Donorly

Dynamic Thresholds

Automatically calibrates alert triggers based on each donor’s historical engagement patterns. By learning individual baselines, Dynamic Thresholds minimize noise and deliver only meaningful dips and spikes, helping users focus on genuinely significant changes in donor behavior.

Requirements

Historical Engagement Data Aggregation

"As a fundraising manager, I want the system to aggregate all of a donor’s past engagement data so that dynamic thresholds can be based on a complete history."

Description

Implement a data ingestion pipeline that collects and consolidates each donor’s historical engagement records from multiple sources (e.g., donation history, email opens, event attendance). This requirement ensures the system has a comprehensive dataset to accurately model individual baselines, enabling reliable threshold calibration. Integration with existing Donorly data stores and third-party APIs must be seamless, supporting incremental updates and data normalization. Expected outcome: a unified engagement dataset for every donor, updated daily, ready for baseline analysis.

Acceptance Criteria

Personalized Baseline Calculation

"As a fundraising manager, I want dynamic thresholds to be calculated per donor so that alert triggers reflect individual giving patterns."

Description

Develop an algorithmic engine that analyzes each donor’s historical engagement dataset to compute personalized baseline metrics (e.g., average donation frequency, typical gift size, response rate). The engine must apply statistical methods (rolling averages, standard deviations) and machine-learning techniques to adapt over time. This capability enables the Dynamic Thresholds feature to tailor alerts for meaningful deviations rather than generic rules. Expected outcome: accurate, evolving donor baselines available for real-time comparison.

Acceptance Criteria

Initial Baseline Computation

Given a donor with at least 12 months of historical engagement data, when the Personalized Baseline Calculation engine processes the data, then it calculates average donation frequency, typical gift size, and response rate each within a 5% tolerance compared to a manual statistical benchmark.

Rolling Average and Standard Deviation Update

Given new engagement data points received daily, when the engine incorporates these points, then the rolling averages and standard deviations are updated within one minute of data ingestion and reflect the latest 90-day window.

Threshold Alert Sensitivity Calibration

Given a donor's baseline metrics, when threshold alerts are generated, then alerts only trigger for deviations exceeding two standard deviations from the rolling average, minimizing false positives to less than 5% of total alerts.

Machine Learning Model Adaptation Cycle

Given evolving patterns in donor engagement over a 3-month period, when the ML retraining job runs weekly, then the baseline metrics adapt to significant pattern shifts within one retraining cycle, validated by an accuracy improvement of at least 10% on a held-out test set.

Real-time Baseline Availability in Dashboard

Given a user opens the Dynamic Thresholds dashboard, when viewing any donor profile, then the personalized baseline metrics display within two seconds and reflect the most recent calculations.

Anomaly Detection Engine

"As a fundraising manager, I want to receive alerts only when a donor’s behavior significantly deviates from their baseline so that I can focus on truly important changes."

Description

Create a real-time detection service that compares incoming donor activity against their personalized baselines to identify significant spikes or dips. The service must support configurable sensitivity levels, use statistical significance testing, and flag only changes that exceed computed thresholds. Integration with Donorly’s alert system is required to surface these anomalies in the dashboard. Expected outcome: high-precision detection of noteworthy engagement changes with minimal false positives.

Acceptance Criteria

Significant Engagement Spike Detection

Given a donor’s activity data stream in real time When the current activity count exceeds the personalized upper threshold by at least 20% Then the system flags an engagement spike anomaly and logs the anomaly with a 95% confidence level

Significant Engagement Dip Detection

Given continuous monitoring of a donor’s interaction events When the rolling activity average falls below the personalized lower threshold by at least 15% Then the system flags an engagement dip anomaly and records the event for alert generation

Custom Sensitivity Level Application

Given an administrator sets a sensitivity level to high, medium, or low When the anomaly engine recalibrates thresholds Then the engine applies the corresponding multiplier to statistical thresholds and only triggers anomalies that meet the adjusted level

Statistical Significance Validation

Given the engine computes anomalies using statistical tests When an observed deviation is detected Then the deviation must meet a p-value ≤ 0.05 before being classified as a true anomaly

Alert Integration into Dashboard

Given an anomaly is detected and flagged When the alert service receives the anomaly event Then the anomaly appears in the user’s dashboard alert feed within 2 seconds with donor ID, anomaly type, and deviation magnitude

Threshold Adjustment Interface

"As a fundraising manager, I want to manually adjust dynamic thresholds for specific donors so that I can tailor alert sensitivity to my organizational needs."

Description

Design and implement a user interface within the Donorly dashboard that allows users to view, override, or fine-tune automatically generated thresholds for individual donors or donor segments. The interface should display baseline metrics, suggested threshold bands, and historical anomaly logs. Changes made by users must feed back into the baseline calculation engine to inform future adjustments. Expected outcome: enhanced user control over alert sensitivity, leading to more relevant notifications.

Acceptance Criteria

Override Default Threshold for High-Value Donor

Given the user views a high-value donor’s profile in the Threshold Adjustment Interface, when they adjust the suggested threshold band and click Save, then the new threshold should immediately display in the interface, a confirmation message should appear, and the updated threshold must be stored and used in subsequent alert calculations.

Fine-Tune Threshold for Low-Engagement Segment

Given the user selects a low-engagement donor segment, when they modify the upper and lower threshold sliders and apply changes, then the interface must recalculate and display updated anomaly bounds in real time, and all future alerts for that segment must reflect the new thresholds.

View Historical Anomaly Logs

Given the user opens the anomaly logs panel for a specific donor, when they scroll through the entries or apply a date-range filter, then the interface must show time-stamped records of all past threshold breaches with corresponding metric values and allow sorting by date or magnitude.

Apply Bulk Threshold Adjustments

Given the user selects multiple donors or segments in the Threshold Adjustment Interface, when they enter a uniform threshold value and confirm bulk update, then the interface should apply the value to all selected items, display a summary of changes made, and feed these adjustments back to the baseline engine.

Persist User Changes to Baseline Engine

Given the user has overridden or fine-tuned thresholds, when the baseline calculation engine runs its next calibration, then it must incorporate the user-defined thresholds into its learning algorithm, and the system must log a comparison report showing suggested bands before and after user input.

Notification Filtering and Prioritization

"As a fundraising manager, I want alerts to be filtered and prioritized so that I’m only notified about the most critical donor behavior changes."

Description

Implement logic within the notification system to filter, rank, and batch alerts based on the severity of detected anomalies and user-defined preferences. The system must prioritize high-impact alerts (e.g., major donation drops) while deferring or suppressing minor fluctuations. Notifications should be delivered through multiple channels (email, in-app) with clear context on why each alert was triggered. Expected outcome: reduced notification noise and a focus on alerts that drive action.

Acceptance Criteria

High-Impact Alert Prioritization

Given a detected donor donation drop exceeding the dynamic threshold severity level, when the notification system processes alerts, then the high-impact alert is ranked within the top three notifications and flagged as urgent for immediate delivery.

Minor Fluctuation Suppression

Given a detected donation change that falls below the user-defined significance threshold, when evaluating notifications, then the system suppresses or batches the minor fluctuation alert for periodic summary delivery instead of immediate notification.

User Preference-Based Filtering

Given a user has configured alert preferences (channels, severity levels, batching rules), when anomalies are detected, then the system filters and prioritizes notifications strictly according to those saved preferences.

Multi-Channel Contextual Delivery

Given a prioritized alert, when delivering the notification, then the system sends both an in-app alert with context details and an email containing the reason for the alert and recommended next steps.

Batch Delivery Optimization

Given multiple low- and medium-severity alerts within a 24-hour period, when generating notifications, then the system batches them into a single summary notification to reduce noise and delivers per user’s batching settings.

Sentiment Signal

Applies natural language processing to donor communications and social interactions to gauge sentiment shifts. Sentiment Signal alerts fundraisers when donor attitudes turn notably positive or negative, enabling tailored outreach that resonates with supporters’ current moods and motivations.

Requirements

Real-Time Sentiment Analysis Engine

"As a nonprofit fundraising manager, I want donor communications to be analyzed for sentiment in real time so that I can quickly identify shifts in donor attitudes and respond appropriately."

Description

Implement a natural language processing engine that ingests donor communications and social media interactions in real time, classifies sentiment (positive, negative, neutral), and outputs structured sentiment scores. This engine should support multiple languages, handle various data sources (emails, tweets, chat logs), and integrate seamlessly with Donorly’s backend to enable downstream analysis and alerts. The system must be scalable, performant, and maintainable to ensure timely processing of incoming data streams.

Acceptance Criteria

Real-Time Email Sentiment Classification

Given an incoming donor email, when the engine ingests the email, then it classifies sentiment as positive, negative, or neutral with at least 90% accuracy and returns a JSON output containing sentiment label, score, and confidence in under 2 seconds.

Multi-Language Social Media Analysis

Given a tweet in Spanish or French, when the engine processes the tweet, then it classifies sentiment with at least 85% accuracy for each language and provides JSON output including original text, translated text, sentiment label, and score.

Scalability Under High Throughput

Given a sustained stream of 500 messages per second, when the engine processes the stream, then it maintains an average latency of under 100 ms per message and experiences zero message loss over a 1-hour stress test.

Integration with Backend Alert Service

Given a new sentiment score output, when the backend alert service receives the data, then it triggers an alert if sentiment shifts by more than 0.5 in 24 hours and logs the event in the alert system.

Maintainability with Modular NLP Components

Given an updated NLP module deployment, when the developer replaces a component, then the engine starts successfully, passes all existing unit and integration tests, and processes sample data without downtime.

Donor Interaction Sentiment Dashboard

"As a fundraising coordinator, I want to view sentiment trends per donor on my dashboard so that I can track mood shifts and prioritize outreach."

Description

Design and integrate a dashboard module that displays sentiment metrics alongside donor profiles and activity logs. The dashboard should include trend graphs, sentiment heatmaps, and filters to segment donors by sentiment categories. It must allow fundraisers to drill down into specific communications, view historical sentiment changes, and export reports for further analysis. The interface should be intuitive and align with Donorly’s existing UI/UX standards.

Acceptance Criteria

Sentiment Trend Visualization Scenario

Given the fundraising manager navigates to the Donor Interaction Sentiment Dashboard When they view the trend graph for a selected donor over the past 30 days Then the graph displays daily sentiment scores and highlights increases or decreases compared to the previous period

Sentiment Heatmap Filtering Scenario

Given the manager applies a filter for donors with negative sentiment shifts in the last week When the dashboard refreshes Then only donors with sentiment scores below the defined threshold are displayed in the heatmap view

Drill-down Communication Details Scenario

Given the manager clicks on a data point in the sentiment trend graph When the system opens the communication detail panel Then the panel shows specific messages, dates, and metadata for that date's communications

Historical Sentiment Comparison Scenario

Given the user selects two date ranges for sentiment comparison When they trigger the comparison view Then the dashboard displays side-by-side sentiment trend charts and summary metrics for both periods

Export Sentiment Report Scenario

Given the user clicks the export button for the current sentiment view When they select CSV or PDF export format Then a file download is initiated containing the donor list, sentiment metrics, applied filters, and date range

Automated Sentiment Alert System

"As a fundraiser, I want to receive alerts when a donor's sentiment turns negative or positive beyond a threshold so that I can take timely action."

Description

Develop an alerting mechanism that triggers notifications when a donor’s sentiment shifts beyond configurable thresholds. Alerts should be deliverable via email, mobile push, and in-app notifications. The system must allow users to define rules (e.g., sentiment drop by 20% in a week) and customize alert preferences. It should log all triggered alerts and provide a history view for tracking responses and outcomes.

Acceptance Criteria

Threshold Configuration and Notification Channels Selection

Given the user is on the alert settings page When the user sets a sentiment threshold change and selects one or more notification channels Then the system saves the rule and confirmation is displayed

Email Alert Delivery on Sentiment Drop

Given a donor’s sentiment score drops beyond the configured threshold When the system evaluates sentiment data Then an email alert is sent to the user’s registered email within 1 minute

Mobile Push Notification on Sentiment Increase

Given a donor’s sentiment score increases beyond the positive threshold When the system detects the change Then a mobile push notification is delivered to the user’s device

In-App Alert History Logging and Viewing

Given alerts have been triggered previously When the user navigates to the alert history page Then all past alerts are listed with timestamps, donor details, sentiment change magnitude, and notification status

Custom Alert Rule Creation and Management

Given the user has existing alert rules When the user updates, disables, or deletes a rule Then the system reflects the changes immediately and prevents alerts from triggering based on disabled or deleted rules

Sentiment Data Storage & Model Training

"As a data engineer, I want structured storage of sentiment scores and periodic model retraining so that the system maintains accuracy and can produce reliable insights."

Description

Set up a robust data storage solution to persist raw communication data, processed sentiment scores, and metadata. Implement versioned storage for training datasets and build a pipeline for periodic model retraining using updated labeled data. Ensure data pipelines are secure, support rollback, and provide audit trails. The infrastructure must be compliant with data privacy regulations and support scaling as data volume grows.

Acceptance Criteria

Raw Communication Data Storage

Given new donor communication data is received, When the ingestion pipeline runs, Then the system persists the raw data, associated metadata, and timestamp in the designated storage with 100% fidelity and immediate availability for processing.

Versioned Training Dataset Storage

Given a new labeled dataset release, When the dataset is committed, Then the system stores it under a versioned directory with manifest file, ensuring previous versions remain immutable and accessible.

Secure Data Pipeline

Given data flows between components, When data is transmitted or at rest, Then encryption (TLS for transit, AES-256 for rest) and role-based access controls are enforced, and any unauthorized access attempts generate security alerts.

Periodic Model Retraining Pipeline

Given the retraining schedule triggers, When new labeled data versions exist, Then the pipeline automatically retrieves the latest datasets, executes the training job, validates model performance against baseline metrics, and stores the new model version.

Audit Trail and Rollback

Given any data or model operation, When an action occurs, Then the system logs user ID, timestamp, operation type, and affected assets, and supports restoring data or model to any previous version within the last 30 days.

Feedback Loop for Sentiment Accuracy

"As a fundraising manager, I want to flag incorrectly identified sentiment in donor communications so that the model learns and improves over time."

Description

Create a user interface component that allows fundraisers to flag and correct misclassified sentiments directly from communications views. Capture this feedback and feed it into the model retraining pipeline to improve accuracy over time. Provide reporting on feedback submissions and model performance metrics. The system should validate feedback for quality control and support easy management of feedback data.

Acceptance Criteria

Flag Incorrect Sentiment Classification

Given a fundraiser views a donor communication labeled with sentiment, when they flag it as incorrect and select the correct sentiment category, then the system records the feedback entry with message ID, original sentiment, corrected sentiment, timestamp, and user ID.

Validate Feedback Quality

Given a submitted feedback entry, when the system processes it, then it automatically checks that corrected sentiment matches predefined categories and that any comments exceed 10 characters; feedback failing these checks is marked 'Invalid' and excluded from the retraining dataset.

Confirm Feedback Submission Acknowledgement

Given a fundraiser submits feedback on sentiment classification, when the system successfully records the feedback, then a confirmation message appears within 2 seconds and an email notification is sent to the admin.

Provide Feedback Reporting Dashboard

Given model performance and feedback data, when the fundraiser accesses the reporting dashboard, then it displays total feedback submissions, valid versus invalid counts, sentiment correction distribution, and model accuracy improvement trends updated daily.

Retrain Model with Approved Feedback

Given the feedback dataset marked 'Valid', when the scheduled retraining pipeline runs, then it incorporates all new valid feedback entries since the last run, retrains the sentiment model, logs the number of entries used, updates the model version, and records performance metrics.

Manage Feedback Data

Given the feedback management interface, when an admin filters feedback by status, date range, or user, then they can search, update validity status, or delete entries, with all actions logged in an audit trail.

Sentiment Visualization Widgets

"As a fundraising analyst, I want visual widgets that display sentiment data in various formats so that I can include them in presentations and reports."

Description

Develop embeddable visualization widgets (e.g., line charts, bar graphs, heatmaps) that display sentiment data for use in reports and presentations. Widgets should be customizable in terms of color schemes, date ranges, and aggregation levels. They must support exporting visuals as images or PDFs and integrate with Donorly’s reporting module. Ensure widgets are responsive and accessible.

Acceptance Criteria

Customizing Widget Appearance

Given a fundraising manager accesses the visualization widget settings, When they select a predefined color palette or input custom hex codes, Then the widget preview updates immediately and the selected color scheme persists after saving.

Adjusting Date Range for Analysis

Given a user selects a start and end date in the date range selector, When the date range is applied, Then the widget updates to display sentiment data only within the specified dates and shows a summary of the date range above the chart.

Aggregating Sentiment by Donor Cohort

Given a user chooses to group data by donor cohort (e.g., new, returning, major donors), When they apply the cohort filter, Then the visualization aggregates and displays sentiment trends for each cohort, and the legend accurately reflects cohort labels.

Exporting Visualization as Image or PDF

Given a user clicks the export button on the widget, When they select either 'Image' or 'PDF' format and confirm, Then the system generates a downloadable file in the chosen format with the current widget view, including legends and annotations.

Embedding Widget in Dashboard and Ensuring Responsiveness

Given the widget is embedded in the Donorly reporting dashboard, When the dashboard window is resized or viewed on different devices, Then the widget adjusts layout and dimensions to maintain readability and functionality without horizontal scrolling.

Priority Pulse

Assigns an impact score to each engagement alert by considering factors like gift size, frequency, and relationship health. Priority Pulse ranks notifications so users can quickly identify and act on the most high-value donor fluctuations, optimizing time and fundraising outcomes.

Requirements

Impact Score Calculation Engine

"As a fundraising manager, I want the system to calculate an impact score for each donor alert so that I can focus my efforts on the most valuable opportunities."

Description

The system automatically computes a composite impact score for each donor engagement alert by analyzing gift size, giving frequency, and relationship health metrics. This engine normalizes and weights each factor to produce a single, actionable score that reflects both the monetary value and relational strength of donor interactions. It integrates seamlessly with existing donor data sources and triggers score recalculations whenever relevant data changes, ensuring that fundraising managers always have up-to-date priorities.

Acceptance Criteria

New Donation Recorded

Given a new gift is entered into the donor data source When the Impact Score Calculation Engine processes the gift Then the composite impact score must update within 30 seconds to include the new gift size

Relationship Health Update

Given updated engagement interactions (emails, meetings) are logged When the relationship health metric is recalculated Then the updated relational component must reflect in the overall impact score

Data Source Synchronization

Given an external CRM data sync event occurs When donor records are updated or added Then the Impact Score Calculation Engine must recalculate scores for affected donors without data discrepancies

Bulk Data Import Update

Given a bulk import of historical gift and engagement data When the import completes Then all imported records must trigger correct score recalculations and no donor should have a missing or default score

Real-time Score Trigger

Given any change in gift size, giving frequency, or relationship health When the change is detected by the system Then the engine must immediately trigger a recalculation and the dashboard must display the updated impact score in real time

Score Weighting Configuration

"As an admin, I want to configure how much each factor contributes to the impact score so that the prioritization aligns with our fundraising goals."

Description

An administrative interface allows authorized users to customize the weightings applied to gift size, giving frequency, and relationship health factors in the impact score formula. Users can adjust sliders or input percentage values to reflect organizational strategy and dynamically see how changes affect sample scores. Changes persist across sessions and trigger batch score recalculations.

Acceptance Criteria

Accessing Weight Configuration Interface

Given an authorized user is logged in and on the Priority Pulse settings page, when they navigate to Score Weighting Configuration, then the interface displays sliders or input fields for gift size, giving frequency, and relationship health weights.

Adjusting Individual Weight Sliders

Given the user sees weight sliders or input fields, when they adjust any slider or input value, then the corresponding percentage updates immediately and the sum of all three weights is validated to equal 100% before allowing the change.

Persisting Weight Configuration Across Sessions

Given the user has saved new weight values, when they log out and log back in or refresh the page, then the previously saved weight values are loaded and displayed in the configuration interface.

Handling Invalid Weight Inputs

Given a user enters values that cause the total weight to exceed or fall short of 100%, when they attempt to save, then an error message is displayed preventing the save until the total equals 100%.

Batch Recalculation of Impact Scores

Given the user saves valid weight configurations, when the system completes recalculation, then all existing donor impact scores update according to the new formula and the dashboard reflects the updated ranking within 5 minutes.

Ranked Alert Dashboard

"As a fundraising manager, I want to see alerts ranked by priority so that I can quickly identify and address the most critical donor engagements."

Description

A dedicated dashboard view lists all engagement alerts sorted by descending impact score, with the highest priority alerts prominently highlighted. The interface includes visual indicators (color codes, icons) for top-tier alerts and supports pagination or infinite scrolling for large alert volumes. Users can click on any alert to view donor details and suggested next steps.

Acceptance Criteria

High-Priority Alert Highlighting

Given the dashboard displays engagement alerts sorted by impact score, when an alert has an impact score in the top 10%, then it must be visually highlighted with a distinct color code and icon to denote high priority.

Alert Sorting by Impact Score

Given a list of engagement alerts, when the dashboard view is loaded or refreshed, then alerts must be ordered in descending order of their impact score with the highest score appearing first.

Infinite Scrolling for Large Alert Lists

Given there are more than 50 engagement alerts available, when the user scrolls to the bottom of the current list, then the next set of alerts must be loaded automatically without a page reload.

Alert Interaction and Detail View

Given the user clicks on any alert in the dashboard, when the alert is selected, then a detail pane must open displaying donor information and suggested next steps.

Visual Indicators for Top-Tier Alerts

Given the dashboard displays all alerts, when an alert’s impact score meets top-tier threshold, then it must show a unique icon and border style differentiating it from lower-tier alerts.

Real-Time Score Updates

"As a fundraising manager, I want to see live impact score updates so that my team is always acting on the most current priorities."

Description

The system pushes impact score updates to the dashboard in real time as new donor gifts, interactions, or data changes occur. No manual refresh is required; users receive immediate notification of score changes through live UI updates and optional subscription alerts (e.g., email or in-app). This ensures that the priority list always reflects the latest information.

Acceptance Criteria

Dashboard Auto-Refresh Upon New Gift Entry

Given the dashboard is open, when a new gift is recorded in the system, then the impact score for the donor updates in under 2 seconds without manual refresh

In-App Alert Display for Significant Score Drop

Given a donor’s impact score drops by more than 20% in a single interaction, when the change occurs, then an in-app alert appears in the notifications pane within 5 seconds

Email Notification for Priority Score Increase

Given a user has subscribed to email alerts, when a donor’s impact score increases to the top 10% of all scores, then an email notification is sent within 30 seconds

Simultaneous Data Updates with Multiple Users

Given two or more users view the same donor’s profile concurrently, when one user logs a new interaction, then all other users’ dashboards update the impact score within 3 seconds

Graceful Handling of Update Failures

Given the real-time update service is temporarily unavailable, when an impact score change occurs, then the system logs the update and retries every 5 seconds until successful, notifying the user of any delay over 1 minute

Score Explanation Tooltip

"As a fundraising manager, I want to understand how each impact score was derived so that I can justify and refine my outreach strategy."

