How much of your working day disappears into answering the same HR questions? Research by McKinsey found that employees spend nearly 20% of their working week searching for information or chasing colleagues for answers. For HR teams, that figure often feels even higher.
Our HR AI assistant changes that. Instead of digging through policy documents, logging into multiple systems, or firing off emails to HR, anyone in your organisation can simply ask a question - in plain English - and get an accurate, instant answer.
This isn't about replacing your HR team. It's about helping employees get more done independently, freeing HR up to do what they do best: strategic, people-focused work that actually moves the needle.
To help you hit the ground running, we've pulled together the top 10 prompts to try, organised by role, so whether you're an HR business partner, a senior line manager, or an employee, you'll find practical starting points you can use today.
What is an HR AI assistant (and why does it matter)?
An HR AI assistant (sometimes called a chatbot) is a conversational tool that connects directly to the data in your HR software and allows users to ask questions, retrieve information, and take actions - without needing to know where to look or how to navigate their HR system.
Unlike static FAQs or chatbots built on scripted responses, our AI assistant uses natural language processing to understand what you're actually asking. It draws on your live HR data to give answers that are accurate, up to date, and specific to your organisation.
The result? HR teams spend less time being an information retrieval service. Managers get the answers they need without raising a ticket. Employees stop sitting on questions because it felt like too much effort to ask, and can make greater independent use of the HR system.
Who should use an HR AI assistant?
The short answer: everyone in your organisation. But different roles get different things out of it, and understanding that is key to getting the most from the technology.
Our HR AI assistant is designed to serve three distinct groups of people, each with their own frustrations, priorities, and ways of working.
HR and people professionals are often the last line of defence between a question and an answer. They're expected to know everything from individual employee histories to the precise wording of a policy updated six months ago. The AI assistant becomes a strategic ally: one that handles information retrieval so people professionals can focus on the judgement calls only they can make.
Line managers and senior leaders don't want to become HR system experts. They want answers fast, in plain language, so they can get back to their teams. The AI assistant works the way a manager actually thinks. You ask a question, you get an answer, you take action. No training required, no new screens to navigate.
Employees are the group most likely to sit on a question rather than ask it. Whether it's not wanting to bother HR, not knowing who to ask, or simply not having the time, unanswered HR questions quietly erode confidence and engagement. Our AI assistant removes every barrier, and gives straightforward answers instantly.
The prompts below are organised by role. Jump to the section most relevant to you, or read through all three to see the full picture of what our HR AI assistant makes possible.
For HR and people professionals: work smarter, not harder
HR professionals are pulled in dozens of directions at once. Between employee relations cases, capability reviews, compliance checks, strategic projects, performance, reporting and wellbeing, time is your scarcest resource. Our AI assistant gives you instant access to the HR data you need, without breaking your workflow to go and find it.
Prompt 1: "Give me a summary of employee name's HR record ahead of our meeting tomorrow"
OR this style "Give me a summary of employee name's HR record ahead of our meeting tomorrow."
Before an employee relations meeting or capability review, you usually need to piece together attendance data, performance notes, and training history from several different places. This prompt surfaces a clean employee summary in seconds, so you walk into every conversation prepared.
Why it works: You get the context you need without leaving the task at hand. No switching systems, no waiting for reports to run.
Prompt 2: " Are the team name team behind on mandatory training compliance this quarter?"
Staying on top of training compliance across a whole organisation is one of those tasks that quietly eats hours. This prompt gives you a department overview instantly, so you can prioritise where to focus and have informed conversations with department heads.
Why it works: HR professionals consistently cite administrative burden as a barrier to strategic contribution, found the CIPD's People Profession 2023 report. AI assistant-driven compliance overviews are one of the fastest ways to claw that time back.
Prompt 3: How many sick days has the department team had this quarter?
This is the kind of question that can uncover a problem before it grows. Instead of trawling through absence reports or building a spreadsheet from scratch, HR can spot patterns quickly and see where support may be needed most.
Why it works: It turns absence data into something useful. You get a clear view of where sickness levels are highest, so you can investigate causes, support managers, and take action sooner.
