HR teams answer the same questions every week, prepare the same onboarding steps for every hire and chase the same documents at every change. AI agents can take on that administration. Decisions about people stay with people: the EU AI Act treats AI that decides on hiring, promotion or dismissal as high-risk, and Infosistema designs HR agents around that line.
At a glance
Infosistema connects AI agents to HR, payroll, identity and IT systems for HR administration: employee requests, onboarding and offboarding, candidate logistics, documents and policy questions.
Agents don't screen, rank or decide on candidates or employees; recruitment, promotion, termination and performance decisions are high-risk uses under the EU AI Act and stay with people.
Every engagement starts with a three-week analysis sprint that classifies each process under the EU AI Act before anything is built.
Infosistema creates AI academies together with HR to qualify the organisation's teams in agentic AI, which also organises the AI literacy measures asked for in Article 4 of the EU AI Act.
Infosistema built Fujitsu Portugal's leave scheduling and approval workflow, and its own hiring process uses AI support with a person deciding at every stage.
Administration around the employee life cycle, where the answer is in a policy, a contract or a system. These 5 are where we start.
Employee requests
The agent answers questions on leave, absences, payslips, benefits and certificates from your policies and the employee's own record, books leave against the balance and the team calendar, and issues standard declarations.
Stays with people: exceptions, sensitive cases (health, conflict, disciplinary) and anything the policy doesn't cover.
Systems: HR information system, payroll, intranet or service portal.
Onboarding and offboarding
The agent runs the checklist for each joiner, mover or leaver: contract documents, accounts and equipment requests to IT, mandatory training, access removal on the last day.
Stays with people: the welcome, the manager's plan and any exception.
Systems: HR system, identity and access management, IT service desk, learning platform.
Candidate logistics
The agent schedules interviews, sends confirmations and reminders, collects documents from candidates who have an offer and answers questions about the process.
Stays with people: screening, interviews, assessment and every hiring decision.
The agent answers employees' and managers' questions from your handbook, collective agreement and procedures, with the source quoted, and hands over when the question needs HR.
Stays with people: interpretation in disputed cases.
Systems: policy repository, intranet, HR service portal.
Training records and reskilling paths
The agent tracks mandatory training, reminds people before deadlines and suggests learning paths from your catalogue as roles change.
Stays with people: development decisions and career conversations.
Systems: learning management system, HR system.
What makes agents hard to run in HR?
The law, and the trust of your people: an HR agent works on information about the people it serves, so the rules on what it may decide are stricter than anywhere else in the company.
EU AI Act, Annex III. AI used for recruitment and selection, decisions on promotion or termination, task allocation based on behaviour, or monitoring and evaluating workers is high-risk. Our HR agents stay on administration and logistics, and the sprint documents why each one falls outside those uses.
Workers' representatives. Employers deploying high-risk AI at the workplace will have to inform workers' representatives and affected workers first (high-risk obligations apply from 2 December 2027). Even for low-risk agents, we recommend telling people what the agent does.
GDPR, Article 22. People have the right not to be subject to decisions based solely on automated processing with significant effects. Agents prepare; a person decides.
Sensitive data. Health, family and disciplinary information gets the narrowest access and stays with HR staff.
How does Infosistema start?
With a three-week analysis sprint on HR operations, for example employee requests and onboarding.
Week 1: map the processes, roles and systems, and short-list up to five candidates.
Week 2: classify each process under the EU AI Act, score it for impact and readiness, and analyse it step by step against a baseline.
Week 3: estimate build and monthly operation per agent, then recommend agent, agent with conditions, classic automation, or not yet.
Every agent starts in shadow or supervised mode, and the HR team decides when it earns more autonomy.
Which Infosistema products and partners help?
AI Academy: an academy we build with you, inside your organisation, to qualify your teams in agentic AI, with learning paths by role.
Vesster: governed agents for document collection and verification, with an audit trail on every decision.
Google CoE: Gemini Enterprise Agent Platform for HR agents on Google Workspace.
What has Infosistema built for HR teams?
Leave scheduling and approval at Fujitsu Portugal: a workflow for booking holidays with manager approval, with available days registered per employee and scheduled days visible to employees and managers.
Infosistema's own hiring: parts of the process are supported by AI agents, and decisions about each application are always made by a person. Candidates are told this on every role page, and the recruitment privacy policy explains how their data is kept.
Is it legal to use AI agents in HR under the EU AI Act?
Yes, for administration such as employee requests, onboarding and scheduling. Using AI to recruit, select, promote, dismiss, allocate tasks by behaviour or evaluate workers is high-risk and carries strict obligations; our HR agents stay out of those decisions.
Can an AI agent screen CVs?
We don't build agents that screen, rank or reject candidates. They handle scheduling, confirmations, documents and questions, and recruiters make every selection decision.
Do we have to tell employees about the agent?
For high-risk AI at the workplace, workers' representatives and the workers affected will have to be informed before it's used, once the high-risk obligations apply on 2 December 2027. For administrative agents we recommend the same openness, and employees must be told when they're chatting with an AI system.
Can the agent see salaries and health data?
Only what each task needs. Payroll and health data get the narrowest access, every access is logged, and sensitive cases go to HR staff.
How does the AI Academy help HR?
Infosistema builds the academy with HR, inside your organisation, to qualify your teams in agentic AI: paths for leaders, process owners, operations, engineering and compliance, AI literacy for everyone (Article 4 of the EU AI Act) and new paths for roles that change.
Let's put AI to work in your HR team
Tell us which process you'd like to look at first, and we'll reply within 1 business day.
