About Human Resource
The main function of the human resource person is to make the necessary staff arrangements and maintain staff attendance for the school.
Human Resource module workflow: First, we will add Department, Designation and Leave Type; then we will add staff members from Staff Directory, day-by-day Staff Attendance, Payroll, Apply Leave, Approve Leave Request, Teacher Rating and Disabled Staff. If you want to add additional fields to the staff form, then you can use the Custom Fields feature; for this, go to System Settings > Custom Fields and add your desired fields in Staff. If you don't want some of the default fields in staff, then you can disable them from System Settings > System Fields and disable staff system fields. You can also check staff attendance and payroll reports, and students can also give ratings for teachers.
How to add Department?
To edit a department, click on the Edit icon, and to delete a department, click on the Delete icon present in the Department list.
How to add Designation?
To edit a designation, click on the Edit icon, and to delete a designation, click on the Delete icon present in the Designation list.
How to add Leave Type?
To edit a leave type, click on the Edit icon, and to delete a leave type, click on the Delete icon present in the Leave Type List.
How to add Staff Directory?
Fill in all entries here: Staff ID, Role, Designation, Department, First Name, Last Name, Father Name, Mother Name, Email (Login Username), Gender, Date of Birth, Date of Joining, Phone, Emergency Contact Number, Marital Status, Photo, Current Address, Permanent Address, Qualification, Work Experience, Note, PAN Number.
If you want to add more details of the staff member, then click on the + icon. Here you fill in all the details: Payroll – EPF No (Employee Provident Fund Number), Basic Salary, Contract Type, Work Shift, Location, Leaves – Medical Leave, Casual Leave, Maternity Leave, Bank Account Details – Account Title, Bank Account Number, Bank Name, IFSC Code, Bank Branch Number, Social Media Link – Facebook URL, Twitter URL, Linkedin URL, Instagram URL, Upload Documents – Resume, Joining Letter and Other Documents and then click on the Save button. You can view this added staff record on the staff list page.
Here, select Role and then click on the Search button, and the list of staff will be shown at the bottom of the page. You can see the staff list in card view and list view by clicking the Card View and List View tabs.
To view staff details, click on the Show icon present in the staff card. Here you can view basic details of staff, like Profile, Payroll, Leaves, Attendance, Documents and Timeline.
How to Import Staff?
You have to follow all the necessary instructions given. Here you can also add multiple staff at the same time; for this, you have to create a file in CSV format. You can also download the sample file from the top right corner by clicking on the Download Sample Import File button.
You shouldn’t delete the first row of the CSV file. It is necessary to fill in the required fields in this file. After completing the file, select Role, Designation and Department and then you have to select this CSV file in the Select CSV File option and then click on the Staff Import button.
How to mark Staff Attendance?
Here, select Role and Attendance Date and then click on the Search button. The list of staff will be shown at the bottom of the page.
Now you can mark the Staff Attendance in three ways:
1. Manual
2. Biometric
3. QR Code / Barcode
First, we proceed with the Manual Type Staff Attendance. Simply select the attendance of the staff for the current date. Here you can see the Set attendance for all staff as option; using this option, you can mark the attendance of all staff in a single click. If you want to mark the attendance as Present for all staff, simply click on the Present checkbox then click on the Save Attendance button shown on the right side, and all staff attendance will be marked as present at the same time; the Source column will show the type of attendance, as here we marked Manual Attendance. This process would be the same for Late, Absent, Half Day and Holiday.
And if you want to mark separate and different attendance like Late, Half Day, Absent, etc., go to each staff member's attendance column, check the relevant checkbox and then click on the Save Attendance button shown on the right side; the attendance will be marked successfully and the status will be shown.
Now we mark Biometric Attendance using a biometric device. First, you have to configure the biometric machine in your system; for this, we have created a separate video on the installation and configuration of the Smart School Biometric Attendance App in your system. For more information, just go to the given YouTube link https://www.youtube.com/watch?v=zuAvANRAtaE
After successfully configuring the biometric attendance in your system, mark the attendance using the biometric device: simply place a finger on the biometric device, and the device will recognise the fingerprint of the staff member previously registered on it, then store and send the attendance to the system.
