TalentHR’s HR assistant helps you find information about TalentHR features and, when enabled, lets you ask questions about your company’s employee data directly from the HR assistant chat.
You can use the HR assistant to:
- Ask how TalentHR features work.
- Get guidance on how to set up your TalentHR portal or assistance with troubleshooting based on TalentHR Help Center content.
- Ask questions about your employees, such as your company headcount, reporting lines, who is on leave today, or when an employee was hired.
| Note: The HR assistant provides information and guidance, but cannot perform actions in TalentHR. For example, it can explain how to approve a time off request, but it cannot approve it for you. Keep in mind that the HR assistant is AI-powered, so it can make mistakes. |
How to access the HR assistant
To open the HR assistant:
1. Sign in to your TalentHR account as an Admin or HR Manager, and click the HR assistant (1) icon at the top of the page.
2. The HR assistant panel opens on the right side of the page. Type your question in the Ask me anything! (2) field.
3. Submit your question to receive an answer.
You can ask questions in plain language. Use any language, and the HR assistant will reply back in your language of choice. There is no special syntax you need to use.
For example:
- How do I request time off?
- Where do I create a new job opening?
- How do I add a company holiday?
- How do I change an employee's manager?
For best results, ask one question at a time and be specific about what you need. You can also ask follow-up questions within the same conversation, as the HR assistant remembers the context of previous messages.
| Note: A single message can contain up to 2,000 characters. |
How to allow access to company data
By default, the HR assistant answers questions using standard TalentHR information from the Help Center.
To allow it to also answer supported questions using your company’s employee data:
1. Sign in to your TalentHR account as an Admin, HR Manager, or a custom role with permission to manage Domain settings.
2. Go to Settings (1).
3. Go to Domain settings (2).
4. On the General tab, scroll down to AI options.
4. Enable Allow company data access for HR assistant (3).
When company data access is:
- Off: The HR assistant can still answer questions about TalentHR features, but cannot answer questions about your employees.
- On: Users who have access to the HR assistant can also ask supported questions about company employee data.
The company-data option is also displayed inside the HR assistant panel when available.
| Note: Enabling or disabling company data access ends all active HR assistant conversations in the account. Users can then start a new conversation. |
Who can use the HR assistant
The HR assistant is in Beta, and is currently available on all TalentHR plans.
By default:
- Admins can use the HR assistant.
- HR Managers can use the HR assistant.
- Employees cannot use the HR assistant.
A custom role can use the HR assistant if it was cloned from the HR Manager role or from another custom role that already had access.
Note: HR assistant access is not available as a separate permission in the role editor. It cannot be manually enabled or disabled when editing a custom role.
What company data can the HR assistant use
When Allow company data access is enabled, users with access to the HR assistant can ask supported questions about all employees included in the available company data, even if those employees are not normally visible to them in the People directory.
These include:
| Area | Information available |
| Identity | First name, last name, full name, sign-in email |
| Organization | Division, department, job title, location |
| Employment | Hire date, current employment status |
| Contact | Work phone number |
| Personal | Gender, date of birth, marital status |
| Address | Country, city, street address, postal code |
| Identification | National identification or social security number |
| Nationality | Nationality and citizenship |
| Reporting line | Employee's manager, including their name, email, job title, and location |
| Time off | Whether the employee is on approved time off today, including the type and dates |
| Note: Company data available to the HR assistant cannot currently be restricted by employee, team, department, or other organizational criteria. |
For example, you can ask:
- How many people work in Engineering?
- Who reports to Maria Lopez?
- Who is on leave today?
- When did Alex Chen join the company?
- How many employees do we have in the Berlin office?
- Which employees are full-time in the Sales department?
The information available to the HR assistant includes current employees, employees with a future Hire date, and employees with a future Termination date until that date passes.
Employees whose Termination date has already passed are not included.
| Note: Because employees with a future Hire date are included, a headcount returned by the HR assistant may differ from the number of employees currently working at the company. |
How time off information works
When answering questions about who is on time off, the HR assistant considers an employee to be away only when:
- The time off request has been approved.
- The request has not been canceled.
- Today falls within the requested period.
Pending, canceled, past, and future time off requests are not included when answering questions such as Who is on leave today?
What company data is not available
The HR assistant does not currently have access to:
- Salary, compensation, pay history, or bonuses.
- Time off balances, allowances, or accrual rules.
- Custom employee fields.
- Employee numbers.
- Personal email addresses or personal mobile numbers.
- Documents, contracts, or uploaded files.
- Goals or Performance Review results.
- Surveys and survey responses.
- Assets and asset assignments.
- Hiring information, candidates, or job applications.
- Workflows, Tasks, or onboarding and offboarding checklists.
- Working hours, schedules, or Time Tracking entries.
- Employees whose Termination date has passed.
For example, the HR assistant cannot answer:
- What is Jane's salary?
- How many vacation days does Sam have left?
- Summarize last quarter's Performance Reviews.
- List everyone who left last year.
How to refresh company data
Company data is loaded when a new HR assistant conversation is prepared. Changes made in TalentHR are not automatically reflected in a conversation that is already running.
For example, if a new employee is added while an HR assistant conversation is already open, that conversation may not immediately include the employee.
Closing and reopening the HR assistant does not refresh the information if the same conversation is still active.
To make sure the HR assistant uses the latest available company data, sign in again and start a new HR assistant session. A new session always loads a fresh copy of the available information.
| Note: Resetting the conversation only refreshes the stored company data if that copy is at least two hours old. Otherwise, the existing copy is reused. |
How to reset a conversation
The HR assistant remembers previous messages within the same conversation, allowing you to ask follow-up questions.
To start a new conversation without the context of the current one, click the Reset icon at the top of the HR assistant panel.
A new conversation also starts when:
- You sign in again.
- Company data access is enabled or disabled.
| Note: The HR assistant does not keep a history of your conversations. If you close the assistant or sign out, the previous conversation will not be accessible to you when you next access it. |
What the HR assistant can and cannot do
The HR assistant can:
- Explain how TalentHR features work.
- Guide you through available functionality.
- Point you to relevant Help Center articles.
- Answer supported questions about company employees when company data access is enabled.
- Count, filter, and group employees using the available information.
- Answer questions about reporting relationships.
- Tell you who is on approved time off today.
- Answer follow-up questions within the same conversation.
The HR assistant cannot:
- Create, edit, approve, reject, assign, terminate, or delete anything in TalentHR.
- Accept or read uploaded files.
- Search the internet.
- Read your company's uploaded documents or policies.
- Access information belonging to another TalentHR account.