Managing Instructors
This guide covers everything you need to know about adding instructors to Conductly, viewing and editing their profiles, and managing your teaching team.
Adding a New Instructor
To add an instructor, navigate to Instructors in the sidebar and click the Add instructor button in the top-right corner.
The creation process has three steps:
Step 1: Basic Information
Enter the instructor's core details:
- First Name (required)
- Last Name (required)
- Email (required)
- Phone (optional)
:::info Email already belongs to an admin? If you enter an email that already belongs to an admin on your team, Conductly won't create a duplicate account or let the wizard continue. An "Already on your team" dialog offers to add the Instructor role to that admin's existing account instead -- click Add instructor role to grant it (they keep their current login and admin access), or Cancel to go back and use a different email. :::
Step 2: Lesson Assignments
Optionally assign the instructor to one or more lessons. You can skip this step and assign courses later from the instructor detail page.
Step 3: Confirmation
Review the information and confirm. Once created, the instructor appears in your instructor list with an Active status.
Adding an instructor to Conductly does not invite them to the platform. When you're ready to give them login access, use Send Login Credentials from their detail page.
After creating an instructor, you can navigate directly to their detail page by clicking the "View instructor" link in the success notification.
Viewing the Instructor List
The Instructors page shows all of your school's instructors in a sortable, filterable list.
Filtering
Click the Filter button to narrow down the list by:
- Name -- Search by instructor name.
- Status -- Filter by Active, Created, Invited, or Deactivated.
- Student -- Find instructors who teach a specific student.
Sorting and Grouping
Click the Display button to change how the list is organized:
- Sort by: Last updated, Name, or Status.
- Group by: Status or no grouping.
- Direction: Ascending or descending.
Keyboard Navigation
The instructor list supports keyboard shortcuts for fast navigation:
| Key | Action |
|---|---|
| Up/Down arrows | Navigate through the list |
| Enter | Open the highlighted instructor |
| S | Focus the search field |
| Escape | Clear the current highlight |
The Instructor Detail Page
Click on any instructor to open their detail page. This is your central hub for managing everything about a specific instructor.
Profile Information
At the top of the page, you'll see the instructor's name and status. Both are editable inline -- just click to make changes:
- Name -- Click the instructor's name to edit it directly.
- Status -- Click the status badge to change the instructor's status. Available statuses include Active, Created, Invited, and Deactivated.
Setting an instructor's status to Deactivated immediately revokes their login access -- Conductly signs them out of any active session and blocks them from logging back in until they're reactivated. The other statuses (Active, Created, Invited) are organizational labels only and don't affect login access. No automatic process changes an instructor's status; new instructors start as Active.
Properties Panel
Below the name, the properties panel shows key information:
- Courses -- View and manage which courses the instructor teaches. Click to open the course assignment popover.
- About -- Add or edit a bio for the instructor using a rich text editor.
- Availability -- Set the instructor's weekly availability as per-day Available and Break blocks. Availability powers online self-booking, automatic room assignment for self-booked lessons, and the calendar's availability overlay. This covers a standing weekly pattern only -- for a dated absence like a vacation or sick day, see Instructor Time Off instead. If your school has more than one location, each Available block can also be limited to one building or room -- pick it from the Location dropdown, or leave it on Any location to keep it open everywhere. Two Available blocks can only overlap in time when each is limited to a different location -- for example, Mon 9am-5pm at a physical studio and Mon 9am-5pm at Online, for an instructor who teaches both in person and remotely. Blocks that share a location, or where either is set to Any location, still can't overlap. The availability summary spells out where each block applies, e.g. "Mon-Wed 9am-5pm Downtown, Thu-Fri 9am-5pm Uptown." A block's location is enforced everywhere it's read: online booking only offers a time when the covering block allows it there, automatic room assignment keeps the lesson to that building or room (leaving it unassigned rather than placing it elsewhere), and the calendar's availability overlay only shades a block under a matching location filter -- see Instructor Availability Overlay. Staff scheduling a lesson by hand outside an instructor's availability (wrong day, wrong time, over a break, or at a location their blocks don't cover) see a warning by default, or a hard block if your school turns on Settings > Calendar > Block scheduling outside availability -- see Calendar Settings. An instructor with no availability blocks at all is never checked.