Description

Each impact score includes an interactive tooltip or modal that breaks down the individual factor contributions and weightings. Users can hover over or click the score to see a detailed explanation—e.g., “Gift Size: 40%, Frequency: 30%, Relationship Health: 30%”—along with raw values. This transparency builds user trust and aids decision-making.

Acceptance Criteria

Hover Displays Tooltip with Factor Breakdown

Given a user views an impact score on the dashboard, When they hover over the score, Then a tooltip appears showing each factor name with its percentage weight and raw value.

Click Opens Detailed Score Modal

Given a user clicks on an impact score label, When the click is registered, Then a modal opens that lists each factor contribution with descriptive labels, weightings, and raw data values.

Tooltip Adapts to Mobile Tap Interaction

Given a user accesses the dashboard on a mobile device, When they tap on an impact score, Then a responsive tooltip or popover appears displaying factor breakdowns formatted for mobile view.

Data Accuracy in Breakdown

Given the underlying donor data is available, When the tooltip or modal is displayed, Then the sum of all factor weight percentages equals 100% and raw values match the source data within a 0.1% margin of error.

Tooltip and Modal Accessibility Compliance

Given a user navigates with a keyboard or screen reader, When focus moves to the impact score element, Then the tooltip or modal is announced with factor names, percentages, and values and can be closed with an accessible control.

Team Alert Router

Allows customization of alert delivery by team member, donor segment, or campaign. Team Alert Router ensures that the most relevant staff receive notifications for specific donors or projects, streamlining collaboration and accountability in donor stewardship.

Requirements

Alert Rule Builder

"As a fundraising manager, I want to create customized alert rules so that the right team members are notified about specific donor actions without manual oversight."

Description

Provide a visual interface for administrators to define and manage routing rules that determine which team members receive alerts based on donor attributes, campaign tags, or engagement triggers. The builder should support logical operators (AND, OR), rule prioritization, and real-time validation to ensure rules are conflict-free and execute as intended within the Donorly ecosystem.

Acceptance Criteria

Creating a Basic Alert Rule

Given an administrator is on the Alert Rule Builder interface When they select a donor attribute (e.g., gift frequency) and assign a team member Then a new rule is created and visible in the rules list with correct mapping

Using Logical Operators in Rules

Given an administrator defines multiple conditions When they combine them with AND and OR operators Then the rule logic evaluates correctly and triggers alerts only when all AND conditions are met or any OR condition is met

Real-Time Conflict Validation

Given an administrator creates or edits a rule that overlaps with an existing one When they apply the changes Then the system instantly flags the conflict and prevents saving until resolved

Prioritizing Alert Rules

Given multiple rules apply to the same donor When the administrator sets priorities Then alerts are routed according to descending priority and lower-priority rules do not override higher-priority ones

Editing Existing Alert Rules

Given an existing rule in the rules list When the administrator updates its criteria and saves Then the rule reflects the new configuration immediately and previous version is archived

Donor Segment Definition

"As a development officer, I want to define donor segments so that alerts are sent to staff working with high-value or high-priority donor groups."

Description

Enable the creation and reuse of donor segments based on criteria such as gift history, demographics, engagement level, and campaign association. Segments should be dynamically updated and available for routing rules, allowing alerts to be tailored to groups of donors who share characteristics important for stewardship and follow-up.

Acceptance Criteria

Segment Creation by Gift History

Given a fundraising manager enters a segment name and selects donors with a total gift history over $1,000, When the manager saves the segment, Then the segment appears in the segments list with the correct name and filter criteria applied.

Dynamic Segment Membership Update

Given a donor’s engagement level or demographic data changes to meet segment criteria, When the donor record is updated, Then the donor is automatically added to or removed from the segment within five minutes.

Segment Reuse in Routing Rule Configuration

Given an existing donor segment is defined, When the fundraising manager creates a new team alert routing rule, Then the segment is available in the recipient dropdown and can be selected to receive alerts.

Multi-Criteria Segment Definition

Given the manager selects multiple filters (gift history, campaign association, and engagement level), When the segment is saved, Then the segment includes only donors matching all selected filters.

Preview and Export of Segment Members

Given a segment is selected, When the manager clicks preview or export, Then a list of all current segment members is displayed and downloadable as a CSV file including donor ID, name, and contact information.

Team Member Assignment

"As an operations lead, I want to assign team members to segments or campaigns so that alerts always reach someone responsible, even if the primary steward is unavailable."

Description

Allow administrators to assign one or multiple team members or roles to specific routing rules or donor segments. The system should support role-based groups, individual overrides, and temporary assignments, facilitating accountability and ensuring notification coverage even during staff changes or absences.

Acceptance Criteria

Assign Team Member to Donor Segment

Given an administrator is on the Team Member Assignment page When they select the “Major Donor” segment and assign Team Member Alice Then Alice is persistently listed as an assignee for the “Major Donor” segment and receives future alerts generated for that segment

Role-Based Group Assignment

Given an administrator is on the assignment interface When they choose the “Stewardship Lead” role group Then all users in the “Stewardship Lead” role are automatically assigned to the corresponding routing rule and receive alerts

Individual Override Assignment

Given a default routing rule exists for a campaign When an administrator overrides the default and assigns only Team Member Bob Then only Bob receives alerts for that campaign and no default role-based assignees are notified

Temporary Assignment with Expiry

Given an administrator needs to cover an absent team member When they assign Team Member Carol as a temporary assignee with a start date of 2025-07-15 and an end date of 2025-07-20 Then Carol receives alerts only during that date range and assignments revert to the original assignee on 2025-07-21

Multiple Team Members Assignment

Given a routing rule for a donor campaign When an administrator selects Team Members Dave and Emma Then both Dave and Emma are listed as assignees and receive independent notifications for alerts triggered by that campaign

Notification Channel Preferences

"As a staff member, I want to choose how I receive alerts (email, SMS, or in-app) so that I’m notified in the most effective way for my workflow."

Description

Support multiple alert delivery channels including email, SMS, and in-app notifications. Team members should be able to configure their preferred channels and quiet hours, and administrators should be able to set channel priorities and overrides to guarantee critical alerts are delivered effectively.

Acceptance Criteria

Team Member Sets Preferred Channels

Given a team member navigates to notification settings When they select email, SMS, and in-app notifications as their preferred channels Then the system saves these preferences and uses them for all subsequent alerts.

User Configures Quiet Hours

Given a team member defines quiet hours from 22:00 to 07:00 When notifications are triggered during this period Then non-critical alerts are suppressed and queued until quiet hours end, while critical alerts are delivered immediately only if override settings allow.

Administrator Overrides Channel Priority

Given an administrator sets email as the highest priority channel and SMS as secondary When critical alerts are generated Then the system first attempts email delivery and if unsuccessful within 5 minutes falls back to SMS.

Critical Alert Forced Through Overrides

Given an alert marked as critical is generated during a user’s quiet hours When override rules are configured to bypass quiet hours Then the alert is delivered via the user’s highest priority channel regardless of quiet hours settings.

Fallback to In-App Notification

Given delivery attempts via email and SMS both fail due to invalid contact info When the system detects these failures Then it sends an in-app notification and logs the failure for administrator review.

Fallback and Escalation Protocol

"As a fundraising coordinator, I want alerts to escalate to a backup contact if the primary steward doesn’t respond so that urgent donor opportunities aren’t overlooked."

Description

Implement a fallback mechanism that reroutes alerts to secondary recipients or escalation groups when primary assignees don’t acknowledge within a defined timeframe. Include configurable escalation paths and notification intervals to ensure no alert is missed and timely donor follow-up is maintained.

Acceptance Criteria

Primary Assignee No Acknowledgement Within Timeframe

Given a primary assignee receives an alert and does not acknowledge it within the configured timeframe (e.g., 2 hours), When the timeframe elapses, Then the alert is automatically rerouted to the designated secondary recipient or escalation group.

Secondary Recipient Acknowledgement

Given an alert has been escalated to a secondary recipient, When the secondary recipient acknowledges the alert, Then the system stops further escalations and records the acknowledgment timestamp.

Customizable Escalation Path Configuration

Given an administrator configures a multi-level escalation path with specific recipients and intervals, When the configuration is saved, Then the system persists the settings and triggers alerts according to the defined path and timing.

Notification Interval Adjustment

Given an administrator adjusts the notification interval for escalations, When the new interval is saved, Then subsequent escalations honor the updated interval without requiring a system restart.

Fallback Group Unavailability

Given both primary and secondary recipients are unavailable, When an alert escalates beyond configured levels, Then the alert is routed to the fallback escalation group and a summary notification is sent to the admin team.

Routing Audit and Analytics

"As a program director, I want to review routing logs and analytics so that I can measure responsiveness and improve alert strategies."

Description

Track and display routing activity in a dedicated dashboard, including timestamps of rule evaluations, alert deliveries, acknowledgments, and escalations. Provide filterable logs and summary reports to help administrators monitor rule performance, identify bottlenecks, and optimize routing configurations over time.

Acceptance Criteria

Rule Evaluation Timestamp Logging

Given an alert rule is evaluated, when the evaluation completes, then the system logs a timestamp entry with the rule ID, evaluation status, and evaluation timestamp in the Routing Audit Dashboard.

Alert Delivery Log Filtering

Given administrators view the audit dashboard, when they apply filters by team member, donor segment, or campaign within the log interface, then only log entries matching the selected filters are displayed.

Acknowledgment Tracking Accuracy

Given a team member acknowledges an alert, when the acknowledgment action is performed, then the audit dashboard records the acknowledgment with the user ID, timestamp, and original alert reference, and status updates to 'Acknowledged'.

Escalation Workflow Reporting

Given an alert is escalated after no acknowledgment within the configured timeframe, when the escalation occurs, then the audit logs capture the escalation event with escalation timestamp, original alert ID, and user to whom it was escalated.

Routing Performance Summary Reports

Given administrators generate summary reports, when they request performance summaries for a specified period, then the system produces a report showing total alerts evaluated, delivered, acknowledged, and escalated, including average evaluation-to-delivery and delivery-to-acknowledgment times.

Pulse Predictor

Leverages machine learning to forecast upcoming donor engagement dips and spikes before they occur. Pulse Predictor empowers fundraisers to plan proactive outreach strategies, turning early warnings into timely engagement opportunities that prevent supporter fatigue and boost giving.

Requirements

Engagement Data Ingestion

"As a nonprofit fundraiser, I want the system to automatically collect and prepare engagement data so that I have accurate inputs for donor engagement predictions."

Description

Automatically aggregate and preprocess donor engagement data from multiple sources—including email interactions, donation history, event attendance, and CRM records—into a unified, clean dataset. Implement data validation, error handling, normalization, and scheduled updates to ensure the predictive model receives accurate and up-to-date inputs. This process reduces manual data wrangling, increases forecast reliability, and provides fundraisers with confidence in the predictions.

Acceptance Criteria

Email Interaction Data Aggregation

Given multiple email interaction logs from different platforms When the ingestion pipeline runs Then all email interactions are aggregated into a unified dataset with duplicates removed, timestamps formatted to ISO 8601, and a success status code returned

Donation History Normalization

Given donation records from various payment processors When preprocessing executes Then all donation amounts are converted to USD at the correct exchange rate, dates standardized to YYYY-MM-DD, and any missing currency or date values are flagged

Event Attendance Data Validation

Given event attendance exports containing attendee records When validation runs Then records missing attendee IDs or event timestamps are excluded, valid records conform to schema definitions, and a validation report is generated

CRM Records Error Handling

Given CRM exports that include invalid or incomplete contact records When ingestion handles CRM data Then invalid records are logged with error details, valid records are ingested, and an alert is sent to administrators

Scheduled Data Update Execution

Given the daily ingestion schedule set at 00:00 UTC When the schedule triggers Then the ingestion job starts automatically, completes within 30 minutes, and generates a summary report indicating record counts and any errors

Model Training & Evaluation Pipeline

"As a data scientist, I want an automated pipeline to train and evaluate engagement prediction models so that the forecasts remain accurate and up-to-date."

Description

Develop an automated pipeline to train, validate, and evaluate machine learning models on historical engagement data. Include hyperparameter tuning, cross-validation, and generation of performance metrics (e.g., accuracy, precision, recall). Schedule regular retraining to incorporate new data and maintain forecast accuracy. Provide logs and reports for transparency and reproducibility.

Acceptance Criteria

Automated Pipeline Initiation

Given that historical engagement data is available and the scheduled run time has been reached When the pipeline triggers automatically Then model training tasks begin without manual intervention and a start log entry is generated within 5 minutes

Hyperparameter Optimization Execution

Given the pipeline enters the hyperparameter tuning stage When grid search or Bayesian optimization completes Then the top three hyperparameter sets ranked by validation accuracy are saved to the metadata store and the tuning report is generated

Cross-Validation Performance Reporting

Given a five-fold cross-validation configuration and the training dataset is loaded When cross-validation completes Then accuracy, precision, and recall are calculated for each fold and an aggregated performance summary report is produced

Regular Model Retraining Schedule

Given the weekly retraining schedule is configured When the scheduled retraining run occurs Then the new model artifacts replace the previous version, and a changelog entry records the data cutoff date, model version, and timestamp

Pipeline Logging and Reporting

Given the pipeline executes any training, validation, or evaluation stage When each stage completes or fails Then detailed logs including timestamps, stage statuses, and error messages (if any) are stored, and a final execution report containing training parameters and performance metrics is generated

Real-time Prediction API

"As a fundraising manager, I want to retrieve predicted engagement scores in real-time via an API so that I can power dashboards and custom outreach tools with up-to-date insights."

Description

Expose a scalable, low-latency RESTful API that serves donor engagement dip and spike predictions for individual donors or defined segments. Ensure secure access through authentication and authorization, implement request throttling and logging, and support high-concurrency usage. Enable seamless integration with front-end dashboards and external outreach tools.

Acceptance Criteria

Fetch Donor Prediction for Single Donor

Given a valid donor ID and valid authentication token, When the client requests GET /api/v1/predictions/{donor_id}, Then the API responds within 500ms with HTTP 200 and a JSON payload containing donorId, dipProbability, spikeProbability, and predictionTimestamp.

Retrieve Predictions for Donor Segment

Given a valid segment ID, pagination parameters, and valid authentication token, When the client requests GET /api/v1/predictions?segment_id={segment_id}&page={n}&size={m}, Then the API responds with HTTP 200 within 1 second and returns a paginated JSON array of predictions including totalCount and predictions list.

Handle Unauthorized Access

Given missing, expired, or invalid authentication credentials, When the client requests any prediction endpoint, Then the API returns HTTP 401 Unauthorized with an error code and descriptive message.

Enforce Request Throttling

Given an API client that exceeds 100 requests per minute, When the client sends the (n+1)th request within the same minute window, Then the API returns HTTP 429 Too Many Requests with a Retry-After header specifying the wait time.

Log Prediction Requests and Responses

Given any prediction API request, When the request is received and processed, Then the system logs request metadata (endpoint, parameters, timestamp), response status code, response time, and error details for failures into the centralized logging system.

Prediction Visualization Dashboard

"As a fundraising manager, I want to view graphical forecasts of donor engagement trends so that I can quickly identify high-priority donors and plan outreach strategies."

Description

Integrate interactive visualizations within the Donorly dashboard to display upcoming donor engagement dips and spikes. Provide filter options by segment, time range, and confidence intervals. Use intuitive color coding and visual cues to highlight high-risk donors and promising engagement opportunities. Ensure responsiveness across devices and clear contextual tooltips for user guidance.

Acceptance Criteria

Rendering Interactive Visualization

Given the user navigates to the Prediction Visualization Dashboard When the page loads on any device (desktop, tablet, mobile) Then the interactive engagement forecast chart renders correctly, supports pan and zoom, and maintains usability across screen sizes

Filtering by Segment and Time Range

Given the user selects a donor segment and time range filter When the filters are applied Then the visualization updates within 2 seconds to reflect only the selected segment and time range

Color-Coding for Engagement Risk

Given the forecasted engagement data for donors When displayed on the chart Then donors with predicted dips below the risk threshold are highlighted in red and those with predicted spikes above the opportunity threshold are highlighted in green

Displaying Confidence Intervals

Given the engagement forecast includes confidence intervals When viewing the visualization Then the chart displays shaded error bands around the forecast line at the specified confidence levels and includes a legend explaining the intervals

Contextual Tooltip Information

Given the user hovers or taps on a data point When the cursor or touch is over the point Then a tooltip appears showing donor name, predicted engagement value, confidence range, and recommended next action

Alert Notification Engine

"As a fundraising manager, I want to receive automated alerts when donor engagement is predicted to dip so that I can proactively reach out and prevent donor fatigue."

Description

Implement an automated alert system that triggers notifications when predicted engagement dips or spikes exceed user-configurable thresholds. Support delivery via email, in-app alerts, and Slack integration. Allow users to set threshold levels, notification channels, and frequency preferences. Ensure reliable delivery and provide an audit log of sent alerts.

Acceptance Criteria

Configurable Threshold Settings

Given a user configures a dip or spike threshold percentage in their settings, when the Pulse Predictor forecasts an engagement change equal to or exceeding that threshold, then the system triggers an alert notification.

Multi-Channel Notification Delivery

Given a user has enabled multiple notification channels (Email, In-App, Slack), when an alert is generated, then the system sends notifications to each selected channel within 1 minute.

Notification Frequency Control

Given a user sets a preferred notification frequency (e.g., hourly, daily), when multiple threshold breaches occur within the same period, then the system consolidates and sends a single notification per period.

Audit Log Recording

Given an alert notification is dispatched, when the notification is sent via any channel, then the system logs an audit entry capturing timestamp, user ID, threshold type, channel used, and notification status.

Reliable Delivery Handling

Given a notification attempt fails for a configured channel, when the failure is detected, then the system retries delivery up to three times at five-minute intervals and records each retry attempt in the audit log.

Model Performance Monitoring

"As a data scientist, I want to monitor the performance and drift of the engagement prediction models so that I can maintain forecast accuracy and trigger retraining when needed."

Description

Build monitoring tools to track model performance metrics—such as accuracy, precision, recall, and latency—over time and detect data drift in input features. Provide dashboards that visualize metric trends, feature importance shifts, and data distribution changes. Alert data scientists when performance degrades below defined thresholds to prompt model review and retraining.

Acceptance Criteria

Daily Performance Metrics Dashboard Availability

Given the monitoring system is operational, When a data scientist accesses the Model Performance Dashboard each morning, Then the dashboard loads within 3 seconds and displays up-to-date accuracy, precision, recall, and latency metrics for the past 24 hours.

Threshold-based Alert Triggering

Given threshold values are configured for accuracy, precision, recall, and latency, When any metric falls below or exceeds its threshold for three consecutive hours, Then the system sends an email and in-app notification to the data science team within 5 minutes of detection.

Data Drift Detection Notification

Given baseline data distributions are stored, When incoming feature distributions diverge by more than 10% from baseline for two or more features, Then the system generates an alert on the dashboard and logs an event in the monitoring audit trail.

Feature Importance Trend Visualization

Given historical feature importance data is available, When a data scientist selects a feature from the list, Then the dashboard displays a time series chart showing the feature’s importance change over the past 30 days with annotations for significant shifts.

Latency Monitoring and Alerting

Given the model inference service is deployed, When average latency over a 1-hour window exceeds 200ms, Then the monitoring tool highlights the latency trend in red on the dashboard and triggers a severity-level 2 incident notification to the operations team.

Scheduled Snapshots

Automate recurring segment exports by scheduling snapshots at regular intervals. Keep your donor lists fresh without manual effort, ensuring your team always works with the latest segmented data for timely outreach.

Requirements

Snapshot Scheduling Interface

"As a fundraising manager, I want to configure recurring segment exports so that I can automatically receive updated donor lists without manual effort."

Description

Provide a user-friendly interface within Donorly’s dashboard that enables fundraising managers to configure, modify, and view recurring segment export schedules. Users can select donor segments, set export frequency, define output formats, and save presets for future use. This interface integrates seamlessly with existing segmentation tools and ensures clarity by displaying next run dates and status indicators.

Acceptance Criteria

Configuring New Snapshot Schedule

Given a fundraising manager opens the snapshot scheduling interface for a new donor segment When they select a donor segment, set export frequency (daily, weekly, or monthly), choose date and time, and click "Save" Then the new schedule appears in the schedule list with the correct segment, frequency, next run date, and status labeled "Active"

Modifying Existing Snapshot Schedule

Given a fundraising manager selects an existing snapshot schedule When they update the frequency or scheduled time and click "Save" Then the schedule updates in the list, the next run date recalculates based on the new settings, and a confirmation message displays

Viewing Next Run Dates and Status Indicators

Given a fundraising manager views the scheduled snapshots overview When the page loads Then each schedule entry displays the correct next run date, last run date, and a status indicator reflecting "Active", "Paused", or "Failed"

Selecting Output Formats for Scheduled Snapshots

Given a fundraising manager configures a schedule When they choose an output format (CSV, Excel, JSON) in the settings and click "Save" Then the export preview updates to reflect the selected format and a test export generates a file matching that format

Saving and Applying Export Presets

Given a fundraising manager saves a schedule configuration as a preset When they create a new schedule and select the saved preset Then all preset values (segment, frequency, time, format) automatically populate the fields and the manager can modify before saving

Segment Export Engine

"As a system administrator, I want the system to reliably process and generate segment exports at scheduled intervals so that teams can access fresh donor data on time."

Description

Implement a robust backend service that processes scheduled segment snapshots. The engine retrieves segment definitions, compiles donor data into the chosen format (CSV, Excel, etc.), optimizes performance for large datasets, and stores output in a secure location. It ensures reliability and scalability to handle growing data volumes.

Acceptance Criteria

Daily Snapshot Generation

Given a segment scheduled at daily intervals, when the segment export engine runs, then it produces a CSV export file named with the segment ID and UTC date in the storage path within 5 minutes of job start.

Custom Format Export

Given a user-selected format (CSV or Excel), when the export engine processes the segment, then it generates the file in the specified format with correct headers and encoding.

Large Dataset Processing

Given a segment with over one million donor records, when the export job runs, then the engine completes the export within SLA (under 30 minutes) without memory or timeout errors.

