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- HRMS
- Who it's for
- Office and field teams
Office and field teams
Employers with office, remote, field or hybrid locations need joining work and employee information that remains tied to the intended location and manager. Each location records its type and country; positions and employees use those references for recruiting and current employment. HRMS combines that context with assigned onboarding work, leave requests and course evidence. Agree the location-specific joining tasks and manager route during setup.
How HRMS is set up for you
Confirm where the employee belongs
Recruiter prepares the vacancy against the intended position and location. Accepted-offer provisioning derives organizational references from that position and country from its location. Inspect the result before the employee receives joining work or a payroll assignment.
Assign practical joining work
Joining tasks distinguish Facilities, IT, Payroll, HR and Training categories with an assignee, due date, evidence and status. Blocked work stays visible to the coordinator. An equipment or access request needs confirmation from its responsible provider before completion is claimed.
Route absence to the intended manager
A blank leave approver defaults to the employee's manager. Submission reserves pending days and the recorded decision updates the balance. Verify the assigned approver's workflow scope so distributed management does not expose unrelated employees' requests.
Retain learning evidence
L&D Admin follows mandatory course enrollments and the completion and expiry dates of training records. An assigned safety or compliance course is a recorded requirement; completion evidence and provider certification remain separate checks. Do not infer statutory eligibility from a stored certificate link.
Employers with office, remote, field or hybrid locations need joining work and employee information that remains tied to the intended location and manager. Each location records its type and country; positions and employees use those references for recruiting and current employment. HRMS combines that context with assigned onboarding work, leave requests and course evidence. Agree the location-specific joining tasks and manager route during setup.
Begin with a location whose joining task owners and manager can rehearse a complete hire. Inspect the employee's location, manager and payroll calendar, complete a task with evidence and leave another Blocked. Submit leave through the assigned manager route, then compare the balance movement with the recorded decision.
Add a mandatory course and compare enrollment progress with the retained training record. Finally, rehearse separation with equipment and identity-provider tasks still unresolved. The coordinator should be able to name the next owner without treating Terminated as proof of every external outcome. Follow [joining](/hrms-suite/processes/accepted-offer-to-onboarding) and [separation](/hrms-suite/processes/employee-change-and-separation) for the pilot.
Features to start with
Onboarding and offboarding
Assign joining and leaving work with named employees, evidence and payroll handoffs.
Employee records
Keep current employment and salary-band decisions connected to the employee history.
Recruiting and offers
Follow approved headcount through candidate review, offer decisions and accepted hiring.
Roles on the team
- Employee
- 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.
- L&D Admin
- 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.
- Recruiter
- 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.
- Payroll Admin
- 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.
- CHRO / VP People
- 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.
Set up HRMS your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.