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- HRMS with Document Vault
- Data model and import order
The tables behind HRMS with Document Vault
HRMS with Document Vault ships with 36 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
- 36
- Features
- 7, plus shared settings
- Change it
- Add fields and tables in Proto
How the model is organised
People:
Employees, Positions, Departments, Locations, employment history and pay grades establish the employee's organization and dated changes.
Hiring:
Job requisitions, Candidates, Applications, Interviews and Offers track demand and decisions.
Time:
Leave types, leave balances, leave requests, Timesheets and time entries connect absence and hours to people.
Pay:
Payroll calendars, payroll runs, pay statements, pay statement lines, benefit enrollments and tax filings retain the period and jurisdiction context.
Development:
Performance cycles, performance reviews, Goals, Courses, course enrollments and training records keep reviews and learning tied to employees.
Every table, by feature
- People records7
- Recruiting5
- Onboarding5
- Time and leave5
- Payroll and benefits8
- Performance4
- Learning4
- Shared and settings3
- Employees
Central person record for every worker; all suite transactions tie back to Employees.
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 an Employee fills.
Linked to Job titles, Departments, Locations, Pay grades - Departments
Organizational departments with parent hierarchy and cost centers.
Linked to Departments, Employees - Job titles
Canonical job titles with job family, level and exempt status.
Linked to Pay grades - Locations
Physical and remote locations where employees work.
Linked to Tax jurisdictions - Pay grades
Salary bands tied to job titles and positions.
- Job requisitions
Approved positions opened to recruiting.
Linked to Positions, Job titles, Departments, Locations - Candidates
Person pool in the applicant tracking system.
Linked to Employees - Applications
A candidate applying to a requisition; the recruiting pipeline record.
Linked to Candidates, Job requisitions, Employees - Interviews
Scheduled interviews against an application with scorecards.
Linked to Applications, Employees - Offers
Offer letter, approval chain and e-signature state.
Linked to Applications, Candidates, Positions, Employees
- Employees
Central person record for every worker; all suite transactions tie back to Employees.
Linked to Positions, Departments, Locations, Employees - Offers
Offer letter, approval chain and e-signature state.
Linked to Applications, Candidates, Positions, Employees - Onboarding checklists
Per-hire or per-separation container of onboarding and offboarding tasks.
Linked to Employees - Onboarding tasks
Individual tasks that fan out to IT, Facilities, Payroll, HR, Manager and the new hire.
Linked to Onboarding checklists, Employees - Employment history
Every lifecycle event: hire, promotion, transfer, comp change, manager change, leave of absence, termination.
Linked to Employees, Positions
- Leave requests
Employee-submitted leave requests requiring manager approval.
Linked to Employees, Leave types - Leave balances
Current leave balance per employee per leave type, maintained by accrual.
Linked to Employees, Leave types - Leave types
Leave categories with country- and class-scoped accrual rules.
- Timesheets
Weekly timesheet header per employee.
Linked to Employees - Time entries
Hours against a day, project or cost center.
Linked to Timesheets
- Payroll calendars
Named pay schedules per legal entity, country and currency.
- 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 payroll run.
Linked to Payroll runs, Employees - Pay statement lines
Earnings, benefit deductions, taxes and garnishments on a pay statement.
Linked to Pay statements, Tax jurisdictions - Benefit plans
Enrollable benefit plans such as medical, dental, retirement and life.
- Benefit enrollments
Per-employee enrollment in a benefit plan with dependents and dates.
Linked to Employees, Benefit plans - Tax filings
Payroll tax filings produced from a run and remitted to an authority.
Linked to Tax jurisdictions, Payroll runs - Tax jurisdictions
Tax-authority records driving withholding and filings.
- 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
Central person record for every worker; all suite transactions tie back to Employees.
Linked to Positions, Departments, Locations, Employees
- Courses
Learning catalog of courses and certifications.
- Course enrollments
Employee enrollment in a course; the learning transaction record.
Linked to Courses, Employees - Training records
Durable, audit-safe record of completed training and certifications.
Linked to Employees, Courses - Employees
Central person record for every worker; all suite transactions tie back to Employees.
Linked to Positions, Departments, Locations, Employees
Keys and references
Keep source employee identifiers stable and link each transaction by its reference, rather than matching names. Preserve effective dates for position, benefit and payroll changes. Check calendar, country and currency before loading statements. Match each application to one candidate and requisition.
Migration order
- Load Departments, Locations, job titles, pay grades, Positions and payroll calendars.
- Load Employees and employment history, then leave types, benefit plans and Courses.
- Load job requisitions and the candidate pipeline; load leave and time records by employee.
- Load payroll runs, statements and lines, then performance and learning records.
- Reconcile references, date ranges and totals with the operating owners before the next cycle.
Set up HRMS with Document Vault your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.