Secure Storage of Snapshots

Given a completed export file, when the engine writes the file to storage, then the file is encrypted at rest, accessible only by authorized service accounts, and has an integrity hash recorded.

Retry Mechanism for Failed Exports

Given a transient failure during export (e.g., network timeout), when the engine encounters the error, then it automatically retries up to three times with exponential backoff and logs each attempt.

Delivery Notifications

"As a fundraising manager, I want to receive notifications when scheduled snapshots are ready or if they fail so that I can take timely action."

Description

Build notification workflows that alert users when scheduled snapshots complete successfully or encounter errors. Notifications can be sent via in-app alerts, email, or Slack. Each notification includes a link to download the snapshot or view error details, ensuring stakeholders stay informed without constantly checking the dashboard.

Acceptance Criteria

Successful Snapshot Completion In-App Notification

Given a scheduled snapshot completes successfully, when the user is active in Donorly, then an in-app notification appears within 1 minute displaying the message 'Your scheduled snapshot is ready' and includes a download link that opens the correct file.

Successful Snapshot Completion Email Notification

Given a scheduled snapshot completes successfully, when the snapshot processing finishes, then an email is sent to the user’s registered email within 5 minutes with subject 'Scheduled Snapshot Completed', the body contains the snapshot name, completion timestamp, and a working download link.

Successful Snapshot Completion Slack Notification

Given a scheduled snapshot completes successfully for a Slack-integrated user, when processing finishes, then a message is posted within 2 minutes to the user's configured Slack channel containing the snapshot name, a success indicator, and a clickable download URL.

Scheduled Snapshot Failure Email Alert

Given a scheduled snapshot fails due to a processing error, when the error is detected, then an email is sent within 5 minutes to the user with subject 'Scheduled Snapshot Failed', including the error code, a brief description of the failure, and a link to view detailed error logs.

Scheduled Snapshot Failure In-App Alert

Given a scheduled snapshot fails, when the user is viewing the dashboard, then an in-app alert is displayed within 1 minute showing 'Snapshot Failed', an error summary, and includes a link to the full error details page.

Snapshot History and Management

"As a fundraising manager, I want to review and manage past snapshots so that I can access historical data and retry exports that failed."

Description

Create a history log where users can view past snapshots, including timestamps, file sizes, and status. Allow users to download previous exports, retry failed snapshots, and delete outdated entries. This feature helps teams track data changes over time and manage storage usage.

Acceptance Criteria

Viewing Snapshot History

Given the user navigates to the Snapshot History page, When the page loads, Then a list of past snapshots is displayed ordered by timestamp descending with columns for timestamp, file size, and status.

Downloading a Previous Snapshot

Given a completed snapshot entry in the history list, When the user clicks the Download action for that entry, Then the system initiates a file download of the snapshot export in CSV format within 5 seconds.

Retrying a Failed Snapshot

Given a snapshot entry with status 'Failed', When the user selects the Retry action, Then the system queues a new snapshot job with identical parameters and updates the entry status to 'Pending' within 3 seconds.

Deleting an Outdated Snapshot

Given any snapshot entry in the history list, When the user selects the Delete action and confirms the prompt, Then the entry is removed from the history and any associated file is permanently deleted from storage.

Viewing Snapshot Details

Given the user clicks on a snapshot entry, When the details panel opens, Then it displays the timestamp, file size, status, and a log of export events including start time, end time, and any errors encountered.

Access Control for Snapshots

"As an admin user, I want to control who can create and delete scheduled snapshots so that I maintain data security and proper governance."

Description

Extend Donorly’s role-based access control to scheduled snapshots. Define granular permissions for creating, editing, deleting, and downloading exports. Ensure that only authorized roles (e.g., administrators or managers) can manage schedules, while viewers may only download final files.

Acceptance Criteria

Administrator Creates a Snapshot Schedule

Given an administrator is logged in with the Admin role, when they configure a new scheduled snapshot with a valid segment, frequency, and export format, then the schedule is saved successfully and a confirmation message is displayed.

Manager Edits an Existing Snapshot Schedule

Given a manager with edit permissions is on the Scheduled Snapshots page, when they modify the frequency or target segment of an existing schedule and save changes, then the updated schedule is persisted and visible in the schedule list.

Viewer Attempts to Create or Edit Schedule

Given a viewer role user is on the Scheduled Snapshots interface, when they attempt to create, edit, or delete a schedule, then the UI hides or disables those actions and prevents unauthorized access.

Authorized User Downloads Snapshot Export

Given an administrator or manager views a completed snapshot in the schedule list, when they click “Download,” then the export file is retrieved successfully within 30 seconds in the selected format.

Unauthorized User Deletes a Snapshot Schedule

Given a manager without delete permission or a viewer is on the Scheduled Snapshots page, when they attempt to delete a schedule, then the system denies the action and displays an authorization error without deleting the schedule.

Snapshot Insights

Leverage AI-driven analysis to attach key insights to each snapshot, like donor growth trends and segment performance highlights. Quickly understand the story behind your segments and make data-driven decisions.

Requirements

AI Trend Analysis

"As a fundraising manager, I want AI-generated donor growth trend analysis on each snapshot so that I can quickly understand how giving patterns are changing over time."

Description

Implement AI-driven analysis on every snapshot to identify and surface donor growth trends over time. The system should analyze donor activity data to detect upward or downward trajectories in giving, visualize trend lines on the dashboard, and provide narrative summaries explaining the significance of observed changes. This will help fundraising managers quickly grasp evolving donor behavior without manual data crunching.

Acceptance Criteria

Trend Detection Activation on Snapshot Load

Given a user opens the Snapshot Insights dashboard and selects a snapshot, when the snapshot loads, then the system automatically runs AI-driven analysis and displays trend lines illustrating donor growth trajectories over time.

Narrative Summary Display on Demand

Given the AI-driven trend analysis is complete, when the user clicks the ‘View Narrative Summary’ button, then the system presents a concise narrative below the trend chart explaining the significance of the observed changes.

Upward Growth Highlighting

Given a donor segment shows a month-over-month giving increase of 5% or more, when the trend line is rendered, then it appears in green with an upward arrow icon and a tooltip indicating the percentage increase.

Downward Trend Alerting

Given a donor segment shows a month-over-month giving decrease of 5% or more, when the trend line is rendered, then it appears in red with a downward arrow icon and the narrative summary includes a note about the decline.

Snapshot Data Refresh Consistency

Given new donation data is ingested and the user refreshes the snapshot, when the refresh completes, then the trend analysis is recalculated and the updated trend lines and narrative display within 5 seconds.

Segment Performance Highlights

"As a fundraising manager, I want concise performance highlights for each donor segment so that I can prioritize which segments need the most attention."

Description

Provide key performance highlights for each donor segment in a snapshot, including top-performing segments by donation amount, segments with the largest engagement increase, and segments showing a risk of disengagement. The feature should present these highlights as concise bullet points alongside visual charts, enabling users to prioritize segment-based outreach effectively.

Acceptance Criteria

Top-Performing Segments by Donation Amount

Given a snapshot with multiple donor segments and their total donations, when the user views the segment performance highlights, then the top 3 segments by donation amount are displayed as concise bullet points alongside the visual chart.

Segments with Largest Engagement Increase

Given engagement metrics for donor segments over two consecutive periods, when the snapshot insights generate performance highlights, then the segments with the highest percentage increase in engagement are listed as bullet points.

Segments at Risk of Disengagement

Given engagement trend data for each segment, when the performance highlights are compiled, then any segment with a drop in engagement exceeding 20% is flagged and displayed as a warning bullet point.

Bullet Point Summary Formatting

Given the list of performance insights, when the highlights are rendered, then each bullet point is under 100 characters, uses consistent styling, and aligns correctly with its associated chart element.

Real-Time Data Refresh for Highlights

Given updated donation and engagement data feeds, when the user refreshes the dashboard, then the segment performance bullet points update within 5 seconds to reflect the latest available data.

Historical Comparison View

"As a fundraising manager, I want to compare current snapshot insights with past snapshots so that I can evaluate the effectiveness of my fundraising strategies."

Description

Enable users to compare current snapshot insights with historical snapshots, allowing side-by-side analysis of trends and performance metrics. The comparison view should highlight significant changes and annotate differences with AI-generated commentary to facilitate understanding of how strategies impact donor behavior over time.

Acceptance Criteria

Side-by-Side Snapshot Comparison Access

When a user selects two snapshots, the system displays both snapshots side by side with corresponding metrics aligned in a comparative layout.

Change Highlighting in Metrics

The system automatically highlights metrics with variance greater than 5% in green for increases and red for decreases, with hover tooltips showing the exact percentage change.

AI Commentary Generation for Differences

For every highlighted change between snapshots, the AI engine generates at least one concise sentence explaining the significance of the change in donor behavior.

Historical Timeframe Selection

Users can select any historical snapshot date range via date pickers, and the comparison view updates to reflect the chosen snapshots within 2 seconds of selection.

Exporting Comparison View Report

Users can export the side-by-side comparison, including highlighted changes and AI commentary, as a PDF report that retains layout and annotations.

Custom Insight Alerts

"As a fundraising manager, I want to receive alerts when key donor metrics exceed or fall below set thresholds so that I can take immediate action."

Description

Allow users to set custom triggers for insights based on thresholds or anomalies, such as spikes in donation amounts or sudden drops in engagement. When a trigger condition is met, the system should automatically generate and deliver a personalized insight notification via email or in-app message, ensuring timely awareness of critical changes.

Acceptance Criteria

Threshold-Based Donation Spike Alert

Given a user sets a custom donation spike threshold for a segment When segment donations in a 24-hour period exceed the threshold Then the system generates and delivers an email and in-app insight notification within 5 minutes

Anomaly Detection for Engagement Drop

Given AI analysis identifies a drop in donor engagement exceeding the user-defined percentage When the anomaly is confirmed for a segment Then the system triggers an in-app alert with impact metrics and sends an email summary

Real-Time Custom Trigger Configuration

Given a user defines a new custom insight trigger with valid parameters When the user saves the configuration Then the trigger appears under Active Alerts on the dashboard and is available for immediate activation

Email Notification Content Validation

Given a custom insight alert fires for a segment When the notification is sent Then the email includes the alert name, triggered metric values, segment identifier, timestamp, and a link to the full insight report

Duplicate Alert Suppression

Given a trigger condition remains true across multiple evaluation cycles within 24 hours When the system evaluates triggers Then only one notification per alert is sent in that 24-hour window to the user

Insight Export & Sharing

"As a fundraising manager, I want to export and share snapshot insights in customizable reports so that I can present findings to my team and stakeholders."

Description

Implement functionality to export snapshot insights, including trend analyses and segment highlights, into shareable formats such as PDF reports or slide decks. Users should be able to customize which insights to include and add commentary before exporting, facilitating efficient sharing with stakeholders or board members.

Acceptance Criteria

Custom Insight Selection

Given the user is on the Export Snapshot dialog, When the user selects or deselects insights from the checklist, Then only the selected insights appear in the generated report.

PDF Report Export

Given the user has selected PDF format, When the user initiates the export, Then the system generates a PDF report that includes the snapshot date, selected insights, trend charts, and segment highlights in a predefined layout.

Slide Deck Export

Given the user has selected slide deck format, When the user initiates the export, Then the system generates a PowerPoint file with each insight and chart on a separate slide, properly formatted and branded.

Commentary Inclusion

Given the user enters commentary for the snapshot, When the export is performed, Then the exported file includes the user’s commentary immediately following the relevant insights, formatted in a distinguishable style.

Download Link Delivery

Given the export process completes, When the report is ready, Then the user receives a download link or prompt within the application, and the file is downloaded without errors.

SnapShare Links

Generate secure, shareable links for any snapshot, allowing colleagues or external partners to view or download segments without needing full platform access. Improve team collaboration and streamline stakeholder updates.

Requirements

Secure Link Generation

"As a fundraising manager, I want to generate a secure link for a donor segment snapshot so that I can share it safely without risking unauthorized access to sensitive donor data."

Description

Implement functionality to generate cryptographically secure, unique URLs for each snapshot, ensuring that links cannot be guessed or forged. The system should use industry-standard encryption and randomization techniques to protect data integrity and prevent unauthorized access.

Acceptance Criteria

Unique and Unguessable URL Generation

Given a user requests a new share link for a snapshot, when the system generates the URL, then the URL contains a cryptographically secure random token of at least 128 bits of entropy and no two generated URLs are identical within a 24-hour period.

URL Encryption Validation

Given the system embeds signature data in the URL, when a link is created, then each URL includes an HMAC-SHA256 signature of the snapshot identifier and timestamp, and the signature is verifiable using the system’s secret key.

URL Expiry Enforcement

Given a share link includes an expiry timestamp, when a user attempts to access the link after the expiry time, then the system rejects the request with an HTTP 404 response and does not expose any snapshot data.

Access Control Verification

Given a valid, non-expired link, when an external partner uses the URL, then the system returns the correct snapshot data and does not require additional authentication; any alteration to the token or signature must result in HTTP 403 Forbidden.

Link Revocation Functionality

Given an administrator revokes a previously issued share link, when any user attempts to access that link thereafter, then the system denies access with HTTP 404 and logs the revocation event.

Access Permission Control

"As a team lead, I want to control whether recipients can only view or also download shared snapshots so that I maintain oversight on how sensitive data is used."

Description

Provide settings to define and manage permissions on shared links, allowing the link creator to restrict access levels (view-only or download access) and designate specific user roles or external partners. This ensures that recipients can only perform actions that the creator authorizes.

Acceptance Criteria

Link Creator Selects Access Level

Given a link creator selects 'View-Only' or 'Download' in the permissions settings, when the link is generated, then the link enforces the chosen permission level.

Restrict Download to Authorized Users

Given a link is set to view-only, when a recipient attempts to download the snapshot, then the system blocks the download action and displays an 'Insufficient Permissions' message.

Assign Role-Based Permissions

Given specific user roles are designated in the link settings, when users with matching roles access the link, then they can perform allowed actions and all others receive an 'Access Denied' notification.

External Partner Access Validation

Given an external partner receives a secure shareable link, when they access the link without a platform account, then the system validates their link token and grants only the permitted actions.

Revoking Access Post-Creation

Given a link creator revokes access in the settings after link generation, when a previously authorized recipient attempts to use the link, then the system denies access and displays a 'Link Expired or Revoked' message.

Link Expiration and Revocation

"As a nonprofit administrator, I want to set expiration dates and revoke access for shared snapshot links so that I can ensure outdated or compromised data access is disabled."

Description

Enable automatic expiration and manual revocation of shared links. Users should be able to set a custom expiration date/time when creating a link and revoke it at any point, invalidating access immediately to uphold data security and compliance.

Acceptance Criteria

Custom Expiration Date Assignment

Given a user is creating a shareable link When the user sets a custom expiration date/time Then the link becomes invalid immediately after the specified date/time

Immediate Revocation of Active Link

Given an active shareable link When the user clicks the ‘Revoke’ button Then the system invalidates the link instantly and returns an access denied message on subsequent access attempts

Default Expiration Handling

Given a user generates a shareable link without specifying an expiration When the link is created Then the system assigns a default expiration period of 7 days from creation

Expired Link Access Attempt

Given a shareable link has passed its expiration date/time When any recipient attempts to access the link Then the system displays an expiration notification and denies access to the content

Revocation Notification to Recipients

Given a shareable link has been revoked When any user attempts to access the link Then the system displays a revocation message indicating the link is no longer available

Preview and Download Options

"As an external partner, I want to preview and download snapshot data in my preferred format without needing a platform account so that I can quickly integrate it into my reports."

Description

Allow recipients to preview snapshots in their browser without a full platform login and provide an option to download data in multiple formats (CSV, PDF). The feature should maintain formatting consistency and include metadata like date and filters applied.

Acceptance Criteria

Browser Preview for Authorized Recipients

Given a recipient with a valid shareable link, when they open the link in their browser, then the snapshot preview loads within 5 seconds without requiring a platform login and accurately displays all data, charts, and applied filters.

CSV Download with Accurate Data

Given a recipient viewing a snapshot, when they select the 'Download CSV' option, then a CSV file is downloaded containing all snapshot records matching the applied filters, with correct column headers and ISO-formatted dates.

PDF Download with Preserved Formatting

Given a recipient viewing a snapshot, when they select the 'Download PDF' option, then a PDF file is downloaded preserving the original layout, including charts, tables, metadata header with date and filters, and renders without formatting errors.

Metadata Inclusion in Downloads

Given a recipient downloads a snapshot in any format, when the file is generated, then the file or accompanying metadata file includes the snapshot ID, generation date, applied filters, and creator information.

Access Denied for Unauthenticated Recipients

Given a user without a valid link or whose session has expired, when they attempt to access the snapshot link, then an 'Access Denied' message is displayed and no snapshot data is loaded.

Usage Analytics and Tracking

"As a fundraising manager, I want to see how often shared snapshot links are accessed and downloaded so that I know which partners are engaging with the data."

Description

Track metrics for each shared link, including number of views, downloads, and last access time. Provide link creators with a dashboard to monitor engagement and ensure stakeholders are reviewing the data shared.

Acceptance Criteria

Monitoring Link Views

Given a shared link has been created, When the link is accessed by any user, Then the view counter for that link increments by one.

Tracking Link Downloads

Given a link is configured to allow downloads, When a user downloads the snapshot, Then the download counter increments and the download timestamp is recorded.

Displaying Last Access Time

Given the link has been accessed or downloaded at least once, When viewing the link analytics dashboard, Then the last access time is shown in the user's local timezone in ISO 8601 format.

Dashboard Refresh Accuracy

Given new access events occur, When the dashboard is refreshed within one minute, Then the metrics reflect all new events without delay.

Permissions-based Analytics Visibility

Given a user is the creator of a link, When they access the analytics dashboard, Then they can view metrics only for links they created and cannot see data for links created by others.

Template Builder

Create and save custom snapshot templates with preferred filters, naming conventions, and export settings. Reuse your most effective segmentation strategies in one click to save time and maintain consistency across campaigns.

Requirements

Template Creation Wizard

"As a fundraising manager, I want a step-by-step wizard to configure my snapshot filters and export options so that I can create custom templates quickly and confidently."

Description

Provide an intuitive interface that guides users through selecting filters, export settings, and naming conventions to build custom snapshot templates. The wizard should allow users to choose donor segments, date ranges, fields to include, and output formats, then preview a mock snapshot before saving. By streamlining template creation into clear steps, users can efficiently craft consistent and accurate segmentation strategies without navigating multiple menus or settings pages.

Acceptance Criteria

Filter Selection Step

Given the user is on the filter selection step When the user chooses at least one donor segment and a valid date range Then the wizard displays the selected filters in the summary panel

Export Settings Configuration

Given the user is on the export settings step When the user selects a valid output format and at least one field to include Then the chosen export settings are saved and the preview option is enabled

Template Naming Validation

Given the user is on the naming step When the user enters a unique template name following naming conventions Then the 'Next' button is enabled without any validation errors

Template Preview Display

Given the user has completed filter and export settings When the user clicks 'Preview' Then the wizard displays a mock snapshot accurately reflecting the selected filters and settings

Template Saving Confirmation

Given the user is viewing the mock snapshot When the user clicks 'Save Template' Then the system saves the template, displays a confirmation message, and lists the new template in 'My Templates'

Snapshot Template Persistence

"As a nonprofit staff member, I want my custom snapshot templates to be saved automatically so that I can access and apply them later without rebuilding settings each time."

Description

Enable users to save completed snapshot templates, including filter criteria, export settings, and template names, to a persistent library. Templates should be stored in a centralized section of the dashboard and retained across sessions, ensuring that users can reliably reuse and manage their most effective segmentation strategies without reconfiguration.

Acceptance Criteria

Saving a New Snapshot Template

Given a user has configured filter criteria, template name, and export settings; When the user clicks 'Save Template'; Then the template must appear in the centralized library with the exact filters, name, and settings retained.

Editing an Existing Snapshot Template

Given a user selects a saved template from the library; When the user modifies filters, export settings, or the template name and saves changes; Then the library must reflect the updated template details and overwrite the previous version.

Deleting a Snapshot Template

Given a user views their list of saved templates; When the user opts to delete a specific template and confirms the action; Then the template must be removed from the library and no longer retrievable.

Persisting Templates Across Sessions

Given a user has saved one or more templates; When the user logs out and logs back into the dashboard; Then all previously saved templates must remain available in the library with their original settings.

Handling Duplicate Template Names

Given a user attempts to save a template with a name that already exists in the library; When the user clicks 'Save Template'; Then the system must prompt the user to enter a unique name and prevent saving until the name is changed.

One-click Template Application

"As a fundraising coordinator, I want to apply my saved segmentation template with one click so that I can generate consistent donor snapshots instantly."

Description

Allow users to apply any saved template to the current donor data with a single click. Upon selection, the system should immediately filter the dashboard or generate the snapshot using the template’s predefined criteria and export settings, reducing manual effort and ensuring consistency across campaigns.

Acceptance Criteria

Applying Template Filters to Dashboard

Given a user has a saved template, when the user clicks "Apply Template", then the dashboard filters shall update immediately to match the template's criteria.

Generating Snapshot with Export Settings

Given a user has selected a saved template with export settings, when the user clicks "Apply Template", then a data snapshot shall be generated and queued for export using the template's predefined format and naming convention.

Handling Invalid Template Selection

Given a user selects a template that has been deleted or corrupted, when the user clicks "Apply Template", then the system shall display an error message indicating the template cannot be applied and suggest creating or selecting a valid template.

One-Click Performance

When a user applies any saved template, the system shall apply all filters and generate the snapshot within 2 seconds for data sets up to 50,000 donors.

User Confirmation Feedback

When a user applies a template, then the system shall display a confirmation toast message "Template applied successfully" and highlight the active template name on the dashboard.

Template Preview Mode

"As a campaign manager, I want to preview my template’s filters and sample data so that I can verify its accuracy before generating a full snapshot."

Description

Offer a preview function that displays a summary of the template’s filters and sample output without executing a full snapshot. Users can review selected segments, date ranges, and columns in a lightweight modal or sidebar, ensuring accuracy before saving or applying templates to live data.

Acceptance Criteria

Filter Summary Display

Given a saved template with defined filters, when the user opens the preview modal, then the modal shall display a summary listing each filter name and its selected value.

Sample Output Generation

Given specific columns and a date range are selected, when the user clicks preview, then the system shall display a sample set of up to 10 records matching the template criteria.

Performance of Preview Modal

When the user initiates the template preview, then the preview modal shall load and display results within 2 seconds without executing the full snapshot process.

Handling Empty Result Sets

Given the applied filters yield zero records, when preview is opened, then the modal shall show a 'No matching records' message and guidance to adjust filters.

