HOA management SaaS

Neighborly

Unite Neighbors. Simplify Community Life.

Neighborly unites payments, announcements, and resident forums for volunteer HOA board members in self-managed communities. Its mobile platform automates billing reminders, broadcasts urgent updates instantly, and hosts private neighborhood discussions, reducing late payments and communication chaos while empowering leaders to build connected, transparent, and truly engaged communities with less administrative hassle.

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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 HOA to create connected, transparent communities where residents feel truly engaged, valued, and informed.
Long Term Goal: By 2028, empower 10,000 self-managed HOAs to reduce late payments by 40% and double resident engagement, setting the national standard for connected, transparent community life.
Impact: Reduces late HOA payments by 40% and cuts board members’ manual communication time by 60%, empowering self-managed communities to resolve billing disputes faster and increase homeowner satisfaction scores by 30%—freeing leaders to focus on real neighborhood engagement instead of administrative headaches.

Problem & Solution

Problem Statement: Volunteer HOA board members in self-managed communities face constant payment confusion and fragmented communication because legacy tools and generic portals lack real-time automation and secure, neighborhood-focused forums, leading to late dues, resident frustration, and leadership burnout.
Solution Overview: Neighborly unifies HOA payments and announcements in one secure mobile hub, automating billing reminders and sending instant updates to every resident. A private neighborhood forum fosters real transparency, so leaders spend less time chasing dues and answering emails—and communities stay connected and informed.

Details & Audience

Description: Neighborly centralizes HOA payments, announcements, and discussions in a secure, mobile-first platform built for self-managed communities and volunteer board members. It eliminates payment chaos, communication breakdowns, and resident frustration with automated billing reminders and real-time alerts. A private, customizable neighborhood forum fosters transparent, authentic engagement—transforming disconnected groups into thriving, informed communities.
Target Audience: Volunteer HOA board members (35-65) in self-managed communities seeking effortless payments and transparent, real-time communication.
Inspiration: One evening, I watched my parents hunched over their laptops, untangling a web of angry HOA emails about a lost payment. Confusion mounted, neighborly trust eroded, and the board felt overwhelmed. It struck me—these volunteers needed more than spreadsheets and endless threads. That tense living room scene sparked Neighborly: a simple, unified platform designed to bring order, clarity, and genuine connection back to community life.

User Personas

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

Methodical Mike

- Age 45, former project manager turned HOA secretary - Holds MBA, earns $75K annually - Manages 120-home neighborhood operations - Tech comfortable, uses productivity software daily

Background

After a 15-year corporate project management career, he moved to the suburbs and volunteered as HOA secretary. His love for structured workflows drives him to seek tools that mirror corporate efficiency.

Needs & Pain Points

Needs

1. Consolidated task tracker with automated reminders 2. Centralized deadline calendar with progress alerts 3. Clear audit trail for community actions

Pain Points

1. Tasks lost amid scattered email threads 2. Manual follow-ups drain valuable volunteer time 3. Unclear deadlines cause missed community obligations

Psychographics

- Craves organized, detail-rich processes - Motivated by task completion milestones - Prefers data-driven decision making - Values predictable, dependable systems

Channels

1. Email notifications - daily digests 2. In-app notifications - instant alerts 3. Slack integration - real-time messaging 4. Community Facebook group - member discussions 5. SMS alerts - urgent broadcasts

Friendly Finn

- Age 34, marketing consultant with networking expertise - Leads events in 150-home neighborhood association - Household income $68K, enjoys social hobbies

Background

Former event planner, he moved neighborhoods but maintained passion for local gatherings. He volunteers on HOA to connect neighbors through fun, inclusive activities.

Needs & Pain Points

Needs

1. Easy event announcement and RSVP tracking 2. Dedicated forum for brainstorming neighborhood ideas 3. Quick broadcast tools for last-minute updates

Pain Points

1. Low attendee turnout at community events 2. Difficulty consolidating RSVPs across platforms 3. Inconsistent announcement reach frustrates coordination

Psychographics

- Energized by social interaction opportunities - Thrives on community-building initiatives - Seeks positive neighborly feedback - Loves spontaneous neighborhood gatherings

Channels

1. Mobile push notifications - instant updates 2. WhatsApp group chats - informal chats 3. Community app forum - structured discussions 4. Facebook Events - public event pages 5. Instagram stories - quick visual teasers

Overwhelmed Owen

- Age 42, middle school teacher with limited HOA experience - First-time volunteer on 100-home board - Household income $55K, values community service

Background

After leading his school's parent board, he jumped into HOA work but found processes unclear. He juggles teaching and volunteer duties, craving straightforward guidance.

Needs & Pain Points

Needs

1. Clear onboarding tutorials and role guidelines 2. Stepwise checklists for common HOA tasks 3. Instant access to expert support channels

Pain Points

1. Overwhelmed by vague, unstructured procedures 2. Fear of missing compliance deadlines looms large 3. Uncertainty forces repeated manual process checks

Psychographics

- Anxious about making critical community errors - Seeks step-by-step instructions and clarity - Motivated by community approval and success

Channels

1. Tutorial videos - step-by-step guides 2. In-app chat support - quick answers 3. Help center articles - self-service learning 4. Live webinars - interactive Q&A 5. Email newsletters - best practice tips

Techie Tina

- Age 29, full-stack developer at tech startup - Lives in 50-home new development community - Personal income $85K, hobbyist coder

Background

She built a neighborhood event microservice before joining the HOA board. Her coding hobby turned into automating billing reminders and announcements.

Needs & Pain Points

Needs

1. Robust API access for custom integrations 2. Pre-built Zapier workflows for quick setups 3. Detailed developer documentation and changelogs

Pain Points

1. Rigid systems blocking deep API customization 2. Poorly documented endpoints causing integration delays 3. Lack of sandbox environment hinders testing

Psychographics

- Enthralled by cutting-edge automation possibilities - Thrives on customizing system integrations - Values open-source and developer-friendly tools

Channels

1. Developer portal - API reference 2. GitHub community - code collaborations 3. Tech Slack channel - peer support 4. Product roadmap blog - upcoming features 5. Changelog emails - update notifications

Insightful Ida

- Age 52, senior data analyst in finance - Manages 200-home community metrics monthly - Household income $95K, analytical mindset

Background

Two decades in business intelligence honed her analytical eye. She joined HOA to bring measurable improvements to community operations.

Needs & Pain Points

Needs

1. Customizable dashboards with real-time metrics 2. Exportable reports for advanced BI integration 3. Automated alerts on critical community trends

Pain Points

1. Generic reports failing to capture nuanced metrics 2. Delayed data syncs hindering timely decisions 3. Limited export formats block advanced analysis

Psychographics

- Trusts decisions backed by hard data - Driven by efficiency and measurable outcomes - Skeptical of tools lacking real-time analytics

Channels

1. In-app analytics dashboard - real-time insights 2. CSV export - raw data access 3. BI tool connectors - seamless integration 4. Monthly PDF reports - summary snapshots 5. Email alerts - trend notifications

Product Features

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

NudgeScheduler

Automatically identifies and schedules personalized payment reminders at each resident’s peak engagement times, ensuring messages arrive when they’re most likely to be seen and acted upon. This optimizes open rates and reduces manual scheduling.

Requirements

Engagement Peak Detection

"As an HOA admin, I want the system to automatically identify each resident’s peak engagement times so that reminders are sent when they’re most likely to be seen and acted upon, reducing late payments."

Description

Analyze historical resident interaction data across channels (app opens, message opens, interaction timestamps) to determine each resident’s peak engagement times. Update engagement profiles weekly to adjust for behavioral changes, ensuring reminders are sent when residents are most active and likely to respond.

Acceptance Criteria

Initial Engagement Profile Generation

Given at least four weeks of historical app opens, message opens, and interaction timestamps, when the engagement detection algorithm is executed, then each resident’s peak engagement time window (2-hour interval) is calculated and stored in their engagement profile.

Weekly Engagement Profile Update

Given new interaction data aggregated daily, when the weekly update job runs every Monday at 2 AM, then the system recalculates each resident’s peak engagement times, updates their engagement profiles, and records a summary of changes.

Reminder Scheduling at Peak Times

Given an updated engagement profile for a resident, when scheduling payment reminders, then reminders are set to be sent during the resident’s identified peak 2-hour window and the scheduled send time is verifiable in the reminder queue.

New Resident Engagement Detection

Given a resident with fewer than seven days of interaction data, when they reach three distinct interactions, then the system assigns a provisional peak engagement window based on community averages, flags the profile for review, and updates it upon reaching four weeks of data.

Engagement Data Anomaly Handling

Given interaction timestamps that deviate by more than three standard deviations from a resident’s typical activity pattern, when anomalies are detected during profile computation, then those data points are excluded from peak time calculations and logged in the anomaly report.

Dynamic Scheduling Engine

"As an HOA admin, I want reminders scheduled automatically according to residents’ personalized peak times so that I no longer need to manually set and adjust send times."

Description

Generate and manage personalized reminder schedules by assigning optimal send times based on residents’ engagement profiles. Automatically adjust schedules when new engagement data is available and interface seamlessly with the messaging queue to ensure timely dispatch.

Acceptance Criteria

First-time Personalized Reminder Scheduling

Given a new resident profile with an engagement profile available When the scheduling engine processes the profile Then a personalized reminder time is generated within the resident’s identified peak engagement window

Engagement Data-triggered Schedule Update

Given updated engagement metrics for a resident When new data is ingested by the engine Then the existing reminder schedule is automatically adjusted to reflect the most recent engagement window

Seamless Messaging Queue Dispatch

Given scheduled reminder dispatch times When the messaging queue requests the next message Then the engine provides reminder details exactly at the scheduled time without delay

Handling Incomplete Engagement Data

Given a resident lacks sufficient engagement data When scheduling a reminder Then the engine defaults to a standard send time and flags the profile for data collection

Peak Engagement Window Adherence

Given the resident’s peak engagement window is defined When generating or updating schedules Then no reminder is scheduled outside the determined window

Multi-channel Reminder Dispatch

"As a resident, I want to receive payment reminders through my preferred communication channel so that I don’t miss important notifications."

Description

Support sending reminders via in-app push notifications, SMS, and email, selecting the channel based on resident preference and channel-specific engagement peaks. Ensure fallbacks if primary channel fails and provide settings for residents to update their preferred contact method.

Acceptance Criteria

Preferred Channel Delivery at Peak Time

Given a resident has selected SMS as their preferred channel and the system identifies their peak engagement time at 7:00 PM, when a payment reminder is scheduled, then the reminder is sent via SMS exactly at 7:00 PM on the scheduled date with a delivery confirmation logged.

Fallback to Secondary Channel upon Failure

Given the primary channel (push notification) fails to deliver a scheduled reminder, when the system detects non-delivery within five minutes, then the system automatically retries sending via SMS and email in sequence, and logs the fallback event for each retry.

Resident Preference Update Confirmation

Given a resident updates their preferred contact method in settings, when the update is saved, then the system displays a confirmation message, updates the preference in the database, and uses the new channel for the next scheduled reminder.

Accurate Peak Time Identification

Given historical engagement data for a resident over the past 30 days, when the system runs the peak time analysis, then it calculates the resident’s highest open-rate hour with at least 90% data accuracy and stores the result for scheduling.

Notification Delivery Tracking Across Channels

Given a dispatch event across multiple channels, when reminders are sent, then the system records the timestamp, channel, delivery status, and open/read events in analytics, and generates a summary report showing success rates per channel.

Reminder Template Personalization

"As a resident, I want reminders to include my name and specific payment details so that I can immediately recognize the message and take action."

Description

Implement a templating engine that populates reminders with resident-specific details (name, unit number, amount due, due date) and allows tone variations based on engagement profiles. Enable admins to customize default templates and preview messages before dispatch.

Acceptance Criteria

Personalized Placeholder Population

Given a resident with profile data (name, unit number, amount due, due date) When the system generates a payment reminder Then the placeholders {{Name}}, {{UnitNumber}}, {{AmountDue}}, and {{DueDate}} are each replaced with the respective resident's details And the final message contains no unresolved placeholders.

Tone Variation Selection

Given a resident's engagement profile (low, medium, high) When a reminder is prepared Then the system applies the corresponding tone variant (e.g., friendly, formal, concise) And the message tone matches the predefined guidelines for that profile.

Template Editor Preview

Given an admin editing a reminder template When the admin requests a preview using sample resident data Then the system displays the fully populated message exactly as it will be sent And the preview reflects the selected tone variant.

Admin Default Template Customization

Given the default reminder template settings When an admin updates the template content or default tone Then the system saves the updated template without errors And the updated template loads as the default for subsequent reminders.

Dynamic Engagement-Based Template Dispatch

Given residents with distinct peak engagement times and personalized templates When scheduling reminders Then the system dispatches each reminder at the resident’s peak engagement time And uses the correct personalized template for that resident.

Delivery Analytics Dashboard

"As an HOA admin, I want to see analytics on reminder effectiveness so that I can adjust strategies and optimize schedules to further reduce late payments."

Description

Provide administrators with real-time analytics on reminder performance, including open rates, click-through rates, and completed payments. Visualize metrics by send time, channel, and resident segment to refine scheduling algorithms and improve overall engagement.

Acceptance Criteria

Dashboard Performance Overview Access

Using a valid admin account, navigating to the Delivery Analytics Dashboard displays within 3 seconds and shows overall open rates, click-through rates, and payment completion rates for the current day.

Time-Based Filtering of Metrics

When the admin selects a specific send time range (e.g., 8:00 AM–10:00 AM), the dashboard updates dynamically to display open rates, click-through rates, and payment completion percentages for reminders sent within that range.

Channel Comparison Visualization

Given the admin selects multiple channels (e.g., Email and SMS), the dashboard renders side-by-side comparative charts showing open rates, click-through rates, and payment completion rates for each selected channel.

Resident Segment Analysis

When the admin filters by a resident segment (e.g., new residents, delinquents), the dashboard presents segment-specific performance metrics, including open rate, click-through rate, and payment completion percentage for that segment.

Drill-Down to Detailed Reminder Data

Clicking on any data point in a performance chart expands a detailed view listing individual reminders with resident ID, send timestamp, channel, open status, and payment outcome within 2 seconds.

ProfilePulse

Analyzes individual payment histories and behaviors to tailor the content and frequency of nudges. By leveraging past trends, it crafts messages that resonate with each resident’s unique patterns, boosting response rates and on-time payments.

Requirements

Payment History Analyzer

"As an HOA board member, I want the system to analyze resident payment histories so that it can generate data-driven insights for targeted reminders."

Description

System ingests and processes individual resident payment histories to identify on-time rates, delays, and recurring patterns. It computes metrics and flags behaviors to inform personalized nudges, integrating seamlessly with existing billing and notification modules.

Acceptance Criteria

Historical Data Import Validation

Given resident payment records exist in external billing system When the Payment History Analyzer is executed Then all records from the past 24 months are imported into the analytics database without data loss or duplication

On-Time Payment Rate Calculation

Given 12 months of imported payment data When the system computes on-time rates Then each resident’s on-time percentage is calculated as the number of on-time payments divided by total payments with 100% accuracy

Late Payment Pattern Identification

Given a resident’s imported payment history When the system analyzes delays Then it flags any resident with three or more payments over five days late within a rolling six-month period

Recurring Payment Behavior Detection

Given ongoing payment data When new payment records are processed monthly Then the system identifies and records residents who consistently pay within a 5–10 day delay window over at least three consecutive months

Integration with Notification Module

Given flagged payment behaviors exist When the analyzer completes its run Then the system generates and sends tailored nudge triggers to the notification module within five minutes

Adaptive Nudge Scheduler

"As a resident, I want to receive payment reminders at times I’m most likely to see them so that I can pay on time."

Description

Schedules payment reminders at optimal times for each resident based on past engagement and payment behavior. It dynamically adjusts reminder frequency and timing to maximize visibility and response rates without causing notification fatigue.

Acceptance Criteria

First-Time Reminder Scheduling

Given a resident with no prior reminders, when the system processes the billing cycle, then the reminder is scheduled at the resident’s historically highest-engagement hour.

Notification Fatigue Prevention

Given a resident receiving multiple reminders, when the system analyzes reminder count within a billing cycle, then it limits reminders to a maximum of three per cycle.

Late Payer Escalation

Given a resident who consistently pays after the due date, when the system detects payment patterns of 10+ days late for three consecutive cycles, then it increases reminder frequency by 20% and flags the account for board review.

Resident Time Zone Alignment

Given residents in multiple time zones, when scheduling reminders, then reminders are sent between 8:00 AM and 8:00 PM local time for each resident.

Dynamic Frequency Adjustment

Given a resident who pays on time for three consecutive cycles, when updating the schedule, then the system reduces reminder count by one for the next cycle.

Personalized Message Composer

"As a resident, I want reminders that address me personally and reflect my payment history so that I feel understood and motivated to pay promptly."

Description

Generates customized nudge content tailored to each resident’s payment history and communication preferences. It crafts messages with appropriate tone, urgency, and personalization tokens to improve engagement and on-time payments.

Acceptance Criteria

Tone Adjustment for Early Payers

Given a resident who consistently pays before the due date, When the Personalized Message Composer generates a nudge, Then the message tone should be friendly and congratulatory, including positive reinforcement phrases like 'Thanks for staying ahead!' and no urgent call-to-action tokens.

Urgency Enhancement for Late Payments

Given a resident whose payment is overdue, When the Composer crafts a reminder, Then the message must include strong urgency indicators, highlight the number of days overdue, and include a clear payment link, phrased with polite but firm language.

Personalization Token Integration

Given resident profile data with name, unit number, and preferred salutation, When generating a message, Then the Composer inserts personalization tokens correctly in the greeting (e.g., 'Dear [FirstName]'), body, and sign-off, with no placeholder text remaining.

Language Preference Application

Given a resident who set their communication language to Spanish, When composing a nudge, Then the entire message content should be in Spanish, including tone and formatting, and reflect local date and currency formats.

Content Frequency Optimization

Given an upcoming due date within 5 days and no recent messages sent, When scheduling a reminder, Then Composer should generate at most one nudge per configured interval, preventing duplicate reminders within 7 days.

Behavioral Pattern Dashboard

"As an HOA board member, I want to view payment behavior trends and risk categories so that I can monitor engagement and adjust outreach strategies."

Description

Provides HOA board members with a visual dashboard displaying resident segments, payment trends, and risk categories. It offers filters and trend analysis tools to monitor community-wide behaviors and the effectiveness of personalized nudges.

Acceptance Criteria

Resident Segments Overview

Given a board member accesses the Behavioral Pattern Dashboard When the dashboard loads Then the system displays resident segments with correct names and counts based on payment behaviors from the last 6 months

Payment Trend Chart Visualization

Given the board member selects the payment trends view When data for the chosen date range is available Then the system renders a line chart showing monthly on-time vs. late payments and each data point matches source data within a 1% margin of error

Risk Category Filtering

Given the board member applies a risk category filter When ‘High Risk’ is selected Then only residents flagged as high risk appear in the segment list and the total count updates to reflect only those high risk residents

Trend Analysis Tool Interaction

Given the board member sets a custom date range for trend analysis When the date range is applied Then all graphs and summary metrics update to show data exclusively within the specified dates

Dashboard Performance under Load

Given a community size of 2,000+ residents When the board member loads the Behavioral Pattern Dashboard Then the dashboard fully renders all segments, charts, and filters within 3 seconds

Feedback Loop Integration

"As an HOA board member, I want to see how residents respond to reminders so that I can refine messages and scheduling for better results."

Description

Collects and analyzes resident responses to nudges, including open rates, click-throughs, and payment confirmations. It feeds this data back into the profiling engine to continuously refine personalization rules and improve future nudge effectiveness.

Acceptance Criteria

Nudge Open Rate Tracking

Given a nudge message sent to a resident, When the resident opens the message within 30 days of sending, Then the system logs the open event with resident ID and timestamp in the feedback database.

Click-Through Rate Measurement

Given a nudge message containing a payment link, When the resident clicks the link, Then the system records the click event, URL clicked, resident ID, and timestamp for profile analysis.

Payment Confirmation Logging

Given a resident completes a payment after receiving a nudge, When the payment is confirmed by the payment gateway, Then the system logs the confirmation event with payment ID, amount, resident ID, and timestamp in the profiling engine.

Profile Refinement Trigger

Given the system has collected at least five feedback events (open, click, or payment) for a resident in the past 60 days, When the threshold is reached, Then the profiling engine automatically updates the resident's nudge personalization rules based on aggregated feedback data.

Data Accuracy Validation

Given feedback events are logged from nudges, When events are processed by the profiling engine, Then the system verifies that 100% of events have matching resident IDs and valid timestamps, flagging any discrepancies for review.

EscalationFlow

Implements a tiered reminder system that escalates in urgency over time. Beginning with friendly push notifications, it progresses to SMS and email alerts, ensuring residents receive increasingly prominent prompts without overwhelming them.

Requirements

Escalation Rule Engine

"As a HOA board member, I want to define escalation tiers and timing rules so that payment reminders automatically escalate in urgency."

Description

Defines a flexible rule engine that allows administrators to specify multiple escalation tiers, thresholds, and timing intervals. The engine evaluates unpaid billing reminders against configured rules and determines which communication channel to use next based on elapsed time and previous delivery attempts. It integrates with the notification scheduler and respects channel preferences to ensure timely and context-appropriate reminders. By centralizing escalation logic, the system ensures consistency and simplifies future updates to escalation policies.

Acceptance Criteria

Configurable Escalation Tier Definition

Given an administrator defines multiple escalation tiers with specific thresholds and timing intervals, when the configuration is saved, then the system persists and displays all tiers accurately in the rule engine UI.

Time-Elapsed Rule Evaluation

Given a billing reminder remains unpaid and surpasses the defined elapsed time for a tier, when the escalation engine executes its evaluation, then it selects the correct tier based on the elapsed time and previous delivery attempts.

Notification Channel Selection

Given a resident’s channel preferences and the tier’s specified channels, when the engine chooses the next communication channel, then it respects the resident’s preferences and queues only the allowed channel.

Integration with Notification Scheduler

Given an escalation decision is made at the scheduled evaluation time, when the engine dispatches the outcome, then it creates a notification job in the scheduler with the correct channel, template, and timestamp.

Channel Preference Enforcement

Given a resident has opted out of a specified notification channel, when the escalation tier includes that channel, then the engine bypasses the opted-out channel and uses the next available channel in the configuration.

Configurable Notification Schedule

"As a HOA board member, I want to configure the intervals for each reminder tier so that they align with our community's billing schedule."

Description

Provides an interface for setting up and adjusting the timing of reminders across escalation tiers. Administrators can configure initial friendly push notification delays, follow-up SMS intervals, and final email alerts, specifying schedules in days or hours. The scheduler integrates with the Escalation Rule Engine to trigger notifications at the right times and repeats as needed. This configurability empowers communities to align reminder cadences with their unique payment cycles and sensitivity to urgency.

Acceptance Criteria

Configure Initial Push Notification Delay

Given an administrator sets an initial push notification delay of 48 hours for a billing cycle, when the billing date passes, then the system must trigger the push notification exactly 48 hours later for all residents in the community.

Update SMS Follow-Up Interval

Given an existing SMS follow-up interval of 24 hours, when the administrator updates the interval to 36 hours and saves changes, then the system must schedule all future SMS reminders to be sent 36 hours after the preceding notification.

Set Final Email Alert Schedule

Given the administrator configures the final email alert to occur 72 hours after the initial push notification, when the escalation rule engine processes the schedule, then the system must queue and send the email to all outstanding residents at the 72-hour mark.

Enable Recurring Notification Repeat

Given an administrator enables recurring notifications every 7 days until payment is received, when the scheduler runs past the first alert, then the system must send subsequent notifications at 7-day intervals until the resident’s payment status is cleared.

Validate Schedule Input Constraints

Given an administrator enters an invalid interval value (e.g., negative hours or zero days), when they attempt to save the schedule, then the system must reject the input and display a validation error explaining the acceptable range (minimum 1 hour).

Multi-Channel Notification Dispatch

"As a resident, I want to receive reminders via the most effective channel based on escalation logic so that I don't overlook payment deadlines."

Description

Manages the sequential dispatch of notifications across push, SMS, and email channels based on escalation rules. The system automatically falls back to the next channel if a previous attempt fails or goes unacknowledged, maintaining delivery order and tracking attempts. This ensures residents receive reminders on the most effective platform without manual intervention. Integration with third-party SMS gateways and email services provides reliable delivery and scalability.

Acceptance Criteria

Successful Push Dispatch

Given a resident with push notifications enabled, when a reminder is triggered, then the system sends a push notification within 30 seconds and records a "delivered" status.

SMS Fallback After Push Unacknowledged

Given a push notification is unacknowledged for 24 hours, when fallback logic executes, then the system sends an SMS within 1 hour of fallback initiation and records delivery status from the SMS gateway.

Email Escalation After SMS Unacknowledged

Given a reminder remains unacknowledged via push and SMS for 48 hours, when escalation logic runs, then the system sends an email within 30 minutes and logs dispatch and acknowledgment timestamps.

Third-Party SMS Gateway Integration

Given an SMS dispatch request, when the system calls the third-party SMS API, then it handles HTTP 200 as success, retries up to 3 times on 5xx errors, and logs each API response code.

Notification Attempt Limit Enforcement

Given a notification sequence, when channel attempts reach three per resident per reminder, then no further attempts are made on that channel and an event "MaxRetriesReached" is recorded.

Resident Channel Preference Handling

"As a resident, I want to set my notification preferences so that I receive reminders through channels I prefer."

Description

Respects individual resident communication preferences to minimize annoyance and maximize engagement. Residents can specify preferred channels and opt out of specific notification types, with settings stored in their profiles. The escalation flow considers these preferences when selecting channels, skipping disallowed channels and adjusting escalation accordingly. This personalization reduces message fatigue and improves resident satisfaction.

Acceptance Criteria

Resident with default communication preferences

Given a resident with default communication settings When the EscalationFlow triggers the first reminder Then a push notification is sent successfully to the resident’s device

Resident opted out of push notifications

Given a resident profile with push notifications disabled When the EscalationFlow initiates the first reminder Then the system selects SMS as the next allowed channel and sends the reminder via SMS

Resident only prefers email notifications

Given a resident allows only email notifications When any escalation tier triggers a reminder Then all reminders are sent exclusively via email

Resident opted out of all channels

Given a resident has disabled push, SMS, and email notifications When the EscalationFlow attempts to send a reminder Then the system logs a channel unavailability warning and marks the reminder as undeliverable

Resident changes preferences mid-escalation

Given a resident disables SMS notifications after the first reminder is sent When the EscalationFlow reaches the SMS tier Then the system skips SMS and escalates directly to email for the next reminder

Escalation Logging and Auditing

"As a HOA admin, I want detailed logs of all reminder escalations so that I can audit delivery and resolve any issues."

Description

Captures detailed logs for each escalation event, including timestamps, channels used, delivery statuses, and resident responses. The audit trail integrates with the admin dashboard, allowing HOA board members to review past reminders, identify failed deliveries, and generate compliance reports. This transparency facilitates troubleshooting, dispute resolution, and regulatory compliance. Secure storage and access controls ensure log integrity and privacy.

Acceptance Criteria

Recording a Push Notification Escalation

When a push notification reminder is sent, the system logs an event with timestamp, channel type (push), target resident ID, notification content, and delivery status; the log entry is stored in the secure audit database within 5 seconds of sending.

Auditing SMS Delivery Status

For each SMS escalation, the system records the SMS gateway ID, timestamp of dispatch, delivery receipt status (delivered, failed, pending), and error code if failed; board members can view and export these records from the admin dashboard.

Logging Email Alert Responses

When residents respond to an email reminder (reply, click link, or unsubscribe), the system captures the response type, timestamp, resident ID, and original escalation ID, and links it to the corresponding escalation log entry.

Admin Dashboard Audit Trail Review

The admin dashboard displays a searchable, filterable audit trail of all escalation events including date range, channel type, delivery status, and resident response; exporting to CSV or PDF completes within 10 seconds for up to 10,000 records.

Secure Access Control for Logs

Only users with the ‘Audit Admin’ role can view or export escalation logs; all access attempts (successful or denied) are themselves logged with timestamp, user ID, and action type; encryption at rest and in transit is enforced on all log data.

ToneTailor

Dynamically adapts the tone and style of each reminder—friendly, professional, or urgent—based on the resident’s past responses and community guidelines. This personalized tone enhances receptivity and preserves positive relationships.

Requirements

Tone Profiling Engine

"As an HOA board member, I want the system to profile each resident’s preferred tone of communication based on past responses so that reminders are more likely to be well-received and acted upon."

Description

The system must analyze each resident’s past communication history—including response times, sentiment indicators, and engagement metrics—to build a dynamic tone profile. This profile categorizes preferred communication styles (friendly, professional, urgent) and sensitivity levels for individual residents. It integrates seamlessly with the messaging database, updates profiles after each interaction, and provides a foundation for personalized tone selection in future reminders.

Acceptance Criteria

Initial Tone Profile Generation for New Residents

Given a resident has at least three past communications in the database, when the Tone Profiling Engine runs its initial analysis, then a tone profile is created with a primary category matching the sentiment observed in at least 70% of those messages.

Tone Profile Update Post-Interaction

Given a new message-response interaction is logged, when the interaction is processed by the engine within one minute, then the resident’s tone profile is updated to reflect any shift in preferred tone category and sensitivity level.

