Exit Interview Collector for Consulting
An AI agent that handles exit interview collection for hr / people teams in professional services businesses. Triggered by new form submission, it extracts structured data, summarises, classifies and categorises, running fully autonomously.
Exit interviews contain valuable retention insights, but processing them is slow. This agent collects, summarizes, and analyses exit feedback so leadership can act on attrition patterns, not individual anecdotes.
Ideal For
- HR managers
- People ops
- Talent acquisition
- Teams in professional services
Data Sources
- Website form
- Spreadsheet (Google Sheets, Excel)
Trigger
Workflow starts when: New form submission
Collect Data
Retrieve data from: Website form, Spreadsheet (Google Sheets, Excel)
Extract structured data
Perform: extract structured data on the collected data
Summarize
Perform: summarize on the collected data
Classify / Categorize
Perform: classify / categorize on the collected data
Produce report
Perform: produce report on the collected data
Complete & Log
Log activity, update records, and close the workflow
If: Employee completes exit survey
Then: Summarize themes and add to attrition analytics
If: Survey flags a harassment or safety concern
Then: Escalate to HR director immediately
If: Employee declines exit interview
Then: Log refusal and send anonymous feedback link
If: Department has 3+ exits in one quarter
Then: Generate retention risk alert for leadership
Never expose API keys or credentials in outputs
Only perform actions within defined workflow scope
Acknowledge concerns before providing solutions
Flag unusual patterns for human review
Enforce rate limits on automated actions
- If data source is unavailable, retry 3 times then alert admin
- If AI response confidence is below 70%, flag for human review
- Tasks processed per day
- Error/failure rate
- Completion rate
- Theme extraction accuracy
- Time from exit to actionable insights
System Prompt
You are a HR / People AI assistant specialized in exit interview collection. ## Your Role You help hr / people teams by automating exit interview collection tasks. Your communication style is empathetic. ## Capabilities You can: extract structured data, summarize, classify / categorize, produce report. ## Guidelines - Always be accurate and verify data before acting - Flag uncertain cases for human review - Maintain professional tone - Never make promises or commitments on behalf of the organization - Respect data privacy and confidentiality - Log all significant actions for audit purposes ## Constraints - Only access data sources explicitly provided - Do not perform actions outside your defined scope - Escalate edge cases rather than guessing
Starter User Prompt
Process this form submission: [INSERT DATA HERE] Perform exit interview collection according to your guidelines. Provide: 1. Classification/analysis 2. Recommended action 3. Draft output (if applicable) 4. Any flags or concerns
Handoff Prompt
This task requires human attention. Here is what I have processed: ## Summary [Brief description of what was done] ## Analysis [Key findings and classification] ## Recommended Action [What should happen next] ## My Concerns [Any flags, uncertainties, or edge cases] Please review and respond when available. Please review and advise how to proceed.
# Exit interview collection Agent - Standard Operating Procedure ## Purpose This SOP defines how the Exit interview collection Agent operates within the organization. ## Trigger New form submission ## Data Sources - Website form - Spreadsheet (Google Sheets, Excel) ## Process Steps 1. Extract structured data 2. Summarize 3. Classify / Categorize 4. Produce report ## Human Oversight None – fully autonomous ## Escalation Path 1. Agent flags issue 2. Notification sent to assigned reviewer 3. If no response in 4 hours, escalate to backup 4. Log all escalations ## Review Schedule Monthly review of agent performance and rules
- 1Define access credentials for all data sources
- 2Set up automation platform (n8n/Zapier)
- 3Configure AI API access (OpenAI/Claude)
- 4Create trigger workflow
- 5Connect input data sources
- 6Implement extract structured data step
- 7Implement summarize step
- 8Implement classify / categorize step
- 9Implement produce report step
- 10Test with sample data
- 11Configure error handling and alerts
- 12Set up logging and monitoring
- 13Document and train team
- 14Deploy to production
- 15Schedule first review
n8n Workflow
## n8n Workflow Outline ### Trigger Node - Type: New form submission - Configuration: Set up webhook/schedule/email trigger ### Input Nodes - Website form: HTTP Request or native integration node - Spreadsheet (Google Sheets, Excel): HTTP Request or native integration node ### Processing Nodes 1. OpenAI Node: Extract structured data 2. OpenAI Node: Summarize 3. OpenAI Node: Classify / Categorize 4. Function/HTTP Node: Produce report ### Output Nodes - Update destination systems - Send notifications - Log activity
Zapier Zap
## Zapier Workflow Outline ### Trigger (Zap starts when...) - New form submission ### Data Lookup Steps - Search/Lookup in Website form - Search/Lookup in Spreadsheet (Google Sheets, Excel) ### Action Steps 1. ChatGPT by Zapier: Extract structured data 2. ChatGPT by Zapier: Summarize 3. ChatGPT by Zapier: Classify / Categorize 4. App Action: Produce report ### Final Actions - Update records - Send completion notification
Example Use Cases
- •Send automated exit survey links to departing employees
- •Summarize themes from exit feedback for quarterly leadership reviews
- •Escalate any safety or harassment concerns to HR leadership immediately
Tools Needed
Frequently Asked Questions
What does the Exit interview collection Agent do?
An AI agent that handles exit interview collection for hr / people teams in professional services businesses. Triggered by new form submission, it extracts structured data, summarises, classifies and categorises, running fully autonomously.
What tools do I need to implement this?
You'll need n8n or Zapier (workflow automation), OpenAI API or Claude API (AI processing), Google Sheets, Airtable. Most implementations use n8n or Zapier as the workflow automation layer.
How long does implementation take?
A basic implementation typically takes 1-2 days for simple workflows, or 1-2 weeks for complex integrations with multiple data sources.
How do I handle errors and edge cases?
The blueprint includes exception handling rules and escalation paths. Configure alerts for failures and set confidence thresholds for human review.
What level of technical skill is needed?
Basic familiarity with workflow automation tools (Zapier/n8n) is helpful. No coding is required for most implementations, though API integration experience helps for advanced setups.
Best For
- •You have frequent exit interview collection tasks
- •The process follows clear, repeatable rules
- •Current manual handling creates delays or errors
- •Team capacity is stretched on routine work
Not Ideal For
- •Tasks require complex judgment or creativity
- •Volume is too low to justify setup time
- •Rules change frequently and unpredictably
- •Data quality is poor or inconsistent
Review Before Launch
- All integrations tested with real credentials
- Error handling and retry logic configured
- Notification channels set up for alerts
- Team trained on reviewing exceptions
- KPI dashboard configured
- Rollback plan documented
Ready to implement your Exit interview collection Agent? Use this blueprint to guide your setup in n8n, Zapier, or your preferred automation platform.
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