HR Chatbot
smHRty™ - Give Your Employees a Virtual HR Experience with AI-based HR Chatbot
Engage Employees Effectively with Intelligent Query-handling and Simplified App Usage
AI HR Chatbot
Introducing smHRty™ - An Interactive AI HR Chatbot
Experience the power of Artificial Intelligence with automated query resolution
24/7 Remote Virtual HR
Round-the-clock Virtual HR at your fingertips which can be accessed even from the Intuitive Mobile App.
Simplified Query Processing
Natural Language Processing for simplified conversational interactions with AI-powered HR Chatbot.
Instant AI-based Answers
Get Instant Replies with Contextual Answers for an Interactive Employee Experience.
What is HR Chatbot?
HR Chatbot is a virtual assistant or virtual HR, which enables the employees to communicate naturally with the system to automate various tasks and processes related to the HR department. Using a chatbot, HR professionals can streamline various human resources functions such as resolving employee queries, helping them download their payslips from their payroll software, and more.
Automated HR Chatbot
Resolve Employee Queries, round-the-clock!
Improve Employee Experience and Engagement with a Dedicated Virtual HR
Empower Employees
Invest in ESS Portal for Enhanced Automation & Efficiency.
Avoid Repetitive Queries
Divert Repeated Questions to Chatbot for Improved Effectiveness.
Policy Clarifications
Automate HR Policy Clarifications for Increased Awareness and Adherence.
Product Brochure
Common Functions of an HR Chatbot
- Resolve Employee Queries: HR Chatbot resolves employee queries round-the-clock.
- Empower Employees: It empowers the staff with company and employment details.
- Clarify HR Policies: It resolves employees’ doubts related to HR policies ensuring adherence.
- Share Company Information: It shares company and employment information with the staff.
- Provide Real-time Support: It provides real-time support whenever and wherever required.
- Boost Efficiency: It boosts the HR and employee efficiency in resolving employee queries.
- Better Onboarding: It provides enhanced options like auto-onboarding to ease HR load.
- Capture Feedback: It captures anonymous feedback to provide the admin with actionable insights.
HR Chatbot resolves employee queries round-the-clock.
It boosts the HR and employee efficiency in resolving employee queries.
It provides real-time support whenever and wherever required.
It empowers the staff with company and employment details.
It captures anonymous feedback to provide the admin with actionable insights.
It shares company and employment information with the staff.
It resolves employees’ doubts related to HR policies ensuring adherence.
It provides enhanced options like auto-onboarding to ease HR load.
What HRs think of Pocket HRMS
“We have been using Pocket HRMS Software for a year and are very happy with our choice. Excellent service support.”
– Niranjana Neelakantan
HR Director, TESSOL
“The support team is highly admirable. Their professional and polite approach to our queries is simply excellent.”
– Nishant Mahajan
Corporate GM-HR, EvolveBack
“Data monitoring & HR analytics are made easy by Pocket HRMS, it is upcoming the future of the HR industry”
– Sonal Gangwani
HR Manager, Ignatiuz
Resources for HR and People leaders
smHRty - AI Powered HR Chatbot In India
Empower your HR and redefine your employee experience with smHRty an A-I powered HR chatbot by Pocket HRMS.
Role of Meta AI in HR Management System
Meta AI is the future of artificial intelligence that dedicated to advancing the state of AI to improve Meta’s products and services.
An AI Enabled Attendance Management
Pocket HRMS strengthens the use of artificial intelligence in HR space with face recognition-based attendance system
How can I implement smHRty in my organization?
To implement smHRty in your organization, you need to follow the steps below:
Define the goals and objectives which should be fulfilled by your HRMS software, Pocket HRMS.
Share your company’s HR policies with us, which will help us train smHRty.
Experiment by deploying Pocket HRMS within a small team in your organization.
Deploy Pocket HRMS within the entire company and let your employees converse with smHRty.
Gather feedback from your staff, which can be used to create a set of improvements to be shared with us for future upgrades.
What are the processes that can be automated by an HR chatbot?
An HR bot can help HRs upgrade employee engagement by enhancing various aspects of employment such as:
Recruitment Management System
Onboarding
Engagement
Offboarding System
Can an HR chatbot replace human HR personnel?
