AI by department · HR
AI in HR: less administration, more attention for people
For HR teams and recruiters drowning in job ads, CVs, calendars and the same questions about leave. AI writes, summarizes, schedules and answers questions from the handbook. Who you invite, hire or reject is always decided by a human. Careful and transparent, because this is about people.
- 65% faster screening (HR consultancy)
- The recruiter decides
- Data in the EU
- InApplication receivedCV and cover letter via the form
- AISummary per candidateAgainst the job requirements, with source
- HumanRecruiter assessesInvite or not: a human decides that
- AIInterview scheduledProposal from all calendars
- DoneConfirmation sentWith practical information for the candidate
HR consultancy: 65% faster screening
Worked with us
01 / What it is
What does AI do in HR?
AI in HR takes over the writing, searching and scheduling, so HR has time for people. Think of job ads, CV summaries for the recruiter, scheduling interviews, arranging onboarding and answering employees' questions from the staff handbook. AI doesn't make decisions about people: who you invite, hire, reject or assess is always decided by a human.
That line is sharper in HR than in any other department. With an invoice, a mistake is annoying. With an applicant, a mistake affects someone's chance of a job. That's why in HR we distinguish between two kinds of tasks. Work without a judgement about a person, such as scheduling an interview or answering a question about leave, AI can largely do by itself. Work with a judgement about a person stays with the recruiter or HR advisor. There, AI delivers at most the summary.
Most of the work is of the first kind. The good news: that's where the gain is large and the risk small.
01Job ads
In your tone, with the real requirements, without clichés.
02CV summaries
Against the job requirements, with source. The recruiter assesses.
03Scheduling and onboarding
Interviews, accounts, the first working day: arranged without email ping-pong.
04HR help desk
Answers from the handbook, with source. Personal questions go to HR.
02 / Sound familiar?
HR wants to work with people. The calendar says otherwise.
It's not unwillingness. It's the admin around it that eats up the week.
Two hundred CVs
“One vacancy gets two hundred responses. By the fiftieth, you're not reading as sharply as with the first.”
Email ping-pong
“Four emails back and forth for one interview. With three interviewers, it becomes a puzzle.”
How many days of leave do I have?
“Every week the same questions about leave, expense claims and pension. It's in the handbook. Which nobody reads.”
The first working day
“Laptop not ready, account not created, the buddy didn't know a thing. Not a great first impression.”
The job ad
“We copy the vacancy from three years ago and change the date.”
After the interview
“I write up the interview report in the evening. Otherwise it doesn't happen.”
03 / With care
Can you use AI in recruitment and selection?
Yes, but with more care than anywhere else in your organization. AI can summarize CVs, compare candidates against the job requirements and schedule interviews. The decision about who you invite, hire or reject stays with a human. Candidates know that AI is being used and what for. And you check that the system doesn't unfairly disadvantage anyone.
Why so strict? Because AI learns from examples, and examples from the past can be skewed. A system that learns from who was hired in the past can rate certain people lower without anyone wanting it to. You don't see that in one CV. You only see it if you look for it.
Five ground rules for AI in recruitment and selection:
- A human decides. No score that determines who goes through. AI summarizes, the recruiter judges.
- Explainable. Every summary refers to what's in the CV. No black box.
- Transparent. Candidates hear that AI helps with processing, and how.
- Checking for bias. Before it goes live, and regularly after that.
- Sparing with data. In the EU, only what's needed, not kept longer than necessary.
The AI Act also says something about AI in recruitment and selection. What that means for you, you can read in the EU AI Act for SMEs. If you're unsure about your situation, have a lawyer take a look.
01AI may
Summarize, compare against the job requirements, schedule, confirm.
02AI may not
Reject, rank or give a deciding score on its own.
03The recruiter
Reads, judges, decides and remains accountable.
04The candidate
Knows that AI helps, and always talks to a human.
04 / Before and after
A week in HR, before and after AI.
Six tasks as we build them for HR teams. Where a client figure is shown, it comes from a case. The rest is an indication or a worked example; what it delivers for you, we calculate with your own numbers.
