Manage your own timetable

When you run InstructorHUB on its own, the timetable lives here and you are the one who keeps it right. That is a genuine strength: the schedule and the pay are in the same place, so a change you make to who teaches what flows straight into what they are paid, with nothing to reconcile between two systems.

What the timetable holds

Each class sits on a day and time and repeats through a season. You assign one or more instructors to a class, each with a role and, where needed, their own rate. Alongside the standard weekly pattern the timetable carries the real-world changes that affect pay: a class cancelled for one date, a substitute covering a session, a public holiday, or a permanent change to who teaches from a certain date.

Because these details are effective-dated, the timetable can answer a precise question: on this exact date, who was rostered to teach this class, in what role, at what rate. That resolved answer is what becomes hours, and hours become pay, which is why keeping the timetable current is the single most valuable habit in a standalone studio.

Two ways to keep it current

You have two tools and most studios use both. The importer brings a schedule in from a spreadsheet in one pass and is ideal for setting up a new season or making a lot of changes at once. Direct editing is for the everyday: adding a single class, reassigning an instructor, or recording a change as it happens. See Import a timetable for the bulk route and Assign instructors to classes for the per-class one.

Operations and setup

You will see the schedule in two modes. Operations is the everyday view for running the current week. It shows active classes and flags genuine gaps, such as a regular class with no instructor or a payroll-included instructor with no applicable rate. A person who is deliberately excluded from payroll remains correctly assigned and should not be treated as a rate gap. Setup is where you shape the season itself: the periods and seasons, importing a timetable, and assigning instructors in bulk. Most weeks you live in Operations and only visit Setup when something structural changes.

Holding, charge-only and on-demand classes are not regular teaching blocks. Exclude them from the recurring timetable, hours and payroll path. They remain available for deliberate manual charges, but no longer appear as unassigned weekly events that need clearing each week.

One-off versus permanent

The difference between a one-off change and a permanent one matters for your numbers. Canceling a single date or booking a substitute affects only that date. Changing who teaches a class from now on is recorded so all future pay follows it. One-off changes vs permanent explains which is which and what each does to pay.