Staff attendance is successfully marked. If you want to verify it, simply go to the Human Resource > Staff Attendance page. There, you will see 'Present' in front of the staff names, and in the 'Source' column, you can see the type of attendance through which it has been marked, such as 'Biometric'
To mark the attendance using QR Code/Barcode, simply go to the QR Code Attendance > Attendance, and the QR Code Attendance page will open.
Before marking the attendance, we suggest you go to the Settings page in the QR Code Attendance module.
On this page, you can see the settings Auto Attendance and Select Camera. When you keep auto attendance enabled, scanning your QR Code/Barcode will mark the attendance automatically; if you keep it disabled, you have to mark the attendance manually. For more information, please visit the YouTube link https://www.youtube.com/watch?v=xRB1Fpv0Z3o or go to the QR Code Attendance article, where you will get all the information.
When you come to this page, the scanner will open.
Now, you simply have to scan your ID card on which the QR Code/Barcode is displayed, and your attendance will be marked successfully.
Now go to the Human Resource > Staff Attendance page, and search for the staff member whose attendance you want to see.
Now search for the staff member whose attendance you want to see. Here you can clearly see in the Source column the attendance type showing QR Code/Barcode Attendance.
How to generate Payroll for Staff members?
Here you can see the staff member list and their payroll status and generate button in the action column.
Now, in the Action column of the staff list, click on the Generate Payroll button; this will open the Staff Details page with the payroll form. You can see a staff member's profile and their attendance.
To enter the earning type and amount in the earning column, click on the Add icon. To remove an earning type and amount, click on the Remove icon. Similarly, enter the deduction type and amount in the deduction column and use the Add and Remove icons to make any changes. To view a staff member's basic salary, click on the Calculate button in the Payroll Summary column. Once you have reviewed the salary details, click on the Save button to save the changes.
After reviewing the payroll summary, click on the Save button to generate the payroll. Once the payroll has been generated, you can see the status as 'generated' in the status column of the staff list.
To Edit a generated salary, go to Human Resource > Payroll and select the role, month, and year criteria, then click on the search button. This will open the staff list, where you can see the payroll status in the status column. You can only edit the payrolls with a status of 'generated', which will have the edit option displayed next to them in the action column.
Now, click the Edit icon to open the edit payroll form, where you can update that staff member's payroll. Click the Save button, and the payroll will be successfully updated.
Now click on the Proceed To Pay button present in the Action column in the staff list. On clicking this button, the Proceed To Pay modal will open. Here you can see the Staff Name, Payment Amount, Month Year and select the Payment Mode, Payment Date, Note.
And then click the Save button to confirm that payment was made using the payment mode you chose, and you can see the status Paid in the column.
Now click on the View Payslip button present in the Action column in the staff list. On clicking this button, the Details modal will open. Here you can see the staff payslip details.
To print the payslip, click on the Print icon present at the top right corner of the Details page. On clicking this icon, the print modal will open.
Note: Do not print the payslip directly; select the Destination (save as PDF), save the PDF file and then print the payslip using this PDF file.
How to Apply Leave?
To view an applied leave, click on the View icon present in the Action column on the leaves page. On clicking this icon, the Details modal will open. Here you can see the details of the staff member.
To delete an applied leave, click on the Delete icon present in the Action column on the leaves page.
How to Approve Leave Request?
Here, select Role, Name, Apply Date, Leave Type, Leave Date, Reason, Note, Attach Document and Status and then click on the Save button.
To view an approved leave request, click on the View icon present in the Action column on the approve list page. On clicking this icon, the Details modal will open. Here you can see the details of the staff member.
To edit a leave request, click on the Edit icon, and to delete a leave request, click on the Delete icon present on the approve leave request page.
How to view Teachers Rating?
To delete a staff rating, click on the Delete icon present on the teachers rating list page.
How to view Disabled Staff?
To view staff details, click on the Show icon present in the staff card. Here you can view basic details of staff, like Profile, Payroll, Leaves, Attendance, Documents, Timeline.
To edit a staff member, click on the Edit icon; to enable a staff member, click on the Enable icon; and to delete a staff member, click on the Delete icon present on the staff profile page.
How to check Staff Attendance Report?
How to check Payroll Report?
How can a student check teacher reviews?
To add a teacher rating, click on the Add icon present in the Rate column on the teachers review page. On clicking this icon, the Rate modal will open. Here the student can give a Rating and Comment and then click on the Save button.
