Use the five AI tools

AI tools appear only once a workspace owner has turned them on.

All five tools work the same way. The AI proposes and a person approves. They are new, and AI can be wrong, so read every suggestion before you add it.

How reviewing works

1. Open a tool from its button in the project and fill in what it asks for.
2. Wait for the draft. You can press Cancel while it is being written. Nothing is added and the credits are returned.
3. Review the suggestions. Tick the ones you want, untick the rest, and reword any that are close but not right.
4. Press Add selected. Only those items are saved, under your name in the activity log.

Suggestions that do not fit the project, or that repeat something it already has, are left out before you see them. If the AI finds nothing to suggest, no credits are used.

Plan builder (10 credits)

Where: Build plan with AI on the Roadmap and on Tasks. For a new project, Build with AI on the Projects page.

You describe your rollout: the system, headcount, countries, what it replaces, and anything unusual. The AI suggests:

• exit criteria for phases,
• tasks, each with a phase, workstream, team, an owner role such as "Payroll lead", and a due date inside the phase, and
• readiness checklist items with points.

Each suggestion shows a short reason. The tool only suggests additions. It does not change phases, dates or anything already in the project.

For a new project, you give a name, a go-live date and a description, and say whether it is an HR system rollout or another kind of project. The project is created from the Startup, Enterprise or General template, without example data, only when you approve the draft. Your approved items are then added to it.

Business case drafter (5 credits)

Where: Draft with AI on the Business case workspace.

You enter your current tools and their rough yearly costs, your pain points, optionally your headcount, and the options you are considering. The AI drafts cost lines and options with amounts, plus a short paragraph for your sponsor.

• Figures you typed are used as given.
• Any amount the AI worked out has "(estimate)" in its name and a note to check the figure, with its working shown.
• The paragraph is for copying. It is not saved in the project.
• Existing cost lines, options and the sponsor decision are never changed.

Go/no-go brief (3 credits)

Where: Write go/no-go brief on the Overview and on Go-live readiness.

HRjects works out the figures itself: the readiness percentage and the Go or No-go, the current phase, days to go-live, late and blocked tasks, open issues by severity, payroll run results, exit criteria in the current phase, and the business case decision. The AI turns them into four short sections: Where we stand, What is at risk, Decisions needed, and Next two weeks. You choose who it is for: a steering committee, the project team or the sponsor.

• The figures are listed under the text, after Built from.
• Any number in the brief that is not among those figures is pointed out, so you can check it.
• Use Copy brief or Download as text. The brief is not saved, and nothing in the project changes.

Notes to tasks (3 credits)

Where: Turn notes into tasks on Tasks and on Issues.

You paste meeting notes or an email, up to 12,000 characters. The AI proposes tasks and issues.

• Each one is shown with the sentence it came from, when that sentence is in your notes.
• An owner is filled in only if the notes use that name or role.
• A due date is filled in only if one is in the notes. Otherwise the task is due at the end of its phase.

Leave out anything about individual employees, such as pay, ID numbers or health details. The text is sent to the AI provider as you paste it.

Gap finder (3 credits)

Where: Find gaps beside "Gaps and requirements" on a process map.

For one process map, the AI reads its current steps, pain points, future steps and the gaps already logged. It suggests gaps that are not on the list yet, each with the step it comes from. You choose which to log. Tick Also create a task for each gap I add to get a task for each one as well. The map needs at least one step.

If something goes wrong

• The AI service is busy or does not answer. Nothing is added and the credits are returned. Try again in a minute.
• The text looks like employee records. It is not sent and no credits are used. Take those rows out and try again.
• The month's credits are used up. They reset on the 1st. See how credits work.
• You do not see the buttons. AI tools may be off for the workspace, or your role may be Contributor or Guest.