Documentation: Personalrampe Digital

Your guide to AI-powered digitisation of personnel files.

Product Overview

Short Description

Personalrampe Digital digitises personnel files with modern AI, extracts structured HR data and provides export-ready datasets and AI insights.

Problem

HR departments often store personnel files as PDFs or paper documents, making information hard to search, analyse and reuse in other systems.

Solution

Personalrampe Digital lets HR upload employee documents, runs OCR and AI to extract structured data and makes the results available through tables, filters, exports and an AI assistant.

Roles

Organisation Owner

Sets up the organisation, accepts legal terms and has full responsibility for access and data security.

Rights:

  • Full access to all areas within their organisation (employees, documents, AI assistant, audit log, settings and billing where applicable).
  • Invite users and assign permissions.
  • Manage legal and security-related settings.

HR Admin

Operates the system in daily HR work, manages employee data and documents and controls who can do what.

Rights:

  • Create, edit and delete employee records.
  • Upload and manage personnel documents.
  • Invite and manage users inside the organisation where allowed.
  • View audit logs where enabled.
  • Use the AI assistant if granted.

HR User

Works with employee data and documents but has limited administration responsibilities.

Rights:

  • View, search and filter employees in the table.
  • Upload and view documents for employees.
  • Use the AI assistant if granted.

Read-only role

Users such as auditors or management with view access only.

Rights:

  • View structured employee data and, depending on configuration, audit logs.
  • Cannot modify data or permissions.

Onboarding Guide

First Login

Steps

  • You receive the login URL and, where applicable, an invitation email from your HR or IT team.
  • On the login page you sign in using your business email and either a password or a one-time code / magic link, depending on your project configuration.
  • There is no separate "Forgot password" button. If you need a password reset or cannot access your account, contact your HR or IT team so they can initiate a reset or send a new invitation.
  • After successful login you are redirected to the welcome view or directly to the dashboard (for example the Employees view).

Invite Flow

Steps

  • HR or an organisation owner invites new users from within the app.
  • Invited users receive an email with a link or code to complete their registration.
  • Once registered, their permissions determine which areas they can access.
  • Employees without HR-related responsibilities are not invited into Personalrampe Digital and do not have their own user accounts.

Pages Catalog

Note

This catalog focuses on user-facing pages and explains them in business language. Internal APIs and technical endpoints are not listed. There is no separate marketing home page; users start with login or signup.

Examples

Login

https://digital.personalrampe.de /login
Purpose

Entry point for authorised users such as HR, management or audit. Employees do not log in here.

Access

Publicly reachable, but only meaningful with valid credentials.

Fields
  • Meaning

    Business email address of the user.

    Validation

    Must be a valid email address; invalid or unknown addresses will result in an error message.

    Required
  • Meaning

    Either a fixed password or a one-time login code, depending on configuration.

    Validation

    Must match the stored password or the currently valid one-time code.

    Required
Buttons
  • Function

    Starts the authentication process. On success, redirects to the user’s dashboard.

Special Notes
  • There is no public "Forgot password" button. Password resets are handled via internal HR or IT support processes.
  • When using OTP or magic links, users only enter their email address and then receive an email with the required code or link.

Signup

https://digital.personalrampe.de /signup
Purpose

Registration of new users, typically triggered by an invitation from HR or an organisation owner.

Access

Public but only useful as part of a guided invitation or self-service strategy for HR roles.

Contents
  • Fields for email and optionally name.
  • Links to privacy notice and terms and conditions.
  • Visual confirmation that the account is linked to a specific organisation.

Employees

https://digital.personalrampe.de /dashboard/employees
Purpose

Main working area for HR where all employees and their data and documents are listed.

Key Elements
  • Header with title and description.
  • Table with sorting, filtering, column visibility and export options.
  • Side panel with employee details and associated documents.
  • Bulk upload button "Upload Documents" for users with the right to add personnel data.

Chat

https://digital.personalrampe.de /dashboard/chat
Purpose

Ask questions about your structured HR data in natural language and get AI-generated answers.

Key Elements
  • Chat history and input field.
  • Optional toggle for an extended analysis mode that uses more detailed context from personnel documents and is clearly labelled as higher risk.
  • Information about how the assistant uses only structured data in the default mode.

Audit Logs

https://digital.personalrampe.de /dashboard/audit-logs
Purpose

Provide transparency into who changed what and when.

Key Elements
  • List of changes including timestamp, user and type of change.
  • Filters by date, object type or user where configured.

Settings

https://digital.personalrampe.de /dashboard/settings
Purpose

Manage personal and organisation-related settings.

Key Elements
  • Personal profile settings such as display name.
  • Organisation name and basic configuration.
  • Optional extra configuration items that do not expose internal technical systems.

Billing

https://digital.personalrampe.de /billing
Purpose

Manage legal consent and access billing information.

Access

Organisation owners or users with a billing role.

