--- title: "Onboard riding instructors without shared logins | WithEquus" description: "Give a new riding instructor a clear starting point: their own account, a shared timetable and agreed responsibilities. See our approach at WithEquus." canonical: "https://www.withequus.com/en/newsletter/onboard-riding-instructor-without-sharing-logins-2026-10-27" --- # Onboard riding instructors without shared logins \| WithEquus Canonical: https://www.withequus.com/en/newsletter/onboard-riding-instructor-without-sharing-logins-2026-10-27 Bring a riding instructor into your centre without handing over the manager’s login. We combine role-based accounts and a shared calendar with a clearer way to organise the work. “Use my login and check Saturday’s lessons.” It sounds like a quick way to get a cover instructor started. It also leaves several people working through one identity, making it harder to keep access separate from responsibility. At WithEquus, we take a different approach: each person uses their own account and the functions available to their role . Our software brings the centre’s timetable and instructor coordination together, without making the manager’s login the entry point for everyone. The platform provides a structure; you still decide how your team works. A good first day starts before the first lesson Picture an instructor covering a weekend. They know how to teach. What they do not yet know is where to find the current timetable, which sessions they are covering and who handles a last-minute change. A borrowed password answers none of those questions. We suggest separating three decisions: whose account they use, which work they are responsible for and which decisions remain with the centre manager. That applies to a one-off cover arrangement as much as a regular collaboration. A short, clear agreement is more useful than assuming that access explains the job. Share the timetable, not the login Our published feature comparison includes instructor coordination and a shared calendar. That gives the team a common reference for the schedule rather than relying on whichever screenshot was last sent in a message. When a lesson changes, our recommendation is to review the instructor, time and resources involved, then confirm that the relevant people understand the new arrangement. A timetable entry is not proof that someone has read and understood a change. We would not treat a notification as a substitute for that confirmation. Before their first session, ask the new instructor to find an appropriate lesson using their own account and check what they can see. If something essential is missing, resolve the collaboration setup or ask us for help. Lending an account with broader access is not the answer. Keep independent work and centre collaborations distinct An independent instructor may teach at more than one centre. WithEquus lets them keep their professional account and request collaborations with centres, with permissions and terms attached to each relationship. Our riding instructor page explains that arrangement. This does not mean that every instructor can see every rider’s history. Nor do we promise that starting a collaboration automatically transfers teaching notes or lesson decisions. Agree what context a cover instructor needs and how it will reach the right person. A useful handover might identify the session’s objective and the person to contact about organisational questions. That is a working practice we recommend, not an automatic handover feature we claim our software provides. “We are a small team. Is this really necessary?” For a small team, the benefit is practical: getting started should not depend on the manager being available to lend an account. We are not suggesting extra admin before every lesson. We are suggesting that you settle who signs in, where the timetable lives and who handles changes at the outset. When the arrangement ends, review the collaboration and remove access that is no longer appropriate through the available process. If you are unsure how to do that, ask us rather than assuming it is complete. The European Data Protection Board’s small-business guide recommends individual user accounts, keeping credentials private and reviewing access when people leave or change roles. Test the fit with one real collaboration You do not need to reorganise the entire riding school to assess WithEquus. Start with one collaboration. Can the instructor find their work without using your login? What still needs a conversation? Those answers tell you more than a long list of features. We do not charge a subscription fee to use our software; our model charges a percentage per transaction. Review the payment terms before enabling payments: free software does not mean that payment processing has no costs. Explore instructor accounts and centre collaborations . If the approach fits your school, our pricing page links to centre registration . We want you to start by testing a useful working arrangement, not by passing around the manager’s password. Sources and scope Product information checked on 27 October 2026 against our official centre website , instructor page and pricing page. The onboarding suggestions are operational recommendations, not security guarantees or legal advice. The European Data Protection Board guide provides the general account-access guidance. Leer este artículo en español . ## Sitemap [sitemap.md](https://www.withequus.com/sitemap.md)