An AI employee is an AI system with its own role in the business. It prepares recurring office work in your systems and sends, books or changes nothing until the right person has said yes.
It is also called an AI coworker or a digital employee. ALEX is the AI employee Kapaciti builds in Skellefteå, Sweden.
You keep your systems. The draft waits for you, you read it, say yes and move on.
An AI agent carries out multi-step tasks. Whether it waits for your approval depends on how it is built. That is why the table compares three of the four questions: who acts, who approves and what is logged. The fourth, who is accountable, has the same answer for all five: the business.
| Kind | Who acts | Who approves | What is logged |
|---|---|---|---|
| Chatbot | You | No one | The conversation |
| RPA | The robot, following a recorded path | No one | The run |
| Assistant in a tool, such as Copilot | You, in one tool at a time | You | Depends on the tool |
| AI agent | The agent | Depends on how it is built | Depends on how it is built |
| AI employee | The AI employee, preparing across several systems | The right person says yes | Every step, in a signed log |
Four tasks and how far each has come today.
An invented example: two letters arrive in the morning, the monthly report is done and a contract expires the same week. Everything is prepared by eight o'clock, with the material beside each draft.
A thirty-minute call about your week. Then a shadow week where ALEX reads and suggests without touching anything, so you see the result before you decide.
Alexander replies by the next working day.
A chatbot answers questions. An AI agent carries out multi-step tasks, and the word says nothing about who approves. An AI employee holds a role, prepares the work across several systems and waits for a yes from the right person before anything happens. The difference comes down to four questions: who acts, who approves, who is accountable and what is logged. ALEX is built from agents, but nothing they do leaves the building without your yes.
RPA follows a recorded path through the screens and stops when something looks different. An assistant such as Copilot helps inside the tool where it lives and cannot see the case in your other systems. An AI employee gathers the material from several systems and puts the draft forward with the source beside it, so whoever reads it can see what it rests on.
It happens in four steps.
No. ALEX works in the systems you already have, and the connection is set up when ALEX is introduced. Microsoft 365, Teams and Slack can be connected today, and the books are read through SIE, the Swedish accounting file format. A direct connection to your ERP system is planned.
Accountability stays with the business, exactly as when an employee gets something wrong. That is why approval is built in. Nothing is sent, booked or changed until the right person has read it and said yes. Everything ALEX does is written to a signed log with an external timestamp that your auditor can verify independently. There, every yes can be traced to one text and one person afterwards.
That depends on which personal data is processed, the data processing agreement and how the use is classified under the EU AI Act. Three things are built for it: a dedicated server per customer in the EU, a signed log with an external timestamp that your auditor can verify, and your choice of where the model runs.
Each customer gets a dedicated server in the EU, and your data is never shared with another customer. If you require it, ALEX runs in your own environment with your own model key. Every sub-processor, including the AI provider and where it operates, is listed openly in the privacy policy. The privacy policy is in Swedish for now.
It depends on which tasks ALEX takes on, at what scale and in which systems. You get the price in writing after the discovery phase, before anything is booked.
No. Kapaciti runs ALEX in shadow mode on its own inbox. How far each task has come is shown in the list above.
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