Signing in, your team and roles, switching studios, exporting your data and closing an account in Clefsy.
The studio owner goes to Settings → Your data → Download my data. It downloads one ZIP with a spreadsheet for each part of the studio: students, families, teachers, lessons, invoices, payments, events, contacts, messages and more.
On a phone: The studio’s full export is on the desktop site, not the phone: on a computer, go to Settings → Your data → Download my data.
To stop paying, go to Settings → Plan & usage and press Cancel plan under the plan’s button; your plan stays active until the end of what you’ve paid for (or your trial), you won’t be charged again, and Keep my plan undoes it until then. We ask why you’re leaving, but answering is optional. If you’re only taking a break, Pause plan keeps everything and charges nothing until you’re back. Your studio isn’t closed and loses no data, it just goes back to the Solo plan. Closing is a separate step: Settings → Your data → Close studio or account lets you close this studio or your whole account; a studio with students or lessons is kept for 30 days first, and Keep my account in the email or dashboard banner undoes it. Only the studio’s billing owner can do either.
On a phone: On the mobile site, Settings → Subscription has Cancel plan and Pause plan too. To close the account, in the app or on the mobile site: Settings → Delete account → Schedule my account to close. You have 30 days to change your mind, and Keep my account undoes it.
Yes. In Settings → Plan & usage, press Pause plan under the plan’s button (or choose Taking a break when you cancel). Pick when it starts (the end of this billing period, or a later date within 90 days) and how long: 1, 2, 3 or 6 months, or until a date up to 6 months away. You keep everything. While paused your studio runs on the free Solo plan: your schedule, students, lessons already booked, email reminders, booking and the app keep working, while text reminders, the assistant, outreach email and extra teachers’ logins pause. Nothing is charged until the pause ends, we email you 7 days before, and on that day your plan restarts at its usual monthly price. Resume now brings everything back early (if this month’s bill was skipped, it’s charged that day and your plan renews on that date each month), and Extend pause adds more time, up to 6 months at a time, as often as you like. A paying plan can pause; a plan in its trial or with a payment problem can’t.
On a phone: On the mobile site: Settings → Subscription → Pause plan, with Resume now and Extend pause there while paused.
There’s no password in Clefsy: sign in with a one-time code sent to your email or phone, or with Google or Apple. Google and Apple skip the code entirely.
On a phone: In the app, enter your email or phone, tap Continue, and type the six-digit code (or use Apple / Google). Starting a studio? Tap Start your studio to sign up in the app. Students and instructors get in through the link in their invite.
Yes, if you are the studio’s owner or an admin. Go to Settings → Your sign-in → Two-step sign-in and press Turn on. Scan the QR code with an authenticator app (Google Authenticator, Microsoft Authenticator, Authy, or the one built into your phone), or type the key it shows, then enter the 6-digit code the app gives you. After that, each time you sign in on the web you enter a code from the app. There are no recovery codes: press Add a backup authenticator to set one up on a second device, so losing your phone doesn’t lock you out. Without a backup, email our support team from the address on your account. Turn off asks for a current code first.
On a phone: The Clefsy phone app doesn’t ask for the code yet; two-step sign-in protects the website. Turn it on from a computer.
Go to Settings → Team & access and click Invite someone. Enter their email, pick a role, and optionally add a title like "Front Desk". They show as Invited until they accept the email invite, and nobody gets access without accepting.
An Admin runs the studio, refunds included. Front desk (what used to be called Manager) and any other office role get the dashboard and can do only what their role allows. A Teacher gets the teacher portal, also limited to their role. A Viewer can open the dashboard, students, families and reports but can’t change anything. Four things stay with the billing owner: bank and payout setup, the subscription, exporting or deleting the account, and handing the studio over.
Go to Settings → Team & access → Roles & permissions. Front desk, Teacher and Lead teacher are already there. For another, type a name, pick Start from (it copies that role’s permissions and whether its people get the dashboard or the teacher portal), and click Add role. Then set each area in its column: a checkbox, or a level like Their lessons or Everyone’s. Changes save at once and apply to everyone on the role. Click a role’s name to rename it. A role with people on it can’t be deleted until they’re moved.
