Pay your coaches: timesheets, pay runs, holiday pay, tax and NI
Set each paid coach’s rate, approve a timesheet built from the sessions they ran, and run payroll with rolled-up holiday pay and, if you want, PAYE and National Insurance. Paid pay runs go straight into the books.
Geprüft am 29. September 2026 · Getestet mit Clubs web and app · September 2026
Bevor du loslegst
- Club owner, club admin or treasurer access
- Playlee Accounts
- A season covering the pay date
Auf dieser Seite
How it works
Payroll lives in Accounts, under Payroll. Only the club owner, admins and treasurer can see it, because what each coach earns is private.
Sessions a coach was assigned to become timesheet lines once they have happened. You approve the lines, run a pay run, and Playlee works out each coach’s pay, payslip and the amounts to pay them and HMRC. When you record the pay run as paid, the money goes into the club’s books, ready to match against your bank statement.
Run payroll
- 1
Choose your settings
In Payroll settings, choose how often you pay, and whether Playlee should work out PAYE tax and National Insurance. Add your PAYE and Accounts Office references.
- 2
Add each paid coach
Under Coaches and rates, choose the coach, whether they are on the payroll or self-employed, and a rate per session or per hour. For coaches on the payroll, add their tax code and National Insurance letter, and choose rolled-up holiday pay if they work irregular hours.
- 3
Approve the timesheet
Press Update from sessions, check each line, change the time or pay if needed, and approve. Add a line by hand for work that was not a session.
- 4
Start a pay run
Under Pay runs, choose the period and pay date. Everything approved up to the end of the period goes in, and each coach’s figures are worked out.
- 5
Finalise
Check the figures and any warnings, then finalise. Payslips then appear for coaches under My sessions, then My pay.
- 6
Pay and record it
Pay the coaches, then choose Record as paid. Each coach’s take-home pay goes into the books under Coach payments.
- 7
Pay HMRC
Under HMRC, see what is owed for each tax month and when. Record the payment and it goes into the books under PAYE & National Insurance.
Tax, National Insurance and HMRC
- Playlee does not send your payroll to HMRC. Report each pay run through HMRC’s free Basic PAYE Tools or your payroll provider, and check the figures match. Download CSV on a pay run gives you every figure.
- If your payroll provider works out the deductions, leave the calculation off and type their tax and National Insurance into each draft pay run.
- Rolled-up holiday pay adds 12.07% of the pay for work done to each payslip, as its own line. It is for coaches with irregular hours or who work part of the year.
- Playlee warns when pay works out below the National Living Wage, and when earnings are above the workplace pension trigger.
- If the club claims the Employment Allowance, turn it on in Payroll settings and it comes off employer National Insurance in the HMRC totals.
- Self-employed coaches are paid what they invoice, with no holiday pay or deductions. HMRC’s Check Employment Status for Tax tool helps you decide which a coach is.
Common questions
I recorded a pay run as paid by mistake. Can I undo it?
Yes, choose Undo paid on the pay run, as long as the payments are not yet matched to your bank statement and the books are not locked for that date.
A coach started with us part way through the tax year. What do I do?
On their pay details, open Started mid-year and add the pay and tax to date from their P45, so their tax is right from the first pay run.
Can coaches see each other’s pay?
No. Each coach sees only their own payslips.
Create and calculate a draft coach pay run
- 1
Use Payroll pay runs to create a draft
Enter the start/end calendar dates and pay date, optional current bank account and private notes. Native allocation includes currently approved unallocated shifts dated on or before the period end, including older work before the start.
- 2
Review the calculation scope
Native current profiles/PAYE settings determine final amounts. This creates/calculates a draft only; it does not pay wages, finalise payslips, submit to HMRC or send messages. Native later reads, primary changes, audit and revalidation are separate phases; reconcile the original operation and current app record before repeating an uncertain result.
Record a coach pay run already paid offline
- 1
Use the finalised pay run paid-record control
Select the finalised run, current bookkeeping account and actual paid-on calendar date. Review the exact current net amount privately. Record a payment already made outside this flow.
- 2
Confirm bookkeeping and status effects
Native execution posts positive coach-net expense entries, using the selected account for bank-transfer lines and native cash account for cash lines; cash/category records can be created then. It marks the run/shifts paid. No actual wages, transfer, cash movement, HMRC submission or message is sent. Native later reads, primary changes, audit and revalidation are separate phases; reconcile the original operation and current app record before repeating an uncertain result.
Undo a recorded coach pay run paid state
- 1
Use the current paid run undo control
Choose a currently paid run and review its exact net amount and ledger dates. Native execution refuses matched bank-statement entries and locked books dates.
- 2
Confirm ledger removal, not a refund
This removes the run payroll ledger entries, returns shifts to approved and the run to finalised. It does not recover wages, refund or move money, or send messages. Native later reads, primary changes, audit and revalidation are separate phases; reconcile the original operation and current app record before repeating an uncertain result.
Record an HMRC payment already made offline
- 1
Use Payroll HMRC payment recording
Enter the tax year, tax month 1 to 12, positive amount in GBP, actual paid-on calendar date, current bookkeeping account and optional private reference. Locked dates refuse.
