Hospitality SaaS

TipHive

Tips Shared. Teams United. Drama Gone.

TipHive automates tip pooling and instant payouts for independent café and restaurant teams. Managers and staff track every tip in real time, eliminating manual counting and disputes. Built-in fairness and transparent reporting free up hours each month, letting teams focus on great service instead of sorting cash and settling arguments.

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TipHive

Product Details

Explore this AI-generated product idea in detail. Each aspect has been thoughtfully created to inspire your next venture.

Vision & Mission

Vision
To empower every café and restaurant team with effortless, transparent tip sharing that drives fairness and camaraderie across the hospitality world.
Long Term Goal
Empower 50,000 independent cafés and restaurants to achieve 100% transparent, dispute-free tip distribution within five years, driving measurable gains in staff retention and team satisfaction across hospitality.
Impact
Cuts manager time spent on tip pooling by 80%, saving over five hours monthly per location, while delivering 100% transparent tip tracking for staff and reducing tip disputes by 85% within three months, driving measurable improvements in team morale and retention for small hospitality businesses.

Problem & Solution

Problem Statement
Independent café and restaurant managers and staff waste hours sorting cash tips and resolving disputes over fair distribution, while existing digital solutions remain too complex or costly for small teams needing simple, transparent, automated tip management.
Solution Overview
TipHive instantly pools digital and cash tips from your POS, automatically splits payouts based on clear rules, and gives staff real-time visibility into every tip—ending manual counting, disputes, and confusion for small hospitality teams.

Details & Audience

Description
TipHive automates tip pooling and instant split payouts for independent cafes and small restaurants. Managers and staff get transparent, real-time tracking of every tip, eliminating cash disputes and manual counting. A hands-off, built-in dispute resolution feature ensures daily fairness and hassle-free bookkeeping, so teams spend less time arguing and more time serving customers.
Target Audience
Café and restaurant managers (25-45) seeking hassle-free, transparent tip distribution for small hospitality teams.
Inspiration
One hectic Saturday, I watched a barista, exhausted and anxious, confront her manager about missing tip money while customers lined up impatiently. The owner, already swamped, scrambled through handwritten notes and crumpled dollar bills. In that stressful moment, I saw how much friction and distrust old-school tip sharing caused—and knew there had to be a simple, digital fix for hospitality teams like theirs.

User Personas

Detailed profiles of the target users who would benefit most from this product.

R

Rolling Rick

- Age 34, male - Operates 2-person food truck crew - Annual revenue ~$120K - Comfortable with smartphones and apps - Based in urban street-food district

Background

Grew up in a culinary family and launched his food-truck five years ago. Learned manual tip pooling the hard way and now demands speed and fairness in every payout.

Needs & Pain Points

Needs

1. Instant tip distribution across moving work sites 2. Clear, real-time tip tracking on mobile 3. Automated dispute-resolution record keeping

Pain Points

1. Lost time reconciling cash tips after service rush 2. Frequent tip count disagreements causing crew friction 3. Unreliable mobile signal disrupting manual reporting

Psychographics

- Thrives on fast-paced street-food energy - Demands fairness in team earnings - Values on-the-go digital solutions - Proactively prevents crew disputes

Channels

1. Instagram (daily updates) 2. WhatsApp (real-time crew chat) 3. Facebook Groups (weekly vendor forums) 4. YouTube (cooking gear tutorials) 5. Google Maps (location discovery)

S

Structured Stella

- Age 42, female - Bachelor’s in hospitality management - Oversees 7 café locations, 150 employees - Income ~$85K annually - Urban professional background

Background

Spent a decade training baristas in multinational café chains. Seeks standardized tools after manual tip errors disrupted franchise reputation.

Needs & Pain Points

Needs

1. Standardized tip policy enforcement across all locations 2. Quick staff onboarding with minimal training time 3. Detailed audit logs for compliance

Pain Points

1. Inconsistent tip practices across different café locations 2. Manual training materials causing onboarding delays 3. Lack of centralized tip audit data

Psychographics

- Obsessed with process consistency and compliance - Values comprehensive reporting and audit trails - Advocates simplicity in staff training - Thrives on scalable digital solutions

Channels

1. LinkedIn (professional updates) 2. Slack (team coordination) 3. Email (report distribution) 4. Zoom (virtual training) 5. LMS (e-learning modules)

B

Balanced Ben

- Age 29, male - Hospitality college graduate - Manages a 20-staff bar team - Income ~$45K plus tips - Works in downtown nightlife district

Background

Cut his teeth in busy pubs and learned the chaos of manual tip splitting. Now prioritizes tech solutions to maintain bar morale.

Needs & Pain Points

Needs

1. Accurate tip splitting among diverse roles nightly 2. Quick ratio adjustments for bartenders and servers 3. Instant payroll integration for weekly payouts

Pain Points

1. Calculator errors under loud, crowded bar conditions 2. On-the-fly ratio disputes delaying closing tasks 3. Manual data entry errors affecting payouts

Psychographics

- Prioritizes teamwork and equitable compensation - Relishes fast-paced nightlife environment - Seeks transparent systems reducing conflicts - Embraces tech supporting staff harmony

Channels

1. Instagram (venue promotion) 2. Facebook (event announcements) 3. WhatsApp (staff coordination) 4. Square POS (operations) 5. TipHive mobile dashboard (daily)

S

Swift Sam

- Age 23, gender-fluid - Vocational certificate in coffee brewing - Works at 4 cafés monthly plus events - Variable income ~$30–60K annually - Urban freelancer lifestyle

Background

Started chasing gig shifts after university and faced manual payout delays. Values on-demand pay and transparent tracking to manage finances on the go.

Needs & Pain Points

Needs

1. On-demand tip payouts after each shift 2. Transparent earnings tracking across venues 3. Mobile-friendly interface for on-the-go life

Pain Points

1. Week-long wait for payout settlements 2. Lost tip logs when switching venues 3. Difficulty reconciling earnings across platforms

Psychographics

- Craves financial autonomy and control - Values gig flexibility and instant access - Hates waiting for tip payouts - Adopts tech solutions effortlessly

Channels

1. TikTok (tech hacks) 2. Instagram (gig opportunities) 3. UberEats (event staffing) 4. TipHive mobile app (daily) 5. Google Calendar (shift planning)

Product Features

Key capabilities that make this product valuable to its target users.

Zone Builder

Empower managers to draw and customize geofenced service zones on an intuitive map interface. By defining precise tip alert areas, teams can ensure notifications trigger only in relevant locations, reducing false alerts and improving tip-awareness accuracy.

Requirements

Interactive Map Display
"As a manager, I want to view an interactive map so that I can visually identify service areas for tip alerts."
Description

Implement an interactive map interface within the Zone Builder feature that renders high-resolution geographical data, supports zooming, panning, and layering of service area visuals. This functionality will allow managers to accurately visualize the café or restaurant’s physical surroundings, seamlessly integrate with existing mapping services, and serve as the foundational canvas for drawing and managing geofenced zones. Ensuring smooth performance and responsive design across devices will enhance usability and reduce the learning curve.

Acceptance Criteria
Desktop Map Rendering
Given a manager accesses the Zone Builder on a desktop browser, when the map loads, then it renders fully at 1920×1080 resolution in under 2 seconds without pixelation or distortion.
Zoom and Pan Functionality on Mobile
Given a manager uses a mobile device, when they perform pinch-to-zoom or swipe-to-pan gestures on the map, then the map zooms and pans smoothly within 200ms response time with no visual artifacts and maintains touch responsiveness.
High-Resolution Tile Loading
Given a network connection of at least 5 Mbps, when the map is centered on any location at zoom levels 12–18, then all map tiles load at 512×512 pixels resolution, with less than 3% tile load failures.
Layer Toggle for Service Zones
Given the manager toggles the service zone overlay on or off, when they click the layer toggle, then the service zone polygons appear or disappear instantly with latency under 100ms, and underlying map interactions remain fully functional.
Responsive Map Resize
Given the browser window is resized or device orientation changes, when the size change occurs, then the map canvas adjusts its width and height within 150ms, preserves aspect ratio, and keeps all map controls visible and operable.
Geofence Creation Tool
"As a manager, I want to draw and customize geofenced zones so that alerts only trigger within defined service boundaries."
Description

Provide a set of intuitive drawing tools—such as polygon, circle, and rectangle selectors—that enable managers to define precise geofenced zones on the map. Include options for adjusting shape properties, snapping to roads or landmarks, and applying color-coding for easy differentiation. This requirement ensures that managers can create accurate alert zones tailored to real-world service areas, minimizing false alerts and maximizing tip-awareness accuracy.

Acceptance Criteria
Polygon Drawing with Road Snapping
Given the manager selects the polygon tool, when the manager clicks on at least three points on the map, then a closed polygon geofence is rendered and each vertex snaps to the nearest road within 20 meters.
Circle Radius Adjustment
Given the manager defines a circular geofence, when the manager inputs or drags to adjust the radius value in the properties panel, then the circle updates in real time to reflect the specified radius in meters.
Rectangle Shape Creation and Color Coding
Given the manager selects the rectangle tool and draws a shape on the map, when the manager opens the color picker and chooses a color, then the rectangle's fill and border update to the selected color and appear in the map legend.
Geofence Editing Mode
Given an existing geofence shape is selected, when the manager clicks the edit button, then the shape’s control points become draggable and any adjustments are saved upon clicking 'Save Changes'.
Geofence Deletion Process
Given a geofence is selected, when the manager clicks the delete icon and confirms the deletion prompt, then the geofence is removed from the map and no further alerts are triggered for that zone.
Alert Zone Configuration
"As a manager, I want to link zone settings to tip notification rules so that staff receive alerts relevant to specific areas."
Description

Enable configuration settings that link each geofenced zone to specific tip alert rules, such as notification preferences, staff roles, and operating hours. Integrate with the TipHive notification system to ensure alerts are only sent when staff enter or exit active zones under the defined conditions. This requirement enhances operational efficiency by filtering irrelevant notifications and focusing staff attention on critical tip events.

Acceptance Criteria
Configuring Alert Zone with Notification Rules
Given a manager accesses the Zone Builder and draws a new geofenced area on the map, When the manager selects notification preferences, staff roles, and operating hours and saves the configuration, Then the system persists the zone with associated alert rules and displays a confirmation message.
Triggering Entry Notifications within Active Zone
Given a staff member with the assigned role enters an active alert zone during configured operating hours, When the system detects the geofence breach, Then a tip alert notification is sent immediately to the staff member according to the specified preferences.
Suppressing Alerts Outside Operating Hours
Given a staff member enters the geofenced zone outside of the defined operating hours, When the system evaluates the alert rules, Then no notification is sent, and the event is logged for audit purposes.
Role-Based Alert Delivery
Given multiple staff roles are assigned to an alert zone, When a staff member with a non-assigned role enters the zone, Then the system does not send a notification to that staff member but does send to any assigned roles.
Updating an Existing Alert Zone Configuration
Given a manager edits an existing alert zone’s boundaries or rules, When the manager saves the updates, Then the system updates the zone configuration in real time and applies the new rules to subsequent entry and exit events.
Zone Edit and Management
"As a manager, I want to modify and manage existing zones so that I can refine service areas as operational needs change."
Description

Develop a management dashboard where managers can view a list of existing geofenced zones, rename them, adjust boundaries, and delete obsolete zones. Incorporate search, filter, and sort capabilities to quickly locate zones by name, type, or status. This requirement ensures ongoing flexibility and control, allowing teams to adapt service areas as business operations and floor layouts evolve.

Acceptance Criteria
Viewing Existing Zones
Given the manager navigates to the Zone Management dashboard when zones exist, Then the dashboard displays a list of all zones with their names, creation dates, boundary previews, and current status in alphabetical order by default.
Renaming a Geofenced Zone
Given the manager selects the rename action for a specific zone, When the manager inputs a new valid name and confirms, Then the zone's name updates immediately in the list and persists after a page reload.
Adjusting Zone Boundaries
Given the manager enters edit mode on an existing zone boundary, When the manager drags, adds, or removes boundary points and saves changes, Then the updated geofence displays correctly on the map and persists in subsequent views.
Deleting an Obsolete Zone
Given the manager triggers the delete action on an obsolete zone, When the manager confirms deletion in the confirmation dialog, Then the zone is removed from the list, the map view, and cannot be restored.
Searching, Filtering, and Sorting Zones
Given the manager uses the search bar, filter dropdowns, or sort controls, When the manager enters keywords, selects filters (e.g., type, status), or chooses a sort option, Then the zone list updates to show only matching zones in the selected order.
Zone Data Storage and Synchronization
"As a manager, I want zone definitions to be saved and synced so that my configurations are consistent across devices and sessions."
Description

Implement backend services to persistently store geofenced zone definitions in a central database and synchronize changes in real time across all manager and staff devices. Ensure data integrity, handle conflict resolution for simultaneous edits, and support offline mode with automatic syncing when connectivity is restored. This requirement guarantees consistent zone configurations for all users and reduces configuration drift.

Acceptance Criteria
Manager creates new geofence zone
Given a manager draws and names a new service zone on the map interface, when they press ‘Save’, then the zone’s definition (coordinates, name, settings) is stored in the central database and displayed on all connected devices within 5 seconds.
Real-time synchronization to staff devices
Given a saved zone update by a manager, when the change is committed to the database, then all online staff devices receive and apply the update automatically within 3 seconds without requiring manual refresh.
Simultaneous edits conflict resolution
Given two managers editing the same zone concurrently, when both submit changes, then the system detects the conflict, prompts the managers to review differences, applies the resolved version to the database, and synchronizes the final zone definition to all devices.
Offline mode with automatic syncing
Given a staff device loses network connectivity, when the device reconnects, then it automatically syncs with the central database, applying any missed zone updates and resolving any local changes without user intervention.
Data integrity audit after synchronization
Given a synchronization event completes, when the device queries the database, then local and remote zone definitions are compared via checksum or hash and must match exactly, ensuring no data corruption or missing entries.

ShiftSync Alerts

Automatically align geo-detection with staff schedules to send tip notifications only during active shift hours. This prevents off-duty alerts, ensures real-time relevance, and boosts staff focus when they’re on the clock.

Requirements

Schedule Integration
"As a restaurant manager, I want the system to automatically sync shift schedules so that alerts only activate during confirmed working hours without manual schedule entry."
Description

Implement seamless two-way integration between staff shift schedules and the TipHive system, ensuring accurate retrieval and synchronization of planned shift times. This functionality allows the application to automatically pull schedule data from existing roster management tools or internal scheduling modules, providing up-to-date shift information for each employee. The integration must support real-time updates when shifts are added, modified, or canceled, guaranteeing that alert logic uses the latest schedule state to determine active shift windows.

Acceptance Criteria
Initial Shift Data Retrieval
Given the system integration is configured, when the initial sync runs, then all scheduled shifts for the next 30 days are imported from the external roster tool into TipHive with correct employee IDs and timestamps.
Real-Time Shift Addition Update
Given a new shift is added in the roster management tool, when the webhook event is received, then TipHive creates the new shift record and associates it with the correct employee within 5 seconds.
Shift Modification Synchronization
Given an existing shift is modified in the external schedule, when the update event is processed, then TipHive updates the shift’s start and end times and reflects the change in the staff’s active shift view within 10 seconds.
Shift Cancellation Handling
Given a shift is canceled in the roster system, when the cancellation event is received, then TipHive marks the shift as inactive, removes it from upcoming alerts, and logs the change in the audit trail.
Overlapping Shift Conflict Resolution
Given an employee’s updated schedule creates overlapping shifts, when the conflict is detected, then TipHive logs a conflict alert, applies the predefined merge rule, and notifies the manager within 1 minute.
Geo-Detection Accuracy
"As a server, I want the app to accurately detect when I arrive at the café so that I only receive tip alerts while I’m physically on-site."
Description

Enhance the geo-detection engine to precisely determine whether staff members are physically on-premises within defined location boundaries during their scheduled shifts. This involves fine-tuning GPS radius parameters, handling edge cases for overlapping locations, and optimizing battery and network usage. Accurate detection is critical to ensure that tip notifications are sent only when staff are at work and within their designated venue areas.

Acceptance Criteria
Valid Check-In Within Geo-Fence
Given a staff member’s scheduled shift start time and defined venue geo-fence (50m radius), when the staff’s GPS signal is received within the geo-fence during shift hours, then the system marks the staff as on-premises and eligible for tip notifications within 10 seconds.
Check-In Outside Geo-Fence
Given a staff member is outside the defined venue geo-fence during their scheduled shift, when the system receives their GPS coordinates, then it must not flag the staff as on-premises and must suppress tip notifications.
Overlapping Location Boundary Handling
Given two adjacent venues with overlapping geo-fences, when a staff member with a scheduled shift at one venue is located in the overlapping area, then the system correctly attributes the staff to the venue matching their scheduled shift and restricts notifications to that venue.
Network Loss During Shift
Given intermittent network connectivity during an active shift, when the system loses GPS data for up to 5 minutes, then it must cache the last known on-premises status and restore detection accuracy, flagging on-premises status within 30 seconds after network restoration.
Battery Optimization Mode
Given a staff device enters low battery mode (<20%), when the battery optimization triggers reduced GPS polling, then the system must adjust polling frequency to no less than once every 2 minutes and maintain detection latency under 60 seconds.
Active Shift Alert Trigger
"As a barista, I want to get instant tip notifications only when I’m working so that I can acknowledge and manage my earnings immediately."
Description

Create the core alerting mechanism that sends real-time tip notifications exclusively when both schedule and geo-location conditions are met. The system must cross-check current time against synced shift times and verify on-site presence before dispatching alerts. Notifications should be delivered through mobile and desktop channels with minimal latency, ensuring staff receive timely updates on new tips during active shifts.

Acceptance Criteria
Send Alert During Active Shift and On-site Presence
Given the staff member’s shift is active and geolocation confirms on-site presence When a new tip is logged Then a notification is sent via mobile and desktop channels within 3 seconds
Suppress Alerts Outside Scheduled Shift Times
Given the current time is outside the staff member’s scheduled shift When a tip is recorded Then no notifications are dispatched
Suppress Alerts When Off-site During Scheduled Shift
Given the staff member’s shift is active but geolocation indicates off-site presence When a tip is recorded Then notifications are suppressed
Deliver Notification with Minimal Latency
Given notification conditions are met When a tip event occurs Then the system processes and delivers the notification in under 2 seconds
Multi-channel Notification Delivery Verification
Given the staff member is on shift and on-site When a tip notification is triggered Then notifications appear simultaneously on both mobile and desktop clients without error
Off-Duty Alert Suppression
"As a bartender, I don’t want to receive tip notifications after my shift ends so that I can fully disconnect and rest off duty."
Description

Develop a suppression layer that intercepts and cancels any tip alerts triggered outside active shift hours or off-premises periods. This requirement ensures that staff do not receive disruptive notifications when they are off duty, improving work-life balance and reducing alert fatigue. The suppression logic must operate in real time, disabling alert queues the moment a shift ends or the user leaves the designated geo-fence.

Acceptance Criteria
Shift End Suppression
Given a staff member ends their active shift, when any tip alert is generated at or after the shift end time, then the system must not send the alert to the staff member's device and clear any pending alerts in the queue.
Geo-Fence Exit Suppression
Given a staff member is within an active shift but exits the designated geo-fence, when they cross the boundary, then the system must immediately suppress any new tip alerts and remove any queued alerts.
Active Shift Delivery
Given a staff member is within active shift hours and inside the designated geo-fence, when a tip alert is generated, then the system sends the alert to the staff member's device within 5 seconds.
Off-Duty Tip Discard
Given tip events occur while the staff member is off-duty or outside the geo-fence, then no alerts are queued or delivered when the staff member becomes active again.
Shift Start and Re-entry Activation
Given a staff member begins their scheduled shift or re-enters the geo-fence, when the system detects the status change, then tip alerts are enabled going forward for new tip events, but no previously suppressed or discarded alerts are delivered.
Custom Notification Windows
"As a café manager, I want to set a 15-minute grace period before and after shifts so that my team receives alerts when they arrive early or finish cleanup at closing time."
Description

Allow managers to configure buffer periods before and after scheduled shifts during which notifications will still be active or suppressed. This feature provides flexibility to account for early arrivals, delays, or end-of-shift cleanup time. Configuration settings should be accessible via the admin dashboard, with options to set pre- and post-shift windows in increments of minutes or hours.

Acceptance Criteria
Configurable Pre-Shift Buffer Period
Given a manager sets a pre-shift buffer of 15 minutes, when a staff member arrives at the venue 10 minutes before their scheduled shift, then they receive tip notifications; and when they arrive 20 minutes before, no notifications are sent.
Configurable Post-Shift Buffer Period
Given a manager sets a post-shift buffer of 30 minutes, when a staff member remains on location within 20 minutes after shift end, then they continue to receive tip notifications; and when they stay 45 minutes past shift end, notifications are suppressed.
Admin Dashboard Time Increment Settings
Given a manager accesses the admin dashboard, when configuring buffer windows, then they can set pre- and post-shift times in increments of 5 minutes up to 2 hours and see a live preview of the selected window.
Notification Suppression Outside Active Windows
Given a staff member is outside both the scheduled shift and configured buffer windows, when tip events occur, then no notifications are delivered to that staff member.
Handling Schedule Changes in Real Time
Given a manager updates a staff shift start or end time less than 5 minutes before activation, when the shift data sync occurs, then the new buffer windows are immediately applied and subsequent notifications follow the updated schedule.

Multi-Site Geofence

Manage and monitor service zones across multiple cafés, trucks, or restaurant branches from a single dashboard. Streamlined setup and centralized control let managers maintain consistent alert settings and ensure teams get timely tip notifications wherever they work.

Requirements

Boundary Creation Wizard
"As a manager, I want to create and customize geofence boundaries for each location so that tip notifications are accurately sent within designated service zones."
Description

Implement a step-by-step interface allowing managers to define, edit, and visualize geofence boundaries for each site. Users can draw custom polygons on an interactive map or upload predefined boundary files. The system validates coordinate data, ensures no boundary overlaps between sites, and saves configurations centrally for consistency across the dashboard.

Acceptance Criteria
Drawing Custom Polygons on Map
Given a manager opens the Boundary Creation Wizard When they select the polygon draw tool and click to add at least three vertices Then the map displays the polygon accurately following the clicks And the wizard calculates and displays the polygon’s area and perimeter
Uploading Predefined Boundary Files
Given a valid GeoJSON or KML file When a manager uploads the file Then the system parses and renders the boundary on the map And displays a confirmation message if the format and coordinates are valid
Validating Non-Overlap of Site Boundaries
Given a newly drawn or uploaded boundary When the wizard validates boundaries against existing sites Then if any overlap is detected, the system displays an error and prevents saving until resolved
Editing Existing Site Boundaries
Given a saved site boundary When a manager selects Edit in the wizard and modifies vertices Then the updated boundary is revalidated for format and overlap And can be saved successfully if all checks pass
Saving Boundary Configurations to Central Dashboard
Given a manager completes defining a boundary When they click Save Then the system stores the boundary centrally And the new configuration appears in the Multi-Site Geofence dashboard
Rendering Performance for Large Boundaries
Given a polygon with more than 200 vertices When it is drawn or uploaded Then the map renders the boundary within 2 seconds And the drawing tools remain responsive
Real-Time Geo-Event Monitoring
"As a team member, I want to receive immediate alerts when I enter or leave a service zone so that I can start or stop tip tracking accurately."
Description

Enable continuous tracking of device locations against defined geofences. The system processes GPS pings in real time, detects entry and exit events, and updates the dashboard instantly. It handles location inaccuracies with configurable buffers and retries, ensuring reliable notifications and minimizing false triggers.

Acceptance Criteria
Entry Event Detection
Given a device sends a GPS ping that crosses into a defined geofence When the system processes the ping Then it detects the entry event within 5 seconds and records the event with correct device ID and timestamp
Exit Event Detection
Given a device sends a GPS ping that crosses out of a defined geofence When the system processes the ping Then it detects the exit event within 5 seconds and updates the device status on the dashboard
Location Inaccuracy Handling
Given a GPS ping falls within the configured buffer zone around a geofence When the system processes the ping Then it retries detection up to 3 times at 10-second intervals before confirming entry or exit to prevent false triggers
Real-Time Dashboard Update
Given an entry or exit event is detected When the system confirms the event Then the dashboard updates within 3 seconds showing event type, timestamp, geofence ID, and device ID
Bulk Multi-Site Monitoring
Given multiple devices across at least five sites send GPS pings concurrently When the system processes these pings Then it accurately detects all entry and exit events with per-event latency under 2 seconds
Centralized Alert Management
"As a manager, I want to configure and manage geofence alerts centrally so that I maintain consistent notification settings for all branches."
Description

Provide a unified interface to configure notification settings for all sites. Managers can define alert types (entry, exit, boundary breach), choose communication channels (push, SMS, email), and set notification escalation rules. Changes apply globally or per site, ensuring consistent tip notification behavior across the organization.

Acceptance Criteria
Configure Global Alert Settings
Given the manager accesses the centralized alert settings page When they select 'Apply to All Sites' and define alert types (entry, exit, boundary breach) Then the system saves the settings globally and displays a confirmation message
Customize Site-Specific Alerts
Given a specific site is selected When the manager overrides the global settings with site-specific notification rules Then the system applies these settings only to the chosen site and logs the change
Select Notification Channels
Given the manager is on the notification channels configuration screen When they choose push, SMS, and email options for boundary breach alerts Then the system records the channel selections and sends a test notification through each selected channel
Define Escalation Rules
Given the manager sets up escalation parameters When a primary notification isn’t acknowledged within the defined time window Then the system automatically escalates the alert according to the configured sequence
Verify Propagation of Global Changes
Given the manager updates global alert types and channels When the update is saved Then within 5 seconds all sites reflect the new settings and users receive an update notification
Location-Based Access Control
"As an administrator, I want to restrict geofence configuration access to specific roles so that site boundaries cannot be altered by unauthorized staff."
Description

Implement role-based permissions for geofence operations. Only authorized users can create, modify, or delete geofence zones. The system enforces access control at API and UI levels, logs all changes with user identity and timestamp, and supports audit reporting for compliance and security reviews.

Acceptance Criteria
Admin Creates a New Geofence Zone
Given an admin user with geofence_create permission When the user submits valid zone parameters Then the system saves the new geofence zone, assigns a unique ID, logs the action with user identity and timestamp, and returns a success response
Manager Modifies an Existing Geofence
Given a manager with geofence_modify permission and an existing zone ID When the manager updates the zone boundary or name Then the system updates the zone, logs the modification with user identity and timestamp, and reflects changes in real-time across the dashboard
Unauthorized User Attempts Deletion
Given a staff user without geofence_delete permission When the user attempts to delete a geofence zone Then the system denies the request with a 403 Forbidden error and logs the access control violation with user identity and timestamp
Audit Report Generation for Geofence Changes
Given an auditor role When the auditor requests a report for geofence changes over a date range Then the system generates a report listing all create, modify, and delete actions with user identities, timestamps, and details of changes
API-Level Enforcement of Access Control
Given any API client request to create, modify, or delete a geofence zone When the request lacks proper authorization token or permissions Then the API returns a 401 Unauthorized or 403 Forbidden response and does not perform any changes
Geofence Usage Analytics
"As an operations lead, I want to analyze geofence usage trends across locations so that I can optimize service areas and staffing allocations."
Description

Build a reporting module that aggregates geofence events across multiple sites. Provide metrics such as total entries, average time in-zone, boundary breach frequency, and site comparison charts. Reports can be scheduled or on-demand and exported in CSV or PDF formats for operational review and optimization.

Acceptance Criteria
Scheduled PDF Report Delivery
Given a schedule is configured for a weekly summary, when the scheduled time arrives, then the system generates a PDF report containing total geofence entries, average in-zone duration, and boundary breach frequency for all sites and emails it to specified recipients within 5 minutes. And the PDF file size is under 5MB, and the report covers the correct date range.
Ad-Hoc CSV Report Export
Given a manager requests an on-demand export for a selected date range, when the export completes, then the system initiates a CSV download containing columns for site name, total entries, average in-zone duration, breach count, and timestamp within 3 seconds, with UTF-8 encoding and proper headers.
Boundary Breach Frequency Report
Given a manager views boundary breach metrics for a specific site and period, when the report is generated, then the dashboard displays the daily breach count aligned with raw event logs, and days without breaches are shown with a zero value.
Cross-Site Comparison Chart Visualization
Given multiple sites are selected for comparison, when a comparison chart is generated, then the system displays a bar chart comparing total entries and average in-zone duration for each site, loading within 2 seconds and reflecting data within a 1% margin of the underlying analytics.
Average In-Zone Duration Analytics
Given a date range is selected, when the average in-zone duration report runs, then the system calculates and displays both site-level and overall average durations correctly as total in-zone time divided by number of entries, completing computation within 3 seconds.

TipTracker Heatmap

Visualize tip activity hotspots in real time via an interactive heatmap overlay. Identify high-performing service areas, optimize staff deployment, and gain insights into peak tipping zones to maximize revenue and service efficiency.

Requirements

Real-Time Tip Data Ingestion
"As a restaurant manager, I want tip data to be ingested in real time so that the heatmap displays the latest tipping patterns for immediate operational adjustments."
Description

Enable the system to collect and process tip data from all transactions as they occur, ensuring the heatmap overlay reflects current tipping activity instantly. The back-end must listen to the tip collection service, aggregating geolocation or table identifiers with tip amounts in real time. This requirement guarantees the heatmap remains accurate and up-to-date, supporting timely decision-making for staff deployment and resource allocation.

Acceptance Criteria
Single Tip Transaction Recording
Given a tip transaction for table 12 with amount $5 arrives, When the ingestion service processes the event, Then the system stores the record with correct table ID and tip amount and includes it in the heatmap dataset within 1 second.
High-Frequency Tip Stream Processing
Given 100 tip events per second are received, When the ingestion pipeline is active, Then the system processes and stores 100% of incoming tip events without loss or backlog and updates the dataset within 2 seconds.
Geolocation Data Association
Given a tip event containing valid geolocation coordinates, When processed by the backend, Then the system maps the coordinates to the corresponding service area on the heatmap accurately.
Real-Time Heatmap Refresh
Given new tip data is ingested, When the heatmap refresh is triggered, Then the visual overlay updates to reflect the latest tip density within 3 seconds.
Error Handling for Missing Data
Given a tip event missing geolocation or table ID, When ingested, Then the system logs the error, skips the invalid event, and continues processing without service interruption.
Interactive Heatmap Rendering
"As a shift supervisor, I want an interactive heatmap UI so that I can explore tipping hotspots and retrieve detailed tip metrics by area."
Description

Implement an interactive front-end component to render the heatmap overlay on the floor plan, visually representing tip intensity through color gradients. Users can hover or click on hotspots to view aggregated tip amounts, time stamps, and zone names. This integration enhances usability by allowing detailed exploration of tipping zones and supports informed staffing decisions.

Acceptance Criteria
Heatmap Rendering on Floor Plan
Given the user opens a floor plan view When the heatmap layer is enabled Then the floor plan displays a color-gradient overlay accurately representing tip intensity for each zone
Hotspot Tooltip Display
Given the user hovers over a heatmap hotspot When the cursor remains over the hotspot for at least 300 ms Then a tooltip appears showing the aggregated tip amount, latest time stamp, and zone name
Hotspot Detail Modal on Click
Given the user clicks on a hotspot When the click is registered Then a detail modal opens displaying a list of individual tip transactions for that zone with time stamps and amounts
Real-Time Heatmap Data Refresh
Given new tip data arrives on the server When the data stream updates Then the heatmap overlay refreshes within 5 seconds without requiring a page reload
Heatmap Performance at Scale
Given a floor plan with up to 100 zones When the heatmap renders Then the initial render completes within 2 seconds and hover/click interactions respond within 200 ms
Time Range Filtering
"As a manager, I want to filter the heatmap by time range so that I can analyze tipping trends during specific shifts or days."
Description

Provide functionality to filter heatmap data based on customizable time ranges (e.g., hourly, daily, weekly), enabling users to analyze tipping trends over specific periods. The system should support preset intervals and custom date/time selection, updating the heatmap in real time upon filter adjustment. This requirement allows granular analysis of tipping patterns to identify peak service windows.

Acceptance Criteria
Preset Interval Selection
Given the user selects a preset interval (Hourly, Daily, Weekly); When the preset is applied; Then the heatmap displays tip data for the corresponding intervals within the selected range; And the UI highlights the chosen preset.
Custom Date Range Input
Given the user enters a valid start date/time and end date/time; When the user clicks 'Apply'; Then the heatmap updates to reflect tips within the custom range; And the date picker controls display the selected values.
Real-Time Filter Update
Given the user changes any time filter option; When the change is confirmed; Then the heatmap refreshes automatically within 2 seconds; And no full page reload occurs.
Default Time Range Load
Given the user first views the heatmap; When the page loads; Then the heatmap defaults to showing tip data for the past 24 hours; And the filter controls reflect the 'Last 24 Hours' selection.
Invalid Date Range Handling
Given the user selects an end date/time earlier than the start date/time; When the user attempts to apply the filter; Then an inline validation error message appears; And the heatmap does not update until the date range is corrected.
Area Highlighting and Annotation
"As a restaurant owner, I want to label and define service zones on the heatmap so that I can review tip performance per area and optimize staff rotations."
Description

Enable users to define, highlight, and label custom service zones on the heatmap, such as bar, patio, or dining room sections. Users should be able to draw polygonal areas on the floor plan and assign names. The system will calculate and display cumulative tip data for each labeled zone, facilitating targeted performance reviews and zone-based staffing strategies.

