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Gig Workers HRMS
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HRMS for Gig Workers · Available now

Keep people, time and pay in one operating record.

This HRMS connects employee records to positions, departments, locations, employment history and payroll calendars. HR Business Partner maintains the people record; Recruiter tracks requisitions and offers; Payroll Admin runs pay periods and filings.

Start now Download Proto
  • No per-user fees
  • Manual work is free
  • Configure it in Proto
OverviewSubmitted timesheets
Gig Workers HRMS · Timesheets

Submitted timesheets

Timesheets in one list

New timesheet
Timesheets in view
6
Total hours
240
Submitted
6
Timesheet numberEmployeeWeek startWeek endTotal hoursApprover
TMS-32743Rafi Ortega27 Oct02 Nov40Ezra Malik
TMS-22539Dario Kim01 Nov10 Nov40Leonie Mensah
TMS-86722Rafi Ortega23 Oct25 Oct40Kofi Moreau
TMS-86959Sana Brooks25 Oct31 Oct40Dario Kim
TMS-18571Ezra Malik26 Oct02 Nov40Imani Reyes
6 of 6 records
TMS-32743Timesheets · TMS-32743
Submitted
EmployeeRafi Ortega
Week start27 Oct
Week end02 Nov
Total hours40
ApproverEzra Malik
Time approvalTMS-32743 · TMS-32743

Admin reviews the submitted weekly time and records approval or rejection.

Waiting for Admin
ApproveReturn
Example screen with sample data
Tables, ready to use
36
Saved views
15
Roles with set permissions
8
Reports and dashboards
8
Features

See the work in context

Every feature works on the same records. Pick one to see the screen your team works in.

People and positions

Keep employee identity, reporting lines and position history connected to the people record.

  • People
  • Seats
  • History
  • Employees
  • Employment history
  • Positions
  • Departments
  • Job titles
  • Locations
Explore people and positions
OverviewActive workforce
Gig Workers HRMS · People and positions

Active workforce

Employees

New
Employee IDFull nameEmployment typeDepartmentPositionManager
GIG-6104Leonie MensahFull timeDelivery OperationsDelivery associate, city centerImani Reyes
GIG-6148Rafi OrtegaPart timeEquipment LogisticsSeasonal route assistantKofi Moreau
GIG-6193Maren IqbalContractorEquipment LogisticsDelivery associate, city centerKofi Moreau
GIG-6227Osei NavarroInternSeasonal WorkforceField support technicianSana Brooks
GIG-6271Tessa KarimFull timeSeasonal WorkforceSeasonal route assistantImani Reyes
6 of 6 records
GIG-6104Employees · EMP-41122
Full time
Full nameLeonie Mensah
DepartmentDelivery Operations
PositionDelivery associate, city center
ManagerImani Reyes
EntityKestrel Holdings Inc
Example screen with sample data
Process

Follow time into pay

Employee time to pay ships ready to use. 2 steps need a named approval before the work moves on: Time approval (Admin) and Payroll approval (Admin).

Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.

  1. Employee record

    Confirm the worker's entity, status and pay calendar.

    TMS-32743TMS-32743 · HR Business Partner
    Employee recordBy HR Business Partner

  2. Time submission

    Capture dated hours and send the week for review.

    TMS-32743TMS-32743 · Employee
    Time submissionBy Employee

  3. Time approval

    Check the detail and record the decision.

    TMS-32743TMS-32743 · Admin
    Time approvalBy Admin
    ApprovalAdmin reviews the submitted weekly time and records approval or rejection.

  4. Payroll run

    Prepare the period and inspect employee statements.

    TMS-32743TMS-32743 · Payroll Admin
    Payroll runBy Payroll Admin

  5. Payroll approval

    Review totals before posting and payment.

    TMS-32743TMS-32743 · Employee
    Payroll approvalBy Employee
    ApprovalAdmin reviews the run and employee statements before approving pay.

  6. Pay statement

    Retain the employee's categorized pay detail.

    TMS-32743TMS-32743 · Payroll Admin
    Pay statementBy Payroll Admin

Start with Employee time to pay

Inside a record

Plan each external handoff

Open any timesheet to see the roles that work on it, its process stages and its approvals on one page.

  1. 1
    Record details

    Employee, Week start, Week end and Total hours.

  2. 2
    Linked records

    Records linked to this timesheet.

  3. 3
    Who works on it

    Employee, Payroll Admin and CHRO / VP People, each with their own permissions.

  4. 4
    Process stages

    Weekly time and Time submission, with the role that acts.

  5. 5
    Approvals

    Time approval and Payroll approval, with who decides.

