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- Small Business HRMS
- Data model
The tables behind Small Business HRMS
Small Business HRMS ships with 36 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
- 36
- Features
- 6, plus shared settings
- Change it
- Add fields and tables in Proto
How the model is organised
People and positions:
Employees connects Departments, Locations, Positions, job titles, pay grades and employment history.
Hiring and arrival:
Job requisitions connects Applications, Candidates, Interviews and Offers; onboarding checklists connects onboarding tasks to an Employee.
Time and leave:
Leave requests and leave balances refer to Employees and leave types; Timesheets connects time entries to the employee's week.
Pay and benefits:
Payroll calendars connects payroll runs and pay statements; pay statement lines detail the statement; benefit enrollments links Employees to benefit plans.
Development:
Performance cycles connects performance reviews and Goals; Courses connects course enrollments and training records.
Every table, by feature
- People and positions7
- Recruiting and offers7
- Onboarding and lifecycle5
- Leave and time6
- Payroll and benefits8
- Performance and learning7
- Shared and settings3
- Employees
Central person record for every worker; all suite transactions tie back to Employees.
Linked to Positions, Departments, Locations, Employees - Departments
Organizational departments with parent hierarchy and cost centers.
Linked to Departments, Employees - Positions
Seat-level org entries that an Employee fills.
Linked to Job titles, Departments, Locations, Pay grades - Job titles
Canonical job titles with job family, level and exempt status.
Linked to Pay grades - Locations
Physical and remote locations where employees work.
Linked to Tax jurisdictions - Pay grades
Salary bands tied to job titles and positions.
- Employment history
Every lifecycle event: hire, promotion, transfer, comp change, manager change, leave of absence, termination.
Linked to Employees, Positions
- Job requisitions
Approved positions opened to recruiting.
Linked to Positions, Job titles, Departments, Locations - Candidates
Person pool in the applicant tracking system.
Linked to Employees - Applications
A candidate applying to a requisition; the recruiting pipeline record.
Linked to Candidates, Job requisitions, Employees - Interviews
Scheduled interviews against an application with scorecards.
Linked to Applications, Employees - Offers
Offer letter, approval chain and e-signature state.
Linked to Applications, Candidates, Positions, Employees - Positions
Seat-level org entries that an Employee fills.
Linked to Job titles, Departments, Locations, Pay grades - Pay grades
Salary bands tied to job titles and positions.
- Onboarding checklists
Per-hire or per-separation container of onboarding and offboarding tasks.
Linked to Employees - Onboarding tasks
Individual tasks that fan out to IT, Facilities, Payroll, HR, Manager and the new hire.
Linked to Onboarding checklists, Employees - Employees
Central person record for every worker; all suite transactions tie back to Employees.
Linked to Positions, Departments, Locations, Employees - Employment history
Every lifecycle event: hire, promotion, transfer, comp change, manager change, leave of absence, termination.
Linked to Employees, Positions - Offers
Offer letter, approval chain and e-signature state.
Linked to Applications, Candidates, Positions, Employees
- Leave types
Leave categories with country- and class-scoped accrual rules.
- Leave balances
Current leave balance per employee per leave type, maintained by accrual.
Linked to Employees, Leave types - Leave requests
Employee-submitted leave requests requiring manager approval.
Linked to Employees, Leave types - Timesheets
Weekly timesheet header per employee.
Linked to Employees - Time entries
Hours against a day, project or cost center.
Linked to Timesheets - Employees
Central person record for every worker; all suite transactions tie back to Employees.
Linked to Positions, Departments, Locations, Employees
- Payroll calendars
Named pay schedules per legal entity, country and currency.
- Payroll runs
A scheduled execution of payroll for a calendar and period.
Linked to Payroll calendars, Employees - Pay statements
Per-employee pay statement for a given payroll run.
Linked to Payroll runs, Employees - Pay statement lines
Earnings, benefit deductions, taxes and garnishments on a pay statement.
Linked to Pay statements, Tax jurisdictions - Benefit plans
Enrollable benefit plans such as medical, dental, retirement and life.
- Benefit enrollments
Per-employee enrollment in a benefit plan with dependents and dates.
Linked to Employees, Benefit plans - Tax jurisdictions
Tax-authority records driving withholding and filings.
- Tax filings
Payroll tax filings produced from a run and remitted to an authority.
Linked to Tax jurisdictions, Payroll runs
- Performance cycles
Annual, mid-year and probation performance cycles.
- Performance reviews
Subject-by-reviewer review within a performance cycle.
Linked to Performance cycles, Employees - Goals
Employee goals tied to a performance cycle.
Linked to Employees, Performance cycles - Courses
Learning catalog of courses and certifications.
- Course enrollments
Employee enrollment in a course; the learning transaction record.
Linked to Courses, Employees - Training records
Durable, audit-safe record of completed training and certifications.
Linked to Employees, Courses - Employees
Central person record for every worker; all suite transactions tie back to Employees.
Linked to Positions, Departments, Locations, Employees
Keys and references
Use employee ID, requisition number, application number, run number and the other source identifiers to match imported work. Check each reference before loading related rows. Preserve the original effective dates and statuses so historical records retain their meaning.
Migration order
- Load Departments, Locations, job titles, pay grades, Positions, payroll calendars, leave types, benefit plans and Courses.
- Load Employees and verify manager, department, position and payroll calendar references.
- Load recruiting, onboarding, leave, time, benefit, performance and learning transactions against those references.
- Load payroll runs, statements, lines and filing records, then reconcile period totals.
Set up Small Business HRMS your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.