Lease Management SaaS

LeaseSpark

Lease Chaos Gone, Keys Delivered Faster

LeaseSpark streamlines digital lease creation and secure e-signatures for independent landlords and small property managers drowning in paperwork. Its real-time dashboard tracks every signature and deadline, slashes administrative errors, and accelerates tenant onboarding—so landlords spend less time chasing documents and more time managing properties with confidence and ease.

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LeaseSpark

Product Details

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

Vision & Mission

Vision
Empowering every independent landlord to manage leases effortlessly and confidently through seamless, digital-first experiences that elevate property management.
Long Term Goal
By 2028, empower 10,000 independent landlords to cut lease turnaround times by 60% and ensure 100% on-time renewals, setting a new standard for efficient property management.
Impact
Cuts lease processing time for independent landlords by 60%, reduces signature follow-up tasks by 70%, and decreases administrative errors by 40%, enabling faster tenant onboarding and ensuring 100% of lease renewals and signatures are completed on time.

Problem & Solution

Problem Statement
Independent landlords and small property managers waste hours chasing signatures and organizing lease paperwork because existing software is expensive, complex, or generic, resulting in missed deadlines, administrative errors, and delayed tenant move-ins.
Solution Overview
LeaseSpark auto-generates digital leases and tracks e-signatures in real time on a single dashboard, eliminating paperwork chaos and signature-chasing. Landlords get instant alerts for pending approvals, ensuring every lease moves forward smoothly without missed deadlines or late-night follow-ups.

Details & Audience

Description
LeaseSpark streamlines lease creation and e-signatures for independent landlords and small property managers, eliminating paperwork chaos and late-night signature hunts. It slashes processing time and administrative errors, so you can onboard tenants faster and never miss renewal dates. Real-time signature analytics provide instant tracking and alerts, making follow-ups effortless and lease management reliably organized.
Target Audience
Independent landlords and small property managers (30-55) overwhelmed by manual leases, valuing simple, fast digital workflows.
Inspiration
One night, watching my friend juggle stacks of lease papers at her kitchen table—texting tenants for missing signatures and scrolling frantically through email threads—I realized existing tools didn't fit her daily reality. That exhaustion and chaos made it clear: independent landlords needed a simple way to create, sign, and track leases digitally, all in one organized place. That’s where LeaseSpark began.

User Personas

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

C

Cautious Clare

- Age 42, suburban homeowner - Bachelor’s in Business Administration - Independent landlord managing 4 units - $85K annual income - Midwest US resident

Background

After inheriting a duplex from her parents, Clare learned the hard way when a missed clause triggered tenant disputes. She attended local landlord workshops and gradually embraced basic digital tools, seeking control and transparency in lease management.

Needs & Pain Points

Needs

1. Clear, fail-safe lease creation steps 2. Detailed audit trails for every action 3. Automated risk alerts before deadlines

Pain Points

1. Overlooked clauses causing legal disputes 2. Fear of digital errors undermining confidence 3. Constantly chasing manual document revisions

Psychographics

- Relentlessly detail-oriented, audits every document - Risk-averse, demands error-proof processes - Prefers step-by-step, guided workflows - Values trustworthiness over flashy features

Channels

1. LinkedIn Learning: professional tutorials 2. Local landlord forums: moderated discussions 3. Email newsletters: regulatory updates 4. YouTube: step-by-step video guides 5. In-person workshops: hands-on training

D

Deadline Dylan

- Age 28, urban resident - Property management coordinator - Manages 15 city rental units - Associate degree in Hospitality - $55K annual income

Background

Starting as a leasing agent, Dylan developed a reputation for quick turnarounds but struggled juggling paper trails. He now hunts tools that deliver instant e-signatures to hit tight deadlines.

Needs & Pain Points

Needs

1. Immediate e-signature confirmations 2. Bulk lease dispatch and tracking 3. Real-time deadline alerts

Pain Points

1. Last-minute signature delays causing late move-ins 2. Manual tracking leading to missed deadlines 3. Tenant no-shows due to unclear timelines

Psychographics

- Thrives under pressure, loves quick wins - Tech-embracing, seeks instant feedback loops - Values speed over exhaustive checks - Driven by meeting tight deadlines

Channels

1. Slack: real-time team updates 2. SMS notifications: urgent alerts 3. Google Calendar: deadline reminders 4. Instagram: tenant outreach 5. Google Workspace: document collaboration

C

Community Connie

- Age 37, live-in landlord - Manages 8-unit residential building - BA in Sociology - $70K annual income - Portland, OR resident

Background

Connie grew up in a co-op housing community, valuing neighborly bonds. She now prioritizes open dialogue and clear lease terms to maintain harmony among tenants.

Needs & Pain Points

Needs

1. Customizable, tenant-friendly lease templates 2. Integrated messaging with document workflows 3. Transparent tracking of lease changes

Pain Points

1. Miscommunications causing tenant disputes 2. Rigid, impersonal standard lease forms 3. Manual follow-ups eroding personal touch

Psychographics

- People-centric, fosters community bonds - Transparently shares information, builds trust - Prioritizes tenant feedback loops - Seeks harmonious living environments

Channels

1. Facebook Groups: community discussions 2. Email: personalized tenant updates 3. WhatsApp: instant group chats 4. Community portals: message boards 5. Local meetups: in-person events

A

Analytical Aiden

- Age 45, CFO background - Real estate investor, 30 units - MBA in Finance - $200K+ annual income - Miami, FL resident

Background

Aiden transitioned from corporate finance to real estate investing, applying data analytics to property management. He demands precise metrics and ROI tracking in every leasing tool.

Needs & Pain Points

Needs

1. Comprehensive lease performance analytics 2. Customizable financial reporting dashboards 3. Integration with accounting software

Pain Points

1. Lack of real-time financial insights 2. Tedious manual data exports 3. Fragmented reporting across platforms

Psychographics

- Data-driven, prioritizes measurable outcomes - ROI-focused, tracks every dollar - Analytical, seeks performance insights - Tech-savvy, loves dashboards

Channels

1. Tableau: performance dashboards 2. Xero: accounting integration 3. LinkedIn: professional insights 4. Email: financial summaries 5. Webinars: analytics tutorials

B

Broker Ben

- Age 32, metropolitan - Licensed real estate broker - BS in Marketing - $95K commission-based income - Chicago, IL resident

Background

Ben started as leasing agent, then earned his broker license to serve diverse clients. He prioritizes tools that streamline paperwork across various property types.

Needs & Pain Points

Needs

1. Multi-client document segregation 2. Quick contract customization 3. Centralized client communication hub

Pain Points

1. Client confusion over paperwork versions 2. Slow template customization 3. Dispersed tenant communications

Psychographics

- Service-oriented, values client satisfaction - Deadline-driven, juggles competing priorities - Tech-pragmatic, uses proven solutions - Network-driven, seeks referrals

Channels

1. Zillow Premier: property listings 2. DocuSign: client e-signatures 3. WhatsApp Business: client chats 4. Gmail: formal communications 5. Broker forums: peer advice

Product Features

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

ClauseCompass

AI-driven recommendations guide landlords to the most relevant clauses based on property type, jurisdiction, and lease purpose—ensuring each template is tailored, compliant, and optimized for specific needs.

Requirements

Clause Suggestion Engine
"As a landlord, I want the system to suggest the most relevant lease clauses based on my property details so that I can quickly assemble a compliant and tailored lease without manual research."
Description

Develop an AI-driven engine that analyzes property type, jurisdiction, and lease purpose to recommend the most relevant lease clauses. This engine should integrate seamlessly with the lease template builder, pulling from a centralized clause repository and applying machine learning models to score and rank clauses by relevance and compliance. The outcome will streamline clause selection, reduce manual research, and ensure each lease is customized for legal soundness and property-specific needs.

Acceptance Criteria
Residential Lease Clause Recommendation
Given a Single Family Home in California for long-term residential lease, When the user requests clause suggestions, Then the engine returns the top 5 clauses ranked by relevance with each score >= 0.8 within 2 seconds
Commercial Lease Clause Recommendation
Given a Commercial Space in Texas for retail leasing, When the clause suggestions are generated, Then at least 8 clauses relevant to commercial retail are displayed, each verified for compliance with Texas regulations
Real-Time Clause Update Based on User Feedback
Given the user flags a suggested clause as irrelevant, When the user deselects it, Then the engine updates recommendations within 2 seconds, excluding the flagged clause and recalculating relevance scores
Compliance Score Threshold Validation
Given selected clauses, When the engine computes the overall compliance score, Then it displays a score >= 90% or issues a warning indicating non-compliance if below threshold
Clause Repository Integration Test
Given the clause suggestion engine is initialized, When querying the centralized clause repository, Then the engine retrieves at least 20 clauses within 1 second for the scoring process
Jurisdictional Rule Integration
"As a property manager, I want the system to automatically enforce local and state regulations in the recommended clauses so that my lease agreements remain compliant and legally valid."
Description

Implement a module that maps local, state, and federal regulations to individual lease clauses, ensuring that recommendations conform to the legal requirements of the lease’s jurisdiction. This integration should include an updatable rule database, automated validation checks, and alerts for regulatory changes. The feature will minimize compliance risks and provide landlords with confidence that their leases adhere to current laws.

Acceptance Criteria
Updating the Jurisdictional Rule Database
Given a new regulation is received, when it is uploaded to the system, then the database accepts and lists it in the rule set within 5 seconds and without errors.
Validating Lease Clause Against Local Regulations
Given a lease clause is selected, when a jurisdiction is specified, then the system automatically validates the clause against all applicable local regulations and flags any non-compliant items with error codes within 3 seconds.
Receiving Alerts on Regulation Changes
Given a change in a regulation is detected by the rules provider, when the update is applied to the rule database, then all affected landlords receive both an in-app notification and an email alert within 1 hour.
Mapping Federal Regulations to Lease Clauses
Given a landlord drafts a new lease requiring federal-level clauses, when the federal jurisdiction is selected, then the system recommends at least three relevant federal regulations-aligned clauses from the database.
Ensuring Rule Consistency Across State Lines
Given a lease covers multiple states, when each state is selected, then the system ensures no conflicting clauses are recommended and all state-specific requirements are met for each jurisdiction.
Generating Compliance Report for Landlord
Given a landlord requests a compliance report, when the generate report button is clicked, then the system outputs a downloadable PDF summarizing rule coverage and compliance status for every clause in the lease.
Contextual Clause Customization
"As an independent landlord, I want to tailor clause parameters like rent and term length within the recommended clauses so that the lease reflects my unique property policies."
Description

Enable landlords to customize recommended clauses through contextual parameter inputs (e.g., rent amount, term length, pet policies). The system should auto-fill variable fields and adjust surrounding text to maintain legal coherence. This functionality will provide a balance between AI-driven recommendations and landlord-specific customizations, enhancing flexibility without sacrificing compliance.

Acceptance Criteria
Variable Field Input for Rent and Term
Given the landlord is customizing a recommended rent clause When they input a rent amount of $1500 and a term length of 12 months into the contextual parameter fields Then the clause's variable placeholders are auto-filled with $1500 and 12 months, and surrounding text updates to read 'Tenant agrees to pay a monthly rent of $1500 for a lease term of 12 months.'
Pet Policy Clause Customization
Given a recommended pet policy clause is displayed When the landlord selects 'Allows up to two pets' and specifies 'no exotic animals' Then the clause updates to include both parameters and maintains grammatical and legal consistency.
Legal Coherence Validation After Customization
Given the clause text has been customized with multiple parameters When the system processes the customization Then it runs an internal coherence check and flags no grammatical or legal inconsistencies, returning a 'Coherence Verified' status.
Recommending Next Steps Post-Customization
Given a clause has been customized and verified When the landlord completes customization Then the UI suggests saving the clause template or adding additional clauses, with buttons for 'Save Customized Clause' and 'Add Next Clause'.
Persisting Customized Clauses Across Sessions
Given a landlord has saved a customized clause When they log out and later log back in Then the customized clause appears in their saved templates with all parameter values intact.
Recommendation Accuracy Feedback Loop
"As a landlord, I want to rate and comment on suggested clauses so that the system learns my preferences and improves future recommendations."
Description

Create a feedback mechanism allowing users to rate the relevance and accuracy of each suggested clause. The system should capture ratings and comments, retrain the AI models periodically, and refine future recommendations based on user input. This continuous improvement loop will increase suggestion quality over time and adapt to evolving landlord preferences.

Acceptance Criteria
Clause Relevance Rating Submission
Given a recommended clause displayed during lease creation, when a user selects a relevance rating between 1 and 5 and optionally enters comments, then the system records the rating and comment and displays a confirmation message.
Feedback Data Persistence Verification
Given submitted ratings and comments, when the user refreshes or returns later, then previously submitted feedback is persistently stored and displayed in the feedback history.
AI Model Retraining Trigger
Given that new feedback data reaches a volume threshold of 1000 entries or a time interval of seven days passes, when either condition is met, then the system automatically initiates the AI retraining process.
Retraining Data Inclusion Confirmation
Given the AI retraining process has completed, when the next set of clause recommendations is generated for a user, then the system reflects changes informed by the latest feedback data, verified by a comparison test showing a shift in suggestion relevance metrics.
User Interface Feedback Accessibility
Given a user is drafting a lease, when they access the clause recommendation panel, then the feedback rating control (star selector and comment box) is clearly visible, enabled, and usable on desktop and mobile screens.
Real-Time Template Preview
"As a small property manager, I want to see a live preview of my lease document as I choose and customize clauses so that I can verify its accuracy and formatting before finalizing."
Description

Provide an interactive preview pane that updates in real time as landlords select or modify clauses. The preview should display the assembled lease document with applied formatting, variable fields filled, and compliance notes highlighted. This feature will allow users to validate the final lease appearance and content instantly, reducing revision iterations.

Acceptance Criteria
Clause Selection Updates Preview Instantly
Given the landlord selects or deselects a clause, when the change is made, then the preview pane updates within 500ms to reflect the inclusion or removal of that clause.
Variable Field Population Reflects User Inputs
Given the landlord enters or modifies variable field values, when the input is confirmed, then the preview displays the updated values correctly in all designated fields.
Compliance Notes Highlighting
Given the previewed document contains jurisdiction-specific compliance notes, when they are included, then those notes are visually distinguished with highlight formatting and accompanied by a tooltip explaining each note’s relevance.
Formatting Consistency in Preview
Given default and custom formatting rules are applied, when clauses and variables render in the preview, then headings, fonts, spacing, and indentation match the published style guide exactly.
Performance Under High Clause Volume
Given a template with more than 50 clauses selected, when rendering the preview, then the complete document appears without errors and within 1 second.

ComplianceWatch

Automated monitoring of local and national regulations updates the clause library in real time, flagging outdated provisions and prompting replacements to maintain foolproof legal coverage.

Requirements

Regulatory Data Ingestion
"As a compliance manager, I want the system to automatically gather and standardize regulations from various jurisdictions so that I can trust the clause library reflects current legal requirements without manual research."
Description

Implement connectors and parsers to automatically collect and normalize local and national regulatory texts from authorized government and legal databases. Ensure data integrity, support multiple jurisdictional sources, and handle format variations. Integrate with the existing clause library backend to enable seamless ingestion and updates without manual intervention.

Acceptance Criteria
National Regulation Feed Ingestion
Given a new regulation is available in the national regulatory database When the ingestion connector executes Then the regulation text and metadata are fetched and stored in the clause library backend within 5 minutes without manual intervention
Multi-Format Local Regulation Parsing
Given a local regulation document is in PDF or XML format When the parsing service processes the document Then all regulatory sections are correctly extracted, normalized to the JSON schema, and stored in the clause library
Regulatory Data Integrity Verification
Given a batch of ingested regulations When the integrity validation runs Then each record has valid checksums, all mandatory fields are populated, and duplicates are flagged or removed
Fallback Mechanism on Connector Failure
Given the primary connector fails to fetch data When ingestion retry logic is triggered Then the system attempts the secondary connector, raises an alert if both fail, and logs detailed error information
Automated Clause Library Synchronization
Given new regulatory records in the clause library backend When the synchronization job runs Then the clause library UI reflects all new and updated clauses and marks any outdated clauses with expiration dates
Dynamic Clause Library Updates
"As a property manager, I want the clause library to update automatically when regulations change so that my lease templates remain legally compliant without extra effort."
Description

Enable the clause library to refresh in real time by applying regulatory changes to affected clauses. Establish change-tracking mechanisms to identify impacted provisions, update clause metadata, and synchronize with templates. Provide roll-back capability and validation checks to ensure legal accuracy and system stability.

Acceptance Criteria
Detect and Ingest Regulatory Updates
Given the system is connected to regulatory feeds When a new regulation affecting lease clauses is published Then the system detects and ingests the update within 5 minutes and logs the event
Identify and Flag Impacted Clauses
Given a regulatory update has been ingested When the system scans clause metadata Then all clauses impacted by the update are flagged and listed in the change log
Refresh Clause Metadata
Given impacted clauses have been flagged When the metadata update job runs Then clause metadata fields (version, effective date) are updated and clauses are marked as reviewed
Synchronize Updated Clauses with Templates
Given clause metadata has been refreshed When a template containing an impacted clause is accessed Then the system replaces the outdated clause with the updated version and notifies the admin with a summary report
Rollback Mechanism Activation
Given an update is found to be incorrect When the admin triggers a rollback Then the system reverts affected clauses to the previous stable version and records the rollback details in the audit log
Outdated Clause Detection
"As a landlord, I want the system to identify outdated clauses in my active templates so that I can address compliance gaps before presenting leases to tenants."
Description

Develop an algorithm to compare existing clauses against the latest regulatory dataset, flagging provisions that no longer meet current legal standards. Highlight severity levels, jurisdiction mismatches, and compliance risks. Integrate with the dashboard to surface these flags and link them to affected lease templates.

Acceptance Criteria
Comparison of Existing Clauses to Latest Regulations
Given an existing lease template containing clauses last updated on or before the previous regulatory cycle When the Outdated Clause Detection algorithm executes Then any clause that does not match the latest regulatory dataset is flagged as outdated and the user is presented with the clause name and discrepancy details
Severity Level Classification for Outdated Provisions
Given flagged outdated clauses with varying degrees of deviation from current regulations When the algorithm assesses each clause Then each clause is assigned a severity level (Low, Medium, High) based on risk impact criteria and displayed alongside the flag
Jurisdiction Mismatch Detection
Given a lease template tagged for a specific jurisdiction (e.g., California) When the Outdated Clause Detection algorithm runs Then any clause that originates from a different jurisdiction is flagged with a jurisdiction mismatch warning, indicating both the clause’s origin and the correct jurisdiction
Dashboard Flag Display and Template Linkage
Given detected outdated or mismatched clauses When the user views the ComplianceWatch dashboard Then all flagged clauses are listed with severity, jurisdiction details, and direct links to the affected lease templates for review
User Prompt for Clause Replacement
Given flagged outdated clauses on the dashboard When the user selects a flagged clause Then the system recommends the corresponding updated clause from the clause library and provides a one-click replacement option
Replacement Clause Suggestions
"As a user, I want the system to recommend compliant clause alternatives for those flagged as outdated so that I can quickly update my leases without drafting new text from scratch."
Description

Provide a repository of pre-approved, up-to-date replacement clauses mapped to flagged provisions. Implement a recommendation engine that presents context-aware suggestions based on jurisdiction, lease type, and regulatory intent. Allow users to preview, customize, and approve replacements directly within the interface.

Acceptance Criteria
Jurisdiction-Based Suggestion Trigger
Given a lease document containing a flagged outdated provision and specifying a jurisdiction When the user requests replacement suggestions Then the system retrieves and displays only pre-approved replacement clauses that match the document's jurisdiction, lease type, and regulatory intent.
Replacement Clause Preview and Customization
Given the list of suggested replacement clauses When the user selects a clause to preview Then the system displays the full text of the clause in a preview pane and allows inline editing of clause variables and formatting.
Replacement Clause Approval Workflow
Given a customized replacement clause in the preview pane When the user clicks the "Approve and Insert" button Then the system inserts the approved clause into the lease document at the flagged location and logs the approval action in the audit trail.
Real-Time Clause Library Synchronization
Given the system is monitoring regulatory updates When a new regulation affecting a clause is published Then the clause library updates within five minutes and flags any affected lease documents for suggestion review.
Suggestion Relevance Scoring Display
Given multiple replacement clause options When the user views the suggestion list Then each option displays a relevance score based on jurisdiction match, lease type, and regulatory intent, sorted in descending order of relevance.
Notification and Alert System
"As a small property manager, I want to receive alerts when regulations change so that I can take timely action to update my lease documents."
Description

Create a notification framework that issues real-time alerts via email, in-app banners, and dashboard widgets when updates affect the clause library or active leases. Support customizable thresholds, frequency settings, and user roles to ensure stakeholders receive relevant compliance notifications promptly.

Acceptance Criteria
Email Alerts for Outdated Clauses
Given a clause is flagged as outdated, when the system processes the update, then it sends an email alert to all subscribed users within 5 minutes containing the clause ID, description of change, and action link.
In-App Banner Notifications for Role-Based Updates
Given a user with the 'Property Manager' role is logged in, when a clause update occurs, then an in-app banner appears immediately with a brief update summary and a link to details, and only visible to users with appropriate roles.
Real-Time Dashboard Widget Refresh
Given a clause update has been processed, when the user views the dashboard, then the compliance widget reflects the update within 10 seconds without manual page refresh.
Custom Notification Frequency Enforcement
Given a user sets a notification frequency to 'Daily Summary at 8 AM', when clause updates occur during the day, then the system consolidates them into a single summary email dispatched at 8 AM and suppresses individual immediate alerts.
Persistent Notification Preference Settings
Given a user updates their notification channels and thresholds, when they log out and log back in or use a different device, then their customized settings remain applied and active.
Audit Trail and Versioning
"As a legal auditor, I want to see a detailed history of clause modifications so that I can verify compliance and demonstrate due diligence during audits."
Description

Implement comprehensive version control for all clause library changes, including timestamps, user actions, and regulatory source references. Provide an audit log and comparison view to track the evolution of clauses over time. Enable exportable reports for legal and internal compliance reviews.

Acceptance Criteria
Clause Edit Audit Logging
Given a user edits a clause, when the change is saved, then the system logs the timestamp, user ID, change summary, version number, and regulatory source reference
Clause Version Comparison View
Given two versions of the same clause are selected, when the comparison view is displayed, then differences are highlighted, original and updated texts are shown side by side with timestamps and editor IDs
Audit Trail Report Export
Given an administrator specifies a date range and clause filters, when the export is requested, then the system generates an exportable report (CSV/PDF) containing all audit entries with timestamp, user action, version details, and source references
Clause Reversion Functionality
Given a user selects a previous clause version, when the revert action is confirmed, then the clause content is restored to the selected version and the revert action is recorded in the audit log with timestamp and user ID
Regulatory Source Reference Logging
Given an automated regulatory update modifies a clause, when the update is applied, then the system logs the regulatory source, update timestamp, details of changes, and auto-generated version number

CoEdit Canvas

Real-time collaborative editing lets multiple stakeholders—landlords, administrators, and legal advisors—work simultaneously on lease templates, with inline comments and change tracking for seamless teamwork.

Requirements

Real-time Editing Synchronization
"As a property manager, I want my edits to a lease template to appear immediately for all collaborators so that we can work together seamlessly without waiting or sending updates manually."
Description

Ensure that any edits made by one user to a lease template are propagated instantly to all other connected users’ screens, maintaining document consistency and preventing redundant or conflicting changes. This functionality improves collaboration efficiency and reduces version drift during concurrent editing sessions.

Acceptance Criteria
Concurrent Edits by Multiple Users
Given User A and User B have the same lease template open When User A makes a textual change Then User B's view updates with that change within 500ms without page reload
Late Join Synchronization
Given User C joins the editing session after User A and User B have made changes When User C’s editor initializes Then User C sees the latest version of the lease template, including all prior edits, within 1 second
Offline User Reconnect
Given User D loses network connectivity and makes local edits Then upon reconnection User D’s changes sync with the server and merge with remote edits without overwriting others, and no data loss occurs
Edit Conflict Resolution
Given User E and User F edit the same paragraph simultaneously When the server detects conflicting changes Then the system resolves by last-write-wins, highlights the overwritten text, and notifies both users of the conflict
Real-Time Change Indicator
Given any user performs an edit in the lease template When the edit is propagated Then all other users’ interfaces display a transient highlight on the changed text for 5 seconds
Inline Commenting System
"As a landlord, I want to leave comments on particular clauses so that I can discuss and clarify changes with legal advisors in context."
Description

Implement an inline comments feature that allows users to highlight specific text within the lease document and attach threaded comments. Users should be able to reply, resolve, or reopen comments, with visual indicators showing unresolved discussion points.

Acceptance Criteria
Adding an Inline Comment
Given a user highlights text in a lease document and clicks the comment icon, When the user enters a comment and clicks submit, Then the comment thread appears adjacent to the highlighted text with the user’s name, timestamp, and an open status indicator.
Replying to a Comment Thread
Given an existing inline comment thread, When another user clicks Reply, enters text, and submits, Then the reply is added chronologically under the original comment and the thread displays the updated reply count.
Resolving a Comment
Given an open comment thread, When a user clicks the Resolve button, Then the thread’s status changes to resolved, the comment marker changes color to gray, and the thread is removed from the unresolved comments count.
Reopening a Resolved Comment
Given a comment thread marked as resolved, When a user clicks the Reopen button, Then the thread’s status changes back to open, the marker color returns to the unresolved state, and the thread is reflected in the unresolved comments list.
Visual Indicator for Unresolved Comments
Given the lease document view, When there are one or more unresolved comments, Then each unresolved highlight displays a red marker badge, and hovering over a marker shows a preview of the latest comment.
Concurrent Commenting by Multiple Users
Given two or more users editing the same document, When users add or reply to inline comments, Then all new comments and replies appear in real time for every user within 2 seconds without page refresh.
Change Tracking and Version History
"As an administrator, I want to see who made which change and when so that I can audit edits and restore earlier document states if necessary."
Description

Provide a detailed changelog that tracks additions, deletions, and modifications by each user, timestamped and attributed. Include the ability to view, compare, and revert to previous versions to ensure accountability and recover from errors.

Acceptance Criteria
Viewing Changelog for a Specific Document
Given a lease template with recorded changes When a user opens the revision history Then the user sees a chronological list of all additions, deletions, and modifications with change summaries.
Comparing Current and Previous Versions
Given two selected versions of a lease template When a user initiates a version comparison Then the system displays highlighted differences side-by-side, clearly marking additions in green and deletions in red.
Reverting to a Previous Version
Given a user viewing the version history When the user selects a prior version and clicks revert Then the system restores the lease template to the selected version and logs the revert action in the changelog.
Attribution of Changes to Users
Given the version history view When a user reviews any change entry Then each entry shows the name and email of the user who made the change alongside the timestamp.
Timestamp Accuracy for Changes
Given a change recorded in the system When a user views the changelog Then each entry’s timestamp matches the exact date and time of the change with time zone adjustment based on user settings.
Permission Management and Access Control
"As a landlord, I want to control who can edit or comment on my lease templates so that sensitive clauses remain protected from unauthorized changes."
Description

Design a role-based permissions system allowing the owner to assign edit, comment-only, or view-only access to stakeholders. Changes to permissions should propagate in real time, ensuring that only authorized users can make modifications.

Acceptance Criteria
Assign View-Only Access
Given the owner is on the permissions panel and selects 'View-Only' for a stakeholder, when the owner confirms, then the stakeholder receives a notification and can view the document but cannot comment or edit.
Upgrade Comment-Only to Edit Permission
Given an administrator changes a stakeholder’s permission from 'Comment-Only' to 'Edit', when the changes are saved, then the stakeholder can immediately make edits and inline comments and previous editing restrictions are removed.
Prevent Edits by View-Only User
Given a stakeholder with 'View-Only' permission attempts to modify the document, when they try to use any edit function, then the system disables edit controls and displays an 'Insufficient permissions' message.
Real-Time Permission Propagation
Given a permission change is made by the owner, when the update is applied, then all active user sessions reflect the new permissions within 2 seconds without requiring a page reload.
Block Unauthorized Permission Changes
Given a user without assignment rights tries to change permissions, when they access the permissions panel, then the system blocks the attempt and logs the unauthorized action with timestamp and user details.
Conflict Detection and Resolution
"As a legal advisor, I want to be notified if someone else is editing the same section so that I can avoid overwriting their changes."
Description

Detect when two users attempt to edit the same text segment simultaneously and alert them with an in-app notification. Provide options to merge changes manually or accept one version over another, ensuring clarity and minimizing lost work.

Acceptance Criteria
Two Users Editing the Same Text Segment
Given User A and User B both modify the same sentence in a lease template at overlapping times, when the server processes the second edit, then the application must detect the conflict and display an in-app alert within 2 seconds.
Conflict Notification Interface
Given a conflict is detected, when the alert is displayed, then it must include the names of both users, the conflicting text snippets, and buttons to 'Merge Changes' or 'Accept Version'.
Manual Merge of Changes
Given a conflict notification is active, when a user selects 'Merge Changes', then the application must display a side-by-side diff view highlighting differences and allow the user to manually edit the merged text before saving.
Accepting One Version over Another
Given a conflict notification is active, when a user selects 'Accept Version A' or 'Accept Version B', then the application must apply the selected version to the document and discard the other, notifying the other user of the resolution choice.
Conflict Resolution Feedback
Given a conflict has been resolved, when changes are saved, then the application must log the resolution event with user IDs, timestamp, and chosen resolution method, accessible in the activity audit trail.

