Payroll

Payroll runs staff pay for a period and produces payslips.

When you'd use this

Paying your team for a period.

Running a pay period

Open Finance → Payroll and press New Period. The new period always starts the day after your last period ended, so there's never a gap in coverage — that start date is shown and fixed for you. Choose the length with a preset button: Monthly (a whole calendar month), Semi-monthly (splits the month into 1st-15th and 16th-end), or Weekly (7 days). The name and end date fill in automatically. Use Customise name & end date for an odd-length period. Your first-ever period lets you pick its start date; after that each one follows on from the last. To fix an existing period's name, click the pencil next to it in the period picker. You can't create a period with a gap, an overlap, or a backwards date — so pay can never be counted twice, split ambiguously, or leave days uncovered.
The figures (base pay, commission, gross, tax and net for each person) calculate automatically when you open the period — press Recalculate any time to refresh after a change. Commission combines: course commission (their share of the courses/dives they led, at their course rate) and retail commission (their POS sales in the period × their retail rate). Each appears as its own line on the payslip. Any bonuses — added on a team member's profile, or directly from a booking's Continued Education section (pick any staff member, not only the one assigned to that booking) — show immediately in the table's Bonus column while the period is open (marked as pending until you close), are added to gross and taxed like the rest of pay; a person whose only pay this period is a bonus still gets their own row. When more than one period is open, the bonus and deduction cards show a picker with each period's dates so you always choose where the money goes — it defaults to the period covering today; any deductions (e.g. lunch, fronted kit) are then subtracted after tax to give net pay. Both are listed on the payslip.
Press Pay staff. A short review opens: choose how everyone was paid (cash, bank transfer, etc.) with one setting, and change it for anyone paid differently. It also re-checks the commission for you and flags anything that needs a look (a reopened booking, a refund, a changed split) with a link to Finance → Commissions — you can still pay, it's just a heads-up. Confirm to record everyone as paid in one step: it locks the numbers, creates each person's payslip, and books the wages to your accounts (cash comes out of your Cash Drawer, transfers out of your Bank, so both stay correct).
Set the Pay date (it pre-fills from your centre's pay day if you've set one), then press Release payslips to make them visible to staff under My Pay. Nothing is shown to staff until you release.
Press Email all to email everyone their payslip (PDF attached), or use the per-row Resend. Each row also has a Payslip PDF.

Reopen a paid period (undo a mistake)

Paid a period and then spotted a mistake — a wrong amount, a missed bonus, or the wrong payment method? Press Reopen period on a paid period and confirm. This cleanly reverses the pay: the wage entry is voided (it leaves your P&L, cash drawer and bank), any staff advances and shop-tab deductions are put back, commission returns to to review, and payslips are hidden from staff again. The period becomes fully editable again — fix what you need, then Close and Pay staff as normal.

It reverses everything at once — you can't part-undo it.
If your centre syncs payroll to external accounting, reopening isn't available yet (the external entry can't be pulled back automatically).

Pay someone early (e.g. a leaver)

Sometimes you need to pay a staff member before the period closes — most often because they're leaving. While a period is Open, each person's row has a Pay early button.

Press Pay early, enter the amount to pay them (their take-home for what you owe so far), choose how you paid (cash, bank transfer, etc.) and the payment date, then confirm. This records a real payment straight away.
Their row shows an "Advanced …" chip. They stay on the payroll — they aren't removed.
When you later Close and Pay staff, their pay is worked out in full as normal and the amount you already paid is deducted, so they receive only the balance. Nobody is ever paid twice. If you paid them everything they were owed, their balance at close is simply zero.
Made a mistake? While the period is still Open, the chip has an undo (×) that reverses the early payment. Once the period is closed, correct it the normal way instead (it can't be undone with one click after that).

Good to know:

Keep a leaver active until the period is paid, then mark them inactive. If you deactivate them first, the system stops counting their pay for the period and the early payment has nothing to be taken from.
The money is recorded as an advance (money owed back) until the period settles it — so your books stay balanced and the wage cost is only counted once, on payday.
If your centre syncs payroll to external accounting, early payments aren't available yet.

See how a commission was calculated

On the payroll table, any Commission amount is a button — press it and the row expands to show every line behind the figure: each course/dive payment (with the split % if instructors shared a group) and each retail sale on its own line (customer or "Walk-in" · date · rate), with a Commission total that matches the column. The per-sale retail lines add up to the exact same total that's paid — a refund shows as a negative line.
On Open and Closed periods the breakdown is calculated live. On Paid periods it shows the exact lines frozen on the payslip, so it always matches what was paid.
Each person's name links to their Team profile, where a Pay History section lists every period they've been paid in (base, commission, net and the payslip PDF). See team.md.

Set your pay day (optional)

In Settings → Centre Info, a payroll pay day (1-31) lets each new period's pay date pre-fill automatically.

For staff: My Pay

Every staff member sees only their own pay under My Pay (in the sidebar): their latest payslip, year-to-date totals, full history, a full breakdown, a Download PDF, and an Email me button. The breakdown shows Commission and Bonus (continuing education, tips) as two separate sections — both on screen and on the PDF. A staff member sees their con-ed on their payslip as soon as it's added, as an estimate (just like commission), not only after the period is paid; it's added to their gross. They only see a released or already-visible payslip — the full history follows the same release rule.

Tips

Periods move through Open → Closed → Paid, and payslips through draft → released.
A paid payslip is locked. Once a period is marked paid, its payslips are frozen — changing a team member's tax rate, or editing a booking later, won't rewrite a payslip that's already been paid. New rate or commission changes only affect future unpaid periods.
Marking a period paid twice is safe. It won't create duplicate payslips or post the wage journal a second time.
Part-periods are pro-rated. For monthly or yearly staff, a period that isn't a full calendar month (e.g. someone who started mid-month) is pro-rated by the number of days. A full calendar month is paid in full as before.
Retail commission rates are set per person on the Team member's profile (Retail Commission Rate %), with an optional centre-wide default in Settings → Commissions. Pick the Salesperson on each sale at the till. Refunds reduce that person's commission automatically.

team.md, profile.md