Use Case for an HR AI Chatbot

An AI chatbot could help many businesses. Looking at just your HR function ask yourself:

How much time is spent helping staff with HR issues? Sometimes the staff member simply wants to get answers to “simple” questions. For example:

How does leave get calculated?
What’s the difference between annual leave and study leave?
I have a grievance – what’s the grievance policy?
Medical/health
- Does the company offer medical or health insurance?
- Will it cover members or my family as well as myself? A significant other?
- How much of the premium costs do I have to pay for myself? My family?
- Can I choose different levels of coverage? What are the out-of-pocket costs for items such as deductibles or co-pay?
- What kind of coverage is there for dental, vision and disability insurance? What is the cost to me for any of this coverage?
- Does the company offer flexible spending accounts, which provide a tax advantage when I set aside some of my salary to cover medical—and in some cases childcare—costs not paid by my insurance?
Pension Plan
- What type of pension plan does the company offer? Is there a range of investment choices?
- Is there an employer match, in which the company contributes to my 401(k) some matching percentage of my contribution? How long is the vesting period, which determines how soon I can take all of the employer contribution if I leave the job?
Life Insurance
- Does the company pay for life insurance coverage or offer reduced premiums for employees?
- Can I buy more life insurance through the company plan if I want to?
- Is the policy portable, which means I can keep it if I leave this job?
- How does the policy compare with other options that I can find on my own outside the company?
Paid Time Off
- How do I apply for leave? Where is the leave form?
- How many vacation and sick days do employees receive?
- If I change jobs to this company, will I get fewer paid days because of a lack of seniority?
- When I leave, am I paid for vacation or sick days that I’ve earned but not taken?
Employee Training and Development
- Does the company pay for education that can advance my career?
- Are there internal employee training or career development programs open to me?
Flexible Work Arrangements/Remote Work
- Can I choose to work hours that don’t conform to the traditional 9-to-5 schedule?
- Is it possible to work from home or another remote location some or all of the time?

This list is a short summary of some of the questions that employees ask every day. There are thousands more that are asked. In each case the employee would be referred to the HR procedures manual. In its absence or even if the company does have a user manual, they may have to look on an Intranet. Many employees will send emails or phone the HR department who will supply the answer. In a company with hundreds of employees this becomes a full time job giving answer to standard questions.

Is there a better way?

Yes, there is a better way.At ET-AI we create an AI chatgpt. We train it on your HR data. Your staff will feel a lot more comfortable writing an English type question into the Chatbot on your intranet, than searching a complex set of FAQs from your procedures and policies manuals.

The AI chatbot will be trained on all aspects of the HR manual. It will have access to leave forms and all HR policies and procedures.

The chatbot will give answers to questions and in the event where it does not have the answer it will be re-trained with more knowledge so all future questions will be answered.

Benefits:

The chatbot works 24/7
It is low cost – far less than the cost of an employee to give similar answers
It is quick and easy to implement and train.

How does it get implemented?

We will work with your company to identify all documents related to HR, that the company wishes to make available. This will include policies and procedures, forms and other useful pieces of information.
We then create an AI chatbot and submit all documents to the AI chatbot for training purposes. This process can take as little as 20 minutes.
The chatbot will be installed on the website, or on an Intranet.
Staff will be given a short introduction document and session if required on using the chatbot. The chatbot looks and works like any of the currently available AI bots such as ChatGPT or Bard so training of staff is a simple matter.

How does it get trained?

Initially, as mentioned previously, documents are collected and given to the chatbot. In our experience, this will cover the majority of questions and issues. As employees begin asking questions, the gaps in the chatbot’s knowledge will appear. At that point a person allocated to write up the answers will supply us with those additional answers which will be given to the chatbot.
In order to quickly increase the chatbot’s knowledge, it is our recommendation that all staff, even HR use it whenever they are asked a question, and they can type up the answer for the chatbot to use in the future. In this way many people will be adding questions and supplying answers.
Even if the employee sends an email to HR, it is recommended that the HR person copy the email into the chatbot and send the answer back to the employee. That way HR can ensure that all answers are consistent and correct.
In order to encourage employees to use the chatbot rather than send emails or call HR, we can implement an incentive system: All employees who ask questions in a specific week or month will earn a reward. Their names can be thrown into a hat and the company can offer an incentive to the lucky winner.
In this way the chat’s knowledge will be increased to the extent that it will be able to answer almost any question, now or in the future.

How much does it cost?

Costs depend on the volume of knowledge accumulated and to a smaller extent the number of questions asked.
Smaller clients could pay as little as R800 per month

Call us now on 083 634 9393 or info@et-ai.co.za