Emma Robot – Automate Complex Workflows with AI

Recruitment & Candidate Screening

Sourcing, evaluating, and shortlisting candidates for open positions—an often time-consuming process involving resume reviews, background checks, and interview scheduling.

01

Job Posting & Candidate Sourcing

HR teams typically post jobs on multiple platforms (LinkedIn, Indeed, company careers page) and manually track responses. Emma automates job postings via an ATS (Applicant Tracking System) like Greenhouse, Lever, or Workable, ensuring each listing goes live simultaneously and applicant data centralizes automatically.

02

Resume Parsing & Screening

Hundreds of resumes can arrive for a single role, leading to hours of manual filtering. Emma uses OCR and keyword scanning to categorize and score resumes based on job requirements (e.g., years of experience, technical skills). This quick triage helps HR focus on high-potential candidates.

03

Scheduling Interviews

Coordinating availability between candidates and interviewers is notoriously painful. Emma checks calendar slots in tools like Calendly, Google Calendar, or Microsoft Outlook, and sends meeting invites to both parties, significantly reducing the email ping-pong.

04

Candidate Assessments & Background Checks

Skills tests or background verifications can require separate requests from the HR team. Emma automates sending test links (e.g., HackerRank, TestGorilla) or initiating background checks with third-party providers, then flags results for review in the ATS—removing manual follow-up from the recruiter's plate.

05

Offer Generation & Tracking

When the right candidate is chosen, HR must draft offer letters and track acceptance status. Emma merges the candidate's details, compensation terms, and start date into a standard offer template (using e-sign tools like DocuSign or Adobe Sign) and updates the ATS once signed. This end-to-end process ensures swift, error-free onboarding.

Onboarding & New Hire Orientation

Welcoming new employees, collecting required documents, assigning training, and setting them up in internal systems or departments.

Step 1

Document Collection & Compliance

New hires must often provide identification, tax withholding forms, and signed policy acknowledgments. Emma automatically sends them a digital welcome packet (via BambooHR, Namely, or Workday), collects completed forms, and files them securely—saving HR from chasing missing documents.

Step 2

Equipment & Access Setup

Coordinating with IT, facilities, or security to set up email accounts, laptops, and badges can stall new hires. Emma generates a checklist (employee role, location) and triggers tasks to relevant departments. This ensures a seamless Day 1 experience, with minimal manual back-and-forth.

Step 3

Policy & Benefits Orientation

New hires often need to review the employee handbook or choose healthcare benefits. Emma routes them to relevant e-learning modules or benefits enrollment portals (e.g., Zenefits, Namely), confirming their completion. This organized approach helps new staff get up to speed faster.

Step 4

Training & Mentorship Assignments

Different roles may require compliance training (e.g., safety, harassment prevention). Emma references job details to assign the correct learning modules or mentors in the Learning Management System (LMS) like Cornerstone or SAP SuccessFactors Learning. This ensures consistent, role-appropriate onboarding.

Step 5

Post-Onboarding Follow-Up

Checking in after 30, 60, or 90 days helps ensure new employees are settling in. Emma automates these surveys (via SurveyMonkey, Qualtrics, or built-in HRIS tools), prompting managers to address any concerns. This fosters higher retention and engagement among recent hires.

Payroll & Time Tracking

Ensuring accurate compensation for employees by recording hours worked, paid time off, and any bonuses or overtime. Payroll errors can cause major employee dissatisfaction and legal risk.

Step 1

Time & Attendance Capture

Employees log work hours via timesheets or clock-in systems (e.g., Kronos, TSheets). Manually verifying these records is time-consuming. Emma auto-imports attendance data, flags anomalies (like missing clock-outs), and ensures each employee's hours are allocated correctly to the payroll system.

Step 2

Overtime & Leave Calculation

Overtime or paid leave typically needs specific calculations. Emma applies labor rule logic (e.g., time-and-a-half after 40 hours/week) or deducts PTO balances in HR software such as ADP Workforce Now, BambooHR, or Workday. This eliminates manual computations that can lead to payroll miscalculations.

Step 3

Payroll Processing

Finance or HR typically run payroll on a set schedule. Emma integrates with solutions like Gusto, Paychex, or QuickBooks to automatically create pay runs, verifying gross pay, taxes, and deductions. She flags any outliers (e.g., a 300-hour timesheet) so humans can intervene quickly.

Step 4

Paystub Distribution & Direct Deposit

After calculations, employees need paystubs. Emma triggers direct deposit instructions with banks, generating digital paystubs or checks. This paperless distribution is timely, secure, and consistent, improving trust in payroll accuracy.

Step 5

Compliance & Reporting

Different jurisdictions mandate payroll tax filings, wage statements, or record retention. Emma compiles the necessary data (e.g., forms like W-2, T4, or 1099), ensuring timely e-file submissions and logging confirmations. This automated compliance reduces the likelihood of penalties or audits.

