Employees get answers on leave balances and payslips on Teams, any time

Employees ask in a private Teams chat and the assistant answers from their own Darwinbox record. Questions that need a decision go to HR.

Used day to day by
  • Employees
  • HR team
  • Payroll team

How it runs with AI

Employees ask the HR assistant in a private Teams chat, at any hour. It knows who is asking from their Microsoft 365 sign-in, reads only that person's Darwinbox record and replies in plain words. Questions that need a correction or a decision reach HR with the chat summarised.

Step by step

Where the work happens, what the AI does, and where it hands over to a person.

  1. Step 1, AI

    Picks up a question sent in a private Teams chat

    Needs to know: Topics it may answer

    In Microsoft Teams

  2. Step 2, AI

    Matches the person's Teams sign-in to their own employee record

    Needs to know: Who can see what

    In Microsoft Teams , Darwinbox

    Exception to step 2

    Hands the chat to HR if the sign-in matches no employee record

  3. Step 3, AI

    Compares this month's payslip with last month's

    Needs to know: Pay components, Leave rules

    In Darwinbox

  4. Step 4, AI

    Replies with the balance or the reason, in plain words

    Needs to know: Privacy rules for pay

    In Microsoft Teams

  5. Step 5, AI

    Passes questions that need a correction or a decision to HR, with the chat summarised

    Needs to know: Topics passed to HR, HR owner per topic

    In Darwinbox , Microsoft Teams

  6. Step 6, Person

    Settles each question passed on, and the employee hears back in the same chat

    In Darwinbox , Microsoft Teams

What stays with a person

  • Settles each question passed on, and the employee hears back in the same chat

Who sees what

  • Each employee sees only their own leave and pay, in a private chat with the assistant.
  • The assistant knows who is asking from their Microsoft 365 sign-in and opens only that person’s Darwinbox record.
  • Pay figures go only into that private chat. In a group chat or channel, the assistant asks the person to message it directly.
  • Every answer is logged with the records it opened, so HR can check any reply.

Apps in this example

  • Microsoft Teams
  • Darwinbox

The same flow works with the apps you use.

What to watch for

  • Answers are as accurate as the data in Darwinbox. When a balance or pay line looks wrong, the assistant passes it to HR to correct at the source
  • Pay corrections, leave exceptions and full and final settlements stay with HR and payroll. The assistant explains the numbers and your team makes the decisions
  • HR and payroll agree up front which questions the assistant answers on its own, and review that list every quarter
  • Teams reaches staff with a Microsoft 365 account. Shop-floor staff need their own route, such as a plant kiosk with a badge login, set up separately

Read more

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