Acceptance Criteria
Defining a New Service Zone
Given a floor plan is displayed When the user draws a polygonal area on the heatmap and assigns a unique name Then the new service zone is saved, displayed with its label, and visible in the zone list
Editing an Existing Zone Annotation
Given an existing service zone is present on the heatmap When the user selects the zone and modifies its boundaries or name Then the updated zone shape and label are saved, and changes are reflected immediately on the heatmap and in reports
Calculating Tip Totals for Defined Zones
Given tip transactions are recorded in real time When the user views the heatmap overlay Then the system calculates and displays cumulative tip totals per defined zone, updating in real time
Handling Overlapping Service Zones
Given two or more service zones overlap on the heatmap When the user attempts to create or adjust zone boundaries Then the system prevents overlap by prompting the user to modify boundaries or confirm zone priority, ensuring each tip is attributed to only one zone
Exporting Zone Tip Summary
Given one or more service zones are defined When the user exports zone tip data Then the system generates a CSV file including zone names, boundary coordinates, and cumulative tip totals for each zone
Exportable Heatmap Reports
"As a general manager, I want to export heatmap reports so that I can share tipping insights and performance data with stakeholders."
Description

Allow users to export heatmap visualizations and underlying tip data as downloadable reports in PDF and CSV formats. Exports should include the current heatmap view, selected time range, zone annotations, and aggregated tip metrics. This capability supports offline analysis, record-keeping, and sharing insights with stakeholders.

Acceptance Criteria
Export Current Heatmap View to PDF
Given the user has selected a time range and customized the heatmap view, when the user clicks 'Export to PDF', then a PDF file is downloaded containing the heatmap image reflecting the current view, the selected time range in header, zone annotations, aggregated tip metrics per zone, and a timestamped filename in the format 'Heatmap_Report_YYYYMMDD_HHMM'.
Export Underlying Tip Data to CSV
Given the user has filtered the heatmap by time range and zones, when the user clicks 'Export to CSV', then a CSV file is downloaded with columns for timestamp, zone id, zone name, tip amount, and aggregated sums per zone, containing only the data matching the selected filters.
Export Options Modal Displays Available Formats
Given the user opens the export menu from the heatmap view, when the export modal appears, then it displays selectable options for 'PDF' and 'CSV' with brief descriptions, and selecting a format enables the export button.
Handle Large Data Sets Within Export Time Threshold
Given the selected time range includes over 100,000 tip records, when the user exports to PDF or CSV, then the export process completes within 30 seconds without data loss or timeouts.
Display Error Message on Export Failure
Given a network or server error occurs during export, when the user attempts to export, then the system displays a user-friendly error message indicating the failure and provides an option to retry the export, with no file downloaded.

Quiet Guard

Set custom do-not-disturb periods to automatically mute geo-alerts during off-peak hours, breaks, or private events. Staff enjoy uninterrupted downtime while ensuring no unnecessary notifications disrupt operations.

Requirements

Quiet Schedule Setup
"As a manager, I want to define custom quiet schedules for the café's off-hours so that staff are not disturbed by tip notifications during downtime."
Description

Provide an interface to set recurring and one-time do-not-disturb schedules based on time and location for staff devices, ensuring tip notifications are muted during off-peak hours, breaks, or private events.

Acceptance Criteria
Recurring Schedule Creation
Given a manager is on the Quiet Schedule Setup page When they create a recurring schedule with specified start and end times on selected days and locations Then the schedule is saved, visible in the list, and notifications are muted during those periods at those locations
One-Time Schedule Setup
Given a manager is on the Quiet Schedule Setup page When they create a one-time schedule by selecting a date, start and end time, and location Then the schedule is saved, visible in the list, and notifications are muted only during that date and time at the specified location
Timezone-Aware Schedule
Given schedules are defined in the manager’s local timezone When the manager’s device timezone changes Then schedule times adjust to the new timezone so do-not-disturb periods occur at the correct local times
Schedule Editing and Deletion
Given an existing schedule When the manager edits its time, date, or locations and saves Then the changes update immediately in the schedule list and apply as configured; Given an existing schedule When the manager deletes it Then it is removed from the list and no longer mutes notifications
Overlapping Schedule Conflict Warning
Given a new schedule overlaps an existing one When the manager attempts to save Then the system displays a conflict warning and requires explicit confirmation before saving the overlapping schedule
Geo-Alert Mute Engine
"As a staff member, I want geo-alerts to be automatically muted according to the quiet schedule so that I can enjoy uninterrupted breaks."
Description

Implement backend logic to detect current time and device location against the defined quiet schedule and automatically suppress geo-fence triggered alerts during quiet periods.

Acceptance Criteria
Mute Geo-Alerts During Scheduled Quiet Hours
Given a device located within the geo-fence and the current time falls within the user-defined quiet period, when a geo-alert event is triggered, then the system shall not deliver the alert notification.
Geo-Alerts Resume When Quiet Period Ends
Given a device within the geo-fence and the current time transitions to outside of a quiet period, when a geo-alert event occurs, then the system shall deliver the alert notification immediately.
Geo-Alerts Follow Updated Quiet Schedule After Change
Given a user updates the quiet schedule settings, when the new quiet period starts, then the system shall mute geo-alerts according to the updated schedule parameters.
Geo-Alerts Respect Device Time Zone
Given a device operating in a different time zone than the user’s local settings, when the local time enters a quiet period defined in the user’s time zone, then the system shall mute geo-alerts according to the user’s schedule.
Quiet Schedule Persists After App Restart
Given the application is closed and reopened during a quiet period, when a geo-alert event is triggered, then the system shall continue to suppress the alert without requiring schedule reloading.
Emergency Alert Bypass
"As a manager, I want critical tip alerts to bypass quiet mode so that I don’t miss notifications for large or urgent tips."
Description

Allow designated roles to configure emergency override rules that immediately unmute critical alerts, ensuring high-priority notifications are delivered even during quiet periods.

Acceptance Criteria
Manager Configures Emergency Override During Off-Peak Hours
Given a manager with override permissions and quiet period active When the manager configures a new emergency override rule Then the rule is saved, applied immediately, and visible in the override settings list
Shift Lead Tests Emergency Alert During Private Event
Given Quiet Guard is active for a private event When the shift lead triggers a critical emergency alert Then the alert bypasses DND, is unmuted on all devices, and logged in the alert history
Assistant Manager Edits Override Rule for Specific Alert Types
Given an assistant manager accesses the bypass settings When they select and save specific alert types to bypass DND Then only those alert types are unmuted during quiet periods
System Sends Unmuted Emergency Alert to Staff
Given an emergency alert matches an existing override rule When the alert is triggered During a quiet period Then all designated staff devices receive the alert with the correct sound and notification priority
Role-Based Access Controls Prevent Unauthorized Bypass Configuration
Given a staff member without override permissions When they attempt to create or modify an emergency override rule Then access is denied, an error message is displayed, and the attempt is recorded in the audit log
Quiet Period Reporting
"As a manager, I want to view a log of all alerts suppressed during quiet periods so that I can follow up on any missed tip events."
Description

Generate a detailed report of all notifications muted during each quiet period, providing transparency on suppressed alerts and allowing managers to review missed tip events.

Acceptance Criteria
Manager Generates Report After Quiet Period
Given a quiet period has ended, when the manager requests a Quiet Period Report, then the system generates a report listing all notifications muted during that period, including timestamp, location, tip amount, and assigned staff.
Supervisor Filters Report by Date Range
Given the manager specifies a custom date range, when the report is requested, then only notifications muted within that range are included, and the total count matches the number of entries displayed.
Report Format and Export to CSV
Given the manager selects Export, when exporting the report, then the system produces a CSV file with headers Date, Time, Notification Type, Tip Amount, and Staff Member, and the file opens correctly in spreadsheet applications.
Detailed Notification Information in Report
Given notifications include different geo-alert types, when the report is generated, then each entry displays the notification type, geo-location coordinates, and mute reason.
Empty Report Handling
Given no notifications were muted during the specified quiet period, when the report is requested, then the system displays the message No muted notifications for this period and does not generate an empty file.
Role-Based Quiet Mode Permissions
"As an administrator, I want to restrict quiet mode configuration to authorized users so that schedule changes are managed properly."
Description

Configure user permissions to determine who can create, edit, or delete quiet schedules and emergency overrides, ensuring that only authorized staff manage quiet guard settings.

Acceptance Criteria
Admin Creates Quiet Mode Permission
Given an administrator with the 'Manage Quiet Guard' permission When they access the Quiet Guard settings page Then they can successfully create a new quiet schedule that is saved and visible in the schedule list
Manager Edits Quiet Schedules Only With Permission
Given a manager assigned the 'Edit Quiet Schedule' role When they modify an existing quiet schedule Then the changes are saved, and the updated schedule takes effect at the specified times
Staff Without Permission Cannot Delete Quiet Schedule
Given a staff member lacking the 'Delete Quiet Schedule' permission When they attempt to delete a quiet schedule Then the delete option is disabled or hidden, and an authorization error message is displayed
Emergency Override by Authorized Users
Given a user granted the 'Emergency Override' permission When an emergency alert is triggered during an active quiet period Then the alert bypasses quiet mode and notifications are delivered immediately
Unauthorized Emergency Override Attempt
Given a user without the 'Emergency Override' permission When they attempt to trigger an override Then the system denies the action and logs the unauthorized attempt with timestamp and user details

Dynamic Weighting Engine

Utilizes AI to automatically adjust tip allocation weights based on real-time metrics—shift length, individual sales, and customer ratings—ensuring every team member receives a fair share that reflects their actual contribution.

Requirements

Real-time Metrics Ingestion
"As a system administrator, I want the engine to ingest real-time sales, shift duration, and customer ratings data so that tip allocations reflect the most up-to-date performance metrics."
Description

Implement a robust data ingestion pipeline that collects and normalizes real-time shift length, individual sales, and customer rating metrics from POS and feedback systems. Ensure low-latency, scalable, and fault-tolerant integration to support dynamic weighting calculations.

Acceptance Criteria
Shift Length Data Ingestion
Given the POS system streams shift start and end timestamps, when the ingestion pipeline processes incoming events, then shift durations are computed, normalized, and stored in under 5 seconds with 99.9% success rate.
Individual Sales Data Normalization
Given individual sales transactions from the POS, when the pipeline ingests sales data every minute, then amounts are converted to USD with two-decimal precision and recorded accurately with less than 1% data discrepancy.
Customer Rating Data Collection
Given customer ratings submitted via the feedback system, when new ratings arrive, then the ingestion pipeline processes and stores each rating within 10 seconds, preserving original timestamps and ordering.
Fault Tolerance During Outage
Given a POS API outage, when the data source becomes unreachable, then the pipeline retries up to three times per event and queues metrics for later ingestion, ensuring no data loss upon recovery.
High Throughput Scalability
Given bursts of up to 1,000 metrics events per second, when the ingestion pipeline scales horizontally, then end-to-end latency remains below 1 second and no events are dropped.
Dynamic Weight Computation
"As a restaurant manager, I want tip weights to be computed automatically based on staff performance metrics so that each team member receives a fair share without manual adjustments."
Description

Develop the core AI algorithm module that calculates tip allocation weights dynamically based on normalized metrics. Include configurable factor importance and ensure the algorithm adapts to varying team sizes and shift patterns, maintaining fairness and transparency.

Acceptance Criteria
Weight Calculation for Standard Shift Team
Given a shift with three employees having predefined normalized metrics for shift length, sales, and customer ratings when the dynamic weighting algorithm runs then the resulting tip weights sum to 100%, each weight is proportional to the combined metrics, and individual tip amounts match the calculated weights within a 1% tolerance
Adjustable Factor Configuration
Given an administrator updates the relative importance percentages for shift length and sales factors when the new configuration is saved then the algorithm uses the updated weights for subsequent tip allocations and logs the change in the audit trail
Scalability for Large Teams
Given a shift with a team size of twenty or more members with varied metrics when the algorithm processes the data then it completes computation within two seconds and returns valid weight distributions without performance degradation
Real-Time Metric Normalization
Given real-time sales and rating updates during an active shift when metrics change then the algorithm renormalizes all inputs dynamically, recalculates tip weights, and stores intermediate results without data inconsistency
Fairness Verification Through Customer Ratings
Given two employees with equal shift lengths and sales but differing customer ratings when the algorithm computes weights then the employee with higher customer ratings receives a proportionally higher tip weight and the difference aligns with the configured rating importance factor
Fairness Calibration Controls
"As a café manager, I want to customize the importance of customer ratings and sales metrics in the weighting algorithm so that tip distribution aligns with our team's service priorities."
Description

Create an admin interface allowing managers to adjust weighting parameters and threshold values. Provide real-time previews of allocation changes and safeguards to prevent unfair distributions.

Acceptance Criteria
Manager adjusts shift length weight and reviews real-time tip distribution preview
Given the manager is on the calibration interface When they adjust the shift length weight slider to a new value Then the tip allocation preview updates within 2 seconds reflecting the change and matches the backend calculation based on the new weight
Manager modifies sales-based weighting parameter and validates preview accuracy
Given the manager is on the calibration interface When they modify the individual sales weight to 30% Then the tip allocation preview updates accordingly and persists the new value when settings are saved
Manager sets customer rating threshold and observes impact on tip allocation
Given the manager is on the calibration interface When they set the customer rating threshold to 4 stars Then staff with ratings below 4 stars are excluded from the tip allocation preview and the distribution adjusts to remaining staff
System enforces safeguards against unfair tip distributions
Given the manager configures weights that would cause any staff member's share to fall below 5% When they apply these settings Then the system displays a warning 'Unfair distribution detected' and prevents saving until all staff shares meet the minimum threshold
Manager resets weight parameters to default and confirms preview restoration
Given the manager has custom weight parameters applied When they click 'Reset to Default' Then all weighting parameters and thresholds revert to system defaults and the tip allocation preview reflects the default distribution
Transparency & Audit Logging
"As a staff member, I want to view a transparent history of how my tip share was calculated so that I can trust the fairness of the distribution."
Description

Implement comprehensive logging of all weight computation events and data inputs, storing detailed audit trails. Provide exportable reports to review past allocations and support dispute resolution.

Acceptance Criteria
Audit Trail Generation for Completed Shifts
Given a shift has concluded and tip weights are computed When the manager views the audit log for that shift Then the log displays the timestamp of computation, input metrics (shift length, sales, ratings), computed weights, and user who initiated the computation
Export Audit Logs for Dispute Resolution
Given a manager needs records for dispute resolution When they export audit logs for a specified date range Then the system generates a downloadable CSV or PDF containing all events and data inputs for that period
Real-Time Log Validation During Weight Computation
Given the dynamic weighting engine is running When a weight computation event occurs Then the event is logged in real time with immutable record of inputs and results within two seconds
Historical Data Retrieval by Date Range
Given a user requests past allocation data When they specify a custom date range in the report interface Then the system retrieves and displays all audit entries within that range sorted by date and time
Error Handling for Missing Input Data
Given a computation is initiated with incomplete or missing input values When the system detects the missing data Then it logs an error entry with details of missing inputs and notifies the user of the failure
Performance & Scalability Testing
"As a platform engineer, I want to verify that the weighting engine can handle data from multiple locations simultaneously so that the system remains performant during busy hours."
Description

Conduct performance benchmarking and scalability tests for the dynamic weighting engine under peak load conditions. Optimize database queries, caching strategies, and algorithm efficiency to ensure responsiveness.

Acceptance Criteria
High-Concurrency Tip Allocation
Given 1,000 concurrent tip update requests When the dynamic weighting engine processes all requests Then the average allocation computation time is ≤200ms and no errors occur
Sustained Peak Load Throughput
When subjected to a sustained traffic of 500 requests per second for one hour Then throughput remains ≥500 rps with an error rate <0.1%
Algorithm Scalability with Team Size
Given team sizes scaling from 5 to 500 members When recalculating weights Then computation time grows linearly and remains ≤2 seconds for 500 members
Database Query Performance
Given a standard tip allocation query under peak load When executed Then response time is ≤100ms and CPU utilization remains <70%
Cache Hit Ratio Under Load
When caching is enabled and the system processes continuous recalculation workloads Then the cache hit ratio remains ≥90% during peak periods

Equity Insights Dashboard

Provides an interactive visualization of tip distributions over time, highlighting trends and fairness scores. Managers can quickly spot imbalances and understand the drivers behind each allocation.

Requirements

Real-time Data Sync
"As a manager, I want tip distribution data to update in real time on the dashboard so that I can monitor equity and catch discrepancies as they occur."
Description

Ensure the Equity Insights Dashboard ingests and refreshes tip distribution data in real time. The system should automatically pull new tip entries from the core TipHive database every minute, merge them into the dashboard’s data model, and update all visualizations without requiring a manual page refresh. Benefits include up-to-the-minute visibility into tip flows, immediate detection of anomalies, and improved decision-making based on current data. This requirement integrates tightly with TipHive’s backend services, leveraging existing APIs and data pipelines to streamline implementation and maintain consistency across the platform.

Acceptance Criteria
Real-time Tip Entry Ingestion
Given new tip entries are created in the core TipHive database, when one minute has elapsed, then those entries are ingested into the Equity Insights Dashboard data model automatically without manual intervention.
Automatic Visualization Refresh
Given the dashboard is open in a browser, when new data is ingested into the data model, then all visualizations update within five seconds without requiring a manual page refresh.
High Volume Data Handling
Given a peak throughput of 1,000 tip entries per minute, when the sync process runs, then it completes successfully within one minute and the dashboard reflects all entries without errors.
API Failure Resilience
Given the core TipHive API returns an error during sync, when the dashboard attempts to fetch new entries, then the system retries up to three times with exponential backoff and logs any persistent failures without impacting the existing dashboard view.
Data Consistency Verification
Given the sync process has finished, when comparing tip entry counts, then the total number of entries displayed in the dashboard matches the count in the core database for the same time window.
Historical Trend Visualization
"As a manager, I want to view historical tip distribution trends over time so that I can identify patterns and make informed staffing or policy decisions."
Description

Develop interactive time-series charts that display tip distribution trends over selectable periods (daily, weekly, monthly). Users should be able to hover over data points to view exact values, zoom into specific time ranges, and overlay fairness scores alongside total tip amounts. This feature will help managers identify long-term patterns, seasonal fluctuations, and the impact of staffing changes on equity. Implementation will use a charting library compatible with TipHive’s front end and pull data from the synchronized warehouse.

Acceptance Criteria
View Daily Tip Distribution Trends
Given the manager selects the ‘Daily’ period on the Equity Insights Dashboard, when the chart loads, then it displays a time-series line chart with each day’s total tip amount accurately plotted for the last 30 days.
Filter by Weekly and Monthly Periods
Given the period selection control is available, when the manager switches between ‘Weekly’ and ‘Monthly’ options, then the chart updates to reflect correctly aggregated tip totals for each week or month in the chosen date range.
Hover Over Data Points for Exact Values
Given the time-series chart is rendered, when the manager hovers over any data point, then a tooltip appears showing the exact tip amount and corresponding fairness score for that point.
Zoom into Specific Time Ranges
Given the chart supports zoom controls, when the manager selects a specific date range via zoom or brush tools, then the chart automatically rescales to display only the data within the selected range while maintaining data accuracy.
Overlay Fairness Scores with Total Tip Amounts
Given the toggle for fairness scores is enabled, when the manager overlays fairness scores onto the tip distribution chart, then a secondary series is displayed showing fairness score values aligned to the same time axis, and the legend clearly distinguishes both series.
Fairness Score Computation
"As a staff member, I want to see a fairness score for each tip distribution period so that I can understand how equitable the allocation is."
Description

Implement an algorithm to calculate a fairness score for each distribution period based on factors like hours worked, role weighting, and total tips. The component should compute scores in real time as new data arrives and display them prominently alongside distribution charts. This score provides a single metric for managers to gauge equity at a glance, facilitating quick assessments and comparisons across shifts or teams. The calculation logic must be transparent, documented, and adjustable via configuration to accommodate different fairness policies.

Acceptance Criteria
Real-time Fairness Score Computation on Data Ingestion
Given new tip and hours data arrives, When the system processes the data, Then the fairness score is recalculated in under 2 seconds and updated on the dashboard; And the updated score matches manual computation based on the configured algorithm.
Configurable Fairness Policy Adjustment
Given a manager updates role weightings or fairness parameters in the configuration panel, When the changes are saved, Then all past and current fairness scores are recalculated using the new policy within 5 seconds; And the dashboard reflects scores according to the updated policy.
Transparent Computation Logic Documentation Access
Given a user clicks the ‘View Calculation Details’ link for a distribution period, When the modal opens, Then it displays the full step-by-step fairness score formula, input values, and intermediate results; And the documentation matches the current configuration settings.
Historical Fairness Trends Visualization
Given a manager selects a date range of past shifts, When the dashboard renders the fairness trend chart, Then it plots fairness scores for each period in chronological order; And hovering over a data point shows the exact score and contributing factors.
Immediate Notification of Fairness Score Threshold Breach
Given the fairness score for any period falls below a preset threshold, When the score is computed, Then the system sends an email and an in-app alert to the manager within 1 minute; And the alert includes the period identifier, score value, and primary driver of the low score.
Customizable Filters and Segmentation
"As a manager, I want to apply filters like date range and staff role so that I can drill down into specific distributions for deeper insights."
Description

Provide controls that allow managers to filter the dashboard by variables such as date range, shift type, location, and staff role. The interface should support multi-select options, dynamic population of filter values, and immediate reflection of filter changes in all visualizations. This requirement enhances the dashboard’s flexibility, enabling users to drill down into specific segments for deeper analysis. It must integrate with the data model and respect user permissions to ensure data security.

Acceptance Criteria
Date Range Filter Application
Given the manager is viewing the Equity Insights Dashboard When they select a valid start and end date in the date picker Then all charts and tables update within 2 seconds to display only tip distribution data between the selected dates
Multi-Select Shift Type Filtering
Given the manager has the Shift Type filter open When they select one or more shift types and apply the filter Then the dashboard visualizations immediately reflect only data for the selected shift types without errors
Location-Based Segmentation
Given the manager has access to multiple restaurant locations When they select a specific location from the Location filter Then the dashboard loads and displays only the tip distribution and fairness scores for that location
Role-Based Data Access Enforcement
Given a user with restricted permissions (e.g., staff member) When they attempt to apply filters for data outside their allowed roles Then they see no unauthorized data and receive an access denied notification
Dynamic Filter Value Population
Given the dashboard is connected to the live data model When new shift types, locations, or roles are added to the system Then the corresponding filter dropdowns update dynamically to include the new values within 3 seconds
Automated Alerts for Imbalances
"As a manager, I want to receive automated alerts when tip distribution fairness drops below a threshold so that I can address issues proactively."
Description

Create an alerting mechanism that monitors fairness scores and tip distribution metrics, sending notifications via email or in-app messages when thresholds are breached. Alerts should be configurable (e.g., fairness score below 90%), deliverable to designated roles (managers or HR), and include contextual details about the time period and affected staff. This proactive feature helps teams address equity issues promptly and fosters a culture of transparency. Implementation will leverage TipHive’s notification service and existing alert frameworks.

Acceptance Criteria
Low Fairness Score Breach Alert
Given a manager sets a fairness score threshold at 90% When the system calculates a fairness score below 90% Then an alert is sent via email and in-app message to all designated recipients
Sudden Distribution Spike Detection
Given the tip distribution imbalance changes by more than 10% compared to the previous week When the system detects this change Then an alert is generated and delivered to the configured manager role
Threshold Configuration Update
Given a manager updates the fairness score threshold in settings When the change is saved Then all future imbalance calculations use the new threshold and no alerts use the old value
Designated Recipient Delivery
Given roles for alert delivery are configured When an imbalance alert is triggered Then only users assigned to Manager or HR roles receive the notification and it appears in their in-app inbox and email
Contextual Detail Inclusion in Alerts
Given an alert is generated for a breached threshold When the notification is sent Then it includes the time period of the imbalance, names of affected staff members, current fairness score, and distribution metrics
Exportable Reports
"As an accountant, I want to export detailed tip distribution reports in CSV or PDF so that I can archive and share them with stakeholders."
Description

Enable users to export dashboard views as PDF or CSV files, preserving chart images, filter settings, and underlying data tables. Reports should include metadata such as generation timestamp, applied filters, and fairness score summaries. This capability supports record-keeping, compliance audits, and sharing insights with stakeholders outside the TipHive platform. The export function will use server-side rendering for PDFs and data serialization for CSVs, integrated with the dashboard’s export button.

Acceptance Criteria
Export Dashboard View as PDF
Given the manager is viewing the Equity Insights Dashboard When the manager clicks 'Export' and selects 'PDF' Then a PDF file named 'EquityInsights_<timestamp>.pdf' is downloaded to the user's device And the PDF includes all chart images at original resolution And the PDF includes a header with generation timestamp and applied filter summary And the PDF includes underlying data tables mirroring the dashboard view
Export Dashboard Data as CSV
Given the manager is viewing the Equity Insights Dashboard When the manager clicks 'Export' and selects 'CSV' Then a CSV file named 'EquityInsights_<timestamp>.csv' is downloaded to the user's device And the CSV includes all rows and columns from the dashboard's data tables And the CSV includes a first row with metadata fields for generation timestamp and applied filters And the CSV includes an additional column for fairness score per entry
Export Applies Active Filters
Given the manager has applied date range and team role filters on the Equity Insights Dashboard When the manager exports in PDF or CSV format Then the exported report includes only data matching the applied filters And the metadata section accurately lists each applied filter with its selected values
Report Metadata Includes Timestamp and Filters
Given the manager exports a report in any format When the report is generated Then the report metadata section includes a generation timestamp in ISO 8601 format And lists all applied filters with their labels and values And displays summary statistics for fairness scores including average, median, and variance
Export Button Behavior
Given the manager is on the Equity Insights Dashboard When the manager hovers over or focuses on the 'Export' button Then a tooltip displays the available formats 'PDF' and 'CSV' And if no data is available to export, the 'Export' button is disabled And clicking the 'Export' button triggers server-side rendering without client-side errors

What-If Simulator

Enables users to model alternative tip-split scenarios by tweaking parameters like weight percentages or adding ad-hoc bonuses. Instantly preview potential outcomes before finalizing distributions, fostering transparency and trust.

Requirements

Parameter Adjustment Interface
"As a restaurant manager, I want a simple interface to tweak tip-split parameters so that I can explore different distribution scenarios quickly and accurately."
Description

Develop an intuitive user interface within the What-If Simulator that allows managers to adjust tip distribution parameters such as weight percentages, ad-hoc bonuses, and exclusion rules. The interface should provide real-time feedback on parameter changes, include input validation to prevent invalid configurations, and seamlessly integrate with the existing TipHive dashboard. This requirement ensures users can efficiently model multiple scenarios without navigating away from the main workflow, enhancing usability and reducing training overhead.

Acceptance Criteria
Weight Percentage Adjustment
Given the manager adjusts the weight percentage slider for a team member, When the slider is moved, Then the simulator recalculates and displays updated tip distribution within 1 second and ensures total weight percentages equal 100%.
Ad-Hoc Bonus Addition
Given the manager enters a bonus amount in the ad-hoc bonus field, When the value is updated, Then the preview updates instantly and the bonus is correctly included in the total distribution.
Exclusion Rule Configuration
Given the manager selects one or more team members to exclude, When exclusions are applied, Then the excluded members receive zero in the preview and total distribution adjusts correctly among remaining members.
Invalid Input Handling
Given the manager inputs non-numeric or out-of-range values for percentages or bonuses, When the input is submitted, Then inline validation messages appear, invalid values are rejected, and the preview remains unchanged.
Dashboard Integration Consistency
Given the manager completes scenario adjustments, When the manager navigates back to the main TipHive dashboard, Then the adjusted parameters persist and the What-If Simulator widget reflects the last state without page reload.
Real-Time Calculation Engine
"As a team member, I want to see immediate updates when I change weights or bonuses so that I can assess the impact on payouts without waiting."
Description

Implement a back-end calculation engine that processes parameter adjustments instantly and returns updated tip distribution results in milliseconds. The engine must handle complex formulas, large data sets, and concurrent requests without performance degradation. It should also provide error handling for edge cases like zero-sum scenarios or missing data. Integrating this engine ensures that previews are accurate, reliable, and delivered with minimal delay.

Acceptance Criteria
Real-Time Parameter Adjustment Recalculation
Given a user updates tip weight percentages, when the engine processes the adjustment, then the recalculated tip distribution is returned in under 200ms and matches the expected values based on the defined formula.
Concurrent User Load Performance
Given 100 concurrent requests with random parameter adjustments, when processed by the engine, then the average response time remains below 300ms with zero error responses.
Large Dataset Processing Efficiency
Given a tip pool containing 10,000 individual entries and weight parameters, when recalculation is triggered, then the engine completes processing in under 500ms and outputs distributions that match a reference implementation.
Missing Data Error Handling
Given input payloads with missing required fields (e.g., staff hours), when processed by the engine, then it returns a 422 error code with a descriptive error message and does not crash or hang.
Zero-Sum Scenario Management
Given a scenario where total tip amount equals zero, when the engine performs a calculation, then it returns all zero distributions and provides a flag or message indicating "no tips to distribute" without errors.
Scenario Comparison Dashboard
"As a café owner, I want to compare different tip-split scenarios side by side so that I can select the most equitable distribution for my team."
Description

Create a comparison dashboard that displays multiple What-If scenarios side by side. The dashboard should include sortable tables, graphical visualizations (e.g., bar charts or heat maps), and summary metrics, allowing users to easily compare outcomes across scenarios. It must integrate with saved scenarios and provide filtering and export options for reporting. This requirement empowers users to make data-driven decisions and choose the fairest distribution method.

Acceptance Criteria
Side-by-Side Scenario Comparison
Given the user has selected at least two saved What-If scenarios When the user navigates to the Scenario Comparison Dashboard Then a table displays each scenario in separate columns with staff names as rows, and shows tip amounts for each staff member under each scenario
Graphical Visualization of Scenarios
Given the user has selected scenarios for comparison When the user toggles to graphical view Then the dashboard displays a bar chart comparing total tip amounts per staff member across scenarios and a heat map of percentage variances
Filtering and Sorting Scenarios
Given the dashboard is displaying multiple scenarios When the user applies filters or sorts by staff member name, tip amount, or scenario name Then the displayed table and charts update in real time to reflect the selected filters and sort order
Exporting Comparison Reports
Given the comparison dashboard is displaying scenarios When the user clicks the export button and selects the CSV or PDF option Then the system generates and downloads a file containing the current table, visualizations, and summary metrics for the selected scenarios
Integration with Saved Scenarios
Given the user has previously saved What-If scenarios When the user opens the Scenario Comparison Dashboard Then the dashboard lists all saved scenarios available for selection and comparison, and selecting a scenario loads its parameters and results into the comparison view
Save and Share Scenarios
"As a shift supervisor, I want to save and share scenario configurations so that my team can review and provide feedback before finalizing tip distributions."
Description

Enable users to save What-If scenarios with custom names and descriptions, then share them with team members or stakeholders via a secure link or email. Saved scenarios should persist across sessions and support versioning, allowing users to track changes over time. Access permissions must be enforced based on user roles. This feature fosters collaboration and transparent decision-making.

Acceptance Criteria
Saving a What-If Scenario
Given a user has configured a What-If scenario and provided a valid name and description When the user clicks the “Save” button Then the scenario is stored in the user’s scenario list and a success notification is displayed
Scenario Persistence Across Sessions
Given a scenario has been successfully saved When the user logs out and logs back into TipHive Then the previously saved scenario appears in the user’s scenario list with the correct name, description, and parameter settings
Sharing Scenario via Secure Link
Given a user has a saved scenario When the user selects “Share” and generates a link Then TipHive creates a secure, unique URL that grants view-only access to the scenario and displays the link for copying or sending
Versioning of Scenarios
Given a user updates an existing scenario and clicks “Save” When the update is complete Then the system increments the version number, retains the previous version in the version history, and allows the user to view or restore earlier versions
Access Permissions Enforcement
Given different user roles (manager, staff, stakeholder) When a user attempts to view, edit, or share a scenario Then the system enforces role-based permissions, denying unauthorized actions and displaying an error message for forbidden attempts
Access Control for Simulations
"As an administrator, I want to control who can create, view, and share tip-split simulations so that our financial information remains secure and only authorized users can make changes."
Description

Implement role-based access control for the What-If Simulator that aligns with TipHive’s existing permission model. Define permissions for creating, editing, viewing, and sharing scenarios based on user roles (e.g., manager, staff, admin). The system should enforce these rules in both the UI and API layers. This requirement secures sensitive financial data and ensures compliance with organizational policies.

Acceptance Criteria
Manager Creates a New Simulation Scenario
Given a user with manager role is authenticated When the manager clicks 'Create Scenario' in the What-If Simulator UI Then all scenario creation inputs are editable and the 'Save' button is enabled; When the manager submits valid parameters Then the scenario is saved in the database associated with the manager's account and accessible only to authorized roles
Staff Views an Existing Simulation Scenario
Given a user with staff role When the staff navigates to 'My Simulations' Then only scenarios the staff has permission to view are listed; When the staff selects a scenario Then the UI displays the scenario details in read-only mode
Admin Shares a Simulation Scenario with Another User
Given a user with admin role When the admin opts to share a scenario and inputs a valid target user or role Then the system grants the specified permissions to the target; When the admin completes sharing Then the target user or role sees the shared scenario in their simulation list
Staff Attempts Unauthorized Edit
Given a user with staff role without edit permission When the staff attempts to modify a scenario via the UI or API Then the system denies the action with an 'Access Denied' message and returns HTTP 403; And no changes are persisted to the scenario data
API Enforces Access Control on Simulation Endpoints
Given any authenticated request to the simulation API endpoints When the user lacks the required permission for the endpoint Then the API returns HTTP 403 Forbidden error; When the user has the correct permission Then the API returns HTTP 200 OK with the requested data or action confirmation

Bias Detector

Leverages AI to analyze historical tip allocations and flag any anomalies or patterns of unfairness. Delivers proactive alerts with actionable recommendations to correct biases and maintain equitable payouts.

