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Getting started
Where can I download the app?

Cover Ninja is available for download in both The App Store and the Google Play store

How do I get in touch?

We’d love to hear from you! Please don’t hesitate to drop us a line at stuff@coverninja.co.uk.  We’ll aim to get back to you within 24 hours during working hours.

How do I give feedback?

Cover Ninja loves to hear feedback from it’s users. We are constantly evolving and feedback from our Venues and Instructors is vital to our progress. If you are happy with our service then we’d love for you to leave us a lovely review on the App Storeor Google Playstore.  If you’ve got an opinion, we’d love to hear it. Drop us a line at stuff@coverninja.co.uk. We’ll aim to get back to you within 24 hours during working hours.

How much does Cover Ninja Cost?

Cover Ninja is free to download. If you are an instructor using Cover Ninja for an enrolled venue you can use it free of charge. If you are not associated with an enrolled venue, you can buy a Cover Ninja membership for £19.99 per annum.  This membership gives you unlimited use of Cover Ninja for a year.

What do the Cover Ninja fees go towards?

Cover Ninja aims to deliver fantastic value for money to it’s customers and we will always aim to keep the price of Cover Ninja simple, transparent and affordable. The subscription fees go towards 1) Our tech – We are constantly evolving Cover Ninja and adding new features. 2)Marketing – We are busy spreading the word to build our community – recruiting and onboarding more amazing Venues and Instructors. 3) The Cover Ninja team and office – We have a small, dedicated team of Ninjas working behind the scenes to provide you a great service.

Terms of Use

You can view Cover Ninja’s Terms of Use here.

Privacy Policy

You can view Cover Ninja’s Privacy Policy here.

Cookie Declaration

You can view Cover Ninja’s Cookie Declaration here.

Setting up my account
What do I need to set up my account?

When you set up your account you will be creating your Cover Ninja profile.  This will include a profile image and some contact details. You will also be required to upload all of your insurance/certification documents so that we know you are a real instructor!  Make sure you have your documents handy when you are setting up your account. You can upload an image from your phone’s image folder, or you can take a photo from the app of your document if it is printed out.  You should include all of your different qualifications so that when you are confirmed to cover, the venue is able view these and make sure you are qualified to cover.

Please watch this video for a step by step walk through of creating an account.

You are also able to create your account on your desktop if easier.  Just visit app.coverninja.co.uk and either Log In if you have already verified your email, or click “Sign up Now”. Once you have activated your account on your computer, you can then head back to your mobile app and log in from there.

What is pin verification?

This is to verify your email address.  You will receive an email from Cover Ninja with a pin code.  Type this into the app so that you can create your account.

What insurance do I need?

Every instructor on Cover Ninja must hold a £1m public liability insurance.  If you have been invited by your venue and you are on the PAYE, you may not need insurance in which case you will be able to skip this section. In this case you will only receive cover requests for that venue. You will need an insurance document uploaded to be able to receive requests from other venues.

Who will be able to see the documents I upload onto my account?

When you are confirmed to cover, the venue you are covering at will be able to view your profile and view/download your insurance or qualification documents.  The person you are covering for will be able to view your profile and contact details, but they will not be able to view your documentation.

I have included my Insurance document but it won’t let me continue.

Make sure you have included a name for the document, an expiry date and an image of the document and it will let you continue.

My certification doesn’t have an expiry date.

That’s fine – you can continue without adding this.

What qualifications do I need?

You need to have at least one fitness/group exercise certification in order to set up your account. If you have multiple certifications, make sure you add them all.

How do I upload my insurance/qualifications from my laptop?

For now, you will only be able to upload your documents as images on your phone.  You can upload an image from your phone’s image folder, or you can take a photo of your document through the app if it is printed out.  If you have the document on your laptop, you can either make it into an image and then send it / save it to your phone or you could email yourself the document, open it on your phone and take a screenshot of it.

I was invited by my venue – do I still need to create an account?

Yes, even though you are invited by a venue you still need to create your own account so that you can set your own personal preferences for cover.  You will need to upload all your insurance/certification documents even if you have already sent these to the venue that you work at.  If you were invited by your venue, you will be happy to know that once you have created your account, your classes will all be pre-programmed to your account.

I am on the PAYE and so don’t have insurance – can I still join Cover Ninja?

If you have been invited by your venue and you are on the PAYE, you may not need insurance in which case you will be able to skip this section. In this case you will only receive cover requests for that venue. You will need an insurance document uploaded to be able to receive requests from other venues.

I don’t teach regularly on any timetables, does this matter?

Not at all! We welcome cover instructors! As long as you have insurance and relevant qualifications you are good to go!

How do I make sure I only receive cover requests that are relevant to me?

