AgentHack submission type
Enterprise Agents
Name
Reinier Silo
Team name
Team Aretex
Team members
@Jose Neil @Gerome Blanco @Angelito Andres
How many agents do you use
Multiple agents
Industry category in which use case would best fit in (Select up to 2 industries)
Compliance
HR
Operations
Complexity level
Intermediate
Summary (abstract)
Smart HR Agentic Solution: Automating Absence Verification and Talent Sourcing
Streamline HR operations with an agentic process that combines automated talent sourcing and employee absence management. One agent scans applicant data across tools to instantly identify top candidates, while another verifies leave submissions through AI-driven voice calls and notifies HR—integrating these workflows to eliminate manual tasks, accelerate hiring, and ensure reliable attendance tracking.
Detailed problem statement
- Employee Absence Management Problem
In many organizations, when employees report absences by submitting leave forms (online or paper-based) or updating spreadsheets, there is often a critical delay between submission and HR awareness. These delays happen because HR teams must manually check forms or sheets, verify the information, and contact employees for confirmation.
Issues caused by this delay include gaps in workforce planning when absences aren’t confirmed or communicated on time. Supervisors and teams may be unaware of sudden staffing shortages. There is also an increased risk of absenteeism abuse due to the lack of prompt verification, and HR spends significant time manually calling employees to confirm leaves.
The automation directly addresses this challenge by detecting new leave submissions in real-time (e.g., from Google Forms or Sheets). It instantly initiates AI-powered voice calls to employees to verify the reason for absence. Responses are automatically logged, and HR staff are notified, ensuring they have immediate, verified information to plan coverage and respond to unplanned absences.
- Talent Sourcing & Recruitment Workflow Problem
Traditional recruitment processes often rely on manual tasks—HR staff manually collect applicant data from multiple sources such as forms, emails, and job boards. They then enter this information into spreadsheets, screen resumes, and send follow-up notifications. This manual tracking introduces delays, errors, and inconsistent candidate engagement, which can result in longer time-to-hire, reducing competitiveness in attracting top talent. It also creates a poor candidate experience due to slow responses or missed communications and increases the workload for recruiters, diverting focus from strategic tasks.
The automation solves this challenge by automatically scanning and consolidating applicant data from disparate tools (forms, sheets, emails). It instantly identifies top candidates based on predefined criteria such as skills and experience, and notifies HR of high-potential applicants immediately so they can engage quickly and effectively.
Overall Impact of the Automation
This agentic process eliminates manual, repetitive tasks in two critical HR workflows—absence verification and candidate sourcing—providing faster, more reliable information flow. This leads to improved workforce visibility and operational planning, accelerated hiring with reduced errors, and an enhanced experience for both employees and candidates.
Detailed solution
- Employee Absence Notification Agent – Solving Absence Awareness Delays
The solution starts with an automated detection system connected to the organization’s leave submission tools, such as Google Forms or Sheets. Whenever an employee submits a new leave request, the agent instantly monitors the Google Sheet where submissions are saved.
Upon detecting a new entry, the agent triggers an AI-driven voice call via Twilio (or a similar service) to the employee, asking predefined questions (for example, “Can you confirm your absence and reason?”) to verify the leave details. The conversation is recorded or transcribed by the agent.
After the call, the agent logs the employee’s response automatically in the same Google Sheet or HR database, providing a verified record of the absence. Finally, it sends an automated notification email to HR with the absence details and confirmation status, ensuring HR is immediately aware of verified leaves.
This closes the loop between leave submission and HR action by automating:
Real-time detection of leave submissions
Verification via voice calls
Automated logging of responses
Instant notifications to HR staff
- HR Talent Acquisition Agent – Solving Manual Recruitment Tracking Delays
This agent automates the applicant sourcing and screening workflow by connecting fragmented data collection tools, such as online application forms, Google Sheets, or resume submission portals. It continuously scans these sources for new applicant data.
