Sheltr

Match Insights

Provides adopters with a clear, interactive breakdown of why each animal is recommended, highlighting key factors like temperament match, activity level, and lifestyle compatibility. This transparency builds confidence in decisions and reduces placement hesitations.

Requirements

Match Criteria Visualization

"As an adopter, I want to see a visual breakdown of why each animal is recommended so that I can quickly understand compatibility factors and feel confident in my decision."

Description

The system displays a clear, interactive visual breakdown of each matching factor—such as temperament, activity level, and lifestyle compatibility—using charts, color codes, and icons. This feature helps adopters immediately understand why an animal is recommended, improving decision confidence and reducing hesitations. It seamlessly integrates into the existing animal profile view, dynamically rendering insights based on live data.

Acceptance Criteria

Viewing Match Insights on Animal Profile

Given an adopter navigates to an animal’s profile, when the profile loads, then an interactive Match Insights panel displays separate charts for temperament, activity level, and lifestyle compatibility, each with distinct colors and icons and percentage values reflecting live data

Interacting with Chart Elements

Given a user hovers over or taps a chart segment, then a tooltip appears showing the factor name, its weight in the overall match, and a brief explanation of how it was calculated

Dynamic Data Updates

Given an administrator updates an animal’s profile or adopter preferences, when the adopter refreshes or revisits the profile, then the Match Insights visualization updates in real time without requiring a full page reload

Mobile Responsive Display

Given an adopter uses a mobile device, when viewing the animal profile, then the Match Insights charts render responsively, maintain readability of icons and labels, and support touch interactions for tooltips

Color Contrast Accessibility

Given any user including those with visual impairments, then all chart colors and iconography meet WCAG 2.1 AA contrast standards, and each visual element includes accessible names or descriptions for screen readers

Loading State and Error Handling

Given data retrieval is delayed or fails, then placeholder charts are displayed with a loading spinner, and if an error occurs, an inline error message and retry button are shown in place of the Match Insights panel

Interactive Profile Tuning

"As an adopter, I want to adjust match factor weightings interactively so that I can see how different priorities affect animal recommendations."

Description

Allows adopters to adjust weightings for individual match factors—such as temperament, energy level, and home environment—via sliders or toggles. The feature recalculates and updates the insight visualization in real time, empowering users to tailor recommendations to their personal preferences and lifestyle needs.

Acceptance Criteria

Adjusting Temperament Weighting

Given the adopter is on the profile tuning screen, when they move the temperament slider to a new value, then the match recommendation list updates within 1 second to reflect the new weighting without page reload.

Modifying Energy Level Preference

Given the adopter toggles the energy level preference between ‘Low’, ‘Medium’, and ‘High’, when the toggle is changed, then the activity compatibility breakdown chart updates in real time to show recalculated scores.

Real-Time Match Score Visualization

Given any slider or toggle is adjusted, when the user changes a weighting, then the overall match score and factor-specific bars animate to the new score within 500ms, and the numerical values are correct based on the updated weightings.

Saving Custom Weight Profiles

Given the adopter has tuned multiple factors, when they click ‘Save Preferences’, then a confirmation message appears, the custom weighting profile is stored in their account, and upon revisit the saved weightings are pre-loaded.

Resetting to Default Weightings

Given the adopter has adjusted one or more weightings, when they click the ‘Reset to Default’ button, then all sliders and toggles revert to default values, and the match insights graph returns to its original state.

Detailed Compatibility Metrics

"As an adopter, I want to view detailed compatibility scores and explanations so that I can understand the specific reasons behind each recommendation."

Description

Provides adopters with quantitative scores and concise explanations for each compatibility dimension—numerical values for temperament alignment, activity match, space requirements, etc.—alongside brief text descriptions. This dual presentation of data and narrative rationale ensures transparency and clarity in the matching process.

