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HRMS for Small Business · Available now

Keep the people record connected to each working cycle.

HRMS for Small Business keeps an employee's position, department, location and manager with the work that follows: hiring, onboarding, leave, time, payroll, benefits, performance and training. The Employees page gives HR a filtered register, an individual employee detail and workforce distribution by department.

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  • No per-user fees
  • Manual work is free
  • Configure it in Proto
OverviewOpen requisitions
Small Business HRMS · Job requisitions

Open requisitions

Job requisitions in one list

New job requisition
Job requisitions in view
6
Open
6
Requisition numberPositionJob titleDepartmentRecruiterTarget start date
JR-35476Service technicianService technicianWarehouseJonas Okoye16 Oct
JR-14369Office coordinatorOperations managerOperationsRavi Moreno16 Oct
JR-34308Sales account managerService technicianWarehouseMina Duarte20 Oct
JR-81502Customer support specialistService technicianField serviceNico Andrade28 Oct
JR-98793Sales account managerMarketing coordinatorCustomer supportRavi Moreno24 Oct
6 of 6 records
Service technicianJob requisitions · JR-35476
Open
Job titleService technician
DepartmentWarehouse
RecruiterJonas Okoye
Target start date16 Oct
Open requisitionJR-35476 · Service technician

The authorized owner reviews the job requisitions opening.

Waiting for Hiring Manager
ApproveReturn
Example screen with sample data
Tables, ready to use
36
Saved views
14
Roles with set permissions
8
Reports and dashboards
8
Features

Work from each employee record

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

People and positions

Maintain each employee’s position, department, location and manager in one people record.

  • Prepare the record
  • Review the decision
  • Close the handoff
  • Employees
  • Departments
  • Positions
  • Job titles
  • Locations
  • Pay grades
Explore people and positions
OverviewActive employee register
Small Business HRMS · People and positions

Active employee register

Employees

New
Employee IDFirst nameLast nameWork emailDepartmentPosition
EMP-1004Lena FarisFarislena.faris@northfield.testOperationsService technician
EMP-1011Omar TejadaTejadaomar.tejada@northfield.testField serviceBookkeeper
EMP-1018Suri BellBellsuri.bell@northfield.testField serviceOperations assistant
EMP-1023Nico AndradeAndradenico.andrade@northfield.testCustomer supportService technician
EMP-1030Amara LiLiamara.li@northfield.testWarehouseOffice coordinator
6 of 6 records
EMP-1004Employees · EMP-69812
Active
First nameLena Faris
Last nameFaris
Work emaillena.faris@northfield.test
DepartmentOperations
PositionService technician
Example screen with sample data
Process

From opening to pay period

From open role to first pay cycle ships ready to use. 4 steps need a named approval before the work moves on: Open requisition (Hiring Manager), Approve offer (Hiring Manager), Review time and leave (Hiring Manager) and Approve payroll (Hiring Manager).

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

  1. Open requisition

    Approve the opening before recruiting begins.

    Service technicianJR-35476 · Recruiter
    Open requisitionBy Recruiter
    ApprovalThe authorized owner reviews the job requisitions opening.

  2. Interview candidate

    Review the application and interview recommendation.

    Service technicianJR-35476 · Recruiter
    Interview candidateBy Recruiter

  3. Approve offer

    Decide the offer against the position and pay grade.

    Service technicianJR-35476 · HR Business Partner
    Approve offerBy HR Business Partner
    ApprovalThe authorized owner reviews the Offers compensation decision.

  4. Prepare onboarding

    Assign arrival tasks to named people.

    Service technicianJR-35476
    Prepare onboarding

  5. Review time and leave

    Decide submitted leave and time for the period.

    Service technicianJR-35476 · Employee
    Review time and leaveBy Employee
    ApprovalThe recorded approver decides the leave requests and Timesheets.

  6. Approve payroll

    Decide the payroll run before posting.

    Service technicianJR-35476 · Payroll Admin
    Approve payrollBy Payroll Admin
    ApprovalThe authorized owner reviews the payroll runs period and totals.

Start with Hire to first pay

Inside a record

Link the people cycle

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

  1. 1
    Record details

    Job title, Department, Recruiter and Target start date.

  2. 2
    Applications

    Each line is linked to this job requisition.

