Pet care business management SaaS

FetchFlow

Time Saved. Pets Cared. Business Thrives.

FetchFlow is an all-in-one management platform for independent pet groomers, walkers, and boarders, automating scheduling, billing, and custom reminders. It slashes missed appointments and busywork, freeing up time for pet care and client relationships—so providers grow revenue, reduce chaos, and ensure no pet slips through the cracks.

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FetchFlow

Product Details

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

Vision & Mission

Vision
To empower every independent pet care provider to thrive by seamlessly combining automation, efficiency, and deeply personalized client care.
Long Term Goal
By 2028, empower 10,000 independent pet care providers across three continents to reclaim 1 million hours and boost annual revenue by $20 million through automated, personalized client management.
Impact
Reduces missed pet care appointments by 30% and cuts administrative workload by 40% for independent groomers, walkers, and boarders, enabling providers to reclaim up to 8 hours weekly and increase monthly revenue by an average of 18% through automated, personalized client management.

Problem & Solution

Problem Statement
Independent pet groomers, walkers, and boarders lose revenue and client trust due to missed appointments and admin overload, as generic booking tools ignore their need for flexible scheduling, personalized reminders, and seamless, pet-focused client management.
Solution Overview
FetchFlow streamlines pet care businesses by automatically scheduling appointments and sending tailored reminders based on each client’s habits, cutting no-shows and admin time so providers can focus on caring for pets instead of battling paperwork.

Details & Audience

Description
FetchFlow is an all-in-one management platform for independent pet groomers, walkers, and boarders. It cuts missed appointments and wasted admin hours by automating scheduling, billing, and reminders. Providers reclaim time and boost revenue while delivering a personal client experience. Smart reminders adapt to each customer’s habits, slashing no-shows and ensuring every pet gets the attention they deserve.
Target Audience
Independent pet groomers, walkers, and boarders (25-55) overwhelmed by scheduling chaos, motivated to grow loyal client relationships.
Inspiration
One afternoon, I watched a beloved local groomer scramble between paper appointment books, missed texts, and a barking dog at her feet—her care shining, but clients slipping through the cracks. When she apologized for yet another double booking, I saw her frustration: she needed a system that worked as tirelessly as she does, letting her focus on pets, not paperwork.

User Personas

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

R

Roaming Roxy

- Age 32 - Female - High school diploma + grooming certification - Mobile grooming van operator - Annual revenue ~$60k

Background

After years at a brick-and-mortar salon, she invested in a fully equipped grooming van. Now she battles scheduling chaos and client communication gaps on the road.

Needs & Pain Points

Needs

1. streamline mobile booking route optimization 2. manage last-minute appointment changes easily 3. send instant location-based client reminders

Pain Points

1. double-booking errors during on-the-road scheduling 2. missed client calls between appointments 3. confusion over client parking locations

Psychographics

- Thrives on spontaneous route flexibility - Values freedom and autonomous work - Seeks personal client connections

Channels

1. Google Maps route planning 2. Facebook grooming communities 3. Instagram Stories updates 4. WhatsApp Business chat 5. Email notifications

T

Training Tara

- Age 28 - Female - Certified animal behaviorist - Independent dog trainer and boarder - Annual revenue ~$50k

Background

Volunteering at shelters honed her training skills and client rapport. She now juggles group classes and boarding stays but struggles with enrollment chaos and invoice tracking.

Needs & Pain Points

Needs

1. schedule recurring classes seamlessly 2. differentiate service tiers in billing 3. send prep instructions automatically

Pain Points

1. manual class enrollment chaos 2. clients forget essential session prep 3. tracking recurring payments manually

Psychographics

- Passionate about pet behavior transformation - Values structured routines and consistency - Craves community engagement and feedback

Channels

1. Meetup group listings 2. Instagram tutorial posts 3. YouTube training channel 4. Facebook event invites 5. Email newsletters

P

Pet Taxi Tony

- Age 35 - Male - Commercial driver’s license - Owner of pet transport service - Annual revenue ~$70k

Background

Transitioned from rideshare driving to pet transport, building a loyal clientele. He now battles misaligned pickups and manual mileage billing.

Needs & Pain Points

Needs

1. optimize pickup and drop-off scheduling 2. ensure client real-time notifications 3. consolidate route payments automatically

Pain Points

1. misaligned pickup windows frustrate clients 2. unclear vehicle assignments cause confusion 3. manual mileage and fare tracking

Psychographics

- Driven by rock-solid reliability promise - Values pet safety above all - Enjoys efficient logistical challenges

Channels

1. Google Calendar sync 2. WhatsApp status updates 3. Local pet shop flyers 4. Facebook Marketplace ads 5. Email confirmations

R

Rescue Rachel

- Age 40 - Female - Nonprofit manager - Coordinates 50+ volunteers - Operates on tight budgets

Background

Years of paper schedules led her to digital tools. She now juggles volunteer no-shows and adoption visit bookings.

Needs & Pain Points

Needs

1. schedule volunteer shifts seamlessly 2. send adoption appointment reminders 3. track medical records centrally

Pain Points

1. volunteer no-shows disrupt intake 2. lost paper patient records 3. chaotic foster availability calendar

Psychographics

- Values mission-driven impact daily - Empathetic toward every pet’s story - Resourceful under tight constraints

Channels

1. Slack volunteer channels 2. Email blasts 3. Facebook rescue group 4. Volunteer management integration 5. WhatsApp group chats

B

Boutique Betty

- Age 45 - Female - Retail management degree - Owns pet boutique + grooming - Annual revenue ~$120k

Background

Expanded from retail to full-service grooming, hiring staff. She faces overlapping shifts and scattered client records.

Needs & Pain Points

Needs

1. automate multi-staff schedule management 2. unify client database access 3. create branded reminder templates

Pain Points

1. overlapping staff shifts waste time 2. inconsistent client record access 3. generic, unbranded reminders

Psychographics

- Obsessed with polished brand image - Customer-experience driven always - Growth-oriented and data-minded

Channels

1. Instagram business profile 2. Pinterest showcase boards 3. Shopify plugin 4. Email marketing tool 5. Facebook ads

Product Features

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

Traffic Tuner

Integrates live traffic and road conditions into your walk plans, automatically rerouting when delays occur. By adapting routes in real time, you avoid congestion, reduce travel time, and keep more walks on schedule without manual adjustments.

Requirements

Real-Time Traffic Data Integration
"As a pet walker, I want live traffic conditions integrated into my route planning so that I can anticipate delays and choose the fastest path to each appointment."
Description

Integrate with leading traffic data providers (e.g., Google Maps, Waze) to fetch live traffic conditions, congestion levels, and incident reports. Ensure data is updated at least every minute and supports regional coverage for key metropolitan areas. This integration should provide a normalized data feed to the routing engine, enabling accurate travel time predictions and congestion avoidance. It must handle API rate limits, failover between providers, and data caching to optimize performance and reliability.

Acceptance Criteria
Live Traffic Data Retrieval
Given the system is connected to a traffic data provider, When the routing engine requests current traffic conditions, Then the provider’s API returns live congestion levels, incident reports, and travel time estimates within 30 seconds.
Minute-Level Data Refresh
Given the system has an active session, When one minute elapses since the last update, Then the system automatically fetches new traffic data without manual intervention.
API Rate Limit Handling
Given the traffic provider enforces rate limits, When the system reaches the limit of allowed requests, Then it queues subsequent requests and retries them after the provider-defined reset interval without data loss.
Provider Failover
Given the primary traffic data provider is unavailable, When the system detects a service disruption or error response, Then it automatically switches to a secondary provider and continues data retrieval seamlessly.
Data Normalization and Caching
Given new traffic data is retrieved, When the data arrives, Then the system normalizes the format, stores it in cache for up to five minutes, and serves cached data on subsequent routing requests within that window.
Dynamic Route Recalculation
"As a pet groomer, I want my app to automatically adjust my driving route when there’s traffic so that I can arrive on time without manually replotting directions."
Description

Implement an engine that automatically recalculates walking routes in real time when traffic delays or road incidents occur. The recalculation should trigger when predicted delays exceed a configurable threshold (e.g., 5 minutes). The system should present the updated route within seconds, highlight changes from the original plan, and seamlessly update driver navigation instructions. It must respect user preferences such as avoiding highways or toll roads.

Acceptance Criteria
Initial Route Calculation with User Preferences
Given a new walk request with user preferences set to avoid highways and toll roads, When the route is calculated, Then the generated route excludes highways and toll roads and the estimated travel time matches the displayed duration within +/- 1 minute.
Mid-Trip Traffic Delay Notification Scenario
Given a walk is in progress, When live traffic data predicts a delay exceeding the 5-minute threshold, Then the system recalculates the route within 3 seconds, presents the updated route on the map, and automatically updates the navigation instructions.
Configurable Delay Threshold Activation Scenario
Given the user has set the delay threshold to 10 minutes, When predicted traffic delay is 9 minutes, Then no recalculation occurs; And when delay is 10 minutes or more, Then the system triggers route recalculation.
Seamless Navigation Update Scenario
Given a recalculated route is generated, When the new route is confirmed, Then the driver’s navigation view switches to the new instructions without manual intervention and the transition occurs without navigation interruption.
Change Highlighting Scenario
Given a route has been recalculated, When the updated route is displayed, Then segments that differ from the original route are highlighted in a contrasting color and the original route is faded or dashed.
Traffic Delay Notifications
"As a busy walker, I want to receive alerts when heavy traffic will delay my next job so that I can adjust my departure time or inform my client proactively."
Description

Provide configurable alerts to notify users of significant traffic delays affecting their scheduled walks. Notifications should be sent via in-app messages, push notifications, or SMS, depending on user settings. Each alert must include the affected route segment, estimated delay duration, and suggested alternative departure time or route. Ensure notification logic prevents spamming by throttling alerts to one major update every 10 minutes.

Acceptance Criteria
Delay Notification via In-App Message
Given a scheduled walk with in-app notifications enabled and a traffic delay of more than 5 minutes on the upcoming route segment, when the system detects the delay, then an in-app alert is displayed to the user within 1 minute and contains the route segment identifier, estimated delay duration, and a suggested new departure time.
Delay Notification via Push Notification
Given a scheduled walk with push notifications enabled and a traffic delay of more than 5 minutes on the upcoming route segment, when the system detects the delay, then a push notification is sent to the user’s device within 1 minute and contains the route segment identifier, estimated delay duration, and a suggested new departure time.
Delay Notification via SMS
Given a scheduled walk with SMS alerts enabled and a traffic delay of more than 5 minutes on the upcoming route segment, when the system detects the delay, then an SMS message is delivered to the user within 2 minutes and contains the route segment identifier, estimated delay duration, and a suggested new departure time.
Notification Content Accuracy
Given any alert channel, when a traffic delay notification is sent, then the notification must include the exact affected route segment name or ID, the estimated delay duration rounded to the nearest minute, and either a suggested alternative departure time or a recommended alternate route.
Alert Throttling Mechanism
Given multiple traffic delay events for the same walk within a 10-minute window, the system must send no more than one major update per window; any additional detections within that period are suppressed until the 10-minute window has elapsed.
Offline Route Fallback
"As a dog walker traveling through low-service areas, I want my app to provide route guidance even when I lose data so that I can continue my schedule without disruption."
Description

Develop an offline routing mode that uses the last known traffic data snapshot when live data is unavailable due to connectivity issues. The fallback should rely on cached maps and historical traffic patterns to generate a best-guess route with annotations indicating data staleness. Once connectivity is restored, the system should reconcile any deviations and update the route if the live data suggests a better path.

Acceptance Criteria
Offline Mode Activation
Given the user’s device is offline, when a new walking route is requested, the system must generate a route using the last cached traffic snapshot without errors.
Stale Data Annotation
When displaying an offline-generated route, the system must annotate the route with the timestamp of the last traffic data fetch and visually indicate that the data may be stale.
Route Reconciliation on Reconnect
Given the device regains connectivity mid-route, the system must compare the current offline route with live traffic data and automatically update to the faster route if it reduces estimated travel time by at least 5%.
Historical Traffic Fallback Quality
If live traffic is unavailable for longer than five minutes, the system must use historical traffic patterns from the same time and weekday to estimate travel time, ensuring the estimate is within 15% of actual recorded times for similar past routes.
No Unnecessary Reroute
When connectivity is restored and live traffic data indicates no significant improvement (under 5% time reduction), the system must retain the existing offline route and remove the stale-data annotation.
Traffic Insights Dashboard
"As a pet care business owner, I want to view traffic trend reports so that I can plan my team’s schedules more effectively and reduce late arrivals."
Description

Create a dashboard within the FetchFlow portal that displays historical traffic trends, average delay times by region and time of day, and the frequency of reroutes triggered by traffic. Include visual charts, heat maps, and exportable reports. This feature will help business owners identify peak congestion periods, optimize scheduling buffers, and negotiate more accurate service time estimates with clients.

Acceptance Criteria
Accessing Historical Traffic Trends
Given the user selects a date range on the Traffic Insights Dashboard, when they apply the filter, then a line chart displays daily average delay times for every day in the range, with data points matching backend records.
Analyzing Average Delay by Region
Given the user chooses a specific region and time-of-day filter on the dashboard, when the filters are applied, then the dashboard shows the average delay time for that region and period with values accurate to two decimal places.
Viewing Traffic Heat Map
Given the user selects a time period and region on the Traffic Insights Dashboard, when they view the heat map, then the map highlights congestion intensity using the correct color gradient legend and data points reflect actual traffic density for the selected parameters.
Exporting Dashboard Reports
Given the user clicks the "Export Report" button, when they choose either PDF or CSV format, then the system generates and downloads a file containing all visible charts and data tables within five seconds.
Reviewing Reroute Frequency Metrics
Given the user navigates to the reroute frequency section, when a date range is applied, then the dashboard displays the total number of automated reroutes triggered by traffic delays, with a bar chart grouped by week.

WeatherWise

Monitors weather forecasts and conditions to optimize your walking schedule and route choices. It suggests earlier departures before storms, avoids flooded areas, and keeps pets and walkers safer—minimizing cancellations and enhancing reliability.

Requirements

Real-time Weather Data Integration
"As a pet walker, I want to see current weather conditions in the app so that I can decide whether to adjust or postpone a walk to ensure pet safety."
Description

Fetch and display up-to-the-minute weather information (temperature, precipitation, wind speed) from a reliable API, ensuring the walking schedule reflects current conditions. This integration reduces the risk of unexpected weather disruptions and enhances decision-making by providing accurate environmental data directly within the scheduling interface.

Acceptance Criteria
Current Weather Display on Dashboard
Given a scheduled walk, when the scheduler interface loads, then the current temperature, precipitation chance, and wind speed are displayed within 5 seconds.
Weather-Based Schedule Adjustment Prompt
Given an upcoming walk within the next 24 hours, when the forecasted precipitation exceeds 50%, then a prompt appears recommending the user to adjust or reschedule at least 12 hours in advance.
Severe Weather Alert Notification
Given a severe weather alert from the integrated API, when the alert is issued, then the system sends a notification to both the assigned walker and the client within 15 minutes.
Route Suggestion Adjustment for Rain Conditions
Given a selected walking route, when rain is detected along the path, then the system suggests an alternative route avoiding flooded or high-risk areas within 10 seconds.
Wind Speed Advisory Integration
Given wind speed forecasts exceeding 20 mph, when viewing the day's schedule, then a wind advisory tag is displayed next to each affected appointment.
Route Optimization Based on Weather
"As a pet walker, I want suggested routes that avoid bad weather zones so that my walks remain safe and comfortable for the pets."
Description

Analyze forecasted weather data along various path segments to recommend the safest and most efficient walking routes. The system will automatically reroute away from areas expecting heavy rain, strong winds, or extreme temperatures, ensuring pets remain comfortable and safe throughout their walk.

Acceptance Criteria
Rain-Affected Route Avoidance
Given a scheduled walk with forecasted rainfall >10mm/hour on certain segments, When the system generates the walking route, Then it excludes those segments and proposes an alternative path with no high-rainfall areas.
Windy Conditions Rerouting
Given predicted wind gusts exceeding 25 mph on parts of the default route, When the route is being calculated, Then the system avoids exposed or high-elevation segments and suggests a safer, lower-wind alternative.
Temperature Extremes Route Selection
Given forecasted temperatures above 85°F or below 32°F along the default route, When planning the walk, Then the system selects a route with shaded or sheltered segments where temperatures remain within the comfortable range.
Real-Time Weather Update During Walk
Given a sudden change in weather conditions mid-walk (e.g., onset of a storm), When the system receives updated weather data, Then it notifies the walker within 30 seconds and provides an optimized reroute to safer areas.
Route Change Logging for Compliance
Given an automatic reroute due to adverse weather conditions, When the reroute is enacted, Then the system logs the original and updated routes along with timestamps and weather data for audit and reporting purposes.
Storm Alert Notifications
"As a pet grooming business owner, I want to receive storm alerts for upcoming bookings so that I can notify clients and adjust my schedule proactively."
Description

Automatically send push notifications or SMS alerts to walkers and clients when severe weather (thunderstorms, high winds, hail) is forecast within a configurable time window before a scheduled walk. This proactive alert system minimizes last-minute cancellations and helps reschedule appointments in advance.

Acceptance Criteria
Walk Scheduled During Sever Weather Window
Given a walk is scheduled within the configured alert window and a severe weather event is forecast, When the system detects the severe weather forecast, Then it sends a push notification and an SMS alert to both the walker and the client within 5 minutes of detection.
Configurable Alert Time Window
Given a user sets a custom alert window (e.g., 6 hours before a walk), When severe weather is forecast within that custom window, Then alerts are dispatched at the correct lead time based on the user's configuration.
Multiple Weather Hazard Types
Given forecasts for different hazard types (thunderstorms, high winds, hail), When any of these is predicted within the alert window, Then the system sends an alert specifying the exact hazard type to both walker and client.
Delivery Failover Mechanism
Given a push notification fails to deliver due to connectivity issues, When the system exhausts retry attempts, Then it automatically sends an SMS fallback notification within 10 minutes.
Alert Content Personalization
Given an upcoming walk affected by severe weather, When sending the alert, Then the message includes client name, pet name, scheduled walk time, and recommended rescheduling actions.
Flood Zone Hazard Avoidance
"As a pet walker, I want to avoid paths that may flood so that I can keep pets and myself safe and dry."
Description

Integrate flood zone mapping data to identify areas prone to flooding during or after heavy rain. The feature will flag scheduled routes that intersect with these zones and recommend alternative paths, reducing the risk of unexpected water hazards during walks.

Acceptance Criteria
Scheduled Walk Intersecting Flood Zones
Given a scheduled walk route that intersects mapped flood zones When the route is retrieved in the schedule overview Then the system flags the route with a flood hazard alert; The system verifies that any segment of the route overlaps flood zone polygons; The hazard flag is displayed prominently in the route summary view
Real-Time Route Adjustment
Given a heavy rainfall forecast within two hours of a scheduled walk When generating the walk route Then the system provides at least one alternative path that entirely avoids flood zones; The alternative route’s distance is within 10% of the original route; The suggested route is displayed alongside the original for comparison
Hazard Alert Notification
Given a route flagged for flood hazard When the user opens the walk details in the app Then a hazard notification is pushed within one second; The notification clearly indicates flood severity and which segments are impacted; Tapping the notification navigates to the detailed hazard view
Planner Map Visualization
Given the user views the route on the interactive map When flood zone data is present Then flood zones are overlaid in red; Route segments intersecting zones are highlighted; Suggested alternative paths are displayed in green; Map layer toggles allow enabling or disabling flood overlay
Post-Rainfall Route Assessment
Given updated flood mapping data after heavy rainfall When routes are scheduled within 24 hours of rainfall Then the system re-evaluates all affected routes within five minutes of data ingestion; Routes with new hazards are flagged; Notifications of changes are sent to the user
Custom Weather Threshold Settings
"As a pet walker, I want to set my own weather limits for walks so that I only get notified when conditions exceed what I'm comfortable with."
Description

Allow users to define personal weather condition thresholds (e.g., maximum temperature, wind speed, rain probability) that trigger automated warnings or cancellations. This customization ensures that each walker’s and client’s comfort and safety preferences are respected.

Acceptance Criteria
Setting Maximum Temperature Threshold
Given the user navigates to WeatherWise settings When they input a maximum temperature threshold of 85°F and click Save Then the threshold is stored and a confirmation message appears
Configuring Wind Speed Limit
Given the user accesses Weather Threshold settings When they set a wind speed limit of 15 mph and confirm changes Then the new wind speed threshold is applied and visible in their preferences
Adjusting Rain Probability Warning
Given the user is on the custom thresholds page When they select a rain probability threshold of 60% and save settings Then future walks display a warning if forecasted rain probability meets or exceeds 60%
Threshold Notification Trigger
Given a scheduled walk exists and weather forecast data updates When any custom threshold is exceeded Then the system sends an automated warning or cancellation notification according to the user’s preference
Threshold Reset to Default Settings
Given the user views their custom thresholds When they click Reset to Default and confirm Then all custom thresholds revert to system defaults and a reset confirmation is shown

Cluster Cruise

Automatically groups nearby client stops into tight geographic clusters for each outing. By reducing back-and-forth travel between distant locations, you cut down mileage and time on the road, allowing you to fit in more walks each day.

Requirements

Geo-Clustering Algorithm
"As a pet walker, I want the system to automatically group my daily client stops into compact geographic clusters so that I can minimize driving time and serve more clients."
Description

Implement an algorithm that automatically groups client stops based on geographic proximity, configurable radius thresholds, service durations, and walk start/end locations. The algorithm must integrate seamlessly with the scheduling module to re-cluster as bookings change, ensuring efficient route planning and reduced travel distance.

Acceptance Criteria
Initial Cluster Generation
Given a set of client stops within a service timeframe When the geo-clustering algorithm is executed Then stops are grouped into clusters where each stop is within the configured radius from the cluster centroid and the total number of clusters is minimized
Dynamic Re-Clustering on Booking Updates
Given an existing schedule of clustered stops When a new booking is added, modified, or cancelled Then the algorithm re-generates clusters within 2 seconds and updates the route plan to reflect the new clusters
Configurable Radius Threshold
Given a user-defined clustering radius threshold When the threshold value is changed in settings Then the algorithm re-clusters stops so that no stop in a cluster is farther than the specified radius from the cluster centroid
Scheduling Module Integration
Given the scheduling module is active When clusters are updated by the geo-clustering algorithm Then the schedule automatically reflects updated clusters with correct service start/end times and no manual adjustments are required
Algorithm Performance Under Load
Given a dataset of 1000 client stops When the geo-clustering algorithm processes all stops Then clustering completes within 5 seconds without errors or timeouts
Route Optimization Visualization
"As a pet groomer, I want to see my clustered client locations and the recommended route on a map so that I can quickly understand and follow my day's itinerary."
Description

Provide an interactive map view that highlights each cluster with distinct colors and displays the optimized route sequence between stops. The visualization should support zoom, pan, and cluster info pop-ups, integrating with existing geolocation services for real-time map data.

Acceptance Criteria
Initial Route Visualization Load
Given the user navigates to the route optimization page, When the clusters and routes are calculated, Then the interactive map displays all clusters with distinct colors and the optimized route sequence between stops within 3 seconds.
Cluster Color Differentiation
Given multiple clusters are generated, When the map is rendered, Then each cluster is filled with a unique, non-overlapping color and a legend is displayed matching each color to its cluster ID.
Interactive Map Controls Use
Given the map view is loaded, When the user pans or zooms, Then the map updates smoothly without performance degradation and maintains cluster coloring and route lines.
Cluster Info Pop-up Display
Given the user clicks on a cluster area, When the pop-up is triggered, Then it displays the cluster ID, number of stops, total mileage, and estimated time, and closes when clicking outside the pop-up.
Real-Time Map Data Integration
Given the map is open during an active route, When real-time geolocation updates occur, Then the map reflects updated stop positions and route adjustments within 5 seconds without a manual refresh.
Dynamic Re-Clustering
"As a boarder, I want the clusters to update automatically when my clients reschedule so that my driving route remains optimized without extra effort."
Description

Automatically trigger re-clustering when appointments are added, canceled, or rescheduled. The system must preserve manual route adjustments where possible but propose updated clusters in real time to maintain optimal efficiency without requiring manual recalculation.

Acceptance Criteria
Dynamic Re-Clustering on Appointment Creation
Given a provider has an existing daily route plan When they add a new client appointment Then the system automatically recalculates and updates route clusters within 5 seconds, preserving any existing manual adjustments unless they directly conflict with the new cluster.
Re-Clustering on Appointment Cancellation
Given a provider cancels an existing appointment from their daily schedule When the cancellation is confirmed Then the system re-runs clustering automatically and updates the route, removing the canceled stop and maintaining manual adjustments where possible.
Real-Time Cluster Proposal during Rescheduling
Given a provider reschedules an appointment to a different time or location When the updated appointment is confirmed Then the system recalculates clusters in real-time, highlights changes to existing route clusters, and suggests the optimal new grouping to the provider.
Manual Adjustment Preservation
Given a provider drags and drops stops within a clustered route to adjust the path manually When an appointment change triggers re-clustering Then the system retains manual stop orders for unaffected clusters and only recalculates areas impacted by the change.
Performance and Efficiency Thresholds
Given a provider has more than 20 stops scheduled for the day When a re-clustering action is triggered Then the system completes recalculation and displays updated clusters within 10 seconds and reduces total travel distance by at least 10% compared to the previous plan.
Travel Time Estimation
"As a pet walker, I want to see estimated travel times between clusters so that I can schedule my day accurately and avoid delays."
Description

Calculate estimated travel times between client locations within each cluster, leveraging mapping APIs for real-time traffic and historical data. Integrate these estimates into the schedule to provide accurate buffers and reduce late arrivals.

Acceptance Criteria
Scheduled Cluster Route Planning
Given a set of client stops within a cluster, when the system schedules the route, then it must call the mapping API, retrieve real-time and historical travel times for each leg, and populate the schedule with those estimates.
Real-Time Traffic Update Mid-Route
When traffic conditions change during an active route, then the system must fetch updated travel time estimates within 2 minutes and adjust subsequent appointment times or buffers accordingly.
Buffer Time Adjustment for Back-to-Back Appointments
For any two back-to-back appointments, the system must automatically add a buffer equal to at least 10% of the estimated travel time or a minimum of 5 minutes, whichever is greater.
Offline Mode Handling
If the mapping API call fails, then the system must default to historical average travel times for each route segment and display a warning icon indicating reduced accuracy.
End-of-Day Summary Accuracy Check
At the end of each day, when generating the travel summary report, then the total estimated travel time must be within a 5% variance of the actual recorded travel duration.
Map-Based Manual Adjustment
"As a pet groomer, I want to manually adjust the route order or cluster boundaries on the map so that I can accommodate special client needs or personal preferences."
Description

Enable users to manually adjust cluster boundaries and route order through a drag-and-drop interface on the map. Manual changes should lock until the next automatic re-clustering cycle and be clearly indicated in the UI.

Acceptance Criteria
Manual Boundary Adjustment Initiated
Given a user views a generated cluster on the map When the user drags a cluster boundary vertex to a new location Then the cluster boundary updates immediately to reflect the new area And the manual adjustment lock icon appears on the cluster
Cluster Lock Persistence
Given a user has manually adjusted a cluster boundary When the user navigates away and returns before the next auto-clustering Then the manual adjustment remains unchanged And the lock icon remains displayed
Route Order Drag-and-Drop
Given a user views the list of stops in a cluster on the map When the user drags and drops a stop to a new position Then the stop's order updates on both the map route line and the stop list And the manual adjustment icon appears
Automatic Re-clustering Reset
Given manual adjustments exist on clusters When the system runs the next automatic clustering cycle Then all manual locks are cleared boundaries revert to auto-generated clusters And a notification informs the user that manual adjustments have been reset
Visual Indication of Manual Adjustments
Given any cluster has manual adjustments When the user views the map Then each manually adjusted cluster displays a distinct lock icon And adjusted boundaries are highlighted in a different color than auto-generated ones

Arrival Beacon

Uses geofencing to send instant “on my way” and “I’ve arrived” notifications to pet owners. This builds trust, reduces no-show worries, and streamlines check-in/check-out without phone calls—improving client satisfaction and communication.

Requirements

Geofence Setup and Management
"As a pet service provider, I want to configure geofenced zones for each client location so that the system can automatically detect when I'm nearing and trigger notifications accurately."
Description

Allows service providers to define and configure geofenced zones for each client location through an intuitive map interface. Providers can set custom radius values, shape boundaries, and associate geofences with specific appointments. Geofence settings are stored per client and synced with the scheduling system to ensure notifications are triggered only for active appointments.

Acceptance Criteria
Creating a New Geofence
Given the provider is on the client's detail page and opens the geofence map interface When the provider selects 'Add Geofence' Then a default circular geofence is placed at the client's address And the provider can adjust the center by dragging and set a custom radius value And the 'Save' button activates only after entering a valid radius (100m–5km).
Editing an Existing Geofence
Given an existing geofence is displayed on the map When the provider selects the geofence and modifies its radius or boundary shape Then the map preview updates in real time to reflect the changes And validation enforces the radius to remain within the allowed range And the provider can save or cancel the modifications.
Associating Geofence with Appointment
Given a scheduled appointment exists for a client When the provider navigates to the appointment details and selects a configured geofence from a dropdown menu Then the selected geofence is linked to the appointment And only within that geofence during the appointment time window will notifications be triggered.
Radius and Boundary Validation
Given the provider inputs a custom radius value When the value falls outside the valid range (below 100m or above 5km) Then an inline error message displays indicating the allowed 100m–5km range And the 'Save' button remains disabled until the radius is corrected.
Syncing Geofence Settings with Schedule
Given a geofence is created or updated for a client When the provider views the master schedule Then each appointment entry displays its associated geofence status And the system ensures notifications will only trigger for appointments with an active geofence configuration.
On My Way Notification Trigger
"As a pet owner, I want to receive an automatic "On my way" notification when my groomer starts heading to my location so that I can prepare for their arrival without calling them."
Description

Automatically sends an "On my way" notification when the provider’s device crosses a predefined departure geofence or enters a specified approach radius around the client location. Utilizes real-time location tracking and geofence exit/entry events to minimize delays and automate client communication without manual intervention.

Acceptance Criteria
Departure Geofence Exit Triggered
Given the provider’s device crosses the departure geofence boundary When the exit event is detected Then the system automatically sends an “On my way” notification to the client within 5 seconds.
Approach Radius Entry Detected
Given the provider enters the specified approach radius around the client location When the GPS coordinates indicate proximity Then the system triggers the “On my way” notification within 5 seconds without manual input.
Duplicate Notification Prevention
Given a notification has already been sent for the current job When a geofence event reoccurs Then the system does not send a duplicate “On my way” notification.
Notification Retry Mechanism
Given a notification fails to send due to network issues When the failure is detected Then the system retries sending the “On my way” notification up to two more times at 15-second intervals.
Location Permission Handling
Given the provider has denied location permissions When a geofence event occurs Then the system logs an error and prompts the user to enable location services without sending a notification.
Arrival Notification Trigger
"As a pet owner, I want to be instantly notified when my service provider arrives at my location so that I know they are present and can safely hand over my pet."
Description

Instinctively dispatches an "I've arrived" notification the moment the provider’s device crosses the client’s geofence boundary. Captures timestamp and location data for audit logging and automatically updates appointment status within the platform, confirming arrival without requiring a phone call or manual input.

Acceptance Criteria
Automatic Notification upon Geofence Entry
Given a scheduled appointment with a defined client geofence, When the provider’s device crosses the geofence boundary, Then the system shall automatically dispatch an "I've arrived" notification to the client within 5 seconds.
Timestamp and Location Data Capture
Given the provider’s device has crossed the geofence, Then the system shall log the exact timestamp and GPS coordinates of the crossing event in the appointment’s audit log.
Automatic Appointment Status Update
Given an "I've arrived" notification has been sent, Then the system shall update the appointment status to "In Progress" on both the provider and client dashboards within 5 seconds.
Notification Delivery Reliability
Given the client’s device is temporarily offline when the notification is sent, When initial delivery fails, Then the system shall retry notification delivery up to 3 times at 1-minute intervals and record any failures in the audit log.
Manual Override of Arrival Notification
Given the provider manually triggers an "I've arrived" notification before geofence entry, Then the system shall send the notification immediately and flag it as a manual override in the audit log.
Notification Customization Settings
"As a service provider, I want to customize the notification templates and channels for each client so that messages match my branding and client preferences."
Description

Provides configurable options for providers to customize notification content, timing offsets, and delivery channels (push, SMS, email). Allows per-client or global default templates, enabling personalization of messages and adherence to branding guidelines. Settings include enable/disable toggles, custom text fields, and scheduling rules.

Acceptance Criteria
Global Default Template Configuration
Given the provider is on the Notification Settings page When they configure a global default template with custom text fields, timing offsets, and delivery channels Then the system saves the template and applies it to all clients without errors
Per-Client Custom Template Setup
Given the provider navigates to a specific client's settings When they create or edit a custom notification template for that client Then only that client's notifications use the customized template and all others use the global default
Timing Offset Adjustment
Given the provider sets a timing offset for 'on my way' notifications When the appointment start time is 14:00 and an offset of 15 minutes is set Then the notification is sent exactly at 13:45
Delivery Channel Toggle
Given the provider toggles off SMS and on push notifications for reminders When an appointment reminder is due Then only a push notification is delivered and no SMS is sent
Brand Consistency Verification
Given the provider enters custom branding elements and text in the template editor When they preview the notification Then the preview displays the custom text, logo placement, and brand colors exactly as configured
Real-time Location Accuracy Monitoring
"As a pet service provider, I want the system to monitor and ensure the accuracy of my location data so that notifications are triggered correctly and reduce false alerts."
Description

Continuously monitors GPS signal strength and accuracy to reduce false geofence triggers. Implements filtering algorithms to smooth location data, recalibrates geofence boundaries under low-signal conditions, and provides alerts when location data falls below acceptable accuracy thresholds, ensuring reliability of notifications.

Acceptance Criteria
Low GPS Signal Detection
Given the device's GPS signal accuracy falls below 25 meters for at least 15 consecutive seconds, When the system monitors the signal, Then the system logs the low-signal event and displays a real-time warning notification in the admin interface.
Geofence Recalibration in Low-Signal Zones
Given the system detects GPS accuracy below 30 meters while the user is approaching a geofence, When the low accuracy persists for more than 10 seconds, Then the system automatically expands the geofence boundary by 15% and records the recalibration action in the audit log.
Smoothing Erratic Location Data
Given raw GPS location data contains sudden jumps exceeding 50 meters within a 5-second interval, When the smoothing algorithm processes the data, Then the system filters out outlier points and presents a continuous path within a 10-meter deviation of the device’s true trajectory.
Accuracy Threshold Alert Trigger
Given GPS accuracy degrades below 50 meters at any moment, When the threshold is crossed, Then the system sends an email or push notification alert to the admin user within 5 seconds.
Seamless Notification Despite Temporary Signal Loss
Given the device loses GPS signal for less than 10 seconds during a geofence trigger event, When the signal is restored, Then the system reconciles buffered location data and sends the correct entry or exit notification without duplicates.
Fallback Manual Check-In Option
"As a service provider, I want the ability to manually send travel status notifications if geofencing doesn't work or I choose so that I can maintain communication with clients in any situation."
Description

Offers a manual override within the mobile app allowing providers to send "On my way" or "I've arrived" notifications directly if geofencing fails or in areas without reliable GPS coverage. Manual triggers are logged with timestamps and linked to the corresponding appointment, ensuring communication continuity.

