AI is changing how HR teams work. But in HR, accuracy, data security, and compliance matter more than the novelty of large language models and generative AI like ChatGPT and Gemini.
Duo, HR Duo's AI assistant is built for that reality.
Embedded directly within the platform, not bolted on as a standalone chatbot, Duo works inside your specific account, using only your live HR data to support faster, safer decisions. The intuitive AI model acts as an always-available HR support layer for managers, employees, and people teams. Companies are already using Duo to support HR teams and line managers to:
- Reduce admin across core HR and workforce management tasks
- Access employee records, contracts, and policies in seconds
- Support HR compliance with content aligned to local employment law
- Remove repetitive queries from HR inboxes
- Improve consistency across people processes
Unlike generic AI tools, Duo does not search the public internet or mix external data with your records. It only references your approved HR data set, including:
- Employment contracts and digital documents
- HR policies and compliance templates
- Employee profiles and role data
- Absence, working time, and employment history
That makes it suitable for regulated HR environments where data control matters.
Employees can also self-serve through Duo. They can:
- Check personal details and employment information
- Review contract terms and policy guidance
- Ask common HR questions without waiting for a response
This reduces dependency on HR teams acting as a company helpdesk, while keeping answers accurate and consistent.
To help you apply this in real scenarios, below are 45 practical examples of the prompts HR managers and people operations leads can use with Duo, covering everyday HR, workforce management, and compliance tasks.
Employee Data & Profile Information
Use Duo to retrieve employee information instantly from your HR Duo account, without searching records manually. All data access is permission-based, ensuring sensitive employee data remains secure and compliant, so users only receive responses to data they are authorised to view. You can ask:
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“How much annual leave does [Employee Name] have remaining?”
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“When did [Employee Name] start with the company?”
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“Who is [Employee Name]’s manager?”
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“What is [Employee Name]’s job title?”
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“Which department does [Employee Name] work in?”
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“What is [Employee Name]’s employment status?”
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“What is [Employee Name]’s notice period?”
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“What is [Employee Name]’s contract type?”
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“What is [Employee Name]’s employee number?”
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“Where is [Employee Name]’s primary work location?”
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“Has [Employee Name] completed probation?”
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“What are [Employee Name]’s contracted working hours?”
Company Policies & HR Guidance
Access approved HR policies and internal guidance stored within HR Duo, without searching shared drives or outdated documents. You can ask:
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“Where can I find the disciplinary policy?”
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“What is our flexible working policy?”
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“Show me the process for handling a formal grievance.”
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“Do we have a policy on hybrid working?”
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“What’s the current maternity leave entitlement under [Location] law?”
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“How do we handle annual leave carryover?”
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“Find the employee handbook for our [Location] site.”
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“What’s the policy on using company equipment remotely?”
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“Summarise our probation process.”
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“Do we have guidance for conducting one-to-one reviews?”
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“What is our sickness absence reporting process?”
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“What does our overtime policy say?”
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“What is the company policy on unpaid leave?”
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“What steps should a manager follow for a disciplinary investigation?”
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“What training is required during onboarding?”
HR Documents, Letters & Contracts
Generate compliant, templated HR documents using approved wording and employee data already stored in your HR Platform, reducing manual effort and inconsistency. You can ask:
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“Create an employment contract for a [Job Title].”
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“Draft a job offer letter for a [Job Title] in [Location].”
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“Write a probation extension letter for [Employee Name].”
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“Create a contract variation letter for reducing hours to part-time.”
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“Create a performance improvement plan for [Employee Name] with a focus on communication and deadlines.”
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“Draft a parental leave approval letter for [Employee Name].”
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“Write a reference letter for a former employee based on HR records.”
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“Create a disciplinary invitation letter for a misconduct meeting.”
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“Draft a flexible working approval letter.”
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“Generate a promotion confirmation letter.”
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“Create a salary change confirmation letter.”
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“Write a resignation acknowledgement letter.”
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“Create a return-to-work meeting invitation letter.”
Manager & HR Operations Support
Support line managers with consistent HR guidance, helping them handle everyday people issues correctly without relying on HR for every decision. You can ask:
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“What steps should a manager follow when an employee raises a grievance?”
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“What should I cover in a probation review meeting?”
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“What documentation is required for a disciplinary process?”
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“What are the next steps after an absence review?”
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“What information should be included in a performance review?”
Why These Prompts Matter
These prompts turn your HR Duo account into an active support tool. They help HR teams, managers, and employees get accurate answers fast, without adding risk.
Every prompt removes a manual step. Meaning no more searching through employee records, folders, or spreadsheets, no copying information between systems, and no repeated responses to the same HR questions.
Avoid errors and inconsistencies
Manual HR work creates variation.
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Different managers give different answers
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Old documents get reused
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Policy wording drifts over time
Duo pulls from one approved data source inside your HR Duo account. That means:
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One version of the truth for employee data
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Consistent wording across HR letters and documents
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Fewer mistakes caused by copy and paste or outdated templates
This is especially important in multi-site or shift-based organisations where managers operate at speed.
Stay compliant with employment law
HR compliance depends on accuracy and consistency. Duo references:
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Approved HR policies only
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Compliant templates aligned to local employment law
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Current employee contracts and terms
This reduces the risk of:
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Using the wrong document version
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Applying policies inconsistently
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Giving guidance that conflicts with contract terms
For regulated environments, keeping HR guidance inside your HRIS and HR Platform matters more than speed alone.
Free up time for strategic HR work
When HR teams stop acting as a helpdesk, capacity opens up. Duo supports:
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Employee self-service for common questions
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Manager guidance at the point of need
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Faster document creation without rewriting
That time goes back into:
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Workforce planning
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Performance management
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Employee engagement
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Improving people processes across the business
Ask yourself. How much of your HR team’s time is spent answering the same questions each week?
What would change if your HR software handled that first line of support for you?
Ready to activate the best HR AI Assistant?
Book your free HR Duo demo now.
We'll show you how to automate 80% of your HR workload and give your team instant answers that are always accurate, compliant, and specific to your company.