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HRMS for Teachers · Available now

Keep school staff work in one personnel record.

HRMS for Teachers keeps school staff employment records and related HR work together. HR teams maintain employees, positions, departments and employment history.

Start now Download Proto
  • No per-user fees
  • Manual work is free
  • Configure it in Proto
OverviewActive Employees
Teachers HRMS · Employees

Active Employees

Employees in one list

New employee
Employees in view
6
Active
6
Employee IDFirst nameLast nameDepartmentPositionManager
EDU-2026-041Nora SalcedoSalcedoSubstitute servicesSubstitute teacher, district poolIdris Mensah
EDU-2026-058Idris MensahMensahAfter-school programsGrade 3 teacher, Cedar campusLeila Park
EDU-2026-063Meera HaddadHaddadSubstitute servicesSubstitute teacher, district poolTomas Iqbal
EDU-2026-077Jonah KimKimElementary instructionAfter-school coordinator, CedarLeila Park
EDU-2026-082Alina CostaCostaAfter-school programsScience teacher, Harbor campusAlina Costa
6 of 6 records
EDU-2026-041Employees · EMP-38056
Active
First nameNora Salcedo
Last nameSalcedo
DepartmentSubstitute services
PositionSubstitute teacher, district pool
ManagerIdris Mensah
Requisition approvalEMP-38056 · EDU-2026-041

Admin records approval after any required headcount confirmation.

Waiting for Admin
ApproveReturn
Example screen with sample data
Tables, ready to use
36
Saved views
13
Roles with set permissions
8
Reports and dashboards
8
Features

Staff work in view

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

People and positions

Keep employee identity, position and employment changes together.

  • Employee register
  • Seat and reporting line
  • Effective change
  • Employees
  • Departments
  • Positions
  • Job titles
  • Locations
  • Pay grades
Explore people and positions
OverviewActive Employees
Teachers HRMS · People and positions

Active Employees

Employees

New
Employee IDFirst nameLast nameDepartmentPositionManager
EDU-2026-041Nora SalcedoSalcedoSubstitute servicesSubstitute teacher, district poolIdris Mensah
EDU-2026-058Idris MensahMensahAfter-school programsGrade 3 teacher, Cedar campusLeila Park
EDU-2026-063Meera HaddadHaddadSubstitute servicesSubstitute teacher, district poolTomas Iqbal
EDU-2026-077Jonah KimKimElementary instructionAfter-school coordinator, CedarLeila Park
EDU-2026-082Alina CostaCostaAfter-school programsScience teacher, Harbor campusAlina Costa
6 of 6 records
EDU-2026-041Employees · EMP-38056
Active
First nameNora Salcedo
Last nameSalcedo
DepartmentSubstitute services
PositionSubstitute teacher, district pool
ManagerIdris Mensah
Example screen with sample data
Process

From hire to pay

Hire to first payroll ships ready to use. 3 steps need a named approval before the work moves on: Requisition approval (Admin), Offer 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. Requisition draft

    Prepare the staffing opening.

    EDU-2026-041EMP-38056 · Recruiter
    Requisition draftBy Recruiter

  2. Requisition approval

    Approve the pending opening.

    EDU-2026-041EMP-38056 · Recruiter
    Requisition approvalBy Recruiter
    ApprovalAdmin records approval after any required headcount confirmation.

  3. Candidate review

    Review applicants against the opening.

    EDU-2026-041EMP-38056 · Recruiter
    Candidate reviewBy Recruiter

  4. Offer approval

    Check salary and approve the offer.

    EDU-2026-041EMP-38056 · Recruiter
    Offer approvalBy Recruiter
    ApprovalAdmin records the decision after pay-grade review and any required escalation.

  5. Hire preparation

    Prepare the employee and assigned tasks.

    EDU-2026-041EMP-38056 · HR Business Partner
    Hire preparationBy HR Business Partner

  6. Payroll approval

    Review the run before posting.