Performance Management & Appraisals

Evaluating employee performance through periodic reviews, goal-setting, and feedback. Properly managed performance processes lead to higher engagement and clearer career development paths.

Many companies perform annual or bi-annual performance reviews. Emma schedules these cycles in the HR system (e.g., Lattice, 15Five, BambooHR), assigning forms and deadlines to managers and employees. This approach prevents missed reviews or inconsistent timelines.

Employees need to set objectives (KPIs, OKRs) aligned with business goals. Emma helps them record and update progress throughout the cycle, nudging them with reminders if goals remain incomplete. This fosters ongoing engagement rather than last-minute scramble during review time.

Modern reviews often include peer, subordinate, and manager feedback. Emma automatically sends prompts and forms to relevant parties, collects their inputs (anonymously if needed), and consolidates them in the performance tool. This reduces manual request emails and ensures balanced insights.

Managers rate direct reports, sometimes requiring calibration sessions with other department heads. Emma compiles rating distributions, identifying potential biases (e.g., rating inflation). She highlights discrepancies that HR might address in calibration discussions, promoting fair and consistent evaluations.

Post-review, employees might need additional training or coaching. Emma flags the recommended development areas, integrating with the LMS to assign relevant courses or set follow-up tasks. This continuity transforms performance reviews into actionable growth plans rather than mere checkboxes.

Benefits Administration

Managing health insurance, retirement plans, and other perks. Ensuring employees correctly enroll or update benefits during open enrollment or life events can be labor-intensive.

Many companies have an annual open enrollment period. Emma configures enrollment windows in a benefits platform (e.g., Zenefits, Namely, or Workday), loads updated plan options, and triggers notifications to employees as enrollment nears.

Employees often compare multiple health plan costs and coverage. Emma can provide side-by-side comparisons and answer FAQs using chatbots or integrated Q&A systems, reducing confusion and manual HR inquiries.

Events like marriage, birth, or job status changes require mid-year adjustments. Emma watches for these triggers in HRIS data, prompting employees to update beneficiaries or coverage. This ensures compliance with regulatory timelines (e.g., 30 days after a life event).

Once employees select benefits, HR must notify carriers and update payroll deductions. Emma automates these data exchanges, generating deduction amounts in payroll systems like ADP, Paylocity, or Gusto. No manual re-keying, no risk of mismatched coverage or paycheck errors.

Periodically, HR audits benefits usage to identify cost-saving opportunities or plan improvements. Emma compiles analytics (plan enrollment counts, claim data, cost trends) into dashboards, helping HR refine offerings and maintain a competitive benefits package.

Employee Relations & Case Management

Resolving employee grievances, disputes, or disciplinary issues. Proper tracking ensures fairness, consistency, and compliance with labor laws.

01

Incident Reporting & Intake

Employees may report issues via email, phone, or anonymous portals. Emma centralizes these reports in a case management tool (e.g., HR Acuity, ServiceNow HR), tagging them by type (e.g., harassment, attendance, performance) so nothing slips through the cracks.

02

Investigation & Evidence Collection

Cases often need witness statements, screenshots, or policy references. Emma automates requesting these documents from relevant parties, attaching them to the digital case record. This systematic approach streamlines how HR gathers evidence.

03

Policy Comparison & Legal Guidance

To determine if discipline or mediation is required, HR references internal policies or labor regulations. Emma uses rule-based logic to highlight relevant policy sections or local laws. This speeds up the compliance check and reduces the risk of inconsistent decisions.

04

Action Plan & Resolution

HR decides on corrective measures (warnings, performance improvement plans, terminations). Emma assigns tasks to managers or employees, tracking deadlines for any follow-up. This ensures a formal, transparent closeout, and documents each step for future audit or reference.

05

Documentation & Record Retention

Final resolutions must be clearly recorded. Emma archives case files in the employee's record, ensuring compliance with privacy rules (like GDPR or HIPAA if health aspects are involved). This easy retrieval system also ensures legal readiness if disputes escalate externally.

HR Compliance & Policy Management

From labor laws (FMLA, ADA, wage/hour) to data protection (GDPR), HR must ensure the organization meets all legal requirements and that policies are up-to-date.

Step 1

Regulatory Monitoring

Laws change frequently, especially if the company has multi-state or international presence. Emma regularly checks official labor sites or compliance feeds (e.g., SHRM, government portals) for updates. She flags new requirements (like minimum wage changes) for HR's attention.

Step 2

Policy Update & Publication

When new laws or business changes occur, HR must revise the employee handbook or SOPs. Emma tracks versioning in a system like SharePoint or Confluence. She then notifies employees about the policy update, collecting digital acknowledgments to prove compliance.

