HR policy chatbot in Copilot StudioAn AI agent that answers HR and IT policy questions
Staff ask the same questions about leave, expenses, passwords and equipment every week. A Copilot Studio agent answers them in Teams from your own policies, and knows when to hand over.
The problem
Why this keeps going wrong
HR and IT teams spend a large share of their time answering questions that are already covered in policy documents. The documents live in SharePoint, but they are long, scattered and hard to search, so people email or message instead. Answers vary depending on who replies, and out of hours there is no answer at all.
Signs you need this
- HR or IT inboxes are full of questions answered by an existing policy
- Staff cannot find the current version of a policy
- New starters ask the same set of questions every intake
- Different people give different answers to the same question
- You want to try AI but are worried about it making things up
How we solve it
The approach, step by step
The same consultant scopes, builds and hands over. You see working software in your own tenant every week.
Choose and tidy the sources
We agree which policies the agent can use, remove out-of-date versions and check SharePoint permissions so it only surfaces what each user is allowed to see.
Build the agent in Copilot Studio
Generative answers grounded in your documents, with citations, plus a few structured topics for common requests such as reporting an IT issue.
Add guardrails and hand-off
Instructions keep the agent on topic and polite. Sensitive subjects and low-confidence answers hand off to a person or log a ticket.
Test with real questions
We build a test set from real past questions and measure answer quality before rollout, then adjust sources and instructions.
Publish to Teams and measure
The agent goes live in Teams with analytics on usage, unanswered questions and satisfaction, so content gaps are easy to spot.
Typical stack
- Copilot Studio
- SharePoint knowledge sources
- Microsoft Teams
- Power Automate
- Microsoft Entra ID
Typical outcomes
What this pattern usually delivers
Typical ranges for this kind of work, not promises or results from a named client. Your own baseline is measured during scoping.
Typical timeline: 2 to 4 weeks, with a working first version early so you can react to something real.
Where to start
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
All prices exclude VAT. Final fixed price confirmed in writing after a free scoping call.
FAQ
AI agent for policies: common questions
Will the agent make up answers?
Generative AI can be wrong, so we design for it. Answers are grounded only in the documents you choose, include citations, and the agent is instructed to say it does not know and hand off when sources do not cover a question. We test against real questions before go-live.
Can staff see policies they should not have access to?
Copilot Studio respects SharePoint permissions when it uses SharePoint as a knowledge source with user authentication. We review permissions before launch because the agent will surface anything a user can already access.
How is Copilot Studio licensed?
Copilot Studio is typically billed by usage through prepaid capacity packs or pay-as-you-go, and some usage is included for users with Microsoft 365 Copilot licences. Microsoft changes the details regularly, so we confirm current pricing for your scenario during scoping.
Do we need Microsoft 365 Copilot licences?
No. A Copilot Studio agent can be published to Teams for all staff without each person holding a Microsoft 365 Copilot licence. The usage costs of the agent are covered separately.
Can the agent take actions, not just answer questions?
Yes. It can log a ticket, start a Power Automate flow or look up information in another system. We usually start with answers, then add actions once the agent is trusted.
Related services
- Copilot StudioBuild AI agents that answer questions from your policies and take actions in your systems, safely.
- Microsoft 365 CopilotPrepare permissions and data so Microsoft 365 Copilot is useful and safe.
- SharePoint & intranetsModern SharePoint sites and lists that work as the foundation for your apps and flows.
Further reading
Get a fixed price
Describe your version of this problem.
- A personal reply within one working day
- An honest view on whether Power Platform fits
- A rough budget before any commitment
Tell us about the process that is slowing you down.
A free 20-minute call with the consultant who would do the work. You get an honest view on fit, a rough budget and the next step. No sales sequence.