Awards and Grant Management SaaS

Awardly

Unlock Funding. Conquer Chaos.

Awardly centralizes every stage of grant and award management for nonprofit administrators and educators drowning in paperwork. Its intuitive dashboard tracks deadlines, feedback, and documents at a glance, while automated reminders and customizable forms slash prep time—ensuring more successful submissions, less stress, and funding that never slips through the cracks.

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Awardly

Product Details

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

Vision & Mission

Vision
Empower every changemaker to unlock life-changing funding by making award and grant success simple, accessible, and stress-free.
Long Term Goal
By 2028, empower 10,000 organizations worldwide to secure $250 million in funding, cutting grant preparation time by 40% and doubling successful award outcomes.
Impact
Awardly reduces grant and award application preparation time for nonprofit administrators and educators by 40%, increases successful submission rates by 30%, and cuts deadline-related losses by half, enabling users to secure more funding with less administrative burden and fewer missed opportunities.

Problem & Solution

Problem Statement
Nonprofit administrators and educators spend countless hours managing scattered grant and award applications, missing deadlines and duplicating work, because existing tools are either too generic or prohibitively expensive for smaller organizations with limited resources.
Solution Overview
Awardly unifies every step of award and grant management in one intuitive dashboard, letting users track deadlines and reviewer feedback at a glance while automated reminders and customizable submission forms eliminate paperwork chaos and prevent costly missed opportunities.

Details & Audience

Description
Awardly transforms awards and grant management for nonprofit administrators and educators by centralizing every stage in a single, intuitive platform. Users reclaim hours lost to paperwork with automated reminders, real-time progress tracking, and customizable submission forms. Unlike generic software, Awardly’s tailored dashboard makes deadlines, reviewer feedback, and documents instantly visible—cutting preparation time and empowering changemakers to secure more funding, stress-free.
Target Audience
Nonprofit administrators and educators (25-50) overwhelmed by scattered grant processes, craving streamlined, time-saving management tools.
Inspiration
Sitting beside a dedicated teacher late one night, I watched her juggle five open tabs—uploading identical grant documents, forwarding endless emails, and frantically searching for lost reviewer notes. When she missed a $5,000 deadline buried in the chaos, frustration and exhaustion filled the room. That moment made clear: grant seekers deserve one simple place where deadlines, documents, and feedback never slip through the cracks.

User Personas

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

P

Precision Planner Paula

- Age: 32 - Role: Volunteer Coordinator at a 20-person nonprofit - Education: Bachelor's in Nonprofit Management - Income: $45,000/year

Background

Started as an events intern juggling spreadsheets and calendars. Early success with flawless volunteer events cemented her love for structured workflows and drove her to seek tools that reinforce meticulous planning.

Needs & Pain Points

Needs

1. Real-time deadline overview to avoid missed tasks 2. Customizable checklists for diverse volunteer projects 3. Automated progress updates for team accountability

Pain Points

1. Overlooks minor tasks amid shifting priorities 2. Suffers anxiety from manual tracking errors 3. Loses volunteer trust when deadlines slip

Psychographics

- Obsessive about completing detailed checklists - Finds calm in predictable, structured processes - Seeks control in chaotic environments

Channels

1. Awardly in-app alerts 2. Email daily summaries 3. Slack notifications 4. LinkedIn volunteer forums 5. Live webinar demos

T

Tech-Timid Tim

- Age: 54 - Role: Rural School Principal - Education: Master’s in Education - Experience: 20 years in K–12 administration

Background

Began career as a high school teacher, slowly taking on tech tasks by necessity. Recent district grants forced him to adopt digital tools, yet he still fears complex setups after early frustrations.

Needs & Pain Points

Needs

1. Step-by-step tutorials to guide setup 2. Clear, jargon-free interface instructions 3. Responsive support for technical issues

Pain Points

1. Overwhelmed by first-time software configurations 2. Lost hours in forgotten password resets 3. Frustrated with unclear error messages

Psychographics

- Values simplicity over complex features - Fears technical failures derailing schedules - Prefers hands-on tutorials before adoption

Channels

1. Email support 2. Phone helpline calls 3. Awardly guided walkthroughs 4. YouTube tutorial videos 5. Regional training workshops

P

Portfolio-Builder Brianna

- Age: 29 - Role: Freelance Grant Consultant - Clients: Eight regular nonprofits - Certification: Certified Grant Professional

Background

Started on a nonprofit grants team before going independent. Early wins with local organizations fueled her confidence to expand consultancy and refine her multi-client workflows.

Needs & Pain Points

Needs

1. Bulk management of multiple client deadlines 2. White-labeled reports for client presentations 3. API access for custom CRM integrations

Pain Points

1. Manual consolidation of client data across platforms 2. Difficulty customizing reports per client 3. Lost billable hours on admin tasks

Psychographics

- Driven by reputation and client trust - Thrives on juggling multiple portfolios - Seeks scalable systems for growth

Channels

1. LinkedIn professional posts 2. Awardly API documentation 3. Email notifications 4. Zoom consult calls 5. Virtual conferences

C

Collaborative Coordinator Claire

- Age: 40 - Role: Communications Coordinator - Organization: Mid-sized health nonprofit - Education: BA in Communications - Team: Liaises with six departments

Background

Former journalist turned nonprofit storyteller, Claire mastered version control in pressrooms. Now she applies that precision to grant feedback, demanding clear audit trails and smooth handoffs.

Needs & Pain Points

Needs

1. Centralized feedback channels for all reviewers 2. Version control to track document changes 3. Bulk messaging for stakeholder updates

Pain Points

1. Feedback lost across fragmented email threads 2. Conflicting document versions causing confusion 3. Time wasted chasing reviewer responses

Psychographics

- Prioritizes clear, timely stakeholder updates - Values tools that reduce email overload - Enjoys facilitating cross-team alignment

Channels

1. Awardly comment threads 2. Email group messaging 3. Microsoft Teams chats 4. Google Drive collaboration 5. Webinar training sessions

B

Budget-Focused Ben

- Age: 45 - Role: Finance Officer - Certification: CPA - Organization: 100-employee nonprofit - Income: $70,000/year

Background

Shifted from private-sector accounting to nonprofit finance seeking mission alignment. Early audit successes reinforced his belief in rigorous workflows and transparent fund tracking.

Needs & Pain Points

Needs

1. Detailed budget templates matching grant guidelines 2. Automated expense tracking against budgets 3. Exportable audit-ready financial reports

Pain Points

1. Manually reconciling expenses time-consuming 2. Inconsistent budget formats across grants 3. Last-minute audit prep stress

Psychographics

- Obsessed with financial accuracy and compliance - Values audit-ready, transparent reports - Motivated by clear fund allocation

Channels

1. Awardly financial dashboard 2. Email financial summaries 3. Excel export files 4. QuickBooks integration 5. Finance team Slack channel

Product Features

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

SmartMatch Explorer

Leverages advanced AI algorithms to scan thousands of funding opportunities and rank them by relevance to your project data. Provides clear fit scores and contextual insights so you can prioritize high-potential grants without sifting through endless listings.

Requirements

Opportunity Scanning Engine
"As a nonprofit administrator, I want the system to automatically scan and surface relevant funding opportunities so that I can focus on evaluating matches instead of manual searches."
Description

The system must continuously scan and index a comprehensive database of funding opportunities, leveraging advanced AI algorithms to analyze project metadata and match criteria. It should operate in near real-time, ensuring users receive the latest opportunities without manual searches. This engine integrates seamlessly with the project data model to maintain up-to-date relevancy.

Acceptance Criteria
Continuous Opportunity Indexing
When new funding opportunities are added to the source database, the engine indexes and makes them searchable within 5 minutes at least 99% of the time.
Metadata Matching Accuracy
Given a set of validated project metadata, the engine must generate relevance scores with at least 85% precision compared against a benchmark of expert manual matches.
Real-Time Opportunity Alerts
When an opportunity matching a user’s project criteria is added or updated, the system sends an accurate notification to the user within 2 minutes.
Project Data Synchronization
When project metadata is updated by the user, the engine reprocesses and updates all related relevance scores in the dashboard within 10 minutes.
High-Volume Scanning Performance
Under a load of indexing 100,000 opportunities per hour, the engine’s average processing time per record increases by no more than 5%.
Relevance Fit Score Calculation
"As an educator, I want each grant to have a clear, data-driven fit score so that I can quickly prioritize the opportunities best suited for my project."
Description

The requirement involves calculating a standardized fit score for each funding opportunity based on key project attributes and grant criteria. The algorithm should weight factors such as eligibility match, thematic alignment, and geographical applicability to produce a clear, intuitive score. These fit scores must update dynamically as project data changes, helping users prioritize high-potential grants.

Acceptance Criteria
New Project Fit Score Generation
Given a newly created project with complete attribute data, when the SmartMatch Explorer initiates a scan, then each funding opportunity must display a fit score between 0 and 100, calculated using defined weightings for eligibility match, thematic alignment, and geographical applicability.
Project Attribute Modification Recalculates Score
Given an existing project with previously calculated fit scores, when any project attribute (e.g., thematic tags or geographic location) is updated, then the fit scores of all associated funding opportunities must automatically refresh within 5 seconds to reflect the new data.
Eligibility Mismatch Filters Out Grants
Given a project with specific eligibility requirements, when the SmartMatch Explorer scans funding opportunities, then any opportunity that fails mandatory eligibility criteria must receive a fit score of zero and be marked as ineligible.
Geographical Applicability Weighting
Given multiple funding opportunities spanning different geographies, when calculating fit scores, then opportunities matching the project’s geographic region must receive at least a 20% higher geographic weighting factor compared to those outside the region.
Thematic Alignment Impact on Score
Given a project with defined thematic keywords, when the algorithm evaluates a funding opportunity, then each matching thematic keyword must increase the fit score by a predefined weight, and the total thematic contribution must not exceed 50% of the final score.
Contextual Insight Dashboard
"As a grant manager, I want contextual insights such as deadlines, funding amounts, and success tips directly within the matching interface so that I can make informed decisions efficiently."
Description

This component presents detailed contextual insights for each matched opportunity, including funding amounts, deadlines, historical success rates, and key application tips. It should be displayed within the SmartMatch Explorer interface, offering users actionable information at a glance. The dashboard must be customizable, allowing users to choose which metrics matter most for their decision-making.

Acceptance Criteria
Default Metrics Display
Given a user selects a matched opportunity, when the Contextual Insight Dashboard loads, then the dashboard displays funding amount, application deadline, historical success rate, and key application tips for that opportunity.
Dashboard Customization
Given a user accesses the customization settings, when the user selects or deselects metrics, then the dashboard updates to show only the selected metrics and persists the selection for future sessions.
Real-Time Data Refresh
Given updated opportunity data becomes available, when the Contextual Insight Dashboard is displayed, then the metrics refresh automatically within 5 seconds without requiring a manual page reload.
Deadline Alert Highlighting
Given a funding opportunity has a deadline within 7 days, when the dashboard displays that opportunity, then the deadline field is highlighted in red and an unread badge appears next to the deadline.
In-Context Application Tips Access
Given a user clicks on a key application tip link in the dashboard, when clicked, then detailed guidance content opens in a new tab with the context of the selected opportunity pre-loaded.
Advanced Filtering and Sorting
"As a user, I want to filter and sort matched opportunities by criteria like deadline and funding amount so that I can organize my search results to suit my priorities."
Description

The feature provides users with robust filtering and sorting capabilities to refine matched opportunities by various criteria such as fit score range, deadline urgency, funding size, and grant type. Filters should support multi-select, range sliders, and keyword inclusion/exclusion. Sorting options must be intuitive and responsive, enabling users to quickly reorganize their list of opportunities.

Acceptance Criteria
Filter by Fit Score Range
Given matched opportunities are displayed When the user sets the fit score slider to a minimum of 70% and a maximum of 90% Then only opportunities with fit scores between 70% and 90% remain visible
Filter by Deadline Urgency
Given a list of opportunities with varying deadlines When the user selects the ‘Urgent (next 7 days)’ checkbox Then only opportunities with deadlines within the next 7 days are shown
Filter by Funding Size Range
Given opportunities showing funding amounts When the user adjusts the funding size range slider to $50,000–$100,000 Then the list updates to include only opportunities offering between $50,000 and $100,000
Select Multiple Grant Types
Given a variety of grant types in the filter menu When the user multi-selects ‘Research’, ‘Innovation’, and ‘Education’ Then the displayed opportunities include any of the selected grant types
Keyword Inclusion and Exclusion
Given a search bar for keywords When the user enters “STEM” as an inclusion term and “K–12” as an exclusion term Then opportunities containing “STEM” but not “K–12” are displayed
Sorting Opportunities
Given a filtered list of opportunities When the user chooses to sort by deadline ascending Then the opportunities reorder from soonest to latest deadlines
Project Data Synchronization Service
"As a project lead, I want my project data to sync automatically with the matching engine so that I always see the most accurate opportunity recommendations."
Description

This service ensures seamless integration and synchronization of user project profiles with the SmartMatch Explorer, automatically updating project attributes whenever users modify their project data. It should support bi-directional syncing, conflict resolution policies, and real-time update notifications. Reliable synchronization guarantees that match results always reflect the most current project information.

Acceptance Criteria
Initial Project Data Creation Sync
Given a user creates a new project profile in Awardly’s dashboard When the profile is saved Then the SmartMatch Explorer receives and indexes the new project data within 5 seconds, and match results display the new project
Project Data Update Propagation
Given an existing project with active match results When the user updates any project attribute (title, description, budget) Then the SmartMatch Explorer reflects all changes within 5 seconds and recalculates fit scores accordingly
Conflict Resolution Between Local and Remote Changes
Given concurrent edits to the same project attributes in Awardly’s dashboard and SmartMatch Explorer When synchronization detects conflicting changes Then the system applies the defined conflict resolution policy (last-write-wins) and logs the resolution in the activity history
Real-Time Notification Delivery
Given a successful sync of project data updates When synchronization completes Then the user receives an in-app notification and an email within 1 minute detailing which attributes were updated
Bi-Directional Synchronization Verification
Given project data is modified directly within SmartMatch Explorer When the user refreshes or reopens the project profile in Awardly’s dashboard Then all remote changes appear accurately in the local profile without data loss

Template Tailor

Automatically adapts and populates grant-specific proposal templates with your project details, budgets, and supporting documents. Ensures compliance with each funder’s requirements and maintains consistent formatting, shaving hours off manual data entry.

Requirements

Template Compliance Checker
"As a nonprofit administrator, I want the system to automatically verify that my proposal meets all funder-specific guidelines so that I can be confident my submission will not be rejected due to formatting or content omissions."
Description

Analyzes funder-specific guidelines to ensure all mandatory sections, formatting rules, and word counts are met. It integrates seamlessly with existing templates, flags issues in real time, and provides actionable suggestions to correct non-compliant elements before submission, minimizing rejection risks and saving time on manual reviews.

Acceptance Criteria
Mandatory Section Detection in Uploaded Templates
Given a user uploads a grant proposal template and selects the funder profile, when the template is parsed, then all mandatory sections (executive summary, budget, timeline) must be identified and highlighted if missing.
Real-time Formatting Rule Enforcement
Given the user is editing a template in the editor, when content is entered or modified, then the system must check formatting rules (font size, margins, headings) in real-time and display inline alerts for any violations.
Word Count Compliance for Narrative Sections
Given the narrative section has a maximum word limit of 500 words, when the user inputs content, then the system must display the current word count dynamically and prevent submission if the count exceeds the limit.
Automated Compliance Report Generation
Given the user completes a template review, when they click 'Generate Compliance Report', then the system must produce a report listing all compliance issues with actionable suggestions and timestamps.
Pre-submission Compliance Check Blocker
Given a template has flagged compliance issues, when the user attempts to submit the proposal, then the system must block submission and prompt the user to resolve all issues before proceeding.
Auto Data Mapping
"As an educator, I want the system to auto-fill my project details into the proposal template so that I save time and avoid manual errors."
Description

Automatically extracts relevant project details—such as objectives, timelines, and team information—from user profiles or previous submissions and populates corresponding fields in new grant templates. This reduces repetitive data entry, ensures consistency across applications, and accelerates proposal preparation.

Acceptance Criteria
New Grant Template Population
Given a user initiates a new grant proposal When the user selects a funder template Then the system retrieves project details, objectives, and timelines from the user’s profile and populates corresponding fields in the template
Profile Update Reflection
Given a user updates their organization profile information When the user starts a new grant application Then the latest updated profile details are extracted and used to populate the application fields
Document Attachment Mapping
Given previous submissions include supporting documents When a user selects 'Include Previous Documents' Then the system attaches relevant supporting documents from the user’s submission history into the new grant template
Budget Section Autofill
Given a user has defined a project budget in past applications When the user accesses the budget section of a new template Then the system copies the budget line items into the new application matching field labels and amounts
Funder Compliance Check
Given a selected funder template has mandatory field requirements When the system populates data Then it highlights any missing mandatory fields extracted from user data and prompts the user to provide the missing information
Budget Template Integrator
"As a nonprofit administrator, I want the budget section to be auto-populated and formatted correctly so that I can present clear and compliant financials without manual table creation."
Description

Dynamically generates and populates budget tables based on user-defined budget items and the specific financial guidelines of each funder. It applies correct category labels, calculates totals and subtotals automatically, and enforces formatting rules to ensure financial sections are both accurate and compliant.

Acceptance Criteria
Populate Budget Table with User-Defined Items
Given the user has defined budget items and selected a funder, when they click 'Generate Budget Table', then the generated table must include all items with correct category labels, accurate line item totals, subtotals per category, and a grand total matching user-input values within a 0.01 tolerance.
Enforce Funder-Specific Category Labels
Given a selected funder with predefined category labels, when the budget table is generated, then each line item must be categorized exactly under the funder’s specified labels and any mismatches must trigger a clear error message.
Automatic Total Calculation
Given budget items with quantities and unit costs, when the table is displayed, then the system must calculate and display line item totals, category subtotals, and grand total accurately, with no calculation discrepancies.
Format Compliance Check
Given a funder’s formatting rules (currency symbol placement, decimal precision, column alignment), when the budget table is generated, then every cell must conform to these rules and the system must produce a formatting compliance report indicating pass or fail.
Edit and Regenerate Budget Table
Given the user modifies any budget item after initial generation, when they regenerate the table, then all changes must be reflected, recalculations must occur correctly, and the table must remain compliant with the funder’s formatting rules.
Section Customization Engine
"As a grant writer, I want to customize the order and presence of template sections so that my proposal aligns precisely with the funder’s expectations."
Description

Provides a drag-and-drop interface for reordering, showing, or hiding template sections, enabling users to tailor the proposal structure to each funder’s requirements. Changes remain within compliance constraints, ensuring mandatory fields are never accidentally removed.

Acceptance Criteria
Drag-and-Drop Section Reordering
Given the user is on the Section Customization Engine interface with at least two sections displayed When the user drags Section A and drops it above Section B Then Section A appears above Section B in the UI And the new order is saved to the proposal template And upon page reload, the sections remain in the updated order
Hiding Optional Sections
Given the user views a template with optional sections available When the user toggles the hide option for an optional section Then the section is hidden in both the preview and edit views And the hidden section is excluded from the exported proposal document
Preventing Hiding Mandatory Sections
Given the user attempts to hide a section marked as mandatory When the hide action is triggered on a mandatory section Then the system displays an error message indicating the section cannot be hidden And the mandatory section remains visible in the template
Persisting Section Customizations Across Sessions
Given the user customizes section order and visibility When the user logs out and then logs back in Then the previously applied customizations are loaded automatically And the interface reflects the saved order and visibility settings
Reflecting Customizations in Exported Proposals
Given the user has customized section order and visibility When the user exports the proposal to PDF or Word Then the exported document mirrors the current section order And only the visible sections appear in the exported file
Format Consistency Validator
"As an educator, I want the system to automatically validate and correct formatting so that my proposal maintains a professional and compliant appearance."
Description

Scans the populated proposal to check for uniformity in fonts, headings, margins, line spacing, and other style elements. It highlights inconsistencies and offers one-click corrections to maintain a professional and compliant document appearance.

Acceptance Criteria
Detecting Font Inconsistencies in Uploaded Proposals
Given a proposal containing multiple font types, when the Format Consistency Validator runs, then all occurrences of fonts not matching the predefined standard font are highlighted.
Verifying Heading Styles Across Document Sections
Given the document has headings at various levels, when the validator scans the headings, then any heading not matching the defined style (font size, weight, and color) is flagged.
Checking Margin Settings Before Submission
Given the proposal's page layout settings, when the validator checks margins, then any page with margins outside the specified 1-inch range on all sides is identified.
Ensuring Line Spacing Uniformity in Body Text
Given body text spans multiple sections, when the validator analyzes line spacing, then any paragraph not set to the standard 1.5 line spacing is flagged.
One-Click Correction Application by User
Given inconsistencies have been identified, when the user clicks 'Apply Corrections', then the system automatically updates fonts, headings, margins, and line spacing to the standard settings in a single action.
Document Attachment Sync
"As a nonprofit admin, I want to sync my supporting documents directly into the proposal template so that I don’t have to manually attach and reference each file."
Description

Automatically links and embeds supporting documents—like CVs, letters of support, and images—into the appropriate sections of the proposal template. It ensures all attachments are correctly referenced and formatted according to funder guidelines, reducing manual upload errors.

Acceptance Criteria
Single CV Attachment Integration
Given a user uploads a CV file, when the user selects the CV attachment option, then the system automatically links the CV in the designated CV section of the proposal template, formats it according to the funder's guidelines, and includes a correctly formatted reference in the table of contents.
Batch Upload of Multiple Attachments
Given a user uploads multiple supporting documents at once, when the batch import is initiated, then the system assigns each document to its correct template section based on metadata tags, applies consistent formatting per funder requirements, and lists all attachments with accurate filenames in the attachments summary.
Unsupported File Format Handling
Given a user attempts to attach a document in an unsupported file format, when the attachment is submitted, then the system rejects the file upload with a clear error message listing allowed formats and provides an option to convert the file or upload a compliant version.
Attachment Placement in Specific Template Sections
Given a user maps uploaded documents to specific template sections, when the mapping is confirmed, then each attachment appears in the correct placeholder field, maintains header/footer consistency, and updates all in-line references to the attachments appropriately.
Real-Time Funder Guideline Updates
Given updated funder formatting guidelines are available, when the system synchronizes with the guideline source, then all embedded attachments auto-adjust to the new margins, fonts, and formatting rules, and any attachments that cannot be auto-compliant are flagged for user review.

GenieLink Integrator

Seamlessly syncs project information from Awardly—such as budgets, timelines, and team profiles—directly into your proposal drafts. Eliminates manual updates and reduces errors by keeping all data connected and up to date.

Requirements

API Data Connector
"As a grant writer, I want the system to securely connect to Awardly via API so that I can retrieve up-to-date project information without manual data entry."
Description

The integration must authenticate with Awardly's APIs to fetch project data (budgets, timelines, team profiles) securely. It should support OAuth2 authentication, respect rate limits, and ensure data consistency during transfer.

Acceptance Criteria
OAuth2 Authentication Success
Given valid client credentials and a valid authorization code, when the connector requests an access token, then it returns an HTTP 200 response with a valid access token within 2 seconds.
OAuth2 Token Refresh
Given an expired access token, when the connector initiates a token refresh, then it obtains a new access token with HTTP 200 and no authentication errors, ensuring continuous API access.
Rate Limit Respect
Given the API rate limit of 100 requests per minute, when the connector sends requests, then it does not exceed 100 requests in any 60-second window and appropriately queues or delays excess requests.
Data Consistency During Transfer
Given a set of project records in Awardly, when the connector fetches data, then each record’s budgets, timelines, and team profiles match the source data and pass a checksum validation.
Error Handling and Retry Logic
Given a transient API failure (HTTP 5xx), when the connector request fails, then it retries up to 3 times with exponential backoff and logs a detailed error if all retries fail.
Field Mapping Tool
"As a user, I want to map my Awardly data fields to my proposal template fields so that the correct project information is inserted automatically."
Description

Provide a user interface component that allows users to map Awardly data fields (such as budget items, timeline milestones, and team roles) to corresponding fields in proposal templates. It should offer default mappings, support custom adjustments, and persist settings per template.

Acceptance Criteria
Default Field Mapping Initialization
Given a user opens the Field Mapping Tool for a newly created proposal template, when the tool loads, then default mappings for Awardly budget items, timeline milestones, and team roles are automatically populated.
Custom Field Mapping Adjustment
Given a user modifies a default mapping, when the user saves the mapping, then the tool persists the custom mapping values for that template and displays them on subsequent accesses.
Mapping Persistence Across Sessions
Given a user logs out and logs back in, when the user reopens the Field Mapping Tool for an existing template, then previously saved mapping configurations are loaded without loss of data.
Field Mapping Validation
Given a user attempts to map a field not present in Awardly’s data schema, when the user selects an invalid field, then the tool prevents the mapping and displays an inline validation error message.
Reset to Default Mapping
Given a user invokes the 'Reset to Default' action, when the action is confirmed, then all custom mappings revert to the predefined default associations for that template.
Sync Scheduler
"As an administrator, I want to schedule automatic data syncs so that my proposal drafts always reflect the latest Awardly data."
Description

Implement scheduling capabilities enabling automatic data synchronization at configurable intervals (e.g., hourly, daily) or via manual trigger. The scheduler should run in the background, log each sync attempt, and retry failures based on an exponential backoff policy.

Acceptance Criteria
Hourly Interval Sync Scenario
Given the admin configures the scheduler for hourly synchronization, When one hour has elapsed since the last sync, Then the system automatically initiates a background data sync, records the start and end timestamps in the sync log, and successfully updates the proposal draft data without user intervention.
Daily Interval Sync Scenario
Given the scheduler is set to run daily at a specified time, When the configured time arrives each day, Then the system executes a complete data sync process in the background, generates a daily summary report in the logs, and confirms that all project information is current.
Manual Sync Trigger Scenario
Given a user manually initiates a sync via the GenieLink interface, When the manual trigger is activated, Then the system performs an immediate data synchronization in the background, provides real-time status feedback to the user, and logs the manual sync event with user ID and timestamp.
Background Logging Scenario
Given any automated or manual sync process, When the sync job starts and completes or fails, Then the system logs each event entry including sync type (automatic or manual), start and end timestamps, record counts processed, and final status in the central sync log.
Retry with Exponential Backoff Scenario
Given a sync attempt fails due to a transient error (e.g., network timeout), When the system detects the failure, Then it retries the sync up to five times using an exponential backoff schedule (doubling the wait time between attempts), logs each retry attempt, and alerts the admin if all retries fail.
Conflict Detection and Resolution
"As a proposal manager, I want to handle conflicts when syncing data so that I can choose the correct information to include in my proposals."
Description

Detect discrepancies between existing content in proposal drafts and incoming Awardly data during synchronization. Provide a conflict resolution workflow that allows users to accept incoming data, retain existing content, or merge changes through a clear and intuitive interface.

Acceptance Criteria
Budget Data Mismatch Scenario
Given an existing proposal draft with a budget line item value, When Awardly sync brings in a different budget value for that line item, Then the system must flag the line item as a conflict and display both existing and incoming values side by side for review.
Timeline Date Discrepancy Scenario
Given a proposal draft with milestone dates and Awardly data containing different dates for the same milestones, When synchronization runs, Then each mismatched milestone date must be highlighted as a conflict and the user must be able to choose between existing or incoming dates.
Team Profile Conflict Scenario
Given draft team member roles and Awardly data with updated roles for the same members, When sync occurs, Then the interface must list each member with role conflicts and allow acceptance of Awardly role, retention of draft role, or manual edit.
User-Driven Merge Scenario
Given a field-level conflict (e.g., narrative text) with overlapping changes, When the user opts to merge changes, Then the system must combine non-conflicting segments and highlight conflicts for manual resolution before finalizing.
Conflict Resolution Logging Scenario
Given that the user resolves one or more conflicts, When the resolution is confirmed, Then the system must update the proposal draft accordingly and append a timestamped entry in the synchronization log detailing each decision made.
Sync Activity Dashboard
"As a project lead, I want a dashboard showing sync activity so that I can monitor data synchronization and quickly identify issues."
Description

Create a dashboard displaying synchronization history, status of recent syncs, number of records updated, and any errors encountered. Provide filtering options and drill-down details for individual sync jobs to aid in monitoring and troubleshooting.

Acceptance Criteria
Recent Sync Jobs Overview
Given the user navigates to the Sync Activity Dashboard When the dashboard loads Then the 20 most recent sync jobs are displayed in a table sorted by start time descending, showing columns for job name, status, timestamp, and number of records updated
Filter Sync Jobs by Status
Given the Sync Activity Dashboard is visible When the user selects a status filter (e.g., 'Failed', 'Completed', 'In Progress') Then only sync jobs matching the selected status appear in the table and the displayed row count equals the total count indicator for that status
View Sync Job Details
Given a sync job row is displayed in the dashboard When the user clicks on the 'View Details' action for that row Then a details panel opens showing start time, end time, counts of records created/updated/deleted, and any error messages
Display Error Reports for Failed Sync Jobs
Given a sync job has failed When the user opens its details panel Then all error messages and stack traces are listed chronologically and the user can download the full error log as a CSV file
Real-Time Sync Progress Updates
Given a sync job is currently in progress When the job's status or progress metrics update on the backend Then the dashboard automatically refreshes the job's status and updated record counts within 5 seconds without a full page reload
Pagination of Sync Activity Records
Given there are more than 20 sync jobs matching current filters When the user clicks 'Next Page' or scrolls to the bottom Then the next set of up to 20 sync jobs loads within 2 seconds and preserves the applied filters and sort order
Custom Field Support
"As a nonprofit administrator, I want custom fields in Awardly to be available in my proposal templates so that all relevant project data is included."
Description

Support synchronization of user-defined custom fields from Awardly into proposal templates. The system should dynamically detect new custom fields, expose them in the mapping interface, and handle various data types (text, date, numeric).

Acceptance Criteria
Mapping New Text Custom Fields
Given a user-defined text custom field in Awardly When the field is mapped in the integration interface Then the custom field appears in the proposal template with the exact label and content
Sync Date Custom Field Values
Given a date-type custom field in Awardly When a proposal draft is generated Then the date is formatted as YYYY-MM-DD and correctly placed in the template
Handle Numeric Custom Fields
Given a numeric custom field in Awardly When synced Then the numeric value retains scale and precision and is inserted into the template without truncation
Detect and Expose Newly Added Custom Fields
Given a new custom field added in Awardly When the user opens the mapping interface Then the new field is listed and available for mapping without a page reload
Validate Data Type Mismatches for Custom Fields
Given a custom field mapped with an incorrect data type When synchronization runs Then the system logs a warning and the user is prompted to correct the mapping

FunderInsight Dashboard

Visualizes key metrics for each recommended grant, including historical funding success rates, average award amounts, and upcoming deadline timelines. Empowers you to make data-driven decisions about which opportunities to pursue first.

Requirements

Real-time Metrics Visualization
"As a grant manager, I want to view key metrics updating in real time so that I can make timely, data-driven decisions on which grant opportunities to prioritize."
Description

Implement a dashboard panel that streams and displays key grant metrics—such as funding success rates, average award amounts, and upcoming deadlines—in real time. Leverage WebSockets or polling to ensure metrics refresh automatically without user intervention. Provide visual indicators (e.g., color codes, icons) to highlight significant changes and trends as data updates. Ensure performance optimization to handle large data sets and low latency.

Acceptance Criteria
Initial Dashboard Load Scenario
Given the user opens the FunderInsight Dashboard; When the dashboard initializes and retrieves data; Then funding success rates, average award amounts, and upcoming deadlines are displayed within 3 seconds; And the displayed data matches the latest metrics from the server.
Live Data Update Scenario
Given real-time data updates are available via WebSocket or polling; When new grant metrics are received; Then the dashboard metrics refresh automatically without manual intervention; And changes appear within 2 seconds of arrival.
Visual Indicator Activation Scenario
Given a metric change exceeds a 5% threshold for success rates or average award amounts; When the dashboard updates the metric value; Then the UI highlights the metric with a green up-arrow icon for increases and a red down-arrow icon for decreases; And the color coding persists until the next update.
Performance Under High Load Scenario
Given the user has thousands of grant records to visualize; When the dashboard panel loads with a dataset of at least 10,000 records; Then initial render completes in under 200ms; And scrolling, filtering, and updates occur without frame drops or UI freezing.
User Notification of Trending Changes Scenario
Given significant deadline shifts occur within the next 24 hours; When upcoming deadlines change on the server; Then the dashboard displays a blinking deadline icon next to affected grants; And an in-app notification is sent to the user within 1 minute of the change.
Historical Funding Trends
"As an educator, I want to analyze historical funding success rates so that I can prioritize applications with higher likelihood of success."
Description

Develop interactive charts and graphs that display historical funding success rates over configurable timeframes for each recommended grant. Allow users to filter by grant type, geographic region, and applicant category. Include drill-down capabilities to inspect monthly, quarterly, or yearly data points. Integrate with the existing data warehouse to fetch historical records and ensure visualization components adhere to branding guidelines.

Acceptance Criteria
Configuring Timeframe for Historical Funding Trends
Given the user is on the FunderInsight Dashboard and views the Historical Funding Trends module When the user selects a custom date range using the timeframe selector Then the interactive chart updates to display success rates only for grants within the selected timeframe And the chart’s axis labels adjust to reflect the start and end dates of the selected range
Filtering Historical Data by Grant Type
Given the user has opened the grant type filter menu When the user selects one or more grant types and confirms their selection Then the chart updates to only include historical funding success rates for the selected grant types And the legend displays the grant types applied
Filtering Historical Data by Geographic Region
Given the user has access to the geographic region filter When the user selects a single region or multiple regions and applies the filter Then the chart updates to reflect only the funding success data for grants awarded in the selected regions And any region names in the legend match the regional filter
Applying Applicant Category Filter
Given the user can see the applicant category dropdown When the user selects one or more categories and applies the filter Then the chart updates to display success rates only for applications submitted by the selected applicant categories And the field labels correctly show the chosen categories
Drilling Down into Monthly Data Points
Given the user hovers over or clicks a quarterly or yearly data segment in the chart When the user requests drill-down Then the chart transitions smoothly to display data broken down by month for that segment And the data labels and tooltips provide month-specific success rates
Interactive Deadline Timeline
"As a nonprofit administrator, I want interactive deadline timelines for recommended grants so that I can schedule tasks effectively and meet submission deadlines."
Description

Create an interactive timeline module that maps out upcoming deadlines for recommended grants. Support zooming, panning, and tooltips showing specific dates, descriptions, and links to submission guidelines. Enable users to click on timeline items to add tasks to their calendar or task list. Ensure timeline remains synchronized with the user’s profile and notification settings for automated reminders.

