Instructor Payouts Report

The Instructor Payouts report lists every class with what its instructor is owed and how much of that has been settled. It’s the report to open at month end when you’re settling up with instructors: filter to the unpaid sessions that have been taught, pay your instructors however you normally do, then mark them Paid so they drop off the list.

The session is the unit of payment. A row in the table is a class, but the money lives on the sessions underneath it. Expand a class to settle one session at a time — the week a substitute covered, the three weeks you’ve paid so far, the cancelled session nobody will ever be paid for. If your class has a single session, the class and the session are the same thing and you’ll never need to expand anything.

MakerVera records payout status only — it never moves money. The report is your bookkeeping ledger, not a payment tool.

Where to Find It

Sign in as an admin and navigate to Admin → Reports → Instructor Payouts. You need the View Reports permission to open it.

There is also a shortcut on the admin dashboard: the Unpaid instructor payouts card shows the total still owed for completed classes and how many classes that covers. Waived and already-paid amounts are never counted in it. View report opens this report pre-filtered to completed, unpaid classes.

The Three Payout States

Every session is in exactly one of three states:

State	Meaning
Unpaid	The instructor is owed this amount and hasn’t been paid yet. Counts toward Owed.
Paid	You’ve paid it. The report records the date and who marked it. Counts toward Paid.
Waived	You’ve decided nobody will be paid for this session — a cancelled week, a session that was folded into another. Counts toward Waived and is excluded from Owed.

Waived is not the same as paid at $0.00. It means “settled, deliberately, at nothing” — which is what stops a cancelled session from sitting in your outstanding column forever.

A class’s state is worked out from its sessions and can’t be set directly:

• Unpaid — no session has been settled yet
• Partially paid — some sessions are settled, some are still owed
• Paid — every matching session is either Paid or Waived

Before You Start: Set Payout Amounts

The report shows amounts that were set on the sessions. If you haven’t set any yet, every row shows $0.00 with a No rate set flag.

Amounts flow down in three steps, each one copied at the moment something is created:

• Series rate — on the series Settings tab, the Instructor payout rate is copied into every new class you create under that series.
• Class default — on an individual class, Default instructor payout per session is what each new session of that class pays. It’s a default, not a total: a six-week class with a $50 default owes $300 across its six sessions.
• Session amount — on an individual session, Instructor payout is what that one session actually pays. This is the number the report adds up.

Because each step is copied rather than looked up, changing a series rate or a class default never rewrites sessions that already exist. To push a new amount down, use the Apply to open sessions prompt — see Events Admin Guide → Instructor Payouts for the full walkthrough.

$0.00 is a real amount

A volunteer instructor at $0.00 is copied down as $0.00 and never falls back to the series rate. The report flags it as No rate set so you can double-check, but it isn’t an error.

What the Report Shows

Four summary cards above the table cover everything that matches your filters — not just the page you’re looking at:

• Owed — the amount still unpaid
• Paid — the amount already settled
• Waived — the amount deliberately not being paid
• Classes — how many classes matched

Each table row is one class (for multi-session courses, one cohort):

• Instructor — the class’s instructor. Shows No instructor when the class has none assigned, and stays blank when the matched sessions have different instructors — expand the row to see who taught what.
• Class — the series title and the cohort name
• Sessions — how many sessions matched your filters
• Dates — the range those sessions span
• Status — Scheduled, Completed, or Cancelled
• Payout — the amount owed plus paid. Waived is not included.
• Payout state — Unpaid, Partially paid, or Paid. A partially paid class also shows a breakdown like $150.00 paid · $150.00 outstanding.

Expanding a Class

Click a row (or its chevron) to list the sessions that matched your filters. Each session shows its date and position in the class, the instructor who actually taught it, the amount, its payout state, and — once it’s paid — when it was paid and by whom. Cancelled sessions carry a Cancelled badge.

If you have permission to edit events or take attendance, the class title and each session date are links. Following one and pressing Back returns you to the report with your filters and page exactly as you left them.

Filtering to a substitute

Filter by Instructor and each class row narrows to just the sessions that person taught, with a subtotal to match. That’s the answer to “what do I owe the substitute who covered week three?”

Filters

The filter bar sits above the table and works like the one on the Users page: the Date control and the quick-filter are always visible, and the ▼ button opens the rest.

The Date Range

The report always covers a period, shown as a link such as Date: Sep 1 – 16, 2026. It defaults to the first of the current month through today, in your makerspace’s timezone. Click it to open a calendar:

• Pick a start day and an end day — in either order — on the two-month calendar. The range is applied as soon as you pick the second day.
• Or use a shortcut: This month, Last month, Last 7 days, Last 30 days, or Last 90 days. The shortcut that matches the current range is highlighted.
• Reset returns to the default period.
• Press Esc to close without changing anything.

The calendar is fully keyboard-operable: Tab into it, then the arrow keys move a day or a week at a time, Page Up / Page Down move a month, Home / End jump to the start or end of the week, and Enter picks the day.

The Other Filters

• Quick-filter — Unpaid (default), Paid, or All. Unpaid includes partially paid classes, because money is still owed on them. Paid shows only classes where every matching session is Paid or Waived.
• Click ▼ (Advanced filters) to show three more. The button carries a count of how many of them are set to something other than their default, so you can tell at a glance even when the section is closed.
  • Date range applies to — Session date (default) or Paid date. Use Session date to find sessions taught in a period; use Paid date to see what you paid out in a period.
  • Instructor — start typing a name to narrow the list to one instructor’s sessions.
  • Class status — Completed (default), Scheduled, Cancelled, or All. This filters the class, not the session — a cancelled session inside a completed class still appears, badged Cancelled. Draft classes only appear under All.

