Team Management
By Trio Team · Updated
Manage everyone with access to your studio from the Team tab in Studio Settings. The tab holds an invite form, your pending invitations, and a list of current members. Only owners and admins see the Team tab. Adding teacher or staff accounts is available on the Pro plan and above; the Free plan is a single-teacher studio.
Roles
| Role | What they do |
|---|---|
| Owner | Everything, including Owner Settings, the Trio subscription, role changes, deactivating members, and deleting the studio. A studio can have more than one owner. |
| Admin | Everything except Owner Settings (which holds the subscription and studio deletion), role changes, and deactivating members. Admins invite and re-activate members and edit their instruments and availability. |
| Teacher | Sees every student and the studio's lessons and calendar, and adds students. Lesson notes show only for their own students. In Reports, teachers see Week in review and Attendance Analytics. |
| Staff | Helps with students, scheduling, applications, and messages. Staff cannot add students, and Billing and Settings are not in their menu. In Reports, staff see Week in review and Attendance Analytics. |
Inviting a Member
In the Invite Member card, enter the person's Email and, if you like, a phone number. Choose a Role (Admin, Teacher, or Staff) and click Send Invite. Trio emails an invitation link. When the person accepts it and signs in, they join your studio with that role and show on the Team Members card. To add a second owner, invite the person, then change their role to Owner.
If our email provider blocks the address because an earlier email bounced or was marked as spam, Trio saves the invitation but sends no email, and shows a warning. Ask the person for a different address, then send a new invitation.
Seats
Each owner, admin, teacher, and staff account uses a seat. Pro and Max include one seat. Each extra seat costs $5 a month or $50 a year. For when a seat change reaches your bill, see Trio plans and your subscription.
Invitations
The Invitations card lists each invitation with its email, role, and status: Pending, Accepted, Expired, or Revoked. An invitation expires after 7 days.
- Resend - email the link again for a pending or expired invitation. The link then works for 7 more days. A blocked address gets the same warning as a new invitation, and no email.
- Revoke - cancel a pending invitation
First Sign-In Setup
Each person you invite does a short personal setup the first time they sign in. It opens with "Welcome to Trio!". This is not the owner's studio wizard in Setting Up Your Studio. The steps are:
- Phone - only when the account has no verified phone. It can be skipped.
- Profile - first name (required) and last name.
- Instruments - teachers choose at least one. Owners, admins, and staff can click Skip, which finishes their setup.
- Availability - their weekly hours. Skip for now and Finish Setup both end the setup.
Two rules apply. A person who leaves partway comes back to the same step on the same device. If you set a new member's instruments before they finish setup, Trio skips the rest of their setup.
Team Members
The Team Members card lists members with their role, availability, instruments, and status. Turn on Show inactive to also see deactivated members.
- Role - only an owner changes a role, from the role list in the member's row. Trio asks you to confirm.
- Edit - owners and admins open a teacher's details (name, display name, phone, bio) from the Actions menu.
- Instruments and Availability - owners and admins use the pencil in each column. A teacher cannot change their own instruments. A person who teaches changes their own hours from the user menu (their photo at the top right) → Manage Availability.
- Deactivate - only an owner can deactivate a member. The member loses access, and Trio keeps their history.
- Re-activate - owners and admins bring back a deactivated member from the Actions menu.
The last owner cannot be removed or demoted. Make another member an owner first.
Deactivating a teacher leaves their students and lessons in place. Before you deactivate a teacher, give their students another primary teacher and move their lessons.
Open messaging
Owners and admins see an Open messaging column. It is off by default: a family can start a message to a team member only when that member is the primary teacher of one of the family's students. Turn it on to let any family in the studio start a message to that member. Replies in a conversation that already exists always work.