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Solution

Safety reporting,
that actually reaches HSE

Incidents, near-misses and hazard photos from worker WhatsApp — timestamped, geotagged and routed to HSE in minutes, not days.

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  • Near-miss reported Photo · geotag · timestamp
  • HSE auto-routed Severity · site lead notified
  • Audit log updated Chain of custody · complete

The problem

Safety incidents and near-misses are massively under-reported in industries where WhatsApp is the real channel. Forms are too slow, dedicated apps go unused, and by the time the EHS team hears about an event, the photo evidence and witness memory are already gone.

The information is there. The structure is missing. Workflow Intelligence adds that structure on top of the channel workers already report in.

How it works

One hazard photo,
traced end to end.

A site talks through whatever is closest to hand — a photo, a voice note, a group chat, a call. All four arrive the same way, and nothing below is retyped or chased by a human.

Source

  1. 01 Capture
  2. 02 Understand
  3. 03 Structure
  4. 04 Route
  5. 05 Measure
WhatsApp · Worker · BL-04 · L2 IMG_1152 · 11:52

Four ways in, one queue Read without anyone opening it Extracted into your own fields Delivered to systems you already run Nobody chased the update

  • Site photo
  • Voice note
  • Group chat
  • Inbound call
Hazard photo sent to the site WhatsApp group
«cabo pelado ao lado da caixa de distribuição no nível 2 — precisa de isolamento já»

Exposed wiring by the distribution box on level 2, block 4. Alert routed straight to HSE; the area is cordoned off.

site
BL-04 · L2
hazard
live cable
severity
high
crew
electrician · called
evidence
IMG_1152
action
isolate · now
  • HSE incident · high
  • Actions corrective · owned
  • Log audit · appended
  • + whatever else owns this record

Photo to HSE alert 34s

Any of the four openings above ends in the same five steps. Field names are your existing schema and the destinations are your existing systems — nothing changes for the team except what happens after the message. The trace above is illustrative.

Who this is built for

Built for the people
who keep operations moving.

What each role stops doing, and what takes its place.

Role

Today

With Workflow Intelligence

Safety Managers Alerts with evidence attached

Today

Incidents surface days after they happen.

With Workflow Intelligence

Real-time alerts with photo, location and severity.

Site Supervisors Hazards reach the right desk

Today

PPE and hazard issues never reach the right desk.

With Workflow Intelligence

One-tap WhatsApp report to the right safety officer.

Factory Floor Leads Near-misses become a learning loop

Today

Near-misses go unreported; no learning loop.

With Workflow Intelligence

A ten-second voice note creates a near-miss record.

Emergency Response Context arrives with the alarm

Today

Slow context arriving to first responders.

With Workflow Intelligence

Structured severity, location and people on alert.

Compliance Officers Always audit-ready

Today

Audit prep is reactive and painful.

With Workflow Intelligence

Audit-ready logs with full chain of custody.

HR & Risk Records that hold up

Today

Insurance and HR cases lack structured evidence.

With Workflow Intelligence

Evidence preserved with timestamps and sender ID.

Use cases

Real scenarios
in this industry.

  • Incident capture

    Real-time incident reports with photos, location, severity and people involved.

  • Near-miss reporting

    Lightweight near-miss capture from a ten-second WhatsApp voice note.

  • PPE & hazard observations

    Workers flag hazards by sending a photo — auto-routed to the right safety officer.

  • Inspection logs

    Structured pre-shift and weekly inspections captured from chat conversations.

  • Corrective actions

    Each incident generates trackable corrective actions with owners and due dates.

  • Audit-ready reports

    Regulator-ready safety reports per site and per period, with full source traceability.

Outcomes

Near-misses start getting reported.

  1. worker sends a hazard photo
  2. HSE alerted · severity + location
  3. corrective action owned
  4. audit chain of custody ready

When reporting a hazard is a ten-second WhatsApp message, workers actually do it: events reach HSE with photo, location and severity attached, corrective actions get owners, and the audit trail builds itself from day one.

Book a 30-min walkthrough

Integrations

Plugs into the systems your EHS programme already runs

Structured events land where the safety programme is managed.

EHS systems

  • Enablon
  • Intelex
  • EHSInsight
  • SAP EHS

Analytics & custom

  • Power BI
  • Custom HSE / API

Frequently asked

Common questions

How fast does an alert reach HSE?
High-severity events trigger structured alerts in under a minute — to WhatsApp, email, Teams or any other channel you specify.
Is the audit trail compliant?
Yes. Every event preserves the source WhatsApp message, voice note or photo with timestamp, sender and chain of custody — sufficient for ISO 45001 and equivalent regulatory contexts.
Will workers actually use it?
They already do — it's WhatsApp. There is no new app or form for the field, so reporting costs a worker ten seconds.
Can it support multiple languages?
Yes. Workflow Intelligence transcribes and understands voice notes and messages in multiple languages, and produces reports in the language your HSE team uses.
How is incident data protected?
GDPR-compliant EU hosting, role-based access control, audit logs, end-to-end encryption in transit and at rest, and per-site data isolation. We never use customer data to train shared models.
How long does deployment take?
A pilot on one site typically runs in 2 weeks. Full multi-site rollout is usually 4–8 weeks depending on integration depth.

Put your site groups on watch

A 30-minute working session on your own WhatsApp groups: we map one site to incident capture, HSE alerts and your EHS system.

Book a Demo
  • No new app for workers
  • EU data residency
  • GDPR-aligned
  • Pilot on one site in 2 weeks

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