One staff record. Joining day to exit interview.
Every teacher's qualifications, documents, salary structure, joining date, promotions, leave history and exit paperwork — in one searchable, board-inspection-ready profile. Stop searching almirahs at 2 AM before a CBSE visit.
How most Indian schools manage staff today
Your senior accountant keeps a salary register. Your principal keeps a 'joining file' with photocopied Aadhaar and qualification certificates. Your HR coordinator maintains an Excel sheet that nobody else has the latest version of. The PT teacher's police verification — last seen on someone's WhatsApp.
Then a CBSE inspection notice arrives. Or EPFO sends a 14B notice. Or a teacher resigns mid-session and her experience letter request lands in your inbox. Suddenly four people are searching four systems for one truth.
The cost isn't the time wasted. It's the affiliation that gets delayed. The increment that doesn't get applied. The teacher who leaves with a bad memory of your school.
What we built instead
Inkwelly's Employee Information module is one structured record per staff member — accessible to the right people with the right permissions, that survives every academic session, every promotion, every transfer, and every system migration.
One profile per teacher. One profile per accountant, librarian, bus driver, security guard. One source of truth — for the principal, the accountant, the HR coordinator, the teacher herself, and the inspector at your gate.
If your HR data can't survive a teacher leaving, it isn't HR data.
Highlights
- Centralized directory for teaching, non-teaching, admin and support staff — searchable in 200 ms.
- 11-tab profile covering qualifications, certifications, documents, bank, address, emergency, previous employment and teaching experience.
- Compliance dashboard for PAN, Aadhaar, PF, ESI, POCSO training and police verification — with expiry alerts.
- Department and hierarchy structure with HOD, role grades and pay matrix support across CBSE, ICSE, IB and every State Board.
- Service history preserved across academic sessions — promotions, transfers, role changes, salary changes, exits.
- Custom fields, custom report templates, soft-delete with 90-day restore, and a per-record audit log.
See it in motion
The 11-tab staff profile, end to end
Most ERPs give you a name, phone, and joining date. We built every tab schools actually use during onboarding, the academic year, board inspections, salary disputes, and exit. Nothing about a teacher gets entered twice.
Overview
Photo, name, employee code, designation, department, joining date, status, primary contact — the front page of every profile.
Employment Information
Role (PRT / TGT / PGT / HOD / Principal / Non-teaching), employment type (permanent / contract / probation / visiting), reporting manager, working hours, salary grade.
Qualifications
B.A., B.Ed., M.A., M.Phil., Ph.D., D.El.Ed. — institution, year, percentage or CGPA, subject, certificate upload.
Certifications
CTET, TET, NET, Microsoft Educator, ISTQB, CBSE coaching certificates — issuing body, valid-from / valid-until, certificate scan.
Documents
Aadhaar, PAN, Passport, Driving License, cancelled cheque, appointment letter, police verification, POCSO training certificate. Each tracked for expiry.
Bank Details
Account number, IFSC, branch, UPI, salary mode (NEFT / cheque / cash) — wired into payroll runs.
Addresses
Current, permanent and emergency addresses with state, district, PIN — used for local-language documents and HR mailings.
Emergency Contacts
Spouse, parent, sibling — relationship, phone, address. Surfaced on the profile in case of incident.
Previous Employment
Earlier schools, designations, joining and exit dates, last drawn salary, reason for leaving, experience letter upload.
Teaching Experience
Subjects taught × class range × board × number of years. The exact format CBSE and ICSE affiliation files demand.
Academic Records
School and college transcripts beyond qualifications — useful for senior science teachers and lab in-charges.
Custom Fields
Any field your trust, society or board requires — Trust ID, Aided/Unaided, Subject Specialization, Trade Union Member, etc. Unlimited.
This wasn't built in San Francisco
Indian school HR has its own rules — POCSO, RTE, EPFO, ESIC, Aadhaar masking, board affiliation annexures, TET and CTET checks, pay matrix per state board.
Generic HR tools and global ERPs don't speak this language. We do — by default, with no add-ons.
POCSO compliance built-in
Track POCSO awareness training certificate, expiry and renewal alerts on every staff profile. Mandatory under the POCSO Act 2012 for every Indian school — we track it as a first-class field, with proactive alerts before expiry. Competitors leave it as a free-text note, if they record it at all.
