HR & People Ops Solution

The HR AI Chatbot
that answers before
the ticket is created

Train an AI assistant on your employee handbook, benefits guides, PTO policies, and onboarding materials. Your employees get accurate, instant answers 24/7 — without opening a Slack thread or emailing HR. Powered by Heeya's RAG platform.

Try it free for 7 days — no credit card Email us

Trusted by HR teams in SMBs, mid-market companies, and global enterprises.

Heeya HR Assistant

Online 24/7

Hi, how do I enroll in dental insurance? I just joined last week.

Welcome! Per the Benefits Guide (p. 8), new hires have a 30-day enrollment window. To add dental coverage: 1) Log into the benefits portal at benefits.yourcompany.com, 2) Select "Dental" under Open Enrollment, 3) Choose your plan tier and confirm. Need the direct link or the plan comparison sheet?

Yes please — and how many PTO days do I get in year one?

Year-one employees accrue 15 PTO days, plus 10 company holidays. PTO starts accruing on day one at 1.25 days/month. You can request time off in the HRIS under "Time Off." Anything else I can help with?

57%

of HR time spent on admin tasks

Source: Deloitte

80%

of repeat HR questions automatable

Source: Gartner

82%

better new-hire retention with AI onboarding

Source: AIHR

30 min

average time to go live with Heeya

No IT project required

Your HR team is drowning in repeat questions

The same 20 questions account for the majority of HR tickets in most companies. Every hour spent answering them is an hour not spent on retention strategy, compensation design, or building a high-performance culture.

Repetitive policy questions

"How much PTO do I have left?" "When does open enrollment close?" "Can I work remotely on Fridays?" Your team knows the answers cold — but typing the same reply 40 times a week is not a good use of their expertise.

Slow, inconsistent onboarding

New hires ask the same onboarding questions across Slack, email, and in-person. The employee handbook PDF sits unread in a shared drive. Every new joiner gets a slightly different experience depending on who answers first.

Scaling without adding headcount

Going from 50 to 200 employees triples HR ticket volume but your People Ops team stays the same size. The only sustainable path is deflecting routine requests so your team can absorb growth without burning out.

An HR chatbot that knows your company, not a generic FAQ

Heeya's RAG technology turns your internal documents into a searchable knowledge base. When an employee asks a question, the AI retrieves the exact relevant passage from your handbook or policy doc and crafts a precise answer — citing the source so the employee can verify it.

Unlike generic HR chatbots that rely on publicly trained models, Heeya only answers from what you have uploaded. If something is not in your knowledge base, it says so and escalates to a human. This sharply reduces the risk of hallucinations and of wrong policy information reaching your employees.

Source-cited answers

Every response references the exact document and section it came from, so employees trust the answer.

Instant updates

When a policy changes, re-upload the document. The AI updates in seconds — no retraining required.

Smart escalation

Sensitive topics — workplace conflicts, harassment, termination — are automatically routed to a human HR contact.

Multi-language

Employees can ask in English or French. Great for bilingual teams.

What your employees get

✓ Instant, accurate answers to PTO, benefits, and payroll questions — at 11 PM if needed.
✓ Step-by-step onboarding guidance from day one, consistent for every new hire.
✓ Answers grounded in your official policies, not generic internet advice.
✓ A clear path to a human when the question really needs one.

What your HR team gains back

✓ Fewer interruptions from questions the handbook already answers.
✓ Visibility into what employees are asking most — a real pulse on the workforce.
✓ More capacity for strategic work: talent development, manager coaching, culture initiatives.
✓ A consistent, compliant onboarding experience at any scale.

From new-hire day one to
everyday people ops

Heeya adapts to every stage of the employee lifecycle. Upload the relevant documents and your agent is ready for the use case within minutes.

New hire onboarding

When a new joiner asks "Where do I submit my I-9?" or "How do I set up direct deposit?", the chatbot walks them through it step by step using your onboarding checklist. No HR team member pulled away. No Slack messages lost in a busy channel.

