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Dashboard & Portal Overview

Dashboard Layout & Navigation Panels Staff vs. Instructor vs. Student Views (Sign‑in flows, branch selection)
Roodolph Senecal
By Roodolph Senecal
4 articles

Class Sign-In Panel: Check In Students, Scan Barcodes, Email the Class

Class Sign-In Panel: Check In Students, Scan Barcodes, Email the Class The Class Sign-In Panel is your front-desk command center for today’s classes. From one screen you can find students by name or contact info, scan barcodes for fast check-ins, view or switch to another date’s roster, and quickly message everyone on the list. You can also close the panel between classes without changing attendance data. Open a class and review its details - Select the class from your dashboard to open the sign-in panel. - The header shows the class title, scheduled time, and instructor. If your studio uses Assistants and one is assigned, their name appears under the teacher. Find or scan a student to check in You have two speedy options: 1. Search — type a student’s name, email, or phone to pull them up and mark them present. 2. Scan — place your cursor in Scan Barcode, then scan the student’s card to check them in instantly. You can also switch the date to view and sign in students from a previous class session. What happens after check-in? Attendance and the student’s plan/package usage are updated automatically; if they don’t have a valid plan, the system prompts you to make a sale. You can remove a student from the list if needed. Email everyone in the class Click Mail Class to open a new message addressed to all students listed for that session—perfect for last-minute reminders, links, or follow-ups. Close the class (without altering the roster) Use Close Class when you want to exit the panel—e.g., to ring up a sale—without deleting or changing attendance. This also clears the sign-in screen so it’s ready for the next session (selecting a new class works too). Who can use the sign-in panel? Front-desk staff, managers, and other roles with appropriate permissions can sign in students and handle related tasks. Related guides - Training video for front-desk staff (sign-in and dashboard basics). - Main screen overview (how the panels work together).

Last updated on Aug 21, 2025

Schedule for Teachers

Overview The Instructor Portal in Karmasoft is designed for teachers to manage their classes and teaching responsibilities. Through the portal, instructors can: - View upcoming classes - Access their teaching history - Request substitutes (subs) - Log teaching-related expenses Instructor Log-In Teachers can log in to the instructor’s panel directly from your studio’s public schedule page. Once logged in, the dashboard and schedule display options tailored for instructors. Note for Studio Directors: If instructors only need access to their teaching schedule and history, no special permissions are required. However, if you want instructors to sign students into classes, assign them the Front Desk permission. See the Staff Tutorial for instructions on assigning permissions. Teachers with Front Desk permissions will also have access to: - Student information (via the Students tab) - Gift cards and coupons - Student plans and auto-pay cards (via the Assets tab) - Daily stats and expenses (via the Activities & Reports tab) - Email templates - Sales taxes - The in-studio sign-up screen (via Settings) The Schedule Tab Instructors can use the Schedule Tab to: - View all assigned classes in a calendar layout - Filter by branch, class type, or instructor - Book students into a class - Submit sub requests Requesting a Sub 1. From your assigned class, click the arrow next to the Sub button and select Sub Request. 2. Complete the request form and click Send. 3. Other instructors will receive an email with an I am available button. Note for Studio Directors: To enable substitution emails, check the Substitution Emails option in Studio Settings → Notifications. 1. When an instructor clicks I am available, the studio owner receives an email and can click Confirm to finalize the sub. 2. Once confirmed, both the instructor and the studio owner are notified, and Karmasoft updates the public schedule automatically. Sub Request Status Indicators On the schedule page, each sub request is marked with a color-coded indicator: - Black – Request sent, no responses yet - Blue – At least one instructor available, pending confirmation - Green – Sub confirmed, schedule updated

Last updated on Sep 12, 2025