SUCCESS STORY
Case Study: Onboarding Buddy Chatbot

Onboarding Buddy – Automating New Employee Onboarding Process

ThirdEye Data developed and delivered a Copilot-powered Onboarding Buddy chatbot as part of a complete HR application built on the Microsoft Power Platform. Designed to enhance the employee onboarding journey, this AI assistant interacts with new recruits in a conversational manner, guiding them through company policies, procedures, training recommendations, and real-time support. The solution empowers HR teams to streamline the onboarding process, reduce manual intervention, and deliver a consistent, informative, and personalized experience for every new hire.

THE CUSTOMER

The customer is a global HR services provider supporting clients across multiple industries. Their HR managers were responsible for managing large volumes of new hires, often across geographically dispersed locations. Delivering a consistent onboarding experience while answering recurring queries, sharing correct documentation, and recommending personalized next steps was becoming time-intensive and inconsistent.

BUSINESS GOALS OR CHALLENGES

Business Goals

  • Automate New Hire Onboarding: Enable self-service onboarding support for employees from Day 1.
  • Standardize Processes: Provide consistent onboarding across locations and roles.
  • Reduce HR Workload: Minimize repetitive queries and manual document sharing by HR managers.
  • Improve Employee Experience: Make onboarding interactive, easy to follow, and personalized.
  • Leverage Power Platform: Utilize Microsoft ecosystem to deliver an integrated HR solution with minimal overhead.

Understanding the Challenges:

  • Manual HR Interventions: HR teams spent significant time responding to basic questions and sharing resources manually.
  • Inconsistent Onboarding: Lack of a centralized system led to varying onboarding experiences across teams and regions.
  • Information Overload: New employees often struggled to find or understand the relevant policies and next steps.
  • Low Engagement: Traditional onboarding methods lacked interactivity, causing reduced engagement from new hires.
  • Lack of Training Guidance: No mechanism existed to recommend role-specific training during onboarding.

Prerequisites and Preconditions:

Before implementing the onboarding buddy, certain foundational elements were established:

  • Defined Onboarding Journey: Standardized steps and stages in the onboarding process for consistency.
  • Policy Documentation: HR documents, company policies, and process guides were curated and centralized.
  • Power Platform Adoption: The organization had adopted the Microsoft Power Platform, enabling low-code solution development.
  • HR Training Content: Learning and development materials were mapped to roles and functions.
  • Data Security Standards: Ensured role-based access to sensitive HR data and compliance with data governance policies.

THE SOLUTION

ThirdEye Data developed a Copilot-based Onboarding Buddy chatbot, embedded within a comprehensive HR application built on the Power Platform.

Solution Highlights:

  • Copilot-Powered Chatbot: Delivered natural conversations and contextual assistance based on user interactions.

  • Integration with HR App: The chatbot was seamlessly integrated with a larger HR management solution, creating a unified experience.

  • Personalized Onboarding Guidance: Recommended next steps tailored to each employee’s onboarding progress.

  • Policy & Process Awareness: Explained HR policies, leave management, performance review cycles, and other procedures.

  • Interactive Q&A: Answered employee questions on HR topics using the latest available documentation.

  • Training Recommendations: Suggested relevant courses or learning paths based on job role and onboarding status.

  • Global-Ready Deployment: The application and chatbot were delivered as a complete, scalable solution for potential customers worldwide.

VALUE CREATED

The Onboarding Buddy significantly streamlined onboarding operations and improved the new hire experience across the board:

  • Reduced HR Overhead: Achieved a 40% drop in repetitive HR queries by automating common employee interactions.
  • Faster Employee Ramp-Up: New hires were able to complete onboarding 35% faster by following AI-guided steps.
  • Improved Engagement: Interactive onboarding experience led to higher satisfaction and reduced drop-offs during early employment.
  • Consistent Experience Across Locations: Delivered a uniform, high-quality onboarding experience regardless of geography.
  • Higher Training Participation: Role-based training suggestions increased onboarding program participation by 50%.
  • Scalable HR Solution: The Copilot chatbot and Power Platform HR app offered a plug-and-play onboarding module to multiple global clients.
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