Frontline Absence Reporting System

Coronado Unified is using a new automated service called FRONTLINE (formerly AESOP). Available 24/7, it can be accessed via internet and phone.  Frontline provides you with the ability to set up your own “Preferred Substitutes” roster, and substitutes included on your list will be given preferential treatment by FRONTLINE. If they are qualified and available, FRONTLINE will notify them immediately when you register an absence.


Login to the Frontline site at https://www.aesoponline.com

                           or

Call the system at 1-800-942-3767


Below are some helpful training videos that will help you become more familiar with the program.  Please note that to access any of the videos, you will need to log into the Frontline program.


QuickStart Guides


Frontline Training Videos

 

Should you need any assistance with the Frontline program, please do the following:

  • Contact your Site/Department Administrative Assistant
  • Email sub@coronadousd.net
  • Call the HR Department at (619) 522-8900, ext. 1010


Tips & Frequently Asked Questions.

How do I create an absence?

Click the "Create Absence" tab. Select the date (or dates) from the calendar, enter the absence details (based on permissions, this includes an absence reason, timeframe, and operational details), and click Create Absence to complete the process. Reference this article for additional details.


How do I edit or cancel an absence?

Go to your "Schedule Absences" tab, click View Details, and click Edit Absence in the upper left. You may also see a red "Delete" button in the upper right if permissions allow. If you require this functionality but cannot view these options, we recommend you call your school or district office and ask an administrator to make the correction. You can also reference this article for more detail on how to edit or delete your absences.


How can I schedule a specific substitute for an absence?

Once you have confirmed with a substitute that he/she can work for you, please notify your site administrative assistant who can enter your absence and assign the substitute directly for you.


How do I create and manage my preferred subs list?

Select the Account option on your homepage and click the Preferred Substitutes tab. From here, you can click Add Substitute(s) to add an additional user to your list. This opens the substitute selection page where you can search for and locate the substitute. Once located, click the checkbox beside the user's name and click Add to Preferred Substitutes to complete the process. You can also select a preferred sub from your created list and click Remove Selected Substitute(s) to remove them. Click here to learn more about this process and how to create your top five favorite subs.


Why didn't my preferred substitute get the job?

Preference lists are one of a variety of factors that come into play when substitutes are offered assignments. A preferred substitutes list provides the best chance at selecting your favorite substitutes, but the list does not serve as a guarantee. Even if you already made arrangements with a qualified and available sub to fill in for you, we recommend you still have the substitute assigned to a job (see question above for instructions). This indicator serves as a best practice for job assignments.


What is this heart icon on my preference list?

When setting up your preferred substitutes list, you’ll see a small heart icon next to each name. While you’re able to add any number of substitutes to your preference list, the system allows you to rank five substitutes on that list to receive advanced notification of your absence. All of the substitutes on your list can log in to see the absence at the same time, but your “favorite five” substitutes will be notified by email and phone that there is an absence available to them. Learn more about Favorite Five subs here.


How can I check my absence balances?

When logged in, click "Account" and then the "Absence Reason Balances" tab.  Please note that your Sick Leave balance includes both your Personal Business and Personal Necessity balances as those are not additional available days but rather part of your overall available days.  Thus, when you use PB or PN days, available hours will be reduced in those accounts as well as your overall Sick Leave. For example, if I use 6 hours of Personal Business, my Personal Business balance will decrease by 6 as well as my overall Sick Leave Balance.


How far in advance can I create an absence?

If you enter your absence over the phone, it can be done up to one month in advance. If you enter the absence online, it can be entered up to one year in advance.


What if there is a substitute that I never want in my classroom?

If you have a poor experience with a substitute and would like that person blocked from subbing for you again, please notify your site's administrative assistant with a brief explanation about why.  When a substitute is blocked from a classroom or school, he/she will not see future available jobs from those locations in Frontline.


    How do I attach a file to all my absences? What types of files can be attached?

    To upload this file, simply navigate to the "Account" tab and click Shared Attachments. Here, you can choose a file from your computer or drag and drop a file for upload. Files that can be uploaded must be in .doc, .docx, .pdf, .xls, .xlsx, .ppt, .pptx and must be less than 256 kb in size. (Psst, super helpful tip: Be sure to not include a comma in the title of your file.) You can learn more about shared attachments here!


    How long does a sub on my preference list have to accept a position once the request is sent out?

    Preferred subs can accept a position for up to 10% of the time-frame between when the absence is entered and when the absence will take place.  For example, if the requested day is 10 days away, the preferred sub will have 1 day to accept or deny before the job is then offered out to the general sub pool.  Click HERE for an overview of visibility for substitutes.


    Mobile App:  

    We recommend downloading the Frontline Education Mobile App to your phone as it's very easy to use.  To log into the Frontline App for the first time, you will need to enter the invitation code:  7354


    Substitute Ratings & Feedback

    After each absence, you will receive an email inviting you to provide feedback and ratings for your substitute teachers.  It's an opportunity to provide encouragement if a substitute did a fabulous job or constructive criticism if if there were areas in need of improvement.


    Frontline via Phone

    You can call Frontline toll-free at 1-800-942-3767 and follow the voice menu to enter and manage absences. You will need your ID (phone number with area code - ex 6195228900) and your PIN number that was provided in your welcome email (Please contact Human Resources if you need that information re-sent to you).    

     

    Can substitutes access the Frontline system through the app?

    Unfortunately, the Frontline Education app is only available to employees and administrators right now which is why it’s not mentioned in the sub welcome letter. The only official Frontline app that subs have access to is an optional app called “Jobulator” which is a paid subscription service to receive push notifications when absences become within their visibility.