Solution · By agent

Your HR team doesn’t burn its week on hiring. It burns it on everything that happens after the hire.

Opening every account for the person joining and pulling every one of them from the person leaving. Chasing the new hire for an ID and a bank account. Approving time off that already clears the policy. Squaring timesheets before payroll closes. Answering, for the fifteenth time, how many personal days are left. None of that needs judgment: it needs someone to do it. We ship an agent that does it, on your HRIS and your tools, with a person approving anything that touches money or a contract.

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The problem

The HR work people see is hiring. The work that eats the week is everything after it.

Every new hire kicks off a chain of manual emails: ask for the ID, the bank account, the Social Security number and a shirt size, remind them twice, then ask again for the document that arrived unreadable on Friday.
Onboarding someone is six different systems —email, ERP, CRM, VPN, chat, door access— and offboarding them is the same six. The exit list exists, it lives in a spreadsheet, and nobody knows whether it was run all the way through until someone notices a former employee still had access to the CRM.
Time off and leave requests come in over chat, over email and through the form, in three different formats. Most of them clear the policy on the first pass and still wait days for someone to look at them and key them into the system.
Payroll close is a week of gathering half-filled timesheets, chasing manager sign-offs and assembling the month’s changes by hand: joiners, leavers, schedule changes, incidents, expenses.
The same five questions, every month: how many days do I have left, how do I book moving day, where’s the remote-work policy, when does the bonus land. All of them are written in a PDF nobody can find.

Cost of staying the same

It shows up on no budget line because it isn’t a project: it’s the drip. You pay it in the hours of an expensive HR seat doing paperwork, in new hires who turn up on day one with no laptop and no access, in departures that leave permissions open for months —that stops being an annoyance and becomes a security and data-protection risk—, in payroll errors your people find when they open their payslip, and in a workforce that learns to ask HR over WhatsApp because nobody answers on the official channel.

The solution

An agent that runs the employee lifecycle, with a person at the points that matter

1We map it first: which systems a joiner and a leaver actually touch in your house, what your time-off and leave policy really says —not the boilerplate from a handbook template or a collective agreement—, what goes into the payroll file every month, and which questions your people keep repeating. Out of that comes the inventory of what gets automated and what stays with a person.
2The agent runs onboarding and offboarding end to end: it asks the new hire for the paperwork and validates it until it’s complete and readable, opens the accounts their role calls for, assembles the first-days plan and chases the manager’s tasks. On the way out it runs the access-removal list system by system and leaves the record of what was closed and when.
3It handles the day-to-day admin: it collects time-off and leave requests wherever they come from, checks them against your policy and the real balance, approves on its own what clears without a shred of doubt, and escalates the rest with the reason written down. It chases pending timesheets before the cutoff and assembles the month’s payroll changes with their trace.
4It answers your people on your real policies, citing the document and the version the answer comes from. When it doesn’t know, it doesn’t improvise: it hands the question to a person with the context already gathered.
5It starts with a safety net and comes off the leash in brackets: anything touching a contract, money or sensitive data goes through human approval from day one, and only the case types where the numbers hold up earn autonomy. We leave it measured: what share of onboardings finish complete with no intervention, how many departures close every access on time, and how long a request takes to resolve.

What changes

What you stop losing

HR stops doing paperwork: the documents, the system accounts and the routine requests get handled on their own, and the team’s time goes back to the part that needs judgment —people, not forms.
Mechanism
Offboarding stops being a spreadsheet someone remembers to run: access is pulled system by system with a record of what was closed and when, which is exactly what an audit will ask you for.
Mechanism
Payroll close stops being a week of chasing: timesheets get chased on their own before the cutoff and the month’s changes arrive assembled and traceable, not rebuilt by hand.
Mechanism
What we measure: % of new hires with complete paperwork before day one, % of departures with every access pulled within the deadline, average resolution time on a leave request, employee questions resolved without touching HR, and errors caught in the payroll file.
What we measure

Spec sheet

Work it removes: having someone in HR chase paperwork, key joiners and leavers into six different systems, review one by one the time-off requests your policy already answers, and retype the same replies every month
Typical setup: 3–5 weeks
Input: a new hire or a departure, a time-off or leave request, the period’s timesheets, and the questions your people ask about policy
Output: paperwork complete and validated, accounts opened or pulled with a record of it, requests resolved against your policy, the month’s payroll changes ready to send, and answers that cite the policy in force
Works with: FactorialPersonioBambooHRSesameWorkdayHolded
Can connect to: Your directory and access systems (Google Workspace, Microsoft 365/Entra ID, VPN, password manager)Your payroll provider or payroll softwareYour employee channels (email, Slack, Teams, WhatsApp)Your policy repository, including any collective agreement that applies
What we measure: % of new hires with complete paperwork before day one% of departures with every access pulled on timeaverage resolution time on a leave requestemployee questions resolved without touching HRerrors caught in the payroll file
Good fit for: companies with a written people policy and an HRIS or portal where the data already lives, even if the process on top of it is still manual
Not a fit for: organizations with no written policy and no system of record: you sort out the process and write the rule first, then you automate —and we say so before we start—

Frequently asked questions

In where it sits in the cycle. The recruiting agent works before the signature: it coordinates hiring, books interviews, preps candidate briefs and tells every candidacy where it stands. This one starts right after: from the moment there’s a hire until the day they leave. They complement each other and they get built separately, because the buyer and the tools aren’t the same —hiring lives in the ATS, people admin lives in the HRIS and in your access directory. If you need both, we ship them in phases; what we don’t do is sell you one and bill you for the other.

It only approves what your policy already settles with no room for interpretation: the request that clears notice, balance and overlap checked against the system. Everything else —unpaid leave, anything not covered by the written rule, anything touching a contract or changing pay— it proposes with the reason written down and a person approves. That’s a design decision, not a technical limit: the cost of getting payroll or a leave request wrong is high, visible and painful to undo, so there the agent preps and the person signs. The thresholds for what it approves on its own are set with you and can be tightened at any time.

With a list per system, not a list in someone’s head. In the initial mapping we inventory every system an employee touches and who administers it, and the departure runs point by point against that inventory, leaving it written down what was closed, when and by whom. Whatever the agent can’t close on its own —because the system exposes no way to do it— becomes a task with an owner and a deadline, and stays open and visible until someone closes it. The difference with today’s spreadsheet isn’t that the list exists: it’s that the execution is logged and can be audited. That’s where the metric of departures with every access pulled on time comes from.

It works on whatever you have. We build it against the API of your HRIS or employee portal —Factorial, Personio, BambooHR, Sesame, Workday, Holded— and against your directory and access systems. We don’t migrate people data and we don’t ask you to change platforms: the data keeps living where it lives. If some piece of your operation doesn’t expose what we need, we spot it in the first week and tell you the exact bridge before we bill you anything. And if you have no HRIS today and the data lives in spreadsheets, we’ll tell you that too: an agent isn’t the first thing you need there.

It’s the delicate part of the project and it gets treated that way. The agent works with the minimum data each task needs, not with blanket access to the file; ID and banking documents are validated and deposited in the system that already holds them, with no parallel copies; and every lookup and every action is logged with who, what and when. Access scope is bounded by case type and reviewed on a date, the same way you’d do it with any person joining the system. If your company already keeps a record of its processing activities or runs a privacy program, this agent goes into it as one more activity, with its purpose and its retention period: that’s a requirement, not an extra.

Want it running in your business?

You’ve pinned the problem. We ship the fix and leave it measured.

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