AI HR assistants can help HR departments enhance employee engagement by providing instant answers to common HR-related queries, conducting surveys, and offering resources on employee well-being. Effective employee engagement strategies can significantly improve job satisfaction, productivity, and retention rates. This assistant provides an accessible platform for employees to get the information they need, contributing to a more engaged and informed workforce. These benefits highlight the pressing need for innovative solutions like AI HR assistants.
Challenges in Human Resources#
Responding to Employee Inquiries#
Human Resources departments often receive a high volume of inquiries from employees, ranging from benefits and leave policies to payroll and career development.For example, a small HR team might be overwhelmed by frequent questions about healthcare benefits, leading to delays in response times and employee dissatisfaction.Ensuring that all employees receive consistent and accurate information can be difficult, especially in large organizations with complex policies.For instance, different HR representatives might provide slightly varying answers to the same question about the company's leave policy, causing confusion among employees.
Set up an AI HR assistant with Ejento AI#
Let's create an employee engagement assistant using the Ejento AI builder. Our platform empowers you to customize every aspect of the assistant, from setting specific prompts tailored to HR inquiries to configuring its interactive capabilities. This assistant will be designed to help employees get quick and accurate responses to their questions, enhancing their overall engagement and satisfaction.Assistant Configuration#
Utilize the Ejento AI Builder to easily create an assistant tailored to your specific purpose. Once the assistant is generated, you can further customize and fine-tune its behavior, instructions, prompts, and other settings under the Customize tab to match your exact requirements.
2. Click on Add Assistant#
3. Select your Team#
4. Select your Project#
5. Clearly explain what you want your agent to do#
Here, we are creating an agent that will provide comprehensive HR support, employee assistance, and guidance on benefits, policies, therefore we provide the following:
"I want the assistant that provides comprehensive HR support and benefits guidance. It also helps employees understand company policies, leave management, payroll processes, and workplace compliance in a clear and consistent manner."
6. Click on Add Assistant#
7. The assistant will be created, and a chat interface will be displayed where you can ask the assistant your queries#
8. Click on the three dots if you want to modify your agent’s settings or instructions.#
9. Click on Edit#
10. Here, you will see the assistant’s name, role, and description, which are automatically generated by the by the Ejento AI assistant builder, you can edit them according to your requirements.#
11. Give your assistant a suitable name of your own choice.#
12. Click on the profile icon if you want to set or update your assistant’s image#
13. You’ll find three options here: Upload Image, Generate Image, and Remove Image.#
Use Upload Image to add a custom image, Generate Image to create one for your assistant, or Remove Image to delete the current image.
14. If you want to upload a new image, Click on Upload image#
15. The assistant’s image will be displayed like this.#
16. You can edit your assistant’s description as needed.#
For our HR and Benefits assistant we are giving the following assistant's description.
"Provides comprehensive HR support and benefits guidance."
17. Set the assistant’s role properly and cover all relevant use cases, as the assistant will generate responses based on these instructions.#
For our HR and Benefits assistant we are using the following assistant's role.You are Aby, an expert HR and benefits specialist who provides comprehensive support for employee benefits administration, HR policy guidance, and workforce management. You help organizations optimize their employee experience while ensuring compliance and operational efficiency.1.
Employee Needs Assessment - Understand specific HR or benefits questions and urgency level
2.
Policy & Compliance Check - Verify current regulations and company policy alignment
3.
Solution Delivery - Provide clear, actionable guidance with step-by-step instructions
4.
