Does HRMione work for schools as well as colleges?

Yes. Schools use the same period structure logic with class teacher assignment, and coaching institutes use it for batch based delivery. The difference is the timetable you import and the staff categories you define.

Can we track exam duty and invigilation separately from teaching?

Yes. Exam duty, invigilation, paper setting and evaluation are recorded as their own duty types and count towards the workload dashboard, so they are visible during appraisal.

How are per lecture payments calculated?

Each engagement carries a rate card. Delivered sessions accumulate from the attendance record, the department confirms the count, and the approved total flows into the payroll run for that month.

Is multi campus supported?

Yes. Each campus is a location with its own devices, geofence and reporting, while payroll and compliance can be consolidated or kept separate depending on your legal entities.

Can we restrict who sees salary information?

Yes. Salary visibility is limited to the finance and administration roles you designate. Heads of department see attendance and workload without seeing compensation.

Does it handle vacation periods correctly?

Academic vacation blocks are defined in the calendar. Attendance expectations, leave rules and payroll treatment during vacation follow the rules you set for each staff category.

What about transport, security and housekeeping staff?

They are staff categories with their own shifts and their own attendance devices. Contract vendors can be tracked with vendor linked records and reconciliation reports.

How long does implementation take?

Most institutes are running attendance within two weeks and complete their first parallel payroll cycle inside a month. Full rollout including appraisal typically completes in a single term.

Education institutes

Run faculty, staff and academic operations from one people system.

Timetable aware attendance, faculty workload tracking, visiting lecturer payouts and accreditation ready records for schools, colleges and coaching institutes.

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Used by schools, colleges and coaching chains
Academic calendar aware
Accreditation document vault
Runs on any device teachers already carry

40 hrs

Saved every month in the academic office

Measured across institutes replacing register books and workload spreadsheets with HRMione.

100%

Faculty files audit ready

Qualification proofs, experience letters and certificates stored against each staff record with expiry alerts.

3 days

To close visiting faculty payouts

Lecture counts flow from the timetable into a payout sheet rather than being collected over email.

12+

Staff categories supported

Permanent faculty, visiting faculty, lab staff, administration, transport, housekeeping and security.

The reality on the ground

What actually breaks in education institutes

Every conversation with a people team in this sector surfaces the same handful of failures. Here is what they look like and what they cost.

Attendance built for offices, not timetables

A lecturer teaching four periods across two buildings is not sitting at a desk from nine to five. Punch in and punch out tells the principal nothing about whether classes were actually held, whether a substitution happened, or whether the lab session ran late. So the academic office keeps a second register on paper and reconciles it by hand at the end of every month.

Cost of leaving it: Two people spending a full week each month reconciling registers that nobody trusts.

Workload distribution nobody can prove

Every semester a few faculty members quietly carry twice the teaching load of their peers, and it only surfaces when someone resigns. Without a single view of periods per week, guest lectures, exam duty, project guidance and administrative charge, the head of department is allocating by memory.

Cost of leaving it: Burnout in the strongest teachers and grievances that reach the management committee.

Visiting faculty payouts that arrive late

Visiting lecturers are paid per lecture or per hour. The count sits with the department, the rate sits with accounts, and the approval sits with the director. Chasing all three by email means payouts slip by weeks, and good visiting faculty stop accepting slots.

Cost of leaving it: Losing experienced industry lecturers to institutes that pay on time.

Accreditation panic every cycle

When an inspection or accreditation cycle begins, someone spends a month rebuilding faculty qualification files, service records, ratio calculations and training evidence from scattered folders and old email attachments.

Cost of leaving it: A month of senior time and real risk to the grading outcome.

Capability deep dive

How HRMione is configured for this sector

Same platform, sector specific defaults. Each capability below arrives preconfigured, so your team edits rather than builds.

Timetable aware attendance

What it does: Marks presence against scheduled sessions rather than a single office shift, with substitution and cancellation handling.
Tuned for education institutes: Import your period structure once. Attendance then reflects periods taught, free periods, exam duty and off campus academic work.
What changes in week one: Paper registers stop. The principal opens one screen and sees who taught what today.

Faculty workload dashboard

What it does: Aggregates teaching hours, lab hours, exam duty, project guidance and administrative charge per faculty member per term.
Tuned for education institutes: Configured with your workload norms so the system flags anyone above or below the sanctioned load.
What changes in week one: Every head of department sees a ranked workload list for their department for the current term.

