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Running Payroll

Calculate and pay your instructors for a completed week. GRADR builds each instructor's total from their class assignments and pay rates — you review, adjust if needed, and pay out in one step.

Prerequisites​

  • Instructors added with pay rates set — see Instructors.
  • Classes assigned to instructors in the Schedule for the week you're paying — see Schedule.
  • PayPal connected if you want to pay electronically — see Billing & Payments. (You can also mark payments as paid manually.)

Step 1: Navigate to the Correct Week​

  1. Go to Payroll.
  2. Use the Previous Week / This Week / Next Week buttons to navigate to the week you want to pay.

Payroll can only be generated for completed weeks. The current week will not be available until it ends.

Step 2: Generate Payroll​

  1. Click Generate Payroll.

GRADR calculates each instructor's pay from their shifts that week — coach shifts at their coach rate and assist shifts at their assist rate. All instructors with shifts appear as line items.

Step 3: Review and Adjust​

Check the totals before paying. If anything needs correcting:

  • Adjust a total — click the amount in an instructor's adjustment cell and type the value (positive for a bonus, negative for a deduction). It applies inline; there's no note field.
  • Exclude a shift — open an instructor's detail (click their name) and flip the No-Show toggle on any shift they didn't actually teach, to drop it from their pay.

Totals recalculate immediately.

Step 4: Pay Out​

Via PayPal (batch):

  1. Click Pay All via PayPal to initiate a single batch payout to all instructors with a PayPal email on file.
  2. Records update to Processing. Once PayPal confirms, they update to Paid.

Via PayPal (individual):

Click Pay next to a single instructor (shown when they have a PayPal email on file) to pay them separately.

Manually:

Click Mark Paid next to an instructor — or Mark All Paid to settle the whole week — to record payments made outside GRADR (cash, bank transfer, etc.).

Step 5: Handle Failures​

If a PayPal payout fails:

  1. The record shows Failed status.
  2. Correct the issue — usually an invalid or missing PayPal email on the instructor's profile.
  3. Retry the individual payout from the record.

Next Steps​

  • To update an instructor's pay rate going forward, edit their profile in Instructors.
  • For a full reference on payroll features, see Payroll.