When you create a class series, each instance is assigned a teacher based on the series template. This guide explains how teacher assignments work and what happens when you need to make changes.
How teacher assignments work#
When you create a class series with a schedule, each generated class instance automatically gets assigned the teacher you specified in the series settings. This becomes the scheduled teacher for that instance.
Scheduled teacher vs actual teacher#
Each class instance tracks two pieces of information:
- Scheduled teacher: The teacher originally assigned when the instance was created. This comes from the class series template and is preserved for historical records.
- Actual teacher: The teacher who will actually teach (or taught) the class. This can be changed when someone else takes over.
When you first create instances, both are the same person. They only differ when you make changes.
Changing the teacher on a class#
You can change who teaches a specific class instance from the event detail page. When you swap the teacher, you're changing who will actually teach that class.
What happens when you change a teacher#
- The actual teacher is updated to the new person
- The scheduled teacher remains unchanged (preserving who was originally assigned)
- Payroll reflects who actually taught the class
- The original assignment is preserved for reporting and records
When to change a teacher#
Common scenarios for changing the assigned teacher:
- Permanent schedule change: The original teacher is no longer teaching this time slot going forward
- One-time coverage: Someone is covering just this one class while the regular teacher is unavailable
- Reassignment: You're moving classes to a different teacher
Substitute teachers#
When a teacher temporarily covers for another, you're working with a substitute arrangement. The system tracks this separately from permanent reassignments.
How substitutes differ from reassignments#
| Scenario | Who's recorded | What it means |
|---|---|---|
| Substitute | New teacher teaches, original remains "scheduled" | Temporary coverage - regular teacher returns next time |
| Reassignment | New teacher both scheduled and teaching | Permanent change - new teacher owns this slot |
Substitute tracking#
The system preserves the original scheduled teacher even when someone else takes over. This allows you to:
- See who was supposed to teach vs who actually taught
- Track how often substitutes are needed
- Generate accurate payroll for the person who actually taught
- Report on coverage patterns
Impact on payroll#
Teacher pay is calculated based on who actually taught the class, not who was originally scheduled.
- If Sarah was scheduled but Mike substituted, Mike gets paid for that class
- Sarah's payroll shows she didn't teach that instance
- Records show Mike covered for Sarah
This ensures accurate compensation regardless of schedule changes.
Bulk teacher changes#
To change the teacher for multiple future instances at once:
- Open your class series
- Go to Settings > Edit Future Instances
- Select the Teacher action
- Choose the new teacher
- Set the date range
- Confirm the change
See Editing Future Event Instances for the complete guide on bulk changes.
Common questions#
Can I see who was originally scheduled for a class? Yes. The original scheduled teacher is preserved even after changes. This information is available in class details and reports.
What if I need to change the series template teacher? Changing the teacher on the class series template only affects new instances created after the change. Existing instances keep their current assignments.
Does changing a teacher notify customers? No. You need to manually notify customers about teacher changes. The system does not send automatic notifications for teacher swaps.
How do I track substitute patterns? The difference between scheduled and actual teachers lets you run reports on coverage. Classes where these differ indicate substitutions or reassignments.