Overview
Merchants can control what instructors see on the calendar using the Calendar Management permissions. These permissions determine whether an instructor can view or edit classes on the calendar, take attendance, and whether they can access information about classes taught by other instructors.
By setting up permissions correctly, you can ensure that instructors have access to the information they need while protecting sensitive business data.
Calendar Permissions Explained
The Calendar Management section contains the following permissions:
| Permission | What It Allows |
|---|---|
| Calendar Management: View | Allows the user to view the Calendar page. This is the base permission required for any calendar access. |
| User's Classes: View | Instructors can see the detail information of classes they are assigned to, including class time, location, and the attendee list. |
| User's Classes: Edit | Instructors can edit classes they are assigned to teach. |
| User's Roll Call: Edit | Instructors can mark customers as attended or not attended for classes they are assigned to. |
| Attendance for Other Instructor's Classes: View | Instructors can view attendance information for all calendar classes, not just their own. |
| Other Instructor's Classes: View | Instructors can view classes that other instructors are assigned to on the calendar. |
| Other Instructor's Classes: Edit | Instructors can edit all classes on the calendar, including those assigned to other instructors. |
| Other Instructor's Roll Call: Edit | Instructors can mark customers as attended or not attended for classes that other instructors are assigned to. |
Example Use Cases
Here are some common permission setups based on different instructor roles:
1. Part-Time Instructor (Manage Own Classes Only)
- Calendar Management: View - Enabled
- User's Classes: View - Enabled
- User's Classes: Edit - Disabled
- User's Roll Call: Edit - Enabled
- Other Instructor's Classes: View - Disabled
This setup allows part-time instructors to see their own schedule and attendee lists, and take attendance for their classes, but they cannot make changes to class details or see other instructors' classes.
2. Senior Instructor (View All Classes)
- Calendar Management: View - Enabled
- User's Classes: View - Enabled
- User's Classes: Edit - Enabled
- User's Roll Call: Edit - Enabled
- Other Instructor's Classes: View - Enabled
- Other Instructor's Classes: Edit - Disabled
Senior instructors can manage their own classes and view the full studio schedule, but they cannot modify other instructors' classes.
3. Studio Manager (Full Calendar Access)
- All Calendar Management permissions - Enabled
Managers have complete control over all classes on the calendar, allowing them to make schedule changes, manage bookings, and take attendance for any instructor.
Important Notes
Viewing Attendee Lists for Own Classes
Instructors with the "User's Classes: View" permission enabled can view the attendee list for classes they are teaching. This allows them to see who has booked their classes without needing access to other instructors' class information.
Permission Changes
Permission changes take effect immediately. After making changes, we recommend testing by logging in with an instructor account to verify the settings work as expected.
Where to Configure Instructor Permissions
To configure instructor calendar permissions, follow these steps:
Step 1: Access Settings
From the admin dashboard, look at the left sidebar menu and click on Settings. You may see a gear icon next to it.
Step 2: Open Role & Permission Management
In the Settings menu, find and click on Role & Permission Management. This is where you manage all user roles and their associated permissions.
Step 3: Click Manage Roles
On the Role & Permission Management page, locate the Manage Roles button, usually in the top-right area of the page, and click it. This will display a list of all existing roles in your system.
Step 4: Select the Role to Edit
Find the role you want to modify, such as Instructor, in the list. Click the Edit icon next to the role name. This will open the role editing page where you can adjust permissions.
Step 5: Find Calendar Management Permissions
Scroll down the permissions list until you find the Calendar Management section. This section contains all the calendar-related permissions described earlier in this article.
Step 6: Adjust Permissions
Enable or disable each permission depending on your requirements. Enabled permissions will appear active, while disabled permissions will appear inactive.
Step 7: Save Your Changes
After making your adjustments, click the Save button to apply the changes. The new permissions will take effect immediately for all users assigned to this role.
Creating Custom Roles
If you need different instructors to have different permission levels, you can create custom roles instead of modifying the default Instructor role. Click Add Role on the Manage Roles page, give the role a descriptive name such as Senior Instructor or Part-Time Instructor, configure the appropriate permissions, and assign instructors to these roles as needed.
