Staff records
Keep each teacher's and staff member's file in the school system: staff ID, joining date, qualifications, earlier jobs and family. With SmartMy HRMS the service dates come from HR and stay the same in both.
PLANSFrom Growth
The problem it solves
- Teachers' files sit in a cupboard, and the inspection asks for qualifications and experience by tomorrow.
- The staff ID on the ID card is not the one in the register.
- HR and the school office each keep a joining date, and they differ.
- A new teacher waits days for a login because nobody knows who creates it.
How it works
- Set up the staff departments and job titles (designations) once.
- Add each person under Staffs: name, staff ID, designation, department, date of joining, work mobile and work email.
- Fill in the tabs: personal details, identity documents, qualifications (Education), earlier jobs (Employment) and, for a married person, the family.
- Tick the people who need a login and press Create User. The login name is the staff ID, and each person gets an email to set their password.
- Each staff member sees their own record under My Profile.
- With SmartMy HRMS, HR keeps the joining, confirmation and resignation dates, and they are copied to the staff record by themselves.
Everything it does
The staff form
- Basic details: name, staff ID, designation, department, date of joining, work mobile and work email (all needed), and subject expertise for a teacher
- Personal: date of birth and blood group (needed), family, address and emergency details
- Tabs: Identification Information, Education, Employment and Work Information
- Staff ID, work mobile and work email are each unique; the work mobile is a 10-digit Indian number starting with 6 to 9
- The date of joining cannot be in the future
Service and history
- Service: staff ID and date of joining
- Confirmation and exit: date of confirmation and date of resignation, read-only; they come from SmartMy HRMS
- Education: qualification, institute name and pass date, one line each
- Employment: designation, institution, from, to and total experience, one line each
- Family (shown for a married person): name, relationship, gender and date of birth
Logins and ID
- Create User from the staff list; a person who already has a login is skipped
- The login name is the staff ID; the new login has the Staff role
- The staff ID is printed on the staff ID card
- Send Login Invitation again from the user list
Lists
- Staff list and cards with staff ID and date of joining
- Designations, each with its department, under Staffs > Configuration
Who uses it
School office (Administrator)Adds staff, keeps their files, and makes their logins.
PrincipalReads the staff files.
Teacher or staff memberSees their own record under My Profile.
HR (with SmartMy HRMS)Keeps the service dates in HRMS; they flow to the school record.
Where you use it
- Web: Staffs > Staffs, Staffs > Configuration (Departments, Designation), and My Profile
- Not in the Campus app: staff files are kept on the web
- Not on the staff form yet: a PF account number box
What you control
Settings
- Departments and designations: your own lists
- Roles on each login: Staff to start with; add Administrator, Principal or others on the user
Notifications
- Login invitation: an email with a link to set the password, to each new staff login
Works with
SmartMy HRMSThe same people are the employees in HRMS. The joining, confirmation and resignation dates entered in HR are copied to the staff record. This happens when the employee is made and on each change.
Questions
We already use SmartMy HRMS. Do we enter staff twice?
No. The staff are the employees of HRMS. Enter the service dates in HRMS only; the school record follows.Without HRMS, where do we enter the confirmation date?
You cannot yet. The confirmation and resignation dates are filled only from SmartMy HRMS, so without it they stay empty.Can we keep the PF number of each teacher?
Not yet. The staff form has no box for the PF account number. Payroll numbers such as PF and UAN are kept in SmartMy HRMS.What is a teacher's login name?
The staff ID. The teacher gets an email to set a password and signs in on the web or in the staff view of the Campus app.Can we bring our staff list in from Excel?
Yes. The Employees sheet of the set-up workbook brings in staff, and its Employee Code becomes the staff ID.Related features
ADMISSIONS AND STUDENT RECORDSSet-up from spreadsheetsBring your school in from Excel: staff, classes, sections, subjects, students with parents, the timetable, this year's attendance, fees, marks and library. The whole workbook is checked first, and nothing is saved until every row is clean.MORE IN THE PRODUCTStudent and staff ID cardsPrint student and staff ID cards from the records you already keep. Each card has your logo, the principal's signature, the photo and a QR code of the ID number. Choose one of eight ready-made designs, or print the classic one with no set-up.ADMISSIONS AND STUDENT RECORDSClasses, sections, subjects and roomsSet up your academic years, classes, sections and subjects once, with the class teacher of each section and the teacher of each subject. Students are placed in a section and get its subjects, and a whole section moves to the next year in a few steps.APPS AND PORTALTeachers' appThe staff view of the Campus app puts a teacher's day on the phone. Today's periods and registers, homework, leave requests, parent meetings and chat with families are there, and each teacher sees only the pages their role allows.TIMETABLE, HOMEWORK, NOTICESClass substitution when a teacher is awayWhen a teacher is away, the Substitutions screen lists each period that needs cover and the teachers free to take it, best first. Teachers can also ask a colleague to cover or swap a period. The substitute takes that day's session and its register, and the weekly timetable stays as it is.
See your own school year run in it.
Tell us how many students you have, which classes you run and how you collect fees today. We will show you SmartMy School set up that way.