Managing Earnings

Once payroll rules are in place, Conductly automatically generates earning records each night. This guide covers how to view, manage, and export those records for payroll processing.

Viewing the Earnings List

1. Click Earnings in the main sidebar.
2. You'll see a list of all earning records, with the most recent at the top.

Each row in the earnings list shows:

Column	Description
Instructor	The instructor who earned the payment
Amount	The calculated payment amount
Type	The payroll rule used (Flat Hourly, Percentage, Flat Amount, etc.)
Source	The lesson or billing cycle that generated the earning
Date	The date of the lesson or billing cycle
Status	Active, Archived, or Voided

Filtering Earnings

Use the filter controls to narrow down the list:

• Date range — Show earnings for a specific period (e.g., this pay period, last month)
• Instructor — View earnings for a specific instructor
• Status — Filter by active, archived, or voided earnings
• Type — Filter by payroll rule type

Sorting Earnings

Click on any column header to sort the list. Common sorting options:

• Date (newest or oldest first)
• Amount (highest or lowest first)
• Instructor (alphabetical)

tip

To prepare for a pay run, filter by date range (your pay period) and status (active). This gives you exactly the earnings that need to be processed.

Earnings Detail

Click on any earning record to see its full details:

• Amount — The calculated payment
• Calculation method — Which rule type was applied and the specific rate
• Calculation breakdown — How the amount was derived (e.g., "0.75 hours x $40/hr = $30.00")
• Linked lesson or billing cycle — Click through to see the specific calendar event or billing cycle
• Instructor — The instructor who received the earning
• Date — When the earning was generated
• Status — Current status of the earning

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 New Earning (or Add Earning).
2. Select the instructor.
3. Enter the amount.
4. Choose a date.
5. Add a description or note explaining the reason (e.g., "Bonus for recital coordination" or "Reimbursement for supplies").
6. Click Save.

info

Manual earnings appear alongside automatically generated ones in the earnings list and in exports. They are clearly marked 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 records but are excluded from active earnings views by default.

1. Open the earning record (or select multiple earnings using checkboxes).
2. Click Archive.
3. Confirm.

To view archived earnings, use the status filter on the Earnings page and select Archived.

To unarchive an earning, open the archived record and click Unarchive.

tip

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

Voiding Earnings

If an earning was generated in error (e.g., a lesson was cancelled after the nightly calculation), you can void it.

1. Open the earning record.
2. Click Void.
3. Confirm and optionally add a reason for voiding.

Voided earnings:

• Are not included in totals or exports
• Remain visible in the earnings list (filtered to "Voided" status) 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 removes the earning from active records and totals.

Generating PDF Reports

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

1. On the Earnings page, filter to the desired instructor(s), status, and date range.
2. Click Generate PDF.
3. A file downloads to your computer named either hours-report-YYYY-MM-DD.pdf or earnings-report-YYYY-MM-DD.pdf depending on the report type.

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 range to your pay period
   • Filter by status (typically "Active" for unprocessed earnings)
   • Optionally filter by instructor if you process payroll individually
2. Click Export to CSV.
3. The file will download to your computer.

The CSV includes:

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	Earning status (pending, paid, voided)
Type	Payroll rule type

Recommended Payroll Workflow

1. At the end of each pay period, filter active earnings for the period's date range.
2. Review the earnings list for accuracy. Check for any voided or missing entries.
3. Export the 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 in the active view.

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 nightly 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:

• Set an instructor-level override for the substitute, or
• Create a manual earning record to adjust the amount

info

The nightly 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 range filters are predictable.
• Archive after processing. This keeps your active view 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.
• Check substitute assignments. After a lesson with a substitute, verify the calendar reflects the change so earnings are attributed correctly.