Welcome to Wodify's new Payroll Tracker!

This guide will walk you through everything you need to do to get set up on Wodify's new Payroll system

There are three stages: 

• Preparing before beta access is enabled
• Getting your current pay period in order once beta is live
• Exploring and setting up new Payroll features

Before Payroll Tracker (Beta) is live

Review your team's roles. 

• Like the current Payroll, the new Payroll system uses Wodify roles to determine who can set, view, and be added to Payroll. 

Recreate your pay rates in our new pay rate creator

• Before beta is enabled, you have early access to the new pay rates setting in Wodify so you can get set up. Access the new pay rates creator directly here.

What to know about new Payroll Tracker pay rates

• Your existing pay rates won't carry over automatically - but that's intentional. 
• The new Payroll system is more efficient and flexible:
  • Instead of creating a separate rate for every coach-program-position combination, create reusable rates and assign them to whoever needs them.
  • You can still override a rate for an individual coach or class at any time.
• Creating the new rates requires a bit of set-up to get started, but once your rates are in place, managing payroll will be significantly smoother and simpler.

Here's what that looks like in practice:

• Your business has 12 coaches and 3 programs -- CrossFit, Kids Class, and Weightlifting
• Old Payroll: dozens of individual rates created... even if there are only 3 different rates for Crossfit coaches, 1 rate for Kids, 1 rate for Weightlifting.
• New Payroll Tracker: Create reusable, global rates, and assign them wherever it applies.
• This Business: Create just 5 rates: CrossFit L1, CrossFit L2, CrossFit L3, Kids, Weightlifting.

Once beta is enabled: Get your current pay period up-to-date

Step 1: Confirm your payroll settings and schedule

1. Go to Financial > Payroll [BETA] > Payroll Settings. 
2. Verify your pay period schedule is what you expect

Step 2: Create your class pay rates

1. Go to Financial > Payroll [BETA] > Pay Rates
2. Click "Create Pay Rate" > Class
3. Create the rates you'll use for classes, as discussed above.
4. Review this help article for more information on Pay Rates

To view your legacy positions and pay rates:

1. Go to Financial > Payroll [BETA] > Settings
2. Click the link on the Banner that reads "To view legacy Payroll Positions, click here."
3. This will show your old pay rate structure to help create your new pay rates.

Step 3: Assign program default pay rates to coaches

• Once a default rate is in place, newly scheduled classes will automatically get the default pay rate for the selected coach.
• Unlike old payroll, these can be changed on an individual class or within Payroll.
• You can also apply these to existing assigned classes when you are saving the new rate.

1. Navigate to Classes > Programs
2. Open a program.
3. Scroll to the Coach Default Pay Rates block at the bottom of the side panel.
4. Select one or more coaches from the multi-select dropdown.
5. For each coach, choose a Class-type pay rate from the Default Pay Rate dropdown. Use the Manage Pay Rates link to create a new rate without leaving the panel.
6. To assign the same rate to several coaches at once, select them with the checkboxes and use the Change Default Pay Rates action.
7. Click Save.
8. A modal will appear asking if you want to update existing assigned classes.  
9. Click ‘Update Existing’ to ensure all classes already assigned to the coach will receive the new default pay rate for that program.
10. Repeat for all programs.

Explore new Payroll Tracker features

NEW: Set up payroll for appointments

If your coaches run 1:1 or small-group appointments, you'll want to create pay rates for those too. The process mirrors class pay rates - create named rates in Pay Rates, then they'll be available to assign in the Appointment Payroll sidebar.

You can also update default service rates on the Pay Tab for a coach.

Via a Service (Appointments > Services)

Use this to assign appointment defaults per provider for different durations and locations.

1. Navigate to Appointments > Services and open or create a service.
2. Find the Provider Default Duration Pay Rates block.
3. Select one or more providers from the multi-select dropdown.
4. For each provider, choose an Appointment-type pay rate under each duration column (for example, 30 min, 60 min, 90 min).
5. To bulk-edit, select multiple providers and use the action dropdown to set the default for a specific duration.
6. If the service is offered at more than one location, repeat for each location to set different defaults per location.
7. Click Save.

NEW: Set up Fixed Pay - Help Article

When you enable Fixed Pay for an employee, you set a dollar amount and a time period (per week, per month, or per year). Wodify then calculates the gross pay for each pay period based on the amount, time period, and your payroll schedule.

1. Go to the employee's Client Profile > Pay tab.
2. Scroll to the Fixed Pay block in the Pay Rates & Fixed Pay Settings section.
3. Toggle Fixed Pay to On.
4. A modal will appear. Configure:
   • Amount: Enter the dollar amount (e.g., $52,000).
   • Time Period: Select from the dropdown: per week, per month, or per year.
   • Effective Period: Set when this Fixed Pay rate takes effect. This can be the current period or future periods. The modal will display the calculated Gross Pay per pay period based on your entries.
   • Click Save.

NEW: Pay Tab - Help Article

The Pay tab on a worker's profile is your one-stop view for managing an individual's compensation. It's where you set their default pay rates, configure fixed pay, and review their earnings across current and past pay periods.
 

Updated: Set up administrative hours - Help Article

If you pay coaches for time spent on non-class work (program planning, meetings, admin tasks), you can track and pay that here. 

1. Navigate to People > Clients and open the employee's profile.
2. Click the Pay tab.
3. In the Default Pay Rates for Classes/Programs block, select one or more programs, then choose a Class-type pay rate for each program.
4. In the Default Pay Rates for Appointments/Services block, select one or more services, then choose an Appointment-type pay rate for each.
5. In the Administrative Pay Rate block, select an Administrative-type pay rate to use when the employee logs administrative hours.
6. Click Save.

Default Rates Per Coach: Via the Client Profile Pay Tab

1. Navigate to People > Clients and open the employee's profile.
2. Click the Pay tab.
3. In the Default Pay Rates for Classes/Programs block, select one or more programs, then choose a Class-type pay rate for each program.
4. Click Save.

Payroll Tracker Help Articles:

• Configure Payroll Settings

• Creating & Assigning Pay Rates

• Pay Tab (Client Profile)

• Manage and Run Payroll

• Administrative Hours

• Manage Default Pay Rates

• Manage Fixed Pay

FAQs

• Once a pay period is closed, it becomes read-only. You can reopen it if you need to make changes.
• A red exclamation icon on a coach's row means something needs attention - a missing pay rate or an unresolved no-show.  You will not be able to close a pay period until all pay rates are filled.
• When you're ready to export, use the Download button on a closed pay period to get a CSV with gross pay broken out by category.