Payroll in Kilo GMS is where you build pay rates, assign them to coaches by role, and log work hours so staff pay is calculated for you. Payroll features live under the Payroll tab and are available to the account owner or administrator by default. An admin can also give a staff member access to the Payroll feature in Staff Permissions.
What you can do with payroll
Create base rate, hourly rate, and per-head pay rates
Assign several different rates to the same coach
Pay by attendance tier
Pay for non-coaching work such as sales calls, admin, and cleaning
Choose whether no-shows and late cancels count toward per-head pay
Log work hours for staff, or let coaches log their own
How coach roles work
The same coach can have several rates assigned for different event types or for the different roles they fill, such as head coach versus assistant coach. A coach can also be assigned roles outside of coaching classes and appointments, including sales calls, administrative work, and cleaning.
When you create a class or appointment on the Schedule, you 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 not visible from the Schedule
How do I create a pay rate?
You can create several pay rate types, including a base rate, an hourly rate, and an additional rate per head.
Go to Payroll → Pay Rates.
Click the blue action button, then Add Pay Rate.
Enter a Name for the rate.
Select Base Rate or Hourly Rate.
Enter the amount.
Click Save.
Any event attached to this pay rate accounts for the coach on the Payroll Report at that amount.
Name each rate for the role it covers, for example CrossFit Head Coach, Group Fitness Assistant Coach, or Intern. The name is what you pick from when you assign rates later.
Base rate vs. hourly rate: which should you use?
Situation | Use a base rate | Use an hourly rate |
|---|---|---|
Coaching a class or appointment | Yes | No |
Pay should scale with attendance | Yes, add per head | No |
Open gym supervision, admin work, cleaning | No | Yes |
Staff is paid for time rather than an event | No | Yes |
How do I pay a base rate?
Name the base rate.
Select Base Pay Rate in the slide out.
Enter the dollar amount for this pay rate.
Click Save.
How do I add per-head pay to a base rate?
Select Base Pay Rate and click Add Per Head.
Add the number of attendees and the associated rates. You can use a single rate per head, so that every attendee from 1 upward adds $3.00 to a $25 base rate.
To set several per-head rates based on attendee count, click the plus sign and add each band, for example 1 to 3 pays $1.00 per attendee, then 4 to 10 pays $2.00 per attendee.
Check Include No Shows, Include Late Cancels, or both if you want members who signed up but were marked No Show or Late Cancel to count toward the per-head rate.
Click Save.
You can set a $0 base rate and pay only per head.
The Payroll Report does not count anyone left as Reserved when a base rate pay rate is used.
How do I pay attendance-based tiers?
Tiers use the same per-head control, with a different rate for each attendee instead of one rate for all of them.
Select Base Pay Rate and click Add Per Head.
Add the number of attendees and the associated rates.
Example 1, with a $0 base rate:
1st attendee: coach paid $33
2nd attendee: coach paid $15
3rd attendee: coach paid $15
4th attendee: coach paid $10
Example 2, with a $20 base rate:
1st attendee: $0
2nd attendee: $0
3rd attendee: $12
4th attendee: $0
5th attendee: $0
6th attendee: $12
How do I pay an hourly rate?
The hourly rate covers events like supervising open gym, completing administrative work, or cleaning hours, where staff are paid for more than a single event on the Schedule.
Name the hourly rate, for example Cleaning or Lead Outreach.
Select Hourly Pay Rate in the slide out.
Enter the hourly dollar amount for this pay rate.
Click Save.
How do I assign pay rates to a coach?
Go to Payroll → Assign Rates.
Select the coach you are assigning rates to. Only five coaches show by default, so you may need to search by typing a name into the Staff field at the top of the page.
Review your available Class Rates, Appointment Rates, and Other Rates.
To create a role, click the blue +Create Coach Role button for the class, appointment, or other work type.
Assign the coach role for each coach.
Roles are added to all coaches as you add the different types into the system. A single coach can be set to Level 1 pay for kids group classes and a specialty course, while their CrossFit and Saturday classes use the CrossFit class rate.
How do I log work hours?
Gym owners can add work hours for any staff member, and coaches can log their own hours. Select the work done and the number of hours worked.
Staff members cannot view their logged work hours. Owners can download the staff member's CSV report and share it with them for review.
Frequently asked questions
Who can see payroll features?
The account owner or administrator, by default. An admin can also give an individual staff member access to the Payroll feature in Staff Permissions.
Can I assign more than one pay rate to the same coach?
Yes. The same coach can have several rates assigned for different event types and roles, such as head coach versus assistant coach, plus roles outside of coaching like sales calls, administrative work, and cleaning.
Can two coaches be assigned to the same class or appointment?
Yes. More than one coach can be assigned to the same event on the Schedule.
Are coach payout amounts visible on the Schedule?
No. Payout amounts are not visible from the Schedule.
Do athletes still marked Reserved count toward per-head pay?
No. The Payroll Report does not count anyone left as Reserved when a base rate pay rate is used.
Can I include no-shows and late cancels in per-head pay?
Yes. Check Include No Shows and Include Late Cancels on the pay rate. Either box, or both, can be checked.
Can I pay only per head, with no base rate?
Yes. Set the base rate to $0 and add your per-head rates.
Can staff members see their own logged work hours?
No. Staff cannot view their logged hours. Owners can download the staff member's CSV report and pass it along for review.
Helpful tips
Name each pay rate for the role it covers, so the right rate is obvious when you assign it
Use hourly rates for work that is not tied to attendance
Set a $0 base rate when you want to pay per head only
Search by name on Assign Rates; only five coaches show by default
Check athletes in rather than leaving them Reserved, so per-head pay counts them
When payroll features are most helpful
Paying a head coach and an assistant coach different rates for the same class
Rewarding coaches for larger classes through per-head pay
Paying for open gym supervision, admin time, or cleaning
Tracking hours for staff who log their own work
Setting up a new coach with rates across classes, appointments, and other work
If you have questions about payroll features in Kilo GMS, our Support team is happy to help. Reach us at hello@usekilo.com.