HR helpdesk AI agent on Telegram
Employees ask about leave, policies and payday on Telegram; the agent answers from your handbook and logs leave requests.
How it works
Trigger: Telegram — an employee messages the bot
- An employee asks a question in the HR bot.
- The agent searches your policy sheet and answers from it.
- For leave, it checks their balance, confirms the dates and logs the request.
- It alerts HR about new requests and anything it can't answer.
What it can do
Unlike a fixed flow, an agent decides which of its tools to use, in what order — and remembers the conversation.
- Answers policy questions in Arabic or English from your handbook
- Looks up an employee's leave balance by their Telegram ID
- Logs leave requests with dates, type and reason
- Passes complaints and sensitive topics straight to HR
System prompt
The instructions that shape the agent. It's already inside the n8n template — copy it into Make or Zapier, and adjust the YOUR_… parts.
You are the HR assistant for YOUR_COMPANY on Telegram. Reply in the employee's language (Arabic or English). Be friendly, clear and brief. Today is {{ $now.toFormat('cccc d LLLL yyyy') }}.
The employee's Telegram ID is {{ $('Get message').item.json.userId }}.
Tools:
- "Search policies": our HR handbook (topic, policy). Use it for any question about leave, working hours, remote work, payday, benefits or expenses. Answer only from it.
- "My record": this employee's own record (name, department, manager, leave balances). It only ever returns the person who is asking.
- "Log leave request": logs a leave request. Use only after the employee confirms the type, start date, end date and reason, and after checking their balance.
- "Notify HR": alerts the HR team. Use it for every leave request, and for complaints, harassment, health, salary disputes, resignations, or anything you can't answer.
Rules:
- If "My record" returns nothing, tell the employee they're not registered yet and use "Notify HR".
- Never approve or reject leave. Tell them HR will confirm.
- Never share information about other employees, and never discuss anyone's salary.
- You don't give legal advice. For labour-law questions, say HR will follow up.
- For sensitive topics, don't ask for details: say a person from HR will contact them privately, and use "Notify HR".Safety rules
Built into the prompt and the tools:
- Only shows an employee their own record
- Never approves leave itself; HR decides
- Never gives legal advice or discusses other employees' salaries
Uses your own AI key (Claude, OpenAI or another model). Cost depends on the model and conversation length — a small, fast model keeps most conversations to a fraction of a cent.
Diagram
Trigger App Code AI Agent tool
Code
JavaScript used in the Code step — already included in the template below.
// Keeps only text messages and pulls out who sent it and what they asked.
const msg = $input.first().json.message;
if (!msg?.text) return [];
return [{
json: {
chatId: msg.chat.id,
userId: msg.from.id,
name: [msg.from.first_name, msg.from.last_name].filter(Boolean).join(" "),
question: msg.text,
},
}];Build it
Pick your tool — same automation, step by step.
Copy and paste straight into an n8n canvas (Ctrl+V), or download and use Import from File. Then connect your own credentials and replace every YOUR_… placeholder. AI steps use a Claude model node — swap it for OpenAI, Gemini or Ollama if you prefer.
Show code (344 lines)
{
"name": "HR helpdesk AI agent on Telegram (Flowngn)",
"nodes": [
{
"parameters": {
"content": "## HR helpdesk AI agent on Telegram\nEmployees ask about leave, policies and payday on Telegram; the agent answers from your handbook and logs leave requests.\n\n**Setup**\n1. Open each node and connect your own credentials.\n2. Replace every YOUR_… placeholder.\n3. Test once, then activate.\n\nFree template from Flowngn",
"height": 260,
"width": 340
},
"id": "3757cdac-8539-4016-a7ed-1a9451c69357",
"name": "Setup notes",
"type": "n8n-nodes-base.stickyNote",
"typeVersion": 1,
"position": [
-420,
-60
]
},
{
"parameters": {
"updates": [
"message"
],
"additionalFields": {}
},
"id": "3757cdac-8539-4016-a7ed-1a9451c69357",
"name": "Incoming message",
