Invite an instructor

Send an email invitation so an instructor can join your studio.

ForOwnerManager
1

Go to Instructors

Click "Instructors" in the sidebar.

2

Click "Invite Instructor"

Enter the instructor's name and email address.

3

Send the invitation

The instructor receives an email with a link to set their own password. The link works for 7 days — if they miss it, you can send another one any time from their profile. Once they choose a password they are signed straight in to their instructor account.

Limits
  • • Instructors are created without a password, so the invitation link is their only way in until they set one.
  • • Personal fields like bio are recorded by name only, not value.
Tips
  • • A studio with 1-on-1 services and no classes reads "practitioners" here, in the sidebar and search, on the invite form and in the invitation email, and each card counts services ("1 service") instead of classes. A studio with both shows both ("2 classes · 1 service").
  • • If someone says "I never had a password", they are right — send them a fresh login link rather than looking for their old one.
  • • Running a collective (you chose "Independent practitioners" at setup, or Rooms and instructor self-scheduling are both on)? The form and the invitation email say "practitioner" and spell out what they can do — book rooms, add their own classes or services.
  • • The instructor page is one row of buttons and six tabs: Overview, Availability, Bookings, Money, Documents, Access. Each tab has its own web address, so a saved link reopens on that tab.
  • • The Money tab opens with "How they're paid": the pay rule for this person, last month's numbers from the same statement as Payouts, and for a paid plan nobody is billing, Send subscribe link and Create invoice.
  • • Wherever this help centre says 'Instructors → edit', it means: open the instructor, Overview tab, press Edit on the Details card.
  • • Not sure where a setting for this person lives (their rate, their services, whether they are on your website)? The "Where this person's settings live" card at the bottom of Overview lists each one with a link — or, if only the owner can change it, says so.
  • • Instructors only connect their own Stripe account when the studio pays them through Stripe ("Pay via Stripe" on Payouts, or Instructor Direct on older studios). Otherwise there is nothing for them to set up.
  • • During setup ("Who teaches with you?" / "Who works from your space?") an email is all you need — the name is optional. Without one, they type their own on the "Choose your password" screen; until then you see their email and members see no name. They can be put straight on your first class or service.
  • • Adding someone who had asked to join from the sign-up page also clears their request from your Dashboard.
  • • You can create an instructor without sending an invitation if you prefer to set up their profile first.
  • • Delete instructor (under More) takes the person off their upcoming class sessions, classes and services and cancels their room plan. If they have payment, appointment or client-note records, Klasly keeps those and keeps the person on your list, hidden from your website — they can still sign in. Only someone with no such records is deleted outright.
  • • Delete instructor is refused while the person still has upcoming appointments or room bookings: cancel those first (each has its own refund and notice), then delete. Nothing is changed when it is refused.
  • • The buttons above the tabs change with the person: a practitioner gets "Book a client" and "Booking link & QR", a renter gets "Room plan", a wellness partner gets "Charge annual fee". Buttons that don't apply to someone are simply not shown. "More" holds the rest, including Delete instructor and (for test accounts) which preview account it is.
  • • Upload a profile photo from the instructor detail page — open the instructor, then Overview → Details → Edit. JPG, PNG, or WebP up to 2 MB. The photo appears in the instructor list and on member-facing pages.
  • • Add an optional Website link (Instagram, personal site, etc.) under Overview → Details → Edit — it appears in the Instructor Info card on the Overview tab alongside email and phone.
  • • You can also import instructors in bulk via CSV.
  • • Instructors can also find your studio on the Klasly sign-up page and ask to join — the request appears on your Dashboard with an Add as instructor button.
  • • Teaching at your own studio? Owners and managers can now add themselves as an instructor using their existing email — their admin role is preserved. The sidebar automatically grows a "My Classes" and "My Earnings" link so they can switch between the admin and instructor views without logging out.
More detail

How they're paid, at the top of the Money tab: which pay rule applies to this person (classes share the pass pool and the $20 membership cap studio-wide, or their own Class payout share when you have set one; appointments use their own Service payout share, a wellness partner's membership terms) and what it came to last month, line by line, from the same statement as Payouts. Below it, Pays you shows their room plan and whether it is actually running — a paid plan with no subscription shows Not subscribed with two buttons: Send subscribe link (re-sends the instructor the email with the link that starts the plan) and Create invoice.

Change history: the instructor detail page has a Change history section below the tabs - it stays visible whichever tab you are on, because it records changes made on all of them. Expand it to see when the instructor was added and every profile, rental, or membership-tier change since — each row shows who made the change, their role, and when. This now includes edits the instructor makes to their OWN profile (name, bio, website, specialties) from their portal, so the two views never drift apart.

How an instructor page is laid out: name, badges and one row of buttons at the top, then six tabs — Overview (their details, contact info and assigned classes), Availability (1-on-1 hours), Bookings, Money (room plan, hours, payments), Documents (signed contracts) and Access (can they sign in, and manager permissions). Each tab has its own web address, so a link you save or paste reopens exactly the tab you were on.

Where "Instructors → edit" or "the instructor's edit page" appears elsewhere in this help centre, it means: open the instructor, stay on the Overview tab, and press Edit on the Details card. That one form still holds everything it always did — bio, specialties, website, service locations, room/contract plan, tier, payout share, "Offers services", "Show on your website", Wellness Partner. A link that opens it directly ends in ?tab=overview&edit=1.

Where this person's settings live (bottom of Overview): one row per studio-level setting that applies to this person — the services they are linked to (each name opens that service), their service payout share, client category rates, their contract or hourly plan, whether they are listed on your website, their partner tier, rooms, and the emergency number — each with what is set today and a link to the page that changes it. The card edits nothing itself. When a row is something only the owner, or a manager with a particular permission, can change, it shows a lock and who can instead of a link, so a manager still learns where the setting lives and who to ask.

Related articles

Help Center - Klasly