Say goodbye to repetitive questions and hello to valuable time for your HR admins. GoCo's AI Knowledge Base lets you upload your employee handbooks so your employees can easily search and find answers to all those basic questions.
Use these links to skip around in this article.
What is the AI Knowledge Base?
How do I set up the AI Knowledge Base?
What is the AI Knowledge Base?
The AI Knowledge Base is designed to answer employees’ frequently asked questions. It will act like ChatGPT for your data as well as general HR policies.
Employees will be able to type their questions directly into the prompt box and receive responses as the AI Knowledge Base searches the company’s policies, documents, and any other uploaded data sources.
How do I set up the AI Knowledge Base?
To access the AI Knowledge Base, you will have to first visit the GoCo Marketplace. You can get there from the navigation tabs on the left side of your screen or from the card on your Company Homepage.
Once you've reached the Marketplace, find the "AI" category. Once you click on it, you should see a card for the AI Knowledge Base.
You will now see a window pop up detailing more about the knowledge base & prompting you to set it up. Click the blue "Set Up" button.
Once activated, you will be redirected to the Knowledge Base. You'll find that by default, you have two data sources already linked - the GoCo Help Center & the GoCo Resource Center. These sources are linked to all accounts so that your employees can ask any general GoCo question, such as "How do I request time off in GoCo?" or "Where can I view my documents? in GoCo?" and have the answers right at their fingertips.
In addition to the default sources, you can add your OWN sources for the knowledge base to use. Simply hit the blue "Upload Data Source" button on the top right of the screen.
Read the Sensitive Information Warning and hit "Proceed".
You will now choose if you want to upload a file on your computer or use an existing website.
Once you've made your choice, name your source & hit "Publish".
Once your source has been accepted, you will see it as "Pending" until the file has been uploaded. It will then be labeled as "Completed".
Using the AI Knowlege Base
Now you're able to use your AI Knowledge Base! You and your team members can now ask any simple HR questions and receive answers in record time! For example, here a "Work From Home Policy Agreement" has been uploaded - an employee could now ask what their response time should be & receive the answer right away.
How cool! 😎
FAQ's
- Who has access to the AI knowledge base?
- Once enabled all of your employees will be able to use the knowledge base. Only the Full Access Administrators, however, will be able to edit the data sources the knowledge base uses.
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Where does the Knowledge Base get its knowledge?
- The Knowledge Base is trained on the GoCo Help Center & GoCo Blog automatically.
- The Knowledge Base is automatically aware of limited team data from the company team page such as team member name, birthday, title, manager, and department.
- Clients can choose what GoCo documents to train the Knowledge Base on (upload physical file).
- Clients can choose to upload additional resources (documents, HTML files, etc.) and links (websites, sitemaps, slack channels) for the Knowledge Base to train on and reference.
- I have existing documents in GoCo's Magic Docs app, can the knowledge base pull from there?
- The AI knowledge base cannot pull information directly from Magic Docs, so you will have to first upload a hard copy into the knowledge base itself. After that, you're all set!
- What happens if the knowledge base doesn't have an answer to a question?
- If the knowledge base does not have an answer it will simply generate a response letting the asker know that it does not have an answer.
- What if a team member asks a question relating to something that they don't have access to?
- All team members within your organization may have access to the information within the uploaded sources. Be cautious when uploading data that may contain sensitive, personal, or confidential information.
Tips & Tricks
- The AI knowledge base works best when you ask specific questions. For example, asking "How do I request time off?" will generate a more precise response than simply typing "time off?", so to provide the best experience possible be sure you are specific when using the feature.
- The AI knowledge base will not accept files with extra white space before or after the file name, so be sure that when uploading your documents you have the appropriate naming.
- Not Acceptable: " WFH Policy.pdf" or "WFH Policy.pdf "
- Acceptable: "WFH Policy.pdf"
- The AI knowledge base is NOT able to pull information from a pdf that is an image vs text so be sure that you are uploading text-only documents.
- Not sure what to ask? Take a look at some examples below.
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Admin Use Case Examples:
- Is there any new functionality in GoCo?
- How many team members have birthdays this month?
- How do I enable team members to start workflows for themselves?
Employee Use Case Examples:- What is the parental leave policy?
- How do I request vacation time?
- How do I enroll in or request changes to my benefits?
- How do I access my paystubs?
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🚨 Ensure that you understand and agree that the AI feature in this application is for assistance and convenience purposes only. It is not intended to replace human judgment or decision-making. Use AI-generated responses with caution and verify their accuracy and appropriateness before taking any actions based on them.