"type": "n8n-nodes-base.telegramTrigger",
"typeVersion": 1.1,
"position": [
0,
0
],
"webhookId": "3757cdac-8539-4016-a7ed-1a9451c69357"
},
{
"parameters": {
"jsCode": "// Keeps only text messages and pulls out who sent it and what they asked.\nconst msg = $input.first().json.message;\nif (!msg?.text) return [];\n\nreturn [{\n json: {\n chatId: msg.chat.id,\n userId: msg.from.id,\n name: [msg.from.first_name, msg.from.last_name].filter(Boolean).join(\" \"),\n question: msg.text,\n },\n}];"
},
"id": "3757cdac-8539-4016-a7ed-1a9451c69357",
"name": "Get message",
"type": "n8n-nodes-base.code",
"typeVersion": 2,
"position": [
300,
0
]
},
{
"parameters": {
"promptType": "define",
"text": "={{ $('Get message').item.json.question }}",
"options": {
"systemMessage": "=You are the HR assistant for YOUR_COMPANY on Telegram. Reply in the employee's language (Arabic or English). Be friendly, clear and brief. Today is {{ $now.toFormat('cccc d LLLL yyyy') }}.\n\nThe employee's Telegram ID is {{ $('Get message').item.json.userId }}.\n\nTools:\n- \"Search policies\": our HR handbook (topic, policy). Use it for any question about leave, working hours, remote work, payday, benefits or expenses. Answer only from it.\n- \"My record\": this employee's own record (name, department, manager, leave balances). It only ever returns the person who is asking.\n- \"Log leave request\": logs a leave request. Use only after the employee confirms the type, start date, end date and reason, and after checking their balance.\n- \"Notify HR\": alerts the HR team. Use it for every leave request, and for complaints, harassment, health, salary disputes, resignations, or anything you can't answer.\n\nRules:\n- If \"My record\" returns nothing, tell the employee they're not registered yet and use \"Notify HR\".\n- Never approve or reject leave. Tell them HR will confirm.\n- Never share information about other employees, and never discuss anyone's salary.\n- You don't give legal advice. For labour-law questions, say HR will follow up.\n- For sensitive topics, don't ask for details: say a person from HR will contact them privately, and use \"Notify HR\"."
}
},
"id": "3757cdac-8539-4016-a7ed-1a9451c69357",
"name": "HR agent",
"type": "@n8n/n8n-nodes-langchain.agent",
"typeVersion": 1.9,
"position": [
600,
0
]
},
{
"parameters": {
"model": {
"__rl": true,
"value": "claude-sonnet-5",
"mode": "list"
},
"options": {}
},
"id": "3757cdac-8539-4016-a7ed-1a9451c69357",
"name": "Claude model",
"type": "@n8n/n8n-nodes-langchain.lmChatAnthropic",
"typeVersion": 1.3,
"position": [
175,
220
]
},
{
"parameters": {
"sessionIdType": "customKey",
"sessionKey": "={{ $('Get message').item.json.chatId }}",
"contextWindowLength": 10
},
"id": "3757cdac-8539-4016-a7ed-1a9451c69357",
"name": "Memory",
"type": "@n8n/n8n-nodes-langchain.memoryBufferWindow",
"typeVersion": 1.3,
"position": [
345,
220
]
},
{
"parameters": {
"descriptionType": "manual",
"toolDescription": "Returns our HR handbook: topic and policy text.",
"operation": "read",
"documentId": {
"__rl": true,
"value": "YOUR_SPREADSHEET_ID",
"mode": "id"
},
"sheetName": {
"__rl": true,
"value": "Policies",
"mode": "name"
},
"options": {}
},
"id": "3757cdac-8539-4016-a7ed-1a9451c69357",
"name": "Search policies",
"type": "n8n-nodes-base.googleSheetsTool",
"typeVersion": 4.5,
"position": [
515,
220
]
},
{
"parameters": {
"descriptionType": "manual",
"toolDescription": "Returns the record of the employee who is asking: name, department, manager, leave balances.",
"operation": "read",
"documentId": {
"__rl": true,
"value": "YOUR_SPREADSHEET_ID",
"mode": "id"
},
"sheetName": {
"__rl": true,
"value": "Employees",
"mode": "name"
},
"filtersUI": {
"values": [
{
"lookupColumn": "telegram_id",
"lookupValue": "={{ $('Get message').item.json.userId }}"
}
]
},
"options": {}
},
"id": "3757cdac-8539-4016-a7ed-1a9451c69357",
"name": "My record",
"type": "n8n-nodes-base.googleSheetsTool",
"typeVersion": 4.5,
"position": [
685,
220
]
},
{
"parameters": {
"descriptionType": "manual",
"toolDescription": "Logs a confirmed leave request.",
"operation": "append",
"documentId": {
"__rl": true,
"value": "YOUR_SPREADSHEET_ID",
"mode": "id"
},
"sheetName": {
"__rl": true,
