Employee records: from hiring to exit, without missing a document or a deadline
An agent keeps the checklist for every hire, change, leave and exit, prepares the documents from your templates and verifies each signature before filing. Deciding and signing is still done by people.
The problem
“She starts on Monday. Have we asked her for everything?” Every hire is a list of documents to request, sign and report, each with its deadline and someone different behind it: the company, the payroll provider or the employee. A pay rise, a sick leave or an exit works the same way.
It happens in any company with staff and no people department dedicated to this alone. The list lives in someone's memory, and what gets forgotten shows up months later: an unsigned remote-work agreement, an expired safety training, equipment that was never returned.
How it is done today
Whoever handles people pulls out an old checklist, drafts each document from the last one they wrote, sends it for signature and waits. When it comes back, they save it wherever they can and assume the signature is good. What the payroll provider has to do is requested by email, trusting it got done.
Nobody can see what is missing from each person's file until someone asks for it: an inspection, an audit or the employee.
How we solve it
- You tell it what happened: a hire, a change of terms, a sick or parental leave, a return, a change of working hours or an exit.
- It gives you the checklist for that case and that person: what to request from them, what to sign and what to report, with each deadline and who does it (the company, the payroll provider or the employee).
- It prepares the documents to sign from your templates and the data in the person's record. If a piece of data is missing, it asks; it does not guess.
- It leaves the necessary emails as drafts: to the employee, with what they have to hand in; to your payroll provider, with what it has to process; to the occupational safety service, if there is one.
- When a document comes back signed, it verifies the digital signature: that it matches the file, that nobody changed it afterwards and that the right people signed. Only then is it filed.
- It also files what a third party issues, such as the safety training diploma or the fitness-for-work certificate, with its expiry date, and warns before it lapses.
- When you ask, it gives you the state of the workforce: what each file is missing and what is most urgent.
Result
100 %of digital signatures verified before filing
In our own company, every hire, change and exit follows its checklist, and no document goes into a file before its digital signature has been verified.
What it takes
Timeline
What takes longest is gathering what already exists: your document templates, each person's record and your collective agreement's pay tables. Once that is in order, the rest is quick. The exact timeline comes out of the assessment.
Data and access
One record per person with the minimum employment data, your contract, annex and policy templates, who signs for the company and your payroll provider's contact. An archive folder with restricted access. And permission to leave drafts in the mailbox you write from.
Your tools
Your email, your document storage and the digital certificates you already sign with. Your payroll provider does not have to change anything.
How it is built
The checklists are data, not free text: each item states its type, who does it and its deadline. What applies to each person is worked out by a program from their record (remote work, equipment, policies, medical check). Deadlines are indicative; your payroll provider confirms the official ones.
Signatures are verified by a program: it checks the integrity of the PDF, that nothing changed after the last signature and that each signer's tax ID is the expected one. It does not validate the chain of trust or certificate revocation, and it says so.
A third-party document is not filed unless the person's name and ID appear in its text. That way a diploma never ends up in the wrong file.
Tax IDs and bank account numbers are masked before they reach the conversation with the model. For leaves, only the dates are kept, never the reason.
The scheduled review of the workforce state only outputs initials and counts. The detail with names stays in a private folder.
Frequently asked questions
Does it replace my payroll provider?
No. Your payroll provider still processes hires and exits and calculates payslips and final settlements. The agent prepares what it needs, keeps track of what is pending and warns you.
Does the agent sign or send anything?
No. It prepares documents and drafts. Signing, sending and reporting are done by people.
Can I use my own contracts and policies?
You have to. The agent fills in your templates; it does not write clauses or change their legal wording. If a document is missing, it tells you so you can add the template.
What personal data does the AI see?
The minimum. IDs and bank account numbers arrive masked, only dates are kept for leaves, and documents stay in each person's file, with its access control.
What does Julditec do?
We implement the agent, adapt it to your company, train your team and maintain it. The day-to-day work is done by the agent; deciding, signing and reporting stays with your team and your payroll provider.
Part of People