  3. 3
    Who works on it

    Hiring Manager, Recruiter and CHRO / VP People, each with their own permissions.

  4. 4
    Process stages

    Open requisition, with the role that acts.

  5. 5
    Approvals

    Open requisition and Approve offer, with who decides.

Open requisitionsService technician
Small Business HRMS · Job requisitions

Service technician

Service technician · Open

Log activity
1
Record details
Job titleService technician
DepartmentWarehouse
RecruiterJonas Okoye
Target start date16 Oct
2
Applications

Service technician

Application numberCandidateRequisition
APP-83533Anika SolerService technician opening
APP-99833Dante KimOperations assistant opening
APP-82126Dante KimBookkeeper opening
Applications
6
3

Who works on it

  • Hiring ManagerView Applications, Candidates, Interviews, job requisitions
  • RecruiterManage Applications, Candidates, Interviews, job requisitions…
  • CHRO / VP PeopleView Applications, benefit enrollments, benefit plans…
4

Process stages

  • Open requisitionRecruiter
5

Approvals

  • Open requisitionHiring Manager
    Approved
  • Approve offerHiring Manager
    Waiting
Example screen with sample data
Approvals

Keep the decision with its owner

OverviewApprovals
Small Business HRMS · Overview

Approvals

Signed in as Hiring Manager

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • LR-83673Bereavement leave
    Requested by Omar Tejada
    Submitted3dActions
  • LR-53712Bereavement leave
    Requested by Toby Chen
    Submitted3dActions
  • LR-77780Jury duty
    Requested by Mina Duarte
    Submitted5dActions
  • LR-68089Jury duty
    Requested by Toby Chen
    Submitted6dActions

Who approves what

DecisionApprover
Open requisitionApprove the opening before recruiting begins.Hiring Manager
Approve offerDecide the offer against the position and pay grade.Hiring Manager
Review time and leaveDecide submitted leave and time for the period.Hiring Manager
Approve payrollDecide the payroll run before posting.Hiring Manager
4 approval rules · set per role in Proto
Example screen with sample data
Who can approve what
Roles

A workspace for each role

Everyone opens Small Business 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 leave requests

My leave requests

Leave requests · Employee

Request numberLeave typeStart dateEnd dateStatusApprover
LR-37724Personal day18 Oct22 OctDraftSuri Bell
LR-74882Parental leave14 Oct19 OctSubmittedMina Duarte
LR-65827Unpaid leave31 Oct03 NovApprovedElisa Haddad
LR-26230Volunteer day02 Nov05 NovTakenAmara Li
LR-19831Parental leave28 Oct05 NovDraftLena Faris
6 of 6 records
Example screen with sample data

Roles and permissions

Reports

See the next decision

Ask concrete questions about staffing, leave, payroll and learning.

Overview
Small Business HRMS · Overview

Small Business HRMS dashboard

This quarter

Leave requests in view
6
Submitted
6

Job requisitions by status

How far records got this quarter

StageReachedStep
Draft42
Pending approval1536%
Approved320%
Open133%

Number of job requisitions by status

Sample counts per stage

100
0Draft
10Pending approval
-30Approved
-50Open
-60On hold
Example screen with sample data
  1. 01Headcount by department

    Count active employees by Department and its Parent.

  2. 02Open recruiting load

    Compare open job requisitions by Department, Recruiter and target start date.

  3. 03Application funnel

    Count Applications by Stage and Requisition.

  4. 04Leave demand

    Group leave requests by leave type, start date and Status.

  5. 05Timesheet review

    Total Timesheets hours by week start and Status.

  6. 06Payroll period totals

    Compare gross total and net total on payroll runs by Calendar and pay date.

  7. 07Review completion

    Count performance reviews by Cycle and Status.

  8. 08Training due dates

    Show course enrollments by Course, due date and Status.

All reports and dashboards

Who it's for

Fit a growing team

See how Small Business HRMS fits your kind of team.

Small office teams

A compact HR team can own employee records and payroll coordination while managers review the people they supervise.

Multi-location businesses

Location and department references let HR distinguish office, remote, field and hybrid workers.

Growing service teams

Recruiting, onboarding and training records help a service team see the path from opening to an assigned employee.

Controls

Review sensitive work

Each stage, from open role to first pay cycle, names the role that acts and the status it records, so a change is never anonymous.

