Include or exclude someone from payroll

Every staff member has an In payroll switch on their Profile tab. It answers one practical question: should this person's teaching create payable hours in InstructorHUB? This is a deliberate studio decision for each profile. It is not decided by whether someone is the studio owner, an admin, a manager or an instructor.

Leave In payroll on when the studio wants InstructorHUB to include that person in pay review. They then need the rate rules that apply to their teaching. Turn it off when the person still teaches or covers classes but is paid outside this pay run, is salaried without class-by-class pay, volunteers, or is not paid. Their name stays on the timetable exactly where it should be.

Owners choose for themselves

A studio owner is not automatically excluded from payroll. Some owners pay themselves through the same process as their team and keep In payroll on. Others teach but do not pay themselves through InstructorHUB and keep it off. Both are valid. The studio decides from the staff profile.

The same rule applies to every other person. Role controls access. Instructor assignment records who taught. Payroll inclusion decides whether that person's assigned occurrence needs to become payable. Keeping these three things separate lets the timetable remain accurate without forcing everyone into the same pay treatment.

What happens to a class

InstructorHUB evaluates each class occurrence against the person assigned to that date.

• If that person is included in payroll, the occurrence is payable and needs the applicable rate.
• If that person is excluded from payroll, the occurrence stays assigned and visible, but does not need a rate and does not create a missing-payable-hours warning.
• If nobody is assigned, resolve the teaching allocation before pay unless the class is deliberately excluded from timetable, hours and payroll.

This also applies to a one-date cover. If an owner who is outside payroll covers an instructor's class for one date, the cover is recorded but does not create payable work. If a payable teacher covers the owner's class, that teacher's own inclusion and rate make the covered date payable.

Change the setting safely

Open Setup, choose Staff, open the person and review In payroll before changing it. Make the decision before the next pay period is reviewed. Do not add a nominal rate to hide a warning for someone who is not meant to be paid. Correct the payroll setting instead.

For the related rate setup, see Set default and custom rates. For how covers work on one date, see Cover and substitutes.