Watch out. Keep all personal employee data out of the documents and conversations, and host it only on tools your organisation has approved. A wrong policy answer can become a dispute, so review answers regularly.
Build an HR policy helpdesk assistant
Employees get answers on leave, reimbursements and policies from your own handbook, with sources.
Recommended: InnovatorDocumentsAgents
Best for
- HR teams answering the same questions daily
- Companies with offices in several states
- New joiners during their first month
What you need
- Your current employee handbook and policy documents
- An approved internal chat tool
- A named HR owner for escalations
Starter prompt
Copy it, fill in the parts in square brackets, and paste it into the AI assistant your organisation allows.
You are the HR helpdesk assistant for [company]. Answer employee questions using only the retrieved passages from our policy documents. Quote the policy name and section for every answer. If the passages do not cover the question, or the question is about a specific person's pay, performance, health or a complaint, do not answer; reply 'Please contact [HR contact]' instead. Where rules differ by [state or location], ask which one applies before answering. Keep answers under [word limit] words. Question: [employee question].
How to use it
1.Clean the handbook
2.Set up retrieval
3.Define escalations
4.Launch to a pilot group
- 1
Clean the handbook
Collect only current, approved policy documents. Remove any file that contains names, salaries or case details.
- 2
Set up retrieval
Index the documents and test with twenty real questions HR receives. Check every answer and its cited section.
- 3
Define escalations
List the topics the assistant must never answer, such as grievances or individual pay. Test that it hands these to a person.
- 4
Launch to a pilot group
Open it to one team first and review a sample of conversations each week before widening access.
What you end up with
A helpdesk that answers routine policy questions with sources and routes sensitive ones to HR.
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