Affiliation file, ready in one click
Generate the staff annexure for CBSE, ICSE or your State Board affiliation or renewal — qualifications, designations, PAN, Aadhaar, salary, joining date, service length — formatted to the board's exact template. The two-week scramble before every inspection becomes a thirty-second download.
EPFO & ESIC, the way they audit
UAN, PF account, ESI number, eligibility flags — captured per staff member, exported in the format EPFO actually accepts. When a 14B notice arrives, you respond in hours, not weeks.
Aadhaar masked. Always.
Last-4-digit view by default, for every role. Full Aadhaar visible only to a designated KYC role, and every full-view event is audit-logged with user, timestamp and IP — designed to satisfy DPDP Act 2023 and UIDAI handling rules without a checklist or training.
“Earlier our HR file room had eighty-plus folders. Now if a CBSE inspector asks for the qualifications of every PRT, I can pull the list in thirty seconds.”
Inkwelly vs how schools manage staff today
Different people, same one record
A staff record means different things to different people in your school. We built the same data to serve all four — without anyone seeing more than they should.
Principal
Walk into a board meeting with: real-time staff count, qualification breakdown, vacancy report, attrition trend, document compliance status. No 'I'll get back to you next week.' Decisions made on live data, not last quarter's spreadsheet.
HR Coordinator / Office Manager
Onboard a new teacher in six minutes. Generate appointment letter from template. Schedule POCSO training. Track probation. Issue experience letters for resigned staff — without re-typing what already exists in three other places.
Accountant / Salary Officer
Pull bank details, PAN and UAN for the salary run. Verify increment eligibility from joining date. Generate Form 16 input data. Match attendance to pay days. Every datapoint payroll needs is one click away from where HR already entered it.
Teacher (employee portal)
Log into /e/<id>, see your profile, request a correction, download your appointment letter, view your leave balance, see your monthly attendance — without going to the office register, without 'ma'am, can you check'.
Inkwelly vs generic school ERPs
One staff record powers nine other modules
Employee Information is not a silo. It is the master record that every other Inkwelly module pulls from — so a single edit here updates everywhere your school operates. Change a teacher's department, and her timetable, attendance group, payroll segment and access permissions update everywhere, automatically.
HR data has to be safer than student data
A teacher's Aadhaar, PAN and bank account is regulated personal data under the DPDP Act 2023. We treat it accordingly — not as an afterthought, not as an upsell.
- **AES-256 encryption** at rest on PostgreSQL; TLS 1.3 in transit on every endpoint.
- **Role-based access control** — principals see all, HR sees most, accountants see bank and salary, teachers see only their own profile.
- **Aadhaar masking** to last-4-digits by default; full view restricted to a designated KYC role and audit-logged.
- **Per-record audit log** — who viewed which staff record, when, from which IP. Downloadable for HR audits.
- **Soft-delete with 90-day restore** — no accidental permanent loss, no panicked support tickets.
- **Multi-tenant isolation** at the database level. Your school's data never co-mingled with another tenant's.
- **Hosted in India** (Mumbai region). No cross-border transfer of staff or student PII as part of normal operation.
- **DPDP Act 2023 ready** — consent capture, purpose limitation, deletion-on-request, breach notification flow.
You won't migrate alone
Most schools come to us already paying another ERP, or sitting on years of Excel sheets. Migration is the part schools fear — so we own it. Free for your first 50 staff records, on us.
From Excel
Upload your sheet, our team maps your columns to Inkwelly fields, validates the data, imports it the same day. Most schools have all their staff live in under 24 hours. Zero rupees, two hours of your time.
From another ERP
We've migrated schools off Educomp, Campus Care, MyClassCampus, Vidyalaya and Teachmint. Send us their export — even the messy ones — and our migration team handles mapping, cleaning and import. You review the result; we ship the rest.
From paper files
Some schools still keep HR in a steel almirah. We send a bag, you send the files; we OCR, structure and ingest, then return your originals. Available as a paid service for schools without any digital records.
See your school's HR data, organized in 30 minutes
Bring your existing Excel sheet to the demo. We'll show you exactly what the system would look like with your real teachers, your real departments, your real documents.
“Every school says they have an HR system. Few can produce a teacher's qualification certificate in under a minute. We built this for the few who care about the difference.”