Personalized Tone Selection during Reminder Drafting

Given a board member drafts a payment reminder for a resident, when the ToneTailor feature fetches the resident’s tone profile, then it preselects the profile’s preferred tone style in the UI and displays an option to override.

Sensitivity-based Tone Restriction Enforcement

Given a resident’s sensitivity score exceeds the ‘urgent’ threshold, when the system generates an urgent reminder, then it automatically selects the next-highest-ranked tone category and logs the override decision.

Historical Communication Data Quality Check

Given the system is importing historical messages, when the data ingestion process completes, then at least 95% of communication records are successfully processed without errors and any failures are reported.

Dynamic Tone Selection

"As an HOA board member, I want the system to automatically choose the appropriate tone for each reminder so that I save time and maintain consistent communication standards."

Description

The system should automatically select the optimal tone template (friendly, professional, or urgent) for each reminder by weighing factors such as the resident’s tone profile, days overdue on payments, and community guidelines. It must integrate with the messaging engine to apply the chosen tone dynamically, ensuring consistent, context-aware communication without manual intervention.

Acceptance Criteria

Overdue Resident Tone Adaptation

Given a resident with payment overdue more than 10 days and a history of unresponsiveness, when generating a reminder, then the system selects and applies the urgent tone template as defined by community guidelines.

Consistent Tone Integration with Messaging Engine

Given the system has selected a tone template, when the messaging engine composes and sends the reminder, then the message content reflects the template’s tone and placeholders are correctly populated without errors.

Resident Tone Profile Influence

Given a resident whose past interactions show a positive response to the professional tone and current overdue days are fewer than 5, when generating a reminder, then the system selects and applies the professional tone template.

Community Guideline Overrides

Given community guidelines mandate an urgent tone for emergency announcements regardless of individual profiles, when sending an urgent broadcast update, then the system overrides resident tone preferences and applies the urgent tone template.

Fallback Tone Selection

Given insufficient or missing resident tone profile data, when generating any reminder, then the system defaults to the friendly tone template as per the fallback policy.

Community Guidelines Integration

"As a community administrator, I want to customize tone guidelines and rules so that messages align with our community’s communication standards."

Description

Provide a configurable rules engine in the admin dashboard that allows community administrators to define and update tone guidelines. Administrators can set thresholds for urgency, restrict or mandate specific terminology, and map these rules to the tone-selection process. The system must enforce these guidelines during tone selection to ensure compliance with community standards.

Acceptance Criteria

Urgency Threshold Configuration

Given an administrator accesses the rules engine, When they input an urgency threshold value between 1 and 30 days and save, Then the system stores the threshold and displays a success message, And the new threshold is applied to subsequent tone selections.

Mandatory Terminology Enforcement

Given the admin marks “Please pay” as a mandatory phrase, When generating a friendly reminder, Then the system includes “Please pay” in the reminder content even if the default tone would omit it.

Prohibited Terminology Restriction

Given the admin adds “late notice” to prohibited terms, When generating an urgent reminder, Then the system ensures “late notice” is not used in the message and provides an alternative synonym or returns a validation error.

Tone Mapping According to Guidelines

Given a resident is 10 days overdue, When the system selects a tone based on the urgency threshold and community guidelines, Then the system applies the “urgent” tone rules and includes all required terminology.

Guideline Update Propagation

Given the admin updates terminology rules, When saving changes, Then the system immediately uses the updated guidelines for any new reminder generations and logs the change with timestamp and admin user ID.

Tone Application Interface

"As an HOA board member, I want to preview and modify the tone of each reminder before sending so that I retain control over final communication."

Description

Develop UI components in both the mobile app and web admin panel to display the selected tone preview for each reminder. The interface should highlight key tone adjustments—such as wording changes and emphasis—and allow board members to override or choose alternative tone options before sending. This ensures control and transparency in communications.

Acceptance Criteria

Previewing Generated Tone Before Sending

Given a board member composes a reminder and opens the tone preview panel, when the ToneTailor engine has selected a tone, then the preview displays the reminder text with the engine’s tone adaptations (wording and emphasis) and a label indicating the tone category; loading time of preview does not exceed 2 seconds; preview content matches the tone settings in the engine.

Overriding the Suggested Tone

Given the tone preview is displayed, when the board member selects ‘Override Tone’, then a dropdown of alternative tone options appears, the board member selects a new tone, and the preview updates in real-time to reflect the chosen tone; the interface saves this selection persistently for this reminder session.

Switching to an Alternative Tone

Given multiple alternative tone options are available, when the board member clicks on another tone option, then the preview instantly updates to show the reminder text with the new tone’s wording adjustments and emphasis; the tone label updates accordingly.

Highlighting Tone Adjustments

Given the tone preview panel is active, when the board member views the preview, then all adjusted words or phrases are visually highlighted (e.g., bolded or color-coded) with tooltips explaining the change rationale; highlights disappear upon preview closure.

Saving Custom Tone Choice

Given a board member finalizes a tone override or selection, when they proceed to send the reminder, then the system applies the chosen tone to the outgoing message and logs the tone choice in the reminder history; the admin panel reflects the selected tone in the reminder record.

Feedback Loop for Tone Optimization

"As a product manager, I want the system to learn from resident responses and adjust tone recommendations so that communication effectiveness improves over time."

Description

Implement a feedback mechanism that tracks metrics like open rates, click-through rates, response times, and resident sentiment after each message. This data should feed into a continuous learning pipeline that retrains tone profiles and refines the dynamic selection algorithm, improving personalization accuracy over time.

Acceptance Criteria

Initial Feedback Data Collection

Given a tone-tailored message is sent to a resident When the resident opens the message within 24 hours and interacts with its content Then the system logs open rate, click-through rate, and response time metrics; sentiment analysis is performed on the resident’s reply; and all metrics are stored in the feedback database

Continuous Model Retraining Trigger

Given at least 100 new feedback records exist in the feedback database for the past 24 hours When the scheduled retraining job runs Then the system triggers the tone optimization pipeline with the latest metrics; validates the newly trained model achieves at least a 5% improvement in tone appropriateness over the baseline; and deploys the updated tone profile

Tone Adjustment Verification

Given a newly retrained tone model is deployed When sending an urgent payment reminder to a resident with past late payments Then the system uses the updated tone profile to generate the message; post-delivery sentiment analysis shows at least a 10% uplift in positive sentiment; and open rates improve by a minimum of 5% compared to the previous model

Dashboard Metrics Reporting

Given an HOA board member accesses the ToneTailor dashboard When selecting the feedback metrics tab Then the dashboard displays interactive charts for open rates, click-through rates, response times, and sentiment trends over the last 30 days; supports filtering by community and tone style; and matches data from the feedback database

Feedback Pipeline Error Handling

Given the feedback ingestion pipeline encounters a data processing error When a sentiment score fails to process Then the system logs the error with context; retries ingestion up to three times with exponential backoff; and sends an alert email to the system administrator if all retries fail

RewardSpark

Introduces incentive-based nudges by highlighting early-bird discounts or community perks for on-time payments. Gamifies the process to motivate timely contributions and foster a sense of community appreciation.

Requirements

Incentive Configuration Module

"As an HOA board member, I want to configure and customize early-payment incentives so that I can motivate residents to pay on time with tailored discounts or perks."

Description

A backend interface for HOA administrators to define multiple incentive rules including early-bird discounts, bonus community perks, deadlines, and tiered reward structures. This module should integrate with the payments system, allowing admins to set criteria, discount rates, applicable dates, and custom messaging. It ensures flexibility in crafting incentives and automates their application during billing cycles.

Acceptance Criteria

Early-Bird Discount Rule Configuration

Given an administrator opens the Incentive Configuration Module When they create a new early-bird discount rule specifying start date, end date, and discount rate Then the rule is saved, displayed in the rule list with correct parameters, and can be edited without data loss

Tiered Reward Structure Setup

Given an administrator adds multiple reward tiers with defined payment thresholds and associated perks When they save the tiered structure Then each tier is validated for unique thresholds and incremental order, persists in the system, and is visible in the reward rule overview

Custom Messaging Template Creation

Given an administrator accesses the messaging editor When they insert dynamic placeholders (e.g., resident name, due date, discount rate) and preview the message Then the preview displays sample values correctly, and saving the template stores the message with placeholders intact

Incentive Rule Activation and Scheduling

Given existing incentive rules with defined start and end dates When the system date reaches a rule’s start date Then the rule status changes to 'Active' and is automatically applied to upcoming billing cycles; similarly, on the end date the status changes to 'Expired' and the rule is no longer applied

Integration with Payments Processing

Given an active incentive rule and a resident invoice When the resident views or pays their bill Then the applicable discount is automatically applied to the invoice total, the payment gateway reflects the adjusted amount, and a record of the discount application is stored in the transaction history

Incentive Display on Payment Dashboard

"As a resident, I want to see available incentives directly on my payment dashboard so that I can quickly understand and take advantage of early-payment discounts."

Description

In the resident payment dashboard, display upcoming and currently available incentives prominently beside each invoice. Show countdown timers to incentive deadlines, potential savings, and perk details. Visual cues (badges, color highlights) should emphasize benefits, encouraging user engagement. This promotes transparency and immediate awareness of reward opportunities.

Acceptance Criteria

Upcoming Incentives Visibility

Given a resident views their payment dashboard with pending invoices and active incentives, When the dashboard loads, Then each invoice must display a clearly labeled incentive badge with the discount amount or perk name next to it.

Countdown Timer Accuracy

Given an invoice has an associated incentive deadline, When the dashboard is displayed and during each refresh, Then the countdown timer must show the correct remaining time in days, hours, and minutes, updating every minute.

Perk Detail Accessibility

Given a resident wants more information about an available perk, When the resident clicks or taps the incentive badge, Then a modal or expanded view must appear showing detailed perk description, eligibility criteria, and terms.

Visual Highlight Emphasis

Given invoices with active incentives and those without, When the dashboard is viewed, Then invoices with incentives must use distinct color highlights and badge icons to draw attention, and non-incentivized invoices remain in default style.

Expired Incentive Handling

Given an incentive deadline has passed, When the dashboard reloads, Then the expired incentive badge and countdown timer must be removed or greyed out, and the invoice returns to its standard display without incentive highlights.

Automated Incentive Reminder Notifications

"As a resident, I want to receive timely reminders about early-payment incentives so that I don't miss out on discounts or community perks."

Description

Implement push notifications and email reminders triggered at predefined intervals before incentive deadlines. Notifications should include personalized summaries of upcoming incentives, saving amounts, and direct links to the payment portal. The system must respect user communication preferences and adhere to configurable notification schedules to avoid spamming.

Acceptance Criteria

Early-Bird Discount Push Notification

Given a community member has enabled push notifications and has an early-bird incentive upcoming, When the predefined reminder interval is reached (e.g., 7 days before the deadline), Then the system sends a push notification containing the incentive title, discount amount, deadline, and a direct payment link.

Imminent Deadline Email Reminder

Given a community member’s payment deadline for an early-bird discount is within 24 hours and email reminders are enabled, When the system triggers the email reminder, Then the email subject and body include the personalized savings summary, amount due, deadline time, and direct link to the payment portal.

Respecting User Communication Preferences

Given a user has opted out of email reminders but has enabled push notifications, When reminder triggers occur, Then only push notifications are sent and no emails are dispatched.

Accurate Incentive Summaries

Given an early-bird incentive with a defined discount percentage and payment amount, When generating reminders, Then the notification content correctly calculates and displays the exact savings amount and updated total due.

Configurable Notification Schedule to Prevent Spamming

Given a community’s notification policy allows a maximum of two reminders per incentive, When multiple reminder intervals are reached, Then the system sends no more than the configured maximum number of reminders and logs any skipped notifications.

Direct Payment Link Functionality

Given a user taps the payment link in a notification, When the link is clicked, Then the user is directed to the secure payment portal pre-populated with incentive details and their account information.

Community Leaderboard Display

"As a resident, I want to see how I rank against neighbors for timely payments so that I feel motivated and recognized for my contributions."

Description

Present a gamified leaderboard within the community forum ranking residents by their punctuality score, incentive earnings, or community contributions. The leaderboard should refresh in real-time, display top achievers, and offer badges for milestones like first on-time payment each month. This fosters friendly competition and community engagement.

Acceptance Criteria

Real-time Leaderboard Refresh

Given a resident submits an on-time payment, when the payment is recorded, then the leaderboard updates within 5 seconds to reflect the new punctuality score.

Top Achievers Display

Given a user visits the community forum, when the leaderboard component loads, then the top 5 residents are displayed with their names, ranks, and punctuality scores.

Badge Award for First On-Time Payment

Given a resident makes their first on-time payment of the month, when the payment is confirmed, then a ‘First On-Time Payment’ badge appears next to their name on the leaderboard.

Incentive Earnings Visibility

Given a resident views the leaderboard, when their profile or another’s is selected, then the total incentive earnings are displayed alongside each user’s punctuality score.

Unauthorized Leaderboard Access

Given a non-authenticated user navigates to the leaderboard page, when access is attempted, then the user is redirected to the login screen.

Reward Redemption Tracking

"As an HOA board member, I want to view reports of redeemed incentives so that I can measure campaign success and refine future reward programs."

Description

Track and display residents' redeemed incentives, such as applied discounts or collected community perks. Provide a transaction history showing original amount, incentive applied, and final charged amount. Include admin reporting tools to monitor redemption rates and adjust incentive strategies for maximum effectiveness.

Acceptance Criteria

Redemption History Display

Given a resident has at least one redeemed incentive, When they access the Redemption History page, Then each transaction entry displays the original charge amount, the incentive applied (with name and value), and the final charged amount, and entries are ordered by date descending.

Filter Redemption Transactions

Given a resident on the Redemption History page, When they apply a filter for incentive type or date range, Then the transaction list updates to show only entries matching the selected criteria, and the filter can be cleared to return to the full list.

Admin Redemption Rate Report

Given an admin user on the reporting dashboard, When they select a date range and generate the Redemption Rate Report, Then the system displays total eligible payments, total redeemed incentives, and the redemption rate percentage, with breakdowns by incentive type.

Admin Report Export

Given an admin user viewing the Redemption Rate Report, When they click Export CSV, Then the system generates and downloads a CSV file including transaction date, resident ID, original amount, incentive type, incentive value, final amount, and redemption status.

Real-time Incentive Application Verification

Given a resident is submitting a payment with an eligible incentive, When the incentive is applied, Then the system recalculates and displays the final amount correctly before confirmation, and marks the incentive as redeemed once payment is processed.

ForecastAlert

Uses predictive analytics to forecast potential late payments before due dates. Sends proactive alerts to at-risk residents with actionable insights and tailored suggestions, enabling interventions that minimize late fees.

Requirements

Historical Data Aggregation

"As a volunteer HOA board member, I want the system to aggregate all resident payment data in one place so that the predictive model can accurately forecast late payments."

Description

Collect, normalize, and integrate residents’ historical payment records, billing schedules, and relevant demographic information into a unified data repository to support accurate predictive analytics. Ensures data consistency and completeness, reducing manual reconciliation efforts.

Acceptance Criteria

Payment Records Import

Given the source payment records for the past 12 months are available, when the import job is executed, then 100% of records are stored in the repository with no loss. Given duplicate records exist in the source, when processed, then duplicates are detected and only unique records are stored.

Billing Schedule Alignment

Given billing schedules are provided in varying formats, when the scheduler data is normalized, then all schedules conform to the repository’s standard schema with correct due dates and frequencies. When a new billing schedule entry is added, then it appears in the unified dataset within 2 minutes.

Demographic Information Merge

Given residents’ demographic files from multiple sources, when the merge process runs, then records are joined using unique resident IDs, and no unmatched records exceed 0.5% of total. When there is conflicting demographic data, then the system flags the record for manual review and applies the source-of-truth rules.

Data Quality Validation

Given the unified repository contains payment, billing, and demographic data, when the validation routine executes, then data completeness is ≥ 99% and data consistency errors are ≤ 0.1%. All validation errors are logged with timestamp and error type.

Repository Sync Confirmation

Given external updates occur, when the incremental sync runs, then new and updated records from source systems are reflected in the unified repository within 5 minutes, with no failed sync operations. Sync logs show zero critical errors.

Predictive Model Training

"As a volunteer HOA board member, I want the system to analyze past payment patterns so that I can proactively address at-risk accounts before dues are overdue."

Description

Develop and train a machine learning model using aggregated historical payment data, incorporating factors such as payment frequency, seasonality, and past delinquencies. Continuously update the model with new data to maintain accuracy over time.

Acceptance Criteria

Historical Data Aggregation Scenario

Given aggregated historical payment data from the past 24 months, When the data pipeline ingests new records, Then the dataset should include at least 95% of all payment records with no missing critical fields (resident ID, payment date, amount).

Predictive Model Training Scenario

Given the cleaned and aggregated dataset, When the training process is executed, Then the model training completes without errors within the defined resource limits and achieves at least 80% accuracy on the validation set.

Model Evaluation Scenario

Given the trained model, When evaluated on a holdout test dataset, Then the model’s precision and recall for predicting late payments both exceed 75%, and the ROC AUC score is at least 0.85.

Continuous Model Retraining Scenario

Given weekly updated payment data, When retraining is scheduled, Then the model retrains automatically, validates performance against the previous version, and logs performance metrics to the monitoring dashboard.

Prediction Output Integration Scenario

Given a trained and validated model, When predictions are generated for upcoming due dates, Then the system delivers forecast scores and confidence intervals into the user notifications service with less than 5 minutes latency.

Risk Scoring Engine

"As a volunteer HOA board member, I want to see a risk score for each resident so that I can prioritize outreach to those most likely to pay late."

Description

Implement an engine that applies the predictive model to generate a risk score for each resident, categorizing them into risk tiers. Allow configurable thresholds and weighting to fine-tune sensitivity and specificity of predictions.

Acceptance Criteria

On-Demand Risk Score Generation

Given the predictive model is loaded and a resident record is accessed, when the dashboard refreshes, then the system calculates a risk score for that resident within 2 seconds and assigns the correct risk tier based on current threshold settings.

Threshold Configuration Adjustment

Given an admin user is on the Risk Settings page, when they update the low/medium/high risk thresholds and save changes, then the new thresholds are persisted and used for all subsequent risk score classifications.

Batch Risk Scoring Execution

Given daily batch processing is scheduled at 02:00 AM, when the job runs, then all active residents receive updated risk scores and tier assignments within the batch window without failures.

Risk Tier Classification Accuracy

Given known test data with predetermined risk scores, when the engine processes this data, then each score matches the expected tier according to configured thresholds.

High-Risk Alert Trigger

Given a resident's risk score is classified as high, when the score is generated, then the system triggers a proactive alert notification to the HOA admin dashboard within 1 minute.

Proactive Alert Delivery

"As a resident, I want to receive timely reminders if I'm likely to miss a payment so that I can take action and avoid late fees."

Description

Automatically send personalized alerts via email, SMS, and in-app notifications to residents identified as at risk of late payment. Ensure alerts include due date reminders and actionable next steps, and support scheduling and escalation rules.

Acceptance Criteria

Email Notification Scheduling

Given a resident is predicted at risk of late payment within five days of the due date, when the system runs its daily prediction job, then an email alert containing the due date, outstanding amount, and a direct payment link is sent within one hour.

SMS Escalation for Unopened Email

Given an email forecast alert is sent and remains unopened after 24 hours, when the escalation rule executes, then an SMS alert with a summary of the due date and a quick-pay link is automatically sent to the resident.

In-App Notification with Actionable Steps

Given a resident opens the Neighborly mobile app and has an active forecast alert, when the notification service checks for outstanding alerts, then an in-app notification displays: 'Your HOA payment of $X is due on [date]. Tap here to pay or set a payment plan.'

Custom Notification Timing Based on Resident Preference

Given a resident has configured preferred notification time windows in their profile, when a forecast alert is triggered, then notifications are scheduled and dispatched only within those specified time windows.

Alert Logging and Audit Trail

Given any forecast alert is sent via email, SMS, or in-app channels, when the notification dispatch completes, then the system logs the timestamp, channel, resident ID, and message template ID for audit and reporting.

Actionable Insight Recommendations

"As a resident, I want the alert to include suggestions on how to make my payment conveniently so that I can easily pay on time."

Description

Include tailored suggestions within each alert—such as direct payment links, budgeting tips, and contact information for support—to empower residents to resolve potential payment issues quickly and conveniently.

Acceptance Criteria

Direct Payment Link Availability

Given an at-risk payment alert is generated, when the resident opens the alert, then a prominently displayed “Pay Now” button appears that, when clicked, directs the resident to their account’s payment page with the correct balance and invoice ID prefilled.

Budgeting Tip Relevance

Given a predicted late payment alert, when the system generates suggestions, then at least two budgeting tips are included that are tailored based on the resident’s last three months of spending patterns and HOA payment history.

Support Contact Visibility

When viewing an actionable insight alert, then the alert includes a clearly labeled section containing the HOA support email and phone number, with clickable links or tap-to-call functionality as appropriate.

CTA Response Time

Given an actionable insight alert is displayed, when the resident taps any actionable element (payment link, budgeting tip link, support contact), then the corresponding app view or dialing interface loads within one second.

Localization of Alert Content

When an at-risk payment alert is delivered to a resident, then all components of the alert (text, payment links, budgeting tips, and contact info) are presented in the resident’s preferred language as set in their profile.

GeoScope Alerts

Allows board members to define precise geofenced areas for urgent broadcasts. Alerts only reach residents within specified boundaries, ensuring relevance and reducing notification fatigue for those outside the impacted zone.

Requirements

Interactive Geofence Map Editor

"As a board member, I want to draw and shape geofenced areas on an interactive map so that I can precisely target urgent alerts to specific neighborhoods."

Description

Implement an intuitive map-based interface that allows board members to define geofenced areas by drawing shapes directly on the map. The editor should support zooming, panning, and snapping to streets, ensuring precise boundary placement. It integrates with the existing mapping framework, enabling seamless inclusion of GeoScope Alerts into the product. This functionality improves accuracy in targeting notifications and enhances user experience by simplifying geofence creation.

Acceptance Criteria

Drawing a Polygon Geofence

Given the map editor is open and polygon mode is selected, When the board member clicks on the map at three or more distinct points, Then a vertex marker appears at each click and a connecting polygon boundary is drawn linking the vertices in order.

Zoom and Pan Functionality

Given a complex community map, When the board member uses zoom controls or pinch gestures, Then the map scales smoothly between minimum and maximum zoom levels without losing interactivity; And when the board member drags the map, Then the viewport pans responsively and maintains marker accuracy.

Street Snapping Precision

Given the board member is placing vertices near roads, When a vertex is within 10 meters of a street segment, Then the vertex automatically snaps to the nearest point on the street centerline; And the snapping stabilizes once placed to prevent jitter on minor map movement.

Geofence Validation and Saving

Given the board member finishes drawing a geofence, When they click 'Save', Then the system validates the polygon is non-self-intersecting and covers at least 100 square meters; And upon passing validation, the geofence is persisted to the database and appears in the geofence list with correct coordinates.

Editing an Existing Geofence

Given an existing geofence is selected from the list, When the board member enters edit mode and drags an existing vertex or edge, Then the boundary updates in real time and maintains validity; And after editing, clicking 'Update' revalidates and saves the modified geofence.

Radius-based Geofence Drawing

"As a board member, I want to create a circular geofence by picking a center and radius so that I can quickly notify all residents within a specified distance."

Description

Provide a tool for defining circular geofences by selecting a central point and setting a radius distance. The requirement includes UI controls for adjusting the radius via input fields and sliders, as well as real-time visual feedback on the map. This ensures quick setup for common use cases such as event perimeters or construction zones, streamlining geofence creation and reducing setup time.

Acceptance Criteria

Center Point Selection via Map Tap

Given the user taps a location on the interactive map, When the tap is registered within the map bounds, Then a circular geofence with a default radius of 100 meters appears centered at the tapped coordinates.

Radius Adjustment Using Slider

Given a geofence is displayed, When the user drags the radius slider control, Then the radius value in the input field updates in real time and the circle overlay scales proportionally without visual delay.

Real-Time Geofence Visualization

Given the user modifies the center point or radius value, When the change is applied, Then the map updates the geofence overlay within 200ms and displays the updated circle with accurate dimensions and position.

Radius Input Validation for Invalid Values

Given the user enters a radius value outside the allowed range (less than 10m or greater than 5000m), When the input is submitted, Then an inline error message appears next to the radius field and the save button remains disabled.

Geofence Confirmation and Persistence

Given the user clicks the ‘Save’ button after defining the geofence, When the save operation succeeds, Then the geofence is persisted in the backend, appears in the user’s saved geofence list, and remains visible after page refresh.

Polygonal Geofence Drawing

"As a board member, I want to draw polygon-shaped geofences so that I can include irregularly shaped areas within my alerts."

Description

Enable creation of custom-shape geofences through polygon drawing tools that allow multiple vertex placement. Users can click to add, drag to adjust, and double-click to close the shape. The feature must validate self-intersecting polygons and provide concise error messages. By offering polygonal definition, this requirement addresses complex boundary needs, increasing targeting flexibility.

Acceptance Criteria

Drawing a Valid Polygonal Geofence

Given the user clicks on at least three map points to define vertices, When the user double-clicks to close the shape, Then a non-self-intersecting polygon geofence is created and displayed with a shaded area.

Preventing Self-Intersecting Polygons

Given the user is adding or dragging vertices, When a move would cause edges to cross, Then the system prevents the action and shows an error message 'Invalid polygon shape: edges cannot cross'.

Adjusting Polygon Vertices

Given an existing polygonal geofence is displayed, When the user drags a vertex to a new location, Then the vertex updates and the polygon shape recalculates in real-time without self-intersection.

Completing Polygon with Double-Click

Given the user has placed two or more vertices, When the user double-clicks on the map, Then the polygon drawing mode ends and the shape is automatically closed.

Validating Minimum Vertices for Polygon Closure

Given the user has placed fewer than three vertices, When the user double-clicks to close, Then the system displays an error 'At least three vertices are needed to form a polygon' and does not create a geofence.

Geofence Boundary Validation

"As a board member, I want the system to validate my geofence boundaries so that I am alerted if my area is too small, too large, or improperly shaped."

Description

Incorporate automated validation checks that enforce minimum and maximum area thresholds, prevent self-intersections, and ensure geofences do not exceed community boundaries. Provide inline notifications for invalid shapes and suggestions for adjustment. This validation guarantees operational integrity, prevents misconfigured alerts, and protects against accidental notification overshoot.

Acceptance Criteria

Minimum Geofence Area Enforcement

Given a user draws a geofence with an area smaller than the configured minimum threshold, when the user attempts to save the geofence, then the system displays an inline error notification indicating the geofence is too small and prevents saving.

Maximum Geofence Area Enforcement

Given a user draws a geofence with an area larger than the configured maximum threshold, when the user attempts to save the geofence, then the system displays an inline error notification indicating the geofence is too large and prevents saving.

Self-Intersecting Geofence Detection

Given a user creates a geofence that self-intersects, when the user attempts to save the geofence, then the system detects the intersection, displays an inline error notification describing the shape issue, and prevents saving.

Community Boundary Exceedance Prevention

Given a user draws a geofence that extends beyond the defined community boundaries, when the user attempts to save the geofence, then the system highlights the out-of-bounds area, displays an inline error notification indicating the geofence exceeds community limits, and prevents saving.

Inline Adjustment Suggestions for Invalid Geofences

Given a user creates an invalid geofence due to size or shape errors, when the system displays an inline error notification, then it also provides specific suggestions to adjust the geofence (e.g., increase size, simplify shape, or realign within boundaries).

Targeted Alert Delivery

"As a board member, I want urgent alerts to reach only residents inside my defined zone so that people outside the area are not disturbed unnecessarily."

Description

Implement server-side logic to filter residents based on their stored address coordinates against defined geofences. When broadcasting an urgent message, only devices within the selected area receive the notification. This optimized dispatch reduces irrelevant alerts and enhances resident engagement by ensuring only impacted members are informed.

Acceptance Criteria

Geofence Inclusion Alert Delivery

Given a defined geofence and residents with stored address coordinates, When an urgent broadcast is initiated for that geofence, Then the system filters resident records against the geofence boundary and sends notifications only to devices associated with coordinates inside the boundary.

Geofence Exclusion No Delivery

Given residents both inside and outside a defined geofence, When an urgent broadcast occurs for that geofence, Then the system ensures no notifications are delivered to devices associated with coordinates outside the boundary.

Boundary Condition Handling

Given a resident whose coordinates lie exactly on the geofence boundary, When an urgent broadcast is sent, Then the system includes that resident in the notification recipients.

Multiple Geofence Targeting

Given a broadcast targeted to multiple non-overlapping geofenced areas, When the alert is sent, Then the system aggregates recipients from all specified geofences without duplication and sends each a single notification.

Performance Under Load

Given a neighborhood with 10,000 residents and a defined geofence covering half the community, When an urgent alert is broadcast, Then the system completes filtering and dispatches notifications to all in-geofence devices within 5 seconds using no more than 70% of allocated CPU and memory resources.

Geofence CRUD Management

"As a board member, I want to manage my saved geofences so that I can reuse, update, or remove them as community boundaries change."