Visiting faculty and per lecture payouts

What it does: Tracks engaged lecturers, rate cards, delivered sessions and approved payout sheets that flow straight into payroll.
Tuned for education institutes: Rates can be set per lecture, per hour or per module, with separate rates for theory, practical and guest sessions.
What changes in week one: Last month of visiting faculty sessions is loaded and ready for approval.

Academic calendar and leave

What it does: Leave policies that respect the academic calendar, vacation blocks, examination periods and semester breaks.
Tuned for education institutes: Teaching staff and non teaching staff can carry different entitlements, and leave during examinations can require additional approval.
What changes in week one: Vacation and examination blackout periods are live, so leave requests stop clashing with exam duty.

Qualification and document vault

What it does: Stores degree certificates, experience letters, research publications, training records and identity proofs against each staff record.
Tuned for education institutes: Configured with the document checklist your accreditation body expects, including expiry tracking for renewable items.
What changes in week one: A completeness report shows exactly which faculty files are missing which document.

Statutory payroll for institutes

What it does: Runs payroll with provident fund, professional tax, income tax and gratuity handled per state and per staff category.
Tuned for education institutes: Handles grant aided and self financed staff on the same run with different components and different reporting.
What changes in week one: A parallel payroll run reconciles against your existing sheet before you switch over.

Staff self service on mobile

What it does: Payslips, leave, attendance history, documents and announcements available on the phone teachers already carry.
Tuned for education institutes: Language and layout kept simple so support staff and transport staff can use it without training.
What changes in week one: Payslip queries at the accounts window drop away almost immediately.

Performance and feedback cycles

What it does: Structured appraisal cycles combining self appraisal, head of department review and student feedback scores.
Tuned for education institutes: Templates follow academic appraisal formats rather than corporate goal sheets.
What changes in week one: Last cycle can be uploaded so history is not lost when you move platforms.

A day in the life

What the platform feels like for each role

Software only sticks when the person using it saves time on their own work. These are the three roles that make or break adoption here.

Academic office administrator

The person who used to own three registers and a workload spreadsheet.

8:30 am
Opens the day view and sees which faculty have marked in and which sessions are unstaffed.
9:15 am
Assigns a substitution for an absent lecturer. The change is visible to the department instantly.
12:00 pm
Approves two regularisation requests from faculty who were on off campus academic duty.
4:00 pm
Exports the monthly attendance summary for the principal without touching a register.

Head of department

Responsible for load balance, quality and keeping good faculty from leaving.

Monday
Reviews the workload dashboard and shifts two elective sections to balance a heavy load.
Wednesday
Approves a visiting lecturer engagement with the rate already set by the director.
Term start
Confirms qualification records for new joiners against the accreditation checklist.
Term end
Runs appraisal reviews with student feedback and workload data on the same screen.

Lecturer

Wants to teach and not chase the office for paperwork.

Arrival
Marks attendance on the phone at the campus location in a single tap.
Mid morning
Applies for one day of leave and sees the substitution suggestion immediately.
Month end
Downloads the payslip and the tax statement without asking accounts.
Appraisal
Fills the self appraisal with teaching hours already prefilled by the system.

Compliance and audit

The records an inspection or accreditation panel actually asks for

Faculty qualification records

Degree certificates, experience letters and appointment orders stored per faculty member with a completeness view.

Student to faculty ratio evidence

Live headcount by department and category, exportable for accreditation submissions.

Service and increment history

Full history of designation, pay revision and department movement for every staff member.

Provident fund and professional tax

Contributions computed per state and per staff category, with monthly returns generated from the payroll run.

Training and development evidence

Faculty development programmes, workshops and certifications logged with dates and certificates attached.

Grievance and disciplinary log

Cases recorded with timeline, documents and outcome, so nothing depends on personal recollection.

End to end workflow

From appointment order to relieving letter

One record per person, from the day they join to the day they leave. No spreadsheet handoffs in between.

Stage 1
Appointment
Offer and appointment order issued from a template, with the document checklist attached.
Stage 2
Joining
Faculty member uploads qualifications and identity documents from their phone before day one.
Stage 3
Allocation
Department, subjects, periods per week and administrative charge recorded for the term.
Stage 4
Daily operations
Session attendance, substitutions, leave and off campus duty captured as they happen.
Stage 5
Payroll
Permanent salary and visiting faculty payouts processed in the same monthly run.
Stage 6
Appraisal and exit
Term appraisal, increment letter and, when needed, relieving and service certificate.

Integrations and hardware

It plugs into what you already run

No rip and replace. HRMione sits alongside the systems and devices already on your floor.

