Staff and Instructor Management Guide
Add, manage, and configure instructors and administrative staff in your martial arts club
1. Overview
DojoMaster provides comprehensive staff and instructor management to help you build and organize your teaching team. You can add instructors (SENSEI), assistant instructors (SEMPAI), and administrative staff, each with customizable permissions and profiles.
Key Features
- Instructor Profiles: Create detailed profiles for SENSEI and SEMPAI with bio, specialties, qualifications, and experience
- Admin Privileges: Grant elevated permissions to trusted instructors for club management
- Staff Management: Add administrative staff (receptionists, managers, secretaries) with custom roles
- Availability Tracking: Set weekly availability and maximum classes per week for instructors
- Class Assignments: Assign instructors to specific classes as primary or assistant instructors
- Active/Inactive Status: Temporarily deactivate staff without deleting their profiles
- Role-Based Access: Control what each staff member can see and do in the system
- Invitation System: Invite new instructors and staff to join your club via email
Understanding Staff vs. Instructors
Instructors (SENSEI/SEMPAI) are teaching staff who work directly with students. Administrative Staff handle non-teaching roles like reception, management, or operations. Both can be granted admin privileges for elevated system access.
2. Prerequisites
To manage staff and instructors, you need:
- ✓OWNER role (full access to all staff management features)
- ✓OR Admin SENSEI role (can view and manage SEMPAI admin status, limited instructor management)
- ✓Active club membership (must be an active member of the club)
Permission Levels
- • OWNER: Full access to add/edit/remove all instructors and staff, grant admin privileges to SENSEI/SEMPAI
- • Admin SENSEI: Can view instructors and staff, toggle admin status for SEMPAI only
- • Regular SENSEI/SEMPAI: No access to staff management
3. Understanding the Staff System
DojoMaster uses a two-tier staff system: Instructors and Administrative Staff.
Instructor Roles (SENSEI and SEMPAI)
Instructors are teaching staff who work directly with students:
🥋 SENSEI (Instructor)
Role: Primary instructor responsible for teaching classes and managing students
Permissions (Regular): View students, classes, attendance, and grading events (read-only)
Permissions (Admin): Create/edit students, classes, gradings; send invitations; access settings
Profile Fields: Bio, specialties, qualifications, years of experience, availability, max classes per week
🎓 SEMPAI (Assistant Instructor)
Role: Assistant instructor who supports SENSEI in teaching and student management
Permissions (Regular): View students, classes, attendance; mark attendance
Permissions (Admin): Same as regular SEMPAI plus limited settings access
Profile Fields: Same as SENSEI (bio, specialties, qualifications, etc.)
Administrative Staff
Administrative staff handle non-teaching roles:
📋 Staff Roles
- • Receptionist: Front desk, student check-in, phone inquiries
- • Club Manager: Operations, scheduling, facility management
- • Secretary: Administrative tasks, record keeping, communications
- • Equipment Manager: Inventory, sales, maintenance
- • Custom Roles: Define any role that fits your club's needs
Profile Fields: Job title, department, responsibilities, employment type, office hours, emergency contact status
Admin Privileges
Both instructors and staff can be granted admin privileges:
- •Admin Flag: Boolean flag that grants elevated permissions beyond the base role
- •Who Can Grant: OWNER can grant admin to SENSEI/SEMPAI; Admin SENSEI can grant admin to SEMPAI only
- •Impact: Admin SENSEI get nearly full OWNER permissions (except billing); Admin SEMPAI get expanded access
- •Visual Indicator: Admin badge displayed on staff cards and profiles
4. Adding Instructors (SENSEI and SEMPAI)
There are two ways to add instructors to your club: via invitation (recommended) or by creating a profile for an existing user.
Method 1: Invitation System (Recommended)
The invitation system automatically creates an instructor profile when a SENSEI or SEMPAI accepts their invitation:
Send Invitation
Navigate to Settings → Invitations and click "Send Invitation". Enter the instructor's email, select role (SENSEI or SEMPAI), and send.
Instructor Accepts Invitation
The instructor receives an email with an invitation link. They click the link, create their account, and accept the invitation.
Instructor Profile Auto-Created
DojoMaster automatically creates an instructor profile with default settings (isActive: true, isAdmin: false).
Complete Instructor Profile
Navigate to Settings → Staff → Instructors, find the new instructor, and click "Edit" to add bio, specialties, qualifications, and other details.
