calls/job offers made to you by the system.
  • I am currently on maternity leave. Is this automatically put into the system?
    No. If you are on maternity or parental (or any other form of long term approved leave of absence), you will need to set your unavailability period by logging into your profile on SFE.
  • How does the system work?
    A school administrator enters the absence into the system and SmartFindExpress (SFE) finds an appropriate match based on assignment location, availability and preferences.
  • Does the system start calling alphabetically?
    No. The system initiates the first set of calls from where it left off for all subsequent calls in order to provide for equitable rotation, where possible.
  • Can schools request a specific casual employee for an assignment?
    No. Qualified Occasional Teachers are called on a rotational basis according to the Collective Agreement. However, those who are qualified in French as a Second Language and/or Special Education may receive calls for assignments that require French or Special Education prior to those without these qualifications.
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