The instructor guide

What is in your sidebar

The sidebar groups into Navigation, Studio and Account. As an instructor you get Overview and Studios under Navigation; Dashboard, Schedule, Classes, Members, Check-In, Timesheets, Messages and Events under Studio; and Account at the bottom.

• The Administration group — Staff, Audit Log and Studio Settings — is hidden from you entirely.
• Programs is not in your sidebar. It is gated on a permission you do not hold by default, which matters for awarding milestones — see below.
• Classes IS in your sidebar, reached through the homework permission rather than the class-management one. That is why you can open it but cannot edit a class.
• Messages carries an unread count. Timesheets has an "awaiting review" badge, but it is gated on the reviewing permission, so you will not see a count there.

Switch studio, or switch to your own account

The row at the top of the sidebar, above Navigation

1. 1Click the row at the top of the sidebar. It shows your studio’s logo or first letter, the context name and a second line.
2. 2The menu is headed "You are viewing as". Studios are listed first, each with your role beneath it — Owner, Admin, Instructor or Front desk.
3. 3Below a separator, "My account" (subtitled "Member view") switches you to the family side of the product.
4. 4Below another separator, "Manage studios" takes you to the studio list.

• You will see this menu even if you teach at only one studio, because "My account" is always there as a second context.
• Switching studio while you are inside a studio page keeps you on the same page — check-in at one studio becomes check-in at the other.
• Each studio is a separate world. Timesheets, classes, homework and messages are all scoped to the studio in the URL. Teaching at two studios means logging your hours twice, on two separate pages.

Check someone in by name

Sidebar → Check-In · /studios/{studioId}/check-in

The fastest path, and the one to use at a busy door. The search box is focused the moment the page loads, so you can start typing immediately.

1. 1Open Check-In. The header shows today’s date, a running clock, and two badges: how many sessions run today, and how many students are checked in.
2. 2Type at least two characters of the student’s name into "Search student name to check in...". Nothing happens below two characters.
3. 3Click their row.
4. 4If they have exactly one class today they are checked in immediately, and you get a "Checked in {name}" confirmation with the class and classroom beneath it.
5. 5If they have more than one class today, a "Select Class" dialog opens — click the right class.
6. 6The search box clears and refocuses itself, ready for the next student.

• A student with nothing on today gets a red "No active classes scheduled for today".
• Cancelled and completed sessions are not offered on this path.

Work a session roster

Check-In → the right-hand panel

Better when you want to see the whole class at once and who is still missing.

1. 1In "Today’s Sessions (N)", click the session you are teaching. Cards are colour-coded and labelled Upcoming, In Progress, Completed or Cancelled.
2. 2The panel loads with counts for Checked In, Enrolled and Capacity, plus a line reading how many are in, out and pending.
3. 3Click Check In beside each student as they arrive.
4. 4Click Check Out when they leave. The row then shows a Completed badge.
5. 5Use Refresh to re-read the roster by hand. It also refreshes itself every few seconds while the tab is open.

• Trial students carry a Trial badge. Late is a fixed ten minutes: check someone in more than ten minutes after the session start time and the row gets a red Late badge. There is no grace period to configure and no way to clear the badge afterwards, so it is worth knowing before you use it as a discipline record — it measures when you pressed the button, not when the student walked in.
• There is no undo. The only reversal is Check Out.
• On a narrow screen the roster replaces the session list rather than sitting next to it — go back to pick a different session.
• The roster panel also carries a Session report button, which is the shortest route to writing up the class you just taught.

Open a report

Four routes to the same editor. Use whichever is closest.

1. 1From the class page: open the class and go to its Reports tab.
2. 2From check-in: the Session report button at the top of the roster panel.
3. 3From the schedule: open a session and scroll to the Session report button.
4. 4From the studio dashboard: the "Write Session Report" quick-action card.

• On the Reports tab the button tells you the state: Write report when nothing exists, Continue draft when a draft is waiting, Open report once it is published.
• The status column reads none, draft, published or edited.
• The tab lists the most recent past sessions, newest first. Before any class has happened you get "No past sessions yet — reports appear here once a class has taken place."

