Paxray captures real digital workflows across applications, revealing how work gets done, where inefficiencies occur and what to automate.
Paxray automatically captures how work is performed across SAP, Outlook, Excel, browser applications and custom software. Get objective AS-IS process documentation and real processing times to improve and automate based on facts.
See where processes slow you down and what to improve first. Paxray identifies bottlenecks, manual work and automation opportunities. Compare variants, uncover best practices and prioritize improvements by value and implementation effort.
Move from process insight to implementation faster. Paxray turns prioritized opportunities into implementation-ready automation assets that reduce engineering effort and accelerate workflow development in platforms such as n8n, UiPath and Camunda.
"Paxray showed us where our team was truly losing time. Take our invoicing process, for example: it used to take 12 minutes due to necessary adjustments during invoice creation — now it only takes 2. The clearly demonstrated potential convinced even our management to move forward with the implementation.”
"We were impressed by how quickly Paxray was up and running across several hundred employees and multiple countries. It saved us countless interviews ahead of the S4 migration and finally gave us a cross-system view of how processes really work in practice.”
"Paxray helped us identify process gaps and time wasters that we would have only discovered through significant manual effort. What impressed us most was how quickly trust was established, always with the goal of becoming more effective. Paxray’s sensitive approach and transparency from the very beginning made a big difference.”
of process optimization initiatives fail – and how to fix this with task mining.
Built on years of university research, Paxray was designed from the ground up for strict data protection and works council requirements.
Automatically capture and document real AS-IS processes instead of relying primarily on interviews and workshops.
Identify workflows with automation potential and create the process foundation needed for AI, RPA and workflow automation.
Understand how applications and processes are actually used before redesigning or migrating systems.
Follow individual cases (orders, IDs and the like) across tools and teams, and understand delays, handovers and exceptions. Ideal for reliably measuring process KPIs such as case volumes, deviations and variants, throughput times, errors and target-versus-actual comparisons.
Paxray was designed from the ground up for GDPR and German works council requirements. It captures only technical interaction metadata in approved applications – no screenshots, videos, typed text, document or email content. Personal references are masked on the device before transfer, and all data is encrypted in transit and at rest.
• Whitelisting and blacklisting limit capture to the defined process scope.
• Window titles and URLs are captured to identify process steps; names, email addresses, customer and reference numbers in them are masked locally (e.g. “Offer – Miller Ltd. – 12,000 €” → “Offer – COMPANY – NUMBER €”).
• Keystrokes are only counted. Which keys were pressed and what was typed is never recorded. Shortcuts such as Ctrl+C are detected to recognise a copy action – not what was copied.
• Hosting in AWS (Frankfurt region) or fully on-premises.
• You remain the data controller. We provide a data processing agreement (DPA) including technical and organisational measures (TOMs) and a DPIA template.
This FAQ only provides an overview. In case of doubt or deviating information, our official documents in the Paxray data room prevail, such as the data processing agreement (DPA) including TOMs.
Paxray captures only the technical interactions needed to reconstruct workflows, and only in applications approved for the project.
Captured
NEVER captured
This FAQ only provides an overview. In case of doubt or deviating information, our official documents in the Paxray data room prevail, such as the data processing agreement (DPA) including TOMs.
Yes, task mining can be used in compliance with GDPR when purpose, scope and safeguards are defined. As the employer, you are the data controller and choose the legal basis. Typical bases are legitimate interest (Art. 6(1)(f) GDPR) and, where a works council exists, a works agreement (Section 26(4) BDSG). For the blueprint phase, in which employees actively record tasks, consent is obtained separately in the recorder app (Art. 6(1)(a) GDPR). Our DPIA template, drafted with a specialised IT and data protection lawyer, documents this. It does not replace your own legal review.
Yes. Every customer receives a data processing agreement under Art. 28 GDPR including technical and organisational measures (TOMs) and a list of sub-processors. We also provide a DPIA template under Art. 35 GDPR, drafted together with a specialised IT and data protection lawyer. You adapt and approve it for your use case. Each project’s configuration (purpose, scope, data levels, approvals, deletions) is logged in the software and can be exported as evidence. Reach out to us to get the contact information of our external data protection officer.
