To help you with Copilot, we've collated the most common questions you ask us.
Question | Answer |
What's the HR Assistant? | The HR Assistant acts as a confidential personal assistant which sits within Access Button. You can ask the HR Assistant questions and it provides answers in a matter of seconds. Using the HR Assistant you can research, refine, and present information in any format, tone or language. |
What should I use the HR Assistant for? | We encourage you to use the HR Assistant to support your daily work activities and we welcome your feedback on the responses you receive. |
How can I trust that the HR Assistant functionality won't share my data? | Data privacy and security are extremely important to Access. In the specific instance of the HR Assistant, data that is shared with the model and is only used for the purpose of that query and then discarded unlike other providers of this capability. |
Will the HR Assistant always give me the right answer? | Not necessarily, but it always tries to give you the best answer it can. The HR Assistant creates an answer using the context it has available to it: your question, data in the large language model (LLM) and what Access-owned data it has access to. It then uses these collectively to respond with how it can best meet the user's intent. |
Will I always get the same answer to the same question? | Not necessarily. The HR Assistant is powered by a large language model (LLM) that mimics how a human brain works and responds based on its available context. It therefore may respond differently to the same or similar questions, just as a human brain would. |
Is there a specific format I should use to ask the HR Assistant questions? | Questions can be phrased in any way, just like in a normal conversation. To get the most out of the HR Assistant, try to keep your questions as concise and relevant as possible. |
What is a 'skill'? | A skill is a term we use for a particular set of outputs that the HR Assistant can complete. Generally, skills are created and made available tothe HR Assistant by our teams based on the common outputs their customers would like to action in the HR Assistant. This functionality is not available yet but we will inform you when it is coming in the future. |
How do I give feedback on the HR Assistant? | At the bottom of the Access Button, you will see an icon called Provide Button feedback. We'd love your feedback as it helps us learn for future enhancements of the HR Assistant. |
Who do I go to if I need support or have an issue with the HR Assistant? | The HR Assistant is a feature of the Access Button, so you should follow your usual processes for requesting support by going to the Customer Success Portal and raising a case. |
Is the HR Assistant available for everyone in my organisation? | Yes, the HR Assistant will be rolled out and made available to everyone with an Access Workspace account or the relevant products. |
Is there a cost to the HR Assistant? | No, there is currently no additional charge for the HR Assistant. |
How do I access the HR Assistant? | The HR Assistant is available from within either Access Workspace or your Access product via the Access Button. |
Is this the same the HR Assistant that Microsoft released? | Whilst they're both built on similar technology with a conversation user interface the use cases are different so they aren't the same. |
Is this an AI tool? | Yes, the HR Assistant uses a language model and natural language processing to provide answers to questions. |
What level of access does this have to the data held in my Access products? | Currently, Access the HR Assistant isn't connected to data in our underlying products. This is a work in progress with development teams working hard to add more skills to the HR Assistant. This will be communicated to you in advance if and when this is ready for your Access products. |
What access to our data will be given to the users of our systems? | Users of the HR Assistant should only have access to data they're entitled to view or interact with outside of the HR Assistant. |
Do you have the data privacy and legal documents? | There are links on the the HR Assistant application that take you to this area. |
Are all inputs and outputs stored in the UK whilst being dealt with and deleted immediately under all circumstances? | Data isn't stored with the AI model after it has resolved the user's ask or used to improve the AI model or train it. UK data is stored in the UK to keep a conversational history for a good user experience. Conversation data is stored for 30 days since the last interaction at which point it's hard deleted. For customers within our APAC region, this data is managed the same way but in Australia East. |
How will the HR Assistant benefit us? | In its current form, the HR Assistant is a generic generative AI model. Users can ask the HR Assistant questions and it will provide a response in a matter of seconds. Using the HR Assistant, you can research, refine and present information in any format, tone or language. Examples are "Can you help me build a strategy for...", "Can you help me write an email to explain...." |
What Data is collected when one of our employees uses the HR Assistant? | No additional personal data is collected when someone uses the HR Assistant. |
How do we stop our data from being used to train the model? | Your data isn't being used to train the model. |
What are the daily conversation limits on the HR Assistant? | 10 messages per conversation, 50 messages per user per 24h, 1024 character limit per message. |
What happens after the Early Adopter Program? | You will continue to benefit from the new features at no extra cost for the length of your current contract. |
What will happen to the cost of Standard Evo features after the EAP? | Following the Early Adopter Program, the cost of Standard Evo features will be incorporated into your regular contract price. Any future price adjustments will be reflected in your contract renewal process. |
What about Premium features? | Premium features will remain free throughout your current contract term. After this, they will be deactivated unless you choose to add them to your package during the renewal process. |
How is security handled in relation to AI? | We understand that security is a top priority when considering AI technology. To address this, we've implemented a robust three-tier security model that safeguards your data and ensures strict adherence to permission structures. |
How do I get help/support? | If you need support, your primary route will be to raise a support case. If you’d like to speak to someone then you can email csmaccesspeople@theaccessgroup.com. |
Where can I find your the HR Assistant Terms of use? | |
Where can I find your privacy and security policy around AI? | |
What is Access' data privacy policy | |
How does AI process my data? | |
How much testing has been done already and how many organisations are currently using AI with PeopleHR? | We’ve successfully completed our beta testing phase where we made significant improvements around the accuracy of our tools and the accuracy of document links provided. We are now in an EAP phase where we have over 35 customers switched on for all users (covering 2500 users). We have positive feedback via surveys completed to date. |
We currently use PeopleHR. Would we need to do any data migration to Evo to use it? | No migration needed. On sign up to Evo we will enable the features on the dates you select and educational digital journeys will be activated for Admins, Managers and Employees. The Evo capability sits as a layer 'on top' of your current PeopleHR solution so there will be no fundamental changes to its core operations. |
Is the learning model confined to our data or will the questions we ask it be used to develop the system for others of your clients? | The questions and associated data contained within responses will all be secure and handled within the Access group's private secure instance of GPT 4o. No data is stored with the underlying AI model(s) available; inputs and outputs are not used to train the AI model. Once the user's request has been resolved this data is no longer available to the underlying AI model. |
Will we receive any support with setting up the system and AI functions we want to use within it? | Yes, we issue educational journeys for 3 personas of Employee, Manager and Admin. These are delivered in product to help you enable your workforce. There is also help and support documentation available via the knowledge base here and our support team are also on hand for any questions. |
Can different user accounts have different access to use this system, and could admins trial it first? | We are enabling all users in the organisations to benefit form the Evo features. |