Integrations
Connects to the tools you use
Set up connections through ERP.AI and Proto workflows, with every change logged.
- Retail Staff HRMS
- Shift time source
- Learning provider
- Payroll payment
- Tax submission
HRMS for Retail Staff · Available now
Example screen with sample data
Keep store staffing and people records in view.
Retail operations managers can plan dated Store Staff Assignments for an employee and a store definition, then compare Store Shift Entries with scheduled hours, worked hours, absence and training completion. Each assignment carries an owner and a status from Planned through Closed.
- No per-user fees
- Manual work is free
- Configure it in Proto
OverviewStore roster by status×
Retail Staff HRMS · Store staff assignments
New store staff assignment
Store roster by status
Store staff assignments in one list
Store staff assignments in view
6Total scheduled hours
43Planned
2Published
2Planned2
NG-01Opening cashier
8
20 OctHB-05Returns desk
11
17 OctAdd
Published2
RW-02Closing cashier
6
13 OctWL-06Online pickup
8
23 OctAdd
Worked1
MT-03Fitting room
5
26 OctAdd
Approved1
EB-04Stockroom replenishment
5
31 OctAdd
NG-01Store staff assignments · SSA-23044
PlannedShift date20 Oct
EmployeePriya Nair
Role coverageOpening cashier
Scheduled hours8
Leave approvalSSA-23044 · NG-01
HR Manager or the named approver decides each submitted leave request.
Waiting for HR Manager
ApproveReturn
- Tables, ready to use
- 45
- Saved views
- 15
- Roles with set permissions
- 7
- Reports and dashboards
- 8
Features
Store staffing in view
Every feature works on the same records. Pick one to see the screen your team works in.
Staff and hiring
Keep each employee connected to the hiring decision, position, manager and location that define their work.
- Plan the seat
- Follow the candidate
- Keep employment history
- Employees
- Employment history
- Positions
- Departments
- Locations
- Job titles
OverviewOffers awaiting approval×
Retail Staff HRMS · Staff and hiring
New
Offers awaiting approval
Approval conditions
| Offer number | Candidate | Application | Position | Start date | Approved by | |
|---|---|---|---|---|---|---|
| OFF-84515 | Noah Bako | Noah Bako, assistant manager | Visual merchandiser, Northgate | 22 Oct | Caleb Mensah | |
| OFF-33845 | Evan Iqbal | Samir Das, visual merchandiser | Store lead, Midtown | 28 Oct | Sofia Benitez | |
| OFF-26973 | Talia Moreno | Samir Das, visual merchandiser | Visual merchandiser, Northgate | 26 Oct | Darius Okafor | |
| OFF-41211 | Noah Bako | Rosa Chen, cashier | Stock associate, Midtown store | 29 Oct | Elena Voss | |
| OFF-81820 | Rosa Chen | Luis Tanaka, returns specialist | Store lead, Midtown | 04 Nov | Jonah Park |
6 of 6 records
Noah BakoOffers · OFF-84515
Pending approvalApplicationNoah Bako, assistant manager
PositionVisual merchandiser, Northgate
Start date22 Oct
Approved byCaleb Mensah
Store assignments
Plan dated employee coverage at each store and make roster changes visible to the people responsible.
- Define the store
- Assign the employee
- Track the revision
- Store staff assignments
- Retail locations
- Organizations
- Employees
- People
- State history
OverviewMy store assignments×
Retail Staff HRMS · Store assignments
New
My store assignments
Store staff assignments
| Number | Shift date | Store code | Employee | Status | Owner | |
|---|---|---|---|---|---|---|
| SSA-12203 | 16 Oct | NG-01 | Leena Qureshi | Planned | Caleb Mensah | |
| SSA-88556 | 22 Oct | RW-02 | Amir Haddad | Published | Caleb Mensah | |
| SSA-71584 | 13 Oct | MT-03 | Priya Nair | Worked | Leena Qureshi | |
| SSA-59131 | 03 Nov | EB-04 | Priya Nair | Approved | Sofia Benitez | |
| SSA-50408 | 02 Nov | HB-05 | Jonah Park | Closed | Caleb Mensah |
6 of 6 records
NG-01Store staff assignments · SSA-12203
PlannedShift date16 Oct
EmployeeLeena Qureshi
OwnerCaleb Mensah
Shift evidence and review
Compare the shift record with the roster and keep decisions and follow-up tied to the assignment.
