School Staff Management System: Your staff. In one place.

Staff management system: questions schools ask.

• What is a school staff management system?

  A school staff management system keeps one record for every teacher and staff member — personal details, government IDs, qualifications, bank account and documents — with their department, joining date and service history. In Inkwelly, staff keep their own details up to date from the app, and the office approves every change.

• What does a staff profile in Inkwelly hold?

  Personal details; Aadhaar, PAN, UAN, PF and ESI numbers; contact, addresses and emergency contacts; education, certifications like B.Ed and CTET, teaching experience and past employers; bank accounts; documents; this session's employment record and the full work history — plus any custom fields your school adds.

• Does it cover non-teaching staff too?

  Yes. Teachers, office staff, accountants, librarians, lab assistants, drivers, guards and housekeeping all get the same profile, grouped into the departments you set up.

• Can teachers update their own details?

  Yes, from the Inkwelly app: personal details, address, emergency contacts, bank account, qualifications, certifications and dependents. Each change goes to the office as a request, and nothing changes on the profile until it's approved. Name, employee ID, department and salary stay with the school.

• How does the office approve a change request?

  Employees › Change requests shows every request with the current and new value of each field. Approve or reject each field, or approve all — a typo can be corrected before approving. The staff member is then told on WhatsApp, SMS, email or the app.

• How are staff documents kept?

  Each profile has a Documents tab. Your organisation sets the document types and which ones are required. Staff can upload from the app; the office verifies or rejects each one with a reason, and the staff member is told.

• Can we see whose records are incomplete?

  Yes. Every profile shows how complete it is and what's missing. The dashboard lists the gaps across the school — missing Aadhaar, PAN, UAN, bank account, emergency contact or photo, and teachers without a B.Ed, CTET or TET.

• Does it track B.Ed, CTET and TET?

  Yes. Certifications are kept with the issuing body and the issue and expiry dates, or marked lifetime. The dashboard counts B.Ed / M.Ed and CTET / TET teachers and lists certificates expiring in the next 90 days.

• How are PRT, TGT and PGT recorded?

  Staff are grouped by department — Primary, Secondary, Senior Secondary and so on — and each person's role, like Teacher or Accountant, comes from Roles. A separate designation list isn't part of Staff Records today; many schools add it as a custom field.

• How do staff move into a new session?

  On All employees, Import staff brings everyone from the previous session into the new one with their department, and can be undone right after. You can also select people and use Bulk re-enroll.

• Can we change many staff records at once?

  Yes. Bulk update opens your staff as a sheet: pick the fields — like UAN, PAN, department or bank account — fill the cells, review every change and save. It warns you when a mobile number, which is also the login, will change.

• What happens when a teacher leaves?

  Change her status to Resigned, Retired or Terminated with the date. The leaving date fills in, the change goes into her work history, and her full record stays for later.

• What if we delete a staff record by mistake?

  Deleted staff go to Trash and can be restored with a note. Permanent deletion is blocked for anyone with payroll records.

• Can we make staff reports?

  Yes. Build a list (one row per person, with the columns you choose) or a summary (counts by department, gender, category and more), save it as a template and download it as CSV.

• Can we import our staff from Excel?

  Yes. One sheet brings each person in whole: profile, department, permanent address, emergency contact and salary bank account. Validate only checks every row first. Or send us your sheet and we'll do it, at no cost.

• Is our staff data safe?

  Each person sees only what their role allows, and in the app staff see only their own profile. Your data is stored in India, with daily database backups and role-based access on every screen. Bank accounts can never be changed through Inkwelly AI.

• Can I ask Inkwelly AI about our staff?

  Yes, on plans with Inkwelly AI. Ask “Senior Secondary ke teachers ki list do”, “kis ka UAN missing hai?” or “Neha kab join hui thi?” in English, Hindi or Hinglish. It can also update staff details once you approve the preview — never bank accounts.

• Is it available in Hindi?

  Yes. The portal works in English and Hindi, staff names can be kept in both, and staff get their messages in English or Hindi.

• How much does Inkwelly's staff management system cost?

  Staff Records is in every plan, from Lite at ₹49 per student per year (GST extra). Plans run ₹49–₹199 per student per year, with ₹0 migration, training and setup.