One of the most frequent challenges for HR departments is responding to the multiple repetitive inquiries about policy. An AI-powered solution was developed with the help of copilot studio to speed up this procedure, reduce the workload for HR staff, and improve customer satisfaction. HR Buddy is a virtual assistant designed to respond to employees’ questions on policies in a timely and accurate manner.
AI-Powered Chatbot : Using a Copilot Studio
AI-Powered Chatbot : Using a Copilot Studio
Sector
Human Resources
Project Type
HR Buddy is an AI powered Bot created using Microsoft CoPilot Studio, that can be trained on specified knowledge base and be very efficient to respond to the user based on the same.
Platform
- Chat Bot
- Microsoft Copilot
- Azure Cloud
- Azure Open AI – Chat GPT
- Power Apps
- Power Automate
- Office 365
The Challenges
- High Rate of Repeated Inquiries:The HR team experiences inefficiency and burnout due to a constant flow of inquiries about benefits, reimbursements, and leave regulations.
- Delayed Response Times:For basic policy explanations, employees had to wait hours or even days, which had an impact on their satisfaction and productivity.
- Fragmented Information Sources:It was difficult to find pertinent responses because policies were scattered across multiple mediums, such as emails, websites, and PDFs.
- Inconsistent Communication:Different member of the HR team gives different answers to the same queries, which causes misunderstandings and problems with trust.
- Limited HR Support: Beyond regular business hours, employees in different time zones could not instantly reach HR officials.
The Solution
A low-code platform, Microsoft Copilot Studio, is used to create HR Buddy, which is a conversational AI assistant. The virtual assistant is developed to:
- Integrates with an organized library of HR policies, benefits, and compliance documents.
- Respond to and comprehend employee inquiries by using natural language processing (NLP).
- Offer 24/7 support through platforms like Microsoft Teams.
Key enhancements included:
- Knowledge Base Integration : Indexed a large number of HR documents, such as regulations about work, benefits, leave policies, and codes of conduct.
- Natural Language Understanding (NLU) : The ability to ask questions in plain language, such as “How many vacation days do I get?” is made possible via Natural Language Understanding (NLU).
- Role-Based Access : Made sure that only authorized users can access private or role-specific data.
- Contextual Search Across Documents : Use sophisticated semantic search to find the most relevant responses from different documents.
- Integration with HRMS & Microsoft Tools : ability to integrate into internal HR systems, SharePoint, Microsoft Teams, and other tools.
- Escalation and Feedback Loop : Enables users to get responses and report unanswered questions to human resources personnel.
The Results
- HR Workload Reduction : Routine inquiries to the HR help desk have decreased by 60%.
- Increased Employee Satisfaction : Internal satisfaction rates increased by 30% as a result of quicker responses and more accurate information.
- Consistent Information Delivery : A centralized source of truth made sure that every employee got the same precise responses.
- Scalability : As the company expands, it may be readily expanded to additional teams or policy areas.
- Time Savings : HR specialists were able to concentrate on high-value and strategic projects.
- Better Policy Compliance : Adherence to organizational policies was encouraged by easy access to information.
- Enhanced Inclusivity and Accessibility : A diverse workforce was empowered by round-the-clock assistance.
- Cost-effectiveness : Reduced requirement to scale HR personnel in along with organizational expansion.
- Easy Access : This bot is delivered over Microsoft Teams a widely used communication tool that is handy to each employee of the organization, hence doesn’t need a deployment cycles and notifications.
The Conclusion
HR Buddy serves as an example of how AI and low-code platforms such as Copilot Studio might revolutionize contemporary workplaces. In addition to increasing operational efficiency, the virtual assistant enhances the entire employee experience by providing prompt, trustworthy responses to inquiries about HR policy.
Industry and Tech Stack
Sector: Human Resource
Tools & Technologies :
Microsoft Copilot Studio: For creating conversational flows, business logic, and AI-powered interactions.
Microsoft Power Platform
- Power Automate: For backend process automation like leave approval or data sync.
- Power Apps (optional): To integrate chatbot with HR dashboards or custom apps.
- Dataverse: For structured storage of employee-related data.
Microsoft Azure
- Azure OpenAI Service (GPT integration used)
- Azure Functions: For custom business logic and API integrations
- Azure App Service: If hosted with custom logic outside Power Platform
- Azure AD: For secure authentication and user identity
Microsoft 365 Integration
- Teams: For embedding the chatbot within an internal HR channel.
- Outlook: For triggering leave or interview updates.
- SharePoint: For document management and policy access
Microsoft Graph API: To fetch user profiles, calendar events, and org info.
Services:
- UI/UX Design
- Custom Web Development
- SEO Optimization
- Data Migration
- API Integration
- Platform Integration
Client Says
The demo has proved to be a powerful tool in investor meetings, garnering encouraging reactions. Ansi ByteCode excelled at collaboration, responding quickly and integrating all requested changes.
Greg Foster
GM & Founder of Vizen Analytics LLCAcross all of their projects, Ansi ByteCode has helped to realize efficiencies in processes and technologies, as well as increase ROI. Their flexibility and willingness to go above and beyond project scope sets them apart from other offshore vendors.
Andrew Martins
Former Executive, Manufacturing CompanyAnsi ByteCode has been conscientious and reliable since our initial project 4 years ago. They do not over promise or under deliver. We continue to work with them and will for some time.
Eddie Allen
Co-Owner with my wife Lori Allen at BBL Systems, IncAnsi ByteCode is reliable and diligent software development company. They can project manage themselves and ultimately create the software as the design requirements are given to them.
Jonathan Spence
Chief Executive Officer at XtractaI really enjoy working with this company. They follow up regularly on developments and they work well. We don't have to explain 50 times for them to understand the idea of development.
Cdric Boivin
Président - CEO at Secure ExchangesAnsi ByteCode LLP successfully reached its goal. The project management was professional and structured. Their team was very good at listening to the customer.
Christoffer Stub Michelsen
CEO, StubTECWe Follow Agile
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