OverviewFrom open role to first pay cycle
Small Business HRMS · Process

From open role to first pay cycle

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

Process stages
10
Approval steps
4
Roles involved
6
Tables touched
27
Open requisitionApproval
Recruiter
StatusPending approval → Approved
RecordsJob requisitions, Departments, Positions
Approve offerApproval
HR Business Partner, Recruiter
StatusPending approval → Approved
RecordsApplications, Candidates, Pay grades
Prepare onboarding
Any role with access
StatusPending → in progress → Completed
RecordsOnboarding checklists, Onboarding tasks, Employees
From open role to first pay cycle
  1. Start
    Open requisitionPending approval → Approved
    Job requisitions
  2. Approval
    Approve offerPending approval → Approved
    Applications
  3. Step
    Prepare onboardingPending → in progress → Completed
    Onboarding checklists
  4. Approval
    Review time and leaveSubmitted → Approved
    Leave requests
  5. Approval
    Approve payrollPending approval → Approved
    Pay statement lines
Example screen with sample data

See each stage in detail

AI agent

Prepare work with Proto

Use Proto to prepare HRMS configuration and review representative cases.

It can

  • HR Business Partner: Prepare employee and position imports for review, then trace a transfer through employment history.
  • Recruiter: Compare an open requisition with its applications, interviews and draft offer.
  • Payroll Admin: Reconcile a run's period, statements, lines and totals before the approver decides.
  • L&D Admin: Find course enrollments due soon and the training records that follow completion.

Stays with a person

  • The named human owner decides employment, offer, leave and payroll matters; Admin records the named owner’s decision.
  • Proto can prepare a case and point to conflicting references; the person with authority reviews the underlying record and records the decision.
  • Connected bank, tax and learning results need their own confirmation. Review roles and implementation.

Set up an agent

Integrations

Connects to the tools you use

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

  • Small Business HRMS
  • Identity provider
  • Bank or payment provider
  • Tax authority or filing service
  • Learning system
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 positions7
  • Recruiting and offers7
  • Onboarding and lifecycle5
  • Leave and time6
  • Payroll and benefits8
  • 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. Set the organization

    Confirm departments, locations, positions, pay grades and payroll calendars. Assign an owner to each master record.

  2. Load employees

    Import current employee IDs, managers, hire dates, statuses and payroll calendar references. Reconcile the register to the source list.

  3. Prepare operating work

    Enter representative requisitions, leave requests, timesheets, benefit enrollments and review cycles. Name the approver for each decision and arrange for Admin to record each decision after the approver reviews it.

  4. Rehearse the pay period

    Review one payroll run, its statements and lines, and the corresponding leave and time records. Check gross and net totals before the run advances.

  5. Release the cycle

    Invite the pilot roles, test their actual access and record who owns corrections and external connections.

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 Small Business HRMS.

All questions
How do I get started?

Click Get started, then use Proto to configure HRMS for Small Business for your business. Pilot one department, one payroll calendar, current employee records and a representative leave and pay period.

What employee information belongs in the register?

Record the employee ID, name, work email, hire date, employment type, status, department, position, location, manager and payroll calendar. Check access to personal and pay details by role.

How do managers review leave?

A leave request carries its start and end dates, leave type, employee, approver and status. The named approver reviews submitted requests against the balance and operating schedule; Admin records the decision.

Can employees enter weekly time?

Employees can enter timesheets and time entries. A timesheet has a week, total hours, approver and status for review.

How does recruiting connect to employees?

Requisitions connect candidates, applications, interviews and offers. An accepted offer supplies the context for the employee and onboarding records.

How are payroll runs reviewed?

Payroll Admin prepares the run for a calendar and period, checks linked statements and lines, and sends a pending run to its named approver before posting.

Can we track benefits?

Benefit plans and employee enrollments carry coverage tier, contribution amounts, effective dates and enrollment status.

What supports performance and learning?

Performance cycles connect reviews and goals. Courses connect enrollments and completed training records with expiration dates.

Can we migrate from spreadsheets?

Prepare stable employee and transaction IDs, organization references, current balances and a known pay period. Reconcile an imported sample before extending the migration.

What does it cost?

Review the pricing page for current platform and implementation terms. Estimate imports, integrations and agent work from your expected usage.

Set up Small Business 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

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