Coach payroll

Overview

The payroll report lists every class your coaches taught in a period, with the number of people who attended and what each coach earned. It is built from your class schedule and your attendance records, so there is nothing to enter by hand except each coach's pay rate.

You can pay a coach a flat amount per class or an hourly amount, and add a bonus for each person in the room. Each coach can also have different rates for different class types, such as CrossFit, Spin or personal training.

Work that isn't a class, like programming or cleaning, is paid by the hour. Staff log their hours, an admin approves them, and approved hours appear on the same report.

The staff schedule plans the week: who coaches which classes (straight from your class schedule), who works which shifts, and who is off. Staff ask for shifts and time off there, and a shift that has happened is logged as hours in one tap, so the schedule and payroll stay in step.

CHALK IT PRO

ME

directions_runDAILY WORKOUTS

personACCOUNT INFO

scheduleMY HOURS

calendar_todaySTAFF SCHEDULE2

ADMIN

dashboardADMIN DASHBOARD

paymentsPAYROLL3

Who can use it

Only gym admins see PAYROLL in the left menu. The report always covers the gym you currently have selected, so switch gyms first if you manage more than one.

Who logs hours

Coaches, admins, and anyone an admin adds as staff see MY HOURS and STAFF SCHEDULE in the ME section of the menu.

Quick start

1. Open the reportSelect PAYROLL in the left menu.
2. Set class types on classesSelect Setup → Class Types, add the kinds of classes you run, such as CrossFit, Spin or Personal Training, and pick one for each class in the list. You can also set it in the class editor.
3. Enter pay ratesSelect Setup → Coach Pay Rates, fill in a default rate for each coach, add class type rates where a coach is paid differently, then select Save Rates.
4. Set your pay periodSelect Setup → Pay Period once. The report then opens on your last pay period.
5. Review each coachRows are grouped by coach. Expand a coach to see every class behind their total.
6. Export the summarySelect Summary, then Export, for one line per person to enter in your payroll provider.

Set pay rates

Select Setup at the top of the report, then Coach Pay Rates. The Coach Pay Rates window lists every coach at your gym, one card each. Every rate, whether a coach's default or a class type rate, has the same three fields.

Assign class types to classes

A class type is set on each class, separately from its track. The quickest way is all at once: select Setup → Class Types on the payroll report, add your class types, and pick one for each class under Your classes.

• The list shows classes running now or in the last year, grouped by name, with the track and when each one runs.
• It opens on No class type so you can work through what’s left. Switch to All to change classes that already have one.
• Expand a class to set its schedules one at a time, for example when the 6:00 AM CrossFit is really a Bootcamp.
• Each pick saves right away.

You can also set it on a single class: open it in the class editor and use the Class Type field in Class Details.

• Start typing to find a class type. If it doesn't exist yet, pick Add "Spin" to create it.
• Recurring classes take the class type from the series editor. Changing it there applies to every date of that series, including past dates on the report.
• One-time classes have the field in the class creator and in the class editor.
• Classes with no class type are paid at each coach's default rate.
• Rename or delete class types in Setup → Class Types too. Deleting one removes it from its classes and deletes coach rates set for it.

Different rates for different class types

The first row on a coach's card is their default rate. It is labeled All class types until you add a class type rate, and All other class types after that.

1. Select Add class type rate on the coach's card.
2. Pick the Class Type and enter its Rate Type, Rate and Per-Head Bonus.
3. Repeat for other class types, then select Save Rates.

Each class is paid at the rate for its own class type. If the coach has no rate for that class type, the default rate is used. If there is no default either, the class shows no pay.

• A coach can have one rate per class type. Each class type can be chosen once per coach.
• Different coaches can have different rates for the same class type, because rates are set on each coach's own card.
• Use the trash can on a class type rate to remove it. That coach then falls back to their default rate for that class type.
• Rates you saved before class types existed became default rates and keep working unchanged.

Saving and removing rates

• One Save Rates saves every coach in the window at once.
• To remove a default rate, clear both the Rate and the Per-Head Bonus (or set them to 0) and save. Without a default or a matching class type rate, a class shows no pay.
• A Per-Head Bonus of 0 is the same as no bonus.
• Rate accepts 0 to 100,000. Per-Head Bonus accepts 0 to 1,000. Negative numbers and non-numbers are rejected with a message and nothing is saved.
• The report refreshes by itself after you save.

Choose a period

The report opens on your last pay period, the most recent one that has fully ended. Use the Payroll Range menu to pick another, and the report reloads right away. The line above the grid shows the exact dates.

Set your pay period

Select Setup → Pay Period and choose how often you pay staff and which day your weeks start. The window shows the current and last pay period so you can check them before saving.

The week start also sets the weeks your staff see on MY HOURS. If your gym runs Monday to Sunday, set weeks to start on Monday.

Range options

Both the first and last day are included in full. Classes after today are never counted, so when a range hasn’t ended yet the report says so above the grid.

Read the report

The grid has one row for each coach for each class they taught. When two coaches share a class, each gets a row. Rows are grouped by coach, and each coach's line shows totals for the period.

Example only: two coaches, groups expanded. Sam is paid $25 for CrossFit and $20 for Spin. Names and amounts are made up.

Columns

Grid toolbar

• Expand all and Collapse all open or close every coach group. Groups start collapsed, so you first see one total line per coach.
• Columns shows or hides columns. The grid remembers your choice next time.
• Filters and the search box narrow the rows, for example to one class or one day.
• Totals are added up for Classes, Hours, Checked In, Reserved, No Shows, Attendance and Pay. Rate and Per Head are not totaled.

How pay is calculated

Each row is calculated on its own, then rows are added up under the coach.

