Use case · People and HRAn AI that knows your policies as well as the person who wrote them.
An employee file is spread across the HRIS, payroll, email, Word templates and the memory of a few people. We link all of it in a company memory, without changing your tools, and we work with your team to build the agents that prepare onboarding, offboarding and answers to employee questions.
Five questions your team asks every week.
Onboarding or offboarding one employee means a dozen documents, three tools and several people. The answers exist, but they have to be pieced together for every case. Here is what changes with a memory that links them.
| Today | With the company memory | |
|---|---|---|
| Where does the paperwork stand for the new hire starting Monday? | The documents are in three inboxes, the contract is sitting with the manager, and health plan enrollment has not been started. | Every document received or missing, the contract at its current step, and the follow-up to send. |
| Which documents are still missing from this file? | You have to reopen email, the shared folder and the HRIS to find out, every time. | The up-to-date list of received and missing documents, and the follow-up ready to go. |
| What is the current policy for this case? | Three versions of the document are in circulation. Only one person knows which is right. | The authoritative version, the date it was last updated and the meeting where it was decided. |
| What is in this employee's file? | A contract in the HRIS, two amendments in email, a performance review in a separate file, a verbal conversation with the manager. | The contract, amendments, performance reviews and conversations, linked and time-stamped, accessible only to authorized people. |
| How did we handle a similar case? | Nobody remembers precisely, or the person who knows has left the company. | Comparable cases, the decision made and the reason for it, retrieved with their source. |
The HR team's tools.
We replace nothing. The tools your team already uses feed the memory continuously, within each person's access rights: an employee only sees what concerns them.
- PayFit
- Lucca
- Silae
- Workday
Gmail
Outlook
Google Calendar
Google Drive
SharePoint
OneDrive
Excel
Slack
Microsoft Teams
WhatsApp
Google Meet
- Welcome to the Jungle
- Indeed
- Yousign
- DocuSign
Is one of your tools missing from this list? We connect it during deployment.
What changes for the HR team.
Onboarding and offboarding that no longer depend on one person.
The memory holds the process, step by step, with the expected documents and deadlines, and it updates itself: no more filing documents in a maze of folders, no more tracking spreadsheet to maintain by hand. An absence or a departure on the team no longer stalls a case.
Paperwork prepared, not written from scratch.
Onboarding, offboarding, amendments, performance review summaries: the agent prepares the paperwork from your tools and templates. The team reviews and approves.
One policy, up to date.
The memory holds the authoritative version, with its date and source. Outdated versions stop circulating.
Your HR processes, as they actually happen.
Before building anything, our interview agents talk to every member of the team and map the real process, not the one in the handbook: the steps, the documents, who does what, and where it gets stuck.
Onboarding, step by step.
From the offer letter to day one: the documents to collect, the contract to draft from the right template, the required pre-hire filing, health plan enrollment, tool access, the onboarding plan. Who handles each step, in what order, and by when.
Offboarding, in order.
From notice to the final paperwork: letters, final pay, access to revoke, equipment to return, people to notify. The process as the team actually runs it, including the steps nobody wrote down.
The friction points.
Documents requested three times, the contract waiting for a signature, duplicate data entry between the HRIS and payroll, follow-ups done from memory: that is where the first agents get built.
The agents we build with your team.
No off-the-shelf agents. Each one is designed with your HR team, for a specific need, on top of a memory where all the data is already linked. Four examples among many others.
Document collection
The agent asks the new hire for the expected documents, checks what has been received, follows up on what is missing and files each document in the folder. The team can see at any time what is still outstanding.
Who stays in control. The team approves the complete file before moving on.
Contract drafting and onboarding formalities
Contract drafted from the right template and the agreed terms, required pre-hire filing, health plan enrollment, access requests, onboarding plan: prepared in the order of the process, then submitted to the team.
Who stays in control. The team reviews and signs. Nothing goes out without approval.
Offboarding paperwork
Separation documents, final pay to prepare, access to revoke, equipment to return: the complete checklist and pre-filled documents, in order.
Who stays in control. Each document is approved by the team before it is handed over.
Disciplinary or performance review summary
Time-stamped facts, correspondence, comparable precedents and the applicable procedure, brought together in a summary HR reviews before any decision.
Who stays in control. No decision is made by the agent.
These four agents are only a sample. Once the team's data is linked, an agent can be built for every task that deserves one: contract amendments, probationary period tracking, deadline monitoring (occupational health exams, fixed-term contract end dates, mandatory training), answers to recurring employee questions, annual review prep, responses to auditors. Tell us what takes up your team's time, and we will build the agent for it.
The questions each role asks.
Each role puts these questions to the memory through the AI your teams already use, or to your agents. Every answer cites its sources, and each person sees only what their access rights allow.
Head of HR
Sees the status of every case, the deadlines and the sensitive situations without waiting for the team to pull it all together.
- Which probationary periods end in the next thirty days?
- How many hires and departures are in progress, and which ones are stuck?
- How did we handle previous requests for a mutual separation agreement?
- Which agreements govern remote work here, and since when?
- Which exceptions did we grant this year, and to whom?
HR Generalist
Prepares paperwork and answers requests without reopening five tools or interrupting a colleague.
- Prepare the new-hire paperwork for the person starting Monday.
- What is the latest version of the amendment template?
- Has this employee already had an amendment, and for what reason?
- Which documents are still missing from this person's file?
- What does the collective bargaining agreement say about this type of leave?
Manager
Finds the policy and their team's history without going through HR.
- How does onboarding work for a new hire on my team?
- What was said in this person's last annual review?
- What is the process for requesting a new hire?
- What deadlines apply when ending a probationary period?
- Who do I need to notify about a schedule change?
Thirty hours a month given back to a five-person HR team.
Maison Pierre Sang operates several restaurants and a franchise brand. At headquarters, the HR team spent a large share of its time assembling new-hire and offboarding paperwork and writing disciplinary summaries, in an industry where staff turnover is high.
We interviewed people in every function of the group, prioritized use cases with management, then deployed the first HR and finance agents within one week: paperwork prepared from the group's tools and templates, reviewed and approved by the team.
Start with HR. The same memory then serves the others.
The Company Brain is not an HR tool: it is the company's memory. The policies and agreements linked for HR also serve managers, finance for payroll costs, and leadership. Start with one area, measure the result, then decide whether to expand.
Frequently asked questions
The questions HR teams ask before getting started. If yours is not here, ask us directly.
Yes. Each person and each agent queries the memory within their own access rights: an employee sees what concerns them and the shared policies, a manager sees their team, and the HR team sees everything. HR data stays partitioned, in line with GDPR, hosted in our cloud with a French hosting provider by default, or in your own infrastructure if you require it.
No. We connect the tools you use, and they remain the system of record, where your team keeps entering data. The memory links what they contain to email, documents and conversations; it does not replace them.
No. Agents prepare: paperwork, summaries, sourced answers. Anything that binds the company (a contract, a disciplinary action, a termination) is decided and signed by a person.
No, it is the most common situation. Our interview agents reconstruct the real process with each member of the team, step by step, and that version goes into the memory. Documentation is an outcome, not a prerequisite.
Most often onboarding and offboarding: a repetitive process, documents to collect, contracts to draft, and a benefit that is measurable within the first few weeks. We measure, then we expand.
Let's talk about your HR team.
Thirty minutes: your tools, your policies, and the first agent that would give your team time back.