Demo Sandbox

Walk through the complete Harry Llama experience — from onboarding to generating a live coverage plan.

Getting Started

To ensure the most seamless experience during this demo, we recommend using our pre-formatted sample documents. Please have the following items ready:

Master Schedule (CSV format)

Don't have one? Generate a sample schedule here

Bell Schedule (PDF or Image)

Need a template? Browse our Bell Schedule Library

Academic Calendar (PDF or Image)

Need a placeholder? Access the Academic Calendar Library

Absence Report (PDF format)

Need a sample? Generate an absence report here

From Spreadsheets to Automated Coverage in 7 Simple Steps

Harry Llama Scheduling's (HLS) 7-step Onboarding Wizard guides you through the process of setting up your school's unique schedule, typically completed in under a half hour.

1. Basic School Setup

Begin by entering your school's name and defining your academic year dates. You'll select your specific rotation type—whether you use a standard weekly schedule, an A/B day pattern, a 6-day rotation cycle, or no rotation.

2. Define Your Period Types

Tell the system how your school day is structured. Use our Quick Setup to add standard blocks like "Class," "Prep," "Duty," and "Lunch." You control the automation by marking which period types (like Advisory or regular classes) require coverage when a teacher is out.

3. Bell Schedule Upload

Simply upload a PDF of your bell schedule. Harry Llama automatically extracts period names and start/end times. You can review the extracted templates (like "Regular Day" or "Early Release") and make manual corrections if needed to ensure every minute is accounted for.

4. Master Schedule & Co-Teaching Detection

Upload your teacher roster and class assignments via CSV. Harry Llama automatically detects co-teaching relationships—if two teachers are assigned to the same room, the system remembers it to optimize coverage logic later.

5. Indicate & Synchronize Teacher Availability

Indicate teachers who are willing to cover classes during their non-teaching periods. The system also normalizes schedules across your rotation days. You'll review teacher contact information to ensure automated coverage notifications reach the right inbox.

6. Academic Calendar Integration

Upload your school's closing calendar PDF. The system identifies holidays, professional development days, and half-days to prevent the system from requesting coverage on days when school is closed or the schedule is modified.

7. Customize Your Sub Rules

Set the "guardrails" for your school. Define the maximum number of periods a substitute can cover in a day and when subs need to have off.

Daily Operations

To create a daily substitute coverage schedule using the Harry Llama Scheduling (HLS) system, follow these steps as outlined in the user guide:

1. Import Daily Absences
  • Access the Module: From the dashboard, navigate to the Daily Coverage section from the main sidebar menu.
  • Upload the Report: Click the Import Absences button and upload your school's daily absence report in PDF, Excel, or CSV format.
  • Parsing: Harry Llama extracts the names of absent teachers from the document.
  • Process: Click Process Absences to load the data into your interactive coverage grid.
2. Review and Manage the Coverage Grid

The system displays an interactive grid where classes are color-coded based on their current status:

  • Red (Unfilled): No substitute has been assigned yet.
  • Blue (Co-Teacher): Harry Llama will not schedule a sub for a class that has a co-teacher.
  • Green (External Sub): An external substitute was assigned.
  • Purple (Internal Coverage): An internal teacher was assigned to cover the class.
3. Assign Substitutes

You can rely on the automated engine or manually intervene. Click on any cell in the grid to make modifications.

4. Confirm Assignments

Confirm Assignments to finalize the schedule for the day.

5. Export and Distribute Reports
  • Coverage Grid: Generates a view of all classes and their assigned substitutes for the office.
  • Substitute Schedule: Generates personalized schedules for each substitute showing their specific class assignments and times.

Key Talking Points

  • No direct competitor — Frontline and Red Rover track absences, Harry Llama handles the coverage gap.
  • 92% time reduction — 114 hours of scheduling reduced to 9 hours annually.
  • Fair rotation ensures equitable distribution. No teacher gets overloaded.
  • FERPA compliant — TLS 1.3, AES-256 encryption, SOC 2 aligned.
  • 7-step onboarding — schools are live in under 2 weeks.
  • LTV:CAC ratio of 80:1 — exceptional unit economics for SaaS.
  • $10.6M TAM in New Jersey alone. $552M+ nationally.