Requirements

Historical Data Integration
"As a data analyst, I want to import past tip allocation data into TipHive so that the Bias Detector can analyze trends and patterns historically."
Description

Enable seamless import and consolidation of past tip allocation data from POS systems and spreadsheets into TipHive. This functionality ensures the Bias Detector has comprehensive historical records for accurate trend analysis and bias detection over time.

Acceptance Criteria
Bulk CSV Import from Legacy Systems
Given an administrator uploads a CSV file in the TipHive import template format, when the import process completes, then all valid tip records are stored in the system and the import summary shows the total number of records processed, number of successful imports, and any errors.
Real-time Data Validation During Import
Given a CSV or spreadsheet containing historical tip data, when the file is being ingested, then each record is validated against required fields (date, employee ID, tip amount) and any invalid entries are flagged with specific error messages before the import finishes.
POS System API Integration
Given valid API credentials for the café’s POS system, when the system initiates a data pull, then it retrieves all historical tip allocation records from the POS for the specified date range and displays a summary of imported versus skipped entries.
Duplicate Record Handling
Given historical data that may contain duplicates, when data is imported, then the system detects and skips duplicate records based on unique transaction IDs and logs duplicate incidents without halting the overall import process.
Import Progress and Error Reporting
Given a large data import operation, when the import is in progress, then the UI displays a progress bar and, upon completion, generates a downloadable error report detailing rows that failed validation with specific error codes.
Bias Analysis Engine
"As a manager, I want the system to analyze tip allocations with AI so that I can identify any unfair patterns or anomalies."
Description

Implement an AI-driven analysis module that examines historical and recent tip distributions to detect statistical anomalies and patterns indicative of unfairness. The engine should leverage machine learning models to identify subtle bias trends and provide confidence scores for each detected issue.

Acceptance Criteria
Anomaly Detection on Daily Tip Pools
Given at least 30 days of tip distribution data, when the bias analysis engine runs its daily process, then any tip allocation that deviates by more than two standard deviations from the historical mean for a role or shift is flagged as an anomaly with associated employee IDs and timestamps.
Confidence Score Threshold Trigger
Given an anomaly is detected, when the engine assigns a confidence score of 0.85 or higher to the detected bias pattern, then an automated alert is generated and actionable recommendations for rebalancing tips are provided to the manager.
Historical Bias Trend Report Generation
Given monthly tip distribution records for the past year, when a user requests a bias trend report, then the engine produces a visual report showing month-over-month bias metrics, percentage changes, and highlighted periods exceeding predefined bias thresholds.
Real-Time Alerting for Bias Spike
Given real-time tip submissions during a service period, when the calculated bias score for a specific role or shift exceeds 10% in any rolling 24-hour window, then the system sends an immediate alert to the manager within 5 minutes with details of the spike.
Model Retraining Impact Validation
Given a newly retrained bias detection model, when it is deployed in a staging environment, then the system validates that detection accuracy on a held-out validation set remains at or above 90% compared to the previous model and logs any performance regressions.
Real-time Anomaly Alerts
"As a restaurant manager, I want to receive immediate alerts when the system detects potential unfair tipping patterns so that I can address issues proactively."
Description

Develop a notification system that triggers immediate alerts when the Bias Analysis Engine identifies potential unfair tip distributions. Alerts should be delivered via email, SMS, or in-app notifications, and include summary details of the anomaly detected.

Acceptance Criteria
Manager Receives Email Alert Post-Shift
Given the Bias Analysis Engine detects a tip distribution anomaly exceeding the configured threshold at end of shift, When the shift ends, Then an email is automatically sent to the manager’s registered email within 5 minutes containing the anomaly type, affected staff members, and tip amount deviations.
Staff Receives In-App Notification During Service
Given an anomaly is detected during active service, When the Bias Analysis Engine flags the anomaly, Then an in-app push notification is delivered to the staff member’s mobile app within 2 minutes, displaying a summary of the anomaly and recommended next steps.
Admin Configures SMS Alerts for Critical Biases
Given an administrator has enabled SMS alerts for high-severity biases, When the system identifies a critical tip distribution anomaly, Then an SMS is sent to the administrator’s phone within 1 minute including the alert severity, a brief description of the anomaly, and a link to the detailed bias report.
Alert Includes Detailed Anomaly Summary
Given any alert is generated (email, SMS, or in-app), Then the notification content includes the anomaly timestamp, involved staff IDs, tip distribution percentages, deviation from the team average, and actionable recommendations.
User Acknowledges and Records Alert
Given an alert notification is received, When a user taps the “Acknowledge” button in the notification, Then the system logs the acknowledgment event with the user’s ID, timestamp, and alert reference ID in the alert history.
Actionable Recommendation Engine
"As a restaurant manager, I want clear recommendations on how to adjust tip distributions to correct detected biases so that payouts remain fair and transparent."
Description

Provide clear, AI-generated recommendations to correct detected biases, such as adjusting future allocations or reviewing specific transactions. This component integrates with the tip payout workflow to suggest real-time corrective actions.

Acceptance Criteria
Real-time Bias Alert Response
Given the system detects a bias anomaly during tip allocation, when the manager views the recommendation panel then the AI-generated corrective action is displayed within 5 seconds with a confidence score ≥ 80% and a clear explanation.
Monthly Bias Trend Analysis
Given end-of-month reporting period, when the manager requests bias trend insights then the system provides at least three actionable recommendations for future allocations based on historical data and highlights the top two most impactful suggestions.
Manual Transaction Review Recommendation
Given a flagged individual transaction, when the manager selects the transaction for review then the recommendation engine suggests either a reallocation option or a manual adjustment note with rationale and estimated impact on fairness.
Immediate Allocation Adjustment Suggestion
Given a live payout event and bias detected in the current distribution, when the manager initiates payout then the system proposes an adjusted allocation split that reduces detected bias by at least 50% before finalizing the payout.
User Feedback Incorporation
Given the manager accepts or rejects a recommendation, when feedback is submitted then the system logs the response and updates its recommendation model parameters within 24 hours for future suggestions.
Bias Reporting Dashboard
"As an operations manager, I want a dashboard that visualizes tip distribution fairness over time so that I can easily monitor and review bias trends."
Description

Integrate a user-friendly dashboard that visualizes key bias metrics, trends, and historical comparisons. The dashboard should include charts, heatmaps, and filter controls to allow managers and staff to monitor fairness over different timeframes, roles, and shifts.

Acceptance Criteria
Real-Time Bias Metrics Visualization
Given a manager accesses the Bias Reporting Dashboard, when the page loads, then real-time bias metrics are displayed in chart and heatmap formats within two seconds, accurately reflecting tip allocations for the selected default timeframe.
Filter Bias Data by Timeframe, Role, and Shift
Given a user selects a timeframe, role, and shift from the filter controls, when the filters are applied, then the dashboard updates all charts and heatmaps to display only the corresponding data, and the selected filters remain visible.
Historical Comparison across Periods
Given a user chooses two historical periods for comparison, when the comparison is activated, then side-by-side charts show metrics from each period, percentage variances are calculated and displayed, and anomalies above the defined threshold are highlighted.
Export Bias Reports
Given a user clicks the export button on the dashboard, when the export is confirmed, then a downloadable CSV and PDF report is generated containing the current chart data, filter selections, and summary statistics, matching the on-screen view.
Responsive Dashboard Accessibility
Given a user accesses the dashboard on a tablet or mobile device, when the page is rendered, then the layout adapts to the screen size by stacking charts and controls appropriately, and all interactive elements remain fully functional.
Real-Time Alert for Bias Threshold Breach
Given a bias metric exceeds the configured threshold, when the dashboard data updates, then a prominent alert banner appears with the metric details and an actionable recommendation to correct the bias.
Bias Rule Configuration
"As an administrator, I want to configure bias detection thresholds so that the system’s fairness criteria match our organization’s policies."
Description

Allow administrators to define and customize bias detection thresholds, rules, and sensitivity settings. This feature ensures the Bias Detector aligns with each organization’s unique fairness criteria and compliance requirements.

Acceptance Criteria
Define New Bias Threshold
Given an administrator is on the Bias Rule Configuration page When they enter a valid threshold value between 1% and 100% and click Save Then a new bias detection rule is created with the specified threshold, enabled status, and appears in the rule list
Modify Existing Rule Sensitivity
Given an existing bias rule is listed When the administrator adjusts the sensitivity setting via slider or input field and clicks Save Then the rule’s sensitivity value updates immediately and persists across sessions
Validate Threshold Boundary Conditions
When the administrator enters a threshold value below 1% or above 100% and attempts to save Then the system blocks the action and displays a validation error stating “Threshold must be between 1% and 100%”
Audit Rule Change History
Given an administrator selects the History action for a bias rule When the rule’s change log is displayed Then it lists the last five modifications with date, time, user, old value, and new value
Reset Rules to Default
Given customized bias rules exist When the administrator clicks Reset to Default and confirms the prompt Then all rules revert to their original default settings and the system logs the reset action

On-Demand Override Assistant

Offers AI-backed suggestions for manual adjustments when special circumstances arise (e.g., team emergencies or event surcharges). Provides contextual reasoning so managers can justify exceptions while preserving overall fairness.

Requirements

Emergency Override Suggestion
"As a manager, I want the assistant to suggest tip pool overrides during emergencies so that I can fairly compensate staff affected by unforeseen events without manual calculation."
Description

The system analyzes real-time tip pool data along with emergency indicators (e.g., sudden staff shortages, accidents) and offers AI-driven suggestions for manual adjustments. It integrates with existing tip pool calculations, providing weighted recommendations that balance fairness and urgency. Managers receive clear adjustment values and potential impacts on individual earnings, enabling rapid, accurate responses during critical situations.

Acceptance Criteria
Emergency Staff Shortage Scenario
Given real-time staffing drops below the minimum threshold When the manager invokes the Emergency Override Assistant Then the system suggests a tip redistribution that compensates remaining staff by up to 15% while keeping overall equity variance under 5% And displays each staff member’s adjusted earnings impact
On-Duty Accident Scenario
Given an on-duty accident indicator for a staff member When the manager requests an override recommendation Then the system recommends a manual tip adjustment that allocates additional support tips equal to 10% of the affected member’s average share And provides a summary of impact on overall pool and individual earnings
Event Surcharge Scenario
Given a special event with a defined surcharge rate When the manager applies the event surcharge Then the system suggests weighted adjustments that integrate the surcharge into the tip pool calculation And ensures no individual’s share diverges by more than 5% from standard distribution
Power Outage Scenario
Given a power outage lasting longer than 15 minutes during a shift When the manager triggers the Emergency Override Assistant Then the system offers a tip bonus recommendation for affected staff, equivalent to 5% of their current shift earnings And shows projected earnings after the bonus
Unexpected High-Value Tip Drop Scenario
Given an unusually large single tip that skews the pool distribution When the manager asks for an override suggestion Then the system proposes capping the allocation contribution to 20% of any individual’s share And displays the recalculated tip shares for all staff members
Event Surcharge Adjustment
"As a restaurant manager, I want the assistant to adjust tip pooling for event surcharges so that I can ensure staff are fairly rewarded for extra workload during special events."
Description

The assistant identifies scheduled events or surcharges (e.g., private bookings, festivals) and proposes tip redistribution adjustments based on predefined rules and historical data. It incorporates event metadata—such as date, expected revenue uplift, and surcharge percentage—to calculate fair overrides that reflect increased workload. Suggestions include projected earnings per staff member for transparency.

Acceptance Criteria
Surcharge Recognition for Private Booking
Given a scheduled private event with defined surcharge metadata (date, expected revenue uplift, surcharge percentage) When the override assistant is invoked Then it calculates adjusted tip amounts for each staff member incorporating the surcharge and displays projected earnings per person
High-Demand Festival Shift Adjustment
Given a festival event with expected revenue uplift metadata and historical tip data When the override assistant analyzes these inputs Then it proposes surcharge override adjustments that redistribute tips proportionally based on workload and provides contextual reasoning
Manager Justifies Emergency Override
Given a staff emergency scenario where a team member is unavailable When a manager requests a manual override Then the assistant suggests tip redistribution adjustments reflecting the reduced headcount, preserves overall fairness, and includes rationale for the exception
Multi-Day Event Surcharge Aggregation
Given a multi-day event with varying daily surcharge percentages When the assistant consolidates event metadata Then it aggregates surcharges across all days and proposes a unified tip adjustment breakdown per staff member for the entire event period
Transparent Override Reporting
Given any proposed surcharge override When generating the final report Then the assistant includes projected earnings per staff member, a detailed breakdown of surcharge calculations, and clear contextual reasoning for each adjustment
Contextual Reasoning Explanation
"As a manager, I want to see contextual reasoning behind override suggestions so that I can justify exceptions and maintain transparency with my team."
Description

For each suggested override, the assistant generates a natural-language explanation detailing context, data points, and reasoning. Explanations reference shift durations, performance metrics, event surcharges, and fairness constraints, making it easy for managers to understand and communicate decisions. Exportable explanations support reporting and audit.

Acceptance Criteria
Override Suggestion for Event Surcharge
Given a manager invokes an override during an event surcharge, When the assistant generates an explanation, Then it must reference the surcharge amount, event details, and adjusted tip distribution rationale.
Inclusion of Shift Duration and Performance Metrics
Given an override suggestion, When the assistant formulates its explanation, Then it must include individual shift durations and performance scores for affected staff.
Fairness Constraint Explanation
Given a proposed manual adjustment, When the explanation is generated, Then it must describe how fairness constraints were applied and why the override does not violate them.
Audit-Ready Exportable Explanation
Given a manager requests an export, When they download the explanation, Then it must be in a readable format (e.g., PDF or CSV) containing full context, data points, and reasoning.
Real-Time Explanation Generation
Given an override request, When the assistant processes it, Then the explanation must be available within 2 seconds for the manager to review.
Manager Approval Workflow
"As a manager, I want to review and approve override suggestions so that I maintain control over manual adjustments and preserve fairness."
Description

Introduces a standardized review and approval workflow where managers can modify, approve, or reject AI-driven override suggestions. Includes UI components such as adjustment sliders, comment fields, and approval actions. Once approved, overrides automatically update tip allocations and trigger immediate payout adjustments.

Acceptance Criteria
Accessing Override Suggestions
Given a manager is on the TipHive dashboard, When they navigate to the On-Demand Override Assistant section, Then the system displays a list of AI-driven override suggestions with allocation details and context within three seconds.
Modifying AI-Driven Override
Given an AI-driven override suggestion is selected, When the manager adjusts the tip allocation slider and clicks ‘Save’, Then the system updates the suggested distribution values and reflects changes in the pending approval queue.
Providing Justification Comments
Given a manager modifies an override suggestion, When they enter a justification comment of at least 10 characters and submit, Then the comment is attached to the override record, visible in the audit log, and cannot be empty.
Approving Override for Event Surcharge
Given an override suggestion created for an event surcharge, When the manager clicks ‘Approve’, Then the system applies the override, recalculates tip allocations instantly, and triggers real-time payout adjustment notifications to staff.
Rejecting Override Suggestion
Given a manager decides an override suggestion is inappropriate, When they click ‘Reject’ and submit an optional comment, Then the suggestion is marked as rejected, no changes are applied to tip allocations, and staff receive a notification of rejection.
Audit Logging and Reporting
"As a restaurant owner, I want detailed audit logs of override actions so that I can review past decisions and resolve any disputes."
Description

Captures all override suggestion events, manager actions (approvals/rejections), comments, and timestamps in a comprehensive audit trail. Provides filtering and reporting tools by date, manager, override type, and reason, ensuring compliance, transparency, and efficient dispute resolution.

Acceptance Criteria
Audit Trail Recording
Given an override suggestion is made by the AI-backed assistant, When a manager approves or rejects the suggestion, Then an audit log entry is automatically created capturing the suggestion details (including context and reason), manager action (approval or rejection), any manager comments, and the exact timestamp.
Audit Log Filtering
Given the manager is on the audit report page, When they apply filters by date range, manager name, override type, or reason code, Then only the log entries matching all filter criteria are displayed within 2 seconds.
Exporting Audit Reports
Given a manager selects the export option for the current audit report view, When the export is confirmed, Then the system generates and provides a downloadable CSV file within 5 seconds containing all visible log entries with fields for timestamp, manager, override type, reason, and comments.
Dispute Resolution Review
Given a staff member raises a dispute regarding tip distribution, When a manager reviews the audit report, Then the report must present detailed entries (timestamp, manager identity, override type, reason, and comments) in chronological order to enable full traceability of decisions.
Immutable Audit Entries
Given an audit log entry exists, When any user attempts to modify or delete it, Then the system must reject the attempt and write a separate log entry recording the unauthorized modification attempt with user details and timestamp.

StreakTracker

Monitor your performance streaks in real time with an intuitive dashboard. Staff see their consecutive tipped shifts, get instant progress updates, and receive motivating alerts to keep their streak alive. This visual tracking boosts engagement and encourages consistency.

Requirements

Live Streak Counter
"As a server, I want to see my current tipped-shift streak in real time so that I can stay aware of my performance progress and maintain my motivation."
Description

Implement a real-time counter that tracks individual staff members' consecutive tipped shifts and updates instantly on their dashboard. This feature must integrate with existing tip-tracking data sources to continuously calculate streak length, visually display it with clear indicators, and refresh in real-time without manual refresh. The live streak counter enhances user engagement by providing immediate feedback on performance.

Acceptance Criteria
Real-Time Streak Display on Dashboard
Given a staff member has an active streak of N tipped shifts, when they receive a new tip, then the streak counter updates to N+1 within two seconds without a page reload.
Streak Calculation at Dashboard Load
Given the staff member opens the dashboard, when existing tip data is loaded, then the streak counter correctly displays the current consecutive tipped shifts based on all previous shifts.
Integration with Tip-Tracking Data Source
Given tip records exist in the system, when the streak service queries the tip-tracking API, then it retrieves accurate shift tip data and calculates the correct streak length in real time.
Visual Indicator for Streak Milestones
Given a staff member reaches a predefined milestone (e.g., 5, 10, 20 shifts), when the streak counter updates, then a corresponding badge or animation is displayed next to the streak number.
Automatic Reset After Non-Tipped Shift
Given a staff member completes a shift without tips, when the tip data is processed at shift end, then the streak counter resets to zero and triggers a reset animation within two seconds.
Motivational Alerts
"As a barista, I want to receive motivational alerts when I'm close to breaking my streak milestone so that I feel encouraged to give my best service."
Description

Develop a notification system that sends motivational alerts to staff members when they approach, maintain, or miss their tipped shift streak milestones. Alerts should be configurable for channels like in-app notifications, email, or SMS, include dynamic content such as current streak count and next target, and integrate seamlessly with the dashboard. This boosts user motivation and encourages consistent performance.

Acceptance Criteria
Approaching Milestone Alert
Given a staff member has completed N-1 consecutive tipped shifts towards a milestone of N, When the system records the (N-1)th tipped shift, Then it sends a motivational alert via the staff member’s configured channel(s) within 30 seconds, including the current streak count and next target milestone.
Milestone Achieved Alert
Given a staff member completes the Nth consecutive tipped shift, When the system detects the milestone achievement in real time, Then it immediately sends a congratulatory alert via all configured channels with dynamic content showing the new streak count, milestone reached, and the next target.
Streak Broken Alert
Given a staff member has a streak of M tipped shifts and fails to tip the next shift, When the system detects the non-tipped shift, Then it sends a motivational alert within 30 seconds via the chosen channels, notifying them of the broken streak, previous streak length, and encouragement to restart.
Channel Configuration and Delivery
Given the manager sets alert delivery preferences (in-app, email, SMS) in the notification settings, When any motivational alert is triggered, Then the system delivers the alert through each selected channel within 30 seconds and logs a delivery confirmation for each channel.
Dynamic Content Accuracy
Given an alert is generated for any milestone event, When the alert content is prepared, Then it includes accurate dynamic fields (user name, current streak count, next milestone target, timestamp) with no placeholder text.
Custom Streak Goals
"As a staff member, I want to set a custom streak goal for consecutive tipped shifts so that I can challenge myself and track my achievement."
Description

Allow staff members and managers to define custom streak goals, such as a target number of consecutive tipped shifts over a period. Users can set start and end dates, notification preferences, and goal names. The system tracks progress against each goal, updates status on the dashboard, and triggers reminders. Custom streak goals empower users to personalize their performance targets and celebrate milestones.

Acceptance Criteria
Staff Defines a New Custom Streak Goal
Given the user is on the "Create Custom Streak Goal" form When they enter a valid goal name, start date, end date, and notification preferences and submit Then the new custom streak goal is saved and displayed on their dashboard
Progress Tracking Updates on Dashboard
Given an active custom streak goal exists When the user completes a tipped shift Then the system increments the streak count and updates the goal’s progress bar on the dashboard in real time
Notification Reminders Triggered
Given the user has configured reminder preferences for their custom streak goal When the user is one shift away from breaking the streak or one shift away from reaching the goal Then the system sends a notification via the selected channel immediately
Invalid Date Range Validation
Given the user is creating or editing a custom streak goal When they enter an end date that precedes the start date and try to submit Then the system displays a clear error message and prevents saving the goal
Goal Completion Celebration
Given a custom streak goal’s required number of consecutive tipped shifts is reached within the defined period When the goal is marked as complete Then the system displays a celebratory message on the dashboard and logs the completion date
Streak History Log
"As a manager, I want to view the historical log of each team member's streaks so that I can analyze performance trends and provide informed feedback."
Description

Create a historical log that records all past streak data for each user, including start and end dates, streak lengths, and status outcomes. The log should be accessible via the user dashboard, filterable by date range, exportable in CSV or PDF, and comply with data retention policies. The streak history log provides transparency, supports performance reviews, and enables trend analysis.

Acceptance Criteria
Access Streak History Log via Dashboard
Given a logged-in user on the StreakTracker dashboard, When the user clicks the "Streak History" tab, Then the system displays a list of all past streak entries for that user including start date, end date, streak length, and outcome status.
Filter Streak Entries by Date Range
Given the Streak History Log is displayed, When the user selects a custom start and end date and clicks "Apply Filter", Then only streak entries with start dates and end dates within the selected range are shown.
Export Streak History as CSV
Given the filtered or unfiltered Streak History Log is visible, When the user clicks the "Export CSV" button, Then the system generates and downloads a CSV file containing all visible streak entries with correct headers and data.
Export Streak History as PDF
Given the filtered or unfiltered Streak History Log is visible, When the user clicks the "Export PDF" button, Then the system generates and downloads a PDF document with a formatted table of all visible streak entries.
Data Retention Compliance for History Log
Given the system stores streak history data, When a user's streak entries exceed the retention period of 24 months, Then the system automatically archives or deletes entries according to the data retention policy and does not display them in the log.
Team Streak Leaderboard
"As a café team, I want a leaderboard showing top streak performers so that we can celebrate achievements and encourage friendly competition."
Description

Build a team leaderboard displaying top staff members ranked by their longest or current streaks, with filters for timeframe, role, or location. The leaderboard should update in real-time, integrate with the live counter, allow managers to highlight achievements, and be viewable on shared display screens or team dashboards. The team streak leaderboard fosters healthy competition and recognition.

Acceptance Criteria
Viewing Real-Time Leaderboard
Given a manager or staff member is on the Team Streak Leaderboard page, when the page loads, then the top 10 staff are displayed sorted by current streak length in descending order within 2 seconds.
Filtering Leaderboard by Timeframe
Given a user selects a timeframe filter (e.g., weekly, monthly), when the filter is applied, then the leaderboard refreshes within 1 second to show staff ranked by streaks within the chosen timeframe.
Filtering Leaderboard by Role or Location
Given a user selects one or more roles or locations from filter controls, when the selections are confirmed, then only staff matching those roles or locations appear on the leaderboard with correct streak values.
Highlighting a Staff Achievement
Given a manager clicks on a staff member’s entry on the leaderboard, when selecting the “Highlight” action, then the entry is visually emphasized (e.g., border or background color) and persists for 5 minutes or until manually cleared.
Displaying Leaderboard on Shared Screens
Given the leaderboard is displayed on a shared screen or team dashboard in full-screen mode, when new streak data arrives, then the leaderboard updates automatically without page reload and flashes updated entries for 3 seconds.

BadgeVault

Collect unique digital badges for hitting streak milestones, like ‘5-Day Tipper’ or ‘Silver Streak’. Badges are stored in a personal vault, showcaseable on profile pages, and shareable with colleagues to foster pride, recognition, and healthy competition.

Requirements

Badge Milestone Detection
"As a staff member, I want the system to automatically recognize when I hit a tipping streak so that I can earn badges without manual tracking."
Description

Implement a backend engine that tracks user tipping activity in real time, identifies streak milestones (e.g., 5-day, 10-day tipper), and triggers badge awards upon achievement. This component must integrate with TipHive’s existing tip-tracking service, ensure accurate detection across different time zones, and support configurable milestone definitions. Expected outcomes include automated, error-free badge issuance and seamless data flow into user profiles.

Acceptance Criteria
Daily Tipping Streak Recognition
Given a user tips at least once every day in their local time zone for five consecutive days When the fifth tip is recorded Then the system awards the "5-Day Tipper" badge to the user and records the award in the badge history log
Time Zone Crossing Streak Continuity
Given a user who tips before and after midnight in two different time zones on consecutive calendar days When the engine evaluates streak continuity Then the user’s tipping streak remains uninterrupted and the badge milestone is detected correctly
Configurable Milestone Definition Update
Given an administrator adds a new milestone definition (e.g., 15-day tipper) to the configuration When the configuration is deployed Then the engine recognizes and processes the new milestone without code changes and awards the badge upon achievement
Real-Time Badge Issuance Logging
Given a user achieves any defined streak milestone When the badge is issued Then the system logs the issuance event with timestamp and user ID in the audit trail within two seconds
User Profile Badge Display
Given a user has been awarded one or more badges When the user views their profile page Then all earned badges appear in the personal vault section sorted by award date
Badge Vault Storage
"As a user, I want my earned badges to be saved securely in my personal vault so that I can view and manage them anytime."
Description

Design and implement a secure data model and storage layer for persisting earned badges in individual user vaults. This requirement covers database schema updates, API endpoints for storing and retrieving badge records, and access controls to ensure privacy. The vault must support efficient queries for both current and historical badge data, facilitating fast load times on profile and dashboard views.

Acceptance Criteria
Persisting an Earned Badge in User Vault
Given a user earns a ‘5-Day Tipper’ streak badge
When the badge is awarded
Then the badge record is stored in the database with userID, badgeID, timestamp, and status ‘active’
Retrieving Current Badges for Profile View
Given a user loads their profile page
When the profile API is called
Then the API returns all active badges for that user sorted by earned date within 200ms
Access Control for Private Badge Data
Given a request for another user’s badge vault without proper authorization
When the API endpoint is accessed
Then the system responds with HTTP 403 Forbidden
Querying Historical Badge Records
Given a user views their badge history on the dashboard
When the history API is called with pagination parameters
Then the API returns paginated badge records including earned and revoked badges with total count
Handling Badge Storage Failures Gracefully
Given a database write failure occurs when saving a badge
When the badge store API is called
Then the system returns HTTP 500 with a descriptive error message and retries the write up to 2 times
Vault UI Integration
"As a user, I want to see my badges organized in a visually appealing vault on my profile so that I can proudly showcase my achievements."
Description

Create front-end components for displaying the personal badge vault on user profile pages. This includes a responsive grid or list view of badge icons, tooltips with badge details (name, date earned, criteria), and pagination or filtering for large collections. Integrate these components within the existing TipHive UI framework, ensuring consistency in styling, accessibility compliance, and mobile usability.

Acceptance Criteria
Viewing Badge Vault on Desktop
Given the user is on their profile page using a desktop viewport with ten or more badges saved, when the badge vault section loads, then badges must render in a responsive 4-column grid, respecting TipHive’s style guide for spacing and typography.
Viewing Badge Vault on Mobile
Given the user accesses their profile on a mobile device with a screen width under 480px, when the badge vault section is displayed, then badges must appear in a single-column list with touch-friendly spacing and no horizontal scrolling.
Displaying Badge Details Tooltip
Given the user hovers over or taps a badge icon, when the tooltip activation area is engaged, then a tooltip must appear adjacent to the badge showing the badge name, date earned, and achievement criteria, and must disappear when the mouse pointer leaves or the user taps elsewhere.
Pagination for Large Badge Collections
Given the user has more than 20 badges in their vault, when the badge vault section loads, then badges must be paginated with a maximum of 20 badges per page and navigation controls labeled “Previous” and “Next” must appear below the grid or list.
Filtering Badges by Type
Given the user clicks the filter dropdown in the badge vault section, when they select a badge type (e.g., “Streak”, “Milestone”), then only badges matching the selected type must display and the active filter label must appear above the badge list.
Badge Sharing Mechanism
"As a staff member, I want to share my new badge with my teammates so that we can celebrate achievements together."
Description

Develop functionality that allows users to share badges with colleagues through in-app messaging or by generating shareable links. The feature must include options for tagging teammates, adding custom messages, and privacy settings to control who can view shared badges. Backend endpoints, notification triggers, and UI elements for sharing workflows are required for a seamless user experience.

Acceptance Criteria
In-App Badge Sharing via Messaging
Given a user selects a badge and chooses the "Share via Message" option When the user selects one or more teammates and clicks "Share" Then a message containing the badge and a link is created in the selected teammates’ in-app inbox And each teammate receives the in-app notification within 10 seconds And the share action is logged in the user’s activity history
Badge Sharing via Shareable Link
Given a user clicks the "Generate Shareable Link" button for a badge When the link is generated Then a unique URL with a secure token valid for 7 days is created And the generated link is copied to the clipboard automatically And accessing the link displays the badge details in view-only mode without requiring login
Custom Message and Teammate Tagging
Given a user opens the badge share interface When the user types a custom message and uses "@" to tag teammates Then tagged teammates appear as selectable chips matching existing user names And invalid or non-existent teammate tags trigger an inline validation error And the custom message and valid tags are included in the share payload
Privacy Settings Control
Given a user accesses the badge sharing privacy settings When the user selects specific individuals, teams, or makes the share public Then only the chosen audience can view the shared badge in their badge vault And unauthorized viewers see a "You do not have permission to view this badge" message
Notification Trigger on Badge Share
Given a badge share action completes successfully When the share is processed Then each recipient receives an in-app notification and an email notification within 1 minute And the notification includes the badge name, sharer name, and an excerpt of the custom message And email notification failures are retried up to 2 times and logged upon final failure
Notification System for Badges
"As a user, I want to receive a notification when I earn a badge so that I feel recognized immediately."
Description

Integrate the badge system with TipHive’s notification service to send real-time alerts when a badge is earned. Notifications should be configurable per user (email, in-app, or SMS), include badge visuals and congratulatory messaging, and link directly to the vault view. Implement user preferences for notification frequency and channels to enhance engagement without causing notification fatigue.

Acceptance Criteria
Email Notification on Badge Earned
Given a user has email notifications enabled When the user earns a badge Then the system sends an email within 1 minute containing the badge image, title, congratulatory message, and a direct link to the user's badge vault
In-App Notification Display
Given a user is actively using the TipHive app When the user earns a badge Then the system displays an in-app notification in the notification center within 10 seconds showing the badge image, name, congratulatory text, and a tappable link to the vault
SMS Notification on Badge Earned
Given a user has SMS notifications enabled and a validated phone number When the user earns a badge Then the system sends an SMS within 1 minute containing the badge name, a brief congratulatory message, and a shortened URL linking to the user's vault
User Channel Preference Management
Given a user accesses notification settings When the user selects or deselects channels (email, in-app, SMS) for badge alerts Then the system saves the preferences and applies them to all subsequent badge notifications
Daily Digest for Multiple Badges
Given a user opts into a daily digest for badge notifications When the user earns more than one badge within a 24-hour period Then the system sends a single summary notification at the user-specified time listing all badges earned, formatted per channel preferences
Admin Badge Management Dashboard
"As a manager, I want to configure and monitor badge programs so that I can promote engagement and ensure fairness."
Description

Build an administrative interface for managers to configure badge milestones, review badge analytics, and manage special or manual badge assignments. The dashboard should expose CRUD operations for badge definitions, display metrics on badge distribution and user engagement, and include role-based access controls. This tool will enable continuous refinement of the badge program and oversight of badge allocations.

Acceptance Criteria
Create Badge Milestone
Given I am an admin with role-based permissions When I navigate to the 'Add Badge' form and input badge name, description, icon, and milestone value And I click 'Save' Then the new badge appears in the badge list with correct details and a success notification is displayed
Edit Badge Milestone
Given an existing badge in the dashboard When I select 'Edit' and update the badge fields And I click 'Save' Then the badge list reflects the updated details and a success message is displayed
Delete Badge Milestone
Given an existing badge in the dashboard When I click 'Delete' and confirm the action Then the badge is removed from the list and a confirmation message is displayed
View Badge Analytics
Given I am on the analytics section of the dashboard When I select a badge from the list Then I see metrics including total assigned, redemption rate, and engagement trends over the selected time range
Manual Badge Assignment
Given I am an admin in the manual assignment section When I select a user, choose a badge, and submit the assignment Then the user’s badge vault reflects the new badge immediately and the event is logged with timestamp and admin ID

Milestone Boosters

Unlock micro-bonuses or tip multipliers when you reach predefined streak milestones. Each tier—Bronze, Silver, Gold, and Platinum—offers escalating rewards, turning consistent performance into tangible financial incentives and rewarding dedication.

