In EDUBase, open Staff Management (HRM), create the employee's profile with personal, contact, qualification and bank details, then set their department, designation, shift and salary plan. For teachers, create the Teacher App login from the same record and assign classes and subjects.
What should be ready before you add a new staff member?
Staff records in EDUBase draw on lists your school sets up once in Staff Management (HRM). If these lists are in place first, adding each new teacher or employee takes a few minutes and every record follows the same structure.
It also helps to collect the person's documents beforehand, because the employee profile accepts document uploads alongside the form.
- Departments, designations and employment types that match your organisation and grades
- Shift templates with weekly time in and time out
- The campus the person will work at, if you run more than one
- Copies of CNIC, qualifications and other documents your school keeps on file
- Bank details if salaries are paid by transfer
How do you create the employee's staff record?
Open Staff Management (HRM) and add a new employee. The employee profile holds personal, contact, qualification and bank details, and the form is configurable, so your school can capture the fields it actually uses.
Choose the department, designation and employment type from your own lists, and upload the documents to the same record. Everything else, including attendance, payroll, letters and app access, works from this one record, so there is no need to enter the person twice.
How do you set up the new employee's timings, attendance and pay?
Assign a shift or set per-employee weekly timings. Attendance and payroll both read these timings, so late arrival, short leave and absence feed the salary calculation automatically.
Next, create a salary plan with basic pay plus your own allowances and deductions. Where your school requires it, salary plan and increment changes wait for a manager's approval on the web or in the Owner App.
- Print the employee QR card if staff attendance is marked with the QR Attendance App
- Connect the person to your biometric terminal, or enrol them on the face attendance tablet, if you use those gates
- Pin the campus on the map if staff mark attendance from the Teacher App within a geo-location radius
- For visiting faculty paid per lecture, use Lecture-Wise Salary with a rate card and an approved lecture register
How does a new teacher get access to the Teacher App?
The Teacher App login is created from the employee record itself. At the same step you assign the classes and subjects the teacher is responsible for, which decides whose attendance they mark and which diary they write.
Once signed in on an Android phone, the teacher can mark attendance, write the daily diary, run PTMs with voice notes, message parents, and see their own attendance, notices and payslip. Staff passwords are reset by an admin if the teacher forgets them.
Should office staff also get a web portal login?
Office staff such as accountants, receptionists and gate guards usually need the web portal rather than the Teacher App. Under Users and privileges you can grant screens and actions per user or by role, including view-only versus edit, and restrict a user to the campuses granted to them.
Every record the new user creates, changes or deletes appears in User Logging, with the changed fields highlighted and a severity badge, so you can see who did what from their first day.
What paperwork can you print for a new joiner?
The letters and cards come from your own print templates and school branding, so they are ready on the day the person joins.
- Appointment letter
- Employee QR card
- Bank account letter for opening a salary account
- Security deposit, if your school takes one from staff and returns it when they leave
- Staff SMS to send a welcome or joining instructions
What to set up for different kinds of new staff
| Staff type | Access to set up | Attendance method | How pay is calculated |
|---|---|---|---|
| Full-time teacher | Teacher App login with assigned classes and subjects | Register, Teacher App within the geo-location radius, QR, biometric or face | Salary plan with attendance-based deductions |
| Visiting or lecture-based faculty | Teacher App login with assigned classes and subjects | Lectures recorded in the lecture register | Lecture-Wise Salary using the rate card and approved lectures |
| Office and accounts staff | Web portal user with per-screen rights and campus scope | Register, QR, biometric or face | Salary plan with attendance-based deductions |
| Reception and gate staff | Web portal user limited to front desk screens such as Gate Entry | Register, QR, biometric or face | Salary plan with attendance-based deductions |
| Support staff without system access | No login needed; employee record only | Register, QR, biometric or face | Salary plan with attendance-based deductions |
Related modules
- Staff Management (HRM) — Employee records, shifts, documents, letters, leave and the Teacher App login, in one place.
- Employee Attendance — Daily or monthly staff attendance from the register, the app, QR or a device, locked once payroll runs.
- Payroll & Salaries — Salary plans, allowances, deductions, approvals, payslips and salary sheets, posted to the ledger.
- Lecture-Wise Salary — Pay visiting faculty per lecture with a rate card, a lecture register and approval.
- Users, Privileges & Activity Log — Give each staff member exactly the screens and actions they need, and see who changed what.
- QR, Biometric & Geo Attendance — Automatic in/out marking from QR cards, biometric machines and phone location.
- Face Attendance Gates — A tablet at the gate recognises the face and marks the child or staff member in.
- Certificates, Cards & Print Designs — Student cards, certificates, letters and every printout in your school's own branding.
- School Setup & Multi-Campus — Campuses, classes, sections, sessions, academic year and reference lists, set once and reused everywhere.