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). :::
:::tip Already have an account? If the email you enter belongs to someone already on your team as an instructor, Conductly won't create a duplicate account. An "Already on your team" dialog offers to grant the Admin role to their existing account instead -- click Add admin role to grant it (they keep their current login and lessons), or Cancel to go back and use a different email. :::
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 or demote an admin down to instructor-only. You can, however, grant the Admin role to an instructor without removing their instructor access -- that action lives on the instructor's own profile page, not here. See Granting Admin Access in Managing Instructors.
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, grouped as What instructors can do, What instructors can see, What instructors see on the calendar, and (once Messaging is turned on) instructor visibility on the Messages screen. Every toggle 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
Seven toggles decide whether instructors can act on the calendar, on student credits, on messaging families, and on their own bio and availability. Schedule lessons, Take attendance, Reschedule and delete events, Give make-up credits, Edit their own bio, and Manage their own availability are off by default -- before any are turned on, an instructor can't create a new lesson, mark attendance, move, edit, or delete a lesson, give a student a make-up credit, edit their own bio, or manage their own availability. Send emails and texts is the exception: it's on by default, since instructors have always been able to message families.
| Toggle | When on |
|---|---|
| Schedule lessons | Instructors can create a new private lesson from the calendar's Schedule button or by clicking an empty slot in Day or Week view. Off: instructors see no Schedule button and clicking an empty slot does nothing -- if Instructor Time Off is turned on, they get a Time off button in its place instead. |
| 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. |
| Give make-up credits | Instructors can give a student a Make-up Lesson credit -- one at a time from the student's page, or in bulk from the calendar's List view (see Bulk Actions). Off: only admins can give make-up credits. |
| Send emails and texts | Instructors can email and text students and families from a student, guardian, or group page, from the calendar, and from Messages. Off: only admins can email and text families, and instructors lose the Messages nav item and every compose button. |
| Edit their own bio | Instructors can edit their own bio from Settings > User Profile. It appears on your school's store and booking pages as soon as they save it. Off: only admins can edit an instructor's bio. See Instructor Bio & Availability. |
| Manage their own availability | Instructors can set their own weekly hours, breaks, and lesson lengths from a new Settings > My Availability page. This changes the times families can book with them. Off: only admins can set an instructor's weekly hours and lesson lengths. See Instructor Bio & Availability. |
Schedule lessons only covers private lessons -- an instructor's Schedule button and quick-create form never offer Class, Program, or Event, and they can't be selected. It's also scoped to the instructor's own teaching: they can only book a student who is already enrolled with them in a lesson, and only into a slot they themselves teach. A student who has never had a lesson with that instructor isn't offered in the picker until an admin enrolls them once.
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.
Give make-up credits only covers the Make-up Lesson credit type -- instructors can never issue a Refund (dollar-amount) credit, even with this on. Editing, applying, releasing, or deleting an existing credit, and changing a student's Max make-up credits cap, also stay admin-only. See Credits & Scholarships.
This toggle is grayed out and unavailable while Hide make-up credits (below, in What instructors can see) is on -- turn that off first. A school can't grant instructors a capability over data it's also hiding from them.
Send emails and texts is independent of Hide contact details (below, in What instructors can see) -- turning both on at once doesn't cancel out. With Hide contact details on, an instructor still won't see a family's email address or phone number anywhere in the app, but with Send emails and texts also on, they can still send that family a message: Conductly delivers it to the family's real address without ever showing that address on the instructor's screen.
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 make-up credits, and they can also browse the full Students, Guardians, and Groups lists. If your school wants to limit that, turn on any of six 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, payments, and a student's Scholarship badge and Scholarship Information panel 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. |
| Hide make-up credits | The Credits button is hidden on the student page, for both instructors who can and can't give credits. |
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.
- A Refund credit is never visible to an instructor, regardless of this toggle -- it's a dollar amount, so Conductly treats it as billing data. Only Hide billing and the fixed instructor-role restriction govern it; there's no separate toggle for it.
- Scholarships are never editable by an instructor, no matter which of these toggles is on or off -- assigning, editing, and removing one is always Owner/Admin only. See Credits & Scholarships.
- Hiding contact details doesn't stop messaging. Whether instructors can email or text families is the separate Send emails and texts toggle, in What Instructors Can Do above.
Instructor Calendar Visibility
By default an instructor only sees their own lessons on the calendar. Two more controls, both off by default, widen that (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, plus whatever's switched on below. |
| Hide other students' names | Instructors see only their own students' names -- students on lessons they don't teach are shown anonymously. |
Show every lesson at these locations is a middle ground between those two: a list with one row per building and room, letting instructors see every lesson at specific locations -- a shared rehearsal hall, say -- while still seeing only their own lessons everywhere else. Turning on a building also covers every room inside it; that room's own row then shows "Already visible through [Building name]" and can't be toggled separately. Once See the full calendar is on, every row shows "Already visible while instructors see the full calendar", since the location list has nothing left to add.
Hide other students' names used to require See the full calendar before it did anything. Now it waits on either that toggle or any location switched on below -- since a location grant shows instructors other teachers' students too, not just other teachers' lessons.
This is a constraint on top of an instructor's own filters, not a replacement for them -- an instructor who picks a colleague in the calendar's Instructor filter still only sees that colleague's lessons at the locations these switches allow, not their whole calendar.
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.
Instructor Messages Visibility
One more toggle, off by default, controls what instructors see on the Messages screen -- see Messages. It only appears once Settings > Features > Messaging is turned on for your school:
| Toggle | When on |
|---|---|
| See every conversation | Instructors see every text conversation at the school, including families they don't teach. Off: instructors only see conversations with their own students and those students' families. |
Turn on See every conversation for an instructor who also covers front-desk duty and needs to answer texts for the whole school, not just their own students.
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.