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AI agent for employee relations specialists

Exit Interview Theme Agent

Clear, anonymous themes from exit interviews that lead to action

ReportingAnalysisManagementHuman resources
See how it worksGet access
Exit Interview Theme Agent: what goes in, what the agent does and what you get

What it does

Exit interviews hold useful information, but they are filed away and the reasons people leave are not acted on. Each quarter this agent reads exit interview notes and survey answers, groups reasons for leaving into themes such as manager, pay, growth or workload, and links them with department, tenure and role. It checks a sample of themed answers by reading them in full. If a theme mixes reasons, it splits it and regroups. It compares themes with turnover rates and past quarters to find growing issues. A small team where answers could identify a person is reported only at a higher level. It drafts a report with themes, trends and suggested actions, with no names. The HR specialist approves it.

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, continueApprovedNo 1 STARTS WHEN Quarter closes 2 USES A TOOL Collect exit notes and surveys 3 DOES Group reasons into themes 4 CHECKS THE RESULT Do sample answers confirm each theme? If not: split mixed themes and resort. Back to step 3. 5 USES A TOOL Compare with turnover data and past quarters 6 DOES Draft anonymous report with actions 7 YOU APPROVE Specialist approves report 8 RESULT Quarterly exit themes report
Read the steps as a list
  1. Quarter closes
  2. Collect exit notes and surveys
  3. Group reasons into themes
  4. Do sample answers confirm each theme?If not: split mixed themes and resort. Back to step 3.
  5. Compare with turnover data and past quarters
  6. Draft anonymous report with actions
  7. Specialist approves reportThe agent waits here for your OK.
  8. Quarterly exit themes report

How it decides

It ranks themes by frequency and growth and reports only groups large enough to stay anonymous.

  • Groups under 5 rolled up
  • Rank by frequency and growth
  • No names or identifying quotes

Make it yours

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

  • Theme list
  • Minimum group size
  • Report audience

What keeps you in control

It always asks you first

  • Sharing the report

Hard limits

  • Never identifies individuals

It stops when

  • Done: report shared
  • Stop: too few exits to report

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 happensIn Q2 there were 46 exits, and 15 cited growth, up from 6 last quarter. The sample check failed because the growth theme also held pay complaints, so the agent split them: 11 growth and 4 pay. Most growth exits came from engineering with 2 to 4 years tenure. A 3-person team was rolled up. The specialist approved a promotion path review.

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