- Check the entry
- Keep evidence close
- Assign the next action
- Store shift entries
- Store staff assignments
- Evidence documents
- Review decisions
- State history
- Follow-up actions
OverviewShift entries awaiting review×
Retail Staff HRMS · Shift evidence and review
New
Shift entries awaiting review
Approval conditions
| Parent | Shift date | Store code | Role coverage | Scheduled hours | Worked hours | |
|---|---|---|---|---|---|---|
| Elena Voss | 02 Nov | NG-01 | Opening cashier | 1 | 2 | |
| Amir Haddad | 01 Nov | RW-02 | Closing cashier | 3 | 9 | |
| Darius Okafor | 30 Oct | MT-03 | Fitting room | 16 | 11 | |
| Darius Okafor | 24 Oct | EB-04 | Stockroom replenishment | 13 | 16 | |
| Darius Okafor | 13 Oct | HB-05 | Returns desk | 4 | 13 |
6 of 6 records
NG-01Store shift entries · SSE-66712
PendingParentElena Voss
Shift date02 Nov
Role coverageOpening cashier
Scheduled hours1
Worked hours2
Training and onboarding
Keep employee learning, completion records and transition tasks in view before store work begins.
- Set the course
- Record completion
- Assign transition work
- Courses
- Course enrollments
- Training records
- Onboarding checklists
- Onboarding tasks
- Employees
OverviewTraining due×
Retail Staff HRMS · Training and onboarding
New
Training due
Course enrollments
Role requirement2
Point-of-sale basicsCE-68401
25 Oct
Store floor safetyCE-47297
29 Oct
Add
Mandatory2
Customer service recoveryCE-95892
27 Oct
Visual merchandising standardsCE-41907
02 Nov
Add
Self enroll1
Click-and-collect fulfillmentCE-15503
01 Nov
Add
Manager assigned1
Click-and-collect fulfillmentCE-10532
19 Oct
Add
Time, leave and payroll
Review employee time and absence against the pay period before approving a payroll run.
- Collect time
- Decide absence
- Review the run
- Timesheets
- Time entries
- Leave requests
- Leave balances
- Leave types
- Payroll calendars
OverviewTimesheets submitted×
Retail Staff HRMS · Time, leave and payroll
New
Timesheets submitted
Approval conditions
| Timesheet number | Employee | Week start | Week end | Total hours | Approver | |
|---|---|---|---|---|---|---|
| TMS-88941 | Sofia Benitez | 25 Oct | 03 Nov | 40 | Priya Nair | |
| TMS-61150 | Jonah Park | 31 Oct | 07 Nov | 40 | Maya Velasco | |
| TMS-75905 | Priya Nair | 25 Oct | 01 Nov | 40 | Leena Qureshi | |
| TMS-41648 | Darius Okafor | 03 Nov | 08 Nov | 40 | Maya Velasco | |
| TMS-91227 | Caleb Mensah | 27 Oct | 31 Oct | 40 | Priya Nair |
6 of 6 records
TMS-88941Timesheets · TMS-88941
SubmittedEmployeeSofia Benitez
Week start25 Oct
Week end03 Nov
Total hours40
ApproverPriya Nair
Performance and benefits
Keep goals, review cycles and benefit enrollment linked to the employee record.
- Set the cycle
- Track the goal
- Record coverage
- Goals
- Performance cycles
- Performance reviews
- Benefit plans
- Benefit enrollments
- Employees
OverviewGoals at risk×
Retail Staff HRMS · Performance and benefits
New
Goals at risk
Goals
| Goal number | Title | Employee | Due date | Progress | Status | |
|---|---|---|---|---|---|---|
| GLS-90797 | Reduce checkout wait times | Maya Velasco | 24 Oct | 730 | At risk | |
| GLS-21339 | Improve fitting room coverage | Elena Voss | 16 Oct | 950 | At risk | |
| GLS-38319 | Complete stock counts on schedule | Elena Voss | 19 Oct | 670 | At risk | |
| GLS-86209 | Raise click-and-collect accuracy | Elena Voss | 30 Oct | 460 | At risk | |
| GLS-85176 | Coach new weekend hires | Jonah Park | 30 Oct | 240 | At risk |
6 of 6 records
Reduce checkout wait timesGoals · GLS-90797
At riskEmployeeMaya Velasco
Due date24 Oct
Progress730
Process
From roster to pay review
Store staffing to pay review ships ready to use. 2 steps need a named approval before the work moves on: Leave approval (HR Manager) and Pay review (Payroll Manager).
Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.
-
Staff record
HR keeps the employee, position and location current before a shift is planned.
NG-01SSA-23044 · HR ManagerStaff recordBy HR Manager -
Store assignment
A manager gives the shift an employee, store, role and scheduled hours.