Acceptance Criteria
Viewing Upcoming Deadlines
Given the user has recommended grants with upcoming deadlines loaded, when the timeline module renders, then all deadlines are displayed in chronological order within the visible timeframe.
Interacting with Timeline Items
Given the timeline is displayed, when the user zooms or pans, then the timeline view adjusts smoothly without data overlap or misalignment.
Adding Tasks from Timeline
Given a user clicks on a timeline item and selects "Add to Calendar" or "Add to Task List", then a new task with the grant’s title, deadline date, and link to guidelines is created in the user’s calendar or task list.
Synchronized Notifications Settings
Given the user has predefined notification preferences in their profile, when deadlines are added or modified in the timeline, then reminder notifications are scheduled according to those preferences.
Tooltip Display Accuracy
Given the user hovers over a timeline item, then a tooltip appears showing the exact deadline date, grant description, and a clickable link to submission guidelines.
Award Amount Comparison
"As a grant coordinator, I want to compare average award amounts side by side so that I can focus on more lucrative funding opportunities."
Description

Provide a comparison table and bar chart view that illustrates average award amounts across selected grants. Offer sorting and filtering by award size, funding agency, and grant category. Include margin of error or range indicators for historical averages. Ensure data is refreshed in sync with other dashboard metrics and supports export to CSV or PDF for reporting.

Acceptance Criteria
Comparing Average Award Amounts Across Selected Grants
Given the user has selected two or more grants, when they view the Award Amount Comparison, then a table and bar chart display the correct average award amount for each selected grant
Filtering and Sorting Award Comparison
Given the comparison table is displayed, when the user applies filters by award size, funding agency, or grant category and sorts by any column, then only matching grants are shown in the correct sorted order
Displaying Margin of Error Indicators
Given historical average award data is loaded, when the comparison chart renders, then each bar includes visible margin of error or range indicators corresponding to the historical data
Data Synchronization with Dashboard Metrics
Given other dashboard metrics are updated, when the dashboard refreshes, then the award comparison data updates automatically within five seconds to reflect the latest data
Exporting Comparison Data to CSV and PDF
Given the comparison view is active, when the user selects export to CSV or PDF, then the downloaded file contains the current table data and chart image in the chosen format
Customizable Dashboard Widgets
"As a user, I want to customize my dashboard widgets so that I can prioritize the metrics and visualizations most relevant to my funding strategy."
Description

Allow users to personalize their FunderInsight Dashboard by adding, removing, resizing, and rearranging widget modules. Support saveable layout templates and preset dashboards for common workflows (e.g., upcoming deadlines, funding potential, at-risk applications). Persist user configurations in the database and enable quick switching between different dashboard layouts.

Acceptance Criteria
Add Widget to Dashboard Layout
Given the user is on their FunderInsight Dashboard in edit mode, when the user clicks 'Add Widget', selects 'Historical Funding Success Rate' from the widget library, and confirms, then the new widget appears on the dashboard in the default size and position and persists after page reload.
Remove Widget from Dashboard Layout
Given the user is on their FunderInsight Dashboard in edit mode, when the user clicks the 'Remove' icon on the 'Average Award Amount' widget and confirms, then the widget is removed immediately and the removal persists after saving changes and page reload.
Resize Widget Module
Given the user is on their FunderInsight Dashboard in edit mode, when the user drags a widget's edge or corner to resize it, then the widget resizes to the new dimensions without overlapping others and the size is saved.
Rearrange Widget Positions
Given the user is on their FunderInsight Dashboard in edit mode, when the user drags the 'Funding Potential' widget to a new position and releases it, then the widget moves to the target location, other widgets adjust accordingly, and the new layout is preserved after saving.
Save Custom Layout Template
Given the user has modified their dashboard layout, when the user clicks 'Save Layout', provides a template name, and confirms, then the system creates a new template with that name, stores it in the user's template list, and displays a success notification.
Switch Between Saved Layout Templates
Given the user has one or more saved layout templates, when the user selects a template from the 'Templates' dropdown, then the dashboard instantly updates to the selected layout and the selection persists until changed again.

Collaborative Draft Hub

Enables real-time collaboration on auto-populated proposal drafts. Assign review tasks, track changes, and consolidate stakeholder feedback inline—ensuring your team works together efficiently to finalize submissions.

Requirements

Real-time Co-Editing
"As a nonprofit administrator, I want to edit proposal drafts in real time with my colleagues so that we can collaborate efficiently without version conflicts."
Description

Enable multiple users to simultaneously edit a proposal draft with live updates, cursor presence indicators, and conflict-free merging. This functionality integrates with the existing document model in Awardly, ensuring auto-populated fields remain synchronized across collaborators. The feature enhances team efficiency by removing the need for separate document versions and manual merges, providing a seamless collaborative drafting experience.

Acceptance Criteria
Concurrent User Editing Session
Given two users open the same proposal draft in Awardly, When user A modifies a paragraph, Then user B sees the updated text within 1 second without page refresh
Cursor Presence Indicator
Given multiple users editing a draft simultaneously, When each user navigates the document, Then all users see each other’s cursor positions with unique color and username labels in real-time
Auto-Populated Field Synchronization
Given the proposal draft contains auto-populated fields, When one user updates a field value, Then all collaborators see the updated value immediately and consistently across their views
Offline to Online Reconnection
Given a user loses network connectivity, When they make edits offline and then reconnect, Then their offline edits merge automatically into the live draft without data loss or duplication
Conflict-Free Merging
Given two users edit the same line concurrently, When their edits are sent to the server, Then the system merges both changes deterministically without overwriting and without requiring manual conflict resolution
Inline Commenting and Task Assignment
"As an education grant manager, I want to assign review tasks directly within the document so that each stakeholder knows their responsibilities and deadlines."
Description

Allow users to highlight text segments within the draft and attach comments, questions, or suggestions. Each comment can be converted into an actionable task assigned to specific team members, complete with due dates and status tracking. This feature integrates with Awardly’s dashboard to centralize action items, ensuring accountability and clarity during the review process.

Acceptance Criteria
Highlight Text and Add Inline Comments
Given a user is editing a proposal draft When the user highlights a text segment and selects 'Add Comment' Then an inline comment box appears anchored to the highlighted segment and the comment is saved upon submission
Convert Comment into Assignable Task
Given an existing inline comment When the user selects 'Convert to Task' and assigns a team member with a due date Then the task appears in the user's dashboard with correct assignee, due date, and link back to the comment
Track Task Status in Dashboard
Given tasks created from comments When the assignee updates the task status Then the updated status is reflected in both the comment thread and the central dashboard in real time
Consolidate Feedback Across Stakeholders
Given multiple users add comments and tasks to a draft When a stakeholder views the draft Then all comments and associated tasks from all users are visible, distinct by author, and chronologically ordered
Resolve and Archive Comment Threads
Given a task or comment is marked as resolved When a user marks it resolved Then the comment thread is collapsed in the draft view and moved to an archived section accessible from the dashboard
Version History and Change Tracking
"As a program director, I want to view past versions and track changes so that I can understand the evolution of our proposal and restore earlier content if needed."
Description

Maintain a detailed version history of the proposal draft, capturing each edit with timestamps and author information. Users can compare versions, revert to previous states, and view change summaries. This requirement ensures transparency in collaborative workflows and safeguards against unwanted alterations or data loss.

Acceptance Criteria
Initial Version Recording
Given a user edits and saves a proposal draft, when the save action completes, then a new version entry with the correct timestamp and author name is recorded in the version history list.
Version Comparison Display
Given two selected versions, when the user initiates compare, then the system displays side-by-side differences highlighting added, modified, and removed text between those versions.
Revert to Previous Version
Given a user views the version history, when the user selects a previous version and confirms revert, then the draft content is replaced with the selected version and a new version entry is created indicating the revert action.
Change Summary Overview
Given a selected version, when the user requests a summary, then the system generates and displays a concise list of all changes (fields, sections, and text) made in that version.
Concurrent Edit Tracking
Given multiple users editing simultaneously, when a user saves changes, then the version history reflects each save as a distinct entry with the correct author and timestamp without data loss.
Feedback Consolidation Dashboard
"As a grant coordinator, I want to see all feedback in a single dashboard so that I can efficiently address comments and track our progress toward finalizing the submission."
Description

Aggregate stakeholder feedback—including comments, tasks, and approval statuses—into a unified dashboard view. Users can filter feedback by reviewer, status, or section of the document, and export a consolidated report. This feature streamlines decision-making by providing a holistic overview of all input in one place.

Acceptance Criteria
Filter Feedback by Reviewer
Given the dashboard displays all feedback, when a user selects a reviewer from the filter menu, then only feedback items submitted by that reviewer are displayed in the list.
Export Consolidated Report
Given feedback is aggregated, when a user clicks the export button and chooses a format, then a consolidated report containing all feedback items, reviewer names, status, and timestamps is downloaded within 5 seconds.
Approve Feedback Item
Given feedback items are listed, when a user marks an item as approved in the dashboard, then the item’s status updates to “Approved” and the approval timestamp is recorded and displayed.
Inline Comment Navigation
Given feedback items include inline comments, when a user clicks on a comment indicator in the dashboard, then the corresponding section in the document draft is highlighted and scrolled into view.
Real-Time Feedback Update
Given multiple reviewers submit feedback concurrently, when the dashboard is open, then new feedback items appear within 5 seconds without requiring a manual refresh.
Automated Notifications and Reminders
"As a nonprofit team member, I want to receive reminders for my assigned review tasks so that I don’t miss deadlines and keep the submission on schedule."
Description

Implement configurable notifications and reminders for upcoming review deadlines, assigned tasks, and document updates. Users can set preferences for email, in-app, or SMS alerts. The system automatically tracks workflow milestones and nudges stakeholders to ensure timely contributions and reviews.

Acceptance Criteria
Notification Preference Configuration
Given a user accesses their notification settings When they choose email, in-app, or SMS alerts and save preferences Then the system stores and reflects their selections in their profile.
Deadline Reminder Dispatch
Given an upcoming review deadline is within 48 hours When the user has enabled reminders for that deadline Then the system sends the configured alert via email, in-app notification, or SMS respectively.
Task Assignment Alert
Given a reviewer is assigned a new task in the Collaborative Draft Hub When assignment occurs Then the reviewer receives an immediate notification via all enabled channels containing task details and due date.
Document Update Notification
Given a collaborator uploads or modifies a proposal draft When changes are saved Then all stakeholders with update alerts enabled receive a summary of changes through their chosen notification channels.
SMS Alert Opt-In Confirmation
Given a user opts in for SMS notifications When they submit their phone number Then the system sends a verification code and confirms activation upon correct entry.

Smart Snooze

Allows users to temporarily postpone reminders for specific deadlines and choose optimal reschedule times. This helps accommodate unexpected task shifts without missing important notifications, ensuring flexibility without losing track of critical dates.

Requirements

Pre-defined Snooze Intervals
"As a nonprofit administrator, I want to choose from pre-defined snooze intervals so that I can quickly postpone reminders when sudden tasks arise without wasting time configuring times."
Description

Implement a set of common snooze options (e.g., 1 hour, 4 hours, tomorrow, next week) in the reminder interface. Users can select one click to postpone a notification without manually entering dates. This functionality streamlines postponing tasks, reduces friction when priorities shift, and integrates seamlessly into Awardly’s existing notification system.

Acceptance Criteria
Snooze 1-Hour Option
Given a reminder notification is displayed When the user clicks the "Snooze" button and selects "1 Hour" Then the reminder is rescheduled exactly one hour from the current time And a confirmation toast appears stating "Reminder snoozed for 1 hour."
Snooze 4-Hour Option
Given a reminder notification is displayed When the user clicks the "Snooze" button and selects "4 Hours" Then the reminder is rescheduled exactly four hours from the current time And a confirmation toast appears stating "Reminder snoozed for 4 hours."
Snooze Until Tomorrow Option
Given a reminder notification is displayed When the user clicks the "Snooze" button and selects "Tomorrow" Then the reminder is rescheduled to 9:00 AM on the next calendar day And a confirmation toast appears stating "Reminder snoozed until tomorrow at 9:00 AM."
Snooze Until Next Week Option
Given a reminder notification is displayed When the user clicks the "Snooze" button and selects "Next Week" Then the reminder is rescheduled to the same time on the next Monday And a confirmation toast appears stating "Reminder snoozed until next week."
Display Available Snooze Options
Given the reminder details view is open When the user clicks the "Snooze" dropdown Then the options "1 Hour", "4 Hours", "Tomorrow", and "Next Week" are listed in the predefined order
Custom Snooze Scheduling
"As an educator, I want to set a custom snooze date and time so that I can align reminder rescheduling with my own availability and workflow."
Description

Allow users to define a specific date and time for snoozing reminders via a date/time picker. This feature offers flexibility beyond preset intervals for unique scheduling needs and ensures critical deadlines are not overlooked by enabling precise control over notification timing.

Acceptance Criteria
User schedules a custom snooze date and time
Given a reminder is visible in the dashboard When the user selects a future date and time using the date/time picker and confirms Then the system saves the new snooze schedule and sets the reminder to trigger at the chosen date and time
User attempts to schedule a snooze in the past and receives a validation error
Given the user selects a date and time earlier than the current system time When the user attempts to confirm the snooze Then the system displays an error message indicating the date/time is invalid and does not apply the snooze
User cancels the custom snooze operation before confirmation
Given the custom snooze modal is open When the user clicks the cancel button Then the modal closes without saving changes and the original reminder schedule remains unchanged
User receives reminder notification at the rescheduled custom snooze time
Given a reminder has been snoozed to a user-defined date and time When that date and time is reached Then the system sends a reminder notification to the user and includes the original reminder details
User modifies an existing custom snooze date and time
Given a reminder has an active custom snooze schedule When the user edits the date/time in the picker and confirms Then the system updates the snooze schedule and triggers the reminder at the newly specified date and time
Rescheduled Reminder Notifications
"As a grant coordinator, I want snoozed reminders to reappear correctly on my dashboard and notifications so that I don’t miss deadlines after postponing them."
Description

Ensure that once a reminder is snoozed, it reappears in both the notification center and calendar view at the new scheduled time. This requirement covers updating backend schedules, client-side display, and push notification triggers to maintain consistency across Awardly’s interfaces.

Acceptance Criteria
Snoozing from Notification Center
Given a user snoozes a reminder from the notification center with a chosen reschedule time, when the snooze is confirmed, then the reminder is removed from the current notification list and reappears at the selected time in both the notification center and calendar view.
Snoozing from Calendar View
Given a user snoozes a reminder via the calendar interface specifying a new time, when the change is saved, then the calendar event reflects the new time and the corresponding notification triggers at the rescheduled time.
Push Notification Reschedule
Given a reminder is snoozed, when the new scheduled time arrives, then a push notification is sent with the correct reminder details and actionable links.
Backend Schedule Update
Given a user selects snooze, when the request is processed, then the backend updates the reminder’s timestamp in the database without creating duplicate entries.
Multiple Snooze Actions
Given a user snoozes the same reminder multiple times, when each new reschedule is confirmed, then only one pending reminder exists at the latest rescheduled time to prevent outdated notifications.
Multi-Device Synchronization
"As a user who switches between desktop and mobile, I want snoozed reminders to sync across all my devices so that I receive accurate notifications regardless of where I access Awardly."
Description

Implement real-time synchronization of snooze actions across web, iOS, and Android platforms. When a user snoozes a reminder on one device, all other logged-in devices must reflect the updated reminder time to maintain consistency and prevent duplicate or missed notifications.

Acceptance Criteria
Snooze Update Reflects Across Devices
Given a user is logged into both web and mobile apps When the user snoozes a reminder to a new time on the web app Then the mobile app updates the reminder to the same new time within 5 seconds
iOS Snooze Sync Validation
Given a user is logged into both iOS and web apps When the user snoozes a reminder on the iOS app Then the web app displays the updated reminder time within 5 seconds
Android Snooze Sync Validation
Given a user is logged into both Android and web apps When the user snoozes a reminder on the Android app Then the web app displays the updated reminder time within 5 seconds
Offline Snooze Synchronization
Given a user snoozes a reminder on a device while offline When the device reconnects to the network Then the updated reminder time is synced to all other logged-in devices within 10 seconds of reconnecting
Time Zone Consistency After Snooze
Given a user’s devices are set to different time zones When the user snoozes a reminder on any device Then all devices display the snoozed reminder time correctly converted to their local time within 5 seconds
Smart Snooze Suggestion Engine
"As a busy educator, I want Awardly to suggest the best snooze times based on my past usage so that I can make quicker decisions and stay on top of my tasks."
Description

Develop an algorithm that analyzes user behavior, past snooze patterns, and calendar availability to recommend optimal snooze intervals. Suggestions appear when a user clicks snooze, helping them choose times that align with their historical productivity and schedule trends.

Acceptance Criteria
First-Time Snooze Suggestions
Given a user clicks snooze for the first time, when the suggestion engine processes the request, then three snooze interval options are displayed within 2 seconds sorted by default recommended order.
Personalized Suggestion Accuracy
Given a user has prior snooze history, when they click snooze, then the two top suggestions match at least 80% of the user’s past five snooze selections.
Calendar Conflict Avoidance
Given the user’s calendar has events, when snooze suggestions are generated, then no suggested intervals overlap with existing calendar events and all occur during the user’s defined working hours.
UI Responsiveness and Display
Given a user opens the snooze menu, when suggestions are rendered, then the suggestions panel appears without shifting page layout and is fully accessible via keyboard navigation.
Learning from Custom Intervals
Given a user enters a custom snooze interval, when they apply it, then the engine logs the custom interval and includes it as a top suggestion in subsequent snooze operations.

Team Nudges

Sends targeted reminders to team members responsible for specific tasks within a grant application. By assigning ownership and nudging the right people, this feature enhances accountability and prevents bottlenecks in collaborative workflows.

Requirements

Nudge Scheduling Interface
"As a grant manager, I want to schedule automated reminders for team members so that tasks are completed on time without manual follow-ups."
Description

Provide an intuitive scheduling interface that allows administrators to set up, view, and manage automated reminder timelines for each task owner within a grant application workflow. The interface should support calendar views, recurrence patterns, and conflict detection to ensure reminders are sent at optimal times and do not overlap with other critical notifications.

Acceptance Criteria
One-Time Nudge Scheduling
Given an administrator is on the scheduling interface and selects a specific date and time without recurrence, when they save the reminder, then the system persists the reminder, displays it in the calendar view on that date, and sends the nudge to the assigned task owner at the scheduled time.
Recurring Nudge Patterns
Given an administrator configures a recurring pattern (daily, weekly, or monthly) for a task reminder, when they save the pattern, then the system generates and displays all instances in the calendar view according to the defined recurrence, and schedules each nudge at the correct intervals.
Conflict Detection Between Reminders
Given an administrator attempts to schedule a new nudge that overlaps in time with an existing critical notification for the same task owner, when they try to save, then the system detects the conflict, displays an alert with details of the overlapping reminders, and suggests the nearest available time slots.
Bulk Viewing and Editing of Nudges
Given an administrator views the calendar for a specific grant application and selects multiple reminders, when they apply a bulk edit (such as changing date, time, or recurrence), then the system updates all selected reminders accordingly and refreshing the calendar view to reflect changes.
Time Zone Awareness
Given administrators and task owners are in different time zones, when a nudge is scheduled, then the system displays the scheduled time in each user’s local time zone within the interface and ensures the nudge is delivered at the correct local time for each recipient.
Trigger Condition Configuration
"As a nonprofit administrator, I want to define specific triggers (e.g., deadline in 3 days or task not updated) so that reminders are sent only when genuinely needed."
Description

Enable administrators to define and configure custom trigger conditions for sending nudges, such as approaching deadlines, task status changes, or lack of recent activity. The system must support multiple condition types, threshold settings, and combination logic (AND/OR) to ensure precise control over when and why reminders are dispatched.

Acceptance Criteria
Deadline Approaching Nudge
Given an administrator sets a nudge trigger for tasks with deadlines within 3 days, when the system clock reaches 3 days before a task deadline, then a reminder is sent to the assigned user exactly once.
Task Status Change Nudge
Given a task status change trigger is configured for status 'Ready for Review', when a task status changes to 'Ready for Review', then a nudge is sent to the project lead within 15 minutes.
Inactivity Alert Nudge
Given an inactivity trigger is configured for 7 days, when no activity occurs on a task for 7 consecutive days, then a nudge is sent to the assigned user and copied to the project lead.
Combined Trigger Logic Configuration
Given multiple triggers combined with AND logic (deadline within 2 days AND inactivity of 3 days), when both conditions are met, then exactly one nudge is sent to the assigned user.
Threshold Setting Adjustment
Given the administrator updates the threshold for deadline triggers from 5 days to 2 days, when the configuration is saved, then the system applies the new threshold and no nudges are sent based on the old setting.
Multi-Channel Nudge Delivery
"As a team member, I want to receive reminders via my preferred channel so that I never miss an important task notification."
Description

Support delivery of nudges through multiple channels, including email, in-app notifications, and optional SMS. The system should allow users to select their preferred delivery methods and ensure consistent formatting and tracking across all channels, with fallback options if a primary channel is unavailable.

Acceptance Criteria
Channel Preference Selection
Given a user is on the notification settings page When the user selects or deselects email, in-app, and SMS options Then the system saves the selected channels and displays a confirmation message
Primary Channel Unavailable Fallback
Given a nudge is queued for delivery via the primary channel When the primary channel fails (e.g., email bounce, app offline) Then the system automatically retries delivery via the next available preferred channel
Consistent Message Formatting
Given a nudge message template exists When the system sends nudges through email, in-app, and SMS Then the content formatting (tone, placeholders, and actionable links) remains consistent across all channels
In-App Notification Delivery
Given a team member has in-app notifications enabled When a nudge is triggered Then the notification appears in the user’s dashboard within 30 seconds and includes a timestamp and task link
SMS Delivery with Opt-In
Given a user has provided a valid phone number and opted in for SMS When a nudge is scheduled Then the system sends an SMS within the user’s local time zone and logs delivery status
Ownership Assignment Workflow
"As a team lead, I want to assign tasks to the right people so that reminders are directed appropriately and ownership is clear."
Description

Implement a workflow for assigning task ownership to individual team members or sub-teams, linking each task to one or more responsible parties. When ownership is assigned or changed, automatic notifications should be triggered, and the assignment should drive nudge targeting to ensure accountability.

Acceptance Criteria
Assign New Task Ownership
Given an administrator creates a new task in the grant application workflow and selects a team member from the assignment dropdown; When the administrator saves the task; Then the system must link the task record to the selected team member’s user ID and display the owner’s name in the task details panel.
Change Existing Task Ownership
Given a task already has an assigned owner; When a team lead reassigns the task to a different user and confirms the change; Then the system must update the owner field to the new user, archive the previous assignment in the task history, and reflect the change in any task summary views.
Ownership Assignment Notification
Given task ownership is assigned or changed; When the assignment action is completed; Then the system automatically sends an email and in-app notification to the newly assigned owner containing task details, due date, and link to the task, and logs the notification event in the notification audit trail.
Bulk Task Ownership Assignment
Given an administrator selects multiple unassigned tasks from the dashboard grid and chooses a sub-team for ownership; When the bulk assignment is executed; Then each selected task must be linked to the designated sub-team, notifications must be sent to all team members in the sub-team, and the dashboard must update to reflect new ownership for every task in the selection.
Remove Task Ownership
Given a task has an existing owner; When the owner is removed via the task details and the change is saved; Then the task must revert to unassigned status, remove the owner’s link, send a notification to the former owner indicating removal, and record the removal action in the task history.
Nudge History and Reporting
"As a project auditor, I want to review past reminders so that I can monitor accountability and identify areas for process improvement."
Description

Maintain a comprehensive history of all sent nudges, including timestamps, recipients, channel used, and trigger reason. Provide reporting dashboards and exportable logs so administrators and auditors can review reminder activity, measure responsiveness, and identify potential workflow bottlenecks.

Acceptance Criteria
Capture and Store Nudge Details
Given a nudge is sent, when the system processes the nudge, then it records the timestamp, recipient, channel, and trigger reason in the nudge history log.
Access Nudge History Dashboard
Given an administrator navigates to the reporting dashboard, when the nudge history data loads, then a chronological list of nudges is displayed with filters for date range, recipient, channel, and trigger reason.
Export Filtered Nudge Logs
Given an administrator applies filters to the nudge history, when the export function is triggered, then the system generates and downloads a CSV containing all matching records with complete data fields.
Measure Team Responsiveness
Given the reporting dashboard is open, when metrics are viewed, then the system calculates and displays average response time per recipient and flags any tasks with no response within 48 hours.
Identify Workflow Bottlenecks
Given the reporting dashboard, when the workflow analysis view is selected, then the system visually highlights tasks and recipients with the highest count of delayed responses over a chosen period.

Priority Pulse

Analyzes all upcoming deadlines and visually highlights the most urgent tasks based on time remaining and task complexity. Users can quickly focus on high-priority items, reducing stress and improving on-time submissions.

Requirements

Urgency Scoring Algorithm
"As a nonprofit administrator, I want each task assigned an urgency score so that I can immediately identify which deadlines demand my attention."
Description

Calculate an urgency score for each task by analyzing time remaining until the deadline and task complexity (e.g., required forms, review time). This algorithm integrates with the existing task database and dynamically ranks tasks, providing a quantitative measure of urgency that drives visual highlights and notifications.

Acceptance Criteria
Deadline and Complexity-Based Score Calculation
Given a task with a deadline 72 hours away and a complexity score of 40, when the urgency scoring algorithm executes, then it calculates the urgency score using the predefined weighted formula and returns a value rounded to two decimal places.
Task Ranking Order
Given a list of tasks with varying urgency scores, when the algorithm sorts them, then tasks are ordered in descending order of their urgency scores with no ties misordered.
Integration with Task Database
Given a new or updated task record in the database, when the urgency scoring algorithm runs, then each task record is updated with a non-null urgency_score field within five seconds.
Visual Highlight Activation
Given tasks displayed on the dashboard, when a task’s urgency score exceeds the high-priority threshold, then the UI applies the designated high-priority highlight style to that task entry.
Handling Past Deadlines
Given a task whose deadline has already passed, when the urgency scoring algorithm executes, then it assigns the maximum urgency score of 100 to that task.
Priority Heatmap Visualization
"As an educator, I want a heatmap of upcoming tasks so that I can visually grasp my workload distribution and spot peak urgency periods at a glance."
Description

Render upcoming tasks in a heatmap calendar view, color-coded by urgency score. Each calendar cell reflects the aggregated urgency of tasks due on that day, allowing users to quickly identify high-pressure periods. Integrates with the dashboard’s date picker for seamless navigation.

Acceptance Criteria
Heatmap Cell Color-Coding by Urgency
Given the heatmap calendar is displayed When tasks are loaded with urgency scores Then each calendar cell must be colored according to the defined urgency score ranges (e.g., low: green, medium: yellow, high: red) and match the legend exactly
Integration with Dashboard Date Picker
Given a user selects a date range using the dashboard’s date picker When the date range is applied Then the heatmap view updates to show only the cells within the selected range without a full page reload
Legend Accuracy and Visibility
Given the heatmap is visible When the user views the legend Then the legend must accurately list all urgency score ranges with corresponding colors and be clearly readable
Responsive Heatmap Rendering on Different Devices
Given the user accesses the heatmap on desktop, tablet, or mobile When the screen size changes Then the heatmap must adjust layout and cell sizes to remain fully legible and interactive
Real-Time Update of Heatmap after Task Changes
Given a task’s due date or urgency score is updated When the change is saved Then the heatmap must immediately reflect the updated urgency in the appropriate cell without manual refresh
Notification Threshold Settings
"As a program manager, I want to set custom urgency thresholds so that I receive notifications only for the tasks I deem critical."
Description

Provide user-configurable thresholds for urgency scores to trigger visual highlights and automated reminders. Users can set levels (e.g., high, medium, low) and choose notification channels (email, in-app) to tailor alerts to their workflow.

Acceptance Criteria
Configuring High Urgency Threshold
Given the user sets the high urgency threshold to 2 days and selects in-app notifications When the user saves the settings Then all tasks with 2 days or fewer remaining are highlighted in red and an in-app notification is scheduled 24 hours before each task's deadline
Customizing Medium Urgency Threshold
Given the user sets the medium urgency threshold to 5 days and chooses email notifications When the user saves the settings Then all tasks with 3 to 5 days remaining are highlighted in orange and an email reminder is sent 48 hours before each task's deadline
Disabling Low Urgency Alerts
Given the user disables low urgency alerts When the user saves the settings Then tasks with more than 5 days remaining do not trigger visual highlights or notifications
Selecting Multiple Notification Channels
Given the user selects both email and in-app channels for high and medium urgency levels When the user saves the settings Then notifications for tasks meeting high and medium thresholds are dispatched via both email and in-app channels
Persisting Threshold Settings Across Sessions
Given the user has previously configured and saved threshold settings When the user logs out and logs back in Then the threshold values and selected notification channels are loaded and displayed correctly on the settings page
Real-time Priority Update Engine
"As a grant coordinator, I want the priority list to update instantly when task details change so that I can trust I’m seeing the most current priorities."
Description

Implement a background service that re-calculates urgency scores in real-time when task deadlines or complexity parameters change. Ensures the dashboard always reflects the latest priorities without manual refresh, handling concurrent updates efficiently.

Acceptance Criteria
Deadline Change Triggers Urgency Recalculation
Given a task with an initial deadline in 5 days, When the deadline is updated to 2 days from now, Then the system recalculates the urgency score within 1 second and the dashboard’s priority for that task updates automatically.
Complexity Update Reflects in Urgency Score
Given a task with a complexity level of 'Medium', When the complexity parameter is changed to 'High', Then the system recalculates the urgency score within 1 second and displays the new priority on the dashboard.
Dashboard Auto-Refresh on Score Update
Given that one or more urgency scores have changed, When the recalculation completes, Then the dashboard refreshes the priority list in real-time within 2 seconds without requiring manual intervention.
Concurrent Updates Handled Without Data Loss
Given two simultaneous updates to a task’s deadline and complexity, When both updates are submitted concurrently, Then the system processes both changes correctly, applies them to a single urgency score, and avoids any data overwrite or conflicts.
Performance Under High Update Frequency
Given 100 tasks receive deadline or complexity updates within a 10-second window, When these concurrent updates occur, Then the system recalculates all affected urgency scores within 5 seconds and displays the updated priorities on the dashboard without errors.
Accessibility Compliance for Priority Indicators
"As a visually impaired user, I want accessible priority indicators so that I can effectively use the Priority Pulse dashboard."
Description

Ensure all color-coding and visual indicators used for priority highlighting meet WCAG contrast standards. Include alternative text descriptions and icon overlays for color-blind and visually impaired users, ensuring the feature is accessible to all administrators.

Acceptance Criteria
Contrast Compliance Check
Given the dashboard displays priority indicators, when evaluated with a color-contrast tool, then all text and visual markers must meet a minimum WCAG AA ratio of 4.5:1 for normal text and 3:1 for large text.
Icon Overlay Accessibility
Given a user selects the priority pulse feature, when color distinctions are insufficient for color-blind users, then an additional icon overlay representing priority level must be displayed on each task indicator.
Alternative Text Presence
Given priority icons are rendered on-screen, each icon element must include descriptive alt text (e.g., “High Priority,” “Medium Priority,” “Low Priority”) to convey meaning to screen readers.
Screen Reader Announcement
Given a screen reader is active, when it navigates to a priority indicator element, then it must announce the priority level (e.g., “Priority: High”) clearly and in the correct sequence.
Customizable Accessible Themes
Given a user opens accessibility settings, when selecting from predefined color themes, then the system must only offer palettes that automatically comply with WCAG contrast standards and update indicators accordingly.

Cross-Platform Alerts

Integrates with popular communication tools like Slack, Microsoft Teams, and SMS gateways to deliver reminders wherever users are most active. This ensures critical notifications are not lost in crowded email inboxes.

Requirements

Multi-Channel Alert Configuration
"As a nonprofit administrator, I want to configure alerts across different communication channels so that I receive critical notifications in my preferred platforms and never miss deadlines."
Description

Provide a unified interface within Awardly’s dashboard that enables administrators to map specific alert types—such as upcoming deadlines, feedback notifications, and document requests—to multiple delivery channels like Slack, Microsoft Teams, and SMS. This interface should support real-time preview of channel selections, validation of integration status, and the ability to add or remove channels for each alert type. By centralizing configuration, it reduces setup complexity, ensures consistency across channels, and empowers administrators to tailor notifications to their team’s communication habits.

Acceptance Criteria
Configure Slack Channel for Deadline Alerts
Given the administrator is on the Multi-Channel Alert Configuration page When they select “Slack” for “Upcoming Deadline” alerts and click “Save” Then the system displays a confirmation message and shows “Slack” as an active channel for deadlines
Validate Microsoft Teams Integration Status
Given the administrator has entered the webhook URL for Microsoft Teams When they click the “Test Connection” button Then the system verifies the URL, displays “Connected Successfully” if valid or an appropriate error message if invalid
Add Multiple Channels to Feedback Notifications
Given the administrator views the feedback notification settings When they select both “SMS” and “Slack” channels and save changes Then the system lists “SMS” and “Slack” under feedback notifications with status “Active” for each
Remove SMS Channel from Document Request Alerts
Given “SMS” is currently configured for document request alerts When the administrator clicks the “Remove” icon next to “SMS” and confirms removal Then “SMS” is no longer listed as a channel for document requests
Real-Time Preview of Notification Across Channels
Given the administrator toggles channels on the configuration page When they select or deselect any channel for any alert type Then the preview panel immediately updates to reflect the selected channels and shows sample notifications for each
Slack Notification Module
"As a grant manager, I want to receive deadline reminders in Slack so that I can see notifications alongside my team's ongoing conversations without checking email."
Description

Implement a Slack integration module that allows users to connect their Slack workspace via OAuth or incoming webhook, select target channels or direct messages, and map specific Awardly alerts to those channels. The module should handle authentication, token refresh, error handling, and adhere to Slack rate limits. Successful delivery receipts and failure feedback should be captured in logs for troubleshooting.

Acceptance Criteria
Slack OAuth Authentication
Given a user clicks “Connect to Slack” and completes the OAuth consent flow When Awardly receives a valid authorization code Then Awardly exchanges the code for an access token and securely stores the access and refresh tokens
Incoming Webhook Configuration
Given a user provides a Slack incoming webhook URL When Awardly validates the URL by sending a test payload Then Awardly confirms successful delivery with a 2xx response and displays a success message
Channel Mapping Selection
Given a user has connected a Slack workspace When the user selects one or more channels or direct messages from the workspace Then the selected targets appear in the user’s notification settings and can be toggled on or off
Notification Delivery and Logging
Given an Awardly alert is triggered When Slack integration is enabled for the mapped channel Then the notification is delivered within 10 seconds and an entry is recorded in the delivery logs with timestamp and status “sent”
Error Handling and Retry Logic
Given an API rate limit or network error occurs during notification delivery When Awardly encounters a non-2xx response from Slack Then Awardly retries the delivery up to three times with exponential backoff and logs each failure with error details
Microsoft Teams Notification Module
"As an educator, I want to receive award status updates in Microsoft Teams so that I can stay informed within my existing communication workspace."
Description

Develop a Microsoft Teams integration that enables connection through Microsoft Graph API, registration of a bot or webhook, and selection of Teams channels for publishing Awardly alerts. The module must manage authentication scopes, handle message formatting for Teams cards, and implement retry logic for transient errors. Delivery status should be tracked for auditability.