Your Cover Requests Settings will make sure that all your requests are completely targeted and specific to you.  There are 4 sections of your cover request settings – Your Class Categories, Location, Availability and Minimum Pay rate.
Class categories – this is where you specify which types of classes you can cover.  Choose the categories that best suit the classes you teach. One category may include multiple classes for example if you teach TRX classes these will fall under the Strength / Fitness category, whilst an aerobics or dance fitness class would fall under Exercise to Music.  If you teach Les Mills classes, make sure you select all the classes you teach.  You should select all the categories you are qualified to teach.  You will only receive requests for classes in the categories that you have specified you teach.

Location – You must set your location range of where you would like to be considered for cover. You can write in an address or choose your current location and then you will be able to choose the distance around that location that you would like to cover for.  You can set this range as big or as small as you want to.

Availability – You are able to set your availability so that you only receive requests for classes that you may be available for. If you know that you never want to receive requests for Monday mornings or Friday evenings for example, then you can just turn this availability off.  You can, however, keep your availability set to ON for all days/times which means that you will receive all the requests and then can choose whether to accept or decline them as they come in.

Minimum rate – This is where you can specify the lowest pay rate you would like to receive requests for. You can set this for 60 min classes, 45 mins classes and 30 mins classes. If you set your minimum rate for a 60 mins class to £25, then if there is a cover request for a 60 mins class that is paying less than £25 then you won’t even receive the request.  You receive requests for anything on or above the minimum rate you set.  Alternatively, you can keep your minimum rate at £0 which means you will receive all the cover requests and you can choose whether to accept or decline them as they come in.

 

What are class categories?

The Class categories section is where you specify which types of classes you can cover so that you only receive requests relevant to you.  Choose the categories that best suit the classes you teach. One category may include multiple classes for example if you teach TRX classes these will fall under the Strength / Fitness category, whilst an aerobics or dance fitness class would fall under Exercise to Music.  If you teach Les Mills classes, make sure you select all the classes you teach. You should select all the categories you are qualified to teach.  You will only receive requests for classes in the categories that you have specified you teach.

 

What is a minimum rate?

This is where you can specify the lowest pay rate you would like to receive requests for. You can set this for 60 min classes, 45 mins classes and 30 mins classes.  If you set your minimum rate for a 60 mins class to £25, then if there is a cover request for a 60 mins class that is paying less than £25 then you won’t even receive the request.  You receive requests for anything on or above the minimum rate you set. Alternatively, you can keep your minimum rate at £0 which means you will receive all the cover requests and you can choose whether to accept or decline them as they come in.

I have a different pay rate to other instructors at my venue

If your venue is enrolled with Cover Ninja, they will have already specified the different rates that instructors get, and the app will show you your specific rate for that venue.

Can I specify which venues I want to receive requests for?

Not yet! However, you are able to filter your requests from the requests tab to only show requests for specific venues.

I need to find cover for my classes, but I don’t want to receive cover requests- what should I do?

No problem! Once you have set up your account, you can go into Settings > Cover Request Settings and pause your cover requests. Whilst your cover requests are paused you will not receive any cover requests.

I filled in some of my information wrong when I set up my account – can I change it?

Of course – no worries at all.  Once you have activated your account, visit the Settings tabs to make any changes.

Should I keep my notifications on?

Yes! That way you will receive push notifications instantly direct to your phone, so you don’t miss out on cover requests and are kept in the loop when someone is confirmed to cover for you etc.

 

Should I set up my account on mobile or on my computer / desktop?

You can do either! You are able to fully create your account on your mobile.  You will have to upload your insurance and qualification documents so you will need to have these documents on your phone, or you can take an image of them through the app.

 

Or, you are able to create your account on your desktop if easier.  Just visit app.coverninja.co.uk and either Log In if you have already verified your email, or click “Sign up Now”.  Once you have activated your account on your computer, you can then head back to your mobile app and log in from there.

I started creating my account on my mobile, but my documents are on my computer?

No probs at all, you can head over to the desktop portal to finish creating your account. Just visit app.coverninja.co.uk on your desktop and Log In with the email and password you just set up.  Anything you have already done on your mobile will be saved to your account. Once you have activated your account on your computer, you can then head back to your mobile app and log in from there.

My insurance and certification documents are on my computer not my phone. Can I register my account on my computer?

Unfortunately at the moment you are only able to sign up via your mobile (we are implementing some development so that you will be able to upload from PDF in the future).  You can send your documentation on email to your mobile, screenshot it and upload it from there or you could take an image through the app of your documentation on your computer screen, or of your printed out documents.

Posting a cover request for an enrolled venue on Cover Ninja
How do I post a request for cover?

 

Posting a cover request could not be simpler.  All your classes have already been programmed by your venue, so you just need to go to the Get Cover tab and choose the date you need cover for.  On clicking the date, your class will appear. You select the class and click Next.  All information has already been pre-loaded by the venue for your class and so you can just click ‘Post Cover’ and the request will go out to all eligible instructors.   You are able to add further notes that will only be viewable by the confirmed cover instructor.  The venue has set their preference on who will receive the request, but you are also able to prioritise instructors you would like to be chosen to cover for you. Click on the receiving group edit button and then click to prioritise instructors. This will only show instructors that they venue has OK’d.  You can choose one or multiple instructors and this means that if they are available then they will be chosen, ahead of any other instructors.  The first person to respond out of the prioritised instructors will be chosen.  If none of them are available or eligible to cover, then the app will choose someone from the venue’s pre-set preferences.