Benefits enrollment and open enrollment

"What's the difference between the PPO and the HDHP?" "Does my domestic partner qualify for coverage?" Upload your benefits summary plan description and the AI answers these accurately, reducing enrollment errors and benefits portal calls.

PTO, leave, and time-off policies

Accrual rates, carry-over limits, FMLA eligibility, parental leave length — employees ask HR about leave policies constantly. The chatbot answers from your actual leave policy document, not from memory or best-guess.

IT and access request helpdesk overlap

A large share of HR tickets are really IT access or equipment questions that fall in the gap between departments. Deploy a Heeya agent on your internal helpdesk to handle both, with separate knowledge bases per agent.

Careers site and recruitment FAQs

Embed an agent on your careers page to answer candidate questions: "Is this role remote?", "What's the interview process?", "Do you sponsor H-1B visas?" Pre-qualify candidates and collect contact information via the built-in form, so your recruiters work with filtered leads.

Deploy your HR AI chatbot in 4 steps

No IT project. No vendor implementation sprint. Your HR team can own this end to end.

Upload your HR documents

Add your employee handbook, benefits guide, PTO policy, onboarding checklist, or any HR document in PDF, DOCX, or TXT format. Heeya processes them instantly using RAG indexing.

Configure your agent

Set the agent's name, tone (formal or friendly), topics to escalate to a human, and any specific instructions. Takes about 5 minutes with no technical knowledge required.

Embed on your intranet

Copy one line of JavaScript into your intranet, SharePoint, Notion page, employee portal, or careers site. Compatible with any CMS or custom-built portal.

Monitor and improve

Track conversation analytics to see what employees ask most, where the agent escalates, and which documents cover the most ground. Use the insights to fill knowledge gaps proactively.

The business case for HR FAQ automation

HR professionals spend an average of 57% of their time on administrative tasks (Deloitte). Here is what deflecting the repetitive work actually looks like in numbers.

Scenario: 3-person People Ops team, 200 employees

Repetitive HR questions per month ~400

Average time per ticket (read + reply) 10 min

Total team time on tickets per month ~67 hours

Questions handled by AI chatbot 80% (320 questions)

Time reclaimed per month ~53 hours

Estimated annual capacity freed 636+ HR hours/year

Based on Deloitte and Gartner benchmarks. Actual results vary by company size and question complexity.

Deflect up to 80% of HR helpdesk tickets

PTO balances, benefits questions, expense reimbursement steps, remote work policy, payroll timelines — the AI handles all of these instantly, around the clock, with source citations. Your team only sees the tickets that genuinely need a human judgment call.

Cut new-hire time-to-productivity by 50%

A new employee typically asks 40-60 questions in their first 90 days. With an AI onboarding chatbot available on day one, they get answers immediately instead of waiting for a 1-on-1 with HR or digging through an outdated shared drive.

Improve employee experience scores

Employees who get instant, accurate answers to their HR questions report significantly higher satisfaction with the HR function. Removing friction from routine interactions is one of the highest-ROI improvements a People Ops team can make.

ROI from month one

At €19/month, Heeya costs less than a single HR team-member hour. The moment the chatbot deflects five tickets in a day, it has paid for the month. View full pricing.

A new hire fully oriented in one conversation

This is what a Heeya HR agent looks like on an employee portal — answering real onboarding questions from your actual documents without pulling a single person from the HR team.

✓
Answers grounded in your specific documents, not generic HR advice.
✓
Every new hire gets the same complete experience, not a summary that depends on who was available.
✓
HR is only looped in for edge cases that genuinely require human judgment.
✓
Works at 9 AM and 9 PM — across time zones, for distributed and remote teams.

HR Assistant — Acme Inc.

Online

Hi, today is my first day! What do I need to submit to HR this week?

Welcome! Per the onboarding checklist, please submit by end of week: 1) Completed I-9 with ID docs, 2) Direct deposit form, 3) Federal and state W-4s. You can upload everything in the HR portal under "My Documents." Want me to send you the direct link?

