Works Council Robot Approval: Guidelines for the rollout

The introduction of robot systems in companies is subject to clear legal regulations in Germany. The central anchor point is Section 87 of the Works Constitution Act (BetrVG). Paragraph 1 number 6 is particularly important here. This states that the works council must have a say in the introduction and use of technical devices designed to monitor the behavior or performance of employees. Since modern service robots have sensors, cameras and log files that theoretically allow conclusions to be drawn about the working speed or location of employees, this right of co-determination is almost always given.

Another relevant point is Section 87 Paragraph 1 No. 7 BetrVG, which concerns occupational health and safety. Robots are changing the physical work environment. Here, the works council must ensure that no new risks arise for the workforce. werob supports companies in proactively addressing these concerns. The Spec Engine precisely defines in the planning phase which data is collected and which tasks the robot will take on. This creates the necessary transparency to avoid lengthy negotiations. Instead of vague fears, the parties discuss concrete operational scenarios based on 35,000 successful projects.

A critical factor for the works council's approval is the security of the hardware used. From January 20, 2027, the new EU Machinery Regulation 2023/1230 will be binding. This regulation places significantly higher requirements on conformity assessment, particularly for systems that use artificial intelligence or operate in close proximity to humans. Many Asian OEMs currently do not have the necessary structures to meet these European standards independently. werob acts as the decisive compliance path here.

As a system integrator werob assumes responsibility for compliance with these regulatory requirements. This means a significant reduction in the workload for the works council when it comes to checking operational safety. When a robot is implemented via the werob platform, the path to compliance is already built in. This includes not only the hardware, but also the software interfaces and interaction in public spaces, such as in nursing homes or hotels. Compliance with ISO 13482 for personal assistance robots is a standard that werob guarantees for its partners. Without this regulatory certainty, a positive statement from the works council can hardly be achieved in a modern liability environment.

The most common reason for rejection of robotics projects by the works council is a lack of information. Traditional consulting firms often need three to six months to create a discovery deck that ultimately has little operational depth. werob breaks this cycle. The Spec Engine creates a detailed specification within 48 hours that translates the operator's workflow into a robot action graph. This specification shows in black and white what the robot does, where it moves and what data it processes.

This speed and precision are invaluable to employee representatives. You get a clear picture of the planned changes before the first hardware hits the ground. werob's Supplier Match also ranks over 44 OEM partners against this specification. This means that a specific manufacturer is not “pushed through”, but rather the most suitable solution from a technical and regulatory perspective is selected. This hardware agnosticism signals to the works council that what is important is the best solution for the task and not a vendor lock-in that could endanger jobs or processes in the long term.

Arguments for the works council must go beyond pure economic efficiency and focus on the benefits for the employees. werob provides verified data from the live operation of over 200 robots in 11 European countries. In care, the automation of the medication round leads to an annual cost reduction of €92,000 per location. Much more important for the workforce, however, is the time saved: nursing staff are freed from logistical errands and can devote themselves again to direct resident care.

In the hotel industry, a room service robot saves the team by €112,000 per year while it takes on tasks on the night shift that are often difficult to fill. In the catering industry, a tray bot in the dishwashing chamber saves €76,000 annually. These numbers are not estimates, but operational reality for customers like Korian Germany. When the works council sees that robotics serves to cushion the shortage of skilled workers and relieve the remaining employees of physically difficult or monotonous tasks, skepticism often turns into support. The argument shifts from job destruction to job security through relief.

A central issue in the approval of the works council is data protection in accordance with the GDPR. Robots constantly record their environment in order to be able to navigate. The question here is how to handle the image and sensor data. werob offers ready-made connectors in the operator stack, for example for SAP EWM, Opera PMS or MatrixCare. These integrations are designed to comply with strict European data protection standards. The werob Cockpit enables live fleet management with a four-dimensional traffic light system that also monitors regulatory compliance.

The direct connection to existing systems avoids the creation of isolated solutions that collect data in an uncontrolled manner. The works council can use the cockpit to see which data streams are flowing at any time. The separation between operational navigation and personal data is a core criterion for the 280 maneuverable robots curated by werob. In addition, compliance with IEC 62443 for industrial cybersecurity ensures that the robot fleet does not become a gateway for hacker attacks, which in turn protects the security of the entire company and thus also employee data.

Works councils often worry about the long-term stability of technological decisions. A system that only works with a single manufacturer carries risks: If the manufacturer goes bankrupt or stops support, the processes come to a standstill. werob solves this problem through consistent hardware agnosticism. With over 44 OEM partners in the catalog, including names like Boston Dynamics, Keenon or Unitree, werob offers the security that the software layer (the cockpit and the connectors) remains independent of the physical hardware.

If a robot model is no longer available or the requirements of the operation increase, the hardware can be replaced while the integration into the stack (e.g. PointClickCare or Toast) remains. This flexibility is a strong argument in negotiations with employee representatives. It shows that the company is investing in future-proof infrastructure and not in short-lived gadgets. The ability to rank 280 different robots against a specification ensures that the most ergonomic and safe device for employees is always selected.

A legally secure implementation ideally results in a works agreement (BV). This regulates the purpose of using robots, the handling of data and the training of employees. werob supports this process by providing technical documents that can be transferred directly to the BV. Since Werob delivers a binding offer within five days and a ready-to-use robot within eight weeks, the coordination process with the works council must be designed efficiently.

The BV should specify that the robots are primarily used for support and not for performance monitoring. The werob Cockpit allows the works council to provide regular reporting that proves compliance with these agreements. Experience from projects such as the first humanoid pilot in a Hamburg care facility shows that early integration and clear rules massively increase acceptance among the workforce. When employees see that the robot is taking over the difficult tasks for them, the technology is quickly accepted as part of the team.

Werob's commercial model is another factor that can facilitate the approval of the works council. The “outcome-only” principle means that the operator only pays when the robot actually runs and delivers the defined benefit. There is no large upfront investment in hardware that ends up sitting in the corner unused. This model signals to the works council that the company uses resources responsibly and only implements solutions that offer real operational added value.

For the workforce, this means that only systems that really work are introduced. Nothing frustrates employees more than technology that complicates everyday work instead of making it easier. Since Werob takes care of the entire operational level from the specification to the live cockpit, a high level of reliability is guaranteed. If a system does not meet the specified requirements, the outcome model takes effect. This risk minimization is a strong argument for trusting cooperation between management and the works council.

The world of robotics is developing rapidly. werob aims to bring a total of 2,000 robots into live operation by 2028. This scaling success is based on standardizing processes that were previously individual and error-prone. For companies, this means that they have to create the structures today in order to remain competitive tomorrow. The approval of the works council is not an obstacle, but a seal of quality for a well-planned rollout.

Through the combination of the 48-hour Spec Engine, access to 44+ OEMs and strict compliance with the EU Machinery Regulation 2023/1230, werob offers the safest and fastest path to automation. Whether in logistics with a yard patrol that saves €68,000 or in the golf club mowing greens for €31,000 - success depends on the acceptance of the people who work with these systems. werob provides the technological and regulatory basis to ensure this acceptance in the long term.