Prepare a payroll summary

For: Teacher, Centre Manager, Super Admin, Attendance & payroll staff

Look for: Payroll & payments

1. Select a column heading to sort the rows on this page; select again to reverse. Totals sum the displayed people or selected days. Unknown present-day hours are counted separately. CSV downloads retain their original order.
2. Super Admins can use payroll. Other adults, including Centre Managers, need an explicit Payroll Viewer or Payroll Manager role, assigned by a Super Admin through Roles & responsibilities. Payroll access never adds teaching or attendance-approval powers.
3. To bring in an accountant, a Super Admin clicks Create accountant here or in Students & teachers. Choose Payroll Viewer for read/export access or Payroll Manager for rates, caps and payment records. This creates an operations account with the selected role in this centre, without teaching or student access.
4. Share the sign-in URL, centre code, username and temporary password privately. No invitation email is sent. The accountant sets up their own authenticator and changes the password at first sign-in, then opens Payroll & payments. Passwords cannot be retrieved after creation.
5. Only a Super Admin can reset, block or otherwise manage an account whose identity has current payroll access. This prevents a non-payroll Centre Manager taking over its sign-in. The owner can still change their own password and authenticators.
6. Open Payroll & payments. Choose custom dates or this/last week, month, quarter or year. Q1–Q4 uses the selected starting year and financial or calendar-year basis. Select one person to see the daily calculation.
7. Only confirmed, present staff time with known hours and an effective hourly rate produces a payout. Pending days and missing rates need attention; pending counts link to Staff approvals so you can see who needs to act. A zero hourly rate records volunteering with no suggested pay.
8. A pay cap follows its saved week, fortnight, month, quarter or year; changing the report dates does not restart it. Payments already recorded consume the cap. Remaining allowance goes to the oldest approved unpaid attendance in that cycle, including days outside the selected report.
9. Compare approved hours, paid equivalent hours, above-cap or volunteer hours, before-cap amount, already paid and suggested balance. Payable hours are money-equivalent hours rounded to seconds; the attendance register retains the actual or declared hours.
10. Download payroll summary CSV for accounts or an external processor. For cash/bank reconciliation, use Payment history, whose date filter is the payment date rather than the attendance date.

This is an INR hours-and-payment ledger. Fixed monthly salary calculations, tax, statutory deductions, paid-leave rules, payslips and bank transfers are not implemented. A monthly cap is not a monthly salary; confirm the actual agreement before using a payout recommendation.

Attendance exports contain no rates. Payroll pages and exports require a separate current payroll permission in the selected centre.

This guide explains the feature; reading it does not change any setting or grant access. Back to all help