Before the formula runs, the report picks the rate. For each coach and class it looks for the coach's rate for that class's class type first, then the coach's default rate.

If a class is shared by two coaches, each coach is paid the full amount for that class. Split the Rate between them if you only want to pay the class once.

Try it

What gets counted

The report follows your class schedule and then applies payroll rules, so it can differ from the attendance report in a few places.

Staff work hours

Use work hours for anything that isn't a class: programming, cleaning, front desk, events. Staff log their own hours each week, and an admin reviews them before they're paid.

Set up (admins)

1. Add activitiesOn the payroll report, select Setup → Staff & Hourly Rates and add the kinds of work staff log, like Programming or Cleaning.
2. Add staff who aren't coachesCoaches and admins can always log hours. Use Add Staff to let anyone else, like a cleaner, log hours too. They see MY HOURS in their menu the next time they sign in or switch gyms.
3. Set hourly ratesGive each person a default hourly rate, and add an activity rate where they're paid differently. Select Save Rates.

Log hours (staff)

Review hours (admins)

• When hours are waiting for review, a red count shows on PAYROLL in the left menu and on the Work Hours button, and the report shows a warning. Select Work Hours or Review.
• The Pending tab lists every entry waiting for review, whatever its date. The other tabs use the report's dates.
• Tick the entries and select Approve, or Reject with a reason the staff member will see.
• Use Add Hours to log time for someone, or the edit icon to fix an entry. Hours you add or edit are approved right away.
• Approved hours show on the report as Work rows under the person, with their note, and are added to their total. Hours logged from a scheduled shift show as Shift rows at the shift’s start time.
• Hours logged from a shift show the shift’s time in the Scheduled column. It turns orange when the logged hours differ from the schedule, for example when someone stayed late and edited their hours.

Staff schedule

The staff schedule is one week of who works when. Each coach’s classes come straight from your class schedule, so there’s nothing to enter twice. Add shifts for everything else, like front desk or cleaning, using the same activities your staff log hours against. Staff ask for shifts and time off, you approve them, and once a shift has happened its hours go to payroll in one tap.

Set up (admins)

There’s nothing new to set up. The schedule uses what payroll already has:

• Activities for shifts are the ones in Setup → Staff & Hourly Rates, like Front Desk or Cleaning.
• Staff are your coaches, admins and anyone you added as staff there.
• Weeks start on your pay period’s week start day (Setup → Pay Period).
• Classes and coaches come from your class schedule. To change who coaches a class, change it there.

Plan the week (admins)

1. Add shiftsSelect Add shift, or the + in a person’s day. Pick the person, the activity and the times. Shifts you add are on the schedule right away.
2. Post open shiftsChoose Open shift instead of a person. Anyone on staff can pick it up, and you confirm who gets it.
3. Copy last weekSelect Copy last week to repeat last week’s shifts, including open ones. Shifts already on this week aren’t copied twice.
4. Review requestsA red count shows on STAFF SCHEDULE and on Requests. Approve or decline each one, or Approve all.

• Declining a shift or time off request needs a reason, which the staff member sees. Declining a pick-up just puts the shift back up as open.
• A time off request lists the classes that person is down to coach on those days under Needs a sub. Find cover, then change the coach for those days on the class schedule.
• Use Time off to add time off for someone yourself. It’s approved right away.
• Select any shift to change or remove it. Hours already logged from a shift stay in the work log.

For staff

How the schedule feeds payroll

The schedule is the plan; payroll pays what happened. Classes are paid from the class schedule, as always. Shifts are paid once their hours are logged and approved, through the same review as other work hours, so a shift is never paid twice.

Export

Select Export in the grid toolbar and choose CSV or Excel. Files are named coach-payroll.

• The export follows what you see: your date range, any filters, and your visible columns.
• To send a coach their own breakdown, filter or search for their name first, then export.
• Keep your exports. Because rates have no history, an export is your record of what was calculated at the time.

Taxes & paying staff

Chalk It Pro works out what each person earned. It doesn't pay anyone, withhold taxes, or file payroll taxes. Every amount on the report is gross pay, before any taxes or deductions. Run the actual payroll in your payroll provider, such as QuickBooks Payroll, Gusto or ADP, or hand the numbers to your accountant.

Each pay period

1. Approve all hoursClear the Work Hours queue so nothing is still pending. Pending hours aren’t paid.
2. Run the report for the pay periodSet the Payroll Range to the exact dates of the pay period, and check each person’s total.
3. Clear shifts not loggedIf the report says scheduled shifts were never logged, select Review and approve the ones that were worked.
4. Check classes on a day offIf the report flags a coach on time off, change the coach for that day on the class schedule so the person who taught is paid.
5. Open the summarySelect Summary. It shows one line per person: classes, class hours and pay, work hours and pay, total hours and gross pay, with their email for matching. It warns you about anyone with classes that have no pay.
6. ExportIn the summary, use Export → Excel or CSV. The file is named for the period. Keep it as your record.
7. Enter pay in your payroll providerFor each person, enter their total gross pay, plus hours if your provider asks for them. Your provider calculates withholding and taxes, makes the payments and files the tax forms.

About importing into QuickBooks and other providers

• The summary export is a standard spreadsheet with one row per person. It isn’t built for a particular payroll system, so check your provider’s import format before uploading it. Most people type the totals in, or copy them across.
• Most payroll imports are based on hours. Pay per class and per-head bonuses aren’t hours, so enter those as a pay amount, for example as a commission or other earning, rather than as hours.
• If your provider supports importing a spreadsheet, names must match the employee names in that system exactly.
• The report’s own Export keeps one row per class or logged entry, which is useful as a detailed record.

Troubleshooting

Quick reference