HR assistant

The HR assistant add-on adds Ask HR, where employees ask everyday questions about leave, holidays, working hours and company policies, on the web and in the mobile app. Answers come from your own Policies, and from the person's own records if you allow it. It is a paid add-on that needs the Policies add-on and an AI provider connected under Settings → AI.

Set it up

1. Turn the add-on on from the Modules page.
2. Open AI → Overview and switch on Turn on AI, then open AI → Features and access, switch on HR assistant and save.
3. On the Roles page, give Ask the HR assistant to the roles that should use it. Only System Administrator has it to start with.

Ask HR then appears under My Workspace for those people.

Choose what it answers from

Open Settings → HR assistant and choose Answers come from:

• Policies only (the default): answers come from the current version of the policies assigned to the person asking.
• Policies and the employee's own records: it can also look up that person's leave balances, leave requests, attendance for this month and last month, upcoming holidays at their location and today's shift. With the Payroll add-on, it can also look up the totals of their last three released payslips.

The second choice needs a model that passed Looks up records in the connection test. A person only ever gets their own records, and only records they can already see. With this choice those records, including pay totals, are sent to the AI provider when the person asks about them.

A person gets answers only from policies assigned to them. When nothing covers the question, the assistant says "I could not find this in your company's policies. Please contact HR." It does not guess or answer from general knowledge about employment law.

Ask HR

1. On the web, open My Workspace → Ask HR. In the mobile app, open Work → Ask HR.
2. Type a question, for example "How many days of annual leave do I get?", and select Ask.
3. Read the answer. From: links to the policy it came from. Ask a follow-up, such as "And for part-time staff?", if needed.

Ask HR needs a connection and is not available offline. The assistant can be wrong, so open the linked policy before relying on an answer for something important.

Prepare leave requests and attendance corrections

Under Settings → HR assistant, switch on Prepare requests for the employee to send. Employees can then ask in their own words:

• "I need Friday off for a family event, annual leave."
• "I forgot to check out yesterday. I left at 6pm."

Ask HR fills in a leave request or an attendance correction and shows it under its answer, marked not sent yet. The person checks the dates, times and reason, then selects Send request or Not now. Nothing is sent until they choose Send request.

A sent request is the person's own request through the normal leave or correction process, so every rule, limit and approval applies exactly as if they had used the form. If a rule stops it, for example a required document, they are told and can open the form. The assistant asks for a missing date, time or kind of leave instead of guessing, only offers what the person could request themselves, and cannot approve, cancel or change a request. This needs a model that passed Looks up records.

Privacy

• Conversations are private to each employee. HR and managers cannot read them or see who asked.
• Conversations are deleted after 30 days. Employees can select Clear my questions to remove them sooner.
• The person's name and contact details are not sent to the AI provider: only the question, the matching passages of their policies, your organisation's name and, if allowed, the result of a record lookup.

See what it could not answer

People with See what the HR assistant could not answer see Last 30 days under Settings → HR assistant: how many questions were asked, how many were answered, and the general subjects that went unanswered, such as "parental leave". A subject that keeps appearing usually means a policy is missing or unclear.