Payroll

FoxCLM generates payroll automatically from session assignments and configured rates. You review, approve, and mark as paid - the system tracks the full history.

How pay is calculated

Each pay period, FoxCLM sums up:

1. Hourly pay = (total hours in assigned sessions) x (hourly rate)
2. Session pay = (number of assigned sessions) x (per-session rate)
3. Commission = session pay x (commission percentage)

Total = Hourly pay + Session pay + Commission

Any of the three rates can be zero or blank - only configured rates contribute.

Only sessions in status Occurred are counted by default. You can change which statuses count by editing the count-for-payroll flag on each status.

Creating a payroll period

1. Go to Payroll in the sidebar (may be grouped under Team).
2. Click + New Payroll.
3. Pick:
   • Staff member
   • Period start and end dates
4. FoxCLM calculates the pay automatically based on their rates and assigned sessions in the period.

Alternatively, use Auto-generate for period to create one payroll entry per staff member who had sessions in the date range.

Reviewing and approving

Each payroll entry has a status workflow:

Draft -> Approved -> Paid

You can add a Rejected status or customise the flow. See Workflow Actions for action types that can fire on payroll transitions (e.g. email the staff member on Approved, email their pay slip on Paid).

Click a payroll to see the breakdown:

• Session list with dates, durations, and rate applied
• Hourly pay calculation
• Session pay calculation
• Commission calculation
• Total

Edit the numbers if needed (to add bonuses, deductions, or adjustments).

Marking as paid

Once you've processed the actual payment (bank transfer, cash, etc.):

1. Open the payroll.
2. Click Mark as Paid.
3. Optionally add payment method and reference.

The payroll moves to Paid. If a send_payroll_notification action is configured on that transition, the staff member gets an email with their pay details.

Payroll statements

Click Design Statement on any payroll to open the designer. You can create a custom pay slip layout with:

• Staff name and details
• Period dates
• Session breakdown table
• Totals section
• Your company branding

Save the layout as a template to reuse across all payroll statements.

Exporting

Each payroll can be exported as PDF (via browser print) or emailed to the staff member. Bulk export of all payrolls in a period is available from the Payroll list page.

Payroll in the staff portal

Staff see their own payroll in the portal's My Payroll section - including period breakdowns, session lists, and applied rates. They do not see other staff's payroll.

Reports and history

The Payroll page shows:

• Per-staff totals over the last 12 months
• All payroll entries with filters by status, period, staff member
• Aggregate totals for any selected date range

Tips

• Set rates before assigning sessions. If a session is assigned before a rate is set, you'll need to recalculate (click Recompute on the payroll).
• Use workflow actions to email staff when their payroll is approved, and again when marked paid.
• Rate history is not tracked. If you change a staff member's rate mid-period, the new rate applies to all subsequent recomputations. Lock in rates before period-end to avoid surprises.

Next steps

• Staff Members - configure rates
• Workflow Actions - automate payroll notifications