HR software for a school should take teacher and staff attendance on their phones inside the campus, load the academic holiday calendar, route leave to the principal, handle drivers and field staff separately, and run payroll with PF, ESI and professional tax. FundRaksha HR does this, with leave approval flows of admin, manager, or manager then admin, and statutory payroll on Pro at ₹79 per employee per month + GST.
What schools need
- Two staff groups. Teaching staff on school hours; non-teaching staff (office, lab, maintenance, security) on longer or different shifts.
- A long holiday calendar. Festivals, vacations and exam days, with some staff working during vacations.
- Leave through the principal. Teachers apply; the principal approves; the office records.
- Transport staff. Drivers and attendants start the day on the bus route, not at the gate.
- Statutory payroll. PF and ESI for eligible staff, professional tax by state, and TDS for senior teachers.
Set-up for a school
| Item | How to set it |
|---|---|
| Campus | Office with a radius covering buildings and grounds |
| Teaching shift | For example 7:45 to 2:30 with a 10-minute grace |
| Non-teaching shift | For example 8:00 to 5:00 |
| Holidays | Academic calendar loaded once a year |
| Vacation duty | Staff on duty given a separate roster |
| Transport staff | Field mode |
| Leave approval | Principal (manager), then office (admin) |
Worked example: a CBSE school with 85 staff
A school in Nagpur has 55 teachers, 18 non-teaching staff and 12 drivers and bus attendants. Teachers and office staff check in on their phones inside the campus. Drivers use field mode and check in when they start the morning route.
A teacher applies for 3 days of casual leave around a Saturday half-day and a declared holiday; the app counts only the working days, the principal approves on her phone, and the office confirms. In May, when most teachers are on vacation, the holiday calendar keeps them from showing as absent, while the office staff on vacation duty follow their own roster.
Payroll runs on the 1st with PF and ESI for eligible staff and professional tax as per Maharashtra rules, and payslips go to every phone. On Pro, 85 × ₹79 = ₹6,715 a month + GST.
Compliance points
Private schools are often covered by EPF once they reach the threshold, and by ESI where it has been extended to educational institutions in the state and staff earn within the ₹21,000 limit. Gratuity is payable under the Code on Social Security, 2020 after five years of continuous service (one year for fixed-term employees), and teachers are covered. Check entitlements with the gratuity calculator, PF calculator and HRA calculator for staff claiming rent relief.
FundRaksha HR for schools
- Phone GPS attendance inside the campus, one phone per staff member.
- Field mode for drivers and attendants.
- Holiday calendar and week-offs per person or roster.
- Leave types with monthly credit, carry-forward and manager-then-admin approval.
- Payroll with PF, ESI, PT and TDS and the ECR, ESI, bank and Tally files on Pro.
Every plan has a 30-day free trial with your real team, and there is no bill for the trial period. After that, you pay only for active employees in the month. See pricing.
For staff letters, see the appointment letter format and experience letter format.
Sources
Last reviewed: 2026-10-21. Information for Indian businesses; not legal advice.