Preview Before Saving

Given the user is editing a template, when they click 'Preview', then the preview modal shall display without allowing template save until the preview is closed.

Template Management Tools

"As a nonprofit administrator, I want to manage my saved templates—renaming or removing outdated ones—so that my template library remains organized and relevant."

Description

Provide users with tools to rename, duplicate, delete, and sort saved templates. The management interface should support bulk actions, search, and filtering by name or creation date, enabling users to keep their template library organized and easily locate the right segmentation strategy.

Acceptance Criteria

Rename Template from Library

Given a saved template is displayed in the library When the user selects rename, enters a unique valid name (1–50 characters), and confirms Then the system updates the template’s name, persists the change, and refreshes the list preserving current filters and sort order

Duplicate Template for Campaign Variation

Given a user views their saved templates When the user selects duplicate on a template and provides a new unique name Then the system creates an exact copy with the new name, including all filters and settings, and adds it to the library at the top of the list

Bulk Delete Unused Templates

Given multiple templates are selected in the library When the user initiates bulk delete and confirms the action Then the system removes all selected templates, persists the change, and updates the library count and display

Search and Filter Templates by Name or Date

Given the user enters text into the search bar or selects a date range filter When the user applies the filter criteria Then the library displays only templates whose names contain the search text or whose creation dates fall within the selected range

Sort Templates by Name and Creation Date

Given the user chooses a sort option (alphabetical or date) When the user applies the sort Then the library orders templates correctly (A–Z or newest–oldest) and persists the chosen order on page reload

Campaign Comparator

Compare two or more snapshots side by side to track how segments evolve over time or across different campaigns. Identify shifts in donor behavior and optimize targeting strategies based on comparative insights.

Requirements

Snapshot Management

"As a fundraising manager, I want to save snapshots of my campaign segments at key points so that I can track historical changes over time."

Description

Store and manage historical snapshots of campaign segment data at specific timestamps. Each snapshot captures relevant metrics, segment definitions, and donor lists, and is organized chronologically with metadata tags for easy retrieval and reference.

Acceptance Criteria

Create New Snapshot

When a user saves a campaign snapshot, the system must store a record containing the timestamp, segment definitions, donor list, and key metrics, and confirm successful creation.

Retrieve Historical Snapshots

When a user views the snapshot list for a campaign, the system must display all snapshots in chronological order with associated metadata tags.

Filter Snapshots by Metadata

When a user applies a metadata tag filter, the system must return only snapshots that include the selected tag.

Compare Two Snapshots

When a user selects two snapshots and initiates comparison, the system must show side-by-side segment changes and metric deltas for each segment.

Handle Snapshot Creation Failure

If snapshot storage fails, the system must display an error message with retry instructions and log the failure for diagnostics.

Side-by-Side Comparison View

"As a fundraising manager, I want to view multiple snapshots side by side so that I can directly compare segment performance between campaigns."

Description

Provide an interface that displays two or more snapshots in a side-by-side layout, allowing users to align segment metrics, charts, and donor lists for direct comparison. The viewer supports synchronized scrolling and alignment controls to facilitate easy analysis.

Acceptance Criteria

Aligned Snapshot Display

Given two or more snapshots are selected When the side-by-side view is opened Then segment metrics, charts, and donor lists from each snapshot are displayed in aligned, uniformly sized columns for direct comparison.

Synchronized Scrolling

Given the side-by-side view is displaying multiple snapshots When the user scrolls vertically in one snapshot pane Then all other snapshot panes scroll synchronously to maintain row alignment.

Alignment Control Activation

Given multiple snapshots loaded in comparison view When the user toggles the alignment control Then snapshots realign according to selected parameters (e.g., date, segment size) and update in real time.

Multiple Snapshot Handling

Given the user selects more than two snapshots When the comparison view renders Then all snapshots are displayed side by side without horizontal scrollbar overflow and maintain legibility.

Consistent Visual Formatting

Given snapshots with differently formatted charts When displayed side by side Then chart styles (colors, labels, axes scales) normalize to a unified template ensuring visual consistency.

Behavior Change Highlighter

"As a fundraising manager, I want significant changes in donor behavior to be automatically highlighted so that I can quickly identify areas needing attention."

Description

Automatically detect and highlight significant changes in segment metrics between selected snapshots using configurable thresholds. Changes are color-coded and annotated with tooltips detailing the delta and percentage variance to draw immediate attention to notable shifts.

Acceptance Criteria

Configurable Threshold Setup

Given the user accesses the threshold configuration panel, when they input a numeric value and save, then the threshold is stored and applied to subsequent snapshot comparisons without errors.

Positive Change Highlight

Given two snapshots are compared, when a segment’s metric increases by more than the configured threshold, then the segment row is highlighted in green.

Negative Change Highlight

Given two snapshots are compared, when a segment’s metric decreases by more than the configured threshold, then the segment row is highlighted in red.

Neutral Changes Remain Unhighlighted

Given two snapshots are compared, when a segment’s metric change is within ±threshold, then no color highlight is applied.

Delta Tooltip Accuracy

Given a highlighted segment, when the user hovers over the highlight, then a tooltip appears showing the exact absolute delta and percentage variance values matching the calculated data.

Comparison Filter Controls

"As a fundraising manager, I want to filter comparison views by specific criteria so that I can focus on the segments that matter most."

Description

Enable users to apply dynamic filters to comparison views, including date ranges, segment types, donor tiers, giving frequency, and geographic regions. Filters update snapshots and highlighted changes in real time, allowing focused analysis on specific cohorts.

Acceptance Criteria

Date Range Filter Application

Given the user is viewing two campaign snapshots side by side, When they apply a custom date range filter, Then both snapshots and the highlighted changes update in real time to reflect only donor activity within the selected date range, and the date range label is displayed above each snapshot.

Combined Segment Type and Donor Tier Filter

Given the user has multiple filters available, When they select specific segment types and donor tiers simultaneously, Then the comparison view updates instantly to show only the donors matching both criteria across snapshots, and a filter badge list reflects the active filters.

Giving Frequency Filter Usage

Given the user wants to analyze donors by giving frequency, When they choose a frequency option (e.g., monthly, quarterly), Then the snapshots and change indicators refresh to include only donors with the selected giving frequency, and the frequency filter is highlighted in the filter panel.

Geographic Region Filter Adjustment

Given the user needs to focus on a region, When they select one or more geographic regions from the region filter dropdown, Then both snapshots and the comparative analytics highlight changes exclusively for donors in the chosen regions, with region tags displayed on affected donor entries.

Clear All Filters Functionality

Given multiple filters are active, When the user clicks the 'Clear All Filters' button, Then all filters reset to default (no filters), the comparison snapshots revert to showing all donors, and the filter panel displays no active filter badges.

Exportable Comparison Reports

"As a fundraising manager, I want to export comparison insights into reports so that I can share findings with stakeholders."

Description

Allow users to export comparison results to PDF and CSV formats, including side-by-side charts, highlighted changes, applied filters, and summary insights. Users can customize report templates with organization branding and save export settings for future use.

Acceptance Criteria

Default PDF Report Export

Given a user has selected two or more campaign snapshots and applied filters, when they click the “Export to PDF” button, then a PDF is downloaded containing side-by-side charts, highlighted changes, applied filters, and summary insights, and the file name follows the convention “CampaignComparison_<timestamp>.pdf”

CSV Format Export

Given a user has selected snapshots and chosen CSV format in the export dialog, when they confirm export, then a CSV file is generated with separate columns for each snapshot, fields for donor identifiers, metric values, and change deltas, and the file opens correctly in spreadsheet software

Customized Branding Application

Given a user has uploaded organization logos and set brand colors in report template settings, when they generate any export, then the exported PDF or CSV includes the logo, uses the specified color scheme in charts and headings, and places the organization name in the header

Save and Reuse Export Settings

Given a user has configured export options (format, filters, branding, filename pattern) and saved the template, when they open the export dialog for a new comparison, then the previously saved settings are pre-selected and can be applied with a single click

Export Error Handling

Given the system encounters a server or network error during export generation, when the user initiates an export, then an error message is displayed describing the failure reason, the system does not crash, and the user can retry the export

SparkLine

Uses AI to generate attention-grabbing subject lines personalized for each donor based on their history and interests, boosting open rates and ensuring your message stands out in crowded inboxes.

Requirements

AI-Powered Subject Line Generation

"As a fundraising manager, I want AI-generated personalized subject line suggestions for each donor so that my emails stand out in crowded inboxes and achieve higher open rates."

Description

Develop an AI engine that analyzes each donor’s profile, giving history, and interests to generate multiple personalized email subject line options. The engine should use natural language processing to craft attention-grabbing, contextually relevant lines that increase open rates. It must integrate seamlessly with the existing email campaign workflow, allowing users to review and select or edit suggestions before sending.

Acceptance Criteria

First-Time Campaign Setup

Given the user initiates subject line suggestions for a new email campaign targeting a specific donor segment, When the AI engine processes the segment, Then at least three personalized subject line options relevant to each donor’s history and interests are generated within 5 seconds.

Subject Line Review and Editing

Given the user selects a suggested subject line and applies custom edits, When the user saves the changes, Then the edited subject line replaces the original suggestion and appears in the campaign editor without formatting errors.

Bulk Campaign Processing

Given the user requests subject line suggestions for a list of 1,000 donors, When the AI engine processes all profiles in batch, Then personalized suggestions are returned for each donor within 2 minutes, and no more than 2% of requests time out or fail.

Tone and Language Customization

Given the user chooses a desired tone (e.g., friendly, formal, urgent), When the AI engine generates subject lines, Then all suggestions reflect the selected tone and maintain coherence with donor interests.

Seamless Workflow Integration

Given the user clicks “Use as Subject” on a suggested line, When the action is confirmed, Then the suggestion populates the email subject field automatically and is tagged as selected in the campaign workflow without requiring page reload.

Donor Data Integration

"As a fundraising manager, I want the subject line generator to use up-to-date donor histories and preferences so that each suggestion is relevant and respectful of donor privacy."

Description

Implement secure data pipelines that fetch and update donor information—such as past donations, engagement history, and stated interests—from the Donorly database. Ensure real-time synchronization so that the AI engine always uses the most current data. Include privacy and consent checks to comply with data protection regulations.

Acceptance Criteria

Pipeline Initialization with Valid Credentials

Given valid API credentials and database connection parameters, when the data integration pipeline is triggered, then donor records are fetched from the Donorly database and stored in the integration staging area within 10 seconds with a response code of 200.

Real-Time Data Synchronization Trigger

Given a new or updated donor record in the Donorly database, when a change capture event occurs, then the pipeline automatically updates the AI engine’s data store within 5 seconds without data duplication or loss.

Privacy Consent Verification Before Data Access

Given a donor record with a consent flag, when the pipeline attempts to fetch donor data, then data is only fetched and stored if the consent flag is true, and if false, the record is skipped and logged for audit.

Handling Schema or Format Changes

Given the Donorly database schema is updated, when the pipeline encounters new or missing fields, then it maps fields according to updated schema mapping rules and logs any unmapped fields for review without failing the entire pipeline.

Retry Mechanism on Data Fetch Failure

Given a transient network or service failure during data fetch, when an API request fails, then the pipeline retries up to 3 times with exponential backoff and logs each retry, and if still failing after retries, marks the record as failed and alerts the operations team.

Personalization Template Library

"As a fundraising manager, I want a set of proven subject line templates that I can customize with donor details so that my communications stay on-brand and relevant."

Description

Create a library of customizable subject line templates with placeholders for donor-specific variables (e.g., name, donation amount, project interest). Templates should follow best practices for tone and length and allow users to add, edit, or remove designs. The library must support version control and template tagging for easy organization.

Acceptance Criteria

Creating a New Template

Given the user navigates to the template library and clicks “Add Template,” When they enter a template name, content with placeholders (e.g., {{first_name}}, {{donation_amount}}), select tone and length guidelines, and click “Save,” Then the new template is displayed in the library with correct placeholders, default version set to 1.0, and autogenerated timestamp.

Editing an Existing Template

Given the user selects an existing template from the library, When they modify the name, content, or tags and click “Save Changes,” Then the library shows the updated template, increments the version number by one, and retains the previous version in the version history.

Removing a Template

Given the user selects the “Delete” option for a template and confirms the deletion, When the deletion process completes, Then the template is removed from the active library view and moved to an archive of removed templates accessible by administrators.

Version Control on Templates

Given a template has multiple saved versions, When the user views the template’s history, Then the system displays a list of all versions with timestamps, author names, and change summaries, and allows the user to revert to any previous version.

Tagging and Organizing Templates

Given the user assigns one or more tags to a template and saves it, When they use the library’s filter or search by tag feature, Then only templates matching the selected tags are displayed, and tags can be added, removed, or renamed.

A/B Testing Framework

"As a fundraising manager, I want to A/B test subject line options so that I can identify which messaging resonates best with my donor segments."

Description

Build an A/B testing module that sends different subject line variants to donor segments and automatically tracks open and click-through rates. Provide reporting on performance differences and statistical significance, and recommend the best-performing variant. Integrate results into the AI engine to refine future suggestions.

Acceptance Criteria

Test Creation for Donor Segment

Given a user selects a donor segment and two subject line variants When the user initiates an A/B test Then the system schedules the test and generates unique tracking URLs for each variant within 30 seconds

Automated Variant Distribution

Given an active A/B test When the scheduled send time arrives Then the system sends each subject line variant to the correct donor group with equal distribution and records delivery confirmations

Real-time Metrics Tracking

Given emails have been sent When donors open or click links Then the system updates the open and click-through rates in the A/B test dashboard within 5 minutes

Performance Reporting and Statistical Analysis

Given an A/B test has reached its defined sample size When the test completes Then the system calculates and displays open and click-through rates, p-value, and confidence intervals, identifying the statistically significant winner

AI Engine Integration

Given test results are available When the A/B test closes Then the system feeds the winning variant and performance data into the AI model and next subject line suggestions reflect at least a 5% improvement in open rates

Performance Analytics Dashboard

"As a fundraising manager, I want a dashboard showing the performance of my email subject lines so that I can make data-driven decisions and improve engagement over time."

Description

Design a dashboard that visualizes key metrics for subject line performance, including open rates, click-through rates, and response patterns by donor segment. Enable filtering by campaign, time period, and donor attributes. Include alerting for underperforming campaigns and insights for optimization.

Acceptance Criteria

Overall Campaign Metrics Display

Given the user navigates to the Performance Analytics Dashboard, when the dashboard loads, then open rates, click-through rates, and donor response patterns for all active campaigns must be displayed in their respective charts and tables without errors.

Time Period Filtering

Given the user selects a specific date range, when the filter is applied, then the dashboard must refresh and only show metrics corresponding to the selected time period.

Donor Attribute Segmentation

Given the user filters by donor attributes such as giving history or location, when the filter is applied, then the dashboard must segment and display metrics for the selected donor segment only.

Underperforming Campaign Alerts

Given a campaign's open rate falls below a predefined threshold (e.g., 20%), when this threshold is breached, then the system must generate a visible alert in the dashboard's notifications panel.

Optimization Insight Generation

Given the user clicks on the 'Insights' section, when optimization data is available, then the dashboard must display at least three AI-generated recommendations for improving subject line performance.

TalkPoint Tailor

Analyzes donor data and previous interactions to suggest tailored talking points and meaningful anecdotes for your email body, making each message more relevant and resonant for stronger connections.

Requirements

Donor Data Aggregation

"As a nonprofit manager, I want the system to aggregate all donor data from various sources so that I have a complete and unified view of each donor’s history."

Description

The system must collect, normalize, and store donor data from multiple sources including CRM, donation platforms, and interaction logs, ensuring a unified and up-to-date dataset for accurate analysis and personalized content generation.

Acceptance Criteria

Import Donor Records from CRM

Given a valid CRM export file is available When the system ingests the file Then all donor records are imported into the central database with no missing mandatory fields and appropriate timestamps.

Retrieve Donation Data from Platforms

Given active donation platform API credentials When the system requests donation transactions Then it fetches all new and updated donation records within the last 24 hours and logs any API errors.

Normalize Data Formats

Given imported donor data with varying field formats When the system processes the data Then all date fields follow ISO 8601 format, monetary values are standardized to two decimal places, and name fields are capitalized consistently.

Merge Interaction Logs

Given donor interaction logs from email and event systems When the system integrates these logs Then each log entry is correctly linked to the corresponding donor record without duplication and with accurate interaction type labeling.

Data Refresh Scheduling

Given the daily refresh schedule is configured When the system clock reaches the scheduled refresh time Then the data aggregation pipeline runs automatically, completes within the designated maintenance window, and logs summary metrics.

Interaction History Analyzer

"As a nonprofit manager, I want the system to analyze past donor interactions so that suggested talking points reflect each donor’s unique engagement history."

Description

Implement analytics to process and interpret past donor interactions—such as email opens, clicks, event attendance, and donation patterns—to identify key engagement drivers and inform the generation of relevant talking points.

Acceptance Criteria

Email Engagement Analysis

Given a donor record with at least two email opens and one click in the past 30 days, when the Interaction History Analyzer runs, then the system categorizes email engagement as high and generates at least two talking points referencing the donor's click interests.

Event Attendance Pattern Recognition

Given a donor who attended three or more events in the last six months, when the analyzer processes event data, then it identifies event attendance as a primary engagement driver and suggests at least one talking point highlighting recent event participation.

Donation Frequency Identification

Given a donor with donation transactions recorded over the past year, when the analyzer reviews the donation timeline, then it accurately identifies recurring donation patterns and produces a talking point referencing the donor's giving cadence.

Real-Time Interaction Update

Given new interaction data is added to a donor's profile, when the user refreshes the analyzer, then the system updates the engagement priority and regenerates updated talking points within 5 seconds.

Composite Engagement Scoring

Given donor interaction metrics across emails, events, and donations, when the analyzer calculates engagement scores, then it ranks donors by composite score and ensures the top five donors have labeled talking points generated.

Tailored Talking Point Generator

"As a fundraiser, I want the system to generate personalized talking points so that my outreach emails resonate more deeply with each donor."

Description

Develop a natural language generation engine that leverages aggregated donor data and interaction insights to produce concise, personalized talking points and anecdotes for email bodies, highlighting donor interests and past contributions.

Acceptance Criteria

First-Time Donor Talking Points Generation

Given a donor with only one donation record and no previous interactions, when the Tailored Talking Point Generator runs, then it produces at least one talking point referencing the donor’s initial giving cause and suggests a follow-up question.

Repeat Donor Personalized Anecdote Suggestion

Given a donor with multiple past donations and documented interaction notes, when generating talking points, then the engine includes a meaningful anecdote from the donor’s last interaction and aligns the message tone with their documented preferences.

High-Value Donor Interest Highlight

Given a donor whose giving history shows contributions above the high-value threshold and tag-based interests, when generating talking points, then the system highlights the donor’s top interest area and acknowledges their highest contribution amount in the narrative.

Custom Anecdotes for Donation Anniversary

Given a donor approaching the anniversary of their first gift, when preparing talking points within two weeks of the anniversary, then the engine inserts a personalized anniversary acknowledgment and an anecdote about the impact achieved since their first gift.

Data Privacy Compliance in Talking Points

Given the requirement to protect donor personal data, when generating talking points for any donor, then the engine omits any sensitive personal identifiers (e.g., SSN, birthdate) and only uses approved fields in the output.

Anecdote Repository

"As a fundraiser, I want access to relevant anecdotes so that my communications can illustrate the real-world impact of donations."

Description

Create and maintain a curated library of meaningful anecdotes, categorized by cause area, donor interests, and impact stories, enabling the generator to select relevant narratives that complement the personalized talking points.

Acceptance Criteria

Adding a new anecdote to the repository

Given an admin user with proper access, when the admin enters an anecdote with cause area, donor interest tags, and impact story details and submits, then the anecdote is saved in the repository with all provided metadata correctly stored.

Categorizing anecdotes by cause area

Given the repository contains multiple anecdotes, when a new anecdote is added with selected cause areas, then the system automatically assigns the anecdote to each selected cause area category and increments the category count.

Searching anecdotes by donor interests

Given a user provides one or more donor interest keywords, when the search is executed, then the system returns all anecdotes tagged with matching interests, ordered by relevance score.

Selecting relevant anecdotes for a donor profile

Given a donor profile with defined interests and giving history, when the talking point generator requests anecdotes, then the system returns the top three anecdotes whose metadata best match the donor’s profile within two seconds.

Validating anecdote metadata completeness

Given an anecdote record in the repository, when a metadata validation process runs, then all required fields—cause area, donor interest tags, impact metrics, and narrative text—must be present and meet predefined format and length requirements.

CRM Integration Module

"As a nonprofit manager, I want the generator to integrate with our CRM so that talking points and communication history are automatically recorded and updated."

Description

Build seamless integration capabilities with major CRM platforms (e.g., Salesforce, HubSpot) to enable two-way synchronization of generated talking points, email templates, and engagement feedback, ensuring consistent and up-to-date records across systems.

Acceptance Criteria

Establishing Initial CRM Connection

Given the user has valid CRM credentials When they enter credentials and authorize Donorly access Then the system verifies credentials within 10 seconds and displays a ‘Connection Successful’ message

Two-way Sync of Generated Talking Points

Given a donor record exists in the connected CRM When Donorly generates talking points for that donor Then the talking points are pushed to the corresponding CRM contact record within 2 minutes and visible under the ‘Notes’ field

Synchronization of Engagement Feedback

Given a user logs an email open or reply event in Donorly When the event is recorded in Donorly’s engagement dashboard Then the system creates or updates an activity record in the CRM engagement history within 5 minutes

Conflict Resolution on Data Updates

Given a donor’s custom field is updated in both Donorly and the CRM before the next sync When automatic sync executes Then the system detects the timestamped change and prompts the user to choose which version to retain

Scheduled Automatic Synchronization

Given the CRM integration is enabled When the scheduled sync interval (every hour) elapses Then the system automatically synchronizes new or updated talking points, email templates, and feedback without user intervention and logs a summary report in the integration activity log

ToneCraft

Automatically adjusts the writing style and tone of your follow-up emails to match each donor’s communication preferences, from formal to friendly, fostering rapport and improving response likelihood.

Requirements

Tone Profile Analysis

"As a fundraising manager, I want the system to analyze past donor communications so that ToneCraft can automatically recommend the most effective writing style for follow-up emails."

Description

Develop an engine that analyzes each donor’s historical communications—emails, meeting notes, and feedback—to identify their preferred writing style and tone. This component will categorize tone on a spectrum from formal to friendly, track changes over time, and store a dynamic tone profile for every donor. By leveraging natural language processing and machine learning, the system ensures accurate, data-driven tone recommendations that adapt as donor preferences evolve.

