Staff, attendance & payroll

Overview

Open Staff in the sidebar. It has three tabs:

• Team: the roster. Add people, link their accounts and put teachers on batches.
• Attendance: the daily staff register. Present, half day, absent or paid leave.
• Payroll: one month at a time. Record what each person was paid and issue a payslip.

Staff management is for institution accounts. An individual tutor has no roster; a tutor's own costs go on the Accounts page instead.

Adding someone

1. On the Team tab, press Add person.
2. Enter their name and role (teacher, coordinator, admin, accounts or other). Everything else is optional: designation, subjects, email, phone, joining date and monthly salary.
3. Press Add to team.

The monthly salary is what payroll offers by default, and what a loss-of-pay suggestion is worked out from. Leave it blank for someone paid by the hour or by the class; you then enter the amount each month.

The designation ("Senior Physics Faculty") prints on their payslip. The joining date prints there too.

Linking a teacher's account

If the email on a roster entry matches a registered tuition.in account, the two are linked automatically: when you add them, when you change the email, and every time the roster loads. You don't have to do anything to make it happen. A teacher who hasn't registered yet shows No account yet, and links the day they sign up with that email.

A linked account matters for two things: only a linked teacher can be assigned to batches, because assignment gives real access and there has to be an account to give it to; and only a linked person receives their payslip in their own dashboard. Your own institution account is never linked to a roster entry.

Assigning batches

Press Batches on a linked teacher and tick the batches they teach. From that moment they can, in their own dashboard:

• take attendance for those batches,
• post announcements to them,
• set and grade assignments,
• host the live classes,
• enter test marks and build the timetable.

Saving replaces the whole set for your batches only. A batch the same person teaches for a different institute is untouched.

Revoking access

Any one of these removes a person from every batch of yours immediately:

• marking them inactive,
• removing them from the roster,
• changing their role to a non-teaching one,
• changing their email so it no longer matches their account.

Marking someone inactive keeps their history: past attendance, past payments and past payslips all stay. Removing them deletes the roster entry and, with it, their attendance and payment records. If they might come back, or if you need their payslips for a tax year, mark them inactive instead.

Workload

Each teacher's card shows how many batches they teach, how many distinct students that adds up to, and how many sessions ran in those batches in the last thirty days. Enough to see who is carrying the term before you hand out another batch.

Staff attendance

The Attendance tab is the staff register: one day at a time, everyone active on the roster, four states.

1. Open the tab. It opens on today.
2. Press a state on each person's row. Each press saves by itself; there is no Save button to forget.
3. When most people are in, press Mark the other N present to fill in everyone you haven't marked yet. People you already marked keep what you gave them.
4. Press a chosen state again to clear it.

Use the arrows or the date box to go back and fill in or correct an earlier day. You can reach any day in the last two years, which is as far back as payroll goes. You can't mark a day that hasn't happened yet.

Under each name you see their month so far, for example This month: 18 present · 1 half day · 1 absent. Someone you mark inactive stays on the register for any day they were already marked, so a register you filled in never quietly loses a row.

Payroll, month by month

1. Open the Payroll tab. The arrows move between months; you can go back two years.
2. At the top: how much you have paid this month and to how many people, how much is still due, and anyone without a salary set.
3. Each row shows the person, their attendance for that month and either their salary (unpaid) or what they were paid, when, and how.
4. Press Mark paid to open the payslip builder for that person.

The month on a payment is the month the salary is for, not the day it left your account. August's salary paid on 3 September is recorded under August, and that is where it shows on the profit-and-loss.

Building a payslip

Mark paid opens a payslip with one line already on it: Basic salaryat the person's monthly salary. From there:

• + Earning adds a line that increases pay: house rent allowance, conveyance, a special allowance, overtime, a bonus, an incentive. Common names are suggested as you type, and you can type any name you like.
• + Deduction adds a line that reduces it: loss of pay, TDS, provident fund, ESI, professional tax, recovery of an advance.
• Rename, re-price or remove any line. A payslip can have up to twenty.

Gross, deductions and net pay update as you type. The button reads Record ₹… paid with the net figure, so you see exactly what will be stored before you press it. Choose how it was paid (bank transfer, UPI, cash or cheque) and add a note if you want one. The note is for you: it is never printed on the payslip.