- Lesson lengths -- Choose which lesson durations the instructor offers, from fixed presets: 15, 30, 45, 60, 90, or 120 minutes. These are used for online self-booking.
- Sessions -- See how many active sessions the instructor has.
- Students -- View the number of active students.
- Calendar Color -- Pick a color for the instructor. This color is used on the calendar to visually distinguish their lessons.
Deleting a location permanently removes any availability blocks limited to it, even though the location itself can be restored afterward -- restoring a location does not bring back its associated availability blocks. If this happens, reopen the instructor's Availability editor and re-add the hours.
An instructor doesn't have to wait on an admin for any of this. If your school turns on the matching toggle in Settings > Team > Instructor permissions, an instructor can edit their own About and set their own Availability and Lesson lengths from their own Settings. See Instructor Bio & Availability.
Overview Cards
The detail page includes expandable overview cards for:
- Students -- See which students the instructor is teaching, with enrollment status and session details. Click "View all" to see the full list with search and infinite scroll.
- Invoices -- View invoices associated with the instructor's students.
- Payments -- Track payments related to the instructor's students.
Sidebar (Desktop)
On larger screens, the right sidebar displays:
- Photo -- Click to upload or change the instructor's profile image.
- Contact Information -- Edit the instructor's phone number and email address inline.
- Financial Overview -- See total paid and outstanding amounts.
- Upcoming Lessons -- View the next scheduled lessons.
Custom Fields
If your school has added custom fields for instructors (Settings > Custom Fields), they appear in an Additional Information card and are edited inline like any other field. See Custom Fields for how to create and manage them.
Notes and Activity
At the bottom of the detail page, you'll find two tabs:
- Notes -- Write internal notes about the instructor. These are only visible to admins and owners.
- Activity -- View a timeline of changes and events related to the instructor.
Uploading an Instructor Photo
- Open the instructor's detail page.
- Click on the photo area (or the initial placeholder) in the sidebar.
- Upload an image file.
- The photo will appear on the instructor's profile and may be used in other areas of Conductly.
To remove a photo, open the upload modal and click the delete option.
Sending Login Credentials
You can send login credentials to an instructor so they can access Conductly:
- Open the instructor's detail page.
- Click the three-dot menu (...) in the header.
- Select Send Login Credentials.
- Confirm the action.
Sending login credentials will reset the instructor's password. A new password will be generated and sent to their email address. Make sure the instructor's email is correct before proceeding.
Sending credentials does not change the instructor's status -- it only resets their password and emails it to them, along with a login link.
Granting Admin Access
If an instructor also needs to help run the school -- managing billing, settings, or other staff -- you can give their existing login admin access without creating a second account:
- Open the instructor's detail page.
- Click the three-dot menu (...) in the header.
- Select Add Admin Role.
- Confirm the action.
Add Admin Role only appears while the instructor doesn't already have admin or owner access -- once granted, the menu item disappears. The instructor keeps their existing login and lesson assignments; admin access is added on top, it doesn't replace anything.
Inviting a team member from Settings > Team > Add team member with an email that already belongs to an instructor offers the same grant through an "Already on your team" dialog, instead of creating a duplicate account. See Team Management.
Deleting and Restoring Instructors
Deleting an Instructor
You can delete instructors in two ways:
From the detail page:
- Click the three-dot menu (...) in the header.
- Select Delete Instructor.
- Confirm the deletion.
From the instructor list (bulk delete):
- Select one or more instructors using the checkboxes.
- Click the three-dot menu next to the "Instructors" heading.
- Select Delete instructor(s).
- Confirm the deletion.
An instructor with active sessions cannot be deleted. Remove the instructor from all of their active sessions first, then delete them.
Deleting an instructor performs a soft delete. The instructor's data is preserved and can be restored.
Restoring a Deleted Instructor
- Go to the Instructors page.
- Click the three-dot menu next to the "Instructors" heading.
- Select Restore instructor(s).
- In the drawer that appears, find the instructor you want to restore and confirm.
Saving Instructors as a Group
You can save a selection of instructors as a reusable group:
- Select one or more instructors using the checkboxes, or apply filters to narrow the list.
- Click the three-dot menu next to the "Instructors" heading.
- Select Save as group.
- Name your group and save.
Groups can be used for bulk communications and other actions throughout Conductly. Learn more in the Groups section.