See what your team really costs.
Every pay run rolls up into labour cost over time, so you can see the trend by period and understand your biggest line of spend.
- Cost per period
- Per staff member
- Per payable hour
InstructorHUB
Turn your class timetable into payroll-ready hours.
InstructorHUB tracks regular teaching hours, substitutes and extra work, then gives you an approved employee summary ready to enter into Xero, MYOB or your existing payroll system. Built for dance studios, gymnastics centers, martial arts schools and other class-based businesses.
Set up your own studio in minutes, no credit card required to start.
Easy import
Bulk approve
Staff portal
instructorhub.app/home
What it replaces
The pay week you dread, gone.
Most studios still run staff pay on texts, paper, and a spreadsheet someone rebuilds every fortnight. InstructorHUB turns the timetable you already keep into the whole pay week.
Pay week today
Pay week with InstructorHUB
Chasing hours
A “what were your hours?” text to every instructor, every fortnight.
Hours generate themselves
Every class on your timetable becomes a timesheet line for whoever taught it.
Retyping paper sheets
Sign-in sheets copied into timesheet_FINAL_v3.xlsx, one line at a time.
Instructors submit from their phone
They check their week, add anything extra, and submit in their own portal.
Covers sorted after the fact
Working out who took whose class, then fixing the hours by hand.
Covers move the hours
Mark someone absent, pick the cover, and the hours follow whoever taught.
Rebuilding the pay math
Rates and totals worked out again, line by line, in a spreadsheet.
Pay runs in minutes
Rates apply themselves. Approve in bulk and take the approved hours straight into payroll.
The resultPay week becomes a review, not a rebuild.
How payroll preparation works
From timetable to payroll in five steps.
Your payroll system knows how to pay people. It does not know who covered Tuesday's ballet class or who assisted on Saturday. InstructorHUB keeps track of that, so the hours you enter into payroll are right the first time.
- Import your timetableyour regular classes and teachers
- Hours generateexpected hours for every employee
- Record the changessubstitutes, covers and extra hours
- Review and approvethe whole period, in bulk
- Enter into payrollXero, MYOB or your own system
InstructorHUB prepares the hours. Your payroll system runs payroll.
InstructorHUB does
- Generates each employee's expected hours from the classes they teach
- Moves hours to whoever covered, at the cover's own rate
- Tracks cancellations, extra hours and different teaching roles
- Gives you approved hours by pay category for each person, with gross pay as a check
- Raises contractor invoices from approved hours
Your payroll system does
- Calculates tax, superannuation or retirement contributions, leave and deductions
- Pays your employees and works out net pay
- Handles statutory reporting and filing
Contractors are a separate lane. InstructorHUB turns their approved hours into invoices you can export as a Xero Bills file, a MYOB purchase bills file or a generic line-item CSV.
How hours get into your payroll system →Getting started
Start with the timetable you already keep.
There is nothing to retype. Bring in the schedule you run today and InstructorHUB builds your classes and your team from it, so the first thing you see is your own studio.
Bring in your timetable
Upload the spreadsheet you already have, from Excel, Numbers or a CSV, or paste the rows straight from Google Sheets. Columns are detected for you, and you see every class before anything is saved.
Your instructors come with it
Every name in the file is matched to your team. Anyone new gets their own staff record, and when a name is spelled differently you tell InstructorHUB once and it remembers.
Set pay, invite your team
Choose how each person is paid, add their rate, and invite them to their portal. From there the hours come straight from the classes you imported.
The signature workflow
Your timetable does the heavy lifting.
The class schedule you already keep becomes the engine for everything downstream. Set it once and the hours, the approvals, and the pay all flow from it, in that order.
- Your timetableclasses, rooms, instructors
- Hours generatefrom who taught what
- Review and approvein bulk, per pay period
- Run payhours by pay category, gross as a check
- Hand offhours to payroll, invoices to bookkeeping
instructorhub.app/schedule
Absences and cover
Sick days, covers and swaps, handled in one screen.
When an instructor can't make it, mark them absent from the timetable, today's teaching, or the pay run. Every class they would have taught is laid out in one place: give each class its own cover, cancel the one nobody can take, and decide whether the absence is paid. Two teachers trading classes for the day works the same way, and your regular timetable is never touched.
- Mark someone absent for one day or several at once
- A different substitute for each class, or one cover for all of them
- Cancel a single class for the day and choose whether it is still paid
- Hours move to whoever covered, at their own rate, with nothing to retype
- Double-bookings and missing pay rates flagged before you confirm
instructorhub.app/pay
Timesheets
Timesheets that fill themselves in.
Because hours come from the timetable, nobody starts from a blank sheet. Instructors check what is already there, add anything extra, and submit. You see the whole team's hours move through one clear lifecycle.
