Adding staff records

Every teacher and member of support staff needs a staff record before you can mark their attendance, pay their salary or give them a staff portal login. This article shows you how to add one, and what to fill in so later steps work first time.

Before you start

• Set up your departments, staff designations and pay scales first, so you can pick them from lists instead of typing. You will find these under Configurations.
• If your institution has more than one branch, decide which branch the person belongs to.
• You need permission to view and edit active staff.

If you do not see this option, it may not be included in your plan or your role may not have permission; ask your administrator.

Steps

1. Go to HR / Staff > Active Staff.
2. Click Add New Staff. A form opens in sections.
3. Under Personal Information, choose the Branch and enter the Name. Add the national identity number, father name, date of birth, gender and qualification if you have them.
4. Enter the Basic Salary. This field is required, and it is the starting figure each monthly payroll uses.
5. Under Contact Information, enter the Mobile Number (required). Add a WhatsApp Number and email address if you will send messages or notices to this person.
6. Under Emergency Contact Information, add a contact name, mobile number and relation.
7. Under Professional Information, set the Joining Date, the employment type, Staff Group, Department, designation, Shift and Reports To (Manager).
8. Choose the Payment Method: Cash or Bank. For bank, fill in Bank Name, Bank Branch and Account Number.
9. Fill in the tax and social security fields only if your institution uses them, and set Active Tax Payer to Yes or No.
10. Click Save. The person now appears in the Active Staff list.

Good to know

• Joining Date matters for pay. A person who joins partway through a month has that month's basic salary reduced to the days worked. Enter the real date, not the day you created the record.
• Reports To drives the staff portal. A manager sees the people who report to them under My Team in the staff portal, for leave approvals and manager reviews. Leave it empty only for people at the top of the hierarchy.
• Bank details feed the bank file. When you pay salaries by bank transfer, only staff with the payment method set to Bank are included in the export.
• Tax payer flag. Income tax, if your institution has set it up, is deducted only for staff marked as tax payers. Check this setting with your accountant.
• Editing later. Use the edit icon on the staff row (Update Staff Information) to change details. The row menu also lets you change status, for example Mark Left or Retire, and disable or enable app login.
• Many staff at once. If you are setting up a whole institution, use Import Data on the Active Staff page instead of adding people one by one.

Common questions

How does the staff member log in to the staff portal?

Each staff member has a portal account. An administrator can set or reset the password from the options menu on the staff row, using Change Password. Share it with the person privately and ask them to change it.

Can I print a profile or identity card?

Yes. Use the Print menu on the staff row to print the Profile, Attendance Register or Identity Card.

For an overview, see Staff and HR.