Staff hours, schedules, and payroll reports

#Before you begin

• Confirm the pay period and studio time zone.
• Decide whether the question concerns scheduled teaching time, manually recorded Time Clock work, sales/commissions, calls, or a combined statistic.
• Verify the staff profile flags and rates that apply to the period.
• Correct missing or open Time Clock entries before relying on duration or pay totals.
• Limit payroll exports to authorized staff and approved storage.

#Choose the report

Important: Scheduled instructor hours and Time Clock hours are separate sources. Do not add them together unless the studio's approved payroll process explicitly requires it and prevents double counting.

#Review instructor schedules and hours

1. Open Reports > Instructor Schedule or Reports > Instructor Hours.
2. Enter the pay-period dates.
3. Choose the instructor, location, class type, or class filters needed for the review.
4. Apply the filters.
5. Compare a sample row with the class schedule and Calendar.
6. Check cancelled classes, substitutions, holidays, and schedule changes.
7. Generate the PDF or CSV only after the sample is correct.

Use Individual Instructor Hours when you want the instructor-hours view constrained to one person. Confirm that the selected instructor is displayed before exporting.

#Review Staff Time Clock

1. Resolve open or obviously incomplete entries from the staff profile or main Time Clock page.
2. Open Reports > Staff Time Clock.
3. Enter the pay-period dates and select the staff member or group.
4. Apply the filters.
5. Compare start time, end time, category, duration, and amount with the source entries.
6. Confirm whether archived entries are included or excluded.
7. Review the total before generating the PDF.

A time entry without an end time is not a completed work interval. A corrected entry can also change a payroll total; document the correction according to studio policy.

#Review commissions and staff-attributed sales

1. Open Reports > Staff Payroll Commissions.
2. Set the pay-period dates.
3. Select staff, location, and category filters.
4. Apply the filters and identify a known purchase.
5. Open the purchase and Sales Item when links are available.
6. Confirm the staff attribution, purchase status, category, and commission/rate setup.
7. Review cancellations, returns, refunds, and unpaid purchases before approving the total.

Use Purchases by Staff, Staff Stats, or Staff Totals when the question is performance or activity rather than a commission amount. Keep the chosen definition with the exported report.

#Build a payroll review packet

For each pay period, retain or record:

1. the period start and end dates;
2. the selected staff and locations;
3. source-entry corrections and who approved them;
4. scheduled hours and Time Clock hours as separate subtotals;
5. commission or staff-attributed purchase totals;
6. exclusions such as cancelled classes, archived entries, or refunded sales; and
7. the report names and generation time.

Dance Studio Manager reports support the review. The studio remains responsible for its wage, overtime, contractor, break, commission, and record-retention rules.

#Confirm the result

Before approving payroll, test at least one person end to end:

• staff profile and active/payroll flags;
• assigned class schedules;
• Time Clock entries and categories;
• applicable hourly rates or commissions;
• report rows and totals; and
• the final payroll destination used by the studio.

Have a second authorized person review material corrections when the studio's process requires it.

#Troubleshooting

#An instructor is missing

Check the staff profile's active, instructor, payroll, login-group, and location settings. Confirm the instructor is assigned to schedules in the selected period and clear optional report filters.

#Hours differ between reports

Determine whether one report uses scheduled class time and another uses Time Clock entries. Compare cancellations, substitutions, open entries, archived entries, location filters, and period boundaries.

#The amount is zero or unexpected

Verify the applicable staff default rate, Time Clock category rate, class-specific rate, and commission configuration. Do not assume which rate wins until precedence is tested for the studio's setup.

#A corrected entry is not reflected

Reload the report, confirm the entry's active/archive state and date, and reapply the filters. Save the entry identifier and report filters if the source and report still disagree.

#Payroll export contains private information

Stop distribution, store the file in the approved restricted location, and produce the smallest required export. Do not send payroll data through an unapproved channel.

#Related articles

• Reports overview
• Staff and Time Clock
• Manage class instructors and substitutes
• Manage Time Clock entries
• Roles and permissions