Access Education People
HCM software for schools: Why schools and trusts are rethinking their people strategy
Schools and trusts face increasing pressure to manage their most valuable asset: people. From tracking absence to managing complex payroll, onboarding new staff to maintaining compliance, the workload on school HR and operations teams is greater than ever. That’s where HCM software for schools becomes essential.
Human Capital Management (HCM) software is more than just digital record-keeping. It provides a comprehensive system to manage every stage of the employee lifecycle - and in education, where safeguarding, compliance, and unique contract structures are the norm, a tailored HCM solution is not just helpful - it’s critical.
What is HCM software for schools?
HCM software for schools, also known as HR software, is a digital platform that supports the entire employee journey, from recruitment and onboarding through to performance management, payroll, pensions, and training. But unlike general business HCM platforms, school-specific systems are designed to address:
- Term-time only and part-time contracts
- Local authority and MAT structures
- Safeguarding and DBS compliance
- Teacher pension schemes
- Training and CPD requirements
- Budget integration and workforce planning
Schools, academies, and multi-academy trusts (MATs) need tools that reflect the realities of the education sector - and that can scale as they grow.
Why schools and trusts need a dedicated HCM system
Generic HR systems can’t keep pace with the compliance demands, contract complexity and reporting needs of the education sector. A school-tailored HCM system solves problems like:
- Absence tracking & sickness management: Get visibility on short- and long-term sickness with automated triggers such as the Bradford Factor.
- Staff record fragmentation: Manage multiple roles, schools, or contracts under a single staff record.
- Data duplication: Avoid re-entering information by integrating HR data directly with budgeting and payroll.
- Inconsistent appraisals & training records: Centrally manage appraisals, training requirements, and objectives.
- Payroll complexity: Navigate statutory payments, pensions, BACS, RTI submissions, and more with ease.
- Safeguarding and auditing: Maintain full compliance with background checks and produce audit-ready reports on demand.
These challenges are real - and costly. Whether it’s the time wasted on manual processes or the risk of non-compliance, inefficient HR systems affect both budgets and outcomes. Schools need systems that not only store data but actively help them interpret it, act on it, and remain compliant at all times.
Key features of Access Education's HCM software for schools
Access Education offers an HCM platform built specifically for schools, academies, and MATs. It’s modular, cloud-based, and scalable - suitable for small primaries through to large, multi-site trusts.
Centralised employee records
All staff information is stored in one secure location. Employees with multiple roles, or those working across different contracts or pensions, are consolidated under a single, searchable profile - making updates easier and reporting more accurate.
Sickness and leave management
Track absence trends using built-in metrics like the Bradford Factor. Set custom sickness triggers and automate alerts to help reduce absence and ensure policy adherence. Historical trends can help predict future staffing needs.
Appraisals and evaluations
Log formal and informal performance meetings, set clear objectives, and assign follow-up actions. Training requirements and CPD opportunities can be linked directly to performance reviews, helping create a continuous development culture.
Employee self-service portal
Let staff access payslips, update personal details, request annual leave, log expenses and training, and acknowledge key policy documents - all via desktop or mobile. This empowers staff and reduces administrative strain.
Advanced reporting
Access over 100 pre-built reports and create bespoke dashboards to track key metrics like turnover, retention, absence rates, and training completion. Reports can be scheduled and automatically distributed, supporting SLT decisions and governance reporting.
Seamless integration with payroll and budgeting
Data flows directly from your HR system into Access Education Budgets and the managed payroll service - ensuring accuracy, eliminating double entry, and giving finance teams a real-time view of staffing costs.
Extend your HCM capabilities
Recruitment
Our recruitment module provides a complete applicant tracking system with your own branded careers microsite. From vacancy creation to onboarding, manage:
- Custom application forms
- Candidate shortlisting
- Interview scheduling
- Automated responses and offer letters
View our recruitment module in action here:
Background screening
Integrated Access Screening ensures your safeguarding compliance is never compromised. Run DBS, Right to Work, reference checks, and receive alerts before checks expire. Everything is securely stored with a full audit trail.
Learning Management System (LMS)
Support CPD and compliance training through a robust LMS designed for schools. Offer blended learning options, track completion of mandatory courses, and encourage engagement with on-demand training libraries.
Managed payroll services for schools and MATs
Payroll errors are not just frustrating - they’re damaging to trust, morale, and compliance. Access Education’s managed payroll service delivers:
- 99.9% accuracy and over 50,000 payslips processed monthly
- Compliance with all UK statutory and occupational schemes
- End-to-end processing of BACS, RTI, P60s, P45s, and more
- Integrated pension support, including TPS, LGPS, and auto-enrolment
- Dedicated account managers for personal, responsive service
With over 25 years’ experience in education payroll, our managed service gives you confidence that your staff will be paid correctly and on time - every time.
Learn more about Access Education's Managed Payroll Service
Why MATs choose Access Education HCM
Multi-academy trusts face the unique challenge of balancing standardisation with flexibility across schools. Access Education HCM enables:
- Central visibility of HR data across all schools
- Role-based access and permissions for HR leads and school heads
- MAT-level reporting for strategic workforce planning
- Scalable configuration to reflect different contracts and T&Cs
- Consistent processes that still accommodate local autonomy
When data flows across HR, payroll, and budgeting, MATs can make faster, evidence-based decisions to better allocate staff and funding.
How The Vale Federation transformed HR operations with Access Education
We needed a solution that streamlined our processes and saved us time, money and effort. Access Education delivered all that and more.
HCM software for schools Vs MIS: Understanding the difference
While many schools rely on their Management Information System (MIS) like Arbor, Bromcom and SIMs to manage student and some staff data, these platforms aren’t always suited to handle the complexity of modern school HR needs. Here’s a quick comparison:
What to look for in HCM software for schools
Choosing the right platform means considering more than just features. Ask whether your HCM system:
- Is built specifically for the education sector?
- Handles education-specific compliance needs (e.g., DBS, pensions)?
- Integrates with your payroll and budgeting systems?
- Provides accurate, real-time reporting for SLT and governors?
- Supports MAT-level operations and school-level autonomy?
- Offers expert onboarding, training, and support?
- Allows staff to manage their own admin via a self-service portal?
Access Education HCM answers “yes” to all these questions - and more.
Conclusion: Make HR work smarter in your school and trust
Your school’s success relies on its people - and your people deserve systems that support, empower, and protect them. With Access Education’s HCM software for schools, you can:
- Simplify compliance with education standards
- Reduce HR and admin workload
- Improve staff experience and retention
- Ensure accuracy in payroll and pensions
- Drive smarter workforce decisions through connected data
Whether you’re a standalone school or a growing MAT, Access HCM helps you create a people-first culture with the tools and insights to support it.
Book a Demo Today
Ready to transform the way your school manages HR, payroll, and compliance?
Book your free demo now and discover why over 50,000 education professionals trust Access Education every month
Rethink your people strategy with HCM software for schools
