How to Create AI HR Onboarding Support Bot for Slack and Reduce Costs by 38%

Yes, you heard right — implementing AI tools does reduce employee onboarding costs by as much as 38%. Imagine how much easier this can make your HR department’s life! It’s not for nothing that 62% of HR specialists are already actively using chatbots as virtual assistants, which successfully cope with 75% of HR requests!

AI tools automate routine onboarding and support processes, help newcomers quickly get comfortable, and provide all the necessary information about salaries, benefits, and job responsibilities. As a result, HR specialists save precious time and can focus on more important strategic tasks. And that’s not all! Effective onboarding increases employee retention by 82% as well as their productivity. We agree, these are impressive numbers!

Let’s figure out how to make the onboarding process for new hires even faster and more comfortable with the help of AI bots. For example, on the Omnimind platform, you can create a bot for Slack, train it on company data, and grant access to new employees.

In this article, we will tell you how to create your own HR Onboarding Support Bot in just 9 easy steps, using Omnimind.ai!

Step-by-step guide: how to create an AI HR Onboarding Support Bot

Let’s go through the Wizard Setup Flow in detail and consider each stage of creating a chatbot from idea to implementation.

Step 1: AI Workshop: Create Your Own Bot

First, you need to Sign up or Log in on the Omnimind.ai platform. You will immediately have access to a magical and convenient dashboard to create AI agents, chatbots, and Tables for different purposes and industries. I am not kidding about magic! With Omnimind.ai everyone can feel like a wizard)) There is also a training video that will introduce you to the features and capabilities of the platform. Ready-made bot and agent templates can be customized to suit the needs of your business.

Let’s look at the differences between chatbots, agents, and templates and explore their capabilities:

• Chatbots interact with users in a dialog format. They answer questions and provide information based on data loaded into a knowledge base. They do well in pre-defined scenarios.
• Agents are more intelligent than chatbots. They are able to analyze context and understand complex queries, so they can perform a wide range of tasks including data analysis, forecasting, and scheduling.
• Templates are ready-made solutions that can be used to quickly create chatbots or AI agents. They are a kind of constructors that can be customized and adapted to specific needs.

Since the chatbot is the protagonist in our case study, let’s move on to creating it!

Step 2: Set up the goal of your chatbot

First, you need to select the “Create Agent” menu item. You will see the roadmap of your bot! At this stage, you need to decide how exactly the bot will work. In this case, for the first question “What should your agent do?” you should select the “Answer with knowledge” option. We choose this item because our support chatbot will pull information from the uploaded files into its knowledge base:

Step 3: Decide on your chatbot needs and integrations

Omnimind.ai. lets you choose from a variety of technologies and integrations. Since the finished chatbot will be integrated into Slack, when asked “Do you need external services, APIs, or scrapers?” you need to add the name of this messenger in the corresponding line.

Step 4: Set your agent’s Knowledge parameters

This is where the magic happens! Knowledge is the data source from which the bot gets information and then processes it. So when asked about access to data, you need to select “Yes, my agent needs to use my own data, documents, websites”:

Step 5: Choose interaction channels

Omnimind offers different options. I am sure that among them, you will find the one that best suits your team:

• via a website or application;
• via messengers;
• personal use.

In our case, the bot will directly interact with the Slack workspace. Therefore, at this stage we select the “Through messaging platforms (e.g., Slack, WhatsApp)” option:

Step 6: Tell the bot in detail what and how it should do

You are almost there! At this stage, you need to describe the logic of actions — what, when, and how the agent should do. In the description field, describe the purpose of the bot in detail, clearly and without ambiguity. AI HR Onboarding Support Bot will search for information on request in Knowledge and act according to the following scenario:

Step 7: Upload data to Knowledge

When creating an agent or bot in Omnimind.ai, in addition to website URLs, PDFs, URL files, Word files, Google Docs, policies, and internal organization documents, you can upload to Knowledge:

• Tables: Airtable, CSV Links, CSV Text, Excel, Google Sheets, Xml Sitemap;
• Audio and video files from YouTube and Vimeo;
• Cloud Storage: Dropbox File, Dropbox Folder, GDrive File, GDrive Folder, OneDrive File, OneDrive Folder and much more.

You can upload various company documents to the knowledge base of HR bots:

• manual for new employees;
• internal work regulations;
• job descriptions;
• organizational structure;
• corporate culture standards;
• procedure for calculating and paying salaries;
• information on bonuses and awards;
• information on social benefits (health insurance, pension contributions, etc.);
• document processing procedures;
• issues related to adaptation, training, and development;
• contact information for different departments.

Our AI HR Onboarding Support Bot does not use additional tools, triggers, or workflow. The project’s Knowledge contains information on salary and Payment Policies.

Step 8: Integrate the bot into Slack and generate API keys

Congratulations, your chatbot is ready! Now let’s look at the installation process, including generating API keys and integrating it into Slack. In Omnimind.ai, the bot workspace looks like this:

To integrate the bot into Slack, in the Install menu, select Messengers, then Slack:

Now you need to copy the API Key and Project ID:

You can find the API Key here:

You need to copy the Project ID from here:

It’s time to go to Slack and check with the bot about the payroll period!

Step 9: Test and launch the bot

Now we need to go to Slack. To do this, click the “Add Slack” button:

After that, a pop-up appears, on which you need to click “Allow”:

And here we are in Slack! In the top search bar, enter “reconnect”:

In the “Connect to Omnimind App” pop-up window, paste the copied API Key and Project ID, and then click “Submit”:

A message from the bot appears in the correspondence:

Ask the bot a question to make sure it works correctly and receive an answer:

Tips and recommendations

If the chatbot only needs information in the knowledge base to work, update the data regularly. If the data is current and reliable, the agent will provide the correct answers.

Support chatbots help employees integrate into a new team, instantly and at any time receive feedback and access to the necessary information. In addition, effective adaptation reduces stress levels and increases employee engagement and retention by up to 82%.

Of course, the company wins! Such AI solutions automate the HR team’s routine, free up work time, optimize work processes, and increase efficiency, freeing up time for high-quality “live” onboarding of new employees or other administrative issues.
Ready to transform the onboarding process for new employees in your company? Sign up for a trial version of Omnimind.ai and use our step-by-step guides to create your own AI HR onboarding support bot!