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Staffing Agencies HRMS

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HRMS for Staffing Agencies · Available now

Keep your own workforce work in order.

A staffing firm can use this HRMS for its own people operations. Recruiter works from internal job requisitions through Applications, Interviews and Offers.

Start now Download Proto
  • No per-user fees
  • Manual work is free
  • Configure it in Proto
OverviewLeave approval inbox
Staffing Agencies HRMS · Leave requests

Leave approval inbox

Approval conditions

New leave request
Leave requests in view
6
Request numberEmployeeLeave typeStart dateEnd dateApprover
LR-43661Anika ShahParental leave24 Oct28 OctAnika Shah
LR-91748Anika ShahBereavement leave18 Oct20 OctOlivia Brooks
LR-69571Minh NguyenSick leave, full-time19 Oct26 OctTessa Clarke
LR-62991Olivia BrooksBereavement leave20 Oct24 OctRosa Martinez
LR-50103Minh NguyenJury duty leave21 Oct24 OctRosa Martinez
6 of 6 records
Parental leaveLeave requests · LR-43661
EmployeeAnika Shah
Start date24 Oct
End date28 Oct
ApproverAnika Shah
Open a requisitionLR-43661 · Parental leave

HR Business Partner reviews the internal opening.

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

See the work behind each employee

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

Internal recruiting

Follow an internal opening from approved requisition through interviews and an accepted offer.

  • Opening
  • Candidate
  • Decision
  • Job requisitions
  • Positions
  • Job titles
  • Candidates
  • Applications
  • Interviews
Explore internal recruiting
OverviewRequisition approval inbox
Staffing Agencies HRMS · Internal recruiting

Requisition approval inbox

Approval waits for the HR business partner

New
Requisition numberStatusHeadcountJob titleDepartmentHiring manager
JR-42428Pending approval6Client account managerClient servicesFatima Saleh
JR-65323Pending approval29Workforce schedulerInformation systemsOlivia Brooks
JR-37554Pending approval18Regional operations managerPeople and cultureRosa Martinez
JR-27882Pending approval28Talent acquisition leadClient servicesAnika Shah
JR-50565Pending approval24Client account managerClient servicesFatima Saleh
6 of 6 records
Client account managerJob requisitions · JR-42428
Pending approval
Headcount6
DepartmentClient services
Hiring managerFatima Saleh
Example screen with sample data
Process

Follow an internal hire into pay

Internal hire to first pay cycle ships ready to use. 4 steps need a named approval before the work moves on: Open a requisition (HR Business Partner), Approve an offer (HR Business Partner), Approve time (Hiring Manager) and Approve payroll (Hiring Manager).

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

  1. Open a requisition

    Review headcount and approve the internal opening before recruiting starts.

    Parental leaveLR-43661 · HR Business Partner
    Open a requisitionBy HR Business Partner
    ApprovalHR Business Partner reviews the internal opening.

  2. Review an application

    Keep each candidate's application tied to the right requisition.

    Parental leaveLR-43661 · Recruiter
    Review an applicationBy Recruiter

  3. Approve an offer

    Check salary against the position and record the decision before sending.

    Parental leaveLR-43661 · HR Business Partner
    Approve an offerBy HR Business Partner
    ApprovalHR Business Partner reviews the offer against the position's pay grade.

  4. Prepare the hire

    Set the employee context and assign onboarding work.

    Parental leaveLR-43661 · HR Business Partner
    Prepare the hireBy HR Business Partner

  5. Approve time

    Inspect submitted hours and leave before the pay period closes.

    Parental leaveLR-43661 · Hiring Manager
    Approve timeBy Hiring Manager
    ApprovalThe employee named as approver reviews the submitted timesheet and leave request.

  6. Approve payroll

    Reconcile statements and totals before posting a pay run.

    Parental leaveLR-43661 · Payroll Admin
    Approve payrollBy Payroll Admin
    ApprovalThe employee named as payroll approver reviews the run and statements.

Start with Internal hiring

Inside a record

Connect confirmed results

Open any leave request to see the roles that work on it, its process stages and its approvals on one page.

  1. 1
    Record details

    Employee, Start date, End date and Approver.

  2. 2
    Linked records

    Records linked to this leave request.

