Home› WhatsApp AI Platform› Templates› HR & Internal Helpdesk
👥 HR & Internal Helpdesk Template

Your Entire HR Department,
Available on WhatsApp 24/7

Give every employee instant self-service for leave, payroll, IT support, policies, onboarding, and more — no portal login, no waiting in queue.

7
Self-Service Flows
68%
HR Queries Auto-resolved
4h
Deploy Time
0
Portal Logins Needed
7 Pre-built Scenarios

Every Employee Request, Handled

From leave applications to salary slips — each scenario is a fully automated conversation flow that integrates with your existing HRMS.

SCENARIO 01
🏖️
Leave Management
Check leave balance, apply for leave, track approval status — all within WhatsApp, synced to your HRMS in real time.
HRMS APIAuto-Approve
View Demo →
SCENARIO 02
💰
Payroll & Salary Queries
Employees request salary slips, check arrears, download tax documents, and query deductions — without calling payroll.
PDF GenSecure Link
View Demo →
SCENARIO 03
🖥️
IT Support Helpdesk
Raise IT tickets, get instant troubleshooting for common issues, track resolution status, and escalate to L2 when needed.
TicketingFAQ Mode
View Demo →
SCENARIO 04
📋
Policy Library
Instant RAG-powered search over company policies, SOPs, and compliance documents — plain-language answers from official sources.
RAG ModeDoc Search
View Demo →
SCENARIO 05
🎉
Employee Onboarding
New joiners get a guided onboarding checklist, document submission via WhatsApp, and induction schedule — day one, from their phone.
Checklist FlowDoc Upload
View Demo →
SCENARIO 06
📚
Training & L&D
Browse training calendar, register for programs, receive joining links, and get completion certificates — all via chat.
Calendar APIAuto-Register
View Demo →
SCENARIO 07
🧾
Expense Claims
Submit expense claims by uploading receipts via WhatsApp, track reimbursement status, and get payment notifications.
Receipt UploadERP Sync
View Demo →
Interactive Demos

Live Conversation Flows

Real employee interactions — every flow is pre-built and wired to your HRMS in hours.

‹
HR
HR Assistant
online
📞 ⋮
👋 Hi Priya! I'm your HR assistant. How can I help you today?
🏖️ Leave Management
💰 Payroll
🖥️ IT Support
9:02 AM
Leave Management
9:02 AM ✓✓
What would you like to do?
📊 Check Leave Balance
📝 Apply for Leave
🔍 Track Application
9:02 AM
Check Leave Balance
9:02 AM ✓✓
Here's your leave balance for FY 2025–26:
PRIYA SHARMA — EMP-4421
Earned Leave14 days
Casual Leave4 days
Sick Leave2 days
Comp-off1 day
Would you like to apply for leave?
9:02 AM
Yes, I want 3 days earned leave from June 10–12
9:03 AM ✓✓
✅ Leave application submitted!

📅 Jun 10–12, 2025 (3 days EL)
👔 Reporting to: Rahul Mehta
🔔 Approval expected within 24h

Your manager has been notified. I'll message you once it's approved!
9:03 AM
Type a message...
➤
SCENARIO 01

Leave Management

Employees check balances, apply for leave, and track approvals — all without logging into a portal. The bot syncs live with your HRMS and notifies managers automatically.

HRMS API Push Notification Approval Workflow
📊
Real-Time Balance Lookup
Leave balances fetched live from your HRMS — Zoho People, Darwinbox, GreytHR, or SAP SuccessFactors — with per-type breakdown.
hrms.getLeaveBalance(employeeId)
📝
Inline Leave Application
Employee specifies dates and type via chat. Bot validates working days, checks balance, creates the application in HRMS, and notifies the reporting manager.
🔔
Approval Status Alerts
When the manager approves or rejects, a WhatsApp message is sent automatically to the employee with the decision and any remarks.
‹
HR
HR Assistant
online
📞 ⋮
I need my April salary slip
11:15 AM ✓✓
Sure! Let me verify your identity first. Please confirm your Employee ID:
11:15 AM
EMP-4421
11:15 AM ✓✓
✅ Verified — Priya Sharma

