SM Space · HR Management
HR Management Software for Records, Leave and Time
SM Space HR is the HR management software inside the SM Space ERP system. It holds the employment record — who works here, in what job, since when — along with leave, attendance and timesheets, employee documents and signed policies, and joiner and leaver checklists. Approved leave and approved time are the records payroll reads. It does not do recruitment or performance reviews.
The employment record, and the leave and time that come out of it.
Last updated: September 2026
One person, one record
Priya Raman · started 04 Mar 2024
- JobSite Supervisorsince 01 Apr 2026
- DepartmentOperationsmanager D. Whitfield
- Leave7 days leftcounted from the entries, not stored
- DocumentsHandbook v4acknowledged 12 Apr 2026
one record, and everything else on this page hangs off it
What was true in March
the same record, read on an earlier date
Viewing as at 15 Mar 2026 ← 10 Sep 2026
- JobSite Operativenot Supervisor — that starts in April
- ManagerD. Whitfielddepartment Operations
a system that only knows today would have to guess at this
The days add up
Priya Raman · 2026 leave year
- Entitlement20
- Carried over2
- Taken−12
- Booked−3
- Left7
New request 5 days within balance to D. Whitfield
New request 9 days refused only 7 left
checked before it goes anywhere, so nobody approves a week that does not exist
The last day, finished properly
Sam Okafor · final day 30 Sep 2026
- ✓ Exit conversation HR
- ✓ Laptop returned IT
- ✓ Door card deactivated Facilities
- ! System access removed IT · outstanding
- ✓ Final pay date set Payroll
Termination held open — System access removed is still outstanding
a checklist that is always complete proves nothing
Above: one employee record with job, leave and signed documents; the same record viewed as at a past date, showing the job held then; a leave balance assembling from entitlement, carry-over and days taken, with a request refused for exceeding it; and a leaver’s checklist with one item still outstanding.
What you can do
- Keep one employee record — personal details, job, department, work location and manager
- See what was true on a date, not only what is true today
- Set leave entitlement, and let the balance work itself out from the entries
- Take leave requests, check them against the balance, and approve or refuse them
- Record attendance and timesheets, approve the time, and hand it to a pay run once
- Store employee documents against the person they belong to, version by version
- Issue a policy and record who acknowledged which version, and when
- Run an onboarding checklist for a new starter, with steps assigned and signed off
- Run an offboarding checklist, so the laptop and the door card come back
01
Employee Records With History
Priya Raman was a Site Operative until 1 April 2026, when she was promoted to Site Supervisor. The promotion does not overwrite the old job: the operative assignment is closed on 31 March, a supervisor assignment starts on 1 April, and both are still there.
So when somebody asks what Priya’s department was when she filed that expense claim in March, the answer is Site Operative, Operations, D. Whitfield. A system that only knows today would have to guess at it.
The transfer moves the employee record payroll reads in the same step, so the two cannot disagree about where she works.
Viewing as at 15 Mar 2026 today is 10 Sep 2026
As at 15 Mar 2026
- JobSite Operative
- DepartmentOperations
- ManagerD. Whitfield
Today
- JobSite Supervisor
- DepartmentOperations
- ManagerD. Whitfield
| Assignment | From | To | |
|---|---|---|---|
| Site Operative | 04 Mar 2024 | 31 Mar 2026 | closed, not overwritten |
| Site Supervisor | 01 Apr 2026 | — | in force |
The promotion did not edit the old row. March still answers for itself, which is what an expense claim or a pay run from March needs it to do.
02
Leave Management and Holiday Balances
Priya has 20 days a year, carried 2 over, has taken 12 and has 3 booked. She has 7 left — and that number is stored nowhere. It is the entries added up when you ask, so there is no column to go stale.
A request is checked before it goes anywhere. Five days: within the balance, off to D. Whitfield. Nine days: refused, “only 7 left”, unless your policy allows going negative.
The days are counted properly, too. Friday to Tuesday over a weekend costs two days, not five, because the schedule says which days that employee works. No weekend is hard-coded, so a four-day week costs what it should.
Leave is also the one part of SM Space that sets itself up: a guided checklist for the leave type, holiday calendar and policy, and a second one per employee. Each item links to the real page and ticks itself from live data.
- Entitlement 2026 leave year +20
- Carried over from 2025, expires 31 Mar +2
- Taken 6 approved requests −12
- Booked 1 request approved, ahead −3
- Left the sum of the rows above, worked out when you ask 7
- New request 5 days · 14–18 Sep within the balance — to D. Whitfield
- New request 9 days · 21 Sep–1 Oct refused only 7 left
Fri 25 Sep → Tue 29 Sep 2 days the weekend and the holiday cost nothing, because the schedule says she does not work them
Nothing here is a stored balance. The days left are the entries added up, so there is no column to go stale and nothing to reconcile.
03
Employee Documents and Policy Acknowledgement
The handbook was issued as version 4 on 3 April, and Priya acknowledged it on 12 April. When version 5 is published, version 4 is closed and left word for word as it was — so the record still says version 4, on 12 April, and will still say it in two years.
“They signed the policy” is not a useful answer once the policy has been rewritten twice. Which policy, on what date, is.