    EDU-2026-041EMP-38056 · Payroll Admin
    Payroll approvalBy Payroll Admin
    ApprovalAdmin decides on the pending run.

Start with Hiring and offers

Inside a record

Plan the external handoffs

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

  1. 1
    Record details

    First name, Last name, Department and Position.

  2. 2
    Applications

    Each line is linked to this employee.

  3. 3
    Who works on it

    L&D Admin, Recruiter and Payroll Admin, each with their own permissions.

  4. 4
    Process stages

    Hire preparation and Time and leave, with the role that acts.

  5. 5
    Approvals

    Requisition approval and Offer approval, with who decides.

Active EmployeesEDU-2026-041
Teachers HRMS · Employees

EDU-2026-041

Nora Salcedo · Active

Log activity
1
Record details
First nameNora Salcedo
Last nameSalcedo
DepartmentSubstitute services
PositionSubstitute teacher, district pool
2
Applications

EDU-2026-041

Application numberCandidateRequisition
APP-50335Pedro ChoRidge teaching assistant opening
APP-31691Rosa BenaliDistrict substitute pool opening
APP-42898Pedro ChoHarbor school counselor opening
Applications
6
3

Who works on it

  • L&D AdminManage course enrollments, Courses, training records
  • RecruiterManage Applications, Candidates, Interviews, job requisitions…
  • Payroll AdminManage pay statement lines, pay statements, payroll calendars…
4

Process stages

  • Hire preparationHR Business Partner
  • Time and leaveEmployee
5

Approvals

  • Requisition approvalAdmin
    Approved
  • Offer approvalAdmin
    Waiting
Example screen with sample data
Approvals

Decisions with an owner

Enters personal leave, time and goals and reads selected pay, benefit and training records.

OverviewApprovals
Teachers HRMS · Overview

Approvals

Signed in as Admin

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • LR-90685Parental leave
    Requested by Tomas Iqbal
    Submitted0dActions
  • LR-99428Parental leave
    Requested by Tomas Iqbal
    Submitted3dActions
  • LR-49876Family care leave
    Requested by Tomas Iqbal
    Submitted4dActions
  • LR-79554Jury duty leave
    Requested by Tomas Iqbal
    Submitted5dActions

Who approves what

DecisionApprover
Requisition approvalApprove the pending opening.Admin
Offer approvalCheck salary and approve the offer.Admin
Payroll approvalReview the run before posting.Admin
3 approval rules · set per role in Proto
Example screen with sample data
Who can approve what
Roles

A workspace for each role

Everyone opens Teachers 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 numberStart dateEnd dateLeave typeStatusApprover
LR-7358825 Oct03 NovParental leaveDraftJonah Kim
LR-2100828 Oct30 OctSick leaveSubmittedAlina Costa
LR-1126922 Oct24 OctBereavement leaveApprovedAlina Costa
LR-9842803 Nov12 NovParental leaveTakenNora Salcedo
LR-4323030 Oct05 NovFamily care leaveDraftTomas Iqbal
6 of 6 records
Example screen with sample data

Roles and permissions

Reports

Questions answered from records

Use employee-linked records to answer staffing and pay questions.

Overview
Teachers HRMS · Overview

Teachers HRMS dashboard

This quarter

Leave requests in view
6
Submitted
6

Employees by status

How far records got this quarter

StageReachedStep
Active31
On leave2065%
Terminated1575%
Rehireable853%

Number of employees by status

Sample counts per stage

700
40Active
70On leave
40Terminated
30Rehireable
Example screen with sample data
  1. 01Headcount by department

    Group active employees by department and parent department.

  2. 02Requisition pipeline

    Compare requisition status, headcount and target start date.

  3. 03Application stages

    Count applications by stage and requisition.

  4. 04Leave demand

    Summarize requests by leave type, status and date range.

  5. 05Timesheet review

    Compare submitted and approved weekly hours.

