Add and manage employees

HR → Employees is the record of everyone who works at the school: teachers, office staff, support staff, managers and drivers. A person has one employee record whatever their job. Teachers also get a teaching profile, described in the next guide.

The employee list

Each row shows the Employee #, Name, Category, Department, Job title, Phone, Contract and Status. Search by name or number, and use the filters:

• Category: Teacher, Administration, Support staff, Management or Driver.
• Department and Status.
• Contract ending in 60 days: shows fixed-term contracts about to end.

On the right of the top bar you find Import employees, Export (CSV or Excel), Print (the staff directory) and ID cards (see below).

Add an employee

1. Click New employee.

2. Fill in the form. It has five sections.

   

3. Click Create. The person is saved and you can add their salary and documents from their page.

Personal details

Photo (PNG, JPG or WebP, up to 2 MB), First name and Last name (required), Gender, Date of birth, Email, Phone and Address.

Once the person is saved, their page also has a Signature: upload a picture, or click Draw signature at the top of the page to draw it there and then with the mouse. It is used if this person is picked as Principal / Head Teacher in Settings.

Job

Next of kin

The Name and Phone of someone to call in an emergency.

Pay details

Used for payroll and the bank payment file: Bank, Account number, NSSF number and TIN. Three switches decide the deductions: Pays NSSF (switch off for someone who is not an NSSF member), Pays PAYE (switch off for someone whose tax is not taken through payroll), and Has a HESLB loan (switch on for someone repaying a HESLB student loan, so the school's HESLB rate is taken from their basic pay).

Check-in PIN

Only shown to people allowed to manage staff attendance. Type a PIN of 4 to 6 digits so the person can check in and out at the staff check-in desk (see Staff attendance and the check-in desk). The PIN is never shown again. To change it, type a new one; to remove it switch on Remove the PIN. Two people cannot share a PIN: you see "A colleague already uses that PIN. Choose another."

The employee's page

Click a row to open the record. It has five tabs.

At the top of the page: ID card prints this person's card, Record leaving (below), and Edit.

Print staff ID cards

Click ID cards on the list, choose a Category (or leave it on Every active employee) and click Open PDF. To print cards for chosen people only, tick them in the list and use Print ID cards from the bulk actions. For one person, use ID card on their page.

The Print button beside it makes the staff directory: choose a category and department, or leave both on everyone, and click Open PDF.

When someone leaves

Do not delete the person. Record their leaving so the history stays:

1. Open the person and click Record leaving.

   

2. Enter the Last day at the school (it cannot be in the future, or before they joined), choose the Reason (Resigned, Contract ended, Retired, Dismissed, Deceased or Other), add a note if you wish, and confirm.

What happens: the person becomes Inactive with the date and reason, their login is switched off, their check-in PIN is removed, and any leave they had booked after that day is cancelled. Their pay, leave and attendance history is kept, and payroll pays them up to their last day. ShuleOS also lists any classes and subjects they still teach, so you can give them to someone else (see Class teachers and subject teachers).

To bring someone back, open them and click Reinstate. They become active and their login works again. Their check-in PIN must be set again.

Import employees

Click Import employees, download the Blank template or the Sample with examples, fill in one row per person, upload it and check the preview before you save.

If something goes wrong