Requirements

Streak Milestone Tracking
"As a server, I want the system to automatically track my consecutive days of meeting tipping goals so that I know when I qualify for the next bonus tier."
Description

Develop a system within TipHive to monitor and record continuous tipping streaks for each staff member. This component will track daily tip consistency, recognize when predefined Bronze, Silver, Gold, and Platinum streak thresholds are met, and interface with the rewards engine to trigger bonus calculations. By ensuring accurate real-time tracking of milestone progress, the feature empowers staff with clear feedback on their performance, reduces manual oversight, and forms the foundation for timely micro-bonus distribution.

Acceptance Criteria
Daily Tip Logging Check
Given a staff member submits at least one tip entry for the current day When end-of-day processing runs Then the system logs the day as ‘tipped’ and increments the member’s ongoing streak count by 1
Bronze Tier Recognition
Given a staff member’s streak count reaches 3 consecutive tipped days When the threshold is met Then the system flags the milestone as Bronze and sends a notification to the rewards engine to apply the Bronze micro-bonus
Silver Tier Recognition
Given a staff member’s streak count reaches 7 consecutive tipped days When the threshold is met Then the system flags the milestone as Silver and sends a notification to the rewards engine to apply the Silver micro-bonus
Gold Tier Recognition
Given a staff member’s streak count reaches 14 consecutive tipped days When the threshold is met Then the system flags the milestone as Gold and sends a notification to the rewards engine to apply the Gold micro-bonus
Platinum Tier Recognition
Given a staff member’s streak count reaches 30 consecutive tipped days When the threshold is met Then the system flags the milestone as Platinum and sends a notification to the rewards engine to apply the Platinum micro-bonus
Streak Reset on Missed Day
Given a staff member does not submit any tip entries for a calendar day When end-of-day processing runs Then the system resets the member’s streak count to zero and logs the reset event
Reward Tier Configuration
"As a manager, I want to configure milestone tiers and bonuses so that I can customize incentives based on team performance and budget constraints."
Description

Implement a configuration interface for managers to define and adjust milestone tiers (Bronze, Silver, Gold, Platinum), set streak thresholds, and assign corresponding tip multipliers or micro-bonus values. This interface will validate input ranges, support dynamic updates without downtime, and persist settings to ensure flexible reward customization. By offering granular control over tier parameters, managers can tailor incentives to their team's goals and operational budgets, enhancing motivation and adaptability.

Acceptance Criteria
Configuring Bronze Tier Streak Threshold
Given the manager navigates to Reward Tier Configuration When they enter a Bronze tier streak threshold between 1 and 30 days Then the system saves the threshold successfully and displays it in the configuration list
Assigning Tip Multiplier to Silver Tier
Given the manager selects the Silver tier When they specify a tip multiplier value between 1.1 and 2.0 Then the system accepts the value, persists it, and displays the updated multiplier in the Silver tier settings
Updating Existing Gold Tier Without Downtime
When the manager updates the streak threshold or micro-bonus value for the Gold tier Then the changes are applied immediately in production without requiring downtime and are visible to staff in real time
Validating Platinum Tier Input Ranges
Given the manager enters a streak threshold below 0 or a multiplier below 1.0 for the Platinum tier When they attempt to save Then the system displays a validation error message and prevents the configuration from being saved
Persisting Reward Configuration Across Sessions
Given the manager logs out and then logs back in When they navigate to Reward Tier Configuration Then all previously saved tier parameters (thresholds and multipliers) are loaded accurately from the database
Real-Time Streak Dashboard
"As a staff member, I want to see my live streak progress and upcoming bonus milestones so that I can stay motivated and informed about my performance."
Description

Create a dashboard component within the TipHive app that displays each team member’s current streak status, progress toward the next tier, and earned micro-bonuses in real time. The dashboard updates instantaneously as tips are logged, highlighting upcoming milestones and visually differentiating tiers with color coding. By providing transparent, immediate feedback, the dashboard boosts engagement, encourages healthy competition, and reduces support queries about bonus eligibility.

Acceptance Criteria
Viewing Live Streak Status
Given a tip is logged for any team member, when the dashboard is open, then the member’s streak status, progress bar, and tier badge update within 2 seconds without requiring a page refresh.
Highlighting Upcoming Milestone
Given a team member’s progress to the next tier reaches 90% or more, when the dashboard refreshes, then the member’s progress bar and name tooltip are visually highlighted to indicate an imminent milestone.
Displaying Earned Micro-bonuses
Given a streak milestone is achieved, when the milestone event is processed, then the earned micro-bonus amount appears next to the team member’s name and is recorded in the member’s bonus history log.
Color Coding Tier Levels
Given tier definitions (Bronze, Silver, Gold, Platinum), when the dashboard loads or updates, then each member’s tier badge and progress bar use the correct color codes as per UI style guidelines.
Real-time Data Accuracy under High Load
Given up to 100 tip submissions per second, when the system processes concurrent updates, then the dashboard maintains data accuracy with update latency under 2 seconds and no data loss or mismatches.
Automated Bonus Application
"As a staff member, I want the bonus associated with my milestone streak to be automatically added to my tip payout so that I don’t have to wait or manually claim it."
Description

Develop logic to automatically apply milestone-based tip multipliers or micro-bonuses to employees’ tip pools once a streak milestone is reached. This includes calculating additional earnings, updating payout records, and ensuring accuracy in aggregate tip totals. The system will reconcile with existing payout workflows, trigger notifications, and log audit trails for transparency. Automating bonus application removes manual payout adjustments, minimizes errors, and ensures staff receive timely rewards.

Acceptance Criteria
Milestone Reached Bonus Calculation
Given an employee reaches a predefined streak milestone When the daily bonus job executes Then the system applies the correct tip multiplier or micro-bonus to the employee’s tip pool and calculates the additional earnings automatically
Payout Record Update
Given an employee’s tip pool with applied bonuses When generating the payout record for the current pay period Then the payout record itemizes base tips and bonus earnings separately and ensures the total payout equals the sum of both
Notification Dispatch
Given a bonus has been applied to an employee’s tip pool When the bonus calculation completes Then the system sends a real-time notification to the employee’s mobile app detailing the milestone reached and bonus amount within 5 minutes
Aggregate Tip Total Reconciliation
Given multiple bonus applications across different streak tiers When computing the aggregate tip totals for a pay period Then the system reconciles base tips and all tier bonuses so that the displayed total matches the sum of all individual entries
Audit Trail Logging
Given any automated bonus application event When the system applies a bonus Then an immutable audit log entry is created containing employee ID, milestone tier, bonus amount, timestamp, and processing context
Milestone Notifications
"As a staff member, I want to receive notifications when I reach or am close to a milestone so that I know when I earn extra rewards and stay motivated."
Description

Implement a notification system that alerts staff and managers when streak milestones are achieved or are near completion. Notifications will be sent via in-app messages, push notifications, and optional email summaries, incorporating milestone details and next steps. By proactively informing users of their status, the system maintains high engagement, celebrates achievements, and encourages continued performance. Notification settings will be configurable to respect user preferences.

Acceptance Criteria
Streak Milestone Achievement Notification
Given a user completes a streak milestone When the milestone is recorded Then the system sends an in-app notification within 1 minute, a push notification within 2 minutes, and an email summary if enabled
Approaching Milestone Reminder
Given a user is 1 day away from the next streak milestone When the end-of-day data sync occurs Then the system sends an in-app and push reminder notification highlighting current streak count and days remaining
Notification Preference Respect
Given a user has disabled one or more notification channels in settings When a milestone event is triggered Then the system must suppress notifications via disabled channels and continue sending through enabled channels
Manager Weekly Summary Email
Given a manager has enabled weekly summaries When the scheduled weekly summary job runs Then the system emails the manager a report listing team members’ achieved milestones with dates, tiers, and reward details
Notification Content Accuracy
Given a milestone notification is generated When the notification is dispatched Then its content must include the milestone name, tier level, reward details, and suggested next steps

Team Challenge Arena

Launch collaborative streak challenges where teams compete to maintain the longest active streak. Managers can create custom challenges, set rewards, and track team progress on a shared leaderboard, cultivating teamwork and collective motivation.

Requirements

Challenge Creation Interface
"As a manager, I want to create a new collaborative streak challenge with custom parameters so that I can motivate my team and drive consistent performance."
Description

This requirement involves building an intuitive interface for managers to create new team challenges. The interface should allow managers to define challenge parameters such as name, duration, participating teams and criteria for success. It integrates with the existing manager dashboard, ensuring seamless navigation and consistency with the product’s design. By streamlining challenge creation into a guided workflow with form validation and contextual help, this feature reduces setup time, minimizes errors, and empowers managers to engage their teams swiftly.

Acceptance Criteria
Challenge Creation Workflow Completes Successfully
Given a manager has filled in all required fields with valid inputs on the challenge creation form When the manager clicks the "Create Challenge" button Then a new challenge is saved And the manager is redirected to the challenge list where the new challenge appears with the correct name, duration, teams, and success criteria
Form Validation Errors Displayed
Given a manager attempts to submit the form with one or more invalid or empty required fields When the manager clicks the "Create Challenge" button Then inline validation messages appear next to each invalid field And the form submission is blocked until all errors are resolved
Dashboard Navigation to Challenge Creation Page
Given a manager is on the main dashboard When the manager clicks the "New Challenge" button Then the challenge creation interface loads within 2 seconds And the first form field is automatically focused
Contextual Help Tooltip Accessible
Given a manager hovers over or focuses on a help icon next to any form field When the tooltip appears Then it displays concise, context-specific guidance for that field And it closes when the manager moves the cursor away or clicks the help icon again
Challenge Data Persisted Correctly
Given the manager submits a valid challenge creation request When the server responds Then the response code is HTTP 201 Created And the database record for the new challenge matches all submitted parameters
Real-Time Summary Preview Updates
Given a manager modifies any field in the creation form When the input value changes Then the summary preview pane updates instantly to reflect the latest name, duration, selected teams, and criteria for success
Real-time Leaderboard Display
"As a team member, I want to see the leaderboard update in real time so that I can track my team’s progress and stay motivated."
Description

This requirement provides a responsive, real-time leaderboard that showcases team progress and active streaks. The leaderboard must fetch updates live as tips are recorded, refreshing positions and streak counts instantly. It should be visually clear, highlighting top performers and enabling teams to see their ranking relative to peers. This feature integrates with the tip tracking system to pull data in real time and enhances transparency, sparking friendly competition and increasing staff engagement.

Acceptance Criteria
Live Data Streaming on Leaderboard View
Given the leaderboard page is open, when a new tip is recorded by any team member, then the leaderboard must update the team’s position and streak count within 2 seconds without a full page reload.
Real-time Position Update on Tip Entry
Given a team member submits a tip, when the tip is processed by the backend, then the affected team’s rank on the leaderboard should shift immediately to reflect the new total tip count.
Streak Count Accuracy Under High Load
Given simultaneous tip entries from multiple users, when 100 tips are recorded in under one minute, then the leaderboard’s streak counters must accurately reflect each team’s active streak without data loss or duplication.
Visual Highlight for Top Performers
Given the leaderboard displays all teams, when the top three teams are determined, then those teams’ rows must be visually highlighted with distinct colors and icons reserved for first, second, and third place.
Data Consistency Across Multiple Devices
Given a user views the leaderboard on desktop and mobile concurrently, when a tip is recorded, then both views must reflect identical updated rankings and streak counts within 2 seconds of the tip being logged.
Streak Tracking Mechanism
"As a manager, I want the system to automatically track and update my team’s active streak so that I can trust the accuracy of challenge results without manual oversight."
Description

This requirement implements the logic to accurately monitor and record daily streaks for each team. It should detect when a team meets the challenge criteria for a day, increment the streak count, reset streaks upon failure, and handle edge cases like system downtime or manual adjustments. The mechanism must store streak history and integrate with reporting modules to support analytics. Reliable tracking ensures fairness and trust, preventing discrepancies and disputes.

Acceptance Criteria
Daily Streak Increment
Given a team completes at least one valid transaction in a calendar day, when the system’s scheduled end-of-day process runs, then the team’s current streak count is incremented by exactly one.
Streak Reset on Missed Day
Given a team records no valid transactions for a calendar day, when the next daily streak evaluation is executed, then the team’s streak count resets to zero and the previous streak is archived.
System Downtime Handling
Given the system experiences downtime within a challenge period, when services are restored and the back-fill process runs, then transactions that occurred during downtime are correctly applied to their original dates and streak counts update without creating false breaks or extra increments.
Manual Adjustment Auditing
Given an administrator adjusts a team’s streak count manually, when the adjustment is saved, then the system logs the adjustment event with timestamp, admin user ID, original value, adjusted value, and reason, and reflects the new value in all displays.
Streak History Integration with Reporting
Given a user requests a report for team streak performance over a date range, when the reporting module retrieves data, then the report lists each day’s streak status and any resets or increments exactly as recorded in the streak history, with no missing or duplicate entries.
Customizable Reward Configuration
"As a manager, I want to configure specific rewards for different streak milestones so that I can incentivize my team effectively."
Description

This requirement enables managers to define and assign rewards for challenge achievements. It should allow setting different reward types (cash bonuses, badges, vouchers), tiered reward levels based on streak lengths, and conditions for reward distribution. The configuration interface must integrate with the payout system, ensuring that earned rewards are automatically queued for payout when criteria are met. Customizable rewards drive motivation and give managers flexibility in recognizing team performance.

Acceptance Criteria
Configure Reward Types
Given the manager is on the Reward Configuration page, when they select a reward type dropdown, then they can choose from cash bonus, badge, or voucher and see a corresponding input form for each type
Set Tiered Reward Levels
Given the manager is defining streak-based rewards, when they add a new tier, then they can specify minimum streak length and assign distinct reward details for each tier and save without error
Define Reward Distribution Conditions
Given the manager configures distribution rules, when they set conditions (e.g., team size ≥5 or streak ≥10 days), then the system validates the rules and prevents saving invalid or conflicting conditions
Automatic Payout Queueing
Given a team meets a configured reward condition at midnight, when the payout schedule runs, then the earned cash bonus and vouchers are automatically queued in the Payout system and visible in the Payout queue
Validate Reward Assignment Notification
Given a streak challenge ends with reward eligibility, when the system assigns the reward, then a notification is sent to the manager and team members and the reward appears in the Challenge Activity log
Notification and Alert System
"As a team member, I want to receive notifications when my team’s streak is about to expire so that I can take action to maintain our standing."
Description

This requirement implements an alert system that notifies teams and managers about challenge milestones, streak achievements, and impending streak expirations. Notifications should be available via in-app messages, email, and optional SMS, with customizable notification schedules. The system must integrate with the user preferences module, allowing teams to opt in or out. Timely alerts maintain engagement and help teams act promptly to sustain their streaks.

Acceptance Criteria
Manager Configures Notification Schedule
Given a manager accesses the notification settings, when they set custom notification times for challenge milestones, email and SMS messages are scheduled and sent only at those times.
Team Member Receives In-App Milestone Alert
Given a team member is participating in a challenge, when they achieve a predefined streak milestone, then the system generates and delivers an in-app notification within 1 minute of the milestone being recorded.
Manager Receives Impending Expiration Email Notification
Given a challenge streak is within 24 hours of expiration, when the manager has email notifications enabled, then the system sends an email alert to the manager’s registered email address.
User Opts Out of SMS Notifications
Given a user navigates to their notification preferences, when they disable SMS alerts, then no SMS messages are sent to their phone number for any challenge notifications.
System Sends Scheduled SMS Notification
Given a user has SMS notifications enabled and a scheduled notification time arrives, then the system sends the SMS notification within 2 minutes of the scheduled time.

Live Leaderboard

Display a real-time ranking of individual and team streaks on in-app and wallboard leaderboards. Highlight top performers, track historical records, and generate friendly rivalry that drives motivation and keeps staff engaged.

Requirements

Real-time Tip Data Streaming
"As a staff member, I want to see my live ranking update in real time so that I can track my performance immediately and stay motivated."
Description

Implement a scalable data pipeline that pushes tip updates from the backend to all connected clients with sub-second latency. The system must consume tip-pooling events, aggregate individual and team streak statistics, and broadcast changes via WebSocket or similar protocol. Error handling, data integrity checks, and reconnection logic ensure continuous operation. This capability allows staff and wallboard displays to reflect live performance as tips are registered.

Acceptance Criteria
WebSocket Connection Establishment
Given a client provides valid authentication tokens and initiates a WebSocket handshake, when the server verifies the tokens, then the connection is established and a confirmation message is sent within 500ms.
Real-time Tip Update Delivery
Given a new tip-pooling event occurs, when the backend aggregates individual and team streak statistics, then all connected clients receive a 'tip_update' message with the updated data within 1 second.
Data Integrity Verification
Given tip update messages are broadcast, when a client receives a 'tip_update', then the message must include an event ID, timestamp, and checksum that match backend records, and the client must validate the checksum.
Automatic Reconnection and Event Replay
Given a client connection drops, when the client reconnects with the last received event ID within 30 seconds, then the server must send all missed events in order before resuming live updates.
System Performance Under Peak Load
Given peak traffic of 1000 tip events per second and 1000 concurrent clients, when broadcasting updates, then at least 95% of clients should receive each update within 1 second, with no client experiencing more than two consecutive missed updates.
Leaderboard Display Component
"As a manager, I want an in-app and wallboard leaderboard display so that the team can view rankings on different screens and maintain engagement."
Description

Design and develop a responsive UI component for both in-app and wallboard contexts that renders individual and team streak leaderboards. The display must support dynamic layouts, dark/light themes, configurable refresh rates, and highlight top performers with badges or color codes. Accessibility standards, mobile and large-screen resolutions, and performance optimizations ensure smooth, engaging visualizations.

Acceptance Criteria
Mobile View Responsiveness
Given a mobile device screen width of 480px or less When the leaderboard component loads Then the layout rearranges into a single column ensuring all text, badges, and controls are visible without horizontal scrolling
Theme Adaptation
Given the user selects the dark theme When the leaderboard renders Then the background, text, badges, and borders switch to the dark theme palette with contrast ratios of at least 4.5:1
Dynamic Data Refresh
Given the leaderboard is active When new tip data arrives Then the component updates rankings at the configured refresh rate without a full page reload and completes the update animation within 2 seconds
Top Performer Highlight
Given updated rankings When the top three positions change Then the component applies gold, silver, and bronze badges respectively and animates the badge appearance
Accessibility Standards Compliance
Given the component is in use When navigated via keyboard and screen reader Then all interactive elements are focusable with visible outlines, ARIA labels describe each item, and the screen reader announces the rank and name order
Wallboard Large-Screen Rendering
Given a wallboard display width of 1920px or greater When the component renders in wallboard mode Then the layout scales fonts and columns appropriately to fit within the viewport without overflow or cropping
Historical Streak Tracking
"As a team member, I want to view historical streak records so that I can measure my performance over time and aim to beat past achievements."
Description

Build a persistence layer to record daily, weekly, and monthly highest streaks for individuals and teams. Implement APIs to query and aggregate historical data, enabling users to view past performance, compare trends, and set goals. Include date-based filtering and export options for reporting. Accurate record-keeping of streak history fosters long-term motivation and goal-setting.

Acceptance Criteria
Daily Streak Retrieval
Given a valid user or team ID and a specific date when the API endpoint /streaks/daily is called, then the system returns HTTP 200 with a JSON object containing date, user/team ID, and highest streak count for that day; and no extraneous records are included.
Weekly Streak Aggregation
Given a valid week start and end date when the API endpoint /streaks/weekly is called, then the system returns HTTP 200 with a JSON array of seven entries (one per day) showing user/team ID, date, and daily highest streak; and the array is sorted descending by streak count.
Monthly Streak Export
Given a selected month and export format (CSV or JSON) when the user requests an export, then the system generates and provides a downloadable file containing all daily, weekly, and monthly highest streak records for that month with correct headers and date filtering; and the download link is valid for at least 24 hours.
Trend Comparison API
Given two date ranges and a user or team ID when the API endpoint /streaks/compare is called, then the system returns HTTP 200 with a JSON object containing two time-series arrays of {date, highest streak} sorted ascending by date for each range; and each array has matching data points or null for missing dates.
Date Range Streak Query
Given a start date, end date, and pagination parameters when the API endpoint /streaks/range is called, then the system returns HTTP 200 with a paginated JSON list of streak records within the inclusive date range, includes a totalRecords header, and responds in under 1 second.
Friendly Rivalry Notifications
"As a user, I want to receive notifications when I approach or lose a top streak so that I stay motivated and encouraged to improve."
Description

Integrate a notification service to send real-time alerts to staff when they are close to surpassing or being overtaken on the leaderboard. Support in-app push notifications, email digests, and optional SMS alerts. Configure thresholds, frequency caps, and unsubscribe settings. These notifications drive friendly competition and keep staff engaged in maintaining high service standards.

Acceptance Criteria
In-App Push Notification for Approaching Leader
Given a staff member is within two ranks of the person immediately above them When their rank changes to be within the threshold Then an in-app push notification is sent to the staff member within 10 seconds containing their new rank, the competitor’s name, and a motivational message
Email Digest Summarizes Surpassing Events
Given the daily email digest setting is enabled When the server’s daily cron job runs at 1:00 AM Then each staff member receives an email listing all instances they have approached or been overtaken in ranking over the past 24 hours, including timestamps and rank changes
SMS Alert for Threshold Breach
Given a staff member has opted in for SMS alerts When they are overtaken or come within one rank of another team member Then an SMS containing the event details and next steps is delivered to their registered phone number within 5 minutes
Notification Unsubscribe Functionality
Given a staff member accesses their notification preferences When they deselect any notification channel or type Then the system stops sending that notification type via the deselected channel immediately and confirms the change via the remaining active channels
Frequency Cap Enforcement for Notifications
Given a staff member experiences multiple surpass or approaching events When more than three events occur in any rolling one-hour window Then the system limits notifications to three per channel per hour and queues excess events for inclusion in the next summary
Configuration & Permissions Management
"As a manager, I want to configure leaderboard settings and permissions so that I can customize views and control access to sensitive data."
Description

Develop an administrative interface for managers to customize leaderboard parameters, including time windows, displayed metrics, team versus individual views, and theme settings. Implement role-based access control to ensure only authorized users can modify settings or view sensitive data. Audit logs track configuration changes for compliance and troubleshooting.

Acceptance Criteria
Time Window Configuration
Given a manager accesses the leaderboard settings, When they select a custom time window (e.g., last 7 days), Then the leaderboard displays data only within that time window and persists the selection across sessions.
Displayed Metrics Customization
Given a manager customizes the displayed metrics (e.g., tips per shift, average tip amount), When they save the settings, Then the leaderboard updates to show the selected metrics correctly and reflects the changes in real time.
Team vs Individual View Toggle
Given a manager toggles between team and individual views, When they switch modes, Then the leaderboard immediately updates to show either aggregated team rankings or individual rankings with no page reload.
Theme Settings Adjustment
Given a manager chooses a new theme (e.g., dark mode, custom colors), When they apply the theme, Then the leaderboard UI updates instantly to reflect the new theme and the selection is stored for future visits.
Unauthorized Access Restriction
Given a non-manager or staff-level user attempts to access the configuration interface, When they navigate to the settings URL, Then the system denies access and displays an authorization error message.
Configuration Change Audit Logging
Given any user with update permissions makes a configuration change, When they save the new settings, Then the system logs an audit entry with the user ID, timestamp, changed fields, and previous values.

StreakShield

Protect your hard-earned streak with a one-time ‘StreakShield’ token that forgives a single missed shift. Tokens can be earned through exceptional performance or purchased with points, ensuring occasional lapses don’t reset valuable streak progress.

Requirements

StreakShield Redemption Flow
"As a café staff member, I want to redeem a StreakShield token before a missed shift so that I can maintain my streak without penalty."
Description

Implement a seamless redemption flow allowing users to apply a StreakShield token before a missed shift. The flow should guide users through token selection, confirmation, and instant streak restoration without disrupting the regular schedule. Ensure real-time validation of token availability and immediate feedback upon successful redemption. Integrate securely with the existing streak tracking system to update streak status and log redemption events for transparency and auditability.

Acceptance Criteria
Redeem StreakShield Token Before Missed Shift
Given the user has at least one StreakShield token and is viewing their upcoming shift schedule, When the user selects 'Redeem StreakShield' for a scheduled shift, Then the system validates token availability, reserves the token, updates the token count, restores the streak by one day, and displays a success notification with the updated streak status.
Prevent Redemption Without Tokens
Given the user has zero StreakShield tokens and attempts to redeem, When the user clicks 'Redeem StreakShield', Then the system displays an error message indicating insufficient tokens and disables the redemption button.
Real-Time Token Availability Validation
Given multiple sessions of the same user or concurrent redemption requests, When a redemption is initiated, Then the system checks token availability in real time via the backend, locks the token to prevent race conditions, and ensures only one redemption succeeds while the other displays a 'Token no longer available' message.
Immediate Streak Update in Schedule Dashboard
Given the user has successfully redeemed a StreakShield token, When the redemption is confirmed, Then the user's streak status on the schedule dashboard updates instantly without a page reload to reflect the restored streak day.
Audit Log Entry for Redemption
Given a successful redemption event, When the transaction completes, Then the system creates a log entry containing user ID, timestamp, shift ID, and token ID, and the entry is viewable in the admin audit logs.
StreakShield Earning Criteria Configuration
"As a manager, I want to configure performance-based criteria for earning StreakShield tokens so that I can reward exceptional team performance flexibly."
Description

Develop a configurable criteria engine for earning StreakShield tokens based on performance metrics such as customer satisfaction scores, sales targets, and punctuality. Allow managers to define and adjust thresholds, weighting, and earning rules through an admin interface. Ensure the criteria engine integrates with performance tracking modules and automatically awards tokens when conditions are met, notifying users via in-app alerts and email.

Acceptance Criteria
Configuring Performance Metrics Thresholds
Given a manager on the admin interface When they set customer satisfaction, sales, and punctuality thresholds Then the system saves and displays the new thresholds correctly
Integrating Criteria Engine with Performance Tracking
Given performance data updates When new scores are recorded Then the criteria engine retrieves and evaluates the data against configured rules
Automatic Token Awarding and Notification
Given an employee meets all earning criteria When the engine processes the performance data Then a StreakShield token is awarded and the employee receives an in-app alert and an email
Adjusting Weighting of Metrics
Given a manager updates metric weightings When they submit changes Then the system recalculates existing performance records using the new weightings
Admin Interface Validation for Criteria Configuration
Given a manager enters invalid values or leaves required fields blank When they attempt to save configurations Then the system displays appropriate error messages and prevents saving
Point-Based Token Purchase
"As a server, I want to buy a StreakShield token with my reward points so that I can protect my streak even if I haven't earned one yet."
Description

Enable users to purchase StreakShield tokens using accumulated reward points within TipHive. Design a purchase interface showing available token packages, point costs, and user point balance. Implement secure point deduction, token issuance, and purchase confirmation notifications. Ensure seamless integration with the points ledger to maintain accurate balance updates and transaction history for auditing.

Acceptance Criteria
User Views Token Packages
Given the user is on the StreakShield purchase page When the page loads Then the user sees a list of available token packages with corresponding point costs and their current point balance displayed
User Purchases Token Successfully
Given the user has sufficient points and selects a token package When the user confirms the purchase Then the system deducts the correct number of points issues the StreakShield token and updates the user’s point balance
Insufficient Points Purchase Attempt
Given the user’s point balance is lower than the cost of the selected token package When the user attempts to confirm the purchase Then the system prevents the transaction and displays an “Insufficient points” error message
Points Ledger Update
Given a successful token purchase When the transaction completes Then the system creates a ledger entry with user ID token package purchased points deducted and transaction timestamp for auditing
Purchase Confirmation Notification
Given a StreakShield token purchase is successful When the transaction is processed Then the user receives a confirmation notification including details of the token purchased points deducted and updated point balance
Streak Progress Visualization
"As a staff member, I want to see my current streak progress and token balance in one view so that I can plan ahead and avoid losing my streak."
Description

Create a dashboard widget that visualizes current streak status, available StreakShield tokens, and upcoming shifts. Display streak length, next shift date, and token counts prominently. Include tooltips explaining the impact of redeeming a token and warnings when a shift is at risk of breaking a streak. Ensure real-time updates as shifts are completed or missed and tokens are earned or redeemed.

Acceptance Criteria
Dashboard Displays Current Streak Length
Given a user has a current streak of 5 shifts, when the dashboard widget loads, then it displays 'Streak: 5' prominently with correct number and label.
Dashboard Shows Next Upcoming Shift Date
Given the user has a scheduled shift on 2025-07-01, when the dashboard widget loads, then it displays 'Next Shift: 07/01/2025' in the widget.
Token Count and Earning Updates
Given the user earns a new StreakShield token through performance, when the token is awarded, then the dashboard widget immediately updates the token count by +1 without page refresh.
Redeeming a StreakShield Token Workflow
Given the user has 1 or more StreakShield tokens and misses a shift, when the user redeems a token, then the widget deducts one token, preserves the streak, and displays a confirmation tooltip explaining the redemption impact.
Risk Warning for At-Risk Shifts
Given a user has an ongoing streak with zero tokens and an unscheduled shift today, when the widget detects a potential streak break, then it displays a warning icon with tooltip 'Redeem a token to avoid streak reset' next to the shift date.
Real-Time Update on Shift Completion
Given a user completes a scheduled shift, when the system records the shift completion, then the dashboard widget updates streak length, next shift date, and risk warnings in real-time within 2 seconds.
Admin Reporting on StreakShield Usage
"As an operations manager, I want a report on StreakShield usage so that I can evaluate the program’s impact on staff retention and performance."
Description

Implement an admin report detailing StreakShield token issuance, redemption events, and point-based purchases. Include filters for date range, user roles, and performance criteria. Provide export options (CSV, PDF) for offline analysis. Ensure the report aggregates key metrics such as total tokens issued, redeemed, and purchased, alongside streak retention rates to help managers assess program effectiveness.

Acceptance Criteria
Date Range Filtering
Given an admin selects a start and end date in the report filter When the report is generated Then the report displays only StreakShield events (issuance, redemption, purchases) that occurred within the selected date range
User Role Filtering
Given an admin selects one or more user roles (e.g., Manager, Barista) in the filter When the report is generated Then only events associated with users in the selected roles are included in the report
Performance Criteria Filtering
Given an admin applies performance-based filters (e.g., tokens earned for 5+ perfect shifts) When the report is generated Then only StreakShield tokens issued for the specified performance levels are shown
Export Report Options
Given an admin chooses the CSV or PDF export option When the export is initiated Then the system downloads a file in the chosen format containing the currently filtered report data
Metrics Aggregation Accuracy
Given the report is generated When the admin reviews the summary section Then the report correctly displays total tokens issued, total tokens redeemed, total tokens purchased, and streak retention rate calculations based on the filtered data

SmartDock QR

Automatically generates unique, table-specific QR codes that route customers directly to a personalized tipping interface for each table, reducing errors and ensuring accurate tip allocation.

Requirements

Unique QR Code Generation
"As a restaurant manager, I want the system to generate a unique QR code for each table so that customers can tip accurately without confusion."
Description

Automatically generate a distinct QR code for each table, embedding the table identifier and session details. This ensures each code uniquely routes customers to the correct tipping interface, reduces duplication errors, and integrates seamlessly with the TipHive backend for automated tip attribution.

Acceptance Criteria
Embedding Table and Session Identifiers
Given a new table session is initiated, when the system generates a QR code, then the code’s data payload contains the correct table identifier and unique session details.
Routing to Personalized Tipping Interface
Given a customer scans a table-specific QR code, when the scan is successful, then the customer is directed to a tipping interface preloaded with the correct table ID and active session.
Preventing Duplicate QR Codes
Given an active session already has an assigned QR code, when a new QR generation request is made for the same session, then the system returns the existing QR code instead of creating a duplicate.
Automated Tip Attribution
Given a tip is submitted via a QR-generated interface, when the tip transaction is processed, then the backend records the tip against the correct table identifier and session in the database.
Expiration of QR Codes Post-Session
Given a session has ended, when a customer scans the associated QR code, then the system displays an expiration message and prevents further tip submissions.
Table-Interface Mapping
"As a waiter, I want the QR code scan to route customers directly to the tip interface for my assigned table so that tips are allocated correctly."
Description

Map scanned QR codes to the corresponding table’s tipping interface by decoding the embedded identifier and loading the personalized tip page. This ensures customers always see the right interface, streamlining tip allocation and minimizing misrouting.

Acceptance Criteria
Valid QR Code Mapping
Given a customer scans a QR code embedded with a valid table identifier, When the system decodes the identifier, Then the tipping interface corresponding to that table is displayed within 2 seconds.
Invalid QR Code Handling
Given a customer scans a QR code that is malformed or contains an unknown table identifier, When the system attempts to decode the identifier, Then an error message 'Invalid QR code. Please try again' is displayed and no tipping interface is shown.
Concurrency Handling
Given multiple customers scan QR codes for the same table simultaneously, When each code is processed, Then each customer receives the correct tipping interface without performance degradation or conflicts.
Performance under Load
Given high usage with up to 100 QR code scans per minute, When the system processes each scan, Then at least 95% of scans load the correct table interface within 2 seconds and the system error rate remains below 1%.
Table Relocation Update
Given a table's identifier is updated in the backend (e.g., table 5 becomes table 12), When a customer scans either the old or new QR code, Then the system maps both codes to the updated table interface correctly.
QR Code Printing and Display
"As a café owner, I want to easily print and display table-specific QR codes so that customers can quickly scan and tip at their table."
Description

Provide tools within the admin panel to generate, preview, and print high-resolution QR codes for each table, as well as display digital versions on screens. This facilitates quick deployment in the dining area, ensuring customers can easily scan and tip.

