Assign Pay Rates to Coaches
Creating a pay rate doesn't pay anybody. Assign Rates is where you tell Kilo GMS what each coach earns, so it knows what to pay when that person is assigned to an event on the Schedule.
You work one coach at a time. For the coach you select, your class and appointment types run down the side, and the roles someone can fill run across the top. Where a class and a role meet is what that coach earns when they're assigned to that class in that role.
What you can do with rate assignments
Give each coach a rate for every class and appointment type they run
Pay the same coach differently depending on the role they fill, such as coach or assistant
Add roles your gym uses, such as assistant or intern, alongside the standard Coach role
Create work types for anything that happens off the Schedule
Leave rates blank for event types a coach never runs
Before you start
Create your pay rates first. Go to Payroll → Pay Rates and build every rate you'll need, for example Group Coach, Group Assistant, and PT. Assign Rates picks from rates that already exist.
Mark your coaches. A staff member only appears in Assign Rates, and in the coach dropdown on the Schedule, once Is this staff member a coach? is checked on their staff profile.
How the grid works
Assign Rates shows three tables for the coach you select:
Class Rates: every class type from Events → Classes down the side, with a column for each class role.
Appointment Rates: every appointment type from Events → Appointments down the side, with a column for each appointment role.
Other Rates: any work types you create for work away from the Schedule, with an hourly rate for each.
Your class and appointment types are already there from your Events. The only thing you shape is the columns: the roles.
The standard role
Every gym starts with one role: Coach. You don't need to create anything to start assigning coaches on the Schedule.
Only ever one coach per session? The Coach column is all you need.
Coaches and assistants, or interns? Add a column for each extra role with + Create Coach Role For Class or + Create Coach Role For Appointment, then give each role its own rate.
Roles are shared across all your coaches, so you only set them up once. Then you decide which rate each coach earns in each role.
An example
Your gym has added an Assistant role next to the standard Coach role. Johnny coaches your large group classes. Sometimes he leads them, and sometimes he assists.
In the Coach column next to Group Class, assign the Group Coach rate.
In the Assistant column next to Group Class, assign the Group Assistant rate.
Johnny never teaches Hyrox, so leave that row blank.
When Johnny is assigned to a group class as the coach, he's paid the Group Coach rate. When he's assigned as the assistant, he's paid the Group Assistant rate.
How do I assign rates to a coach?
Go to Payroll → Assign Rates.
Select the coach in the Staff field. Only five coaches show in the dropdown, so type a name to find anyone else.
In Class Rates, assign a rate in each role column for every class type the coach runs, or might run.
In Appointment Rates, do the same for every appointment type.
In Other Rates, assign an hourly rate for any other work the coach does.
You don't have to fill in everything. Leave blank any event type or role a coach will never be assigned to.
Note: a coach assigned to an event with a blank cell earns nothing for it, and the payroll report shows zero. If there's any chance a coach will run a class type, give it a rate.
How do I add, rename, or remove a role?
Go to Payroll → Assign Rates and select any coach.
To add a role, click + Create Coach Role For Class or + Create Coach Role For Appointment, enter the name, and save.
To rename or delete a role, open the column menu (⋮) on that role and choose the option you need.
Changes to roles apply for every coach.
How do I create another work type?
Other Rates starts empty, because work away from the Schedule is different at every gym. Create a work type for each kind of non-event work you pay for, such as admin, cleaning, front desk shifts, or sales calls.
Go to Payroll → Assign Rates.
Click + Create Other Work Type.
Enter the name and save.
Work types you create here are also what staff select when they log hours under Payroll → Work Hours.
Assigning coaches on the Schedule
When you add a coach to an event on the Schedule, you choose the coach and the role they're filling. The role you pick decides which rate from Assign Rates they're paid.
A coach isn't required on every event. If you don't have staff yet, or a session doesn't need a coach, click the trash can icon on the coach line and save the event without one.
Frequently asked questions
Why is a coach's payroll showing zero?
Almost always because the cell for that event type and role is blank. Open Payroll → Assign Rates, select the coach, and check the row for the class or appointment in question under the role they were assigned. Assign a rate if it's missing, then generate the payroll report again.
Do I need to create roles before I can assign coaches on the Schedule?
No. The Coach role is there as standard, so any staff member with Is this staff member a coach? checked can be assigned right away. Only add roles if you pay differently for them, such as assistants or interns.
Can one coach have more than one rate?
Yes, and most coaches do. A coach can earn a different rate for each event type and role, plus hourly rates for other work.
Do I have to fill in every cell for every coach?
No. Only fill in the event types and roles a coach actually runs, or might run.
Can two coaches be paid differently for the same class?
Yes. Assign both coaches to the event in different roles, and each is paid the rate in their own grid for that role. Two coaches in the same role can also earn different amounts, because each coach's grid is set separately.
I created a role by mistake. Can I remove it?
Yes. Open the column menu (⋮) on the role to rename or delete it.
Why can't I find a coach in the list?
Only five coaches show by default. Type their name into the Staff field. If they still don't appear, check that Is this staff member a coach? is checked on their staff profile.
Helpful tips
Build your pay rates before you come here, since assignment picks from rates that already exist.
Keep your roles simple. If everyone is just a coach, one column is all you need.
Work through one coach at a time, covering their classes, appointments, and other work before moving on.
Assign rates to a new coach as part of onboarding them, not on the day payroll is due.
Check Assign Rates first whenever a payroll report looks wrong.
If you have questions about assigning pay rates in Kilo GMS, our Support team is happy to help. Reach us at hello@usekilo.com.