To manage payroll accurately in PushPress Core, two key requirements must be met:
Pay rates must be set in the staff profile for classes/events and in appointment settings for appointments.
Staff must check into classes or appointments within 2 hours of the start time.
Note: Late staff check-ins may take 24-48 hours to reflect correctly in the Payroll Report. Encourage your staff to check into their classes and appointments at the beginning of the session If late check-ins require pay rate changes for past periods, ensure to delete and re-add the check-in with the revised rate to update payroll reports accurately.
Early Check-ins Early check-ins on the same day will not disrupt payroll reporting. They are processed correctly, and hours will appear in the reports as expected. However, problems may arise if check-ins are made days in advance, especially around payroll run dates. Such cases could lead to inaccuracies in payroll reporting. Late Check-ins Late check-ins are allowed, but they can delay the reflection of hours in payroll systems. Check-ins that occur near or after the payroll processing deadlines might cause the hours to appear in reports for the subsequent pay period. It’s important to note that late check-ins usually take 24 to 48 hours to update in payroll reports. This delay doesn’t necessarily impact payment but could complicate immediate reporting accuracy. Synchronization Window for Payroll Updates Updates from coach check-ins generally take up to 48 hours to sync and appear correctly in payroll reports. If updates are not showing immediately, it is recommended to wait two days before further investigating the issue. Recommendations for Minimizing Reporting Delays To maintain accurate payroll reporting and minimize processing delays:
Check in on time whenever possible: Same-day check-ins within the proper time window ensure smooth payroll synchronization.
Avoid early or late check-ins around payroll run dates: This reduces the risk of discrepancies or delays in how hours are reported.
Allow the 48-hour synchronization period: If updates are not immediately visible in reports, patience may resolve the issue without additional actions.
Frequently Asked Scenarios
What happens if a coach misses the ±2-hour check-in window? - The ±2-hour check-in window cannot be adjusted. While late check-ins don’t affect payment, they can delay when hours appear in payroll reports.
Why aren’t my check-in updates appearing in the payroll report immediately? - Payroll updates take up to 48 hours to process. Immediate visibility is not guaranteed; waiting for two days is advised.
General Payroll Concepts
Pay Period Flexibility:
You can choose any pay period frequency (e.g., weekly, biweekly, monthly). PushPress does not restrict your schedule.
Payment Methods:
Pay staff using checks, manual bank transfers, or your preferred method.
PushPress does not calculate payroll taxes—use a CPA, Gusto.com, or a similar service for tax calculations.
Variable Pay:
PushPress supports fluctuating pay based on:
Classes types coached.
Personal training sessions completed.
Ideal for managing 1099 contractors. Note: Fixed monthly salaries (W2 employees) typically don’t require this system.
Personal Training Payment Options:
Pay when the session is scheduled and completed.
Choose the method (flat rate or percentage) that aligns with your payroll rules.
Multi-Staff Payments:
Pay multiple staff members for the same class or event.
Useful for workshops, special events, or large-scale gym activities.
Step-by-Step: Setting Pay Rates for a Staff Member
Navigate to Core:
Log in to PushPress Core.
From the left-hand menu, go to: People → Staff
Edit Staff Info:
Locate the staff member whose pay you want to set.
Click the three vertical dots next to their name.
Choose Edit Staff Info from the dropdown menu.
Troubleshooting Access Permissions: If the "Pay Rates" section is not visible, confirm that your account has Admin privileges. Non-admin roles may lack access to edit or assign pay rates.
Scroll to Pay Rate Section: In the staff editor view, scroll until you find the Pay Rates section.
Set the Required Pay Rates
Pay Rate Type | Description |
Coaching Pay Rate | A flat rate per class paid to the coach for leading the class. Example: $20/class. |
Coach Check-In Pay | A per-member rate for each athlete that checks in to their class. Example: $1.50 per check-in. This is added on top of the flat rate, if both are used. |
Asst. Coaching Pay Rate | A flat rate per class for assisting another coach, without leading the session. Example: $15/class. |
Setting Appointment Pay Rates in PushPress Core
Navigate to Appointments Settings:
Log in to PushPress Core.
Go to Appointments.
Click the Gear Icon to open the Settings menu.
Add Staff to Appointment Type:
Before setting pay rates, ensure the staff member is assigned to the specific Appointment Type.
Go to the Staff section within the Appointment Type settings and add the staff member if they are not already listed.
Set Pay Rates:
In the Settings menu, go to the Pay Rates section.
Find the staff member in the list and click the three dots next to their name.
Select Edit.
Configure Pay for Each Appointment Type:
Check the box next to each Appointment Type the staff member is eligible for.
Choose the pay method:
Dollar Value: A flat rate per appointment.
Percentage: A percentage of the revenue from the appointment.
Enter the appropriate value.
Repeat for all relevant appointment types.
Click Save.
Notes
You can choose either a flat dollar amount or a percentage-based pay rate for each appointment.
Important: Percentage-based pay rates will only appear in payroll reports when the appointment credit is purchased/applied from a package.
Hybrid plans (recurring billing) will not show a percentage value in the payroll report, even if a percentage was assigned.
Adjusting Pay Rates for Past Periods: PushPress does not allow manual changes to coaching pay rates for past periods. To correct past payroll rates, you need to remove and re-add check-ins with the accurate rate.
Payroll Considerations for Single-Coach Facilities: For single-coach gyms, payroll setup may not be necessary within PushPress if compensation is managed externally or through another service.
How to Use Payroll Report to Pay Staff:
Navigate to the Payroll Report:
Go to Reports > Payroll in PushPress Core.
Set the Date Range:
Configure the desired date range for the payroll report.
Download Reports:
The Payroll Report offers three separate downloadable files to use with third-party payroll applications:
Summary Report: Provides a total summary of classes, events, and appointments for each staff member.
Appointments Report: Lists the total appointments serviced and payroll amounts for the selected pay period.
Classes & Events Report: Shows total pay for class/event check-ins during the specified pay period.
Need More Help?
For further assistance:
Check out other Help Articles.
Use the PushPress Messenger (blue box in your CORE account).
Email us at support@pushpress.com.
About PushPress
PushPress is a gym management software that can help you a lot in managing your gym. We've helped thousands of local gyms streamline and professionalize their businesses with our intuitive, powerful solution for managing fitness facilities - all from the palm of their hands!