Acceptance Criteria
Geofencing Failure in Low GPS Area
Given the app cannot detect geofence entry due to weak GPS, When the provider taps 'On my way' manually, Then the notification is sent to the pet owner labeled 'On my way' with a timestamp and appointment ID
User Initiated 'I've Arrived' Notification
Given the provider has arrived at the location but geofence hasn't triggered, When the provider taps 'I've arrived' manually, Then the app sends the 'I've arrived' notification, updates the appointment status to 'Arrived', and logs the event with a timestamp
Manual Check-In Logging
Given the provider uses the manual check-in option, When any manual notification is sent, Then the system logs an entry with the notification type, timestamp, provider ID, and appointment ID accessible in the appointment history
Appointment Detail Linking
Given a manual notification is sent, When the notification is processed, Then it is linked to the correct appointment record and visible in the appointment's activity feed
Manual Notification Retry on Failure
Given a manual notification fails to send due to network issues, When the provider initiates a retry or app auto-retries up to three times, Then the notification is delivered or an alert is shown to the provider after all attempts fail

EcoRoute

Prioritizes routes that minimize fuel consumption and carbon emissions, factoring in distance, stop sequence, and vehicle type. This sustainable routing not only lowers your operating costs but also appeals to eco-conscious clients.

Requirements

Dynamic Eco-Optimized Routing
"As a pet care provider, I want the platform to generate the most eco-friendly route for my appointments so that I can minimize fuel consumption and reduce carbon emissions while maintaining efficient scheduling."
Description

Implements an advanced routing algorithm that calculates the most fuel-efficient route by considering distance, stop sequence, traffic patterns, and vehicle fuel efficiency profiles. Integrates seamlessly into the daily scheduling workflow, automatically generating optimized routes for pet care providers. This reduces operating costs and carbon emissions, enhancing sustainability goals and providing actionable environmental insights for the business.

Acceptance Criteria
Automatic Route Optimization on Schedule Finalization
Given a set of scheduled appointments and a selected vehicle profile, when the schedule is finalized, then the system automatically generates a route that minimizes total fuel consumption and carbon emissions, displays estimated fuel usage and emissions for the route, and orders stops optimally considering distance and traffic patterns.
Manual Route Adjustment Recalculation
Given an existing optimized route, when the user manually reorders one or more stops, then the system recalculates and updates the route optimization within 5 seconds, reflecting the new stop sequence and updating estimated fuel consumption and emissions accordingly.
Weekly Environmental Insight Report Generation
Given a completed week of routes, when the user requests an environmental report, then the system generates a report detailing total distance traveled, total fuel consumption, and total carbon emissions for the week, and compares these metrics against the previous week.
Routing with Vehicle-Specific Profiles
Given multiple vehicle fuel efficiency profiles in the system, when generating routes for each vehicle, then the algorithm applies the correct fuel efficiency data for each vehicle type, and displays individual route recommendations and corresponding emission estimates per vehicle.
Real-Time Traffic Pattern Adaptation
Given current traffic data integrated into the system, when generating or updating a route, then the system adjusts the stop sequence to account for traffic delays, ensuring that the route completion time falls within the provider's working hours and updating fuel consumption and emissions estimates accordingly.
Vehicle Profile Configuration
"As a fleet manager, I want to configure profiles for each of my vehicles so that the routing algorithm uses accurate fuel efficiency and vehicle-specific data for optimized eco-routing."
Description

Allows users to define and manage multiple vehicle profiles, including fuel type (gasoline, diesel, electric), fuel efficiency parameters, and vehicle capacity. These profiles feed into the EcoRoute algorithm to ensure accurate route optimization and emission calculations. Enables providers with diverse fleets to tailor routing based on each vehicle’s characteristics.

Acceptance Criteria
Adding a New Vehicle Profile
Given the user navigates to the Vehicle Profile Configuration page When the user clicks "Add Vehicle" And enters valid values for vehicle name, fuel type, fuel efficiency, and capacity Then the new vehicle profile is saved and displayed in the list with correct details
Editing an Existing Vehicle Profile
Given an existing vehicle profile in the list When the user selects "Edit" and modifies fuel efficiency and capacity values And clicks "Save" Then the profile updates and displays the new values without errors
Deleting a Vehicle Profile
Given the user views the list of vehicle profiles When the user selects "Delete" for a profile and confirms the action Then the profile is removed from the list and no longer available for routing
Route Optimization with Vehicle Profiles
Given multiple vehicle profiles with different fuel types and efficiencies When the user initiates route optimization for a set of stops Then the system selects the profile specified by the user and calculates fuel consumption and emissions correctly based on that profile
Validation of Fuel Efficiency Inputs
Given the user inputs fuel efficiency values in the vehicle profile form When the user enters values outside the acceptable range (e.g., negative numbers or unrealistically high MPG) Then the system displays a validation error and prevents saving until corrected
Carbon Emission Analytics
"As a business owner, I want to view analytics on carbon emissions and fuel savings so that I can track my environmental impact and communicate sustainability achievements to clients."
Description

Provides detailed analytics and reporting on estimated carbon emissions and fuel savings for each route and overall user activity. Visualizes data through dashboards and exportable reports, highlighting environmental impact over time. Encourages eco-conscious practices by demonstrating measurable carbon footprint reduction.

Acceptance Criteria
Route Carbon Report Generation
Given a completed EcoRoute, when the user clicks “View Carbon Report”, then the system calculates and displays estimated CO2 emissions and fuel savings for that route within 10 seconds.
Dashboard Emission Trend Visualization
Given the Carbon Emission Dashboard, when the user selects a date range, then the dashboard renders a line chart showing total emissions and fuel savings trends over time with data points for each day.
Exportable Emission Data Report
Given the user is on the Carbon Analytics section, when the user selects “Export Report” and chooses CSV or PDF, then the system generates and downloads a file containing route-by-route emissions and savings data matching the selected filters.
Data Accuracy Validation
Given a known set of route data and emissions calculation model, when the system runs the emission calculations, then the output values must match the expected results within a 2% margin of error.
Comparative Emission Analysis
Given multiple routes in a single day, when the user compares routes, then the system displays a table ranking routes by emissions, highlighting the most and least efficient routes for that day.
Route Adjustment and Overrides
"As a pet groomer, I want to adjust the suggested route when I need to accommodate unexpected client requests or road closures so that I can maintain flexibility without losing efficiency."
Description

Enables users to manually adjust the suggested eco-optimized route, including reordering stops, adding detours, or excluding specific roads. Ensures flexibility in case of real-world constraints while maintaining minimal impact on overall fuel efficiency. Integrates adjustments back into emission estimates and scheduling.

Acceptance Criteria
Manual Reordering of Stops
Given a suggested eco-optimized route with multiple stops When the user drags and drops stops into a new order Then the system updates the route path, recalculates total distance, fuel consumption and emissions, and adjusts the schedule accordingly within 2 seconds
Adding a Custom Detour
Given the initial route path When the user inserts a custom detour point on the map Then the system integrates the detour into the route, recalculates the optimized path, updates fuel and emission estimates, and notifies the user of any schedule deviations exceeding 10 minutes
Excluding Specific Roads from Route
Given roads selected for exclusion by the user When a new route is generated Then the system omits the specified roads, provides an alternative eco-optimized path, and updates the estimated fuel consumption and emissions accordingly
Real-Time Route Adjustment Post Departure
Given the user deviates from the planned route during a trip When the system detects deviation and prompts for override confirmation Then upon user confirmation it recalculates the remaining route, updates ETA for remaining stops, and refreshes emission and fuel estimates in real-time
Bulk Stop Overrides for Recurring Routes
Given a recurring set of stops for a scheduled service When the user applies the same override (reorder, detour, or exclusion) to all instances in a date range Then the system propagates the changes across the selected dates, updates all route maps, and recalculates emissions and schedules for each instance
EcoRoute Notifications and Summaries
"As a route planner, I want to receive notifications and summaries of my eco-routes so that I stay informed of each trip’s environmental impact and fuel savings."
Description

Sends automated notifications and end-of-day summaries highlighting the eco-route details, overall fuel saved, and carbon emissions reduced. Notifies providers before each trip with optimized route details and provides daily or weekly summaries to keep users informed of their sustainability performance.

Acceptance Criteria
Pre-Trip EcoRoute Notification
Given a provider has a scheduled trip, when the trip's departure time is within 30 minutes, then the system sends a notification containing the optimized route details, estimated fuel saved, and carbon emissions reduced.
End-of-Day Sustainability Summary
Given the end of the provider's workday, when all trips for the day are completed, then the system emails a summary report detailing total distance traveled on eco-routes, aggregate fuel savings, and total carbon emissions reduction.
Weekly Carbon Emissions Report
Given a provider requests a weekly report, when the end of the week arrives on Sunday at midnight, then the system generates and delivers a report showing weekly eco-route performance and comparative emissions data.
Prevent Duplicate Trip Notifications
Given multiple triggers for trip reminders, when a notification has already been sent for a scheduled trip, then the system must not send duplicate notifications for the same trip.
Notification Content Accuracy Verification
Given an eco-route optimization is performed, when route details are displayed in a notification, then the distance, stop sequence, fuel savings, and emissions reduction values must match the optimization engine's output.

WalkVault

Keeps a detailed history of every route, including GPS tracks, travel time, and distance. Gain insights with built-in analytics to identify recurring delays, compare route efficiency, and refine your schedule for continuous performance improvements.

Requirements

Automated GPS Route Recording
"As a pet care provider, I want the app to automatically record my walking route so that I can review travel details without manual input."
Description

Implement real-time recording of walking routes using GPS data. This feature captures latitude and longitude points at regular intervals, logs timestamps, calculates total distance traveled, and tracks duration automatically. It integrates with existing scheduling modules and stores route histories linked to individual client profiles, ensuring a comprehensive record of every walk.

Acceptance Criteria
Recording GPS Points During Active Walk
Given a groomer starts a walk session, when the GPS tracking begins, then latitude and longitude coordinates are recorded every 10 seconds with an accurate timestamp and stored in the route log.
Calculating Total Distance and Duration
Given a completed walk session, when the walk is stopped, then the system calculates the total distance traveled with ±5 meters accuracy and duration in HH:MM:SS format and displays it in the walk summary.
Linking Route History to Client Profile
Given a walk session is recorded, when the session data is saved, then the route history is automatically associated with the correct client profile in the database, accessible via the client’s history view.
Seamless Scheduling Integration
Given a scheduled walk in the calendar, when the groomer starts the walk from the schedule, then the GPS recording session is auto-initiated without requiring manual start, and the walk status changes to 'In Progress'.
Handling GPS Signal Loss
Given intermittent GPS signal loss during a walk, when signal is lost for shorter than 30 seconds, then the system interpolates missing points upon reconnection and marks gaps appropriately; if longer than 30 seconds, the system pauses recording and logs an alert for manual review.
Built-in Analytics Dashboard
"As a business owner, I want to see visual insights of my walking performance so that I can identify efficiency improvements."
Description

Develop an interactive dashboard presenting key metrics derived from route histories, including average speed, total distance, time spent per segment, and frequency of delays. The dashboard offers filtering by date range, client, and route type, and visualizes data through charts and graphs. This integrates with the main UI, enabling providers to quickly identify patterns and performance trends.

Acceptance Criteria
Date Range Filter Application
Given the user selects a valid start and end date on the dashboard filter, When the user applies the date range filter, Then all charts and metrics update to display only route data whose timestamps fall within the selected date range.
Client Filter Selection
Given the user chooses one or more clients from the client dropdown, When the filter is applied, Then the dashboard displays metrics—average speed, total distance, time per segment, and delay frequency—only for the selected clients.
Route Type Filter Usage
Given the user selects a route type (e.g., urban, suburban, rural) from the route type filter, When the user applies the selection, Then the dashboard updates to include data exclusively for the chosen route type across all visualizations.
Interactive Chart Drill-Down
Given the user clicks on a data point or segment within any chart (e.g., a bar representing average speed), When the user drills down, Then a detail panel opens showing the underlying individual route records, including date, distance, and segment times.
Delay Frequency Analysis
Given the user views the delay frequency chart, When the user hovers over any delay bar or point, Then the tooltip displays the total number of delays, average delay duration, and percentage of delayed routes for that specific period or filter context.
Real-time Delay Alerts
"As a pet care provider, I want to receive alerts for route delays so that I can adjust my schedule and inform clients promptly."
Description

Create a notification system that analyzes ongoing routes against expected travel times and alerts the provider when delays exceed defined thresholds. Notifications appear in-app and via push notifications, offering reasons like traffic or detours. This feature integrates with scheduling modules to flag potential appointment conflicts proactively.

Acceptance Criteria
Exceeded Delay Threshold Notification
Given the provider is en route, when the system detects that the travel time exceeds the predefined threshold by more than 5 minutes, then an in-app alert and a push notification must be triggered within 10 seconds, displaying the delay duration and prompt to review the schedule.
Traffic-Based Delay Alert
Given live traffic data is integrated, when heavy traffic conditions increase the estimated arrival time by at least 3 minutes, then display an alert labeled 'Traffic Delay' in the app and push notification explaining the traffic cause.
Detour-Induced Delay Notification
Given the route deviates by more than 500 meters due to a detour, when the detour persists for over 2 minutes, then generate an alert specifying 'Detour Delay' in both the app and a push notification, including the detour location and duration.
Appointment Conflict Alert
Given the system calculates the adjusted arrival time, when the new arrival time overlaps with a subsequent scheduled appointment, then the system must flag the conflict in the scheduling module, notify the provider in-app, and highlight both appointments for rescheduling.
Push Notification Delivery Assurance
Given a delay alert is generated, when the notification is dispatched, then it must be delivered to the provider's device within 5 seconds, with a success acknowledgment recorded in the system logs.
Route Comparison Tool
"As a pet care provider, I want to compare my routes so that I can choose the most efficient paths for future walks."
Description

Build functionality to compare two or more recorded routes side by side, highlighting differences in distance, duration, and speed. The tool overlays GPS tracks on a map view, calculates percentage improvements or declines, and allows providers to annotate and save comparisons for future reference.

Acceptance Criteria
Side-by-Side Route Distance Comparison
Given two completed routes, when the user selects them for comparison, then the tool displays both distances and the difference as an absolute value and percentage.
GPS Tracks Overlay on Map
Given two or more recorded routes, when the user activates the overlay mode, then all GPS tracks are rendered on the map with distinct colors and a legend indicating each route.
Percentage Change in Duration and Speed
Given two routes of the same type, when the comparison is executed, then the tool calculates and displays the percentage improvement or decline in average speed and total duration between the routes.
Annotation and Saving of Comparisons
Given a visualized route comparison, when the user adds annotations and clicks 'Save Comparison', then the system persists the comparison with annotations, a timestamp, and a custom title in the user's history.
Multi-Route Efficiency Analytics
Given a set of three or more routes, when the user requests efficiency analysis, then the tool aggregates metrics and generates a ranked list of routes by efficiency score, with an option to export to CSV.
Data Export and Sharing
"As a pet care provider, I want to export route data so that I can share reports with clients and team members."
Description

Enable providers to export route histories and analytics as CSV or PDF reports. Users can select date ranges, specific routes, or client profiles for export. Additionally, implement sharing options via email or direct link, allowing collaboration with team members or clients.

Acceptance Criteria
Export route history within a date range
Given the user selects a valid start date and end date When the user requests export as CSV Then the system generates a downloadable CSV file containing all routes within the selected date range with columns: date, route name, client ID, distance, duration and client notes And the file is named "routes_{startDate}_{endDate}.csv"
Export specific route details
Given the user selects a specific route from the history list When the user requests export as PDF Then the system generates a PDF report including a map of the GPS track, total distance, duration, timestamps, and any client notes associated with that route And the PDF is available for immediate download
Export client-specific route data
Given the user selects a client profile and a date range When the user requests export as CSV Then the system outputs a CSV containing only the routes associated with that client in the given period with columns: date, route ID, distance, duration, and notes And the CSV file is named "client_{clientID}_{startDate}_{endDate}.csv"
Share report via email
Given a report file (CSV or PDF) has been generated When the user selects "Share via email", enters one or more valid recipient email addresses, and clicks "Send" Then the system sends an email to each recipient with the report attached and a customizable message body And the user receives an on-screen confirmation that the email was sent successfully
Generate shareable link for report
Given a report file (CSV or PDF) has been generated When the user clicks "Generate shareable link" Then the system creates a unique, secure URL valid for 7 days that grants read-only access to download the report And the link is displayed for the user to copy and share

PhotoFlow

Automatically capture and organize before-and-after photos within each pet’s profile. PhotoFlow simplifies gallery management by tagging images with dates and service details, ensuring you have instant access to high-quality visual records. This feature saves time on manual uploads, enhances client engagement, and provides a polished presentation that encourages repeat bookings and referrals.

Requirements

Automated Photo Capture Trigger
"As a pet groomer, I want photos to be captured automatically at the start and end of each service so that I don’t have to manually take and upload images, ensuring consistent visual records."
Description

Implement an automated mechanism that triggers the capture of before-and-after photos at predefined points during a service session (e.g., start and end of grooming or walking). This functionality reduces manual effort, ensures consistency in photo records, and seamlessly integrates with the service workflow to provide timely, accurate visual documentation for each pet.

Acceptance Criteria
Service Session Initiation Photo Trigger
Given a grooming or walking service session has been created and a technician taps 'Start Service', When the session starts, Then the system automatically captures a before photo using the device camera, associates it with the corresponding pet profile, and tags it with the service ID, timestamp, and 'before' label; And the captured photo appears in the pet's profile gallery within 5 seconds.
Service Session Completion Photo Trigger
Given a service session is in progress and the technician taps 'End Service', When the session is ended, Then the system automatically captures an after photo using the device camera, associates it with the correct pet profile, and tags it with the service ID, timestamp, and 'after' label; And the captured photo is displayed alongside the before photo in the pet's profile gallery within 5 seconds.
Tagging and Metadata Verification
Given a photo is captured automatically at session start or end, When the photo is stored, Then the system records metadata including ISO 8601 timestamp, service ID, service type, technician ID, and 'before' or 'after' tag; And all metadata fields match the actual session details.
Capture Failure Handling
Given an automated photo capture attempt fails due to camera or network error, When the error is detected, Then the system retries the capture up to 2 times; If retries fail, it displays an error notification to the technician and logs the failure with error details; And the technician is provided an option to manually capture or upload a photo.
Photo Integration with Client Invoicing
Given a completed service session with before and after photos, When the system generates a client invoice, Then the invoice PDF includes embedded thumbnails of both photos next to the service line item; And the client portal displays the full-resolution before/after gallery linked to the invoice.
Photo Tagging and Metadata Assignment
"As a pet groomer, I want each photo to be automatically tagged with date, time, and service details so that I can quickly locate images without manual tagging."
Description

Develop a system to automatically tag each photo with relevant metadata such as service date, time, service type, and pet ID. This capability enhances organization, facilitates quick search and filtering, and ensures that all images are easily identifiable within the pet’s profile.

Acceptance Criteria
Auto-Tag Photos After Upload
Given a groomer uploads a before or after photo to a pet’s profile When the upload completes Then the system automatically assigns metadata tags for service date, service time, service type, and pet ID and displays the tags alongside the photo
Search by Service Date
Given a groomer enters a specific service date in the search bar When the search is executed Then only photos tagged with that service date are returned in the results
Filter by Service Type
Given a groomer selects a service type filter (e.g., grooming, boarding, walking) When the filter is applied Then the gallery displays only photos tagged with the selected service type
Verify Pet ID Accuracy
Given a photo is tagged with a pet ID When a groomer views the photo metadata Then the displayed pet ID matches the unique identifier of the pet’s profile where the photo was uploaded
Bulk Metadata Correction
Given a groomer selects multiple photos with missing or incorrect metadata When the groomer applies a correction to service date or type Then the system updates the metadata for all selected photos in a single operation
Photo Gallery Interface
"As a pet owner, I want to view my pet’s before-and-after photos in a clean, navigable gallery so that I can clearly see the results of each service."
Description

Create an intuitive gallery interface within the pet’s profile to display before-and-after photos in chronological order. The interface should support thumbnail previews, full-screen viewing, and easy navigation between images, enhancing user experience for both providers and clients.

Acceptance Criteria
Chronological Thumbnail Display
Given a pet profile with multiple photos, when the user views the photo gallery, then thumbnails are displayed in chronological order from earliest to latest date.
Full-Screen Image Viewing
Given a thumbnail in the gallery, when the user clicks on it, then the image opens in full-screen mode with navigation controls available.
Image Navigation Controls
Given a full-screen image view, when the user clicks the next or previous control, then the gallery displays the adjacent photo in full-screen mode.
Date and Service Tag Display
Given any photo in the gallery, when viewing thumbnails or full-screen images, then each photo displays its associated date and service type tag.
Responsive Gallery Interface
Given a user on a mobile device, when accessing the photo gallery, then the gallery layout adjusts to the screen size, maintaining usability of thumbnails and full-screen navigation.
Client-facing Photo Sharing
"As a client, I want to receive my pet’s before-and-after photos right after the service so that I can share them easily with friends and family."
Description

Enable automatic sharing of before-and-after photos with clients via email or the client portal immediately after service completion. Include customization options for captions and branding to enhance client engagement and satisfaction, driving repeat bookings and referrals.

Acceptance Criteria
Photo Sharing via Email
Given a service is completed and before-and-after photos are attached to the pet's profile, When the service is marked as complete, Then the system automatically generates and sends an email to the client's registered email containing both photos, service date, pet name, and service details within 5 minutes.
Photo Sharing via Client Portal
Given a client logs into the portal after their pet's service completion, When they navigate to the 'Photos' section, Then they can view and download the before-and-after photos tagged with date and service details.
Custom Caption and Branding
Given the groomer has set custom caption templates and uploaded branding assets, When the system sends the photo-sharing email or displays the portal gallery, Then the captions appear according to the selected template with correct placeholders replaced, and the groomer’s branding (logo and color scheme) is correctly applied.
Photo Share Failure Notification
Given the system fails to send the photo-sharing email due to an error, When email delivery fails, Then the system retries delivery up to three times and logs each attempt; if all retries fail, then an alert appears on the groomer’s dashboard notifying them of the failed photo share.
Client Sharing Preferences
Given the client has set their photo-sharing preference to 'opt-out', When the service is completed, Then no email is sent and no portal notification is generated for before-and-after photos, and the system logs the preference to exclude the client from photo-sharing workflows.
Photo Storage and Archiving
"As a platform administrator, I want a robust storage and archiving solution for pet photos so that the system remains performant and data is retained according to policy."
Description

Implement scalable storage and archiving policies for managing historical photo data, including compression, retention scheduling, and secure backup. This ensures optimal performance, compliance with data requirements, and cost-effective storage management.

Acceptance Criteria
Compressing New Photos for Storage Optimization
All uploaded photos are automatically compressed to meet the 70% size reduction benchmark without noticeable quality loss; verification by comparing file sizes before and after compression.
Archiving Photos After Retention Period
Photos older than 12 months are moved to the archive tier within 24 hours of reaching the retention threshold; audit logs confirm the timestamp and photo identifiers.
Retrieving Archived Photos on Demand
Users can request an archived photo and receive it within 5 seconds; the system restores the original uncompressed version with metadata intact.
Secure Backup and Recovery
Daily backups of both active and archived photo datasets are completed successfully with zero errors; restore a random backup within 2 hours and verify integrity checksum matches production data.
Enforcing Deletion of Expired Photos
Photos exceeding the maximum retention period of 36 months are permanently deleted within 24 hours; deletion logs record photo IDs and timestamps, and no deleted photos appear in either active or archive searches.

ProgressPath

Create dynamic, personalized grooming timelines that chart a pet’s style transformations over time. ProgressPath visually connects each grooming session with milestone markers, letting clients track their pet’s progress and appreciate long-term improvements. By demonstrating tangible value, this feature boosts client loyalty and supports premium service upselling.

Requirements

Interactive Timeline Overview
"As a pet grooming client, I want to view an interactive timeline of my pet's grooming history so that I can track style changes and improvements over time."
Description

Provide an interactive, scrollable timeline that visually connects each grooming session with milestone markers. This requirement ensures clients can easily navigate through past sessions, view session dates and service details, and understand their pet’s style transformations over time. The feature should support zooming in on specific time periods and highlight key events, integrating smoothly with FetchFlow’s scheduling and session history data. Expected outcomes include improved client engagement, clearer progress tracking, and stronger perceived value of long-term grooming plans.

Acceptance Criteria
Browsing Past Grooming Sessions
Given a client accesses the Interactive Timeline Overview, when they scroll horizontally through the timeline, then each past grooming session is displayed in chronological order with visible dates and service details.
Zooming Into Time Periods
Given the timeline contains multiple grooming sessions, when a client uses the zoom controls or pinch gestures, then the timeline scale adjusts correctly, showing more granular session details or a broader view without data overlap.
Highlighting Key Milestone Markers
Given certain sessions are marked as milestones, when the timeline loads, then milestone markers are visually distinct (e.g., different color or icon) and, when clicked, display a popup with milestone title, date, and description.
Real-Time Data Synchronization
Given a new grooming session is scheduled or updated in FetchFlow, when the client refreshes the timeline, then the timeline reflects the latest session data within 5 seconds of the update.
Cross-Device Responsiveness
Given a client accesses the timeline on desktop, tablet, or mobile, when they scroll or zoom, then the timeline controls and displays sessions correctly according to device screen size and orientation.
Milestone Marker Customization
"As a groomer, I want to customize milestone markers for grooming events so that I can highlight notable milestones in a pet's grooming history for clients."
Description

Enable groomers to define, label, and style custom milestone markers (e.g., ‘First Full Groom’, ‘Paw Pad Treatment’, ‘Premium Styling Upgrade’) on the grooming timeline. This requirement allows service providers to highlight significant events in a pet’s grooming journey, tailoring marker colors, icons, and descriptions. Integration with FetchFlow’s service catalog and pricing modules enables automatic association of milestones with specific services, enhancing upsell opportunities and client communication.

Acceptance Criteria
Add New Milestone Marker
Given a groomer navigates to the Milestone Marker customization page, when they enter a unique marker name, select an icon and color, and click Save, then the new milestone marker is listed in their custom markers with the correct label, icon, and color.
Edit Milestone Marker Label and Description
Given an existing milestone marker in the customization list, when the groomer updates its label and description fields and clicks Update, then the marker’s label and description reflect the new text across all future timeline views.
Delete Milestone Marker
Given a groomer views a custom milestone marker, when they click the Delete action and confirm the deletion, then the marker is removed from the customization list and no longer appears on any pet timelines.
Associate Milestone Marker with Service
Given a groomer configures a milestone marker, when they select one or more services from the Service Catalog and save, then scheduling those services automatically tags related appointments with the chosen milestone marker.
Render Customized Milestone Marker on Pet Timeline
Given a pet’s grooming history includes appointments with associated milestones, when a client views the pet’s timeline, then all custom markers display with the correct label, icon, color, and timestamp in chronological order.
Progress Visualization Analytics
"As a grooming business owner, I want to view analytics on my clients' pets’ grooming progress so that I can identify upsell opportunities and adjust service plans based on real data."
Description

Incorporate analytic overlays on the grooming timeline to display metrics such as coat length progression, grooming frequency, and service spend over time. This requirement visualizes trends and patterns, offering charts or heatmaps directly on the timeline interface. The analytics engine should pull data from session records and billing history, enabling groomers and business owners to identify upsell opportunities, optimize scheduling, and demonstrate quantifiable value to clients.

Acceptance Criteria
Coat Length Progression Chart Visualization
Given a pet has at least three recorded grooming sessions When the groomer opens the ProgressPath timeline interface Then a line chart overlay is displayed on the timeline showing coat length measurements for each session And each data point on the chart corresponds exactly to the coat length recorded in session records And the chart updates in real time when a new session is added
Grooming Frequency Bar Chart Overlay
Given the pet’s grooming session history for the past six months When the user selects the grooming frequency overlay toggle Then a bar chart displaying the number of sessions per month appears above the timeline And each bar aligns precisely with the corresponding month on the timeline And hovering over a bar reveals a tooltip with the exact session count for that month
Service Spend Heatmap Integration
Given the pet’s billing history includes service spend data When the service spend heatmap overlay is activated Then timeline segments are color-coded based on total spend within predefined ranges And a legend displays spend ranges with corresponding colors And clicking a colored segment shows a breakdown of services contributing to that spend
Upsell Opportunity Marker Detection
Given the analytics engine’s thresholds for frequency and spend patterns When a pattern indicating a potential upsell opportunity is detected Then a distinct marker icon appears on the timeline at the relevant session point And clicking the marker opens a panel with recommended premium services and messaging templates
Responsive Analytics Overlay Behavior
Given the user resizes the timeline viewport or changes device orientation When the timeline and its analytics overlays are re-rendered Then all chart elements, heatmaps, and markers adjust their positions and sizes proportionally And no data points, legends, or markers overlap or become unreadable
Client Notification System
"As a pet owner, I want to receive notifications when a new milestone is reached in my pet's grooming timeline so that I stay informed and engaged with my pet’s progress."
Description

Develop an automated notification system that alerts clients when new milestones are added to their pet’s grooming timeline. Notifications should include milestone details, session summaries, and direct links to view the timeline in the FetchFlow client portal or mobile app. Support customizable notification channels (email, SMS, in-app) and templates to match branding and communication preferences, increasing client engagement and reinforcing perceived value.

Acceptance Criteria
Milestone Added Email Notification
Given a new milestone is added to a pet’s grooming timeline and the client has email notifications enabled, When the milestone is saved, Then the system sends an email to the client’s registered address within 5 minutes containing the milestone title, session summary, and a direct link to view the timeline in the client portal.
Milestone Added SMS Notification
Given a new milestone is added to a pet’s grooming timeline and the client has SMS notifications enabled, When the milestone is confirmed, Then the system sends an SMS containing the milestone title, brief session summary, and a short link to the mobile app timeline view within 2 minutes.
In-App Push Notification Delivery
Given a new milestone is added to a pet’s grooming timeline and the client has the mobile app installed with push notifications enabled, When the milestone is recorded, Then the system delivers an in-app push notification immediately with the milestone name and a deep link to the ProgressPath view.
Custom Template Application
Given the business has selected a custom notification template, When a notification (email, SMS, or in-app) is generated for a new milestone, Then the notification uses the selected template’s branding, tone, and placeholders correctly, and renders without broken images or placeholders.
Notification Link Navigation
Given a client receives a notification (email, SMS, or in-app) about a new milestone, When the client clicks the included link, Then they are directed to the authenticated pet timeline view in the client portal or mobile app, and the specific milestone is highlighted.
Session Photo Integration
"As a pet owner, I want to see before-and-after photos for each grooming session in the timeline so that I can visually appreciate my pet's transformations."
Description

Integrate a secure photo storage and management system that automatically attaches before-and-after photos to each grooming session on the timeline. This requirement includes image upload, tagging, and thumbnail generation, ensuring fast loading and consistent formatting. Photos should be viewable in both list and detailed timeline views, allowing clients to visually appreciate their pet’s transformations and strengthening emotional engagement.

Acceptance Criteria
Initial Photo Upload
Given a groomer is on the grooming session page When they upload one or more photos Then only JPEG or PNG files under 5MB each are accepted and displayed in the upload queue
Automatic Thumbnail Generation
When a photo is uploaded Then the system generates a 200x200 pixel thumbnail within 2 seconds and associates it with the session
Secure Photo Storage
Given a photo is uploaded When saved Then the image must be encrypted at rest, stored in the secure media storage, and accessible only to authenticated users with proper permissions
Tagging and Metadata Submission
When a groomer adds tags and captions to before-and-after photos Then the metadata is saved in the photo record and retrievable via API or UI
Photo Display in Timeline Views
Given a client views the pet’s ProgressPath timeline When switching between list view and detailed view Then photos load under 1 second, display correct before-and-after ordering, and thumbnails link to full-size images

UpsellBoost

Leverage data-driven recommendations to suggest add-on services based on a pet’s grooming history and style evolution. UpsellBoost analyzes past treatments and current trends to propose relevant upgrades—like deluxe coat conditioning or seasonal styling—directly within booking workflows. This targeted approach increases average order value and guides clients toward services they’ll love.

Requirements

Service Recommendation Engine
"As a pet groomer, I want the system to analyze a pet’s past treatments and style preferences so that I can offer relevant add-on services to clients during booking."
Description

Develop a backend engine that analyzes each pet’s grooming history, style evolution, and broader trend data to generate the top 3 most relevant add-on service recommendations in real time. The engine must integrate with the existing data pipeline, support continuous model updates, ensure high accuracy in suggestion relevance, and provide a standardized API for downstream consumption. The outcome should be a reliable, scalable service that improves average order value by presenting data-driven upsell options.

Acceptance Criteria
Real-time Recommendations During Booking
Given a returning client's booking is in progress with valid grooming history When the booking page loads Then the engine returns the top 3 add-on services ranked by relevance within 200ms
Recommendation Relevance Accuracy Test
Given a test dataset of 100 historical bookings with known best add-ons When recommendations are generated for each Then at least 85% of the top recommendation matches the expected add-on
API Response Time Under Peak Load
Given 1000 concurrent API requests during peak hours When the recommendation endpoint is called Then 95% of responses are returned within 300ms and none exceed 500ms
Continuous Model Update Integration
Given a new grooming trend dataset is ingested When the model retraining pipeline runs Then the updated model is deployed automatically and recommendations reflect new trends within 1 hour
Daily Batch Recommendations Health Check
Given the system runs its nightly batch process When the health check script is executed Then it validates that recommendation generation succeeds for 100 random profiles without errors
Booking Workflow Integration
"As a pet owner, I want to see suggested add-ons during appointment booking so that I can easily select extra services for my pet."
Description

Embed the upsell recommendations directly into the booking UI, displaying contextually relevant service suggestions at key decision points. Ensure the interface is responsive across devices, highlights benefit details for each recommended add-on, and allows seamless one-click selection. The integration should gracefully handle unavailable services and respect user input flow without adding friction.

Acceptance Criteria
Displaying Upsell Recommendations on New Booking Creation
Given a client’s pet with existing grooming history, when the groomer enters booking details, then the system displays at least two contextually relevant add-on services based on past treatments.
One-Click Selection of Recommended Add-On Service
Given the list of recommended add-ons in the booking workflow, when the groomer clicks the “Add” button next to a recommendation, then the add-on is added to the booking summary with no additional page loads or pop-ups.
Responsive Layout on Mobile Devices
Given a groomer accessing the booking UI on a mobile device, when the screen width is less than 768px, then the upsell recommendation panel adapts to a single-column layout without horizontal scrolling and maintains full functionality.
Handling Unavailable Services Gracefully
Given a recommended add-on that is temporarily unavailable, when it appears in the recommendations list, then it is displayed as disabled with a tooltip explaining unavailability and does not allow selection.
Highlighting Benefit Details for Each Recommendation
Given the list of recommended add-ons, when the groomer hovers over or focuses on a recommendation’s info icon, then a tooltip appears displaying the benefit details, and the tooltip closes when the hover or focus is removed.
Personalization Configuration Panel
"As an administrator, I want to configure recommendation parameters so that I can tailor upsell suggestions to my business needs."
Description

Provide an administrative panel that allows business owners to configure recommendation parameters, including sensitivity thresholds, service inclusion/exclusion lists, weighting factors, and A/B testing toggles. The panel must include real-time previews of recommendation logic, audit logs for changes, and secure role-based access control. This configuration capability ensures recommendations align with specific business strategies and seasonal campaigns.

