HR without Excel lists and without training chaos

Maintain a central file per employee with master data, contracts, references, training records and payroll documents. Every access is audited, and retention periods expire automatically: three years for applications, ten years for payroll, and immediate deletion when an employee requests it. Sensitive fields such as salary or sickness data are only visible if you have the right role, secured via Postgres Row-Level Security. Personnel files are structured according to BDSG and GDPR, and the record of processing activities is available at the press of a button. You no longer have to maintain shadow Excel lists for addresses or tax IDs, because everything sits audit-proof in one source. For GDPR Article 15 requests, the system creates a complete data export in two clicks. Application data also lands in the file and is deleted automatically once the role is filled, so you never have to remember deadlines yourself.

Employees request vacation directly in DARION-AI, and you approve from the dashboard or simply by replying to the mail. Remaining vacation, carry-over from the previous year, statutory minimum vacation and collective-agreement special leave are all calculated by the system, including half days and hourly leave. You can see whether your department can actually work next week or whether three people are skiing at the same time. Sick notes, parental leave, care leave and sabbaticals run through the same workflow, with an eAU connection to the health insurer. Substitute rules trigger automatically: when the sales manager is sick, the deputy takes over approvals without you having to escalate. Shift work, flexitime and trust-based working time can all be configured. Bridge days and statutory holidays per federal state are stored in the calendar, so the remaining-vacation calculation is always correct.

GDPR training and IT security training are mandatory for employees, and DARION-AI distributes them automatically to new employees and reminds everyone of the annual refresher. On top of that comes the AI competence record under Art. 4 EU AI Act for everyone working with AI systems, mandatory since February 2026 and stored in DARION-AI as a curated course. You can see whether your department has reached the mandatory level or who still has open modules. Final tests are audited and records are stored audit-proof in the personnel file, so for a data protection authority audit or an ISMS audit you simply present the compliance report. Industry-specific modules such as occupational safety for trades, HACCP for hospitality or MDR training for MedTech can be added. Training content is available in German and English, and the AI helper answers comprehension questions at the end of each module.

New employees get an onboarding checklist on day one: create IT accounts, hand out hardware, sign contracts, start mandatory training, assign a mentor. The AI helper suggests tasks that fit the role, so a sales employee gets CRM access and a Salesforce login, a developer gets GitHub and VPN, and a tradesperson gets tool assignment and keys. Progress is visible in the dashboard, and open items are escalated automatically when they sit untouched for seven days. Pre-onboarding emails with directions and an equipment list go out to the new employee automatically, so everything is ready on day one. Probation reviews after three and six months are triggered by DARION-AI on its own, complete with a template for the employee discussion. Offboarding follows the same pattern in reverse: deactivate accounts, collect hardware, generate the reference.

Employment contracts, amendment contracts, termination contracts and references are generated from templates. The AI helper fills in master data, salary, probation and contract term automatically from your files, suggests standard clauses and warns you about legally critical wording. Contracts are signed eIDAS-compliant and stored audit-proof in the personnel file: employees sign via a secure link, without their own account and without printed PDFs. It is Qwen3-based and self-hosted in the EU, with no data outflow to US cloud services. Lawyer reviews are stored as comments per clause, so your template library improves with every review. References for employees are generated by the AI helper from master data and performance reviews. You redact, and the system learns from your adjustments. Collective agreement templates for IG Metall, Verdi or industry-specific tariffs are available as a kit.

Master data, time accounts, vacation days and variable pay are exported in DATEV-LODAS format directly to your tax advisor or payroll office. Changes such as salary increases, a new tax class or a change of health insurer flow along with the monthly export. That means no more dual maintenance in two systems and no CSV fiddling at month-end. For companies with their own payroll office there are additional export formats for Sage, DATEV Mittelstand and Lexware. Social security reports via sv.net-comfort are connected, and so are AÜG reports for temporary work: DARION-AI takes care of the routine work, your payroll office does the final check. SOKA-Bau reports for construction trades are prepared as well. For employees on short-time work or with garnishment orders, the special values flow with the export, so your payroll office doesn't need an extra Excel list.