Snapshot Vault

Built-in version control captures every template iteration as a snapshot, enabling users to review change histories, compare versions side by side, and revert to earlier drafts with confidence.

Requirements

Automated Snapshot Generation
"As a property manager, I want the system to automatically create version snapshots whenever I update a lease template so that I can track and recover previous versions without manual effort."
Description

The system automatically captures and stores a version snapshot of a lease template each time changes are saved, ensuring every edit is archived with timestamped records. This functionality integrates seamlessly with the template editor, reducing manual steps and guaranteeing that no iteration is lost. Users benefit from a complete history of revisions for audit, review, and rollback purposes, enhancing confidence in document management and compliance.

Acceptance Criteria
Automatic Snapshot Creation on Save
Given a user has made changes to a lease template in the editor When the user clicks the Save button Then the system creates a new snapshot record capturing the template content, version identifier, and storage reference
Accurate Timestamp Assignment
Given a snapshot is created When the system stores the snapshot Then the snapshot record includes a timestamp formatted in ISO 8601 with the correct date and time reflecting when the save occurred
Snapshot Visibility in Version History
Given a user accesses the template version history When the history panel loads Then the user sees the newly created snapshot listed at the top with its version number, timestamp, and a brief description
Side-by-Side Snapshot Comparison
Given a user selects two snapshots in the version history When the user clicks the Compare button Then the system displays both template versions side by side and highlights additions, deletions, and modifications
Rollback to Previous Snapshot
Given a user identifies an earlier snapshot in the version history When the user clicks the Restore button and confirms the action Then the system replaces the current template content with the selected snapshot version and saves it as a new snapshot
Snapshot Comparison Tool
"As a small landlord, I want to compare two versions of a lease template side by side so that I can quickly see what’s changed and ensure accuracy before finalizing the document."
Description

Users can select any two snapshots and view a side-by-side comparison that highlights additions, deletions, and modifications within the lease template. This comparison interface clearly marks changes in context, enabling quick identification of edits and streamlining review processes. Integrated diff visualization reduces review time, helps prevent errors, and supports collaborative decision-making.

Acceptance Criteria
Selecting and Comparing Snapshots
Given two snapshots are selected from the snapshot history, when the user clicks 'Compare', then a side-by-side view displays both templates aligned by section headers.
Highlighting All Changes
Given the comparison view is displayed, additions are highlighted in green, deletions in red, and modifications in blue, with unchanged text remaining unformatted.
Viewing Change Details on Hover
Given highlighted changes in the comparison view, when the user hovers over any changed section, then a tooltip appears showing the original text and the updated text for that section.
Handling Identical Snapshots
Given two snapshots with identical content are compared, when the user generates the comparison, then a message 'No differences found' is displayed in place of the diff view.
Comparing Complex Formatting Elements
Given snapshots contain tables, lists, and embedded images, when compared, then all changes to table cells, list items, and image replacements are accurately detected and highlighted according to the color scheme.
Snapshot Reversion Capability
"As an independent landlord, I want to revert my lease template to an earlier version so that I can undo unintended edits and restore the approved format."
Description

The feature allows users to revert the active template to any previous snapshot with a single click, restoring the exact content and metadata of the chosen version. The reverted state itself is captured as a new snapshot to maintain continuity. This capability minimizes risk when undoing unwanted changes and accelerates recovery from editing mistakes.

Acceptance Criteria
Reverting to a Previous Template Version
Given a user selects a previous snapshot in the Snapshot Vault When the user clicks the 'Revert' button Then the template content and metadata update to match the selected snapshot within 2 seconds And a confirmation message 'Template reverted successfully' appears.
Automatic Snapshot Creation Post-Reversion
Given a user has successfully reverted to a previous snapshot When the template loads in its reverted state Then the system automatically creates a new snapshot labeled 'Reversion of [original snapshot name] by [user] at [timestamp]' And the new snapshot appears at the top of the snapshot list.
Metadata Restoration Accuracy
Given a snapshot contains metadata fields (template name, author, tags, last modified date) When the user reverts to that snapshot Then all metadata fields on the active template match exactly those in the selected snapshot.
Comparing Snapshots and Reverting from Comparison View
Given the user selects two snapshots in comparison mode When the user clicks 'Revert to Selected Snapshot' in the comparison toolbar Then only the active template updates to the version of the selected snapshot And the UI reflects the change immediately.
User Confirmation and Cancellation During Reversion
Given the user initiates a revert action When the system displays a confirmation modal with snapshot details Then the user can confirm to proceed or cancel to abort And if canceled, the current template remains unchanged.
Snapshot History Viewer
"As a property manager, I want to view a timeline of all snapshot versions with details on who made changes and when so that I can audit the template history and demonstrate compliance."
Description

A chronological history interface displays all snapshots with key metadata, including author, timestamp, and change summary. Users can filter, sort, and search through snapshots to locate specific versions quickly. This viewer enhances transparency, simplifies audit trails, and supports regulatory compliance by providing clear documentation of template evolution.

Acceptance Criteria
Browse Snapshot History
Given a user with at least one saved template snapshot When the user opens the Snapshot History Viewer Then the interface displays a chronological list of all snapshots each showing author name, timestamp, and change summary
Filter Snapshots by Metadata
Given multiple snapshots exist When the user applies a filter by author or date range Then only snapshots matching the selected author or falling within the specified date range are shown
Sort Snapshots Chronologically
Given the Snapshot History list When the user selects sort order ascending or descending Then the snapshots reorder dynamically based on timestamp in the chosen direction
Search Snapshot Change Summaries
Given the Snapshot History contains multiple change summaries When the user enters a keyword into the search field Then only snapshots whose change summaries contain the keyword are displayed
Revert to Selected Snapshot
Given the user has identified a desired snapshot When the user clicks the Revert button and confirms the action Then the selected snapshot becomes the active template, a new snapshot of the pre-revert state is created, and a success notification is shown
Snapshot Access Control
"As an administrator, I want to define which users can view, compare, or revert snapshots so that I can protect confidential template versions and maintain security."
Description

Role-based permissions are applied to snapshot functions, restricting view, compare, revert, and delete operations based on user roles. Administrators can configure which team members can perform each action, ensuring sensitive template versions are protected. This control mechanism safeguards intellectual property and enforces organizational governance policies.

Acceptance Criteria
Admin Configures Snapshot Permissions
Given an administrator navigates to the Snapshot Access Control settings page, When the administrator assigns specific 'view', 'compare', 'revert', and 'delete' permissions to a user role, Then those permissions are saved and applied to all users with that role.
User Attempts Unauthorized Snapshot View
Given a user without 'view' permission attempts to open a snapshot, When the user clicks the snapshot link, Then the system denies access and displays a 'permission denied' message.
User Reverts to Previous Snapshot
Given a user with 'revert' permission views the snapshot list, When the user selects a previous snapshot and clicks 'Revert', Then the template reverts to the selected snapshot and the action is logged in version history.
User Deletes Snapshot with Sufficient Permissions
Given a user with 'delete' permission views the snapshot details, When the user confirms deletion of a snapshot, Then the snapshot is permanently removed and no longer appears in the snapshot list.
Audit Log Records Permission Changes
Given an administrator modifies snapshot permissions for a role, When the administrator saves the changes, Then the system creates an audit log entry with the administrator's ID, timestamp, role affected, and permissions changed.

MyClause Library

Personalized folder system allows users to tag, categorize, and store frequently used or custom-added clauses, streamlining access to preferred language and accelerating template assembly.

Requirements

Clause Tagging System
"As a property manager, I want to tag my frequently used clauses with custom labels so that I can quickly filter and locate them when building new lease templates."
Description

Implement a flexible tagging system that allows users to assign multiple custom tags to each clause in the library, enabling quick grouping and retrieval based on thematic or project-specific categories.

Acceptance Criteria
Assigning Multiple Tags to a New Clause
Given a user is creating a new clause When they enter multiple custom tags separated by commas and save the clause Then each tag is visually attached to the clause record and persists in the clause library
Retrieving Clauses by Tag
Given a user filters the clause library by selecting a specific tag When the filter is applied Then only clauses associated with the selected tag are displayed in the results
Editing Tags on an Existing Clause
Given a user opens an existing clause in the library When they add new tags or remove existing tags and save changes Then the clause record updates to reflect the added and removed tags accurately
Searching Clauses with Multiple Tag Filters
Given a user selects two or more tags in the filter panel When they execute the search Then only clauses containing all selected tags are returned in the list
Handling Duplicate Tags Gracefully
Given a user tries to assign a tag to a clause that already has that tag When they attempt to save the clause Then the system prevents duplicate tag entries without error and maintains a single instance of the tag
Custom Clause Creation
"As an independent landlord, I want to write and save my own lease clauses so that I can maintain consistency in my contracts without retyping them each time."
Description

Provide an intuitive editor for users to create and save their own clauses directly within the library, ensuring that unique or specialized language can be stored, edited, and reused across multiple templates.

Acceptance Criteria
Clause Creation Initiation
Given a user accesses the Custom Clause Creation editor When they input a clause title and body and click 'Save' Then the clause is added to their MyClause Library with correct title, content, and timestamp.
Editing Saved Clause
Given a user selects a previously saved clause When they modify the content and click 'Save' Then the updated clause reflects the new content and retains a history of edits.
Invalid Clause Content Rejection
Given a user attempts to save a clause with missing title or empty body When they click 'Save' Then the system displays an error message preventing the save and specifies the required fields.
Clause Metadata Association
Given a user saves a custom clause When the save operation completes successfully Then the clause record stores metadata including author, creation date, last modified date, and user-defined tags.
Clause Reuse in Template
Given a user is assembling a lease template When they select a saved custom clause from the MyClause Library Then the clause is inserted at the chosen position in the template with full formatting preserved.
Clause Search Functionality
"As a small property manager, I want to search my clause library by keyword and tag so that I can rapidly locate the exact language I need."
Description

Develop a real-time search feature that supports keyword, tag, and full-text search across clause content, titles, and descriptions, allowing users to instantly find relevant clauses during template assembly.

Acceptance Criteria
Keyword Search in Clause Titles
Given the user is on the clause search interface When they enter a keyword into the search bar Then the system returns clauses whose titles contain the keyword
Tag-Based Clause Filtering
Given the user has assigned tags to clauses When they select one or more tags in the filter panel Then only clauses matching all selected tags are displayed
Full-Text Search Across Clause Content
Given the user is searching within the clause library When they perform a full-text search Then the system returns clauses where the search term appears in any part of the clause content
Combined Keyword and Tag Search
Given the user provides both a keyword and tag filters When they initiate the search Then the system returns clauses that satisfy both the keyword match in title/content and the selected tags
No Results Feedback
Given the user enters a search term or selects tags that match no clauses When they execute the search Then the system displays a “No results found” message and suggests actions like broadening the search
Bulk Clause Import/Export
"As a landlord migrating from another system, I want to import my existing clauses in bulk so that I don’t have to manually recreate each one."
Description

Enable bulk import of clauses from external documents (e.g., CSV, XML) and export of selected clauses, facilitating easy migration of existing clause collections and sharing across different LeaseSpark accounts or environments.

Acceptance Criteria
Importing Clauses via CSV Upload
Given a user with a properly formatted CSV file containing clause entries, when they upload the file via the Bulk Clause Import feature, then the system validates the CSV format, parses all clauses, adds them to the MyClause Library with correct tags and metadata, and displays a confirmation message showing the number of clauses imported.
Importing Clauses via XML Upload
Given a user with a correctly structured XML document containing clause definitions, when they upload the XML file through the Bulk Clause Import interface, then the system validates the XML schema, extracts each clause, integrates them into the MyClause Library preserving category assignments, and notifies the user of successful import.
Exporting Selected Clauses to CSV
Given a user has selected one or more clauses in the MyClause Library, when they initiate the export function and choose CSV format, then the system generates a downloadable CSV file with proper headers and the selected clause details, and prompts the user to save the file.
Exporting Selected Clauses to XML
Given a user has marked multiple clauses for export in the MyClause Library, when they use the export feature and select XML format, then the system produces a well-formed XML document containing all selected clauses, and automatically starts the download process.
Handling Import Errors for Invalid Files
Given a user uploads a CSV or XML file that fails validation (e.g., missing required fields or malformed structure), when they attempt to import, then the system rejects the file, displays an error report detailing line numbers and specific validation issues, and ensures no partial data is imported.
Library Access Permissions
"As a property management team lead, I want to restrict editing access to core legal clauses so that only authorized users can modify critical contract language."
Description

Implement permission controls that allow account administrators to set read/write access for individual or groups of users on specific clause folders, ensuring that sensitive or standardized language remains consistent and secure.

Acceptance Criteria
Admin Assigns Read-Only Access to Clause Folder
Given an account administrator is on the folder permissions page and selects a clause folder, When the administrator assigns read-only access to a specific user or user group and saves changes, Then the selected user or group should only view and search clauses in that folder without edit, delete, or add capabilities.
User Attempts to Edit Read-Only Folder
Given a user has been granted read-only access to a clause folder, When the user attempts to edit or delete a clause within that folder, Then the system should prevent the action and display an authorization error message.
Admin Modifies Group Permissions for a Folder
Given an account administrator is on the permissions management interface and views existing group permissions, When the administrator changes a user group’s access level from read-only to read/write and confirms the update, Then all members of that group should immediately inherit write capabilities for the folder’s clauses.
Multiple Users with Different Permissions Access the Same Folder
Given multiple users with varying permissions (read-only and read/write) are assigned to a clause folder, When each user logs in and accesses the folder, Then users with write permissions can add, edit, or remove clauses, while users with read-only permissions can only view clauses.
Audit Trail Logs Permission Changes
Given an account administrator updates folder access permissions, When the changes are saved, Then the system should record the administrator’s username, timestamp, previous and new permission levels in the audit trail.

RiskRadar

Instant risk analysis scans the assembled lease for potential compliance gaps or unfavorable terms, highlighting areas of concern and suggesting alternative language to mitigate legal or financial exposures.

Requirements

Real-Time Risk Scanning
"As a landlord, I want the lease to be scanned instantly for risks so that I can quickly identify issues before finalizing the agreement."
Description

Enable instant analysis of the assembled lease document, scanning the full text for compliance gaps, unfavorable terms, and potential exposures in under three seconds. The system should integrate with the existing lease builder, trigger automatically upon document assembly, and deliver a concise risk summary that categorizes issues by severity. This ensures landlords and managers receive immediate insights to make informed editing decisions before finalizing agreements.

Acceptance Criteria
Automatic Trigger on Lease Assembly
Given a user completes assembling a lease document in the lease builder, When the assembly process finishes, Then the system automatically initiates the risk analysis within one second.
Analysis Performance Under Three Seconds
Given a lease document of up to 100 pages with standard clauses, When the risk analysis is triggered, Then the full scan completes and the risk summary is displayed in under three seconds.
Risk Summary Categorization
Given the risk analysis has completed, When the system generates the summary, Then all identified issues are categorized by severity (High, Medium, Low) and displayed in the risk summary panel.
Handling Unsupported Document Types
Given a user uploads a document in an unsupported format, When the system attempts to perform the risk scan, Then an error message indicating 'Unsupported document format' is displayed and no analysis is performed.
Integration with Existing Lease Builder Interface
Given the user is working within the existing lease builder, When the risk scan completes, Then the risk summary is seamlessly populated within the UI without requiring a page reload.
Compliance Rule Configuration
"As a property manager, I want to configure compliance rules so that the risk analysis reflects the latest local regulations and our internal policies."
Description

Provide an administrative interface for defining and managing jurisdiction-specific compliance rules, legal thresholds, and policy parameters without requiring code changes. Users should be able to add, edit, or deactivate rules, assign them to lease types, and see rule changes reflected immediately in risk analyses. This empowers property managers to ensure the tool stays aligned with evolving laws and internal guidelines.

Acceptance Criteria
Creating a New Compliance Rule
Given an admin navigates to the Compliance Rule Configuration page When they click 'Add Rule', enter a valid rule name, select jurisdiction 'NY', define legal thresholds and policy parameters, assign relevant lease types, and click 'Save' Then the system saves the new rule, displays it in the active rules list within 3 seconds, and RiskRadar immediately applies it to all new lease analyses
Editing an Existing Compliance Rule and Immediate Reflection
Given an existing active compliance rule for jurisdiction 'CA' When the admin updates its legal threshold values, modifies policy language, and clicks 'Save' Then the updated rule replaces the previous version in the active list within 2 seconds, and RiskRadar uses the new settings in the next risk analysis without requiring a page reload
Deactivating a Compliance Rule and Confirming Exclusion from Analyses
Given an active compliance rule assigned to 'Residential Lease' When the admin selects the rule, clicks 'Deactivate', and confirms the action Then the rule status changes to 'Inactive', is visually distinct in the rule list, and RiskRadar excludes it from all subsequent lease compliance checks
Assigning Compliance Rules to Multiple Lease Types and Validating Application
Given a compliance rule has been created without assigned lease types When the admin edits the rule, selects multiple lease types (e.g., 'Commercial' and 'Residential'), and saves changes Then the rule appears under each selected lease type in the configuration list, and RiskRadar enforces the rule against both lease categories in sample analyses
Handling Invalid Rule Configuration Inputs
Given the 'Add Rule' or 'Edit Rule' form is open When the admin leaves required fields blank, enters non-numeric values for threshold parameters, or uses unsupported characters in the rule name Then the system prevents submission, highlights invalid fields with contextual error messages, and the 'Save' button remains disabled until all inputs are corrected
Risk Highlight Visualization
"As a landlord, I want flagged clauses highlighted in the lease so that I can easily see and understand areas of concern within the document."
Description

Highlight flagged clauses directly within the lease text using color-coded markers indicating severity (e.g., red for high risk, yellow for medium). Hovering over a marker should display a tooltip explaining the issue, severity rationale, and a brief recommendation. This inline visualization must be responsive on desktop and tablet, allowing users to navigate flagged sections and understand issues at a glance.

Acceptance Criteria
Desktop Inline Risk Marker Visualization
Given a lease document containing clauses flagged with varying risk severities, When the document is viewed on a desktop device with resolution ≥ 1024px, Then each flagged clause is highlighted inline with the correct color-coded marker (red for high risk, yellow for medium risk, green for low risk) And the markers align precisely with the clause text without causing layout shifts.
Tablet Inline Risk Marker Responsiveness
Given a lease document containing flagged clauses, When the document is viewed on a tablet device with resolution between 768px and 1023px, Then each flagged clause displays an inline marker sized appropriately for touch interaction (minimum 44px target size) And the overall text flow and readability remain intact without horizontal scrolling.
Risk Marker Hover Tooltip Content Display
Given a user hovers over any inline risk marker, When the hover duration exceeds 200 milliseconds, Then a tooltip appears displaying the issue summary, severity rationale, and a brief recommendation And the tooltip content wraps correctly without truncation or overflow.
Severity Color-Coding Accuracy
Given clauses flagged with high, medium, and low risk levels, When the clause is rendered in the lease text, Then the inline marker color matches the specified risk level (red for high, yellow for medium, green for low) And on hover the marker color darkens by at least 10% to indicate focus.
Flagged Clause Navigation Functionality
Given multiple flagged clauses within a lease document, When a user activates the Next or Previous flagged clause navigation control, Then the viewport scrolls to the respective flagged clause And the target clause briefly highlights to indicate it is in focus without automatically opening its tooltip.
Alternative Language Suggestions
"As a landlord, I want suggested alternative wording for risky clauses so that I can update the lease to reduce legal exposure with minimal effort."
Description

Offer context-aware alternative clause language based on legal best practices and pre-approved templates. For each flagged risk, present one or more replacement suggestions with an explanation of how they mitigate the issue. Include a one-click ‘Apply Suggestion’ action that replaces the original text in the lease editor and logs the change for audit purposes.

Acceptance Criteria
Flagged Clause Identification
Given a completed RiskRadar scan of a lease document, when a clause is flagged for risk, then the system displays at least one context-aware alternative suggestion for that clause.
Suggestion Explanation Display
When an alternative clause is suggested, then the system provides a clear explanation describing how the suggested language mitigates the identified risk.
One-Click Apply Suggestion
Given an alternative clause suggestion is displayed, when the user clicks the ‘Apply Suggestion’ button, then the original clause in the lease editor is replaced with the selected suggestion and the change is visually confirmed.
Audit Log Entry Creation
When a user applies an alternative suggestion, then the system logs an audit entry capturing the original text, the applied suggestion, the timestamp, and the user ID.
Template Compliance Verification
Given a pre-approved template repository, when an alternative suggestion is generated, then the suggestion must originate from the repository or conform to its legal best-practice guidelines.
Risk Analysis Report Export
"As a landlord, I want to export a comprehensive risk report so that I can share it with legal advisors or maintain records for compliance audits."
Description

Allow users to generate a downloadable risk report summarizing all detected compliance gaps, categorized by severity and clause, along with corresponding alternative language suggestions. Export formats should include PDF and CSV. The report should include metadata such as analysis timestamp, rule set version, and lease identifier to support audit trails and external review.

Acceptance Criteria
User Exports PDF Risk Report
Given a completed risk analysis for a lease, when the user selects 'Export Risk Report' and chooses PDF format, then the system generates and downloads a PDF file within 5 seconds.
User Exports CSV Risk Report
Given a completed risk analysis for a lease, when the user selects 'Export Risk Report' and chooses CSV format, then the system generates and downloads a CSV file within 5 seconds.
Report Includes Required Metadata
Given the exported risk report, then the report contains analysis timestamp, rule set version, and lease identifier in its header section.
Report Groups Findings by Severity and Clause
Given the exported risk report, then all detected compliance gaps are listed and grouped by severity level (High, Medium, Low) and by clause, with alternative language suggestions adjacent to each entry.
Downloaded Files Are Valid and Accessible
Given a downloaded report in PDF or CSV format, when the user opens the file, then it opens without errors, file size is greater than zero bytes, and file name follows the pattern 'LeaseID_RiskReport_<timestamp>.<format>'.

StepSense

Provides tenants with real-time, step-by-step guidance through each section of the lease signing process via chat. By offering contextual hints and clarifying next steps, StepSense reduces confusion, speeds up form completion, and minimizes errors.

Requirements

Contextual Field Detection
"As a tenant, I want the system to recognize the section I'm on so that I receive relevant help for that part of the lease."
Description

Automatically identifies the current lease form section or field the tenant is interacting with and triggers targeted guidance. By mapping form structure to guidance rules, the system ensures that tenants receive contextually relevant tips and instructions exactly when they need them, reducing confusion and speeding up completion.

Acceptance Criteria
Start Date Field Focus
Given the tenant’s cursor enters the "Lease Start Date" field on the form, When the system recognizes the field ID and context, Then the guidance panel displays a tip explaining the required date format and common pitfalls within 1 second of focus.
Co-signer Section Entry
Given the tenant scrolls or tabs into the "Co-signer Information" section, When the system maps the section header to guidance rules, Then a chat prompt appears clarifying who needs to be listed as a co-signer and required identifiers.
Rent Amount Field Interaction
Given the tenant clicks into the "Monthly Rent Amount" input, When the system detects the numeric field type, Then contextual guidance is shown explaining rounding rules and acceptable currency formats.
Lease Term Field Selection
Given the tenant selects a lease term from the dropdown menu, When the system identifies the field selection event, Then guidance appears describing how term length affects renewal and termination policies.
Signature Block Focus
Given the tenant navigates to the signature block at the end of the form, When the system detects focus on the signature input area, Then a prompt is displayed outlining signature requirements, including font size and electronic signature validity.
Dynamic Chat Guidance
"As a tenant, I want a chat window that guides me step-by-step so that I can complete the lease form without confusion."
Description

Integrates a real-time chat interface that dynamically presents step-by-step hints, clarifications, and next-step suggestions as tenants navigate each section. The chat window appears inline without disrupting the form flow, ensuring assistance is immediate and contextually appropriate.

Acceptance Criteria
Inline Chat Invocation
Given a tenant focuses on a lease form section, when the section loads, then the inline chat interface appears within 1 second adjacent to the input field without covering any form elements.
Contextual Hint Accuracy
Given a tenant enters data in a form field, when they request assistance, then the chat provides a hint that references the specific field label, accurately explains the expected input, and uses property-management terminology at least 90% aligned with the form context.
Real-time Response Performance
Given a tenant asks a question via the chat interface, when the message is sent, then the system responds with a relevant next-step suggestion within 2 seconds, maintaining a median response time under 1.5 seconds over 100 queries.
Next-Step Suggestion Relevance
Given a tenant completes the current form section correctly, when the chat generates the next-step suggestion, then it outlines the exact next form section title and key actions needed, and 95% of suggestions match the documented workflow.
User Interaction Flow Integrity
Given a tenant receives a chat hint or suggestion, when they dismiss or interact with it, then the form focus returns to the original field or moves to the next logical input without losing any entered data or causing form validation errors.
Hint Library Management
"As a product admin, I want to manage hint templates so that I can ensure guidance stays accurate and up to date."
Description

Provides an administrative panel for creating, editing, categorizing, and organizing a repository of hint templates for every lease field. Administrators can version, tag, and preview hints to maintain accuracy and relevance as lease content evolves.

Acceptance Criteria
Creating a New Hint Template
Given the administrator is on the Hint Library Management panel When they click 'New Hint' and enter a valid Title, Category, Version, and Hint Text Then the 'Save' button becomes enabled And upon clicking 'Save', the new hint template appears in the hint list with the correct details
Editing an Existing Hint Template
Given a hint template exists in the repository When the administrator selects the template and clicks 'Edit' Then the existing data is loaded into the edit form And after modifying the Title or Hint Text and clicking 'Save', the repository updates the template And the updated hint appears in the hint list with the new values and version
Categorizing and Tagging Hint Templates
Given multiple hint templates have been created with various categories and tags When the administrator applies a Category filter or Tag filter in the panel Then the hint list updates to display only the templates matching the selected category or tags And when all filters are cleared, the full list of templates is shown
Versioning and Previewing Hints
Given a hint template has multiple saved versions When the administrator selects the template and clicks 'Preview' Then the preview pane displays the hint content for the default (latest) version And when the administrator selects a previous version from the version selector, the preview updates to show the content of that version
Deleting or Archiving Hint Templates
Given a hint template is no longer needed When the administrator clicks 'Delete' on the template and confirms the action Then the template is removed from the active hint list And the template appears in a separate 'Archived Hints' section, preventing it from being used in StepSense guidance
Error Detection and Suggestion
"As a tenant, I want the interface to alert me of mistakes instantly so that I can fix errors before submission."
Description

Validates tenant inputs in real time against predefined rules and highlights errors or inconsistencies. Offers clear corrective suggestions inline, enabling tenants to resolve mistakes immediately and reducing back-and-forth corrections.

Acceptance Criteria
Invalid Date Format Entry
Given the tenant enters the lease start date When the format does not match MM/DD/YYYY Then the date field is highlighted, an inline message ‘Please use MM/DD/YYYY format’ is shown, and progression is prevented
Missing Required Field Submission
Given the tenant leaves a required field blank When they attempt to proceed to the next section Then the field border turns red, an inline suggestion ‘This field cannot be empty’ appears, and they cannot advance
Alphanumeric Phone Number Input
Given the tenant enters letters into the phone number field When the input contains non-numeric characters Then the system flags the input, shows ‘Please enter numbers only for phone number’, and disables form submission
SSN Length Validation
Given the tenant inputs their Social Security number When the entry is shorter or longer than 9 digits Then the SSN field is highlighted, an inline tip ‘SSN must be 9 digits’ is displayed, and the tenant cannot continue
Rent Amount Out of Range
Given the tenant specifies the monthly rent amount When the value is below $100 or above $100,000 Then the rent field is marked in red, an inline error ‘Enter an amount between $100 and $100,000’ appears, and form submission is blocked
Analytics and Feedback Tracking
"As a property manager, I want to see how tenants interact with guidance so that I can improve the chat prompts."
Description

Captures data on guidance usage, tenant questions, error occurrences, and form completion times. Presents these metrics in an analytics dashboard, empowering property managers to identify bottlenecks and refine guidance content for continuous improvement.

Acceptance Criteria
Real-time Guidance Usage Visualization
Given a property manager views the analytics dashboard When StepSense guidance is active Then the dashboard displays a chart showing the daily count of guidance prompts served over the past 30 days
Tenant Error Occurrence Reporting
Given a tenant encounters a validation error on any lease form field When the error occurs Then the system records an event with error type, timestamp, form section, and tenant identifier
Form Completion Time Tracking
Given a tenant begins the lease signing process When the tenant submits the completed form Then the system logs start and end timestamps, calculates total completion time, and makes it available in the analytics dashboard
Tenant Question Logging
Given a tenant asks a question via the StepSense chat guidance When the question is submitted Then the system stores the question text, timestamp, tenant identifier, and the related form section in the database
Dashboard Bottleneck Identification
Given analytics data shows high error rates or prolonged completion times for specific form sections When a property manager opens the Bottleneck Analysis panel Then sections with error rates above 5% or average completion times over 10 minutes are highlighted

FAQFlash

Delivers instant, AI-powered answers to common lease-related questions directly in the chat window. FAQFlash cuts down on follow-up inquiries, empowers tenants with clear information, and ensures confidence before they sign.

