Standing service people-handbook-answers-kept-tested-and-current-every-month · revised 12 October 2026
Standing service
Keep the handbook assistant tested and the handbook consistent every month
Each month we re-run the 100-question handbook test on the current handbook, scan the changes for contradictions and expired dates, and report which answers or refusals changed.
This starts a conversation by email. Nothing is charged, and nothing is run, until we have agreed scope, access and terms with you in writing.
The responsibility you hand over
A handbook assistant is only as good as the handbook behind it, and handbooks change. After an edit, an answer can quote a section that moved or state a rule that no longer applies, and nobody notices until a person acts on it.
Who it’s for: People or office manager whose handbook assistant passed its test at launch and whose handbook has changed since.
Usually starts when: A policy changed, a section was added, or an answer in the assistant now disagrees with the handbook.
The result: Every month you receive the result of re-running your 100-question test on the current handbook, a list of contradictions and expired dates in anything that changed, and a list of answers whose wording or section changed. Refusals that stopped refusing are reported first. Nothing is changed by us.
What stays true, and what we do about it
No response-time guarantee is published for this new service. A target for delivering each report is agreed in writing before it starts, set to what a service at this stage can keep.
Hours are agreed in writing before the service starts. At launch the service is not staffed round the clock and runs once each month.
What must remain true
- Every answer on the test sheet still quotes a section that exists in the current handbook
- Every question that must be refused or handed over still is
- Contradictions and expired dates in changed sections are listed
What we watch
- The current handbook files
- The agreed test sheet and its labels
- Your list of changes to the handbook
When something happens
Scroll the table sideways to read it all.
| When | What we do |
|---|---|
| A month closes and the current handbook has been sent. | We re-run the test, scan the changed sections and send the report. |
| A question that must be refused is now answered. | We put it first in the report and suggest the refusal wording to restore. |
| The handbook changes in a way that moves or removes a quoted section. | We list the affected answers for your HR owner to approve. Linked job: Handbook contradictions report |
We do on our own
- Re-run the test sheet and the scan
- Prepare the report
- Suggest refusal wording or new questions
We ask you first
- Any change to the refusal list or the named person
- Adding a question to the held-back part
- Changing which sections the assistant may quote
We escalate to you when
- A must-refuse question is answered in any run
- An answer states a policy that is not in the handbook
- The handbook is changed more than twice in a month
How you know it held. Each month you can re-run the same test sheet and get the same pass or fail, and the report says how many answers, refusals and handovers were checked.
How we keep it true
This service is never finished. Each month's report shows whether the thing it watches stayed true, and it continues until you end it.
Answer staff policy questions from your own handbook, with a named person taking over Job Optional
An assistant limited to your current handbook that answers with the section it quotes, or says it is not covered and names who to ask, tested on 100 questions you write.
Bought separately; not part of the monthly fee
The one-off assistant and test sheet this service keeps tested.
Find where your staff handbook disagrees with itself or has gone out of date Job Optional
One report listing where your handbook contradicts itself, cites expired dates or removed products, or names roles that have gone, each finding quoting its text and what it conflicts with.
Bought separately; not part of the monthly fee
A full-handbook scan, useful before a big revision.
What is included, and what is not
- The monthly test result
- The changed-answers list
- The contradictions and dates list
- A one-page report
Included
- One handbook of up to 80 pages and the 100-question test sheet already agreed
- A monthly re-run of the test against the current handbook, on our copy of your assistant's instructions and handbook files
- A contradiction and expired-date scan of changed sections
- A short list of new real questions your HR owner adds to the sheet
- A one-page report
Not included
- Answers about one person's case
- Legal, pay or HR advice
- Rewriting policies
- Access to personnel records
- Out-of-hours cover or a response time
What you get to see
The customer deliverable is the running result and its evidence, not a pull request. The pull request stays an internal record.
- Request. Your request, as we understood it
- Agreed checks. The agreed checks that define done
- Test results. Test results against each check
- Independent review. An independent review and what it found
- Known limits. What it does not cover
- Acceptance. Your accept or change request
How we know it’s done
Agreed with you before work starts. Each check produces evidence you keep.
Each month the full test sheet is re-run on the current handbook and every answer that changed its section or wording is listed.
Evidence: The test results and the changed-answers list.
Every question on the sheet that must be refused or handed over is still refused or handed over, in each of three runs.
Evidence: The run sheets for those questions.
Every contradiction or expired date listed quotes the handbook text and what it conflicts with, and your HR owner confirms a sample of 10 or all if fewer.
Evidence: Your marked sample.
Sign-off. Your named HR owner reads each report and says whether the rules still suit you. A month counts as delivered when you have received the report and the summary.
If it fails. If we cannot run a month because an export is missing or has changed, we say so, explain what we need and do not guess. If the service is not working for you, you can end it at the end of any month.
When it fits, and when we stop
It fits when
- A handbook assistant or document set has been built and passed its test
- The handbook has one named owner who tells us when it changes
- Your HR owner approves each new question added to the test sheet
- Staff questions are not logged beyond the test window unless your data protection lead approves
We stop and tell you if
- The handbook has no owner or several versions are in use
- You want the assistant to decide individual cases
- The test sheet is no longer maintained by your HR owner
What could go wrong
The service only reads and reports, so there is nothing to undo. Ending it leaves your systems exactly as they are; you keep every report we sent.
Scroll the table sideways to read it all.
| Risk | How we handle it |
|---|---|
| A policy change makes an answer wrong without anyone noticing. | The full test is re-run each month and every changed answer is listed. |
| A refusal stops working after a handbook edit. | Refusal and handover questions are reported first and any failure is escalated. |
| Staff questions disclose personal details. | No question log is kept beyond the test window unless your data protection lead approves. |
A separate automated reviewer checks every report against the agreed test before it is sent. No person on our side reviews unless your agreement names one. Your named HR owner decides what to do with each finding.
Stays with a person
- Your named HR owner decides what to do with every finding
- You make every change in your own systems
Access we would need
- Redacted, synthetic or exported files that you send each month
- No logins, no admin roles and no live-system access
Questions
Does it rewrite our policies?
No. It lists conflicts and asks your HR owner a question about each.
What if the handbook changes mid-month?
Tell us and we re-run the test on the new file. Otherwise the monthly run catches it.
Do we need the one-off assistant first?
Yes, or an assistant with a test sheet in the same form.
Also part of
Send an enquiry
Send us
- The current assistant or document set and its last test result
- How often the handbook changes
- Who owns the handbook
Later, once you agree
- Each month: the current handbook files, through an agreed secure route
- Up to 10 new questions with your labels
- The name of the HR owner who approves changes
You keep your systems and your files. We work on redacted or synthetic copies, or on exports you run yourself, and we hold no admin access between runs. Before any real personal data is shared, the written agreement names the model provider, its country and how long it keeps data, or the work runs on your own provider account.
Email fallback: open your mail app
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