HR Software for Mid-Sized Businesses: the techport HR Suite

Does this sound familiar?

• An employee's master data is stored in the personnel file, in the applicant tracking system, and across two Excel spreadsheets, and no one knows which version is correct.
• An offer has been accepted, and HR manually re-types applicant details into the HR system. IT only learns about the new hire via email, and on day one, there is no laptop.
• Staff requisitions and contract amendments get bogged down in email threads. Nobody knows who currently holds the file.
• Employees repeatedly ask about travel expense policies, remote work rules, or key contacts. The answers sit in PDFs that nobody can find.
• The works council wants to know what criteria an AI uses to evaluate CVs and who is able to audit this. HR first has to ask the software vendor for the answers.
• Five tools mean five logins, five contracts, and five separate support contacts.

HR master data as a shared foundation

Every personnel administration system is built on master data: name, address, start date, contract, organisational unit, cost centre. In the techport HR Suite, you maintain this core HR master data in one single place. Recruiting, onboarding, absences, workflows, and reports all operate on the exact same data. How to clean up master data prior to a system migration is covered in our consulting on HR master data.

The five modules of the techport HR Suite

Personnel administration

The digital personnel file consolidates master data, employment details, organisation, documents, HR measures, and history per person. Added to this are organisational units and staffing plans with target and actual figures, workflows with multi-stage approvals, and HR measures that automatically sync into the file upon approval. Leave management handles holiday requests, remaining leave, team calendars, and sick leave notifications. Onboarding and offboarding delegates tasks to HR, IT, facilities, and managers. Reports display headcount, joiners and leavers, staffing plans, open cases, and data quality.

Recruiting

Jobs with custom pipelines, candidate profiles, talent pools, evaluation sheets, interview scheduling, and a careers page allowing applications without requiring a login. An approved job requisition becomes a job opening and, with a single click, a published job posting. When a candidate is hired, the personnel file and onboarding process are created automatically. Learn more about applicant tracking.

AI candidate evaluation

The AI evaluates CVs based on criteria that have been approved by a human for the specific vacancy. Name, photograph, date of birth, nationality, and other personal characteristics are stripped out prior to evaluation. Every rating includes the calculation rationale and verbatim quotes from the CV. The AI suggests, a human decides. Learn more about CV parsing and AI in recruiting.

Company knowledge

An AI assistant answers questions directly from your own documents: handbooks, policies, process documentation, works agreements, and onboarding materials. Every answer cites its sources and is clearly labelled as an AI-generated response. If the information base is insufficient, a notification appears instead of a fabricated answer. Learn more about knowledge management software.

Works council assistant

The works council can research 73 statutes and regulations—including BetrVG (Works Constitution Act), DSGVO (GDPR), BDSG (Federal Data Protection Act), and KI-VO (EU AI Act)—as well as your internal works agreements. Answers are delivered in legal opinion format with statutory citations. In addition, it provides read-only access to criteria and audit logs from the AI candidate evaluation. Learn more about software for works councils.

What connects all modules

• Single login with two-factor authentication, roles and permissions per module, validated server-side
• Global search with Ctrl+K across employees, vacancies, candidates, and workflows, with queries to company knowledge directly from search
• Shared notifications and tasks, a dashboard displaying key priorities tailored to each role
• Complete audit trail: who changed what and when, showing before-and-after values
• Accessible via browser on desktop, tablet, and smartphone, accessible design, and dark mode

Built for the EU AI Act

The techport HR Suite has been engineered to meet the requirements of the EU AI Act (Regulation (EU) 2024/1689). In practice, this means:

• Human in the loop. The AI candidate evaluation is merely a recommendation. The system never alters an application status, never screens out anyone automatically, and never sends rejections. Overriding an evaluation requires human justification per criterion.
• Versioned criteria. The AI extracts criteria proposals from the job posting, which a human then reviews and approves. Each approval creates an immutable version. Criteria are screened for AGG (General Equal Treatment Act) compliance; the system flags attributes such as age, gender, or origin.
• Audit logging. Every AI query and every human action is logged. Criteria and audit logs can be exported.
• Reproducible. Same input, same output. Every quotation in the explanation is verified against the CV.
• Documentation for you as deployer. Instructions for use and a template for 'Information for applicants' are included.
• Transparency labelling. Responses from the company knowledge module are clearly marked as AI-generated, as required by Art. 50 KI-VO (EU AI Act) from 2 August 2026.

