HR Does Too Much by Hand
HR departments have been taking on more and more tasks in recent years with the same headcount. Recruitment, selection, onboarding, leave administration, employee questions, offboarding, employer branding. The list grows, the capacity doesn't.
The result: recruiters spend more time on administration than on conversations. HR staff answer the same questions over and over. And good candidates drop out because the process takes too long.
The Five Biggest Bottlenecks
1. CV Screening
An average vacancy generates 40 to 150 applications. Reviewing each CV manually takes 3 to 5 minutes. With 100 CVs, you're spending 5 to 8 hours on the first selection round - per vacancy.
2. Writing Job Postings
Every vacancy requires a text that fits the role, the team and your employer brand. Most HR staff write those texts themselves or copy a previous text and adjust it. The result: generic postings that don't stand out.
3. Onboarding
A new employee starts and has dozens of questions. Where do I find the leave form? How does the expense policy work? What's the printer password? Those questions go to HR, the manager, a colleague. Everyone gets interrupted.
4. Employee Questions
"How many vacation days do I have left?", "How do I apply for parental leave?", "Where can I find the collective labor agreement?" HR answers the same 15 questions every week.
5. Leave and Absence Administration
Processing leave requests, tracking sick leave, scheduling return-to-work meetings. It's important work, but it's largely administrative.
What Custom Software with an AI Agent Solves
We build custom software for HR departments, linked to a dedicated AI Agent. That agent knows your employee handbook, your collective labor agreement, your procedures and your company culture. Reachable via Slack, WhatsApp or any other channel your team uses.
CV Screening
The AI Agent evaluates incoming CVs based on criteria you set yourself:
- Must-haves - Education, experience, certifications
- Nice-to-haves - Specific skills, industry experience
- Culture fit indicators - Volunteer work, extracurriculars, motivation
The agent gives each candidate a score with a brief justification. The recruiter reviews the top 20 instead of all 100. What previously took a full workday now takes an hour.
The agent doesn't replace human judgment. The agent handles the pre-selection so the recruiter has more time for the candidates who truly matter.
Job Postings
Enter the job requirements and the agent writes:
- Job posting - In your employer brand tone of voice
- LinkedIn version - Shorter, with a hook
- Indeed/job board version - Optimized for search results
- Social media post - For Instagram or Facebook employer branding
The agent knows your company culture and adapts the tone per platform. A senior developer vacancy sounds different from a receptionist vacancy.
Onboarding via Slack
New employees get access to the AI Agent via Slack. The agent:
- Answers all frequently asked questions about the first week/month program
- Proactively sends reminders ("Don't forget to submit your bank details for payroll")
- Points to the right documents and contacts
- Gives a tour of the digital work environment
The result: the new colleague becomes productive faster and HR is less burdened. The manager doesn't have to tell the same story on every first day.
Answering Employee Questions
The agent answers daily HR questions via Slack:
- Leave balance and request procedure
- Expense policy
- Remote work policy
- Questions about the collective labor agreement
- Sick leave protocol
The employee gets an immediate answer. HR only receives the questions that truly need human attention.
Leave and Absence Support
The agent processes leave requests, sends reminders for long-term absence and helps schedule return-to-work meetings. The HR staff member keeps the overview and control; the agent handles the administrative work.
Concrete Results
| Task | Without AI Agent | With AI Agent | Savings |
|---|---|---|---|
| CV screening (100 CVs) | 6-8 hours | 1 hour | 85% |
| Writing a job posting | 2 hours | 20 min | 83% |
| Onboarding questions (per new employee) | 5 hours | 1 hour | 80% |
| Employee questions (per week) | 8 hours | 1.5 hours | 81% |
| Leave administration (per month) | 10 hours | 2 hours | 80% |
For an HR department of 2 people, this saves 25 to 35 hours per week. That's more than half an FTE of capacity freed up for strategic HR work: talent management, culture development, leadership programs.
Bias and Fairness
In CV screening, objectivity is crucial. Our approach:
- The agent evaluates based on predefined, objective criteria
- Personal characteristics (name, age, photo) are not factored into the score
- The criteria are transparent and adjustable
- Every evaluation includes a justification the recruiter can review
- The final decision always lies with a human
AI screening isn't perfect, but it's more consistent than a recruiter who gets tired after 50 CVs and starts scanning faster.
Privacy and GDPR
HR data is by definition personal data. Our measures:
- Dedicated secure environment per organization
- Servers in the EU
- GDPR-compliant, with data processing agreement
- Data is not shared or used for AI training
- Candidate data is automatically deleted after the configured retention period
- Employees are informed about the use of AI support
Reducing Time-to-Hire
The average time-to-hire in the Netherlands is 36 days. The biggest delay is in the first phase: evaluating CVs and scheduling initial interviews. By accelerating that phase from days to hours, you shorten the total timeline by 1 to 2 weeks.
In a tight labor market, that can be the difference between hiring your top candidate and losing them to a competitor who was faster.
Implementation
1. Analysis - We map your HR processes 2. Configuration - The agent is set up with your employee handbook, collective labor agreement, procedures and employer brand 3. Integration - Connection with Slack, your ATS and other HR tools 4. Pilot phase - 4 weeks of testing with a limited team 5. Rollout - Organization-wide deployment 6. Optimization - Monthly improvement
Fixed monthly price, including training and ongoing development.
Get in Touch
Want to see what custom software with an AI Agent can do for your HR department? Schedule a demo via [aiagent.nl/contact](/contact). We'll show you how the agent works with your processes and your organization.
