Instructor hours for your martial arts school, ready for payroll.
Back-to-back classes, head and assistant instructors, grading nights and seminars. InstructorHUB turns your class schedule into each instructor's approved hours, handles the substitutes, and gives you a summary to enter into Xero, MYOB or your existing payroll system.
What is the best payroll option for a martial arts studio?
Use a payroll system such as Xero Payroll or MYOB for tax and payments. To track instructors and substitutes before you run it, use InstructorHUB beside it. InstructorHUB is the best fit when you already use Xero, MYOB or another payroll system for tax and payments but are still rebuilding teaching hours by hand from a timetable. It prepares approved hours and a gross-pay check, and your payroll system does the rest. If you have no payroll system yet, you need a full payroll processor first for tax, contributions and payments, and InstructorHUB can sit beside it.
What a martial arts evening looks like
An instructor often teaches several classes in one night. Here is how the hours, the cover and the extras stay straight.
Three classes in one evening
Kids Beginners at 4:30, Teens at 5:30 and Adult Fundamentals at 6:30 are three timetable classes, so one instructor's evening is three lines of expected hours with no timesheet to fill in.
Head instructor and assistants
The head instructor is paid at one rate, and the senior students who assist are paid at another. Each rate is its own pay category in the pay run, so entering the hours takes one line per rate.
The head instructor is at a tournament
Mark the instructor away for the weekend, choose a cover for each class, and cancel the one nobody can take. The hours move to whoever ran each class, at their own rate.
Grading nights and seminars
A grading night or guest seminar is a one-off session with its own work type and rate. It is approved with the week's regular classes and shows as a separate line.
From timetable to payroll in five steps.
- Import your timetableyour regular classes and teachers
- Hours generateexpected hours for every employee
- Record the changessubstitutes, covers and extra hours
- Review and approvethe whole period, in bulk
- Enter into payrollXero, MYOB or your own system
InstructorHUB prepares the hours. Your payroll system runs payroll.
InstructorHUB does
- Generates each employee's expected hours from the classes they teach
- Moves hours to whoever covered, at the cover's own rate
- Tracks cancellations, extra hours and different teaching roles
- Gives you approved hours by pay category for each person, with gross pay as a check
- Raises contractor invoices from approved hours
Your payroll system does
- Calculates tax, superannuation or retirement contributions, leave and deductions
- Pays your employees and works out net pay
- Handles statutory reporting and filing
Contractors are a separate lane. InstructorHUB turns their approved hours into invoices you can export as a Xero Bills file, a MYOB purchase bills file or a generic line-item CSV.
From your class schedule. Import it, assign each class to its instructors, and the expected hours for every instructor generate each pay period, class by class.
Mark the instructor absent, choose a cover for each class, or cancel a class for the day. The hours move to the cover at their rate, and your regular schedule is left alone.
Yes. Each person has their own rates, and a class can carry more than one instructor. Each rate shows as its own pay category line.
Add them as one-off sessions or staff time with their own work type and rate, and approve them with the regular classes.
The approved hours for each employee, by pay category: one line per kind of work at each rate, with hours, rate and subtotal. You enter those into Xero, MYOB or your payroll system against the matching earnings rate or pay item. There is no live connection, so you stay in control of what is entered.
No. InstructorHUB does not calculate, withhold or file tax, and it does not pay your employees. Gross pay and an employer-contribution estimate are shown as checks. Your payroll system, such as Xero Payroll or MYOB, works out tax, contributions, leave and net pay and makes the payment.
Many martial arts schools engage some instructors as contractors. InstructorHUB handles them in a separate lane: it turns their approved hours into invoices, which you can export as a Xero Bills file, a MYOB purchase bills file or a generic CSV. Employees are handled through the approved hours described above.
Turn your timetable into payroll-ready hours.
Start free for 14 days, no card. Import your timetable and see your first pay period's approved hours take shape.