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Booking Payroll & Coach Pay

This page explains how coach pay is tracked on lesson bookings and how it flows into your financial reports. Use this to understand what your coaches are owed and how Gurail calculates those amounts.

How Coach Pay Is Calculated

When you create or edit a lesson booking (private or group), Gurail automatically calculates how much the coach is owed based on:

  • The coach pay rate set on the lesson type
  • Whether the rate is per hour or per session
  • The duration of the booking (for per-hour rates)
  • The number of coaches assigned
Rate type Formula
Per hour Coach pay rate x duration (hours) x number of coaches
Per session Coach pay rate x 1 x number of coaches

Example — per hour: A private lesson with a $50/hr coach rate, 1.5 hours, and 1 coach = $75 coach pay.

Example — per session: A group lesson with a $30/session coach rate, 2 hours, and 2 coaches = $60 coach pay (duration doesn't matter).

Where You See Coach Pay on a Booking

When you open a lesson booking, the Cost Summary section shows:

  • The breakdown: number of coaches, rate, and duration
  • Net Revenue = what students pay minus coach pay

Note

Court rentals do not show coach pay — it only applies to private and group lessons.

Per-Coach Rate Overrides

By default, all coaches use the rate set on the lesson type. If a specific coach should be paid a different amount:

  1. Go to Settings > Lesson Types & Pricing.
  2. Open the lesson type you want to adjust.
  3. Set a Coach Rate Override for that specific coach.

The override applies to all future bookings with that coach and lesson type. Existing bookings are not affected.

Reviewing Coach Payroll

To see what you owe each coach for a given period:

  1. Go to Reports > Financial.
  2. Select the date range you want to review.
  3. Scroll to the Coach Payroll section.

You'll see each coach listed with their lesson count and total coach pay. Click on a coach's name to expand and see every individual booking that makes up their total — including the date, time, court, lesson type, number of students, revenue, and coach pay.

Tip

Use the drill-down view to verify specific bookings before paying your coaches.

Which Bookings Count Toward Payroll

A booking appears in the Coach Payroll section when all of these are true:

  • A coach is assigned to the booking
  • The booking is a private or group lesson (not a court rental)
  • The lesson has already ended
  • The booking is not cancelled

Warning

Coach pay is owed regardless of whether the student has paid. A completed lesson always counts toward payroll, even if the student's payment is still outstanding.

Paying Your Coaches

Gurail tracks what each coach is owed, but payments happen outside the system. After reviewing the Coach Payroll section, pay your coaches through your preferred method (e-transfer, cheque, cash, etc.).

How Coach Pay Affects Your Financials

The Coach Payouts total appears on the Financial Report's summary cards. Gurail uses it to calculate your profit margin:

Net Profit = Total Revenue - Coach Payouts

This gives you a clear picture of your actual earnings after coaching costs.