HR
Chatbot
An AI HR assistant built for non-profit teams. It answers policy questions from your own documents and runs leave from request to approval — so your HR team can focus on the people, not the paperwork.
The Problem
NGO HR teams are drowning in admin
Non-profits run on lean HR teams that can't afford to spend their days answering the same questions. Policy answers live in a shared drive nobody can navigate.
Leave requests arrive by form, email chain, and WhatsApp. Approvals stall when a manager is away. Balances are checked by hand. It's fragile, slow, and error-prone.
Capabilities
What the HR Chatbot does
Policy Q&A with Sources
Staff ask questions in plain language and get answers drawn from your own policy documents — with the source document and page shown beside each answer.
Leave, Start to Finish
Check a balance, apply, cancel, or log emergency leave after the fact — all in conversation. There is no paper form behind it. The conversation is the form.
Two-Step Approvals
Requests route to the manager, then HR, through secure single-use email links. Approvers stay in step with your HR system, and stalled requests are flagged automatically.
Privacy by Design
The AI model never sees a real name or email address. Identity stays inside the application and the model works on anonymised text.
HR System Integration
Balances, leave history, reporting lines, and holidays are read live from your HR system, so there is one source of truth and nothing to re-key.
Usage Reporting
Every question is labelled by what the assistant actually did, so you can see what staff ask about, who is using it, and where adoption needs a push.
Architecture
Production-grade from day one
This is not a chatbot builder. Every action the assistant claims is verified against the database before it is reported, answers are attributed to what actually produced them, and the AI provider sits behind an adapter so you are never locked in. It ships with a full automated test suite.
Tech Stack
- FastAPI backend · web chat interface
- Google Workspace single sign-on
- Retrieval over your policy documents (ChromaDB)
- PostgreSQL for conversations, approvals, and audit
- OrangeHRM or internal HRIS integration
- Claude AI core behind a swappable adapter
In Practice
Live at a non-profit in India
The HR Chatbot runs in production for a non-profit with a few dozen staff. It has replaced the paper leave form entirely and also answers questions about the volunteer programme from live data. The honest lesson: the tool worked from day one — building the habit of using it took deliberate adoption work, and we now plan for that in every deployment.
Get Started
Deploy an HR Chatbot for your organisation
Tell us about your organisation and team size. We'll get back to you within one business day.