Shadow directories
HR, academics, and accounts each keep a different staff list.
One staff directory for contracts, skills, and teaching load
Staff Management is the HR system of record — profiles, roles, qualifications, and load caps that payroll, leave, timetable, and recruitment all trust.
1
canonical profile per employee
Load
caps visible before timetable clashes
Docs
contracts & credentials in one vault
The problem
Why campus HR still runs on personal folders
When contracts and qualifications live in email, payroll guesses and timetables over-allocate teachers.
Load blindness
A teacher is assigned 32 periods before anyone notices the cap is 24.
Credential gaps
Expiring certificates surface only during an inspection.
Onboarding drag
New hires wait weeks for portal access because identity is unclear.
Capabilities
What this module actually does
Operational depth your team will use every cycle — not a shallow feature list.
Employee profiles
Demographics, roles, departments, campuses, and reporting lines.
Contracts & tenure
Track appointment type, dates, and renewal reminders.
Qualifications vault
Store degrees, certifications, and expiry alerts.
Teaching load caps
Define max periods/hours and surface overloads.
Role mapping
Link staff to portal permissions and module access.
Org structure
Departments, houses, and multi-campus affiliations.
Recruitment handoff
Convert hired candidates into staff records cleanly.
Payroll readiness
Bank/PAN fields and employment status for salary runs.
Operating loop
How it works end to end
A clear path your staff and parents can follow without training manuals.
-
01
Hire
Create or import the employee from Recruitment Portal.
-
02
Enrich
Add contract, qualifications, load, and org placement.
-
03
Enable
Provision portal roles for teaching and admin work.
-
04
Lifecycle
Handle transfers, renewals, and exits with history intact.
Who uses it
Role-aware access for every stakeholder
The right people see the right slice of the pipeline.
HR / Admin
Owns creates, contracts, and org structure.
Academic coordinator
Checks teaching caps before timetable publish.
Principal
Reviews staffing strength by department.
Employee
Updates personal contacts and views own record.
Connected stack
Works with the modules you already need
Each module is an edge in the campus operating graph — not a silo.
Outcomes
What changes after go-live
Measurable ops wins institutions report once this module runs inside ScholarERP.
Fewer
overloaded teachers at timetable publish
Faster
onboarding into portals and payroll
Audit-ready
contracts and credentials
“Load caps finally showed up before we locked the timetable — not after teachers complained.”
FAQ
Questions teams ask before buying
Straight answers for setup, integrations, and day-two operations.
Can non-teaching staff be managed here too?
Yes. Faculty, admin, support, and contract staff share the directory with role-specific fields.
How does this connect to the timetable?
Teaching load caps and subject eligibility inform Timetable Scheduler conflict and allocation checks.
Can multi-campus trusts share one staff master?
Yes. Employees can affiliate to one or more campuses with trust-level visibility for HR.
What happens when someone resigns?
Mark exit status, revoke portal roles, and keep historical records for payroll and audits.
See a sample faculty directory with load caps
Book an HR demo covering contracts, qualifications, and timetable readiness.