In Settings → Team & access, click Remove beside them, or Withdraw for an invite they haven’t accepted. They lose access immediately. Removing a teacher first asks what to do with their upcoming lessons, and a studio always keeps at least one admin.
The billing owner goes to Settings → Team & access and clicks Make owner beside an existing admin, then types the studio’s name to confirm. The subscription, bank and payout setup move to them, and you stay on as an admin. You can’t undo it yourself.
Card payments on Settings → Payments (Stripe, card fees and your Venmo/Zelle/PayPal/Cash App handles) and everything on Settings → Teacher pay are the billing owner’s alone. So are the plan on Settings → Plan & usage, and the downloads and closing the studio on Settings → Your data. Other admins see that note instead of the controls.
The owner goes to Settings → Your data → Close studio or account and chooses this studio. A studio with students or lessons is kept for 30 days first, so you can change your mind, while an empty studio is deleted right away. The dialog warns about any prepaid lessons, paid event seats or unredeemed gift certificates first.
Only after two emails. A studio with no lessons on its schedule and no sign-in by its owner or an admin for 18 months gets an email, a final one comes at 21 months, and it is deleted at 24 months, never sooner than 3 months after the final email. Press Keep my studio in either email, add a lesson, or just sign in to keep it. A studio on a paid plan is never removed this way.
To the Contact email in Settings → Profile, which is the notification email you gave during setup. You can change it to a shared inbox there any time. It’s separate from the email you sign in with.
Go to Settings → Your sign-in. A new email is confirmed with a verification email, and a new phone with a code. Your studio’s public contact email is separate and lives in Settings → Profile.
Open Settings → Your data → Change history. It lists recent changes to lessons, availability and people, newest first, and shows whether a person or the assistant made each one. Undo appears wherever a change can still be reversed.
On a computer, click your name at the bottom of the sidebar and pick the studio.
On a phone: In the app: Settings (gear) → Switch role, then pick the studio. It only shows when your login has more than one. On the mobile site, use Switch studio at the top of Home.
On a computer, your account and Log out are under your name: click your name at the bottom of the sidebar (or your initials when the sidebar is narrow), and Log out is the last item. In the app, open Settings (the gear) and tap Sign out. On the mobile site, tap the gear, then Log out near the bottom.
Go to clefsy.com/portal/login and choose Continue with Google, Continue with Apple, or type your email and press Send sign-in link. The link works once, for three days, and only goes to an email your studio has on file. If nothing arrives, ask your studio which email they have for you.
On a phone: In the app, type your email or phone number, press Continue, and enter the six-digit code we send you (or use Apple or Google). Students don’t sign up in the app: use the link in your studio’s invitation. On the mobile site, sign in at clefsy.com/portal/login the same way.
That means your studio hasn’t invited that address yet, or has a different one on file. Ask your studio to invite you, then use the link in the invitation email, or sign in with the email or phone number the studio has for you.
Open My Profile in your portal, change what you need, and press Save Changes. Your email can’t be changed there, because it’s the address you sign in with; ask your studio if it needs updating.
For a copy of everything held about you, enter your email at clefsy.com/data-request and press Send my data; it goes to that address only. To ask for your data to be deleted, use Ask us to delete my data on the same page; a person on our team replies to confirm. There is no delete button in the website portal.
On a phone: Tap the gear → Account → Delete account, type your email, and press Schedule my account to close. Nothing is deleted right away, and Keep my account undoes it. This closes your sign-in only; your studio’s own lesson and payment records stay with the studio.
Invitation links last 7 days by email (72 hours by text). Ask your studio to resend it, which takes them one click and starts a fresh link, or get a new sign-in link yourself at clefsy.com/portal/login. If it says “Account already claimed”, just sign in.
When you sign in, pick the studio. Inside a portal, use the account switcher at the bottom of the sidebar.
On a phone: In the app, use Your studios at the top of Home. On the mobile site, sign in again and pick the studio.
