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School payroll software. School payroll is complicated. Your month-end doesn’t have to be.
With Schoolcanvas school HR and payroll software, staff punch in on your biometric device and the rest follows: attendance syncs in real time, leave and loss of pay are worked out from it, salaries follow your slabs with PF, ESI and TDS deducted, and payslips appear in every staff login once you publish them. Recruitment and appraisals live in the same system.
- Statutory-compliant payroll
- Works with eSSL, BioMax and more
- Complete Tally integration
- Basic pay₹32,000
- Dearness allowance₹6,400
- House rent allowance₹9,600
- Transport allowance₹1,600
- Special allowance₹2,400
- Gross earnings₹52,000
- Provident fund 12% of basic₹3,840
- ESI above wage limitNot applicable
- TDS income tax₹1,850
- Advance recovery 3 of 6₹2,000
- Loss of pay₹0
- Total deductions₹7,690
Forty-four thousand three hundred and ten rupees only
Savings ···· 4821
- 1Leave auto-calculated from biometriceSSL or BioMax punches sync in real time, so leave and loss of pay are worked out, not counted.
- 2PF, ESI and TDS handledYour salary slabs, allowances and deductions, with statutory amounts calculated in every run.
- 3Approved by HR admin before processingThen payslips are published to every staff member’s app.
Payroll, leave and appraisals run on Schoolcanvas in 1000+ schools
All Saints Diocesan H.S. SchoolShillong
Gulmohur High SchoolJamshedpur
The Gurukulam Group of SchoolsPan-India
Venus International Group of SchoolsTumkur
Pole Star SchoolMadhubani
Children Public SchoolFatehpur
Tashi Namgyal AcademyEast Sikkim
St. Jude's AcademySonepat
Bethesda International SchoolBangalore
G. Rio Hr. Sec. SchoolKohima
St. Paul's Group of SchoolsHajipur
Bishop Westcott Boys SchoolRanchi
De Nobilli Group of SchoolsDhanbad- PF · ESI · TDScalculated in every payroll run
- Real timebiometric sync, from eSSL, BioMax and more
- 1 staff appfor every staff member’s payslips, leave and attendance
- 1000+schools run on Schoolcanvas
Every school office knows the last week of the month.
A school pays teachers, office staff, drivers, ayahs and security guards, each on different terms. When attendance, leave and salaries live in separate registers and spreadsheets, someone has to join them up by hand every month, and one wrong cell means an unhappy teacher.
See the same month on Schoolcanvas-
Punch logs matched by hand
The biometric device has the data, but someone still exports it, checks it against the leave register and works out who was absent without leave.
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Salaries rebuilt in Excel
Teaching, non-teaching and support staff have different slabs, allowances and deductions. Every increment and every new joiner means editing formulas that only one person understands.
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PF, ESI and TDS worked out on the side
Statutory deductions are calculated separately, then retyped for returns and annual filings. Mistakes surface months later, when they are hardest to fix.
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A queue at the office for payslips
Staff ask for payslips for a bank loan, a visa or a rent agreement, and ask again about their leave balance. Each request pulls the office away from real work.
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Payroll typed again into the books
The accountant re-enters the salary register into the accounts and Tally, so the books are only as right as the second round of typing.
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Hiring and appraisals on paper
Applications sit in an inbox, interview notes in a file, and the appraisal depends on one person’s impression. Good teachers notice, and some leave.
One payroll month, once around the dial.
Here is how month-end runs at Green Valley Public School, a fictional school with 97 staff across teaching, non-teaching and support roles. The work is the same as before. The retyping is gone.
All month, automatically
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1–31 Oct · Every working day Automatic
Staff punch in. Attendance is recorded as it happens.
Schoolcanvas works with a wide range of biometric devices, particularly eSSL and BioMax. Each punch syncs in real time, so the owner and principal can monitor staff attendance remotely, and absent teachers reach the timetable for substitution before the first bell.