  3. 3
    Who works on it

    Employee, Payroll Admin and CHRO / VP People, each with their own permissions.

  4. 4
    Process stages

    Record time and leave, with the role that acts.

  5. 5
    Approvals

    Open a requisition and Approve an offer, with who decides.

Leave approval inboxParental leave
Staffing Agencies HRMS · Leave requests

Parental leave

Log activity
1
Record details
EmployeeAnika Shah
Start date24 Oct
End date28 Oct
ApproverAnika Shah
3

Who works on it

  • EmployeeManage Goals, leave requests, time entries, Timesheets
  • Payroll AdminManage pay statement lines, pay statements, payroll calendars…
  • CHRO / VP PeopleView Applications, benefit enrollments, benefit plans…
4

Process stages

  • Record time and leaveEmployee
5

Approvals

  • Open a requisitionHR Business Partner
    Approved
  • Approve an offerHR Business Partner
    Waiting
Example screen with sample data
Approvals

Make each people decision visible

The approver named on a record must have the right access to inspect and record the decision. Test this with an actual account before the first cycle.

OverviewApprovals
Staffing Agencies HRMS · Overview

Approvals

Signed in as HR Business Partner

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • LR-43661Parental leave
    Requested by Anika Shah
    Waiting2dActions
  • LR-91748Bereavement leave
    Requested by Anika Shah
    Waiting4dActions
  • LR-69571Sick leave, full-time
    Requested by Minh Nguyen
    Waiting2dActions
  • LR-62991Bereavement leave
    Requested by Olivia Brooks
    Waiting4dActions

Who approves what

DecisionApprover
Open a requisitionReview headcount and approve the internal opening before recruiting starts.HR Business Partner
Approve an offerCheck salary against the position and record the decision before sending.HR Business Partner
Approve timeInspect submitted hours and leave before the pay period closes.Hiring Manager
Approve payrollReconcile statements and totals before posting a pay run.Hiring Manager
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 Staffing Agencies HRMS 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 dateStatusLeave typeApprover
LR-9350019 Oct24 OctDraftSick leave, full-timeAnika Shah
LR-6664515 Oct17 OctSubmittedCompensatory time offKenji Mori
LR-2896725 Oct01 NovApprovedParental leaveDaniel Mensah
LR-3466209 Oct15 OctTakenSick leave, full-timeKenji Mori
LR-5750023 Oct01 NovDraftParental leaveFatima Saleh
6 of 6 records
Example screen with sample data

Roles and permissions

Reports

Find work that needs attention

Answer practical questions from recruiting, people, time, pay and learning records.

Overview
Staffing Agencies HRMS · Overview

Staffing Agencies HRMS dashboard

This quarter

Timesheets in view
6
Total hours
240

Leave requests by status

How far records got this quarter

StageReachedStep
Draft44
Submitted1125%
Approved327%
Rejected133%

Number of leave requests by status

Sample counts per stage

100
10Draft
-30Submitted
-10Approved
0Rejected
10Cancelled
Example screen with sample data
  1. 01Internal requisition pipeline

    Group job requisitions by Status, Department and Recruiter to see open hiring work.

  2. 02Application stage movement

    Count Applications by Stage, Requisition and Recruiter.

  3. 03Offer outcomes

    Compare Offers by Status, Position and Currency.

  4. 04Employee distribution

    Show Employees by Department, Position, Manager and Status.

  5. 05Leave demand

    Group leave requests by leave type, Status and start date.

  6. 06Weekly hours

    Sum time entry hours by timesheet employee, Date and Category.

  7. 07Payroll cycle totals

    Compare payroll run gross total and net total with pay statements by Run.

  8. 08Training expiry

    List training records by Status, expiration date and Employee.

  9. 09Review completion

    Group performance reviews by Cycle, Status and Reviewer.

All reports and dashboards

Who it's for

Fit the firm's internal team

See how Staffing Agencies HRMS fits your kind of team.

Single-office staffing firms

Organize the firm's own recruiting, people and pay work in one office.

Multi-entity staffing groups

Keep the group's own employee and payroll contexts clear across entities and countries.

Growing recruiting teams

Manage internal team hiring and development as the firm's recruiting staff expands.

