Use Cases — HR

Give your HR team an AI workforce that never sleeps.

From CV screening to onboarding, absence management to e-learning creation — theywork365 agents handle the repetitive HR workload autonomously, inside your Microsoft 365 environment.

Start your first HR agent How it works

  • 80%

    Reduction in CV screening time

  • €0

    Upfront cost to deploy

  • 24/7

    Available to employees

The challenge

HR teams spend the majority of their time on tasks that are repetitive, rule-based, and time-consuming — exactly the tasks AI agents are built for. theywork365 agents integrate with your existing M365 tools (Teams, SharePoint, Outlook) and your HRIS, handling volume work autonomously while your team focuses on strategy, culture, and people.

Agents

What HR agents can do for you.

Each agent is built specifically for your processes and data. Pricing is per action — you pay only for the value delivered.

  1. 01

    HR Buddy

    per Query answered

    Helps employees find information in company procedures, policies, and HR documentation instantly. Reduces the volume of repetitive questions to the HR team and empowers employees to self-serve.

    Before

    HR team members spend hours every week answering the same procedural questions via email or Teams. Employees can't find the right document and give up or ask a colleague.

    After

    Employees get instant, accurate answers from HR Buddy 24/7. The HR team is freed from repetitive queries and can focus on strategic work.

    How the agent works — step by step

    1. 1

      Employee asks a question via Teams (e.g. 'How many sick days am I entitled to?')

    2. 2

      HR Buddy searches the company's HR policy library on SharePoint

    3. 3

      Retrieves the relevant policy section and formulates a clear answer

    4. 4

      Responds to the employee with the answer and a link to the source document

    5. 5

      Logs the query category for HR analytics

    6. 6

      Escalates to HR team if the question falls outside policy documentation

  2. 02

    HR Services Agent

    per Request handled

    Gives each employee a personalized HR assistant that knows their contract, entitlements, and personal data. Answers questions about remaining leave, benefits, and supports self-service updates like bank details.

    Before

    Employees contact HR to ask about their remaining vacation days, benefits, or to update personal information. These requests are simple but consume significant HR bandwidth.

    After

    Employees get instant, personalized answers about their own data and can update non-sensitive information autonomously. HR handles only exceptions.

    How the agent works — step by step

    1. 1

      Employee authenticates via Microsoft Entra ID (SSO)

    2. 2

      Agent retrieves the employee's personal record from the HRIS

    3. 3

      Answers questions: remaining leave, benefit entitlements, contract terms

    4. 4

      Supports self-service updates: bank account details, personal address, emergency contacts

    5. 5

      Logs all interactions for HR audit trail

    6. 6

      Escalates complex requests (e.g. contract amendments) to HR team

  3. 03

    Learning & Development Agent

    per Recommendation delivered

    Recommends personalized training programs based on each employee's role, skills, performance goals, and career aspirations. Connects employees with the most relevant internal and external learning resources.

    Before

    Training is generic and not personalized. Employees don't know what courses are available or relevant to their goals. L&D teams manually match people to programs.

    After

    Every employee receives a tailored learning path aligned to their goals. Engagement with training programs increases and skill gaps close faster.

    How the agent works — step by step

    1. 1

      Employee shares their development goals via Teams or HR portal

    2. 2

      Agent reads the employee's current role, skills profile, and performance data

    3. 3

      Scans the internal learning catalog and external training providers

    4. 4

      Identifies the most relevant courses, certifications, and resources

    5. 5

      Delivers a personalized learning plan with timeline and priorities

    6. 6

      Follows up monthly to track progress and adjust recommendations

  4. 04

    Interview Feedback Agent

    per Feedback report generated

    Collects, structures, and summarizes all interviewer feedback for each candidate in one place. Eliminates scattered notes and email threads, giving recruiters a clear, consolidated view of every candidate.

    Before

    Interview feedback is scattered across emails, notes, and calendar invites. Recruiters spend hours chasing interviewers and consolidating feedback. Bias creeps in when feedback isn't structured.

    After

    All feedback is collected through a structured form, consolidated automatically, and summarized for the recruiter. Hiring decisions are faster and better documented.

    How the agent works — step by step

    1. 1

      Interview is logged in the ATS and triggers the agent

    2. 2

      Agent sends a structured feedback form to each interviewer via Teams

    3. 3

      Collects responses and structures them by competency and rating

    4. 4

      Generates a consolidated feedback summary for the candidate

    5. 5

      Posts the summary to the recruiter's channel with a recommendation signal

    6. 6

      Archives all feedback linked to the candidate record for compliance

  5. 05

    CV Screener

    per CV screened

    Reads incoming CVs, scores them against the job description, extracts structured candidate profiles, and ranks applicants. Highlights skill gaps and flags top candidates for recruiter review.

    Before

    A recruiter reads 50–200 CVs manually per role, taking 2–5 hours. Quality is inconsistent and depends on who's reading.