Acceptance Criteria
Admin Generates QR Code for a Specific Table
Given an admin selects a table from the admin panel and clicks "Generate QR Code", When the request is processed, Then the system displays a unique, high-resolution QR code tagged with the correct table number
Preview QR Code Before Printing
Given a generated QR code is available for a selected table, When the admin clicks "Preview", Then a full-screen, printable preview appears showing the QR code at 300 DPI with table number label
Print High-Resolution QR Code
Given the QR code preview is displayed, When the admin clicks "Print", Then the system sends the QR code to the default printer in vector or high-resolution PNG format ensuring clear readability at 4x4 inches
Display QR Codes on Digital Screens
Given QR codes have been generated for multiple tables, When the admin selects "Digital Display" mode, Then the system shows each table’s QR code in a slideshow or grid at 1080p resolution on connected digital signage
Regenerate QR Code After Configuration Change
Given table mapping or tip routing settings are updated, When the admin clicks "Regenerate QR Code" for affected tables, Then new QR codes reflecting updated configurations are generated and invalid old codes
Secure Code Assignment
"As a restaurant owner, I want QR codes to use secure tokens so that only valid scans are accepted and tip data remains confidential."
Description

Implement token-based encryption and verification for QR codes to prevent tampering, unauthorized scans, and replay attacks. This security layer maintains tip integrity, safeguards customer data, and protects against fraud.

Acceptance Criteria
Valid QR Code Scan by Customer
Given a customer scans a QR code containing a valid encrypted token, when the scan request is processed, then the system decrypts and verifies the token, matches it to the correct table, and loads the personalized tipping interface within 2 seconds.
Detection of Tampered QR Code
Given a QR code has been altered or tampered with, when the system attempts to decrypt the token, then decryption fails and the system displays an error message preventing access to the tipping interface.
Prevention of Replay Attacks
Given a QR code scan request is received more than once for the same token beyond its single-use window, when the system processes the repeated scan, then the request is rejected and a message indicating token expiration or reuse is displayed.
Expiration of Time-Limited Tokens
Given a QR code token includes a time-based expiration, when the token’s validity period has passed, then any scan attempt with the expired token is rejected and the user is prompted to request a new QR code.
Invalid Table Mapping in Token
Given a QR code token references a non-existent or mismatched table ID, when the system verifies the token, then the system rejects the request and logs an error for security review without exposing internal details to the user.
Real-Time Tip Allocation Tracking
"As a barista, I want tip payments made through QR codes to appear instantly in our team dashboard so that I know the current tip totals without delay."
Description

Integrate QR code scans with TipHive’s real-time tip pool so that when customers complete a tip, the amount instantly appears in the team’s dashboard under the correct table. This provides live visibility into tip totals and boosts transparency.

Acceptance Criteria
Single Table Tip Allocation
Given a customer scans the QR code for table 5 and completes a $10 tip, when the transaction is confirmed, then the $10 tip appears under table 5 in the team dashboard within 2 seconds and the total tip count for table 5 increments by 1.
Concurrent Multi-Table Tip Allocation
Given multiple customers at tables 3, 4, and 7 scan their unique QR codes and submit tips simultaneously, when all transactions are processed, then each tip amount is correctly allocated to its respective table in the dashboard without delays or misassignments.
Network Recovery Tip Sync
Given a customer completes a tip while the device is offline, when network connectivity is restored, then the tip is automatically synced and appears under the correct table in the dashboard within 10 seconds.
Table Verification Error Handling
Given a QR code scan fails to resolve to a valid table ID, when the customer attempts to submit a tip, then an error message prompts them to rescan or notify staff, and no tip is recorded in the dashboard.
Manager Dashboard Real-Time Update
Given a team manager views the live dashboard, when any tip is added to any table, then the dashboard UI updates the tip totals and timestamps in real time without requiring a page refresh.

RoleSplit

Allows customers to allocate tips to individual roles—servers, bartenders, hosts—via a straightforward selection screen, boosting transparency and enabling personalized appreciation.

Requirements

Role Selection Interface
"As a manager, I want to easily select roles on a straightforward screen so that I can allocate tips quickly and accurately without manual errors."
Description

Provide a clean, intuitive interface where managers and staff can select individual roles—servers, bartenders, hosts—or specific team members for tip allocation. The screen should display available roles, allow multi-select via checkboxes or dropdowns, and integrate seamlessly with the existing TipHive dashboard. The UI must be responsive, accessible, and support real-time data retrieval to reflect any roster changes. On selection, the system should retain context for downstream allocation workflows.

Acceptance Criteria
Loading Role Selection Interface
Given the manager is on the tip allocation dashboard, when they navigate to RoleSplit, then the interface loads within 2 seconds and displays checkboxes for servers, bartenders, hosts, and a searchable list of team members.
Multi-Select Role and Member
Given the roles and team members are displayed, when the user selects multiple roles and individual members via checkboxes, then the selections are highlighted and can be deselected without page reload.
Real-Time Roster Update
Given a roster change occurs, when the user opens the RoleSplit screen, then the updated list reflects new or removed team members in under 1 second without manual refresh.
Responsive Layout on Mobile and Desktop
Given the user accesses RoleSplit on devices of various screen sizes, when the screen width changes, then the interface adjusts layout, preserving functionality and readability.
Context Persistence Post-Selection
Given roles or members are selected and the user moves to the next allocation step, when they return to RoleSplit, then previous selections remain intact.
Default Allocation Rule Configuration
"As a manager, I want to configure default split rules so that tip allocations follow our cafe’s policy automatically, reducing setup time during busy service."
Description

Enable managers to define and save default tip allocation rules for each role or individual, specifying fixed amounts or percentage splits. The configuration panel should allow rule creation, editing, and deletion, support multiple rule sets, and apply automatically when RoleSplit is invoked. It must include validation to ensure total allocations sum to 100% or to the total tip amount and persist settings per location.

Acceptance Criteria
Manager Creates Default Allocation Rule
Given the manager is on the Default Allocation Rule Configuration panel for a specific location, When the manager clicks “Add New Rule”, enters role names with allocation percentages totaling 100%, and clicks “Save”, Then the new rule appears in the list with correct role allocations.
Manager Edits Existing Allocation Rule
Given an existing allocation rule for a location is listed, When the manager selects the rule, updates role allocation values to new percentages summing to 100%, and clicks “Save”, Then the rule reflects the updated allocations in the rule list.
Manager Deletes Allocation Rule
Given an existing allocation rule is displayed in the rule list, When the manager chooses “Delete” on that rule and confirms the action, Then the rule is removed from the list and no longer applies during RoleSplit.
System Validates Allocation Sum
Given the manager inputs allocation values that do not sum to 100% or total tip amount, When the manager attempts to save the rule, Then the system displays a validation error preventing the save until the sum is corrected.
Automatic Application of Default Rule on RoleSplit Invocation
Given a default allocation rule exists for the current location, When the manager launches the RoleSplit screen for a new tip, Then the allocation fields are pre-populated with the default rule values.
Allocation Rule Persistence per Location
Given default allocation rules are defined for multiple locations, When the manager switches between locations in the configuration panel, Then each location’s specific default rules are displayed and can be edited independently.
Real-time Distribution Preview
"As a staff member, I want to preview how tips will be split so that I understand my expected payout and confirm accuracy before processing."
Description

Display a dynamic preview of how tips will be distributed across selected roles as allocation values are adjusted. The preview widget should update instantly when percentages or amounts change, showing both individual and aggregate totals. It must highlight any discrepancies (e.g., sums not equaling total tip pool) and offer quick correction prompts, ensuring transparency before finalizing allocations.

Acceptance Criteria
Live Percentage Adjustment
Given a total tip pool of $100, when the manager moves the server percentage slider from 50% to 60%, then within 100ms the preview widget updates to show $60 for servers and $40 split among other roles.
Manual Amount Entry
Given a total tip pool of $150, when the manager manually enters $90 for bartenders, then the preview widget immediately recalculates and displays $60 for remaining roles and updates the percentage fields accordingly.
Discrepancy Highlighting
Given allocated values that sum to a different amount than the total tip pool, when allocations do not equal the total, then the widget highlights the discrepancy in red and displays the difference amount.
Automatic Correction Prompt
Given a highlighted discrepancy, when the manager clicks the correction prompt, then the system automatically adjusts allocations proportionally to match the total tip pool and removes the discrepancy warning.
Aggregate and Individual Totals Display
Given any allocation changes, when percentages or amounts are updated, then the widget shows individual role totals, the aggregate allocated amount, and confirms it equals the total tip pool before finalizing.
Validation and Error Handling
"As a user, I want the system to alert me to invalid splits so that I can correct errors before finalizing tip distribution."
Description

Implement comprehensive validation rules and user-friendly error messages to prevent invalid allocation inputs. The system should detect over-allocation, under-allocation, missing roles, and unsupported values, then guide users to resolve issues. Include inline form validation, warning dialogs, and tooltips explaining allocation requirements, ensuring a smooth user experience and data integrity.

Acceptance Criteria
Over-allocation Prevention
Given a manager enters allocations whose combined percentage exceeds 100% When the allocation field loses focus Then an inline error message 'Total allocation cannot exceed 100%' is displayed and the Submit button is disabled
Under-allocation Notification
Given the user has entered allocations that sum to less than 100% When attempting to submit Then a warning dialog appears indicating the remaining percentage to allocate and blocks submission until resolved
Missing Role Detection
Given one or more roles are left without allocation When clicking Submit Then a tooltip appears next to the empty role field stating 'Allocation required for all roles' and the field is highlighted
Invalid Value Handling
Given the user inputs a negative number or non-numeric value into an allocation field When inputting stops Then an inline tooltip appears stating 'Please enter a valid positive number' and the invalid input is cleared or rejected
Real-time Total Allocation Update
Given the user adjusts any allocation field When the value changes Then the system updates the total allocation display in real-time and prevents submission if total allocation does not equal 100%
Role-based Reporting and Export
"As a restaurant owner, I want to generate a report of tip distributions by role so that I can audit payouts and share transparent summaries with my team."
Description

Generate detailed reports that break down tip distributions by role and individual for any selected period. Reports should be viewable in-app and exportable in CSV or PDF formats, with filters for date range, location, and specific roles. Include summary metrics (total pool, average per role) and provide shareable links or email options to foster transparency and record-keeping.

Acceptance Criteria
Generate Report for Specific Date Range and Role
Given the manager selects a start and end date and a specific role, when they click 'Generate Report', then the system displays a detailed breakdown of tips for that role within the selected period, including total pool and average per role.
Export Report to CSV Format
Given a generated report is visible, when the manager clicks 'Export CSV', then the system downloads a correctly formatted CSV file containing all report data and summary metrics.
Export Report to PDF Format
Given a generated report is visible, when the manager clicks 'Export PDF', then the system downloads a PDF file with clear table layout, proper pagination, and summary metrics.
Filter Report by Location and Roles
Given multiple location and role filters are applied, when the manager generates the report, then only tips matching the selected locations and roles are included in the displayed and exported report.
Share Report via Email Link
Given a report has been generated, when the manager selects 'Share via Email', enters a valid email address, and confirms, then the system sends an email with a secure shareable link that grants view-only access to the report.

TipPreset

Offers customizable preset tip amounts and optional thank-you messages upon QR scan, streamlining the tipping process, speeding customer interactions, and encouraging higher tips.

Requirements

Custom Tip Amount Presets
"As a manager, I want to define preset tip amounts so that customers can quickly select a tipping option at checkout."
Description

Allow managers to define a set of default tip amounts or percentages that customers can select when scanning the tipping QR code. These presets should be configurable per location and stored in the TipHive database, ensuring consistency and ease of selection for customers. Presets can include common values (e.g., 15%, 18%, 20%) or custom fixed amounts, streamlining the tipping process and reducing decision time.

Acceptance Criteria
Preset Tip Percentages Configuration
Given a manager adds tip percentages (15%, 18%, 20%) on the settings page and saves, then the database contains those presets and the UI displays them in ascending order.
Fixed Amount Tip Configuration
Given a manager adds custom fixed amounts ($1, $2.50, $5) and saves, then those amounts are persisted in the database and shown as selectable options in the UI.
Location-Specific Preset Isolation
Given multiple locations have distinct preset configurations, when a customer scans location A’s QR code, then only location A’s presets are displayed.
Preset Selection During Payment
Given a customer selects a preset tip amount upon scanning the QR code and completes payment, then the selected tip is applied to the transaction and recorded in TipHive.
Default Preset Fallback for New Locations
Given a new location with no configured presets, when a customer scans its QR code, then default presets (15%, 20%) are displayed and an informational log entry is created.
Default Thank-You Message
"As a staff member, I want to include a personalized thank-you message so that customers feel appreciated and more likely to tip again."
Description

Provide the ability for staff or managers to set a default thank-you message that is displayed immediately after a customer completes a tip. This message should be customizable per location or even per employee, and support basic text formatting. By offering personalized gratitude, the feature encourages positive customer experiences and reinforces goodwill.

Acceptance Criteria
Location-Level Default Message Setup
Given the manager navigates to the location settings, when they enter and save a default thank-you message of up to 200 characters, then the message is stored and returned by the API with a success status.
Employee-Level Default Message Setup
Given an employee navigates to their profile settings, when they enter and save a personalized thank-you message, then this message overrides the location default for that employee only.
Display of Default Thank-You Message After Tip
Given a customer completes a tip via QR scan, when the tip is processed successfully, then the appropriate default thank-you message displays on the confirmation screen within two seconds.
Basic Text Formatting Support in Messages
Given a saved thank-you message contains bold, italics, or newline syntax, when the message is retrieved for display, then it renders with the specified formatting without errors.
Fallback to System Default Message
Given no custom message is set at either location or employee level, when a tip is completed, then the system displays the built-in generic thank-you message.
TipPreset Management Interface
"As a manager, I want an interface to manage tip presets so that I can update tipping options without developer support."
Description

Develop a dedicated management interface within the TipHive dashboard where managers can create, edit, or remove tip presets and thank-you messages. The interface should allow drag-and-drop reordering of presets, real-time preview of messages, and validation to prevent duplicate or invalid entries. This will empower non-technical users to configure tipping options without developer assistance.

Acceptance Criteria
Creating a New Tip Preset
Given the manager is on the TipPreset Management Interface and clicks 'Add Preset', When they enter a valid preset title, tip amount or percentage, and optional thank-you message, And click 'Save', Then the new tip preset appears in the list and is saved to the database.
Editing an Existing Tip Preset
Given the manager selects an existing tip preset and clicks 'Edit', When they modify the preset title, tip amount or percentage, or thank-you message, And click 'Save', Then the existing preset updates in the list and the changes persist in the database.
Removing a Tip Preset
Given the manager hovers over a tip preset and clicks the delete icon, When they confirm the deletion in the confirmation dialog, Then the tip preset is removed from the list and deleted from the database.
Reordering Tip Presets via Drag-and-Drop
Given the manager views the list of tip presets, When they drag a preset to a new position in the list, Then the list updates instantly to reflect the new order and the new arrangement is saved automatically.
Real-Time Preview of Thank-You Messages
Given the manager is creating or editing a tip preset with a thank-you message, When they type into the message field, Then a live preview pane displays the message styled as it will appear on the QR scan confirmation.
Preventing Duplicate or Invalid Entries
Given the manager fills in the preset title and tip amount or percentage fields, When they enter a title that already exists or an invalid tip value (e.g., negative or non-numeric), Then the interface displays a validation error message and disables the 'Save' button until the inputs are corrected.
QR Code Integration
"As a customer, I want the QR code to load preset tip options instantly so that I can complete tipping quickly."
Description

Ensure that each tipping QR code generated by TipHive encodes the current preset tip amounts and any associated thank-you message. When scanned, the QR code should direct customers to a web interface displaying the presets and message seamlessly. QR codes must be regenerated automatically when presets change, guaranteeing customers always see up-to-date options.

Acceptance Criteria
Display preset tip amounts and thank-you message on scan
Given a customer scans a TipHive QR code, when the web interface loads, then the page displays all current preset tip amounts and the associated thank-you message exactly as configured in the manager settings.
Automatic QR code regeneration on preset update
When a manager updates any preset tip amounts or modifies the thank-you message, then the system automatically regenerates the QR code within five minutes, ensuring that any new scan uses the updated presets and message.
Seamless redirection to web interface
Given a customer scans the QR code with a mobile device, when the QR is read, then the device is redirected to the TipHive tipping web interface within two seconds without errors or intermediate pages.
Ensuring data consistency during concurrent updates
When two or more managers make simultaneous changes to presets or messages, then the system applies and reflects the latest update, regenerates the QR code accordingly, and no conflicting or out-of-date presets are served to customers.
QR code error handling
Given a customer scans a QR code that references an expired or invalid preset configuration, when the web interface fails to load valid presets, then the customer sees a clear error message prompting them to retry or notify staff, and no broken page elements are displayed.
Localization and Accessibility
"As a visually impaired customer, I want the tipping interface to be accessible and localized so that I can tip without difficulty."
Description

Implement support for multiple languages and accessibility standards (WCAG 2.1) in the tipping interface. All preset labels, amounts, and thank-you messages should be localizable. The interface must be navigable via keyboard and readable by screen readers, ensuring all customers, including those with disabilities, can use the tipping feature comfortably.

Acceptance Criteria
Language Selection by Customer
Given the tipping interface is displayed, When a customer selects Spanish as their language preference, Then all preset tip labels, amounts, and thank-you messages are shown in Spanish.
Screen Reader Navigation
Given a visually impaired customer using a screen reader, When navigating the tipping interface, Then all interface elements, including tip presets and thank-you messages, are correctly announced with accurate labels and descriptions.
Keyboard-Only Tip Selection
Given a customer with no mouse, When using keyboard navigation, Then the customer can tab through all tip preset options, select a tip amount, and submit the tip using only keyboard inputs.
Localized Thank-You Message Display
Given a customer completes a tip transaction, When the thank-you message is displayed, Then the message appears in the customer’s selected language and adheres to the localization standards.
High Contrast Mode Accessibility
Given the tipping interface is in use, Then all text and interactive elements meet WCAG 2.1 AA contrast ratios for color and background.

BrandMatch

Enables full customization of QR code design—colors, logos, fonts, and messaging—to reinforce brand identity, create cohesive experiences, and delight customers.

Requirements

Color Palette Customization
"As a café manager, I want to customize the QR code’s color scheme so that it aligns with my brand’s visual identity and stands out to customers."
Description

Allow users to select and apply custom color schemes for QR code foreground, background, and accent elements. This functionality should include support for HEX, RGB, and predefined palettes, ensuring accessibility with adequate contrast ratios. Integrates seamlessly with the existing BrandMatch interface, storing preferences at the account and location levels. Provides consistency across all digital and printed materials, strengthening brand identity and customer trust.

Acceptance Criteria
Selecting a Custom Color Scheme
Given a user is in the BrandMatch color customization interface and enters a valid HEX, RGB, or selects a predefined palette When the user applies the selection Then the QR code preview updates in real time to reflect the chosen foreground, background, and accent colors
Validating Contrast Ratio Compliance
Given a user has selected custom foreground and background colors When the contrast ratio between them is computed Then the system verifies that the ratio meets WCAG AA standards and displays a warning if it does not
Switching Between Predefined Palettes
Given a user views the predefined palette dropdown When the user selects a palette option Then the QR code preview and color fields update to the corresponding colors and the selection persists upon page refresh
Saving Preferences at Location Level
Given a user configures a color scheme and chooses to save for a specific location When the user confirms the save action Then the selected scheme is stored for that location and is automatically applied to all QR codes generated thereafter for that location
Rendering QR Codes in Print and Digital
Given a user has saved a color scheme at the account level When the user exports or prints the QR code Then the output matches the saved scheme and maintains sufficient contrast and clarity in both digital and print formats
Logo Overlay Support
"As a restaurant owner, I want to overlay my logo on the QR code so that customers immediately recognize my brand when scanning."
Description

Enable users to upload and position their brand logo or icon at the center or corner of the QR code. The requirement includes automatic logo scaling and safe zone enforcement to maintain scanability. Logos are stored in the user’s asset library and can be reused across multiple designs. This integration ensures brand recognition while preserving QR code functionality on all devices.

Acceptance Criteria
Logo Upload to Asset Library
Given the user navigates to the asset library and uploads a valid image file (PNG/JPG with transparent background), When the upload completes, Then the logo appears in the asset list and is available for selection.
Center Positioning of Logo on QR Code
Given a selected QR code template and a logo from the asset library, When the user selects 'Center Position' option, Then the logo is placed at the exact center of the QR code within the defined safe zone.
Corner Positioning of Logo
Given a selected QR code template and a logo from the asset library, When the user selects any corner position (top-left, top-right, bottom-left, bottom-right), Then the logo snaps to the chosen corner within the defined safe zone.
Automatic Logo Scaling and Safe Zone Enforcement
Given a user-uploaded logo, When the logo dimensions exceed 30% of the QR code area, Then the system automatically scales the logo down to 30% or less and ensures it remains entirely within the safe zone.
Logo Reusability Across Designs
Given multiple QR code design projects, When the user opens a new or existing project, Then previously uploaded logos are accessible from the asset library and can be applied without re-uploading.
Scanability Validation with Logo Overlays
Given a QR code with a user-placed logo, When the code is scanned by three different devices (iOS, Android, desktop), Then each device successfully scans and redirects to the correct link without errors.
Font Style Integration
"As a café manager, I want to use my brand’s signature font for QR code labels so that the overall aesthetic remains cohesive."
Description

Allow users to apply custom fonts to any text elements within the QR code frame, including titles, instructions, or taglines. Support for web-safe fonts, Google Fonts, and uploaded custom font files. The implementation ensures proper font rendering in previews and exports, and maintains performance across browsers. This enriches visual consistency with the brand’s typography guidelines.

Acceptance Criteria
Select and Apply Web-Safe Font
Given the user opens the font selector and chooses a web-safe font When the user applies it to the QR code title Then the preview displays the title in the selected font style and weight And the font selection is saved in the design configuration
Integrate and Render Google Font
Given the user browses and selects a Google Font from the integrated library When the user confirms the selection for the QR code instructions Then the instructions text renders exactly in the chosen Google Font in the preview And the system fetches the font dynamically without errors
Upload and Apply Custom Font File
Given the user uploads a valid .ttf or .otf font file When the user assigns this custom font to the QR code tagline Then the tagline text in the preview uses the uploaded font with correct glyph rendering And the font file is stored and retrievable for future exports
Cross-Browser Font Preview Consistency
Given the user views the QR code preview in Chrome, Firefox, and Safari When a custom or selected font is applied Then the preview renders text consistently across all three browsers And there is no fallback to default fonts
Export QR Code with Embedded Fonts
Given the user exports the QR code as a PNG and as an SVG When custom or selected fonts are used Then the exported assets embed or convert the fonts correctly And the export time remains within 2 seconds to ensure performance
Messaging Template Editor
"As a marketing coordinator, I want to create and save custom messages for the QR code so that I can run targeted promotions with consistent brand tone."
Description

Provide a rich-text editor for creating and saving custom messaging templates that appear alongside the QR code. Features include text formatting, emoji support, and variables for dynamic insertion (e.g., location name, special offers). Templates are versioned and shareable across teams, ensuring consistent messaging and promotional flexibility.

Acceptance Criteria
New Template Creation
Given a user is on the Messaging Template Editor page When the user enters a template name, composes text with rich-text formatting (bold, italics, underline), and clicks Save Then the system saves the new template, assigns it a unique ID, and displays it in the user’s template list
Template Versioning
Given a user edits an existing template When the user makes changes and selects Save as New Version Then the system creates a new version entry, preserves the previous version, and increments the version number in the template details
Dynamic Variable Insertion
Given a user is composing a template When the user selects a variable placeholder (e.g., {{location_name}} or {{special_offer}}) Then the variable is inserted at the cursor position and is rendered correctly during template preview
Emoji and Formatting Support
Given a user composes a message When the user selects an emoji from the picker and applies text formatting (font style, size, and color) Then the emoji appears inline and the formatting is applied consistently in both editor view and preview
Template Sharing Across Teams
Given a user has created or selected a template When the user chooses the Share option and selects one or more teams Then the system grants view and use permissions to the selected teams and displays shared status in the template list
Live Preview Mode
"As a designer, I want to see a live preview of my custom QR code so that I can iterate quickly and ensure the final output looks perfect."
Description

Implement a real-time preview mode where users can interactively adjust colors, logos, fonts, and messaging and immediately see changes on the QR code mockup. The preview supports various output formats (PNG, SVG, PDF) and resolution presets for digital and print use. This feature reduces iteration time and ensures final designs meet brand standards before export.

Acceptance Criteria
Changing Primary Color Reflects Immediately in Preview
Given the user is in Live Preview Mode When the user selects a new primary color from the color picker Then the QR code mockup updates instantly to display the selected color without page reload
Uploading a Logo Updates the Preview Instantly
Given the user is in Live Preview Mode When the user uploads a .png or .svg logo file Then the logo appears in the QR code mockup within 2 seconds and retains correct aspect ratio
Selecting Font Updates Text in Preview
Given the user is in Live Preview Mode When the user selects a new font from the font dropdown Then all text on the QR code mockup updates to the chosen font instantly
Editing Call-to-Action Message Updates Preview
Given the user is in Live Preview Mode When the user edits the messaging input field Then the preview updates the text in real time without additional actions
Exporting QR Code in Various Formats and Resolutions
Given the user is in Live Preview Mode and has finalized their design When the user selects an export format (PNG, SVG, PDF) and resolution preset (e.g., 300dpi for print, 72dpi for web) Then the system generates and downloads the QR code file in the chosen format and resolution within 5 seconds

InsightHub

Provides a real-time analytics dashboard tracking QR code scans, tip volumes, and customer engagement patterns, empowering managers with actionable insights to optimize service and drive revenue.

Requirements

Real-time Analytics Widgets
"As a manager, I want to view real-time visualizations of scans, tips, and engagement so that I can make timely decisions to optimize service and maximize revenue."
Description

Provides dynamic, auto-updating widgets that visualize QR code scans, tip volumes, and customer engagement patterns in real time. Widgets support line charts, bar graphs, and heatmaps to help managers quickly identify trends and anomalies. Integration with TipHive's data pipeline ensures low-latency updates and seamless embedding within the InsightHub dashboard.

Acceptance Criteria
Real-Time QR Scan Visualization
Given the manager is viewing the QR scan line chart widget, when a new QR code scan event is recorded, then the widget updates the chart within 2 seconds to display the new data point.
Instant Tip Volume Updates
Given ongoing tip transactions, when tip volume data is ingested, then the bar graph widget auto-updates within 3 seconds showing the latest totals for each service period.
Dynamic Customer Engagement Heatmap
Given the manager analyzes customer interactions, when engagement events occur within the selected timeframe, then the heatmap updates in real time and displays intensity levels with hover details for exact counts.
Chart Type Toggle Functionality
Given multiple visualization options, when the manager selects line chart, bar graph, or heatmap from the widget menu, then the widget re-renders the data in the chosen format within 1 second without full page refresh.
Low-Latency Data Integration
Given the TipHive data pipeline is operational, when new analytics data is available, then all real-time widgets across InsightHub reflect the update with an average end-to-end latency of less than 5 seconds.
Dashboard Custom Filters
"As a manager, I want to apply custom filters to the dashboard based on date, location, and staff so that I can analyze performance metrics for specific segments."
Description

Enables filtering of the analytics dashboard by date range, location, staff member, or QR code type, allowing targeted analysis. Filters dynamically update all widgets and metrics to let managers drill down into specific time periods or teams. The implementation uses efficient data querying and caching to maintain performance.

Acceptance Criteria
Filtering by Date Range
Given the manager is viewing the analytics dashboard When they select a valid start date and end date and apply the date filter Then all widgets and metrics refresh to display only data within the selected date range And the response time for filter application does not exceed 2 seconds
Filtering by Location
Given the manager has multiple café locations When they select one or more locations from the location filter dropdown and apply the filter Then all dashboard widgets and metrics update to show only data for the chosen location(s) And non-selected locations' data are excluded from all visualizations
Filtering by Staff Member
Given the manager needs to analyze individual performance When they choose a specific staff member from the staff filter list and apply the filter Then all widgets and metrics display tip volumes, QR scans, and engagement patterns for only the selected staff member And summary totals reflect only that staff member’s data
Filtering by QR Code Type
Given the manager tracks different QR code campaigns When they select one or more QR code types (e.g., table QR, counter QR) from the filter and apply it Then all dashboard elements refresh to include only metrics and charts related to the selected QR code types And irrelevant QR code data are omitted
Combined Multi-Filter Drill-Down
Given the manager wants granular insights When they apply a combination of date range, location, staff member, and QR code type filters simultaneously Then all widgets and metrics reflect the intersection of all selected filters with accurate aggregated values And the dashboard maintains performance with response times under 3 seconds
Configurable Alert Notifications
"As a manager, I want to receive alerts when tip volumes or scans cross my set thresholds so that I can respond quickly to operational changes."
Description

Supports configurable alerts that notify managers via email or in-app when key metrics cross predefined thresholds (e.g., tip volume drops, scan spikes). This empowers proactive management by signaling anomalies or achievements of targets. Alert criteria are fully customizable and persisted per user.

Acceptance Criteria
Threshold Alert Setup for Tip Volume Drop
Given a manager navigates to the Alert Notifications settings When the manager creates an alert with a tip volume threshold of $500 Then the system saves the alert configuration and displays it in the manager’s list of active alerts without errors
Real-Time Scan Spike Notification
Given QR code scan rate exceeds 200 scans within a 10-minute window When the scan count surpasses the predefined threshold Then an in-app notification is delivered to the manager immediately and an email alert is sent within 60 seconds
Target Achievement Email Notification
Given a manager sets a daily tip volume target of $1,000 When the total tip volume for the day reaches or exceeds $1,000 Then the system triggers an email notification congratulating the manager and includes summary metrics
Custom Alert Persistence Across Sessions
Given a manager configures multiple alert thresholds and logs out of the application When the manager logs back in on any device Then all previously configured alerts are displayed and active without requiring reconfiguration
In-App Alert Delivery Validation
Given an alert condition is met while the manager is actively using the TipHive app When the threshold is crossed Then a pop-up alert appears within the app, remains visible until acknowledged, and includes a timestamp and details of the triggered metric
Historical Data Export
"As a manager, I want to export filtered analytics data so that I can perform deeper analysis and share reports with stakeholders."
Description

Provides export functionality to download raw and aggregated analytics data in formats like CSV, Excel, or JSON for offline analysis and reporting. Exports respect applied filters and include metadata such as timestamps and user identifiers. Secure endpoints enforce rate-limiting and permission checks.

Acceptance Criteria
Filtered Data Export Scenario
Given a manager applies date and location filters on InsightHub, when they initiate an export, then the downloaded file contains only records matching those filters and includes timestamps and user identifiers.
Raw Data Export Scenario
Given a manager requests a raw data export for a specific time range, when they confirm the export, then the system generates and provides a downloadable file containing all underlying data fields with complete metadata.
Aggregated Data Export Scenario
Given a manager views aggregated analytics (e.g., total tip volume per day), when they export the report, then the downloaded file summarizes the data with appropriate aggregation levels and includes relevant metadata.
Format Selection Scenario
Given a manager chooses an export format (CSV, Excel, or JSON), when they confirm, then the system delivers a file in the selected format that opens successfully in standard tools and adheres to format specifications.
Permission Enforcement Scenario
Given a staff member without export permissions attempts to download data, when they submit the export request, then the system returns a 403 Forbidden response and no file is generated.
Rate Limiting Scenario
Given a user makes more than 100 export requests within one hour, when additional requests are made, then the system returns a 429 Too Many Requests response and enforces a cool-down period.
Role-based Dashboard Access
"As a restaurant owner, I want to control which users can access certain analytics so that sensitive data remains secure and appropriate."
Description

Implements role-based access control (RBAC) for InsightHub, restricting or granting dashboard features based on user roles (e.g., manager, staff). Managers can view all data and configure settings; staff can view only their own performance metrics. Integrates with TipHive's existing authentication system and secures all relevant API endpoints.

Acceptance Criteria
Manager Views Full Dashboard
Given a user with the “manager” role logs in When they navigate to the InsightHub dashboard Then they can view data for all staff members, including aggregate and individual performance metrics And they can apply filters, sort columns, and export full data reports successfully
Staff Views Own Performance Metrics
Given a user with the “staff” role logs in When they access the InsightHub dashboard Then they see only their own tip volumes and customer engagement metrics And no data for other staff members is displayed
Unauthorized Role Denied Access
Given a user without “manager” or “staff” roles attempts to access the dashboard When they navigate to any InsightHub dashboard URL Then the system returns a 403 Forbidden response And the dashboard UI is not rendered
Manager Configures Dashboard Settings
Given a manager accesses the dashboard settings When they add, remove, or reorder columns and set default filters Then changes are saved And the dashboard UI reflects these settings immediately and persists across sessions
API Endpoint Enforcement for Role-Based Access
Given valid API requests to dashboard endpoints When using a manager’s authentication token Then the response returns status 200 with full dataset When using a staff member’s token Then the response returns status 200 with only that user’s data When using an invalid or unauthorized token Then the response returns status 403

InstantPay

Request and receive your tips in seconds via direct deposit or digital wallets, eliminating wait times and instantly boosting your cash flow when you need it most.

Requirements

One-Click Tip Request
"As a restaurant staff member, I want to request my accumulated tips with one click so that I can receive funds immediately without manual forms or delays."
Description

Allows staff members to request their accumulated tips instantly with a single click directly from the TipHive app, eliminating manual processes and wait times. The system validates available tip balances in real time, initiates a payout transaction via the selected payment channel, and updates the user interface to reflect the transaction status. This streamlines the payout workflow, improves cash flow for staff, and reduces administrative overhead for managers.