- 2
Confirm the ledger record
This creates an HMRC payment record and linked expense; a native PAYE/NI category can be created during execution. It does not make an actual HMRC payment/submission, bank movement or send a message. Native later reads, primary changes, audit and revalidation are separate phases; reconcile the original operation and current app record before repeating an uncertain result.
Submit your own coach timesheet week
- 1
Open your own timesheet
Open My hours in the Clubs app and select the week. An active pay profile and current club access are required. This guided menu is limited to your current assigned-staff clubs.
- 2
Review and confirm
Review the current lines and totals, then submit when the native screen permits it: pending lines and an available submission record, with new or changed work since any previous submission. This records or replaces the submission timestamp; it does not approve lines, make them paid or transfer wages. Native mutation, audit and response reads are separate, so a later error can leave an earlier change saved. Check the current week before another request.
Add time you worked to your own timesheet
- 1
Open your own timesheet
Open My hours and choose Add other hours. Enter the work date, minutes and private title, then use Add hours.
- 2
Review and confirm
Only work already done is accepted using the UK payroll calendar. The pending manual line uses your current pay rate and awaits club approval; it does not make a payment. Native mutation, audit and response reads are separate, so a later error can leave an earlier change saved. Check the current week before another request.
Correct your own pending manual timesheet line
- 1
Open your own timesheet
Open My hours, choose the named manual line you added, and use Change hours followed by Save changes.
- 2
Review and confirm
Only your own pending manual line outside a pay run can change. Review the replacement date, minutes, private title and current-rate amount; approved, paid and session-created lines cannot be edited here. Native mutation, audit and response reads are separate, so a later error can leave an earlier change saved. Check the current week before another request.
Delete your own pending manual timesheet line
- 1
Open your own timesheet
Open My hours, select the named manual line you added, and choose Remove these hours.
- 2
Review and confirm
Review the exact date, title, minutes and amount before deletion. Only your own pending manual line outside a pay run can be deleted; this does not cancel a session or reverse a wage payment. Native mutation, audit and response reads are separate, so a later error can leave an earlier change saved. Check the current week before another request.
Change coach payroll settings
- 1
Use the current Payroll controls
Open Accounts, Payroll, Settings. Set the pay frequency, PAYE and National Insurance calculation, Employment Allowance flag and the private references. Future pay runs use these settings; existing runs are not recalculated. Playlee does not submit payroll to HMRC.
- 2
Review and confirm
Check the named current records and GBP amounts before confirmation. No bank transfer, refund, message or HMRC submission is sent by these actions. Native writes and later audit are separate; a later failure can leave earlier changes saved. Check the original operation and app record before repeating an uncertain result.
Save a coach pay profile
- 1
Use the current Payroll controls
Under Payroll, Coaches and rates, choose an existing coach or current candidate. Replace employment type, per-hour or per-session rates, assistant rate, holiday-pay treatment, tax code, NI category, opening balances, pay-start calendar date, active flag and private notes. Existing timesheet lines are not repriced. Blank optional fields deliberately clear them.
- 2
Review and confirm
Check the named current records and GBP amounts before confirmation. No bank transfer, refund, message or HMRC submission is sent by these actions. Native writes and later audit are separate; a later failure can leave earlier changes saved. Check the original operation and app record before repeating an uncertain result.
Refresh coach timesheet from finished sessions
- 1
Use the current Payroll controls
On Payroll Timesheet, use Sync from sessions. Native execution reads the finished, not-cancelled sessions and current paid-coach profiles from their pay-start dates, adds missing pending lines and removes obsolete pending session lines. Approved and paid lines stay unchanged. The exact new line counts and amounts are determined at execution, not promised by this review.
- 2
Review and confirm
Check the named current records and GBP amounts before confirmation. No bank transfer, refund, message or HMRC submission is sent by these actions. Native writes and later audit are separate; a later failure can leave earlier changes saved. Check the original operation and app record before repeating an uncertain result.
Approve, reject or return coach timesheet lines
- 1
Use the current Payroll controls
In Payroll Timesheet, select the named dated lines and choose Approve, Reject or Return to pending. Only unpaid lines outside a pay run can change; returning to pending applies to approved or rejected lines. Approval makes them eligible for a later pay run, without paying them.
- 2
Review and confirm
Check the named current records and GBP amounts before confirmation. No bank transfer, refund, message or HMRC submission is sent by these actions. Native writes and later audit are separate; a later failure can leave earlier changes saved. Check the original operation and app record before repeating an uncertain result.
Correct a coach timesheet line
- 1
Use the current Payroll controls
In Payroll Timesheet, choose Change for the named dated line. Replace hours, GBP pay and private description. The line must be unpaid and outside a pay run; its status stays unchanged.
- 2
Review and confirm
Check the named current records and GBP amounts before confirmation. No bank transfer, refund, message or HMRC submission is sent by these actions. Native writes and later audit are separate; a later failure can leave earlier changes saved. Check the original operation and app record before repeating an uncertain result.
