Groovio allows a single person to hold both a student account and a staff account at your studio. This is useful when an instructor also takes classes, or when a student transitions into a teaching or admin role. This article explains how to create staff members, how to link their accounts to an existing student profile, and how to manage your staff list.
Adding a New Staff Member
To create a new staff member from scratch:
Go to Staff Management in the sidebar.
Click Create New Staff at the top of the page.
Fill in the staff details form and click Save & Create Staff.
Staff Details
Required:
Full Name — Up to 50 characters.
Email — Used to generate the staff member's login credentials.
Starting Date — The staff member's join date. This cannot be changed after the account is created.
Optional:
Mobile No. — At least 7 digits if provided.
Biography — Up to 2,000 characters. You can also use the Gilly button to generate a bio using AI based on a short prompt.
Photo — JPG or PNG, maximum 5MB.
Address — Autocompleted via Google Maps.
Login Credentials
Once the staff member is created, a modal appears showing their email address and a generated password. Click Save Password to download these credentials as a text file — you can then share it with the staff member directly.
An email is also sent to the staff member with their login details. If the person has previously been a staff member at another studio using the same email, their existing password is retained and no new email is sent.
Adding a Student as a Staff Member
If someone already has a student account at your studio, you can promote them to staff directly from their student profile. This links the two accounts together so their student history — bookings, memberships, wallet, and transactions — is preserved.
Go to Student Management and open the student's profile.
Click the Add to Staff button. This button only appears for active students who haven't already been added as staff.
The staff creation form opens with the student's details pre-filled (name, email, phone, address).
Review the details, set a Starting Date, and click Save & Create Staff.
Once created, the student profile will display a Staff Member badge in place of the Add to Staff button. Clicking the badge takes you to their staff profile (if you have staff management permissions).
How Linked Accounts Work
When a student and staff account are linked, the two accounts remain separate but connected:
The staff account is used to log in to the studio dashboard and manage studio operations.
The student account retains all class bookings, memberships, packages, and wallet balance.
Both accounts share the same contact email.
The staff member logs in to the studio side using their staff credentials. Their student-side activity is visible through the linked student profile and is not merged into the staff view automatically.
Viewing Linked Accounts
From the Staff List: The Staff Management table includes a Student Account column. If a staff member has a linked student account, their student name appears here. Click the student icon button on their row to go directly to their student profile.
From the Student Profile: A Staff Member badge appears on the student profile when the student has a linked staff account. Click it to open the staff profile.
Managing Your Staff List
Go to Staff Management to view and manage all staff members. The table shows each staff member's name, email, linked student account (if any), joining date, and current status.
Searching & Sorting Use the search bar to find staff by name or email. Click the joining date column header to sort ascending or descending.
Editing Staff Details Click the Edit button on any staff row to update their name, biography, photo, phone number, or address. Email and starting date cannot be changed after the account is created.
Activating / Deactivating Staff Studio owners can toggle a staff member's status between Active and Inactive directly from the status column in the list.
Deleting Staff A staff member can only be deleted once they have been set to Inactive. The Delete button appears on their row once inactive. Deleting a staff member removes their access to the studio dashboard, but their linked student account (if any) remains fully intact — all bookings, history, and balances are preserved.
Permissions
By default, new staff members are granted access to the Dashboard and News sections only. Additional permissions are managed separately under Staff Permissions in your settings. Permissions can be configured per staff member and control which areas of the studio dashboard they can access.