School Operations Office
Principals and office managers at K-12 schools
Staff, class sections, school events, substitute cover and office requests.
Use this templateSchool Operations Office
The school office in one place: class sections and rooms, school events, teacher absences that need cover, and the requests staff send to the front office. Start each morning with the Dashboard and the Needs cover view. Keep student names out of this workspace; it is for staff and logistics only.
Dashboard
Morning office routine
Planning a school event
Substitute coverage
Class sections
Every class section with its teacher, room and size, so the front office always knows where everyone is.
| Class section | Status | Grade | Room | Homeroom teacher | Students enrolled | Class size limit |
|---|---|---|---|---|---|---|
| Kindergarten, Room 3 | Running | 3 | Priscilla Tran | 22 | 24 | |
| Grade 1, Room 5 | Running | 5 | Priscilla Tran | 23 | 24 | |
| Grade 2, Room 7 | Running | 7 | Rafael Okonkwo-Bell | 24 | 26 | |
| Grade 3, Room 9 | Running | 9 | Priscilla Tran | 26 | 28 | |
| Grade 3, Room 10 | Running | 10 | Rafael Okonkwo-Bell | 25 | 28 | |
| Grade 4, Room 12 | Running | 12 | Rafael Okonkwo-Bell | 27 | 28 | |
| Grade 5, Room 14 | Running | 14 | Rafael Okonkwo-Bell | 29 | 30 | |
| Grade 5 combined with 4 | Combined | 15 | Rafael Okonkwo-Bell | 18 | 20 |
School events
Assemblies, field trips, conferences and fairs, with who leads each and what it needs.
| School event | Status | Kind | Starts | Where | Expected attendance | Lead |
|---|---|---|---|---|---|---|
| Grade 3 field trip to the science museum | Confirmed | Oct 22, 12:30 PM | Science museum | 52 | Priscilla Tran | |
| Family reading night | Planned | Oct 24, 10:00 PM | Library | 120 | Delphine Aguirre | |
| All-school assembly | Confirmed | Oct 19, 6:00 PM | Gym | 420 | Dr. Folasade Whitaker | |
| Spring picture day | Planned | Oct 25, 12:00 PM | Gym | 420 | Imogen Castellanos-Reed | |
| Staff meeting | Confirmed | Oct 20, 7:30 PM | Library | 32 | Dr. Folasade Whitaker | |
| Book fair opening | Confirmed | Oct 21, 12:00 PM | Library | 300 | Delphine Aguirre | |
| Reading assessment window | Planned | Oct 17, 12:00 PM | Classrooms | 420 | Dr. Folasade Whitaker | |
| Parent-teacher conferences | Done | Sep 29, 7:00 PM | Classrooms | 250 | Dr. Folasade Whitaker |
Absences and cover
Teacher absences and who is covering each one.
| Absence | Class section | Status | Absent on | Reason | Covered by | Lesson plans in |
|---|---|---|---|---|---|---|
| Grade 4 sick day | Grade 4, Room 12 | Needs cover | Oct 19, 2026 | — | No | |
| Grade 3 training day | Grade 3, Room 9 | Covered | Oct 21, 2026 | Marlon Pierce | Yes | |
| Kindergarten family leave | Kindergarten, Room 3 | Needs cover | Oct 22, 2026 | — | No | |
| Grade 1 sick day | Grade 1, Room 5 | Covered | Oct 18, 2026 | Hana Yoshida | Yes | |
| Grade 5 jury duty | Grade 5, Room 14 | Needs cover | Oct 24, 2026 | — | No | |
| Grade 2 training day | Grade 2, Room 7 | Needs cover | Oct 17, 2026 | — | Yes | |
| Grade 3 sick day | Grade 3, Room 10 | Covered | Oct 13, 2026 | Marlon Pierce | Yes | |
| Grade 4 training | Grade 4, Room 12 | Not needed | Oct 7, 2026 | — | Yes |
Office requests
Repairs, supplies, room set-ups and questions staff send to the office.
| Office request | Kind | Status | Needed by | Requested by | Priority | Start work |
|---|---|---|---|---|---|---|
| Projector bulb in Room 9 | In progress | Oct 20, 2026 | Priscilla Tran | — | ||
| Leaking sink in Room 3 | New | Oct 19, 2026 | Imogen Castellanos-Reed | — | ||
| Chairs for family reading night | New | Oct 23, 2026 | Delphine Aguirre | — | ||
| Replace gym floor mat | In progress | Oct 25, 2026 | Matthias Eriksen | — | ||
| Whiteboard markers, Grade 5 | New | Oct 17, 2026 | Rafael Okonkwo-Bell | — | ||
| Door lock check, east hall | New | Oct 21, 2026 | Matthias Eriksen | — | ||
| Chromebook cart charging | Done | Oct 9, 2026 | Rafael Okonkwo-Bell | — | ||
| Paint touch-up, front hall | Declined | Sep 29, 2026 | Dr. Folasade Whitaker | — |
The school at a glance. Charts read the live tables.
