An HR chatbot grounded in your employee policies
Your people team keeps hearing the same questions about leave requests, benefits enrollment, remote work and expenses. Each answer sends someone back through the handbook, a policy folder or an old chat thread. ChatDocument gives employees a place to ask across your company documentation, with answers linked to the passages that support them. You decide which HR knowledge is shared and which stays private.
Connect the policies your team already maintains
Bring the employee handbook, benefits guide, leave policy, expense rules and workplace procedures into an HR space. Connect folders in Google Drive or SharePoint and OneDrive, pages in Confluence or Notion, or upload your team's documents. The originals stay where they are, and new or edited connected documents are picked up automatically.
Start with the documents employees need to follow a process. Keep the request instructions beside the eligibility policy so an answer can explain both where the rule comes from and what the employee should do next. The document names below are examples of material your HR team supplies.
Give recurring questions a documented home
These questions ask what the documentation says. An employee's remaining leave balance or the status of a personal request needs an authorized record that actually contains that answer. A policy alone cannot establish an individual's balance or eligibility.
| Typical employee question | Document to connect |
|---|---|
| "How do I request parental leave?" | Leave policy and request procedure |
| "Where do I find benefits enrollment instructions?" | Benefits enrollment guide |
| "What approval do I need to work remotely?" | Remote work policy |
| "Which expenses need a receipt?" | Expense reimbursement policy |
| "How do I report a workplace concern?" | Employee handbook reporting procedure |
| "What should I do before changing my work location?" | Work location policy |
| "Where are the instructions for updating my personal details?" | Employee records guide |
Separate employee guidance from confidential HR records
Create an employee guidance space for published policies and a private HR space for restricted material. Appoint an HR space owner to maintain the sources and answer reviews. Use the admin, space owner, member and reader roles to organize access around responsibility.
ChatDocument inherits source permissions. Employees only receive answers from documents they can already open, and space membership adds a boundary around sensitive HR knowledge. Review source access before connecting compensation records or employee files. Being able to read the handbook should not give someone access to those records. Read more about permissions.
HR space
Private spacePermissions mirrored from SharePointMeet employees in Slack and Microsoft Teams
On Business and Scale, employees can message the bot directly, mention it in a channel or receive automatic answers in an HR help channel. Each answer follows the same source permissions as the browser and links back to the supporting document. When documentation cannot answer the question, the conversation can pass to a person.
Use the shared channel for routine policy guidance and direct employees with personal circumstances to your established HR process. ChatDocument answers in the language of the question, so employees can ask naturally while checking the underlying policy passage.
Make policy ownership part of the answer
Verify the answers employees rely on repeatedly, such as how to request leave or submit expenses. Each verified answer has an owner, review date and version history. Save useful answers for the team so HR colleagues can reuse the same documented guidance.
On Business and Scale, unanswered questions are grouped for the right owner, and conflicting or outdated documents are flagged. If the handbook and a separate leave guide disagree, the HR owner can correct the sources and review the verified answer. Department analytics show which topics keep returning. Leadership reports help you identify confusing policy language and prioritize the next documentation update.
FAQ
What happens when a policy does not cover the question?
ChatDocument says "not in your documents" and shows the closest passages. HR can address the individual question and decide whether the published policy needs clarification.
Do we need to move our handbook?
No. Connect its existing source. Updates to connected documents are picked up automatically, so HR keeps maintaining the original handbook.
Which plan fits an HR team?
Team includes spaces, roles, verified answers and basic analytics. Business and Scale add the Slack and Microsoft Teams bot, gap detection, onboarding paths and leadership reports. Compare the details on pricing.
Give employees a clear route to HR answers
Connect your published policies, name the HR owner and invite employees to ask with a source they can check.