Team Management
The Team settings let you manage who has staff access to Conductly. You can invite new team members, give staff the instructor role, and remove people who leave your school.
To access team settings, go to Settings > Team.
Staff Roles
The Team page manages your school's staff roles:
| Role | Description |
|---|---|
| Owner | The person who registered the Conductly account. Full access to everything, including the Subscription page. Each school has exactly one Owner -- there is no way to add or transfer the Owner role in the app. |
| Admin | Everything except the Subscription page and owner-role management. All team invites create Admins. |
| Instructor | Staff login with a trimmed-down app. Instructors' Settings are limited to User Profile and Calendar Sync; they cannot access billing, reports, or Earnings. |
Conductly also has two additional roles that are not managed through the Team page because they're created as part of family workflows:
- Student — Created when you add a student (Families → Students)
- Guardian — Created when you add a guardian (Families → Guardians)
See Roles & Permissions for a full description of all five roles.
Adding a Team Member
- Go to Settings > Team.
- Click Add team member.
- Fill in the details:
- First Name and Last Name
- Email -- This will be their login email. An invitation is sent to this address.
- Save. You'll see "Invitation email sent" and the new member appears in the list.
The new team member receives an email with instructions to set their password and log in. The invitation is valid for 30 days. If someone opens an expired or invalid invite link, they'll see a "Link Expired" page telling them to contact the owner for a new invitation -- re-inviting them sends a fresh link.
:::info No role picker There is no role selection when inviting someone -- every invited team member is created as an Admin. If they will also teach, add the instructor role afterward (see below). :::
Editing Team Member Details
Each row in the team list has a menu with Edit, Add instructor role / Remove instructor role, and Delete.
- Go to Settings > Team.
- Open the team member's row menu and choose Edit.
- Update their details and save.
Managing the Instructor Role
The only role change available in the app is adding or removing the instructor role:
- Add instructor role -- Creates an instructor profile for the team member so they can be assigned to courses and appear on the calendar, alongside their admin access.
- Remove instructor role -- Removes their instructor profile but keeps their admin access intact.
There is no way to promote someone to Owner, demote an admin to instructor-only, or otherwise change roles.
Removing the instructor role does not delete the team member's account. It only removes their ability to be assigned as an instructor for courses and lessons.
Instructors who should not have admin access shouldn't be invited from the Team page at all -- add them from Teaching > Instructors instead, and use Send Login Credentials on their profile when they need a login. See Managing Instructors.
Instructor Permissions
Below the team list, Settings > Team has an Instructor permissions panel that controls what the Instructor role can do and see, in three groups: What instructors can do, What instructors can see, and What instructors see on the calendar. Every toggle in all three groups is org-wide (no per-instructor override), only affects the Instructor role, and saves immediately when you switch it -- there's no separate Save button. Admins and Owners are never restricted by any of them.
What Instructors Can Do
Two toggles, both off by default, decide whether instructors can act on the calendar beyond viewing it -- before either is turned on, an instructor can't mark attendance, move, edit, or delete a single lesson:
| Toggle | When on |
|---|---|
| Take attendance | Instructors can mark a lesson Attended, Missed, Makeup, or Trial themselves. Off: only admins can mark attendance. |
| Reschedule and delete events | Instructors can move a lesson's day and time, edit its details, and delete a single occurrence or "this and following" occurrences of a recurring lesson. Off: only admins can move, edit, or delete a lesson. |
Reschedule and delete events doesn't extend to deleting a whole recurring series -- that "All events" option stays admin-only regardless of this toggle. It also affects billing and the instructor's own pay, since a moved or deleted lesson changes what a family owes and what the instructor earns.
What Instructors Can See
By default, an instructor can see everything about the students assigned to them: contact details, family members, billing, notes and activity, and they can also browse the full Students, Guardians, and Groups lists. If your school wants to limit that, turn on any of five toggles:
| Toggle | When on |
|---|---|
| Hide contact details | Email, phone, address, and form responses are hidden from instructors. |
| Hide families | The Family Members box is hidden on the student page. |
| Hide billing | Invoices, balances, and payments are hidden from instructors. |
| Hide notes and activity | The Notes & Activity section is hidden on the student page. |
| Hide students | The whole Families section closes to instructors -- no Students, Guardians, or Groups lists. |
A few things worth knowing:
- Guardian pages follow the same rules. Whatever a toggle hides on a student's page, it hides the same way on that student's guardians -- contact, family, billing, and notes and activity.
- "Hide families" and "Hide students" are different in scope. "Hide families" only hides the Family Members box on an individual student's page. To close the entire Families area of the app to instructors, use Hide students instead.
- "Hide students" doesn't block an instructor from their own students. It closes the Students/Guardians/Groups lists, but an instructor can still open the profile of a student they teach from their calendar.
Instructor Calendar Visibility
Two more toggles, off by default, control what instructors see on the shared calendar (this used to live under Settings > Calendar):
| Toggle | When on |
|---|---|
| See the full calendar | Instructors see every event across the school, not just their own lessons. Off: instructors only see their own lessons. |
| Hide other students' names | Requires "See the full calendar" first. Instructors see the whole calendar, but only their own students' names -- students on lessons they don't teach are shown anonymously. |
Turn on Hide other students' names if you want instructors to see room and time availability across the school without exposing other teachers' student rosters.
Removing a Team Member
To remove someone from your Conductly account:
- Go to Settings > Team.
- Open the team member's row menu and choose Delete.
- Confirm in the Remove Team Member dialog.
Removing a team member revokes their access to Conductly immediately. If they are an instructor with upcoming lessons on the calendar, you will need to reassign those lessons to another instructor.
Best Practices
- Invite only people who need admin access. Every invite from the Team page creates an Admin with broad access. Teaching-only staff belong on the Instructors page instead.
- Keep the team list current. Remove team members who are no longer with your school to keep your account secure.
- Use real email addresses. Each team member should have their own unique email address for login. Sharing accounts makes it harder to track who did what.