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Use Case
We build AI onboarding chatbots grounded in your actual HR documentation, the policy handbook, benefits guide, SOPs, and org charts. New hires get immediate, cited answers to their questions without emailing HR. Questions that require human judgment escalate to a support ticket automatically.
The chatbot doesn’t guess or hallucinate policy details. Every answer comes from your documents, with a citation pointing to the exact section. If the answer isn’t in the knowledge base, the question goes to HR, not a plausible-sounding fabrication.
Tell us about your onboarding workflow.
Six components that handle the full new hire Q&A and onboarding checklist workflow, grounded in your documentation.
Policy handbook, benefits guide, SOPs, org charts, and any other structured HR documentation are ingested into a private knowledge base. Updates are added as documents are revised.
New hire questions are answered by retrieving relevant sections from the knowledge base and generating a grounded response with a source citation. The answer points to the specific document section so the employee can verify.
Questions that require human judgment (complex benefits situations, compensation discussions, performance concerns) are identified and escalated to an HR support ticket automatically. The chatbot doesn't guess on sensitive topics.
Required onboarding actions (completing forms, reading policies, scheduling orientation sessions) are tracked per new hire. Reminders go out automatically for incomplete items; HR sees completion status across all new hires in a dashboard.
The chatbot responds in the employee's preferred language, drawing from the same English-language knowledge base with translation applied to the response. Common language pairings are configured during implementation.
Connects to BambooHR, Workday, or Rippling to pull employee data (start date, department, manager, benefits tier) and personalise responses. The chatbot knows which benefit plan the new hire is on before they ask.
From new hire question to answer or escalation, the full sequence.
New hire asks a question
The question arrives via the chatbot interface: embedded in your intranet, Slack, or a dedicated onboarding portal. No ticket submission required; conversation is immediate.
RAG retrieval from HR documents
The system searches the knowledge base for sections most relevant to the question. Retrieval is semantic, a question about 'time off' matches PTO policy, sick leave, and holidays even if the exact phrase doesn't appear.
Grounded answer with source citation
The response is generated using the retrieved sections as context. The answer includes a citation: 'According to the Employee Handbook, Section 4.2...' so the new hire can read the primary source.
Escalation for out-of-scope questions
Questions that can't be answered from the knowledge base (or that touch sensitive topics like compensation adjustment or performance improvement plans) are routed to an HR ticket with the question and context included.
Checklist tracking and reminders
Required onboarding actions are tracked per employee. Items not completed within the expected window trigger an automated reminder. HR sees a completion dashboard without chasing individuals.
The right fit is a company with documented HR policies, consistent onboarding volume, and an HR team stretched by repetitive questions.
HR teams answering the same benefits, PTO, and IT questions forty times a month are losing hours that should go to work that requires judgment. The chatbot handles the repeatable questions so HR handles the rest.
When headcount is doubling, HR bandwidth doesn't. The onboarding chatbot scales with hiring without adding HR staff for Q&A volume that's growing linearly with the number of new hires.
Remote new hires can't walk over to HR. They email, Slack, and wait. A chatbot available at any hour in their time zone gives them answers when they need them, not on HR's schedule.
Two situations where we’d recommend a different approach.
Companies with fewer than 10 new hires per year
At very low onboarding volume, the build cost is not recovered by the time saved. A well-organised handbook and a short HR orientation session remain the practical approach.
Companies where policy is undocumented or changes frequently
The RAG system answers from your documents. If your policies aren't written down, or if they change every few months without a documentation discipline, the knowledge base will be stale or incomplete. The first step is documenting and maintaining your policies, then we build the chatbot.
Tell us how many new hires you onboard per month, what HR documentation you have available, and which HRIS you use. We’ll reply within one business day with a rough scope and price range.