PeoplePilotOS

AI HR assistant now built in

The HR operating system for people-first teams

Hire, onboard, pay and grow your people from one secure platform. Payroll and Indian statutory compliance are built in, every employee gets self-service, and an AI assistant answers HR questions in seconds.

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  • PF, ESI, PT & TDS ready
  • A separate database per organization
  • Every change audit-logged
  • Core HR
  • Payroll
  • Statutory compliance
  • Attendance
  • Leave
  • Recruitment
  • Onboarding
  • Performance
  • Learning
  • Talent & succession
  • Engagement
  • Expenses
  • Travel
  • Assets
  • Benefits
  • Helpdesk
  • Documents
  • Employee relations
  • Projects & timesheets
  • Exit
  • Reports
  • AI assistant

One platform

Everything HR, in one place

Core HR, time, payroll, hiring, performance and analytics share one employee record, one set of permissions and one audit trail. A change made in one module is the same fact in all of them.

One record for every employee

Personal, job, bank and statutory details live in a single profile. Every placement is effective-dated, so you can answer who reported to whom on any day, not just today.

  • Effective-dated assignments for department, location, manager and designation
  • Promotions, transfers and manager changes as approved lifecycle actions
  • Profile change requests that go to HR with the before and after
  • Bulk import from a spreadsheet, with a reversal if a load goes wrong
  • A searchable directory and a team org chart
Learn more about Core HR

The whole employee lifecycle

From the first interview to the full and final

Recruiting, payroll, time and growth run on one employee record, so what HR sets up once is used everywhere after it.

Hire & onboard

Hire well, and have them ready before day one

Approve a requisition, move applicants through your stages, schedule interviews and collect feedback, then release an offer for approval. Candidates follow their application on their own portal, and new joiners fill in their details and documents before they arrive.

  • Recruitment pipeline from requisition to interview feedback
  • Offers with approvals, accepted or declined by the candidate
  • Candidate and pre-boarding portals for status, forms and documents
  • Onboarding checklists with owners and due dates
Explore hiring and onboarding
Two colleagues talking across a table with a laptop open between them

Pay with confidence

Payroll that reads attendance, and knows Indian compliance

Each run pulls paid days and loss of pay from attendance and leave, works out statutory deductions, goes through approval and is locked before anyone is paid. Payslips publish to employee self-service, and the statutory returns and bank files come out of the same numbers.

  • Payroll runs with approval, lock and payslips
  • PF, ESI, PT and TDS, with the PF ECR and Form 24Q
  • Loans and advances recovered through payroll
  • Full and final settlement when someone leaves
Explore payroll and compliance
A colleague talking through figures beside a laptop showing a dashboard

Time, attendance & leave

Every punch, shift and leave day, ready for payroll

Punches arrive from attendance devices, matched to people by badge, or from a web check-in. Shifts and rosters decide what a day should have been, employees regularise what went wrong, and leave follows your own policies, accruals and holiday calendars.

  • Attendance devices and badges, plus web check-in
  • Shifts, rosters and swaps, with regularisation requests
  • Leave policies and accruals on a ledger per employee
  • Holiday calendars and leave encashment
Explore time and leave
A bright open-plan office with people at their desks and one arriving down the stairs

Grow & engage

Goals, reviews and the moments that keep people

Run review cycles where employees set goals and assess themselves before their manager does. Assign courses and learning paths, let colleagues recognise each other, hear from everyone through surveys, and keep the whole company informed with announcements.

  • Goals and review cycles with self and manager reviews
  • Learning: courses, learning paths and certifications
  • Recognition on a company-wide wall
  • Surveys and announcements to every team
Explore performance and engagement
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AI built in

Ask HR anything. Get answers in seconds.

Employees ask in plain words and get an answer taken only from your published policies, with the source behind every sentence. The same assistant explains a payslip line by line and drafts inclusive job descriptions for recruiters to edit.

See it answer

Ask HR Answers from Acme's published policies

How many sick leave days can I carry forward?

You can carry forward up to 6 unused sick leave days into the next year. 1

Days above 6 lapse on 31 December. 1

  • 1Leave Policy, version 4 · Sick leave

Do I need a medical certificate?

Yes, for sick leave of 3 or more consecutive days. 2

  • 2Leave Policy, version 4 · Documents

Only from your organisation's policies. Check the source before you act on it.

