One of the biggest pain points HR and people leaders face is the constant stream of employee questions about basic company policies. These questions range from benefits and time-off policies to performance review cycles and holiday schedules. While each question is valid and important, answering them individually takes up a significant amount of HR’s time. The result is that HR leaders get bogged down in repetitive tasks instead of focusing on higher-value work like improving culture, supporting managers, and driving organizational growth. And the employee or prosepct recruit is often waiting for an answer…
Creating an internal chatbot with a custom GPT
In ChatGPT, users have the option of creating a custom GPT, which is exactly what we are going to do.
Start by collecting all the relevant documents.
We want to compile PDF files of all our relevant company-wide policies, like our benefits guide, HR policies, or FAQs we might already have. It's important we only use documents that are meant for company-wide (and even public sharing) so we do not want to include anything that is sensitive or confidential.
Create a custom GPT
Go to chat.openai.com and click Explore GPTs
Select + Create in the top right corner and walk through the setup flow
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When prompted, give your bot a clear name. We will call ours the Candy Mania HR Assistant, using our example of the candy company
Set your instructions
In the Instructions section, tell the GPT exactly how to behave, and include guidance to direct employees to a specific HR contact if the answer isn’t found in the uploaded materials. For example:
You are the HR Assistant for Candy Mania. Use the uploaded benefits guide and HR policies to answer employee questions. Always be clear, accurate, and professional. If you cannot find an answer in the uploaded materials, direct the employee to contact HR at hr@candiamania.com.
Set a conversation starter
We can also add a conversation starter to guide employees on the kinds of questions they can ask. For example, we might use:
I can help you find answers about HR policies and benefits—what’s your question?
Upload your documents and select the model
We will add the documents we collected and then select a preference for model. We'll use "No Recommended Model - Users will use the model they prefer". We'll also leave the capabilities at the default. For this case, we won't add any additional actions.
Create the bot
Once everything is loaded, let's click Create in the upper righthand corner and create the bot! We can create the bot so it's Private to us, accessible to anyone with a link, or searchable on the OpenAI GPT store. For this case, we'll want to share it with "Anyone with a link." This will make it accessible to anyone who has our link, which is why we want to make sure we didn't share sensitive documents.
Test the bot
To make sure everything is working, let's make sure we test the bot! We asked a question of the commuter benefit and got a customized answer back! This looks great. Of course, we should test it a few more times, but once we are confident it's working well, it's time to share!
Share with employees and prospective employees!
Now that we are good to go, it's time to share the link on our internal and external resources. Our custom-GPT can be the first-line of questions for our employees and prospective employees.
So What
An internal HR chatbot powered by a custom GPT turns repetitive questions into instant answers. Employees and candidates no longer wait days for basic information, while HR teams save hours otherwise spent responding to the same inquiries over and over. The result is faster communication, more empowered employees, and HR leaders who can focus their time on culture, strategy, and growth instead of inbox triage.
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