While an HR chatbot can undertake all administrative tasks, they lack human being’s empathetic capabilities. While the AI algorithms behind these chatbots are advancing rapidly, it is still not advanced enough to replace complex human interactions. As a result, these chatbots are unable to react to complex questions. Hence, we can safely assume that chatbots will not replace human HRs for the foreseeable future.
How can an HR chatbot integrate with other HR solutions?
A chatbot can easily integrate with other HR platforms by using APIs and SDKs. One simply needs to take care of data abstraction by letting the HR bot access only the required information, and it would be able to interact with the database and fulfil the required duties.
Which AI is used for developing HR chatbots?
There are various algorithms used by different software vendors to develop an AI-powered chatbot. Some of the common ones are:
Naive Bayes Algorithm
Natural Language Processing (NLP)
Grammar & Parsing Algorithms
Support Vector Machine
Recurrent Neural Networks (RNN)
Markov Models
Long Short-Term Memory (LSTM)
Which industries can utilize an HR chatbot?
An HR chatbot can be used in a wide range of industries which require a team of HR professionals. Since it augments the HR functions efficiently, such a chatbot (HR) has become essential for the HR professionals to offload their work. Since they can be used without any special training, these chatbots have become vital for various industries ranging from IT, retail, manufacturing, hospitality, education, healthcare, and more.
How can you measure an HR chatbot's performance?
The performance of a chatbot can be tracked using advanced analytics and reporting tools. HRs can track metrics such as response time, accuracy, employee engagement, retention, conversion, and ROI using these tools. Having access to such analytics will provide you with the data required to tweak it to serve your employees better.
What is an HR Chatbot?
HR Chatbot is a specialized AI-based tool used to help employees in an organization undertake their HR-related tasks. These tools enable the staff members to ask their queries in natural language and get relevant results. Using a chatbot, employees can gather various kinds of information related to their environment such as remaining leaves, payslip details, attendance information, etc.
According to Grand View Research, the international chatbot size was USD 5132.8 million in 2022 and it is expected to grow at a Compound Annual Growth Rate or CAGR of 23.3% between 2023 and 2030. The advancement in artificial intelligence and the acceptance of AI-based chatbots among businesses and employees are some of the major reasons for increased market reach.
Types of HR Chatbots
There are various types of chatbots for HR available in the market currently. Some of the interesting ones are:
Chatbots for Recruiting
The chatbots for recruiting help the HR teams by answering the candidates and helping them with their common queries. Some chatbots for recruiting are capable of even aiding the candidates in filling out the application forms, which eases the burden on the recruiters. By easing the recruitment process for the candidates, chatbots for recruiting also enable streamlined application operations, creating a positive impact on them.
Onboarding Chatbot
Employee onboarding chatbot is another area of expertise for these chatbots since most of these tasks are administrative in nature. Recruits are required to undertake multiple tasks related to their onboarding and having a dedicated employee onboarding chatbot (HR) to guide them through the process will help them expedite it. It can also be useful in handling their multiple queries, which will ease the burden on HRs. Similarly, these chatbots can also reduce the communication gap often experienced by the recruits between their first day at work and the time when they accepted the offer.
Employee Engagement Chatbot
Employee engagement is essential for companies to thrive in a competitive business environment. Hence, chatbot for employee engagement are available in the market which provides multiple avenues for keeping the staff engaged with their workplace. For example, these chatbots can conduct anonymous surveys and polls and share the results with the HR teams, letting them understand their employees’ engagement levels and develop strategies to improve them. Similarly, the chatbot (HR) for employee engagement can also be instrumental in establishing the company’s work culture and policies, as the chatbot for employee engagement are available at the employees’ disposal around the clock.
Offboarding Chatbot
Offboarding is another opportunity for specialized chatbots to shine since it requires the employee to undertake multiple clerical tasks. For example, it can highlight the remaining tasks for the employee and the HR teams, helping them complete them easily for a smooth exit process. With the help of such reminders, the employees can pay any remaining dues on time, return the assets allocated by their organization, submit ID cards, and complete other essential processes within no time. A chatbot can also undertake exit interviews where the leaving employee can provide honest feedback without the fear of being judged.