- Draft, submitted, approved, locked, and paid, all visible at a glance
- Instructors submit from their own portal, on the web or their phone
- Change requests come to you instead of a stack of texts
- Approve a whole period in bulk rather than line by line
instructorhub.app/timesheets
Pay runs
Run pay in minutes, not an afternoon.
The pay cockpit walks you from draft to done: review the hours, confirm the totals, then route and record. It shows gross pay and an employer-contribution estimate for every instructor, so you can see the run clearly before you commit it.
- A guided Draft, Review hours, Route and record, Done flow
- Approved hours by pay category for every employee, with gross pay and an employer-contribution estimate alongside
- See who is paid as an employee, a contractor, or by account credit
- Employees: enter the approved hours into your payroll system, which runs tax and pay
- Contractors: export their invoices as a Xero Bills, MYOB purchase bills or generic CSV file
instructorhub.app/pay
Around every pay run
The rest of pay week, already handled.
Cost reporting, compliance paperwork and the files your team relies on live in the same workspace as your hours and pay, so nothing sits in a separate spreadsheet or inbox.
Keep the paperwork off your desk.
Set the documents every instructor must hold, from a Working with Children Check to First Aid, and track expiry and references in one place.
Document requirements →
Share what your team needs, once.
Choreography, handbooks, forms and music in folders, with access set per item, so instructors see exactly what you give them.
Share files with your team →
The staff portal
A product your instructors actually want to use.
InstructorHUB is two sided. You get the owner workspace; your team gets their own branded portal to log hours, check their schedule, and see their pay, on the web and as a mobile-friendly web app on their phone.
Their own dashboard
Hours logged, earned so far, sessions, and what is coming up, all in one branded home.
Log hours anywhere
Instructors check and submit their timesheet from the couch, not by texting you a photo of a paper sheet.
Their week, in their pocket
Every class, room, and time for the week, in a portal that works like an app. Nothing to download.
Pricing
One simple price. Every instructor, every feature.
One monthly price, however many instructors you have, with every feature included. Try it free on your own timetable first.
One plan
US$9.95
per month for your first yearUS$9.95 per month for your first year, then US$19.95 per month. Every staff member, every pay run, every feature. Start with a 14 day free trial, no card.
Start free trialEvery studio gets
Everything, from day one
- Timetable import from your own spreadsheet
- Every staff member, no per-seat add-ons
- Unlimited pay runs and pay periods
- The branded, mobile-friendly staff portal
- Compliance tracking and the resource library
- Contractor invoice export for your bookkeeping
No. InstructorHUB surfaces gross pay and an employer-contribution estimate so you can see and run your pay clearly. It does not calculate, withhold, or file your studio's tax. The tax treatment stays with your bookkeeping, which is exactly where it belongs.
InstructorHUB generates and approves the hours, then shows each employee's hours by pay category, with gross pay as a check. You enter those approved hours into Xero, MYOB or your existing payroll system, which calculates tax, superannuation, leave and the final payment. It is not a live connection to your payroll software.
Enter employee teaching hours into Xero Payroll →Contractors invoice you, so InstructorHUB turns their approved hours into invoices. Export a period's invoices as a Xero Bills CSV, a MYOB purchase bills file or a generic line-item CSV and import it on your side. That export is for contractor invoices only, not the employee payroll hand-off.
Export contractor invoices to Xero or MYOB →From your timetable. You import the class schedule once, and the hours for each pay period generate from who taught what. Instructors review and add anything extra, then submit. Nobody retypes a timesheet from scratch.
See how hours are generated →Mark them absent and you see every class they would have taught that day, or across several days. Pick a substitute for each class, or one for all of them, or cancel a class for the day. The absent instructor's hours come off, the substitute's hours appear in the pay run marked as cover, and you choose whether the absence is paid. Change your mind later and undoing the absence takes the cover off with it.
No. InstructorHUB works for dance studios, gymnastics centers, martial arts schools, music and swim schools, and any other class-based business that pays teaching staff. If your team teaches on a timetable, it fits.
Instructor payroll software →Yes. Every instructor gets their own branded portal to log hours, check their schedule, and see their pay, on the web and as a mobile-friendly web app on their phone. It is a separate, staff-facing surface, not a view of your admin.
Most of setup is one import. Upload the timetable you already keep, from Excel, Numbers or a CSV, or paste it from Google Sheets. InstructorHUB detects the columns, shows you every class before anything is saved, and matches each instructor to your team, adding anyone new. Then set how each person is paid and invite them to their portal.
Import your timetable to get started →Give pay week back to your team.
Start free today. Import your timetable, run your first pay period, and see how much of the week InstructorHUB hands back to you.