Event management software

Boothly

Effortless Events, Every Time

Boothly streamlines exhibitor management for overwhelmed event coordinators running trade shows or festivals. Its unified dashboard automates onboarding, document collection, and reminders, slashing admin hours and chaos. Live compliance tracking ensures vendors meet critical deadlines, freeing organizers from paperwork headaches so they can focus on delivering exceptional attendee experiences.

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Boothly

Product Details

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

Vision & Mission

Vision
To empower every event organizer to create unforgettable experiences through effortless, automated vendor collaboration and flawless event execution.
Long Term Goal
By 2028, enable 15,000 event organizers worldwide to achieve 99% on-time exhibitor compliance and reclaim 100,000 cumulative hours annually through automated vendor management.
Impact
Cuts exhibitor admin time by 60% for event coordinators, increases on-time document compliance to 98%, and eliminates up to 90% of last-minute vendor follow-ups, allowing staff to focus on attendee experience rather than paperwork and deadline management.

Problem & Solution

Problem Statement
Event coordinators for trade shows and festivals struggle to track exhibitor paperwork, deadlines, and communication using spreadsheets and emails, resulting in missed documents, compliance errors, and wasted hours because existing event management tools are generic and lack exhibitor-specific automation.
Solution Overview
Boothly replaces chaotic spreadsheets with a single, visual dashboard that centralizes exhibitor onboarding, document collection, and communication. Automated reminders and a live compliance tracker ensure vendors submit everything on time, eliminating last-minute scrambles and manual follow-up for event coordinators.

Details & Audience

Description
Boothly automates exhibitor and vendor management for event organizers overwhelmed by chaotic spreadsheets and manual tracking. Designed for coordinators of trade shows, expos, and festivals, it turns onboarding, paperwork collection, and communication into a seamless, centralized process. Boothly’s live compliance tracker ensures vital documents and deadlines never slip through the cracks, eliminating hours of vendor wrangling and costly errors.
Target Audience
Event coordinators (25-50) in trade shows or festivals overwhelmed by vendor paperwork and deadline chaos.
Inspiration
On the morning of a packed local maker fair, I watched staff frantically call vendors missing insurance forms—scrambling through messy spreadsheets as lines grew at the check-in desk. The stress and confusion on their faces stuck with me. That urgent chaos was the spark: event organizers deserved a tool that makes paperwork and vendor wrangling automatic, so no crucial detail gets missed.

User Personas

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

O

Organized Olivia

- 32-year-old logistics manager at a mid-sized expo company - Bachelor’s in event management from Michigan State - Oversees 50+ vendors across 5 annual trade shows - Coordinates a team of three full-time assistants

Background

After coordinating her first music festival at age 24, Olivia discovered her passion for logistical precision. Five years leading museum exhibits honed her skills in tight-deadline management, fueling her drive for flawless exhibitor onboarding and error-free operations.

Needs & Pain Points

Needs

1. Centralized dashboard for tracking all exhibitor statuses 2. Automated reminders for outstanding document submissions 3. Real-time alerts for missed or approaching deadlines

Pain Points

1. Manual deadline tracking causing slipped vendor compliance 2. Spreadsheet overload leading to missed exhibitor tasks 3. Chasing vendors for documents via scattered emails

Psychographics

- Craves structured workflows and clear milestones - Values efficiency over lengthy email threads - Feels satisfaction from zero missed deadlines

Channels

1. Slack - instant updates 2. Email - formal communications 3. Asana - task tracking 4. LinkedIn - professional networking 5. Zoom - video meetings

A

Adaptive Alex

- 29-year-old freelance event coordinator handling pop-up festivals - Master’s in hospitality management from NYU - Manages 100+ last-minute exhibitors annually - Works across five U.S. cities per season

Background

Started as a touring festival crew member, Alex mastered rapid-fire problem-solving on the road. Transitioning to coordination, he leverages spontaneous situations to refine agile exhibitor management techniques.

Needs & Pain Points

Needs

1. Rapid reconfiguration of onboarding workflows 2. Instant vendor status updates amid changes 3. Mobile-friendly platform for field adjustments

Pain Points

1. Sudden venue changes breaking rigid processes 2. Inflexible forms delaying last-minute vendors 3. Delayed alerts hindering quick corrections

Psychographics

- Embraces high-pressure improvisational challenges - Values swift adaptability over rigid plans - Motivated by on-the-fly efficiency wins

Channels

1. WhatsApp - real-time 2. Mobile app - on-the-go 3. SMS - instant alerts 4. Email - detailed approvals 5. Eventbrite - integrated registrations

A

Analytical Andy

- 38-year-old data analyst in a global trade organization - MBA in analytics from University of Chicago - Oversees data for 20+ annual conventions - Collaborates with cross-functional marketing teams

Background

Built predictive attendance models during his tenure at a tech startup, Andy pivoted to events to apply data science to exhibitor success. He refines metrics-driven strategies to maximize vendor ROI.

Needs & Pain Points

Needs

1. Customizable analytics for exhibitor performance 2. Exportable reports for stakeholder presentations 3. Predictive alerts on compliance risks

Pain Points

1. Static reports hindering dynamic trend analysis 2. Manual data exports consuming valuable time 3. Inconsistent compliance data delaying insights

Psychographics

- Obsessed with data-driven decision-making - Values statistically proven process improvements - Seeks clarity in performance metrics

Channels

1. Tableau - deep visualization 2. Email - report distribution 3. Slack - quick analytics alerts 4. Excel - ad hoc manipulation 5. Zoom - data review meetings

F

Friendly Fiona

- 34-year-old client relations manager at a boutique expo firm - BA in communications from UC Berkeley - Manages 150+ exhibitor accounts annually - Fluent in English and Spanish

Background

As a former customer support lead for a SaaS startup, Fiona learned the power of empathetic listening. She carried those skills into events, fostering trust and reducing exhibitor dropout rates.

Needs & Pain Points

Needs

1. Personalized vendor messaging templates 2. Central inbox for all exhibitor queries 3. Automated follow-ups without manual touchpoints

Pain Points

1. Scattered communication channels causing message loss 2. Impersonal mass emails damaging vendor trust 3. Lack of unified query tracking hindering responses

Psychographics

- Prioritizes relationship-building over transactional workflows - Driven by genuine vendor satisfaction - Enjoys personalized, human-centered interactions

Channels

1. Email - personalized outreach 2. Zendesk - support tickets 3. Live chat - instant support 4. SMS - quick updates 5. LinkedIn - relationship networking

T

Tech Taylor

- 30-year-old IT specialist at large event production company - BS in computer science from Georgia Tech - Manages system integrations for 10+ major festivals - Certified in multiple cloud platforms

Background

Working as a DevOps engineer for e-commerce, Taylor honed API orchestration skills. Transitioning to events, they now streamline exhibitor data flows, cutting manual steps through custom scripts and integrations.

Needs & Pain Points

Needs

1. Comprehensive API documentation for custom integrations 2. Sandbox environment for safe testing 3. Webhook triggers for real-time data syncing

Pain Points

1. Limited API endpoints hindering full automation 2. Lack of test environment risking live disruptions 3. Inconsistent webhook reliability causing sync delays

Psychographics

- Seeks technical elegance in system architecture - Motivated by end-to-end automation accuracy - Thrives on API connection challenges

Channels

1. GitHub - code collaboration 2. API docs portal - integration reference 3. Slack - dev support 4. Postman - API testing 5. Email - official updates

Product Features

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

OmniAlert

Deliver reminders across email, SMS, and in-app notifications based on each vendor’s channel preferences and compliance risk level, ensuring maximum visibility and boosting on-time responses.

Requirements

Notification Channel Preferences
"As a vendor, I want to select my preferred notification channels so that I receive reminders in the way that suits me best."
Description

Enable vendors to specify their preferred channels (email, SMS, in-app) for receiving reminders. The system should allow easy selection and modification of these preferences in the vendor profile. By integrating this preference management, reminders will be sent via the most effective channel for each vendor, improving engagement and on-time compliance.

Acceptance Criteria
Initial Preference Setup
Given a vendor navigates to their profile page When they select one or more notification channels and click 'Save' Then their channel preferences are saved and a confirmation message is displayed
Preference Update by Vendor
Given a vendor has existing channel preferences When they modify the selected channels and click 'Save' Then the updated preferences replace the previous settings and a success notification is shown
Preference Persistence Across Sessions
Given a vendor has saved channel preferences When they log out and log back in Then the previously selected notification channels are pre-populated in their profile
Channel-Specific Reminder Delivery
Given a compliance reminder is triggered for a vendor When their preferences include specific channels Then the system sends the reminder through each selected channel within five minutes and logs each delivery attempt
Default Channel Fallback
Given a vendor has not selected any notification channels When a reminder is triggered Then the system sends the reminder via email as the default channel and records the fallback in the delivery log
Omni-Channel Notification Engine
"As an event coordinator, I want notifications to be sent via email, SMS, and in-app based on vendor preferences so that reminders reach vendors effectively."
Description

Develop a notification delivery engine capable of sending reminders concurrently across email, SMS, and in-app channels. The engine should dynamically select channels based on vendor preferences and ensure scalable, reliable, and timely dispatch of messages. Integration with existing messaging services and adherence to deliverability best practices is required.

Acceptance Criteria
Vendor Preference-Based Email Delivery
Given a vendor with email as the only preferred channel, when a compliance reminder is triggered, then an email is sent to the vendor and no SMS or in-app notifications are dispatched.
Concurrent Multi-Channel Notification
Given a vendor with both SMS and in-app preferences, when a high-risk compliance deadline approaches, then SMS and in-app notifications are dispatched concurrently within 1 minute of reminder generation.
Fallback to Secondary Channel on Delivery Failure
Given an email send failure due to mailbox issues, when a reminder is triggered, then the engine automatically sends an SMS within 2 minutes and logs the email failure.
Bulk Dispatch Scalability
Given a batch of 10,000 vendor reminders, when the dispatch is initiated, then the engine queues and sends notifications across channels, maintaining an average send rate above 500 messages per minute and 99% success rate.
Real-Time Preference Update
Given a vendor updates their notification preferences from email to SMS in the dashboard, when the next reminder is triggered after the change, then only SMS is sent, and no email is dispatched.
Adaptive Reminder Scheduling
"As an event coordinator, I want reminder schedules to adapt based on compliance deadlines and vendor risk level so that high-risk vendors get timely nudges."
Description

Implement a scheduling component that automatically generates and dispatches reminders based on vendor compliance deadlines and real-time risk assessment. The scheduler must support configurable intervals, escalation triggers, and exclusion periods. It should integrate with the event calendar and compliance tracking module to ensure accurate timing.

Acceptance Criteria
Initial Reminder Scheduling
Given a vendor with a compliance deadline 7 days away, when the scheduler runs, then an email reminder is generated and dispatched exactly 7 days before the deadline.
Escalation Trigger Activation
Given a vendor has not responded to the initial reminder within 3 days, when the escalation threshold is reached, then an SMS and in-app notification are automatically sent according to escalation configuration.
Exclusion Period Adherence
Given exclusion dates are defined (e.g., weekends and public holidays), when scheduling reminders, then no reminders are queued or sent during those exclusion periods.
Real-Time Risk Adjustment
Given a vendor’s compliance risk level changes to High, when the risk update is received, then future reminders are rescheduled to occur at the higher frequency defined for high-risk vendors.
Calendar Integration Alignment
Given the event calendar’s time zone and working hours settings, when scheduling reminders, then all reminders are timed and dispatched within the configured working hours and correct time zone.
Compliance Risk Assessment
"As an event coordinator, I want the system to assess vendor compliance risk so that reminders can be prioritized accordingly."
Description

Integrate a compliance risk assessment module that analyzes vendor data, deadline proximity, and past responsiveness to calculate a risk score. This score will inform the frequency and urgency of reminders, enabling targeted interventions for high-risk vendors. The assessment logic should be transparent and configurable by the event coordinator.

Acceptance Criteria
Risk Score Calculation Accuracy
Given a vendor’s profile data, deadline proximity, and past responsiveness, when the assessment runs, then the calculated risk score equals the sum of each weighted factor as defined in the default configuration.
Configurable Weight Adjustments
Given the event coordinator modifies the weight of any risk factor in the settings, when changes are saved, then all subsequent risk scores reflect the updated weight values in real time.
Deadline Proximity Factor
Given a vendor whose submission deadline is within 7 days, when the compliance assessment executes, then the risk score increases by the configured proximity multiplier.
Notification Frequency Adjustment
Given a vendor’s risk score crosses the high-risk threshold, when the system schedules reminders, then the notification frequency escalates to daily across the vendor’s preferred channels.
Transparent Risk Logic Visibility
Given the event coordinator accesses the risk assessment module, when viewing the module details, then each factor’s calculation logic and weight percentage are displayed clearly and are exportable.
Delivery Tracking and Reporting
"As an event coordinator, I want to track reminder delivery and responses so that I can monitor engagement and follow up as needed."
Description

Create a dashboard and reporting tools to monitor reminder delivery status, open rates, and vendor responses across all channels. Include real-time metrics, historical trends, and automated alerts for undelivered or bounced messages. Reports should be exportable and support drill-down capabilities for detailed analysis.

Acceptance Criteria
Real-Time Delivery Monitoring
Given the event coordinator opens the Delivery Tracking Dashboard When messages are sent via email, SMS, or in-app Then the dashboard updates each message’s delivery status (sent, delivered, bounced) within one minute of send
Open Rate Analytics Over Time
Given the coordinator selects a specific date range and channel filters When the date range and filters are applied Then the dashboard displays an accurate open-rate trend line chart and corresponding percentage values for each selected channel
Automated Alert for Bounced Messages
Given that a message bounces for any vendor When the bounce is detected Then the system sends an automated alert to the coordinator’s email and in-app notifications within five minutes listing all bounced messages and affected vendor IDs
Exportable Detailed Report with Drill-Down
Given the coordinator chooses to export the delivery report When the export action is confirmed Then the system generates and downloads a CSV file containing all delivery metrics, open rates, response statuses, and allows hierarchical drill-down by vendor, channel, and date
Vendor Response Tracking
Given a vendor responds to a reminder via email link, SMS reply, or in-app message When the response is received Then the dashboard logs the response type and timestamp, and updates the vendor’s compliance status in the dashboard within two minutes
Reminder Escalation Workflow
"As an event coordinator, I want automated escalation for non-responsive vendors so that critical deadlines are not missed."
Description

Define an escalation workflow that triggers higher-frequency reminders and alternative channels when vendors fail to respond within configured thresholds. The workflow should support multi-level escalation rules, stakeholder notifications, and audit logging. It must ensure critical compliance tasks are addressed before deadlines.

Acceptance Criteria
First-Level Email Reminder Trigger
Given a vendor misses the initial compliance deadline by 24 hours When no response is received via email Then the system automatically sends a reminder email to the vendor's preferred email address within 30 minutes of the threshold crossing.
Second-Level SMS Escalation Trigger
Given 48 hours have passed since the first-level reminder and no vendor action When the vendor's preferred channel includes SMS Then the system sends an SMS reminder to the vendor within one hour of the second-level threshold.
Multi-Channel Notification for High-Risk Vendors
Given a vendor is marked as high compliance risk When any escalation level is triggered Then notifications are concurrently sent via email, SMS, and in-app channels to ensure maximum visibility.
Audit Log Creation for Escalation Events
Given any reminder or escalation is sent When the action occurs Then the system logs the event with timestamp, vendor ID, escalation level, channels used, and initiating user for full audit traceability.
Final Escalation Stakeholder Alert
Given a vendor remains non-responsive after the third escalation When final escalation conditions are met Then the system notifies the designated organizer and stakeholder list via email and in-app alert within 15 minutes of the event.

Escalation Matrix

Automatically escalate missed deadlines through a predefined hierarchy of contacts, routing alerts to team leads or managers to guarantee accountability and prompt corrective action.

Requirements

Hierarchy Configuration
"As an event coordinator, I want to configure escalation tiers and contacts so that missed deadlines are automatically routed to the right people in the correct order."
Description

Provide an interface for administrators to define and manage an escalation hierarchy, including multiple tiers of contacts with designated roles and contact methods. This configuration enables the escalation matrix to route missed deadlines through a predefined chain of responsibility, ensuring that each breach triggers notifications to the appropriate individuals in the correct order. Admins can add, remove, or reorder contacts within tiers, assign primary and backup contacts, and specify default notification channels (email, SMS, or in-app). This requirement ensures accountability by aligning escalation flows with organizational structure and reduces manual oversight.

Acceptance Criteria
Admin Adds New Escalation Tier
Given an administrator navigates to the hierarchy configuration page, When they create a new escalation tier by specifying a tier name and adding at least one contact with role, primary/backup designation, and notification channel, Then the new tier appears in the tier list in the correct order and is persisted in the system.
Admin Reorders Contacts Within a Tier
Given an existing escalation tier with multiple contacts, When the administrator reorders the contacts via drag-and-drop and saves the configuration, Then the updated contact order is reflected immediately and persists after page refresh and in the underlying database.
Admin Assigns Primary and Backup Contacts
Given an administrator selects one contact as primary and another as backup within a tier, When they save the changes, Then the system displays the primary and backup labels next to each contact and stores these designations for use in escalation.
Admin Sets Default Notification Channels
Given an administrator configures default notification channels for a tier (email, SMS, or in-app), When they save the hierarchy configuration, Then only the selected channels are active for escalation notifications and appear in the saved settings.
Admin Removes a Contact from a Tier
Given a contact exists within a tier, When the administrator removes the contact and confirms the deletion, Then the contact is removed from the tier list and the change persists after page refresh and in the database.
Validation of Required Fields on Hierarchy Configuration Form
Given the hierarchy configuration form is missing a tier name or contact information, When the administrator attempts to save, Then the system prevents submission and displays inline error messages indicating each missing required field.
Deadline Monitoring Engine
"As an event coordinator, I want the system to automatically detect when a vendor misses a deadline so that I am immediately aware of compliance issues without manual tracking."
Description

Continuously monitor critical exhibitor deadlines and compare them against configured escalation thresholds. It will detect when a vendor fails to complete a required task by its deadline and flag it as an escalation trigger. The engine must support real-time checks and batch processing for large data sets, ensuring timely detection without performance degradation. It should log each evaluation, including timestamp, vendor ID, and status, to maintain an accurate record of triggers and support auditability.

Acceptance Criteria
Escalation Trigger on Missed Deadline
Given a vendor with a task deadline in the system When the current time exceeds the deadline and the vendor has not submitted the required document Then the engine flags the vendor record with an escalation trigger and records the trigger timestamp, vendor ID, and status in the evaluation log.
Batch Processing without Performance Degradation
Given a batch of 10,000 pending vendor deadlines When the engine runs the batch processing job Then all deadlines are evaluated within 5 minutes, and no system CPU usage exceeds 80%, ensuring all missed deadlines generate appropriate escalation triggers and log entries.
Real-Time Monitoring Response Time
Given a newly configured vendor deadline When the deadline is due in 1 second and the system is idle Then the real-time monitoring component detects the missed deadline and logs the escalation trigger within 2 seconds of the deadline passing.
Audit Log Completeness
Given any evaluation of vendor deadlines When the engine logs the evaluation Then each log entry includes a timestamp, vendor ID, task ID, evaluation result, and escalation status, and entries are stored in chronological order with no missing fields.
Duplicate Escalation Prevention
Given a vendor who missed a deadline and has already had an escalation trigger logged When the system re-evaluates that same missed deadline in a subsequent run Then no additional escalation trigger is created, and the log entry references the original trigger ID.
Automated Notification System
"As a team lead, I want the system to automatically notify me when a deadline is missed so that I can take corrective action immediately."
Description

Automatically send escalation notifications to contacts defined in the escalation hierarchy upon detecting a missed deadline. Notifications should be customizable in content and format, supporting multiple channels (email, SMS, in-app push). The system must include retry logic for failed deliveries, configurable escalation intervals, and summary reports that include vendor details, missed tasks, and next steps. This ensures timely communication and reduces manual follow-up.

Acceptance Criteria
Initial Email Escalation
Given a vendor misses a critical deadline, When the system detects the missed deadline, Then an email is sent to the first contact in the escalation hierarchy within 5 minutes, And the email content includes vendor name, missed task, deadline date, and next steps.
SMS Fallback Notification
Given the initial email notification fails to deliver, When the retry window expires without success, Then an SMS is sent to the same contact within 10 minutes, And the SMS contains a brief summary of the missed deadline and a link to the full notification.
Configurable Escalation Intervals
Given an administrator sets custom escalation intervals in system settings, When a deadline is missed, Then notifications are sent according to the configured intervals (e.g., first escalation at 1 hour, second at 4 hours), And the system logs timestamps for each notification event.
Retry Logic for Failed Deliveries
Given a notification (email or SMS) fails to deliver, When delivery failure is detected, Then the system retries up to three times at 5-minute intervals, And after the final failure, escalates to the next contact in the hierarchy.
Summary Report Generation
Given one or more escalation events occur in a 24-hour period, When the daily summary job runs at midnight, Then a report is generated listing vendor details, missed tasks, escalation timestamps, and next actions, And the report is available for download in both PDF and CSV formats.
Escalation Rule Management
"As an event coordinator, I want to create and adjust escalation rules so that the system reflects our specific operational timelines and priorities."
Description

Allow administrators to define and manage escalation rules, including time-based thresholds (e.g., escalate after X hours), conditional triggers (e.g., only escalate if task status is ‘pending’), and channel preferences. The rule engine should support default templates and custom rule sets per event, enabling flexibility across different show requirements. Admins can activate, deactivate, and prioritize rules, ensuring that the escalation process aligns with evolving business needs.

Acceptance Criteria
Default Template Rule Creation
Given an administrator navigates to the Escalation Rule Management page When they select “Add Rule” and choose a default template Then a new escalation rule is created with pre-populated time thresholds, conditional triggers, and channel preferences
Custom Rule Definition
Given an administrator is creating a new rule When they specify a custom time threshold of X hours, select task status = 'pending' as a trigger, and choose email and SMS channels Then the rule engine saves the custom rule with the correct parameters
Rule Activation and Deactivation
Given an administrator views the list of escalation rules When they toggle the activation switch on a specific rule Then the rule status updates to Active in the UI and becomes eligible for processing; and when toggled off, updates to Inactive and is excluded from processing
Rule Prioritization
Given multiple escalation rules exist for an event When an administrator drags and drops rules to reorder them Then the new priority order is saved and reflected in processing, with the highest-priority rule applied first
Event-Specific Rule Assignment
Given an administrator manages multiple events When they assign a custom rule set to Event A and default template rules to Event B Then Event A uses only its custom rules and Event B uses its default rules during escalation processing
Audit Trail and Reporting
"As a compliance manager, I want to view and export audit logs of escalation events so that I can verify accountability and generate compliance reports."
Description

Maintain a detailed audit trail of all escalation events, including detection, notifications sent, delivery statuses, and acknowledgments. Provide a reporting interface to filter and export logs by event, vendor, escalation level, and date range. Reports should support CSV and PDF formats and include visual summaries (charts, graphs) for quick analysis. This ensures transparency, compliance verification, and performance tracking of the escalation matrix.

