For the employee
Know what you need to submit.
Find the right process, check the required details and understand whether your change still needs confirmation, review or processing.
Changes with ArchieA change.
A change.
Properly submitted.
A new address, different contact details or a request to work fewer hours. Archie helps employees follow the right process and makes clear what has been processed and what is still awaiting review.
Your HR processConscious confirmationClear status
Employee Change Agent · Archie for HR
Has something changed? Then you want to know where to start.
AI for employee changes helps employees find the right procedure for changing details or requesting a change. Archie's Employee Change Agent explains your steps and, with suitable integrations, can forward a change request or show the available status. Your HR system, checks and approval process remain leading.
For HR and managers
More complete requests. Less time spent figuring things out.
Make clear what information is needed and who reviews a change. This means employees need to explain less often what is changing.
How Archie helps with changes
From a change to the right record.
See how Sam changes an address, prepares a request about working hours and checks the status of a change.
In conversation with Archie
ArchieAnswer & next step
ExampleSam · EmployeeI've moved. How do I submit my new address?
Archie
According to your work instruction, you change your address in the employee portal. Open Personal details there, check the new address and select the effective date. Then confirm the change.
Work instruction · Change addressSam · EmployeeI've confirmed it there. Is it correct now?
Archie
I can't check that in the HR system in this example. View the confirmation and the recorded effective date in the portal. If the confirmation is missing or something is incorrect, contact HR. I have not changed any details in this conversation.
No linked processing status · Check in the portalWhat happens behind the conversation
Check first. Then confirm the change.
- Use the right work instructionExplain where the employee changes the address and which details are required.
- Have the employee checkA new address and the effective date are consciously confirmed in the agreed environment.
- Only confirm what is knownWithout visibility into the system record, the change is not reported as processed.
ArchieAnswer & next step
ExampleSam · EmployeeI want to work 32 hours instead of 40 starting 1 December. How do I request that?
Archie
According to your procedure, your manager discusses this with you and HR assesses the request. I can record a request with 32 hours as the desired working week and 1 December as the desired start date. Would you like me to submit it?
Configured workflow · Request to change working hoursSam · EmployeeYes, submit that request for assessment.
Archie
The HR system has received your request. Its status is In progress. Your current working hours have not been changed yet. Your manager and HR will follow the agreed assessment route and confirm the outcome.
System confirmation · Request in progressWhat happens behind the conversation
Submit a request. The decision is yours.
- Specify the desired changeCheck the desired hours and date before sending the request.
- Record the request after confirmationUse a supported integration and wait for the HR system to respond.
- Keep the request and decision separateA received request does not automatically change the registered working hours.
ArchieAnswer & next step
ExampleSam · EmployeeMy change to 32 hours has been approved, but I still see 40 hours. How is that possible?
Archie
The connected HR system shows 32 hours as an approved change with a start date of 1 December. Until that date, your current working week remains 40 hours. These are two different records: your current hours and the future change.
Connected HR system · Current and future recordSam · EmployeeSo my schedule and salary have already been changed too?
Archie
I cannot confirm that based on this information. I do not see any processing status from the scheduling or payroll administration here. Check these follow-up steps through your agreed route with your manager or HR.
Further processing not visible · Check with the responsible colleagueWhat happens behind the conversation
Understand why a change is not yet visible.
- Read the status and start dateAn approved future change can exist alongside the current record.
- Explain the difference clearlyShow what applies now and which change has been recorded for later.
- Do not draw conclusions about other systemsConfirmation from HR is not proof that every subsequent administration has already been updated.
Illustrative conversations with fictional employees, changes and statuses. Personal data and actions require appropriate access, supported integrations and configured controls.
What Archie supports for changes
The right route for every change.
Start with clear explanations. Add available statuses and request submission where your systems and processes support this.
01 · Your instructions
Know where to submit a change.
Help employees find the right procedure for personal details, contact information or a request related to their work. Archie makes clear what information is needed and who takes the next step.
Needed: current work instructions, request procedures and contact persons.
From question to the right placeExample
New addressEmployee portal
Different working hoursRequest for assessment
An exceptionContact HR
Aligned with your process and available information.
02 · Permitted data
See what has been recorded and when it takes effect.
With suitable integrations, Archie can retrieve the available change status and start date. The employee can see whether something is still awaiting assessment or has been recorded as a future change.
Needed: HR integration, access control and a clear meaning for each status.
A future changeExample
Current working week40 hours
Approved change32 hours
Effective date1 December
Aligned with your process and available information.
