HRMS AI Assistant
Smarter, faster HR support with an AI Assistant
Take the pressure off your HR team with our secure, compliant AI assistant, built directly into our HR platform. HR Duo’s AI Assistant makes it easier than ever for managers and employees to get answers, generate documents, and access the information they need.
Built for HR, powered by your platform, and ready to help your entire team from day one
HR Duo’s AI Assistant sits right inside your workforce management and HR software, giving users instant access to documents, answers, and employee data without manual admin or risky web-based tools. Whether you’re in HR, operations, or on the frontline, you can get the information you need faster and more securely.
Only uses data from within your HRMS. No web browsing or third-party content
Fully aligned with your local employment law (UK and Ireland)
Secure, permission-based access to company and employee data
Designed to support HR teams, line managers, and employees
Integrated with policies, contracts, company information, and more
Stop digging through folders or asking HR for basic details, just ask the AI Assistant
The AI Assistant pulls real-time information from the data within HR Duo, to give instant answers to common queries. From contract terms to remaining leave or training records, your team can access live employee and company data securely, based on their permission level.
HR teams can query employee start dates, contract types, leave balances, and more
Line managers can quickly check team availability, training history, or job roles
Employees can access their own records, including contracts and policies
Live sync with time tracking, leave requests, and digital rotas
Secure by design, with no access to data outside user permissions
Turn admin into automation with AI-generated HR documents and templates
The AI Assistant can generate HR documents in seconds, from contracts to letters and policy templates. It uses your approved formats, data from employee records and modules such as the applicant tracking system, and the latest legal standards to deliver accurate, compliant results.
Create contracts by typing simple prompts relating to what you need
Pulls in job and employee data from your ATS or onboarding records
Uses HR Duo default documents and your pre-set templates for compliance and consistency
Supports HR policies, guidance documents, and letter creation
Eliminates errors caused by manual edits or copying and pasting
HR Duo’s AI Assistant is built to save time, reduce admin, and support compliance
This isn’t just another chatbot to deflect traffic to HR. It’s a fully integrated AI layer inside your workforce management platform, tailored to your organisation’s data, workflows, and compliance needs.
Built-in to HR Duo with no extra software or logins required
Trained on real employment law and HR practices relevant to your location (UK and Ireland)
Always up to date with your company’s policies, processes, and templates
Reduces HR admin by handling everyday queries
Boosts productivity for HR teams, line managers, and staff
Suggested Prompts You Can Use
“How much annual leave does [Employee Name] have left this year?”
Use this prompt to instantly check leave balances without searching across the platform.
“When did [Employee Name] start, and what’s their contract type?”
This prompt will give you quick access to start dates, contract terms, and employment status.
“What’s the company policy on sick leave?”
The AI Assistant will surface the latest approved policy from your HR document library.
“Show me the training records for [Employee Name].”
A useful prompt for performance reviews or checking qualifications.
“Create a contract for [Name], starting as [Job Title] in [Month].”
The AI auto-fills the employment contract using recruitment data and company templates.
“Draft a probation extension letter for [Employee Name].”
This one quickly generates compliant HR letters with pre-set formats.
“Draft a PIP for [Employee Name] with a focus on timekeeping and communication.”
Creates a tailored Performance Improvement Plan using pre-defined objectives.
“What template should I use for a redundancy consultation letter?”
Get the correct HR letter template from the document library, based on context and compliance.
“Do we have an active policy on hybrid working?”
This searches and returns the most recent version of your approved hybrid or remote work policy.
Ditch your disconnected systems
Managing compliance across multiple HR platforms leads to inefficiencies, errors, and risks. HR Duo brings everything together in one seamless system. From workforce management and compliance tracking to employee relations and payroll, you stay in control without the headache of switching between tools.
4x
faster policy and contract management
99%
compliance accuracy with built-in safeguards
10hrs
saved weekly on routine HR administration
A modern digital Human Resources companion
Everything you need to manage your workforce
We offer game-changing plans tailored to your specific requirements.
Workforce Management
A core solution to manage your frontline teams, enhance operations, and reduce labour costs.