Step 3

Mandatory Training & Certifications

Certain regulations require annual training (e.g., anti-harassment, safety). Emma schedules sessions or e-learning modules in an LMS (like Cornerstone, TalentLMS), tracks completion, and reminds non-compliant employees automatically. This ensures a near-perfect compliance rate.

Step 4

Recordkeeping & Audits

Labor departments may audit payroll records, I-9 forms, or other employee data. Emma organizes these documents in a DMS (Document Management System) like Box, Google Drive, or SharePoint, using consistent naming and retention rules. If an audit strikes, HR can retrieve the exact records swiftly.

Step 5

Reporting & Metrics

Management often wants compliance metrics (e.g., 99% completion of harassment training). Emma compiles these data points into dashboards in Power BI or Tableau, allowing HR leaders to spot gaps and demonstrate readiness if regulators inquire.

Learning & Development

Continual upskilling of employees, from technical training to leadership development. A structured L&D program boosts retention and fosters a high-performance culture.

Step 1

Needs Analysis & Course Assignment

L&D specialists assess skill gaps from performance reviews or strategic objectives. Emma scans employee data (roles, performance feedback) to recommend suitable training paths in an LMS (e.g., Docebo, SAP SuccessFactors Learning), removing guesswork and manual assignment.

Step 2

E-Learning & Scheduling

Employees join online courses or in-person workshops. Emma automates enrollment invitations, tracks RSVPs, and syncs events with participant calendars. This streamlined approach helps employees attend the right sessions at the right time.

Step 3

Progress Tracking & Assessments

Through quizzes or completion checks, managers gauge if training objectives are met. Emma reminds employees when modules remain incomplete, consolidates scores, and flags anyone needing extra support. This ensures no half-finished courses remain lost in the system.

Step 4

Certification & Credential Management

Certain roles (IT, healthcare, legal) require formal certifications. Emma monitors expiry dates, prompting employees to renew before certification lapses. She also stores digital certificates in employee profiles, maintaining a verifiable skill record.

Step 5

ROI Analysis & Career Progression

After training, HR often wants to see improvements (e.g., productivity, reduced error rates). Emma compiles relevant KPIs, correlating them with training completion data. This helps L&D teams refine their programs and tie learning initiatives to tangible career pathways or promotions.

Employee Engagement & Surveys

Measuring and improving the workplace environment—gathering feedback on leadership, culture, job satisfaction—to retain and motivate employees.

Step 1

Survey Design & Distribution

Periodic pulse surveys or annual engagement questionnaires identify how employees feel about their roles or the company. Emma launches these surveys in tools like Qualtrics, SurveyMonkey, or built-in HRIS features, personalizing questions by department or role if needed.

Step 2

Anonymous Response Collection

Fearing backlash, employees might hesitate to speak honestly. Emma ensures anonymity settings are properly configured, collects responses, and merges them into aggregated reports—fostering candor and robust data.

Step 3

Data Analysis & Reports

Manually cross-tabulating results is complex. Emma uses analytics to spot trends—like low engagement in certain departments or higher satisfaction among remote teams. This automated analysis saves HR countless hours and fosters quick decision-making.

Step 4

Action Planning

If a survey reveals a consistent complaint (e.g., lack of advancement opportunities), Emma flags it for leadership. She can create specific tasks or improvement initiatives in project tools like Trello, Asana, or Monday.com so HR and managers collaborate on solutions.

Step 5

Follow-Up & Tracking

After implementing changes (e.g., new recognition programs), Emma runs shorter "pulse checks" to gauge if satisfaction improves. This iterative approach ensures that employee feedback leads to tangible improvements, reinforcing trust in the survey process.

Offboarding & Exit Management

Handling employee departures—voluntary or involuntary—in a structured way that protects company interests, ensures compliance, and captures feedback for future improvement.

Once an employee resigns or is terminated, HR must gather final details (last day, reasons, notice period). Emma updates the HRIS (e.g., BambooHR, Workday, UKG), notifies relevant stakeholders (IT, payroll) automatically, and triggers an offboarding checklist.

Departing employees might need to transition project knowledge or return company property (laptops, badges). Emma assigns tasks to managers or colleagues to schedule handover sessions. She also tracks returned items in an asset system, preventing lost devices or lingering accesses.

Exit interviews shed light on retention issues. Emma schedules these interviews, sends digital forms (via SurveyMonkey, Qualtrics), and compiles responses. This helps HR find patterns—e.g., if multiple employees cite poor management as a reason for leaving.

Ensuring timely final paychecks, severance (if applicable), and benefits adjustments (COBRA, 401(k) rollover) is crucial. Emma calculates final compensation in the payroll system, coordinates any insurance handoff, and logs the transaction for compliance records.

Security best practices require terminating IT access promptly. Emma integrates with identity management tools (e.g., Okta, Azure AD), revoking user credentials on the last day. This automated step blocks potential data breaches or unauthorized entry post-employment.