Copilot Studio HR agent, UKAn HR policy assistant in Teams that answers with a source, and knows when to hand over.
Staff get quick, cited answers from your own HR policies. Your HR team gets fewer repeat questions and better-prepared cases. A working first version on your content usually takes about two weeks, from £4,950 at a written fixed price.
Why an HR agent
Most HR questions already have a written answer.
How much leave can I carry over? What is the mileage rate? How do I report sickness? The answers sit in policies that are hard to find, so people email HR instead.
An employee self-service agent built in Copilot Studio gives staff a single place to ask, at any time, in Microsoft Teams. It reads the approved policy documents in SharePoint, answers in plain English and shows which document the answer came from. When the question is personal or sensitive, it steps aside and passes the employee to a person.
The aim is not to replace HR. It is to take the repetitive policy look-ups off the team so their time goes on the conversations that need judgement. For organisations of 20 to 500 staff, that usually means one focused agent on a well-defined set of policies, rather than an ambitious assistant that tries to do everything.
Your lead consultant is PL-200 certified and builds the agent personally, inside a managed solution in your tenant that you own.
What the HR policy chatbot does
Grounded in SharePoint, published in Teams, connected to HR.
Every build covers the same essentials, sized to your policies and systems.
Answers from your HR policies
The agent searches the staff handbook, leave, expenses, hybrid working and family policies held in SharePoint, and replies in plain English with a citation to the source document so staff can check the wording.
Lives in Microsoft Teams
Staff ask in the place they already work, signed in with their own account. No new portal, no separate password. It can also be published into Microsoft 365 Copilot where you use it.
Hands off to HR with context
When a question is personal, sensitive or outside policy, the agent says so and creates a case or sends the conversation to the HR inbox or case tool, so the employee does not have to repeat themselves.
Simple self-service actions
Where the systems allow it, the agent can start tasks through Power Automate: request a letter, log a change of address, or point to the right form in your HR system, always with a confirmation step.
Permissions respected
With user authentication, the agent only grounds answers in content the person can already open. We review the HR SharePoint site permissions before go-live, because over-shared folders are the real risk.
Usage you can read honestly
Analytics on what staff ask, which answers they rate poorly and which topics escalate, so you can fix gaps in the content rather than guess.
Set expectations early
What an HR agent can and cannot do.
Being clear about limits is what keeps staff trusting the agent after the first week.
It can
- Explain what a policy says, with a link to the paragraph it came from
- Answer common questions on leave, sickness reporting, expenses, hybrid working and benefits
- Point new starters to onboarding tasks, contacts and documents
- Route requests to the right HR mailbox, queue or case management tool
- Collect the details HR needs before a case is opened
- Say clearly when it does not know and offer a person instead
It cannot
- Give legal advice or make decisions on grievances, disciplinary or capability matters
- Read personal records such as salary, absence history or medical notes unless deliberately and securely connected, which most first versions avoid
- Fix out-of-date or contradictory policies; it will repeat whatever the documents say
- Replace a conversation with HR on sensitive or personal issues
- Guarantee every answer is right; generative AI can be wrong, which is why citations and escalation matter
How we build it
From your HR inbox to a working agent.
A typical HR policy agent reaches a working first version in about two weeks and a wider rollout in three to five.
Pick the questions
We look at what HR is actually asked: a sample of inbox requests or a quick tally from the team. The first version targets the 20 to 40 questions that come up most.
Curate the content
We agree which SharePoint folders and documents are the approved source, retire old drafts and flag gaps. This step decides answer quality more than anything else.
Build and test
Instructions, topics for sensitive subjects, the handoff route and a test set of real questions with expected answers. You see it working in Teams in your tenant every week.
Pilot, measure, widen
A pilot group uses it for a few weeks. We review conversations, fix weak answers, then roll out to everyone with an owner in HR who can update the knowledge.
Example builds show the type of solution delivered and typical outcomes for that pattern. They are not presented as named client case studies.
Handing off to HR case management
The handoff is where many HR chatbots fall down. An employee who has explained a problem to a bot should not then have to explain it again by email. We design the escalation route around how your HR team already works:
- A case created in your HR system or service tool through a connector or API, where one is available
- A Dataverse or SharePoint case list with a simple Power Apps view for HR, if you have no case tool today
- A post to a private HR channel in Teams, or an email to the HR mailbox with the conversation summary
The flows behind these routes are built in Power Automate and sit in the same solution as the agent, so they are documented and owned by you.
Data protection considerations
HR content often touches personal data, so treat an HR agent with the same care as any new HR system. Points we raise in every scope:
- Keep the first version to policy content, not individual records, unless there is a clear need.
- Review who can see the HR SharePoint site before the agent is grounded in it.
- Decide how long conversation transcripts are kept and who can read them.
- Ask your data protection lead whether a data protection impact assessment is needed.
- Tell staff what the agent is, where its answers come from and how to reach a person.
