Run a pay period

Running pay in InstructorHUB is a single guided pass rather than a stack of separate jobs. Because the hours are already generated from your timetable, most of a run is confirming numbers that are right, then routing each person's pay and recording the period. For a typical studio this is a few minutes, not an afternoon.

The run moves through three states you will see at the top of the screen: Review hours, then Route and record, then Done. This tutorial follows that path start to finish. Work top to bottom and you will not miss a step.

Before your first real run it is worth reading The pay cockpit for what each part of the screen means, and Review and approve hours for the detail of checking a person's entries.

How it works

From the sidebar choose Pay run. InstructorHUB opens on the current period and has already generated the hours from your timetable, so the list is populated before you start. If you need a different period, step the period selector back or forward to the one you want to pay.

Work down the list, which shows one row per staff member with their sessions, hours, rate, and gross. Open any row to see the sessions behind the figure and correct anything in place, for example a wrong rate or a session that should not be there. A row flagged To review needs your eye; mark it Ready once you are happy with it.

InstructorHUB flags rows that cannot be paid cleanly, such as a payroll-included instructor with no applicable rate or a staff member missing pay details. Resolve these before you move on, because they are the things that would otherwise hold up the run. A person deliberately excluded from payroll should remain absent from the pay review while still being correctly assigned to their classes. When every payable row is ready, the period is ready to route.

Move to Route and record. InstructorHUB sends each person's pay the correct way for how they are engaged: a payroll figure for employees, an invoice for contractors, and a credit where you use one. Confirm to record the period. This is the moment the run is committed and the figures lock.

With the period recorded, you can export its data as a CSV file for your bookkeeping process. See Bookkeeping export for the available fields and a practical export checklist.

A recorded period stays put, but you are not stuck with an error. Reopen and rerun the period and InstructorHUB tracks the change so there is a clear record of what moved and why. See Rerun a period for how a rerun works.