📝 Overview
Instructors are Staff Members with the Instructor role. Once someone is set up as an Instructor, you can assign them to your Classes, Appointments, and Courses, and your customers will be able to see who is taking each session.
This guide shows you how to create an Instructor, then how to add them to a single class, a repeating time slot, several time slots at once, your Appointment Types, and your Courses.
💡 New to the different event types? See the overview of Classes, Appointments, and Courses here.
👤 Creating an Instructor
Instructors are added in the same way as any other Staff Member, with the Instructor option ticked. An invitation email is sent automatically once the account is created, and they will need to click the link to access their account.
Click the arrow to learn how to create an Instructor
Click the arrow to learn how to create an Instructor
Go to Staff ➜ click Add a Staff member.
Enter the Instructor's name and email address, then choose Admin or Limited Permissions.
Tick Instructor. An extra set of permissions appears, letting you choose whether they can access all sessions or only the ones they teach.
Optionally add a description and a photo. Click Choose a File to upload an image, import one from a URL, or take a photo, then crop it as needed.
Select the permissions they need, then click Create.
🧠 Example:
The most commonly used permission for Instructors is Manage Sessions. You might choose to let an Instructor manage sessions and attendances only for the sessions they teach.
💡 For full details on account types and permissions, see the guide on adding a Staff Member here.
🏋️ Adding an Instructor to Classes
You can assign an Instructor to a single class, to every class in a repeating time slot, or to several time slots at once. Choose the option that matches how many classes you want to update.
Click the arrow to learn how to add an Instructor to classes
Click the arrow to learn how to add an Instructor to classes
A single class
Use this to change the Instructor for one date and time, without affecting the rest of the time slot. You can add an instructor to a class either by replacing the existing instructor, or by adding them as an additional instructor.
Click the arrow to see how you can replace the existing instructor
Click the arrow to see how you can replace the existing instructor
To replace the existing instructor on a single class, go to Calendar ➜ click the Class ➜ Click the pencil (✏️) icon next to the instructors name ➜ In the next box that appears, select the instructor you would like to add instead of the existing instructor and click Submit.
Click the arrow to see how you can add an additional instructor
Click the arrow to see how you can add an additional instructor
To add an additional instructor to a single class, go to Calendar ➜ click the Class ➜ Click the pencil (✏️) icon next to the instructors name ➜ In the next box that appears, select the option to add an additional instructor, tick the box next to the instructor you would like to add and click Submit.
A repeating time slot
Use this to assign an Instructor to every class in a time slot.
There's two ways you can access the Class Type. You can either go to Events ➜ Classes ➜ click the Class Type, or you can go to the Calendar ➜ Click on a Class ➜ Click on the Class Name at the top of the event page.
From here, find the time slot, click the gear (⚙️) icon to its right, and select Edit details, tick the Instructor you want to assign, then click Edit time slot to save.
Several time slots at once
Use Bulk Edit to assign an Instructor across multiple time slots in a Class Type.
Go to Events ➜ Classes ➜ click the Class Type.
Click Bulk Edit.
Choose the time slots, either by ticking each one or by filtering by day, time, venue, or Instructor.
Select the Instructor, then click Save.
📆 Adding an Instructor to Appointments
Instructors are made available for Appointments through their availability schedules. Link an Instructor's schedule to an Appointment Type, and customers can book that Instructor during the times they are available.
You can link schedules from the Appointment Type itself, or from the Instructor Availability page, which is handy for managing several Instructors at once.
🧠 Example:
You have hired a new coach who will be available for PT sessions on Mondays and Thursdays from 9:00 am to 2:00 pm. Set up an availability schedule for those hours, then link it to your PT Appointment Type.
🎓 Adding an Instructor to Courses
You can add an Instructor while you are scheduling a new course, or by editing an existing one.
❓ Frequently Asked Questions (FAQs)
Find answers to common questions or additional details that may not be covered in the main instructions.
Click the arrow to view frequently asked questions
Click the arrow to view frequently asked questions
Why can't I see a Staff Member in the list of Instructors?
Click the arrow to see the answer
Click the arrow to see the answer
Only Staff Members with the Instructor option ticked can be selected as Instructors. Edit their staff account and tick Instructor.
💡 See how to edit an existing Staff Member here.
Can Instructors manage their own Appointment availability?
Click the arrow to see the answer
Click the arrow to see the answer
Yes. Instructors can manage their own schedules from My Account ➜ Manage Appointment Availability, without needing any extra permissions.
💡 Learn more here.
Can an Instructor only see the classes they teach?
Click the arrow to see the answer
Click the arrow to see the answer
Yes. When you tick Instructor, you can choose whether they can access all sessions or only the sessions they teach.
Will customers see who is teaching a class?
Click the arrow to see the answer
Click the arrow to see the answer
Yes. Customers can see the Instructor assigned to a class. If you added a description and photo, these are also shown to customers.