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Pay periods are the core of Wodify Payroll. This is where you review what each staff member has earned, resolve issues like no shows or missing pay rates, review coach-submitted administrative hours, and close pay periods for your records — resulting in clean, reconciled numbers to pay out your staff.

Pre-requisite Pro-Tip

Before you begin, confirm the following:

• Payroll must be enabled and a pay schedule configured in Financial > Payroll > Settings. 
• Only Admins and Managers can access and manage pay periods.

Step-By-Step How To

Find the Pay Periods Table

1. Go to Financial > Payroll > Payroll tab.
2. Review the table of pay periods, which displays the following columns:
   • Pay Period – the date range.
   • Status – Open or Processed.
   • Close Date – when the pay period was closed.
   • Total – gross pay for all employees in that period.
3. Use the filter tabs at the top to switch between:
   • Open – pay periods that are currently active or haven’t been closed yet.
   • Processed – pay periods that have been closed and finalized.
4. Add additional filters for Total, Close Date, or Pay Period to narrow the view.
5. Click any pay period row to open its detail page.

Review an Open Pay Period

When you click into an open pay period, you’ll see a detailed table showing each employee’s earnings broken down by pay type.

1. Review the columns:
   • Name – the employee’s name. Click to open their Quickview.
   • Classes – total earnings from classes coached during this period.
   • Appointments – total earnings from appointments during this period.
   • Administrative – total earnings from administrative hours logged.
   • Fixed Pay – the employee’s fixed pay amount for this period, if applicable.
   • Extra Earnings – any one-time bonuses or additional pay entered for this period.
   • Gross Pay – the total of all columns for that employee.
2. All amounts are displayed as currency with two decimal places and are pre-tax.
3. A TOTAL row at the bottom sums all employee gross pay for the period.
4. Use the search bar to quickly find a coach by name.

Tip: A red exclamation icon on a row signals an issue that needs attention—either a no show or a missing pay rate. Click the icon to open the No Shows sidebar and resolve it.

Use the Pay Period Sidebars

Click any dollar value in the pay period table to open a sidebar with the details behind that number.

• Classes – Review every class a coach taught during the pay period. Search by date, class name, or program. If a pay rate is missing, you’ll see a red warning when attempting to save, and the gross pay will show $0 until you select a rate from the dropdown. A notes field is available for context.
  • Use the Add Missing Class button to view completed classes from the pay period.  Click to go to that an individual class details page and assign the coach.
• Appointments – Same idea as Classes, but for appointments. You’ll see each appointment with its service, attendees, and pay rate. Change pay rates and resolve missing rate warnings the same way.
  • Use the Add Missing Appointment button to view completed appointments within a program from the pay period that might have been misassigned.  Click to open the appointment sidebar and assign the provider.
• Administrative – View and manage a coach’s logged administrative hours. Each entry shows the date, hours worked, pay rate, and calculated gross pay. Add new hour entries, edit existing ones, or delete them.  This is where hours submitted by coaches from within the mobile app will appear.
• Extra Earnings – Add one-time bonuses or discretionary pay, like a holiday bonus or extra compensation. Enter the amount, add a note explaining the reason, and save.
• No Shows – When you click the red alert icon on a coach’s row, this sidebar shows which classes or appointments the coach was assigned to but never signed in for. Click Sign In to sign the worker into the class or appointment. No shows won’t be included in the coach’s pay until they’re resolved.

Add a Coach to the Pay Period

If an employee hasn't signed into any classes, they will not yet appear in the pay period.  To add them:

1. Click the Add Coach button below the table.
2. Select the coach.
3. The coach is added to the pay period, and you can begin entering their earnings.

Close a Pay Period

1. Open the pay period you want to close.
2. Review all employee earnings and resolve any alerts (no shows, missing pay rates).
3. Click the Close Pay Period button (top-right).
4. The pay period moves to the Processed filter view.

Note: You won’t be able to close the pay period until all missing pay rates are resolved.

Tip: Only close your pay period after all payroll activity has been completed on the pay period's final day to ensure accurate payroll calculations.

Review a Closed Pay Period

Closed pay periods are read-only. You can view the same information (sidebars, earnings breakdowns), but editing is disabled and No Shows are excluded. Amount and notes fields are read-only, and Save buttons are hidden.

1. To download a closed pay period’s data, click the Download button on the closed pay period page.
2. To make changes to a closed pay period, click Re-Open, make your edits, then close the pay period again.

Tip: If you re-open a closed period and navigate away before re-closing it, the pay period will appear back under Open pay periods.

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FAQs

What does the red exclamation icon mean?

It indicates that the coach has one or more no shows (classes or appointments they were assigned to but didn’t sign in for), or has missing pay rates. Click the icon to view details and resolve the issue.

Can I edit a closed pay period?

Yes. Re-open the closed pay period to make your changes, then close it again. If you navigate away before re-closing, the pay period will appear back under Open pay periods.

Why is a coach missing from the pay period?

If a coach doesn’t appear, they may not have signed into any classes, appointments, or administrative hours during that period. Use the Add Coach button to manually add them.

Does closing a pay period send payments?

No. Closing a pay period in Wodify marks it as reviewed and finalized for your records—it does not issue any payments. You’ll still process actual payments through your external payroll provider.