How to manage instructor Pay Rates
Angel Horowitz avatar
Written by Angel Horowitz
Updated over a week ago

Can I add my coaches' pay rates? How do I change an instructor's pay rate?

TeamUp's Pay Rates feature allows you to calculate and track your instructors' earnings for the classes, appointments, and courses they teach.

There are three ways to set up Pay Rates:

  1. Based on how many customers attended an event

  2. Based on the duration of the event

  3. Or by creating customer tiers

πŸ’‘You can create multiple Pay Rates per instructor. This is useful if you need to set different rates based on the event type and/or location.

For example, if you have an instructor who offers Personal Training sessions at two of your locations but earns a different amount depending on the location, you would need to create two separate Pay Rates for them.

Or maybe you have an instructor who earns different rates for courses, consultations, and classes - you can achieve this by creating multiple Pay Rates for them.

πŸ’‘The Pay Rates you create for your instructors will be reflected in your Instructor Hours and Pay Rates report. From this report, you'll be able to see a summary of your instructors' earnings and filter the data to see more detailed information.

In this guide, we'll cover:

How to create a Pay Rate for an instructor

Head to Staff >> Staff Management >> click 'Options - Manage Pay Rates' next to an instructor >> click 'Create a Pay Rate'.

Set Pay Rate per customer

This Pay Rate is based on the number of customers who attend an instructor's class, appointment, or course. Additional settings include:

  • Late cancellations. When you select this option, clients who booked the session but then canceled after your cancellation cutoff will count toward the instructor's earnings.

  • No-shows. With this option, customers who didn't attend, i.e., are marked as a no-show by the instructor, will count toward the instructor's earnings.

  • Include customers that registered for free. Selecting this option will include customers that were booked in for free - by you or your staff - in the instructor's earnings.

  • Rate cap. This setting allows you to set the maximum amount the instructor should earn for that session.

  • Base rate for empty sessions. This option allows you to set the rate the instructor earns if no one attends the session.

For a step-by-step guide on how to create a per customer Pay Rate, see the tutorial below:

Set Pay Rate per hour

This Pay Rate is an hourly rate for instructors and is used to calculate pay based on the duration of classes, appointments, or courses. Advanced options include:

  • Rate cap. This setting allows you to set the maximum amount the instructor should earn for that session.

  • Base rate for empty sessions. This option allows you to set the rate the instructor earns if no one attends the session.

See below for a step-by-step guide:

Set Pay Rate per tier

This Pay Rate allows your instructors to earn a fixed amount per customer attendance on a tiered basis.

For example:

  • Tier 1: If there are 1-10 attendees, the instructor earns $8 per attendee.

  • Tier 2: If there are 11-18 attendees, the instructor earns $10 per attendee.

  • Tier 3: If there are 19+ attendees, the instructor earns $14 per attendee.
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FAQ

Can I delete an instructor's Pay Rate?

No, Pay Rates can't be deleted, but you can archive them, which will deactivate them and save them in the archived Pay Rates log. To archive a Pay Rate, click 'Archive' next to the desired rate. Please note that this action cannot be undone.

To view your archived Pay Rates, click the 'View Archived' toggle, as seen below.

Can I edit an instructor's Pay Rate?

Pay rates cannot be edited once created. If you need to change a rate, you'll need to archive it first by clicking the 'Archive' button next to it and then creating a new one (as seen above).

Where can I see my instructors' earnings?

You can see a full report of your instructors' hours and earnings from the Instructor Hours and Pay Rates report in the Reports section on TeamUp. For a walkthrough of this report, please see this guide.

Please note that after an event ends, it takes a few minutes for the system to calculate an instructor's earnings. During this time, the 'Total Earnings' column in the report shows a 'Pending' pill, as seen below.

Can I add a Pay Rate retroactively?

A Pay Rate needs to be assigned to an event before the session start time. If a session has already happened, it's not possible to assign a Pay Rate retroactively. Any events that didn't have a Pay Rate assigned will show up as N/A in the Instructor Hours and Pay Rates report, as seen below.

The Instructor Hours and Pay Rates report.


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Can I include taxes in Pay Rates?

No. The feature allows you to create Pay Rates based on the duration of a session or the number of customers that attended. The system then calculates each instructor's gross earnings based on their Pay Rates. To factor in taxes, you'll need to go to the Instructor Hours and Pay Rates report, download it and then add the taxes externally.

Can I link Pay Rates to Stripe/GoCardless/other processors to automate payouts?

No. Similarly to taxes, you'll need to manage payouts externally.

Can I use Zapier to send Pay Rates to my payroll/accounting/any other software?

No, not at this time.

✍ If you'd like to request any of the functionalities above (or anything else!), please submit your request via our feedback portal.

What happens if there is more than one instructor assigned to an event? How are calculations made?

If all instructors have a Pay Rate their amounts will be calculated individually.

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