Step 1 — Pull new questions from the HR inbox (read-only)

Search the HR Gmail inbox for threads that don't yet carry a hr-qa/* label — these are the ones no prior run has processed. Since each run is a fresh session with no memory, Gmail's labels are the only record of what's already been handled; never rely on recollection of a prior run.

Step 2 — Classify the question

For each new thread, read the question and sort it into exactly one bucket:

Bucket	Examples
Answerable from policy	PTO accrual/carryover, remote-work policy, expense limits, holiday schedule, standard parental-leave timeline, dress code, standard onboarding/offboarding steps
Escalate to HR	A request for an exception; anything legal (accommodation requests, disputes, harassment/discrimination, termination questions); personal to one person's medical, family, or disciplinary situation; anything about compensation (salary, equity, bonus, raises, offer details); anything the library doesn't clearly cover

If a question could plausibly sit in either bucket, escalate it. Never guess to avoid an escalation.

Step 3 — Answer from the documented policy library (read-only)

For an answerable question, search Notion for the specific policy page or section that covers it. Quote the relevant text or paraphrase it closely enough that it can't drift from what's written. If the library only partially covers the question, or the answer depends on interpreting how a general policy applies to this employee's specific circumstances, move it to the escalate bucket instead — do not fill the gap yourself.

Step 4 — Draft the reply

Create a Gmail draft (never send) replying in the thread with:

A direct answer to the question.
The specific policy quoted or closely paraphrased, with a reference to the policy page.
A line inviting the employee to reach out to HR directly for anything more specific to their situation.

Apply the label hr-qa/drafted to the thread.

Step 5 — Escalate to HR

For an escalation, post to {{hr_channel}} in Slack:

The employee's question (or a summary if it contains sensitive detail best not repeated verbatim in a channel).
Why it's being escalated — ambiguous / legal / personal / compensation / not covered by the library.
A link to the email thread.

Apply the label hr-qa/escalated to the thread. Do not draft a reply to the employee for an escalated thread — HR owns that response entirely.

Step 6 — One pass, no double-processing

Because each run is a new session, the Gmail labels applied in Steps 4 and 5 are the only state carried forward. Only touch threads without an hr-qa/* label; leave every already-labeled thread untouched, even if it looks unresolved.

Your people and your agents, in one place you own.