  • Grounded, with sources

    Answers come only from policies that are published and in force today. Every sentence is checked against the passage it cites; anything that is not is withheld, and the employee is pointed to the closest policies or to a ticket with HR.

  • Sees only what you can

    The assistant runs with the asker's own permissions. Policies need policy-read access, and the payslip explainer opens a payslip through the same data scope as the payslip screen, so it never reaches someone else's pay.

  • Private by design

    Emails, PAN, IFSC, phone and account numbers are replaced with placeholders before anything is sent to the model, and every salary figure on a payslip is masked. The real values are put back only on your side.

  • Opt-in and on the record

    Each AI feature stays off until an administrator switches it on, and that switch is audited. Every question is logged with the user, model, tokens, latency and outcome.

One platform, four points of view

Built for everyone at work

Every person signs in to the same HRMS and sees what their role allows: their own records, their team, the whole organization, or the numbers behind it.

  • Employee self-service

    Your own HR, without the email thread

    • Download payslips, declare tax-saving investments and get your Form 16
    • Apply for leave, check balances and ask for an attendance correction
    • Claim expenses, request travel and raise a helpdesk ticket
    • Ask the AI assistant an HR question and get an answer straight away
    For employees

  • Manager self-service

    Lead your team with the facts in front of you

    • Approve leave and attendance corrections from your own queue
    • See who is away and every team member's leave balance
    • Run 1:1s and track performance improvement plans
    • Follow your team's attendance and any exits in progress
    For managers

  • HR admins, executives and business partners

    The whole employee lifecycle, in one place

    • Hire, onboard and keep every record current, from offer to exit
    • Set leave policies, shifts and attendance rules once
    • Run performance cycles, learning and engagement surveys
    • Give each person a role with exactly the access it needs
    For HR teams

  • Payroll, finance and leadership

    Payroll, compliance and cost, under control

    • Run and lock payroll, then generate the bank file from the locked run
    • Keep PF, ESI, PT, LWF and TDS registers and filings in order
    • Post payroll journals to the general ledger and approve expense claims
    • Read headcount, attrition and payroll-cost analytics
    For finance

Self-service runs in the browser and fits a laptop or a phone screen. Nothing to install.

Workflow & integrations

Approvals that move on their own, and tell everyone who needs to know

A leave request goes to the right approver, the balance moves in the same transaction as the decision, and the news reaches your team's chat and your own systems without anyone forwarding an email.

  • Multi-level approval chains. Build versioned chains of steps, routed to a named person or a role, where any one approver or all of them must agree.
  • Nobody approves their own request. Self-approval is refused by the database, and a two-stage expense claim needs two different people.
  • Notifications with a paper trail. Every in-app and email notice is recorded with each delivery attempt, so "I never got it" has an answer.
  • Automations on a schedule. Leave accrual, probation reviews, overdue onboarding, helpdesk SLAs and scheduled reports run in the background.

Connected to the tools your teams already use

No middleware to buy. Everything below is built into the platform and gated by the same roles and permissions as the rest of it.

Two colleagues talking over a laptop at a shared desk

  • In-app inbox

    Every notice lands in the app first, the record every other channel copies.

  • Email

    Templated messages, with every send attempt kept in a delivery log.

  • Slack & Microsoft Teams

    Post leave approvals, new joiners and payroll close to any channel.

  • Signed webhooks

    32 events, HMAC-SHA256 signed, retried up to six times.

  • REST API keys

    Scoped keys with expiry, IP allow-lists and per-key rate limits.

  • Single sign-on

    Sign in with your company's OpenID Connect identity provider.

  • CSV import & export

    Bulk-load employees from a template, and export any report as CSV.

  • Scheduled jobs

    Accruals, SLA escalations and report schedules run without a click.

Security & trust

Your people's data, in a vault nobody else shares

Salaries, bank accounts, Aadhaar and PAN numbers, grievance files. PeoplePilotOS keeps every organization in its own PostgreSQL database with its own credential, encrypts the most sensitive fields again inside it, and writes an append-only audit row for every change.

  • No shared table holds two customers' rows
  • The organization comes from a signed token, never from the request
  • Support access runs on grants you can see and revoke
How we protect your data

  • A database per organization

    Each customer gets its own PostgreSQL database and login role. No query can return your rows beside another customer's, because they are not in the same database.