Well-being Chatbot
Employee well-being chatbots help employees remain health-conscious by responding to health-related queries. Similarly, they can also offer mental health support by offering them confidential support sessions. Such chatbots can also provide access to employee wellness resources within the organization, enabling increased engagement with the company. These chatbots also enable the staff members to understand the organizational initiatives towards their well-being, further improving the employer brand.
Administrative Chatbot
These chatbots primarily provide support to the employees in the form of query resolution, and helping them undertake other HR-related tasks. For example, such chatbots can answer almost all common queries from the employees, as well as register tickets for IT or other issues, at the best of the employee.
Performance Review Chatbot
Performance review chatbots monitor employee performance reports and help the HR teams and managers undertake performance analysis. It also assists them in undertaking performance assessments, as well as enabling the employees to set goals and track their progress. They can also be instrumental in scheduling meetings, gathering feedback, collating performance reports, and more, which helps the staff understand the various steps involved in the process, making the process more transparent.
Helpdesk Chatbot
Chatbots for HR can also be developed to act as a dedicated helpdesk for employees as it resolves their queries whenever required. Helpdesk chatbots also help in finding and downloading their payslips, tracking their attendance, updating their information in the company database, and more. Having access to these settings anytime, from anywhere, enables the staff to stay abreast of their company’s operations, improving transparency and the sense of belonging to the organization.
Importance of HR chatbot
The relevance of an HR chatbot lies in its accessibility from anywhere at any time, which improves organizational transparency, and increases employee engagement. In fact, in a recent global HR survey conducted by the IBM Institute for Business Value, 66% of CEOs agreed that cognitive technology like chatbots will drive significant value in HR.
Some of the other factors that make these chatbots important for companies are:
1. Enhanced Efficiency
An HR chatbot vastly improves the efficiency of HR tasks as it can act as the first point of contact for the employees, freeing HR from having to repeatedly answer the same queries. Instead, the chatbot can be made to answer these common HR-related queries. It also helps automate the repetitive and clerical HR tasks, helping them allocate more time towards other strategic processes.
2. Better Employee Experience
These chatbots also provide a better employee experience since these bots can tackle their queries whenever they arise. Additionally, most HRMS Payroll software providers couple their chatbot (HR) with their plans to provide their staff with a virtual HR companion. Having access to such a tool enhances the employee experience since they can get their doubts and queries resolved whenever they require.
3. Simplified Data Handling
An HR Chatbot is also good at handling large amounts of data such as the ones generated within organizations. A dedicated HR chatbot will enable the HRs to tap into this data and gather meaningful inferences with the help of AI. Having easy access to such a vast database along with an AI companion improves the effectiveness of utilizing the database to make data-backed decisions.
4. Anonymous Feedback
Similarly, these chatbots enable the staff to provide anonymous feedback regarding multiple aspects of their organization, enabling them to provide honest opinions and suggestions to improve their workplace. These chatbots also support multiple languages and make it easy for individuals with disabilities to get help regarding any doubts related to their workplace, making their organization more diverse and inclusive, respectively.
5. Easy Availability
Chatbots in HR are also easily accessible, with most of them being a part of the HR suite and hence, heavily integrated with the existing HR software. As a result, it can access the company database and make authorized changes to the system without human intervention. Similarly, due to the easy access, employees can gather any information related to their employment, which makes the process highly efficient, improving the overall employee experience.
6. Single Point of Contact
An HR chatbot also acts as the primary point of contact for the staff members, making it extremely easy to get any information from their organization. Since the chatbots in HR can even be accessed via smartphones, it makes the process of getting queries resolved or requesting for leaves or attendance regularization using an attendance management system, simple and easy. All these factors improve the employee experience and enhance their engagement with the company.
What Are The Features of HR chatbot
Since chatbots in HR help the HR and employees undertake multiple responsibilities, it requires a rich set of features, which include:
Answering Employees
The primary feature of chatbots in HR is to provide answers to the employees whenever they enquire about anything related to their organization. A dedicated HR chatbot can vastly improve the efficiency of resolving employee queries, while also freeing the HR from having to answer repetitive questions.
Providing Self-service Options
Chatbots also facilitate the employee with multiple self-service options such as enabling attendance regularization, sharing leave requests with the manager, downloading reports and payslips, and more. Having access to such self-service options improves the employee experience as they can access these details anywhere, at any time without having to bother their HR.
