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A pay rate policy is the rule for what a coach earns for a unit of work - a class, a head in a class, a one-on-one session, or a percentage of what it brought in. Owners and managers set policies under Staff > Pay rates, and instructors see the result on their own Earnings page. A pay rate is not the instructor’s Hourly rate. The hourly rate on the instructor profile is what a member pays to book that coach; a pay rate is what your gym pays the coach.

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When to use it

Pay rate policies replace the spreadsheet you’d otherwise keep to work out coach pay at the end of the month. Each class taught and each session delivered is costed as it happens, so earnings are always current. Typical uses:
  • A flat fee per class plus a bonus per attendee - group-class leads earn a base per class and a little more for every person who turns up.
  • A revenue share for private coaches - padel coaches keep a percentage of what each one-on-one lesson earns.
  • A different rate for one coach - your head coach is on a higher rate than the gym default, without changing anyone else’s.
  • Pay only for paid visits - coaches earn on memberships, fully-paid bookings, and paid external-program visits, never on no-shows or unpaid seats.

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How it works

Each policy has a type, earnings, and three filters that decide which work it covers. An empty filter means “everything”:
  • Instructors - no instructor named makes it the organization’s default policy, for every coach without a policy of their own.
  • Class types - class policies only. Empty covers all classes.
  • Entrance methods - how the attendee got in: direct payment, a membership (any, or a specific plan), or an external program (any, or a specific one). Empty covers all entrance methods.
When several policies match a booking, the most specific one wins, and a policy that names the instructor always beats the default. Two policies can’t cover the same instructor for the same work at the same level of detail: saving one that overlaps shows an error such as “Alex is already covered by ‘Standard classes’”. A broad policy can still sit under a narrower one, for example an all-classes default with a separate rate for one class type. Changing a policy recalculates earnings from today onward, including classes already under way today. Past days stay as they were.

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The Pay rates page

Staff > Pay rates lists your policies with Name, Compensation, Type (Individual training, All classes, or the class types it covers), Entrance methods, and Applies to (the instructors, or All instructors). The most specific policies are listed first. Use the row actions to edit or delete a policy. You can also manage policies per instructor: an instructor’s details page has a Pay rates tab, and Add > Pay rate there lets you attach an existing policy or create a new one for that instructor.

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Create a pay rate policy

Click Add pay rate, then:
  1. Choose the type: Class for group classes, or Individual training for one-on-one and instructor bookings. You can’t change the type once the policy is saved.
  2. Enter a Policy name.
  3. Fill in the Earnings. At least one amount must be greater than zero, and you can combine them.
    • For Class: Per class (a flat fee for teaching the class), Per person (for each attendee), and % of total class revenue.
    • For Individual training: Per session, Per extra person (added for each person beyond the first when a session with no court is booked for a group), and % of total session revenue.
  4. Decide on Compensate for unpaid bookings (see below). It’s off for new policies.
  5. Under Applies to, narrow the policy by class types (class policies only), Instructors, and entrance methods, or leave them empty to cover everything.
  6. Click Add.
Compensate for unpaid bookings controls whether payment status matters:
  • Off (the default) - the instructor earns only on paid visits: memberships, fully-paid bookings, and external-program visits that were both checked in and paid. Unpaid bookings and no-shows earn nothing.
  • On - the instructor is paid for every booking, including unpaid ones and no-shows.
With the toggle off:
  • Pay for a booking or check-in is held back until the underlying charge is settled, then recorded.
  • For recurring bookings, each occurrence is gated on its own payment - future unpaid occurrences don’t pay out until they’re charged and paid.
  • If a class is deleted, the related pay records are cleared.

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Instructor earnings

Instructors who sign in to their own dashboard get a personal Earnings page. The top of the page shows four summary cards for the selected timeframe: Total earnings, Total classes, Attendance, and Personal training sessions. Below that, a daily earnings bar chart lets the instructor drag-select a date range, or switch between Last 7 days, 30 days, 90 days, or a custom range. The summary cards and breakdown update with the selection. The breakdown table lists each class or booking with name, type (class or standalone booking), count of attendees or sessions, and the compensation earned.

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Troubleshooting

Issue: Saving a policy fails with ”… is already covered by …”. Solution: Another policy already covers that instructor for the same class types and entrance methods. Narrow one of the two (for example, give it specific class types), or remove the instructor from one of them. Issue: An instructor wasn’t paid for a booking they delivered. Solution: Their policy has Compensate for unpaid bookings off, and the visit is unpaid or a no-show. Pay is recorded once the charge settles; for recurring bookings, each occurrence pays out only when it’s charged. Issue: An instructor earns the default rate instead of their own. Solution: Check their policy’s class types and entrance methods. If the booking falls outside them, the default policy is the most specific match left.
  • Instructors - The instructor profile, including the hourly rate members pay.
  • Class types - The class types a class policy can target.
  • External programs - Third-party entrance methods a policy can be scoped to.