Simplifying HR tasks through conversational AI
Designing a conversational ESS experience that helps employees complete complex HR tasks with less dependency on HR.
Problem
Employees struggled to find information and complete routine HR tasks within ESS, leading to frequent HR support requests.
Solution
Introduced an AI-powered chatbot that enables employees to ask questions, get answers, and complete HR actions through natural language.
Outcome
Improved self-service adoption, reduced HR support dependency, and accelerated task completion across the employee experience.
Overview
Employee Self Service
A digital platform that enables employees to access HR information and perform routine HR tasks independently
Problem
HR Tasks Were Harder Than They Needed to Be
Navigation-Heavy Experience
HR Dependency
High Cognitive Load
Low Task Completion
Difficulty Accessing HR Information
Limited Personalized Guidance
Discovery
Uncovering Users Challenges
User pain points, frustrations and barriers users face while completing task, to uncover opportunuites for a more seamless experience
User Pain Point Mapping
"I’m worried I might select the wrong leave type or enter something incorrectly"
Saud Al-Dosari
Product Manager
"I’m not sure how late I can withdraw my leave or whether there are any restrictions."
Nasser Al-Mutairi
UX Designer
"I want to know how changing my installment will affect my loan tenure and total repayment"
Abdullah Al-Anazi
Software Tester
"When I have a question about salary, leave, or benefits, I usually have to contact HR because I don’t know where to find the information."
Faisal Al-Harbi
Senior Developer
"When there are multiple leave or reimbursement options, I’m not sure which one is best for my situation"
Mohammed Al-Otaibi
Frontend Developer
"I can see the final amount, but I don’t understand how my salary, loan, or leave amount was calculated"
Omar Al-Zahrani
Data Analyst
"I want to know the loan amount and EMI based on my salary and current commitments"
Sophia Lin
UX Designer
"I know the information is somewhere in the HR system, but finding the right policy or document takes too much time"
Ahmed Al-Qahtani
QA Engineer
"There’s a lot of information on the page, and I don’t know which part is relevant to me."
Khalid Al-Ghamdi
DevOps Engineer
"I want to compare this month’s salary with the previous month and quickly understand what changed"
Turki Al-Shehri
Business Analyst
"I want to know how much I can encash based on my leave balance and salary."
Richard Ludlow
QA Analyst
Insights from the Market
Competitor Analysis
Brand Identity
Company Info
Name
Zoho
AI Name
Zia
Target Region
India, MENA
Name
Greythr
AI Name
NAVOS
Target Region
India,Middle East
Name
Keka
AI Name
Keka AI
Target Region
Global
Brand Identity
Description
Conversational payroll assistance with personalized answers and task support.
Agentic AI that understands requests and executes HR tasks.
Conversational HR assistance for instant answers and employee self-service.
Key Insights
Strong conversational HR assistant
Supports contextual follow-ups
Can perform actions through chat
Supports voice and multilingual interaction
Natural language queries
Context-aware answers
Guided, step-by-step assistance
Direct navigation to relevant workflows
Text and voice-based assistance
Context-aware conversations
Supports HR actions through conversation
Policy-grounded responses
Define
Opportunity Areas
Highlighting key areas where the experience can be improved.
Reduce navigation effort
Replace complex, multi-step journeys with simple conversations that help to complete tasks faster.
Faster Result
Goal
Conversational Access
Fewer Clicks
One-Stop Experience
Direct Task Execution
Personalize Employee Support
Tailor every response to the employee’s profile, context, and needs.
Hi, How can I help you today!
Reduce HR Dependency
Provide instant answers without relying on HR for everyday queries.
Your Problem
Our solution
Simplify Task
We refine performance, analyze insights, and enhance automation for long-term growth.
Guided Steps
Efficiency will increase by 20%
Fewer Errors
Update available..
Natural Language Action
Up to date
Design
Design
Designed web and mobile application for Employee Self Service
Logo
Mobile Application Design
Web Application Design
Conversational Design Principles
Guiding the interaction between intelligence and users through clarity, context, and trust.
Intent Recogniazation
Contextual Awareness
Progressive Disclosure
Error Recovery
Guided Conversation
Personalized Responses
Explainable calculation
Show Status of my latest sick leave
Your leave request is currently pending with Kadhar Ali (Manager) for approval.
Imran Nazir - IN1279
Applied on 15 Apr, 2025
Kadhar Ali - KA9586
Pending
Mohammed Rizar - MR1290
Pending
Intent Recognition
Understand request regardless of wording by mapping semantic meaning of system action
Show balance of my sick leave
Your sick leave balance is 08 Days expiring on 31 Dec, 2026
Apply on 28 Aug, 2026
🤒 Sure! You’re applying for sick leave on August 28, 2026. Would you like to confirm and submit the request?
Confirm
Cancel
Contextual Awareness
Understanding the employee’s situation, profile, conversation, and relevant policies to provide personalized and relevant responses.
Apply Leave
Sure, Applying leave or you, Provide the below details
Leave Type
Sick Leave
Leave Period
03 Oct, 2026
Confirm
As you are applying for sick leave, please provide required document.
Document Proof
Click to upload
or drag and drop
SVG, PNG, JPG or GIF (max. 800x400px)
Progressive Disclosure
Showing only the information needed at each step, while revealing more details when the employee needs them.
Apply Casual leave on 29 Feb, 2026
February 29, 2026 is not a valid date because 2026 is not a leap year. Would you like to apply for February 28 or March 1 instead
Feb 28
Mar 1
Custom date
Error Recovery
Helps the employee understand what went wrong and guides them toward the correct action instead of simply showing an error.
Apply Home Loan
Alright, you're applying for loan..
Step: 01 - Loan Details
Loan Amount
Sick Leave
Step: 03 - Repayment Details
Step: 04 - Review & Apply
Guided Conversation
Helps employees complete HR tasks through a structured, step-by-step chat.
Why is my salary lower this month?
Your take-home salary is SAR 4,800, which is SAR 200 lower than last month due to 2 unpaid leave days.
Personalized Responses
Chatbot uses the employee’s profile, preferences, and HR data to provide responses specific to their individual situation.
How much will I get for 5 days of encashment
Your estimated encashment is SAR 1,250
Basic / day
250 SAR
Formula
Basic / Day x Encash days
Encashment Calculation
250 x 5
Encashment Amount
1250 SAR
Explainable calculation
Shows how a value was calculated, rather than only giving the final result.
Framework
Conversation Design Framework
A structured flow that turns a request into a guided, information-rich conversation for raising a request in our application
Intent Recognition
Context Gathering
Policy Guidance
Recommendation
Confirmation
Submission
Impact
Driving better experience
Making HR interactions faster, simpler, and more self-service with conversational AI
Faster Task Completion
Gain actionable insights with AI-driven analytics to improve decision-making and strategy.
Personalized Employee Experience
Personalized AI interactions improve response times, customer engagement, and overall satisfaction.
Instant access to HR information
AI-powered systems operate around the clock, ensuring seamless support and execution without downtime.
Natural language interactions
AI automation minimizes manual work, cuts operational costs, optimizes resource for better profitability.
Low Cognitive Load
Leverage AI to analyze vast data sets, identify trends, and make smarter, faster, and more accurate business decisions.
Reduce HR dependency
AI adapts to your business needs, allowing you to scale efficiently without increasing workload or costs.