Business process automation for HR services
Partena Professional's Legal Partners team handled end-of-contract procedures manually: checking dismissal law compliance, calculating notice periods and fees, registering cases in Topdesk, and drafting resignation letters. The process took 60 minutes or more per case. We built Louise, a chatbot that captures client data and automates the downstream workflow — from calculation to letter generation. Louise went live in February 2019 and is used daily by a team of roughly 900 payroll consultants.
A manual process under regulatory pressure
The Legal Partners team at Partena Professional assists customers with end-of-contract procedures: dismissal letters, mutual agreements, contract terminations. For each case, an HR consultant had to verify compliance with dismissal law (outplacement, early retirement, industry-specific rules), calculate the notice period and resignation fee, register the case in Topdesk, and manually draft the resignation letter. The data was typically captured on paper during a phone call, then entered into multiple systems. The full process took 60 minutes or more, depending on complexity and consultant experience. Regulatory deadlines added pressure — if a dismissal needed to start on a Monday, the letter had to leave on Wednesday.
Louise: from prototype to production in three months
We started building the prototype of Louise in the autumn of 2018. After a few weeks of development, Partena's payroll consultants began testing the chatbot with real client data.
What Louise does
Louise captures the client's case data through a conversational interface, then automates the downstream steps: calculating the dismissal period, creating the Topdesk ticket, and generating a custom resignation letter. The letter is sent to a Legal Consultant for final validation before going to the customer.
Fast adoption
After one month of intensive testing, Partena Professional decided to put Louise into production. By February 2019, Louise was live and integrated into the Legal Partners team's daily operations.
“By investing in a scoped project that was used throughout the company, the adoption rate of new technologies grew enormously. Thanks to the flexibility and effort of Arinti, we were able to prove the value of chatbots in a few weeks.”
What changed
Dismissal advice that previously took 60+ minutes now takes 15–20 minutes of consultant review — roughly three times faster. The error rate dropped significantly. HR consultants report that offloading the repetitive parts of the process frees them for what they were hired to do: person-to-person interactions with customers. Louise is used daily by roughly 900 payroll consultants and is considered a colleague of the Legal Department. In 2020, we developed a public-facing version called Alex, available on Partena Professional's website, allowing customers to generate dismissal letters independently.