This FAQ only provides an overview. In case of doubt or deviating information, our official documents in the Paxray data room prevail, such as the data processing agreement (DPA) including TOMs.
In the cloud version, data is stored in AWS in the Frankfurt region, with no transfer to third countries in standard operation. Alternatively, Paxray runs fully on-premises in your infrastructure. Data is encrypted locally on the device, in transit (TLS) and at rest. Raw data is deleted once its phase is complete; only anonymised, aggregated results remain.
This FAQ only provides an overview. In case of doubt or deviating information, our official documents in the Paxray data room prevail, such as the data processing agreement (DPA) including TOMs.
Paxray uses AI to support anonymisation, to group interactions into understandable process steps and to draft reports and automation specifications. Your data is never used to train, retrain or fine-tune models. The language model runs in an environment controlled by Paxray, not via public model APIs, and stores no prompt history. AI results are suggestions that people review. The AI does not evaluate employees and makes no automated decisions about individuals. If required, the AI can run in your own environment or be limited to rule-based methods.
This FAQ only provides an overview. In case of doubt or deviating information, our official documents in the Paxray data room prevail, such as the data processing agreement (DPA) including TOMs.
Private applications are not captured. Before recording starts, the process-relevant applications and websites are defined in a whitelist; everything else stays outside the scope. In addition, categories from an exclusion catalogue with more than 1,000 predefined entries can be activated, and teams can name further exclusions. If personal data appears inside approved applications, it is masked on the device before transfer. Example: a workflow runs through SAP, Excel, WhatsApp and Outlook – Paxray records SAP, Excel and Outlook; the WhatsApp step is missing from the data entirely.
This FAQ only provides an overview. In case of doubt or deviating information, our official documents in the Paxray data room prevail, such as the data processing agreement (DPA) including TOMs.
Access is role-based and limited to what each role needs. Business users only see anonymised, aggregated results at team and process level. Data in the review and anonymisation area is not available for dashboards, reports or exports. Paxray staff access systems only when needed for support or maintenance, through secured connections, and these accesses are logged. In the on-premises version, all data stays in your network.
This FAQ only provides an overview. In case of doubt or deviating information, our official documents in the Paxray data room prevail, such as the data processing agreement (DPA) including TOMs
No. Paxray analyses processes, not people. Results are only shown at team and process level with at least three participants, so individual performance cannot be evaluated. Paxray captures no screenshots, typed text or content, masks personal references on the device and records only within the approved process scope. Employees are informed in advance and stay in control of the recording.
• Minimum group size: every analysis requires at least three participants; data is aggregated at team level.
• No content capture: only technical interaction metadata such as clicks, window switches and navigation steps. Keystrokes are only counted, no typed text is recorded.
• Local masking: names and company names are replaced on the device before transfer (“Marc Miller” → “NAME”, “Miller Power Ltd.” → “COMPANY”).
• Data minimisation: only whitelisted, process-relevant applications are included.
• Employees in control: blueprints are started and stopped by employees themselves; the main recording can be paused at any time.
Paxray makes problems in the process visible, not people. Teams often experience it as relief, because long-known bottlenecks can finally be backed up with data.
This FAQ only provides an overview. In case of doubt or deviating information, our official documents in the Paxray data room prevail, such as the data processing agreement (DPA) including TOMs.
Where a works council exists, it must be involved before task mining is introduced, as recording user interactions is subject to co-determination. Paxray was built for exactly this situation. We provide an information sheet for the works council, the DPA, TOMs and a DPIA template, and we present the solution to the works council in person if requested. Many customers regulate the use in a works agreement covering purpose, permitted analyses, exclusion of individual performance monitoring, whitelisting, minimum group size, deletion periods, AI use and support access. Without a works council, an internal policy with the same protections is recommended.
This FAQ only provides an overview. In case of doubt or deviating information, our official documents in the Paxray data room prevail, such as the data processing agreement (DPA) including TOMs.
