Co-pilot is an AI assistant built into the Employee Portal. Ask questions in plain language and get instant answers about time off, colleagues, calendars, and company information — no searching through menus required.
About AI-powered features: Co-pilot uses artificial intelligence to understand your questions and provide helpful answers. While Co-pilot strives for accuracy, AI responses are provided as assistance and may occasionally contain errors. Always verify important information through official channels, and consult HR or your manager for decisions that affect your employment, benefits, or policies.
What can Co-pilot help with?
Co-pilot understands natural language and can answer questions across several areas:
Time off & vacation
Ask about your own time-off balances and policies:
"How many vacation days do I have left?"
"What's my current sick leave balance?"
"When does my vacation cycle reset?"
"How many days have I taken this year?"
"Can I carry over unused vacation days?"
"How does my parental leave policy work?"
Co-pilot shows your actual balance (days available right now) and your expected balance at cycle end, plus details about accrual rules, carryover limits, and approval requirements.
Who's out of office
Find out which colleagues are away:
"Who is out of office this week?"
"Who is out of office next week?"
"Is anyone from the Marketing team out tomorrow?"
"Who in the Stockholm office is on vacation next month?"
"Are any of my pinned colleagues out this week?"
Co-pilot can filter by:
Date range — this week, next week, specific dates
Department — "Who in Engineering is out?"
Location/Office — "Who in the London office is out?"
Your pinned colleagues — "Are any of my pinned people out?"
Specific person — "Is Sarah out next week?"
Finding colleagues
Search the employee directory:
"Who is my manager?"
"Who works in the Sales team?"
"Who works in the Berlin office?"
"Find someone named Jessica"
"Who has the job title Product Designer?"
"Show me everyone in the Finance department"
Colleague details
Get information about specific people:
"Tell me about Lisa Anderson"
"What is Erik's job title?"
"Who is Maria's manager?"
"When did Johan start at the company?"
"What department is Alex in?"
"Is Sarah currently out of office?"
Co-pilot can show:
Name, email, and phone number
Job title, department, and location
Manager (and their manager)
Work anniversary and tenure
Birthday (if enabled)
Current out-of-office status
Profile bio content
Calendar & events
Ask about upcoming events:
"Are there any upcoming birthdays?"
"Who has a birthday this month?"
"What holidays are coming up?"
"Are there any work anniversaries this week?"
"What Swedish holidays are in December?"
"Show me birthdays in the Engineering team"
Company locations & departments
Explore your organization's structure:
"What offices does the company have?"
"Which departments are in the London office?"
"How many people work in Stockholm?"
"What's the timezone for the New York office?"
How Co-pilot connects information
One of Co-pilot's strengths is combining information from different sources to answer complex questions. Here's how it works:
Example: "Who in Marketing is out next week?"
Co-pilot will:
Find the Marketing department — Look up the department ID
Check absences — Search for approved time off in Marketing for next week's dates
Return results — Show you the names and dates of colleagues who are away
Example: "When is Lisa's birthday?"
Co-pilot will:
Search for Lisa — Find colleagues named Lisa
Get profile details — Retrieve Lisa's profile information including birthday
Show the result — Display the birthday date (if birthdays are enabled in your company)
Example: "Is my manager out next week?"
Co-pilot will:
Find your manager — Look up who your manager is from your profile
Check their calendar — Search for approved time off for your manager
Respond accordingly — Tell you if they're away and when they'll be back
Example: "What holidays are coming up for the Stockholm team?"