Acceptance Criteria
Missed Deadline Audit Logging
Given a vendor misses a deadline and triggers an escalation event, when the system detects the missed deadline, then an audit record is created with event type, timestamp, vendor details, escalation level, and initiator.
Notification Sent and Delivery Status Logging
Given an escalation notification is sent to the designated contact, when the notification is dispatched, then the audit trail logs the notification content, method (email/SMS), recipient, timestamp, and delivery status (success/failure).
Acknowledgment Recording
Given a recipient acknowledges the escalation notification, when the system receives the acknowledgment, then the audit trail updates with acknowledgment timestamp, source, and message reference.
Filtered Audit Report Generation
Given an event manager selects filters by event type, vendor, escalation level, and date range, when the report is generated, then the interface displays matching audit records and visual summaries (charts and graphs) corresponding to the filters.
Export Reports in CSV and PDF
Given an event manager requests report export, when the export action is triggered, then the system produces downloadable CSV and PDF files containing the filtered audit records and embeds visual summaries in the PDF.

TailorTone

Personalize reminder messages with AI-powered templates that include vendor names, booth details, and specific document requirements, increasing engagement and reducing ignored notices.

Requirements

AI Template Generation
"As an event coordinator, I want AI-generated reminder templates that automatically include each vendor’s name, booth number, and outstanding document requirements so that I can send highly personalized notices without manual editing."
Description

The system shall generate personalized reminder templates using AI that automatically incorporate vendor names, booth details, and required documents. This functionality reduces manual effort, ensures consistency across communications, and increases vendor engagement by delivering highly relevant messages tailored to each exhibitor’s context.

Acceptance Criteria
Vendor Onboarding AI Template Generation
Given a newly onboarded exhibitor with vendorName "Acme Corp", boothNumber "B12", and requiredDocuments ["certificate","insurance"], when the organizer requests an AI-generated reminder, then the system produces a template including the vendor's name, booth number, and a list of required documents.
Scheduled Reminder Dispatch
Given an upcoming document submission deadline 5 days away, when the system runs its scheduled reminder job, then it generates and sends personalized reminder templates to all vendors with pending documents via email.
Missing Data Fallback Handling
Given a vendor record lacking booth details, when the system generates an AI reminder template, then it uses a default placeholder "your booth" and appends a prompt requesting the organizer to update the booth assignment.
Template Preview and Approval Workflow
Given an AI-generated reminder template in the dashboard, when the organizer opens the preview panel, then the system displays the full message with editable fields and provides "Approve" and "Regenerate" action buttons.
Bulk Template Generation Performance
Given a list of 500 exhibitors, when the organizer triggers bulk reminder generation, then the system produces all personalized templates and returns them within 60 seconds without errors.
Vendor Data Integration
"As an event coordinator, I want the reminder system to automatically pull current vendor details and booth data so that my messages always reflect the latest information without manual data entry."
Description

The system shall integrate with the exhibitor management database to pull real-time vendor information, including contact details, booth assignments, and document submission status. This ensures reminder messages are always up-to-date and accurate, improving the reliability of communications and reducing errors.

Acceptance Criteria
Vendor Contact Details Sync
Given the exhibitor management database has updated contact details for a vendor; When the system requests vendor contact information; Then the system retrieves the updated contact details within 5 seconds and correctly populates them in the reminder message template.
Booth Assignment Sync
Given a vendor’s booth assignment changes in the exhibitor management database; When the system pulls booth assignment data; Then the reminder message includes the correct, up-to-date booth number and location.
Document Submission Status Sync
Given a vendor submits or updates required documents in the exhibitor management database; When the system synchronizes document submission statuses; Then the system reflects the latest submission status and stops listing any documents already submitted.
Reminder Personalization with Real-Time Data
Given real-time vendor data is available from the exhibitor management database; When the AI template generates a reminder message; Then the message includes the vendor’s name, current booth details, and any outstanding document requirements accurately.
Database Unavailability Handling
Given the exhibitor management database is unavailable; When the system attempts to pull vendor data; Then the system logs the error, retries the request up to three times at two-minute intervals, and queues reminders to send once connectivity is restored.
Template Customization Interface
"As an event coordinator, I want an interface to customize and preview reminder templates with dynamic placeholders so that I can adjust messaging for different vendor groups quickly."
Description

Provide a user-friendly interface where coordinators can create, edit, and manage AI-powered message templates. The interface should allow placeholders for dynamic fields, preview personalized messages, and enable saving commonly used templates. This empowers users to tailor communications to various event scenarios efficiently.

Acceptance Criteria
New Template Creation
Given a coordinator navigates to the template creation interface, when they enter a template name, select dynamic placeholders, and click save, then the system should create a new template listed in the template library with the specified name and placeholders available for use
Template Editing and Dynamic Placeholder Insertion
Given an existing template, when the coordinator opens it for editing and adds or removes dynamic field placeholders, then the changes should be saved and reflected in the template preview and stored version
Template Preview Display
Given a coordinator is editing or creating a template, when they click preview, then the system displays a sample message with placeholder values populated by mock vendor data showing booth name, vendor name, and required documents
Template Saving and Reuse
Given a coordinator has configured a template, when they save it, then the template should appear in the saved templates list with a timestamp and be selectable for generating reminder messages in future communications
Error Handling for Missing Placeholders
Given a coordinator attempts to save a template without any dynamic placeholders selected, when they click save, then the system should display a validation error preventing save until at least one placeholder is included
Automated Reminder Scheduling
"As an event coordinator, I want reminders to be automatically scheduled and sent based on document due dates so that vendors receive timely notifications without manual intervention."
Description

Implement a scheduling engine that automatically sends personalized reminders based on predefined rules and deadlines. Users should be able to set timing triggers, frequency, and conditions (e.g., one week before document due date). This automation ensures timely communications and reduces manual scheduling tasks.

Acceptance Criteria
Scheduling Reminders Based on Document Due Date
Given an exhibitor has a document due date set to 7 days from now, When the daily scheduler runs at its scheduled time, Then the system sends a reminder email exactly 7 days before the due date to the exhibitor.
Configuring Reminder Frequency and Conditions
Given a user configures reminders to be sent every 3 days starting 14 days before the due date, When the scheduling engine processes triggers, Then reminders are sent at 14, 11, 8, 5, 2, and 0 days before the due date.
Personalized Message Rendering
Given an AI-powered template containing placeholders for vendor name, booth details, and document requirements, When the reminder is generated, Then all placeholders are correctly populated with the exhibitor’s data in the final message.
Handling Time Zone Differences
Given an exhibitor is located in PST and the reminder is scheduled for 9 AM EST, When the scheduler processes the reminder, Then the exhibitor receives the reminder at 6 AM PST.
Failure Handling and Retry Mechanism
Given a reminder fails to send due to a network error, When the system detects the failure, Then it automatically retries sending up to 3 times at 5-minute intervals and alerts the administrator if all retries fail.
Engagement Analytics Dashboard
"As an event coordinator, I want to see analytics on how vendors engage with reminder messages so that I can refine templates and improve response rates."
Description

Develop an analytics dashboard that tracks open rates, response rates, and click-through metrics for each personalized reminder. The dashboard should highlight templates with low engagement and recommend adjustments. This insight helps coordinators optimize communication strategies and improve vendor compliance.

Acceptance Criteria
Dashboard Overview Loads Performance Metrics
Given the coordinator navigates to the Engagement Analytics Dashboard, When the page loads, Then the dashboard displays open rates, response rates, and click-through metrics for each reminder template within 2 seconds.
Highlight Low-Performing Templates
Given the dashboard metrics display, When a template’s open rate falls below 20% or response rate falls below 10%, Then the template row is highlighted in red and an adjustment suggestion icon is displayed.
Recommendation Generation for Adjustments
Given low-engagement templates are identified, When the coordinator clicks the adjustment suggestion icon, Then the system displays at least one AI-generated message adjustment recommendation for that template.
Filter Metrics by Date Range
Given the dashboard date filter controls are visible, When the coordinator selects a custom date range and applies the filter, Then the open rates, response rates, and click-through metrics update to reflect reminders sent only within the selected range.
Export Engagement Reports
Given the dashboard is filtered or unfiltered, When the coordinator clicks the export button, Then a CSV file containing template names, open rates, response rates, click-through metrics, and date range is downloaded within 10 seconds.

Deadline Dashboard

Visualize all upcoming compliance dates in a color-coded timeline with risk heatmaps and at-a-glance countdowns, empowering coordinators to identify and address critical tasks proactively.

Requirements

Color-Coded Timeline View
"As an event coordinator, I want a timeline showing all upcoming vendor compliance deadlines color-coded by status so that I can quickly assess which tasks need my attention."
Description

Presents a horizontal timeline of all upcoming compliance deadlines, with entries color-coded by status (on track, at risk, overdue). Integrates with the backend compliance API to fetch deadlines and status updates, providing coordinators with an intuitive visual overview of task timelines and health at a glance.

Acceptance Criteria
Initial Timeline Load
Given the user opens the Deadline Dashboard, when the timeline view is loaded, then all upcoming compliance deadlines are retrieved from the backend API and displayed chronologically in a horizontal timeline.
Status Color Coding
Given deadlines have associated statuses, when the timeline entries are rendered, then entries with 'on track' status are colored green, 'at risk' status are colored yellow, and 'overdue' status are colored red.
Countdown Accuracy
Given each deadline entry, when the timeline is displayed, then each entry shows a countdown of days remaining calculated as the difference between the current date and the deadline date, updating in real time.
Risk Heatmap Intensity
Given deadlines that fall within a high-risk threshold (configurable, e.g., 7 days or less), when the timeline is rendered, then those entries display a heatmap intensity that increases as the deadline approaches.
Entry Interaction Details
Given the user hovers over or clicks a timeline entry, when the interaction occurs, then a tooltip or modal displays detailed information including vendor name, deadline description, status, and exact due date.
Risk Heatmap Overlay
"As an event coordinator, I want to see a risk heatmap overlay on my deadline timeline so that I can proactively address clusters of high-risk compliance tasks."
Description

Overlays a heatmap on the timeline to highlight clusters of deadlines approaching risk thresholds based on proximity to due dates and vendor priority levels. Utilizes risk-scoring algorithms to visually emphasize high-risk zones, enabling proactive intervention.

Acceptance Criteria
Visualizing High-Priority Vendor Deadline Clusters
Given there are high-priority vendor deadlines occurring within the next 7 days, when the user views the Deadline Dashboard, then the risk heatmap overlay must display deep-red shading on the corresponding timeline segments.
Highlighting Medium-Risk Deadlines Two Weeks Ahead
Given there are medium-priority vendor deadlines scheduled between 8 and 14 days from today, when the risk heatmap overlay is active, then those timeline segments must display orange shading to denote medium risk.
Displaying No Risk Zones When No Deadlines Approaching
Given no vendor deadlines fall within the next 14 days, when the user toggles the heatmap overlay on, then the entire timeline must display green shading indicating no immediate risk zones.
Managing Overlapping Deadlines with Mixed Vendor Priorities
Given overlapping deadlines of mixed vendor priority levels exist within a 10-day window, when the heatmap renders, then areas with any high-priority deadlines must take precedence and appear red, while medium-priority overlaps appear orange underneath.
Updating Risk Heatmap Upon Vendor Priority Change
Given a vendor’s priority status is updated from medium to high for a deadline within 5 days, when the dashboard refreshes, then the corresponding heatmap cell must update from orange to red without manual page reload.
Real-Time Countdown Timer
"As an event coordinator, I want to see a real-time countdown for each compliance deadline so that I can prioritize tasks based on time remaining."
Description

Displays a live countdown in days and hours next to each deadline on the timeline, automatically updating as time progresses. Supports hover details for exact time remaining and adjusts display for time zone settings.

Acceptance Criteria
Timeline Loads with Accurate Countdown
Given the dashboard is loaded, when deadlines are rendered on the timeline, then each deadline displays a countdown in days and hours that matches the server time and updates in real time without page refresh.
Hover Over Countdown Displays Precise Time
Given a user hovers over a countdown timer, when the cursor remains over the timer for at least 500ms, then a tooltip appears showing the exact remaining days, hours, minutes, and seconds.
Countdown Reflects User Time Zone
Given a user has selected or changed their time zone in settings, when the timeline is viewed or refreshed, then all countdown timers recalculate and display remaining time based on the user’s chosen time zone.
Countdown Auto-Updating Continuously
Given the dashboard remains open, when time advances, then each countdown timer updates at least once per minute to reflect the current time without requiring a manual refresh.
Performance Under Load
Given up to 100 active deadlines displayed on the timeline, when countdowns update, then UI responsiveness remains unaffected and update operations complete within 200ms per cycle.
Advanced Timeline Filters
"As an event coordinator, I want to filter the deadline timeline by vendor, status, or risk level so that I can focus on specific subsets of tasks."
Description

Provides filtering controls to refine timeline entries by date range, vendor category, compliance status, and risk level. Filters are combinable and update the timeline in real time to help coordinators focus on specific task subsets.

Acceptance Criteria
Filtering by Date Range
Given the timeline is populated with multiple vendor compliance dates, When the coordinator selects a start date and an end date in the date range filter, Then the timeline updates in real time to display only entries with compliance dates between the selected range.
Filtering by Vendor Category
Given the vendor categories filter contains multiple options, When the coordinator selects one or more categories (e.g., "Food", "Art") and applies the filter, Then the timeline updates immediately to show only entries associated with those selected vendor categories.
Filtering by Compliance Status
Given compliance tasks are tagged with statuses (e.g., "Pending", "Completed", "Overdue"), When the coordinator chooses a specific status from the compliance status filter, Then only timeline entries matching the chosen status are displayed, and all others are hidden.
Filtering by Risk Level
Given each compliance task has an assigned risk level (e.g., "Low", "Medium", "High"), When the coordinator selects one or more risk levels in the risk filter, Then the timeline dynamically shows only tasks corresponding to those selected risk levels.
Combining Multiple Filters
Given the coordinator has set a date range, selected vendor categories, chosen compliance statuses, and risk levels, When all filters are applied simultaneously, Then the timeline displays only entries that meet every selected filter criterion, updating in real time to reflect combined filter conditions.
Exportable Timeline Reports
"As an event coordinator, I want to export and share the deadline timeline with my team so that everyone stays aligned on upcoming tasks."
Description

Enables users to export the current timeline view as a PDF or CSV file, preserving color-coding and annotations. Includes options to email the report directly from the dashboard or generate a shareable link for stakeholders.

Acceptance Criteria
PDF Export with Color-Coding
Given the user is viewing the timeline, when they select 'Export as PDF', then a PDF file is generated within 5 seconds, containing the complete timeline, preserving all color-coding, annotations, and countdowns, and named 'TimelineReport_<date>.pdf'.
CSV Export Data Integrity
Given the user is viewing the timeline, when they select 'Export as CSV', then a .csv file downloads within 5 seconds, containing columns for event name, compliance date, risk status, annotations, and countdown days, with each row matching the timeline view. The CSV file must be correctly formatted, encoded in UTF-8, and openable in spreadsheet applications.
Email Report Delivery
Given the user has generated a report, when they choose 'Email Report', then the system prompts for recipient email(s), allows an optional message, and upon confirmation sends the report as an attachment within 10 seconds. The email subject should use the format 'Boothly Timeline Report - <date>', and the email must deliver successfully without bouncing.
Shareable Link Generation
Given the user is viewing the timeline, when they click 'Generate Shareable Link', then the system creates a secure, unique URL accessible without login, valid for 7 days by default, and copies it to the clipboard. The link must display the timeline view with original formatting and color-coding.
Large Dataset Performance
Given the timeline contains up to 500 events, when the user exports to PDF or CSV, then the export operation completes within 15 seconds, without UI freezing, and the generated file correctly includes all events.
Live Data Synchronization
"As an event coordinator, I want the deadline dashboard to refresh automatically when compliance statuses update so that I'm always working with the latest information."
Description

Implements real-time synchronization of compliance data using WebSockets or periodic polling, ensuring the deadline dashboard reflects the latest updates and status changes without manual refresh.

Acceptance Criteria
Real-time Compliance Data Reception
Given a WebSocket connection is active When new compliance data is pushed from the server Then the deadline dashboard updates the corresponding entry within 2 seconds without manual refresh
Automatic Reconnection After Network Interruption
Given the WebSocket connection is lost When the network is restored Then the application automatically attempts reconnection up to 5 times and resynchronizes missed updates
Polling Fallback for Unsupported Browsers
Given the client browser does not support WebSockets When real-time connection fails Then the system falls back to polling every 10 seconds and reflects any data changes within the next polling interval
Initial Dashboard Data Load
Given the user opens the deadline dashboard When the page loads Then the system establishes a real-time connection and displays the most recent compliance statuses within 3 seconds
Performance Under High Update Frequency
Given a burst of up to 100 simultaneous data updates When real-time synchronization is active Then the dashboard processes and renders all updates without UI lag exceeding 1 second per batch

Compliance Quest

Gamify vendor onboarding by awarding badges, progress bars, and leaderboard rankings for timely submissions, motivating exhibitors to meet deadlines and fostering friendly competition.

Requirements

Badge Assignment Engine
"As an exhibitor, I want to earn badges when I submit required documents on time so that I feel recognized for my prompt compliance and stay motivated to complete other tasks."
Description

Implement a scalable engine that automatically awards badges to exhibitors based on their timely completion of onboarding tasks. The engine should calculate eligibility criteria, assign tiered badges, store badge metadata, and integrate seamlessly with exhibitor profiles on the dashboard. It must trigger real-time updates, support future badge types, and expose an API for front-end display of earned badges.

Acceptance Criteria
Timely Badge Assignment
Given an exhibitor completes all onboarding tasks before the deadline, when the badge assignment engine executes, then the exhibitor is assigned the correct tier badge and it is visible on their dashboard profile.
Badge Metadata Storage
Given a badge is awarded, when the engine writes to the database, then all badge attributes (type, tier, date awarded, exhibitor ID) are persisted according to the badge metadata schema without errors.
Real-Time Dashboard Update
Given an exhibitor earns a badge, when the engine triggers an update event, then the front-end dashboard reflects the new badge within two seconds without requiring a manual refresh.
Future Badge Type Support
Given a new badge type configuration is added to the system, when the engine processes badge assignments, then the new badge is issued correctly based on its eligibility rules without code modifications.
API Badge Data Exposure
Given a valid exhibitor ID, when a request is made to the badge API endpoint, then the API responds with HTTP 200 and returns a JSON payload listing all earned badges with full metadata within 500 ms.
Scalable Processing Under Load
Given 10,000 concurrent badge assignment requests, when the engine processes them, then at least 99% complete successfully within one minute with no critical errors.
Progress Bar Visualization
"As an exhibitor, I want to see a progress bar showing my onboarding completion so that I can quickly understand what tasks remain and how close I am to finishing."
Description

Develop dynamic progress bars that reflect each exhibitor’s onboarding completion percentage. The bars should animate smoothly as tasks are completed, display clear milestone markers, and adapt to different screen sizes. They should pull data from the onboarding database, update in real time, and include tooltip details for each milestone to give exhibitors visibility into outstanding requirements.

Acceptance Criteria
Initial Progress Bar Load
Given an exhibitor has completed 3 out of 10 onboarding tasks, when the onboarding page loads, then the progress bar displays a 30% fill with the third milestone marker highlighted.
Real-Time Progress Update
Given an exhibitor completes a task, when the task is marked complete in the system, then the progress bar animates smoothly from the previous percentage to the new percentage within 500ms.
Milestone Tooltip Display
When a user hovers over any milestone marker on the progress bar, then a tooltip appears displaying the milestone name, completion status, and due date.
Responsive Layout Adaptation
Given the onboarding dashboard is viewed on devices ranging from 320px to 1920px width, when the progress bar renders, then it scales proportionally and remains fully visible without horizontal scrolling.
Data Integrity Validation
Given the onboarding database returns null or out-of-range completion values, when the progress bar attempts to render, then it defaults to 0% and logs an error without breaking the page layout.
Leaderboard Generation
"As an event organizer, I want to view a leaderboard of exhibitors’ compliance performance so that I can foster friendly competition and spotlight top performers at the show."
Description

Create a leaderboard module that ranks exhibitors based on their onboarding speed and completion rates. The system should aggregate task completion timestamps, calculate scores, and display a real-time leaderboard sorted by rank. It must support pagination, filtering by exhibitor groups or event sections, and respect privacy settings by allowing opt-in or opt-out.

Acceptance Criteria
Real-Time Leaderboard Display
Given the leaderboard module is accessed, When a vendor completes an onboarding task, Then the leaderboard must update within 5 seconds to reflect the vendor's new rank and score.
Leaderboard Pagination Support
Given more than 20 exhibitors are ranked, When a user navigates to page N, Then the leaderboard must display the correct subset of exhibitors for that page with 20 entries per page and navigation controls.
Exhibitor Group Filtering
Given multiple exhibitor groups exist, When a user selects a group filter, Then the leaderboard must only display exhibitors belonging to the selected group and adjust ranks accordingly.
Privacy Opt-In/Opt-Out Enforcement
Given an exhibitor has opted out of the leaderboard, When the leaderboard is displayed, Then their name and ranking must be hidden and replaced with 'Anonymous Exhibitor'.
Accurate Score Computation
Given task completion timestamps are recorded, When calculating scores, Then the system must assign points based on completion speed (e.g., 10 points for on-time, 0 points for late) and sum them correctly for each exhibitor.
Notification & Reminder System
"As an exhibitor, I want to receive timely reminders about outstanding requirements so that I can stay on track with onboarding deadlines and avoid missing critical submissions."
Description

Implement an automated notification system that sends email and in-app reminders to exhibitors about upcoming or overdue onboarding tasks. Notifications should be customizable in frequency and content, leverage configurable templates, and include badge progress updates. The system must log delivery status, handle retries for failures, and integrate with the existing communication platform.

Acceptance Criteria
Upcoming Task Reminder Delivery
Given an exhibitor has a task due in 3 days, When the notification scheduler runs, Then an email and in-app reminder are sent using the ‘Upcoming Task’ template within 5 minutes of scheduling.
Overdue Task Alert
Given a task deadline has passed and the exhibitor has not completed the task, When the daily overdue check executes, Then an overdue notification is sent, logged with status ‘Sent’, and badge progress is updated to reflect the missed deadline.
Custom Notification Template Application
Given an event organizer updates the content of a notification template, When the next reminder is generated, Then the system uses the updated template and preserves placeholder values (e.g., exhibitor name, task name, due date).
Notification Retry on Failure
Given an email delivery attempt fails, When the system detects the failure, Then it retries up to 3 times at 10-minute intervals and logs each attempt with timestamps and final status ‘Delivered’ or ‘Failed’.
Progress Badge Update Notification
Given an exhibitor completes a required document upload, When the upload is confirmed, Then the system sends an in-app badge progress update, updates the leaderboard, and logs the notification delivery status.
Analytics & Reporting Dashboard
"As an event organizer, I want to analyze compliance trends across all exhibitors so that I can identify bottlenecks, improve onboarding processes, and showcase performance metrics to stakeholders."
Description

Develop an analytics dashboard for organizers to monitor overall exhibitor compliance metrics. The dashboard should feature charts for badge distribution, average completion times, and leaderboard trends. It must allow date-range selection, exportable CSV reports, and customizable widgets. Data should update in near real time and support drill-down to individual exhibitor performance.

