HR officers, school administrators and payroll approvers

People & payroll

Before you start: Have verified staff details, contracts, leave rules and approved payroll settings ready.

Actions depend on your school’s enabled modules, your permissions and the record’s current status.

Find your way around

Staff directory · Leave · Attendance · Payroll · Hiring. Select these tabs inside the module; scroll the tab row sideways on a phone.

People & payroll module heading and available primary action in ZivoERP — Actual local ZivoERP interface, 14 September 2026. Navigation overview cropped to the module header; school records are outside the image. Select the image to enlarge it.

1. Create staff and contract records

Actual empty form in local ZivoERP. No record was submitted. Longer forms can be scrolled to reach the remaining fields. Select the image to enlarge it.

Open Staff directory and create a staff profile.
Enter the full name, job title, department and employment information.
Save and open the staff record.
Create a contract with its dates, base salary, currency and grade or scale.
Review the active contract; renew or end it through the available workflow when employment changes.

What to check: The staff profile and contract are linked and show their intended employment status.

2. Request and approve leave

Open Leave and review the available leave types and balances.
Create a request for the staff member, choosing the type, first/last day and reason.
Select Submit request.
An authorised reviewer checks the balance and dates, then approves or rejects with the required details.
Review the request status and balance after approval.

What to check: The decision and leave balance are recorded; an unapproved request is not approved leave.

3. Record staff attendance

Open Attendance and select the date.
Use the staff member’s Clock in and Clock out actions as appropriate.
For a correction, open the time editor, enter the correct values and Save times.
Check the record and any absence indicators for the selected day.

What to check: The day’s staff attendance shows the recorded times.

4. Calculate and approve payroll

Open Payroll and review the configured payroll rules and active contracts.
Create a new payroll run for the correct period and currency with Create draft run.
Select Calculate, then inspect every payroll line, addition, deduction and total.
An authorised approver selects Approve and confirms Approve run.
After actual payment is made, use Mark as paid with the payment reference, then download and inspect the available payslips.

What to check: The run progresses from draft to calculated, approved and paid. Marking it paid records an event; it does not itself transfer money.

5. Recruit and convert a successful candidate

Open Hiring and create an opening with its role details.
Receive public applications through the school’s Careers page or Add a candidate.
Review the pipeline and record the interview/decision stages.
For a successful candidate, select Hired and confirm.
Use Create staff profile, review the copied details, and verify the new colleague in Staff directory.

What to check: The successful candidate becomes a staff record without re-entering the full application.

1. Create staff and contract records

Actual empty form in local ZivoERP. No record was submitted. Longer forms can be scrolled to reach the remaining fields. Select the image to enlarge it.

Open Staff directory and create a staff profile.

Enter the full name, job title, department and employment information.

Save and open the staff record.

Create a contract with its dates, base salary, currency and grade or scale.

Review the active contract; renew or end it through the available workflow when employment changes.

What to check: The staff profile and contract are linked and show their intended employment status.

2. Request and approve leave

Open Leave and review the available leave types and balances.

Create a request for the staff member, choosing the type, first/last day and reason.

Select Submit request.

An authorised reviewer checks the balance and dates, then approves or rejects with the required details.

Review the request status and balance after approval.

What to check: The decision and leave balance are recorded; an unapproved request is not approved leave.

3. Record staff attendance

Open Attendance and select the date.

Use the staff member’s Clock in and Clock out actions as appropriate.

For a correction, open the time editor, enter the correct values and Save times.

Check the record and any absence indicators for the selected day.

What to check: The day’s staff attendance shows the recorded times.

4. Calculate and approve payroll

Open Payroll and review the configured payroll rules and active contracts.

Create a new payroll run for the correct period and currency with Create draft run.

Select Calculate, then inspect every payroll line, addition, deduction and total.

An authorised approver selects Approve and confirms Approve run.

After actual payment is made, use Mark as paid with the payment reference, then download and inspect the available payslips.

What to check: The run progresses from draft to calculated, approved and paid. Marking it paid records an event; it does not itself transfer money.

5. Recruit and convert a successful candidate

Open Hiring and create an opening with its role details.

Receive public applications through the school’s Careers page or Add a candidate.

Review the pipeline and record the interview/decision stages.

For a successful candidate, select Hired and confirm.

Use Create staff profile, review the copied details, and verify the new colleague in Staff directory.

What to check: The successful candidate becomes a staff record without re-entering the full application.