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- HRMS
- Data model
The tables behind HRMS
HRMS ships with 35 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
- 35
- Features
- 8
- Change it
- Add fields and tables in Proto
How the model is organised
Employee records
Employees anchors employment history, Positions, Departments, job titles, Locations, pay grades and payroll calendars. Users provides account and role records; account-to-employee scope needs explicit configuration.
Recruiting and offers
Candidates can have Applications to separate job requisitions. Interviews links Application. Offers links Application, Candidate and Position; interview position context is reached through Applications.Requisition and job requisitions.Position.
Onboarding and offboarding
Onboarding checklists contains employee lifecycle task groups. Onboarding tasks links its checklist, Assignee and any payroll run handoff.
Leave and time
Leave requests and leave balances reference Employee and leave type. Time entries links Timesheets, which identifies the employee and week.
Payroll and filings
Payroll runs links Calendar. Pay statements links Run and Employee; pay statement lines links pay statements. Tax filings and Locations use tax jurisdictions where configured.
Benefits enrollment
Benefit enrollments links Employee and Plan with effective dates, election event and contributions.
Performance and goals
Goals and performance reviews use employee and Cycle references; Subject and Reviewer remain distinct on a review.
Learning and certification
Course enrollments and training records link Employee and Course while keeping assignment and retained evidence separate.
Every table, by feature
- Employee records10
- Recruiting and offers11
- Onboarding and offboarding9
- Leave and time6
- Payroll and filings10
- Benefits enrollment6
- Performance and goals4
- Learning and certification5
- Employees
The central person record that every transaction in the suite ties back to.
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 - Positions
Seat-level org entries that employees fill.
Linked to Job titles, Departments, Locations, Pay grades - Departments
Organizational departments with GL cost centers and department heads.
Linked to Departments, Employees - Job titles
Canonical job titles with job family, level and exempt status.
Linked to Pay grades - Locations
Physical and remote work locations with country and tax jurisdiction.
Linked to Tax jurisdictions - Pay grades
Salary bands tied to job titles and positions.
- Payroll calendars
Named pay schedules with frequency, entity, country and cutoff.
- Exchange rates
Read-only effective exchange rates for this app.
- Users
Users
Linked to Users
- Job requisitions
Approved positions opened to recruiting.
Linked to Positions, Job titles, Departments, Locations - Candidates
Person pool in the ATS - may apply to multiple requisitions.
Linked to Employees - Applications
A candidate applying to a requisition - the ATS pipeline record.
Linked to Candidates, Job requisitions, Employees - Interviews
Scheduled interviews against an application with scorecard capture.
Linked to Applications, Employees - Offers
Offer letter, approval chain and e-sign state.
Linked to Applications, Candidates, Positions, Employees - Positions
Seat-level org entries that employees fill.
Linked to Job titles, Departments, Locations, Pay grades - Job titles
Canonical job titles with job family, level and exempt status.
Linked to Pay grades - Departments
Organizational departments with GL cost centers and department heads.
Linked to Departments, Employees - Locations
Physical and remote work locations with country and tax jurisdiction.
Linked to Tax jurisdictions - Pay grades
Salary bands tied to job titles and positions.
- Employees
The central person record that every transaction in the suite ties back to.
Linked to Positions, Departments, Locations, Employees
- Onboarding checklists
The per-hire or per-separation container of tasks.
Linked to Employees - Onboarding tasks
Individual tasks that fan out to IT, Facilities, Payroll, Manager and the new hire.
Linked to Employees, Onboarding checklists, Payroll runs - Employees
The central person record that every transaction in the suite ties back to.
Linked to Positions, Departments, Locations, Employees - Offers
Offer letter, approval chain and e-sign state.
Linked to Applications, Candidates, Positions, Employees - Positions
Seat-level org entries that employees fill.
Linked to Job titles, Departments, Locations, Pay grades - Locations
Physical and remote work locations with country and tax jurisdiction.
