Getting tutor hours into payroll via CSV

The handoff between time tracking and payroll is where most small tutoring centers lose the most time per pay period. If your tutors' hours come out of Kangaroo Clock in a clean predictable file, the handoff is a five-minute upload. If they come out of a paper log or an ad-hoc spreadsheet, the handoff is hours of typing and reconciliation.

The locked CSV schema

Every CSV export from Kangaroo Clock has the same columns in the same order, forever. We commit to that as a positioning surface, "clean hours out" is one of the four product pillars, so the CSV format is locked. Additions go at the end so existing pivot tables keep working; column renames don't happen.

Columns: workspace, worker_name, worker_email, worker_group, tag, start_at_utc, start_at_local, end_at_utc, end_at_local, duration_hours, duration_seconds, source, auto_closed, flagged_for_review, notes, entry_id.

The flow to payroll

At pay period end: Reports, set date range to the pay period, click Export CSV. Open the file in your payroll provider's import flow (Gusto and ADP both accept CSV; QuickBooks has a separate template you may need to map columns into the first time). Upload, review, confirm.

The first time you do this, you'll spend 15 minutes mapping our columns to your payroll provider's expected columns. After that, the format never changes, re-use the same mapping every pay period.

Per-program splits

If you pay different rates for different programs (private tutoring vs. group sessions, ESL vs. test prep), tag entries with the program and the CSV's tag column carries the value. Your payroll mapping can use the tag to drive the per-row rate.

Back to the tutoring centers hub, or the biweekly hours calculator if you want a manual per-tutor weekly view.