RuhBot.ai — HR Copilot Integration for a Professional Services Firm

A global professional services organization with 2,000+ employees across India, UAE, and the UK using Microsoft Dynamics 365 Human Resources (HRMS) to manage talent, payroll, and compliance.
HR teams were overwhelmed with repetitive queries related to leave, payslips, onboarding, and policy clarifications.

Problem Statement

The HR department struggled with managing high volumes of employee service requests, including FAQs, payroll discrepancies, and policy inquiries.
Despite having Dynamics 365 HRMS, most interactions required manual email responses or Teams calls, resulting in:

• Long response times and employee frustration.
• Overburdened HR staff performing transactional tasks.
• Limited visibility into frequently asked questions or service trends.
  The client wanted an AI-driven conversational assistant that could seamlessly connect with Dynamics 365 HRMS and automate responses, approvals, and data lookups — while maintaining enterprise security and tone.

Solution: RuhBot.ai — Copilot-Powered HR Assistant for Dynamics 365 HRMS

BaffleSol implemented RuhBot.ai, a Copilot-powered conversational AI chatbot integrated with Dynamics 365 HRMS, Power Automate, and Microsoft Teams.
The solution acted as a virtual HR assistant, enabling employees to get real-time answers and perform self-service actions directly through chat.

Key AI and Copilot Use Cases:

• Natural Language Understanding (NLU) to interpret employee queries in plain English or regional languages.
• Copilot Integration to fetch data (leave balance, payroll summary, policy details) from Dynamics 365 securely.
• Proactive HR Alerts—Bot reminds employees of policy updates, pending leave approvals, or document renewals.
• AI-Powered Insights—HR leaders use Power BI dashboards to track query trends, service levels, and engagement metrics.

What We Did

1. Teams & Web Integration: Embedded RuhBot.ai across Microsoft Teams and intranet portal for easy access.
2. Secure Dynamics 365 Connector: Enabled data retrieval from HRMS modules such as employee records, leave, and payroll.
3. Power Automate Flows: Automated leave requests, onboarding checklists, and HR approvals using D365 workflows.
4. AI-Enabled FAQ Engine: Trained RuhBot.ai on the company’s HR knowledge base and policy documents.
5. Copilot Analytics Dashboards: Built Power BI reports for HR leaders to measure usage patterns and employee satisfaction.

Impact & Results

1. 70% reduction in HR query volume handled manually.
2. Response time cut by 85%, improving employee satisfaction.
3. HR team productivity up by 40%, allowing focus on strategic projects.
4. Seamless self-service for leave, payroll, and onboarding tasks through chat.
5. Improved governance with full audit trails of employee interactions.

The integration of RuhBot.ai with Dynamics 365 HRMS turned HR operations into a smart, self-servicing ecosystem, powered by Copilot intelligence and embedded automation.