Acceptance Criteria

Viewing Temperament Score Breakdown

Given an adopter is viewing a pet's compatibility metrics When they access the temperament section Then the system displays a numerical temperament score between 0 and 100 accompanied by a color-coded progress bar and a concise description of what the score signifies

Assessing Activity Level Compatibility

Given an adopter has input their activity level preferences When viewing a pet recommendation Then the system shows both the adopter’s and pet’s activity scores, highlights any difference exceeding 10 points, and provides a brief rationale for the match

Evaluating Space Requirement Fit

Given an adopter has provided home space details When reviewing a pet’s compatibility profile Then the system shows a numeric space requirement score, compares it against the adopter’s available space, and displays a clear pass/fail indicator with explanatory text

Comparing Multiple Pet Recommendations

Given an adopter is comparing two or more recommended pets When they open the comparison view Then the system lists each pet’s quantitative scores side by side for all compatibility dimensions and allows sorting by any dimension

Reviewing Overall Compatibility Summary

Given an adopter finishes reviewing individual metrics When they view the summary section Then the system calculates and displays an overall compatibility score as a weighted average with a breakdown of weights and a link to detailed metric explanations

Insights Export & Share

"As an adopter, I want to export or share my match analysis so that I can discuss potential adoptions with others and keep a record of insights."

Description

Enables adopters to export match insights as a downloadable PDF report or shareable link, including visual charts and explanatory notes. This feature facilitates discussions with family members or shelter staff, streamlines the adoption decision process, and supports remote consultation.

Acceptance Criteria

Downloadable PDF Generation

Given the adopter is viewing the match insights page When they click the "Export as PDF" button Then the system generates a PDF file containing the full match insights report And the PDF file is downloaded to the user’s device within 5 seconds

Shareable Link Generation

Given the adopter is viewing the match insights page When they click the "Generate Shareable Link" option Then the system creates a unique URL that grants read-only access to the insights And the URL is displayed on-screen with a copy-to-clipboard button

PDF Visual Chart Rendering

Given the adopter has exported the match insights to PDF When they open the PDF file Then all visual charts (temperament wheel, activity level bar) render with 300 DPI resolution And the chart colors, labels, and legends match the on-screen version

Accessing Shared Link Without Login

Given a recipient opens the shareable link in a browser where they are not authenticated When they navigate to the URL Then they can view the full match insights report without logging in And the link remains valid and accessible for 7 days from creation

Email Report Delivery

Given the adopter selects the "Email Report" feature and enters a valid email address When they confirm and send Then the system delivers an email with the PDF attachment within 2 minutes And the email subject reads "Your Sheltr Match Insights Report" with correct shelter and animal name

Real-time Data Sync

"As an adopter, I want to see real-time updates to match insights so that I can trust the recommendations reflect the current availability and status of animals."

Description

Ensures that match insights are constantly updated based on the latest animal status, availability, and profile changes. The feature leverages real-time data feeds to refresh the insights dashboard instantly, preventing adopters from viewing outdated or inaccurate recommendations.

Acceptance Criteria

Animal Status Update Sync

Given an animal's status is updated in the shelter system, when the data feed pushes the update, then the match insights dashboard must reflect the new status within 5 seconds without requiring a page refresh.

Availability Change Propagation

Given an adopter is viewing match insights, when an animal's availability changes from 'Available' to 'Pending', then the insights section must immediately disable adoption actions and display the updated availability status in real time.

Profile Attribute Update Refresh

Given an animal's profile attribute is modified, when the update occurs in the backend, then the interactive breakdown must update the factor highlights in the adopter's view within 3 seconds.

Disconnected Data Feed Recovery

Given the real-time data feed disconnects unexpectedly, when the connection is restored, then all pending updates during the outage must be applied to the dashboard, ensuring data consistency with the backend.

High-Volume Updates Performance

Given multiple simultaneous animal profile changes, when the system processes 50 updates within a minute, then dashboard update latency must remain under 5 seconds per update and not impact overall performance.

Live Preview

Lets adopters watch short, curated video clips of suggested animals in their shelter environment, giving a more authentic sense of personality and energy. This immersive experience deepens emotional connection and speeds up commitment.

Requirements

Video Playback Interface

"As an adopter, I want to watch short video clips of animals in their shelter environment so that I can better understand their personality and energy before scheduling a visit."

