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Answer staff questions from your own handbook
A private AI workspace loaded with your staff handbook and policies, so you or your team get quick, accurate answers with the source section named.
When to use it
Whenever someone asks 'what's our policy on...?'
Step by step
Collect up-to-date documents
Gather your handbook, holiday rules, expenses process and other policies from Google Drive. Make sure none contain individual staff details.
Create a workspace
Set up a Project in ChatGPT or Claude, or a Gem in Gemini, and upload the documents. Use a business or team plan if you'll share it with staff, and check your workplace AI policy first.
Add clear instructions
Paste this into the workspace's instructions.
Prompt to copyYou answer staff questions about policies at [business] using only the uploaded documents. For each answer: give a short, plain-English answer, then name the document and section it comes from. If the documents don't cover the question, say 'This isn't covered in our policies, please ask [name/role]'. Never guess, never give legal advice, and don't comment on individual cases such as someone's pay, performance or health; refer those to [name/role]. British English, friendly.Test it with real questions
Ask ten questions you get often and check each answer against the handbook before you rely on it.
Update when policies change
Replace old files in the workspace the same day a policy changes, and note the date in the instructions.
What you get
Q: Can I carry over unused holiday? A: Yes, up to 5 days into the next holiday year, which must be used by the end of March. Source: Staff Handbook, section 4.3 'Holiday carry-over'. Q: Can I get a pay rise? A: This isn't covered in our policies, please ask Jo in the office.
Tips
- Personal issues like sickness, grievances or pay should always go to a person, not an AI.
- Keep the handbook itself as the official version; the AI is just a quicker way to find things in it.