Updating Instructor Payment Sheet
- Administrator
- Jul 13, 2023
- 4 min read
Updated: Apr 12
instructor payment summary pay prepayment credit private lesson group class salary report fee
Edited by Amrissa, March 12, 2025
We use Google sheets so instructors can write down all group classes and private lessons they taught. This helps us track/determine the amount we owe instructors and monitor successful payments.
It is the duty of the student support specialist to verify the details of the rendered work.
Steps:
Weekly Steps (Every Friday) – Instructor Payments
✅ Ask Instructors to Update Their Trackers
Send a message via Dialpad to Ariela and Inna every Friday. Ask them to fill out columns E to I in their payment trackers.
Ariela’s tracker: Ariela Payment Sheet
Inna’s tracker: Inna Payment Sheet
✅ Double-Check Their Entries
After they fill it out:
Cross-check the info with our calendar.
If needed, check Slack for updates from Danny or Claire.
Make sure the number of classes and schedules are correct.
✅ Fill Out Columns J to P
Complete columns J to P based on the verified info.
✅ Add Notes
In the “Notes” column:
Write down anything unusual (e.g., canceled or rescheduled classes, special payments).
Add extra info even if it seems minor—it helps to overcommunicate.
✅ Submit by Friday End of Day
Make sure everything is filled out by the end of the day Friday. This gives Claire time to send instructions to Rhea, our bookkeeper.
✅ Send Payment Summary
Ariela: Send Claire a summary every 2 weeks.
Inna: Send once a month (this might change soon to match Ariela’s schedule).
Follow the Instructor Payment Summary Guidelines below for how to create and send the summary.
📌 Reminders:
Rhea (our bookkeeper) handles payments and we don’t message her directly.
Only Danny and sometimes Claire talk to Rhea—so the sheet must be accurate.
Here is the general rule about instructor's fees:
$100/hour to teach a group program ($200 per class)
50% of whatever the amount student paid for a private lesson session (fee varies depending on package)
When we offer a complimentary lesson to a student, instructor is paid regular single lesson rate. When instructor offers freebie, there’s no payment.
Instructors are paid $50 for hosting Friday practice (total for the evening. The evening is two hours).
There are times when a class or a private lesson doesn't happen because of an error on our end (e.g. studio got double booked, home studio locked). We still pay the instructor for that cancelled appointment and the amount to pay depends upon Danny's discretion.
It is also possible that Danny will have a special arrangement with instructors doing special programs though, so you may refer to the instructor's collaborator profile in CRM to double check their fee or watch out for Danny's updates in the group chat.
Scenarios in the past where a special arrangement was made:
SPECIAL PROGRAMS WITH LOW ENROLLMENT
Our 2024S3 Ladies Styling (bachata) program didn't get enough enrollments to make it profitable. This is a special program so before deciding whether to cancel it or not, Danny spoke privately with Inna and asked her first if she'd like to teach the full 10 weeks at a lower hourly rate (here's how fee was calculated: revenue this program generated — this program's incurred studio fees = hourly rate). She agreed.
INSTRUCTOR WITH FIXED HOURLY FEE
We launched another special program, Salsa On 2, in 2024S1. Danny verified that Jarek, the special instructor, will be paid the regular $100 hourly rate for it. However, the program didn't have enough enrollment so we cancelled it. A student asked if he can book a private lesson with Jarek instead. When asked, Jarek maintained that his hourly rate is $100 even for private lesson. We send students a special pricing if they want to book him for on 2 sessions (see Jarek's collaborator profile in CRM). Same scenario with Mayra Cotiva, our instructor in Las Vegas. She established with management that her payment for private lessons will not go beyond $50 per session.
AUDITIONS AND OTHER NON-TEACHING ACTIVITIES
In 2024S1, Danny held auditions for performance teams and asked Inna and Ariela to help out. Danny told the manager to pay Ariela $130 (had to leave early) and Inna $180 (stayed the entire audition). This is not the standard rate for auditions. One-time thing. You may leave the "Group Program Payment" empty when updating an item that falls under this category and there's no message from Danny about fees.
FILMING GIG EITHER FOR TELEVISION/VLOG FEATURE
Some time in 2023, a television program (dating show) tapped Danny to teach salsa to a couple while they're being filmed in exchange of media exposure. Danny asked Marina to help him out and he paid him $450 for this gig. It's a one-time thing and not the standard pricing. You may leave the "Group Program Payment" empty when updating an item that falls under this category and there's no message from Danny about fees.
CORPORATE EVENTS
Payment to instructors will depend on the quote that Danny gave to the lead.
Instructor Payment Summary Guidelines
When sending a Payment Summary to Claire/Danny, follow this format:
For Ariela
Ariela received prepayments in the past and so we will be deducting $250 from her payment until her credit balance reaches $0. Her summary should be formatted like this:
Ariela:
Group classes Mar 4 - 16: $2,275
Private lessons Mar 4 - 13: $429
Total owed: $2,704
Credits applied: $435
Amount to pay: $2,269
Remaining credits: $435
For All Other Instructors
Inna:
Group classes Jan 8 - 29: $1,000
Private lessons Jan 10 - 28: $1,985
Total owed: $2,985
Notes:
Ariela’s Remaining Credits - You can find Ariela’s current credit balance in cell B3. We have applied prepayment in the past, so $250 will be deducted from each of her payments until her credit balance reaches $0.
Payment Summary Reference - The total payment owed is automatically calculated in Column C once you complete Columns J to P. When creating the payment summary, refer to Columns A to C.
If there is no date under "Date Instructor Paid," it means the payment is still pending.
Be sure to check Slack for any specific payment instructions and adjust accordingly.
When Danny teaches and an instructor assists (usually in Week 1), they shouldn’t be paid unless Danny confirms otherwise. If you see a payment entry for that week, double-check with Danny first.
