Operations & Supply · App 12
Run your sites and prove every ESG number from its source
One planned app for requests, maintenance, bookings, visitors, permits, energy bills, BRSR data and leases, with named humans in charge of every safety and disclosure decision.
One app where a business runs its buildings, visitors, safety, energy, carbon and leases on the same records it already uses for money, people and assets, with AI Digital Employees doing the recurring facilities, safety and sustainability work on WhatsApp and mobile under governed approvals, and every ESG number and every saving traceable to its source.
What Facilities & ESG is
Facilities, safety and sustainability teams usually work across a paper visitor register, a maintenance spreadsheet or CMMS, an EHS tool or incident book, a carbon calculator fed by exported bills, and a lease spreadsheet. The annual ESG report is then assembled by hand. Facilities & ESG is designed to replace that patchwork with six modules on one physical-world model: Facilities & Workplace, Visitor Management, EHS, Carbon & ESG, Energy Management and Lease & Property Portfolio.
One physical-world model
Site, building, floor and space are defined once in Facilities & Workplace and used by every other module. A chiller can be a maintained asset, a metered load, a refrigerant emission source and a lease obligation without anyone re-keying it. Visitors and contractors feed EHS inductions, permits and emergency roll-call. EHS safety indicators and Energy readings feed Carbon & ESG metrics. Leases attach to sites and spaces and send rent and CAM costs to Finance.
ESG numbers that come from operations
One3 already holds vendor bills (Finance), assets and work orders (Operations), vehicles and fuel (Fleet), employees and training (People) and contracts (Legal). Carbon & ESG is planned to read these through owner Actions and events, so each metric links source record → activity data → emission factor → calculation run → metric → report line. A BRSR figure can be clicked back to the bill line it came from.
The frontline works on WhatsApp
Employees report a broken light from a QR code. Visitors receive their pass on WhatsApp. Contract workers report near-misses by voice in their language without an app login. Site staff send meter photos. Voice and photo inputs become proposed records that a person approves in one tap.
Humans decide physical risk and disclosures
Permit-to-work issue, incident classification and closure, watch-list entry decisions, emergency broadcasts, ESG period locks and disclosure approvals, and lease notices always need a named human approver, whatever an agent's autonomy level. There is no automated denial of entry, and no building-control writes before W6.
Value is measured
Verified energy savings, SLA adherence, CAPA closure time, ESG data completeness and lease over-billing recovered are written to the Investment & ROI Ledger against baselines frozen at onboarding.
Timing
This app is outside Year 1. Facilities & Workplace and Visitor Management are W4-eligible (Year 3). EHS, Carbon & ESG, Energy Management and Lease & Property Portfolio are W5 (Years 4–5). Waves are earliest eligible waves, not commitments. Regulatory references (BRSR, DPDP, Ind AS 116, CCTS, state certificates) are pointers to verify with counsel and qualified professionals.
Problems solved
What Facilities & ESG fixes
Facility complaints get lost in WhatsApp groups
Requests arrive by phone and chat with no SLA clock. Planned fix: one request inbox fed by WhatsApp, QR codes, email, web and mobile, with categorisation, SLA timers, vendor dispatch and requester confirmation.
Statutory and AMC visits are missed
PPM schedules and certificate expiries live in registers until an audit or breakdown. Planned fix: PPM calendars per site and asset, AMC visits, certificate expiry tracking and evidence photos.
Space is paid for but rooms are hard to find
No occupancy data and no release of no-show bookings. Planned fix: room, desk and parking booking with calendar sync, check-in, auto-release and utilisation analytics.
Paper visitor registers fail audits and expose data
Manual registers and photocopied IDs with no retention control. Planned fix: pre-registration, QR passes, NDA and induction, watch-list screening and automatic purge (DPDP, verify with counsel).
Near-misses go unreported
Reporting needs a login and English forms. Planned fix: voice and photo reporting on WhatsApp and mobile in Indian languages, an anonymous option, investigations and verified CAPA.
Hazardous work starts before the permit is signed
Paper permits with no isolation or conflict checks. Planned fix: digital permit-to-work with named issuers, competence and induction checks, isolation steps and conflicting-permit detection.
The BRSR cycle takes months and auditors ask where numbers came from
Activity data is collected by hand with no lineage. Planned fix: activity data pulled from bills, fuel logs, meters and HR, agent-led chasing of missing data, and BRSR templates with assurance evidence packs.
Energy bills rise and savings cannot be proven; lease options get missed
No baselines, unchecked tariffs and lease terms buried in PDFs. Planned fix: bill validation against tariff, baselines with measurement and verification, AI lease abstraction with cited clauses and critical-date alerts.
Key capabilities
What you can do
One location backbone
Portfolio, site, building, floor, zone and space defined once and shared by requests, visitors, permits, meters, emission sources and leases.
WhatsApp-first frontline
Requests, visitor passes, near-miss reports, meter photos and supplier data requests planned to run on WhatsApp without seats for frontline participants.
Requests to confirmed closure
AI triage, SLA policies, vendor dispatch, technician job app with offline checklists, and closure confirmed by the requester.