Acceptance Criteria
Viewing Overall Compliance Metrics
Given the organizer accesses the analytics dashboard, when the page loads, then the badge distribution, average completion time, and leaderboard trends charts display accurate data matching the database within 60 seconds of the latest vendor submission.
Filtering Data by Date Range
Given the organizer selects a custom start and end date, when the filter is applied, then all charts and metrics update to reflect only data within the selected range and the date labels on charts correspond to the selected period.
Exporting CSV Reports
Given the organizer clicks the “Export CSV” button, when the export completes, then a CSV file downloads containing all visible dashboard data (badge counts, completion times, leaderboard positions) formatted with appropriate headers and date stamps.
Customizing Dashboard Widgets
Given the organizer opens the widget settings, when they add, remove, or rearrange widgets, then the dashboard layout updates immediately, persists on page reload, and each widget displays valid real-time data.
Drilling Down into Exhibitor Performance
Given the organizer clicks an individual badge segment or leaderboard entry, when the drill-down action is triggered, then a detailed view appears showing that exhibitor’s submission timeline, current compliance status, and badge history in a table or chart.

InstantPulse

Embed ultra-brief, one-click satisfaction surveys at key vendor interactions—such as document submissions or approval completions—to capture feedback in the moment and identify issues before they escalate.

Requirements

Real-time Feedback Collection
"As an event coordinator, I want to receive survey feedback in real time so that I can address any emerging vendor concerns immediately."
Description

Implement a system to capture one-click survey responses instantly at predefined trigger points and store them in the database with timestamps and metadata. This ensures organizers receive immediate feedback from vendors the moment they interact with critical workflow events, such as document submission or approval completion, enabling rapid identification and resolution of issues before they escalate.

Acceptance Criteria
Survey at Document Submission
Given a vendor submits a required document, When the submission is confirmed, Then the one-click satisfaction survey modal displays within 2 seconds of submission and offers pre-defined response options without additional input fields & When a vendor selects a response option, Then the system records the response, timestamp, vendor ID, event ID, and document ID in the database without error.
Survey at Approval Completion
Given a document approval process completes successfully, When the approval notification is sent to the vendor, Then the one-click satisfaction survey is automatically triggered and displayed within 3 seconds on the confirmation screen & When the vendor clicks a response, Then the system immediately stores the feedback with metadata (vendor ID, approval ID, timestamp) and returns a 200 OK API response.
Fallback Mechanism on Survey Trigger Failure
Given the primary survey trigger fails (e.g., API timeout or frontend error), When the failure is detected, Then the system logs the error event with metadata, retries the trigger up to two additional times with exponential backoff, and if still unsuccessful, queues the survey trigger for retry via background job within 5 minutes.
Exporting Feedback Data
Given an event organizer requests feedback export, When the organizer selects the event and date range, Then the system generates and provides a downloadable CSV or JSON file containing all survey responses, response options, timestamps, vendor IDs, event IDs, and trigger contexts within 30 seconds.
Real-time Dashboard Update with Feedback
Given the real-time feedback dashboard is active, When a vendor submits a survey response, Then the new response is displayed in the dashboard’s live feed within 5 seconds, and the feedback count, average rating, and trend indicators update accordingly without requiring a page reload.
Survey Trigger Points
"As an event coordinator, I want the system to prompt vendors for feedback exactly when they complete important tasks so that I gather input when their experience is fresh."
Description

Define and configure key moments in the exhibitor lifecycle where the InstantPulse survey is automatically presented. These trigger points include actions like completing vendor onboarding forms, submitting contracts, or receiving compliance approvals, ensuring feedback requests align with meaningful interactions.

Acceptance Criteria
Onboarding Completion Survey Trigger
Given a vendor completes all required onboarding forms, when they submit the final form, then an InstantPulse survey is presented within 5 seconds; and the survey title reads "Post-Onboarding Feedback"; and the vendor's unique ID is pre-populated in the survey metadata.
Contract Submission Survey Trigger
Given a vendor successfully uploads and submits their signed contract, when the submission confirmation is displayed, then an InstantPulse survey prompt appears immediately; and the survey includes at least three satisfaction rating options; and the vendor's contract ID is attached to the feedback.
Compliance Approval Survey Trigger
Given a vendor receives compliance approval notification, when the system marks the vendor as compliant, then an InstantPulse survey is triggered within 3 seconds; and the survey question references the compliance process; and the response is logged under the vendor's compliance record.
Multiple Trigger Prevention
Given a vendor completes multiple qualifying actions in quick succession, when multiple survey trigger events occur within a one-minute window, then only the first survey is displayed; and subsequent duplicate surveys for the same action type are suppressed until after 24 hours.
Bulk Operation Suppression
Given an administrator performs a bulk import or update of multiple vendor records, when automated system jobs complete, then no InstantPulse surveys are displayed to vendors; and a log entry records that survey triggers were suppressed for bulk operations.
One-Click Survey Integration
"As a vendor, I want to submit feedback with a single click so that I can quickly share my satisfaction level without disrupting my workflow."
Description

Embed a minimalistic, single-click feedback widget within relevant UI screens and notification emails. The survey interface should load inline without page reloads, allow feedback submission in one click, and support customizable prompts to fit the context of each interaction.

Acceptance Criteria
In-App Survey After Document Submission
Given a vendor completes a document upload in the exhibitor onboarding flow When the upload is successful Then the one-click survey widget appears inline on the same page without a reload and the survey prompt reads the context-specific message
Survey Embedded in Notification Email
Given a vendor receives an approval notification email When the email is opened Then the one-click survey widget is displayed at the bottom of the email with a clickable feedback option and clicking it submits the response without redirecting to an external page
Customizable Prompt Text per Interaction
Given an event coordinator configures a survey prompt for payment confirmation When the payment confirmation screen loads Then the survey widget displays the custom prompt text defined for that interaction and logs the response context
Responsive Mobile Survey Experience
Given a vendor accesses Boothly on a mobile device When completing a vendor profile step Then the survey widget loads inline with touch-friendly sizing and remains fully functional without horizontal scrolling
Real-Time Submission Confirmation
Given a vendor clicks the survey button When the click is registered Then an inline thank-you message appears immediately and the response is recorded in the analytics dashboard within 5 seconds
Feedback Analytics Dashboard
"As an event coordinator, I want to view an analytics dashboard that summarizes vendor satisfaction trends so that I can identify problem areas and measure improvements over time."
Description

Develop a dashboard module to aggregate and visualize InstantPulse survey results. Provide summary metrics, trend charts, and filter options by event, vendor segment, and interaction type. Enable drill-down to individual responses for deeper issue investigation and historical comparison.

Acceptance Criteria
Viewing Summary Metrics
Given an event coordinator with access rights loads the Feedback Analytics Dashboard, when the dashboard loads, then the summary metrics section displays the total number of InstantPulse surveys submitted for the selected event, the average satisfaction score formatted to one decimal place, and the overall response rate as a percentage.
Trend Chart Filtering
Given the user selects a date range and interaction type filter, when the filters are applied, then the trend chart updates to display the average satisfaction score over time within the selected parameters, with data points corresponding to each day or week as chosen.
Segment-Based Filtering
Given the user chooses a vendor segment filter (e.g., new exhibitors, returning exhibitors), when the segment filter is applied, then both summary metrics and trend charts update to reflect only feedback from vendors in the selected segment.
Viewing Individual Responses
Given the user clicks on a data point in the trend chart or a metric in the summary section, then a detailed list of individual survey responses appears, showing vendor name, interaction type, timestamp, and full feedback comment, with pagination enabled.
Comparing Historical Events
Given the user selects two or more past events for comparison, when the comparison view is enabled, then the dashboard displays side-by-side summary metrics and overlaid trend lines for each selected event over identical time periods for easy performance comparison.
Survey Customization and Localization
"As an event coordinator, I want to tailor the survey questions and appearance for different vendor groups and languages so that the feedback experience feels relevant and approachable."
Description

Allow administrators to customize survey prompts, icons, and color themes to align with branding and communication tone. Support multiple languages for survey text and UI elements to accommodate international vendors and ensure accessibility.

Acceptance Criteria
Customizing Survey Color Theme
Given an administrator accesses the survey theme settings When they select primary and secondary color values and click Save Then the survey UI reflects the chosen colors immediately and persist across all new surveys
Uploading Custom Survey Icons
Given an administrator opens the icon library tab When they upload a valid SVG or PNG icon under 100KB and assign it to a survey question Then the icon appears correctly in the survey preview and in live surveys
Translating Survey Text to Spanish
Given an administrator selects Spanish from the language dropdown When they provide translated text for each prompt and click Save Then the survey displays all prompts and UI elements in Spanish for vendors who select that language
Switching UI Language in Survey Preview
Given an administrator has translations available When they toggle the preview language selector Then the survey preview updates instantly to reflect the chosen language across all UI components
Saving and Applying Branding Settings Across Surveys
Given an administrator configures branding options including colors, icons, and text styles When they save the branding profile Then all newly created surveys inherit these settings by default and existing surveys display an option to apply the new branding

SentimentSense

Leverage AI-driven sentiment analysis to automatically evaluate open-ended vendor responses, flagging negative tones or recurring pain points so organizers can prioritize and address critical concerns swiftly.

Requirements

Sentiment Extraction Engine
"As an event coordinator, I want the platform to automatically analyze vendor feedback for sentiment so that I can quickly gauge overall satisfaction and pinpoint issues without manual review."
Description

Implement an AI-driven natural language processing module that automatically analyzes open-ended vendor responses to generate sentiment scores, classify tones (positive, neutral, negative), and extract recurring themes. The engine should integrate seamlessly with existing data ingestion workflows, process responses in real time, and store sentiment metadata for downstream analysis and visualization.

Acceptance Criteria
Real-Time Sentiment Scoring of Incoming Vendor Responses
Given a vendor submits an open-ended response through the portal, when the response is ingested by the engine in real time, then the system generates a sentiment score within 2 seconds, and the score ranges between -1 (most negative) and +1 (most positive).
Classification of Response Tone into Positive, Neutral, Negative
Given a sentiment score is calculated for a vendor response, when the engine classifies the tone, then responses with scores > 0.2 are labeled “Positive,” scores between -0.2 and 0.2 are labeled “Neutral,” and scores < -0.2 are labeled “Negative,” with zero unclassified responses.
Extraction of Recurring Themes from Bulk Responses
Given a batch of at least 100 vendor responses collected over a defined period, when the engine processes the batch, then it identifies and extracts the top five recurring themes based on keyword frequency and context clustering, presenting them in a structured report.
Seamless Integration with Data Ingestion Workflow
Given the existing data ingestion API schema, when vendor responses are forwarded to the Sentiment Extraction Engine, then the engine processes the payload with 100% schema compliance, returns a 200 OK response, and logs zero ingestion errors.
Storage and Retrieval of Sentiment Metadata
Given sentiment metadata generated for each response, when storing to the database, then all metadata fields (response_id, timestamp, sentiment_score, tone_label, themes) are correctly populated in the sentiment_metadata table and can be retrieved accurately via the analytics API.
Negative Sentiment Alerting
"As an event coordinator, I want to be notified immediately when vendor feedback reflects negative sentiment so that I can intervene quickly and resolve issues before they escalate."
Description

Develop an alerting system that flags responses with negative sentiment or critical pain points and sends notifications through email and in-app alerts. Configure thresholds to trigger alerts for high-severity sentiment, ensuring that coordinators can address concerns promptly. Include options to customize alert frequency and delivery channels.

Acceptance Criteria
High-Severity Sentiment Flagging
Given a vendor response with a sentiment score below the predefined high-severity threshold When the response is processed Then an in-app alert is sent to the coordinator and an email notification is dispatched within one minute
Custom Alert Frequency Adjustment
Given a coordinator sets alert frequency to Daily Digest When negative sentiment responses are detected Then the system consolidates all flags and sends a single summary email at 6 PM with an in-app notification summarizing the issues
Multi-Channel Notification Configuration
Given a coordinator selects Email and SMS as delivery channels When a high-severity sentiment response is flagged Then notifications are delivered via both channels within two minutes of detection
Threshold Configuration Validation
Given new severity thresholds are configured in the settings When the thresholds are saved Then the system applies these thresholds to all subsequent sentiment analyses and triggers alerts based on the updated values
Excessive Alerts Mitigation
Given more than five high-severity sentiment alerts are generated within an hour When the sixth alert is detected Then the system pauses individual notifications and sends a consolidated summary alert to prevent alert fatigue
Sentiment Dashboard Visualization
"As an event coordinator, I want to view sentiment trends and distributions on a dashboard so that I can monitor vendor satisfaction levels at a glance and identify problem areas quickly."
Description

Create a dashboard widget that displays sentiment analysis results using interactive charts and graphs. Include sentiment distribution bars, trend lines over time, and heatmaps of common themes. Ensure the visualization updates in real time and supports filtering by vendor, event, date range, and custom tags.

Acceptance Criteria
Real-time Sentiment Distribution Update
Given the dashboard is loaded, when the user selects one or more vendors, then the sentiment distribution bar chart must update within 2 seconds to reflect positive, neutral, and negative counts matching the sentiment analysis data.
Sentiment Trend Line Over Selected Date Range
Given the user selects a start and end date, when the date range is applied, then the trend line chart must render aggregated daily sentiment scores within 3 seconds, and display a 'No data available' message if no sentiment data exists for the range.
Common Theme Heatmap Visualization
Given theme data is available, when the user opens the heatmap view, then the heatmap must display theme frequency across sentiment categories, support hover tooltips with theme names and counts, and refresh within 2 seconds after applying any filter.
Filtering Visualizations by Custom Tags
Given a set of custom tags is defined, when the user selects one or multiple tags, then all dashboard charts must refresh within 2 seconds to show only sentiment data associated with the selected tags, and the selected tags should be clearly indicated in the filter panel.
Automatic Refresh on New Vendor Feedback
Given new vendor responses are processed by the sentiment engine, when the analysis completes, then the dashboard must automatically refresh within 30 seconds to include the latest sentiment data in all visualizations without requiring a manual page reload.
Trend Analysis Reporting
"As an event coordinator, I want to receive regular sentiment trend reports so that I can track how vendor satisfaction evolves and report insights to my management team."
Description

Build a reporting feature that generates periodic sentiment trend reports, highlighting changes in vendor sentiment over customizable time intervals. Reports should include summary statistics, top positive and negative themes, and recommendations for follow-up actions. Enable export to PDF and CSV formats for sharing with stakeholders.

Acceptance Criteria
Weekly Sentiment Trend Report Generation
Given the event coordinator requests a weekly trend report for the past 7 days, when the system processes vendor responses, then the report provides total response count, average sentiment score, sentiment change percentage, top three positive themes, and top three negative themes.
Custom Date Range Sentiment Analysis
Given the coordinator selects a custom date range, when the system runs sentiment analysis on vendor responses in that range, then it generates a trend report covering that range with summary statistics, top positive and negative themes, and change metrics.
PDF Export of Trend Reports
Given a generated trend report is displayed, when the coordinator clicks "Export to PDF", then the system generates and downloads a correctly formatted PDF containing the report data, visuals, and recommendations.
CSV Export of Trend Reports
Given a generated trend report is displayed, when the coordinator clicks "Export to CSV", then the system downloads a CSV file with columns for interval start and end dates, sentiment scores, theme labels, theme counts, and recommendation identifiers.
Recommendations Inclusion in Reports
Given any generated trend report, when the system identifies recurring negative themes or significant sentiment shifts, then the report includes at least two actionable recommendations for follow-up actions tied to those insights.
Customizable Sentiment Thresholds
"As an event coordinator, I want to customize sentiment thresholds so that the analysis aligns with my event’s unique context and accurately reflects vendor feedback."
Description

Allow users to define and adjust sentiment score thresholds for categorizing feedback as positive, neutral, or negative. Provide default presets and advanced settings to tune sensitivity for specific events or vendor groups. Persist these configurations at the account and event levels.

Acceptance Criteria
Define Default Sentiment Thresholds
Given a new account with SentimentSense enabled, when the user views the sentiment threshold settings, then the system displays default presets for positive, neutral, and negative categories and applies these thresholds to incoming feedback.
Customize Account-Level Thresholds
Given an account administrator on the SentimentSense settings page, when they adjust the sentiment score values for positive, neutral, and negative and click Save, then the new thresholds persist at the account level and are applied to all events under that account.
Override Thresholds at Event Level
Given an event coordinator on an event’s SentimentSense configuration, when they modify the sentiment thresholds and confirm changes, then the system saves these overrides at the event level without altering the account-level defaults.
Validate Threshold Sensitivity Adjustment
Given a user testing sensitivity presets, when they toggle between standard and advanced modes, then the system dynamically updates the threshold sliders and preview feedback classification reflects the adjusted sensitivity in real time.
Persist Configurations Across Sessions
Given a user who has set custom thresholds at account or event level, when they log out and log back in or switch between events, then their previously saved threshold configurations are loaded and applied without requiring reconfiguration.
Multi-language Support
"As an event coordinator managing international vendors, I want sentiment analysis across multiple languages so that I can monitor feedback from all participants regardless of their native language."
Description

Extend the sentiment analysis engine to support multiple languages beyond English, including Spanish, French, German, and Portuguese. Incorporate language detection and translation fallback mechanisms to ensure accurate sentiment scoring. Update the dashboard and reporting UI to handle localized text.

Acceptance Criteria
Spanish Sentiment Analysis Scenario
1. System detects language code "es" when a vendor response is submitted in Spanish. 2. Sentiment engine returns a numerical sentiment score between 0 (negative) and 1 (positive) for Spanish inputs. 3. Sentiment score for a validated Spanish test dataset achieves at least 85% accuracy against benchmark labels. 4. Dashboard UI displays original Spanish text alongside its sentiment score.
French Sentiment Scoring Scenario
1. System detects language code "fr" when a vendor response is submitted in French. 2. Sentiment engine returns a numerical sentiment score between 0 and 1 for French inputs. 3. Sentiment score for a validated French test dataset achieves at least 85% accuracy against benchmark labels. 4. Dashboard UI displays original French text alongside its sentiment score.
German Dashboard Localization Scenario
1. When user selects German locale, all dashboard menu items, buttons, labels, and notifications appear in German. 2. Sentiment engine detects language code "de" for German inputs and returns a valid score. 3. Date, number, and currency formats in the UI follow German locale conventions (e.g., 31.12.2025, 1.234,56 €). 4. Original German vendor responses and their sentiment scores display correctly in the localized UI.
Portuguese Report Export Scenario
1. System detects language code "pt" when a vendor response is submitted in Portuguese. 2. Exported CSV and PDF reports include original Portuguese text, sentiment scores, and Portuguese-language headers and titles. 3. CSV export is UTF-8 encoded and preserves Portuguese diacritics (e.g., ã, ç, õ). 4. PDF export renders Portuguese text and sentiment color coding accurately.
Language Detection and Translation Fallback Scenario
1. System identifies unsupported language (e.g., Italian) and flags the response for translation. 2. Translation API translates the unsupported-language text to English with at least 90% translation quality on a test set. 3. Sentiment engine processes the translated English text and returns a valid sentiment score. 4. Dashboard UI stores and displays both the original text and translated English text with the sentiment score.

AlertAction

Generate automated, prioritized alerts when satisfaction dips below thresholds, complete with contextual insights and recommended next-step actions to empower teams to resolve vendor issues within 24 hours.

Requirements

Satisfaction Threshold Monitoring
"As an event coordinator, I want to automatically detect vendor satisfaction dips below defined thresholds so that I can address issues before they escalate."
Description

Implement a system that continuously tracks vendor satisfaction metrics and automatically identifies when scores fall below predefined thresholds. This requirement integrates with Boothly’s existing dashboard to retrieve and analyze survey responses, vendor feedback, and service usage data in real time. When a dip is detected, the system generates an alert that includes the exact threshold breached, the timestamp, and vendor details. Benefits include early detection of dissatisfaction, reduced manual monitoring overhead, and the ability to proactively engage vendors before minor issues escalate into major problems.

Acceptance Criteria
Real-Time Satisfaction Dip Detection
Given survey response metrics retrieved every 5 minutes, when a vendor's satisfaction score falls below the predefined threshold, then an alert is generated within 1 minute of detection and logged in the system; the alert includes the threshold breached, timestamp in UTC, and vendor ID.
Threshold Breach Alert Generation
Given a detected satisfaction score dip, when the system composes an alert, then the alert payload displayed on the dashboard must contain the exact threshold value breached, the detection timestamp in UTC, vendor name, and contact details.
Contextual Insights and Recommendations Provided
Given an alert is generated, when vendor feedback includes negative sentiment keywords, then the alert includes the top 3 contextual insights ranked by severity and recommended next-step actions prioritized by expected impact within the alert details.
Alert Prioritization Based on Severity
Given multiple concurrent alerts, when satisfaction dips exceed critical thresholds (>30% below baseline), then the system classifies those alerts as 'High' priority in the alert queue and sends an email notification to the event coordinator within 5 minutes.
Vendor Detail Inclusion in Alerts
Given vendor profile data stored in Boothly’s database, when an alert is generated, then the alert includes vendor ID, name, booth number, and assigned account manager details pulled from the database with 100% data accuracy.
Threshold Configuration Interface
Given the admin configuration page, when an administrator updates satisfaction thresholds, then the new thresholds are validated (0-100 range), saved successfully, and applied to subsequent monitoring activities within 5 minutes.
Contextual Insight Aggregation
"As a support manager, I want to see aggregated contextual insights for each alert so that I can quickly understand the root cause of vendor dissatisfaction."
Description

Develop a feature that aggregates and presents contextual data alongside each alert, including recent interactions, compliance status, pending documentation, and historical satisfaction trends. This component pulls data from Boothly’s vendor profiles, communication logs, and compliance tracker. By consolidating this information into a single view, teams gain a holistic understanding of potential root causes and can make informed decisions on next steps. Expected outcomes are faster issue diagnosis and more targeted resolution strategies.

Acceptance Criteria
Vendor Alert with Full Contextual Insights
Given a vendor alert is generated, when a user selects the alert, then the system displays vendor profile details, recent interactions, compliance status, pending documentation, and historical satisfaction trends in a unified view.
Alert View Displays Recent Communications
Given a vendor alert is selected, when the contextual panel loads, then it lists the five most recent communication entries associated with the vendor, including timestamps and participant names, in descending chronological order.
Alert Includes Current Compliance Status
Given a compliance-related alert, when viewing the alert context, then the system presents current compliance indicators such as 'In Compliance', 'Pending Review', or 'Non-Compliant' with corresponding color codes and tooltips explaining each status.
Document Status Shown in Alert Dashboard
Given an active alert for documentation issues, when opening the alert details, then a table displays all required documents with upload status (received, pending), missing documents highlighted in red, and due dates listed adjacent to each entry.
Historical Satisfaction Trend Available for Alert Analysis
Given an alert triggered by low satisfaction scores, when accessing the contextual insights, then a line chart renders the vendor's satisfaction ratings over the past six months with monthly data points and trendline overlay.
Action Recommendation Engine
"As a customer success rep, I want actionable recommendations accompanying each alert so that I can efficiently resolve vendor issues within 24 hours."
Description

Create an engine that analyzes contextual insights and satisfaction dips to generate prioritized, actionable recommendations for resolving vendor issues. Leveraging rule-based logic and historical resolution data, the system suggests steps such as scheduling a follow-up call, sending documentation reminders, or escalating to compliance. These recommendations appear directly in the alert detail view and can be customized based on event type or vendor tier. Benefits include consistent response quality, reduced time to resolution, and guided workflows for new team members.

