Introduction
This guide is for System Administrators and Finance Team members responsible for configuring employee compensation structures. It will walk you through the process of creating a Commission Schedule to define frequency, and configuring specific Commission Rules (such as for Personal Training, Sales, or Group Classes) to define the calculation logic.
Before You Start
Ensure you have the Commissions management permission enabled in your System Permissions.
Settings
Schedule Configuration
This section describes the available fields within the schedule frequency configuration.
Name: This text field allows you to enter a unique title for the schedule (e.g., "Monthly Trainer Commissions"). It is a required field with a maximum length of 100 characters.
Calculate commissions from date: This date picker sets the specific date from which the system should begin calculating commissions using this schedule.
Calculate commissions every (Numeric Value): This numeric field defines the interval count. For example, entering "2" here means the calculation happens every 2 units (weeks or months). The maximum allowed value is 120,000.
Calculate commissions every (Period Type): This dropdown defines the time unit for the frequency, such as "Weeks" or "Months."
Day of the week: This dropdown allows you to select a specific day (e.g., Monday, Friday) for the calculation to occur. This setting only appears if the Period Type is set to Weeks.
Calculate commissions at: This dropdown determines the timing logic for monthly calculations. It offers two options:
End of month: Automatically calculates on the last day of the month.
Specific day of month: Allows you to pick a fixed numeric day (e.g., the 15th).
This setting only appears if the Period Type is set to Months.
Day Number Input: This numeric box appears only when Specific day of month is selected. It requires you to input the integer representing the day of the month (e.g., 15).
Commission Rule Configuration
This section describes settings specific to the type of commission being configured.
Contract Sale Rules
Date used for commissions: Selects the date reference for the sale, such as the sign-up date or the start date.
Apply to payment plans: A toggle or selection that determines if the rule applies to all payment plans or specific ones.
Choose payment plans manually: Allows you to select specific payment plans from a list if you are not applying the rule to all plans.
Personal Training Rules
Apply to trainings on any level: A toggle that, when enabled, applies the commission to all training levels.
Choose training levels manually: Allows you to pick specific training levels (e.g., Senior, Master) if the rule is not global.
Booking status: Defines which booking states qualify for commission (e.g., Not Cancelled, Only Completed, or All Trainings).
Do not count trainings if product was returned: A checkbox that prevents commissions from being awarded if the underlying product was returned.
Apply to employees on any level: A toggle that applies the rule regardless of the employee's skill level.
Choose employee skills manually: Allows you to target employees with specific skill sets. Note that this filters employees by the level they held at the time of the calculation.
Group Classes Rules
Minimal duration (minutes): Defines the minimum length a class must last to qualify for this commission.
Maximal duration (minutes): Defines the maximum length a class can last to qualify.
All categories: A toggle to include all class categories.
Class categories: Allows you to select specific class categories (e.g., Yoga, HIIT) if not selecting all.
Product Sale Rules
Apply to products: A toggle to include broader product categories.
Product categories: Allows selection of specific product categories (e.g., Supplements, Apparel).
Additional products: A section where you can manually Add additional product to the rule or Remove from list specific items.
Aggregate Rules
Aggregated commissions: A list builder where you can Add commission to aggregate. This sums up results from other rules.
Multiplier: A numeric field to apply a multiplication factor to the aggregated total.
Configuration Instructions
Part 1: Define the Schedule
Click the Add commission schedule button (or the Edit button for an existing schedule) to open the configuration modal.
In the Name field, enter a descriptive name for the schedule.
Select the start date using the Calculate commissions from date field.
Under the Schedule frequency section, enter the numeric interval in the Calculate commissions every text box.
Select the unit of time (e.g., Weeks or Months) from the adjacent dropdown menu.
If you selected "Weeks":
Select the On day of week the calculation should run.
If you selected "Months":
Select End of month to run calculations on the last day of the month.
Or select Specific day of month to run calculations on a fixed date. If chosen, enter the specific day number in the numeric box.
Click the Save button to finalize the schedule.
Part 2: Configure Commission Rules
After saving the schedule, navigate to the specific Rule settings (e.g., Contract Sale, Personal Training).
For Contract Sales:
Select the Date used for commissions (e.g., Sign up date).
Choose to Apply to payment plans broadly or Choose payment plans manually to pick specific plans.
For Personal Training:
Set the Training levels to either apply to all or specific levels.
Configure Additional conditions by selecting the Booking status (e.g., Only Completed).
Check Do not count trainings if product was returned if applicable.
Define Employee skills filters to target specific employee levels.
For Group Classes:
Enter the Minimal duration and Maximal duration in minutes to define eligible classes.
Check All categories or select specific Class categories from the list.
For Product Sales:
Use Product categories to select broad groups of items.
Click Add additional product to include specific individual items not covered by categories.
For Aggregate Commissions:
Click Add commission to aggregate to select existing commissions to sum.
Enter a Multiplier if you need to scale the final result.
Hints
System Response: Upon clicking Save, the modal will close, and the system will trigger a "Commission schedule was successfully saved" notification.
Validation: The Name field is mandatory. You cannot save the schedule without it.
Data Limits: The numeric interval for the schedule cannot exceed 120,000.
Employee Levels: When configuring Personal Training commissions, remember that employee skill filters apply based on the level the employee had at the time of calculation. If their skill level changes later, commissions for past trainings might be affected upon recalculation.
Empty States: If no commissions are added to an Aggregate rule, the system will display "There's no commissions. Try to add new one."
- What if I want to change configuration?
- Reports generated for previous (closed) periods will not change.
Modifying the configuration will only affect current and future commissions. - So you can easily change the configuration in the middle of the month.
- Exception for that is, when you decide to delete old reports. If you do so, reports will be recalculated based on a new configuration.
- Reports generated for previous (closed) periods will not change.
Use case examples
Here are some real-life examples to illustrate the capabilities of the module and how it works under the hood.
Example 1 - simple commission for performing PT
- You have a monthly commission for performing personal training sessions
- Commission is calculated at the end of the month
- You have one rule for all training sessions in all clubs
- You give a flat 20% rate for all training sessions performed
Example 2 - advanced commission for performing PT
- You have a monthly commission for performing personal training sessions
- Commission is calculated at the end of the month
- You have one rule for all training sessions in all clubs
- You require the training to be marked as done to get the commission
- You need to make at least 3 training sessions a month to get any commission
- After that you grant 20% of the training value to the employee for every training
- If 10 or more training sessions are done, you give 30% for every training (including the first 10)
- For every training above 15 you give 50% (but first 14 training sessions get only 30%)
- Some of your premium trainers have even better commissions
Example 3 - commission for selling contracts
- You have a monthly commission for selling contracts
- Commission is calculated on 10th of every month
- You have basic and premium plans and want to give different commissions for each of them
- You set up 2 rules, one per each payment plan
- Selling a basic plan gives 20$ commission, but selling premium plan gives 50$
- If an employee sells contracts for 1000$ of both combined, you give them an additional 100$ bonus.
So you need a third rule, that includes both payment plans and fixed commission value once a 1000$ threshold is met.
Example 4 - different commissions in every club
- You have a bi-monthly commission for group classes.
- Commission is calculated on the 10th of every two months.
- In one club you want to give 10$ per class performed, but in the second one 12$ per class.
- You set up 2 rules, one per each club.
Example 5 - combined product & contract sale
- If an employee sells contracts & products worth 3000$ combined in a month, they will get 5% of that.
- You will have 3 rules, one for products, one for contracts and one that is an aggregate of the two.
- Product & contract rule will not give any commission by itself.
- The third rule will calculate commission value summing results from the 2 other rules and taking 5% of that.