Reports guide: Instructors and payroll

This guide covers the 5 reports for instructor schedules, pay and retention. New to reports? See Run, schedule and read reports to learn how to run, schedule and read them.

In this article

• Instructors: Events Scheduled
• Instructors: Schedules
• Instructors: Payroll
• Instructors: Payroll Summary
• Retention Metrics: Instructors

Instructors: Events Scheduled

What it does: Counts how many classes each instructor is assigned to in your range (by class start date).

Why use it: For a quick view of each instructor's workload over a period.

Filters

What's in the file: One row per instructor with at least one class, by name. Columns: ID, Instructor First Name, Last Name, Event Count.

Good to know

Cancelled classes are counted here, unlike the payroll and schedule reports, so counts can be higher than theirs. Future classes in the range are counted too.

Instructors: Schedules

What it does: Lists one instructor's classes (not cancelled) starting in your range, with when and where each one is.

Why use it: To check or share an instructor's timetable, such as to confirm cover or send them their upcoming schedule.

Filters

What's in the file: One row per class, in date order. Columns: Event ID, Event Start, Instructor First Name, Last Name, Event Type, Studio Name.

Good to know

The default range looks back a week. Move the dates forward to see upcoming classes.

Instructors: Payroll

What it does: Lists every class (not cancelled) starting in your range with its bookings, attendance and the instructor's base, bonus and total pay for that class.

Why use it: To work out or check what each instructor is owed, class by class, and see which pay rate applied.

Filters

What's in the file: One row per class, by start time. Columns: Event ID, Event Start, First Name, Last Name, Event Type, Studio Name, Location Name, Capacity, Bookings, Attended, No Shows, Payroll rate, Base Fee, Bonus Fee, Total Fee.

Good to know

• Bookings are bookings not refunded. Cancelled bookings are also left out, unless your instructor settings count them towards class revenue.
• No Shows are bookings not cancelled and never marked attended. Attended is Bookings minus No Shows.
• Payroll rate is the rate set on the class, otherwise the instructor's rate for that class type, otherwise their default rate. N/A means no rate applies, so fees show 0.

Instructors: Payroll Summary

What it does: For each instructor with classes (not cancelled) in your range, shows the number of classes and their total pay, using the same pay calculation as Instructors: Payroll.

Why use it: A per-instructor total to hand to whoever runs payroll.

Filters

What's in the file: One row per instructor. Columns: ID, First Name, Last Name, Classes, Total fee.

Good to know

Instructors whose profile has been deleted are left out here but still appear in Instructors: Payroll, so totals can differ between the two.

Retention Metrics: Instructors

What it does: For each instructor and month of classes in your range, shows bookings (not cancelled), unique customers, how many of those had booked with that instructor before, and the retention rate.

Why use it: To compare how well instructors bring customers back over time.

Filters

What's in the file: One row per instructor per month, newest month first. Columns: Instructor ID, First Name, Last Name, Year-Month, Total Bookings, Unique Customers, Returning Customers, Retention Rate %.

Good to know

• A customer is "returning" if they made any earlier booking with that instructor, judged by when the booking was made, so two bookings made in the same month can count.
• Classes on the Start To date itself are not included, so the default range misses the last day of the month.