Watch this video for a step-by-step on posting a cover request.

What if I cannot see my classes in the Get Cover section?

All your classes that you teach for a venue enrolled on Cover Ninja should appear on the dates you teach them. If they are not appearing, you should contact your venue to tell them.

What if I have multiple classes on one day that I need to get cover for?

At the moment, you will need to post these as separate cover requests.  Do not worry though – we are working on being able to post them as part of a ‘shift’ so watch this space!

 

What are “Notes for Cover Instructor”?

You can add in any extra information that you think will be useful for the cover instructor such as how to run the class, tips about what kind of music the class like, anything you would like them to communicate to your class etc.  This will only be viewable for the instructor that is confirmed to cover your class.

Who does the cover request go to?

The venue will have pre-programmed the app to go to their cover instructors or anyone they deem eligible to cover. You are able to prioritise specific instructors to get preference.  The request will go to everyone eligible at the same time but the app knows who has preference and who to choose to cover.

What does it mean to ‘Prioritise individual instructors”?

If you know who you would like to cover for you, you are able to select them.  This means that if they say they can cover, they will be chosen immediately. However, if they are not available the app will choose someone from the venue’s preferences.

 

Click on the receiving group edit button and then click to prioritise instructors. This will only show instructors that they venue has OK’d.  You can choose one or multiple instructors and this means that if they are available then they will be chosen, ahead of any other instructors.  The first person to respond out of the prioritised instructors will be chosen.  If none of them are available or eligible to cover, then the app will choose someone from the venues pre-set preferences.

Watch this video to see how you prioritise instructors

I know who I want to cover – how do I make sure they will be chosen?

You must edit the receiving groups and choose to prioritise an individual instructor. If the instructor you would like to cover is in the venue’s list of instructors then you are able to select them.  This means that if they say they can do the cover, they will be chosen, ahead of anyone else.  If they cannot do it, then the app will choose the next most appropriate instructor.

Watch this video to see how you prioritise instructors

 

It’s allowing me to prioritise individual instructors who I know don’t teach that class

When you click to prioritise an instructor it will bring up a list of the venue’s instructors for you to choose from. However, the instructor you choose to prioritise will only receive the request if they fit all the other prerequisites, such as class type, location, availability etc.  Therefore, even if you select them, they will only receive the request if it is relevant to them.

What if some of the information displayed on the cover review is incorrect?

All the information on the cover review has been pre-set by the venue so if you know that some of it is incorrect then you must contact the venue.

What happens after I post a cover request?

Once you have posted a cover request, the request will appear in the Your Cover > Cover I Need tab. You will be able to see it as a Pending request and it will have an orange circle.  When Cover Ninja confirms a cover instructor, you will receive a push notification and email letting you know. You can still view the request in the Your Cover > Cover I Need tab but it will now have a blue tick and be confirmed. From here, you will be able to see the name of the instructor confirmed to cover you if you click on it to expand the request.

 

What if I need to cancel a request I posted?

If you posted a request and it is still Pending in the Your Cover > Cover I Need tab you are able to cancel the request by expanding the request and clicking ‘cancel cover request’.

However, if a cover instructor has already been confirmed for your class, you must contact us immediately at stuff@coverninja.co.uk with the subject line: Cancel Cover Request, explaining why you need to cancel. Please be aware, that except for emergency situations, cancelling a confirmed class cover will negatively impact your Cover Ninja profile and rating and could result in your account being temporarily deactivated.

My class is showing but it won’t let me select it as it has an orange or blue circle rather than the tick box?

If you select a day in the Get Cover tab and your class is appearing but it won’t let you select it and it has an orange or blue circle, this means you have already posted this request. You may have done this yourself or the venue may have posted on your behalf.  If the circle is orange, then the request is Pending but if it is blue it means we have already confirmed a cover instructor for that class.

My class is within 2 hours, can I post a request?

Afraid not – you will have to speak directly with your venue in this case.

Posting a cover request for a Venue not on Cover Ninja
My venue is not on Cover Ninja yet but can I still post a request?

As a Founding Instructor and as we build up our venue database, you are able to add and save your venues and classes so that you can get cover for them.

Once you have saved your venue and classes in Settings, they are then ready to post whenever you need cover. Just simply hit Get Cover on the bottom bar and choose the day you need cover and then select the class. All the information is pre-loaded.  You are able to specify who gets the request by editing the Receiving Groups. For example you could prioritise people who are on the payroll for a certain brand. Or, you could specify that the instructor needs to be a REPs member etc. You can prioritise your favourite instructors as well. If they are live on Cover Ninja, you will be able to search them and select them. This means that if they are able to cover, they will be chosen ahead of anyone else.  If you want the request to only go to prioritised instructors and no one else, you can prioritise them and then remove the Cover Ninja database.  You are able to add further notes that will only be viewable by the confirmed cover instructor.

