AI HR assistant (chat & voice)
Find staff and documents, add employees, request documents, create reminders and share files by asking in plain language. The assistant asks before changing anything.
AI HR & document portal
AI HR Portal HR and document management with a built-in AI assistant
A self-hosted HR and document management portal with an AI assistant on chat and voice, AI document reading and automatic expiry reminders on WhatsApp and email. Designed and built by zdevs for a multi-company group.
Which visas expire in the next 30 days?
3 visas expire in the next 30 days:
Visa · Operations staffin 6 days
Visa · Logistics staffin 14 days
Visa · Accounts staffin 27 days
Ask them to upload their renewed visas.
Needs your confirmation
Send a document request to 3 staff members by WhatsApp and email.
ConfirmCancel
Ask the assistant anything…
The problem
Missed renewals cost money. Spreadsheets miss them.
Groups with several companies track hundreds of documents: passports, visas, ID cards, trade licenses and contracts. Each document has its own expiry date. With spreadsheets and inboxes, teams miss renewals. The results are fines, delays and HR teams chasing paperwork all week.
The AI HR Portal puts every company, employee and document in one place. AI reads new documents, and the portal reminds the right people before anything expires. Managers ask the AI assistant for what they need, by typing or by voice.
Read more: AI automation in HR.
Features
Everything HR needs, in one AI-powered portal
AI document reading (OCR)
Upload a passport, visa, ID card or trade license. Google Gemini extracts the fields and fills in the company or employee record.
Expiry tracking & reminders
Automatic reminders at 30, 15, 7, 3, 2 and 1 day before a document expires, over email and WhatsApp.
Corporate inbox
Read, reply to, forward and write emails inside the portal over IMAP and SMTP, including Microsoft 365 through Microsoft Graph.
Share by WhatsApp or email
Send any document to anyone from the document list. Each manager sends from their own email and WhatsApp.
Custom reminders
One-off or recurring notifications, even hourly, to all staff, specific companies or specific people. Send them by email, WhatsApp or in-app.
Approvals
Staff profile edits and document uploads go to a manager or owner review queue before taking effect.
Multi-company directory
Manage several company entities and their employees, with managers assigned per company.
Role-based access
Owner, Manager, Viewer and Staff roles. Each person sees only the data their role allows.
The AI agent inside
An AI agent built for HR data
The portal's assistant is a true AI agent. The assistant works through a fixed set of tools connected to the HR system, so every action stays safe and traceable.
- Looks up real records before acting. Never guesses an ID
- Describes every change in plain language and waits for your confirmation
- Never performs permanent deletes
- Respects your role. Owner-only actions stay owner-only
- One action at a time, with a daily message limit
Ask in plain language
Type or speak: "Add a new driver to the logistics company" or "Who hasn't uploaded their ID card?"
The assistant finds the records
The assistant searches employees, companies, managers and documents through secure tools.
The assistant proposes the action
You see each planned change: who gets a reminder and which record changes.
You confirm, the change runs
The change runs, and the assistant links you to the updated page.
AI automation
Never miss a renewal again
Every document with an expiry date gets an automatic reminder schedule. Reminders go to the right staff and managers over email and WhatsApp.
- 30days before
- 15days before
- 7days before
- 3days before
- 2days before
- 1day before
Access control
Four roles, clear boundaries
Owner
Full control, including managers, viewers and the company-wide sender.
Manager
Runs assigned companies. No permanent deletes.
Viewer
Read-only access, plus document sharing.
Staff
Sees their own profile and documents. Uploads go through approval.
Under the hood
Self-hosted. Your data stays yours.
The portal runs as a Docker Compose stack on your own server, with optional Cloudflare Tunnel access. No open ports needed.
- Next.js 14
- TypeScript
- Tailwind CSS
- FastAPI
- PostgreSQL 16
- Google Gemini
- WhatsApp gateway
- Microsoft Graph
- APScheduler
- nginx
- Docker Compose
- Cloudflare Tunnel
FAQ
AI HR Portal questions
What is the zdevs AI HR Portal?
An AI-powered HR and document management portal built by zdevs. The portal keeps company and staff records, tracks document expiry dates, reads documents with AI and includes an AI assistant on chat and voice.
Who is the AI HR Portal built for?
We built the portal for a multi-company group. The portal fits any organisation managing many companies, staff and documents such as passports, visas, ID cards and trade licenses.
Is the AI HR Portal self-hosted?
Yes. The portal runs as a Docker Compose stack on your own server, with optional Cloudflare Tunnel access. Your HR data stays under your control.
Does zdevs build HR portals for other companies?
Yes. We tailor the AI assistant, document reading, reminders, inbox and approvals to your workflows. Book an inquiry to talk through your needs.
Want an AI HR portal
for your company?
We tailor the portal's AI assistant, document reading and reminders to the way your team works.