Instructor guide#

Open instructor tools#

1. 1Sign in and select the academy you are working with.
2. 2Select the gear icon in the upper-right corner.
3. 3Use the organization sidebar to open the tools granted to your role.

Academy owners can customize which menus instructors see. Seeing a page does not always mean you can edit it. Instructors typically manage attendance, promotions, plans, and program enrollments. Creating programs, belt systems, schedules, announcements, seminars, store products, and waiver templates usually requires Owner or Admin.

Manage class attendance and rosters#

1. 1Open Schedule from organization settings.
2. 2Review the week’s class instances and open a class roster.
3. 3Generate a temporary check-in link or QR when you need to share attendance access.
4. 4Add a member manually, edit attendance source, or remove an incorrect check-in when needed.
5. 5Check yourself in when eligible.
6. 6On the kiosk, search guests by name the same way you search local members; linked visitors show a Guest from home academy label when eligible.
7. 7Where a plan caps how many classes it buys, the roster carries what the member has left and flags their last one. Someone out of allowance is refused with the reason shown, even on a kiosk set to hide reasons.
8. 8You can check a member in past their class limit. It applies to that one check-in and is recorded against you — it does not switch the limit off for them.

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Schedule → Class instances for the selected week. The Instructor column names whoever is actually teaching, and the Confirmation column tracks whether they have confirmed it.

Class times use the academy timezone. Creating or editing recurring schedules is usually Owner/Admin work. Check-in windows also come from academy settings. Visiting members from a linked academy appear with a Guest from home academy badge. They will not be on the destination Members list. Their eligibility still follows home plan access, program mappings, home payment status, and waiver rules—the same rules students see in Train at a linked academy.

Use Rank Advisor and record promotions#

Rank Advisor (Organization → Rank Advisor) shows who is tracking toward the next stripe or belt. You still record every promotion manually.

1. 1Open Rank Advisor from the organization sidebar and select the belt system.
2. 2Review Ready for next stripe / belt and Almost ready. Each row shows the next step label and a progress bar.
3. 3Use Promote stripe or Promote belt to open the promotion dialog (prefilled with the suggested next rank). Adjust if needed, then save.
4. 4You can still record promotions from Members → member detail if you prefer.
5. 5Review rank-adjustment requests from Notifications and approve or reject them.

• Formulas are defined per belt (full cycle). Stripe and next-belt steps are split equally from that formula.
• Progress uses mat hours, time in belt (days), and kiosk rounds/points since the student earned the current belt. Those come from check-in and check-out and from the kiosk timer and scorekeeper — see Run the round timer and score matches.
• A student should be enrolled in a program linked to the belt system.
• The highest belt formula is optional — skip it when stripe timing is nonlinear.
• Owners/admins configure formulas on the defaults or custom systems; instructors typically use the advisor list and promote.

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Rank Advisor, Ready for next stripe / belt. Each row shows the current rank, the next step, a progress bar, and the date the belt was awarded. Promotion is always a deliberate press.

Owners and admins configure formulas under Configure Rank Advisor formulas in the Admin & owner guide below. Follow your academy’s promotion standards when deciding to promote.

Manage plans and membership#

1. 1Open Plans to create or edit membership plans, prices, billing intervals, and included programs when authorized.
2. 2Open Members — the Plans column shows each student’s plan enrollments (not payment bypass). Use the ⋯ menu on a plan for staff actions.
3. 3Use + Add plan on a member to assign a plan: collect payment now, leave pending, or comp (owner/admin only).
4. 4Payment bypass (legacy program access without a paid plan) is owner/admin only — use the member detail modal.
5. 5For pending payment: ⋯ → Complete payment (run Checkout yourself), Send payment request (email the billing contact), or Copy payment link (share the Checkout URL).
6. 6The same ⋯ menu is on Account detail → Plan enrollments and in the member detail modal.

Follow the dependency chain when troubleshooting: the class belongs to a program, the plan grants that program, and the plan enrollment grants access to a specific member inside an account.

Stay reachable by text#

Academies can text instructors about schedule changes and about covering a class at short notice. It is opt-in and you control it yourself from Account → Profile.

1. 1Open Account → Profile and add your mobile number in international format.
2. 2Tick the text-message consent box and save. The box is unchecked by default.
3. 3Open the confirmation link we text you and press Yes, text me. Nothing else is sent until you do.
4. 4Check the card reads Confirmed rather than SMS pending.

An administrator may enter your number when setting up the rota, but only you can confirm it — a number on file is not consent. Reply STOP at any time to stop, and START to unblock. Full detail is in Get text messages about classes.

Confirm you are teaching#

Some programs ask their instructor to confirm each class ahead of time. Where that is switched on, silence is not taken as a yes — if the deadline passes without an answer, the academy starts looking for cover.

1. 1A request to confirm arrives in-app and by email, plus a text if you have confirmed a mobile number. How far ahead is set by your academy.
2. 2Confirm on the class in Schedule. The Confirmation column then reads confirmed and nothing further happens.
3. 3If you know you cannot make it, say so instead. Cover is sought straight away rather than waiting for the deadline, which gives everyone more time.
4. 4If the deadline passes with no answer, the class is marked missed and backup instructors are asked.

