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Instructor Guide

This guide helps providers and instructors manage profiles, assignments, and rosters while understanding each role’s permissions and tools.

Written by Shaney Thrasher

📝 Overview

Welcome to the Instructor Guide, designed to help both providers and instructors understand how to manage, assign, and utilize instructor accounts effectively within the software.

🏢 Instructor Guide for Providers

The next sections will teach providers how to create instructor profiles & biographies, assign them, and use reporting.

🪪 Instructor Profiles

Click here to learn how to create Instructor Profiles & Biographies

Adding instructor profiles is a key part of the scheduling process in Sawyer. Instructors will have the most limited permissions and can only view roster details for activities that they are assigned to as instructors.

Click here to view more detailed steps on how to add an instructor

To add an instructor, follow these steps:

  1. Go to Listings > Instructors

  2. Click New Instructor
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    tools-empty_listings_-_INSTRUCTOR-01.png

  3. Add the instructor's name and email (cell phone number is optional)

  4. Click Invite Instructor to trigger an email invitation to the Instructor’s email. You may want to let them know to expect it.
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    tools-empty_listings_-_INSTRUCTOR-02.png

The next step is to assign them to their scheduled activities by going to Schedules.

Once an Instructor is created, you’ll see their name appear on the main page with a list of instructors created on your account. You’ll see the status “Invite Sent” for any Instructor who has yet to accept their invitation.

Click the instructor’s name to resend an invitation or add additional instructor details, including bio, photo, and contact information.

If you ever need to remove an instructor, you can take this action at the bottom of the Instructor profile details screen.

Click here to view more detailed steps on how to add an instructor biography

Complete instructor profiles to add detail about your staff to your activity listings. Instructor biographies can be completed by business owners and instructors alike. Completing these profiles helps build trust with new customers by showcasing your staff and sharing how they shine. Learn how to add instructor biographers below.

  1. Navigate to Listings, then click Instructors.

  2. Click into an Instructor Name

  3. A photo can be added of the Instructor at the top of the page

  4. Scroll down to find Public Bio. Enter your Instructor Bio in the large text box. Include details like education, credentials, fun facts, and prior experience

  5. If your Instructor has a LinkedIn profile, you can add that as well

  6. Save Profile

🤸‍♀️ Assigning an Instructor to a Scheduled Activity

Once you have added Instructors to your Sawyer account through the Listings tab, the next step is to assign them to their scheduled activities. Click into the drop downs below to learn how:

Click here to learn how to add an instructor to a semester, camp, or event

  1. Go to the Schedules tab. Then locate the class you want to add them to either in Semesters or Camps/Events.

  2. Click the activity you want assign the instructor to. This expands the details of the activity. Click the three dots in the top right of the activity. Then choose Edit Scheduled Activity (pencil icon) next to the scheduled activity name to edit the scheduled activity.

  3. Scroll down to Instructors and then add your intended person.

  4. Click Save & Continue at the bottom of the page. Now that you have saved the first page of the editor, you can click out of the editor or continue to click Save & Continue until you are out of the editor.

Click here to learn how to add an instructor to an appointment

  1. Go to the Schedules tab and click Appointments on the menu bar.

  2. Locate the Appointment you want to add them to. Click the Three Dot icon for that Appointment, then click Edit.

  3. Click the drop-down next to Instructors and select the Instructor.

  4. Click Save & Continue at the bottom of the page. Now that you have saved the first page of the editor, you can click out of the editor or continue to click Save & Continue until you are out of the editor.

📈 Reporting

Click here to learn more about reporting options

The Instructor Order History Report shows the details of the classes taught by that instructor

  1. In your portal, go to Listings > Instructors

  2. Click into an Instructor profile

  3. Scroll down to click on Instructor Order History, which will immediately download the report to your computer

This report shows the following information in a spreadsheet:

  • Instructor Name

  • Class Date

  • Start Time

  • End Time

  • Class Name

  • Location

  • Students Enrolled

🧑‍🎨 Instructor Guide for Instructors

The next few sections will teach instructors how to use the software. We recommend providing your instructor with a link to the article to learn how to use the Sawyer software.

We've created a downloadable PDF for your instructors!

Download it by selecting this link: Instructor Reference Sheet.pdf

🧑‍💻 Instructor Login

Click here to learn how Instructors Login

Below are the steps for Instructors to log into Sawyer Tools for the first time:

  1. From the invitation email, click Accept Invitation

  2. Once you enter your password, you will be directed to your Sawyer Tools dashboard. You can access it anytime at sawyertools.com.

  3. You will have access to the scheduled activities that have been assigned to you. You can click into each class to view the daily roster, take attendance, and view contact details.

  4. Also from the roster, you can also use the +New Order button to enroll a student and charge their account. Learn more about the +New Order button.

📋Instructor Resources

How to Take Attendance

Click here to learn how to mark students present or absent, and use check-in/check-out features on the roster

The roster type will determine how you mark attendance.

