Trainer Logins
Category: Management | Code: trainer_accounts
With the Trainer Logins addon, every trainer at your studio gets their own login account. Trainers only see what they're supposed to see – their schedule, their participants, their financials. You retain full control over permissions.
Note: This addon is a prerequisite for the Trainer Payouts addon. Automatic compensation only works when trainers have their own accounts.
What you get
- Individual login accounts for every trainer
- Configurable permissions – you decide what each trainer can see and do
- Personal trainer calendar showing only their own courses
- Participant overview per course
- Finance tab (optional) – revenue and payouts for their own courses
- Trainer dashboard as a standalone interface
Activation
- Go to Settings → Addons in the admin dashboard
- Activate Trainer Logins
- The new section Trainers → Accounts appears in the navigation
- Create your first trainer account
Creating a trainer account
- Go to Trainers → Accounts → New Trainer
- Fill in the basic details:
- Name (first and last name)
- Email address (becomes the login name)
- Specializations / qualifications (optional, shown on the profile)
- Upload a profile picture (optional)
- Configure permissions (see next section)
- Click Invite – the trainer receives an email with an invitation link
- The trainer sets their own password and can log in immediately
Invitation email
After the account is created, the trainer automatically receives an email with:
- The link to the trainer dashboard
- An invitation link to set a password (valid for 72 hours)
- A brief explanation of what they can do with the account
Tip: Only create the trainer account when the trainer is actually starting. The invitation link expires after 72 hours – but you can regenerate it at any time.
Configuring permissions
The permissions system is flexible. You decide per trainer what they can see and do.
Course permissions
| Permission | Description |
|---|---|
| View own courses | Course schedule for their own assigned courses only |
| View all studio courses | Full studio course schedule (e.g. for substitutions) |
| View participant lists | Names and contacts of enrolled participants |
| Edit courses | Change course times, descriptions, capacity |
| Cancel courses | Cancel individual course sessions (automatically triggers notifications) |
Communication
| Permission | Description |
|---|---|
| Manage course chats | Write messages in the group chat of their own courses (requires Chat addon) |
| Send participant messages | Send DMs to participants |
Finances
| Permission | Description |
|---|---|
| View own revenue | Revenue from their own courses without studio-wide figures |
| View payouts | Own compensation overview (requires Trainer Payouts addon) |
Tip: Start with minimal permissions and expand them as needed. It's easier to grant additional permissions later than to restrict them.
Restricting to specific courses
You can restrict each trainer to specific courses:
- Trainer A sees only their own yoga courses
- Trainer B sees all pilates and barre courses (for substitutions)
- Trainer C has full access to the entire course schedule
Trainer dashboard
When a trainer logs in, they see their own interface – not the admin dashboard.
Overview / home page
- Today's courses with time, room, and participant count
- Upcoming courses for the week
- Open tasks (e.g. unread messages)
Calendar view
The trainer sees only their own schedule:
- Weekly and monthly view
- Color-coded by course type
- Clicking a course opens the participant list and details
Participant list
Per course, the trainer can see (if permitted):
- Names of all enrolled participants
- Attendance status (if the check-in system is activated)
- Contact details (email, phone) for follow-up questions
Note: Full customer data (payment history, credit balance) is not visible to trainers – regardless of permissions.
Finance tab for trainers
If you enable the View own revenue permission, the trainer gets their own finance tab.
What the trainer sees there
- Revenue from their own courses for the selected period (month, quarter, year)
- Number of courses delivered and participant counts
- Payout overview (only if the Trainer Payouts addon is active)
What the trainer does not see
- Studio-wide total revenue
- Other trainers' revenue
- Credit package sales
- Admin area with customer financial data
Managing multiple trainers
Trainer overview
In the admin under Trainers → Accounts you can see all trainers at a glance:
- Name and status (active, inactive)
- Number of assigned courses
- Last login
- Quick access to edit permissions
Deactivating a trainer
When a trainer leaves the studio:
- Go to Trainers → Accounts → [Trainer]
- Set status to Inactive
- The trainer can no longer log in
- Existing courses remain intact – you can assign a new trainer
Tip: Deactivate trainer accounts promptly when someone leaves the studio. Never share passwords between people – every trainer needs their own account.
Inviting a trainer – step by step
- Create account: Name, email, permissions
- Send invitation: Automatic email with invitation link
- Onboard the trainer: Give the trainer a brief overview of the dashboard (a 5-minute introduction is enough)
- Assign courses: Set the trainer as the instructor for their courses
- First course: The trainer is ready – participants see the trainer's name in the course schedule
Tips for trainer management
Communicate permissions clearly
Tell your trainers in advance what they can and cannot see in the dashboard. This prevents misunderstandings and follow-up questions.
Regular account review
Check once per quarter which trainer accounts are still active. Inactive accounts should be deactivated.
Use trainer feedback
The trainer dashboard shows trainers their course occupancy over time. Trainers who can see their own numbers are often more motivated to actively fill their courses.
Organizing substitutions
Temporarily grant substitute trainers access to specific courses. Permissions can be adjusted at any time.
Frequently asked questions
How many trainer accounts can I create? The addon is per studio and includes unlimited trainer accounts.
Can a trainer change their own account data? Trainers can change their name, profile picture, and password themselves. Only admins can change permissions.
What happens to the data of a deactivated trainer? All data is retained (courses, booking history, financial data). Only login access is blocked.
Can trainers see each other? No. Trainers can only see their own data and have no access to other trainer accounts.
Is there two-factor authentication for trainer accounts? Yes. Trainers can enable 2FA in their settings. As an admin you can make 2FA mandatory for all trainer accounts.