Add an approved manual coach timesheet line
- 1
Use the current Payroll controls
In Payroll Timesheet, add a manual line for a coach with a saved pay profile. Enter the work calendar date, hours, optional fixed pay and private description. Native zero or blank fixed pay uses the current coach rate. The new line is already approved and can be included in a later pay run.
- 2
Review and confirm
Check the named current records and GBP amounts before confirmation. No bank transfer, refund, message or HMRC submission is sent by these actions. Native writes and later audit are separate; a later failure can leave earlier changes saved. Check the original operation and app record before repeating an uncertain result.
Delete an unallocated manual coach timesheet line
- 1
Use the current Payroll controls
On Payroll Timesheet, delete the selected manual dated line. Only unpaid manual lines outside a pay run can be deleted; this removes the line rather than sending or reversing money.
- 2
Review and confirm
Check the named current records and GBP amounts before confirmation. No bank transfer, refund, message or HMRC submission is sent by these actions. Native writes and later audit are separate; a later failure can leave earlier changes saved. Check the original operation and app record before repeating an uncertain result.
Refresh a draft coach pay run
- 1
Use the current Payroll controls
Open the named draft Pay run and use Refresh. Include newly approved unallocated lines dated on or before its period end and recalculate with current profiles. Manual deduction overrides and payment methods are retained. New totals come from native calculation; this is not an instruction to pay.
- 2
Review and confirm
Check the named current records and GBP amounts before confirmation. No bank transfer, refund, message or HMRC submission is sent by these actions. Native writes and later audit are separate; a later failure can leave earlier changes saved. Check the original operation and app record before repeating an uncertain result.
Remove a timesheet line from a draft pay run
- 1
Use the current Payroll controls
Open the named draft Pay run and remove the selected dated timesheet line. The native action recalculates the remaining figures; the removed line stays on the timesheet for a later run.
- 2
Review and confirm
Check the named current records and GBP amounts before confirmation. No bank transfer, refund, message or HMRC submission is sent by these actions. Native writes and later audit are separate; a later failure can leave earlier changes saved. Check the original operation and app record before repeating an uncertain result.
Set or clear coach pay-run deductions
- 1
Use the current Payroll controls
In the draft Pay run, select the coach line and enter GBP tax, employee NI and employer NI from your payroll software, or explicitly clear the manual override to recalculate automatically. Native recalculation changes draft figures without paying wages or submitting payroll.
- 2
Review and confirm
Check the named current records and GBP amounts before confirmation. No bank transfer, refund, message or HMRC submission is sent by these actions. Native writes and later audit are separate; a later failure can leave earlier changes saved. Check the original operation and app record before repeating an uncertain result.
Record a coach pay-run payment method
- 1
Use the current Payroll controls
In a draft or finalised Pay run, select the coach line and record Cash or Bank transfer as the bookkeeping payment method. This records how you intend to pay; it does not initiate payment or mark the run paid.
- 2
Review and confirm
Check the named current records and GBP amounts before confirmation. No bank transfer, refund, message or HMRC submission is sent by these actions. Native writes and later audit are separate; a later failure can leave earlier changes saved. Check the original operation and app record before repeating an uncertain result.
Finalise a draft coach pay run
- 1
Use the current Payroll controls
Review all current coach figures in the draft Pay run and use Finalise. Finalised figures are locked and payslips become visible to coaches. This does not mark wages paid, send payslips, make a bank transfer or report to HMRC.
- 2
Review and confirm
Check the named current records and GBP amounts before confirmation. No bank transfer, refund, message or HMRC submission is sent by these actions. Native writes and later audit are separate; a later failure can leave earlier changes saved. Check the original operation and app record before repeating an uncertain result.
Reopen a finalised unpaid coach pay run
- 1
Use the current Payroll controls
Open the finalised unpaid Pay run and use Reopen. It becomes a draft so figures can change; finalised payslips stop being available in the coach view. A paid run cannot be reopened by this action.
- 2
Review and confirm
Check the named current records and GBP amounts before confirmation. No bank transfer, refund, message or HMRC submission is sent by these actions. Native writes and later audit are separate; a later failure can leave earlier changes saved. Check the original operation and app record before repeating an uncertain result.
Delete a draft coach pay run
- 1
Use the current Payroll controls
Open the selected draft Pay run and use Delete. This deletes its calculated lines and releases its timesheet lines for a later run. Only drafts can be deleted; no wage payment or refund is made.
- 2
Review and confirm
Check the named current records and GBP amounts before confirmation. No bank transfer, refund, message or HMRC submission is sent by these actions. Native writes and later audit are separate; a later failure can leave earlier changes saved. Check the original operation and app record before repeating an uncertain result.
Delete a recorded offline HMRC payment
- 1
Use the current Payroll controls
Under Payroll, Paying HMRC, select the tax year and named recorded payment. Delete removes that offline-payment record and its ledger entry; matched or book-locked entries are refused by native execution. It does not reverse, refund or send any HMRC payment.
- 2
Review and confirm
Check the named current records and GBP amounts before confirmation. No bank transfer, refund, message or HMRC submission is sent by these actions. Native writes and later audit are separate; a later failure can leave earlier changes saved. Check the original operation and app record before repeating an uncertain result.