Staff Appointment Counter: counting sessions, classes and events for staff pay

The Staff Appointment Counter counts how many individual appointments, group classes and group events each staff member delivered in the period you choose, using rules you set. Use it when working out staff pay at month end. The Staff Report shows revenue and commission; the counter gives counts rather than amounts and also includes sessions deducted from packages.

Opening the counter

1. Open Reports → Staff Appointment Counter from the left menu.

2. Choose the period: This week, Last week, This month, Last month or a Custom range. In the first ten days of a month, Last month is selected by default.

3. Set up the counter settings once and press Save settings. The same settings load automatically in the following months.

Individual appointments

• Package appointments — Deducted from package: appointments whose package credit was actually used are counted. Completed appointments, no-shows and late cancellations whose credit was used are included; appointments cancelled by the business and refunded ones aren't. Choose By status instead to count only the statuses you pick (for example only Completed).

• Appointments with a sales card (no package): appointments charged through a sales card rather than a package; you choose which statuses count (Completed and Arrived by default).

• Appointments without a package or sales card: for example lessons planned without choosing a package; again you choose the statuses.

• Count appointments starting at the same time as 1 session: counted appointments of the same staff member that start at the same time count as one session. Example: two customers booked together at 10:00, one came and one didn't, but both credits were used — that's 2 normally and 1 with this option on.

An appointment counts for the staff member who delivered the service. Online appointments still awaiting approval aren't counted.

Group classes

• Classes: pick the classes to count; leave it empty to count all classes.

• Counted lesson: Not cancelled, time has passed (recommended) or Only marked “Completed”. The first option also counts lessons that took place in classes with auto-complete turned off but were never marked.

• Breakdown: By capacity counts each capacity in its own column (for example 5 lessons for 2 people and 4 lessons for 3 people). The capacity is that day's lesson capacity, so changing the class later doesn't alter past figures. You can also break it down by number of attendees, or choose No breakdown to count everything in one column.

• Counting unit: Per lesson or Per participant (those who attended, or those whose credit was used).

• Don't count the lesson if nobody attended: when on, lessons nobody attended aren't counted.

A lesson counts for the instructor who taught it, including a substitute instructor.

Group events

Events are chosen by name (every date of a recurring event has the same name); leave it empty to count all events. If you renamed an event later, past dates are listed under the old name, so select both. The counted event, breakdown and nobody-attended options work as for classes. When counting per participant you can pick those who attended, those registered or those who paid; events aren't linked to packages, so there is no package deduction information.

Results table and staff breakdown

Each row is a staff member: under the individual appointment count you see how many were booked and how many were deducted from packages; classes and events are split into columns by your breakdown, with a total row at the bottom. Staff who have left the business show in past periods with a “Left” badge.

Clicking a row opens that staff member's breakdown with the same period and settings: summary figures such as counted, booked, deducted from package and awaiting approval at the top, then individual appointments, group classes and group events in date order. Each line says “Counted” or why it wasn't counted (for example Credit refunded, Awaiting approval, Not held yet). You can filter by All / Counted / Not counted, and clicking a class or event line shows its participants.

Check before paying

The “Check before paying” box above the results lists missing data that affects the count: past appointments without a status and online appointments awaiting approval (neither is counted), past lessons with incomplete attendance, past events with attendance not marked, and, under the Only marked “Completed” rule, lessons and events not counted because they weren't marked. Fix the records and open the counter again; the figures update by themselves.

Saving the settings and Excel

• The reports:view permission is enough to see the counter. Settings are kept for the business and apply to everyone who opens the counter; saving them requires the staff:payroll:calculate permission. Without it, your changes only apply on that screen. The business owner has every permission.

• Settings you change without saving apply to the count straight away; use “Back to saved settings” to undo or “Default settings” to start over.

• “Export to Excel” writes the summary, individual appointments, group classes, group events and the settings used to separate sheets. An Excel file taken from a staff breakdown contains only that staff member. Exporting requires the reports:export permission.