Supporting Candidates
These chatbots also support the candidates through their recruitment and onboarding process. They can enquire about the vacant position, while the chatbot can guide them through the multiple steps of the recruitment process. Similarly, it can remind them regarding their documents’ submission and other related formalities during the onboarding process, ensuring a smooth onboarding experience.
Streamlining Approvals
Additionally, these chatbots streamline the approval processes in companies as they enable the employee to raise multiple employment-related requests such as leaves, on-duty, etc from the leave management system. Moreover, it can also highlight the same to the manager, ensuring that the staff member receives quick approvals. This option further improves the employee experience, enhancing the company’s employer brand.
Sharing Feedback
These chatbots can also act as an effective mechanism for sharing feedback since it is impersonal in nature. Employees can open up and speak their minds since they are talking with a chatbot, while the company’s confidentiality will protect them. On the other hand, it can also be used to share constructive feedback with the employee by making use of the performance data.
Providing Analytics
Since chatbots in HR can access company databases, they can also provide in-depth analytics using modern technologies like Artificial Intelligence, Machine Learning, and more. By utilizing such technologies, an HR chatbot can even predict the future by identifying historical patterns and recognizing common trends.
Helping Train Employees
Similarly, chatbot for employees can also be used to train them as they are highly accessible to them. With AI, human resources chatbot can even be repurposed to be their trainer and ensure better overall training efficiency and effectiveness. It can also share the training feedback with the HRs to let them understand how effective their training is, and make any changes if required.
Sharing Company Policies
Chatbots are an effective way to share company policies with the employees as they can provide accurate information. Additionally, employees can even check out company policies on sensitive matters such as Prevention of Sexual Harassment (PoSH), performance metrics, and others, without having any apprehension about contacting their HR department, easing the process of creating awareness regarding these policies.
Providing Personalized Experience
Human Resources chatbot can also provide a personalized experience to each employee by sharing personalized feedback, sharing relevant data whenever required, and undertaking other duties pertaining to each employee individually. It helps the staff member to identify with their HR chatbot and have a connection, which helps in keeping them engaged with the company.
What Are The Benefits Of HR Chatbot?
There are multiple benefits of deploying an HR Chatbot in any organization as they can help the employees at any time by being available at their fingertips. As a result, they can stay connected and engaged with their organization around the clock.
Some of the other major benefits of a dedicated HR chatbot are:
1. Improved Efficiency
An HR chatbot improves the efficiency of the HR department as they can outsource the task of handling employee queries to the bot. Studies have shown that HRs spend almost 40% of their productive time resolving employee queries and having a dedicated chatbot to accomplish this task will greatly improve their overall productivity. Additionally, since the chatbot can quickly answer employee queries, it also proves to be a factor in improving employee experience throughout the organization, leading to better productivity and an overall increase in efficiency.
2. Simplified Query Resolutions
Chatbots simplify the process of raising queries with the HR department. Instead of having to contact them personally via a scheduled meeting or an email chain, an employee can simply get their answers within a matter of a few taps. It makes the process of enquiring about anything related to their company quick, simple, and easy. Due to simplified query resolutions, employees can also stay aware of the various company policies, leading to a better workplace.
3. Transparent Processes
Additionally, with the help of a chatbot, employees can learn about their organization and its processes, improving the overall transparency within the organization. Due to transparent processes, the employees can better understand their organization, which also improves their trust and engagement with the company.
4. Increased Productivity
Chatbots can also automate several tasks for the employees and the managers within the organization, which helps reduce the time spent on clerical work. Instead, the HR staff can reallocate their time to more strategic tasks, which improves their productivity, elevating their role within the company.
5. Cost Savings
Since an HR chatbot can handle a multitude of tasks, it is a highly cost-effective solution. They automate the process of query handling, employee request handling, training, notifications, and more. As a result, they save the time, effort, and money spent on these tasks, while also improving the efficacy of these operations. Moreover, they are highly scalable solutions, making them ideal for even start-ups, as they can practically handle most of the clerical HR tasks singlehandedly, resulting in better cost savings.
