Viki
Viki is the AI assistant built into ITbuddy.Care, a German home and residential care platform. Staff ask operational questions by chat or by voice, and Viki answers in plain language, then carries out 33 confirmed actions on request.
What is Viki?
Viki is the AI assistant built into ITbuddy.Care, a German software platform for home care services, residential homes and out-of-hospital intensive care. The vendor describes it as a chat assistant for data upkeep and analysis, running through a LiteLLM gateway. Its purpose is narrow and practical: instead of clicking through menus to find out who has called in sick or how today's tours are running, the nursing service manager simply asks, by typing or by speaking, and gets an answer in ordinary language.
Where a next step makes sense, Viki takes it. Thirty-three actions are available through chat or voice, spanning rostering, care records, billing and staffing: approving a leave request, publishing the tour plan, recalculating flagged tours, recording a statutory advisory visit, entering vital signs, capturing a consent, marking an invoice as paid, triggering a dunning notice, assigning a shift, moving a client to another bed, starting the monthly billing run, or creating an employee with every field filled in.
The guardrails are the interesting part. Every action runs through the same checks and audit logs as the manual route, and nothing executes until the user confirms it, so the assistant opens no shortcut around the platform's controls. Some things are ruled out on purpose: deletion, passwords and sending invoices are off limits, and the dunning notice is the only outbound action permitted. The monthly run produces drafts only. Voice input is transcribed server-side inside the EU, and client names are swapped for placeholders before every AI response. Viki also answers deliberately in plain speech, avoiding jargon such as database or in the system.
Viki lives inside a platform of twenty-two live modules covering route optimisation, care documentation, medication and controlled drugs, rostering, invoicing with DATEV export, controlling, a relatives' portal and audit preparation. It is published by SNKB Namik Kara, a very small firm in Eppingen, Baden-Württemberg, with care data held in a German data centre and a separate encrypted database for each customer.
What it does
- Answer questions about the day's operations, such as who has called in sick or how the tours currently stand
- Publish the tour plan and recalculate flagged tours after a cancellation or absence
- Approve a leave request and assign a shift to a member of staff
- Record a statutory advisory visit, enter vital signs and capture a client consent
- Mark an invoice as paid or trigger a dunning notice, the only sending action it is allowed
- Start the monthly billing run, which produces drafts only
- Create a full employee record, including hours quota, telephone and second address, or hire an applicant with their login
When to use Viki / When not to
A quick filter to help you decide if Viki is the right fit.
When to use Viki
- Nursing service managers who lose time hunting through menus for answers about sick leave, tours and shift cover
- German home care providers that already run ITbuddy.Care on the Complete tier or are willing to add the module
- Residential homes and out-of-hospital intensive care units working in shifts, where handovers and rosters change daily
- Small teams without an IT department, including newly founded services starting on the five-licence entry tier
- Back-office staff who want routine billing steps, leave approvals and roster publication triggered by asking rather than clicking
When not to use Viki
- Care providers outside Germany: the platform is built on German social law and billing rules, and the interface exists only in German
- Consumers and private individuals, since the vendor's terms serve business customers exclusively and rule out consumer contracts
- Buyers looking for a standalone AI assistant, because Viki cannot be bought without an ITbuddy.Care subscription underneath it
- Organisations that need the AI to delete records, reset passwords or send invoices, all of which Viki is deliberately barred from doing
- Teams that require a written guarantee that their data will never train a model, a commitment the vendor does not publish
How to use Viki
A typical end-to-end flow, from setup to results.
