By role
Virtual HR assistant
In smaller companies HR is often done by someone on the side of another job: the owner, the office manager or the bookkeeper. Annual leave records, deadlines for medical check-ups and contract expiries are kept in spreadsheets, and employees keep asking the same things: how many days do I have left, where is the form.
A virtual HR assistant takes over records, reminders and recurring questions. Decisions about people, pay and hiring stay with people.
You see the savings range straight after the questions; we only ask for contact details for the full summary. No obligation. After the assessment you can request a 30-minute meeting.
What a virtual worker takes over
Annual leave records
Receives leave requests, checks the balance of days against your records and prepares an approval for the line manager.
Deadline reminders
Tells you when medical check-ups, fixed-term contracts or probation periods are about to end, with enough time for a decision.
Replies to recurring employee questions
Answers questions about annual leave, forms and internal rules from your documents. Personal and sensitive questions it passes to the HR person.
Documents for a new employee
Prepares a list of the documents and forms a new employee must hand in and tracks what has arrived.
Interview scheduling
Sends interview slot proposals, confirmations and reminders to candidates you have chosen. It does not filter or assess applications.
What getting started looks like
This is the order of the steps. We agree the exact schedule and timings at the meeting, once we know your work.
- 1
We start with the records
Most often annual leave and deadlines, because they have clear rules and the least risk.
- 2
We agree what the worker may see
HR data is personal, and some of it sensitive. Before we start, we write down which data the worker accesses and who it answers to.
- 3
Replies with review
You review replies to employees until you see that they are correct, and only then decide what goes out on its own.
- 4
Documents and interview scheduling
Then we add documents for new employees and interview scheduling with candidates you have chosen.
What we need from you
- the annual leave records and a list of employees (within an agreed scope)
- the employment rules and internal policies in written form
- a list of the deadlines to be tracked
- forms and documents for new employees
- a person in the company responsible for HR to whom the worker passes questions
What a virtual worker does not do
- It does not decide on hiring, promotion or dismissal.
- It does not appraise employees and does not rank candidates.
- It does not give legal advice on employment law.
- It does not disclose pay data or employees' personal data to people who are not authorised to see it.
Frequently asked questions
What is a virtual HR assistant?
An AI agent that takes over repetitive HR work: records, deadline reminders and replies to common employee questions. HelpAi sets it up and maintains it, and decisions stay with people.
Does the worker choose candidates?
No. It does not filter, rank or assess applications; a person does that. It can schedule interviews with candidates you have chosen and answer questions about the process.
What about employees' personal data?
Before we start, we agree which data the worker accesses at all and limit that to what is necessary. Processing is aligned with the GDPR, and the worker passes sensitive questions to the HR person.
Can the worker answer employees about annual leave?
It can, based on the records and the rules you give it. If the answer is not clear from the rules, or the question is personal, it passes it to the HR person.
An estimate now, a clear figure for management.
The assessment shows the range of hours and money your company could get back. If it makes sense, the next step is a 30-minute meeting. You get the price and timeline there, once we know your work.
Start the assessmentUpdated 6 November 2026.