AI agent for hr generalists
Policy Change Acknowledgement Agent
A version-specific register showing who has acknowledged the current policy.
What it does
When an HR policy changes, acknowledgements must be collected for the new version from exactly the employees it applies to. When a policy version is approved, this agent determines the affected groups from explicit applicability rules, such as location, role or contract type, and adds recent roster changes. It prepares the acknowledgement campaign, which HR approves before sending. It then reconciles responses by version ID. An acknowledgement of an older version does not count; it stays outstanding with a follow-up draft. Employment law interpretation and disciplinary action stay with HR. Edge case: an employee transfers to a covered location mid-campaign, so the agent adds them to the list.
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.
Read the steps as a list
- Policy version approved
- Determine affected groups
- Prepare the campaign draft
- HR approves sending the campaignThe agent waits here for your OK.
- Reconcile acknowledgements by version
- Is each response for the current version?If not: keep it outstanding and draft a follow-up. Back to step 5.
- Acknowledgement register
How it decides
It selects groups from explicit rules and roster changes and only counts acknowledgements with the right version ID.
- Applicability comes from explicit rules only.
- Only acknowledgements with the current version ID count.
- Roster changes during the campaign update the list.
- No disciplinary steps by the agent.
Make it yours
Every agent is a starting point. You choose these settings for your own situation.
- Applicability rules per policy
- Campaign channel (HR system, email)
- Reminder schedule (default every 7 days)
- Who approves sending
- Register format
What keeps you in control
It always asks you first
- Sending campaigns
- Employment law interpretation
- Disciplinary action
Hard limits
- No legal interpretation.
It stops when
- Done: all acknowledged or followed up.
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.
- 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
