These cookies are required for the website to function properly. They ensure security, enable basic features like page navigation, and store user session data. You cannot disable these cookies.
- Education HRMS
- Data model
The tables behind Education HRMS
Education HRMS ships with 45 tables, grouped here by the feature that uses them. Every record your team works with lives in one of them, and you can add fields and tables in Proto.
- Tables
- 45
- Features
- 6, plus shared settings
- Change it
- Add fields and tables in Proto
How the model is organised
Organization and academic context
Organizations define the employer; academic calendars provide effective teaching periods; People identify assignment owners and reviewers.
People foundation
Departments, Locations, job titles, pay grades and Positions describe the structure that Employees occupy.
Hiring and lifecycle
Job requisitions connect to Applications, Candidates, Interviews and Offers; employment history and onboarding checklists track the next steps.
Faculty operations
Faculty assignments link the employee, calendar, organization and owner; faculty leave entries hold supporting lines.
Evidence and action
Evidence documents, review decisions, state history and follow up actions attach to the faculty assignment.
Ongoing HR
Leave requests, Timesheets, payroll runs, performance reviews and course enrollments connect back to the employee.
Every table, by feature
- Faculty assignments9
- People and positions11
- Recruiting and onboarding9
- Time, leave and payroll11
- Performance and learning7
- Faculty evidence and follow-up7
- Shared and settings7
- Organizations
Employing school districts and education organizations
- Academic calendars
Effective academic calendar and policy definitions
Linked to Organizations - Employees
Central employee record tying every transaction together
Linked to Positions, Departments, Locations, Employees - Departments
Schools, faculties and administrative departments
Linked to Departments, Employees - Faculty assignments
Faculty teaching assignments against an academic calendar
Linked to Organizations, People, Academic calendars, Employees - Faculty leave entries
Observed or approved line items captured against a faculty assignment
Linked to Faculty assignments - Evidence documents
Source evidence and attachments supporting an assignment revision
Linked to Faculty assignments, People - Review decisions
Independent reviewer decisions against an exact source revision
Linked to Faculty assignments, People - State history
Immutable state transition log for faculty assignments
Linked to Faculty assignments, People
- Organizations
Employing school districts and education organizations
- Departments
Schools, faculties and administrative departments
Linked to Departments, Employees - Locations
Campuses and work locations where staff are based
Linked to Tax jurisdictions - Job titles
Canonical job titles used by positions and requisitions
Linked to Pay grades - Pay grades
Salary bands applied to job titles and positions
- Positions
Seat-level org entries that employees fill
Linked to Job titles, Departments, Locations, Pay grades - Employees
Central employee record tying every transaction together
Linked to Positions, Departments, Locations, Employees - Employment history
Lifecycle events across hire, change and separation
Linked to Employees, Positions - Payroll calendars
Named pay schedules and input cutoffs
- Onboarding checklists
Per-hire onboarding or offboarding task container
Linked to Employees - Onboarding tasks
Individual onboarding tasks fanned out to IT, HR, manager and payroll
Linked to Employees, Onboarding checklists
- Positions
Seat-level org entries that employees fill
Linked to Job titles, Departments, Locations, Pay grades - Job requisitions
Approved positions opened to recruiting
Linked to Positions, Job titles, Departments, Locations - Candidates
Applicant pool person record
Linked to Employees - Applications
A candidate applying to a requisition
Linked to Candidates, Job requisitions, Employees - Interviews
Scheduled interviews with scorecard capture
Linked to Applications, Employees - Offers
Offer letter, approval chain and signature state
Linked to Applications, Candidates, Positions, Employees - Employees
Central employee record tying every transaction together
Linked to Positions, Departments, Locations, Employees - Onboarding checklists
Per-hire onboarding or offboarding task container
Linked to Employees - Onboarding tasks
Individual onboarding tasks fanned out to IT, HR, manager and payroll
Linked to Employees, Onboarding checklists
- Leave types
Leave categories with accrual rules and documentation policy
- Leave balances
Current balance per employee and leave type
Linked to Employees, Leave types - Leave requests
Employee leave requests requiring manager approval
Linked to Employees, Leave types - Timesheets
Weekly timesheet header per employee
Linked to Employees - Time entries
Hours recorded against a day, project or cost center
Linked to Timesheets - Payroll calendars
Named pay schedules and input cutoffs
- Payroll runs
Scheduled execution of payroll for a calendar and period
Linked to Payroll calendars, Employees - Pay statements
Per-employee pay statement for a payroll run
Linked to Payroll runs, Employees - Pay statement lines
Earnings, deductions and taxes on a pay statement
Linked to Pay statements, Tax jurisdictions - Employees
Central employee record tying every transaction together
Linked to Positions, Departments, Locations, Employees - Faculty leave entries
Observed or approved line items captured against a faculty assignment
Linked to Faculty assignments
- Performance cycles
Annual, mid-year and probation performance cycles
- Goals
Employee goals tied to a performance cycle
Linked to Employees, Performance cycles - Performance reviews
Subject-by-reviewer review within a cycle
Linked to Performance cycles, Employees - Courses
Learning catalog of courses and certifications
- Course enrollments
Employee enrollment in a course
Linked to Courses, Employees - Training records
Durable record of completed training and certifications
Linked to Employees, Courses - Employees
Central employee record tying every transaction together
Linked to Positions, Departments, Locations, Employees
- Faculty assignments
Faculty teaching assignments against an academic calendar
Linked to Organizations, People, Academic calendars, Employees - Faculty leave entries
Observed or approved line items captured against a faculty assignment
Linked to Faculty assignments - Evidence documents
Source evidence and attachments supporting an assignment revision
Linked to Faculty assignments, People - Review decisions
Independent reviewer decisions against an exact source revision
Linked to Faculty assignments, People - State history
Immutable state transition log for faculty assignments
Linked to Faculty assignments, People - Follow up actions
Open remediation actions raised from review or missing evidence
Linked to Faculty assignments, People - People
Named owners, reviewers and operators across the organization
Linked to Organizations
Keys and references
Use stable codes and numbers during import: organization code, calendar code, employee ID, position code, requisition number and faculty assignment number. Import references only after their targets exist. Distinguish Employees from People: employee references carry staff subjects and approvers; People references carry faculty assignment owners and reviewers. A review decision’s source revision must match the faculty assignments revision it assessed.
Migration order
- Import Organizations, People and academic calendars, then Departments and Locations.
- Import pay grades, job titles, Positions and payroll calendars.
- Import Employees and employment history; reconcile manager and position references.
- Import job requisitions, Candidates, Applications, Interviews and Offers.
- Import faculty assignments, then faculty leave entries, evidence documents, review decisions, state history and follow up actions.
- Import leave, time, payroll, performance and learning records after the employee and calendar links have been checked.
Set up Education HRMS your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.