- Indication: 1 to 2 hours per vacancy
A job ad
Before
Copy the vacancy from three years ago and change the date.
With AI
Copy in your tone based on the conversation with the manager, with the real requirements. HR sharpens it.
- HR consultancy: 65% faster screening
Two hundred applications
Before
Read every CV and take notes. Less sharp after the fiftieth.
With AI
A summary per candidate against the job requirements, with references to the CV. The recruiter reads and decides.
- Indication: 15 to 20 min per interview
Scheduling an interview
Before
Four emails back and forth with the candidate and three calendars.
With AI
A proposal from all calendars. The candidate picks a slot, the invitation goes out.
The interview report
Before
Written up in the evening from a notepad.
With AI
A report from the notes, in a fixed structure. The interviewer checks it and writes their own judgement.
The first working day
Before
Separate emails to IT, facilities and the buddy. We always forget something.
With AI
A fixed onboarding flow: accounts requested, buddy informed, welcome email and schedule for week one ready. HR approves.
- Worked example: 150 questions x 10 min = 25 hours a month
How many days of leave do I have?
Before
HR answers the same question for the twentieth time this month.
With AI
An HR help desk answers from the handbook, with source. Personal or sensitive questions go to HR.
05 / Who decides?
Where AI helps, and where a human decides.
Pick a task and see which of the four APO roles it lands in: human, AI assists, human approves or fully AI. Look in particular at 'Rejecting an applicant': AI can draft the letter, but the decision affects a person and so stays with a person.
Pick a task
Human
A person does the work. AI stays out.
AI assists
A person does it, AI drafts or looks things up.
Human approves
AI does the work, a person checks before it goes out.
Fully AI
AI does it by itself. A person spot-checks.
Where it lands: Human approves
AI prepares the answer with the right order details. An employee reads along and sends: tone and exceptions stay human.
06 / For your people
What do employees notice of AI in HR?
Mainly that they get answers faster and have less to figure out. A new colleague who wants to know on a Sunday evening how parking works gets an answer from the handbook instead of a full HR inbox on Monday. A manager who wants to open a vacancy has draft copy within an hour. A candidate gets an invitation within a day instead of after a week.
And HR itself? The team gets time back for the work they once chose HR for: conversations, guidance, a culture people want to stay in. At Wens Chalets, where we built AI workflows for administration, reports and guest communication, employee happiness went from 7 to 9. Less admin, more work that matters.
An HR help desk only works if the handbook is right. So often the first thing we do is clean up the handbook together with HR: contradictory rules out, old versions gone. That's a gain straight away, even without AI.
01Employees
Answers from the handbook, outside office hours too.
02Managers
A job ad and a schedule without the back-and-forth.
03Candidates
A faster response, and a human who decides.
04HR
Time for conversations instead of admin.
07 / Yourself, a tool or a partner?
ChatGPT, the AI in your HR system or an AI partner?
Three ways to use AI in HR. In HR, besides convenience, two questions count above all: where does the personal data go, and who decides?
| Yourself with ChatGPT or Copilot | AI features in your HR system or ATS | AI Partnership with NinA | |
|---|---|---|---|
| What it does | Writes and summarizes text when someone asks for it | Features within the system, such as job ad copy | Workflows across all your systems: recruitment, calendar, handbook, IT and HR system |
| Knows your handbook and job profiles | Only what you paste in | What's in the system | ✓ |
| Where personal data goes | Careful: CVs don't belong in a free account | With the system's vendor | In the EU, with you or with a European provider |
| A human decides on candidates | If the user does so | Depends on the settings | Always, that's how it's built |
| Explainable per candidate | · | Varies per system | ✓ |
| Who builds and maintains | Everyone for themselves | The vendor | A dedicated team from NinA |
| Suits | Copy and one-off questions, small team | Recruitment within one system | High volume, multiple systems, onboarding and help desk |
Swipe sideways to see all columns →
Never paste CVs or personnel files into a free AI account. More on that in ChatGPT and the GDPR.
