XIBIX Solutions reduces HR inquiry load by over 50% with n8n-powered RAG bot
XIBIX needed to move from isolated AI proofs of concept to repeatable internal services accessible to both technical and non-technical staff, while keeping workflows under their own control. Separately, a small HR team of three to four people was overwhelmed by repeated employee questions about internal documentation.
How it works
Common implementation structure
How this type of workflow is generally built, generalized across documented cases — not tied to any one vendor's stack. Click any stage to read what happens there. Specific products that implement these stages appear in “Tools commonly seen” below.
Stage 1 · Employee asks HR question
Employees need quick answers to HR questions such as where to find vacation information or how to request HR paperwork.
Tools used
n8nConfluenceAzureOpen WebUIMicrosoft Teams
Outcome
XIBIX reduced repetitive HR inquiries by more than 50% and HR saves more than 50% of the time previously spent re-answering the same questions, freeing the team to focus on higher-value work.
What failed first
Earlier experiments with Make and Power Automate introduced tradeoffs around control, usability, and operating model. Employees also failed to adopt AI tools that required connecting to a separate interface outside their existing chat window.