From joining to exit, modelled as workflows
We didn't ask 'what fields does HR data have?' We asked 'what does a school actually do over a teacher's career?' — and built the lifecycle that follows. Onboarding, the academic year, exit, and the rare-but-critical re-join.
Onboarding flow
Exit flow
Built for India — feature parity check
What's included with Employee Information
- Unlimited staff records, teaching and non-teaching.
- 11 structured profile tabs plus unlimited custom fields.
- Compliance dashboard (POCSO, KYC, document expiry, PTR).
- Department and hierarchy structure with HOD logic.
- Employee portal access at /e/<id> for every staff member.
- HR report templates including affiliation annexures.
- Migration support — Excel, ERP-to-ERP, paper-to-digital.
- Audit log, soft-delete with 90-day restore, role-based access.
- Hindi and regional script support.
- Hosted in India, DPDP Act 2023 compliant.
Ready to see what 'one staff record' actually looks like?
30 minutes. No commitment. Bring your Excel — we'll bring the structure. By the end of the call, you'll see your real staff data inside Inkwelly.
What’s new
2 updatesFrequently asked
12 questionsCan we import staff from our existing Excel sheets?
Yes. Upload your CSV or XLSX, our team maps your columns to Inkwelly fields, validates the data, and imports it the same day. Most schools have all their staff live in under 24 hours, free of cost for the first 50 records.
Does it support both teaching and non-teaching staff?
Yes. Teaching (PRT, TGT, PGT, HOD, Principal), non-teaching (accountant, librarian, lab assistant), admin and support staff (security, housekeeping, drivers, conductors) — all use the same structured profile, with role-specific fields where it matters.
Can teachers see and edit their own profile?
Yes. Every staff member has access to the employee portal at /e/<their-id>. They can view their profile, download their appointment letter, request corrections (which go to HR for approval), check their leave balance and view their attendance.
How does it handle staff who leave and re-join later?
When a teacher returns, we match her by Aadhaar, PAN or registered email and surface the original profile. Her old qualifications, certifications and previous employment are preserved; you simply enroll her into the new academic session with a fresh role and salary.
Will it generate the staff annexure for CBSE / ICSE / State Board affiliation files?
Yes. Inkwelly ships HR report templates that match the staff annexure format every major Indian board demands during affiliation and renewal — qualifications, designations, PAN, Aadhaar, salary, joining date, service length — generated in one click.
Does it track POCSO awareness training and police verification?
Yes. POCSO training certificate, expiry date and renewal alerts are first-class fields on every profile — mandatory under the POCSO Act 2012 for every Indian school. Police verification is similarly tracked, with alerts before expiry.
Can we mask Aadhaar numbers? Who can see the full Aadhaar?
Aadhaar is masked to last-4-digits by default for every role. Full Aadhaar view is restricted to a designated KYC role and every full-view event is audit-logged with user, timestamp and IP — designed to satisfy DPDP Act 2023 and UIDAI handling rules.
What happens to a teacher's record when she leaves?
Status changes to Resigned, the record becomes read-only, but the full service history is permanently retained. You can still pull her experience letter, salary history, and qualifications years later — for verification calls, gratuity claims or reference checks.
How does this connect to payroll and attendance?
Bank details, PAN, UAN and salary structure on the staff profile flow directly into the Payroll module. Working hours and leave entitlements feed Employee Attendance and Leave Management. One edit here updates every downstream module — no double entry.
Can we run it in Hindi?
Yes. The entire interface is available in English and Hindi. Staff names, addresses, qualifications and custom fields can be stored in English plus Hindi (Devanagari) plus your regional script — useful for state board paperwork and Hindi-medium schools.
Is our HR data stored in India?
Yes. All staff and student data is hosted in Indian regions (Mumbai). No cross-border transfer occurs as part of normal operation. We are DPDP Act 2023 compliant — consent, purpose limitation, deletion-on-request and breach notification flows are built in.
What if we have multiple branches under one trust?
Inkwelly supports multi-school organisations natively. One trust, multiple schools, shared or independent staff lists — your call. Trust-level reports roll up across branches; school-level access is fully isolated.
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2 readsSee Inkwelly on your school
30-minute demo. We open your current ERP with you and load your data into Inkwelly on the call. Dated go-live plan by the end of it.