Devices on campus

Biometric and card readers at gate and staff room
Face recognition terminals
Mobile marking with campus geofence

Institute systems

Timetable and student information exports
Accounting and tally style exports
Bank payout files for salary and payouts

Communication

Email and announcement broadcast to staff groups
Internal chat channels per department
Notice board with acknowledgement tracking

Rollout plan

From signature to steady state in ninety days

A dedicated onboarding lead runs this with you. Nothing here needs your engineering team.

Week one

Structure and staff import

Departments, designations, staff categories and full staff list loaded from your existing sheet.

Week two

Attendance and timetable

Period structure imported, devices linked, mobile marking live for a pilot department.

Week four

Parallel payroll

One payroll cycle run in parallel with your current process and reconciled line by line.

Day ninety

Full academic operations

All departments live, appraisal cycle configured and accreditation document vault complete.

Commercial fit

What a team like yours typically buys

Most institutes start with people records, attendance and payroll in the first cycle, then add appraisal and visiting faculty payouts from the next term.

Typical headcount

Institutes with 40 to 900 staff across teaching and non teaching categories, single or multi campus.

Indicative spend

Priced per active staff member per month, billed annually. Non teaching support staff count the same as faculty, with no separate module fees.

Modules in the standard bundle

Core people records
Timetable aware attendance
Leave and academic calendar
Payroll and statutory
Visiting faculty payouts
Document vault
Appraisal
Staff self service

Case study

Beacon Institute, engineering and management campus, 310 staff

Situation

Three separate registers tracked gate entry, department presence and lab duty. Visiting faculty payouts routinely slipped by six weeks, and the last accreditation cycle consumed a month of the registrar office.

What we did

HRMione replaced all three registers with timetable aware attendance, loaded every faculty qualification into the document vault, and moved visiting faculty rate cards and session counts into one approval flow.

Result

Monthly attendance close moved from six working days to one
Visiting faculty payouts now clear within three days of month end
Accreditation document pack assembled in two hours instead of four weeks
Workload imbalance across two departments identified and corrected in the first term

The registrar office stopped being a paperwork factory. When the accreditation panel asked for faculty files, we exported them in one sitting.

DDr. Anita R.Registrar, Beacon Institute

Straight answers

The questions this sector always asks

Our timetable changes every term. Will attendance break?

The period structure is data, not configuration you pay for. You upload the new timetable each term and attendance follows it. Substitutions and cancellations are recorded as events, so history stays accurate even after the timetable changes.

Can grant aided and self financed staff sit on one payroll?

Yes. Staff categories carry their own salary structures, contribution rules and reporting groups, so a single run produces separate statements and separate returns where you need them.

Will senior faculty actually use a mobile app?

Marking attendance is one tap and payslip download is two. There is no training programme. In every institute we have onboarded, non teaching staff adopted it first and faculty followed within a fortnight.

We already have a student information system. Is this duplicating it?

No. Your student system owns students, marks and fees. HRMione owns staff, attendance, payroll and compliance. The only shared data is the timetable, which we import.

What happens to years of historical service records?

Service history, increments and past appraisals can be imported during onboarding. Old paper files can be scanned into the document vault against each staff record so the physical archive stops being the only copy.

Software Solutions

Deep dive into our platform modules

FAQ

HRMione for Education institutes, frequently asked

Does HRMione work for schools as well as colleges?: Yes. Schools use the same period structure logic with class teacher assignment, and coaching institutes use it for batch based delivery. The difference is the timetable you import and the staff categories you define.
Can we track exam duty and invigilation separately from teaching?: Yes. Exam duty, invigilation, paper setting and evaluation are recorded as their own duty types and count towards the workload dashboard, so they are visible during appraisal.
How are per lecture payments calculated?: Each engagement carries a rate card. Delivered sessions accumulate from the attendance record, the department confirms the count, and the approved total flows into the payroll run for that month.
Is multi campus supported?: Yes. Each campus is a location with its own devices, geofence and reporting, while payroll and compliance can be consolidated or kept separate depending on your legal entities.
Can we restrict who sees salary information?: Yes. Salary visibility is limited to the finance and administration roles you designate. Heads of department see attendance and workload without seeing compensation.
Does it handle vacation periods correctly?: Academic vacation blocks are defined in the calendar. Attendance expectations, leave rules and payroll treatment during vacation follow the rules you set for each staff category.
What about transport, security and housekeeping staff?: They are staff categories with their own shifts and their own attendance devices. Contract vendors can be tracked with vendor linked records and reconciliation reports.
How long does implementation take?: Most institutes are running attendance within two weeks and complete their first parallel payroll cycle inside a month. Full rollout including appraisal typically completes in a single term.

Keep exploring

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