📄 April 2025 Salary Slip
Net Pay: ₹87,430
Basic: ₹52,000 | HRA: ₹20,800
PF Deducted: ₹6,240
TDS: ₹4,100

🔗 Download Secure PDF →
Link valid for 24 hours
11:15 AM
Also need Form 16 for last year
11:16 AM ✓✓
📋 Form 16 — FY 2024–25

Status: ✅ Available
Issued: 15 Jun 2025

🔗 Download Form 16 →
Digitally signed · TRACES verified
11:16 AM
Type a message...
➤
SCENARIO 02

Payroll & Salary Queries

Employees access salary slips, tax documents, and deduction breakdowns instantly. Documents are generated on-demand and shared via time-limited secure links — zero HR desk involvement.

PDF Generator Secure S3 Link Identity Verify
🔒
Employee Identity Verification
Before sharing any document, bot verifies the employee via Employee ID + registered phone number — no OTP required since WhatsApp number is pre-registered.
📄
On-Demand PDF Generation
Salary slips, Form 16, offer letters, and relieving letters generated from payroll data and served as presigned S3 links with 24-hour expiry.
payroll.generateSlip(empId, month) → s3.presign()
💬
Natural Language Queries
Employees can ask "Why was ₹4,100 deducted?" and the bot answers in plain language by analysing deduction codes from the payroll system.
‹
IT
IT Helpdesk Bot
online
📞 ⋮
My laptop is not connecting to VPN
2:30 PM ✓✓
I can help with that! Let me check common fixes first.

🔧 VPN Troubleshooting
Try these steps:
1️⃣ Restart the Cisco AnyConnect client
2️⃣ Check if Windows Firewall is blocking port 443
3️⃣ Try a different network (mobile hotspot)

Did any of these fix it?
✅ Fixed it!
❌ Still not working
2:30 PM
Still not working
2:31 PM ✓✓
I'll raise an L2 ticket for you right away.
INC-2025-08741
CategoryNetwork / VPN
PriorityMedium
Assigned ToIT Team — Mumbai
SLA4 hours
An engineer will contact you within 4 hours. I'll send you updates here!
2:31 PM
Type a message...
➤
SCENARIO 03

IT Support Helpdesk

The bot attempts to auto-resolve common IT issues with a curated troubleshooting FAQ. When self-service fails, it raises a tracked ticket in Freshdesk or Jira, assigns priority, and keeps the employee updated.

FAQ Auto-Resolve Jira / Freshdesk SLA Tracking
🤖
Self-Service First
RAG-powered FAQ covers 200+ common IT issues — password resets, VPN, printer setup, Office 365, email config. ~60% of tickets resolved without escalation.
🎫
Automatic Ticket Creation
Unresolved issues become tickets in Freshdesk, Jira Service Management, or ServiceNow — with all conversation context pre-attached.
freshdesk.createTicket({ description, priority, employee })
📬
Status Push Notifications
Every ticket update — assigned, in-progress, resolved — triggers a WhatsApp message to the employee. No need to check the portal.
‹
HR
HR Assistant
online
📞 ⋮
What is the WFH policy?
3:45 PM ✓✓
📋 Work from Home Policy

As per the Remote Work Policy (v3.2, Jan 2025):

• Employees can WFH up to 2 days/week with manager approval
• Core hours: 10 AM – 4 PM must be available
• Equipment must be approved by IT before WFH
• Not applicable during probation period (first 3 months)

Source: Remote Work Policy.pdf · Page 4
3:45 PM
What about international travel for work?
3:46 PM ✓✓
🌍 International Travel Policy

• Travel must be approved by Dept Head + Finance
• Business class for flights >8 hours
• Per diem: $75/day (US/Europe), $50/day (Asia)
• Visa expenses reimbursed with original receipts
• Submit report within 7 days of return

Source: Travel & Expense Policy.pdf · Page 11
3:46 PM
Type a message...
➤
SCENARIO 04

Policy Library

Every employee question about HR policies gets an instant, accurate answer from the latest official documents — with source citations so employees can verify.

