Prisma for Afrocarbon: task assignment and reporting via WhatsApp

At a glance: from problem to solution

• The problem: Afrocarbon manages a multinational team distributed across multiple countries. Assigning daily tasks and collecting activity reports was a manual, fragmented process that was difficult to monitor in a structured way.
• The solution: an end-to-end task management system built on Prisma - the AI agent on WhatsApp that assigns tasks in the morning, collects end-of-day reports with photos and notes, and saves everything in Airtable.
• The impact: zero information loss, automatically validated categories, communication in five languages, real-time dashboards for management.

Context and challenge

Afrocarbon is a subsidiary of the Neutralia group operating with a team distributed across multiple countries and nationalities. Coordinating employees' daily activities meant managing a heterogeneous flow of communications, with different languages, expense categories to respect, and reporting that often arrived incomplete or late.

The need was clear: a system that assigned tasks in a structured way, collected end-of-day reports - with photos and notes - and made reliable, real-time data available to management, without requiring the team to adopt new tools or applications.

The solution: four flows on WhatsApp with Prisma

We built a fully operational task management system on Prisma, our AI agent on WhatsApp. The workflow follows a daily four-phase structure.

Beyond the scheduled flows, any employee can contact the agent directly at any time to add a task, update an activity status, or report outside regular hours. The system adapts to the actual rhythm of work, not the other way around.

Automatic validation and multilingual support

Two technical aspects make the system robust in a multinational context. The first is category validation: every task is accepted only if it belongs to a category present in the database - Food and Accommodation, Representation Expenses, Purchase of Office Equipment and others. No free-form categories, no dirty data.

The second is multilingual support: each employee is contacted in their native language. The system currently handles Italian, French, Spanish, Portuguese and English - with the language configured directly in each user's database profile.

Airtable dashboards for management

All data collected via WhatsApp flows into a single Airtable database, structured to give management full visibility into team operations. The dashboards cover three levels of analysis.

Results

• Zero information loss: all tasks - assigned by administration or entered by employees - flow into a single structured database
• Automatic reporting: photos, notes and categories collected directly on WhatsApp, with no additional apps to install
• Smart follow-up: the system autonomously prompts non-responders, reducing manual management overhead
• Management visibility: real-time Airtable dashboards by employee, nationality and expense category
• Multinational team covered: five languages supported, with language profile configured per employee

Conclusion

With Prisma, Afrocarbon has centralized the operational management of a team distributed across multiple countries into a single WhatsApp flow - a tool employees already use every day. Management has the data when they need it, in the formats useful for making decisions. The team didn't have to learn anything new.