AI-Powered Chatbots for Internal Communication and Employee Training
Challenge
A US-based enterprise with over 2,000 employees faced two major operational hurdles:
- Inefficient access to HR information: Employees frequently interrupted HR and project managers to ask routine questions about policies, benefits, and company procedures. Although the information existed in OneDrive and Office 365, employees struggled to locate it, especially due to the complexity of ISO-compliant documentation.
- Ineffective onboarding and training: The client’s training materials — videos and manuals — were underutilized. New hires had difficulty learning the company’s proprietary software without real-time assistance or structured learning paths. HR wanted to transform the training experience into a more engaging, automated process.
A US-based enterprise with over 2,000 employees faced two major operational hurdles:
- Inefficient access to HR information: Employees frequently interrupted HR and project managers to ask routine questions about policies, benefits, and company procedures. Although the information existed in OneDrive and Office 365, employees struggled to locate it, especially due to the complexity of ISO-compliant documentation.
- Ineffective onboarding and training: The client’s training materials — videos and manuals — were underutilized. New hires had difficulty learning the company’s proprietary software without real-time assistance or structured learning paths. HR wanted to transform the training experience into a more engaging, automated process.
Solution
HR Chatbot for Internal Knowledge Access
We built a role-based AI chatbot integrated with the company’s internal storage (OneDrive and Office 365). The solution allowed employees to independently find answers to common HR and policy questions, without disrupting HR or PM teams. SSO and role-based permissions ensured secure, controlled access to documents based on user identity and seniority.
- OneDrive + Office 365 integration for real-time data retrieval
- Azure Active Directory for user-role management
- Single Sign-On (SSO) for authentication
- GPT-4-powered chatbot via Azure OpenAI
AI-Powered Employee Training Assistant
To improve onboarding, we deployed a custom LMS built on Moodle, enhanced with a specialized AI assistant. The assistant was trained exclusively on internal materials and allowed users to ask questions, access structured modules, and take auto-generated quizzes tied to video and handbook content.
Key features:
- “Ask Me Anything” chatbot trained on proprietary training materials
- Time-coded video links and structured modules for intuitive learning
- Auto-generated quizzes and knowledge validation
- No external data access – full compliance with internal knowledge policies
Infrastructure & Deployment
Both chatbots were deployed on Azure, using dedicated virtual machines and Provisioned Throughput Units (PTUs) to maintain consistent performance. Azure Cognitive Services and OpenAI ensured scalable, secure, and compliant integration with existing systems. Multi-stage user and security testing preceded production rollout.
HR Chatbot for Internal Knowledge Access
We built a role-based AI chatbot integrated with the company’s internal storage (OneDrive and Office 365). The solution allowed employees to independently find answers to common HR and policy questions, without disrupting HR or PM teams. SSO and role-based permissions ensured secure, controlled access to documents based on user identity and seniority.
- OneDrive + Office 365 integration for real-time data retrieval
- Azure Active Directory for user-role management
- Single Sign-On (SSO) for authentication
- GPT-4-powered chatbot via Azure OpenAI
AI-Powered Employee Training Assistant
To improve onboarding, we deployed a custom LMS built on Moodle, enhanced with a specialized AI assistant. The assistant was trained exclusively on internal materials and allowed users to ask questions, access structured modules, and take auto-generated quizzes tied to video and handbook content.
Key features:
- “Ask Me Anything” chatbot trained on proprietary training materials
- Time-coded video links and structured modules for intuitive learning
- Auto-generated quizzes and knowledge validation
- No external data access – full compliance with internal knowledge policies
Infrastructure & Deployment
Both chatbots were deployed on Azure, using dedicated virtual machines and Provisioned Throughput Units (PTUs) to maintain consistent performance. Azure Cognitive Services and OpenAI ensured scalable, secure, and compliant integration with existing systems. Multi-stage user and security testing preceded production rollout.
Results
- HR Efficiency: 6% time savings for HR and PM teams through automation of repetitive queries
- Training Impact: 80% of new hires passed software training quizzes on the first attempt
- Improved Hiring Appeal: Showcasing internal AI innovation improved employer branding and candidate quality
- Process Optimization: Resulted in a 3% net margin increase within the first year due to more efficient internal operations
- Data Structure Improvements: Bot deployment led to better-organized internal document storage and access
- User Experience: Chatbots featured intuitive, role-optimized UI aligned with client branding
- HR Efficiency: 6% time savings for HR and PM teams through automation of repetitive queries
- Training Impact: 80% of new hires passed software training quizzes on the first attempt
- Improved Hiring Appeal: Showcasing internal AI innovation improved employer branding and candidate quality
- Process Optimization: Resulted in a 3% net margin increase within the first year due to more efficient internal operations
- Data Structure Improvements: Bot deployment led to better-organized internal document storage and access
- User Experience: Chatbots featured intuitive, role-optimized UI aligned with client branding