Payroll Management
Track staff compensation across coaching sessions, competitions, admin work, and one-off payments. Payroll brings together all earnings into a single reviewable summary with full approval and export workflows.
Who Can Access Payroll
Payroll is available to Gym Admins, Gym Managers, and Platform Managers (and above). Staff (coaches) cannot view or manage payroll.
Payroll Tabs
The Payroll page has three main tabs:
- Sessions — View all logged sessions (auto-generated from classes and manual additions). Filter by date range and approve or reject individual sessions.
- Pay Rates — View and edit pay rates for every staff member. Each staff card shows their current rate, any active reductions, scheduled future rates, and full rate history.
- Payroll Periods — Create, review, approve, and export payroll periods.
How Payroll Works
- Configure Pay Rates — Set each staff member's pay rate from the Pay Rates tab (see "Managing Pay Rates" article for details).
- Sessions Are Logged — Sessions are generated automatically from the class schedule daily at 05:00 UTC, or added manually via Manual Addition.
- Review & Approve — Check individual sessions or bulk-approve them. Each session shows its job type, duration, and calculated pay.
- Create Payroll Period — Define a date range (e.g. monthly) to group approved sessions.
- Approve & Export — Approve the period and download payroll data for your accounting system.
Payroll Period Statuses
- Draft — Being prepared. Sessions can still be added or removed.
- Approved — Reviewed and approved by a manager. Locked for editing.
- Exported — Downloaded for processing.
Session Statuses
- Pending — Awaiting review.
- Approved — Verified by a manager.
- Rejected — Declined (e.g. no-show, error).
- Paid — Included in an exported payroll period.
Classes with multiple coaches
- Each coach on a class (lead and every additional coach) gets their own session, paid at their own rate.
- If coaches on a class change, draft sessions are updated automatically. Approved and paid sessions are never changed.
- When cover is assigned, the covering coach gets the session for that slot instead of the coach on leave.
- If a manager uses Remove coach on a cover request, no session is created for that slot.