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AI HR ASSISTANT

How Mavlers built Chatbot to deliver 24/7 instant HR support

Project Overview

Organization

Mavlers Agency

Technology Stack

Google Chat · n8n · GPT-4.1-mini · Supabase · Google Sheets & Drive

Timeline

2025–2026

Products / Services Used

  • AI Chatbot
  • Workflow Automation
  • Vector Search Knowledge Base
  • Employee Data Lookup
  • Policy Document Retrieval
  • Google Chat Integration

AI-powered chatbot integrated into Google Chat that gives every Mavlers employee instant, accurate answers to HR, IT, and organisational queries - without waiting for a human response. Built on GPT-4.1-mini and connected to a dual-source vector-search knowledge base (Supabase for HR/IT policies and a ChatGPT Assistant for live employee data from HROne).

Performance Insights

Key results for the client

24/7

Instant HR support availability

7 seconds

Average response time

6+

Knowledge sources connected

Client Objectives

The challenges we set out to solve

1.
Repetitive HR queries draining bandwidth

The HR team was handling low-complexity, high-frequency questions about leave policies, IT procedures, company culture, and employee information, consuming significant time each day.

2.
No self-service option outside business hours

Employees had no way to get answers after hours, leading to delays in query resolution.

3.
Scattered policy information

HR, IT, and organizational documents lived across multiple locations, making it difficult for anyone to find consistent, accurate answers quickly.

4.
No centralized employee data lookup

Finding an employee’s email, department, reporting manager, or HRBP assignment required manual cross-referencing across systems.

Mavlers Strategy

How we built an AI-powered HR knowledge assistant

1.
Embedded AI into a familiar interface

Built as a Google Chat app so employees interact via the same messaging tool they already use daily, with zero adoption friction.

2.
Loaded a dual-source intelligence architecture

A Supabase vector store holds HR policies & a separate ChatGPT Assistant vector store holds live HROne employee data.

3.
Orchestrated via n8n with a built-in token guard

Parts and labour costs are now calculated automatically within ClickUp, with totals updated in real time as line items change.

4.
Automated document linking

Every response includes a direct link to the relevant policy PDF so employees can verify and read further.

5.
Full chat logging for analytics

Every query and response is timestamped and logged in Google Sheets, giving the team a continuous feedback loop for improvement.

Results

What this Chatbot achieved

Significantly decreased HR team workload by eliminating repetitive query handling, enabled faster employee query resolution with responses delivered in seconds, and improved consistency in policy communication across the entire organization. Employees now have 24/7 access to accurate, AI-driven answers without HR intervention, and the full logging pipeline ensures the system keeps getting smarter over time.

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Sandra Field

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