Chatbots In HR 2024: Benefits, Use Cases, Examples

Modern businesses heavily invest in conversational tools to improve sales, customer support, marketing campaigns, and employee training. Workforce management is another area where enterprises are waking up to the possibilities of virtual assistants and chatbots. Banking, e-commerce, food delivery, and telecom industries see the highest adoption rates for human resources chatbots, according to a study published by TheLabReport.com.

13% of HR teams already work with ML apps, virtual assistants, and chatbots for effective employee management. It may seem like a small number, but considering there are about 2,5 million e-commerce businesses in the US alone, there’s potential for chatbot implementation. Our article dives deep into the world of these solutions, their advantages, use cases, and best examples used by enterprises.

What Are HR Chatbots and How Do They Work?

HR chatbots are conversational software solutions that answer questions and provide information about different stages of employee management at particular businesses. Like support and FAQ chatbots, HR solutions can be divided into rule-based or traditional and AI-based. Each type has its set of features and perks:

Rule-based chatbots are perfect for small- to medium-sized businesses that don’t have many policy changes in HR and can be updated relatively quickly. They provide the same generic responses to all employees, which is cost and effort-effective.

AI-enhanced solutions use advanced technologies of NLP and ML to offer unique answers to individual staff members. These HR AI chatbots are more suitable for large international enterprises with different regional HR policies and approaches.

In both cases, businesses need to gather and organize the information these AI assistants will provide to applicants and employees. For traditional chatbots, this allows them to answer user requests based on particular keywords. If an employee asks when their probation will end, such a solution provides them with information on the average duration of this period.

In the case of AI-based HR chatbot examples, information helps them continuously self-improve and provide individual answers. For example, a company may have different employee sick leave policies, depending on the time they’ve spent with the enterprise. Instead of generic answers, advanced solutions look into the person’s employment information, analyze it, and offer data specific to their situation.

Top HR Chatbot Use Cases For Business

Depending on the company's goals for HR department automation, it can develop solutions to assist its experts with several aspects of employee management. Here are the most common use cases businesses have for chatbots in HR.

1. Recruiting

When screening candidates, companies can become overwhelmed by the number of resumes, cover letters, and other supportive documents. The presence of chatbots in HR lets professionals focus on the most promising candidates by scanning their offers for the right keywords, skills, experiences, and qualifications. These chatbots help schedule appointments and answer questions about openings. The features of modern AI-based tools are so human-like that 73% of applicants can’t recognize that they are talking to them. Chatbot also explain what to expect from company benefits and culture. Through these practices, HR AI chatbots aid companies in reducing the candidate pool and increasing the chance of finding optimal professionals.

2. Onboarding

In the past, HR experts had to spend some time explaining the various aspects of the working process. They had to elaborate on the company policies of vacations, sick leaves, compensations, and smoke breaks, to name a few. Modern chatbot solutions speed up the onboarding process by providing all this information. With their help, new employees get instant access to relevant resources, materials, and checklists. Some of the best HR chatbots provide company documentation links so new employees begin their work without spending days filling out forms. Chatbots also explain how the fresh hires fit into the workflow and who their colleagues are.

3. Employee Self-Management

Modern chatbots reduce the work of the HR departments by handling various requests and questions. They provide information on how to apply for vacations, sick leaves, training programs, and other things the enterprise offers. Sometimes, it's possible to submit requests through chatbots and bypass HR workers. Additionally, these conversational tools explain the company policies on health insurance, severance, and retirement plans. Employees also use these solutions to update personal details without contacting the department. According to Criticaleye, 62% of employees prefer using chatbots for personal HR needs.

4. Performance Evaluation 

To maintain a steady workflow and deliver projects on time, enterprises need an efficient way to track employee performance. AI-based solutions help with this process by gathering and analyzing employee data. They may establish that some employees are overdue for a promotion or have to be laid off because of poor productivity.The final decision is still up to the upper management, but using modern HR chatbot examples gives them a better understanding of employees, helps run their staff effectively, and produces better results. It also saves the HR department time and resources on gathering and evaluating employee data.

5. Gathering Feedback 

To run companies, owners must listen to the opinions of their employees. Some of the processes they have may be in dire need of updates, while other practices are only a drain on the enterprise resources. But only some people are eager to offer their honest opinion.HR chatbots offer a safe and anonymous environment where employees share feedback with their employers. Enterprises can use these solutions to conduct regular polls and surveys to improve working conditions continuously. Springs team may help you with the development of a custom solution that will have specific functions needed exactly for your business needs.

