Complete AI Training
Sign inGet started

AI agent for hr generalists

Policy Rollout Acknowledgment Agent

Every person who must read the policy has acknowledged it by the deadline, with proof

ComplianceHuman resources
See how it worksGet access
Policy Rollout Acknowledgment Agent: what goes in, what the agent does and what you get

What it does

Employees often never confirm they read a new policy, and nobody finds out until an audit. After a policy is approved, this agent builds the target list from the HR system, so it includes the right groups and locations. It sends the announcement through the approved channels and tracks acknowledgments. It chases managers for gaps in their teams and each week checks the list against joiners and leavers so that new people are added and departed people are removed. It stops when coverage reaches the target or the deadline passes. HR approves the message and the final compliance report. Edge case: a department has no manager listed, so the agent routes the chase to the director.

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
ApprovedYes, continueYes, continueApprovedNoNo 1 STARTS WHEN Policy approved for rollout 2 USES A TOOL Build the target list from the HR system 3 DOES Draft the announcement and acknowledgmentinstructions 4 YOU APPROVE HR approves the message 5 USES A TOOL Send through approved channels and trackacknowledgments 6 DOES Chase managers for their team's gaps 7 USES A TOOL Each week, compare the list with joiners and leavers 8 CHECKS THE RESULT Is coverage at the target for everyone on thecurrent list? If not: update the list and chase remaining peopleagain. Back to step 6. 9 CHECKS THE RESULT Has the deadline passed with gaps left? If not: escalate the list to the director and HR. Backto step 6. 10 YOU APPROVE HR approves the compliance report 11 RESULT Final compliance report with proof of acknowledgment
Read the steps as a list
  1. Policy approved for rollout
  2. Build the target list from the HR system
  3. Draft the announcement and acknowledgment instructions
  4. HR approves the messageThe agent waits here for your OK.
  5. Send through approved channels and track acknowledgments
  6. Chase managers for their team's gaps
  7. Each week, compare the list with joiners and leavers
  8. Is coverage at the target for everyone on the current list?If not: update the list and chase remaining people again. Back to step 6.
  9. Has the deadline passed with gaps left?If not: escalate the list to the director and HR. Back to step 6.
  10. HR approves the compliance reportThe agent waits here for your OK.
  11. Final compliance report with proof of acknowledgment

How it decides

A person counts as covered when they have acknowledged the current version. Gaps go to the manager first, then the director.

  • Add joiners within a week of their start date
  • Remove leavers from the target list
  • Chase managers at day 7 and day 14
  • Escalate to the director after the deadline

Make it yours

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

  • Target coverage (default: 98%)
  • Chase schedule (default: day 7 and day 14)
  • Channels allowed for announcements
  • Deadline for acknowledgment

What keeps you in control

It always asks you first

  • HR approves the announcement and the final compliance report

Hard limits

  • Never marks someone as acknowledged without a record
  • Never sends any message without HR approval

It stops when

  • Done: target coverage reached and report approved
  • Stop: the policy is withdrawn or replaced

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 new data handling policy went to 420 people. After two weeks 388 had confirmed. The weekly check found 9 joiners and 6 leavers, so the list changed to 423 people. The agent chased managers for the 35 gaps. By the deadline 417 were covered, and the director got the remaining six names. HR approved the report.

More agents for hr generalists

People and hiring · Planning

Employee Onboarding Dependency Agent

Every new starter has everything ready on day one.

7 steps1 check5 jobs Compliance · Human resources

Policy Change Acknowledgement Agent

A version-specific register showing who has acknowledged the current policy.

7 steps1 check8 jobs Scheduling · Human resources

Interview Logistics Recovery Agent

Interviews rescheduled quickly with the right panel.

7 steps1 check5 jobs Compliance · Human resources

Employee Offboarding Evidence Agent

Every offboarding step is verified, not just requested.

8 steps1 check2 jobs