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. |
Add customers to classes: pass-only staff bookings
Under Calendar Management → Add customers to classes, use the normal View and Edit buttons:
- Both off (None): staff cannot add customers to classes.
- View only: staff can book only with a valid pass accepted for the selected class. Every booked seat needs an eligible pass and enough remaining classes or points; an eligible shared pass can be used. Merely owning an expired, depleted or inapplicable pass is not enough.
- Edit: staff may also book without a pass, subject to the other booking rules.
It is the first item in the Calendar Management group. This permission supplements existing calendar and own/other-instructor class access; it does not grant access to every class by itself. It also applies when staff manually promote a waiting-list customer or confirm a new-flow appointment. With View only, staff cannot confirm a booking that takes a one-off payment instead of a pass. Adding a customer to a class's waiting list is not checked against this permission, and it does not change customer self-booking rules or automated class-package bookings. The class setting Requires a valid pass is a separate customer-booking rule.
To restrict instructors, remove Edit for this permission from every applicable role and keep View in at least one. None means this role grants nothing; it is not a denial. Instructor Edit + custom-role None still allows no-pass booking. Instructor None + custom-role View allows pass-only booking. Only when no applicable role grants View or Edit are staff blocked from adding customers entirely. Setting this permission to None does not remove the Instructor role or teaching identity. Account Admin has unrestricted booking permission. This permission is not granted automatically by other Calendar permissions, such as User's Classes Edit or Other Instructor's Classes Edit, so check every role whose staff book customers. A staff member who sees Your role does not allow adding customers to classes. has neither View nor Edit in any applicable role. One who sees Your role requires a valid pass for every customer booking. has View only and needs Edit to book without a pass.
Example Use Cases
Pass-only instructor
A studio wants teachers to help customers book, but only using an eligible pass. Keep the Instructor role, grant Calendar Management View and the relevant own-class access, then set Add customers to classes to View only. A customer with an accepted pass and enough credit can be booked; a customer without one is blocked. Check every assigned role so none also grants Edit for this permission.
Attendance-only instructor
Grant Calendar Management View, User's Classes View and User's Roll Call Edit. Leave Add customers to classes off to prevent adding customers. Other-instructor class access and roll call remain separate choices.
Front desk or manager
Grant the required class access and Add customers to classes Edit when this staff member should be able to make no-pass bookings. This does not automatically grant report revenue access or override other booking rules.
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.
Class Notes
The Notes tab on a class is shown to every staff member, whether or not they can edit that class. Editing the class itself still requires the matching Edit permission, so staff without it can read the class notes but cannot change the class.
Permission Changes
Save the role, then verify the affected staff account after its permissions refresh. 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 saved role applies to all assigned users. Verify the result with a staff account after its permissions refresh.
Creating Custom Roles
Use the core Instructor role for the minimum permissions shared by all teachers. Create custom roles for extra responsibilities and assign them alongside Instructor.
Multiple roles add permissions; they do not subtract them. For the applicable location, Edit takes precedence over View, and None in one role does not cancel a grant in another. Review all of a user's assigned roles when access is broader than expected. Keep the core Instructor role for teaching identity; reduce its shared permissions before adding custom roles for extra responsibilities.
A custom role with View-only booking cannot restrict an Instructor role that still grants Add customers to classes Edit. Lower the shared grant first, then give Edit only to the staff who need no-pass bookings.
