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AI agent for hr business partners

Leave and Accommodation Timeline Agent

No missed legal deadline and a clear list of what is outstanding for every open case

ComplianceMonitoringHuman resources
See how it worksGet access
Leave and Accommodation Timeline Agent: what goes in, what the agent does and what you get

What it does

Leave and accommodation cases have legal notice and response deadlines that differ by case type and location, and they are easy to miss when many cases are open. This agent reads each open case and works out which deadlines apply. It lists the documents or replies still missing, such as a medical certificate or an employee response. It drafts reminders to managers and employees and rechecks the case on the next run to see whether the item arrived. If a deadline is near and nothing has arrived, it escalates to the HR partner. It does not decide on any case. Edge case: an employee moves state mid-case, so the agent flags that the rules may have changed.

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, continueApprovedYes, continueNoNo 1 STARTS WHEN Daily case review 2 USES A TOOL Read all open leave and accommodation cases 3 DOES Calculate the deadlines that apply to each case 4 DOES List missing documents, replies and approvals 5 CHECKS THE RESULT Is every deadline more than the warning period awayor all items complete? If not: mark the case urgent and draft a reminder and anescalation. Back to step 3. 6 DOES Draft reminders to managers and employees 7 YOU APPROVE HR partner approves each message 8 USES A TOOL On the next run, check whether the items arrived 9 CHECKS THE RESULT Did the missing items arrive? If not: send a follow-up or escalate to the HR partner.Back to step 8. 10 RESULT Case status report with all deadlines and gaps
Read the steps as a list
  1. Daily case review
  2. Read all open leave and accommodation cases
  3. Calculate the deadlines that apply to each case
  4. List missing documents, replies and approvals
  5. Is every deadline more than the warning period away or all items complete?If not: mark the case urgent and draft a reminder and an escalation. Back to step 3.
  6. Draft reminders to managers and employees
  7. HR partner approves each messageThe agent waits here for your OK.
  8. On the next run, check whether the items arrived
  9. Did the missing items arrive?If not: send a follow-up or escalate to the HR partner. Back to step 8.
  10. Case status report with all deadlines and gaps

How it decides

Deadlines come from the rule table for case type and location. A case is urgent when a deadline is within a set number of days and an item is missing.

  • Use the rule table for the case type and location
  • Mark a case urgent when a deadline is within five working days
  • Re-check the rules when the employee's location changes
  • Never mark a case closed without the HR partner

Make it yours

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

  • Warning period before a deadline (default: 5 working days)
  • Deadline rule table by location
  • Run time (default: 7 am)
  • Message tone and templates

What keeps you in control

It always asks you first

  • HR partner approves every message and every decision about a person

Hard limits

  • Never decides eligibility or approves leave
  • Never shares medical details beyond HR

It stops when

  • Done: all items are in and the case is closed by HR
  • Stop: the case type has no rule in the table

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 happensA medical leave case opened in Ohio needed a certification returned within 15 days. On day 10 the agent saw the document was missing and marked the case urgent. It drafted a reminder to the employee and manager. The HR partner approved both. On the next run the certificate had arrived, so the check passed and the case moved to review.

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