Speed up payroll with the Combined Payroll report
Eliminate the need to pull 3 or more separate payroll reports to pay your employees by using Momence new Combined Payroll report.
To view it, click Analytics > Reports > scroll to the Staff Payroll section > click Combined Payroll.
This report is especially time saving if your employees teach classes, appointments and/or also happen to clock in. Its columns include Gross Revenue, Teacher Payout, # of Classes, # of Appointments, Appointments in Hours, and Hours Clocked In.
Click the teacher's name for a detailed breakdown by Classes, Appointments and Clock-Ins.
Guarantee the Correctness of Payroll
Inaccuracies in your teacher payouts can occur for a number of reasons. We'll cover how to rectify any errors.
If a teacher's payroll shows "0" check that a pay rate has been assigned for that particular event or appointment.
For classes (events): click the link to the class listed in the report > click Actions > edit the class > Under the 'This is a past class' section, click on the 'Edit past class' button > toggle on 'Set a pay rate'> choose a payrate and Submit. Back on the report, refresh the page by clicking the 'apply filters' button.
For appointments: check the date and time of the appointment, then head to the appointment schedule and open the reservation > click Edit > update the pay rate. Back on the report, refresh the page by clicking the 'apply filters' button.
What if my teacher has the incorrect payout?
This might have to do with how their pay rate is set up. Review the pay rates settings from Studio Setup > Payrates > edit the pay rate. Double check that each setting matches your intention.
Here's a short explanation of each major category:
A base rate is the amount the instructor gets paid for teaching the class, regardless of how many customers register.
Pay per customer tacks on an additional amount for each customer that shows. (note: you can choose to use just Pay per Customer without a base rate if you prefer)
A Percentage split looks at the revenue of each customer and allows you to split it with the teacher.
A flat rate looks to see if the attendee list hits a certain number. If it does the teacher gets what you've listed in that field.
Only count customers who are checked in: if a customer isn't checked in for an appointment or class, this won't result in the teacher getting paid for their presence.
Include customers who have late cancelled: If this is toggled on, teachers will still get paid if a customer late cancels.
Why is my teacher not getting paid for late canceled appointments?
This is likely to do with a pay rate setting not being turned on called 'Include customers who have late cancelled'. Locate the payrate for this teacher from Studio Setup > Pay Rates. Check that this setting is toggled on.
Revenue and Profitability
How is a class’s Profitability calculated?
By looking at the class’s Earned Revenue minus the Teacher’s Payout for that class. (both will show on the class details page)
How is the Earned Revenue calculated?
From drop-in payments and subscriptions used to register for the class.
How is Earned Revenue calculated when Subscriptions and Packs are used?
With Limited Use Memberships (and Packages), if you have a $100 subscription (or package) of 10 credits, each credit is worth $10.
So even if the drop-in price of the class is $25, when a customer uses this subscription or pack to book a spot in that class, the earned revenue from this individual booking is always going to be $10.
With an Unlimited Membership, earned revenue is calculated as the renewal price paid for the membership divided by the current number of bookings in this renewal. In other words, as more bookings occur, this figure will continue to divide down by the number of bookings.
Important: with unlimited memberships, earned revenue is calculated as the lesser of two options:
a) either the classes' drop-in price (ex. $25); or
b) the customer's membership renewal price divided by the customer's current usage: (ex. $250 a month divided by 8 = $31.25).
Here are 2 Examples
1) In the case above, the earned revenue for this customer's booking of this class is calculated as the drop-in price of $25. This is because $25 is less than $31.25.
2) But what if a client is on their 11th class (250/11 = $22.73)? Since $22.73 is less than the drop-in price of $25, earned revenue for this class booking is calculated as $22.73.
Favoriting reports
Favoriting a report puts it at the top of your Reports page under its own special section. This can be done using the star icon in the top right of any report. To get to reports click Analytics > Reports.
Ensure teachers that attend other's teachers classes aren't included in Payroll
If teachers sometimes attend other teachers classes, you can control if this attendance is factored into payroll with the Counts as non-paid for teacher payroll setting.
This setting lives in a subscription creation page just below the price and should be toggled on.
To create a staff membership, click Memberships > Subscriptions & Packs > Create > toggle on 'Counts as non-paid for teacher payroll' > choose what it can be used toward, and -- most importantly -- from the subscription index page, do NOT make this subscription available at checkout. It will now only be available to those you share the link with, or to those who you add to the subscription.
Why does the Total Sales Report filter out sales paid by money credits?
Money Credits are store credit. They've already been paid for, and aren't considered new revenue. Customers can buy them in a POS transaction to use later on, much like a gift card.
Within the Total Sales Report, the default filter setting is to remove all sales paid for with money credits. This is to avoid double reporting revenue. For example, if someone buys $20 of money credits, then spends those credits on a class worth $20, reporting both transactions would total $40.
This default filter removes all transactions where a customer used money credits to purchase other things like class bookings or memberships.
How to save your payroll reports as PDFs outside of Momence
Momence does not currently have a pdf option. But you can download payroll reports (and others), open them with a spreadsheet app like Excel, Numbers, or Sheets, and save them as PDFs.
To see your options > download the file from the reports page you're on in Momence.
Open your downloads folder and right click the file > then click 'Open with' and choose your spreadsheet app.
Within each app, there should be a PDF option. For instance, in the Numbers app, use File > Export To > PDF.
Email Notifications for larger reports
Sometimes the need arrises to run a report that asks for a lot of data -- enough that it can take some time to gather it all.
Momence will notify you by email when a report has finished loading. So rather than twiddling your thumbs, you can move on to the next task at hand.
If the report you're requesting is large enough to warrant an email notification, you'll see a pop up notifying you of this. When its done, an email with a link to the loaded report will arrive, taking you right to where you left off.