Then just post the request and it will go to all eligible instructors. You are able to view the status in your Your Cover > Cover I Need tab.  You will be notified when an instructor is confirmed.

Check out the video here:

To add a venue:

You must fill out the venue form.  Add the name of the venue (EG The Fitness Mosaic Chalk Farm).  You must then add the address, you can start typing in the address and then click the blue search button and select the correct address. Then add the venue website.  You can also add in invoicing details for the confirmed cover instructor. They will see this after they teach a class so they know who and how to invoice.  Save your venue and then you need to add your classes.

To add a class:

You must fill out all the information about your class so that the instructor knows whether they are able to cover or not.

  • Start with the name of the class (EG Spin 45).
  • You then must choose a category for this class. You must choose the category that best fits the class. This means that only instructors that have specified that they can teach that type of class will receive the request. So, for Spin 45 it would be the Spin/Cycle category but if it is a Les Mills class you need cover for, you can select the exact name of the class – this ensures that only qualified Les Mills instructors who teach that particular class will receive the request.
  • Then, choose the day of week the class is on.
  • Fill in the class time
  • Then add the pay rate that an instructor will receive if they cover
  • Add a class description that the instructor will be able to see before they choose to accept or decline the class
  • Finally you can add in any extra specific notes for the confirmed cover instructor. This could be anything from how to run the class, what to expect, where to find things, what to say to the class etc.

From here, save the class! This class is now saved for whenever you need cover.  You can add as many classes as you teach for that venue.

Once your classes are saved, you just need to click Get Cover tab and then choose the day you need cover for and your classes are already pre-loaded so it only takes a matter of moments to post the request.

How do I post a request for cover?

Once you have saved your venue and classes in Settings, they are then ready to post whenever you need cover. Just simply hit Get Cover on the bottom bar and choose the day you need cover and then select the class. All the information is pre-loaded.  You are able to specify who gets the request by editing the Receiving Groups. For example you could prioritise people who are on the payroll for a certain brand. Or, you could specify that the instructor needs to be a REPs member etc. You can prioritise your favourite instructors as well. If they are live on Cover Ninja, you will be able to search them and select them. This means that if they are able to cover, they will be chosen ahead of anyone else.  If you want the request to only go to prioritised instructors and no one else, you can prioritise them and then remove the Cover Ninja database. You are able to add further notes that will only be viewable by the confirmed cover instructor.

 

Then just post the request and it will go to all eligible instructors. You are able to view the status in your Your Cover > Cover I Need tab.  You will be notified when an instructor is confirmed.

Check out the video here:

To add a venue:

You must fill out the venue form.  Add the name of the venue (EG The Fitness Mosaic Chalk Farm).  You must then add the address, you can start typing in the address and then click the blue search button and select the correct address. Then add the venue website.  You can also add in invoicing details for the confirmed cover instructor. They will see this after they teach a class so they know who and how to invoice.  Save your venue and then you need to add your classes.

To add a class:

You must fill out all the information about your class so that the instructor knows whether they are able to cover or not.

  • Start with the name of the class (EG Spin 45).
  • You then must choose a category for this class. You must choose the category that best fits the class. This means that only instructors that have specified that they can teach that type of class will receive the request. So, for Spin 45 it would be the Spin/Cycle category but if it is a Les Mills class you need cover for, you can select the exact name of the class – this ensures that only qualified Les Mills instructors who teach that particular class will receive the request.
  • Then, choose the day of week the class is on.
  • Fill in the class time
  • Then add the pay rate that an instructor will receive if they cover
  • Add a class description that the instructor will be able to see before they choose to accept or decline the class
  • Finally you can add in any extra specific notes for the confirmed cover instructor. This could be anything from how to run the class, what to expect, where to find things, what to say to the class etc.

From here, save the class! This class is now saved for whenever you need cover.  You can add as many classes as you teach for that venue.

Once your classes are saved, you just need to click Get Cover tab and then choose the day you need cover for and your classes are already pre-loaded so it only takes a matter of moments to post the request.

What if I cannot see my classes in the Get Cover section?

You must save all your classes in your Settings page first and then they will appear in Get Cover. Visit Settings and click on the “Your Classes” tab.  If you have not saved your venue yet, you must first add a venue.

To add a venue:

You must fill out the venue form.  Add the name of the venue (EG The Fitness Mosaic Chalk Farm).  You must then add the address, you can start typing in the address and then click the blue search button and select the correct address. Then add the venue website.  You can also add in invoicing details for the confirmed cover instructor. They will see this after they teach a class so they know who and how to invoice.  Save your venue and then you need to add your classes.

To add a class:

You must fill out all the information about your class so that the instructor knows whether they are able to cover or not.