Yes please. Also, when can I start using my health benefits?

Benefits are effective on the 1st of the month following your start date. You have 30 days from your start date to elect coverage. Log into the benefits portal using your company email and select your plans under "Open Enrollment." The system walks you through medical, dental, and vision in about 10 minutes.

Perfect. And what's the remote work policy after onboarding?

After your 90-day onboarding period, employees are eligible for up to 2 remote days per week, subject to manager approval. Just submit a recurring remote request in the HRIS. Is there anything else I can help you get set up?

EU-hosted, GDPR-compliant — built for HR data

Employee data is sensitive by nature. Heeya is a French company that stores conversations and knowledge bases in the EU (OVH, France) — which matters when your HR chatbot is handling questions about benefits, leave, and compensation.

EU data storage

All documents, conversation logs, and vector embeddings are stored on EU-based infrastructure. To generate answers, message content is sent to AI providers (Google, OpenAI) that may process it outside the EU under standard contractual clauses or the Data Privacy Framework.

Encrypted at rest and in transit

Documents and conversations are encrypted at rest (AES-256) and in transit (TLS 1.2+). Your uploaded HR materials are never used to train shared models and are never visible to other customers.

You own your data

Delete your knowledge base at any time and all associated data is permanently removed from Heeya's systems. You are the data controller; Heeya acts as the data processor under Article 28, with a signed processing addendum on request.

HR chatbots under UK GDPR and EU GDPR

An HR policy chatbot answers staff questions from your own documents. Used well, it handles very little personal data. Used badly, it can become a store of sensitive employee information. These are the points to settle before you go live, in the UK and in the EU.

What goes in the knowledge base, and what does not

Yes: the employee handbook, leave and absence policies, benefits guides, expenses rules, remote work policy, onboarding checklists, IT access procedures.

No: individual employee records, health or sickness details, salaries, disciplinary files, performance reviews. These are personal data, and some of it is special category data with stricter rules. The chatbot should explain the rule and send the employee to HR for personal figures.

Lawful basis and transparency

Employees send questions, and those questions can contain personal data. Pick a lawful basis and write it down. For a policy assistant this is usually legitimate interests, with a short balancing test. Consent is a weak choice at work: the EDPB guidelines 05/2020 on consent explain that the power imbalance between employer and employee makes freely given consent hard to show. Tell staff that they are talking to an AI, what is logged, who can read the logs and how long you keep them. Add it to your employee privacy notice.

ICO guidance for UK employers

The UK Information Commissioner's Office (ICO) publishes employment practices and data protection guidance. It covers keeping employment records, information about workers' health and monitoring workers. Read these before you decide what an HR chatbot may see or log.

DPIA, when it is relevant

A data protection impact assessment (DPIA) is required when processing is likely to be high risk. A chatbot limited to general policy documents is often low risk. If you plan to connect individual records, handle special category data or use chat logs to monitor staff, do a DPIA first. Keep a short written note of your decision even when you decide none is needed.

Retention

Decide how long you keep conversation logs and write it in the privacy notice. Keep them only as long as you need them to improve the answers and to follow up on escalations. Remove documents from the knowledge base when a policy is withdrawn.

Where Heeya fits

Heeya stores conversations and knowledge bases in the EU (OVH, France); message content is sent to AI providers (Google, OpenAI) that may process it outside the EU under standard contractual clauses or the Data Privacy Framework, with no training on your data. A signed processing addendum is available on request. You stay the data controller and decide what you upload. This is practical guidance, not legal advice: ask your data protection officer or counsel to review your setup.

How much does an HR AI chatbot cost?

Less than you think — and far less than the cost of the HR hours it replaces. Heeya's Standard plan comes with a 7-day free trial to test with real documents, no credit card required.

€19/mo

Standard

1 agent, 500 messages + 1 AI tool. Ideal for most HR teams. 7-day free trial, no credit card.

€99/mo

Premium

3 agents, 2,500 messages. Multi-site and global teams.

For enterprises with 500+ employees, multi-language deployments, or custom SLA requirements, contact us for Enterprise pricing.

