Paying Instructors

Calculate Instructors Pay using the Instructor Transaction page and timesheets

Instructor pay is generated based on the hourly rates specified in contracts. This applies to private lessons allocated to instructors and completed activities scheduled to instructors.

It is also possible to include other, arbitrary payments and charges with the transactions page.

Transactions Page

Transactions can be either Credits (pay money to an instructor) or Debits (charge money to an instructor). These will show on the time sheet report inside your account and will be visible to instructors inside their login.

To view transactions:

Navigate to Product Setup → Instructor Transaction

Transaction Types

Non-activity or lesson related payments are categorised by type when charged to instructors. These are user defined, examples can be: Tax, Lift Ticket, Rent, Bonus, Non Contract Pay….

To setup types:

1. Navigate to Product Setup → Instructor Transaction

2. Click on the Manage Transaction Type tab

3. Enter a Name, select a Color and a Category

4. Click Save.

Entering New Transactions

To enter a new transaction:

1. Navigate to Product Setup → Instructor Transaction

2. Click on the Enter New Transaction tab

3. Select 1 or more instructors

4. Set the From and Until for the transaction

5. Select the desired Weekdays via the checkboxes

6. Select the Transaction Type

7. Click on Type and select Credit or Debit

8. Enter the Amount

9. Optionally enter a note (this is not shown to the instructor)

10. Click Save

View and Cancel Transactions

You can see all transactions for an instructor and cancel them on the View and Cancel Transactions tab.

Cancelled transactions will remain on this page but will not be visible to instructors or included in pay calculations.

Users must have the Manage Pay and Timesheets role to access and use this page.

Instructor Timesheets

The amount to pay each instructor, and the breakdown of work can be downloaded by:

Navigating to Reports → Timesheet Report

1. Set the From and Until dates (typically the previous month)

2. Click the Show / Refresh button.

3. Click on the Click to see if report generation has completed... link

4. Once the report has generated, click the Download Instructor Timesheets link.

The downloaded Excel file will have the following tabs:

• Summary - Shows total pay, hours and other summary information for each instructor.

• Instructors Timesheet - Breakdown of every lesson and activity for all instructors.

• Instructor tabs - Tab for each instructor who worked in the date range you specified. The instructor specific tab shows all pay items for the instructor.

Your payroll department can make use of this data to enact payment to instructors.