Manual Additions

Manual Additions

Use Manual Addition to log payments for work that isn't automatically captured from the class schedule — such as competition attendance, admin tasks, or one-off payments.

How to Add a Manual Entry

1. Go to Payroll → Sessions.
2. Click + Manual Addition.
3. Select the Staff Member from the dropdown.
4. Choose a Job Type:
   • Coaching — Links to the class schedule. Shows class selection, date, and standard time fields.
   • Competition — For attending or running competitions.
   • Admin — For administrative work (e.g. programming, planning, meetings).
   • Other — Any other payable activity.

Coaching Job Type

When "Coaching" is selected, the form behaves like the original Add Manual Session:

• Select a Class from the schedule.
• Set the Date, Start Time, and End Time.
• Pay is calculated using the staff member's configured pay rate.

Non-Coaching Job Types (Competition, Admin, Other)

For non-coaching entries, the form displays:

• Date — The date the work was performed.
• Start Time and End Time — Used to calculate duration.
• Rate Mode — Choose between:
  • Hourly Rate — Uses the staff member's configured hourly rate multiplied by the duration. Best for time-based work.
  • Set Rate — A one-off fixed fee for the entry (e.g. £50 for a competition). Overrides any hourly calculation.
• Notes — Optional description of the work performed.

How Manual Entries Appear

All manual entries appear in the Sessions tab alongside auto-generated coaching sessions. Each entry displays:

• A job type badge (Coaching, Competition, Admin, or Other) for easy identification.
• A "(fixed)" label if a set rate was used instead of hourly calculation.
• The same approval workflow as regular sessions (Pending → Approved → Paid).