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Why This Matters

Pay rates are the foundation of Wodify Payroll. They define how your staff are compensated for classes, appointments, and administrative work. Before you can run payroll, you'll need to create pay rates and assign them to your coaches and providers

Pre-requisite Pro-Tip

Before you begin, make sure Payroll is enabled in Financial > Payroll > Setup.

• Only Admins and Managers can access Payroll settings and create pay rates.
• Staff members must have a Client Profile with at least a Staff role to be assigned pay rates.

Helpful related articles:

• Payroll Settings
• Setting Default Pay Rates
• Pay Tab (Client Profile)

Understanding Pay Rate Types

Wodify supports three types of pay rates. Each type is designed for a different compensation scenario:

• Class: Used to pay coaches for teaching classes. Pay can be calculated as a flat rate per class, per hour (based on scheduled class length), per attendee, or per attendee with incremental tiers.

• Appointment: Used to pay providers for appointments and services. Pay can be calculated as a flat rate per appointment, per hour, per attendee, or as a percentage of session revenue.

• Administrative: Used to pay staff for non-class, non-appointment work (e.g., front desk shifts, cleaning, admin tasks). Pay is calculated per hour.

Step-by-Step How To

Viewing the Pay Rates Table

1. Go to Financial > Payroll > Pay Rates tab.
2. The Pay Rates table displays all pay rates you've created.
3. Each row shows the Pay Rate Name, Type (Class, Appointment, or Administrative), and a Description summarizing the rate's rules.
4. Use the type filter tabs (All, Classes, Appointments, Administrative) to narrow the view.
5. Use the search bar to find a pay rate by name or description.
6. Click + Filter to add additional filters.

Creating a New Pay Rate

1. From the Pay Rates tab, click the Create Pay Rate button (top-right corner).
2. In the sidebar that appears, select the pay rate Type: Class, Appointment, or Administrative.
3. Enter a Pay Rate Name (e.g., "Head Coach," "Personal Training Sessions," "Front Desk"). These will only be visible to Admins and Managers.
4. Configure the pay rate rule (see "Pay Rate Rules" below for full details on each option).
5. Optionally configure Attendee Settings, Min/Max Pay, and other subrules.
6. Optionally add a description to help identify this pay rate.
7. Click Save.

Pay Rate Rules by Type

The rule you select determines how pay is calculated for each class, appointment, or administrative shift.

Class Pay Rate Rules:

• Per Class: A flat dollar amount per class, regardless of length or attendance. Example: $50 per class.
• Per Hour: A dollar amount multiplied by the scheduled class length in hours. Example: $30/hr for a 1.5-hour class = $45.
• Per Attendee
  • (Standard): A flat dollar amount per attendee. Example: $5 per attendee x 12 attendees = $60.
  • (Flat Tiered): A flat dollar amount that changes based on attendance tiers. You define tiers (e.g., 1-5 attendees = $40 total, 6-10 = $60 total, 11+ = $80 total). The coach receives the flat amount for whichever tier the attendee count falls into.
  • (Per Attendee Tiered): A per-attendee rate that changes based on attendance tiers. Example: For 1-5 attendees, $5 each; for 6-10, $4 each. All attendees are paid at the rate of the tier the total count falls into.
  • (Incremental): Different per-attendee rates applied across tiers. For attendees 1 through 5, coaches receive $5 per attendee; for attendees 6 through 10, coaches receive $3 per attendee. Each tier's attendees are paid at that tier's rate, and the totals are summed. Example: 8 attendees = (5 x $5) + (3 x $3) = $34.

Appointment Pay Rate Rules:

• Per Session: A flat dollar amount per appointment, regardless of length or attendance. Example: $75 per session.
• Per Hour: A dollar amount multiplied by the scheduled appointment length.
• Per Attendee (Standard, Flat Tiered, Per Attendee Tiered, Incremental): Same subrule options as Class pay rates (see above).
• % of Session Revenue: The provider receives a percentage of the revenue generated by the appointment. Note: This rule is not available for appointments tied to unlimited memberships.

Administrative Pay Rate Rules:

• Per Hour: A dollar amount multiplied by the number of hours logged. This is the only rule type for Administrative pay rates.

   

Attendee Settings (Subrules)

For any Per Attendee rule (Class or Appointment), an Attendee Settings section appears below the rule configuration. This controls how attendees are counted for pay calculation purposes.

