XBuddy
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Recruitment and talent development

From hiring to development, on one employee record

Recruitment, onboarding, probation, competencies, 360° reviews and training in one flow — review results lead straight to development plans and courses.

  • Candidates become employees without re-entry
  • 360° reviews tied to the competency framework
  • Competency gaps turned into specific courses
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From hiring to development, on one employee record

The core problems

What is costing you time and money

  • Hiring by email and loose forms

    Candidate files sit in inboxes, tests go out by chat, and every interviewer keeps notes somewhere different. Once someone is hired, HR re-types the candidate's details into an employee record.

  • New hires fall through the cracks

    Preparing equipment, accounts and mandatory training has no shared checklist, and nobody is reminded when probation ends. New employees start work before they are ready.

  • Subjective reviews that lead nowhere

    Year-end reviews use loose forms scored only by the line manager, with no link to competencies. The results stay in a file and never lead to training or a development path.

  • No idea who lacks which skills

    There is no picture of the team's skills, so training plans are built on gut feel and nobody can say who is missing mandatory courses or who is ready to succeed a key role.

Before and after

What changes on XBuddy

Today

  • CVs in inboxes, re-typed once hired
  • Onboarding run from the coordinator's memory
  • Probation ends without a reminder
  • One-way reviews on loose forms
  • Training plans disconnected from review results

With XBuddy

  • Public careers page; candidates convert into employees
  • Template onboarding checklists that can block activation
  • Probation review reminders and confirmation in the system
  • 360° reviews, calibrated and finalised per person
  • IDPs suggest courses for the competencies to develop

The flow

7 steps, one continuous record

  1. 1

    Recruitment

    A job requisition is approved through a workflow and the opening goes live. Candidates apply on the public careers page without signing in, take tests via a link, and HR tracks them on a stage-based pipeline and compares candidates before deciding.

    • Public careers page and link-based candidate tests
    • Candidate pipeline and comparison screen
    • Consent to personal data processing recorded (Decree 13)
    HR →
    Recruitment — HR
  2. 2

    Onboarding and probation

    The successful candidate becomes an employee in pre-onboarding status with a template onboarding checklist. When enabled, the system blocks activation until the checklist is done; the manager runs the probation review and confirms the employee.

    • Template onboarding and offboarding checklists
    • Reminders for probations about to end
    • Template HR decisions acknowledged by the employee
    HR →
    Onboarding and probation — HR
  3. 3

    Self-service portal

    As soon as their account is linked to the employee record, the new hire uses My HR to read and acknowledge announcements, confirm receipt of decisions, view their skills and start assigned courses. Everything shows only that person's own data.

    • Announcements and decisions to acknowledge
    • Skills, learning, certificates and transcript
    • Leave, attendance and payslips in the same portal
    Employee Service →
    Self-service portal — Employee Service
  4. 4

    Competency framework

    HR builds the competency framework by group and category and sets required levels for each position. The skills matrix shows each person's current level against the requirement, records verified external courses, and underpins succession planning.

    • Competency framework, skill groups and categories
    • Skills matrix by person and by team
    • Succession plans with readiness derived from skill coverage
    HR →
    Competency framework — HR
  5. 5

    360° review

    HR creates a review cycle, assigns 360° reviewers and employees complete self-reviews. After a calibration session, results are finalised per person; when enabled, competency scores in the manager's review update competency levels on the employee record.

    • Multiple reviewers, self-review, calibration sessions
    • Nine-box matrix and analytics
    • Merit pay proposals from completed cycles
    Performance →
    360° review — Performance
  6. 6

    Development plan

    From the finalised results, the manager and employee draw up an Individual Development Plan (IDP). The IDP suggests courses and coaching programmes matching the competencies to develop, and the manager follows milestones through 1:1s and continuous feedback.

    • IDP suggests courses and coaching by competency
    • IDP can be required before merit pay proposals
    • 1:1 meetings, continuous feedback, pulse surveys
    Performance →
    Development plan — Performance
  7. 7

    Training and certificates

    Automatic enrollment rules put the right people into courses, learning paths and cohorts. Learners study, take assessments and receive certificates with expiry dates; completing a course updates competencies on the record, and reports show who still lacks mandatory courses.

