HRPoint and Microsoft 365 Copilot

HRPoint has no AI model of its own. With your organisation's Microsoft 365 Copilot you can add the HRPoint Policies AI agent: a separate, optional package that answers questions from your published HR policies and cites them.

What the agent does

Answers questions about your HR policies from the published folder of the HRPoint Policies library on your HRPoint Hub only, using each person's own SharePoint permissions
Drafts and retired policies are not used: HRPoint keeps them in a separate folder only HR can open, and that folder is not the agent's knowledge
Cites its answers: it is instructed to name the policy file and its version, and to write "version not shown" rather than guess when Copilot is not shown the version
Web grounding is off: web search is switched off, and the agent is set to avoid the model's general knowledge
When the published policies do not answer, it says so and gives your HR contact
Sensitive matters go to HR, and it gives no legal advice
It is labelled as an AI agent, and it never rates or ranks anyone

Separate and optional

The agent is its own Microsoft 365 app package. It is not part of the HRPoint package or its Microsoft Marketplace offer, it asks for no permission of its own, and HRPoint works fully without it.

Without the optional actions below, it can only answer: it changes nothing.

What you have to do

Check what you need. Each person who uses the agent needs a Microsoft 365 Copilot licence, and custom app upload must be allowed for them.
Publish your policies. Publish them in HRPoint with a version on each: publishing moves the file into the library's published folder, and retiring it moves it out. Put the version in the document too, because Copilot may not be shown the library's columns.
Ask for your package. Email info@apps365ltd.com your HRPoint Hub address and the HR contact the agent should give. We send your organisation's agent package, a Microsoft 365 app package built for your Hub, because the agent's knowledge is that library's published folder.
Upload it. A Microsoft 365 or Teams administrator uploads it as a custom app and chooses who can use it.
Try it before people rely on it. Ask a question your published policies answer, one they do not, and one that belongs with HR. Check the citations, and that no draft or retired policy is cited.

To remove the agent, the administrator removes the app from Integrated apps in the Microsoft 365 admin center, or from the Teams admin center.

Optional actions

With the HRPoint Automations service on your own hosting, the agent can show a person their own leave and who is out, and prepare a leave request.

Copilot asks the person to confirm before anything is written
The request is kept as ready to send, and goes for approval only when the person sends it in HRPoint, through the same approval route as any other request
Who is out shows dates, never why
The service acts as the signed-in person, with their own SharePoint permissions, and stores no HR data

What the actions need

Hosting of your own on an https address, with PHP 8.1 or later. Apps 365 does not run the service for customers, and the requests it handles pass through the host you choose
A single-tenant app registration in your Microsoft Entra tenant with the delegated SharePoint permission AllSites.Write, and an administrator's consent
An OAuth client registration in the Teams Developer Portal, and an agent package built with the actions
An HR admin switches it on in HRPoint under Settings, Microsoft 365 Copilot, so Home shows people the requests they prepared

The service is outside the HRPoint package. Ask us for it and its set-up guide.

AI drafts, with or without Copilot

AI drafts in HRPoint work with or without Copilot: review summaries and job adverts drafted from the evidence, every point cited, labelled AI draft, and used only after a person edits and confirms them. A draft never contains a rating.

"Draft from the evidence" uses HRPoint's own templates. "Draft with Copilot" copies the task and the evidence for the person to paste into your organisation's Copilot; HRPoint itself sends nothing to any AI model.

Limits

The agent finds policies through Copilot's SharePoint search, not a database, so a very new or very large file may be missed, and a policy you have just retired may still be found, until search has indexed the change
Copilot may read a document without its library columns. The agent then writes "version not shown" and says it could not confirm the document is the current policy
Our tests cover the package and the agent's instructions and settings. How it answers in your tenant comes from Microsoft 365 Copilot, so try it on your own policies

Questions about Copilot

Do we need Microsoft 365 Copilot to use HRPoint?

No. HRPoint has no AI model of its own and works fully without Copilot. The agent is an optional extra for organisations that already have Microsoft 365 Copilot.

Can the agent read our HR records?

Its one knowledge source is the published folder of the HRPoint Policies library, so drafts and retired policies are not used. HRPoint also sets its HR lists not to appear in search, so they stay out of Microsoft Search and Copilot answers, and Permission health in HRPoint shows each list's search state. Each person only gets answers from documents their own SharePoint permissions let them read.

What goes to Apps 365?

Only what you send us to build your package: your HRPoint Hub address and the HR contact, and for the optional actions your service address, tenant ID and registration details. The agent runs in your organisation's Microsoft 365 Copilot and the optional service runs on your own hosting. Neither sends anything to us.

Can the agent change anything in HRPoint?

Not without the optional actions. With them, its one write is a leave request the person has confirmed, kept as ready to send until they send it in HRPoint.

The security page lists every optional tool and what it reads and writes. Help with any of this: the support page, or email info@apps365ltd.com.