Flamekeeper
Knowledge retention for changing teams

Keep critical knowledge working when roles change.

Capture the work, decisions, and context your team depends on. Flamekeeper helps you review gaps and prepare a useful handover when someone leaves, takes extended leave, or changes roles.

Get started for free Explore knowledge retention
  • Up in 10 minutes
  • GDPR & CCPA compliant
  • The leaver just gets a link
Flamekeeper
Example workspace
Your workspace, at a glance

Good morning, Emma.

A little clarity for your day. Here’s what needs your attention.

Open cases ↗
16 casesKnowledge transfer in motion
Action items ↗
7 open3 need your attention today
Awaiting review ↗
4 documentsReady for a fresh pair of eyes
Captured this week ↗
28 entriesMore knowledge stays with your team
A smoother handover starts here.

Leonie’s handover pack is ready for your review.

Open workspace

Handovers in progress

People, progress, and a clear next step

The missing layer in employee offboarding

Your HR platform closes the departure. It can't capture what's in their head.

Payroll, access, equipment, paperwork, and exit interviews all need to happen. Your HR platform is built to make sure they do.

But knowledge transfer usually becomes one more checkbox: write a handover, transfer some files, schedule a meeting. That confirms the task was completed. It doesn't confirm the right knowledge was captured.

Flamekeeper fills that gap.

Flamekeeper integrates with the HR software you already use, so it’s easy to kick off offboarding and manage employee changes in one flow. Personio, HiBob, and Workday are available now, with more integrations on the way.

How Flamekeeper works

Turn “complete the offboarding” into a process you can trust.

From identifying what matters to approving the final documents, every step is visible before the employee leaves.

01 Open a case

Start a case in two minutes.

Drop in the employee's role, last day, and a sentence of context. Or talk it through with the AI assistant. Flamekeeper turns that context into a role-specific knowledge-transfer plan, not a generic offboarding template.

  • A short form, or a quick chat with the AI
  • Sections drafted from the role and your real context
  • Yours to edit before anyone else gets pulled in
02 Extract what they know

Pull out what they'd never write down.

AI-guided interviews with the manager, the departing employee, and the team members who rely on them uncover tacit knowledge a blank document misses. They can respond in the app, through a single email link, or by bringing in relevant Slack and Microsoft Teams messages. You see progress as it lands.

Manager interview

Handover case: Erik Stewart

Capturing
Mira, AI assistant

What does Erik handle that would quietly break next month if nobody picked it up?

You

The quarterly Snowflake billing reconciliation. It is a notebook on his laptop, he runs it manually, and nobody else has seen the inputs.

Mira, AI assistant

What is the consequence if it is missed, and who should take ownership?

You

Last quarter it caught a €14k overcharge. Priya should own it, but Erik needs to walk her through the notebook first.

Mira, AI assistant

Got it. I've added Priya as the next owner. After she runs it for the first time, what should she verify, and who should she contact if the numbers don't match?

Mira is organizing the details as you talk
Captured automatically

Knowledge extracted

4 items5 items
New owner capturedPriya takes over billing reconciliation

Ownership starts after Erik completes the walkthrough.

Continuity riskCritical billing process has only one owner

No backup currently knows the inputs or workflow.

ProcessRun quarterly Snowflake billing reconciliation

Manual notebook workflow; inputs still need documenting.

System & accessSnowflake reconciliation notebook

Currently stored on Erik's laptop.

Follow-up actionErik to walk Priya through the process

Assign Priya as the new owner before the last day.

03 Draft & refine documents

Documents that actually reflect the role.

When the knowledge transfer feels complete, Flamekeeper drafts the handover documents from everything you captured. The leaver refines them by chatting with the AI, dropping in files, notes, or meeting transcripts. Action items spawn alongside, so nothing slips.

  • Documents drafted from the case, not a blank page
  • Leaver refines via chat, files, notes, transcripts
  • Action items tracked beside the docs they belong to
Recurring Responsibilities MapHandover document · Draft
ES MK PR JT
In progress75%

Recurring Responsibilities Map

This document maps the recurring work needed to keep billing operations healthy, including normal ownership, timing, systems, and escalation paths.

Weekly responsibilities

  • Review failed payment retries every Monday in Stripe and the billing dashboard.
  • Reconcile enterprise invoices by comparing Snowflake usage totals against issued invoices.
  • Check unresolved billing support tickets before Wednesday's finance sync.
  • Confirm usage imports completed successfully before invoice generation.
  • Share the payment retry and collections summary with Finance.