Description

Develop a geofence management module where users can create, read, update, and delete saved geofences. Include naming, description fields, and pagination for large lists. Integrate with user permissions to ensure only authorized board members can modify geofences. This requirement provides organization and reusability for frequently used geofence definitions.

Acceptance Criteria

Create Geofence Definition

Given an authorized board member on the geofence management page, When they click 'Create Geofence', enter a unique name, a description, define the boundary on the map interface by placing at least three points, and click 'Save', Then a new geofence is persisted in the system with the entered name, description, and coordinate data, and it appears at the top of the geofence list with a success notification.

View Geofence List with Pagination

Given that there are more than ten saved geofences and the board member is on the geofence management page, When the page loads, Then the first ten geofences sorted alphabetically by name are displayed, and pagination controls 'Next' and 'Previous' allow navigation through the complete list of geofences.

Update Existing Geofence

Given an authorized board member viewing an existing geofence in the list, When they select the geofence, modify the name, description, or map boundary points, and click 'Update', Then the system saves the updated geofence data, the list reflects the changes immediately, and a confirmation message is shown.

Delete Geofence

Given an authorized board member on the geofence list, When they click the 'Delete' icon for a geofence and confirm the deletion in the confirmation dialog, Then the geofence is removed from the list, no longer returned in subsequent reads, and the system displays a deletion success message.

Permission Restriction for Geofence Modification

Given a user without board member permissions, When they attempt to access the geofence management page or perform any create, update, or delete operation, Then the system denies access, displays an error message indicating insufficient permissions, and no unauthorized changes are made.

Real-Time Geofence Preview

"As a board member, I want to preview my geofence on the live map while composing an alert so that I can verify the target area before sending."

Description

Offer a preview mode that overlays the defined geofence on the device’s live map view, reflecting geofence boundaries in context with real-time location data. This preview should be available during alert composition, allowing users to confirm coverage before sending. The feature boosts confidence in targeting accuracy and reduces post-deployment errors.

Acceptance Criteria

Geofence Overlay Activation

Given the user has finished drawing a geofence in alert composition mode When the user selects 'Preview Geofence' Then the app displays a polygon overlay on the map representing the defined geofence with a distinct boundary color and semi-transparent fill

Real-Time Boundary Accuracy

Given the device has connected GPS and location services enabled When the user moves within the map view Then the geofence overlay remains accurately positioned relative to the real-time map coordinates and updates as the map pans or zooms

Geofence Adjustment Interaction

Given the user is in geofence preview mode When the user drags a geofence vertex or adds/removes boundary points Then the map overlay updates in real time to reflect the new geofence shape and displays an unsaved change indicator

Invalid Geofence Handling

Given the user defines a geofence with fewer than three valid points or coordinates outside allowed region When the user enters preview mode Then the application displays an error message 'Invalid geofence definition' and does not display any overlay

Preview Mode Lifecycle

Given the user is viewing the geofence preview When the user taps 'Exit Preview' Then the map overlay is removed and the application returns to alert composition state without saving changes unless explicitly confirmed

LockPulse Beacon

Sends high-visibility lock-screen notifications with customizable visual and haptic cues. Breaks through silent or do-not-disturb modes for critical updates, guaranteeing residents see urgent warnings immediately.

Requirements

Visual Cue Customization

"As an HOA board member, I want to customize the visual appearance of urgent lock-screen notifications so that they align with my community’s branding and effectively catch residents’ attention."

Description

Allow administrators to define and tailor the visual appearance of lock-screen notifications by uploading custom icons, selecting color schemes, and adjusting layout parameters. The system must include an intuitive interface within the Neighborly admin console to preview and apply these visual settings. This requirement ensures brand consistency, enhances recognition, and maximizes the visibility of urgent alerts by aligning notification styling with the community’s identity.

Acceptance Criteria

Access Visual Settings Interface

Given the administrator is logged into the Neighborly admin console and has selected the LockPulse Beacon feature, When they navigate to the Visual Cue Customization section, Then the interface loads within 2 seconds displaying options for icon upload, color scheme selection, and layout adjustments without any console errors.

Upload Custom Icon Successfully

Given the administrator is on the Visual Cue Customization page, When they upload a PNG or SVG icon file under 1MB, Then the system accepts the file, displays a thumbnail preview, and persists the icon selection after saving.

Select and Persist Color Scheme

Given the administrator is customizing visual cues, When they choose colors for background, text, and accent via the color picker or hex input, Then the selected colors are validated for contrast ratio ≥4.5:1, previewed in real time, and saved to the community’s settings.

Adjust and Save Layout Parameters

Given the administrator adjusts layout parameters (icon size, padding, alignment), When they apply changes, Then the live preview updates accordingly and the system saves the parameters so that notifications render consistently across Android and iOS lock screens.

Preview and Apply Visual Settings

Given the administrator has configured icons, colors, and layout, When they click Preview and then Save Settings, Then a simulated lock-screen notification is displayed reflecting all chosen visual cues, and the settings are applied to subsequent real notifications without requiring a page refresh.

Haptic Pattern Selector

"As an HOA board member, I want to choose distinct vibration patterns for emergency and routine alerts so that residents can immediately recognize the urgency of notifications without looking at their screens."

Description

Provide a library of predefined and customizable haptic feedback patterns for both Android and iOS devices. Integrate with native vibration APIs to deliver distinct tactile cues for various alert categories (e.g., safety warnings, payment reminders). The interface should allow board members to test and assign patterns to specific notification types, ensuring residents can differentiate critical updates through touch alone.

Acceptance Criteria

Assign Predefined Pattern to Alert Type

Given a board member selects a predefined haptic pattern and assigns it to a notification type, when they save the assignment, then the system stores the mapping and displays a confirmation message.

Create and Preview Custom Haptic Pattern

Given a board member defines at least three vibration segments in the custom builder, when they tap preview, then the device reproduces the exact sequence with correct durations and intensities.

Test Pattern Across Android and iOS

Given patterns are assigned to notification types, when a test notification is triggered on both Android and iOS devices, then each device vibrates according to its assigned pattern without errors.

Differentiate Alerts by Haptic Patterns

Given two different notification types have distinct patterns assigned, when both notifications arrive in succession, then the user perceives clearly different vibration sequences.

Persist Pattern Settings After App Restart

Given pattern assignments have been configured, when the app is closed and reopened, then all assignments remain intact and match the previous settings.

Do-Not-Disturb Override Logic

"As a resident, I want urgent HOA notifications to override my phone’s silent or Do-Not-Disturb settings so that I never miss critical safety or maintenance alerts."

Description

Implement platform-specific logic and permission flows to allow lock-screen notifications to bypass silent and Do-Not-Disturb modes on both iOS and Android. Ensure compliance with each OS’s guidelines by prompting users for necessary permissions during app setup. Include fallback handling and user education prompts to maintain transparency and respect user preferences while guaranteeing critical alerts are always delivered.

Acceptance Criteria

First-Time Permission Request on iOS

Given an iOS device with Do-Not-Disturb enabled When the app is launched for the first time Then the system critical alerts permission prompt appears exactly once And if the user grants permission the app stores the critical alert entitlement flag And if the user denies permission the app displays an in-app explanation dialog

First-Time Permission Request on Android

Given an Android device When the app is installed and opened Then the app launches a system request for Do-Not-Disturb access And if the user grants access the override toggle in settings is enabled by default And if the user denies access the app shows fallback instructions

User Revisits Notification Settings

Given a user who previously denied override permissions When the user navigates to app notification settings Then the option to re-request Do-Not-Disturb override is visible And tapping it reopens the system permission flow

Fallback Logging on Denial

Given any override permission denial event When the user responds to the system prompt Then the app writes a timestamped record to the local log and increments a denial counter

Critical Alert Delivery Verification

Given that override permission is granted When a LockPulse Beacon critical notification is triggered And the device is in silent or Do-Not-Disturb mode Then the notification appears on the lock screen with the specified visual and haptic cues

Notification Scheduling and Throttling

"As an HOA board member, I want to schedule and throttle notifications so that residents receive urgent updates promptly without being overwhelmed by excessive alerts."

Description

Introduce scheduling controls and rate-limiting rules to govern when and how frequently lock-screen notifications are sent. Enable board members to define quiet hours, set maximum alert frequency per hour, and configure priority tiers to prevent notification fatigue. The system should automatically adjust delivery timing based on these rules while still escalating high-priority alerts immediately.

Acceptance Criteria

Quiet Hours Enforcement

Given the board member sets quiet hours from 10:00 PM to 7:00 AM When a standard-priority notification is triggered at 11:15 PM Then the system delays delivery until 7:00 AM the next day

Hourly Throttling of Notifications

Given the maximum alert frequency is configured to 5 notifications per hour When 6 notifications are queued within a single hour Then only the first 5 are delivered immediately and the 6th is postponed to the next hourly window

Priority-Based Immediate Escalation

Given a high-priority alert is generated during quiet hours When the alert is classified as ‘Critical’ Then the system bypasses quiet hours and throttling rules and delivers the notification immediately with high-visibility cues

User-Defined Scheduling Overrides

Given a board member schedules a specific alert delivery at 8:30 AM outside of quiet hours When that time arrives Then the system sends the notification exactly at 8:30 AM regardless of hourly throttle settings

Default Fallback Scheduling

Given no custom schedule or throttle rules are configured When a notification is triggered Then the system applies the default setting of maximum 3 notifications per hour and no quiet hours

Delivery Confirmation and Analytics

"As an HOA board member, I want to view delivery and engagement metrics for urgent notifications so that I can confirm residents have received and acted on critical alerts."

Description

Track delivery status and user engagement for all lock-screen notifications, recording timestamps for send, delivery, open, and acknowledgment events. Provide a dashboard within Neighborly for board members to view real-time delivery metrics, trends, and fallback reports for undelivered messages. Offer exportable analytics to help measure reach and effectiveness of critical alerts.

Acceptance Criteria

Successful Notification Delivery Tracking

Given a lock-screen notification is sent, when the notification reaches the recipient's device, then the system records the delivery timestamp in the database within 5 seconds of delivery.

User Engagement Event Recording

Given a sent notification, when a user opens or acknowledges it, then the system logs the open and acknowledgment timestamps with correct user ID and notification ID in the analytics data.

Fallback Reporting for Undelivered Messages

Given a notification fails to deliver due to network issues or device settings, then the system flags the message as undelivered and generates a fallback report entry within 1 minute of the failed delivery attempt.

Dashboard Analytics View

Given board members access the analytics dashboard, when real-time data is available, then delivery, open, acknowledgment, and failure metrics display correctly and update within 10 seconds of new events.

Exportable Analytics Generation

Given board members request an export, when they select a date range, then the system generates a CSV report including all send, delivery, open, and acknowledgment events for that range and completes the download within 15 seconds.

Escalation Ladder

Automates alert severity levels over time—starting with a subtle notification and progressing to full-screen alerts, SMS, and email if unacknowledged. Ensures escalating visibility for time-sensitive emergencies without overwhelming users at once.

Requirements

Notification Sequence Manager

"As a volunteer HOA board member, I want to configure escalation sequences for urgent notifications so that alerts automatically progress through severity levels without manual intervention."

Description

A configurable engine that defines and manages the escalation steps for time-sensitive alerts. It allows administrators to set escalation intervals, sequence order, fallback logic, and channel preferences. The manager ensures that alerts progress automatically through defined severity levels if unacknowledged, integrates with the acknowledgment tracking system, and logs each escalation action for audit and reporting.

Acceptance Criteria

Configuring Escalation Intervals

Given an administrator inputs escalation intervals for a notification sequence, when the sequence is saved, then each interval is validated and stored correctly in minutes.

Unacknowledged Alert Escalation to Full-Screen

Given a subtle notification is sent and not acknowledged for the configured interval, when the next interval elapses, then a full-screen alert is automatically dispatched to the target user.

SMS Fallback Mechanism

Given a full-screen alert remains unacknowledged for its interval, when the next escalation trigger occurs, then an SMS message is sent via the configured provider within two minutes.

Email Escalation Logging

Given an email escalation is triggered, when the email is sent, then an audit log entry is created capturing timestamp, channel type, recipient ID, and alert sequence step.

Sequence Order Update

Given an administrator reorders the escalation steps, when the update is saved, then the new sequence order is persisted and applied immediately to subsequent notifications.

Subtle In-App Notification

"As a resident, I want initial notifications to appear subtly in the app so that I receive heads-up alerts without being disrupted."

Description

An initial alert delivery method that displays non-intrusive in-app banners or toast messages within the Neighborly mobile interface. These notifications appear at the top or bottom of the screen without interrupting the user’s current task, include summary text and a tap-to-view details action, and log delivery timestamps for escalation tracking.

Acceptance Criteria

Display In-App Banner During Active Session

Given a time-sensitive alert is generated, when the user is actively using any app screen, then a non-intrusive banner appears at the top within 2 seconds displaying summary text and a tap-to-view action.

Toast Message Appears at Bottom of Screen

Given a minor alert is triggered during content viewing, when the notification is delivered, then a toast message appears at the bottom for 5 seconds with summary text and tap-to-view action without blocking user interaction.

Tap-to-View Redirects to Alert Details

Given a user taps the banner or toast message, when the tap is registered, then the app navigates to the detailed alert view within 1 second displaying full alert content.

Delivery Timestamp Logging

Given a subtle notification is sent, when the system delivers the banner or toast, then the delivery timestamp is logged in the backend with the correct alert ID and user ID.

No Task Interruption During Notification

Given a notification appears while the user performs an action (e.g., typing or scrolling), when the notification is displayed, then it does not block input, pause media, or interrupt the current task.

Full-Screen Alert Trigger

"As a resident, I want critical notifications to display full-screen if I don’t respond to subtler alerts so that I cannot miss urgent community messages."

Description

A high-visibility alert mode that takes over the entire screen when an alert remains unacknowledged after the defined interval. It presents detailed information, a clear acknowledgment button, and optional countdown timer visuals. The trigger integrates with device settings to override Do Not Disturb rules for emergencies.

Acceptance Criteria

Unacknowledged Alert After Interval

Given a high-priority emergency alert is sent When the user does not acknowledge within the defined time interval Then the system triggers the full-screen alert takeover within 1 second of interval expiration

Do Not Disturb Override

Given the device is in Do Not Disturb mode When the full-screen alert is activated Then the alert overrides DND settings with sound and vibration at maximum priority

Detailed Information Presentation

Given the full-screen alert is displayed When the alert is active Then the screen shows the alert title, detailed description, timestamp, and contact information with legible font sizes

Acknowledgment Button Interaction

Given the full-screen alert is displayed When the user taps the acknowledgment button Then the alert dismisses immediately and logs the acknowledgment timestamp in the system records

Countdown Timer Display

Given the full-screen alert includes a countdown timer option When the alert is active Then a visible countdown updates every second and disappears upon acknowledgment or when timer reaches zero

SMS Delivery Integration

"As a resident, I want to receive SMS alerts for urgent community issues if I haven’t responded in the app so that I stay informed even when I’m not using the app."

Description

Integration with an SMS gateway (e.g., Twilio) to send text messages as the next escalation channel. It supports templated messages, dynamic insertion of community and alert details, retry logic, delivery status tracking, and opt-out management in compliance with SMS regulations.

Acceptance Criteria

Initial SMS Notification Delivery

Given a valid phone number and a time-sensitive alert, when the escalation ladder triggers the SMS channel, then the system sends a templated SMS via the SMS gateway and receives a successful (2xx) response within 5 seconds.

SMS Retry on Temporary Failure

Given a temporary failure response from the SMS gateway, when an SMS send attempt fails, then the system retries sending the SMS up to 3 times with exponential backoff intervals between attempts.

Delivery Status Tracking Update

Given a sent SMS message, when the SMS gateway sends a delivery status callback, then the system updates the message record with the final delivery status (delivered, failed, pending) within 10 seconds of receiving the callback.

User Opt-out Handling

Given a user has opted out of SMS notifications, when an escalation triggers an SMS send, then the system prevents sending the SMS to that user and logs the opt-out event in compliance logs.

Dynamic Template Population

Given an alert with community and alert details, when generating the SMS content, then the system correctly replaces all template placeholders (e.g., {{communityName}}, {{alertTitle}}, {{timestamp}}) with actual values.

Email Delivery Integration

"As a resident, I want to receive email alerts for emergencies if I miss in-app and SMS notifications so that I have one more channel to see critical updates."

Description

Email notification capability that sends templated alert emails through the configured SMTP service or email provider. It handles HTML and plain-text formats, dynamic alert content, invalid address handling, and tracks open and delivery metrics to inform further escalation steps.

Acceptance Criteria

Initial Email Dispatch for Low Severity Alert

Given a low-severity alert is generated and email notifications are enabled, When the system processes the alert, Then an email is sent via the configured SMTP provider in both HTML and plain-text formats within 5 seconds of alert creation.

Email Delivery Metrics Tracking

Given an alert email has been sent, When the SMTP provider confirms delivery and the recipient opens the email, Then the system records delivery and open metrics accurately in the alert’s audit log.

Dynamic Content Rendering in Email Templates

Given an alert with dynamic fields (e.g., user name, community name, alert type), When the system populates the email template, Then the sent email includes correctly rendered dynamic content without placeholder tags.

Invalid Email Address Handling

Given a list of email recipients that contains invalid or malformed addresses, When the system attempts to send the alert email, Then invalid addresses are flagged, bounced emails are logged, and the system retries valid addresses without failing the entire batch.

Escalation Step Triggered After Non-Delivery

Given an alert email remains undelivered after the configured retry interval, When the retry limit is reached, Then the system automatically escalates notification to SMS and full-screen mobile alerts according to the escalation ladder.

Acknowledgment Tracking

"As a volunteer HOA board member, I want the system to track when residents acknowledge alerts so that escalation stops and I know who is aware of the issue."

Description

A real-time tracking system that records user interactions with each alert (viewed, dismissed, or acknowledged). It updates the escalation engine to halt further notifications upon acknowledgment, provides an audit log of user responses, and generates reports on acknowledgment rates across the community.

Acceptance Criteria

Initial Alert Interaction Recorded

Given a user receives an initial subtle notification, when the user views the alert, then the system records the 'viewed' status with a timestamp in the track log.

Alert Dismissal Captured

Given a user dismisses an alert, when the dismiss action is performed, then the system updates the alert status to 'dismissed' and halts further escalation.

Alert Acknowledgment Halts Escalation

Given a user acknowledges an alert, when the acknowledgment is confirmed within any escalation level, then the escalation engine stops sending further notifications for that alert to that user.

Audit Log Accessibility

Given an administrator requests the audit log for a specific alert, when accessed, then the system displays all user interaction entries (viewed, dismissed, acknowledged) in chronological order.

Community Acknowledgment Reporting

Given a community board member generates an acknowledgment report, when the report is requested for a date range, then the system provides percentage and count of acknowledged, viewed-only, and dismissed alerts for that period.

QuickAck Response

Provides one-tap acknowledgment buttons within urgent alerts, enabling residents to confirm receipt or request assistance instantly. Offers real-time status tracking for board members to gauge community response.

Requirements

Instant Acknowledgment Button

"As a resident, I want to acknowledge receipt of urgent alerts with a single tap so that I can quickly confirm I’ve received important community notifications."

Description

Integrate a one-tap acknowledgment button directly into urgent alert notifications on both mobile and web platforms. When a resident taps the button, the system logs the acknowledgment and updates the alert status in real time. This feature ensures residents can confirm receipt of critical information with minimal friction and provides board members with immediate awareness of acknowledgment rates.

Acceptance Criteria

Push Notification Acknowledgment

Given an urgent alert is received via push notification When the resident taps the 'Acknowledge' button in the notification Then the system logs the acknowledgment and updates the alert status to 'Acknowledged' in real time

In-App Alert Acknowledgment

Given the resident views the urgent alert in the app’s alert list When the resident taps the 'Acknowledge' button next to the alert Then the system logs the acknowledgment and visually marks the alert as acknowledged

Real-Time Dashboard Update

Given a resident acknowledges an alert When the acknowledgment is logged Then the board member dashboard reflects the updated acknowledgment rate within 5 seconds

Offline Queued Acknowledgment

Given the resident’s device is offline When the resident taps the 'Acknowledge' button Then the system queues the acknowledgment locally and automatically syncs and updates the alert status when the device reconnects

Duplicate Acknowledgment Prevention

Given a resident has already acknowledged an alert When the resident taps the 'Acknowledge' button again Then the system does not log a duplicate acknowledgment and the UI remains in the acknowledged state

Assistance Request Handling

Given the resident taps 'Request Assistance' within the urgent alert When the request is submitted Then the system logs the assistance request, updates the alert status to 'Assistance Requested', and notifies board members

Assistance Request Option

"As a resident, I want to request assistance directly from an urgent alert so that I can get help quickly when I need it."

Description

Add a secondary button within urgent alerts allowing residents to request assistance or additional information. Selecting this option triggers a private message or form submission to the board, capturing the resident’s request details. This ensures residents can quickly signal when they require help or clarification.

Acceptance Criteria

Resident Initiates Assistance Request

Given an urgent alert is displayed When the resident taps the "Request Assistance" button Then a request form with resident’s name, contact info, and description field appears

Form Submission Confirmation

Given the resident fills out the assistance form When the resident submits the form Then the system displays a success confirmation message within 2 seconds

Request Notification to Board

Given the resident submits an assistance request When submission is complete Then the board receives a private message containing the resident’s details and request content via in-app notification and email within 5 seconds

Request Logged in Dashboard

Given an assistance request is submitted When the request reaches the system Then the request is logged in the board’s dashboard with timestamp, resident ID, and status set to "New"

Resident Assistance Status Update

Given the board member updates the request status to "In Progress" or "Completed" When status changes Then the resident receives a notification reflecting the updated status within 3 seconds

Response Aggregation Dashboard

"As a board member, I want to see aggregated response statistics for each urgent alert so that I can understand community engagement and follow up where needed."

Description

Develop a centralized dashboard for board members to view real-time acknowledgment and assistance request metrics per alert. The dashboard displays total recipients, number of acknowledgments, pending responses, and active assistance requests, with filtering by alert type and date. This tool enables boards to monitor engagement and follow up efficiently.

Acceptance Criteria

Configurable Notification Triggers

"As a board administrator, I want automated reminders sent to residents who haven’t acknowledged urgent alerts so that I can improve response rates without manual intervention."

Description

Implement customizable notification rules that trigger reminders to residents who haven’t acknowledged within a defined timeframe. Administrators can set time thresholds, reminder frequency, and escalation paths (e.g., SMS, push notifications, email). This ensures higher acknowledgment rates and reduces manual follow-up.

Acceptance Criteria

Setting a Single Reminder Trigger

Given an administrator has set a single reminder rule with a 1-hour threshold; When an urgent alert is sent and a resident has not acknowledged within 1 hour; Then the system must send a push notification reminder to that resident exactly once.

Configuring Multiple Reminders with Escalation Paths

Given an administrator configures reminders at 1-hour and 2-hour intervals and an escalation path to email; When a resident fails to acknowledge within 1 hour; Then the system sends the first reminder via push; And if the resident still has not acknowledged within 2 hours; Then the system sends a second reminder via push and escalates by sending an email to the designated address.

Triggering Reminders on Alternative Channels

Given an administrator selects SMS as the primary channel and push as a fallback; When a resident’s device is unreachable for push notifications after the defined threshold; Then the system must send the reminder via SMS and log the fallback event.

Escalation to Board After Failed Reminders

Given an administrator sets a maximum of three reminders and an escalation to the board president; When a resident fails to acknowledge after three reminders; Then the system sends an escalation notification to the board president’s email and SMS.

Excluding Opted-Out Residents

Given a resident has opted out of reminders in their profile settings; When an urgent alert is dispatched; Then the system must not send any reminders or escalation notifications to that resident.

Real-time Response Analytics

"As a board member, I want analytics on acknowledgment trends so that I can optimize our urgent communication strategies over time."

Description

Incorporate analytics modules that chart response trends over time, highlight high and low response rates by demographic, and forecast expected acknowledgment based on past behavior. Exportable reports allow for sharing insights with the community. This drives data-driven decisions to improve communication strategies.

Acceptance Criteria

Trend Analysis Visualization Scenario

Given the analytics module contains at least 30 days of QuickAck response data, when a board member selects a custom date range, then the system renders a line chart showing daily acknowledgment rates, updates within 2 seconds, and displays tooltips with date and percentage values on hover.

Demographic Response Breakdown Scenario

Given resident demographic data is complete, when the board member filters acknowledgment analytics by demographic segments (e.g., age, household size), then the system presents a bar chart comparing response rates across segments, and each bar is accurately labeled with the segment name and percentage.

Acknowledgment Forecasting Scenario

Given historical acknowledgment patterns over the past six months, when the board member requests a forecast for the next 30 days, then the system generates a line forecast with 95% confidence intervals and displays a summary stating the expected average acknowledgment rate.

Export Report Generation Scenario

Given the board member has selected a chart or data table, when the 'Export Report' button is clicked, then the system generates and downloads both a PDF and CSV file containing the displayed analytics, includes a timestamp and filters applied, and matches the on-screen data exactly.

Real-time Dashboard Refresh Scenario

Given new QuickAck responses are received, when the 'Refresh' action is triggered or the auto-refresh interval elapses (default 5 minutes), then the dashboard updates charts and tables without a full page reload and highlights changed data points in green for 5 seconds.

QuietGuard Mode

Automatically respects predefined quiet hours by holding non-critical broadcasts until a designated time. Critical alerts bypass QuietGuard only when a board member tags them as emergencies, balancing peace with safety.

Requirements

Quiet Hours Configuration

"As a board member, I want to set specific quiet hours so that non-urgent announcements don’t disturb residents at inconvenient times."

Description

Allows board members to define start and end times for QuietGuard Mode, specifying time ranges during which non-critical broadcasts are held. Integrates with the admin settings, stores preferences per community, and validates time ranges to prevent overlap. Enables automated enforcement of quiet hours, reduces late-night notifications, and ensures community peace.

Acceptance Criteria

Setting Quiet Hours for the Community

Given a board member navigates to the Quiet Hours Configuration page, when they enter a start time that is earlier than the end time within the same calendar day and click Save, then the system accepts the times and displays a confirmation message.

Preventing Overlapping Quiet Hours Entries

Given existing quiet hours are configured, when a board member attempts to add a new time range that overlaps any part of an existing range and clicks Save, then the system rejects the entry and displays a validation error explaining the overlap.

Saving and Persisting Quiet Hours Preferences

Given a board member has successfully saved quiet hours, when they log out and later log back in or reload the settings page, then the previously saved start and end times are retrieved and displayed correctly.

Enforcing QuietGuard Mode During Defined Hours

Given the current time falls within the configured quiet hours, when a non-critical broadcast is sent by any board member, then the system queues the broadcast and does not deliver it until the quiet hours end.

Emergency Broadcast Bypass

Given a board member tags a broadcast as an emergency, when the broadcast is sent during configured quiet hours, then the system delivers the broadcast immediately to all residents.

Emergency Broadcast Override

"As a board member, I want to mark a message as an emergency so that urgent alerts are delivered immediately, even during quiet hours."

Description

Enables board members to tag broadcasts as 'emergency' so that they bypass QuietGuard Mode and are delivered immediately regardless of the current quiet hours. Includes UI toggle in message composer, confirmation dialog, and audit trail flag. Ensures critical alerts like safety warnings or severe weather notices reach residents without delay.

Acceptance Criteria

Emergency toggle available in message composer

Given a board member opens the message composer during QuietGuard’s defined quiet hours When the board member views the message composer UI Then an "Emergency" toggle is clearly visible and enabled by default set to off And the toggle control must be accessible (keyboard and screen-reader compatible)

Confirmation dialog appears for emergency broadcasts

Given the board member selects the "Emergency" toggle and attempts to send a broadcast during quiet hours When the board member clicks "Send" Then a confirmation dialog appears warning "This message will bypass QuietGuard and notify all residents immediately. Proceed?" And the dialog must have "Confirm" and "Cancel" options

Emergency broadcast delivery bypasses QuietGuard

Given QuietGuard quiet hours are active And the board member has tagged the broadcast as "Emergency" When the board member confirms sending the broadcast Then the message is delivered instantly to all residents regardless of quiet hours And delivery status is returned with a success code

Non-emergency broadcast respects QuietGuard hold

Given QuietGuard quiet hours are active And the board member sends a broadcast without the "Emergency" toggle enabled When the board member clicks "Send" Then the broadcast is held in the queue and not delivered until quiet hours end And the UI shows "Scheduled for delivery at [quiet hours end time]"

Audit trail logs emergency flag

Given any broadcast tagged as "Emergency" When the broadcast is sent or canceled Then the system logs an audit entry including broadcast ID, timestamp, board member ID, and emergency flag status And the audit log entry is retrievable via the admin audit interface

Residents receive immediate notification for emergencies

Given a broadcast tagged as "Emergency" When the message is sent during quiet hours Then residents’ mobile devices receive a push notification immediately And the notification sound/pattern follows emergency alert settings in the app

Scheduled Broadcast Queue

"As a board member, I want to view and manage messages queued during quiet hours so that I can review and adjust them before they are released."

Description

Maintains a queue of held broadcasts during quiet hours and automatically dispatches them when quiet hours end. Displays pending messages in a dashboard for board members to review and edit before release. Provides visibility into scheduled broadcasts, supports manual cancellation or prioritization, and ensures timely delivery after quiet period.