When new applicants appear, the agent extracts relevant information—such as name, contact details, experience, and skills—and consolidates it into a centralized Google Sheet. It then applies predefined screening criteria, for example required certifications or years of experience, to automatically identify top candidates.
For promising applicants, the agent triggers personalized email notifications to recruiters or hiring managers, highlighting qualified talent in real time. Optionally, it can send acknowledgment emails to applicants to keep them informed, improving candidate experience from the start.
This automates sourcing and initial screening by providing:
Real-time consolidation of applicant data
Automatic evaluation of candidates against hiring criteria
Immediate recruiter notifications for high-potential applicants
Streamlined candidate communication
Demo Video
Expected impact of this automation
Smart HR Agentic Solution is designed to deliver clear, measurable benefits that address inefficiencies in HR workflows. Below is a breakdown of the key impacts:
Time Saved
Manual absence verification—including calling, logging responses, and emailing HR—typically takes 5 to 10 minutes per case. For teams managing 10 to 20 absences weekly, this automation could save 50 to 200 minutes per week, equivalent to up to 3 to 4 hours.
For talent sourcing, manually consolidating applicant data, screening, and notifying recruiters can take 15 to 30 minutes per applicant. Automating these steps could save 10 to 15 hours per month, depending on applicant volume.
Return on Investment (ROI)
The automation minimizes time spent on low-value, repetitive tasks, allowing HR staff to focus on strategic initiatives like talent development and retention. Assuming an HR specialist costs $15 to $30 per hour, saving 10 to 15 hours per month equates to $150 to $450 per month in productivity gains per HR staff member involved.
Additionally, faster hiring reduces the cost of vacancies, which can exceed $500 to $1,000 per day in lost productivity for critical roles. Early absence verification helps prevent operational disruptions, which can result in avoided overtime costs or productivity losses.
Reduction of Manual or Repetitive Tasks
This automation eliminates the need for manually monitoring forms and sheets for absence submissions. It replaces manual calling and logging of absence confirmations, removes manual data entry and initial screening in recruitment, and automates email notifications to HR staff and candidate communications.
This could reduce manual workload for these tasks by 80 to 90 percent, freeing HR teams to focus on strategic decision-making rather than administrative work.
Improved Compliance and Accountability
The system creates an auditable trail of absence reports, verification calls, and employee responses. It ensures timely documentation of absence confirmation for regulatory or internal policy compliance. The solution also provides consistent, unbiased candidate screening against predefined criteria, improving fairness and reducing the risk of non-compliance with hiring policies.
Measurable Benefits
Faster time-to-response: Absence confirmations can happen within minutes, compared to hours or days when handled manually.
Accelerated time-to-hire: Recruiter alerts for top candidates are triggered in real time, eliminating manual delays.
Higher data accuracy: Automated data consolidation reduces human error in applicant and leave records.
Better candidate and employee experience: Prompt follow-up improves the perception of HR responsiveness and professionalism.
UiPath products used (select up to 4 items)
UiPath Agent Builder
UiPath Orchestrator
UiPath Robots
UiPath Studio Web
Integration with external technologies
Twillio, Google sheets, GPT 4, Google Forms, Google Drive
Agentic solution architecture (file size up to 4 MB)
Sample inputs and outputs for solution execution
- Employee Absence Notification Agent
Sample Input:
An employee submits a leave request by filling out an online form (e.g., Google Form) that feeds data into a shared Google Sheet.
Sample Output:
The AI agent initiates a voice call to the employee, collects the confirmation and reason for absence, and logs the conversation result. A summarized response (including confirmation status and absence details) is automatically emailed to HR for immediate action.
- HR Talent Acquisition Agent
Sample Input:
A job applicant sends a resume PDF via email, or uploads it through an online application form. The resume details are automatically saved to a central Google Sheet for processing.
Sample Output:
The agent parses and consolidates applicant data (e.g., name, skills, experience) into the Google Sheet. High-potential candidates identified by predefined criteria trigger a notification email sent to HR or the recruiter, ensuring timely engagement.