Description

Implement a responsive, full-screen video player in the mobile and web apps that allows adopters to seamlessly watch short, curated clips of shelter animals, with intuitive play/pause controls, thumbnails, and progress indicators. Ensure the interface is consistent with Sheltr’s branding and provides a smooth user experience across devices.

Acceptance Criteria

Full-Screen Video Playback Launch

Given the adopter taps a video thumbnail in the animal list, when the video player opens, then it displays in full-screen mode within 1 second and begins auto-playing the selected clip.

Responsive Layout Across Devices

Given the adopter uses different device sizes (mobile, tablet, desktop), when entering full-screen mode, then the video player UI (controls, branding, thumbnails) adjusts appropriately without overflow or cropping.

Play/Pause Control Functionality

Given a video is playing, when the adopter taps the pause button or presses the spacebar key, then playback pauses within 200 milliseconds; when tapping play, playback resumes from the paused timestamp within 200 milliseconds.

Video Thumbnail Preview and Scrubbing

Given the adopter hovers over or taps the progress bar, when scrubbing to a new position, then a frame preview appears and the video seeks accurately to the chosen time within 500 milliseconds of interaction end.

Progress Indicator Accuracy

Given a video is playing, when inspecting the progress bar, then the filled portion accurately reflects the current playback time relative to the total duration within a 1% margin of error.

Curation Dashboard

"As a shelter manager, I want to easily curate and organize video clips for each animal so that adopters receive relevant and up-to-date previews."

Description

Develop an administrative dashboard for shelter managers and volunteers to upload, tag, categorize, and schedule video clips for each animal profile. Include bulk upload, drag-and-drop reordering, and filtering by animal attributes to streamline content management.

Acceptance Criteria

Bulk Video Upload

Given an admin selects multiple valid video files and starts the upload, when the upload process completes, then all videos are listed in the dashboard within 30 seconds and any unsupported file formats display a clear error message specifying the failed files.

Drag-and-Drop Reordering

Given a list of video clips in the dashboard, when the admin drags a clip to a new position and releases it, then the new order is reflected immediately in the UI and persists after page refresh.

Filter Videos by Animal Attributes

Given videos tagged with species, age group, and breed, when the admin applies one or more filters, then only clips matching all selected attributes appear and the total count matches the displayed clips.

Tagging and Categorizing Videos

Given an uploaded video, when the admin assigns tags and selects one or more categories, then the tags and categories are saved, visible in the video entry, and available for filtering and search.

Schedule Video Publication

Given a video clip with a future publish date/time is scheduled, when the date/time arrives, then the clip automatically appears in the live preview without additional manual action.

Adaptive Streaming Quality

"As an adopter using varying network connections, I want the video to play smoothly without buffering so that I can have a consistent viewing experience."

Description

Integrate adaptive bitrate streaming to automatically adjust video quality based on the user’s network conditions and device capabilities. Provide fallback options for low-bandwidth scenarios and ensure minimal buffering in both mobile and desktop environments.

Acceptance Criteria

Initial Stream Startup on High Bandwidth

Given network speed >= 5 Mbps and device supports 1080p, When user starts video playback, Then player selects 1080p stream within 2 seconds and startup buffering remains under 3 seconds.

Stream Playback on Low Bandwidth

Given network speed <= 1 Mbps, When user starts playback, Then player selects 240p stream within 2 seconds and total rebuffering time is less than 10% of playback duration.

Adaptive Switch During Bandwidth Drop

Given playback at 720p and bandwidth drops below 1 Mbps, When bandwidth change is detected, Then player switches to 240p within 1 second without interrupting playback.

High-Resolution Playback on Capable Devices

Given device supports 4K and network speed >= 20 Mbps, When playback starts, Then player offers 2160p stream and initial buffering completes within 4 seconds.

Fallback Behavior When No Suitable Stream Available

Given all adaptive streams fail to load, When player cannot fetch any stream, Then system displays ‘Playback unavailable’ error and shows ‘Retry’ button that reattempts load within 5 seconds when clicked.

Metadata Overlay

"As an adopter, I want to see essential information about the animal while watching the video so that I can make quick, informed decisions without leaving the player."

Description

Overlay key animal metadata—such as name, age, breed, and short personality notes—directly on the video player at configurable intervals. Ensure the overlay is unobtrusive and honors accessibility guidelines for readability.