- Start a free fourteen-day trial, which creates your own environment with sample clients, staff and tours in minutes, with no payment details
- Alternatively book the fifteen-minute guided demo offered on the site, or subscribe directly online
- Bring in your existing records through the Excel or CSV import, which detects columns automatically and accepts MediFox exports
- Run the platform alongside your current software while your team learns it, one area at a time
- Make sure Viki is available on your plan: it is included in the Complete tier and added as a paid module on the others
- Open the Viki chat inside the web application or from the employee app used at each tour stop
- Type or dictate your question, for example asking who has reported sick today
- Read the answer, which Viki draws from your own service's data and phrases in plain language
- If a next step is needed, ask Viki to carry it out and confirm the action when prompted
- Check the audit log, where the action appears exactly as it would have done through the manual route
Pros & Cons
Pros
- Prices are published in full, with no enquiry form, and the platform can be subscribed to online
- Care data stays in a German data centre, in a separate encrypted database per customer rather than a shared pool
- Voice processing runs inside the EU, with client names pseudonymised before each AI response
- Confirmation and identical audit logging mean the assistant creates no bypass around the platform's controls
- The free fourteen-day trial needs no payment details and expires by itself, with no cancellation to remember
- Support is a named individual on a published phone line with published hours, not a ticket queue
- The GDPR compliance module ships with every account and is not an optional extra
Cons
- The site never says whether customer data is used to train models, and documents no way to exclude it
- API access is sold at 99 EUR per month with no public documentation of any kind
- Viki is absent from both entry tiers, so the realistic monthly cost is higher than the 49 EUR module price suggests
- The vendor is a one-person sole trader with no commercial register entry, no investors and no named customer references
- No company founding date is published, the domain is only months old, and there is no web archive history to check
- Contracts run for a minimum of twelve months with three months' notice, and downgrades take effect only at term
- An employee mobile app is described but published on no app store, and the product exists in German only
Pricing & Plans
There is no permanently free plan. A free fourteen-day trial is offered, with sample data, no payment details required and automatic expiry. All published prices are net of VAT and quoted per month. Viki itself is sold as a module at 49 EUR per month net, but it cannot be subscribed to on its own: an ITbuddy.Care tariff must be in place underneath it, starting at 139 EUR per month net for the Essential tier, which brings the realistic entry point for using Viki to 188 EUR per month net. Alternatively, Viki is included at no extra charge in the Complete tier at 399 EUR per month net.
- 49 EUR per month net
- bookable on top of an existing tariff
- 139 EUR per month net
- five fixed licences
- Viki not included
- 249 EUR per month net
- fifteen licences included
- expandable in blocks of five up to 200
- Viki not included
- 399 EUR per month net
- fifteen licences included
- Viki included along with CRM
- client and relatives' portal
- invoicing and dunning
- controlling
- quotations
- audit self-assessment
- 699 EUR per month net
- fifteen licences included and up to 200
- everything in Complete plus rostering
- mileage log and wage costs
- DATEV interface
- multi-site support
- SSO and SAML
- API access and white label
- the Complete tariff at 399 EUR per month net plus a one-off TourenTakt activation of 1
- 490 EUR net
- the Complete Max tariff at 699 EUR per month net plus a one-off SchichtKlar activation of 4
- 900 EUR net
Data, GDPR & hosting
A consolidated view of how Viki handles your data.
GDPR overview
GDPR compliance is claimed explicitly and repeatedly. The privacy policy, dated August 2026, names SNKB Namik Kara in Eppingen as controller, with technik@snkb.de as the contact, and lists the full set of data subject rights: access, rectification, erasure, restriction, portability, objection under Article 21, withdrawal of consent and complaint to a supervisory authority. Legal bases are set out article by article, and transfers to US tools rest on the European Commission's standard contractual clauses, with an explicit warning about the lower level of protection. A data processing agreement under Article 28 is included. Inside the product, a compulsory compliance module handles Article 9 client consent, an Article 28 agreement generator, Article 32 security documentation, the record of processing activities, a full audit log and Article 15 access requests.
Who owns the data?
Under the vendor's terms, SNKB keeps the copyright and industrial property rights in everything it produces, including the software and its configurations. Once the customer has paid in full, they receive a simple, non-exclusive, perpetual and non-transferable right to use those results for the agreed purpose; exclusive or modification rights need a separate written agreement. SNKB may reuse the general know-how gained during the engagement provided no confidential customer information is revealed, and may name the customer as a reference unless they object in writing. Both parties owe each other lasting confidentiality, explicitly covering customer data. Backups remain the customer's own responsibility unless agreed otherwise.
Reuse rights
Customers may use the delivered results freely for the purpose set out in the contract once payment is complete, but only within that purpose: reselling, sublicensing or reworking the software is not covered by the standard right of use and needs a separate written agreement. On the vendor's side, the terms state that AI-assisted tools are used under professional supervision, that machine-generated results may contain inaccuracies despite quality control, and that customer data is processed only within the scope of the data processing agreement. A customer who wants AI tools excluded from specific services must agree this in writing beforehand; without such an agreement, their use counts as approved. Client names are replaced by placeholders before every AI response. The site says nothing at all about whether customer data is used to train models.
