How-to guide
How to add staff and instructors in Clovo
Set up staff accounts, dashboard access, instructor profiles and permissions so your team can help run the studio without overexposing sensitive settings.
Clovo draws a clear line between two kinds of people in your studio: the instructors who appear on your timetable and front the client experience, and the staff accounts that can sign in and help administer the business. Sometimes that is the same person. Often it is not, and treating them separately keeps your studio both welcoming and secure.
This guide walks through creating a staff account, choosing how much access each person gets, and building instructor profiles that earn client trust before anyone walks in the door.
Before you start
- You need to be signed in as an owner, or as a staff member who already has setup access.
- Decide in advance whether each person needs the web dashboard, the staff app, or both.
- If you have already set up your studio, you are ready to start adding the rest of your team.
Add a staff account, step by step
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Open the staff area
Sign in as an owner or a staff member with setup access, then go to Setup › Staff and choose Add Staff.
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Enter the team member's details
Add the person's details and create the account. They will receive an account email plus a separate password-setup link, so they can set their own password and sign in for the first time.
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Set their access level
Choose the right role and decide whether they get web dashboard access (more on both below). The aim is to give each person exactly what their job needs and nothing more.
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Let them get started
Once the account is active, the team member can use the integrated staff app straight away to check clients in and help around the studio. People who need admin screens can also sign in to the web dashboard.
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Build their instructor profile
If the person teaches, give them a client-facing profile too, so they show up properly on your timetable. Profiles are separate from access, so an instructor who never administers the studio still gets a polished public presence.
Choose dashboard access and roles deliberately
Two settings decide how much power a staff member holds: the Web Dashboard Access toggle and their role. Treat them as separate controls.
The Web Dashboard Access toggle controls whether a staff member can sign in to the Clovo web dashboard. Turning it off does not remove their access to the mobile staff app. Use mobile-only access for front-desk and instructor workflows, and enable dashboard access only for people who genuinely need the admin screens. Whenever you change dashboard access, recheck their Setup and Finance roles so the two stay in sync.
Roles then layer on what a person can actually do:
- Owner — the most permissive role, held by whoever created the studio.
- Staff — covers day-to-day operations.
- Setup — adds class, studio and product configuration, so this person can create class types and shape the timetable.
- Finance — adds balances, payout schedules and the Stripe-related financial detail.
Important
Even without Setup or Finance, all staff can still take actions that affect clients and revenue. Roles narrow access, they do not make an account harmless, so assign them with care and to people you trust.
Make instructor profiles work for you
Instructor profiles are client-facing, which means they are part of how people decide whether to book. A strong, consistent set of profiles helps clients build trust before they ever arrive.
- Add the instructor's name and a clear portrait photo.
- Write a short bio in the instructor's own voice, not a generic third-person blurb.
- Keep the style and length consistent across all instructors so your roster looks like one team.
These profiles surface wherever clients meet your studio, so they are worth getting right when you customise your branded apps.
Common questions
What is the difference between a staff account and an instructor profile?
A staff account is about access — it lets someone sign in and help administer the studio. An instructor profile is client-facing, showing the name, photo and bio of someone who teaches. The same person can have both, but neither one requires the other.
If I turn off web dashboard access, can the person still use the staff app?
Yes. The Web Dashboard Access toggle only controls the web dashboard. Switching it off does not remove access to the mobile staff app, which makes mobile-only access ideal for front-desk and instructor workflows.
How often should I review staff access?
Review it whenever roles change, someone leaves, or a team member starts handling finance or setup tasks. Because every staff account can affect clients and revenue, a quick regular check keeps access matched to what each person actually does.
What to remember
- Staff accounts control administrative access; instructor profiles are the client-facing presence — keep them as separate decisions.
- Web dashboard access and role are independent of the staff app, so give each person only what their job needs.
- Review access whenever your team or someone's responsibilities change.
Ready to try it in your studio?
Run bookings, payments and client apps from one place.
Clovo gives boutique fitness studios the operating system behind the tutorial: dashboard setup, branded apps, payments, landing pages and client communication.