Requirements

Instant Answer Retrieval
"As a tenant, I want immediate answers to my lease-related questions so that I can make informed decisions quickly without waiting for landlord responses."
Description

Provide real-time, AI-powered answers to tenant queries directly within the chat interface, reducing wait times and ensuring immediate access to lease-related information. This functionality integrates with the existing lease data repository to pull contextually relevant responses and displays them instantly in the chat window, improving user satisfaction and reducing support workload.

Acceptance Criteria
Quick Lease Term Explanation
Given a tenant asks “What is the minimum lease term?” in the chat, when the question is submitted, then the system returns the correct lease term within 2 seconds, and the response includes a direct link to the labeled section in the lease document.
Security Deposit Inquiry
Given a tenant inquires “When will my security deposit be returned?” in the chat, when the question is processed, then the system provides the accurate timeline based on lease terms within 2 seconds, and includes any applicable conditions or deductions.
Pet Policy Clarification
Given a tenant asks “Can I have a pet?” in the chat, when the question is sent, then the system returns the allowed pet types, associated fees, and any restrictions within 2 seconds.
Rent Increase Details Request
Given a tenant asks “How much notice before rent increases?” in the chat, when the question is submitted, then the system provides the legally required notice period, percentage limits, and next effective date within 2 seconds.
Unrecognized Query Handling
Given a tenant asks a question not found in the lease data, when the AI cannot retrieve a contextual answer, then the system responds within 2 seconds with a message stating it’s unable to find an answer and provides a link or contact to reach support.
Contextual Query Understanding
"As a tenant, I want the chat AI to understand the context of my question so that the answers are accurate and tailored to the specific terms of my lease."
Description

Implement natural language understanding to accurately interpret tenant questions by analyzing context, intent, and lease document references. This requirement involves training AI models on domain-specific data and integrating context extraction to ensure responses are precise and relevant to each unique query scenario.

Acceptance Criteria
Lease Clause Reference Interpretation
Given a tenant asks a question referencing clause 5 of their lease, When the NLU model processes the query, Then it correctly identifies clause 5, extracts its text, and includes it in the response.
Rent Payment Intent Recognition
Given a tenant asks 'When is rent due and how can I pay?' Without additional context, When processing the query, Then the system detects the intent to inquire about rent payment schedule and methods, and provides the due date and accepted payment options.
Lease Termination Process Understanding
Given a tenant asks about ending their lease early, including reference to 'notice period', When the system analyzes the question, Then it identifies the lease termination intent, calculates the required notice period based on lease terms, and offers step-by-step guidance.
Tenant Profile-based Response Customization
Given a tenant with an active profile that includes a pet, When they ask 'Can I get a dog?' Then the system references the pet policy section in their lease and tailors the response to their specific pet type and permissions.
Ambiguous Inquiry Disambiguation
Given a tenant asks 'How long before I can leave?' Without specifying context, When the system processes the query, Then it prompts the tenant for clarification on whether they refer to lease termination, midnight checkout time, or other context.
AI Response Quality Assurance
"As a landlord, I want the system to verify AI responses for accuracy so that I can trust that tenants receive correct lease information."
Description

Establish a quality assurance layer that reviews AI-generated answers for accuracy, consistency, and compliance with legal guidelines before presenting them to tenants. This layer will use predefined validation rules, random sampling checks, and human-in-the-loop verification to maintain high response quality and minimize misinformation risks.

Acceptance Criteria
Automated Validation Rule Execution
Given an AI-generated response, when it is processed by the automated validation engine, then the response meets all predefined accuracy, consistency, and formatting checks without manual intervention.
Random Sampling Review
Given a daily batch of AI responses, when a 5% random sample is selected, then each sampled response is evaluated against all validation rules and any violations are logged for QA review.
Human-in-the-Loop Verification Workflow
Given flagged AI responses after automated checks, when a human reviewer examines them, then each review is completed within two business hours and edits or approvals are recorded in the QA system.
Legal Compliance Check
Given any AI response containing lease-related legal terms, when the compliance module reviews the response, then it confirms adherence to the latest legal guidelines and flags any non-compliant language for human review.
User Feedback Integration
Given tenant feedback on AI-provided answers, when negative or uncertain feedback is received, then the system logs the feedback, notifies the QA team through an alert, and tracks resolution within 24 hours.
Feedback Loop Integration
"As a tenant, I want to rate the helpfulness of AI responses so that the system can improve over time and provide better information."
Description

Enable tenants to rate and provide feedback on AI answers directly in the chat, facilitating continuous improvement of response accuracy and relevance. Feedback data will be collected, analyzed, and used to retrain the AI models, closing the loop between user input and system updates to enhance overall performance.

Acceptance Criteria
Feedback Submission After AI Response
Given an AI-generated answer is displayed in the chat When the tenant selects a star rating between 1 and 5 and enters optional comments, then clicks Submit Feedback Then the system records the rating and comments, stores it in the feedback database, and displays a confirmation message
Feedback Submission Without Rating
Given an AI-generated answer is displayed in the chat When the tenant clicks Submit Feedback without selecting a star rating Then the system prevents submission and displays an error message indicating that a rating selection is required
Admin Dashboard Feedback Display
Given multiple feedback entries have been submitted When an admin accesses the Analytics Dashboard Then all feedback entries are listed with rating, comment text, submission timestamp, and anonymized tenant identifier
Automated Retraining Trigger
Given feedback data is continuously collected When 100 feedback submissions with ratings of 2 stars or below accumulate within a 30-day period Then the system automatically flags the AI model for review, generates a retraining request, and sends a notification to the AI development team
Anonymous Feedback Option
Given a tenant opts to submit feedback anonymously When the tenant selects the anonymous option and submits their rating and comments Then the system records the feedback without any tenant-identifying metadata while preserving the chat session context for analysis
Multi-Language Support
"As a non-English-speaking tenant, I want to interact with the FAQ AI in my native language so that I can fully understand my lease terms without language barriers."
Description

Expand FAQFlash to support multiple languages, allowing tenants to ask questions and receive answers in their preferred language. This requirement includes integrating translation services, localizing AI training data, and ensuring legal terminology is accurately conveyed across languages.

Acceptance Criteria
Tenant selects preferred language
Given a tenant is on the FAQ chat window and has access to the language selector When the tenant selects "Spanish" from the language dropdown Then all subsequent questions and answers are displayed in Spanish And the response time is under 2 seconds And the translation correctly uses legal terminology defined in the glossary
Default to English when no preference set
Given a tenant has not selected a language When the tenant asks a question in the chat Then the system responds in English And the response includes correctly localized terms for the tenant's region
Fallback to English on translation failure
Given the translation service is unreachable When the tenant asks a question in the selected language Then the system detects the failure And responds in English And notifies the tenant that it is using the default language due to service issue
Admin updates legal glossary
Given an admin updates the legal terminology glossary with new terms for French When a tenant selects "French" and asks a question involving those terms Then the system uses the updated glossary for translations And reflects the changes within 5 minutes of the update
User switches language mid-conversation
Given a tenant initially communicates in Spanish and then switches to German via the language selector When the tenant asks a question after switching Then the system responds in German And preserves the previous conversation context and correctly translates it

DocSnap

Allows tenants to snap or upload ID documents and supporting files within the chat interface. DocSnap’s OCR technology auto-extracts key details to populate form fields, slashing manual data entry by up to 70%.

Requirements

In-Chat Document Capture
"As a tenant, I want to snap or upload my ID documents within the chat so that I can quickly provide required information without leaving the conversation."
Description

Implement an intuitive interface within the chat that allows tenants to snap photos or upload ID documents and supporting files directly. The feature should access the device camera or filesystem, support multiple file types (JPEG, PNG, PDF), and display a preview before submission. It should seamlessly integrate with the chat flow to maintain conversation context and minimize friction in the document submission process.

Acceptance Criteria
Capturing a Clear ID Photo
Given the tenant taps the camera icon in the chat interface when prompted When the device camera launches and the tenant captures a photo Then the system displays the photo preview in the chat with correct orientation, resolution ≥600x400, and format JPEG or PNG
Uploading a PDF Document
Given the tenant selects the upload file option within the chat When the tenant chooses a PDF file from the filesystem Then the system accepts the file, displays its name and page count in the preview, and indicates successful upload
Previewing Uploaded Files
Given the tenant has uploaded one or more files When the files appear in the chat preview panel Then each file shows a thumbnail (for images) or an icon (for PDFs), filename, and file size, and the tenant can remove or replace any file before submission
Maintaining Chat Context During Submission
Given the tenant uploads documents within an ongoing chat session When the upload completes Then the chat flow continues seamlessly with the next prompt, preserving prior messages and context without page reloads
Handling Unsupported File Types
Given the tenant attempts to upload a file with an unsupported format (e.g., .txt, .exe) When the file is selected Then the system rejects the file, displays an inline error message specifying supported formats (JPEG, PNG, PDF), and does not proceed with the upload
High-Accuracy OCR Extraction
"As a tenant, I want the system to auto-extract my document details so that I can save time and reduce manual data entry errors."
Description

Integrate a robust OCR engine capable of auto-extracting key fields (name, date of birth, ID number, expiration date) from uploaded documents. Ensure the engine supports multiple languages and document types, provides confidence scores for each extracted field, and can handle various image qualities. The integration should include fallback retries and logging for quality monitoring and continuous improvement.

Acceptance Criteria
Standard Passport OCR Extraction
Given a clear, high-resolution passport scan in English, When the document is submitted, Then the OCR engine auto-populates the name, date of birth, ID number, and expiration date fields with values matching the source document 1:1.
Low-Resolution Image Handling
Given an uploaded ID image with resolution as low as 300 DPI and moderate visual noise, When processed, Then the engine retries up to 2 times upon initial failure and extracts all required fields with at least 90% character-level accuracy.
Foreign Document OCR Extraction
Given an uploaded national ID document in Spanish or French, When processed, Then the OCR engine correctly extracts key fields and returns the language code matching the document language.
Confidence Score Validation
When any key field is extracted, Then the engine provides a confidence score for each field, and fields with scores below 0.85 are flagged for manual review.
OCR Extraction Logging and Retry Fallback
When extraction fails, Then the system logs the attempt with timestamp and metadata, retries extraction up to 2 additional times, and records success or failure in the audit log for quality monitoring.
Auto-Populate Lease Forms
"As a landlord, I want extracted tenant details to auto-populate lease fields so that I can speed up contract preparation and avoid manual entry mistakes."
Description

Automatically map and populate extracted document data into corresponding form fields within the lease creation workflow. Ensure data validation rules are enforced (e.g., date formats, required fields), and highlight any mismatches or missing values. The system should allow users to review and edit pre-filled fields before final submission to maintain data accuracy.

Acceptance Criteria
ID Document Data Extraction
Given a tenant uploads a clear photo or scan of a government-issued ID document When the OCR engine processes the image Then the system automatically populates the lease form fields for full name, date of birth (in YYYY-MM-DD format), and ID number with the extracted values
Supporting Document Form Population
Given a tenant uploads supporting documents (e.g., proof of income or utility bill) When the OCR engine processes each document Then the system maps and populates corresponding lease fields (e.g., employer name, monthly income, residential address) with extracted data
Validation of Required Fields
Given that the system has populated form fields When the user proceeds to the next step of the lease workflow Then the system checks all required fields are present and formatted correctly (e.g., dates in YYYY-MM-DD, numeric fields contain only digits) And highlights any missing or invalid entries
Mismatch Detection and Highlighting
Given the OCR-extracted data does not match expected patterns or conflicts with existing tenant data When the lease form is populated Then the system flags the mismatched fields And displays a red highlight and descriptive error message next to each affected field
User Review and Editable Fields
Given that the lease form is pre-filled with OCR-extracted data When the user reviews the form before submission Then the user can edit any pre-filled field And the system retains user edits without overwriting them upon further auto-population
Document Validation & Correction Feedback
"As a tenant, I want to review and correct my extracted document details so that I can ensure all information is accurate before submission."
Description

Provide real-time validation of extracted data against expected formats and value ranges, flagging potential errors or low-confidence extractions. Offer inline correction tools that allow users to easily adjust any misread fields before committing data. Display clear error messages and suggestions to guide users in correcting their inputs.

Acceptance Criteria
Real-Time Format Validation Notification
Given a user uploads an ID document with a field that doesn't match the expected format, when OCR extraction completes, then the system highlights the field in red and displays a tooltip specifying the expected format (e.g., MM/DD/YYYY).
Low-Confidence Extraction Flag
Given an OCR confidence score below 80% for any extracted field, when extraction completes, then the system flags the field with a warning icon, displays the confidence percentage, and disables form submission until corrected.
Inline Field Correction Workflow
Given a flagged field, when the user clicks the inline edit icon, then the field becomes editable with the extracted value pre-populated, and upon losing focus, the system revalidates the input automatically.
Error Message and Suggestion Display
Given a user edits a field and the input fails validation rules, when validation runs, then the system displays a clear error message explaining the issue and offers a correction suggestion.
Successful Data Commit Post-Correction
Given all extracted fields meet validation criteria, when the user clicks the Submit button, then the system clears all flags, saves the data, and displays a success confirmation message.
Document Type Recognition & Classification
"As a property manager, I want documents to be correctly classified so that I can apply specific extraction rules and maintain organized records."
Description

Automatically recognize the type of uploaded document (e.g., driver’s license, passport, utility bill) and classify it accordingly. Use a combination of metadata, text patterns, and image analysis to tag documents, enabling tailored field extraction rules and improving OCR accuracy. Store classification data for reporting and audit purposes.

Acceptance Criteria
Driver's License Upload and Recognition
Given a tenant uploads a high-resolution image of a driver’s license, When the system processes the upload, Then the document is automatically classified as a driver’s license and key fields (name, license number, expiration date) are correctly extracted with 95% accuracy.
Passport Upload and Recognition
Given a tenant uploads a clear scan or photo of a passport, When the system applies metadata and image analysis, Then the document is classified as a passport and relevant fields (passport number, nationality, date of birth) are populated correctly.
Utility Bill Upload and Recognition
Given a tenant uploads a utility bill image with visible provider details, When the system analyzes text patterns and metadata, Then it classifies the document as a utility bill and extracts provider name, account number, and billing address into form fields.
Low-Quality Image Handling
Given a tenant uploads an image below the defined resolution threshold or with excessive glare, When the system evaluates image quality, Then it prompts the tenant to re-upload a clearer image before attempting classification.
Classification Data Persistence for Reporting
Given any document is classified, When the classification process completes, Then the system stores the document type and extraction metadata in the database and generates an audit log entry for reporting purposes.

MultiLingua

Offers seamless multilingual chat support, automatically translating guidance and tenant messages into the user’s preferred language. MultiLingua ensures that non-native speakers fully understand lease terms and feel comfortable completing the process.

Requirements

Automatic Language Detection
"As a new tenant, I want the system to detect my preferred language automatically so that I can understand lease terms without manually changing settings."
Description

Implement an algorithm that automatically detects the user’s preferred language based on browser settings or user profile data. This feature ensures that all guidance texts, messages, and lease content are presented in the correct language without manual selection, reducing friction and improving the onboarding experience for non-native speakers.

Acceptance Criteria
Automatic Detection on First Login
Given a new user visits LeaseSpark for the first time with browser language set to Spanish, When the user account page loads, Then all UI labels, help texts, and prompts display in Spanish without manual selection.
Profile Language Preference Applied
Given an existing user has English set in their profile but browser language is French, When the user logs in, Then the application displays content in English as per profile settings.
Unsupported Browser Language Fallback
Given a browser language set to Klingon (unsupported), When the system attempts to detect language, Then it defaults to English and prompts the user to select a supported language manually.
User Manual Override After Detection
Given the system auto-detects Spanish based on browser settings and displays content accordingly, When the user selects German from the language switcher, Then all interface elements immediately update to German.
Lease Document Localization
Given the user’s detected preferred language is French, When generating a new lease document, Then the lease template and all clause texts are produced in French and available for download.
Real-Time Translation Engine
"As a landlord, I want tenant messages to be translated instantly into English so that I can respond quickly and accurately, even if I don’t speak their language."
Description

Integrate a real-time translation service that translates chat messages, system prompts, and lease terms instantly between English and the tenant’s preferred language. The system must support bidirectional translation, maintain contextual accuracy, and handle legal and domain-specific terminology to ensure clarity and compliance.

Acceptance Criteria
Instant Chat Translation for Tenant Inquiry
Given a tenant sends a chat message in Spanish and the landlord’s preferred language is English, When the message is received by the system, Then the landlord sees the translated English text alongside the original Spanish message within 1 second.
Lease Document Translation with Legal Terms
Given a landlord uploads an English lease document and selects French as the target language, When the translation engine processes the document, Then all clauses, definitions, and legal terms are accurately translated into French and validated against a legal terminology glossary.
Bidirectional Messaging in Bilingual Conversations
Given a live chat session between an English-speaking landlord and a Mandarin-speaking tenant, When either party sends a message, Then the system translates the message into the recipient’s language in real time and displays both original and translated text.
Contextual Terminology Consistency Across Sessions
Given a multi-message chat session using domain-specific terms (e.g., “security deposit”), When the same term appears later in the conversation, Then the translation engine uses the identical translated term to ensure consistency throughout the session.
High-Volume Translation Performance Under Load
Given 100 simultaneous translation requests during peak usage, When the system is under load, Then translation latency for each message remains below 2 seconds and translation accuracy remains above 98%.
User Language Preference Settings
"As a property manager, I want to set my default language in my profile so that I always interact with the system in my chosen language."
Description

Provide a settings page where users can view and manually adjust their preferred language. Changes should apply immediately across the dashboard, chat interface, and document templates. The preference should persist across sessions and be stored in the user profile for consistent experience.

Acceptance Criteria
Default Language Load on First Login
Given a new user logs in with no language preference set, when the dashboard loads, then all UI elements, chat interface, and document templates default to the system’s default language (e.g., English).
Immediate Language Change Application
Given a user changes their preferred language on the settings page, when they save the new preference, then the dashboard, chat interface, and document templates immediately reload and display in the selected language without requiring a page refresh or logout.
Persistent Language Preference Across Sessions
Given a user sets a preferred language and logs out, when they log back in later, then the dashboard, chat interface, and document templates are displayed in the previously saved language preference.
Language Preference Applied to Document Templates
Given a user generates or previews a lease document after selecting a language preference, when the document is displayed or downloaded, then all static text, placeholders, and guidance appear in the user’s selected language.
Language Settings Accessibility and Usability
Given a user navigates to the settings page, when they access the language preference option, then the UI presents a dropdown menu listing all supported languages (at least five) with each language name displayed in its native script.
Localized Lease Template Library
"As a landlord, I want to send lease agreements in the tenant’s language so that they can review and sign without misunderstanding critical terms."
Description

Create and manage a library of lease templates translated into supported languages. Templates should preserve legal accuracy and formatting. When a user selects a language, the appropriate version of the lease template is loaded automatically during document creation, ensuring tenants receive documentation they fully understand.

Acceptance Criteria
Upload Translated Template
Given the user is on the template management page When they upload a lease template file tagged with a supported language code Then the system stores the file with the correct language metadata and verifies that all mandatory legal clauses match the base template And confirms that the document’s formatting (fonts, margins, numbering) aligns within a 5% deviation of the original layout
Automatic Template Loading
Given a landlord begins a new lease creation with Spanish set as their preferred language When they initiate the lease creation workflow Then the system automatically loads the Spanish-translated template And all dynamic fields are populated correctly in Spanish
Template Fallback to Default
Given no translated lease template exists for German When the landlord selects German as the language for lease creation Then the system defaults to the English template And displays a notification that a German translation is unavailable with an option to upload one
Template Formatting Preservation
Given a translated lease template has been uploaded When the user previews the template in the application Then all legal sections and formatting (margins, fonts, numbering sequence) match the base template within an acceptable threshold And no layout elements are shifted or truncated
Template Preview in Selected Language
Given the user selects French as the language on the lease creation page When they click the ‘Preview Lease’ button Then the preview displays the full lease in French And includes accurate translations of legal terms and correctly rendered dynamic fields
Custom Glossary and Terminology Management
"As a legal advisor, I want to manage a glossary of terms so that all translated documents use consistent, legally vetted language."
Description

Allow administrators to define and manage a glossary of terms and legal phrases with their approved translations. The translation engine should reference this glossary to ensure consistent use of critical terminology across chat and documents, minimizing legal risk and enhancing translation quality.

Acceptance Criteria
Add New Glossary Term
Given an administrator is on the glossary management page When they submit a new term "Security deposit" with its approved translation in Spanish Then the term appears in the glossary list with the correct translation And the data is persisted in the database And a success message "Term added successfully" displays
Edit Existing Glossary Term Translation
Given an existing glossary entry "Move-in date" with translation "Fecha de mudanza" When the administrator updates the translation to "Fecha de entrada" Then the glossary list shows the updated translation And all future chat and document translations use "Fecha de entrada" for "Move-in date"
Glossary Term Used in Chat Translation
Given a tenant sends a chat message containing the term "Security deposit" When the system processes and translates the chat into Spanish Then the translated message uses the approved glossary term translation "Depósito de garantía" And does not use the default machine translation
Glossary Terms Applied in Document Generation
Given a landlord generates a lease agreement in Spanish When the document is created Then every instance of glossary terms like "Late fee" appears as "Cargo por demora" And matches the approved translations from the glossary And the final PDF reflects these translations
Remove Glossary Term and Update Translations
Given an administrator deletes the glossary entry "Pet deposit" When the deletion is confirmed Then the term is removed from the glossary list And any subsequent chat or document translations revert to the default machine translation for "Pet deposit" And the system logs the deletion action
Translation Audit Logging
"As a compliance officer, I want to review translation logs so that I can verify accuracy and maintain audit trails for regulatory purposes."
Description

Implement logging for all translation operations, capturing original text, translated output, timestamps, user IDs, and translation errors. Provide an admin interface to review logs for quality assurance and compliance auditing, enabling traceability of every translated message and document segment.

Acceptance Criteria
Translation Operation Logging
The system logs original text, translated output, user ID, timestamp, and translation engine metadata for every translation request.
Admin Review Log Filtering
The admin interface allows filtering logs by date range, user ID, translation status, and keywords in original or translated text.
Error Capture on Failed Translations
If a translation fails, the system logs the error code, error message, original text, and marks the log entry with status 'failed'.
Audit Log Timestamp Validation
Each log entry includes an ISO 8601 timestamp accurate to the second, reflecting the exact moment the translation operation occurred.
User ID Association in Logs
Each log entry correctly associates the translation operation with the initiating user’s unique ID and is retrievable in the admin interface.
Log Export Functionality
Admins can export filtered logs to CSV including all logged fields: original text, translated output, user ID, timestamp, and error details.

ReminderRelay

Sends personalized, automated reminders and progress nudges through the chat at key intervals (e.g., unsigned pages, upcoming deadlines). ReminderRelay boosts completion rates and keeps tenants on track without manual follow-up.

Requirements

Automated Reminder Scheduling
"As a property manager, I want the system to automatically schedule reminders based on key lease milestones so that tenants are prompted at the right time without manual effort."
Description

The system automatically schedules and dispatches reminders at configurable intervals based on key lease milestones such as unsigned pages and upcoming deadlines. It integrates with the lease workflow engine to monitor document status in real time, triggering reminders without manual intervention, ensuring tenants receive timely nudges and reducing administrative overhead.

Acceptance Criteria
Unsigned Pages Reminder Scheduling
Given a lease document has one or more pages unsigned for 24 hours, when the threshold elapses, then the system sends a personalized reminder via in-app chat to the tenant, updates the reminder log with timestamp and document ID, and does so without manual intervention.
Configurable Interval Reminder Settings
Given a lease manager configures custom reminder intervals (e.g., 12, 24, 48 hours), when the system processes reminder schedules, then reminders are dispatched at each specified interval and accurately reflect the configured timings in the audit trail.
Upcoming Deadline Notification
Given a lease with an upcoming rental payment or signature deadline within 72 hours, when the time window opens, then the system automatically sends a deadline notification via in-chat message to the tenant, including deadline date and instructions, and confirms delivery status.
Real-Time Status Integration
Given the lease workflow engine updates document status in real time, when a document status changes to 'signed' or 'complete' before a scheduled reminder, then the system cancels any pending reminder for that milestone and logs the cancellation event.
Automated Operation Without Manual Intervention
Given the reminder scheduling feature is enabled, when no user initiates manual reminder dispatch, then the system independently monitors document statuses, triggers reminders based on milestones, and requires no manual oversight for standard workflows.
Dynamic Content Personalization
"As a property manager, I want the reminders to include tenant-specific details so that the messages feel personal and are more effective."
Description

The reminder engine injects tenant-specific data—such as name, property address, and pending document details—into message templates. By leveraging the tenant database and lease metadata, it delivers personalized reminders that increase engagement and response rates while maintaining consistency across all communications.

Acceptance Criteria
Reminder Sent with Correct Tenant Name
Given a tenant record with a valid first and last name when the reminder is generated then the reminder message includes the exact full name as stored in the tenant database
Reminder Includes Accurate Property Address
Given a lease record with a property address when the reminder is generated then the reminder message includes the complete property address matching the lease metadata
Reminder Lists Pending Document Details
Given a tenant has one or more unsigned documents when the reminder is generated then the reminder message lists each pending document name with its respective due date
Reminder Template Consistency Across Channels
Given multiple communication channels (email, SMS, in-app chat) when the reminders are sent then each channel uses the same personalized data placeholders replaced consistently
Fallback Handling for Missing Tenant Data
Given a tenant record missing optional fields when the reminder is generated then the system uses predefined default values or omits the fields without causing errors
Multi-Channel Dispatch
"As a property manager, I want to choose the notification channels to send reminders via email, SMS, or in-app chat so that I can reach tenants through their preferred medium."
Description

The feature supports sending reminders via multiple channels, including in-app chat, email, and SMS. It selects the optimal channel based on tenant preferences and fallback rules, ensuring high deliverability. Configuration options allow property managers to prioritize channels and set limits to control messaging frequency.

Acceptance Criteria
Channel Selection Based on Tenant Preferences
Given a tenant has selected SMS as their primary channel and email as secondary; When a reminder is triggered; Then the system sends the reminder via SMS first and falls back to email if SMS delivery fails.
Fallback Channel Dispatch
Given the tenant's primary channel delivery fails; When the system detects a failure code; Then it automatically retries via the next preferred channel within 5 minutes.
Channel Priority Configuration
Given a property manager sets channel priority order in settings; When a reminder is scheduled; Then the system dispatches messages following the configured order for each tenant.
Messaging Frequency Limit Enforcement
Given frequency limits are set for reminders; When multiple reminders are queued within the limit window; Then the system caps messages per channel per tenant to the configured maximum and postpones excess reminders.
Dispatch Confirmation Logging
Given a reminder is dispatched via any channel; When the message is sent or fails; Then the system logs the timestamp, channel used, tenant ID, and delivery status in the dashboard.
Template Customization
"As a property manager, I want to create customizable reminder templates so that notifications align with my branding and tone."
Description

Administrators can create and manage reminder templates using a drag-and-drop editor with placeholder tokens for dynamic data. Templates support rich text formatting and branding elements, enabling property managers to maintain consistent messaging and tone. Version control ensures changes are tracked and reversible.

Acceptance Criteria
Template Creation via Drag-and-Drop
Given an administrator opens the reminder template editor When they drag text blocks, images, and button elements onto the canvas and arrange them Then the editor displays the elements in the correct positions and the administrator can save the template successfully
Dynamic Placeholder Insertion
Given a reminder template is open in the editor When an administrator inserts a placeholder token for tenant name, due date, or property address Then the token is added to the template and renders sample dynamic data correctly in the preview
Rich Text Formatting and Branding
Given an administrator applies bold, italics, font color, and uploads a logo or custom header When they format text and add branding elements Then the preview reflects the rich text styles and displays the uploaded assets at the correct resolution
Version Control and Change Tracking
Given an administrator edits an existing template and saves changes When the template is updated Then a new version entry is created in the version history with timestamp and author details and the administrator can revert to any previous version
Preview and Finalize Reminder Template
Given an administrator clicks 'Preview' on a completed template When the system populates all placeholder tokens with real or sample data Then the preview matches the final reminder appearance and the administrator can confirm or cancel before publishing
Escalation Workflow
"As a property manager, I want to set escalation rules that notify me if tenants ignore reminders so that I can follow up promptly and reduce delays."
Description

Configurable escalation rules trigger secondary notifications when initial reminders go unacknowledged. After a specified threshold, the system escalates alerts to landlords or property managers via their preferred channel, including summary dashboards and email digests, reducing delays and ensuring accountability.

Acceptance Criteria
Threshold-Based Escalation Trigger
Given a tenant hasn’t acknowledged any reminders within the defined threshold period, when the threshold is reached, then the system sends a secondary notification to the property manager via their preferred channel within 5 minutes.
Channel Preference Respect
Given multiple landlord contact methods are configured, when an escalation is triggered, then the alert is sent only via the landlord’s highest-priority channel as specified in their settings.
Escalation Summary Dashboard Update
Given an escalation has occurred, when the landlord logs into the dashboard, then the escalation event is displayed in the summary view with timestamp, tenant name, lease ID, and reminder count.
Email Digest for Multiple Escalations
Given more than three escalations occur within 24 hours, when the daily digest time arrives, then the system compiles an email digest listing all escalations and sends it to the landlord’s email.
Manual Override Cancellation
Given an escalation is pending, when the property manager manually acknowledges or resolves the underlying lease action, then the pending escalation notification is cancelled and no alert is sent.
Completion Analytics
"As a property manager, I want to view analytics on reminder performance so that I can optimize messaging strategies and improve completion rates."
Description

A built-in analytics module tracks reminder performance metrics—such as open rates, click-through rates, and time-to-completion—displayed on a dedicated dashboard. Insights help property managers identify bottlenecks, refine reminder cadence, and measure the feature’s impact on document completion rates.

