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HR & Payroll

The HR module manages staff records, employment information, monthly payroll, and country-specific statutory deductions.

Adding a Staff Member

  1. Go to HR → Add Staff
  2. Fill in required fields:
    • First name, Last name
    • Date of birth, Gender, Nationality
    • Department, Designation (staff type)
    • Employment date, Employment type (permanent, contract, part-time)
    • Contact details and emergency contacts
  3. Upload a passport photo (optional)
  4. Click Save Staff

A staff ID is auto-generated using the Staff ID Prefix configured in settings.

Departments and Designations

Before adding staff, set up:

  • Departments — go to HR → Departments (e.g. Teaching, Administration, Security)
  • Designations — go to Settings → HR Settings → Staff Types (e.g. Head Teacher, Class Teacher, Accountant)

Salary Structure

Each staff member has a salary structure comprising a basic salary and one or more allowances.

  1. Open a staff record → Payroll tab
  2. Set the Basic Salary
  3. Add allowances (e.g. Housing Allowance, Transport Allowance) with amounts
  4. Statutory deductions are calculated automatically based on the deployment's country

Running Monthly Payroll

  1. Go to HR → Payroll → Run Payroll
  2. Select the Month and Year
  3. Review the payroll summary — each staff member's gross, deductions, and net pay
  4. Click Confirm & Generate Payroll
  5. Generate pay slips and bank advice letters from the payroll run record

Social Security / Pension Number

Each staff record stores the national social security or pension registration number appropriate for your country. The label shown in the UI adapts automatically to match your country's scheme:

Country Scheme Label shown
Nigeria Retirement Savings Account / National Housing Fund RSA / NHF
Côte d'Ivoire Caisse Nationale de Prévoyance Sociale CNPS
Senegal IPRES / Caisse de Sécurité Sociale IPRES / CSS
Cameroon Caisse Nationale de Prévoyance Sociale CNPS

This label appears on the staff record, in the payroll staff search, and on bank advice letters.

Statutory Deductions

Statutory deductions are computed automatically based on the country profile:

Deduction Basis
Income Tax (PAYE) PITA bands + state schedule
Pension — Employee (8%) Basic + Housing + Transport
Pension — Employer (10%) Basic + Housing + Transport
NHF (2.5%) Basic salary
Deduction Basis
IRPP / IGR (income tax) Country-specific brackets
CNPS (social security) Gross salary

Note

Statutory rates are periodically revised by national revenue authorities. Check your country guide for the current rates and update the configuration under Settings → HR Settings → Statutory Rates when rates change.

Pay Slips

After running payroll, generate individual pay slips:

  1. Go to HR → Payroll → [Month] → Pay Slips
  2. Select All Staff or an individual staff member
  3. Click Print Pay Slips or Download PDF

Bank Advice Letters

Bank advice letters list each staff member's net pay for direct bank lodgement or electronic transfer instruction.

  1. Go to HR → Payroll → [Month] → Bank Advice
  2. Select the bank (if multiple banks are used)
  3. Click Print / Download

Staff Attendance & Leave

Recording staff attendance

  1. Go to HR → Staff Attendance
  2. Select the Date and mark each staff member
  3. Click Save

Leave management

  1. Go to HR → Leave
  2. Click Add Leave Record
  3. Select the staff member, leave type (annual, sick, maternity, etc.), start and end dates
  4. Approved leave is deducted from the staff member's leave balance

Documents

Attach employment documents (offer letters, certifications, ID scans) to a staff record:

  1. Open the staff record → Documents tab
  2. Click Upload Document
  3. Select the document type and upload the file