Acceptance Criteria
Channel Selection Setup
Given an Awardly admin is on the Teams Notification settings page When they click "Add Channel" Then a modal lists all Teams channels they have access to and allows selection of one or more channels
Bot Registration and Authentication
Given the admin provides valid Azure app credentials When the system attempts to register the Teams bot via Microsoft Graph API Then the bot is successfully registered and the required authentication scopes are stored securely
Teams Message Card Formatting
Given the module sends an Awardly alert When it formats the message as a Teams Adaptive Card Then the card displays title, description, deadline, and action button according to Teams UI guidelines
Retry Logic for Transient Errors
Given a transient network or API error occurs When sending a Teams notification Then the module retries delivery up to three times with exponential backoff before marking the attempt as failed
Delivery Status Audit Logging
Given a notification is sent to Teams When the delivery succeeds or ultimately fails Then the module logs a timestamped record with channel ID, message ID, status, and error details (if any) in the audit log
SMS Gateway Integration
"As a field coordinator, I want to get SMS reminders on my phone so that I can receive alerts even when I'm away from my computer or internet access is limited."
Description

Integrate with a third-party SMS gateway (e.g., Twilio) to support delivery of text message alerts. The integration should allow users to verify phone numbers, configure gateway credentials (account SID, auth token), set message templates, and manage outbound throttling. It must include delivery status callbacks and error handling to retry failed sends, ensuring critical alerts reach users who may be offline or away from email.

Acceptance Criteria
Phone Number Verification
Given a user submits a phone number containing only digits and a valid country code, when the user triggers verification, then the system sends a one-time verification code via SMS within 10 seconds and displays a confirmation message.
Gateway Credentials Configuration
Given an administrator inputs valid Account SID and Auth Token, when the credentials are saved, then the system successfully authenticates with the SMS gateway and displays a “Credentials Valid” notification.
Outbound Message Throttling
Given 1,000 messages are scheduled for delivery in a 10-minute window and a throttle rate of 200 messages per minute is configured, when dispatching begins, then the system limits outbound SMS to 200 messages per minute and queues excess messages, maintaining FIFO order.
Delivery Status Callback Handling
Given an SMS message has been sent and the SMS gateway issues a delivery status callback, when the callback is received, then the system updates the message record to “Delivered” or “Failed” within 5 seconds and notifies the user dashboard.
Failed Message Retry Mechanism
Given an SMS send operation fails due to a transient gateway error, when the system detects the failure, then it retries sending the message up to three times with exponential backoff (1m, 2m, 4m) and logs each retry attempt and outcome.
Notification Preference Dashboard
"As a user, I want to set my preferred notification channels and quiet hours so that I only receive alerts when and where I want them."
Description

Create a user-level preferences dashboard where each user can view and manage their personal notification settings. Users should be able to enable or disable channels (email, Slack, Teams, SMS) per alert type, specify quiet hours, and set escalation rules (e.g., if no acknowledgment in 1 hour, send SMS). Changes must take effect immediately and override organization defaults.

Acceptance Criteria
Channel Toggle for Grant Deadline Notifications
Given a user has an active grant deadline alert type enabled, when the user disables Slack channel for that alert type and saves preferences, then no Slack notification is sent for any future grant deadline alerts.
Quiet Hours Setup for Notifications
Given a user defines quiet hours from 22:00 to 07:00, when an alert is triggered within that period, then no notifications are delivered via any channel until 07:00 the next day.
Escalation Rule Configuration for Unacknowledged Alerts
Given a user sets an escalation rule of 1 hour for unacknowledged email alerts, when the user does not acknowledge the initial email within 1 hour, then an SMS notification is sent to the user.
Immediate Effect of Preference Changes
Given a user updates any notification preference and clicks 'Save', when the save action completes successfully, then any subsequent alerts follow the updated preferences without requiring the user to log out or refresh the application.
Override Organization Default Settings
Given organization defaults enable email and disable SMS for feedback alerts, when an individual user enables SMS and disables email for feedback alerts, then the user receives feedback notifications via SMS only, regardless of the organization defaults.
Alert Delivery Monitoring & Retry Mechanism
"As a system administrator, I want to monitor notification delivery statuses and see retry logs so that I can ensure alerts are delivered reliably and troubleshoot issues."
Description

Implement a monitoring system that tracks the delivery status of each alert per channel, logs successes and failures, and automatically retries failed deliveries based on configurable rules (e.g., exponential backoff up to three attempts). Provide a dashboard view for administrators to review delivery metrics, error rates, and retry histories, enabling proactive issue resolution.

Acceptance Criteria
Retry Failed SMS Alerts
Given an SMS alert fails to send, when retry attempts are triggered according to exponential backoff rules, then the system retries delivery up to three times, recording each attempt with timestamp and status.
Dashboard Delivery Metrics Visibility
Given an administrator requests delivery metrics for a specified date range, when the dashboard loads, then it displays total sent, delivered, failed alerts per channel and the number of retries for each.
Automatic Retry Rule Configuration
Given an administrator configures retry rules with custom intervals and maximum attempts, when the configuration is saved, then the system persists these settings and applies them to all subsequent failed delivery attempts.
Alert Failure Notification to Admin
Given an alert has exhausted all retry attempts and still fails, when the final retry attempt occurs, then the system automatically sends a summary notification to the administrator including alert ID, channel, timestamp, and error details.
Accurate Logging of Delivery Status
Given any alert delivery process, when an alert is sent or retried, then the system logs each attempt in the monitoring database with channel type, timestamp, status (success or failure), and error code if applicable.

Calendar Syncer

Automatically syncs all Awardly deadlines with external calendars (Google Calendar, Outlook, Apple Calendar) in real time. Users view and manage grant deadlines alongside their other commitments for seamless planning.

Requirements

OAuth Calendar Provider Authentication
"As a nonprofit administrator, I want to connect my Google Calendar to Awardly so that my grant deadlines are automatically synchronized and I don't forget important dates."
Description

Enable users to authenticate and authorize Awardly to access their external calendars via secure OAuth protocols for Google Calendar, Microsoft Outlook, and Apple Calendar. The system should guide users through the OAuth flow, handle token storage and refresh securely, and allow users to manage connected accounts.

Acceptance Criteria
Google Calendar OAuth Flow Initiation
Given a logged-in user on the Awardly Integrations page for Google Calendar When the user clicks 'Connect Google Calendar' Then the system redirects the user to Google's OAuth consent screen with the correct scopes.
Secure Token Storage
Given successful OAuth authorization When the system receives access and refresh tokens Then the tokens are encrypted and stored securely in the database linked to the user's account.
OAuth Token Refresh
Given an expired access token for a user's calendar When the system attempts to sync events Then the refresh token is used to obtain a new access token automatically and the updated tokens replace the old ones in secure storage.
Manage Connected Accounts
Given multiple calendar providers connected When the user navigates to Account Settings → Connected Calendars Then the system displays a list of connected accounts with provider names, connection status, and a 'Disconnect' option for each.
OAuth Error Handling
Given a failure during the OAuth process (e.g., user denies consent or network error) When the error occurs Then the system displays a clear, user-friendly error message with options to retry or cancel the connection attempt.
Real-time Deadline Synchronization Engine
"As an educator, I want changes I make to grant deadlines in Awardly to immediately appear in my Outlook calendar so that my schedule stays up-to-date without manual intervention."
Description

Implement a synchronization engine that monitors Awardly deadlines and pushes updates (creation, modification, deletion) to connected calendars in real time. Ensure minimal delay between changes in Awardly and their reflection in external calendars, handling retries and error logging.

Acceptance Criteria
Deadline Creation Synced to External Calendar
Given a new deadline is created in Awardly and the user has a connected external calendar, when the creation is confirmed, then an event with matching title, date, time, and notes is created in the external calendar within 30 seconds.
Deadline Modification Propagates to External Calendar
Given an existing deadline in Awardly is updated (title, date, time, or details) and the user has a connected calendar, when the update is saved, then the corresponding external calendar event reflects all changes within 30 seconds.
Deadline Deletion Removes Event from External Calendar
Given a deadline is deleted in Awardly and a synced event exists in the external calendar, when the deletion is confirmed, then the external calendar event is removed within 30 seconds.
Automatic Retry on Sync Failure
Given a synchronization attempt to an external calendar fails due to a transient error (e.g., network issues), when the failure is detected, then the engine retries up to three times at 10-second intervals and succeeds without user intervention.
Error Logging for Persistent Sync Failures
Given a synchronization attempt fails after all retry attempts, when the failure is final, then a detailed error entry (including timestamp, deadline ID, provider, and error message) is logged in the system error log.
Cross-Provider Synchronization Compatibility
Given the user has connected multiple external calendars (Google Calendar, Outlook, Apple Calendar), when a deadline is created, modified, or deleted, then the synchronization engine applies the change correctly to all connected providers within the defined time window.
Conflict Detection and Resolution Alerts
"As a user, I want to be alerted when a grant deadline conflicts with another event in my calendar so that I can adjust my schedule to avoid missing deadlines."
Description

Provide mechanisms to detect scheduling conflicts between Awardly deadlines and existing events in connected calendars. Notify users when conflicts arise and offer options to resolve them, such as rescheduling or ignoring. Display clear conflict details and resolution suggestions within Awardly.

Acceptance Criteria
Detect Conflict Upon Calendar Sync
Given a user has connected their external calendar, when Awardly syncs a new deadline that overlaps with an existing calendar event, then the system must flag the conflict in the dashboard.
Notify User of Conflict
Given an identified conflict after sync, when the synchronization completes, then Awardly sends an in-app and email notification outlining the conflicting deadline and event.
Display Conflict Details
Given a flagged conflict, when the user views the conflict alert, then Awardly displays the deadline name, event title, date, time, and duration for both items.
Provide Resolution Options
Given a displayed conflict, when the user interacts with the conflict alert, then Awardly offers options to reschedule the deadline or ignore the conflict.
Reschedule Deadline
Given the user selects 'Reschedule' on a conflict alert, when they choose a new date and time, then Awardly updates the deadline and reflects the change in both Awardly and the external calendar without creating new conflicts.
Ignore Conflict Option
Given the user selects 'Ignore' on a conflict alert, when confirmed, then Awardly marks the conflict as resolved and stops flagging it for future syncs.
Customizable Sync Settings
"As a user, I want to choose which grant deadlines sync and how often so that my calendar only shows the events I care about and aligns with my workflow."
Description

Allow users to configure synchronization preferences, including selecting which deadline types to sync (submissions, reviews, budgets), setting sync frequency (real-time, hourly, daily), and choosing direction (one-way or two-way). Provide an intuitive interface within Awardly settings.

Acceptance Criteria
Deadline Type Selection Synchronization
Given a user configures sync settings to include only 'Submissions' and 'Budgets' When the user saves their preferences Then only 'Submission' and 'Budget' deadlines are sent to the connected external calendar And no other deadline types appear in the external calendar
Sync Frequency Option Application
Given a user selects 'Hourly' sync frequency in settings When a new deadline is created in Awardly Then the new deadline appears in the external calendar within one hour
Two-Way Synchronization Handling
Given a user enables two-way sync and connects their Google Calendar account When the user updates or deletes a synced deadline in the external calendar Then the change is reflected in Awardly within five minutes And the change is logged in the Awardly activity feed
One-Way Sync Direction Enforcement
Given a user chooses one-way sync from Awardly to Outlook Calendar When a user edits or deletes a deadline in Outlook Then no changes are propagated back to Awardly And the original deadline in Awardly remains unchanged
Default Sync Settings for New Users
Given a new user who has not customized sync settings When the user enables calendar sync for the first time Then 'Submissions' deadlines are synced daily in one-way mode by default And a notification banner displays the default settings for user confirmation
Sync Status Notifications and Logs
"As an administrator, I want to receive notifications when synchronization fails or requires my attention so that I can promptly resolve issues and ensure my calendar remains accurate."
Description

Implement a notification system to inform users of successful syncs, errors, or required reauthentication. Maintain detailed sync logs accessible within the Awardly dashboard, showing timestamps, actions taken, and any issues encountered for troubleshooting.

Acceptance Criteria
Successful Sync Notification Display
Given a user initiates or automatically triggers a calendar sync, When the synchronization completes without errors, Then the system displays a success notification within 5 seconds stating “Sync completed successfully” and logs an entry with timestamp, synced calendar name, and status “Success”.
Error Notification on Sync Failure
Given a calendar sync process encounters an error (e.g., network timeout or authentication failure), When the sync attempt fails, Then the system displays an error notification detailing the failure reason and provides a “Retry” action link, and logs an entry with timestamp, error code, and status “Failed”.
Reauthentication Required Alert
Given a user’s calendar authentication token has expired or become invalid, When the next sync attempt detects the invalid token, Then the system displays a reauthentication prompt notification guiding the user to reconnect the calendar and logs an entry with timestamp and status “Reauth Required”.
Access Sync Logs in Dashboard
Given a user navigates to the Awardly dashboard’s Sync Logs section, When the page loads, Then the system displays a chronological table of log entries showing timestamp, calendar source, action taken, and status, with pagination for more than 50 entries.
Real-time Log Update on Sync
Given the Sync Logs section is open during an active sync, When a new log entry is generated, Then the dashboard automatically appends the new entry to the top of the list within 3 seconds without requiring a manual refresh.
Calendar Disconnection and Cleanup
"As a user, I want to disconnect my Apple Calendar from Awardly and delete all synced events so that I can stop the integration when I no longer need it."
Description

Enable users to safely disconnect external calendar accounts, revoking Awardly’s access and optionally removing all previously synced events. Provide clear user prompts and confirmations to prevent accidental data loss.

Acceptance Criteria
Disconnect External Calendar Account
Given a user with a linked external calendar account, When the user selects “Disconnect” and confirms, Then Awardly revokes OAuth access and removes the account from the user’s calendar settings list.
Remove Synced Events on Disconnection
Given a user with previously synced events from an external calendar, When the user opts to remove all synced events upon disconnection and confirms, Then Awardly deletes those events from the dashboard and calendar views without affecting other data.
Keep Synced Events on Disconnection
Given a user with previously synced events from an external calendar, When the user opts to keep existing events upon disconnection and confirms, Then Awardly retains those events, marks them as unsynced, and stops any further updates from the disconnected calendar.
Prompt Confirmation Before Disconnection
Given a user initiates the disconnection process, When the user clicks “Disconnect,” Then Awardly displays a confirmation dialog clearly outlining the consequences (revoking access and optional event removal) and requires explicit confirmation or cancellation.
Graceful Handling of Failed Revocation
Given an external calendar API revocation error, When Awardly fails to disconnect the calendar, Then Awardly displays an error notification explaining the failure and provides an option to retry or cancel without removing the account locally.

Deadline Heatmap

Provides an interactive visual map of all upcoming tasks and deadlines, color-coded by urgency and task type. This high-level overview helps teams allocate resources efficiently and spot busy periods at a glance.

Requirements

Heatmap Visualization Canvas
"As a nonprofit administrator, I want to view all upcoming deadlines on a calendar-like grid so that I can quickly identify periods with heavy workloads."
Description

Provide a responsive, zoomable grid-based canvas that plots all upcoming tasks and deadlines over a selected time frame. The canvas should support daily, weekly, and monthly views, rendering each time slot as a cell colored by priority or category. Integration with the existing dashboard should allow seamless embedding and consistent styling, ensuring administrators can visually scan workload distribution at a glance.

Acceptance Criteria
Monthly View Rendering
Given the administrator selects the monthly time frame When the heatmap canvas loads Then exactly one row per week and all days of the month are displayed as cells with correct dates and priority-based color coding within 2 seconds
Weekly View Zoom Functionality
Given the administrator switches to weekly view and uses zoom controls When zoom level changes Then cells resize proportionally preserving readability and no visual overlap occurs
Daily Tooltip Display
Given the administrator hovers over a daily cell When the tooltip appears Then it shows task name, due date, and priority with no delay and disappears on mouse out
Color Coding by Priority
Given tasks categorized by priority When the heatmap renders Then high, medium, and low priorities use distinct, accessible colors matching design specifications without contrast errors
Responsive Embedding in Dashboard
Given the heatmap is embedded in the dashboard When the browser window resizes Then the canvas adjusts layout and cell dimensions fluidly to maintain full visibility and alignment with dashboard styling
Dynamic Color Coding
"As a nonprofit administrator, I want color distinctions for urgent versus routine tasks so that I can prioritize my time effectively."
Description

Implement a configurable color-coding system that assigns hues to deadlines based on urgency levels (e.g., high, medium, low) and task types (e.g., application review, document submission). Colors should be customizable in settings, maintain accessible contrast ratios, and update in real time as priorities or statuses change. This feature highlights critical periods and task clusters for better time management.

Acceptance Criteria
High Urgency Deadline Default Color
Given a high urgency deadline is created, when viewing the heatmap, then the deadline is displayed using the default red color assigned for high urgency
Custom Task Type Color Setting
Given the user updates the color for 'application review' tasks to a custom green in settings, when viewing the heatmap, then all 'application review' tasks use the newly selected green color
Accessible Contrast Validation
Given a user selects a custom color, when saving the color configuration, then the system validates the color contrast against the background and prevents saving if it fails to meet WCAG 2.1 AA standards, displaying an error message
Real-time Color Update on Priority Change
Given a task’s urgency is changed from medium to high, when the change is saved, then the heatmap updates the task’s color from the medium urgency hue to the high urgency hue immediately without page reload
Mixed Task Types on Same Slot
Given multiple tasks of different types share the same time slot, when viewing the overlapping tasks on the heatmap, then each task displays a colored border indicating its task type and a fill color indicating its urgency level
Interactive Filtering & Drill-down
"As a nonprofit administrator, I want to filter and zoom into specific deadline clusters so that I can focus on relevant tasks without distraction."
Description

Enable users to filter the heatmap by criteria such as task type, team member, or deadline range, and drill down into specific cells to view detailed lists of associated tasks. Filters should be available as toggle options alongside the heatmap, with results reflected immediately. Drill-down interactions should open contextual side panels or modals showing task names, due dates, and assignment details.

Acceptance Criteria
Filter Heatmap by Task Type
Given the heatmap displays tasks of types A, B, and C, When the user selects 'Proposal Review' under the Task Type filter, Then the heatmap refreshes within 2 seconds to highlight only cells containing 'Proposal Review' tasks and hides all other task types, And the task count legend updates to reflect only the filtered tasks.
Filter Heatmap by Team Member
Given the heatmap is loaded with tasks assigned to multiple team members, When the user toggles 'Alice Johnson' under the Team Member filter, Then only cells representing tasks assigned to Alice Johnson remain visible and all other cells are grayed out, And the interface clearly indicates the active filter.
Filter Heatmap by Deadline Range
Given the heatmap shows deadlines across a calendar view, When the user sets the Deadline Range filter from '2025-07-01' to '2025-07-31', Then the heatmap displays only tasks with due dates within July 2025 and hides all tasks outside that date range, And the date picker UI reflects the selected range.
Apply Multiple Filters Simultaneously
Given multiple filters are available, When the user selects 'Grant Writing' under Task Type and 'Bob Smith' under Team Member filters at the same time, Then the heatmap displays only tasks that match both criteria, And the filter summary badge shows 'Grant Writing, Bob Smith'.
Drill-down to View Task Details
Given a heatmap cell shows a numerical badge representing the number of tasks on a specific date, When the user clicks on that cell, Then a contextual side panel opens within 300ms listing each task’s name, due date, and assigned team member, And the panel closes when the user clicks the 'X' button or outside the panel.
Live Data Synchronization
"As a nonprofit administrator, I want the heatmap to update automatically when tasks change so that I always see the most current information."
Description

Ensure the heatmap reflects real-time data by implementing live synchronization with the backend task management system. Any updates to tasks—such as new deadlines, status changes, or assigned users—should propagate to the heatmap without requiring page reload. Use web sockets or polling with efficient caching to minimize latency and server load.

Acceptance Criteria
New Task Creation Reflects Instantly on Heatmap
Given an administrator creates a new task with a future deadline in the task management system When the task is successfully saved in the backend Then the heatmap displays the new task in the correct date slot within 2 seconds without requiring a page reload
Task Deadline Update Synchronizes Live
Given an existing task’s deadline is modified When the change is confirmed by the backend Then the heatmap moves the task’s indicator to the updated date and adjusts its color-coded urgency within 2 seconds
Task Status Change Updates Heatmap
Given a task status changes from one state (e.g., Draft) to another (e.g., Submitted) When the backend records the status update Then the heatmap updates the task’s color to match its new status in real-time without page reload
Assigned User Modification Reflects Immediately
Given the assigned user for a task is updated by an administrator When the backend processes the assignment change Then any user-specific filters on the heatmap adjust instantly to include or exclude the task without requiring a page refresh
Heatmap Resilience on WebSocket Disconnect
Given the web socket connection to the backend is lost When the client detects the disconnection Then it switches to polling at 5-second intervals and continues receiving all task updates until the socket reconnects without data loss
Tooltip & Detail View
"As a nonprofit administrator, I want to hover over cells to get quick summaries and click through for details so that I can access information efficiently."
Description

Add hover-triggered tooltips for each heatmap cell that display summary information: number of tasks, nearest deadline, and predominant task type. Clicking a cell should open a detailed view listing all tasks, their statuses, and quick-action buttons for editing or reassigning. Tooltips and detail views must be responsive and accessible across devices.

Acceptance Criteria
Hover Over Heatmap Cell Tooltip
Given the user hovers over a heatmap cell for at least 200ms, When the hover event is detected, Then a tooltip appears within 200ms displaying the correct number of tasks, the nearest deadline in YYYY-MM-DD format, and the predominant task type.
Tooltip Accessibility for Screen Readers
Given the tooltip is visible, Then it must include role="tooltip" and a descriptive aria-label, and be announced by screen readers with the correct content.
Click Heatmap Cell to Open Detail View
Given the user clicks on a heatmap cell, When the click event is detected, Then a detailed view opens within 300ms listing all tasks for that cell with each task’s name, status, and quick-action buttons for editing or reassigning.
Detail View Layout and Responsiveness
Given the detail view is displayed, Then on viewports wider than 768px it appears as a side panel and on viewports narrower than 768px it appears as a full-screen modal, with all content accessible and no horizontal scrolling.
Quick-Action Buttons Functionality in Detail View
Given the detail view’s quick-action buttons are present, When the user clicks Edit or Reassign, Then the corresponding modal opens, allows the user to make changes, and upon confirmation updates the task and refreshes the list within 500ms.
Data Export & Sharing
"As a nonprofit administrator, I want to export and share heatmap reports so that I can distribute insights to stakeholders and team members."
Description

Provide functionality to export the heatmap data as CSV or PDF reports, including a snapshot of the visual map and underlying task details. Users should be able to schedule regular exports or generate on demand, selecting date ranges and filter settings. The export feature should integrate with the notifications system to send reports via email or shareable links.

Acceptance Criteria
Scheduled Export Setup
Given a user has configured a schedule for exporting heatmap data, when the scheduled interval arrives, then the system automatically generates the export using the selected date range and filters and sends the report via email or shareable link.
On-Demand CSV Export
Given a user views the heatmap, when the user selects 'Export CSV' and confirms the action, then the system generates a CSV file containing all visible tasks within the selected date range and filter settings and initiates the download.
PDF Report Generation with Filters
Given a user has selected specific date range and filter settings, when the user initiates 'Export PDF', then the system produces a PDF including a visual snapshot of the heatmap and a detailed table of tasks matching the filters, formatted correctly for printing.
Email Notification Delivery
Given a user schedules a report export, when the scheduled time is reached, then the system sends an email to designated recipients with the report attached and includes a link to the shareable version, and logs the delivery status for auditing.
Shareable Link Generation
Given a user selects 'Share via Link' for an export, when the report is generated, then the system creates a secure link with an expiration date based on user settings, and accessing the link allows downloading the report without requiring login.

QuickPack

Assemble all required files into a structured document packet with a single click. QuickPack eliminates manual file gathering by automatically organizing your selected documents in the correct order, saving you time and minimizing assembly errors.

Requirements

Document Selection Interface
"As a nonprofit administrator, I want to quickly locate and select multiple required documents in one place so that I can assemble my award packet efficiently without switching between folders."
Description

Provide users with an intuitive interface to browse, search, and select documents from their Awardly repository or local storage. The interface should support multi-select, file type filters, and drag-and-drop functionality to simplify the selection process and reduce the time spent locating required files.

Acceptance Criteria
Multi-Select Document Selection
Given the user is on the Document Selection Interface, when they hold Ctrl (or Command) and click multiple documents, then all selected documents are highlighted and added to the packet upon confirmation.
File Type Filtering
Given the user opens the file type filter dropdown, when they select one or more file types, then only documents matching those types are displayed in the list.
Drag-and-Drop Document Upload
Given the user drags files from local storage and drops them into the designated drop zone, then the files are uploaded or selected and appear in the document list without errors.
Search by Document Name
Given the user enters a search term into the search bar, when they submit the query, then the document list updates to show only items whose names contain the search term, case-insensitive.
Switching Between Repository and Local Storage Views
Given the user toggles the source view between Awardly repository and local storage, when they switch, then the document list refreshes to display files from the selected source within 2 seconds.
Automatic File Ordering
"As an educator preparing a grant application, I want the system to automatically order my documents according to the grant’s specifications so that I avoid submission errors and meet all guidelines."
Description

Implement logic to automatically arrange selected documents into a predefined order based on award guidelines or custom templates. This feature should read document metadata or user-defined rules to sequence files correctly, minimizing manual reorder steps and ensuring compliance with submission requirements.

Acceptance Criteria
Standard Award Template Ordering
Given a user selects a predefined award guideline template and a set of documents When the user clicks the QuickPack button Then the system arranges the documents in the exact order defined by the template
Custom User-Defined Ordering Rules
Given a user defines custom ordering rules based on document metadata fields When the user generates a packet with QuickPack Then the system sequences the documents according to the user’s custom rules
Missing Metadata Fallback Handling
Given one or more selected documents lack the required metadata for ordering When the user runs QuickPack Then the system places untagged documents at the end of the packet and displays a warning listing those files
Reordering After Template Change
Given a packet has been generated with one template When the user switches to a different template and regenerates the packet Then the system reorders all documents to match the new template without retaining the old order
Preview Packet Sequence Verification
Given the QuickPack packet is generated When the user previews the packet sequence before download Then the preview displays documents in the exact order that will appear in the final download
Customizable Packet Templates
"As a grant team member, I want to save a template for a recurring award packet so that I can quickly assemble documents for future applications without rebuilding the configuration each time."
Description

Allow users to create, save, and apply custom packet templates that define the required document types and order. Templates should be editable to accommodate different award programs, and users should be able to share templates across their organization for consistency.

Acceptance Criteria
Create New Custom Template
User can name a new template, select required document types, arrange their order, and save it; upon saving, the template appears in the user's template list with correct name and sequence; the template persists across sessions and devices.
Edit Existing Template
User can select an existing template, modify its name, add or remove document types, reorder items, and save changes; upon saving, updates are reflected immediately in the template list and used in subsequent packet assemblies.
Apply Template to Packet
When creating a new packet, user can choose from saved templates; selecting a template automatically populates the packet with the defined documents in the correct order; user can preview and confirm before finalizing the packet.
Share Template with Organization
Organization admins can mark a template as shared; once shared, the template appears in the organization-wide template list for all eligible users; non-admin users cannot alter sharing settings.
Delete Unused Template
User can delete a template that is not applied to any existing packet; deletion prompts a confirmation dialog; upon confirmation, the template is removed from user and organization lists and is no longer available.
Real-time Packet Preview
"As a grant coordinator, I want to preview the assembled document packet in real time so that I can verify completeness and correctness before exporting."
Description

Provide a real-time preview of the assembled packet, displaying file names, order, and page counts. The preview pane should allow users to expand each document for a quick glance and highlight any missing or duplicate files before final assembly.

Acceptance Criteria
Initial Preview Load
When the user uploads selected documents and opens the preview pane, the system displays a list of file names in the user-defined order with corresponding page counts accurately shown next to each entry.
Document Expansion in Preview
When the user clicks the expand icon on a document entry in the preview pane, a thumbnail view of the first page of the corresponding document is displayed inline without closing or refreshing the pane.
Missing File Detection
When a mandatory file specified in the packet template is not present in the selected documents, the preview pane highlights the missing file entry in red and displays a tooltip with the name of the missing file.
Duplicate File Detection
When the user selects the same file more than once, the preview pane flags each duplicate entry, highlights them in yellow, and prevents the final packet assembly until the duplicates are removed or resolved.
Dynamic Order Update
When the user reorders documents in the packet list, the preview pane updates immediately to reflect the new order and reassigns sequence numbering correctly without requiring a manual refresh.
Bulk Packet Export
"As a nonprofit administrator, I want to export my assembled award packet as a single PDF or ZIP file so that I can submit it directly to sponsors or funders with minimal extra steps."
Description

Enable users to export their assembled document packet in multiple formats (e.g., PDF, ZIP) with one click. The export process should merge files into a single PDF or package them into a ZIP, apply template-based cover pages, and compress where needed, streamlining the final submission step.

Acceptance Criteria
Single-click PDF Export with Cover Page
Given the user has assembled the document packet and selected the 'PDF' export format, when the user clicks 'Export', then the system generates a single merged PDF containing all selected files in the predefined order, includes the chosen template-based cover page at the beginning, and provides a downloadable link within 10 seconds.
Single-click ZIP Export with Cover Page
Given the user has assembled the document packet and selected the 'ZIP' export format, when the user clicks 'Export', then the system packages all selected files and the template-based cover page PDF into a compressed ZIP file and provides a downloadable link within 10 seconds.
Template Cover Page Selection
Given multiple cover page templates are available, when the user selects a specific template before exporting, then the generated export (PDF or ZIP) uses the selected template’s styling and content for its cover page.
Export File Size Compression
Given the total size of selected files exceeds 50 MB, when the user initiates export, then the system compresses the output (PDF or ZIP) so that the final downloadable file size does not exceed 50 MB without corrupting any documents.
Immediate User Notification upon Export Completion
Given an export process is in progress, when the export completes successfully or fails, then the system displays a clear success or error notification, includes the download link if successful or an error message with retry options if failed.

InstantPreview

View a live, interactive preview of your compiled document packet before finalizing. InstantPreview lets you scroll through merged files, verify formatting, and make inline edits on the fly—ensuring accuracy and confidence prior to distribution.

Requirements

Live Document Rendering
"As a nonprofit administrator, I want to see a live preview of my compiled document packet so that I can verify formatting and content before finalizing."
Description

Render merged document packets in real time within the preview pane, allowing users to scroll through combined files seamlessly. Integrate with the document merge engine to display the latest data and templates instantly, ensuring formatting, images, and text align as expected. This functionality provides immediate visual feedback, reduces review cycles, and builds confidence before final export or distribution.

Acceptance Criteria
Initiate Live Rendering in Preview Pane
Given a user has completed a document merge setup, when the user opens the InstantPreview pane, then the merged document packet must render within 2 seconds and display all pages in sequence without placeholder content.
Reflect Latest Data and Templates
Given the underlying document templates or data sources are updated, when the user triggers a refresh in InstantPreview, then the preview must reflect the latest changes in formatting, text, and images immediately.
Make and Apply Inline Edits
Given a previewed document packet is displayed, when the user edits text or adjusts formatting inline, then those changes must save and re-render in real time without requiring a full refresh.
Seamless Scrolling Through Merged Documents
Given a multi-page merged packet is rendered in the preview pane, when the user scrolls from page to page, then navigation must be smooth, with no rendering delays or blank pages.
Verify Export Matches Preview
Given the user finalizes the document packet, when the user exports the packet to PDF, then the exported file must match the InstantPreview view exactly in layout, images, and text.
Inline Formatting Editor
"As an educator, I want to correct formatting issues directly within the preview so that I don't have to switch between editing and preview modes."
Description

Enable users to make inline edits directly within the preview pane, with changes automatically persisted to the underlying document templates. Support text adjustments, style corrections, and minor content updates in context, avoiding mode switches between editing and preview. This empowers users to correct issues on the fly, streamlines workflows, and minimizes the risk of errors slipping through to the final output.

Acceptance Criteria
Inline Text Editing
Given the user highlights a text segment in the preview pane, when they enter a correction and confirm (e.g., press Enter), then the updated text should immediately appear in the preview and be saved to the underlying template.
Style Correction Application
Given the user selects text in the preview pane, when they apply a style change (e.g., bold, italic) via the inline toolbar, then the style change should render correctly in both the preview and the saved template.
Undo Inline Edit
Given the user makes an inline edit, when they click the Undo button in the inline editing toolbar, then the last change should revert in both the preview pane and the underlying template document.
Character Limit Enforcement
Given the user attempts to enter text beyond the field’s character limit, when the input exceeds the limit, then an inline warning should display and additional input must be prevented.
Concurrent Edit Conflict Handling
Given two users open the same document preview, when one user commits an inline edit, then the other user’s preview should auto-refresh to show the updated content and display a timestamp to avoid conflicting edits.
Document Navigation Toolbar
"As a grant manager, I want to navigate between different sections of my merged documents quickly so that I can review each part efficiently."
Description

Provide a dedicated navigation toolbar within the preview that lists all merged documents and sections, enabling users to jump to specific pages or segments instantly. Include search, bookmarks, and outline views for quick access. By offering structured navigation, users can efficiently review large packets, focus on critical sections, and complete quality checks faster.

Acceptance Criteria
Quick Jump to Merged Document Section
Given a merged document packet is loaded and the navigation toolbar is visible When the user clicks on a document title in the toolbar Then the preview scrolls to the first page of the selected document within 2 seconds
Perform Keyword Search in Preview
Given a document packet is loaded When the user enters a keyword into the search field and presses Enter Then all matching occurrences are highlighted in the preview and the total count is displayed
Add and Access Bookmarks
Given the user is viewing any page in the preview When the user clicks the bookmark icon Then the page is added to the bookmarks list in the toolbar and selecting the bookmark returns the preview to that page
Use Outline View for Navigation
Given the document packet includes headings with outline metadata When the user expands the outline view Then all headings are displayed hierarchically and selecting a heading scrolls the preview to the corresponding section
Navigate Search Results
Given a search has been performed and multiple results exist When the user clicks the next or previous result button Then the preview navigates to the corresponding highlighted occurrence
High-Fidelity Formatting Accuracy
"As a user, I want the preview to match the final exported document precisely so that I trust what I see is what I get."
Description

Ensure the live preview mirrors the final exported document with pixel-perfect accuracy, including fonts, margins, line spacing, and embedded media. Leverage the same rendering engine used for PDF/Word exports to eliminate discrepancies between preview and output. This requirement reduces formatting surprises, increases trust in the preview, and decreases the need for post-export adjustments.

