Payroll Features in Kilo

Payroll features are listed under the Financials tab in Kilo and are available only to the account owner/administrator by default. Account admin may opt to allow a Staff member access to the “Payroll” feature in Staff Permissions.

How to Assign Roles

With the flexibility of payroll reporting in Kilo, the same coach can have several rates assigned for various event types or roles that they fulfill (head coach vs. assistant coach).

A coach can also be assigned roles that are outside of coaching class or appointments including sales calls, administrative work, and cleaning.

When creating a Class or Appointment on the Schedule you will now add a Coach and the ‘Role’ associated with that class or appointment.

• More than one coach can be assigned to the same event on the Schedule.
• Coach payout amounts are no longer visible from Scheduling in Kilo.

Creating Pay Rates

When creating pay rates in Kilo, you can add multiple pay rate types including Base Rate, Hourly Rate, and an additional rate per head.

1. Go to Financial in the left menu of your Kilo system → Pay Rates
2. Click the blue action button → Add Pay Rate title
3. Add Name,
4. Select Base or Hourly Rate
5. Add the amount

6. Click Save.

   

Anytime an Event is attached with this pay rate, the coach will be accounted for on the Payroll Report for this amount.

Pay a Base Rate

1. Name the Base Rate (i.e. CrossFit Head Coach, Group Fitness Assistant Coach, Intern)
2. Select Base Pay Rate in the slide out
3. Enter the dollar amount associated with this pay rate
4. Save

Pay a Base Pay Rate + Add Per Head

1. Select Base Pay Rate and click the “Add Per Head” button.

   

2. Add the number of attendees and associated rates. (
   1. You may opt to have one rate per head, as in the screenshot above where every attendee from 1 to infinity will add $3.00 to the $25 base rate.
   2. You may also opt to have several per head rates based on the number of attendees, such as "1-3 pays $1.00 per attendee." Then, click the plus sign and add "4-10 = $2.00 per attendee," etc.
3. It is possible to have a $0 Base Rate and opt to only pay-per-head.
4. Check the box "Include No Shows" if you prefer to include members who sign up but are a ‘No Show’ in the per head rate.
5. Save

Pay an Hourly Rate

The Hourly Rate allows flexibility to pay for events like supervising Open Gym, completing administrative work, or cleaning hours. In these cases, the staff is paid for more than a simple event on the Schedule.

1. Name the Hourly Rate (i.e. Cleaning, Lead Outreach, etc.)
2. Select Hourly Pay Rate in the slide out
3. Enter the hourly dollar amount associated with this pay rate
4. Save

Assigning Pay Rates

1. Go to Financial -> Assign Rates
2. To begin assigning rates, first select the coach to which you'll be assigning rates.
   1. Only 5 coaches will show by deflaut so you may need to search for a coach by typing their name into the Staff field at the top of the page.
3. You will see all your available Class Rates, Appointment Rates and Other Rates.  By default, the column Coach is pre-added.  You can create additional roles by clicking the blue +Create Coach Role for Class (Appointment) (Other Work type).

4. Roles will be added to all Coaches as you add the different types into the system.

5. You are now ready to assign the Coach role for each particular Coach. In the example below, Demo Coach will receive Level 1 pay for Kids Group Classes and the 9 week speciality course. Pay rate for CrossFit Class and Saturday class will be the CrossFit class rate.

   

Log Work Hours

Gym owners can add these hours for any staff member or a coach can log their own hours.

Select the work done and how many hours were worked in order to log hours.

Payroll Report

Before proceeding with a Payroll Reropt, you will need to ensure that:

• Pay Rates are created
• Pay Rates are properly assigned to all coaches
• All attendance data is correct in the Schedule

To generate a Payroll Report:

1. Go to Financials -> Payroll Report
2. Choose or create the pay period that you wish to view
   1. Create new pay period is at the bottom of the list in the pay period drop-down menu
   2. If you have trouble saving a payroll period. It is likely because there is an overlap of dates with a previously created pay period. If so, find and edit or delete the pay period causing overlap.
   3. This is discussed in depth in the Payroll Report Update video here.
3. Click Generate Report in the Actions Menu
4. You will see a list of Coaches and they total payroll amount. 
   1. If you click on an individual staff member, you will see a sidebar with an itemized list of the event, pay rate, date, and number of attendees.
5. If discrepencies are notes, you may:
   1. Return to the Schedule and update reservations/attendance.
   2. Update pay rates
   3. Update rate assignments
6. If any changes are made to the items in point 5, you must regenerate the Payroll Report to update the data. The data is not updated automatically. 

Closing a Payroll Report

Once the report is correct and coaches are paid, you'll utilize the "Close Report" option in the Actions button to lock both the report and the pay period. This prevents further changes from being made to a time period that has already been paid out. 

If you have further questions about the Payroll Reporting features in Kilo, please email our Support team at hello@usekilo.com.