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
“Provide monthly birthday list with name and department.”
“Write a birthday message in English and Burmese.”
“Generate anniversary list and congratulate them.”
5. Monthly Management Report (Attrition, Joiners, Resignations)
Tasks
Calculate attrition rate
Provide summary of new joiners & leavers
Create a short monthly analysis
Prompt Examples
“Provide attrition rate for last month with formula.”
“Summarize key workforce changes in 3–5 lines.”
“Include charts if possible.”
6. Weekly Attendance Report
Tasks
List of late, absent, early-out employees
Weekly summary
Department breakdown
Prompt Examples
“Generate weekly attendance report including late, absent, early-out with counts.”
“Highlight top repeat late employees.”
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 employees late more than 3 times a week and draft a warning letter template.”
8. Monthly Alert for Anniversary & Birthday Reminders
Tasks
Auto-email reminders to HR or Admin
Keep track of upcoming dates
Prompt Examples
“Send monthly reminder email with birthday and anniversary list (next 30 days).”
9. Leave Subtraction for Repeated Lateness
Tasks
Identify lateness count
Provide list of employees eligible for deduction according to company rules
Generate summary for payroll team
Prompt Examples
“List employees who reached lateness deduction threshold.”
“Prepare a deduction summary for payroll team.”
Best Practices for Creating Background Agent Prompts
✔ Combine 5–10 related tasks in one prompt
Example: A “Weekly Attendance Agent” can include late report, absent list, warning letter draft, department summary, and email notification.
✔ Be specific with keywords
Use action words such as: Generate, Summarize, Email, Highlight, Count, Alert, Compare.
✔ You can write prompts in English or Burmese
The agent accepts both languages.
✔ Add email recipients clearly
Example:
“Send to [email protected] and [email protected] every Monday 9:30 AM.”