Method 2: Add Instructor Profile for Existing User
If a user already has a SENSEI or SEMPAI role but no instructor profile:
Navigate to Staff Management
Go to Settings → Staff and select the "Instructors" tab.
Click "Add Instructor"
Click the "Add Instructor" button to open the instructor creation modal.
Select User and Fill Profile
Select the user from the dropdown (only users with SENSEI/SEMPAI role will appear). Fill in bio, specialties, qualifications, years of experience, availability, and max classes per week.
Save Instructor Profile
Click "Create Instructor" to save the profile. The instructor will now appear in the instructors list.
Important: Role Assignment First
Users must have the SENSEI or SEMPAI role before you can create an instructor profile for them. Use the invitation system to assign roles and automatically create profiles, or manually assign roles via Settings → Members first.
5. Managing Instructor Profiles
Once an instructor profile is created, you can edit and manage all aspects of their professional information.
Editing Instructor Profiles
To edit an instructor profile:
Navigate to Instructors
Go to Settings → Staff → Instructors tab.
Find and Edit Instructor
Find the instructor in the list and click the "Edit" button (pencil icon).
Update Profile Fields
Modify any of the profile fields (see detailed field descriptions below).
Save Changes
Click "Update Instructor" to save your changes.
Instructor Profile Fields
📝 Bio
A brief professional biography (max 2000 characters). Include teaching philosophy, background, and what makes this instructor unique.
Example: "Sensei John has been practicing martial arts for over 20 years and specializes in traditional Karate and self-defense techniques. He believes in building confidence through discipline and respect."
🥋 Specialties
Array of martial arts styles or areas of expertise (max 10). Click "Add Specialty" to add each one.
Examples: "Karate", "Judo", "Self-Defense", "Weapons Training", "Competition Coaching"
🏆 Qualifications
Array of certifications, degrees, or achievements (max 20). Click "Add Qualification" to add each one.
Examples: "5th Dan Black Belt", "Certified Instructor (JKA)", "First Aid Certified", "Child Safety Certified"
📅 Years of Experience
Number of years teaching martial arts (0-100). This helps students understand the instructor's experience level.
🗓️ Availability
Weekly availability schedule showing which days and times the instructor is available to teach. This helps with class scheduling and prevents double-booking.
📊 Max Classes Per Week
Maximum number of classes this instructor can teach per week (1-50). Helps prevent instructor burnout and ensures balanced workload.
✅ Active Status
Toggle to activate or deactivate the instructor. Inactive instructors cannot be assigned to new classes but retain their profile data.
🔑 Admin Privileges
Grant or revoke admin privileges. Admin SENSEI get nearly full OWNER permissions (except billing). Admin SEMPAI get expanded permissions. See Section 8 for details.
📝 Notes
Internal notes about the instructor (max 2000 characters). Not visible to students or parents. Use for scheduling preferences, special considerations, or administrative notes.
6. Adding Administrative Staff
Administrative staff are non-teaching personnel who help run your club. Only OWNER can add administrative staff.
Navigate to Staff Tab
Go to Settings → Staff and select the "Staff" tab.
Click "Add Staff"
Click the "Add Staff" button to open the staff creation modal.
Select User
Select an existing club member from the dropdown. The user must already be a member of your club.
Enter Job Title (Required)
Enter the staff member's job title (e.g., "Receptionist", "Club Manager", "Secretary").
Fill Optional Fields
Add department, responsibilities, employment type, office hours, and other details as needed.
Set Admin Privileges (Optional)
Check the "Admin Privileges" box if this staff member needs elevated system access.
Save Staff Profile
Click "Create Staff" to save the profile. The staff member will now appear in the staff list.
Staff vs. Instructor Permissions
Administrative staff do not automatically get teaching permissions. If a staff member also teaches classes, create both a Staff profile AND an Instructor profile for them (by assigning SENSEI/SEMPAI role).
7. Managing Staff Profiles
Edit and manage administrative staff profiles to keep information current.
Staff Profile Fields
💼 Job Title (Required)
The staff member's official job title. This appears on their profile and in staff listings.
Examples: "Receptionist", "Club Manager", "Secretary", "Equipment Manager", "Marketing Coordinator"
🏢 Department
The department or area this staff member works in. Helps organize larger clubs with multiple departments.
Examples: "Administration", "Operations", "Marketing", "Facilities", "Student Services"
📋 Responsibilities
Array of key responsibilities for this role. Click "Add Responsibility" to add each one.