We do not deliver off-the-shelf solutions. Instead, we support you from the pilot project through to continuous optimisation. Our experience shows that task mining projects achieve the highest ROI when clear objectives and hypotheses are defined upfront and validated using data.
Typically, you receive a comprehensive analysis of your real-world workflows – combining a solid current-state analysis with clearly quantified improvement potentials and concrete, actionable recommendations.
Typical outcomes include:
• An executive summary with key insights and recommended actions
• A current-state analysis of systems and processes, including variants and time drains
• Target-state processes and prioritised measures, ranging from quick wins to automation
• KPIs, monitoring approaches and exportable BPMN models
Our ambition does not end with analysis. We move straight into execution and support implementation together with your team or our partners.
In short: Paxray delivers clear decisions, prioritised actions and measurable results.
Very little. Before the project starts, all participants are informed in a joint employee workshop of about 60 minutes and receive written information. The project then runs in three phases:
1. Blueprints: a few employees per process record typical tasks once. They start and stop each recording themselves (about 3 minutes per workflow).
2. Main recording: Paxray runs in the background during normal work and records only the approved process. The recorder is visible at all times and can be paused at any time.
3. Results: the team discusses the process maps with Paxray and collects ideas for improvement.
Employees can also ask to exclude further applications via the blacklist.
The results are available to you in multiple formats – depending on how you would like to continue working:
• Directly within the Paxray software: interactive process views, variants, time analyses and system paths
• Analytical results report (PDF): management summary and detailed analysis
• BPMN export: process models for tools such as Camunda, Signavio, BIC or Visio
• Additional formats available on request: e.g. PowerPoint, CSV data or customised documentation
Paxray is ideal for digital, manual and cross-team processes that involve frequent system changes. It is particularly well suited to situations where employees themselves want to simplify workflows and existing documentation is incomplete or outdated.
Typical characteristics of suitable processes:
• a high number of transactions and case volume
• multiple roles or departments involved/ regular hand-overs
• high manual effort (copy & paste, data entry, research, etc.)
• many tools in use (mediabreaks)
• a high degree of process variation
Suitable functional areas:
• Sales (quotations, orders, lead processing)
• Customer Service & Inside Sales
• Procurement & supplier management
• Finance & accounting
• HR / recruiting / onboarding
• Production planning & logistics
Relevant roles:
• Process Excellence
• Automation teams (RPA, AI agents)
• C-level & management
• Operational business teams
Where task mining delivers the greatest added value: a use case-oriented overview
Migrations rarely fail because of technology — they fail because processes are incompletely documented or misunderstood. Paxray creates an objective data foundation that shows how workflows actually operate in reality.
Benefits of Paxray Task Mining before and during migrations:
• True current-state processes: instead of interviews or outdated Visio diagrams
• Up-to-date process landscape: many migrations start with outdated or missing documentation. Task mining creates a current process map
• Reduction of legacy complexity: workshops, interviews and Visio diagrams provide subjective descriptions — but not real workflows. Paxray helps streamline processes before migration
• Clear prioritisation based on an objective view: prioritisation is often driven by gut feeling rather than relevance or effort. Paxray shows what should be migrated first
• Precise requirements: without real data, wish lists, unnecessary customisations and costly special solutions often emerge. Task mining shows what the new system truly needs to support
• Tool consolidation: many organisations lack transparency into which tools are actually used or where redundancies exist. Task mining supports clean-up and consolidation.
The result: migrations become faster, more cost-effective and lower-risk through task mining in the preparation phase.
Task mining as the key to successful CRM and ERP migration – A short Guide
Paxray documents processes automatically and objectively by capturing real workflows over several weeks and translating them into clearly structured process representations – without reading any content or personal data. Instead of theoretical models, this creates a real, up-to-date view of how work is actually carried out.
Below is a simple step-by-step overview of how Paxray supports organisations with process documentation:
1. Execute the target process once
An employee performs the target process once.
During this step, Paxray “learns” the basic structure purely through interactions such as clicks, window switches or application navigation.
2. Automatically capture real workflows
Over a defined period, Paxray records anonymised interactions in day-to-day work – across systems (ERP, CRM, email, browser, Office, etc.). This results in an objective and complete process landscape.