Co-pilot will:
Identify Stockholm — Find the Stockholm office location
Get the holiday calendar — Find the Swedish holiday calendar associated with that location
List upcoming holidays — Show relevant holidays for the next period
Detailed examples by category
Time off questions
You ask | What Co-pilot shows |
"How many vacation days do I have?" | Your current balance, days taken, annual allowance, and cycle dates |
"When does my vacation year reset?" | Your cycle start date (e.g., January 1st or your work anniversary) |
"Can I go negative on vacation days?" | Whether your policy allows negative balances |
"How much vacation can I carry over?" | Carryover limits and expiration rules |
"Do I need approval for time off?" | Whether your policy requires manager approval |
"How does my sick leave work?" | Full policy details including accrual and limits |
Out of office questions
You ask | What Co-pilot shows |
"Who is out today?" | List of colleagues out with return dates |
"Who is out this week?" | Week's absences across the company |
"Is anyone in Design out Friday?" | Design team absences for a specific day |
"Who from my pinned colleagues is out?" | Absences for people you've pinned |
"Is Emma available next Tuesday?" | Whether Emma has time off booked |
Colleague search questions
You ask | What Co-pilot shows |
"Who is in the Engineering team?" | List of Engineering team members |
"Find people in the Munich office" | Employees at the Munich location |
"Who has the title Senior Developer?" | People with matching job titles |
"Show me the Product team" | Product department members |
Profile questions
You ask | What Co-pilot shows |
"Tell me about Marcus" | Full profile card with all details |
"Who is Sarah's manager?" | Manager name and their manager |
"How long has Johan worked here?" | Tenure in years, months, days |
"What's Anna's phone number?" | Work phone if available |
"Is Erik out of office?" | Current out-of-office status |
Calendar questions
You ask | What Co-pilot shows |
"Any birthdays coming up?" | Upcoming birthdays in the company |
"Who has an anniversary this month?" | Work anniversaries |
"What holidays are in June?" | Holidays from your calendar |
"Swedish holidays this quarter?" | Country-specific holidays |
Interactive response cards
Co-pilot doesn't just give text answers — it shows rich, interactive cards:
Vacation balance card
Shows at a glance:
Current balance — Days available right now
Days taken — Time used this cycle
Annual allowance — Total days per year
The balance shown is your "policy-aware" balance that accounts for:
Accrued time (for daily accrual policies)
Carryover from previous cycles
Future booked absences
Manual adjustments
Out of office list
Shows who's away with:
Profile photos and names
Date ranges (start → end)
Partial day indicators (e.g., "50%" for half days)
"View all" option when many people are listed
Profile cards
Displays colleague information:
Photo and cover image
Job title and department
Location/workplace
Manager chain (up to 2 levels)
Tenure and anniversary date
Birthday (if company allows)
Out of office banner when applicable
Bio content
Enabling Co-pilot
For administrators
Go to Settings → Co-pilot
Toggle Enable Co-pilot to on
Once enabled, all employees will see Co-pilot in their Employee Portal.
Using Co-pilot
Opening Co-pilot
Look for the Co-pilot icon in your Employee Portal navigation. Click to open the chat panel.
Starting a conversation
When you first open Co-pilot, you'll see a welcome message and suggested questions:
"Who is out of office this week?"
"How many vacation days do I have left?"
"Who is my manager?"
"Who works in the [department] team?"
"Are there any upcoming birthdays?"
Click any suggestion to ask that question instantly, or type your own.
Asking questions
Type your question naturally — like you'd ask a colleague
Press Enter or click the send button
Wait briefly while Co-pilot processes your request
Review the response and follow up if needed
Messages are limited to 500 characters.
Follow-up questions
Co-pilot remembers your conversation, so you can ask follow-up questions:
You: Who is out next week?
Co-pilot: [Shows list of 5 people]
You: What about just the Engineering team?
Co-pilot: [Shows filtered list for Engineering]
Starting fresh
Click the New conversation button (pencil icon) in the top right to start a new conversation. This clears the history and starts fresh.
Tips for best results
Be specific
✅ "How many vacation days do I have left this year?"
❌ "vacation"
Use natural language
Ask questions the way you'd ask a coworker:
✅ "Is anyone from Sales out tomorrow?"
✅ "Tell me about Maria in the Design team"
✅ "When does Erik come back from vacation?"
Combine filters
You can combine multiple criteria:
"Who in the London office Engineering team is out next week?"
"Show me birthdays in the Sales department this month"
Ask follow-ups
Build on previous responses:
First: "Who is my manager?"
Then: "What's their phone number?"
Or: "Are they out this week?"
What Co-pilot cannot do
Co-pilot is designed to answer questions and find information. It cannot:
Submit requests — Can't book time off or submit expenses for you
Make changes — Can't update your profile or modify records
Access private data — Only sees what you can see in the Portal
See absence reasons — Knows someone is out, but not why (privacy)
Troubleshooting
Co-pilot isn't responding
The AI service may be temporarily unavailable. Wait a moment and try again. If the issue persists, contact your administrator.
I don't see Co-pilot
Co-pilot may not be enabled for your organization. Ask your administrator to check Settings → Co-pilot.
Information seems outdated
Co-pilot uses real-time data, but there might be a brief delay. For critical information, verify in the relevant Portal section.
Co-pilot doesn't understand my question
Try rephrasing with more specific details:
Instead of "time off" try "How many vacation days do I have?"
Instead of "people out" try "Who is out of office this week?"
FAQ
Is my conversation private? Your conversations are stored to provide context for follow-up questions. Only you can see your chat history.
What languages does Co-pilot support? Co-pilot can understand and respond in multiple languages.
Is there a limit on how much I can ask? Individual messages are limited to 500 characters, but there's no limit on how many questions you can ask.
Why can't Co-pilot see why someone is out? For privacy reasons, Co-pilot only knows that a colleague has approved time off — not the type or reason for their absence.
Can Co-pilot see my colleagues' vacation balances? No. Co-pilot only shows your own time-off balances. You can see who is out, but not their balances.
Does Co-pilot have access to all company documents? Only if the Documents add-on is enabled, and only for documents your administrator has made available. See the separate Documents article found here.