A pay run calculates what you owe your staff for a period. Set up pay rates for your staff first (see Set Up Staff Pay Rates), then create a pay run from People > Team > Pay runs.
Create a pay run
Go to the People main menu > Team > Pay runs and click on New pay run at the top right.
Choose the Pay period:
Select the Staff to be included in the pay run. You can search for staff in the search bar, or tick the checkboxes next to the staff members, which are grouped by role.
Click on Create pay run.
💡 If your academy pays on a different day, such as the 15th of every month, change the default start date from the ⚙️ Settings icon on the Pay runs page (which directs you to Settings > General > Payroll). Pay runs you create afterwards use these settings for their calculations. Refer to this article to help you understand Payroll settings.
Staff without a pay rate show a ⚠️ No pay rate warning. You can still add them to a pay run, but Classcard cannot calculate any pay for them.
The pay run page
Once you click on Create pay run, the page shows the pay period, the pay run status (In progress) and every staff member in the run. Each staff member is Open or Locked, with their fixed pay, variable pay, adjustments and total. You can:
Search and filter the list.
Use Bulk select to lock staff or remove them from the pay run.
Download the pay run, or delete it (see Lock, Unlock and Download a Pay Run).
Review a staff member's breakdown
Click a staff member to open their detailed breakdown, in three tabs.
Fixed
Fixed pay comes from the staff member's pay rate. For a full month at 5,000 per month, this shows 5,000. If the pay run covers only part of a pay cycle, fixed pay is prorated for the days covered.
Variable
Variable pay is calculated from the sessions the staff member took in the period, using their pay rate.
Attendance pending: sessions where any student's attendance is not marked are left out of the calculation. The totals shown already exclude them.
Session menu (three dots): open the event in a new tab, or remove the session from the pay run.
Prorata: pay adjusts to the session length. If a 60-minute session pays 100.00 and a session runs 75 minutes, prorata on pays 125.00. With prorata off it stays at 100.00.
Group by (to the right of Prorata): change how sessions are grouped, for example by location, subject or date.
Adjustments
Use adjustments for anything outside sessions and fixed pay, like a travel reimbursement for private sessions, or correcting an error from an earlier pay run.
Open the Adjustments tab and click Add adjustment.
In the Adjust pay dialog box, choose whether to add to the pay (the default) or deduct from it.
Choose the Reason from the drop-down options.
Enter the Amount and, optionally, a Note.
Once you confirm by clicking on the blue add or deduct button on the bottom right of the box, the amount is added to or deducted from the staff member's total.
Once you are happy with a staff member's numbers, you can lock them. See Lock, Unlock and Download a Pay Run.