Have you set up an assistant that answers employee policy questions from your handbook?

You load the handbook and benefits guides into an internal AI assistant. It answers routine questions with the source and sends sensitive ones to HR.

Can employees request time off and update their own details in the HR system?

Self-service lets people check balances, book time off and change addresses themselves, with manager approval built in.

How to automate it

How to automate “answer employee questions about benefits, time off and policies”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

30 min

typically, every day

65%

of the time can be automated

Some setup

to set up

Fix 1 of 2

AIBest fix

Set up an assistant that answers policy questions from your handbook

Load the handbook and benefits guides into an internal assistant so employees get instant answers with the source, and sensitive issues go to a person.

Typically saves about 45% of the time2 h to set up

1Check whether your HRIS has one built in (Workday Assistant, Rippling AI, HiBob, BambooHR) or use a Copilot agent, Claude Project, ChatGPT Project or Gemini Gem.
2Upload only the current handbook, benefits summaries and holiday calendar.
3Paste the instructions below.
4Test it with your 20 most common questions before sharing.
5Review a sample of answers monthly and update the documents, not the bot.

Prompt to copy

You answer employee questions about [COMPANY]'s HR policies using only the attached documents. Quote or link the section you used. If the answer is not in the documents, say so and tell them to contact [HR CONTACT]. If the question is about harassment, discrimination, safety, medical leave, pay disputes, or anyone's personal situation, do not answer; say "Please contact [HR CONTACT] directly so a person can help." Never give legal or tax advice.

Tools: Microsoft Copilot agents · Claude Projects · ChatGPT Projects · Gemini Gems · Workday, Rippling or HiBob built-in assistants

Fix 2 of 2

Software feature

Turn on self-service for time off, balances and personal details

Employees request time off, see balances, update addresses and download documents themselves, with manager approval built in.

Typically saves about 50% of the time1 h to set up

1Turn on the employee app or portal in your HRIS (BambooHR, Rippling, Gusto, Workday, HiBob, Paylocity).
2Set up time-off policies and approval routing to managers.
3Send a one-page "how to" with the top five requests.
4Reply to requests by email with the link until people get used to it.

Tools: BambooHR · Rippling · Gusto · Workday · HiBob · Paylocity

Quick wins

Have you tried…

Have you set up an assistant that answers employee policy questions from your handbook?: You load the handbook and benefits guides into an internal AI assistant. It answers routine questions with the source and sends sensitive ones to HR.
Can employees request time off and update their own details in the HR system?: Self-service lets people check balances, book time off and change addresses themselves, with manager approval built in.

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

HR generalist

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