Review, Approve, and Pay Your Payroll Reports

How does this help you?

• See every pay period in one place, most recent first.
•  Get everything calculated at the end of every cycle, so you never have to do the counting and math yourself. 
• See how much you owe each staff member, and why.
• Keep a clear record of who you've paid, how, and when.

Where to find it

In the left menu, go to Staff payroll > Payroll reports.

At the top of the page, you'll see your current cycle (for example, "once a month, from the 1st to the very last day") and the date your next payroll will be ready for approval. To change your cycle, click Payroll settings.

The Payroll reports list

The Automatic periods tab lists every pay period created from your payroll cycle. For each period, you'll see:

• Payroll period – the dates of the period.
• Status – where the report is in the process (see below).
• Paid – how many staff members you've paid, out of the total. For example, 3/5.
• Generated – the date the report was created.
• Total pay – the total you owe for that period.
• Next step – what to do next.

The list loads 10 periods at a time. Scroll down to see older ones.

The Custom periods tab isn't available yet. It's planned for a future version.

[Screenshot placeholder: the Payroll reports page, Automatic periods tab, showing rows in each status: Current, Draft, Partially completed, and Completed.]

What each status means

• Current – the period is still in progress. You can open it, but there's nothing to review yet. Next step: Read-only.
• Draft – the period has ended and the report is ready for you to review. Next step: Approve.
• Approved – you've approved the report, next step: Record payment.
• Partially completed – you've recorded payment for some of your staff, but not all. Next step: Record payment.
• Completed – everyone has been paid. This is the final status. Next step: Read-only.

Step 1 — Review the report

When a period ends, Fitune creates its report automatically and sets it to Draft. Click the period to open it.

At the top, a summary shows the Payroll period, Status, Payment, Paid, Approved date, and Total pay. Use the period selector to jump to another period without going back to the list.

Below it, you can switch between two views:

• Total by staff – one line per staff member, with the number of classes, bookings, and attendees, plus their class pay, appointment pay, fixed pay, and total pay.
• Detail by staff – every class and appointment behind each person's total, grouped into Classes, 1:1 appointments, and Fixed salary, with the date, time, bookings, and attendees. Click a category to expand it.

If you open the Current period, you'll see a message that there's no data yet. The report is created on the last day of the period.

[Screenshot placeholder: the report detail page with the summary bar, the period selector, and the Total by staff view.] [Screenshot placeholder: the Detail by staff view with one staff member's Classes category expanded.]

Step 2 — Approve the payroll

1. Open a report with the status Draft.
2. Check the amounts in Total by staff and Detail by staff.
3. Click Approve payroll.
4. Confirm by clicking Approve payroll again in the confirmation window.

The report changes to Approved.

Important: approving locks the amounts. If a schedule or rate changes after you approve, this report stays the same. Take a moment to review before you approve.

[Screenshot placeholder: the "Approve payroll?" confirmation window.]

Step 3 — Record your payments

Once you've paid your staff (by cash, bank transfer, or card), record it in Fitune:

1. Open an Approved or Partially completed report.
2. Click Record payment.
3. Under Select staff, check the staff members you paid, or click Select all. People already marked as paid appear checked and can't be changed.
4. Choose the Payment method: Cash, Bank transfer, or Card.
5. Check the Payment date. It's set to today by default, and you can change it.
6. Click Mark as paid.

If you paid only some of your staff, the report changes to Partially completed. Come back and repeat these steps for the rest. When everyone is paid, the report changes to Completed.

Each staff member's payment status, method, and date then appear in Detail by staff.

[Screenshot placeholder: the Record payment panel with the staff checklist, Payment method, Payment date, and the Mark as paid button.]

[Loom suggestion: a 2-minute clip following one report from Draft to Completed: open it, review Total by staff, approve, record a partial payment, then pay the rest. Watching the status change at each step makes the whole process click, and it's the core routine studio owners will repeat every pay period.]