  • Start with the name of the class (EG Spin 45).
  • You then must choose a category for this class. You must choose the category that best fits the class. This means that only instructors that have specified that they can teach that type of class will receive the request. So, for Spin 45 it would be the Spin/Cycle category but if it is a Les Mills class you need cover for, you can select the exact name of the class – this ensures that only qualified Les Mills instructors who teach that particular class will receive the request.
  • Then, choose the day of week the class is on.
  • Fill in the class time
  • Then add the pay rate that an instructor will receive if they cover
  • Add a class description that the instructor will be able to see before they choose to accept or decline the class
  • Finally you can add in any extra specific notes for the confirmed cover instructor. This could be anything from how to run the class, what to expect, where to find things, what to say to the class etc.

From here, save the class! This class is now saved for whenever you need cover.  You can add as many classes as you teach for that venue.

Once your classes are saved, you just need to click Get Cover tab and then choose the day you need cover for and your classes are already pre-loaded so it only takes a matter of moments to post the request.

What if I have multiple classes on one day that I need to get cover for?

At the moment, you will need to post these as separate cover requests.  Do not worry though – we are working on being able to post them as part of a ‘shift’ so watch this space!

What are “Notes for Cover Instructor”?

You can add in any extra information that you think will be useful for the cover instructor such as how to run the class, tips about what kind of music the class like, anything you would like them to communicate to your class etc.  This will only be viewable for the instructor that is confirmed to cover your class.

Who does the cover request go to?

The cover request will go to anyone who says that they can teach that type of class, has availability at that time, and it is within their location and pay range.

 

You are able to be more specific and only send it to certain groups of people for example only someone on a certain pay roll or REPs/CIMSPA.  You can also put this into order of priority. You do all of this by editing the receiving groups.  The selection will appear in order of priority. The request will go to everyone eligible, but it will know to choose someone in the highest up receiving group. If you would only like the request to go to either prioritised individual instructors or people on a set pay roll, then remove ‘Cover Ninja Database’ as one of the receiving groups.

Check out this video explanation here:

How do I specify if you need to be on a certain payroll?

If you need a cover instructor that is on any of these payrolls:

-Fitness First

-Pure Gym

-Nuffield Health
-Virgin Active

-David Lloyd

 

..then you can specify this in the receiving groups when you are posting the request.  Click to edit the receiving groups and then select the pay roll they need to be on.  If you could just prefer they were on the payroll, then you can leave on the Cover Ninja Database as the last priority option. This means the app will try and find someone on the payroll but if no one is available, then it will chose the next most relevant instructor who isn’t on the payroll.  However, if they MUST be on the payroll, then remove the Cover Ninja Database as an option. This means that the request will only go to instructors who have specified they are on that payroll.

Watch this video here:

What does it mean to ‘Prioritise individual instructors”?

If you know who you would like to cover for you, you are able to select them.  This means that if they say they can cover, they will be chosen immediately. However, if they are not available the app will choose the next most relevant person.

 

Click on the receiving group edit button and then click to prioritise instructors. This will only show instructors that have activated their Cover Ninja accounts.  You can choose one or multiple instructors and this means that if they are available then they will be chosen, ahead of any other instructors.  The first person to respond out of the prioritised instructors will be chosen. If none of them are available or eligible to cover, then the app will choose someone from the Cover Ninja database or the next receiving group.

 

If you would only like the request to go to your chosen instructors and no one else, then remove “Cover Ninja Database” from the receiving groups.

Watch this video to see how you prioritise instructors:

I know who I want to cover – how do I make sure they will be chosen?

You must edit the receiving groups and choose to prioritise an individual instructor. If they cannot do it, then the app will choose the next most appropriate instructor.

 

If you would only like the request to go to your chosen instructors and no one else, then remove “Cover Ninja Database” from the receiving groups.

Watch this video to see how you prioritise instructors:

It’s allowing me to prioritise individual instructors who I know don’t teach that class

When you click to prioritise an instructor it will bring up all Cover Ninja’s instructors for you to choose from.  However, the instructor you choose to prioritise will only receive the request if they fit all the other prerequisites, such as class type, location, availability etc.  Therefore, even if you select them, they will only receive the request if it is relevant to them.

What if some of the information displayed on the cover review is incorrect?

All the information on the cover review is what you have saved in Settings > Your Classes.  To change anything, you must visit this in Settings and edit either the venue or class info from there and then go back and start the Get Cover flow again.

*NB, you can change the notes for the confirmed cover instructor on the cover review itself.

What happens after I post a cover request?

Once you have posted a cover request, the request will appear in the Your Cover > Cover I Need tab. You will be able to see it as a Pending request and it will have an orange circle.  When Cover Ninja confirms a cover instructor, you will receive a push notification and email letting you know. You can still view the request in the Your Cover > Cover I Need tab but it will now have a blue tick and be confirmed. From here, you will be able to see the name of the instructor confirmed to cover you if you click on it to expand the request.

What if I need to cancel a request I posted?

If you posted a request and it is still Pending in the Your Cover > Cover I Need tab you are able to cancel the request by expanding the request and clicking ‘cancel cover request’.