Write and publish it

1. 1Fill in the "What we covered" card. The placeholder is a good prompt: "Warm-up, the drills, the form we worked on, what to practise at home…". You have 5,000 characters, with a live counter.
2. 2Optionally add a note per student in the "Student notes" card — one textarea each, 2,000 characters, placeholder "A note for {firstName}’s family…". Students who attended carry an Attended badge.
3. 3Click Save draft to come back to it, or Publish to send it.
4. 4Once published, the two buttons are replaced by a single Save changes.

• The recap is read by every family in the class. The card says so: keep staff-only observations out of it.
• A student note goes only to that student’s own account holder — no other family in the class can see it.
• Publishing is a one-way door. There is no unpublish.
• You cannot publish a class that has not happened yet. Drafting ahead is fine — the footer tells you to save a draft and publish once it has. The cutoff is the studio’s calendar day, so a class this evening already counts as today.
• Publish stays disabled until the recap has text in it. Student notes alone are not enough.
• Re-saving a published report only marks it edited if you actually changed something.
• A cancelled session cannot be written up at all.

Plan a week’s routine

Sidebar → Classes → your class → Homework tab → Plan

1. 1Open the class and switch to the Homework tab. It opens on Plan; the other two sub-tabs are "Class status" and Activities.
2. 2Check which week you are on using the bar at the top — chevrons move a week at a time, and the sub-label reads "This week", "Past week" or "Upcoming week". A "This week" button appears once you have wandered off.
3. 3In the Routine card, pick an exercise from the "Add activity" select (placeholder "Choose an activity") and click Add. Each option shows its default target and unit.
4. 4Type a whole number of at least 1 into each weekday the activity is due. Leave a day blank to skip it.
5. 5Optionally write a "Note to students" — for example "Focus on form this week — slow and controlled." It is shown to students and their families with the week’s homework.
6. 6Click Save routine. It stays disabled until something actually changes, and the footer shows how many items are scheduled plus an unsaved-changes marker while you work.

• Every enrolled student gets this routine. Per-student changes come next.
• "Copy last week" appears only when this week has nothing stored AND last week has a routine. It refuses to overwrite: "This week already has a routine. Edit it directly, or clear it first."
• "Clear week" appears only when there are stored items, and asks first — "Clear this week’s routine?" It warns that it removes every activity and student adjustment for the week, and it will not run once a student has recorded results.
• Switching to the Activities sub-tab mid-edit does not lose your grid. That is deliberate — go create the missing exercise and come back.

Adjust the week for one student

Homework tab → Plan → "Students this week"

1. 1Scroll to the table below the routine. The Adjustments column reads "Class routine" for anyone on the standard plan, or a "N adjusted" badge for anyone who is not.
2. 2Click Adjust on their row. The dialog is "Adjust for {First} {Last}".
3. 3Set a different target in the Adjusted column, or tick Skip to drop that day for them. Leave a target blank to keep the class target.
4. 4Save.

• A day the student has already recorded cannot be skipped.
• Student names in that table link straight to their own homework view.

See who is keeping up

Homework tab → Class status

• The table shows each student with their status, what they have done, their completion, and how that compares with target — plus one column per planned week.
• The two numbers mean different things: done-of-due counts only days that have arrived, while "of target" compares what was recorded with what was asked.
• Before anything is planned you get "Nothing has been planned up to this week yet."

Add an exercise to the library

Homework tab → Activities

Read this before you rename anything. The activity library is shared by every class in the studio — adding, renaming or archiving one here changes it everywhere, not only in the class you are standing in.

1. 1Open the Activities sub-tab. The count badge is the number of active activities.
2. 2Click Add activity.
3. 3Fill in Name (for example "Push-ups"), Unit — it defaults to reps, and the helper suggests "reps, minutes, laps…" — and a Default target of at least 1.
4. 4Save. The default target pre-fills the routine builder whenever you add that activity to a week.