6. Accessible Services
Chatbots also provide 24/7 service to the employees, acting like a virtual HR at their fingertips. Such easy access to their company provides improved transparency to the employee, while also assuring them that they can connect with their company whenever needed. Since chatbot for employees also facilitate request handling, they can raise their requests at any time and the bot will be able to answer them promptly, further increasing the accessibility of reaching HR.
7. Honest Feedback
Since HR bots can also provide confidentiality and anonymity, the employees can also be more honest with their feedback. It also applies to the management, which can provide constructive feedback to their staff members, whenever they require it. Having the means to share genuine feedback helps the company become more transparent and productive, as employees understand their value to their organization.
8. Better Decisions
Chatbots also provide vast amounts of data that is collected via employee interactions. This data is extremely helpful in understanding the employees’ mindset and making effective decisions for the well-being of the company and its staff members. The positive changes made by the management by taking the employee query database will also have a positive impact on the staff members, letting them understand that their management is serious about their employee well-being. It helps them stay engaged and loyal to their organization.
How can HR chatbots improve employee engagement?
HR bots are an extremely potent tool in the HR arsenal to improve employee engagement within the organization, as they enable:
Simplified Query Handling
A chatbot is an extremely versatile tool that can be customized according to the company’s requirements. Additionally, these bots are easily accessible to the employees since most of them are available in the form of smartphone apps, which makes them the ideal option for staying connected with the employees 24/7. As a result, employees can enquire about anything related to their organization whenever they feel, making the process as easy as chatting with a friend.
Promote Inclusive Culture
HR bots also provide a vast amount of data collected via employee interactions. This data is extremely helpful in understanding the employees’ mindset and making effective decisions for the well-being of the company and its staff members. Additionally, the chatbots can also promote inclusivity since employees can even converse with them in regional languages, which adds to their usage, making them excellent tools for employee engagement.
Streamline Employee Feedback
Chatbots are instrumental in streamlining the process of employee feedback as they make the process more accessible. These bots are extremely versatile and hence, adept at collecting feedback using surveys and polls. They can also be used effectively for collecting anonymous feedback, which helps improve the overall employee satisfaction rate within the organization, which also results in an improved employee engagement rate.
Provide Personalized Experience
Chatbots also provide a personalized experience to the employees since they can let the employees stay connected with their organization 24/7. Since it helps the employee understand their company better through the discourse of company policies, a chatbot further engages the staff members. Since the employees need not approach their HR for basic requirements, it helps them gather the required information within a few clicks, further improving their engagement with their company.
Why Should Your HR Department Invest In HR Chatbots?
There are multiple reasons which make an HR bot the ideal companion for your HR department. While it helps them streamline their administrative tasks utilizing modern technology, they can also be an effective tool in keeping the employee engaged with your organization.
The main factors for investing in chatbots for your HR department are:
1. Automating Query Resolution
HR chat bots enhance the employee experience by providing automated query resolution to the staff members. By taking care of this major task for the HR department, chatbots free them from having to repeatedly answer the same queries. These tasks can also be scaled according to the organizational growth, ensuring streamlined employee query handling even for larger organizations. Hence, you should opt for a dedicated HR bot, based on solely the fact that they quickly tackle queries from the employees and recruits.
2. Collating Company Data
Another major benefit of having a dedicated HR chatbot is that you can collate data quickly with its help. Chatbots have access to large company databases, which enables them to learn about the company, (with the help of AI), and process this information to support the HR teams in making data-backed decisions. As a result, chatbots are extremely useful for decision-making by sifting through the company data, making them ideal for the HR department.
3. Personalizing HR Operations
Chatbots also provide employees with a personalized experience as they can ask any query and get an answer developed solely in response to that specific query. With the help of AI, chatbots are an effective tool for ensuring employee satisfaction and engagement for any organization. By personalizing the answers to the employee, they can understand it better, resulting in better adherence to company policies too.
4. Providing Consistent Experience
Chatbots also provide a consistent experience to the staff members, making everyone feel included. It can also cater to people from diverse backgrounds without any bias, making them excellent options for resolving employee queries. By providing a consistent experience, chatbots help keep the employees actively engaged with your company, creating loyal staff members.
