For the employee
Know what an arrangement means.
Ask a question in your own words and get an explanation of the relevant policy, the conditions and the next step.
Knowledge & policy with ArchieYour HR policy.
Your HR policy.
Clear for everyone.
How do we arrange working from home? Where can I find the right policy? Archie makes your HR knowledge accessible in a single conversation, with clear explanations and a concrete next step.
Your HR knowledgeManaged sourcesHR in control
HR Knowledge Agent · Archie for HR
The policy is there. Now for the answer.
An AI knowledge base for HR helps employees find and understand personnel information. Archie's HR Knowledge Agent answers recurring questions using your managed knowledge. Think of the employee handbook, internal policies and work instructions. HR determines which information is available and who maintains the content.
For HR and managers
The same foundation for every answer.
Make frequently requested knowledge accessible while leaving room for questions that require personal contact or an assessment.
How Archie helps with HR questions
From searching to understanding.
Follow Sam through a policy question, an amended policy and an exception. See how an answer connects to your sources and HR's role.
In conversation with Archie
ArchieAnswer & next step
ExampleSam · EmployeeI want to work from home on Friday. How do we arrange that?
Archie
According to this example policy, coordinate your work-from-home day with your manager. Take your team's staffing levels and arrangements into account.
Employee handbook · Working from homeSam · EmployeeDoes this mean Friday has already been approved?
Archie
No, the explanation is not approval. Discuss Friday with your manager through the agreed process. They will confirm whether the day fits within your team's arrangements.
Working-from-home policy · Coordination with managerWhat happens behind the conversation
A clear arrangement. A concrete next step.
- Find the relevant arrangementSearch the published HR knowledge for the policy that matches the question.
- Explain the conditionsState the coordination with the manager and the team arrangements from the source.
- Clarify the next stepDistinguish an explanation of a policy from personal approval.
ArchieAnswer & next step
ExampleSam · EmployeeI’m reading something different about working from home in an old PDF. Which agreement applies?
Archie
The available knowledge contains the published work-from-home policy. Use that as your starting point. I can’t confirm which version your separate PDF is.
Published work-from-home policySam · EmployeeMy PDF contains an exception for our team. Does it still apply?
Archie
I can’t confirm that exception based on the available source. Raise the relevant passage through your HR contact route. HR can check whether there is a valid additional agreement.
Difference between sources · HR checksWhat happens behind the conversation
New agreements. The right version as a basis.
- Use the managed versionEnsure answers align with the publication and scope of your knowledge article.
- Identify the missing contextA separate PDF or an older agreement is not automatically the same source.
- Have the owner resolve the differenceHR checks the exception and updates the knowledge where necessary.
ArchieAnswer & next step
ExampleSam · EmployeeI’d like to deviate from the work-from-home agreements in my situation. Is that possible?
Archie
The available policy sets out the general agreements. Whether you can deviate from them requires an assessment by your manager and possibly HR. I can’t approve that exception.
Work-from-home policy · ExceptionsSam · EmployeeSo what is my next step?
Archie
Get in touch through your agreed HR route. State which agreement your question relates to. Discuss personal details directly with the authorized colleague.
Contact route for a personal assessmentWhat happens behind the conversation
A personal situation requires a human.
- Recognize the policy’s limitsA general policy rule does not provide a decisive answer for every personal situation.
- Avoid an unconfirmed commitmentArchie explains what assessment is still needed and by whom.
- Provide an appropriate contact routeThe authorized colleague discusses the situation and confirms the outcome.
Illustrative conversations with fictional example agreements. The content of your policies, access rights and contact routes determines the answer.
What Archie supports in knowledge & policy
Knowledge that works in practice.
Make HR information easy to find, give employees context and use recurring questions to further improve your knowledge.
01 · Clear explanations
From policy rule to useful answer.
Employees don’t need to know which document contains an agreement. They ask their question in their own words. Archie uses the available knowledge to explain the policy and the next step.
Needed: published HR articles, clear conditions and an appropriate target audience.
From question to explanationExample
What is the agreement?The relevant policy
What do I need to do?The next step
Where can I find it?The source used
Aligned with your process and available information.
02 · Managed HR knowledge
Stay in control of what employees see.
Bring HR articles and work instructions together. Determine who may use them and have changes reviewed before publication. Knowledge from supported sources can be imported or synchronized.
Required: content ownership, access rights and an agreed publication process.
From change to publicationExample
1. Adjust contentKnowledge manager
2. Perform a reviewSecond reviewer
3. Make availableAfter publication
Aligned with your process and available information.
