HRMS connects recruiting decisions to employee records and the work that follows: onboarding, leave, time, payroll preparation, benefits, performance and learning. Each employee links to a position, department, location, manager, pay grade and payroll calendar.
Employees in one list
HR Business Partner (HRBP) confirms excess headcount with the external finance budget owner.
Every feature works on the same records. Pick one to see the screen your team works in.
Keep current employment and salary-band decisions connected to the employee history.
Employment history
| Employee | Event type | Effective date | From position | To position | From salary | |
|---|---|---|---|---|---|---|
| Leo Okafor | Hire | 11 Oct | Finance specialist, central office | Training specialist, central office | 820 | |
| Amina Soler | Promotion | 11 Oct | Customer support lead, west office | Customer support lead, west office | 520 | |
| Tomas Chen | Transfer | 18 Oct | Product analyst, remote team | Finance specialist, central office | 350 | |
| Elena Mensah | Comp change | 11 Oct | Product analyst, remote team | Customer support lead, west office | 690 | |
| Jonah Costa | Manager change | 20 Oct | Finance specialist, central office | Product analyst, remote team | 220 |
Follow approved headcount through candidate review, offer decisions and accepted hiring.
Approval conditions
| Requisition number | Position | Headcount | Min salary | Max salary | Hiring manager | |
|---|---|---|---|---|---|---|
| JR-43865 | Customer support lead, west office | 25 | 920 | 730 | Nina Velasco | |
| JR-26072 | Field coordinator, south region | 34 | 680 | 500 | Elena Mensah | |
| JR-28635 | Operations analyst, central office | 3 | 680 | 320 | Ravi Haddad | |
| JR-68440 | Operations analyst, central office | 39 | 510 | 910 | Sara Farouk | |
| JR-78479 | Field coordinator, south region | 8 | 780 | 320 | Tomas Chen |
Assign joining and leaving work with named employees, evidence and payroll handoffs.
Approval conditions
| Offer number | Candidate | Position | Base salary | Currency | Start date | |
|---|---|---|---|---|---|---|
| OFF-80820 | Evan Qureshi | Office manager, east office | 760 | USD | 15 Oct | |
| OFF-46435 | Talia Nouri | Product analyst, remote team | 480 | CAD | 01 Nov | |
| OFF-32358 | Leila Torres | Training specialist, central office | 30 | INR | 23 Oct | |
| OFF-22150 | Milo Sato | Operations analyst, central office | 650 | SGD | 04 Nov | |
| OFF-12915 | Dev Rahman | Training specialist, central office | 240 | GBP | 13 Oct |
Connect employee requests, manager decisions, balance movements and weekly hours.
Leave requests
| Request number | Leave type | Start date | End date | Days | Status | |
|---|---|---|---|---|---|---|
| LR-43771 | Jury duty leave | 15 Oct | 21 Oct | 0.5 days | Draft | |
| LR-90924 | Annual leave | 15 Oct | 18 Oct | 1 day | Submitted | |
| LR-81384 | Unpaid leave | 19 Oct | 23 Oct | 2 days | Approved | |
| LR-96424 | Jury duty leave | 22 Oct | 26 Oct | 3 days | Taken | |
| LR-63481 | Annual leave | 03 Nov | 12 Nov | 5 days | Draft |
Prepare calendar-based pay statements and keep tax, payment and posting outcomes explicit.
Approval conditions
| Run number | Calendar | Period start | Period end | Pay date | Employee count | |
|---|---|---|---|---|---|---|
| PR-29914 | Field team, biweekly | 27 Oct | 30 Oct | 08 Nov | 36 | |
| PR-69807 | Support team, semimonthly | 03 Nov | 05 Nov | 12 Nov | 2 | |
| PR-32592 | Operations, semimonthly | 29 Oct | 06 Nov | 12 Nov | 5 | |
| PR-29184 | Hourly employees, biweekly | 21 Oct | 27 Oct | 31 Oct | 2 | |
| PR-50823 | West office, monthly | 21 Oct | 24 Oct | 26 Oct | 35 |
Check plan windows and employee elections before applying payroll contributions.
