Recursos-Humanos · Feature

AI HR Software: Employee Records, Time Off, Hours Reconciliation and Onboarding, Paper-Free

Your people's full lifecycle in one module: positions, recruiting, selection, hiring, employee records, performance reviews, compensation, training, wellbeing and offboarding. AI pre-screens candidates, drafts balanced reviews, flags early attrition risk and builds each new hire's onboarding automatically.

Advanced 18 min read RRHHrecursos humanosempleadosnóminareclutamiento
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Screenshot of the HR module in Pilot Desk
In 30 seconds
  • It's Pilot's largest module: it covers the entire lifecycle of a person at the company.
  • 12 sub-views: dashboard, positions, recruiting, selection, hiring, employees, reviews, compensation, training, well-being, separations, settings.
  • Each sub-view has its own logic, but they all connect.
  • Built for companies of 10+ people with an HR lead or an admin who covers HR.

What is the HR module?

It's Pilot's most complete module. Once your company grows past 10-15 people, this module becomes indispensable. It covers every stage of an employee's lifecycle: from the moment you see their CV until they leave.

Flow: recruit and hire

  1. Create the position in 'Positions' — description, requirements, salary range.
  2. Open a role in 'Recruiting' — sources (LinkedIn, referrals, your own page).
  3. Candidates enter 'Selection' as cards on a board.
  4. You move them between stages: Applied → Pre-screening → Interview → Finalist → Offer → Hired.
  5. The chosen candidate moves to 'Hiring' — the admin side (contract, onboarding paperwork, equipment).
  6. Once onboarded, they end up in 'Employees'.

The employee record

  • Personal and contact details.
  • Contract (type, salary, benefits, start date).
  • Direct manager and department.
  • Performance review history.
  • Training taken and pending.
  • Absences and time off (balance and taken).
  • Attached documents (CV, signed contract, etc.).

Performance reviews

You set up review cycles (annual, semiannual). Each employee and their manager fill out a questionnaire. The results stay in the employee record and feed decisions on raises, promotions or departures.

Example: a full hire

Example

You need to hire a UX designer.

  1. You create the 'Senior UX Designer' position with a salary range of ₡1.2M-1.6M.
  2. You open the role on LinkedIn + internal referrals.
  3. In 1 week, 15 candidates enter the Selection board.
  4. You and your team pre-filter them down to 5.
  5. You interview 3.
  6. You choose 1 and make an offer.
  7. They accept. They move to Hiring.
  8. You assign a laptop, access, a first-month mentor.
  9. Day 1: they join as an employee.

3 weeks, all tracked in HR. No parallel spreadsheets.

How it connects with other modules

How it connects: HR

TrainingCourses assigned to employees show on both sides. TasksOnboarding generates tasks (hand over the laptop, intros, etc.). ApprovalsTime-off and leave requests arrive here. AccountingSalaries and benefits feed the outflows. Workspace AIYou can ask the assistant to summarize reviews or suggest interview questions.

Tips

  • Keep employee records up to date — details, manager, department.
  • Document difficult conversations in private notes — they protect both sides.
  • Don't wait until year-end to review. Short conversations every 2-3 months work better.
  • First-month onboarding defines retention. Invest there.

If something doesn't work

If something fails

I added a candidate but I don't see them on the board.

Check the stage where you left them and that they're on the right role. Refresh the page.

I can't see the salaries.

Only roles with explicit permission see compensation. Ask the admin to adjust your role if you need to see them.

Real use cases

Approval automation

Time off, leave and raises flow through an approval chain with an owner and a record.

Run your company from WhatsApp

Your team requests time off and gets answers right from WhatsApp.

Integrations that power this feature

Connect Pilot with the tools your team already uses. The AI orchestrates between them without you switching screens.

SlackSlack Microsoft 365Microsoft 365 QuickBooksQuickBooks MondayMonday Whatsapp-BusinessWhatsapp-Business Google WorkspaceGoogle Workspace

Industries where it shines

Retail

Cómo Pilot ayuda al sector retail.

Healthcare

Cómo Pilot ayuda al sector healthcare.

Professional services

Cómo Pilot ayuda al sector professional services.

Manufacturing

Cómo Pilot ayuda al sector manufacturing.

Technology

Cómo Pilot ayuda al sector technology.

Frequently asked questions

Does this replace the payroll system I already use?
Not necessarily. Pilot covers the full people-management lifecycle, but the legal payroll calculation is usually handled by a country-certified local system, since tax rules are specific. What we do: you build the employee base, benefits, hours worked, absences and raises in Pilot, then export to your payroll system (QuickBooks Payroll, local providers) or sync via integration where one exists. For some countries we have native integrations with the main providers.
Does the AI decide who to hire?
No. The AI pre-screens and prioritizes; you decide. When candidates apply to a role, the AI compares them against the job profile (years of experience, required skills, location, salary expectations) and ranks them with a score and a short explanation of why each moved up or down. It's transparent: you see why the AI penalized or rewarded each profile. You review the top 10-15 yourself, interview the ones you want and choose. The AI never discards on its own.
How does the attrition-risk alert work?
The AI cross-references signals from the employee's history: declining performance reviews in recent cycles, rising absences or tardiness, lower training participation, reduced activity in Pilot (if they're an active user), negative feedback in climate surveys. When several signals line up, it appears on the HR dashboard as 'medium/high attrition risk.' The alert is meant to prompt an early conversation with you or the direct manager. It is never shown to the employee, and it never drives decisions without human review.
Does it support each country's legal lifecycle?
Yes. Contract templates, leave types (maternity, paternity, sick, vacation) and the calculations for bonuses, severance and benefits vary by country. We support Costa Rica, Mexico, Colombia, Chile, Argentina and Peru with configurable templates and rules. For new countries we can add templates in 2-4 weeks. The final tax and social-security settlement runs in the payroll system or with the accountant; Pilot hands over clean data.
How much does it cost?
Pricing depends on the number of employees managed, active modules (full HR vs. recruiting only) and country. For companies of 10-30 people there's an accessible plan; for companies of 100+ across several countries, a custom plan. Contact us for a proposal with discounts for teams in the region.

How many parallel spreadsheets does your HR run on today?

Book a 30-minute demo. We'll walk you through the full module with sample data: an end-to-end hire, an employee record, a review cycle and the dashboard with attrition alerts. Then we'll build the plan that fits your company.

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