The HR Agent is still in beta, so features and behaviour may change. Always review what it proposes before you select Confirm, and check important results in HR.
What does this help guide cover?
What is the HR Agent?
The HR Agent is an AI-powered assistant in the HR Hub that helps you get HR work done by describing what you need in your own words. It can create HR templates for you, assign them to your staff, find the records those templates create, and list the HR tasks waiting for you.
Instead of working out which page to open and which filters to set, you can ask for things like “Assign a staff survey to employees in Brisbane” or “Show employment contracts still waiting for signature”.
The HR Agent works within your own permissions. It can only find and change the things you could find and change yourself in HR.
Accessing the HR Agent
Go to HR > HR Hub and select HR Agent (beta) from the side menu.
When you open it, you will see example requests you can select to get started, or you can type your own request in the message box.
Your previous conversations are listed on the left so you can pick one back up where you left off.
You will only see the HR Agent if your account has the HR module and you have manager-level access to HR records. You can only work with the staff you manage and the types of HR records your account has access to.
Creating Templates
Describe the template you want and the HR Agent will build it from your brief. It can create:
Forms
Surveys
Training
Performance reviews
The more detail you give, the better the result. Include the sections, questions, tone and how often it runs. Some simple prompts could include:
“Create a yearly pulse-check survey”
“Create a new starter feedback survey with five questions”
“I want to start running performance reviews”
If it needs more detail, it will ask you a short question in the chat first. Before it builds anything, it waits for you to confirm.
Once a form, survey or training template has been built, you can also ask the agent to assign it straight away.
Assigning Templates and Issuing Warnings
Ask the HR Agent to assign an existing form, performance review, survey or training template to your staff. You can send it to:
Everyone
One or more locations
One or more teams or departments
Specific people
One or more position groups
For example:
“Assign a staff survey to employees in Brisbane”
“Assign the Food Safety training to the Kitchen department”
“Assign the induction form to everyone who started in the last month”
If you are not sure of the exact template name, the agent can search your templates for you.
Warnings: The HR Agent can also prepare a warning for one employee, including the letter to the employee and any internal notes. Warnings are saved as a draft unless you ask for it to be issued straight away.
Performance reviews: The agent can create a performance review template, but assigning reviews to staff is still done in HR.
Finding HR Records
Tell the HR Agent what you are looking for and it opens the right HR list with the filters already applied, along with how many records match. You can narrow your request by person, location, template or date range. For example:
“Show HR forms submitted in the last month”
“Show employment contracts still waiting for signature”
“Find all warnings issued at the Brisbane location this financial year”
The agent can find:
HR forms, surveys and training
Performance reviews
Incidents and warnings
File notes
New hire requests
Contracts and signed onboarding documents
Terminations
The agent can’t display the actual contents of a form or document in the chat. Use Show documents or Open in HR from the list to see the record.
Checking Your HR Tasks
Ask the HR Agent for your open HR Hub tasks, such as unsigned contracts, forms to complete, leave requests to approve or training to finish. Each task comes with an Open link. For example:
“What are my top HR tasks?”
“Show my open HR Hub tasks, excluding leave approvals”
You can filter by type of task, and ask for the next batch when you are ready for more.
Tasks are completed in HR, not in the chat. Select Open to go straight to the task.
Updating Existing Records
The HR Agent can make some simple changes to existing records, once you have confirmed them:
Record | What it can change |
Warnings | The letter to the employee, internal notes, and issuing a draft warning |
Performance reviews | The reviewer, the scheduled date, whether acknowledgement is required, and who can see the review |
Incidents | The title and details, and submitting a pending incident |
New hire requests | Closing the request, where allowed |
File notes | The note text and its title |
Completed forms, surveys and training, as well as contracts, terminations and onboarding documents, need to be edited in HR.
Confirming Changes
The HR Agent never creates, assigns or changes anything on its own. Before it does, it shows you a card with the proposed action, for example who a survey will be sent to, with Confirm and Cancel buttons.
Confirm: the agent carries out the action.
Cancel: dismisses the request and nothing changes.
Take a moment to read each confirmation carefully, particularly the people it will be sent to, before you select Confirm.
Tips for Better Results
Name the person, location, template or date range to get a more precise list.
If your request is ambiguous, the agent opens a sensible default list and tells you how to switch. You can then follow up to narrow it down.
If the agent asks a question, answer it in a few words and it will carry on from where it left off.
FAQs and Troubleshooting
Why can't I see HR Agent in the HR Hub?
Why can't I see HR Agent in the HR Hub?
Your account needs the HR module, and you need manager-level access to HR records. If you can only see your own HR information, HR Agent will not appear. Ask an admin to check your permissions.
Can it access anything in HR?
Can it access anything in HR?
No. The agent only works with the staff you manage and the records your account already has permission to see. If you can't do something in HR, the HR Agent can't do it for you.
It opened the wrong list or didn't find what I expected. What can I do?
It opened the wrong list or didn't find what I expected. What can I do?
Try adding more detail, such as the employee's name, the location, the template name or a date range, or follow up with something like “Just Brisbane” or “Only unsigned”. The agent remembers what you've already asked in the same conversation. If it still isn't right, you can find the record in HR in the usual way.
Can it show me what's inside a form or document?
Can it show me what's inside a form or document?
Not in the chat. Use Show documents or Open in HR from the list of matching records to open the form or document.
Can other people see my conversations with the HR Agent?
Can other people see my conversations with the HR Agent?
No. Your conversations are specific to your profile.