Acceptance Criteria
Recognition of New Satisfaction Dip
Given a vendor’s satisfaction score is recorded below the configured threshold, When the system ingests the updated score, Then an alert is automatically generated and queued for analysis within 5 seconds.
Generation of Initial Action Recommendation
Given an alert exists for a satisfaction dip, When the Action Recommendation Engine runs its rule-based analysis and historical data query, Then at least one prioritized recommendation appears in the alert detail view with rationale and confidence score above 70%.
Customization of Recommendation by Vendor Tier
Given the vendor is assigned a tier (e.g., Gold, Silver, Bronze), When recommendations are generated, Then the recommendation list is filtered and ordered based on tier-specific rules and weighting within 2 seconds of generation.
Escalation Recommendation for High-Risk Vendors
Given a vendor’s issue history indicates repeated non-compliance or severe delays, When the engine evaluates contextual insights, Then an escalation recommendation to compliance or management is included with high priority flag.
Visualization of Recommendations in Alert Detail View
Given the alert detail view is opened by a user, When recommendations exist for that alert, Then they are displayed in a dedicated section with action buttons and contextual notes, ensuring readability and access within the first screen without scrolling.
Alert Prioritization Logic
"As a product owner, I want alerts to be prioritized based on severity and impact so that our team focuses on the most critical vendor issues first."
Description

Implement a prioritization algorithm that ranks alerts based on severity of the satisfaction dip, vendor importance (e.g., tier level, revenue impact), and upcoming critical deadlines. This logic assigns a priority score to each alert, ensuring that the most urgent issues surface at the top of the team’s queue. Integration points include the event calendar for deadline awareness and the vendor scoring module for importance assessment. The outcome is a streamlined focus on high-impact issues and optimal allocation of support resources.

Acceptance Criteria
Ranking Alerts by Severity and Tier
Given an alert where the satisfaction score drops by at least 15% within a 2-hour window And the vendor is in the Platinum tier When the prioritization logic runs Then the alert is assigned a priority score in the top 10% of all outstanding alerts
Deadline-Based Alert Escalation
Given an alert for a vendor with a critical deadline within 24 hours When the vendor’s satisfaction dip is recorded Then the alert’s priority score increases by at least 20% relative to the base score
Integrating Revenue Impact into Priority
Given two alerts both with a 10% satisfaction dip When one alert is for a vendor contributing over $50k monthly revenue Then that alert’s priority score is at least 25% higher than the lower-revenue vendor
Stable Priority Ordering under Mixed Conditions
Given a list of existing alerts sorted by priority When a new alert of moderate severity (10% dip) for a mid-tier vendor with no deadlines appears Then the new alert is correctly inserted in the list at the appropriate position without reordering existing alerts
Priority Score Consistency Across Runs
Given the same alert data input on two separate priority runs When the prioritization logic executes Then it produces identical priority scores for the alert both times
Real-time Alert Delivery
"As an operations lead, I want to receive real-time alerts through my preferred communication channels so that I can respond immediately to vendor satisfaction drops."
Description

Ensure alerts are delivered in real time through configurable channels including the Boothly dashboard, email, and SMS. Users can set preferences for alert types, channels, and frequency. The system sends push notifications to the dashboard view, triggers email templates with alert details and recommendations, and dispatches SMS for critical high-priority issues. Integration with existing notification services and compliance with messaging regulations is required. Expected outcome is immediate visibility and rapid response capability for vendor satisfaction concerns.

Acceptance Criteria
Dashboard Push Notification Delivery Scenario
Given a vendor satisfaction score falls below the threshold, when the system detects the dip, then a push notification appears in the user’s Boothly dashboard within 5 seconds with alert details and recommended actions.
Email Notification Dispatch Scenario
Given an alert is generated, when the user’s email preferences include the alert type, then an email containing the alert details and next-step recommendations is sent to the user’s configured address within 1 minute.
SMS Trigger for High-Priority Alerts Scenario
Given a high-priority vendor issue is identified, when the alert is generated, then an SMS with the alert summary and critical recommendations is delivered within 30 seconds to the user’s registered mobile number.
User Preference Configuration Scenario
Given a user accesses notification settings, when they select preferred alert types, channels, and frequency, then the system saves and applies these preferences immediately, and subsequent alerts follow the updated preferences.
Integration with Notification Services Scenario
Given the system is configured for external notification services, when an alert is triggered, then the system successfully sends the notification through the integrated service with 99% uptime compliance.
Compliance with Messaging Regulations Scenario
Given alert messages are dispatched via email or SMS, when the system sends notifications, then all messages include required compliance information (e.g., opt-out links, sender ID) and adhere to regional messaging regulations.

ResolutionFlow

Assign and track follow-up tasks seamlessly via a built-in workflow manager that routes issues to specific team members, monitors progress in real time, and ensures each vendor’s concern is resolved and documented.

Requirements

Automated Task Assignment
"As an event coordinator, I want to automatically assign tasks to the appropriate team members when a vendor submits an issue so that I can guarantee timely handling without manual intervention."
Description

Enables event coordinators to define rules that automatically assign follow-up tasks to specific team members or vendors based on issue category, location, or priority. This functionality reduces manual workload, ensures accurate routing, and accelerates response times by leveraging predefined criteria and integration with the user directory.

Acceptance Criteria
Automatic Assignment Based on Issue Category
Given an issue is logged with category 'Logistics', when the assignment rule for 'Logistics' is enabled, then a follow-up task is created and assigned to the 'Logistics Coordinator' within 2 seconds of issue creation.
Priority-Based Routing to Senior Staff
Given an issue is reported with 'High' priority, when the 'High Priority' routing rule is active, then the task is automatically assigned to a senior staff member and flagged as high priority in the workflow within 1 minute of logging.
Location-Based Vendor Assignment
Given an issue originates from 'Booth A12', when the location-based assignment rule for 'Zone A' is applied, then the task is automatically assigned to the vendor responsible for Zone A and appears in their task list immediately.
Fallback Assignment when Primary Assignee is Unavailable
Given the primary assignee is marked as unavailable, when the 'Unavailable Assignee' fallback rule is triggered, then the task is reassigned to the designated backup user within 5 minutes and a notification is sent to the backup.
Integration with User Directory for Assignment
Given a new assignment rule references a team member, when the rule is saved, then the system validates the user against the central user directory, only accepts valid user entries, and displays an error for any invalid user.
Real-Time Progress Dashboard
"As an event coordinator, I want to view the real-time status of all my team’s follow-up tasks in one place so that I can monitor progress and address delays immediately."
Description

Provides a unified, live dashboard that displays the status of all open follow-up tasks, including assignee, progress percentage, and time elapsed. This feature offers transparency into the resolution process, helps coordinators identify bottlenecks quickly, and supports data-driven decision making by integrating task data in real time.

Acceptance Criteria
Dashboard Initial Load
Given the event coordinator opens the Real-Time Progress Dashboard When there are open follow-up tasks Then the dashboard displays all tasks with assignee, progress percentage, and time elapsed within 5 seconds
Assignee Filter Functionality
Given multiple tasks assigned to different team members When the coordinator filters by assignee 'John Doe' Then only tasks assigned to 'John Doe' are displayed and total count matches expected
Progress Percentage Accuracy
Given a task with completed substeps equal to 3 out of 5 total substeps When the dashboard calculates progress Then it displays '60%' and matches backend data within 1% tolerance
Time Elapsed Tracking
Given a task was created 2 hours and 30 minutes ago When viewing the dashboard Then the time elapsed column shows '2h 30m' updated every minute
Real-Time Data Refresh
Given a task's progress changes on the server When the dashboard is in view Then the updated progress and time elapsed are reflected on the dashboard within 10 seconds without a full page reload
SLA & Deadline Notifications
"As an event coordinator, I want to receive notifications when a follow-up task is nearing its deadline so that I can take action to avoid missed commitments."
Description

Implements configurable service-level agreements (SLAs) and deadline alerts that notify stakeholders via email, SMS, or in-app messages when tasks approach or exceed their resolution window. This requirement ensures accountability, drives timely completion of tasks, and prevents compliance breaches.

Acceptance Criteria
Vendor Approaching Resolution Deadline
Given a task is created with a 48-hour SLA and notification channel preferences set, when there are 24 hours remaining before the SLA expires, then the system sends a reminder via the stakeholder’s configured channel within 5 minutes of the threshold being reached.
Missed SLA Escalation Alert
Given a task’s SLA deadline is breached, when the SLA expiry time is reached plus 1 hour, then the system dispatches an escalation alert via email and SMS to the task owner and manager within 10 minutes.
Channel Preference Enforcement
Given a stakeholder has specified email and in-app as their preferred notification channels, when any SLA alert triggers, then notifications are sent simultaneously to both channels and no other channels are used.
In-App Notification Display
Given a stakeholder is actively logged into the application when an SLA reminder is sent, when the notification is delivered, then an in-app banner appears at the top of the dashboard and the notification count badge increments immediately.
Notification Audit Logging
Given the system sends any SLA or deadline notification, when the notification is dispatched, then the system records the timestamp, recipient, channel, and task ID in the audit log, and this record is retrievable via the notifications audit endpoint.
Role-Based Workflow Routing
"As an event coordinator, I want tasks to route through predefined roles and escalation paths so that responsibilities are clear and no issue falls through the cracks."
Description

Allows coordinators to define workflow rules that route tasks through multiple stages and assign to roles rather than individuals, enabling handoffs and escalations based on task status and role availability. This ensures a scalable process that adapts to team structures and workload.

Acceptance Criteria
Defining Workflow Rule for Role-Based Assignment
Given a coordinator is on the workflow rules page When they create a new rule specifying task type, ordered roles, and conditions Then the rule is saved and appears in the active rules list with correct details
Task Routing Based on Role Availability
Given a task enters a routing stage When the next role has one or more available members with workload below threshold Then the task is assigned to the first available member in that role and they receive a notification
Multi-Stage Handoff Between Roles
Given a task completes its current stage When a coordinator triggers the transition to the next stage Then the system reassigns the task to the next role in sequence and notifies both the previous and new assignees
Automatic Escalation When Role Unavailable
Given a role has no available members for longer than the configured timeout When the timeout elapses Then the task escalates automatically to the backup role and an alert is sent to the coordinator
Audit Trail of Role-Based Task Routing
Given any task movement through roles When viewing the task history Then the system logs each routing decision with timestamp, role name, and assignee details accessible in the audit trail
Comprehensive Audit Logging
"As an event coordinator, I want a complete history of all task activities so that I can demonstrate compliance and analyze process performance after the event."
Description

Maintains a detailed audit trail of all workflow actions, including task assignments, status changes, comments, and escalations, with timestamps and user identifiers. This capability supports compliance reporting, post-event reviews, and continuous process improvement.

Acceptance Criteria
Task Assignment Audit Trail
Given a task is assigned to a vendor, When the workflow manager routes the task, Then an audit log entry is created capturing the task ID, assignee userID, timestamp, and assignment details.
Status Change Logging
Given a task status is updated, When the user changes status, Then a log entry records the previous status, new status, userID, timestamp, and any comments provided.
Comment Addition Logging
Given a user adds a comment to a task, When the comment is submitted, Then an audit entry logs the comment text, commenter userID, timestamp, and associated task ID.
Escalation Event Recording
Given a task is escalated to a supervisor, When the escalation occurs, Then the system logs the escalation trigger, escalator userID, timestamp, escalation level, and reason.
Audit Log Retrieval
Given an admin requests audit logs, When specifying a date range and filters, Then the system returns a complete, chronologically ordered audit trail with all required fields for the specified parameters.

Pulse Insights Dashboard

Consolidate real-time satisfaction metrics, response rates, and trend analyses into an interactive dashboard—complete with benchmarks, heatmaps, and timeline views—to inform proactive improvements across all events.

Requirements

Real-Time Data Aggregation
"As an event coordinator, I want to see satisfaction metrics updated in real time so that I can immediately identify and address emerging issues during the event."
Description

Implement a system to collect, process, and update satisfaction metrics and response rates from multiple data sources (surveys, feedback forms, on-site kiosks) in real time, ensuring the dashboard displays up-to-the-minute insights. The feature should support high-frequency data ingestion, scalable processing pipelines, and fault-tolerant mechanisms to handle peak loads without delays or data loss.

Acceptance Criteria
High-Frequency Survey Ingestion
Given multiple surveys are submitted within a 60-second window, when the ingestion service processes them, then all responses must be collected, processed, and available in the database within 5 seconds of each submission.
Fault Tolerance During Source Downtime
Given a data source becomes unavailable, when the system fails to fetch data, then it must log the incident, queue incoming data, and automatically retry every 30 seconds without data loss.
Scalable Processing Under Peak Load
When ingestion throughput reaches 1,000 events per second, then the processing pipeline must scale to maintain end-to-end latency below 2 seconds and ingest 100% of events without dropping any.
Real-Time Dashboard Update
Given new satisfaction metrics are processed, when aggregation completes, then the dashboard must refresh and display updated metrics within 1 second.
End-to-End Data Integrity Validation
Given a predefined set of test data inputs, when processed through the aggregation pipeline, then the dashboard’s computed metrics must exactly match the expected results with zero discrepancies.
Benchmark Comparison Module
"As an event coordinator, I want to compare current event satisfaction against past events and industry norms so that I can gauge performance and set realistic improvement goals."
Description

Develop a benchmarking component that compares current event performance against historical events and industry standards. Include configurable benchmarks, percentile rankings, and visual indicators to highlight areas above or below expectations. The module should integrate seamlessly with existing data stores and allow coordinators to set custom benchmark baselines.

Acceptance Criteria
Custom Benchmark Baseline Setup
Given an event coordinator is on the Benchmark Comparison Module When they input and save a custom benchmark value for an event Then the module persists the value, displays it as the active baseline, and applies it to all subsequent performance comparisons for that event.
Industry Standard Benchmark Configuration
Given an event coordinator selects an industry standard from a predefined list When they enable the standard and save their choice Then the module loads the corresponding benchmark data, displays it alongside custom baselines, and applies it to the comparison analytics.
Historical Event Data Comparison
Given the coordinator views the Benchmark Comparison Module When they select a past event and the current event for comparison Then the system retrieves both events’ key metrics, aligns them on an interactive chart, and highlights variances against set benchmarks.
Percentile Ranking Accuracy
Given the module calculates percentile rankings for an event’s performance metrics When the benchmark data and event data are input Then the system correctly computes each metric’s percentile position relative to historical and industry data, matching expected results in test cases.
Visual Indicator Display
Given the performance comparison results are rendered When metrics meet or exceed benchmarks Then green indicators appear; when metrics fall below benchmarks Then red indicators appear; and when metrics are within a configurable threshold Then yellow indicators appear.
Interactive Heatmap Visualization
"As an event coordinator, I want to view a heatmap of attendee satisfaction across the venue so that I can quickly identify and address problem areas in specific locations."
Description

Create an interactive heatmap that displays geographical or exhibit-area satisfaction scores, response densities, and engagement hotspots. The heatmap should support zoom, pan, tooltip details on hover, and dynamic color gradients based on configurable thresholds, enabling coordinators to pinpoint high- and low-performing zones at a glance.

Acceptance Criteria
Zoom and Pan Functionality Scenario
Given the user is viewing the heatmap, when they use zoom controls, then the heatmap zooms in or out smoothly while maintaining accurate data representation AND when the user drags the map, then panning shifts the view accordingly without any visual artifacts or data loss.
Tooltip Information Scenario
Given the user hovers over a heatmap cell, when the hover event is detected, then a tooltip appears within 200ms displaying the zone name, satisfaction score, response count, and last updated timestamp AND the tooltip remains fully visible without obstructing the cursor.
Color Gradient Configuration Scenario
Given the administrator configures custom threshold values, when the heatmap renders, then cells with scores below the low threshold display a red gradient, mid-range scores display a yellow gradient, and high scores display a green gradient AND gradient transitions between thresholds are smooth and distinct.
Real-time Data Update Scenario
Given new survey data is received every minute, when data updates occur, then the heatmap refreshes automatically within 30 seconds without a full page reload AND current zoom and pan settings are preserved during the refresh.
Performance with Large Data Sets Scenario
Given the heatmap contains up to 10,000 data points, when the map is rendered, then initial render time does not exceed 3 seconds AND subsequent user interactions (zoom, pan, hover) respond within 100ms.
Timeline Trend Analysis
"As an event coordinator, I want to analyze satisfaction trends over the course of the event so that I can understand when peaks or dips occurred and correlate them with specific activities."
Description

Implement a timeline view that tracks satisfaction metrics and response rates over time, showcasing daily or hourly trends. Include interactive features such as time-range selectors, data smoothing options, and annotation capabilities for marking key events or interventions during the event lifecycle.

Acceptance Criteria
Daily Trend Visualization
Given the user views the timeline dashboard in daily mode, when the data loads, then satisfaction metrics and response rates must be plotted as daily data points over the selected date range with correct axis labeling and hover tooltips.
Hourly Trend Visualization
Given the user switches to hourly view, when the dashboard updates, then metrics are displayed per hour with clear time stamps, and response rate spikes are accurately reflected in the chart.
Time-Range Selection Usage
Given the user engages the time-range selector, when they define a custom start and end time, then the dashboard refreshes to show metrics only within that specified window and updates the chart axes accordingly.
Data Smoothing Application
Given the user enables smoothing, when the smoothing option is applied, then the trend lines are rendered with a moving average algorithm that reduces noise without altering underlying peak values.
Annotation Creation and Display
Given the user adds an annotation at a specific timestamp, when the annotation is saved, then it appears on the timeline at the correct position with editable text and persists across dashboard reloads.
Custom Alert and Notification System
"As an event coordinator, I want to receive instant alerts when satisfaction drops below a set threshold so that I can take immediate corrective actions."
Description

Build a configurable alert system that sends real-time notifications (email, SMS, or in-app) when defined thresholds or anomalies are detected in satisfaction scores or response rates. Allow coordinators to set multiple alert rules, customize notification channels, and manage alert schedules to ensure timely responses to critical issues.

Acceptance Criteria
Threshold-Based Alert Trigger Scenario
Given a coordinator has configured an alert rule for satisfaction score below 75% When the live satisfaction score drops to 74% Then the system sends notifications via the selected channels (email, SMS, in-app) to all designated recipients within 60 seconds
Multiple Alert Rules Configuration Scenario
Given a coordinator creates three different alert rules for response rate anomalies, satisfaction score changes, and overall event engagement When the coordinator saves these rules Then all rules are listed correctly in the alert management interface and can be toggled on or off independently
Notification Channel Customization Scenario
Given a coordinator navigates to the notification settings When the coordinator selects or deselects email, SMS, and in-app channels for a specific alert rule Then the system updates the channel preferences and sends test messages through the chosen channels successfully
Alert Schedule Management Scenario
Given a coordinator sets an active schedule for an alert rule to only operate Monday through Friday, 8 AM to 6 PM When the system reaches outside the defined schedule Then no notifications are sent and any threshold breaches during inactive hours are queued and dispatched at 8 AM on the next active day
Notification Delivery Reliability Scenario
Given an alert is triggered via any channel When the system attempts to send the notification Then it retries up to three times on failure and logs each attempt, and if all retries fail, marks the alert status as 'Delivery Failed' with an error message in the coordinator’s notification history

RiskScore Insights

Leverages advanced AI to assign each exhibitor a dynamic risk score based on historical compliance data, document status, and booth-specific factors, enabling coordinators to prioritize high-risk vendors and allocate resources more effectively.

Requirements

Data Ingestion Pipeline
"As a data administrator, I want automated aggregation and validation of exhibitor data so that I can ensure the risk score engine has reliable inputs without manual intervention."
Description

Develop a scalable data ingestion pipeline that collects and consolidates historical compliance data, document statuses, and booth-specific parameters from various sources into a central repository. Ensure data normalization, validation, and error handling to maintain data integrity and support accurate risk scoring.

Acceptance Criteria
Ingestion of Historical Compliance Data
Given the pipeline is scheduled to run, when it executes, then 100% of historical compliance records from all configured sources are ingested into the repository within 30 minutes with no missing or duplicated entries.
Real-Time Document Status Updates
Given new or updated document statuses in source systems, when the pipeline runs or receives change events, then the central repository reflects these status updates within 5 minutes, ensuring accuracy and completeness.
Booth Parameter Consolidation
Given multiple data feeds containing booth-specific parameters, when ingestion occurs, then all parameters for each exhibitor are merged into a single, de-duplicated record keyed by exhibitor ID.
Data Normalization and Transformation
Given raw ingested data, when transformation jobs execute, then all date fields use ISO 8601 format, numeric values fall within predefined ranges, and all text fields are trimmed and standardized, with any anomalies logged for review.
Error Handling and Logging
Given malformed or invalid data records encountered during ingestion, when the pipeline processes these records, then errors are captured in a centralized log, the faulty records are rejected, and processing continues for remaining records without interruption.
Dynamic Risk Score Algorithm
"As an event coordinator, I want a customizable risk-scoring algorithm so that I can prioritize exhibitors based on the compliance factors most critical to my event."
Description

Implement an AI-driven algorithm that dynamically calculates a risk score for each exhibitor by weighting historical compliance records, current documentation status, booth characteristics, and other relevant factors. Include adjustable weighting parameters for event coordinators to fine-tune sensitivity based on event type or regulatory requirements.

Acceptance Criteria
Risk Score Computation for New Exhibitors
Given a newly onboarded exhibitor with no prior compliance incidents, When the algorithm runs, Then a risk score between 0 and 100 is calculated reflecting document status, booth parameters, and default weightings.
Adjustable Weight Parameters Interface
Given an event coordinator adjusts weighting parameters for historical compliance and documentation status, When the new weights are saved, Then all subsequent risk score calculations use the updated weight values.
Historical Data Integration Verification
Given an exhibitor with historical compliance records, When the algorithm processes these records, Then the risk score increases proportionally to the number and severity of past compliance incidents.
High-Volume Risk Score Batch Processing
Given a batch of 500 exhibitors, When the batch risk score computation is triggered, Then all 500 scores are processed and stored in the database within 5 seconds.
Accuracy Against Benchmark Dataset
Given a benchmark dataset of exhibitors with manually computed risk scores, When the algorithm calculates scores for the same dataset, Then at least 95% of the algorithm’s scores match the benchmark within a 5-point variance.
Audit Trail Logging for Score Changes
Given any change to an exhibitor’s risk score (due to weight adjustments or data updates), When the change occurs, Then the system logs the previous score, new score, timestamp, and user who triggered the change.
RiskScore Dashboard Integration
"As an event coordinator, I want to view and filter exhibitors by risk score in the dashboard so that I can quickly identify and focus on high-risk vendors."
Description

Integrate the calculated risk scores into Boothly’s unified dashboard, displaying real-time visual indicators, sortable lists, and filter options. Provide drill-down capability to view the underlying factors and compliance history that contributed to each score.