Acceptance Criteria
Standard Document Merge Preview
Given a document merged from multiple source files with defined fonts, margins, and line spacing, When the user opens InstantPreview, Then the live preview must render with identical fonts, margins, and line spacing as seen in the final PDF export.
Embedded Image and Media Preview
Given a document containing embedded images and multimedia objects, When displayed in InstantPreview, Then all images and media must appear at full resolution and in the correct positions matching the exported document.
Complex Table and Chart Formatting
Given a document with tables and charts featuring custom borders, shading, and data labels, When viewed in InstantPreview, Then the table layouts and chart formatting must match exactly the exported output.
Large Document Performance Preview
Given a compiled document packet exceeding 100 pages with multiple high-resolution assets, When InstantPreview loads the document, Then the initial render must complete within 5 seconds and display without any formatting discrepancies.
Inline Edit Persistence and Accuracy
Given the user makes inline text or style edits within InstantPreview, When the document is exported immediately afterward, Then the exported document must reflect the edits with identical styling, positioning, and formatting.
Performance and Load Optimization
"As an administrator, I want the preview to load quickly even for large documents so that I can work without delays."
Description

Optimize the preview’s performance for documents up to 100 pages by implementing lazy loading, caching of rendered pages, and efficient rendering pipelines. Aim for initial load times under 2 seconds and smooth scrolling thereafter. Performance tuning ensures a responsive user experience, even with large document packets, reducing wait times and frustration during review.

Acceptance Criteria
Initial Load Performance for 100-Page Document
Given a 100-page PDF document, when the user opens InstantPreview, then the first page must be fully rendered and interactive within 2 seconds.
Smooth Scrolling Performance Under Heavy Load
Given the user scrolls through pages 1 to 100 at a rate of at least 1 page per second, then scrolling performance must maintain a minimum frame rate of 60 FPS without noticeable stutter.
Lazy Loading of New Pages
Given the user scrolls to pages not previously loaded, when those pages enter the viewport, then the pages must load and render within 500 milliseconds from the time they appear.
Caching of Previously Viewed Pages
Given the user revisits a page previously viewed in the same session, when the page re-enters the viewport, then it must render from the cache in under 300 milliseconds.
Memory Usage Within Limits During Preview
Given a 100-page document preview session, when the session memory usage is measured at any point, then total memory consumption must not exceed 200 MB.

SignStream

Streamline stakeholder approvals with integrated e-signature requests. SignStream sends packets directly to signers, tracks signature status in real time, and automatically merges completed signatures back into your document—accelerating turnaround and reducing follow-up.

Requirements

Signature Packet Builder
"As a nonprofit administrator, I want to assemble all required documents into a single e-signature packet so that I can send a unified package to stakeholders without manual consolidation."
Description

Enable users to compile selected grant documents, forms, and attachments into a single e-signature packet. The module should support optional document ordering, in-app previews, signer assignment, and tagging for clarity. It integrates seamlessly with the existing document repository and form builder, ensuring that all required materials are bundled automatically. The expected outcome is a reduction in manual assembly time and elimination of errors due to missing pages or misordered files, providing stakeholders with a coherent, professional packet.

Acceptance Criteria
Basic Packet Assembly
Given the user has selected at least one document and any required attachments When the user clicks ‘Create Packet’ Then a new signature packet is generated containing all selected items in the system’s default order And the packet appears in the ‘Pending Packets’ list
Document Reordering
Given the user has created a packet with multiple documents When the user drags and drops documents into a new sequence Then the system updates the packet’s document order to match the user’s arrangement And the new order is preserved when the packet is viewed or sent
In-App Document Preview
Given a packet is assembled When the user clicks the preview icon for any document in the packet Then the system displays an inline preview of the selected document with page navigation controls And the preview accurately reflects the document’s content and formatting
Signer Assignment Workflow
Given a packet is ready for signatures When the user assigns one or more signers to specific documents and sets signing order Then the system records each assignment correctly And invitation emails include only the documents assigned to each signer in the specified order
Document Tagging for Clarity
Given the user is reviewing a packet When the user adds, edits, or removes tags on any document Then the system updates the packet summary to display the current tags And the tags appear in the packet details sent to stakeholders
Real-Time Signature Tracking Dashboard
"As an educator, I want to see real-time updates on who has signed and who hasn’t so that I can send timely reminders and keep the grant on track."
Description

Provide a live dashboard that displays the status of each signature request by signer and document. The feature should include intuitive status icons, timestamps for sent, viewed, and signed events, and filtering options by project, deadline, or individual signer. Integration with the main Awardly dashboard ensures administrators and educators can monitor progress without navigating away. The benefit is increased transparency and proactive management of pending signatures.

Acceptance Criteria
Viewing real-time status updates for a grant document
Given an administrator opens the SignStream dashboard When a signature request is sent Then the dashboard displays a 'Sent' status icon with the accurate sent timestamp; When the signer views the document Then the status icon changes to 'Viewed' with correct view timestamp; When the signer signs the document Then the status icon changes to 'Signed' and shows the signature timestamp.
Filtering signature requests by project deadline
Given multiple signature requests exist with varying deadlines When the administrator applies a deadline filter for 'Next 7 days' Then the dashboard lists only requests due within the next 7 days; And each listed request displays correct project name, signer, and status.
Filtering signature requests by individual signer
Given signature requests from multiple signers When the administrator selects a specific signer from the filter dropdown Then only that signer's requests appear; And the displayed list shows each request's document name, project, current status, and timestamps.
Integration with main Awardly dashboard
Given the administrator is on the main Awardly dashboard When SignStream events are updated Then the signature status widget on the main dashboard refreshes in real time without page reload; And clicking the widget navigates to the detailed SignStream dashboard.
Automatic merging of completed signatures into documents
Given a document has been fully signed When the final signature event occurs Then the system automatically merges signed pages into the original document; And the merged document is saved to the project’s document repository and accessible via the dashboard.
Automated E-Signature Reminders
"As an administrator, I want the system to automatically remind signers who haven’t completed their signatures so that I don’t need to manually track and nudge each stakeholder."
Description

Implement an automated reminder system that triggers email or in-app notifications based on configurable intervals and approaching deadlines. Users should be able to customize reminder templates, set the frequency of reminders, and define silence periods. The system must integrate with the notification engine in Awardly and log each reminder action. This reduces manual follow-ups and increases signature completion rates, ensuring deadlines are met.

Acceptance Criteria
Initial Reminder Template Setup
Given an admin user creates a new reminder template with a subject and body When the user clicks Save Then the template is persisted and appears in the reminder templates list
Configurable Reminder Schedule
Given a user selects an award with a signature deadline When the user sets reminder intervals (e.g., 7 days, 3 days, 1 day before) Then the system schedules the correct number of reminders at the specified times
Reminder Dispatch at Configured Intervals
Given the current date matches a configured reminder interval before a signature deadline When the notification engine runs Then an email and in-app notification are sent to the designated signers using the selected template
Silence Period Enforcement
Given a user defines a silence period for reminders When the silence period is active Then no reminder emails or in-app notifications are dispatched despite matching reminder intervals
Reminder Logging and Audit Trail
Given a reminder is dispatched When the system sends the notification Then an entry is logged recording the timestamp, template used, recipient, and status (sent/failed) visible in the audit log
Seamless Document Merging
"As a grant manager, I want completed signatures merged back into the original form so that I have a finalized, ready-to-submit document without manual PDF editing."
Description

Upon completion of all signature requests, automatically merge the signed pages back into the original document, preserving exact formatting, bookmarks, and annotations. The merged document should then be stored in the Awardly document repository under the associated grant or award record. This functionality eliminates the need for manual PDF editing, streamlines archiving, and ensures that the final document is submission-ready.

Acceptance Criteria
Final Signature Completion Triggers Document Merge
Given all required signatures are marked as completed in SignStream, When the system detects the final signature, Then it must automatically merge signed pages into the original document within 30 seconds
Formatting and Bookmark Integrity Verification
Given the document is merged, When the merged file is generated, Then all original formatting, bookmarks, and annotations must match the pre-signature version with zero loss or alteration
Storage in Associated Grant or Award Record
Given the merged document is ready, When the merge process completes, Then the system must store the merged file in the Awardly document repository under the correct grant or award record and update the record’s document list
Version Control and Audit Trail Creation
Given the merged document is stored, When storage is confirmed, Then the system must create a new version entry and audit log including timestamp, user, and merge operation details
Submission-Ready Document Retrieval
Given an administrator requests the final document, When retrieving from the repository, Then the system must serve the merged file immediately and display it with all signatures, formatting, and annotations intact
Secure Access and Permission Control
"As an organization admin, I want to control who can send and manage signature requests so that only authorized personnel handle sensitive documents."
Description

Enforce role-based access controls for sending, viewing, and managing signature requests. The system should integrate with existing user roles in Awardly, ensuring that only authorized personnel can initiate signature workflows or access sensitive documents. All documents must be encrypted both at rest and in transit using industry-standard protocols. This requirement enhances data security and compliance with organizational policies.

Acceptance Criteria
Admin Initiates Signature Request
Given a user with the “Signature Sender” role When the user initiates a signature workflow for a document Then the system allows the initiation and records the event in the audit log And the signature request is sent to recipients successfully
Unauthorized User Blocked
Given a user without signature sending privileges When the user attempts to initiate a signature request Then the system denies the action and displays an "Access Denied" message And no audit record of the attempt includes any document details
Document Encryption in Transit
Given a signature request is transmitted to recipients Then all HTTP traffic uses TLS 1.2 or higher And packet captures show that document payloads are encrypted during transit
Document Encryption at Rest
Given a signed document is stored in the Awardly repository Then the document data is encrypted with AES-256 at rest And security scans confirm no plaintext versions exist on disk
Role Update Propagation
Given an administrator updates a user’s permissions in Awardly When the changes are saved Then the updated permissions take effect immediately And subsequent access attempts reflect the new role settings
Comprehensive Audit Trail
"As a compliance officer, I want detailed logs of all signature activities so that I can audit the process and ensure regulatory compliance."
Description

Maintain a detailed audit log for every action related to signature requests, including creation, sends, reminders, views, and completions, with accurate timestamps and user identifiers. Logs should be accessible via the reporting module and exportable for compliance reviews. This ensures full accountability, supports regulatory requirements, and facilitates troubleshooting in case of disputes.

Acceptance Criteria
Signature Request Creation Logging
Given a user submits a new signature request, When the request is successfully created, Then an audit log entry is recorded within 5 seconds containing the request ID, creator’s user ID, action “create_request,” and accurate timestamp.
Signature Dispatch and Reminder Logging
Given the system sends a signature packet or a scheduled reminder, When the action completes, Then an audit log entry is created capturing packet ID, sender’s user ID, action type (“send_packet” or “send_reminder”), and timestamp.
Signature Page View Logging
Given a recipient accesses the document or signature page, When the page is loaded, Then the audit log records recipient’s user or email ID, event type “view_document,” and precise timestamp.
Signature Completion Logging
Given a signer completes and submits their signature, When the signature is finalized, Then an audit entry logs document ID, signer’s user ID, action “complete_signature,” timestamp, and signature status “signed.”
Audit Log Export Functionality
Given an administrator requests an audit log export via the reporting module, When export filters are applied and the export is initiated, Then a downloadable CSV or JSON file is generated containing all filtered entries with action type, user ID, timestamp, request ID, and event metadata.

VersionVault

Maintain a complete audit trail of every packet iteration. VersionVault automatically saves each assembled version, highlights differences between builds, and lets you restore previous states—providing accountability and quick recovery when revisions are needed.

Requirements

Automatic Version Capture
"As a grant administrator, I want the system to automatically save each packet version whenever I make changes so that I can ensure no edits are lost and maintain a complete record of my work."
Description

Automatically save a new version snapshot each time a user finalizes or updates a packet, ensuring that every iteration is recorded without manual intervention. This functionality integrates seamlessly into the packet assembly workflow, reducing the risk of lost changes and providing a comprehensive history of edits for accountability and easy retrieval.

Acceptance Criteria
Packet Finalization Triggers Snapshot
Given a user finalizes a packet, When the finalization action completes, Then the system automatically creates and stores a version snapshot without manual input, timestamped and labeled with the user ID.
Packet Updates Trigger Snapshot
Given a user updates content in an existing packet, When the user saves changes, Then a new version snapshot reflecting those changes is automatically saved.
Version Differencing Highlights Changes
Given multiple snapshots exist for a packet, When the user views the difference between two selected versions, Then the system displays highlighted changes at the line or field level within the packet content.
Restore to Previous Version
Given a user selects a prior snapshot to restore, When the user confirms the restore action, Then the system rolls back the packet to the selected version, updates the current packet state, and creates a new snapshot of the rollback event.
Large Packet Snapshot Performance
Given a packet with attachments totaling the maximum allowed size, When the user finalizes or saves the packet, Then the system completes snapshot creation and storage within 5 seconds without data loss.
Visual Diff Viewer
"As an educator, I want to see highlighted differences between two versions of my application packet so that I can understand what changed and verify updates efficiently."
Description

Provide a side-by-side comparison view that highlights additions, deletions, and modifications between any two saved packet versions. This feature enhances clarity by visually distinguishing changes, helping users quickly identify updates and review differences before finalizing submissions.

Acceptance Criteria
Viewing Differences Between Two Versions
Given a user selects two packet versions from the version history and clicks 'Compare', When the diff viewer loads, Then the interface displays both versions side by side with additions highlighted in green, deletions in red strikethrough, and modifications shaded in yellow.
Navigating Between Highlighted Changes
Given the diff view contains multiple change instances, When the user clicks 'Next Change' or 'Previous Change', Then the viewer scrolls to the respective change and updates a change counter to show the current position out of the total changes.
Restoring a Specific Change
Given the diff view highlights a changed section, When the user clicks 'Restore this change', Then only the selected segment reverts to its previous state and the system saves a new version reflecting this restoration.
Exporting the Diff Report
Given a user is viewing the side-by-side diff, When the user selects 'Export Report' and chooses a format (PDF or HTML), Then the system generates and downloads a report that faithfully reproduces the diff view with all highlights and annotations.
Performance with Large Packets
Given a packet containing more than 50 pages or 100,000 words, When the user initiates a comparison, Then the diff viewer fully renders with accurate highlights within 5 seconds without errors.
One-click Version Restore
"As a nonprofit coordinator, I want to restore an earlier version of my grant application with one click so that I can undo undesired changes quickly and continue editing from the desired state."
Description

Enable users to revert a packet to a selected previous version with a single action, automatically replacing the current workspace content and preserving the restored version as a new snapshot. This ensures quick recovery from mistakes and allows experimentation without fear of losing prior work.

Acceptance Criteria
Revert to Selected Version with One Click
Given the user is viewing the version history, when the user clicks the “Restore” button on a chosen version, then the current workspace content is replaced by the selected version and a new snapshot of this restored state is automatically created.
Confirmation Prompt before Restoration
Given the user initiates a restore action, when the restore button is clicked, then a confirmation dialog must appear requiring explicit user confirmation before proceeding with the restoration.
Post-Restoration Snapshot Verification
Given a version has been successfully restored, when the restoration process completes, then the system creates a new version snapshot matching the restored content and increments the total version count by one.
Continuous Editing after Restore
Given the user has restored a previous version and continues editing, when the user makes changes and saves, then a new draft based on the restored version is created and all prior versions remain unmodified.
Error Handling on Restoration Failure
Given an error occurs during the restore operation (e.g., network or server error), when the operation fails, then the system displays an error message to the user, retains the current workspace content unchanged, and offers an option to retry.
Version Tagging and Metadata
"As a program manager, I want to label and annotate saved packet versions with meaningful tags and notes so that I can quickly identify the purpose and context of each iteration."
Description

Allow users to add custom tags and descriptive notes to each saved version, including fields like version name, tag labels, author, and timestamp. This metadata improves organization, searchability, and context, making it easier to locate and manage specific iterations.

Acceptance Criteria
Tagging a Newly Saved Version
Given a user has assembled a new packet When the user saves the packet as a version and enters a custom tag label and descriptive note Then the system records the version with the specified tag label and note and displays a confirmation message
Searching Versions by Tag
Given multiple saved versions each with custom tag labels When the user searches for a specific tag label Then the system filters the version list to display only versions matching the entered tag, sorted by most recent timestamp
Editing Metadata of an Existing Version
Given a user views an existing version in the audit trail When the user updates its tag labels or descriptive note and saves changes Then the system updates the version metadata accordingly and reflects the changes in the version history
Restoring a Previous Version with Metadata Preservation
Given a user selects a previous version to restore When the user confirms the restore action Then the system creates a new current version entry that preserves the original tags and note, adds restoration timestamp and author, and sets it as the active version
Bulk Export of Version Metadata
Given a user chooses to export version history When the system generates the export Then the exported file includes each version’s name, tag labels, author, timestamp, and descriptive notes in a structured CSV format
Audit Trail Reporting
"As an administrator, I want to export a full audit trail of all packet versions so that I can share audit documentation with stakeholders and maintain compliance records."
Description

Generate comprehensive reports detailing the complete version history of a packet, including timestamps, user actions, and change summaries. Reports can be exported in PDF or CSV formats for compliance reviews, stakeholder updates, and archival records.

Acceptance Criteria
Generate PDF Audit Trail Report
Given a valid packet ID exists with version history When the user selects 'Export as PDF' Then a downloadable PDF named 'AuditTrail_{packetID}.pdf' is generated containing all version entries with version number, timestamp, user name, and change summary, and the file opens without errors
Export CSV Audit Trail Data
Given a valid packet ID exists with version history When the user selects 'Export as CSV' Then a downloadable CSV named 'AuditTrail_{packetID}.csv' is generated containing columns for version number, timestamp, user email, and change summary with no missing or malformed data, and it opens correctly in standard spreadsheet software
Filter Audit Trail by Date Range
Given a packet has versions spanning multiple dates When the user specifies a start date and end date and exports the report Then only versions with timestamps between the selected dates inclusive appear in the exported PDF or CSV
Restrict Report Generation to Authorized Users
Given a user without 'ViewAuditReports' permission When they attempt to export an audit trail report Then the system denies access with a '403 Forbidden' error and no report file is generated
Ensure Audit Report Export Performance Under Load
Given a packet with 500 or more version entries When the user exports the audit trail as CSV or PDF Then the CSV export completes within 5 seconds and the PDF export within 10 seconds without timing out

ComplianceCheck

Automatically scan your packet for missing documents, incorrect formats, or incomplete fields. ComplianceCheck flags potential issues before submission, generates a checklist of required fixes, and ensures you meet funder specifications without last-minute surprises.

Requirements

Document Format Validator
"As a nonprofit administrator, I want the system to automatically validate document formats so that I can correct issues before submission and avoid rejection due to improper file types."
Description

Automatically analyzes uploaded documents to verify they meet the required file types, naming conventions, and size limits specified by each funder. Generates detailed error messages for non-compliant files, reducing manual review time and ensuring consistency across submissions.

Acceptance Criteria
Valid File Type Upload
Given a user uploads a file with an allowed extension (PDF, DOCX, JPG) When the upload is processed Then the system accepts the file and stores it without errors
Invalid File Type Upload
Given a user uploads a file with a disallowed extension (e.g., EXE, ZIP) When the upload is processed Then the system rejects the file and displays an error code “InvalidFileType” with a clear error message
Valid File Naming Convention
Given a user uploads a file whose name matches the funder’s naming convention regex (e.g., ^[A-Za-z0-9_-]+\.(pdf|docx|jpg)$) When the upload is processed Then the system accepts the file without warnings
Invalid File Naming Convention
Given a user uploads a file whose name does not match the required naming convention When the upload is processed Then the system rejects the file and displays an error code “InvalidFileName” with guidance on the correct format
File Size Within Limit
Given a user uploads a file whose size is less than or equal to the funder’s maximum (e.g., 10MB) When the upload is processed Then the system accepts the file and does not display any size-related warnings
File Size Exceeds Limit
Given a user uploads a file whose size exceeds the funder’s maximum limit When the upload is processed Then the system rejects the file and displays an error code “FileTooLarge” with the maximum allowed size
Missing Field Detector
"As an educator completing a grant application, I want the tool to flag any missing form fields so that I can fill them out and submit a complete packet."
Description

Scans every form and template to identify empty or incomplete fields, cross-referencing funder requirements and user entries. Highlights missing information in real time, prompting users to enter data and preventing overlooked errors.

Acceptance Criteria
Real-time Missing Field Highlight
Given a user is filling out a grant form, when a required field is empty or incomplete, then the system immediately highlights the field in red and displays a tooltip explaining the missing data.
Funder Specification Cross-Reference
Given a form template and selected funder requirements, when the user loads or updates the form, then the system cross-checks fields against the funder's required fields list and flags any discrepancies.
Pre-Submission Completeness Check
Given a user attempts to submit a completed packet, when any required fields are missing or incomplete, then the system blocks submission and provides a consolidated checklist of missing items.
Bulk Document Upload Missing Fields Scan
Given a user uploads multiple documents in bulk, when documents lack metadata fields required by the funder, then the system identifies each document missing metadata and lists them in the upload summary.
Editable Prompt for Missing Attachments
Given a required attachment field is left empty, when the user clicks on the field, then the system opens a dialog allowing the user to upload or link the missing attachment directly.
Compliance Checklist Generator
"As a grant coordinator, I want a customized checklist of all submission requirements so that I can systematically ensure every item is addressed before finalizing my packet."
Description

Compiles a dynamic checklist of all required documents, fields, and formatting rules based on the selected funding opportunity. Provides a step-by-step guide to resolving flagged issues and tracks completion status for each checklist item.

Acceptance Criteria
Generating Checklist for Standard Funder
Given a selected funding opportunity with predefined document requirements, when the Compliance Checklist Generator is invoked, then it should produce a checklist listing all required documents, fields, and format specifications specific to that opportunity.
Real-time Issue Flagging during Document Upload
Given the user uploads documents to the packet, when the system detects missing or incorrect formats, then the Compliance Checklist Generator should immediately flag the issue and update the checklist with detailed error descriptions.
Step-by-Step Resolution Guidance
Given an item is flagged in the checklist, when the user clicks on the flagged item, then the system should display a contextual guide with instructions to resolve the specific issue.
Tracking Checklist Item Completion
Given the user resolves a flagged issue, when the user marks the checklist item as complete, then the system should update the item's status to ‘Resolved’ and reflect progress in the overall checklist percentage.
Handling Custom Formatting Rules
Given a funding opportunity includes custom formatting requirements, when the checklist is generated, then the system should include all custom rules and validate uploaded documents against those rules, flagging any discrepancies.
Funder Specification Mapper
"As a nonprofit administrator, I want the system to apply the latest funder requirements automatically so that I don’t need to manually track changes and risk non-compliance."
Description

Maintains an up-to-date library of funder-specific requirements, mapping them automatically to the relevant fields and documents in the user’s packet. Updates rules as funder specifications change, ensuring ongoing compliance without manual updates.

Acceptance Criteria
Initial Funder Requirements Mapping
Given a user selects a new funder in the system When the Funder Specification Mapper retrieves that funder’s specifications Then all required fields and documents are automatically mapped and displayed in the user’s packet
Automated Specification Updates
Given an update to a funder’s specifications in the central library When the system syncs changes Then existing mappings in all active user packets are updated within 5 minutes without manual intervention
Requirement-to-Field Document Linking
Given a user packet contains multiple fields and attachments When the mapper runs validation Then each funder requirement is linked to a corresponding field or document and the link status is marked as ’Mapped’
Handling Conflicting Specifications
Given two funders have overlapping or conflicting requirements on the same field When a combined packet is generated Then the system flags the conflict, provides resolution suggestions, and prevents final submission until resolved
Specification Change Notification
Given a funder specification is modified by the library When the mapper updates existing mappings Then the user receives a notification summarizing the changes and the pending fixes within 10 minutes
Real-time Feedback Dashboard
"As a program manager overseeing multiple grant submissions, I want a live dashboard of compliance statuses so that I can prioritize fixes and monitor overall progress."
Description

Displays an interactive dashboard showing compliance status across all applications in real time. Highlights high-risk issues, suggests corrective actions, and provides progress metrics to keep multiple submissions on track.

Acceptance Criteria
Dashboard Displays Compliance Overview on Load
Given a nonprofit administrator logs in and navigates to the Real-time Feedback Dashboard, When the dashboard loads, Then compliance status indicators for all active applications must display within 5 seconds.
High-Risk Issues Highlighted
Given one or more applications contain high-risk compliance issues, When the administrator views the dashboard, Then those applications must be visually highlighted in red and show a tooltip with issue summaries on hover.
Suggested Corrective Actions Shown
Given an application has one or more flagged compliance issues, When the administrator clicks on an issue indicator, Then a panel must appear listing suggested corrective actions specific to each flagged issue.
Progress Metrics Updated in Real Time
Given document uploads or status changes occur in an application, When those changes are saved, Then the dashboard’s progress metrics (e.g., percentage complete, documents remaining) must update within 2 seconds without requiring a page refresh.
Filter and Sort Applications
Given multiple applications are listed on the dashboard, When the administrator applies filters (e.g., risk level, deadline proximity) or sorts by column headers, Then the dashboard must refresh the application list within 3 seconds to reflect the selected criteria.

SecureShare

Share your document packet securely via encrypted links with customizable access controls. SecureShare lets you set expiration dates, require passcodes, and monitor download activity—granting you full control over who views or downloads sensitive materials.

Requirements

Encrypted Link Generation
"As a nonprofit administrator, I want to generate encrypted links for my document packets so that I can ensure sensitive materials are protected during transmission."
Description

This requirement enables users to automatically generate secure, encrypted URLs for sharing document packets. The system must apply industry-standard encryption algorithms (e.g., AES-256) to protect data in transit and at rest, ensuring confidentiality and integrity. Generated links should be unique, tamper-proof, and seamlessly integrated into the Awardly dashboard for one-click sharing.

Acceptance Criteria
Generating a Secure Encrypted URL
Given a logged-in user with link-sharing permission, when they click 'Generate Link' for a document packet, then the system produces a unique AES-256 encrypted URL and displays it in the Awardly dashboard within 2 seconds.
Setting Link Expiration Date
Given the link-generation modal is open, when the user selects an expiration date and confirms, then the generated link becomes inaccessible after the specified date and time and displays an expiration warning in the dashboard.
Enabling Passcode Protection
Given the passcode option is enabled in the link settings, when the link is generated, then the recipient is required to enter the correct alphanumeric passcode before accessing the documents, and failed attempts are logged.
Tracking Download Activity
Given a generated encrypted link, when any download occurs, then the system logs the download timestamp, IP address, and user-agent and updates the download count in the Awardly activity dashboard in real time.
Preventing Link Tampering
Given a valid encrypted link, when any URL parameter is modified, then the system rejects the request with a 403 error, logs the tampering event, and does not reveal any document content.
Customizable Access Controls
"As an educator, I want to set specific access permissions for each document link so that I can control how recipients interact with my files."
Description

The system must allow users to define granular access permissions for each shared link, such as view-only, download-enabled, or print-restricted. Controls should be configurable through the Awardly UI, with real-time validation to prevent misconfigurations. This feature safeguards sensitive data by limiting actions recipients can perform.

Acceptance Criteria
Assigning View-Only Permission
Given a user configures a shared link with 'view-only' permission, when a recipient accesses the link, then they can view the document packet but cannot download or print any files.
Enabling Download Permission
Given a user configures a shared link with 'download-enabled' permission, when a recipient accesses the link, then they can download files but cannot print them.
Restricting Print Functionality
Given a user configures a shared link with 'print-restricted' permission, when a recipient attempts to print the document, then the print action is blocked and an informative message is displayed.
Preventing Conflicting Permission Settings
Given a user selects conflicting access options (e.g., 'download-enabled' and 'print-restricted'), when attempting to save the configuration, then the UI displays a validation error and prevents saving until conflicts are resolved.
Modifying Permissions Post-Creation
Given a user edits an existing shared link's permissions, when changes are saved, then the updated permissions are applied in real time and the recipient's next access reflects the new settings.
Expiration Date Enforcement
"As a grant coordinator, I want shared links to expire automatically after a set period so that old or irrelevant materials are no longer accessible."
Description

Users must be able to assign expiration dates and times to each shared link. The system should automatically disable access once the expiration is reached, preventing any further downloads or views. Expiration settings should integrate with the Awardly reminder engine to notify users of upcoming link expirations.

Acceptance Criteria
Setting Link Expiration
Given a user is creating a new shareable link When they enter a valid future date and time in the expiration fields Then the expiration date and time are saved with the link and displayed in the link details
Automatic Access Restriction Post-Expiration
Given a shareable link whose expiration date/time has passed When a recipient attempts to view or download the document packet via the link Then the system blocks access and displays an 'Expired Link' message
Expiration Reminder Notification
Given a link with expiration set at least 24 hours in the future When the reminder engine runs 24 hours before expiration Then the link owner receives an email notification containing the link name and its scheduled expiration date and time
Time Zone Consistency in Expiration Enforcement
Given users in different time zones set or view link expirations When the expiration date/time is displayed or enforced Then it reflects the correct local time relative to the user's time zone
API Expiration Parameter Validation
Given a call to the SecureShare API to create or update a link When the request includes an expiration date/time parameter Then the API validates the format and rejects requests with past or invalid dates, returning an error code and message
Passcode Protection
"As a project manager, I want to require a passcode for my shared documents so that only authorized recipients with the code can view or download the packet."
Description

This requirement adds an optional passcode layer on top of encryption. Users can specify alphanumeric passcodes when generating a link, which recipients must enter to gain access. The UI should support passcode policies (e.g., minimum length, complexity) and include secure storage and validation mechanisms.

Acceptance Criteria
Passcode Setup During Link Generation
Given a user is on the SecureShare link creation page When they enter an alphanumeric passcode meeting the policy requirements and click 'Generate Link' Then the system generates the link with passcode protection and displays a success message
Passcode Entry by Recipient
Given a recipient navigates to a secure link When they are prompted for a passcode and enter the correct passcode Then they gain access to view or download the document packet
Passcode Policy Enforcement
Given a user specifies a passcode shorter than 8 characters or lacking required character types When they attempt to set the passcode Then the system rejects the input and displays a validation error detailing the policy rules
Incorrect Passcode Handling
Given a recipient enters an incorrect passcode When the number of failed attempts reaches 5 Then the system locks the link for 15 minutes and displays an appropriate lockout notification
Secure Passcode Storage and Validation
Given a user sets a passcode When the link is generated Then the system stores only a hashed version of the passcode and validates recipient entries by comparing hashes without exposing the plain passcode
Download Activity Monitoring
"As a compliance officer, I want to monitor who downloads or views my shared documents so that I can maintain an audit trail and detect any unauthorized access."
Description

The system must track and log all download and view events for each shared link, including timestamps, IP addresses, and user agents. Activity data should be presented in a dashboard with filtering and export capabilities, enabling users to audit access patterns and respond to unauthorized attempts.

Acceptance Criteria
Real-Time Download Log Generation
Given a user has shared a document link When any view or download occurs Then the system logs the event with timestamp, IP address, and user agent within 5 seconds
Filtered Activity Dashboard
Given the user is on the SecureShare dashboard When they apply filters by date range, IP address, or user agent Then only matching download and view events are displayed
Export Activity Reports
Given the user requests an export When they select CSV or Excel format and specify a date range Then the system generates and downloads a file containing all relevant activity logs
Unauthorized Access Attempt Logging
Given an access attempt fails passcode verification or the link has expired When an unauthorized download or view is attempted Then the system logs the attempt with timestamp, IP address, user agent, and failure reason
View Detailed Event Data
Given the user selects a specific log entry When the event details view is opened Then the system displays full metadata including timestamp, IP address, user agent, document name, and download count

Variance Visualizer

Interactive charts compare actual spending against budgeted amounts in real time, highlighting over- and under-spends by category and period. Managers can spot variances at a glance and adjust allocations proactively to stay on track.

Requirements

Real-Time Data Synchronization
"As a financial manager, I want spending charts to update in real time so that I can monitor variances immediately and make timely decisions."
Description

Continuously synchronize actual spending data with the Variance Visualizer dashboard in real time, ensuring that charts and figures reflect the most current transactions without manual refresh. This integration taps into the underlying financial data sources, automatically updating budget versus spend comparisons as new entries are recorded. The requirement enhances decision-making by providing up-to-the-moment insights, reducing delays, and maintaining data accuracy across user sessions.

Acceptance Criteria
Auto-Update on Transaction Entry
Given a new spending transaction is recorded in the financial system When the transaction is saved Then the Variance Visualizer dashboard updates the relevant chart section within 5 seconds to reflect the new data without manual refresh.
Dashboard Load with Latest Data
Given a manager opens the Variance Visualizer dashboard When the dashboard loads Then all budget vs spend figures display data from the most recent transaction sync timestamp.
Concurrent User Session Consistency
Given two users are viewing the Variance Visualizer simultaneously When a transaction is added by one user Then both users’ dashboards reflect the updated variance data within 10 seconds.
Error Handling for Data Source Interruptions
Given the connection to the financial data source is interrupted When the system fails to fetch new transactions Then the dashboard displays a clear error message and retries data synchronization every minute until the connection is restored without user intervention.
Performance Under High Transaction Volume
Given 1,000 new transactions are recorded in a batch When the synchronization process completes Then the Variance Visualizer dashboard updates to reflect all batch entries within 30 seconds without service degradation.
Category Drill-Down
"As a program manager, I want to drill down spending by category so that I can analyze specific expense areas and adjust budgets effectively."
Description

Enable interactive drill-down functionality on variance charts to allow users to explore spending details by sub-category or project. When a user clicks a segment of a top-level category, the visualizer expands to show the breakdown of underlying expense items, facilitating focused analysis on specific cost centers. This feature integrates seamlessly with the existing budget hierarchy and supports dynamic filtering, improving transparency and control over granular budget allocations.