6. Absence and Attendance Tracking

Automatic tracking of employee attendance and absence is another great path to implement AI into your business. These types of HR chatbot use cases facilitate real-time check-ins and check-outs, shift scheduling, and leave requests, ensuring accurate and efficient daily tracking. By automating attendance logging and approval processes, they help maintain precise records and enhance communication between employees and HR departments. This automation not only saves time but also minimizes errors associated with manual attendance tracking. Additionally, these HR chatbot use cases offer robust reporting and analytics features, generating detailed attendance reports and tracking compliance with company policies and labor laws. They provide employees with real-time information on leave balances and send reminders about shifts and important deadlines. 

7. Personal HR Assistant

HR personal assistant uses Natural Language Processing (NLP) and machine learning to streamline human resource tasks and enhance efficiency. It assists with administrative tasks like scheduling meetings, booking leave, and tracking attendance. By integrating with existing HR systems, the assistant ensures that all employee information is consistent and up-to-date, allowing for seamless and efficient management of HR functions. Moreover, AI assistant generates detailed reports on employee performance and attendance by analyzing HR data, aiding HR managers in making informed decisions. Personalization is a key feature, as the assistant interactions are based on individual employee profiles and preferences. It continuously learns and adapts from interactions and feedback, improving its accuracy and capabilities over time. Ensuring compliance with labor laws and company policies, the AI HR personal assistant provides secure and reliable support, significantly enhancing the overall effectiveness of the HR department.

Benefits of Using Human Resources Chatbots

Introducing these solutions to HR departments has several advantages for companies. Combined, they make businesses more productive and cost-effective. Here are the top benefits companies can expect from chatbot integration.

Accessibility. These solutions offer 24/7 service for applicants and employees. This is particularly helpful for organizations with the workforce in different time zones. Job seekers can use them to get information on new openings and details on these positions.

Time and cost-effectiveness. Enterprises that utilize chatbots save time and funds when running their HR departments. These solutions are relatively affordable to develop and instantly answer requests without hiring additional experts.

Increased productivity. Since these products handle most routine tasks and requests, they drastically cut the daily workload of HR departments. With their help, specialists focus on complex issues that require human intervention.

Better employee engagement. Advanced HR solutions communicate with thousands of employees simultaneously. These capabilities ensure that issues are promptly addressed and work continues as planned.

Deeper insights. AI-based chatbots gather valuable employee information. This lets enterprises know how satisfied people are with their organizations, what common complaints are, and how to address them.

Reduced human errors. Chatbots help enterprises decrease the number of mistakes by producing accurate and up-to-date information. They have instant access to company databases, meaning these solutions are less likely to mix up facts, dates, or figures.

Personalized experiences. HR chatbots offer individual responses and recommendations to all employees. They differ based on a person’s role and history within the enterprise. This personalization leads to more relevant and effective employee interactions.

What Are The Different Types Of HR Chatbots

Chatbot can benefit the human resources industry in many ways: from assisting recruiters in searching for the right candidates to automating daily people partner tasks. Let’s dive deeper into the classification of HR chatbot examples. 

Recruiter Chatbots

These types of HR chatbot use cases usually help recruiters or other company managers who deal with searching and hiring processes. They may include:

• Candidate Screening. These chatbots conduct initial screenings, asking candidates about their qualifications, experience, and skills to determine if they meet the job requirements.
• Interview Scheduling. They can coordinate and schedule interviews between candidates and hiring managers, saving time and reducing scheduling conflicts.
• Application Status Updates. Provide candidates with real-time updates on their application status and next steps in the hiring process.

People Partner Chatbots

Such HR chatbot use cases significantly assist People Partner in dealing with employees’ issues and concerns. They can include:

• Welcome Messages. Greet new hires and provide them with essential information about the company, their role, and the onboarding process.
• Documentation Assistance. Help new employees complete the necessary paperwork and gather required documentation.
• Training and Orientation. Guide new hires through initial training modules and orientation materials.
• Policy Information. Answer questions about company policies, benefits, and procedures.
• Leave Management. Assist employees in applying for leave, checking leave balances, and understanding leave policies.
• Salary Queries. Provide information about salary schedules, deductions, and other payroll-related inquiries.