Acceptance Criteria

First-Time Playback Overlay

Given an adopter starts a video for the first time, when the video reaches the 10-second mark, then an overlay displaying the animal’s name, age, and breed appears for 5 seconds without obscuring more than 20% of the video area.

Mid-Playback Personality Notes Display

Given an adopter watches at least 30 seconds of the video, when configurable interval X is reached, then a semi-transparent overlay with short personality notes appears, ensuring text contrast ratio ≥4.5:1 for readability.

User-Configured Interval Adjustment

Given an adopter updates overlay frequency in settings to every 15 seconds, when a video plays, then metadata overlays appear precisely at 15-second intervals throughout playback.

Accessibility Compliance Verification

Given the video player’s accessibility settings are active, when overlays are displayed, then all text must be readable by screen readers and meet WCAG 2.1 AA guidelines for font size and contrast.

Responsive Overlay on Mobile

Given an adopter watches a video on a mobile device, when overlay appears, then the overlay resizes dynamically to fit screen width, not covering more than 25% of the viewport, and remains legible in portrait and landscape modes.

Engagement Analytics

"As a shelter manager, I want analytics on how adopters interact with the videos so that I can measure engagement and improve our content strategy."

Description

Implement tracking of user interactions with video clips, including views, watch time, likes, and share actions. Store analytics in a dashboard for shelter staff to monitor engagement trends and optimize future video content.

Acceptance Criteria

Video View Recording

Given an adopter plays a video clip, When playback starts, Then the system must record a view event with clip ID, user ID, and timestamp; And if playback exceeds 3 seconds, Then mark the view as valid.

Watch Time Metrics Collection

Given an adopter watches a video clip, When playback progresses or pauses, Then record start and end timestamps per session; And calculate and store watch duration per session and cumulative duration per user.

Like Interaction Logging

Given an adopter clicks the like button on a video clip, When the click is processed, Then increment the clip’s like count; And store the user ID, clip ID, and timestamp; And prevent duplicate likes by the same user.

Share Action Capture

Given an adopter shares a video clip, When the share action completes successfully, Then record the share event with clip ID, user ID, channel used, recipient info if available, and timestamp.

Analytics Dashboard Presentation

Given a shelter staff member accesses the analytics dashboard, When the page loads or the date range changes, Then display aggregated metrics for views, average watch time, likes, and shares per clip; And update all charts within 2 seconds.

Preference Pulse

Continuously refines adopter preferences through quick in-app prompts and feedback after each match, ensuring suggestions evolve in real time. This dynamic loop captures shifting priorities to deliver ever-more-relevant recommendations.

Requirements

Feedback Prompt Trigger

"As an adopter, I want to quickly rate suggested animals so that the system can refine future recommendations to my preferences."

Description

Implement an in-app prompt immediately after each match, allowing adopters to rate and comment on suggested animals. The prompt should be non-intrusive, using quick-tap options, and integrate with the existing notification system. Collected feedback is stored in the user profile database to refine future recommendations in real time.

Acceptance Criteria

Post-Match Feedback Prompt Display

Given a user views a match result, When the match screen is fully loaded, Then an in-app feedback prompt must appear within 3 seconds as a non-intrusive overlay.

Non-Intrusive Prompt Interaction

Given the feedback prompt is displayed, When the user continues browsing matches or navigates away, Then the prompt remains dismissible without blocking primary actions.

Quick-Tap Option Feedback Submission

Given the prompt shows rating and comment options, When the user taps a rating or selects 'Skip', Then the input is recorded and the prompt closes immediately.

Data Storage in User Profile

Given the user submits feedback, When the feedback is sent, Then it is stored in the user profile database within 2 seconds and linked to the specific match event.

Real-Time Preferences Update

Given feedback is stored, When the next recommendation cycle runs, Then the adopter’s preference profile reflects the new rating and comment to adjust future suggestions real time.

Dynamic Preference Modeling

"As an adopter, I want the app to adapt to my changing priorities so that recommendations remain relevant as my preferences evolve."

