Managing Multiple Studio Instructors
Revenue splits, scheduling, branded profiles, and substitution workflows — the operational layer that keeps a multi-instructor studio running smoothly.
3 ways
to pay instructors that Who's In calculates: hourly, per class or flat monthly
48h
minimum advance notice that prevents cancellations when substituting instructors
25–40%
revenue-share range commonly quoted for studio instructors (worked out by hand)
6 pillars of instructor management
Revenue split models
Three common models: (1) flat per-class fee — easy to budget, good for new studios; (2) percentage of class revenue (25–40%) — aligns instructor incentives with filling classes; (3) hybrid — flat base + percentage over a threshold. For a studio earning $25/student with 12 students, a 30% split gives the instructor $90 per class. Model your numbers before committing.
Scheduling across multiple instructors
Use a scheduling system that prevents double-booking. In Who's In Studio, each instructor is a named entity — the system blocks conflicting bookings automatically. Publish your schedule weeks ahead so instructors can plan their lives, and keep each instructor's availability in the system rather than in text messages.
Branded instructor profiles
Every instructor should have a public profile on your branded client portal: professional photo, bio (200 words max), certifications, and class specialisms. Profiles convert significantly better than anonymous listings. They also bind the instructor's identity to your brand, not just their personal following.
Substitution workflow
Define your substitution policy in writing before you need it. Who is authorised to cover whose classes? What's the notice period? Who approves? How are substitute instructors paid? When you change the instructor on a class in Who's In, booked clients get an automatic email about the change. Document this process; don't handle it ad hoc.
Instructor communication norms
Decide early: WhatsApp group, Slack, or email for instructor comms. WhatsApp groups work for small teams (2–4 instructors); Slack scales better. Define response time expectations. Announce schedule changes in the tool, not verbally — you need a paper trail if disputes arise.
Protecting your business when instructors leave
Non-solicitation clauses (not non-compete) are typically enforceable and appropriate — instructors shouldn't be able to directly recruit your clients when they leave. Branded profiles and client portal login habits reduce the likelihood of instructors successfully taking clients with them anyway.
Revenue split model comparison
| Model | Best for | Risk |
|---|---|---|
| Flat per-class fee | New studios, predictable budgeting | Instructor not incentivised to fill class |
| Revenue % (25–40%) | Growing studios, align incentives | Revenue variability makes budgeting harder |
| Hybrid (base + %) | Established studios with data | Complex to calculate and explain |
| Per-student fee | PT and small group sessions | Instructor bears capacity risk |
Manage your instructor team in Who's In
Instructor profiles and public pages, conflict-free scheduling, automatic change emails to booked clients, and instructor pay calculation (hourly, per class or flat monthly, with history) — all in Studio from $19/mo. Who's In works out what you owe; you pay instructors yourself.
“Finally, an App that takes out all the stress of organising classes and events.”
Instructor management FAQs
Should I hire instructors as employees or contractors?
Most small studios use contractor agreements initially for flexibility and lower overheads. However, if instructors work regular fixed schedules, use your equipment exclusively, and follow your policies closely, many jurisdictions will classify them as employees regardless of what the contract says. Consult an employment lawyer before hiring your second instructor.
How do revenue splits typically work for studio instructors?
Common models: flat per-class fee ($30–80 depending on market), percentage of class revenue (25–40%), or a hybrid (flat fee + % above a headcount threshold). Flat fee is easier to budget; percentage aligns incentives. For new studios, flat fee is usually better while you're building attendance. Who's In Studio calculates hourly, per-class and flat-monthly pay for you; percentage splits you work out yourself.
How do I handle instructor substitutions without losing client bookings?
Notify clients at least 48 hours in advance when possible. Who's In Studio emails booked clients automatically when a class changes. Point them to the substitute's public profile so they can see who is teaching. Repeat substitutions on the same class erode trust — cap at 2/month.
How do instructor profiles help with studio marketing?
Instructor profiles with a bio, photo, specialties and certifications help clients choose, because they book the instructor as much as the format. Branded instructor profiles on your client portal also reduce the risk of instructors poaching clients when they leave.
How should I schedule instructors across multiple rooms?
Who's In Studio prevents double-booking the same instructor across rooms at overlapping times. The system tracks each instructor's weekly schedule and flags conflicts before publishing. For studios with 4+ instructors, a shared scheduling view is essential.
What's the best way to onboard a new instructor?
Shadow existing classes for one week. Co-teach for one week. Teach solo with the owner present for week three. Create a written onboarding document covering: your class standards, client communication norms, how to use the booking system, and your substitution procedure.
Related guides
Scheduling Best Practices
Peak hours, class gaps, and seasonal adjustments.
Multi-Room Management
Schedules, room caps, and instructor assignments.
Payment Processing Guide
Revenue splits and payment product setup.
Reduce No-Shows
Keep instructor morale high with full classes.
Yoga Studio Booking
Instructor profiles and multi-room scheduling.
Who's In Studio
Instructor management built in — from $19/mo.