Your company gets digital colleagues

Kollegia is currently free — up to 100 employees, all features, no credit card and no contract commitment. Included are onboarding, priority support, SSO and API access. If you'd like to support the platform financially, you can optionally choose the Supporter plan for €79 per month — with an identical feature set. For larger structures, we clarify needs and scope in a free orientation call.

A chatbot answers when you ask. A digital colleague has an area it's responsible for — such as contracts, receipts or competence evidence — and works within it independently: you forward it an email like you would to a colleague, it records, checks and speaks up when something matters. Decisions stay with you.

Every digital colleague works within a defined role and permission model: it may never do more than its role allows — and never more than you yourself may. When in doubt, the AI doesn't write, it asks. Every action is logged in the audit trail. This keeps AI use documented and traceable — a requirement the EU AI Act also places on the use of AI systems.

Your data is held on servers in Germany, in your own tenant, separated from other organisations. AI functions run by default through European providers — US providers only if you explicitly enable that. Microsoft Entra SSO is supported. Details on data processing and technical measures can be found in the privacy policy.

Kollegia is built for small and medium-sized companies where administration, knowledge and qualifications depend on individual people — skilled trades, engineering and design firms, service providers, manufacturing. Regulated industries such as testing laboratories or medical devices (MedTech) additionally benefit from the evidence requirements. But digital colleagues that keep an eye on contracts, receipts and competencies are needed by every growing business — regardless of the standard.

Emma guides you through the setup: base structure, products, processes, roles, skills. Existing roles, employee data and skills matrices can be imported. As a cloud solution, there's no in-house IT installation. Instead of months of configuration, you have a usable system state in days — and your first digital colleague is at work.

When an employee leaves, Kollegia immediately shows which process steps are affected and which colleagues can demonstrably take them over. SkillMatch suggests candidates with the smallest skills gap, so that knowledge transfer begins before the last working day.

Yes — that's exactly what FlowChart and the Knowledge app are built for. Employees describe their workflow in plain language; from that a documented process emerges with steps, owners, inputs, outputs and tools. Linked to roles, skills and evidence, it stays a living process instead of a PDF nobody opens.

A skills matrix in Excel shows people and skills side by side. The Skill Audit attaches every skill to a concrete process step and thereby makes visible which work is actually covered. Instead of guesswork, a seamless chain emerges from product to evidence.

An ISO/IEC 17025 competence matrix must link role, test method, competence level and authorisation. An Excel spreadsheet can't do this: it doesn't version changes and doesn't monitor deadlines. Kollegia connects roles, skills, processes and evidence into a running system — the org chart becomes a living competence map with validities and approvals.

A single point of failure is a process step for which only one person is demonstrably qualified. If that person is unavailable, the process step comes to a standstill. Kollegia flags such steps automatically as soon as coverage drops to one.

Key-person risk drops as soon as at least two people are qualified for every critical process step. Kollegia derives concrete qualification measures from the coverage level and prioritises them by risk — critical process steps first.

Kollegia is the connecting layer that classic tools lack. An LMS manages courses, a LIMS samples and measurement data, quality management software document versions, HR systems master data — none of these systems links role, competence level, process and evidence together. Kollegia doesn't replace these systems, it closes the gap between them.