Acceptance Criteria
Dashboard Metrics Initialization
Given the property manager navigates to the Analytics dashboard, when the dashboard loads, then the module displays a metrics overview including open rate, click-through rate, and average time-to-completion.
Open Rate Calculation Accuracy
Open rate is calculated as the number of tenants who opened reminders divided by the total number of reminders sent, matching backend data within a 1% margin of error.
Click-Through Rate Tracking
Click-through rate is displayed as the percentage of opened reminders with at least one link clicked, updated in real time and aligned with event logs.
Time-to-Completion Reporting
Average time-to-completion is computed from reminder sent timestamp to document fully signed timestamp, updated daily and displayed on the dashboard.
Bottleneck Identification Insights
The dashboard highlights the reminder stage with the highest drop-off rate, enabling managers to identify which reminder step requires attention.

FeedbackLoop

Prompts tenants to rate their signing experience and submit comments once the lease is complete. FeedbackLoop gathers actionable insights to continuously refine the onboarding chat experience and address pain points.

Requirements

Feedback Prompt Trigger
"As a tenant, I want to be asked for feedback right after I complete my lease so that I can share my experience while it’s fresh."
Description

Implement a mechanism that automatically prompts tenants to rate their signing experience immediately after lease completion. This system should detect when all required e-signatures have been submitted and the lease is finalized, then deliver a concise feedback prompt within the LeaseSpark interface or via email. Integration with the existing notification engine is required to ensure reliable delivery, with fallback to email in case the in-app prompt is missed. The feature enhances user engagement and ensures timely collection of tenant insights.

Acceptance Criteria
In-App Prompt on Lease Completion
Given all required e-signatures are submitted by the tenant When the final signature is received and the lease status updates to 'Completed' Then the system displays an in-app feedback prompt within 5 seconds with rating stars and a comment field.
Email Fallback for Missed In-App Prompt
Given the in-app prompt was not displayed or the tenant did not interact within 1 minute When the system detects no user response Then the notification engine sends an email feedback request to the tenant's registered email within 2 minutes.
Real-Time Detection of Signature Completion
Given multiple parties need to sign the lease When the last party signs Then the system immediately updates the lease status to 'Complete' and triggers the feedback prompt mechanism without manual intervention.
Notification Engine Integration Verification
Given the notification engine is configured When a feedback prompt needs to be sent Then the system logs the feedback notification event with timestamp, channel (in-app or email), and tenant ID in the notification audit log.
Tenant Feedback Submission Capture
Given the tenant completes the rating and submits comments When the tenant clicks 'Submit' Then the system stores the rating (1-5) and comments in the FeedbackLoop database and displays a 'Thank you' confirmation message within the interface.
Rating Scale Integration
"As a property manager, I want tenants to easily rate their signing experience so that I can measure overall satisfaction trends."
Description

Design and integrate a standardized rating scale (e.g., 1–5 stars) into the feedback prompt to quantify tenant satisfaction with the signing process. The scale must be visually intuitive, mobile-responsive, and accessible, allowing tenants to quickly select their rating. Data from the rating scale should be captured in the database and tagged with metadata like timestamp, property ID, and user ID for subsequent analysis.

Acceptance Criteria
Desktop Rating Prompt Display
Given a tenant has completed the lease signing on a desktop browser, when the feedback prompt appears, then a 1–5 star rating scale is displayed prominently within the viewport without horizontal scrolling, and clicking a star highlights the selected rating visually.
Mobile Rating Prompt Display
Given a tenant has completed the lease signing on a mobile device, when the feedback prompt appears, then the 1–5 star rating scale adjusts to fit the screen width, each star has a minimum touch target of 44x44 pixels, and tapping a star registers the selection correctly.
Accessible Rating Selection
Given a tenant uses a keyboard or screen reader, when navigating to the rating component, then each star is focusable in sequence, each has an ARIA label indicating its numeric value, and selecting a star announces the chosen rating.
Rating Submission and Data Capture
Given a tenant selects a star rating and submits the feedback, when the submission is confirmed, then the application stores the numeric rating in the database and displays a 'Thank you' confirmation message.
Rating Metadata Recording
Given a tenant’s rating is stored, then the database record for that rating includes the timestamp of submission, the associated property ID, and the tenant’s user ID for subsequent analysis.
Comment Submission Interface
"As a landlord, I want tenants to leave comments on their signing experience so that I can understand specific pain points and suggestions."
Description

Provide an optional text field following the rating scale for tenants to enter free-form comments. This field should support character limits, allow multiline input, and preserve basic formatting. Input must be validated for length and sanitized to prevent XSS attacks. Collected comments should be stored securely and linked to the corresponding rating entry, enabling detailed qualitative feedback.

Acceptance Criteria
Comment Field Display After Rating
Given the tenant completes the rating, When the feedback screen loads, Then an optional multiline text field with character counter is displayed below the rating scale, allowing free-form input up to 500 characters.
Character Limit Enforcement
Given the tenant enters more than 500 characters in the comment field, When they attempt to submit, Then an inline error message appears and submission is blocked until the input is within the limit.
Basic Formatting Preservation
Given the tenant uses basic formatting (bold, italics, bullet points) in the comment field, When the comment is saved and later retrieved, Then the formatting is preserved and rendered correctly in the UI.
XSS Sanitization
Given the tenant includes potentially malicious scripts or tags in the comment, When the comment is submitted and stored, Then all HTML and script content is sanitized/escaped to prevent XSS vulnerabilities.
Secure Storage and Linkage
Given the tenant submits a comment, When the backend processes the submission, Then the comment is encrypted in storage, linked to the corresponding rating entry, and retrievable via the rating ID.
Feedback Analytics Dashboard
"As a property manager, I want to view and analyze tenant feedback in a dashboard so that I can identify areas for improvement in the onboarding process."
Description

Create a dashboard within the LeaseSpark admin panel that aggregates and visualizes feedback data. This dashboard should include metrics such as average rating per property, number of feedback entries over time, and common keywords from comments. Visual elements like charts, trend lines, and filters by date, property, or rating range must be provided. The dashboard supports data export in CSV format for deeper analysis.

Acceptance Criteria
Average Rating Chart Display
Given the admin opens the Feedback Analytics Dashboard, when the dashboard loads, then a bar chart displays each property’s average rating rounded to two decimals, and hovering over a bar shows its exact value.
Feedback Trend Line Visualization
Given the admin selects a date range, when the dashboard updates, then a line chart renders the number of feedback entries per day within that range with correctly plotted points and connected trend lines.
Dashboard Filtering Functionality
Given the admin applies filters by date, property, or rating range, when filters are applied, then all dashboard metrics and visualizations update to reflect only the filtered feedback data.
Common Keywords Visualization
Given the dashboard displays comment analysis, when the admin views the common keywords section, then a word cloud shows the top 20 keywords sized proportionally to frequency, and clicking a keyword filters the feedback list by comments containing that keyword.
CSV Data Export
Given the admin clicks the Export CSV button, when the export completes, then a CSV file downloads containing columns for feedback ID, property, date, rating, and comment, named "feedback_export_<timestamp>.csv", and all rows match the current dashboard filters.
Notification and Follow-up System
"As a system administrator, I want to send reminders to tenants who haven’t provided feedback so that we maximize response rates without overwhelming users."
Description

Implement an automated follow-up mechanism to remind tenants who have not submitted feedback after a configurable interval (e.g., 48 hours). The system should send a gentle reminder via email or in-app notification, with customizable templates for tone and content. It must track delivery and open rates, avoiding excessive reminders, and allow admins to disable follow-ups for specific leases.

Acceptance Criteria
Initial Feedback Reminder After Interval
Given a tenant has not submitted feedback within the configured 48-hour interval, when the interval elapses, then the system sends a reminder via email or in-app notification using the active template, and logs the reminder dispatch.
Template Customization for Reminder Content
Given an admin accesses the follow-up settings, when the admin updates the reminder template content and tone, then the system saves the new template and applies it to subsequent reminders.
Delivery and Open Rate Tracking
Given a reminder notification is sent, when the notification is delivered and opened, then the system records delivery status and open event in the analytics dashboard within 5 minutes.
Preventing Excessive Reminders
Given a tenant has received the maximum number of reminders without submitting feedback, when the system evaluates the reminders count, then no additional reminders are sent beyond the configured maximum.
Admin Controls to Disable Follow-ups
Given an admin chooses to disable follow-ups for a specific lease, when the toggle is switched off, then the system stops scheduling and sending reminders for that lease, and updates the lease settings accordingly.

SmartCapture

Automatically detects and frames tenant IDs and documents using advanced edge detection and low-light optimization, ensuring clear, high-quality scans every time without manual adjustments.

Requirements

Adaptive Edge Detection
"As a landlord using the mobile app, I want the app to automatically detect and frame the edges of tenant IDs and documents so that I can capture clear and complete scans without manual adjustments."
Description

Dynamically calibrates edge detection parameters to automatically identify and frame the borders of tenant IDs and documents under varying shapes and lighting conditions. Integrates with the mobile camera pipeline to ensure consistent, clear framing without user intervention, reducing misaligned or incomplete scans.

Acceptance Criteria
Edge Detection in Standard Lighting
Given the ambient lighting is between 300–500 lux, when a tenant captures an ID or document, then the system must automatically detect and frame all four borders with a maximum deviation of 10 pixels and display a clear bounding box in the preview.
Adaptive Capture in Low-Light Conditions
Given the ambient lighting is below 100 lux, when a tenant initiates a capture, then the system must apply low-light optimization, detect document edges accurately, and frame the document with at least 90% border detection accuracy.
Handling Irregularly Shaped Documents
Given a document with non-rectangular or curved edges, when captured, then the adaptive algorithm must identify and outline at least 90% of the document’s true border and present a correctly shaped bounding polygon.
Automatic Rotation and Framing of Tilted Documents
Given a document tilted up to 45 degrees, when captured, then the system must auto-rotate the image to upright orientation and frame the document with edge alignment error less than 15 pixels.
Detection with Partial Occlusion
Given up to 20% of a document’s edges are occluded or obscured, when captured, then the algorithm must reconstruct missing border segments, frame the complete document with at least 85% accuracy, and notify the user if accuracy falls below threshold.
Low-Light Image Enhancement
"As a property manager who often needs to scan documents in dimly lit environments, I want the app to enhance image clarity automatically so that my scans are always legible and usable."
Description

Implements advanced image processing algorithms to optimize brightness, reduce noise, and enhance clarity in low-light environments. Seamlessly integrates with the capture module to ensure high-quality scans regardless of ambient lighting, minimizing the need for external lighting or retakes.

Acceptance Criteria
Tenant ID Capture in Dim Light
Given ambient illumination below 50 lux When capturing tenant ID Then brightness is enhanced by at least 40%, image noise is reduced by 30%, resulting in a clearly legible ID with OCR success rate ≥ 98%.
Document Scan in Underground Parking Garage
Given ambient illumination below 20 lux When scanning a lease document Then the processed image maintains an average brightness level between 100-150 (pixel intensity), achieves a signal-to-noise ratio ≥ 20 dB, and ensures all text characters are legible.
Low-Light Batch Scanning Session
Given a batch of ≥ 10 documents captured under < 100 lux When processed sequentially Then total processing time per image ≤ 1 second and image quality metrics (brightness and noise) meet thresholds defined for individual captures in ≥ 95% of images.
Real-Time Preview Under Low Ambient Light
Given ambient light < 30 lux When previewing the image on the UI Then preview brightness auto-adjusts to simulate well-lit conditions, and the discrepancy between preview and final image brightness histogram variance is ≤ 5%.
Nighttime Signature Verification Scan
Given a signature capture at ambient light < 25 lux When the image is enhanced Then signature strokes have a contrast ratio ≥ 4:1 against the background, enabling the digital signature matching algorithm to achieve ≥ 99% accuracy.
Auto-Crop and Deskew
"As a landlord, I want the system to automatically crop and straighten scanned documents so that the final images are correctly aligned and ready for upload without manual cropping."
Description

Automatically detects document boundaries, crops out surrounding background, and corrects skew to produce properly aligned and trimmed images. Ensures that all captured documents meet size and orientation requirements for digital submission without manual editing.

Acceptance Criteria
Standard Document Capture
Given a standard-lit, front-facing document image, When processed, Then the output image is cropped exactly to the document edges with all background removed and aligned within 2° of horizontal.
Angled Document Capture
Given a document captured at an angle up to 30°, When processed, Then the system auto-detects edges, corrects skew so text lines are horizontal, and crops precisely to document borders.
Cluttered Background Capture
Given a document placed on a visually complex background, When processed, Then the algorithm isolates the document boundary, removes all non-document areas, and produces a clean, cropped image.
Variable Document Size Capture
Given documents of different standard sizes (e.g., ID card, passport page, utility bill), When processed, Then each output image adheres to predefined size rules and maintains correct aspect ratio without distortion.
Low-Light Document Capture
Given a document image captured in low-light conditions, When processed with edge detection and illumination correction, Then the resulting image is correctly cropped and deskewed while preserving readability.
Document Type Identification
"As a landlord, I want the app to identify the type of document automatically so that it can apply the correct scanning presets and reduce processing errors."
Description

Uses machine learning to classify scanned images into document categories (e.g., government ID, lease agreement, utility bill) and apply tailored capture and processing workflows. Enhances accuracy by adjusting edge detection and image corrections based on document type.

Acceptance Criteria
Government ID Classification Scenario
Given a scanned government-issued ID, when processed by the system, then the machine learning model classifies it as 'Government ID' with at least 90% confidence and applies the predefined high-contrast edge detection and de-skew algorithms before saving.
Lease Agreement Classification Scenario
Given a scanned lease agreement document, when processed, then the model identifies it as 'Lease Agreement' with at least 85% confidence, automatically applies low-light optimization disabled profile, and correctly crops dual-page spreads.
Utility Bill Classification Scenario
Given a scanned utility bill, when run through the system, then it is classified as 'Utility Bill' with at least 80% confidence, and the system adjusts brightness and contrast parameters to ensure all printed text is legible in the output image.
Unsupported Document Handling Scenario
Given a scanned document that doesn’t match any trained category, when processed, then the system flags it as 'Unknown Document' and prompts the user to manually select a category or reject the scan.
Batch Processing Classification Scenario
Given a batch of mixed document scans, when processed sequentially, then each document is classified correctly with the respective confidence thresholds (≥90% ID, ≥85% Lease, ≥80% Utility), and appropriate workflows are applied without manual intervention.
Real-Time Scan Quality Feedback
"As a landlord, I want immediate feedback on scan quality so that I can retake blurry or poorly framed scans before finalizing."
Description

Provides instant visual indicators on the camera preview for focus, glare, blur, and framing issues. Guides users to adjust positioning or lighting before capture, ensuring only high-quality, usable scans are submitted.

Acceptance Criteria
Low-Light Environment Adjustment
Given the camera preview in an environment with illumination below preset threshold, When the user points the camera at the document, Then a low-light warning icon and guidance message appear within 200ms advising the user to increase lighting or enable flash.
Glare Detection and Warning
Given the camera preview capturing a reflective surface, When detected specular highlights cover more than 15% of the document area, Then the preview overlay highlights glare regions in red and displays a glare warning message.
Focus Confirmation Indicator
Given the camera preview, When the computed image sharpness score meets or exceeds the defined focus threshold, Then a green focus indicator appears on the preview frame confirming optimal focus; otherwise a yellow reticle prompts adjustment.
Framing Guidance Assistance
Given the camera preview, When the live document edges align within the predefined framing rectangle, Then the rectangle border turns green; if edges are outside by more than 5% of the frame, Then it turns red and prompts repositioning.
Real-Time Scan Quality Summary
Given the user has adjusted lighting, focus, glare, and framing based on feedback, When all individual quality metrics pass their respective thresholds, Then a ‘Ready to Capture’ badge appears and the capture button becomes active.

StatementExtract

Intelligently parses bank statements and supporting documents to identify key financial details—such as income and account numbers—cutting manual review time in half and reducing errors.

Requirements

Bank Statement Upload API
"As a landlord, I want to securely upload tenant bank statements in various formats so that the system can parse financial details without manual data entry."
Description

Implement a secure API endpoint to upload tenant bank statements and supporting documents in multiple formats (PDF, JPEG, PNG), with automated virus scanning, encryption in transit and at rest, and storage in a compliant document repository.

Acceptance Criteria
Valid PDF Bank Statement Upload
Given a tenant submits a multi-part/form-data POST request to /api/v1/bank-statements with a valid PDF file (content-type application/pdf) When the API processes the file Then the API responds with HTTP 200 OK and returns a JSON body containing a unique documentId and status 'Uploaded'
Valid Image Bank Statement Upload
Given a tenant submits a multi-part/form-data POST request to /api/v1/bank-statements with a valid JPEG or PNG image (content-type image/jpeg or image/png) When the API processes the file Then the API responds with HTTP 200 OK and returns a JSON body containing a unique documentId and status 'Uploaded'
Rejected Upload of Unsupported File Format
Given a tenant submits a POST request with a file whose extension and content-type are not one of PDF, JPEG, or PNG When the API validates the file type Then the API responds with HTTP 415 Unsupported Media Type and returns an error code 'UNSUPPORTED_FILE_FORMAT'
Blocked Upload of Infected Document
Given a tenant uploads a file containing a known virus signature When the automated virus scanner processes the file Then the API rejects the upload, responds with HTTP 400 Bad Request, and returns an error code 'VIRUS_DETECTED' without storing the file
Ensure Data Encryption In Transit and At Rest
Given a tenant uploads any supported document When the file is transmitted Then the connection uses TLS 1.2 or higher And when the file is stored Then it is encrypted at rest using AES-256 (verify via transport logs and storage metadata)
Document Stored in Compliant Repository
Given a successful upload When the API stores the document Then the file is saved in the compliant document repository with private access permissions, retention policy applied, and metadata (upload timestamp, documentId) recorded (verify via repository API)
Document Parsing Engine
"As a property manager, I want the system to automatically parse financial information from bank statements so that I can reduce manual review time and errors."
Description

Develop a robust parsing engine leveraging OCR and pattern recognition to extract key financial details—including income, account numbers, balances, and transaction dates—from uploaded statements with at least 95% accuracy, integrating results into LeaseSpark’s data model.

Acceptance Criteria
Single-Page Statement Upload and Extraction
Given a high-resolution single-page bank statement document, When the document parsing engine processes the upload, Then it extracts the customer's income, account number, current balance, and transaction dates with at least 95% overall accuracy.
Multi-Page Statement Handling
Given a multi-page bank statement split across two or more pages, When the parsing engine processes the concatenated document, Then it correctly associates and extracts financial details across all pages, producing a consolidated data set with at least 95% accuracy.
Legible vs. Poor-Quality Document Parsing
Given a document scanned at 200 dpi or lower or containing noise, When the parsing engine applies OCR and pattern recognition, Then it extracts required financial fields with at least 90% accuracy and flags any fields with confidence below 80% for manual review.
Real-Time Data Integration into LeaseSpark Model
Given successful extraction of all required financial details, When the data is processed by the engine, Then it maps and stores the extracted data into LeaseSpark's data model and displays it on the real-time dashboard within 5 seconds.
Error Reporting and User Feedback Mechanism
Given a document with extraction errors or low-confidence results, When the engine completes processing, Then the system generates a detailed error report listing fields with confidence scores below threshold and prompts the user to upload a clearer document or confirm corrected values.
Data Validation and Error Handling
"As a landlord, I want the system to validate extracted financial data and notify me of discrepancies so that I can ensure the accuracy of tenant profiles."
Description

Validate extracted financial data against predefined rules (e.g., income thresholds, account number formats), flag discrepancies or missing fields, provide actionable feedback for users, and log all validation events for auditing and compliance.

Acceptance Criteria
Income Threshold Validation
Given an extracted income value below the predefined threshold, when validation is performed, then the system flags the income field as 'Below Threshold' and prompts the user with 'Income below acceptable threshold'. Given an extracted income value at or above the threshold, when validation is performed, then the field passes validation without error.
Account Number Format Check
Given an extracted account number that does not match the required regex pattern, when validation runs, then the system flags the account number field as invalid and displays 'Invalid account number format'. Given an extracted account number matching the pattern, when validation runs, then the system accepts the value.
Missing Field Detection
Given a bank statement missing required financial fields (e.g., account number, income), when validation runs, then the system identifies each missing field and presents an error message for each missing field.
User Feedback on Discrepancies
Given any flagged discrepancies or missing fields after validation, when the user reviews validation results, then the system displays actionable feedback messages guiding the user to correct each issue.
Audit Logging of Validation Events
Given a validation event occurs for a statement, when validation completes, then the system logs the event with timestamp, user ID, statement ID, validation status, and details of any discrepancies.
Review and Correction Interface
"As a small property manager, I want to review and correct parsed financial details in one interface so that I can finalize tenant financial profiles quickly."
Description

Create an intuitive UI component that displays parsed data alongside document thumbnails, allows users to verify and manually edit fields, highlights flagged errors, supports bulk corrections, and tracks change history per tenant file.

Acceptance Criteria
Field-by-Field Review
Given a parsed data field is displayed, When the user clicks on the field, Then the user can edit the value, save the changes, and see the updated value reflected immediately.
Thumbnail Document Preview
Given a parsed entry with an associated document, When the user clicks its thumbnail, Then a full-size preview opens in a modal or side pane without losing the context of the main UI.
Flagged Errors Highlight
Given the parser detects an inconsistency, Then the affected field is highlighted with a red border and a tooltip displays the error message, guiding the user to correct it.
Bulk Correction Mode
Given multiple parsed entries are selected, When the user applies a bulk edit action, Then the change is applied to all selected entries in one operation and reflected immediately.
Change History Tracking
Given any manual edit is made, Then the system logs the change with timestamp, previous value, new value, and user ID, and the user can view this history for each field.
Financial Insights Dashboard Integration
"As an independent landlord, I want to view summarized financial insights from tenant bank statements on my dashboard so that I can make informed leasing decisions faster."
Description

Integrate parsed financial data into the LeaseSpark dashboard, enabling landlords to filter, aggregate, and visualize tenant income metrics and account activity trends, with exportable summary reports.

Acceptance Criteria
Tenant Income Metrics Display
Given a landlord selects a tenant profile on the dashboard, when the system loads the tenant’s financial insights, then the dashboard displays accurate monthly average income, highest income, and lowest income parsed from the last 12 months of bank statement data.
Account Activity Trends Visualization
Given a landlord navigates to the ‘Activity Trends’ view, when they choose a specific date range filter, then the system renders a line chart showing daily balance variations for that range with correctly plotted data points.
Data Filtering by Date Range
Given a landlord applies a date range filter on the financial dashboard, when they click ‘Apply,’ then only parsed transactions and summary metrics within the selected range are displayed and updated instantly.
Aggregate Metrics Summary Export
Given a landlord clicks the ‘Export Summary’ button, when they select CSV or PDF format, then the system generates and downloads a file containing the current tenant income metrics and activity trends matching the applied filters.
Performance under Data Load
Given the dashboard contains up to 24 months of parsed statement data, when a landlord requests visualization or export, then the dashboard responds within 3 seconds and displays or exports the correct data without errors.

AutoMap Fields

Seamlessly maps extracted data from scanned documents into corresponding lease form fields in real time, eliminating manual entry and accelerating the onboarding process by up to 70%.

Requirements

Label Recognition Engine
"As a property manager, I want the system to accurately identify and map field labels from varied lease documents so that I don't have to manually configure mappings for each new document format."
Description

The system shall use OCR combined with natural language processing to detect and extract field labels from scanned lease documents, matching them to the corresponding standardized lease form fields in real time. This functionality will reduce manual data entry, increase accuracy by interpreting variations in terminology, and seamlessly integrate with the AutoMap Fields feature to streamline tenant onboarding.

Acceptance Criteria
Label Detection Accuracy for Standard Lease Fields
Given a scanned lease document, when the Label Recognition Engine processes it, then it correctly identifies at least 95% of predefined standard lease field labels irrespective of font or formatting variations.
Mapping Extracted Labels to Lease Form Fields
Given extracted field labels, when the engine maps them to the standardized lease form, then all labels are matched with 100% accuracy in the real-time dashboard.
Recognition of Synonymous Field Terminology
Given non-standard or synonymous label terms in a lease (e.g., ‘Commencement Date’), when processed, then the engine maps them to the correct standardized form field with no manual intervention.
Real-time Field Mapping at Scale
Given a concurrent batch of 50 scanned lease documents, when processed, then field mapping for each document completes within 5 seconds without dropping accuracy below 90%.
Label Recognition on Low-Quality Scans
Given scanned documents with low resolution or moderate noise, when processed, then the engine extracts and correctly maps at least 90% of labels without requiring manual corrections.
Data Type Validation
"As a landlord, I want the system to validate that extracted values match the required data types so that I can trust the accuracy of auto-mapped fields without manual cross-checking."
Description

The system shall validate extracted data against expected data types—such as dates, currency amounts, and text lengths—ensuring that only correctly formatted information is populated into lease form fields. Invalid or ambiguous data will trigger validation alerts, prompting either automated correction suggestions or manual review, thus maintaining data integrity and reducing processing errors.

Acceptance Criteria
Valid Date Extraction
Given a scanned lease document contains a move-in date field formatted as 'MM/DD/YYYY', when AutoMap extracts the date, then the system populates the lease form move-in date field with the exact value and marks it as valid.
Currency Amount Validation
Given a scanned lease document contains a rent amount field with a value including currency symbol and decimals, when AutoMap extracts the amount, then the system accepts and populates the value only if it matches the expected currency format (e.g., '$1,200.00') and raises a validation alert otherwise.
Text Length Constraints
Given a scanned lease document contains a tenant name field longer than the maximum allowed length of 50 characters, when AutoMap maps the field, then the system truncates the input to 50 characters, flags a warning for review, and retains the original data in the audit log.
Ambiguous Data Detection
Given a scanned lease document contains an ambiguous date like '03/04/05', when AutoMap processes the field, then the system triggers a validation alert indicating ambiguity, suggests possible formats for manual confirmation, and does not auto-populate until resolved.
Automated Correction Suggestion Trigger
Given AutoMap encounters a currency amount missing decimal places in a scanned document, when the system validation runs, then it suggests appending '.00' to the extracted value, provides an option to accept or reject the suggestion, and logs the action taken.
Confidence Threshold & Manual Review
"As an independent landlord, I want to review low-confidence mappings so that I can correct any potential misinterpretations before sending documents to tenants."
Description

The system shall assign a confidence score to each field mapping based on OCR and NLP certainty levels. Mappings below a configurable confidence threshold will be flagged for manual review, providing reviewers with a clear interface to confirm or correct values before finalizing the lease document, thereby balancing automation with quality control.

Acceptance Criteria
Flagging Low-Confidence Mappings
Given a mapped field with a confidence score below the configured threshold, When the mapping completes, Then the field is flagged for manual review in the review interface.
Configurable Threshold Adjustment
Given an administrator updates the confidence threshold in system settings, When the new threshold is saved, Then the system applies the updated threshold to all subsequent mapping operations.
Manual Review Correction Workflow
Given a flagged field in the manual review interface, When the reviewer corrects or confirms the value, Then the system saves the updated value and removes the flag.
Confirmation of Corrected Values
Given a corrected field has been confirmed by the reviewer, When the final lease document is generated, Then the confirmed value is correctly reflected in the document.
Batch Review Efficiency
Given multiple flagged fields across one or more documents, When accessed in batch review mode, Then the reviewer can address all flagged fields in a single session and each change is persisted correctly.
Custom Mapping Overrides
"As an admin, I want to set custom mapping rules for unique lease templates so that recurring special fields are auto-mapped without requiring manual intervention each time."
Description

The system shall allow administrators to define custom mapping rules and exceptions for specific lease templates or uncommon field labels. These overrides will persist across uploads, enabling rapid adaptation to unique document structures and ensuring that specialized fields are correctly handled by AutoMap Fields.

Acceptance Criteria
Define New Custom Mapping Rule
Given an administrator selects a lease template and an extracted label, When they assign the label to a specific form field and save, Then the custom mapping rule is stored successfully and listed under overrides.
Persist Overrides Across Uploads
Given a saved custom mapping override, When a new document matching the template is uploaded, Then AutoMap applies the override rule instead of default mapping without manual intervention.
Edit Existing Custom Mapping Override
Given an existing override rule, When an administrator updates the target field or label and saves, Then the override reflects the changes immediately and applies on subsequent uploads.
Delete Custom Mapping Override
Given an override rule in the override list, When an administrator deletes the rule, Then the override is removed and AutoMap reverts to default mapping for that label on future document uploads.
Handle Conflicting Mapping Rules
Given multiple overrides for the same label on a template, When an administrator saves a higher-priority rule, Then AutoMap applies the rule with the highest priority and logs a warning about the conflict.
Real-Time Mapping Preview
"As a small property manager, I want to see a real-time preview of auto-mapped fields so that I can quickly verify and adjust mappings before finalizing the lease."
Description

The system shall display a live preview of extracted values mapped into the lease form interface immediately after document upload, highlighting any unmapped fields or warnings. This preview allows users to verify mappings on the spot, adjust configurations if needed, and confirm accuracy before proceeding to e-signature steps.