Acceptance Criteria

Historical Communication Analysis

- The engine processes at least 95% of a donor’s historical communications without data loss - Tone classification accuracy is at least 90% when compared with a manually labeled benchmark - Processing time for a batch of 500 messages does not exceed 30 minutes

Dynamic Profile Update

- Upon logging a new email or meeting note, the donor’s tone profile is updated within 5 minutes - Changes in tone categories (e.g., formal to friendly) are reflected in the profile with 90% accuracy - A version history of profile updates is maintained

Tone Recommendation in Email Composer

- When the user opens the email composer for a donor, the recommended tone is displayed within 2 seconds - Recommended phrasing examples align with the donor’s current tone profile 95% of the time - The user can accept or override the recommendation, and selections are logged for future model training

Tone Change Over Time Tracking

- The system visualizes tone trends over the past 12 months on the donor’s dashboard - Trend data is accurate within a 5% margin of error compared to raw classification results - Users can filter trend data by quarter or custom date range

Edge Case Handling for Limited Data

- For donors with fewer than 3 communications, the system defaults to a neutral-tone recommendation - An alert is flagged for manual profile review and appears on the dashboard - The system updates the profile automatically once at least 3 new communications are logged

Tone Suggestion Module

"As a fundraising manager, I want to see a recommended tone for each donor when drafting emails so that I can write messages that resonate and improve response rates."

Description

Implement a module within the email composer that retrieves a donor’s tone profile and suggests an optimal tone setting—such as formal, conversational, or empathetic. The module should display a clear recommendation indicator with an explanation of the choice and confidence level. It must integrate seamlessly with the existing dashboard UI and update in real time as donor profiles change.

Acceptance Criteria

Loading donor tone profile on email composer launch

Given a user opens the email composer for a specific donor When the composer loads Then the module retrieves the donor’s tone profile from the backend within 500ms and applies the recommended tone setting

Real-time tone recommendation update upon profile change

Given the donor’s tone profile is updated in the dashboard When the profile change is saved Then the composer’s tone recommendation automatically updates within 1 second without requiring a page refresh

Displaying tone recommendation with explanation and confidence

Given a donor’s tone profile is retrieved When the module generates a tone suggestion Then it displays the recommended tone label, a one-sentence explanation of the choice, and a confidence percentage (e.g., 85%) clearly beside the tone selector

User overrides tone suggestion

Given the module displays a recommended tone When the user selects a different tone option Then the composer applies the user-selected tone and logs the override event for analytics without reverting to the recommendation

Fallback behavior when donor profile is missing

Given no tone profile exists for the donor When the user opens the email composer Then the module displays a default neutral tone recommendation with an info message indicating "No tone profile available" and allows manual tone selection

Manual Tone Override

"As a fundraising manager, I want the ability to override the system’s tone recommendation so that I can tailor messages based on my personal insight or special circumstances."

Description

Provide an interface allowing users to manually select or override the suggested tone. Offer a dropdown or toggle with predefined tone options (e.g., Formal, Friendly, Empathetic) along with brief descriptions of each. Ensure that any manual selection is logged and can feed back into the learning model as additional data points.

Acceptance Criteria

Tone Selection via Dropdown

Given a user opens the email editor, when they click on the Tone dropdown, then predefined options 'Formal', 'Friendly', and 'Empathetic' are displayed and selectable.

Manual Tone Override Logging

When a user selects a tone override, then the selection is recorded in the database with user ID, email ID, selected tone, and timestamp.

Override Feedback to Model

Given a manual override occurs, when the email is sent, then the override data is queued for inclusion in the machine learning feedback pipeline within 5 minutes.

Tone Description Display

When a user hovers over each tone option in the dropdown, then a tooltip displays the brief description for that tone.

Invalid Tone Option Handling

Given an unsupported tone code is received, when loading the dropdown, then the system displays an error message and defaults to the 'Friendly' tone option.

Personalized Draft Generation

"As a fundraising manager, I want ToneCraft to generate a personalized email draft in the chosen tone so that I can quickly review, adjust, and send high-impact follow-up messages."

Description

Create a draft generation feature that uses the selected tone and donor profile data—such as name, giving history, and recent interactions—to produce a fully formed email template. The system should merge dynamic fields, apply tone-specific phrasing, and allow in-composer edits before sending. Generated drafts must save automatically and support version history.

Acceptance Criteria

Dynamic Field Merge Scenario

Given a selected donor profile, when the draft is generated, then the email template populates the donor’s name, giving history summary, and recent interaction details in the correct placeholders.

Tone Application Scenario

Given a chosen tone (formal, friendly, etc.), when the draft is generated, then the email content reflects tone-specific phrasing and vocabulary consistent with predefined tone guidelines.

In-composer Edit Persistence Scenario

Given the user edits the generated draft in the composer, when the user navigates away and returns, then all manual edits are retained without loss.

Auto-save Functionality Scenario

Given the user is composing or editing a draft, when changes occur or after 30 seconds of inactivity, then the draft is automatically saved to prevent data loss, with visible save confirmation.

Version History Access Scenario

Given the user requests the draft’s version history, when the history panel is opened, then the user sees a chronological list of saved versions with timestamps and can restore any previous version.

Feedback Loop and Learning

"As a fundraising manager, I want the system to learn from my edits and donor interactions so that tone recommendations become progressively more accurate and effective."

Description

Implement a feedback mechanism where users can rate or edit generated emails, and track donor responses (opens, replies, click-throughs). Feed this data back into the machine learning models to continuously improve tone predictions. Provide analytics dashboards showing model performance and areas for improvement.

Acceptance Criteria

Email Rating Submission

Given a user selects a rating for a generated email and submits it, When the submission is made, Then the system records the rating with email ID, user ID, and timestamp, and adds this entry to the training dataset within one minute.

Email Edit Tracking

Given a user edits the generated email content and clicks save, When the save action completes, Then the system logs the original and edited content, associates it with the email template ID, and stores this feedback record in the feedback database.

Donor Response Tracking

Given a donor opens, replies to, or clicks a link in a follow-up email, When the response event occurs, Then the system captures the event type, timestamps it, matches it to the correct donor record within two minutes, and updates the response metrics.

Scheduled Model Retraining

Given new feedback entries exceed 100 records, When the daily scheduled retraining time arrives, Then the system initiates model retraining using all new feedback data and logs the start and completion status.

Model Performance Dashboard Display

Given a user navigates to the analytics dashboard and selects the performance tab, When the tab loads, Then the dashboard displays KPIs for tone prediction accuracy, open rate lift, and reply rate lift, along with the date of the last model retraining.

Feedback Data Export

Given a user clicks the export feedback data button, When the request is processed, Then the system generates a CSV file containing rated emails, edits, and response events, and makes it available for download within one minute.

CRM Integration for Tone Data Sync

"As a system administrator, I want ToneCraft to sync donor tone profiles and feedback with our CRM so that all fundraising activities reference the latest communication preferences."

Description

Integrate ToneCraft with the Donorly CRM to automatically import donor details, communication history, and campaign metadata. Store updated tone profiles, manual overrides, and feedback within the CRM under each donor record. Ensure bi-directional sync to keep data consistent across both systems.

Acceptance Criteria

Initial Data Import

Given the ToneCraft integration is activated, When the CRM integration sync runs for the first time, Then all existing donor records including donor details, communication history, and campaign metadata are imported into ToneCraft without data loss and with accurate field mappings.

Bi-Directional Sync of Tone Profiles

Given a tone profile is updated in ToneCraft, When the CRM integration detects the change in real time or at scheduled intervals, Then the updated tone profile is reflected in the donor record within Donorly CRM within 5 minutes, and vice versa.

Manual Override Persistence

Given a fundraising manager manually overrides a donor's tone profile in the CRM, When the override is saved, Then the manual override is stored in both CRM and ToneCraft, and subsequent automated updates do not overwrite the override unless explicitly changed by the user.

Conflict Resolution Handling

Given concurrent updates to a tone profile in both systems, When the integration identifies conflicting changes, Then the system flags the conflict for review, logs the details, and preserves both versions for manual reconciliation.

Error Handling and Notifications

Given a data sync error occurs (e.g., network failure or API error), When the error is detected by the integration, Then a detailed error log entry is created and an email notification is sent to the integration admin within 10 minutes with the error description and affected records.

SendSense

Leverages machine learning to identify the optimal send times for individual donors based on past engagement patterns, maximizing the chance that your emails are read and acted upon.

Requirements

Data Ingestion Pipeline

"As a fundraising manager, I want donor email engagement history to be automatically ingested and consolidated so that I can rely on accurate data for optimal send time predictions."

Description

Implement a robust pipeline to collect and normalize donor engagement data—including email opens, clicks, and past send times—from the CRM and email service provider. The pipeline should handle real-time and batch data feeds, ensure data quality through validation rules, and store the processed data in a centralized repository for downstream ML tasks.

Acceptance Criteria

Real-time CRM Data Ingestion

Given new donor engagement events in the CRM, When the pipeline ingests data in real-time, Then each event (opens, clicks, send times) is received within 5 seconds of occurrence and stored in the staging area.

Batch Processing of Historical Data

Given a nightly batch window, When the pipeline runs historical data ingestion, Then all donor engagement records from the previous 24 hours are processed with 100% completeness and no duplicates.

Data Quality Validation

Given ingested engagement records, When validation rules execute, Then records with missing required fields or invalid formats are flagged and logged, and valid records proceed to storage.

Centralized Repository Storage

Given validated engagement data, When data is written to the central repository, Then each record is inserted or updated correctly, preserving data integrity and schema conformity.

Error Handling and Alerting

Given any ingestion or validation failure, When an error occurs, Then the system retries up to three times, logs the failure, and sends an alert to the monitoring channel.

ML Model Training and Tuning

"As a data analyst, I want a machine learning model to learn from past donor interactions so that it can predict the most effective send times for future campaigns."

Description

Develop and train a machine learning model that analyzes historical engagement patterns to predict the best time to send emails for each donor. Include hyperparameter tuning, cross-validation, and performance benchmarks to ensure the model achieves a high level of accuracy and generalizes well to new data.

Acceptance Criteria

Historical Data Preprocessing Validation

• Dataset imported into training pipeline contains no null values in Email_Open_Timestamp and Email_Click_Timestamp for 100% of records • Categorical features are one-hot encoded with no unseen categories detected during validation • Training and validation split is performed at an 80:20 ratio with stratification on donor engagement level

Model Training Performance Benchmark

• Trained model achieves an RMSE ≤ 1.5 hours on the validation set for predicted optimal send times • R² score on the validation set is ≥ 0.6 • Model training completes within 2 hours on the designated compute environment

Cross-Validation Consistency Check

• 5-fold cross-validation yields a mean accuracy ≥ 75% for send-time predictions • Standard deviation of accuracy across folds is ≤ 5%

Hyperparameter Tuning Effectiveness

• Hyperparameter search explores at least 20 unique parameter combinations • Selected hyperparameter set improves validation accuracy by ≥ 10% over default settings • Hyperparameter tuning process completes within 4 hours

Overfitting and Generalization Assessment

• Difference between training set accuracy and validation set accuracy is ≤ 10% • Performance on a holdout test set falls within 5% of cross-validation results for key metrics (RMSE and R²)

Personalized Send Time Prediction

"As a campaign coordinator, I want to retrieve individualized email send time suggestions via an API so that I can schedule messages when donors are most likely to engage."

Description

Create a service that uses the trained ML model to generate personalized send time recommendations for each donor. The service should expose an API endpoint for retrieving predictions in real time, handle high request volumes, and fall back to a default send time if predictions are unavailable.

Acceptance Criteria

Bulk Real-Time Prediction Request

Given the API endpoint receives a request with up to 100 donor IDs, when the service processes the request, then it returns a list of send time predictions for each donor within 300ms.

Single Donor Prediction Fallback

Given a request for a single donor ID and the ML model fails to produce a prediction, when the service responds, then it returns the default send time of 09:00 local timezone with an explanatory fallback flag.

High Volume Prediction Throughput

Given a sustained load of 1000 requests per second for 5 minutes, when the system is monitored, then the average response time remains below 500ms and the error rate does not exceed 0.1%.

API Response Format Validation

Given any valid prediction request, when the service responds, then the JSON payload contains donorId (string), predictedSendTime (ISO 8601), and confidenceScore (float between 0 and 1) following the defined schema.

Authentication and Authorization Enforcement

Given a request without a valid OAuth token, when calling the prediction endpoint, then the service returns HTTP 401 Unauthorized; with a valid token, it returns HTTP 200 OK.

Dashboard Integration for SendSense Insights

"As a nonprofit fundraising manager, I want to see recommended send times and confidence levels on my dashboard so that I can quickly schedule email outreach directly within Donorly."

Description

Integrate SendSense predictions into the Donorly dashboard, displaying recommended send times alongside donor profiles. Include visualization components for confidence scores, historical engagement trends, and filter options to sort by recommendation priority or time window.

Acceptance Criteria

Data Display Integration Scenario

Given a donor profile is loaded, when the dashboard renders, then the recommended send time is displayed next to the donor’s name in user’s local timezone within 500ms of panel load.

Confidence Score Visualization Scenario

Given SendSense predictions exist for a donor, when viewing the donor’s recommendation, then a color-coded confidence bar with percentage label is shown, and hovering over it reveals the exact confidence value.

Historical Engagement Trends Scenario

Given a user selects the ‘Engagement Trends’ tab for a donor, then a line chart displays hourly open and click rates for the past 60 days, with each data point clickable to show date and rate details.

Filter and Sort Functionality Scenario

Given a user applies filters (e.g., ‘Next 24h window’) or sort options (e.g., ‘High to Low recommendation priority’), then the donor list updates to show only matching donors sorted correctly within 1 second.

Error Handling Scenario

Given SendSense API fails or returns no data, then the dashboard displays a non-blocking error message (‘SendSense data unavailable’) and falls back to default view without recommendations.

A/B Testing and Performance Monitoring

"As a product owner, I want to run A/B tests on send schedules and monitor performance metrics so that I can measure the impact of SendSense and iterate on the model."

Description

Implement A/B testing capabilities to compare SendSense-driven campaigns against standard send schedules. Build monitoring dashboards to track email open rates, click-through rates, and donation conversions for each variant, and alert stakeholders when significant performance deviations occur.

Acceptance Criteria

A/B Test Campaign Initialization

Given a user creates an A/B test campaign comparing SendSense-driven and standard schedules When the campaign is launched with at least 100 recipients per variant Then emails for each variant are scheduled and sent within 5 minutes of the defined times

Comparative Performance Tracking

Given an active A/B test When the performance dashboard is accessed Then open rates, click-through rates, and donation conversions for each variant are displayed side-by-side with data refreshed within 1 minute

Dashboard Filtering and Visualization

Given the performance dashboard When the user applies date range or variant filters Then only metrics matching the selected filters are shown and charts update accordingly

Automated Performance Alerts

Given alert thresholds are configured for open rate and conversion deviations When a variant’s metrics differ by more than 20% from the control Then an email alert is sent to stakeholders within 10 minutes of detection

Metrics Accuracy Validation

Given historical email data is processed When performance metrics are calculated Then the reported open rates, click-through rates, and conversions align with source data at 99.5% accuracy or higher

FlowForge

Enables one-click creation of multi-step follow-up sequences, sequencing personalized messages and reminders at strategic intervals to nurture relationships without manual scheduling.

Requirements

One-Click Sequence Setup

"As a nonprofit fundraising manager, I want to create a complete follow-up sequence with one click so that I can save time and ensure timely outreach to donors."

Description

Allows users to create an entire follow-up sequence in a single action by selecting a template and specifying key parameters. This requirement ensures ease of use and efficiency by reducing manual steps, enabling fundraising managers to quickly deploy personalized outreach sequences without navigating multiple menus. It integrates with existing donor data to pre-populate sequence elements and maintain consistency across communications.

Acceptance Criteria

Selecting a Sequence Template

Given the fundraising manager is on the FlowForge dashboard; When they click 'Create Sequence' and choose a template from the list; Then the selected template's name and description are displayed for confirmation.

Editing Pre-Populated Sequence Parameters

Given the user has selected a template; When the system pre-populates sequence fields with donor data and default send intervals; Then all fields are editable and correctly show values pulled from donor profiles.

Successful One-Click Sequence Initialization

Given the user has reviewed the template and parameters; When they click 'Confirm and Create Sequence'; Then a new sequence is created, listed in their sequences view, and a success notification is shown.

Handling Incomplete Donor Data

Given the template requires a donor's email and first name; When the donor profile lacks one or more required fields; Then the system prevents sequence creation and highlights missing fields with an error message specifying which data is needed.

Verification of Sequence Activation in Dashboard

Given a sequence has been created; When the user returns to the main dashboard; Then the new sequence appears under 'Active Sequences' with correct start date and next scheduled action listed.

Template Personalization Engine

"As a fundraising coordinator, I want message templates to automatically include personalized donor information so that each communication feels relevant and increases donor engagement."

Description

Implements a dynamic personalization system that merges donor-specific data (e.g., name, giving history, preferred communication channel) into message templates. This engine supports conditional logic to tailor content based on donor segments, improving engagement rates and reinforcing donor relationships. It integrates with the CRM to fetch real-time donor attributes and updates templates automatically when data changes.

Acceptance Criteria

Personalizing Messages with Donor Name and Giving History

Given a donor record with {{donor_name}} and {{giving_history}} placeholders in the template When the personalization engine processes the template Then {{donor_name}} and {{giving_history}} must be replaced with the actual values from the CRM within 2 seconds Given a donor record with no giving history When the template is processed Then the engine must insert a default message “We look forward to your first gift” in place of {{giving_history}}

Applying Conditional Logic for Donor Segments

Given a donor classified as “Major Donor” When generating an email template Then the engine must include the {{major_donor_paragraph}} section Given a donor classified as “First Time Donor” When generating the same email template Then the engine must include the {{welcome_new_donor_paragraph}} section Given a donor with monthly giving frequency When generating any template Then the engine must include the {{monthly_donor_acknowledgement}} section

Updating Templates on Data Change

Given a donor updates their preferred communication channel in the CRM When the change is saved Then the next generated message template must use the updated channel template Given any donor attribute is modified in the CRM When the personalization engine fetches data Then it must retrieve the updated attribute values in real time and not use cached data older than 30 seconds

Channel-Specific Message Personalization

Given a donor with preferred channel set to SMS When generating the message Then the engine must select the SMS template and ensure message length ≤ 160 characters Given a donor with preferred channel set to Email When generating the message Then the engine must select the email template, populate {{subject_line}} with personalized text, and include the donor’s name in the greeting

Bulk Sequence Generation with Personalized Content

Given a list of 50 donors and a 3-step follow-up sequence When the user clicks “Generate Sequence” Then the system must create and queue 150 personalized messages, replacing all placeholders for each donor Given any personalization failure in the sequence generation When processing the batch Then the system must log errors for failed records and generate messages for successful ones without aborting the entire batch

Interval Scheduling Configuration

"As a user, I want to set precise time intervals between follow-up messages so that my outreach cadence aligns with donor preferences and maximizes response rates."

Description

Provides an interface for users to configure timing intervals for each step in the follow-up sequence, such as delays between emails or reminders. Users can define fixed delays, business-day calculations, and custom calendars to optimize outreach cadence. The configuration syncs with the sequence builder and updates the timeline visualization in real time.

Acceptance Criteria

Configure Fixed Delay Between Sequence Steps

Given a user enters a value of N days for the fixed delay and saves the step When the sequence is processed on Day 1 Then the next message is scheduled exactly N calendar days later

Set Business-Day Delay with Non-Working Day Awareness

Given a user selects a business-day delay of B days and the organization’s non-working days include weekends and a custom holiday When the system calculates the next send date Then it skips weekends and custom holidays, scheduling the send on the Bth valid business day

Apply Custom Calendar for Interval Calculations

Given a user applies a custom calendar defining working hours and valid days When the user specifies a delay of D days or hours Then the system calculates the next send time using only valid days and hours from the custom calendar

Real-Time Timeline Update on Interval Adjustments

Given a user adjusts interval values in the configuration panel When the user modifies any delay or calendar setting Then the timeline visualization updates instantly to reflect the new dates and times for all subsequent steps

Persisted Interval Settings Upon Save and Reload

Given a user configures multiple interval settings and clicks Save When the user reloads the sequence builder page Then all previously configured intervals appear correctly in both the settings panel and timeline visualization

Multi-Channel Message Dispatch

"As a nonprofit staff member, I want to send follow-up messages via email, SMS, or phone call from the same sequence so that I can reach donors through their preferred channels."

Description

Enables sequences to include messages across multiple channels (email, SMS, phone call reminders) with channel-specific templates and delivery settings. The requirement covers integration with external messaging providers, fallback rules if primary channels fail, and unified logging of all sent messages for compliance and auditing.

Acceptance Criteria

Email Dispatch Using Channel-Specific Template

Given a multi-step sequence with an email step referencing a valid email template; When the sequence is triggered; Then the system sends the email via the configured provider within 2 minutes, applies all personalization fields correctly, and logs the sent email in the unified message log.

SMS Dispatch with Fallback to Email

Given a sequence step configured for SMS delivery with a valid SMS template; When the SMS provider returns a permanent failure status; Then the system automatically queues the message for email delivery using the associated email template and logs both the failure and fallback attempt in the unified message log.

Phone Call Reminder Scheduling

Given a sequence that includes a phone call reminder step with scheduled date and time; When the sequence execution reaches that step; Then the system generates a call reminder notification for the call center dashboard at least one hour before the scheduled time and logs the reminder in the unified message log.

Handling Primary Provider Outage

Given a sequence configured with primary and secondary providers for email and SMS channels; When the primary provider becomes unavailable; Then the system seamlessly routes messages through the secondary provider without user intervention and records both the outage detection and provider switch in the unified log.

Unified Logging for Compliance Auditing

Given any message dispatched across email, SMS, or phone channels; When the message is sent or a delivery attempt is made; Then the system captures timestamp, channel, provider response code, and personalization data in a single, searchable audit log entry.

Channel-Specific Template Validation

Given a user uploads or edits a channel-specific template; When the template is saved; Then the system validates required fields for that channel, rejects invalid templates with clear error messages, and only allows sequence inclusion of templates passing validation.

Sequence Performance Analytics

"As a fundraising manager, I want to see performance metrics for my sequences so that I can measure effectiveness and refine my outreach strategies."

Description

Captures and displays key performance metrics for each follow-up sequence, including open rates, click-through rates, reply rates, and conversion events. Users can view analytics dashboards, compare sequence performance over time, and export reports. The analytics module integrates with the real-time dashboard to highlight high-performing sequences and recommend optimizations.