 

However, if a cover instructor has already been confirmed for your class, you must contact us immediately at stuff@coverninja.co.ukwith the subject line: Cancel Cover Request, explaining why you need to cancel. Please be aware, that except for emergency situations, cancelling a confirmed class cover will negatively impact your Cover Ninja profile and rating and could result in your account being temporarily deactivated.

My class is showing but it won’t let me select it as it has an orange or blue circle rather than the tick box?

If you select a day in the Get Cover tab and your class is appearing but it won’t let you select it and it has an orange or blue circle, this means you have already posted this request. You may have done this yourself or the venue may have posted on your behalf.  If the circle is orange, then the request is Pending but if it is blue it means we have already confirmed a cover instructor for that class.

My class is within 2 hours, can I post a request?

Afraid not – you will have to speak directly with your venue in this case.

What do I need to do after I post the request?

There is nothing you need to do! You will be notified when a cover instructor is confirmed. You will receive a push notification and email. You can check the status at any point from the Your Cover > Cover I Need tab. If you expand the class name, it will say the name of the cover instructor. If no one has accepted yet, it will say TBC. If it says “Instructor found, details to follow”, this means that someone can cover, but the app is waiting a little longer to find someone in the top group.

Once you have posted a request, you must not message or Facebook anyone as the app is already searching for you.  Cover Ninja knows instantly (within in a fraction of a second!) if no one from the app is able to cover, and you will be contacted immediately. Therefore, you must trust Cover Ninja so that duplicates do not happen!  Whilst your request is live, there are still eligible instructors who have yet to accept or decline.

Once a cover instructor is confirmed, you must liaise with the confirmed cover instructor directly and follow what your usual protocol is with your venue. In Your Cover > Cover I Need you can expand the class and if you click on the name of the cover instructor, it will bring up the instructor’s profile with contact details.

How do I delete a venue that I created?

You can delete a venue in your Settings > Your Classes.  Click on the name of the venue. Then click to edit the venue and the top of the screen. It then says “Want to delete this venue?”.  If you delete this venue, all your classes for this venue will also be deleted and no longer appear in the Get Cover section.

Cover Requests
How do I accept a cover request?

In the Requests Tab you will see all the cover requests you are eligible for.  With each request you will be able to see the name of the class (you can click to read a description), the date and time of the class, the pay rate of the class and the venue that the class is at (you can click on this to bring up the venue profile).

If you would like to be considered for this cover, you can click “I can do this” or if you would not like to cover then you are able to “Decline the Cover Request” to remove it from your Requests tab and take you out of the running for the cover.

The request may or may not say “You are a prioritised instructor”.  If it says this, that means that if you click “I can do this”, you will be confirmed for the class immediately, which you can view in Your Cover > I’m Covering > Confirmed.  If the request does not say this then you will go into a pool of instructors and find out after a time period if you have been successful.  The request will go into Your Cover > I’m Covering > Pending. If you are successful you will be notified and this will move into Your Cover > I’m Covering > Confirmed.

Watch a step-by-step of cover requests here.

How do I know when I have a cover request?

You will receive a push notification to your phone and an email.  Alternatively, you can open the app and hit the Requests tab.

What can I view before accepting the request or not?

In the Requests Tab you will see all the cover requests you are eligible for.  With each request you will be able to see the name of the class (you can click to read a description), the date and time of the class, the pay rate of the class and the venue that the class is at (you can click on this to bring up the venue profile).

It says I am a “prioritised instructor”- what does this mean?

The request may or may not say “You are a prioritised instructor”.  If it says this, that means that if you click “I can do this”, you will be confirmed for the class immediately, which you can view in Your Cover > I’m Covering > Confirmed.  If the request does not say this then you will go into a pool of instructors and find out after a time period if you have been successful.  The request will go into Your Cover > I’m Covering > Pending. If you are successful you will be notified and this will move into Your Cover > I’m Covering > Confirmed.

What happens after I accept a request?

After accepting a request, you will either be confirmed immediately (if you were a prioritised instructor) and in this case you can view the cover in Your Cover > I’m Covering > Confirmed (with more handy details), or the request will go into Your Cover > I’m Covering > Pending.  If the request is Pending you will have to wait to find out if you are successful.  If you are successful, you will be notified.

 The length of time you have to wait to find out if you have been successful is relevant to how far away the class is and the app will tell you when you accept the request. The longest you will ever have to wait (for a class over 48 hours away) is under 8 hours. If you are not successful then you will be notified that you are not covering the class and you can always check back in Your Cover > I’m Covering and if the class no longer appears in Pending and it is not Confirmed, this means that another instructor was chosen ahead of you this time.

I accepted a request and it is now in Pending, how will I know if I get the cover?

Once you’ve accepted a cover request, Cover Ninja will filter the applicants that best meet the needs of the class. Cover Ninja will send you a push notification confirming if you have been successful.  Likewise, if you’ve accepted a cover request and were not chosen, the app will send you a push notification informing you that you won’t be covering this time. You can easily view “Pending” and “Confirmed” covers from the Your Cover tab.