NG-01SSA-23044 · Store ManagerStore assignmentBy Store Manager -
Shift evidence
The worked entry stays linked to the assignment it explains.
NG-01SSA-23044 · Store ManagerShift evidenceBy Store Manager -
Time review
Managers compare weekly time with the shift record.
NG-01SSA-23044 · Store ManagerTime reviewBy Store Manager -
Leave approval
The named approver checks dates and balance before deciding.
NG-01SSA-23044 · HR ManagerLeave approvalBy HR ManagerApprovalHR Manager or the named approver decides each submitted leave request. -
Pay review
Payroll reviews the period and employee statements before approval.
NG-01SSA-23044 · Payroll ManagerPay reviewBy Payroll ManagerApprovalPayroll Manager decides whether the pay run is ready to approve.
Inside a record
Bring source results into the record
Open any store staff assignment to see its follow-up actions, the roles that work on it, its process stages and its approvals on one page.
- 1Record details
Shift date, Employee, Role coverage and Scheduled hours.
- 2Follow-up actions
Each line is linked to this store staff assignment.
- 3Who works on it
Retail Operations Manager, Store Manager and HR Manager, each with their own permissions.
- 4Process stages
Store assignment and Roster approval, with the role that acts.
- 5Approvals
Leave approval and Pay review, with who decides.
Store roster by statusNG-01×
Retail Staff HRMS · Store staff assignments
Log activity
NG-01
Opening cashier · Planned
1
Record details
Shift date20 Oct
EmployeePriya Nair
Role coverageOpening cashier
Scheduled hours8
2
Follow-up actions
NG-01
| Source | Title | Assigned to |
|---|---|---|
| Leena Qureshi | Review missed meal break | Sofia Benitez |
| Priya Nair | Recheck closing cash variance | Jonah Park |
| Priya Nair | Schedule ladder safety refresher | Caleb Mensah |
- Follow-up actions
- 6
3
Who works on it
- Retail Operations ManagerManage store staff assignments, retail locations
- Store ManagerManage store staff assignments, store shift entries, follow-up…
- HR ManagerManage Employees, employment history, onboarding checklists…
4
Process stages
- Store assignmentStore Manager, Employee
- Roster approvalRetail Operations Manager, Independent Reviewer
5
Approvals
- Leave approvalHR ManagerApproved
- Pay reviewPayroll ManagerWaiting
Approvals
Decisions with named owners
OverviewApprovals×
Retail Staff HRMS · Overview
Approvals
Signed in as HR Manager
Waiting for you
4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
- LR-76771Family care leaveSubmitted2dActions
- LR-47268Floating holidaySubmitted2dActions
- LR-51679Floating holidaySubmitted2dActions
- LR-13271Sick leaveSubmitted5dActions
Who approves what
| Decision | Approver | |
|---|---|---|
| Leave approvalThe named approver checks dates and balance before deciding. | HR Manager | |
| Pay reviewPayroll reviews the period and employee statements before approval. | Payroll Manager | |
| Approve store staff assignments | Retail Operations Manager | |
| Approve leave requests | HR Manager | |
| Approve payroll runs | Payroll Manager | |
| Approve review decisions | Independent Reviewer |
6 approval rules · set per role in Proto
Roles
A workspace for each role
Everyone opens Retail Staff HRMS to the work that is theirs. Pick a role to see what it starts with.
Retail Operations Manager
Owns store coverage rules and reviews exceptions across authorized stores.
This is the first screen this role sees.
OverviewStore roster by status×
Store roster by status
Store staff assignments · Retail Operations Manager
Planned2
NG-01Opening cashier
8
20 OctHB-05Returns desk
11
17 OctAdd
Published2
RW-02Closing cashier
6
13 OctWL-06Online pickup
8
23 OctAdd
Worked1
MT-03Fitting room
5
26 OctAdd
Approved1
EB-04Stockroom replenishment
5
31 OctAdd
Store Manager
Plans local assignments and checks worked shifts for their store.
This is the first screen this role sees.
OverviewLeave approval inbox×
Leave approval inbox
Leave requests · Store Manager
| Request number | Employee | Leave type | Start date | End date | Days | |
|---|---|---|---|---|---|---|
| LR-76771 | Sofia Benitez | Family care leave | 15 Oct | 19 Oct | 27 | |
| LR-47268 | Priya Nair | Floating holiday | 16 Oct | 24 Oct | 5 | |
| LR-51679 | Leena Qureshi | Floating holiday | 22 Oct | 28 Oct | 7 | |
| LR-13271 | Amir Haddad | Sick leave | 12 Oct | 14 Oct | 15 | |
| LR-24480 | Priya Nair | Sick leave | 28 Oct | 05 Nov | 10 |
6 of 6 records
HR Manager
Maintains employee history and handles people decisions.
