HR overview
HR covers everyone the school pays: employee records, payroll, statutory deductions, leave, loans and welfare.
Go to HR → Dashboard.
Payroll trends, department distribution, attendance alerts and quick actions in one view.
Setting payroll up
Section titled “Setting payroll up”Do this in order. Payroll will not produce a correct payslip until all of it is in place.
- Departments — staff belong to one.
- Employees — the people, with their pay details.
- Earnings — basic pay, house allowance, responsibility allowance, and anything else added to gross.
- Deductions — the school’s own deductions: welfare, sacco, advances.
- Statutory rates — PAYE, NSSF, SHIF and the housing levy.
- HR settings — pay period, payslip layout, approval route.
Then run the first payroll in parallel with your existing process for one month and compare, employee by employee, before switching over. Nobody regrets doing this; several schools have regretted not doing it.
The screens
Section titled “The screens”| Screen | Purpose |
|---|---|
| Employees | The staff register with pay details |
| Payroll | Create, review and approve monthly runs |
| Payslips | Individual payslips |
| Statutory Remittances | PAYE, NSSF, SHIF and levy returns |
| Earnings | Earning types |
| Deductions | Deduction types |
| Leave | Applications, approvals, balances |
| Loans | Staff loans and repayment schedules |
| Fee Deductions | Staff school fees recovered from salary |
| Welfare | Staff welfare contributions and claims |
| Attendance | Staff attendance feeding HR |
| Approvals | The approval queue |
| Utilities | Bulk corrections and maintenance |
| Settings | Pay periods, payslips, approval routes |
HR and Registration
Section titled “HR and Registration”Teachers and support staff exist in two places, and the distinction confuses people:
- Registration holds the academic and operational record — subjects, classes, department, timetable allocation.
- HR holds the employment record — contract, salary, deductions, leave.
Both are needed for a member of staff who teaches and is paid. Use the same staff number on both so they can be matched in reports.
Access
Section titled “Access”HR sees salaries. Restrict the role tightly — usually the HR officer, the accountant and the head — and use the audit trail to review changes to pay details.