03 · Learning from questions
See where the explanation can be improved.
Employees’ questions show where policies are unclear or information is missing. Use feedback and insights from conversations to discuss these points and supplement the knowledge base in a targeted way.
Required: regular reviews, an owner for each topic and follow-up on improvement points.
From question to better knowledgeExample
SignalUnclear team agreement
AssessmentHR checks the source
ImprovementSupplement the explanation
Aligned with your process and available information.
What’s needed
A good answer starts with your source.
Bring together the relevant HR knowledge, target groups and management agreements. Decide in advance which version is authoritative and who resolves any ambiguity.
ApplicationWhat do you connect?What do you agree on?
01HR information
Employee handbook, internal policies, frequently asked questions and practical work instructions.
For each topic, record which source is authoritative and who manages the content.
02Target group & access
The departments, locations or groups for whom a policy must be available.
Determine who may use which knowledge and how differences in policy are indicated.
03Management & follow-up
A publication process, regular checks and a contact route for questions without a clear answer.
Appoint a content owner who assesses changes and resolves ambiguities.
Also in your familiar work environment.
Archie in TeamsLet employees ask HR questions in Microsoft Teams. Align the available knowledge and access with your Teams environment and Archie’s configuration.
When things go differently
Policy provides direction. HR remains in control.
Not every question fits within a general agreement. An exception, conflicting source or personal situation may sometimes require consultation. Archie clarifies what the available knowledge says and who can provide further assistance.
This is how Archie keeps things clear
“I can explain the general agreement. Discuss with HR whether an exception is possible for your situation.”
State what the source says
Clarify which policy is available and what it does or does not answer.
Make uncertainty visible
Do not fill in a missing condition or personal exception yourself.
Refer to the right colleague
HR or the manager assesses the situation and confirms the agreement.
Start small. Expand with purpose.
Start with your most frequently asked HR questions.
Choose one topic, such as working from home. Gather the related agreements and test them with the people who ask and answer these questions.
Complete the knowledge
Gather the policy, conditions and contact routes. Remove outdated or conflicting explanations from the selected knowledge base.
Test different questions
Try different formulations, differences between teams and a question that the source does not answer. Also check the referral to HR.
Improve and expand in a focused way
Discuss the outcomes with employees and the knowledge owner. Update the explanation before adding another policy topic.
Discuss your HR knowledgeOne topic. Current sources. Clear answers.
Good to knowYour questions about HR knowledge.
Your questions about HR knowledge.
Clearly answered.
From the employee handbook to a question that calls for consultation. This is what you need to know before you begin.
What does the HR Knowledge Agent do?
The HR Knowledge Agent makes your HR knowledge accessible through questions and answers. Employees receive explanations based on the available policies, articles and work instructions. The configuration determines which knowledge they may use and when the question is passed on to HR.
What is the difference between this and Archie Knows?
Archie Knows is the skill for managing and making knowledge available. The HR Knowledge Agent applies that knowledge to HR questions. The knowledge base and the way employees ask questions work together in this way.
Can we use our existing employee handbook?
Yes, existing HR information can be the starting point. First check whether the content is up to date, clear and suitable for the target audience. Then determine how the knowledge will be added and maintained. For importing or synchronizing, the approach depends on the supported source and the configuration.
How do we handle different policies by team or location?
Make the scope of application explicit in the knowledge and configure access accordingly. If it is unclear which policy applies, Archie should ask for clarification or refer the employee to HR. An individual entitlement is not inferred from a general agreement alone.
What happens when HR policy changes?
The knowledge owner processes and verifies the change. Publish the updated explanation at the right time and determine what happens to the old information. Also review related articles and test the questions that receive a different answer as a result of the change.
Can an employee use this from Microsoft Teams?
Yes, Archie is available in Microsoft Teams. Employees can ask questions there through the configured Chatbot or Agent Assist configuration. The available knowledge, access rights and any additional integrations should be aligned with your environment.
Does Archie approve exceptions or personal requests?
An explanation of a policy is not approval of a request or exception. An authorized colleague assesses personal situations. If you later want to support actions, this requires a separately configured process with appropriate access, controls and confirmation.
What do we need to get started?
A defined policy topic, current sources, a subject-matter owner and a clear contact route to HR. Also choose an initial target audience and agree on how you will check answers and supplement missing knowledge.
From your HR knowledge to your ArchieMake your policies accessible.
Make your policies accessible.
Start with one HR question.
Bring a policy and a few frequently asked questions. Together, we will look at how Archie helps employees and what you need to get started properly.
