Your team
Adding staff in the right order, the rules the app enforces, and what happens when somebody leaves.
Studio then Team is where staff accounts live. This article is the setup-time view: who to add, in what order, and the rules the app enforces while you do it.
For what each role can see and do, read Who can do what first — particularly the part about admins and money.
Add people in this order
Yourself
Your own account already exists and already holds Owner. Nothing to do.
A second owner, if there is one
Business partners, a spouse who runs the front desk. Only somebody who already holds Owner can grant the owner role, so do this while you are the one adding people.
Front-desk and office staff
Admin. Same screens as an owner, including payments.
Instructors
Instructor. Do this before you build your schedule — the Instructor dropdown on a class only lists people who already have a role at your studio.
The two ways to add somebody
Add Member offers two modes, and picking the wrong one produces a confusing error rather than a broken account.
| Mode | Use it when | What happens |
|---|---|---|
| Add existing user | They have already signed in to Dojo Tiger — most often a parent at your studio who is going to teach. | Look them up by email, pick a role, done. No email is sent and their password does not change. |
| Create new account | They have no Dojo Tiger account at all. | You supply name, email and initial role, and choose whether the app generates a password or you set one. |
If Add existing user says "No account found with that email. They must create an account first", use Create new account instead. If Create new account says "An account with this email already exists", use Add existing user instead.
Passwords for a new account
- Auto-generate a secure password — the app makes one and shows it to you once, on an amber panel with a Copy button. Hand it over in person or in a message. It is never shown again.
- Set a password myself — you type it. At least 10 characters, mixed case, a number and a symbol.
Either way the account is flagged as needing a password change, so the first time they sign in they land on a set-password screen and cannot go anywhere else until they have set their own. You never end up knowing their real password.
A staff-invite email goes out automatically with their login email address, and with the temporary password only when the app generated it. A password you typed yourself is never emailed — you tell them.
If the invite email doesn't arrive
Account creation does not fail because the email failed. The account exists, and the temporary password is on screen in front of you — copy it and pass it on by hand.
The rules the app enforces
| Rule | What you'll see |
|---|---|
| Only an owner can grant or remove the owner role. | "Only an owner can grant the owner role." |
| A studio must always have at least one owner. | Remove from Staff is disabled on the last owner, with "Cannot remove the last owner" on hover. |
| A studio may hold at most 50 staff members. | "This studio has reached the limit of 50 staff members." |
| At most 10 new accounts may be created per hour. | "Too many staff accounts created recently." Wait, then continue. |
The hourly limit is an anti-abuse guard, not a licence limit. Migrating a large team means doing it across a couple of sittings.
Managing the table
| Column | Notes |
|---|---|
| Name | Edit turns it into first-name / last-name fields plus a profile-photo uploader. |
| Read-only. There is no way to change somebody's login email from here. | |
| Roles | One badge per staff role. Coloured means they hold it; grey means they don't. Click a badge to toggle it. Non-staff roles such as parent appear as a small grey badge and cannot be toggled here. |
| Joined | The date of their earliest membership at your studio. |
| Actions | Edit, and Remove from Staff. |
Above the table: a name/email search and a Staff Only / All Members filter. All Members includes every parent with an account at your studio, which is a quick way to find the parent you are about to make an instructor. Staff always sort to the top.
The instructor's profile photo matters more than you'd think
The photo you upload on the Team screen is shown next to their name on the schedule template grid and on the attendance calendar. Adding one takes ten seconds and makes "who is teaching tonight?" answerable at a glance.
When somebody leaves
Remove from Staff takes every staff role off a person at once.
It does not delete their account. A parent who was also an instructor stays a parent, keeps their children, keeps their login, and simply stops seeing the staff side of the app.
Removing an instructor does not clear the schedule
Classes they were assigned to keep their name on them, and they stop being offered in the Instructor dropdown. Go through Classes then Schedule → Schedule Template and reassign their classes, which also pushes the new instructor down onto every upcoming date. Their past classes keep their name, which is correct — they did teach them.
Promotion history is the same: a promotion records who awarded it, and that record survives the person leaving.
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