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HRMS with Document Vault · Available now

Run people operations from hiring through pay and development.

The system keeps the employee record at the center of hiring, organizational changes, time, pay and development. HR Business Partner maintains the person and position records.

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

Active employees

Employees in one list

New employee
Employees in view
6
Active
6
Employee IDFull nameDepartmentPositionManagerHire date
EMP-3014Camila DuarteRecords ComplianceRecruiting lead, TorontoEsra Demir28 Oct
EMP-3059Arjun MehtaBenefits AdministrationCompliance analyst, remoteEsra Demir31 Oct
EMP-3102Yara HaddadRecords CompliancePayroll associate, PortlandNia Campbell18 Oct
EMP-3147Benedict ShawBenefits AdministrationBenefits manager, LondonSana Mirza04 Nov
EMP-3191Sana MirzaRecords ComplianceIT administrator, PhoenixCamila Duarte14 Oct
6 of 6 records
EMP-3014Employees · EMP-31816
Active
Full nameCamila Duarte
DepartmentRecords Compliance
PositionRecruiting lead, Toronto
ManagerEsra Demir
Hire date28 Oct
Open requisitionEMP-31816 · EMP-3014

Admin reviews the requisition decision.

Waiting for Admin
ApproveReturn
Example screen with sample data
Tables, ready to use
36
Saved views
14
Roles with set permissions
8
Reports and dashboards
9
Features

Work from the employee record

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

People records

The employee register ties each person to a position, department, location and manager.

  • Confirm the person
  • Record the change
  • Review the result
  • Employees
  • Employment history
  • Positions
  • Departments
  • Job titles
  • Locations
Explore people records
OverviewActive employees
HRMS with Document Vault · People records

Active employees

Employees

New
Employee IDFull nameDepartmentPositionManagerHire date
EMP-3014Camila DuarteRecords ComplianceRecruiting lead, TorontoEsra Demir28 Oct
EMP-3059Arjun MehtaBenefits AdministrationCompliance analyst, remoteEsra Demir31 Oct
EMP-3102Yara HaddadRecords CompliancePayroll associate, PortlandNia Campbell18 Oct
EMP-3147Benedict ShawBenefits AdministrationBenefits manager, LondonSana Mirza04 Nov
EMP-3191Sana MirzaRecords ComplianceIT administrator, PhoenixCamila Duarte14 Oct
6 of 6 records
EMP-3014Employees · EMP-31816
Active
Full nameCamila Duarte
DepartmentRecords Compliance
PositionRecruiting lead, Toronto
ManagerEsra Demir
Hire date28 Oct
Example screen with sample data
Process

Follow a hire through pay

Hire to pay ships ready to use. 4 steps need a named approval before the work moves on: Open requisition (Admin), Approve offer (Admin), Approve time and leave (Admin) and Approve payroll (Admin).

Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.

  1. Open requisition

    Approve the position and headcount before recruiting begins.

    EMP-3014EMP-31816 · Recruiter
    Open requisitionBy Recruiter
    ApprovalAdmin reviews the requisition decision.

  2. Review candidates

    Connect applicants, interviews and recommendations to the opening.

    EMP-3014EMP-31816 · Recruiter
    Review candidatesBy Recruiter

  3. Approve offer

    Review the pay and start date before the offer is sent.

    EMP-3014EMP-31816 · Recruiter
    Approve offerBy Recruiter
    ApprovalAdmin reviews the offer decision.

  4. Prepare onboarding

    Assign the start work and follow each task to completion.

    EMP-3014EMP-31816 · HR Business Partner
    Prepare onboardingBy HR Business Partner

  5. Approve time and leave

    Review dated requests and hours before pay.

    EMP-3014EMP-31816 · Employee
    Approve time and leaveBy Employee
    ApprovalAdmin reviews the request or timesheet.

  6. Approve payroll

    Reconcile statements and totals before posting.

    EMP-3014EMP-31816 · Payroll Admin
    Approve payrollBy Payroll Admin
    ApprovalAdmin reviews the pending run.

Start with Hiring

Inside a record

Connect the systems around HR

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

    Full name, Department, Position and Manager.

  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

    Prepare onboarding and Approve time and leave, with the role that acts.

  5. 5
    Approvals

    Open requisition and Approve offer, with who decides.

Active employeesEMP-3014
HRMS with Document Vault · Employees

EMP-3014

Camila Duarte · Active

Log activity
1
Record details
Full nameCamila Duarte
DepartmentRecords Compliance
PositionRecruiting lead, Toronto
ManagerEsra Demir
2
Applications

EMP-3014

Application numberCandidateRequisition
APP-67028Tess OkoroWarehouse trainer, Reno
APP-42267Jonah PierceIT administrator, Phoenix
APP-15304Nadia SalehCompliance analyst, remote
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

  • Prepare onboardingHR Business Partner
  • Approve time and leaveEmployee
5

Approvals

  • Open requisitionAdmin
    Approved
  • Approve offerAdmin
    Waiting
Example screen with sample data
Approvals

Keep decisions with the right owner

OverviewApprovals
HRMS with Document Vault · Overview

Approvals

Signed in as Admin

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • LR-95923LR-95923
    Requested by Hugo Laurent
    Submitted2dActions
  • LR-75687LR-75687
    Requested by Benedict Shaw
    Submitted4dActions
  • LR-84702LR-84702
    Requested by Nia Campbell
    Submitted3dActions
  • LR-24490LR-24490
    Requested by Minh Pham
    Submitted4dActions