"value": "Leave requests",
"mode": "name"
},
"columns": {
"mappingMode": "defineBelow",
"value": {
"date": "={{ $now.toISO() }}",
"telegram_id": "={{ $('Get message').item.json.userId }}",
"name": "={{ $('Get message').item.json.name }}",
"type": "={{ $fromAI('type', \"annual, sick, unpaid or other\", 'string') }}",
"from": "={{ $fromAI('from', \"First day YYYY-MM-DD\", 'string') }}",
"to": "={{ $fromAI('to', \"Last day YYYY-MM-DD\", 'string') }}",
"reason": "={{ $fromAI('reason', \"Reason, or empty\", 'string') }}",
"status": "pending"
}
},
"options": {}
},
"id": "3757cdac-8539-4016-a7ed-1a9451c69357",
"name": "Log leave request",
"type": "n8n-nodes-base.googleSheetsTool",
"typeVersion": 4.5,
"position": [
855,
220
]
},
{
"parameters": {
"descriptionType": "manual",
"toolDescription": "Alerts the HR team about leave requests, sensitive topics and questions you can't answer.",
"chatId": "YOUR_HR_CHAT_ID",
"text": "={{ $fromAI('message', \"What HR needs to know, including the employee's name\", 'string') }}",
"additionalFields": {
"appendAttribution": false
}
},
"id": "3757cdac-8539-4016-a7ed-1a9451c69357",
"name": "Notify HR",
"type": "n8n-nodes-base.telegramTool",
"typeVersion": 1.2,
"position": [
1025,
220
]
},
{
"parameters": {
"chatId": "={{ $('Get message').item.json.chatId }}",
"text": "={{ $json.output }}",
"additionalFields": {
"appendAttribution": false
}
},
"id": "3757cdac-8539-4016-a7ed-1a9451c69357",
"name": "Reply on Telegram",
"type": "n8n-nodes-base.telegram",
"typeVersion": 1.2,
"position": [
900,
0
]
}
],
"connections": {
"Incoming message": {
"main": [
[
{
"node": "Get message",
"type": "main",
"index": 0
}
]
]
},
"Get message": {
"main": [
[
{
"node": "HR agent",
"type": "main",
"index": 0
}
]
]
},
"HR agent": {
"main": [
[
{
"node": "Reply on Telegram",
"type": "main",
"index": 0
}
]
]
},
"Claude model": {
"ai_languageModel": [
[
{
"node": "HR agent",
"type": "ai_languageModel",
"index": 0
}
]
]
},
"Memory": {
"ai_memory": [
[
{
"node": "HR agent",
"type": "ai_memory",
"index": 0
}
]
]
},
"Search policies": {
"ai_tool": [
[
{
"node": "HR agent",
"type": "ai_tool",
"index": 0
}
]
]
},
"My record": {
"ai_tool": [
[
{
"node": "HR agent",
"type": "ai_tool",
"index": 0
}
]
]
},
"Log leave request": {
"ai_tool": [
[
{
"node": "HR agent",
"type": "ai_tool",
"index": 0
}
]
]
},
"Notify HR": {
"ai_tool": [
[
{
"node": "HR agent",
"type": "ai_tool",
"index": 0
}
]
]
}
},
"pinData": {},
"settings": {
"executionOrder": "v1"
},
"meta": {
"templateCredsSetupCompleted": false
},
"tags": []
}In Make, create a new scenario and add these modules in order:
- Telegram Bot › Watch Updates
- Tools › Set variable / Iterator + Array aggregator (same logic as the Code step)
- Make AI Agents › Run an agent — give it these tools: “Search policies” (Google Sheets), “My record” (Google Sheets), “Log leave request” (Google Sheets), “Notify HR” (Telegram Bot); paste the system prompt as the agent's instructions
- Telegram Bot › Send a Text Message or a Reply
- Every module run uses Make operations — the free plan includes a monthly quota.
- Make's built-in functions (map, sum, formatDate…) can replace most Code steps; for complex logic use a code module.
- Module and step names can differ slightly as Make and Zapier update their apps.
In Zapier, create a new Zap and add these steps in order:
- Telegram — New Message
- Code by Zapier — Run JavaScript (paste the code from the Code section)
- Zapier Agents — create an agent (or AI by Zapier for a single step) — give it these tools: “Search policies” (Google Sheets), “My record” (Google Sheets), “Log leave request” (Google Sheets), “Notify HR” (Telegram); paste the system prompt as the agent's instructions
- Telegram — Send Message
- Zaps with more than two steps need a paid Zapier plan.
- Webhooks, Filters/Paths and Code by Zapier are premium features on some Zapier plans.
- Code by Zapier runs JavaScript: reuse the code shown above, reading inputs from inputData instead of $json.
- Module and step names can differ slightly as Make and Zapier update their apps.
Tips
- Add each employee's Telegram user ID to the Employees sheet so the agent knows who is asking.
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