Note: This feature is only available on Pro and Ultimate plans.
This document provides a detailed, step-by-step walkthrough to help you effectively manage commissions for your staff within Yocale. With our intuitive Commission Management feature, you can effortlessly define, customize, and assign various commission structures to your staff. Commissions can be set as Fixed or Tiered offering maximum flexibility tailored to your business needs.
Additionally, you can conveniently generate detailed commission reports either manually or by configuring Yocale to create them automatically at set intervals. Reports can be viewed at both the overall business level, summarizing payroll and commission data across your entire organization, and at the staff level for detailed insights on individual team members.
Managing Commission for Individual Staff
Login as the Business Owner and navigate to the "Staff" then "Staff List"
Select the staff you would like to set or edit payroll for by using the pencil button under "Actions" or simply click the staff name.
Scroll down on the "Profile Details" tab and you will see Payroll.
Setting up Booking Hourly, Service and Product Commission
Press the "+" button next the commission you want to set. You have "Booking Hourly", "Service" and "Product" commissions.
Booking Commission
When calculating commission for hourly bookings, the total time booked is used. This is usually calculated as a rate per hour, and can optionally include service transition time.
The commission is calculated by multiplying the hourly rate by the total number of booked hours (and transition time, if enabled).
Example:
Hourly Rate: $25/hour
Booking Duration: 2 hours
Transition Time: 15 minutes (0.25 hours)
Commission with Transition Time: 2.25 hours * $25 = $56.25
Commission without Transition Time: 2 hours * $25 = $50
Service/Product commission
Commission earned on services performed by staff based on Paid generated invoice.
Can be calculated based on:
Gross sales (the total service price), OR
Profit (gross sales minus service costs), if the "Deduct service cost" option is enabled.
Commission can be either a fixed amount ($) or a percentage (%)
Staff commission is calculated based on paid invoices for services performed. The commission can be calculated based on:
Gross sales (total service price)
Profit (gross sales minus service costs), if the "Deduct service cost" option is enabled.
"Service Cost" can be set inside the "Service" page, located under "Business Setup" menu. Service Price is what the service is for the client, Service Cost is the amount the business needs to pay so it's subtracted from the total price.
The default commission can be set as either a Fixed or Tiered.
Fixed
Commission structures can vary based on the nature of the business and the agreement between the parties involved. Two common ways to calculate Fixed commissions are:
Fixed Percentage:
The commission is determined by multiplying the commission base by a percentage rate.
For example, if the commission base is $1,000 and the percentage commission rate is 10%, the commission would be $100.
Fixed Amount:
In this case, the commission is a set amount, regardless of the commission base and staff will receive the fixed amount for each sales regardless of the amount of sales.
Tiered
When using Tiered Commission Structures, commission rates are applied based on the total sales generated by a staff member within the duration of a payroll report (i.e., the reporting period).
This means that the sales amount accumulated during that entire period determines which tiers are activated and how commission is calculated.
For example, if a staff member's total service sales during a bi-weekly report period equals $4,500, the system will reference this total to determine which commission tiers apply.
There are two options for calculating Tiered commission
Top-Tiered
The commission rate(%) will be determined based on the highest matched tier. When staff reach a higher tier, the highest achieved commission rate retroactively applies to their entire sales amount.
For example:
Tier 1: $0 to $1000 at 10%
Tier 2: $1001 to $2000 at 15%
Tier 3: $2001+ at 20%
If the staff's total service sales is $2500, the commission rate will be 20% for all service sales
= $2500*20%=$500
Tier-by-Tier
Each commission rate applies only to the sales amount falling within its specific tier. As staff achieve higher sales, only the additional sales beyond previous tiers are subject to the higher tier's commission rate.
For example:
Tier 1: $0-$1000 at 10%
Tier 2: $100.01-$2000 at 15%
Tier 3: $2001+ at 20%
If the staff's total service sales is $2500, the commission will be calculated as
First $1000 at 10%
Next $1000 at 15%
And remaining $500 at 20% = $100 +$150 + $100 = $450
Note: When defining your tiering, you can set the “Up to” amount and the “Commission percentage. " You can also add or remove brackets (tiers) by clicking the "add another bracket" or “Remove” button in the bottom right corner.
After setting up your default service rate you can click on “Next” to go to next step.
Service Adjustments
In this section, you have the ability to customize commission settings for individual services offered by a staff member. Initially, all services will be set to the default commission rule you've defined for that particular staff member. However, you have the flexibility to customize the commission structure on a per-service basis.
