Better HR’s AI Background Agents allow HR teams to automate routine tasks, schedule reports, and create ongoing workflows that run without manual effort. This helps HR, Admin, and IT departments work faster, reduce errors, and ensure timely follow-ups for all employee-related processes.

How to Access & Create a Background Agent

Go to Dashboard → HR AI Agent tab.
You will be taken to the Agent Domain login. Enter your username & password and sign in.
Click on the Background Agents on the left side
Click + Create Agent.
A setup box will appear where you can configure:
- Agent Name
- Description
- Prompt Template → add the instructions/tasks you want the agent to perform
- Schedule → choose when it will run (example: Every Monday at 9:30 AM)
- Email Notifications → add email addresses to send the output to
Save and your agent will run automatically based on the schedule.

Note: One Background Agent prompt can handle 5–10 tasks in the same automation.

What Tasks Can Be Automated with Background Agents?

Below are common tasks teams automate, with examples of what prompts you can add under each category. You can write them in English or Burmese.

1. New Joiner List to IT (Weekly)

What the agent can do

Generate list of employees who joined last week
Include joining date, department, position
Send to IT for account creation or device preparation

Sample Prompt (English)

Provide a weekly new joiner report including name, department, position, start date.
Send the report to the IT team email for account creation or device preparation.

Sample Prompt (Burmese)

ယခင်ရက်သတ္တပတ်အတွင်း ဝင်ရောက်လာသော ဝန်ထမ်းများစာရင်းကို နာမည်၊ ဌာန၊ တာဝန်၊ အလုပ်စဝင်သည့်နေ့ ဖြင့် ပြပါ
IT team သို့ email ပို့ပေးပါ

2. Resignation List to IT (Weekly)

Tasks the agent can handle

List of employees who resigned last week
Include the last working day
Notify IT to disable accounts

Prompt Examples

Generate a weekly resignation report with the last working date and department.
Notify IT to disable accounts.

3. Probation Follow-Up Form to Managers

Tasks

Identify employees whose probation is ending soon
Send follow-up form to the reporting manager

Prompt Examples

“Create a weekly probation follow-up list for employees who will be on service length of 3 months within a week.”

4. Monthly Birthday & Anniversary Wishes

Tasks

Generate a list of employees with birthdays/anniversaries
Create short messages (English or Burmese)
Send to HR or directly to all staff email

Prompt Examples

“Check who is having a birthday today. Provide a birthday list with name and department. Send a birthday message using in—app announcement.”
“Check who is having a work anniversary. Send a congratulatory message using in—app announcement.”

5. Monthly Management Report (Attrition, Joiners, Resignations)

Tasks

Calculate attrition rate
Provide summary of new joiners & leavers
Create a short monthly analysis

Prompt Examples

Create a Monthly Management Report for the last month.
Include:
(1) attrition rate calculation
(2) summary of joiners and leavers
(3) a short monthly analysis
Present the result in a clean HR-report format.

6. Weekly Attendance Report

Tasks

List of late, absent, early-out employees
Weekly summary
Department breakdown

Prompt Examples

Generate a weekly attendance report for the past month.

The report should include:

Counts of late arrivals, absences, and early check-outs for each week.
Detailed breakdown showing employee name, department, and their attendance issues (late, absent, early check-out).
Highlight the top employees with repeated late arrivals (most frequent offenders).

Present the results in a clear HR-style report format with tables and a short summary.

7. Weekly Warning Letter for Repeated Lateness

Tasks

Identify employees over lateness threshold
Create draft warning letter
Send to HR for approval

Prompt Example

Identify all employees who were late more than three times in a week.
Send an in-app warning announcement to employees who have been repeatedly late within a week.