Skip to main content
Employees ask the same policy questions repeatedly — how much PTO do I have, what does my dental plan cover, can I work remotely from another state. HR teams spend hours answering these questions manually, often pulling up the same PDF and scrolling to the same section. Meanwhile, employees wait for a response that could have been instant. Wayak solves this by indexing your policy documents in a knowledge space with RAG (retrieval-augmented generation). An agent searches the documents, extracts the relevant section, and delivers a plain-language answer with a citation to the exact source. Sensitive topics are automatically escalated to the right HR partner.

​
What you need

Data sources

  • HRIS database — Employee records with department, location, employment type, and benefits enrollment status

Knowledge spaces

  • Employee handbook — Full company handbook (PDF or DOCX), uploaded and indexed
  • Benefits guides — Medical, dental, vision, 401(k), and other plan summaries
  • PTO and leave policies — Vacation, sick leave, parental leave, bereavement, and sabbatical policies
  • Compliance documents — Remote work agreements, expense policies, code of conduct
Semantic layer: Define these in your ontology before setting up the agent.
ComponentNameDefinition
ObjectPolicyDocumentMaps to the knowledge space index. Represents a single policy document with its version and effective date
ObjectEmployeeMaps to the HRIS employees table. Represents the person asking the question, used to personalize answers by location and employment type
MetricQueriesResolvedCount of employee questions answered without HR intervention per period
DimensionPolicyCategoryCategorization: benefits, PTO, compensation, compliance, remote work, expenses
See building a semantic layer for a step-by-step guide.

​
Agent setup

1

Create the agent

Go to Agent Space → New agent.
FieldValue
NamePeople Ops Assistant
RoleEmployee experience and policy specialist
GoalAnswer employee questions accurately and route complex issues to the right team
2

Set the description

You answer employee questions about policies, benefits, and HR processes. Always reference the specific policy document and section when providing an answer. Use a friendly, approachable tone. If a question involves a sensitive topic — termination, harassment, accommodation, or legal matters — do not attempt to resolve it. Acknowledge the question and escalate to the appropriate HR partner immediately. Keep answers factual and cite sources.
3

Scope data access

Grant access to:
  • HRIS database (employees, departments, locations)
  • Employee handbook knowledge space
  • Benefits guides knowledge space
  • PTO and leave policies knowledge space
  • Compliance documents knowledge space
  • PolicyDocument, Employee objects and QueriesResolved metric
4

Add skills

Trigger: Employee asks a question about a company policy
  1. Identify the policy topic from the question (PTO, benefits, expense, remote work, compensation, leave, etc.).
  2. Check whether the question involves a sensitive topic (termination, harassment, accommodation, legal). If yes, skip to step 6.
  3. Search the relevant knowledge space for the policy document that covers the topic.
  4. Extract the specific section that answers the question and note the document name, section heading, and effective date.
  5. Summarize the answer in plain language. Include the citation in the format: “Source: [Document Name], Section [X], effective [date].”
  6. If the topic is sensitive, respond with: “This topic requires a conversation with your HR partner. I’ve flagged this for [HR partner name] who will follow up within one business day.”
Trigger: Employee asks about how a policy differs by office or state
  1. Identify the policy topic and the locations being compared.
  2. Retrieve the policy document for each location from the knowledge space.
  3. Extract the relevant sections from each version.
  4. Present a side-by-side comparison table showing differences (e.g., PTO days, remote work eligibility, benefits carriers).
  5. Note which version applies to the employee based on their HRIS location.

​
Automation

​
Playbook: New policy notification

1

Set the trigger

Event trigger: New document uploaded to any policy knowledge space, or manual trigger when HR updates a policy.
2

Build the workflow

  1. Query the knowledge space for the newly uploaded or updated document.
  2. Compare the new document against the previous version to identify what changed.
  3. Summarize the key changes in three to five bullet points, written in plain language.
  4. Condition: If the policy change affects a specific department or location, filter the recipient list to only those employees.
3

Configure delivery

Send an email to affected employees with the subject line: “Policy update — [Policy Name]”. Include the summary of changes and a link to the full document. Post a message in the #company-announcements Slack channel.
4

Test and activate

Click Run now to test with live data, then toggle to Active.

​
What’s next

Onboarding automation

Use policy Q&A alongside automated onboarding to give new hires instant access to answers from day one.

All HR use cases

See the full list.