Examples: "Answer phone calls", "Process enrollments", "Manage inventory", "Schedule maintenance"
👔 Employment Type
The type of employment arrangement for this staff member.
Options: "Full-time", "Part-time", "Volunteer", "Contract", "Casual"
🕐 Office Hours
Weekly schedule showing when this staff member is available. Helps members know when they can reach specific staff.
🚨 Emergency Contact
Check this box if this staff member should be contacted in emergencies. Emergency contacts are highlighted in the system.
✅ Active Status
Toggle to activate or deactivate the staff member. Inactive staff retain their profile data but are not shown in active staff listings.
🔑 Admin Privileges
Grant or revoke admin privileges for elevated system access. See Section 8 for details on what admin privileges enable.
8. Admin Privileges and Permissions
Admin privileges grant elevated permissions beyond the base role. Understanding how to properly assign and manage admin privileges is crucial for effective club management.
What Admin Privileges Enable
🔑 Admin SENSEI Permissions
Admin SENSEI get nearly full OWNER permissions:
- ✓ Create and edit students
- ✓ Create and edit classes
- ✓ Create and manage grading events
- ✓ Send invitations to new members
- ✓ Access club settings (except billing)
- ✓ View and manage SEMPAI admin status
- ✓ Use AI-powered insights and analytics
- ✓ Manage attendance and student progress
- ✗ Cannot access billing or subscription settings (OWNER only)
🎓 Admin SEMPAI Permissions
Admin SEMPAI get expanded permissions beyond regular SEMPAI:
- ✓ View students and classes (same as regular SEMPAI)
- ✓ Mark attendance (same as regular SEMPAI)
- ✓ Limited settings access
- ✗ Cannot create students or classes (OWNER/admin SENSEI only)
- ✗ Cannot create grading events (OWNER/admin SENSEI only)
- ✗ Cannot send invitations (OWNER/admin SENSEI only)
📋 Admin Staff Permissions
Admin privileges for administrative staff are role-dependent and customizable based on their job function.
How to Grant Admin Privileges
Navigate to Staff Management
Go to Settings → Staff and select either the "Instructors" or "Staff" tab.
Edit the Profile
Find the instructor or staff member and click "Edit".
Check "Admin Privileges"
Check the "Admin Privileges" checkbox to grant admin status.
Save and Notify
Click "Update" to save. The staff member must log out and log back in for the new permissions to take effect.
Who Can Grant Admin Privileges
Permission Hierarchy
- • OWNER: Can grant admin privileges to SENSEI and SEMPAI
- • Admin SENSEI: Can grant admin privileges to SEMPAI only (not other SENSEI)
- • Regular SENSEI/SEMPAI: Cannot grant admin privileges
Best Practices for Admin Privileges
Grant Sparingly
Only grant admin privileges to trusted, experienced instructors who need elevated access for their responsibilities.
Review Regularly
Periodically review who has admin privileges and revoke access when no longer needed (e.g., when an instructor's role changes).
Document Responsibilities
Use the "Notes" field to document why admin privileges were granted and what responsibilities the admin has.
Train Admin Users
Ensure admin users understand their elevated permissions and the impact of their actions on the club.
Protect OWNER Access
Keep billing and subscription management restricted to OWNER only. Never share OWNER credentials.
Important: Permissions Take Effect After Re-login
When you grant or revoke admin privileges, the user must log out and log back in for the changes to take effect. Inform the user to refresh their session after permission changes.
9. Common Pitfalls and Troubleshooting
Here are common issues you might encounter when managing staff and instructors, along with solutions:
Cannot Add Instructor - User Not in Dropdown
Problem: When trying to add an instructor, the user doesn't appear in the dropdown list.
Cause: The user must have the SENSEI or SEMPAI role before you can create an instructor profile for them.
Solution: First, send an invitation with the SENSEI or SEMPAI role via Settings → Invitations. Once they accept, their instructor profile will be auto-created. Alternatively, manually assign the role via Settings → Members, then create the instructor profile.
Instructor Profile Not Appearing After Invitation Accepted
Problem: An instructor accepted their invitation, but their profile doesn't appear in Settings → Staff → Instructors.
Cause: The invitation may not have been for a SENSEI or SEMPAI role, or there was an error during profile creation.
Solution: Check Settings → Members to verify the user has the SENSEI or SEMPAI role. If they do but no instructor profile exists, manually create one via Settings → Staff → Instructors → Add Instructor. If the role is incorrect, send a new invitation with the correct role.