    After

    The agent processes all CVs in minutes, delivers a ranked shortlist with structured profiles, and the recruiter reviews only the top 10–15.

    How the agent works — step by step

    1. 1

      New CV arrives via email or ATS integration

    2. 2

      Agent reads the CV and the active job description

    3. 3

      Scores the candidate on required and preferred skills

    4. 4

      Extracts structured profile: experience, education, languages, gaps

    5. 5

      Ranks the candidate against all others for the same role

    6. 6

      Posts a summary card to the recruiter's Teams channel

  6. 06

    Absence Manager

    per Request handled

    Handles leave requests end-to-end: checks policy compliance, verifies team coverage, notifies the line manager, updates the HR system, and confirms to the employee — all autonomously.

    Before

    Each absence request involves 3–5 email exchanges between employee, manager, and HR. Processing takes 1–2 days and errors happen when policies are applied inconsistently.

    After

    The agent handles the entire flow in minutes. HR only intervenes for edge cases flagged by the agent.

    How the agent works — step by step

    1. 1

      Employee submits leave request via Teams or email

    2. 2

      Agent checks request against company leave policy

    3. 3

      Verifies team coverage and conflicting absences

    4. 4

      Notifies line manager for approval (or auto-approves within policy)

    5. 5

      Updates HRIS and calendar once approved

    6. 6

      Sends confirmation to employee with dates and remaining balance

  7. 07

    Onboarding Guide

    per Session completed

    Walks new hires through their first 30/60/90 days via Teams: company policies, tool setup, role-specific training paths, and check-ins at key milestones.

    Before

    Onboarding is inconsistent across departments. HR and managers spend hours repeating the same information. New hires feel lost in the first weeks.

    After

    Every new hire gets the same structured, personalized onboarding experience. HR tracks completion automatically and is alerted only when a milestone is missed.

    How the agent works — step by step

    1. 1

      New hire record created in HRIS triggers the agent

    2. 2

      Agent sends welcome message via Teams with first-day checklist

    3. 3

      Delivers policy documents, tool access guides, and role-specific content in sequence

    4. 4

      Checks in at day 7, day 30, and day 60 with structured questions

    5. 5

      Alerts HR manager if key milestones are incomplete

    6. 6

      Generates onboarding completion report at day 90

  8. 08

    Career Path Advisor

    per Profile analyzed

    Analyzes employee profiles, performance data, and internal job openings to suggest personalized development paths. Proactively surfaces opportunities employees may not know exist.

    Before

    Career conversations happen once a year in performance reviews. Employees don't know what internal opportunities exist. Talent is lost to external moves that could have been prevented.

    After

    Employees receive proactive, personalized career suggestions quarterly. Internal mobility increases and retention improves.

    How the agent works — step by step

    1. 1

      Agent reads employee profile: role, skills, tenure, performance history

    2. 2

      Scans internal job openings and learning catalog

    3. 3

      Identifies skill gaps between current role and aspirational roles

    4. 4

      Generates a personalized development plan with recommended courses

    5. 5

      Sends summary to employee and their manager via Teams

    6. 6

      Updates quarterly and alerts HR when an employee hasn't engaged

  9. 09

    E-Learning Creator

    per Module created

    Generates structured training modules from internal documentation, policies, and SOPs. Produces content in formats compatible with your LMS — reducing content creation time from weeks to hours.

    Before

    Creating a training module takes an instructional designer 2–4 weeks. Most internal knowledge lives in documents that never get turned into training.

    After

    The agent converts existing documentation into structured modules in hours. The L&D team reviews and approves, then publishes — cutting production time by 80%.

    How the agent works — step by step

    1. 1

      HR uploads source document (policy, SOP, product guide) to SharePoint

    2. 2

      Agent reads and structures the content into learning objectives

    3. 3

      Generates module: sections, key concepts, examples, and quiz questions

    4. 4

      Formats output for LMS import (SCORM-compatible structure)

    5. 5

      Posts draft to L&D team channel in Teams for review

    6. 6

      Publishes to LMS upon approval

  10. 10

    AI Adoption Coach

    per Coaching session

    Helps employees build confidence and competence with AI tools. Monitors usage patterns, sends personalized tips, runs micro-learning sessions via Teams, and reports adoption rates to HR leadership.

    Before

    AI tools are rolled out but adoption is patchy. Power users thrive while others ignore the tools. There's no visibility into who is using what, or how effectively.

    After

    Adoption rates are visible and growing. Employees receive personalized nudges at the right moment. HR can report AI ROI to leadership with data.

    How the agent works — step by step

    1. 1

      Agent monitors AI tool usage signals from M365 tenant

    2. 2

      Identifies low-adoption employees and segments by role

    3. 3

      Sends personalized tips via Teams based on the employee's job function

    4. 4

      Runs weekly 2-minute micro-learning challenges

    5. 5

      Tracks engagement and progression over time

    6. 6

      Generates monthly adoption dashboard for HR leadership

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