Meet Duo. The AI Assistant Every HR Manager Will Want On Their Team

If you’re leading HR, you know the story too well. Line managers chasing you for contract details. Employees asking the same leave balance questions. Requests for policies, letters, and documents buried in your inbox.

These interruptions aren’t small;  they chip away at your time and keep you from focusing on the strategic work that really matters.  That’s why we built Duo, HR Duo’s new AI Assistant.

Duo is designed to remove repetitive queries from your desk and provide managers and employees with instant answers, documents, and guidance, directly from the data stored in your HRMS.

And unlike generic AI tools (we're looking at you ChatGPT),  Duo doesn’t search the internet or generate inaccurate responses using guesswork. It only uses live data from your HR Duo platform, along with pre-approved policies, templates, and up-to-date HR guidance from our in-house HR professionals. That means everything Duo delivers is accurate, secure, and tailored to your business.

Why HR Leaders Will Want Duo on Their Team

With Duo, you’re no longer the first stop for every small question. Managers and employees get instant answers based on the data access and permissions you control within the system.

• Line managers can get instant answers about contracts, leave, and employee records without escalating to HR.

• Employees can check their own information, such as company policies, leave, and holiday balances, without raising tickets or sending emails.

• Documents are created in seconds, not hours. Contracts, HR letters, and policies are generated from your templates, pre-filled with data from the system.

• HR stays the central source of truth, but without being the bottleneck.

Duo gives you your time back. Your team gets fewer interruptions, and your organisation gets faster, compliant answers.

What Can Duo Do For Me, My Team, and Employees?

Duo is built directly into the HR Duo platform, which means there’s no extra setup, no integrations to manage, and no additional software to learn. From day one, your entire organisation can start using it with the same login they already use for HR Duo. Duo fits seamlessly into your existing workflows, making it easy for staff to ask questions, generate documents, or access information instantly without any technical barriers.

For Line Managers

• Respond to employee HR questions instantly with accurate, system-based answers

• Access employee records securely, including start dates, contract terms, and training history

• Generate compliant HR letters or contracts from templates

For Employees

• Check leave balances, remaining sick days, or training records in seconds

• Find the right company policy without emailing HR

• Get responses to simple HR queries without waiting in line

For HR Leaders

• Offload repetitive admin queries to Duo

• Keep managers and employees self-sufficient with the right data

• Ensure all content is drawn from compliant templates and approved records

• Maintain control with role-based permissions and full system security

Example Prompts You Can Ask Duo

We know new technology can feel daunting, especially when it comes to trusting AI with sensitive HR tasks. That’s why Duo is built differently. It's secure, accurate, and powered only by your own HR Duo data.

To help you get started, here are some simple, tried and tested prompts. Each one shows how Duo can save you time, reduce admin, and give managers and employees instant answers without relying on HR.

1. “How much annual leave does [Employee Name] have left this year?”: Use this prompt to instantly check leave balances without searching across the platform.
2. “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.
3. “What’s the company policy on sick leave?": The AI Assistant will surface the latest approved policy from your HR document library.
4. “Show me the training records for [Employee Name].”: A useful prompt for performance reviews or checking qualifications.
5. “Create a contract for [Name], starting as [Job Title] in [Month].": The AI auto-fills the employment contract using recruitment data and company templates.
6. “Draft a probation extension letter for [Employee Name].": This one quickly generates compliant HR letters with pre-set formats.
7. “Draft a PIP for [Employee Name] with a focus on timekeeping and communication.”: Creates a tailored Performance Improvement Plan using pre-defined objectives
8. “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.
9. “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.

Secure, Accurate, and Built for HR

Trust is everything when it comes to HR software and payroll data. While tools like ChatGPT are designed for general use and pull from the open internet, they can get the most basic requests wrong:

Duo is built exclusively for you and your business within your account. It never guesses, never searches externally, and never risks exposing sensitive information. Instead, Duo gives managers and employees secure, compliant answers drawn only from your organisation’s HR Duo system.

Here’s why you can trust Duo over generic AI tools like ChatGPT:

• No internet, no guesswork: Duo only works with data and documents already in HR Duo.

• Fully compliant: Reflects up-to-date local employment law (UK and Ireland).

• Role-based access: Managers and employees only see what they are permitted to see.

• GDPR aligned: No third-party AI tools, no open searches, no data leaks.

• Instant responses: Get answers in seconds, with confidence they’re correct.

HR leaders are under constant pressure to balance compliance, employee relations, and strategic growth. Too often, time is wasted fielding repetitive questions. Duo solves that. Managers and employees find what they need themselves. You get fewer interruptions and your business keeps moving without bottlenecks.

Imagine what your HR team could achieve if routine queries disappeared overnight.

Ready to See Duo in Action?

The AI Assistant is live now for all HR Duo users. Just log in, start asking, and let Duo take the load off your HR team. Book a free demo to see how HR Duo can transform the way your business runs HR.