Administrative Hours is for tracking and paying staff for non-class, non-appointment work in Wodify. This replaces what was previously known as "Hourly Only" in the legacy payroll system. Use it for front desk shifts, cleaning, admin tasks, event setup, or any other work that isn't tied to a specific class or appointment.
Pre-requisite Pro-Tip
Payroll must be enabled.
You must create at least one Administrative-type pay rate (Financial > Payroll > Pay Rates tab).
The employee must have a Client Profile with at least the Staff role.
Step-By-Step How To
Unlike class and appointment pay, which are automatically tracked when coaches sign in, Administrative Hours are manually logged. Employees can log their own hours through the mobile app and Admins/Managers can log hours on behalf of any employee from the payroll screen.
Create an Administrative Pay Rate
Go to Financial > Payroll > Pay Rates tab.
Click Create Pay Rate.
Select Administrative as the type.
Enter a name for the rate (e.g., "Front Desk," "Cleaning Staff," "Admin Work").
Enter the hourly rate.
Click Save.
Assigning an Administrative Pay Rate to an Employee
Go to the employee's Client Profile > Pay tab.
In the Administrative Pay Rate block, select the appropriate rate from the dropdown.
Click Save.
Logging Administrative Hours (Employee - Mobile App)
Employees can log their own administrative hours directly from the Wodify mobile app by:
Go to Settings (from the profile menu).
Under the Payroll section, tap Administrative Hours.
The "My Administrative Hours" screen displays: the current pay period date range, total Administrative Hours earnings for the period, and a list of all submitted hour entries, each showing: Date, Pay rate name, Duration, and Amount earned.
Tap Add Hours to log new time.
On the Add Hours screen: select the date, input hours and minutes directly, and optionally add notes.
Tap Save.
To edit a previously submitted entry, tap on it to open the Edit Hours screen. You can update the date, hours, and notes. You can also delete an entry from this screen.
Logging Administrative Hours on Behalf of Staff (Admin/Manager)
Admins and Managers can add and manage administrative hours for any employee directly from the payroll screen in Core.
Go to Financial > Payroll > Payroll tab.
Open the current pay period.
Find the employee in the pay period table. If they're not listed, click Add Coach to add them.
Click the employee's Administrative hours count to open the Administrative sidebar.
The sidebar shows: {Employee Name} - Administrative Payroll, a table of all logged entries: date, hours, Pay Rate (dropdown), notes, gross pay, and a search bar to filter by date or notes.
Click Add Hours to create a new entry: select the date, enter the number of hours, select a pay rate from the dropdown, and optionally add notes.
An Administrative Total row shows the sum of all entries.
Click Save to apply.
Key Differences from Legacy "Hourly Only"
The new Administrative Hours system improves on the legacy "Hourly Only" feature in several ways:
Administrative is now a pay rate type alongside Class and Appointment, giving you consistent management across all compensation types.
Pay rates are created and managed in the same Pay Rates section as class and appointment rates.
Administrative hours are visible in the payroll sidebars with full editing capabilities for admins.
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FAQs
Can an employee have multiple Administrative pay rates?
An employee has one default Administrative pay rate set on their profile but when logging hours in the Administrative sidebar, admins can select from any available Administrative-type pay rate in the dropdown. This allows different rates for different types of administrative work.
Can employees edit their own submitted hours?
Yes. Employees can edit or delete their own administrative hour entries through the mobile app but not their pay rates. Admins and Managers can edit any employee's entries and selected rates from the payroll screen.
What's the difference between Administrative Hours and Fixed Pay?
Administrative Hours are tracked per hour and paid at an hourly rate. Fixed Pay is a guaranteed salary amount per pay period, regardless of hours worked. An employee could have both if they receive a salary plus hourly pay for specific administrative work.
Do Administrative Hours need to be approved?
Currently, there is no approval workflow. Hours submitted by employees appear directly in the pay period. Admins and Managers should review all payroll entries before closing the pay period.
What happened to the "Hourly Only" feature?
"Hourly Only" has been replaced by Administrative Hours in the new payroll system. The functionality is the same but is now integrated into the unified pay rate system alongside Class and Appointment pay rates, with an improved mobile experience.
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