# HR and onboarding newcomers > A newcomer asks about leave, access and the first week right where they read the policy — and gets a link to the policy. Use case # HR and onboarding newcomers A new employee started on Monday. By Wednesday they had asked in chat how to apply for leave, who grants email access and when payday is. HR answered everything — for the tenth time this month. The answers are written in the workplace rules and the onboarding document, but nobody goes to read them. [Create a knowledge space](https://buff.systems/app) [All use cases](https://buff.systems/en/use-cases) For HR, managers and new employees whose rules for leave, payments and access are written in Notion, Confluence or a folder of internal regulations Situation ## The same questions — from every newcomer, again What gets in the way - The rules for leave, payments and access are written down, but a newcomer asks in chat instead of reading. - HR answers the same thing over and over instead of working with people. - An answer from memory contradicts the policy — and then comes “but I was told”. - HR documents must not be open to everyone: support and sales must have no access to the internal regulations folder. Solution 01 ## How to apply for leave — by the workplace rules, with a link to the section The question: “How do I apply for leave: how many days in advance, who approves it and who processes it?” The AI agent reads the internal workplace rules and answers from the “Leave” section: 14 days, your manager, the HR department — and adds what else is worth knowing from the same section and whom to contact. [About “Ask”](https://buff.systems/en/docs/ask) **Leave** section 5 of the workplace rules ← scroll the frame → **Three answers and the source:** 14 days in advance through the HR portal, approved by the manager, processed by the HR department; the schedule is due by 15 December; whom to contact. Solution 02 ## A newcomer’s first week — from the onboarding document A newcomer asks: “Who grants access to email and the corporate portal, and whom do I contact?” The AI agent reads the onboarding document and answers: the IT department, on the manager’s request in the helpdesk, by the end of the first day — and names where this is written: the onboarding document and the contact directory. [Buff without a repository: where to start](https://buff.systems/en/docs/no-code) **Access for a newcomer** from onboarding ← scroll the frame → **The answer and sources (outlined):** the IT department, M. Ivanov, on the manager’s request in the helpdesk, by the end of the first day — with a link to the onboarding document and the contact directory. Solution 03 ## A question under the onboarding page — the answer right there If onboarding lives in Notion or Confluence, a newcomer asks right in a comment on the page, and the answer arrives in the same discussion — next to the text the question was about. The HR knowledge base holds the rule “answer with a link to the policy, not a retelling”, and the AI agent follows it. [How to ask from a document](https://buff.systems/en/docs/ask-from-your-tools) **A request in the discussion** the answer goes there too ← scroll the frame → **The frame shows a tracker ticket; under the onboarding page it is all the same:** The AI agent replies in the same discussion: first “received”, then the finished document. Under a Notion or Confluence page it works the same way. Solution 04 ## Only those allowed can see the HR space A space is a scope of rights, like a project: access to the HR space is granted separately, and support or sales cannot see it. There is no need to connect personnel files at all: the AI agent answers from policies and internal regulations, not from personal data. #### A separate space per department Its own connections, its own knowledge base, its own members. #### Rights per space A member asks; the space administrator connects documents and edits the knowledge base; read-only access if needed. #### Organisation log The organisation owner sees who asked questions and when; the text of the questions does not go into the log. [Rights and scopes](https://buff.systems/en/docs/teams/scopes) Solution 05 ## What your IT specialist does — once Installs the connector in the company network, picks a connection from the catalogue — Notion, Confluence, Google Drive, folders on a server, a tracker — names the department’s space and marks which sections and folders to read. Systems outside the catalogue — HR system, 1C — are connected with a custom tool: separate IT work following our documentation, after which the system is available to the AI agent just like the catalogue. From then on the department works on its own; a file that is not in the sources is simply attached to the question. *01* #### The connector in your network A small program, outbound connections only by default; installed once for the whole organisation. *02* #### Connection to the documents From the catalogue or a custom tool; an account that can read and comment, with the marked sections and folders. *03* #### The department’s space Access is granted per space: the support space has no access to the HR documents until the owner grants it. [What to ask your administrator for](https://buff.systems/en/docs/for-admin) Solution 06 ## What the AI agent does not do The limits are stated up front, so the department does not wait for what will not come. #### Personnel files are not connected the AI agent answers from policies and internal regulations; documents with personal data are connected only on plans where the text does not go to a third-party model provider. #### There are no HR systems or 1C in the catalogue if needed, your IT specialist connects them with a custom tool. #### Does not accept applications or process leave it explains the procedure and gives a link to the policy. Outcome A newcomer gets answers with a link to the policy right where they read, HR stops answering the same thing, and the department’s documents are seen only by its members. The first step is a name ## Create a space and ask your first question Sign up by email and the space is ready at once. Until your IT specialist connects the documents, the AI agent answers from the knowledge base and from files you attach to the question. A starting balance is provided to try it out. [Create a knowledge space](https://buff.systems/app) [Write to us](mailto:info@buff.systems) Until documents are connected, attach a file to the question