03 · Configured workflow
From a clear request to a complete submission.
Have Archie prepare a supported change request and submit it after the agreed checks and confirmation. Your process determines what assessment is required and when data is actually updated.
Required: supported writing task, confirmation and feedback from the receiving system.
Track a change requestExample
Confirm dataEmployee
Assess requestAuthorized colleague
Check processingSource system
Aligned with your process and available information.
What’s needed
Your data. Your change process.
For each change, make it clear which source is authoritative, who may confirm it and when an assessment is required. An address change may follow a different route than a request concerning working hours.
ApplicationWhat do you connect?What do you agree on?
01Procedures & contact routes
Your instructions for changing data and submitting requests.
For each change type, specify which data is required and who assesses or helps with an exception.
02Data & change status
The permitted information from your HR system, including relevant effective dates.
Determine what the employee may see and distinguish between current, requested and future data.
03Confirm & process
A supported integration for the agreed requests or changes.
Agree who confirms, who approves and what system response is required to report that processing has been completed.
Also in your familiar work environment.
Archie in TeamsLet employees submit their change requests in Microsoft Teams. For personal data, use the agreed route and configure access to HR data and actions separately.
When things go differently
Not every change is a simple adjustment.
Sometimes a record is incorrect, an effective date is missing or a change requires a personal assessment. Archie states what is known and directs the employee to the right colleague. HR and the manager remain in control of agreements and exceptions.
This is how Archie keeps things clear
“Your request has been received. Your working hours have not yet been changed. The assessment is handled by HR and your manager.”
Make clear what is certain
State the recorded status and available effective date without filling in missing information.
Provide the right contact route
An inconsistent record goes to the administrator. A personal arrangement goes to HR or the manager.
Have the outcome confirmed
Use the feedback from the correct system before presenting a change as processed.
Start small. Expand with purpose.
Start with one common change.
Choose a change that often generates questions and map the route from employee to record. Add status information and actions once the foundation is sound.
Complete the route and data
Collect the work instruction and determine which fields are required, where the employee confirms and who assesses a request.
Also test unclear situations
Check a future effective date, an open assessment, a missing system confirmation and an inconsistent record.
Improve before expanding
See where employees get stuck and which requests come back for more information. Use those insights for the next change type.
Discuss your change processOne change type. One clear route. A focused start.
Good to knowYour questions about changes.
Your questions about changes.
Clearly answered.
From new information to a request still awaiting review. This is what you need to know about confirmation, processing and responsibilities.
What does the Employee Change Agent do?
The Employee Change Agent is Archie’s HR agent for questions and process steps related to employee changes. It explains how employees can update their details or request a change. With the appropriate integrations, it can show available statuses and forward confirmed requests according to your workflow.
What changes can Archie support?
For example, explanations about changing an address, updating other contact details or the process for a request concerning working hours. Which information Archie can retrieve or update depends on your data sources, access rights and integrations. The available actions are configured for each change type.
Can we start without an HR integration?
Yes. Archie can explain the correct process to employees based on your work instructions. Checking personal details, retrieving a current processing status or forwarding a change requires additional access, an appropriate integration and configuration.
Does Archie update details immediately after a message?
A message alone is not a confirmed change. In the process described here, the employee first checks and confirms the details through the agreed route. An enabled workflow can then process a request or change, with any required review according to your process.
Who approves a change in working hours?
That is determined by your agreements and review process. Archie can explain the procedure and, with an appropriate workflow, record a confirmed request. The manager, HR or another authorised colleague reviews the request. A receipt confirmation is not an approval.
How does Archie handle a future effective date?
If the connected source makes that information available, Archie can explain which details currently apply and which change has been recorded for a later date. An approved change does not necessarily have to be active yet. The effective date and status in the source system remain leading.
Are scheduling and payroll systems updated automatically?
That depends on your existing process and integrations. A change in the HR system does not prove that every other system has been updated. Archie can only confirm a follow-up status when it is available from the relevant source and the user has access.
How do we keep personal data linked to the right employee?
Configure identification, access rights and the data permitted for each action. Use only the information needed for that change and determine where the employee enters and confirms it. A conversation in Teams does not automatically provide access to all HR data or change permissions.
From your change process to your ArchieMake changes easier.
Make changes easier.
From the first question to a clear status.
Bring a common change and your work instructions. Together, we’ll explore how Archie helps employees and which data, checks and integrations are needed.