If you see ✓ or X to the right of the student's name:

  1. In Upcoming, select the class you want to take attendance for from the calendar to get to the roster

  2. On the roster, click the ✓ to the right of the student's name to mark them present, or click the X to mark them absent

If you see Check In instead of ✓ and X:

  1. In Upcoming, select the class you want to take attendance for from the calendar to get to the roster

  2. On the roster, click Check In to the right of the student's name and record the name of the person dropping the student off as well as any other optional details

  3. Repeat the same steps for Check Out

How to Send Messages

Click here to learn how to send messages to your students' primary or secondary contacts from rosters, custom reports, or summary pages

Messaging from a Roster

  1. Click on the class from your Upcoming calendar

  2. To message the whole class, click the Message button toward the top right.

    (You can also message an individual student by clicking on the three dots next to their name and then Message Student)

  3. In Message preferences on the left side, select:

    • Booked or Waitlisted (or both) to determine recipients

    • Primary Contact and/or Secondary Contact

  4. In the Recipients section:

    • Add BCC recipients if needed

    • Review the list of recipients grouped by Booked and Waitlist

    • You can deselect individual recipients or entire groups

  5. In Compose Message:

    • Edit the subject line if needed

    • Type your message in the body (you can bold, italicize, add bullet points, or include links)

    • Add attachments (up to 15mb total)

  6. Click Send when ready

Messaging from Custom Reports

  1. Go to Reports > Custom and select an existing report or create a new one

  2. Click the Message button next to the report title

  3. Select Primary Contacts, Secondary Contacts, or both

  4. Add BCC recipients if needed

  5. Deselect any recipients you don't want to include (you must have at least one)

  6. Compose and send your message

Messaging from the Summary Page

  1. Go to Semesters or Camps/Events and click into an activity

  2. Click the three dots on the right and choose View All Instances

  3. On the summary page, click Message Attendees on the left side

  4. Select Booked or Waitlisted from the dropdown

  5. Compose and send your message

Messaging an Individual

  1. From a roster, click the three dot menu next to a student name

  2. Click Message Student

  3. Choose Primary Contact, Secondary Contact, or both

  4. Add a BCC if needed

  5. Compose and send your message

💡 Your supervisor may receive a copy of messages you send using the software.

How to Place a New Order

Click here to learn how to add a student to a class and create an order to charge the client's account

  1. Click on the class to which you'd like to add the student

  2. Click +New Order at the top right

  3. Search for an existing student or add a new client and student

  4. Select Booking Type and click Place Order

⚠️ Please confirm with your supervisor that you're allowed to place new orders on behalf of a client.

Add a Student to a Roster Using +Add Student

Click here to learn how to add a student to a roster without creating an order or charging the client

  1. Go to Upcoming and click on the class that you'd like to add a student to

  2. Click +Add Student

  3. Search for an existing student or add a new client and student

  4. Select Booking Type and click Book

Important to remember:

  • Using the +Add Student button will not place an order or charge a client

  • Applicable class pack spots will not be deducted when using +Add Student

  • Removing a student from the roster will not refund them

💡 Not sure whether to use +Add Student or +New Order? The +Add Student button adds students without creating charges or order history, while +New Order places an actual order and charges the client.

How to Remove a Student from a Roster

Click here to learn how to remove a student from a single class or from all future classes

  1. Click on the class from your Upcoming calendar

  2. Click the three dots to the right of the student's name in the roster

  3. Select from the Remove from choices:

    • Remove from Today — removes them from just this class

    • Remove from Today and Future Dates — removes them from this and all upcoming classes

Waitlist Options for Instructors

Click here to learn how to view and manage students on the waitlist for your classes

Quick View Waitlisted Students

  1. Go to the Upcoming calendar

  2. Find a specific class or activity

  3. Check the number of students next to the letter W to see how many students are waitlisted

View Waitlisted Students in Detail

  1. Click into a class or activity from Upcoming

  2. Navigate to the Waitlist tab

  3. Click to see what students are on the waitlist

Message a Waitlisted Student's Primary Contact

  1. Click into a class or activity

  2. Navigate to the Waitlist tab

  3. Click to see what students are on the waitlist

  4. Click the More Options Menu (...) to the right of the student's name

  5. Click Message

💡 This feature is included in the Grow and Scale pricing plans only. If you would like to upgrade your subscription plan, contact your account manager.

❓ Frequently Asked Questions (FAQs)

Find answers to common questions or additional details that may not be covered in the main instructions.

Click the arrow to view frequently asked questions

Can I assign more than one instructor to an activity?

Click the arrow to see the answer

You can assign multiple instructors to a single class, camp, or event through the Schedules tab. Just select all applicable instructors from the drop-down menu before saving.

What access do instructors have once assigned?

Click the arrow to see the answer

Instructors can only view and manage rosters for the activities they’re assigned to. They can mark attendance, view participant details, and create new orders directly from the roster.

How do instructors log in for the first time?

Click the arrow to see the answer

After being invited, instructors will receive an email to accept the invitation and set their password. Once completed, they can log in anytime at sawyertools.com.

Can providers edit or remove instructor profiles?

Click the arrow to see the answer

Providers can edit instructor details or remove an instructor entirely from the profile page under Listings > Instructors.

How do I resend an instructor invitation?

Click the arrow to see the answer

Go to Listings > Instructors, click the instructor’s name, then select Resend Invitation on their profile page.

What information should be included in an instructor biography?

Click the arrow to see the answer

Include education, credentials, relevant experience, and fun facts. Adding a photo or LinkedIn profile can help parents and customers connect with your staff.

Where can I find reports for instructor activity?

Click the arrow to see the answer

You can generate an Instructor Order History Report under Listings > Instructors. This report shows class dates, times, student enrollments, and locations.

Attachment icon
Instructor Reference Sheet.pdf
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