Acceptance Criteria
Drill-Down Activation
Given a user views a top-level category in the variance chart When the user clicks on the category segment Then the chart expands to display the sub-category breakdown without reloading the page
Sub-Category Breakdown Display
Given the drill-down is activated When the chart displays sub-categories Then each segment label and spend amount matches the underlying data for that top-level category
Breadcrumb Navigation
Given a user has drilled down at least one level When the user clicks the breadcrumb link for the previous level Then the chart returns to the corresponding higher-level view
Dynamic Filtering Interaction
Given filters are applied to the variance visualizer When a user drills down on a category Then the sub-category data respects the active filters
Performance Under Load
Given a large dataset When a user drills into a category Then the chart renders sub-categories within two seconds to ensure performance
Variance Threshold Alerts
"As a grant administrator, I want to receive notifications when spending exceeds or falls below defined thresholds so that I can address budget issues promptly."
Description

Implement configurable threshold alerts that trigger notifications when actual spending exceeds or undercuts defined percentage thresholds compared to budgeted figures. Users can set alert rules at the overall or category level, choosing notification channels such as in-app messages, email, or SMS. This requirement empowers administrators to proactively address budget deviations, minimizing overspend risks and ensuring financial compliance.

Acceptance Criteria
Overall Budget Over-Threshold Alert
Given an administrator has set an overall budget alert threshold of 10%, When actual spending rises to 11% above the budgeted amount, Then the system generates an alert notification within 1 minute and sends it via the selected channels.
Category-Level Under-Threshold Alert
Given an administrator configures a 5% under-spend threshold for the Marketing category, When actual spending falls 6% below the budgeted Marketing amount, Then an alert is triggered and delivered through the configured in-app and email channels.
Multi-Channel Notification Dispatch
Given an alert condition is met and notification channels include in-app, email, and SMS, When the system processes the alert, Then it successfully delivers the alert to all three channels and logs each delivery status.
Real-Time Threshold Monitoring and Alert Triggering
Given live spending updates are received every minute, When a configured threshold breach occurs, Then the system detects and processes the breach within 60 seconds and queues the alert for delivery.
Alert Configuration Persistence and Modification
Given an administrator has saved multiple threshold alert rules, When the administrator edits or deletes a rule, Then changes are persisted, and the updated rule set is applied immediately for subsequent spending comparisons.
Historical Trend Comparison
"As a finance analyst, I want to compare current variances with past periods so that I can identify patterns and improve forecasting accuracy."
Description

Provide a historical trend comparison view that overlays past spending and budget variance data across selected time periods. Users can select multiple past cycles—monthly, quarterly, or annual—to visualize recurring patterns or anomalies. The implementation reuses the core charting engine, enhancing it with timeline selectors and normalized scaling, enabling finance teams to benchmark current performance against historical baselines and refine forecasting models.

Acceptance Criteria
Overlaying Multiple Historical Periods
Given a user has opened the Historical Trend Comparison view, when they select two or more past cycles, then the chart displays all selected periods overlaid with distinct colors and labels for each period.
Normalizing Scale for Comparison
Given historical spending and budget data from different periods, when normalization is applied, then all data series align on a common scale (percentage of budget) enabling direct comparison.
Switching Time Granularity
Given the time granularity selector, when the user switches between monthly, quarterly, or annual modes, then the chart updates to reflect the selected granularity without data overlap or loss.
Identifying Recurring Patterns and Anomalies
Given historical overlaid data, when viewing the chart, then any variance exceeding a configurable threshold (e.g., 10%) is highlighted and annotated to flag potential anomalies.
Exporting Historical Trend Visualizations
Given a displayed Historical Trend Comparison chart, when the user clicks export, then the system generates a downloadable PNG and CSV file containing the chart image and underlying data.
Export and Share Visualizations
"As a stakeholder, I want to export variance charts and data to PDF or Excel so that I can share reports with my team and stakeholders easily."
Description

Allow users to export variance charts and underlying data tables in multiple formats, including PDF, CSV, and Excel, with customizable headers and footers. The export functionality preserves visual fidelity, embedding charts as high-resolution images and exporting tabular data with applied filters. Additionally, provide shareable links to snapshots of the current dashboard view, facilitating collaboration by granting read-only access to external stakeholders without requiring full platform credentials.

Acceptance Criteria
Export Variance Chart to PDF with Custom Headers
Given a variance chart is displayed and custom header/footer text is configured When the user selects the PDF export option Then a PDF file is generated containing the chart as a 300 DPI image and the specified headers and footers, and the browser prompts for download.
Export Underlying Data to CSV with Applied Filters
Given filtered data is displayed in the variance table When the user selects CSV export Then the downloaded CSV file includes only the rows matching the applied filters and the column headers, with each value correctly quoted and separated by commas.
Export Underlying Data to Excel with Cell Formatting
Given filtered variance data is displayed When the user selects Excel export Then the downloaded .xlsx file contains the filtered table with column headers, preserves number formats as in the UI, and applies any conditional formatting present in the visualization.
Generate Shareable Link for Dashboard Snapshot
Given the current dashboard view with selected date range and filters applied When the user clicks 'Share' and chooses 'Generate Link' Then the system generates a unique read-only URL that embeds the current view state, valid for at least 30 days, and displays a success message with the link.
Access Shared Dashboard Snapshot without Platform Credentials
Given an external stakeholder without platform credentials accesses the shared URL When they open the link in a browser Then they see the dashboard snapshot in read-only mode matching the shared view and cannot access other parts of the application.

Opportunity Spotlight

Automatically identifies underutilized funding sources and overlooked grant opportunities based on current spending trends and project needs. Offers tailored recommendations to optimize allocations, maximize funding impact, and uncover new revenue streams.

Requirements

Funding Data Aggregator
"As a program manager, I want consolidated funding source data so that I can quickly see all available opportunities in one place."
Description

Automatically collect, normalize, and update funding source data from internal records and external databases on a daily basis. This component consolidates spending trends, project needs, grant deadlines, and eligibility criteria into a unified dataset. It integrates with Awardly’s existing data infrastructure, ensuring seamless import of CSVs, API feeds, and manual uploads, enabling accurate, real-time visibility of all potential funding sources.

Acceptance Criteria
Initial Data Ingestion from CSV Upload
Given a CSV file containing funding source records, When an administrator uploads the file via the Funding Data Aggregator interface, Then the system parses, normalizes, and stores each record within 2 minutes, ensuring all required fields (source name, deadline, eligibility, funding amount) are populated without errors.
API Feed Integration with External Database
Given valid API credentials for an external funding database, When the scheduled import process runs, Then the system retrieves new and updated records, maps fields to the internal schema, and logs the total number of records ingested with zero failures.
Manual Data Entry and Normalization
Given a user submits a new funding source entry through the manual form, When the form is saved, Then the system validates format rules (dates, numeric values), normalizes text fields, and displays a confirmation message with a unique record ID.
Daily Automated Data Refresh
Given the aggregator is configured, When the daily job executes at 00:00 UTC, Then all data sources (CSVs, API feeds, manual entries) are refreshed, and a summary report is emailed to admins showing ingestion success rate above 98%.
Consolidated Dataset Availability
Given data from all sources has been ingested and normalized, When a user accesses the Unified Funding Dashboard, Then the system displays an up-to-date list of all potential funding sources with correct deadlines, eligibility criteria, and funding amounts, refreshed within the last 24 hours.
Opportunity Matching Engine
"As a grant coordinator, I want the system to match my organization’s priorities to relevant funding opportunities so that I can focus on the most promising grants."
Description

Develop a machine-learning powered algorithm that analyzes organizational profiles, current spending trends, project requirements, and historical success rates to identify underutilized funding sources. The engine ranks opportunities by relevance, potential impact, and likelihood of success, and updates recommendations as new data arrives. It integrates with Awardly’s core services to feed matches into the dashboard.

Acceptance Criteria
Initial Opportunity Recommendations Display
Given a nonprofit administrator has completed their organizational profile, when they log into the Awardly dashboard, then the Opportunity Matching Engine must present at least 10 funding opportunities sorted by relevance score in descending order within 5 seconds.
Dynamic Recommendations on Data Update
Given new project requirements are added to the organization’s profile, when the data is saved, then the matching engine must reprocess and update recommendations within 2 minutes, reflecting changes in relevance and likelihood of success.
Opportunity Ranking Accuracy
Given historical success rates and current spending trends are available, when the matching engine analyzes opportunities, then it must assign each opportunity a likelihood-of-success score within a 5% margin of error compared to manual benchmark calculations.
Real-Time Integration with Dashboard
Given the matching engine generates updated opportunity matches, when new recommendations are available, then the dashboard must automatically refresh to display the latest top 5 opportunities without requiring a page reload.
Filtering by Project Requirements
Given multiple funding opportunities are recommended, when the user applies filters for project type and funding amount, then the engine must return only those opportunities that meet all selected filter criteria, and the count of matches must update correctly.
Personalized Recommendation Dashboard
"As a nonprofit administrator, I want a clear dashboard of recommended grants so that I can decide which opportunities to pursue quickly."
Description

Create an interactive UI component that presents tailored funding suggestions in a clear, sortable list or card view. Each recommendation displays key details—name, deadline, relevance score, and suggested allocation percentage—with an explanation of why it was selected. The dashboard allows users to filter, sort, and save opportunities, seamlessly integrating with Awardly’s main interface.

Acceptance Criteria
Loading Personalized Recommendations
Given the user accesses the Personalized Recommendation Dashboard, When the system retrieves recommendation data, Then at least five opportunities are displayed in a clear list or card view, each showing name, deadline, relevance score, suggested allocation percentage, and an explanation indicator.
Filtering Recommendations by Deadline
Given the user sets a deadline filter range, When the user applies the filter, Then only opportunities with deadlines within the specified range are visible in the list, and the count of displayed items updates accordingly.
Sorting Recommendations by Relevance Score
Given the user selects the sort-by-relevance option, When the sort action is applied, Then the recommendations reorder from highest to lowest relevance score without losing displayed details.
Saving a Recommended Opportunity
Given the user clicks the ‘Save’ icon on a recommendation card, When the save action completes, Then the opportunity appears in the user’s Saved Opportunities section and a confirmation message displays.
Viewing Recommendation Explanation
Given the user clicks or hovers over the explanation indicator, When the explanation panel opens, Then it displays a concise rationale including key factors (e.g., spending trends, project alignment) that justify the recommendation.
Automated Trend Analyzer
"As an educator, I want to see funding trends over time so that I can adjust my grant-writing strategy to maximize success."
Description

Implement a visualization tool that examines historical spending and funding patterns to highlight trends, anomalies, and seasonal shifts. Interactive charts and heatmaps show areas of underinvestment and potential growth. The analyzer feeds insights back into the matching engine and recommendation dashboard to improve suggestion accuracy.

Acceptance Criteria
Visualize Historical Spending Trends
Given the user has selected a date range covering past expenditures, When the trend analyzer tool loads, Then an interactive line chart displays monthly spending amounts with zoom and hover details.
Detect Anomalies in Funding Patterns
Given funding data is ingested into the analyzer, When the system runs anomaly detection, Then highlight data points deviating more than two standard deviations with red markers and explanatory tooltips.
Identify Seasonal Shifts in Project Expenditure
Given multi-year expenditure records are available, When analyzing seasonal patterns, Then generate a heatmap showing month-by-month average spending with a legend indicating low-to-high values.
Highlight Underinvestment Areas
Given funding categories and actual spend per category, When rendering the analyzer dashboard, Then underinvested categories below a user-defined threshold are flagged in yellow and listed in a summary panel.
Integrate Insights with Recommendation Dashboard
Given trend analysis results are generated, When updating the recommendation engine, Then ensure insights feed into the matching algorithm within two seconds and reflect updated suggestions accordingly.
Alert and Notification System
"As a busy grant writer, I want to receive timely alerts for new grant matches and approaching deadlines so that I never miss an opportunity."
Description

Build a notification service that alerts users when new matching opportunities become available, deadlines approach, or recommended allocations change. Notifications can be delivered via email, in-app banners, or third-party integrations (e.g., Slack). Users can customize alert triggers and frequency to stay informed without being overwhelmed.

Acceptance Criteria
New Opportunity Match Alert
Given a nonprofit administrator profile with defined project needs When a new funding opportunity matching those needs is identified Then the system sends an email notification within 5 minutes of identification And displays an in-app banner with opportunity details and a direct link to apply.
Deadline Approaching Reminder
Given an award application deadline is within 7 days When the system reaches the configured reminder interval Then send the user a reminder via their selected channels And include the opportunity name, deadline date, and a link to the submission page.
Allocation Change Notification
Given a recommended funding allocation changes by more than 10% When the updated allocation is calculated Then the system generates a notification And delivers it via email and in-app banner summarizing the old and new allocation values.
Customized Alert Frequency Setting
Given a user has set custom notification frequency for deadline reminders to daily digest When multiple deadlines occur within the day Then the system consolidates these into a single daily email And ensures no more than one email is sent within any 24-hour period.
Third-Party Integration Delivery
Given a user has integrated Slack for notifications When a new matching opportunity is found Then the system posts a message to the configured Slack channel And includes opportunity details and a direct application link.
Custom Filters and Preferences
"As a program director, I want to set my funding preferences so that the recommendations align with my strategic goals."
Description

Allow users to define and save custom filters—such as funding type, deadline range, geographic focus, and funding amount—and set preference weights (e.g., focus more on education or community projects). The system applies these settings to refine daily recommendations and personalize the Opportunity Spotlight experience.

Acceptance Criteria
Saving Custom Filters and Preferences
Given a nonprofit administrator user has selected funding type, deadline range, geographic focus, and set preference weights, When the user clicks 'Save Filters', Then the system stores the custom filter settings linked to the user profile and displays a confirmation message; And the saved filters appear in the user's filter dropdown list for future use.
Applying Saved Filters to Daily Recommendations
Given a user has previously saved custom filters and preference weights, When the daily Opportunity Spotlight refreshes, Then the system automatically applies the user's saved settings to filter and rank the opportunities; And only opportunities matching the defined criteria are displayed in the spotlight list.
Editing and Updating Preference Weights
Given a user accesses a saved filter named 'Community Projects', When the user updates the preference weight for 'Education' and clicks 'Update', Then the system validates the new weight value, saves the updated filter configuration, and refreshes the Opportunity Spotlight with the new weighting applied; And a success notification is shown.
Clearing Filters and Resetting Recommendations
Given a user has active custom filters applied, When the user clicks 'Clear Filters', Then the system removes all custom filter settings and reverts to default recommendation settings; And the Opportunity Spotlight displays the unfiltered list of opportunities.
Handling Invalid Filter Inputs
Given a user enters a non-numeric value in the 'Maximum Funding Amount' field or a date range where the end date is before the start date, When the user attempts to save the filter, Then the system prevents saving, highlights the invalid field, and displays an inline error message specifying the validation issue.

Trend Tracker

Dynamic time-series visualizations show income and expense trajectories over customizable periods. Users can monitor performance patterns, detect emerging trends, and anticipate future budget requirements with immediate context.

Requirements

Interactive Time Range Selector
"As a nonprofit administrator, I want to select custom time ranges for income and expense charts so that I can focus on specific periods and gain insights into budget trends relevant to my grant cycles."
Description

Enables users to define custom date intervals via calendar or slider UI controls, supporting presets like weekly, monthly, and quarterly periods. Integrates seamlessly with Trend Tracker visualizations to dynamically update charts in real time, ensuring immediate feedback. This feature allows users to focus on specific time windows to analyze short- or long-term financial patterns, improving accuracy and flexibility in budget planning and trend analysis.

Acceptance Criteria
Custom Date Interval via Calendar
Given the user selects a valid start date and end date using the calendar control, When both dates are within the dataset's range, Then the Trend Tracker visualization refreshes within two seconds displaying only data for the chosen interval.
Preset Selection for Monthly Range
Given the user clicks the 'Monthly' preset option, When the preset is applied, Then the date range fields update to represent the first and last day of the current month and the Trend Tracker chart refreshes accordingly.
Slider Adjustment for Quarterly Period
Given the user drags the time range slider to cover a custom quarter period, When the slider is released, Then the displayed date range reflects the selected quarter and the visualization updates in real time without requiring a page reload.
Real-time Chart Update on Date Change
Given a user modifies the date range via either calendar or slider, When the new range is confirmed, Then the Trend Tracker chart automatically and immediately re-renders the data without further user action.
Invalid Date Range Handling
Given the user selects an end date earlier than the start date, When the selection is made, Then the system displays a validation error message and prevents chart update until a valid range is selected.
Comparative Trend Overlay
"As an educator managing multiple funding sources, I want to overlay income and expense trends on the same graph so that I can quickly see relationships and make informed adjustments to my budget."
Description

Allows overlaying multiple financial metrics (such as income versus expenses) or different time periods on a single chart with distinct color codes and legend toggles. Leverages dynamic data layering to facilitate side-by-side comparisons, making correlations and anomalies immediately visible. Enhances decision-making by enabling users to compare current performance against historical benchmarks directly within the Trend Tracker interface.

Acceptance Criteria
Overlay Income and Expenses
Given the user selects 'Income' and 'Expenses' metrics in the Trend Tracker When the user clicks 'Compare' Then the chart displays both time-series lines overlaid with distinct color codes and a legend entry for each metric
Toggle Metric Visibility
Given multiple metrics are overlaid on the chart When the user clicks a metric label in the legend Then the corresponding data series is hidden or shown without impacting other series
Compare Different Time Periods
Given the user selects a single metric with two distinct date ranges When the user applies both date ranges Then the chart overlays the metric's data from both periods with separate color codes and updated legend entries
Legend Color Synchronization
Given the chart displays multiple overlaid metrics When the chart renders Then each metric's line color matches its legend icon and tooltip color consistently
Tooltip Accuracy for Overlays
Given the user hovers over a data point on the overlaid chart When the tooltip appears Then it displays accurate values for all visible metrics at that timestamp with corresponding color labels
Forecast Projection Model
"As a program director, I want to view projected financial trends based on past data so that I can anticipate funding gaps and allocate resources effectively."
Description

Implements statistical forecasting algorithms (including linear regression and moving averages) to project future income and expense trajectories based on historical data. Visualizes projections as dashed extensions beyond the current date, complete with confidence intervals for risk assessment. Provides data-driven predictions that help users anticipate budget shortfalls or surpluses and proactively plan resource allocations.

Acceptance Criteria
Projection Visualization on Dashboard
Given historical income and expense data is loaded, when the Forecast Projection Model is activated, then the dashboard chart displays dashed forecast lines extending beyond the current date for both income and expense trajectories.
Confidence Interval Accuracy
Given the model generates forecasts, when confidence intervals are calculated, then the visualization shows shaded bands at each forecast point representing a 95% confidence level.
Custom Time Range Configuration
Given a user selects a custom time range, when the start and end dates are adjusted, then both historical and projected data on the chart update to reflect the new period.
Budget Shortfall Alert Trigger
Given projected expenses exceed projected income within the forecast period, when the threshold is crossed, then the system generates an alert notification to the user highlighting a potential budget shortfall.
Forecast Data Export Capability
Given projections and confidence intervals are available, when the user opts to export data, then the system generates a CSV file containing dates, forecasted values, and confidence interval bounds.
Data Export and Sharing
"As a nonprofit administrator, I want to export budget trend charts and data so that I can share them with stakeholders and include them in grant applications."
Description

Enables users to export trend visualizations and underlying data in multiple formats (PNG for images, CSV for raw data, and PDF for reports). Includes built-in options to share exports via email or direct links within Awardly, retaining chart fidelity and metadata. Streamlines reporting workflows and enhances collaboration by allowing stakeholders to review and discuss financial trends without needing direct access to the platform.

Acceptance Criteria
Download Trend Visualization as PNG
Given the user is viewing a trend visualization in Awardly's Trend Tracker, when the user clicks the "Export as PNG" button, then the system downloads a PNG image file of the chart with the exact styling, resolution of at least 300 DPI, and includes axis labels, legends, and date range in the image metadata.
Export Trend Data as CSV
Given the user has selected a date range for trend analysis, when the user selects the "Export CSV" option, then the system generates a CSV file containing all data points for the selected period, including timestamp, income, expense, and calculated net values, and prompts the user to download the file within 5 seconds.
Generate Trend Report as PDF
Given the user has configured the trend chart and annotations, when the user clicks "Export as PDF", then the system generates a PDF report containing the chart, a summary table of data, chart title, date range, user name, export date stamp, and a watermark, and the PDF file size does not exceed 10MB.
Share Export via Email
Given the user has exported a file (PNG, CSV, or PDF), when the user selects the "Share via Email" option and enters valid recipient email addresses, then the system sends an email to each recipient within 30 seconds containing the exported file as an attachment and the custom message provided by the user.
Share Data via Direct Link
Given the user has prepared an export, when the user clicks "Generate Shareable Link", then the system creates a unique URL valid for 7 days that allows recipients to view and download the exported file without requiring login, and the link is displayed to the user with a copy-to-clipboard button.
Real-time Alert Notifications
"As a nonprofit administrator, I want to receive alerts when expenses exceed projected budgets so that I can address overspending immediately."
Description

Configures threshold-based alerts on trend metrics, notifying users when income or expenses cross user-defined levels. Supports multiple channels including in-app notifications, email, and SMS. Continuously monitors data and sends contextual messages with direct links back to the relevant Trend Tracker view. Helps users stay informed of critical budget events and respond swiftly to financial deviations.

Acceptance Criteria
Configuring Income Threshold Alert
Given the user navigates to the Alert Settings page When the user sets an income threshold alert with value $10,000 and selects channels in-app, email, and SMS Then the system saves the alert configuration and displays a confirmation message
Triggering In-App Notification on Threshold Breach
Given an existing income threshold alert is active When incoming income data is updated and exceeds the configured threshold Then the user receives an in-app notification with the alert details and a link to the Trend Tracker view
Delivering Email Notification on Threshold Breach
Given an active expense threshold alert When expense data updates cross the threshold Then the system sends an email to the user’s registered email address containing the alert context and Trend Tracker link
Sending SMS Notification on Threshold Breach
Given the user has enabled SMS notifications and has a valid phone number When income or expense data crosses the user-defined threshold Then the system sends an SMS message with the alert details and a direct link to the Trend Tracker dashboard
Accessing Trend Tracker View via Alert Link
Given a notification (in-app, email, or SMS) is received When the user clicks on the alert link in the notification Then the system opens the Trend Tracker view filtered to the relevant metric and time period
Modifying and Disabling Existing Alerts
Given the user views a list of configured alerts When the user edits the threshold value or disables an alert Then the system updates or deactivates the alert and reflects changes immediately in the Alert Dashboard

Drill-Down Explorer

Allows users to click into any chart segment for detailed breakdowns by line item, department, or project. Apply filters by date, category, and stakeholder to gain granular insights and make informed decisions without leaving the dashboard.

Requirements

Interactive Drill-Down on Chart Segments
"As a nonprofit administrator, I want to click on chart segments to view detailed breakdowns by line item, department, or project so that I can analyze funding distributions without navigating away from the dashboard."
Description

Implement clickable chart segments that allow users to drill down into detailed breakdowns by line item, department, or project. When a user clicks on a segment, the system retrieves and displays a new view with granular data, ensuring seamless integration with the dashboard and maintaining contextual filters.

Acceptance Criteria
Drill-Down Activation on Segment Click
Given a chart with clickable segments When a user clicks on any chart segment Then the segment registers the click and triggers the drill-down functionality immediately
Data Retrieval and Display of Detailed Breakdown
Given a user has clicked a chart segment When the system fetches detailed data for the selected segment Then it displays a new view with line item, department, and project breakdowns within 2 seconds
Contextual Filter Persistence During Drill-Down
Given the user has applied date, category, or stakeholder filters on the dashboard When the user drills down into a chart segment Then the same filters remain applied in the detailed breakdown view
User Feedback During Data Loading
Given a drill-down action is initiated When the system is retrieving detailed data Then a loading indicator is displayed and disables additional clicks until the data is fully loaded
Error Handling for Data Fetch Failures
Given the system fails to retrieve detailed data for a segment When the data fetch returns an error Then the user sees an error message with retry and cancel options
Advanced Filter Integration
"As a grant manager, I want to filter drill-down data by date, category, and stakeholder so that I can focus on relevant information for my reporting needs."
Description

Integrate dynamic filtering options for date ranges, categories, and stakeholders directly into the drill-down interface. Filters should update both chart and detail views in real time, allowing precise data selection and comparisons.

Acceptance Criteria
Date Range Filter Application
Given the user is on the drill-down interface When the user selects a start date and an end date in the date range filter Then the chart view updates to display only data points within the selected date range And the detail view lists line items corresponding exclusively to the filtered date range And the applied date range is visibly shown above both views as a removable filter tag
Category Filter Application
Given the user is viewing a chart segment breakdown When the user selects one or more categories from the category filter dropdown Then the chart and detail views refresh to show only data for the chosen categories And the selected categories appear as distinct, removable tags above the views And the filter dropdown shows which categories are active
Stakeholder Filter Application
Given the user needs insights by stakeholder group When the user chooses specific stakeholders in the stakeholder filter list Then both the chart and detail views immediately update to include only items associated with those stakeholders And the names of selected stakeholders are displayed as filter tags And deselecting a stakeholder tag removes that stakeholder’s data from both views
Combined Filters Interaction
Given the user has multiple filters available When the user applies date range, category, and stakeholder filters simultaneously Then the data displayed represents the intersection of all selected filters And each applied filter is shown as an individual, removable tag And removing one tag dynamically updates the views to reflect the remaining filters
Real-Time Filter Performance
Given a data set of over 10,000 records in the dashboard When the user modifies any filter (date, category, or stakeholder) Then the chart and detail views update within 500 milliseconds of the filter change And no visual glitches or delays are observed during the update And an error toast does not appear
Multi-Level Drill Navigation
"As an educator, I want to drill down through multiple data levels so that I can explore project-specific details within department-level summaries."
Description

Enable users to navigate through multiple layers of data hierarchy, from high-level summaries to deeper granular levels. Each drill level presents additional data points, maintaining context and performance, and allowing users to explore data at any depth.

Acceptance Criteria
Organization-Level Summary Drill
Given the user views the organization-level chart, When the user clicks on a department segment, Then the dashboard displays department-level data with corresponding metrics and retains the visual context of the summary view.
Department to Project Drill Transition
Given the user is viewing department-level details, When the user selects a project entry in the chart, Then the interface navigates to project-level breakdown showing line item data and updates the breadcrumb to reflect the drill path.
Filter Persistence Across Drill Levels
Given the user applies a date filter at the summary level, When the user drills down into any deeper level, Then the applied date filter remains active and the displayed data reflects the same date range across all levels.
Breadcrumb Navigation Consistency
Given the user has drilled down multiple levels, When the user clicks a level in the breadcrumb trail, Then the dashboard returns to that level displaying accurate context and data for the selected level.
Drill Performance with Large Data Sets
Given the underlying dataset contains over 100,000 records, When the user drills to any level, Then the system renders the new view within 2 seconds to ensure smooth performance.
Reset to Top-Level View
Given the user is at any drill level, When the user clicks the 'Reset' button, Then the dashboard returns to the top-level summary view and clears any filters applied during the drill-down sessions.
Contextual Breadcrumb Trail
"As a data analyst, I want to see a breadcrumb trail of my drill-down path so that I can quickly return to earlier data views without resetting filters."
Description

Provide a breadcrumb trail that displays the current drill-down path and allows users to navigate back to previous levels easily. Each breadcrumb reflects the filter and selection context, enhancing usability and orientation.

Acceptance Criteria
Deep Drill-Down Path Display
Given a user has drilled down three levels into the data, when the breadcrumb trail is rendered, then it must display all three levels in order with clear labels representing each selection
Navigating Back to Previous Level
Given a user is viewing data at a deeper level, when the user clicks the second breadcrumb from the right, then the view updates to the corresponding parent level and the breadcrumb trail adjusts accordingly
Breadcrumb Update After Filter Application
Given a user applies a date or category filter at any drill-down level, when the filter is applied, then the breadcrumb trail includes the filter name and value at the current position
Breadcrumb Overflow Handling
Given the breadcrumb trail exceeds the available viewport width, when rendered, then it collapses intermediate items into an ellipsis that expands on hover to show hidden breadcrumb items
Persistent Breadcrumb State on Page Refresh
Given a user has navigated through multiple drill-down levels and filters, when the page is refreshed, then the breadcrumb trail and displayed data state persist exactly as before the refresh
Export and Share Detailed Views
"As a program director, I want to export detailed drill-down reports and share them with stakeholders so that everyone can review the insights offline."
Description

Allow users to export the current drill-down view as CSV or PDF and share via email. Exports should preserve applied filters and display selected columns, facilitating collaboration and offline analysis.

Acceptance Criteria
Export CSV with Applied Filters
Given a user views a drill-down result with specific date, category, and stakeholder filters applied and selected columns chosen When the user clicks the “Export as CSV” button Then the system generates and downloads a CSV file containing only the filtered rows and selected columns with correct data formatting
Export PDF with Layout and Filters
Given a user has applied filters and arranged columns in the drill-down view When the user selects “Export as PDF” Then the system produces a PDF that preserves the chart formatting, filter contexts, and column order, and prompts the user to download the file
Share Export via Email
Given a user has exported the drill-down view as CSV or PDF When the user chooses the “Share via Email” option and enters a valid recipient address Then the system attaches the generated file to an email draft, populates the recipient field correctly, allows optional message entry, and sends the email successfully
Handle Export Errors Gracefully
Given a user initiates an export or share action under low-bandwidth or server-error conditions When the export or email dispatch fails Then the system displays a clear, user-friendly error message describing the issue and suggests retrying the operation
Consistent File Naming for Exports
Given a user exports drill-down data at any time When the CSV or PDF file is generated Then the filename follows the pattern “export_<viewName>_<date>_<timestamp>.<extension>” and reflects the view, date, and time to avoid filename collisions

Forecast Foresight

Leverages historical funding and spending data to model future budget scenarios with adjustable assumptions. Helps users plan for potential shortfalls or surpluses, run “what-if” analyses, and make data-driven strategic decisions.

Requirements

Historical Data Importer
"As a nonprofit administrator, I want to automatically import and clean past funding and spending records so that I can trust the accuracy of my forecast without manual data preparation."
Description

Enable automated ingestion and normalization of historical funding and expenditure data from multiple sources (CSV uploads, database connections, API integrations) to ensure accurate and consistent inputs for forecasting models. The feature includes validation checks, data cleaning routines, and mapping tools to align imported data with Awardly’s data schema, reducing manual preprocessing and minimizing errors while integrating seamlessly into the existing data management workflow.

Acceptance Criteria
CSV Upload and Schema Alignment
Given an administrator uploads a CSV file that matches Awardly’s data schema, when the system processes the file, then all rows are ingested without errors and each field is correctly mapped to the Awardly database schema.
API Integration Data Sync
Given a valid external API connection is configured, when a data sync is initiated, then the system retrieves historical funding and expenditure records, normalizes data types, and stores new records without duplication.
Data Validation and Error Reporting
Given imported data contains invalid entries or missing required fields, when the validation routine runs, then the system flags each erroneous record, generates detailed error messages, and prevents invalid records from being ingested.
Data Cleaning and Transformation
Given raw imported data includes inconsistent formats (e.g., varying date or currency formats), when the cleaning routines are applied, then all data fields conform to the standardized formats defined in Awardly’s data schema.
Mapping Tool UI for Manual Field Alignment
Given users import a data source with unrecognized column names, when using the mapping tool UI, then users can assign each source column to a corresponding Awardly schema field, save the mapping profile, and have the system apply this mapping on subsequent imports.
Scenario Assumption Panel
"As an educator, I want to create and modify different budgeting assumptions so that I can evaluate the impact of various funding scenarios on our future budget."
Description

Provide an intuitive interface for users to define, adjust, and save key forecasting assumptions (growth rates, inflation, grant approval probabilities, fixed and variable costs) in real time. The panel should support multiple customizable scenarios, allow comparative analysis, and persist user inputs for future sessions, empowering administrators to explore ‘what-if’ cases and plan strategically.

Acceptance Criteria
Creating a New Scenario Template
Given the user populates all required assumption fields and clicks “Save Scenario,” when the inputs meet validation rules, then the system creates a new scenario entry with the provided name and persists all values.
Editing an Existing Scenario
Given a saved scenario is selected, when the user modifies one or more assumptions and clicks “Update,” then the system overwrites the scenario’s values and timestamps the last update.
Comparative Analysis Between Scenarios
Given at least two scenarios exist, when the user selects multiple scenarios and clicks “Compare,” then the interface displays a side-by-side comparison chart for all adjustable assumptions.
Persisting Scenarios Across Sessions
Given the user logs out and logs back in, when they navigate to the Scenario Assumption Panel, then all previously saved scenarios appear in the list with their original values.
Real-time Validation of Input Ranges
Given the user enters an assumption value outside the predefined acceptable range, when they leave the input field, then the system displays an inline error message and prevents the scenario from saving until corrected.
Interactive Forecast Chart
"As a program director, I want to view an interactive forecast graph that updates with my input so that I can quickly understand potential funding gaps or surpluses."
Description

Develop dynamic visualizations (line graphs, bar charts, waterfall charts) that update instantly as users adjust assumptions. Charts should display projected surpluses, shortfalls, and cash flow over selectable time horizons, with tooltips and drill-down capabilities for detailed insights. Integration with Awardly’s dashboard ensures forecasts are accessible alongside other key metrics.

Acceptance Criteria
Adjusting Time Horizon
Given the user has opened the interactive forecast chart When the user selects a different time horizon Then the chart updates within 500ms to reflect projections for the newly selected period
Tooltip Detail Display
Given the user hovers over any data point on the chart When the tooltip appears Then it displays the exact projected value, date, and category label
Chart Type Switching
Given the user is viewing the forecast chart When the user selects a different chart type (line, bar, or waterfall) Then the chart transitions smoothly and displays the correct data for that type without data loss
Live Data Integration
Given the forecast feature is enabled When new funding or spending data is added to Awardly’s dashboard Then the interactive forecast chart automatically incorporates the data into projections within one minute
Drill-Down Data Exploration
Given the user clicks on a segment or bar in the chart When the drill-down action is triggered Then the chart displays detailed sub-category breakdowns and historical data for that segment
Alert & Notification Engine
"As a nonprofit manager, I want to receive alerts when my forecast shows a significant budget shortfall so that I can take corrective action before deadlines."
Description

Implement a rule-based notification system that alerts users to forecast deviations (e.g., projected shortfalls beyond a threshold) or when assumptions hit critical values. Notifications can be delivered via email, in-app messages, or SMS, and users can configure alert thresholds and frequencies. This ensures proactive responses to emerging budget risks.

