HR assistant

Employees ask the HR assistant about their own leave, payslips and requests, and about company policies. It answers in their language, shows where a policy answer came from, and can prepare a leave request for them to confirm.

Contents: Who can use it · Turning it on · What it can answer · Choosing policy sources · Asking a question · Suggested actions · Conversations · Chat apps · Privacy and safety · FAQ

Who can use it

It's on every plan.

• Employees: every active employee can use it once HR turns it on. Employees don't need a permission.
• HR admins: to choose sources, tools and actions, the role needs HR assistant (Manage) on the Roles screen under AI in HR. Roles that could already change the AI settings have it.

Where: employees use My HR → Assistant. HR admins use HR → Settings → AI in HR → Assistant.

Turning it on

The assistant starts off. Open Settings → AI in HR → Features and turn on HR assistant, either for every country or for one country (see AI in HR). It answers with the AI chosen in AI settings, and its usage counts toward your AI allowance.

When it is off or paused, or the employee opted out of AI, My HR → Assistant says it isn't available and answers nothing.

What it can answer

On the Assistant tab you can switch each of these off:

Tool	What the assistant reads
Your leave balances	The employee's own balance for each leave type
Your recent leave requests	The employee's last 10 requests, with dates and status
Your recent payslips	The employee's last 6 final payslips: month, paid or not, net pay
Waiting for your decision	How many requests wait for the employee's approval
Company policies	Passages from the sources you choose (below)

It only reads the records of the person asking. It never reads a colleague's leave, pay or requests, so it can't answer questions like "When is Karim on leave?" and says so politely.

Choosing policy sources

Policy answers come only from the sources you tick on the Assistant tab. You can choose uploaded documents, web pages and knowledge base articles from your organization's knowledge hub. Customer tickets, chats and notes are never offered.

1. Add your handbook or policy files to the knowledge hub, and wait until they are Ready.
2. On Settings → AI in HR → Assistant, tick them under Policy sources.
3. Click Save.

If no source is ticked, the assistant answers only from the employee's own records and says when it doesn't know.

Asking a question

1. Open My HR → Assistant. The notice at the top says that answers come from AI and can be wrong.
2. Type a question, for example "How many annual leave days do I have left?" or "Can I work from home on Fridays?", and press Send.
3. Read the answer. Policy answers list their Sources; click one to see the passage it used.

The assistant answers in the language of the question. When it isn't sure, it says so and suggests asking HR.

Suggested actions

The assistant never changes anything on its own. When you ask it to do something, it shows a card with what it would do:

• Apply for leave: leave type, dates and reason.
• Cancel my leave request: one of your own requests.

On the card:

• Confirm runs it as you. A leave request then goes through the normal leave approval.
• Edit lets you change the dates or reason first.
• Dismiss drops it.

If the request breaks a leave rule (no balance, overlap, probation), you see the reason and the card stays open. Every suggestion and your choice are kept in the decision log. HR can turn each action off on the Assistant tab.

Conversations

Your conversations are listed on the left of My HR → Assistant, newest first. Open one to continue it; the assistant remembers the last few questions in it. Click Delete to remove a conversation.

Only you see your conversations; HR sees the decision log, not the conversation itself. Conversations are deleted automatically after 90 days. HR can change this period on the Assistant tab.

Chat apps

If your company connected Slack, Teams or WhatsApp (Chat app approvals), send ask followed by your question, for example ask how many sick days do I have. The reply lists its sources. A suggested action has to be confirmed in My HR → Assistant.

Privacy and safety

• It answers only from the asker's own records and the policy sources you chose.
• Text inside policy files is treated as quoted content, never as instructions to the assistant.
• Personal details are hidden from the AI engine when Hide personal details from AI is on (the default).
• Net pay shows only to someone allowed to see their own salary details.
• An employee who opts out under My HR → AI and my data is not answered.

Troubleshooting and FAQ

"This AI feature is not available." The assistant is off for the employee's country, AI is paused, the employee opted out, or no AI engine is set up. Check Settings → AI in HR → Features and AI settings.

It doesn't know our policy. Check that the file is Ready in the knowledge hub and ticked under Policy sources.

Can a manager ask about their team? No. The assistant answers only about the person asking. Managers use the team pages and reports for their team.

Can it approve or reject requests? No. It can tell you how many requests wait for you; you decide them in Approvals.