3. Make hidden operational details visible
Paxray reveals factors that are almost always missing from traditional documentation, such as time sinks in data entry.
The result: a realistic picture of lived processes – not theoretical target processes.
4. Prepare processes in a structured and easily shareable way
Based on the data, Paxray generates automatic process models that teams can immediately reuse, such as BPMN diagrams for tools like Signavio, Camunda or Visio.
5. Create a foundation for compliance, transformation and automation
The documented processes include all relevant variants, dependencies and complexities.
This enables many initiatives to be implemented significantly faster and more reliably, including:
• ISO certifications and audits
• Process and risk reviews
• RPA or AI automation projects
• Modernisation of IT systems
• ERP / CRM migrations
• Post-merger integration
• Identification of redundant software
Paxray makes process documentation objective, scalable and immediately usable for optimisation and transformation.
Paxray Task Mining makes processes measurable by analysing processing times, frequencies, variants and effort per step. This allows teams to immediately see where time is lost, where ways of working differ, and which steps are unnecessarily complex.
Core capabilities:
• precise time measurement per activity
• variant comparison and identification of best practices
• cost calculation per process and per individual case
• ROI-based prioritisation for optimisation and automation
• continuous monitoring
This creates quantifiable improvement potential and clear priorities for process optimisation.
Paxray creates transparency around real workflows and makes efficiency potential measurable. Different roles across the organisation benefit from this:
• Business / Process Excellence gain an objective data foundation, identify bottlenecks and prioritise improvements based on facts rather than assumptions.
• AI and automation teams (RPA, AI agents) quickly identify processes with high ROI and use precise process models for implementation.
• C-level & management gain a clear overview of efficiency, costs and improvement potential, creating the foundation for continuous improvement.
• Operational teams gain a tool to drive improvements directly from day-to-day work and benefit from more stable, smoother processes.
Employees know their processes in detail and often have a clear sense of where things break down. Paxray connects this domain knowledge with objective data and, for the first time, makes problems transparent and measurable.
Instead of repeatedly pointing out inefficiencies, teams gain a robust instrument to substantiate inefficient steps, manual effort and time sinks with hard numbers. This enables improvements to be justified on solid grounds and investments to be secured where they truly pay off.
The result: less manual work, clearer processes and a tangible relief in day-to-day work. Employees actively shape their processes instead of merely being “affected” by them.
Process mining shows what happens in your core systems.
Paxray task mining shows how work is actually carried out – across all tools, from Excel, email, browsers applications, customer software to manual activities.
This is where Paxray closes the gap that process mining cannot capture:
With no API integrations required, ready to start in less than one day, fully anonymised and ideally suited to making efficiency potential visible that remains hidden in event logs.
In short:
In-depth comparison: Task Mining vs. Process Mining: Key Differences and How to Combine Them
Interviews and observations remain valuable, but they only provide subjective and point-in-time insights. Processes have become more complex, more variable and more digital — and many variants remain invisible in conversations. Paxray Task Mining complements these methods with objective data from real day-to-day work.
Why interviews alone are not sufficient:
• subjective and dependent on memory
• time-consuming for teams
• variants, exceptions and workarounds remain hidden
• no reliable, quantifiable metrics
What Paxray Task Mining provides:
• objective data collected over several weeks
• cross-system transparency (ERP, CRM, excel, outlook, browser apps, customer software, etc.)
• real user workflows instead of theoretical descriptions
• clear prioritisation based on effort, frequency and ROI
Together, this creates a complete and reliable view of processes and enables you to build efficiency and automation roadmaps that bring a real ROI.
Learn here more why interviews might not be enough today to understand and measure processes
A value stream analysis is an excellent starting point. It creates structure, a shared understanding of processes and makes waste visible – especially at a conceptual level. Many of our customers have already completed this step successfully.
What is often missing afterwards is an objective view of day-to-day operations: How are processes actually lived and executed?
This is exactly where task mining complements value stream analysis. Paxray makes the lived reality visible across all tools in use and measures time spent and frequencies instead of relying on estimates. This makes differences between best practices and inefficient ways of working transparent.
