Instructors and permissions

Instructors live under Instructors in your dashboard. The page lists everyone on your team with their contact details, how many classes they are teaching, and their hourly rate if you record one. There is no limit on how many instructors you can add.

1. Click Add Instructor.
2. Enter their first name, last name, and email address. Phone, bio, hourly rate, certifications, and specialties are optional. Phone, hourly rate, and specialties stay inside your dashboard. The bio and certifications also appear on the public class page when Show Instructors is on (see the Widget page settings).
3. Click Add Instructor at the bottom of the form.

CertClass creates a login for that email address and sends a welcome email from your business with the login link and a temporary password. The first time the instructor signs in, they are asked to choose their own password. You never see or manage their password.

If the email already has a CertClass login. When the address belongs to someone in your own account, CertClass attaches an instructor profile to that existing login and tells you so. No new email is sent, and they keep signing in the way they already do. If the address belongs to a CertClass account at a different organization, you will see an error asking for a different email. To add yourself, use the switch described in If you teach too instead of the form.

To update a profile later, open the instructor and click Edit Instructor. The email address cannot be changed once the login exists. Delete Instructor deactivates the account and removes their access. CertClass will not let you delete an instructor who is still the lead instructor on a scheduled class, so reassign those first.

Instructors keep their own profile up to date. Clicking their name in the instructor portal opens their profile, where they can add a photo and edit their bio, hourly rate, specialties, and certifications themselves.

Open an instructor from the Instructors page to find the Access Permissions card. It lists what every instructor can do, followed by two switches you can set one at a time. Both are off by default.

Here is what each switch does:

• Complete Classes Directly. Off by default. With it off, an instructor finishes a class by clicking Submit for Completion, which marks the class as pending your review; you then complete it from your dashboard. With it on, the instructor can change the class status themselves, including marking it completed, without waiting for you.
• View Financial Information. Off by default. It controls whether the instructor sees money at all. With it on, revenue totals and per-student payment figures appear on the instructor's dashboard, class pages, and student list. With it off, those pages still show who has paid and who is pending, but no dollar amounts.

Every instructor, regardless of these switches, can see the classes they are assigned to, view and search those rosters, take attendance, record pass/fail, add session notes, and export a student list. They cannot see classes they are not assigned to, and they cannot open your admin dashboard.

A class can have one instructor or several. Assignments are made on the class form, so an instructor sees a class in their portal as soon as you save it.

1. Create a class, or open one and click Edit Class.
2. In the Instructors field near the top, choose a name from Add an instructor. Repeat to add a co-instructor. Click the trash icon on a name to remove them.
3. Save the class.

When you create a recurring series, the instructors you pick are assigned to every class in the series. Templates do not store instructors, so you choose them on each class. On the Instructors page, View Classes on any card filters your Classes list to that person's assignments.

Instructors sign in at the same login page you use and land in the Instructor Portal, which has two areas: Dashboard and My Classes. It carries your logo and colors.

• Dashboard. Class and student counts, the next few upcoming sessions with time and location, and recent classes.
• My Classes. Every class they are assigned to, with search and filters for Scheduled, In Progress, Pending Review, Completed, and Cancelled.
• A class page. Date, time, location, capacity, recent registrations, and a Quick Actions card with Manage Students & Attendance (or Manage Next Session for multi-session classes), View All Students, and Export Student List.
• The roster. View All Students opens the Student Roster, which lists each student with contact details, emergency contact, registration date, payment status, and attendance so far, plus a Take Attendance button.

Taking attendance and marking pass/fail works the same way for instructors as it does for you. See attendance, pass/fail, and certifications.

Instructors can add the portal to their phone's home screen so it opens like an app with one tap. The steps for iPhone and Android are in adding CertClass to a phone's home screen.

You do not need a second login or a second email address to teach your own classes. Click your name at the bottom of the sidebar to open My Profile, find the Teaching card, and turn on I also teach classes. The Instructors page also offers Add yourself as an instructor until you have done this. Either way, nothing is emailed and your login does not change.

Once it is on:

• Your name appears in the Instructors field on the class form, so you can be assigned to classes like anyone else, and you get a card on the Instructors page.
• Instructor view appears in your sidebar. It opens the instructor portal showing only the classes you are assigned to, with the same roster and attendance tools your instructors use, and an Admin Portal link to get back.
• You keep full admin access, and money is visible in your instructor view by default. Both permission switches on your own instructor card start switched on the first time you turn the switch on; change them there if you prefer.

Turning the switch off removes you from the instructor picker and closes the instructor view. As with any instructor, CertClass will not let you turn it off while you are the lead instructor on a scheduled class. Reassign those first. Past classes keep you listed.