Acceptance Criteria
User Configures Alert Thresholds
Given the user is on the Forecast Foresight notification settings page When the user sets a deviation threshold and selects desired notification channels Then the system saves the threshold and channel settings and displays a confirmation message
Email Notification Delivery on Shortfall
Given a forecast deviation exceeds the user-defined shortfall threshold When the deviation is detected Then the system sends an email notification to the user’s registered email within five minutes containing deviation details and recommended actions
In-App Message Generation for Critical Assumptions
Given a budget assumption reaches a critical value When the critical value is crossed Then the system generates an in-app notification visible on the user’s dashboard within two minutes with assumption details and timestamp
SMS Notification Frequency Settings
Given the user has enabled SMS notifications When the user selects a daily summary frequency Then the system sends a consolidated SMS at 8 AM daily with any forecast deviations and their impacts
'What-If' Analysis Alert Suppression
Given the user initiates a “what-if” scenario run When the scenario analysis is in progress Then the system suppresses real-time alerts and logs all triggered alerts in a dedicated analysis report accessible after the run completes
Exportable Reports & Dashboards
"As an administrator, I want to export my forecast scenario into a formatted report so that I can share it easily with the board and grant committees."
Description

Allow users to export forecast scenarios and visualizations as PDF, Excel, or PowerPoint reports, with customizable templates that include narrative summaries and key metrics. The feature should support scheduled report generation and distribution to stakeholders, streamlining communication and documentation processes.

Acceptance Criteria
Manual PDF Export with Custom Template
Given a user on the Forecast Foresight dashboard and a selected forecast scenario, when the user clicks the 'Export to PDF' button and chooses a custom template, then the system generates a PDF report containing the narrative summary, key metrics, and visualizations formatted according to the template and prompts the user to download the file within 30 seconds.
Manual Excel Export with Custom Template
Given a user has selected a forecast scenario, when the user initiates 'Export to Excel' and applies a chosen template, then an Excel file is generated that includes data tables, key metrics, and narrative content as per the template structure and is available for download within 30 seconds.
Manual PowerPoint Export with Custom Template
Given a user on the Scenario Overview page, when the user selects 'Export to PowerPoint' with a specified template, then the system produces a PPTX file with slides containing narrative summaries, charts, and tables aligned with the template layout and offers it for download within 30 seconds.
Scheduled Report Generation and Email Distribution
Given a user has configured a report schedule with recipients, when the scheduled time arrives, then the system automatically generates the report in the selected format, applies the custom template, and sends it via email to all configured stakeholders without manual intervention.
Report Template Preview and Verification
Given a user uploads or edits a custom report template, when the user clicks 'Preview Report', then the system displays a sample report generated from the current forecast data, reflecting the template’s layout, styles, and narrative placeholders accurately.

Benchmark Beacon

Compares your organization’s funding performance against industry benchmarks and peer group metrics. Visual insights reveal competitive standing, highlight best practices, and identify areas where improvements can drive better outcomes.

Requirements

Peer Group Configuration
"As a nonprofit administrator, I want to define custom peer groups based on factors like size, region, and cause so that my organization’s funding performance is compared against truly similar organizations."
Description

Allow nonprofit administrators to define and manage custom peer groups based on criteria such as organization size, cause area, geographic region, and budget. This functionality integrates with Awardly’s existing organization profiles and filters to ensure that benchmark comparisons are relevant and tailored. Administrators can save multiple peer group configurations for ongoing analysis, improving the accuracy and relevance of performance metrics.

Acceptance Criteria
Creating a New Peer Group
Given the administrator is on the Peer Group Configuration page with no unsaved changes; When the administrator clicks 'New Peer Group', enters 'Mid-sized Nonprofits' as the name, selects 'Organization Size: 50-100', 'Cause Area: Education', 'Region: North America', 'Budget Range: $500k-$1M', and clicks 'Save'; Then a new peer group named 'Mid-sized Nonprofits' is created, appears in the peer group list, and its details reflect the specified criteria.
Editing an Existing Peer Group
Given a peer group 'Regional Community Outreach' exists with predefined criteria; When the administrator selects 'Regional Community Outreach', updates 'Region' to include 'Europe' and clicks 'Update'; Then the peer group details are updated to include 'Europe', and the changes are persisted and visible when reloading the page.
Saving Multiple Peer Group Configurations
Given the administrator has defined and saved 'Group A' and 'Group B' with different criteria; When viewing the list of peer groups; Then both 'Group A' and 'Group B' are listed, and selecting each displays its respective criteria correctly.
Enforcing Unique Peer Group Names
Given the administrator attempts to create or rename a peer group using a name that already exists; When the administrator clicks 'Save'; Then the system prevents saving and displays an error message 'Peer group name must be unique.'
Deleting a Peer Group
Given the administrator has one or more peer groups saved; When the administrator selects a peer group and clicks 'Delete' and confirms the prompt; Then the selected peer group is removed from the list and no longer available for benchmarking comparisons.
Handling Invalid Peer Group Criteria
Given the administrator clicks 'Save' on a new peer group without selecting any criteria; When the administrator attempts to save; Then the system prevents saving and displays an error 'At least one criterion must be selected.'
Data Integration and Aggregation
"As a data manager, I want the system to automatically import and validate our funding records alongside external benchmark data so that performance comparisons are based on up-to-date and reliable information."
Description

Implement secure data connectors to ingest and aggregate internal funding data from Awardly’s database and external benchmark datasets from reputable industry sources. This requirement covers ETL processes, data validation, normalization, and storage. It ensures that the Benchmark Beacon feature has timely, accurate, and comprehensive data sets for meaningful comparisons.

Acceptance Criteria
Nightly Internal Data Ingestion
Given that internal funding data is updated in the Awardly database, when the nightly ETL process executes, then all new and modified records are ingested into the data warehouse without duplication and each record is timestamped.
External Benchmark Data Aggregation
Given external benchmark datasets are published by industry sources, when the connector fetches these datasets, then all records are normalized to the defined schema, source metadata is recorded, and data is loaded into the staging area within two hours of publication.
Data Validation and Error Reporting
Given data from internal and external sources is ingested, when validation rules are applied, then any records failing validation are logged with detailed error messages and an automated alert is sent to the data engineering team.
Data Normalization and Integration
Given validated data is available in staging, when normalization routines run, then numeric fields are standardized to unit conventions, date formats are unified to ISO 8601, and all records adhere to primary key and referential integrity constraints.
Benchmark Beacon Data Availability
Given the ETL pipeline completes successfully, when a user accesses the Benchmark Beacon dashboard, then the latest aggregated and normalized dataset is displayed with no missing critical fields and data freshness timestamp is shown.
Benchmark Computation Engine
"As a researcher, I want the system to compute and present performance metrics like grant success rates and average award sizes relative to benchmarks so that I can identify how we compare and where we excel or lag."
Description

Develop a robust computation engine that calculates key performance metrics—such as average grant success rate, funding amount per grant, and time to funding—against peer group and industry benchmarks. Include configurable weighting, aggregation methods, and statistical calculations (e.g., percentiles, mean, median) for flexible analysis.

Acceptance Criteria
Peer Group Success Rate Calculation
Given a set of grant applications with statuses and a selected peer group over a defined timeframe When the engine computes the average success rate Then the result equals (approved count / submitted count) * 100 within ±0.1% of a manual calculation
Industry Benchmark Percentile Analysis
Given a dataset of industry-wide funding amounts When the engine calculates the 25th, 50th, and 75th percentiles Then the outputs match statistical definitions and align with values from a standard statistical tool with zero deviation
Weighted Funding Amount Aggregation
Given configurable weighting factors assigned to different grant types When the engine aggregates funding amounts Then the weighted total reflects the weights and sums with accuracy within established rounding rules
Time to Funding Statistical Summary
Given timestamps for application submission and funding approval over the past fiscal year When calculating time to funding metrics Then the engine returns the correct mean and median values displayed with appropriate time units
Configurable Aggregation Method Selection
Given user selection of aggregation method (mean, median, sum) for performance metrics When generating benchmark reports Then the engine applies the chosen method consistently across all metrics and saves the preference for subsequent analyses
Competitive Insights Dashboard
"As an executive, I want an interactive dashboard showing how our funding performance trends compare to peers over time so that I can quickly identify areas needing attention for strategic planning."
Description

Design and implement interactive visualizations—such as bar charts, line graphs, box plots, and heat maps—within Awardly’s dashboard to display comparative performance metrics. Users can toggle between different benchmarks, timeframes, and peer groups. Include drill-down capabilities to explore underlying data and exportable charts and tables for reporting.

Acceptance Criteria
Bar Chart Benchmark Comparison
Given a logged-in user on the Competitive Insights Dashboard selects the 'Bar Chart' visualization and chooses a benchmark and peer group, when the user clicks 'Apply', then the chart accurately reflects the selected performance metrics with data values matching the source within a 0.1% tolerance and renders within 2 seconds.
Visualization Toggle for Timeframe and Peer Group
Given a user modifies the timeframe and peer group filters, when the filters are applied, then all visualizations update to reflect only the selected parameters within 2 seconds and retain the selection upon page refresh.
Drill-Down Data Exploration
Given a user clicks on a specific data point or bar in any chart, when the user selects the drill-down option, then a detailed table or sub-chart displays the underlying data correctly filtered, with column headers and values matching the source dataset.
Exportable Visualization and Data Reports
Given a user clicks the 'Export' button on any chart or table, when the user selects CSV or PNG format, then the system generates and downloads the file containing correct data values, labels, headers matching on-screen content, and image exports at a minimum of 300 dpi accuracy.
Heat Map Accuracy and Rendering
Given a user selects the 'Heat Map' visualization and applies a performance metric and timeframe, when 'Apply' is clicked, then the heat map displays intensity shading based on defined data thresholds, includes a correctly labeled legend, and renders within 2 seconds.
Dashboard Performance and Load Times
Given the Competitive Insights Dashboard is accessed with a dataset of at least 10,000 records, when the page loads, then the initial dashboard and all default visualizations render completely within 3 seconds without errors or missing data points.
Actionable Recommendations and Alerts
"As a program manager, I want to receive timely recommendations and alerts when our performance dips below benchmarks so that I can take corrective action and improve our grant outcomes."
Description

Integrate recommendation logic that analyzes deviations from benchmarks and generates best-practice guidance, tips, and automated alerts. Recommendations cover strategies to improve success rates, funding diversity, and process efficiency. Alerts notify users via email or in-app when performance falls below configurable thresholds.

Acceptance Criteria
Below-threshold Success Rate Alert
Given the organization’s funding success rate falls below the user-configured threshold When the nightly performance analysis runs Then an in-app alert and an email notification must be dispatched within 5 minutes to all designated users containing the deviation details and a recommended action plan
Funding Diversity Improvement Recommendations
Given the organization’s funding diversity metric deviates by more than 10% from the peer benchmark When the benchmark comparison completes Then the system must generate at least three actionable recommendations focused on diversifying funding sources and display them in the recommendations panel
Dashboard Best Practice Tips Display
Given the benchmark analysis identifies process inefficiencies When a user views the Benchmark Beacon dashboard Then contextual best-practice tips must be displayed in the recommendations section with direct links to relevant resources
Configurable Alert Thresholds
Given an administrator updates the performance threshold settings in the system configuration When they save their changes Then new thresholds must take effect immediately and apply to all subsequent analyses without requiring a system restart
Automated Email Delivery Verification
Given an alert or recommendation is generated When the system sends the email Then delivery status must be recorded in the audit log and a confirmation email receipt must be viewable by administrators

InsightPrioritizer

Automatically ranks reviewer comments by potential impact and required effort, guiding users to tackle high-value revisions first and streamline decision-making.

Requirements

Impact Score Calculation
"As a grant writer, I want to see reviewer comments ranked by potential impact so that I can focus on the most critical revisions first."
Description

The system automatically analyzes reviewer comments to assign a quantitative impact score based on sentiment analysis, keyword weighting, and historical success correlation. Integrates natural language processing and machine learning models to identify high-value revisions, ensuring that users receive ranked suggestions that reflect potential funding impact. Supports continuous model training and feedback loop for improved accuracy.

Acceptance Criteria
Individual Reviewer Comment Impact Scoring
Given a single reviewer comment with mixed sentiment and grant-related keywords, when the Impact Score Calculation runs for that comment, then the system computes a numeric score between 0 and 100, logs sentiment polarity, counts keyword occurrences, and weights them according to predefined percentages.
Batch Reviewer Comments Processing
Given a batch of 50 reviewer comments, when the user initiates the batch scoring process, then the system processes all comments within 15 seconds, returns a score for each comment, and ranks them in descending order by impact score.
Historical Success Correlation Adjustment
Given reviewer comments from past award submissions with known outcomes, when the system analyzes them, then the Impact Score Calculation integrates historical success rates to adjust current sentiment and keyword weights by at least ±10% accuracy improvement compared to baseline.
User Feedback Loop for Model Improvement
Given that users accept or reject suggested impact scores, when feedback is submitted, then the system logs the feedback, retrains the machine learning model nightly, and achieves at least a 5% improvement in scoring accuracy based on validation tests.
Impact Score Display in InsightPrioritizer Dashboard
Given calculated impact scores for reviewer comments, when displayed in the InsightPrioritizer dashboard, then each comment shows its numeric score, sentiment indicator, and keyword highlight, and comments are sortable by impact score.
Effort Estimation Module
"As a program manager, I want to know how much effort each revision will take so that I can plan my workload effectively."
Description

This module estimates the required effort for each reviewer comment by analyzing factors such as comment length, complexity, and type of revision. Leveraging heuristic algorithms and historical task completion data, it provides an estimated time to implement each suggestion. Displays effort estimates alongside impact scores to facilitate balanced decision-making and efficient time allocation.

Acceptance Criteria
Displaying Effort Estimates on Reviewer Comment List
Given a list of reviewer comments is displayed, when the page loads, then each comment shows an estimated effort in hours based on the heuristic algorithm and historical data; and the estimate is within ±10% of the baseline value.
Detailed Effort Breakdown View
Given a user selects a reviewer comment, when they click 'View Details', then the system displays a breakdown of effort factors including comment length, revision complexity, and time allocation in minutes; and the sum of components equals the total estimate.
Manual Adjustment of Effort Estimates
Given an effort estimate is displayed, when the user edits the estimate field and saves, then the new value is stored, overrides the algorithmic estimate, and a 'manual override' indicator appears next to the estimate.
Re-estimation After Historical Data Sync
Given new historical task completion data is imported, when the sync process finishes, then all existing effort estimates are recalculated; updated estimates are timestamped; and the user receives a notification for any estimate change exceeding 5%.
Exporting Effort Estimates
Given the user selects 'Export Estimates' and chooses CSV format, when they confirm the export, then the downloaded file includes comment IDs, estimated effort, breakdown components, and timestamps; and the file content matches the dashboard display without errors.
Priority Dashboard Visualization
"As an educator, I want a visual overview of prioritized comments so that I can quickly decide where to start."
Description

Introduces an interactive dashboard widget that displays comments sorted by combined impact and effort ranking. Uses color-coded indicators and filters to allow users to quickly identify high-impact, low-effort tasks. Provides clickable drill-downs to view underlying comment details, associated documents, and progress status, enhancing transparency and task management.

Acceptance Criteria
Visual Indicator of Impact and Effort
Given the user opens the Priority Dashboard widget, when comments are listed, then each comment displays a color-coded badge indicating its impact level (high/medium/low) and effort rating (high/medium/low).
Filtering High-Impact, Low-Effort Tasks
Given the dashboard widget is visible, when the user applies the 'High Impact, Low Effort' filter, then only comments with impact ranking in the top 20% and effort ranking in the bottom 20% are shown.
Drill-Down to Comment Details
Given a comment appears in the sorted list, when the user clicks on its title, then a detail view opens displaying the full comment text, associated document links, and current revision status.
Responsive Dashboard Layout
Given various screen sizes, when the dashboard is viewed on desktop or tablet, then the widget layout adjusts appropriately and all interactive elements remain functional.
Real-Time Data Refresh
Given updates to reviewer comments or statuses in the backend, when the data changes, then the dashboard refreshes and reflects the updated rankings and statuses within 5 seconds without requiring a manual page reload.
Customizable Ranking Rules
"As an organization admin, I want to customize how comments are ranked so that the system reflects our strategic priorities."
Description

Allows administrators to define and adjust ranking criteria and weightings for impact and effort calculation. Provides a settings interface to modify thresholds, add custom tags, and integrate organization-specific guidelines. Enables personalization to align prioritization with unique grant strategies and reviewer preferences.

Acceptance Criteria
Adjusting Impact Weightings
Given an administrator is on the Ranking Rules settings page When they modify the impact weight slider and save changes Then the system updates all subsequent rankings using the new impact weight and displays a confirmation message
Adding Custom Complexity Tag
Given an administrator is on the Custom Tags section When they input a new tag name 'High Complexity' and assign it a multiplier value Then the tag appears in the tag list with the correct multiplier and can be applied to reviewer comments
Setting High-Effort Threshold
Given an administrator accesses the Effort Threshold settings When they set the high-effort cutoff to 8 hours and click 'Apply' Then comments estimated over 8 hours are flagged as high-effort in the prioritization results
Integrating Organization-Specific Guidelines
Given an administrator uploads a PDF of guidelines and maps guideline sections to ranking variables When the guidelines are saved Then the system incorporates those guidelines into the ranking algorithm and displays guideline references next to impacted comments
Previewing Ranking Changes
Given an administrator has made multiple rule adjustments When they click 'Preview Rankings' Then a sample list of top 10 reviewer comments is generated reflecting the new rules without persisting changes
Real-time Notification Engine
"As a nonprofit coordinator, I want to receive alerts when priorities change so that I can adjust my action plan promptly."
Description

Implements a notification system that alerts users when comment rankings change due to new input or updated scoring rules. Sends in-app and email notifications highlighting priority shifts or new high-impact comments. Ensures users stay informed of emerging critical tasks without needing to refresh the dashboard.

Acceptance Criteria
Priority Shift Notification
Given a comment’s ranking changes due to new input or updated scoring rules, when the system detects the change, then an in-app notification is generated within 2 seconds and an email notification is sent within 5 minutes to the user’s registered email address.
New High-Impact Comment Notification
Given a new reviewer comment enters the top 3 by impact score, when the system processes the comment, then the user receives both an in-app notification and an email containing the comment summary within 1 minute of ranking it as high-impact.
Dashboard Badge Update
Given the user has unread priority-shift or high-impact notifications, when they view the dashboard, then the notification icon displays a badge showing the exact count of unread notifications in real time.
Email Delivery Failure Handling
Given an email notification attempt fails due to an SMTP or network error, when the system retries delivery, then it attempts up to 3 retries within 10 minutes, logs each failure event, and if all retries fail, generates an in-app alert notifying the user of undelivered email notifications.
Notification Preference Respect
Given a user updates their notification settings to mute or pause notifications, when the change is saved, then no in-app or email notifications are sent until the user re-enables notifications, and a confirmation message is displayed to the user immediately.

ContextClips

Links feedback directly to specific sections of your proposal with visual snippets, ensuring you understand comment context instantly and reducing review back-and-forth.

Requirements

RevisionRoadmap

Generates a dynamic, timeline-based plan for addressing prioritized feedback, breaking tasks into manageable steps and keeping teams on track for seamless improvements.

Requirements

Dynamic Timeline Generation
"As a project manager, I want an auto-generated timeline of revision tasks so that I can visualize deadlines and allocate resources effectively."
Description

Generate a visual, timeline-based plan that automatically organizes prioritized feedback items into a chronological sequence of tasks. The timeline should display task durations, start and end dates, dependencies, and estimated effort to provide users with clear insight into the revision schedule. Integrate seamlessly with existing feedback repositories and allow for real-time updates as feedback priorities change, ensuring the roadmap remains current and actionable.

Acceptance Criteria
Initial Timeline Generation
Given a prioritized set of feedback items exists, when the user generates the timeline, then tasks are ordered chronologically, each displays start and end dates, durations, dependencies, and estimated effort.
Real-time Timeline Update
Given a change in feedback priority in the repository, when the priority is updated, then the timeline automatically recalculates and reorders tasks within five seconds, preserving any manual adjustments.
Task Dependency Visualization
Given tasks with defined dependencies, when the timeline is viewed, then each dependency is visually represented with arrows, and no task is scheduled to start before its predecessor ends.
Feedback Repository Integration
Given connected feedback repositories, when the user selects repositories, then all feedback items are imported as tasks, mapped to their source, and synchronized daily without duplicates.
Timeline Export and Sharing
Given a completed timeline, when the user exports or shares, then the timeline is downloadable as PDF and a shareable link is generated, maintaining all visual elements and metadata.
Feedback Prioritization Engine
"As an educator, I want the system to prioritize feedback by urgency so that I can focus on the most critical revisions first."
Description

Develop an algorithmic engine that evaluates and ranks feedback based on factors such as deadline proximity, impact score, and resource availability. The engine should ingest raw feedback data, apply customizable weighting rules, and output a sorted list of feedback items to drive the timeline generation process. Provide settings for users to adjust prioritization criteria, ensuring the roadmap reflects organizational goals and shifting project constraints.

Acceptance Criteria
New Feedback Submission Prioritization
Given a set of raw feedback items with defined deadlines, impact scores, and resource requirements, When the engine processes the batch using default weighting rules, Then it outputs a list sorted in descending order of calculated priority scores.
Adjusting Weighting Rules
When a user updates the weight values for deadline proximity, impact score, and resource availability in the settings panel and saves changes, Then the engine applies the new weights on the next run and recalculates all priority scores accordingly.
Deadline Proximity Sorting
Given feedback items with varying deadlines, When the deadline proximity weight is set to maximum, Then items closer to their deadlines consistently rank higher than items with later deadlines.
Impact Score Configuration
Given feedback entries tagged with impact scores, When the user assigns a custom impact score weight and triggers prioritization, Then the sorted output reflects the adjusted impact weighting in the overall priority rankings.
Resource Availability Constraint Handling
Given feedback items requiring resources that exceed available capacity, When the engine evaluates resource availability constraints, Then it flags items exceeding capacity and adjusts their priority lower than feasible items.
Task Breakdown and Assignment Module
"As a team member, I want feedback to be broken into clear subtasks and assigned to appropriate roles so that I know exactly what I need to do."
Description

Implement functionality that decomposes each prioritized feedback item into discrete, actionable subtasks. Automatically assign these subtasks to team members or roles based on predefined rules or workload balancing. Each task should include a description, estimated effort, and a due date aligned with the timeline. Ensure the module integrates with user profiles and roles in the system to facilitate accurate assignment and accountability.

Acceptance Criteria
Subtask Generation with Details
Given a prioritized feedback item, when a user initiates task breakdown, then the system creates discrete subtasks each with a clear description, an estimated effort in hours, and a due date.
Automatic Assignment Based on Rules and Workload
Given predefined assignment rules and current workload metrics, when subtasks are generated, then the system automatically assigns each subtask to the team member or role defined by the highest-priority rule while ensuring no individual’s total workload exceeds 100%.
Role-Based Assignee Matching
Given user profiles with associated roles, when the system assigns a subtask, then the assignee’s role must match the role required by the subtask’s assignment rule.
Timeline-Aligned Due Dates
Given the overall RevisionRoadmap timeline, when subtasks are created, then each subtask’s due date must fall on or before its corresponding roadmap milestone without exceeding the final project deadline.
Dashboard Visibility for Accountability
Given a subtask assigned to a user, when the assignee views their dashboard, then the subtask appears under their task list with its description, estimated effort, due date, and a link to the original feedback item.
Customizable Milestone Adjustments
"As an administrator, I want to adjust milestones and deadlines manually so that the plan aligns with evolving project constraints."
Description

Allow users to manually adjust milestone dates, task durations, and dependencies within the generated roadmap. Provide an intuitive interface for dragging and dropping tasks on the timeline, updating start and end dates, and reorganizing dependencies. Ensure manual changes are validated against organizational deadlines and resource availability, with conflict notifications and suggestions for resolution.

Acceptance Criteria
User Drags and Drops a Milestone to a New Date
Given the RevisionRoadmap is displayed with draggable milestones, When the user drags a milestone to a new date on the timeline and releases it, Then the milestone's start and end dates update accordingly in the roadmap model and persist after page refresh.
User Manually Updates Task Duration via Interface
Given a selected task in the RevisionRoadmap, When the user edits the task duration field to a new value and confirms the change, Then the task's duration updates in the timeline and all dependent milestones recalibrate their dates automatically.
User Changes Dependency Relationship Between Tasks
Given two tasks displayed on the timeline with existing dependencies, When the user clicks and drags the dependency connector from one task to another, Then the new dependency is created, the timeline recalculates task ordering, and the updated dependencies are saved.
User Attempts Adjustment that Conflicts with Organizational Deadline
Given an organizational deadline set for the roadmap, When the user adjusts a milestone date beyond the deadline, Then the system displays a conflict notification, prevents saving the invalid date, and suggests the latest allowable date.
User Resolves Resource Availability Conflict with Suggestions
Given resource availability constraints defined for tasks, When the user modifies a task duration causing resource overallocation, Then the system displays conflict notifications along with resolution suggestions, and applying a suggested resolution rebalances resource assignments and updates the timeline.
Automated Notifications and Reminders
"As a nonprofit administrator, I want to receive automated reminders for upcoming tasks so that I stay on track and don't miss deadlines."
Description

Build a notification system that sends automated reminders and alerts based on timeline milestones, upcoming task deadlines, and overdue tasks. Support configurable notification channels such as email, in-app messages, and SMS. Allow users to set reminder schedules and preferences, ensuring stakeholders receive timely updates to stay on track with their assigned revision tasks.

Acceptance Criteria
Upcoming Deadline Email Reminder Scenario
Given a user with an upcoming revision task deadline within 48 hours When the system processes scheduled reminders Then an automated email reminder is sent to the user’s configured email address containing task details and deadline information
Overdue Task Push Notification Scenario
Given a user has an overdue revision task When the system detects the overdue status Then the user receives an in-app push notification alerting them of the overdue task and suggesting immediate action
SMS Reminder for High-Priority Feedback Scenario
Given a task marked as high priority and within 24 hours of its deadline When the reminder schedule triggers an SMS channel notification Then the system sends an SMS message to the user’s verified phone number containing the task name, deadline, and priority level
Notification Preference Configuration Scenario
Given a user accesses their notification settings When they update channels and schedule preferences Then the system saves the new configuration and sends a confirmation message summarizing the chosen channels and times
Multi-Channel Reminder Fallback Scenario
Given a reminder is scheduled to be sent and the primary channel fails When the system detects the delivery failure Then the system automatically retries via a secondary channel within five minutes and logs the event

ResponseRecorder

Tracks every reply and iteration for each reviewer comment in a threaded history log, providing full transparency on feedback dialogues and ensuring no issue goes unaddressed.

Requirements

Threaded Reply Logging
"As a nonprofit administrator, I want to view reviewer comments and my responses in a threaded history log so that I can track the conversation flow and ensure all feedback is addressed."
Description

Implement a system that captures and organizes every reviewer comment and response in a hierarchical thread structure. This will provide a clear, chronological history of feedback and follow-up replies, ensuring full transparency and easy navigation through feedback dialogues.

Acceptance Criteria
Reviewer Submits Initial Comment
Given a reviewer submits a new comment on an application, when the comment is posted, then the system logs the comment as a new top-level thread entry with timestamp, reviewer ID, and content in the history log.
Administrator Replies to Reviewer
Given an administrator selects an existing reviewer comment, when they submit a reply, then the reply is nested under the original comment in chronological order, inheriting metadata and linking to the parent comment ID.
Multiple Nested Replies Tracking
Given multiple rounds of feedback between reviewer and administrator, when replies exceed two levels deep, then the system accurately displays each reply in a hierarchical view and preserves the reply chain order.
Editing a Logged Reply
Given a user edits their own reply within the allowed edit window, when the edit is saved, then the system records the new content, retains the original timestamp, marks the entry as edited, and maintains version history.
Exporting Feedback Thread History
Given a user requests an export of the feedback log, when the export is generated, then it includes all comments and replies in threaded order with metadata (author, timestamps, edit flags) in a downloadable format (PDF/CSV).
Versioned Response Edits
"As an educator, I want to edit my responses to reviewer feedback and access earlier versions so that I can refine my replies while preserving a record of changes."
Description

Enable users to edit their responses to reviewer comments while maintaining a version history. Each edit should be timestamped and stored so that previous versions can be retrieved and compared, ensuring accountability and auditability of feedback iterations.

Acceptance Criteria
Creating an Initial Response Version
Given a reviewer comment exists and a user submits an initial response, when the response is submitted, then the system saves it as Version 1 with the correct timestamp.
Editing an Existing Response
Given an existing response saved as Version N, when a user edits their response and submits changes, then the system creates Version N+1, timestamps it accurately, and retains Version N intact.
Retrieving Previous Response Versions
Given a threaded comment history log, when a user selects a comment and requests response history, then the system displays all saved versions for that response with their timestamps in descending order.
Comparing Two Response Versions
Given two selected response versions, when a user initiates a compare action, then the system presents a side-by-side diff showing all added, modified, or removed content between the versions.
Version History Audit Logging
Given any response edit event, when the system saves a new version, then it also records the user ID of the editor, the timestamp of the edit, and a summary of changes in an immutable audit log.
Searchable Feedback Threads
"As a grant manager, I want to search within feedback threads for specific keywords so that I can quickly find relevant comments without manually scanning every thread."
Description

Allow users to search across all feedback threads using keywords, filters, and metadata tags. This functionality will help users quickly locate specific comments or discussions, improving efficiency when managing large volumes of feedback.

Acceptance Criteria
Keyword Search in Feedback Threads
Given the user is on the Feedback Threads page When they enter a keyword into the global search bar and initiate the search Then the system displays only the threads containing that keyword in comments or replies, ranked by relevance
Filter Feedback by Date Range
Given the user has populated start and end dates in the date range filters When they apply the filters and execute the search Then the system returns only feedback threads created or updated within the specified date range
Search using Metadata Tags
Given the user selects one or more metadata tags (e.g., reviewer role, priority) from the tag filter menu When they apply the tag filter and search Then the system displays only threads associated with the selected tags
Search with Combined Filters
Given the user has entered a keyword, selected date range, and chosen metadata tags When they apply all filters and perform the search Then the system returns threads that match all specified criteria concurrently
No Results Found Message
Given the user enters a keyword or filter combination that matches no threads When they execute the search Then the system displays a clear “No results found” message and suggests adjusting search terms or filters
Real-time Notification Alerts
"As a project coordinator, I want to receive instant notifications for new comments and replies so that I can respond promptly and keep the review process moving."
Description

Send real-time notifications to users when new reviewer comments are added or when responses are posted. Notifications should be configurable by channel (email, in-app) and preference, ensuring timely awareness and action on feedback.

Acceptance Criteria
New Reviewer Comment Notification
Given a reviewer submits a new comment on an application When the comment is saved Then the application submitter receives a real-time notification via all enabled channels within 5 seconds
Response Posted Notification
Given a user posts a response to a reviewer comment When the response is saved Then the original reviewer receives a real-time notification via all enabled channels within 5 seconds
Notification Preference Configuration
Given a user navigates to notification settings When the user selects or deselects channels for comment and response notifications Then the system saves the preferences and displays a confirmation message
Notification Channel Failover
Given the primary notification channel fails to deliver a message When the system detects the failure Then the system retries via a secondary enabled channel and logs the failure event
Bulk Notification Digest
Given a user has opted into hourly notification digests When multiple comments or responses occur within the hour Then the system sends a single aggregated email summarizing all events at the top of the hour
Exportable Feedback History
"As a program director, I want to export feedback thread histories to a PDF so that I can archive and share them with stakeholders outside the system."
Description

Provide an option to export the entire threaded feedback history, including comments, responses, and version logs, into PDF or CSV formats. This will facilitate record-keeping, reporting, and offline review of feedback dialogs.

Acceptance Criteria
Export feedback history as PDF
Given threaded feedback history is available, When the user selects Export and chooses PDF format, Then the system generates a PDF containing all comments, responses, timestamps, and version logs in chronological order, and initiates a download.
Export feedback history as CSV
Given threaded feedback history is available, When the user selects Export and chooses CSV format, Then the system generates a CSV file where each row represents a comment or response with columns for author, timestamp, content, parent comment ID, and version number, and initiates a download.
Filter feedback export by date range
Given the user specifies a start and end date, When the user initiates export, Then only comments and responses within the selected date range are included in the exported file.
Include version logs in exported file
Given multiple iterations exist for comments, When exporting feedback history, Then each version log entry appears with its timestamp, version identifier, and change description in the exported file.
Offline review compatibility of exported feedback
Given a user has downloaded the exported file, When opening the file without application access, Then all threaded dialogues, formatting, and metadata are intact and readable offline.
Role-Based Response Permissions
"As an administrator, I want to define which team members can reply to comments so that sensitive feedback remains secure and only designated users can respond."
Description

Implement role-based access controls determining who can view, respond to, and edit feedback threads. Permissions should be configurable at the project level to ensure only authorized users can modify or reply to reviewer comments.

Acceptance Criteria
Project Administrator Assigns Permissions
Given a user with administrator role at the project level When they configure 'view', 'respond', and 'edit' permissions for each role Then the system saves and applies these permissions to all existing and new feedback threads in the project
Reviewer Attempts Unauthorized Edit
Given a user whose role lacks 'edit' permission When they attempt to modify a feedback thread Then the system blocks the action and displays an 'Insufficient Permissions' error message
Authorized User Responds to Comment
Given a user whose role has 'respond' permission When they click 'Reply' on a reviewer comment Then the system records the response in the threaded history and makes it visible to all users with 'view' permission
Project-Level Permission Update
Given existing feedback threads in a project When an administrator updates role-based permissions Then the new settings immediately apply to all threads without requiring a page reload or additional actions
Role Change Reflects in Permissions
Given a user whose role is changed from 'viewer' to 'editor' at the project level When they access a feedback thread Then they can successfully respond to and edit comments according to their new 'editor' permissions

CollaborativeCanvas

Offers a live, in-context discussion panel for each piece of feedback, enabling real-time co-editing, tagging teammates, and resolving comments collaboratively within Awardly.

Requirements

Real-time Comment Threading
"As an educator, I want comments to appear in real time next to the relevant sections so that I can address feedback immediately and keep the review process moving."
Description

Provide a live, context-specific discussion panel attached to each feedback item within CollaborativeCanvas. Comments should appear instantly for all participants, maintain nesting for replies, and display timestamps and author information. This feature ensures conversations stay organized, contextually relevant, and accessible without leaving the document view, streamlining collaboration and reducing turnaround time.

Acceptance Criteria
Instant Comment Propagation
Given multiple collaborators are viewing the same feedback item simultaneously, when a user posts a new comment, then the comment appears in all participants' discussion panels within 1 second without requiring a manual refresh.
Nested Reply Hierarchy Maintained
Given a comment with existing replies, when a user adds a reply to any level, then the reply is nested correctly under its parent and visually indented to reflect the hierarchy.
Comment Metadata Display
Given any comment or reply is displayed, then the UI shows the correct author name and a timestamp formatted as HH:MM AM/PM based on the user's locale.
Comment Thread Persistence
Given a user navigates away from and then returns to the document view, then all existing comments and their threading structure are reloaded and displayed accurately without data loss.
Conflict-Free Real-Time Updates
Given two users edit comments in quick succession, when concurrent edits occur, then the system merges changes without data loss and notifies users of any conflicting modifications.
Threaded Comment Resolution
"As a nonprofit administrator, I want to resolve comment threads once issues are addressed so that the workspace remains focused on outstanding feedback."
Description

Enable users to mark individual comment threads as resolved or re-open them. Resolved threads should collapse by default, maintain a visible summary badge, and be retrievable via a filter. This functionality prevents clutter, clearly signals completed discussions, and preserves auditability of decisions.

