LeaveAssist Agent

AgentHack submission type

Enterprise Agents

Name

Elango Natesan

Team name

EY India HyperAutomation Team

Team members

Jagannaath Balakumar, Neha Dhawan, Jothyprasanth M, Kavya G G, Triveni Hanchinal

How many agents do you use

Multiple agents

Industry category in which use case would best fit in (Select up to 2 industries)

HR

Complexity level

Intermediate

Summary (abstract)

The LeaveAssist Agent is an intelligent automation solution designed to streamline HR email handling. It connects to your email account, identifies emails related to leave policies, and analyzes the request using grounded SOP context. If eligible, it auto-generates a response to the user. Non-relevant emails are flagged, and ambiguous cases are escalated for human review—ensuring accuracy, efficiency, and faster resolution of employee leave queries.

Detailed problem statement

HR departments often face high volumes of employee queries, with up to 60–70% of incoming emails related to leave policies. Manually reading, categorizing, and responding to each query consumes significant time and resources, often leading to delays, inconsistent communication, and increased workload. There is a pressing need for an intelligent automation solution that can accurately identify relevant emails, analyze leave-based queries on SOPs, and auto-respond where applicable—reducing manual effort by up to 80% and significantly improving response time and efficiency.

Detailed solution

The LeaveAssist Agent is an intelligent, end-to-end automation system designed to streamline handling of leave-related emails within HR departments. It reduces manual effort, ensures faster response times, and improves consistency by leveraging email integration, NLP, and SOP-based context grounding.

Core Workflow:

  1. Email Retrieval:
  • Securely connects to Email account using Integration services
  • Fetches the latest unread emails for processing.
  1. Email Classification:
  • Uses an NLP-based classifier to determine if an email relates to leave policies (e.g., leave applications policy clarifications etc.,).
  • SOP-Based Context Grounding:

For leave-related queries, the agent references standard operating procedures to interpret the query contextually using RAG Index (UiPath Context Grounding)

  1. Automated Decision & Response:
  • If eligible: Generates and sends a professional response to the user.
  • If not eligible or unclear: Escalates to HR user using UiPath Action Center (Human In Loop)
  • If not leave-related: Sends a standard reply and flags for other handling.

Demo Video

Expected impact of this automation

80% Manual Effort Reduction: Frees HR from repetitive email handling.

Faster Turnaround: Response times drop from hours/days to minutes.

Policy Accuracy: SOP-aligned replies ensure consistent and error-free communication.

Scalability: Can be extended to handle Medical Insurance Policy, Travel Policy, Payroll Policy related queries.

Smart Escalations: Only unclear cases are routed to HR with context summaries.

Compliance & Auditability: All actions logged for easy tracking and policy compliance.

Improved Employee Experience: Timely, accurate responses enhance trust and satisfaction.

UiPath products used (select up to 4 items)

UiPath Action Center
UiPath Agent Builder
UiPath Apps
UiPath Automation Cloud™
UiPath Integration Service
UiPath Maestro
UiPath Orchestrator

Integration with external technologies

Gmail

Agentic solution architecture (file size up to 4 MB)

Sample inputs and outputs for solution execution

Input1 :

Dear HR Team,

I hope this message finds you well.

Could you kindly confirm the maximum number of personal leave days an employee may avail within a calendar year? Additionally, I would appreciate clarification on whether unused personal leave days can be carried forward to the subsequent year.

Thank you very much for your support.

Output 1:

The Maximum number of personal leave that can be availed is 20 and only 10 leaves can be carried forward to the next year


Input 2 :

Hi Team,

I wanted to check about the Compassionate leave policy. Is it available, and how can one avail it ?

Thank you

Output 2:

The Compassionate Leave Policy is available and allows for up to 28 weeks of leave to care for a person of any age who requires end-of-life care. To avail this leave, you should immediately discuss your situation with your manager, supervisor, or Talent Consultant to ensure proper arrangements are made for your work responsibilities during your absence.
Benefits coverage will generally be extended during this leave, with some exceptions such as accidental death and disablement coverage.

Other resources