Acceptance Criteria

Display Pending Broadcasts in Dashboard

Given the quiet hours are active and broadcasts are queued, When a board member opens the Scheduled Broadcast Queue dashboard, Then all pending broadcasts must be listed with title, scheduled send time, priority, and status.

Automatic Release of Held Broadcasts

Given quiet hours have ended at the predefined end time, When the system time reaches the end of quiet hours, Then all queued broadcasts must be automatically dispatched in FIFO order within 2 minutes.

Manual Cancellation of Pending Broadcast

Given one or more broadcasts are queued, When a board member selects a broadcast and clicks “Cancel,” Then that broadcast must be removed from the queue and not sent.

Prioritization of Broadcasts in Queue

Given multiple broadcasts are queued, When a board member drags and drops a broadcast to a new position and saves the order, Then the system must update the dispatch sequence to reflect the new priorities.

Editing Broadcast Content before Dispatch

Given a broadcast is pending in the queue, When a board member edits its content or scheduled time and confirms changes, Then the updated details must be saved and the modified broadcast sent at the revised time.

Resident Notification Preferences

"As a resident, I want to choose how and when I receive held announcements so that I get updates in my preferred way without unwanted notifications."

Description

Allows residents to customize their notification settings for held messages, choosing channels (push, email, SMS) and opt-in for summary notifications. Syncs with user profiles, respects global quiet hours while honoring individual preferences, and provides settings UI in resident app. Empowers residents to tailor how they receive delayed broadcasts.

Acceptance Criteria

Resident Configures Notification Channels

Given a resident navigates to Notification Preferences and selects push, email, and SMS channels, when they save settings, then the system stores and displays the selected channels and confirms "Preferences Updated Successfully".

Held Messages Respected During Quiet Hours

Given a non-critical announcement is sent during global quiet hours, when the resident has enabled held message delivery, then the system holds the broadcast and does not send until the end of quiet hours.

Emergency Alerts Override QuietGuard

Given a board member tags a broadcast as an emergency, when the alert is issued during quiet hours, then the system immediately delivers the message via all resident-selected channels bypassing QuietGuard.

Daily Summary Delivery

Given a resident has opted in for daily summaries, when the designated summary time arrives and it is outside quiet hours, then the system compiles held messages into one summary and delivers it via the resident’s selected channels.

Preference Sync Across Devices

Given a resident updates their notification preferences on one device, when the change is saved, then the updated preferences are reflected in the resident’s account on all other devices within 5 seconds.

Held Broadcast Audit Log

"As a board member, I want to view a log of all held messages so that I can audit missed communications and track delivery times."

Description

Generates an audit log for all broadcasts held by QuietGuard Mode, detailing message content, sender, timestamp, hold duration, and release time. Accessible to admins in the reporting dashboard with filtering and export capabilities. Enhances transparency and accountability for delayed communications.

Acceptance Criteria

Audit Log Entry Created for Held Broadcast

Given a non-critical broadcast is sent during quiet hours When QuietGuard Mode holds the broadcast Then an audit log entry is created capturing message content, sender, timestamp, hold duration, and scheduled release time

Audit Log Accessible in Reporting Dashboard

Given an admin user is logged into the reporting dashboard When they navigate to the Held Broadcast Audit Log section Then they can view a list of all held broadcasts with message content, sender, timestamp, hold duration, and release time

Filtering Held Broadcast Entries

Given the audit log contains multiple held entries When an admin applies filters by date range, sender, or release status Then only entries matching the selected criteria are displayed

Exporting Audit Log Data

Given an admin needs to analyze held broadcast data When they export the audit log Then the system generates a CSV file containing all displayed fields: message content, sender, timestamp, hold duration, and release time

Critical Broadcasts Not Logged as Held

Given a board member tags a broadcast as an emergency during quiet hours When the broadcast is sent Then the message bypasses QuietGuard Mode and no held broadcast log entry is created

AlertHistory Log

Maintains a searchable, timestamped archive of all beacon alerts and resident acknowledgments. Empowers board members with retrospective insights into communication timelines and response patterns for compliance and review.

Requirements

Searchable Alert Archive

"As a board member, I want to search past beacon alerts by keyword and date so that I can quickly find specific communications for review or audit."

Description

Implement a robust search interface within the AlertHistory Log that allows users to quickly locate specific beacon alerts by keyword, date range, or alert type. The search functionality should support full-text queries on alert messages and metadata, delivering fast, accurate results to enable board members to retrieve historical communications without delay. Integration with existing database indices and caching layers is required to ensure performant responses under large data volumes.

Acceptance Criteria

Search by Keyword in Alert Messages

Given a user enters a keyword into the search bar, When the user initiates the search, Then the system returns only those alerts whose message text or metadata contain the keyword, and the total result count equals the number of matches found.

Filter Alerts by Date Range

Given a user selects a start date and end date, When the user applies the date range filter, Then the system displays only alerts with timestamps on or after the start date and on or before the end date, sorted in descending order of timestamp.

Filter Alerts by Alert Type

Given a user selects one or more alert types from the type selection menu, When the user applies the filter, Then the system displays only alerts matching the selected types, and alerts of other types are excluded.

Combined Search Filters

Given a user enters a keyword, selects a date range, and chooses alert types, When the user initiates the search, Then the system returns only alerts that match all specified criteria simultaneously.

Search Performance Under High Volume

Given the AlertHistory database contains over 1 million alerts, When a user performs any supported search operation, Then the system returns results in under 500 milliseconds for at least 95% of search requests.

Timestamped Event Logging

"As a community manager, I want each alert and acknowledgment to include an exact timestamp so that I can verify communication timelines for compliance."

Description

Ensure that every beacon alert and resident acknowledgment is recorded with a precise timestamp at the moment of creation or receipt. The system must capture both server-side and client-side time data to account for timezone differences and offline scenarios. These timestamps should be stored immutably in the database and displayed in the AlertHistory Log, providing an accurate, chronological view of all events for compliance and analysis.

Acceptance Criteria

Online Beacon Alert Creation

Given a board member creates a beacon alert while online, when the system receives the alert, then it records both the server-side and client-side timestamps at creation, and displays them immutably in the AlertHistory Log.

Offline Resident Acknowledgment Sync

Given a resident acknowledges an alert while offline, when the device reconnects, then the system synchronizes the locally-captured acknowledgment with its original client-side timestamp and the server-side receipt timestamp, storing both immutably.

Cross-Timezone Event Display

Given events are created in different timezones, when a board member views the AlertHistory Log, then all timestamps are converted and displayed accurately in the viewer’s local timezone, preserving chronological order.

Immutable Timestamp Enforcement

Given any attempt to modify an existing event’s timestamp, when an update request is made, then the system rejects the request and returns an error, ensuring stored timestamps remain immutable.

Audit Log Search by Date Range

Given a board member filters the AlertHistory Log by a specific date range, when the filter is applied, then only events with timestamps within that range are returned and sorted chronologically.

Resident Acknowledgment Tracking

"As an HOA board member, I want to track which residents have acknowledged an alert so that I can follow up with non-responders promptly."

Description

Record and display resident acknowledgment status for each alert, including whether the acknowledgment is pending, received, or overdue. The requirement includes capturing acknowledgment timestamps, linking them to individual user profiles, and surfacing this data in the AlertHistory Log with visual indicators (e.g., icons or status labels). This feature will help board members monitor response rates and follow up as needed.

Acceptance Criteria

Acknowledgment Status Update

Given an alert is delivered to a resident, when the resident taps the acknowledge button, then the system records the timestamp, links it to the resident's profile, and updates the status label to 'Received' in the AlertHistory Log.

Pending Acknowledgment Reminder

Given an alert remains unacknowledged by a resident for 24 hours, when the 24-hour threshold is reached, then the system marks the acknowledgment status as 'Overdue' and triggers a follow-up reminder notification.

Overdue Acknowledgment Visual Indicator

Given a resident's acknowledgment status is 'Overdue', when a board member views the AlertHistory Log, then the system displays a red overdue icon next to the resident's name and shows the elapsed time since the alert was sent.

Filter Acknowledgment by Status

Given the AlertHistory Log interface, when a board member applies a filter for 'Pending' acknowledgments, then the system displays only alerts with acknowledgment status 'Pending' and hides all others.

Acknowledgment Timestamp Accuracy

Given multiple residents acknowledge the same alert, when acknowledgments are recorded, then each timestamp accurately reflects the local time of acknowledgment and corresponds to the correct resident user ID in the log.

Filter and Export Functionality

"As a treasurer, I want to filter alert history by date and acknowledgment status and export the data so that I can generate compliance reports for the board meeting."

Description

Provide advanced filtering options within the AlertHistory Log, allowing users to narrow results by alert type, acknowledgment status, date range, and resident group. Additionally, enable export of filtered results to CSV or PDF formats for external reporting and archival purposes. Exports should include all relevant fields (timestamps, message content, user acknowledgments) and adhere to data privacy guidelines.

Acceptance Criteria

Filter alerts by type

Given the AlertHistory Log is open When the user selects 'Payment Reminder' from the Alert Type dropdown and clicks 'Apply' Then only alerts with the 'Payment Reminder' type are displayed And the displayed count matches the number of 'Payment Reminder' alerts in the archive.

Filter by acknowledgment status

Given the AlertHistory Log is open When the user selects 'Unacknowledged' from the Acknowledgment Status filter and clicks 'Apply' Then only alerts that have not been acknowledged by residents are displayed And none of the displayed entries show an acknowledgment timestamp.

Filter by date range

Given the AlertHistory Log is open When the user inputs a start date of 2025-06-01 and an end date of 2025-06-15 in the Date Range filters and clicks 'Apply' Then only alerts sent between June 1, 2025 and June 15, 2025 inclusive are listed And any alerts outside this range are excluded.

Filter by resident group

Given the AlertHistory Log is open When the user selects the 'Board Members' group from the Resident Group filter and clicks 'Apply' Then only alerts sent to the 'Board Members' group are displayed And the group field for each result reads 'Board Members'.

Export filtered results

Given a set of filtered results is displayed When the user clicks 'Export' and selects 'CSV' Then a CSV file named 'AlertHistory_export.csv' is downloaded containing timestamp, message content, alert type, resident group, and acknowledgment status for each displayed entry And when the user selects 'PDF', a PDF named 'AlertHistory_export.pdf' is downloaded with the same fields formatted according to data privacy guidelines.

UI Pagination and Performance

"As a volunteer board member, I want the alert history list to load quickly and paginate smoothly so that I can browse past alerts without delays."

Description

Design and implement pagination or infinite scroll in the AlertHistory Log to handle large data sets without degrading performance. The UI should load initial items quickly and lazily fetch additional entries as users scroll. Implement backend support for paginated queries, ensuring consistent data ordering and responsive page transitions even with tens of thousands of log entries.

Acceptance Criteria

Initial Data Load

Given the user opens the AlertHistory Log, when the page loads, then the first 20 log entries are displayed within 2 seconds.

Lazy Loading on Scroll

Given the user scrolls to 80% of the current list height, when more entries are available, then the next batch of 20 entries loads within 1 second.

Page Transition Performance

Given the user navigates between paginated pages, when a page number is selected, then the new page content renders within 500ms without layout shift.

Data Ordering Consistency

Given multiple pages or scroll-retrieved entries, when viewing entries across pages, then all entries maintain strict descending chronological order without gaps or duplicates.

Visual Loading Indicators

Given any background fetch for additional entries, when data is being loaded, then a loading spinner or placeholder appears and then disappears immediately upon data rendering.

Compliance Report Generation

"As a compliance officer, I want to generate periodic reports summarizing alert notifications and acknowledgments so that I can demonstrate adherence to community governance policies."

Description

Develop a dedicated report generation module that compiles full alert and acknowledgment history into a formatted document suitable for regulatory review. Reports should include summary statistics (e.g., acknowledgment rates, average response times), event timelines, and detailed logs. Enable scheduling of periodic reports and on-demand generation, with delivery via email or direct download.

Acceptance Criteria

On-Demand Report Generation

Given a board member requests a compliance report via the UI with a specified date range and format, when the request is submitted, then the system generates a formatted report including summary statistics (acknowledgment rates, average response times), event timelines, and detailed logs, and provides a download link within 30 seconds.

Scheduled Periodic Report Generation

Given a board member schedules periodic reports with defined intervals and recipients, when the schedule is saved, then the system automatically generates and emails the reports at each interval without manual intervention, and records the generation event in the audit log.

Email-based Report Delivery

Given a compliance report is generated on-demand or scheduled and delivery method is email, when generation completes, then the system sends an email with the report attached to the specified recipients within 5 minutes, includes the appropriate subject line and body template, and logs delivery status.

Summary Statistics Accuracy Verification

Given the full alert and acknowledgment history for a selected period, when the report is compiled, then the summary section accurately calculates the acknowledgment rate and average response time based on database records, and values match those in the raw data.

Report Formatting Compliance

Given the report document is generated, when a user views or downloads it, then the document adheres to the company-approved PDF template, including correct headings, table of contents, page numbers, and all required sections are present and correctly formatted.

CustomDigest

Enables users to tailor daily digests by selecting specific forums, topics, or keywords. Ensures each snapshot delivers the most relevant discussions and updates, reducing information overload and focusing attention on priority conversations.

Requirements

Forum Selector Interface

"As a volunteer HOA board member, I want to select specific neighborhood forums to include in my daily digest so that I only receive updates relevant to my community areas of responsibility."

Description

Design and implement an intuitive selection interface within the CustomDigest feature that allows users to choose one or more neighborhood forums to include in their daily digest. This interface should integrate seamlessly with the existing community navigation, provide clear search and filtering options for available forums, and persist user selections across sessions. By enabling precise forum selection, the system reduces irrelevant content and ensures each digest contains only the most contextually relevant community discussions and announcements.

Acceptance Criteria

Selecting a Single Forum

Given a user is on the CustomDigest settings page, when they search for and select a single forum, then the selected forum must appear in their digest preview and persist after saving and reloading the page.

Selecting Multiple Forums

Given a user has added multiple forums via the selector, when they save their selections, then all chosen forums must be saved, displayed in the digest settings, and included in the next generated digest.

Filtering Forums by Name

Given a list of available forums, when a user enters a keyword in the search bar, then the list must dynamically update to show only forums with names matching the keyword.

Clearing Selections

Given a user has selected one or more forums, when they click the 'Clear All' button, then all selections must be removed and the interface must confirm that no forums are selected.

Persistence Across Sessions

Given a user has configured their forum selections and logs out, when they log back in and navigate to the CustomDigest settings, then their previously selected forums must be auto-populated for further editing.

Topic and Keyword Filter Engine

"As a community leader, I want to define keywords and topics of interest so that my daily digest only surfaces discussions that match my focus areas and reduce noise."

Description

Implement a dynamic filtering engine that allows users to specify topics and custom keywords to be highlighted or exclusively included in their daily digest. The engine should support logical operators (AND, OR, NOT), real-time preview of matched posts, and integration with topic tags used in community forums. This filtering capability improves relevance, reduces information overload, and helps users focus on priority conversations.

Acceptance Criteria

Configuring Topic and Keyword Filters

Given a logged-in user navigates to the daily digest settings page and selects at least one forum topic and enters keywords with logical operators, when they save and preview the filter, then the real-time preview displays only posts tagged with the selected topics and containing the keywords according to the specified logical operators.

Applying OR Logic in Keyword Filters

Given a user inputs two keywords separated by OR in the keyword field and does not select any topics, when they apply the filter, then the preview displays posts containing either keyword and excludes posts that contain neither.

Excluding Posts Using NOT Operator

Given a user enters a keyword followed by NOT and a second keyword, when they apply the filter, then the preview excludes any posts containing the excluded keyword while including posts containing the initial keyword.

Handling Invalid Filter Syntax

Given a user enters an incomplete or malformed logical expression in the keyword field, when they attempt to save the filter, then the system displays a clear error message indicating invalid syntax and prevents the filter from being saved.

Saving and Previewing Filtered Digest

Given a user has configured valid topic and keyword filters and clicks save, when they return to the settings page or receive the next daily digest, then the system persists the filters and delivers a digest containing only posts that match the saved criteria.

Scheduling and Frequency Configuration

"As a resident, I want to schedule when I receive my digest so that I can review community updates at a time that fits my routine."

Description

Provide a configuration module that enables users to set the delivery time and frequency (daily, weekdays only, custom intervals) of their CustomDigest. The settings should include time zone awareness, conflict detection with other scheduled notifications, and validation to prevent invalid schedules. This ensures users receive updates at convenient times and maintains consistent engagement without spamming.

Acceptance Criteria

User sets daily digest schedule with time zone

Given the user selects 'Daily' frequency and picks a delivery time of 8:00 AM in PST When the user saves the schedule Then the system stores the schedule in UTC corresponding to 4:00 PM UTC and confirms successful creation

User configures weekday-only delivery

Given the user selects 'Weekdays Only' and chooses 9:00 AM in EST When the user saves the schedule Then the system schedules deliveries Monday through Friday at 2:00 PM UTC and excludes Saturday and Sunday

User sets custom interval schedule

Given the user chooses a custom interval of every 3 days at 7:30 AM in CET When the user saves the schedule Then the system calculates and displays the next delivery date exactly 72 hours from the last digest and confirms successful creation

System detects conflicting schedules

Given the user has an existing notification scheduled at 10:00 AM When the user attempts to set the CustomDigest to 10:00 AM on the same days Then the system blocks the save action and displays a conflict warning detailing the overlapping schedule

System validates invalid schedule input

Given the user enters an invalid time (e.g., 25:00) or interval (e.g., zero days) When the user saves the schedule Then the system displays a validation error message specifying the invalid field and prevents schedule creation

Digest Preview and Validation

"As an HOA board member, I want to preview my custom digest so that I can verify my selections capture the right discussions before saving."

Description

Enable users to generate and view a sample preview of their configured digest before saving settings. The preview should display a subset of posts and announcements matching the selected forums, topics, and keywords. Provide feedback mechanisms for users to refine their selections in real time. This validation step ensures users have confidence that their digest configuration meets their information needs.

Acceptance Criteria

Sample Digest Preview Display

Given a user has configured forums, topics, and keywords When the user requests a preview Then the system displays up to five posts and announcements matching those selections

Real-Time Filter Refinement

Given the preview is displayed When the user adjusts forums, topics, or keywords Then the preview updates within two seconds to reflect the new selections

Keyword Matching Accuracy

Given specific keywords are selected When generating the preview Then only posts and announcements containing at least one of the keywords are displayed

Topic Selection Validation

Given one or more topics are selected When the preview is generated Then only content from those selected topics appears in the preview

Empty Result Handling

Given no posts or announcements match the selected filters When the user requests a preview Then the system displays a clear 'No matching content found' message

Notification Integration

"As a community member, I want to receive a push notification when my daily digest is ready so that I don’t miss important updates."

Description

Integrate push and email notification settings to alert users when their CustomDigest is ready. This requirement includes configuring notification templates, user preferences for channels, and integration with the platform’s existing notification service. By proactively notifying users, the system increases digest visibility and drives timely engagement with community content.

Acceptance Criteria

Notification Preference Configuration

Given a logged-in user accesses CustomDigest notification settings, when they select or deselect push and email channels and click save, then the system persists the selections in the user profile and displays a confirmation message.

Digest Notification Delivery

Given a CustomDigest is generated successfully, when the digest is ready, then the system dispatches push notifications within 2 minutes to users with push enabled and sends emails within 5 minutes to users with email enabled.

Notification Template Rendering

Given a notification event is triggered, when the system composes the notification, then it uses the configured template, replaces placeholders with the user's name, digest date, and top five topics, and the output matches the design specification.

Channel-specific Notification Handling

Given a user has only one channel enabled, when a digest is ready, then the system sends the notification exclusively through the enabled channel and does not send through the disabled channel.

Notification Service Integration Error Handling

Given the external notification service is unavailable, when the system attempts to send a notification, then it retries up to three times with exponential backoff, logs the failures, and queues the notification for later delivery.

ActionSync

Automatically transforms AI-identified action items into assignable task cards with due dates and owner tags. Keeps follow-ups organized, promotes accountability, and bridges the gap between discussion and execution seamlessly within the platform.

Requirements

AI Action Identification

"As an HOA board member, I want the platform to automatically highlight action items from our discussions so that I can ensure important tasks are captured without manual effort."

Description

Utilize natural language processing to scan community discussions, announcements, and meeting transcripts in real time to identify statements that qualify as action items. The system should highlight and categorize these items based on context, urgency, and relevance, ensuring no critical follow-up is missed. Integration with the existing forum and announcements modules will allow seamless extraction of items across formats.

Acceptance Criteria

Real-Time Discussion Scanning

Given a live community discussion is ongoing When the NLP engine processes new messages within 2 seconds Then all statements qualifying as action items are highlighted and listed for review

Urgency-Based Categorization

Given an identified action item When the system analyzes keywords and context Then the item is tagged with an urgency level (High, Medium, Low) with 95% accuracy

Contextual Relevance Filtering

Given multiple potential action items in a transcript When the system evaluates relevance metrics Then only contextually significant items are surfaced and false positives are below 5%

Cross-Module Extraction

Given an announcement or forum post containing action items When the AI scans across both modules Then action items are extracted and appear in the unified task card list without duplication

Automated Owner Suggestion

Given an action item lacking an assignee When the system parses roles and participation history Then it suggests at least one relevant owner tag for each item with 90% accuracy

Task Card Generation

"As a board member, I want each identified action item to be turned into a task card so that I can manage responsibilities in one place."

Description

Automatically transform each identified action item into a structured task card within the ActionSync board. The card should populate with a concise title, detailed description, link back to the original conversation, and appropriate metadata. This will unify task management by bridging discussion threads and the task board without manual data entry.

Acceptance Criteria

Automatic Card Creation Post-Meeting

Given the AI identifies three action items in a concluded meeting transcript, when the AI triggers ActionSync, then three new task cards are created on the board, each with a concise title matching the action text, a detailed description, a clickable link to the transcript, and metadata tags (owner, due date) based on AI assignment suggestions.

Card Metadata Accuracy Verification

Given a generated task card, when viewing the card details, then the owner tag matches the assigned responsible person, the due date reflects the suggested deadline from the AI action item, and the priority label is set according to the AI's urgency classification.

Duplicate Card Prevention

Given an action item already transformed into a task card, when the AI processes the same transcript segment again, then no duplicate task card is created for that action item.

Manual Confirmation Triggers Card Generation

Given an AI-identified action item flagged for user confirmation, when the user clicks the "Create Task" button next to the suggestion, then a new task card is generated with all required fields populated.

Linkback Navigation Functionality

Given a task card with a conversation link, when the user clicks the link, then the conversation view opens at the exact message or timestamp where the action item was identified.

Due Date Recommendation

"As a board member, I want the platform to suggest realistic due dates for tasks so that timelines are clear and deadlines achievable."

Description

Implement an AI-driven engine that analyzes task context, urgency, and typical community timelines to suggest realistic due dates. Users can accept, adjust, or override these recommendations. Integration with calendar modules will ensure that suggested dates align with existing community events and deadlines.

Acceptance Criteria

User Accepts AI-Suggested Due Date

Given a new AI-identified action item, When the engine generates a recommended due date, Then the date is automatically populated in the due date field with a ‘Recommended’ label

User Adjusts AI-Suggested Due Date

Given a recommended due date is populated, When the user selects the date field and chooses a different date via date picker, Then the new date replaces the recommendation and the label changes to ‘User Defined’

System Aligns with Community Calendar

Given community calendar events exist, When generating recommendations, Then the engine selects dates that do not conflict with existing events and highlights any adjusted dates to avoid conflicts

User Overrides Suggested Due Date

Given a recommended due date, When the user enters a custom date outside the suggested range, Then the system accepts the override without validation errors and logs the override action

Default Recommendation for Tasks without Context

Given an AI-identified action item lacking contextual urgency data, When the engine cannot derive a context-based date, Then it suggests a default due date set to 7 days from assignment

Owner Assignment Automation

"As a board member, I want relevant tasks to be assigned automatically to the appropriate owner so that accountability is maintained."

Description

Leverage user mentions, role definitions, and past task history to propose or automatically assign an owner for each task card. The system will detect who is best suited based on discussion context or explicit tagging and apply the owner tag, promoting accountability and reducing manual assignment overhead.

Acceptance Criteria

Explicit User Mention Assignment

Given a task comment includes a @mention, when generating the task card, then the mentioned user is automatically assigned as the owner. When multiple mentions are present, the first mention is used as the owner assignment. The owner tag on the task card correctly displays the assigned user.

Past Task Owner Recommendation

Given a new task topic matches related past tasks, when creating the task card, then the system suggests the user who completed the majority of those related tasks as the owner. The suggested owner appears in the assignment dropdown.

Role-Based Owner Proposal

Given defined role-to-task mappings in the community, when a new task is created, then the system proposes users holding the matching role as potential owners. The proposed owners list is sorted by each user’s past task completion rate.

Automated Default Owner Fallback

Given no explicit mentions, no role matches, and no relevant past task history, when generating the task card, then the default board administrator is automatically assigned as the owner. The task card indicates the assignment was made by fallback logic.

Manual Override of System Assignment

Given the system has auto-assigned an owner, when a user manually changes the owner on the task card, then the manual assignment persists and no further automatic reassignments occur for that task. A log entry records the override event with timestamp and user details.

Task Notification and Follow-Up

"As a board member, I want to receive reminders for pending tasks so that nothing falls through the cracks."

Description

Upon creation of a task card, trigger configurable notifications and periodic reminders to assigned owners and relevant board members. Notifications will appear in-app, via email, or as push alerts, ensuring all stakeholders are informed of new tasks and approaching deadlines. Follow-up reminders can be customized by frequency and channel to suit community preferences.

Acceptance Criteria

Immediate In-App Notification on Task Creation

Given a user creates a new task card and assigns an owner, when the task is saved, then the assigned owner receives an in-app notification within 5 seconds containing the task title, description, due date, and a link to the task.

Configurable Email Reminder Scheduling

Given a board member configures email reminders for new tasks, when a task is created, then email reminders are scheduled according to the specified frequency (e.g., daily, weekly) and sent automatically to the assigned owner and relevant board members.

Push Alert for Imminent Deadline

Given a task with a due date within the next 24 hours, when the configured reminder time (e.g., 1 hour before due) is reached, then a push notification is delivered to the assigned owner's mobile device with task details and a reminder message.

User Notification Preference Persistence

Given a user updates their notification preferences (channel and reminder frequency), when tasks are created or upcoming deadlines occur, then notifications are sent according to the user's saved preferences without requiring reconfiguration.

Board Member CC on Task Updates

Given a community's notification settings include CC-ing board members, when a task is created or a reminder is triggered, then all configured board members receive the notification via their chosen channels with accurate task information.

HighlightPulse

Leverages advanced AI to spotlight critical decisions and consensus points in each digest. Provides concise summaries of outcomes and rationales, helping board members quickly grasp key takeaways without sifting through entire threads.

Requirements

AI-Based Critical Decision Detection

"As a board member, I want the system to automatically detect and highlight critical decisions in discussion threads so that I can quickly review key resolutions without reading every message."

Description

Implement a machine learning model that scans discussion threads to automatically identify and tag pivotal decisions based on linguistic cues, voting data, and engagement metrics. This functionality ensures that board members are alerted to significant resolutions without manual review, improving efficiency and decision traceability.

Acceptance Criteria

New Thread Critical Decision Identification

Given a new discussion thread is submitted, When the AI model processes the content, Then a "Decision" tag is applied if linguistic cues indicate a pivotal decision, achieving at least 90% precision within 2 minutes of posting.

Vote Outcome Recognition

Given a discussion thread contains a formal vote with numeric results, When the AI model analyzes voting data, Then the system automatically highlights the majority choice and applies a "Resolution" tag with 100% accuracy.

High Engagement Consensus Extraction

Given a thread with 20 or more comments, When the AI model processes engagement metrics and sentiment analysis, Then it extracts and summarizes the top two consensus points in under 200 characters each with at least 85% alignment to user-validated summaries.

Retroactive Decision Tagging

Given existing threads older than 30 days, When the AI model is run in batch mode, Then it correctly identifies and tags past pivotal decisions with a precision of at least 85%.

User Verification of Tagged Decisions

Given an AI-tagged decision within a thread, When a board member reviews the tag in the UI, Then they can confirm or override the tag and the system logs each action for audit with 100% traceability.

Consensus Point Identification

"As a board member, I want to see where the community has reached consensus on agenda items so that I can prioritize actions based on collective agreement."

Description

Develop an AI-driven mechanism that aggregates individual votes, comments, and sentiment signals to determine and highlight points of consensus or majority opinion. This feature clarifies community alignment on topics, fostering transparency and informed follow-up actions.

Acceptance Criteria

AI Aggregation of Voting Data

Given a completed voting session with at least three distinct votes and comments, when the AI consensus engine runs, then points of consensus with at least 60% agreement are identified and highlighted with supporting rationale.

Real-time Consensus Update

Given ongoing comments and votes on an active discussion thread, when new inputs are submitted, then the consensus summary is recalculated and updated in the digest within 30 seconds.

Rationale Summary Generation

Given identified consensus points, when presenting the digest summary, then the system includes the top three supporting comments and a sentiment breakdown for each consensus point.

Disagreement Detection Alert

Given a discussion where no clear majority emerges (agreement below 50%), when consensus calculation completes, then the system flags the outcome as 'No Clear Consensus' and notifies board members.