Description

Develop a machine-learning module that continuously adjusts adopter profiles based on weighted feedback and interaction history. The model recalculates attribute priorities—such as size, age, and temperament—in real time, feeding updates into the recommendation engine to evolve suggestions as preferences shift.

Acceptance Criteria

Initial Preference Calibration

Given a new adopter with no prior interactions, When the system receives the adopter's profile and initial feedback via prompts, Then the model assigns baseline weights to attributes (size, age, temperament) with default values as defined in the specification.

Live Feedback Integration

Given an adopter indicates a like or dislike on a suggested match, When feedback is submitted, Then the system updates the weighted priorities of related attributes within 5 seconds and logs the change in the adopter's interaction history.

Real-time Profile Update

Given an adopter browses suggested animals, When the model recalculates attribute weights based on the latest 10 interactions, Then the updated adopter profile is stored and used immediately by the recommendation engine.

Weighted Attribute Adjustment

Given multiple feedback entries on different attributes, When computing new priorities, Then the system applies the defined weighting formula correctly, ensuring that recent feedback has a 2x multiplier compared to older feedback.

Recommendation Engine Synchronization

Given updated attribute priorities in an adopter's profile, When recommendations are generated, Then the recommendation engine reflects the new priorities in the top 10 suggestions with at least 80% alignment to the updated weights.

Preference Insights Dashboard

"As an adopter, I want to see how my preferences have changed over time so that I can understand and refine my own adoption criteria."

Description

Create a dashboard within the user profile that visualizes how an adopter’s preferences have changed over time. Display key attributes with trend graphs and allow adopters to manually adjust preference weights. This transparency builds trust and empowers users to fine-tune the algorithm.

Acceptance Criteria

Visualization of Preference Trends

Given the adopter navigates to the Preference Insights Dashboard with at least three past preference entries, When the dashboard loads, Then a line graph displays changes in each key attribute’s weight over time with properly labeled axes, legends, and hoverable data points.

Manual Adjustment of Preference Weights

Given the adopter views the current preference weights on the dashboard, When the adopter adjusts a weight slider and clicks Save, Then the new weight is persisted to the user profile, the matching algorithm updates immediately, and a success notification appears.

Real-Time Update of Recommendations Post-Adjustment

Given the adopter has modified one or more preference weights, When the adjustment is saved, Then the recommendations panel refreshes within five seconds to reflect the new preference priorities without requiring a page reload.

Trust and Transparency Feedback Prompt

Given the adopter examines a data point on the trend graph, When the adopter clicks any point, Then a tooltip appears showing the date of change, the previous weight, the updated weight, and an option to revert to that previous value.

Error Handling on Weight Adjustment

Given the adopter attempts to save a new preference weight under a poor network or invalid input condition, When the save operation fails, Then an error message clearly explains the issue and prompts the adopter to retry without losing the current adjustments.

Real-Time Recommendation Refresh

"As an adopter, I want the list of suggested pets to update immediately after I give feedback so that I see matches that reflect my latest input."

Description

Enable the recommendation list to refresh instantly whenever a preference update occurs. Use websockets or efficient API polling to push new matches to the adopter without requiring a manual page reload, ensuring a seamless feedback loop between input and results.

Acceptance Criteria

Websocket Connection Establishment

Given an authenticated adopter opens the recommendations page, when the page loads, then a websocket connection to the recommendation service is established within 2 seconds.

Preference Update Broadcasting

Given an adopter updates a preference, when the update is saved, then the server pushes the updated recommendations via websocket and the list refreshes automatically without a page reload.

Fallback Polling Mechanism

Given the websocket connection fails, when the client detects the failure, then API polling begins at 5-second intervals until the websocket reconnects.

UI Loading Indicator

Given new recommendations are being fetched, when an update is initiated, then a non-blocking loading spinner appears and is removed within 500ms of receiving new data.

Concurrent Preference Changes

Given multiple preference updates are made in quick succession, when changes are sent to the server, then the client aggregates the latest preferences and updates the recommendation list correctly without duplication or missed updates.

Feedback Data Storage & Privacy

"As an adopter, I want my feedback data to be stored securely and used only for improving my experience so that I can trust the app with my personal preferences."

