Run Instructor Payroll Reports

The Payroll tab in Reports adds up each instructor's billable hours for a pay period and works out their pay from your take-home rates. Run instructor payroll for one person or everyone, export it, mark it paid, or have it run and email itself every week.

Before you start

Set take-home rates in Reports > Payroll > Configure. See Set Instructor Billing and Payroll Rates.

Run a payroll report

1. Open Reports and choose the Payroll tab.
2. Click Run Report.
3. Pick the Instructor, or All instructors.
4. Pick the Period: Last 7 days, Last 30 days, This month, or Custom range.
5. Click Run Report.

The report is saved to the list with its Period, Instructor, Billable hrs, and Status.

What counts

• Flight instruction: the Flight Instruction hours on completed flights, including flights where they were the second instructor.
• Ground instruction: the Ground Instruction hours on completed flights and ground lessons.
• Misc: time on instructor activities on the schedule. An activity that was never completed still counts for its scheduled length.

Total billable is the three added together. Pay uses the take-home rates in effect when you ran the report. Customers whose Brought in by is this instructor are paid at the incentive rates, if you set them.

Open, export, and mark paid

1. Click View on a report. You'll see every line with the date, time, activity, customer, aircraft, and hours, plus the Take-home rates used.
2. Click Export and choose PDF, CSV, or Excel.
3. After you pay the instructor, click Mark paid. The list shows Paid. Click Mark unpaid to undo it.

To remove a report, click Delete, then Confirm delete.

Run payroll automatically

1. On the Payroll tab, click Auto Run.
2. Enter a Schedule name, and pick the Instructor or All instructors.
3. Choose the Period, Day, and Time.
4. Enter Recipients separated by commas, or turn on Also email flight school office admins.
5. Click Save Schedule.

Each run arrives by email with the payroll report as a PDF. The schedule shows above the list. Click Edit on it to pause, change, or delete it.

Let instructors see their own payroll

Turn on Instructors see their payroll in Settings > General. Each instructor gets Payroll in their sidebar and can run a report for themselves. They can't see anyone else's.

You can also open one instructor's saved reports from their profile, under Payroll.

Troubleshooting

• Hours look low. Flight instruction only counts when Flight Instruction was entered at completion. Fix the flight and run the report again. See Edit a Completed Flight.
• "No take-home rates were saved with this report." Rates weren't set when it ran. Set them with Configure and run the report again.
• "Select an instructor." Pick an instructor or All instructors before you run.