AI Agents & Workflows: Admin Guide

AI Agents & Workflows lets your organization build and manage AI-powered assistants that support managers and HR teams with coaching, performance reviews, one-on-one prep, and career development - all grounded in your own company data.

This guide walks AI Admins through enabling the feature, creating an agent from start to finish, and managing documents, skills, and workflows.

AI Agents & Workflows allows your organization to create and manage AI agents that assist with HR and performance management tasks. Agents can help managers with coaching, performance reviews, one-on-one prep, career development, and more, using your organization's own data as context.

All agents, documents, and skills are scoped to your organization.

The AI agents & workflows section is only visible in the sidebar when all three of the following are true: the feature flag is enabled for your organization, the signed-in user has the AI Admin role, and at least one agent exists that's visible to that user.

Once enabled, you'll find AI agents & workflows under Admin in the sidebar. It's organized into five tabs: Agents, Documents, Skills, Workflows, and Audit.

The Agents tab, showing two draft Manager Coach agents with their owners, visibility, and status.

This is your home base for managing agents. The table shows each agent's name, description, owner, visibility, status, and when it was last updated. Available actions depend on the agent's current status and whether you own it: Edit (modify settings), Initialize (publish a Draft agent for the first time), Apply Modifications (publish pending edits on a live agent), Disable (revert a Published or Pending Changes agent back to Draft), and Delete. Actions only appear when they're applicable.

Documents are files uploaded to an agent's knowledge base - PDFs, docs, and similar reference material. You can set a document to private, public, or custom visibility, and it will only show up here if you're eligible to view it.

The Documents tab before any documents have been added.

Skills give agents specialized instructions for handling specific tasks. Beyond the built-in skills available on each template, you can create your own custom skills here with their own name, description, and instructions.

The Skills tab before any custom skills have been created.

Workflows are pre-built automations tied to existing Confirm processes - for example, generating engagement survey summaries or suggesting self-reflection activities during a performance cycle. Each one shows its description and whether custom instructions have been added.

The Workflows tab, listing automations like Engagement Summary, Self Review, and Feedback Recognition.

The Audit tab shows an activity log of AI management actions taken in your organization, such as creating, publishing, or deleting agents. This is visible only to AI Admins.

Only AI Admins can create agents. From the Agents tab, click Create new agent in the top right. You'll be walked through six steps.

Start from a pre-built template tailored to a common HR or manager use case, or choose Custom to build from scratch.

Templates include HRBP Advisor, Manager Coach, People Analytics, Performance Cycle Copilot, New Manager Onboarder, L&D Recommender, and Personal Advisor.

Give the agent a name and an optional description so others understand its purpose at a glance. This step also exposes four instruction fields, each showing the template's default content as a baseline you can override: Agent role & purpose (what the agent is and what outcome it supports), Core responsibilities (the types of tasks it handles), How the agent should use company data (how to incorporate feedback, goals, ONA data, etc.), and Custom instructions (style, frameworks, response structure, escalation rules). Your additions take priority over the template defaults.

Customize basic info, with the Manager Coach template's default role and purpose shown for reference.

Choose owners and set the agent's visibility.

Note that people with view access to an agent can use it, but they can't edit it; only the owner can do that.

Define audience and scoping, with owners and a Private/Public/Custom visibility selector.

Reference trusted sources from your document and skills repository so the agent can ground its answers in your organization's own data. This step has three sections: Documents (attach existing knowledge-base files or upload a new one on the spot), Built-in Skills (pre-configured capabilities that ship with the selected template - choose which ones the agent uses), and Custom Skills (skills your organization has created - select any to give the agent specialized instructions beyond what the template provides).

Connect content, with options to attach documents and select built-in skills.

Customize how the agent interacts with users so it aligns with your company culture. You can start from a tone preset, or fine-tune five sliders individually:

Set behavior & tone, with sliders for challenge level, empathy balance, directness, formality, and proactivity.

Review every setting from the previous five steps in one place before going live. Once everything looks right, publish the agent.

Review & Publish, summarizing the template, name, and other settings before launch.

Every agent moves through a status as you build and maintain it. Only Published agents are usable by end users.

When an agent shows Pending Changes, end users keep using the last published configuration until you publish your edits - so it's safe to make changes without disrupting anyone mid-conversation.

Beyond the built-in skills available on templates - Support Direct Reports, People Search & Lateral Moves, One-on-One Meeting Prep, Performance Coaching, Career Growth & Promotion, Team Objectives Alignment, and Team Discovery - AI Admins can create their own custom skills.

From the Skills tab, click New Custom Skill. Give it a name and an optional description, then write instructions for how the agent should use it. Type @ in the instructions editor to reference available resources directly.

The Create Custom Skill panel, with fields for skill name, description, and rich-text instructions.

Custom skills are scoped to your organization, and they can be soft-deleted rather than permanently removed - so nothing is lost for good if you remove one by mistake.

From the Documents tab, click New Document. Name the document, add an optional description, and choose who can manage it under Owners — if you leave this blank, you'll be set as the owner.

Set Visibility to Private (only the owners), Public (all organization members), or Custom (a specific list of viewers you define). Then upload the file itself.

The Create New Document panel, with name, description, owner, visibility, and file upload fields.

Once uploaded, a document needs to finish processing before an agent can use it for semantic search — give it a few minutes if it doesn't show up in results right away.