The challenge
Hazards are often seen by workers who have no account, no laptop and patchy signal, so they go unreported or arrive days later. Paper and phone calls lose photos, locations and accountability.
Operations & assets Available
WhatsApp & Mobile Field Reporting
Report from site by WhatsApp, QR code or the installable app — even without signal.
Field teams can report observations, incidents and corrective actions by sending a WhatsApp text, photo or voice note, by scanning a printed QR code, or from the installable web app that keeps working offline. Every report is filed through the same rules and workflow as a report typed at a desk.
Capability map
17 capabilities- Capability1
- Workflow1
- AI2
- Mobile11
- Governance2
6 workflow stagesAI-assistedMobile & field
Overview
Why WhatsApp & Mobile Field Reporting matters
How Green Codes Pro helps
Green Codes Pro meets people where they are: a guided WhatsApp conversation, printed QR intake codes tied to a project and receiving officer, and an installable app that captures reports offline and sends them when the connection returns. Location, photos and drawn signatures are captured on the record.
How it works
From first entry to closure
The 6 stages a record moves through, from the first entry to a verified close.
- 01
Stage 1
Capture on site
- 02
Stage 2
Choose project and kind
- 03
Stage 3
Confirm the summary
- 04
Stage 4
Filed with a reference
- 05
Stage 5
Workflow starts
- 06
Stage 6
Follow-up and closure
Capabilities
What you can do
17 documented capabilities, each verified against the product.
17 capabilities
- Mobile
Report by WhatsApp
A text, photo or voice note sent to the client's WhatsApp number becomes an observation, incident or corrective action, filed through the module's own rules — subject to WhatsApp provider configuration.
- Workflow
Guided conversation with confirmation
The bot asks only what is missing — which project, where on site — then shows a summary naming the kind of report; the sender confirms or changes it and receives the reference number.
- Capability
Keywords on site signage
Short keywords in English or Arabic printed on signage decide the kind of report directly, and work even when AI is not available.
- Governance
Recognised senders and project access
Only numbers matched to active users are accepted by default, and each sender is offered only the projects and report types they are authorised for; unknown numbers learn nothing.
- AI
Photos read and attached
Photos are attached to the record as evidence and, where AI is configured, described before the sender confirms — a clean site is recorded as a valid positive observation.
- AI
Voice notes transcribed
Voice notes are transcribed where a speech provider is configured and read straight back to the sender for confirmation.
- Mobile
QR intake codes
Printed QR codes linked to a project and a receiving officer let anyone report an observation from a phone without an account.
- Mobile
Installable web app
Install Green Codes Pro on Android or iPhone home screens with the client's own name, icon and colours, with shortcuts to report from site and to the offline workspace.
- Mobile
Offline capture with safe sync
Capture incidents and observations with no signal; reports wait on the phone and are sent automatically on reconnection, checked against the same rules as online and never duplicated.
AI-assisted
Intelligence built in
Where configured, AI describes photos sent by WhatsApp, transcribes voice notes and reads them back, and suggests the kind of report; the sender confirms before anything is filed.
AI suggestions support qualified people — they never replace professional review, and every decision stays with your team.
AI across the platform →Photos read and attached
Photos are attached to the record as evidence and, where AI is configured, described before the sender confirms — a clean site is recorded as a valid positive observation.
Voice notes transcribed
Voice notes are transcribed where a speech provider is configured and read straight back to the sender for confirmation.
Mobile & field
In the field
Installable web app with offline capture of incidents and observations, GPS position, camera photos, a mobile approval sheet with signatures, WhatsApp reporting and QR intake codes.
- Report by WhatsAppA text, photo or voice note sent to the client's WhatsApp number becomes an observation, incident or corrective action, filed through the module's own rules — subject to WhatsApp provider configuration.
- QR intake codesPrinted QR codes linked to a project and a receiving officer let anyone report an observation from a phone without an account.
- Installable web appInstall Green Codes Pro on Android or iPhone home screens with the client's own name, icon and colours, with shortcuts to report from site and to the offline workspace.
- Offline capture with safe syncCapture incidents and observations with no signal; reports wait on the phone and are sent automatically on reconnection, checked against the same rules as online and never duplicated.
- Continuity plans kept on phonesApproved business continuity plans a person may read can be kept on the phone for use during a disruption, with notice when a newer version is approved.
- Approve and close from a phoneOn a phone, workflow actions sit in a bottom bar; approving, returning or closing opens a sheet with comment, camera photo, files and a signature box where the step requires one.
- GPS and map locationRecords such as observations, incidents, actions, NCRs, inspections, permits, risk assessments, equipment, ESG entries and change requests can carry a map pin, configurable per client and project.
- Drawn e-signaturesDrawn signatures can be required on reports and workflow steps, stored privately and shown only to people allowed to see the record.
- Voice dictation and voice notesRecord a voice note to fill a description where a speech provider is configured; voice notes play in place in record quick views.
- QR codes on permits and equipmentScanning a permit's QR code in the field opens the permit for signed-in users, or a minimal verification card if the client enables it; equipment carries QR labels.
- Meter readings by WhatsAppWhere switched on, energy and utility readings sent by WhatsApp are parsed in English or Arabic and filed as draft ESG activity records with the photo as evidence.
Business advantages
What changes for your organization
More reports from the field, including from workers without a platform account.
Photos, voice notes and GPS positions arrive with the report instead of being lost.
Reports captured offline are never duplicated and follow the client's own required fields.
Every message is filed to the right project and receiving officer with a reference number.
Supervisors approve and close work from their phone with photos and signatures.
Who benefits
- Site supervisors
- Employees
- Contractors
- HSE directors
- Operations directors
WhatsApp & Mobile Field Reporting
See it working with your own processes
Book a live demo with a product specialist, or request a quotation tailored to your users, projects and sites.