Acceptance Criteria
Viewing Real-Time Risk Scores
Given the coordinator opens the RiskScore Dashboard When the dashboard finishes loading Then each exhibitor row displays the correct risk score value and corresponding color-coded indicator without noticeable delay
Sorting Exhibitors by Risk Score
Given multiple exhibitors with varied risk scores When the coordinator clicks the Risk Score column header Then the exhibitor list is sorted in ascending or descending order by score and the sort direction icon updates accordingly
Filtering Exhibitors by Risk Score Range
Given the coordinator sets a minimum and maximum score in the filter panel When the filter is applied Then only exhibitors with risk scores within the specified range are displayed
Drilling Down into Risk Score Details
Given the coordinator clicks on an exhibitor’s risk score value When the detail pane opens Then it displays the breakdown of risk factors, historical compliance events, and score calculation timeline accurately
Real-Time Score Update on Data Change
Given underlying compliance data or document status is updated When new data is received by the system Then the exhibitor’s risk score on the dashboard updates automatically within five seconds without a manual page refresh
Alert and Notification System
"As an event coordinator, I want to receive alerts when an exhibitor’s risk score exceeds a threshold so that I can take timely action to mitigate potential compliance issues."
Description

Create an automated alert and notification system that triggers email and in-app notifications when an exhibitor's risk score crosses predefined thresholds or when overdue documents elevate risk. Allow coordinators to configure threshold levels and notification channels.

Acceptance Criteria
Risk Score Threshold Exceeded
Given an exhibitor’s risk score rises above the coordinator-configured high-risk threshold, When the system evaluates risk scores hourly, Then an email and in-app notification listing the exhibitor name, risk score, and reason is sent within 5 minutes of threshold crossing.
Overdue Document Uplift
Given an exhibitor has not submitted a required document by its due date, When the system detects overdue status at midnight UTC daily, Then a high-priority notification including document name and due date is sent to the coordinator’s selected channels.
Coordinator Configures Notification Settings
Given a coordinator accesses notification settings in the dashboard, When the coordinator selects risk thresholds (low, medium, high) and preferred notification channels (email, in-app, SMS), Then the system saves the new settings and displays a confirmation message within 3 seconds.
Email Notification Delivery Failure
Given the system attempts to send an alert email, When the SMTP server returns a delivery failure code, Then the system retries up to 3 times at 5-minute intervals and logs the failure if all attempts fail.
In-app Notification Acknowledgement
Given an in-app notification is sent to a coordinator, When the coordinator clicks “Mark as Read” within the notification panel, Then the notification status updates to “Read” and the notification is removed from the unread count.
Audit Trail and Reporting
"As a compliance officer, I want to access and export historical risk score reports so that I can demonstrate due diligence and track risk management performance."
Description

Provide a detailed audit trail that logs each risk score computation, including timestamp, input data snapshot, and algorithm version. Offer exportable reports summarizing risk trends over time for stakeholders and compliance audits.

Acceptance Criteria
Computation Logging
Given a risk score computation is performed, When the computation completes, Then the audit trail logs an entry with the timestamp, exhibitor ID, input data snapshot identifier, and algorithm version.
Audit Trail Export
Given an event coordinator requests an audit trail report, When they select a date range and data format, Then the system generates and allows download of a CSV containing all computation logs within that range.
Algorithm Version Recording
Given a new algorithm version is deployed, When a risk score is computed, Then the audit entry references the correct algorithm version identifier and matches the deployed version.
Risk Trends Report Generation
Given an event coordinator views risk trends, When they generate a report for a specific period, Then the system displays a time-series chart of average risk scores and enables export to PDF.
Input Data Snapshot Integrity
Given a risk score is computed, When reviewing the audit log, Then the stored input data snapshot exactly matches the exhibitor’s compliance data at the time of computation.
Timestamp Accuracy Verification
Given a risk score computation, When reviewing the audit log entry, Then the timestamp is recorded in ISO 8601 UTC format with millisecond precision.

GapGuard Alerts

Continuously monitors exhibitor documentation and submission timelines to detect emerging compliance gaps, sending proactive notifications 14 days before deadlines to organizers and vendors, ensuring timely interventions and minimizing last-minute surprises.

Requirements

Deadline Tracking Engine
"As an event coordinator, I want the system to automatically monitor exhibitor document deadlines so that I can be alerted 14 days in advance of upcoming compliance requirements and avoid last-minute issues."
Description

Implement a service that continuously scans and stores exhibitor document deadlines, identifies those falling within a 14-day threshold, and flags them for alert generation. The engine should integrate with the exhibitor database, support real-time updates when deadlines change, and ensure accuracy by validating due dates against submission status.

Acceptance Criteria
Identifying Document Deadlines Within 14-Day Window
Given the engine has scanned all exhibitor document deadlines, When a document's due date falls within the next 14 days, Then the document is marked as 'pending alert' in the system.
Real-Time Deadline Update Propagation
Given a deadline is updated in the exhibitor database, When the new due date is saved, Then the engine recalculates the 14-day window and updates the document's alert status within 1 minute.
Database Integration for Deadline Retrieval
Given the engine performs its scheduled scan, When it connects to the exhibitor database, Then it retrieves all active document deadlines without errors and logs the total count.
Validation of Submission Status Against Due Dates
Given each document has a submission status in the database, When the engine evaluates deadlines, Then it excludes documents with status 'submitted' and only flags those with status 'pending' or 'awaiting submission'.
Flagging Deadlines for Alert Generation
Given flagged deadlines exist in the system, When the engine processes these flags, Then it generates alert records containing exhibitor ID, document type, and due date for each flagged deadline.
Configurable Alert Notifications
"As an event coordinator, I want to customize notification channels and alert thresholds so that I receive reminders in my preferred format and frequency."
Description

Provide a configuration interface that allows administrators to define alert channels (email, SMS, in-app), customize message templates, and adjust lead times. This requirement ensures organizers can tailor notifications to their workflows and communication preferences, improving engagement and reducing ignored alerts.

Acceptance Criteria
Alert Channel Configuration Scenario
Given an administrator is on the alert settings page, when they select or deselect email, SMS, and in-app options and click Save, then the system persists their selection and displays a success confirmation message.
Message Template Customization Scenario
Given an administrator is editing an alert template, when they update the subject, body, and placeholder variables and save changes, then future alerts use the updated template and include correct dynamic content.
Lead Time Adjustment Scenario
Given an administrator configures the lead time slider or input field to 14 days and saves, when a deadline is 14 days away, then notifications are triggered using the updated lead time across all channels.
Default Configuration Fallback Scenario
Given no custom configurations exist for new events, when the system initializes alert settings, then default channels (email only), templates, and a 7-day lead time are applied automatically.
Notification Delivery Verification Scenario
Given a compliance deadline approaching, when the configured lead time is reached, then the system sends test alerts to designated admin and vendor contacts and logs successful API responses for each channel.
Vendor Alert Sender
"As an exhibitor, I want to receive automated reminders 14 days before document deadlines so that I can submit required paperwork on time."
Description

Build a module that dispatches proactive notifications to vendors 14 days before their document submission deadlines. The module should fetch vendor contact details, apply configured templates, and log delivery status. It must handle retry logic for failed sends and ensure compliance with communication policies.

Acceptance Criteria
Scheduled Alert Trigger
Given a vendor has a document submission deadline exactly 14 days away, when the daily alert job executes, then the system schedules a notification for that vendor for the current date.
Template Personalization
Given vendor contact details and the configured alert template, when generating the notification, then the content includes the vendor’s full name, document type required, and the exact deadline date.
Delivery Status Logging
Given the notification dispatch attempt, when the system sends the alert, then it logs the delivery status as 'Success' or 'Failure' with a timestamp and message ID in the alerts database.
Retry Logic Execution
Given a failed notification send attempt, when the initial send returns an error, then the system retries up to three times at 10-minute intervals and logs each retry attempt and its outcome.
Compliance Policy Enforcement
Given the assembled notification content, when validating against communication policies, then the message fails to send if it lacks required opt-out links or contains prohibited language and logs a policy violation error.
Alert Dashboard Integration
"As an event coordinator, I want to see all upcoming compliance alerts in my dashboard so that I can quickly assess the status and take action."
Description

Integrate upcoming and sent alerts into the unified exhibitor management dashboard, displaying a timeline of notifications, acknowledgement statuses, and remaining days until deadlines. This enhances visibility, allowing coordinators to quickly assess at-risk exhibitors and intervene proactively.

Acceptance Criteria
Upcoming Alerts Display
Given the organizer accesses the unified dashboard, when they navigate to the ‘Alerts Overview’ widget, then all upcoming alerts scheduled within the next 14 days are displayed in chronological order with exhibitor name, alert type, and scheduled date.
Sent Alerts Timeline
Given the organizer views the alert history, when they select the ‘Sent Alerts’ tab, then a timeline of all previously sent alerts for the selected event is shown, including dates sent, recipients, and delivery status.
Acknowledgement Status Update
Given a vendor receives an alert, when the vendor acknowledges the notification, then the dashboard’s acknowledgement column updates to ‘Acknowledged’ within 5 seconds and records the timestamp of acknowledgement.
Deadline Countdown Visibility
Given alerts with upcoming deadlines are present, when the dashboard loads, then each alert displays a countdown showing remaining days until the deadline, updating in real time at midnight UTC.
Alert Filtering and Sorting
Given multiple alerts are displayed, when the organizer applies filters by exhibitor, alert status, or date range, then the dashboard only shows alerts matching the criteria and allows sorting by any column in ascending or descending order.
Escalation Workflow
"As an event coordinator, I want automated escalation of alerts to secondary contacts if initial notifications are not acknowledged so that critical deadlines are not missed."
Description

Design an escalation mechanism that triggers secondary alerts to both coordinators and backup contacts if no acknowledgement is received five days before a deadline. The workflow should allow configurable escalation paths and ensure critical deadlines are not overlooked.

Acceptance Criteria
Initial Alert Acknowledgement
Given an initial compliance alert is sent 14 days before the deadline, when the exhibitor acknowledges receipt within five days, then no escalation notification is sent to backup contacts.
Escalation to Backup Contact
Given no acknowledgement is received by five days before the deadline, when the escalation workflow triggers, then secondary alerts are sent simultaneously to both the primary coordinator and all configured backup contacts via email and SMS.
Configurable Escalation Paths
Given the event coordinator configures multiple escalation paths in the system settings, when an escalation is triggered, then alerts follow the user-defined sequence and contact methods exactly as configured.
Escalation Failure Handling
Given delivery failures occur to both primary and backup contacts, when retry attempts exceed the configured limit, then the system logs the failure, updates the escalation status to 'Failed,' and notifies the system administrator.
Audit Trail Verification
Given one or more escalation events have occurred, when the coordinator reviews the audit log, then each event entry displays a timestamp, recipient list, delivery status, and acknowledgment status in chronological order.

SmartRemedy Recommendations

Provides tailored, step-by-step guidance for resolving flagged compliance issues—such as missing permits or incomplete insurance—complete with links to required forms and automated email templates, reducing resolution time by up to 40%.

Requirements

Real-time Issue Analysis Engine
"As an event coordinator, I want the system to automatically detect and prioritize compliance issues so that I can address the most critical problems before deadlines."
Description

Automatically analyze incoming vendor compliance data in real time to detect missing permits, incomplete insurance, or other document gaps. The engine assigns severity levels to each issue and integrates with the onboarding and document repository modules to cross-check submissions. Upon detection, it triggers the SmartRemedy Recommendations workflow, ensuring event coordinators receive immediate alerts and can act before deadlines.

Acceptance Criteria
Missing Permit Alert Trigger
Given a vendor submission missing a required permit when the real-time engine processes the submission then the issue is flagged with severity "High" and the SmartRemedy Recommendations workflow is automatically triggered with a direct link to the required permit form
Incomplete Insurance Coverage Detection
Given a vendor submission with insurance coverage below the minimum required threshold when processed by the engine then the system logs an "Incomplete Insurance" issue with severity "Medium" and sends an automated email template with guidance to the vendor
Document Repository Cross-Check Validation
Given newly uploaded vendor documents when the real-time engine cross-checks submissions against the document repository metadata then duplicate or outdated files are ignored and only missing or non-compliant documents are flagged
Instant Compliance Alert Notification
Given a detected compliance issue when the engine assigns a severity level then an alert is delivered to the event coordinator’s dashboard within 5 seconds and the alert timestamp is recorded in the system log
SmartRemedy Recommendations Launch
Given a flagged compliance issue when the SmartRemedy workflow initiates then detailed step-by-step resolution guidance, including relevant form links and an email template, is displayed and available to send with a single click
Step-by-Step Resolution Workflow
"As an event coordinator, I want a guided workflow that walks me through resolving each compliance issue so that I can ensure nothing is overlooked and resolution times are minimized."
Description

Provide a guided, sequential workflow for resolving flagged compliance issues. Each step includes detailed instructions, target deadlines, direct links to required forms, and progress tracking. This workflow integrates with task assignments to vendors and internal staff, ensuring clear accountability and visibility on the unified dashboard.

Acceptance Criteria
Vendor Missing Insurance Resolution
Given a vendor flagged for missing insurance, when the coordinator initiates the resolution workflow, then the system displays step-by-step instructions, including required form links, a target deadline, and a task assignment to the vendor.
Incomplete Permit Application Guidance
Given a vendor has submitted an incomplete permit application, when the vendor opens the recommendation, then the system highlights missing fields, provides direct links to the permit form, sets a reminder deadline, and logs the action in the compliance dashboard.
Overdue Document Reminder Workflow
Given a document deadline is overdue by 3 days, when the system triggers automated reminders, then the vendor receives an email template with guidance, the task status updates to ‘Overdue’, and an alert appears on the coordinator’s dashboard.
Progress Tracking and Accountability Assignment
Given multiple steps in the resolution workflow are in progress, when tasks are assigned to vendors or staff, then each step’s status is tracked in real time on the unified dashboard, showing assignee, progress percentage, and upcoming deadlines.
Automated Email Template Dispatch
Given a new compliance issue is flagged, when the workflow is initiated, then the system automatically generates and sends a tailored email using the appropriate template and records the timestamp of dispatch in the task history.
Template-Driven Email Notifications
"As an event coordinator, I want to send pre-populated emails to vendors regarding their compliance issues so that communication is quick and consistent."
Description

Implement a library of customizable email templates pre-filled with issue details, recommended actions, and form links. Coordinators can send one-click notifications or edit templates before dispatch. Emails are automatically triggered by status changes in the resolution workflow and logged in the communication history for audit and follow-up.

Acceptance Criteria
One-Click Email Dispatch with Pre-Filled Template
Given a flagged compliance issue and its associated template, when the coordinator clicks the “Send” button, then an email is sent to the vendor’s address within 5 seconds containing the issue details, recommended actions, and direct links to required forms.
Editable Email Before Sending
Given a pre-filled email draft, when the coordinator opens the template editor and modifies any field (subject, body text, or links), then the updated content appears in the outgoing email without altering the original library template.
Automated Email Trigger on Status Change
Given a change in an issue’s resolution status (e.g., from “Pending” to “Action Required”), when the status update is saved, then the system automatically selects the corresponding email template and dispatches the notification within 10 seconds.
Audit Trail Logging of Sent Emails
Given any email sent through the system, when the email is successfully dispatched, then the communication history logs an entry with timestamp, sender, recipient, template ID, and issue reference for audit purposes.
Form Link Inclusion Verification
Given a selected email template, when a test email is previewed or sent, then each form link within the email must resolve to the correct URL and open in a new browser tab.
Centralized Resource Library Integration
"As a vendor, I want quick access to the exact forms and guidelines I need so that I can submit accurate compliance documents without searching externally."
Description

Integrate a centralized resource library storing all required permit forms, insurance templates, regulatory guidelines, and vendor instructions. SmartRemedy Recommendations pulls direct links to relevant resources based on the specific compliance issue. The library supports version control and tagging for easy retrieval and ensures coordinators and vendors access up-to-date documents.

Acceptance Criteria
Vendor Compliance Permit Retrieval
Given a vendor has a missing permit flagged in SmartRemedy, when the coordinator clicks the provided permit link, then the system redirects to the correct permit form in the library matching the permit type and vendor region.
Resource Version Control Validation
Given multiple versions of a document exist in the resource library, when a coordinator accesses the document, then the system retrieves and displays the latest version number and publication date, and ensures previous versions remain accessible for audit.
Tag-Based Resource Filtering
Given the resource library supports tagging, when a user selects a tag filter (e.g., 'insurance' or 'regulatory guideline'), then only resources associated with the selected tag are displayed in the results.
Automated Link Generation in SmartRemedy
Given SmartRemedy identifies a specific compliance issue, when generating recommendations, then the system automatically includes a direct URL link to the corresponding resource in the centralized library via API integration, and the link opens the document in a new browser tab.
Resource Search Accuracy
Given a user enters a keyword or phrase into the library search bar, when the search is executed, then resources containing the keyword in their title, description, or tags are returned and sorted by relevance.
Resolution Time Analytics Dashboard
"As an event coordinator, I want to view analytics on how quickly compliance issues are resolved so that I can improve processes for future events."
Description

Develop an analytics dashboard tracking key metrics such as average compliance resolution time, vendor responsiveness rates, and workflow bottlenecks. Provide data visualizations and trend analysis to help coordinators identify inefficiencies, monitor SLA compliance, and optimize processes for future events.

Acceptance Criteria
Loading the Analytics Dashboard
Given the event coordinator navigates to the Resolution Time Analytics Dashboard, when the dashboard initializes, then the initial load completes within 3 seconds and all widgets render correctly without errors.
Average Resolution Time Calculation
Given resolution time data for all flagged compliance issues is available, when the coordinator selects an event and date range, then the system calculates the average resolution time as the sum of individual issue resolution durations divided by the number of issues and displays the result with an accuracy of ±1%.
Vendor Responsiveness Rate Display
Given vendor response timestamps and issue assignment data are loaded, when the coordinator filters by event and SLA parameters, then the dashboard shows vendor responsiveness rate as the percentage of issues with first vendor response within SLA, and the value matches manual calculation.
Highlighting Workflow Bottlenecks
Given workflow step completion times are recorded for each issue, when the coordinator views the bottlenecks panel, then the dashboard identifies any step where more than 20% of issues exceed expected duration, lists the top three slowest steps, and provides total delayed issue counts for each.
Trend Analysis Visualization
Given historical compliance resolution data across past events is available, when the coordinator switches to trend view, then the dashboard displays a time series chart of SLA compliance percentage per event, allows hovering to reveal exact values, and supports clicking on data points to drill down into detailed metrics.

RiskMap Dashboard

Presents a visual heatmap of compliance risk across all exhibitors, color-coded by urgency and cluster, allowing organizers to instantly identify hotspots and track remediation progress through an intuitive, interactive interface.

Requirements

Data Aggregation Module
"As an event organizer, I want consolidated compliance data for all exhibitors so that I can assess overall risk quickly."
Description

Implement a backend service that consolidates compliance data from multiple sources (document submissions, deadlines, vendor profiles) into a unified dataset. This module will calculate risk scores based on predefined criteria, normalize metrics across exhibitor clusters, and prepare data for visualization. It ensures accurate, up-to-date information for the RiskMap Dashboard and supports efficient querying and filtering operations.

Acceptance Criteria
Data Ingestion from Document Submissions
Given a new document submission from an exhibitor, when the ingestion process runs, then the document metadata (including exhibitor ID, document type, and submission timestamp) is stored in the unified dataset within 5 minutes with 100% field completeness.
Risk Score Calculation Accuracy
Given exhibitor document, deadline, and profile data, when the risk calculation module processes the data, then the calculated risk score must match the predefined formula within a variance of ±0.01 for all tested records.
Normalization Across Exhibitor Clusters
Given exhibitors assigned to different clusters with varying compliance metrics, when the normalization process runs, then each cluster’s metrics are scaled between 0 and 1 and stored correctly in the dataset.
Real-time Data Update for Dashboard Querying
Given a dashboard API request, when data aggregation has completed within the last 2 minutes, then the API response must return the latest unified dataset reflecting all new submissions and updates.
Error Handling for Data Source Failures
Given a failure in one of the data sources during aggregation, when the module attempts consolidation, then the system must log the error, retry up to 3 times, and continue processing other sources without terminating the service.
Heatmap Visualization Engine
"As an event organizer, I want a visual heatmap showing compliance risk across exhibitors so that I can identify hotspots at a glance."
Description

Develop a dynamic front-end component that renders a color-coded heatmap representing exhibitor risk scores. The engine will support panning, zooming, and responsive adjustment for varying screen sizes. It will cluster exhibitors by risk level and booth groupings, applying a gradient palette to highlight urgency. The visualization will update seamlessly when underlying data changes, providing an immediate risk overview.

Acceptance Criteria
Initial Heatmap Rendering
Given the dashboard is accessed with valid exhibitor risk data loaded, when the heatmap component initializes, then the heatmap must render all exhibitor clusters color-coded by risk level within 2 seconds and display a legend indicating risk thresholds.
Interactive Zoom and Pan
Given the heatmap is displayed, when the user performs zoom or pan actions (mouse scroll or touch gestures), then the map must smoothly zoom or pan to the focus area within 200 ms without visual artifacts.
Responsive Display
Given the application is viewed on devices with varying screen sizes (mobile, tablet, desktop), when the viewport changes size or orientation, then the heatmap layout, clusters, and controls must adjust responsively to maintain readability and functionality.
Real-time Data Synchronization
Given underlying exhibitor risk data is updated on the server, when the frontend receives new data via WebSocket or API polling, then the heatmap must update dynamically within 1 second, reflecting any changes in risk scores or cluster status without requiring a page reload.
Cluster Aggregation Accuracy
Given multiple exhibitors share similar risk scores and booth groupings, when clustering thresholds are applied, then exhibitors should be grouped accurately into clusters, and cluster markers must display the correct count and average risk score.
Interactive Tooltip & Drill-Down
"As an event organizer, I want to hover over a risk cell to see details and click to drill down so that I can quickly access more information and take actions."
Description

Enhance the heatmap with interactive tooltips that display exhibitor details (name, booth number, risk score, missing items) on hover. Enable click-through functionality to open a detailed exhibitor compliance profile in a side panel or modal. This requirement supports rapid investigation and remediation by linking high-risk indicators directly to actionable information.

Acceptance Criteria
Tooltip Display on Heatmap Hover
Given the organizer hovers over a heatmap cell representing an exhibitor risk cluster When the hover state is active Then a tooltip appears adjacent to the cursor containing the exhibitor's name, booth number, risk score, and missing items list within 0.5 seconds
Tooltip Data Accuracy
Given the tooltip is visible for an exhibitor When the exhibitor record is updated in the system Then the tooltip content dynamically reflects the latest exhibitor details without stale data
Drill-Down Activation on Tooltip Click
Given the tooltip is displayed When the organizer clicks on the exhibitor name or drill-down icon within the tooltip Then a side panel opens displaying the detailed compliance profile for that exhibitor
Exhibitor Profile Side Panel Display
Given the side panel is open When the exhibitor compliance profile loads Then it presents the exhibitor's full compliance history, submission statuses, upcoming deadlines, and primary contact information
Side Panel Performance and Responsiveness
Given the organizer triggers the drill-down When the click event occurs Then the side panel fully renders and becomes interactive within 2 seconds
Real-Time Data Sync
"As an event organizer, I want the heatmap to update in real time when exhibitors submit documents so that I'm always viewing the latest compliance status."
Description

Implement a synchronization mechanism that updates the heatmap in real time, either via WebSocket, SSE, or scheduled polling. Ensure that any changes to exhibitor compliance status—such as document uploads or deadline breaches—are reflected within minutes. This feature maintains data freshness and allows organizers to monitor remediation progress without manual refreshes.

