Last Updated: June 4, 2026
How to Manage Staff Payroll & Salary
The Challenge: Managing monthly salaries for teaching and non-teaching staff is a repetitive task. Schools often struggle with tracking who has been paid, calculating net pay after deductions, and maintaining an expense ledger that matches their cash book.
Manual Method vs. Smart School
| Task | Manual Way (Old) | Smart School Way (New) |
|---|---|---|
| Payment Tracking | Tick marks on paper registers | Real-time "Paid" Status |
| Deductions | Manual subtraction per staff | Pre-set Salary Profiles |
Step-by-Step Guide
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Create Salary Profiles.
Before staff appear in the payroll manager, they must have a Salary Profile. Go to Staff Management, select a staff member, and define their Basic Pay and Net Pay.
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Open Salary Manager.
Navigate to Fees & Admin > Salary Manager. The system lists all staff who have a configured salary profile.
-
Mark as Paid.
For the current month, click the button next to the staff member.
Automation: Marking a staff member as paid automatically creates an entry in the Expense Ledger under the "Salary" category for the current month. -
Download Pay Slip.
Once paid, click the icon to download a professional salary slip for the staff member.
Troubleshooting
If you face issues, check these common solutions:
- Staff member not in list: This happens if they don't have a Salary Profile. Ensure
the
salary_infois not null for that staff record. - Payment date is wrong: The system defaults to today's date for salary expenses. Ensure you are marking them paid on the actual disbursement date.
Frequently Asked Questions
Ready to try this yourself?
You can perform this action directly from your dashboard.
Go to Dashboard