Run your faculty + staff operations in the same platform as your learners.
Vacademy ships HR, payroll, attendance, leave, and payslip modules built for academies — so your teachers, mentors, ops staff, and admins live in the same system as your students. Approval workflows, TDS-compliant payslips, leave balances, and contracts — without a separate HRIS.
- Employee directory · contracts · documents
- Attendance · leave balances · approvals
- Payroll · TDS · payslips · bank disbursement
- Connected to course teaching + analytics
- Basic₹48,000
- HRA₹19,200
- Special allow.₹16,800
- Teaching var. (47 hrs)₹11,750
- Gross₹95,750
- TDS₹4,810
- EPF (12%)₹5,760
- ESI₹1,240
- Prof. tax₹200
- Total₹12,010
- A. SharmaSenior Faculty4.5hP
- P. VermaFaculty6.0hP
- R. IyerMentor—L
- M. JoshiOperations8.0hP
Why teams switch
The status quo is costing your team time and money
Your faculty is your business — and they're managed in WhatsApp
Most academies run faculty payroll in Excel, attendance in WhatsApp, contracts in Google Drive. Faculty count grows, and the seams crack.
GreytHR / Zoho People don't know about teaching
Generic HRIS doesn't track class-hours, mentoring loads, or per-cohort payouts. You re-enter the same data across two systems.
TDS + GST + payslip compliance is a part-time job
Indian payroll is regulated. Without a system, you're hand-rolling TDS calculations, PT slabs, EPF, and ESI — and risking compliance issues at every cycle.
Inside HR + Payroll
Payslip · attendance · cohort cost — one workspace
Compliant payslip with teaching variable pay, today's attendance grid, and per-cohort cost-vs-revenue.
- Basic₹48,000
- HRA₹19,200
- Special allow.₹16,800
- Teaching var. (47 hrs)₹11,750
- Gross₹95,750
- TDS₹4,810
- EPF (12%)₹5,760
- ESI₹1,240
- Prof. tax₹200
- Total₹12,010
- A. SharmaSenior Faculty4.5hP
- P. VermaFaculty6.0hP
- R. IyerMentor—L
- M. JoshiOperations8.0hP
How HR runs in Vacademy
From hire to payslip — one workspace
HR / Payroll lives in the admin core service alongside courses. Employee records connect to teaching assignments, attendance to class delivery, payroll to per-cohort cost analytics.
Onboard employees
Create employee records with contracts, documents (Aadhaar, PAN, bank), salary structure, EPF / ESI numbers. E-sign contracts; store everything in the credential vault.
Track attendance + leave
Punch-in (web / mobile / kiosk), class-hour tracking, leave applications with multi-level approval, public-holiday calendars, comp-off, leave balance forecasting.
Run payroll
Monthly run with auto-calculated CTC components: basic, HRA, special allowance, TDS, EPF, ESI, professional tax, deductions for unpaid leave. Reviewer approves before disbursement.
Disburse + payslip
Push to bank account (NEFT / IMPS / RTGS via integrated gateway). Auto-generate GST-compliant TDS-compliant payslips; mail to employees + push to mobile app.
What's inside
A real HRIS — built for academies
Employee directory
Full org chart with roles, reporting lines, contact details, contracts, and documents. Role-based access controls who sees what.
Attendance + class-hour tracking
Punch-in via web / mobile / kiosk. Auto-detect attendance from class delivery (if teacher ran a Vacademy Live Session). Geo-fence + selfie-verify options.
Leave management
Configurable leave types (CL / SL / EL / comp-off), accrual rules, multi-level approval, balance forecasting. WhatsApp + email approval flow for managers on-the-go.
Payroll engine
Monthly + ad-hoc payroll runs. Auto-compute CTC components, TDS slabs, EPF (12% + 12%), ESI, professional tax. Adjustments for unpaid leave + bonus + reimbursements.
Compliance + audit
GST + TDS + EPF + ESI compliance built-in. Form 16 generation, quarterly TDS challan-ready exports, EPF + ESI returns. Audit log for every payroll run.
Connected to teaching
Faculty payroll connects to class-hours taught, learners enrolled, cohort revenue. Variable pay tied to teaching load + cohort outcomes — natively.
What changes after the first payroll cycle
HR stops being a manual ritual
Avg saved vs separate GreytHR / Zoho People subscription + setup.
Monthly run goes from 2–3 days of Excel work to a 4-hour review + approve.
TDS / EPF / ESI compliance built-in; auditors find no gaps.
Auto-generation + auto-delivery means no 'when will I get my payslip?' tickets.
Wired into the platform
HR is the people layer of your academy
Faculty records connect to teaching, attendance, course outcomes, and revenue. Variable pay, performance reviews, and bonuses can be driven by platform data.
Auto-credit teaching-hour pay based on Vacademy Live Sessions delivered.
Trigger performance-review workflows when a faculty's NPS / cohort completion changes.
Send payslip + tax-form WhatsApp + email on disbursement day.
Auto-suspend platform access when an employee's last day passes (offboarding).
Built for every team
Who uses HR & Payroll
HR / Finance Leads
- Run payroll in 4 hours instead of 2 days
- Issue compliant payslips automatically
- Forecast leave balances + budget impact
Academy Heads
- See per-cohort teaching cost vs revenue live
- Tie faculty variable pay to cohort outcomes
- Approve leaves on WhatsApp instead of email chains
Faculty / Staff
- Apply for leave in-app, see balance in real time
- View payslips + Form 16 inside the same platform they teach in
- Get reminders on tax declarations, document expiry, etc.
Customer spotlight
Multi-campus coaching · 240 employees
“We used to run GreytHR for HR + Tally for payroll + Vacademy for teaching. Three systems, three logins, three reconciliations. Moving HR into Vacademy gave us one ID, one app, one source of truth — and our monthly payroll cycle dropped from 3 days to 4 hours.”
— CFO, Multi-Campus Coaching
Frequently asked
Common questions from buyers
Is this a full HRIS replacement?+−
For academies in India (and most APAC markets), yes — it covers the typical 80% of HR + payroll needs: directory, contracts, attendance, leave, payroll, payslips, tax compliance. For very large enterprises (5,000+ employees) with deep ERP integrations, we offer HRIS connectors instead of replacement.
Does it support Indian tax compliance?+−
Yes — TDS auto-calculation per old/new regime, EPF (12% + 12%), ESI, professional tax (per state), Form 16 generation, quarterly TDS challan, GSTR-1 for HR-related billables. Used in production by Indian academies.
Can faculty payroll be tied to teaching outcomes?+−
Yes. Variable pay can be driven by Vacademy-tracked metrics: classes delivered, learner NPS, cohort completion rate, exam pass rate. Set the formula once; payroll auto-computes monthly.
What about non-India payroll?+−
We support generic CTC + tax-engine for other geographies (US, UAE, Singapore, UK). Specific tax slab support for India / UAE; other geographies need a local tax-engine plug-in (we can provide).
Is data secure for sensitive HR records?+−
Yes. Role-based access controls (HR can see all; managers see their reports; employees see only their own). Sensitive fields (salary, bank, Aadhaar) encrypted at rest. Audit log per access; GDPR + DPDP compliant.
From 3 systems to 1
Send us your last payroll run — we'll mirror it live.
Share a sample (anonymised) salary structure + last month's payroll. In a 30-min session we'll set up the entity, run the payroll in Vacademy, and walk through compliance + payslip + audit log.