Acceptance Criteria

Daily Dashboard Metrics View

Given I am a fundraising manager viewing the analytics dashboard, when I select a follow-up sequence, then the dashboard displays the open rate, click-through rate, reply rate, and conversion events for the last 30 days.

Sequence Performance Comparison

Given I choose two date ranges to compare for a specific sequence, when I select range A and range B, then the system shows side-by-side metrics and highlights percentage changes for each metric between the two periods.

Export Sequence Analytics Report

Given I need a report of sequence performance, when I click the export button and choose CSV or PDF format, then the downloaded file includes all metrics for the selected sequence and date range with properly labeled headers and timestamps.

Real-Time High-Performing Sequence Highlight

Given I view the real-time dashboard, when a sequence’s open rate exceeds the defined threshold, then that sequence is highlighted with a badge and appears in the high-performance recommendations panel.

Optimization Recommendation Suggestion

Given a sequence underperforms against benchmarks, when I access the recommendations section, then the system provides personalized optimization suggestions (e.g., timing adjustments, message content changes) along with expected impact estimates based on historical data.

InsightIQ

Provides real-time analytics on email performance—opens, clicks, replies—and AI-driven recommendations for refining content and timing, empowering you to continuously improve outreach effectiveness.

Requirements

Real-Time Email Analytics Dashboard

"As a fundraising manager, I want to see live email engagement metrics so that I can quickly identify underperforming campaigns and optimize outreach on the fly."

Description

The system provides a dynamic dashboard that displays live metrics on email opens, clicks, replies, and other engagement indicators. It integrates seamlessly with existing campaign data, updating in real time to reflect the latest performance. Users can filter by date range, campaign, or recipient segment, enabling immediate insight into outreach effectiveness and facilitating data-driven adjustments.

Acceptance Criteria

Dashboard Real-Time Metrics Display

Given a user navigates to the Real-Time Email Analytics Dashboard When the dashboard loads Then the email opens, clicks, replies, and engagement indicators display correctly within 2 seconds for the past 5 minutes of data

Live Metric Updates upon New Events

Given a new email engagement event (open, click, reply) occurs When the backend receives the event Then the dashboard updates the corresponding metric in real time without requiring a manual refresh

Date Range Filtering Functionality

Given a user selects a custom date range using the date picker When the date range is applied Then the dashboard only displays metrics for events that occurred within the selected date range

Campaign Filtering Functionality

Given a user selects one or more campaigns from the campaign filter dropdown When the filter is applied Then the dashboard only displays metrics for the selected campaigns

Recipient Segment Filtering Functionality

Given a user applies a recipient segment filter When the segment filter is activated Then the dashboard displays only metrics related to the chosen recipient segment

AI-Driven Content Recommendation Engine

"As a fundraising manager, I want AI-generated content suggestions so that I can craft more compelling emails that resonate with donors and drive higher engagement."

Description

An AI-powered module analyzes past email performance and donor interaction patterns to suggest improvements in subject lines, body content, and calls-to-action. Recommendations include sentiment adjustments, optimal word counts, and personalization tips. The engine learns over time, continuously refining its suggestions based on actual donor responses to enhance relevance and engagement.

Acceptance Criteria

Subject Line Optimization for High-Value Donors

Given historical open rates for high-value donor segments, when the AI engine generates subject line suggestions, then it must produce at least three options with predicted open rates at least 5% higher than the segment’s historical average.

Personalized Body Content Suggestion

Given a donor segment profile and past engagement data, when the AI engine suggests body content, then it must include at least two personalization elements (e.g., donor name, past donation reference) and provide measurable engagement uplift predictions.

Sentiment Adjustment for Re-engagement Campaigns

Given an email draft targeting previously inactive donors, when the AI engine adjusts sentiment, then it must suggest one of three sentiment tones (positive, empathetic, urgent) with a sentiment score change of at least 0.2 compared to the original draft.

Optimal Word Count Enforcement

Given an email draft, when the AI engine evaluates word count, then it must recommend a total word count between 50 and 200 words and highlight any sections exceeding a ±10% deviation from the optimal range.

Real-Time Learning Feedback Loop

Given actual donor responses to emails sent using AI recommendations, when the response data is ingested, then the engine must retrain its model within 24 hours and demonstrate at least a 5% improvement in prediction accuracy for the next set of suggestions.

Performance Anomaly Alert Notifications

"As a fundraising manager, I want to receive alerts when email performance deviates significantly so that I can quickly investigate and resolve any problems affecting outreach."

Description

The platform automatically detects significant deviations in email performance metrics (e.g., sudden drops in open rates or spikes in bounces) and sends real-time alerts via in-app notifications or email. Alerts include context, such as comparison to historical averages and possible causes, enabling users to investigate and address issues promptly.

Acceptance Criteria

Open Rate Anomaly Detection

Given the email open rate drops by more than 20% compared to the previous 7-day average When the system evaluates daily metrics Then an alert is generated highlighting the percentage drop and affected campaign IDs

Bounce Rate Spike Identification

Given the bounce rate increases by more than 15% compared to the historical 7-day average When the system processes bounce data Then a notification is sent specifying the bounce rate percentage, affected email list, and time window

Real-Time In-App Alert Reception

Given an anomaly is detected When the user is logged into the dashboard Then an in-app notification appears within one minute containing the alert summary and link to detailed view

Alert Detail Contextualization

Given an alert is generated When the user opens the detailed alert view Then the alert displays historical averages for the last 30 days, compares current metrics, and lists the top three potential causes

User Alert Acknowledgment Workflow

Given an alert is received When the user marks it as reviewed Then the alert status updates to “Reviewed,” and the user can add and save investigation notes

Historical Campaign Trend Analysis

"As a fundraising manager, I want to review historical trends across campaigns so that I can understand what strategies have driven donor engagement over time."

Description

Users can access a trend analysis view that visualizes performance metrics over customizable time periods. The feature supports comparing multiple campaigns side by side, highlighting improvements or declines in opens, clicks, and replies. Interactive charts and exportable reports help teams identify long-term patterns and measure the impact of strategic changes.

Acceptance Criteria

Custom Time Frame Selection

Given the user selects a custom start and end date, when the trend analysis view loads, then the chart displays performance data only within the selected date range.

Multi-Campaign Comparison

Given the user selects two or more campaigns for comparison, when the comparison view renders, then each campaign’s performance metrics (opens, clicks, replies) appear as distinct series with unique colors and labels.

Metric Detail on Hover

Given the user hovers over any data point on the trend chart, when the tooltip appears, then it shows the campaign name, date, and exact values for opens, clicks, and replies.

Export to CSV

Given the user clicks the CSV export button, when the export is confirmed, then the system downloads a CSV file containing the displayed campaigns, date range, and metric values.

Export to PDF Report

Given the user clicks the PDF export button, when the report generation completes, then a PDF downloads that includes the interactive charts, selected campaigns, date range, and summary statistics.

A/B Test Recommendation Module

"As a fundraising manager, I want guided A/B test recommendations so that I can systematically experiment with and identify the most effective outreach tactics."

Description

The system identifies opportunities for A/B testing based on past campaign data and AI insights. It recommends specific test variations for email components such as subject lines or send times, predicts potential performance gains, and provides a built-in workflow to set up, run, and analyze tests. Results inform future recommendations, creating a continuous improvement loop.

Acceptance Criteria

Identifying A/B Test Opportunities

Given the system has access to at least one past email campaign with performance metrics, When the user opens the A/B Test Recommendation Module, Then the system displays a list of email components (subject lines, send times, content blocks) ranked by A/B test potential based on historical variance in open and click rates.

Generating Test Variation Suggestions

Given a selected email component for A/B testing, When the AI processes past campaign data and current content, Then the system presents at least three distinct variation suggestions (e.g., subject line A, subject line B, subject line C) with clear labels and descriptions.

Predicting Performance Gains

Given the user reviews suggested test variations, When the AI predicts outcomes, Then the system displays estimated lift percentages for each variation compared to the control with confidence intervals at 95% significance.

Setting Up A/B Test Workflow

Given the user selects variations to test, When the user configures test parameters (audience split, send schedule), Then the system automatically schedules the tests, assigns traffic splits accurately, and confirms setup with a summary screen.

Analyzing Test Results and Looping Back

Given the A/B test has completed and reached statistical significance or end date, When the user views the test report, Then the system highlights the winning variation, provides detailed performance charts, and auto-generates updated recommendations for the next test cycle.

Achievement Badges

Automatically award distinctive, tiered badges when donors hit specific giving milestones—first gift, annual cumulative totals, or special campaign goals. These visual tokens of recognition motivate supporters to give more and share their progress, boosting engagement and long-term retention.

Requirements

Badge Tier Configuration

"As a fundraising manager, I want to configure badge tiers with custom thresholds and designs so that our achievement recognition aligns with our campaign goals and branding."

Description

Allow administrators to define multiple badge tiers (e.g., Bronze, Silver, Gold) based on specific giving milestones, set thresholds for first gift, annual totals, or campaign goals, configure badge visuals and metadata, and reorder tiers as needed. This functionality ensures the system can flexibly adapt to diverse fundraising targets and campaigns, providing clear and motivating recognition milestones for donors.

Acceptance Criteria

Add New Badge Tier

Given the administrator is on the badge tier configuration page When the administrator clicks "Add Tier", enters tier name "Platinum", sets threshold to 10000, uploads a badge image, and clicks "Save" Then the new "Platinum" tier appears in the tier list with the specified threshold and image

Edit Existing Badge Tier

Given the "Gold" badge tier exists When the administrator edits its threshold to 5000 and updates the tier color to #FFD700 and clicks "Save" Then the "Gold" tier displays the updated threshold and color in the configuration list

Reorder Badge Tiers

Given badge tiers are listed as Bronze, Silver, Gold When the administrator drags "Gold" above "Silver" and clicks "Save" Then the new order in the list is Bronze, Gold, Silver

Validate Threshold Input

Given the administrator is adding or editing a tier When the administrator enters a non-numeric or negative value into the threshold field and clicks "Save" Then the system displays an inline error message stating "Threshold must be a positive number" and prevents saving

Configure Badge Metadata

Given the administrator opens the metadata section for a badge tier When the administrator adds a description and a tooltip message and clicks "Save" Then the badge tier displays the entered description and shows the tooltip when hovered over in the preview

Automated Badge Assignment

"As a nonprofit staff member, I want badges to be automatically awarded when donors reach milestones so that I don’t have to manually track and update donor achievements."

Description

Implement backend processes that monitor donor transactions in real time, evaluate when giving milestones are met, automatically assign the appropriate badge tier to donor profiles, handle retroactive achievements, and log assignment history for auditing. This ensures badges are awarded accurately and efficiently without manual intervention.

Acceptance Criteria

First Donation Badge Awarding

Given a donor makes their first donation and the transaction is successfully processed, when the payment confirmation is recorded, then the system assigns the "First Gift" badge to the donor's profile, logs the assignment timestamp, and displays the badge on the donor dashboard.

Annual Donation Tier Badge Assignment

Given a donor's cumulative donations for the current calendar year meet or exceed predefined tier thresholds (e.g., $500 for Bronze, $1,000 for Silver, $5,000 for Gold), when the donor's year-to-date total is updated, then the system assigns the corresponding tier badge, removes any lower-tier badge, and sends an email notification to the donor.

Special Campaign Milestone Badge Assignment

Given a donor contributes to a designated fundraising campaign, when their cumulative contributions to that campaign reach defined milestones (e.g., 25%, 50%, 100% of the campaign goal), then the system assigns the appropriate campaign milestone badge and updates the campaign progress page to reflect the new badge level.

Retroactive Badge Assignment

Given the badge feature is activated for existing donors, when the system processes historical donation data, then it evaluates past transactions, assigns any badges that were earned but not previously awarded, and flags these assignments as "retroactive" in the audit log.

Badge Assignment Audit Logging

Given any badge assignment event (real-time or retroactive), when a badge is assigned to a donor, then the system creates an audit record containing the donor ID, badge type, assignment timestamp, triggering transaction ID, and assignment source, ensuring the record is stored and retrievable for compliance and reporting purposes.

Badge Display in Donor Profile

"As a donor, I want to see my earned badges and progress toward future milestones so that I feel recognized and motivated to contribute more."

Description

Develop user interface components within the donor dashboard to prominently display current badges, show progress toward the next tier, and allow donors to view badge achievement history. Ensure the design is responsive across web and mobile platforms to enhance engagement and transparency.

Acceptance Criteria

Displaying Current Badges on Profile Load

Given a donor profile page is loaded, When the profile data is fetched, Then the UI displays all badges the donor has earned in chronological order.

Progress Toward Next Badge Tier Visualization

Given a donor has not yet reached the next badge tier, When viewing the badge progress section, Then a progress bar shows the percentage of donation amount completed toward the next tier with correct milestone thresholds.

Responsive Badge Display on Mobile Devices

Given the donor accesses their profile on a mobile device, When switching between portrait and landscape modes, Then badges and progress elements adjust layout without overlap or truncation.

Viewing Badge Achievement History

Given a donor clicks on the badge history link, When the history modal opens, Then the modal lists badges earned with date stamps and campaign context, sorted by most recent first.

Badge Tooltip Information Accessibility

Given the user hovers or taps on a badge icon, When the tooltip is triggered, Then it displays badge name, description, date earned, and donation amount that qualified for the badge.

Social Sharing Integration

"As a donor, I want to share my achievement badges on social media so that I can celebrate my contributions and encourage others to support the cause."

Description

Enable donors to share their badge achievements on social media platforms by integrating share buttons, providing customizable pre-filled messages, and tracking share metrics. Ensure compliance with privacy policies and maximize viral exposure to encourage peer support.

Acceptance Criteria

Badge Share Button Visibility

Given a donor has earned a badge and is logged in When they view their Achievement Badges page Then a share button appears next to each earned badge and is visible only to eligible donors

Custom Message Field Pre-fill

Given a donor clicks the share button When the share modal opens Then a default message including donor’s name, badge type, and campaign hashtag is pre-filled and editable before posting

Successful Social Media Share Flow

Given a donor customizes their message and selects a platform When they click Post Then the platform’s API returns a success response within 5 seconds and the system displays a confirmation message with share details

Share Metrics Tracking

Given a donor completes a share When the social media API response is successful Then the system logs the share event with donor ID, badge ID, platform, and timestamp, and updates the share count on the analytics dashboard within 5 minutes

Privacy Policy Compliance on Sharing

Given a donor has not opted in for public sharing When they attempt to share a badge Then the system prompts them to review and accept the privacy policy before proceeding and does not post until opt-in is confirmed

Notification Engine for Badges

"As a donor, I want to receive timely notifications when I earn a badge so that I feel acknowledged and stay informed about my giving impact."

Description

Build a notification service to send automated, personalized emails or in-app messages when donors earn or upgrade a badge. Include badge visuals, milestone details, and call-to-action prompts. Support scheduling, template management, and delivery tracking for optimal engagement.

Acceptance Criteria

DonorEarnsFirstBadge

Given a donor makes their first gift, when the payment is confirmed, then the system sends an email within 5 minutes containing the "First Gift" badge image, milestone date, donor name, and a call-to-action link to share on social media.

DonorUpgradesBadgeTier

Given a donor’s annual cumulative giving crosses a tier threshold, when the system updates the donor’s status, then an in-app notification and personalized email are sent featuring the upgraded badge visual, new tier description, total giving amount, and a link to view giving history.

ScheduledNotificationProcessing

Given multiple badge events queued for notification, when the scheduled notification job runs at configurable intervals, then all pending notifications are processed, dispatched via email and in-app channels, and recorded in the delivery log within 10 minutes of the job execution.

TemplateCustomizationAndSelection

Given an administrator creates or edits notification templates, when selecting a badge type, then the system displays only relevant templates, correctly replaces placeholder variables (donor name, badge name, milestone date), and previews the final message accurately.

DeliveryTrackingAndFailureHandling

Given notifications are sent, when a delivery failure occurs, then the system retries up to three times, logs each attempt with timestamp and error code, and surfaces unresolved failures in the admin dashboard with a summary of failed notifications.

Admin Badge Management UI

"As an admin, I want a centralized interface to manage badge settings and correct assignments so that I can maintain accurate recognition for donors."

Description

Create an administrative interface within the Donorly dashboard where nonprofit staff can view and edit badge configurations, preview assignments, and manually adjust badges if necessary. Include role-based access control to restrict editing to authorized users and maintain data integrity.

Acceptance Criteria

Authorized Admin Edits Badge Configuration

Given an admin with the Badge Editor role is logged in, When they navigate to the Admin Badge Management UI and update badge name, threshold, or tier, Then they can save changes successfully and the updated configuration persists in the database.

Badge Configuration Preview

Given an admin is viewing a badge configuration, When they click the Preview button, Then a modal displays a sample donor profile with the badge applied according to the current configuration without saving changes.

Manual Badge Assignment Adjustment

Given an admin is on a donor’s badge assignment panel, When they manually assign or remove a badge and click Confirm, Then the donor’s badge list updates immediately in the UI and the change is persisted in the system.

Unauthorized User Access Denied

Given a user without the Badge Editor role is logged in, When they attempt to access the Admin Badge Management UI, Then they receive an access denied message and cannot view or edit badge configurations.

Audit Logs for Badge Edits

Given any user performs a badge configuration change, When the change is saved, Then the system logs the user ID, timestamp, and details of the modification in the audit trail.

Concurrent Edit Conflict Handling

Given two admins open the same badge configuration simultaneously, When one admin saves changes, Then the second admin receives a conflict notification and options to merge or discard their unsaved edits.

Real-Time Rankings

Display an always-updating leaderboard of top donors and fundraising teams. With live point tallies and rank changes visible at a glance, supporters and staff feel the thrill of friendly competition and stay inspired to climb higher.

Requirements

Live Leaderboard Display

"As a fundraising manager, I want to view a live leaderboard of top donors and teams so that I can celebrate high achievers and encourage friendly competition to boost giving."

Description

The system will display an interactive leaderboard that updates in real-time to show the top donors and fundraising teams based on accumulated points from donations and engagement activities. The leaderboard will be embedded in the main dashboard interface, providing clear visual markers for rank positions, point totals, and recent changes. By integrating with the donation tracking API, the leaderboard will refresh immediately when new contributions are recorded, ensuring both staff and supporters experience the competitive momentum live. This feature aims to drive higher engagement by making progress transparent, motivating supporters to climb the ranks, and enabling fundraisers to identify high-performing donors at a glance.

Acceptance Criteria

Real-time Update on New Donation

Given a new donation is recorded via the donation tracking API, when the API confirms the transaction, then the leaderboard refreshes and displays the donor’s updated point total and new rank within 2 seconds.

Accurate Rank Assignment

Given multiple donors and teams have accumulated points, when the leaderboard sorts entries, then all entries are displayed in descending order of points with no discrepancies and equal-point entries share the same rank position.

Visual Highlight of Rank Changes

Given existing leaderboard entries, when a donor or team rises or falls in rank due to new activity, then their entry is visually highlighted with an upward or downward arrow and a brief color transition to draw attention.

Leaderboard Embedding in Dashboard

Given a user navigates to the main dashboard, when the dashboard loads, then the interactive leaderboard is visible in its designated section without additional user actions and functions as intended.

Performance Under High Load

Given up to 100 concurrent donation events, when these events are processed, then the leaderboard continues to update correctly within 5 seconds per update cycle and maintains at least 95% uptime without errors.

Real-Time Data Sync

"As a donor, I want my contributions to be reflected instantly on the leaderboard so that I feel recognized and motivated when I give."

Description

Implement a robust data synchronization mechanism that captures donation events, team contributions, and supporter engagement metrics from various sources and pushes updates to the leaderboard with minimal latency. The sync process will leverage an event-driven architecture and WebSocket connections to ensure new data is propagated immediately across all connected clients. Data validation and caching layers will maintain consistency and prevent duplicate entries. This requirement is essential for maintaining the accuracy and timeliness of the leaderboard, ensuring users trust the displayed rankings and enabling timely decision-making.

Acceptance Criteria

Live Leaderboard Update on New Donation

Given a new donation event is received from any source When the event passes data validation Then the leaderboard reflects the donation and updates donor rank for all connected clients within 2 seconds

WebSocket Reconnect Resilience

Given a client’s WebSocket connection is interrupted When network connectivity is restored Then the client automatically reconnects within 5 seconds and receives all missed leaderboard updates without duplication

Prevention of Duplicate Entries

Given the same donation event is ingested twice by upstream services When the sync mechanism processes incoming events Then only one entry is created on the leaderboard and duplicate events are logged and discarded

Data Validation Before Publish

Given an incoming donation event with missing or malformed fields When the event validation module evaluates the data Then the invalid event is rejected, an error is logged, and no leaderboard update occurs

Cache Consistency Across Clients

Given multiple clients viewing the leaderboard after a period of offline activity When a bulk sync completes Then all clients display identical, up-to-date rankings and metrics within 3 seconds of reconnection

Rank Change Notifications

"As a supporter, I want to receive a notification when I move up in the rankings so that I feel encouraged to continue engaging."

Description

Provide real-time notifications to both donors and staff when significant changes occur on the leaderboard, such as entering the top 10 or surpassing another contributor. Notifications will be configurable to trigger through in-app banners, email alerts, or push notifications on mobile devices. Users can set thresholds for the types of rank changes they wish to be notified about and adjust notification frequency. This feature will enhance user engagement by celebrating milestones, driving repeat donations, and keeping stakeholders informed of competitive shifts without constantly monitoring the dashboard.

Acceptance Criteria

Donor Enters Top 10

Given a donor's rank changes from 11 to 10 and the threshold for entering Top 10 notifications is enabled; When the rank update occurs on the leaderboard; Then the donor receives a notification via their chosen channel within 5 seconds.

Staff Notified of Surpassing Contributor

Given a donor surpasses another contributor in overall rank and staff notifications for surpass events are enabled; When the surpass event is detected; Then staff receive an in-app banner displaying the donor’s name, previous rank, and new rank.

User Configures Notification Frequency

Given a user sets notification frequency to a daily digest; When multiple rank-change events occur throughout the day; Then a single summary email listing all rank changes is sent at 6:00 PM local time.

Push Notification on Mobile Devices

Given a mobile user has opted in to push notifications and enabled rank-change notifications; When any rank change meets configured thresholds; Then a push notification with accurate rank details is delivered to the user’s device within 10 seconds.

Email Alert Delivery

Given email notifications for rank changes are enabled; When a donor enters the Top 10 or surpasses another contributor; Then an email alert containing the donor’s name, new rank, and timestamp is sent within 30 seconds.

