DE Book a demo

Use case · HRLess paper in the HR office,more time for people.

From application to retirement: five tasks robodocxs takes off your HR team. We set the agents up for your process – decisions about people stay with you.

Book a demoCheck feasibility

Five cases along the working life, from application to retirement.

  1. 01

    Application

    Document extraction

  2. 02

    Joining

    Document extraction

  3. 03

    Day to day

    Document extraction · SuperRobi

  4. 04

    Leaving

    BrainLink

Every application becomes a profile your team decides on.

CVs and cover letters arrive by email, portal or post – and every application looks different. robodocxs reads them, creates profiles with the same structure and matches them against the criteria of your role. Your team decides who is invited.

  • Profiles from CV and cover letter, all with the same structure
  • Matching against your must-have and nice-to-have criteria, visible per criterion
  • Retention periods as you define them
  • No automatic rejections

CV screening in detail

Screen applications

documents · jobs@

done

  1. RoleInside sales
  2. Experience6 years
  3. LanguagesGerman, English
  4. Must: SAPmet
  5. Nice: Frenchopen

CV → profile → matchingDecision: your team

By the first working day, everything is captured.

Personnel questionnaires, certificates and employment contracts arrive as scans, photos or PDFs. robodocxs reads the details, checks them for completeness and hands them to your HR or payroll system. The agent keeps an eye on the deadlines in the contract.

  • Tax ID, social security number, bank details and health insurer from the personnel questionnaire
  • The agent asks for missing details and certificates
  • Fixed term, probation and notice period from the contract
  • A reminder in good time before a fixed term or probation ends

Capture new hires

documents · hr@

done

  1. Start date2026-11-01
  2. Tax ID11 digits · checked
  3. Health insurerMuster BKK
  4. Probation until2027-04-30
  5. Fixed term until2027-10-31

Questionnaire + contract → HR systemEmployee no. 1042 created

Receipts in, expense report prepared.

Hotel invoices, train tickets and taxi receipts arrive as photos or emails. robodocxs reads every receipt, checks it against your travel policy and prepares the expense report. Approval follows your rules.

  • Date, amount, tax rate and category from every receipt
  • Checked against your travel policy, deviations flagged
  • Receipts by photo, email or upload
  • Handed to accounting or payroll

See invoice capture

Prepare travel expenses

documents · expenses@

done

  1. Stay2026-10-07 – 08
  2. Room€119.00 · 7 %
  3. Breakfast€15.00 · 19 %
  4. TripCustomer visit Ulm
  5. Policymet

Receipt → check → expense reportsubmitted for approval

Questions to the HR office, answered by SuperRobi with a source.

Leftover leave, certificates, a change of address: many questions to the HR office repeat themselves. SuperRobi answers them from your works agreements and policies and names the passage the answer rests on. Anything personal goes straight to your team.

  • Answers from works agreements, policies and collective agreements, with the source
  • Requests for certificates as a draft for approval
  • Illness, conflicts and terminations go straight to HR
  • Every answer shows that an AI agent wrote it

See SuperRobi

Answer the HR inbox

superrobi · hr@

done

j.weber@muster-gmbh.de

Carry over leave to next year?

Hello, I still have 6 days of leave. Can I take them into next year?

J. Weber · Assembly

knowledgeWorks agreement on leave § 4

carry over
up to 5 days
expires
31 March
more
on request only
source
works agreement, p. 3

Draftto j.weber@muster-gmbh.de

Re: Carry over leave to next year?

Hello Mr Weber, under the works agreement you can carry over up to 5 days; they expire on 31 March. For the sixth day, please submit a request. – SuperRobi, the HR team's AI agent

Rule: question on a policydraft · HR approves

Knowledge that would retire stays in the company.

When experienced colleagues leave, their knowledge often leaves with them. BrainLink interviews them in the months before they go, by chat or voice, asks until the procedure is clear and makes the knowledge available to their successors – with the source.

  • Interviews whenever they fit into the working day
  • Follow-up questions until exceptions and responsibilities are clear
  • Successors ask the knowledge assistant in their own words
  • Knowledge gaps show while someone can still be asked

See BrainLink

Secure knowledge before retirement

brainlink · maintenance

done

BrainLinkMr Huber, how do you tell that press 3 needs adjusting?

Knowledge cardAdjusting press 3

  1. Check the first parts for burrs 00:52
  2. Adjust the stroke in steps of 0.1 mm 01:20
  3. Follow-up: and if the burr stays? 01:55
  4. after two attemptsSend the tool to the workshop 02:30

Source: interview K. Huber · 4 passagesavailable to the successor

What the law requires – and how we handle it.

Using AI in HR means working within a clear framework. Here you can see which rules apply to the five cases and how robodocxs deals with them.

  1. GDPR Art. 22

    No decision by the machine alone

    Decisions with legal effect – a rejection, for instance – must not be taken by automated means alone.

    Our answer

    robodocxs makes suggestions, your team decides. No automatic rejections.

    Applies toApplications

  2. AGG (German Equal Treatment Act)

    No discrimination

    No one may be put at a disadvantage because of ethnic origin, sex, religion or belief, disability, age or sexual identity.

    Our answer

    Matching runs only against the criteria you set for the role. Your team sees the result per criterion.

    Applies toApplications

  3. EU AI Act · high-risk

    Human oversight in recruiting

    AI that screens and evaluates applications counts as high-risk AI. It requires human oversight, logs and informing the workforce, among other things.

    Applies from 2 December 2027

    Our answer

    Approvals and a log of every step are built in.

    Applies toApplications

  4. EU AI Act · transparency

    Recognisable when an AI answers

    Anyone writing with an AI system must be able to tell.

    Our answer

    SuperRobi's answers carry a note that an AI agent wrote them.

    Applies toHR inbox

  5. BetrVG §§ 87, 94, 95 (Works Constitution Act)

    Co-determination of the works council

    The works council has a say in technology that can monitor performance or behaviour, in personnel questionnaires and in selection guidelines.

    Our answer

    robodocxs evaluates neither performance nor behaviour. We capture your agreed questionnaire rather than design it. We describe purpose, data, roles and logs for your works agreement.

    Applies toApplicationsOnboardingTravel expensesHR inboxKnowledge

  6. GDPR Art. 5, 9, 28, 32

    Only the data needed, processed securely

    Only the data that is needed, deletion after a set period, special protection for data such as health or religion, processing on behalf under contract.

    Our answer

    Only the fields you define are captured; retention periods per document type as you set them. Platform and databases in Frankfurt am Main, ISO 27001, data processing agreement.

    Applies toApplicationsOnboardingTravel expensesHR inboxKnowledge

  7. Deliberately not

    What robodocxs does not do in HR

    • Emotion or voice analysis
    • Automatic rejections
    • Evaluating performance or behaviour
    • Selection for dismissals

This overview is not legal advice. Involve data protection and your works council early – we will support you.

Which HR task will you hand over first? Show us your process.

Book a demoCheck feasibility