Acceptance Criteria
Adjust Sensitivity Threshold
Given the admin is on the Sensitivity Threshold section, When they adjust the slider to a new threshold value and click Save, Then the system updates the threshold and the real-time recommendation preview immediately reflects the new sensitivity without a page reload.
Service Inclusion and Exclusion Configuration
Given the admin views the service list, When they add or remove services from the inclusion/exclusion lists and save changes, Then the recommendation preview only includes the selected services and excludes the removed ones.
Weighting Factors Setup
Given the admin opens the weighting factor settings, When they assign numeric weights to service categories and submit the form, Then the recommendation preview recalculates suggestion rankings according to the updated weights.
A/B Testing Toggle
Given the A/B testing toggles are visible, When the admin enables or disables a test variant and saves, Then the active variant is applied in the real-time preview and the change is recorded in the audit log.
Audit Log Entry Creation
Given any configuration change is saved, When the save action completes, Then an audit log entry is created capturing the admin user ID, timestamp, and detailed change summary, and the log can be filtered and exported.
Role-Based Access Control
Given a user without admin role attempts to access the panel, When they navigate to the configuration URL, Then the system denies access with an unauthorized error. Given a user with the admin role, When they access the panel, Then they are granted full view and edit permissions.
Upsell Performance Dashboard
"As a business owner, I want to view metric reports on upsell performance so that I can measure the impact of recommendations and make data-driven decisions."
Description

Build an analytics dashboard that tracks key metrics such as recommendation impressions, click-through rates, acceptance rates, revenue uplift, and historical trend comparisons. The dashboard should offer filters by date range, service type, staff member, and client segment, along with exportable reports and visualizations. This feature empowers business owners to measure the ROI of UpsellBoost and make data-driven adjustments.

Acceptance Criteria
Filter by Date Range
Given the user selects a start and end date, When the filter is applied, Then the dashboard displays impressions, click-through rates, acceptance rates, and revenue uplift only for that date range.
Service Type Segmentation
Given the user selects one or multiple service types, When the filter is applied, Then the dashboard updates all metrics and visualizations to reflect only the selected service types.
Staff Member Performance
Given the user filters the dashboard by a staff member, When the filter is applied, Then the metrics and trend charts display data exclusively for that staff member’s activity.
Export Filtered Report
Given the user has applied filters, When the user clicks the export button, Then a CSV file is downloaded containing headers and rows matching the filtered data including date, service type, staff member, impressions, clicks, acceptance rate, and revenue uplift.
Historical Trend Visualization
Given the user selects a metric and time period on the trend tab, When the selection is executed, Then a line chart is rendered showing the metric’s values over time with correct axis labels and data points.
Recommendation Notification System
"As a client, I want to receive service recommendations in appointment reminders so that I can consider additional treatments before arrival."
Description

Implement a notification service that delivers add-on recommendations via email, SMS, and in-app push notifications at strategic touchpoints such as booking confirmation, appointment reminders, and post-service follow-ups. Include customizable templates, scheduling rules, and tracking to monitor open and engagement rates. This feature ensures clients receive timely, relevant suggestions to enhance their pet’s experience.

Acceptance Criteria
Booking Confirmation Email Recommendation Delivery
Given a client completes a booking, When the booking confirmation is generated, Then an email is sent within 1 minute containing at least one personalized add-on recommendation relevant to the pet’s grooming history using the active email template, and the email send status is recorded as 'sent'.
Appointment Reminder SMS Recommendation Delivery
Given a scheduled appointment is 24 hours away, When the reminder workflow triggers 24 hours before the appointment, Then an SMS message is sent to the client’s phone number containing a recommendation for an add-on service formatted within 160 characters, and SMS delivery status is logged.
Post-Service In-App Push Follow-Up
Given a grooming appointment has been completed, When the post-service follow-up window is reached (2 hours after completion), Then an in-app push notification is delivered containing a tailored add-on recommendation and the notification engagement (clicked or dismissed) is tracked.
Custom Template Configuration for Notifications
Given an admin accesses the notification settings, When they select an email or SMS notification type, Then they can create or modify a template with placeholders for client name, pet name, and recommended services, preview the final message, and save changes successfully.
Engagement Tracking and Reporting
Given notifications have been sent, When the admin views the analytics dashboard, Then the system displays open rates, click-through rates, and conversion rates for each notification type, and data can be filtered by date range and notification channel.

ShareShowcase

Enable one-click sharing of before-and-after galleries on social media and messaging platforms. ShareShowcase generates branded posts with customizable captions, hashtags, and watermarks, amplifying your salon’s visibility and credibility. Clients can celebrate their pet’s transformation online, driving organic referrals and reinforcing their relationship with your brand.

Requirements

One-Click Share Functionality
"As a pet groomer, I want to share before-and-after photos with one click so that I can efficiently promote my salon’s work on social media without extra steps."
Description

Implement a seamless one-click sharing mechanism that allows groomers to post before-and-after galleries directly from the ShareShowcase interface. This feature will open a share dialog with preloaded images arranged as a gallery and offer options for selecting target social media or messaging platforms. It ensures rapid content distribution without manual downloading or uploading, reducing friction and saving time.

Acceptance Criteria
Gallery Share Invocation
Given a groomer is viewing a completed before-and-after gallery When they click the Share button Then the system opens the share dialog with the selected gallery images preloaded
Platform Selection Display
Given the share dialog is open When the list of supported platforms loads Then the dialog displays Facebook, Instagram, WhatsApp, and Email options with recognizable icons
Custom Caption and Hashtag Editing
Given the share dialog is open When the default caption is displayed Then the groomer can edit the caption and add or remove hashtags before sharing
Watermark Application
Given the groomer has enabled watermark in settings When the gallery is shared Then the shared images include the salon’s watermark at the bottom-right corner
Successful Share Confirmation
Given a valid platform is selected and share is initiated When the external share API returns success Then the system displays a confirmation message and logs the share activity
Customizable Caption Editor
"As a salon owner, I want to customize captions and hashtags before sharing so that my posts align with my brand voice and reach the right audience."
Description

Provide an in-app caption editor where users can draft, preview, and edit post captions. The editor will support text formatting, emojis, and a library of suggested hashtags tailored to pet grooming. It should allow users to save caption templates for reuse, ensuring consistent branding and reducing time spent composing new captions.

Acceptance Criteria
Drafting a New Caption
Given the user clicks “Edit Caption” in the ShareShowcase dialog, When the editor loads, Then the caption editor modal opens within 2 seconds displaying a text input area, formatting toolbar, emoji picker button, suggested hashtag list, and live preview panel.
Applying Text Formatting and Emojis
Given the caption editor is open and contains text, When the user applies bold, italic, or underline formatting or selects an emoji from the picker, Then the selected formatting or emoji is applied at the cursor position and reflected immediately in the live preview.
Selecting Suggested Hashtags
Given the caption editor is open and suggested hashtags are displayed, When the user clicks a hashtag in the suggestion list, Then the hashtag is inserted into the caption draft without duplication and removed from the suggestion list.
Saving a Caption Template
Given the user has composed or edited a caption draft, When the user clicks “Save as Template” and names the template, Then the system stores the template in the user’s template library and displays a success notification.
Inserting a Saved Caption Template
Given the template library contains at least one saved template, When the user opens the caption editor and selects a template from “Load Template,” Then the caption draft is populated with the template content and the live preview updates accordingly.
Previewing a Branded Post
Given the caption draft is complete and the user has added watermarks and branding options, When the user toggles “Preview Branded Post,” Then the live preview displays the final post with branding, watermarks, and formatted caption as it will appear on social media.
Automated Watermark Overlay
"As a business owner, I want my logo added automatically to every shared photo so that my brand remains visible and protected online."
Description

Develop an automated watermark overlay system that applies a salon-branded watermark onto each image in the before-and-after gallery. Users can select watermark position, opacity, and style (logo or text). This requirement ensures all shared images reinforce brand identity and discourage unauthorized reuse.

Acceptance Criteria
Uploading Images with Watermark Options
Given a user uploads an image to the before-and-after gallery with default watermark settings configured, when the upload completes, then the system automatically applies the default watermark at the preset position, opacity, and style.
Configuring Watermark Position and Style
Given the user accesses watermark settings, when they select a position (top-left, bottom-right, center), choose an opacity value between 0% and 100%, and pick a style (logo or text), then the on-screen preview reflects the exact configuration before saving.
Bulk Watermark Application
Given multiple images are selected in the gallery with custom watermark settings chosen, when the user triggers bulk apply, then the system applies the watermark to all selected images with the specified settings within five seconds per image.
Previewing Watermarked Image
Given watermark settings are saved for a specific image, when the user clicks the preview button, then a high-fidelity preview displays the image with the watermark applied at the correct position, opacity, and style.
Exporting and Downloading Watermarked Images
Given watermarked images are available in the gallery, when the user exports or downloads an image, then the downloaded file includes the watermark permanently embedded and maintains the original image resolution and quality.
Social Platform Integration
"As a groomer, I want to post directly to my salon’s Facebook page or Instagram account from ShareShowcase so that I don’t need to switch between different apps."
Description

Integrate with major social media and messaging platforms (e.g., Facebook, Instagram, WhatsApp, and Messenger) via their APIs. The integration must handle authentication, permissions, and API rate limits. It should support both direct posting and story sharing, expanding the reach channels available to users.

Acceptance Criteria
User Authenticates with Social Platform
Given the user initiates a share action to a social platform When the user is not authenticated Then the system presents the platform’s OAuth login dialog And upon successful login, the system stores a valid access token securely And no errors are displayed to the user
User Shares Gallery as Social Media Post
Given the user is authenticated with the selected social platform When the user selects before-and-after images and clicks 'Post' Then the system uploads images via the platform API And applies the configured watermark, caption, and hashtags And confirms a successful post by displaying a confirmation message
User Shares Gallery as Story
Given the user is authenticated with the platform’s story API When the user selects 'Share as Story' and customizes overlay settings Then the system uploads the story content And confirms via success callback that the story was posted
Handle API Rate Limits
Given multiple share requests are made in quick succession When the number of API calls approaches the platform’s rate limit Then the system queues additional requests And retries automatically after the rate limit reset period And displays a user-friendly notice if delays exceed 30 seconds
User Customizes Post Caption and Hashtags
Given the user is on the share dialog When the user edits the auto-generated caption or adds hashtags Then the system validates that captions are within character limits And rejects invalid entries with clear error messages And includes the final text in the post payload
Share Analytics Dashboard
"As a salon manager, I want to see how many times my before-and-after posts were shared and engaged with so that I can assess the marketing impact and adjust my approach."
Description

Create an analytics dashboard that tracks key metrics for shared posts, including number of shares, engagements (likes, comments), and link clicks. The dashboard will display data over selectable time periods and allow filtering by platform. This insight helps users measure the impact of their social sharing efforts and refine their marketing strategies.

Acceptance Criteria
Dashboard Overview Retrieval
Given the user navigates to the Share Analytics Dashboard When the dashboard loads Then total number of shares, total engagements (likes, comments), and total link clicks are displayed for the default 7-day period
Time Period Filter Application
Given the user selects a custom date range on the analytics dashboard When the user applies the date range filter Then the dashboard updates to show metrics only within the selected dates
Platform Filter Functionality
Given the user selects one or more social platforms in the filter menu When the user applies the platform filters Then the dashboard displays metrics exclusively for the selected platforms
Engagement Metrics Drill-down
Given the user clicks on the engagements metric (likes or comments) When the metric is selected Then a detailed breakdown is shown, listing daily counts and individual post engagements
Analytics Data Export
Given the user initiates an export from the analytics dashboard When the user chooses CSV or PDF format and confirms Then a file containing the current view’s data and filters is downloaded

StyleSense

Use AI-powered styling recommendations to suggest grooming cuts and color highlights tailored to each pet’s breed, coat type, and owner preferences. StyleSense analyzes past photo galleries and industry trends to propose fresh looks during booking. This intelligent guidance helps groomers deliver personalized experiences, delight clients, and stand out with innovative style offerings.

Requirements

AI Recommendation Engine Integration
"As a groomer, I want the system to suggest customized grooming and color options for each pet so that I can offer personalized services and delight my clients."
Description

Integrate a machine learning-based recommendation engine that analyzes pet breed, coat type, and owner preferences to generate tailored grooming styles and color highlights. The engine should process historical grooming photos, industry trend data, and real-time input to deliver accurate, personalized style suggestions during the booking workflow, enhancing client satisfaction and increasing upsell opportunities.

Acceptance Criteria
Booking Stage Style Suggestion
Given a user has selected a pet breed, coat type, and owner preferences during booking, When they reach the StyleSense recommendation step, Then the system presents at least three AI-generated grooming style and color highlight suggestions relevant to the input.
Historical Photo Analysis Accuracy
Given the recommendation engine has access to the pet's historical photo gallery and industry trend dataset, When generating style recommendations, Then the top suggestion must match at least 80% pattern similarity with past successful grooming styles for that breed and coat type.
Owner Preference Feedback Integration
Given the system displays style suggestions to the owner, When the owner accepts, modifies, or rejects a suggestion, Then the engine records the feedback and updates future recommendations accordingly within 24 hours.
Upsell Offer and Conversion Tracking
Given a groomer selects an AI-recommended style that includes additional color highlights, When the booking is confirmed, Then the system logs the upsell option and tracks whether the client agrees, providing conversion metrics in the analytics dashboard.
Real-Time Input Adjustment
Given a groomer changes pet attributes mid-booking (e.g., coat length), When the change is submitted, Then the engine recalculates and displays updated style recommendations within two seconds.
Breed and Coat Data Management
"As a system administrator, I want to manage and update breed and coat characteristics so that the AI engine can provide accurate style recommendations."
Description

Develop a centralized repository for breed-specific and coat-type information, including texture, length, color variations, and recommended trim styles. This database should be extensible, allowing administrators to update breed profiles, upload new trend patterns, and refine styling guidelines to improve recommendation accuracy and maintain up-to-date styling options.

Acceptance Criteria
Administrator adds a new breed profile
Given an admin accesses the breed management interface When they input all required fields (breed name, coat texture, length, color variations, recommended trim styles) and submit Then the system creates a new breed profile accessible in the repository
Administrator updates coat-type details
Given an existing coat-type entry When an admin modifies attributes (texture, length, guidelines) and saves changes Then the updated details are persisted and displayed in subsequent data retrievals
User retrieves breed and coat data during booking
Given a booked appointment with specified breed and coat type When a user views the appointment details Then the corresponding breed and coat information loads within 2 seconds and matches the repository data
Trend pattern uploads by administrators
Given an admin uploads a new styling trend pattern (image file and metadata) When the upload is confirmed Then the new pattern is stored, indexed, and available for StyleSense recommendations
Database performance under concurrent updates
Given 100 simultaneous update requests to breed or coat entries When these operations execute Then the system completes all updates without errors and maintains response times under 500 ms per request
Photo Analysis and Tagging Module
"As a groomer, I want the system to analyze uploaded pet photos to identify breed and coat details so that style recommendations are tailored to each individual pet’s features."
Description

Build an image processing component that automatically analyzes uploaded pet photos to detect breed traits, coat condition, and existing color patterns. The module should tag photos with metadata and feed insights into the recommendation engine, ensuring context-aware styling suggestions based on the pet’s current appearance.

Acceptance Criteria
Breed Trait Detection upon Photo Upload
Given a clear pet photo is uploaded, when the system processes the image, then it identifies and tags the breed with at least 90% confidence.
Coat Condition Analysis in Varying Lighting
Given photos taken under different lighting conditions are processed, when analyzed, then the module correctly assesses coat health indicators (such as shine and matting) with an accuracy of 85% or higher.
Existing Color Pattern Recognition
Given a pet photo with multiple color patches, when analyzed, then the system tags each distinct color pattern accurately and logs its relative position on the pet’s body.
Metadata Tag Storage in Database
Given that image metadata is generated, when saved, then all tags (breed, coat condition, color patterns) are stored correctly in the database within 2 seconds of upload.
Recommendation Engine Input Validation
Given tagged image insights, when passed to the StyleSense engine, then recommendations reflect the detected traits and existing patterns without errors and within 500ms.
Owner Preference Profile Settings
"As a pet owner, I want to record my preferred grooming styles and colors so that future recommendations align with my taste and my pet’s history."
Description

Implement a user interface where pet owners can specify style preferences, favorite color palettes, and past grooming feedback. These preferences must be stored in the pet’s profile and factored into future style suggestions, ensuring continuity and personalization over repeat bookings.

Acceptance Criteria
Owner Saves Style Preferences
Given the pet owner is on the Preference Profile page and has entered style preferences, favorite color palettes, and feedback When the owner clicks “Save Preferences” Then the system stores these inputs in the pet’s profile and displays a confirmation message
Preferences Persist Across Sessions
Given the pet owner has previously saved preferences When the owner logs out and logs back in Then the saved style preferences, color palettes, and feedback are pre-populated in the pet’s profile form
System Applies Preferences in StyleSense Recommendations
Given the pet has stored style preferences and color palettes When the StyleSense AI generates grooming recommendations during booking Then at least 80% of the suggested styles incorporate the owner’s preferences and favorite palettes
Editable Past Grooming Feedback Integration
Given the pet owner views past grooming feedback in their profile When the owner edits and saves updated feedback Then the system updates the feedback record and uses the latest input for future style suggestions
Validation of Invalid Preference Input
Given the owner enters unsupported or malformed data in preference fields When the owner attempts to save Then the system displays descriptive error messages and prevents saving until valid inputs are provided
Recommendation Display and Selection UI
"As a groomer, I want to view and choose from AI-generated style recommendations during booking so that I can efficiently finalize a personalized grooming plan."
Description

Design and integrate a front-end component within the booking flow that presents AI-generated styling options, including images, style names, and brief descriptions. The UI must allow groomers to preview, compare, and select recommendations or customize them further, ensuring a seamless and interactive booking experience.

Acceptance Criteria
Viewing AI Style Recommendations During Booking
Given a groomer proceeds to the styling recommendations step of the booking flow When the AI service returns recommendations Then the UI must display at least three style cards each containing an image, style name, and brief description within 2 seconds of receiving the response
Previewing Detailed Style Cards
Given a groomer clicks on the 'View Details' control of a style card When the card expands Then the UI must present an enlarged image, a detailed description, and breed-specific or coat-type information in a modal or inline expansion without obstructing other recommendations
Comparing Multiple Styling Options
Given multiple style cards are visible When the groomer selects two cards for comparison Then the interface must render both cards side by side, highlighting differences in style attributes such as cut length, color highlights, and recommended coat types
Selecting a Style Recommendation
Given a groomer clicks the 'Select' button on a style card When selection occurs Then the style card must be visibly marked as chosen, the booking summary panel must update to include the style name and preview thumbnail, and the ‘Next’ button must become enabled
Customizing AI Recommendations
Given a groomer has chosen a style recommendation When the groomer adjusts customization sliders or inputs (e.g., coat length, color intensity) Then the preview image and description must update in real time to reflect the custom parameters and the final selection summary must include the customized details

QuickSplit

Enable one-tap split billing at the end of a group walk. QuickSplit automatically divides the total cost among participants and sends invoices instantly, reducing administrative time and ensuring prompt payments.

Requirements

One-Tap Split Activation
"As a pet care provider, I want to trigger split billing with one tap at the end of a group walk so that I can send invoices quickly without navigating through multiple menus."
Description

Users can initiate QuickSplit with a single tap on the group walk summary screen, automatically pulling the total cost of the service and preparing to divide it among participants. This feature streamlines the billing workflow, eliminating manual navigation and reducing administrative time. Integrated seamlessly into the walk completion process, it enhances user efficiency and minimizes errors by triggering the split billing workflow at the exact point of service delivery.

Acceptance Criteria
Initiate QuickSplit from Group Walk Summary
Given the user has completed a group walk and is on the walk summary screen When the user taps the "Split Bill" button Then the system automatically retrieves the total cost of the service and displays the list of participants And the user is presented with the split billing interface pre-populated with equal share amounts.
Adjust Split Amounts Before Sending Invoices
Given the split billing interface is displayed with equal shares When the user modifies the share amount for a participant Then the total split updates in real-time to reflect the adjustment And the sum of all shares equals the total service cost.
Confirm and Send Split Invoices
Given the split shares are finalized When the user taps "Send Invoices" Then invoices are generated for each participant with the correct amount And invoices are sent via the user's configured invoicing channel And the user receives a confirmation notification.
Handle Missing Payment Information
Given one or more participants lack payment details When the user attempts to send invoices Then the system prevents invoice sending And highlights participants missing payment information with an error message.
Edge Case: Single Participant Group Walk
Given the group walk has only one participant When the user initiates QuickSplit Then the system bypasses splitting And sends a single invoice for the full amount And notifies the user that splitting isn't required for single participant.
Equal Cost Calculation
"As a pet care provider, I want the system to calculate each participant's equal share automatically so that I don't have to manually compute and worry about billing errors."
Description

QuickSplit calculates the equal share of the total cost by dividing the final walk fee evenly among all participants. It accounts for rounding discrepancies and distributes any remainder according to predefined rules. This automated calculation ensures fairness and accuracy in billing, reducing manual errors and client disputes. The calculation module integrates with the pricing engine to reflect any discounts or surcharges applied during the walk.

Acceptance Criteria
Group Walk with Equal Participants
Given a completed group walk with a total fee of $F and N participants, when QuickSplit executes, then each participant invoice shows a charge of F/N rounded to two decimal places and the sum of all invoices equals F.
Rounding Adjustment for Division Remainders
Given a division of total fee F by N participants that yields a remainder, when QuickSplit calculates shares, then it distributes the extra cent(s) to the first M participants following predefined rules so that total invoiced equals F.
Integration with Discounted Walk Fee
Given a walk fee F with a discount D applied, when QuickSplit retrieves the final fee from the pricing engine, then it uses (F–D) for equal share calculations and reflects the discount in each participant’s invoice line item.
Handling of Surcharge in Total Fee
Given a walk fee F with a surcharge S added, when QuickSplit accesses the pricing engine, then it includes S in the final total before splitting and notes the surcharge separately on each invoice.
Invoice Dispatch Verification
Given the calculated shares for all participants, when QuickSplit sends invoices, then each participant receives an individual invoice email within 60 seconds and the system logs a successful dispatch status.
Dynamic Participant Management
"As a pet care provider, I want to adjust the list of participants before splitting the bill so that I can handle last-minute changes accurately."
Description

The platform retrieves participant details from the walk roster and displays them in the QuickSplit interface, allowing providers to add, remove, or adjust participants before finalizing the bill. Changes are reflected in real-time cost recalculations. This requirement ensures flexibility when attendance changes unexpectedly and integrates roster data with billing logic to maintain consistency across scheduling and invoicing modules.

Acceptance Criteria
Accessing Participants from Walk Roster
Given the provider opens the QuickSplit interface for a completed group walk When the system retrieves the walk roster Then the interface displays each participant’s name, contact information, and default split share in the billing list.
Adding a Participant to the Bill
Given the QuickSplit interface is loaded When the provider searches for and selects an additional roster participant Then the participant is added to the billing list and the total cost is recalculated immediately.
Removing a Participant from the Bill
Given a participant appears in the billing list When the provider clicks the remove icon next to the participant Then the participant is removed from the list and the total cost is updated in real time.
Adjusting an Individual Cost
Given a participant’s default split share is displayed When the provider edits the participant’s cost field Then the participant’s share and the overall total update instantly to reflect the change.
Validating Real-Time Cost Recalculation
Given any addition, removal, or cost adjustment of participants When the change is made Then the split amounts for all participants and the total cost recalculate within 1 second and display accurate values.
Syncing Changes to Billing Module
Given the provider finalizes the split billing When the provider confirms and sends invoices Then each participant receives an invoice with their correct share and the billing module records the updated invoice status.
Automated Invoice Generation
"As a pet care provider, I want invoices to be automatically created and sent to participants so that I don't have to manually generate and deliver billing statements."
Description

Upon confirmation of split details, QuickSplit generates invoices for each participant, embedding payment links, walk details, and total due amounts. Invoices are dispatched instantly via email or SMS through the integrated communication service. This end-to-end automation accelerates payment cycles, reduces administrative workload, and improves cash flow management for providers. It interfaces with the notification engine to track delivery and open rates.

Acceptance Criteria
Instant Invoice Dispatch
Given split billing details are confirmed, when QuickSplit generates invoices, then invoices are sent to each participant via the chosen channel within 30 seconds.
Invoice Content Accuracy
Given an invoice is generated, when the invoice content is reviewed, then it displays walk details, participant name, total due, and payment link accurately matching the confirmed split details.
Payment Link Functionality
Given an invoice is received, when a participant clicks the payment link, then they are directed to the secure payment page pre-filled with the correct amount and invoice reference.
Delivery and Open Rate Tracking
Given invoices have been dispatched, when the notification engine processes events, then delivery status and open rates are updated in the provider dashboard within one minute.
Dispatch Error Handling
Given the communication service experiences a failure, when invoice dispatch attempts fail, then the system retries up to three times with exponential backoff and notifies the provider if all retry attempts fail.
Real-time Payment Tracking
"As a pet care provider, I want to see real-time payment statuses and receive automated reminders for pending invoices so that I can maintain healthy cash flow."
Description

QuickSplit monitors each invoice's payment status in real-time, updating the provider dashboard with paid, pending, or overdue statuses. It sends automated reminders for pending payments based on customizable schedules. This requirement enhances visibility into receivables, enabling providers to follow up proactively and reduce outstanding balances. It integrates with the accounting module to reflect reconciled transactions.

Acceptance Criteria
Dashboard Reflects Real-Time Invoice Creation
Given a group walk invoice is created via QuickSplit, when the invoice is generated, then the provider dashboard displays the new invoice with status 'Pending' within 5 seconds.
Payment Status Updates on Payment Receipt
Given a client completes payment through the invoice link, when payment is confirmed by the payment gateway, then the dashboard updates the invoice status to 'Paid' within 5 seconds and adjusts total receivables accordingly.
Automated Reminder for Pending Payments
Given an invoice remains unpaid 3 days after issuance, when the reminder schedule triggers, then the system sends a reminder email to the client and logs the reminder event.
Overdue Invoice Alert
Given an invoice is past the customizable due date (e.g., 7 days overdue), when the invoice status transitions to overdue, then the dashboard highlights the invoice in red and sends an overdue notification to the client.
Accounting Module Reconciliation Sync
Given an invoice is marked 'Paid' in the accounting module, when the reconciliation occurs, then the provider dashboard reflects the reconciled transaction status in real-time and updates total reconciled balances.
Manual Override and Adjustment
"As a pet care provider, I want to manually adjust a participant's invoice after it's generated so that I can handle special cases like discounts or extra services."
Description

Providers can manually adjust individual participant charges post-invoice generation to account for discounts, no-shows, or extra time. The system recalculates totals and updates invoices, notifying participants of the changes. This flexibility addresses unique cases and integrates with versioning control to maintain an audit trail of modifications, ensuring transparency and compliance.

Acceptance Criteria
Post-Invoice Discount Adjustment
Given an existing group walk invoice, when a provider applies a discount to one participant post-generation, then the system recalculates that participant’s charge, updates the invoice total accordingly, and logs the adjustment in the audit trail.
Extra Time Charge Addition
Given an existing group walk invoice, when a provider adds extra time charges to one participant post-generation, then the system recalculates that participant’s charge, updates the invoice total, and records the adjustment with timestamp and user details.
No-Show Charge Adjustment
Given an existing group walk invoice, when a provider marks a participant as a no-show and adjusts their charge to zero, then the system recalculates the invoice total, updates the invoice, and logs the no-show adjustment.
Versioning Control Audit Logging
Given any manual charge adjustment, when the system processes the change, then it creates a new version of the invoice capturing the previous and updated values, timestamp, and user ID, preserving a complete audit trail.
Participant Notification of Adjustments
Given a manual adjustment has been applied, when the invoice is updated, then the system sends a notification to the affected participant detailing the original charge, the adjustment made, and the revised amount due.

SmartShare

Leverage AI-driven allocation to split bills based on walk duration, distance, and special services. SmartShare ensures fair billing by analyzing session specifics, enhancing transparency and client trust.

Requirements

Session Data Aggregation
"As a pet care provider, I want the platform to automatically collect and consolidate details of each session such as duration, distance, and services so that billing splits are accurate and based on real session metrics."
Description

Capture and aggregate session specifics—such as walk duration, distance, and special services—from multiple data sources within FetchFlow. Normalize, validate, and securely store this data to enable precise allocation by the SmartShare billing engine.

Acceptance Criteria
Walk Duration Data Capture
Given a completed session record from the mobile app, when the session ends, then the system must capture start and end timestamps and calculate total duration to the nearest minute.
Distance Measurement Aggregation
Given GPS data from the walker's device, when session data is received, then the system must compute total distance in kilometers (km) with a tolerance of ±0.05 km.
Special Service Identification
Given session details including flags for services (e.g., grooming, training), when data is ingested, then the system must tag and aggregate all selected special services into the session record with correct service codes.
Data Normalization Across Sources
Given session data from multiple sources (mobile app, web portal, third-party integrations), when data is imported, then the system must normalize field names, units (e.g., miles to km), and timestamp formats into the standard schema.
Secure Session Data Storage
Given aggregated session details (duration, distance, services), when data is stored, then it must be encrypted at rest using AES-256 and access-controlled per user role.
Dynamic Billing Algorithm
"As a client, I want the system to compute my portion of the bill based on actual usage so that I only pay for the services I received."
Description

Implement an AI-driven algorithm that processes aggregated session data, applies predefined weighting factors and proration rules, and incorporates custom client agreements to calculate each party’s fair share of the bill based on real usage metrics.

Acceptance Criteria
Session with Multiple Walkers and Varying Durations
Given a walking session with two walkers who each record different durations and distances, when the dynamic billing algorithm processes the data, then the total bill is split between the walkers in direct proportion to their actual durations and distances with a variance no greater than 1%.
Extended Session Proration
Given a scheduled session that exceeds its end time by 30 minutes, when proration rules are applied, then the client is billed for the extra time at the standard rate, calculated pro rata based on the original session duration.
Inclusion of Special Services in Billing
Given a session that includes special services such as grooming and hydration, when the algorithm processes the session, then each added service fee is multiplied by its predefined weight factor and included in the participant’s share accurately.
Custom Client Billing Agreement
Given a client has a custom agreement that caps daily charges at a specified amount, when multiple sessions occur in the same day, then the algorithm ensures the total billed amount does not exceed the agreed cap.
Handling Missing Session Data
Given session data where one participant’s distance is missing, when the algorithm processes the session, then it flags the missing data, applies a fallback of equal split among participants, and logs an error for manual review.
Adjustment Interface
"As a pet care provider, I want to review and adjust the AI-suggested billing splits so that I can correct any anomalies before sending invoices."
Description

Provide an intuitive interface within FetchFlow where providers can review, modify, and approve automatically generated bill splits before finalizing invoices. Ensure real-time recalculation, validation, and error detection to maintain accuracy.

Acceptance Criteria
Provider reviews AI-generated bill split
Given a completed pet care session with duration, distance, and special services recorded, when the provider opens the Adjustment Interface, then the automatically generated bill split displays each service line item with its calculated cost and allocation percentage.
Provider modifies service allocation
Given the AI-generated allocation is displayed, when the provider edits the cost or percentage for a particular service, then the system recalculates and updates all other allocations in real time to ensure the total equals 100%.
Provider approves adjusted bill split
Given the provider has made or reviewed adjustments, when the provider clicks “Approve”, then the final allocation is locked, saved to the invoice, and the bill summary reflects the approved values.
Detection of allocation sum errors
Given a manual adjustment results in allocation percentages that do not sum to 100%, when the provider attempts to approve, then the interface presents a clear error message and prevents approval until the total allocation is corrected.
Validation of service-specific billing rules
Given certain services (e.g., express walk, grooming add-ons) have minimum charges or distance thresholds, when the AI-generated or manually adjusted split violates these rules, then the system highlights the violation and suggests corrective adjustments.
Transparency Notifications
"As a client, I want to receive a clear explanation of my bill breakdown so that I understand the charges and trust the billing process."
Description

Automatically notify clients via email and in-app messages with detailed breakdowns of how their share of the bill was calculated, including metrics for duration, distance, and specific service line items, fostering trust and reducing billing inquiries.

Acceptance Criteria
Email Detailed Breakdown Post-Session
Given a completed service session When the billing process is triggered Then an email is sent to the client’s registered address within 5 minutes containing an itemized table showing duration, distance, each specific service line item, and the calculated share per metric that sums to the total invoice amount.
In-App Detailed Billing Breakdown
Given a client views a completed session in the mobile or web app When they navigate to the billing details section Then a breakdown loads within 2 seconds showing duration, distance, and individual service charges, with tooltips explaining each metric and a total that matches the invoice.
Historical Billing Access
Given a client navigates to their billing history When they select any past session Then a detailed breakdown is displayed within 3 seconds, showing all line items (duration, distance, services), and an option to export the breakdown as a PDF.
Billing Dispute Support Notification
Given a client clicks the “Dispute Charge” button on a session invoice When the dispute request is submitted Then the system generates an automated message with the full breakdown and explanation, creates a support ticket, and sends a confirmation notification to the client.
Pre-Payment Notification
Given an upcoming invoice is due in 48 hours When the system’s reminder scheduler runs Then an email and in-app notification are sent to the client containing the detailed billing breakdown and the payment due date.
Billing Audit Reports
"As an administrator, I want to access detailed billing audit reports so that I can verify accuracy and maintain compliance for accounting purposes."
Description

Generate comprehensive audit logs and reports that track all SmartShare calculations, manual adjustments, and approvals. Enable providers to review historical splits, identify patterns, and comply with accounting and regulatory requirements.

Acceptance Criteria
View SmartShare Calculation History
Given a provider navigates to the Billing Audit Reports page and selects a completed SmartShare session; When the provider submits the session ID and date range; Then the system displays a chronologically ordered log showing AI-calculated splits, timestamps, manual adjustments, and approval records.
Export Audit Report to CSV
Given a provider has generated an audit report; When the provider clicks the 'Export to CSV' button; Then the system downloads a CSV file containing all SmartShare calculation details, manual edits, and approval data with correct headers and no missing fields.
Filter Audit Reports by Adjustment Type
Given multiple audit logs exist; When the provider applies a filter for 'Manual Adjustment' or 'AI Adjustment'; Then the system only shows entries matching the selected adjustment type and updates the total record count accordingly.
Audit Report Data Accuracy Verification
Given a sample set of SmartShare sessions; When an auditor compares the system-generated audit logs against source data (service duration, distance, and special services); Then all calculated split values, adjustment entries, and total amounts must match the expected values computed independently.
Access Regulatory Compliance Summary
Given a provider requests compliance information; When the provider clicks on 'Compliance Summary'; Then the system displays a summary report highlighting key metrics (total sessions, adjustment counts, approval ratios) and flags any sessions exceeding regulatory thresholds.