- Nothing to export at month-end
- The same attendance feeds leave and payroll
Punch log · Wed 7 Oct Synced live- R. Iyer · eSSL main gate 7:41 am
- K. Nair · eSSL main gate 7:44 am
- P. Das · BioMax junior block 7:48 am
Absent teachers sent to the timetable for substitution -
Any day · Staff mobile app On the phone
Leave is applied for, and tracked, in the staff app.
Every staff member has the Schoolcanvas mobile app. They apply for leave there, track approval and see their balances, instead of filling in a form and asking the office how many days are left.
- Balances always up to date
- Approved leave counted against the right balance
Apply for leave Staff app · K. Nair- Leave type Casual leave
- Dates 22–23 Oct · 2 days
- Balance after approval 6 of 12 left
Approved · balance updated in the app
Month-end: 31 October to 1 November
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31 Oct · Attendance closes 6:00 pm
The month’s attendance is already complete.
Every punch from the eSSL and BioMax devices has synced in real time all month, so there is nothing to export. HR reviews the handful of exceptions, a forgotten punch or a late arrival, and closes October’s attendance.
- The same attendance told the timetable who was absent each morning
- Remote monitoring for the owner and principal
Attendance · October ClosedWorking days24Punches4,612Exceptions9- Missed punch, regularised 5
- Late beyond grace 2
- Absent without leave 2
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31 Oct · Leave and loss of pay 6:10 pm
Leave and LOP work themselves out.
Leave is calculated automatically from the biometric data. Approved leave is deducted from each person’s balance; a day with no punch and no approved leave becomes loss of pay. Nobody sits with a leave register and a printout.
Leave and LOP · October Auto-calculated- MSM. Sen · Support1 day LOP
- RGR. Gupta · Support1 day LOP
- KNK. Nair · Teaching2 CL deducted
- ATA. Thomas · Teaching1 SL deducted
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1 Nov · HR admin approval 9:30 am
Nothing is processed until your HR admin approves it.
The school’s HR admin reviews the month before payroll is processed: who is in the run, the attendance and LOP behind it, new joiners, leavers and this month’s increments. Only after approval does Schoolcanvas process salaries, so a mistake is caught before it becomes a payslip.
October payroll · before processing Awaiting HR admin- Staff in payroll 97
- Attendance Closed 31 Oct
- LOP days 2
- Change vs September + ₹0.62L increments
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1 Nov · Payroll processed 10:00 am
One run for teaching, non-teaching and support staff.
Each person is paid on their own slab, with your allowances and deductions, this month’s increments, loan and advance recoveries, and PF, ESI and TDS calculated in the same run. New joiners and leavers are already in the staff record.
- Salary register and disbursement list ready
- Statutory reports produced from the same run
Payroll run · October 97 staff- Gross salary ₹35,74,000
- PF ₹2,42,200
- ESI ₹18,550
- TDS ₹1,18,200
- Loan and advance recovery ₹42,500
Run complete · no salary without attendance -
1 Nov · Payslips published 5:30 pm
Ninety-seven payslips, on ninety-seven phones.
With one click, payslips are published. Every staff member, from teachers and wardens to drivers and office staff, has the Schoolcanvas staff mobile app, so they see and download their payslip there, check leave and attendance in the same place, and stop asking the office.
Payslip · October 2026 PublishedKNKavya NairTGT English · GV-T-041- Gross earnings ₹49,600
- Total deductions ₹12,590
- Net pay ₹37,010
Now in the staff app for all 97 staff -
1 Nov · Accounts and Tally 5:45 pm
The books match the salary register.
Payroll is linked to Schoolcanvas accounts, and Schoolcanvas has complete Tally integration, so salaries, PF and TDS reach the books without the accountant typing the register a second time.
Salary entry · October PostedLedger Dr Cr Salaries 35,74,000 PF payable 2,42,200 ESI payable 18,550 TDS payable 1,18,200 Advance recovery 42,500 Salary payable 31,52,550 Synced to Schoolcanvas accounts and Tally
School HR and payroll software, from the first interview to every payslip.
Eight connected parts share one staff record, so nothing is entered twice. The same data that pays a teacher also tells the timetable she is absent, and feeds the appraisal that decides her increment.
Staff information
A complete digital record for every teacher and staff member: personal and contact details, department, designation, staff category, salary slab and documents, kept for as long as they work with you.
