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Why This Matters
Fixed Pay is for workers who receive a set salary or contracted amount regardless of how many classes or appointments they work.When Fixed Pay is enabled for an employee, their fixed compensation appears in every pay period automatically.
Pre-requisite Pro-Tip
Payroll must be enabled.
Only Admins and Managers can configure Fixed Pay.
The employee must have a Client Profile with a Staff, Coach, Manager, or Admin role.
You should already have your pay schedule configured (Financial > Payroll > Setup), since Fixed Pay is calculated based on your payroll frequency.
How Fixed Pay Works
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.
For example:
An employee with Fixed Pay of $52,000 per year on a weekly pay schedule would show $1,000 per pay period.
An employee with Fixed Pay of $4,000 per month on a bi-weekly schedule would show $2,000 per pay period
The Fixed Pay amount appears as its own column in the pay period table, separate from classes, appointments, and administrative hours.
Step-By-Step How To: Enable Fixed Pay
Go to the employee's Client Profile > Pay tab.
Scroll to the Fixed Pay block in the Pay Rates & Fixed Pay Settings section.
Toggle Fixed Pay to On.
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.
Step-By-Step How To: Change Fixed Pay
If Fixed Pay is already enabled and you need to change the amount:
Go to the employee's Client Profile > Pay tab > Fixed Pay block.
Click to edit.
Enter the new amount and/or time period.
Set a new Effective period – Current and Future Periods, or Future Periods Only.
Helper text will show when the change takes effect and what the new pay period amount will be.
Click Save.
Step-By-Step How To: Disable Fixed Pay
Go to the employee's Client Profile > Pay tab > Fixed Pay block.
Toggle Fixed Pay to Off.
Click Save.
The employee will no longer receive Fixed Pay in the pay period. Past pay periods are unaffected.
"Included in Fixed Pay" vs. "Additional Compensation"
When Fixed Pay is enabled for an employee, Wodify adjusts how their class and appointment pay rates are displayed throughout the system
Included in Fixed Pay: When a coach with Fixed Pay is assigned to a class or appointment, they can have their pay rate set to "Included in Fixed Pay." This means the work is covered by their salary, and no additional per-class or per-appointment pay is calculated. The field will display "Included in Fixed Pay" instead of a dollar amount.
Additional Compensation: If a coach with Fixed Pay does something outside their normal duties (e.g., picks up an extra class), you can assign a regular pay rate to that specific class. This is treated as "Additional Compensation" on top of their fixed salary.
Where you'll see this:
On the Pay Rates table and throughout the system, assignments for Fixed Pay employees will show either "Included in Fixed Pay" or "Additional Compensation" labels.
On the employee's Client Profile > Pay Tab, the default pay rate columns will read "Default Additional Compensation" instead of "Default Pay Rate" when Fixed Pay is enabled.
In the pay rate dropdown when assigning a coach to a class or appointment, an "Included in Fixed Pay" option appears for employees with Fixed Pay enabled.
Fixed Pay in the Pay Period
In the pay period table (Financial > Payroll > Payroll tab):
The Fixed Pay column shows the calculated amount for each employee with Fixed Pay enabled.
Click the Fixed Pay value to open the Fixed Pay sidebar, which shows the configuration details.
Fixed Pay is automatically calculated each pay period. You don't need to manually enter it.
FAQs
Can an employee have both Fixed Pay and class/appointment pay rates?
Answer: Fixed Pay covers their base salary. You can also assign class or appointment pay rates as "Additional Compensation" for any work beyond their normal duties. Both will appear in the pay period.
What if I set a future pay period for a Fixed Pay change?
- Answer: Fixed pay must apply to entire pay periods: Current period and future periods, or only future pay periods.
- If your payroll pay schedule is changed and a coach’s fixed pay was set to apply to the “next” pay period, the new fixed pay will be applicable in the pay period automatically created with the schedule change. That pay period will often be prorated due to the mid-period schedule change.
Does Fixed Pay prorate for partial pay periods?
- Fixed Pay calculations are based on your payroll frequency. If a pay period ends early due to the payroll schedule being changed, the system handles proration based on an extrapolated ‘per day’ rate.
What happens if the same date is included on multiple pay periods?
- If a pay period is closed early due to a payroll schedule change, the closed period excludes its end day in the Fixed Pay calculation. The newly created period includes its start day from the count.
How is Fixed Pay different from Administrative Hours?
- Fixed Pay is a guaranteed amount per pay period regardless of hours worked. Administrative Hours are tracked hour-by-hour and paid based on an hourly rate. An employee could have both, if they receive a salary (Fixed Pay) plus hourly pay for specific administrative tasks (Additional Compensation).
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