Instructor Management

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Overview

• Instructor Profiles: Create detailed profiles for your coaching staff
• Availability Management: Set when instructors are available for classes and bookings
• Rate Management: Set hourly rates for different instructors
• Class Assignment: Assign instructors to classes and track their schedules
• Booking Integration: Allow members to book one-on-one sessions with instructors
• Performance Tracking: Monitor instructor workload and revenue
• Sports Specialization: Track which sports each instructor specializes in

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Managing Instructors

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Viewing All Instructors

1. Navigate to Settings → Instructors in the admin panel
2. The instructors grid shows all your coaching staff
3. Use the search and filter options to find specific instructors
4. Click on any instructor to view detailed information

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Understanding the Instructors Grid

• Name: Instructor name and contact information
• Phone: Contact phone number
• Sports: Sports they specialize in
• Type: Instructor type (Coach, Trainer, Therapist, etc.)
• Hourly Rate: Their hourly rate for bookings
• Status: Active or inactive
• Bookable: Whether they can be booked for one-on-one sessions

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Instructor Statistics

• Total Instructors: All instructors in your system
• Active Instructors: Currently active instructors
• Average Hourly Rate: Mean hourly rate across all instructors
• Bookable Instructors: Instructors available for bookings

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Creating Instructors

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Adding New Instructors

1. Click “Add Instructor” in the top right
2. Fill in the instructor details:
   • Contact Information:
     • Name: Full name
     • Email: Contact email
     • Phone: Contact phone number
     • Address: Home address
   • Professional Information:
     • Sports: Sports they specialize in
     • Instructor Type: Coach, Trainer, Therapist, etc.
     • Experience: Years of experience
     • Hourly Rate: Rate for one-on-one sessions
     • Bio: Professional biography
     • Certifications: Professional certifications
   • Settings:
     • Availability: When they’re available
     • Active Status: Whether they’re currently active
     • Bookable: Whether members can book them directly
3. Click “Save” to create the instructor

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Instructor Types

• Coach: Sports coaching and training
• Trainer: Fitness and personal training
• Therapist: Physical therapy and rehabilitation
• Instructor: Group class instruction
• Specialist: Specialized training or therapy

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Sports Specialization

1. Select from available sports:
   • Tennis: Court sports and coaching
   • Fitness: General fitness and training
   • Swimming: Aquatic sports and training
   • Basketball: Team sports coaching
   • Yoga: Mind-body practices
   • Pilates: Core strengthening and flexibility
2. Instructors can specialize in multiple sports
3. This helps with class assignments and member bookings

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Instructor Details

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Viewing Instructor Information

1. Click on any instructor in the grid
2. View comprehensive instructor details:
   • Contact Information: Name, email, phone, address
   • Professional Information: Rate, experience, bio, certifications
   • Sports: Specialized sports and activities
   • Availability: When they’re available for work
   • Classes: Classes they’re assigned to
   • Bookings: One-on-one bookings with members

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Managing Instructor Availability

1. Set availability for each day of the week
2. Configure different hours for different days
3. Set special availability for holidays or events
4. Block out time for personal commitments
5. Update availability as needed

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Setting Hourly Rates

1. Set competitive rates based on experience
2. Consider local market rates
3. Different rates for different services
4. Regular rate reviews and updates
5. Track rate performance and adjustments

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Common Tasks

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Setting Up a New Tennis Coach

1. Create instructor profile with contact information
2. Set sports specialization to “Tennis”
3. Set instructor type to “Coach”
4. Add relevant certifications (USPTA, PTR, etc.)
5. Set hourly rate based on experience
6. Configure availability for coaching hours
7. Make them bookable for private lessons

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Managing Personal Trainers

1. Create profiles for fitness trainers
2. Set sports specialization to “Fitness”
3. Set instructor type to “Trainer”
4. Add fitness certifications (NASM, ACE, etc.)
5. Set competitive hourly rates
6. Configure availability for training sessions
7. Enable booking for one-on-one sessions

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Tracking Instructor Performance

1. View instructor details page
2. Check classes tab for assigned classes
3. Review bookings tab for one-on-one sessions
4. Monitor revenue generated by each instructor
5. Track member feedback and ratings
6. Identify top-performing instructors

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Managing Instructor Schedules

1. View instructor availability
2. Assign classes to available instructors
3. Check for scheduling conflicts
4. Adjust availability as needed
5. Handle last-minute changes
6. Ensure proper coverage for all classes

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Instructor Features

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Availability Management

1. Set weekly availability patterns
2. Configure different hours for different days
3. Block out personal time
4. Handle vacation and sick days
5. Set special availability for events

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Rate Management

1. Set competitive hourly rates
2. Different rates for different services
3. Regular rate reviews
4. Track rate performance
5. Adjust rates based on demand

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Class Assignment

1. Assign instructors to classes
2. Check instructor availability
3. Handle scheduling conflicts
4. Manage substitute instructors
5. Track class performance

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Booking Integration

1. Allow members to book instructors
2. Check instructor availability
3. Set booking policies
4. Handle cancellations
5. Track booking revenue

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Tips & Best Practices

• Regular Updates: Keep instructor information current
• Clear Availability: Set clear availability schedules
• Competitive Rates: Research local market rates
• Performance Tracking: Monitor instructor performance regularly
• Member Feedback: Collect and act on member feedback
• Professional Development: Encourage ongoing training and certifications

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Troubleshooting