Acceptance Criteria
Immediate Display of Mapped Data
Given a user uploads a supported document When the extraction process completes Then the live preview populates all corresponding lease form fields with extracted values within 2 seconds.
Unmapped Fields Highlighted
Given one or more lease form fields receive no extracted data When the live preview is displayed Then each unmapped field is highlighted in yellow and displays a warning icon.
Dynamic Mapping Configuration Updates
Given the user adjusts field mapping configurations in the settings panel When the changes are saved Then the live preview refreshes immediately to reflect the updated mappings without requiring a document re-upload.
Low Confidence Mapping Warnings
Given an extracted value’s confidence score falls below the threshold When the preview displays that mapped field Then a warning tooltip appears on the field indicating low confidence and prompting manual verification.
Multiple Document Preview Handling
Given the user uploads multiple documents back-to-back When each document’s extraction completes Then the preview updates for each document in sequence within 3 seconds and clears the previous document’s data before showing the new preview.

Real-Time Validation

Instantly verifies extracted information against predefined patterns and databases (e.g., date formats, ID number checks) to catch inconsistencies or errors on the spot, preventing downstream issues.

Requirements

Pattern-based Field Validation
"As a landlord, I want the system to instantly flag incorrectly formatted dates and ID numbers so that I can correct errors immediately and avoid processing invalid lease information."
Description

Implement real-time validation of form fields by matching extracted inputs against predefined patterns such as date formats, phone numbers, and ID numbers. This validation should occur immediately as users enter or upload data, highlighting any deviations from the expected format and preventing invalid entries from proceeding further in the workflow.

Acceptance Criteria
Date Field Format Validation
Given a user enters a lease date in the date field When the user finishes input Then the system must validate that the date matches the YYYY-MM-DD pattern and display an inline error message if it does not.
Phone Number Pattern Matching
Given a user inputs a phone number in the contact field When the user finishes typing Then the system must verify the input matches a 10-digit pattern (with optional separators) and display an error message if invalid.
Government ID Number Pattern Validation
Given a user enters a government ID number When the input is entered Then the system must validate the ID against a predefined regex pattern and highlight the field with an error message if it does not match.
Real-Time Error Display
Given any form field fails pattern validation When invalid data is detected Then the system must instantly highlight the field in red and display a descriptive inline error message.
Prevent Submission on Invalid Data
Given the form contains one or more invalid fields When the user attempts to proceed to the next step Then the system must disable the submit button and block navigation until all validation errors are resolved.
Database Cross-Reference Check
"As a property manager, I want the system to verify tenant IDs against authoritative databases so that I can ensure data accuracy and reduce fraud risks."
Description

Enable real-time cross-referencing of extracted tenant information against external or internal databases, such as government ID registries or previously stored tenant records. This check should verify authenticity and consistency of data like social security numbers or driver’s license IDs, alerting users to potential mismatches or duplicates before finalizing the lease.

Acceptance Criteria
New Tenant SSN Verification
Given a landlord enters a new tenant’s SSN, When the system performs a real-time cross-reference against the government SSN registry, Then any mismatch is flagged, an error message is displayed, and the lease cannot be finalized until corrected.
Existing Tenant Duplicate Detection
Given a landlord enters tenant information that matches an existing record, When the system checks internal tenant records, Then it identifies potential duplicates, alerts the user with matching record details, and requires confirmation before proceeding.
Invalid ID Format Detection
Given a landlord inputs a driver’s license number, When the system validates the format against predefined patterns, Then invalid formats are rejected immediately with a clear error message specifying the required format.
Government Registry Cross-Check
Given a tenant’s provided ID number, When the system queries an external government database, Then it verifies authenticity, and if the ID is not found or expired, alerts the user and prevents lease completion.
Manual Override Audit Logging
Given an administrator overrides a flagged mismatch, When the override is confirmed, Then the system logs the override action with user details, timestamp, and reason, and displays the audit log entry to the administrator.
Dynamic Error Feedback
"As a user filling out a lease form, I want clear, on-the-spot guidance when I enter invalid information so that I can quickly fix mistakes and complete the form without confusion."
Description

Provide users with contextual, field-level error messages and suggestions immediately upon detection of invalid or inconsistent data. The feedback should indicate the nature of the error, expected format or value range, and possible corrective actions, enabling users to resolve issues without navigating away from the form.

Acceptance Criteria
Invalid Date Format
Given the user inputs a date not matching the YYYY-MM-DD pattern When the user moves focus away from the date field Then display an inline error message "Date must be in YYYY-MM-DD format" below the field and highlight the field border in red
Missing Required Field
Given the user leaves a required form field empty and attempts to proceed When the field loses focus Then show an inline error message "This field is required" and prevent form submission until the field is populated
ID Number Check Failure
Given the user enters an ID number that fails checksum validation When the field validation runs Then display an error message "Invalid ID number. Please verify your entry" with a link to help documentation and disable submission until corrected
Out-of-Range Numeric Input
Given the user inputs a numeric value outside the allowed range (0–10000) When the input loses focus Then show an inline error "Amount must be between $0 and $10,000" and highlight the numeric field
Pattern Mismatch in Phone Number
Given the user enters a phone number not matching the regex pattern (e.g., (XXX) XXX-XXXX) When the user leaves the phone number field Then display an inline suggestion "Use format (XXX) XXX-XXXX" with an error icon and prevent form submission
Custom Validation Rule Configuration
"As an admin, I want to configure custom validation rules for unique property requirements so that the system enforces business-specific data constraints automatically."
Description

Allow administrators to define and manage custom validation rules and patterns that extend beyond the default set. This should include setting regex patterns, specifying allowable value ranges, and uploading lookup tables. Changes to these rules should take effect in real-time without requiring code deployments.

Acceptance Criteria
Admin Defines New Regex Pattern
Given the administrator is on the Custom Validation Rule Configuration page When they enter a valid regex pattern and click save Then the system adds the new regex to the active validation rules list
Admin Specifies Numeric Range
Given the administrator is configuring a numeric validation rule When they define minimum and maximum allowable values and save the rule Then the rule enforces that input values fall within the specified range
Admin Uploads Lookup Table
Given the administrator uploads a CSV lookup table with key–value pairs When the upload completes without errors Then the system integrates the lookup values for real-time validation against user inputs
Real-Time Application of New Rule
Given a new custom rule is saved When an end user submits data matching the rule’s target field Then the system applies the rule instantly and provides immediate feedback on validity
Persistence of Rule Changes Without Deployment
Given a custom rule is modified or deleted When the administrator saves changes Then the system persists the updates and reflects them in all subsequent validations without requiring a code deployment
Validation Performance Monitoring
"As an operations engineer, I want real-time metrics on validation performance so that I can quickly identify and address any system slowdowns or error surges."
Description

Implement monitoring and reporting tools that track validation throughput, error rates, and processing latency. Dashboards and alerts should highlight performance bottlenecks or spikes in validation failures, helping the operations team maintain system reliability and optimize validation workflows.

Acceptance Criteria
Dashboard Throughput Overview
Given the validation system processes live data, When monitored on the dashboard, Then the dashboard displays real-time throughput metrics updated every 30 seconds with no missing data points.
Error Rate Spike Detection
Given incoming validations, When the error rate exceeds the configured threshold of 5% for two consecutive minutes, Then an alert is generated and displayed on the operations dashboard within 60 seconds.
Latency Monitoring Report
Given validation requests, When the 95th percentile processing latency exceeds 500ms over any 5-minute window, Then the system logs the event and sends an email notification to the operations team.
Threshold Configuration Update
Given the operations user is on the monitoring settings page, When they update throughput or error rate thresholds and save changes, Then the new thresholds are applied immediately and reflected in subsequent alerts and dashboard views.
Historical Trend Analysis
Given the user selects a date range, When the historical report is generated, Then the system displays charts for throughput, error rates, and latency trends for the selected period with data points at least every hour.

BatchScan Stream

Enables landlords to queue and process multiple scans simultaneously, grouping related documents into batches for faster, organized ingestion and reducing overall administrative workload.

Requirements

Batch Creation Interface
"As an independent landlord, I want to select and launch multiple document scans in a single batch so that I can quickly process related lease paperwork without repeating manual steps."
Description

This requirement specifies the design and implementation of a user-friendly interface within LeaseSpark's dashboard that allows landlords to initiate and configure scanning batches. It should enable users to select multiple documents, assign metadata such as property ID, lease ID, and batch name, and launch scans in one action. Integration with the existing scanning module must ensure seamless handoff to processing, reducing manual steps and improving efficiency. Expected outcome is reduced time spent initiating scans by over 50% and improved organization of related documents.

Acceptance Criteria
Batch Scan Creation with Multiple Document Selection
Given a landlord selects multiple documents (>=2), when they click 'Create Batch', then the system should display a batch summary modal listing all selected documents within 2 seconds.
Metadata Assignment in Batch Setup
Given the batch creation form, when the user assigns valid property ID, lease ID, and batch name, then the metadata should be saved correctly and reflected in the batch summary.
Batch Name Field Validation
Given the batch name field, when the user enters an empty or over-50-character name, then the system should display an inline validation error and disable the 'Create Batch' button.
Integration Hand-off to Scanning Module
Given the completed batch setup, when the batch is launched, then the scanning module should receive a payload containing all document IDs and associated metadata with a success response code (200 OK) within 3 seconds.
Initiation Time Improvement Verification
Given a batch of at least five documents, when initiating the scan, then the system should complete the initiation process in under 5 seconds, representing at least a 50% reduction in manual steps compared to single-scan initiation.
Document Auto-Grouping
"As a small property manager, I want the system to auto-group my scanned documents by lease ID so that I don't have to manually sort files and risk misplacing important paperwork."
Description

This requirement calls for implementing logic that automatically groups scanned documents into batches based on shared metadata, such as property address, lease ID, or tenant name. The system should analyze incoming file metadata and scanning patterns to assign documents to the correct batch. Integration with LeaseSpark's metadata tagging ensures consistency across the platform. By automating grouping, administrative errors decrease, and document retrieval becomes more intuitive.

Acceptance Criteria
Automatic Address-Based Grouping
Given multiple scanned documents with identical property address metadata, when BatchScan Stream processes them, then the system groups them into a single batch labeled with that property address.
Lease ID Tag Consistency
Given scanned documents containing the same lease ID in their metadata, when processed by BatchScan Stream, then the system assigns them to the existing batch matching that lease ID without manual intervention.
Tenant Name Conflict Resolution
Given documents scanned with the same tenant name but different lease IDs, when ingested, then the system separates them into distinct batches by lease ID and flags the tenant name overlap.
New Batch Creation for Unmatched Metadata
Given scanned documents whose metadata does not match any existing batch criteria (property address, lease ID, or tenant name), when processed, then the system creates a new batch and tags it with the detected metadata.
Post-Grouping Dashboard Verification
Given documents have been auto-grouped into batches, when the user views the BatchScan Stream dashboard, then each batch displays the correct batch identifier (address, lease ID, or tenant name) and document count.
Concurrent Processing Engine
"As a landlord with multiple properties to onboard, I want my queued scan batches to be processed concurrently so that I can receive all e-signed documents promptly without unnecessary delays."
Description

This requirement details the development of a scalable processing engine capable of handling multiple scan batches in parallel. It should allocate resources dynamically, prioritize batches based on initiation time or user-defined urgency, and ensure processing times remain consistent under load. Integration with the existing backend infrastructure must maintain system stability and data integrity. The expected outcome is a significant reduction in batch processing time, even during peak usage.

Acceptance Criteria
Concurrent Peak Load Processing
Given 100 scan batches are enqueued simultaneously, When the engine processes them, Then the average processing time per batch remains under 2 minutes and standard deviation is below 10%.
Priority Batch Scheduling
Given a mix of high- and low-priority batches are queued, When processing starts, Then all high-priority batches begin before any low-priority batch and complete within 5% of their average processing time under normal load.
Dynamic Resource Scaling
Given system load exceeds 80% CPU utilization, When additional batches arrive, Then the engine automatically allocates extra worker threads and memory so that processing time per batch does not increase by more than 10%.
Automatic Retry on Transient Failures
Given a batch fails due to a transient backend error, When the retry mechanism is invoked, Then the batch is reprocessed up to 3 times and succeeds without data loss, and each retry is logged.
Post-Processing Data Integrity
Given batches complete processing, When results are committed to storage, Then all document metadata matches input values, no records are missing or duplicated, and checksums validate data integrity.
Batch Status Dashboard
"As a property manager, I want to view the real-time status of my scan batches in a consolidated dashboard so that I can monitor progress and address any issues immediately."
Description

This requirement outlines the creation of a real-time dashboard component that displays the status of each scan batch, including queued, in-progress, completed, and error states. The dashboard should offer filtering and sorting by property, date, and status, and integrate with LeaseSpark's notification system to alert users of state changes. By providing visibility into batch progress, landlords gain confidence and can plan their workflows accordingly.

Acceptance Criteria
Queued Batch Visibility
Given a landlord has uploaded multiple scan batches When they navigate to the Batch Status Dashboard Then all batches with status “Queued” are listed in real time with their upload timestamps
In-Progress Batch Status Update
Given a batch is being processed by the system When the processing begins and completes each document Then the dashboard updates that batch’s status to “In-Progress” and shows percentage completion without page reload
Completed Batch Filtering and Sorting
Given multiple batches across properties and dates When the user applies filters by property and date range and sorts by status Then the dashboard displays only the matching completed batches in the chosen order
Error State Notification
Given a batch encounters a processing error When the error occurs Then the dashboard marks the batch status as “Error” and sends a notification alert to the landlord within 30 seconds
Dashboard Real-Time Refresh
Given the landlord keeps the dashboard open When any batch status changes (Queued→In-Progress→Completed/Error) Then the dashboard refreshes the affected row automatically within 5 seconds
Error Handling and Alert System
"As a landlord scanning important lease documents, I want immediate notifications when a batch scan fails so that I can quickly resolve issues and avoid delays in tenant onboarding."
Description

This requirement specifies the implementation of robust error detection during batch scanning, with clear error messages and an automated alert system. The system must detect failed scans, missing documents, and metadata mismatches, and notify users via email and in-app alerts. It should provide actionable steps for remediation and allow users to retry or correct errors directly from the alert. Integration with LeaseSpark's logging service ensures traceability and quick resolution.

Acceptance Criteria
Failed Scan Detection
Given a batch scan is processed When at least one document fails to scan due to image quality or system error Then the system logs a 'ScanFailure' event, displays an in-app alert listing the failed document ID and error reason, and sends an email to the user with error details and recommended remediation steps.
Missing Document Alert
Given a batch scan submission When the system detects one or more required documents are not present in the batch Then the system triggers an in-app alert specifying each missing document type, sends an email listing the missing document types with upload links, and prevents batch completion until all required documents are provided.
Metadata Mismatch Notification
Given the user provides metadata for each document in a batch When the provided metadata (e.g., tenant name, property ID) does not match existing LeaseSpark records Then the system flags each mismatched document, displays an in-app alert detailing the mismatches, and includes actionable suggestions for correcting the metadata.
Retry Error Resolution
Given one or more documents in a batch have failed or been flagged for error When the user selects 'Retry' or 'Correct Errors' from the alert interface Then the system reprocesses only the affected documents after changes, displays a confirmation in-app notification 'Retry initiated', and sends an email confirmation with status updates.
Logging Service Integration
Given any error event during batch scanning When the system generates an error or alert Then the system logs the event to the LeaseSpark logging service with timestamp, batch ID, user ID, error code, and error description, and makes the log entry retrievable via the admin log interface.

AuditTrail Log

Maintains a secure, time-stamped log of every scan, extraction, and data transfer event, providing a transparent compliance record and simplifying audit reviews and dispute resolutions.

Requirements

Tamper-Proof Logging
"As a compliance officer, I want each audit log entry to be cryptographically secured so that I can trust the integrity of the logging data and detect any unauthorized modifications."
Description

Implement cryptographic hashing and digital signatures for each audit entry to ensure that once recorded, logs cannot be modified or deleted without detection. This functionality provides landlords and auditors with absolute confidence in the integrity of the audit trail. The system will integrate with existing database architecture, appending a hash chain and signature to every event, and will automatically verify log integrity on retrieval.

Acceptance Criteria
Appending Hash and Signature to Event
Given a new audit event is generated, when the system appends it to the audit log, then a SHA-256 hash and a valid digital signature must be stored alongside the event, and the combined data must be persisted within 2 seconds.
Verification of Log Entry Integrity on Access
Given a user retrieves an audit log entry, when the integrity check is triggered, then the system must recompute the stored hash and verify the digital signature, and if they match, mark the entry as 'Verified' without errors.
Detection of Tampering Attempts
Given a tampered or missing log entry, when the integrity check runs, then the system must detect any discrepancies and raise an alert flagged as 'Integrity Error' in the dashboard and record the error details.
Chaining Multiple Log Entries
Given multiple sequential audit events, when log entries are created, then each new entry’s hash must incorporate the previous entry’s hash to form an unbroken chain, and any break in the chain must trigger an integrity check failure.
Error Reporting for Integrity Failures
Given an integrity verification failure occurs, when the system identifies the failure, then it must record an error event with timestamp, event ID, and failure reason in a separate 'AuditErrors' log.
Real-Time Event Streaming
"As a property manager, I want to see audit events appear in real time so that I can monitor ongoing document processing and address issues immediately."
Description

Enable immediate capture and display of all scan, extraction, and data transfer events in the audit trail dashboard, updating in real time. This requirement ensures stakeholders have up-to-the-second visibility into system activities, aiding in quick incident response and monitoring. Integration with the front-end dashboard and back-end event bus is required for seamless streaming.

Acceptance Criteria
Real-Time Dashboard Update
Given the audit trail dashboard is open and connected to the real-time event stream, when a new scan event is emitted by the back end, then the dashboard displays the event within 1 second with accurate timestamp, event type, and source information.
Event Bus Integration Confirmation
Given the back-end event bus is operational, when an extraction event is published to the bus, then the front-end dashboard receives and displays the event within 1 second, including user ID, document ID, and extraction details without errors.
High-Frequency Event Handling
Given the system is streaming up to 100 events per second, when events are generated at peak rate, then the dashboard displays all events in real time without loss or duplication and maintains UI responsiveness with no frame drops.
Data Transfer Event Visibility
Given a data transfer event occurs via the API, when the event is logged and pushed to the event bus, then the audit trail dashboard reflects the event within 1 second showing event type 'data_transfer', status code, and relevant metadata.
Historical Event Load on Reconnect
Given the front-end loses connection to the event stream and automatically reconnects within 5 seconds, when reconnection occurs, then all events that happened during the downtime are fetched and displayed in chronological order without any missing entries or duplicates.
Searchable Audit Records
"As an auditor, I want to filter audit logs by date range and event type so that I can quickly locate relevant entries during a compliance review."
Description

Provide advanced search and filtering capabilities across the audit logs, allowing users to query by event type, timestamp range, user ID, or document ID. This requirement facilitates rapid retrieval of specific records for compliance checks or dispute resolution. The implementation will include index optimization and a front-end interface for building complex queries.

Acceptance Criteria
Event Type Filtering
Given the audit log contains multiple event types When the user filters by event type "Scan" Then the system returns only "Scan" events and displays results within 2 seconds
Timestamp Range Query
Given the audit log has entries with various timestamps When the user specifies a start and end timestamp Then the system returns all entries whose timestamps fall within the specified range
User ID Search
Given audit entries are tagged with user IDs When the user searches for a specific user ID Then the system returns only entries associated with that user and paginates results if necessary
Document ID Lookup
Given multiple audit entries reference the same document ID When the user searches by document ID Then the system lists all matching entries sorted in descending order by timestamp
Complex Query Builder
Given the user has access to multiple filter fields When the user constructs and submits a compound query Then the system returns results matching all selected criteria and allows saving the query for future use
Compliance Report Generation
"As a landlord, I want to generate monthly compliance reports from the audit trail so that I can meet regulatory requirements and share documentation with stakeholders."
Description

Offer automated generation of compliance reports summarizing audit events for specified periods, with export options in PDF and CSV formats. This requirement simplifies regulatory reporting and internal audits by providing structured, ready-to-use documentation. The feature will schedule report creation, apply templates, and integrate with email notifications for distribution.

Acceptance Criteria
Scheduled Report Generation Trigger
Given an admin has configured a daily schedule for compliance reports, When the scheduled time is reached, Then the system automatically generates the report for the last 24 hours and stores it in the report history.
Custom Date Range Report Generation
Given an admin selects a custom start and end date for a compliance report, When they click 'Generate Report', Then the system produces a report containing all audit events within the specified range.
PDF Export Format Verification
Given a generated compliance report is available, When the user selects 'Export as PDF', Then the system outputs a PDF file that uses the approved template, includes all required headers and footers, and does not exceed 10MB.
CSV Export Format Verification
Given a generated compliance report is available, When the user selects 'Export as CSV', Then the system outputs a UTF-8 encoded CSV file with correct column headers and comma-separated values for every audit event.
Automated Email Distribution
Given a report has been generated and distribution recipients are configured, When distribution time arrives or the user clicks 'Send Now', Then the system emails the report to all recipients with the correct subject line and attachment format.
Secure Data Archiving
"As a legal advisor, I want audit logs older than one year to be archived securely so that they remain accessible for legal investigations while minimizing storage costs."
Description

Implement long-term encrypted archival of historical audit logs, ensuring older records are stored in cost-effective, secure storage with retrieval capabilities. This requirement supports retention policies and legal obligations, leveraging cloud storage lifecycle management to move data to archival tiers automatically after defined timeframes.

Acceptance Criteria
Automatic Archival Tiering
Given an audit log record older than the defined retention period, when the cloud lifecycle policy runs, then the record is moved to the encrypted archival storage tier within 24 hours and marked as archived.
Encrypted Storage Verification
All archived audit log files must be encrypted at rest using AES-256 encryption with keys managed by the organization’s KMS; verification must confirm that without valid decrypt permissions, archived files are inaccessible.
Manual Retrieval of Archived Logs
Given a user with retrieval permissions submits a request for archived logs via the admin interface, when the request is confirmed, then the system retrieves the requested logs from archival storage and makes them available for download within 1 hour.
Lifecycle Policy Execution Verification
The system must execute lifecycle management policies daily at the scheduled time, moving records older than the threshold into archival tiers; logs of policy execution events must be recorded and show no failures.
Audit Compliance Report Export
Users with reporting permissions can generate and export an Audit Trail Archive report listing archived log entries with timestamps, storage tier, and retrieval status as a CSV file without errors.

RenewalSync Calendar

Automatically syncs upcoming lease expirations and renewal deadlines with landlords’ and tenants’ calendars, ensuring both parties receive timely, in-app and calendar-based reminders without manual entry.

Requirements

OAuth Calendar Authorization
"As a landlord, I want to securely connect my Google Calendar to LeaseSpark so that my lease expiration reminders sync automatically without exposing my login credentials."
Description

Implement a secure OAuth 2.0 authorization flow that allows landlords and tenants to grant LeaseSpark permission to read and write events on their external calendars (Google, Outlook, Apple). This involves redirecting users to the calendar provider’s consent screen, handling authorization callbacks, and securely storing access and refresh tokens. Ensuring compliance with each provider’s API usage policies and providing clear error handling and user feedback are critical for reliability. The integration must support token refresh mechanisms to maintain long-term sync reliability without repeated user intervention.

Acceptance Criteria
User authorizes Google Calendar access
Given a landlord initiates Google calendar sync, When the user is redirected to the Google consent screen and grants permissions, Then LeaseSpark receives a valid authorization code, exchanges it for access and refresh tokens, and securely stores them.
Token Refresh Mechanism
Given the landlord’s access token has expired, When LeaseSpark uses the stored refresh token, Then a new access token is successfully retrieved without user intervention and updated in secure storage.
Calendar Event Creation
Given a lease renewal date is saved in LeaseSpark, When the RenewalSync process runs, Then a calendar event is created on the user’s external calendar with the correct date, time, title, and reminder, and LeaseSpark stores the event ID for future updates.
Error Handling on Denied Consent
Given a user denies permissions on the calendar provider consent screen, When the authorization callback returns an error, Then LeaseSpark displays a clear in-app error message explaining the need for calendar access and provides an option to retry the authorization flow.
Multi-Provider Support Validation
For each supported calendar provider (Google, Outlook, Apple), Given a user selects the provider and completes the OAuth flow, When the tokens are obtained, Then LeaseSpark can read from and write to the selected calendar, and RenewalSync operations succeed as expected.
Secure Token Storage
Given the OAuth flow is completed, When tokens are received, Then access and refresh tokens are encrypted at rest, stored in the application’s secure vault, and cannot be retrieved in plain text.
Event Creation & Sync Engine
"As a property manager, I want LeaseSpark to automatically create and update expiration events in my Outlook calendar so that I don’t have to manually enter every deadline."
Description

Design and build an engine that transforms lease expiration and renewal deadlines into calendar events in users’ connected calendars. This engine must handle single and bulk event creation, support real-time updates when lease details change, and reconcile conflicts or duplicates. It should queue and throttle API calls to comply with provider rate limits and log sync results. The system should also detect manual changes made outside LeaseSpark and update internal status flags to avoid redundant updates.

Acceptance Criteria
Single Lease Event Creation
Given a lease with a valid expiration date and a connected calendar, when the sync engine processes the lease, then a calendar event is created with the correct date, time, title, and description. Given the event does not already exist, when creation is attempted, then no duplicate events are created.
Bulk Event Creation
Given a batch of 50+ leases with valid expiration dates, when the user initiates bulk sync, then calendar events are created for each lease within 5 minutes, respecting provider rate limits. Given network interruptions during bulk sync, when connections are restored, then the engine resumes creating remaining events without duplicating already created ones.
Real-time Update Propagation
Given a lease expiration date is modified in LeaseSpark, when the change is saved, then the corresponding calendar event is updated within 2 minutes to reflect the new date and details. Given the calendar event title or description format is predefined, when updating, then the event’s metadata matches the updated lease information exactly.
Conflict and Duplicate Reconciliation
Given an existing calendar event with matching lease details, when the sync engine attempts to create or update an event, then it detects the existing event and logs a conflict instead of creating a duplicate. Given multiple events for the same lease exist, when reconciliation runs, then only the most recent event is retained, and extras are flagged for review.
API Rate Limit Compliance
Given the calendar provider enforces 100 calls per 60 seconds, when the sync queue processes events, then API calls are throttled to remain under the limit and queued for later execution. Given queued calls exceed rate limits, when rate limit resets, then the engine processes pending calls in the original sequence without data loss.
External Change Detection
Given a user manually edits or deletes a calendar event outside LeaseSpark, when the sync engine next polls the calendar, then it detects changes and updates the internal status flag to “Manually Modified” without overwriting the event. Given a manual update matches a pending lease update, when next sync runs, then LeaseSpark acknowledges the manual change and prompts the user before overwriting.
Custom Reminder Settings
"As a tenant, I want to receive calendar notifications 7 days before my lease expires so that I have enough time to decide on renewal."
Description

Provide a configuration interface where users can customize reminder timings for lease expirations and renewals. Options should include multiple reminder alerts (e.g., 30 days, 7 days, 1 day before), notification channels (in-app push, email, calendar notification), and default vs. override settings per lease. Changes in these settings must propagate to both existing and future calendar events, requiring update routines within the sync engine.

Acceptance Criteria
Default Reminder Timing Configuration
Given the user sets default reminder timings to 30 days, 7 days, and 1 day before lease expiration When a new lease is created Then three reminder events are scheduled at the configured intervals and appear in both in-app notifications and synced calendar events
Override Reminder Settings for Specific Lease
Given a user selects a specific lease and overrides its reminder timings to 14 days and 3 days before expiration When the override is saved Then only two reminder events at 14 and 3 days are scheduled for that lease instead of defaults
Propagation of Setting Changes to Existing Calendar Events
Given a user updates default or override reminder timings for one or more existing leases When changes are confirmed Then all existing calendar events for landlord and tenant are updated to new reminder times within one minute of saving settings
Multi-Channel Reminder Delivery
Given the user enables in-app push, email, and calendar notifications for reminders When a reminder triggers Then the user receives an in-app push notification, an email alert, and a calendar notification for each scheduled reminder
Settings Persistence and Visibility
Given the user configures default and override reminder settings and navigates away from the configuration interface When the user returns to the settings page Then the previously selected timings and channels are displayed exactly as configured
Time Zone & Locale Handling
"As an international landlord, I want my renewal events to show at the right local time in my European calendar even if the property is in the U.S."
Description

Ensure the calendar sync feature correctly handles time zones and locale settings for both landlords and tenants. Lease expiration times must appear at the correct local time in the user’s calendar. The system should detect user locale preferences and adjust date formats accordingly. Testing across multiple time zones is required to validate behavior around DST transitions and international date conventions.