Linked to Tax jurisdictions - Employment history
Every lifecycle event: hire, promotion, transfer, comp change, manager change, leave of absence, termination.
Linked to Employees, Positions - Payroll runs
A scheduled execution of payroll for a calendar and period.
Linked to Payroll calendars, Employees - Course enrollments
Employee enrollment in a course - the LMS transaction record.
Linked to Courses, Employees
- Leave requests
Employee-submitted leave requests requiring manager approval.
Linked to Employees, Leave types - 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 - Timesheets
Weekly timesheet header per employee.
Linked to Employees - Time entries
Hours against a day, project or cost center.
Linked to Timesheets - Employees
The central person record that every transaction in the suite ties back to.
Linked to Positions, Departments, Locations, Employees
- Payroll calendars
Named pay schedules with frequency, entity, country and cutoff.
- 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 run.
Linked to Payroll runs, Employees - Pay statement lines
Each earning, benefit deduction, tax and garnishment on a pay statement.
Linked to Tax jurisdictions, Pay statements - Tax jurisdictions
Tax-authority records driving withholding and filings.
- Tax filings
Payroll tax filings produced from a run, remitted to an authority.
Linked to Tax jurisdictions, Payroll runs - Employees
The central person record that every transaction in the suite ties back to.
Linked to Positions, Departments, Locations, Employees - Benefit enrollments
Per-employee enrollment in a benefit plan, with dependents and effective dates.
Linked to Employees, Benefit plans - Leave requests
Employee-submitted leave requests requiring manager approval.
Linked to Employees, Leave types - Timesheets
Weekly timesheet header per employee.
Linked to Employees
- Benefit plans
Enrollable benefit plans by country and employee class.
- Benefit enrollments
Per-employee enrollment in a benefit plan, with dependents and effective dates.
Linked to Employees, Benefit plans - Employees
The central person record that every transaction in the suite ties back to.
Linked to Positions, Departments, Locations, Employees - 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 run.
Linked to Payroll runs, Employees - Pay statement lines
Each earning, benefit deduction, tax and garnishment on a pay statement.
Linked to Tax jurisdictions, Pay statements
- 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 - Employees
The central person record that every transaction in the suite ties back to.
Linked to Positions, Departments, Locations, Employees
- Courses
LMS catalog of learning content and certifications.
- Course enrollments
Employee enrollment in a course - the LMS transaction record.
Linked to Courses, Employees - Training records
The durable, audit-safe record of completed training and certifications.
Linked to Employees, Courses - Employees
The central person record that every transaction in the suite ties back to.
Linked to Positions, Departments, Locations, Employees - Positions
Seat-level org entries that employees fill.
Linked to Job titles, Departments, Locations, Pay grades
Keys and references
The model contains 35 tables. Preserve exact identifiers, reference targets, field names and select values. Stage on Applications differs from Status on other transactions. Course enrollments uses the exact value In Progress, while other records may use in progress. Leave requests.Days counts inclusive calendar days, including weekends. Exchange rates is a read-only effective-rate source. Agree any currency conversion connection separately during setup.
Human-readable numbers identify operational records, but do not assume an undocumented uniqueness rule or merge people by name. Resolve Candidate, Employee, Position, Cycle and Run references before importing dependent work.
Migration order
- Organizational setup. Load Departments, job titles, Locations, pay grades, tax jurisdictions and payroll calendars, resolving circular head and reporting references deliberately.
- Positions and employees. Resolve Positions and Employees, then Manager, Head and reporting links; configure Users subject mapping separately.
- Recruiting. Load job requisitions and Candidates before Applications, Interviews and Offers.
- Employee transactions. Load lifecycle history, checklists, tasks, leave types and balances, then requests and time headers before entries.
- Recurring work. Load benefit plans before enrollments, performance cycles before Goals and reviews, Courses before course and training records.
- Payroll history. Load payroll runs before pay statements, then statement lines and linked tax filings. Check import-trigger behavior to avoid generating duplicate workflow work.
Set up HRMS your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.