HRMS for Schools and Education Groups
Every Campus Runs Its Own Way.
You Run One Payroll.
Each campus keeps its own calendar and approvers, while the group runs one set of policies for teaching and non-teaching staff.
Where School HR Gets Stuck
Traditional spreadsheets and paper chits create confusion, delayed salaries, and unorganized staff records across campuses.
Leave on Paper
Leave forms travel from teacher to HOD to principal, and the accounts office finds out only at month end when processing salaries.
One Spreadsheet Per Campus
Each campus keeps its own staff list and salary sheet, so consolidating management reports across the education group takes days.
Different Terms, One Template
Teaching, administrative, transport and support staff are forced into the same salary template despite varying allowances and norms.
How a School Group's Month
Runs on QkrHR
Campuses keep their calendars and approvers; the group runs one unified payroll seamlessly.
Set Up Campuses & Entities
Each campus is created as a location under its trust or society, with its own specific term and holiday calendar.
North campus · Trust A · Term calendarStaff Punch & Apply Leave
Staff clock in via biometric device or web punch, and submit leave requests directly from their mobile app.
08:05 · North campus · Staff room ✓HOD & Principal Approve
Leave requests route automatically through multi-level approval stages in each approver's Pending Actions inbox.
Leave · HOD ✓ → PrincipalOne Payroll Across Trusts
Attendance auto-locks, then payroll runs per pay structure with automated PF, ESI, PT and TDS challans.
300 staff · 3 entities · Locked ✓What Schools & Education Groups Need,
and Where It Is in QkrHR
Education groups run several campuses, often under different trusts or societies, with teaching and non-teaching staff on different terms. These are the needs that follow, with the QkrHR plan that covers each.
| School group need | Why it matters | How QkrHR solves it |
|---|---|---|
| Several Campuses | Each campus has its own principal, timings, exams and holiday calendar | Holiday calendar per location; multi-entity payroll |
| Trusts & Societies | Campuses may sit under different registered legal entities | Up to 3 legal entities on Essential, unlimited on Foundation |
| Teaching & Non-Teaching Pay | Teachers, administration, transport and support staff are paid on different pay bands | Unlimited salary structures included in every plan |
| Leave Approvals | Leave must go to the head of department, then escalate to the principal | Pending Actions inbox; up to 3 approval stages on Essential, unlimited on Foundation |
| Daily Attendance | Staff punch at the staff room, gate or administrative office | Biometric device integration and web punch |
| Statutory Deductions | PF applies from 20 employees and ESI from 10 employees | Automated PF, ESI, PT in 18 states, TDS, challans and statutory returns |
| Staff Self-Service (ESS) | Teachers check leave balance, apply for duty leave and download payslips | Native Android & iOS mobile apps with digital payslips |
| Circulars & Announcements | Official management notices and circulars must reach every campus instantly | Centralized digital announcements and staff polls |
Helpful Reads for School and College HR Teams
Guides on staff leave, salary changes under the Labour Codes, employee self-service, and rolling out HR software across campuses.
Sandwich Leave Policy: Meaning, Rules & Legality...
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India’s Labour Code 2025: What the New Laws Mean for Your Sala...
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What Is ESS? Employee Self Service (ESS) Portal – Full Form, M...
An ESS portal (Employee Self-Service portal) is a secure web and mobile platform inside HRMS software that lets employees view payslips, apply for leave, mark att...
Questions School HR & Accounts Teams Ask
A systematic checklist for HR Managers, CHROs, and CFOs evaluating HRMS vendors. Don't be swayed by demos — evaluate on these school-specific criteria.
Related Industries
- Running a hospital or medical college? See HRMS for hospitals.
- Managing branches across states? See HRMS for multi-branch retail.
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