User Interface Display of Consensus

Given finalized consensus data, when a board member views the thread digest on mobile or web, then consensus points appear prominently with percentage metrics and concise rationale.

Outcome Summary Generation

"As a board member, I want concise summaries of meeting outcomes so that I can share clear reports with residents and track progress efficiently."

Description

Create a summarization engine that condenses identified decisions and consensus points into concise, readable summaries. The summaries should include the decision outcome, vote tallies, and any key qualifiers, enabling board members to grasp results at a glance.

Acceptance Criteria

Viewing Summary After Vote Completion

Given a board member accesses the completed vote summary, when they open the summary, then it displays the decision outcome, total votes cast, breakdown of yes/no/abstain counts, and any key qualifiers.

Accessing Summary for Multi-Option Decisions

Given a decision with multiple options, when the summary is generated, then it lists each option with its vote count, highlights the chosen option as the outcome, and includes any relevant qualifiers.

Reviewing Qualifiers Highlighting Abstentions

Given some participants abstained or applied vetoes, when the summary is viewed, then it identifies the number of abstentions, notes any veto or override actions as qualifiers, and provides their counts.

Retrieving Summaries for Large Discussion Threads

Given a discussion thread exceeding 20 messages, when the summary engine runs, then it generates a concise summary under 150 words focusing solely on the decision outcome, vote tally, and key qualifiers.

Ensuring Readable Format on Mobile Devices

Given the summary is accessed via the mobile app, when the user views it on a smartphone, then text reflows properly, vote tallies are presented as bullet points, and no horizontal scrolling is needed.

Rationale Context Extraction

"As a board member, I want to read the main reasons for and against each decision so that I can understand community concerns and justify our actions."

Description

Implement NLP techniques to extract and present the rationale behind each decision, capturing key arguments, supporting data, and dissenting viewpoints. Providing context ensures transparency and helps board members understand the reasoning behind decisions.

Acceptance Criteria

Board Vote Decision Summary Display

Given a board vote discussion thread is marked as concluded, when the system processes the thread, then a summary section titled 'Rationale' is generated within 5 seconds, containing at least three key supporting arguments, one supporting data point, and all dissenting viewpoints identified by user names.

Meeting Minutes Rationale Extraction

Given meeting minutes with documented decisions, when the rationale extraction runs, then each decision entry displays extracted rationale including key arguments and data, with extraction accuracy ≥ 90% as validated against a manual benchmark review.

Budget Approval Data Contextualization

Given a budget approval discussion, when the rationale is extracted, then supporting financial figures and rationale are presented inline with the decision, and any objections are clearly labeled under 'Dissenting Viewpoints'.

Policy Change Dissent Highlighting

Given a policy change thread containing opposing comments, when extracting rationale, then dissenting viewpoints are visually highlighted and include at least one direct quotation matching the original comment.

Urgent Maintenance Request Justification

Given an urgent maintenance request decision, when the rationale is displayed, then the system surfaces the primary justification, relevant supporting data, and any debated alternatives within the same section.

Customizable Highlight Preferences

"As a board member, I want to customize which highlights and summaries I receive so that the digests match my information needs and workload."

Description

Offer user-configurable settings that allow board members to adjust highlight thresholds (e.g., decision importance, comment volume) and summary detail levels. Personalized preferences ensure relevancy and prevent information overload.

Acceptance Criteria

Threshold Adjustment Interface Access

Given a board member is on the HighlightPulse settings page, When they select 'Decision Importance Threshold', Then a slider control ranging from low to high importance is displayed and adjustable.

Decision Importance Threshold Setting

Given the slider control is set to a specific importance level, When the board member saves preferences, Then all future digests highlight only decisions meeting or exceeding the selected importance threshold.

Comment Volume Threshold Configuration

Given the board member specifies a minimum comment count, When preferences are saved, Then only discussion threads with comment volume equal to or above that count are summarized as highlights.

Summary Detail Level Customization

Given the board member chooses between 'Brief', 'Standard', or 'Detailed' summary options, When they preview a digest, Then the highlight summaries match the selected level of detail.

Reset to Default Preferences

Given a board member clicks 'Reset to Default', When the action is confirmed, Then all threshold sliders and detail settings revert to the system’s default values and the changes are saved.

ThreadNav

Inserts one-click bookmarks and quick-links to full forum threads directly within the snapshot. Facilitates seamless navigation from overview to in-depth discussion, saving time and ensuring context is always just a tap away.

Requirements

Quick-Link Button Placement

"As a community member, I want a quick-access button next to each thread summary so that I can jump directly to the full discussion with one tap."

Description

Provide a dedicated Quick-Link button adjacent to each forum thread snapshot in the dashboard view. This button will be clearly visible, intuitive, and unobtrusive, enabling users to quickly access the full discussion with a single tap. It should integrate seamlessly with the existing UI, adopting the platform's styling guidelines and maintaining responsiveness across devices. The requirement enhances user efficiency by reducing navigation steps and preserving context.

Acceptance Criteria

Quick-Link Button Visibility

Given the dashboard view is loaded, When forum thread snapshots are displayed, Then a Quick-Link button must appear adjacent to each snapshot and be clearly visible.

Quick-Link Button Responsiveness

Given a user taps the Quick-Link button on any device or screen size, When the tap is detected, Then the platform navigates to the full discussion thread within one second.

Quick-Link Button Styling Consistency

Given the platform's existing UI guidelines, When rendering the Quick-Link button, Then the button's color, size, icon, and spacing must match the specified design tokens.

No UI Obstruction

Given multiple thread snapshots displayed, When Quick-Link buttons are placed adjacent, Then they must not overlap with other UI elements or content at any resolution or screen orientation.

Accessibility Compliance

Given the Quick-Link button is present, When using a screen reader or keyboard navigation, Then the button must have appropriate ARIA labels and be focusable via the Tab key.

One-Click Navigation Handler

"As a resident, I want one-click navigation from thread snapshots to full discussions so that I can seamlessly move between summary and detailed views."

Description

Implement a navigation handler that listens for Quick-Link button clicks and routes users directly to the corresponding forum thread page. This handler must support both web and mobile deep links, maintain navigation history, and handle back navigation gracefully. It should be robust against invalid thread IDs and offer fallback messaging. The feature ensures smooth and reliable transitions between overview snapshots and detailed views.

Acceptance Criteria

Valid Web Quick-Link Navigation

Given a user clicks a valid Quick-Link button on the thread snapshot on the web platform When the button is clicked Then the user is routed to the corresponding forum thread page and the browser URL reflects the thread’s deep link

Valid Mobile Deep-Link Navigation

Given a user taps a valid Quick-Link deep link within the mobile app When the link is tapped Then the app navigates directly to the full forum thread view and the thread is added to the navigation history

Back Navigation from Thread to Snapshot

Given a user has navigated from a snapshot to a thread view When the user uses the back button Then the app returns to the snapshot overview and the navigation history accurately reflects the return action

Invalid Thread ID Fallback

Given a user clicks or taps a Quick-Link with an invalid or nonexistent thread ID When the navigation handler processes the click Then the user is shown a clear fallback message indicating the thread was not found and no application crash occurs

Navigation History Recording

Given a user navigates to multiple threads via Quick-Links When reviewing navigation history Then each visited thread’s deep link is recorded in chronological order and accessible for back navigation

Deep Link URL Generation

"As an HOA board member, I want shareable thread links that lead directly to the discussion so that I can broadcast context-specific URLs to residents."

Description

Develop a backend service to generate and manage deep link URLs for each forum thread, ensuring secure, unique, and persistent links. The service will validate thread identifiers, encode necessary context parameters for accurate breadcrumb restoration, and handle link expiration policies if applicable. Integration with the existing API should be seamless to support both internal navigation and shareable external links.

Acceptance Criteria

Generate Deep Link for Valid Thread

Given a valid thread ID: When the client requests a deep link URL: Then the service returns a unique HTTPS URL that resolves to the thread and restores breadcrumb context in under 500ms.

Handle Invalid Thread Identifiers

Given an invalid or non‐existent thread ID: When the client requests a deep link: Then the service returns a 404 error with an error code "THREAD_NOT_FOUND" and no URL is generated.

Validate URL Uniqueness and Persistence

When multiple requests are made for the same thread ID: Then the service returns the same deep link URL each time, and the URL remains valid for at least 365 days.

Enforce Link Expiration Policy

Given a deep link URL older than its expiration threshold: When the URL is accessed: Then the service returns a 410 Gone status and a message indicating the link has expired.

Integration with External Shareable Links

Given a deep link URL shared externally: When an unauthenticated user clicks it: Then the system prompts for login and, upon successful authentication, redirects to the original thread with correct breadcrumb context.

Access Control Validation

"As a user, I want to be prevented from accessing threads I don't have permission for so that community privacy is maintained."

Description

Introduce permission checks within the navigation flow to verify that the user has access rights to the target forum thread before redirecting. Unauthorized access attempts should be intercepted, and users should be presented with an appropriate error or permission request prompt. The requirement ensures compliance with privacy settings and group-based visibility rules.

Acceptance Criteria

Authorized User Accessing Visible Thread

Given a user with the required permissions; When the user clicks the one-click bookmark for a thread they have access to; Then the user is redirected to the full forum thread view within 2 seconds without any errors.

Unauthorized User Attempting Access to Private Thread

Given a user without the necessary permissions; When the user clicks the quick-link for a restricted thread; Then the system displays an error message 'Access Denied' and remains on the snapshot page.

Edge Case: Group Membership Change Mid-Session

Given a user whose group membership has been revoked during the session; When the user clicks a thread quick-link; Then the system revalidates permissions in real-time and, if unauthorized, blocks access showing the 'Permission Revoked' notification.

Accessing Archived Threads by Authorized User

Given a user with permission to view archived threads; When the user clicks the bookmark for an archived thread; Then the system loads the thread in read-only mode and indicates that the thread is archived.

Attempting Access After Permission Revoked

Given a user whose access rights were explicitly revoked by an admin; When the user tries to navigate via quick-link; Then the system prompts the user to request permission or shows 'Contact Admin' dialog.

Usage Analytics Logging

"As a product manager, I want to track how often users utilize the quick-link feature so that I can assess its effectiveness and improve engagement."

Description

Incorporate analytics event tracking for all ThreadNav interactions, capturing button impressions, clicks, successful navigations, and errors. Logged data should include user ID, thread ID, timestamp, and device context. This telemetry will feed into the product analytics dashboard to measure feature adoption, performance bottlenecks, and user satisfaction metrics.

Acceptance Criteria

ThreadNav button impression logging

Given the ThreadNav button is rendered in the snapshot overview, when the UI loads, then an impression event is sent with user ID, thread ID, timestamp, and device context to the analytics service.

ThreadNav button click tracking

Given a resident taps the ThreadNav button, when the tap is registered, then a click event is logged with user ID, thread ID, timestamp, and device context before navigation starts.

Successful navigation telemetry

Given a click event on ThreadNav, when the app successfully opens the full thread view, then a navigationSuccess event is recorded with user ID, thread ID, timestamp, and device context.

Navigation error handling logging

Given a click on ThreadNav results in an error, when the navigation fails, then a navigationError event is logged with user ID, thread ID, timestamp, device context, and error code or message.

Telemetry batch delivery and retry

Given multiple telemetry events are pending, when the device regains network connectivity, then all queued events are delivered in order with no data loss or duplication.

SentimentScan

Applies sentiment analysis to forum conversations, offering a visual overview of community mood and engagement trends. Equips leaders with emotional insights to address concerns proactively and foster a positive, collaborative environment.

Requirements

Real-time Sentiment Processing

"As an HOA board member, I want immediate sentiment classification of new forum posts so that I can quickly identify and address emerging concerns."

Description

Implement a backend pipeline that ingests forum posts in real time, applies natural language processing to detect positive, negative, and neutral sentiments, and stores sentiment scores with post metadata. This will enable immediate analysis of resident mood and support proactive community management.

Acceptance Criteria

Immediate Sentiment Analysis Upon Post Submission

Given a user submits a forum post When the backend receives the post Then the sentiment analysis pipeline labels the post as positive, negative, or neutral within 2 seconds

Sentiment Score Persistence

Given a sentiment score is generated When saving the post metadata Then the database record includes a 'sentiment_score' numeric value and a 'sentiment_label' field matching the analysis result

Graceful Error Handling During NLP Service Outage

Given the NLP service is unavailable When a post triggers sentiment analysis Then the system logs the failure, retries up to three times, and marks the post with 'sentiment_status':'error' if all retries fail

Throughput Under Load

Given peak forum activity of 100 posts per minute When the system processes posts continuously Then the pipeline maintains an average processing latency of under 1 second per post and no posts are dropped

Live Dashboard Reflects Updated Sentiment

Given a sentiment score is stored When the real-time dashboard is refreshed Then the updated sentiment metrics (average sentiment and distribution) include the new post within 5 seconds

Sentiment Dashboard Visualization

"As an HOA board member, I want a visual summary of community sentiment trends so that I can easily monitor overall engagement and well-being."

Description

Design and develop a dashboard module within the Neighborly mobile app that displays sentiment trends over time using charts, graphs, and heatmaps. The visualization should allow filtering by date range, topic, and sentiment category to give leaders a clear, actionable overview of community mood.

Acceptance Criteria

Leader Filters Sentiment by Date Range

Given the leader is on the Sentiment Dashboard When the leader selects a start date and an end date using the date‐range picker and applies the filter Then the dashboard’s charts, graphs, and heatmaps update to display only sentiment data for posts created between the selected dates

Monthly Sentiment Trend Overview

Given the leader opens the Sentiment Dashboard without any custom filters When the dashboard loads Then a line chart displays daily average sentiment scores for the last 30 days with correctly labeled axes and date markers

Topic-Specific Sentiment Analysis

Given the leader selects a topic from the topic dropdown menu When the selection is confirmed Then all visualizations filter to include only posts tagged with the chosen topic and the dropdown reflects the active filter

Daily Sentiment Heatmap Visualization

Given the leader views the heatmap section of the dashboard When the data is rendered Then each cell shows color‐coded sentiment intensity for a specific day, and hovering over a cell displays a tooltip with the exact date and average sentiment score

Sentiment Data Export

Given the leader has applied any combination of filters When the leader clicks the “Export CSV” button Then a CSV file downloads containing columns for date, average sentiment score, topic, and total number of posts matching the applied filters

Invalid Date Range Validation

Given the leader selects an end date that occurs before the start date When the leader applies the date filter Then an inline error message appears indicating the date range is invalid and the dashboard data remains unchanged

Configurable Sentiment Alerts

"As an HOA board member, I want to receive alerts when sentiment drops significantly so that I can intervene before issues escalate."

Description

Create an alerting system that notifies board members when sentiment falls below or rises above configurable thresholds. Alerts should be delivered via push notifications and email, with customization options for sensitivity levels and alert frequency to ensure timely responses to critical mood shifts.

Acceptance Criteria

High Sensitivity Negative Sentiment Alert

Given a board member sets the negative sentiment threshold to -0.7 with high sensitivity and immediate frequency, when the forum sentiment score falls below -0.7, then the system sends a push notification and an email within one minute containing the sentiment score, time of event, and top negative keywords.

Daily Digest Sentiment Alerts

Given a board member schedules a daily digest at 8:00 AM with a threshold of -0.5, when sentiment breaches the threshold multiple times in a day, then the system consolidates all breach events into a single email digest delivered at 8:00 AM containing summary statistics and timestamps.

Sensitivity Threshold Adjustment

Given a board member adjusts the sensitivity slider from medium (-0.5) to high (-0.7) and saves changes, when the adjustment is submitted, then the new threshold is applied within five minutes and subsequent alerts use the updated threshold.

Notification Channel Configuration

Given a board member has opted in for push notifications only and toggled off email alerts, when sentiment crosses the configured threshold, then the system sends only a push notification and does not send an email.

Alert Aggregation for Frequent Breaches

Given the system detects more than three threshold breaches within a one-hour window, when the fourth breach occurs, then the system suppresses individual alerts and sends a single aggregated summary notification at the end of the window with total breach count and key details.

Topic-based Sentiment Filtering

"As an HOA board member, I want to view sentiment by topic so that I can understand which issues are affecting residents the most."

Description

Extend sentiment analysis by tagging posts with discussion topics (e.g., maintenance, security, events) and allowing users to filter sentiment data by topic. This will help leaders pinpoint mood drivers and focus on the most relevant areas for community improvement.

Acceptance Criteria

Maintenance Topic Filtering

Given posts are tagged by topic, when the user selects the “Maintenance” filter on the SentimentScan dashboard, then only posts tagged “Maintenance” and their associated sentiment scores are displayed.

Security Topic Filtering

Given posts are tagged by topic, when the user selects the “Security” filter on the SentimentScan dashboard, then only posts tagged “Security” and their associated sentiment scores are displayed.

Events Topic Filtering

Given posts are tagged by topic, when the user selects the “Events” filter on the SentimentScan dashboard, then only posts tagged “Events” and their associated sentiment scores are displayed.

Handling Uncategorized Posts

Given some posts lack topic tags, when the user applies any topic filter, then posts without tags are excluded unless the user selects an “Uncategorized” option, which then displays only untagged posts and their sentiment.

Comparative Topic Sentiment View

Given a user selects multiple topics in the filter, when the filter is applied, then the dashboard shows separate, color-coded sentiment trend lines for each selected topic over the specified time range.

Historical Sentiment Export

"As an HOA board member, I want to export sentiment data so that I can share reports with stakeholders and track long-term trends."

Description

Provide functionality to export sentiment analysis data and visual reports in CSV or PDF formats. This ensures board members can archive, share, or conduct deeper offline analysis of community mood over specified time periods.

Acceptance Criteria

CSV Export for Specified Date Range

Given a board member selects a valid start and end date for sentiment data, when they click 'Export CSV', then the system generates a downloadable CSV file named 'sentiment_export_<start>_to_<end>.csv' containing rows for each day with columns Date, Total Posts, Average Sentiment Score, Positive Count, Neutral Count, Negative Count.

PDF Export with Visual Reports

Given a board member chooses 'Export PDF' for a specified date range, when the export completes, then the system generates a PDF document including a cover page with date range, a summary table of sentiment metrics, and embedded line and pie charts reflecting sentiment trends and distribution.

Filtered Export by Sentiment Category

Given a board member applies a sentiment filter (Positive, Neutral, Negative), when they initiate an export in either CSV or PDF format, then the exported file includes only entries matching the selected sentiment category and notes the applied filter in the header or metadata.

Validate Export File Structure

Given any export request (CSV or PDF), when the file is generated, then the CSV uses UTF-8 encoding with comma delimiters and a header row, and the PDF conforms to company style guidelines with correct pagination, headers, and footers.

Handle No Data in Date Range

Given a board member selects a date range with no sentiment data, when they attempt to export, then the system displays a 'No data available for the selected period' notification and prevents download of an empty file.

Privacy and Anonymization

"As a community member, I want my posts to be anonymized in sentiment reports so that my privacy is protected."

Description

Ensure all sentiment analysis respects user privacy by anonymizing resident identifiers in analysis outputs and complying with data protection regulations. This requirement safeguards personal information while preserving the integrity of sentiment insights.

Acceptance Criteria

Anonymized Data Visualization

Given a sentiment analysis dashboard, no resident’s personal identifiers are displayed; When the dashboard loads sentiment data, all user IDs are replaced with randomized anonymous tokens; Then the dashboard shows only sentiment scores and anonymous labels.

Raw Data Export

When exporting sentiment analysis reports, the generated file must contain no user names, email addresses, or any direct identifiers; All user references must use anonymized IDs consistent with platform standards.

Compliance with GDPR for EU Residents

Given data originating from EU residents, the anonymization process must adhere to GDPR pseudonymization requirements; All personal identifiers are irreversibly transformed and documented in compliance records.

Real-time Forum Monitoring

When monitoring live forum conversations, the system displays sentiment scores and anonymized user labels only; No live feed includes actual usernames or profile information.

Audit Trail Validation

When anonymization processes run, audit logs record only process metadata (timestamp, anonymization batch ID) without storing original PII; Anonymization mappings are securely stored separately and inaccessible in audit logs.

SnapSlides

Generates a polished, shareable slide deck based on the daily digest, complete with key points, action lists, and visual charts. Simplifies meeting prep and ensures consistent, professional presentations for board sessions or community gatherings.

Requirements

Daily Digest Data Parsing

"As a volunteer HOA board member, I want the system to automatically parse and structure the daily community digest so that I can quickly generate accurate presentation slides without manual data gathering."

Description

Implement a robust parsing engine that retrieves and processes the daily digest content from Neighborly’s backend. This requirement involves extracting key information such as announcements, payment reminders, forum highlights, and community metrics. The parsed data should be structured into discrete segments for slide generation, ensuring accuracy, consistency, and scalability. Integration with existing APIs and data stores is essential to provide real-time updates. The outcome will streamline the slide creation workflow, reduce manual preparation time, and ensure that all relevant community information is captured in the SnapSlides output.

Acceptance Criteria

Daily Digest Retrieval at Scheduled Time

Given the system time reaches 6:00 AM local community time, when the parsing engine triggers the data retrieval job, then the engine fetches the daily digest from the backend API within 30 seconds and returns a valid data payload with all expected top-level fields (announcements, paymentReminders, forumHighlights, communityMetrics).

Handling of Missing Data Fields

When the parsing engine encounters a daily digest payload missing optional fields, then it logs a warning, populates the missing segments with default empty arrays or zero values, and completes processing without errors.

Real-time Update Propagation

Given a new announcement is added to the backend after the initial daily digest retrieval, when the parsing engine receives the update event, then it integrates the new announcement into the parsed data within 5 seconds and marks it as 'real-time' in the output structure.

High Volume Data Parsing

When the daily digest payload contains more than 500 items across all segments, then the parsing engine processes the entire payload in under 2 seconds without memory leaks or crashes and returns a structured output conforming to the data model.

API Integration Authentication Failure

Given invalid API credentials, when the parsing engine attempts to authenticate with the backend API, then it retries authentication up to three times with exponential backoff and ultimately returns a clear error message indicating authentication failure.

Slide Template Library Integration

"As a board member, I want to select from a library of slide templates so that my presentations maintain a consistent, professional appearance aligned with our community branding."

Description

Develop and integrate a customizable slide template library which houses multiple professionally designed layouts for various content types (e.g., announcements, charts, action items). This requirement ensures that each generated slide adheres to brand guidelines and community aesthetic preferences. The system must support adding, editing, and selecting templates, allowing board members to maintain a consistent look and feel. Templates should be stored in a centralized repository and dynamically applied during deck generation.

Acceptance Criteria

Browsing the Slide Template Library

Given a board member is on the SnapSlides template selection screen When they open the template library Then they see a paginated list of available templates with thumbnail previews, names, and categories

Adding a New Custom Template

Given a board member with template management permissions When they upload a new slide template file in an accepted format and enter required metadata Then the template is saved to the centralized repository and appears in the library with correct details

Editing an Existing Template

Given a board member selects an existing template When they modify layout settings or metadata and save the changes Then the updated template is persisted in the repository and reflected in subsequent library views

Applying a Selected Template During Deck Generation

Given a board member has selected a template prior to generating the daily digest slide deck When they trigger deck generation Then the resulting slides apply the chosen template’s layout, brand colors, and fonts consistently across all slides

Enforcing Brand Guideline Constraints

Given community brand guidelines are defined in system settings When a template is created or edited Then the system validates that template color schemes and fonts match the guidelines and rejects non-compliant templates with an error message

Automated Chart Generation Engine

"As a board member, I want the system to generate visual charts of key community metrics so that I can present data trends clearly during meetings."

Description

Create a chart generation engine that transforms community metrics (such as payment rates, forum activity, and event RSVPs) into visually appealing charts. The engine must support multiple chart types (bar, line, pie) and apply default styling rules while allowing for basic customization like color palettes and labels. Data should be pulled in real-time from Neighborly’s analytics services. The resulting charts will be embedded seamlessly into the SnapSlides deck, providing clear visual insights.

Acceptance Criteria

Chart Generation Upon Deck Creation

Given the user includes community metrics in SnapSlides, when the deck is generated, then bar, line, and pie charts are produced for each metric type; the charts reflect payment rates, forum activity, and event RSVPs using data pulled within the last 5 minutes; and the charts are embedded at specified slide positions.

Default Styling Enforcement

Given the deck is generated without custom settings, when charts are rendered, then they adhere to default styling rules: primary color #123456, secondary color #ABCDEF, title font size 18pt, axis label font size 12pt; and alignment matches design specifications.

Real-Time Data Refresh

Given the user triggers a data refresh on an existing deck, when the engine fetches data, then charts update to reflect the latest analytics within 2 seconds and display a “Last updated” timestamp at the bottom of each slide.

Custom Color Palette Application

Given the user selects a custom color palette before generation, when the deck is created, then charts use the selected colors in the specified order; and the chart metadata color codes exactly match the provided hex values.

Label Customization Functionality

Given the user enters custom axis and chart title labels, when generating the deck, then charts display the custom labels exactly as entered; and labels over 30 characters are truncated with an ellipsis.

Unsupported Data Format Handling

Given the analytics service returns null or malformed data, when generating charts, then the engine skips invalid data points, logs an error entry, and includes a placeholder slide stating “Data unavailable” without blocking overall deck generation.

Export and Sharing Functionality

"As a board member, I want to export the generated slide deck in multiple formats and share it securely so that I can distribute meeting materials efficiently to residents and stakeholders."

Description

Implement export options for the generated slide deck, including PowerPoint (.pptx), PDF, and shareable web links. This requirement covers the conversion process, file packaging, and the secure distribution mechanism. It should integrate with Neighborly’s permissions system to ensure only authorized users can access the exported decks. Additionally, email and in-app sharing workflows need to be in place to facilitate quick distribution to residents or external stakeholders.

Acceptance Criteria

PowerPoint Export by Board Member

Given a board member with export permissions, when they click "Export to PowerPoint", then the system generates and downloads a .pptx file containing all slides with accurate content, formatting, and embedded charts.

PDF Export by Board Member

Given a board member with export permissions, when they click "Export to PDF", then the system generates and downloads a PDF file that preserves all content, layout, and visual fidelity of the slide deck.

Web Link Generation with Permissions

Given an authorized user, when they generate a shareable web link for the slide deck, then the system creates a unique URL that respects the user’s permission settings, provides an online preview, and enforces access controls.

Email Sharing Workflow

Given an authorized user, when they share the slide deck via email, then the system sends the chosen .pptx or PDF file (or web link) to specified email addresses, logs the sharing event, and notifies the sender of successful delivery.

In-App Sharing to Residents

Given an authorized user, when they share the slide deck in-app, then the system delivers the deck to selected residents within the Neighborly app, triggers push/in-app notifications, and records the sharing activity.

Community Branding and Customization

"As a board administrator, I want to configure my community’s branding in SnapSlides so that every presentation aligns with our specific visual identity."

Description

Allow administration of community-specific branding elements such as logos, color schemes, and footer details. This requirement involves building a UI for uploading assets, selecting color palettes, and configuring slide footers. The system must store these settings per community and apply them automatically during SnapSlides generation. Ensuring that each deck reflects the unique identity of the community enhances professionalism and fosters engagement.

Acceptance Criteria

Uploading Community Logo

Given the admin is on the branding settings page When they upload a PNG or JPEG file under 5MB Then the logo is stored and displayed in the community logo preview

Selecting Community Color Palette

Given the admin opens the color palette selector When they choose primary and secondary colors Then the selected colors are saved and reflected in the UI preview

Configuring Slide Footer Details

Given the admin enters footer text and contact info When they save changes Then the footer preview updates to show the new details on each slide

Saving and Storing Branding Settings

Given the admin has configured logo, colors, and footer When they click save Then all settings are persisted in the database for that community and retrievable via API

Applying Branding During SnapSlides Generation

Given a SnapSlides generation request for a community with saved branding When the deck is generated Then each slide includes the correct logo, color scheme, and footer details

Previewing Customized Slide Deck

Given a preview request for a SnapSlides deck When the admin clicks preview Then the system displays a sample deck with the applied branding settings before final generation

HomeMap

Presents a personalized, interactive map highlighting your residence, community amenities (pools, gyms, mailrooms), entrances, parking zones, and walking paths—helping new residents orient themselves quickly and reduce confusion about facility locations.

Requirements

Resident Location Pin

"As a resident, I want to see my current location on the map so that I can orient myself within the community and navigate to amenities easily."

Description

The system shall display the resident’s current location on the HomeMap interface using a distinct marker. This feature requires integrating the device’s GPS data in real-time, ensuring accuracy within a five-meter radius. When enabled, the marker updates dynamically as the resident moves, providing continuous orientation. The implementation must account for privacy controls, allowing users to toggle visibility and granting permission before accessing location services. Expected outcomes include reduced confusion for new residents and enhanced navigation confidence.

Acceptance Criteria

Location Permission Granted Scenario

Given the user has not previously granted location access When the user enables Resident Location Pin Then the system requests permission to access device GPS

Real-time Location Update Scenario

Given location permission is granted When the user moves more than one meter Then the resident’s location marker updates on the map within two seconds

Accuracy within Five Meters Scenario

Given GPS data is captured When the system calculates the user’s position Then the displayed location must be within a five-meter radius of the actual position 95% of the time

Visibility Toggle Scenario

Given the Resident Location Pin feature is enabled When the user toggles visibility off Then the location marker is removed from the map and no location data is shared

Privacy Revocation Scenario

Given the user has previously granted location access When the user revokes permission in device settings Then the app disables location tracking and displays the feature as turned off

Amenity Layer Toggle

"As a new resident, I want to toggle visibility of various amenities on the map so that I can focus on specific facilities without clutter."

