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In fast-moving training operations, last-minute changes are inevitable. When an instructor calls in sick on the morning of a class, XO Scheduler makes it easy to remove them and quickly reassign a qualified replacement.
This guide shows you how to:
Remove the instructor from affected events
Mark them as unavailable (sick leave)
Re-run scheduling to find a substitute
🛠️ Step-by-Step Guide
📸 Disclaimer: The screenshots in this guide may look slightly different from your XO Scheduler interface depending on your version or configuration.
We’ll use the example of a single instructor calling in sick for one day.
1) Locate the affected class
In the bottom-left Classes section, find the affected class.
Click the small arrow left of the class name to expand the class days.
Select the affected class day to reveal its topics/events.
2) Remove the sick instructor
In the bottom-right Events section, double-click on the event where the instructor is assigned.
In our example we will double-click on Human Factors
2. In the event window, go to Resources.
3. Find the instructor’s name and click the trash icon to remove them.
4. Click Save.
In our example, we are removing Emily Parker from the event.
4. Repeat this step for all affected events.
You’ll now see the class marked as “Partially Scheduled”, indicating an instructor is missing.
3) Mark the instructor as unavailable (sick leave)
Before we let the XO System run the Scheduling again to find another instructor, we have to make sure to mark the instructor as unavailable, so the system doesn't plan them in again.
In the top-right Resources section, select the instructor and the affected day.
Right-click → Create Event.
In the new event window:
Name: e.g.,
Sick Leave.Dates & Time: Specify the exact day and time (XO uses a 24/7 schedule; end-of-day is 11:59 PM).
Location: Choose the correct location.
Color: Pick a distinct color for sick leave.
Counts for Workload: Set according to your company’s policy. Some organizations count sick leave toward workload, while others do not. Choose Yes or No based on your rules
Click Save.
4) Re-run scheduling to find a replacement
Return to the affected class.
Right-click on the class → Schedule.
In the scheduling window, select Instructor as the resource to schedule.
Click Run Scheduling.
The Optimizer will search for a qualified instructor who is available and assign them to the class.
5) Verify the replacement
Once complete, the class will now show as “Complete” again.
Check the Gantt chart or event to verify the new instructor assignment.
💡 Pro Tips
Marking sick leave is critical: If you don’t, the optimizer might accidentally reassign the same instructor.
Communicate changes: Notify your team or trainees once the replacement is confirmed.
Use colors consistently: Assign a specific color (e.g., red) for sick leave events for quick visual recognition.
Double-check workload: Ensure the substitute instructor’s work rules and rest periods are respected.
🔗 Related Tutorials
Scheduling – Run the XO Optimizer – Learn how to schedule and re-schedule classes
Qualify Resources – Ensure instructors have the right qualifications for substitution
Work Rules – Make sure duty limits are considered for replacements
📌 Wrapping Up
Last-minute changes like sick calls are part of daily operations. By marking the instructor unavailable and re-running the optimizer, XO Scheduler ensures your class continues smoothly with a qualified substitute—keeping your training on track.
Next, monitor your updated schedule to confirm everything is properly assigned and communicated.