Value stream analyses help to systematically develop hypotheses for process improvement.
Paxray provides the objective data foundation to validate these hypotheses in daily operations, prioritise them and assess them economically based on impact and ROI.
This ensures that processes are not only understood, but improved in a fact-based and sustainable way.
Many organisations are already automating today – often based on experience and gut feeling. What is frequently missing is a systematic and objective foundation for identifying the best automation opportunities.
Process documentation is often outdated or too high-level. Automation teams may know what they want to automate, but not in detail how processes actually run in day-to-day operations – including variants, workarounds and manual loops. At the same time, not every process step is suitable for AI or RPA. Many automations fail to deliver value because implementation effort and ongoing maintenance costs outweigh the benefits.
Based on real usage data, Paxray shows how processes are truly executed, where time is lost, which steps can be automated – and which cannot. Each step is quantified by frequency, effort and cost.
This makes it clear which initiative delivers which ROI – from quick wins to RPA or AI automations. Paxray helps teams prioritise automation in a targeted way and secure investments.
In the cloud, Paxray is set up in about 2 hours; on-premises in about 1 day of installation work. No API connections to your core systems are needed. IT distributes the client as an MSI package via standard software distribution such as SCCM or Intune. Your team invests a few hours for scoping and blueprints; the rest runs automatically. First results are usually available after a few weeks of recording.
No. The Paxray client is lightweight and runs unobtrusively in the background without disrupting daily work. Our measurements show that it uses less than 1% of the CPU’s processing power.
Recommended approach: start small and build momentum
To move an organization forward, it usually does not help to address every concern from the very beginning. Trying to resolve all objections upfront often causes initiatives to stall in the concept phase before any real progress is made.
A more effective approach is to start with innovators and create results from the bottom up.
How to structure an effective pilot:
• one team
• one clearly defined process
• a limited timeframe (e.g. 4–6 weeks)
• clearly defined success criteria
With this setup, organizations can typically demonstrate measurable business impact quickly, for example:
• reduced processing time
• fewer manual steps
• fewer errors
Once these results become transparent inside the organization, the conversation usually shifts quickly. Instead of discussing hypothetical risks, the focus moves toward concrete improvements and proven outcomes.
Scale step by step
Based on these initial results, additional teams and processes can gradually be included and the new way of working can expand step by step.
In practice, this iterative approach tends to work significantly better than a large “big bang” initiative that attempts to change everything at once.
Paxray records work across standard Windows applications without any integration: SAP and other ERP systems, CRM, Outlook, Excel and other Office tools, browser applications and custom software. The client runs on Windows 10 or later and on Windows terminal servers. macOS and Linux clients are currently not supported. Depending on an application’s UI framework, the level of detail captured may be limited.
• Clients: Windows 10 or later, or Windows terminal servers. Installation via MSI, also silently through SCCM, Intune or similar. A restart is required after installation.
• Cloud version: outbound HTTPS (port 443) from the clients to the Paxray cloud. No VPN needed, including for home office.
• On-premises version: a VM as described in the on-premises FAQ. Remote clients connect via your VPN.
• Security software: endpoint protection must allow the Paxray client.
• Analysis: any current browser. Single sign-on, e.g. via Microsoft Entra, can be connected.
This FAQ only provides an overview. In case of doubt or deviating information, our official documents in the Paxray data room prevail, such as the technical requirements.
Yes. Paxray runs fully on-premises on a virtual machine in your infrastructure; all recorded data stays in your network. Installation takes about 1 day. Typically the backend is ready 2–3 working days after we receive access. Alternatively, the cloud version runs in AWS in the Frankfurt region.
Recommended server setup for a standard installation:
• Linux server without desktop, 16–32 vCPUs, 64 GB RAM, at least 500 GB SSD (less for pilots)
• Docker with Docker Compose
• HTTPS (port 443) reachable from the clients, valid SSL certificate and DNS entry
• VPN and SSH access for Paxray installation, updates and support
This FAQ only provides an overview. In case of doubt or deviating information, our official documents in the Paxray data room prevail, such as the technical requirements.
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