Staff management: every instructor with profile and sessions in view
Set up your team once, assign each instructor to their offerings and enter substitutes right in the session. The profiles appear with photo and bio on your booking page.
- Free plan, free forever
- No demo call, start right away
- No credit card
Updated 25 September 2026
Staff management at a glance
- included even in the Free plan
- In every plan
- active instructors from the Starter plan
- Unlimited
- enter a different instructor as a substitute
- Per session
- see the internal notes on instructors
- Admins only
- overview with each instructor's next session
- Cards or table
- for you and your team
- 7 languages
What is staff management software for instructors?
With staff management in Bookicorn, you add all the instructors of your studio, keep their profiles with photo, bio, qualifications and specialties up to date and assign them to your offerings. The overview shows, for each instructor, how many offerings they have and when their next session is. Instructors without their own login are kept as contacts, and access to the Manager comes with the Trainer Portal add-on.
- Who it's for
- For studios, schools and practices with several instructors, teachers or therapists, whether employed, self-employed, external or substitutes.
- What you get
- Profiles with photo, bio, qualifications and specialties, assignment to offerings and individual sessions, internal notes, emails to the team and an overview of upcoming sessions.
- What it costs
- Staff management is included in every plan, even the Free plan for €0 with a cap on active instructors. From the Starter plan you add as many as you like.
So who's teaching the Thursday evening session?
- I'm sick next Thursday, can someone cover for me?
- What was Sara's qualification again, is it enough for rehab?
- Is Jonas actually still on the website?
Who teaches which offering is in a spreadsheet, substitutes are in the group chat and qualifications are in your head. Your website still lists instructors who left long ago.
Every instructor has a profile with qualifications and their sessions. You enter substitutes in the session, and anyone inactive disappears from your booking page.
An organized team in three steps
You add each instructor once and change profile, assignment and status at any time.
- 1
Add instructors
Name and email are enough. Photo, phone, bio, qualifications and an internal category such as Employed or Substitute can be added whenever you like.
- 2
Assign to offerings
Select the instructor in the offering. If someone else takes over a single session, you enter the substitute only there.
- 3
Visible to your clients
Photo, bio, qualifications and specialties appear on your booking page. First names only if you prefer, and Bookicorn hides inactive instructors.
What staff management can do
From a two-person studio to a school with many teachers: everything in one overview, no add-on needed.
All featuresProfiles with photo, bio and qualifications
Every instructor gets a profile with photo, biography, qualifications and specialties. You pick specialties from a list or enter your own.
Assignment to offerings and sessions
An instructor belongs to the offering, and for individual sessions you enter someone else when needed. The profile shows all upcoming sessions with status and occupancy.
Overview as cards or a table
The overview shows the number of offerings, the next session and the status for each instructor. In the table you sort by any column.
Emails to one or several instructors
Select several instructors in the table and write them an email with subject and text right from the Manager.
Internal notes per instructor
Keep agreements and notes on each instructor. Only your studio's admins see the notes. Files go in with the Documentation add-on.
Active, inactive or deleted
When you deactivate an instructor, they disappear from your booking page and no longer count toward the Free plan limit. Deleting works once no offerings are assigned to them anymore.
Own login with the Trainer Portal
With the Trainer Portal add-on, every instructor gets a login for the Manager, with a role and individually adjustable permissions.
Pay with Trainer Payouts
With the Trainer Payouts pay add-on, you set an hourly rate, flat fee or share per instructor and pay out the share automatically through Stripe.
Also included
- Internal category, such as Employed, External or Substitute
- Create a new instructor right while creating an offering
- Instructors shown by first name only on the booking page if you like
- Change the email and the login follows automatically
- Your own term instead of instructor, such as teacher or coach
- Add instructors in the Manager on your phone and in the browser
Start for free, no demo call
Create your account and set everything up in a few minutes. The Free plan stays free forever, and for 14 days you can also try every feature.
- Start right away, no demo call
- No credit card needed
- Cancel monthly
BookicornFree planWhat staff management looks like for you
Three typical setups from different industries. Each one takes just a few minutes.
Yoga studio
Regular teachers for the core classes, plus two substitutes who take over individual sessions when someone is sick.
- Category
- Employed, Substitute
- Substitute
- per session
- Profile
- Photo, bio, 200-hour yoga teacher
Music school
Teachers with their own subjects. On the booking page they are shown by first name only.
- Term
- Teacher instead of instructor
- Specialty
- Piano, guitar
- Public name
- first name only
Fitness studio
A core team plus external class leaders who only teach certain formats. Anyone taking a break is deactivated instead of deleted.
- Category
- Employed, External
- Instructors on a break
- inactive
- Notes
- admins only
What others use together with staff management
Core features are included in every plan, add-ons you turn on when you need them.
Trainer Portal
Their own login for every instructor in the Manager, with a role and individually adjustable permissions for menus, actions and client data.
Learn moreTrainer Payouts
Self-employed instructors get their share automatically through Stripe with every online payment. For employees, you record an hourly rate or flat fee.
Learn moreCalendar overview
All your studio's sessions as week, month, day or list, with occupancy, instructor and room. Plus filters and the open hours for appointments.
Learn moreRoom management
Create rooms per location with capacity, size and amenities, and assign them to your offerings and individual sessions.
Learn moreDocumentation
Notes on every session right from the session and a private storage for intake forms, consents and contracts. Only your team sees them.
Learn moreCustom terminology
Call your studio a practice or school, your team coaches or teachers and your class pack a stamp card: Bookicorn uses your terms everywhere.
Learn moreFrequently asked questions about staff management
Answered briefly. The first sentence is always the answer.
Can't find your question?
Write to usThe Free plan has a cap on active instructors, and from the Starter plan you add as many as you like. Inactive instructors don't count, so you can keep instructors on a break in the system.
Still have questions about staff management?
Write to us in two minutes. You get a personal reply from people, not from a bot, and we tell you honestly whether Bookicorn is right for you.
Hi, I'm Daniel. Tell me briefly what you offer, and I'll tell you how to set it up in Bookicorn.
Daniel Haenle · replies personally
Ready to manage your team in one place?
Create your account in a few minutes and add your first instructors. The Free plan stays free, and you don't need a credit card.
- 14 days of every feature
- No credit card
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- No minimum term
Ready to go in minutes
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