Managing Earnings

Once payroll rules are in place, Conductly automatically generates earning records once each day for the previous day's lessons. This guide covers how to view, manage, and export those records for payroll processing.

Viewing the Earnings List

1. Click Earnings in the sidebar (under Teaching).
2. You'll see a grouped list of earning records. The page has Active and Archived tabs, an Earnings/Hours toggle, and a note that earnings are "Calculated daily at 7:00 AM EST".

Each row shows the instructor, the session or course (and student, where applicable), the amount, and the earning date. Records also carry badges where relevant:

• Voided — the earning has been voided and is kept for audit purposes
• Manual — the earning was entered by hand rather than calculated

There is no status column — the badges and the Active/Archived tabs are how earnings are distinguished.

Filtering Earnings

Use the Filter controls to narrow down the list:

• Name — Search by name
• Instructor — View earnings for a specific instructor
• Course — View earnings for a specific course
• Date — Show earnings for a date range (e.g., this pay period, last month)

Sorting and Grouping

Sorting and grouping live in the Display dropdown (not column headers):

• Sort by: Earning Date, Amount, or Instructor (ascending or descending)
• Group by: No grouping, Instructor, or Course

tip

To prepare for a pay run, stay on the Active tab and filter by Date for your pay period. This gives you exactly the earnings that need to be processed.

Earnings Detail

Click on any earning record to see its full details:

• Earning Details — Instructor, Student, Session, Date, Time, Duration, and Amount
• Payroll Rule — Which rule type was applied and its rate or percentage
• Badges — Voided or Manual Entry, where applicable, along with void details for voided records

Creating Manual Earning Records

While most earnings are generated automatically, you can create manual earning records for situations that fall outside your standard payroll rules.

1. On the Earnings page, click Create earning.
2. In the Add Manual Earning drawer, fill in the required fields: Instructor, Session, Amount, Earning Date, and Calculation Type.
3. Optionally add Notes explaining the reason (e.g., "Bonus for recital coordination" or "Reimbursement for supplies").
4. Save the earning.

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Manual earnings appear alongside automatically generated ones in the earnings list and in exports, marked with a Manual badge so you can distinguish them from calculated earnings.

Common reasons for manual earnings:

• Performance bonuses
• Administrative task compensation
• Reimbursements
• Adjustments for calculation errors
• One-time payments outside normal lesson compensation

Archiving Earnings

Archiving is useful for marking earnings that have already been processed through payroll. Archived earnings are preserved for your records but move out of the Active view.

1. Select one or more earnings in the list (checkboxes).
2. Choose Archive from the actions menu.

To view archived earnings, switch to the Archived tab.

To unarchive, select the earning on the Archived tab and choose Move to Active.

tip

Some schools archive earnings after each pay run to keep the Active tab focused on unprocessed earnings. This makes it easy to see at a glance what still needs to be paid.

Voiding Earnings

Automatic Voiding for Cancelled Lessons

If a lesson is cancelled after its earning was already calculated — for example, a same-day cancellation that comes in after the nightly run, or a lesson cancelled retroactively — Conductly voids that earning for you automatically the next time the daily calculation runs. These system-voided earnings carry the Void Reason "Lesson was cancelled."

note

Automatic voiding only applies to earnings Conductly calculated itself. Manual earnings are never auto-voided — if you added one for a lesson that's since been cancelled (e.g., under a late-cancellation policy that still pays the instructor), it's left alone.

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If a cancelled lesson is later restored, the voided earning is not automatically recreated. Add a manual earning if the instructor should still be paid for it.

Voiding an Earning Manually

You can also void an earning yourself — for instance, if it was generated in error for another reason.

1. Select the earning record (voiding works on one record at a time).
2. Choose Void Earning.
3. Enter a Void Reason — this is required — and confirm.

Voided earnings:

• Remain visible in the earnings list with a Voided badge for audit purposes
• Cannot be unvoided — if the earning should be reinstated, create a new manual earning instead

warning

Voiding an earning does not affect the lesson or billing cycle that generated it. It only marks the earning record as void.

Correcting and Deleting Earnings

Earnings cannot be edited. To correct a wrong amount, void (or delete) the incorrect record and create a manual earning with the right values.

To remove records entirely, select one or more earnings and choose Delete Earning. Deletion is permanent — unlike voiding, no record remains.

Generating PDF Reports

You can generate a PDF report of earnings for record-keeping or to share with instructors.

1. On the Earnings page, select the rows you want to include (use filters to find them first).
2. Choose Generate PDF.
3. A file downloads to your computer — an Earnings Report (earnings-report-YYYY-MM-DD.pdf) from the Earnings view, or an Hours Report (hours-report-YYYY-MM-DD.pdf) from the Hours view.

note

PDF reports are generated on demand and are not stored in Conductly. Download them when you generate them.

CSV Export for Payroll Processing

The most common workflow is to export earnings as a CSV file and import it into your payroll system.

Exporting Earnings

1. On the Earnings page, filter to the earnings you want to export (set the Date filter to your pay period, and optionally filter by Instructor).
2. Select the rows to export — exports act on your selection.
3. Choose Export to CSV and pick which columns to include.
4. The file downloads to your computer.

Available CSV columns:

Column	Description
Instructor	Full name of the instructor
Course	Course name the earning relates to
Session	Session name within the course
Amount	The earning amount
Date	Date of the lesson or billing cycle
Status	Whether the record is voided
Type	Payroll rule type used

note

There are no "pending" or "paid" payroll statuses in Conductly — use the Archive workflow below to track what has been processed.

Recommended Payroll Workflow

1. At the end of each pay period, filter the Active tab by the period's date range.
2. Review the earnings list for accuracy. Check for voided records or missing entries.
3. Select the earnings and Export to CSV.
4. Import the CSV into your payroll system (or use it as a reference for manual payroll entry).
5. Archive the exported earnings to mark them as processed.

tip

Archiving after export helps you keep track of what has and hasn't been paid. Next pay period, you'll only see unprocessed earnings on the Active tab.

Handling Substitute Instructors

When a substitute instructor teaches a lesson, the earning is automatically attributed to the substitute — the person who actually taught the lesson — not the originally assigned instructor.

For this to work correctly:

1. Record the substitution on the calendar before the daily earnings calculation runs.
2. The substitute instructor must have an applicable payroll rule (their own override, or the organization default).

If the substitute teaches under different terms than the regular instructor, you may need to:

• Add an instructor override rule for the substitute at Settings > Payroll, or
• Create a manual earning record to adjust the amount

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The daily calculation uses the calendar record as the source of truth. Whatever the calendar says about who taught a lesson, that's the instructor who receives the earning.

Tips for Managing Earnings Effectively

• Review before exporting. Take a few minutes to scan the earnings list for anything unusual before running payroll. Catching errors early saves time.
• Use a consistent pay period. Whether you pay weekly, biweekly, or monthly, stick to a consistent schedule so your date filters are predictable.
• Archive after processing. This keeps your Active tab clean and gives you a clear record of what's been paid.
• Communicate with instructors. If an earning is voided or adjusted, let the instructor know why to avoid confusion. Instructors cannot see their own earnings in Conductly.
• Check substitute assignments. After a lesson with a substitute, verify the calendar reflects the change so earnings are attributed correctly.