  • MFA, SSO and step-up

    Authenticator-app codes with backup codes, sign-in through your OpenID Connect provider, and a fresh code before pay, case files or destructive actions.

  • Roles, permissions and scopes

    Every API route declares its permission, or the server will not start. Access is scoped from self to team, department, location or the whole organization, and a deny always wins.

  • Field-level encryption

    Aadhaar, PAN, passport and bank account numbers, MFA secrets, grievance case notes and filed statutory statements are sealed with AES-256-GCM, on top of disk encryption.

  • An audit trail that can't be rewritten

    The audit row is written inside the same transaction as the change. If it can't be recorded, the change doesn't happen. A database trigger refuses any edit or delete of history.

  • Backups proven by restoring

    Verification restores randomly chosen organizations into isolated databases and counts every row of every table. A backup passes only on a full count, never on an exit code.

By the numbers

Built deep, so you can go live fast

Every figure below is counted from the product itself, not from a slide. That depth is what lets a new organization switch on what it needs and start running.

  • 138+ Standard reports From headcount to TDS, each one ready to export
  • 35 Product modules Core HR to client billing, switched on per organization
  • 24 Built-in roles Sensible defaults you can edit, or add your own
  • 4 Statutory returns generated PF ECR, ESI contribution, PT challan and Form 24Q
Two colleagues review a configuration together on a laptop

Implementation

Live in weeks, not months

The product does the heavy lifting of a switch-over: defaults to start from, imports you can rehearse and undo, and a payroll you can check before anyone is paid.

  1. Step 1

    Configure your organization

    Set up legal entities, departments and locations, then leave policies, salary structures and approval workflows. Start from 24 built-in roles and change them to fit.

  2. Step 2

    Import your people

    Fill in the CSV template and upload it. Every import is a dry run by default, validating each row before anything is saved, and a committed import can be reversed as one batch.

  3. Step 3

    Run a parallel payroll

    Compute a run beside your current payroll and compare payslips and the run-variance report. Preparing and approving are separate permissions, and nothing is locked until it is approved.

  4. Step 4

    Go live

    Invite your employees to self-service, switch on the modules you bought, and turn on the AI assistant when you are ready. It stays off until you do.

FAQ

Questions buyers ask us

Straight answers about data, compliance and getting started. Anything else, just ask.

Talk to our team
Is our data kept separate from other organizations?

Yes. Every organization gets its own dedicated PostgreSQL database with its own credential, and its own address at yourcompany.peoplepilotos.com. Your records never share tables with anyone else's, and every change is written to an audit log.

Does it handle Indian statutory compliance?

PF, ESI, professional tax and TDS are calculated on every payslip. From a payroll run, the product generates the PF ECR file, the ESI monthly contribution, a PT challan with a section for each state, and Form 24Q. Employees submit their tax declarations themselves.

How do we bring in our existing employee data?

Download the CSV template, fill it in and upload it. Imports run as a dry run by default, so you see every validation problem before a single record is written. If a committed import turns out to be wrong, you can reverse that whole batch.

What can employees do for themselves?

Apply for leave and check balances, mark attendance, download payslips, claim expenses, submit tax declarations, raise helpdesk tickets, request changes to their profile and read company policies. Managers approve from the same place.

How do roles and permissions work?

You start with 24 built-in roles, from Employee to Payroll Manager, and can edit them or create your own. Each grant is scoped to the employee alone, their team, a department, a location, a legal entity or the whole organization. Explicit denials always win, which keeps duties separate: the person who prepares payroll cannot approve it. Sensitive actions ask for a second factor again.

What data does the AI assistant use?

It is off until your organization switches it on. The assistant answers only from your published, in-force policies, so no employee record or pay figure is loaded. Personal details are redacted before any model call, each answer must cite the policy it came from or it is not shown, and every question is logged.

How do people sign in?

With an email and password, or through single sign-on with your OpenID Connect identity provider. Authenticator app (TOTP) codes add a second factor with backup codes, and they are compulsory for anyone who holds a sensitive permission. You can also require them for everyone.

Where is our data hosted?

That depends on your requirements, so talk to us. We will walk you through the deployment, the encryption and how backups work for your organization.

Ready when you are

Give your people an HR experience they'll actually enjoy.

See PeoplePilotOS with your own policies, payroll rules and org structure, in a 30-minute walkthrough.

Book a demo Explore the platform