You can apply a different fixed commission rate to specific service or remove commission entirely ("no commission"), or keep the default rate you initially set. This allows for a nuanced approach, where certain services may have unique commission structures that differ from the overall staff commission rule.
NOTE: The "bulk change" button is very helpful when needing to change many services' commissions at once. When selected, you can choose which services and which type of commission you would like to apply and click on “Update selected” to apply your changes.
Just like the services, the product adjustments will customize the commission based on the product. You also have access to bulk change here as well.
View the list of assigned commission
You can view the assigned commission in one of the following pages in Yocale.
Staff list when you’re hovering over the Payroll column in the list [Image]
Staff profile under staff detail page [Image]
Removing a commission from a staff
You can remove an assigned commission from a staff member's profile page.
Note: Removing an assigned commission will only affect any unreported commission and won’t impact the existing generated reports.
Copy commission from one staff to another
If some of your staff share the same commission structure, after defining the commission for one of them, you can copy it to other staff for convenience.
Go to the staff member you want the commission to be copied to. Click on the “Copy Commission” button. A pop-up window will appear with a search field, allowing you to search for staff by their first or last name.
When you select a staff member, a summary of any assigned commission profiles will appear. Choose which commission type you want to copy, for example, only product commission or all types of commission, and click on “Copy. "
Running Payroll and Viewing Reports
Now that you have your commission set up, you can decide how you want the report to be generated.
Navigate to the Payroll page using the left-side menu by going to "Staff" and then "Payroll. "
By default, the automated payroll reports are disabled. You can switch it on to access the various options available.
Running Payroll and Viewing Reports
Now that you have your commission set up, you can decide how you want the report to be generated.
Navigate to the Payroll page using the left-side menu by going to "Staff" and then "Payroll. "
By default, the automated payroll reports are disabled. You can switch it on to access the various options available.
Report “Frequency” determines how often payroll and commission reports are automatically generated. Common intervals include:
Weekly: Report generated every week.
Bi-weekly: Report generated every two weeks.
Semi-monthly: Two reports generated per month
Monthly: Report generated once per month.
"Start On" specifies the day on which the payroll reporting period begins, affecting how report intervals are calculated.
For weekly or bi-weekly frequencies, select a specific weekday (e.g., Monday).
For monthly frequency, select a specific date of the month (e.g., the 1st or 7th).
For semi-monthly, the system defaults to the 1st and the 16th.
“Buffer” refers to the number of days between the end of a reporting period and the actual generation of the payroll report. This allows time for final adjustments and data entry to ensure accuracy.
For example if the report period ends on January 15th and the buffer is set to 3 days, the payroll report will be generated on January 18th.
We will always display the report schedule after you make your selection for your convenience.
Every time that system generates a report for you based on these settings, you will get notified via email.
Accessing and Running Reports
You have two ways to access reports:
Navigate to the Report page using the left-side menu by going to "Report" and then "Payroll report
Navigate to the Payroll page using the left-side menu by going to "Staff" and then "Payroll" and click on “Go to Reports” as bellow:
On Payroll report page you can see the list of automatic generated reports or you can manually create report by clicking on "Create a Report" You just need to select the time frame and select the create report.
After generating a report.
You can review and download the report on business level for all your staff or you view the breakdown per staff by clicking the "View Staff Report" under Actions.
You can also download the report as Excel or PDF and remove the report using the three dots menu next to the View Staff Report under actions.
Note: The removal option is available only for manually generated reports. To ensure data consistency, system-generated reports cannot be deleted.
Staff Payroll Settings
This shows the commission breakdown per staff. You may also access the Staff payroll pages using the eyeball button under Actions.
Staff Payroll report
By clicking on the "View Staff Report," you will see the same report breakdown based on each staff member's payroll at the staff level. This displays the commission breakdown for each staff member.
You can view or download the payroll report for each staff member by clicking on the download option.
More on how reports will be calculated
Bookings Criteria for Report
Bookings are filtered into the report based on:
Start Date: The booking must begin within the selected pay period
Booking Status: Only bookings with these statuses are considered:
Booked – confirmed but not yet checked in.
Checked in – client has arrived.
Done – the appointment is completed.
Bookings outside this time window or with other statuses are ignored to maintain report accuracy.
Invoice Criteria for Report Inclusion
Invoices must meet the following criteria:
Invoice Date: The invoice must fall within the selected pay period
Invoice Statuses Considered:
Paid – fully settled invoices.
Tip Handling in Reports
Tips are calculated as the total of all assigned tips allocated to the provider on a given invoice.