What it looks like in practice
A production client calls needing 12 forklift operators with valid UDT certification by Wednesday. Despite having an ATS, the recruiter must filter the database and manually read notes on each candidate's status. 45–60 minutes of work. The client is already calling a competitor.
The recruiter types: 'Find candidates with active UDT Category I or II cert, available from Wednesday, Wrocław region, no active contracts.' 72 seconds later: 19 candidates with phone numbers and certificate expiry dates.
ROI Breakdown
| Metric | Before AI | With AI | Monthly Impact |
|---|---|---|---|
| Screening time per placement order | 45–60 min | 5–10 min | −85% |
| Orders handled / recruiter / day | 2–3 | 5–7 | +2–4 orders / day |
| Visa / permit expiry alerts | Manual — gaps | Auto — 30/14/7 days | Lower risk of missed deadlines and fines |
| Contract drafts (12 people) | 3 h | 20–30 min incl. review | −85% |
| More placements with the same team | — | — | real margin growth |
The presented values are estimates based on average market data. Actual return on investment (ROI) depends on the specifics and scale of your company's operations.
What stays unchanged
- Traffit / HRappka / eRecruiter — unchanged
- Comarch Payroll / Progman — unchanged
- praca.gov.pl / PUE ZUS — unchanged
- All compliance portals — unchanged
What we add
- OCR for identity documents and certificates
- Natural language candidate search across entire DB
- Automatic permit and visa expiry monitoring
- Contract drafts from candidate data (for review)
- Candidate and foreign worker personal data kept locally
- Local processing of financial data and Excel sheets (BI)
Where this goes
Any recruiter finds any candidate with any criteria in under 90 seconds. Compliance monitoring runs 24/7 automatically.
AI pre-screening via chat on your website (the recruiter always makes the decision), predictive availability forecasting, automatic contract lifecycle management.
Your candidate database becomes an advantage no new agency can build in years. A possible new revenue model: a monthly compliance subscription for companies hiring foreign workers — AI monitors visa and permit deadlines for a fixed fee. Extra revenue with no extra recruiter.
EU AI Act, GDPR and foreign workers' data
Recruitment is a high-risk area under the AI Act
AI systems used to filter and evaluate candidates fall into the high-risk category of the EU AI Act. That's why we design the assistant to search and organise information, while a recruiter always makes the decision about a candidate. During deployment we help you assess what obligations this means for your agency.
Candidate and foreign worker data on your network
Agencies process a lot of personal data: CVs, ID documents, work permits. With a local system, scans and notes are not sent to a cloud AI provider. Your other GDPR obligations – legal basis, retention periods, information for candidates – still apply.
Reminders support, they don't replace checks
Alerts 30, 14 and 7 days before a permit or visa expires help you avoid missed deadlines. Responsibility for lawful employment stays with the agency, and a staff member confirms dates read from scans.
Frequently asked questions
Does the AI reject candidates on its own?
No. The assistant searches and lists candidates using the recruiter's criteria. Assessment and decisions always stay with a person.
Does it work with our ATS?
Yes, alongside it. We agree how to connect – e.g. a regular data export or an API – after checking what your system offers.
How does the system know permit and visa deadlines?
From dates in your database and from document scans. Local OCR reads the dates, and a staff member confirms them before they're used for reminders.
How does a deployment start?
With a free 30-minute consultation. We identify which tasks take your team the most time, then propose a hardware setup and the scope of the first phase.
See also
Law firms
Find clauses in your archive in under a minute and draft documents from your own files.
~20 h time recovered per lawyer each month
See the solution →Accounting firms
Draft letters to tax and social security offices in minutes and get quick answers about client documents.
25–35 h less admin work per accountant each month
See the solution →How local AI works
System capabilities, Apple hardware and general legal principles.
Learn more →Ready for secure automation?
Contact us so we can analyze your business processes and select the optimal hardware and software configuration.