Log each class once with its outcome, and the sheet works out what each teacher is owed. The rules live on one tab, so changing a percentage updates every class and every total.
What’s in the file
| Tab | What it does |
|---|---|
| Payroll | One row per teacher: classes taught, paid minutes, class pay, adjustments, transfer fee, net pay and how they are paid |
| Pay rules | What a teacher earns for each class outcome, plus the lateness grace and deduction |
| Teachers | Each teacher’s rate per 60 minutes, payment method and any fee you cover |
| Classes | One row per class. Base pay, outcome percentage, lateness deduction and pay are formulas |
| Adjustments | Bonuses, advances and corrections, each with a reason |
| How to use | The steps below, inside the file |
It opens in Excel, Google Sheets (upload it to Drive, then open with Google Sheets), Numbers and LibreOffice. The sample data shows each outcome once so you can see how it is paid.
The default rules
| Class outcome | Teacher is paid |
|---|---|
| Completed, makeup completed, trial class | 100% |
| Student no-show, teacher waited half the class | 100% |
| Student late cancellation | 50% |
| Student cancelled with notice | 0% |
| Teacher cancelled or did not join | 0% |
| Teacher up to 2 minutes late | No deduction |
| Teacher 3 to 5 minutes late | 5% off the class pay |
| Teacher more than 5 minutes late | Pay reduced by the share of the class missed |
Change any of these on the Pay rules tab. Use the same numbers as your teacher agreement.
How to use it
- Set your rules on the Pay rules tab.
- Add each teacher and their hourly rate on the Teachers tab.
- Add one row per class on the Classes tab. Pick the teacher and the outcome from the drop-downs.
- Add bonuses and advances on the Adjustments tab.
- Check the Payroll tab, then send each teacher their own class rows before you pay them.
The post on teacher payroll spreadsheets explains each column, and paying a teacher when the student does not show up covers the hardest rule.
In Halqora the same outcome a teacher records drives both the family’s invoice and the teacher’s pay, and teachers see their earnings as they go. See payroll.