Acceptance Criteria
Cross-Time Zone Lease Expiration Sync
Given a lease expiration at 2025-08-01 16:00 GMT When a user in EST (UTC-5) syncs the event Then the calendar event is created at 11:00 local time
DST Transition Adjustment
Given a lease expiration on the day DST starts or ends in the user’s time zone When syncing the event to the calendar Then the event time reflects the correct local time accounting for the DST shift
Locale-Specific Date Format
Given a user locale set to en-GB When viewing the synced event details in their calendar Then the date displays as DD/MM/YYYY Given a user locale set to en-US When viewing the synced event details in their calendar Then the date displays as MM/DD/YYYY
Mixed User Locale Sync
Given a landlord with locale fr-FR and a tenant with locale en-US When each user syncs the same lease expiration Then the landlord sees the date formatted as DD/MM/YYYY and the tenant sees MM/DD/YYYY And both see the event at their correct local times
Bulk Calendar Sync Consistency
Given multiple leases across different time zones and locales When the user performs a bulk calendar sync Then each event is created at its correct local time and formatted per each user’s locale And no errors occur during the sync process
Sync Monitoring & Error Reporting
"As a support engineer, I want to be alerted when calendar syncs fail en masse so that I can quickly address API quota issues or permission errors."
Description

Build monitoring dashboards and automated alerts that track the health of the calendar sync system. The solution should capture metrics such as API call success rates, token expiration events, sync latency, and user-reported errors. Implement an error reporting pipeline that notifies the support team of critical failures and surfaces actionable logs. Provide users with in-app indicators when their calendar sync is failing and offer remediation steps like re-authorizing permissions.

Acceptance Criteria
Monitoring API Call Success Rates
Given the dashboard is accessed, When the API call success rate drops below 95% within a 5-minute window, Then an automated alert email is sent to the support team and the dashboard highlights the metric in red.
Detecting and Logging Token Expirations
Given a user’s calendar sync token expires, When the expiration occurs, Then the event is logged in the error reporting pipeline and the support team receives a critical alert with the user ID and timestamp.
Tracking Sync Latency
Given ongoing calendar sync operations, When any sync operation exceeds 2 seconds latency, Then the system records the latency metric on the monitoring dashboard and triggers a warning notification to the DevOps channel.
Aggregating User-Reported Errors
Given a user submits a sync-related error report, When the report is received, Then it is automatically grouped with similar errors in the pipeline, an actionable log entry is created, and a notification is sent to the support dashboard.
User In-App Sync Failure Notification
Given a user’s calendar sync fails due to authentication or API issues, When the failure is detected, Then an in-app banner appears with a message describing the issue and a 'Re-authorize Permissions' button that initiates the OAuth flow.

SmartTerm Prefill

Analyzes existing lease terms and tenant history to intelligently prefill renewal agreements with customized rent amounts, lease durations, and clauses—minimizing manual adjustments and speeding up the offer process.

Requirements

Tenant Data Aggregation
"As a property manager, I want the system to centralize and standardize all tenant lease and payment history so that SmartTerm Prefill can generate accurate renewal terms without manual data gathering."
Description

Automatically compile and normalize tenant profiles, payment history, credit records, and occupancy data into a unified dataset that powers SmartTerm Prefill’s personalized recommendation engine.

Acceptance Criteria
Tenant Profile Data Compilation for Renewal Prefill
Given multiple tenant data sources including CRM and spreadsheets When the aggregation process runs Then a single tenant profile object is created with normalized name, contact info, and demographic fields with no null or malformed entries
Payment History Integration Validation
Given tenant payment records from bank statements and internal ledgers When the data aggregation is executed Then all payment entries are chronologically ordered, duplicate transactions are removed, and total rent paid reconciles with ledger balances
Credit Record Normalization Process
Given tenant credit reports from different bureaus When the aggregation service processes records Then credit scores are standardized to a 300–850 scale and merged into a unified credit history without conflicting entries
Occupancy Data Merge for Multi-unit Tenants
Given a tenant occupies multiple units in the same property When occupancy records are aggregated Then the system consolidates unit assignments into one dataset preserving start and end dates for each lease segment
Data Aggregation Error Handling and Logging
Given failed records due to missing fields or format errors When the aggregation workflow encounters these issues Then the system logs detailed error messages, marks the specific records as failed, and continues processing remaining data
Adaptive Rent Suggestion Engine
"As an independent landlord, I want SmartTerm Prefill to recommend updated rent amounts based on market conditions and tenant history so that I can set fair rates and reduce vacancy periods."
Description

Leverage historical rent trends, regional market data, and tenant payment reliability to calculate and propose optimal rent amounts for renewal agreements, ensuring competitive pricing and maximized occupancy.

Acceptance Criteria
Initial Rent Proposal Generation
Given a property with historical rent data and tenant payment history, When the landlord initiates a renewal suggestion, Then the engine computes and displays a proposed rent amount that reflects regional market trends, tenant reliability, and historical rents.
Market Data Update Incorporation
Given updated regional market data feeds, When the system ingests new data, Then the rent suggestion engine recalibrates its pricing model and adjusts future suggestions accordingly within one hour of data availability.
Edge Case: Insufficient Data Handling
Given a property or tenant with limited historical data, When the engine cannot generate a data-driven suggestion, Then the system flags the suggestion as “Manual Review Required” and provides the nearest market average rent as a fallback.
User Override and Customization
Given a proposed rent suggestion, When the landlord modifies the suggested amount or lease duration, Then the system records the override reason, updates the final offer accordingly, and logs the change for audit purposes.
Performance and Response Time
Given high-volume renewal requests, When multiple landlords request rent suggestions concurrently, Then the engine returns each suggestion within two seconds and maintains at least 95% uptime during peak hours.
Clause Customization Module
"As a small property manager, I want the renewal draft to include all necessary clauses automatically so that I don’t overlook any critical terms and can maintain consistency across leases."
Description

Identify and prefill relevant lease clauses—such as pet policies, maintenance responsibilities, and penalty terms—based on past lease versions and tenant-specific agreements, while allowing dynamic inclusion of standard and custom clauses.

Acceptance Criteria
Prefill Pet Policy Clause
Given a tenant with approved service animal documentation When generating a renewal agreement Then the system automatically includes the 'Service Animal Policy' clause matching the tenant’s prior lease without manual selection
Include Maintenance Responsibilities Clause
Given a property flagged with high maintenance history When preparing a lease renewal Then the system pre-populates the 'Tenant Maintenance Responsibilities' clause reflecting previous agreements and any additional service requirements
Omit Custom Penalty Terms
Given a tenant with zero late payment incidents in the last year When creating a renewal lease Then the system does not include any custom late fee penalty clauses unless manually added by the manager
Add Standard Utility Responsibility Clause
Given a property with separately metered utilities When drafting a renewal agreement Then the system auto-adds the standardized 'Utility Payment Responsibilities' clause with correct billing details
Manual Custom Clause Insertion
Given a property manager needs to add a non-standard legal clause When editing the prefilled lease draft Then the user can search, select, and insert a custom clause into any section without disrupting existing prefills
Duration Recommendation Workflow
"As a landlord, I want the system to recommend the best lease term length based on tenant history and market trends so that I can minimize turnover and secure longer agreements."
Description

Analyze previous lease durations, tenant occupancy patterns, and property turnover statistics to suggest optimal renewal lengths—balancing tenant retention with property management goals.

Acceptance Criteria
Historical Lease Data Analysis
Given the system has access to at least 12 months of historical lease duration data When the landlord initiates a renewal recommendation Then the system calculates the average lease term and identifies patterns of early terminations and extensions
Tenant Occupancy Pattern Recognition
Given tenant occupancy sequences over multiple lease cycles When the system analyzes individual tenant history Then the system flags consistent renewal behavior and seasonal occupancy trends
Property Turnover Statistics Integration
Given property turnover rates and vacancy periods for each property When the system aggregates turnover statistics Then the system suggests renewal durations that optimize occupancy and minimize downtime
Suggestion Delivery and Acceptance
Given the system generated a recommended lease duration When the landlord views the recommendation in the dashboard Then the recommendation is clearly displayed with supporting data and the landlord can approve, modify, or reject it
Adjusted Recommendation for New Tenants
Given no prior lease history exists for a new tenant When the system lacks tenant-specific data Then the system defaults to property-level average lease durations and flags the recommendation as data-derived
Prefill Revision Interface
"As a property manager, I want to quickly review and tweak prefilled lease details in a guided interface so that I maintain control over final terms while benefiting from automation."
Description

Provide an intuitive in-app editor allowing users to review, approve, or adjust any prefilled values (rent, term, clauses) before finalizing the renewal agreement, with change tracking and version control.

Acceptance Criteria
Default Prefill Accuracy
Given a lease renewal is initiated, when the Prefill Revision Interface loads, then rent amount, lease term, and relevant clauses are automatically populated based on previous lease data.
Manual Rent Adjustment
Given the prefill values are displayed, when the user edits the rent input field with a valid numeric value, then the system updates and highlights the new rent amount as a user modification.
Clause Modification Workflow
Given the prefilled clauses section, when the user adds, edits, or deletes a clause, then the change is reflected immediately in the clause list and marked as modified, preserving the original text in the change log.
Change Tracking and Audit Trail
Given multiple edits have been made, when the user reviews the revision history, then each modification shows the author, timestamp, and original versus updated values, and users can revert individual changes.
Version Control on Revisions
Given edits are finalized and saved, when the user accesses version history, then a new version entry is created with version number, date, and author, and users can compare any two versions side by side.
Preview and Approval Flow
Given all edits are complete, when the user clicks 'Preview Renewal', then the system displays a read-only view of the full lease with all applied edits for final approval before sending for e-signature.

Multi-Tier Reminder

Deploys a sequence of escalating reminders through email, SMS, and in-app notifications at strategic intervals—first alerting landlords to prepare renewal offers, then nudging tenants with concise, actionable prompts to review and sign.

Requirements

Sequence Configurator
"As a property manager, I want to configure multiple reminder steps with specific intervals so that tenants receive timely nudges to review and sign lease renewals."
Description

Enable property managers to define and configure a sequence of escalating reminders for lease renewals. This includes setting the number of reminder steps, intervals between reminders, and escalation rules to ensure timely tenant engagement. The system should validate configuration inputs and integrate with the notification scheduler to automate dispatch according to the defined sequence.

Acceptance Criteria
Initial Reminder Setup for Lease Renewal
Given a property manager configures 3 reminder steps with 7-day intervals and saves the sequence, When the configuration is submitted, Then the sequence is persisted in the system and a confirmation message is displayed
Mid-Sequence Interval Adjustment
Given an existing reminder sequence of 3 steps, When the manager updates the interval for the second reminder from 7 to 5 days and saves, Then the updated interval is stored and reflected in the sequence details
Escalation Rule Triggering
Given a tenant has not signed the lease after the final reminder and escalation rule is set to send an SMS, When the final email reminder elapses without action, Then the system dispatches an SMS escalation to the tenant
Input Validation for Invalid Configuration
Given the manager enters a negative interval value or exceeds the maximum of 14 days, When the save action is attempted, Then the system prevents saving and displays a descriptive validation error
Automated Dispatch Scheduling Integration
Given a fully configured reminder sequence, When the manager saves the configuration, Then the system schedules the notifications with the notification scheduler at the correct future dates and times
Multi-Channel Dispatch
"As a tenant, I want to receive renewal reminders on my preferred channel so that I’m more likely to see and act on them quickly."
Description

Support dispatch of reminders via email, SMS, and in-app notifications. Each channel must adhere to its formatting and delivery requirements, handle rate limiting, and integrate with external APIs or messaging services. The module should select channels based on tenant preferences and fall back automatically if primary channels fail.

Acceptance Criteria
Email Reminder Dispatch
Given a tenant with email notifications enabled When the system triggers a reminder Then an email is sent to the tenant's email address with the correct subject line, personalized content, and a valid renewal link; and the external email API returns a 200 OK response within 5 seconds
SMS Reminder Dispatch
Given a tenant with SMS notifications enabled When the system triggers a reminder Then an SMS message is sent to the tenant's mobile number with concise actionable text and a short URL; and the SMS gateway acknowledges message acceptance within rate limits
In-App Notification Delivery
Given a tenant actively using the mobile app When a reminder is due Then an in-app notification appears in the tenant's notification feed with the correct title, message body, and link to the lease renewal page within 2 seconds
Channel Selection and Fallback Logic
Given a tenant with multiple preferred channels configured When the primary channel fails (e.g., email bounces or SMS gateway times out) Then the system automatically retries through the next preferred channel within 1 minute and logs the fallback event with timestamp and error details
Rate Limiting Enforcement
Given high volume reminder dispatch requests When the system processes reminders Then it throttles send operations to each channel according to configured rate limits (e.g., max 100 SMS/minute, max 500 emails/hour) and queues excess messages without dropping them
Scheduler Engine
"As a landlord, I want reminders sent at predefined intervals before lease end so that I don’t miss critical renewal deadlines."
Description

Implement a robust scheduling engine that triggers reminder sends at strategic intervals before lease expiration. The engine must support recurring jobs, timezone awareness, and error retry logic. It should integrate seamlessly with the sequence configurator to honor the defined escalation timeline.

Acceptance Criteria
Initial Reminder Thresholds
Given leases with expirations in 60, 30, and 7 days, when the scheduler engine runs, then it must trigger reminders exactly at the 60-day, 30-day, and 7-day thresholds before each lease expiration.
Recurring Reminder Job Scheduling
Given a lease requiring weekly reminders starting 30 days before expiration, when the lease is created, then the engine must schedule recurring jobs at 7-day intervals until the expiration date.
Timezone-Aware Reminder Dispatch
Given a landlord in UTC-5 and a tenant in UTC+2, when scheduling a reminder for 48 hours before lease expiration at 09:00 local time, then each recipient must receive the reminder at 09:00 in their respective timezones.
Error Retry Mechanism
Given a failed notification send due to a transient error, when the initial send fails, then the engine must retry up to 3 times at 5-minute intervals and log each retry with timestamps.
Sequence Configuration Compliance
Given a configured escalation sequence of email at T-30 days, SMS at T-15 days, and in-app notification at T-7 days, when the scheduler engine triggers jobs, then notifications must be sent in the configured order and at the specified intervals.
Template Management
"As a property manager, I want to customize the content and branding of my reminders so that messages are consistent with my business identity."
Description

Provide a template builder for creating and customizing reminder messages across email, SMS, and in-app channels. The builder should support dynamic placeholders (e.g., tenant name, lease end date), WYSIWYG editing for email, character count checks for SMS, and preview modes for each channel.

Acceptance Criteria
Email Template Dynamic Placeholder Integration
Given a landlord selects the email channel in the template builder When they insert a dynamic placeholder (e.g., {{tenant_name}} or {{lease_end_date}}) Then the placeholder tag is rendered correctly in the editor and replaced with sample data in the preview mode
SMS Template Character Limit Enforcement
Given a landlord types an SMS message in the builder When the message length exceeds 160 characters Then the character count indicator displays the current count in red and prevents saving until the message is within limit
In-App Notification Template Preview
Given a landlord configures an in-app notification template When they click on the preview button Then the system displays the notification exactly as it will appear in the app with all placeholders replaced with sample data
Cross-Channel Template Saving and Retrieval
Given a landlord saves a template for any channel When they navigate away and return to the template list Then the saved template appears with correct channel label and retains all content including placeholders and formatting
WYSIWYG Email Formatting Persistence
Given a landlord applies rich text formatting (e.g., bold, italics, bullet lists) in the email template editor When they save and reopen the template Then all formatting is intact and editable in the WYSIWYG editor
Delivery Reports Dashboard
"As a property manager, I want to monitor reminder delivery performance so that I can identify and resolve communication issues promptly."
Description

Create a dashboard that displays real-time delivery metrics for each reminder sent: delivery status, bounce rates, open and click-through rates for email, and delivery confirmation for SMS. The dashboard should allow filtering by property, tenant, date range, and reminder step.

Acceptance Criteria
Real-Time Delivery Status Monitoring
Given the dashboard is open, when reminders are sent, then delivery status, bounce rates, open rates, and click-through rates update automatically within two minutes of message dispatch.
Filtering Delivery Metrics by Property
Given the user selects a property from the property filter dropdown, when applied, then only reminders associated with that property are displayed along with their delivery metrics.
Filtering Delivery Metrics by Tenant
Given the user enters a tenant name or ID in the tenant filter field, when applied, then the dashboard lists only reminders sent to that tenant and updates all metrics accordingly.
Filtering Metrics by Date Range
Given the user selects a start and end date, when the date range is applied, then the dashboard displays reminders and delivery metrics strictly within the chosen time frame.
Filtering Metrics by Reminder Step
Given the user selects one or more reminder steps (email, SMS, in-app) from the step filter, when applied, then only the selected reminder types and their metrics appear on the dashboard.
Acknowledgment Tracking
"As a property manager, I want to know when tenants have viewed or responded to reminders so that I can follow up effectively when needed."
Description

Track tenant interactions with reminders, including email opens, link clicks, SMS replies, and in-app notification views. Capture these events in the system to update reminder status and trigger follow-up actions (e.g., manual outreach) if tenants don’t engage.

Acceptance Criteria
Landlord Email Open Tracking
Given a renewal reminder email is sent to a tenant When the tenant opens the email Then the system logs an "email_opened" event with timestamp and updates the reminder status to "Opened"
Tenant SMS Link Click Tracking
Given an SMS reminder containing a renewal link is delivered When the tenant clicks the link Then the system logs a "sms_link_clicked" event and updates the reminder status to "Link Clicked"
Tenant SMS Reply Tracking
Given an SMS reminder is sent When the tenant replies to the SMS Then the system logs an "sms_replied" event capturing the reply content and updates the reminder status to "Replied"
In-App Notification View Tracking
Given an in-app notification reminder is pushed When the tenant views the notification Then the system logs a "notification_viewed" event and updates the reminder status to "Viewed"
Automated Follow-Up Trigger on No Engagement
Given no engagement events are recorded within 48 hours of sending the final reminder When the 48-hour window lapses Then the system marks the reminder status as "No Engagement" and triggers a manual outreach task for the landlord

Incentive Proposer

Recommends personalized renewal incentives—such as rent discounts, maintenance credits, or flexible terms—based on tenant engagement data and market trends, helping landlords boost acceptance rates and tenant retention.

Requirements

Tenant Engagement Data Collection
"As a landlord, I want the system to collect my tenants’ engagement metrics so that I can base renewal incentives on reliable activity data."
Description

Implement a module that systematically gathers and normalizes tenant interaction metrics such as past renewal history, maintenance request frequency, response times, and leasing portal activity. This data will serve as the foundation for personalized incentive generation by ensuring accurate, up-to-date profiles for each tenant.

Acceptance Criteria
Retrieve Tenant Renewal History
Given a tenant with at least one past lease When the data collection module is executed Then the system retrieves all past lease renewal dates from legacy and current databases And exports them in ISO 8601 date format into the normalized data store
Collect and Normalize Maintenance Request Frequency
Given maintenance request logs spanning multiple systems When the module processes the logs within the specified time window Then the total number of maintenance requests per tenant per month is calculated And frequencies are stored as an integer field in the normalized profile
Calculate Tenant Response Time Metrics
Given tenant communication timestamps from portal and email When calculating response metrics during data collection Then average first-response time per tenant is computed in hours And entries exceeding 120 hours are flagged for review
Log Leasing Portal Activity Events
Given user interactions such as logins and page views When capturing portal activity Then each event is recorded with a timestamp, event type, and tenant ID And the daily activity count per tenant is updated in the profile store
Synchronize and Update Tenant Interaction Profiles
Given updated metrics from renewal history, maintenance frequency, response times, and portal activity When the data aggregation job completes Then the tenant’s engagement profile is updated in the master database And changes are visible in the administrative dashboard within 5 minutes
Market Trend Data Integration
"As a landlord, I want the platform to pull in local market trends so that suggested incentives reflect real-world competitive pressures."
Description

Integrate with external market data sources (e.g., rental listings APIs and housing market reports) to fetch real-time regional pricing trends, vacancy rates, and competitive incentives. This integration ensures the incentive proposer accounts for current market conditions when recommending offers.

Acceptance Criteria
Fetch Real-Time Pricing Trends
Given the external market data API is reachable and the user selects a valid region, when the system requests pricing trends, then it shall retrieve and store the average rent and trend data for that region within 5 seconds and use it in the incentive calculation.
Retrieve Vacancy Rates
Given a valid API key and region identifier, when the system requests current vacancy rates, then it shall display the accurate vacancy percentage and record the timestamp of retrieval without errors.
Obtain Competitive Incentives
Given the external listings API returns competitor incentive offers, when the system processes the response, then it shall parse at least the top three incentives and include them in the recommendation engine input.
Handle Unavailable Data Source
Given the external market data API returns a timeout or error response, when the system attempts to fetch data, then it shall retry the request up to two times, fall back to the most recent cached data, and log an alert for the failed calls.
Data Update Latency Monitoring
Given continuous market data integration, when new data is fetched, then the system shall process and make the data available in the dashboard within 10 minutes, and trigger an alert if processing exceeds this threshold.
Incentive Recommendation Algorithm
"As a property manager, I want tailored renewal incentive suggestions so that I can maximize lease renewals while controlling costs."
Description

Develop a rules-based and machine learning hybrid engine that analyzes tenant engagement data, lease history, and market trends to generate personalized incentive suggestions—such as rent discounts, maintenance credits, or lease term adjustments—optimized for retention probability and budget constraints.

Acceptance Criteria
Processing tenant engagement and lease history to generate incentives
Given a tenant record with at least six months of engagement data and lease history When the Incentive Recommendation Algorithm runs Then it returns at least one personalized incentive suggestion including type and value
Ensuring incentives adhere to landlord’s budget constraints
Given a landlord-defined budget cap for renewal incentives When incentives are generated Then the total value of suggested incentives does not exceed the specified budget constraint
Incorporating current market rent trends into recommendations
Given up-to-date market rent data for the property’s neighborhood When computing incentive suggestions Then the algorithm adjusts discount values proportionally to market rent fluctuations
Fallback to rules-based logic on low ML confidence
Given an ML-generated incentive with confidence score below 70% When the algorithm evaluates the suggestion Then it replaces the ML output with a rules-based recommendation following predefined rules
Meeting performance and response time requirements
Given a request for incentive suggestions for a portfolio of up to 200 tenants When the Incentive Recommendation Algorithm executes Then it returns results within two seconds
Incentive Proposal User Interface
"As a landlord, I want a clear UI to review and modify incentive suggestions so that I can confidently approve tailored offers."
Description

Design and build a dedicated dashboard component where landlords can review, adjust, and approve recommended incentives. The interface will display tenant profiles, incentive rationale, projected retention uplift, and cost impact, enabling quick decision-making and manual overrides.

Acceptance Criteria
Viewing Recommended Incentives
Given the landlord selects a tenant on the Incentive Proposer dashboard When the dashboard loads Then the recommended incentive, rationale, projected retention uplift (in percent), and cost impact (absolute and percent) are displayed in under 2 seconds
Manual Override of Incentive Parameters
Given the landlord edits the discount or credit fields When the landlord saves the changes Then the system validates that discount ≤10% of monthly rent and credit ≤$2000 and updates the displayed incentive values immediately
Approval of Incentive Proposal
Given a displayed incentive recommendation When the landlord clicks the ‘Approve’ button Then the incentive status updates to ‘Approved’, a confirmation message with timestamp appears, and the proposal becomes non-editable
Real-Time Market Trend Update
Given new market trend data is received When the dashboard is active Then the updated rationale and projected retention uplift recalculate within 1 second and refresh on the UI without a full page reload
Error Handling for Missing Data
Given critical tenant engagement data is missing When the dashboard attempts to generate a recommendation Then an inline alert is shown explaining the missing data and the ‘Approve’ button is disabled
Automated Notification & Delivery
"As a landlord, I want the system to automatically send incentive offers to tenants and track their responses so that I know which proposals are effective."
Description

Create an automated workflow that sends customized incentive proposals to tenants via email or in-app messaging, tracks open and click rates, and records tenant responses. This system ensures timely delivery and provides feedback loops for refining recommendation accuracy.

Acceptance Criteria
Incentive Email Dispatch
Given a scheduled notification time and tenant email preference When the send time arrives Then the system sends a personalized incentive proposal email to the tenant and logs a successful delivery event
In-App Message Delivery
Given a tenant has enabled in-app notifications When the proposal is generated Then the system creates and displays an in-app message with the personalized incentive and logs the display event
Open and Click Tracking
Given an incentive email or in-app message has been delivered When a tenant opens the message or clicks on the proposal link Then the system records the open or click event with tenant ID and timestamp
Tenant Response Recording
Given a tenant receives an incentive proposal When the tenant accepts or rejects via email link or in-app button Then the system records the response status, timestamp, and any feedback provided
Delivery Failure Handling
Given an email or in-app notification fails to deliver When the system detects a delivery error Then it retries up to three times, logs each failure, and marks as undeliverable if all retries fail

Express eSign

Enables tenants to accept renewal offers with one-click e-signature directly from their device, eliminating extra steps and ensuring a seamless, secure signing experience that accelerates lease renewals.

Requirements

One-Click Signature Approval
"As a tenant, I want to sign my lease renewal with a single click so that I can complete the process quickly and without extra steps."
Description

Provide a seamless one-click signature mechanism that allows tenants to sign lease renewal offers directly from their device. This feature must integrate secure authentication, legal-compliance checks, and inline signature capture without requiring downloads or additional steps. It should streamline the signing flow, minimize user friction, and ensure that each signed document meets industry e-signature standards.

Acceptance Criteria
Tenant-Initiated Mobile Renewal Signature
Given the tenant receives a mobile push notification for lease renewal, when they tap the one-click “Sign” button, then the signature is applied inline, a confirmation message appears within 5 seconds, and no app download is required.
Desktop Email Link Renewal Signature
Given the tenant clicks the renewal link in their email on a desktop browser, when they view the inline signature prompt and select “Sign,” then the system captures the signature, updates the renewal status to “Signed,” and redirects them to a confirmation page.
Authentication Failure Handling for One-Click Signature
Given an unauthenticated or unauthorized user attempts to use the one-click signature, when they click “Sign,” then the system denies the request, displays an “Authentication Required” error, and no signature is recorded.
Compliance Verification Post-Signature
Given the tenant completes the one-click signature, when the document is processed, then the system generates a tamper-evident audit certificate, validates ESIGN and UETA compliance, and attaches the compliance report to the signed document.
Timestamp and Audit Trail Recording
Given the tenant signs the renewal offer, when the signature is captured, then the system logs the date, time, IP address, and device metadata, creates an immutable audit trail entry, and makes it available in the dashboard.
Renewal Notification Delivery
"As a landlord, I want tenants to receive automatic renewal reminders so that they can sign offers promptly and avoid delays."
Description

Implement an automated notification system that delivers renewal offers to tenants via email, SMS, and in-app alerts. The system should include customizable templates, track delivery and engagement metrics, and send configurable reminders until the tenant completes the one-click e-signature. Notifications must guide the user directly to the signing interface.

Acceptance Criteria
Email Delivery of Renewal Notification
Given a tenant with a valid email address When a renewal offer is generated Then an email is sent to the tenant within 5 minutes And the system logs the email delivery status as 'Sent'.
SMS Delivery of Renewal Notification
Given a tenant with a verified phone number When a renewal offer is generated Then an SMS containing the renewal link is sent to the tenant And the system records the SMS delivery status as 'Sent'.
In-App Alert for Renewal Notification
Given a tenant is logged into the mobile app When a renewal offer is available Then an in-app notification appears on the dashboard And tapping it navigates the tenant to the renewal offer page.
Reminder Notifications Until Signature
Given a tenant has not completed the e-signature within 48 hours When the reminder schedule triggers Then an email and SMS reminder are sent every 24 hours until signature And the system stops sending reminders once the signature is completed.
One-Click E-Signature Interface Navigation
Given a tenant clicks the renewal link from any notification When the link opens Then the tenant is directed straight to the one-click e-signature page And the lease renewal terms are preloaded and ready for signature.
Secure Audit Trail and Document Storage
"As a property manager, I want a secure audit trail for each signed document so that I can verify authenticity and compliance at any time."
Description

Maintain a tamper-proof audit trail for every signed renewal, capturing timestamps, IP addresses, and authentication details. Store all executed documents in an encrypted backend repository with version control. Enable authorized users to retrieve and export signed leases and associated audit logs for compliance and record-keeping purposes.

Acceptance Criteria
Audit Trail Logging
Given a tenant completes a one-click e-signature renewal, when the document is signed, then the system records the timestamp, IP address, and authentication details in a tamper-proof audit trail.
Encrypted Document Storage
Given an executed lease renewal, when the document is finalized, then the system encrypts and stores the document in the backend repository using AES-256 encryption.
Version Control Retrieval
Given multiple versions of a lease document exist, when an authorized user requests a specific version, then the system retrieves and displays the correct version in chronological order with metadata.
Audit Log Export
Given an authorized user initiates an export, when the user selects audit logs, then the system generates and downloads a CSV or PDF file containing all audit entries for the selected document.
Authorized Access Control
Given a user attempts to access signed leases or audit logs, when the user lacks proper permissions, then the system denies access and logs the unauthorized access attempt.
Mobile E-Sign Responsive UI
"As a tenant using a smartphone, I want the eSign process to work seamlessly on my device so that I can sign without switching to a desktop."
Description

Design and develop a fully responsive e-signature interface optimized for smartphones and tablets. Ensure compatibility with major mobile browsers, adherence to accessibility standards (WCAG 2.1), and clear visual cues for progress and completion. The UI should maintain full functionality and a frictionless user experience across all screen sizes.