This is the first screen this role sees.
OverviewLeave approval inbox×
Leave approval inbox
Leave requests · HR Manager
| Request number | Employee | Leave type | Start date | End date | Days | |
|---|---|---|---|---|---|---|
| LR-76771 | Sofia Benitez | Family care leave | 15 Oct | 19 Oct | 27 | |
| LR-47268 | Priya Nair | Floating holiday | 16 Oct | 24 Oct | 5 | |
| LR-51679 | Leena Qureshi | Floating holiday | 22 Oct | 28 Oct | 7 | |
| LR-13271 | Amir Haddad | Sick leave | 12 Oct | 14 Oct | 15 | |
| LR-24480 | Priya Nair | Sick leave | 28 Oct | 05 Nov | 10 |
6 of 6 records
Employee
Supplies personal time and leave information and follows assigned learning.
- Manage Timesheets, leave requests, course enrollments
- View Employees, training records, onboarding tasks
Payroll Manager
Reviews approved time and payroll periods before pay statements are finalized.
This is the first screen this role sees.
OverviewTimesheets submitted×
Timesheets submitted
Timesheets · Payroll Manager
| Timesheet number | Employee | Week start | Week end | Total hours | Approver | |
|---|---|---|---|---|---|---|
| TMS-88941 | Sofia Benitez | 25 Oct | 03 Nov | 40 | Priya Nair | |
| TMS-61150 | Jonah Park | 31 Oct | 07 Nov | 40 | Maya Velasco | |
| TMS-75905 | Priya Nair | 25 Oct | 01 Nov | 40 | Leena Qureshi | |
| TMS-41648 | Darius Okafor | 03 Nov | 08 Nov | 40 | Maya Velasco | |
| TMS-91227 | Caleb Mensah | 27 Oct | 31 Oct | 40 | Priya Nair |
6 of 6 records
Independent Reviewer
Records a separate decision on the precise store assignment revision.
This is the first screen this role sees.
OverviewMy follow-up actions×
My follow-up actions
Follow-up actions · Independent Reviewer
| Source | Title | Due date | Status | Resolution | |
|---|---|---|---|---|---|
| Priya Nair | Review missed meal break | 18 Oct | Open | Break record corrected | |
| Maya Velasco | Recheck closing cash variance | 27 Oct | In progress | Cash count reconciled | |
| Nina Sato | Schedule ladder safety refresher | 16 Oct | Completed | Refresher completed | |
| Priya Nair | Resolve shift swap dispute | 13 Oct | Open | Shift swap approved | |
| Amir Haddad | Confirm training certificate upload | 13 Oct | In progress | Certificate attached |
6 of 6 records
Admin
Configures organizational records and scoped access for the operating team.
- Manage Organizations, People, Users, retail locations
- View Employees, store staff assignments, state history
Reports
Follow the source behind every total
Read coverage, shift exceptions, training, leave and pay periods from their source records.
Overview×
Retail Staff HRMS · Overview
Retail Staff HRMS dashboard
This quarter
Leave requests in view
6Total days
71Submitted
6Store staff assignments by status
How far records got this quarter
| Stage | Reached | Step | |
|---|---|---|---|
| Planned | 32 | ||
| Published | 13 | 41% | |
| Worked | 5 | 38% | |
| Approved | 1 | 20% |
Scheduled hours by status
Sample totals per stage
- 01Store coverage by date
Compare scheduled and worked hours by store code, shift date and role coverage from store staff assignments.
- 02Shift exceptions
Find pending or rejected store shift entries with absence hours or a gap between scheduled and worked hours.
- 03Roster decision history
Read a store staff assignments record with review decisions and state history in revision order.
- 04Training completion by employee
Compare course enrollments with training records and their completion or expiration dates.
- 05Timesheet approval queue
Group submitted Timesheets by approver and week end.
- 06Leave demand and balance
Compare leave requests by dates and status with each employee's leave balances.
- 07Payroll period summary
Read payroll runs with related pay statements and pay statement lines by calendar and pay date.
- 08Hiring progression
Group Applications by stage and requisition with interview and offer status.
Who it's for
Built for retail operating patterns
See how Retail Staff HRMS fits your kind of team.
Multi-store retailers
Coordinate dated coverage and shift review across stores while keeping each assignment accountable.
Seasonal staffing teams
Bring new retail colleagues from hiring records through training and their first store assignment.
Store pay operations
Reconcile shifts, weekly time, leave and pay statements for a retail payroll cycle.
