About this guide

This guide explains how to use the AI features in Simployer One safely and get the most out of them. It is written for everyone who uses Simployer One: employees, managers, HR and administrators.

Please read it before you start using the AI features, and come back to it if you are unsure about something.

Who provides the AI features

Simployer AS in Norway, Simployer AB in Sweden. Questions about this guide or about AI in Simployer One: compliance@simployer.com.

We update this guide when features change.

AI in Simployer One at a glance

The AI in Simployer One is a helper, not a decision-maker. It finds information, summarises, drafts text and suggests ideas. People make every decision.

What the AI does

• Answers questions based on your organisation's own content and data in Simployer One.
• Helps you complete everyday tasks, like applying for vacation.
• Drafts and improves text, for example handbook content or job ads.
• Points out patterns and offers suggestions for HR to look at.

What the AI does not do

• It does not make decisions about anyone's employment, pay, performance or career.
• It does not see more than you do. It follows the same access rights and roles as the rest of Simployer One.
• It does not use information from outside your organisation's Simployer One account.
• It does not use your data to train AI models.

How you can recognise AI

AI features are marked as AI in the interface, for example with the Sia sparkle icon or an "AI assistant" label. AI suggestions are shown with a note that they need human review.

How we classify our AI features

We have assessed every AI feature against the EU AI Act. None of them makes decisions about people. Features that touch performance or pay sit in an area the AI Act treats as sensitive, so they come with extra safeguards.

Minimal risk: everyday help with text. Limited risk: you must know you are dealing with AI, and we make sure you do. Employment area – extra safeguards: the EU AI Act pays special attention to AI used in decisions about workers. Our features are built to support people, not to decide for them. They show a review note, keep a record of AI output and user confirmations, and are tested for bias.

Feature guides

Sia, the AI assistant

What it is for: Getting quick answers to HR questions and doing everyday tasks in plain language, such as "How many vacation days do I have left?" or "Apply for vacation 27–29 October".

Where you find it: The sparkle icon at the top right in Simployer One, the home page, and the Sia app in Microsoft Teams or Slack. In Slack, an owner or admin must switch it on first.

What it uses: Your organisation's handbooks and policies, organisational information, and your own HR data. It only sees what you are allowed to see.

Your part:

• When Sia does a task for you, check that the result is what you wanted.
• Open My reasoning to see how Sia reached an answer.
• For sensitive or personal matters, talk to HR or your manager instead.

Sia answers from handbooks

What it is for: Finding what your handbooks say without searching through them.

What it uses: Only your organisation's own handbook content, including attached documents you have access to.

Your part: If an answer matters, for example about pay, leave or rules you must follow, open the handbook article and check it.

AI writing in Handbooks (administrators)

What it is for: Drafting new handbook sections, improving wording, fixing grammar and translating.

What it uses: Only what you write in your prompt. It cannot see your other handbook articles, documents or policies.

Your part: Include the policy details you want covered. Preview the result, edit it, and only then select Insert and publish.

People Analytics insights

What it is for: Spotting patterns, summarising HR data and helping you report.

What it uses: HR data you already have access to in People Analytics.

Your part:

• Treat insights as a starting point. Check them against the underlying data.
• Never use an insight on its own to make a decision about a person.

Insights and suggestions on performance and pay

What it is for: Helping managers and HR prepare for reviews and pay discussions, for example with a Sia Briefing before a conversation. 

What it uses: Information already in Simployer One, such as goals, earlier reviews and salary history, within your access rights.

Your part:

• You make the assessment and the decision, not the AI. Suggestions are marked as needing review for this reason.
• Check facts and figures against the source before you use them.
• Watch for unfair patterns, for example suggestions that differ for similar people. Report them to us.
• Be ready to explain your decision in your own words, without pointing to the AI.

Employee Surveys insights

What it is for: Understanding survey results faster, with trends, sentiment and suggested actions.

What it uses: Anonymous survey answers only. Sentiment analysis sorts free-text answers into negative, neutral or positive and picks out key phrases.

Your part: Read the comments behind a sentiment score before acting on it. The analysis describes what people wrote, not what any individual feels.

Recruitment job ad drafts

What it is for: Getting a first draft of a job ad.

What it uses: The information you give it about the role. It does not use candidate data.

Your part: Review the draft for accuracy and inclusive language before you publish it.

Using AI responsibly

The AI features are safe to use as long as people stay in charge. These simple rules keep it that way.

Do

• Review AI output before you act on it, share it or publish it.
• Check facts, numbers and dates against the source.
• Ask clear, specific questions. Better questions give better answers.
• Use your own judgement, and ask HR when something is unclear.

Don't

• Don't enter personal or sensitive information the task does not need, such as health details about a colleague.
• Don't copy AI output into official documents without reading it first.
• Don't treat an AI answer as legal advice.

Not allowed

These uses fall outside what the AI features are built for. They can harm people and may break the law.

• Making decisions about hiring, firing, promotion, pay or discipline based only on AI output.
• Using AI to monitor, score or rank individual employees.
• Trying to work out how employees feel, or their personality, from AI output.
• Trying to get the AI to reveal information you are not allowed to see.

Accuracy and limitations

AI can make mistakes, even when the answer sounds confident. Knowing where it struggles helps you spot errors.

• It can be wrong or incomplete. AI sometimes misreads a question or fills gaps with plausible but incorrect text.
• It only knows what is in Simployer One. If a handbook or employee record is out of date, the answer will be too.
• It can misunderstand unusual questions. Rephrase the question, or ask HR.
• It is built for HR. Answers outside HR topics may not be reliable.
• Answers can vary. The same question can get slightly different wording each time.
• It can reflect bias in the data. If past data is uneven, insights can be too. This is why a person always makes the decision.

We test the AI features for accuracy and bias before release and keep monitoring them afterwards.

Your data and privacy

Your data stays in the EU/EEA and is never used to train AI models.

• Where AI runs: The AI features use large language models from Microsoft Azure OpenAI and Google Cloud Vertex AI, hosted in the EU/EEA. Both are listed sub-processors under your organisation's data processing agreement with Simployer.
• No training: Your data is not used to train, fine-tune or change these models.
• Access control: The AI only uses information you are already allowed to see. It does not look outside your organisation's Simployer One account.
• Chat history: Conversations with Sia in Simployer One are stored by Simployer. In Teams, they are stored in your organisation's Microsoft 365. In Slack, they are stored in your organisation's Slack workspace.
• Feedback: If you click thumbs up or down on an answer, Simployer uses that feedback only to improve the service.

Your employer decides how Simployer One is used in your organisation. Questions about your personal data go to your employer first.

More detail: Use of AI in Simployer HRM systems and Data Flow and Storage in SIA.

Records, settings and getting help

What is recorded

All logs that Simployer stores, including logs from the AI features, have personal and sensitive data removed before they are stored. Logs are kept in the EU with restricted, tamper-protected access, and they are not available to customers. How long logs are kept is described in our log policy on the Trust Center.

Turning AI features on or off (owners and administrators)

Sia can be switched on or off for your whole organisation. An owner or administrator asks for this by creating a support ticket. 

Feedback and reporting problems

• Use thumbs up or down on Sia's answers to tell us what works.
• If the AI gives a harmful, unfair or clearly wrong result, report it through a support ticket at https://mysupport.simployer.com. Include what you asked, what you got, and when.
• Questions about AI and compliance: compliance@simployer.com.