08 / How we approach it
From first conversation to an HR team with time to spare.
We build within the AI Partnership. You start with the € 6,000 AI Quick Scan: one day on site, and within a week you know where AI pays off in HR.
- 01
Intro call
Fifteen minutes
Where does HR's time go: recruitment, questions, onboarding or reports?
- 02
AI Quick Scan
One day plus a week
Per task we count the duration, the number of people and the frequency, and agree per task what AI may and may not do. You get a business case per opportunity and a twelve-month roadmap.
- 03
First process live
Quarter 1
Often the HR help desk or interview scheduling: high volume, no judgement about people. Recruitment comes after that, with the ground rules in place.
- 04
Expand
After that
CV summaries, onboarding, job ads. Every month you see what it delivers, and whether it keeps working fairly.
09 / Cases
HR and administration with AI, in practice.
10 / Questions
Frequently asked questions about AI in HR.
What can AI do for HR?
For HR, AI can draft job ads, summarize CVs against the job requirements, schedule interviews, write up interview reports, arrange the onboarding of new employees and answer employees' questions from the staff handbook. Decisions about people, such as inviting, hiring, rejecting or assessing, stay with a human. At an HR consultancy NinA AI works with, the screening process became 65 percent faster this way.
Is AI allowed to assess CVs?
AI can summarize CVs and compare them against the job requirements, with a reference to what's in the CV. Leave the judgement, who you invite or reject, to a recruiter. In recruitment and selection, AI calls for extra care: explainability, transparency towards candidates and checks for bias. The AI Act also says something about it; for that, read the EU AI Act for SMEs.
Do you have to tell candidates that you use AI?
We always recommend it. Say in the job ad or the confirmation email that AI helps with processing applications, what exactly for, and that a human decides. It's fair to candidates and prevents surprises. What the law requires exactly depends on your situation; read the EU AI Act for SMEs and if in doubt, have a lawyer take a look.
What is an HR help desk or HR chatbot?
An HR help desk answers employees' questions from the staff handbook, the collective labour agreement and the policies, with a reference to the source. Think of leave, expense claims, working from home or pension. Personal or sensitive questions, such as illness or a conflict, go straight to an HR employee. A help desk only works if the handbook is right; if needed, we clean that up together first.
Can AI arrange the onboarding of new employees?
The admin around it, yes. An onboarding flow requests accounts from IT, informs the buddy and the manager, sends a welcome email and prepares the schedule for the first week. HR approves and has the conversations. That way a new colleague starts with a working laptop instead of an apology.
Is AI in HR safe for personal data?
If you set it up properly, yes. At NinA AI the data stays in the EU, on your own infrastructure or on servers with a European provider, and the AI only sees what it needs for its task. Everything is logged and the data agreements are set before we build. We work to ISO 27001 and NEN 7510; certification is in preparation. Never paste CVs into a free AI account.
What does AI for HR cost at NinA AI?
You start with the € 6,000 AI Quick Scan. Building happens within the AI Partnership: package S costs € 4,500 per month (30 hours), M € 7,500 (50 hours) and L € 12,000 (80 hours), for a minimum of twelve months. What goes live is covered by a maintenance contract from € 245 per month, including AI usage: Bronze runs on your own servers, Silver and Gold on our platform in the EU. All amounts excluding VAT. We only start if the partnership as a whole delivers at least twice the investment in the first year. If the volume is too small for that, a workshop is a better start.
Will AI replace the recruiter or HR advisor?
No. AI takes over the reading, scheduling, writing and looking up. The conversation, the judgement about a candidate, guiding employees and the culture stay human work. What we see: HR gets time back for exactly that work.
More time for people, less for admin?
Book an intro call. Together we'll look at where HR's time goes, and where AI can help with care.
01
Intro call
Fifteen minutes, no strings. Where does work get stuck and what do you want to achieve?
02
AI Quick Scan
One day on site. Within a week, a business case and a roadmap.
03
AI Partnership
A dedicated team that builds, trains and shows what it delivers every month.
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