Acceptance Criteria
Document Upload Updates RiskMap
Given an exhibitor uploads a required document, when the document status changes to 'Submitted', then the corresponding heatmap cell must update color to 'Low Risk' within 2 minutes.
Deadline Breach Immediately Reflects
Given an exhibitor misses a compliance deadline, when the system records a breach event, then the exhibitor’s heatmap cell must change to 'High Risk' within 2 minutes.
Bulk Data Change Synchronization
Given an administrator performs a bulk status update for multiple exhibitors, when the update completes, then all affected heatmap cells must reflect the new statuses within 5 minutes.
WebSocket Disconnection Recovery
Given a WebSocket connection interruption occurs, when the connection is reestablished, then all missed compliance updates during downtime must apply and the heatmap display must match the latest data within 3 minutes of reconnection.
Polling Interval Data Freshness
Given the system is configured to use scheduled polling, when polling runs at the configured interval (e.g., every 60 seconds), then any new or changed exhibitor compliance data must appear on the heatmap before the next polling cycle completes.
Cluster Filtering & Grouping Controls
"As an event organizer, I want to filter and group exhibitors within the heatmap by cluster criteria so that I can focus on specific segments as needed."
Description

Create UI controls that allow organizers to filter the heatmap by exhibitor clusters such as region, booth size, or payment tier. Include options to sort by risk score, alphabetical order, or compliance progress. This will help organizers focus on specific subsets of exhibitors and tailor their remediation efforts effectively.

Acceptance Criteria
Filter Heatmap by Region
Given the RiskMap Dashboard is displayed with all exhibitor clusters, when the organizer selects the “Region” filter and chooses “North America,” then only clusters containing exhibitors in North America are shown on the heatmap and all others are hidden.
Filter Heatmap by Booth Size
Given the RiskMap Dashboard is displayed, when the organizer selects the “Booth Size” filter and chooses “Large,” then only clusters of exhibitors with large booths are displayed on the heatmap and clusters of other sizes are hidden.
Filter Heatmap by Payment Tier
Given the RiskMap Dashboard is displayed, when the organizer selects the “Payment Tier” filter and chooses “Gold,” then only clusters of exhibitors in the Gold tier are displayed on the heatmap and all other tiers are hidden.
Sort Exhibitor Clusters by Risk Score
Given multiple clusters are displayed on the RiskMap Dashboard, when the organizer selects the “Sort by Risk Score” option, then clusters are reordered in descending order based on their average compliance risk score, with the highest-risk clusters appearing first.
Sort Exhibitor Clusters Alphabetically
Given clusters are displayed on the RiskMap Dashboard, when the organizer selects the “Sort A–Z” option, then clusters are reordered alphabetically by cluster name from A to Z.
Sort Exhibitor Clusters by Compliance Progress
Given clusters are displayed on the RiskMap Dashboard, when the organizer selects the “Sort by Compliance Progress” option, then clusters are reordered from lowest to highest compliance completion percentage, prioritizing clusters with the least progress.
Notifications & Alert Integration
"As an event organizer, I want to receive alerts when compliance risk crosses a threshold so that I can intervene before deadlines."
Description

Integrate an alert system that triggers notifications (email, SMS, in-app) when risk scores exceed defined thresholds or when clusters reach critical levels. Provide configuration options for threshold values, frequency, and notification channels. This ensures organizers are immediately informed of emerging compliance issues and can intervene proactively.

Acceptance Criteria
High Risk Score Threshold Exceeded
Given an exhibitor’s risk score surpasses the configured threshold; When the system’s hourly risk evaluation detects this breach; Then notifications are sent via all organizer-selected channels (email, SMS, in-app) within 5 minutes of detection.
Cluster Critical Level Alert Configuration
Given a risk cluster’s average score reaches or exceeds the organizer-defined critical level; When cluster evaluation runs; Then the system dispatches a cluster-level alert immediately to the configured channels and logs the alert event.
Notification Frequency Adjustment
Given the organizer sets notifications to a daily summary at a specified time; When risk scores change throughout the day; Then the system compiles all changes and sends one consolidated summary notification precisely at the scheduled time.
Channel-Specific Notification Delivery
Given the organizer enables only SMS for urgent alerts and disables email; When a risk threshold is breached; Then the system sends alerts exclusively via SMS and does not send any email notifications.
In-App Alert Display on Dashboard
Given in-app alerts are enabled; When a risk score exceeds a threshold; Then a real-time alert banner appears on the RiskMap Dashboard with a link directing to the detailed risk report.
Notification Retry on Delivery Failure
Given a notification attempt fails due to delivery error; When the system detects the failure; Then it retries delivery up to 3 times with exponential backoff intervals and logs each retry attempt.

ScenarioSim Planner

Enables coordinators to simulate ‘what-if’ scenarios—like shifting deadlines or adding new documentation requirements—to assess potential compliance impacts and adjust event workflows proactively, improving planning agility and reducing unanticipated risks.

Requirements

Scenario Definition Interface
"As an event coordinator, I want to define custom planning scenarios with adjustable deadlines and documentation requirements so that I can proactively explore different event configurations and prepare for potential risks."
Description

A dynamic user interface that enables event coordinators to create and customize ‘what-if’ scenarios by adjusting parameters such as shifting deadlines, adding or removing documentation requirements, and modifying compliance rules. It integrates seamlessly with the existing Boothly dashboard to pull in baseline event schedules and vendor data, providing real-time validation of inputs and ensuring accurate scenario setups. This requirement enhances planning agility by giving coordinators a centralized, intuitive tool for experimenting with different event variables and immediately understanding their implications.

Acceptance Criteria
Shift Compliance Deadline
Given the coordinator opens the scenario interface, When they adjust a vendor’s compliance deadline to a new future date, Then the system updates the deadline in the preview schedule, enforces date constraints (no past dates), and displays a confirmation message within two seconds.
Add New Documentation Requirement
Given the coordinator selects 'Add Requirement', When they input a document name and select associated vendors, Then the system saves the requirement, displays it in the scenario summary, and automatically includes it in affected vendor checklists.
Remove Documentation Requirement
Given the coordinator views existing requirements in a scenario, When they remove a requirement, Then the system deletes it from the scenario summary, updates impacted vendor tasks, and displays an undo option for five seconds.
Modify Compliance Rule Parameters
Given the coordinator edits compliance rules (e.g., minimum file size, file type), When they change a rule value and save, Then the system validates the input against predefined rule limits, applies changes to the scenario, and highlights any rule conflicts.
Baseline Data Integration
Given the interface loads, When the coordinator initiates a new scenario, Then the system pulls baseline event schedules and vendor data from the Boothly dashboard within three seconds and indicates any data sync errors.
Impact Visualization Chart
"As an event coordinator, I want to see visual representations of projected compliance impacts under different scenarios so that I can easily identify and address potential bottlenecks."
Description

An interactive visualization component that graphically displays the projected compliance impacts for each scenario, illustrating how deadline shifts or new document requirements affect vendor compliance rates, completion timelines, and risk levels. This feature leverages Boothly’s compliance tracking data to generate charts and heatmaps, allowing coordinators to quickly identify high-risk areas and make data-driven decisions. The integration ensures consistent data flow and real-time updates as scenarios are adjusted.

Acceptance Criteria
Deadline Shift Compliance Impact
Given a coordinator adjusts a vendor’s deadline by a specified number of days When the Impact Visualization Chart is rendered Then the chart displays the updated projected compliance rate within ±2% accuracy and updates color-coded risk levels accordingly
New Document Requirement Effect
Given a coordinator adds a new document requirement When the scenario simulation is executed Then the chart reflects changes by displaying updated vendor completion timelines, percentage increase in overdue tasks, and highlights newly elevated risk zones
Real-Time Data Update Reflection
Given underlying compliance tracking data is modified When simulation parameters are adjusted Then the Impact Visualization Chart refreshes within 3 seconds to display the latest vendor compliance metrics and heatmap risk distribution
High-Risk Area Heatmap Insight
Given the heatmap displays vendor risk levels When a coordinator sets a risk threshold Then all areas exceeding the threshold are highlighted distinctly and listed in descending order of risk severity
Multi-Scenario Comparison Visualization
Given multiple what-if scenarios are selected When the user toggles between scenarios Then the chart displays side-by-side comparison of compliance rates with a clear legend and no overlapping data points
Automated Workflow Adjustment
"As an event coordinator, I want approved scenario changes to automatically update vendor workflows and reminders so that I don’t have to manually reconfigure tasks and notifications."
Description

A backend automation engine that, upon approval of a selected scenario, automatically propagates changes across the event workflow—updating vendor notifications, generating new document request schedules, and adjusting reminder triggers. It ensures consistency by synchronizing with Boothly’s notification system and task management modules, reducing manual effort and ensuring all stakeholders are informed of the revised plan.

Acceptance Criteria
Deadline Shift Propagation
Given an approved scenario shifting a vendor submission deadline from Date A to Date B, When the automation engine executes, Then the vendor’s task deadline is updated to Date B across all workflow modules.
Vendor Notification Dispatch
Given an automated workflow adjustment approval, When the system applies the changes, Then all affected vendors receive email notifications reflecting the updated deadlines within 5 minutes.
Document Request Rescheduling
Given a scenario that adds new documentation requirements, When the workflow is adjusted, Then the document request schedule is generated and appears in the task module with correct due dates.
Reminder Trigger Adjustment
Given an updated workflow timeline, When reminders are scheduled, Then the system triggers notifications at the newly configured intervals before each deadline.
System Synchronization Verification
Given completion of the automated update, When changes propagate, Then the notification system, task manager, and compliance tracker reflect identical workflow states within 2 minutes.
Scenario Comparison Table
"As an event coordinator, I want to compare different planning scenarios in a single view so that I can quickly determine which option best balances compliance and operational efficiency."
Description

A comprehensive comparison table that lists multiple saved scenarios side-by-side, detailing key parameters such as deadline shifts, added requirements, projected compliance rates, and estimated risk levels. Coordinators can sort and filter scenarios by criteria, facilitating rapid evaluation of trade-offs. The comparison tool integrates with Boothly’s scenario repository, allowing for easy retrieval and analysis of past and current scenario data.

Acceptance Criteria
Display Multiple Saved Scenarios Side-by-Side
Given the organizer selects at least two saved scenarios, when the comparison table is opened, then the table displays each selected scenario as a separate column showing its name.
Sorting and Filtering of Scenarios
Given scenarios are displayed in the comparison table, when the organizer applies a sort on a column or sets filter criteria, then the table updates to reflect the sorted or filtered results within 2 seconds.
Integration with Scenario Repository for Data Retrieval
Given the organizer has saved scenarios in the repository, when the comparison table loads, then it retrieves and displays the most recent data for each scenario from the repository with no data older than 5 seconds.
Accurate Display of Scenario Parameters
Given scenarios are loaded into the table, when the table renders, then each column displays accurate values for deadline shifts, added requirements, projected compliance rates, and estimated risk levels matching the source data.
Performance of Comparison Table Operations
Given scenarios are being compared, when the organizer performs operations like sorting, filtering, or switching scenarios, then the table responds within 2 seconds and does not exceed 500ms of server processing time per operation.
Scenario Versioning and History
"As an event coordinator, I want to track and revert changes made to planning scenarios so that I can maintain an accurate record of decision-making and restore earlier configurations if needed."
Description

A version control system for scenarios that tracks changes over time, capturing metadata such as author, timestamp, and change description. Coordinators can view the history of modifications, revert to previous versions, and archive outdated scenarios. This requirement ensures accountability and traceability, integrating with Boothly’s audit log to maintain a secure record of all scenario-related activities.

Acceptance Criteria
Save New Scenario Version
Given a coordinator has edited an existing scenario When they click 'Save as new version' Then the system creates a new version entry with a unique version number, the current timestamp, the coordinator’s user ID, and the provided change description.
View Scenario History
Given a coordinator is on a scenario detail page When they select 'Version History' Then the system displays a chronological list of all versions showing version numbers, authors, timestamps, and change descriptions.
Revert to Previous Version
Given a coordinator is viewing the version history When they select an older version and click 'Revert' Then the system restores the scenario to the selected version, sets it as the latest version, and logs the reversion action with a new timestamp and user ID.
Archive Scenario Version
Given a coordinator identifies a scenario version as obsolete When they choose 'Archive version' Then the system marks the version as archived, removes it from active version lists but retains it in the history for audit purposes.
Audit Log Integration
Given any scenario version operation (create, update, revert, archive) When the action is completed Then the system records an entry in the global audit log with operation type, scenario ID, version ID, user ID, and timestamp.

AutoResolver Workflows

Automatically initiates predefined remediation workflows when risk thresholds are breached, assigning tasks to the right team members, sending follow-up reminders, and tracking issue closure in real time to guarantee compliance issues are addressed before show day.

Requirements

Threshold Breach Detection
"As an event coordinator, I want the system to detect when exhibitor compliance metrics exceed risk thresholds so that remediation workflows are triggered automatically and I can address issues before they escalate."
Description

Continuously monitor exhibitor compliance metrics—such as missing documents, unmet deadlines, or failed inspections—against predefined risk thresholds. When any threshold is breached, the system automatically triggers the corresponding remediation workflow without manual intervention. This capability ensures early detection of compliance risks, reduces administrative overhead, and integrates seamlessly with Boothly’s unified dashboard to deliver real-time alerts and maintain data consistency across modules.

Acceptance Criteria
Missing Document Threshold Breach
Given an exhibitor’s count of missing required documents reaches or exceeds the predefined threshold, When the system’s compliance monitor runs, Then the AutoResolver workflow for missing documents is initiated automatically and a task is assigned to the documentation team, And an alert is displayed on the dashboard within 5 seconds.
Deadline Missed Threshold Breach
Given an exhibitor has one or more missed deadlines beyond the configured grace period, When the threshold detection service checks deadlines, Then the corresponding remediation workflow is triggered without manual input and an email reminder is sent to the exhibitor manager, And the dashboard shows the breach status updated in real time.
Failed Inspection Threshold Breach
Given an exhibitor inspection failure count exceeds the allowable limit, When the inspection results feed updates the compliance module, Then the AutoResolver workflow for failed inspections is automatically activated and corrective tasks are assigned to the safety team, And a notification is logged in the audit history with timestamp.
Concurrent Metric Threshold Breach
Given an exhibitor concurrently breaches two or more different risk thresholds (e.g., missing documents and failed inspections), When the monitoring engine detects multiple breaches, Then separate remediation workflows for each breach type are triggered independently without conflict and tasks are allocated to the respective teams, And the dashboard aggregates both breach alerts accurately.
Real-Time Alert Consistency
Given any threshold breach occurs, When the AutoResolver workflow is triggered, Then the system must update the unified dashboard, exhibitor profile, and notification center with the breach alert within 3 seconds, And ensure data consistency across all modules with no latency discrepancies.
Remediation Workflow Designer
"As a compliance manager, I want to design and customize remediation workflows through an intuitive interface so that I can tailor processes to our event’s specific requirements without developer support."
Description

Provide an intuitive, drag-and-drop interface for administrators to configure and customize remediation workflows. Users can define trigger conditions, set task sequences, assign roles, and map escalation paths. The designer integrates with Boothly’s onboarding, document collection, and compliance modules to ensure workflows align with existing processes, enhancing flexibility, reducing configuration errors, and speeding rollout of new remediation actions.

Acceptance Criteria
Trigger Condition Configuration
Given an administrator defines a trigger condition in the Remediation Workflow Designer, When they save the workflow, Then the system persists the condition and automatically initiates the workflow when the specified threshold is breached.
Task Sequence Setup
Given a saved remediation workflow, When an administrator arranges and sequences tasks using drag-and-drop, Then the system enforces and executes tasks in the defined order during runtime.
Role Assignment and Escalation Mapping
Given a configured remediation workflow, When roles are assigned to tasks and escalation paths are mapped, Then the system routes assigned tasks and escalation notifications to the correct users according to the defined schedule.
Integration with Compliance Module
Given an active remediation workflow with compliance-based triggers, When compliance thresholds are breached in Boothly’s dashboard, Then the system automatically triggers the corresponding workflow and logs the initiation event in the compliance module.
Workflow Preview and Validation
Given a newly designed remediation workflow, When an administrator selects 'Preview Workflow', Then the system displays a visual simulation of the task flow, role assignments, and escalation triggers, and flags any configuration errors.
Dynamic Task Assignment
"As a team lead, I want tasks to be automatically assigned to the right team members based on their role and workload so that issues are addressed promptly without manual coordination."
Description

Implement task routing logic that automatically assigns remediation tasks to the appropriate team members based on their roles, expertise, and current workload. The module integrates with user profiles, team hierarchies, and availability data, ensuring balanced workloads and clear accountability. Automated assignment accelerates response times, reduces manual coordination, and provides an audit trail of ownership changes.

Acceptance Criteria
Role-based Task Allocation
Given a remediation task is triggered by a breached risk threshold, when assigning tasks, then the system selects a team member with the matching role and expertise whose current workload is below 80%.
Workload-based Balancing
Given multiple qualified team members are available, when distributing tasks concurrently, then the system balances assignments so no team member exceeds five active tasks at any time.
Expertise Matching
Given tasks are tagged with required expertise areas, when evaluating user profiles, then the system assigns the task only to users whose expertise tags include all required skills.
Availability and Scheduling
Given team members have defined availabilities, when scheduling new tasks, then the system assigns tasks only within each user's available working hours and avoids schedule conflicts.
Audit Trail of Assignments
Given any task assignment or reassignment occurs, when the system processes the change, then it logs the event with timestamp, previous assignee, new assignee, and reason for reassignment.
Automated Follow-Up Reminders
"As an event coordinator, I want automated reminders for outstanding remediation tasks so that I can ensure issues are resolved on time without manual tracking."
Description

Schedule and dispatch follow-up notifications for pending remediation tasks at configurable intervals. The feature supports multi-channel delivery—email, in-app notifications, and SMS—and escalation rules that increase reminder frequency or escalate to supervisors as deadlines approach. This ensures tasks remain visible, driving timely resolution and preventing compliance issues from being overlooked.

Acceptance Criteria
Escalating email reminders for overdue remediation tasks
Given a remediation task is overdue by the configured email interval When the scheduled email reminder is triggered Then an email is sent to the assigned user and the event is logged in the system
Initial in-app notification for pending remediation tasks
Given a remediation task remains pending for the configured in-app interval When the in-app notification schedule is reached Then the user receives a notification in the dashboard notifications panel and the read status is tracked
SMS notifications for high-priority pending tasks
Given a high-priority remediation task is pending and meets the configured SMS interval When the SMS reminder schedule is triggered Then the system sends an SMS to the user’s registered mobile number and records delivery confirmation
Supervisor escalation after repeated reminders
Given a remediation task remains unaddressed after three reminders When the escalation threshold is met Then the supervisor receives an email notification and the task status is updated to 'escalated' in the dashboard
Configurable reminder interval setting
Given the administrator updates the reminder interval configuration When the new settings are saved Then all subsequent reminders follow the updated schedule without requiring a system restart
Real-Time Compliance Dashboard
"As an event coordinator, I want a real-time dashboard showing remediation workflow statuses and compliance health so that I can monitor progress and intervene proactively."
Description

Offer a live dashboard displaying active remediation workflows, individual task statuses, upcoming deadlines, and overall compliance health metrics. The dashboard includes filters, drill-down capabilities, and trend analytics to help coordinators monitor progress and identify bottlenecks. Real-time updates ensure stakeholders have up-to-date visibility, enabling proactive interventions and data-driven decision making.

Acceptance Criteria
Live Dashboard Refresh on Task Status Change
Given an active remediation workflow where a task status changes, When the status updates (e.g., from “Pending” to “Completed”), Then the dashboard refreshes within 2 seconds and displays the new status accurately.
Filtering and Drill-Down to Individual Tasks
Given the real-time compliance dashboard, When the user applies a filter by team member, risk level, or deadline range, Then only matching tasks appear and selecting a task opens its detailed view with full history and remediation steps.
Visualization of Compliance Health Metrics Over Time
Given 30 days of compliance data, When the user navigates to the trend analytics view, Then a line chart displays daily compliance health scores with interactive tooltips showing exact metric values for each date.
Upcoming Deadline Alert Timeline Display
Given tasks with deadlines within the next 7 days, When the user views the dashboard timeline widget, Then tasks are listed chronologically with color-coded urgency indicators (green for >5 days, yellow for 3–5 days, red for <3 days).
Task Assignment and Reminder Audit Trail
Given a remediation workflow assigned to a team member with follow-up reminders, When reminders are sent or a task status changes due to missed deadlines, Then the dashboard audit trail logs timestamps for assignment, each reminder sent, and any status updates in real time.

Cost Compass

Provides interactive, drill-down visualizations of budget allocations versus actual spend across categories, vendors, and line items. Users can quickly pinpoint overspend areas and reassign funds, ensuring precise budget control and eliminating financial surprises.

Requirements

Interactive Budget Dashboard
"As an event coordinator, I want a consolidated view of budgets versus expenditures so that I can quickly assess financial health and make informed decisions."
Description

Develop a centralized dashboard that displays budget allocations versus actual spend across all categories, vendors, and line items. It should provide real-time updates, summary metrics, and customizable widgets so users can tailor the view to their specific needs. Integration with existing financial data sources and export capabilities (CSV, PDF) ensures seamless reporting and sharing.

Acceptance Criteria
Real-time Budget vs. Spend Display
Given the user is on the Interactive Budget Dashboard, when the underlying financial data updates, then the dashboard reflects updated budget allocations and actual spend within 5 seconds without requiring a full page reload.
Drill-down to Line-item Details
Given the user clicks on a budget category or vendor total, when they select a specific segment, then the dashboard displays detailed line-item spend versus allocation, including vendor names and expense descriptions, within the same view.
Custom Widget Configuration
Given the user accesses the widget configuration menu, when they add, remove, or rearrange widgets, then the dashboard updates instantly and persists the custom layout in the user’s profile for subsequent sessions.
Export Dashboard Data
Given the user clicks the export button, when they choose CSV or PDF format, then a file containing the current dashboard view, filters, and date range is generated and available for download within 10 seconds.
Integration with Financial Systems
Given the system is connected to external financial data sources, when new transactions are recorded, then the dashboard ingests and aggregates them into actual spend totals daily at midnight without manual intervention.
Drill-Down Visualization
"As a finance manager, I want to drill down from overall spend to specific transactions so that I can identify the root cause of budget variances."
Description

Implement dynamic charting and table components that allow users to click on high-level summary metrics (e.g., category spend) and drill down to detailed views (e.g., individual line items or vendor invoices). This feature should support hierarchical navigation, smooth transitions, and breadcrumb trails for context.