Controls

Keep decisions with their records

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

OverviewInternal hire to first pay cycle
Staffing Agencies HRMS · Process

Internal hire to first pay cycle

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

Process stages
10
Approval steps
4
Roles involved
4
Tables touched
16
Open a requisitionApproval
HR Business Partner, Recruiter
StatusDraft → pending approval
RecordsJob requisitions
Complete interviews
Recruiter
StatusScheduled → Completed
RecordsApplications, Interviews, Offers
Approve an offerApproval
HR Business Partner, Recruiter
StatusDraft → pending approval
RecordsPositions, Offers
Internal hire to first pay cycle
  1. Start
    Open a requisitionDraft → pending approval
    Job requisitions
  2. Step
    Complete interviewsScheduled → Completed
    Applications
  3. Approval
    Approve an offerDraft → pending approval
    Positions
  4. Step
    Confirm acceptanceApproved → Sent
    Applications
  5. Step
    Prepare the hirePending → in progress → Completed
    Onboarding checklists
Example screen with sample data

See each stage in detail

AI agent

Prepare work with Proto

Ask Proto to prepare HRMS work for the right human decision.

It can

  • Recruiter: Find internal requisitions awaiting approval and show the applications attached to an open role.
  • HR Business Partner: Compare an employee's current position with dated employment history before a change.
  • Payroll Admin: Prepare a list of submitted timesheets, approved leave and statement totals for a pay run review.
  • L&D Admin: Find training records approaching their expiration date and the related employee and course.

Stays with a person

  • A human decides whether to approve a requisition, offer, leave request, timesheet, payroll run or performance review.
  • Proto can assemble the relevant records and point to an inconsistency, but the owner must inspect the source, decide and record the outcome under their own access.

Set up an agent

Integrations

Connects to the tools you use

Set up connections through ERP.AI and Proto workflows, with every change logged.

  • Staffing Agencies HRMS
  • Payment service
  • Tax filing service
  • Learning service
  • Identity service
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
  • Internal recruiting8
  • Employee records8
  • Time and leave6
  • Payroll and tax8
  • Onboarding and learning7
  • Performance5
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 the team

    Identify the firm’s internal departments, positions, locations, employee population and payroll calendars. Name owners for recruiting, HR, payroll and learning.

  2. Load foundations

    Set job titles, pay grades, leave types, courses, tax jurisdictions and people references. Check entity, country, currency and calendar on each employee.

  3. Rehearse hiring

    Run one internal opening from requisition approval through application, interview, offer and onboarding.

  4. Rehearse the week

    Have an employee submit time and leave, then make real approval decisions using the named approver accounts.

  5. Rehearse pay

    Calculate statements, reconcile lines and totals, approve a run and trace its tax filing and payment confirmation.

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 Staffing Agencies HRMS.

All questions
How do I get started?

Click Get started, then use Proto to configure HRMS for Staffing Agencies for your business. Start with one internal team, its employees and one payroll calendar; rehearse a hire and a pay period before expanding.

Who enters an internal opening?

Recruiter maintains the requisition. It connects to a position, department and hiring manager and moves through approval before it is Open.

Can one candidate apply to different internal roles?

Yes. Keep the candidate record and create a separate application for each requisition, so each stage and outcome has its own history.

How are offers reviewed?

An offer includes the position, salary, currency and start date. The approver reviews the proposed amount against the position's pay grade before it is sent.

Where do employees enter time?

Employee enters daily time entries under a weekly timesheet, then submits the week for the named approver to decide.

How does leave approval work?

Employee selects a leave type and dates, then submits the request. The reviewer checks the balance, documentation and schedule before recording approval or rejection.

What explains an employee's pay?

A pay statement belongs to an employee and payroll run. Its lines identify earnings, deductions and tax amounts that make up the result.

How do we follow onboarding work?

A checklist groups tasks for a hire, transfer, rehire or departure. Each task has an assignee, due date, status and evidence.

How do we review learning?

Course enrollments track assigned learning. Training records preserve completed work and the expiration date of a certification where relevant.

Who can read performance reviews?

Access follows the configured role and the record's subject and reviewer. Test an employee and HR account during rollout to confirm the intended view.

Set up Staffing Agencies HRMS 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

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