Keybuki Digitale Personalakte

Keybuki Digital Personnel File is the digital personnel file solution for small and medium-sized businesses. Manage all employee documents securely and clearly in one place – from employment contracts and sick leave notifications to certificates and payslips.

YOUR BENEFITS:

All documents in one place
Easily upload employment contracts, sick leave notifications, certificates, and other documents via drag & drop or camera. Intelligent document recognition automatically assigns files to the correct employee and document type.

Automatic master data extraction
Upload an employee master data sheet, and the most important employee data is automatically recognized and entered – name, address, social security number, bank details, and more.

Legal retention periods
Keep track of all legal retention periods. Keybuki reminds you in good time when documents expire or need to be deleted – fully GDPR compliant.

Calendar integration
Synchronize document deadlines, birthdays, and anniversaries directly into your calendar – Apple Calendar, Google Calendar, and Outlook are supported.

Secure and Encrypted

All data is stored on German servers and transmitted using encryption. SHA-256 integrity checks ensure that no document can be altered without detection. Daily encrypted backups on geo-redundant storage ensure maximum data security.

Teamwork Made Easy
Invite up to three HR managers to jointly access personnel files. Grant employees temporary access to their own files – via email with a single click.

Complete Audit Trail
Every access, every change, and every download is logged. You have a complete overview at all times of who did what and when – in compliance with German accounting principles (GoBD).

CSV Import
Easily import your existing employee data via CSV file. The intelligent import function automatically recognizes the columns and imports all data in seconds.

FEATURES AT A GLANCE:

- Digital personnel files with folder structure
- Document upload via camera or file selection
- Automatic document type recognition via AI
- Master data extraction from employee master records
- Document versioning
- Retention period management
- Calendar integration (iCal)
- Notifications for expiring documents
- Employee access to their own file
- CSV import and data export
- Two-factor authentication
- Full audit log

SECURITY:

- German servers (Hetzner, located in Germany)
- TLS/HTTPS encryption
- AES-256 encrypted backups
- SHA-256 document integrity
- Client separation
- GDPR compliant

Keybuki Digital Personnel File is developed and hosted in Germany. Your data never leaves the EU.

Try it free for 14 days – no credit card required.