Managing Staff Records and Contracts

Last Updated: 2026-05-27 | Applies to: IK v1.2+

Staff Management Page

Navigate to: 💵 Payroll & Expenses → 👥 Staff

Staff Roles

Role Code	Display Name	Access Level
`teacher_permanent`	Permanent Teacher	Single campus, full access
`teacher_visiting`	Visiting Teacher	Hourly/per-lecture, limited access
`admin_campus`	Campus Administrator	Single campus management
`admin_roving`	Roving Administrator	Multi-campus with split pay
`support_staff`	Support Staff	Non-teaching, attendance only

Adding New Staff

Form Fields:

┌─────────────────────────────────────────────────────┐│              Add New Staff Member                    │├─────────────────────────────────────────────────────┤│  Full Name:        [___________________________]    ││  Email:            [___________________________]    ││  Phone:            [___________________________]    ││  Role:             [Teacher (Permanent) ▾]          ││  Primary Campus:   [North Branch ▾]                 ││  Contract Type:    [Monthly Fixed ▾]                ││  Join Date:        [2026-06-01]                     │├─────────────────────────────────────────────────────┤│  CONTRACT DETAILS (based on type):                  ││  ┌─ Monthly Fixed ──────────────────────────┐      ││  │ Base Salary: [$________]                  │      ││  └───────────────────────────────────────────┘      ││  ┌─ Hourly ─────────────────────────────────┐      ││  │ Hourly Rate: [$________]                  │      ││  │ Standard Hours/Month: [160]               │      ││  └───────────────────────────────────────────┘      ││  ┌─ Per Lecture ────────────────────────────┐      ││  │ Lecture Rate: [$________]                 │      ││  │ Standard Lectures/Month: [___]            │      ││  └───────────────────────────────────────────┘      │├─────────────────────────────────────────────────────┤│  BANK DETAILS (Optional):                           ││  Bank Name:        [___________________________]    ││  Account Number:   [___________________________]    ││  IFSC Code:        [___________________________]    ││  Tax ID:           [___________________________]    │├─────────────────────────────────────────────────────┤│  ADDITIONAL INFO:                                   ││  Qualification:    [___________________________]    ││  Experience (Yrs): [___]                            ││  Emergency Contact:[___________________________]    ││  Emergency Phone:  [___________________________]    ││  Address:          [___________________________]    ││  Notes:            [___________________________]    │├─────────────────────────────────────────────────────┤│  [Save Staff Member]                                │└─────────────────────────────────────────────────────┘

Employee Code Generation

Auto-generated format: EMP{YY}{0001}

First employee in 2026 → EMP260001Second employee in 2026 → EMP260002Teacher migrated from CPT → TCH00001

Staff Attendance

Navigate to: 💵 Payroll & Expenses → Staff Attendance (hidden sub-page)

Recording Attendance:

┌─────────────────────────────────────────────────────┐│  Staff Attendance - June 2026                       │├──────────┬──────────┬──────────┬──────────┬────────┤│ Staff    │ Date     │ Status   │ Check In │ Check Out│├──────────┼──────────┼──────────┼──────────┼────────┤│ John Doe │ Jun 1    │ Present  │ 08:00    │ 16:00   ││ Jane S.  │ Jun 1    │ Absent   │ —        │ —       ││ Bob W.   │ Jun 1    │ Leave    │ —        │ —       ││ Alice M. │ Jun 1    │ Half Day │ 08:00    │ 12:00   │└──────────┴──────────┴──────────┴──────────┴────────┘

Leave Types:

Sick Leave
Casual Leave
Annual Leave
Maternity/Paternity Leave
Unpaid Leave

Salary Components System

Beyond base salary, add custom earnings and deductions:

Earnings (add to gross):

┌─────────────────────────────────────────┐│  Salary Components - John Doe            │├──────────┬──────────┬────────┬─────────┤│ Type     │ Label    │ Amount │ Taxable │├──────────┼──────────┼────────┼─────────┤│ Earnings │ Housing  │ $500   │ No      ││ Earnings │ Transport│ $200   │ No      ││ Earnings │ Medical  │ $150   │ No      │└──────────┴──────────┴────────┴─────────┘

Deductions (subtract from gross):

┌──────────┬──────────┬────────┬─────────┐│ Type     │ Label    │ Amount │ Taxable │├──────────┼──────────┼────────┼─────────┤│ Deduction│ Insurance│ $50    │ No      ││ Deduction│ Loan EMI │ $300   │ No      │└──────────┴──────────┴────────┴─────────┘

Net Pay Calculation:

Base Salary:        $2,000.00+ Housing:            $500.00+ Transport:          $200.00+ Medical:            $150.00─────────────────────────────Gross Pay:          $2,850.00- Insurance:          -$50.00- Loan EMI:          -$300.00─────────────────────────────NET PAY:            $2,500.00

Staff Loan Management

Adding a Loan:

┌─────────────────────────────────────────┐│         Add Staff Loan                   │├─────────────────────────────────────────┤│  Staff:       [John Doe ▾]              ││  Loan Date:   [2026-06-01]              ││  Principal:   [$5,000.00]               ││  Interest:    [5.00]% per annum         ││  Tenure:      [12] months               ││  Monthly EMI: [$427.50] (auto-calc)     ││  Notes:       [Education loan]          ││                                         ││  [Save Loan]                            │└─────────────────────────────────────────┘

Loan Tracking:

Loan #1 - John Doe
├── Principal: $5,000.00
├── Interest: 5% p.a.
├── Tenure: 12 months
├── Monthly EMI: $427.50
├── Paid: 4/12 installments ($1,710.00)
├── Remaining: $3,290.00└── Status: ActiveInstallments:
├── Jun 2026: $427.50 ✅ Paid
├── Jul 2026: $427.50 ✅ Paid
├── Aug 2026: $427.50 ✅ Paid
├── Sep 2026: $427.50 ✅ Paid
├── Oct 2026: $427.50 ⏳ Pending└── ...