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AI agent for hr business partners

Performance Improvement Plan Tracking Agent

Every improvement plan is clear, followed on schedule and fully documented

CompliancePeople and hiringMonitoringManagementHuman resources
See how it worksGet access
Performance Improvement Plan Tracking Agent: what goes in, what the agent does and what you get

What it does

A fair improvement plan needs clear goals, real support, regular check-ins and good records, and vague plans create unfair results and legal risk. This agent reviews each draft plan and checks every goal is measurable, dated and lists the support the company will give. If anything is vague, it returns the plan with suggested wording. Once the plan starts, it schedules check-ins and asks the manager to record notes after each. It checks notes exist and cover every goal. If a check-in is missed or a goal skipped, it reminds the manager and tells the HR specialist. An employee on approved leave pauses the plan and its dates move. At the end it drafts a factual summary. The specialist and manager decide the outcome.

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 Manager drafts a plan 2 USES A TOOL Read plan goals, dates and support 3 CHECKS THE RESULT Is every goal measurable with a date and listedsupport? If not: return the plan to the manager with suggestedwording. Back to step 2. 4 USES A TOOL Schedule check-ins and send note requests 5 CHECKS THE RESULT Were notes recorded for each check-in covering everygoal? If not: remind the manager and alert the specialist.Back to step 4. 6 DOES Draft factual end-of-plan progress summary 7 YOU APPROVE Specialist and manager decide the outcome 8 RESULT Closed plan record
Read the steps as a list
  1. Manager drafts a plan
  2. Read plan goals, dates and support
  3. Is every goal measurable with a date and listed support?If not: return the plan to the manager with suggested wording. Back to step 2.
  4. Schedule check-ins and send note requests
  5. Were notes recorded for each check-in covering every goal?If not: remind the manager and alert the specialist. Back to step 4.
  6. Draft factual end-of-plan progress summary
  7. Specialist and manager decide the outcomeThe agent waits here for your OK.
  8. Closed plan record

How it decides

It accepts a plan only when every goal is measurable with a date and support, and treats a check-in as done only when notes cover each goal.

  • Goals about attitude must be rewritten as observable behavior
  • Approved leave pauses the plan
  • Two missed check-ins are escalated to the specialist

Make it yours

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

  • Check-in frequency (default weekly)
  • Plan length
  • Goal template
  • Who is alerted on missed check-ins

What keeps you in control

It always asks you first

  • Starting the plan
  • Any outcome such as extension, completion or termination

Hard limits

  • Never decides outcomes
  • Keeps plan records confidential to the specialist and manager

It stops when

  • Done: outcome recorded
  • Stop: employee raises a grievance; hand to the specialist's grievance process

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 draft plan said improve attitude with the team. The goal check failed, and the manager rewrote it as cutting late ticket handoffs from 12 to 3 a week, with weekly coaching. In week 4 the manager skipped the check-in, so the agent reminded them and told the specialist. At week 8 the summary showed 2 late handoffs a week.

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