Acceptance Criteria
Category Summary Drill-Down
Given a user views the category spend chart, when the user clicks on a category bar, then the system displays a detailed chart and table of subcategories for the selected category and shows a breadcrumb trail 'Category > [Selected Category]'.
Subcategory Detail Drill-Down
Given a user views the subcategory spend chart, when the user clicks on a subcategory segment, then the system displays a table listing all individual line items and vendor invoices for that subcategory and updates the breadcrumb to 'Category > Subcategory > [Selected Subcategory]'.
Breadcrumb Navigation
Given a user has navigated to the line item view, when the user clicks a breadcrumb link (e.g., Subcategory), then the system returns to the corresponding higher-level view with the correct chart, table data, and breadcrumb context.
Smooth Transition Animations
Given a user initiates any drill-down or navigation action, when the next-level view renders, then the transition between visualizations completes smoothly within 500ms without flicker or UI blocking.
Performance Under Load
Given the dashboard contains at least 1,000 budget entries, when a user performs a drill-down action, then the detailed view loads and renders all charts and tables correctly within 2 seconds.
Overspend Alerting
"As a project manager, I want to receive immediate alerts when spending crosses my set thresholds so that I can address overspending before it impacts the overall budget."
Description

Create an alerting system that automatically notifies users when actual spend exceeds predefined thresholds for any budget category, vendor, or line item. Alerts should be configurable by channel (email, in-app notification) and include contextual information like variance amount and timestamp to enable swift corrective action.

Acceptance Criteria
Category Overspend Threshold Exceeded
Given a budget category has a predefined overspend threshold set When the actual spend for that category exceeds the threshold Then the system automatically generates and sends an alert via the user’s configured channels
Vendor Overspend Threshold Exceeded
Given a vendor has an overspend threshold defined for their allocated budget When the vendor’s cumulative spend surpasses that threshold Then the system triggers an alert notification to the user within 60 seconds
Line Item Overspend Threshold Exceeded
Given an individual line item has a spend limit configured When the line item’s actual spend goes beyond the limit Then the system dispatches an in-app notification and email alert specifying the overspend details
User Configures Alert Channels
Given a user has multiple notification channels available (email, in-app) When the user updates their alert channel preferences in settings Then all subsequent overspend alerts respect and use the newly selected channels
Alert Includes Contextual Information
Given an overspend alert is generated When the alert is sent Then the alert message includes the variance amount, timestamp of threshold breach, and identification of the affected budget category, vendor, or line item
Fund Reallocation Interface
"As an event coordinator, I want to reallocate unused funds from one category to another so that I can optimize resource distribution without leaving the dashboard."
Description

Design an interactive interface that allows users to reassign budgeted funds between categories or line items directly within the visualization. The interface should provide drag-and-drop or form-based adjustments, real-time recalculation of balances, and validation against approval limits.

Acceptance Criteria
Drag-and-Drop Reallocation
Given the user drags a budget block representing $X from Category A and drops it onto Category B, When the drop action is completed, Then the system adjusts Category A budget by -$X and Category B budget by +$X and displays the updated balances immediately.
Form-Based Budget Adjustment
Given the user enters an adjustment amount and selects source and target line items in the reallocation form, When the user submits the form, Then the system validates input amounts, updates both items accordingly, and confirms success via a notification.
Real-Time Balance Update
Given any reallocation action is initiated, When the user confirms the adjustment, Then the remaining budgets for all affected categories and line items are recalculated and displayed in the visualization within 2 seconds.
Validation Against Approval Limits
Given the user lacks approval for reallocations above their limit or outside assigned categories, When an attempt exceeds limits, Then the system blocks the action and displays an error message explaining the violation.
Audit Trail Logging
Given any fund reallocation event, When the transaction is completed, Then the system logs the user ID, timestamp, source and target items, and amounts, and makes the record available in the audit trail.
Historical Comparison Analytics
"As a financial analyst, I want to compare this event’s financial performance to previous ones so that I can identify trends and improve future budgeting accuracy."
Description

Introduce analytic tools that compare current budget versus actual data against past events or periods. The module should offer side-by-side charts, percentage change indicators, and trend lines to help users understand spending patterns and inform future budgeting decisions.

Acceptance Criteria
Side-by-Side Chart Rendering
Given the user selects two past events and the current event When viewing the Historical Comparison Analytics Then the dashboard displays side-by-side bar charts comparing budget vs actual spend for each period
Percentage Change Indicator Accuracy
Given the user views comparison data When the module calculates percentage changes Then each percentage change indicator is correctly computed and displayed with appropriate positive or negative formatting next to each category
Trend Line Generation
Given the user selects a time range When viewing trend analysis Then the module renders a trend line chart showing budget vs actual spend over the selected periods with clearly labeled axes and legends
Category Drill-Down Functionality
Given the user drills down into a specific spending category in the comparison view When expanding the category Then sub-category details are displayed with accurate side-by-side charts and percentage change data
Data Export for Historical Reports
Given the user exports analytics data When exporting as CSV or PDF Then the output includes all side-by-side charts, percentage change values, and trend line summaries matching the on-screen data
Performance with Large Data Sets
Given the comparison includes multiple years of events When rendering the analytics Then all charts load within 3 seconds and support interactive features without performance degradation

Invoice Integrator

Automatically imports and reconciles vendor invoices from email, uploads, or connected accounting systems. Matching invoices to approved purchase orders reduces manual data entry by up to 70%, flags discrepancies instantly, and accelerates accurate payment processing.

Requirements

Automated Invoice Import
"As an event coordinator, I want invoices to be automatically imported from emails, uploads, or accounting systems so that I don't have to manually enter invoice data and can focus on managing the event."
Description

Automatically import vendor invoices from multiple sources including email attachments, manual file uploads, and connected accounting systems via API. Ensures consistent ingestion of invoice data, reduces manual entry, and centralizes all invoices in the Boothly dashboard for streamlined reconciliation.

Acceptance Criteria
Import Invoice via Email Attachment
Given an email with a PDF or image invoice attachment, when the system scans the linked inbox, then the invoice is automatically imported into Boothly within 5 minutes and associated with the correct vendor profile.
Manual File Upload of Invoices
Given a user uploads a CSV, PDF, or image invoice file through the Boothly interface, when the upload completes, then the invoice data is accurately parsed, listed under Pending Invoices, and no parsing errors are reported.
API-based Invoice Synchronization
Given a connected accounting system via API, when the scheduled sync job runs, then all new invoices are retrieved, matched to existing purchase orders, and imported into Boothly with correct metadata within 10 minutes.
Duplicate Invoice Detection
Given an invoice with the same invoice number and vendor already exists in Boothly, when a new import attempt occurs, then the system flags it as a duplicate, prevents import, and notifies the user with details.
Error Handling for Unsupported Invoice Formats
Given an invoice attachment in an unsupported file format, when the import process runs, then the system rejects the file, logs an error entry, and sends an alert to the user within 2 minutes.
Purchase Order Matching
"As a finance manager, I want the system to match invoices to purchase orders automatically so that payment processing is accurate and efficient and manual reconciliation effort is minimized."
Description

Match imported invoices to approved purchase orders using invoice number, vendor ID, and PO details. Automates reconciliation by verifying quantities and amounts, highlights successful matches, and ensures payment readiness without manual cross-checking.

Acceptance Criteria
Invoice Email Import PO Match
Given an email with an invoice attached that includes a valid PO number and vendor ID When the system retrieves and parses the email within 5 minutes Then the invoice is automatically matched to the corresponding approved purchase order, quantities and amounts verified, and the match status updated to "Ready for Payment"
Manual Invoice Upload PO Match
Given a user manually uploads an invoice file via the dashboard containing a valid PO number and vendor ID When the upload completes Then the system matches it to the approved PO, verifies quantities and amounts, and flags the invoice as reconciled if all details match
Accounting System Sync PO Match
Given a connected accounting system publishes new invoices including PO references When the synchronization runs hourly Then the system automatically reconciles invoices to approved purchase orders, verifying details and logging any matches into the dashboard
Discrepancy Highlighting
Given an imported invoice has quantity or amount discrepancies compared to the approved PO When the reconciliation process completes Then the system highlights the discrepancies in the dashboard, includes detailed difference metrics, and flags the invoice for manual review
Bulk Invoices Reconciliation
Given a batch of up to 100 invoices imported at once When the system processes the batch Then at least 95% of invoices with valid PO references are matched successfully in under 2 minutes, and a summary report is generated with match rates and exceptions
Discrepancy Flagging and Alerts
"As a vendor coordinator, I want the system to alert me when an invoice doesn't match its purchase order so that I can resolve discrepancies quickly and ensure correct payments."
Description

Identify mismatches between invoices and purchase orders such as quantity, price, or missing information. Automatically flag discrepancies, generate real-time alerts, and provide detailed reports for review, enabling timely resolution of issues before payment.

Acceptance Criteria
Invoice Quantity Mismatch Detection
Given an invoice and its associated purchase order with differing item quantities, when the invoice is imported, then the system flags the invoice with a 'Quantity Mismatch' status and generates an alert listing the items and discrepant quantities.
Invoice Price Discrepancy Alert Generation
Given an invoice line item with a unit price that does not match the purchase order unit price, when the invoice is reconciled, then the system flags the line item, generates a 'Price Discrepancy' alert, and includes both PO price and invoice price in the alert details.
Missing Invoice Information Identification
Given an invoice missing required fields (e.g., invoice date, PO number, or vendor ID), when the invoice is imported, then the system flags the invoice as 'Incomplete' and triggers an alert specifying the missing fields.
Real-Time Discrepancy Email Notification
Given any flagged discrepancy on an imported invoice, when the alert is generated, then the system sends a real-time email notification to the assigned purchase order owner within two minutes, including discrepancy type and details.
Detailed Discrepancy Report Generation
Given one or more invoices flagged with discrepancies over a reporting period, when the user requests a discrepancy report, then the system generates and exports a detailed report listing each invoice, discrepancy types, items affected, and dates within 30 seconds.
Approval Workflow Integration
"As a finance director, I want invoices to follow a defined approval process so that payments are authorized properly and accountability is maintained."
Description

Provide configurable invoice approval workflows, allowing invoices to be routed to designated approvers based on vendor, amount, or event. Track approval statuses, send reminders, and lock payment processing until approvals are completed, ensuring control and compliance.

Acceptance Criteria
Vendor-Based Invoice Routing
Given an invoice from a configured vendor When the invoice enters the approval workflow Then it is routed to the designated approver group for that vendor.
Amount Threshold Approval Routing
Given an invoice total exceeds the predefined approval threshold When the invoice enters the workflow Then it is escalated to the higher-level approver automatically.
Pending Approval Payment Lock
Given an invoice has any pending approvals When a payment attempt is made Then the system blocks payment processing and displays an ‘Approval Required’ lock.
Approval Reminder Notifications
Given an invoice remains pending for more than 48 hours When the scheduled reminder time occurs Then the system sends automated email notifications to all pending approvers.
Alternate Approver Assignment
Given the primary approver’s status is ‘Out of Office’ When an invoice routes for approval Then the system assigns the invoice to the designated backup approver.
Audit Trail and Reporting
"As an event organizer, I want detailed reports on invoice processing and an audit trail so that I can demonstrate compliance and review financial workflows easily."
Description

Maintain a complete audit log of invoice imports, matches, approvals, and edits. Offer customizable reporting dashboards and exportable reports on invoice status, payment timelines, and compliance metrics, providing transparency and support for audits.

Acceptance Criteria
Invoice Import Audit Recording
Given a vendor invoice is imported via email, upload, or accounting system connection, when the import completes successfully, then a log entry is created capturing the invoice ID, import source, timestamp, and user ID/exporter, and this entry is visible in the audit log.
Invoice Match Tracking
Given an imported invoice is matched to an approved purchase order, when the match operation is confirmed, then the system logs match details including invoice ID, PO number, match timestamp, and matching algorithm used, and the audit entry appears under “Match History.”
Approval and Edit History Retrieval
Given an invoice has undergone approval or has been edited, when a user views the audit trail for that invoice, then all approval actions and edits display in chronological order with user ID, action type, fields changed, and timestamps.
Dashboard Report Generation
Given a user configures a reporting dashboard for invoice status and compliance metrics, when the dashboard is generated, then it displays current invoice states, average payment timelines, and compliance rates, and the data matches the underlying audit log records.
Export Audit Reports
Given a user selects a date range and report type, when the user requests an export, then the system generates a PDF or CSV containing audit log entries for imports, matches, approvals, and edits, and the file includes correct headers, timestamps, and user IDs.

Forecast Flow

Utilizes real-time spending data and historical trends to predict future costs and identify potential budget overruns up to two weeks in advance. Coordinators receive proactive alerts and suggested adjustments, empowering them to safeguard event finances before issues arise.

Requirements

Real-time Data Integration
"As an event coordinator, I want my spending data to update in real time so that I have the most current information for accurate forecasting."
Description

Integrate spending data from invoices, purchase orders, and vendor payments in real time into the forecasting engine to ensure forecasts always reflect the latest financial activity. This integration reduces latency, improves forecasting accuracy, and provides coordinators with up-to-the-minute insights into spending.

Acceptance Criteria
Invoice Data Real-Time Sync
Given an invoice is approved in the invoicing system, when the invoice is created or updated, then the Boothly forecasting engine displays the updated spending amount on the dashboard within one minute, matching the source system value.
Purchase Order Update Integration
Given a purchase order is modified in the procurement system, when the changes are saved, then the forecasting engine reflects the updated committed spend in the dashboard within 60 seconds with no discrepancies.
Vendor Payment Posting
Given a vendor payment is finalized, when the payment is recorded in the finance system, then the actual spend in the forecasting engine updates immediately and aligns with the source data to within 0.1% accuracy.
Data Latency Monitoring Alert
Given the data sync from external systems exceeds five minutes, when latency occurs, then the system generates an alert notification to event coordinators and displays a latency flag in the dashboard.
Integration Failure Recovery
Given an external API outage causes missed transactions, when connectivity is restored, then the system automatically backfills all missed spending records and reconciles forecast data with no data loss.
Predictive Budget Analysis
"As an event coordinator, I want to see predictive analysis of my event budget so that I can anticipate and prevent cost overruns."
Description

Utilize historical spending patterns combined with current expenditure data to forecast budget performance up to two weeks in advance. The system highlights categories at risk of overspend, empowering coordinators to proactively manage costs and avoid unexpected financial shortfalls.

Acceptance Criteria
Initial Forecast Generation
Given an event coordinator uploads historical spending data and current expenditure records When the Predictive Budget Analysis runs its first forecast Then a budget forecast for the next two weeks is generated and displayed within 60 seconds And each expense category shows projected spend with variance from budget
Real-time Spending Update
Given ongoing expense entries are added to Boothly during the event lifecycle When new expenditure data is recorded in real time Then the two-week forecast recalculates automatically And the updated forecast is visible in the dashboard within 30 seconds of data entry
Overspend Alert Delivery
Given the forecast identifies a category exceeding 90% of its allocated budget within the next two weeks When the overspend threshold is crossed Then the system sends an alert notification to the coordinator via email and in-app message And the alert includes category name, current spend, projected overspend amount, and time frame
Adjustment Recommendation Acceptance
Given an overspend alert has been issued for a budget category When the coordinator reviews suggested cost-saving actions Then at least three contextually relevant adjustment recommendations are displayed And the coordinator can accept or reject each recommendation directly from the alert panel
Two-week Forecast Accuracy Validation
Given the system has generated forecasts for two consecutive events When actual spending data for the forecasted period is available Then the system calculates forecast accuracy as a percentage difference between predicted and actual spend for each category And the dashboard displays overall forecast accuracy, which must be at least 85% to pass
Alert Notification System
"As an event coordinator, I want to receive timely alerts for potential budget issues so that I can take corrective actions before overspending occurs."
Description

Implement a notification framework that sends proactive alerts via email, SMS, and in-app notifications when spending trends approach or exceed predefined thresholds. Alerts are customizable by coordinator, ensuring timely awareness of potential budget issues.

Acceptance Criteria
Spending Approaches Threshold Notification
Given a coordinator has configured a spending threshold, when real-time spending reaches 90% of the threshold, then the system sends an email, SMS, and in-app notification within 5 minutes to all selected channels.
Threshold Exceeded Alert with Suggestions
Given spending has exceeded the predefined threshold, when the overage is detected, then the system sends an alert containing suggested budget adjustments based on historical trends within 10 minutes of detection.
Customizable Alert Preferences
Given a coordinator updates their notification preferences (channels, thresholds, timing), when the new settings are saved, then all future alerts respect these customizations and confirm via a test notification.
Alert Delivery Failover Mechanism
Given notification delivery fails on the primary channel, when the system detects non-delivery after three retry attempts, then it automatically retries via the next preferred channel and logs the failover event.
In-app Notification Acknowledgement Tracking
Given an in-app alert is received, when the coordinator acknowledges the notification in the app, then the system logs the acknowledgement timestamp and updates the alert status to "Acknowledged" in the dashboard.
Interactive Budget Adjustment Suggestions
"As an event coordinator, I want actionable suggestions on how to adjust my budget so that I can maintain control over event finances."
Description

Provide automated, actionable suggestions for reallocating funds across expense categories based on forecasted trends. Coordinators can review and apply recommendations with a single click, streamlining budget optimization and maintaining financial control.

Acceptance Criteria
Viewing Budget Adjustment Suggestions
Given the coordinator navigates to the Forecast Flow dashboard, When forecasted overspending is detected, Then the system displays a list of suggested reallocations with category, amount, and impact information.
Applying a Suggestion
Given a suggestion is displayed, When the coordinator clicks the 'Apply' button for that suggestion, Then the budget allocations update immediately, the suggestion state changes to 'Applied', and an audit log entry is created.
Rejecting a Suggestion
Given a suggestion is displayed, When the coordinator clicks the 'Dismiss' or 'Reject' option, Then the suggestion is removed from the active list with no changes to budget, and the suggestion is stored in a 'Rejected' log for future review.
Real-Time Budget Update After Application
Given a suggestion has been applied, When the application completes, Then the updated budget forecast and charts reflect the new allocations within 2 seconds with no errors.
Undoing a Recently Applied Suggestion
Given a suggestion was applied less than 10 minutes ago, When the coordinator selects 'Undo' next to the applied suggestion, Then the original budget values are restored and the undo action is recorded in the audit log.
Notification of Suggestion Application
Given a suggestion has been applied, When the system processes the application, Then an in-app notification and email are sent to the coordinator within 5 minutes confirming the change, including details of the new budget allocation.
Trend Visualization Dashboard
"As an event coordinator, I want a visual dashboard of spending trends and forecasts so that I can quickly understand the financial health of my event."
Description

Design a dynamic dashboard featuring charts and graphs that visualize spending trajectories, forecast curves, category breakdowns, and alert history. The dashboard offers intuitive insights, allowing coordinators to quickly assess financial health and identify emerging issues.

Acceptance Criteria
Dashboard Load Performance
Given the user navigates to the Trend Visualization Dashboard, when the dashboard initiates loading, then all visualization components (spending trajectories, forecast curves, breakdowns, alerts) must fully render within 3 seconds on average under a simulated load of 100 concurrent users.
Forecast Curve Accuracy Display
Given real-time spending data and historical trends are available, when the dashboard renders the forecast curve, then the curve must accurately predict spend within a 5% margin of error over the next two weeks and display 95% confidence interval shading.
Spending Category Breakdown Interaction
Given multiple spending categories exist, when the user selects a specific category from the breakdown panel, then the chart must update within 1 second to show the proportional spend distribution for that category and reflect percentages that match database records within 1% variance.
Alert History Access
Given the user views alert history, when the user applies a date range filter, then the dashboard must display all alerts generated within that range, sorted chronologically, and paginate every 20 alerts without missing or duplicating entries.
Mobile Responsive Layout
Given the dashboard is accessed on a mobile device, when the viewport width is less than 768 pixels, then the layout must reorganize into a single-column format, ensure all charts are scrollable vertically, and maintain legibility and interactive functionality without overlap.

Scenario Simulator

Enables users to model ‘what-if’ scenarios—such as reallocating vendor budgets or adding last-minute expenses—and immediately visualize their impact on overall budget health. This fosters agile decision-making and confidence when adapting to evolving event needs.

Requirements

Real-time Budget Impact Calculation
"As an event coordinator, I want the system to update my overall budget health instantly when I tweak expense figures so that I can make fast, confident decisions."
Description

This requirement specifies that the system must instantly recalculate and display the overall budget health when a user adjusts budget line items, such as reallocating funds between categories or adding unexpected expenses. It ensures that any modification—whether an increase, decrease, or reallocation—is processed in real time, with updated totals, remaining balances, and variance indicators shown immediately. Integration with the existing budget data model and compliance rules is essential so that coordinators gain immediate feedback on feasibility and risk, enabling agile decision-making without waiting for batch processing or manual refreshes.

Acceptance Criteria
Real-time Line Item Adjustment
Given a user modifies an existing budget line item's amount, when they save the change, then the overall budget health metrics (total spent, remaining budget, and variance) update within 500ms without manual page refresh.
Immediate Expense Addition
Given a user adds an unexpected expense entry with all required fields filled, when the entry is submitted, then the dashboard reflects the new expense and recalculates the remaining budget in real-time, and highlights if the budget exceeds predefined limits.
Budget Category Reassignment
Given a user reallocates funds from one category to another by specifying source and destination amounts, when they apply the reallocation, then both categories' balances update immediately, and the system displays a visual indicator showing the reallocation impact.
Risk Threshold Violation Alert
Given a reallocation or expense causes any category to exceed its allowed budget threshold, when the change is processed, then the system instantly displays an alert notification, marks the category in red, and logs the violation in the compliance report.
Batch Recalculation with Multiple Edits
Given a user performs multiple edits across different line items before saving, when they commit all changes at once, then the system processes them in a single operation and updates the overall budget health accurately and instantaneously without intermediate delays.
Drag-and-Drop Scenario Builder
"As an event coordinator, I want to use a drag-and-drop interface to construct different budget scenarios so that I can quickly explore options without manual data entry."
Description

This requirement defines the need for an interactive interface that allows users to create ‘what-if’ scenarios by dragging and dropping budget items, vendor allocations, or expense lines into a scenario canvas. The builder must support adding, removing, and repositioning elements visually, automatically linking them to underlying budget calculations. Tooltips, contextual menus, and inline editing ensure the process is intuitive. The feature must integrate smoothly with the dashboard’s UI framework and adhere to accessibility standards, promoting an efficient scenario creation workflow.

Acceptance Criteria
Creating a New Budget Scenario via Drag-and-Drop
Given the user is on the Scenario Simulator canvas and budget items are listed in the sidebar; When the user drags a budget item into the canvas; Then the item appears at the drop location, is linked to the underlying budget calculations, the overall budget total updates instantly, and an ARIA-live notification announces “Item added to scenario”.
Editing Scenario Elements Inline
Given an existing budget line item is placed on the canvas; When the user double-clicks or focuses and presses Enter on the item label; Then the label becomes an inline editable field, user edits are saved on Enter, the budget calculation recalculates in real time, and focus returns to the edited element for keyboard navigation.
Removing Scenario Items
Given one or more items are on the scenario canvas; When the user selects an item and activates the Delete action via mouse, keyboard (Del key), or contextual menu; Then the item is removed from the canvas, underlying data model updates accordingly, the total budget recalculates, and a confirmation dialog appears if deleting impacts linked calculations.
Reordering Scenario Elements
Given multiple elements are placed on the canvas; When the user drags an element to a new position or uses keyboard commands (e.g., Ctrl+Arrow keys) to move it; Then the element repositions visually, the change persists in the scenario data model, related calculations update in sequence, and screen readers announce the new position.
Accessing Contextual Menus and Tooltips
Given an element on the scenario canvas supports additional actions; When the user hovers or tabs into the element for 500ms; Then a tooltip appears with descriptive guidance, and when the user right-clicks or presses the context-menu key, a contextual menu opens listing valid actions (edit, delete, duplicate) meeting accessibility contrast and keyboard navigability.
Save and Load Custom Scenarios
"As an event coordinator, I want to save and retrieve my ‘what-if’ scenarios so that I can revisit and refine past budget plans whenever necessary."
Description

This requirement mandates functionality for users to save their custom scenarios with user-defined names and metadata (e.g., creation date, description) and to reload them later for review or further modification. It involves UI elements for saving, listing, deleting, and searching scenarios, along with backend storage and retrieval mechanisms. Version control and conflict resolution are necessary if multiple users edit the same scenario. The feature enhances collaboration and allows coordinators to compare historical scenarios and track decision rationales over time.

