Role
HR and personnel administration
Which employee question repeats most often? If the team can name five from memory, you answer each of them for the hundredth time - and with every answer you have to remember which rule has applied since January.
Intro call
Four questions we would start with
Which employee question comes back most often?
Leave, a certificate, a line on the payslip, a medical check date. Five questions can account for most of the traffic in HR - and each of them has an answer that does not change between employees.
Who answers when the HR person is on holiday?
If it is nobody, or somebody standing in and feeling their way, then employee matters wait - and they concern money and deadlines, so waiting is expensive.
How do you know the information you give is still current?
Regulations and internal policies change more often than anyone sends updates round. Some answers have been correct for years, and some stopped being correct quietly.
What do you put off first when time runs short?
Usually order in the records and medical check dates - which is exactly what an inspection will ask about.
We take over the repeat questions, you keep the difficult cases
Answers to typical questions, handling requests, watching dates and assembling documents can be taken off the desk. Sensitive and difficult matters, and anything needing a conversation, stay with a person.
- An employee can always reach a person. - An automated answer is never the only route - that is the condition without which this area should not be automated.
- The answers come from your own policies. - Not from general knowledge of labour law. With each one you can see which document and which version it follows from.
- Sensitive matters go straight to a person. - Dismissals, conflicts, anything concerning health - the system recognises them and hands them over instead of trying to answer.
Scope
What can be taken off HR administration
Twenty example tasks. Each one has a human approval point. Below is a selection, and the scope we fit to your process.
Employee questions
- Answers to typical questions with a reference to the policy (sensitive matters: to a person)
- Information about leave taken and days remaining
- An explanation of pay components based on the policy
- Preparing repeat certificates (signed by: an authorised person)
- A summary of the questions that had no ready answer
Documents and files
- Checking personnel files are complete
- Pointing out documents missing at hiring
- Reminders about documents whose validity is ending
- Preparing documents when terms change (approved by: the specialist)
- Filing documents into the required parts of the records
Working time and absence
- Recording leave requests and their flow
- Detecting overlapping absence in a team
- Checking leave entitlements and expiry
- Absence summaries for managers: the fact and the dates, without the reason
- A signal when working time limits are exceeded
Changes in the law and in employment
- Monitoring changes in labour law (assessment of the effects: the specialist)
- Pointing out policies that need updating
- The list of steps at hiring and at leaving
- Reminders about medical check and training dates
- The full set of documents at the end of employment
A day's work
Today
- The day is broken up by questions about leave, payslips and certificates
- For an unusual case you search a policy that runs to thirty pages
- You learn about a change in the law from a newsletter
- You watch medical check dates in a spreadsheet
- When you are away, employee matters wait
- You check the files are complete when an inspection is approaching
With AI assistance
- Typical questions have an answer from the policy, with a reference to the source
- For an unusual case you are pointed to the relevant passage of the document
- A change in the law arrives with the policies to update pointed out
- Medical check and training dates remind themselves
- While you are away, typical questions still get an answer
- You see gaps in the files as they appear, not before an inspection
- Time to answer an employee
an employee matter does not wait for a free moment in HR
typical questions stop competing with difficult cases
- Compliant records
gaps in the files surface before an inspection
completeness is checked as you go
- Cover at peak times
the holiday season and the year-end close hurt less
repeat traffic does not grow with the season
- Consistent information
an employee gets the same answer whoever they ask
the answers come from the policy, not from memory
We start with the typical questions, not with the records.
- Step 1
We collect the questions for a month
What employees ask and how often. The list usually shows that a handful of questions account for most of the traffic.
- Step 2
Answers from the policy
For those few questions, always with a reference to the source and always with a way through to a person.
- Step 3
Dates and completeness
Reminders about medical checks, training and gaps in the files. It works straight away and asks nothing of employees.
- Step 4
Changes in the law
Monitoring, and linking changes to your own policies. It needs the documents written down in step 2.
Common questions
Questions that come up at the first meeting
Does this mean the HR team will be smaller?
HR grows with the number of employees, not with the number of tools. Taking over the handling of requests and the watching of dates allows the same team to serve more people - and that is the situation we usually discuss this in, because the company is growing and HR is not. The decision on headcount is yours and does not follow from this rollout.
Does this fall under the AI Act?
Partly yes. Systems influencing decisions about hiring, promotion or termination are a high-risk use. Handling questions about leave and documents does not belong to that category - but the line has to be drawn explicitly at the rollout, so that the scope does not spread quietly.
Still have a question that is not here? Book a call
Next step
How many times a day does your HR team answer a question that was already asked yesterday?
We will show you what HR work looks like when typical questions have an answer from the policy and the time is left for the matters that genuinely need a conversation.