HR Operations Desk Official

Drafts a reply to an employee question using only the handbook, cites the section, and flags anything that must go to a human.

1. 01Decide whether the question can be answered from policy. Question from {{employee}} (category: {{category}}): {{question}} Search the Employee Handbook and Policies knowledge base. If the question is about a grievance, disciplinary matter, harassment, health or disability, a pay dispute, a visa, or anything legal, stop and output exactly: NEEDS HR: <one sentence saying why> Otherwise output: ANSWERABLE, and the handbook sections you will rely on. Output: Either NEEDS HR with a reason, or ANSWERABLE followed by the section names, as plain text.
2. 02If task 1 said NEEDS HR, repeat that line and stop. Otherwise write the reply to the employee. Answer the exact question first in one or two sentences. Then give the detail that matters (limits, dates, how to apply). Where the employee's own situation matters (for example their leave balance), read the Employees table and use their numbers. End with the policy section you relied on in the form "From the handbook: <section name>". Keep it under 150 words. Do not include a greeting or a sign-off; HR adds those. Output: The reply text, plain, under 150 words, ending with the handbook section cited.

Turns a signed hire into a dated checklist, a day-one schedule and a welcome email draft, following the team's playbook.

1. 01Build the onboarding checklist for {{full_name}}, {{job_title}} in {{department}}, starting {{start_date}}, working {{location}}, reporting to {{manager}}. Use the Onboarding checklist in the HR Ops Playbook. Output a dated list with one line per item: date, owner (People / IT / Manager / Buddy), item. Work back from the start date: signature items now, two-weeks-before items dated 14 days before the start, week-one items dated in the first five working days, and the 30, 60 and 90 day check-ins dated exactly. Output: A dated checklist, one item per line, as plain text.
2. 02Write the day-one schedule from the playbook's template, adjusted for a {{location}} role (a remote starter gets video calls, not rooms). Then draft a welcome email from {{manager}} to the starter: warm, under 120 words, naming the buddy if one is known, the start time, and what to expect on day one. Output the schedule, then a line "WELCOME EMAIL", then the email. Output: The day-one schedule followed by the welcome email draft, plain text.

Builds the dated offboarding checklist for a leaver from the playbook, including access revocation, equipment return, final pay notes and the reference letter.

1. 01{{employee}} is leaving on {{last_day}} (reason: {{reason}}). Read their row in the Employees table for title, department and start date. Using the Offboarding checklist in the HR Ops Playbook, output a dated checklist: on notice items now, equipment return label 5 days before the last day, every access revocation on the last day before 18:00 (list each system by name), final pay items for the next payroll cut-off, paperwork items after the last day. One item per line with owner (People / IT / Manager / Finance). Output: A dated checklist, one item per line, plain text.
2. 02If the reason is Dismissal or Redundancy, output only: "Letters withheld: legal review required before any letter is sent." Otherwise draft the standard reference letter (dates of employment and final title only, no opinion) and a two-line note for payroll stating the last day and that accrued leave must be settled. Output the letter, then a line "PAYROLL NOTE", then the note. Output: The reference letter and payroll note as plain text, or the withheld line.

Reads the leave policy and the employee's balance, checks who else in the team is off, and recommends approve or flag with the reason.

1. 01{{employee}} requests {{leave_type}} leave from {{from_date}} to {{to_date}} ({{days}} days). Note: {{note}} Read the employee's department and Annual Leave Balance from the Employees table. Check the leave policy for this leave type. List every Approved request in the Leave Requests table for the same department that overlaps these dates. Output three lines: "Balance after: N days", "Policy: ok" or "Policy: <issue>", "Overlap: none" or "Overlap: <names and dates>". Output: Three lines, balance, policy, overlap, as plain text.
2. 02Recommend. Output "RECOMMEND APPROVE" when the balance stays at or above zero, the policy is met, and at most one other person in the department overlaps. Otherwise output "FLAG" and one sentence for the manager saying exactly what to check. Then add one sentence the manager can send to the employee. Output: The recommendation line, the manager note, and the employee sentence, plain text.

Runs every weekday morning, moves documents into the 60 and 30 day windows, marks overdue ones, and drafts the reminder for each.

1. 01Today's date is the run date. {{employee}}'s {{document_type}} expires on {{expires}} (current status: {{status}}). Work out the days remaining. Set the status: more than 60 days remaining stays Valid; 31 to 60 is "Due in 60 days"; 0 to 30 is "Due in 30 days"; past the date is Overdue. Update the Status column of this row in the Documents table if it changed. Output the new status and the days remaining. Output: The new status and the days remaining, as plain text.
2. 02If the status is Valid, output "No reminder needed" and stop. Otherwise draft the reminder. For Right to work, Visa, Passport, Background check and certifications: to the employee, what to renew, by when, and what to send HR. For Probation review: to the manager, that the review pack is due one week before the date. For Policy acknowledgement: to the employee, to sign in the HRIS. Under 80 words. If it is a Right to work or Visa within 30 days, start the reminder with "Urgent:". Output: The reminder draft as plain text, or "No reminder needed".

Writes the confirmation letter for a promotion, pay, role or manager change, and lists exactly what to change in the HRIS and tell payroll.

1. 01Draft the letter to {{employee}} confirming a {{change_type}} effective {{effective_date}}. Details: {{details}} Read their current title, department and manager from the Employees table so the letter states what changes and what stays the same. Follow the letter wording rules in the playbook. Under 180 words. Placeholders for anything the request did not state, in the form [SALARY NOT STATED]. Output: The letter as plain text.
2. 02Write the HRIS update as a list of field: old value -> new value, with the effective date. Then one line for payroll saying whether this change is before or after this month's cut-off on the 15th and what payroll must do. Output "HRIS UPDATE" then the list, then "PAYROLL" then the line. Output: The HRIS field list and the payroll line, plain text.

Every Monday at 08:00 counts headcount, starters and leavers, open requests, pending leave and documents expiring this month, and emails the digest to the HR lead.

1. 01Count from the tables: active headcount (Employees, Status Active or On Leave); starters this month (Onboarding rows with Start Date in the current month); leavers this month (Offboarding rows with Last Day in the current month); open questions (HR Requests, Status New, Drafted or Needs HR); pending leave (Leave Requests, Status Requested, Recommended approve or Flagged); documents expiring in the next 30 days or Overdue; people changes not yet Applied in HRIS. Output one line per number. Output: Seven lines of counts, plain text.
2. 02Pick the three items that most need a decision this week: any Overdue right to work or visa first, then Needs HR questions older than 2 days, then Flagged leave, then probation reviews due within 14 days, then people changes with an effective date in the next 7 days. One line each with the employee and the date. Then send the whole digest (counts, then "Needs a decision", then the three lines) with Turtle Notify to the HR lead. Confirm it was sent. Output: The digest text and a confirmation that it was sent, plain text.