Creating a pay rate does not pay anybody. Assign Rates is where you connect each rate to a coach and the role they fill, so Kilo GMS knows what to pay when that person appears on an event. Think of it as a grid: every coach down one side, every class, appointment, and other work type across the other, and a rate in each cell that applies to them.
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
Create the roles your gym uses, such as head coach, assistant coach, or intern
Create work types for anything that happens off the Schedule
Leave roles unassigned for coaches who never fill them
How coach roles work
A role is what somebody is doing at an event, and the rate is attached to the role rather than to the person. That separation is what lets a head coach and an assistant coach be paid different amounts for the same class, and it is why more than one coach can be on a single event without their pay getting tangled.
The same coach can hold several rates at once. One coach might be on Level 1 pay for kids classes and a specialty course, while their CrossFit and Saturday classes use the CrossFit class rate.
Roles are not limited to coaching. A coach can also hold rates for work away from the Schedule, such as sales calls, administrative work, and cleaning.
Once a role exists, it is available across all of your coaches. You do not create it again for each person, you just decide which of them get a rate for it.
How do I assign rates to a coach?
Go to Payroll → Assign Rates.
Select the coach you are assigning rates to. Only five coaches show by default, so type a name into the Staff field at the top of the page to find anyone else.
Review the coach's Class Rates, Appointment Rates, and Other Rates.
Assign a rate for each class type the coach runs.
Assign a rate for each appointment type the coach runs.
Assign a rate for any other work the coach does.
You do not have to fill in everything. If a coach is never an assistant or an intern, leave those roles unassigned for them.
A coach with no rate assigned for an event type earns nothing for it, and the payroll report shows zero. This is the most common reason a report comes back emptier than expected, so check the coach's assignments here before looking anywhere else.
How do I create a coach role?
Your class and appointment types come from your Schedule setup, but the roles people fill within them are yours to define.
Go to Payroll → Assign Rates.
Find the class or appointment type you want to add a role to.
Click + Create Coach Role.
Enter the role name.
Save the role.
You can edit or delete a role later, so a typo or a role you stopped using is easy to clean up.
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.
Save the work type.
Work types you create here are also what staff select when they log hours under Payroll → Work Hours.
Frequently asked questions
Why is a coach's payroll showing zero?
Almost always because no rate is assigned to that coach for that event type. Open Payroll → Assign Rates, select the coach, find the class or appointment in question, and check whether a rate is set. Assign one if it is missing, then generate the payroll report again.
Can one coach have more than one rate?
Yes, and most coaches do. A rate is attached to each combination of coach and role, so the same person can be on one rate for CrossFit classes, another as an assistant coach, and another for admin work.
Do I have to assign every role to every coach?
No. Assign only the roles a coach actually fills. Someone who never works as an intern does not need an intern rate.
Can two coaches be paid differently for the same class?
Yes. Put both coaches on the event with different roles, and each is paid at the rate assigned to their own role.
I created a role by mistake. Can I remove it?
Yes. Roles can be edited or deleted, so you can rename one that was typed wrong or remove one your gym no longer uses.
Why can't I find a coach in the list?
Only five coaches show by default. Type their name into the Staff field at the top of the page.
Helpful tips
Build your pay rates before you come here, since assignment picks from rates that already exist
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 assignments here first whenever a payroll report looks wrong
Name roles for what people actually do at your gym, so the grid stays readable as your team grows
If you have questions about assigning pay rates in Kilo GMS, our Support team is happy to help. Reach us at hello@usekilo.com.