Acceptance Criteria
Smartphone Signature Completion
Given a tenant opens the e-sign interface on a smartphone browser When they review the renewal offer Then the signature field is fully visible without horizontal scrolling And the 'Sign Now' button is tappable with no overlap And upon tapping 'Sign Now', the signature is submitted and a confirmation message appears within 2 seconds
Tablet Signature Flow
Given a tenant accesses the e-sign interface on a tablet When they navigate through the signature process in both landscape and portrait modes Then all form fields and buttons resize correctly And the signature capture works via touch input without lag And the signed document displays a PDF preview before final submission
Mobile Browser Compatibility
Given a tenant uses Chrome, Safari, or Firefox on a mobile device over a 4G network When they load the e-sign interface Then the page fully loads within 3 seconds And no UI element is broken or misaligned And the signature submission completes successfully with no errors
Accessibility Compliance on Mobile
Given a visually impaired tenant uses a screen reader and keyboard navigation on mobile When they access the e-sign interface Then all interactive elements have appropriate ARIA labels And focus order is logical and sequential And color contrast ratios meet WCAG 2.1 AA standards And the tenant can navigate through and submit the signature independently
Progress Indicator Visibility
Given a tenant is signing on any mobile device When they proceed through multiple signature steps Then the progress indicator accurately reflects completed, current, and remaining steps And the indicator remains visible on all screen sizes without overlapping other content
Signature Confirmation and Receipt
"As a tenant, I want to receive a confirmation and copy of my signed lease so that I have proof of completion."
Description

Provide immediate in-app confirmation upon successful signing and automatically email the tenant a signed PDF receipt. The receipt should include the finalized document, audit trail summary, and a secure link for future access. This ensures tenants have proof of completion and easy reference to their signed lease.

Acceptance Criteria
Tenant Receives In-App Confirmation
Given the tenant taps ‘Sign’ on the renewal offer, when the signature is successfully processed, then the app displays a prominent “Signature Successful” confirmation message with the timestamp within 2 seconds
Signed PDF Receipt Email Delivery
When the signature is finalized, then the system sends an email to the tenant’s registered address within 1 minute that includes the signed PDF lease receipt as an attachment
Audit Trail Summary Inclusion
The emailed PDF receipt includes an audit trail summary listing each document action (viewed, signed) with accurate timestamps and originating IP addresses
Secure Link Access for Future Reference
The email contains a secure, unique link that requires tenant authentication and allows view/download of the signed PDF for at least 180 days
Receipt Contains Finalized Document Versions
The PDF receipt attachment exactly matches the final executed lease document, including all amendments and all signatures, with no missing pages

TrendTracker

Real-time visualization of rent trends across properties and unit types, enabling landlords to filter by location, date range, and property class. TrendTracker highlights emerging patterns early, so users can adjust pricing strategies proactively and maximize rental income.

Requirements

Interactive Trend Graph
"As a landlord, I want interactive trend graphs so that I can visualize rent changes over time and identify patterns at a glance."
Description

Develop a dynamic, real-time chart that visualizes rent trends over selected periods. This feature should support smooth zooming, panning, and hover-over tooltips displaying exact values and dates. It integrates with LeaseSpark’s data pipeline to fetch live rent pricing from multiple properties and unit types, providing instant insights. By visually representing trend lines and spikes, users can quickly grasp market movements and make data-driven pricing decisions.

Acceptance Criteria
Zoom and Pan on Trend Graph
Given the user has selected a date range and property, When they zoom in or out on the chart, Then the graph axes rescale smoothly within 200ms, and data points re-render without distortion.
Hover-over Tooltips Display Accurate Data
Given the user hovers over any point on the trend line, When the tooltip appears, Then it must show the exact rent value, date, property name, and unit type matching the hovered point.
Real-time Data Streaming Integration
Given new rent data is ingested into LeaseSpark’s pipeline, When the graph is visible, Then it should automatically update to include the latest data within 5 seconds without requiring a page refresh.
Filtering Trends by Location and Unit Type
Given the user applies location and unit type filters, When the filters are selected, Then the graph updates to display only the trend lines relevant to the chosen filters within 300ms.
Graph Rendering Performance
Given a dataset of up to 10,000 data points, When the graph loads, Then it must fully render all points and interactive controls in under 1 second.
Filterable Data Dashboard
"As a property manager, I want to filter rent trend data by location, date range, and property class so that I can focus on specific portfolios."
Description

Implement multifaceted filtering capabilities allowing users to narrow trend data by location (city, neighborhood), date range, property class (apartment, single-family), and unit type. Filters should update visualizations and statistics in real time, ensuring responsive interaction. This requirement enhances user control over large datasets and integrates seamlessly with the TrendTracker UI to refine insights based on customized criteria.

Acceptance Criteria
Filtering by Location and Date Range
Given the user selects a city or neighborhood and a date range, when the filters are applied, then all visualizations (charts, graphs, statistics) update to reflect only data within those parameters within 2 seconds.
Filtering by Property Class and Unit Type
Given the user selects one or more property classes and unit types, when the filters are applied, then the dashboard displays only data matching those selections and highlights active filters.
Combined Filters Intersection
Given the user applies filters across location, date range, property class, and unit type simultaneously, when applied, then only data satisfying all filter criteria are shown and the summary count matches the filtered dataset.
Reset Filters Functionality
Given the user clicks the “Reset Filters” button, when clicked, then all filters clear and the dashboard returns to the default unfiltered view within 1 second.
Performance under Large Dataset
Given a dataset containing at least 10,000 rent trend records, when any filter combination is applied or removed, then the dashboard updates and remains fully interactive within 3 seconds.
Customizable Alerts & Notifications
"As a landlord, I want to receive notifications when rent trends cross predefined thresholds so that I can adjust pricing strategies proactively."
Description

Design a notification engine that monitors defined rent thresholds and trend deviations, sending customizable alerts via email and in-app messages. Users should be able to configure multiple alert rules (e.g., rent drops below X%, trends exceed Y% increase) and choose notification channels. This feature helps users act proactively on emerging patterns and integrates with the user preferences module to manage alert settings.

Acceptance Criteria
Alert Rule Creation by User
Given the user is on the Alert Settings page When they define a new alert rule with a specific rent threshold and select one or more notification channels Then the rule is saved in the system, appears in the list of active rules, and is marked as enabled
Rent Threshold Breach Email Notification
Given a rent trend crosses the configured threshold When the system detects the breach Then an email notification is sent to the user’s registered email address within five minutes containing property details, threshold value, and actual trend deviation
In-App Notification Delivery
Given a configured alert rule is triggered When the user logs into the application Then an in-app notification appears in the notifications panel with correct property name, threshold crossed, and current trend details, and the notifications badge increments
Multiple Alert Rules Management
Given the user has configured multiple alert rules When one or more rules are triggered concurrently Then the system sends separate notifications for each rule without duplication or omission
User Notification Preferences Persistence
Given the user updates their notification preferences to disable in-app alerts and enable only email When the user saves these preferences Then all future alerts respect this choice, with no in-app notifications sent and emails delivered as configured
Comparative Analysis Module
"As a property manager, I want to compare rent trends across unit types side-by-side so that I can identify underperforming segments and optimize pricing."
Description

Create a side-by-side comparison tool that enables users to select multiple properties or unit types and compare their rent trends on a unified chart. The module should allow normalization of data and highlight percentage differences. Integration with TrendTracker’s data store will fetch comparative metrics, helping users identify over- or underperforming segments and optimize rental rates.

Acceptance Criteria
Selecting Multiple Properties for Comparison
Given the user has selected at least two properties or unit types When the user clicks the 'Compare' button Then a unified chart displays rent trends for each selected item with distinct colors and labels
Normalizing Data Across Unit Types
Given the user enables normalization mode When the data is loaded for different unit types Then the system adjusts the trend lines to a common base index (e.g., 100 at start date) ensuring values are comparable
Highlighting Percentage Differences
Given multiple trends are displayed on the chart When the user hovers over any data point Then the tooltip shows the percentage difference between each selected property or unit type at that point
Filtering by Date Range and Property Class
Given the user applies a date range and selects one or more property classes When filters are applied Then only relevant data is fetched and the chart updates within two seconds
Exporting Comparative Analysis
Given the chart is displayed with selected comparisons When the user clicks 'Export CSV' Then a downloadable CSV is generated containing date, rent values, normalized indexes, and percentage differences for each item
Data Export Functionality
"As a landlord, I want to export rent trend data to CSV and PDF so that I can share reports with stakeholders."
Description

Enable export of rent trend data and visual charts in CSV and PDF formats. Users should be able to customize export parameters (fields, date range, chart types) before generating files. This functionality integrates with the reporting engine, facilitating easy sharing of insights with stakeholders and supporting offline analysis.

Acceptance Criteria
Export trends in CSV format with default parameters
Given a landlord views the TrendTracker dashboard When they select 'Export Data' without modifying any parameters and choose the CSV format Then the system generates and downloads a CSV file containing all rent trend data and default columns for the current date range
Export trends in PDF format including selected charts
Given a landlord has filtered rent trend charts on TrendTracker When they choose 'Export Data', select PDF format, and check the desired chart types Then the system generates a PDF file embedding the selected charts and corresponding data tables
Export data with custom date range filter
Given a landlord is analyzing trends for a specific period When they set a custom start and end date in the export parameters and export in CSV Then the downloaded file includes only data points within the specified date range
Export trend data selecting specific fields
Given a landlord only needs certain metrics When they customize the export parameters by selecting specific fields (e.g., average rent, vacancy rate) and export as CSV Then the output file contains only the chosen fields for the selected properties
Bulk export multiple property trends in one file
Given a landlord manages multiple properties and needs consolidated data When they select multiple properties in TrendTracker and initiate export to PDF Then the system produces one PDF document containing separate sections for each property's trend charts and data

VacancyVision

In-depth analysis of vacancy durations and turnover cycles, benchmarking against market averages. VacancyVision forecasts likely fill times for upcoming vacancies and suggests optimal listing strategies to reduce downtime and maintain consistent cash flow.

Requirements

Vacancy Duration Tracker
"As a property manager, I want to track how long each property remains vacant so that I can identify inefficiencies and reduce downtime."
Description

Implement functionality to record and visualize the duration of each vacancy, showing historical vacancy lengths and turnover cycles on the dashboard. This module will pull data from lease end dates and move-in dates, calculate the number of vacant days, and present trends over time. It will enable users to filter by property, location, and time period, and generate reports to identify properties with prolonged vacancies. By integrating seamlessly with existing lease data and dashboard widgets, it will help landlords pinpoint inefficiencies and take corrective actions.

Acceptance Criteria
Vacancy Duration Calculation
Given a lease record with an end date and a move-in date, When both dates are available, Then the system calculates the vacancy duration as the difference in calendar days and stores this value in the vacancy tracker.
Dashboard Vacancy Trend Visualization
Given recorded vacancy durations, When a user navigates to the dashboard vacancy widget, Then the system displays a time-series chart showing historical vacancy lengths for each property with legends and tooltips.
Filtering Vacancy Data
Given multiple properties with vacancy records, When a user applies filters by property, location, and time period, Then the system refreshes the list and chart to show only records matching the selected criteria.
Prolonged Vacancy Report Generation
Given properties with vacancy durations exceeding a defined threshold, When a user requests a vacancy report, Then the system generates and exports a report in PDF or CSV format listing properties, vacancy durations, and relevant metadata.
Data Integration with Lease Records
Given updates to lease end dates or move-in dates in the lease database, When the data sync job runs, Then the vacancy tracker data is automatically updated within 5 minutes of the change.
Market Benchmark Comparison
"As a landlord, I want to benchmark my vacancy durations against market averages so that I can gauge my property’s performance and make data-driven decisions."
Description

Enable comparison of a user’s vacancy durations and turnover cycles against aggregated market averages and regional benchmarks. The system will ingest external market data feeds, normalize metrics by property type and location, and display side-by-side charts and tables. Users can drill down into specific regions or property classes, apply custom filters, and export benchmark reports. This feature guides users in understanding their performance relative to peers and informs strategic decisions.

Acceptance Criteria
Benchmark Data Ingestion and Normalization
Given external market data feeds are available, When the system ingests the feeds, Then vacancy duration and turnover cycle metrics are normalized by property type and region with less than 1% variance from expected values.
Side-by-Side Chart Display
Given normalized user and market data, When the user opens the VacancyVision dashboard, Then side-by-side charts display user vacancy durations alongside market averages with correct labels and units.
Region and Property Class Drill-Down
Given the dashboard is displaying benchmark charts, When the user selects a specific region or property class filter, Then the charts and tables update to show only the selected subset of data within two seconds.
Custom Filter Application
Given the user has defined custom date ranges and property attributes filters, When filters are applied, Then the system refreshes benchmark results to reflect the custom criteria and shows a summary of applied filters.
Benchmark Report Export
Given benchmark data is displayed on the dashboard, When the user clicks the export button, Then a PDF and CSV report are generated containing all visible charts, tables, and applied filters, and the download starts within five seconds.
Fill Time Forecasting
"As a landlord, I want to forecast when a vacancy will be filled so that I can plan cash flow and schedule maintenance efficiently."
Description

Build predictive models to forecast fill times for upcoming vacancies based on historical lease data, seasonal trends, and current market conditions. The forecasting engine will compute probability distributions and confidence intervals, then display expected fill dates on the dashboard. Users can view forecast summaries, adjust input parameters (e.g., pricing, lead time), and simulate different scenarios. By anticipating vacancy fill times, users can optimize resource planning and maintain steady cash flow.

Acceptance Criteria
Forecast Generation from Historical Data
Given the user selects a property with at least 12 months of historical lease data, When the user requests a fill time forecast, Then the system calculates and displays the expected fill date along with a probability distribution and 95% confidence interval on the dashboard.
Interactive Scenario Simulation
Given the user adjusts input parameters (e.g., pricing, lead time) in the simulation tool, When the user applies changes, Then the forecast updates in real-time reflecting the new parameters and displays comparative results for each simulated scenario.
Market Condition Override
Given the user inputs current market vacancy rate and seasonal trend factors, When the user overrides default values, Then the system recalculates the fill time forecast incorporating the new market conditions and displays the updated forecast and confidence interval.
Dashboard Forecast Visibility
Given the user has at least one upcoming vacancy, When the user views the property dashboard, Then the fill time forecast section is visible and accurately populated with the expected fill date, probability distribution, and confidence interval.
Forecast Data Export
Given the user has generated a fill time forecast, When the user exports forecast data, Then the system provides a downloadable CSV file containing property ID, expected fill date, probability distribution values, and confidence interval.
Listing Strategy Recommendations
"As a property manager, I want recommendations on how to adjust my listing strategy so that I can fill vacancies faster and maximize rental income."
Description

Provide actionable recommendations for listing strategies to shorten vacancy durations. Based on forecasting outputs and market insights, the system will suggest pricing adjustments, staging tips, marketing channels, and timing optimizations. Recommendations will be ranked by potential impact and implementation effort, with links to relevant resources. Integrated into the dashboard, this feature empowers users to implement data-driven tactics that reduce downtime and maximize rental revenue.

Acceptance Criteria
Price Adjustment Recommendation
Given a property with a forecasted vacancy duration exceeding 30 days and available market rent data, when the user views listing strategy recommendations, then the system suggests at least three pricing adjustment options, each with projected reduction in days on market and an impact-to-effort score, sorted in descending order of score.
Staging Tip Recommendation
Given a property turnover forecast and past tenant feedback metrics, when the user requests staging tips, then the system displays at least three tailored staging recommendations, each including estimated cost, required implementation effort, and projected decrease in vacancy days.
Marketing Channel Recommendation
Given property attributes and local marketing performance statistics, when the user accesses marketing channel suggestions, then the system returns the top three channels ranked by expected tenant reach and cost-effectiveness, each accompanied by a brief rationale and link to the channel’s listing page.
Optimal Listing Timing Recommendation
Given seasonal demand trends and current vacancy forecast, when the user checks listing timing optimization, then the system identifies the optimal day of week and time of day to publish the listing, with supporting data on historical fill-time improvements.
Resource Link Accessibility
Given any displayed recommendation containing resource links, when the user clicks on a 'Learn More' link, then the system opens the linked resource in a new browser tab and the page fully loads within three seconds.
Real-Time Vacancy Alerts
"As a small property manager, I want to receive alerts when a vacancy is taking longer than expected so that I can take immediate action to mitigate losses."
Description

Configure automated alerts triggered when a vacancy surpasses predefined thresholds (e.g., days on market) or when market conditions shift significantly. Alerts will be delivered via email, SMS, or in-app notifications, containing context on the vacancy performance and suggested next steps. Users can customize alert criteria, channels, and frequency. This feature ensures proactive management of vacancies, allowing landlords to intervene promptly and reduce revenue loss.

Acceptance Criteria
Threshold Exceeded Email Alert
Given the user sets a vacancy threshold of {n} days; When a vacancy remains open longer than {n} days; Then the system sends an email alert to the user's registered email containing vacancy details, days on market, and recommended next steps; And the alert is logged in the 'Alerts History' dashboard.
SMS Notification for Market Condition Shift
Given the user enables SMS alerts for market shifts exceeding {x}% change; When the system detects a rent or demand shift greater than {x}% for a listed property; Then an SMS is delivered to the user's phone number within 5 minutes containing comparative analysis and suggested listing strategy.
In-App Notification Customization
Given the user configures in-app notifications and selects 'Daily Digest' frequency; When the daily market scan completes at midnight; Then a single in-app notification appears in the notification center summarizing all vacancies exceeding thresholds with actionable items.
Alert Frequency Adjustment
Given the user updates alert frequency to 'Weekly Summary'; When the system runs its weekly scan every Monday at 8 AM; Then the user receives a consolidated alert via their chosen channels listing all current vacancies past thresholds with suggested next steps.
Suggestion Content Accuracy
Given an alert is triggered by any channel; When the system generates recommended actions; Then each suggestion references real-time vacancy data and current market benchmarks; And includes at least two distinct, actionable recommendations.

ForecastFlow

Advanced predictive modeling tool that simulates multiple rent adjustment scenarios and projects their revenue impacts. ForecastFlow empowers users to compare ‘what-if’ pricing strategies, identify the most profitable rent levels, and make data-driven decisions with confidence.

Requirements

Data Ingestion Module
"As a property manager, I want ForecastFlow to automatically import and validate my rent and market data so that I can trust the predictions without manually uploading files."
Description

Implement a robust data ingestion module that securely connects to various data sources (e.g., property management systems, spreadsheets, and databases), normalizes incoming rental and market data, handles incremental updates, and validates data quality. This module ensures ForecastFlow has accurate, up-to-date inputs for predictive modeling and reduces manual data entry errors by automating data collection processes.

Acceptance Criteria
Initial Connection to Property Management Systems
Given valid API credentials for a property management system, When the ingestion module attempts to connect, Then it must establish a secure connection and retrieve at least one record within 30 seconds without errors.
Spreadsheet Data Import
Given a user-uploaded CSV or Excel file containing rental and market data, When the ingestion process runs, Then it must parse the file, recognize all headers, and import 100% of valid rows without any parsing errors.
Incremental Data Updates Handling
Given a previously ingested dataset and a new data source with updated records, When the ingestion module runs in incremental mode, Then it must update modified records, insert new records, and leave unchanged records intact without creating duplicates.
Data Normalization and Formatting
Given raw ingested data with inconsistent date formats and currency symbols, When the normalization step executes, Then all dates must be converted to ISO 8601 format and all monetary values standardized to USD with two decimal places.
Data Quality Validation and Error Reporting
Given ingested data containing missing or invalid fields, When the validation step runs, Then it must detect and log all errors, reject invalid records, and allow only valid records to proceed to the predictive modeling pipeline.
Scenario Simulation Engine
"As a landlord, I want ForecastFlow to simulate various rent increase scenarios simultaneously so that I can quickly evaluate potential revenue outcomes."
Description

Develop an advanced simulation engine that can run multiple rent adjustment scenarios in parallel. The engine should support Monte Carlo simulations, sensitivity analysis, and use time-series forecasting algorithms. It must allow batch processing of scenarios, provide execution logs, and ensure results are consistent and reproducible.

Acceptance Criteria
Batch Processing Initiation
Given a batch of multiple rent adjustment scenarios is submitted, when the simulation engine starts, then it initiates all scenarios in parallel within 10 seconds and reports a start confirmation for each.
Monte Carlo Simulation Accuracy
Given historical rent data, when running a Monte Carlo simulation with 1,000 iterations, then the engine produces a probability distribution of revenue outcomes with a 95% confidence interval.
Sensitivity Analysis Execution
Given specified parameter ranges, when the sensitivity analysis is executed, then the engine outputs revenue sensitivity metrics for each parameter change, presented in a sortable table.
Time-Series Forecast Model Performance
Given monthly rent data over the past 24 months, when applying the time-series forecasting algorithm, then the engine forecasts the next 12 months with a mean absolute percentage error below 5%.
Execution Logging and Reproducibility
Given a completed simulation run, when retrieving execution logs, then the system provides a detailed log including timestamp, input parameters, random seed, and processing time, and re-running with the same seed reproduces identical results.
Customizable Parameter Inputs
"As a small property manager, I want to adjust forecasting parameters like vacancy rate and seasonal trends so that the model reflects my market conditions."
Description

Build a user interface component that lets users define and customize model parameters such as rent ranges, vacancy rates, growth rates, and seasonal factors. It must include predefined templates for common markets and allow users to save custom parameter sets for future use. This feature empowers users to tailor simulations to their unique portfolio characteristics.

Acceptance Criteria
Default Templates Displayed
Given the user opens the parameter input component, when the interface loads, then a dropdown of predefined market templates with at least five options is displayed.
Custom Parameter Entry
Given the user selects a custom template option, when they enter values for rent range, vacancy rate, growth rate, and seasonal factor within valid bounds, then each input is accepted and reflected in the parameter summary.
Parameter Validation Feedback
Given the user inputs invalid or out-of-range parameter values, when submitting the form, then the system displays inline validation messages and prevents form submission until corrections are made.
Saving Custom Parameter Sets
Given the user has entered valid custom parameters, when they click 'Save as Template' and provide a name, then the new parameter set is saved, appears in the template list, and persists across sessions.
Loading Saved Parameter Sets
Given the user has previously saved custom parameter sets, when they select a saved set from the template list, then the UI populates all fields with the saved values accurately.
Visual Revenue Projection Charts
"As a landlord, I want clear revenue projection charts for each scenario so that I can visually compare the financial impact of different rent levels."
Description

Create an interactive charting library within ForecastFlow that displays projected revenue over time for each scenario. Charts should support line, bar, and area graphs, allow annotation of key dates, and enable zooming, panning, and tooltip details. This visualization helps users intuitively compare forecast outcomes and identify optimal rent strategies.

Acceptance Criteria
Multiple Scenario Comparison View
Given the user has generated at least two rent adjustment scenarios When they open the revenue projection chart Then the chart displays a distinct colored line for each scenario And the legend correctly maps each scenario name to its line color
Annotation of Key Dates
Given the user clicks on a data point in the chart When they select “Add Annotation” and enter a date and description Then the annotation appears at the correct position on the x-axis at that date And the annotation persists after page reload
Interactive Zoom and Pan
Given the revenue projection chart is rendered When the user applies zoom via mouse wheel or zoom controls Then the chart scales update to focus on the selected time range And the user can pan horizontally and vertically to view off-screen data
Graph Type Switching
Given the chart is displayed in one graph type When the user selects “Line,” “Bar,” or “Area” from the graph type menu Then the chart updates to display the data in the chosen format without a full reload And the transition completes within 500ms
Tooltip Data Inspection
Given the user hovers over any data point on the chart When the tooltip appears Then it displays the date, scenario name, and exact projected revenue value And the tooltip disappears when the cursor moves away
Scenario Comparison Dashboard
"As a property manager, I want a dashboard comparing scenario outcomes so that I can easily identify the most profitable rent strategy."
Description

Design a dashboard that summarizes key metrics across multiple scenarios, including total projected revenue, occupancy rates, and ROI. The dashboard should allow side-by-side comparisons, highlight the highest-performing scenarios, and provide filters to sort by metric or date range. This feature accelerates decision-making by presenting a consolidated overview.

Acceptance Criteria
Scenario Comparison Side-by-Side View
Given a user has selected at least two scenarios When they view the dashboard Then scenarios are displayed side-by-side with key metrics aligned for direct comparison
Scenario Filtering by Metric and Date Range
Given scenarios are loaded in the dashboard When the user applies filters for metric 'occupancy rate' and date range 'next 12 months' Then only scenarios matching those filters are displayed
Highlight Highest-Performing Scenario
Given multiple scenarios displayed When projected revenue is calculated Then the scenario with the highest projected revenue is visually highlighted with a distinct color or icon
Export Scenario Comparison Report
Given the comparison dashboard is displayed When the user clicks 'Export CSV' Then a CSV file containing scenario names and all displayed metrics downloads to the user's device
Responsive Dashboard Layout
Given the dashboard is accessed on devices of various screen widths When the screen width changes Then the layout adjusts to maintain readability and alignment of metrics across devices
Export & Reporting
"As a landlord, I want to export forecasts and assumptions into a report so that I can share insights with my accountant and stakeholders."
Description

Implement export functionality that generates downloadable reports (PDF, Excel) summarizing simulation inputs, assumptions, and results. Reports should include charts, tables, and narrative summaries, and support scheduled automated delivery via email. This ensures stakeholders receive clear, shareable insights without logging into ForecastFlow.

Acceptance Criteria
User initiates manual export of simulation report
Given a user has completed a rent simulation with ForecastFlow, when the user selects the 'Export' option and chooses PDF or Excel, then the system generates a downloadable report containing the simulation inputs, assumptions, results, charts, tables, and narrative summary without errors.
Scheduled automated report delivery via email
Given a user has configured a report schedule with valid email recipients, when the scheduled time arrives, then the system automatically generates the PDF and Excel reports summarizing the latest simulation and sends them as attachments to the specified email addresses.
Report includes visual charts and narrative summary
Given a generated report, when the user opens the PDF or Excel, then the report must include correctly rendered charts (e.g., line graphs of rent projections), data tables of simulation inputs and results, and a narrative summary that accurately describes key findings.
Exported report available for download in dashboard
Given a report has been generated manually or automatically, when the user navigates to the 'Exports' section in the ForecastFlow dashboard, then the report appears in the list with a download link, and clicking the link initiates the download of the selected PDF or Excel file.
Email attachments meet format and size requirements
Given the system sends out scheduled or manual exports via email, when the email is received, then the attachments are correctly formatted as PDF and Excel, and each file is under the configured maximum size limit (e.g., 10MB), without corruption.

MarketMatcher

Automated market comparison engine that aggregates local comparable listings, occupancy metrics, and recent rent changes. MarketMatcher delivers tailored rental rate recommendations aligned with supply-and-demand dynamics, ensuring competitive pricing that attracts quality tenants.

Requirements

Local Data Aggregation
"As a property manager, I want the system to automatically gather and normalize local rental and occupancy data so that I have accurate market context without manual research."
Description

Implement an automated data ingestion pipeline that aggregates local rental listings, occupancy rates, and recent rent metrics from multiple data sources such as MLS, public records, and listing websites. This pipeline normalizes and de-duplicates data, ensuring up-to-date and accurate local market insights. By centralizing data collection and normalization, the system supports reliable market analysis and rate recommendations for landlords.

Acceptance Criteria
Daily MLS Data Ingestion
Given the pipeline is scheduled daily, when the job runs at 02:00 AM, then it ingests at least 95% of new MLS listings from the previous 24 hours without errors.
Duplicate Data Detection
Given multiple data sources contain overlapping listings, when data is aggregated, then duplicate entries are identified by matching unique property identifiers and removed, ensuring no duplicates remain in the consolidated dataset.
Rent Metrics Normalization
Given rent values from various sources use different formats, when data is normalized, then all rent amounts are converted to a uniform currency and format (e.g., USD, two decimal places) with 100% accuracy.
Data Freshness Check
Given real-time market insights are required, when the dashboard is accessed, then all aggregated data must reflect updates from the last 24 hours, with any outdated records flagged for re-ingestion.
Source Unavailability Handling
Given a source API is unreachable, when ingestion fails, then the pipeline retries up to 3 times, logs the failure, and sends an alert notification to the operations team.
Comparable Listing Matching
"As a landlord, I want the system to highlight comparable properties based on my listing characteristics so that I can price my unit competitively."
Description

Develop a matching module that identifies comparable rental listings based on criteria like location, property type, size, and amenity features. The module applies configurable filters and weighting to find the most relevant comparables, presenting landlords with a curated set of similar listings. This ensures rate recommendations are based on truly comparable market examples, improving pricing accuracy.

Acceptance Criteria
Filtering by Location and Property Type
Given a landlord selects a specific city and property type, when executing the Comparable Listing Matching module, then only listings within the chosen city and matching the selected property type are returned.
Weighting Amenities and Size
Given the user assigns weight values to number of bedrooms and amenities, when the matching algorithm runs, then returned listings are presented in descending order based on the combined weighted score.
Applying Custom Configurable Filters
Given the user applies custom filters (e.g., pet-friendly and parking included), when the module processes the request, then all resulting listings satisfy the applied custom filters.
Displaying Top Comparable Matches
Given matching results are available, when the process completes, then the system displays the top 5 comparable listings with key attributes and an overall similarity score above the configured threshold.
Handling No Matches Found
Given no listings meet the specified criteria and weights, when the matching process finishes, then the system shows a clear notification indicating no comparables found and recommends adjusting filter settings.
Dynamic Pricing Algorithm
"As an independent landlord, I want automated rental rate suggestions based on current market dynamics so that I can set competitive prices quickly."
Description

Design and implement an algorithm that analyzes aggregated market data, occupancy rates, and rent change trends to generate tailored rental rate recommendations. The algorithm models supply-and-demand dynamics, seasonal patterns, and historical pricing to optimize rates for maximum competitiveness and tenant quality. Results should update in real time as new data is ingested, empowering landlords to make data-driven pricing decisions.

