FAQ
Have questions about our services or how we work? You'll find answers here, sorted by topic.
General
About HR factory
What exactly does HR factory do?
We take on operational HR work: as reinforcement in your HR team, as an experienced person with clear ownership, or as an outsourced service for an entire process. The focus is always on HR work itself – not on consulting alone.
Are the HR Experts permanently employed?
Yes. Our HR Experts are permanently employed by HR factory – including management, training, and professional exchange. For senior needs, experienced self-employed interim managers complement our network.
How do you find the right person or solution for my company?
We first clarify the task, duration, and responsibilities. From that we determine which model makes sense and what experience the person needs. Professional fit and team fit carry equal weight.
Which companies are your services a good fit for?
For small companies without their own HR department as well as for individual processes in mid-sized businesses and corporations – across industries, with 25 years of experience in more than 40 sectors.
Models
Collaboration models: staffing, outsourcing, interim
What collaboration models do you offer?
Three equivalent options, depending on need and time horizon:
- Temporary staffing (ANÜ): A person works in your team for a fixed term (usually up to 18 months) and you manage them directly – permanently employed by HR factory, on site or remote.
- Outsourcing: A service team of at least two HR Experts takes ownership of a process medium to long term, usually remotely. You receive an outcome rather than a single person – including cover when someone is away.
- HR interim: An experienced self-employed HR expert takes on a time-limited mandate with full responsibility, with no defined maximum duration – ideal for temporary leadership or clearly scoped projects.
Which model fits my situation?
It depends on whether you need help with a project, an ongoing process, or a vacancy, how long support is needed, and whether you want to manage someone yourself or commission an outcome. We clarify that in a free initial call.
Do you also take on individual process steps instead of a full service?
Yes – for most services (e.g. HR administration, payroll, recruiting, L&D) you can outsource individual building blocks or hand over full support – modular, as needed.
Services
Services in detail
HR administration
Do you place HR administrators in our team or take over all administration?
Both. Via staffing or interim we place a specialist directly in your team for you to manage. Via outsourcing, a service team handles part or all of your HR administration.
Is HR administration the same as People Operations?
Not exactly. HR administration means operational, administrative tasks (master data, documents, joiners/leavers, payroll preparation). People Operations is broader and can include strategic topics such as employee experience or organisational development. Our service covers the administrative core but also supports adjacent topics.
HR Business Partner (HRBP)
What does an HR Business Partner do in practice?
HRBPs are experienced HR generalists who drive the core business strategically and with a people focus together with leadership – focused on advisory work, coaching, and implementation, not administration.
How does an HRBP differ from an HR officer or HR leadership?
HRBPs work strategically in advisory roles at the interface with individual departments; HR officers tend to be operational and administrative. HR leadership additionally carries full management, budget, and results responsibility for the entire HR function.
Does my company need an existing HR department for an HRBP?
No. In smaller organisations the HRBP works more as a generalist and covers strategy and employee support together; in larger structures the focus is more on business support and change.
HR leadership
What does an interim HR leader do in practice?
They take full responsibility for HR: leading the HR team, workforce planning and budget, working with the works council and executive management, and day-to-day decisions in HR.
How long does an HR leadership mandate usually last?
It depends on the reason – parental leave cover is predictable; a succession search often takes several months. The mandate is project-based, with no defined maximum duration.
Do you also support the search for a permanent successor?
Yes. The interim HR leader can refine the requirements profile and support the selection process – through our recruiting or together with an existing partner.
What happens when a mandate ends?
At the end there is a structured handover: documented topics, open decisions, and knowledge transfer to the permanent successor or internal structure. The mandate ends in a handover-ready state, not an abrupt stop.
HR transformation & restructuring
What does an interim manager do in transformation and restructuring?
They take on the HR part of a change programme: defining the target structure, planning measures, leading negotiations with employee representatives, steering implementation, and supporting leaders through the process. The focus is on delivery, not reports.
From what company size is a transformation mandate worthwhile?
Less a question of size than of the project: as soon as HR measures require co-determination or several sites, entities, or systems are affected, coordination quickly becomes too much for day-to-day business alone.
