Standardised reference processes for HR departments

When you issue 50 to 500 references per year, consistency becomes a key metric. ZeugnisPilot brings the discipline of your templates into the generation process — with an audit trail.

Built-in four-eyes workflow
Audit log per reference
Tonality profiles per template

Pain points

What eats up HR teams every day

Inconsistent quality

Every manager phrases things differently. HR spends hours per reference correcting tonality, codes and completeness.

Audit gaps

Who approved what and when? Who carried out the compliance check? In rectification claims the traceable trail is missing.

Four-eyes process as email ping-pong

Word files travel back and forth by mail. Version control and a status overview are missing.

Multi-tenant capability

In groups or with fiduciary mandates you need separate templates and audit trails per subsidiary or client.

HR-specific functions

What ZeugnisPilot solves

Standardised workflow

A 5-step wizard enforces completeness. No section is forgotten.

Compliance discipline

A four-category check (Art. 330a CO, codes, form, discrimination) before every PDF creation. The audit log documents decisions.

Four-eyes workflow

Two signatories foreseen in the layout. The status overview shows drafts, reviews and approvals.

Multi-tenant (Enterprise)

Per tenant: own template, logo, signatures and compliance profiles. Audit logs are kept separate.

Tonality profiles

Formality, length, benevolence and task detail as sliders. The right profile for every level of hierarchy.

API & SSO (Enterprise)

SCIM provisioning, SAML SSO and audit-export API. Integration into existing HR tooling landscapes.

How it works in practice

Four-eyes workflow in detail

First person (HR operations): records the data, selects the standard, enters the assessment, generates the draft.
Compliance check: AI flags findings with severity (high/medium/low). HR decides per finding: accept, reject, override.
Second person (HR lead or manager): sees the final editor text + compliance status. Last changes, then approval.
PDF creation: with both signatures, doc ID, content fingerprint, QR code for recipient verification.
Audit trail: who changed what and when, how each compliance finding was handled.

FAQ

Frequently asked questions

How does the four-eyes workflow work in practice?

Two signature fields are foreseen in the PDF layout (typically management + HR). The second person sees the compliance-check output and can make changes to the editor text before the PDF is generated. The audit trail documents who accepted or rejected which findings.

Can we define tonality profiles per level of hierarchy?

Yes. In the Pro and Enterprise plans you can store default values per template for the four tonality axes (formality, length, benevolence, task detail). Example: for C-level roles "formal + detailed + very benevolent".

What does the audit log look like?

Per reference: creation timestamp, generated model, entered grade, tonality axes, compliance findings with severity, applied corrections, final editor text hash, signatories, PDF doc ID and content fingerprint.

Can we take over existing Word templates?

In the Pro plan you can upload an existing template as a style reference. The model only takes over the structure, tone and word choice — no specific people or facts. Layout (letterhead, signature block) is stored once in your profile.

SSO and SCIM — from which plan?

In the Enterprise plan. SAML 2.0 and OIDC are supported. SCIM provisioning for employee accounts is also supported. Setup with our Customer Success Manager.

How does ZeugnisPilot handle FADP / GDPR?

We are a data processor for the reference data. The DPA is ready for Pro and Enterprise customers. Personal data does not leave Switzerland (hosting in Zurich); Anthropic processes the texts as a sub-processor in the EU. Retention period: 5 years by default, individually adjustable.

What about rectification requests?

When employees have an existing reference rectified, you can create a new version with the same doc ID series. The older version remains in the audit log; the PDF can be revoked — the verification page then shows "revoked".

When consistency matters more than speed

Activate the Pro plan and standardise as a team. SSO and audit export available on demand.