HR & payroll guide · SchoolPilot Help Center

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1. Staff directory & profiles

Staff directory — Human Resources → Staff directory shows everyone as cards (or a table). Filter by department, designation, teaching / non-teaching, employment type and status.
Open a profile — Click a staff member to open their profile.
The staff profile — Personal and job details, contact, salary and bank, attendance, leave history and balances, payslips, documents and the portal login — all in tabs on one page.

Add staff — In the Staff directory click Add staff.
Personal and contact details — Name, gender, date of birth, CNIC, phone and email.
Job, salary and bank — Employee number (automatic), joining date, department, designation, teaching or non-teaching, employment type, basic salary and bank account — payroll uses these.
Create the login — Tick Portal login to create her SchoolPilot account in the same step — the role follows the staff type and the one-time password is shown after saving.
Save — Click Add staff member.
Staff member added — The profile opens with the new login details. She can now sign in, and appears in attendance, payroll and the timetable.

Open Staff attendance — Human Resources → Staff attendance shows everyone for the chosen date; staff on approved leave are marked automatically.
Mark and time — Set present, absent, late, leave or half day, with check-in and check-out times. All present and Fill standard times save typing; anyone checking in after the late time is marked late.
Save and review — Click Save attendance. The Monthly register shows the whole month per staff member and feeds payroll.

Pending requests — Human Resources → Leave requests lists pending requests with the balance before and after approval and any attachment.
Reject with a reason — Click Reject when leave cannot be granted — you must give a reason, which is sent to the staff member.
Explain the decision — Write the reason and confirm. Approved and rejected requests move to their tabs.
Leave types & balances — Leave types sets each type's yearly allowance (casual, sick, annual, unpaid), whether it is paid and its colour.

Salary structures — Payroll → Salary structures lists every staff member with basic, allowances, deductions, gross and estimated net pay.
Edit a structure — Click Edit to change someone's pay.
Allowances and deductions — Add allowances (house rent, medical, conveyance…) and deductions (provident fund, loan…) as fixed amounts or a % of basic. Income tax is calculated from the threshold in settings.

This month's payroll — Payroll → Payroll runs opens the current month. Recalculate rebuilds every payslip from salary structures, attendance and approved leave.
Check the payslips — Each row shows attendance, basic, allowances, gross, deductions and net pay. Use Adjust payslip for a one-off bonus, arrears or advance deduction.
Open a payslip — View payslip shows exactly what the staff member will see.
Approve the payroll — Back on the payroll run, click Approve payroll and confirm. Salaries are posted to Accounts and the run is locked.
Mark as paid — The run is now Approved and payslips are visible to staff. Bank sheet exports the transfer list for the bank; after the transfer click Mark as paid.
Confirm the payment — Enter the payment date, how salaries were paid (bank transfer, cash or cheque) and an optional reference, then click Confirm payment. The payment is posted to Accounts and staff are notified.
Paid — The payroll shows as Paid with the payment date; staff find their payslips in My HR → My payslips.

Print ID cards — Human Resources → Staff ID cards: filter by department or teaching / non-teaching and click Print. Each card has the photo, designation, employee number and a QR code.

Vacancies — Recruitment → Vacancies lists open positions with department, closing date and number of applicants.
Applications — Applications tracks every applicant through Applied → Shortlisted → Interview → Offered → Hired, with interview times and CVs.
Hire — From an application, Hire opens the Add staff form already filled in with the applicant's details.