Acceptance Criteria
User Resolves a Comment Thread
Given the user is viewing an active comment thread in CollaborativeCanvas When the user clicks the “Resolve” button for that thread Then the thread status changes to resolved, the thread collapses, and a summary badge appears in place of the expanded thread
User Reopens a Resolved Comment Thread
Given a comment thread is marked as resolved and collapsed When the user clicks the summary badge’s “Reopen” action Then the thread expands back into view, the resolved badge is removed, and the status returns to active
Resolved Threads Are Collapsed by Default
Given the user navigates to a CollaborativeCanvas document on page load When any threads are in resolved status Then all resolved threads are displayed in a collapsed state by default
Resolved Thread Displays Summary Badge
Given the user resolves a comment thread When the thread collapses Then a visible badge appears showing the number of comments in the thread and the user who marked it resolved
Filter to Retrieve Resolved Threads
Given multiple comment threads exist with mixed statuses When the user applies the “Resolved” filter Then only threads marked as resolved are displayed in the comment panel
Teammate Tagging & Alerts
"As a team member, I want to tag colleagues in comments so that they receive timely notifications and can contribute to the discussion."
Description

Allow users to @-tag teammates in any comment or reply, triggering in-app notifications and optional email alerts. Notification preferences should be customizable (immediate, daily digest, or off). This requirement ensures the right stakeholders are looped in promptly and reduces communication delays.

Acceptance Criteria
Tagging a single teammate in a new comment
Given a user types '@' followed by a valid teammate username in a new comment When the user submits the comment Then the tagged teammate receives an in-app notification and an email alert according to their notification preferences
Tagging multiple teammates in a reply
Given a user includes multiple valid '@username' tags in a reply When the reply is posted Then each tagged teammate receives separate in-app notifications and email alerts according to their preferences
Immediate notification preference
Given a teammate's notification preference is set to immediate When they are tagged in any comment or reply Then they receive the in-app notification and email alert within 5 seconds
Daily digest notification preference
Given a teammate's notification preference is set to daily digest When they are tagged in one or more comments or replies during the day Then they receive a single summary email at 6 PM local time listing all tag notifications
Notification preference turned off
Given a teammate's notification preference is set to off When they are tagged in any comment or reply Then no in-app notifications or emails are generated but the tag appears in their notification center as unread
Live Document Co-Editing
"As an educator, I want to co-edit application forms in real time with colleagues so that we can integrate suggestions instantly and reduce back-and-forth."
Description

Support simultaneous editing of shared documents within CollaborativeCanvas. Changes by multiple users should merge in real time, highlight each contributor’s cursor and edits, and offer an undo/redo history per user. This promotes collaborative drafting and minimizes version conflicts.

Acceptance Criteria
Real-Time Edit Synchronization
Given two or more users are editing the same document concurrently, when any user makes a change (insert, delete, or formatting), then all other users must see that change reflected in the document within 1 second; Changes must merge without overwriting collaborators’ edits.
Cursor and Selection Visibility
Given multiple users editing concurrently, when a user moves their cursor or selects text, then each other user's view displays a uniquely colored cursor and selection highlight labeled with that user's name in real time.
Individual Undo/Redo History
Given a user performing a sequence of edits, when the user triggers undo or redo, then only that user's edits revert or reapply in chronological order without affecting other users' recent changes; Undo/redo operations must complete within 0.5 seconds.
Offline Edit Synchronization
Given a user loses network connectivity, when they make edits offline and then reconnect, then the system merges non-conflicting changes automatically and prompts the user to manually resolve any conflicting edits via a side-by-side diff interface within 2 seconds.
Document Load and Save Integrity
Given any user opens or refreshes the document, when loading completes, then it displays the most recent server state including all collaborative edits with no data loss; and when a user closes the session, any unsaved changes are automatically saved to the server and available on next load within 3 seconds.
Comment History and Audit Trail
"As an administrator, I want to view the full history of comment interactions so that I can audit decisions and track progress over time."
Description

Maintain a complete history of all comments, replies, status changes, and edits. The audit trail should display who made each change, when it occurred, and allow export to CSV or PDF. This feature supports compliance, accountability, and retrospective analysis of collaboration efforts.

Acceptance Criteria
New Comment Logging
Given a user submits a new comment on a document When the comment is saved Then an audit entry is created recording comment ID, author name, content snapshot, and exact timestamp
Comment Edit Logging
Given a user edits an existing comment When the edit is confirmed Then the audit trail contains a record with original content, updated content, editor’s user ID, and edit timestamp
Status Change Tracking
Given a comment’s status is changed to resolved or reopened When the change occurs Then the audit log records comment ID, previous status, new status, responsible user, and change timestamp
Audit Trail Export
Given a user requests an audit export When the export is initiated Then the system generates a downloadable CSV or PDF containing all audit entries with fields for entry type, comment ID, user, timestamp, and content changes
Audit Trail Filtering and Display
Given a user views the audit trail panel When filters for date range, user, or action type are applied Then only matching audit entries are displayed in chronological order

FeedbackPulse

Visualizes key metrics on reviewer engagement—such as comment volume, average response times, and resolution rates—helping teams identify bottlenecks and optimize their review process.

Requirements

Reviewer Engagement Data Aggregator
"As a nonprofit administrator, I want all reviewer interactions automatically collected and structured so that I can trust the underlying data driving my engagement metrics."
Description

Develop a backend module that continuously collects and normalizes reviewer interaction data—including comment counts, timestamps, and resolution events—from multiple touchpoints within Awardly. This component ensures data integrity, provides a single source of truth for all engagement metrics, and seamlessly integrates with existing grant and award workflows to power downstream visualizations.

Acceptance Criteria
Real-Time Aggregation of Reviewer Comments
Given the backend is running, when a reviewer submits a comment via any interface (web UI, email, or mobile app), then the system must record the comment count and timestamp in the central data store within 2 seconds.
Normalization of Timestamp Formats
Given disparate timestamp inputs (ISO 8601, Unix epoch, etc.), when ingestion occurs, then the system must convert all timestamps to UTC ISO 8601 format and verify consistency across all records.
Integration Verification with Existing Workflows
Given a reviewer resolution event within an active grant workflow, when the event is finalized, then the aggregator must detect the resolution, log the event, and update the corresponding workflow status in Awardly within 3 seconds.
Scalability Under High Data Volume
Given 1,000 concurrent reviewer interactions per minute, when the module collects and normalizes data, then the system must sustain at least a 95% success rate and maintain average processing latency under 500ms per record.
Failure Recovery and Error Logging
Given a temporary database disconnection during data ingestion, when an error occurs, then the module must retry up to three times, log the error with timestamp and details, and ensure no data loss or duplication.
Real-time Metrics Visualization
"As an educator, I want to see up-to-the-minute engagement statistics in visual form so that I can quickly identify areas needing my attention."
Description

Implement an interactive dashboard component that displays key reviewer engagement metrics—such as comment volume, average response times, and resolution rates—in real time. Include filterable charts and drill-down capabilities to allow users to explore data by reviewer, grant cycle, or time period. Integrate this component into the main Awardly interface for immediate, at-a-glance insights.

Acceptance Criteria
Automatic Real-time Metrics Refresh
Given the dashboard is open, when new reviewer engagement data is available on the server, then the dashboard charts update within 5 seconds without requiring a manual refresh.
Filter Metrics by Reviewer
Given the user selects a specific reviewer from the reviewer dropdown, when the selection is made, then the displayed comment volume, average response time, and resolution rate charts update to reflect only that reviewer’s data within 2 seconds.
Grant Cycle Detailed View
Given the user clicks on a grant cycle segment in the summary chart, when the segment is clicked, then a drill-down view displays detailed metrics (comment volume, response time, resolution rate) for that specific cycle in a new panel.
Time Period Filter Application
Given the user selects a custom time range using the date picker, when the date range is applied, then all charts update to show data only within that range and display a timestamp of the applied filter.
Interactive Chart Drill-down Response
Given the user hovers over or clicks on any data point in a chart, when the action is taken, then a tooltip or sidebar appears showing the exact metric values and a link to view more details.
Configurable Alert Mechanism
"As a grant manager, I want to receive alerts when reviewer responsiveness drops below acceptable levels so that I can proactively address potential bottlenecks."
Description

Create a notification system that alerts users when engagement metrics breach predefined thresholds—such as unusually high response times or low comment volumes. Allow administrators to set custom alert rules and delivery channels (email, in-app, or SMS). Ensure alerts tie back to specific grants or reviewer assignments for targeted follow-up.

Acceptance Criteria
Custom Alert Rule Configuration
Given an administrator accesses the Configurable Alert Mechanism settings, When they define a new rule with metric type, threshold value, and trigger condition, Then the rule is saved and listed under active alert rules.
Alert Delivery Channel Selection
Given an administrator configures an alert rule, When they select one or more delivery channels (email, in-app, SMS), Then alerts are successfully sent via all chosen channels upon threshold breach.
Threshold Breach Detection
Given existing engagement metrics exceed the predefined threshold, When the system processes metric updates, Then an alert is immediately generated and queued for delivery.
Grant-Specific Alert Linking
Given an alert is generated for a breached metric, When the user views the alert details, Then the alert clearly identifies the associated grant or reviewer assignment with a direct link.
Notification Content Accuracy
Given an alert is dispatched, When the recipient reads the notification, Then it contains the metric name, actual value, threshold value, and a timestamp of trigger.
Historical Trend Analysis
"As a program director, I want to compare reviewer engagement trends across multiple grant cycles so that I can assess process improvements and allocate resources effectively."
Description

Build a trend analysis feature that visualizes reviewer engagement over time, highlighting patterns, peaks, and troughs across grant cycles. Provide comparison tools to analyze current performance against past periods and exportable reports for stakeholder presentations. Embed this analysis within the FeedbackPulse dashboard for cohesive insights.

Acceptance Criteria
Monthly Engagement Trend Visualization
Given a user selects the ‘Monthly Trend’ view and a timeframe of the last 12 months, when applied, then the line chart displays reviewer engagement metrics for each month with tooltips showing exact comment volume, average response time, and resolution rate.
Historical Period Comparison
Given a user selects two distinct grant cycle periods for comparison, when applied, then the system overlays their trend lines in different colors and provides a summary table showing the percentage change for each metric between the two periods.
Grant Cycle Filter Application
When the user applies a specific grant cycle filter, then only engagement data from that cycle is displayed in all trend charts, summary statistics, and comparison tools within the trend analysis feature.
Exportable Trend Report Generation
Given a user clicks the ‘Export Report’ button and selects PDF or CSV format, when confirmed, then the system generates and initiates a download of a file containing the trend charts, data tables, and comparison summaries correctly formatted within 10 seconds.
Embedded Dashboard Consistency
When the trend analysis feature is viewed within the FeedbackPulse dashboard, then its styling, navigation elements, and responsive layout are consistent with other dashboard modules and meet WCAG 2.1 AA accessibility standards.
Reviewer Performance Insights Panel
"As an administrator, I want to view each reviewer’s performance metrics so that I can make informed decisions when assigning new reviews and recognize top contributors."
Description

Design a dedicated panel that surfaces individual reviewer performance metrics—such as average turnaround time, comment quality score, and resolution effectiveness. Offer peer benchmarking and visual cues (e.g., performance badges) to foster accountability. Integrate the panel with reviewer profiles for seamless access during reviewer selection and assignment.

Acceptance Criteria
Opening the Reviewer Performance Insights Panel
Given an administrator navigates to a reviewer’s profile and selects the Performance Insights tab, When the panel loads, Then it displays all performance metrics within 2 seconds without errors.
Displaying Average Turnaround Time
Given the Performance Insights panel is loaded, When metrics are fetched, Then the average turnaround time is shown as a numeric value (in days) and a colored visual bar that matches defined SLA thresholds.
Showing Comment Quality Score Visualization
Given comment quality data is available, When the panel renders, Then it displays a score between 0–100 alongside a bar chart that accurately reflects distribution of quality scores.
Benchmarking Against Peer Group
Given the reviewer’s peer group is defined, When the benchmarking section is viewed, Then the reviewer’s metric is shown relative to the group average with clear indicators for above, meeting, or below peer performance.
Integration with Assignment Workflow
Given an administrator opens the reviewer assignment dialog, When viewing available reviewers, Then a condensed performance insights thumbnail is accessible and clicking it navigates to the full Reviewer Performance Insights panel.

Persona Pathfinder

Tailors the onboarding journey by identifying your user persona and configuring Awardly’s interface accordingly. Saves time and boosts confidence as you receive only the most relevant tips, workflows, and examples aligned with your role from Day One.

Requirements

Persona Questionnaire Setup
"As a new nonprofit administrator, I want to complete a guided questionnaire about my role and preferences so that Awardly can tailor its interface and tips to my specific needs."
Description

Implement an interactive, multi-step questionnaire presented during onboarding that captures key user role attributes such as job function, expertise level, and preferred workflows. This component should integrate seamlessly with Awardly’s onboarding flow, provide clear guidance at each step, and store responses securely for subsequent configuration processes.

Acceptance Criteria
First-Time User Questionnaire Launch
Given a new user logs in for the first time When the onboarding flow reaches the questionnaire step Then the Persona Questionnaire modal automatically appears with a visible progress indicator and the 'Next' button disabled until at least one response is selected
Multi-Step Questionnaire Navigation
Given a user is on any questionnaire step When the user clicks 'Next' Then the system saves the current answers, advances to the next step, updates the progress indicator, and enables the 'Back' button to return to previous steps retaining all entered responses
Secure Response Storage
Given a user submits questionnaire responses When the final step is completed Then all responses are encrypted in transit and at rest, stored in the user’s profile without data loss, and accessible only by authorized onboarding configuration services
Dynamic UI Configuration Based on Responses
Given a user completes the questionnaire When the system processes the responses Then Awardly’s dashboard hides irrelevant tips, displays role-specific workflows, and loads customized example templates within 10 seconds
Onboarding Flow Continuation Post-Questionnaire
Given the questionnaire is completed When the user clicks 'Finish' Then the system redirects the user to the personalized dashboard or next onboarding module, applying the configured settings without requiring manual navigation
Persona Data Validation
"As a user, I want the system to validate my questionnaire responses immediately so that I can correct any mistakes and ensure my persona profile is accurate."
Description

Develop client- and server-side validation rules for all questionnaire inputs to ensure data accuracy and completeness. The system should provide real-time feedback on missing or inconsistent entries, support dynamic rule updates based on persona types, and log validation errors for analysis.

Acceptance Criteria
Missing Required Field Feedback
Given a questionnaire form is displayed, when the user focuses out of a required input without entering data, then the system highlights the field in red and displays a "This field is required" message in real-time on the client side.
Inconsistent Input Detection
Given the user enters a date of certification earlier than their date of birth, when the inputs are validated on client or server, then the system displays an error "Certification date cannot precede birth date" and prevents form submission.
Dynamic Persona-Specific Rule Enforcement
Given the user selects the "Educator" persona, when additional validation rules for that persona are updated in the system, then any persona-specific inputs must be validated against the updated rules, blocking invalid entries with appropriate error messages.
Real-Time Client-Side Validation
Given the user inputs data into any questionnaire field, when the data meets the validation rules, then the system immediately displays a green checkmark icon beside the field without waiting for form submission.
Server-Side Validation Error Logging
Given invalid data bypasses client-side validation and reaches the server, when server-side validation fails, then the system logs the error with timestamp, user ID, field name, and error type in the centralized validation logs for analysis.
Adaptive Interface Configuration
"As an educator, I want Awardly’s interface to automatically show the workflows and tools relevant to my role so that I can focus on tasks that matter most without distraction."
Description

Create a configuration engine that maps persona questionnaire results to Awardly’s UI components, enabling dynamic enablement or hiding of menu items, workflows, and tooltips. The engine should load persona-specific settings at first login and adapt in real time if the user updates their persona.

Acceptance Criteria
Initial Persona Load at First Login
Given a new user completes the persona questionnaire; When the user logs in for the first time; Then the system retrieves the persona settings; And UI components (menu items, workflows, tooltips) are enabled or hidden according to the persona mapping; And no components outside the persona profile are displayed.
Real-Time Persona Change Triggers Interface Update
Given an existing user updates their persona selection in profile settings; When the change is saved; Then the interface refreshes without requiring logout or manual reload; And UI components are dynamically shown or hidden to match the new persona; And a confirmation message is displayed.
Persona-Based Menu Item Visibility Enforcement
Given the persona mapping defines visible and hidden menu items; When the interface loads or updates; Then only menu items assigned to the user's persona are accessible; And attempts to access hidden items produce a 'not available' indication; And unauthorized access is prevented.
Persona-Tailored Tooltip and Workflow Activation
Given the user’s persona includes specific tooltips and workflows; When the user navigates through related interface modules; Then the predefined tooltips appear contextually for relevant components; And persona-specific workflows are suggested in the dashboard; And irrelevant tooltips or workflows do not appear.
Persona Configuration Persistence Across Sessions
Given a user’s persona settings are saved to their profile; When the user logs out and logs back in later; Then the previously applied UI configuration reflecting the persona is re-applied; And no default or mismatched components are displayed; And any subsequent persona changes continue to persist correctly.
Role-Specific Tip Modules
"As a first-time user, I want to see helpful examples and tips tailored to my role so that I can learn how to use Awardly effectively from Day One."
Description

Design and curate a library of context-aware tips, tutorials, and best-practice examples tagged by persona type and task flow. Integrate a module in the onboarding UI that surfaces the top 5 relevant tips for each persona, with metrics tracking which tips drive engagement.

Acceptance Criteria
Educator Persona Onboarding Tip Display
Given a new user selects 'Educator' persona during onboarding When the onboarding completes Then the dashboard displays the top 5 tips tagged 'educator' sorted by relevance
Grant Administrator Persona Tip Selection
Given a new user selects 'Grant Administrator' persona When the onboarding completes Then the dashboard displays the top 5 tips tagged 'grant administrator' sorted by relevance
Tip Engagement Metrics Capturing
Given a user clicks on any tip When the click event occurs Then the system logs tip_id, user_id, and timestamp and updates engagement metrics within 5 minutes
Role Change Tip Update
Given an existing user updates their persona in settings When the change is saved Then the dashboard refreshes and displays the top 5 tips for the new persona within 2 seconds
Tip Relevance Filtering
Given more than 5 tips are tagged for a persona When querying tips for display Then the system selects the 5 tips with the highest click-through rate in the last 30 days
Onboarding Progress Dashboard
"As a new user, I want to see my progress through the onboarding steps so that I know which tasks remain and can complete my personalized configuration efficiently."
Description

Build a dashboard widget that visually tracks the user’s onboarding progress through the Persona Pathfinder steps, displaying completed tasks, pending actions, and next recommended steps. The dashboard should update in real time, send reminder notifications for stalled steps, and allow users to revisit completed sections.

Acceptance Criteria
Real-Time Progress Visualization
Given the user completes or skips a Persona Pathfinder step, when the dashboard is open, then the progress widget visually reflects the change within 2 seconds, displaying the updated percentage and marked step status.
Reminder Notification Delivery
Given a user has not completed the next required onboarding step within 48 hours, when the 48-hour threshold is reached, then the system sends both an in-app notification and an email reminder containing a direct link to the pending step.
Completed Section Revisit Availability
Given the user has previously completed a Persona Pathfinder section, when they click on the completed section’s title in the dashboard widget, then the system reopens the section content in editable mode without resetting the user’s previous inputs.
Next Recommended Step Suggestion
Given the user finishes a Persona Pathfinder step, when the dashboard refreshes, then the widget highlights the next recommended step based on the user’s identified persona, and displays a tooltip explaining the rationale for the recommendation.
Data Synchronization and Refresh Performance
Given multiple user actions occur simultaneously in the Persona Pathfinder, when the dashboard is loaded or refreshed, then it displays consistent, real-time onboarding progress data with a maximum data latency of 1 second.

ContextCue Hints

Delivers smart, inline tooltips exactly when and where you need them in the UI. These contextual cues highlight key buttons, explain form fields, and suggest next steps—eliminating guesswork and helping you learn Awardly’s features organically as you work.

Requirements

Smart Tooltip Trigger
"As a nonprofit administrator, I want to see hints exactly when I interact with unfamiliar buttons so that I can learn to use the interface without leaving my workflow."
Description

Implement a dynamic trigger system that displays contextual hints exactly when users hover over or focus on specific UI elements. These inline tooltips should provide concise explanations of buttons, form fields, and suggested next steps without obstructing the overall workflow. Tooltips must appear seamlessly as part of the interface, automatically dismiss upon user interaction, and respect user preferences for frequency.

Acceptance Criteria
Tooltip Appears on Hover Over Button
Given the user hovers over a button, when the cursor remains over the button for more than 200ms, then a tooltip with the correct contextual hint is displayed adjacent to the button without obscuring the button’s label.
Tooltip Appears on Focus via Keyboard Navigation
Given the user navigates to a form field using the Tab key, when the field receives focus, then a tooltip appears within 200ms and remains visible until focus moves away or the user dismisses it.
Tooltip Dismisses on User Interaction
Given a tooltip is displayed, when the user clicks outside the tooltip area or presses the Escape key, then the tooltip closes within 100ms and does not reappear for that UI element until the next interaction cycle.
User Preference Frequency Respected
Given the user has set the tooltip frequency preference to “once per session,” when they interact with the same UI element multiple times during a session, then the tooltip appears only on the first interaction and remains hidden for subsequent interactions.
Tooltip Position Adjusts to Prevent Obstruction
Given the UI element is near the viewport edge, when the tooltip is triggered, then it dynamically repositions itself (above, below, left, or right) to remain fully visible within the viewport boundaries.
Customization and Scheduling
"As an Awardly administrator, I want to configure hint frequency and content so that advanced users aren’t overwhelmed while new users receive detailed guidance."
Description

Build an administrative panel allowing configuration of which tooltips appear, the order they’re delivered in, display frequency, and scheduling windows. Administrators should be able to disable specific hints, set user segments, and choose whether tips auto-dismiss or wait for explicit closure. This ensures tailored guidance aligned with user expertise and organizational policies.

Acceptance Criteria
Tooltip Display Schedule Configuration
Given an administrator defines a scheduling window for ContextCue hints When a user accesses the interface within the defined window Then the hints designated for that window are displayed to the user And no hints appear outside the scheduled period
Tooltip Order Customization
Given an administrator sets a custom display order for multiple ContextCue hints When a user triggers the first related UI element Then the hints appear sequentially in the administrator-defined order And each hint only appears after the previous one is dismissed
Hint Disabling by Administrator
Given an administrator disables a specific ContextCue hint When a user performs the associated action or navigates to the related UI element Then the disabled hint does not appear for that user under any circumstances
Auto-dismiss vs Explicit Close Setting
Given an administrator configures a hint to auto-dismiss after a set duration When the hint appears for the user Then it automatically closes after the specified time elapses And if configured for explicit closure, it remains visible until the user manually closes it
User Segment-based Tooltip Assignment
Given an administrator assigns ContextCue hints to a specific user segment When a user belonging to that segment logs in and accesses relevant UI elements Then the user only sees the hints assigned to their segment And users outside the segment do not see those hints
Adaptive Tooltip Positioning
"As a user on varying screen sizes, I want tooltips to reposition automatically so that they’re always fully visible and readable."
Description

Develop a positioning engine that dynamically calculates the optimal placement of each tooltip to ensure visibility and prevent clipping or overlap. The system must consider viewport boundaries, responsive layouts, and element states (e.g., modals or side panels) to reposition hints in real time. It must gracefully handle window resizing and scrolling events.

Acceptance Criteria
Tooltip repositioning at viewport edge
Given a target element is within 20px of the viewport’s right or bottom edge when a tooltip is triggered, when the positioning engine calculates placement, then the tooltip is displayed fully within the viewport without clipping.
Tooltip adjustment within a modal dialog
Given a tooltip is attached to an element inside an active modal, when the tooltip is rendered, then it appears within the modal bounds and does not overlap or extend beyond the modal container.
Tooltip realignment on window resize
Given a tooltip is visible when the user resizes the browser window, when the resize event completes, then the tooltip recalculates its position and remains fully visible relative to its target element.
Tooltip repositioning during page scrolling
Given a tooltip is active as the user scrolls the page, when the scrolling stops, then the tooltip updates its position to stay adjacent to the target element and remains fully within the viewport.
Tooltip avoidance of element overlap
Given multiple UI elements with tooltips are in close proximity, when two or more tooltips are displayed simultaneously, then each tooltip positions itself to avoid overlapping other tooltips or interactive elements.
Analytics and Feedback Collection
"As a product manager, I want to see which tooltips users engage with so that I can refine content and improve user onboarding."
Description

Integrate analytics tracking for each tooltip impression, interaction (clicks or hovers), dismissals, and time-on-screen. Collect optional user feedback (e.g., helpful/not helpful) to refine content. Provide reports in the admin dashboard showing engagement metrics, low-performing tips, and suggestions for improvement.

Acceptance Criteria
Tooltip Impression Tracking
Given a tooltip appears on the user’s screen, when the tooltip is rendered, then the system logs an impression event including tooltip ID, timestamp, and user session identifier.
Tooltip Interaction Logging
Given a user hovers over or clicks a tooltip, when hover duration exceeds 200ms or a click occurs, then the system records the interaction type, tooltip ID, timestamp, and duration of hover if applicable.
Tooltip Dismissal Collection
Given a user dismisses a tooltip via close button or escape key, when the dismissal action occurs, then the system logs a dismissal event with tooltip ID, timestamp, and dismissal method.
User Feedback on Tooltip
Given a feedback prompt is displayed after interacting with a tooltip, when the user selects 'helpful' or 'not helpful', then the system records the feedback value linked to the tooltip ID and confirms receipt to the user.
Tooltip Engagement Reporting in Dashboard
Given an admin accesses the Analytics Dashboard, when viewing the Tooltip Engagement section, then the dashboard displays total impressions, total interactions, dismissal rate, average time-on-screen, and lists of top- and low-performing tooltips.
Low-Performing Tooltip Identification and Suggestion Generation
Given engagement metrics are calculated, when a tooltip’s interaction rate falls below the predefined threshold of 20%, then the system flags the tooltip in the report and generates at least one improvement suggestion for review.
Localization and Accessibility
"As a visually impaired educator, I want tooltips to be accessible via screen readers and available in my preferred language so that I can fully utilize Awardly."
Description

Ensure all contextual hints support multiple languages and adhere to WCAG 2.1 AA standards. Implement resource files for translations, allow right-to-left text rendering, and include ARIA attributes for screen readers. Provide fallback logic to default language if translations are missing.

Acceptance Criteria
Tooltip Localization in Selected Language
Given the user’s UI language is set to French, when contextual hints are displayed, then all hint text is loaded from the French resource file and displayed in French.
Right-to-Left Text Rendering in Tooltips
Given the user’s UI language is Arabic, when contextual hints appear, then text is rendered right-to-left and tooltip layout aligns correctly for RTL orientation.
ARIA Attributes Support for Screen Readers
Given a tooltip is present, when a screen reader navigates to its trigger element, then the tooltip uses role="tooltip" and aria-describedby attributes so its content is announced.
Translation Fallback to Default Language
Given a translation key is missing for the selected language, when the tooltip loads, then the English default text is displayed and a missing-translation event is logged.
WCAG Contrast Compliance for Tooltips
Given any contextual hint is visible, then its text and background color combinations have a contrast ratio of at least 4.5:1 according to WCAG 2.1 AA standards.

Workflow Wayfinder

Offers bite-sized, step-by-step micro-tutorials for common tasks—like drafting a proposal or scheduling reminders—complete with visual overlays and checkmarks for each completed action. Helps you build competence quickly without leaving your current screen.

Requirements

Interactive Overlay Guidance
"As a nonprofit administrator, I want interactive overlays that visually guide me through drafting a proposal step-by-step so that I can learn the process quickly and confidently without switching screens."
Description

Provides an interactive visual overlay that highlights UI elements and guides users step-by-step through tasks, enabling hands-on learning directly within the application. It reduces onboarding friction by allowing users to complete tasks with real-time guidance and visual cues without leaving their current context.

Acceptance Criteria
Onboarding Tutorial Launch
Given a first-time user clicks the 'Start Tutorial' button, When the overlay initializes, Then the first UI element is highlighted with instructional text and navigation controls appear
Guided Form Field Completion
Given a user is guided to complete a form field, When the overlay highlights the field, Then the user must enter valid input and see a visual confirmation checkmark before proceeding
Sequential Step Navigation
Given the tutorial is in progress, When the user clicks 'Next', Then the previous highlight is removed and the next UI element is highlighted with updated instructions
Visual Overlay Responsiveness
Given the user resizes the browser window or switches device orientation during a tutorial step, When the overlay adjusts, Then the highlighted element and instructional text remain correctly aligned
Tutorial Completion Checkmark
Given the user completes the final tutorial step, When they click 'Finish', Then the overlay closes and a summary message with a completion checkmark is displayed
Tutorial Progress Tracking
"As an educator, I want to see my progress through each micro-tutorial step so that I know exactly which actions I've completed and what still needs to be done."
Description

Tracks and displays the completion status of each micro-tutorial step, including checkmarks for completed actions. Users can easily see which steps are done and which remain, fostering a sense of accomplishment and clarity on remaining tasks.

Acceptance Criteria
Starting a Proposal Tutorial
Given a user opens the proposal drafting micro-tutorial, When the user completes each step, Then a checkmark icon appears next to the corresponding step title, And the overall progress percentage updates accordingly And completed steps are visually distinct with strikethrough and grayed text.
Resuming an Incomplete Tutorial
Given a user returns to an unfinished tutorial, When the tutorial loads, Then previously completed steps remain marked with checkmarks, And the user is directed to the first incomplete step, And the progress bar reflects the saved completion percentage.
Completing All Tutorial Steps
Given a user completes the final step of a micro-tutorial, When the completion action is performed, Then a completion badge is displayed, And the progress indicator shows 100%, And the tutorial is marked as completed in the user's dashboard.
Viewing Tutorial Status on Dashboard
Given a user views the workflow dashboard, When tutorials are listed, Then each tutorial card displays the current completion percentage and total completed checkmarks, And incomplete tutorials feature a "Resume" button, And completed tutorials feature a "Review" button.
Cross-Device Progress Synchronization
Given a user logs in on a second device, When the workflow dashboard loads, Then the micro-tutorial displays the same completed steps and progress percentage as on the first device, And synchronization occurs within 2 seconds.
Contextual Hint Popups
"As a grant manager, I want contextual hints that give me quick tips when I’m unsure about a feature so that I can continue working without stopping to search for documentation."
Description

Offers contextual hint popups that appear when a user hovers or clicks on uncertain or complex UI elements, delivering concise instructions and tips relevant to the current task, thus minimizing confusion and helping maintain workflow momentum.

Acceptance Criteria
Hover-triggered Contextual Hint
Given a user hovers over a complex UI element for more than 500ms, when the hint popup appears, then it must display the correct instruction text within 2 seconds, and disappear immediately when the mouse leaves the element.
Click-activated Hint for Form Fields
Given a user clicks on a form field with an associated hint icon, when the popup displays, then it must include a relevant tip corresponding to the field and offer a dismiss button that closes the popup on click.
Auto-dismissal on Interaction
Given a hint popup is active, when the user interacts with any other part of the application or presses the Escape key, then the popup must close within 200ms and not reappear unless re-triggered.
Contextual Content Accuracy
Given a user triggers a hint on a specific task step, when the popup displays content, then the text must align with the current workflow step and match the approved documentation with zero discrepancies.
Keyboard Accessibility and Focus Management
Given a user navigates to a hint icon using the keyboard, when they press Enter or Space, then the popup must open, receive focus, and subsequently close with Escape while returning focus to the hint icon.
Customizable Micro-Tutorial Library
"As a nonprofit admin, I want to customize micro-tutorials to match our organization’s unique grant submission workflow so that new team members receive training aligned with our internal procedures."
Description

Enables administrators to create, edit, and manage custom micro-tutorial sequences tailored to their organization's specific workflows and policies, ensuring that training materials align precisely with internal processes and terminology.

Acceptance Criteria
Creating New Custom Micro-Tutorial Sequence
Given an administrator on the custom micro-tutorial library page When they click 'Create New Sequence', enter a unique title, add at least three steps with descriptions, assign internal terminology tags, and save Then the new sequence appears in the library with correct title, steps, and tags
Editing Existing Micro-Tutorial Sequence
Given an administrator viewing an existing sequence When they select 'Edit', modify the title, reorder steps, update content, and save Then the changes are reflected immediately in the library and within all assigned workflows
Deleting a Custom Micro-Tutorial Sequence
Given an administrator on the library page When they choose to delete a sequence and confirm the deletion Then the sequence is removed from the library and cannot be accessed or assigned to any workflow
Assigning Sequence to Organizational Workflow
Given an administrator on a workflow management page When they select an existing workflow and choose 'Add Tutorial', select a custom sequence, and confirm Then the sequence is linked to the workflow and prompts appear during workflow execution
Validating Custom Terminology in Sequences
Given an administrator entering terminology tags When the tags contain unsupported characters or exceed fifty characters Then the system displays an inline validation error and prevents saving until the tags comply with allowed format
Cross-Module Navigation Support
"As an educator, I want tutorials that automatically navigate me from the document upload section to the feedback scheduling module so that I can follow workflow steps smoothly without manually finding each page."
Description

Ensures micro-tutorials seamlessly guide users across different modules or sections of the application, automatically navigating and highlighting relevant areas to complete multi-step workflows that span several parts of the system without manual navigation.

Acceptance Criteria
Automated Navigation to Required Module
Given a user is on a current tutorial step requiring a different module, when they click “Next”, then the application must automatically navigate to the target module within 2 seconds and display the corresponding tutorial overlay.
Dynamic Highlighting of UI Elements
Given a tutorial step specifies a UI control in the target module, when the module loads, then the specified control is bordered in a distinct color and accompanied by a tooltip explaining its function.
Seamless Context Persistence Across Modules
Given a user has entered form data in an initial module step, when they navigate automatically to the next module, then all previously entered data remains saved and the tutorial prompts reflect the persisted input.
Error Handling for Navigation Failures
Given an automatic navigation attempt fails due to a network or module load error, when the error occurs, then an alert displays the issue, and the tutorial provides a retry button that succeeds within 5 seconds.
User-Initiated Tutorial Resumption
Given a user pauses a multi-module tutorial, when they return to the tutorial from any module dashboard, then a resume prompt appears and, upon confirmation, navigates to the last incomplete step.
Persistent Tutorial Progress After Refresh
Given a user refreshes the browser mid-tutorial, when the application reloads, then the tutorial automatically resumes at the last completed step, navigates to the correct module, and displays the next instruction.

