HR Agent: Prepare Applications, People Decide

4–8 weeksto pilot start (guideline)

A personapproves what matters

Privacy-mindedbuilt with clear limits

Guideline values and concept – not results of real customers.

Dashboard view

HR agent: What the work looks like in the dashboard

Everything important at a glance: what the agent has handled, what needs your approval and what was handed to a person.

Short profiles instead of inbox digging

Interviews coordinated, questions prepared

Decisions stay with you

Documented and traceable

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Flow

Automatic where it is safe – with a person where it matters

Every step is visible and traceable. In special cases or when unsure, a person decides.

1Application arrivesEmail or form
2Read documentsShort profile, missing details
3Check criteriaYour requirements
4A person decidesInvitation or rejectionA person decides
5Reply & slotDraft, calendar, note

Concept illustration. We define the exact flow together with you in the analysis call.

See the dashboard and flow for your case?

In the demo we show both using your processes – no obligation, 30 minutes.

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Example

Answer questions, receive documents

The example is invented.

Answers only from your job ad
No commitments and no rejections
Notice that a human decides

Example chat

The agent identifies itself as an AI assistant.

CallerIs the warehouse position still open? And is shift work required?

AI agentAccording to the job ad the position is open. It is alternating early and late shifts. Would you like to upload your documents?

CallerYes, I will.

AI agentThank you. Your team reviews the application and will get in touch. A human decides on the invitation.

Example viewInvented example

Clear boundaries

What the agent may do – and what not

The agent handles itself

Answer standard questions about the role and process
Send an acknowledgement of receipt
Summarise documents in a structured way
Suggest interview slots

Submitted for approval

Invitations to interviews
Follow-up questions about CV gaps
Rejection texts

Never does

Decide on hiring or rejection
Automatically exclude applicants
Evaluate characteristics such as age, origin or gender
Keep data beyond the deletion period

A human always makes the decision about applicants.

Integration

Where the agent can connect

Email inbox
Applicant tracking tool
Calendar
Careers page
Document storage

Which systems can be connected is clarified in the analysis call – it depends on the interfaces of your software.

Use cases

Typical fields of use

Trades & industry

Prepare many applications for standard roles in a structured way.

Practices

Answer applicant questions, coordinate appointments.

Logistics

Clarify shift questions, receive documents.

Example calculation

Calculate with your own numbers

For businesses with regular applications.

Example calculation

Applications per weekMinutes of preparation per applicationShare the agent takes over (%)Internal cost per hour (€)

Relief per month (hours)–

Calculated value per year–

Example calculation with freely editable assumptions – not a forecast and not a promise. Actual relief depends on your workflows; we work it out in the analysis.

Control & security

You stay in control

AI agents only work within the rules you define together with us.

People decide

Important steps are submitted for approval. You decide what may run automatically.

Traceable

Every action is logged so you can always see what happened.

Privacy from the start

Built with GDPR in mind: data minimisation, processing agreements and deletion concepts are planned from the beginning.

AI disclosure

Agents identify themselves as AI towards customers, as the EU AI Act (Art. 50) envisages for interaction with AI systems.

Fairness in view

Criteria are objective, documented and adjustable by people. No hidden evaluation of personal characteristics.

Legal requirements depend on the individual case. We do not replace legal advice.

Delivery

How the rollout works

Manageable, in stages, with clear decision points.

Analysis
Joint conversation, document the process, define goal and limits.
Pilot · 4–8 weeks
Limited deployment with real but non-critical cases.
Go-live
Step-by-step release, training, hand-off rules.
Optimisation
Evaluation, adjustment, controlled expansion.

FAQ

Answers to the most common questions

Does the AI decide who gets hired?

No. The agent only prepares: it summarises documents and coordinates appointments. Humans always decide on invitations, rejections and hiring.

How do you handle applicant data?

Applicant data is particularly sensitive. We plan purpose limitation, access rights and deletion periods from the start and align them with your data protection adviser.

Is automated pre-selection allowed?

Fully automated decisions with legal effect are restricted under Art. 22 GDPR. That is why our approach is: groundwork by the AI, decision by humans. This does not replace a legal assessment of your case.

Can the agent write job ads?

It can create drafts that your team reviews and approves. Nothing is published without your approval.

What does the EU AI Act say?

AI systems in HR may be classified as high-risk applications. We discuss early which obligations might apply to your use and involve legal advice where needed.

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The HR agent that does the groundwork – and never decides about people

HR agent