Employee Management Chatbots

These AI chatbots usually cover all the issues related to employee performance, engagement, and wellness. Such HR chatbot examples can include: 

• Goal Setting and Tracking. Help employees set performance goals and track their progress over time.
• Feedback Collection. Collect feedback from employees and managers about performance and work environment.
• Performance Review Scheduling. Coordinate and schedule performance review meetings.
• Pulse Surveys. Conduct regular surveys to gauge employee satisfaction and engagement levels.
• Well-being Check-ins. Ask employees about their well-being and provide resources for mental and physical health support.
• Recognition and Rewards. Facilitate peer-to-peer recognition and rewards programs.

Administrative HR Chatbots

This type of AI chatbot usually helps employees and managers in learning purposes, legal matters, and compliance. They may include: 

• Training Recommendations. Suggest training programs and courses based on employee roles and career aspirations.
• Progress Tracking. Track employee progress in training programs and remind them of upcoming training sessions.
• Skill Assessments. Conduct skill assessments to identify areas for improvement and development.
• Policy Compliance. Ensure employees are aware of and comply with company policies and legal requirements.
• Incident Reporting. Allow employees to report incidents or violations confidentially and securely.
• Regulatory Updates. Keep employees informed about changes in laws and regulations that affect the workplace.

Top HR Chatbot Examples Used By Enterprises

Despite that the percentage of companies investing in HR solutions is not so high yet, businesses saw great results with this technology. Here’s how chatbots have affected such giants as Airbus, Hewlett-Packard, General Motors, McDonald's, and iFood.

HR Chatbot Examples: Airbus

The aircraft manufacturer built its chatbot to locate talent on an international level better. Airbus produced Bessie, a solution that enhances the applicant experience. The chatbot provides job seekers with information on common questions, allowing HR experts to focus on more complex tasks.

Airbus has seen great results since introducing Bessie. The chatbot handles 60% of candidate questions outside of regular hours. Each month, 12,000 job seekers interact with the solution. Bessie also handles 74% of all of their questions.

HR Chatbot Examples: General Motors

America’s top car manufacturer developed its Ev-e solution to automate interview scheduling and answer candidate questions. The company looked for a way to reduce the time between applications and interviews, improve the applicant experience, and make the process more enjoyable for both parties.

According to Eileen Kovalsky, global head of candidate experience at General Motors, the manufacturer saw great results with Ev-e. Since its implementation, the company has saved over $2 million in hard costs and conducted over 500,000 interviews through the chatbot. Thanks to the solution, GM spends only 27 minutes on average to schedule an interview. 

HR Chatbot Examples: Hewlett Packard

The tech corporation uses an AI chatbot to streamline the hiring process. This solution aims to attract, engage, and convert job seekers into employees. HP’s assistant asks for resumes or background information from applicants and narrows down the list of jobs where the individual’s skills and experience are most relevant.

During the first quarter of 2023, visitors to the company’s website almost doubled. In total, 950,000 people have checked out the page. 26% of them were converted into HP employees. According to HP’s Lavonne Monroe, in the future, job seekers will expect career site chatbots to be even more sophisticated.

HR Chatbot Examples: iFood

This Brazilian food delivery firm introduced an onboarding chatbot to WhatsApp Messenger and the iFood website. With the help of this solution, iFood streamlined the process of finding new drivers and restaurant employees. 

Additionally, the chatbot offers 24/7 service and answers common questions about the business. Nowadays, the company automates 45% of incoming requests with this solution. It has also reduced delivery costs by 70% and increased employee satisfaction by 91%.

HR Chatbot Examples: McDonald’s - Recruiting Chatbots

The global fast-food giant uses the Olivia solution to improve the hiring process. The solution offers 24/7 candidate interactions, schedules interviews, and sends reminders. Additionally, the bot sends offers that job seekers can accept by phone, conducts background checks, and facilitates document sharing.

Thanks to Olivia, McDonald’s now takes only 3 minutes to schedule interviews instead of 3 days. Since its adoption, the application numbers have doubled, and the candidate satisfaction rate has risen to 99%. In about a year, the giant reduced hiring time by 60%. Managers also save up to 4-5 hours of manual weekly work.

HR Chatbot Examples: Eightfold AI

Eightfold AI is a talent intelligence platform that uses advanced artificial intelligence and machine learning technologies to help organizations manage their workforce more effectively. By analyzing vast amounts of data, Eightfold AI provides insights and solutions for talent acquisition, employee retention, and workforce planning. 

