Overview

Need to update the instructor for a scheduled class? In CORE, you can easily replace an instructor or assign a substitute. Whether you're covering a one-time absence or making a permanent change, this guide walks you through both options — and shows how each impacts payroll and reporting.

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Prerequisites

Before you begin:

• You must have access to Schedule Settings
• The replacement instructor must already exist as a team member in the system

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Step-by-step instructions

Step 1: Find the scheduled class

1. Click Schedule from the top navigation
2. Navigate to the class (e.g. Kickboxing on Saturday)
3. Click the class block to open its details

You’ll see the current instructor listed (e.g. Bren Knife).

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Step 2: Assign a substitute instructor

1. Click the pencil icon ✏️ next to the instructor's name
2. Choose Assign as Substitute
3. Select the substitute instructor (e.g. Tim)
4. You’ll now see “Add Sub” next to their name

⚠️ Tip: Substitutes are recorded separately in payroll. Use this option if the original instructor is temporarily away.

You can also add multiple substitutes if needed.

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Step 3: Change the primary instructor

If this is not a temporary change:

1. Click the pencil icon ✏️
2. Select the new instructor
3. Choose Assign as Instructor instead of substitute

This updates the main instructor for the session and ensures proper payroll reporting.

✅ Use “Assign as Instructor” when the new instructor is permanently leading the session.

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Expected Outcome

You’ll be able to seamlessly update your class instructor — either by assigning a substitute for a one-off or switching to a new permanent instructor — all while ensuring the right details are tracked for scheduling and payroll.

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FAQs

Q: What’s the difference between a substitute and an instructor?

A: Substitutes are used for temporary coverage and appear separately in payroll. Instructors are treated as the main session lead.

Q: Can I assign more than one substitute?

A: Yes — CORE allows multiple substitutes to be added to a session.

Q: Will this update client-facing schedules?

A: Yes — clients will see the new instructor’s name when booking if the change is saved before the session.

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Still need help?

Reach out to our support team via [email protected]