Skip to main content

Instructors & Trainers

Updated

Instructors are contact records that can be assigned to teach events. Instructors can be employees (contacts on your company account) or contractors (contacts on a partner account, or individual contacts if unaffiliated).

Access instructors from People → Instructors. You can also find an instructor using global search.

On this page

Instructor record

An instructor is still a standard contact, but with an additional Instructor tab.

Instructor Tab in the Instructor’s Contact screen
 

Instructor Tab in the Instructor’s Contact screen

The Instructor tab typically includes:

Create an instructor

  1. Create a contact (or open an existing contact).
  2. Click Edit.
  3. Enable Instructor.
  4. Click Save.

The contact is now available in People → Instructors, and the Instructor tab appears on the contact record.

Edit an instructor

If you only need to change contact information, edit the contact as normal: Edit a contact.

To edit instructor-specific settings, open the instructor’s contact record and use the Instructor tab:

  1. Click Edit.
  2. Update fields as needed.
  3. Click Save.

Delete an instructor

Note

You cannot delete an instructor that has dependencies such as event registrations, bookings, or open tasks. It is not recommended to delete instructors with past history. Instead, use the instructor’s Dormant setting in Instructor details to retain the contact as an inactive instructor.

It’s better practice to set an Instructor to Dormant than to delete them.
 

It’s better practice to set an Instructor to Dormant than to delete them.

If you need to delete the underlying contact record, see Delete a contact.

Instructor qualifications

Add qualifications from the Instructor tab:

  1. Click New Qualification.
  2. Enter the details as required.
  3. Click Save.

Instructor availability

Instructor availability provides a calendar view of scheduled delivery. Use it to plan instructor workload and identify gaps.

For any given month, you can view a day-by-day, week-by-week, or month-by-month breakdown of scheduled training delivery.

To open availability, go to People → Instructors and select Availability (label may vary by configuration).

Typical filters include month/year and optional settings such as excluding instructors with no scheduled events in the selected period.

Set filters to get the Instructor information you require
 

Set filters to get the Instructor information you require

Selecting Exclude unscheduled Instructors prevents instructors with no booked events in the selected month and year from appearing.

Each colored box represents a session. When you hover over a booked session, you can see additional information such as the session time and the expected number of learners, based on registrations.

Hover your mouse cursor over the booked session to see more information.
 

Hover your mouse cursor over the booked session to see more information.

Instructor holidays and absences

Instructor holidays and other absences are managed through Staff Absences: Staff Absences.

Reporting

Reporting tools are available from the Instructors menu (availability depends on permissions). Common reports include:

  • Instructors: query instructor, account, contact, and qualification data. See the filtered reports guide for assistance.
  • Instructor Availability: calendar view of events and absences.
  • Instructor Qualifications: query contact and qualification details. See the filtered reports guide for assistance.

Instructor rates

Instructor rates can be managed in two places:

  • Global defaults in the Control Panel: Instructor Rate
  • Instructor-specific overrides on the instructor’s contact record (Instructor tab).

Instructor Rates on the Instructor’s Contact Screen
 

Instructor Rates on the Instructor’s Contact Screen

Rates you create or edit on an instructor record do not update the global defaults. This is useful when you need exceptions (for example, higher rates for a senior instructor).

Create a rate

In the Instructor tab’s Rates section, click New. A rate form opens. Complete the fields, then save.

Edit a rate

In the Instructor tab’s Rates section, click Edit on the rate you want to change. Update the fields, then save.

Edit the Instructor’s Rate from their Contact record
 

Edit the Instructor’s Rate from their Contact record

Reset rates to default

If you need to remove instructor-specific overrides, use Reset Rates to Default (where available). This discards custom changes and reverts to the Control Panel defaults.

You may be asked to confirm this action before the custom rates are removed.

Email upcoming events to an instructor

You can email an instructor a list of their upcoming scheduled events (and learner names, where included by template/configuration).

The email includes event details and learner names according to the configured template and available data.

  1. Before sending your first email, review the system email template Instructor Upcoming Events.
  2. Open the instructor’s contact record.
  3. Select Email Events to Instructor (often in the top-right actions area).
  4. Review/edit the message (if prompted), then confirm and send.

Related articles