The platform helps businesses match candidates to the right jobs, identify employee skill gaps, and offer personalized career development opportunities. It aims to optimize the entire talent lifecycle, enhancing both employee experience and organizational efficiency through AI-driven capabilities.

HR Chatbot Examples: Hirevue

HireVue is a digital interviewing platform that leverages artificial intelligence and video technology to streamline the hiring process. It allows organizations to conduct video interviews with job candidates remotely, eliminating geographical barriers and facilitating efficient screening of applicants. HireVue's AI capabilities analyze candidate responses, body language, and facial expressions to provide insights to recruiters about a candidate's suitability for a role.

The platform offers features such as on-demand and live video interviews, virtual assessment tools, and automated scheduling. HireVue aims to improve hiring efficiency, reduce bias in the hiring process, and enhance candidate experience by providing a more flexible and accessible interviewing solution. It is used by companies across various industries to optimize their recruitment efforts and make data-driven hiring decisions.

HR Chatbot Examples: Bloomfire

Bloomfire is a knowledge-sharing and collaboration platform designed to help organizations capture, organize, and share information internally. It serves as a central repository where teams can store documents, videos, presentations, and other types of content that are relevant to their work.

The platform includes features such as search functionality, content categorization, and user permissions management, making it easier for employees to find and access the information they need quickly. Bloomfire also supports social collaboration through features like commenting, liking, and sharing content, which encourages knowledge sharing and engagement among team members.

Springs Custom HR Chatbot Development

Springs company is not a newbie in the building of AI human resources solutions. We have already had great experience in the development of a Recruitment AI platform designed to revolutionize your talent acquisition process by streamlining the search and hiring of professionals from across the globe.

By harnessing AI technology and providing access to a vast network of qualified recruiters, it has effectively addressed numerous challenges previously associated with the IT recruitment process. This platform has quickly become a go-to solution for businesses seeking top IT talent, demonstrating its ability to simplify and enhance the recruitment journey for both employers and job seekers alike.

IONI

However, our biggest jump in the area of AI HR Chatbots - is our AI chatbot builder, called IONI.

IONI is an AI Chatbot that helps to improve your HR & recruitment experience and increase the efficiency of both teams.

The product is developed with an integrated GPT-4 LLM that analyzes provided data and returns necessary information requested by the user. So, by automating information retrieval, IONI helps businesses save time and resources, allowing them to allocate their workforce more effectively and focus on strategic initiatives.

Moreover, IONI offers a time-saving and effortless template management feature, empowering recruitment teams to streamline their processes. This enhancement not only optimizes hiring service efficiency but also liberates HR managers to concentrate on higher-value tasks, resulting in an enriched recruiting result.

Another good point is that by using IONI, you can quickly create replacements for existing templates for popular HR documentation.

As a result:

• No need to spend time creating HR policies, drafts, instructions, etc., as they are generated automatically.
• No need to spend time searching for templates.
• HR managers and recuriters have more time and can handle more tasks within the same period.
• This, in turn, helps to decrease the department's expenses.

We are really proud of our work. The product has already earned recognition as the "Product of the Day" on Product Hunt.

Conclusion

HR chatbots are just one of the modern AI solutions paving the way for further business automation. If you want to build one for your enterprise, call our professionals. They will assess your situation and offer the most.

Frequently Asked Questions

Do you help with a custom HR chatbot development?

Sure, Springs can assist with custom HR chatbot development, offering full AI integrations including ChatGPT. We specialize in creating tailored solutions that streamline HR processes, enhance employee engagement, and improve overall efficiency. Whether you need a chatbot for automating routine HR tasks, providing employee support, or integrating with existing HR systems, Springs can deliver a solution that meets your specific requirements. 

Can you integrate the HR chatbot into my existing solution?

Certainly, Springs can integrate the HR chatbot into your existing solution. Our team specializes in seamless integrations to enhance functionality and streamline operations. You may contact us anytime to get a free consultation.

How much does it cost to develop an AI HR chatbot?

The cost typically depends on the complexity and features you need. At Springs, our regular rate is $45 per hour. We estimate the total based on the hours required for the development. Feel free to reach out if you have any questions or want to discuss your project further.

Can you connect the AI HR chatbot to my CRM?

Yes, Springs can integrate the AI HR chatbot with your CRM system. We specialize in seamlessly integrating chatbots with various CRM platforms to ensure efficient communication and data synchronization. If you're looking to streamline HR processes and enhance interaction within your CRM environment, we're here to help. Feel free to contact us to discuss your specific requirements and how we can assist you further.