Proxy Management: How to quickly re-assign a batch if a teacher is on leave.
The 7:30 AM text: "Sir, I'm sick today." Don't panic. Here's how to find, assign, and notify a substitute in minutes—not hours.
It happens to every coaching institute. A teacher calls in sick at 7:30 AM—30 minutes before the first batch. Or a family emergency means sudden leave. In a manual system, chaos ensues. You scramble to find a substitute, call around, update the board, and hope students don't just leave. Class time is wasted, students are unhappy, and parents complain.
CodePex Campus transforms this stressful moment into a structured, automated process. With proxy management, you can find available teachers, assign them to the batch, notify everyone instantly, and track proxy hours—all from your phone. Here's how to handle teacher absences without missing a beat.
⏰ Before Automation: The Morning Scramble
For Management
- • Phone calls to find available teachers
- • Manual coordination across branches
- • No visibility into who's free
- • Last-minute schedule changes
For Students
- • Wasted class time
- • Confusion about substitute
- • Inconsistent teaching quality
- • Parents not informed
For Substitute Teachers
- • Last-minute requests
- • No context about batch progress
- • Proxy hours not tracked properly
🔄 CodePex Proxy Management: Overview
A complete system to handle teacher absences:
Leave Request
Find Available
Assign Proxy
Notify All
📱 Step 1: Teacher Submits Leave Request
Teachers can request leave through the CodePex Teacher App:
Leave Request Form
- • Date(s) of leave
- • Reason (sick, emergency, personal)
- • Batches affected (auto-populated from schedule)
- • Urgency flag (emergency or planned)
- • Optional notes for substitute
Auto-Notification
- • Management gets instant alert
- • Leave appears in admin dashboard
- • Proxy assignment workflow triggered
📌 For planned leave, teachers can request days/weeks in advance. System holds the slot for proxy assignment.
👥 Step 2: Find Available Teachers
Admin opens the Proxy Management Dashboard. System shows:
System considers teacher's schedule, subject expertise, and workload balance.
📋 Step 3: One-Click Proxy Assignment
Click "Assign" next to chosen teacher. System:
Blocks teacher's time
Sends notification to substitute
Updates timetable instantly
✅ Proxy teacher gets instant notification with batch details, syllabus to cover, and any notes from absent teacher.
📢 Step 4: Instant Notifications to All
Once proxy is assigned, CodePex automatically notifies everyone:
👩🏫 Proxy Teacher's View
When a teacher is assigned as proxy, they see in their app:
- • Batch details: Class, subject, time, room number
- • Syllabus to cover: What topics the absent teacher had planned
- • Student list: Names and photos for attendance
- • Previous class notes: What was covered in last class
- • Mark attendance: One-tap attendance marking
📌 Proxy teacher can also add notes after class for the regular teacher's reference.
📊 Proxy Tracking & Analytics
Management dashboard tracks all proxy activity:
Use this data for fair compensation and to identify teachers willing to take extra classes.
⚙️ Advanced Proxy Features
Auto-Suggest Best Match
System suggests the most suitable substitute based on subject expertise, availability, and past proxy history.
Proxy Pool
Maintain a list of part-time/guest teachers who are available for on-call proxy assignments.
Compensation Rules
Set automatic compensation rates (e.g., ₹300 per hour for proxy) — system calculates payable amount.
Proxy Feedback
Students can rate proxy sessions—helps maintain quality even with substitutes.
🏆 Real Results from CodePex Clients
Proxy assignment time
Vidya Mandir
Cancelled classes
Since implementing proxy management
Parent satisfaction
With timely proxy notifications
💬 Success Story
"We have 45 teachers across 3 branches. Earlier, a single sick teacher meant chaos—calls, confusion, and often, cancelled classes. Now with CodePex, a teacher requests leave, I see available substitutes in seconds, assign with one click, and everyone is notified automatically. What used to take an hour now takes 3 minutes. Our parents love the transparency—they get notified immediately if a proxy is teaching."
— Mrs. Anita Desai, Operations Head, Excel Academy, Mumbai
📋 Available Proxy Reports
- ✓ Proxy Assignment Log — All proxy classes with dates
- ✓ Teacher-wise Proxy Summary — Who covered for whom
- ✓ Proxy Hours Report — For compensation calculation
- ✓ Leave Analysis — Which teachers take most leave
- ✓ Batch-wise Proxy Impact — How often each batch gets proxy
- ✓ Proxy Feedback Summary — Student ratings for proxies
✅ Proxy Management Best Practices
- Maintain a proxy pool — Keep a list of 3-5 part-time teachers willing to step in on short notice.
- Set clear proxy compensation — Fair pay encourages teachers to accept proxy assignments.
- Track proxy quality — Collect student feedback to ensure standards are maintained.
- Notify parents — Parents appreciate knowing when a proxy is teaching.
- Review leave patterns — If a teacher takes frequent leave, investigate underlying issues.
🇮🇳 India-Specific Insights
Data from 500+ Indian coaching institutes shows:
- • Peak proxy season: February-March (board exam stress) and August-September (festival season)
- • 68% of teacher leave is planned (can be scheduled), 32% is emergency (sick, family)
- • Institutes with proxy pools have 94% fewer class cancellations
- • WhatsApp is the most effective channel for last-minute proxy notifications
Teacher absent? No problem.
With CodePex Campus proxy management, you handle absences instantly, professionally, and without disrupting a single class.
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