HR & Admin AI Agent — Automating Leave, Helpdesk and Onboarding

The Problem

The HR team of a 400-person company was spending a disproportionate amount of their time on administrative tasks rather than strategic work. Leave requests required manual review and approval coordination. The employee helpdesk was receiving dozens of routine queries each day about policies, payroll, and benefits — each requiring an HR team member to respond individually. New hire onboarding was a 30-step manual checklist.

The team was overloaded and employees were frustrated by slow response times to basic queries.

Our Solution

We built a unified HR AI agent that handled all three workflows:

• Leave management:Employees request leave through any channel. The agent checks entitlement, validates against team calendar, routes for manager approval, updates the HRIS, and sends confirmation — without HR involvement for standard requests.
• Employee helpdesk:The agent answers policy questions, explains benefits, handles payslip queries, and resolves common IT access issues — escalating complex or sensitive cases to an HR team member.
• Onboarding coordination:The agent manages the entire new hire onboarding checklist — sending welcome emails, collecting documents, assigning tasks to relevant departments, and tracking completion through to day one readiness.