- Teaching and non-teaching
- Departments
- Documents
- Department English
- Date of joining 12 Jun 2019
- Salary slab TGT · Level 3
- Documents 6 of 6 on file
Biometric staff attendance
A biometric attendance system for schools only helps if the punches reach payroll. Schoolcanvas works with a wide range of biometric devices, particularly eSSL and BioMax. Punches sync in real time, you can monitor attendance remotely, and the data flows into leave, payroll and the timetable.
- eSSL
- BioMax
- Real-time sync
- Remote monitoring
- R. Iyer · eSSL main gate 7:41 am
- P. Das · BioMax junior block 7:48 am
- M. Sen · eSSL main gate 8:12 · late
Payroll with statutory compliance
Set salary slabs and increments for each staff category, and configure your own allowances and deductions. Every run applies attendance, loss of pay, loan recoveries and statutory deductions, including PF, ESI and TDS, then produces the salary register, disbursement list, statutory reports and annual filings.
- Salary slabs
- Increments
- Allowances
- Deductions
- PF · ESI · TDS
- Annual filings
- Statutory reports
- Salary disbursement
| Earnings | ₹ |
|---|---|
| Basic | 32,000 |
| Dearness allowance | 6,400 |
| House rent allowance | 9,600 |
| Transport allowance | 1,600 |
| Deductions | ₹ |
|---|---|
| PF (employee) | 3,840 |
| TDS | 2,150 |
| Advance recovery | 5,000 |
| Group insurance | 1,600 |
Leave calculated from attendance
Staff apply for leave and see their balances in the Schoolcanvas staff mobile app. Because leave is calculated automatically from biometric data, an absence without approved leave becomes loss of pay without anyone checking a register.
- Leave requests
- Balances
- Automatic LOP
- Casual leave 8 of 12 left
- Sick leave 9 of 10 left
- Earned leave 14 days
Payslips in every staff app
Once the school publishes payroll, every staff member, from teachers and wardens to drivers and office staff, can see and download their own payslips in the Schoolcanvas staff mobile app or their login, at any time. Nothing is visible before you publish, so you check first.
- Visible once published
- Download any month
- October 2026 Published
- September 2026 Download PDF
- August 2026 Download PDF
- Annual tax statement 2025–26
Loans and advances
Record staff loans and salary advances with their recovery schedule. Instalments are deducted in each payroll run, and the balance is always up to date for staff, HR and the accountant.
- Salary advances
- Staff loans
- Recovered through payroll
- Recovery ₹5,000 a month
- Instalments recovered 2 of 4
- Balance ₹10,000
Recruitment
Publish openings by department, designation, job type and location. Design your own hiring stages and selection statuses, score every candidate on the same evaluation questions, and see open vacancies on the dashboard.
- Configurable stages
- Evaluation questions
- Resignation settings
- Reports
- Applied 24
- Screening 11
- Demo class 5
- Principal interview 3
- Offer 1 accepted
Appraisal from more than one point of view
Set appraisal schedules, tools and categories that suit your school. Input can come from self-evaluation, observers, students and parents, and the appraisal is linked with the Classroom Observation Tool, so lesson observations count. Reports cover several schedules, individual tools, overall scores and categories, and compare a teacher across years.
- Schedules
- Tools
- Categories
- Self · observer · student · parent
- Linked with COT
- Multi-year reports
- Self-evaluation 4.2
- Observer (classroom observation) 4.0
- Students 4.4
- Parents 4.1
- Lesson planning ★★★★☆
- Student engagement ★★★★★
- Professional conduct ★★★★☆
One record, from the first interview to the last day.
The candidate you select becomes the staff record that payroll, leave, appraisal and the timetable all use. There is no second HR system to keep in step.
- Opening
- Hiring stages
- Offer
- Staff record
- Attendance & leave
- Payroll
- Appraisal
- Resignation
14 Nov · Two weeks later · Hiring
A Physics teacher resigns. The replacement joins in December.