  6. 06Payroll period totals

    Compare gross and net totals by calendar and pay period.

  7. 07Review progress

    Group reviews by cycle, reviewer and status.

  8. 08Training expiry

    List employees and training records by expiration date and status.

All reports and dashboards

Who it's for

Fit the school operation

See how Teachers HRMS fits your kind of team.

Schools

School HR teams can manage teacher employment alongside other staff.

School groups

Coordinate hiring and payroll across several school locations.

Education and training providers

Maintain staff hiring, leave, payroll and learning records.

Controls

Review each transition

Each stage of hire to first payroll names the role that acts and the status it records, so a change is never anonymous.

OverviewHire to first payroll
Teachers HRMS · Process

Hire to first payroll

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

Process stages
10
Approval steps
3
Roles involved
4
Tables touched
12
Requisition draft
Recruiter
StatusDraft → pending approval
RecordsJob requisitions
Requisition approvalApproval
Recruiter
StatusPending approval → Approved
Offer approvalApproval
Recruiter
StatusPending approval → Approved
RecordsPay grades, Offers
Hire to first payroll
  1. Start
    Requisition draftDraft → pending approval
    Job requisitions
  2. Approval
    Requisition approvalPending approval → Approved
    Recruiter
  3. Approval
    Offer approvalPending approval → Approved
    Pay grades
  4. Step
    Offer acceptanceSent → Accepted
    Applications
  5. Step
    Hire preparationPending → in progress → Completed
    Onboarding checklists
Example screen with sample data

See each stage in detail

AI agent

Help for each owner

Use Proto to prepare cases and check the next handoff.

It can

  • HR Business Partner: Find an employee's current position and prepare the next employment change for review.
  • Recruiter: Summarize an open requisition, linked applications and interview recommendations.
  • Payroll Admin: Compare a pending run with its period, statements and totals.
  • L&D Admin: Find training records approaching expiration.

Stays with a person

  • A person must make the hiring, leave and pay decisions assigned to their role.
  • Proto can prepare the case and point to missing information; the accountable owner reviews the linked records and changes the status.

Set up an agent

Integrations

Connects to the tools you use

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

  • Teachers HRMS
  • Payment service
  • Benefit carrier
  • Learning provider
  • Tax authority
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
  • Hiring and offers7
  • Leave and time6
  • Payroll and benefits8
  • Performance and goals4
  • Learning and onboarding6
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. People foundation

    Define departments, positions, locations, pay grades and employee identifiers.

  2. Work policies

    Set leave types, benefit plans, payroll calendars and access.

  3. First cases

    Enter a vacancy, candidate, offer and onboarding checklist.

  4. Operating cycle

    Rehearse leave, timesheets, reviews and one payroll period with the responsible roles.

  5. Release review

    Check links, permissions, totals and external confirmations before expanding.

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 Teachers HRMS.

All questions
How do I get started?

Click Get started, then use Proto to configure HRMS for Teachers for your business. Pilot one department, a staff hire and a payroll period.

Can we keep teacher employee records?

Yes. The employee record links a person to a department, position, manager and location.

How are vacancies tracked?

A requisition links the position, department, hiring manager and recruiter; applications follow its candidates.

Who reviews offers?

The offer has approval status and an approving employee. Agree the school’s decision owner before using it.

Can staff request leave?

Employees can enter dated requests. The submitted status gives the reviewer a clear decision queue.

How do weekly hours reach payroll?

Timesheets group dated time entries for an employee. Review submitted hours before using them in a pay run.

What does the pay cycle show?

A payroll run groups employee statements for a period and records approval, posting and payment states.

How is training tracked?

Courses and enrollments track assignments; training records preserve completion and expiration details.

How do we review performance?

Use cycles, reviews and goals linked to employees. A reviewer records the individual outcome.

Where do we set permissions?

Start with the configured staff roles and rehearse access using the roles page.

Set up Teachers 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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