Controls
Keep evidence with the shift
Each stage of store staffing to pay review names the role that acts and the status it records, so a change is never anonymous.
OverviewStore staffing to pay review×
Retail Staff HRMS · Process
Store staffing to pay review
Each stage, the role that acts and the status it records
Process stages
10Approval steps
2Roles involved
6Tables touched
18Roster publication
Retail Operations ManagerStatusPlanned → Published
Shift evidence
Store ManagerStatusPublished → Worked
RecordsStore shift entries
Time reviewApproval
Store Manager, EmployeeStatusDraft → Submitted
RecordsTime entries, Timesheets, Employees
- StartRetail Operations ManagerRoster publicationPlanned → Published
- StepStore shift entriesShift evidencePublished → Worked
- ApprovalTime entriesTime reviewDraft → Submitted
- ApprovalLeave balancesLeave approvalSubmitted → Approved
- ApprovalPay statementsPay reviewPending approval → Approved
AI agent
Ask Proto to prepare the review
Ask Proto to prepare store, HR and pay review work for the people who decide it.
It can
- Store Manager: Show published shifts for a store and the pending entries that need comparison with the plan.
- HR Manager: List training due before an employee's first store assignment and leave requests awaiting review.
- Payroll Manager: Prepare a period summary from submitted time, approved leave and payroll statements for human review.
- Retail Operations Manager: Bring open follow-up actions and current roster decisions to the weekly coverage review.
Stays with a person
- Proto can prepare a record and point to a discrepancy.
- The named manager or reviewer makes the approval decision.
- Shift evidence, external payment and filing results need their source owner to confirm them.
- Configure access so an assistant sees only the records its user may open.
Show the store assignments marked Published for this week, with pending shift entries and their assigned owners. Keep each exception linked to its source assignment.
Proto can prepare a record and point to a discrepancy.
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 45 tables45tables
- Staff and hiring12
- Store assignments7
- Shift evidence and review7
- Training and onboarding7
- Time, leave and payroll11
- Performance and benefits8
Implementation
Roll out one team at a time
Start with one team and one process, then add the rest once the basics are running.
Set the organization
Enter the organizations, store definitions, employee locations and payroll calendars that will be used in the pilot.
Prepare people
Reconcile employee identifiers, positions, managers, hire dates and training records for the pilot store.
Plan and work a shift
Create assignments, publish the roster and compare actual shift entries with the plan.
Review decisions
Assign exceptions, attach evidence and record the people responsible for roster, leave, time and pay decisions.
Close the period
Compare timesheets, leave requests, payroll runs and statements, then review the reports with the source records open.
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
Machine work rate card Included per $1 of credit
| Usage | Per $1 |
|---|---|
| Record reads (list, filter, get) | 20,000 |
| Search or aggregate queries | 4,000 |
| Record writes | 4,000 |
| Imported or synced records | 200,000 |
| Workflow runs | 2,000 |
| AI agent runs | 2,000 |
| Scheduled jobs or webhooks | 20,000 |
| File uploads (MB) | 2,000 |
| CSV or PDF exports | 100 |
How do I get started?
Click Get started, then use Proto to configure HRMS for Retail Staff for your business. Start with one store, a representative roster and the corresponding shift and time records.
How do managers see store coverage?
Store Staff Assignments hold the employee, shift date, store code, role coverage and planned hours. The HRMS Retail Overview shows coverage and exceptions across authorized stores.
Can a shift show the difference between planned and worked hours?
Yes. Store Shift Entries hold scheduled, worked and absence hours under the parent assignment. The manager can record a Pending, Accepted or Rejected outcome.
How are roster decisions recorded?
Review Decisions can record the reviewer, decision, reason and source revision for a Store Staff Assignment. Evidence Documents and Follow Up Actions remain linked to the same source.
Where does training completion appear?
Course Enrollments track assigned learning and its completion date. Training Records store the dated result and any certificate reference or expiry.
Can employees request leave?
Leave Requests record the employee, dates, days, type and approver. The named approver reviews the request with Leave Balances before recording a decision.
How does time reach payroll review?
Timesheets and Time Entries hold weekly and dated hours. Payroll Runs and Pay Statements hold the period and employee amounts for Payroll Manager to reconcile.
Does the app send wages to a bank?
Payment execution is a connection to arrange with your payroll provider. Match its confirmation to the relevant run and statement before recording payment follow-through.
Can we use more than one store?
Yes. Assignments have a store code and a Retail Locations definition, while the overview covers authorized stores. Agree a shared store code rule before extending the roster.
Set up Retail Staff HRMS your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.