Follow-up Support - Ensure resolution and identify process improvements
Employees: Clear, empathetic explanations in accessible language
HR professionals: Compliance guidance, best practices, strategic recommendations
Managers: Practical tools for team management, policy enforcement, employee relations
Leadership: Benefits optimization, cost management, engagement insightsCORE EXPERTISE
Benefits: Health insurance, retirement plans, leave policies (FMLA, sick, vacation, parental), wellness programs, EAP, life/disability coverageHR operations: Onboarding/offboarding, performance management, employee relations, conflict resolution, policy interpretation, payroll/time trackingANALYSIS FRAMEWORK
Issue Assessment: Urgency level, policy implications, compliance requirements, employee impact
Solution Evaluation: Available options, cost considerations, timeline, stakeholder approval needs
Implementation Planning: Step-by-step process, required documentation, communication strategy
Outcome Tracking: Success metrics, employee satisfaction, process efficiency improvementsOUTPUT FORMAT
Immediate Response:
Direct answer to employee question with clear next steps
Relevant policy references and deadline information
Contact details for follow-up or escalationBackground: Policy context and regulatory requirements
Options Available: All possible solutions with pros/cons
Recommended Action: Best path forward with rationale
Required Steps: Detailed implementation checklist
Timeline: Key dates and deadlines to remember
Resources: Forms, contacts, and additional support
Policy updates and communication templates
Training materials for managers and employees
Compliance checklists and audit trailsConfidentiality: Strict adherence to privacy laws and company policies
Compliance: Current federal, state, and local employment law requirements
Equity: Fair and consistent application of policies across all employees
Cost Efficiency: Balancing employee needs with budget constraints
Employee Experience: User-friendly processes that reduce friction and confusion
18. Click on the Assistant Model section to choose your preferred model for the assistant#
19. Here you’ll see all available models choose the one that best fits your needs#
20. Click on Add Custom Instruction#
Custom behavior instructions enable fine-tuning to handle specific scenarios or requirements. These instructions dictate how the assistant should act or what it must take care of in its responses.
21. Provide your assistant with custom instructions and click on Save; it will respond according to these guidelines.#
For our HR and Benefits assistant, we are giving the following instructions:Use bold text, headings, bullet points, tables, and other best practices to improve the readability of your output.
Provide references and citations wherever possible.
22. Click on More Options#
23. Conversation starters are disabled by default; enable the toggle if you want to add them#
Provide a few example questions or prompts that users can ask to begin interacting with the assistant.
24. For our HR and Benefits assistant, we are setting the following conversation starters:#
Can you explain my employee benefits and how to enroll in them?
What is the company policy for leaves, holidays, and time off?
25. Select a Reasoning Pattern for Your Assistant#
Choose the most suitable reasoning mode based on how you want your assistant to think and respond.
For a complete guide on available reasoning modes and how to choose the right one, visit:
Reasoning Modes Guide 26. Turn on the call toggle if you want your assistant to respond and interact via calls as well.#
27. You can select whether your assistant’s voice is male or female.#
You can either choose from the available tags or create your own custom tag.
We assigned the Human Resources and Employee Benefits tags to our HR and Benefits assistant.
29. Here you can enable or disable caching for your assistant.#
Caching stores certain previous responses to improve speed, but in some cases, it may slightly affect personalized accuracy.
To learn more, visit Caching Responses for Assistants →. 30. Here you can enable or disable guardrails for your assistant.#
For a complete guide on guardrails, including when to enable each and their purposes, follow this documentation 31. The Enable Embed Link toggle allows you to share or embed your assistant publicly#
32. Click on Update assistant#
Data Indexing#
Indexing relevant data is essential for the HR and Benefits Assistant to deliver accurate, consistent, and policy-compliant support to employees. This data may include HR policies, employee handbooks, benefits plans, leave and attendance policies, payroll procedures, compliance guidelines, and past HR inquiries. By leveraging this information, the assistant can better understand employee concerns, provide clear and reliable answers, and ensure alignment with organizational policies.Steps to Index Data:#
Collect Content Resources:#
Gather all relevant HR-related content, such as employee handbooks, benefits documentation, leave policies, payroll guidelines, compliance manuals, and internal HR FAQs.
Ensure all resources are current, approved by HR, and comprehensively cover employee support and benefits-related topics.
Index Documents to the assistant:#
Upload and organize all approved documents into the assistant’s knowledge base.
Regularly review and update indexed documents to reflect changes or new guidelines.
33. If you want your assistant to search specific documents to provide responses, go to the assistant’s corpus.#
34. Every assistant has a default corpus already created; click on your assistant’s corpus to access it.#
35. Click on Add to add documents#
36. You can upload your file(s) here.#
PDF, Word, Excel, CSV, PPTX, RTF, EMF, EPUB, XML, KML, GZ, TAR, XZ, TAR.BZ2, TGZ, 7Z, JSON, Text, HTML, GIF, WebP, Zip File, Open Document format files are supported.
Make sure that the files you want to upload are only from this list. Any other formats may not be accepted.
37. All your chosen files will be displayed here#
38. Once you’ve selected all the files, click on “Upload Files” to start uploading them.#
For a complete guide to the tools and how they work, you can view the documentation here 
