Shared HR Inbox Drafting for an 80-Clinic Provider
Behavioral HealthHR & People Operations
Every email to HR now arrives with a reply already drafted.
A behavioral health provider's five-person HR team supports 3,000 employees across 80 clinics, and it kept its shared mailbox. Each message now comes in sorted, with a first draft written from the organization's own policies. HR edits and sends.
- Organization
- Behavioral health provider
- Industry
- Behavioral Health
- Team
- HR & People Operations
- Problem
- Intake & triage
The operating problem
Eighty clinics, one inbox, five people.
Questions from more than 3,000 employees across 80-plus clinics landed in one shared HR mailbox. A team of five sorted every message into categories like benefits, employee relations, and general HR, then answered it.
Every message meant the same routine: open it, work out what is being asked, file it, look up the policy, write the reply. The inbox collected the work. It did none of it.
By the time HR opens the message, the first draft is already there.
Before and after path
Before
Message opened
Message interpreted
Assigned to the right category
Answer from organization policies
Reply written from scratch
Every reply from scratch
After
Read the message as it arrives
File it in the right category
Draft the reply from policy
HR edits and sends
Draft waiting
Before
Every reply from scratch
- 01
Message opened
- 02
Message interpreted
- 03
Assigned to the right category
- 04
Answer from organization policies
- 05
Reply written from scratch
After
Draft waiting
- 01
Read the message as it arrives
- 02
File it in the right category
- 03
Draft the reply from policy
HR edits and sends
What Botable built
The sorting and the first draft are done before HR opens the message.
- 01
Read the message as it arrives
The system reads each message as it lands and works out what the employee is asking.
- 02
File it in the right category
It files the message into one of the 14 categories the team already uses to split up the work.
- 03
Draft the reply from policy
A reply drafted from the organization's own HR policies is waiting in the mailbox. HR reads it, edits it, and sends it. Nothing goes out without a person.
Evidence
The mailbox now prepares the work before HR opens it.
- 5,000+
- Emails drafted in the first four months
- 14
- Categories, sorted automatically
- 3,000+
- Employees served by a team of five
- 0
- Systems replaced. Built on the existing shared mailbox and policy library.
After go-live
Policies change. The drafts keep up.
The drafts come from the organization's own HR documents, so when a policy is updated the next draft reflects it. The team still edits and sends every reply; nothing goes out without them. Botable keeps the sorting and drafting running as the categories and the policies evolve.
Start with one gapBring us the inbox that keeps turning expertise into typing.
We will draft the first response from your own sources and keep the final decision with your team.
Start with one gap