Acceptance Criteria
Triggering Tip Request with Available Balance
Given a staff member with a tip balance of $1 or more in the app When they tap the 'Request Tips' button Then the system validates the balance in real time, initiates a payout request through the selected payment channel, and displays a “Payout Request Sent” confirmation message.
Request Button Disabled for Zero Balance
Given a staff member with a tip balance of $0 When they view the payout screen Then the 'Request Tips' button is disabled and a message stating “No tips available to request” is displayed.
Selecting Payment Channel
Given a staff member has multiple payment channels configured When they initiate a tip request Then the app presents a list of available channels with correct labels, preselects the default channel, and allows the user to change the selection before submission.
Successful Direct Deposit Payout
Given a payout request has been initiated When the payment processor returns a success response Then the app updates the user interface to display “Payout Completed,” sets the tip balance to $0, and logs the transaction with timestamp in the activity history.
Handling Payout Failures
Given a payout request fails due to a network or processor error When the system receives an error response Then the app displays a clear error message with failure reason, offers a retry button, and preserves the original tip balance unchanged.
Multi-Channel Payout Support
"As a restaurant staff member, I want to choose my preferred payout method so that I can receive tips in the account or wallet that works best for me."
Description

Enables integration with multiple payout methods including direct deposit to bank accounts and popular digital wallets (e.g., Venmo, PayPal, Cash App). The feature provides a unified interface for staff to link and verify their preferred payment destinations, manages API connections securely, and handles method-specific processing requirements. This flexibility caters to diverse user preferences and maximizes the utility of InstantPay.

Acceptance Criteria
Bank Account Linking
Given a logged-in staff member on the payout methods page when they enter valid bank account and routing numbers and submit, then the system displays a confirmation message and shows the bank account as verified in their payout destinations.
Digital Wallet Linking
Given a logged-in staff member on the payout methods page when they select PayPal/Cash App/Venmo, authenticate via OAuth, and authorize TipHive access, then the chosen wallet appears as a linked and verified payment method.
Direct Deposit Processing
Given a staff member with a verified bank account when they request a payout then the system initiates a direct deposit via the banking API and marks the payout as ‘Completed’ within 60 seconds.
Digital Wallet Payout Processing
Given a staff member with a verified digital wallet when they request a payout then the system sends funds to the wallet via the wallet provider’s API and displays ‘Completed’ in the payout history within 30 seconds.
Payment Method Verification Failure
Given a staff member enters invalid or unrecognized bank or wallet credentials when they attempt to link the method then the system rejects the entry, highlights the invalid fields, and shows an error message detailing the issue.
API Connection Security Validation
Given the system connects to bank and wallet provider APIs when performing link or payout operations then all API calls use TLS 1.2+ encryption, validate provider certificates, and authenticate via secure token exchange without exposing credentials.
Real-Time Transaction Tracking
"As a restaurant staff member, I want to see the progress of my payout requests in real time so that I know exactly when to expect my funds."
Description

Provides a real-time dashboard that displays the status of each payout request, including pending, in-process, completed, or failed states. The system polls payment provider APIs for status updates, logs transaction events in the database, and refreshes the UI to keep staff informed. This transparency reduces uncertainty, supports dispute resolution, and enhances user trust in the InstantPay service.

Acceptance Criteria
Real-Time Display of Pending Payout Requests
Given a staff member views the dashboard, When a new payout request is initiated, Then the request appears with status 'Pending' within 5 seconds without requiring a manual page refresh.
In-Process Transaction Status Updates
Given a payout is being processed, When the payment provider API reports a status change to 'In-Process', Then the dashboard updates the transaction status to 'In-Process' within 10 seconds.
Completed Payout Confirmation
Given a payout request is successfully completed by the payment provider, When the API returns a 'Completed' status, Then the dashboard shows status 'Completed' along with the completion timestamp.
Failed Transaction Alerts
Given a payout fails, When the payment provider API returns a 'Failed' status, Then an alert icon appears next to the payout entry and a notification is sent to the manager within 1 minute.
Comprehensive Transaction Event Logging
Given any status change event for a payout, When the event is received, Then an entry is logged in the database with payout ID, previous status, new status, timestamp, and event source.
Secure Authentication & Compliance
"As a restaurant staff member, I want my payout process to be secure and compliant so that my personal and financial information is protected from fraud and breaches."
Description

Implements secure user authentication (including optional two-factor authentication) and end-to-end encryption for all payout-related data. Ensures compliance with financial regulations such as PCI DSS for handling payment information. Regular security audits and automated vulnerability scanning are scheduled to maintain the integrity of the InstantPay service and protect sensitive user data.

Acceptance Criteria
Two-Factor Authentication Setup for InstantPay Users
Given a registered user opts into two-factor authentication, When they initiate an InstantPay request, Then the system sends a one-time code via SMS or authenticator app and grants access only upon successful code verification.
End-to-End Encryption of Payout Data During Transfer
All payout-related data transmitted between client and server must use TLS 1.2 or higher encryption, and any attempt to connect via an insecure protocol is rejected.
Payout Data Encryption at Rest
All payout-related data stored in databases and backups is encrypted using AES-256, with decryption keys securely managed by the key management service and access restricted to authorized personnel only.
PCI DSS Compliance Verification for Payment Information Handling
System masks cardholder data in logs, does not store sensitive authentication data post-authorization, and passes quarterly PCI DSS external scans with zero critical findings.
Automated Vulnerability Scanning and Alerting
Automated vulnerability scans run weekly, generate detailed reports, and trigger alerts to the security team for any high or critical severity findings within 24 hours.
Regular Security Audit Scheduling and Remediation Tracking
Security audits occur semi-annually, findings are recorded in the issue tracker, and remediation tasks are assigned with deadlines within 30 days of each audit report.
Automated Fee Calculation & Transparency
"As a restaurant staff member, I want to know the exact amount I will receive after fees so that I am not surprised by deductions."
Description

Automatically calculates and displays processing fees based on the selected payout method, showing both gross and net amounts before confirming a payout. The feature integrates fee schedules from payment providers, applies promotional or volume-based discounts where applicable, and provides a detailed breakdown to users. This transparency prevents unexpected deductions and fosters trust in the InstantPay system.

Acceptance Criteria
Selecting Direct Deposit Payout
Given a user selects Direct Deposit as the payout method, When the user views the payout confirmation screen, Then the system displays the correct processing fee, gross amount, and net amount, and the net amount equals gross amount minus fee.
Applying Promotional Discount
Given a valid promotional code is applied, When the user initiates an InstantPay payout, Then the displayed processing fee reflects the promotional discount and the net payout amount is updated accordingly.
Volume-Based Discount Calculation
Given the user’s cumulative payout volume meets a predefined discount tier, When the system calculates the processing fee for a new payout, Then the volume-based discounted rate is applied and clearly shown in the net amount.
Fee Schedule Integration Updated
Given the payment provider updates its fee schedule, When the system synchronizes fee schedules, Then the latest fees are fetched automatically and used in all subsequent payout calculations.
Detailed Fee Breakdown Display
Given the user views the payout summary details, When the user expands the fee breakdown section, Then the system lists each component (base fee, discounts, additional charges) and confirms that gross minus net equals the total fees shown.
Payout Notifications & Alerts
"As a restaurant staff member, I want to receive notifications when my payout is processed so that I stay informed without constantly checking the app."
Description

Sends automated push notifications and email alerts to staff members when key payout events occur, including payout initiation, completion, or failure. Notification templates are customizable and localized based on user settings. This proactive communication ensures users are promptly informed of their payout status without needing to manually check the app.

Acceptance Criteria
Push Notification on Payout Initiation
Given a staff member has enabled push notifications and is authenticated in the TipHive app, When the manager initiates a payout, Then the staff member receives a push notification within 10 seconds containing the payout amount and estimated completion time.
Email Alert on Payout Completion
Given the staff member’s email preferences include completion alerts, When the payout is successfully deposited into the user’s account, Then an email is sent within 5 minutes containing the transaction ID, date, amount, and confirmation message.
Localized Notification Language
Given the user’s language setting is Spanish, When any payout notification is triggered, Then the notification message is delivered in Spanish using the localized template.
Failure Notification for Payout Errors
Given a payout attempt fails due to bank rejection or network error, When the system logs the failure, Then the user receives both a push notification and an email within 5 minutes describing the error and providing next steps.
Customizable Notification Template
Given a manager has customized the payout notification template to include a personalized greeting, When a payout event occurs, Then the notification sent (push or email) reflects the template changes and includes the correct dynamic data.

WalletSync

Seamlessly connect and manage multiple digital wallets—like PayPal, Venmo, and Cash App—directly within TipHive, giving you flexible, user-preferred payout options in one place.

Requirements

OAuth Wallet Authentication
"As a restaurant manager, I want to securely connect my PayPal account using OAuth so that I can authorize TipHive to send payouts without sharing my credentials."
Description

Implement secure OAuth-based authentication for PayPal, Venmo, and Cash App within TipHive, handling access token retrieval, storage, and refresh workflows to allow users to connect their digital wallets without exposing credentials. This integration ensures encrypted communication between TipHive and wallet providers, automates token lifecycle management, and lays the foundation for seamless payout operations.

Acceptance Criteria
User Connects a New PayPal Wallet
Given a logged-in user on the WalletSync page, when they select "Connect PayPal", then an OAuth flow is initiated with PayPal. Given the user grants access, then TipHive receives and securely stores the access and refresh tokens encrypted at rest. Given tokens are stored, then the connected PayPal wallet appears in the user's list with status "Connected".
User Refreshes Expired Venmo Token
Given a Venmo token is expired, when TipHive detects the expiration on payout initiation, then TipHive automatically requests a new access token using the stored refresh token. Given the refresh token is valid, then TipHive updates the stored tokens. If the refresh token is invalid or expired, then the user is prompted to reauthenticate their Venmo account.
User Cancels Wallet Connection
Given a user starts OAuth flow for Cash App, if the user cancels or declines permissions, then TipHive aborts the flow and returns the user to the WalletSync page with an "Authentication cancelled" message. TipHive does not store any partial tokens on cancellation.
User Views Linked Wallets
Given the user navigates to the WalletSync page, then all linked wallets (PayPal, Venmo, Cash App) are displayed with name, connection status, and last token refresh date. If no wallets linked, then a message "No wallets connected" is displayed with a prompt to connect one.
User Attempts Payout with Invalid Token
Given a user initiates a tip payout and the associated wallet token is invalid, then TipHive returns an error "Authentication required" and prompts the user to reauthenticate. No payout is processed until user successfully reconnects the wallet.
Real-time Wallet Balance Sync
"As a café owner, I want TipHive to show my current PayPal balance in real time so that I know exactly how much I can distribute in staff tips."
Description

Enable periodic and on-demand synchronization of connected wallet balances, fetching updated fund availability from PayPal, Venmo, and Cash App APIs. Ensure accurate display of up-to-the-minute balances in TipHive’s interface, support incremental updates, and handle API rate limits and error conditions to prevent stale or inconsistent data.

Acceptance Criteria
Periodic Balance Sync on Dashboard Load
Given a manager logs into TipHive and navigates to the dashboard, when the dashboard initializes, TipHive must fetch and display updated balances from all connected wallets within 30 seconds of load completion.
On-Demand Sync via Manual Refresh
Given a user clicks the "Refresh Balances" button, when the refresh action is initiated, TipHive must query each wallet API, update the displayed balances with the latest values, and display a timestamp indicating the last successful sync.
Handling API Rate Limits Gracefully
Given TipHive receives an HTTP 429 (Too Many Requests) or rate-limit response from a wallet API, when processing that response, TipHive must respect the Retry-After header, queue a retry for after the specified interval, log the rate-limit event, and show a non-blocking notification informing the user of a temporary sync delay.
Incremental Update Efficiency
Given TipHive has previously synced wallet balances, when performing a subsequent sync, TipHive must use incremental update parameters (such as since timestamp) to fetch only changed data, resulting in at least 50% fewer API calls compared to a full sync.
Error Notification on Sync Failure
Given a wallet API call fails due to network or server error, when the error occurs, TipHive must display a clear, non-blocking error message in the wallet section, retain the last known balance values, and record detailed error information in the system logs.
Multi-Wallet Management Dashboard
"As a staff member, I want to select my preferred payout wallet in TipHive so that I receive tips in the account I use most often."
Description

Design and build a unified dashboard within TipHive where users can view, add, remove, and prioritize multiple connected wallets. Provide clear status indicators (e.g., connected, disconnected, error), default wallet selection controls, and intuitive UI components for managing wallet preferences and metadata.

Acceptance Criteria
Add New Wallet Connection
Given a user is on the Multi-Wallet Management Dashboard, when they select 'Add Wallet', choose 'PayPal', enter valid credentials and submit, then the wallet is connected successfully and appears in the wallet list with status 'Connected'.
Remove Connected Wallet
Given a user has one or more connected wallets, when they click 'Remove' next to a wallet and confirm the removal, then the wallet is removed from the list and no longer available as a payout option.
Set Default Wallet Selection
Given a list of connected wallets, when a user selects a wallet as 'Default' and saves preferences, then that wallet is marked with a 'Default' indicator and used for future payouts unless changed.
Display Wallet Status Indicators
Given multiple wallets in various states, when the dashboard loads, then each wallet displays an icon and color-coded indicator reflecting its status: green for connected, grey for disconnected, and red for error.
Reorder Wallet Priority
Given the wallet list, when a user drags and drops a wallet to a new position and saves the order, then the dashboard persists the new priority sequence for payout selection.
Secure Payout Routing
"As a manager, I want TipHive to route tip payouts securely to my team’s selected wallets so that funds are delivered reliably and traceably."
Description

Develop the backend logic to route tip payouts to users’ chosen digital wallets, ensuring transactional integrity, error handling, and retry mechanisms. Integrate with each wallet’s payout API, verify account validity before transfers, and log detailed payout records for auditing and dispute resolution.

Acceptance Criteria
Successful Payout to Valid Wallet
Given a user with a verified digital wallet; When the payout is triggered; Then the backend routes the correct tip amount to the user's wallet via the wallet's API; And the API returns a success response; And the transaction is marked as completed in the database.
Handling Invalid Wallet Details
Given a user provides invalid or unverified wallet credentials; When the payout process attempts the transfer; Then the system detects the invalid credentials before initiating the transfer; And the system returns an informative error message to the user; And the payout is marked as failed without funds leaving TipHive.
Automatic Retry on Transient Errors
Given a transient failure from the wallet API (e.g., network timeout, 5xx error); When the payout attempt fails due to a transient error; Then the system retries the payout up to three times with exponential backoff; And if a retry succeeds, the payout is completed and logged; If all retries fail, the payout is marked as failed and the user is notified.
Error Logging and Audit Trail
Given any payout attempt (successful or failed); When the payout process completes; Then the system logs detailed transaction records including timestamps, request payloads, API responses, and error codes; And these logs are accessible via the audit interface for dispute resolution.
Concurrent Payout Requests Handling
Given multiple simultaneous payout requests for the same user; When the system processes these requests; Then it ensures each payout is processed in a thread-safe manner; And updates the user's tip balance correctly; And prevents race conditions or duplicate payouts.
Transaction History Consolidation
"As an accountant, I want a consolidated transaction history across all my connected wallets so that I can reconcile accounts easily."
Description

Aggregate and consolidate payout and fee records from all connected wallets into a single, searchable transaction history within TipHive. Include metadata such as payout dates, amounts, wallet provider, and status. Provide filtering, sorting, and export capabilities (CSV/PDF) for financial reconciliation and reporting.

Acceptance Criteria
Aggregated Transaction View
Given a manager has connected PayPal, Venmo, and Cash App wallets with 10+ payout records each, when they navigate to Transaction History, then TipHive displays a unified list of all payouts and fees sorted by date with no duplicates and correct total count.
Wallet Metadata Display
Given a transaction record, when the user views details, then the system shows payout date, amount, wallet provider, fee, and status (completed, pending, failed) for each entry.
Search and Filter Transactions
Given a populated transaction history, when the user enters a wallet provider name, date range, or status filter, then the list updates to show only matching records within two seconds.
Sort Transactions by Criteria
Given the transaction list, when the user selects sorting by date, amount, or provider, then the list reorders correctly in ascending or descending order within one second.
Export Transaction Report
Given a filtered or unfiltered transaction list, when the user clicks export and selects CSV or PDF, then TipHive generates a downloadable file containing all visible columns, matching the displayed order and metadata, and prompts the user to save it.

AutoPayout Scheduler

Set custom payout schedules—daily, weekly, or based on earnings thresholds—and let TipHive automatically process instant payouts on your behalf, ensuring consistent cash flow without manual steps.

Requirements

Schedule Configuration UI
"As a restaurant manager, I want a clear interface to set up payout schedules so that I can automate tip distribution without manual configuration errors."
Description

Provide a user-friendly interface within TipHive settings where managers can define custom payout schedules. This interface should allow selection of payout frequency (daily, weekly), set specific days and times, and configure earnings-based triggers. It integrates seamlessly with existing settings, validating input and preventing schedule conflicts. The UI should offer clear guidance, tooltips, and real-time preview of upcoming payout dates, reducing setup errors and empowering managers to tailor cash flow to their team’s needs.

Acceptance Criteria
Daily Payout Frequency Selection
Given the manager is on the Schedule Configuration UI and selects "Daily" as the payout frequency, when they click "Save", then the system updates the schedule to process payouts every 24 hours and displays the next seven payout dates in the preview.
Weekly Payout Configuration
Given the manager chooses "Weekly" frequency and selects a specific day and time, when they save the settings, then the system schedules payouts for that day and time each week and reflects the next four occurrences in the preview.
Earnings Threshold Trigger Setup
Given the manager enables an earnings-based trigger and enters a threshold amount, when the total tips reach or exceed that amount, then the system automatically initiates a payout and logs the transaction in the payout history.
Real-Time Preview Display
Given the Schedule Configuration UI is loaded or any schedule option is modified, then the preview panel immediately updates to show the next upcoming payout dates based on the current configuration.
Input Validation and Conflict Prevention
Given the manager enters invalid input (e.g., negative numbers, non-time formats) or creates overlapping schedules, when they attempt to save, then the system highlights errors, displays explanatory tooltips, and disables the "Save" button until corrections are made.
Earnings Threshold Trigger
"As a café supervisor, I want payouts to trigger when tips exceed a set amount so that staff receive funds as soon as they hit earnings goals."
Description

Implement logic to monitor cumulative tip earnings and automatically initiate a payout when a predefined threshold is reached. This requirement includes back-end services to calculate real-time earnings totals per user or team, configuration options in the scheduler UI, and secure payout initiation through TipHive’s payment gateway. It ensures teams receive funds promptly once targets are met, improving cash flow and reducing manual oversight.

Acceptance Criteria
Threshold Reached and Immediate Payout Initiation
Given a user’s cumulative tip earnings reach the predefined threshold When the system detects the threshold breach Then an automatic payout is initiated within 2 minutes
Scheduler Configuration for Earnings Threshold
Given the manager is on the scheduler settings page When they set or update an earnings threshold Then the new threshold is saved and displayed correctly in the scheduler UI
Real-time Aggregation Accuracy
Given multiple tip entries are recorded for a user When the system aggregates tip data in real time Then the displayed cumulative earnings match the sum of individual entries within a 1% margin of error
Secure Payout Gateway Invocation
Given a payout is initiated by the system When calling the payment gateway API Then the request uses valid authentication tokens and responds with a success code before marking the payout as processed
Threshold Reset After Payout
Given a payout has completed successfully When the system records the payout Then the user’s cumulative earnings counter resets to zero for the next threshold cycle
Time Zone and Business Hours Support
"As a district manager, I want payouts to run according to our café’s local time zone and hours of operation so that transactions align with our business schedule."
Description

Ensure payout schedules account for the manager’s local time zone and customizable business hours. This includes storing user time zone preferences, adjusting cron jobs or scheduler services accordingly, and respecting blackout periods (e.g., overnight). Integration with TipHive’s user profile and organization settings guarantees that payouts occur at expected times regardless of geographic location, preventing off-hour or unexpected disbursements.

Acceptance Criteria
Local Time Zone Scheduling
Given a manager with their profile time zone set to Pacific Time; When they configure a daily payout at 18:00; Then the system schedules the payout at 6:00 PM PT every day and displays the correct local time in the schedule.
Custom Business Hours Enforcement
Given business hours set from 09:00 to 17:00 in the organization’s time zone; When a weekly payout is scheduled; Then the payout is executed only within these hours and any attempt outside is deferred until the next valid business hour.
Earnings Threshold Trigger Across Time Zones
Given an earnings threshold of $500 and a manager located in UTC+2; When the tip pool balance exceeds $500; Then the system triggers an instant payout immediately based on UTC+2 local time and records the payout timestamp in the correct time zone.
Overnight Blackout Period Handling
Given a blackout period from 00:00 to 06:00 in the configured time zone; When a scheduled payout falls within this period; Then the payout is deferred to 06:00 and the manager receives a notification explaining the delay.
Time Zone Preference Update
Given a manager updates their time zone from EST to PST; When the change is saved; Then all future scheduled payouts automatically reflect the new PST time zone without requiring manual rescheduling.
Instant Payout Execution
"As a bartender, I want my tips deposited instantly after the scheduled time so that I have immediate access to my earnings."
Description

Develop the service component that executes scheduled payouts instantly, interfacing with payment APIs to transfer funds to staff accounts. This includes queue management, retry logic for transient failures, secure handling of financial credentials, and logging for audit purposes. The feature should guarantee high reliability and speed, ensuring funds land in recipients’ accounts within minutes of schedule trigger or threshold fulfillment.

Acceptance Criteria
Daily Scheduled Payout Execution
Given a daily payout schedule at 00:00 UTC and staff have accumulated tips, when the scheduler triggers, then the service processes all payouts and confirms each transaction as completed within 5 minutes of trigger.
Earnings Threshold Triggered Payout
Given individual staff earnings reach the configured threshold at any time, when the threshold is met, then the service automatically initiates and completes the payout within 5 minutes without manual intervention.
Transient API Failure Retry Handling
Given the payment API returns a transient error (e.g., 5xx response or timeout), when the service encounters this error during payout, then it retries the request up to three times with exponential backoff and succeeds without manual intervention.
Secure Credential Retrieval and Use
Given payment credentials stored in the secure vault, when initiating a payout, then the service retrieves credentials via an encrypted channel without logging sensitive details and uses them to authenticate with the payment API.
Payout Logging and Audit Trail
Given a payout execution event, when the service completes the transaction, then it logs the payout details—including timestamp, recipient ID, amount, status, and transaction ID—to the audit database in a tamper-proof format.
Notification and Confirmation Alerts
"As a server, I want to receive alerts when my tip payout is sent so that I am aware of my account activity and can confirm receipt."
Description

Create automated notifications to inform managers and staff when payouts are scheduled, executed, failed, or require manual review. Notifications should be delivered via email and in-app alerts, including key details like payout amount, date, and recipient list. This requirement enhances transparency, reduces confusion, and provides actionable links for viewing payout history or resolving issues in TipHive’s dashboard.

Acceptance Criteria
Manager Scheduled Payout Notification
Given a manager configures a daily payout schedule with valid email and in-app settings When the scheduled time is reached Then the system sends an email to the manager within 5 minutes containing payout date, estimated total, and link to payout history And an in-app notification appears in the dashboard alerts section with identical details
Staff Payout Success Confirmation
Given a payout has been successfully processed When the transaction completes Then each staff member on the recipient list receives an email and in-app alert including payout amount, date, and individual entitlement breakdown And the links lead directly to the detailed payout record in TipHive
Payout Failure Alert
Given a payout attempt fails due to processing error When the failure is detected Then the system immediately sends an email and in-app notification to managers specifying the failure reason and affected recipients And provides an actionable link to retry or manually review the payout
Earnings Threshold Trigger Notification
Given a payout is configured to trigger when team earnings exceed a set threshold When the threshold is reached Then an email and in-app alert are sent to managers and staff with payout details including threshold value, total earnings, and scheduled execution time
Manual Review Required Notification
Given a payout requires manual approval due to flagged discrepancy When the system flags the payout Then both managers and administrators receive an email and in-app alert with discrepancy details and a link to the manual review workflow

FeeOptimizer

Automatically route each payout through the most cost-effective payment rails, minimizing transaction fees and maximizing the net amount you receive.

Requirements

Payment Rail Integration API
"As a finance manager, I want the system to integrate with all major payment rails so that the optimizer can access accurate fee data and availability for optimal routing."
Description

Integrate with multiple payment rails (e.g., ACH, Venmo, Zelle) through secure APIs to retrieve real-time fee structures, transaction capabilities, and service availability. This integration ensures the optimizer has accurate data to make cost-effective routing decisions while maintaining compliance and security standards.

Acceptance Criteria
Real-Time Fee Structure Retrieval
Given a valid API key and secret, When the FeeOptimizer calls the integration API for fee structures, Then the API returns fee percentage and fixed fee details for each rail within 2 seconds and data matches documented schema.
Supported Rails Availability Check
Given the integration API is operational, When the FeeOptimizer requests the list of supported payment rails, Then the API returns ACH, Venmo, and Zelle with their current availability status flags.
Fallback for Unavailable Rails
Given one or more rails report service unavailability, When the FeeOptimizer queries routing options, Then the unavailable rails are excluded from routing decisions and an appropriate warning is logged.
Secure Authentication and Authorization
Given any API request, When credentials are invalid or expired, Then the API responds with HTTP 401 Unauthorized; when valid credentials are provided, Then the API responds with HTTP 200 OK.
Encrypted Data Transmission
Given all communication with the integration API, Then every request and response must use HTTPS with TLS 1.2 or higher, and no sensitive data is exposed in logs.
Real-Time Fee Calculation Engine
"As a manager, I want the system to calculate transaction fees in real-time so that payouts automatically choose the most cost-effective payment route."
Description

Implement a real-time fee calculation engine that aggregates fee data from integrated payment rails, computes the cost for each potential routing option, and updates fee metrics instantaneously to support dynamic optimization. This engine enhances transparency and ensures payouts use the lowest fee option.

Acceptance Criteria
High-Volume Routing Decision Latency
Given 100 concurrent payout requests and five integrated payment rails with distinct fee schedules When the real-time fee calculation engine processes these requests Then each request is routed through the lowest-fee rail and the decision for each is made within 150 milliseconds
Real-Time Fee Data Update
Given an updated fee schedule published by any integrated payment rail When the fee calculation engine receives the update Then it refreshes its internal fee data within 5 seconds and applies the new rates to all subsequent routing computations
Rail Failure and Fallback
Given a payment rail integration that returns an error or times out When the engine encounters this failure during a payout calculation Then it automatically excludes the failed rail and selects the next lowest-fee rail without interrupting the payout flow
Transparent Fee Breakdown Display
Given a completed payout transaction When a manager or staff member views the payout details in the UI Then the system displays a breakdown showing the chosen rail, calculated fee amount, alternative rail fees for comparison, and the resulting net payout
Monthly Savings Report Generation
Given a full month of payout data When the system generates a cost-savings report Then it calculates total fees saved compared to routing through the highest-fee rails and produces the report within 60 seconds
Automated Dynamic Route Selection
"As a restaurant owner, I want the system to dynamically pick the cheapest payment route for each tip payout so that I maximize net returns without manual intervention."
Description

Develop an algorithm that automatically selects the optimal payment rail for each payout based on real-time fee calculations, historical performance data, and configurable business rules. The algorithm must adapt dynamically to changes in fee structures and service availability.

Acceptance Criteria
Real-Time Low-Fee Routing During Peak Hours
Given a payout request is initiated during peak business hours and real-time fee data is available for all payment rails When the algorithm processes the request Then it selects the rail with the lowest calculated fee and routes the payout through that rail
Historical Performance Adjustment for New Payment Rails
Given a new payment rail has been integrated and has at least ten historical transactions When evaluating routing for a payout Then the algorithm incorporates the rail’s average transaction success rate and fee history into its decision, balancing performance and cost
Business Rule Override for Preferred Rails
Given a manager has configured a business rule to prioritize a preferred payment rail for payouts over $500 When a payout exceeding $500 is processed Then the algorithm honors the rule and routes the payout through the specified preferred rail, regardless of fee differences
Handling Service Outages for Payment Providers
Given one or more payment rails report service unavailability in the real-time status feed When a payout request is processed Then the algorithm excludes unavailable rails from consideration and routes the payout through the next optimal available rail
Dynamic Adaptation to Fee Structure Changes
Given a payment rail updates its fee structure in real-time When the algorithm receives updated fee data Then it recalculates routing decisions for all pending payout requests and reroutes any impacted payouts to the new optimal rail before execution
Failover Routing Mechanism
"As a team member, I want payouts to automatically reroute if a payment rail is unavailable so that I receive my tips without interruption."
Description

Establish a failover routing mechanism that detects payment rail failures or service disruptions and seamlessly reroutes transactions to the next most cost-effective and available rail. This ensures reliable payouts and minimizes downtime or delays.

Acceptance Criteria
Primary Rail Availability Check
Given a payout request is initiated, When the system checks the primary payment rail endpoint, Then it must receive a success response within 2 seconds and proceed with routing through the primary rail.
Seamless Failover Activation
Given the primary rail fails to confirm within 2 seconds or returns an error, When the failure is detected, Then the system must automatically select and route the transaction through the next most cost-effective and available rail within 1 second of detection.
Cost-Effectiveness Validation
Given multiple available payment rails with differing fee structures, When computing the routing path, Then the system must evaluate and compare fee rates in real time and choose the rail with the lowest transaction fee.
User Notification on Failover
Given a payout is rerouted from the primary to a secondary rail, When the failover occurs, Then the user must receive an automated notification detailing the original rail failure, the fallback rail used, and any change in expected payout time.
Recovery to Primary Rail
Given the primary rail becomes operational again after a failure, When the next payout request is processed, Then the system must automatically revert to using the primary rail if it remains the most cost-effective and available option.
Custom Routing Rules Configuration
"As a manager, I want to set custom routing preferences so that payouts reflect our business priorities, like faster transactions even at slightly higher fees."
Description

Provide an interface for administrators to define custom routing rules and preferences, such as prioritizing payout speed over fees or excluding specific rails. These rules integrate with the dynamic routing algorithm to tailor optimization to business policies.

Acceptance Criteria
Admin sets speed priority
Given an admin selects 'Prioritize Speed over Fees' in the routing preferences, When a payout is processed, Then the system chooses the rail with the fastest settlement time regardless of fee differences.
Admin sets fee minimization priority
Given an admin selects 'Minimize Fees' in the routing preferences, When a payout is processed, Then the system chooses the rail with the lowest transaction fee and logs the fee savings for review.
Admin excludes specific payment rails
Given an admin marks specific rails as 'Excluded' in the custom routing rules, When the routing algorithm runs, Then the system omits the excluded rails and selects the next optimal route based on the remaining preferences.
Admin saves custom routing rules
When an admin defines or updates custom routing rules and clicks 'Save', Then the system validates inputs, persists the configuration, displays a success confirmation, and reloads the page showing the saved rules.
Admin configures conflicting routing rules
Given an admin defines conflicting rules (e.g., excludes the fastest rail but prioritizes speed), When attempting to save the configuration, Then the system displays a descriptive validation error and prevents saving until conflicts are resolved.
Historical Fee Reporting Dashboard
"As an operations director, I want to view historical fee reports and optimization metrics so that I can assess the cost savings and system performance over time."
Description

Create a reporting dashboard that displays historical fee data, routing decisions, and cost savings over time. This dashboard helps stakeholders analyze performance trends, validate optimizer effectiveness, and identify opportunities for further optimization.

Acceptance Criteria
Viewing Overall Fee Trends
Given a user selects a date range and opens the Historical Fee Reporting Dashboard, when the dashboard loads, then a line chart displays total fees for each day/week/month within the selected range, and tooltips show exact values.
Analyzing Payout Routing Decisions
Given a user navigates to the Routing Decisions section, when a particular date is selected, then a table lists each payout with original fee, chosen payment rail, alternative rails with their fees, and highlights the most cost-effective route.
Comparing Actual vs Projected Savings
Given historical fee data and optimizer projections are available, when the user switches to the 'Savings Comparison' view, then the dashboard shows actual fees paid versus projected fees without optimization for each period, and calculates total savings and percentage improvement.
Exporting Historical Fee Data
Given a user has applied filters on the dashboard, when the user clicks the 'Export CSV' button, then the system generates and downloads a CSV file containing all displayed fee records, routing decisions, and calculated savings matching the applied filters.
Applying Custom Date Filters
Given the dashboard shows historical data, when a user applies a custom date filter or predefined range (e.g., last 7 days, last month), then all charts, tables, and summary metrics update to reflect only data within the selected range, and the filter is persisted across page reloads.

PayoutTracker

Get real-time visibility into every payout’s journey—from initiation to settlement—with live status updates, push notifications, and a detailed activity log to keep you informed and in control.

Requirements

Real-time Status Updates
"As a restaurant manager, I want to see each payout’s current processing stage in real time so that I can quickly identify and address any delays or issues."
Description

Provide an always-on dashboard that displays the current processing stage of each payout, using automated polling and websocket connections to ensure data is refreshed within seconds. Integrates seamlessly with existing payout workflows to minimize manual checking and keep managers and staff informed of any changes in payout status as they occur.

Acceptance Criteria
Continuous Dashboard Refresh
Given the dashboard is open, when a payout status changes in the backend, then the dashboard reflects the new status within 5 seconds without manual refresh.
Stable WebSocket Connection
Given the user is connected via WebSocket, when network interruptions occur, then the system automatically attempts reconnection and resumes live updates within 10 seconds.
Fallback to Polling Mechanism
Given the WebSocket connection fails, when the system detects no incoming messages for 10 seconds, then it switches to polling every 5 seconds and notifies the user of degraded live update mode.
Payout Workflow Integration
Given a payout is initiated through the existing workflow, when a payout status transitions through stages Initiated, Processing, and Settled, then each stage is updated on the dashboard in real time following the defined refresh interval.
Notification of Status Change
Given a payout status change occurs, when the new status is received, then a push notification is sent to subscribed managers within 5 seconds including the payout ID and new status.
Push Notification Alerts
"As a café staff member, I want to receive push notifications for payout status changes so that I can stay informed even when I’m away from the app."
Description

Implement a configurable alert system that sends push notifications to users’ mobile devices and desktop browsers whenever a payout changes status or encounters an error. Allows users to customize notification preferences by payout type and urgency level, ensuring critical updates are delivered promptly without overwhelming users.