Description

The HomeMap shall provide toggleable layers for different community amenities such as pools, gyms, mailrooms, parking zones, and walking paths. Each layer can be independently turned on or off, allowing users to customize the view based on their current needs. Visual representations for amenities will use clear icons and color coding. The feature will integrate with the existing map interface and update layer visibility instantly without page reloads. This enhances map clarity and user focus.

Acceptance Criteria

Toggle Single Amenity Layer

Given the HomeMap displays the default map view, When the user taps the Pools layer toggle, Then only pool icons should appear or disappear on the map immediately without affecting other layers.

Multiple Layers Toggle Independently

Given several amenity layers are active, When the user toggles the Gyms and Mailrooms layers on or off, Then each layer’s icons should update independently without altering the visibility state of other layers.

Instant Layer Visibility Update

Given the user interacts with any amenity toggle, When the toggle state changes, Then the map must refresh the visibility of that layer within 200ms without a page reload.

Clear Icon and Color Representation

Given all amenity layers are enabled, When viewing the map at standard zoom, Then each amenity should display a distinct, correctly colored icon matching the legend and remain legible.

Integration with Map Interface

Given the existing map controls are present, When the user switches between different map functions (zoom, pan, layer toggles), Then the layer toggle feature must function seamlessly without UI conflicts or errors.

Pathfinding Directions

"As a resident, I want step-by-step directions from my home to any amenity so that I can find the quickest route without confusion."

Description

The map shall provide step-by-step walking directions between the resident’s current location and selected amenities. This includes calculating optimal routes along designated walking paths, entry points, and parking zones. Directions will be presented both visually as a highlighted path and textually as turn-by-turn instructions. The system will recalculate routes if the user deviates. Integration with location services and real-time map data is required to ensure accuracy and responsiveness.

Acceptance Criteria

Starting Point Recognition

Given the user opens the Pathfinding feature, when the system retrieves the user’s current location, then the map must center on the user’s location with an accuracy of within 10 meters.

Optimal Route Calculation

Given the user selects an amenity on the map, when the system calculates the walking route, then it must present the shortest path using only designated walking paths, entry points, and parking zones.

Deviated Path Recalculation

Given the user deviates from the calculated route by more than 15 meters, when the deviation is detected by location services, then the system must recalculate and display an updated route within 3 seconds.

Visual and Textual Instructions Synchronization

Given the user is following directions, when the user moves to the next segment of the route, then both the highlighted path on the map and the turn-by-turn text instructions must update simultaneously without lag or mismatch.

Destination Arrival Notification

Given the user reaches within 5 meters of the selected amenity, when the arrival threshold is crossed, then the system must display a “You have arrived” notification and cease further route navigation instructions.

Offline Map Access

"As a resident, I want to access the community map offline so that I can navigate even when I have no internet connection."

Description

The HomeMap shall allow users to download base map data, amenity layers, and walking paths for offline use. This feature will cache necessary map tiles and metadata locally, enabling full map interaction without internet connectivity. A progress indicator will display download status, and users can manage stored data within the app settings. Offline mode ensures reliable navigation in areas with poor signal and reduces data usage.

Acceptance Criteria

Downloading Offline Map Data

Given the user is on the offline map download screen When they select the desired area and tap “Download” Then a progress indicator displays real‐time download percentage and completes at 100% without errors

Accessing Map Offline

Given the user has downloaded the map data and disables network connectivity When they open HomeMap Then the app displays the full map with residence, amenities, entrances, parking zones, and walking paths and allows zoom and pan interactions

Managing Offline Map Storage

Given the user navigates to app settings > Offline Maps When they view stored data Then a list shows each downloaded map with name, size, and date downloaded and provides a delete option that removes the data and updates available storage

Handling Download Errors

Given network instability or server issues During the download process When an error occurs Then the app displays an informative error message, pauses the download, and offers a “Retry” button that resumes or restarts the download

Insufficient Storage Warning

Given the device’s free storage falls below the minimum threshold When the user attempts to start an offline map download Then the app displays a warning about insufficient storage and prevents the download until space is freed

Customizable Map Annotations

"As a resident, I want to annotate the map with personal notes so that I can easily recall my favorite spots and share tips with neighbors."

Description

Residents shall be able to add, edit, and remove personal annotations on the HomeMap, such as marking favorite parking spots or noting community bulletin locations. Annotations will include custom labels and icons, and can be toggled on or off. Data is saved per user and syncs across devices. This feature integrates with user profiles and ensures annotations persist after app updates, providing a personalized navigation experience.

Acceptance Criteria

User Adds a New Annotation

Given the user selects 'Add Annotation' on the HomeMap, when they choose a map location, enter a custom label, and pick an icon, then the annotation appears immediately at the selected spot, is saved to their profile, and persists after app restart.

User Edits an Existing Annotation

Given an existing annotation on the HomeMap, when the user taps 'Edit', changes the label or icon, and saves, then the updated annotation displays immediately and the modifications persist across sessions and devices.

User Deletes an Annotation

Given an existing annotation on the HomeMap, when the user taps 'Delete' and confirms the deletion, then the annotation is removed instantly from the map, is no longer listed in the user’s annotations, and does not reappear after app restart or sync.

User Toggles Annotation Visibility

Given one or more personal annotations are present, when the user toggles the annotations visibility setting off, then all personal annotations hide from the HomeMap, and when toggled on, they reappear without requiring a map reload.

Annotations Sync Across Devices

Given the user is logged into multiple devices with the same profile, when they add, edit, or delete an annotation on one device, then within 30 seconds all changes synchronize and reflect accurately on the HomeMap of the other devices.

BoardConnect

Offers a one-tap directory of HOA board members complete with photos, roles, bios, and preferred contact methods—making it effortless for new residents to ask questions, request assistance, or get involved in community decisions.

Requirements

Member Directory Access

"As a new resident, I want to access the HOA board member directory so that I can quickly identify who to contact for community issues."

Description

Provide residents with a dedicated section within the Neighborly mobile app where they can view the complete list of HOA board members. This directory integrates seamlessly with the existing app navigation, loads quickly, and displays members in a clear, scrollable list for easy browsing.

Acceptance Criteria

New Resident Accesses Board Member Directory

The 'Board Directory' section is reachable from the main menu within 1 tap; The directory loads all board members within 2 seconds; No more than 500ms delay between scroll interactions

Member Details Display Correctly

Each listing shows member photo, full name, role title, and bio excerpt; Photos load correctly or fallback to a placeholder; Bio text truncates with '...' after 2 lines

Contact Method Launch

Tapping an email icon opens the default mail client with the 'To' field populated; Tapping a phone icon opens the phone dialer with the number pre-filled; Tapping an address opens the default maps app with the location set

Seamless Navigation Back to Home Screen

A back arrow or top-left gesture returns the user from directory to the previous screen within 1 second; Navigation maintains directory state without reloading data

Scroll Performance for Large Member Lists

List scrolls smoothly at 60fps with 100+ members; Lazy loading triggers additional data fetch when within 5 items of the end; No freezing or frame drops during rapid scrolls

Profile Details Display

"As a resident, I want to view each board member’s photo, role, and contact preferences so that I can understand their responsibilities and reach out appropriately."

Description

Display detailed profiles for each board member, including photo, role, short biography, and preferred contact methods. Profiles should load instantly when selected and maintain consistent styling across the app to ensure clarity and professionalism.

Acceptance Criteria

Instant Profile Load on Selection

Given a user is on the BoardConnect directory, When they tap a board member's name or photo, Then the profile displays all details (photo, role, biography, contact methods) within 2 seconds without layout shifts.

Consistent Styling Across App

When a profile is viewed on any screen or device, Then the styling (fonts, colors, spacing) matches the design system specifications with no deviations.

Preferred Contact Method Actions

Given a user's preferred contact method is configured, When they click on the contact button, Then the app opens the appropriate interface (email composer for email, dialer for phone) with the correct contact information prefilled.

Accessible Profile Images

When a profile is displayed, Then the member's photo loads with appropriate alt text and resolution adapts to the device without pixelation or distortion.

Biography Text Readability

When viewing the biography section, Then the text should wrap properly, maintain line spacing, and be fully legible without truncation or overflow in both portrait and landscape orientations.

One-Tap Contact Initiation

"As a community member, I want to contact a board member with one tap so that I can quickly ask questions or report issues without navigating multiple screens."

Description

Enable residents to initiate contact with a board member using their preferred method (phone call, email, or in-app message) directly from the profile page with a single tap, streamlining communication and reducing the steps needed to reach out.

Acceptance Criteria

Tapping Preferred Contact Method Initiates Correct Channel

Given user is on the board member profile page and the member's preferred contact method is displayed, When user taps the corresponding icon, Then the relevant channel opens (phone dialer, email composer, or in-app chat) with the board member's contact details pre-filled.

Fallback to Secondary Contact Method When Preferred Unavailable

Given a board member has no preferred contact method set, When user taps any available contact icon, Then the system uses the secondary available method to initiate contact and displays a notification: "Preferred contact method not set; using [method]".

In-App Message Icon Opens Chat Interface

Given user taps the in-app message icon on the profile page, When the icon is tapped, Then a new chat thread is created with the board member and the chat interface loads within 2 seconds.

Contact Method Icons Display Accurately on Profile Page

Given user navigates to any board member's profile page, When the page fully loads, Then phone, email, and in-app message icons appear, the preferred method icon is highlighted, and only supported methods are enabled.

Contact Initiation Triggers Analytics Event

Given user taps any contact method icon, When the tap is registered, Then an analytics event named "contact_initiated" is sent with properties {member_id: <id>, method: <phone|email|in_app>}.

Search and Filter Directory

"As a resident, I want to search for board members by name or role so that I can quickly locate the person responsible for specific community matters."

Description

Implement search and filter functionality within the directory, allowing users to search board members by name or filter by role (e.g., president, treasurer). This feature enhances usability by helping users find the right board member efficiently.

Acceptance Criteria

Search Board Member by Full Name

Given the directory has board members, when the user enters a full board member name in the search field and submits the search, then the directory displays only the board member whose name exactly matches the search term.

Search Board Member by Partial Name

Given the directory has board members, when the user types a partial name into the search field, then the directory dynamically filters and displays all board members whose names contain the entered substring.

Filter Board Members by Role

Given the directory has board members with assigned roles, when the user selects a specific role from the role filter dropdown, then the directory displays only those board members who hold the selected role.

Combine Search and Filter

Given the directory has board members, when the user enters a name in the search field and selects a role filter simultaneously, then the directory displays only the board members that match both the search term and the selected role.

Handle No Results Found

Given the directory has board members, when the user performs a search or filter that yields no matches, then the directory displays a clear “No results found” message with a prompt to clear filters or modify the search term.

Privacy and Permission Control

"As a homeowner, I want assurance that only verified community members can view board member details so that sensitive contact information remains secure."

Description

Ensure that only authenticated residents can access the BoardConnect directory by integrating with the existing user authentication system. Implement permission checks and secure data handling to protect board member information and comply with privacy regulations.

Acceptance Criteria

Authenticated Resident Access to Directory

Given a resident with valid authentication, when they access the BoardConnect feature, then the complete directory of HOA board members is displayed.

Unauthenticated User Access Attempt

Given a user without valid authentication, when they attempt to access the BoardConnect directory, then access is denied and they are redirected to the login page.

Permission Enforcement After Role Change

Given a resident whose permissions have been revoked by the admin, when they attempt to access the BoardConnect directory, then access is denied with an appropriate error message.

Token Expiration Handling

Given a resident with an expired authentication token, when they attempt to access the directory, then they are prompted to re-authenticate before gaining access.

Secure Data Transmission

Given an authenticated request to BoardConnect, when data is transmitted, then all board member information is sent over HTTPS with TLS encryption.

ResourceHub

Provides a centralized library of essential HOA documents, guidelines, neighborhood bylaws, and FAQs with instant-access links—eliminating guesswork and ensuring new residents have all the information they need at their fingertips.

Requirements

Bulk Document Upload

"As a volunteer HOA board member, I want to upload all relevant community documents at once so that new and existing residents can access them immediately without manual distribution."

Description

Enable board members to upload multiple HOA documents simultaneously in various formats (PDF, DOCX, PNG), with progress indicators and error handling for failed uploads. Integrate seamlessly with the existing Neighborly storage infrastructure, ensuring documents are instantly available in the ResourceHub library upon successful upload.

Acceptance Criteria

Bulk Upload Initiation

Given a board member selects multiple documents in PDF, DOCX, or PNG format and clicks 'Upload', when the upload process starts, then all selected files are queued simultaneously and the upload begins for each without delay.

Progress Indicator Accuracy

Given multiple documents are uploading, when the process is ongoing, then each file displays an individual real-time progress percentage and the interface shows an aggregate overall progress bar accurately reflecting total upload completion.

Error Handling for Failed Files

Given one or more documents fail to upload due to network or format issues, when the upload process finishes, then the system lists failed files with specific error messages and provides a ‘Retry’ option for only the failed uploads.

Supported File Format Validation

Given a board member selects unsupported file formats, when attempting to upload, then the system prevents selection/upload of those files, highlights unsupported formats in the selection interface, and displays an error message listing the unsupported files.

Document Availability Post-Upload

Given the upload completes successfully, when the status shows 100%, then all uploaded documents are immediately visible in the ResourceHub library with correct filenames, formats, upload timestamps, and assigned to the correct category.

Document Categorization & Tagging

"As a resident, I want to browse documents by relevant categories and tags so that I can quickly locate the information I need without sifting through unrelated files."

Description

Provide tools for staff to assign categories, tags, and custom metadata (e.g., bylaws, meeting minutes, FAQs) to each uploaded document. Ensure an intuitive UI for browsing by category and filtering by tags, improving discoverability and organization within the ResourceHub.

Acceptance Criteria

Tag Document on Upload

Given a staff member uploads a new document When they select a category “FAQs” and add tags “Parking” and “Rules” Then the document metadata includes category “FAQs” and tags “Parking” and “Rules” and the document appears when filtering by that category or tags

Filter Documents by Category

Given a staff member is on the ResourceHub page When they apply the category filter “Meeting Minutes” Then the document list displays only documents tagged with category “Meeting Minutes”

Filter Documents by Tags

Given a staff member is on the ResourceHub page When they apply the tag filters “Emergency” and “Evacuation” Then only documents containing both tags “Emergency” and “Evacuation” are displayed

Assign Custom Metadata to Existing Document

Given a staff member views an existing document When they add a custom metadata field “Document Owner” with value “Board Secretary” and save Then the document metadata displays “Document Owner: Board Secretary” and persists after page reload

Browse Documents by Category and Tags

Given a staff member is on the ResourceHub page When they select category “Bylaws” and tag “Kitchens” Then the list shows all bylaws documents tagged “Kitchens” and hides all others

Instant Search Functionality

"As a new resident, I want to search for specific terms and have results appear as I type so that I can find the exact guidelines or bylaws I need without navigating through the entire library."

Description

Implement a full-text search engine that indexes all ResourceHub documents and metadata, supporting keyword search, phrase matching, and advanced filters. Display results in real time as users type, highlighting matched terms within document titles and summaries.

Acceptance Criteria

Live Search Response

Given a user types a keyword into the search bar, when each character is entered, then matching documents and summaries update in under 200ms with matched terms highlighted.

Exact Phrase Matching

Given a user encloses terms in quotes, when the search is executed, then only documents containing the exact phrase appear in results with the phrase highlighted.

Advanced Filter Integration

Given filters are applied (e.g., document type, date), when the user modifies filter criteria, then results refresh to reflect filters in real time and maintain term highlighting.

Empty and No-Result Feedback

Given a search yields no matches, when the user finishes typing, then a clear ‘No results found’ message displays and suggestions for refining keywords appear.

Search Query Persistence

Given a user navigates away from the search page and returns, when the page loads, then the last query and results remain displayed and highlighting persists.

Role-Based Access Control

"As a board member, I want to restrict certain sensitive documents to only fellow board members so that confidential community files remain secure."

Description

Configure permission levels for different user roles (e.g., board member, resident, guest) to control view, upload, edit, and delete operations on ResourceHub documents. Integrate with Neighborly’s authentication system to enforce access rules and audit unauthorized access attempts.

Acceptance Criteria

Board Member Manages Documents

Given a user with the 'Board Member' role, When accessing ResourceHub documents, Then the user can view, upload, edit, and delete any document.

Resident Views Allowed Documents

Given a user with the 'Resident' role, When accessing ResourceHub documents, Then the user can view and download public documents but cannot edit or delete any document.

Guest Access Restriction

Given a user with the 'Guest' role, When accessing ResourceHub documents, Then the user can only view documents marked as 'Guest Accessible' and cannot upload, edit, or delete any document.

Unauthorized Access Auditing

Given any user, When attempting an action beyond their permissions, Then the system logs the attempt with user ID, role, action, and timestamp, and returns an 'Access Denied' error.

Role Permission Updates

Given an admin updates a user's role via the authentication system, When the role change is saved, Then the user's permissions immediately reflect the new role's access rules on next access without requiring re-login.

Document Versioning & Audit Trail

"As a community manager, I want to see the revision history of a policy document so that I can understand changes over time and restore a prior version if an update was incorrect."

Description

Track and store previous versions of each document automatically, allowing users to view change history, compare revisions side by side, and revert to earlier versions if needed. Log all upload, edit, and deletion events with timestamps and user identifiers for compliance and transparency.

Acceptance Criteria

Version Created After Document Edit

Given a user edits an existing document and saves changes When the save action completes Then the system creates a new document version entry with a unique version number, timestamp, and the user’s identifier And the previous version remains unchanged and accessible in version history

Version History Accessible from Document Detail

Given a user is viewing the detail page of a document When the user clicks on the "Version History" button Then the system displays a list of all previous versions, each showing version number, timestamp, and editor’s name

Compare Two Document Versions Side by Side

Given a user has opened the Version History for a document When the user selects two versions and clicks "Compare" Then the system displays a side-by-side comparison highlighting added, removed, and modified content

Revert Document to Previous Version

Given a user has opened the Version History and selects an older version When the user confirms the revert action Then the system replaces the current document content with the selected version And creates a new version entry capturing the revert event, timestamp, and user identifier

Audit Trail Logs All Document Events

Given any document upload, edit, or deletion occurs When the event completes Then the system logs the event type, document ID, timestamp, and user ID in the audit trail And the log is accessible to administrators for compliance review

WelcomeChecklist

Guides new residents through a customizable onboarding checklist—covering tasks like setting up payment accounts, scheduling amenity access, and meeting neighbors—with progress tracking and timely reminders to reduce overwhelm.

Requirements

Checklist Customization

"As a volunteer HOA board member, I want to tailor the onboarding checklist to reflect community-specific tasks so that new residents complete relevant steps tailored to our neighborhood."

Description

Enable volunteer HOA board members to fully customize the onboarding checklist by adding, editing, reordering, or removing tasks specific to their community. The module should support text-based tasks, links to external resources, attachments (PDFs, images), and hierarchical grouping for related tasks. Customizations must automatically reflect in each new resident’s checklist and persist across sessions. This feature streamlines community-specific onboarding, ensures relevance, and reduces administrative overhead by providing a single interface for tailoring the resident experience.

Acceptance Criteria

Adding a Text-based Task

Given the board member is on the Checklist Customization screen, When they click 'Add Task', enter a valid task name and description, and click 'Save', Then the new text-based task appears at the end of the task list with the correct name and description.

Reordering Checklist Tasks

Given the board member is viewing the list of tasks, When they drag and drop a task to a new position and click 'Save Order', Then the tasks reflect the new order immediately and maintain that order after navigating away and returning.

Removing a Checklist Task

Given the board member is on the Checklist Customization screen, When they click the 'Delete' icon next to a task and confirm the deletion, Then the task is removed from the list and no longer appears for new residents.

Adding Attachments to a Task

Given the board member is adding or editing a task, When they upload a PDF or image as an attachment and click 'Save', Then the attachment is stored, displayed in the task details, and accessible to residents in their onboarding checklist.

Grouping Related Tasks Hierarchically

Given the board member is on the Checklist Customization screen, When they create a new group, assign a group name, drag related tasks into this group, and click 'Save', Then the group appears as a collapsible section with the nested tasks under it.

Persistence of Checklist Customizations

Given the board member has made any additions, edits, reorders, removals, or attachments to tasks, When they refresh the page or logout and log back in, Then all customizations persist exactly as last saved without any data loss.

Progress Tracking Dashboard

"As a new resident, I want to view my onboarding progress so that I understand which tasks are pending and which are complete."

Description

Provide a real-time progress dashboard within the mobile and web interfaces that displays each new resident’s completion status, including percentage complete, tasks pending, and tasks overdue. The dashboard should offer filters (e.g., by resident, by task category) and visual indicators (progress bars, icons) to quickly assess onboarding health across the community. Integration with the resident profiles and notification system ensures consistency and up-to-date information.

Acceptance Criteria

Resident views personal onboarding progress

Given a new resident with completed, pending, and overdue tasks, when they open the dashboard on web or mobile, then it displays the correct percentage complete, lists pending tasks, and lists overdue tasks matching their profile records.

Board member filters progress by resident

Given an HOA board member on the dashboard, when they apply a filter by resident name or ID, then only that resident’s progress metrics are displayed accurately.

Board member filters progress by task category

Given an HOA board member on the dashboard, when they filter by task category, then the dashboard shows progress metrics for tasks in that category across all residents.

Dashboard visual indicators reflect task status

Given any user views the dashboard, then overdue tasks are marked with a red icon, pending tasks with a yellow icon, completed tasks with a green icon, and progress bars accurately reflect completion percentages.

Real-time update on task status change

Given a task status changes in a resident’s profile, when the change occurs, then the dashboard updates within 5 seconds without requiring a manual refresh.

Automated Reminders

"As a new resident, I want to receive timely reminders for incomplete onboarding tasks so that I stay on track and complete all required steps."

Description

Implement an automated reminder system that sends timely notifications via push messages, emails, or SMS for incomplete or approaching-deadline checklist items. Reminders should be configurable by board members for frequency, channels, and content templates, and support escalation rules (e.g., notify board after two missed reminders). This feature reduces forgetfulness, improves task completion rates, and integrates seamlessly with the platform’s existing notification center.

Acceptance Criteria

Configuring Reminder Template

Given a board member is on the Reminder Settings page When they create or edit a reminder template for a checklist item Then the system saves the template with the specified content and makes it available for all subsequent reminders

Scheduling Reminder Frequency

Given a board member has selected a checklist item When they set the reminder frequency (daily, weekly, or custom interval) and save their configuration Then reminders are scheduled and queued according to the defined intervals

Sending Reminder via Selected Channel

Given a configured reminder schedule When the next reminder is due Then the system sends the notification through each channel (push, email, SMS) the board member selected

Escalation after Missed Reminders

Given a resident has not completed a task after two reminders When the second reminder is sent Then the system triggers an escalation and notifies the board via the notification center

Viewing Reminders in Notification Center

Given reminders have been generated When a board member opens the platform’s notification center Then all sent reminders and escalations are displayed with timestamps and status

Task Dependencies and Scheduling

"As a new resident, I want tasks to follow a logical order with dependencies so that I complete them in the correct sequence without confusion."

Description

Allow board members to define dependencies between checklist items and set scheduling rules such as earliest start date, due date, and recommended completion window. The system should automatically lock dependent tasks until prerequisites are completed and surface scheduling conflicts. Integration with community calendar and amenity booking modules ensures tasks like scheduling amenities only become active after account setup and payment confirmation.

Acceptance Criteria

Defining Task Dependencies

Given a board member defines Task A as a prerequisite for Task B, When the definition is saved, Then Task B remains locked and visually marked as dependent until Task A is completed.

Scheduling Earliest Start and Due Dates

Given a board member sets an earliest start date and a due date for a task, When viewing the checklist, Then the task displays both dates and disallows actions before the earliest start date and after the due date.

Automatic Activation of Dependent Tasks

Given Task A is marked complete, When the completion is confirmed, Then all tasks dependent on Task A unlock automatically and a notification is sent to the responsible board member.

Surfacing Scheduling Conflicts

Given two tasks have overlapping date windows or violate dependency rules, When the dates are entered or modified, Then the system displays a conflict warning, highlights the conflicting tasks, and prevents saving until resolved.

Integration with Community Calendar and Amenity Booking

Given a task requires booking an amenity, When prerequisites like account setup and payment confirmation are met, Then the task links to the community calendar, displays available slots, and allows direct booking within the checklist.

Resource Library Integration

"As a new resident, I want easy access to community guidelines and resources within the onboarding checklist so that I can quickly find and review important information."

Description

Embed a centralized resource library within the onboarding checklist that hosts community guides, policy documents, welcome videos, and links to local services. The library should support rich media, categories, search, and tagging, and allow board members to update content at any time. Each checklist item can reference relevant resources, ensuring new residents have quick access to essential information.

Acceptance Criteria

Resource Upload by Board Member

Given a board member selects 'Add Resource', When they upload a valid file (PDF, DOCX, MP4) under 50MB with required metadata (title, description, category, tags), Then the resource is stored in the library, appears in the correct category listing, and is searchable by its tags.

Resident Searches for Resources by Tag

Given a resident enters a keyword or tag in the search bar, When they initiate the search, Then the system returns a list of resources whose titles, descriptions, or tags match the query, sorted by relevance, within 2 seconds.

Resident Filters Resources by Category

Given a resident selects one or more category filters, When they apply the filters, Then only resources assigned to the selected categories are displayed, and the total count of matching resources is updated dynamically.

Checklist Item Linking to Resource

Given a new resident views their onboarding checklist, When they click the 'View Resource' link on a checklist item, Then the associated resource opens in a new tab or modal displaying the full content without requiring additional login steps.

Board Member Updates Existing Resource

Given a board member edits an existing resource, When they modify the media file or metadata and save their changes, Then the library updates the resource in place, maintains a version history entry, and makes the updated resource immediately available to residents.

VirtualTour

Delivers a 360° interactive tour of common areas and amenities, featuring hotspot pop-ups with descriptions, hours of operation, and booking info—allowing new residents to explore their neighborhood before arriving in person.

Requirements

Panorama Stitching Engine

"As a prospective resident, I want to navigate a fully interactive 360° tour of the neighborhood’s shared spaces so that I can familiarize myself with the amenities before moving in."

Description

Integrate high-resolution, interactive 360° panoramas of community common areas using a multi-resolution tile loading approach to ensure fast initial load times and smooth navigation. Utilize our existing CDN and image assets to deliver seamless transitions between views, maintaining image clarity while minimizing bandwidth and latency impacts.

Acceptance Criteria

Initial Panorama Load Time

Given the user opens the VirtualTour on a 4G connection When the first high-resolution panorama is requested Then the initial view must fully render within 3 seconds

Smooth Zoom and Pan Interaction

Given the user interacts with the panorama view When the user pans or zooms between levels Then transitions between tiles must occur without perceptible latency or stutter

Seamless Tile Transitions

Given the user moves the viewport to adjacent panorama tiles When new tiles are loaded at different resolutions Then lower-resolution placeholders must be replaced by high-resolution tiles within 500ms

High-resolution Clarity at Max Zoom

Given the user zooms to the maximum allowed level When the high-resolution tiles are displayed Then image clarity must retain at least 90% of original asset resolution without pixelation

Bandwidth Usage Optimization

Given the user remains idle on a static panorama view for 10 seconds When no pan or zoom actions occur Then no additional tile data shall be requested, minimizing unnecessary bandwidth consumption

Hotspot Overlay System

"As a new resident, I want to interact with highlighted hotspots in the virtual tour so that I can easily identify and learn about key features of each facility."

Description

Develop an interactive hotspot overlay functionality within the 360° environment that highlights points of interest. Hotspots must support hover and focus states, click activation, customizable icons, and smooth animations. Coordinate mapping should align hotspots accurately within the panoramic view.

Acceptance Criteria

Initial Hotspot Display

Given the 360° environment is loaded When the user opens the VirtualTour Then all defined hotspots appear within 2 seconds, using default icons and animations, and none overlap other UI elements

Hover Interaction with Hotspots

Given the user moves the cursor over a hotspot When the cursor is within the hotspot’s hover area Then the hotspot icon changes to its hover state and displays a brief tooltip with the point of interest name

Hotspot Click Activation

Given the user clicks on a hotspot When click event is detected within the hotspot boundary Then the hotspot expands with a smooth animation and displays a pop-up containing description, hours of operation, and booking info

Icon Customization and Loading

Given the administrator provides custom icon assets When the VirtualTour initializes Then the system loads and displays the custom icons for each hotspot without error and with the same dimensions as default icons

Coordinate Alignment Accuracy

Given the panoramic image and the mapped coordinates for a hotspot When the hotspot is rendered Then its position aligns within a 5-pixel tolerance of the target point in the 360° view on both desktop and mobile resolutions

Amenity Info Pop-ups

"As a community member, I want to view essential details like operating hours and descriptions in pop-ups when exploring the tour so that I can plan my visits effectively."

Description

Implement dynamic pop-up overlays that display detailed information when a user activates a hotspot. Pop-ups should include amenity name, description, hours of operation, images, and booking links. Ensure the design is responsive, adheres to UI standards, and supports multimedia content.