Pay statements
| Statement number | Employee | Run | Period start | Period end | Currency | |
|---|---|---|---|---|---|---|
| PS-95689 | Maya Idris | Field team payroll, Oct 1-14 | 30 Oct | 03 Nov | USD | |
| PS-36868 | Ravi Haddad | West office payroll, September | 25 Oct | 02 Nov | CAD | |
| PS-95093 | Amina Soler | Salaried payroll, Oct 1-15 | 30 Oct | 08 Nov | INR | |
| PS-84181 | Nina Velasco | Management payroll, September | 03 Nov | 09 Nov | SGD | |
| PS-24215 | Owen Duarte | Salaried payroll, Oct 1-15 | 23 Oct | 01 Nov | GBP |
Open cycle-scoped reviews, preserve distinct reviewer work and follow calibration and acknowledgment.
Performance reviews
Follow mandatory course assignments through completion records and recorded expiry.
Training records
| Record number | Employee | Course | Title | Completion date | Expiration date | |
|---|---|---|---|---|---|---|
| TR-96569 | Elena Mensah | New employee orientation | Amina Soler, privacy training completed | 16 Oct | 21 Oct | |
| TR-48621 | Ravi Haddad | Incident reporting | Leo Okafor, safety orientation | 18 Oct | 23 Oct | |
| TR-64975 | Ravi Haddad | Incident reporting | Maya Idris, expense policy completed | 14 Oct | 22 Oct | |
| TR-95380 | Elena Mensah | Incident reporting | Tomas Chen, manager coaching | 21 Oct | 23 Oct | |
| TR-46840 | Maya Idris | Data privacy essentials | Nina Velasco, hiring practices | 20 Oct | 22 Oct |
Hiring and employee lifecycle ships ready to use. 2 steps need a named approval before the work moves on: Headcount exception approval (HR Business Partner) and Offer approval (HR Business Partner).
Resolve an above-plan vacancy with HRBP and the responsible budget owner before approval.
Follow applications and interview recommendations against the approved vacancy.
Decide the proposed compensation using the linked salary band.
Verify the employee record and assign joining tasks after acceptance.
Review prepared statements and deductions, then follow the agreed run approval route.
Retain the employee event and route compensation exceptions to the responsible decision maker.
Open any employee to see its applications, the roles that work on it, its process stages and its approvals on one page.
Full name, Department, Position and Location.
Each line is linked to this employee.
HR Business Partner, L&D Admin and Recruiter, each with their own permissions.
Hire and onboarding and Employee changes, with the role that acts.
Headcount exception approval and Offer approval, with who decides.
Amina Soler · Active
| Application number | Candidate | Requisition |
|---|---|---|
| APP-16783 | Evan Qureshi | East office manager opening |
| APP-13682 | Leila Torres | North people partner opening |
| APP-48948 | Hassan Mori | Remote product analyst opening |
Signed in as HR Business Partner
| Decision | Approver | |
|---|---|---|
| Headcount exception approvalResolve an above-plan vacancy with HRBP and the responsible budget owner before approval. | HR Business Partner | |
| Offer approvalDecide the proposed compensation using the linked salary band. | HR Business Partner |
Everyone opens HRMS to the work that is theirs. Pick a role to see what it starts with.
Owns the employee lifecycle for assigned business units. Record entry on Employees, Positions, Employment History, Performance Reviews and Goals; read only on Pay Statements and Benefit Enrollments. Comp and PII fields readable per field-level restrictions.
This is the first screen this role sees.
Employees · HR Business Partner
Temporary scoped access for Shriyash Naik to read and create stage-1 HRMS seed records without altering seeded Admin or other role grants.
Line manager opening a requisition and interviewing. Read only on Job Requisitions, Candidates, Applications and Interviews. Own-requisition record entry up to Status = pending approval cannot be expressed as a native table grant, so it is routed through the scoped requisition and interview-scorecard workflow actions instead. Never gets edit on offer base Salary.
This is the first screen this role sees.
Job requisitions · Hiring Manager
| Requisition number | Position | Headcount | Min salary | Max salary | Hiring manager | |
|---|---|---|---|---|---|---|
| JR-43865 | Customer support lead, west office | 25 | 920 | 730 | Nina Velasco | |
| JR-26072 | Field coordinator, south region | 34 | 680 | 500 | Elena Mensah | |
| JR-28635 | Operations analyst, central office | 3 | 680 | 320 | Ravi Haddad | |
| JR-68440 | Operations analyst, central office | 39 | 510 | 910 | Sara Farouk | |
| JR-78479 | Field coordinator, south region | 8 | 780 | 320 | Tomas Chen |
Self-service access to own record. Record entry on Leave Requests, Timesheets, Time Entries and Goals (draft); read only on Pay Statements, Benefit Enrollments, Leave Balances, Performance Reviews and Training Records. Own-record scope is required and is not expressible as a native table grant, so it must be supplied by the own-record table scope before these grants are relied on.