Disable Notifications

Given a user has disabled all rank-change notifications; When any rank change event occurs; Then no notifications are sent via in-app banners, email, or push notifications.

Customizable Ranking Tiers

"As an admin, I want to set custom ranking tiers and rewards so that our leaderboard reflects our organization’s unique donor and volunteer programs."

Description

Enable administrators to define and customize ranking tiers and associated thresholds, such as Bronze, Silver, Gold, and Platinum levels, within the leaderboard. Each tier will have configurable point ranges, icons, color schemes, and reward descriptions. The customization panel will integrate seamlessly into the admin settings, allowing non-technical users to update tier definitions on the fly. This feature will allow organizations to tailor the gamification mechanics to their fundraising goals and supporter expectations, enhancing the flexibility and appeal of the competitive experience.

Acceptance Criteria

Admin Accesses Ranking Tiers Customization Panel

Given an administrator is logged in and navigates to the settings page, when they click on “Ranking Tiers” in the settings menu, then the customization panel must load within 2 seconds and display options to add, edit, and delete tiers.

Administrator Adds a New Ranking Tier

Given the customization panel is open, when the administrator clicks “Add Tier,” enters a unique tier name, specifies a valid point range (min < max), uploads an icon, selects a color scheme, and provides a reward description, then clicking “Save” must add the new tier to the list, show a confirmation message, and persist the tier after page reload.

Administrator Edits an Existing Tier

Given an existing tier is listed in the customization panel, when the administrator clicks its “Edit” button, updates at least one attribute (name, point range, icon, color, or description), and clicks “Save,” then the changes must immediately reflect in the list, display a success notification, and persist after navigating away and returning.

Non-Technical User Validates Point Range Inputs

Given a non-technical administrator modifies the point thresholds in the customization panel, when invalid inputs (non-numeric values or min ≥ max) are entered, then inline validation errors must display and disable the “Save” button; when valid inputs are entered, then the inputs must accept the values, enable the “Save” button, and persist the changes upon saving.

Previewing Updated Tiers on Leaderboard

Given ranking tiers have been updated in the customization panel, when any user views or refreshes the real-time leaderboard, then each donor and team must display the correct tier icon, color scheme, and tier label according to their current point totals.

Responsive Leaderboard UI

"As a volunteer, I want to view the leaderboard on my smartphone so that I can track my team’s progress on the go."

Description

Design and develop a responsive user interface for the leaderboard component to ensure optimal viewing and interaction across desktop, tablet, and mobile devices. The layout will adapt dynamically to different screen sizes, preserving data visibility, interactive elements, and performance. The design will adhere to accessibility standards (WCAG 2.1) and utilize progressive rendering techniques to maintain fast load times on mobile networks. This requirement will expand the reach of real-time rankings, allowing supporters and staff to engage with the feature anywhere, anytime, and on any device.

Acceptance Criteria

Desktop View Adaptation

Given a desktop viewport width of 1024px or greater, when the user navigates to the leaderboard page, then the leaderboard displays in a multi-column layout showing rank, donor name, team, and points without horizontal scrolling, and all interactive elements are fully clickable.

Tablet View Layout

Given a tablet viewport width between 768px and 1023px, when the user views the leaderboard, then columns collapse into a two-column layout with expandable rows for additional details, ensuring no data is truncated and touch targets remain at least 44px by 44px.

Mobile View Performance

Given a mobile viewport width of 767px or less on a 3G network, when the user opens the leaderboard, then the first 10 entries load within 2 seconds, with subsequent entries loaded via infinite scroll up to 50 total entries without layout shifts.

Accessibility Compliance Check

Given any viewport size, when an accessibility audit is performed, then the leaderboard meets WCAG 2.1 AA criteria including a minimum 4.5:1 text contrast ratio, keyboard navigability for all interactive elements, visible focus indicators, and ARIA labels for dynamic content.

Progressive Rendering on Slow Networks

Given a network latency of 200ms or greater, when the leaderboard page is requested, then a skeleton UI displays within 500ms and actual data populates progressively without blocking user interactions, with final render completed within 3 seconds.

Consistency Tracker

Track and showcase giving or outreach streaks for individual donors and team members—days of consecutive engagement or successive campaign contributions. Highlighting these streaks encourages reliable participation and rewards dedication to the cause.

Requirements

Streak Calculation Engine

"As a fundraising manager, I want the system to accurately calculate consecutive engagement streaks so that I can identify and reward consistent donor behaviors."

Description

Implement a backend service that computes giving and outreach streaks for donors and team members in real time. This engine will aggregate daily engagement and contribution data, determine consecutive engagement days or campaign contributions, and handle edge cases such as skipped days and custom streak definitions. It integrates with existing data pipelines and updates streak metrics continuously, ensuring accuracy and reliability.

Acceptance Criteria

Daily Engagement Streak Computation

Given daily engagement records exist for a donor When the engine runs at midnight Then it computes the current streak count for consecutive days with at least one engagement And updates the donor's streak metric in the dashboard within 5 minutes

Campaign Contribution Streak Calculation

Given campaign contribution records for a team member When the team member makes contributions in successive campaigns Then the engine identifies and increments the campaign streak And reflects the updated streak on the team member's profile

Skipped Day Handling

Given a donor misses a day of engagement but a custom skip window of up to 2 days is configured When the donor engages on the third day after the last engagement Then the streak continues without resetting

Custom Streak Definitions

Given organization-defined streak definitions such as weekly or monthly windows When custom definitions are applied Then the engine calculates streaks according to the custom period and resets appropriately

Real-time Data Integration and Update

Given new engagement and contribution data streams When data pipeline updates occur Then the engine processes and updates streak metrics in real time with less than two minutes latency

Streak Visualization Dashboard

"As a fundraising director, I want to see visual representations of donor and team streaks in my dashboard so that I can quickly assess engagement patterns."

Description

Develop a front-end component within the Donorly dashboard to display individual and team streaks visually. This component should include charts, progress bars, and calendar heatmaps that highlight both ongoing and broken streaks. It will allow users to filter by donor or team member, date range, and engagement type, ensuring clarity and actionable insights.

Acceptance Criteria

Filter by Donor

Given the Streak Visualization Dashboard is loaded, when the user selects a donor from the donor dropdown filter, then only streak data for the selected donor is displayed in charts, progress bars, and heatmaps.

Individual Ongoing Streak Visualization

Given a donor has an ongoing engagement streak, when the dashboard renders, then the individual donor's ongoing streak is highlighted in green on the progress bar and detailed in the calendar heatmap with consecutive days marked.

Team Broken Streak Identification

Given a team member's streak has been broken, when the dashboard processes the data, then the broken streak is indicated with a red icon, and the last active date is displayed in the streak summary.

Date Range Filtering

Given the user inputs a custom date range, when the date range filter is applied, then all visual components update to reflect streaks and breaks occurring only within the specified range.

Calendar Heatmap Rendering

Given the calendar heatmap component is present, when the dashboard loads or filters change, then the heatmap accurately plots each day's engagement status with color coding for engagement frequency.

Automated Streak Notifications

"As a fundraising coordinator, I want to receive alerts when a donor’s engagement streak is about to end so that I can prompt them to maintain their support."

Description

Create an automated notification system that sends personalized alerts when streaks reach milestones, are about to break, or have been broken. Notifications can be delivered via email, in-app messages, or SMS, customizable by users based on threshold settings. This ensures timely follow-ups and celebrates achievements, driving continued engagement.

Acceptance Criteria

Milestone Achievement Notification

Given a donor’s streak count reaches a predefined milestone (e.g., 7, 30, 100 days) and the user has enabled milestone notifications via their preferred channel, When the streak increments to the milestone, Then the system sends a personalized notification (including donor name, streak count, milestone date) within 5 minutes via email, in-app, or SMS, And the notification appears in the user’s notification history.

Imminent Streak Break Warning

Given a donor’s streak is one day away from breaking its current streak and the user has enabled break warnings, When the system detects the streak is at risk of breaking, Then it sends a warning notification 24 hours before the streak break via the user’s selected channel, And the notification includes the donor name, current streak length, and recommended action.

Streak Broken Notification

Given a donor’s streak has been broken (no engagement or contribution for a full day after the last streak day) and the user has enabled break notifications, When the system confirms the streak break, Then it immediately sends a notification via the selected channel indicating the streak has been broken, including donor name, previous streak length, and encouragement message.

Notification Channel Preference Update

Given a user updates their notification channel preferences (email, in-app, SMS) or threshold settings in their profile, When the user saves the changes, Then the system confirms the update with an in-app message, persists the new preferences, and uses them for all subsequent streak notifications.

Threshold Setting Adjustment Confirmation

Given a user adjusts the milestone or break-warning thresholds in settings, When the new thresholds are saved, Then the system schedules notifications based on the updated values, And sends a confirmation notification summarizing the new thresholds via the user’s selected channel.

Team Leaderboard View

"As a fundraising team member, I want to see a leaderboard of top contributors by streak length so that I can be motivated by peer performance."

Description

Introduce a leaderboard feature that ranks donors and team members based on their current streak lengths and overall consistency scores. The leaderboard will support sorting, filtering, and grouping, promoting healthy competition within the fundraising team and encouraging sustained participation and outreach.

Acceptance Criteria

Accessing the Team Leaderboard

Given a fundraising manager is logged in and on the Dashboard, When they navigate to the 'Team Leaderboard' view, Then the leaderboard page loads within 2 seconds showing the top 10 donors and team members sorted descending by current streak length, And the default sort metric is 'Current Streak'.

Sorting the Leaderboard by Metric

Given the leaderboard is displayed, When the user clicks on a column header (Current Streak, Total Contributions, Consistency Score), Then the entries reorder by the selected metric in descending order within 1 second, And an ascending/descending toggle icon updates accordingly.

Filtering the Leaderboard

Given the leaderboard is displayed, When the user applies a filter for a specific team or donor type, Then only entries matching the filter appear, And the total count reflects the number of filtered entries.

Grouping the Leaderboard by Team

Given the leaderboard is displayed, When the user selects the 'Group by Team' option, Then entries are grouped under team headings with a dynamic count of members in each group, And each group can be expanded or collapsed.

Viewing Detailed Donor Streak Information

Given the leaderboard entries are displayed, When the user clicks on a donor or team member's name, Then a detail pane appears showing the individual's streak history, next milestone target, and recent engagement activities.

Admin Streak Settings Panel

"As a system administrator, I want to adjust streak tracking criteria and notification rules so that our consistency tracker aligns with our nonprofit's goals."

Description

Provide an administrative interface for configuring streak parameters, including engagement types to track, minimum contribution thresholds, notification preferences, and time zone settings. This panel will allow admins to tailor the consistency tracker to their organization’s unique needs and change settings without code changes.

Acceptance Criteria

Configure Engagement Types

Given the admin navigates to the Streak Settings Panel, When they select or deselect any engagement type checkboxes, Then the system saves the updated selection and only tracks streaks for the chosen engagement types.

Set Minimum Contribution Threshold

Given the admin enters a numeric value into the minimum contribution threshold field, When they click "Save Settings", Then the system validates the input is a positive integer and applies the threshold to all future streak calculations.

Adjust Notification Preferences

Given the admin configures email and in-app notification toggles for streak events, When they save their preferences, Then the system sends notifications according to the updated settings for new streak milestones.

Change Time Zone Setting

Given the admin selects a new time zone from the dropdown menu, When they confirm the change, Then all streak tracking recalculates start and end times based on the newly selected time zone.

Reset to Default Settings

Given the admin clicks the "Reset to Default" button, When a confirmation prompt appears and is confirmed, Then all streak settings revert to the system defaults and are saved immediately.

Impact Journey

Guide donors along a visual fundraising map dotted with unlockable milestones. As each goal is reached, participants see tangible progress toward shared objectives, creating a collective narrative that deepens emotional investment in the nonprofit’s mission.

Requirements

Milestone Visualization Module

"As a donor, I want to view a clear visual map of fundraising milestones so that I can understand our collective goals and see how my contributions make a difference."

Description

Implement a dynamic visual map that displays fundraising milestones along a journey path, using icons or markers to represent upcoming, current, and achieved milestones. This module integrates into the donor dashboard, offering interactive hover or click states for detailed milestone information and progress percentages. It ensures that donors can intuitively grasp project goals and see their contributions’ direct impact.

Acceptance Criteria

Dashboard Milestone Map Display

Given the donor dashboard is loaded When the Milestone Visualization Module initializes Then the map displays icons for upcoming, current, and achieved milestones in a clear sequence

Hover Interaction for Milestone Details

Given a donor hovers over any milestone icon When the cursor rests on the icon for 500ms Then a tooltip appears showing the milestone’s name, description, target amount, and progress percentage

Click Interaction Opens Milestone Details Panel

Given a donor clicks on a milestone icon When the click event is triggered Then a detailed panel slides in showing full milestone information and a contribution breakdown

Visual Representation of Achieved Milestones

Given a milestone reaches 100% funding When the map updates Then the achieved milestone icon changes to the designated “completed” style and a tooltip confirms 100% completion

Responsive Design on Mobile Devices

Given a donor accesses the dashboard on a screen width of 375px–767px When the viewport changes Then the milestone map reorganizes into a vertical scrollable list with all interactive states preserved

Donor Progress Tracking

"As a recurring donor, I want to see my personal progress toward each milestone so that I know how much more I need to contribute to unlock the next goal."

Description

Develop functionality to track individual donor contributions against specific milestones, displaying personal progress bars and contribution totals. This requirement pulls data from the fundraising database, calculates the donor’s share of each milestone, and updates in real time. It encourages donor engagement by showing personalized impact and motivating further support.

Acceptance Criteria

Initial Progress Display

Given a donor with at least one contribution exists When they navigate to the Impact Journey dashboard for the first time Then a personal progress bar displays their total contributions as a percentage of the next milestone

Real-Time Contribution Update

Given a donor submits a new donation When the payment is confirmed in the fundraising database Then the donor’s progress bar and contribution total update on the dashboard within 5 seconds

Milestone Achievement Notification

Given a donor reaches or exceeds a milestone threshold When their contribution total meets the milestone criteria Then the system displays a congratulatory notification and unlocks the milestone badge in the journey map

Contribution Data Accuracy

Given historical donation records in the database When the system calculates a donor’s share of milestone progress Then the displayed totals match the sum of recorded donations without rounding errors

Personalized Progress Bar Rendering

Given different screen sizes (desktop, tablet, mobile) When the donor views the Impact Journey dashboard Then the personal progress bar scales appropriately and remains fully visible without horizontal scrolling

Unlockable Content Notifications

"As a nonprofit manager, I want donors to receive instant notifications when milestones are unlocked so that they feel recognized and motivated to continue supporting the campaign."

Description

Create an automated notification system that sends personalized email or in-app alerts when a new milestone is unlocked. Notifications include milestone details, donor contributions involved, celebratory messages, and next steps. This fosters timely engagement, drives emotional connection, and encourages continued participation.

Acceptance Criteria

First Milestone Achievement Notification

When a donor’s contribution causes the campaign to reach or exceed the 25% milestone, an email and in-app notification are queued within 5 minutes. The notification includes milestone name, donor’s name, amount contributed, celebratory message, and link to share on social media. Notifications are sent only once per donor per milestone unlock. The notification respects the donor’s email and in-app preferences settings.

Team Milestone Unlocked Notification

When cumulative team donations unlock the shared 50% milestone, notifications are sent to all team participants within 10 minutes. Each notification includes team name, milestone reached, individual’s contribution, and next collectible badge. Notifications respect each participant’s individual notification preferences.

High-Value Donation Milestone Notification

When a single donation of $1,000 or more triggers a major milestone, the donor receives a personalized email within 10 minutes. The email salutation references the donor’s name and milestone title and includes a PDF certificate attachment. Email logs confirm successful delivery with no soft or hard bounces.

Notification Preference Respect

Upon milestone unlocking, the system checks the donor’s notification settings and sends only the channels enabled (email, in-app, or both). If both channels are enabled, each delivers a notification successfully within the SLA. Updates to preferences take effect immediately for subsequent notifications.

Next Steps Call-to-Action Inclusion

All notifications include a clear CTA for the next suggested action (e.g., “Share milestone”, “Donate again”, “View progress”). CTA button in emails contains the correct URL with campaign tracking parameters. In-app notification CTA opens the corresponding page within the app on click.

Collaborative Fundraising Map

"As a donor, I want to share messages or reactions at each milestone so that I can celebrate achievements alongside other supporters and feel part of a community."

Description

Build an interactive feature allowing donors to add comments or emojis at each milestone point, fostering a sense of community. The map displays aggregated donor messages in a sidebar or popover, promoting shared narrative and peer validation. It integrates moderation controls to ensure appropriate content.

Acceptance Criteria

Donor Adds a Comment at a Milestone

Given a registered donor views a specific milestone point When the donor submits a comment of up to 500 characters with no prohibited content Then the comment is persisted in the database and immediately displayed in the milestone sidebar with donor name and timestamp visible

Donor Reacts with an Emoji at a Milestone

Given a donor is viewing a milestone When the donor selects an emoji from the emoji picker Then the system records the reaction, increments the emoji’s aggregate count, and prevents the same donor from reacting with multiple emojis on the same milestone

Aggregated Messages Display

Given multiple donors have added comments and emoji reactions When a user opens the milestone sidebar or popover Then the most recent 20 messages and their corresponding reaction counts are shown sorted by timestamp descending

Content Moderation Workflow

Given a moderator reviews pending content When the moderator flags or approves a comment or emoji reaction Then flagged items are hidden from all donor views and logged in the audit trail, and approved items become visible to all donors

Responsive Sidebar on Mobile and Desktop

Given a user accesses the fundraising map on desktop or mobile When the user opens the messages interface Then on desktop a collapsible sidebar appears next to the map and on mobile a full-screen popover appears, both allowing scrolling and dismissal

Real-time Progress Analytics

"As a fundraising manager, I want real-time analytics on milestone progress and donation velocity so that I can make informed decisions and optimize outreach efforts."

Description

Integrate real-time analytics widgets that display overall fundraising progress, rate of donations, and time-to-milestone projections. These widgets update continuously as donations are recorded, offering transparency and urgency indicators. They help both donors and managers monitor campaign health and adjust strategies.

Acceptance Criteria

Donation Recorded

Given a donation is recorded in the system, when the real-time analytics widget processes the update, then the overall fundraising progress bar and donation rate graph must reflect the new total and rate within 2 seconds.

Milestone Threshold Approached

Given campaign progress reaches 90% of a predefined milestone, when this threshold is crossed, then the milestone indicator highlights the milestone and displays an updated time-to-milestone projection based on current donation velocity.

Campaign Dashboard Load

Given a fundraising manager opens the campaign dashboard, when the page loads, then all real-time analytics widgets display current fundraising metrics with no more than a 5-second data latency and without UI errors.

High Donation Volume Spike

Given a sudden spike in donation volume occurs, when the analytics engine updates, then the donation rate graph auto-scales to include the spike without data truncation and plots a continuous trend line.

Custom Timeframe Filter Applied

Given a user selects a custom date range filter, when the filter is applied, then all analytics widgets refresh to show metrics for the selected timeframe within 3 seconds and accurately reflect the filtered data.

Shout-Out Showcase

Feature top donors and high-performing staff in periodic spotlight posts that include personalized thank-you notes or mini-profiles. This public recognition builds community, fosters goodwill, and encourages others to aim for the spotlight.

Requirements

Spotlight Post Creation UI

"As a fundraising manager, I want to create spotlight posts with personalized content easily so that I can recognize top donors and staff quickly and maintain engagement."

Description

Develop a user-friendly interface that allows fundraising managers to create and customize shout-out posts. The UI should include fields for selecting a donor or staff member, uploading or selecting profile photos, entering personalized thank-you notes or mini-profiles, and applying branding elements and styling. It must integrate seamlessly with the Donorly user database to auto-populate recipient details and donation history. The feature should enable previewing posts before publishing and support both draft saving and quick one-click creation.

Acceptance Criteria

Selecting Recipient From Database

Given the fundraising manager is on the Spotlight Post Creation UI, when they click the 'Recipient' field and enter a name or use filters, then the system displays matching donors and staff from the Donorly database and auto-populates recipient details including name, profile photo, and recent donation history.

Customizing Post Content

Given a recipient has been selected, when the manager enters a personalized thank-you note or mini-profile, then the input is limited to 500 characters, offers text formatting options (bold, italic, bullet lists), and the content displays correctly in the real-time preview.

Applying Branding and Styling

When the manager selects branding options, then the system applies predefined color schemes, fonts, and logo placement to the post, and allows uploading a custom background image under 5MB; the preview updates instantly to reflect these styling choices.

Previewing and Publishing Post

Given the post content and styling are configured, when the manager clicks 'Preview', then a full post mock-up displays exactly as it will appear once published; when the manager clicks 'Publish', then the post is saved, published to the community feed, a confirmation message appears, and the post becomes visible to end-users within 2 seconds.

Saving and Retrieving Drafts

Given the manager has unsaved changes, when they click 'Save Draft', then the post is saved to their Drafts list; when they return to the Spotlight Post Creation UI and select 'Drafts', then the saved draft appears and loads with all previously entered content, photos, and styling intact.

Personalized Template Management

"As a fundraising manager, I want to manage post templates so that I can ensure brand consistency and speed up post creation."

Description

Implement a template management system where administrators can define, edit, and organize multiple shout-out post templates. Templates should support rich-text editing, placeholder tokens for dynamic data (e.g., {DonorName}, {Amount}, {Date}), and brand-compliant styling options. The requirement ensures consistency across posts, accelerates content creation for non-technical users, and centralizes template maintenance within Donorly’s brand guidelines.

Acceptance Criteria

Template Creation Workflow

Given an administrator is on the New Template page When they enter a unique template name, add rich-text elements, include at least one placeholder token, and click Save Then the template appears in the library with the correct name, content, and tokens stored

Template Editing Flow

Given an administrator selects an existing template When they update text, adjust tokens, or change styling and click Save Then the modifications are persisted and the updated template displays correctly in the preview and library listing

Placeholder Token Insertion

Given an administrator is editing a template When they choose Insert Token and select a dynamic field (e.g., {DonorName}) Then the token is inserted at the cursor position and renders correctly in both edit and preview modes

Brand Styling Compliance Check

Given a template has brand styling applied When an administrator previews or exports the template Then font, color, and layout strictly adhere to predefined brand guidelines with no deviations

Template Organization Management

Given multiple templates exist When an administrator creates, renames, or deletes folders or tags and moves templates accordingly Then the library reflects the new organization and filters return only templates matching the selected folder or tag

Scheduling and Publishing Controls

"As a fundraising manager, I want to schedule spotlight posts in advance so that I can ensure consistent recognition without manual publishing."