Acceptance Criteria
Notification Preference Configuration
Given the user navigates to the notification settings page When they select specific payout types and urgency levels for alerts and click Save Then the system stores the preferences and displays a confirmation message stating "Notification settings updated successfully"
Real-Time Status Update Alerts
Given a payout changes status When the status transition occurs in the system Then a push notification reflecting the new status is delivered to the user’s registered mobile and desktop devices within 5 seconds
Error Alert Delivery
Given a payout encounters an error during processing When the system logs the error Then a high-urgency push notification containing the error code and description is sent immediately to the user’s devices and recorded in the activity log
Urgency Level Filtering
Given the user has configured alerts for high-urgency events only When a payout update with low urgency occurs Then no push notification is sent to the user’s devices and the event is excluded from the notification log
Notification Suppression During Do Not Disturb
Given the user has enabled Do Not Disturb for a specified time window When a payout status change or error occurs during that window Then notifications are queued and not delivered until the Do Not Disturb period ends, after which all queued notifications are sent in chronological order
Detailed Activity Log
"As an accountant, I want to review a detailed activity log for each payout so that I can verify transactions and reconcile accounts accurately."
Description

Capture and display a comprehensive event history for each payout, including timestamps for initiation, approval, settlement, and any manual overrides or errors. The log should support pagination, search, and export capabilities to aid in audits and compliance reviews.

Acceptance Criteria
Viewing Payout Activity Log
Given a manager is on the Payout Details page for a specific payout When they click 'Activity Log' Then a chronological list of events is displayed showing initiation, approval, settlement, manual overrides, and errors with accurate timestamps.
Paginating Through Activity Logs
Given the activity log contains more than 20 entries When the user scrolls to the bottom or clicks 'Next' Then the next set of 20 entries loads without a full page refresh and entries remain in correct chronological order.
Searching Activity Logs
Given the user enters a search term in the activity log search box When they submit the search Then only log entries matching the term (case-insensitive, supporting partial matches) are displayed and non-matching entries are hidden.
Exporting Activity Log
Given the user clicks the 'Export' button on the activity log When the export completes Then a downloadable CSV file is provided containing all currently displayed log entries with headers for event type, timestamp, user, and details and file size under 5MB.
Real-Time Notification of Log Errors
Given a manual override error occurs during payout processing When the error is recorded in the activity log Then an in-app notification and push notification are sent within 5 seconds displaying error details and a link to the relevant payout’s activity log.
Status Filtering and Search
"As a shift supervisor, I want to filter payouts by date and status so that I can quickly locate completed or pending payouts for reporting."
Description

Add advanced filtering and full-text search capabilities to the payout tracker, enabling users to filter payouts by status, date range, amount, staff member, or custom tags. The interface should support saved filters and quick-switch presets to streamline recurring queries.

Acceptance Criteria
Filter by Payout Status
Given the Payout Tracker page is loaded When the user selects a status filter (e.g., 'Completed') Then only payouts with that status appear in the results and the result count matches the selected status
Filter by Date Range
Given the Payout Tracker page is loaded When the user sets a start and end date in the date range filter Then only payouts with initiation dates within that range are displayed and the date range is reflected in the results header
Filter by Payout Amount
Given the Payout Tracker page is loaded When the user specifies a minimum and maximum payout amount Then only payouts within that amount range are displayed and the sum of displayed payouts equals the calculated total for that range
Filter by Staff Member
Given the Payout Tracker page is loaded When the user selects a staff member from the staff filter dropdown Then only payouts associated with that staff member are displayed and each result row includes the selected staff member's name
Search by Custom Tag
Given the Payout Tracker page is loaded When the user enters a custom tag keyword in the full-text search field Then only payouts tagged with that keyword are returned and matching terms are highlighted in the results
Save Filter as Preset
Given the user has applied multiple filters When the user clicks 'Save as Preset' and provides a preset name Then the preset is saved successfully and appears in the quick-switch presets list for future selection
Dispute Resolution Workflow
"As a server, I want to flag a payout for review so that I can report discrepancies and ensure fair distribution of tips."
Description

Develop an integrated dispute resolution module that allows staff to flag and comment on specific payouts directly within the tracker. Includes an approval queue for managers, automated notifications for dispute status changes, and a summary report of resolved and unresolved disputes.

Acceptance Criteria
Flag Payout for Review
Given a staff member identifies an incorrect payout When they flag the payout Then the payout status changes to "In Dispute" and an entry is added to the dispute queue accessible by managers within 1 second
Manager Approves Dispute
Given a manager accesses the dispute queue When they approve a dispute Then the payout status updates to "Approved Dispute" and the staff reporter receives a notification within 2 minutes
Manager Rejects Dispute
Given a manager rejects a dispute When they provide a rejection reason and submit Then the staff reporter receives a notification with the reason and the payout status reverts to "Settled" within 2 minutes
Automated Dispute Notifications
Given any change in dispute status When the status changes Then all relevant stakeholders receive push notifications within 30 seconds and automated emails within 1 minute
Dispute Summary Report Generation
Given an admin requests the dispute summary report When they specify a date range Then the system generates a report showing counts and timestamps of resolved and unresolved disputes within 10 seconds

MultiCurrency Mode

Support for multiple currencies and automatic conversion at competitive rates, enabling international and cross-border staff to receive instant payouts in their preferred currency.

Requirements

Exchange Rate Integration
"As a platform administrator, I want the system to fetch and update exchange rates automatically so that tip conversions use the latest competitive rates without manual intervention."
Description

Integrate with external foreign exchange rate providers to automatically fetch and update competitive currency conversion rates for all supported currencies. The system must poll APIs at configurable intervals, validate rate accuracy, and implement fallback logic in case of provider failure. This ensures that tip conversions reflect real-time market rates and maintain reliability.

Acceptance Criteria
Scheduled Rate Fetch
Given the polling interval is configured to 5 minutes, When the scheduled job executes, Then the system must fetch the latest currency conversion rates from the primary FX provider API and store them in the database within 30 seconds without errors.
Rate Accuracy Validation
Given new rates are fetched, When the system compares the fetched rates against a secondary provider or predefined threshold, Then any deviation exceeding 2% aborts the update, triggers an alert to the operations team, and logs the discrepancy.
Fallback to Secondary Provider
Given the primary FX provider API returns an error or times out, When the failure is detected, Then the system automatically requests rates from the configured fallback provider within the same polling cycle and logs the event with timestamp and error details.
Manual Rate Update Trigger
Given an administrator initiates a manual update via the admin dashboard, When the manual trigger is executed, Then the system fetches current rates from the primary FX provider, validates them against accuracy rules, updates the stored rates, and displays a success or error message.
Alert on Provider Authentication Failure
Given the system fails to authenticate with the FX provider API due to invalid credentials, When the authentication attempt fails, Then the system logs the authentication error, sends an email notification to administrators, and switches to the fallback provider for the next scheduled fetch.
Preferred Currency Setting
"As a staff member, I want to choose my preferred payout currency so that I can receive tip earnings in the currency I use locally."
Description

Allow each staff member to select and update their preferred payout currency within their user profile. The setting must default to the account’s base currency and be changeable at any time, affecting all future tip conversions and payouts.

Acceptance Criteria
Default Currency Assignment
Given a new staff member registers an account When the account is created Then the Preferred Currency field is set to the account’s base currency by default
Update Preferred Currency in Profile
Given an existing staff member on the Profile Settings page When they select a different supported currency from the Preferred Currency dropdown and save Then the system updates their Preferred Currency setting and displays a success confirmation
Future Tip Conversion Uses Selected Currency
Given a staff member who has changed their Preferred Currency When new tips are recorded after the change Then all future tip conversions and payout calculations use the newly selected currency at the current exchange rate
Unsupported Currency Selection is Prevented
Given a staff member attempts to enter or select a currency not supported by the system When they try to save their Preferred Currency Then the system prevents the change and displays a validation error indicating the currency is unsupported
Preferred Currency Persisted Across Sessions
Given a staff member has set their Preferred Currency When they log out and log back in later Then their Preferred Currency setting remains unchanged in their user profile
Real-Time Tip Conversion Display
"As a staff member, I want to see tip amounts in my preferred currency in real time so that I can understand my earnings immediately."
Description

Display tip amounts in both the original transaction currency and the user’s preferred currency across the UI and reports. Conversions must occur in real time using the latest fetched exchange rates, providing immediate visibility of earnings in the chosen currency.

Acceptance Criteria
Dashboard Tip Overview
Given a tip is recorded in the transaction currency, when the dashboard loads, then the tip amount is displayed in both the original transaction currency and the user's preferred currency, and the conversion uses the latest exchange rate fetched within the last 5 minutes.
Individual Tip Card
Given a user views an individual tip card, when the tip card is rendered, then both the original and converted tip amounts are prominently displayed, and a tooltip shows the exact exchange rate and timestamp used for the conversion.
End-of-Shift Report
Given a user generates an end-of-shift report, when the report is opened, then all tips are listed with their original and converted amounts, and the aggregated totals for each currency match the sum of individual converted tips within a tolerance of ±0.01.
Currency Switcher
Given a user changes their preferred payout currency in settings, when they navigate back to any tip display or report, then all tip values immediately update to reflect the new preferred currency using the most recent exchange rates without requiring a page reload.
Exchange Rate Refresh
Given the system fetches updated exchange rates at scheduled intervals, when a new rate is retrieved, then all displayed converted tip amounts automatically refresh within one minute and remain consistent across all UI components.
Multi-Currency Payout Settlement
"As a finance manager, I want to process instant tip payouts in multiple currencies so that staff receive funds directly in their local currency without delay."
Description

Implement a payout engine that processes tip distributions in multiple currencies by integrating with cross-border payment providers or banking rails. The engine must handle conversion fees, remittance details, and ensure instant or near-instant local-currency settlement to recipients.

Acceptance Criteria
Staff Member Receives Tip Payout in Preferred Currency
Given a staff member selects a preferred payout currency and submits a payout request, when the payout engine processes it, then tip amounts are converted at the latest exchange rate within a 0.5% variance of the mid-market rate and credited to the recipient’s local account within 2 minutes.
Manager Reviews Multi-Currency Conversion Rates
Given a payout request in multiple currencies is displayed, when a manager views the payout details, then the system shows the exchange rate used, the timestamp of the rate retrieval, and the source payment provider for each currency conversion.
High-Volume Tip Settlement Across Multiple Currencies
Given a batch of 500 simultaneous tip payout requests in USD, EUR, GBP, and JPY, when processed, then the system initiates all conversions and settlements within 5 minutes without errors, and each converted amount falls within the agreed rate variance threshold.
Handling of Unsupported Currency Payout Requests
Given a staff member requests a payout in an unsupported currency, when the request is submitted, then the system rejects it with a clear error message indicating the currency is unsupported and lists the available payout currency options.
Accurate Deduction and Reporting of Conversion Fees
Given a multi-currency payout is processed, when the payout details are generated, then the system itemizes all conversion fees, displays the gross and net amounts in the recipient’s currency, and logs detailed fee information in the payout report.
Currency Conversion Reporting
"As a financial auditor, I want detailed conversion reports so that I can verify tip distributions, exchange rates applied, and ensure financial transparency."
Description

Generate comprehensive reports detailing original tip amounts, converted values, applied exchange rates, and any associated fees for each transaction. Reports should be exportable in common formats (e.g., CSV, PDF) and filterable by date range, location, and staff member.

Acceptance Criteria
Staff Member Date Range Report Generation
Given the manager selects a start and end date and a specific staff member, When the manager requests the currency conversion report, Then the report lists each transaction with original tip amount in local currency, converted amount, exchange rate used, and fee applied, only for that staff member within the selected date range.
Location-Based Report Filtering
Given the manager selects one or multiple locations, When generating the report, Then only transactions from the selected locations appear with original tip amounts, converted values, applied exchange rates, and fees detailed.
CSV Export Functionality
Given the manager has generated a report, When the manager clicks 'Export to CSV', Then a CSV file downloads containing all report columns (original amount, converted amount, exchange rate, fee) correctly formatted and UTF-8 encoded.
PDF Export Functionality
Given the manager has generated a report, When the manager clicks 'Export to PDF', Then a PDF file downloads containing the full report with a clear table layout, pagination, and headers matching the on-screen report.
Exchange Rate Accuracy Validation
Given any transaction, When the report is generated, Then the exchange rate displayed matches the rate at the transaction timestamp within a variance tolerance of ±0.0001.
International Compliance and Audit Logging
"As a compliance officer, I want detailed logs of all currency conversion events so that we meet regulatory requirements and can audit transactions as needed."
Description

Maintain immutable logs for every currency conversion and payout event, capturing timestamps, user IDs, exchange rates, amounts, and transaction metadata. Logs must support data retention policies and facilitate compliance with international financial regulations such as AML and KYC requirements.

Acceptance Criteria
Currency Conversion Event Logging
Given a user initiates a currency conversion, When the conversion completes, Then the system must create an immutable log entry containing transaction ID, timestamp (UTC), initiating user ID, source currency, target currency, original amount, converted amount, applied exchange rate, and associated transaction metadata within 2 seconds.
Instant Payout Event Logging
Given the system processes an instant payout, When the payout is disbursed, Then the system must log payout ID, timestamp (UTC), beneficiary user ID, currency, gross amount, net amount after fees, applied fee structure, payment method, and transaction metadata within 2 seconds.
Audit Log Export Capability
Given an admin user requests audit logs for a specified date range and optional filters (currency, user ID), When the request is submitted, Then the system must export the matching log entries in CSV or JSON format including all recorded fields, and complete the export within 30 seconds for up to 1 million records.
Log Data Retention Enforcement
Given log entries reach the end of the defined retention period (e.g., 7 years), When retention policy is evaluated, Then the system must flag these entries as archival-ready, remove them from standard query results, and ensure they are retrievable by a compliance manager for legal purposes.
Tamper-Proof Log Storage
Given any attempt to modify or delete existing log entries via API or UI, When such an operation is attempted, Then the system must reject the request with an error, leave the original log entry unchanged, and record a security alert detailing the unauthorized attempt.
Suspicious Transaction Flagging
Given a transaction meets predefined suspicious criteria (e.g., exceeding threshold, mismatched user location), When the transaction is logged, Then the system must tag the log entry with an AML/KYC alert flag, include the reason code, and automatically notify the compliance team via configured channels.

Withhold Wizard

Automatically calculates individualized tax withholdings based on each staff member’s profile—wages, filing status, allowances, and local regulations—ensuring accurate deductions from day one without requiring manual input.

Requirements

Employee Tax Profile Onboarding
"As a manager, I want to onboard each employee's tax profile so that the system can automatically apply accurate withholdings from their earnings without manual calculations."
Description

Facilitates the intake and storage of individual employee tax profiles, including wages, filing status, allowances, and local regulatory parameters. The system validates entered data, auto-populates default values when available, and integrates profiles into TipHive's database for real-time withholding calculations.

Acceptance Criteria
New Employee Profile Submission
Given the manager navigates to the employee onboarding screen, when they input all required fields and submit, then the system stores the profile and displays a success confirmation.
Default Value Auto-Population
Given a new employee has stored federal and state defaults, when filing status or allowances are unknown, then the system auto-populates missing fields with default values and allows the manager to override them.
Mandatory Field Validation
Given a manager attempts to submit an incomplete tax profile, when any required field is empty or invalid, then the system prevents submission and highlights the missing or incorrect fields with an error message.
Local Regulation Parameter Integration
Given an employee’s work location is set, when the manager inputs the employee’s address, then the system automatically applies local tax rates and parameters based on the region and displays them correctly in the profile summary.
Profile Integration into Withholding Calculations
Given a complete employee tax profile is saved, when payroll runs for the period, then the withholding calculation uses the profile data to compute correct deductions and logs the calculation details for review.
Tax Jurisdiction Lookup
"As a payroll administrator, I want the system to determine each employee's tax jurisdiction automatically so that I don't need to manually check and assign local tax rules."
Description

Automatically identifies and assigns the correct federal, state, and local tax jurisdictions to each employee based on their recorded work location and home address. This component ensures the Withhold Wizard references up-to-date tax tables and local regulations for precise withholding.

Acceptance Criteria
Assign Federal Jurisdiction for Domestic Employee
Given an employee profile with a valid US SSN When the Tax Jurisdiction Lookup runs Then the 'Federal' jurisdiction code 'FED' is assigned to the employee.
Assign State Jurisdiction for In-State Employee
Given an employee's home and work address both in State X When the lookup executes Then the employee's state jurisdiction is set to 'X' and matches the state code.
Identify Multiple Local Jurisdictions for Multi-Location Staff
Given an employee who works shifts at two different city locations within the same state When the jurisdiction lookup runs for their work schedule Then both local jurisdictions corresponding to each city are assigned to the employee's record.
Update Jurisdictions after Address Change
Given an existing employee changes their home or work address When the address update is saved Then the system automatically recalculates and updates federal, state, and local jurisdictions accordingly.
Handle Remote Employees Without Local Tax Jurisdiction
Given an employee whose home address is in a state with no local tax requirements When the lookup executes Then the system assigns 'None' for local jurisdiction and only applies federal and state jurisdictions.
Withholding Calculation Engine
"As a staff member, I want my pay stub to reflect accurate tax withholdings so that I understand how much will be deducted each pay period."
Description

Performs dynamic withholding computations using the standardized IRS formulas combined with state and local tax rules. The engine runs calculations in real time as payroll data is entered, supports multiple pay frequencies, and accounts for allowances and deductions to produce accurate individual withholding amounts.

Acceptance Criteria
Real-Time Calculation Upon Data Entry
Given payroll data is entered for a staff member, When the data is saved, Then the engine computes and displays the withholding amount within 2 seconds.
Support for Multiple Pay Frequencies
Given a staff member’s pay frequency is weekly, bi-weekly, semi-monthly, or monthly, When payroll data is processed, Then the engine applies the appropriate frequency factor and calculates the correct withholding.
Accurate Application of Allowances and Deductions
Given a staff member has registered allowances and deductions, When payroll data is processed, Then the engine subtracts allowances and deductions from taxable income before applying withholding formulas and outputs the adjusted amount.
State and Local Tax Rule Compliance
Given a staff member’s location is set to a specific state and locality, When withholding is calculated, Then the engine applies the correct state and local tax rates and exemptions alongside federal rules.
Zero Income and Negative Input Handling
Given payroll data yields zero or negative taxable wages, When the calculation runs, Then the engine returns a withholding amount of $0 and logs a validation warning without errors.
Override and Adjustment Interface
"As a manager, I want to adjust or approve withholding amounts for anomalies so that I can correct any discrepancies before payroll runs."
Description

Provides managers the ability to review, approve, or override calculated withholding amounts. Includes audit trails, reason codes for overrides, and validation to prevent data inconsistencies. Adjustments sync back to the Calculation Engine to update future withholding predictions.

Acceptance Criteria
Manager Adjusts Withholding Amount
Given the manager is on the Override Interface for an employee's pay period, When the manager enters a new withholding amount and selects a valid reason code, Then the system updates the withholding amount displayed, logs the original and adjusted values, and shows a confirmation message.
Invalid Override Reason Validation
Given the manager attempts to save an override with a reason code marked 'N/A', When they click 'Save Override', Then the system displays an error stating 'Invalid reason code' and prevents saving.
Audit Trail Recording
Given a withholding adjustment is submitted, When the adjustment is saved, Then an audit entry is created recording user ID, timestamp, original amount, adjusted amount, reason code, and pay period.
Sync Adjustment to Calculation Engine
Given an adjustment is approved, When the adjustment is saved, Then the adjustment data is sent to the Calculation Engine and the engine updates future withholding predictions accordingly.
Pending Overrides Filtering
Given multiple pending overrides exist, When the manager filters by reason code 'Tax Liability', Then only overrides with that reason code are displayed.
Withholding Amount Validation
Given the manager enters an adjusted withholding amount greater than the employee's gross wages, When they attempt to save, Then the system displays an error preventing the override.
Regulatory Update Synchronization
"As a system admin, I want tax regulation updates to be synchronized automatically so that withholding calculations remain current and compliant."
Description

Implements automated updates for federal, state, and local withholding tables by integrating with regulatory data feeds. The system alerts administrators to changes, applies updates in a sandbox environment for validation, and deploys approved updates to the production Withhold Wizard.

Acceptance Criteria
Regulatory Feed Connectivity Validation
Given valid API credentials are configured for federal, state, and local regulatory data feeds, When the scheduled synchronization runs, Then the system establishes a secure connection and retrieves the latest withholding tables without errors.
Sandbox Deployment of Updated Withholding Tables
Given new withholding tables are retrieved, When they are deployed to the sandbox environment, Then the sandbox reflects the updated tables and passes automated validation checks against sample employee profiles.
Administrator Alert and Approval Workflow
Given new withholding tables are deployed in sandbox, When changes are detected, Then the system generates an alert to administrators and requires explicit approval before production deployment.
Production Deployment of Validated Updates
Given an administrator approves the sandbox update, When deployment is initiated, Then the system applies the updates to production within the scheduled maintenance window and records the deployment in audit logs.
Fallback on Update Failure
Given an error occurs during production deployment, When the rollback routine is triggered, Then the system restores the previous withholding tables and notifies administrators with failure and rollback details.

FormForge

Generates fully compliant, customized tax forms (W-4, state equivalents, and local filings) in seconds. Staff simply review, edit if needed, and download or electronically sign, eliminating errors and paperwork hassles.

Requirements

Automated Form Generation
"As a restaurant manager, I want the system to automatically generate compliant tax forms so that I can save time and avoid manual errors."
Description

The system automatically generates fully compliant W-4, state equivalent, and local tax forms using existing employee data from TipHive profiles, ensuring adherence to all applicable regulations and minimizing manual data entry errors. Generated forms are context-aware, selecting the correct jurisdiction templates and populating fields with real-time tip and employee information, streamlining the tax form creation process.

Acceptance Criteria
Initial W-4 Form Generation for New Employee
Given a new employee without existing forms, when the manager initiates form generation, then a compliant W-4 form is generated within 5 seconds populated with the employee's personal and tip information; and no manual data entry is required.
State Tax Form Selection Based on Employee Jurisdiction
Given an employee's state jurisdiction is set in their profile, when the system generates tax forms, then the correct state tax form template is automatically selected and populated; and any state-specific fields reflect the correct regulatory requirements.
Local Filing Form Generation for Multi-Jurisdiction Employees
Given an employee works in multiple local jurisdictions, when the system generates local tax forms, then each applicable local form is generated with accurate jurisdiction details; and the forms include aggregated tip data for each jurisdiction.
Real-Time Tip Data Population in Tax Forms
Given real-time tip entries are recorded, when tax forms are generated, then the total tip amounts are accurately calculated and populated in the correct fields, matching the latest tip records without discrepancies.
Review, Edit, and Download of Generated Tax Forms
Given generated tax forms are available, when the employee or manager reviews the forms, then they can edit any field, save changes, and download or electronically sign the final forms in PDF format.
Form Preview & Editing
"As a staff member, I want to preview and edit tax forms before finalizing so that I can ensure all information is correct and complete."
Description

The application provides an interactive preview of generated forms, allowing staff to review, modify fields, and track version changes before finalizing. It highlights mandatory and optional fields, detects missing data, and supports inline editing with real-time validation, ensuring accurate and error-free forms.

Acceptance Criteria
Review Generated Form Preview
Given the staff has generated the tax form, When they open the form preview, Then all form fields including mandatory and optional fields are displayed with labels and current values.
Inline Editing of Mandatory Fields
Given a mandatory field is missing or incorrect, When the staff clicks on the field in the preview, Then the field becomes editable inline and changes update the form state immediately.
Highlight Missing Required Data
Given the form contains missing mandatory fields, When staff views the preview, Then all missing mandatory fields are highlighted in red with tooltips explaining required input.
Real-time Validation Feedback
Given staff edits a form field, When the input is invalid per tax form rules, Then an inline error message appears next to the field and prevents progression until corrected.
Version History Tracking
Given staff makes edits to the form, When they save changes, Then a new version entry is created in the version history with timestamp and user and previous versions can be restored.
Electronic Signature Integration
"As an employee, I want to electronically sign my tax forms within the system so that I can complete paperwork quickly without printing."
Description

The feature integrates with an e-signature service to allow employees and managers to electronically sign finalized tax forms directly within the TipHive interface. It supports secure authentication, maintains audit trails of signatures, and ensures legal compliance with e-signature standards, facilitating a fully digital signing workflow.

Acceptance Criteria
Employee initiates e-signature on completed W-4 form
Given an employee has reviewed the finalized W-4 form in TipHive, when the employee clicks 'Sign Electronically', then the e-signature service authentication flow is initiated, the signature is captured, timestamped, and applied to the form.
Manager signs state tax form after employee signature
Given an employee’s electronic signature is present on a state tax form, when the manager clicks 'Sign Electronically' and completes authentication, then the system records the manager’s signature with a timestamp, locks the form from edits, and notifies both parties of completion.
Audit trail verification for signed forms
Given a completed, electronically signed tax form, when an administrator downloads the audit report, then the report includes the user ID, role, timestamp, IP address, and signature verification status in an immutable log.
Unauthorized user cannot access signature workflow
Given a user without signing permissions attempts to access the electronic signature feature, when they click 'Sign Electronically', then the system denies access, logs the attempt, and displays an 'Insufficient Permissions' message.
Electronically signed forms comply with E-Sign Act standards
Given a tax form has been electronically signed by employee and manager, when compliance validation is run, then the signature meets requirements for intent, consent, attribution, and integrity, and an electronic certificate is attached to the form.
Compliance Updates & Real-Time Validation
"As a compliance officer, I want the system to update form templates and validate entries in real time so that all tax forms remain compliant with the latest regulations."
Description

The system automatically updates tax form templates and validation rules whenever federal, state, or local regulations change. It performs real-time validation on form fields to ensure all entries meet current legal standards, flagging errors or outdated information before form completion and reducing compliance risks.

Acceptance Criteria
Automatic Federal Form Template Update
Given the IRS publishes a new W-4 template When the system checks for updates hourly Then the new template is downloaded and versioned automatically And the template is available for all users within 30 minutes
Automatic State Form Template Update
Given a state tax authority updates its withholding form When the regulatory feed provides the updated template Then the system imports and publishes the updated state form within 1 hour And users can select the latest version for new filings
Real-Time Field Validation During Form Entry
Given a user enters form field data When the input deviates from current legal standards Then the system highlights the invalid field immediately And displays a specific error message guiding correction
Invalid Input Flagging and User Notification
Given a user uploads outdated data When the data fails validation against current rules Then the system prevents form submission And sends a notification listing all validation errors
Audit Logging for Template and Rule Changes
Given a template or validation rule changes When the system applies the update Then an audit log entry records timestamp, change source, and version number And the log is viewable in the compliance history report
Multi-Format Export & Bulk Download
"As an accountant, I want to download tax forms in bulk and in different formats so that I can efficiently distribute records and maintain archives."
Description

Enables users to download finalized tax forms in multiple formats (PDF, Excel, CSV) and supports bulk export of multiple forms at once. The feature integrates seamlessly with existing TipHive reporting, allowing batch processing and export customization, improving efficiency for year-end reporting and record-keeping.

Acceptance Criteria
Single Form PDF Export
Given a user has selected a finalized tax form When the user chooses 'Download as PDF' Then the system generates a PDF version of the form within 5 seconds and prompts the user to save or open the file.
Bulk Forms Excel Download
Given a user on the tax forms dashboard When the user selects multiple finalized forms and clicks 'Export Bulk' specifying Excel format Then the system generates a single Excel file containing all selected forms, preserving individual sheets per form, and initiates download within 30 seconds.
CSV Format Bulk Download
Given a user selects multiple tax forms and chooses 'Download as CSV' When format and delimiter options are configured Then the system consolidates data into CSV files, zips them if more than one, and provides a downloadable archive to the user within 30 seconds.
Custom Field Selection Export
Given a user configures which fields to include in the export When the user applies settings and downloads forms Then the exported files include only the selected fields and adhere to the chosen format (PDF/Excel/CSV).
Seamless Integration with Reporting
Given the user is viewing the year-end reports When the user opts to export associated tax forms Then the system executes the bulk export using the last used settings and delivers the files without additional configuration within 30 seconds.
User Role-Based Access Control
"As an admin, I want to assign form access permissions to different user roles so that only authorized staff can view and modify tax forms."
Description

Implements granular role-based permissions to control access to form generation, editing, signing, and export features. Managers can assign specific form-related privileges to employees, ensuring sensitive tax information is only accessible to authorized personnel and maintaining data security.

Acceptance Criteria
Manager Assigns Form Generation Permission
Given a manager is logged into the system and navigates to the user management page, when they assign the “Form Generation” privilege to an employee, then the employee should immediately see and be able to access the form generation feature without errors.
Unauthorized Employee Attempts Access Denied
Given an employee without form signing privileges, when they attempt to access or invoke the form signing feature directly via URL or UI, then the system should display a 403 Forbidden error and block access.
Manager Revokes Form Editing Permission
Given a manager has previously granted an employee the “Form Editing” privilege, when the manager revokes that permission on the user management page, then the employee’s account should no longer display or allow access to any form editing controls.
Permission Change Logged in Audit Trail
Given any change to an employee’s form-related privileges (assignment or revocation), when the change is saved, then the system should create an audit log entry capturing the manager’s identity, the affected employee, the changed permission, timestamp, and action type.
Bulk Assignment of Permissions to Multiple Employees
Given a manager selects multiple employees on the user management interface and chooses a specific form-related permission (e.g., “Export Forms”), when the manager confirms the bulk assignment, then each selected employee should immediately have that permission applied and be able to use the export feature.

Compliance Compass

Provides real-time regulatory guidance and alerts for federal, state, and local tax changes. Managers and staff receive proactive notifications when withholding rules update, keeping payroll aligned with the latest compliance requirements.

Requirements

Regulatory Data Aggregator
"As a payroll manager, I want the system to automatically fetch and standardize tax regulation updates from federal, state, and local sources so that I always have the most accurate compliance data without manual research."
Description

The system automatically collects and normalizes federal, state, and local tax regulation updates from authoritative sources in real time, ensuring TipHive has the latest regulatory data. This integration uses scheduled API ingestion, data validation, and taxonomy mapping to unify diverse regulatory formats, providing a continuous feed of compliance information. It reduces manual monitoring efforts, minimizes data discrepancies, and ensures that all downstream compliance processes operate on accurate, standardized regulation data.

Acceptance Criteria
Scheduled API Ingestion Execution
Given the ingestion scheduler is set to run daily at 02:00 UTC, when the job triggers, then API requests to all configured federal, state, and local regulatory sources complete with HTTP 200 responses within 2 minutes for each source.
Data Validation for New Regulations
Given new regulatory data is ingested, when the data arrives, then the system validates each record against the predefined schema, flags any missing or malformed fields, and logs validation errors for review.
Taxonomy Mapping Consistency
Given validated regulatory records, when mapping to the internal taxonomy, then each incoming field is correctly transformed according to mapping rules without any unmapped values or mismatches.
Real-time Alert Generation
Given a critical compliance rule update is detected, when normalized data indicates a regulatory change, then the system generates an alert to managers within 1 hour, including change summary, effective date, and source link.
Downstream Process Integration
Given normalized regulation data is stored, when downstream compliance services request data via the API, then the response returns the correct JSON payload within 500ms, matching the requested filters and without data discrepancies.
Compliance Alerts Engine
"As a restaurant manager, I want to receive immediate notifications when withholding rules change in my jurisdiction so that I can update payroll settings promptly and remain compliant."
Description

This requirement involves building a real-time alerts engine that triggers notifications when tax withholding rules change. It monitors the aggregated regulatory data feed for rule modifications, evaluates triggers against defined criteria, and pushes contextual alerts via in-app notifications, email, or SMS. The alerts engine factors in effective dates and jurisdiction scope, ensuring that managers and staff are immediately informed of changes affecting their payroll workflows, reducing compliance risk and manual oversight.

Acceptance Criteria
Tax Rule Change Detected for Multiple Jurisdictions
Given a tax rule update in the regulatory data feed affecting multiple jurisdictions, When the compliance alerts engine processes the update, Then notifications are generated for each affected jurisdiction and delivered via in-app, email, or SMS within 5 minutes.
Effective Date Handling for Upcoming Rule
Given a tax rule change with a future effective date, When the system evaluates triggers, Then no alert is sent until the effective date is within 7 days, and an alert is sent exactly at 00:00 on the effective date.
Jurisdiction-Specific Notification Filtering
Given a rule modification for state-level withholding in California, When a manager with a restaurant in New York logs in, Then no alert is generated; and when a manager in California logs in, the alert appears in-app and via configured channels.
High-Volume Regulatory Feed Spike
Given a sudden influx of 1000 rule changes within 1 hour, When the engine processes the changes, Then each valid change triggers exactly one notification, and system processes all alerts within 2 hours without performance degradation beyond 80% CPU utilization.
Alert Delivery Failure and Retry
Given a failed SMS delivery attempt due to network issues, When the engine processes the failure, Then it automatically retries delivery up to 3 times with exponential backoff, and logs the final status; and sends an email fallback if SMS fails after retries.
Jurisdiction-Specific Compliance Profiles
"As an operations manager, I want to configure compliance profiles for each café location so that payroll rules automatically align with local tax regulations without manual adjustments."
Description

Implement configurable compliance profiles that map TipHive accounts to their operating jurisdictions, automatically applying relevant tax withholding parameters. Each profile includes jurisdiction metadata, effective dates, and customizable overrides. The system validates profiles against the regulatory data aggregator to ensure correct rule assignments. This feature streamlines onboarding of new locations, prevents misconfiguration, and ensures that payroll calculations adhere to local requirements without manual intervention.

