Payroll in Wodify helps you standardize staff compensation by setting pay rates and tracking payable classes or hours—so each pay period is easier to review, reconcile, and run with confidence. 

Pre-requisite Pro-Tip

Before you begin, confirm your team has the right access and setup:

• Only Admins and Managers can access Financial > Setup Payroll and Financial > Process Payroll. Wodify

• If you’re paying someone who is not paid based on classes (interns, office staff, etc.), then you'll want to utilize hourly payroll functions.

Helpful related articles:

• Hourly Only Employees Wodify

• Timecard Functions to Sign in / Clock in a Coach Wodify

• Understanding Permissions for Client, Staff, Coach, Manager, and Admin Roles Wodify

Step-By-Step How To

Enable Payroll

1. Go to Financial > Setup Payroll. Wodify

2. Click Enable. Wodify

3. Choose your pay period frequency:

   • Weekly

   • Bi-Weekly

   • Semi-Monthly (15th and last day of the month)

   • Monthly (last day of the month)

4. Save your changes.

Note: If you later edit your payroll timing, a new pay period starts on the date of the change. 

Create Positions (and choose which Roles can hold them)

1. In Financial > Setup Payroll, scroll to the Positions section. 

2. (Optional) To create a new position, click + New Position.

3. Enter the Position Name, select which Roles can hold the position, and choose the Locations where it’s available. 

4. Click Save. 

Set pay rates for class-based staff (per class or per hour)

Use this if staff are paid based on being assigned to, and signing into, classes.

1. In Positions, click the Position name.

2. Click a Program from the list (you can ignore Hourly Only for now).

3. In the top-right, select an employee from Add Employee (this list is limited to employees with eligible Roles).

4. In the pop-up, configure:

   • Paid per class or per hour (based on the scheduled class length)

   • The flat rate

   • The effective date (now or a scheduled future start date) 

5. Click Save. 

6. Repeat for each employee who needs rates for that Position + Program, then repeat for additional Programs and Positions. 

Important: Once Payroll is enabled, employees must be configured for a position (in that Program) before they can be assigned to that position in a class template. 

Set pay rates for Hourly Only staff (non-class roles)

Use this if staff are paid by hours worked (not based on class sign-ins or hours spent coaching classes). Follow the full setup and logging flow here: Hourly Only Employees. 

Assign Paid Positions to Classes

1. Open an individual or recurring class template. 

2. Scroll to the Coaches section (individual class) or Classes section (recurring class).

3. Choose an employee from the dropdown for each Position you want to staff. 

4. (Optional) To add a custom Position, click + Add Another, then select the Position and employee. 

5. Click Save on the class template. 

    

Process Payroll for a Pay Period

Processing Payroll in Wodify does not issue payments. It is used to mark pay periods as processed for tracking and reference. 

1. Go to Financial > Process Payroll. 

2. Under Open Payroll, choose the Location and Pay Period. 

3. Click Process Payroll (top-right). 

Note: You can’t process an open pay period until the pay period has fully ended. 

Edit a pay period that’s already been processed

1. Go to Financial > Process Payroll. 

2. Click the Processed Payroll tab. 

3. Click the date range for the pay period you want to edit. 

4. Click Re-Open (top-right). 

5. Make your changes to classes or hours. 

6. Click Process Payroll again to re-process the period. 

Tip: If you re-open a processed period and navigate away before re-processing it, you’ll find it back under Open Payroll. 

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FAQs

Why isn’t my coach available in the Position dropdown on a class template?

Once Payroll is enabled, the employee must be configured with a pay rate for that Position (and Program) before they will appear in that Position dropdown. 

What does “This employee has not been configured for this Position yet.” mean?

It means Payroll is enabled, but the employee does not yet have a pay rate configured for that Position (and Program). Configure their pay rate under Financial > Setup Payroll. 

What does “Could not find an open Pay Period for this class.” mean?

The pay period associated with that class may already be closed/processed. If you need to make changes, re-open the processed pay period under Financial > Process Payroll and then re-process it.