Description

Securely store all adopter feedback in compliance with data protection standards. Implement opt-in consent flows for data collection, ensure encryption at rest and in transit, and provide users control over their feedback data, including the ability to delete or anonymize it on request.

Acceptance Criteria

Feedback Consent Opt-In

Given an adopter opens the feedback prompt When the consent flow is presented Then the user can explicitly opt in by selecting a checkbox and viewing the linked privacy policy And the system records the user’s consent choice and timestamp in the database

Feedback Data Encryption at Rest

Given feedback data is stored in the database When writing to disk Then the data must be encrypted using AES-256 or stronger And only authorized services with appropriate keys can decrypt the data

Feedback Data Encryption in Transit

Given feedback is submitted through the app When data is sent to the server Then all communication must use TLS 1.2 or higher And any invalid or expired certificates are rejected to prevent unsecured transmission

User Feedback Deletion Request

Given a user submits a feedback deletion request When the system verifies the user’s identity Then the system permanently deletes the associated feedback records from all storage layers And sends a confirmation notification to the user

Feedback Data Anonymization Request

Given a user requests anonymization of their feedback When the system processes the request Then all personally identifiable information is removed or replaced with pseudonyms And the anonymized feedback remains available for aggregate analytics without user identification

Adaptive Learning

Harnesses machine learning to analyze past adoption outcomes and adopter interactions, automatically fine-tuning matching algorithms over time. The system personalizes suggestions based on individual success patterns, boosting placement rates even further.

Requirements

Data Ingestion & Preprocessing

"As a data engineer, I want the system to automatically ingest and preprocess all relevant adoption and interaction data so that the adaptive learning models have clean, consistent inputs for accurate predictions."

Description

Automate the collection, cleaning, transformation, and storage of historical adoption records, adopter interactions, and volunteer feedback. Ensure data is normalized, anonymized, and structured in a central repository for machine learning use. Include validation steps to detect missing or inconsistent entries, with alerts for data quality issues. This foundational requirement ensures that the adaptive learning models operate on accurate, reliable inputs, improving prediction accuracy and system robustness.

Acceptance Criteria

Scheduled Historical Data Ingestion

Given the system schedule triggers at 02:00 AM daily When the ingestion job runs Then all new records from source databases are fetched without errors and completion status is logged

Data Validation and Alerting

Given new data entries are ingested When validation rules run Then any record with missing mandatory fields or inconsistencies is flagged and an alert is sent to the data administrator within 5 minutes

Data Normalization and Anonymization

Given raw adoption and feedback data is loaded When normalization and anonymization steps execute Then numeric and date fields conform to defined formats and all personally identifiable information is replaced with unique tokens ensuring no direct identifiers remain

Transformation Pipeline Integrity

Given normalized data is available When the transformation pipeline processes the data Then output tables strictly match the target schema with zero schema violations and row counts are within 1% of expected totals

Central Repository Accessibility

Given the transformed dataset is published to the central repository When the ML service queries the repository API Then it returns the complete dataset in JSON format within 500ms response time and honors role-based access controls

Model Training & Retraining Pipeline

"As a machine learning engineer, I want the system to automatically retrain and validate matching models at defined intervals so that recommendations stay aligned with the latest adoption success patterns."

Description

Design and implement an automated pipeline to train, validate, version, and deploy machine learning models at scheduled intervals or triggered by significant data changes. Include hyperparameter tuning, cross-validation, and performance benchmarking. Maintain model metadata and ensure rollback capability. This pipeline keeps matching algorithms up to date with evolving adoption patterns, maximizing placement success.

Acceptance Criteria

Scheduled Retraining Trigger Verification

Given a configured weekly schedule at 2 AM UTC, when the scheduled time arrives, then the pipeline automatically initiates model training, logs the start and completion timestamps, and records success status.

Data Change Trigger Execution

Given incoming adoption data volume changes exceed 5% from the previous batch, when data ingestion completes, then the pipeline automatically triggers a retraining job and sends a notification to the MLOps team with change details.