PayLink Instant

Generate a unified payment link for group invoices that participants can access via text or email. PayLink Instant consolidates all billing details into a single, clickable URL, simplifying the payment process and boosting completion rates.

Requirements

Unified Payment Link Generation
"As a pet care provider, I want to generate one comprehensive payment link for all group invoices so that I can simplify billing communication and improve on-time payments."
Description

Enable the creation of a single, consolidated payment link that encapsulates all individual participant invoices, billing amounts, and payment instructions. This link should dynamically assemble invoice details into a unified view, ensuring accurate total calculation and clear itemization. Integration with the existing billing engine must allow real-time data pull for amounts due, client details, and service descriptions. The feature must support generating the link on demand, storing metadata for auditing, and regenerating if invoice data changes, thereby reducing client confusion and boosting payment completion rates.

Acceptance Criteria
Invoice Consolidation Initiation
Given a user selects multiple participant invoices and clicks 'Generate PayLink', when the system creates the unified payment link, then the link must display all selected invoices with correct itemization and a total amount equal to the sum of individual invoices.
Real-Time Data Retrieval
Given existing invoices stored in the billing engine, when the PayLink is generated, then the system must retrieve and display the latest client details, service descriptions, and amounts due without discrepancies.
Link Regeneration After Data Change
Given an existing PayLink and underlying invoice data is modified, when the user regenerates the link, then a new URL must be issued reflecting updated amounts and itemization, and participants must be notified of changes.
Payment Link Metadata Storage
Given a PayLink is generated, when the link creation process completes, then metadata including generation timestamp, initiating user ID, and associated invoice IDs must be stored in the audit log for future retrieval.
Access and Payment Flow
Given a participant clicks the PayLink, when the link is accessed in a browser or mobile device, then the system must display the consolidated invoice view and allow the participant to complete payment via supported methods, updating the payment status for all linked invoices.
Secure Token-Based Link Access
"As a pet groomer, I want payment links to be protected by unique tokens so that only invited clients can view and pay their invoices securely."
Description

Implement a secure, unique token mechanism for each generated payment link to ensure that only intended recipients can access billing information. Tokens must be cryptographically random, tied to invoice metadata, and expire after a configurable time. The system should validate tokens on each access attempt, log events for security auditing, and prevent unauthorized URL manipulation. Integration with the user authentication service is required to optionally enforce client login before payment. This requirement enhances data protection, regulatory compliance, and client trust.

Acceptance Criteria
Unique Token Generation with Invoice Metadata
Given an invoice is finalized When the payment link is generated Then the link contains a cryptographically secure token uniquely tied to the invoice ID and metadata
Configurable Token Expiry Enforcement
Given a token generation timestamp and configured expiration duration When the expiration duration elapses Then access with the expired token is denied and an expiration error message is returned
Token Validation and Tampering Prevention
Given a payment link access attempt When the token in the URL does not match the stored token or has been altered Then the system rejects access, returns an unauthorized error, and prevents viewing of billing information
Security Auditing and Event Logging
Given each token validation attempt When a token is successfully validated or fails validation Then the system logs the event with timestamp, user agent, IP address, and validation outcome
Optional Client Authentication Enforcement
Given optional authentication is enabled When a user accesses the payment link Then the system prompts for client login and only displays billing details upon successful authentication
Multi-Channel Link Delivery
"As a pet walker, I want to send the payment link through text or email with a personalized message so that clients receive clear instructions and I save time manually sharing links."
Description

Provide options to send the unified payment link via SMS and email with customizable message templates. Delivery functionality should integrate with the platform’s messaging service to support dynamic placeholders (e.g., client name, appointment details, due date). The UI must allow users to preview and edit messages before sending, choose multiple recipients, and schedule delivery times. Delivery statuses (sent, delivered, failed) must be tracked and displayed in the invoice dashboard. This requirement streamlines outreach, reduces manual copy-pasting, and ensures consistent branding.

Acceptance Criteria
Send Payment Link via SMS
Given an invoice with one or more clients When the user selects SMS as the delivery channel, chooses recipients, customizes the message using dynamic placeholders, and schedules a send time Then each recipient receives an SMS with the unified payment link and correctly populated placeholders, and the system confirms queuing.
Send Payment Link via Email
Given an invoice with one or more clients When the user selects Email as the delivery channel, chooses recipients, customizes the message using dynamic placeholders, and schedules a send time Then each recipient receives an email with the unified payment link and correctly populated placeholders, and the system confirms queuing.
Template Preview and Editing
Given a default or custom message template When the user clicks Preview Then the system displays the fully rendered message with placeholders replaced and allows inline edits, and upon saving, updates the message for send.
Select Multiple Recipients
Given an invoice with multiple associated client contacts When the user selects multiple recipients in the UI Then all chosen contacts appear in the recipient list with delivery channels indicated and are included in the scheduled send.
Delivery Status Display
Given scheduled or sent messages When the system processes each delivery Then the invoice dashboard shows real-time statuses (Sent, Delivered, Failed) for each recipient and allows filtering by status.
Real-Time Payment Status Tracking
"As a pet boarding manager, I want to see when a client opens and completes payment through the link so that I can follow up promptly and maintain accurate records."
Description

Enable live tracking of payment link interactions and transaction statuses, including link opens, payment initiation, success, and failure events. The system should push status updates to the invoice dashboard and notify users via in-app alerts or email. Data must be stored in a centralized event log for reporting and reconciliation. Integration with payment gateway webhooks is required to capture transaction outcomes and update invoice records automatically. This feature provides visibility into client engagement and expedites follow-ups on unpaid invoices.

Acceptance Criteria
Tracking Link Open Events
Given a payment link is generated and sent, When a recipient clicks the link, Then the system logs a 'link_open' event with timestamp and user identifier in the centralized event log.
Capturing Payment Initiation
Given the recipient has opened the payment link, When the payment process begins, Then the system logs a 'payment_initiated' event and updates the invoice dashboard in real time.
Updating Successful Transactions
Given a payment gateway webhook returns a success status, When payment is completed, Then the system updates the invoice status to 'Paid', sends an in-app alert and email notification, and logs a 'payment_success' event.
Handling Failed Transactions
Given a payment gateway webhook returns a failure status, When payment fails, Then the system updates the invoice status to 'Failed', logs a 'payment_failed' event with error code details, and sends a failure notification to the user.
Centralized Event Log Availability
Given multiple payment events have occurred, When a user accesses the event log report, Then all events (link_open, payment_initiated, payment_success, payment_failed) are displayed in chronological order with accurate details.
Customizable Expiry and Reminder Automation
"As a pet sitter, I want payment links to expire after a set period and send automatic reminders to clients so that I can reduce overdue invoices and minimize manual follow-ups."
Description

Allow users to configure expiration periods for payment links and set automated reminder schedules. The system must support setting custom expiry durations (e.g., 24 hours, 7 days) and define reminder triggers (e.g., 3 days before expiry, after first open without payment). Automated reminders should be sent via the selected delivery channels with templated content. Users need the ability to adjust settings at both tenant and individual invoice levels. Logging of reminder events and expiry actions is required for audit trails. This requirement reduces late payments and administrative overhead.

Acceptance Criteria
Setting Custom Expiry Duration
Given a tenant admin accesses the payment link settings and sets an expiry period of 24 hours, when a new PayLink Instant is generated, then the link expires exactly 24 hours after creation.
Defining Automated Reminder Triggers
Given a user configures a reminder trigger at 3 days before expiry, when a link is within 3 days of its expiry date without payment, then the system automatically sends the reminder.
Overriding Settings on Individual Invoice
Given an invoice-level setting overrides the tenant default expiry to 48 hours, when that invoice’s PayLink Instant is created, then the link respects the 48-hour expiry instead of the default.
Sending Automated Reminders via Selected Channels
Given a user selects SMS and email channels for reminders, when the reminder trigger condition is met, then the system delivers the templated reminder to the recipient via both SMS and email.
Logging Reminder and Expiry Events
Given each reminder and expiry action occurs, when reminders are sent or links expire, then the system logs the event with timestamp, link ID, invoice ID, and recipient info for audit trail.

GroupInvoice Pro

Customize invoices with group-level branding, detailed line items, and personalized messages. GroupInvoice Pro helps walkers present a professional image, communicate value clearly, and foster stronger client relationships.

Requirements

Multi-Brand Template Support
"As a group administrator, I want to select and customize invoice templates with our brand's logo, colors, and layout so that every invoice I send reflects our professional image."
Description

Enable users to upload and manage multiple invoice templates with distinct branding elements such as logos, color schemes, and layout options. This requirement ensures that each group or service segment can maintain a consistent and professional appearance on all outgoing invoices. The system should allow administrators to define default templates, preview changes, and enforce brand guidelines automatically during invoice generation.

Acceptance Criteria
Administrator uploads new invoice template
Given the admin is on the template management page When they upload a valid invoice template file with a logo, color scheme, and layout configuration Then the template is saved, listed under available templates, and a preview thumbnail is generated
Administrator sets default template for a group
Given the admin is on the group settings page When they select a specific uploaded template as the default for the group Then all newly generated invoices for that group use the selected template automatically
System enforces brand guidelines during invoice generation
Given an invoice is generated for a group When the system applies branding Then the invoice uses the group's default template, including logo, color scheme, and layout, without manual adjustments
Administrator previews template changes before saving
Given the admin edits an existing invoice template When they modify any branding element (logo, color, or layout) and click preview Then a sample invoice reflecting those changes is displayed before saving
Administrator assigns templates to service segments
Given the admin manages service segments within a group When they assign different templates to each segment Then invoices generated for each service segment use their respective assigned templates
Detailed Line Item Editor
"As a pet walker, I want to add and edit detailed line items for each service on an invoice so that clients can see exactly what services they were billed for."
Description

Provide an interface for creating and editing invoice line items with fields for service description, quantity, rate, tax, and discounts. The editor should support inline calculations and real-time updates to the invoice total. This functionality promotes transparency by clearly breaking down charges for clients and integrates seamlessly with the billing engine to ensure accurate record-keeping.

Acceptance Criteria
Valid Line Item Creation
Given a user inputs a service description, a positive integer quantity, a positive decimal rate, a valid tax percentage, and a non-negative discount amount; When the user saves the line item; Then the system calculates the line item total correctly (quantity × rate + tax − discount) and updates the invoice total in real time.
Field Validation for Line Item Inputs
Given a user leaves required fields blank or enters invalid values (e.g., negative quantities, non-numeric text in numeric fields); When the user attempts to save; Then the system displays inline validation errors for each invalid field and prevents the line item from being saved.
Editing Existing Line Items
Given an existing line item on an invoice; When the user modifies the quantity, rate, tax, or discount; Then the system recalculates both the individual line item total and the overall invoice total instantly and persists the updated values after saving.
Real-time Invoice Total Update
Given one or more line items are present in the editor; When any field value of a line item changes; Then the displayed invoice total updates immediately without requiring a manual refresh or save action.
Deletion of a Line Item
Given a user opts to delete a line item; When the user confirms the deletion action; Then the system removes the line item and recalculates the invoice total correctly in real time.
Integration with Billing Engine
Given finalized invoice line items; When the invoice is submitted for billing; Then the billing engine receives the complete line item data with accurate calculations and the system records the transaction in the accounting ledger.
Personalized Message Module
"As a groomer, I want to include personalized messages on each invoice so that clients feel appreciated and informed about next steps."
Description

Allow users to craft and save custom messages that appear on individual invoices or as part of a template. Support personalization tokens (e.g., client name, appointment date, pet name) and formatting options such as fonts and text alignment. This module enhances client engagement by enabling service providers to send thank-you notes, special offers, or payment instructions tailored to each recipient.

Acceptance Criteria
Create and Save Message Template
Given a groomer accesses the Personalized Message Module When they input a message name and body and click “Save Template” Then the template is stored and listed under “Saved Messages”
Personalization Token Replacement
Given a saved template containing {{ClientName}} and {{PetName}} tokens When the template is applied to an invoice for a specific client appointment Then the preview replaces each token with the actual client name and pet name
Message Formatting Options
Given a user selects font style, size, and text alignment in the editor When they preview the custom message Then the preview displays the text with the chosen font style, size, and alignment
Apply Custom Message to Invoice
Given an open invoice draft for a client When the user selects a saved custom message and clicks “Apply” Then the message appears in the designated invoice section
Required Token Presence Validation
Given a user creates a new custom message marked as “Requires ClientName” When they attempt to save without including the {{ClientName}} token Then the system prevents saving and displays a validation error
Invoice Preview and Approval Workflow
"As a business owner, I want to preview and approve invoices before sending so that I can ensure accuracy and maintain quality control."
Description

Implement a preview feature that renders invoices in a PDF-like format within the application and an approval workflow that allows designated users to review, comment on, and approve invoices before they are finalized. This requirement reduces errors by catching formatting or content issues early and integrates with role-based permissions to control who can approve and send invoices.

Acceptance Criteria
Invoice Preview Display
Given an invoice in draft status, when the billing admin selects "Preview Invoice", then a PDF-like render appears showing the invoice header, line items, totals, and group branding.
Invoice Commenting Workflow
Given a user with reviewer role views an invoice preview, when the user adds comments and selects "Save Comment", then the comment is attached to the invoice and visible to the invoice creator.
Approval by Designated User
Given an invoice with reviewer comments, when a user with approval permissions selects "Approve", then the invoice status changes to "Approved" and the invoice becomes locked from further edits.
Role-Based Permission Enforcement
Given a user without approval permissions, when they attempt to approve an invoice, then the system displays an "Access Denied" message and the invoice status remains unchanged.
Export Approved Invoice as PDF
Given an invoice with status "Approved", when the user clicks "Export PDF", then the system generates and downloads a PDF file matching the in-app preview layout.
Export to PDF & Email Integration
"As a pet boarder, I want to export invoices to PDF and email them directly from the platform so that I can streamline my billing process."
Description

Enable users to export finalized invoices as PDF files and send them directly via email through the platform. Integrate with SMTP services and support email templates for consistent messaging. Include options for scheduling batch sends and tracking email delivery and open rates to streamline the billing process and improve client communication.

Acceptance Criteria
Individual Invoice Export and Email Delivery
Given a finalized group invoice, when the user clicks “Export to PDF & Email”, then the system generates a PDF matching the group’s branding and attaches it to a new email draft with recipient populated, subject and body pre-filled using the selected template.
Batch Scheduled Invoice Dispatch
Given multiple finalized invoices, when the user schedules a batch email send for a future date/time, then the system queues the PDF exports and triggers email dispatch at the specified schedule with correct attachments and no duplicates.
Email Template Selection and Customization
Given an existing email template, when the user chooses or edits a template before sending, then the system applies the updated subject line and body content to the outgoing email without altering the underlying invoice.
Email Delivery and Open Rate Tracking
Given a sent invoice email, when the SMTP service acknowledges successful delivery and an email recipient opens the email, then the system records delivery and open events and displays them in the invoice’s audit log.
SMTP Error Handling and Retry Policy
Given a failed email send due to SMTP error, when an SMTP error occurs, then the system retries sending up to three times at 5-minute intervals and logs any persistent failures for administrator review.
Invoice Tracking Dashboard
"As a service provider, I want a dashboard that tracks the status of my invoices so that I can easily see which ones are paid, pending, or overdue."
Description

Develop a dashboard that displays invoice statuses—such as draft, sent, paid, and overdue—along with filters for date range, client, and service type. Include summary metrics like total outstanding balance and average days to payment, and provide visualizations (e.g., charts or graphs) to help users monitor their billing performance and identify trends.

Acceptance Criteria
Dashboard Date Range Filtering
Given the user is on the Invoice Tracking Dashboard and selects a start date of "2025-06-01" and an end date of "2025-06-30", When the date range filter is applied, Then only invoices with an issue date or due date within this range are displayed, and the total count matches the expected number.
Client and Service Type Filters
Given the user selects client "Jane Doe" and service type "Dog Walking", When the filters are applied, Then only invoices for Jane Doe's Dog Walking services appear in the list, and summary metrics (outstanding balance, invoice count) update accordingly.
Invoice Status Summary Metrics
Given invoices exist in Draft, Sent, Paid, and Overdue statuses, When the dashboard loads, Then the summary section displays the correct total outstanding balance, the count of invoices per status, and the average days to payment for all Paid invoices.
Billing Performance Visualization
Given the user chooses the "Average Days to Payment" metric and a monthly time frame, When the line chart is rendered, Then the chart accurately plots average payment times for each month, includes axis labels, tooltips on data points, and a legend.
Real-time Invoice Status Updates
Given a payment is recorded for Invoice #123 and its status changes to Paid, When the dashboard is viewed within 60 seconds, Then the invoice list reflects the status change to Paid, and the summary metrics and visualizations update to include this payment.

SplitAlert

Send automated reminders to clients with outstanding group payments. SplitAlert monitors due dates and client response patterns, triggering timely notifications that drive faster collections and minimize follow-up efforts.

Requirements

Payment Due Monitoring
"As a pet care provider, I want the system to automatically monitor due dates for group payments so that I can proactively remind clients to pay on time."
Description

Implement a system component that continuously tracks due dates and outstanding group payments across all client accounts, automatically flagging overdue balances and alerting the reminder engine. This feature ensures no payment deadlines are missed and provides real-time visibility into payment statuses for pet care providers, reducing manual tracking and errors.

Acceptance Criteria
Continuous Tracking of Payment Due Dates
Given a group payment exists with a set due date, When the due date is within 24 hours, Then the system flags the payment as 'Due Soon' in the payment record.
Automatic Flagging of Overdue Balances
Given a group payment is past its due date, When the system executes its daily due-date check, Then the payment status is updated to 'Overdue' and an overdue flag is set.
Alerting the Reminder Engine
Given one or more payments are flagged as 'Overdue', When the overdue flag is applied, Then the system sends an alert to the reminder engine within 5 minutes.
Real-Time Visibility in Provider Dashboard
Given an overdue payment flag is active, When a pet care provider accesses the dashboard, Then the overdue payment is listed with client name, amount due, and days overdue.
Handling Payment Updates
Given a payment is marked as 'Overdue', When a client makes a partial or full payment, Then the system clears or updates the overdue flag and notifies the reminder engine of the updated status.
Automatic Reminder Scheduling
"As a pet care provider, I want the system to automatically schedule and send payment reminders so that I spend less time manually following up and more time caring for pets."
Description

Develop a scheduler that triggers reminders at predefined intervals before and after payment due dates, based on client response patterns and configurable timing rules. This scheduling engine will manage reminder frequency, avoid duplicate notifications, and adapt to each client’s history to maximize payment collection efficiency.

Acceptance Criteria
Pre-Due Date Reminder Scheduling
Given a client with a payment due date set 5 days away and no prior reminders sent, when the scheduling engine runs, then a reminder is scheduled to be sent exactly 5 days before the due date.
Post-Due Date Follow-Up Reminder
Given a client who has not paid by the due date and has not responded to the initial reminder, when the configured follow-up interval (e.g., 2 days after due date) is reached, then an automated follow-up reminder is triggered.
Avoid Duplicate Notifications
Given that a reminder for a specific interval has already been sent, when the scheduler runs again, then no additional reminder for that same interval is scheduled or sent.
Adaptive Frequency Based on Client Response
Given a client’s past payment behavior shows response only after two reminders, when setting up reminders for their next payment, then the engine adjusts to send two pre-due date reminders accordingly.
Configurable Timing Rule Adjustment
Given a provider configures custom reminder intervals (e.g., 7 days, 3 days, 1 day before due date), when the scheduler executes, then reminders are scheduled precisely at those specified intervals.
Customizable Notification Templates
"As a business owner, I want to customize reminder message templates so that communications reflect my brand and convey relevant information clearly."
Description

Create a template management interface allowing administrators to design, preview, and manage personalized reminder messages that include dynamic fields (e.g., client name, amount due, due date). These templates should support branding elements and be easily updated to reflect promotional offers or policy changes.

Acceptance Criteria
Creation of New Notification Template
Given an administrator is on the template management interface When they select “Create New Template” and input template name, branding elements, and dynamic fields Then the system should save the template and display it in the template list
Editing Existing Template for Promotional Offer
Given an administrator has an existing template When they modify text, update branding colors, or add new dynamic fields and click “Save” Then the system should persist changes and reflect updated template details
Previewing Template with Dynamic Fields
Given an administrator has filled in template dynamic placeholders When they click “Preview” and supply sample values for dynamic fields Then the system should display a rendered message with all placeholders replaced correctly
Applying Branding Elements to Template
Given an administrator has company logos and style guidelines uploaded When they apply logo, font, and color settings to a template and save Then the template preview should accurately reflect the configured branding elements
Versioning and Rollback of Templates
Given multiple saved versions of a template exist When an administrator views version history and selects a previous version to restore Then the system should revert the template to that version and mark it as active
Multi-Channel Alerts
"As a pet care provider, I want reminders sent through my clients’ preferred channels so that they receive notifications in the most effective way."
Description

Enable delivery of payment reminders via multiple channels—such as email, SMS, and in-app push notifications—based on client preferences. The system should automatically select the appropriate channel, handle message formatting per channel, and log delivery status for reporting and compliance.

Acceptance Criteria
Preferred Email Channel Delivery
Given a client has 'Email' as their preferred communication channel and an outstanding group payment due date is reached, when SplitAlert triggers the reminder, then an email is sent to the client's registered email address formatted according to the email template, and the delivery status is logged as 'Sent' with a timestamp.
Preferred SMS Channel Delivery
Given a client has 'SMS' as their preferred communication channel and an outstanding group payment due date is reached, when SplitAlert triggers the reminder, then an SMS message is sent to the client's registered phone number formatted according to the SMS template, and the delivery status is logged as 'Sent' with a timestamp.
Preferred In-App Channel Delivery
Given a client has 'In-App Push' as their preferred communication channel and an outstanding group payment due date is reached, when SplitAlert triggers the reminder, then a push notification is delivered to the client's device, formatted according to the push notification template, and the delivery status is logged as 'Delivered' with a timestamp.
Fallback to Alternative Channel on Delivery Failure
Given a reminder fails to deliver via the client's primary preferred channel, when SplitAlert detects a delivery error, then the system automatically retries sending the reminder via the client's next preferred channel, and logs both the failure and subsequent delivery attempt with statuses and timestamps.
Delivery Status Logging and Reporting
Given reminders are sent through multiple channels, when each reminder is processed, then SplitAlert logs the channel used, delivery status ('Sent', 'Delivered', 'Failed'), timestamp, and any error codes, making this information accessible in the reporting dashboard.
Response Tracking and Escalation
"As an office manager, I want to see which clients have responded to reminders and escalate unresponsive cases so that all outstanding payments are collected promptly."
Description

Implement tracking of client interactions with reminders, capturing delivery confirmations, opens, clicks, and replies. Define escalation workflows that trigger secondary reminders or alerts to administrators when initial reminders go unacknowledged, ensuring no overdue balance remains unaddressed.

Acceptance Criteria
Initial Reminder Delivery Tracking
Given a group payment reminder is sent, when the message is dispatched to the client's contact channel (email or SMS), then the system must record a delivery confirmation timestamp within 60 seconds.
Reminder Engagement Metrics Logging
Given a sent reminder, when a client opens the message or clicks any link, then the system logs the event with the client's identifier, event type, and timestamp.
Client Response Recognition
Given a sent reminder, when a client replies via supported channels, then the system captures the response content, links it to the original reminder, and updates the reminder status to 'Replied'.
Automatic Escalation Trigger
Given no client engagement (delivery, open, click, or reply) within 48 hours after reminder dispatch, when the threshold is met, then the system automatically schedules and sends a secondary reminder.
Administrator Notification Dispatch
Given a secondary reminder is sent with no client engagement after an additional 24 hours, when the escalation threshold is met, then the system generates an alert and notifies the administrator via email and in-app notification.

Instant HealthCheck

After scanning the QR code, pet owners complete a quick health and vaccination form tailored to your boarding requirements. Instant HealthCheck ensures you have up-to-date veterinary information, reducing liability risks and streamlining on-site screenings so pets can be checked in safely and swiftly.

Requirements

Unique QR Code Generation
"As a pet groomer, I want each booking to have its own QR code linking to the correct health form so that I can quickly and accurately match health data with the right reservation during check-in."
Description

The system must automatically generate a unique, secure QR code for each boarding reservation and include it in booking confirmation communications. Scanning the code directs pet owners to their personalized HealthCheck form, ensuring responses are accurately linked to the correct reservation. This capability accelerates the check-in process, reduces manual data entry errors, and strengthens overall operational efficiency.

Acceptance Criteria
QR Code Generation on Reservation Confirmation
Given a reservation is confirmed, when the reservation is saved, then the system must automatically generate a unique, secure QR code linked exclusively to that reservation.
Ensure QR Code Uniqueness and Security
Given multiple reservations, when QR codes are generated, then each QR code must be distinct and contain encrypted reservation identifiers to prevent duplication and tampering.
QR Code Inclusion in Confirmation Email
Given a generated QR code, when the confirmation email is composed, then the QR code image must be embedded inline and display correctly across common email clients.
QR Code Scanning Redirects to Personalized HealthCheck
Given a pet owner scans their QR code with a mobile device, when the code is decoded, then the system must redirect the owner to their personalized HealthCheck form pre-loaded with their reservation information.
HealthCheck Response Linked to Reservation
Given a pet owner submits the HealthCheck form, when the form is completed, then the responses must be accurately saved and associated with the original reservation in the database.
Customizable Health Form Builder
"As a business owner, I want to create and customize health forms for different services so that I collect only the information necessary for each type of reservation."
Description

The platform must provide an intuitive form builder that allows administrators to define and rearrange health and vaccination questions based on service type (boarding, daycare, grooming). The builder should support various field types (text, date pickers, dropdowns, checkboxes) and conditional logic to display relevant questions only when needed. This ensures that pet owners see a tailored form, improving completion rates and data relevance.

Acceptance Criteria
Administrator Defines New Question
Given the administrator is on the form builder page When they add a new question with field type text and label “Pet Weight” Then the question “Pet Weight” appears at the bottom of the form preview and is saved successfully
Reordering Questions by Service Type
Given multiple questions exist for boarding service When the administrator drags and drops “Vaccination Date” above “Medical Conditions” Then the order in the boarding form preview updates accordingly and persists after saving
Applying Conditional Logic
Given the administrator sets a rule If ‘Has Allergies’ equals ‘Yes’ to show ‘List Allergies’ field When a pet owner selects ‘Yes’ for ‘Has Allergies’ Then the ‘List Allergies’ text field appears immediately below
Rendering Tailored Form to Pet Owners
Given a pet owner selects daycare service on the check-in page When they scan the QR code and open the health form Then only questions tagged for daycare service are displayed in the form
Form Submission Validates Required Fields
Given the form contains required fields When the pet owner attempts to submit without completing a required field Then the form highlights the missing fields in red and displays an error message “This field is required”
Real-Time Form Validation
"As a pet care provider, I want the health form to validate my clients’ inputs in real time so that I receive complete and accurate veterinary information without manual follow-up."
Description

Implement client- and server-side validation for all form fields to ensure data accuracy and compliance. The system should check date formats, verify vaccination date ranges, enforce required fields, and provide immediate, user-friendly error messages. Validated data must prevent submission of incomplete or invalid entries, reducing post-submission corrections and liability risks.

Acceptance Criteria
Required Fields Validation
Given a pet owner accesses the health form, when they attempt to submit without completing all required fields, then the system must display an inline error message next to each missing required field and prevent submission until all required fields are completed.
Date Format Validation
Given a pet owner enters a date for vaccination, when the date input does not match the MM/DD/YYYY format, then the field must be highlighted, an error message stating 'Invalid date format; please use MM/DD/YYYY' must be displayed, and form submission must be blocked.
Vaccination Date Range Enforcement
Given a pet owner inputs a vaccination date, when the date is older than 12 months from today or is in the future, then the system must display an error message 'Vaccination date must be within the past 12 months' or 'Vaccination date cannot be in the future' and prevent form submission.
Server-Side Revalidation on Submit
Given all client-side validations pass and the user clicks submit, when the data reaches the server, then the server must perform the same validation rules, return field-specific error messages for any failed validations, and keep the form displayed with errors inline.
Successful Submission Feedback
Given the form passes all client and server validations, when the user submits the form, then the system must save the data, display a confirmation message 'HealthCheck form submitted successfully' within 2 seconds, and navigate the user to the next onboarding step.
Veterinary Document Upload
"As a pet owner, I want to attach my pet’s vaccination certificate when completing the health form so that the provider can verify my pet’s health status without additional emails."
Description

Enable pet owners to upload supporting veterinary documents such as vaccination certificates or health records directly within the HealthCheck form. The uploader should accept common file types (PDF, JPG, PNG), enforce size limits, and display previews. Uploaded files must be securely stored and linked to the owner’s submission, allowing staff to review documentation easily and maintain compliance records.

Acceptance Criteria
Owner Uploads Valid Veterinary Document
Given the pet owner is completing the HealthCheck form When they upload a PDF, JPG, or PNG file under 5MB Then the system displays a preview of the document And the document is securely stored and linked to the owner’s submission And the owner receives a success notification
Owner Attempts to Upload Unsupported File Type
Given the pet owner attempts to upload a file with an unsupported extension (e.g., .docx or .exe) When the file is selected Then the system rejects the upload And displays an error message 'Unsupported file type. Please upload PDF, JPG, or PNG.' And the owner remains on the upload step
Owner Uploads Exceeding Size Limit File
Given the pet owner selects a file larger than 5MB When they attempt to upload Then the system rejects the upload And displays an error message 'File size exceeds 5MB limit.' And no file is stored
Staff Reviews Uploaded Documents
Given a staff member accesses the owner’s HealthCheck submission When they navigate to the documents section Then they can view a list of uploaded files with thumbnails or preview links And they can download each document securely And each file record shows upload date and file type
Secure Storage of Uploaded Documents
Given a document has been uploaded When stored in the system Then the file is saved using encrypted storage And access controls restrict retrieval to authenticated staff And logs record upload and download events for audit
Secure Data Storage & Encryption
"As an admin, I want all health form submissions and documents encrypted and access-controlled so that sensitive pet health data remains secure and compliant."
Description

All HealthCheck submissions and uploaded documents must be encrypted at rest and in transit, adhering to industry data security standards. Access controls should restrict data viewing to authorized personnel only. Audit logs must track form submissions, edits, and document views. This requirement safeguards sensitive pet health information and ensures compliance with privacy regulations.

Acceptance Criteria
Encrypted Storage of HealthCheck Submissions
Given a pet owner submits the HealthCheck form, when data is stored in the database, then all form fields and uploaded documents must be encrypted at rest using AES-256 encryption.
Secure Transmission of HealthCheck Data
Given a pet owner completes and submits the HealthCheck form, when the form data is sent from the client to the server, then the transmission must use TLS 1.2 or higher to ensure encryption in transit.
Authorized Access to HealthCheck Data
Given a staff member attempts to view or download HealthCheck records, when the request is made, then the system must verify the user’s role-based permissions and grant access only if the user has the appropriate authorization.
Audit Logging of HealthCheck Actions
Given any HealthCheck form submission, edit, or document view occurs, when the action completes, then the system must record an audit log entry containing the user ID, timestamp, action type, and record identifier.
Integrity Check of Encrypted Data
Given stored HealthCheck data is retrieved for viewing, when the data is decrypted, then the system must perform a checksum or hash verification to confirm data integrity before displaying it to the user.
Automated Reminder Notifications
"As a boarding manager, I want automated reminders sent to pet owners who haven’t submitted their health information so that I receive forms on time and avoid delays during check-in."
Description

The system should automatically send reminder notifications via email or SMS to pet owners who have not completed their HealthCheck form within a configurable timeframe before their reservation. Notifications must include direct links to the form and be sent at preset intervals (e.g., 7 days, 3 days, 1 day before). This functionality increases form completion rates and reduces last-minute screening delays.

Acceptance Criteria
First Reminder Dispatch
Given a reservation exists and the HealthCheck form is incomplete 7 days before check-in, when the system's reminder scheduler runs, then an email and SMS with the direct form link is sent to the pet owner within 5 minutes of the scheduled time.
Subsequent Interval Reminders
Given the form remains incomplete, when 3 days before check-in and 1 day before check-in pass, then the system sends reminders at each interval without duplication and stops further reminders after the check-in date.
Reminder Suppression After Completion
Given the pet owner completes the HealthCheck form at any time before the final reminder, when the form submission is recorded, then the system cancels all pending reminders for that reservation.
Accurate Personalization and Link Inclusion
Given a scheduled reminder, when the system formats the notification, then the reminder includes the owner's first name, reservation details, and a working direct URL link to the HealthCheck form.
Configurable Reminder Intervals Update
Given an administrator modifies the reminder intervals in settings, when the update is saved, then all future reminders use the new intervals without affecting past scheduled notifications.
Alternate Channel Fallback
Given a pet owner lacks an email or SMS number, when reminders are due, then the system sends the notification via the available channel and logs a warning for the missing contact method.

Digital Waiver

Enable parents to electronically sign waivers, liability releases, and service agreements directly from their smartphones. Digital Waiver cuts down paperwork, ensures compliance, and stores signed documents securely in each pet’s profile for easy retrieval, all in one seamless flow.

Requirements

Custom Waiver Template Builder
"As a pet care provider, I want to design and manage waiver templates so that I can quickly generate accurate and branded documents for each service."
Description

Provide an intuitive interface where administrators can create, customize, and manage multiple waiver and service agreement templates. This includes support for rich text, placeholders for pet and owner data, and drag-and-drop elements for signature fields. The builder integrates seamlessly with FetchFlow’s profile system, allowing templates to be assigned per service type or client segment. It ensures consistency in branding and legal language, reduces manual document preparation time, and adapts dynamically as business and compliance needs evolve.

Acceptance Criteria
Creating a New Custom Waiver Template
Given an administrator is on the Custom Waiver Template Builder page; When they click “New Template,” provide a name, and click “Create”; Then a draft template with the provided name appears in the template list with default placeholder and branding settings.
Adding and Configuring Rich Text Elements
Given an administrator is editing a template; When they apply bold, italic, underline, or bullet list formatting to selected text; Then the preview pane reflects the formatting changes accurately and the formatting persists after saving.
Inserting and Mapping Data Placeholders
Given an administrator opens the placeholder menu while editing a template; When they select “Owner Name” or “Pet Breed” and insert it into the template; Then the corresponding placeholder tag (e.g., {{OwnerName}}, {{PetBreed}}) is added at the cursor position and saved correctly.
Drag-and-Drop of Signature and Date Fields
Given an administrator views the signature fields palette; When they drag “Signature” and “Date” onto the template canvas and release; Then fields appear at the drop location, open their configuration dialogs, and save with unique field IDs.
Assigning Template to Specific Service Type
Given an administrator is on the Service Type settings page; When they select “Grooming” and choose a built template from the dropdown; Then the chosen template is assigned to “Grooming” services and appears in the client-facing waiver flow for that service.
In-App Signature Capture
"As a pet owner, I want to sign the service waiver on my phone so that I can complete my booking without printing or scanning documents."
Description

Enable clients to sign waivers directly on their smartphones or tablets using touchscreen signature capture. The feature supports smooth, responsive drawing, signature resizing, and optional initials on each page. It validates input in real-time to ensure signatures are properly recorded before submission. This eliminates the need for printed paperwork, improves the client experience, and ensures captured signatures meet legal standards.