Who approves what

DecisionApprover
Open requisitionApprove the position and headcount before recruiting begins.Admin
Approve offerReview the pay and start date before the offer is sent.Admin
Approve time and leaveReview dated requests and hours before pay.Admin
Approve payrollReconcile statements and totals before posting.Admin
4 approval rules · set per role in Proto
Example screen with sample data
Who can approve what
Roles

A workspace for each role

Everyone opens HRMS with Document Vault 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-3969113 Oct16 OctLeave without payDraftEsra Demir
LR-2314714 Oct16 OctCaregiver leaveSubmittedYara Haddad
LR-2733917 Oct23 OctAdoption leaveApprovedNia Campbell
LR-2043424 Oct27 OctAdoption leaveTakenYara Haddad
LR-8603528 Oct02 NovAdoption leaveDraftCamila Duarte
6 of 6 records
Example screen with sample data

Roles and permissions

Reports

Answer operating questions

Follow hiring, leave, payroll, reviews and training from their source records.

Overview
HRMS with Document Vault · Overview

HRMS with Document Vault dashboard

This quarter

Leave requests in view
6
Submitted
6

Employees by status

How far records got this quarter

StageReachedStep
Active31
On leave1652%
Terminated1169%
Rehireable655%

Number of employees by status

Sample counts per stage

800
60Active
80On leave
50Terminated
80Rehireable
Example screen with sample data
  1. 01Headcount by department

    Compare active employees by department and position.

  2. 02Recruiting funnel

    Count applications by requisition and stage.

  3. 03Open requisition demand

    Sum headcount on open requisitions by department.

  4. 04Leave balance position

    Compare accrued, taken and pending leave by employee and type.

  5. 05Timesheet approval backlog

    Count submitted timesheets by approver and week.

  6. 06Payroll run totals

    Compare gross and net totals by calendar and pay period.

  7. 07Review cycle progress

    Count review statuses by cycle and reviewer.

  8. 08Training expiration queue

    Group training records by expiration date and status.

  9. 09Tax filing due dates

    Show filing amount, due date and status by jurisdiction.

All reports and dashboards

Who it's for

Fit your workforce shape

See how HRMS with Document Vault fits your kind of team.

Multisite employers

Teams with staff across legal entities and locations can keep their employee and payroll context explicit.

Growing service teams

A growing services business can follow hiring demand and the work required for each new starter.

Distributed operations

Distributed teams can manage leave and time with a named employee, manager and weekly period.

Controls

Check dates, states and references

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

OverviewHire to pay
HRMS with Document Vault · Process

Hire to pay

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

Process stages
10
Approval steps
4
Roles involved
5
Tables touched
21
Open requisitionApproval
Recruiter
StatusPending approval → Approved
RecordsJob requisitions, Positions
Approve offerApproval
Recruiter
StatusPending approval → Approved
RecordsPositions, Offers
Approve time and leaveApproval
Employee
StatusSubmitted → Approved
RecordsLeave requests, Timesheets, Employees
Hire to pay
  1. Start
    Open requisitionPending approval → Approved
    Job requisitions
  2. Approval
    Approve offerPending approval → Approved
    Positions
  3. Approval
    Approve time and leaveSubmitted → Approved
    Leave requests
  4. Step
    Calculate payrollDraft → Calculating → pending approval
    Pay statement lines
  5. Approval
    Approve payrollPending approval → Approved
    Payroll Admin
Example screen with sample data

See each stage in detail

AI agent

Let Proto prepare the next review

Use an assistant to prepare HR worklists and explain linked records for human review.

It can

  • Recruiter: Find open requisitions and summarize applications awaiting the next interview decision.
  • HR Business Partner: Gather the employee and position context for a proposed lifecycle change.
  • Payroll Admin: Compare pay run totals with employee statements and lines before approval.
  • L&D Admin: List training records whose expiration dates need follow-up.

Stays with a person

  • The responsible person checks the source record and makes each approval.
  • Verify employee identity, access rights, period and amount before changing a consequential 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.

  • HRMS with Document Vault
  • Payment provider
  • Recruiting calendar
  • 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 records7
  • Recruiting5
  • Onboarding5
  • Time and leave5
  • Payroll and benefits8
  • Performance4
  • Learning4
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. Map people and positions

    Confirm department, location, manager, position and employment status for the pilot population.

  2. Configure policy records

    Review leave types, pay grades, benefit plans, course assignments and payroll calendars.

  3. Rehearse decisions

    Follow a requisition, leave request, timesheet and pay run with the relevant owners.

  4. Reconcile results

    Compare employee references, dated events, statement lines and final totals 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 HRMS with Document Vault.

All questions
How do I get started?

Click Get started, then use Proto to configure the HR app for your business. Begin with employee, position, leave and payroll records for one team.

Can employees enter their own leave?

Employees can enter leave requests with dates and a leave type, then follow the recorded status.

How are hiring decisions tracked?

Recruiter links a candidate to a requisition through an application, records interview outcomes and prepares an offer for review.

Can we track onboarding work?

A checklist groups assigned onboarding tasks, due dates and completion states for each employee.

Where do payroll totals come from?

A payroll run groups statements for its calendar and period. Statement lines explain earnings, deductions and taxes.

How are benefit enrollments organized?

Each enrollment links an employee to a benefit plan, coverage tier, effective dates and status.

How does HR review performance progress?

HR Business Partner follows goals and reviews by employee and cycle. Admin manages the cycle dates and state.

How do we follow course completion?

Course enrollments track assignments and outcomes. Training records carry completed learning and expiration dates.

What should we check before release?

Reconcile employee references, approver ownership, pay periods and statement totals with the people who run each process.

Set up HRMS with Document Vault 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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