Do you also handle negotiations with the works council?
Yes, within the mandate: preparation, negotiation, and documentation for reconciliation of interests, social plans, and works agreements. Legal assessment remains with your legal advisers; we work closely with them.
L&D / training management
Do I get people in my team or do you take over L&D processes?
Both. Via staffing or interim you get a training manager directly in your team. Via outsourcing, a service team handles part or all of your training management.
What is included in training management (managed training service)?
The operational core of learning & development: seminar programme, participant and trainer support, venue and contract management, LMS operation, budget control, reporting and documentation – optionally plus strategic L&D advisory.
Payroll
Do you handle full payroll or only individual steps?
Both. Via staffing or interim you get a specialist directly in your team. Via outsourcing, a service team handles part or all of your payroll.
Which systems do you work on?
On your existing system (e.g. DATEV, SAP, LOGA, ADP, Personio) or we support selection and implementation of a new system.
Who is responsible for data processing in payroll?
You remain responsible for your employees' pay data. For outsourced service we conclude a data processing agreement under Art. 28 GDPR before the first payroll run – with purpose limitation, access rights, subprocessors, retention periods, and technical measures. For staffing or interim, data is processed in your systems within the agreed scope; confidentiality is contractually defined.
Recruiting & active sourcing
Do you place recruiters in our team or take over the whole process?
Both. Via staffing or interim you get a recruiter directly in your team. Via outsourcing, a service team handles part or all of your recruiting process.
How does active sourcing differ from classic recruiting?
Classic recruiting reaches actively job-seeking candidates via job ads. Active sourcing approaches suitable people directly who are not actively looking – crucial when talent is scarce.
Which roles is your recruiting suited for?
From administrators to specialists with niche profiles – across industries, for small businesses, mid-sized companies, and corporations.
Costs
Costs, start & duration
What does working with HR factory cost?
Costs depend on the model chosen (staffing, outsourcing, interim), scope, and seniority. Guide prices: staffing from around €55/hour, interim from around €85/hour, outsourcing packages from around €950/month. After the initial call you receive a transparent estimate – with no hidden items.
How quickly can you start?
Speed varies by model and topic: interim mandates (e.g. HR leadership, transformation) often start within a few days because our interim managers are usually available at short notice. Staffing and outsourcing assignments typically start within a few weeks after the initial call and scoping.
Privacy
Data protection & information security
How do you ensure data protection when processing HR data?
We process personal data (employee, candidate, participant, and pay data) only for defined purposes, minimized and documented under the GDPR – without unnecessary copies and with clear retention periods. HR factory is also ISO/IEC 27001 certified.
Who is responsible for data processing – HR factory or my company?
It depends on the model and the specific process:
For outsourcing, you remain the controller as the client; HR factory acts as processor under Art. 28 GDPR (dedicated DPA before services start).
For staffing (ANÜ) and interim, roles are defined per process; for processing in your systems, your company remains responsible in principle.
Confidentiality is always contractually defined in every case.
If HR factory processes data for its own purposes, responsibility for that naturally remains with us.
Careers
Careers & applying at HR factory
Can I apply on spec?
Yes. If no suitable role is advertised, you can apply via our open application. We will get in touch when a matching project comes up.
When will I hear back about my application?
The talent acquisition team aims to respond promptly. If you have not heard back after a week, feel free to follow up briefly.
What does the interview / recruiting process look like?
- Online application via the application tool (applications by email are not accepted)
- Initial video call with the talent acquisition team
- Second interview with your future line manager (office or video call)
- Project matching with a potential client environment
- Contract signing
- Onboarding session on your first day of work and further meetings in the first weeks
What happens when my current project ends?
You have a permanent contract with HR factory and are therefore secure regardless of project status. You continue to be paid while HR factory organises a follow-on project; your help getting to know new clients is part of that.
What if I am "between projects" with no assignment?
We avoid that wherever possible. If it does happen, the gap is usually short and can be used for training or insights into other areas.
What does HR factory's organisation look like?
At our Munich location around 75 people work. Hierarchies are flat and the culture is open-door.