Pay settlements for coaches and instructors based on the classes they run
You set the rates, and Klubownik calculates earnings from the classes the coach ran. You approve the settlement, mark the payout, and the coach sees their settlements in the panel.
Core features in every plan · 30 days free, no card
In short
You turn on instructor settlements in the staff settings. The rate can be per session, per hour, per participant present or a monthly flat fee — separately for groups and with effective dates. Klubownik calculates earnings from the classes the coach ran, and the settlement moves from draft through approval to payout. In the same place you manage contracts accepted online and substitutions.
How it works
You set the rates
For each coach: per session, per hour, per participant present or a flat fee, with separate rates for selected groups.
Classes add to earnings
Once a class is closed, Klubownik adds the rate to the coach who led it — automatically after the session or when you or the coach close the class.
You approve the settlement
The settlement moves from draft to approved. You can add a bonus.
You mark the payout
After paying, you mark the settlement as paid, and the coach sees it in their panel.
What you get
Staff roles and permissions
Owner, administrator and coach. You set the coach’s scope of permissions separately, e.g. access to family data.
Rates and calculation
Per session, per hour, per participant present or a monthly flat fee, with effective dates and separate rates for groups.
Settlements through to payout
Draft, approval, payout and bonuses. The coach sees their settlements in the coach panel.
Online contracts
A civil-law contract of mandate (umowa zlecenia), a contract for a specific work (umowa o dzieło) or a volunteer agreement, prepared in Klubownik and accepted by the coach online. Plus a PDF, annexes and your own contract as a PDF for acceptance.
Substitutions
A coach asks a specific person or the whole staff to cover, another coach accepts the request, and you approve it.
Instructor schedule
You see who runs which class, and in the class staffing you mark the lead, the assistant and the volunteer.
Good to know
- Settlements, contracts and substitutions are off by default — you turn them on in Settings → Instructors.
- Klubownik does not calculate social security contributions or tax and does not create payrolls. It settles earnings from classes according to your rates.
- The coach accepts the contract in Klubownik. There is no qualified electronic signature.
Frequently asked questions
Can I pay a coach based on the number of children at a session?
Yes. One of the rate types is an amount for each participant present — Klubownik calculates it from the attendance list of the classes the coach ran.
Can coaches see their earnings?
Yes. Once settlements are enabled, the coach has “My settlements” in their panel with the payout status, and with contracts enabled also “My contracts”.
Can Klubownik handle volunteers?
Yes. In the class staffing you mark a person as a volunteer, and for contracts you use a volunteer agreement accepted online.
How much does Klubownik cost?
Plans differ by the limit of active participants, text messages and file storage — the features are the same. Monthly prices incl. VAT: Starter PLN 49 (up to 50 participants); Standard PLN 99 (up to 150 participants); Pro PLN 179 (up to 500 participants). Paying yearly costs less, and the first 30 days are free, no card.
Related processes
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Create your club and try Klubownik with your own club’s data. The first 30 days are free.
No credit card required • Core features and an industry module for 30 days, up to 500 participants