AI HR software that shows its working.
Ask Kivo answers questions about your people from your own records: the figures, a chart and the list. AI stays off until you switch it on, and a person checks everything it suggests.
14 days free · no card needed
Who’s off next week?
Names you type stay in KivoHR
Here’s what I understood · changing it is free
6
people off
19
days in all
Person Leave Days
Priya Shah Holiday 5
Tom Hale Holiday 2
Lena James Paternity leave 5
3 more · every number opens its rows
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1
Switch on what you want
An account owner sees exactly what each feature sends and where, accepts the AI addendum, and switches features on one by one.
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2
Use it where you work
Ask from Reports or the search bar, draft from a case letter, read certificates as you upload them.
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3
A person decides
Every suggestion is shown for checking. Nothing is saved or sent until someone confirms it.
AI Ask Kivo
Ask about your people in plain English.
Ask Kivo shows what it understood as settings you can change for free, then KivoHR counts the answer from your records, and every number opens the people behind it. It runs with your own access, so a site manager sees their site and nobody else’s.
- Names you type are swapped out before anything is sent, and the AI never sees a record
- Right to work, training and checks due are answered from the compliance records themselves
- Save an answer as a report, share it, email it every Monday, or download it as Excel or PDF
- Staff can ask about their own records, such as how many sick days they have had this year
- Staff can ask what your own policies say, answered from your handbook with its words quoted
Whose training expires in the next 60 days?
Names you type stay in KivoHR
Here’s what I understood · changing it is free
7
people
9
courses
Person Course Expires
Margaret Okafor Fire safety 12 Nov
Callum Adams First aid 28 Nov
Li Wei Safeguarding 3 Dec
6 more · every number opens its rows
AI Letters
A first draft of the letter, from the case record.
AI writes the ordinary paragraphs of a disciplinary or grievance letter from the facts HR ticks, each linked to where it came from, while statutory wording such as the right of appeal stays fixed. Ask for any paragraph shorter, plainer or firmer: it is a draft for HR to edit and send, never legal advice.
Letter: Disciplinary hearing outcome
Tom Hale · conduct case · draft, not sent
Facts sent, ticked by HR
- 1 Hearing, 12 Nov, chaired by Sam PatelHearing record
- 2 First written warningOutcome
- 3 Kept on file for 6 monthsYour case settings
Not sent: health notes, evidence files and witness statements.
Dear Tom,
Thank you for attending the hearing on 12 November1, chaired by Sam Patel1. Having considered what you said, the outcome is a first written warning2, which stays on your file for 6 months3.
You have the right to appeal against this decision. Fixed wording
Draft Edit any paragraph, then send. Not legal advice.
AI Certificates
Upload the certificates. Kivo reads the dates.
Upload a stack of training certificates and AI reads the person, the course and its dates, marking anything it is unsure of, such as a smudged date, to look at on its own. Identity and right-to-work documents are never sent: those checks stay with a person.
Read certificates
2 pages uploaded · nothing saved yet
PersonLena James Matched
CourseMoving and Handling of People Matched
Completed14 Sep 2026 Read
Valid until14 Sep 2027 Read
Page 2 · date unclear, “0? Aug 2026”Needs a look
Read by AI Confirm 1 as checked by me
AI Monthly HR summary
One page for the owner, on the 1st of every month.
Headcount, starters and leavers, absence, overtime and what Legal today found, worked out with the reader’s own access, with a short paragraph AI writes from those figures alone and checks against them before it is sent. What needs someone this week is listed by rules, with a link to each.
Your HR in October
Sent on the 1st · as a page, an email and a PDF
84
people · Up 2
3 · 1
starters · leavers
2.9%
absence rate · Sep 3.4%
2
Legal today · Was 5
October ended with 84 people, after 3 starters and 1 leaver. Absence fell to 2.9% from 3.4% in September, and open findings went from 5 to 2.
AI Written from these figures only
Needs someone this week
Right-to-work follow-up · Ana Costa Due Thu
Fit note missing · Daniel Hughes Day 9
AI Switching
Your old system’s columns, matched for you.
