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Adding Trainers and Team Members

This article explains how to add trainers and Organizational Admins to your Ordinatus organization and how to manage their settings after they join.

Before You Begin

  • You need Organizational Admin access.
  • You will need the email address of each person you want to add.
  • For people who do not yet have an Ordinatus account, you will set their initial password when you add them — then share it with them separately (for example, by phone or a secure message). They can change it after their first login.

How Team Membership Works

Every person in your organization has one membership with one of two roles:

Role What they can do
Trainer Claim session requests, run sessions, manage their own availability.
Organizational Admin Everything a Trainer can do, plus manage team members, settings, forms, pricing, and integrations.

A single user can hold only one role per organization. One membership is created per person per org.

Note: Organizational Admins can optionally be given trainer capability as well (see Let an Admin also act as a Trainer below).

Step 1: Open the Team Page

  1. Sign in and go to your organization's admin dashboard.
  2. In the navigation, click Team.

You will see a list of everyone currently in your organization, along with their role, skills, and active status.

Team page showing the list of team members and the Add Team Member button

Step 2: Add a New Team Member

  1. On the Team page, click Add Team Member.

  2. Fill in the form:

  3. Email — The person's email address. If this address already has an Ordinatus account, they are added immediately. If not, a new account is created.

  4. Role — Choose Trainer or Organization Admin.
  5. Skills — (Trainers only, optional) Enter comma-separated skills that describe what this trainer can handle, for example: wordpress, zoho, quickbooks. Skills are used by the routing system to match trainers to requests.

  6. Initial Password — Required only if the email does not yet have an Ordinatus account. Set a temporary password (minimum 8 characters) and share it with the person out of band. They should change it after their first login.

  7. Click Add Member.

Add Team Member form with Email, Role, Skills, and Initial Password fields

Note: There is no automated email invite sent when you add a team member. You are responsible for letting them know their login credentials out of band.

Step 3: The New Member Logs In

Once added, the person logs in at your Ordinatus sign-in page using the email and initial password you set. They can then:

  • Change their password at any time via Account > Change Password.
  • Set up their availability (trainers).
  • Connect their calendar (trainers).

If they forget or lose their password, they can use the Forgot password? link on the sign-in page to reset it — no action is required from you.

Editing a Team Member's Settings

To update skills, a trainer code, payout percentage, or active status:

  1. On the Team page, click View next to the person's name.
  2. On their detail page, click Edit.

  3. Update the fields you need:

  4. Skills — Comma-separated list used for routing.

  5. Trainer Code — A short code (2–12 letters and digits) stamped on Shopify orders to identify this trainer. Click Generate to have Ordinatus create one automatically, or type your own. Trainer codes must be unique within your organization.
  6. Payout % — The percentage of net session revenue paid to this trainer. Leave blank if you manage payouts outside Ordinatus.

  7. Active — Uncheck to deactivate this person. Inactive members cannot claim requests or access the system. You can optionally add a reason for the deactivation.

  8. Click Save Changes.

Edit Member form showing Skills, Trainer Code with Generate button, Payout %, and Active fields

Let an Admin Also Act as a Trainer

Organizational Admins do not claim or run sessions by default. If you want an admin to also handle sessions (claim requests, appear as a trainer in bookings), you can enable trainer capability for them:

  1. Open the admin's detail page and click Edit.
  2. Check Also a trainer.
  3. Fill in the trainer-specific fields that appear (Skills, Trainer Code, Payout %).
  4. Click Save Changes.

Unchecking Also a trainer later removes their trainer capability and clears their trainer code and payout percentage.

Viewing a Member's Profile and Availability

Click View next to any team member to see their full profile, including:

  • Their role and active status.
  • Skills and trainer code (if applicable).
  • Claimed requests and session statistics (trainers).
  • Availability rules, upcoming blackouts, and calendar connection status (trainers).

Note: Trainers manage their own availability, blackouts, and calendar connections in the trainer portal. You can view this information here, but you cannot edit it on their behalf.

Deactivating and Reactivating Members

To temporarily remove someone's access without deleting them:

  1. Open their profile and click Edit.
  2. Uncheck Active.
  3. Optionally enter a Reason for Deactivation (for example: "On vacation until Jan 15").
  4. Click Save Changes.

To restore access, check Active again and save.

Tips

  • Trainer codes and Shopify. If your organization uses Shopify for payments, every trainer should have a trainer code set. Without one, their orders are tagged tcode-MISSING in Shopify reports, making it harder to track trainer performance. The Team page shows a warning badge next to any trainer missing a code.
  • One role per person per org. If you need someone to have full admin access AND trainer access, make them an Organizational Admin and check Also a trainer — do not create two accounts.
  • Skills drive routing. The routing system matches incoming requests to eligible trainers based on skill tags. Keep skills up to date as your trainers' capabilities change.
  • Trial plan trainer limits. During your free trial, there is a cap on the number of trainers you can add. If you hit the cap, a message appears on the Add Member page. Subscribing to a paid plan removes this restriction.

Troubleshooting

The Add Member form says "A team member with this email already exists." That person is already in your organization. Go to the Team page and use the View button to find and manage them.

I added a trainer but they cannot see any requests. Check two things: (1) confirm their membership is Active, and (2) confirm they have at least one skill tag that matches the skills required by your request form's routing rules.

The person I added says they cannot log in. Confirm you shared the correct initial password with them. They can also reset their own password by clicking Forgot password? on the sign-in page.

The Generate button for Trainer Code is not visible. The trainer code field only appears for members who act as trainers. For Organizational Admins, you must first check Also a trainer and save before the trainer code field appears.

I see a trainer cap error when trying to add a trainer. Your current plan has reached its maximum number of trainers. Upgrade your plan to add more.