RAG Engine PDF Ingestion Source Citations
📚
Full Policy Knowledgebase
Upload all HR documents — WFH policy, travel policy, code of conduct, POSH, leave rules — as PDFs. Bot ingests, chunks, and embeds them automatically.
🔍
Always Current
Set up auto-re-indexing when policies are updated. Employees always get answers from the latest version — no outdated SharePoint links.
kb.reindex({ source: 'sharepoint', schedule: 'nightly' })
✅
Hallucination-Safe
Bot only answers from documents in the knowledgebase. If a policy doesn't exist, it says so and routes to an HR contact — it never invents answers.
‹
HR
HR Assistant
online
📞 ⋮
🎉 Welcome to Acme Corp, Arjun! I'm your onboarding buddy.

Let's get you set up. Here's your checklist:

✅ Identity documents (Aadhaar, PAN)
☐ Bank account details
☐ Education certificates
☐ Previous employer documents
☐ Emergency contact info

Ready to begin?
▶️ Start Onboarding
9:00 AM
Start Onboarding
9:01 AM ✓✓
Great! Please upload a clear photo of your Aadhaar card (both sides).
9:01 AM
📎 aadhaar_front.jpg
📎 aadhaar_back.jpg
9:02 AM ✓✓
✅ Aadhaar received and verified!

Next: Please share your bank account details for salary processing:
• Account Number
• IFSC Code
• Bank Name
9:02 AM
Type a message...
➤
SCENARIO 05

Employee Onboarding

New joiners complete their entire onboarding paperwork via WhatsApp before day one. Documents are uploaded, validated, and stored directly into your HRMS — no email attachments.

Guided Checklist Media Upload HRMS Integration
📋
Step-by-Step Document Collection
Bot walks the new joiner through every required document — Aadhaar, PAN, certificates, bank details — with clear prompts and instant validation.
📸
WhatsApp Media Upload
Documents uploaded as photos or PDFs via WhatsApp are stored securely in your HRMS or S3, tagged to the employee record automatically.
media.download() → s3.upload() → hrms.attachDocument()
📅
Induction Schedule Delivery
Once onboarding is complete, the bot sends the full induction schedule, team introductions, IT setup guide, and first-week agenda — personalised per department.
‹
L&D
Training Bot
online
📞 ⋮
What training programs are available this month?
10:30 AM ✓✓
📚 June 2025 Training Calendar

🗓️ Leadership Essentials
Jun 12 · 10 AM–1 PM · Zoom
Seats: 8 remaining

🗓️ Advanced Excel for Analytics
Jun 18 · 2–5 PM · Room 204
Seats: 3 remaining

🗓️ POSH Awareness (Mandatory)
Jun 25 · 11 AM–12 PM · Online
Seats: Open
Register for a Program
10:30 AM
Register me for Leadership Essentials
10:31 AM ✓✓
✅ You're registered!

📅 Jun 12 · 10 AM–1 PM
🔗 Zoom link sent to your email
📲 I'll send you a reminder the day before

Your manager has been notified. Enjoy the session!
10:31 AM
Type a message...
➤
SCENARIO 06

Training & L&D

Employees discover, register, and attend training programs entirely via WhatsApp. Reminder drips, attendance tracking, and certificate dispatch are fully automated.

Calendar API Auto-Register Reminders
🗓️
Live Training Calendar
Training calendar synced from your LMS (Cornerstone, SuccessFactors, or a custom system) — upcoming programs, seats, and schedules always current.
✅
One-Tap Registration
Employee registers in one message. Bot creates the enrollment in the LMS, notifies the manager, and sends Zoom/Teams link via WhatsApp and email.
🏆
Automatic Certificate Delivery
Post-program completion, bot sends the certificate PDF directly on WhatsApp and updates the employee's training record in the LMS.
‹
HR
HR Assistant
online
📞 ⋮
I want to claim a business dinner expense
8:00 PM ✓✓
Sure! Please share the receipt image and fill in a few details.
8:00 PM
📎 receipt_june5.jpg
8:01 PM ✓✓
Got it! Now tell me:
• Amount: ?
• Category: ?
• Business purpose: ?
8:01 PM
₹3,400 · Meals & Entertainment · Client dinner with Infosys team
8:02 PM ✓✓
✅ Expense Claim Submitted!

