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AI agent for employee relations specialists

Employee Handbook Local Law Variance Agent

Keep the handbook compliant in every location where employees work.

ComplianceManagementHuman resources
See how it worksGet access
Employee Handbook Local Law Variance Agent: what goes in, what the agent does and what you get

What it does

Handbook rules vary by state or country, and local changes get missed. The agent maps where employees work, checks leave, pay and notice rules for each location, compares them with the handbook, and lists gaps. It drafts local addenda for each gap and checks them again for conflicts with the main text. When a law changes, it repeats the check for the affected location. The specialist approves each addendum and legal review. Edge case: a state adds paid sick leave of 40 hours, while the handbook gives 24, so the agent drafts a state addendum.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueYes, continueApprovedNoNo 1 STARTS WHEN Review date or law change 2 USES A TOOL List employee locations from HR records 3 USES A TOOL Look up leave, pay and notice rules for eachlocation 4 DOES Compare each rule with the handbook 5 CHECKS THE RESULT Does the handbook meet or exceed each rule? If not: List the gap with the rule text and the handbooksection. Back to step 3. 6 DOES Draft a local addendum for each gap 7 CHECKS THE RESULT Does the addendum remove the gap without conflictingwith the main text? If not: Revise the addendum and re-check. Back to step6. 8 YOU APPROVE Specialist approves each addendum and sends it forlegal review 9 USES A TOOL Record approved addenda and effective dates 10 RESULT Compliance matrix and approved addenda
Read the steps as a list
  1. Review date or law change
  2. List employee locations from HR records
  3. Look up leave, pay and notice rules for each location
  4. Compare each rule with the handbook
  5. Does the handbook meet or exceed each rule?If not: List the gap with the rule text and the handbook section. Back to step 3.
  6. Draft a local addendum for each gap
  7. Does the addendum remove the gap without conflicting with the main text?If not: Revise the addendum and re-check. Back to step 6.
  8. Specialist approves each addendum and sends it for legal reviewThe agent waits here for your OK.
  9. Record approved addenda and effective dates
  10. Compliance matrix and approved addenda

How it decides

A location is compliant when each rule it has is met or exceeded by the handbook. A gap gets a local addendum drafted from the rule text.

  • Use the more generous rule where handbook and law differ
  • A new location triggers a check within 30 days
  • Addenda quote the law reference
  • Legal review is required before issue

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Locations in scope
  • Review frequency (default quarterly)
  • Rule topics checked
  • Legal reviewer

What keeps you in control

It always asks you first

  • Specialist approves each addendum
  • Legal reviews before issue

Hard limits

  • Never gives legal advice
  • Never issues a policy change without approval

It stops when

  • Done: all locations compliant and addenda issued
  • Stop: legal review rejects, so the specialist redrafts

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensThe HR records showed staff in 6 states. One state raised paid sick leave to 40 hours, while the handbook gave 24, so the compliance check failed. The agent drafted a state addendum. The re-check found it conflicted with a general leave policy sentence, so the agent revised both. The specialist approved and sent it to legal.

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