For line managers and leaders: ask it like you'd ask a colleague
Most managers don't want to become HR experts. They want quick, reliable answers so they can get back to managing their teams. Our AI assistant is designed around that reality. You ask questions the way you'd ask a colleague, and you get clear, actionable answers in return.
Prompt 1: " Who on my team is overdue on any mandatory training?"
Before a deadline or audit, this is exactly the kind of question that previously meant raising a request with HR or waiting for a report. Now you can ask it directly and get a named list back in seconds.
Why it works: It puts managers in control of their own compliance picture, without creating extra work for HR. One prompt, one clear answer, one action to take.
Prompt 2: "Is employee name off next Friday, and do they have any other leave booked in the next month?"
Checking individual absence and leave schedules is one of the most common reasons managers interact with HR systems and one of the most time-consuming. This prompt gives you the full picture for any team member, instantly.
Why it works: It's the kind of question a manager would normally have to log in somewhere to check. Now it's a five-second conversation.
Prompt 3: “I'm about to do a 1:1 with name — can you give me some insight?”
Our AI assistant gives managers a quick, useful snapshot before they sit down with someone in their team. It can retrieve information about an employee’s role, team context, and upcoming holiday, and even suggest practical conversation openers, so the manager starts the meeting informed and ready.
Why it works: Good 1:1s depend on context. Instead of scrambling for notes or going in cold, managers get a sharper picture of the person in front of them and can have a more focused, more useful conversation.
Prompt 4: "Who's off in my team between 15th and 19th June 2026? I need to staff a project"
Planning resourcing around leave and absence is a perennial headache for managers. This prompt pulls together availability across your team for any given period so you can make decisions quickly and confidently.
Why it works: It transforms a task that might have required building a spreadsheet into a single question with a clear answer.
Tip: Using full dates can lead to quicker and more accurate responses on questions like these.
For employees: get the answers you actually need
Employees often sit on HR questions, not because they don't matter, but because finding the answer feels like more hassle than it's worth. Our AI assistant removes that friction entirely. You ask, you get an answer, you get on with your day.
Prompt 1: "How many days of holiday do I have left, and when does my allowance reset?"
Holiday balance queries are consistently one of the most common reasons employees contact HR. This prompt gives an instant, accurate answer, including when the current leave year ends, without any back and forth.
Why it works: It's the kind of small, practical question that HR teams answer dozens of times a week. Handled by the AI assistant, that time goes straight back to HR for work that need human insight and expertise.
Prompt 2: " How much do I get paid? "
Pay questions should not mean digging through old payslips or waiting for payroll to reply. This prompt gives employees a clear answer on their salary and pay frequency straight away.
Why it works: Pay is personal and often time sensitive. A fast, accurate answer builds trust, cuts avoidable queries to HR and payroll, and helps employees feel informed and in control.
Prompt 3: What are my benefits, on top of my regular salary?
Benefit questions are often the ones employees feel most awkward asking HR directly. With our AI assistant, they can get a straightforward explanation of any benefit entitlement, without the need for a human conversation.
Why it works: Employees who understand their entitlements are more confident and less likely to raise unnecessary queries. It's a better experience for everyone.
The bigger picture: what AI-powered HR unlocks
The prompts above are just the starting point. As more of your team starts using our AI assistant, a few important shifts happen:
HR's role changes for the better. When routine information requests are handled automatically, HR professionals can focus on the work that genuinely requires their expertise such as employee relation cases, strategic planning, culture initiatives, and change management.
Managers become more self-sufficient. With direct access to the data they need, managers make better decisions faster. They don't need to wait for HR to run a report or answer a question they could have answered themselves.
Employees feel more informed and in control. Research consistently shows that employees who feel well-informed are more engaged and more likely to stay. An AI assistant that answers their questions accurately and immediately is a meaningful part of that experience.
Getting started with our HR AI assistant
The best way to understand what our AI assistant can do for your organisation is to see it in action. Whether you're an HR leader looking to reduce admin, a manager wanting faster access to team data, or an employee who just wants a quicker way to check their holiday balance, the AI assistant is here to make your working life easier.
Ready to see it for yourself?
Request a demo and we'll walk you through the functionality most relevant to your team.
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