The amount stored is always the net, worked out again on the server from the lines. A payslip whose lines don't add up to what was paid can't exist. A payslip must have at least one earning, and deductions can't take the net to zero or below.

Loss of pay, worked through

If the register shows absences or half days for that month, the builder shows a suggestion above the lines:

The arithmetic is deliberately simple and visible:

• Loss-of-pay days = days absent + half of the half days.
• One day's pay = monthly salary ÷ the number of calendar days in that month (30 in September, 31 in October, 28 or 29 in February).
• Suggested deduction = one day's pay × loss-of-pay days, rounded to the rupee, never more than the whole salary.

So for someone on ₹31,000 who was absent two days in October: ₹31,000 ÷ 31 = ₹1,000 a day, and the suggestion is ₹2,000.

It is only a suggestion. Nothing is deducted until you press Add as a deduction, and even then it arrives as an ordinary line you can change or remove. Many institutes divide by 26 working days, some by 30, and some don't dock pay for the first absence at all. If your rule is different, add a Loss of pay line yourself with your figure; the suggestion disappears once a line with that name is on the payslip.

TDS, PF, ESI and other deductions

This is on purpose. Those rules depend on the person's declarations, their other income, which state you are in and whether your institute is registered for PF and ESI at all. A figure a dashboard guessed would be worse than no figure. The deductions you enter are kept exactly as entered, in the order you entered them.

Printing and sharing payslips

Once a salary is recorded, the row shows a Payslip button. It opens the payslip in a new tab as a clean A4 sheet:

• your institute's name, address and logo;
• the person's name, an employee code, designation and joining date;
• the date paid and how;
• days paid and loss-of-pay days, when attendance was marked that month;
• earnings and deductions in two columns, with gross and total deductions;
• net pay in figures and in words ("Rupees Thirty Thousand Three Hundred Only").

Press Print or save as PDF. In the print dialog, choose Save as PDF as the printer to get a file you can email or send on WhatsApp. Only the sheet prints; the button and the site around it don't.

A payment recorded before payslips existed, or recorded without lines, prints as a single line called Salary.

What your teachers see

When you record a salary for someone with a linked account, they get a notification in the app, and by email where your deployment sends email: Salary for September 2026. Your payslip is ready to view and download. The notification does not include the amount. It links straight to their payslip.

They also have a My payslips page at /dashboard/payslips listing every payslip any institute has issued them through tuition.in, newest first. A teacher who works for two institutes sees both, each under its own name.

A teacher sees only their own payslips. They can't see a colleague's, the roster, anyone's salary or the staff register.

Correcting a mistake

• Wrong attendance: go to that day and press the right state. It replaces what was there. The payroll suggestion follows.
• Wrong payment: press Undo on the row, then record it again. Undo removes the payment and its payslip lines together. The teacher's old link then says the payslip wasn't found, and the new payment sends a new notification.
• Wrong salary on the roster: edit the person on the Team tab. Past payments keep what was actually paid; only future months default to the new figure.

Export for your accountant

Export CSV on the Payroll tab downloads the month as a spreadsheet, one row per person: role, designation, contact details, monthly salary, gross, deductions, amount paid, date paid, method, status, and the month's days present, half days, absences and paid leave, plus your note. Amounts are plain numbers, so they add up in Excel or Google Sheets.

Who can see salary

A payslip link opened by anyone other than your institution or the person paid shows "Payslip not found", exactly as if it didn't exist, so a link can't be guessed at to learn anything.

Questions

We pay on a 26-day month. Can I change the suggestion?
The suggestion always uses calendar days. Type your own figure into a Loss of pay line instead; the suggestion steps aside once that line exists.

Do I have to mark attendance to run payroll?
No. Payroll works with no attendance at all. Attendance only adds the monthly summary and the loss-of-pay suggestion.

Can teachers mark their own attendance?
Not yet. The register is marked by the institution account.

Someone was paid in two parts this month.
Record one payment for the month with the full amount, and put the dates in your note. There is one payment per person per month.

Where do salaries show up in my profit-and-loss?
On the Accounts page, as Staff salaries, at the net amount paid, in the month the salary was for. Don't also enter salaries as expenses; the expense form refuses a salaries category so they can't be counted twice.

Is this a payroll system for PF and ESI filings?
No. It keeps an accurate record of what you paid and why, and gives your staff a proper payslip. Statutory filings stay with your accountant.