This is practical guidance, not legal advice. Your data protection lead or adviser should confirm what applies to you.
Measuring deflection honestly
Count what changed, not just how many chats happened.
Conversation counts flatter every chatbot. A question answered by the agent is not always one HR would have received.
Before go-live we record a baseline: how many HR emails or tickets a month fall into the topics the agent covers. After a few weeks we compare that baseline with the agent analytics: resolved conversations, escalations, thumbs-down ratings and unanswered questions.
We then report a deflection estimate with its assumptions written down, alongside the questions the agent handled badly and the policy gaps it exposed. Some organisations see a clear drop in routine requests; others find the main benefit is faster, more consistent answers. Either way you get a figure you can defend to a finance director.
Pricing
HR agent pricing, published up front.
Most HR agents start with the 2-Week Proof of Value: a working agent on your policies in Teams, a test set and a costed plan for rollout.
2-Week Proof of Value
A working Power App, flow or Copilot agent on your own data, built in two weekly sprints.
from£4,950
2 weeks
- Scoping session and success criteria agreed up front
- Working app, automation or agent in your tenant
- Two demos, one at the end of each week
- Recommendation and quote for production rollout
Licensing Review
A plain-English review of what you pay Microsoft for Power Platform and what you actually need.
from£395
3 working days
- Review of current Power Apps, Power Automate and Copilot Studio licences
- Per-app vs per-user vs pay-as-you-go comparison for your usage
- Premium connector and Dataverse capacity check
- Written recommendation with estimated annual saving or cost
Care Plan
Ongoing support, monitoring and small changes for the apps and flows you rely on.
from£495/month
Monthly, cancel with 30 days notice
- Monthly block of support hours, unused hours roll over one month
- Flow failure monitoring and fixes
- Small enhancements and licence changes
- Quarterly review call
All prices exclude VAT. Final fixed price confirmed in writing after a free scoping call.
The fee for a Licensing Review, Health Check or Automation Sprint is credited in full against a build that follows within 60 days.
Copilot Studio capacity is bought from Microsoft or your reseller and we take no margin on it. Microsoft changes these terms often, so check current Microsoft pricing or read our licensing advice.
How it works
From first call to an HR agent in Teams.
This week
Free 20-minute call
You explain the problem. You get an honest view on whether Power Platform fits and a rough budget range.
Within 3 working days
Scope and fixed price
A one-page scope with deliverables, licensing implications, timeline and a fixed price in GBP.
Usually 1 to 6 weeks
Build in weekly sprints
Working software every week, demoed live in your tenant. You steer as it takes shape.
Go-live
Handover and warranty
Managed solution, documentation and a recorded walkthrough, plus a 30-day defect warranty.
Honest fit check
Is an HR agent right for you yet?
A good fit when
- HR answers the same policy questions every week
- Policies live in SharePoint, or can be moved there
- Someone in HR can own and update the content
- You use Microsoft Teams across the organisation
Probably not the right tool when
- Policies are out of date and nobody has time to review them
- You want the agent to make decisions on individual cases
- Fewer than a handful of HR questions arrive each week
- The HR SharePoint site is open to everyone and cannot be fixed first
FAQ
Copilot Studio HR agent questions
Can Copilot Studio answer HR policy questions in Teams?
Yes. A Copilot Studio agent can be grounded in HR policy documents stored in SharePoint and published to Microsoft Teams, so staff ask questions in a chat and get answers with a citation to the source policy. Answer quality depends on how current and consistent those documents are, so content curation is part of the build.
How much does an HR chatbot built in Copilot Studio cost?
A focused HR policy agent with grounding, a handoff route and a test set typically starts from £4,950 through our 2-Week Proof of Value, at a written fixed price excluding VAT. Connecting to an HR system for personal data or adding several self-service actions is quoted separately. Running costs come from Microsoft capacity, so check current Microsoft pricing; we estimate likely usage in the scope.
Is it safe to put HR information into an AI agent?
The agent runs in your Microsoft tenant and, with user sign-in, respects existing SharePoint permissions. The main risk is HR content that is already over-shared, so we review permissions first. If the agent will process personal data you should involve your data protection lead and consider whether a data protection impact assessment is needed. We can supply technical detail for that work, but we do not give legal advice.
What happens when the HR agent cannot answer?
It says it does not know rather than guessing, and offers a route to a person: creating a case in your HR case management tool, posting to an HR queue in Teams or sending an email with the conversation attached. Sensitive topics such as grievances or wellbeing can be set to go straight to a person.
How do you measure whether an HR agent is working?
We track resolved conversations, escalations, user ratings and the questions it could not answer, and compare HR inbox volumes for the covered topics before and after. A resolved chat is not always a question HR would have received, so we report deflection as an estimate with its assumptions stated, not as a headline figure.
Related
Often read alongside the HR agent
Tell us which questions your HR team answers every week.
A free 20-minute call with the consultant who would build the agent. You get an honest view on fit, running costs and a fixed-price first version.