Ref: EXP-2025-06541
Amount: ₹3,400
Category: Meals
Approval: Pending (Rahul Mehta)
Expected Reimbursement: 5–7 working days

I'll notify you when it's approved!
8:02 PM
Type a message...
➤
SCENARIO 07

Expense Claims

Employees submit expense claims by sharing receipt photos on WhatsApp. Bot captures all details, creates the claim in your ERP, and tracks approval — no spreadsheets or email chains.

Receipt Upload ERP Sync Approval Alerts
📸
Receipt Photo Capture
Employee photos the receipt and sends it via WhatsApp. Bot stores the image, extracts key details (amount, vendor, date) using OCR, and pre-fills the claim form.
ocr.extract(image) → expense.prefill()
🔗
ERP Integration
Claims sync to SAP Concur, Zoho Expense, or your custom ERP automatically. Manager approval triggers a WhatsApp notification to the employee.
📊
Claim Status Dashboard
Employee can ask "What's the status of my claims?" and the bot lists all pending, approved, and paid claims with amounts and expected payment dates.
Architecture

How the HR Bot Works

Every employee message passes through an intelligent pipeline that routes to the right HRMS action in under 2 seconds.

HR BOT — MESSAGE PROCESSING PIPELINE
👤
Employee Message
Text / Image / Voice
🔐
Identity Verify
Phone → Emp ID
🎯
Intent Classify
NLU + context
⚙️
Route Handler
Leave / Pay / IT / Policy
🔌
HRMS APIs
Darwinbox · SAP · Zoho
💬
WA Response
< 2 sec
LEAVE INTENT
Balance lookup → HRMS API → balance display
Apply → validate days → create application → notify manager
PAYROLL INTENT
Salary slip → verify emp ID → generate PDF → presign S3 URL → send link
IT INTENT
FAQ match → auto-resolve
No match → raise Freshdesk/Jira ticket → SLA clock starts
LOW CONFIDENCE
Below threshold → escalate to HR executive → full context handed off in agent dashboard
Proven Results

What Clients See After Deployment

68%
HR Queries Auto-Resolved Without Human Involvement
1.8s
Average Response Time for Any Employee Query
4.7/5
Employee Satisfaction Score (Post-Interaction)
60%
Reduction in HR Desk Workload Within 30 Days
Go Live in 4 Steps

From Zero to Live in One Business Day

1

Connect Your HRMS

Provide your HRMS API credentials — Darwinbox, Zoho People, GreytHR, SAP SuccessFactors, or Bamboo HR. We configure the leave, payroll, and employee directory API adapters.

  • Pre-built adapters for 8+ major HRMS platforms
  • OAuth2 or API key auth
  • Read/write permissions scoped to HR bot only
2

Upload Policy Documents

Upload all HR policy PDFs, SOPs, and handbooks to the knowledgebase panel. The bot ingests, chunks, and embeds them with one click. Supports SharePoint sync for auto-updates.

  • PDF, Word, Google Drive, SharePoint
  • Auto-re-index on document update
  • Source citations in every answer
3

Configure Bot Persona

Set the bot name (e.g., "HR Buddy"), tone (friendly/professional), language preferences, and out-of-hours message. Define escalation keywords that always route to a live HR agent.

  • Multilingual: 12 Indian languages + English
  • Business hours + holiday calendar
  • Manager notification templates
4

Enrol Employees & Go Live

Broadcast the WhatsApp number to employees via email or Slack. No app install required — employees start chatting immediately. Analytics dashboard shows usage from day one.

  • WhatsApp Business opt-in message (TRAI compliant)
  • Zero training required for employees
  • Real-time dashboard for HR team

Ready to Deploy for
Your Organisation?

Get the full HR & Helpdesk template pre-loaded into your METPL WhatsApp Platform instance. Live in one business day.

Get This Template View All Templates