Acceptance Criteria
First-Time Mobile Signature Capture
Given the client opens the waiver on a smartphone or tablet, When they draw their signature using touch input, Then the system records the signature accurately and displays a preview without lag or distortion.
Signature Resizing and Positioning
Given the client has drawn a signature that is too small or too large, When they use pinch or drag gestures to resize or reposition, Then the signature adjusts proportionally and remains within the designated signature field boundaries.
Real-Time Signature Validation
Given the client has completed their signature, When they attempt to submit the form, Then the system validates that the signature field is not empty and meets minimum stroke length and thickness requirements before allowing submission.
Multi-Page Initials Capture
Given a waiver with multiple pages requiring initials, When the client taps on the initials field on each page, Then the system captures and stores each initial correctly and ensures all required fields are completed.
Secure Signature Storage and Retrieval
Given a signed waiver has been submitted, When an admin views the pet’s profile, Then the system retrieves and displays the stored signature image and metadata (timestamp, device) on the document history page.
Automated Waiver Dispatch
"As a clinic manager, I want FetchFlow to send waiver links automatically when appointments are booked so that every client completes required paperwork."
Description

Automatically trigger waiver requests whenever a new appointment is created or rescheduled. The system sends personalized push notifications and email links to clients, directing them to the waiver form. It tracks completion status and prevents check-in or confirmation until the waiver is signed. This automation reduces missed paperwork, ensures compliance before service delivery, and keeps client communication centralized within FetchFlow.

Acceptance Criteria
New Appointment Triggers Waiver Dispatch
Given a pet service provider creates a new appointment When the appointment is saved in FetchFlow Then the system sends both a personalized push notification and an email containing a unique waiver form link to the client within 5 minutes
Rescheduled Appointment Updates Waiver Notification
Given a client’s appointment is rescheduled by the provider or client When the new date and time are confirmed Then the system invalidates the previous waiver link, generates a new link, and dispatches updated push and email notifications to the client
Client Receives and Accesses Waiver Form
Given the client receives a notification When the client clicks the waiver link Then the waiver form opens in a secure, mobile-optimized view, loads all prefilled client and pet details, and allows electronic signature
Incomplete Waiver Blocks Service Confirmation
Given a client attempts to check in or confirm an appointment When the waiver status for that appointment is unsigned Then the system prevents check-in or confirmation and displays a prompt indicating that the waiver must be signed first
Signed Waiver Stored in Pet Profile
Given a client submits a signed waiver When the signature is captured and the form is completed Then the system marks the waiver as signed, timestamps the completion, stores the document in the pet’s profile, and updates the appointment status to “Waiver Complete”
Encrypted Document Storage
"As a service provider, I want signed waivers stored securely and accessible from the pet’s profile so that I can retrieve them instantly and remain compliant."
Description

Store all signed waivers and agreements securely in AWS S3 with end-to-end encryption at rest and in transit. Each document is tagged and linked to the corresponding pet and client profile, enabling fast retrieval. Access controls ensure only authorized users can view or download documents, with audit logging for every access event. This safeguards sensitive data, maintains compliance with privacy regulations, and simplifies document management.

Acceptance Criteria
Secure Upload of Signed Waiver
Given a signed waiver is submitted from the mobile app When the document is transmitted to the backend Then the document must be sent over HTTPS and stored in AWS S3 using server-side encryption (SSE-S3) with a unique encryption key
Encrypted Data Transmission
Given any waiver or agreement is in transit between the client device and server When the file is uploaded or downloaded Then the transfer must use TLS 1.2 or higher with no fallback to unencrypted protocols
Role-Based Access Control Enforcement
Given an internal user attempts to access a stored document When the user’s role does not include 'Document Viewer' Then the system must deny access and return a 403 Forbidden response
Audit Logging of Access Events
Given any document retrieval or download request When access is granted or denied Then the system must log the user ID, timestamp, document ID, action taken, and IP address to the audit log
Retrieval of Documents from AWS S3
Given an authorized request for a specific pet’s signed document When the user selects the document in the UI Then the system must fetch the file from S3 within 2 seconds and display it in PDF format
Audit Trail & Compliance Reporting
"As a business owner, I want an audit trail of waiver activities so that I can generate compliance reports for my records."
Description

Maintain a detailed audit log for each waiver, recording events such as template edits, request dispatches, signature timestamps, and access history. Provide built-in reporting tools to filter logs by date range, client, or service, and export compliance reports in PDF or CSV. This feature ensures transparency, supports regulatory audits, and helps providers demonstrate adherence to legal requirements over time.

Acceptance Criteria
Waiver Template Edit Logging
Given a waiver template is modified by an authorized user When the user saves the updated template Then an audit log entry is created capturing the user ID, timestamp, and details of all changes made
Request Dispatch Record Verification
Given a digital waiver request is sent to a client When the dispatch process completes Then the system records an audit entry with the request ID, client contact details, dispatch timestamp, and delivery status
Signature Timestamp Recording
Given a client signs a waiver on their smartphone When the signature is submitted Then the system stores the signature image along with the exact timestamp, client ID, and waiver template version
Access History Tracking
Given a staff member views or downloads a signed waiver When the access event occurs Then an audit entry is logged with staff user ID, timestamp, action type (view/download), and waiver ID
Compliance Report Generation
Given an administrator requests a compliance report When the administrator applies filters (date range, client, service) Then the system generates a PDF or CSV containing all matching audit entries and provides a download link

Arrival Alerts

Receive real-time notifications the moment a guest scans the QR code at your facility entrance. Arrival Alerts keep your team informed of incoming pets, allowing staff to prepare accommodations, greet clients promptly, and maintain a smooth check-in process even during peak hours.

Requirements

QR Scan Event Detection
"As a receptionist, I want the system to automatically register when a client scans their pet’s QR code so that I can see incoming arrivals without manual entry."
Description

Implement a reliable backend service that listens for and processes QR code scan events from facility entrance scanners, ensuring each scan is captured in real time with accurate timestamp, pet ID, and client information. This service will integrate with the existing FetchFlow backend, validating scan data, logging events, and triggering subsequent arrival workflows without impacting system performance or data integrity.

Acceptance Criteria
Valid QR Scan Captures Event
Given a valid QR code is scanned at the entrance When the backend service receives the scan event Then it logs the event with a timestamp, pet ID, and client information and returns a success response within 200ms
Invalid QR Scan Error Handling
Given an invalid or malformed QR code is scanned When the backend processes the scan event Then it rejects the event, logs an error entry, and returns an HTTP 400 response with a descriptive error message
High Frequency Scan Processing
Given 200 QR scan events per minute When the backend service is under peak load Then it processes all incoming events without dropping any and maintains an average response time under 500ms
Accurate Timestamp and Client Data Logging
Given any QR scan event When processed by the service Then the event log records a timestamp accurate to the second and correctly associates the scanned QR code with the corresponding pet ID and client ID
Trigger Arrival Workflow Upon Scan
Given a scan event is successfully logged When the backend completes logging Then it triggers the arrival workflow and enqueues a notification for the facility staff within 100ms of logging
Real-Time Notification Delivery
"As a pet groomer, I want to receive immediate alerts on my phone when a pet arrives so that I can prepare the treatment station before the client arrives."
Description

Develop a notification module that sends instant alerts via multiple channels (mobile push notifications, SMS, email) to designated staff members upon QR scan detection. Include configurable settings for preferred channels, message templates with pet and client details, and fallback logic to retry failed deliveries. Ensure notifications are delivered in under 5 seconds and logged for auditing.

Acceptance Criteria
Mobile Push Notification Delivery
Given a guest scans the QR code, when the designated staff member has mobile push enabled, then a push notification containing client name, pet name, and timestamp is delivered to the mobile device within 5 seconds.
SMS Notification Fallback
Given the push notification delivery fails, when SMS is enabled for the staff member, then an SMS with the configured message template is sent within 5 seconds of scan detection.
Email Notification Content Accuracy
Given email is the preferred channel, when a QR code scan occurs, then an email is sent within 5 seconds containing client details, pet details, visit time, and facility location according to the template.
Notification Delivery Time
When any notification channel is triggered by a QR code scan, then at least one notification (push, SMS, or email) is received by the staff member within 5 seconds.
Audit Logging Verification
Given any notification attempt (success or failure), when the notification process completes, then a log entry is recorded with the scan timestamp, channel used, delivery status, and any error details.
Staff Assignment and Routing
"As a manager, I want arrival alerts routed automatically to available team members based on their role and shift so that no arrival notification is missed or sent to the wrong person."
Description

Create a dynamic staff assignment system that determines which team member should receive arrival alerts based on roles, shift schedules, and current workload. Integrate with the staff scheduling module to fetch active duty rosters and apply business rules (e.g., grooming requests go to groomers, boarders to boarding staff), ensuring alerts reach the most appropriate staff without manual filtering.

Acceptance Criteria
Grooming Staff Assignment Alert
Given a grooming appointment arrival scan, when multiple groomers are on duty with available capacity, then route the alert to the groomer with the fewest active tasks and confirm delivery within 2 seconds.
Boarding Staff Assignment Alert
Given a boarding reservation check-in scan, when boarding staff are scheduled, then send the alert to the boarding team member whose shift includes the reservation time and has the lowest current workload.
Shift Change Routing
Given an arrival scan during a scheduled shift change, when the primary staff member is off-duty within the next 15 minutes, then forward the alert to the incoming on-duty staff and notify the outgoing staff of the reassignment.
High Workload Reassignment
Given a staff member’s active workload exceeds the predefined threshold, when a new arrival scan occurs, then automatically reassign the alert to the next qualified staff member with available capacity and log the reassignment reason.
Role-Based Fallback Assignment
Given no staff members of the required role are available on duty, when an arrival scan is detected, then escalate the alert to a supervisor role and record the escalation.
Customizable Alert Templates
"As an admin, I want to configure the text and layout of arrival alerts so that messages match our brand voice and contain the information my team needs."
Description

Provide an administrative interface for customizing the content and format of arrival alert messages. Allow users to define templates that include dynamic placeholders (e.g., {{PetName}}, {{AppointmentType}}, {{CheckInTime}}), select preferred language, and adjust urgency levels. Ensure templates apply across all notification channels and are version-controlled for rollback.

Acceptance Criteria
Creating a New Alert Template
Given the admin accesses the customizable alert interface, when they define a new template with dynamic placeholders ({{PetName}}, {{AppointmentType}}, {{CheckInTime}}), select a preferred language, and set an urgency level, then the system saves the template, assigns a new version number, and displays it in the version history list.
Editing an Existing Alert Template
Given an existing alert template is selected from version history, when the admin modifies placeholders, language, or urgency settings and clicks save, then the system updates the template content, increments the version number, and retains access to the prior version for rollback.
Triggering Alert with Dynamic Placeholders
Given a guest scans the QR code at facility entrance, when the system generates an arrival alert, then the notification message replaces {{PetName}}, {{AppointmentType}}, and {{CheckInTime}} with real data, uses the correct language, and applies the designated urgency level.
Rolling Back to a Previous Template Version
Given multiple versions exist for an alert template, when the admin selects an older version and initiates a rollback, then the system restores the older content as the active template, creates a new version entry indicating the rollback, and displays the updated active content.
Consistency Across Notification Channels
Given the active template is applied, when an arrival alert is sent via SMS, email, and push notification, then each channel uses the same template content, correctly substitutes dynamic placeholders, and formats the message according to channel-specific requirements.
Arrival Dashboard Update
"As a front desk associate, I want a live dashboard showing all recent arrivals so that I can quickly view and manage the check-in queue."
Description

Enhance the existing FetchFlow dashboard to display live arrival statuses as guests scan their QR codes. Include sortable columns for pet name, owner, arrival time, and service type, with color-coded indicators for pending, in-progress, and completed check-ins. Implement WebSocket or polling mechanisms to refresh the dashboard in under 2 seconds when new arrivals occur.

Acceptance Criteria
Live Dashboard Refresh
Given the dashboard is open without manual refresh When a guest scans their QR code at the entrance Then a new arrival entry appears in the list within 2 seconds without requiring a page reload or manual action.
Arrival Status Color Coding
Rule: Display Pending arrivals in yellow, In-Progress in blue, and Completed in green; the colors must match the design specification in the style guide.
Column Sorting Functionality
Given the dashboard displays multiple arrival entries When a user clicks on a column header (Pet Name, Owner, Arrival Time, Service Type) Then the entries sort in ascending order on first click, descending on second click, and maintain that order even as new arrivals are added.
WebSocket Connection Handling
Given the dashboard page is loaded When the WebSocket connection is lost or disrupted Then the system attempts reconnection every 5 seconds, displays a non-blocking warning banner, and removes the banner upon successful reconnection with arrivals resuming live updates within 2 seconds.
Dashboard Performance Under Load
Given 100 simultaneous arrival events occur When the dashboard refreshes live data Then the update cycle completes in under 2 seconds, with no more than 5% of updates failing or timing out.

Queue Manager

Visualize and control your check-in queue with an interactive display that shows upcoming arrivals, estimated wait times, and capacity status. Queue Manager helps boarding hosts balance guest flow, prevent overcrowding, and allocate staff efficiently to minimize wait times.

Requirements

Real-Time Queue Display
"As a boarding host, I want to view a live, interactive queue display so that I can monitor incoming guests and manage arrivals efficiently."
Description

The system shall present a live, interactive visual interface displaying the current check-in queue, including guest names, service types, and check-in statuses. It updates in real time as new pets check in or as hosts update queue positions. This interface will integrate seamlessly with the existing FetchFlow dashboard, allowing boarding hosts to monitor arrivals, quickly identify bottlenecks, and maintain an organized view of incoming guests, reducing manual tracking and ensuring efficient guest flow.

Acceptance Criteria
Live Queue Item Addition
Given a pet is checked in by a host, When the check-in is completed, Then the new entry appears in the queue display within 2 seconds including pet name, service type, and initial status 'Checked-In'.
Queue Position Update
Given a host updates the position of a pet in the queue, When the update is saved, Then the queue display reflects the new position in real-time for all active users within 2 seconds.
Service Type and Status Display
Given multiple pets in the queue each with different services, When the queue interface loads and updates, Then each entry displays the correct service type and the current check-in status.
Real-Time Data Synchronization Performance
Given multiple simultaneous check-ins and queue updates, When these operations occur, Then the queue display remains responsive, updates correctly without data loss, and does not exceed a 3-second delay under peak load of 100 concurrent sessions.
Dashboard Integration Consistency
Given a boarding host navigates between the main dashboard and the queue manager section, When switching views, Then the real-time queue display continues to update seamlessly without requiring manual page refresh.
Estimated Wait Time Calculation
"As a boarding host, I want to see estimated wait times for each queued guest so that I can inform clients and manage my schedule proactively."
Description

The system shall calculate and display estimated wait times for each guest in the queue, based on current capacity, service durations, and staff availability. It uses historical data and real-time updates to project accurate wait periods. This feature aids hosts in setting client expectations, managing workloads, and smoothing service flow by anticipating peak times and allocating resources accordingly.

Acceptance Criteria
Initial Wait Time Display on Queue Dashboard
Given the queue dashboard is loaded with pending guests When the user views the Estimated Wait Time column Then each guest’s wait time is computed within ±2 minutes of the calculated value based on current capacity, average service duration, and staff availability
Real-time Update on Staff Availability Change
Given a staff member’s status changes to unavailable When the Queue Manager recalculates wait times Then all impacted guests’ estimated wait times refresh within 5 seconds to reflect the reduced staffing
Historical Data Adjustment for Peak Hours
Given it’s a known peak hour period When computing estimated wait times Then the system applies the configured historical adjustment factor (e.g., +10%) based on last quarter’s peak-hour data
Capacity Threshold Warning
Given the queue size exceeds 80% of the facility’s capacity When wait times are calculated Then the system highlights those wait times in red and displays a warning to hosts about potential overcrowding
Client Notification of Revised Wait Time
Given a guest’s estimated wait time changes by more than 10% After initial display When the system updates the wait time Then an email notification is automatically sent to the client with the revised wait time
Capacity Threshold Alerts
"As a boarding host, I want to receive alerts when my facility nears capacity so that I can prevent overcrowding and ensure pet safety."
Description

The system shall allow hosts to define maximum capacity thresholds and trigger visual and/or audio alerts when the number of pets in the facility approaches or exceeds these limits. Alerts will appear on the Queue Manager interface and can be configured to send notifications via email or SMS. This capability helps prevent overcrowding, ensures compliance with safety regulations, and supports hosts in maintaining optimal service levels.

Acceptance Criteria
Threshold Configuration and Saving
Given a host navigates to the Queue Manager settings When they define a maximum pet capacity and click Save Then the system stores the threshold, displays it atop the queue interface, and shows a confirmation message
Visual Alert Display at 90% Capacity
Given current pet count reaches 90% of the configured threshold When the Queue Manager view is active Then a prominent visual banner appears with the message “Approaching Capacity Limit” and highlights in amber
Audio Notification Trigger on Capacity Exceed
Given the number of pets in the facility exceeds the configured capacity When the over-capacity condition is detected Then an audible alert plays once and the queue interface flashes in red until acknowledged by the host
Email Notification Dispatch on Exceeding Capacity
Given an over-capacity event occurs When the host has configured email alerts Then the system sends an email to the host with facility name, timestamp, current count, and configured capacity limit
SMS Notification Dispatch on Approaching Threshold
Given pet count reaches or exceeds the approaching-threshold percentage defined by the host When SMS notifications are enabled Then the system sends an SMS alert stating “Warning: Facility reaching capacity limit: X of Y pets”
Staff Allocation Assistant
"As a boarding host, I want staff assignment suggestions based on the queue so that I can allocate my team efficiently and reduce guest wait times."
Description

The system shall provide recommendations for assigning available staff members to incoming guests based on current queue load, staff skills, and scheduled breaks. It analyzes queue data and staff calendars to suggest optimal assignments. This tool integrates with staff schedules in FetchFlow, helping hosts distribute workload fairly, minimize wait times, and maintain consistent service quality.

Acceptance Criteria
Guest Check-In Assignment Recommendation
Given an incoming guest is added to the queue and at least one staff member is available within the next 5 minutes, When the system processes the queue, Then it displays a recommended staff member whose next scheduled task starts farthest in the future to evenly distribute workload.
Skill-Based Staff Matching
Given two or more staff members have the required skills for the incoming service type, When generating recommendations, Then prioritize and display the staff member with the lowest current queue count and matching skill set.
Break-Aware Scheduling
Given a staff member has a scheduled break within the estimated service duration, When producing assignment recommendations, Then exclude that staff member from the list of available recommendations.
Real-Time Load Adjustment
Given dynamic changes to the queue such as new guest additions or service completions, When queue load changes by more than 20%, Then the system updates and displays revised staff assignment recommendations within 30 seconds.
Manual Override Persistence
Given a host manually assigns a specific staff member to a guest and confirms the override, When subsequent automated updates occur, Then the system retains and continues to show the manual assignment without reverting.
Arrival Check-in Automation
"As a boarding host, I want guest status to update automatically upon arrival so that I can focus on pet care rather than manual check-ins."
Description

The system shall automatically update the queue when a guest arrives by integrating with a self-service kiosk or mobile check-in feature. Upon check-in, guest status changes from 'Pending' to 'Arrived' and reorders the queue accordingly. This automation reduces manual input, speeds up check-in processes, and ensures the Queue Manager display reflects real-time arrival statuses.

Acceptance Criteria
Check-In via Self-Service Kiosk
Given a guest completes check-in at the self-service kiosk When the kiosk sends the check-in event to the system Then the guest’s status updates to 'Arrived' within 2 seconds And the queue reorders accordingly
Mobile App Check-In
Given a guest submits a mobile check-in via the FetchFlow app When the check-in request is received by the API Then the guest’s status changes to 'Arrived' within 2 seconds And the queue reflects the updated position
Arrival Status Persistence After Dashboard Refresh
Given a guest’s status is 'Arrived' When the Queue Manager page is refreshed Then the guest remains in 'Arrived' status And the queue order is maintained
Automatic Queue Reordering
Given multiple pending guests in the queue When a new guest arrives Then the new guest appears in the 'Arrived' section at the top And the remaining pending guests shift down without data loss
Queue Display Reflects Real-Time Arrivals
Given the Queue Manager display is open When one or more guests check in Then the display updates in real time without manual refresh And estimated wait times adjust accordingly

Stay Timeline

Automatically log check-in and check-out times, and generate a visual timeline of each pet’s stay duration. Stay Timeline provides accurate billing data, helps staff monitor boarding periods, and offers pet parents clear insights into their pet’s time with you, enhancing transparency and trust.

Requirements

Automated Time Capture
"As a boarding staff member, I want check-in and check-out times to be logged automatically so that I can eliminate manual entry errors and focus on pet care."
Description

Implement a system that automatically records check-in and check-out timestamps for each pet by scanning a unique identifier (e.g., QR code or RFID tag) at entry and exit points. The data should be stored securely, synchronized in real-time across the platform, and retrievable for billing and monitoring purposes.

Acceptance Criteria
QR Code Check-In Logging
Given a pet’s QR code is scanned at the entry point, When the system receives the scan data, Then a check-in timestamp is recorded within 2 seconds, and visible in the pet’s stay record.
RFID Tag Check-Out Logging
Given a pet’s RFID tag is scanned at the exit point, When the system processes the tag data, Then a check-out timestamp is logged accurately and linked to the pet’s stay record.
Real-Time Data Synchronization
Given a check-in or check-out event occurs on any device, When the event is recorded, Then the timestamp data is synchronized across all users and modules in under 5 seconds.
Secure Data Storage and Retrieval
Given recorded timestamps, When an authorized user requests stay data, Then the system returns accurate check-in and check-out times within 3 seconds, ensuring data is encrypted at rest and in transit.
Billing Data Accuracy
Given a recorded stay duration, When generating a billing statement, Then the calculated duration-based charges match the actual timestamps without rounding errors, and the statement displays check-in and check-out times.
Visual Timeline Chart
"As a pet parent, I want to view a clear visual timeline of my pet’s stay so that I can understand how their time was spent and feel confident in the care provided."
Description

Design and integrate an interactive visual timeline that displays the duration of each pet’s stay, highlighting key intervals such as arrival, departure, meal times, and activities. The chart should be accessible in the pet’s profile, update dynamically as new events are logged, and be mobile-responsive.

Acceptance Criteria
Pet Profile Timeline Access
Given a user navigates to a pet's profile When the profile page loads Then an interactive visual timeline chart is displayed in the designated timeline section
Real-Time Event Logging Update
Given a new event (check-in, check-out, meal time, or activity) is logged When the event is saved in the system Then the timeline chart updates dynamically within 2 seconds to include the new event
Mobile View Responsiveness
Given a user views the timeline chart on a mobile device (viewport width ≤ 768px) When the chart renders Then it adapts layout, scales elements appropriately, and remains fully interactive without horizontal scrolling
Key Interval Highlighting
Given intervals such as arrival, departure, meal times, and activities are logged When the timeline chart displays these intervals Then each interval is visually distinct (using color coding or icons) and a legend explains each visual cue
Duration Calculation Accuracy
Given recorded start and end times for the pet’s stay When the system calculates the total duration Then the timeline displays the stay duration to the exact minute and it matches the billing system’s calculation
Manual Time Adjustment
"As a boarding manager, I want to correct any timestamp errors manually so that the system maintains accurate records and billing remains fair."
Description

Allow authorized staff to manually adjust check-in or check-out times in case of scanning failures or special circumstances. Provide audit trails that record who made the adjustment, the original timestamp, the new value, and a reason for change, ensuring transparency and accountability.

Acceptance Criteria
Check-In Time Adjustment Due to Scan Failure
Given an authorized staff member identifies a missing check-in timestamp, when they open the adjustment interface, enter a new check-in time and reason, and submit, then the system updates the stay timeline with the new time and records the original timestamp, new timestamp, user ID, adjustment timestamp, and reason in the audit trail.
Check-Out Time Adjustment for Extended Stay
Given an authorized staff member needs to correct a late check-out, when they input the adjusted check-out time and reason and confirm, then the stay timeline and billing calculations update accordingly and the audit log records the original and new times, user, adjustment timestamp, and reason.
Audit Trail Visibility for Manual Adjustments
Given a user views a pet’s stay details, when they navigate to the audit trail section, then they can see each manual time adjustment entry with date of adjustment, original and new timestamps, user who made the change, and reason.
Unauthorized Adjustment Attempt Blocked
Given a non-authorized user attempts to access the time adjustment interface, when they try to submit a change, then the system denies the request and displays an error message indicating insufficient permissions.
Reason Field Required on Time Adjustment
Given an authorized staff member is making a manual time adjustment, when they attempt to submit without entering a reason, then the system prevents submission and displays a validation error requiring a reason for the change.
Audit Log Tamper-Proofing
Given any manual time adjustment occurs, when the audit trail entry is created, then the entry is immutable and cannot be edited or deleted by any user.
Time Zone Consistency on Adjustments
Given adjustments are made across multiple time zones, when an authorized staff member enters new check-in or check-out times, then the system correctly converts and displays both original and adjusted timestamps in the local time zone of the facility.
Billing Integration
"As an accountant, I want pet stay durations to feed directly into billing so that invoices are generated accurately without manual calculations."
Description

Integrate the captured stay durations with the billing module to automatically calculate charges based on predefined rate rules (e.g., hourly, daily, or package rates). Ensure that the calculated fees appear in the customer’s invoice draft with line-item details and can be adjusted before finalization.

Acceptance Criteria
Automatic Duration Calculation
Given a pet check-in and check-out time, when the pet is checked out, then the system calculates the total stay duration in hours, rounding up any partial hour to the next full hour.
Rate Rule Application
Given predefined rate rules for hourly, daily, or package rates, when the stay duration is calculated, then the system automatically applies the correct rate rule based on the booking type and duration thresholds.
Invoice Draft Population
Given a completed stay record, when the invoice draft is generated, then the system adds a line-item entry showing the duration, applied rate, quantity, and total charge for the stay.
Manual Fee Adjustment
Given an invoice draft with stay charges, when a staff member edits the rate, duration, or total for that line-item, then the system updates the line-item and recalculates the invoice total accordingly.
Error Handling for Missing Rates
Given a stay type without an associated rate rule, when the system attempts to calculate charges, then it displays an error message prompting staff to define or select a valid rate rule before proceeding.
Timeline Export
"As a business owner, I want to export stay timelines for record-keeping and reporting so that I can share official documentation with clients and auditors."
Description

Enable users to export the visual timeline and raw timestamp data as PDF or CSV files. Exports should include customizable date ranges and branding elements (e.g., salon logo), facilitating record-keeping and sharing with pet parents or regulatory bodies.

Acceptance Criteria
Export Timeline as PDF with Default Settings
Given the user navigates to the Stay Timeline export interface When they select 'PDF' format without modifying date range or branding options Then the system generates and provides a downloadable PDF file containing the visual timeline and raw timestamp data for the default date range And the PDF adheres to the platform's styling guidelines without additional branding elements.
Export Timeline as CSV for Custom Date Range
Given the user opens the export settings When they select 'CSV' format and set a custom start and end date Then the system exports a CSV file containing all raw timestamp entries within the specified range And the file downloads with a filename indicating the date range.
Include Salon Logo in PDF Export
Given the user has uploaded a salon logo in the branding settings When they choose 'PDF' format and enable 'Include Logo' Then the generated PDF includes the salon logo in the header of every page And the logo maintains its aspect ratio and clarity.
Data Accuracy in CSV Export
Given the user selects 'CSV' format for a date range When the export completes Then each row in the CSV corresponds exactly to a pet's check-in or check-out timestamp And the total number of timestamp entries matches the count displayed in the UI for that period.
Export with No Data Handled Gracefully
Given the user selects a date range with no stay records When they attempt to export in PDF or CSV Then the system generates a file containing a header and an empty dataset notice And the user receives a message stating 'No stay data available for the selected period.'

Check-In Analytics

Access detailed reports on daily, weekly, and monthly check-in patterns, peak arrival periods, and average wait times. Check-In Analytics empowers boarding hosts to optimize staffing, refine scheduling, and make data-driven decisions that improve operational efficiency and client satisfaction.

Requirements

Real-Time Check-In Dashboard
"As a boarding host, I want to view real-time check-in metrics on a central dashboard so that I can make immediate operational adjustments and minimize client wait times."
Description

Develop an interactive dashboard that displays live check-in data, including number of pets checked in, current wait times, and staffing levels. The dashboard should update in real time, allow for filtering by date and location, and integrate seamlessly with the main FetchFlow interface. By providing immediate insights, the dashboard will help boarding hosts respond proactively to busy periods and adjust operations on-the-fly.

Acceptance Criteria
Live Check-In Count Updates
Given a boarding host views the dashboard, when a pet is checked in anywhere, then the "Pets Checked In" total increments and displays the updated count within 5 seconds; When multiple check-ins occur simultaneously, then the count remains accurate without duplication or data loss.
Real-Time Wait Time Calculation
Given one or more pets are waiting in the queue, when the dashboard is active, then the "Average Wait Time" metric updates in real time, recalculating within 1 minute of actual waiting times; When the queue length changes, then the wait time reflects the new calculations immediately.
Dashboard Filtering by Date and Location
Given the host selects a specific date range and location filter, when the filters are applied, then the dashboard displays only check-in data matching those parameters; The filter results load within 2 seconds and can be reset to default with one click.
Seamless Interface Integration
Given a user navigates from the main FetchFlow interface to the Real-Time Check-In Dashboard, when the navigation occurs, then the dashboard loads within 3 seconds, maintains the user's session, and preserves any active filters or settings; No page refresh should be visible to the user.
Proactive Busy Period Alerts
Given the number of simultaneous check-ins exceeds a predefined threshold, when the threshold breach occurs, then the dashboard displays a visual alert and recommended staffing level suggestions; The alert appears within 5 seconds of the threshold being exceeded.
Historical Trend Analyzer
"As a business owner, I want to analyze past check-in trends so that I can forecast demand and plan staffing and promotions more effectively."
Description

Implement a reporting module that aggregates daily, weekly, and monthly check-in data to identify long-term patterns and trends. The module should allow users to compare periods side-by-side, visualize growth or decline in check-in volumes, and highlight anomalies. Integration with existing reporting tools will enable hosts to make data-driven staffing and marketing decisions based on historical performance.

Acceptance Criteria
Daily Check-In Data Aggregation
Given the user selects the daily view When the system aggregates all check-in records for the selected date Then the dashboard displays the total number of check-ins matching the database records and their time distribution
Weekly vs Monthly Trend Comparison
Given the user chooses two periods (weekly or monthly) When the system retrieves data for both periods Then a side-by-side comparison chart displays accurate counts and percentage changes with correct period labels
Anomaly Detection and Highlighting
Given the system analyzes historical check-in volumes When a day’s check-in count deviates by more than 20% from the moving average Then the anomaly is highlighted in the report and an explanation tooltip is displayed
Integration with External Reporting Tools
Given the user exports the trend report When the user selects CSV, Excel, or PDF export Then the exported file matches the on-screen data and imports successfully into the chosen external tool without formatting errors
Visualization of Growth and Decline
Given the user views the trend visualization When the graph renders percentage changes over the selected period Then positive growth is shown in green, declines in red, and percentage values are calculated correctly
Peak Hour Heatmap
"As a scheduler, I want to see a heatmap of peak check-in hours so that I can optimize appointment slots and staff availability during busy times."
Description

Create an interactive heatmap that displays check-in concentrations by hour and day of the week. The visualization should use color gradients to indicate high-traffic periods, support zooming into specific date ranges, and offer tooltip details on exact counts. This feature will help hosts quickly identify peak arrival windows and adjust appointment schedules or staffing accordingly.

Acceptance Criteria
Daily Peak Hour Identification
Given the host opens the heatmap and selects 'Daily View', When the heatmap renders for a specific date, Then each hour cell must display a color gradient proportional to its check-in count, with the highest-count hour showing the darkest shade.
Weekday vs Weekend Comparison
Given the host switches to 'Weekly View', When the heatmap renders across a week, Then each day’s hourly check-in data must be aggregated correctly, distinguish weekdays from weekends, and apply color gradients accurately to reflect relative traffic.
Zoom-In on Custom Date Range
Given the host inputs a custom start and end date, When the date range is applied, Then the heatmap must update to include only data within that range, recalculate color gradients based on that subset, and adjust axes accordingly.
Tooltip Detail Display
Given the user hovers over any heatmap cell, When the tooltip appears, Then it must show the exact date, hour, and total check-in count in the format 'YYYY-MM-DD HH:00 – X check-ins'.
Color Gradient Accuracy
Given the heatmap is displayed or data updates, When the color scale legend is present, Then it must show the correct minimum and maximum check-in values and map each cell color linearly between these values.
Average Wait Time Calculator
"As a service manager, I want to know the average wait time for check-ins so that I can identify bottlenecks and enhance the client experience."
Description

Build a calculation engine that determines average wait times for check-ins based on recorded arrival and service start timestamps. The system should present wait time statistics by day, week, and month, and flag any outliers that exceed predefined thresholds. Including graphical representation and alert notifications will empower hosts to monitor service efficiency and improve client satisfaction.

Acceptance Criteria
Daily Wait Time Calculation
Given recorded arrival and service start timestamps for a specific day, when the system calculates the average wait time, then the result must equal the sum of all individual wait times divided by the total number of check-ins for that day with precision up to one decimal place.
Weekly Wait Time Calculation
Given recorded arrival and service start timestamps for a given week, when the system aggregates data, then it must calculate and display the average wait time for each day and the overall weekly average, and the weekly average must equal the sum of daily averages divided by seven.
Monthly Wait Time Visualization
Given daily and weekly average wait times for a month, when the user views the analytics dashboard, then the system must render an interactive line chart plotting daily averages and a bar chart for weekly averages, with labels and tooltips for each data point.
Outlier Detection and Alert
Given predefined threshold values for acceptable wait times, when a calculated average wait time for any period (day, week, or month) exceeds its threshold, then the system must flag the period as an outlier, send an email notification to the host, and display an alert on the dashboard within five minutes.
Historical Data Export
Given a date range selection by the user, when the user requests an export, then the system must generate a CSV file containing timestamps, individual wait times, daily/weekly/monthly averages, and outlier flags, and prompt the user to download the file within ten seconds.
Custom Report Exporter
"As an operations director, I want to export tailored check-in analytics reports so that I can distribute insights to my team and board members easily."
Description

Enable users to generate and export custom reports containing selected check-in analytics, including time ranges, metrics, and visualizations. The exporter should support multiple formats (PDF, CSV, XLS), include branded headers, and allow scheduling of automated exports via email. This capability will streamline sharing insights with stakeholders and support offline analysis.