Acceptance Criteria
New Location Profile Configuration
Given an administrator creates a new compliance profile When the administrator selects a jurisdiction from the predefined list Then the system populates all relevant jurisdiction metadata including federal, state, and local tax codes and withholding parameters And the system displays the jurisdiction’s effective dates and default withholding rules
Regulatory Data Synchronization
Given nightly data imports from the regulatory data aggregator When new or updated tax rules are detected for any jurisdiction Then the system automatically updates existing compliance profiles within two hours And flags any profiles with conflicts for administrator review
Override Application Handling
Given an administrator applies custom withholding rate overrides in a compliance profile When the profile is saved Then the system retains and applies the override instead of the default rate And logs the override action with timestamp and user details in the audit history
Effective Date Enforcement
Given a compliance profile with upcoming effective dates for new rules When payroll is processed for periods before the effective date Then the system uses the old withholding parameters And when payroll spans the effective date period Then the system applies both old and new parameters correctly to portions of the period
Onboarding Workflow Validation
Given a new location is added to TipHive When an administrator assigns an initial compliance profile Then the system validates the profile against the latest regulatory data And prevents payroll processing until all mismatches are resolved and validation passes
Historical Compliance Audit Trail
"As an auditor, I want a complete, searchable history of all compliance updates and alerts so that I can verify adherence to regulatory deadlines and internal policies."
Description

The system maintains an immutable log of all compliance-related events, including regulation updates ingested, alerts generated, and profile changes. Each log entry captures the timestamp, user, affected jurisdictions, and values before and after changes. A searchable UI and exportable reports enable audit preparation and review, providing full transparency and accountability. This audit trail supports compliance audits and internal reviews by preserving a clear history of policy changes and actions taken.

Acceptance Criteria
Regulation Update Log Entry
Given the system ingests a new regulation update, When the ingestion process completes, Then a log entry is created capturing the timestamp, user “system”, affected jurisdiction(s), previous regulation version (if any), updated regulation details, and the log entry is immutable.
Alert Generation Record
Given a compliance alert is generated due to a tax rule change, When the alert is sent to users, Then the event is logged with the timestamp, user “system”, jurisdiction, old rule values, new rule values, and the log entry is visible in the audit trail UI.
User-Initiated Profile Change Entry
Given a manager updates jurisdictional withholding settings, When the changes are saved, Then the audit trail records the user ID, timestamp, affected jurisdiction(s), values before change, values after change, and prevents any modifications to that log entry.
Audit Trail Search Functionality
Given an auditor applies filters for date range and jurisdiction in the audit UI, When the search is executed, Then the system displays all matching log entries sorted by timestamp with correct details, and supports pagination.
Audit Report Export
Given a user requests an export of audit trail entries, When the export is generated, Then the system provides a downloadable CSV file containing timestamp, user, action type, affected jurisdiction(s), old values, and new values for each entry.
In-App Regulatory Guidance Assistant
"As a café manager, I want in-app guidance explaining the impact of new withholding rules so that I can make informed payroll decisions without external research."
Description

Incorporate a context-aware guidance assistant within TipHive that provides explanations of compliance rules, FAQs, and recommended actions based on current regulatory data. The assistant surfaces relevant help articles, examples, and decision trees within payroll workflows. It leverages natural language templates to clarify complex rules, reducing user confusion and support requests. This feature empowers managers and staff to understand compliance implications without leaving the platform.

Acceptance Criteria
Contextual Rule Explanation in Payroll Workflow
Given a manager is configuring payroll for a specific jurisdiction, when they click the compliance guidance icon next to a withholding field, then a context-aware explanation of current withholding rules appears, displaying relevant regulation references and examples within 5 seconds.
Proactive Alert for Withholding Rule Changes
Given a federal or state withholding rule update is released, when the manager logs into TipHive, then a prominent in-app alert banner summarizing the change and recommended next steps is displayed before they proceed to payroll tasks.
Decision Tree Navigation for Complex Scenarios
Given a user needs guidance on allocating tips across multiple roles, when they launch the decision tree assistant, then each step presents a single question and dynamically adapts based on prior answers, culminating in a compliant allocation recommendation with source citations.
In-Platform Access to Relevant Help Articles
Given a user searches the guidance assistant for a tax compliance topic, when they submit the keyword query, then a list of at least three relevant help articles with titles, brief summaries, and direct links appears, sorted by relevance.
Natural Language Query Handling
Given a user asks a free-text question about a complex regulation in the guidance assistant, when they submit the question, then the assistant returns a clear, conversational response with regulation references and usage examples within 10 seconds with at least 90% accuracy in information.

E-Sign Express

Enables secure, in-app electronic signing of all tax documents. New and seasonal employees can complete and submit required forms from any device, streamlining onboarding and reducing turnaround time.

Requirements

Digital Signature Capture
"As a new employee, I want to digitally sign my tax documents within the TipHive app so that I can complete onboarding swiftly without printing and scanning."
Description

Enables users to electronically sign tax documents within the TipHive app using a finger or stylus input, ensuring the capture of legally binding digital signatures compliant with e-signature regulations. The feature integrates seamlessly with the existing in-app document viewer and submission workflow, reducing onboarding friction by eliminating the need for printing, scanning, or mailing.

Acceptance Criteria
Mobile Signature Entry with Finger Input
Given the user opens the tax document in the TipHive app on a mobile device When they use their finger to draw their signature on the signature field Then the signature is captured accurately and displayed on the document preview
Stylus Signature Entry on Tablet
Given the user accesses the tax document on a tablet with stylus support When they sign using a stylus in the provided signature area Then the signature shows correct pressure-sensitive strokes and resolution is high quality
Document Replay and Signature Validation
Given a completed signature is captured When the user reviews the document in the in-app viewer Then the signature appears in the expected location and matches the user’s input
Signature Data Encryption and Storage
Given a user submits their signature When the signature data is sent to the backend Then the data is encrypted in transit and at rest, compliant with e-signature regulations
Signature Submission and Confirmation
Given the user has signed the document When they click submit in the in-app workflow Then the app displays a confirmation message and marks the document status as 'Signed'
Document Template Management
"As a manager, I want to upload and manage different tax document templates so that I can ensure employees sign the correct, up-to-date forms."
Description

Provides an administrative interface for uploading, editing, and versioning multiple tax document templates (e.g., W-4, W-9, state-specific forms) with dynamic field mapping to auto-populate employee data. This ensures compliance with changing tax regulations and allows managers to update templates without requiring developer intervention or app redeployment.

Acceptance Criteria
Uploading a new tax document template
- Admin user can upload a template file of allowed formats (PDF, DOCX) - System validates file type and size and rejects invalid files with a clear error message - Upon successful upload, the new template appears in the template list with version ‘v1.0’ and timestamp - Template is available for selection in the document signing workflow
Editing an existing template
- Admin user can select an existing template and open it for editing - System allows modification of template content and dynamic field mappings - Upon saving, a new version is created (incremented from previous version) - Edited template appears in the list as the latest active version
Versioning and rolling back a template
- After editing, the system stores all template versions in history - Admin user can view version history with timestamps and version numbers - Admin user can select a previous version and mark it as the active template - System sets the chosen version as current and preserves later versions for audit
Dynamic field mapping auto-populates employee data
- Admin user can map template placeholders to employee data fields from the database - When generating a document, all mapped placeholders are replaced with correct employee information - If any placeholder is unmapped, system displays a warning and prevents document generation
Template updates without developer intervention
- All template management operations (upload, edit, versioning) are performed entirely through the admin UI - No code deployment or developer support is required to apply template changes - Changes take effect immediately across the application after saving - System logs all template changes and notifies managers of successful updates
Multi-Device Compatibility
"As a seasonal employee, I want to sign documents from my smartphone so that I can complete onboarding even when I’m on the go."
Description

Ensures the E-Sign Express feature is fully responsive and optimized for desktop browsers, tablets, and smartphones across major platforms and operating systems. The UI adapts to different screen sizes and input methods, providing a consistent, performant experience for employees signing documents from any device.

Acceptance Criteria
Desktop Browser Document Signing
Given the user opens E-Sign Express in Chrome, Firefox, Safari, or Edge on a desktop at ≥1024×768 resolution, When the document loads, Then all UI elements (signature fields, text inputs, buttons) render without overlap or truncation, load within 2 seconds, and accept mouse and keyboard input for signing.
Tablet Touch Interaction
Given the user accesses E-Sign Express on an iOS or Android tablet in portrait and landscape, When interacting with the signing interface, Then touch targets are ≥44×44px, orientation changes adjust layout without horizontal scroll, and signature drawing responds correctly to finger or stylus input.
Smartphone Portrait Mode Signing
Given the user opens E-Sign Express on an iOS or Android smartphone in portrait orientation, When completing a signature field or text input, Then the document scrolls vertically to reveal fields, input fields auto-focus above the on-screen keyboard, and signature canvas scales to the device width.
Smartphone Landscape Mode Signing
Given the user opens E-Sign Express on an iOS or Android smartphone in landscape orientation, When completing signing actions, Then all interactive elements remain visible without additional scrolling, input fields reposition to avoid keyboard overlap, and signature drawing adjusts to landscape dimensions.
Low Bandwidth Document Loading
Given the user is on a network ≤1Mbps, When loading a document in E-Sign Express, Then document preview appears within 5 seconds, placeholder graphics display until full render, and all signing controls remain responsive within 200ms of user input.
Secure Document Storage
"As a compliance officer, I want signed tax documents to be securely stored so that I can be confident they are protected and meet regulatory requirements."
Description

Implements encrypted storage for all signed documents using AES-256 encryption at rest and TLS encryption in transit. Access controls are integrated with TipHive’s authentication system to ensure only authorized personnel can view or download sensitive tax documents, maintaining compliance with data protection standards.

Acceptance Criteria
Store Signed Document Upload
Given a user uploads a signed tax document in the TipHive app, when the upload completes, then the document must be encrypted at rest using AES-256 encryption and stored in the secure repository, and the user receives a confirmation notification within 5 seconds.
Secure Document Transmission
Given a signed document is transmitted from the client to the server, when the transmission begins, then the connection must use TLS 1.2 or higher, and packet capture analysis shows all data in transit is encrypted.
Authorized Personnel Document Retrieval
Given an authorized manager requests access to a signed document, when they view or download it, then access is granted only after verifying their TipHive authentication token and permission level, and the document is served over an encrypted channel.
Unauthorized Access Attempt Blocked
Given a user without proper permissions attempts to view a tax document, when the request is made, then the system must deny access, log the attempt with timestamp and user ID, and return an HTTP 403 Forbidden response.
Audit Log Generation and Review
Given any document access or modification event occurs, when the event completes, then an audit log entry is created capturing user ID, timestamp, action type, and document ID, and the log can be retrieved by an admin via a secure API query.
Audit Trail Logging
"As an auditor, I want to see a detailed log of each signing event so that I can verify the authenticity and timing of employee signatures."
Description

Maintains an immutable audit log that records every interaction with tax documents, including views, signature events, timestamps, user IDs, and IP addresses. The audit trail is searchable and exportable to support compliance audits, dispute resolution, and internal reviews.

Acceptance Criteria
Document View Logging
Given a user opens a tax document in the E-Sign Express module, When the document is loaded for viewing, Then the system must create an immutable audit log entry capturing the user ID, timestamp, IP address, document ID, and view event type.
Signature Event Recording
Given an employee completes and submits an electronic signature on a tax document, When the signature is finalized, Then the system must record an audit log entry with the user ID, timestamp, IP address, document version, signature status, and event detail.
Audit Trail Search
Given a compliance officer searches the audit trail, When they apply filters such as date range, user ID, and event type, Then the system returns all matching audit log entries within 2 seconds, displaying user ID, timestamp, IP address, document ID, and event description.
Export Audit Log
Given an admin user requests an export of the audit trail, When they select export format and filter criteria, Then the system generates and provides a downloadable CSV or JSON file within 30 seconds, containing all relevant audit entries with correct field headers.
Data Integrity Verification
Given any user attempts to modify or delete an existing audit log entry, When an unauthorized change is initiated, Then the system must prevent the action, maintain the original audit record unaltered, and log the attempted breach with user ID and timestamp.

TaxProfile Central

Features a unified dashboard where managers can view, edit, and track each employee’s tax profiles, form statuses, and withholding histories. Simplifies audits and ensures transparency throughout the payroll process.

Requirements

Unified Tax Profiles Dashboard
"As a manager, I want to see a unified view of all employee tax profiles so that I can quickly identify missing forms and withholding statuses."
Description

Provide a centralized dashboard displaying each employee’s tax profile, form statuses, withholding histories, and key metrics. The dashboard should update in real time, allow filtering and sorting by status or employee, and integrate seamlessly with existing TipHive UI design. This feature empowers managers to quickly assess compliance gaps and take corrective action, reducing manual tracking efforts and improving operational efficiency.

Acceptance Criteria
Real-Time Dashboard Data Load
Given the manager is on the Tax Profiles Dashboard, when employee tax data is updated in the backend, then the dashboard must reflect those changes within 5 seconds with 100% data accuracy.
Filter and Sort Employee Tax Profiles
Given the manager views the dashboard, when a filter or sort is applied by status or employee name, then only matching profiles appear in the correct order and the results update instantly without page reload.
Tax Form Status Update Notification
Given an employee submits or updates a tax form, when the form status changes, then the dashboard must display a visible notification badge and timestamp on the employee’s profile.
Compliance Gap Identification
Given the dashboard shows withholding histories, when any profile has missing or outdated tax forms older than 30 days, then the system flags the profile in red and lists required actions for compliance.
UI Integration Consistency
Given the dashboard integrates into the existing TipHive UI, when loaded, then it must adhere to TipHive’s brand fonts, colors, spacing, and layout guidelines with no visual discrepancies.
Tax Form Upload & Validation
"As an employee, I want to upload my tax forms directly into the system so that my tax profiles are complete and accurate."
Description

Enable employees and managers to upload tax forms (e.g., W-4, state withholding forms) directly to the system. Implement automated validation checks for required fields, signature presence, and date accuracy. Flag incomplete or invalid submissions with clear error messages and guidance for correction. This streamlines data collection, ensures form completeness, and reduces manual review time.

Acceptance Criteria
Employee Uploads a Complete W-4 Form
Given an authenticated employee navigates to the Tax Form Upload page When they upload a W-4 form with all required fields filled, a valid signature image attached, and an effective date not in the future Then the system accepts the form, updates the user's tax profile, and displays a success notification.
System Flags an Upload with Missing Required Fields
Given an employee uploads a form missing required fields When the system processes the submission Then the system rejects the upload, highlights the missing fields, and displays clear error messages guiding the user to complete them.
System Validates Signature Presence
Given an employee submits a form without a signature When the upload is validated Then the system rejects the form, displays an error 'Signature required', and prevents submission until fixed.
System Validates Effective Date Accuracy
Given an employee uploads a form with an effective date set in the future When the system validates the date field Then the system rejects the submission and shows an error 'Effective date cannot be in the future.'
Manager Edits an Employee's Uploaded Tax Form
Given a manager with appropriate permissions views an employee's uploaded form When they update a field and add a missing signature or correct the date Then the system saves the edits, logs the change with timestamp and user ID, and displays an audit confirmation.
Automated Withholding Calculator
"As a payroll administrator, I want the system to automatically calculate withholdings based on the latest tax profiles so that payroll processing is accurate and efficient."
Description

Automatically calculate federal, state, and local tax withholdings based on each employee’s tax profile and form data. The calculator must support multiple jurisdictions, exemption allowances, and supplemental rates. Provide real-time previews of withholding changes as profiles are updated. This ensures payroll accuracy, reduces manual errors, and accelerates processing time.

Acceptance Criteria
Federal Withholding Accuracy for Single Jurisdiction
Given an employee’s federal tax profile and valid W-4 form data, when the payroll is processed, then the system calculates the federal withholding amount according to the current IRS tax tables with a variance of no more than $0.01.
State and Local Withholding Accuracy
Given an employee’s state and local tax profile and valid state withholding forms, when the payroll is processed, then the system calculates the state and local withholding amounts according to each jurisdiction’s tax rates and rules with a variance of no more than $0.01.
Supplemental Rate Application
Given an employee’s supplemental wage election in their tax profile, when supplemental earnings are entered, then the system applies the specified flat supplemental withholding rate and calculates the withholding amount accurately.
Real-Time Withholding Change Preview
Given updates to an employee’s tax profile (e.g., change in exemptions or additional withholding), when the manager views the withholding preview, then the system displays updated federal, state, and local withholding amounts instantly before finalizing payroll.
Multiple Exemption Allowance Handling
Given an employee claiming multiple exemption allowances across jurisdictions, when allowances are entered into the profile, then the system correctly adjusts withholding calculations for each jurisdiction and reflects the total adjusted withholding amount.
Audit Trail & History Logging
"As a manager, I want to see a history of changes to tax profiles so that I can audit adjustments and ensure compliance."
Description

Maintain a detailed, immutable log of all changes to tax profiles, including timestamps, user IDs, and before/after values. Provide search and filter capabilities to review historical edits and form uploads. Ensure logs comply with auditing standards and can be exported for external review. This feature supports compliance, traceability, and dispute resolution.

Acceptance Criteria
Manual Tax Profile Edit Logged
Given an admin user modifies an employee's tax profile and saves changes, when the update is committed, then the system logs an immutable entry containing the timestamp, user ID, employee ID, fields changed, and before/after values.
Form Upload Event Captured
Given a manager uploads a new tax form (e.g., W-4) for an employee, when the upload completes successfully, then an audit log entry is generated including timestamp, user ID, employee ID, file name, and file version.
Search and Filter Audit Logs
Given an auditor accesses the audit trail dashboard, when they filter logs by date range, user ID, or change type, then the system displays only log entries matching the filter criteria within two seconds.
Export Audit Trail
Given a compliance officer requests an export of audit logs, when they choose export and specify format (CSV or PDF) and date range, then the system generates and downloads a file containing all matching audit entries with correct formatting and complete data.
Audit Log Immutability Verified
Given any user attempts to modify an existing audit log entry via API or UI, when the request is processed, then the system rejects the modification with an error "Audit entries are immutable", and no changes are made.
Role-Based Access Control
"As an admin, I want to assign different access levels to staff so that only authorized users can modify tax profiles."
Description

Implement fine-grained access controls to restrict which users can view, edit, or approve tax profiles and forms. Define roles such as Admin, Manager, Payroll Specialist, and Employee, each with tailored permissions. Integrate with TipHive’s existing authentication system and ensure secure handling of sensitive data.

Acceptance Criteria
Role Assignment by Admin
Given an Admin is logged in When the Admin navigates to the user management dashboard and assigns or revokes a role for a specified user Then the system updates the user’s permissions immediately and displays a success notification
Manager View of Employee Tax Profiles
Given a Manager is authenticated and has at least one direct report When the Manager selects an employee from the team list Then the system displays the employee’s tax profile, form statuses, and withholding history without error
Payroll Specialist Editing Tax Forms
Given a Payroll Specialist is logged in with edit permissions When the specialist opens an employee’s tax profile and submits changes to withholding information Then the system validates input, saves the changes, and logs the update in the audit trail
Employee Access to Personal Tax Profile
Given an Employee is authenticated When the Employee navigates to their own tax profile section Then the system displays only their personal tax form statuses and withholding details, with no access to other employees’ data
Unauthorized Access Prevention
Given a user without Manager, Admin, or Payroll Specialist role is authenticated When the user attempts to access another employee’s tax profile or edit functionality Then the system denies access and shows an authorization error message
Notifications & Reminders
"As a manager, I want to receive notifications for missing or expiring tax forms so that I can take timely action and maintain compliance."
Description

Develop an automated notification system to alert managers and employees about missing, expiring, or rejected tax forms. Support email, in-app, and SMS channels, with configurable schedules and escalation rules. Provide a notification center within the dashboard for tracking outstanding items.

Acceptance Criteria
Missing Tax Form Notification for Employee
Given an employee account with a required tax form missing for 7 days, when the daily notification schedule triggers, then the system sends an email, SMS, and in-app notification to the employee containing the form type and a secure upload link.
Expiring Tax Form Reminder for Manager
Given a tax form that will expire in 14 days, when the reminder threshold is reached, then the system sends an email and in-app notification to both the employee and their manager listing the form name, expiration date, and instructions to renew.
Rejected Tax Form Alert to Employee
Given a tax form status changes to ‘Rejected’ after review, when the update occurs, then the system immediately sends an email and SMS to the employee with the rejection reason and a link to resubmit the corrected form.
Escalation to Manager for Overdue Tax Forms
Given an employee has received three reminders for a missing form without response, when seven days have elapsed since the first reminder, then the system escalates by sending an email and in-app alert to the manager summarizing the outstanding form and reminder history.
Notification Center Dashboard Reflects Outstanding Items
Given any tax form is missing, expiring, or rejected, when the user views the notification center, then the dashboard lists each item with type, employee name, due or expiration date, and current status, updated in real time within one minute of any status change.
Tax Profile Export & Reporting
"As an accountant, I want to export tax profile data so that I can include it in financial reports and audits."
Description

Allow users to export tax profile data, withholding histories, and audit logs in CSV or PDF formats. Offer customizable report templates and filtering options by date range, employee, or status. Ensure exported data adheres to data protection policies and can be used for external audits or accounting integration.

Acceptance Criteria
Export Tax Profiles in CSV Format
Given the manager is on the Tax Profile Export page When they select 'CSV' as the export format and click the 'Export' button Then a file named 'TaxProfiles_{YYYYMMDD_HHMMSS}.csv' is downloaded containing the columns EmployeeID, FullName, TaxID, FilingStatus, and WithholdingHistory entries for all employees within the selected parameters
Export Tax Profiles in PDF Format
Given the manager is on the Tax Profile Export page When they select 'PDF' as the export format and click the 'Export' button Then a PDF document named 'TaxProfiles_{YYYYMMDD_HHMMSS}.pdf' is generated and downloaded containing the same data fields as the CSV export with proper formatting and pagination
Filter Reports by Date Range
Given the manager is on the Tax Profile Export page When they set a start date of '2025-01-01' and an end date of '2025-03-31' Then only withholding history entries and audit log records within that inclusive date range are included in the exported report
Filter Reports by Employee
Given the manager is on the Tax Profile Export page When they select a specific employee from the employee dropdown and click 'Export' Then the exported file contains tax profile data, withholding history, and audit logs only for the selected employee
Ensure Data Protection Compliance on Export
Given the manager initiates an export When the export completes Then all exported data must exclude or mask any sensitive personal information as defined by the data protection policy And an audit log entry is created recording the userID, timestamp, export format, and applied filters

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TipHive Launches Advanced Zone Builder 2.0 to Revolutionize Service Area Precision

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[Introduction] Today, TipHive is proud to unveil Zone Builder 2.0, a major upgrade to its geofencing toolkit designed specifically for independent café and restaurant teams. By empowering managers to draw and customize service zones with pinpoint accuracy, this release elevates tip-awareness capabilities and dramatically reduces false alerts. With Zone Builder 2.0, TipHive continues to lead the industry in delivering real-time, reliable tip tracking solutions. [Who, What, When, Where] TipHive, the leading platform for automated tip pooling and instant payouts, will begin rolling out Zone Builder 2.0 to all customers globally on June 18, 2025. Existing TipHive subscribers can access the update immediately via their account dashboards, while new customers can experience the feature through a free 30-day trial. [Feature Highlights] 1. Intuitive Map Interface: Managers can now draw and modify geofenced service zones on a dynamic map using simple drag-and-drop controls. Whether defining an outdoor patio, delineating separate bar and dining areas, or mapping service zones for mobile food trucks, Zone Builder 2.0 makes precision geofencing effortless. 2. AI-Powered Suggestions: Leveraging TipHive’s proprietary AI engine, the updated feature offers automated boundary proposals based on historical tip patterns and location analytics. This not only speeds up setup but also ensures zones align with real-world service hotspot data. 3. Multi-Site Management: Franchise operators and multi-location managers can maintain consistent zone configurations across cafés, restaurants, and food trucks from a unified dashboard. Bulk editing, preset templates, and version control reduce the administrative burden of managing multiple geofences. 4. Real-Time Zone Validation: Automated checks continuously monitor zone integrity, alerting managers if areas overlap incorrectly or if a zone drifts beyond specified property lines. This proactive validation eliminates false alerts and boosts reliability. [Benefits for Key Users] • Café Managers & Franchise Training Leads: Structured Stella, TipHive’s franchise training manager, says, “Zone Builder 2.0 saves me hours each week. I can replicate geofence templates across all seven of our coffee shops, ensuring every new location has the exact same tip-alert zones. The AI suggestions are uncanny—zones match our peak service areas perfectly.” • Rolling Rick, veteran food-truck owner, notes, “I’m always on the move. With Zone Builder 2.0, I map new service areas in seconds, and the tips notifications just work. No more chasing down tech support or dealing with missed tips.” • Restaurant Owners & Payroll Coordinators: Multi-site geofence controls and real-time validation reduce errors, streamline compliance, and integrate flawlessly with TipHive’s reporting tools—delivering greater operational oversight and confidence in tip accuracy. [Supporting Quotes] “Zone Builder 2.0 represents our commitment to continuous innovation,” said Jane Williams, CEO of TipHive. “By combining intuitive design with AI-driven insights, we’ve created a geofencing solution that literally draws the line on manual errors. Our customers told us they needed more precision and less setup friction, and this release delivers on both fronts.” “Our team’s ability to customize and validate service areas on the fly means fewer disputes, happier staff, and more time focused on what matters most—exceptional customer service,” added Alex Chen, Head of Product at TipHive. [Additional Information] Zone Builder 2.0 integrates seamlessly with TipHive’s existing features, including ShiftSync Alerts, TipTracker Heatmap, and Multi-Site Geofence. Managers can layer geofence definitions with schedule-based alerting and real-time heatmap analytics to pinpoint top-performing zones and optimize staff deployment. For a step-by-step guide on using Zone Builder 2.0, visit https://tiphive.com/docs/zone-builder-2 [Contact Information] Media Relations Contact: Samantha Lee, Director of Communications TipHive, Inc. Email: samantha.lee@tiphive.com Phone: +1-415-555-7890 Customer Inquiries: support@tiphive.com About TipHive: TipHive automates tip pooling and instant payouts for independent café and restaurant teams. Managers and staff track every tip in real time, eliminating manual counting and disputes. Built-in fairness and transparent reporting free up hours each month, letting teams focus on great service instead of sorting cash and settling arguments.

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TipHive Introduces AI-Powered Dynamic Weighting Engine and Bias Detector for Fairer Tip Distribution

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[Introduction] TipHive today announces the launch of two groundbreaking AI-driven features—Dynamic Weighting Engine and Bias Detector—designed to elevate fairness and transparency in tip distribution for independent cafes and restaurants. These enhancements leverage real-time metrics and advanced analytics to ensure every team member is rewarded accurately based on actual performance. [Who, What, When, Where] The new features are available immediately to all TipHive enterprise and premium subscribers worldwide as of June 18, 2025. Managers, franchise operators, and payroll coordinators can activate them with a single click in the TipHive dashboard without additional integration. No downtime or migrations are required. [Feature Details] 1. Dynamic Weighting Engine: • AI-Driven Allocation: Using machine learning algorithms, the Dynamic Weighting Engine automatically adjusts tip-split weights in real time, factoring in shift length, individual sales, customer satisfaction ratings, and footing contributions. • Customizable Parameters: Managers can fine-tune the weighting according to business priorities—emphasizing sales performance, shift duration, or service ratings—and preview outcomes with the What-If Simulator before committing. • Real-Time Adjustments: Allocations update dynamically as new data arrives, ensuring tip distributions remain fair across busy shifts, special events, and seasonal fluctuations. 2. Bias Detector: • Historical Analysis: This feature scours past tip distribution records to identify irregularities or anomalies that may indicate unconscious bias in allocations. • Proactive Alerts: When patterns deviate beyond customizable thresholds—such as a consistent under-allocation to particular staff roles—the Bias Detector sends an immediate notification to managers with detailed reports. • Actionable Insights: Integrated Equity Insights Dashboard displays fairness scores over time, allowing users to drill down into the factors driving each allocation and implement corrective actions. [Benefits for Key Stakeholders] • Café Managers & Structured Stella: As an efficiency-driven franchise training lead, Structured Stella appreciates the transparency of AI-powered allocations. "With Dynamic Weighting Engine, we’ve eliminated hours of manual split calculations and arguments over fairness. The Bias Detector’s alerts have helped us detect unintentional allocation patterns, ensuring that our team members feel valued and motivated every day." • Front-of-House and Seasonal Staff: Swift Sam, a freelance barista, states, “For someone who hops between cafés, I finally know exactly how my tips are calculated—no more guesswork. And seeing that the system flags and corrects biases gives me confidence my effort will be rewarded.” • Payroll Coordinators & Restaurant Owners: The combined reporting capabilities of both features streamline audit processes, reduce manual oversight, and ensure compliance with internal policies and labor regulations. [Supporting Quotes] “Dynamic Weighting Engine and Bias Detector set a new standard for equitable tip distribution,” said David Nguyen, Chief Technology Officer at TipHive. “Our mission is to empower every café and restaurant to foster trust and fairness among teams. These AI-powered tools transform raw data into actionable fairness insights.” “Fairness is the cornerstone of strong teams,” added Marisol Torres, Vice President of Operations. “By proactively identifying and correcting allocation biases, TipHive helps businesses build a culture of transparency and respect.” [Additional Resources] For detailed technical documentation, FAQs, and best practices, visit https://tiphive.com/docs/ai-fairness-tools [Contact Information] Media Relations Contact: Ethan Brooks, Senior PR Manager TipHive, Inc. Email: ethan.brooks@tiphive.com Phone: +1-312-555-2345 Customer Support & Sales: sales@tiphive.com | +1-800-555-9876 About TipHive: TipHive automates tip pooling and instant payouts for independent café and restaurant teams. Managers and staff track every tip in real time, eliminating manual counting and disputes. Built-in fairness and transparent reporting free up hours each month, letting teams focus on great service instead of sorting cash and settling arguments.

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TipHive Unveils InstantPay with MultiCurrency Support and FeeOptimizer for Seamless Global Payouts

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[Introduction] TipHive today announces the release of its enhanced InstantPay suite—featuring MultiCurrency Mode and FeeOptimizer—to deliver instant, cost-effective payouts to staff, regardless of location or currency preference. This industry-first combination of features empowers café and restaurant teams to access their earnings in seconds while minimizing transaction fees. [Who, What, When, Where] Starting June 18, 2025, TipHive subscribers on professional and enterprise plans can activate InstantPay enhancements from the Payout settings page. No additional hardware or external integrations are required; the update is delivered instantly via the TipHive platform. [Feature Highlights] 1. MultiCurrency Mode: • Global Currency Support: Staff can choose their preferred payout currency from over 20 options, including USD, EUR, GBP, CAD, AUD, and more. • Automated Conversion: TipHive automatically converts earnings at competitive exchange rates in real time, ensuring transparency and accuracy. • Local Wallet Integration: Users can link popular digital wallets—PayPal, Venmo, Cash App, WeChat Pay, and others—so payouts arrive directly without intermediary steps. 2. FeeOptimizer: • Smart Routing: The FeeOptimizer algorithm evaluates multiple payment rails for each payout and routes transactions through the most cost-effective channel. • Cost Savings: Early testing shows average transaction fee reductions of up to 35%, directly increasing net earnings for staff. • Fee Transparency: Detailed fee breakdowns are presented before payout confirmation, allowing users to understand every charge and optimize their preferences. 3. PayoutTracker & AutoPayout Scheduler: • Real-Time Tracking: Every payout’s journey—from initiation to settlement—is visible in the PayoutTracker dashboard, complete with push notifications and email summaries. • Scheduling Flexibility: Managers and staff can set custom payout schedules—daily, weekly, or based on earning thresholds—and let TipHive handle the rest automatically. [Benefits for Key Users] • Front-of-House Staff: Swift Sam, on the move across multiple venues, says, “MultiCurrency Mode means I get my tips in the currency I need, without hidden fees or long waiting periods. The FeeOptimizer has saved me plenty on transaction costs.” • Payroll Coordinators & Restaurant Owners: By integrating FeeOptimizer and PayoutTracker, payroll teams can reconcile tip payouts in minutes rather than hours. Owners benefit from reduced operational costs through optimized fee routing. • Seasonal Staff: New or temporary team members appreciate the simplicity of linking their preferred payout method and receiving instant, transparent payouts without manual intervention. [Supporting Quotes] “Instant access to earnings is transformative for service staff,” said Priya Desai, Chief Financial Officer at TipHive. “Combining multi-currency support with fee optimization ensures that every tip delivered via our platform maximizes value for recipients.” “Our goal is to streamline the payout experience from end to end,” added Victor Martinez, Director of Product Management. “With real-time tracking and smart scheduling, TipHive continues to remove friction and put cash flow control directly into users’ hands.” [Additional Information] Learn how to enable InstantPay enhancements: https://tiphive.com/docs/instantpay [Contact Information] Media Relations Contact: Lily Zhang, Communications Lead TipHive, Inc. Email: lily.zhang@tiphive.com Phone: +1-646-555-4321 Sales & Support: support@tiphive.com | +1-877-555-3210 About TipHive: TipHive automates tip pooling and instant payouts for independent café and restaurant teams. Managers and staff track every tip in real time, eliminating manual counting and disputes. Built-in fairness and transparent reporting free up hours each month, letting teams focus on great service instead of sorting cash and settling arguments.

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