Every filter you’ve changed from its default shows as a chip under the bar. The ✕ on a chip removes just that filter. Clear all puts the quick-filter and the three advanced filters back to their defaults in one go — it deliberately leaves the date range alone, because the period you’re reconciling is not something you want to lose by accident. Use Reset in the Date picker for that.

Your filters and the page you’re on are part of the page address. Refresh, share the link with a colleague, or follow a class link and press Back — the report comes back exactly as you left it.

Paid date + Unpaid is always empty

“Unpaid sessions, by the date they were paid” is an empty list by definition. If you switch Date range applies to to Paid date, also switch the quick-filter to Paid or All — the report no longer does this for you.

Settling Payouts

The Mark paid, Unmark paid, Waive and Un-waive actions only appear for people who hold the Manage Instructor Payouts permission (see below). Everyone else sees the report read-only. Every action asks for confirmation first, and every one is recorded in the audit log.

A Whole Class at Once

This is the common case, and it’s what you want when you pay an instructor for a course in one go:

1. Find the class row and click Mark paid
2. Confirm — the dialog tells you the instructor, the total, and how many open sessions it covers

Every open session in the class is marked paid with today’s date and your name. Sessions that were already Waived are left alone. Under the default Unpaid quick-filter the row then leaves the list; switch to Paid or All to see it.

Unmark paid on a class row reverses it: every paid session returns to Unpaid, and waived sessions are again untouched.

One Session at a Time

Expand the class and use the actions on the individual session row:

• Mark paid / Unmark paid — settle or un-settle just that session. Use this when you’ve paid the first three weeks of a six-week course, or when a substitute needs paying separately from the primary instructor.
• Waive / Un-waive — record that this session will never be paid. The amount stops counting toward Owed and moves to Waived. Un-waiving puts it back.

What Marking Paid Locks

• A paid session’s amount is locked. While a session is marked Paid, its Instructor payout can’t be edited on the session form, and an Apply to open sessions skips it. Unmark it first if the amount needs to change.
• A waived session’s amount stays editable — waiving is a decision about whether to pay, not a record that you did.
• A class’s default amount is never locked. It’s the default for future sessions, not a settled payment, so you can change it at any time. (This is a change from earlier versions, where marking a class paid froze its amount.)
• You can settle a session of any status — including cancelled sessions, if you owe the instructor a cancellation fee.

Cancelled Sessions

Cancelling a session used to leave its payout sitting in Outstanding forever. Now, the moment a session is cancelled, MakerVera sets its payout state from a per-makerspace policy you choose:

• Unpaid — review it. The payout stays owed and shows up in Outstanding until someone decides. This is the default.
• Waived — don’t pay. The payout is settled at zero and stops counting toward Outstanding.

Set it under Admin → Events & Classes → Payout settings. The choice applies only at the moment of cancellation — changing it never rewrites sessions that were already cancelled, and a session that’s already been marked Paid is never downgraded. You can always Waive or Un-waive an individual session in the report afterwards.

Configuring this needs Manage Instructor Payouts — the same permission as settling payouts, so the person who lives with the consequences can set the policy without being an Account Owner.

Exporting to CSV

Click Export CSV to download every session that matches your current filters — all pages, not just the one on screen. The CSV has one row per session, so a six-week class produces six lines. The columns are:

Column	Contents
Instructor	The class’s instructor (blank if none)
Class	Series title
Cohort	Cohort name (blank for single-session events)
Session Date	When the session ended, ISO 8601
Session Instructor	Who actually taught this session — differs from Instructor when a substitute covered
Session Amount	Dollars with two decimals
Session Payout State	unpaid, paid, or waived
Session Status	scheduled, completed, or cancelled
Paid On	When it was marked paid, ISO 8601 (blank unless paid)
Paid By	Who marked it paid (blank unless paid)

The file is named like instructor-payouts-2026-09-01-2026-09-30.csv, so month-by-month exports sort correctly in a folder.

CSV export requires the Run Reports permission.

Permissions

Permission	Lets a user…
View Reports (view_reports)	Open the Instructor Payouts report and the dashboard card
Run Reports (run_reports)	Export the report to CSV
Manage Instructor Payouts (manage_instructor_payouts)	Mark a class or session paid / unpaid, waive / un-waive a session, and set the cancellation default
Edit Events (edit_events)	Set the series rate, the class default, and each session’s amount (on the event forms, not in the report)

Manage Instructor Payouts is granted to the Admin role and the Accountant designation by default. It is deliberately narrow: it lets someone record that an instructor has been paid, but does not let them change how much — that stays with Edit Events. Assign it in Admin → Roles & Designations like any other permission; see the Permissions Overview.

Data Scope

Like every report, the data is scoped to your makerspace automatically — you can never see another makerspace’s payouts, even if you hold Platform Admin elsewhere. Only classes appear; events without an instructor-pay concept are never listed. Instructor pay is never shown to members or on any public page.

Empty States

If your filters return nothing, the report shows an empty state suggesting a wider date range, another status, or the All quick-filter. The most common causes:

• Class status is on Completed but the classes you’re looking for haven’t finished yet — switch to Scheduled or All.
• The date basis is Paid date and the quick-filter is still on Unpaid — that combination is always empty. Switch the quick-filter to Paid or All.
• The date basis is Paid date and nothing was marked paid in the range.
• The range is on the current month (the default) but the sessions were taught last month — try the Last month shortcut.
• A class has no sessions at all yet, so there’s nothing for the date range to match. Add its sessions and it will appear.

Related

• Reports Overview — every report, CSV export, and the View / Run Reports split
• Events Admin Guide → Instructor Payouts — setting the series rate, the class default, and a session’s amount, and applying a new amount to open sessions
• Roles and Designations — where to grant Manage Instructor Payouts