• Your academy may also send one reminder before the deadline. It is a single nudge, not a repeating one.
• Being marked missed does not remove you from the class. If nobody accepts the cover request, it is still yours.
• If you accepted a cover request for somebody else's class, you are asked to confirm it like any other instructor — agreeing on Tuesday is not evidence of remembering on Thursday.
• An admin can mark you unavailable on your behalf, which is the usual path when you have phoned in sick.

Run the round timer and score matches#

The kiosk app is not only for check-in. The same tablet runs a round timer for the class and a scorekeeper for matches, and what they record comes back into each student’s progress rather than living only on the mat.

1. 1Open the class on the kiosk, then choose Round Timer.
2. 2Set the round length, the rest length, and the number of rounds. Tap the ROUND or REST chip to edit either.
3. 3Save the settings as a named preset — Comp rounds 8×5, Kids 4×3 — so the next class is one tap. Hold a preset to delete it.
4. 4Start the timer. It counts the round, shows Round 3 of 5 as it goes, and rests between rounds.
5. 5For matches, open Scorekeeper and pick a mat. Each mat is labelled by staff and scored independently, so several can run at once.
6. 6Score with a tap and correct with a hold: points, advantages, and penalties for each competitor.
7. 7Finish the match to record the result and return to the mat list.

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The round timer runs against a specific class — the strip along the bottom names it and the number checked in — so the mat time it produces lands on the students who were actually there.

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Scoring on Mat 1. Points are set large enough to read from across the room, with advantages and penalties beneath. Tap to add, hold to remove, so a mistake does not need a restart.

Mat hours and competition rounds are two of the measures Rank Advisor counts toward the next stripe or belt, which is the reason to run the timer from the kiosk rather than a phone: what happens on the mat is what moves the belt. Both tools sit behind the staff PIN.

Cover a class for someone else#

When a class needs an instructor, ControleHQ asks the people listed as backups on that class — and nobody else. The first person to accept gets it.

1. 1You are asked only if an admin has listed you as a backup instructor on that recurring class.
2. 2The request arrives as an in-app notification and an email, plus a text if you have confirmed a mobile number.
3. 3Open the link, or press Respond on the in-app notification. Either way you land on the same page, which names the academy, the class, the day, the time, and the length.
4. 4Press I can cover it to take the class, or I can't to decline. Declining means you are not asked about that class again.
5. 5Whoever accepts first becomes the instructor for that one class; everyone else is told it is taken.

• Accepting changes only that single class. The original instructor keeps the recurring assignment, and the schedule shows you as covering for them.
• If you are already down to teach at that hour you are still asked, and told so — you may be able to arrange cover for your own class to fill the more important gap.
• A request has a deadline. Once it passes, or once somebody else accepts, the link says so instead of letting you respond.
• You have to be signed in to respond, and the session has to be yours — a forwarded link cannot assign the class to someone who never agreed.

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Account → Profile. This switch is separate from text-message consent on purpose: stepping out of the cover rota does not also silence class cancellations and other academy messages.

To stop being asked entirely, clear Ask me to cover classes under Account → Profile and save. You stay out of every cover request until you turn it back on, and it does not affect any other message from your academy.

What instructors can usually only review#

• Programs and Belt systems: review existing setup; create/edit is usually Owner/Admin.
• Announcements: the page may be visible, but sending announcements is usually Owner/Admin.
• Seminars and Store: review activity; creating or changing products/events is usually Owner/Admin.
• Waivers: review the current template; publishing or replacing templates is usually Owner/Admin.

Instructor troubleshooting#

• If the gear icon or a menu is missing, ask an owner/admin to verify your organization role and menu access.
• If a page is visible but save/create controls fail, you likely need Owner/Admin permission for that action.
• After a role change, log out and log back in to refresh session claims.
• If a member cannot check in, verify active program enrollment, account state, waiver, plan access, and the check-in window.
• Do not use student-facing check-in to override eligibility; use authorized roster or kiosk staff controls.
• Guest cannot check in: verify Linked academies → Program mappings for the class program, the home plan’s link access scope (not local-only), home payment/waiver, and that you are searching on the visiting academy’s kiosk.
• Guest not in kiosk search: confirm they have an active (or in-grace) home plan with link access and a mapping into this class’s program.
• You are not getting class texts: check Account → Profile shows Confirmed, not SMS pending or No SMS. A number on file alone never receives messages.
• You are never asked to cover: check that Ask me to cover classes is on in Account → Profile, and ask an admin whether you are listed as a backup instructor on that class.
• A cover link says the request is closed: somebody else accepted it, or the deadline passed. Both are final for that class.
• A member is refused for a class limit: their plan’s allowance for the period is spent. Check them in anyway if the academy agrees — that is a single check-in, not a standing exemption.
• A member with no login appears on a roster: that is expected. They train on their own plan enrollment and their waiver is signed by the account’s primary contact.