Visitor passes with privacy built in
Pre-registration, signed QR passes, NDA, induction, watch-list review by a named security lead, and scheduled purge of personal data.
Digital permit-to-work
Competence, induction, isolation and conflicting-permit checks before a named issuer can issue the permit.
ESG metrics with lineage
Every metric resolves to its source bill line, fuel log or reading, with versioned emission factors and period locks.
Energy bill validation and M&V
Bills recalculated from readings and tariff, baselines with drivers, and savings verified before they reach the ROI Ledger.
Lease abstraction with citations
Lease terms extracted with clause citations, critical dates tracked and CAM charges reconciled against the lease.
Named approvers for high-risk Actions
Permits, incident closure, entry denial, emergency broadcasts, disclosures and lease notices stay with named humans.
Modules
6 modules, one data model
Core modules come with the app. Add-ons switch on when you need them. Some modules can be bought on their own.
Facilities & Workplace
Sites, spaces, requests, PPM, bookings and roll-call on one location model
ExploreVisitor Management
Invites, QR passes, NDA, induction and watch-list review with scheduled data purge
ExploreEHS
Near-miss reporting by voice, investigations, CAPA and digital permit-to-work
ExploreCarbon & ESG
Emissions and ESG metrics from operational records, with lineage to every bill line
ExploreEnergy Management
Meters, tariff-checked bills, baselines and verified savings
ExploreLease & Property Portfolio
Lease abstraction with cited clauses, critical dates, rent schedules and CAM checks
ExploreWorkflows
How the work flows
End-to-end workflows inside the app and across One3.
Facility request: intake to confirmed closure
A request from WhatsApp, a QR code, email, the app or Copilot is triaged, put on an SLA clock, dispatched and closed only after the requester confirms.
- 1.Request arrives by WhatsApp, QR code, email, app or Copilot
- 2.Requester and site are matched; QR codes capture the space or asset
- 3.AI triage proposes category, priority, space and checks for duplicates
- 4.Low-confidence triage goes to a coordinator to confirm
- 5.SLA policy is applied by category, priority and site
- + 4 more steps →
PPM generation and statutory compliance
Planned maintenance plans generate work orders, tasks or statutory inspections ahead of time and track evidence and overdue items.
- 1.PPM plan defines frequency or meter trigger, checklist and owner
- 2.Generator creates the job a set number of days before it is due
- 3.Technical assets get an Assets work order; soft services get a facilities task; statutory items get a task linked to the certificate
- 4.Completion in the window records checklist, photos and service report
- 5.Overdue items escalate, with statutory items at high severity
Visitor: invite to check-out
A host invites a guest once; pre-registration, pass, NDA, induction, host alert, check-out and purge follow.
- 1.Host invites a visitor from web, mobile, calendar add-in or Copilot
- 2.Visitor pre-registers through a verified link or WhatsApp Flow and acknowledges the privacy notice
- 3.Watch-list screening runs; any match goes to a named security lead to decide
- 4.A time- and site-bound QR pass is delivered on WhatsApp or email
- 5.Visitor checks in at reception or kiosk, signs the NDA and completes induction if required
- + 2 more steps →
Contractor to permit to site access
Contractor pre-qualification, worker induction, permit checks and site access link on one record.
- 1.Contractor firm is pre-qualified with documents, insurance and safety record
- 2.Workers complete induction and competence checks
- 3.Permit is requested with a risk assessment
- 4.System checks competence, induction validity, isolation and conflicting permits in the same zone
- 5.Named issuer and area owner issue the permit
- + 2 more steps →
Source record to ESG disclosure
Bills, fuel logs, readings and HR aggregates become approved activity data, locked metrics and a BRSR report with lineage.
- 1.Activity data arrives from Accounts bills, Fleet, Energy, Assets, Expenses, Procurement and People
- 2.Missing site and month data is requested on WhatsApp or email
- 3.AI extracts quantities from bills with cited bill regions; low confidence goes to review
- 4.Factor mappings are proposed and confirmed by an analyst
- 5.Site data owners approve activity data and the period is locked
- + 2 more steps →
AI inside
AI skills that act through governed Actions
Every AI skill runs through the same typed Actions people use, with risk tiers, approvals and an audit trail.
Request triage A3
Classifies category, priority, site and space from text, photo and voice, detects duplicates and suggests an assignee, citing the inputs used.
Dispatch and SLA chasing A3
Proposes the vendor by scope, site, SLA and scorecard, sends template job cards and follows up on acceptance and arrival.
Visitor pre-registration and pass delivery A3
Chases pre-registration in the visitor's language and delivers passes only for host-created invites. Watch-list decisions are not allowed.
Incident and near-miss structuring A2
Transcribes and translates voice reports, extracts who, what, where and when, and proposes type and potential severity. Final classification is human.
Bill and invoice extraction A3
Extracts quantity, unit, period, site and supplier from utility and vendor bills with region citations. Approval stays with the data owner.
Missing-data chasing for ESG A4
Detects missing data by site and month and sends template data requests and reminders within budget.
ESG narrative drafts A2
Drafts BRSR narrative sections with citations to locked metrics and documents, marked as drafts until a person accepts them.