Compare all plans in detail

Frequently asked questions about HR AI chatbots

How does the HR AI chatbot learn our internal policies?

You upload your HR documents — employee handbook, benefits guide, PTO policy, onboarding checklist — as PDF, DOCX, or TXT files. Heeya uses RAG (Retrieval-Augmented Generation) to index your content and generate answers grounded exclusively in your documents. It never pulls information from outside your knowledge base.

Can the HR chatbot replace our HR team?

No — and that is not the goal. The chatbot handles repetitive policy-lookup questions (PTO balances, benefits enrollment steps, IT access procedures) so your HR team can focus on work that genuinely requires human expertise. Sensitive topics like workplace conflicts, disciplinary actions, and terminations are automatically escalated to a human contact.

Where is employee data stored? Is it GDPR-compliant?

Heeya is headquartered in France and all data is hosted on EU-based infrastructure. Conversations and documents are encrypted at rest and in transit. To generate answers, message content is sent to AI providers (Google, OpenAI) that may process it outside the EU under standard contractual clauses or the Data Privacy Framework, and your data is never used to train their models. Heeya acts as processor under Article 28; its processor commitments are in its terms and privacy policy, and a separate signed addendum is available on request.

How quickly can we deploy the HR chatbot?

Most teams are live in under 30 minutes. Create your agent, upload your HR documents, configure the tone and escalation rules, then paste one line of embed code into your intranet or employee portal. No IT project, no integration sprint, no vendor onboarding call required.

What HR topics can the chatbot handle?

Any topic covered in your uploaded documents: PTO and leave policies, benefits enrollment, payroll questions, remote work policy, IT access procedures, expense reimbursement, onboarding checklists, performance review timelines, training catalogs, and recruiting FAQs on a careers page. The scope is defined entirely by your documents. See sample HR chatbot questions and ready-to-use answer templates for more examples.

Does the HR chatbot support multiple languages?

In French and English. Each agent answers in the language you set for it, and the widget can follow your page's language. Other languages, such as Spanish or German, are not supported yet.

What happens when the chatbot does not know the answer?

Heeya is designed to say "I don't have that information" rather than guess. If a question falls outside your uploaded knowledge base, the chatbot tells the employee clearly and directs them to the right HR contact or triggers an escalation via the built-in contact form. This favors accuracy over false confidence. See how RAG technology reduces hallucinations.

How much does an HR AI chatbot cost with Heeya?

Heeya's Standard plan comes with a 7-day free trial (no credit card needed), then costs €19/month for professional use (500 messages per month, 1 AI tool). The Premium plan is €99/month for 3 agents and 2,500 messages, suited to multi-site or enterprise teams. Custom enterprise pricing is available for large headcount deployments. See full pricing.

Is an HR policy chatbot allowed under UK GDPR and EU GDPR?

Yes, if you set it up with care. An HR policy chatbot that answers from handbooks, policies and benefits guides uses little or no personal data. You still need a lawful basis for the conversations (usually legitimate interests), a clear notice to employees, a retention rule for chat logs and, when the risk is high, a DPIA. Keep individual employee records, health data and salaries out of the knowledge base.

Do we need a DPIA for an HR chatbot?

Not always. A chatbot that only answers from general policy documents is usually low risk. A DPIA is more likely to be needed if the tool touches individual employee records, special category data or monitoring of staff. Check the ICO (UK) or your national authority (EU) guidance, and write down your decision either way.

Can the HR chatbot answer questions about my own salary or leave balance?

Not through Heeya's knowledge base. We advise against putting individual records, salaries or health data in an HR knowledge base. The chatbot explains the rules (for example how leave is calculated) and sends the employee to HR or the HR system for personal figures.

Go deeper: HR AI chatbot resources

Practical guides on deploying AI across your people operations.

How-to

Ready to give your HR team their time back?

Upload your employee handbook and go live in under 30 minutes — no IT project, no credit card required.

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The HR AI Chatbot that answers before the ticket is created