Monthly responsibilities

  • Close the billing period by running the reconciliation notebook and confirming manual adjustments.
  • Share material revenue exceptions with Finance and Customer Success.
  • Audit plan changes, credits, and manual adjustments before close.
  • Refresh the billing ownership and escalation contact list.
Mira, AI assistant

What usually causes the reconciliation to fail, and who can approve a manual correction when the totals don't match? You can reply here, or send a source file or meeting transcript and I'll extract the relevant details.

04 Review, approve, download

Sign it off, then put it where work lives.

A reviewer approves each document. Action items close out one by one. Download the full pack as PDF, Word, or Markdown, or push it to Google Docs, ready for the knowledge base, wiki, LMS, or shared drive your organization already uses.

  • Review and approvalSo you know what's been signed off, and by whom.
  • Action items closedSpawned from the case, tracked to done.
  • Knowledge base-ready exportChoose from a wide range of formats that work with your existing knowledge base—with no migration or lock-in.
The knowledge-transfer layer of employee offboarding

Flamekeeper does one thing.

Keep your existing HR offboarding process for payroll, access, equipment, and exit interviews. Flamekeeper handles knowledge retention: capturing what the person leaving knows, including the parts that are not in any document, and preparing it for your existing knowledge base.

What we do

  • +Open a case from a role and short context
  • +AI interviews that uncover tacit knowledge from the leaver, manager, and team
  • +Drafted documents the leaver refines with chat, files, notes
  • +Reviewed pack exported as PDF, Word, Google Docs, or Markdown

What we do not do

  • −HRIS and employee records
  • −Payroll, benefits, PTO
  • −Exit interviews and surveys
  • −Asset return and IT deprovisioning
Grounded in research

From knowledge to a handover people can use.

Flamekeeper draws on knowledge-management research, including Roudiere and Lento's ASK framework, to turn tacit knowledge into structured, usable handovers through guided elicitation, adaptive follow-ups, and quality checking. Find out more

For the person leaving

The employee offboarding you wish you had on the way in.

The last two weeks of a job are usually a slog of half-finished docs, awkward calendar invites, and the quiet feeling that you are leaving things undone, even though you have worked hard to leave well.

Flamekeeper gives you a clear structure instead of a blank Google Doc, guided interviews instead of memory dumps, and targeted validation instead of endless back-and-forth. Your replacement gets a practical head start, and you can close the chapter properly.

“The onboarding document was actionable from day one. It captured the decisions behind the work and the right people to contact—even details my manager didn’t have.” Maria, new team member
Handover pack pricing

Start free. Add handovers when you need them.

Your first handover is free, then choose the pack that fits your team.

One handover

Try the full handover workflow.

Free

1 handover during beta

Beta offer
Start for free

Three handovers

A pack for your next transitions.

€129

€43 per handover

3 handovers
Choose 3 handovers
Best value

Five handovers

More handovers, a lower unit price.

€199

€39.80 per handover

5 handovers
Choose 5 handovers

Enterprise

Planning a wider rollout?

Let's talk

  • Discuss handover volume
  • Review procurement needs
  • Talk through data requirements
Contact us

Your first handover is free. After that: €49 for one handover, €129 for three, or €199 for five. Prices shown in EUR.

See pricing and common questions

Get HR involved

Make this a team thing.

Individual handovers are useful. A standard knowledge-transfer process across the company is transformational, and it is usually something HR teams are ready to fund because institutional knowledge loss from employee departures lands in their world.

We wrote them an email. Yellow placeholders are yours to fill in. Edit anything else.

Copied
FAQ

Real questions, honest answers.

Flamekeeper handles the knowledge-transfer part of employee offboarding: identifying what the departing employee owns, capturing tacit and institutional knowledge, resolving gaps, and producing an approved handover. Your HRIS or offboarding checklist can continue to handle payroll, access removal, equipment, and exit administration.
No install required. They respond through emailed links or in the platform. Interactions are simple and guided, while our side handles the coordination and synthesis.
If engagement drops, the process still gives managers control. You see ownership areas with weak coverage, missing interview sections, and unresolved colleague-flagged risks early enough to escalate before the last day.
Yes. Flamekeeper is GDPR, CCPA, and EU AI Act compliant, with EU hosting, encryption at rest, no training on your data, and deletion on request. For additional control, you can bring your own AI provider key. We can also support your security, compliance, and integration questionnaires during vendor review.
Yes. You get a live view of progress. No surprises on day 14.
We start from a role baseline, then customize using the ownership map and real team context. The workflow adapts to what the leaver owns, not only to their title.
Yes. You keep the knowledge base you already use. Push approved handovers to Google Docs or export them as Word, PDF, or Markdown for Confluence, Notion, SharePoint, your LMS, or a shared drive. Direct integrations with every platform are not required, so you can start without a long IT rollout or content migration.
From the blog

Practical notes for handovers that hold up.

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Someone on your team will leave this quarter.

Be ready before they give notice.

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