• Count Late Cancellations: When enabled, clients who cancel after the late cancellation window still count toward the attendee total for pay calculation. This ensures coaches aren't penalized for last-minute cancellations.
• Count No Shows: When enabled, clients who were registered but didn't attend still count toward the attendee total.

Note: Attendee Settings apply to appointments and classes with reservation limits.

Min/Max Pay

For per-attendee and per-hour rules, you can optionally set a minimum and/or maximum pay amount:

• Minimum Pay: The coach will receive at least this amount, even if the calculated pay (based on attendees or hours) would be lower. Example: A per-attendee rate of $5 with a $30 minimum means a class with 4 attendees ($20 calculated) still pays $30.
• Maximum Pay: The coach will receive no more than this amount, even if the calculated pay would be higher. Example: A per-attendee rate of $5 with a $75 maximum means a class with 20 attendees ($100 calculated) pays $75.Both fields are optional. You can set just a minimum, just a maximum, or both.

Editing or Duplicating a Pay Rate

1. In the Pay Rates table, click the ellipsis menu (three dots) on the right side of any pay rate row.

2. Select Edit to modify the pay rate's name, rules, or description.

3. Select Duplicate to create a copy of the pay rate (useful when creating similar rates with small variations).

4. Select Delete to remove the pay rate. Note: You cannot delete a pay rate that is currently assigned to active classes, appointments, or employees.

Assigning Pay Rates to Classes

Pay rates can be assigned to classes in several places:

From a Class Template:

1. Open an individual or recurring class template.
2. In the Coaches section, choose a coach from the dropdown for each position.
3. A Pay Rate dropdown will appear next to each assigned coach. If they have a default pay rate for that program, it will be selected.  Otherwise, select a pay rate.
4. If you 

From a Program Sidebar:

1. Go to Financial > Payroll > Pay Rates tab.
2. Click on a Class-type pay rate to open its sidebar.
3. You can view and manage which programs and classes use this pay rate.

Assigning Pay Rates to Appointments

1. When creating or editing an appointment, a Pay Rate dropdown is available.

2. Select the appropriate Appointment-type pay rate for the provider.

3. Click Save.

Assigning Pay Rates to Services

1. When creating a new service (or editing an existing one), a Pay Rate field is available.

2. Select the appropriate Appointment-type pay rate.

3. This pay rate will be used as the default when appointments are booked for this service.

Tips

• Create descriptive pay rate names so it's easy to identify them later (e.g., "CrossFit Coach - Hourly $60" rather than just "Coach Rate").
•  You can create multiple pay rates of the same type for different compensation tiers.
• If a coach is assigned to a class but has no pay rate assigned, a red exclamation icon will appear in the payroll table as a "Missing Pay Rate" alert.
• Use the "Show Tips" button on the Pay Rates screen for quick guidance.

FAQs

Can I change a pay rate after it's been assigned?

• Yes. You can change the pay rate assigned to a specific class or appointment at any time during an open pay period. Changes will recalculate the gross pay for that entry. For closed pay periods, pay rate fields are read-only.

What are the differences between the per attendee rates?

• Standard — One rate per attendee. Every attendee pays the same, no brackets. 

  • Example: Coach receives $3 per attendee. 12 attendees, Coach receives $3x12 = $36 for the class/session.

     

• Flat Tiered — Brackets based on attendance, but each bracket pays a single fixed amount for the whole class. The exact number of attendees within the bracket doesn't change the payout. 

  • Example: When # of attendees is 1-10, Coach receives $20 for the class/session. When # of attendees is 11-20, Coach receives $30 for the class/session. 12 attendees, Coach receives $30 for the class/session.

     

• Per Attendee Tiered — Brackets based on attendance, where each bracket sets a per-attendee rate that applies to every attendee in the class. 

  • Example: When # of attendees is 1 and 10, Coach receives $3 per attendee. When # of attendees is 11 and 20, Coach receives $4 per attendee. 12 attendees, Coach receives $4x12 = $48.

     

• Incremental — Brackets based on attendance count, where attendees within each bracket are paid at that bracket's rate. The total payout is the sum across all brackets the attendance reaches. Works like tax brackets.

  • Example: Coach receives $3 per attendees 1 to 10. Coach receives $4 per attendees 11 to 15. 12 Attendees, Coach receives $3x10 + $4x2 = $38.