Factory workers ask for leave with a WhatsApp voice note, in their own language

A worker sends a voice note on WhatsApp in their own language. The company assistant understands it, checks the leave balance and the shift roster in Keka, files the request, and the supervisor approves it from WhatsApp.

Used day to day by
  • Shop-floor workers
  • Shift supervisors
  • HR team

What the assistant uses here

Answers from your systems, within each person's access.

  • Channels Reaches people where they already talk
  • Photos and voice Reads photos and handwriting, and understands voice notes in Indian languages
  • Your approval Acts in your systems only after a person approves

How it runs with AI

Workers send a voice note to the company's WhatsApp Business number in their own language. The company assistant understands the request, checks the balance and who else is off on that shift in Keka, and files the leave. The supervisor approves it from WhatsApp, and the worker hears back in their own language.

How it is done today

Workers without a laptop ask for leave on a paper slip or by catching the supervisor between shifts. HR types the slips into the HR system days later, balances are checked late, and workers call HR to ask whether their leave went through.

How the assistant works here

Where people ask, what it draws on, and what comes back.

Where people ask

  • WhatsApp Business, steps 1, 4 and 5

Who asks

  • Shop-floor workers
  • Shift supervisors
  • HR team

What it draws on

Apps

  • Keka, steps 2, 3 and 4

Context

  • Leave types, step 1
  • Local language terms, step 1
  • Shift cover rules, step 2

What comes back, and who decides

  • A request prepared for approval, step 4
  • A confirmation in the same chat, step 5

Who decides

  • The shift supervisor approves the leave from WhatsApp, step 4

How a request runs

  1. Step 1, the assistant: Understands a leave request sent as a voice note on WhatsApp, in the worker's own language

  2. Step 2, the assistant: Checks the leave balance and the shift roster in Keka

  3. Step 3, the assistant: Files the leave request in Keka for the shift supervisor

  4. Step 4, a person: The shift supervisor approves the leave from WhatsApp

    Person

  5. Step 5, the assistant: Tells the worker on WhatsApp, in their own language

The same flow works with the apps you use.

Who controls it

  • Access

    It runs with each person's own access, so it shows only what they could open themselves

  • Approvals

    Supervisors approve every request. The assistant files and checks, it does not decide

  • Record

    Every question, source, action and approval is recorded

This fits you if

  • Many of your workers have no laptop or company email
  • Leave is asked for on paper or in person
  • Leave balances and shift rosters are kept in an HR system such as Keka

What to watch for

  • WhatsApp needs a WhatsApp Business number connected through the official business platform
  • The assistant confirms the dates back to the worker before filing, so a misheard day is caught early

Read more

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