Invite staff to the portal

Inviting your team to the portal is what turns InstructorHUB from something only you use into something your instructors help run. Once someone accepts, they can log their own hours, see their schedule, and check their pay, which takes a large amount of chasing off your plate. Invites are sent one person at a time from the staff record, or in bulk when you are onboarding a whole team at once.

Portal access is deliberately separate from a person's pay setup, so you are free to invite someone before or after their rates and schedule are finished. A common order is to add the person, set how they are paid, and send the invite once you are ready for them to start logging hours. From their side, the first thing they see is covered in Your instructor dashboard.

How it works

From Staff, open the person you want to invite and go to the Activity tab. The Portal account panel at the top shows where they stand: whether an invite has been sent, whether they have logged in, and which email is on file.

In the Send invite card, enter the person's email and choose their role. Staff (view and submit) is right for most instructors; Manager (full manage) gives someone the ability to manage the studio alongside you. Send it, and InstructorHUB emails them a link to set up their login.

By default a staff member follows your studio-wide portal setting. To tailor one person, use Portal access on their Profile tab: View only, Submit only, Request changes, or Full edit. This decides how much they can do with their own hours, without changing anyone else.

If the invite email bounces, the Activity tab flags it and turns the card into Resend invite. Correct the address and resend. A pending invite can also be resent or revoked from the same place if you need to start it over.

When someone's role changes or they leave, come back to the Activity tab to change their portal role or remove their access entirely. Removing access signs them out of the portal while keeping their staff record and pay history intact.

When you are onboarding many people together, use the bulk invite option at the top of the Staff page to prepare invites for everyone who is not yet linked, rather than opening each record one by one.