Chatbots: What Are Ommnio Bots?

Ommnio bots are automated assistants that appear as chat conversations in your employees' app. They can deliver documents, track working hours, answer frequently asked questions, and handle structured processes — all without requiring a human on the other end.

As an administrator, it's useful to understand the two types of bots available and how they differ.

Out-of-the-box bots

These are pre-built by Ommnio and ready to use. You activate them from the admin panel — no configuration of conversation logic is needed.

DocuBot — Delivers personal documentation (such as payslips) directly to each employee's chat. Documents can be password-protected — for example, requiring the employee's ID number to open. The bot chat is read-only: employees receive files but cannot reply to the bot.

Time Tracking Bot — Lets employees clock in and out through a chat conversation. Sends push notifications at scheduled times as reminders. Administrators can monitor records and generate monthly PDF reports from the Time control tab. For setup instructions, see How to Set Up and Manage the Time Tracker Bot.

Ommnio Bot — Notifies employees about new app updates so they always have access to the latest features. This bot is informational only and does not accept replies.

All out-of-the-box bots share two characteristics: they appear as regular chats in the employee's app, and they are one-way — employees interact with buttons or receive content, but cannot send free-text messages to the bot.

Custom chatbots (built with ChatFlow)

If your organization needs a bot that goes beyond what the pre-built options offer, you can create your own using ChatFlow — Ommnio's chatbot builder.

ChatFlow is an add-on that lets you design AI-powered conversational bots that understand what employees are asking and guide them through structured flows. Typical use cases include:

• Employee FAQ bots — Answer repetitive questions about benefits, policies, schedules, or procedures. The AI understands natural language, so employees can ask in their own words.
• Process bots — Handle structured requests like ordering PPE, reporting an incident, or submitting a suggestion for improvement.
• Human-assisted bots — Start with automated responses and escalate to a real person when the bot can't handle the request.

ChatFlow bots can incorporate documents, links, images, and videos from your organization's knowledge base. They can also trigger actions in external systems via webhooks.

You can create as many custom chatbots as your organization needs from a single ChatFlow installation.

How ChatFlow is structured

ChatFlow uses two core building blocks:

Intentions — Represent what the employee is trying to do or say. You define training phrases (example sentences), and ChatFlow's built-in machine learning recognizes similar inputs from employees. For example, training the phrase "I want material" will also match "I need supplies" or "Can I order gloves?"

Pages — Represent the states of the conversation, like steps in a process. Each page can send messages, ask questions, save information, or transition to another page based on what the employee said. The conversation flows from page to page like a decision tree.