Instructor role: manage assigned programs, signups, and attendance

The Instructor role gives external-staff access to the programs they teach without giving them access to organization-wide administration.

What instructors can do

Instructors can:

- Open the Instructor Dashboard.
- View programs they have been assigned.
- View and manage signups for their assigned programs.
- Create a signup for a participant.
- Add an existing member, family member, or guest from an attendance sheet.
- Create and manage attendance sheets for assigned programs.
- Mark attendance and add attendance notes.
- Charge a participant’s card when a signup requires payment.
- View instructor-relevant notifications and charges.

 

What instructors cannot do

Instructors without an additional manager role cannot:

- Create or manage programs.
- Access People or organization-wide user management.
- View the organization-wide All Signups list.
- Export signup or attendance data from the instructor interface.
- Manage organization-wide settings or financial administration.
- Issue refunds. Refund requests should be handled by a manager or full administrator.

If a user also has a manager role, their manager permissions continue to apply.

Set up an instructor

1. Add the Instructor role

A User Manager or Super Admin should:

1. Go to Manage > Users.
2. Open the user’s profile, or create a new user.
3. Add the Instructor role.
4. Save the user.

Adding the role does not automatically grant access to every program.

2. Assign the instructor to a program

1. Go to Manage > Programs & Events.
2. Open the relevant program.
3. Find the program’s instructor or access-assignment section.
4. Select the instructor.
5. Save the program.

You can assign multiple instructors to the same program. Each instructor will then be able to access that program’s related signups, sessions, attendance sheets, and participant information.

3. Remove program access

1. Open the program.
2. Open the instructor access or assignment section.
3. Remove the instructor.
4. Save the program.

Removing the assignment removes access to that program but does not remove the user’s Instructor role.

Create a signup or charge a participant

An instructor can create a signup for an assigned program:

1. Open the assigned program.
2. Select Create Signup.
3. Select the participant, family member, or guest.
4. Complete the registration details.
5. If payment is required, enter the participant’s card details and complete the charge.
6. Save the signup.

Instructors should contact a manager or administrator for refunds or other post-payment adjustments.

Add a participant from attendance

To add someone who is not already listed on an attendance sheet:

1. Open the attendance sheet for an assigned program.
2. Select Add Person.
3. Choose an existing member, family member, or walk-in participant.
4. Complete the participant details.
5. Save the attendance sheet.

Instructors can then update the participant’s attendance status and notes, subject to the permissions for that attendance sheet. Shared or read-only attendance records cannot be edited.

Instructor dashboard

After signing in, an Instructor-only user is taken to the Instructor Dashboard. The dashboard provides access to:

- Assigned programs
- Attendance
- Charges
- Notifications

The dashboard does not show organization-wide administration areas. If no programs have been assigned, the instructor will not see program-specific signups or attendance information.

Troubleshooting

The instructor cannot find a program

Confirm that:

- The user has the Instructor role.
- The user was assigned to the correct program.
- The program assignment was saved.
- The instructor is signed into the correct organization.

The instructor cannot create a signup

Confirm that:

 

- The instructor is assigned to the program.
- The program is available for registration.
- A valid member, family member, or guest has been selected.
- Any required membership or registration information is complete.

The instructor cannot take payment

Confirm that:

- The signup requires payment.
- The organization’s payment setup is active.
- The card details are valid.
- The instructor is working from an assigned program.

If the payment still cannot be completed, a manager should review the organization’s payment configuration.

The instructor needs to issue a refund

Refunds are not part of the Instructor-only role. The instructor should provide the signup and payment details to a manager or full administrator.

The instructor cannot edit an attendance record

The attendance sheet may be shared or read-only, or the instructor may not be assigned to the related program. A manager should verify the assignment and attendance-sheet permissions.