Using Instructor Payroll

In this guide, we'll review how to setup instructor payroll calculations and how to get the output from reports. 

Instructor Payroll allows you to setup rates and then have CodexFit automatically calculate how much each instructor has earned. 

Furthermore, if enabled in general settings, CodexFit will also automatically send an instructor their payroll weekly or monthly. Please, all events an instructor is setup on will be included in this report (whether visible on the website or not). 

To setup instructor payroll, there are two parts:

1. Define the rate you'll pay (you can setup multiple rates in case you pay some instructors differently than others). 
2. Update each instructor to set the rate they will get paid at

With the above, each instructor has a set rate they get paid for any class they teach. 

You can also override that on a per event basis in case the instructor is teaching in a class that pays differently. In this case, we suggest still setting up a default rate but then when creating the event, to define the override or alternatively, if the instructor is always due a particular rate based on the event type, to add the payroll override on the instructor's profile. 

To setup payroll rates

1. Login to your version of CodexFit by going to your dashboard at [company-name].codexfit.com
2. Go to setting and then under general settings, find payroll rates
3. Click on create in the upper right corner
   • When you setup a rate, you can setup a base rate + bonus rate, or just a base rate, or just a bonus rate
4. Do you want to set a base rate, i.e. a fee that is paid for each class the instructor is paid regardless of how many customers show up? If so, select if you want this to be:
   • A fixed fee - i.e. a certain amount that is paid to the instructor per event
   • A revenue share - i.e. a percentage of the overall revenue the event generated
5. Do you want to setup a bonus rate, i.e. the instructor earns  based on how many customers enrol in the event? If so, select which model you'd like to use:
   • Stepped fee, i.e. based on how many customers book into the event, the instructor can earn a certain amount. For instance, if 0-10 customers book, the instructor would earn £10 additional for the event. Please note, it's not £10 per customer but just £10, overall. 
   • Stepped revenue share, i.e. based on the tiers you setup, the instructor would get a percentage portion of the class revenue. 
6. When finished, click on create
7. Finally, decide how you want to define revenue (i.e. include late cancellation or not and include unbookable/excluded slots or not). To do this, navigate to configs and then edit general settings:

Assign payroll rates to instructors

After creating the various payroll rates you offer, then go to each instructor to add the payroll that should be used to calculate their payment. 

How to override the default rate for the instructor

There may be cases in which the instructor's default rate needs to be overridden. 

To do this, ensure you have the different payroll rate setup. 

There are then two ways to override the default rate:

1. If the instructor is always due a rate for a different event type, then you can add this to their profile below the default payroll rate. 
2. If you want to override this just for a specific event, then follow the steps below. 

Then, when you're creating an event, select which payroll rate should be used (if you leave this empty, the system will apply the instructor's default rate set above. 

Send instructors their payroll automatically

First, go to Settings -->Configs and then General Settings and edit this. If you scroll down or search for payroll, you will see the option of how frequently to send this and whether you want to include any additional information in the PDF automatically sent to them. 

The instructors are sent a PDF report that groups events by day of the week and includes:

• A row per event they hosted
• The row will contain:
  • Time of the class
  • Event type and payroll rate
  • Studio and capacity
  • Number of bookings
  • Number attended
  • Number of no shows
  • The base rate
  • Bonus rate
  • Total due for the class
• There is then a summary which adds up all bookings, attended, no shows and then base, bonus and total due. 

If you want to send a PDF either at the end of each week (sent on Sunday at approx 23:59) or at the end of the month (send on the last day of the month at approx 23:59), you will first need to ensure you have a payroll rate setup for each instructor, add an email address within the instructor's profile and ticked the box to enable sending the payroll to each instructor. This is configurable in case you do not wish to send all instructors their payroll. 

Run payroll reports

Whenever you'd like to calculate the payroll, navigate to reports and find "Instructor: Payroll" and decide if you want to run it for everyone or just a specific instructor with the date range for the events you want to calculate payroll for. 

This report can be used to verify the payroll an instructor submits and includes all of the same information that the report includes. 

Changing payroll rates

If you find that the wrong payroll rate was assigned, you can simply go to the event and update it. Payroll information is presentation only so adjusting a payroll rate on a previous event will mean the next time you run the report, it will calculate the payroll on the rate you updated the event to use.