| Absence | Class section | Status | Absent on | Reason | Covered by | Lesson plans in |
|---|---|---|---|---|---|---|
| Grade 4 sick day | Grade 4, Room 12 | Needs cover | Oct 19, 2026 | — | No | |
| Grade 3 training day | Grade 3, Room 9 | Covered | Oct 21, 2026 | Marlon Pierce | Yes | |
| Kindergarten family leave | Kindergarten, Room 3 | Needs cover | Oct 22, 2026 | — | No | |
| Grade 1 sick day | Grade 1, Room 5 | Covered | Oct 18, 2026 | Hana Yoshida | Yes | |
| Grade 5 jury duty | Grade 5, Room 14 | Needs cover | Oct 24, 2026 | — | No | |
| Grade 2 training day | Grade 2, Room 7 | Needs cover | Oct 17, 2026 | — | Yes | |
| Grade 3 sick day | Grade 3, Room 10 | Covered | Oct 13, 2026 | Marlon Pierce | Yes | |
| Grade 4 training | Grade 4, Room 12 | Not needed | Oct 7, 2026 | — | Yes |
| School event | Status | Kind | Starts | Where | Expected attendance | Lead |
|---|---|---|---|---|---|---|
| Grade 3 field trip to the science museum | Confirmed | Oct 22, 12:30 PM | Science museum | 52 | Priscilla Tran | |
| Family reading night | Planned | Oct 24, 10:00 PM | Library | 120 | Delphine Aguirre | |
| All-school assembly | Confirmed | Oct 19, 6:00 PM | Gym | 420 | Dr. Folasade Whitaker | |
| Spring picture day | Planned | Oct 25, 12:00 PM | Gym | 420 | Imogen Castellanos-Reed | |
| Staff meeting | Confirmed | Oct 20, 7:30 PM | Library | 32 | Dr. Folasade Whitaker | |
| Book fair opening | Confirmed | Oct 21, 12:00 PM | Library | 300 | Delphine Aguirre | |
| Reading assessment window | Planned | Oct 17, 12:00 PM | Classrooms | 420 | Dr. Folasade Whitaker | |
| Parent-teacher conferences | Done | Sep 29, 7:00 PM | Classrooms | 250 | Dr. Folasade Whitaker |
| Office request | Kind | Status | Needed by | Requested by | Priority | Start work |
|---|---|---|---|---|---|---|
| Projector bulb in Room 9 | In progress | Oct 20, 2026 | Priscilla Tran | — | ||
| Leaking sink in Room 3 | New | Oct 19, 2026 | Imogen Castellanos-Reed | — | ||
| Chairs for family reading night | New | Oct 23, 2026 | Delphine Aguirre | — | ||
| Replace gym floor mat | In progress | Oct 25, 2026 | Matthias Eriksen | — | ||
| Whiteboard markers, Grade 5 | New | Oct 17, 2026 | Rafael Okonkwo-Bell | — | ||
| Door lock check, east hall | New | Oct 21, 2026 | Matthias Eriksen | — | ||
| Chromebook cart charging | Done | Oct 9, 2026 | Rafael Okonkwo-Bell | — | ||
| Paint touch-up, front hall | Declined | Sep 29, 2026 | Dr. Folasade Whitaker | — |
| Class section | Status | Grade | Room | Homeroom teacher | Students enrolled | Class size limit |
|---|---|---|---|---|---|---|
| Kindergarten, Room 3 | Running | 3 | Priscilla Tran | 22 | 24 | |
| Grade 1, Room 5 | Running | 5 | Priscilla Tran | 23 | 24 | |
| Grade 2, Room 7 | Running | 7 | Rafael Okonkwo-Bell | 24 | 26 | |
| Grade 3, Room 9 | Running | 9 | Priscilla Tran | 26 | 28 | |
| Grade 3, Room 10 | Running | 10 | Rafael Okonkwo-Bell | 25 | 28 | |
| Grade 4, Room 12 | Running | 12 | Rafael Okonkwo-Bell | 27 | 28 | |
| Grade 5, Room 14 | Running | 14 | Rafael Okonkwo-Bell | 29 | 30 | |
| Grade 5 combined with 4 | Combined | 15 | Rafael Okonkwo-Bell | 18 | 20 |
Absences needing cover
| Absence | Class section | Status | Absent on | Reason | Covered by | Lesson plans in |
|---|---|---|---|---|---|---|
| Grade 4 sick day | Grade 4, Room 12 | Needs cover | Oct 19, 2026 | — | No | |
| Grade 3 training day | Grade 3, Room 9 | Covered | Oct 21, 2026 | Marlon Pierce | Yes | |
| Kindergarten family leave | Kindergarten, Room 3 | Needs cover | Oct 22, 2026 | — | No | |
| Grade 1 sick day | Grade 1, Room 5 | Covered | Oct 18, 2026 | Hana Yoshida | Yes | |
| Grade 5 jury duty | Grade 5, Room 14 | Needs cover | Oct 24, 2026 | — | No | |