Progress Pulse

Provides a dynamic onboarding progress bar and milestone badges that track your learning journey. Visual feedback on completed tutorials and upcoming lessons motivates you, ensures you stay on track, and celebrates your mastery of Awardly’s core workflows.

Requirements

Dynamic Onboarding Progress Bar
"As a new Awardly user, I want to see a visual progress bar updating in real time so that I know exactly how much of the onboarding process I’ve completed and what steps remain."
Description

Implement a real-time, horizontally oriented progress bar that visually represents the user’s completion status through each step of the Awardly onboarding tutorials. The bar should update dynamically as users complete learning milestones, integrate seamlessly with the existing dashboard, and preload each segment to provide smooth transitions. This feature enhances user engagement by offering immediate feedback, reducing confusion about next steps, and motivating completion of all core workflows.

Acceptance Criteria
Initial Tutorial Load
Given a new user lands on the onboarding page, When the progress bar is rendered, Then all steps appear with equal width segments and zero progress filled
Milestone Completion Update
Given a user completes a tutorial step, When the step is marked complete, Then the progress bar fills the corresponding segment immediately and updates percentage text accordingly
Segment Preload Smooth Transition
Given the next tutorial step is not yet viewed, When the user hovers or clicks to progress, Then the next segment is preloaded and transitions smoothly within 200ms
Dashboard Integration Consistency
Given the user navigates away from and returns to the dashboard, When the onboarding progress bar is displayed, Then it reflects the correct completion state consistent with the user’s last progress
Edge Case: Tutorial Reset
Given a user resets the onboarding progress, When the reset action is confirmed, Then the progress bar resets to 0% and all segments return to their incomplete state
Milestone Achievement Badges
"As a nonprofit administrator, I want to earn and display badges for each tutorial I complete so that I feel recognized and motivated to finish the entire learning path."
Description

Design and award distinct badges for each completed tutorial milestone, such as 'Document Setup Master' or 'Deadline Tracker Pro.' These badges should appear next to the user’s profile and within the onboarding sequence, celebrating achievements and providing shareable visual rewards. Integrating badge logic with user profiles and notification systems encourages continued participation and fosters a sense of accomplishment.

Acceptance Criteria
Badge Display on User Profile
Given a user completes a milestone tutorial, when they view their profile page, then the corresponding milestone badge is visible next to their username with the correct title, icon, and tooltip describing the achievement.
Milestone Badge Award Notification
Given a user completes a milestone tutorial, when the system registers the achievement, then the user receives an in-app notification displaying the badge name, icon, and a congratulatory message immediately after completion.
Badge Appearance in Onboarding Sequence
Given a user advancing through the onboarding sequence, when they finish a milestone section, then the awarded badge appears inline at the end of that section with a visual animation and confirmation message.
Shareable Badge Export
Given a user views their earned badges, when they select the share option on a badge, then a downloadable image and unique shareable link are generated that match the badge’s design and label.
Badge Integration with Notification System
Given any badge-awarded event, when a badge is unlocked, then the system logs the event in the user’s activity feed and sends an email notification if email notifications are enabled.
Badge Persistence Across Sessions
Given a user logs out after earning badges, when they log back in, then all previously earned badges are displayed accurately on their profile and within the onboarding sequence.
Next-Lesson Reminder Notifications
"As an educator, I want to receive timely reminders about my next lesson so that I don’t lose track of the onboarding process and can complete it efficiently."
Description

Create a notification system that automatically reminds users of their upcoming or overdue lessons. Notifications should be configurable for email, in-app banners, and push alerts, triggered based on time elapsed since the last activity or approaching deadlines. This system prevents learners from losing momentum and ensures they stay on track with the onboarding schedule.

Acceptance Criteria
Upcoming Lesson Email Reminder
Given a user has an upcoming lesson scheduled within 24 hours and email reminders are enabled When the notification service executes its daily check Then the system sends a reminder email to the user 24 hours before the lesson start time And the email includes the lesson title, date, time, and a direct link to resume the lesson
Overdue Lesson In-App Banner
Given a user has not completed the previous lesson and the due date has passed When the user logs into the application Then an in-app banner appears at the top of the dashboard indicating the lesson is overdue And the banner provides a button linking to the overdue lesson
Push Notification for Approaching Deadline
Given a user has an upcoming lesson deadline within 2 hours and push notifications are enabled When the system triggers the push notification scheduler Then the user receives a mobile push notification with the lesson name, deadline time, and a prompt to continue learning
Custom Notification Settings Persistence
Given a user updates their notification preferences for email, in-app, or push notifications When the user saves their preferences Then the system persists these settings in the user profile And subsequent reminder notifications use the updated settings without requiring reconfiguration
Notification Timing Accuracy
Given varying time zones and daylight saving adjustments When the system schedules reminder notifications for users globally Then all notifications are delivered based on the user’s local time zone and daylight saving settings And no notifications are sent outside of the user’s configured quiet hours
Progress Insights Dashboard Module
"As a program manager, I want to view analytics on user onboarding progress so that I can identify areas where participants struggle and provide targeted assistance."
Description

Develop an analytics module within Awardly’s dashboard that visualizes individual and cohort completion rates, average time per tutorial, and milestone achievements. Charts and graphs should be interactive, allowing filtering by date range, user role, and tutorial type. This feature equips administrators with actionable insights to identify bottlenecks and tailor support for users who fall behind.

Acceptance Criteria
View Individual Completion Rates
Given an administrator selects a specific user from the user list, when the dashboard loads, then a chart displays the user’s tutorial completion percentage for the selected period within 2 seconds and matches data from the backend.
Analyze Cohort Completion Rates Over a Period
Given an administrator sets a date range filter, when applied, then the cohort completion rate chart updates to show the aggregated completion percentage for all users within that range and supports ranges from one week up to one year.
Assess Average Time Per Tutorial
Given an administrator selects a tutorial from the dropdown, when the selection is made, then the dashboard displays the average time spent on that tutorial by all users, calculated accurately from backend data.
Filter Insights by User Role and Tutorial Type
Given an administrator applies filters for user roles and tutorial types, when filters are applied, then all charts and graphs refresh within 2 seconds to show only data matching the selected filters.
Interact with Milestone Achievements Chart
Given an administrator clicks on a milestone badge in the achievements chart, when clicked, then the dashboard drills down to a list of users who have achieved that milestone and highlights upcoming milestones for those who have not yet achieved it.
Customizable Learning Path Selector
"As a nonprofit admin, I want to customize the order and content of onboarding tutorials so that my team learns only what’s relevant to our processes and can ramp up faster."
Description

Enable administrators to configure and sequence onboarding tutorials based on their organization’s unique workflows. The selector should offer drag-and-drop ordering, conditional branching logic, and the ability to skip irrelevant modules. This flexibility ensures that each user’s learning path aligns with their specific use case, improving relevance and reducing completion time.

Acceptance Criteria
Drag-and-Drop Ordering of Modules
Given the administrator is on the learning path selector interface with modules A, B, and C available When they drag module C to the top position and release Then the module order updates visually to C, A, B And upon saving, the new order persists and displays the same way for all users.
Conditional Branching Configuration
Given the administrator has selected two modules that require conditional logic When they configure a branching rule that directs users to Module X if condition Y is met, and Module Z otherwise Then the system saves the branching logic And during execution, users meeting condition Y are directed to Module X and others to Module Z.
Module Skipping Based on Role
Given the administrator marks certain modules as optional for ‘Project Manager’ role When a user with the ‘Project Manager’ role accesses their learning path Then the marked optional modules are hidden or skipped automatically And the progress bar reflects the adjusted total number of modules.
Saving and Applying Custom Learning Paths
Given the administrator has arranged the module order and configured branching rules When they click ‘Save’ and confirm changes Then the system persists the customized learning path in the database And displays a success message confirming the path is saved.
Visual Feedback on Path Updates
Given the administrator makes any changes to the learning path configuration When they select ‘Preview Path’ mode Then the interface displays an updated progress bar and milestone badges reflecting the new sequence and branching logic And highlights modules that will be skipped or conditional.

Adaptive Ascent

Monitors your interactions and tailors tutorial difficulty in real time. If you breeze through basics, you unlock advanced tips; if you hesitate, onboarding slows down with additional guidance—ensuring a smooth learning curve that matches your pace.

Requirements

Real-time Interaction Tracker
"As a new user, I want the system to monitor my actions in real time so that the tutorial adapts to my pace and prevents me from getting overwhelmed or bored."
Description

Continuously captures and analyzes user interactions such as clicks, form inputs, and navigation events during the onboarding tutorial. This data informs the system of the user’s proficiency level and learning pace. By maintaining a granular activity log, the tracker ensures the adaptive engine has up-to-date insights to adjust content difficulty in real time.

Acceptance Criteria
Rapid Progress Detection
Given a user completes three consecutive tutorial steps in under 30 seconds each, when interactions are captured, then the tracker flags the user proficiency as 'Advanced' and unlocks advanced tips.
Stalled Progress Detection
Given a user spends more than 60 seconds idle on a step, when no interactions are captured for 60 seconds, then the tracker logs a 'Hesitant' state and the tutorial provides additional guidance.
Real-time Logging Integrity
Given any click, form input, or navigation event during a tutorial session, when the event occurs, then the tracker logs the event with a timestamp and event type to the server within 100ms latency.
Adaptive Engine Update
Given new proficiency data is logged, when the tracker updates the user proficiency level, then the adaptive engine receives the updated data and adjusts content difficulty within 1 second.
Live Dashboard Reflection
Given the tracker logs proficiency changes, when data is sent to the dashboard, then the dashboard displays the updated difficulty level indicator in real time without requiring a manual refresh.
Adaptive Difficulty Algorithm
"As a learner, I want the tutorial difficulty to adjust based on my current performance so that I can learn effectively without feeling lost or unchallenged."
Description

Implements a dynamic algorithm that evaluates interaction metrics to determine the appropriate tutorial difficulty. The algorithm increases challenge when metrics indicate proficiency and provides additional guidance when metrics show hesitation or errors. This ensures each user experiences a learning curve tailored to their individual progress.

Acceptance Criteria
User Progressing Through Modules Quickly
Given the user's average completion time for basic modules is below the proficiency threshold and error rate is under 5%, When the user finishes a module, Then the algorithm increments the difficulty level by one for the next module.
User Hesitating on Key Concepts
Given the user pauses or requests hints more than three times in a module and the error rate exceeds 20%, When the system evaluates interaction metrics, Then the next module difficulty decreases by one level and an additional tutorial tip is displayed.
Real-Time Quiz Difficulty Adjustment
Given the user answers the first three quiz questions correctly in under 30 seconds each, When the quiz progresses to question four, Then the system selects a question from the next higher difficulty tier.
Inconclusive Interaction Metrics
Given the algorithm cannot determine a clear proficiency trend after five interactions, When no significant improvement or decline is detected, Then maintain current difficulty level and prompt the user to proceed with optional practice exercises.
Persistent Error Pattern Detection
Given the user makes identical misconceptions on a concept at least three times across modules, When the pattern of errors is recognized, Then the system provides a targeted explanation and adjusts future content to include reinforcement examples for that concept.
Personalized Tip Recommendation Engine
"As a user who is struggling with a specific tutorial step, I want to receive personalized tips so that I can overcome obstacles and continue learning smoothly."
Description

Generates context-sensitive tips and hints tailored to the user’s recent actions and detected pain points. When users struggle with a task, the engine surfaces detailed guidance; when users excel, it offers advanced best practices. This targeted support accelerates user mastery and reduces frustration.

Acceptance Criteria
Initial User Struggle Detection
Given a user fails to complete a form field after two attempts, When the system detects repeated errors, Then the engine displays a contextual tip related to that field within the sidebar in under 2 seconds.
Expert User Advanced Suggestion
Given a user completes three tasks successfully in under one minute, When the system logs the completion times, Then the engine surfaces an advanced best practice tip relevant to the next tutorial step in the dashboard notification area.
Real-Time Tip Update
Given a user switches tasks mid-session, When the previous tip is no longer relevant, Then the system removes the outdated tip and displays a new tip matching the current task within one second.
User Acknowledgement Tracking
Given a tip is displayed, When the user clicks ‘Got it’ or dismisses the tip, Then the system records the acknowledgement and does not re-display the same tip during that session.
Tooltip Accessibility Compliance
Given a tip is displayed, Then it must include ARIA labels for screen readers, be fully keyboard navigable, and meet WCAG AA color contrast standards.
Progression Unlock Mechanism
"As a confident user, I want advanced tutorial modules to become available automatically when I’m ready so that I can continue progressing without unnecessary delays."
Description

Automatically unlocks subsequent tutorial modules or advanced features once users demonstrate mastery of current content. This mechanism uses predefined proficiency thresholds to grant access, ensuring users only advance when ready and maintaining engagement through timely progression.

Acceptance Criteria
Unlock Next Module After Mastery
Given a user completes Module N with a proficiency score >= predefined threshold, When the system processes the completion, Then Module N+1 appears unlocked in the user's dashboard and is accessible within 5 seconds.
Prevent Unlock When Proficiency Below Threshold
Given a user completes Module N with a proficiency score < predefined threshold, When the system processes the completion, Then Module N+1 remains locked and the user receives a notification detailing unmet criteria and a link to review materials.
Threshold Evaluation at Module Completion
Given a module completion event, When the system retrieves the user's performance metrics and compares against the stored proficiency threshold, Then the comparison completes successfully without errors and logs the evaluation result in the audit log.
Re-evaluate Proficiency Upon Return
Given a user logs in after 7 days of inactivity, When the system triggers proficiency re-evaluation, Then any modules previously completed with scores >= threshold are unlocked automatically and displayed as accessible in the dashboard.
Block Manual Access to Locked Module
Given a user attempts to access Module N+1 via a direct URL without meeting the threshold, When the request is intercepted, Then the system redirects the user to Module N and displays a message listing the requirements to unlock Module N+1.
Tutorial Performance Analytics Dashboard
"As a product manager, I want to view analytics on user learning curves and interaction patterns so that I can improve the onboarding experience and adjust the adaptive thresholds."
Description

Provides administrators and product teams with a dashboard displaying aggregated user performance data, including average completion times, difficulty adjustment frequency, and common struggle points. This insight helps stakeholders refine tutorial content and optimize the adaptive parameters.

Acceptance Criteria
Initial Dashboard Rendering
Given an administrator navigates to the Tutorial Performance Analytics Dashboard, When the page loads, Then the dashboard displays average completion times, difficulty adjustment frequencies, and top three struggle points within 5 seconds.
Date Range Filtering
Given an administrator selects a custom date range filter, When the filter is applied, Then only performance data within the specified date range is displayed and metrics are recalculated accordingly.
Struggle Point Identification
Given aggregated user interaction data is available, When the dashboard processes the data, Then it highlights the top three most common struggle points with their occurrence counts.
Data Export Functionality
Given the administrator clicks the Export CSV button, When the export action is confirmed, Then a CSV file containing timestamped metrics for completion times, adjustment frequencies, and struggle points is generated and downloaded.
Automatic Data Refresh
Given new tutorial performance data is ingested or every 5 minutes, When the dashboard auto-refresh triggers, Then the displayed metrics update without requiring a manual page reload.

Instant Assist

Integrates a context-aware help panel within your onboarding flow, offering quick answers, relevant help articles, and chat assistance. Enables you to resolve questions immediately without disrupting your workflow, reducing frustration and speeding up your ramp-up time.

Requirements

Context-Aware Query Recognition
"As a new Awardly user, I want Instant Assist to recognize what step I’m on and show me relevant guidance so that I can quickly resolve my questions without interrupting my workflow."
Description

The system dynamically identifies the user’s current onboarding step and screens context, then surfaces relevant help articles and suggested chat topics directly within the Instant Assist panel. This feature integrates with the onboarding flow metadata, user actions, and form states to provide targeted assistance exactly when and where it’s needed, reducing the need to navigate away from the workflow and accelerating issue resolution.

Acceptance Criteria
User on Step 3 Selecting Grant Type
Given the user is on onboarding step 3 selecting a grant type, when the Instant Assist panel loads, then the panel displays at least one help article about grant types and at least three suggested chat topics related to selecting a grant type.
User Filling Out Eligibility Form Fields
Given the user enters an invalid response in the eligibility form, when the form validation fails, then the Instant Assist panel displays the eligibility criteria help article and provides a chat suggestion to clarify eligibility requirements.
User Stuck at Upload Documents Section
Given the user pauses for more than 15 seconds on the document upload section, when inactivity is detected, then the Instant Assist panel proactively suggests the document formatting guidelines article and offers a chat prompt to troubleshoot upload errors.
First-Time User Accessing Instant Assist
Given a first-time user begins the onboarding flow, when the Instant Assist panel appears for the first time, then it displays a welcome message along with the top five most accessed onboarding help articles.
Returning User Seeking Clarification on Deadline Tracking
Given a returning user reaches the deadline tracking screen, when Instant Assist loads, then the panel surfaces the user’s two most recent queries about deadlines and suggests a chat topic titled 'View upcoming deadlines'.
In-Panel Article Search
"As an educator using Awardly, I want to search and filter help articles directly in the onboarding panel so that I can access precise instructions without switching windows."
Description

Within the Instant Assist side panel, users can perform full-text searches across the entire help knowledge base. Search results include filtering by topic categories, keywords, and user roles, with preview snippets and direct links to open selected articles in situ. This ensures that users can find detailed guidance without leaving the application.

Acceptance Criteria
Keyword Search Functionality
Given the user enters a keyword in the Instant Assist search bar When the user submits the search Then the panel displays a list of articles containing the keyword in the title or content, each with a preview snippet
Filter Results by Topic Category
Given the user has performed a keyword search and multiple topic categories are available When the user selects one or more categories from the topic filter dropdown Then only search results tagged with the selected topic categories are displayed
Filter Results by User Role
Given the user has a specific role assigned to their profile (e.g., admin, educator) When the user applies a role-based filter in the search panel Then the results are restricted to articles relevant to that user role
Preview and Open Article in Situ
Given the search results are populated with preview snippets When the user clicks on an article’s 'Open in Panel' link Then the full article loads within the Instant Assist side panel without navigating away from the current application view
No Results Handling
Given the user submits a search query that matches no articles When the search completes Then the panel displays a 'No articles found' message and suggests checking the spelling or broadening the search keywords
Live Chat Integration
"As a nonprofit administrator, I want to start a live chat in the help panel so that I can get personalized assistance for my specific grant application questions."
Description

Embed a real-time chat interface in the Instant Assist panel, enabling users to connect with support agents or an AI-powered chatbot. Chats can escalate to human agents when needed, with session history logged and linkable to user accounts for follow-up. This immediate, in-app support capability reduces resolution time for complex questions.

Acceptance Criteria
User initiates live chat from Instant Assist panel
Given the user is on the Instant Assist onboarding page When the user clicks the chat icon Then the live chat interface opens within 2 seconds
AI-chatbot responds to user query
Given the user sends a message to the chatbot When the message is received Then the AI-powered chatbot returns a relevant response within 3 seconds
User escalates chat to human agent
Given the user clicks ‘Escalate to Agent’ or uses a keyword trigger When an available agent is online Then the chat is routed to the human agent within 60 seconds
Chat session history is saved and linked to user account
Given a chat session ends When the session is closed Then the full transcript is saved to the user’s account history and is accessible from the dashboard
Agent availability status is displayed
Given the user opens the chat interface When no agents are available Then the interface displays an offline message and prompts for email contact
Automated Usage Nudges
"As a product manager, I want the system to nudge users who haven’t used Instant Assist so that they don’t miss out on valuable support and improve their onboarding success."
Description

Implement a tracking mechanism that monitors Instant Assist usage during the first two weeks of onboarding. If a user has not accessed the help panel for predefined milestones, the system sends contextual in-app and email reminders highlighting the benefits and shortcuts available. This feature drives adoption of Instant Assist and ensures users are aware of in-app support resources.

Acceptance Criteria
Trigger In-App Reminder After 3 Days of Inactivity
Given a new user hasn’t accessed the Instant Assist panel within 3 days of onboarding start, when the system runs its daily usage check, then the user receives an in-app notification on their next dashboard visit that highlights key benefits and shortcuts.
Send Email Reminder After 7 Days of No Access
Given a user has not opened the Instant Assist panel by day 7 of onboarding, when the system’s scheduled job runs, then an automated email is sent containing contextual tips, links to relevant help articles, and instructions to access Instant Assist.
Nudge Before Key Milestone Completion
Given a user is about to submit their first grant application draft and has never used Instant Assist, when the user clicks “Submit Draft,” then an in-app banner appears reminding them of Instant Assist resources and offering one-click access to the help panel.
Suppress Reminders After First Help Panel Access
Given a user accesses Instant Assist at least once during the first two weeks, when the system evaluates usage milestones, then no further in-app or email reminders are sent for that user.
Consolidate Multiple Reminders into Summary Email
Given a user misses both the 3-day and 7-day usage milestones without accessing the help panel, when the system’s weekly summary email is generated, then the email includes a consolidated reminder section with contextual nudges rather than separate messages.
Feedback and Rating Mechanism
"As a support specialist, I want users to rate help content and chat interactions so that I can identify gaps and improve our assistance resources."
Description

Provide interactive rating controls and comment fields at the end of each help article and chat session. Collect quantitative (star ratings) and qualitative (text feedback) data, then aggregate metrics in an administrative dashboard for content improvement. This feedback loop ensures continuous enhancement of knowledge base relevance and chat quality.

Acceptance Criteria
Article Feedback Submission
Given a user reads a help article When the user selects a 1–5 star rating and enters a comment (≤500 characters) Then the rating and comment are saved to the feedback database and a success message appears
Chat Session Rating
Given a user completes a chat session When the user selects a 1–5 star rating and submits optional text feedback Then the system stores the feedback and displays a confirmation prompt
Duplicate Feedback Prevention
Given a user has already submitted feedback for a specific article or chat session When the user attempts to submit additional feedback within the same session Then the submit button is disabled and a notice is displayed
Feedback Data Aggregation
Given multiple feedback entries exist When an administrator views the dashboard Then the average rating is calculated accurately, total responses count is displayed, and the five most recent comments are listed, all updating within 5 minutes of submission
Error Handling on Feedback Submission
Given a network outage or server error During feedback submission When the error occurs Then the user is shown an error message with retry option and the input data remains intact until successfully submitted

Product Ideas

Innovative concepts that could enhance this product's value proposition.

Grant Genie

Instantly surface best-fit grants and auto-populate proposal templates based on project data, reducing research time by 50%.

Idea

Deadline Defender

Monitor upcoming due dates with live countdowns and send proactive email and SMS reminders to ensure no deadline slips.

Idea

DocuDash

Assemble required files in one click, auto-preview compiled packets, and collect e-signatures from stakeholders without leaving Awardly.

Idea

Insight Ink

Visualize funding performance with interactive charts that highlight budget variances and underused opportunities in real time.

Idea

Feedback Forge

Centralize reviewer comments into a dynamic dashboard that auto-prioritizes revisions and tracks response history per application.

Idea

Onboard Odyssey

Guide new users through contextual tooltips and micro-tutorials that adapt to each persona’s workflow in Awardly.

Idea

Press Coverage

Imagined press coverage for this groundbreaking product concept.

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Awardly Launches SmartMatch Explorer 2.0 to Supercharge Grant Discovery

Imagined Press Article

Denver, CO — June 26, 2025 — Awardly, the leading grant and award management platform for nonprofits and educators, today announced the launch of SmartMatch Explorer 2.0, the next generation of its AI-powered funding discovery engine. This major upgrade harnesses advanced machine learning models and natural language processing to deliver more precise, context-driven grant recommendations based on organizational priorities and project data. SmartMatch Explorer 2.0 promises to reduce research time by up to 60 percent while increasing funding success rates with tailor-made opportunity insights. SmartMatch Explorer 2.0 introduces a refined scoring algorithm that evaluates eligibility criteria, historical award patterns, and strategic fit to surface only the most relevant funding opportunities. Users can now filter results by funding amounts, geographic region, application deadlines, and priority themes, enabling nonprofit teams and educators to focus on high-impact grants with ease. The new interface presents both high-level summaries and deep-dive analytics, giving decision makers a holistic view of each opportunity at a glance. Under the hood, SmartMatch Explorer 2.0 leverages proprietary neural network architectures trained on more than 20 years of philanthropic and grant-making data. Natural language processing capabilities parse funder guidelines, detecting nuanced requirements and matching them directly to users’ project descriptions and budgets. An integrated confidence meter highlights the strength of each match, while interactive tooltips explain how scores are derived, fostering transparency and user trust. “Today marks a significant milestone for Awardly and our mission to empower nonprofits with intelligent tools that drive fundraising efficiency,” said Maria Sanchez, CEO of Awardly. “SmartMatch Explorer 2.0 transforms opportunity discovery by combining the power of AI with our deep understanding of nonprofit workflows. Our customers can now uncover hidden funding gems and allocate their resources more strategically than ever before.” Early adopters are already reporting impressive results. “SmartMatch Explorer 2.0 cut our research time in half and identified three new major donors that perfectly align with our youth mentorship program,” commented James Wright, Grant Project Manager at Future Horizons Foundation. “The intuitive filters and contextual insights helped our team prioritize and apply for grants with confidence.” In addition to precision matching, the 2.0 release features seamless integration with Awardly’s FunderInsight Dashboard, enabling real-time analytics on opportunity success rates, average award sizes, and timeline tracking. Users can visualize grant pipelines as interactive charts, drill down into funding histories, and export customizable reports for board presentations or stakeholder updates. The launch also coincides with the introduction of Opportunity Spotlight, a complementary module that proactively recommends under-the-radar funding sources based on existing project budgets and spending trends. Together, SmartMatch Explorer 2.0 and Opportunity Spotlight create an end-to-end discovery suite, ensuring organizations maximize their grant-seeking impact. Awardly will host a live webinar on July 10, 2025, to demonstrate SmartMatch Explorer 2.0’s new capabilities, share best practices, and answer user questions. Registration is complimentary and open to all current users, prospective customers, and nonprofit industry partners. Awardly maintains rigorous data security and compliance standards, employing end-to-end encryption, SOC 2 Type II certification, and regular third-party audits. All project data and user credentials are protected with multi-factor authentication, role-based access controls, and continuous monitoring. SmartMatch Explorer 2.0 extends these safeguards by ensuring that sensitive organizational information used for AI-driven analysis remains confidential and is processed in compliance with GDPR, CCPA, and other global privacy regulations. To support a seamless transition, Awardly offers comprehensive onboarding and training resources for SmartMatch Explorer 2.0 users. These include step-by-step video tutorials, interactive guides, and one-on-one coaching sessions with dedicated customer success specialists. A prioritized support hotline and an expanded knowledge base ensure that teams at every experience level can quickly master the feature set and incorporate best practices into their grant development workflows. “Our engineering team has poured countless hours into refining the AI models behind SmartMatch Explorer 2.0,” said David Lee, Chief Technology Officer at Awardly. “We focused on interpretability and speed, so users not only see the most relevant funding matches, but also understand why each recommendation is made. This transparency is critical to building trust in AI-driven solutions and ultimately helps our customers secure more grants and accelerate their impact.” With this release, Awardly continues to set the industry benchmark for grant management innovation. The platform was recently recognized as a Top Grant Technology Solution by the Nonprofit Tech Awards and featured in Philanthropy Daily’s 2025 roundup of essential fundraising tools. SmartMatch Explorer 2.0 further distinguishes Awardly as a forward-looking partner for organizations seeking to streamline operations and expand their philanthropic reach. SmartMatch Explorer 2.0 is available immediately to all Awardly users on Professional and Enterprise plans. Starting at $499 per month, the upgrade includes full API access, advanced filtering options, and priority support. New customers can sign up for a free 30-day trial to explore the feature firsthand, with no credit card required. Volume discounts and nonprofit-specific pricing are offered to ensure accessibility for organizations of every size. For more information about SmartMatch Explorer 2.0, upcoming webinars, or to schedule a personalized demo, visit awardly.com/smartmatch2025 or contact our sales team at sales@awardly.com. Join us as we revolutionize grant discovery and unlock new funding possibilities for the nonprofit sector. About Awardly Awardly centralizes every stage of grant and award management for nonprofit administrators and educators. Its intuitive dashboard tracks deadlines, feedback, and documents at a glance, while automated reminders and customizable forms slash preparation time—ensuring more successful submissions and less stress. Founded in 2018, Awardly serves more than 2,500 organizations worldwide, driving millions in awarded funding. Press Contact: Media Relations Awardly Email: press@awardly.com Phone: +1 (800) 123-4567 Website: www.awardly.com

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Awardly Introduces Collaborative Review Suite, Transforming Feedback Management for Nonprofits

Imagined Press Article

San Francisco, CA — June 26, 2025 — Awardly, the premier grant management platform for nonprofits and educational institutions, today unveiled its Collaborative Review Suite, a powerful new module crafted to centralize and expedite the feedback process for grant applications. This end-to-end solution empowers organizations to efficiently manage, prioritize, and resolve reviewer comments, ensuring a more streamlined approval cycle and higher-quality submissions. The Collaborative Review Suite comprises four integrated tools: FeedbackPulse, RevisionRoadmap, ContextClips, and CollaborativeCanvas. FeedbackPulse delivers real-time analytics on reviewer engagement metrics such as comment volume, average response times, and resolution rates. RevisionRoadmap automatically generates a prioritized, timeline-based plan for addressing feedback, helping teams meet tight deadlines without last-minute confusion. ContextClips visually anchors reviewer comments to specific sections of the proposal, while CollaborativeCanvas provides an interactive, in-context discussion panel where stakeholders can suggest edits, tag teammates, and co-edit drafts live. “Grant review processes have traditionally been hindered by scattered feedback and slow response times,” said Dr. Elaine Chen, Head of Product Development at Awardly. “Our Collaborative Review Suite brings all reviewer insights into a single, intuitive workspace. By prioritizing high-impact revisions and fostering transparent dialogue, organizations can finalize stronger proposals faster.” Beta customers have already realized significant efficiency gains. “With the Collaborative Review Suite, our average review turnaround dropped by 45 percent,” reported Collaborative Coordinator Claire Rivers of Community Builders Network. “The RevisionRoadmap feature kept us on track, and ContextClips ensured every comment was contextualized. Our team collaboration has never been smoother.” The suite integrates seamlessly with existing Awardly features, including SmartMatch Explorer, Template Tailor, and GenieLink Integrator. Administrators can launch review cycles directly from draft workflows, assign tasks to specific reviewers, and monitor progress through dynamic dashboards. Automated Team Nudges and Cross-Platform Alerts keep responsible parties informed via Slack, email, or SMS. Awardly is offering complimentary onboarding webinars on July 15, 2025, featuring live demonstrations, best-practice sessions, and Q&A with product experts. All organizations can attend at no charge to learn how to implement the Collaborative Review Suite effectively. The suite is immediately available to Enterprise customers and as an optional add-on for Professional plans. Pricing starts at $2,000 per month, with nonprofit discounts and volume licensing available. A 30-day free trial provides hands-on experience with no upfront commitment. About Awardly Awardly centralizes every stage of grant and award management for nonprofit administrators and educators. Its intuitive dashboard tracks deadlines, feedback, and documents at a glance, while automated reminders and customizable forms slash prep time—ensuring more successful submissions and less stress. Serving over 2,500 organizations globally, Awardly drives efficiency and impact in the grant-seeking process. Press Contact: Media Relations Awardly Email: press@awardly.com Phone: +1 (800) 123-4567 Website: www.awardly.com

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Awardly Partners with National Nonprofit Council to Expand Grant Access for Community Programs

Imagined Press Article

Washington, D.C. — June 26, 2025 — Awardly, the leading grant management solution for mission-driven organizations, today announced a strategic partnership with the National Nonprofit Council (NNC) to broaden access to funding opportunities for community programs across the United States. This collaboration will integrate Awardly’s intuitive dashboard and AI-powered discovery tools directly into the NNC’s member portal, offering over 5,000 nonprofits streamlined grant research, management, and submission capabilities. Through this partnership, NNC members will gain complimentary access to Awardly’s core features, including SmartMatch Explorer, FunderInsight Dashboard, and Collaborative Draft Hub, for the first six months. The integration enables single sign-on authentication, consolidated reporting, and cross-platform alerts to ensure seamless coordination between National Nonprofit Council resources and Awardly’s best-in-class grant management ecosystem. “Expanding equitable access to funding is at the heart of the National Nonprofit Council’s mission,” said Caroline Mitchell, Executive Director of NNC. “By partnering with Awardly, we equip our members with advanced tools to simplify the grant lifecycle, enhance collaboration, and ultimately drive greater impact in their communities.” Awardly will provide NNC members with customized onboarding sessions, dedicated support channels, and regular training webinars tailored to diverse roles—from grant project managers to nonprofit executives and administrative assistants. The platform’s Persona Pathfinder onboarding feature will assess each user’s needs and configure tailored workflows, ensuring rapid adoption and user confidence from day one. “Working closely with the National Nonprofit Council reinforces our commitment to empowering nonprofits of all sizes,” said Maria Sanchez, CEO of Awardly. “By offering our platform directly through the NNC, we remove barriers to entry for organizations that may lack resources for standalone software investments. This alliance is a testament to our shared belief that every mission deserves the funding it needs to succeed.” Pilot programs with community-based organizations have already demonstrated measurable improvements. Redwood Youth Outreach reported a 50 percent drop in missed deadlines and a 35 percent increase in awarded grants within three months of adopting Awardly through the NNC portal. “Awardly has transformed how we track opportunities and manage feedback,” said Redwood’s Nonprofit Executive, Sarah Lawson. “The platform’s intuitive design and automated reminders keep our small team focused on high-impact activities.” As part of the initiative, Awardly and NNC will co-host a nationwide virtual conference on August 5, 2025, titled “Grant Success for All,” bringing together industry experts to share best practices, case studies, and hands-on training. Registration is free for NNC members and open to all nonprofits seeking to enhance their grant management skills. About Awardly Awardly centralizes every stage of grant and award management for nonprofit administrators and educators. Its intuitive dashboard tracks deadlines, feedback, and documents at a glance, while automated reminders and customizable forms slash prep time—ensuring more successful submissions and less stress. About National Nonprofit Council The National Nonprofit Council represents over 10,000 nonprofit organizations across the United States, advocating for policy reforms, providing professional development resources, and fostering collaboration within the sector. Press Contact: Media Relations Awardly Email: press@awardly.com Phone: +1 (800) 123-4567 Website: www.awardly.com

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