Keeping records of classes and attendance is important for Yoga Teachers
- For tax purposes it is part of the basic prime records HMRC would expect to see for taxation – it helps prove the accuracy of recorded income
- It is an easy way to keep control of cash coming in (as opposed bank / card transactions)
- Your insurers will expect you to keep records of attendance – probably seven years
(bear in mind there is generally a seven year limitation for claims, but from when the person first becomes aware of the claim arising – eg when they become aware something in class has caused them injury – usually this is contemporaneous, but may not be) - Its good business practice, eg disputes over use of passes or payment
There are no set rules on class records. What follows below is a suggestion only, based on the practices adopted by our MD Jessica, from experience. You are free to use or adapt.
More and more teachers are using Booking Systems these days (Jessica, our MD, now uses Acuity) and these will do a lot of the work, although cash management is still important and a Booking System will not do away with bookkeeping for income.
Class Register or Sign in Sheet System
This is based on the form Jessica used to use before moving to an online booking system.
- She used it as a self sign in sheet by students, but it could equally be done as a teacher driven register.
- Jessica had an honesty tray with a £20 change float for students.
- Students pay dropin, or can buy prepaid vouchers at a discount.
- If a student buys vouchers via bank transfer or card, the purchase isn’t included on the sign in sheet, as it goes straight to the bank and is accounted for there
- If a student buys vouchers cash in class it goes on the sign in sheet – this way the cash balances less float
- The totals from this sheet transfer to a class log
Sign In Sheet – Blank Template
Sign In Sheet – Example
Class Log
This is a log that class details are then transferred to:
- The totals are entered from the class sheet
- The cash total transfers to your main accounts record – this could be each class, weekly, monthly – so long as its consistent, regular, and no omissions and duplications
Jessica used similar but with analysis for average class numbers, trends, teaching hours and other statistics. If you are competent with excel then there is much you can do here, according to preference.
Class Log Template – Blank Template
Class Log – Example
Examples
Sign In Sheet – Example
Class Log – Example
These examples are to help
- On the sign in form, note the row where someone has bought a block of vouchers – there is a cash entry for the cash they paid, and a tick in the voucher box as, presumably, they used one
- On the sign in form, note someone has bought a mat and entered the cash price
- On the sign in form, note how a £5 taster has been recorded
- On the log, note how the examples have carried across on the top line (highlighted)
Just to reiterate, these are suggestions, and by no means mandatory. Adapt according to how you run classes.
Using a Booking System?
Reports from a Booking System can serve the same purpose.
Our MD Jessica uses Acuity Scheduling as follows:
- Her students book via Acuity
- Before each class she prints out an attendance list, which she ticks off
- She then scans and files that each week
- Any cash received is noted on the printed form
- Cash and student numbers are transferred to the summary, and cash income totals to her accounts
There are many different booking systems available, Google will just a few. Jessica found that she had to change some of her pricing, packages and practices for integrate a booking system and make the most of it, and reports it was a time consuming process with a fair bit of student hand holding, but ultimately worth while.
Controlling Cash
Keeping tabs on cash received – thats to say notes and coins rather than card and bank – can be one of the hardest aspects of keeping business records. Hopefully most Yoga Teachers won’t experience an HMRC investigation, but if they do, then HMRC will look closely at cash recording.
It is worth investing time and thought into a simple but robust set of procedures that works for you.
