Create Staff Pay Rates and Reports

OfferingTree provides support for your staff/teachers in all the Studio Plans. This allows a studio owner to assign staff to classes and give them their own login to the website. The system keeps track of which staff was assigned to which class and has reporting for every individual staff members. The studio owner can assign pay rate rules, customizable to each staff member, that the system uses to produce the staff pay report. All the math is done for you, just select the time period and the system looks up the pay for each staff member.

Create pay rate rules under the Pay Rate section.

On the Staff Pay Rate screen, select the create button which will bring up the screen below. Enter the staff pay rate configuration. Here is a description of each field and how it affects the pay rate calculation.

1. Pay Rate Name: The label for this pay rate, used to identify and assign it to staff members. Example: "Teacher", "Coach" or "Workshop Instructor."
2. Min Pay per Class: The minimum a staff member will earn for any class, regardless of attendance or other settings. Example: Set to $30 — even if the base + bonuses calculate to less, they'll always receive at least $30.
3. Max Pay per Class: The earnings cap for a class. No matter how high bonuses stack, pay won't exceed this number. Example: Set to $100 — so even if a packed class calculates $115 in total bonuses, the payout stops at $100.
4. Currency: The currency all pay amounts in this rate will be calculated in. Example: USD — change this if your business operates in a different currency.
5. Base Pay Rate per Class: A flat amount paid for every class this staff member teaches, before any bonuses. Example: Set to $25 — they earn $25 just for showing up and running the class.
6. Base Pay Rate per Client: An amount earned for each client registered or checked in to the session. Example: Set to $10 — if 5 clients attend, they earn $50. If left at $0, only the per-class rate applies.
7. Use Checked-In Counts for Calculations: When ticked, pay is based only on clients who were actually marked as present, not everyone who registered. Example: 15 people registered but only 12 checked in — with this on, pay is calculated on 12.
8. Include Late Cancellations in Client Count: When ticked, clients who cancelled late are added back into the attendance count. Example: 12 checked in + 3 late cancellations = 15 counted for pay purposes.
9. Bonus per Client (Tiered): Extra pay per client when attendance hits specific ranges, with multiple tiers available. Example: $3 bonus per client for attendees 10–15, and $5 per client for attendees 16–20.
10. Flat Attendance Bonus: A one-time bonus paid when attendance exceeds a set threshold, regardless of how many more show up. Example: $50 bonus if attendance is above 30 — whether there are 31 or 50 people, the bonus is still a flat $50.
11. Split Attendance Bonus: The staff member receives a percentage of the class's total revenue when attendance falls within a defined range. Example: 5% of class revenue when attendance is between 21 and 29 — if the class brings in $500, they earn an extra $25.

Assign the Pay Rate to a Staff Member

1. Go to your Staff Members list.
2. Click on a staff member to edit their profile.
3. Under Pay Rate, select the rate you just created and save.

This becomes their default pay rate and will auto-apply whenever they are scheduled. You can override this default pay rate for specific events or appointments.

Viewing & Sending Staff Pay Rate Reports

Once a pay rate is assigned to a staff member, OfferingTree automatically tracks every class they're scheduled for. At the end of your pay period, here's how to view and share the report.

1. Go to the Reports section and select Pay Rate Report.
2. Set your date range using the date range dropdown. There are common presets available, or you can enter a custom start and end date to match your exact pay period.
3. Review the report, which will show the total pay owed to every staff member who has a pay rate assigned.
4. Email the report to each staff member individually by clicking the Email Report button.

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