Submitted timesheetsTMS-32743
Gig Workers HRMS · Timesheets

TMS-32743

Submitted

Log activity
1
Record details
EmployeeRafi Ortega
Week start27 Oct
Week end02 Nov
Total hours40
3

Who works on it

  • EmployeeManage Goals, leave requests, time entries, Timesheets
  • Payroll AdminManage pay statement lines, pay statements, payroll calendars…
  • CHRO / VP PeopleView Applications, benefit enrollments, benefit plans…
4

Process stages

  • Weekly timeEmployee
  • Time submissionEmployee
5

Approvals

  • Time approvalAdmin
    Approved
  • Payroll approvalAdmin
    Waiting
Example screen with sample data
Approvals

Give decisions an owner

OverviewApprovals
Gig Workers HRMS · Overview

Approvals

Signed in as Admin

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • TMS-32743TMS-32743
    Requested by Rafi Ortega
    Submitted1dActions
  • TMS-22539TMS-22539
    Requested by Dario Kim
    Submitted2dActions
  • TMS-86722TMS-86722
    Requested by Rafi Ortega
    Submitted5dActions
  • TMS-86959TMS-86959
    Requested by Sana Brooks
    Submitted4dActions

Who approves what

DecisionApprover
Time approvalCheck the detail and record the decision.Admin
Payroll approvalReview totals before posting and payment.Admin
2 approval rules · set per role in Proto
Example screen with sample data
Who can approve what
Roles

A workspace for each role

Everyone opens Gig Workers HRMS to the work that is theirs. Pick a role to see what it starts with.

Employee

Self-service record entry on leave, timesheets and goals; read-only on pay, benefits and performance.

This is the first screen this role sees.

OverviewMy weekly timesheets

My weekly timesheets

Timesheets · Employee

Timesheet numberWeek startWeek endTotal hoursStatusApprover
TMS-1012330 Oct07 Nov40DraftKofi Moreau
TMS-7619627 Oct01 Nov40SubmittedRafi Ortega
TMS-8247023 Oct25 Oct40ApprovedMateo Shah
TMS-4308311 Oct20 Oct40PostedHala Svensson
TMS-3853524 Oct28 Oct40DraftEzra Malik
6 of 6 records
Example screen with sample data

Roles and permissions

Reports

Read the operating picture

Answer workforce, hiring, time, payroll and learning questions from linked records.

Overview
Gig Workers HRMS · Overview

Gig Workers HRMS dashboard

This quarter

Leave requests in view
6
Submitted
6

Timesheets by status

How far records got this quarter

StageReachedStep
Draft49
Submitted2755%
Approved1659%
Rejected956%

Total hours by status

Sample totals per stage

7.0k0
4.0kDraft
7.0kSubmitted
4.0kApproved
3.0kRejected
7.0kPosted
Example screen with sample data
  1. 01Workforce by entity and employment type

    Group Employees by Entity, employment type and Status to review the active population.

  2. 02Requisition pipeline

    Compare job requisitions by Department and Status with Applications by Stage.

  3. 03Weekly hours by cost center

    Sum time entries Hours by Date, Category and cost center through their Timesheets.

  4. 04Leave use and availability

    Compare leave balances Accrued, Taken, Pending and Available for each Employee and leave type.

  5. 05Payroll run totals

    Compare payroll runs gross total and net total by Calendar, period start, period end and Status.

  6. 06Statement deductions

    Sum pay statement lines Amount by Category and Code beneath each pay statements record.

  7. 07Review completion

    Count performance reviews by Cycle, review type and Status.

  8. 08Training validity

    List training records by Employee, Course, completion date, expiration date and Status.

All reports and dashboards

Who it's for

Fit your workforce shape

See how Gig Workers HRMS fits your kind of team.

Distributed service teams

Keep field and remote employees connected to people, weekly time and payroll records.

Contractor-heavy organizations

Keep contractor people records and approved hours visible beside regular employee pay operations.

Multi-entity employers

Align employee identity, payroll calendars and tax records across legal entities and countries.

Controls

Check the underlying record

Each stage of employee time to pay names the role that acts and the status it records, so a change is never anonymous.

