Pay runs let you calculate what you owe each staff member for a period, based on the pay rate you set up for them and the sessions they took. Classcard calculates and reports the amount. It does not make payments or track whether a staff member has been paid.
The two parts of payroll
Pay rates: how each staff member is paid. You set these up on the staff member's profile, under the Payroll tab.
Pay runs: the calculation of pay for a chosen period and a chosen group of staff. You create these from People > Team > Pay runs.
How it works, step by step
Set up a pay rate for each staff member. A pay rate can include fixed pay, variable pay, or both. See Set Up Staff Pay Rates.
Create a pay run by choosing a pay period and the staff to include. Classcard calculates the amount for each staff member. See Create and Review a Pay Run.
Review each staff member's breakdown across Fixed pay, Variable pay and Adjustments, and add adjustments where needed.
Lock the pay run once you are happy with the numbers. Locking saves a snapshot, so later changes to sessions or pay rates do not affect it. See Lock, Unlock and Download a Pay Run.
Pay run and staff statuses
Pay run status: In progress while any staff member is still open. Completed once every staff member is locked.
Staff status inside a pay run: Open (can still change) or Locked (a saved snapshot).
💡 Locked does not mean paid. Classcard does not process payments or payment status, so a locked amount simply means the calculation is final. Many academies lock a staff member's pay once they have paid it.
Good to know
Fixed pay is paid regardless of sessions taken, which makes it a good fit for roles like front office.
Sessions with pending attendance are not included in a pay run's calculation.
You can create more than one pay run for the same period, for example to include a late adjustment. A new pay run skips anything already in another pay run, open or locked.