Last updated: October 9, 2025
Stop the Sub Drop: How to Build Real Instructor Accountability in NetGym
The myth: “With NetGym, instructors are less accountable for finding their own subs.”
The truth: NetGym gives you more visibility, data, and structure than ever before…if you use it right.
Some studio owners worry that because instructors can post their sub needs in NetGym, they “check the box” and disengage from the process. The fix isn’t to abandon the technology that will reduce your admin stress, it’s to use NetGym’s tools, data, and clear policies to build a culture of accountability and ownership.
Here’s how:
1. Clarify Responsibility in Your Sub Policy
Key message: The instructor is still responsible for their class until it’s covered!
Make sure your sub policy explicitly says something along the lines of: “Posting a sub request in NetGym does not automatically mean your class is covered. You remain accountable for ensuring the class is staffed whether that happens through an approved sub, an auto-approval setting, or manager intervention.”
Within NetGym, this message can be reinforced because:
- Every sub request clearly identifies the requester.
- The system tracks who approved the sub, so you can see who took ownership. (see below 👇)
- Subbers can reopen a request under “More Actions” if they can no longer teach…no more excuses or lost messages.
Policy tip: Require instructors to confirm coverage within a set timeframe (e.g., 48 hours before class) or escalate it via the “Send to Manager” button at that time marker.
2. Encourage Active Follow-Up in NetGym (Not Passive Posting)
Instructors should treat sub requests as tasks to complete, not messages sent into the void. NetGym gives them several accountability tools:
- Resend Invites: They can resend invites every 4 hours, ensuring the request stays visible.
- @No-Response Tagging: This lets them follow up directly with those coworkers who haven’t replied, an easy way to show they’re taking initiative.
- Comments: Keep communication transparent. Managers can see who’s actively following up and who’s not.
- Invite More: Encourage instructors to check the “Not Yet Invited” section. New availability and secondary skills can open up fresh options.
By tracking how often instructors use these follow-up features, managers can identify top performers and those who may need coaching.
3. Use Data to Drive Accountability
NetGym tracks sub activity, approvals, and coverage patterns. Data that’s pure gold for performance reviews and team meetings.
You can easily:
- See who frequently posts sub requests without follow-up.
- Identify instructors who regularly cover for others (and might deserve recognition or rewards).
- Monitor classes that go uncovered or escalate frequently.
This data helps shift the narrative from emotional (“She never helps out”) to factual (“You’ve had 4 open sub requests in the last month with no follow-up actions”).
4. Set Guardrails to Reinforce Accountability
To strengthen your subbing culture:
- Require Manager Approval: Ensure subs are approved before they go live.
- Limit Auto-Invites: If instructors must personally invite potential subs, they stay engaged in the process.
- Escalation Timelines: Automate reminders or require escalation to management after 24 hours of no response.
Each of these features keeps the instructor involved and reduces the “set it and forget it” mentality.
5. Gamify Accountability
Turn accountability into engagement. Recognition programs and friendly competition can make the process positive:
- Highlight instructors with the highest “coverage rate” or fewest escalations.
- Celebrate those who consistently pick up subs.
- Share monthly leaderboards or shout-outs in team meetings.
This simple gamification creates peer-driven accountability. Nobody wants to be the person with the lowest follow-up score.
6. Build a Culture of Ownership
Ultimately, technology supports your culture…but it can’t replace it. Use NetGym’s transparency as a teaching tool:
- Coach instructors on how to take full ownership of their schedules.
- Celebrate when instructors handle their subs seamlessly.
- Discuss accountability metrics in one-on-ones to reinforce expectations.
When the team understands that NetGym doesn’t remove responsibility—it documents it—accountability naturally strengthens.
TL;DR
NetGym gives studios the visibility and structure to make accountability measurable and fair. By combining clear policies, engagement tools, and a culture of ownership, you can ensure that every instructor uses NetGym not to offload responsibility—but to prove their professionalism and reliability.