Staff Management
The Staff Management module maintains records for all school employees — teachers, administrative staff, accountants, librarians, and support staff.
Adding a Staff Member
- Navigate to Staff > Add Staff from the sidebar.
- Fill in the following sections:
Personal Information
| Field | Description | Required |
|---|---|---|
| First Name | Staff member’s first name | Yes |
| Last Name | Staff member’s last name | Yes |
| Date of Birth | In DD/MM/YYYY format | Yes |
| Gender | Male, Female, or Other | Yes |
| Phone Number | 10-digit mobile number | Yes |
| Email address (used for login if a user account is created) | Yes | |
| Aadhaar Number | 12-digit Aadhaar number | No |
| Blood Group | Blood type | No |
| Photo | JPG or PNG, max 2MB | No |
| Address | Full residential address | No |
Employment Details
| Field | Description | Required |
|---|---|---|
| Employee ID | Auto-generated or manual entry | Auto |
| Joining Date | Date of joining the school | Yes |
| Department | Select from configured departments | Yes |
| Designation | Select from configured designations | Yes |
| Employment Type | Full-time, Part-time, Contractual | Yes |
| Qualification | Highest educational qualification | No |
| Experience | Total years of teaching/work experience | No |
| Specialization | Subject specialization (for teachers) | No |
Emergency Contact
| Field | Description | Required |
|---|---|---|
| Emergency Contact Name | Person to contact in emergencies | No |
| Emergency Contact Phone | Their phone number | No |
| Relationship | Relationship to the staff member | No |
- Click Save Staff.
- The staff member’s profile page opens.
Tip: After adding a staff member, you can optionally create a user account for them so they can log into EduCore. Go to Settings > User Management > Create User, and link the user to this staff profile.
Staff Profile Page
Click any staff member’s name to view their full profile. The profile includes:
Overview
- Photo, name, employee ID
- Department and designation
- Contact details
- Employment status (active/inactive)
Attendance
- Monthly attendance summary
- Days present, absent, on leave
- Attendance percentage
Leaves
- Leave balance (casual leave, sick leave, earned leave remaining)
- Leave history (all approved, rejected, and pending requests)
Timetable
- Weekly teaching schedule (for teachers)
- Free periods highlighted
Documents
- Uploaded documents (ID proof, qualification certificates, appointment letter)
Departments
Departments help organize staff into logical groups.
Default Departments
EduCore comes with common departments pre-configured:
| Department | Typical Staff |
|---|---|
| Academic | Teachers, HODs |
| Administration | Office staff, clerks |
| Accounts | Accountant, fee clerk |
| Library | Librarian, assistants |
| Transport | Drivers, conductors, coordinators |
| Sports | Physical education teachers, coaches |
| Support | Housekeeping, security, lab assistants |
Adding a Department
- Navigate to Staff > Departments.
- Click Add Department.
- Enter the department name.
- Optionally assign a department head from existing staff.
- Click Save.
Designations
Designations define job titles within departments.
Default Designations
| Designation | Department |
|---|---|
| Principal | Academic |
| Vice Principal | Academic |
| Head of Department | Academic |
| Teacher | Academic |
| PRT (Primary Teacher) | Academic |
| TGT (Trained Graduate Teacher) | Academic |
| PGT (Post Graduate Teacher) | Academic |
| Accountant | Accounts |
| Librarian | Library |
| Lab Assistant | Academic |
| Office Administrator | Administration |
| Clerk | Administration |
| Driver | Transport |
| Security Guard | Support |
Adding a Designation
- Navigate to Staff > Designations.
- Click Add Designation.
- Enter the designation name.
- Select the department it belongs to.
- Click Save.
Searching and Filtering Staff
Quick Search
- On the Staff list page, type a name or employee ID in the search bar.
- Results filter as you type.
Filters
| Filter | Options |
|---|---|
| Department | Filter by department |
| Designation | Filter by designation |
| Employment Type | Full-time, Part-time, Contractual |
| Status | Active, Inactive |
| Gender | Male, Female, Other |
- Click Filter and set your criteria.
- Click Apply Filters.
- Click Export CSV to download the filtered list.
Editing Staff Records
- Open the staff member’s profile.
- Click Edit in the top-right corner.
- Modify the fields as needed.
- Click Save Changes.
Deactivating Staff
When a staff member leaves the school:
- Open their profile.
- Click More Actions > Deactivate.
- Enter the last working date.
- Enter the reason (resignation, retirement, termination, transfer).
- Click Deactivate.
- The staff member is removed from active lists but their records are preserved.
Tip: Deactivating a staff member automatically removes them from timetable assignments. Make sure to assign substitutes or reassign their classes before or after deactivation.
Staff Reports
| Report | Description |
|---|---|
| Staff List | Complete list with department, designation, contact |
| Department Summary | Staff count by department |
| Staff Attendance | Monthly attendance summary for all staff |
| Staff Leave | Leave balances and usage across all staff |
All reports are available at Staff > Reports and can be exported to CSV or printed.
Best Practices
- Keep profiles updated. Update phone numbers and addresses when they change.
- Upload qualification documents. This is useful during school inspections and audits.
- Review inactive staff periodically. At the end of each year, ensure staff who have left are marked inactive.
- Use designations consistently. Agree on standard designations (PRT, TGT, PGT) rather than having variations like “Primary Teacher” and “Pr. Teacher”.