A new file is a new version, never a replacement. Documents that expire — a work permit, an insurance certificate — raise an alert at the thresholds you set, and a renewal re-arms them.
| Document | Version | Date | Acknowledged |
|---|---|---|---|
| Employee handbook | v4 | issued 03 Apr 2026 | 12 Apr 2026 |
| Employee handbook | v5 | issued 01 Sep 2026 | not yet |
| Work permit | v1 | expires 14 Nov 2026 | alert at 90, 30 and 7 days |
v4, on the day v5 was published closed — and left word for word as it was so the acknowledgement still points at something you can read
refused “Priya Raman has already acknowledged version 4.”
A new file is a new version, never a replacement. Renew the work permit and its alerts re-arm against the new expiry date.
04
Onboarding and Offboarding Checklists
The first day and the last day are records with steps that get assigned, completed and evidenced — not a Word template somebody copies and half-fills.
Sam Okafor leaves on 30 September: exit conversation with HR, laptop back to IT, door card off at Facilities, final pay date set by Payroll — and system access, still open. The termination cannot be completed while a required step is open, and the refusal names it.
If it has to go ahead anyway, somebody records why, and their name and the time go on with it. There is no tick box.
Steps are copied onto the case when it is created, so editing the template next month cannot change a checklist in flight — and completing a termination sets the status payroll reads to Terminated.
- Exit conversation HR done
- Laptop returned IT done
- Door card deactivated Facilities done
- System access removed IT outstanding
- Final pay date set Payroll done
refused “This termination cannot be completed: System access removed is still open.”
If it has to go ahead anyway somebody writes down why and their name and the time go on the record with it — there is no tick box
The steps were copied onto Sam’s case when it was created, so editing the template next month cannot change a checklist somebody is halfway through.
How SM Space HR management software compares
The one-line answers buyers ask for, including the last one.
- Records with history The job someone held on a date, not only today’s.
- Leave balances Calculated from the entries, not maintained by hand.
- Working days, not calendar days A day of leave costs only when that employee works it.
- Timesheets Approved time, handed to a pay run once.
- Employee documents Kept version by version, with expiry alerts.
- Policy acknowledgement Which version, by whom, on what date.
- Joiners and leavers Checklists that hold a termination open until the steps are done.
- Payroll Approved leave and time are what payroll reads. No export.
- Cloud Runs in a web browser, nothing to install.
- Audit trail Who changed a record, and when.
What it is not SM Space HR covers employment records, leave, time, documents and joiner-and-leaver checklists. It does not do recruitment or performance reviews, and there is no training record, no benefits administration and no employee self-service portal.
How it fits with the rest of SM Space
This is the answer to “why this, rather than a dedicated HR tool”. A standalone tool has to be integrated with payroll, and integrations drift.
- Leave request recorded on
- Timesheet recorded on
- Promotion, transfer recorded on
- Termination recorded on
- reads Canadian payroll — the pay run reads approved leave and approved time
- reads Reporting & dashboards — headcount, leave and terminations
- reads Audit & compliance — who changed an employment record, and when
Here there is nothing between them. Approved leave and approved timesheet lines are the records Canadian payroll reads when it calculates a pay run — not an export, not a nightly sync. Priya, promoted in April, is on the same record the April pay run costed. Reporting and dashboards counts headcount, leave and terminations from those same rows, so the HR number and the payroll number cannot disagree. Audit and compliance keeps who changed an employment record. Accounting and finance is where the cost of it all lands, because the pay run posts to the ledger.
Who this HR software is for
You have between 20 and 500 people. Leave lives in a spreadsheet everybody edits, employee files live in a folder, and nobody is certain how many days Priya has left. SM Space is a cloud ERP system, so it runs in a web browser with no server to install. If you are shopping for recruitment or performance reviews, that is not what this is: this is the employment record and the time that comes out of it.
Frequently asked questions
- What does SM Space HR do?
- It holds the employment record and what flows from it: who works here, in what job, since when, with leave, attendance and timesheets, employee documents and signed policies, and joiner and leaver checklists. It is part of the SM Space ERP system, so approved leave and approved time are the records payroll reads.
- Does it handle leave and holiday balances?
- Yes. You set entitlement, accrual and carry-over rules, and the balance is worked out from the entries rather than kept in a column — 20 days, 2 carried over, 12 taken, 3 booked, 7 left. A request is checked against it before approval, and one for more than is left is refused unless your policy allows going negative.
- Does it do recruitment or performance reviews?
- No. There is no applicant tracking, no interview scheduling and no appraisal cycle in SM Space today. What it does is everything from the accepted offer onwards: the employment record, leave, attendance and timesheets, documents and policies, and the joiner and leaver checklists.
- Can employees request leave themselves?
- Not today. A request is raised in SM Space by whoever has HR access — usually HR or the employee’s manager — with the employee named on it, and the approval is recorded against the person who gave it. An employee self-service portal is specified but not built.
- Does it connect to payroll?
- It is the same system, so there is nothing to connect. Approved leave posts to payroll’s own leave record where the leave type needs it, and an approved timesheet is handed to a pay run once — a second attempt is refused rather than paid twice. Nothing is retyped between the two.
- Can we keep employee documents and signed policies in it?
- Yes. Documents belong to the employee they are about and are kept version by version, so a new file is a new version rather than a replacement. A policy records who acknowledged which version and when, and documents that expire raise an alert.
One employee record, from the first day to the last.
Book a 30-minute demo and we’ll set up your leave year on it.
Book a 30-minute demo