AI Knowledge Assistant & HR Chatbot for Staff

The challenge

Organisations have many policies and procedures locked up in systems such as SharePoint or intranets. Employees often find it difficult to navigate them, find specialist knowledge on a topic or legislation or even understand a policy. HR, IT and operations teams answer the same questions each week.

Common knowledge search challenges, and what you can achieve instead

Organisations often encounter these challenges with internal knowledge search. AI software development makes each one practical to address. These are examples of what we would do in your organisation.

Common internal knowledge search challenges and how AI software development overcomes them
Topic	The common challenge	How AI software development overcomes it
Search	Intranet searches return pages of results and no answer so a routine policy question can cost hours.	Let staff ask in plain language and answer from your policies, procedures and handbooks.
Scattered systems	Policies sit across shared drives, intranets and email and staff spend hours working out which version applies.	Give staff one place to ask in Microsoft Teams, Microsoft 365 Copilot or on a SharePoint page.
Outdated files	Saved copies stay in use for months after a procedure changes and staff follow steps already replaced.	Answer only from documents you approve and cite the source so staff can open it and check.
Specialist knowledge	Answers on legislation sit inside hundreds of pages and finding one can take a team leader days.	Answer specific questions from specialist documents. That means about 900 pages of legislation for one customer.
Repeat questions	HR advisers answer the same leave questions every week and that time comes out of specialist work.	Answer common questions in the chat so specialists spend less time repeating themselves.
Experts	Specialist questions pass between several people over days because staff cannot see who owns the answer.	Route what the assistant cannot answer to the right person.

What you can build

A Copilot Studio agent can work as an internal knowledge base chatbot and draw on the documents you already hold. We can help you build yours around the questions your staff ask.

Answers from SharePoint

Draws on the documents you store there.

Cites the source

Staff can open the document behind each answer.

Routes the rest

Anything it cannot answer goes to the right person.

Available where staff work

Ask in Microsoft Teams, in Microsoft 365 Copilot or on a SharePoint page.

You control access

Answers only from documents you approve and respects your SharePoint permissions.

Teams weighing up the platform can look at our Copilot Studio Quickstart. Our AI agent development work covers agents beyond staff questions. Our article on focusing on search in generative AI projects explains how search quality decides answer quality. Microsoft 365 Copilot training helps staff use Copilot with confidence.

Integrate your policies with AI agents

Intranet pages and search screens leave staff to find the right document and then read it for the answer. Integrating your policies with Copilot and Claude offers another approach. Your approved documents become a source that AI agents can query and the answer comes back in the conversation.

Ask any question: work in natural language and receive the answer with its source document.
Understand a policy: ask what a policy says about your situation and receive the answer in plain language.
Interrogate legislation: ask specific questions of long specialist material such as about 900 pages of legislation for one customer.
Reuse the library: let other agents such as an onboarding agent draw on the same approved documents.

How we work

We use the same methodology for all our AI solutions.

Understand

We look at your systems and learn how your business and processes work: what falls short today, what you want done and what the ideal state looks like.

Wireframe

A wireframe shows you the end result before the solution is built. This reduces risk and gives you the confidence to proceed.

Build

We use AI for rapid software development with Hypergen Rails guardrails. Your solution deploys securely in your environment with dev, test and prod. Authentication is typically linked to your Microsoft accounts for single sign-on.

Review and iterate

We show you what has been built. We then work through fast cycles of feedback and changes until it meets your requirements.

Go live

We import your data, train your people and go live with everything your team needs in place.

Ongoing enhancements

New ideas can join your solution as they arrive and your processes keep improving. Owning the IP makes the software a lasting differentiator and competitive advantage.

Frequently asked questions about AI Knowledge Assistant for Staff

Does an AI knowledge assistant work inside Microsoft Teams?

Yes. Staff can ask an AI knowledge assistant built with Hypergen questions in Microsoft Teams, in Microsoft 365 Copilot or on a SharePoint page. The assistant is a Copilot Studio agent. Each answer draws on the documents you store in SharePoint and cites the source so staff can open it.

Who controls what an AI knowledge assistant can see?

You do. An AI knowledge assistant built with Hypergen only answers from the documents you approve. Your organisation decides which policies, procedures and handbooks the Copilot Studio agent draws on. The agent also respects your existing SharePoint permissions so the access rules already set on those documents stay in force when staff ask questions.

How much does an AI HR chatbot cost?

The cost of building an AI HR chatbot with Hypergen depends on your requirements. We look at your existing systems and how your business works first and agree the cost with you before any work starts. We use AI software development to build a working Copilot Studio agent and we train your people as part of going live.

What happens when an AI knowledge assistant cannot answer a question?

An AI knowledge assistant built with Hypergen routes any question it cannot answer to the right person. The Copilot Studio agent only answers from documents you approve and every answer it gives cites the source document. Staff can open that document to read the full policy or procedure behind the answer.

Can an internal knowledge base chatbot answer IT and operations questions?

Yes. HR, IT and operations teams all answer the same questions every week. An internal knowledge base chatbot built with Hypergen can draw on the policies and procedures for each team. The answers come from the SharePoint documents you approve for the Copilot Studio agent. Anything outside those documents goes to the right person.

AI knowledge assistant and HR chatbot for staff