| Grade 2 training day | Grade 2, Room 7 | Needs cover | Oct 17, 2026 | — | Yes | |
| Grade 3 sick day | Grade 3, Room 10 | Covered | Oct 13, 2026 | Marlon Pierce | Yes | |
| Grade 4 training | Grade 4, Room 12 | Not needed | Oct 7, 2026 | — | Yes |
Events this week
| School event | Status | Kind | Starts | Where | Expected attendance | Lead |
|---|---|---|---|---|---|---|
| Grade 3 field trip to the science museum | Confirmed | Oct 22, 12:30 PM | Science museum | 52 | Priscilla Tran | |
| Family reading night | Planned | Oct 24, 10:00 PM | Library | 120 | Delphine Aguirre | |
| All-school assembly | Confirmed | Oct 19, 6:00 PM | Gym | 420 | Dr. Folasade Whitaker | |
| Spring picture day | Planned | Oct 25, 12:00 PM | Gym | 420 | Imogen Castellanos-Reed | |
| Staff meeting | Confirmed | Oct 20, 7:30 PM | Library | 32 | Dr. Folasade Whitaker | |
| Book fair opening | Confirmed | Oct 21, 12:00 PM | Library | 300 | Delphine Aguirre | |
| Reading assessment window | Planned | Oct 17, 12:00 PM | Classrooms | 420 | Dr. Folasade Whitaker | |
| Parent-teacher conferences | Done | Sep 29, 7:00 PM | Classrooms | 250 | Dr. Folasade Whitaker |
Urgent or overdue requests
| Office request | Kind | Status | Needed by | Requested by | Priority | Start work |
|---|---|---|---|---|---|---|
| Projector bulb in Room 9 | In progress | Oct 20, 2026 | Priscilla Tran | — | ||
| Leaking sink in Room 3 | New | Oct 19, 2026 | Imogen Castellanos-Reed | — | ||
| Chairs for family reading night | New | Oct 23, 2026 | Delphine Aguirre | — | ||
| Replace gym floor mat | In progress | Oct 25, 2026 | Matthias Eriksen | — | ||
| Whiteboard markers, Grade 5 | New | Oct 17, 2026 | Rafael Okonkwo-Bell | — | ||
| Door lock check, east hall | New | Oct 21, 2026 | Matthias Eriksen | — | ||
| Chromebook cart charging | Done | Oct 9, 2026 | Rafael Okonkwo-Bell | — | ||
| Paint touch-up, front hall | Declined | Sep 29, 2026 | Dr. Folasade Whitaker | — |
How to read the numbers
The first hour sets the day. Doing the same things in the same order means nothing is missed.
Before the bell
Open Absences and cover and book substitutes for every row marked Needs cover
Check Office requests for anything Urgent
Read the day's events and confirm rooms and staff
Put the day's changes on the staff board
After the bell
Reconcile attendance with the student information system.
Call families of students absent without notice, following school policy.
Log any new requests that arrive at the desk.
Events go well when families hear early and staff know their role. Start six weeks ahead for anything with buses or food.
Timeline
Always check
Accessibility for every family and student.
Allergies and dietary needs for any food.
A rain plan for outdoor events.
A substitute walking into a prepared room has a good day. One walking into a surprise does not.
What every teacher leaves
A seating chart and bell schedule.
Lesson plans for each period and where materials are.
Names of two nearby teachers who can help.
Notes on students who need support, kept private and brief.
What the office does
Book the substitute and press Mark covered.
Tell the front desk who is in which room.
Collect feedback from the substitute at the end of the day.
What's inside
5 tables · 25 views · 1 form · 9 row actions · 1 agent5 pages
- School Operations Office
- Dashboard
- Morning office routine
- Planning a school event
- Substitute coverage
4 tables
- Class sections3 views · 9 sample rows
- School events8 views · 9 sample rows
- Absences and cover7 views · 8 sample rows
- Office requests7 views · 8 sample rows
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