When you switch, AI suggests which of your columns is which from the headings, the pattern of the values and short labels such as contract types, never from names, emails, bank details or NI numbers. You check every match before anything is saved, and switching uses none of your credits, up to the limit on the credits page.
How switching worksColumns · people-export.csv
From Breathe · 412 rows · nothing saved yet
Employee Name First and last nameTemplate
NI No National Insurance numberTemplate
Hol Left (days) Holiday balance AI
Reports To (email) Line manager AI
Shoe size Your choice: a custom field, or leave it
AI Performance reviews
A summary of the year, drafted from its own notes.
The manager writing a review, and only they, can ask for a first draft of their summary of the year. It is drafted from what they can already see in the review period: the objectives and their updates, feedback sent to them or as praise, and the shared notes of the year’s one-to-ones. Names are taken out first, and a note that mentions health, absence or family is never sent, nor are private notes, ratings, pay or absence records. It never gives a rating. The manager reads and changes every word, and nothing goes into the review until they press “Put it in my answers”.
Annual review: Priya Shah
Summary of the year · your answer, not shared yet
Read from the review period
- 3 objectivesand their updates
- 4 pieces of feedbacksent to you or as praise
- 6 one-to-onestheir shared notes
Never sent: private notes, ratings, pay, absence, or a note about health or family. Names are taken out first.
Summary of the year
Priya met two of her three objectives, cutting quote times to under a day by September. Feedback from the sales team praised how she ran the Leeds open evening. In one-to-ones she asked to lead more client calls next year.
No rating: that is yours to give. Change any word
Draft Put it in my answers
AI you stay in charge of.
Every AI feature goes through one gateway that checks who switched it on, what may be sent and where it may go, so the rules below hold for all of them.
- Off until you switch it on
- Only an account owner can switch AI on, feature by feature, after seeing exactly what each one sends and accepting the AI addendum. One press switches it off again, and every feature works without it.
- Only what a feature needs
- Each feature sends only the fields it declares, masked first. Health, equality, criminal-record, biometric and location information are never sent unless a feature needs it, says so and an account owner accepts that separately. No current feature does.
- Leave someone out
- HR can mark anyone “Leave out of AI” on their record. Nothing about them is sent, and the feature tells you to do that part yourself.
- Not used for training
- No provider may use what it is sent to train its models. Processing is in the UK or EU unless you choose otherwise, and we give 30 days’ notice of a new provider.
- A person always decides
- AI suggests and a person confirms. It never makes a decision about anyone, never ranks or scores people, and never gives legal or immigration advice.
- Credits, included
- Every plan includes Kivo Credits every month, from 10,000 on Starter to 500,000 on Enterprise. Top up or add more only if you use a lot, and never pay for a failed attempt.
AI in KivoHR: common questions
Is AI switched on from the start?
No. Nothing is sent to an AI provider until an account owner switches a feature on and accepts the AI addendum. Every feature works without it.
Does the AI see our staff records?
Ask Kivo sends your question, with names taken out, and the names of the report fields you may see. KivoHR counts your records itself. The other features send only what they need: a certificate page, the facts you tick for a letter, or figures that are already totals.
Is our data used to train AI models?
No provider may use what it is sent to train its models. Each provider, where it processes and what it keeps are listed on our AI sub-processors page.
Can AI make decisions about our staff?
No. It suggests, and a person checks and confirms before anything is saved or sent. It never ranks candidates or scores people.
Does it give legal advice?
No. Letters are drafts for HR to edit and send, and Ask Kivo will not answer a question asking for legal or immigration advice.
What does it cost?
Every plan includes Kivo Credits each month. Each use costs what it really used, never more than the most we show you first, and you are never charged for a failed attempt. Top up or add more only if you use a lot.
Can we keep one person out of it?
Yes. Mark them “Leave out of AI” on their record, and nothing about them is sent.
Ask your first question in ten minutes.
14 days free, no card needed.