The resignation is recorded with your resignation settings, and the vacancy appears on the dashboard. HR publishes a PGT Physics opening for the Science department, candidates move through your stages, from screening to demo class to principal interview, and each is scored on the same evaluation questions. The selected candidate becomes a staff record with no retyping, ready for attendance, leave and December payroll.
- Subject knowledge ★★★★★
- Demo class ★★★★☆
- Classroom management ★★★★☆
- Stage Offer accepted
The school details generic HR software never thinks about.
Payroll software for companies knows about salaries. It doesn’t know about periods, substitutions, demo classes or parent feedback. School payroll software has to, and these are the details that make Schoolcanvas HR fit a school.
Absent teachers reach the timetable
Staff attendance is linked to the timetable, so the coordinator sees who is absent and gets same-subject substitutes suggested before the first bell.
- Period 2 · IX-B Physics R. Iyer
- Period 5 · X-A Physics Suggest
Nothing shows until you publish
Payslips appear in the staff app only once the school publishes them, so corrections are made before anyone sees a wrong figure.
Different staff, different rules
Teachers, office staff, drivers and ayahs can each have their own salary slabs, allowances and deductions, all in one payroll run.
Statutory reports and annual filings
PF, ESI and TDS are deducted in every run, and the statutory reports and annual filings come from the same data, not a separate spreadsheet.
- PF statement · October Ready
- ESI statement · October Ready
- TDS summary · Q3 In progress
Appraisals that use classroom evidence
Appraisal is linked with the Classroom Observation Tool, so what a principal sees in a lesson, with its ratings and action plan, counts in the teacher’s appraisal.
- Observation · 14 Oct ★★★★☆
- Observation · 9 Sep ★★★☆☆
Open vacancies on the dashboard
Resignations, approvals and open positions are tracked in one place, so management sees which posts are unfilled before the new session starts.
Salary advances, recovered on schedule
A driver’s festival advance is recorded once, recovered in equal instalments through payroll, and the balance is visible to HR and the accountant at any time.
- Festival advance · K. Raju ₹12,000
- Recovered ₹4,000 of ₹12,000
Hire the right teachers. Help them grow.
Finding and keeping good teachers is one of the hardest jobs in a school. Schoolcanvas gives you a hiring process everyone can follow and appraisals built on evidence from several sources, not one impression.
Openings with the detail that matters
Publish job openings by department, designation, job type and location, and filter applicants the same way.
Your stages, your selection statuses
Design your own hiring process, from screening to demo class to interview, with the selection statuses you use.
Every candidate judged the same way
Evaluation questions keep interviews consistent, so the decision rests on scores, not on who interviewed whom.
Resignations handled properly
Resignation settings, recruitment masters and reports keep exits and vacancies tracked from notice to replacement.
Appraisal with many voices
Self-evaluation, observers, students and parents, on schedules, tools and categories you set, linked with classroom observation.
Reports that show growth
Multi-schedule, individual tool, overall score and category-wise reports, compared across years.
Built for everyone who touches a staff record.
Salaries are usually a school’s largest cost, and the most personal subject for every member of staff. Each person involved needs something different from HR and payroll.
Control your biggest cost, without waiting for month-end.
Staff salaries are usually a school’s largest cost. Schoolcanvas shows you the payroll before it is paid, statutory deductions handled in every run, and attendance you can monitor remotely, for one campus or several.
Book a demo for your roleBefore
- Payroll totals seen only after salaries are paid
- PF, ESI and TDS checked by an outside consultant, months later
- Appraisals and increments decided on impressions
With Schoolcanvas
- Your HR admin approves payroll before it is processed
- Statutory reports and annual filings from the same run
- Increments backed by multi-source appraisal reports
Build a stronger team of teachers.
You hire teachers, cover absences and help staff improve. Schoolcanvas gives you a clear hiring process, staff attendance at a glance and appraisals that use what you see in classrooms.
Book a demo for your roleBefore
- Interview notes scattered across files and emails
- Absent teachers found out at 7:50 am
- Appraisals written from memory once a year
With Schoolcanvas
- Configurable stages and the same evaluation questions for every candidate
- Absences flow to the timetable for substitutions
- Appraisals linked with the Classroom Observation Tool
Month-end without the marathon.