I accepted a request but I cannot do it anymore – what do I do?

If you accepted a request and it is still Pending in the Your Cover > I’m Covering tab you are able to cancel the request by expanding the request and clicking ‘cancel cover request’.

However, if you have already been confirmed to cover the class, you must contact us immediately at stuff@coverninja.co.ukwith the subject line: Cancel Cover Request, explaining why you need to cancel. Please be aware, that except for emergency situations, cancelling a confirmed class cover will negatively impact your Cover Ninja profile and rating and could result in your account being temporarily being deactivated.

I had a notification saying I had a request and it is not appearing in my Requests tab?

If you had a notification about a request but there is no request in the Requests tab this means that the class cover is no longer available and someone else has been confirmed for this cover.  You can check this in your Notifications tab on the app as it will tell you the status of the Request and why it is no longer available.

 

I had a request and now it is not appearing anymore

This means that the class cover is no longer available and someone else has been confirmed for this cover. You can check this in your Notifications tab on the app as it will tell you the status of the Request and why it is no longer available.

How long do I have to accept or decline a request?

The Request will appear in your Requests tab until the most appropriate cover instructor is chosen, in which case it will be removed.  Cover Ninja chooses an instructor based on the urgency of how far away class cover is. If the class cover is in within 4 hours, the app will choose the first person to respond, however if the class cover is in two weeks time, the app will wait until the end of 8 hours to choose the most applicable instructor.  It is always best to accept a request as soon as possible so that you don’t miss out.

Can I filter my requests?

Absolutely! Just click the filter button and you can filter the requests by venue or class, or both! Make sure to un-filter the selection to see all requests.

I only want to see requests for certain venues or classes

No problem, you can just filter your requests.  Just click the filter button and you can filter the requests by venue or class, or both! Make sure to un-filter the selection to see all requests.

If I accept a cover request, will I still receive other requests at the same time?

Yes. You will continue to receive other cover requests until you’ve been confirmed for one of them. As soon as you’ve been confirmed, Cover Ninja will automatically remove you from the shortlists of the other cover requests you accepted, so you can’t be double booked.

 

How do I change my settings so I get different requests?

 

The requests that you receive are directly related to what you have set your Cover Request Settings to. Keep these settings as up to date as possible so that you only receive requests that are relevant to you.

Classes I am Covering
In the Your Cover Tab, what is the difference between “I’m Covering” and “Cover I Need”?

“I’m Covering” shows classes that you have said you can cover and “Cover I Need” shows the classes that you have posted cover requests for.

I said I could do a cover; how do I know if I was chosen or not?

You will be notified if you have been confirmed to cover a class.  You can also view the status of the cover in the Your Cover > I’m Covering tab.  If the class does not appear, then you were unsuccessful this time. If the class is in Pending, then you are in the running and will be notified if you are successful and if it is in Confirmed then you are confirmed to cover!

I am confirmed to cover a class; how do I view more details?

 

When you are confirmed to cover a class, it will appear in Your Cover > I’m Covering. You can click on the name of the class to expand the cover.  From here you can see the name of the class and you can click on this to bring up more handy information about the class.  You can also click on the name of the venue to bring up the venue profile. If you scroll to the bottom, there will be more information from the venue which you should read before you head in to cover.  The expanded cover card also shows the day and time of the class, the pay rate and the name of the person who posted the request. You are able to click on the name of the instructor who posted the request to bring up their profile with contact details, should you need them.

I need to contact the venue I am covering at how do I do this?

In Your Cover > I’m Covering, you can click on the name of the class to expand the cover.  From here you will see the name of the venue and you can click on it to bring up the venue profile.  Here you can access contact details for the venue.

I had a pending request and it is not showing anymore?

If the class that you accepted does not appear in Pending or Confirmed, then you were unsuccessful this time.  You can check in your Notifications tab as you will have had a notification explaining this.

I accepted a request but I cannot do it anymore – what do I do?

If you accepted a request and it is still Pending in the Your Cover > I’m Covering tab you are able to cancel the request by expanding the request and clicking ‘cancel cover request’.

However, if you have already been confirmed to cover the class, you must contact us immediately at stuff@coverninja.co.ukwith the subject line: Cancel Cover Request, explaining why you need to cancel. Please be aware, that except for emergency situations, cancelling a confirmed class cover will negatively impact your Cover Ninja profile and rating and could result in your account temporarily being deactivated.

 

I am confirmed to cover but I can’t do it anymore – what should I do?

If you have already been confirmed to cover the class, you must contact us immediately at stuff@coverninja.co.ukwith the subject line: Cancel Cover Request, explaining why you need to cancel. Please be aware, that except for emergency situations, cancelling a confirmed class cover will negatively impact your Cover Ninja profile and rating and could result in your account temporarily being deactivated.

After a class, how do I view invoicing details?

