Instructors can see the Enrollees in their Classes and on the Unassigned list, for both published and unpublished Enrollment Periods. They can also see those Enrollees' Account info. An Instructor can manage a Class only if they're added to it or have access to all Classes, and only if their Role permissions allow it. Follow the steps below to set this up.
Step 1 — Give Access to Classes
There are two ways to give an Instructor access to Classes. Add them to specific Classes, or give them access to all Classes.
Add the Instructor to Specific Classes
Before you start:
The Instructor needs a profile in Enrollsy first. See How to Add a New Instructor for steps.
You can add one or more Instructors to each Class.
To add an Instructor to a Class:
Go to the Classes page and click the down arrow beside the Class.
Click the pencil icon to open the Class editor.
Scroll down to the Basic section and click Change Instructor.
Check the box beside each Instructor you want to add, then click Save.
Give the Instructor Access to All Classes
Go to the Instructors page, click the blue pencil icon beside the Instructor's name, scroll down, and select Can access all Classes under Roles. The Instructor can then see every Class roster and Enrollee profile.
Step 2 — Set Role Permissions
In the same Edit Instructor window, select the permissions the Instructor needs under their Role:
Manage Classes: lets the Instructor edit the Classes they have access to, including in the Instructor app
Account permissions: let the Instructor edit Account info
For a full list of permissions and what each one does, see How to Edit Instructor Roles & Permissions.
NOTE: Changing a Role's permissions changes them for everyone who has that Role. If one staff member needs different permissions, create a new Role for that person.
What Customers See About Instructors
Once an Instructor is added to a Class, Customers can see that Instructor's name on each of their enrollments in the Customer Portal. No other Instructor contact or account info is shown to Customers.
The name shows exactly as it's entered on the Instructor's profile. For example:
Last name and first name (Edwards, Serena)
Last name and title (Smith, Ms.)
Where Customers See the Instructor's Name
Home page: the Instructor's name appears on each enrollment card.
My Account page: the Instructor's name appears beside each enrollment.
Instructor Bio: If the Instructor has a bio on their profile, Customers can read it by clicking Details on the enrollment. To add or update a bio, see How to Edit an Instructor's Profile.
NOTE: To change how an Instructor's name appears to Customers, update the name on their Instructor profile. The change shows on every Class they're assigned to.
Hide the Unassigned List
To stop an Instructor from seeing the Unassigned list on the Classes page, uncheck both of these permissions on their Instructor profile:
View Unassigned
Manage Classes
They'll still see how many Enrollees are unassigned (the number in the red circle), but they won't be able to open the list.
When Instructors Can See Class Capacity
Instructors can see Class capacity on the Classes page when all of the following are true:
They have the Manage Classes permission
They're assigned to the Class or have Can access all Classes turned on
They have access to the Location the Class is in
Where Instructors Find Class & Account Info in the Instructor Portal
Enrollee & Account Info
Instructors can select the info icon beside an Enrollee's name. A window opens, and the Enrollee tab shows:
The Enrollee's Timeline
The Enrollee's Enrollments
The Enrollee's Account info
Account info
Classes
Instructors manage Classes from Classes in the menu. For more on viewing or editing Enrollees and Accounts, see How to View or Edit Enrollees & Accounts in the Instructor Portal.
Documents & Data Instructors Can Access
Documents
Instructors can't view Enrollees' Required Documents or E-signature Documents in the Instructor Portal. They can only view these forms:
Activity Forms:
Program Forms: under each Enrollee's Enrollment
Activity Form
Program Form
Data & Reports
Instructors can't download data or reports from the Instructor Portal. Only Admin users can download data.