HR spent hours every day answering the same questions about leave, expenses, and benefits. We built an AI agent on Slack and WhatsApp that answers from the official handbook, cites its source, and hands anything sensitive to a human.
Typical results
Under 1 min
Time to answer
9 hrs/wk
HR time reclaimed
24/7
Coverage, every shift
Figures reflect typical results for this kind of automation.
The challenge
With 300 employees across warehouses and offices, the two-person HR team fielded around 120 questions a week — most already answered in the handbook nobody read. Replies took half a day, drivers on night shifts waited until morning, and HR spent 12 hours a week repeating the same answers instead of doing actual HR work.
Before and after
Time to answer
−99%Questions reaching HR
−70%HR hours on repeat questions
−75%The automation
We built an AI agent connected to the company's policy handbook, collective agreements, and benefits docs, reachable on both Slack and WhatsApp. Every answer quotes the exact policy section it came from, so employees can trust it. When confidence is low or the topic is sensitive — grievances, personal cases — the agent hands off to HR with the full conversation attached. A monthly digest shows which policies confuse people most.
How it works
- 01
Ask anywhere
Employees message the agent on Slack or WhatsApp, in plain language, any hour of the day.
- 02
Handbook lookup
The agent searches the official handbook, agreements and benefits docs for the relevant clause.
- 03
Cited answer
It replies in seconds with the answer and quotes the exact section it came from.
- 04
Human handoff
Low-confidence or sensitive topics route to HR with the full conversation attached.
- 05
Monthly insights
A digest shows the most-asked topics and where the handbook needs clarifying.
Starts from
- Employee questions
- Policy handbook
Delivers
- Instant cited answers
- HR handoff for edge cases
- Question analytics
The impact
The agent now resolves 70% of questions instantly — weekly volume reaching the HR inbox dropped from 120 to 36 — and answers arrive in under a minute instead of four hours, around the clock. HR reclaimed nine hours a week, and the handbook finally gets read, one cited answer at a time.
Questions about this automation
Where does the HR agent get its answers from?
Only from the documents it is connected to, such as the policy handbook, collective agreements and benefits guides. Each reply quotes the section it came from, so employees can check the source. When the handbook changes, the updated version is loaded and answers follow the new wording right away.
What happens with sensitive or unclear questions?
Grievances, personal cases and any question the agent cannot answer with confidence are handed to HR along with the full conversation, so the employee does not have to repeat anything. The agent lets the employee know a person will follow up, and HR replies through the usual channel.
Can employees on night shifts or without a work computer use it?
Yes. The agent is available on WhatsApp as well as Slack, around the clock, so warehouse staff and drivers can ask from their own phones. Answers arrive within a minute, and a monthly digest shows HR which topics come up most and where the handbook needs clearer wording.