Cloud Based HRMS & Payroll Software. Teaching and non-teaching. Payroll right, every campus.
Educare365 runs HR and payroll for schools, colleges and coaching institutes on one record. Biometric and period attendance feed the salary run directly, arrears on back-dated pay revisions are computed for you, and PF, ESI, PT and TDS stay audit ready across every campus.
0min
To run payroll for 214 staff
0record
Teaching & non-teaching
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Re-entry from attendance
0.0%
PF · ESI · PT · TDS
What Is Cloud Based HRMS Software?
Cloud based HRMS software is a hosted human resource management system that keeps employee records, attendance, leave, payroll and statutory compliance in one online application, reachable from any campus without a local server. For a school or college the distinction that matters is where the attendance comes from. A standalone payroll tool starts from a spreadsheet somebody exported; an HRMS inside your school ERP starts from the biometric punches and period attendance already recorded against the timetable. Educare365 holds teaching and non-teaching staff on one employee record, computes the salary run from that attendance, handles arrears when a pay scale is revised with retrospective effect, and posts the finished entry to the accounts ledger — so headcount, salary cost and statutory liability all reconcile from a single source.
The accounts office runs salary and statutory, the principal or HR lead approves leave and revisions, trust administrators see campus-wise cost, and every staff member gets self-service for payslips and leave.
Generic payroll handles pay scales and PF well but knows nothing about periods, substitutions or the academic calendar. Educare365 reads the same attendance and timetable the school already runs, so loss of pay and substitution duty need no second entry.
HRMS Software for Schools: One Record for Teaching & Non-Teaching Staff
A teacher is paid on a scale and marked by period. A driver is paid on a grade and marked by shift. Most institutions end up running two systems — and then reconciling them by hand at month end.
Appointment, qualifications, documents, pay scale, increments, transfers and exit — one file per employee, searchable across campuses.
Biometric punches and period-wise teaching attendance from the Educare365 attendance module flow straight into payroll.
An approved leave triggers the substitution flow in the timetable module and applies loss of pay in the same cycle.
Annual increments, grade changes and probation confirmation applied by rule, with the effective date on record.
Staff loans and festival advances tracked with instalments recovered automatically through the salary run.
Each campus keeps its own scales and state PT rules; the trust office sees consolidated cost and headcount.
Payroll Software That Runs the Whole Month in One Pass
Press the button. Attendance locks, earnings compute, arrears apply, statutory comes out and payslips publish — the same five stages your accounts office works through, without the spreadsheets between them.
Biometric punches and period attendance are already in Educare365, so the run begins with data nobody had to export or retype.
Unapproved absence becomes loss of pay, extra duty becomes overtime, both calculated against the staff member's own scale.
The run ends with a bank transfer file in your bank's format and a journal entry posted to the accounts module.
Payroll Software That Builds the Payslip, Not Just the Total
Pick a designation and experience below. Earnings, statutory deductions and net pay recalculate exactly the way the salary run computes them — this is the structure, with illustrative figures.
Increment is applied at 3% a year on basic. PF at 12% of basic (capped at ₹15,000 wage), ESI at 0.75% where gross is under ₹21,000, professional tax per Odisha slab, TDS estimated on the annual projection.
| Component | Amount |
|---|---|
| Net pay | ₹0 |
Arrears on Back-Dated Pay Revisions, Computed for You
School pay revisions are almost always retrospective — approved in October, effective from April. Recomputing six months of salary and statutory by hand is where payroll errors actually come from.
Every month from the effective date is recomputed on the revised scale — earnings, allowances and statutory together, not just the basic difference.
PF, ESI and TDS are recalculated on the arrear amount, so the contribution and the challan match what was actually paid.
Arrears appear as their own line with the period they cover, so staff can see what was paid for which months and audit can follow it.
PF, ESI, Professional Tax & TDS — Computed, Filed and Audit-Ready
Grant audits and statutory inspections do not ask whether you ran payroll. They ask whether the registers reconcile with the contributions.
Employee and employer contribution on the wage ceiling, with ECR file and register ready for upload.
Applied where gross falls under the threshold, with the contribution statement for the half-year return.
State-wise slabs, including the Odisha schedule, applied per campus and deducted monthly.
Annual projection with declarations and proof, quarterly returns and Form 16 at year end.
| Capability | Educare365 HRMS & payroll | Standalone payroll software | Registers & spreadsheets |
|---|---|---|---|
| Source of attendance | ✓ Biometric & period, already recorded | Manual import from a device export | Muster roll typed by hand |
| Teaching + non-teaching | ✓ One record, separate scales | One record, no period concept | Separate files |
| Substitution & period duty | ✓ Linked to the timetable | ✕ Not available | ✕ On paper |
| Arrears on back-dated revision | ✓ Auto, with statutory | Manual entry per employee | Recalculated by hand |
| PF, ESI, PT, TDS | ✓ Computed with registers | ✓ Computed | Manual |
| Posting to school accounts | ✓ Same ledger, one entry | Export and re-enter | Second entry |
Cloud Payroll Software: What a Month of Manual Salary Work Costs
Move the sliders to your own institution. The figures use the time an accounts office typically spends on a manual salary cycle — they are an estimate to think with, not a quotation.
Based on the share of accounts time returned when attendance, arrears and statutory stop being recomputed by hand.
HR and Payroll Software With Payslips and Leave on Staff Mobiles
The accounts office should not be a payslip printing service. Every member of staff carries their own record.
Payslip · October 2026
Frequently Asked Questions About Payroll & HRMS Software
What principals, accountants and trust administrators ask before moving staff payroll onto the school ERP.
Run one month of your own payroll with us
Send us your staff categories, pay scales and one month of attendance. We'll set them up in Educare365, run the salary cycle, show you the payslips, the PF and PT registers and the ledger entry it creates — including a back-dated revision if you have one pending. Our team in Bhubaneswar, Odisha supports schools, colleges and coaching institutes across India by phone and WhatsApp.