    • Courses, paths, cohorts, sessions and attendance
    • Assessments, expiring certificates and a verification page
    • Course completion recorded as competency on the record
    • Existing SCORM/xAPI content supported
    Learning →
    Training and certificates — Learning

Key capabilities

What this solution relies on

Recruitment and onboarding

4

  • Public careers page

    Candidates apply without signing in and take tests via a link.

  • Pipeline and comparison

    Track candidates by stage and compare them before deciding.

  • Onboarding checklistsAdvanced

    Onboarding and offboarding templates; activation can be blocked until done.

  • Mandatory training before roleAdvanced

    Block a position assignment until required courses are completed.

Competencies and succession

4

  • Competency framework

    Competency groups, categories and required levels per position.

  • Skills matrix

    Current level against requirement, including verified external courses.

  • Succession planning

    Successors for key positions, with readiness derived from skill coverage.

  • Employee 360 record

    Contracts, skills, LMS certificates and decisions on one record.

Reviews and engagement

4

  • 360° reviews

    Multiple reviewers, self-review, calibration and per-person finalisation.

  • Nine-box and analytics

    Place employees by performance and potential.

  • 1:1s and feedback

    Recurring 1:1 series, continuous feedback and 360° feedback requests.

  • Pulse surveys

    Regular surveys, eNPS and action plans.

AI people assistants

4

  • Candidate screeningAI

    Analyses CVs, assesses applications and suggests interview questions.

  • HR operationsAI

    Probation reminders, onboarding tracking, training gaps and succession.

  • Performance coachingAI

    Drafts reviews, detects calibration bias and suggests reviewers.

  • Learning coordinationAI

    Suggests courses, flags expiring certificates and learners at risk of dropping out.

Handled out of the box

Hard questions XBuddy already answers

From job requisition to confirmed employee?Approve the requisition, open the position, hire the candidate into pre-onboarding, complete the checklist, approve probation and confirm.See the how-to →A new hire can't use self-service?HR links the user account to the employee record; the self-service portal takes its data from that link.See the how-to →What happens when an employee leaves?One termination action cancels pending leave, deactivates the account and opens the handover checklist.See the how-to →Pay linked to job completion?The completion score from evaluation is a parameter in the pay formula, so review results flow straight into payroll.See the how-to →Payroll blocked by an unapproved evaluation?Approve the completion evaluation for that employee, or the company turns off the block to use the default level.See the how-to →

What’s inside

Apps and AI assistants involved

HRLeave, records and org chart.Employee ServiceSelf-service: leave, payslips, requests and approvals.PerformanceReviews and career development.LearningCourses, certificates and skill gaps.AI assistantRecruiter CopilotProcess-aware recruiting assistant that tracks each candidate through the hiring funnel (apply → screen → interview → offer) and proposes the next best action.AI assistantHR Operations AssistantHR operations assistant — monitors flight/attrition risk, engagement, leave & overtime patterns, succession and workforce planning, and nudges self-service tasks.AI assistantPerformance & OKR AssistantPerformance & OKR assistant — tracks review cycles, OKR progress and health, KPI variance, 9-box calibration and pulse surveys, and nudges on-time completion.AI assistantLearning & Development AssistantLearning & development assistant — measures training effectiveness, recommends next-best courses by role and competency gap, and nudges certification renewals.

FAQ

Frequently asked

Do candidates need an account to apply?

No. The public careers page accepts applications without signing in, and tests are sent via a private link. Consent to personal data processing is recorded right where the application is submitted.

Do review results update competencies automatically?

Yes, with competency sync enabled: competency scores in the manager's review update levels on the employee record. Completing a course linked to a competency records that competency as well.

How does the IDP suggest courses?

The IDP matches the competencies to develop against LMS courses and coaching programmes linked to them and proposes them. Manager and employee choose, and enrollment still follows the LMS approval rules.

Can we use our existing training content?

Yes. The LMS supports SCORM/xAPI content and a resource library from the Documents app, and external learners can join through a registration link approved by an administrator.

Are reviews connected to pay rises?

Yes. Merit pay proposals can be created from a completed cycle; the company can require calibration and an IDP before a proposal is created.

Does a small company need every step turned on?

No. Gates such as mandatory onboarding checklists, IDP after review or training before role are switches, off by default and enabled as the process matures.

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