Cannot Grant Admin Privileges to SENSEI
Problem: The "Admin Privileges" checkbox is disabled when editing a SENSEI profile.
Cause: Only OWNER can grant admin privileges to SENSEI. If you're an admin SENSEI, you can only grant admin to SEMPAI.
Solution: Ask the club OWNER to grant admin privileges to the SENSEI. If you are the OWNER and the checkbox is still disabled, check that you're logged in with the OWNER account and refresh the page.
Admin Privileges Not Taking Effect
Problem: You granted admin privileges to an instructor, but they still can't access admin features.
Cause: Permission changes require the user to log out and log back in to refresh their session.
Solution: Ask the instructor to log out completely and log back in. The new admin permissions will be loaded with their fresh session. If the issue persists, verify the admin checkbox is checked in their profile and that they have the correct role (SENSEI or SEMPAI).
Cannot Edit Instructor Profile
Problem: The "Edit" button is missing or disabled for an instructor profile.
Cause: Only OWNER and admin SENSEI can edit instructor profiles. Regular SENSEI and SEMPAI have read-only access.
Solution: If you need to edit an instructor profile, ask the club OWNER or an admin SENSEI to make the changes. If you are the OWNER or admin SENSEI and still can't edit, verify your role and admin status in Settings → Profile.
Instructor Shows as Inactive
Problem: An instructor appears as inactive and cannot be assigned to classes.
Cause: The instructor's "Active Status" was toggled off, either manually or automatically (e.g., when they left the club).
Solution: Go to Settings → Staff → Instructors, find the instructor, click "Edit", and check the "Active Status" checkbox. Save the profile. The instructor will now appear in active instructor lists and can be assigned to classes.
Cannot Add Staff Member
Problem: The "Add Staff" button is missing or you get a permission error when trying to add administrative staff.
Cause: Only OWNER can add administrative staff. Admin SENSEI can view staff but cannot add new staff members.
Solution: Ask the club OWNER to add the staff member. If you are the OWNER and still can't add staff, verify you're logged in with the OWNER account and check Settings → Profile to confirm your role.
Staff Member Cannot Access Certain Features
Problem: A staff member reports they cannot access features they need for their job.
Cause: The staff member may not have admin privileges, or they may need a different role (e.g., SENSEI/SEMPAI for teaching features).
Solution: Review the staff member's role and permissions. If they need teaching access, assign them the SENSEI or SEMPAI role and create an instructor profile. If they need admin access to settings, grant admin privileges via Settings → Staff → Edit. If they need both teaching and administrative access, create both an instructor profile and a staff profile for the same user.
10. Related Features
Staff and instructor management integrates with many other DojoMaster features:
User Roles & Permissions
Understand the role hierarchy and what each role can do in the system
Class Scheduling and Enrollment
Assign instructors to classes and manage teaching schedules
Attendance Tracking
Learn how instructors mark attendance and track student participation
Grading Event Setup and Execution
Understand instructor permissions for creating and managing grading events
Dashboard Overview
See how the dashboard adapts to different staff roles and permissions
Student Enrollment & Management
Learn which instructor roles can create and manage students
AI-Powered Insights
Discover how instructors can use AI analytics to improve teaching
Belt System Configuration
Configure the curriculum that instructors will teach
11. Next Steps
Now that you understand staff and instructor management, here's what to do next:
Invite Your First Instructors
Use Settings → Invitations to send invitations to your teaching staff. Assign SENSEI role to primary instructors and SEMPAI role to assistant instructors.
Complete Instructor Profiles
Once instructors accept their invitations, edit their profiles to add bio, specialties, qualifications, and availability. This helps students understand each instructor's expertise.
Grant Admin Privileges to Senior Instructors
Identify your most trusted, experienced instructors and grant them admin privileges. This allows them to help with student management, class creation, and other administrative tasks.
Add Administrative Staff
If you have non-teaching staff (receptionists, managers, etc.), add them via Settings → Staff → Staff tab. Define their job titles, responsibilities, and office hours.
Review and Adjust Permissions
Periodically review who has admin privileges and adjust as needed. Revoke admin access when instructors' roles change or when they leave the club.
Train Staff on Their Role-Specific Features
Ensure each staff member understands what they can do in DojoMaster based on their role and admin status. Provide training on attendance tracking, student management, and other relevant features.