Published December 1 2025
Agent Name
Policy Agent
Built with
Copilot Studio
Industry
Health (can be adapted for any industry)
Deployed to
Microsoft Teams / SharePoint
Our 12 Days of Agents is our special holiday series where we spotlight the agents that defined our year. They’re the most requested, the most impactful and the most interesting builds we delivered for clients. Each day, we share one of these agents, why it matters and how real teams are using it in their day-to-day work. As the year wraps up, we hope this series sparks new ideas for what’s possible in your organisation as you plan for 2026!
Of course, we had to kick off day one with a Policy agent. It’s been one of our most-requested agent use cases this year, and for good reason. Nearly every organisation has a pain point somewhere in their policy process. That might be the behind-the-scenes management of documents, frontline teams struggling to find the right information on the go, or staff bypassing the usual channels and going straight to HR because it’s simply too hard to know what applies.
Policy agents smooth out that entire experience. They give people one simple, easy-to-use place to check what they need, when they need it (especially on mobile).
What we love about this use case is how flexible it is. You can keep it focused on a single scenario, or build out more advanced features like form surfacing, task support, reminders and renewal updates. The scope of where you can take a policy agent is endless, which is why it’s become a favourite across so many teams.
Challenge
People across large organisations often struggle to find and understand the policies they need in the moment. Frontline workers, in particular, often don’t have the luxury of sitting at a desk. They’re on the floor, on the ward, or out on-site, and they simply don’t have time to search through long documents. Add language barriers, limited system access, or tricky workflows, and the experience becomes even harder.
Behind the scenes, support teams feel the impact too. They’re fielding the same questions over and over, dealing with inconsistent processes, and trying to correct confusion about which version of a policy is actually the right one. It slows everyone down and makes it difficult to work with confidence.
How a policy agent solves these problems
A policy agent gives workers one clear place to ask questions, check what applies to them, and get guidance that matches their situation. It handles translation into approved languages, so teams that speak English as a second language can feel confident they’re following the right steps. And for workers who are constantly on the move, voice input makes it easy to talk to the agent hands-free while walking between tasks or speaking with colleagues.
Expected outcomes
With the policy agent in place, teams get a faster, clearer and more confident way to work. Frontline staff can check the guidance they need in seconds, whether that’s safety steps, PPE requirements, manual-handling guidelines or the right process to follow on-site. Voice input makes it easy to use while on the move, and built-in translation supports agreed languages so everyone can understand what’s required.
Support teams feel the impact too, with fewer repeat questions, fewer mistakes, and fewer requests landing in HR or IT simply because someone couldn’t find the right version. Instead, people are guided through simple conversations that surface the right policy, the right form and the right next step.
The result is a smoother experience for everyone. Decisions are clearer and risks are reduced.
And for frontline workers, the people who often have the least time, are able to get what they need without stopping the job.
Like what you see?
If you are exploring how agents can improve day-to-day work for your teams, we are here to help! Policy agents are often the first place organisations see real impact with agent use-cases. They give people clarity, confidence and quick access to the information they rely on, especially for busy frontline workers.
At Engage Squared we work with organisations to design and build practical agents that make sense for the way people actually work. Whether you want to start small or explore a broader AI or agent strategy, we can support you with the right approach.
If you would like to talk about what this could look like in your organisation, get in touch. We would love to help you take the next step.
