HR Solution Updated October 2026

Your employee handbook, as a chatbot in Teams and Google Chat

Nobody reads a 60-page handbook to find the PTO carry-over rule. They message HR. An employee handbook chatbot answers that message for you: employees ask in Microsoft Teams or Google Chat, and the bot replies from your handbook and HR policies, citing the section.

Try it with your handbook See how it works
Answers from your handbook onlyNo made-up policy. If it is not in the handbook, the bot says so
Cites the sectionEmployees can check the source, so they trust the answer
Lives in Teams and Google ChatNo portal, no new app for employees to learn
Update by re-uploadingA new handbook version replaces the old one, no retraining
How It Works

From handbook PDF to answers in chat

  1. 1

    Upload the handbook and policies

    PDF or Word, or pick files from Google Drive, SharePoint, OneDrive or Confluence. Add the benefits guide, holiday calendar, travel and remote work policies too.

  2. 2

    Set the HR instructions

    Use the HR template or write your own: tone, what to hand off to a person, which topics never to answer.

  3. 3

    Choose who can ask

    Add employees to the HR group. HR-only documents can go in a separate group that only HR can query.

  4. 4

    Install in Teams or Google Chat

    Employees DM the bot or @mention it in an #ask-hr channel or space.

Examples

What employees ask the handbook

PTO
Carry-over
"Can I carry over unused vacation days?"

Answers with the carry-over limit and deadline, and names the handbook section.

Policy
Remote work
"Can I work from another country for two weeks?"

Quotes the working-abroad rule and who approves it.

Leave
Sick leave
"Do I need a doctor's note for two sick days?"

Gives the threshold from the sick leave policy and how to report it.

Conduct
Dress code
"Is there a dress code for client visits?"

Answers from the code of conduct, or says the handbook does not cover it.

More conversations in HR chatbot examples.

Why Not ChatGPT Directly?

Handbook chatbot vs pasting the handbook into ChatGPT

Handbook chatbot (ChatGridAI)Employees using ChatGPT
Where employees askIn Teams or Google ChatIn a separate ChatGPT tab
Uses the current handbookYes, the version HR uploadedWhatever file each person pasted
Cites the policy sectionYesOnly if the user asks
HR controls the answersInstructions and documents set by HRNo
Licenses$5 per seat plus your OpenAI usageA ChatGPT plan per employee
Before You Upload

Handbook tips that make answers better

  • Use the current version and remove old drafts, so the bot does not cite last year's rules.
  • Keep headings and section numbers; they become the citations employees see.
  • Split very long handbooks into topic files (leave, benefits, conduct) if they cover many countries or entities.
  • Add an AI use policy if you have one. Employees will ask about it.
  • Decide the handoff topics (complaints, health, pay disputes) and write them into the instructions.
FAQ

Common questions

Yes, if the handbook is available to it. ChatGridAI connects your OpenAI account to the handbook and puts the bot in Teams or Google Chat, so every employee gets answers from the same current version, with the section cited.
Upload the new version and remove the old one. The next question uses the new text. There is no model training involved.
It is instructed to answer only from your documents and to say when it cannot find an answer. Every answer cites its source, so employees and HR can check it.
Yes. Create one group per country or entity, each with its own handbook and members, so people only get answers from the policies that apply to them.
Documents are stored in your own OpenAI vector store, not on ChatGridAI servers, and only members of a group get answers from its documents. ChatGridAI is Microsoft 365 Certified.

Put your handbook in chat this week

Upload the handbook, add your team, install in Teams or Google Chat. Free for 14 days.

Start Free Trial Read the setup guide

$5/seat/month - 14-day free trial with 10 seats - no credit card required