5. Staying Cost-efficient
According to a blog by CNBC, chatbots were expected to lower business costs by $8 billion by the year 2022 worldwide. The same philosophy of cost-savings also applies to chatbots as they prove highly effective in lowering HR query resolution times, as well as improving employee engagement in companies. As they can answer all employee queries, they prove highly cost-efficient both directly and indirectly to the company, making a strong case for their inclusion in the HR department.
6. Engaging Employees
Employee engagement is a major factor in the success of any organization, and HR chat bots are crucial to improving it multiple times. Since engaged employees remain loyal to their organization and are more productive, it helps the company build a community of loyal and satisfied staff members, who wish to stay longer with their organization and are involved in improving the organizational productivity and success. Hence, chatbots play a significant role in enhancing employee engagement, further cementing their requirement for the HR teams.
How To Find The Right HR Chatbot For Your Company?
There are specific features of an HR chatbot that make it ideal to interact with employees and provide the necessary assistance. Some of the most essential features of a dedicated HR chatbot include:
Adaptive Learning
It is critical that the chatbot learns the user’s query patterns and understands them better to ensure improved performance over time. Using Artificial Intelligence (AI) and Machine Learning (ML), chatbots can learn the common queries of the employees and hence, improve the quality of the answer to match exactly with the user intent. Adaptive learning also ensures that the HR bot can help the employee better in the future.
Actionable Insights
The HR chatbot should also provide actionable real-time insights which would enable the HR and management to simplify their processes further. It will help them avoid confusing scenarios in the future and make the HR processes more streamlined. With the help of the data reported by the HR chatbot, companies can further enhance and streamline their processes to reduce the number of questions to the chatbot, enhancing the overall processes.
Easy Customizability
The HR chatbot that you deploy should also be highly customizable since it should cater to the exact requirements of the organization. Similarly, as it is software that would be used daily within the company, it should be able to create a rapport with the employees and be interesting enough to be used daily. Hence, personalization and customization should be a default feature in the chatbot that you choose.
User-friendly Interface
It should also have an intuitive user interface for providing ease of usage for the employees. Since the chatbot is supposed to be used by each employee, its user experience should be very easy, ensuring its prolonged usage. Since technology is used to simplify and streamline daily operations, having a complicated chatbot will fail to fulfil its purpose, making it harder to concentrate on the task at hand. Hence, the chatbot that you choose should be very user-friendly.
Multilingual
HR chatbot should also be multilingual to cater to employees of all ethnicities and races. A multilingual HR chatbot is especially relevant for a country like India which consists of so many languages and slangs within the languages. An HR chatbot with regional language capabilities will also vastly enhance its adoption and usage rate among the staff, leading to increased engagement.
Lag-free Performance
The HR chatbot should not freeze or lag as it is required to provide easier usage to the staff. If the chatbot lags or freezes while undertaking its tasks, it hampers the employee experience, making them avoid it, and resulting in disengagement. As a result, employees would stop using it altogether, making it a waste of investment. Hence, it is essential to have an HR chatbot that is lag-free and provides a smooth performance even under heavy usage.
5 Best HR Chatbots
There are multiple chatbots available in the market and choosing the ideal one should be based on the factors that we discussed above. However, let us share the 5 best HR chatbots in India:
1. smHRty
smHRty is a versatile AI-powered HR chatbot that can provide complete support to HR teams with the use of Artificial Intelligence. Being a part of Pocket HRMS, it can fetch payslips, inform about HR policies, attendance details, leave balance, late marks information, and more.
2. Amber
Amber is powered by inFeedo’s Conversational AI which enables streamlined engagement through empathetic conversations with the employees. It can gather personalized feedback, analyze employee sentiment, and predict attrition, as well as route complex queries to the right agents.
3. Jinie
Jinie is an AI-based ‘talent coach’ that recommends personalized learning programs to the employees. It can provide the employees with succession plans based on individual talent profiles and nudge them to accomplish their goals.
4. Haptik
Haptik utilized Generative AI or Gen AI, to answer the employees and provide accurate and personalized assistance. It can be also integrated with your website, WhatsApp, Instagram, Messenger, etc.
5. Gupshup
Gupshup is another cloud-based general-purpose conversational AI that can be customized to engage employees actively. It provides multiple features that are geared towards maximum engagement and transactions.