Acceptance Criteria
Custom Report Configuration
Given the user is on the Custom Report Exporter page When the user selects a valid time range, desired metrics, and visualization types Then a preview displays the correct data corresponding to those selections
Report Export in Supported Formats
Given a configured custom report When the user chooses PDF, CSV, or XLS format and initiates export Then the system generates and downloads the report in the selected format with all data accurately represented
Automated Scheduled Exports
Given the user has defined a schedule (daily, weekly, or monthly) and recipient email(s) When the schedule is saved Then the system automatically emails the correctly formatted report at each defined interval
Branded Header Inclusion
Given the organization’s branding settings are configured When a report is exported Then the first page or file header includes the correct logo, organization name, and export date
High-Volume Data Performance
Given a large data set exceeding 100,000 records When the user exports the custom report Then the export process completes successfully within 60 seconds without data truncation or errors

BehaviorSync

Automatically tailors reminder schedules based on each pet’s service history and behavior patterns. By syncing to past appointment data and pet preferences, BehaviorSync ensures reminders are sent at the most effective times, reducing no-shows and boosting client engagement.

Requirements

Historical Data Ingestion
"As an administrator, I want to import and process historical appointment and behavior data so that BehaviorSync can analyze past trends to tailor reminders."
Description

Fetch and process past appointment and pet behavior data from the platform’s database, standardize entries, and store structured records for downstream analysis. This module ensures that all historical interactions are available to the BehaviorSync engine, forming the foundation for accurate pattern detection and reminder optimization.

Acceptance Criteria
Historical Appointment Data Extraction
Given the database contains historical appointment and behavior records, when the ingestion job runs for the defined period, then 100% of records from the past 24 months are fetched without omissions.
Data Standardization Validation
Given raw appointment entries with inconsistent formats, when the data standardization process completes, then all entries conform to the predefined schema with correct field types and formatting.
Behavior Pattern Record Generation
Given standardized appointment and behavior data, when the BehaviorSync engine processes the records, then a behavior pattern record is generated for each pet containing frequency, service duration, and preference attributes.
Data Storage and Retrieval Efficiency
Given processed and standardized records stored in the BehaviorSync database, when a query is executed, then any record is retrieved and returned within 2 seconds.
Error Handling for Incomplete Records
Given incomplete or corrupted source entries, when the ingestion process encounters such entries, then the system logs detailed error information and skips the entries without interrupting the overall data ingestion job.
Behavior Pattern Analysis
"As a system, I want to analyze each pet’s behavior and appointment history so that reminders are sent at the optimal times to reduce no-shows."
Description

Leverage machine learning algorithms to identify patterns in each pet’s service history—such as frequency of appointments, no-show tendencies, and preferred times—generating predictive behavior models. These insights drive the reminder scheduling logic to maximize engagement and minimize missed appointments.

Acceptance Criteria
Predictive Appointment Frequency Analysis
Given a pet with at least five completed appointments in the past three months, when the system runs the behavior analysis, then it generates a reminder schedule tailored to the pet’s average booking interval.
No-Show Tendency Detection
Given a pet that has two or more no-shows in the past six months, when the machine learning model evaluates the service history, then the system flags the pet’s profile and increases reminder frequency by 50%.
Preferred Time Slot Identification
Given a pet whose past bookings occurred primarily between 9 AM and 11 AM on weekdays, when the analysis completes, then the system automatically suggests sending reminders at 7 PM the day before and 7 AM on the appointment day.
Behavioral Outlier Adjustment
Given a pet whose recent behavior deviates significantly (30% fewer appointments) from its historical average, when the model detects the change, then the system adjusts future reminders to include an additional SMS 72 hours prior.
Cross-Validation Accuracy Check
Given a dataset of service histories split into training and validation sets, when the behavior pattern model is trained, then it achieves at least 85% accuracy in predicting whether a reminder schedule will reduce no-shows.
Dynamic Reminder Scheduler
"As a pet service provider, I want reminders to be scheduled dynamically according to each pet’s behavior patterns so that clients receive notifications when they’re most likely to respond."
Description

Automatically schedule and dispatch reminders based on predictive behavior models, adjusting lead times and notification channels per pet and service type. Integrate with existing notification services (SMS, email, push) to ensure reliable delivery at the most effective moments identified by the analysis engine.

Acceptance Criteria
New Dog Grooming Appointment Predictive Reminder
Given a grooming appointment for a dog scheduled in 5 days and the pet’s past reminder click-through rate is below 50%, When the system runs its predictive model 72 hours before the appointment, Then it schedules and dispatches a reminder via email exactly 72 hours prior to the service.
Recurring Walk Service Adaptive Lead Time
Given a weekly dog-walking service with a customer who habitually books at short notice, When the Predictive BehaviorSync model identifies high likelihood of no-show within 24 hours, Then the system schedules a reminder 12 hours before the next session via push notification.
Holiday Boarding Service Channel Selection
Given a pet boarding reservation during peak holiday season and the client’s preferred channels recorded as SMS and email, When the model predicts increased forgetfulness rates, Then the system sends dual reminders—first via SMS 5 days before and follow-up via email 2 days before the service.
Failed SMS Fallback to Email
Given an SMS reminder attempt returns a delivery failure, When the failure is detected within 1 hour of scheduled dispatch, Then the system automatically retries via email within the same notification window.
Last-Minute Cancellation Notification Timing
Given a pet grooming appointment and an owner request to reschedule within 24 hours of service, When the system detects the change, Then it sends an updated reminder within 1 hour via the owner’s highest-engagement channel and cancels any earlier scheduled reminders.
Client Preference Integration
"As a client, I want to set my preferred reminder times so that I receive notifications when it’s most convenient for me."
Description

Incorporate individual client and pet preferences—such as preferred notification windows or blackout periods—from the user profile into the reminder scheduling logic, allowing overrides of automated suggestions and ensuring reminders respect client-specified constraints.

Acceptance Criteria
Applying Blackout Period Constraints
Given a client has defined blackout periods in their profile When the system generates reminder schedules for upcoming appointments Then no reminders are scheduled within any blackout period and are automatically rescheduled to the next available slot outside those periods.
Preference Priority in Overriding Automated Suggestions
Given an automated reminder suggestion falls outside the client’s preferred notification window When the system calculates the final reminder time Then the reminder time respects the client’s preferred window, overriding the automated suggestion.
Persisting User-Defined Notification Windows
Given a client updates their preferred notification window in the profile settings When the update is saved and the scheduling engine runs Then all future reminders use the new notification window without requiring manual intervention.
Handling Conflicting Preferences Across Pets
Given a client has multiple pets with distinct notification preferences When generating reminders for multiple appointments Then each appointment reminder adheres to its respective pet’s preference without conflict.
Error Handling for Invalid Preference Inputs
Given a client enters an invalid notification time or blackout period format When attempting to save preferences Then the system displays a clear validation error message and prevents saving until corrected.
Effectiveness Reporting Dashboard
"As a pet service provider, I want to view detailed performance metrics on reminder effectiveness so that I can assess BehaviorSync’s impact and fine-tune settings."
Description

Provide a reporting interface displaying key metrics—reminder open rates, click-throughs, no-show reductions, and revenue uplift—at both aggregate and individual pet levels. Enable providers to monitor BehaviorSync performance, identify areas for tuning, and export data for further analysis.

Acceptance Criteria
Viewing Aggregate Reminder Performance
Given a provider accesses the Effectiveness Reporting Dashboard, when they select the aggregate view, then the dashboard displays reminder open rates, click-through rates, no-show reduction percentages, and revenue uplift figures for all clients over the selected date range.
Analyzing Individual Pet Engagement Metrics
Given a provider selects a specific pet from the dashboard, when they view the individual pet report, then the system displays that pet’s historical reminder open rates, click-throughs, and no-show trends with timestamped entries.
Exporting Performance Data for External Analysis
Given a provider clicks the export button, when they choose CSV or Excel format, then the dashboard generates and downloads a file containing all visible metrics (aggregate or individual) with correct column headers and data for the selected date range.
Identifying Underperforming Reminder Segments
Given the provider applies filter criteria (e.g., time of day, reminder type), when filters are applied, then the dashboard highlights segments where open or click-through rates fall below a 20% threshold and flags them for review.
Drilling Down No-Show Reduction Trends
Given a provider wants to review no-show data, when they select the no-show reduction metric, then the dashboard displays a trend chart showing percentage change over time and allows toggling between weekly and monthly views.

Engagement Engine

Analyzes client interactions—like open rates, click-throughs, and response times—to optimize both the timing and content of reminders. Engagement Engine adapts its strategy over time, delivering messages when clients are most likely to act, enhancing communication effectiveness.

Requirements

Dynamic Send Time Scheduler
"As a pet groomer, I want reminder messages to be sent when my clients are most likely to see them so that I can reduce missed appointments."
Description

Engine identifies optimal send times for reminders by analyzing client past interactions—email open rates, SMS responses, in-app engagement—to maximize the likelihood of client action. Integrates with existing scheduling and notification modules, automatically adapting send times per-client and per-channel. Expected outcome: increased appointment confirmations and reduced no-shows.

Acceptance Criteria
Optimal Email Send Time Calculation
Given a client’s historical email open time data, When scheduling a reminder email, Then the system schedules the send time at the hour of highest past open rate for that client.
SMS Reminder Timing Adaptation
Given a client’s SMS response timestamps over the past month, When creating an SMS reminder, Then the system sends the SMS at the client’s peak response time window.
In-App Notification Scheduling for Late Responders
Given a client shows low email and SMS engagement, When generating an in-app reminder, Then the system schedules the push notification at the time the client most frequently opens the app.
Multi-Channel Coordination for Appointment Confirmation
Given a client with mixed channel engagement patterns, When sending a reminder sequence, Then the system staggers messages across email, SMS, and in-app channels at each channel’s optimal send time.
Real-Time Adjustment After Engagement Shift
Given a recent change in a client’s interaction pattern, When recalculating send times, Then the system updates the scheduled reminders within 2 hours to reflect the new optimal time window.
Personalized Content Recommendation
"As a dog walker, I want the reminder content to reflect my client's preferences so that they feel more engaged and responsive."
Description

System generates tailored message content by analyzing client preferences, past engagement patterns, and pet-specific data (e.g., grooming history). Integrates with messaging API to deliver personalized subject lines and body text, driving higher click-through and response rates.

Acceptance Criteria
Peak Engagement Window Messaging
Given a client with at least three past appointment reminders sent and engagement data recorded, when composing a new personalized message, then the system schedules delivery during the one-hour window with the highest historical open rate for that client.
Low Click-Through Recovery
Given a client whose last three messages had click-through rates below 10%, when generating the next reminder, then the system applies an alternative content template (e.g., question-based subject line) and records engagement improvement.
Pet-Specific Service Reminder
Given a pet with a recorded grooming history at 6–8 week intervals, when the current date is within two weeks of the next expected service, then the system generates a personalized message referencing the pet’s name, last service date, and recommended service type.
Subject Line Personalization
Given client preferences include pet name include in subject line, when preparing the message draft, then the system injects the pet’s name and a custom phrase reflecting past engagement (e.g., "Buddy’s Salon Day is Coming Up!").
Adaptive Content Strategy Over Time
Given continuous engagement metrics across multiple clients, when overall open rates drop by more than 5% month-over-month, then the system recalibrates content selection rules (tone, length, emoji use) and verifies improvement within the next month.
Engagement Analytics Dashboard
"As a service manager, I want to see how clients engage with my messages so that I can optimize my communication strategy."
Description

Provides real-time visualization of engagement metrics—open rates, CTR, response times—across campaigns and channels. Integrates with the data warehouse, offering customizable reports and alerts for anomalies to enable data-driven decision-making.

Acceptance Criteria
Real-time Open Rate Monitoring
Given a live marketing campaign is running When I view the Engagement Analytics Dashboard Then the open rate is updated within 5 seconds of each email open event And historical open rates for the last 30 days are displayed in a graph
Campaign CTR Analysis
Given multiple campaigns across SMS and email channels When I filter by channel on the dashboard Then the click-through rate (CTR) is calculated as clicks divided by sends for each channel And the displayed values match the data warehouse records within 0.1%
Response Time Trend Detection
Given customer responses are collected over time When I select the response time metric Then the dashboard displays trends (average, median, 90th percentile) over selectable date ranges And highlights any irregular spikes or drops exceeding 20% from the previous period
Custom Report Generation
Given I define report parameters (date range, channel, metric) When I generate the report Then I can export a PDF or CSV containing the selected metrics And the exported data matches the on-screen dashboard values exactly
Anomaly Alert Triggering
Given threshold rules are configured for engagement metrics When a metric exceeds its upper threshold or drops below its lower threshold Then an automated alert is sent via email and in-app notification within 2 minutes And the alert includes metric name, value, timestamp, and a link to the dashboard
Data Warehouse Integration Validation
Given new engagement data is ingested into the data warehouse hourly When the dashboard queries the data warehouse Then the latest metrics are fetched and displayed without discrepancies And data latency from ingestion to dashboard display does not exceed 10 minutes
A/B Testing Framework
"As a pet boarder, I want to test different reminder templates so that I can identify which messages drive the best client response."
Description

Allows creation and automated distribution of multiple message variants to test subject lines, content, and send times. Collects and analyzes performance metrics to identify winning variants, integrating with scheduler and analytics modules for iterative improvement in engagement.

Acceptance Criteria
Initial Variant Creation and Scheduling
Given the user accesses the A/B Testing Framework and creates at least two distinct message variants with unique subject lines and content, When they define the target audience and schedule parameters, Then both variants are saved correctly and listed in the A/B test dashboard with accurate details.
Automated Distribution of Variants
Given a scheduled A/B test exists, When the test start time arrives, Then the system automatically sends Variant A to 50% of the selected recipients and Variant B to the remaining 50% within the defined time window.
Performance Data Collection and Analysis
Given variants have been distributed, When recipients interact with the messages, Then the system captures and logs open rates, click-through rates, and response times for each variant within 5 minutes of each interaction.
Winning Variant Identification and Reporting
Given the test period has ended, When the system aggregates performance data, Then it calculates the winning variant based on predefined success metrics (e.g., highest click-through rate) and displays a clear comparison report in the analytics module.
Iterative Improvement and Winner Deployment
Given a winning variant is identified, When the user opts to deploy the winner, Then the system updates the message scheduler to use the winning variant for all future sends and confirms the update to the user.
Client Segmentation Engine
"As a pet groomer, I want to target reminders to specific client groups so that my messages are more relevant and effective."
Description

Automates grouping of clients into segments based on engagement behaviors, service type, and demographic data. Integrates with messaging and analytics modules, enabling targeted campaigns that improve relevance and increase engagement rates.

Acceptance Criteria
Behavior-Based Client Segmentation
Given client engagement metrics have been recorded over the past 30 days, when the segmentation engine processes this data, then clients are automatically assigned to 'High', 'Medium', or 'Low' engagement segments based on predefined thresholds, and segment counts match the expected distribution.
Service-Type Specific Segmentation
Given clients have utilization records across multiple services, when the segmentation filter for 'grooming' is applied, then only clients who have booked at least one grooming service in the past 90 days are included in the 'Grooming Clients' segment.
Demographic Criteria Segmentation
Given client profile data includes age, location, and pet type, when demographic rules (e.g., 'Owners in zip codes 12345-12350 with cats only') are defined, then the engine creates a segment containing exactly those clients meeting all criteria.
Adaptive Segmentation after Engagement Change
Given a client moves from 'Medium' to 'High' engagement by opening 5 emails in a week, when the engagement engine recalculates segments in real time, then the client's segment is updated to 'High Engagement' within 5 minutes of the last qualifying interaction.
Messaging Module Integration for Segments
Given a segment called 'Dormant Clients' is selected for a re-engagement campaign, when the segment is sent to the messaging module, then all 200 clients in the segment are imported successfully and available for scheduling reminders without data loss.
Segment Performance Reporting
Given a segment has been engaged in communication for 30 days, when a performance report is generated, then the report displays segment size, open rate, click-through rate, and response rate with accuracy within 1% of raw data.
ML Model Retraining Pipeline
"As a platform admin, I want the system to update its prediction models regularly so that message timing and content recommendations stay accurate."
Description

Establishes automated retraining of engagement prediction models using fresh interaction data, ensuring the Engagement Engine adapts to evolving client behavior. Incorporates data validation, model evaluation, and deployment steps to maintain accuracy over time.

Acceptance Criteria
Scheduled Daily Model Retraining
Given the retraining pipeline is triggered at the scheduled time When the previous 24 hours of client interaction data is available Then the pipeline automatically ingests the data and initiates model retraining without manual intervention
Data Validation for Incoming Interaction Data
Given incoming interaction datasets When data is ingested Then the pipeline validates schema conformity, checks for missing values above threshold, and detects anomalous distributions; If any checks fail, the pipeline logs the error and halts processing
Model Performance Evaluation and Alerting
Given a newly retrained model When evaluation metrics (e.g., accuracy, precision, recall) are computed Then the system compares them against baseline thresholds and sends an alert if performance drops below expected levels
Automated Deployment of Retrained Model
Given a retrained model that meets performance criteria When model evaluation passes all quality gates Then the system automatically deploys the model to the production Engagement Engine without downtime
Rollback on Degraded Model Performance
Given the deployed model in production When post-deployment metrics indicate degraded performance relative to the previous version Then the system automatically rolls back to the last known good model and notifies the engineering team

SmartSnooze

Automatically reschedules unacknowledged reminders to optimal follow-up slots. SmartSnooze uses AI-driven insights to pick new times based on individual response patterns, ensuring critical notifications aren’t missed and minimizing manual follow-up efforts.

Requirements

AI-Driven Rescheduling Algorithm
"As a pet care provider, I want the system to automatically determine and apply the best new reminder times based on my clients’ past response behavior so that I spend less time manually rescheduling and improve appointment confirmations."
Description

Develop an AI-powered engine that automatically selects new reminder times based on individual client response patterns. The algorithm analyzes historical acknowledgement data, predicts optimal follow-up slots, and integrates seamlessly with the existing scheduling module to reduce manual effort, improve client engagement, and lower no-show rates.

Acceptance Criteria
Optimal Time Calculation Based on Historical Data
Given a client's past five unacknowledged reminders and their acknowledgment timestamps, when the algorithm processes this data, then it should predict a follow-up slot within the next 24 hours with at least 85% accuracy compared to historical response patterns.
Seamless Rescheduling Integration
Given an unacknowledged reminder in the scheduling module, when SmartSnooze triggers a reschedule, then the new reminder must appear in the calendar, notify the client, and update the original appointment status to “Rescheduled” without manual intervention.
Personalized Follow-up Scheduling
Given multiple clients with distinct response habit profiles, when the algorithm selects new reminder times, then each client’s follow-up notifications should align with their individual peak engagement windows at least 90% of the time.
Algorithm Performance under High Load
Given a batch of 1,000 unacknowledged reminders processed simultaneously, when the AI engine runs, then it must complete rescheduling recommendations within 2 minutes with less than 5% error rate.
Client Acknowledgement Rate Improvement
Given SmartSnooze has been active for one month, when comparing acknowledgment rates before and after activation, then the overall client acknowledgment rate must increase by at least 15%.
Response Pattern Analyzer
"As a pet groomer, I want the platform to analyze my clients’ past reminder acknowledgements so that the system can learn their preferred response windows and tailor follow-ups accordingly."
Description

Implement a component to collect and analyze clients’ acknowledgement times and response rates, building profiles of their interaction habits. This data feeds into the rescheduling algorithm and updates continuously, enhancing personalization and the accuracy of follow-up reminders.

Acceptance Criteria
Initial Acknowledgement Tracking
Given a reminder is sent to a new client, When the client acknowledges the reminder within 24 hours, Then the system records the acknowledgement timestamp and calculates the response time to store in the client’s profile.
Continuous Pattern Profiling
Given multiple reminders have been sent over a seven-day period, When the client acknowledges each reminder, Then the analyzer updates the client’s average response time and calculates the response time variance, storing both metrics in the client’s interaction profile.
Optimal Rescheduling Time Calculation
Given a client has at least five recorded acknowledgements, When a reminder goes unacknowledged after its initial send time, Then the system calculates the next optimal rescheduling slot based on the client’s average response time plus one standard deviation and schedules the follow-up reminder accordingly.
Insufficient Data Handling
Given a client has fewer than three recorded acknowledgements, When a reminder is unacknowledged, Then the system applies a default snooze interval of two hours and flags the client profile for data enrichment.
Data Privacy and Security Compliance
Given acknowledgement timestamps and response metrics are processed, When storing and transmitting the data, Then the system encrypts the data at rest and in transit, ensures anonymization of personal identifiers, and restricts access to authorized services only.
Optimal Slot Recommendation Engine
"As a dog walker, I want to see the best suggested time slots for resending missed reminders so that I can choose the one most likely to get a prompt response."
Description

Provide a service that calculates and suggests the top three alternative reminder slots for each unacknowledged notification, ranking them by likelihood of client engagement. The engine factors in business hours, provider availability, and individualized response patterns.

Acceptance Criteria
Automatic Recommendation Generation
Given an unacknowledged reminder record, When the SmartSnooze engine triggers the optimal slot recommendation, Then the system returns exactly three alternative reminder slots And each slot falls within defined business hours and the provider's availability window And the slots are ordered by descending likelihood of client engagement
Recommendation Ranking Accuracy
Given multiple candidate slots with computed engagement probabilities, When generating the top three recommendations, Then the first slot has the highest engagement probability, the second has the next highest, and the third the next highest
Conflict-Free Slot Selection
Given the provider's existing bookings and blocked times, When computing alternative slots, Then none of the three suggested slots overlap with any existing appointments or unavailable periods
Personalized Timing Based on Historical Response
Given a client's historical response pattern data, When ranking potential reminder slots, Then at least two of the three suggested slots fall within the client's top 25th percentile fastest response time windows
Recommendation Generation Performance
Given an unacknowledged reminder trigger, When invoking the Optimal Slot Recommendation Engine, Then the system returns the top three suggestions within 500ms at the 95th percentile
Reminder Tracking Dashboard
"As a pet boarder, I want a centralized view of all pending and snoozed reminders so that I can monitor client communications and intervene manually if needed."
Description

Create a dashboard interface where providers can view all reminders, their acknowledgement status, the number of snoozes applied, and the next scheduled follow-up. Enable filtering, sorting, and quick insights to manage communications effectively.

Acceptance Criteria
All Reminders List Load
Given the provider accesses the Reminder Tracking Dashboard When the dashboard loads Then all reminders display with acknowledgement status, snooze count, and next follow-up date within 2 seconds
Filter Reminders by Acknowledgement Status
Given the provider selects the 'Unacknowledged' filter When the filter is applied Then only reminders with an unacknowledged status are displayed
Sort Reminders by Next Follow-Up Date
Given the provider chooses to sort by next follow-up date in ascending order When the sort option is applied Then reminders are listed from the earliest to the latest follow-up date
Highlight Over-Snoozed Reminders
Given a reminder has been snoozed more than 3 times When the dashboard displays reminders Then reminders with snooze counts above 3 are marked with a warning icon
Quick Snooze Count Insight
Given the provider hovers over the snooze count field When the hover action occurs Then a tooltip displays the exact number of times the reminder has been snoozed
Manual Override and Confirmation Controls
"As a pet care provider, I want the ability to override or modify automatically generated reminder schedules so that I can accommodate special cases or urgent changes."
Description

Allow providers to manually adjust or confirm snooze actions, including setting custom follow-up times, cancelling snoozes, or confirming notifications sent. This ensures flexibility and control over automated processes.

Acceptance Criteria
Setting a Custom Follow-Up Time
Given a reminder is snoozed automatically When the provider selects 'Custom Time' and enters a valid future datetime within the next 72 hours Then the system updates the reminder to the specified follow-up time and displays a confirmation message.
Cancelling an Automated Snooze
Given a reminder has been automatically snoozed When the provider clicks 'Cancel Snooze' Then the reminder status reverts to 'Pending' and no follow-up is scheduled.
Confirming a Sent Notification
Given a follow-up reminder was sent to the client When the provider clicks 'Confirm Sent' Then the system logs the confirmation with timestamp and marks the reminder as 'Completed'.
Overriding AI-Suggested Time
Given the AI suggests a new follow-up time When the provider clicks 'Override' and selects an alternative time slot Then the system replaces the suggested time with the selected slot and adjusts subsequent scheduling to avoid conflicts.
Handling Past-Due Follow-Up Adjustments
Given the suggested follow-up time has already passed When the provider attempts to confirm or reschedule it Then the system prompts for a new valid time and prevents confirmation until a future time is selected.

Pulse Scheduler

Dynamically adjusts reminder frequency and channel (SMS, email, or in-app push) according to client response behavior. Pulse Scheduler ensures messages reach clients through their preferred medium, maximizing visibility and convenience.

Requirements

Behavior-Based Reminder Frequency Adjustment
"As a pet service provider, I want the scheduler to automatically adjust how often reminders are sent based on each client’s past response times so that I can maximize appointment confirmations without overloading clients."
Description

Automatically modulate the number and timing of appointment reminders by analyzing individual client response patterns. The system tracks how quickly clients respond or confirm, then dynamically increases reminder frequency for slow responders and decreases it for prompt responders. This adaptive approach minimizes no-shows while preventing reminder fatigue, integrating seamlessly with existing scheduling workflows and notification modules.

Acceptance Criteria
Slow Responder Reminder Frequency Increase
Given a client has failed to respond to two consecutive reminders within 24 hours, when the system schedules the next reminder, then it increases reminder frequency by 50% and sends via SMS instead of email.
Prompt Responder Reminder Frequency Decrease
Given a client has confirmed appointments within one hour for the last three reminders, when scheduling future reminders, then the system reduces reminder frequency by 50%, ensuring at least one reminder 24 hours before the appointment.
Medium Responder Maintains Default Frequency
Given a client’s average response time falls between one and 24 hours, when scheduling reminders, then the system maintains the default schedule of two reminders: one 24 hours and one 2 hours before the appointment.
Seamless Scheduling Workflow Integration
When reminder frequency is adjusted for any client, then the appointment scheduling workflow continues uninterrupted and appointment records reflect the correct number and timing of reminders.
Reminder Fatigue Threshold Enforcement
Given a client’s reminders are increased due to slow responses, when the system calculates reminder counts, then it ensures no more than four reminders are sent within 48 hours to prevent notification fatigue.
Multi-Channel Delivery Engine
"As a pet service client, I want to receive appointment reminders through the channel I respond to most so that I don't miss important messages."
Description

Implement a unified delivery engine capable of sending reminders via SMS, email, and in-app push notifications. The engine should support channel fallbacks, attempting the next preferred medium if delivery fails or goes unacknowledged. It must integrate with third-party SMS gateways and email services, ensuring high deliverability and real-time status updates for each message sent.

Acceptance Criteria
Successful SMS Delivery Flow
Given a valid phone number and active SMS gateway When the engine sends a reminder via SMS Then the SMS is accepted by the gateway and delivered to the client within 2 minutes And the status is recorded as 'Delivered' in the system
SMS to Email Fallback on Permanent Failure
Given the SMS gateway returns a permanent failure error When the engine retries via the next channel Email Then the email is sent via the configured email service and received by the client within 2 minutes And the status is recorded as 'Delivered via Email'
Channel Escalation After Unacknowledged Reminder
Given an initial reminder sent via the client's preferred channel remains unacknowledged for 24 hours When the engine triggers a follow-up Then it sends the reminder via the next channel in the preference list And the status is recorded as 'Escalated'
Real-time Delivery Status Tracking
Given a reminder is sent via any channel When the third-party service provides a delivery status update Then the engine logs the status transition (Sent, Delivered, Failed, Bounced) with a timestamp in real time
Primary SMS Gateway Failover
Given the primary SMS gateway is unreachable When the engine attempts to send an SMS Then it automatically switches to the secondary SMS gateway and delivers the message And the status is recorded as 'Delivered via Secondary Gateway'
Client Response Tracking
"As an admin, I want to track and log when clients view or respond to reminders so that the system can learn and optimize future scheduling."
Description

Build a tracking system to capture client interactions with reminders, including opens, clicks, replies, and acknowledgment timestamps across all channels. This data will feed into the behavioral algorithms and provide insight into individual engagement. The tracking mechanism must log events in real time and store them in a centralized analytics store for downstream processing.

Acceptance Criteria
Real-Time Event Logging
Given a client opens a reminder in any channel, When the open event occurs, Then the system logs an "open" event with client ID and timestamp to the centralized analytics store within 2 seconds.
Click Tracking Across Channels
Given a client clicks a link in an SMS, email, or in-app push, When the click event is detected, Then the system records a "click" event including channel, link URL, client ID, and timestamp in the analytics store.
Reply Handling and Acknowledgment
Given a client replies to a reminder via SMS, email response, or in-app message, When the reply is received, Then the system logs the reply content, channel, client ID, and timestamp, and marks the reminder as acknowledged.
Consolidated Engagement Timeline
Given multiple interaction events for a client across different channels, When the analytics dashboard is accessed for that client, Then the system displays all open, click, and reply events in a unified, chronologically ordered timeline.
Error Handling for Event Logging
Given a failure occurs while writing an event to the analytics store, When retry attempts exceed three within five minutes, Then the system raises an alert to the administrators and logs the failed event details for manual review.
Preference Learning Algorithm
"As a pet service provider, I want the system to learn each client’s preferred message channel and send time automatically so that fewer reminders go unseen."
Description

Develop a machine learning model that analyzes historical response data to identify each client’s optimal reminder channel and send times. The algorithm should continuously retrain on new interaction data, refining its predictions and feeding preferred settings back into the scheduler. Integration points must include data ingestion pipelines and model inference endpoints.

Acceptance Criteria
Batch Training Data Ingestion
Given the data ingestion pipeline processes historical interaction logs, when the pipeline completes, then 100% of records with valid client IDs and timestamps are available for model training with less than 1% ingestion errors.
Real-Time Channel Prediction
Given a valid client ID and timestamp, when a request is sent to the inference endpoint, then a channel preference and send time are returned within 200ms with a confidence score ≥ 0.8.
Retraining Pipeline Execution
Given new interaction data arriving daily, when the retraining schedule triggers, then the model is retrained using the past 30 days of data, evaluation metrics are computed, and the new model is deployed if accuracy improves by ≥2%.
Integration with Scheduler API
Given the scheduler requests user preferences, when it calls the model inference endpoint, then the scheduler receives and persists predicted channel and send time fields and uses them for subsequent reminder dispatch.
Prediction Accuracy Monitoring
Given a validation dataset, when comparing predicted channels against actual client responses over a 7-day period, then channel prediction accuracy must remain ≥75% and an alert is triggered if it drops below threshold.
Admin Override & Scheduling Rules
"As a pet groomer, I want to manually set exceptions for reminder frequency or channel so that I can respect specific client requests or special cases."
Description

Provide an interface for administrators to define custom rules and exceptions for reminder scheduling. Features should include manual channel selection per client, blackout periods, minimum/maximum reminder counts, and one-off overrides. The override rules engine must take precedence over automated adjustments but remain auditable within the system.

Acceptance Criteria
Manual Channel Selection by Administrator
Given an administrator views a client’s reminder settings, When the administrator selects a specific communication channel (SMS, email, or push) and saves the changes, Then all future reminders for that client are delivered exclusively via the selected channel.
Blackout Period Enforcement
Given an administrator defines a daily blackout period (start and end times), When reminder scheduling falls within this period, Then the system defers the reminders until immediately after the blackout period ends.
Minimum and Maximum Reminder Counts
Given an administrator sets minimum and maximum reminder counts for a client’s appointment, When an appointment is confirmed, Then the system schedules at least the minimum and at most the maximum number of reminders in accordance with the configured values, and does not exceed these limits.
One-off Override Application
Given an administrator applies a one-time override to skip or alter the next scheduled reminder, When the next reminder trigger occurs, Then the system applies the override (skipping or modifying the reminder) and thereafter resumes the standard automated scheduling rules for subsequent reminders.
Audit Trail of Override Actions
Given any administrator action that creates or modifies an override or scheduling rule, When the action is saved, Then the system records an audit entry capturing the administrator’s ID, timestamp, detailed changes, and affected client, and makes these entries viewable in the audit log.
Delivery Analytics Dashboard
"As a pet service manager, I want a dashboard showing reminder delivery and client response metrics so that I can evaluate the effectiveness of reminder strategies."
Description

Design an analytics dashboard that visualizes key metrics such as delivery success rates, open rates, response times, and channel performance. The dashboard should allow filtering by date range, client segment, and channel, and display trends in real time. Insights derived here will guide further tuning of reminder strategies and algorithm parameters.

Acceptance Criteria
Filter Delivery Metrics by Date Range
Given the user selects a start and end date on the dashboard, when they apply the filter, then only delivery success rates, open rates, and response times within the specified range are displayed and charts update accordingly.
Segment Channel Performance by Client Group
Given the user chooses a client segment filter, when the filter is applied, then the dashboard shows separate channel performance metrics (SMS, email, push) only for the selected segment.
Monitor Real-Time Delivery and Response Trends
Given the dashboard is open, when new delivery and response data arrives, then the trend graphs and summary metrics update in real time without requiring a page refresh.
Visualize Success Rate Trends Over Time
Given a time-series visualization is selected, when the user views the chart, then the delivery success rate trend line reflects daily, weekly, or monthly intervals based on the user’s selection.
Export Filtered Analytics Data
Given the user has applied date range and channel filters, when they click the export button, then a CSV file containing the filtered metrics (success rates, open rates, response times) is generated and downloaded.

MoodMetrics

Incorporates pet activity and stress-level data—pulled from wearable or dashboard inputs—to trigger wellness check and care reminders when a pet shows signs of restlessness or anxiety. MoodMetrics supports proactive care, improving pet wellbeing and client trust.

Requirements

Wearable Integration API
"As a pet care provider, I want real-time syncing of pet wearable data so that I can monitor activity and stress levels during sessions."
Description

Develop a stable, secure API to integrate with major pet wearable devices (e.g., FitBark, Whistle) and ingest real-time activity and stress-level data. This API should support OAuth authentication, data polling at configurable intervals, error handling, and data normalization for consistent downstream analysis.

Acceptance Criteria
OAuth Authentication Flow
Given the pet groomer initiates a connection to the wearable device When the user successfully authenticates via OAuth Then the API securely stores the access and refresh tokens and returns a 200 OK response
Polling Interval Configuration
Given the admin sets the data polling interval to a specific value in minutes When the API scheduler runs Then the system fetches activity and stress data at the configured interval without deviation
Error Handling for Malformed Data
Given the wearable device returns malformed or incomplete JSON When the API attempts to ingest this data Then the system logs a descriptive error and retries the request up to three times without crashing
Data Normalization Across Devices
Given activity and stress data from multiple wearable brands with differing units When the API processes incoming data Then all metrics are converted into a standardized format and unit for downstream analysis
Secure Data Storage for Tokens and Data
Given the API receives authentication tokens and pet health data When writing to the database Then all sensitive information is encrypted at rest and access is restricted to authorized services only
Activity & Stress Data Analysis Engine
"As a pet care provider, I want the system to automatically analyze pet activity and identify stress indicators so that I can intervene promptly when a pet shows signs of anxiety."
Description

Implement a backend engine that processes incoming wearable data to detect patterns of restlessness or anxiety. Use algorithms to calculate stress-level scores, identify anomalies against baseline behavior, and prioritize alerts based on severity and duration of indicators.

