Keyboard shortcuts

Press ← or → to navigate between chapters

Press S or / to search in the book

Press ? to show this help

Press Esc to hide this help

Linking Instructors and Households

An account is only a login until you attach it to the rest of the studio. Two links matter:

  • Instructor — this login is a teacher (or assistant) in your staff directory
  • Household — this login belongs to a family: they can register, pay, and see their students

You can set one, both, or neither. Neither is a leftover placeholder. Both is the usual “our teacher also has kids here” case.

The Instructors list is the teaching roster you put on sections (who is in the room). The account is how that person signs in.

Linking them is useful because:

  • They can open the admin portal (once they also have a role) and take attendance, see schedules, and use anything that role allows.
  • View own / Edit own permissions use this link. EnrollmentHive looks at the instructor on the account, then at the sections that instructor is assigned to. No link means “own” matches nothing.
  • Appointments, time tracking, and “this is my class” views follow the same instructor record.
  • Families still see the instructor name on the class even if that teacher never logs in. The profile can exist without an account; the account is only for signing in.

An instructor can have more than one login attached. An account can only link to one instructor.

From Setup (best for staff you already created):

  1. Open Setup → Accounts.
  2. On the person, choose Link to instructor (or Edit Role/Links on their account page).
  3. Pick the instructor, or clear the selector to unlink. Click Link / Save Changes.

From the instructor:

  1. Open Instructors, then the person.
  2. Open the Accounts tab and click Add Account.
  3. Invite by Email creates a new login, emails a claim link, and attaches it to this instructor. First name, last name, email.
  4. Link Existing Account attaches a login that already exists. This list is parent accounts only (no role yet). To attach someone who already has a staff role, use Setup instead.

Detach account on that table removes the instructor link. It does not delete the login.

Inviting from the instructor does not assign a role. They will show under All Accounts until you give them Instructor (or another role). Without a role they cannot use the admin portal. Link, then assign the role — or create them from Organization Accounts with a role and link second.

A household is the family: students, address, ledger, waivers. Accounts on that household are the adults (or older students) who log in and who can be billed.

Linking is useful because:

  • The parent portal shows their students and their balance, not the whole studio.
  • Each linked account can have its own cards, auto-pay, and balance. Two parents do not have to share a password or a bank account.
  • The household primary account is the default responsible account when staff enroll a student from admin.
  • Staff who also have children: one login, a staff role, and a household link. They teach in admin and pay in the parent portal without a second email.

An account can only belong to one household. Add a second adult by inviting or linking another account — do not reuse the first login.

From Setup:

  1. Setup → Accounts → Link to household (or Edit Role/Links).
  2. Pick the household, or clear it to unlink.

From the household:

  1. Open Households, then the family.
  2. Open the Accounts tab and click Add Account.
  3. Enter first name, last name, and email, then Send invitation. That creates a new household login and emails a claim link.

There is no “link existing” on the household itself. To attach a login that already exists (a teacher, an imported parent), use Setup → Accounts.

Clicking an account on the household table opens the same account page as Setup.

Putting It Together

PersonRoleInstructor linkHousehold link
Studio ownerOptional (already has full access)If they teachIf their kids enroll
Desk managerAdmin or a custom front-desk roleOnly if they also teachIf they have students
Teacher, no kids at the studioInstructor (or tighter custom role)YesNo
Parent onlyNoneNoYes
Teacher whose child takes classInstructorYesYes

If something feels missing in admin — empty class list, no attendance sheet — check the role and the instructor link and whether they are assigned on the section.