Managing Pay Rates

Managing Pay Rates

Set and manage how much each staff member earns. Pay rates are configured from the Payroll → Pay Rates tab.

Viewing Pay Rates

The Pay Rates tab displays a card for each staff member showing:

• Current rate — The active rate type and amount.
• Reductions — Any active deductions (e.g. membership offset, equipment rental).
• Scheduled rates — Future rate changes with their effective date (highlighted with a badge).
• Rate history — Previous rates for audit and reference.

Rate Types

• Per Class — A fixed amount per class taught (e.g. £25/class). Best for coaches with consistent class lengths.
• Hourly — An hourly rate applied to class or session duration (e.g. £15/hr). Pay is calculated from start/end times.
• Weekly — A fixed weekly salary regardless of sessions.
• Monthly — A fixed monthly salary regardless of sessions.

Setting or Editing a Pay Rate

1. Go to Payroll → Pay Rates.
2. Find the staff member's card and click Edit Rate (or Set Rate if none exists).
3. Select the Rate Type and enter the Amount.
4. Set the Effective From date — this allows you to schedule future rate changes.
5. Click Save.

Reductions

Reductions allow you to account for off-book agreements such as membership discounts, equipment rental deductions, or other recurring adjustments:

• Set a Reduction Amount (in your currency) on the pay rate.
• Add a Reduction Note to document the reason (e.g. "Membership offset").
• The payroll summary displays Gross, Reduction, and Net pay for full transparency.

Effective Dates & History

Pay rates use effective dates to support rate changes without losing history. When you set a new rate with a future date, it appears as a "scheduled" rate. The system automatically applies the correct rate based on the session date.