OverviewEmployee time to pay
Gig Workers HRMS · Process

Employee time to pay

Each stage, the role that acts and the status it records

Process stages
10
Approval steps
2
Roles involved
3
Tables touched
11
Employee record
HR Business Partner, Employee
StatusRehireable → Active
RecordsPayroll calendars, Departments, Employees
Time submission
Employee
StatusDraft → Submitted
RecordsTimesheets, Employees
Time approvalApproval
Any role with access
StatusSubmitted → Approved
RecordsTimesheets
Employee time to pay
  1. Start
    Employee recordRehireable → Active
    Payroll calendars
  2. Step
    Time submissionDraft → Submitted
    Timesheets
  3. Approval
    Time approvalSubmitted → Approved
    Timesheets
  4. Step
    Leave submissionDraft → Submitted
    Leave requests
  5. Approval
    Leave decisionSubmitted → Approved
    Leave balances
Example screen with sample data

See each stage in detail

AI agent

Prepare work with Proto

Ask Proto to prepare HR work for a person to inspect and decide.

It can

  • HR Business Partner: Find active employees whose position, manager or payroll calendar needs review before the next period.
  • Recruiter: Summarize open requisitions and the applications awaiting an interview outcome.
  • Payroll Admin: Assemble a review list for a pay run with submitted timesheets and statement totals.
  • L&D Admin: Identify training records due for expiration review.

Stays with a person

  • A person decides approvals, pay release, hiring commitments and policy.
  • Proto can collect the relevant records and prepare a change for review.
  • The named owner checks the underlying case before it is saved or acted on.

Set up an agent

Integrations

Connects to the tools you use

Set up connections through ERP.AI and Proto workflows, with every change logged.

  • Gig Workers HRMS
  • Banking or payment provider
  • Tax filing portal
  • Interview calendar
  • Learning provider
Data model

Your data, in tables you can change

Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.

Browse all 36 tables
36tables
  • People and positions8
  • Recruiting and offers8
  • Time and leave7
  • Payroll and tax8
  • Onboarding and benefits7
  • Performance and learning7
Implementation

Roll out one team at a time

Start with one team and one process, then add the rest once the basics are running.

  1. Map the people structure

    Agree legal entities, departments, locations, positions, managers and employee identifiers.

  2. Load current employees

    Confirm employment type, status, country, position and payroll calendar for a representative population.

  3. Rehearse time and leave

    Submit a weekly timesheet and leave request, record decisions and inspect balances and detail.

  4. Rehearse pay

    Prepare one payroll period, review statements and lines, record approval and reconcile the payment state.

  5. Extend the scope

    Add recruiting, onboarding, benefits, performance, learning and filing handoffs with their named owners.

Read the implementation plan

Pricing

$0per user

The base account and everyday work in the ERP.AI app are free, for every user.

  • No per-user or per-seat fees
  • Viewing, editing, approving and exporting records in the app is free
  • Pay only for machine work: API calls, imports, workflows and AI agents
  • Prepaid credits from $5. Purchased credits never expire

Pricing details

Machine work rate card Included per $1 of credit

Machine work rate card
UsagePer $1
Record reads (list, filter, get)20,000
Search or aggregate queries4,000
Record writes4,000
Imported or synced records200,000
Workflow runs2,000
AI agent runs2,000
Scheduled jobs or webhooks20,000
File uploads (MB)2,000
CSV or PDF exports100
FAQ

Questions, answered

Scope, rollout and pricing for Gig Workers HRMS.

All questions
How do I get started?

Click Get started, then use Proto to configure HRMS for Gig Workers for your business. Start with one employee population, one weekly timesheet and one payroll period.

Can we separate contractors from other employees?

Yes. The employee record has an employment type, including contractors and part-time employees. Review their assigned payroll calendar and entity during setup.

Where does weekly time go?

An Employee prepares a weekly timesheet with dated time entries and submits it to the named approver. The team can review the category and hours behind the total.

How are leave decisions recorded?

A leave request records its employee, leave type, dates, approver and status. The reviewer compares it with the employee's leave balance before recording a decision.

What connects hiring to the employee record?

A requisition identifies the opening; the candidate's application, interviews and offer retain the selection trail. After acceptance, HR Business Partner establishes the employee and position context.

Can the team review payroll before payment?

Yes. Payroll Admin can inspect a run, its totals, employee statements and categorized lines before the run is approved, posted and paid.

How do benefits fit into the process?

Benefit plans carry country, employee class and effective dates. An employee enrollment records the selected plan, coverage tier, dates and contributions.

Where are review and training records kept?

Performance cycles connect goals and reviews to employees. Course enrollments track learning participation; training records retain completion and expiration evidence.

How do we handle multiple entities?

Employees and payroll calendars each carry an entity. Review the country, currency, calendar and tax jurisdiction mapping for each population before its first pay period.

Set up Gig Workers HRMS your way.

Start free, then use Proto to change fields, steps and approvals before your team goes live.

Start now Download Proto

How to get started

A personal agent for your business

Get started with Proto

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