This is the first screen this role sees.
Pay statements · Employee
| Statement number | Employee | Run | Period start | Period end | Currency | |
|---|---|---|---|---|---|---|
| PS-95689 | Maya Idris | Field team payroll, Oct 1-14 | 30 Oct | 03 Nov | USD | |
| PS-36868 | Ravi Haddad | West office payroll, September | 25 Oct | 02 Nov | CAD | |
| PS-95093 | Amina Soler | Salaried payroll, Oct 1-15 | 30 Oct | 08 Nov | INR | |
| PS-84181 | Nina Velasco | Management payroll, September | 03 Nov | 09 Nov | SGD | |
| PS-24215 | Owen Duarte | Salaried payroll, Oct 1-15 | 23 Oct | 01 Nov | GBP |
Owns the course catalog, curricula and certifications. Record entry on Courses, Course Enrollments and Training Records; read only on Employees and Positions. No compensation, National ID or Date Of Birth access beyond the read-only grant; bulk curriculum assignment runs through the scoped workflow.
This is the first screen this role sees.
Course enrollments · L&D Admin
Owns the requisition pipeline from intake through offer. Record entry on Job Requisitions, Candidates, Applications, Interviews and Offers; read only on Employees for hiring-manager and referral context. No pay statement, payroll run, pay statement line, tax filing or benefit enrollment access.
This is the first screen this role sees.
Offers · Recruiter
| Offer number | Candidate | Position | Base salary | Currency | Start date | |
|---|---|---|---|---|---|---|
| OFF-80820 | Evan Qureshi | Office manager, east office | 760 | USD | 15 Oct | |
| OFF-46435 | Talia Nouri | Product analyst, remote team | 480 | CAD | 01 Nov | |
| OFF-32358 | Leila Torres | Training specialist, central office | 30 | INR | 23 Oct | |
| OFF-22150 | Milo Sato | Operations analyst, central office | 650 | SGD | 04 Nov | |
| OFF-12915 | Dev Rahman | Training specialist, central office | 240 | GBP | 13 Oct |
Runs payroll end to end and owns tax filings and GL handoff. Record entry on Payroll Calendars, Tax Jurisdictions, Payroll Runs, Pay Statements, Pay Statement Lines and Tax Filings; read only on Employees, Benefit Enrollments, Leave Requests and Timesheets. No delete or bulk edit; filings stay at Draft.
This is the first screen this role sees.
Pay statements · Payroll Admin
| Statement number | Employee | Run | Period start | Period end | Currency | |
|---|---|---|---|---|---|---|
| PS-95689 | Maya Idris | Field team payroll, Oct 1-14 | 30 Oct | 03 Nov | USD | |
| PS-36868 | Ravi Haddad | West office payroll, September | 25 Oct | 02 Nov | CAD | |
| PS-95093 | Amina Soler | Salaried payroll, Oct 1-15 | 30 Oct | 08 Nov | INR | |
| PS-84181 | Nina Velasco | Management payroll, September | 03 Nov | 09 Nov | SGD | |
| PS-24215 | Owen Duarte | Salaried payroll, Oct 1-15 | 23 Oct | 01 Nov | GBP |
Executive oversight across the people function. Read-only (View + View records) on all HRMS tables, including Pay Statements with no create or edit. Approves org-wide change and cross-entity decisions through workflows, not by editing rows.
This is the first screen this role sees.
Pay statements · CHRO / VP People
| Statement number | Employee | Run | Period start | Period end | Currency | |
|---|---|---|---|---|---|---|
| PS-95689 | Maya Idris | Field team payroll, Oct 1-14 | 30 Oct | 03 Nov | USD | |
| PS-36868 | Ravi Haddad | West office payroll, September | 25 Oct | 02 Nov | CAD | |
| PS-95093 | Amina Soler | Salaried payroll, Oct 1-15 | 30 Oct | 08 Nov | INR | |
| PS-84181 | Nina Velasco | Management payroll, September | 03 Nov | 09 Nov | SGD | |
| PS-24215 | Owen Duarte | Salaried payroll, Oct 1-15 | 23 Oct | 01 Nov | GBP |
Answer people and pay questions from recorded fields with clear populations and currency boundaries.
This quarter
How far records got this quarter
| Stage | Reached | Step | |
|---|---|---|---|
| Active | 42 | ||
| On leave | 18 | 43% | |
| Terminated | 3 | 17% | |
| Rehireable | 1 | 33% |
Sample counts per stage
Which employees are Active or On leave in each department, location and entity at the extraction time?