After the class, your cover card will appear in Your Cover > I’m Covering > Past.  If you expand the card, you will see a button called “Invoicing details”.

What if I am going to be late for my class?

If you are going to be late, it is incredibly important to let the venue know as soon as you can. View the venue details within the app and make contact as soon as possible. The venue profile may have specific information of what to do in a situation such as this so be sure to check the “Venue info” at the bottom of the venue profile.

Classes I have posted cover requests for
How do I know if someone has been chosen to cover my class?

You will receive a push notification and email when someone is chosen to cover your class. You can also view the status of your request in Your Cover > Cover I Need.  If the class is in Pending, then we have not confirmed a cover instructor. If it is in Confirmed, then a cover instructor has been chosen. If you click on the class name to expand the cover card, you can view the name and profile of the confirmed cover instructor.

My class is still pending – how do I know if someone has been found to cover or not?

If your request is in Pending then a cover instructor has not been confirmed yet.  If you expand the request card and the Cover Instructor says “TBC”, this means that no one has accepted the request yet.  If the Cover Instructor says, “Instructor found, details to follow”, the means that we have sorted cover but we are waiting a little longer to confirm the most applicable instructor.  However, you can rest easy that cover has been sorted and will be notified with the chosen instructor name when it is confirmed.

 

I posted a cover request but I no longer need cover – what do I do?

If you posted a request and it is still Pending in the Your Cover > Cover I Need tab you are able to cancel the request by expanding the request and clicking ‘cancel cover request’.

However, if a cover instructor has already been confirmed to cover the class, you must contact us immediately at stuff@coverninja.co.ukwith the subject line: Cancel Cover Request, explaining why you need to cancel. Please be aware, that except for emergency situations, cancelling a confirmed class cover will negatively impact your Cover Ninja profile and rating and could result in your account temporarily being deactivated.

 

How do I know who is covering my class? Can I contact them?

You will receive a push notification and email when someone is chosen to cover your class. You can also view this in Your Cover > Cover I Need > Confirmed.  If you click on the class name to expand the cover card, you can view the name of the cover instructor which if you click on will bring up the profile of the confirmed cover instructor with access to contact details.

I had a notification that someone is confirmed to cover my class, what do I need to do now?

Nothing! Unless otherwise agreed with your venue, you should be all set as the venue will have already been notified.

I don’t like the person chosen to cover for me

Unfortunately, we cannot do anything about this at this moment as this instructor has been OK’d via the venue’s receiving groups.  This is why we recommend you prioritise instructors yourself when posting a request so that you can give preference to your favourite cover instructors.

Settings
How do I change my profile image or any of my profile details?

Go to the Settings tab and click ‘Your profile’ at the top of the page. You can change any of your details here.

I have a new qualification – how do I add this?

From the Settings tab, go into Documentation > Certificates.  Click “add Another” to add new documents.

My insurance is expiring, can I add a new one?

Absolutely!  Head to Settings > Documentation > Insurance. Click “add Another” to add new documents.  To delete old documents, click edit to bring up the document and then ‘Remove document’. Be sure to click ‘Save’ before leaving the page.  You need to have at least one in-date insurance document in order to receive cover requests.

What are my cover request settings and how can I change them?

 

Your Cover Requests Settings will make sure that all your requests are completely targeted and specific to you.  There are 4 sections of your cover request settings – Your Class Categories, Location, Availability and Minimum Pay rate.  All of these can be edited at Settings > Cover Request Settings.

Class categories – this is where you specify which types of classes you can cover.  Choose the categories that best suit the classes you teach. One category may include multiple classes for example if you teach TRX classes these will fall under the Strength / Fitness category, whilst an aerobics or dance fitness class would fall under Exercise to Music.  If you teach Les Mills classes, make sure you select all the classes you teach.  You should select all the categories you are qualified to teach.  You will only receive requests for classes in the categories that you have specified you teach.

Location – You must set your location range of where you would like to be considered for cover. You can write in an address or choose your current location and then you will be able to choose the distance around that location that you would like to cover for.  You can set this range as big or as small as you want to.

Availability – You are able to set your availability so that you only receive requests for classes that you may be available for. If you know that you never want to receive requests for Monday mornings or Friday evenings for example, then you can just turn this availability off.  You can, however, keep your availability set to ON for all days/times which means that you will receive all the requests and then can choose whether to accept or decline them as they come in.

Minimum rate – This is where you can specify the lowest pay rate you would like to receive requests for. You can set this for 60 min classes, 45 mins classes and 30 mins classes. If you set your minimum rate for a 60 mins class to £25, then if there is a cover request for a 60 mins class that is paying less than £25 then you won’t even receive the request.  You receive requests for anything on or above the minimum rate you set.  Alternatively, you can keep your minimum rate at £0 which means you will receive all the cover requests and you can choose whether to accept or decline them as they come in.

What does it mean to “Pause cover requests”?

This is a bit like a do not disturb button! Whilst your cover requests are paused you will not receive any cover requests. You must un-pause this to receive cover requests again.