You are the person everyone asks: about salaries, leave balances, payslips and vacancies. Schoolcanvas takes the matching and retyping off your desk.
Book a demo for your roleBefore
- Biometric logs matched against the leave register
- Salary sheets edited for every increment and joiner
- Payslip and leave-balance requests all month
With Schoolcanvas
- Attendance syncs in real time and feeds payroll
- Leave and LOP calculated from attendance
- Staff see payslips and balances in the staff mobile app
Salaries that match the books.
You need the salary register, statutory deductions and loan balances to agree with the accounts. Schoolcanvas posts payroll to the accounts and Tally from the same run.
Book a demo for your roleBefore
- Salary register typed again into Tally
- Advances tracked in a separate notebook
- Statutory totals reconciled by hand
With Schoolcanvas
- Payroll linked to accounts, with complete Tally integration
- Loans and advances recovered through payroll
- PF, ESI and TDS totals straight from the run
Everything about your pay, on your phone.
Teachers, wardens, drivers, office staff: everyone wants to know they are paid correctly, without asking the office. Every staff member gets the Schoolcanvas staff mobile app, with their payslips, leave and attendance in one place.
Book a demo for your roleBefore
- Waiting at the office for a payslip copy
- Unsure how many leave days are left
- Applying for leave on paper
With Schoolcanvas
- Download any month’s payslip once published
- Leave balances always up to date
- Apply for leave in the staff app and track approval
Your next payroll, on Schoolcanvas.
If your data is ready, we guarantee you will be live in 7 days, and some schools have done it in 2. Your staff records and salary history come across free, from Excel or your old software.
We map your staff and salaries
Staff categories, salary slabs, allowances, deductions, leave rules and statutory settings, mapped with your account manager.
We move your data, free
Staff records, salary structures and loan balances imported and checked with you, and your biometric devices connected.
Your team is trained
Hands-on sessions for HR, the accountant and the principal, online or at your school, including approval and publishing.
You go live
Attendance syncs, staff log in, and support is 5 minutes away during support hours, Monday to Saturday.
Already have biometric devices?
Schoolcanvas works with a wide range of devices, particularly eSSL and BioMax. Tell us your model and we will confirm before you switch.
What changes at month-end.
Most schools run HR on spreadsheets and registers, or on payroll software built for companies. Here is how Schoolcanvas compares.
| Schoolcanvas | Spreadsheets & registers | Generic HR software | |
|---|---|---|---|
| Biometric attendance to payroll | ✓ Real-time sync, eSSL, BioMax and more | ✕ Logs exported and matched by hand | Separate set-up with your devices |
| Leave and loss of pay | ✓ Calculated from attendance | ✕ Counted from the leave register | ✓ Yes |
| PF, ESI and TDS | ✓ In every payroll run | ✕ Worked out separately | ✓ Yes |
| Teaching, non-teaching and support structures | ✓ Slabs, allowances and deductions per category | Separate sheets and formulas | Configured as company grades |
| Staff absence reaches the timetable | ✓ Linked to substitutions | ✕ No | ✕ Not linked to the timetable |
| Payslips for staff | ✓ In the staff mobile app, once published | ✕ Printed or e-mailed one by one | ✓ Employee portal |
| Accounts and Tally | ✓ Linked to accounts, complete Tally integration | ✕ Typed again | Export to your accountant |
| Teacher hiring | ✓ Your stages and evaluation questions | ✕ Inbox and files | Corporate hiring stages |
| Appraisal input | ✓ Self, observer, students, parents, with COT | ✕ One annual form | ✕ No student, parent or lesson observation input |
| Same data as students, fees and timetable | ✓ One school system | ✕ No | ✕ A separate system |
HR and payroll questions, answered.
What does school HR and payroll software do?
It keeps every staff member on one record, from recruitment to the monthly payslip. In Schoolcanvas that covers staff information, biometric attendance, leave, recruitment, appraisal and payroll with PF, ESI and TDS. The HR admin approves payroll before it is processed, staff see payslips in the Schoolcanvas app once the school publishes them, and payroll is linked to your accounts and Tally.
