This system prompt sets up an HR assistant that answers staff questions from your handbook only, quotes the policy it used, and sends sensitive cases to a person. Paste it into an agent, attach your handbook, and staff get answers about leave, expenses, and benefits without waiting for an email.
The system prompt
The prompt above limits the assistant to your handbook, asks it to cite the section, and lists the topics that always go to a person. Fill in the brackets with your company name, HR contact, and sensitive topics.
4 variants
New-hire week one:
Answer questions from a new hire in their first week: equipment, payroll dates, who to ask about what. Use only [HANDBOOK].
Leave request explainer:
Explain how to request [LEAVE TYPE] under our policy, step by step, and quote the policy section.
Plain-English rewrite:
Rewrite this policy in plain English at a reading age of 12, without changing what it means: [POLICY TEXT].
Policy list:
List the policies a team of [N] people in [COUNTRY] usually needs, and mark which ones we already have in [HANDBOOK].
Rules that keep it safe
The assistant must not ask for or store personal employee data, must not give legal advice, and must send complaints, health questions, and disputes to a person. Have an HR adviser review the handbook it answers from.
Questions it must ask first
Many policy answers change with the person who asks. Add a line to the prompt that tells the assistant to ask before it answers when the handbook has different rules for:
- The country or state the employee works in
- Full-time, part-time, or contract work
- Start date, for leave that builds up over time
- The team or site, if your rules differ by location
What the assistant answers vs what goes to HR
| Topic | HR assistant | HR person |
|---|---|---|
| Leave rules and how to request leave | Answers and quotes the section | Approves the request |
| Expenses and payroll dates | Answers from the handbook | Fixes a wrong payment |
| Benefits and who to contact | Answers and links the policy | Handles exceptions |
| Complaints, health, pay disputes | Hands off at once | Owns the case |
How to run this prompt
Step 1: Prepare the handbook
Put the current handbook in a Taskade project or a file.
Step 2: Create the agent
Paste the prompt into a custom agent and add the handbook as knowledge.
Step 3: Test sensitive cases
Ask about a complaint and a medical question, and check that the agent hands both to a person.
What the free plan covers
The Free plan holds 1 agent and 3 Taskade Genesis apps. You earn free AI credits with referrals and invites, and you can upgrade any time. Pro is $10/mo billed annually. Compare plans.
Related prompts
For more starting points, see these AI agent prompt templates. Need a prompt for a different job? Try the prompt builder in our AI prompt generators guide.
FAQ
What can an AI HR assistant answer?
Routine questions that the handbook answers: leave rules, expense steps, payroll dates, benefits, and who to contact.
How do I stop it from guessing a policy?
Tell it to answer only from the handbook, to quote the section, and to say "I will ask HR" when the handbook is silent.
Which questions must go to a person?
Complaints, harassment, health and disability questions, pay disputes, and anything about one named employee.
Can I use it for HR policy writing too?
Use the HR policy creation prompt for drafting, and keep this assistant for answering questions.
Can an AI HR assistant give legal advice?
No. Tell it to answer only from your handbook and to pass any legal, tax, or medical question to a person. Have an HR adviser check the handbook it reads.
How do I keep its answers current?
Update the handbook in one place and keep that version attached as the agent's knowledge. Remove old copies so the assistant cannot quote a retired policy.