• Rows carry Edit, Archive and Restore. Archiving asks "Archive {name} for the whole studio?" first; restoring is a single click.
• An archived activity cannot be added to a routine — you get "{name} is archived — restore it first."

Award a milestone to a student

Type or bookmark /studios/{studioId}/programs

1. 1Go to /studios/{studioId}/programs — type the URL, or use a bookmark.
2. 2Click the program name.
3. 3Find the student in the enrolled-students list and click Award Milestone.
4. 4The dialog is "Award Milestone", described as "Recognize {name}’s progress. Their family will be notified."
5. 5Pick the Milestone. Anything already earned is shown with " (already achieved)" and cannot be picked.
6. 6Optionally add Notes — up to 2,000 characters, placeholder "e.g., Great form on basic kata".
7. 7Optionally attach a ceremony photo with "Upload a photo (optional)". JPEG, PNG or WebP only.
8. 8Click Award. You get "{name} achieved “{milestone}”. Their family has been notified."

• In a sequential program only the next unearned milestone can be selected. The rest read " (locked — earn earlier milestones first)". A flexible program lets you pick any unearned one.
• The Award Milestone button is disabled when the student has earned everything, and absent entirely when the program has no milestones defined.
• If a photo upload fails, the award is abandoned rather than saved without the photo. Try again.
• You cannot create programs or define milestones — that needs the class-management permission, so the Create Program control will not render for you.

Send a message

Sidebar → Messages · /studios/{studioId}/messages

1. 1Click Compose in the Inbox card header. The dialog is "New Message".
2. 2Pick a recipient type: "An individual account holder", "A class", "Several account holders and/or classes", "Entire studio", or "SMS alert (text message)".
3. 3Search for account holders — the box reads "Search account holders by name or email…" — or pick a class from "Select class…", depending on the type you chose.
4. 4Write a Subject if you want one. It is optional, and it is hidden entirely for SMS alerts.
5. 5Write the Message and click Send.

• Scheduling is offered for exactly one recipient type: "Several account holders and/or classes". That branch alone shows a "Send at" field, with "Leave blank to send now." Everything else sends immediately.
• A scheduled send runs on the studio’s timezone, not yours. The dialog warns you.
• SMS alerts are billed per recipient, capped at 320 characters, and carry no subject line.
• The recipient count is an upper bound: email and SMS still respect each person’s own notification settings.
• Replying to a thread uses the inline box at the bottom — Enter sends, Shift+Enter starts a new line.
• Announcements are a different feature on a different nav item, and instructors do not have it.

Log the time you worked

Sidebar → Timesheets · /studios/{studioId}/timesheets

1. 1Open Timesheets. Your open sheet is the "Current draft" card — "Hours accumulate here until you submit them".
2. 2Click Log hours. The dialog explains the scope: "Record time you worked at this studio. Hours do not need to match a scheduled class."
3. 3Set the Date. You cannot log a future date.
4. 4Choose how to enter the time: the "Start & end" tab takes a Start time and End time; the Duration tab takes Hours and Minutes instead.
5. 5Add an optional Note — for example "Covered the 4pm Little Dragons class".
6. 6Click Log hours. Entries cap at 24 hours each.

• An empty draft reads "No hours logged yet. Use “Log hours” to add your first entry."
• Rows in the draft can be edited ("Edit entry") or removed, with a "Remove this entry?" confirmation.

Submit it for review

1. 1When the draft is right, click Submit timesheet. The button is disabled while the draft is empty.
2. 2Confirm in the dialog — it shows the entry count and total, and warns that entries lock once submitted.
3. 3You get "Timesheet submitted to {studio}".

• Once submitted, entries are locked until the studio reviews them. Any new hours you log afterwards start a fresh draft automatically.
• A returned sheet comes back as a "Returned for changes" card with the studio’s reason at the top. Fix the entries and use Resubmit.
• The "Submitted timesheets" card is your history — "Everything you have sent to {studio}. Submitted sheets are locked."