Acceptance Criteria
Pattern Detection in Restlessness
Given a continuous stream of wearable activity data, when the engine processes hourly data batches, then it must detect and log at least three consecutive restlessness spikes above the defined threshold within a two-hour window.
Stress Score Calculation Accuracy
Given a full day's wearable metrics input, when the engine calculates the stress-level score, then the computed score must match the expected result from the reference algorithm within a ±0.05 margin of error.
Anomaly Detection vs Baseline Behavior
Given a baseline behavior profile established over seven days, when incoming data deviates by more than two standard deviations on key metrics for at least 30 minutes, then the engine must flag an anomaly event.
Alert Prioritization by Severity
Given multiple alerts generated in the same processing cycle, when the prioritization logic is applied, then the alerts must be sorted in descending order of severity score and the highest-severity alert must be dispatched first.
Data Processing Performance
Given a data input rate of up to 1000 events per minute, when the engine processes the incoming stream, then the end-to-end processing latency must remain below two seconds for at least 95% of events.
Alert & Reminder Notification System
"As a pet care provider, I want to receive proactive wellness alerts when a pet shows restlessness so that I can check in with the pet and client before issues escalate."
Description

Create a notification service that triggers wellness check alerts and care reminders when stress or activity thresholds are breached. Support multiple channels (in-app, email, SMS) with configurable templates and escalation rules to ensure timely provider and client notifications.

Acceptance Criteria
In-App Wellness Alert on Stress Threshold Breach
Given pet stress-level data exceeds the configured threshold, when the system evaluates incoming metrics, then an in-app alert is generated and displayed within 5 seconds containing pet ID, timestamp, stress level, and recommended action.
Email Reminder Delivery upon Prolonged Anxiety
Given a pet’s activity indicates restlessness sustained over 30 minutes, when the threshold is breached, then an email reminder is sent to the provider’s configured address within 1 minute using the correct template personalized with pet name, client name, and care suggestions.
SMS Notification with Escalation Rules
Given no acknowledgment from the provider within 15 minutes of the initial alert, when the escalation timer elapses, then an SMS notification is sent to the secondary contact number within 1 minute, including pet ID and urgency level.
Configurable Template Rendering for Client Alerts
Given the client notification template is updated in settings, when the system sends a wellness check reminder, then the email content matches the updated template variables (client name, pet details) and contains no default placeholder text.
Notification Acknowledgment and Retry Logic
Given an in-app notification delivery failure due to connectivity issues, when a delivery error occurs, then the system retries delivery up to three times at one-minute intervals and logs each attempt; if still unsuccessful, it escalates via SMS.
Threshold Customization Interface
"As a pet care provider, I want to customize alert thresholds for each pet so that notifications reflect individual pet behavior and care requirements."
Description

Design a user interface allowing providers to set and adjust activity and stress-level thresholds for individual pets. Include default recommendations, real-time preview of threshold impacts, and options to apply settings across pet profiles or specific sessions.

Acceptance Criteria
Setting Initial Thresholds Using Default Recommendations
Given a new pet profile When the provider opens the threshold customization interface Then default activity and stress thresholds are populated based on system recommendations And the fields are editable
Adjusting Thresholds for Individual Pet Profile
Given an existing pet profile with saved thresholds When the provider updates the threshold values and clicks Save Then the new values are persisted in the database And the updated thresholds are displayed on the pet’s profile within 2 seconds
Applying Threshold Settings to Multiple Pets
Given one threshold configuration When the provider selects multiple pet profiles and applies the configuration Then the system updates each selected profile with the new thresholds And a confirmation message lists all updated pets
Real-Time Preview of Threshold Impact
Given the threshold customization panel is open When the provider adjusts the threshold sliders or input values Then the preview chart updates within 500ms showing projected alert frequency for the past 7 days
Overriding Session-Specific Threshold Settings
Given a scheduled session appears in the session list When the provider overrides thresholds for that session and saves changes Then the session uses the overridden thresholds And the profile’s default thresholds remain unchanged
Historical MoodMetrics Dashboard
"As a pet care provider, I want to view historical stress and activity data so that I can identify long-term patterns and adjust care plans accordingly."
Description

Develop a dashboard that visualizes historical activity and stress-level trends for each pet. Include charts, date-range filters, comparative views against group averages, and exportable reports to support long-term wellness planning and client-sharing.

Acceptance Criteria
Viewing Historical Activity Trends
Given a groomer is on the pet's profile and selects the 'Historical MoodMetrics' tab, When the dashboard loads, Then activity and stress-level line charts display data for the past 30 days with correct labels, data points, and legends.
Filtering Data by Custom Date Range
Given a groomer has opened the Historical MoodMetrics dashboard, When they select a custom start and end date and click 'Apply', Then the charts update to reflect data only within the selected date range, with no data points outside the range.
Comparing Pet Metrics to Group Averages
Given a groomer has selected a date range, When they enable the 'Group Average Overlay' option, Then the dashboard overlays the pet's activity and stress-level charts with corresponding group average data, using distinct colors and clear labels for each data series.
Exporting Wellness Reports
Given a groomer views the Historical MoodMetrics dashboard, When they click 'Export Report' and choose either PDF or CSV format, Then a file downloads containing the current charts and a data table matching the applied filters and overlays.
Toggling Between Activity and Stress-Level Views
Given the Historical MoodMetrics dashboard is displayed, When the groomer toggles the metric selector between 'Activity' and 'Stress Level', Then the dashboard updates the chart and data display to reflect the selected metric without a full page reload.

CustomTrigger

Empowers users to define personalized alert conditions based on specific pet events, like vaccination due dates, grooming milestones, or training session intervals. CustomTrigger automates targeted reminders for every unique pet need, reducing administrative work and enhancing service quality.

Requirements

Custom Trigger Condition Builder
"As an independent pet service provider, I want to create custom alert conditions for each pet’s unique needs so that I never miss important events and maintain high-quality care."
Description

A dynamic UI component that allows users to define personalized alert conditions based on specific pet events (e.g., vaccination due dates, grooming milestones, training intervals). Users can select event types, set custom date offsets or intervals, combine multiple criteria (AND/OR), and preview trigger logic. The builder integrates seamlessly with the pet profile and scheduling modules, ensuring defined conditions are stored and accessible for reminder generation.

Acceptance Criteria
Vaccination Due Date Reminder Setup
Given a user selects 'Vaccination Due Date' for a pet event and sets a date offset of 7 days, when the user saves the condition, then the system stores a trigger that will fire 7 days before the pet’s next vaccination due date.
Grooming Milestone Interval Configuration
Given a user selects 'Grooming Milestone' and defines a recurrence interval of 90 days, when the condition is saved, then the system creates a trigger that repeats every 90 days from the last grooming date.
Complex Condition with AND/OR Operators
Given a user combines 'Training Session' with 'Vaccination Due Date' using an OR operator, when the user previews the trigger logic, then the preview shows both conditions and highlights that a reminder will fire if either condition is met.
Trigger Logic Preview Accuracy
Given a user configures multiple conditions, when the user clicks 'Preview Logic,' then the system displays a readable summary showing each condition, operator, and calculated next trigger date based on sample pet data.
Integration with Scheduling Module
Given a custom trigger is defined and saved, when a new appointment matching the trigger condition is scheduled, then the reminder is automatically attached to the appointment and visible in the scheduler’s reminders list.
Pet Event Data Model
"As a system administrator, I want the application to maintain a structured database of pet events and triggers so that the scheduler can reliably access and evaluate conditions."
Description

Design and implement a robust data schema to store and manage pet events and associated trigger configurations. This includes defining entities for event types, date fields, custom attributes, and relationships between pets and triggers. The model ensures data consistency, supports efficient querying by the scheduler, and integrates with existing pet profiles and history logs.

Acceptance Criteria
Defining Pet Event Types
Given an administrative user defines a new pet event type including a unique name, date field, and optional custom attributes, When the definition is submitted, Then the event type must be stored in the data model with a unique identifier and all specified fields persisted.
Storing Custom Attributes
Given a pet event with one or more custom attributes defined, When the event record is created or updated, Then each custom attribute is saved in its own field, correctly typed and retrievable via API.
Relating Triggers to Pet Profiles
Given a pet profile with existing history logs, When a user configures a trigger for an event type on that profile, Then the trigger record must be linked to the pet’s profile and appear in its associated triggers list.
Ensuring Data Consistency
Given concurrent updates to a pet event record (e.g., date change and attribute update), When two users submit changes simultaneously, Then the system must enforce transactional consistency and prevent data loss or corruption.
Supporting Efficient Querying
Given the scheduler needs to retrieve upcoming events and triggers for notification, When the scheduler queries events within a date range, Then the query must return results in under 200ms for up to 10,000 pet event records.
Notification Template Editor
"As a pet groomer, I want to tailor my reminder messages so that my clients receive personalized communications that reflect my business style."
Description

Develop an interface that enables users to customize reminder and alert messages. Features include editable message templates with dynamic placeholders (e.g., pet name, event date), channel selection (email, SMS, in-app), default template library, real-time preview, and validation of content length. This ensures communications are personalized and aligned with the provider’s brand voice.

Acceptance Criteria
Creating a New Template with Placeholders
Given the user opens the Notification Template Editor and defines a template name and content with dynamic placeholders (e.g., {pet_name}, {event_date}), when the user clicks Save, then the system stores the template with all placeholders intact and displays it in the template list for future use.
Validating Template Content Length
Given the user enters message content that exceeds 500 characters, when the user attempts to save the template, then the system prevents saving and displays an error message indicating the content exceeds the maximum allowed length.
Real-Time Preview Updates
Given the user is editing the message content, when the user adds, removes, or modifies text or placeholders, then the preview panel updates immediately within 300ms to reflect the current state of the template.
Selecting Notification Channels
Given the user selects one or more delivery channels (email, SMS, in-app) in the channel selection area, when the user saves the template, then the system records the selected channels and ensures future triggers send reminders through those channels.
Restoring a Default Template
Given the user chooses a default template from the library, when the user clicks Load Default, then the editor replaces the custom content with the default template content while preserving any previously selected channels.
Trigger Scheduler Service
"As a pet service provider, I want the system to automatically evaluate my custom triggers at regular intervals so that reminders are sent to clients without manual intervention."
Description

Implement a backend scheduler service that periodically evaluates all defined custom trigger conditions and queues reminders for delivery. The service must support scaling, handle time zone calculations, retry logic on failures, logging for audit trails, and integration with the notification delivery system. It ensures reminders are sent reliably and on schedule.

Acceptance Criteria
Scheduling Periodic Trigger Evaluations
Given multiple custom triggers are defined, When the scheduler service runs at the configured interval, Then it must evaluate all triggers and queue reminders for those whose conditions are met within the next hour.
Handling Time Zone Differences
Given a pet owner in a different time zone, When a custom trigger time is due, Then the scheduler must account for the owner's local time and queue the reminder at the correct UTC offset.
Retry Mechanism on Delivery Failures
Given a reminder fails to send due to a transient error, When the scheduler retries, Then it must attempt delivery up to 3 times with exponential backoff and mark as failed after exhausting retries.
Scalability Under High Load
Given thousands of triggers need evaluation, When the scheduler runs, Then it must process evaluations in parallel without exceeding service resource limits and complete within the SLA of 5 minutes.
Audit Trail Logging
Given each reminder evaluation and queuing event, When the scheduler processes a trigger, Then it must log the trigger ID, evaluation timestamp, decision outcome, and any errors to the audit log.
Calendar & Reminder Integration
"As a pet walker, I want my custom-triggered reminders to show up in my calendar so that I can visualize upcoming tasks and manage my schedule effectively."
Description

Integrate custom triggers with the platform’s calendar view and reminder system. Once a trigger is defined, the corresponding reminder entries appear in the user’s calendar alongside appointments. Users can set reminder lead times, snooze or dismiss alerts directly from the calendar, and receive push or email notifications based on their preferences.

Acceptance Criteria
Adding a Custom Trigger for Vaccination Reminder
Given a user defines a vaccination date trigger When the trigger is saved Then a reminder entry appears in the calendar on the specified date
Setting Reminder Lead Times
Given a user sets a lead time of X days for a reminder When the trigger is created Then the reminder entry appears X days before the event in the calendar
Snoozing a Reminder from Calendar
Given a reminder notification appears in the calendar When the user clicks snooze and chooses a snooze interval Then the reminder is rescheduled in the calendar at the new snooze time
Dismissing a Reminder from Calendar
Given a reminder is visible in the calendar When the user clicks dismiss Then the reminder is removed and no further notifications are sent for that event
Delivery of Push and Email Notifications
Given a custom trigger with notification preferences set When the lead time is reached Then the user receives both a push notification and an email notification per their settings

ShiftCanvas

Design your team’s schedule with intuitive drag-and-drop blocks on a visual timeline. ShiftCanvas eliminates manual entries, instantly recalculates hours, and highlights coverage gaps—so salon owners can create balanced rosters in minutes and ensure every shift is staffed optimally.

Requirements

Drag-and-Drop Shift Blocks
"As a salon owner, I want to drag and drop shift blocks on a visual timeline so that I can build and adjust my team’s roster quickly without manual time entries."
Description

Enable users to create and adjust staff shifts by dragging and dropping visual blocks on a timeline interface. This feature streamlines schedule creation, reduces manual entries, and provides an intuitive design environment. Blocks should snap to defined time intervals, support resizing for shift length changes, and display staff names and roles. Integration with the underlying database ensures changes are saved in real time and reflected across all user devices.

Acceptance Criteria
Dragging and Dropping a New Shift
Given the user is on the ShiftCanvas timeline with available time slots, When the user drags a staff member’s block from the staff list onto the timeline and drops it onto a valid slot, Then a new shift block is created at the dropped time, reflecting the correct start and end times.
Resizing an Existing Shift Block
Given a shift block exists on the timeline, When the user hovers over the edge of the block and drags to extend or shorten its duration, Then the block resizes in real time showing updated duration and end time, and the total hours recalculate accordingly.
Snapping Shift Blocks to Time Intervals
Given the timeline is set to 15-minute increments, When the user moves or resizes a shift block, Then the start and end times of the block automatically snap to the nearest 15-minute marker.
Real-Time Database Synchronization
Given a shift block is created, moved, or resized on one device, When the action completes, Then the change is immediately saved to the database and reflected on all other logged-in devices within two seconds.
Displaying Staff Roles on Shift Blocks
Given a shift block appears on the timeline, When the block is rendered, Then it displays the assigned staff member’s name and role tag within the block with legible font and proper contrast.
Real-Time Coverage Analytics
"As a salon manager, I want to see real-time coverage analytics so that I can immediately identify and fill staffing gaps to maintain optimal service levels."
Description

Display live metrics showing staffed versus unstaffed time slots, total hours scheduled per staff member, and coverage gaps. This feature highlights under- and over-staffed periods using color-coded indicators, enabling managers to identify issues instantly. Analytics should update dynamically as shifts are added or modified, integrating with existing reporting modules to feed long-term staffing trend dashboards.

Acceptance Criteria
Viewing Live Coverage on the Timeline
Given the manager opens the ShiftCanvas timeline, When existing shifts are loaded, Then the live metrics panel displays staffed versus unstaffed time slots accurately and updates within 2 seconds of data change.
Identifying Coverage Gaps After Shift Adjustments
Given the manager adjusts a shift’s start or end time and saves changes, When the update is applied, Then any resulting coverage gaps are highlighted in red on the timeline and the unstaffed time metric reflects the change.
Monitoring Individual Staff’s Scheduled Hours
Given multiple staff shifts are scheduled, When the manager views the analytics panel, Then total hours scheduled per staff member are displayed next to each name and recalc ulation occurs instantly as shifts are added, modified, or removed.
Color Coding Overstaffed and Understaffed Slots
Given periods with no assigned shifts or overlapping shifts, When the analytics render indicators, Then green highlights balanced coverage, red flags understaffed slots, and blue marks overstaffed periods based on predefined thresholds.
Real-Time Update After Adding a New Shift
Given a new shift is created via drag-and-drop, When the shift is placed on the timeline, Then the live coverage analytics update immediately without manual page refresh, reflecting the new shift in all metrics.
Auto-Hour Calculation
"As a salon owner, I want shift hours and breaks to recalculate automatically so that I can ensure labor compliance without manual calculations."
Description

Automatically recalculate total work hours, overtime, and break durations whenever shifts are modified. The system should enforce configurable rules for maximum daily or weekly hours and mandatory breaks. Calculations update instantly on the schedule interface, ensuring compliance with labor policies and providing immediate feedback if rules are violated.

Acceptance Criteria
Real-Time Shift Modification
Given a user modifies a shift's start or end time on the visual timeline When the changes are saved Then the system recalculates total work hours, overtime, and break durations instantly and updates the schedule interface without page reload
Daily Hour Limit Enforcement
Given the sum of a user’s shifts in a single day exceeds the configured maximum daily hours When the user attempts to save the updated shifts Then the system blocks the save action and displays a clear error message indicating the daily hour limit violation
Weekly Hour Limit Alert
Given the cumulative work hours for a user in a calendar week exceed the configured maximum weekly hours When the schedule is published Then the system displays an alert banner highlighting the exceeded weekly hours and logs the event for compliance review
Mandatory Break Auto-Insertion
Given a shift duration surpasses the threshold requiring a break When the shift is created or modified Then the system automatically inserts the mandated break duration at the correct interval and prevents the user from deleting or altering it below the required minimum
Overtime Hours Highlighting
Given a user’s total weekly hours exceed the overtime threshold When hours are recalculated Then the overtime hours are accurately computed as hours over the threshold, visually highlighted on the schedule, and included in the hours summary
Shift Conflict Detection and Alerts
"As a scheduler, I want to be alerted of any shift conflicts so that I can resolve issues before they impact my team’s performance."
Description

Identify scheduling conflicts such as overlapping shifts, double bookings, and unauthorized overtime. Provide real-time alerts through the interface with clear messages and suggested resolutions. Conflicts should be logged in the system for reporting, and notifications sent via email or in-app messaging to affected staff and managers.

Acceptance Criteria
Overlapping Shift Detection
Given a groomer has an existing shift scheduled, When a new shift is created that overlaps in time for the same groomer, Then the system shall display a conflict alert indicating the overlap and prevent saving until resolved.
Double Booking of Services
Given a walker is assigned to a walk at a specific time, When an additional walk is scheduled for the same walker within that timeframe, Then the system shall trigger an alert specifying the double booking and block the conflicting assignment.
Unauthorized Overtime Notification
Given a boarder's daily shift exceeds the predefined maximum hours, When the shift duration goes beyond the allowed limit, Then the system shall generate an unauthorized overtime conflict alert and suggest reducing hours or reallocating.
Conflict Logging for Reporting
Given any scheduling conflict is detected, When the alert is triggered, Then the system shall create a log entry with shift IDs, timestamps, staff IDs, and conflict type for reporting purposes.
Real-Time Notification Delivery
Given a conflict is identified, When the alert is created, Then the system shall send email and in-app notifications to the affected staff and their manager within one minute.
Suggested Resolution Options
Given a conflict alert is displayed, When a user views the alert details, Then the system shall present at least two suggested resolutions (e.g., adjust times, reassign shift) and allow immediate action.
Template Saving and Reuse
"As a busy salon owner, I want to save and reuse shift schedule templates so that I can quickly deploy proven staffing patterns for recurring weeks."
Description

Allow users to save schedule configurations as reusable templates and apply them to future weeks. Templates should store block positions, staff assignments, and coverage settings. Users can manage templates through a library interface, preview template effects on future dates, and modify saved templates as needed. Integration ensures templates update underlying shift records when applied.

Acceptance Criteria
User Saves a New Schedule Template
Given a complete schedule on the timeline with blocks, staff assignments, and coverage settings when the user selects “Save as Template” and provides a template name then the system stores a new template in the library with the correct block positions, staff assignments, and coverage settings and displays a success message
User Applies Saved Template to Future Week
Given an existing template and a selected future week when the user applies the template then the timeline populates with shift blocks matching the template’s positions, staff assignments, and coverage settings and the underlying shift records are created or updated accordingly
User Previews Template Effect Before Application
Given a template and a target week when the user clicks “Preview” then the system overlays the template’s block positions, staff assignments, and coverage settings on the timeline in a read-only view without saving changes
User Modifies Existing Template
Given a saved template when the user edits block positions, staff assignments, or coverage settings and saves the changes then the template in the library updates to reflect the modifications and the version history remains intact
User Deletes a Template
Given a saved template when the user selects delete and confirms the action then the template is removed from the library, no longer available for application, and existing shifts created from that template remain unchanged

SwapStation

Empower staff to propose, accept, and approve shift exchanges within a secure in-app marketplace. SwapStation handles notifications, manager sign-off, and automatically adjusts payroll records—reducing scheduling hassles and giving employees flexibility while maintaining operational oversight.

Requirements

Shift Exchange Proposal
"As a staff member, I want to propose a shift exchange with a colleague so that I can adjust my work schedule to my personal availability without manual back-and-forth communications."
Description

Allow staff to initiate a shift swap by selecting an existing shift and choosing a colleague with compatible availability. The system guides the user through selecting the target shift, specifying swap details, and submitting a request. This streamlines the swap process, reduces manual coordination, and ensures all necessary details are captured for approval.

Acceptance Criteria
Initiate Shift Swap Request
Given a logged-in staff member with at least one scheduled shift and a colleague with compatible availability, When the staff member selects their shift, chooses the colleague, enters swap details, and submits the request, Then the system records the request with date, time, staff IDs, and reason, and sends a notification to the selected colleague.
Detect Incompatible Shift Selection
Given a staff member selects a shift and a colleague whose availability conflicts, When the staff member attempts to submit the swap request, Then the system blocks the submission and displays an error message indicating incompatible availability.
Manager Approval Notification
Given a valid shift swap request is submitted, When the request status is pending, Then the system sends a notification to the manager including shift details and requester information, and marks the request as awaiting approval in the dashboard.
Automatic Payroll Adjustment Post-Approval
Given a manager has approved a pending shift swap request, When the approval is recorded, Then the system updates both staff members' schedules, adjusts payroll records to reflect the swapped hours, and sends confirmation notifications to both staff.
Swap Request Cancellation
Given a pending shift swap request exists, When the requester cancels the request, Then the system marks the request as cancelled, sends notifications to the colleague and manager, and frees the original shift slot for others to assign.
Swap Candidate Matching
"As a staff member, I want the system to recommend suitable colleagues for my shift exchange so that I can quickly find someone who can cover my shift without manually checking multiple schedules."
Description

Implement an intelligent matching algorithm that suggests eligible colleagues for a shift swap based on qualifications, certifications, location proximity, and existing schedule constraints. The feature filters potential matches in real time and presents the best candidates to the user for a quicker and more accurate swap initiation.

Acceptance Criteria
Qualifications-Based Match Suggestion
Given the user has selected a shift to swap When the system runs the matching algorithm Then only colleagues possessing all required qualifications and certifications for the shift are suggested
Proximity-Aware Candidate Filtering
Given multiple eligible colleagues exist When matching is performed Then candidates within a 10-mile radius of the shift location are prioritized and listed first
Schedule Conflict Exclusion
Given a colleague has overlapping or conflicting shifts When generating swap suggestions Then those colleagues are excluded from the candidate list
Real-Time Availability Verification
Given a potential match is suggested When the user views the candidate list Then the system confirms and displays each candidate’s availability status updated within the last 5 minutes
Automated Payroll Adjustment Integration
Given a swap is accepted by both parties and approved by the manager When the swap is finalized Then the payroll records are automatically updated to reflect the exchanged shift hours
Manager Approval Workflow
"As a manager, I want to review and approve shift swap requests so that I can maintain proper coverage and compliance with staffing policies."
Description

Provide managers with a dedicated interface to review, comment on, approve, or reject shift swap requests. Include audit trails for decisions, timestamps, and optional feedback. This ensures oversight, compliance with staffing requirements, and clear communication of the approval status to employees.

Acceptance Criteria
Manager views pending swap requests
Given a manager is logged into the SwapStation interface When they navigate to the 'Pending Swap Requests' section Then all active swap requests assigned to their team are displayed in a list sorted by requested shift date
Manager approves a shift swap request
Given a manager reviews a swap request When they click 'Approve' and confirm the decision Then the swap status updates to 'Approved', the shifts are updated in the schedule, and payroll records reflect the new assignments
Manager rejects a shift swap request with feedback
Given a manager decides to reject a swap request When they select 'Reject', enter an optional feedback comment, and submit Then the request status updates to 'Rejected' and the feedback is recorded
Audit trail logs manager decision
Given any manager action on a swap request When the manager approves or rejects Then an audit entry is created with the manager’s name, timestamp, decision type, and feedback (if provided)
Employee receives notification of manager decision
Given a swap request receives a decision When the manager approves or rejects Then the requesting and receiving employees each receive an email and in-app notification with the decision and any manager feedback
Automated Notifications
"As a staff member, I want to receive notifications about the status of my shift exchange request so that I’m always aware of its progress and any required actions."
Description

Send real-time in-app, email, and push notifications to relevant parties at each stage of the swap process: proposal submitted, colleague acceptance, manager approval or rejection, and final confirmation. This keeps all stakeholders informed and reduces missed communications or delays.

Acceptance Criteria
Swap Proposal Notification Sent
Given a staff member submits a swap proposal, when the proposal is saved, then the system sends an in-app notification, email, and push notification to the proposed colleague within 30 seconds containing the sender’s name, original shift details, proposed swap details, and a direct link to view the proposal.
Swap Acceptance Notification
Given the proposed colleague accepts the swap, when the acceptance is recorded, then the system sends an in-app notification, email, and push notification to the original requester and the manager within 30 seconds including the acceptance timestamp and any acceptance notes.
Manager Approval Notification
Given a manager approves a swap proposal, when approval is confirmed, then the system sends an in-app notification, email, and push notification to both staff members within 30 seconds confirming manager approval and updated shift details.
Manager Rejection Notification
Given a manager rejects a swap proposal, when rejection is recorded with reasons, then the system sends an in-app notification, email, and push notification to the requesting and proposed colleagues within 30 seconds detailing the rejection reasons and instructions for revising the proposal.
Final Confirmation Notification
Given the swap is fully processed in payroll and scheduling, when processing completes, then the system sends an in-app notification, email, and push notification to both employees and the finance manager within 60 seconds summarizing final shift assignments and payroll adjustments.
Payroll Records Integration
"As an administrator, I want payroll records to update automatically after a shift swap so that payroll processing remains accurate without manual intervention."
Description

Automatically update the payroll system upon final approval of a shift swap, adjusting hours and pay codes accordingly. Ensure changes are reflected in real time and maintain an audit trail for payroll adjustments to eliminate manual corrections and reduce payroll errors.

Acceptance Criteria
Real-time Payroll Update Post-Approval
Given a manager approves a shift swap, when the swap is finalized, then the payroll system must reflect the updated hours and pay codes within 2 minutes.
Audit Trail Generation
When a swap is approved, then the system logs an immutable audit entry including original hours, new hours, pay code changes, timestamp, and user IDs.
Retry Mechanism on Payroll API Failure
Given the payroll API returns an error, when the system attempts to update payroll, then it retries up to 3 times with exponential backoff and logs a failure alert if all retries fail.
Data Consistency During Peak Load
When multiple swaps are approved concurrently, then all payroll updates complete without data loss or duplication, and system throughput remains above 95% of baseline.
Historical Record Adjustment
Given a swap approved for a past pay period, when the system updates payroll, then it correctly posts adjustments to that historical period without altering subsequent periods.
Swap Conflict Detection
"As a staff member, I want to be prevented from proposing a swap that conflicts with existing schedules or violates rest regulations so that coverage and compliance are maintained."
Description

Incorporate validation rules to detect and prevent conflicts, such as overlapping shifts, insufficient rest periods, or coverage gaps. The system should alert users of conflicts during proposal and block submission until the issues are resolved, ensuring operational integrity.

Acceptance Criteria
Overlapping Shift Detection
Given a staff member proposes a shift swap that would cause the new shift’s time to overlap with any of their existing assigned shifts, when validating the proposal, then the system displays an error message indicating a shift overlap and blocks the submission.
Insufficient Rest Period Check
Given a proposed swap that results in less than the required minimum rest period (e.g., 8 hours) between consecutive shifts for any involved employee, when the system validates the swap, then an alert is shown detailing the insufficient rest period and the swap cannot be submitted.
Coverage Gap Prevention
Given a proposed swap that would leave a position or role unstaffed for any segment of a shift, when validating the swap, then the system identifies the coverage gap, notifies the user of the missing coverage, and prevents the swap from proceeding.
Manager Alert on Unresolved Conflict
Given a user attempts to submit a swap that still has unresolved conflicts after initial validation, when the submission is blocked, then the system automatically notifies the assigned manager via in-app notification and logs the conflict details for review.
Conflict Resolution Workflow
Given conflicts are detected and displayed to the user, when the user adjusts or resolves all conflicts and resubmits the swap request, then the system re-runs the validation checks, confirms no conflicts remain, and allows the swap to be submitted successfully.

OvertimeRadar

Continuously monitors staff hours in real time and triggers automated alerts when team members approach or exceed overtime thresholds. OvertimeRadar helps prevent unexpected labor costs, ensures compliance, and gives owners the chance to rebalance shifts before overtime becomes unavoidable.

Requirements

Real-Time Hours Tracking
"As an operations manager, I want to see each employee’s current logged hours in real time so that I can make informed decisions before they exceed their scheduled hours."
Description

Continuously monitor each team member’s logged work hours by integrating with time clocks and manual entries, updating the workforce schedule in real time. Capture start/stop times, calculate total hours, and reflect changes immediately in the dashboard to provide up-to-date visibility into hours worked and enable proactive management to avoid overtime.

Acceptance Criteria
Accurate Clock-In and Clock-Out Integration
Given the time clock integration is active, when an employee clocks in or out, then the system updates the employee's total hours on the dashboard within 5 seconds.
Manual Time Entry Adjustment
Given a manager submits a manual time entry, when the entry is saved, then the dashboard reflects the updated total hours immediately, including metadata for entry source and timestamp.
Overtime Threshold Alert Trigger
Given an employee's logged hours approach the overtime threshold of 40 hours per week, when the threshold is reached or exceeded, then the system sends an automated alert to the manager and displays a warning on the dashboard.
Real-Time Dashboard Refresh
Given any change to an employee's start or stop times, when the backend processes the update, then the dashboard auto-refreshes within 5 seconds without manual page reload.
Data Consistency Across Multiple Integrations
Given time entries from multiple sources (time clock, mobile app, manual entry), when aggregated for a pay period, then the total hours displayed must equal the sum of all entries with no duplicates or missing records.
Overtime Threshold Configuration
"As an admin, I want to configure specific overtime thresholds for staff so that the system reflects my organization’s policies and ensures compliance."
Description

Allow administrators to define customizable overtime thresholds per employee, role, or team, including daily, weekly, and monthly limits. Settings are saved per profile and applied dynamically during hours calculation to ensure tailored compliance with organizational policies and labor regulations.

Acceptance Criteria
Daily Overtime Threshold Setup for Individual Employee
Given an administrator sets a daily overtime threshold of X hours for employee Y, When the employee's logged hours exceed X in a single day, Then the system triggers an alert for that employee; And the alert includes employee name, date, and total hours worked.
Weekly Overtime Threshold Setup for Role-based Teams
Given an administrator defines a weekly overtime limit of Y hours for role Z, When total hours for all team members with role Z exceed Y within a calendar week, Then the system sends a team-level alert to administrators; And logs the triggering event in audit history.
Monthly Overtime Threshold Persistence Across Profiles
Given an administrator configures both daily and weekly thresholds in a user profile, When the administrator updates the profile settings, Then the new thresholds are saved and applied to subsequent hours calculations without requiring reselection on each login.
Dynamic Application of Thresholds During Real-time Hours Calculation
Given an employee logs a shift in real time, When the cumulative hours reach any configured threshold (daily, weekly, or monthly), Then the system immediately recalculates and applies the threshold parameters and updates the dashboard display without manual refresh.
Threshold Boundaries Validation Against Labor Regulations
Given an administrator attempts to set thresholds outside legal limits (e.g., > 12 hours/day or > 60 hours/week), When the thresholds exceed predefined regulatory boundaries, Then the system rejects the configuration and displays an error message referencing the violated regulation.
Automated Alert Notifications
"As a salon owner, I want to receive an alert when my groomer nears overtime so that I can adjust schedules and avoid extra labor costs."
Description

Implement a notification engine that dispatches alerts via in-app notifications, email, and SMS when a staff member approaches or exceeds their configured overtime threshold. Include employee details, hours logged, threshold value, and recommended actions. Provide customizable rules for channel selection and alert urgency to ensure timely awareness of overtime risks.

Acceptance Criteria
Approaching Overtime Threshold Notification
Given a staff member accumulates 7.5 working hours in a day when their daily overtime threshold is set at 8 hours, when the hours logged reach 7.5, then the system sends an in-app notification, email, and SMS alert including employee name, hours logged (7.5), threshold value (8), and recommended action.
Exceeded Overtime Threshold Alert
Given a staff member exceeds their weekly overtime threshold of 40 hours, when total logged hours reach 40.1, then the system dispatches alerts via selected channels containing employee details, total logged hours, threshold value, and recommended actions, within 2 minutes of threshold exceedance.
Custom Channel Rule Enforcement
Given an administrator configures alerts to be sent only via email for senior staff and via SMS for junior staff, when a senior staff's hours approach 35 of 40, then only an email alert is sent, and when a junior staff's hours approach 35 of 40, then only an SMS alert is sent.
Alert Urgency Level Adjustment
Given overtime hours reach 90% of threshold, urgency is set to 'Warning', and beyond 100% to 'Critical', when hours reach 36 of 40, then a 'Warning' notification is sent; when hours exceed 40, then a 'Critical' notification style is applied across all channels.
Recommendation Action Included in Alert
Given an alert is generated for approaching overtime, when the system sends notifications, then each alert message must include at least one recommended action such as 'Reassign pending shifts' or 'Extend shift with approval', and confirm all text fields are populated correctly.
Shift Rebalancing Suggestions
"As a scheduler, I want to get suggestions on reassigning shifts so that I can balance workloads and keep everyone within normal hours."
Description

Provide an AI-driven recommendation tool that analyzes upcoming schedules and suggests optimal shift swaps or reallocations to prevent overtime. Evaluate staff availability, qualifications, and preferences, and allow users to preview, accept, or modify suggestions directly within the scheduler for streamlined rebalancing.

Acceptance Criteria
Overtime Threshold Approached Suggestion
Given a staff member’s scheduled hours are within 30 minutes of the overtime threshold, when the scheduler loads, then the system generates at least one shift swap or reallocation suggestion that ensures no staff member exceeds their overtime limit.
Shift Swap Preview Functionality
Given a generated shift rebalancing suggestion, when the user selects the 'Preview' option, then the UI displays a detailed comparison of current and proposed schedules, including updated hour totals and the ability to accept or modify the suggestion.
Qualification-Compliant Recommendation
Given staff have defined qualifications, when generating rebalancing suggestions, then the system only proposes swaps or reallocations that match required qualifications for each shift, and excludes any recommendation that would assign unqualified staff.
Preference-Aware Rebalancing
Given staff preferences are recorded in the system, when generating recommendations, then the system ranks suggestions by preference compliance and presents the top-ranked suggestions first, with clear indicators of any deviations from preferences.
Schedule Update and Overtime Clearance
Given the user accepts a shift rebalancing suggestion, when confirming the suggestion, then the system applies the changes to the schedule, updates staff hour totals, and clears any prior overtime alerts if no thresholds are now exceeded.
Overtime Reporting Dashboard
"As a business owner, I want a report showing overtime statistics so that I can analyze labor costs and adjust policies."
Description

Develop a reporting dashboard that aggregates overtime data across staff, teams, and time periods, presenting visual charts, tables, and exportable CSVs. Include filters for date range, location, and employee group to empower data-driven decision-making, cost analysis, and compliance audits.