Hyperparameter Tuning and Cross-Validation

Given the training dataset is prepared, when the pipeline runs, then it executes hyperparameter tuning across the defined search space using grid search, performs 5-fold cross-validation, selects the model with the highest average F1 score, and stores tuning results and selected parameters in the metadata store.

Model Versioning and Deployment

Given the retraining completes successfully, when the pipeline finalizes the new model, then it creates a new version entry tagged with timestamp and key performance metrics, deploys the model to the staging environment for A/B testing, and ensures rollback capability is registered.

Rollback on Performance Degradation

Given the production model is serving live traffic, when performance benchmarks fall below the predefined baseline by more than 2%, then the pipeline automatically initiates a rollback to the previous stable model version and sends an alert to the stakeholders.

Adaptive Matching Algorithm Deployment

"As a shelter manager, I want the system to use the latest trained model to generate personalized adoption match suggestions so that I can efficiently identify the best homes for each animal."

Description

Integrate the latest trained model into the production recommendation engine to generate real-time, personalized animal-adopter match scores. Ensure low-latency inference, scalability under peak load, and fallback to baseline rules if the model service is unavailable. Provide APIs for dashboard integration. This requirement delivers dynamic, data-driven suggestions to shelter staff for faster, more accurate placements.

Acceptance Criteria

Real-time Model Inference Under Peak Load

Given the system receives 1000 adoption requests per minute during peak hours, when the recommendation API is invoked, then 95% of responses must return personalized match scores within 200ms and any fallback to baseline rules must complete within 500ms.

Model Unavailability Fallback

Given the model service is unavailable, when a match recommendation request is received, then the system must automatically apply baseline rule-based matching, respond within 250ms, and log the fallback event.

Dashboard API Integration

Given a shelter staff member requests match scores for a batch of 10 adopters via the dashboard API, when the request is made, then the API must return valid match scores (0–1 range) for all adopters within 300ms.

Scalability Verification

Given a load test simulating 500 concurrent recommendation requests, when the system scales horizontally, then it must maintain at least 99.9% uptime and keep average response latency below 250ms.

Accuracy Improvement Over Baseline

Given a dataset of 100 past adoption outcomes, when the new model generates recommendations, then placement accuracy must improve by at least 15% compared to the baseline algorithm.

Feedback Loop Integration

"As a shelter volunteer, I want to record adoption outcomes and feedback directly in the system so that the adaptive models learn from real-world results and improve future recommendations."

Description

Capture adoption outcomes, volunteer notes, adopter satisfaction ratings, and follow-up success metrics directly within the system. Tag each match as successful or unsuccessful and link feedback to the originating model inputs. Automate the ingestion of this feedback into the next training cycle. By closing the loop, the system learns from real-world results and continuously improves match quality.

Acceptance Criteria

Adoption Outcome Capture

Given a finalized adoption record, when the shelter staff marks an adoption as complete, then the system captures the outcome (successful or unsuccessful) and stores it in the feedback database within 30 seconds.

Volunteer Feedback Entry

Given a volunteer has logged into their dashboard, when they submit notes for an adoption event, then the system tags their feedback to the related match record and displays a confirmation message.

Adopter Satisfaction Rating

Given an adopter receives a follow-up prompt, when they rate their satisfaction on a 5-point scale, then the rating is saved, linked to their adopter profile, and visible in the match feedback report.

Feedback Model Input Tagging

Given the ingestion of new feedback, when the system processes the data, then each feedback entry is tagged with the original model inputs (e.g., animal profile, adopter preferences) and stored for audit.

Automated Feedback Training Ingestion

Given new feedback entries reach a threshold of 100 records, when the nightly training job runs, then the system automatically ingests the tagged feedback into the machine learning pipeline and logs the ingestion summary.

Performance Monitoring & Analytics Dashboard

"As a shelter director, I want a dashboard showing the performance and impact of the adaptive learning feature so that I can understand its effectiveness and make data-driven decisions."

Description

Provide a dashboard displaying key metrics for the adaptive learning feature, including placement rate uplift, model accuracy, precision/recall, and trend analysis over time. Include visualizations of feature importance and feedback response. Configure alerts for model degradation or data drift. This requirement ensures transparency, enables data-driven decision making, and maintains trust in the adaptive system.

