A staff member's pay rate tells Classcard how to calculate their pay in a pay run. You set it up on their profile, under the Payroll tab. A pay rate can have fixed pay, variable pay, or both.
💡 On a staff profile, the old pay rate and one-on-one tab is now split into two tabs: Payroll and One-on-one.
Set up a pay rate
Go to People > Team > Staff and open the staff member's profile.
Click the Payroll tab, then click Set up pay rate.
Turn on Fixed pay, Variable pay, or both (see below).
Click Save pay rate.
The first pay rate you set up applies from the date the staff profile was created. This date cannot be changed. To change a pay rate from a specific date later on, see Change a pay rate and choose an effective date below.
Fixed pay
Fixed pay is an amount paid regardless of how many sessions the staff member takes. It works well for roles like front office that do not take sessions.
Turn on Fixed pay.
Choose between Per month or Per week.
Enter the Amount.
For example, AED 5,000.00 per month means the staff member is paid AED 5,000.00 each month, whether or not they take any sessions.
Variable pay
Variable pay is based on the sessions a staff member takes.
Turn on Variable pay.
Set the Default rate. It applies to all subjects without their own rate.
Optional: add subjects that need a different rate. Select the subjects, set their rate, and add them.
Each rate (default or subject) uses one of three methods:
Revenue share: a percentage of the revenue from the class.
Per class: a fixed amount for each class.
Per student: a fixed amount for each student.
For example, set the default rate to 50.00% revenue share to split revenue equally with the staff member for every subject. Then add Swimming and Tennis with a 40.00% subject rate.
When calculating a session's pay, Classcard first looks for a rate set for that subject. If there is none, it uses the default rate.
Fixed and variable pay together
If both Fixed and Variable pay are on, they add up. The staff member is paid the fixed amount, plus variable pay for any sessions they take.
Calculation rules
These rules decide how variable pay is worked out for each session.
Which students count: only students marked Present or Absent – billable. Students marked Absent are not counted.
Revenue share: worked out on the charges of the students who count. Whether discounts and tax are included depends on your Revenue share basis settings (can be set up under Settings > General > Payroll).
Per student: paid for each student who counts, whether or not they have an invoice.
Trials: the trial price counts as revenue, like any other session.
Makeups: a makeup student marked Present or Absent – billable counts like any other student.
Extra makeups (beyond what the student paid for): they have no charge, so they add nothing to revenue share. Under per student, they still count. Per class is not affected.
Copy a pay rate from another staff member
Use this when several staff are paid similarly, like all swimming coaches.
Under People > Team > Staff, head to the profile of the staff member for whom you wish to set up the pay rate. On that staff member's Payroll tab, click Copy from another staff.
In the Copy pay rate dialog box, search and choose a staff member to copy a pay rate from. Classcard shows their fixed pay, default rate and subject rates.
Click on Copy and continue.
In the Set up pay rate sidebar, edit anything you need. For example, turn on fixed pay if the copied rate did not have any.
Click on Save pay rate.
⚠️ Copying does not save the pay rate for you. Click Save pay rate to finish.
Viewing pay rates
After saving, the Payroll tab shows the current pay rate, for example Fixed AED 5,000.00/month and Variable 50.00% revenue share, with the number of subject rates and the date it applies from. Click it to see the full details.
Change a pay rate and choose an effective date
When you edit an existing pay rate, you choose when the change takes effect. The part of the pay rate before that date keeps the old values, and the part after it uses the new ones.
On a staff member's Payroll tab, click the pay rate you want to change.
In the sidebar, make your desired changes, such as a new default rate, subject rates or fixed pay.
Then, click on Choose effective date.
In the When should these changes apply? dialog box, pick one of the options below:
From today: the new rate starts today. Earlier dates keep the existing rate.
From a past date: start the new rate on an earlier date - pick a date from the calendar drop-down.
From a future date: schedule the new rate for a later date - pick a date from the calendar drop-down.
Click Save changes (or Schedule change for a future date).
A timeline under the options shows the existing rate and the new rate, with a marker for today, so you can see how the change will apply before you save. Click Back to edit if you want to change anything.
You can't pick dates that are locked by a pay run. Only one change can be scheduled at a time.
💡 Tip: Use From a future date when a raise or new rate starts next month, and From a past date to correct a rate that should have changed earlier.
Pay rates set up before pay runs
If a staff member already had pay rates added on their profile under the old setup, they appear as subject rates on their current pay rate. Earlier rates were either per class or revenue share, so you will see those methods selected. The default rate for these staff starts at 0.00. You can edit these rates, add fixed pay, remove subject rates or set a default rate.