Acceptance Criteria
View Overtime Summary for Date Range
Given an administrator selects a start and end date on the Overtime Reporting Dashboard, when the system processes the request, then the dashboard shall display a bar chart and table showing the total overtime hours per day within that range, and the sum of all overtime hours must match the data stored in the backend.
Filter Overtime by Location
Given a manager chooses a specific location filter, when the dashboard refreshes, then only overtime records for staff at that location shall appear in the charts, tables, and CSV export, and the total must update accordingly.
Filter Overtime by Employee Group
Given a user selects one or more employee groups (e.g., groomers, walkers), when the filter is applied, then the dashboard shall display overtime metrics solely for those groups across the selected date range and location.
Export Overtime Data to CSV
Given any combination of date range, location, and employee group filters applied, when the user clicks the ‘Export CSV’ button, then a CSV file shall download containing columns for employee name, date, hours worked, overtime hours, location, and group, with rows matching the current filtered view.
Ensure Data Accuracy Across Time Periods
Given overlapping and back-to-back pay periods, when the dashboard aggregates overtime, then no overtime hours shall be double-counted or omitted, and the total per pay period in the dashboard matches the payroll report.

AvailabilitySync

Collect and sync individual availability preferences directly from your team’s mobile app. AvailabilitySync auto-matches open shifts with qualified staff, minimizes conflicts, and ensures that scheduling aligns with each employee’s work-life balance—boosting staff satisfaction and reducing no-shows.

Requirements

Availability Input Interface
"As a pet care staff member, I want to set and update my availability in the mobile app so that my manager can assign shifts that fit my schedule."
Description

Enable staff to input and update their availability directly within the mobile app through an intuitive calendar interface. This feature will allow employees to select available time slots, specify preferred workdays, and set recurring availability patterns. The system must validate entries, handle time zone differences, and store preferences in a central database, making availability data accessible in real time for the scheduling engine.

Acceptance Criteria
Single Availability Entry
Given the employee is on the availability calendar When they select a specific date and time slot Then the slot is highlighted, saved to the central database, and visible in the scheduling engine within 5 seconds
Recurring Availability Pattern Creation
Given the employee chooses to set a recurring availability pattern When they select start date, recurrence frequency, and end date Then the system applies the pattern correctly to all specified dates and displays them in the calendar without errors
Time Zone Difference Handling
Given the employee is in a different time zone When they input availability Then the system automatically converts and stores the availability in UTC and displays it correctly in their local time
Overlapping Availability Slot Prevention
Given the employee has existing availability When they attempt to add an overlapping slot Then the system blocks the entry, displays an error message explaining the conflict, and prevents saving until resolved
Real-time Availability Sync
Given the employee updates their availability on the mobile app When the change is saved Then the availability data is updated in the central database and reflected in the scheduling engine UI within 3 seconds
Calendar Sync Engine
"As a scheduler, I want the availability I see in the calendar to reflect the latest staff preferences so that I can avoid assigning unavailable slots."
Description

Develop a backend service that synchronizes staff availability with the central scheduling calendar. This engine will pull updated availability data at defined intervals or upon change events, reconcile it with existing shift data, and update the master calendar. It must ensure consistency, prevent race conditions, and provide APIs for real-time access by the scheduling module.

Acceptance Criteria
Initial Availability Pull on Service Startup
Given the Calendar Sync Engine initializes When the service starts Then it retrieves all staff availability records from the data source And populates the master calendar with matching entries for each staff member And the total number of entries equals the source dataset
Real-Time Update on Availability Change Event
Given a staff member updates their availability via the mobile app When the availability change event is emitted to the sync engine Then the engine updates the corresponding calendar entry within 5 seconds And logs a timestamped confirmation of the update
Conflict Detection with Existing Shifts
Given a new availability entry conflicts with an already scheduled shift When the engine reconciles the availability data Then it flags the conflict And prevents overwriting the existing shift And generates an accessible conflict report detailing staff ID, shift time, and conflicting availability
Concurrent Updates Handling under High Load
Given multiple availability updates occur simultaneously for different staff members When the sync engine processes these concurrent events Then no race conditions occur And the final master calendar state accurately reflects all updates without data loss
API Response for Current Staff Availability
Given the scheduling module requests current availability via the real-time API When a valid authenticated request is received Then the engine responds within 200ms And returns a JSON payload containing staff ID, available time slots, and last updated timestamp for each staff member
Conflict Detection Module
"As a scheduler, I want to be alerted to any conflicts between availability and existing shifts so that I can resolve scheduling issues proactively."
Description

Implement a system to detect conflicts between staff availability, already assigned shifts, and business rules (e.g., maximum hours per day, mandatory breaks). The module should flag conflicts during scheduling, provide detailed conflict reasons, and suggest alternative slots. It must integrate with both the availability database and shift records, offering real-time feedback during the assignment process.

Acceptance Criteria
Overlap Detection During Shift Assignment
Given a scheduler assigns a shift to an employee, when the new shift’s time overlaps with an existing assigned shift, then the system must flag a conflict, display both conflicting shift IDs and times, and prevent finalizing the assignment.
Maximum Daily Hours Enforcement
Given an employee’s total assigned hours for the day, when a new shift would cause the total to exceed the configured maximum daily hours, then the system must flag a conflict with reason “exceeds daily hours limit” and block assignment of the new shift.
Mandatory Break Compliance Check
Given multiple consecutive shifts assigned to an employee without a break, when the cumulative working time exceeds the mandatory break threshold, then the system must flag a conflict and suggest an appropriate break slot between shifts.
Availability Preference Verification
Given an employee’s availability preferences from the mobile app, when a shift is scheduled outside these available windows, then the system must flag a conflict citing “outside availability” and prevent assignment unless overridden by an administrator.
Alternative Slot Recommendation
Given a detected scheduling conflict for any rule, when the system flags the conflict, then it must generate and display at least three alternative shift slots for the same employee that satisfy all availability, hours, and break constraints, ordered by proximity to the originally requested time.
Auto-Match Shift Assignment
"As a scheduler, I want the system to suggest the best-qualified available staff for each open shift so that I can fill shifts quickly and fairly."
Description

Create an automated matching algorithm that assigns open shifts to qualified staff based on their availability preferences, certifications, and workload balance. The algorithm should rank candidates by match score, consider business constraints, and allow manual override. It will generate a list of recommended staff for each shift, streamlining the assignment process and ensuring optimal resource distribution.

Acceptance Criteria
Single Shift Auto-Match
Given an open shift and three qualified staff with distinct availability preferences, certifications, and workloads; When the Auto-Match algorithm runs; Then the staff member with the highest combined match score is assigned to the shift.
Certification Requirement Matching
Given an open shift requiring a specific certification and multiple available staff; When the Auto-Match algorithm runs; Then only staff possessing the required certification are recommended and assigned.
Workload Balance Enforcement
Given multiple open shifts and staff with uneven current workloads; When the Auto-Match algorithm processes assignments; Then it distributes shifts so that total weekly hours per staff member remain within a 10% variance of each other.
Business Constraints Compliance
Given open shifts during restricted business hours and staff with unavailable time slots marked; When the Auto-Match algorithm evaluates assignments; Then it does not assign shifts to staff during their marked unavailable periods.
Manual Override Handling
Given a system-recommended staff assignment for a shift; When an administrator manually selects a different staff member; Then the system updates the assignment accordingly and logs the override action.
Schedule Change Notifications
"As a staff member, I want to receive real-time notifications about my schedule changes so that I can stay informed and avoid missing shifts."
Description

Build a notification service that alerts staff of new shift assignments, modifications, or cancellations via push notifications, email, or SMS. Notifications must include shift details, location, and any special instructions. The service must respect user notification preferences, support retry logic for undelivered messages, and log delivery statuses for auditing.

Acceptance Criteria
New Shift Assignment Notification
Given a new shift assignment is created in the scheduling system When the assigned staff member has notifications enabled for the selected channel Then the system sends a notification within 60 seconds containing shift date, time, location, and any special instructions
Shift Modification Notification Delivery
Given an existing shift's details are modified When the updated shift is saved Then the system sends a notification reflecting the changes to the staff member via their preferred channels within 60 seconds
Notification Preference Compliance
Given staff members have configured their notification preferences When sending any shift-related notifications Then the system only sends messages through enabled channels and suppresses notifications for disabled channels
Retry Logic for Undelivered Messages
Given a notification attempt fails due to network or provider issues When delivery errors occur Then the system retries sending the message up to three times with exponential backoff intervals of 1, 2, and 4 minutes before marking the notification as failed
Delivery Status Logging
Given notifications are sent or retries are exhausted When a final delivery status is determined Then the system logs the status (delivered or failed), timestamp, channel, and relevant error codes in the audit log within 30 seconds

DemandForecast

Leverage historical data and upcoming appointment volumes to predict peak staffing needs. DemandForecast suggests optimal shift counts and skill mixes, enabling proactive scheduling that matches service demand, avoids understaffing, and maximizes revenue opportunities.

Requirements

Historical Data Consolidation
"As an operations manager, I want the system to automatically import and consolidate historical appointment and staffing data so that I can build reliable demand forecasts based on past patterns."
Description

Ingest and normalize past appointment, client, and staffing data from various sources into the DemandForecast system, ensuring data integrity, consistency in formatting, and secure storage. This foundational dataset enables accurate trend analysis by providing a comprehensive view of business patterns over time, supporting reliable demand forecasting and minimizing the risk of skewed predictions due to incomplete or inconsistent historical records.

Acceptance Criteria
Initial Data Import from CSV and Database
Given valid CSV and database credentials are provided When the ingestion process is triggered Then all past appointment, client, and staffing records from each source are loaded into the system without errors
Data Normalization and Formatting Check
Given imported records with varying date and time formats When the normalization routine runs Then all dates conform to ISO 8601 and all text fields match the standardized naming conventions
Duplicate Records Detection
Given potential duplicate entries across sources When deduplication logic is applied Then only unique records remain and duplicates are flagged for review
Secure Data Storage Verification
Given ingestion of sensitive client and staffing information When records are saved Then all data at rest is encrypted and access controls are enforced
Data Integrity Validation
Given the consolidated dataset When integrity checks are performed Then record counts match source totals and no incomplete or corrupted entries exist
Peak Demand Prediction Engine
"As a scheduler, I want the system to forecast peak service demand periods so that I can proactively allocate staffing to meet client needs without overstaffing."
Description

Develop and integrate a machine learning module that analyzes historical data alongside upcoming appointment volumes to predict hourly and daily demand peaks. The engine should accommodate customizable prediction horizons, account for seasonality and special events, and generate confidence intervals. It will produce actionable demand forecasts that inform optimal staffing levels, reducing understaffing risks and maximizing revenue opportunities.

Acceptance Criteria
Hourly Demand Prediction Accuracy
Given the module has processed at least 30 days of historical hourly appointment data When predicting demand for the next 24 hours Then the predicted hourly demand for each hour must be within a 15% error margin compared to actual observed demand in back-testing And predictions must be generated in under 2 seconds per forecast invocation
Daily Demand Peak Detection
Given the system receives upcoming appointment volumes for the next 7 days When generating daily peak demand forecasts Then the predicted peak hour per day must match within ±1 hour of the actual peak hour in test datasets for ≥80% of days And the daily peak demand value must not deviate by more than 10% from historical peak values
Seasonality and Trend Analysis
Given historical data spanning multiple months including seasonal variations When forecasting demand over a 30-day window Then the model must capture weekly and monthly seasonal patterns with RMSE ≤5 appointments And correctly identify upward or downward trends in ≥90% of validation cases
Special Event Forecasting
Given user inputs a special event date with expected 1.5× volume When forecasting demand for the week surrounding the event Then predicted demand on the event day must increase by at least 30% compared to baseline non-event days And the confidence interval upper bound must be ≥20% above the predicted mean for event day
Confidence Interval Generation
Given the prediction engine processes historical data When providing forecast output Then the system must attach 80% and 95% confidence intervals for each prediction And intervals must cover actual observed values in validation datasets in ≥80% and ≥95% of cases, respectively
Staffing Recommendation Interface
"As a business owner, I want to view recommended staffing levels and skill mixes for upcoming dates so that I can confidently create schedules that match demand."
Description

Create a dashboard within FetchFlow that visualizes demand forecasts and provides clear staffing recommendations, including suggested shift counts and skill mix. The interface should support filtering by date range, service type, and location, and offer what-if scenario analysis for manual adjustments. This empowers users to make informed scheduling decisions that align supply with forecasted demand.

Acceptance Criteria
Weekend Peak Demand Planning
Given the user selects a weekend date range, When the demand forecast dashboard loads, Then suggested shift counts for each day must align within ±1 of the calculated peak demand and display skill mix recommendations per forecasted service type.
Location-Specific Demand Filtering
Given multiple salon locations, When the user filters by a specific location, Then the dashboard must update to show staffing recommendations only for that location and its historical demand data within 5 seconds.
Service Type Scenario Analysis
Given the user selects a service type (e.g., grooming), When the forecast is generated, Then the recommended number of groomers and assistants must reflect at least 95% accuracy based on historical service duration and volume.
What-If Adjustment Interaction
Given the user modifies the suggested shift count manually, When adjustments are saved, Then the dashboard must recalculate total staffing costs and alert if the new configuration deviates by more than 10% from optimal cost forecasts.
Date Range Forecast Overview
Given the user selects a custom date range through the interface, When the date range is applied, Then the demand forecast graph and staffing table must update simultaneously without page reload and reflect data for each day in the range.
Real-time Data Sync
"As a scheduler, I want the forecast to update immediately when appointments are added or canceled so that my staffing recommendations are always based on current data."
Description

Implement a real-time synchronization mechanism that updates the prediction model whenever appointments are booked, modified, or canceled. By continuously feeding the engine with the latest data, the system maintains up-to-date demand forecasts and enables dynamic scheduling adjustments, ensuring staffing recommendations reflect current booking trends and last-minute changes.

Acceptance Criteria
New Appointment Booking Sync
Given a user books a new appointment via the scheduling interface, When the appointment booking is confirmed in the system, Then the real-time synchronization mechanism sends the new appointment data to the prediction model within 5 seconds, and the demand forecast is updated to include the new appointment.
Appointment Modification Sync
Given an existing appointment’s time or service details are modified, When the modification is saved, Then the synchronization mechanism updates the prediction model within 5 seconds to reflect the changes, and the forecast aligns with the modified appointment details.
Appointment Cancellation Sync
Given a scheduled appointment is canceled by a user or admin, When the cancellation is confirmed, Then the system removes the appointment data from the prediction model within 5 seconds, and the forecast adjusts to reflect the reduced appointment volume.
Bulk Appointment Update Sync
Given an admin performs bulk edits on multiple appointments (booking, modification, cancellation), When the bulk update operation completes, Then the system processes each change, synchronizes data in real time, and the prediction model reflects all changes within 10 seconds without data loss or duplication.
Offline Data Sync Recovery
Given the system loses network connectivity to the prediction service, When appointment data changes occur during the outage, Then the system queues updates locally and automatically synchronizes all queued changes in the correct order within 2 minutes after connectivity is restored, ensuring the prediction model is consistent.
Forecast Alert Notifications
"As a pet grooming business owner, I want to receive alerts when forecasted demand peaks exceed my staffing capacity so that I can take proactive measures to adjust."
Description

Design an alerting system that triggers notifications when predicted demand exceeds predefined thresholds or deviates significantly from typical patterns. Users can configure notification channels (email or in-app) and threshold settings. Alerts will include actionable suggestions, such as adding extra shifts or reassigning staff, enabling proactive measures to address potential understaffing or overstaffing scenarios.

Acceptance Criteria
Predefined Threshold Exceeded
Given a user has set a demand threshold, when the predicted demand for a service category exceeds this threshold, then the system must send an alert notification via the configured channel within 5 minutes.
Significant Historical Variance
Given the system forecasts demand that deviates by more than 20% from the same period in the previous week, when the variance is detected, then an alert with variance details and comparison metrics must be generated.
Custom Notification Channel Configuration
Given a user configures notification channel preferences, when thresholds are triggered, then alerts must be delivered through each selected channel (email and/or in-app) according to the user’s settings.
Actionable Shift Recommendation Included
Given an alert is triggered, when demand exceeds capacity, then the notification must include a recommended number of additional shifts and suggested staff skill mixes based on forecast data.
Threshold Adjustment Feedback Loop
Given a user receives an alert, when they adjust the threshold settings via the notification, then the system must update the threshold in the user’s profile and confirm the change via a follow-up notification.

SchedulePulse

Keep everyone in the loop with real-time notifications for new shifts, swaps, or cancellations via SMS, email, or in-app alerts. SchedulePulse tracks acknowledgments, sends reminders for unconfirmed changes, and ensures your team is always up-to-date—eliminating confusion and last-minute surprises.

Requirements

Real-time Notification Delivery
"As a pet groomer, I want to receive immediate notifications when my shifts change so that I can adjust my schedule promptly and avoid missed appointments."
Description

Implement a system that pushes notifications immediately upon new shifts, swaps, or cancellations. Notifications should be sent in real time via SMS, email, and in-app alerts to ensure all team members receive critical schedule updates without delay. This capability will minimize confusion, reduce last-minute surprises, and support timely responses.

Acceptance Criteria
Immediate SMS notification for new shift assignment
Given a new shift is assigned to a pet groomer, When the shift is added to the system, Then an SMS with shift date, time, location, and client details is sent to the groomer within 2 seconds.
Real-time email alert for shift cancellations
Given a scheduled shift is cancelled by an administrator, When the cancellation is registered, Then an email containing the shift ID, original date/time, and cancellation reason is sent to the assigned staff within 5 seconds.
In-app notification for shift swap requests
Given a staff member requests to swap a shift, When the request is submitted, Then an in-app alert appears in the recipient’s notification center within 1 second, displaying requester name, original shift details, and proposed swap shift.
Reminder for unacknowledged schedule changes
Given a notification is sent for a schedule change, When no acknowledgment is received within 10 minutes, Then a reminder notification is automatically sent via the same channel and retried up to 3 times at 10-minute intervals.
Consistent multi-channel notification delivery
Given a schedule update event occurs, When notifications are dispatched via SMS, email, and in-app, Then each channel receives the correct, identical message content and the system logs a delivery timestamp for each channel.
Delivery Failure Retry and Alert
"As an admin, I want the system to retry failed notifications or alert me if a team member cannot be reached so that no one misses critical updates."
Description

Ensure reliable delivery of notifications by detecting failed attempts and automatically retrying. If repeated failures occur, escalate the issue by switching to an alternate channel or notifying administrators. This requirement will help guarantee that critical schedule updates reach recipients even when primary channels fail.

Acceptance Criteria
Primary Channel Failure Detection
Given a notification send attempt fails due to a network or server error When the delivery API returns a failure response Then the system logs the failure event with timestamp and error code for that recipient
Automatic Retry Logic
Given a notification delivery failure is logged When within the configured retry window Then the system automatically retries delivery up to three times with exponential backoff intervals
Alternate Channel Escalation
Given all retry attempts via the primary channel have failed When the maximum retry count is reached Then the system switches to the configured alternate channel and attempts one additional delivery
Administrator Alerting
Given both primary and alternate channel deliveries fail When the alert threshold is exceeded Then the system generates an alert and notifies administrators via email and in-app notification within five minutes
Successful Delivery Tracking
Given a notification is delivered on any channel When the delivery confirmation is received Then the system updates the notification status to 'Delivered' and halts any further retry or escalation processes
Notification Acknowledgment Tracking
"As a team leader, I want to see who has confirmed the schedule update so that I can follow up with those who haven't responded and maintain accountability."
Description

Track when recipients acknowledge incoming schedule notifications. Maintain a real-time dashboard showing acknowledgment statuses, enabling managers to monitor who has confirmed updates. This feature will help identify unresponsive team members quickly and facilitate follow-ups to ensure full compliance.

Acceptance Criteria
Real-time Dashboard Update
Given a schedule change notification is sent When a recipient receives the notification Then the acknowledgment dashboard displays the user with status 'Pending' within 5 seconds
Employee Acknowledges Notification
Given an employee opens the notification When they click 'Acknowledge' Then the system records the acknowledgment timestamp and updates their status to 'Confirmed' on the dashboard
Automated Reminder for Unacknowledged Notifications
Given a notification remains unacknowledged for 30 minutes When the reminder threshold is reached Then the system sends an automated reminder to the recipient via their preferred channel
Filter Acknowledgment Status
Given the manager is viewing the dashboard When they apply a filter for 'Unconfirmed' notifications Then only entries with status 'Pending' are displayed
Error Handling for Undelivered Notifications
Given a notification fails to deliver When the delivery error occurs Then the system marks the notification as 'Undelivered' and alerts the manager on the dashboard
Reminder for Unconfirmed Changes
"As a pet walker, I want reminder alerts for unconfirmed shift changes so that I don’t miss any important updates to my schedule."
Description

Automatically send configurable reminders to users who have not acknowledged schedule changes within a set time frame. Reminders should continue at defined intervals until confirmation is received, ensuring everyone stays informed and reducing the risk of overlooked updates.

Acceptance Criteria
First Reminder Triggered After Unacknowledged Change
Given a schedule change notification is sent, When 24 hours pass without user acknowledgment, Then an SMS reminder is sent to the user to acknowledge the change.
Subsequent Reminders Sent at Configured Intervals
Given the first reminder was sent and the change remains unacknowledged, When the configured reminder interval elapses, Then send follow-up reminders until acknowledgment or maximum retries are reached.
Maximum Reminder Limit Enforcement
Given a maximum number of reminders is configured, When reminders reach this limit without acknowledgment, Then stop sending further reminders and log the incident for administrative review.
User Confirmation Stops Reminders
Given unconfirmed schedule changes exist, When the user acknowledges the change via SMS, email link, or in-app action, Then cease all pending reminders and update the schedule status to confirmed.
Customizable Reminder Content and Channel
Given users can configure reminder message content and delivery channels in settings, When these settings are updated, Then all future reminders use the updated content and channels accordingly.
Multi-channel Notification Support
"As a boarder manager, I want notifications delivered via my preferred channel so that I can receive schedule updates in the most convenient way for me."
Description

Support sending notifications across SMS, email, and in-app channels. Allow notifications to be sent simultaneously or based on fallback order if primary channels fail. This ensures maximum reach and flexibility in how users receive alerts.

Acceptance Criteria
Primary Channel Notification Success
Given a user has a preferred primary notification channel set When a schedule change is triggered Then the system sends the notification via the primary channel within 5 seconds and records a successful delivery status
Fallback to Secondary Channel on Primary Failure
Given the primary channel delivery fails with an error or timeout When the system detects the failure Then it attempts to send the notification via the next channel in the user’s fallback order within 5 seconds and logs both the failure and fallback success
Simultaneous Multi-Channel Dispatch
Given simultaneous dispatch is enabled for a user When a notification event occurs Then the system sends notification requests to SMS, email, and in-app channels in parallel within 1 second and captures delivery statuses for all channels
Notification Acknowledgment Tracking
Given a notification is delivered to any channel When the user acknowledges it (clicks a link or marks as read) Then the system updates the acknowledgment status in the dashboard within 2 seconds and stops any pending reminders
Retry Logic After All Channels Fail
Given all channels return delivery failures When retries are scheduled Then the system retries each channel up to 3 times with exponential backoff intervals (1 min, 5 min, 10 min) and marks the notification as failed and alerts the admin if all retries fail
User Preference Management
"As a provider, I want to customize which notifications I receive and through which channels so that I only get relevant alerts and avoid notification overload."
Description

Provide a settings interface for users to configure their notification preferences, including channel selection and event types. Users can enable or disable notifications per channel and choose which schedule events trigger alerts, tailoring the experience to their needs.

Acceptance Criteria
Selecting Notification Channels
Given the user is on the notification settings page When the user selects SMS and Email channels Then the system saves these selections and shows a success message
Configuring Event Types for Alerts
Given the user is on the notification settings page When the user selects 'New Shift', 'Shift Swap', and 'Cancellation' event types Then the system persists these event-type preferences and highlights them as enabled
Saving and Confirming Preference Updates
Given the user has modified any notification settings When the user clicks the 'Save' button Then the system persists all changes, displays a confirmation banner, and updates stored preferences
Disabling Specific Notification Channels
Given the user has an enabled notification channel When the user disables the channel toggle Then the system prevents further alerts via that channel and displays an update confirmation
Persisting Preferences Across Sessions
Given the user saved notification preferences in a previous session When the user logs in again Then the system displays the previously saved preferences accurately on the settings page

Product Ideas

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

Route Rover

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Idea

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PawPay Gateway

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Team Tails

Offer drag-and-drop staff scheduling with shift-swaps and automated overtime alerts, streamlining salon owner management.

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Press Coverage

Imagined press coverage for this groundbreaking product concept.

P

FetchFlow Empowers Independent Pet Care Professionals with All-in-One Management Platform

Imagined Press Article

SAN FRANCISCO, CA – 2025-07-02 – Independent pet groomers, walkers, and boarding hosts across the country today gain a powerful new ally in managing their businesses: FetchFlow, an all-in-one platform designed to streamline scheduling, billing, and client communications. As the pet services industry grows and diversifies, FetchFlow addresses the critical need for automation and organization, enabling providers to reduce missed appointments, cut down on administrative busywork, and focus on delivering the highest quality of care to pets and their owners. For many solo groomers, pack walkers, and boarding hosts, administrative tasks such as manual appointment reminders, invoicing, and availability management consume hours each week—time they would rather spend with furry clients. FetchFlow revolutionizes the way small-scale pet care professionals operate by centralizing all aspects of their workflow in a single, easy-to-use dashboard. Whether you’re a mobile groomer zipping between suburban driveways or a boutique salon owner managing a growing team, FetchFlow equips you with the tools to scale your business efficiently. “At FetchFlow, we believe that passionate pet care professionals shouldn’t have to sacrifice quality time with animals to handle paperwork,” said Emma Rodriguez, CEO and co-founder of FetchFlow. “Our mission is to remove the friction from every administrative task, so groomers, walkers, and boarders can spend more time doing what they love.” Core functionalities of FetchFlow include fully automated scheduling, integrated billing and payment links, and customizable reminders that adapt to client preferences. Users can create service packages, set up recurring appointments, and automate follow-ups. The platform’s intuitive calendar view makes it simple to adjust bookings on the fly, while automated SMS and email notifications reduce no-shows by up to 40%, according to early adopters. Groomers benefit from features such as PhotoFlow and ProgressPath, which automatically capture and organize before-and-after photos, tagging them by date and service type. ProgressPath charts each pet’s grooming milestones over time, allowing groomers to showcase transformations and promote premium packages. “PhotoFlow and ProgressPath have not only saved me hours of manual editing and invoicing, they’ve given me a professional gallery I can share on social media instantly,” noted Roaming Roxy, a mobile groomer based in Denver. For walkers and multi-stop services, FetchFlow integrates Traffic Tuner, WeatherWise, and Cluster Cruise. Traffic Tuner pulls live traffic data to reroute walkers around congestion, while WeatherWise monitors forecasts to prevent cancellations due to storms. Cluster Cruise groups nearby client stops into efficient clusters, cutting down mileage and maximizing the number of walks per day. Meanwhile, Arrival Beacon uses geofencing to send automatic “on my way” and “I’ve arrived” alerts to pet parents—no manual check-ins required. Boarding hosts can streamline check-in and check-out with Instant HealthCheck, which collects up-to-date veterinary information via QR code scans, reducing liability risks and speeding up onsite screenings. The Queue Manager visualizes incoming arrivals, estimated wait times, and facility capacity, preventing bottlenecks and improving client satisfaction. Stay Timeline logs each pet’s exact time in care, providing transparent billing data and clear insights for owners. “FetchFlow has transformed our small boarding facility,” said Claire Harper, owner of Cozy Kennels in Seattle. “Between automated health intake and real-time check-in alerts, our team now handles twice as many stays without sacrificing quality or customer service.” FetchFlow is available now on web and mobile platforms. Subscription plans start at $29 per month for solo providers, with tiered packages offering advanced reporting, multi-staff scheduling, and custom branding for growing salons. All plans include a 14-day free trial, with no credit card required to get started. About FetchFlow FetchFlow is a comprehensive management solution for independent pet care professionals, offering scheduling automation, billing integration, and client engagement tools. Founded in 2024, FetchFlow empowers groomers, walkers, and boarding hosts to scale their operations, reduce chaos, and enhance pet care experiences. Learn more at www.fetchflow.com. Press Contact: Laura Chen Director of Marketing, FetchFlow press@fetchflow.com (415) 555-0123

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FetchFlow Unveils AI-Powered Engagement Engine to Slash No-Shows and Strengthen Client Communication

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SAN FRANCISCO, CA – 2025-07-02 – FetchFlow, the leading management platform for independent pet care professionals, today announced the launch of its new Engagement Engine. Leveraging advanced AI analytics, this module is designed to optimize reminder schedules, personalize communication, and dramatically reduce missed appointments across grooming, walking, and boarding services. With the Engagement Engine, providers can expect a significant uptick in client responsiveness and retention, transforming how small pet care businesses interact with their clientele. Missed appointments and last-minute cancellations cost groomers, walkers, and boarding hosts thousands of dollars each year and erode customer trust. Traditional one-size-fits-all reminders often fail to account for individual client behaviors and preferences. FetchFlow’s Engagement Engine changes the game by analyzing open rates, click-through data, and response times to deliver messages when and how clients are most likely to act. “Effective communication is the backbone of a successful pet care business,” explained Dr. Vijay Patel, Chief Product Officer at FetchFlow. “Our Engagement Engine learns from each client interaction, adjusting timing, frequency, and channel—whether SMS, email, or in-app push—to ensure reminders land at the optimal moment.” At the core of the Engagement Engine is BehaviorSync, which tailors initial reminder schedules based on each client’s past response patterns. Clients who typically confirm via text early in the week receive earlier SMS nudges, while those who prefer email might receive follow-up alerts later in the day. SmartSnooze automatically reschedules unacknowledged reminders to alternative times backed by AI-driven insights, ensuring no message goes unnoticed. Additionally, Pulse Scheduler adapts reminder frequency dynamically, decreasing message overload while maintaining appointment visibility. To support nuanced client needs, the Engagement Engine includes CustomTrigger—a feature that empowers providers to set personalized alert conditions. Whether it’s a vaccine booster due date for a boarding guest or a grooming milestone for a long-haired breed, CustomTrigger automates targeted outreach that enhances the client experience and elevates service quality. Early adopters have already reported impressive results. “Since integrating the Engagement Engine, our no-show rate has dropped by 50%,” said Dana Lee, owner of Paws & Relax Grooming in Austin, TX. “Clients appreciate the timely, relevant reminders, and our team spends less time chasing confirmations and more time caring for pets.” The new module also incorporates MoodMetrics, which factors in real-time pet stress and activity data—via wearable integrations—to trigger wellness check reminders. This proactive approach helps pet care professionals anticipate client needs and address potential cancellations before they occur. FetchFlow’s Engagement Engine is available immediately to all subscribers on the Growth or Premium tiers. Existing users can enable the module through their account dashboard, while new customers can begin a free 14-day trial to experience the benefits firsthand. About FetchFlow FetchFlow is a comprehensive management platform tailored to the needs of independent pet care professionals. By automating scheduling, billing, and client communication, FetchFlow frees providers to focus on pet wellbeing and business growth. Founded in 2024 and trusted by thousands of groomers, walkers, and boarding hosts, FetchFlow continues to innovate with AI-driven solutions. Press Contact: Laura Chen Director of Marketing, FetchFlow press@fetchflow.com (415) 555-0123

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FetchFlow Introduces Advanced Routing Suite for Pet Walkers to Optimize Efficiency and Sustainability

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SAN FRANCISCO, CA – 2025-07-02 – FetchFlow, the all-in-one management platform for pet care providers, today announced the launch of its Advanced Routing Suite, a collection of intelligent tools designed to help dog walkers optimize their routes, reduce travel time, and minimize carbon footprints. As more independent and small-business walkers seek to increase capacity while maintaining reliability, the Advanced Routing Suite offers cutting-edge solutions to ease logistical challenges and support sustainable operations. Pet walking services often require juggling multiple client locations, unpredictable traffic conditions, and sudden weather changes. Traditional manual route planning can lead to overlapping paths, increased fuel costs, and wasted hours on the road. FetchFlow’s Advanced Routing Suite tackles these pain points head-on, leveraging real-time data and AI algorithms to deliver the most efficient and eco-friendly routes. The suite includes Traffic Tuner, which integrates live traffic and road condition feeds to dynamically reroute walkers around congestion and accidents. By automatically adjusting schedules in real time, Traffic Tuner helps walkers stay on deadline and boosts daily capacity by up to 15%. WeatherWise monitors local forecasts and hazardous conditions—such as rainstorms or heat advisories—to proactively reschedule or reroute walks, ensuring both pet and walker safety while reducing cancellations. Cluster Cruise is FetchFlow’s geographic clustering feature that intelligently groups nearby client stops into compact clusters. This reduces back-and-forth travel, cutting mileage and commute times. Walkers can confidently fit more sessions into each outing, maximizing revenue potential without adopting burdensome logistics processes. To align with growing environmental concerns, the suite also incorporates EcoRoute. This feature prioritizes routes that minimize fuel consumption and carbon emissions by analyzing distance, stop sequence, and vehicle type. EcoRoute empowers pet care professionals to demonstrate their commitment to sustainability—a differentiator that resonates with eco-conscious clients and strengthens brand reputation. “The Advanced Routing Suite is a game-changer for my team,” said Marco Hernandez, founder of Urban Paws Walkers in Chicago. “I’ve reduced average travel time by 20% and received positive feedback from clients who appreciate our eco-friendly approach. It’s a win-win for business and the planet.” WalkVault, another component of the suite, records detailed GPS tracks, travel times, and distances for every route. Users gain access to analytics dashboards that identify recurring delays, compare route efficiency, and support continuous improvement. These insights enable data-driven decisions, helping walkers fine-tune their daily schedules and set realistic service targets. FetchFlow’s Advanced Routing Suite is included in all subscription plans at no additional cost, ensuring that solo operators and multi-staff teams alike can benefit from smarter logistics. The features are accessible via the platform’s mobile app, offering turn-by-turn navigation and instant route updates. About FetchFlow FetchFlow is a unified management solution for independent pet groomers, walkers, and boarders. By automating scheduling, billing, routing, and client communication, FetchFlow helps providers reduce chaos, boost revenue, and deliver exceptional pet care experiences. Since its founding in 2024, FetchFlow has supported thousands of small businesses in scaling operations efficiently. Press Contact: Laura Chen Director of Marketing, FetchFlow press@fetchflow.com (415) 555-0123

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