Roles & Permissions

Conductly uses a role-based permission system to control what each person at your school can access. Every user is assigned a role within your organization, and that role determines what they can see and do. There is no per-user permission editor — abilities are fixed per role.

There are five roles, each designed for a different type of user.

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The Five Roles

Owner

The Owner has complete access to everything in Conductly, including the school's Conductly subscription.

Typical user: The school owner, director, or founder.

What Owners can do:

• Everything an Admin can do (see below)
• Manage the Conductly subscription (Settings > Subscription is owner-only)

note

The Owner is the account that registered the school — each school has one Owner, and the role can't be reassigned from within the app.

Admin

Admins have full operational access to run the day-to-day business of the school. The only things they cannot access are the Conductly subscription and the Owner role itself.

Typical user: Office managers, operations staff, front desk coordinators.

What Admins can do:

• View and manage all students, guardians, and instructors
• Create and edit courses, sessions, and the catalog
• Manage the full calendar and schedule for all instructors
• Create, send, and manage invoices and payments
• Configure rates, tuition, fees, and discounts
• Manage locations and rooms
• Create and publish forms
• Manage the online store
• View earnings, reports, and dashboards
• Configure school settings (except the subscription)
• Invite team members (invites always create Admins)

Instructor

Instructors have a focused view limited to their own teaching responsibilities. They log into the main app with a trimmed-down navigation — they can see the students they teach, the guardians of those students, the groups containing their students, and their own schedule, but they don't have access to billing, earnings, other instructors' students, or school-wide settings.

Typical user: Music teachers, lesson instructors, class facilitators.

What Instructors can do:

• View their own schedule and upcoming lessons
• View profiles of students assigned to them through sessions they teach
• View guardians of students they teach
• View groups containing their students
• Access a limited Settings area: User Profile and Calendar Sync

What Instructors cannot do, by default:

• View other instructors' students or schedules
• Mark attendance, or move, edit, or delete a lesson
• Access billing, invoices, or payments
• View earnings — not even their own (the Earnings page is owner/admin only)
• View or configure payment processors
• Modify school settings or rates
• Create courses or manage the catalog
• Manage other team members
• View reports or dashboards

tip

Adding an instructor does not invite them to the platform. To give an instructor a login, open their profile under Teaching > Instructors and click Send Login Credentials — this emails them credentials so they can sign in.

tip

The capabilities above are the Instructor role's defaults. From Settings > Team, the Instructor permissions panel lets a school grant instructors the ability to take attendance and reschedule/delete their own lessons, view the whole school's calendar, or further restrict what they see about their students -- hiding contact details, family members, billing, notes and activity, or the Students/Guardians/Groups lists entirely. See Instructor Permissions.

Guardian

Guardians are the parents and family members linked to students. When a guardian logs in, they land in the Family Portal, where they can view and pay invoices, manage the family's payment method, and view -- or, for private lessons, reschedule and cancel -- their students' upcoming lessons.

Typical user: Parents, legal guardians, family members responsible for a student.

What Guardians can do:

• See the family's balance due and invoices awaiting payment, and pay them with Pay now
• Update the saved card with Update card
• View payment history
• View their students' upcoming lessons
• Reschedule or cancel their students' upcoming private lessons, if their school's policy allows it (group classes are view-only)

What Guardians cannot do:

• Book new lessons (self-service only reschedules an existing lesson to a new time)
• Edit student or family profile information
• Message the school through the portal
• Access any administrative features or other families' information

tip

See The Family Portal for a full walkthrough of what families see and can do, and Family Portal Settings to configure the self-service rules.

info

Guardians don't need to log in to pay — invoice emails include signed links that let them view and pay an invoice or update their card without an account password. The online store is also public, so anyone can purchase without logging in.

Student

Students who log in see the same Family Portal as guardians, scoped to their own billing and lessons.

Typical user: Older students or adult learners who handle their own payments.

What Students can do:

• View and pay their own invoices
• Update their saved payment method
• View their payment history
• View their own upcoming lessons
• Reschedule or cancel their own upcoming private lessons, if their school's policy allows it (group classes are view-only)

What Students cannot do:

• Book new lessons (self-service only reschedules an existing lesson to a new time)
• Access any administrative features
• View other students' information

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Role Comparison Table

Capability	Owner	Admin	Instructor	Guardian	Student
View all students	Yes	Yes	Own only	No	No
Manage students	Yes	Yes	No	No	No
View full calendar	Yes	Yes	Own only (configurable)	No	No
Take attendance	Yes	Yes	No (configurable)	No	No
Create/edit events	Yes	Yes	No (configurable)	No	No
Send invoices	Yes	Yes	No	No	No
View/pay invoices in the portal	—	—	—	Own family's	Own only
Reschedule/cancel own private lessons in the portal	—	—	—	If school allows	If school allows
Manage courses & catalog	Yes	Yes	No	No	No
Manage locations	Yes	Yes	No	No	No
Create forms	Yes	Yes	No	No	No
Manage online store	Yes	Yes	No	No	No
View reports	Yes	Yes	No	No	No
View earnings	Yes	Yes	No	No	No
Configure settings	Yes	Yes	Own profile only	No	No
Manage team members	Yes	Yes	No	No	No
Manage Conductly subscription	Yes	No	No	No	No

note

Purchasing from the online store isn't tied to a role — the storefront is public and guest-only, so anyone can buy without logging in.

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Working With Multiple Schools

If you work with more than one school on Conductly, each school has its own separate login. To switch between schools, log out and log in again with the credentials for the other school.

note

Conductly does not currently support in-app switching between schools. If you manage multiple schools and this workflow is inconvenient, let us know — we may add an in-app switcher in a future release.

Each login account is scoped to one school. A user's role and permissions are determined by which school they're logged into — the same person may be an Owner at one school and an Instructor at another, but they'll need separate logins for each.

info

Each school's data is completely isolated. There is no information leakage between schools, even when the same person has accounts at multiple schools.

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Managing Roles

Roles in Conductly are mostly assigned automatically — there is no role picker when inviting someone and no general "change role" flow.

Adding a Team Member (Always an Admin)

1. Go to Settings > Team.
2. Click Add team member.
3. Enter their first name, last name, and email address.
4. Send the invitation — they'll receive an email (valid for 30 days) with instructions to create their account.

Every invited team member joins as an Admin.

Giving an Admin Teaching Duties

The only in-app role change is toggling the instructor role on a team member:

1. Go to Settings > Team.
2. Open the row menu for the team member.
3. Choose Add instructor role (or Remove instructor role to take it away).

This lets an admin also be assigned to lessons as an instructor.

Adding an Instructor (Without Admin Access)

Instructors who shouldn't have admin access are added from Teaching > Instructors with the Add instructor button, then invited to log in via Send Login Credentials on their profile.

Removing a Team Member

From Settings > Team, open the row menu and choose the remove option ("Remove Team Member").

warning

Team invites always grant full Admin access — everything except the Conductly subscription. Only invite people you trust to run the school. If someone only needs to teach, add them as an instructor instead of inviting them to the team.

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Best Practices

• Use the least privilege needed. Team invites create Admins, so reserve them for staff who genuinely run operations. People who only teach should be added as Instructors and invited with Send Login Credentials.
• Review your team periodically. When staff members leave or change responsibilities, remove them from the team or adjust their instructor role to match.
• Don't share accounts. Every person should have their own login. This ensures accurate activity logs and proper permission scoping.