# Set up groups, instructors and staff

Assign people to the right roster and give staff the access their work requires.

Type: How-to guide

For: Owners and operations administrators

Before you start: People and group management access. Contract and payroll functions require the relevant authority and plan.

Reviewed: 2026-09-16

## 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.

1. Open People and the groups or squads area.
2. Create the group with a clear name. Set its visibility and other options deliberately.
3. Add the intended participants and assign the lead and assistant instructors.
4. 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.

## Related guides

- [Roles, relationships and permissions](https://kelab.app/docs/roles-access.md)
- [Schedule, change or cancel a session](https://kelab.app/docs/scheduling.md)
- [Prepare, approve and settle payroll](https://kelab.app/docs/payroll.md)
- [Manage participants and guardian relationships](https://kelab.app/docs/people-guardians.md)