Content and Actions
  • Review and confirm Terms of Service, Privacy Policy and Data Processing Agreement.
  • Choose directly between online payment (Credit Card, Apple/Google Pay) and invoice billing.
  • Immediate activation of all functions without manual review or waiting time.
  • Link to the billing portal for managing payment details and downloading invoices.

HR Workflow

Steps

  • Set up your organisation and review legal documents.
  • Invite HR users and assign permissions.
  • Create or import employees in the Employees view.
  • Upload personnel documents and let the system process them.
  • Review and correct extracted data where needed.
  • Use the AI assistant and exports to answer questions and feed other systems.

Employee Workflow

Description

Personalrampe Digital is designed as an HR tool. Employees do not have their own accounts and do not log into the system. Instead, HR uses the system to manage documents and data and responds to employee requests through existing HR channels.

Examples

  • Employees ask HR for copies of documents or corrections to their records; HR uses Personalrampe Digital to find and update the relevant information.
  • If the organisation ever wants to introduce self-service access for employees, this would be a separate project with dedicated privacy and governance review. It is not part of the standard setup.

Document and analysis workflow

Summary

Personalrampe Digital focuses on the lifecycle of documents and AI-driven analysis.

Steps

  • Document intake: HR uploads new personnel files (single or bulk).
  • Pre-processing: The system assigns documents to the correct employees.
  • Text extraction: OCR extracts text from PDFs.
  • Structuring: AI identifies key information such as names, contract start dates and job titles and writes them into fields.
  • Validation: HR checks and corrects structured data.
  • Analysis: Structured data is available for tables, filters, exports and the AI assistant.
  • Traceability: Audit logs track who changed what and when.

Extended Analysis Mode

  • Default mode: The AI assistant works with structured, abstracted data. Full document text is not passed through in this mode.
  • Extended mode: Can be enabled explicitly and is clearly labelled as a mode with reduced data minimisation, where more detailed document context is used for answers.
  • Responsibility: Using extended modes and the associated transfer of information is a conscious decision of the customer organisation and is reflected in the legal documentation.

Reporting Analytics

Summary

Employee tables with filters and exports plus the AI assistant and audit logs form a lightweight reporting and analytics layer on top of your digitised personnel files.

Details

  • Filter and search on the Employees table allow quick views by contract type, location, end dates and more.
  • Exports provide structured CSV or Excel files for use in BI tools or other HR systems.
  • The AI assistant supports ad hoc questions without building complex reports.
  • Audit logs support compliance and internal review processes.

Troubleshooting

Login Issues â–¼
If you cannot log in, check spam folders, verify your email address with HR and make sure you use the correct login method (password vs. one-time code). If you forgot your password, contact HR or IT to initiate a reset.
Document Processing â–¼
If uploaded documents do not show up, wait a few minutes, verify assignment to employees and contact HR or IT if the issue persists.
AI Answers â–¼
If the AI assistant responds in very general terms, ensure that enough structured data exists and rephrase your question with more concrete filters such as time frames or contract types.

FAQ

How do we start? â–¼
Configure your organisation, invite a small HR pilot team, upload sample files and validate extraction results before scaling up.
How do we control access to personnel files? â–¼
Use the user management to assign roles that grant read, edit or admin access only to trusted people.
Can we allow external partners to work in the system? â–¼
Technically yes, by inviting them and granting permissions, but you should carefully evaluate this from a privacy, security and compliance perspective.
What file types work best? â–¼
Standard PDF personnel files work best for OCR and extraction.
What if AI extraction is wrong? â–¼
Check the structured fields and correct them manually; the corrected values are stored in the system and used going forward.
How can we send data to other HR systems? â–¼
Use the export function of the Employees table and import the resulting files into your target system.
Do I as an employee have access to Personalrampe Digital? â–¼
No. The system is used by HR and certain management or audit roles. If you have questions about your data, contact your HR team.
Which providers are involved? â–¼
Personalrampe Digital uses a modern cloud-based architecture hosted in European data centres. Concrete providers and legal bases are documented in the privacy and security documentation.
Where is data stored? â–¼
Core systems are operated in European regions; details are described in the data protection documents.
How is authentication implemented? â–¼
Users sign in via email with password or one-time code/magic link; the underlying technical implementation is abstracted away and not relevant for daily operations.

Best Practices

Summary

Start small, involve HR, IT and data protection early, and combine exports with the AI assistant for maximum value while keeping a clear eye on responsibilities and access control.

Rollout

  • Start with a limited set of employees or a pilot business unit to test uploading, processing and validation.
  • Define which document types should be uploaded and how long original files are retained in parallel systems.

Enablement

  • Train HR users briefly on uploading documents, working with the Employees table and using the AI assistant.
  • Communicate clearly that AI supports data structuring, while HR remains responsible for final data quality.

Communication

  • Inform internal stakeholders such as HR, data protection, IT and employee representatives early about purpose, functionality and external services.
  • Document which roles receive which permissions in Personalrampe Digital.

Analysis and Reporting

  • Use exports for recurring standard reports and the AI assistant for quick ad hoc questions.
  • Review audit logs regularly to ensure that only authorised users change sensitive data.