Managing Instructors & Staff Schedules

Your instructors are the face of your class offerings. GymPoint provides tools to manage instructor assignments, track availability, handle last-minute substitutions, and monitor workload. This guide covers the complete instructor scheduling workflow.

Assigning Instructors to Classes

There are two levels of instructor assignment:

Default Instructor (Class Level)

When you create a class in Classes, you set a default instructor. This instructor is automatically assigned whenever that class is added to the schedule.

1. Open the class in Classes.
2. In the Default Instructor field, select a staff member.
3. Click Save. All newly scheduled sessions of this class will use this instructor.

Per-Session Override

You can change the instructor for a specific session without affecting the default:

1. Go to Schedule.
2. Click on the specific class session.
3. In the session detail panel, change the Instructor dropdown to a different staff member.
4. Click Save. Only this session is affected.

Instructor Availability Settings

Availability settings prevent you from accidentally scheduling instructors when they are unavailable.

1. Navigate to Settings > Instructors and select an instructor.
2. Click the Availability tab.
3. Set their recurring weekly availability:
   • For each day of the week, toggle it on or off.
   • For active days, set available time ranges (e.g., Monday 6:00 AM - 12:00 PM and 4:00 PM - 8:00 PM).
4. To add time-off or blocked dates, click + Add Time Off.
   • Enter the date range and an optional reason (e.g., "Vacation," "Training seminar").
   • During blocked periods, the instructor will not appear as available when scheduling classes.
5. Click Save.

When you try to assign an instructor to a class session outside their availability, GymPoint will display a warning. You can proceed if needed, but the warning helps prevent scheduling conflicts.

Substitute Instructor Workflow

When an instructor calls in sick or is otherwise unavailable for a scheduled session, use the substitute workflow:

1. Go to Schedule and find the affected session.
2. Click the session to open the detail panel.
3. Click Find Substitute.
4. GymPoint displays a list of available instructors for that time slot, filtered by:
   • Availability (instructors who are free during that time)
   • Qualifications (if you have tagged instructors with class type certifications)
5. Select a substitute and click Assign.
6. The substitute instructor is notified automatically.
7. Optionally, check Notify Booked Members to send an email or push notification letting participants know about the instructor change.

The original instructor remains listed as the default for the class. The substitution only applies to that specific session.

Viewing Instructor Workload

To ensure fair distribution and prevent burnout, review instructor workloads regularly:

1. Go to Settings > Instructors.
2. You will see a summary table showing each instructor with:
   • Classes this week — Number of sessions scheduled.
   • Classes this month — Monthly session count.
   • Total hours — Combined teaching hours.
   • Upcoming sessions — Next 5 scheduled sessions.
3. Click an instructor's name to see their full schedule in a calendar view, filtered to show only their assigned sessions.

Workload Alerts

Under Settings > Bookings, you can set maximum weekly hours per instructor. If a scheduling action would exceed an instructor's limit, GymPoint displays a warning before saving.

Best Practices

• Keep availability up to date. Ask instructors to submit their availability for the upcoming month by a set deadline.
• Tag instructor qualifications. Under each instructor's profile, add tags like "Yoga Certified," "Spin Certified," or "CPR Trained." This makes finding qualified substitutes faster.
• Use the workload view before building the weekly schedule. Balance hours across your team to keep instructors engaged without overloading anyone.
• Communicate substitutions promptly. Members appreciate knowing about instructor changes before they arrive for class.