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Add instructors and manage their access

How to add an instructor​

  1. Go to Settings → Team.
  2. Click Add.
  3. Enter the instructor's name and email address.
  4. Select a role (see role guide below).
  5. Click Add new user.

The instructor receives a login link by email. They don't need a password — they enter their email on the Zooza login page and receive a link each time.

Use real email addresses only. Any email address you add gains access to your account. Do not use placeholder addresses.

What instructors see — and what they don't​

This is the most important thing to understand before you onboard your first instructor.

Instructors do not see the same navigation as you. Their view is limited based on their role. A standard instructor logs in and sees:

Dashboard     (upcoming sessions only — no statistics)
Calendar      (their own classes only)
Instructor    (their own profile and reports)
Menu          (limited — no Programmes, no Payments, no full Settings)

An admin sees the full navigation including Programmes, Clients, Bookings, Payments, Reports, and Settings.

The most common confusion: You follow a guide that says "Go to Activities → Classes" — your instructor tries to do the same and sees nothing. This is expected. Standard instructors don't have access to the Classes list. If they need it, change their role to Main instructor.

Which role to choose​

RoleWhat they can doBest for
InstructorMark attendance on their own classes. View their own clients and bookings. Send emails/SMS to their own clients. Add payments. See their taught hours.Most instructors
External instructorMark attendance only — no access to clients, payments, or communication.Cover staff, substitutes, or anyone you want to restrict to attendance only
Main instructorEverything Instructor can do, plus: see all instructors' classes, edit sessions (time, instructor, location), upload documents.Senior instructors, team leads
ReceptionistCan see bookings and clients, manage attendance across all classes, and process payments. Cannot edit programmes or settings.Front desk / admin support
AssistantFull operational access: programmes, classes, bookings, payments, client data. Cannot change owner-level settings.Business manager or studio coordinator
OwnerFull access to everything including settings, billing, and integrations.You — and anyone who should have full control

If you're unsure, start with Instructor. You can change the role at any time without losing any data.

What instructors do on day one​

Once added, share these two resources with each instructor:

  1. Login guide — Zooza 101 for instructors — covers login, marking attendance, mobile setup
  2. Mobile setup — Add Zooza to your phone's home screen

The most critical step is marking attendance. Make sure they know:

  • Their upcoming sessions appear on the dashboard immediately after login
  • Quick view (top-right toggle in any session) is the fastest way to mark attendance on mobile
  • They only see classes they are assigned to as the main or substitute instructor

Instructor attendance settings​

You control how much detail instructors see when marking attendance. Go to Settings → Team → [instructor name] to configure:

SettingWhat it controls
Attendance report typeFull report (client details, payment status, consents) or limited view (names only)
Client visibilityWhether instructors can see client contact details
Communication accessWhether instructors can send emails and SMS
Substitution managementWhether instructors can arrange their own cover

These settings apply per-instructor, so you can give more detail to senior instructors and restrict newer ones.

How to remove an instructor​

Go to Settings → General → Access (the Team screen, zooza.app/#settings/team). Open the person and pick one of three. They are not the same thing, and which you want turns on one question: do you need to keep what they did?

What you wantWhat to do
They left, and you want their records keptChange their role to Inactive. Login is blocked; attendance, session history and instructor reports stay intact. This is the right answer almost every time.
They should not be in the account at allDelete them from Team & settings → Access.
You need their access gone right nowChange the email address on the account. Login links go to an address they do not control, so access stops immediately.

Deleting is not "tidying up". An instructor account carries every attendance record they ever marked and every session they were paid for. Set them to Inactive and the list stays clean without taking that with it — an archived class still shows their sessions in the instructor report, which is what you want when someone queries a past payment.

Role changes take effect immediately — the instructor does not need to log out and back in.

Common instructor problems and fixes​

"My instructor says they can't find Classes in the menu" Expected. Standard instructors and External instructors don't see the Classes list. If they need it, change their role to Main instructor in Settings → Team.

"My instructor can't send emails to clients" Email access requires at least the Instructor role. External instructors cannot send messages. Change their role, or have an admin send the email on their behalf.

"My instructor can't see a class they should be teaching" Check that the instructor is assigned to that class. Go to the class → Details → Instructor and confirm the assignment. An instructor only sees classes where they are listed as main or substitute instructor.

"My instructor didn't receive the login email"

  • Confirm the email address is correct in Settings → Team
  • Ask them to check spam
  • They can also go to the Zooza app URL, enter their email, and request a new login link at any time — no invitation needed

"I need to remove an instructor without losing their history" Set them to Inactive rather than deleting — see How to remove an instructor above for all three options and what each one keeps.

Profile avatar​

Each user can set a personal avatar that appears in the team member list and throughout the app.

Choose a preset avatar:

  1. Go to Settings → My profile (or click your name in the top-right corner).
  2. Click your current avatar or Change avatar.
  3. Select Choose from gallery, browse the preset images, and click one.
  4. Click Save.

Upload your own photo:

  1. Go to Settings → My profile.
  2. Click your current avatar or Change avatar.
  3. Select Upload photo, choose an image from your device, and confirm.
  4. Click Save.

The avatar is updated immediately across the app.