Acceptance Criteria

Hotspot Activation Displays Complete Amenity Details

Given a user taps on an amenity hotspot When the pop-up overlay appears Then it displays the amenity name, description, hours of operation, at least one image, and a booking link And the displayed information matches the backend database entries

Responsive Design in Portrait and Landscape

Given the device is in portrait or landscape orientation When the amenity pop-up is opened Then the layout adjusts to fit the screen dimensions without content overflow or cropping And all text and interactive elements remain fully visible and accessible

Multimedia Content Support

Given an amenity has associated images and/or videos When the pop-up loads Then images display at a 16:9 aspect ratio and videos are playable inline with play/pause controls And a default placeholder appears if any media fails to load

Booking Link Navigation

Given a user clicks the booking link in the pop-up When the link is activated Then the app navigates to the booking page (in-app or external) without errors And the booking form is pre-populated with the correct amenity information

Amenity Data Update Reflects in Pop-up

Given an admin updates amenity details in the content management system When a user opens the amenity pop-up Then the latest information is fetched in real-time and displayed And no app restart is required for the updated data to appear

Booking Integration

"As a resident, I want to reserve amenities directly from the virtual tour interface so that I can complete bookings without leaving the tour experience."

Description

Enable direct booking from the virtual tour by integrating with the community’s scheduling API. Provide a 'Book Now' button within amenity pop-ups that pre-fills booking forms or opens an embedded widget. Include robust error handling, user feedback, and confirmation flows.

Acceptance Criteria

Booking from Amenity Pop-up

Given the user is viewing an amenity pop-up, when they click 'Book Now', then the embedded booking widget loads within 2 seconds displaying the correct amenity name, date, and available time slots. Given the user is logged in, then their name and email fields are pre-filled in the widget.

Booking Form Submission Success

Given the user completes and submits the booking form, when the scheduling API responds with success, then a confirmation message appears within 3 seconds showing the booking reference number and details. A confirmation email is sent to the user's registered email within 1 minute of successful booking.

API Failure Handling

Given the scheduling API returns an error or times out, when the user submits the booking request, then an error message displays 'Booking failed. Please try again later.' and the booking form remains populated. A 'Retry' button appears and allows re-attempt of submission up to two additional times.

Mobile and Desktop Compatibility

Given the user accesses the virtual tour on mobile (iOS/Android) or desktop, when they click 'Book Now', then the embedded widget adapts responsively with all fields and buttons visible without horizontal scrolling. Interactions such as dropdowns and date pickers function correctly across supported devices and browsers.

Booking Slot Availability Update

Given multiple users view the same amenity simultaneously, when one user successfully books a slot, then the booked time slot is removed or marked 'Unavailable' in real-time for all other active sessions without requiring a page refresh.

Mobile Optimization

"As a mobile user, I want the virtual neighborhood tour to perform smoothly on my phone so that I can explore amenities on the go without performance issues."

Description

Optimize the 360° tour and all interactive elements for mobile devices, adapting UI layouts, touch controls, and device orientation sensors. Ensure efficient memory and battery usage, fast asset loading, and responsive performance across a range of iOS and Android devices.

Acceptance Criteria

Adaptive Layout on Different Screen Resolutions

Given the 360° tour is accessed on devices with screen widths between 320px and 1440px, when users view the tour, then all UI elements adapt proportionally without overlap or truncation.

Touch Gesture Responsiveness

Given users interact with the 360° tour via swipe, pinch, and tap gestures, when performing any gesture, then the system responds within 100ms and maintains a smooth 60fps frame rate.

Orientation Change Handling

Given users rotate their device between portrait and landscape modes during the tour, when the orientation changes, then the tour view reflows within 500ms preserving hotspot positions and without UI distortion.

Memory Usage Efficiency

Given the 360° tour session is active, when loading and navigating between scenes, then memory usage remains under 150MB by lazy-loading and unloading assets appropriately.

Battery Consumption Within Acceptable Limits

Given users engage in a continuous 10-minute tour session, when monitoring battery consumption, then the app consumes no more than 5% battery on standard iOS and Android test devices.

LocalPerks

Curates neighborhood-specific offers, events, and volunteer opportunities—from local businesses and community groups—so new residents can quickly discover perks, meet neighbors, and become engaged in the community.

Requirements

Perk Listing & Filtering

"As a new resident, I want to browse and filter local perks by category and distance so that I can quickly find relevant offers in my neighborhood."

Description

Provide a curated, searchable feed of neighborhood-specific perks, allowing residents to filter and sort offers by category, distance, and expiration date. This functionality will integrate partner APIs and internal listings to ensure up-to-date content, enhancing user engagement by making it easy to discover relevant deals and community opportunities directly within the app.

Acceptance Criteria

Category-Based Perk Search

Given a resident is viewing the Perks feed When they select a specific category Then only perks belonging to that category are displayed

Distance-Based Filtering

Given a resident accesses the Perks feed When they set a maximum distance radius Then only perks within that radius appear in the results sorted by proximity

Expiration Date Sorting

Given a resident views the Perks feed When they sort by expiration date Then perks expiring soonest are listed at the top

Combined Filter and Sort

Given a resident applies multiple filters (category and distance) And sorts by expiration date Then the feed shows only perks matching all filters ordered by nearest expiration

Real-Time Content Updates

Given partner API or internal listing updates occur When the resident refreshes or reopens the feed Then new or updated perks appear within 10 seconds

Business Partner Onboarding

"As a local business owner, I want to submit my offers and update details so that I can reach new customers in my neighborhood."

Description

Implement an administrative portal for local businesses and community groups to self-register, submit perk details, upload images, and manage offer validity. The system should include form validation, approval workflows, and notifications to streamline partnership management and ensure data accuracy.

Acceptance Criteria

Business Partner Registration Form Submission

Given a business partner completes all mandatory fields and uploads required images, When they click the Submit button, Then the system displays a confirmation message, sends a submission receipt email within 5 minutes, and logs the partner entry as Pending Approval in the admin portal.

Perk Details Submission and Validation

Given the partner enters perk title, description, and terms, When invalid or missing data is detected, Then the form displays inline error messages for each field and prevents submission until all errors are resolved.

Administrative Approval Workflow

Given an admin views pending partner registrations, When the admin approves a partner entry, Then the partner’s status changes to Active, an approval notification email is sent within 5 minutes, and the partner’s offers become visible in the public LocalPerks listings.

Offer Validity Management

Given a partner defines start and end dates for an offer, When the partner sets an end date earlier than the start date or outside the maximum validity window, Then the system displays a validation error and prevents saving until corrected.

Automated Notification of Offer Expiry

Given an active offer is within 7 days of its end date, When the system reaches the 7-day threshold, Then it automatically sends an email reminder to the partner and creates an alert in the admin portal.

Image Upload and Preview

Given a partner uploads perk images, When images exceed size limits or unsupported formats, Then the system displays clear error messages; Otherwise it shows a preview thumbnail and allows form submission.

Personalized Recommendations

"As a resident, I want to receive personalized perk suggestions based on my interests so that I discover relevant deals effortlessly."

Description

Develop a recommendation engine that leverages resident profile data, past interactions, and stated interests to surface tailored local perks. This feature will use lightweight machine learning models or rule-based algorithms to increase relevance and drive higher engagement by presenting the most appealing offers to each user.

Acceptance Criteria

First-Time Resident Onboarding Recommendations

Given a new resident with only basic profile data, when they access LocalPerks for the first time, then the system displays at least 5 diverse local offers covering a minimum of 3 categories (e.g., dining, services, events) within 2 seconds.

Returning Resident Personalized Update

Given a returning resident with updated interests, when they open the LocalPerks feed, then at least 80% of displayed perks align with one of their stated interests and their past interaction preferences.

Interest-Based Event Suggestion

Given a resident who has previously engaged with community events, when a new event matching their interests is available, then the system sends a push notification featuring at least 3 relevant event suggestions within 24 hours of event creation.

High-Value Local Offer Prioritization

Given multiple available perks from local vendors, when a resident browses offers, then the top 5 displayed perks are those with the highest predicted engagement scores and include at least 2 offers from vendors rated 4 stars or higher.

No Matching Perks Fallback

Given no perks match the resident’s profile or interests, when generating recommendations, then the system displays at least 3 popular community-wide offers or events with a clear fallback message explaining the selection.

Event & Volunteer Signup Integration

"As a resident, I want to sign up for local events or volunteer opportunities directly from the LocalPerks feed so that I can easily engage with the community."

Description

Enable residents to view, RSVP, and register for local events and volunteer opportunities directly within the LocalPerks interface. Integrate with the core events calendar and notification system to automatically add sign-ups and send confirmations, streamlining community engagement workflows.

Acceptance Criteria

Resident Browses Local Events and Volunteer Opportunities

Given a logged-in resident, when they navigate to the LocalPerks tab, then they see a list of upcoming neighborhood events and volunteer opportunities with title, date, time, location, and available slots.

Resident RSVPs to an Event

Given a resident selects an event with available capacity, when they click "RSVP" and confirm, then the event is added to their personal calendar, the core events calendar attendee list is updated, and a confirmation notification is sent within 2 minutes.

Resident Registers for a Volunteer Opportunity

Given a resident views a volunteer opportunity, when they click "Register" and complete required fields, then they are registered in the core volunteer system, the opportunity’s remaining slots decrease by one, and a confirmation notification is sent.

System Prevents Duplicate Sign-ups

Given a resident has already signed up for an event or opportunity, when they attempt to sign up again, then the system displays an error message indicating they are already registered and disables the sign-up button.

Resident Cancels an RSVP or Registration

Given a resident decides to cancel their RSVP or registration, when they click "Cancel Registration" and confirm, then they are removed from the attendee list, the core calendar capacity is updated, and a cancellation notification is sent.

Notification & Promotion Engine

"As a resident, I want to get timely notifications about new local offers and events so that I don’t miss out on community opportunities."

Description

Build a configurable notification system to alert residents about new perks, expiring offers, and upcoming events via push notifications and email. Provide user opt-in settings and scheduled digests to balance engagement with user preferences, ensuring timely awareness without overload.

Acceptance Criteria

Resident Opt-In for New Perks Alerts

Given a resident has navigated to Notification Settings and toggled on Perks Alerts, when the system sends a new perk notification, then the resident receives the notification via their chosen channel within 5 minutes.

Automated Push Notification Delivery

Given the system publishes a new neighborhood offer, when eligible residents have push notifications enabled, then each resident receives a push notification within 2 minutes and it’s visible in the notification tray.

Configurable Email Digest Scheduling

Given a resident has selected daily email digest at 8 AM, when the digest time arrives, then the system compiles all new perks and events from the past 24 hours and sends the email by 8:05 AM.

Expiring Offer Reminder

Given an offer is set to expire in 48 hours, when the time reaches 48 hours before expiration, then the system sends an email and push notification reminder to opted-in residents.

Notification Frequency Control

Given a resident has opted to receive no more than 3 notifications per day, when there are more than 3 events or perks in a single day, then the system aggregates the extras into the next scheduled digest.

Perk Analytics & Reporting

"As an HOA board member, I want to view analytics on perk views and sign-ups so that I can measure the effectiveness of local partnerships."

Description

Offer dashboards and reporting tools for HOA board members and business partners to track perk views, redemptions, and engagement metrics. Include exportable charts and data filters to measure program performance, inform partnership decisions, and optimize future offerings.

Acceptance Criteria

Dashboard View Access

Given a logged-in HOA board member, When they navigate to the Perk Analytics dashboard, Then the system displays total perk views, redemptions, and engagement metrics within 5 seconds of page load.

Date Range Filtering

Given the analytics dashboard is displayed, When the board member selects a custom date range, Then the charts and tables update to show metrics only for the selected period and reflect correct view and redemption counts.

Data Export Functionality

Given filtered or unfiltered analytics data is visible, When the board member clicks the 'Export CSV' or 'Export PDF' button, Then the system generates and downloads a file containing the displayed data with proper headers and data matching the current view.

Metric Comparison Between Periods

Given two date ranges are selected for comparison, When the board member applies the comparison filter, Then the dashboard displays side-by-side charts showing metrics for each period and highlights percentage changes.

Business Partner Perk Access

Given a business partner logs into the Partner Portal, When they access Perk Analytics, Then they only see views, redemptions, and engagement metrics related to the perks they offer and cannot access data for other partners.

SecureVault

Provides industry-standard AES-256 encryption for all stored documents, combined with multi-factor authentication and biometric access. SecureVault ensures only authorized board members and residents can view or modify sensitive HOA records, safeguarding community data against unauthorized access and breaches.

Requirements

Document Encryption Engine

"As a board member, I want all uploaded HOA documents encrypted at rest so that sensitive community records remain protected against unauthorized access or data breaches."

Description

Implement an AES-256 encryption and decryption pipeline for all documents stored in SecureVault. This requirement ensures that every file upload is automatically encrypted before it reaches the database and that retrieval triggers a secure decryption process only for authorized users. Tight integration with existing storage services and encryption key management modules guarantees data confidentiality and seamless user experience without performance degradation.

Acceptance Criteria

Encrypted Document Upload

Given a valid document When the user uploads the document Then the system encrypts it using AES-256 before saving to the database

Decryption for Authorized Retrieval

Given an authenticated user with proper permissions When the user requests a stored document Then the system decrypts it securely and returns the original file

Encryption Key Rotation

Given a scheduled key rotation event When new encryption keys are generated Then all new document encryptions use the latest key and existing documents remain decryptable

Access Denial for Unauthorized Users

Given a user without correct permissions When the user attempts to access a stored document Then the system returns a 403 Forbidden error and does not decrypt the file

Performance Under Concurrent Loads

Given 100 simultaneous document uploads When the encryption pipeline processes each file Then the average encryption time per document is under 2 seconds with no failures

Multi-Factor Authentication Workflow

"As a resident user, I want to set up multi-factor authentication for my SecureVault account so that I feel confident my login credentials cannot be misused."

Description

Design and build a multi-factor authentication (MFA) flow that requires users to verify their identity using a secondary channel after entering credentials. This requirement includes integration with SMS, email, or authenticator apps, fallback mechanisms for lost devices, and secure token validation. The workflow will enhance account security, reduce the risk of credential theft, and comply with industry best practices for safeguarding user access.

Acceptance Criteria

First-Time Login with SMS-Based MFA

Given a user has entered valid credentials and selected SMS as the second factor When the system generates a six-digit code and sends it via SMS to the user’s registered phone number Then the user must enter the correct code within 5 minutes to successfully complete authentication

MFA Fallback via Email on SMS Failure

Given a user fails to receive the SMS code within 2 minutes When the user selects email fallback Then the system sends a six-digit code to the user’s registered email address and allows code entry within 10 minutes to complete authentication

Authenticator App OTP Verification

Given a user has linked an authenticator app When the user opens the app and retrieves the one-time password (OTP) Then entering the valid OTP within its 30-second validity window grants access

Recovery Code Usage for Lost MFA Device

Given a user has lost access to their MFA device and enters a valid recovery code When the system verifies the recovery code against stored hashes Then the user is prompted to register a new MFA device before access is granted

Invalid or Expired MFA Token Handling

Given a user submits an incorrect or expired MFA code When the system detects the invalid or expired code Then authentication is denied, an error message is displayed, and the user is allowed up to three retry attempts before being locked out

Biometric Access Integration

"As a frequent user, I want to unlock SecureVault with my device’s fingerprint or face scan so that I can quickly and securely access documents without typing a password."

Description

Enable biometric authentication on supported mobile devices, leveraging fingerprint and facial recognition APIs to provide secure and convenient access to SecureVault. This requirement covers platform detection, fallback to passcodes, secure storage of biometric tokens, and compliance with device-specific security frameworks. Biometric access will streamline user login, improve security, and offer a frictionless experience for board members and residents.

Acceptance Criteria

Fingerprint Authentication on Android Devices

Given a user with enrolled fingerprints on an Android device and SecureVault installed When the user selects biometric login Then the Android Biometric API authenticates the fingerprint and grants access to SecureVault within 2 seconds

Facial Recognition on iOS Devices

Given a user with Face ID configured on an iOS device and SecureVault installed When the user selects biometric login Then the iOS LocalAuthentication framework verifies the face and unlocks SecureVault without requiring a passcode

Fallback to Passcode After Biometric Failure

Given a user fails biometric authentication three consecutive times When the user attempts login again Then SecureVault prompts for a passcode and grants access only upon correct entry

Secure Storage of Biometric Tokens

Given biometric tokens created during enrollment When SecureVault stores tokens Then all tokens are encrypted with AES-256 and saved in the device’s secure enclave or keychain

Platform Detection and Unsupported Device Handling

Given SecureVault launches on any mobile device When the device does not support biometric authentication Then the app hides biometric options and only displays passcode login

Role-Based Access Control (RBAC)

"As an HOA admin, I want to assign document access permissions based on member roles so that each user only sees the records they’re authorized to manage."

Description

Implement a role-based access control system that defines and enforces permissions for board members, residents, and administrators. This requirement details role creation, permission assignment per document type, dynamic role updates, and integration with user profiles. Effective RBAC ensures that only authorized individuals can view, edit, or delete records based on their community roles and responsibilities.

Acceptance Criteria

Role Assignment by Administrator

Given an administrator is logged into SecureVault with valid credentials When they navigate to the user management panel and assign the “Board Member” role to a resident profile Then the system updates the resident’s access permissions to allow viewing and editing of board-level documents and logs the role assignment event

Unauthorized Access Prevention

Given a resident without “Admin” or “Board Member” role When they attempt to open a board-only document in SecureVault Then the system denies access, displays an “Access Denied” message, and records the unauthorized attempt in the audit log

Dynamic Role Updates

Given a user already has an assigned role When an administrator changes their role from “Resident” to “Board Member” Then the system immediately updates the user’s session permissions to reflect new role privileges without requiring re-login

Multi-Factor Authentication Enforcement

Given a user attempts to authenticate for document access When they enter correct password credentials Then the system prompts for a second factor (SMS code or biometric) and only grants access upon successful second-factor validation

Permission Assignment for New Document Type

Given a new document category “Financial Reports” is created in SecureVault When the administrator assigns view and edit permissions for “Financial Reports” to the “Treasurer” role Then all users with the “Treasurer” role can access and modify documents in this category, and users without the role remain restricted

Secure Audit Trail Logging

"As a compliance officer, I want detailed audit logs of all SecureVault transactions so that I can review user activities and respond to security incidents promptly."

Description

Develop an immutable audit logging mechanism that records every access, modification, and deletion event within SecureVault, including timestamps, user IDs, and operation details. Logs will be encrypted, tamper-evident, and accessible only to authorized administrators for compliance reviews and forensic analysis. This audit capability increases transparency, supports regulatory compliance, and helps detect unauthorized activities quickly.

Acceptance Criteria

User Document Access Event Logging

Given an authorized user views a document in SecureVault, When the document is successfully accessed, Then an audit log entry is created recording the user ID, document ID, timestamp, and 'view' operation; And the log entry is encrypted and stored in a tamper-evident ledger.

Document Modification Event Logging

Given an authorized user modifies a document in SecureVault, When changes are saved, Then an audit log entry records the user ID, document ID, timestamp, change details, and 'modify' operation; And the entry is encrypted and immutable.

Document Deletion Event Logging

Given an authorized user deletes a document, When the deletion is confirmed, Then the system logs a deletion event including user ID, document ID, timestamp, and 'delete' operation; And the log is encrypted and tamper-evident.

Unauthorized Access Attempt Logging

Given a user without proper permissions attempts to access a document, When access is denied, Then an audit log entry records the attempted user ID, document ID, timestamp, and 'unauthorized access' event; And the entry is securely stored and immutable.

Admin Audit Log Retrieval

Given an authorized administrator requests to view the audit logs, When the request is authenticated via multi-factor authentication, Then the system displays the decrypted logs in chronological order; And ensures logs are accessible only to users with 'audit_admin' role.

Encryption Key Rotation Management

"As a security administrator, I want encryption keys to rotate automatically every 90 days so that the risk of key compromise is minimized without manual intervention."

Description

Create an automated key rotation system that periodically generates new encryption keys, securely archives old keys, and re-encrypts stored data without downtime. This requirement involves scheduling rotation intervals, key versioning, secure key storage, and transparent re-encryption workflows. Regular key rotation reduces the risk of long-term key compromise and aligns with security best practices.

Acceptance Criteria

Scheduled Key Rotation Execution

Given a rotation interval of 30 days is configured, when the scheduled rotation time is reached, then a new AES-256 encryption key is generated automatically with no system downtime and key deployment completes within 5 minutes.

Old Key Archival and Retrieval

Given an old encryption key is rotated out, when rotation completes, then the previous key is securely archived in the key vault with multi-factor protection and can be retrieved for decryption of existing data for up to 90 days.

Data Re-encryption Transparency

Given a new encryption key is available, when data re-encryption runs, then all stored documents are re-encrypted with the new key within 2 hours and user access and performance remain unaffected (<5% degradation).

Key Versioning Accuracy

Given multiple key versions exist, when a document is accessed, then the system automatically references and uses the correct key version for decryption without errors and key metadata accurately reflects its creation and rotation timestamp.

Rotation Audit Logging

Given a key rotation event occurs, when rotation completes, then an audit log entry is generated with rotation ID, timestamp, operator, and status, and a notification is sent to the security administrator within 15 minutes.

SmartSign

Integrates a seamless e-signature workflow directly into the vault, allowing users to upload, sign, and send documents with customizable signature fields and automated reminders. SmartSign accelerates approval processes, reduces paper handling, and ensures legally binding signatures in minutes.

Requirements

Document Upload and Secure Storage

"As an HOA board member, I want to upload official documents into the vault so that I can securely store and manage files before sending them for signatures."

Description

Enable users to upload PDF or image-based documents into the SmartSign vault with secure, encrypted storage. The system must support version control, automatic backup, and seamless integration with existing HOA records. Uploaded documents should be indexed for quick retrieval and accessible only to authorized users. This requirement ensures that documents are safely stored, easily managed, and readily available for the e-signature workflow.

Acceptance Criteria

PDF Document Upload

Given a user has selected a PDF file less than 10MB and with a valid file extension, When they initiate the upload, Then the system stores the file in encrypted storage, confirms successful upload within 5 seconds, and displays the document in the vault.

Image Document Upload

Given a user has selected a supported image file (JPEG, PNG) under 10MB, When they initiate the upload, Then the system encrypts and stores the image, confirms upload success, and renders a thumbnail preview in the vault.

Version Control and Automatic Backup

Given an existing document in the vault, When a user uploads a new version of the document, Then the system automatically creates a new version entry, retains the previous version, generates a backup copy stored offsite, and logs the version change with timestamp and user details.

Document Indexing and Search Retrieval

Given multiple documents stored in the vault with metadata, When a user searches by document title or keyword, Then the system returns relevant documents sorted by relevance within 2 seconds and highlights matching keywords in the results.

Access Control Enforcement

Given a document with assigned access permissions, When an unauthorized user attempts to view or download it, Then the system denies access, logs the attempt, and displays an appropriate error message without revealing the document content.

Signature Field Customization

"As the board president, I want to add customized signature and date fields to documents so that each signer knows precisely where to sign and fill in information."

Description

Provide a drag-and-drop interface for defining signature fields, initial blocks, dates, checkboxes, and text inputs on uploaded documents. Users should be able to label fields, assign them to specific signers, and set field properties (required, conditional, read-only). This functionality allows tailored document preparation, ensuring each recipient knows exactly where and what to sign.

Acceptance Criteria

Admin Drags Signature Field Onto Document

Given an uploaded document and the field toolbox is visible, When the admin drags a signature field icon from the toolbox onto the document canvas, Then the signature field is placed at the drop location and highlighted for configuration.

User Labels and Assigns Field to Signer

Given a placed field on the document, When the user enters a field label, selects a signer from the recipient list, and clicks “Assign,” Then the field displays the label and signer assignment persistently on the document.

User Configures Field Properties

Given a selected field, When the user toggles property options (Required, Conditional, Read-Only) in the properties panel, Then the field’s icon and metadata update to reflect each selected property.

User Previews Document with Fields

Given a document with configured fields, When the user clicks “Preview” and selects any recipient role, Then the preview display shows only fields assigned to that role with correct labels and properties.

Conditional Field Visibility

Given a checkbox field with a conditional visibility rule referencing another field, When the trigger field’s value meets the rule criteria, Then the dependent field becomes visible; otherwise, it remains hidden.

Automated Signature Requests and Reminders

"As the HOA treasurer, I want the system to automatically send and remind signers about pending documents so that I don’t have to manually track and follow up."

Description

Implement an automated workflow to send signature requests to designated recipients via email or in-app notification. The system should track status (sent, viewed, signed, declined) and send configurable reminders at set intervals. Reminders must be customizable in frequency and messaging to ensure timely completion without manual follow-up.

Acceptance Criteria

Sending Initial Signature Request

Given a document has a designated recipient; when the user clicks 'Send Signature Request'; then the system sends an email and in-app notification containing the document link and signature instructions within 5 seconds and sets the request status to 'sent' in the vault.

Viewing Signature Request Status

Given a signature request is sent; when the recipient clicks the request link or opens the app; then the system logs the view event, updates the request status to 'viewed', and displays this status to the requester.

Automated Reminder Delivery

Given a signature request remains unsigned after the configured reminder interval; when the interval elapses; then the system automatically sends a reminder email and in-app notification according to user-defined frequency and messaging, and logs the reminder activity.

Configuring Reminder Settings

Given a user accesses the reminder settings for a signature request; when they set and save custom reminder intervals, start date, and message content; then the system persists these settings and uses them for all future automated reminders for that request.

Recipient Declines Signature Request

Given a recipient clicks 'Decline to Sign'; then the system records the decline action, updates the request status to 'declined', stops any further automated reminders, and sends a notification to the requester.

Audit Trail and Certificate Generation

"As a compliance officer, I want a detailed audit report and certificate for each signed document so that I have verifiable proof of authenticity and completion."

Description

Generate a comprehensive, tamper-proof audit trail for every e-signature transaction, capturing timestamps, IP addresses, authentication methods, and document hashes. Provide a downloadable Certificate of Completion for each signed document, suitable for legal compliance and record-keeping. This requirement ensures trust, accountability, and legal enforceability.

Acceptance Criteria

Audit Trail Data Logging

Given a user finalizes an e-signature transaction When the signature is completed Then the system must record transaction ID, timestamp, IP address, authentication method, and document hash in the audit trail and ensure the entry is immutable

Audit Trail Data Integrity Verification

Given an existing audit trail entry When the system recomputes the document hash Then the recomputed hash must match the stored hash and no discrepancies are allowed

Certificate of Completion Generation

Given all required parties have signed When the final signature is applied Then the system must generate a downloadable PDF certificate of completion containing transaction ID, signer names, timestamps, document hash, and system signature

Certificate Download and Accessibility

Given a completed certificate exists When a user requests to download the certificate Then the PDF must be available via UI and API within 5 seconds, open without errors, and include an embedded digital signature

Audit Trail Export Functionality

Given a user with export permissions When the user initiates an export of the audit trail Then the system must generate a CSV or JSON file containing all logged fields for up to 1,000 entries within 10 seconds

Mobile-Optimized Signing Interface

"As a homeowner, I want to sign documents on my smartphone even when I'm away from my computer so that I can complete approvals on the go."

Description

Design a responsive signing interface optimized for iOS and Android devices, ensuring documents render accurately on various screen sizes. Include touch-friendly controls for selecting signature points and entering data. Support offline signing mode that queues signatures and syncs automatically when back online, enabling users to sign documents anytime, anywhere.

Acceptance Criteria

Document Rendering on Variable Screen Sizes

Given the user opens a document on any iOS or Android device screen size, When the document loads, Then all pages scale proportionally to fit the viewport width without horizontal scrolling; And text and images remain clear and legible.

Signature Field Touch Interaction

Given a signature field displayed in the document, When the user taps the signature placeholder, Then a touch-friendly signature pad opens; And the user can draw a signature using touch input; And a “Save” button stores the signature in the correct field.

Form Data Entry Experience

Given the document contains input fields for data entry, When the user taps an input field, Then the appropriate virtual keyboard appears without obstructing the field; And the viewport scrolls to keep the field visible above the keyboard; And input is accepted and saved correctly.

Offline Signing Functionality

Given the device is offline, When the user completes signing a document, Then the signature and document state are saved locally in a queue; And the user sees a notification indicating that the signature will sync once online.

Automatic Sync After Reconnect

Given there are queued signatures from offline mode, When the device reconnects to the internet, Then queued signatures automatically upload to the server within 30 seconds; And the user receives a confirmation notification of successful synchronization.

VersionGuard

Maintains a complete, timestamped history of every document revision with an intuitive diff viewer. VersionGuard lets users compare changes, restore previous versions, and track edit authorship, enabling clear accountability and effortless rollback in case of errors or disputes.

Requirements

Comprehensive Revision History

"As a community board member, I want to view a full history of document revisions so that I can monitor changes over time and ensure accountability."

Description

Maintain a complete, timestamped log of all document revisions, capturing metadata such as timestamp, change summary, and author. Display this history in an organized list to allow users and administrators to track the evolution of documents, facilitating transparency and accountability in document management workflows.