Which employees have salaries outside the applicable pay grade in the same currency?
Which applications remain in the recruiting stages for each requisition?
Read offer status, base salary, Currency, start date, expires at and approved by to identify unresolved decisions and expiring offers.
Do pending and taken days agree with request movements for the same employee and leave type?
Do the statement population and prepared pay values explain the run totals within the calendar and currency?
Summarize active benefit enrollment employee contribution and employer contribution by Plan, coverage tier and effective window without implying carrier acceptance.
Group performance reviews by Cycle, review type, Status and overall rating, separating unsubmitted or uncalibrated work from released results.
Which assignments remain unresolved and which retained evidence has reached its expiration date?
See how HRMS fits your kind of team.
Coordinate employee assignments and separate calendars while preserving local operating decisions.
Coordinate hiring, weekly hours and employee development for project-based teams.
Coordinate location-based employment, joining tasks and required learning for distributed staff.
Each stage of hiring and employee lifecycle names the role that acts and the status it records, so a change is never anonymous.
Each stage, the role that acts and the status it records
Ask for bounded preparation and reconciliation while keeping human decisions with the authorized role.
Set up connections through ERP.AI and Proto workflows, with every change logged.
Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.
Browse all 35 tablesStart with one team and one process, then add the rest once the basics are running.
Choose the entity, country, department, location and payroll calendar for the pilot. Confirm who prepares hiring, decides compensation and reviews payroll. Record which external providers are required and which handoffs remain manual.
Prepare position records, pay grades, organizational masters, leave types, benefit plans and the course catalog. Follow the reference order in the data model and verify import-trigger behavior before loading transaction history.
Map user accounts to employee records and test own-record and assigned-manager scope. Confirm Hiring Manager workflow actions, executive read-only pay access and protected employee fields. Review temporary seeding access separately.
Run a requisition and offer decision through employee provisioning. Inspect joining tasks, leave balance movement, an election window, repeat performance-cycle opening and mandatory learning assignment.
Compare the pilot run’s employee population, statements and deductions. Configure tax calculation with the payroll owner and verify the agreed result. Check the posting stamp and failed provider outcomes separately.
$0per user
The base account and everyday work in the ERP.AI app are free, for every user.
| 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 |
Click Get started, then use Proto to configure HRMS for your business. Choose a pilot department and payroll calendar, import the referenced employee and position records, then rehearse an offer, joining tasks, leave and an internal payroll pre-check with the responsible team.
Recruiting, accepted-offer provisioning, current employee records and lifecycle history, joining and leaving tasks, leave balances, timesheets, payroll preparation, benefits, performance and learning. The Employees page also supports authorized employee detail, department headcount navigation and linked salary-band exceptions.
CHRO / VP People decides out-of-band compensation through the workflow. HR Business Partner (HRBP) handles in-band approval. The comparison uses the linked position pay grade and a compatible currency; missing or conflicting band data needs resolution before a decision.
Configure Employee self-service for the person's own records. Map accounts to employees, then test pay statements and reports with different Employee accounts. Include attempts to open another person's records before enabling self-service for the wider team.
Submission reserves pending days. Approval releases pending days, adds taken days and records the approval date; rejection or cancellation releases pending days. A needed balance is created for the employee and leave type so the movement is retained. Requested days include the start date, end date and any intervening weekends. Confirm this calendar-day basis and approval-time treatment with the team during the pilot.
Agree the calendar, active employee population, earnings basis and benefit deductions with Payroll Admin. Configure tax calculation with the payroll owner before live use. Agree the run approval responsibility and rehearse the tax service confirmation route alongside the internal pre-check.
A prepared or internally approved run needs a separately verified payment connection and actual outcome evidence. The posting date records the run's entry to Posted. Bank delivery, accounting posting and tax filing remain distinct handoffs to configure and reconcile.
The enrollment workflow validates the plan window and enrollment event before activating the internal election and computing contributions. Configure carrier delivery separately and reconcile its confirmed coverage response with the active election.
Cycle opening and new-hire learning check existing employee assignments before creating needed work. Rehearse a repeated cycle update and a hire with an existing required enrollment. Compare the original assignments afterward and confirm that each person retains the intended work without another copy.
Agree how submission, release and acknowledgment dates are recorded. During the pilot, compare each date with the actual review action before using it in a report. Keep the assigned reviewer, cycle and subject visible when discussing any discrepancy.
Start free, then use Proto to change fields, steps and approvals before your team goes live.