HR Policy Assistant — free to download
A production-ready Microsoft Copilot Studio agent that answers employee HR questions directly from your company handbook — 24/7, inside Microsoft Teams, with no HR team involvement for routine queries.
Grounded in your handbook
Answers only from your own HR policy documents — never hallucinates or uses outside knowledge. Employees always get policy-accurate answers.
Runs inside Microsoft Teams
Built on Copilot Studio and deployable to Teams in minutes. No new tools, no new logins — meets employees where they already work.
Instant answers, 24/7
Handles leave queries, sickness procedures, expense rules, parental leave, notice periods, and more — without a single email to HR.
Smart HR escalation
When a question falls outside the handbook, the agent collects the employee's question and contact details, then notifies the HR team automatically via Power Automate.
Covers whatever's in your handbook
The agent doesn't have a fixed topic list — it answers from your handbook, so it covers exactly what your policies say and nothing more. The sample handbook below covers 14 common areas to get you started. Replace it with your own document and the agent immediately reflects your organisation's policies.
- Annual Leave & carry-over
- Sickness absence & SSP
- Maternity, paternity & shared parental leave
- Flexible & remote working
- Expenses & mileage rates
- Disciplinary & grievance procedures
- Performance reviews & objectives
- Notice periods & resignation
- Probationary period
- Training & development
- Dress code
- IT & equipment acceptable use
- Health & Safety responsibilities
- Data protection & GDPR
Get the free agent
Enter your details to unlock the download. The import guide is on this page — no waiting.
Live in Teams within the hour
You need a Microsoft 365 tenant with Copilot Studio and Power Platform licences. The steps below take you from download to deployed — no developer required.
Download and extract
Download the zip file above. Extract it — you'll find the Copilot Studio agent folder ("Policy Agent") containing all YAML files and the sample HR handbook.
Import into Copilot Studio
In the Power Platform maker portal (make.powerapps.com), go to Solutions → Import solution. Select the agent zip file and follow the import wizard. The HR Policy Assistant will appear in your Copilot Studio environment.
Replace the sample handbook
Open the agent in Copilot Studio. Go to Knowledge → HR Staff Handbook. Remove the sample file and upload your own HR handbook (Word, PDF, or SharePoint document). The agent immediately grounds all answers in your policies.
Set up the escalation flow
In Power Automate, open the "Escalate to HR" flow included in the solution. Authenticate the Office 365 Outlook connector and set the destination to your HR team's inbox. Copy the flow GUID, then paste it into the EscalateToHR topic's InvokeFlowAction node in Copilot Studio.
Update the HR contact email
In the agent's Fallback topic, replace the hr@company.com placeholder with your real HR team address. Update the same address in the Power Automate flow so escalation notifications reach the right inbox.
Test and publish to Teams
Use the Copilot Studio test panel to confirm the agent answers correctly from your handbook and escalates unknown questions. When satisfied, click Publish, then go to Channels → Microsoft Teams. Your employees can start using it immediately.
- Microsoft 365 tenant with an active Copilot Studio licence
- Power Platform environment — System Administrator or Environment Maker role
- Office 365 Outlook connector — for the HR escalation email flow
- Your HR handbook — Word, PDF, or SharePoint URL (the sample handbook is included to get you started)
Want us to deploy it for you?
We'll import the agent, connect it to your handbook, configure the escalation flow, and have it live in Teams — same day. Or we can build a fully custom version tailored to your exact HR processes.
Get a Build Plan