Does Schoolcanvas handle PF, ESI and TDS?
Yes. Payroll is statutory-compliant: PF, ESI, TDS and other statutory deductions are calculated in every run, and annual filings and statutory reports are generated from the same data.
Can teaching and non-teaching staff have different salary structures?
Yes. You set salary slabs and increments, and configure your own allowances and deductions, so teachers, office staff and support staff are each paid on their own structure in the same payroll run.
Can we manage staff loans and salary advances?
Yes. Record loans and advances with their recovery amounts, and they are deducted through payroll each month, with the balance always visible.
Can someone check payroll before it is processed?
Yes. Your HR admin approves payroll before it is processed, and payslips are visible to staff only once the school publishes them.
Does the biometric attendance system for school staff link to payroll?
Yes. Punches from your biometric devices, particularly eSSL and BioMax, sync with Schoolcanvas in real time. Leave and loss of pay are calculated automatically from that attendance and flow into the payroll run, so nobody matches punch logs by hand.
Which biometric devices work with Schoolcanvas?
Schoolcanvas works with a wide range of biometric devices, particularly eSSL and BioMax. Attendance syncs in real time. If you already have devices, tell us the model and we will confirm before you switch.
How is leave calculated?
Leave is calculated automatically from biometric attendance. Approved leave is deducted from the staff member’s balance, and absences without approved leave flow into payroll as loss of pay.
Does staff attendance help with substitutions?
Yes. Staff attendance is linked to the timetable, so absent teachers are known each morning and same-subject substitutes can be arranged at once.
Can management see staff attendance remotely?
Yes. Attendance syncs in real time and can be monitored remotely, so the owner or principal sees who is in without calling the office.
Can staff see payslips and apply for leave on their phone?
Yes. Every staff member, including teachers, wardens, drivers and office staff, has the Schoolcanvas staff mobile app. Once the school publishes payroll, they can see and download their payslips there. Staff can also apply for leave and check their balances.
Does payroll connect with our accounts and Tally?
Yes. Payroll is linked to Schoolcanvas accounts, and Schoolcanvas has complete, end-to-end Tally integration, including export.
How long does it take to move our payroll to Schoolcanvas?
If your data is ready, we guarantee you will be live in 7 days. Staff records and salary data are migrated free from Excel or your previous software, and your team is trained online or at your school.
Can we manage teacher recruitment in Schoolcanvas?
Yes. Publish openings by department, designation, job type and location, design your own hiring stages and selection statuses, score candidates on evaluation questions, and track open vacancies on the dashboard. Resignation settings are included.
How do appraisals work?
You set the appraisal schedules, tools and categories. Input can come from self-evaluation, observers, students and parents, and reports show multi-schedule, individual tool, overall score and category-wise results, compared across years.
Is the appraisal linked to classroom observation?
Yes. Appraisal is linked with the Classroom Observation Tool, where principals use your own observation forms and ratings, share feedback and agree action plans, so lesson observations count in the appraisal.
Guides for this suite
Plug in the rest of your school.
Every Schoolcanvas suite shares one student record. Add another and it simply plugs in.
- Academics & ExaminationSubstitutions from staff attendance, and the Classroom Observation Tool that feeds appraisals.Explore →
- FinancePayroll posted to your accounts, with complete Tally integration and approvals.Explore →
- CommunicationMessages to staff and parents on WhatsApp, SMS and the app, in the school’s name.Explore →
- AssistReady lessons, tests and 10+ AI tools, so new teachers deliver from their first week.Explore →
See your payroll run on Schoolcanvas.
A 45-minute demo built around your staff categories, salary structures and biometric devices. We’ll call you within 4 working hours to fix a time.
Your free demo can cover
- Your own data, formats and processes
- The modules you need, from admissions to fees
- The apps for parents, teachers and staff
- Assist, the AI LMS for your teachers
- A setup plan and a quote for your school
- Call back in 4 working hours
- Free data migration
- 1-month free trial
Book my free demo
Takes 30 seconds. No commitment.
Still matching punch logs to salaries by hand?
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