Energy anomaly triage and bill discrepancy explanation A3
Explains which bill component differs and why, and turns consumption anomalies into requests or measure ideas.
Lease abstraction A3
OCR and field extraction with confidence and clause-span citations. Acceptance is by a different human.
Critical-date reminders A4
Tracks lock-in, option and notice deadlines and sends internal reminders and escalations from templates.
Digital Employees
Agents that operate Facilities & ESG
Rent them by the month. They work under your team's supervision and their cost and returns appear in the Investment & ROI Ledger.
AI Facilities Coordinator
Role #119 (W4). Handles intake, triage, dispatch on approved templates, SLA chasing, booking assistance and PPM reminders under human supervision. Ceiling A3, max risk R2.
Learn moreAI Visitor & Front Desk Agent
Role #120 (W4). Sends invites and pre-registration chasers, delivers passes under host invite, alerts hosts and answers visitor FAQs. Cannot decide watch-list matches.
Learn moreEHS Inspector Assistant
Proposed W5 role. Schedules inspections, structures voice and photo findings, drafts CAPA and chases owners. Never classifies final severity, issues permits or closes incidents.
ESG Data Steward
Proposed W5 role. Finds missing data, requests it on WhatsApp or email, extracts bills, proposes factor mappings and drafts narratives. Cannot approve data, lock periods or approve reports.
Energy Analyst
Proposed W5 role. Validates bills, triages anomalies, drafts measures and M&V reports, and raises disputes as drafts. Cannot sign M&V verification.
Lease Administrator
Proposed W5 role. Prepares abstractions for review, tracks critical dates, reconciles CAM and landlord invoices, and drafts notices. Cannot send notices or accept abstractions.
Integrations
Connects with the tools you already use
- WhatsApp Business Platform
- SMS gateway
- Microsoft 365 calendar and room resources
- Google Workspace Calendar
- Microsoft Teams
- Slack
- SAML / OIDC SSO and SCIM
- Access-control systems (partner APIs)
- Badge and label printing
- Occupancy sensors via IoT Hub
- Identity verification providers
- Denied-party screening providers
- AMR, smart-meter and utility portals
- BMS and SCADA gateways (read-only: Modbus, BACnet, MQTT)
- Weather data provider
- Emission factor datasets (CEA, IPCC and others)
- External sustainability platforms and data warehouses
- e-Stamp and registration partners
- ServiceNow and comparable external ITSM
Connector availability depends on provider access and is verified before launch. How integrations work →
Security & compliance
Built to be trusted
Named humans for physical-risk and disclosure decisions
Agents cannot broadcast emergencies, decide or deny entry, issue permits, classify or close incidents, submit regulatory reports, lock ESG periods or send lease notices.
No automated denial of entry
Watch-list matches, Vision AI detections and incident attribution never produce an automated adverse decision about a person. A security lead decides with evidence.
Visitor data minimised and purged on schedule
Per-type retention with automatic purge and purge certificates. Purge cannot be disabled by downgrade or admin, only held by a legal hold. Aadhaar storage is off by default.
Watch-list data stays locked down
Only security-lead roles can see watch-list entries, every view is logged, and entries cannot be exported, sent to webhooks or included in AI prompts.
Tamper-evident ESG numbers
Published metrics carry lineage and approvals are hash-chained in audit. Post-lock changes go through a restatement workflow.
No building control before W6
BMS and IoT connectors are read-only. Setpoint and load-control Actions are planned only for W6 under a physical-risk tier.
Industry Editions
Industries that use Facilities & ESG
Frequently asked questions
When will Facilities & ESG be available?
It is outside Year 1. Facilities & Workplace and Visitor Management are planned for W4 (Year 3). EHS, Carbon & ESG, Energy Management and Lease & Property Portfolio are planned for W5 (Years 4–5). These are earliest eligible waves, not commitments.
Does it replace our CMMS for technical maintenance?
Technical work orders are created through One3 Operations Assets & Maintenance Actions rather than a second work-order system. Facilities & Workplace handles intake, SLAs, PPM calendars, soft services and vendors.
Can an AI agent deny a visitor entry or issue a permit?
No. Entry decisions, permit issue, incident closure, emergency broadcasts and disclosure approvals always need a named human. Agents prepare, remind and propose.
Will it produce our BRSR report?
Carbon & ESG is designed with a BRSR report builder and BRSR Core assurance packs populated from metrics with lineage. The exact format and filing mode must be verified, and the disclosure is approved by your people.
Do frontline workers and visitors need seats?
No. Visitors, contractors and vendor technicians are planned to work through verified links, kiosks and WhatsApp without a seat charge.
Can it control our building systems?
Not before W6. BMS and IoT connections are read-only. Control Actions such as setpoints and demand response are a W6 item under a physical-risk tier.
Is the regulatory content legal advice?
No. References to BRSR, DPDP, Ind AS 116, CCTS and state certificates are pointers. Verify with counsel and qualified professionals.
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ExplorePlan your Facilities & ESG rollout with us
Tell us about your team and the outcomes you want. We will walk you through the apps, the Digital Employees and the plan for your industry.