Data retention & training
Hosting summary
Care data is held in German data centres, and each customer gets their own encrypted database rather than a share of a common pool. Transmission is TLS encrypted and backups are taken daily to two separate locations. Voice input is the one exception to the German footprint: transcription runs through an EU-hosted gateway operated by Scaleway in Paris, which the vendor describes as HDS certified, and states that no audio is passed to US services and no browser speech recognition is used. Client names are replaced by placeholders before every AI response. On the publisher's own websites, a separate picture applies: analytics run on self-hosted Umami in Germany without cookies, Microsoft Clarity loads only after consent and sends data to the United States, and the appointment booking widget is provided by HighLevel Inc. in Dallas, with transfers resting on standard contractual clauses. The site's own server resolves to Nuremberg, Germany.
Where Viki works
Country-level availability.
Available in
Things to keep in mind
Risks and trade-offs to weigh before adopting Viki.
- The site never states whether customer data is used to train AI models, and no opt-out is documented; the clause allowing AI tools to be excluded by prior written agreement covers their use, not model training
- Health data is among the most sensitive there is, and delegating record entry to an assistant makes the confirmation step the only line of defence against a wrong entry sliding into a client's file
- Plain-language answers are easy to trust without checking, and staff under time pressure may stop verifying what the assistant asserts about a client or a tour
- The HDS certification cited for voice transcription belongs to Scaleway, the hosting provider of the gateway, not to ITbuddy.Care or its publisher
- The 49 EUR monthly figure is the module price, not a standalone subscription; a base tariff is compulsory and every price is quoted net of VAT
- The published privacy policy covers the vendor's websites and does not set out how long care records are kept inside the product
- The state funding of up to 12,000 EUR is decided solely by the care insurance fund and is not a discount granted by the vendor; the pension fund data exchange is still in preparation and white label is only on the roadmap
Setup & Integrations
Technical difficulty
Low for the assistant itself and moderate for the platform. Viki needs no configuration: it becomes available as soon as the tariff or module is active. Getting the platform running is the real work. A self-service trial creates a full environment with sample data in minutes, in the browser, with no installation. Existing records arrive through an Excel or CSV import that detects columns automatically, accepts MediFox exports and guards against duplicates, and the vendor expects customers to run in parallel with their old software. Guided activation packages exist for larger rollouts. Telematics connections depend on the customer's own provider.
Deployment
Integrations
Supported languages
Behind Viki
Resources
All the official URLs gathered for verification and reference.
Alternatives
Tools that compete with or complement Viki.
Frequently asked questions
What exactly is Viki?
Can I talk to Viki instead of typing?
Can Viki change data by itself?
Are there things Viki will not do?
Is Viki included in every plan?
Where is the data hosted?
Can I try it before committing?
What contract am I signing up to?
Is there financial support towards the cost?
Does Viki or the platform offer an API?
Should you pick Viki?
Viki is an operational assistant, not a clinical one. It does not read scans or suggest treatment: it interrogates and updates the running data of a care service, and its value lies in how tightly it is wired into a single platform rather than in any claim of medical intelligence. The design choices are unusually sober for an AI feature. Every action needs confirmation, every action is logged exactly as the manual route would be, and deletion, passwords and invoice dispatch are ruled out entirely. That is a vendor thinking about what should not be automated in a regulated setting, which is worth noting.
The hosting story is equally clear. Care data stays in a German data centre with a separate encrypted database per customer, voice input is transcribed inside the EU, and client names are replaced by placeholders before every AI response. A compulsory compliance module ships with each account rather than being sold as an upgrade.
Against that sit real gaps. The site is silent on whether customer data trains models, and no opt-out is documented anywhere. API access is billed at 99 EUR per month with no documentation at all. The publisher is a one-person business with no register entry, no investors, no published founding date and no named customers, on a domain only months old. Viki is missing from both entry tiers, so the true cost is 188 EUR per month net at minimum rather than the headline 49 EUR, and the contract runs a year.
For a German care provider already weighing ITbuddy.Care, Viki is a coherent and carefully bounded addition worth trialling on the free fourteen days. Outside that regulatory frame, it has no purchase at all.
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