How-to guide
Set up groups, instructors and staff
Assign people to the right roster and give staff the access their work requires.
For Owners and operations administrators
Before you start People and group management access. Contract and payroll functions require the relevant authority and plan.
Build a group#
A group is the roster used by sessions and attendance. Your academy may call it a squad or class. A participant can belong to multiple groups.
- Open People and the groups or squads area.
- Create the group with a clear name. Set its visibility and other options deliberately.
- Add the intended participants and assign the lead and assistant instructors.
- Open a scheduled session for that group and confirm that the expected roster is shown.
Give staff the right role#
Use the staff and access controls to invite or update a staff member. Choose the minimum role needed. A coach's scope follows assigned groups; finance access is a separate responsibility.
Employment contracts are versioned. Review effective dates and the pay arrangement before making a new version. Historical payroll must retain the contract basis used at the time. When an instructor leaves, review group/session assignments, membership and future work rather than only changing their display name.
Check the result#
Ask the staff member to open their own workspace and check an assigned group. If a role is missing, confirm the membership in that academy. If payroll is missing, check the Club entitlement and finance authority; promoting someone to coach does not grant finance administration.