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Staff Events AI Assistant

Arranges staff events and answers routine questions on WeChat, passing sensitive topics to a person

A WeChat service account and mini-program for a large employer's staff and former-staff community. It verifies members, sends event notices, lets AI answer event and routine questions, and passes everything sensitive to a human inbox.

WeChatMember verificationEvent noticesRoutine Q&AHuman inbox

All agents

At a glance

What it does01

Verifies members against the official roster, using their employee number plus corroborating details, before granting access
Sends event notifications to the right people
Lets AI answer routine questions, such as event times, how to register and general information
Escalates anything about employment records automatically: proof of employment, payslips, provident fund, benefits and disputes
Gives staff an admin console with a human inbox

Example conversation02

Staff Events AI Assistant

online

ClientWhat time does the staff dinner start, and how do I sign up?

Staff Events AI AssistantThe staff dinner starts at 7pm. You can register on the Events page of the mini-program.

ClientThanks. Can I also get a proof of employment letter?

Staff Events AI AssistantThat's an employment-record request, so I've passed it to our staff team. A colleague will reply to you here directly.

Illustrative example

Human vs agent03

Same taskHandling sign-ups and questions for one event

By hand

≈ 5 hstaff time

Check each person against the member roster
Answer the same time and sign-up questions repeatedly
Spot sensitive employment requests and handle them

With the agent

≈ 45 minstaff time

Members are verified against the roster automatically
AI answers routine event questions
Staff handle only sensitive cases in the inbox

Employment-record questions never reach the AI

By hand

With the agent

Saves ≈ 85% of staff time

Estimates for one typical task, based on how the workflow runs. Actual results vary.

Ad-hoc AI vs our agent workflow04

The same task, done by prompting a general chatbot by hand versus through the agent’s set workflow.

Prompting a chatbot by hand

Tokens per task

Right first time

Event details pasted in again for every reply
No check that the person asking is a member
Sensitive requests depend on someone spotting them

Our agent workflow

Tokens per task

67% fewer

Right first time

A hard-coded rule sends employment questions to a person
Only verified members get answers
Unsure questions go to the human inbox

No AI is 100% reliable. When a run fails, the agent retries automatically or hands it to a person.

Estimates for one typical task, based on how the workflow runs. Actual results vary.

How it works05

Step 1
A member sends a message on WeChat
Step 2
Their identity is checked against the official roster
Step 3
A router sorts the question: routine, employment record or unsure
Step 4
AI answers routine questions only
Step 5
Employment-record and unsure questions go to the human inbox

Why it's trustworthy06

A hard-coded rule, not an instruction to the AI: employment-record questions never reach the AI model
Only verified members get access
Anything the AI is unsure about goes to a person

Good for07

Large employers running events for staff or former staff
Membership organisations that verify members before sharing information
HR teams that want routine questions handled while sensitive ones stay with people

Read the case study