Acceptance Criteria

Viewing Revision History Log

Given an existing document with multiple revisions When the user opens the revision history panel Then the panel displays a list of all revisions sorted by most recent timestamp first, with each entry showing the revision timestamp, author name, and change summary

Comparing Document Versions

Given a document’s revision history is displayed When the user selects two different revisions and clicks 'Compare' Then the system presents an intuitive diff view highlighting additions, deletions, and modifications between the two versions

Restoring Previous Document Version

Given the user identifies a revision to revert to When the user selects the revision and clicks 'Restore' Then the system prompts for confirmation, and upon confirmation replaces the current document content with the selected revision and logs a new revision entry noting the restoration

Tracking Revision Metadata

Given a user saves edits to a document When the document is saved Then the system creates a new revision log entry that accurately captures the current timestamp, the author’s identifier, and the user-provided change summary

Access Control on Revision History

Given a user with 'Viewer' role When accessing the revision history panel Then the user can view all revision entries but cannot perform actions such as restore or delete revisions

Intuitive Diff Viewer

"As a homeowner, I want to compare two versions of a document side-by-side so that I can quickly identify what changes were made."

Description

Implement a side-by-side or inline diff viewer that highlights additions, deletions, and modifications between any two selected document versions, using clear color-coding and context lines. Allow users to navigate changes easily and focus on specific edits to understand document evolution quickly.

Acceptance Criteria

Side-by-Side Version Comparison

Given two document versions are selected, when the diff viewer opens, then the interface displays both versions side-by-side with additions highlighted in green, deletions in red, and modifications in yellow.

Inline Diff Display

Given a user selects inline view mode, when two versions are compared, then the document displays changes within the text flow with clear markers indicating additions and deletions inline.

Change Navigation

Given a document with multiple changes, when the user clicks 'Next Change' or 'Previous Change', then the viewer scrolls to and focuses on each subsequent or preceding change with a visual indicator.

Color-Coding Accuracy

Given any two versions compared, then all additions must be highlighted in green (#00FF00), deletions in red (#FF0000), and modifications in yellow (#FFFF00) consistently across the diff viewer.

Context Line Display

Given changes occur in the document, then the diff viewer shows at least three lines of unchanged context before and after each change to provide sufficient context.

Version Restoration from Diff

Given a highlighted change, when the user selects 'Revert Change', then only that specific change is reverted in the current document version and the content updates accordingly.

One-Click Version Restore

"As a community manager, I want to revert a document to a past version with one click so that I can undo unintended edits efficiently."

Description

Provide a restore functionality that allows users to revert a document to any previous version with a single action. Ensure that restoring a version creates a new entry in the revision history, preserving the rollback action and preventing data loss while enabling rapid error correction or dispute resolution.

Acceptance Criteria

Revert to Previous Version

Given a user is viewing the revision history When the user selects a previous version and clicks "Restore" Then the document content is replaced with the selected version

Revision History Entry Creation

After a restore action is performed, a new entry is appended to the revision history with the current timestamp, the acting user's ID, a reference to the restored version, and an action label indicating "rollback"

Permission Enforcement on Restore

Only users with edit permissions see and can execute the restore action; any user without sufficient permissions attempting restoration receives an authorization error message

Document Integrity Post-Restore

After restoration completes, all document elements—including text, formatting, and embedded media—match byte-for-byte the original version selected, as verified by checksum comparison

Restore Performance for Large Documents

A restore operation on documents up to 10 MB in size completes in under 3 seconds under normal network conditions, measured from user action to document display

Edit Authorship Tracking

"As an HOA board member, I want to see who made each change in a document so that I can attribute edits correctly and follow up if needed."

Description

Capture and display the author of each edit within the revision history and diff viewer, attributing specific changes to individual users. This feature enhances accountability by providing clear authorship data and supports auditing processes when investigating modifications.

Acceptance Criteria

Save Edit and Record Author

Given a logged-in user When they save an edit to a document Then the system adds a new entry in the revision history with the user’s full name, unique user ID, and a timestamp accurate to the second; And the total revision count increments by one

Display Author in Revision History

Given the user opens the revision history Then each revision entry displays the author’s name and avatar next to the timestamp; And hovering or tapping the author element reveals the author’s email address

Show Author in Diff Viewer

Given a user selects two document versions for comparison When the diff viewer loads Then it displays the author’s name for each version at the top; And each changed line is annotated with the corresponding author’s name in the gutter

Mobile UI Author Attribution

Given a user views revision history on a mobile device Then each entry shows the author’s name preceded by an “edited by” label beneath the document title; And tapping the author reveals their profile details

Audit Export Includes Authorship

Given an administrator exports revision history as CSV When the export completes Then each record includes columns for revision ID, timestamp, author ID, and author name matching the UI display

Role-Based Version Access

"As an HOA administrator, I want to limit version management actions to specific roles so that unauthorized users cannot modify or delete important document history."

Description

Implement access controls to restrict who can view, restore, or delete document versions based on user roles and permissions. Integrate with existing user management to ensure that only authorized personnel can perform sensitive version operations, preserving security and compliance.

Acceptance Criteria

Admin Deletes Document Version

Given a user with the “delete_version” permission, when they select a document version and confirm deletion, then the version is permanently removed from the version history and an entry recording the user ID, version ID, document ID, action, and timestamp is created in the audit log.

Board Member Views Version History

Given a user with the “view_version” permission, when they navigate to the document’s version history, then all versions are displayed in descending timestamp order, each entry shows the edit author and timestamp, and the “View Diff” option is available for each version.

Unauthorized User Attempts Version Restore

Given a user without the “restore_version” permission, when they attempt to restore a document version, then the “Restore” button is disabled, an “Insufficient Permissions” message is displayed, and the attempt is recorded in the audit log.

Moderator Restores Previous Version

Given a user with the “restore_version” permission, when they select a prior version and confirm restoration, then the document content is updated to match the selected version, a new version entry noting the rollback action is created, and the audit log records the user ID, version IDs (original and restored), and timestamp.

Audit Trail Logging for Sensitive Actions

Given any attempt to view, restore, or delete a document version, when the action occurs, then the system logs the user ID, action type, document ID, version ID, and timestamp to an immutable audit log accessible only by administrators.

Version Change Notifications

"As a resident, I want to receive notifications when key documents are updated so that I stay informed of important changes promptly."

Description

Automatically notify relevant users via in-app alerts or email when a new document version is created or a significant change occurs. Provide configurable notification settings to control frequency and detail level, keeping stakeholders informed of critical updates without causing notification fatigue.

Acceptance Criteria

Immediate Notification on New Version Creation

Given a user with notification settings enabled, when a new document version is created, then an in-app alert and an email are sent to the user within 5 minutes containing the document name, version number, and summary of changes.

User Configures Notification Frequency

Given a user accesses notification settings, when the user sets the notification frequency to 'daily digest', then notifications for new document versions are batched and sent once per day at the user's specified time.

User Configures Notification Detail Level

Given a user accesses notification settings, when the user selects 'include diff summary only', then notifications only include a summary of changes without full diff details.

User Unsubscribes from Notifications

Given a user disables all version change notifications in settings, then neither in-app nor email notifications are dispatched to the user upon any new version creation.

High Volume Update Consolidation

Given more than 10 versions are created within an hour and notification settings are set to 'real-time', then the user receives a consolidated notification summarizing all versions created in that hour instead of individual alerts.

ComplianceTrail

Generates an immutable, audit-ready log of all document interactions—views, edits, signatures, and shares—complete with user IDs, timestamps, and IP addresses. ComplianceTrail simplifies regulatory reporting and internal audits by providing a single source of truth for all HOA document activities.

Requirements

Comprehensive Interaction Logging

"As a board member, I want every document interaction recorded with detailed metadata so that I can verify who accessed or modified a document and when."

Description

Implement a system to automatically capture every user interaction with HOA documents, including views, edits, signatures, and shares. Each event must be logged with associated metadata—user ID, timestamp, document ID, action type, and IP address—to ensure a complete trail of activity. This functionality forms the foundation of ComplianceTrail, enabling precise tracking of document handling and fostering transparency across community management processes.

Acceptance Criteria

Document View Logging

Given a user accesses an HOA document on Neighborly, When the document is loaded in the user’s browser, Then the system must record a log entry containing the user ID, timestamp, document ID, action type "view", and IP address.

Document Edit Logging

Given a user submits changes to an HOA document, When the edit is saved, Then the system must record a log entry containing the user ID, timestamp, document ID, action type "edit", and IP address.

Document Signature Logging

Given a user applies an electronic signature to an HOA document, When the signature process completes, Then the system must record a log entry containing the user ID, timestamp, document ID, action type "signature", and IP address.

Document Share Logging

Given a user shares an HOA document with another party, When the share action is confirmed, Then the system must record a log entry containing the user ID, timestamp, document ID, action type "share", and IP address.

Audit Trail Integrity Verification

Given existing log entries for HOA document interactions, When an audit is performed, Then the system must provide an immutable, chronological list of entries that cannot be modified or deleted, and must validate that each entry contains user ID, timestamp, document ID, action type, and IP address.

Immutable Audit Ledger

"As an auditor, I want the interaction logs stored in an unchangeable ledger so that I can trust the integrity of historical records during compliance reviews."

Description

Develop an immutable storage mechanism for all interaction logs, preventing any alteration or deletion of records. Utilize append-only data structures or cryptographic techniques (e.g., hashing, digital signatures) to ensure tamper-evidence. This requirement guarantees that the audit trail remains a single source of truth, meeting regulatory standards and protecting against unauthorized data manipulation.

Acceptance Criteria

Document View Logging

Given a user views a document, when the view action completes, then the system appends an immutable record with userID, timestamp, documentID, and IP address to the ledger.

Document Edit Logging

Given a user saves edits to a document, when the save action is confirmed, then the system generates a cryptographic hash of the changes, signs it, and appends an immutable record with userID, timestamp, documentID, changeHash, and IP address.

Document Signature Logging

Given a user applies a signature to a document, when the signature is finalized, then an immutable entry containing userID, timestamp, documentID, signatureHash, and IP address is appended to the ledger and cannot be modified.

Document Share Logging

Given a user shares a document with another user or group, when the share action is confirmed, then an immutable log entry with userID, timestamp, documentID, recipientID, and IP address is appended to the ledger.

Tamper-Evidence Verification

Given an auditor requests ledger integrity, when the system computes the hash chain of all entries, then it detects any alteration and confirms the ledger’s integrity within 5 seconds for up to 10,000 records.

Exportable Audit Reports

"As a compliance officer, I want to export filtered interaction logs into PDF and CSV so that I can submit them directly to auditors and regulatory bodies."

Description

Provide functionality to generate and export audit-ready reports in common formats (CSV, PDF, JSON). Users should be able to specify filters—date range, document type, user, action—to tailor the report contents. The exported reports must include comprehensive headers and formatted entries to facilitate regulatory submissions and internal audits.

Acceptance Criteria

Date Range Filter CSV Export

Given the user selects "CSV" format and specifies a valid start and end date, when the user clicks "Export", then the system generates and downloads a .csv file containing only audit entries within the selected date range, includes all defined header columns, and file size does not exceed system limits.

Document Type Filter PDF Export

Given the user chooses "PDF" format and selects one or more document types, when the user initiates the export, then the system generates a .pdf report containing only entries matching the chosen document types, includes proper bolded headers, pagination, and a timestamp footer on each page.

User Action JSON Export

Given the user selects "JSON" format and filters by a specific user ID and action type, when the user clicks "Export", then the system produces a .json file containing an array of objects representing the filtered audit events, each object includes userID, action, timestamp, IP address, and documentID fields.

Combined Filters Multi-Format Export

Given the user applies multiple filters (date range, document type, user, action) and selects any supported format (CSV, PDF, JSON), when the export is triggered, then the system generates the file in the chosen format containing only entries that meet all filters, and the file can be downloaded successfully.

Report Headers and Formatting Validation

When any export is completed in CSV, PDF, or JSON format, then the resulting file must include comprehensive headers that match the field definitions in the audit log schema, maintain consistent data formatting (e.g., ISO8601 timestamps), and pass schema validation with no missing or malformed entries.

Advanced Search and Filtering

"As a board member, I want to search and filter document interaction logs by multiple criteria so that I can quickly locate specific events for investigation."

Description

Implement robust search and filtering capabilities across the interaction logs. Enable queries by user ID, document ID, action type, timestamp range, and IP address. The interface should support complex AND/OR conditions, rapid response times for large data sets, and saved filter presets to streamline repeated audit tasks.

Acceptance Criteria

Single-Field Search

Given a user inputs a valid user ID and submits the search When the system processes the query Then only log entries matching that user ID are returned within 2 seconds and the result count is accurate

Complex AND Condition Filtering

Given a user selects multiple parameters (user ID and action type) set to AND logic When the filter is applied Then the system returns only entries satisfying all conditions within 3 seconds

Complex OR Condition Filtering

Given a user selects multiple parameters (document ID and IP address) set to OR logic When the filter is applied Then the system returns entries matching any of the selected conditions and displays an accurate count

Timestamp Range Filtering

Given a user specifies a start and end timestamp and submits the filter When the system processes the range query Then all log entries within that time range are returned sorted chronologically

Saved Filter Presets

Given a user configures filter parameters and saves them as a preset When the user selects the preset in a later session Then the system applies the exact saved parameters and returns correct results within 2 seconds

High-Volume Performance

Given a user applies filters on a dataset of over 1 million log entries When the query runs Then the system completes the search and displays results in under 5 seconds without errors

Real-time Anomaly Alerts

"As a community manager, I want real-time alerts on unusual document activities so that I can respond promptly to potential security or compliance issues."

Description

Introduce real-time monitoring of interaction logs to detect and alert on suspicious activities—such as multiple failed signature attempts, mass downloads, or access from unfamiliar IP addresses. Configure threshold-based rules and deliver notifications via email, SMS, or in-app messages. This proactive approach enhances security and helps address potential compliance breaches immediately.

Acceptance Criteria

Multiple Failed Signature Attempts Detected

Given a user attempts to sign a document and fails more than 5 times within 10 minutes When the fifth failed attempt occurs Then the system triggers an alert and sends notifications via email, SMS, and in-app message to the compliance officer

Mass Document Downloads Identified

Given a single user initiates download of more than 50 documents within a one-hour window When the threshold is exceeded Then the system flags the activity as suspicious and generates a real-time alert to the security team

Access From Unrecognized IP Address

Given a user accesses the document portal from an IP address not seen in their last 30 days of activity When the login is successful Then the system sends instant notifications to the user and compliance officer and logs the IP address in the anomaly report

Simultaneous Logins From Multiple Locations

Given a user’s account is accessed from two geographically distant IP addresses within 5 minutes When the second login is detected Then the system invalidates all sessions, prompts the user to re-authenticate, and sends an alert to the security team

Threshold-Based Rule Configuration Update

Given an administrator adjusts anomaly detection thresholds in the settings When the new thresholds are saved Then the system applies the updated rules immediately and logs the configuration change with timestamp, user ID, and IP address

AccessControl

Offers granular, role-based permission settings and temporary, expiring share links. AccessControl empowers HOA boards to define who can view, edit, or sign each document, while time-limited links ensure external stakeholders can securely review materials without ongoing access.

Requirements

Role Definition Management

"As an HOA board administrator, I want to create and manage custom roles with specific permissions so that I can control which members have access to various documents and settings."

Description

Enable administrators to create, edit, and delete custom roles with specific permission sets. This functionality should provide a user-friendly interface for defining role names, assigning default permissions, and integrating seamlessly with existing user management. It ensures clear, maintainable role structures that align with community governance needs, reducing manual overhead and misconfigurations.

Acceptance Criteria

Administrator creates a new custom role

Given an administrator is on the Role Definition Management page and has entered 'Treasurer' as the role name and selected permissions 'View Payments' and 'Approve Invoices' When the administrator clicks 'Save' Then the system persists the role with the correct name and permissions, displays it in the roles list, and shows a success notification

Administrator edits an existing custom role

Given an administrator selects the existing 'Secretary' role and modifies its permission set by adding 'Edit Announcements' When the administrator clicks 'Update' Then the system updates the role’s permissions accordingly, reflects the changes in the role details view, and shows an update confirmation

Administrator deletes a custom role

Given an administrator initiates deletion of the 'Temporary Member' role and confirms the deletion When the administrator confirms Then the system removes the role from the roles list, prevents its assignment to any user, and displays a deletion success message

Default permissions are assigned to new roles

Given an administrator creates a new role without selecting any custom permissions When the administrator clicks 'Save' Then the system automatically assigns the predefined default permissions to the role and displays these default permissions in the roles list

Role permission changes reflect in user access

Given a user is assigned to the 'Board Member' role and that role’s permissions are updated to include 'Manage Documents' When the user attempts to manage documents Then the system allows the user to perform document management actions in accordance with the updated role permissions

Permission Matrix Configuration

"As an HOA board member, I want to configure what actions each role can perform on different document types so that I can enforce precise access controls across the community."

Description

Implement a configurable permission matrix that maps roles to allowable actions on different resource types (e.g., view, edit, sign). The matrix should support both resource-level and action-level toggles, providing precise control over user capabilities. Integration with the existing ACL ensures consistency and reduces the risk of permission gaps.

Acceptance Criteria

Board Member Assigns Permissions

Given an Admin user navigates to the Permission Matrix page and selects the “Budget Report” resource type When the user assigns “view” and “sign” actions to the “Treasurer” role and saves the configuration Then users with the Treasurer role can view and sign the Budget Report but cannot edit it

Guest Access via Expiring Link

Given an Admin user generates a shareable link for a document and sets its expiration to 48 hours When an external stakeholder accesses the link within 48 hours Then the stakeholder can view the document; and when accessing after 48 hours, the system returns a 403 Forbidden error

Action-level Toggle on Existing Roles

Given an Admin user opens the Permission Matrix and disables the “edit” action for the “Member” role on the “Community Guidelines” resource When a user with the Member role attempts to edit the Community Guidelines Then the system prevents the edit and displays an “Insufficient Permissions” message, while still allowing view access

Resource-level Toggle Enforcement

Given an Admin user disables the “sign” action at the resource level for all document types When any user attempts to sign any document Then the system rejects the signing attempt and logs a permission error in the audit trail

Permission Matrix Integration Consistency

Given the Permission Matrix is updated for any role’s actions When an authorization request is made via the existing ACL API Then the ACL response reflects the updated permissions in real time, with no discrepancies between UI settings and API results

Document-Level Access Controls

"As a board member, I want to set access permissions on individual documents so that I can share sensitive materials with only the intended recipients."

Description

Allow board members to assign explicit permissions to individual documents, overriding default role settings when necessary. This feature integrates with role definitions and the permission matrix, offering fine-grained control over document sharing. It includes audit logging for tracking access changes, enhancing security and accountability.

Acceptance Criteria

Assign Specific Document Edit Permission

Given a board member views a document's permission settings When they assign edit access to a specific user Then only that user (in addition to their role-based permissions) can edit the document and no other users gain edit rights

Generate Temporary Expiring Share Link

Given a board member wants to share a document externally When they generate a share link with a 48-hour expiration Then the link grants view-only access and automatically becomes invalid after 48 hours

Override Default Role Permissions for Document

Given default Viewer role is assigned to all residents When a board member overrides this role to grant download rights for one document Then residents retain default Viewer rights on other documents but can download the specified document

Revoke Document Access for User

Given a user previously granted edit access via a temporary link When a board member revokes access Then the user can no longer view or edit the document immediately and receives an access denied error

Audit Logging for Permission Changes

Given any permission change is performed When a board member views the audit log for that document Then an entry exists with the timestamp, initiating user, target user/link, and type of change

Temporary Share Link Generation

"As a board member, I want to create time-limited share links for external vendors so that they can review documents without gaining permanent access."

Description

Provide functionality to generate secure, expiring share links for external stakeholders. Users can specify expiration times, permission levels (view-only or comment), and optional passcodes. The system automatically enforces expiration and logs link usage for auditing, ensuring secure, time-limited access without granting permanent permissions.

Acceptance Criteria

Link Creation with Custom Expiration and Permissions

Given the user is authenticated and on the document sharing page When the user selects an expiration time of 48 hours, sets permission to view-only, and submits the request Then the system generates a share link with a unique identifier And the link metadata stores the expiration timestamp and permission level And the link is displayed to the user in a copyable format.

Expired Link Access Attempt

Given a share link that has passed its expiration timestamp When an external stakeholder attempts to access the link Then the system displays a 'Link Expired' message And prevents access to the document content And logs the access attempt with timestamp and IP address.

Passcode-Protected Link Access

Given the user enables an optional passcode and generates a share link When an external stakeholder navigates to the share link URL Then the system prompts for the passcode before granting access And only grants access if the correct passcode is provided And logs successful and failed passcode attempts.

Permission Level Compliance

Given a share link with comment-only permission When an external stakeholder with the link attempts to edit the document Then the system restricts any edits and only allows commenting And prohibits actions outside the comment scope.

Link Usage Audit Logging

Given a share link is used to access the document When the link is accessed Then the system records the access event, including link ID, user agent, IP address, timestamp, and action performed And stores the log in the audit database within 1 second of the action.

Expiry Notification and Revocation

"As a board member, I want to receive alerts before share links expire and have the ability to revoke them manually so that I can maintain control over external access."

Description

Implement an automated notification system that alerts link creators prior to share link expiration and provides a dashboard for manual revocation at any time. Detailed audit logs record notifications sent, revocations performed, and link access events, giving administrators full visibility and control over temporary sharing.

Acceptance Criteria

Share Link Expiry Reminder Notification

Given a share link exists with an expiration timestamp set, When 24 hours remain until the link’s expiration, Then the system sends a notification to the link creator via email and in-app alert containing the link ID, original recipients, and exact expiration time.

Manual Share Link Revocation

Given an administrator accesses the share link management dashboard, When the administrator selects the revoke action for an active share link and confirms, Then the system immediately deactivates the link, prevents further access, updates the link’s status to “Revoked,” and records the revocation event in the audit log.

Automated Link Deactivation

Given a share link reaches its scheduled expiration time, When the expiration timestamp is reached, Then the system automatically disables the link, changes its status to “Expired,” blocks all subsequent access attempts, and records the expiration event in the audit log.

Audit Logging for Notifications and Revocations

Given any notification is sent or revocation action is performed on a share link, When the action completes, Then an audit log entry is created capturing the timestamp, user who initiated the action, link ID, action type (notification sent or link revoked), and outcome details, and the entry is retrievable via the audit interface.

Denied Access for Expired or Revoked Links

Given a user attempts to access a share link that is expired or manually revoked, When the user follows the link URL, Then the system denies access, displays an “Access Denied” message specifying expiration or revocation, and logs the access attempt with reason in the audit log.

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Press Coverage

Imagined press coverage for this groundbreaking product concept.

Neighborly Launches AI-Powered Automations to Transform HOA Management

Imagined Press Article

City, State – 2025-06-23 – Neighborly, the leading mobile platform for self-managed communities, today unveils advanced AI-powered automation features designed to streamline operations for volunteer HOA board members and enhance resident engagement. With the latest release, Neighborly integrates predictive analytics, personalized communication, and intelligent task management to reduce administrative burden and foster stronger neighborhoods. Introduction Volunteer HOA boards often juggle billing reminders, urgent alerts, and community discussions manually, leading to late payments, overlooked tasks, and communication bottlenecks. Neighborly addresses these challenges by centralizing payments, announcements, and forums within a single intuitive app, and its new AI-driven features take efficiency and transparency to the next level. Key Enhancements • ForecastAlert: By leveraging machine learning, ForecastAlert identifies residents at risk of missing payments days before they’re due. The system sends proactive nudges with tailored suggestions—such as flexible payment plans or early-bird discounts—enabling boards to intervene and reduce late fees. • ToneTailor & RewardSpark: ToneTailor dynamically adjusts the style and sentiment of reminders—ranging from friendly encouragement to professional urgency—based on each resident’s history. Meanwhile, RewardSpark gamifies on-time payments by highlighting community perks and exclusive rewards, boosting timely contributions by up to 25%. • ActionSync: AI-driven discussion monitoring automatically extracts action items from forum threads and transforms them into assignable tasks with due dates and ownership tags. This seamless handoff closes the loop between conversation and execution, ensuring that nothing falls through the cracks. Quote from Leadership “Volunteer boards deserve tools that work as smartly as they do,” said Jordan Lee, CEO of Neighborly. “Our latest AI features are purpose-built to anticipate needs, personalize communication, and automate tedious tasks, freeing up board members to focus on high-impact initiatives and community building.” Benefits for User Types • Board Presidents: Gain a high-level dashboard of forecasted payment trends and task completion rates. • Treasurers: Automate payment reminders with predictive timing and tone, reducing manual follow-up. • Communications Liaisons: Deliver targeted announcements with the optimal message style for each recipient. • Community Advocates and Casual Observers: Experience timely updates and relevant perks without noise, fostering a collaborative and engaged environment. Availability & Contact The new AI-powered automations are available immediately to all Neighborly subscribers at no additional cost. To learn more, visit www.neighborlyapp.com/ai or contact: Media Relations: Emily Santos Neighborly Communications press@neighborlyapp.com (555) 123-4567

Neighborly Introduces GeoScope Alerts for Hyper-Local Emergency Broadcasting

Imagined Press Article

City, State – 2025-06-23 – Neighborly today announces the rollout of GeoScope Alerts, a geofencing capability that empowers self-managed communities to send urgent notifications to residents within precise boundaries. This industry-first feature enhances safety, improves response times, and reduces unnecessary notifications for those outside impacted zones. Overview In emergencies—such as parking violations, utility outages, or security concerns—broadcasting a community-wide alert can be inefficient and create notification fatigue. GeoScope Alerts lets HOA boards define custom geofenced areas on an interactive map. Only residents currently within those coordinates receive high-priority updates via lock-screen beacons, SMS, or email, ensuring critical information reaches the right people at the right time. Feature Highlights • Customizable Geofencing: Draw or select multiple zones—down to driveway-level precision—to target alerts for vehicle infractions, localized repairs, or wildlife sightings. • LockPulse Beacon Integration: For residents inside geofences, alerts break through silent or do-not-disturb modes with customizable visual and haptic cues, ensuring immediate awareness. • QuietGuard Compatibility: Non-emergency broadcasts inside geofences respect community quiet hours, while genuine emergencies bypass restrictions when tagged accordingly. • AlertHistory Log: All geofenced alerts are archived with timestamps, maps, and resident acknowledgments for compliance reporting, reducing liability and simplifying audit trails. Board Member Perspective “Precision matters when you’re dealing with safety issues in a defined area,” said Priya Patel, Communications Liaison for Lakeside Terraces HOA. “With GeoScope Alerts, we targeted residents who had cars blocking the fire lane, and within minutes, the situation was resolved without bothering the entire community.” Benefits & Impact • Safety & Compliance: Ensure time-sensitive alerts—like water main breaks or suspicious activity—reach those most affected. • Reduced Noise: Minimize community-wide disturbances by limiting notifications to relevant households. • Accountability: Comprehensive logs and acknowledgment tracking support regulatory requirements and board transparency. Availability & Contact GeoScope Alerts is now live for all Neighborly communities. For a demonstration or pricing inquiries, visit www.neighborlyapp.com/geoscope or contact: Media Relations: Emily Santos press@neighborlyapp.com (555) 123-4567

Neighborly Secures HOA Documentation with SecureVault and SmartSign Integration

Imagined Press Article

City, State – 2025-06-23 – Neighborly, the community management platform for self-governed neighborhoods, today launches SecureVault and SmartSign, an end-to-end encrypted document repository with built-in e-signature workflows. This integration offers volunteer boards robust security, audit-ready compliance, and streamlined approval processes that replace paper trails with digital efficiency. Background Managing legal documents, bylaws, meeting minutes, and contracts poses challenges for self-managed HOAs, often involving multiple vendors, unsecured file shares, and manual signature gathering. Neighborly’s SecureVault centralizes all HOA documents under AES-256 encryption, while SmartSign automates electronic signatures and reminders, delivering a seamless, secure experience for boards and residents alike. Core Capabilities • SecureVault Encryption: All documents are stored with industry-standard AES-256 encryption at rest and in transit, accessible only to users with verified credentials and multi-factor authentication. • Role-Based AccessControl: Administrators define granular permissions—view, edit, sign—for board members, residents, or external stakeholders using time-limited share links to maintain tight control over sensitive records. • SmartSign Workflow: Upload, configure signature fields, and send documents for e-signature directly within Neighborly. Automated reminders prompt signers at customizable intervals until completion. • VersionGuard & ComplianceTrail: Track every edit, view, and signature with timestamped logs and an intuitive diff viewer. Generate audit-ready reports showing user IDs, IP addresses, and action histories for regulators or internal reviews. Leadership Commentary “As custodians of community governance, HOAs must uphold transparency and security,” said Jordan Lee, CEO of Neighborly. “SecureVault and SmartSign ensure every document is protected, every revision is tracked, and every signature is legally binding—helping volunteer boards focus on community growth, not paperwork.” User Benefits • Board Presidents & Treasurers: Gain confidence that budgets, contracts, and policy changes are securely managed and easily auditable. • Communications Liaisons: Simplify distribution of meeting minutes and bylaw updates with one-click share links. • Community Advocates: Review and sign petitions or event waivers without printing or scanning, fostering faster project launches. Availability & Next Steps SecureVault and SmartSign are available today as part of Neighborly’s Premium plan. To learn more or upgrade your community, visit www.neighborlyapp.com/vault or contact: Media Relations: Emily Santos press@neighborlyapp.com (555) 123-4567

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