AI agents for human resources in Swiss SMEs

Today

Each vacancy starts from an old ad pasted from a previous one, rarely up to date, and the German or English version takes days to follow.

With AI

As soon as a hiring request is approved, the agent takes the role description from SharePoint and previous ads, drafts the ad in the company’s tone and in inclusive language, adapts it into the languages needed and saves it as a draft in the recruitment tool. It creates the review task for HR, listing the sources it used. The HR manager checks the requirements, working hours and conditions, then publishes on jobs.ch or LinkedIn.

Today

For one vacancy, dozens of applications arrive as PDFs in different formats and languages, and they get read in the evening between two urgent matters.

With AI

For every application received in Personio or the recruitment mailbox, the agent checks the documents, sends the acknowledgement using the approved template and drafts the request for missing documents. It presents the application in the same format for everyone (background, skills against the written criteria for the role, questions to ask) and saves it to the candidate record. It does not rank or reject anyone: the person hiring reads each application and alone decides what happens next.

Today

Hiring a developer or a designer means assessing skills the HR person does not master, and each interviewer asks their own questions.

With AI

On request, the assistant works with the technical lead to prepare a shared interview guide: role-specific questions, a practical exercise and the same assessment grid for every candidate. After the interview, it tidies up the notes the interviewers give it. Assessment and decision remain with the people who conducted the interview.

Today

Employment references pile up when people leave, every phrase is weighed carefully and requests for changes come back often.

With AI

When a leaving date is entered in Abacus or Personio, the agent gathers the job title, dates and duties, sends the line manager the assessment form and follows up if needed. It then drafts the reference in your Word template, flags ambiguous phrasing and creates the review task for HR. The HR manager reviews, adjusts and signs; nothing goes out without that review.

Today

At the start of the season or before the holidays, dozens of new people arrive at once, speak different languages and ask the same questions about shifts, uniforms or breaks.

With AI

For every new starter recorded in the HR software, the agent prepares the onboarding checklist for the role, creates the requests for uniform, badge and access, and drafts the programme for the first days in the person’s language. During the first weeks, it answers questions in Teams about shifts, uniforms or breaks, quoting the staff regulations or the applicable collective agreement. Anything about contracts or pay is passed on to HR, who also approve each programme before it is sent.

Today

Every month, overtime, absences, allowances and changes in working hours arrive by e-mail or spreadsheet, and a mistake is often found only after the payslip has gone out.

With AI

On the cut-off date, the agent gathers the month’s hours, absences and allowances from time recording and the mailbox, checks them against the written contract rules and lists the points to verify: an absence without a certificate, an allowance outside the regulations, changed hours without a contract amendment. It drafts the requests for supporting documents to line managers and an import file awaiting approval, without entering anything in Abacus or SwissSalary. The payroll administrator checks, completes and imports; a fiduciary firm can use the same agent for its clients’ payroll.

Today

In a care unit or a warehouse, every last-minute absence means redoing the schedule by hand, taking into account qualifications, rest periods and everyone’s wishes.

With AI

As soon as an absence is reported, the agent reads the current schedule, the qualifications and the rest rules you have defined, and offers the team leader several cover options that respect them. Once an option is chosen, it sends the requests to the people concerned, updates the schedule when they accept and logs every change. Nobody is called in without the team leader’s approval.

Today

On building sites and in workshops, safety instructions sit in a binder in one language, and newcomers sign them without always understanding them.

With AI

When a person starts on a building site or in a workshop, the agent assembles the approved materials for their role (your instructions, safety data sheets, Suva documents) in their language and sends them a comprehension quiz. It follows up if the quiz goes unanswered, records the result in the instruction register and informs the team leader. The safety officer approves each document before it is used; on-site instruction is still given by a person.