Acceptance Criteria
Save New Custom Scenario
Given a user has configured a scenario with valid inputs, When the user clicks the "Save Scenario" button and provides a unique name and metadata, Then the system stores the scenario and displays it in the scenarios list with the correct name, creation date, and description.
Load Saved Custom Scenario
Given one or more saved scenarios exist for the user, When the user selects a scenario from the list and clicks the "Load" button, Then the system retrieves the scenario data and populates the scenario simulator UI with the saved configurations.
Handle Concurrent Scenario Edits
Given a scenario is opened by two users simultaneously, When the second user attempts to save changes after the first user’s changes have been saved, Then the system detects the conflict and prompts the second user to merge changes, overwrite, or cancel the save.
Delete Custom Scenario
Given the user views the list of saved scenarios, When the user clicks the "Delete" icon on a scenario and confirms deletion, Then the system permanently removes the scenario and updates the list to no longer display it.
Search Custom Scenarios List
Given multiple saved scenarios exist, When the user enters a keyword in the search field and initiates the search, Then the system filters and displays only the scenarios whose names or descriptions match the keyword.
Visual Comparison Dashboard
"As an event coordinator, I want to compare multiple budget scenarios visually so that I can quickly spot differences and choose the best plan."
Description

This requirement calls for a dedicated dashboard view where users can visually compare multiple saved scenarios side by side. The comparison should include charts, summary tables, and key metrics such as total cost, percentage variance, and risk indicators. Users must be able to toggle between scenarios, highlight differences, and export the visual comparison as a report. Integration with existing reporting modules ensures consistency in styles and data sources, providing a cohesive user experience across the product.

Acceptance Criteria
Compare Scenarios Side-by-Side
Given at least two saved scenarios, when the user selects multiple scenarios and opens the visual comparison dashboard, then the system displays charts, summary tables, and key metrics (total cost, percentage variance, and risk indicators) for each scenario side by side.
Highlight Scenario Differences
Given multiple scenarios displayed, when the user activates the difference highlight feature, then all metric variances between scenarios are visually emphasized with color-coded highlights and a summary variance list is provided within the dashboard.
Toggle Scenario Focus
Given scenarios are displayed, when the user toggles focus controls for a specific scenario, then the dashboard emphasizes the selected scenario’s details while dimming or collapsing the other scenarios without removing them from view.
Export Comparison Report
Given scenarios are displayed in the dashboard, when the user clicks the export button, then the system generates and downloads a PDF or Excel report that accurately reflects the visual comparison including charts, tables, and metrics, adhering to existing reporting module styles.
Data Consistency with Reporting Modules
Given the visual comparison dashboard is loaded, when metrics are retrieved from existing reporting modules, then the displayed data values, styles, and formats exactly match those in the standard reporting outputs.
Display Risk Indicators
Given scenarios include risk metrics, when the visual comparison is rendered, then each scenario displays clear risk indicators (e.g., risk scores or icons) with a legend explaining risk thresholds to ensure users can assess scenario risk at a glance.
Alert and Recommendation Engine
"As an event coordinator, I want to receive alerts and recommendations when my scenario overshoots budget thresholds so that I can adjust my plans proactively."
Description

This requirement specifies an automated engine that monitors scenario inputs in real time and generates alerts when budgets exceed predefined thresholds or violate compliance rules. It also provides recommendations—such as optimal reallocation suggestions or cost-saving tips—based on historical data and best practices. The engine must integrate with the compliance tracking module and support configurable alert settings. This feature helps coordinators avoid overspending and adhere to event policies by proactively guiding them towards balanced budgets.

Acceptance Criteria
Alert Trigger on Budget Threshold Breach
Given a user sets a budget threshold for a vendor line; When the projected spend exceeds this threshold in the scenario simulator; Then an alert appears in the dashboard within 1 second showing the vendor name, budget line, threshold value, and overage amount.
Optimal Reallocation Recommendation Provided
Given a budget overrun is detected for any vendor; When the alert is triggered; Then the engine generates at least three reallocation suggestions that cover the overrun amount, ranked by minimal impact on other budget lines.
Custom Alert Settings Configuration
Given a coordinator accesses alert preferences; When they configure alert types, threshold levels, and delivery methods (email, SMS, in-app); Then those settings are saved and applied to all subsequent scenario simulations.
Integration with Compliance Tracking Module
Given a compliance violation is identified during a what-if scenario; When the violation matches a rule in the compliance module; Then the engine raises an alert linking to the specific compliance issue and suggests corrective actions based on historical resolutions.
Performance Under High Load
Given 100 simultaneous scenario simulations processing alert and recommendation logic; When executed; Then all alerts and recommendations are generated within 2 seconds with 100% accuracy and no dropped notifications.

Payment Pathway

Offers a calendar-based timeline of upcoming and completed vendor payments, complete with status indicators and quick-action prompts. Automated reminders, direct payment links, and centralized transaction details ensure no invoice is overlooked and cash flow remains smooth.

Requirements

Payment Timeline View
"As an event coordinator, I want to see upcoming and completed vendor payments on a calendar-based timeline so that I can plan and manage cash flow effectively."
Description

Implement a calendar-based timeline that visually displays all upcoming and completed vendor payments with status indicators, due dates, and quick-action prompts. The view should integrate seamlessly into the existing Boothly dashboard, allowing coordinators to hover or click on entries for detailed transaction information and to initiate payment or follow-up actions directly from the calendar. This feature will help coordinators quickly assess cash flow forecasts and ensure no payments are missed.

Acceptance Criteria
Viewing Upcoming Payments in Calendar
Given a logged-in coordinator navigates to the Payment Timeline view, when the calendar loads, then all vendor payments due in the next 30 days appear with appropriate status indicators (e.g., Pending, Overdue).
Viewing Completed Payments in Calendar
Given payments marked as completed in the system, when the coordinator applies the 'Completed' filter, then completed payments display on the calendar with a green check icon and the actual payment date.
Viewing Payment Details via Hover
Given payment entries are visible on the calendar, when the coordinator hovers over an entry, then a tooltip displays vendor name, invoice amount, due date, and current payment status.
Initiating Payment from Timeline
Given a payment entry has status 'Pending', when the coordinator clicks the quick-action link on the calendar entry, then a modal opens showing payment options and a functional 'Pay Now' button that initiates the payment flow.
Sending Automated Reminders
Given a payment due date is 5 days away and status remains 'Pending', when the calendar view is accessed, then the entry is highlighted in yellow and an automated reminder email is sent to the vendor.
Automated Payment Reminders
"As an event coordinator, I want the system to send automated payment reminders to vendors so that invoices are paid on time and I reduce manual follow-ups."
Description

Design and implement an automated reminder system that triggers customizable email and SMS notifications to vendors at predefined intervals before invoice due dates. The system should allow coordinators to configure reminder schedules, message templates, and escalation rules, ensuring vendors receive timely prompts and reducing manual follow-up work. All reminder activities should be logged for audit purposes.

Acceptance Criteria
Scheduled Reminder Trigger
Given a vendor invoice exists with a due date X days in the future and a reminder is scheduled for X days prior When the system runs its daily reminder job on the scheduled date Then an email and SMS reminder is generated and queued for the vendor
Customizable Reminder Template
Given a coordinator has created or edited an email or SMS reminder template with custom variables When the reminder is sent to a vendor Then the message populates all variables correctly and matches the coordinator’s defined content
Escalation Rule Activation
Given a vendor has not responded to an initial reminder by the first escalation interval When the escalation threshold is reached Then the system sends an escalated reminder to both the vendor and the coordinator per the configured escalation rules
Audit Log Recording
Given any reminder (initial or escalated) is generated and sent When the send action completes successfully Then an audit log entry is created capturing timestamp, reminder type, vendor ID, and coordinator ID
Delivery Failure Notification
Given a reminder email or SMS fails to deliver When the system receives a delivery failure notification from the transport provider Then an alert is logged and a notification is sent to the coordinator indicating the delivery failure
One-click Payment Processing
"As an event coordinator, I want to process vendor payments with one click directly from the dashboard so that I can save time and reduce errors."
Description

Integrate with the chosen payment gateway to enable direct, one-click payment processing from within the Boothly interface. Coordinators should be able to select pending invoices, click a ‘Pay Now’ button, and complete transactions securely without leaving the dashboard. The system must capture transaction details, update payment statuses in real time, and generate confirmation receipts for both coordinators and vendors.

Acceptance Criteria
Single Invoice One-Click Payment
Given a pending invoice displayed on the dashboard When the coordinator clicks the 'Pay Now' button Then the payment gateway processes the transaction successfully And the invoice status updates to 'Paid' in real time And a confirmation receipt is generated and sent to both the coordinator and vendor
Bulk Invoice One-Click Payment
Given multiple pending invoices selected on the dashboard When the coordinator clicks the 'Pay Now' button Then the system processes all selected invoices in a single batch transaction And each invoice status updates to 'Paid' in real time And individual confirmation receipts are generated and sent to the respective coordinator and vendors
Failed Payment Retry
Given a payment transaction fails due to gateway error When the system receives a failure response Then the invoice status updates to 'Payment Failed' And an automated retry prompt appears within the invoice details And the coordinator can retry payment with one click without re-entering payment information
Real-Time Payment Status Update
Given a payment request is submitted to the gateway When the gateway returns a status (success, pending, or failed) Then the dashboard reflects the exact status within 5 seconds And the status indicator color changes accordingly
Payment Confirmation Receipt Delivery
Given a successful payment transaction occurs When the receipt is generated Then the system emails the receipt to the coordinator and vendor within 2 minutes And the receipt includes invoice details, transaction ID, date, amount, and payment method
Secure Payment Data Handling
Rule: All payment data transmitted must comply with PCI-DSS standards Rule: Payment tokens or encrypted credentials must be used and stored securely Rule: No sensitive card data is stored in plaintext on the system
Transaction Audit Log
"As a finance manager, I want access to a transaction audit log so that I can track all payment activities for compliance and reconciliation."
Description

Create a comprehensive audit log module that records every payment-related action, including reminders sent, payment attempts, successes, failures, status changes, and user-initiated edits. Each log entry should include timestamps, user IDs, and relevant metadata. The audit log should be searchable and filterable to support compliance reviews and financial reconciliations.

Acceptance Criteria
Recording Reminder Notifications
Given an automated payment reminder is sent to a vendor, When the system dispatches the reminder, Then an audit log entry is created containing the reminder type, timestamp, vendor ID, and user ID initiating the reminder.
Capturing Payment Attempts
Given a vendor initiates a payment attempt, When the payment attempt process starts, Then the system logs an entry with the attempt timestamp, vendor ID, transaction amount, and payment method.
Logging Successful Transactions
Given a payment is successfully processed, When the transaction is confirmed, Then an audit entry is recorded with the success status, payment reference number, timestamp, user ID, and associated invoice details.
Logging Failed Transactions
Given a payment attempt fails due to an error, When the system records the failure, Then an audit log entry includes the failure reason, error code, timestamp, vendor ID, and user ID.
Tracking Status Changes
Given a payment status changes (e.g., pending to paid), When the status update occurs, Then an audit entry logs the previous status, new status, timestamp, user ID, and invoice ID.
Searching and Filtering Audit Logs
Given a compliance reviewer accesses the audit log interface, When they apply search filters by date range, action type, or user ID, Then the system returns matching entries within 2 seconds, correctly filtered and paginated.
Customizable Payment Reports
"As an event coordinator, I want to generate customizable payment reports so that I can analyze payment trends and share insights with stakeholders."
Description

Develop a reporting interface that allows coordinators to generate and export customizable payment reports. Users should be able to select report parameters such as date ranges, vendor groups, payment statuses, and formats (CSV, PDF). The reports should provide summaries of total amounts paid, outstanding balances, overdue invoices, and trends over time, aiding in financial analysis and stakeholder reporting.

Acceptance Criteria
Date Range Selection
Given the coordinator selects a start date and an end date for the report, when they click “Generate Report,” then every payment record in the exported report must have a payment date on or after the start date and on or before the end date.
Vendor Group Filtering
Given the coordinator selects one or more vendor groups, when they generate the report, then the exported report must include only payments associated with vendors belonging to the selected groups.
Payment Status Filtering
Given the coordinator chooses specific payment statuses (e.g., Paid, Outstanding, Overdue), when they run the report, then the report must list only invoices matching the selected statuses.
Report Format Export
Given a report is generated, when the coordinator selects CSV or PDF and clicks “Export,” then the system must download the file in the chosen format with the correct extension and content matching the on-screen data.
Trend Analysis Summary
Given the coordinator enables the “Include Trends” option, when the report is generated, then it must display a summary of payment totals aggregated by month within the selected date range.

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Boothly Unveils OmniAlert 2.0 to Supercharge Exhibitor Compliance Reminders

Imagined Press Article

[City, State] – As event coordinators grapple with tightening deadlines and complex exhibitor requirements, Boothly today announced the launch of OmniAlert 2.0, an enhanced notification engine designed to deliver highly personalized, multi-channel reminders that keep vendors on track and organizers ahead of schedule. This upgrade integrates risk-adaptive messaging, AI-powered template personalization, and expanded delivery channels to reduce administrative overhead and boost on-time submissions. Event planning expert and Boothly CEO, Samantha Chen, highlighted the impact of delayed compliance on show success. “In my years managing large conferences, missed documents and lapses in deadlines cost thousands of dollars in fines and last-minute fixes,” Chen said. “OmniAlert 2.0 directly addresses these pain points by delivering the right message, through the right channel, at the right time – dramatically reducing chaos and freeing our customers to focus on creating memorable attendee experiences.” Key Features of OmniAlert 2.0: Risk-Adaptive Scheduling: Leveraging Boothly’s advanced risk scoring engine, OmniAlert 2.0 dynamically adjusts reminder cadences based on each exhibitor’s compliance history and document status. High-risk vendors receive more frequent and urgent alerts, while low-risk vendors remain unobtrusively on schedule. Expanded Delivery Channels: In addition to email, SMS, and in-app notifications, OmniAlert 2.0 now supports WhatsApp, Slack, and Microsoft Teams. Users can map each exhibitor’s preferred communication channel in seconds, ensuring maximum visibility across diverse vendor ecosystems. TailorTone Plus: Omitting generic blasts, OmniAlert 2.0 leverages AI-driven copy generation to craft personalized messages that reference exhibitor names, booth numbers, required documentation, and upcoming deadlines. Early beta users report a 35% lift in engagement rates compared to standard reminders. Escalation Matrix Integration: When reminders go unheeded, OmniAlert 2.0 automatically triggers Boothly’s escalation matrix, shifting notifications up the hierarchy—from vendor contacts to account managers and event directors—until the compliance action is completed. Compliance Snapshots: Real-time dashboards now include a compliance snapshot widget, displaying completion rates and response times for messages sent via each channel. Coordinators can instantly diagnose underperforming communication paths and reallocate resources accordingly. Boothly Product Manager, Luis Martínez, emphasized the collaborative approach: “We engaged with hundreds of event professionals to understand their unique notification workflows. OmniAlert 2.0 reflects their feedback, offering seamless setup, granular control, and robust analytics – all within Boothly’s unified exhibitor management suite.” In pilot programs with leading trade shows, users slashed vendor follow-up hours by 50% and achieved an average 28% increase in on-time document submissions. The flexibility and insight provided by OmniAlert 2.0 have been critical to maintaining show-day readiness and minimizing last-minute escalations. Availability and Pricing: OmniAlert 2.0 is available immediately to all Boothly subscribers at no additional cost. Premium channel integrations such as WhatsApp and Teams require activation through Boothly’s integrations marketplace. For organizations requiring custom SLAs and dedicated support, Boothly’s enterprise tier includes white glove implementation of advanced notification workflows. About Boothly: Boothly streamlines exhibitor management for event coordinators running trade shows, festivals, and conferences. Its unified dashboard automates vendor onboarding, document collection, deadline tracking, and compliance escalation—empowering organizers to allocate more time to attendee experience and exhibit quality. Contact: Press Relations Boothly Inc. Email: press@boothly.com Phone: +1 (555) 123-4567 Website: www.boothly.com

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Boothly Introduces RiskScore Insights to Empower Event Planners with AI-Driven Compliance Prioritization

Imagined Press Article

[City, State] – Boothly today announced RiskScore Insights, a groundbreaking AI-powered feature that assigns dynamic risk scores to exhibitors based on historical compliance behavior, documentation status, and booth-specific factors. This new capability allows event coordinators to proactively surface potential issues, allocate resources more effectively, and ensure that no critical deadlines slip through the cracks. In an industry where a single missing permit can halt exhibit construction and incur hefty fines, risk mitigation is paramount. RiskScore Insights transforms static compliance tracking into a living, predictive system that adapts to real-time exhibitor performance and evolving event requirements. Highlights of RiskScore Insights: Dynamic Risk Profiling: Boothly’s proprietary AI engine analyzes exhibitor data – including past submission history, document completion rates, and contract values – to calculate a comprehensive risk score. Scores range from Low (green) to Critical (red), enabling coordinators to quickly identify high-risk vendors. Real-Time Updates: As exhibitors upload documents, respond to reminders, or miss deadlines, risk scores automatically recalibrate. Changes are reflected instantly in Boothly’s RiskMap Dashboard, which color-codes booth zones by aggregated risk levels. Predictive Alerting: Leveraging machine learning models trained on aggregated industry data, RiskScore Insights predicts potential compliance delays up to 21 days in advance. Coordinators receive proactive notifications recommending actions – from automated reminders to onboarding workflow adjustments. SmartRemedy Integration: When high-risk conditions are detected, Boothly’s SmartRemedy Recommendations module kicks in, providing step-by-step guidance for resolving specific gaps. Links to required permits, insurance forms, and customized email templates reduce resolution times by up to 40%. Automated Escalation Workflows: For exhibitors whose risk scores exceed predefined thresholds, Boothly auto-initiates remediation workflows. Tasks are assigned to responsible team members, with follow-up reminders and status tracking to guarantee timely closure. Boothly Chief Technology Officer, Dr. Anil Kapoor, explained the impact: “Traditional compliance dashboards leave organizers reacting to overdue documents. RiskScore Insights flips that paradigm, offering a predictive, data-driven view that empowers coordinators to mitigate issues before they escalate.” In early adopters’ experiences, RiskScore Insights helped large-scale exhibition teams reduce critical compliance breaches by 30% and cut average resolution time from 10 days to 6 days. Coordinators praised the feature for enabling data-backed prioritization, which streamlined team workflows and ensured that high-impact vendors never fell through the cracks. Pricing and Availability: RiskScore Insights is available now as an add-on module for Boothly’s Professional and Enterprise plans. Organizations can activate the feature via Boothly’s integrations portal and configure custom risk thresholds and alerting rules within minutes. About Boothly: Boothly streamlines exhibitor management for trade shows, festivals, and conferences through a unified dashboard that automates onboarding, document tracking, compliance escalation, and performance analytics. By tackling administrative complexity, Boothly empowers event professionals to focus on attendee experience and exhibitor success. Contact: Media Relations Boothly Inc. Email: press@boothly.com Phone: +1 (555) 123-4567 Website: www.boothly.com

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Boothly Expands Financial Toolkit with Invoice Integrator and Payment Pathway for Seamless Budget Control

Imagined Press Article

[City, State] – Boothly, the leading exhibitor management platform, today unveiled two new finance-focused features – Invoice Integrator and Payment Pathway – designed to give event planners unprecedented control over budget allocations, vendor payments, and spend forecasting. Together, these modules automate invoice reconciliation, centralize payments, and provide actionable insights that drive cost efficiency and cash flow transparency. As events grow in scale and complexity, financial management becomes a critical bottleneck. Manual invoice processing and disjointed payment reminders drain resources and introduce risk. Boothly’s new finance toolkit addresses these challenges head on. Invoice Integrator: Accuracy Meets Automation • Automated Invoice Capture: Invoice Integrator ingests invoices directly from email attachments, uploads, and connected accounting systems (including QuickBooks, Xero, and Sage). Optical Character Recognition (OCR) and machine learning auto-map line items to purchase orders, slashing manual data entry by up to 70%. • Discrepancy Flagging: Advanced matching algorithms instantly identify mismatches between invoices and approved POs, flagging variances above configurable thresholds. Coordinators can review, comment, and approve adjustments within Boothly’s dashboard. • Centralized Repository: All invoices, approvals, and reconciliation notes reside in a secure, searchable repository. Audit trails capture every action, streamlining year-end audits and compliance reviews. Payment Pathway: Timely Payments, Happier Vendors • Calendar-Based Payment Timeline: Coordinators gain visibility into upcoming and completed payments via a color-coded timeline. Hover details reveal payment amounts, due dates, and status indicators (pending, processing, paid). • Automated Reminders and Direct Payment Links: Payment Pathway sends scheduled reminders to vendor contacts, complete with in-app payment links or instructions for ACH, credit card, or wire transfers. Reminders escalate automatically if payments are not confirmed. • Reporting and Cash Flow Forecasts: Integrated with Boothly’s Forecast Flow engine, Payment Pathway projects cash-out requirements three months in advance, alerting planners to potential budget shortfalls and enabling proactive adjustments. “Our event planners told us that financial reconciliation and vendor payments were among their top pain points,” said Boothly CFO, Erin Patel. “Invoice Integrator and Payment Pathway streamline these processes end-to-end, providing clarity and reducing administrative drain so coordinators can focus on strategic priorities.” Beta testers reported a 50% reduction in invoice processing time and a 20% improvement in on-time vendor payments. One Field Marketing Manager noted, “With everything in Boothly, we no longer juggle multiple spreadsheets and finance tools. The new modules give us confidence in our numbers and stronger vendor relationships.” Availability and Pricing: Both Invoice Integrator and Payment Pathway are available immediately to Boothly Enterprise customers. Professional plan users can subscribe to each feature individually through Boothly’s add-on marketplace starting at $49 per month. About Boothly: Boothly streamlines exhibitor management for trade shows, festivals, and conferences through an integrated platform that automates onboarding, document collection, compliance tracking, analytics, and now finance workflows. By consolidating critical event operations in one dashboard, Boothly helps organizers deliver flawless experiences and maximize ROI. Contact: Financial Press Inquiries Boothly Inc. Email: finance@boothly.com Phone: +1 (555) 987-6543 Website: www.boothly.com

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