Citra AI is OrangeHRM’s intelligent chat assistant designed to simplify everyday HR tasks. Instead of navigating through multiple menus, employees and managers can interact conversationally with Citra to perform actions such as checking leave balances, applying for leave, viewing employee information, and even generating surveys.

With Citra AI, HR processes become faster, easier, and more engaging, empowering employees while reducing administrative workload.

Key Capabilities of Citra AI

Citra can help you with:

Employee Management

• Corporate Directory (Employee Info) : Get employee details like contact info, job title, department, supervisor, and office location.

News and Documents

• Document Assistant: Ask questions about company policies or documents, and get summaries, explanations, or comparisons of document versions.

Leave

• Apply Leave: Apply for leave by specifying dates and leave type.

• Approve Leave: Review and approve, reject, or cancel pending leave requests.

• Assign Leave: Assign leave to other employees by specifying who and when.

• Check Leave Balance: View your leave balance or that of your subordinates.

• Leave Calendar: See if you or others are on leave for specific dates, with filters for leave type or status.

Timesheets

• Bulk Approve Attendance Sheets: Approve multiple attendance sheets at once by asking Citra AI to display attendance sheets pending your approval for a specific time period.

• Bulk Reject Attendance Sheets: Reject multiple attendance sheets in bulk by requesting pending attendance sheets and selecting the ones you want to reject.

Attendance

• Late Attendance Tracking: Track employees who arrived late compared to their shift start time by asking Citra AI to show late attendance records for a specific date or time period.

How to Access Citra AI

Step 01 - Log in to your OrangeHRM account. Click the Citra AI icon located in the bottom-right corner of your screen. The Citra icon includes a subtle animation within supported modules, creating a more dynamic and engaging experience.

Step 02 - A chat window will appear; start typing your question or request. 

Citra opens in a large default chat interface, improving visibility and usability for users when interacting with the assistant.

Personalised Welcome Screen & Smart Suggestions

When you open Citra, you are greeted with a personalized welcome screen designed to help you get started quickly.

Step 03 - The welcome screen displays:

• A personalized greeting addressing you by name (for example, “Hi Jaxx—how can I help you today?”).
• A curated list of smart prompt suggestions based on:
  • Your role in OrangeHRM
  • Your recent activity
  • The time of day

Examples of suggestions include:

• “Show me leave requests pending my approval.”
• “Which employees were late last week?”
• “How many leave days do I have left?”
• “Show me my next shift."

Step 04 - Click any suggested prompt to instantly send it to Citra without typing.

Citra automatically updates and personalizes suggestions over time based on your most frequent interactions and usage patterns.

Conversation History

Citra includes a Conversation History panel that allows you to access, review, and continue your previous chat sessions.

Step 01 - Click the three dash lines located in the top-left corner of the chat window.

Step 02 - The Conversation History panel will slide into view, displaying your previous conversations.

Step 03 - Click any conversation entry to reopen it. The complete conversation will reload into the chat window, allowing you to review previous messages or continue the discussion.

Actions Available for Each Conversation

Example Interactions

Here are some example prompts you can use with Citra:

• Employee Information

  • “Show me the contact number of Jane Smith.”

    

    Note: Citra currently supports the Word (.doc/.docx), PDF, Excel (.xls/.xlsx), and image files (eg, png, .jpg, .jpeg) document types only:

•  Published News and Documents

  Citra AI helps employees get answers from published company news and official documents. It links related information to provide complete, easy-to-understand responses so employees don’t have to search multiple sources. 

  Ex - What is the Code of Conduct?

  

  Note: Please note that saved drafts are not taken into account by Citra when generating responses. Only officially published content is used.

Clicking the View button will redirect you to the relevant section under Documents. 

Response Interaction Controls

Response Interaction Controls is a small Citra AI usability feature, introduced as part of the Citra AI UI Revamp. It gives users two ways to act on an individual AI-generated response in the chat:

• One-click copy - any response Citra generates can be copied directly with a single click, so users can paste it elsewhere without manually selecting text.
• Helpful / unhelpful rating - users can rate each individual response, which feeds back into continuous quality improvement of Citra's answers.