Acceptance Criteria
Real-Time Data Ingestion
Given new market data is ingested every minute, when processed, then the algorithm updates rental rate recommendations within 30 seconds.
Seasonal Trend Integration
Given a date range that includes a known seasonal peak, when generating recommendations, then the algorithm incorporates seasonal adjustment factors and maintains recommendation accuracy within 5% of historical reference rates.
Occupancy Rate Adjustment
When the property’s occupancy rate drops below 70% or rises above 90%, then the algorithm adjusts recommended rental rates by at least –2% or +1% respectively to reflect supply-and-demand dynamics.
Competitor Price Fluctuation Response
Given competitor listings change rental prices by more than ±3% in the local area, when data is ingested, then the algorithm recalculates and publishes updated recommendations within one hour.
Historical Pricing Back-Testing
When running a back-test against six months of historical market data, then the algorithm’s revenue projection based on its recommendations is within 2% of the actual historical revenue.
Dashboard Recommendation Latency
Given a new recommendation is generated, when the landlord views the dashboard, then the updated recommendation displays within 5 seconds.
Interactive Dashboard Display
"As a small property manager, I want an interactive view of market data and rate recommendations so that I can easily interpret and act on insights."
Description

Create an interactive dashboard within LeaseSpark that visualizes comparable listings, occupancy metrics, recent rent changes, and recommended rates. The dashboard supports filtering, sorting, and drill-down capabilities, allowing users to explore market data and understand the factors driving recommendations. Integration with the existing real-time dashboard ensures a unified user experience.

Acceptance Criteria
Viewing Comparable Listings on the Dashboard
Dashboard displays at least five local comparable listings for the selected property area within five seconds of dashboard load.
Applying Filters to Market Data
When a user applies any combination of filters (date range, property type, bedroom count), the dashboard updates to show only the matching market data within two seconds.
Sorting Listings by Recent Rent Changes
When the user clicks the “Recent Rent Change” column header, the listings reorder in ascending or descending order correctly and within one second.
Drilling Down into Occupancy Metrics
Clicking on any segment of the occupancy metrics chart opens a detailed view showing occupancy rates and trends for that segment over the past 12 months.
Generating Recommended Rental Rates
Dashboard displays a recommended rental rate for the selected property, calculated based on aggregated market data, within three seconds, including a breakdown of contributing factors.
Ensuring Unified Dashboard Integration
All new dashboard components adhere to the existing real-time dashboard style guide (colors, typography, spacing) with no visual or functional regressions.
Automated Alerts & Reports
"As a landlord, I want to receive notifications and periodic reports on market trends and rate suggestions so that I can stay updated without manually checking the dashboard."
Description

Implement an alerting and reporting feature that notifies users of significant market shifts, occupancy changes, or rent recommendations via email or in-app notifications. Users can configure thresholds and schedules for alerts, and generate PDF/CSV reports summarizing market analysis over selected periods. This automation keeps landlords informed and facilitates record-keeping.

Acceptance Criteria
Alert Threshold Configuration
Given a user navigates to the Alerts Settings page and selects a market shift alert, when the user sets a threshold percentage change (e.g., 5%), then the system saves the threshold, verifies it's within allowed range (1%-100%), and displays it in the user's configured alerts list.
Real-time Alert Delivery
Given a configured threshold is breached by a market shift or occupancy change, when the system detects the change, then send an email and in-app notification to the user within 5 minutes and log the delivery status.
Scheduled Report Generation
Given a user schedules a monthly report for market analysis, when the report date arrives, then automatically generate the report in PDF and CSV formats and store it under Reports with a timestamp matching the schedule.
PDF/CSV Report Accuracy
Given a report is generated for a selected date range, when the user downloads the PDF or CSV, then the report data matches the system's market comparison data within ±0.1% and includes headers, footers, and pagination in PDF and correctly formatted CSV columns.
Alert Preference Persistence
Given a user logs out after configuring alert preferences, when the user logs back in, then the previously set preferences persist and are applied to all subsequent alerts and reports.

AlertPulse

Customizable real-time alerts that notify users of significant deviations in rent trends, sudden occupancy fluctuations, or emerging payment cycle anomalies. AlertPulse keeps landlords informed of critical changes, enabling swift action to capitalize on opportunities or mitigate risks.

Requirements

Real-time Rent Trend Alerts
"As a landlord, I want to receive real-time alerts when rent trends deviate by a set percentage so that I can adjust pricing strategies promptly."
Description

Monitor rent data continuously to detect significant deviations from historical rent trends. When a deviation surpasses a configurable threshold—such as a 5% increase or decrease—the system generates an immediate alert displayed in the dashboard. This requirement ensures landlords are promptly informed of shifting market conditions, enabling data-driven pricing strategies and maximizing rental income.

Acceptance Criteria
Threshold Breach Alert Trigger
Given real-time rent data is received, when rent deviation exceeds the configured percentage threshold, then the system generates an alert immediately.
Custom Threshold Configuration
Given a landlord updates the deviation threshold in settings, when the new threshold is saved, then the system applies this threshold to all subsequent rent trend evaluations.
Dashboard Alert Display
Given an alert is generated, when the landlord views the dashboard, then the alert appears in the Alerts panel with correct property name, deviation percentage, and timestamp.
Historical Data Verification
Given at least six months of rent history, when the deviation calculation runs, then the system uses the average of historical rents to compute deviation within a 0.1% margin of error.
User Acknowledgment Logging
Given an alert is displayed on the dashboard, when the landlord acknowledges the alert, then the system records the acknowledgment event with user ID and timestamp in the audit log.
Occupancy Fluctuation Notifications
"As a property manager, I want to be notified when occupancy rates change by more than a defined percentage so that I can investigate vacancies or allocate resources effectively."
Description

Track occupancy rates across all properties and identify sudden increases or drops in tenant occupancy. When occupancy fluctuates beyond a predefined threshold, the system issues a notification in the user’s alert feed. This requirement helps property managers maintain optimal occupancy levels by quickly addressing emerging vacancies or overbooking risks.

Acceptance Criteria
Sudden Occupancy Drop Exceeds Threshold
Given a property’s occupancy rate decreases by more than the predefined threshold within a 24-hour period, When the system processes the new occupancy data, Then a notification is generated and appears in the user’s alert feed within 60 seconds.
Sudden Occupancy Increase Exceeds Threshold
Given a property’s occupancy rate increases by more than the predefined threshold within a 24-hour period, When the system processes the new occupancy data, Then a notification is generated and appears in the user’s alert feed within 60 seconds.
Minor Occupancy Change Within Threshold
Given a property’s occupancy rate fluctuates by less than or equal to the predefined threshold within a 24-hour period, When the system processes the new occupancy data, Then no notification is generated.
Notification Contains Accurate Fluctuation Details
Given a notification is generated for an occupancy fluctuation, Then it displays the property name, previous and current occupancy rates, percentage change, timestamp, and threshold value that was exceeded.
Custom Threshold Configuration Enforcement
Given a user updates the threshold value for occupancy fluctuations, When the system processes subsequent occupancy data, Then notifications are generated only when fluctuations exceed the newly configured threshold.
Alert Feed Real-Time Update
Given an occupancy fluctuation notification is triggered, When it is generated, Then the alert feed updates immediately without requiring a page refresh and highlights the new notification at the top.
Payment Anomaly Detection
"As a landlord, I want to be alerted to payment cycle anomalies such as missed or late payments so that I can follow up with tenants and avoid revenue loss."
Description

Analyze payment cycle data to identify anomalies such as late payments, missed payments, or unexpected invoice discrepancies. Once an anomaly is detected, an alert is generated and highlighted in the dashboard. This requirement helps landlords proactively address payment issues, reduce revenue leakage, and maintain accurate financial records.

Acceptance Criteria
Late Payment Alert Generation
Given a tenant’s payment due date has passed and no payment is recorded, When the daily anomaly detection process runs, Then an alert titled 'Late Payment' is created with tenant ID, lease ID, due date, and days overdue, and displayed in the dashboard Alerts section within 1 minute.
Missed Payment Notification
Given a payment remains unpaid 3 days after its due date, When anomaly detection identifies the missed payment, Then the system must send an email notification to the landlord within 5 minutes, and update the dashboard alert status to 'Missed Payment' with amount, due date, and tenant contact information.
Unexpected Invoice Discrepancy Highlight
Given an invoice amount differs by more than 10% from the lease terms or the average of the previous three invoices, When the payment anomaly detection runs, Then create an 'Invoice Discrepancy' alert with invoice ID, expected amount, actual amount, and deviation percentage, and display it in the dashboard alert feed within 1 minute.
Payment Trend Anomaly Detection
Given historical payment data for the past six months, When the current month’s total collections deviate by more than 20% from the average collections of the previous six months, Then generate a 'Payment Trend Anomaly' alert with percentage change, current total, and historical average, and list it in the dashboard sorted by severity within 2 minutes.
Dashboard Alert Visualization
Given any new anomaly alert is generated, When the dashboard real-time alert panel refreshes, Then highlight the new alert with a red icon, include timestamp, category, and description, and ensure alerts are sorted by severity, updating the view within 2 seconds.
Alert Customization Dashboard
"As an independent landlord, I want to customize alert thresholds and notification preferences so that I only receive alerts relevant to my management style."
Description

Provide a user interface for configuring alert criteria, thresholds, and notification preferences. Landlords can define custom parameters for rent deviations, occupancy changes, and payment anomalies, as well as choose alert frequency and display options. This requirement empowers users to tailor AlertPulse to their unique management style and risk tolerance.

Acceptance Criteria
Initial Alert Configuration by New User
Given the landlord is on the Alert Customization Dashboard When they set a rent deviation alert threshold to 10% Then the alert is saved and a confirmation message is displayed
Modifying Existing Occupancy Alert
Given the landlord has an active occupancy change alert When they update the alert threshold from 5% to 8% Then the system updates the alert settings and shows a success notification
Setting Payment Anomaly Alert with Daily Summary
Given the landlord chooses to receive payment anomaly alerts daily When they enable daily summary notifications Then the system schedules and sends one consolidated alert email each day
Disabling an Alert and Verifying No Notifications
Given the landlord disables a specific rent deviation alert When the threshold is set to ‘Off’ Then the system stops sending notifications for that alert
Configuring Multiple Alerts and Receiving Distinct Notifications
Given the landlord configures rent deviation, occupancy change, and payment anomaly alerts When each threshold is met Then the system sends separate notifications labeled by alert type
Multi-channel Alert Delivery
"As a small property manager, I want to receive alerts via email, SMS, and mobile push notifications so that I can stay informed through my preferred channels."
Description

Enable delivery of alerts through multiple communication channels including email, SMS, and mobile push notifications. Users can select preferred channels and configure fallback options to ensure critical alerts are never missed. This requirement guarantees timely notification regardless of the user’s location or device.

Acceptance Criteria
Email Channel Configuration
Given the user has email delivery enabled and a valid email address, When an alert is triggered, Then the system sends an email containing the alert details to the registered email address within 2 minutes and logs the delivery status as 'sent'.
SMS Fallback Delivery
Given the user has selected SMS as a fallback channel and a valid phone number, When email delivery fails with a bounce or timeout, Then the system automatically sends the alert via SMS within 1 minute and logs the fallback event.
Push Notification Delivery
Given the user has the mobile app installed and push notifications enabled, When an alert triggers, Then the system sends a push notification with the correct alert content to the user's device within 30 seconds.
Combined Channel Delivery with Preferences
Given the user has set multiple preferred channels in order (email, push, SMS), When an alert triggers, Then the system attempts delivery via the first channel, proceeds to the next only if the previous fails, and stops after a successful delivery, logging each attempt.
Delivery Status Tracking and Dashboard Update
Given alerts are sent through configured channels, When each delivery attempt succeeds or fails, Then the real-time dashboard updates within 1 minute showing each alert's channel, delivery status, timestamp, and any error messages.
User Preference Management
Given the user accesses alert settings, When the user updates channel preferences or fallback options, Then the system validates the inputs, saves the new configuration, and confirms changes are applied immediately for subsequent alerts.

GeoHeatMap

Interactive geographic heatmap illustrating rent averages, vacancy hotspots, and emerging high-demand neighborhoods. GeoHeatMap helps landlords visually identify market pockets for potential rent increases or targeted marketing campaigns to optimize property performance.

Requirements

Data Aggregation Engine
"As a property manager, I want the platform to compile and normalize rent and vacancy data from diverse sources so that I can trust the accuracy of the geographic heatmap and make data-driven decisions."
Description

Implement a robust backend module that aggregates rent averages, vacancy rates, and demand indicators from multiple data sources—public records, MLS feeds, and internal databases. It ensures data normalization, accuracy, and timely updates, providing the foundation for the GeoHeatMap visualization.

Acceptance Criteria
Successful Data Ingestion from Multiple Sources
Given the data aggregation engine is initiated, when it runs scheduled jobs, then it ingests data from public records, MLS feeds, and internal databases with a success rate of at least 99% per source.
Data Normalization Consistency
Given raw data entries are available, when the engine processes them, then all rent averages, vacancy rates, and demand indicators conform to the predefined schema and unit formats with no normalization errors.
Timely Data Update Delivery
Given the aggregation engine’s update schedule, when the hourly update window passes, then the latest data is available for the GeoHeatMap within 5 minutes of source availability.
Error Handling and Logging
Given any data ingestion or processing failure, when an error occurs, then the engine logs a descriptive error entry, retries the operation up to three times, and sends an alert to the monitoring system.
Data Accuracy Validation
Given the aggregated dataset, when cross-referenced with a control sample, then at least 98% of entries match expected values within a 2% variance.
Scalability Under Load
Given simulated peak loads of up to 10,000 records per minute, when the engine processes data, then average processing latency remains under 2 seconds per record without data loss.
Dynamic Map Visualization
"As an independent landlord, I want to view an interactive geographic representation of rent and vacancy trends so that I can quickly identify market opportunities and optimize my pricing strategy."
Description

Develop an interactive map component that overlays color-coded heatmaps representing rent averages, vacancy hotspots, and high-demand zones. The map should support zooming, panning, and tooltips showing precise metrics on hover, seamlessly integrating with the LeaseSpark dashboard.

Acceptance Criteria
Map Load Performance
Given the LeaseSpark dashboard is accessed, when the Dynamic Map Visualization component loads, then the map and all heatmap overlays must render fully within 2 seconds.
Heatmap Layer Toggle
Given the user has the map open, when the user toggles any heatmap layer (rent averages, vacancy hotspots, high-demand zones), then the corresponding overlay must appear or disappear within 500ms without requiring a page reload.
Tooltip Data Accuracy
Given the user hovers over a region on the map, when the tooltip appears, then it must display correct rent average, vacancy rate, and demand score for that region, matching backend data within a 0.5% margin of error.
Zoom and Pan Responsiveness
Given the user interacts with the map, when the user zooms in/out or pans, then the map view and heatmap overlays must update smoothly within 300ms without visual artifacts or data misalignment.
Dashboard Integration
Given the user navigates to the LeaseSpark dashboard, when the Dynamic Map Visualization component is displayed, then it must inherit the dashboard’s theme and apply any active user filters to the heatmap data automatically.
Interactive Filters and Controls
"As a small property manager, I want to filter the heatmap by date, property type, and location radius so that I can focus on the trends most relevant to my portfolio."
Description

Add filtering controls for date range, property type, price brackets, and geographic radius. These filters allow users to refine the heatmap data, enabling targeted analysis of specific markets, time frames, or property segments directly within the GeoHeatMap interface.

Acceptance Criteria
Date Range Filter Application
Given the user selects a valid start and end date in the date range control, When they apply the filter, Then the heatmap updates within 2 seconds to display only properties with lease or listing dates within the selected range and excludes all others.
Property Type Filter Usage
Given the user selects one or more property types (e.g., apartment, single-family, duplex) from the property type dropdown, When they apply the filter, Then the heatmap displays data points only for the selected property types and removes all unrelated types.
Price Bracket Filter Functionality
Given the user defines minimum and maximum price values in the price bracket inputs, When they apply the filter, Then the heatmap refreshes to show only properties whose rent falls within the specified price range, and the UI prevents invalid ranges (min &gt; max).
Geographic Radius Filter Interaction
Given the user sets a geographic center point on the map and specifies a radius in miles or kilometers, When they apply the radius filter, Then the heatmap limits visible data points to those within the defined radius and draws a circle overlay representing the boundaries.
Combined Filters Interaction
Given the user applies two or more filters simultaneously (date range, property type, price bracket, geographic radius), When the filters are applied, Then the heatmap displays only properties that satisfy all active filters, updates within 3 seconds, and the filter panel shows all active conditions.
Real-Time Data Updates
"As a landlord, I want the map data to update in real-time so that I always have the latest market information when making rental decisions."
Description

Enable the GeoHeatMap to refresh data at configurable intervals or on-demand. This feature ensures that newly added leases, vacancies, and market changes are reflected in near real-time, keeping insights current and actionable.

Acceptance Criteria
Scheduled Data Refresh
Given a user has configured the auto-refresh interval to 15 minutes, When 15 minutes have elapsed, Then the GeoHeatMap must automatically fetch and display the latest lease, vacancy, and market data without user intervention.
Manual On-Demand Refresh
Given a user clicks the “Refresh Now” button on the GeoHeatMap dashboard, When the button is clicked, Then the map must update with new data within 5 seconds and visually indicate the data has been refreshed.
Error Notification and Retry
Given a network error occurs during data update, When the refresh process fails, Then the system displays a clear error message and automatically retries the update up to three times at 30-second intervals.
High-Volume Data Performance
Given the dataset contains more than 100,000 records, When an auto-refresh or manual refresh is triggered, Then the data update must complete within 10 seconds and the map remains interactive during the process.
New Lease Visibility
Given a new lease is added to the database, When the next scheduled or on-demand refresh runs, Then the GeoHeatMap must reflect the new lease’s impact on local rent averages and highlight any changes.
Refresh Interval Validation
Given a user enters a refresh interval outside the allowed range (less than 1 minute or more than 1440 minutes), When the user attempts to save settings, Then the system must reject the value and display a validation error stating “Refresh interval must be between 1 and 1440 minutes.”
Exportable Reports and Maps
"As a property manager, I want to export the heatmap and its data as a PDF or image so that I can share my market analysis with clients and keep records."
Description

Provide functionality to export the current heatmap view along with accompanying data tables as a PDF or image. This allows users to share market analysis with stakeholders, include visuals in presentations, and archive periodic snapshots for reporting.

Acceptance Criteria
Export Heatmap as PDF
Given a user configures the heatmap view with selected filters, When the user clicks the 'Export as PDF' button, Then a PDF file is generated containing the current map view and data table.
Export Heatmap as Image
Given a user has customized the heatmap layers and zoom level, When the user selects 'Download as PNG', Then a high-resolution PNG image of the map is downloaded.
Include Data Table in Export
Given the user has toggled the data table display on the heatmap interface, When the user exports the report, Then the exported PDF or image includes a data table with matching rows and columns as displayed on screen.
Verify Download Prompt
Given a user initiates an export, When the file generation is complete, Then the browser prompts the user to save or open the exported file with the filename format 'GeoHeatMap_Report_<YYYYMMDD>.<ext>'.
Validate Exported File Integrity
Given an exported file is downloaded, When the user opens the file, Then the map visualization is correctly rendered without distortion and all data values match the on-screen representation.

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LeaseSpark Launches ClauseCompass: AI-Driven Clause Recommendations for Tailored, Compliant Leases

Imagined Press Article

City, State – 2025-07-11 – LeaseSpark, the leading digital lease creation and e-signature platform for independent landlords and small property managers, today announced the launch of ClauseCompass, an AI-powered clause recommendation engine that automatically suggests relevant lease provisions based on property type, jurisdiction, and lease purpose. This new feature empowers landlords to assemble legally sound, customized lease templates in minutes, reducing the risk of errors and accelerating the lease creation process. In today’s rapidly evolving regulatory environment, landlords face mounting complexity in drafting leases that remain compliant with local, state, and federal laws. ClauseCompass leverages advanced natural language processing and a robust legal database to analyze user inputs—such as property location, unit type, rent structure, and lease term—and surface a curated set of clauses that fit each specific scenario. Once selected, clauses can be dragged and dropped into the lease template, while ClauseCompass automatically tracks missing sections and prompts users to fill any gaps. Key highlights of ClauseCompass include: • AI-Driven Suggestions: Instantly recommends relevant clauses—ranging from pet policies and security deposit regulations to rent escalation formulas and early termination penalties—based on user-supplied lease parameters. • Real-Time Compliance Alerts: Integrates with LeaseSpark’s ComplianceWatch module to flag outdated or noncompliant language, ensuring that every clause meets the latest legal standards. • Customizable Clause Library: Users can save frequently used or custom-edited clauses into their MyClause Library for quick access in future leases. • Collaborative Editing: ClauseCompass seamlessly integrates with CoEdit Canvas, allowing stakeholders—landlords, property administrators, and legal advisors—to review and refine recommended clauses in real time, complete with inline comments and version tracking. “ClauseCompass represents a major leap forward in automated lease creation,” said Alex Ramirez, Chief Product Officer at LeaseSpark. “Our goal has always been to streamline the leasing process for independent landlords and small property managers by eliminating manual paperwork and reducing legal risk. With ClauseCompass, we’re equipping users with intelligent, contextually relevant recommendations so they can produce airtight, compliant leases in a fraction of the time.” Early adopters have already reported significant efficiency gains and error reductions. Jonah Li, a solo landlord managing a five-unit portfolio in Austin, Texas, noted, “ClauseCompass helped me craft tailored leases that addressed unique local ordinances I wasn’t even aware of. What used to take me hours now takes minutes, and I can rest easy knowing my leases are legally sound.” To ensure ongoing accuracy, ClauseCompass synchronizes with LeaseSpark’s ComplianceWatch engine, which continuously monitors legal updates at the municipal, state, and federal levels. When regulations change—such as new tenant protection statutes or revised security deposit limits—the system automatically flags impacted clauses and suggests replacements, prompting users to update existing templates without starting from scratch. Integration with LeaseSpark’s Snapshot Vault means that every template iteration is preserved in a secure version history. Landlords can track changes, compare revisions side by side, and revert to previous drafts if needed. This level of transparency not only simplifies audit reviews but also provides a comprehensive compliance record in the event of disputes. ClauseCompass is now available to all LeaseSpark subscribers at no additional cost. To try ClauseCompass, existing customers can log into their dashboard and select the new “ClauseCompass” tab. Prospective users can sign up for a free trial at www.leasespark.com/try. About LeaseSpark LeaseSpark streamlines digital lease creation and secure e-signatures for independent landlords and small property managers drowning in paperwork. Its real-time dashboard tracks every signature and deadline, slashes administrative errors, and accelerates tenant onboarding—so landlords spend less time chasing documents and more time managing properties with confidence and ease. LeaseSpark’s comprehensive suite of AI-driven tools includes ComplianceWatch, CoEdit Canvas, Snapshot Vault, and now ClauseCompass, delivering a fully integrated leasing solution. For media inquiries, please contact: Sarah Patel Director of Communications, LeaseSpark Email: sarah.patel@leasespark.com Phone: (555) 123-4567

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LeaseSpark Unveils StepSense and FAQFlash: Interactive Chat Guidance Transforms Tenant Onboarding

Imagined Press Article

City, State – 2025-07-11 – LeaseSpark today revealed two groundbreaking features—StepSense and FAQFlash—designed to revolutionize tenant onboarding by offering real-time, AI-powered assistance throughout the digital signing process. Independent landlords and small property managers can now deliver a guided, self-service signing experience that reduces tenant confusion, minimizes errors, and accelerates lease completions. LeaseSpark’s Onboard OmniChat concept has become a reality with the rollout of StepSense and FAQFlash. Together, these features provide tenants with contextual guidance and instant answers at every step, eliminating pain points that often delay lease signings. StepSense: Guided, Contextual Signing Assistance • Real-Time Hints: As tenants progress through each section of the lease, StepSense displays dynamic, in-context tooltips that clarify terminology, explain legal concepts, and highlight required fields. • Next-Step Prompts: The system identifies which clauses or signatures remain incomplete and offers clear, actionable prompts to move the process forward. • Interactive Walkthroughs: Includes optional, step-by-step tutorials for first-time digital signers, ensuring that users of all technical backgrounds can complete their leases with confidence. FAQFlash: Instant, AI-Powered Answers • Chat Window Integration: Tenants can click on any FAQ icon next to a lease clause or field to open a chat bubble powered by LeaseSpark’s AI engine. • Comprehensive Knowledge Base: FAQFlash draws on an extensive repository of lease-related questions—covering topics such as security deposits, pet policies, maintenance responsibilities, and early termination fees—to deliver precise, legally vetted responses. • Follow-Up Clarifications: The AI can ask clarifying questions if a tenant’s query is ambiguous, ensuring accurate and relevant answers. “As we spoke to independent landlords and small managers, one theme emerged: tenants often abandon or delay lease signings due to confusion or lack of guidance,” said Emily Nguyen, Head of Product Innovation at LeaseSpark. “With StepSense and FAQFlash, we’re making the digital signing process intuitive and self-explanatory. Landlords benefit from faster turnaround times, fewer error corrections, and a more professional tenant experience.” Industry data shows that nearly 40% of digital lease signings stall due to tenant confusion or missing information. By embedding assistance directly into the signing flow, LeaseSpark customers have already seen a 30% reduction in incomplete leases and a 25% increase in on-time move-in rates during pilot tests. Community Connie, a landlord serving a mixed-use property in Portland, Oregon, shared her experience: “Our tenants love the chat guidance. They feel empowered asking questions right where they need answers, and I no longer have to field dozens of follow-up emails. It’s a game-changer for my tenant relationships.” Both StepSense and FAQFlash are available immediately to all LeaseSpark subscribers. Landlords can enable these features in their dashboard settings under “Onboarding Enhancements.” Interested users can view a live demo at www.leasespark.com/demo. About LeaseSpark LeaseSpark streamlines digital lease creation and secure e-signatures for independent landlords and small property managers drowning in paperwork. Its real-time dashboard tracks every signature and deadline, slashes administrative errors, and accelerates tenant onboarding—so landlords spend less time chasing documents and more time managing properties with confidence and ease. Media Contact: Sarah Patel Director of Communications, LeaseSpark Email: sarah.patel@leasespark.com Phone: (555) 123-4567

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LeaseSpark Secures $15M Series B to Accelerate Feature Expansion and Market Penetration

Imagined Press Article

City, State – 2025-07-11 – LeaseSpark, the premier digital lease management solution for independent landlords and small property managers, today announced the successful closing of a $15 million Series B funding round led by Crestline Ventures, with participation from existing investors Meridian Capital and Horizon Equity Partners. The new capital will fuel accelerated product development, expanded marketing efforts, and strategic hiring to support LeaseSpark’s rapid market penetration. Since its founding in 2022, LeaseSpark has experienced triple-digit year-over-year revenue growth by delivering an end-to-end lease creation, signature, and tracking system tailored to the unique needs of landlords with small to mid-sized portfolios. The platform’s intuitive dashboard, real-time reminders, and AI-driven features—such as ComplianceWatch and CoEdit Canvas—have garnered widespread adoption among solo landlords, growing portfolio managers, and property administrators seeking to eliminate manual paperwork and enhance compliance. “Lease management is ripe for disruption, and LeaseSpark is at the forefront of that transformation,” said Jason Lee, General Partner at Crestline Ventures. “Their deep understanding of landlord workflows, combined with cutting-edge AI and a relentless focus on user experience, sets them apart from legacy solutions. We’re thrilled to back the LeaseSpark team as they scale to serve millions of units nationwide.” Use of Proceeds • Product Innovation: Accelerate development of advanced AI features—including RiskRadar, ClauseCompass, and TrendTracker—and enhance existing modules such as StepSense and AuditTrail Log. • Market Expansion: Launch targeted marketing campaigns across key regions, including secondary and tertiary markets, to reach indie landlords and small managers outside major metropolitan areas. • Team Growth: Hire top talent in engineering, data science, customer success, and sales to strengthen product delivery and accelerate customer onboarding. LeaseSpark CEO and co-founder, Priya Shah, emphasized the company’s commitment to landlord empowerment: “Our vision has always been to make digital leasing accessible, intuitive, and legally bulletproof for independent landlords. This Series B round validates our product-market fit and will enable us to deliver even more value—whether through AI-driven risk mitigation, automated renewals, or real-time market insights.” Customer Impact LeaseSpark’s latest enhancements have driven measurable results: • 50% reduction in lease creation time thanks to ClauseCompass and MyClause Library. • 30% lift in on-time signatures through ReminderRelay and integrated calendar sync. • 25% drop in administrative errors using AuditTrail Log and ComplianceWatch. Industry analysts predict that the property management software market will exceed $10 billion by 2027, with independent landlords and small managers representing a fast-growing segment underserved by enterprise platforms. LeaseSpark is uniquely positioned to capture this opportunity by combining affordability, ease of use, and advanced AI capabilities. About LeaseSpark LeaseSpark streamlines digital lease creation and secure e-signatures for independent landlords and small property managers drowning in paperwork. Its real-time dashboard tracks every signature and deadline, slashes administrative errors, and accelerates tenant onboarding—so landlords spend less time chasing documents and more time managing properties with confidence and ease. Media Contact: Sarah Patel Director of Communications, LeaseSpark Email: sarah.patel@leasespark.com Phone: (555) 123-4567

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