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, retention periods expire automatically — three years for applications, ten years for payroll, immediate deletion on employee request. Sensitive fields like 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, 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, 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, without you having to remember deadlines.

Employees request vacation directly in DARION-AI, you approve from the dashboard or by mail reply. Remaining vacation, carry-over from the previous year, statutory minimum vacation and collective-agreement special leave are calculated by the system — including half days and hourly leave. You 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 eAU connection to the health insurer. Substitute rules trigger automatically — when the sales manager is sick, the deputy takes over approvals without you escalating. Shift work, flexitime and trust-based working time can be configured. Bridge days and statutory holidays per federal state are stored in the calendar so that the remaining-vacation calculation is always correct.

GDPR training and IT security training are mandatory for employees — DARION-AI distributes them automatically to new employees and reminds them of the annual refresher. On top of that, 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 see whether your department has reached the mandatory level or who still has open modules. Final tests are audited, records are stored audit-proof in the personnel file — for a data protection authority audit or an ISMS audit, you present the compliance report directly. Industry-specific modules like occupational safety for trades, HACCP for hospitality or MDR training for MedTech can be added. Training content is available in German and English, the AI helper answers comprehension questions at the end of the module.

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

Employment contracts, amendment contracts, termination contracts and references are generated from templates. The AI helper fills master data, salary, probation and contract term automatically from your files, suggests standard clauses and warns 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, without printed PDFs. Mistral-based, EU-hosted, 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, 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 like salary increases, new tax class or change of health insurer flow with the monthly export. No more dual maintenance in two systems, 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, AÜG reports for temporary work too — DARION-AI takes the routine work, your payroll office the final check. SOKA-Bau reports for construction trades are prepared. For employees on short-time work or with garnishment orders, special values flow with the export, so your payroll office doesn't need an extra Excel list.