In our assessment, the AI candidate evaluation qualifies as a high-risk AI system under Annex III No. 4 of the EU AI Act. We are preparing the conformity assessment ahead of 2 December 2027, the date from which high-risk obligations apply. As an employer, you act as the deployer: you operate the system in line with instructions for use, ensure human oversight, retain logs for at least six months, and inform the works council and employees prior to deployment (Art. 26(7) KI-VO). For an overview, see our guide to the EU AI Act in HR.

For companies with a works council

HR software is generally subject to co-determination. Under § 87 Abs. 1 Nr. 6 BetrVG, the Federal Labour Court (BAG) considers it sufficient that a system is objectively capable of monitoring employee conduct or performance. The works council must be informed of planning in good time pursuant to § 90 BetrVG, explicitly also when deploying AI. If the works council needs to assess AI, an external expert is deemed necessary (§ 80 Abs. 3 BetrVG).

The techport HR Suite makes these discussions straightforward:

• The works council assistant answers legal queries with up to eight statutory citations and takes your works agreements into account. Every answer includes a disclaimer stating that it does not constitute legal advice.
• The works council has read-only visibility into approved evaluation criteria, historical versions, and system audit logs.
• Roles and permissions are strictly defined, and the audit trail captures every change. An auditor role provides view-only access.
• The suite does not analyse employee emotions or sentiment.

To find out how to plan rollouts with your works council, read our guide on Works councils and AI. For assistance drafting works agreements, our consultancy on HR software and works councils is available to support you.

Hosted on servers in Germany

Hosted on servers in Germany, or optionally as an on-premises installation in your own environment. The large language model for AI candidate evaluation runs directly on the installation's servers. CVs are never transmitted to external AI services. The AI powering company knowledge operates in data centres in Germany or the EU, and your data is never used to train third-party models.

Data protection is reflected in concrete measures:

• Granular roles and permissions per module, two-factor authentication
• Audit trail and access logging per document
• Retention and deletion schedules with automated erasure, including reminders for candidate data
• Right of access and data export per individual under Art. 15 and 20 GDPR
• Pseudonymised evaluations within the AI candidate evaluation
• Encrypted, automated backups with verified recovery procedures
• Data processing agreement (DPA) under Art. 28 GDPR

Discover key compliance factors for AI and data privacy in our guide to GDPR-compliant AI.

Who works with the techport HR Suite

• HR: HR administrators configure organisation structures, roles, workflows, and templates; HR professionals manage files and day-to-day operations.
• Line managers: view their team, approve leave and HR measures, and submit job requisitions.
• Employees: update their own details, access documents, request annual leave, and query company knowledge.
• IT and facilities: complete their onboarding and offboarding tasks. IT leadership benefits from two-factor authentication, server-side permission checks, and encrypted backups.
• Works council: conducts research with the works council assistant and maintains read-only access to AI candidate evaluation settings.

How we implement the techport HR Suite

1. Initial consultation and demo. We review your processes, employee headcount, suitable modules, and the involvement of the works council.
2. Configuration. We configure organisational units, staffing plans, roles, workflows, absence types, templates, and checklists alongside your team. You decide whether the suite runs on our servers in Germany or as a dedicated on-premises installation.
3. Data migration. We migrate HR master data from your legacy system or spreadsheets, checking beforehand for gaps. Applicant data is migrated following a trial run and validation report.
4. Training and go-live. Each role receives targeted training: HR, line managers, employees, IT, and the works council. Afterwards, you have a dedicated point of contact for questions and system adjustments.

Implementation timeframes depend on your current data readiness, selected modules, and co-determination requirements. We define the schedule collaboratively following the initial consultation. If you are still comparing multiple systems, find expert guidance through our HR system selection consulting. If you currently use Personio, our page on Personio alternatives explains the key considerations when switching.

Pricing on request

Pricing for the techport HR Suite is available on request. It depends on your headcount and the modules you use. Our offering is exclusively aimed at businesses. We can also explore whether grant funding programmes apply to your consulting and implementation project.

Frequently asked questions