The Commission Report calculates Sales and Member Service commission over a set period of time. Trainers can use this to preview the commission they should expect to receive, and troubleshoot potential scheduling and billing issues.

It’s a good idea to review the commission report before the end of each pay period. Locate the report in the Reports section and click on “Commission Report” to generate it. Make sure that the dates you select match up with the pay period [enter dates in date range drop down and call this out]. Otherwise you could get confusing or inaccurate results.

If you have access to Package Setup, you can also find the report in Pay Period Admin. The report is automatically generated here every pay period. [briefly show screenshot/list]

The report lists every training event and attendee you were responsible for over that period. Color coding is used to highlight scheduling and funding issues that might prevent commission from being paid out.
[pull up sample] Events that were successfully completed, funded, and validated will not be highlighted. Red rows indicate unfunded events. Yellow rows indicate events that were not validated. We’ll talk about how to identify and troubleshoot those situations in a minute.

Commission Report Overview

First, let’s take a tour of the report. The first tab provides a summary total [show first tab, then click to next one]. On the next tab you’ll find details on sales commission, PT commission, group commission, and orientation and assessment commission [slowly scroll through]. You may not receive commission in all categories, but they will still appear on the report. You can ignore blank sections that do not apply to you.

The Sales Commission section records the details of agreements where you are listed as the salesperson. [show section and highlight with mouse/screen annotation as appropriate]. You’ll find the date of the sale, the agreement and the person it was sold to, along with the sales commission for the pay period. The total commission is calculated by the Commission Type and rate that was set by club management.

The PT Commission section records personal training events where you are the event owner. You’ll find event and client details here. There are three reasons PT events will show up on this report: they were funded, deleted, or scheduled to occur during the selected date range.

PT Commission Section Overview

[walk through columns, highlight each as discussed] The columns in this section give me the following information:

• Member Service / Training Date / Client / Event Status / Duration: The name of the service provided, the date [training date], client [member name, event calendar status and duration [event status/duration].
• Funded Date: When the client paid for the sessions
• Chargeable: Indicates whether the event was funded.
• Validated Date / Validated By: The validation fields are used by clubs that have key fobs or another self-check-in system. If that’s the case you will see the client’s name and check-in time here. Validated events are considered Completed for the purposes of this report. The Validation fields will be blank in the case of no-shows, or if your club doesn’t have self check-in.
• Event Subject: If you entered an Event Subject for your training session, it will appear here. (Otherwise, this field will be blank.)
• Session Value: What the client paid for the session. For group events, this will only show the amount that individual attendees were charged, not the total collected from all attendees. [more info- add an example where 10 clients pay 100 and one pays 1.]
• Commission Rate: What you should receive for the session. If the event went as planned, the commission to be awarded will appear here [total commission]. If not, you should check event settings. There are two things that determine whether you get commission for an event: event status, and funding status.
• Event Status: Pulled directly from the calendar. This tells you whether the event was completed as planned. See the Event Status Key for more information.

Event Status Key

This key appears on every Commission Report for your reference.

• Active: Default status for an event when it is created.
• Confirmed: The client responded ‘confirm’ to a text or email reminder.
• Completed: If your client attended your event as planned, the event status should be Completed. If your club has self-check-in, this should happen automatically when the event is validated. If not, you would need to manually update events to a Completed status in the calendar.
• Canceled and Re-scheduled: Also must be set manually. It’s a good idea to use these statuses as applicable to preserve event history and a record of your clients’ activity. [add no-show here too depending on screenshot appearance]
• Deleted will appear here if the event was deleted from the calendar.

Only Canceled-Charge, No Show-Charge, and Completed events are eligible for commission.
[show example - event highlighted in RED and marked A for status.] This event still has the default status of Active. Therefore, it is not eligible for commission until it’s updated to an applicable status.

[show example - event highlighted in YELLOW and marked NC for status.] This event is marked no-show, charge. The client did not show up for their appointment, but they will still be charged for the event and it will still pay out commission. Again, remember that you would have needed to manually change the event status in the calendar. Otherwise it would still show up as Active and would not pay out commission.

[show example - event highlighted in RED and marked CP for status.] This event is completed. Unfortunately the red highlight and the Chargeable column shows me that it hasn’t been funded yet. That means my client hasn’t paid for this session, at least at the time of this report.

If you notice issues like this, remember they’re not necessarily permanent. The commission report will reflect updates that occurred during the pay period -- including status and funding changes for previous events. That means that if events are updated or funded during a later pay period, the commission will be paid out then.

For example, [CLIENT NAME] had the completed but unfunded session on April 2. If she pays an invoice on May 10th, it should cover her unfunded April session. Then, that session will show up as funded and commissionable on the May commission report.

The same applies to situations where event status wasn’t updated. If an event is not commissionable this time around, but you go back to the calendar to mark it completed, it will show up on the next pay period’s report and you’ll receive commission for it at that time.

Keep in mind that trainers usually need the help of a manager or admin to edit events more than a day after they occurred.

Best Practices

Of course, it’s best practice to avoid issues in the first place. Here are some tips to make your life easier and keep commission payments coming in on time.

Check Event Status:  Make a habit of checking your calendar and updating event status as needed every day before you leave. [on screen: check event funding; may show side by side of calendar events with red/green $?]

Check Event Funding: As a general rule, it’s a good idea to only schedule events that are already funded, or will be funded before the end of the pay period. If your clients are consistently asking for more sessions than they have paid for, suggest that they sign up for more sessions. [on screen: Check out our help center for more scheduling tips]

Group Commission Section Overview

[move to next section of report] The Group Commission section for group training and classes is similar to the PT Commission section. It also has information about the clients, the date of the session, the value, and the expected commission. [indicate the columns for member service, date, value, subject, rate, and total — then back to the attendee info]

Here [name of attendees] you’ll find a list of everyone who was scheduled for the event. If there are issues with scheduling or funding for any of the attendees, the row will be highlighted in red. Comparing the number of funded, chargeable, or validated attendees to the total number of attendees will help troubleshoot. You might need to go back to the calendar event to look into the details.
[go to orientation and assessment commission section] If your club pays commission on orientations and assessments, those events are listed here.

Recap and Best Practices

• Trainers, managers and admins can access the Commission Report in the Reports section. Managers and Admins can also download a copy of the report from Package Setup - Pay Period Admin, where it’s automatically generated at the end of each pay period.
• Use the red and yellow highlights to identify events that were not funded or validated, so you can take steps to resolve the issue.
• The report will list corrections to past events that were made during the pay period - for example, an event belatedly received funding, or its status was updated.
• For accurate commission amounts, be sure to run the report for the exact dates of the pay period. If you simply want to view all your events over a given time range, you can use any dates you want. Just keep in mind that if the report is not aligned with a pay period, you should not rely on its commission calculations.
• This report is a valuable tool. Make a habit of reviewing it before the end of every pay period to identify any issues and check that your commission is being properly recorded.

Use the link below to download these instructions for reference.

Visit the Training Management section of our Help Center for more resources.