Description

Create a scheduling module that enables users to queue spotlight posts for automatic publication at specific dates and times. The feature should include a calendar view of scheduled, published, and draft posts, options for manual publishing, and the ability to edit schedules. It must integrate with Donorly’s scheduling service and the public website CMS, ensuring posts go live without manual intervention and reducing administrative overhead.

Acceptance Criteria

Scheduling a Spotlight Post for Future Publication

Given the user is on the 'New Post' screen and sets a future date and time for publication; When the user clicks 'Schedule'; Then the post appears in the calendar view under 'Scheduled' for the specified date and time.

Editing the Scheduled Post in Calendar View

Given a post is listed under 'Scheduled' in the calendar view; When the user selects 'Edit', updates the publish date/time, and saves changes; Then the calendar reflects the new schedule and persists after page refresh.

Manual Publishing of a Draft Post

Given a post is in 'Draft' status within the calendar view; When the user selects the draft and clicks 'Publish Now'; Then the post moves to 'Published' with the current timestamp and appears live on the public website immediately.

Automated Integration with CMS on Publication

Given the scheduled publish time is reached; When the scheduling service triggers the publication; Then the post is created in the CMS with correct content and metadata, Donorly status updates to 'Published', and no manual interventions are required.

Calendar View Status Indicators

Given the calendar view loads with posts in various states; When posts are displayed; Then each post shows a distinct status label (e.g., grey for Draft, blue for Scheduled, green for Published) and filters correctly by state.

Donor and Staff Selection Engine

"As a fundraising manager, I want automated suggestions for donors or staff to spotlight so that I can quickly find candidates deserving recognition."

Description

Build an engine that automatically identifies top donors and high-performing staff based on configurable criteria such as donation amounts, frequency, campaign performance, and internal targets. Provide filters and sortable lists for users to adjust thresholds, tag favorite recipients, and exclude certain profiles. The engine should integrate with Donorly’s analytics data, produce ranked recommendations, and allow one-click selection of candidates for spotlight posts.

Acceptance Criteria

Configurable Criteria Filter Setup

Given the user navigates to the Donor and Staff Selection Engine and opens the filter panel When the user sets a minimum donation amount threshold of $1,000 and a donation frequency threshold of 5 donations Then the displayed results list includes only donors whose total donations are ≥ $1,000 and who have donated at least 5 times, and the displayed count matches the expected filtered dataset

Accurate Ranking and Recommendation Display

Given the user has applied filters and views the recommendations When the engine processes the analytics data Then the list is sorted in descending order of total donation amount for donors and campaign performance score for staff, and the top results align with manually calculated rankings

Favorite Tagging and Exclusion of Profiles

Given the user views the filtered results list When the user marks a profile as favorite and excludes another profile Then the favorite profile displays a favorite icon badge and the excluded profile is removed from the list and does not reappear after filter adjustments

One-Click Candidate Selection for Spotlight

Given the user identifies a candidate for a shout-out When the user clicks the 'Select for Spotlight' button on that candidate’s profile Then the candidate is added to the Spotlight Queue, a confirmation toast appears, and the button label updates to 'Selected'

Integration with Analytics Data

Given new donation and staff performance data is available in Donorly’s analytics database When the user refreshes the Donor and Staff Selection Engine Then the latest data is fetched and reflected in the rankings and filters within 5 seconds without errors or timeouts

Engagement Analytics Dashboard

"As a fundraising manager, I want to view engagement metrics for spotlight posts so that I can measure their impact and optimize future recognition."

Description

Develop an analytics dashboard to track the performance of spotlight posts. Metrics should include page views, likes, shares, comments, and impact on subsequent donations. Provide graphical visualizations, KPI summaries, and exportable reports. The dashboard must pull data from Donorly’s analytics engine and correlate engagement with fundraising outcomes, helping teams measure ROI of recognition efforts.

Acceptance Criteria

Real-time Engagement Metrics Display

Given a spotlight post ID When the dashboard loads Then page views, likes, shares, and comments are displayed in real-time within 5 seconds

Historical Trend Analysis

Given a date range selection When the user applies filter Then graphical line charts display engagement metrics over time and update within 3 seconds

Donation Correlation Visualization

Given engagement data and donation records When correlations are calculated Then the dashboard shows scatter plots linking engagement levels to donation amounts with correlation coefficients

Exportable KPI Reports

Given a selected timeframe and post filters When the user clicks 'Export' Then a CSV and PDF report is generated containing KPI summaries and graph snapshots within 10 seconds

Analytics Engine Data Integration

Given the analytics engine data source When pulling data Then records match source data with 100% accuracy and display without errors

Approval Workflow and Notifications

"As a fundraising manager, I want an approval workflow for spotlight posts so that executive staff can review content before publication."

Description

Implement an approval workflow that routes newly created shout-out posts to designated stakeholders (e.g., executive directors) for review. The system should send automated notifications via email or in-app alerts, allow approvers to comment or request changes, and track approval status. Once approved, posts move to the scheduled queue. This requirement integrates with Donorly’s user roles and permission framework to ensure compliance and quality control.

Acceptance Criteria

Routing New Shout-Out Post for Approval

Given a user creates and submits a new shout-out post, when the post is saved, then the system assigns it to the designated approver(s) based on their roles and logs the routing action in the approval workflow.

Email Notification Delivery to Approvers

Given a pending approval task is created, when the task is enqueued, then an email notification is sent to each approver’s registered email address within 2 minutes of post submission.

In-App Alert Generation for Approvers

Given a pending approval exists, when approvers log in to Donorly, then an in-app alert appears in their notifications panel indicating the shout-out post awaiting review.

Approver Comment and Change Request Handling

Given an approver reviews a post, when they add a comment or request changes, then the system saves the comment, updates the post status to "Changes Requested", and notifies the original creator via email and in-app alert.

Approval Status Visibility and Audit Trail

Given any user with appropriate permissions views the post details, when they check the approval section, then the UI displays the current status, timestamp, and approver identity, and the system logs all actions for audit purposes.

Approved Posts Move to Scheduled Queue

Given an approver clicks "Approve" on a pending post, when the status updates, then the system changes the status to "Approved" and automatically adds the post to the scheduled queue visible in the Scheduled Posts list.

Challenge Center

Empower teams to design and launch custom, time-bound fundraising challenges—like “Call 20 Donors in a Week” or “Raise $5K by Friday.” Assign points, set rewards, and track progress in real time, driving targeted campaigns and boosting overall participation.

Requirements

Challenge Creation Wizard

"As a fundraising manager, I want to design and configure custom time-bound challenges with defined goals and rewards so that I can engage my team and donors in targeted campaigns."

Description

Provide an intuitive step-by-step interface that allows fundraising managers to define challenge parameters including title, description, start and end dates, fundraising goals, point assignments, and reward tiers. The wizard guides users through configuration, validates inputs, and integrates seamlessly with the existing Donorly dashboard for a cohesive experience.

Acceptance Criteria

Initiate Challenge Creation

Given the fundraising manager is on the Donorly dashboard, when they click the “New Challenge” button, then the Challenge Creation Wizard opens to Step 1 displaying fields for title, description, start date, end date, fundraising goal, point assignments, and reward tiers.

Validate Date Inputs

Given the manager enters a start date and end date, when the end date is earlier than or equal to the start date or exceeds one year from the start date, then the wizard displays a clear validation error and prevents proceeding to the next step.

Configure Points and Rewards

Given the manager is on the points and rewards step, when they add multiple point assignments and define reward tiers, then the wizard allows saving each tier with unique point thresholds, displays warnings for overlapping ranges, and requires at least one reward tier before proceeding.

Review and Confirm Challenge

Given the manager completes all configuration steps, when they reach the review page, then a summary displays the title, description, dates, fundraising goal, point assignments, and reward tiers accurately, and the “Create Challenge” button is enabled only if all fields are valid.

Verify Dashboard Integration

Given the manager clicks “Create Challenge,” when the challenge is successfully created, then it appears in the Donorly dashboard challenge list with correct parameters and status “Upcoming,” and the system sends a confirmation notification.

Real-time Progress Dashboard

"As a team member, I want to view real-time challenge progress and leaderboards so that I can monitor performance and stay motivated to meet fundraising targets."

Description

Implement a live dashboard module that displays challenge progress at both individual and team levels, including total funds raised, tasks completed, point standings, and visual leaderboards. The dashboard should auto-refresh and allow filtering by date range, participant group, and challenge type to provide actionable insights at a glance.

Acceptance Criteria

Dashboard Auto-Refresh During Active Fundraising Challenge

Given an active challenge and user is on the dashboard, when new contributions or tasks are recorded, then the dashboard auto-refreshes within 60 seconds without manual reload.

Filtering Dashboard by Date Range and Participant Group

Given the user selects a date range or participant group filter, when the filter is applied, then only data matching the selections is displayed across funds raised, tasks, and points.

Display Individual and Team Standings with Points

Given multiple participants have earned points, when viewing standings, then individual and team point totals are accurately calculated and ordered in descending rank.

Leaderboard Visualizes Top Performers

Given the leaderboard section is visible, when point standings update, then the top 10 performers are highlighted with badges and their ranks refresh in real time.

Real-time Total Funds and Tasks Completion Metrics

Given a new donation is recorded or a task is completed, when the data is saved, then total funds raised and completed task counts update on the dashboard within 30 seconds.

Automated Notifications

"As a fundraising manager, I want automated reminders sent to participants about upcoming deadlines and milestones so that engagement remains high and targets are met."

Description

Develop an automated notification system that sends personalized email and in-app reminders to participants about challenge milestones, upcoming deadlines, and newly unlocked rewards. Notifications should be configurable by challenge administrators, support scheduling, and include dynamic content based on user progress and engagement triggers.

Acceptance Criteria

Milestone Reached Notification Scheduling

Given a participant reaches a configured milestone, When the system detects the milestone achievement, Then an email and an in-app notification with personalized milestone details is sent within 5 minutes.

Deadline Approaching Reminder

Given a challenge has an end date configured, When it is exactly 24 hours before the end date, Then the system sends scheduled email and in-app reminders to all active participants.

Reward Unlocked Notification Dispatch

Given a participant meets the criteria for unlocking a reward, When the reward condition is triggered, Then the system automatically sends a personalized email and in-app notification detailing the unlocked reward.

Inactivity Engagement Trigger

Given a participant has not interacted with the Challenge Center for 48 hours, When the inactivity threshold is reached, Then the system triggers an in-app notification prompting the participant to re-engage.

Template Configuration and Dynamics

Given an administrator customizes notification templates with dynamic placeholders, When the template is saved, Then the system applies the updated template to all subsequent notifications and correctly renders each placeholder for individual recipients.

Points & Rewards Configuration

"As an admin, I want to assign customizable point values to different fundraising actions and set rewards thresholds so that participants are incentivized effectively."

Description

Enable administrators to assign customizable point values to various fundraising actions (e.g., calls made, donations secured) and to configure reward thresholds and prizes. The configuration interface should support multiple reward levels, preview of point accumulation, and rules for bonus or penalty adjustments.

Acceptance Criteria

Configuring Point Values for Fundraising Actions

Given an administrator is on the Points & Rewards Configuration page When they assign a positive integer point value to a fundraising action (e.g., calls made, donations secured) Then the system saves and displays the updated point value next to the corresponding action

Setting Multiple Reward Levels

Given an administrator defines reward thresholds (e.g., 100, 200, 500 points) When they specify a prize for each threshold Then the system lists all reward levels with their associated point thresholds and prizes in ascending order

Previewing Point Accumulation for Participants

Given an administrator selects a sample participant from the preview dropdown When they simulate a sequence of fundraising actions Then the system displays the running total of points earned for each action and the cumulative total accurately

Configuring Bonus and Penalty Rules

Given an administrator chooses to add a bonus or penalty rule When they set conditions (e.g., double points for weekend calls, -10 points for declined donations) Then the system applies and lists these rules in the configuration summary with clear labels

Validating Configuration Persistence

Given an administrator has configured point values, reward levels, and adjustment rules When they save the configuration and reload the page Then all previously entered settings persist and match the saved values without data loss

Participant Management

"As a fundraising manager, I want to manage participants and group assignments so that challenges can be tailored to teams or individual fundraisers."

Description

Create a participant management module that allows administrators to add or remove individuals and teams, assign roles (e.g., team captain), and track participant status. The module should support bulk imports, real-time syncing with the user directory, and granular permission settings for challenge access and editing rights.

Acceptance Criteria

Individual Participant Addition

Given the admin is on the Participant Management page When they enter valid participant details and click “Add” Then the new participant appears in the active participant list with status “Active”

Bulk Participant Import

Given the admin has a CSV file with valid and invalid email addresses When they upload it via the bulk import tool Then all valid records are added as participants, invalid records are rejected with error messages, and an import summary is displayed

Role Assignment Management

Given existing participants in a challenge When the admin selects one or more participants and assigns the “Team Captain” role Then each selected participant’s profile shows the “Team Captain” designation and they receive an email notification of their new role

Real-Time User Directory Sync

Given changes occur in the external user directory (additions or removals) When the sync process runs Then the Participant Management module reflects these changes within five minutes, updating participant lists accordingly

Permission Settings Enforcement

Given a user lacks editing rights for a specific challenge When they attempt to access challenge configuration or edit participant roles Then the system denies access and displays a “Permission Denied” message

Participant Removal

Given a participant is currently active in a challenge When the admin clicks the “Remove” button and confirms Then the participant’s status changes to “Removed” and they no longer appear in the active list

FlowWeaver

Empower fundraisers to design custom chatbot conversation flows with a drag-and-drop interface. FlowWeaver lets you map donor journeys—from greeting to ask—without coding, ensuring every interaction aligns with your campaign’s voice and goals.

Requirements

Drag-and-Drop Flow Designer

"As a fundraising manager, I want to visually assemble conversation flows by dragging and dropping steps so that I can quickly build and modify donor interactions without coding."

Description

A visual editor enabling fundraisers to build and customize chatbot conversation flows by dragging and dropping predefined blocks representing greetings, questions, calls to action, and endpoints. This interface connects directly to the donor database and campaign settings, ensuring each step is automatically configured with the correct data fields, labels, and styling. By removing the need for coding, fundraisers can iterate quickly, align messaging with campaign tone, and deploy conversational journeys with minimal developer support.

Acceptance Criteria

Add Predefined Block

Given a fundraiser drags a predefined block onto the canvas, When they release the mouse button over a valid drop zone, Then the block appears at the correct location with default labels and connects to adjacent blocks without overlap.

Automatic Data Binding

Given a block configured for donor data, When the block is placed, Then the system automatically populates the block’s data fields (e.g., donor_name, donation_amount) from the campaign settings without manual input.

Customize Block Style

Given a block is selected on the canvas, When the fundraiser applies a custom style (color, font, size) via the settings panel, Then the block updates in real time and retains the style when saved.

Save and Deploy Flow

Given the fundraiser has completed designing a conversation flow, When they click “Save” and “Publish,” Then the flow is persisted in the database, marked as active, and available to the chatbot engine immediately.

Invalid Drop Feedback

Given a fundraiser attempts to drop a block outside a valid canvas area, When they release the block, Then the block returns to its original palette position and an inline error message appears explaining valid drop zones.

Template Library

"As a fundraising coordinator, I want access to ready-made conversation templates so that I can onboard FlowWeaver quickly and create effective donor journeys without starting from scratch."

Description

An in-app repository of pre-built flow templates tailored to common fundraising scenarios—welcome series, donation follow-up, event invites, and volunteer outreach. Each template includes customizable text, logic branches, and design elements that fundraisers can adapt to their brand voice and campaign objectives. Templates accelerate setup, promote best practices, and ensure consistent donor experiences across different campaigns.

Acceptance Criteria

Template Selection and Application

Given a fundraiser opens the Template Library When they click on a template card Then the template preview is displayed with all flow steps and design elements And an "Apply Template" button is available When the fundraiser clicks "Apply Template" Then the selected template is copied into their campaign’s flow editor

Template Customization and Preview

Given a template has been applied to the flow editor When the fundraiser edits text, logic branches, or design elements Then all changes are reflected in a live preview pane in real time When the fundraiser clicks "Preview Conversation" Then the system launches a mock chat simulation reflecting current customizations

Template Search and Filtering

Given the Template Library is loaded When the fundraiser enters a keyword or selects a scenario filter (e.g., "welcome series") Then only templates matching the keyword or scenario tag are displayed When no templates match the search or filter Then a message "No templates found" is shown with suggestion to clear filters

Template Versioning and Reuse

Given a fundraiser has already customized a template When they save the customized flow as a new template Then the new template appears in the user’s "My Templates" section And retains a reference to the original template version When the fundraiser applies a saved custom template Then it is delivered to the flow editor with all saved custom elements

Template Permission and Access Control

Given multiple team members share a nonprofit account When a user with "Editor" role accesses the Template Library Then they can apply, customize, and save templates When a user with "Viewer" role accesses the Template Library Then they can view previews but cannot apply or edit templates And the "Apply Template" button is disabled

Conditional Branching Logic

"As a nonprofit marketer, I want to define conditional branches in my chat flows so that donors receive personalized messages tailored to their engagement level and giving history."

Description

A rules engine within the flow editor that allows fundraisers to add conditional branches based on donor attributes, past behavior, and real-time inputs. Conditions can include donation history, engagement score, event attendance, or survey responses. Branching ensures personalized donor journeys, directing supporters to appropriate messages, upsell opportunities, or next best actions based on their unique profile.

Acceptance Criteria

Branch Based on Donation History

Given a donor with a previous total donation amount ≥ $1000 When the fundraiser reaches the conditional branching node Then the conversation flow routes to the 'High Value Donor' message path

Branch Based on Engagement Score Threshold

Given a donor with engagement score < 50 When the donor enters the conditional branch Then the system directs to a re-engagement message flow

Branch Based on Event Attendance

Given a donor who attended at least one past event When the flow reaches the event attendance check Then the system navigates to the 'Event Follow-Up' branch

Branch Based on Survey Response

Given a donor response to the 'Interest Survey' question 'Interested in volunteering?' equals 'Yes' When the conversation flow evaluates the response Then it routes to the volunteer recruitment branch

Branch Based on Real-Time Input

Given a donor inputting a custom tag 'alumni' in the live chat When the rules engine processes real-time inputs Then the flow directs to the 'Alumni Engagement' sequence

Real-time Testing and Preview

"As a campaign manager, I want to preview and test my chatbot flows in real-time so that I can confirm the conversation logic and personalized messaging work as intended before launch."

Description

An integrated preview mode that simulates the chatbot interaction in real-time, allowing fundraisers to test each step, validate conditional paths, and review donor personalization tokens before publishing. Preview supports multiple user personas, enabling scenario-based testing and error detection. This feature reduces deployment risks, ensures flow accuracy, and speeds up quality assurance.

Acceptance Criteria

Persona-Based Interaction Preview

Given a preview session with a selected user persona, when the fundraiser navigates each node, then the chatbot responses reflect the persona’s profile and variables update accordingly.

Conditional Path Validation

Given defined conditional branches in the flow, when previewed under specific input conditions, then the flow follows the correct branch and displays only relevant messages and actions.

Personalization Token Verification

Given inserted personalization tokens in messages, when running the preview, then all tokens are replaced with sample donor data, no placeholders remain, and formatting matches production rendering.

Concurrent Preview Isolation

Given multiple fundraisers launching preview sessions simultaneously, when changes are made in one session, then other sessions remain isolated without reflecting those changes until explicitly refreshed.

Error Handling and Recovery in Preview

Given incomplete or misconfigured flow elements, when the preview is initiated, then clear error messages identify issues, suggest resolution steps, and prevent publishing until errors are resolved.

Flow Analytics Dashboard

"As a development director, I want analytics for my chatbot flows so that I can evaluate performance, identify bottlenecks, and iterate to improve donor engagement and conversion."

Description

A built-in analytics panel providing metrics on flow performance, including engagement rates, drop-off points, conversion metrics, and time to response. Visual charts and tables highlight which steps perform well and where donors are disengaging. Insights are integrated into the Donorly dashboard, enabling fundraisers to refine flows, optimize messaging, and measure the ROI of conversational campaigns.

Acceptance Criteria

Donor Journey Engagement Overview

Given a fundraiser selects a completed chatbot flow in the analytics panel, when viewing the engagement metric, then the dashboard displays the percentage of donors who responded at each step with an accuracy within ±1%.

Drop-off Point Identification

Given a flow has been active for at least seven days, when the fundraiser opens the drop-off analysis view, then the dashboard highlights the top three steps with the highest dropout rates, showing both absolute numbers and percentages.

Conversion Rate Reporting

Given donors reach the ask step, when the fundraiser reviews conversion metrics, then the system calculates and displays the ratio of donors who donated to total donors reached, updated in real time within five minutes of each transaction.

Response Time Tracking

Given donor messages are received, when viewing time-to-response analytics, then the dashboard shows average and median response times in a chart, with filters for custom date ranges and daily automatic updates.

Dashboard Integration with Donorly

Given Flow Analytics is enabled, when a fundraiser accesses the main Donorly dashboard, then the analytics panel appears as an interactive widget with consistent styles and loads fully within two seconds.

Product Details

Vision & Mission

Problem & Solution

Details & Audience

User Personas

Overwhelmed Oliver

Background

Needs & Pain Points

Needs

Pain Points

Psychographics

Channels

Apprehensive Thea

Background

Needs & Pain Points

Needs

Pain Points

Psychographics

Channels

Multi-Account Carla

Background

Needs & Pain Points

Needs

Pain Points

Psychographics

Channels

Major-Gift Morgan

Background

Needs & Pain Points

Needs

Pain Points

Psychographics

Channels

Recurring-Gifts Ruby

Background

Needs & Pain Points

Needs

Pain Points

Psychographics

Channels

Product Features

Dynamic Thresholds

Requirements

Historical Engagement Data Aggregation

Description

Acceptance Criteria

Personalized Baseline Calculation

Description

Acceptance Criteria

Anomaly Detection Engine

Description

Acceptance Criteria

Threshold Adjustment Interface

Description

Acceptance Criteria

Notification Filtering and Prioritization

Description

Acceptance Criteria

Sentiment Signal

Requirements

Real-Time Sentiment Analysis Engine

Description

Acceptance Criteria

Donor Interaction Sentiment Dashboard

Description

Acceptance Criteria

Automated Sentiment Alert System

Description

Acceptance Criteria

Sentiment Data Storage & Model Training

Description

Acceptance Criteria

Feedback Loop for Sentiment Accuracy

Description

Acceptance Criteria

Sentiment Visualization Widgets

Description

Acceptance Criteria

Priority Pulse