Trainer Subletting

Trainer subletting allows self-employed trainers to offer their classes through your studio and receive payments directly into their own account.

What is Trainer Subletting?

The Concept

You rent rooms or capacity to external trainers who:

• Offer their own classes
• Receive payments directly
• Issue their own invoices to customers
• Act as independent business owners

Benefits for Your Studio

Benefits for Trainers

Employment Types Compared

When creating a trainer you choose the employment type:

When Does a Trainer Automatically Receive Money?

Credit-based earnings: For bookings with credits, the system automatically calculates the monetary value of the redeemed credits. Earnings are displayed in the dashboard and can be processed via the payout system.

When to Use Which Type?

Choose Employed when:

• Trainer works regularly for you
• You pay a fixed salary/hourly rate
• Studio handles customer billing
• Configure earnings models →

Choose Self-Employed when:

• Trainer only rents rooms/slots
• Trainer bills customers directly
• Trainer operates as a business or freelancer

Setup: Setting Up a Self-Employed Trainer

Step 1: Create the Trainer

1. Go to Admin → Trainers
2. Click Add trainer
3. Fill in the basic details
4. Under Employment type select Self-Employed
5. Save

Step 2: Connect Stripe Connect

The trainer must connect their own Stripe account:

1. Trainer logs in
2. Goes to Settings → Payments
3. Clicks Connect Stripe
4. Completes the Stripe onboarding
5. Account is verified

Note: Stripe Connect is required for self-employed trainers to receive payments.

Step 3: Set Up Invoice Issuer

In the admin area under Invoices → Trainers:

1. Select the trainer
2. Click Set up invoice issuer
3. Fill in the business details:
   • Name/company
   • Address
   • Tax number/VAT ID
   • Bank details
   • Invoice number prefix

Invoice Issuer Details

Required Fields

Optional Fields

Small Business Regulation

Trainers with small business status:

• No VAT ID required
• Invoices without VAT
• Note on applicable small business tax exemption included on invoice

Payment Flow

How Does the Payment Work?

For direct class payments:

1. Customer books a class from a self-employed trainer and pays directly
2. Payment via Stripe is triggered
3. Stripe Split Payment automatically splits:
   • Main amount → Trainer account
   • Commission (optional) → Studio account
4. Invoice is automatically created with trainer details

For bookings with credits:

1. Customer books a class and pays with credits
2. No Stripe payment - credits were already paid for at purchase
3. Earnings are calculated based on credit value and displayed in the trainer dashboard
4. Payout via the integrated payout system or manually by the studio

Example with Commission

If you charge a commission:

The split is handled automatically via Stripe Connect.

Trainer Dashboard: Invoices

What Does the Trainer See?

Self-employed trainers have access to their invoices under Trainer → Invoices:

Statistics:

• Total invoices
• Open invoices
• Paid invoices
• Overdue invoices
• Revenue

Table:

• Invoice number
• Customer
• Service
• Date
• Amount
• Status

Actions

Invoice Numbers

Format

Invoice numbers are generated automatically:

[PREFIX]-[YEAR]-[MONTH]-[NUMBER]

Example: TR-2025-01-0001

Annual Reset

At the turn of the year, the number is automatically reset:

• 2024: TR-2024-12-0089
• 2025: TR-2025-01-0001

Custom Prefix

Each trainer can choose their own prefix:

Admin: Managing Trainer Invoice Issuers

Overview

Under Admin → Invoices → Trainers you see all self-employed trainers with:

• Trainer name
• Stripe status (connected/not connected)
• Invoice issuer status (set up/missing)
• Setup status (complete/incomplete)

Status Display

Actions

• Set up: Create invoice issuer for trainer
• Edit: Change existing details
• Delete: Remove invoice issuer

Best Practices

Clear Contracts

Before setting up, you should:

• Conclude a rental/cooperation agreement
• Clearly define commissions
• Clarify liability questions
• Set notice periods

Onboarding Checklist

For each self-employed trainer:

1. Create trainer account (employment type: Self-Employed)
2. Invite trainer to the system
3. Have them connect Stripe Connect
4. Set up invoice issuer details
5. Perform a test booking
6. Assign classes/appointments

Tax Notes

Important: You are not responsible for your trainers' tax obligations. Make sure that:

• Trainers know their tax obligations
• Invoices meet all legal requirements
• Small business status is correctly indicated

Frequently Asked Questions

Can I keep a share?

Yes, you can configure a commission. This is automatically deducted from the payment before the rest goes to the trainer.

What if the trainer doesn't have Stripe?

Stripe Connect is required for automatic payment processing. Without Stripe, the trainer cannot receive direct payments.

Can the trainer set their own prices?

Yes, when creating classes, trainers can set their own prices.

Who creates the invoices?

Invoices are automatically created by the system, but using the trainer's invoice issuer details (name, address, tax number).

What happens with cancellations?

For cancellations, the payment is refunded via Stripe. The system automatically creates a cancellation invoice.

Can I change the employment type afterwards?

Yes, but with caution: existing bookings and invoices retain their original status.

Next Steps

• Create a trainer →
• Earnings for employed trainers →
• Back to trainer overview →