Using HR Chatbots in Your Organization

HR Chatbots

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Ever seen the 24/7 live support dialogue box on the side pane of a website? Of course, yes, everybody has!

These chat boxes are driven by AI-powered software and are often called ‘bots’. They emulate the role that a human customer support professional has, answering customers’ questions.

While most of us have used these for live customer support, the same technology can be leveraged to improve internal support for employees. In this article, we dive into how to use chatbots in your human resources processes.

What is an HR Chatbot?

An HR chatbot is a bot that replicates certain tasks an HR professional undertakes. HR is a broad department, managing everything from recruitment, payroll, employee benefits, onboarding, employee engagement, and internal communications, so there are lots of ways to leverage chatbots.

Let’s use payroll as an example: consider a big company with thousands of employees all working across the globe, getting paid twice a month.

Queries relating to payment definitely pop up twice a month – thousands all at once on the two paydays! These queries will mostly relate to payroll taxes, other deductions, and payments. Likely many of the queries will be similar, but a typical HR department needs to answer each employee’s question individually.

HR chatbots now automate repetitive tasks like these, allowing HR professionals to utilize their time on tasks requiring human attention.

Let’s dive into more ways companies are making their HR departments efficient, responsive, and transparent.

How can you use AI Chatbots to make Your HR Processes Efficient?

  • Answer General HR Questions Automatically

The first and most prevalent use case is leveraging AI to answer common employee questions, relating to all things HR: payroll and benefits, vacation, internal policies, and training. HR chatbots make the HR team appear more accessible to employees, providing fast (immediate!) and highly accurate responses to common queries. This creates efficiency within the HR team, but also for employees across the company, as they don’t need to wait days (or longer!) for a manual response.

This use case is especially effective during employee onboarding: new employees have lots of questions about typical HR items, need help finding many documents and may need training reminders. These routine questions can be completely automated. With HR chatbots, you can now create an unforgettable onboarding experience ensuring your HR team never misses a single step in this process.

  • Help Resolve Bigger HR Issues by Pointing Employees to the Right Resources

HR issues can get complex and sometimes quite personal. Employees often need support from HR for things like parental leave, disability payments, managing employee performance, and other personal situations.

For more complex HR issues, chatbots can also assist. HR chatbots can ask a series of questions to gather pertinent information and then point employees to the relevant policies they can refer to.  Often, the complex problems are routed to the right HR specialist after the bot understands precisely what kind of support an employee needs.

using a bot to answer employee questions

Employee Discussing Parental Leave Policy with Movework’s Chatbot

  • Collect Employee Feedback & Provide Customized Employee Support System

HR chatbots are also a great way to proactively collect and understand employee feedback. The AI algorithms scale human-to-human connection thereby providing an excellent alternative to tiresome annual surveys.

By using HR chatbots, companies can effectively analyze real-time reactions and suggestions. The 24/7 feature makes soliciting feedback casual, giving employees the opportunity to be open and assertive whenever they want to.

Many HR bots now even use emojis, making it quick and easy for employees to provide feedback and giving companies a real-time sense of employee engagement. HR chatbots also ensure anonymity, so employees can share their feelings without compromising their position.

  • Stay Connected with Remote Employees

The pandemic has pushed the world to adopt hybrid work, which seems like it’s here to stay for the long run.

With this new distributed way of working, HR professionals are struggling to engage employees. Unlike in-office work which provides many opportunities for hallway meetings, impromptu chats, and official group lunches or dinners, remote work offers no such employee-employer engagement.

This is where intelligent AI can keep employees connected to their HR representatives. These chatbots promote interactions by keeping the communication window open 24/7 and by automatically checking in with employees throughout the week or month to see how they are doing.

Example Use Case: Harness the Power of Moveworks to make your HR Processes Seamless


What is Moveworks?

Powered by Intelligent AI algorithms, Moveworks provides your company with automatic and instant solutions to day-to-day problems with its conversational AI system. It can solve employees’ issues across IT, HR, finance, and facilities. Currently, Moveworks powers the back-end conversational systems of LinkedIn, Palo Alto Networks, Seagen, and many other big companies.

moveworks example

What can Moveworks offer?

  • Provide instant HR support, to answer commonly asked questions
  • Accelerate complex issues to the appropriate human resource professional
  • Integration with messaging applications already used by your team, like Slack, MS Teams
  • Ability to approve requests “automagically” (see video below) to streamline your HR process
  • Support in many different languages

Example Use Case:

In the video below, you can see the incredible power of an HR chatbot. Almost instantly, the following takes place:

  • An employee (Olivia), asks for help getting a new laptop;
  • She is immediately directed to the correct form to complete;
  • Her manager immediately receives the request and can manually approve, or set auto-approvals;
  • Olivia’s request is then automatically forwarded to procurement.



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