What's included:
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Time-Tracking
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Digital Rotas
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Shift Scheduling
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Absence Management
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Leave and Holiday
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Payroll Reporting
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Employee Profiles
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Analytics and Reports
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Project Tracking
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Mobile App
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Employee Self-Service
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Geofence Clock-In
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Subcontractor Management
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Skills Matrix
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Task Manager
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Document Storage
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Equipment Tracking
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Permission Groups
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Benefit Recording
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Instant Messaging
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Organisation Charts
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Knowledge Centre
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Platform Support
MoreLess
HR Assist
A one-of-a-kind offering that simplifies your people processes and automates up to 80% of your HR tasks.
What's included:
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Connected Forms
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Model HR Letters
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HR Policy Templates
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Integrated Emails
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Digital Contracts
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Secure E-Signature
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Employee Relations Assistance
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Employee Assistance Programme
EmployPath
Manage your entire employment lifecycle with the tools to help you recruit, engage, and nurture your people.
What's included:
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Applicant Tracking System
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Enhanced Onboarding
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Performance Management
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360 Reviews
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One-to-ones
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Improvement Plans
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Goal & Objective Tracking
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Analytics and Reports
Thinking of combining our plans?
Unlock top-notch workforce automation
Hey! Get a free demo of HR Duo today
Join thousands of managers across the UK and Ireland automating over 80% of their day-to-day operational tasks, with our unique combination of smart workforce management software and world-class HR technology.
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This is a free, no-obligation demo where our expert team will guide you around the HR Duo platform and help you decide if we're the right fit for you and your workforce.
Frequently Asked Questions
What is the HR Duo AI Assistant?
The HR Duo AI Assistant is an intelligent, built-in tool within our HR software platform that helps HR teams, line managers, and employees get instant answers and generate documents using secure, real-time company data.
Unlike other AI tools, our assistant doesn't rely on external data or web searches. Instead, it only uses verified information stored within your HRMS, such as policies, employee profiles, contracts, and company templates. This ensures every response is accurate, compliant, and secure.
How is HR Duo’s AI Assistant different from ChatGPT or other AI tools?
HR Duo’s AI Assistant is purpose-built for workforce management and HR compliance. It doesn’t browse the web or generate generic content. Instead, it uses:
- Only the data stored securely within your HR Duo platform
- Up-to-date employment law
- HR-approved templates, policies, and contracts
This means the AI assistant delivers reliable, compliant answers that reflect your organisation’s policies and processes, with no risk of misinformation.
Is the AI Assistant secure and GDPR-compliant?
Yes. HR Duo’s AI Assistant is fully GDPR-compliant and designed with strict role-based permissions.
- Users can only access the data and documents they’re authorised to see
- All data stays within your organisation’s HRMS system
- There’s no third-party data sharing or external AI integrations
Your employee data, policies, and HR documents remain secure at all times, in line with UK and EU data protection standards.
What can HR and line managers do with the AI Assistant?
HR managers and line managers can use the AI Assistant to:
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Instantly check employee data (start dates, contract terms, leave balances)
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Search for and access company policies and guidance notes
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Generate compliant HR documents, contracts, and letters
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Answer common HR questions about entitlements, processes, or procedures
This helps reduce repetitive queries and saves hours on admin every week.
Can employees use the AI Assistant too?
Yes, employees can access the AI Assistant through their HR Duo self-service portal.
They can:
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View their own leave balance, contract, and time tracking data
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Access company HR policies they have permission to view
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Ask questions like “How much sick leave am I entitled to?” or “What’s the process for booking annual leave?”
This improves transparency and reduces reliance on HR teams for routine queries.
Can the AI Assistant help with HR document creation?
Absolutely. One of the most powerful features of HR Duo’s AI Assistant is its ability to generate custom HR documents in seconds, using your company’s pre-approved templates.
HR managers can prompt the assistant to:
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Draft employment contracts using data from the ATS or onboarding system
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Create disciplinary or probation letters
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Generate job offers, policy documents, and guidance notes
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Populate templates with employee and company data automatically
This dramatically speeds up document generation while ensuring compliance with employment law.
What’s coming next for the AI Assistant?
The next release will include AI-powered workforce management insights, allowing managers to:
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Check who is on shift now or scheduled in future
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View clock-in/out patterns and time worked
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Spot absenteeism trends
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Identify rota gaps or shift conflicts
This will give operations teams real-time visibility into staffing, attendance, and labour allocation, all from a simple search inside the platform.