Acceptance Criteria

Real-Time Loading of Key Metrics

Given a shelter manager accesses the Performance Monitoring & Analytics Dashboard, when the dashboard loads, then placement rate uplift, model accuracy, precision, and recall metrics are displayed within 3 seconds.

Visualization of Feature Importance

Given the manager selects the Feature Importance view, when the view renders, then a bar chart displays all model features ranked by importance, and hovering over each bar shows the feature name and importance score.

Trend Analysis Over Time

Given the manager chooses the trend analysis tab, when a date range is selected, then the dashboard shows a responsive line chart of model accuracy, placement rate uplift, precision, and recall for the selected period, updating within 2 seconds of filter changes.

Model Degradation Alerts Configuration

Given the manager navigates to alert settings, when they set a threshold for model accuracy below a specified percentage, then the system saves the threshold, and sends an email and in-app notification within 5 minutes if model accuracy drops below the threshold.

Data Drift Detection Alerts

Given the data scientist configures data drift parameters, when the system detects drift beyond the set threshold, then it logs the event in the dashboard, updates the data drift chart, and sends a push notification to subscribed users.

Compatibility Scorecard

Offers a concise, visual scorecard (0–100) for each match, breaking down compatibility across categories like lifestyle fit, behavioral needs, and care requirements. This easy-to-read format helps both adopters and counselors make informed, data-driven choices.

Requirements

Score Calculation Algorithm

"As a shelter counselor, I want the system to generate an accurate compatibility score so that I can quickly assess adopter-animal matches."

Description

Develop a backend algorithm that aggregates data from adopter profiles and animal records, applies weighted factors for lifestyle fit, behavioral compatibility, and care requirements, and computes a compatibility score from 0 to 100. The algorithm must support configurable weight adjustments, handle missing data gracefully, and ensure consistency and accuracy across all matches.

Acceptance Criteria

Default Weight Configuration Test

Given the system uses default weights (lifestyle: 40%, behavior: 30%, care: 30%) for a new match when no custom weights are set When the algorithm runs to calculate the compatibility score Then the score should be computed using exactly the default weight distribution and return a value between 0 and 100 with a precision of two decimal places

Custom Weight Adjustment Scenario

Given an administrator configures custom weights (e.g., lifestyle: 50%, behavior: 20%, care: 30%) When a match score is recalculated after weight adjustment Then the new score should reflect the updated weights and differ from the default-weight score accordingly

Missing Data Handling Scenario

Given an adopter profile lacks data for care requirements When the algorithm processes this match Then it should assign a default neutral weight for missing data and calculate the score without errors, logging a warning for the missing field

Score Consistency Across Sessions

Given the same adopter and animal data inputs are processed multiple times When the algorithm computes the compatibility score in separate sessions Then the score must be identical in each run, ensuring deterministic results

Accuracy Validation Against Known Benchmarks

Given a test dataset with known expected scores When the algorithm calculates scores for the test dataset Then each computed score should match the expected benchmark within a tolerance of 0.5 points

UI Scorecard Display

"As an adopter, I want a clear visual scorecard so that I can understand the compatibility factors at a glance."

Description

Implement a visual component within the dashboard that presents the compatibility scorecard, showing overall score and a breakdown by categories. Include color-coded bars or charts for each factor, tooltips for detailed explanations, and responsive design for desktop and mobile views to ensure readability and interactivity.

Acceptance Criteria

Desktop Dashboard Scorecard Rendering

Given a shelter manager on a desktop browser When they open the dashboard Then the compatibility scorecard displays an overall score and individual category bars color-coded correctly with visible labels and hoverable tooltips

Mobile Dashboard Scorecard Rendering

Given a volunteer on a mobile device When they view the scorecard Then the layout adjusts to a vertical orientation with legible text, tappable category bars, and expandable tooltips without horizontal scrolling

Tooltip Display and Content Accuracy

Given any user interacts with a category bar When they hover (desktop) or tap (mobile) Then a tooltip appears within 200ms showing the correct category name, score value, and brief explanatory text

Color Accessibility Compliance

Given the scorecard is displayed Then each color-coded bar meets WCAG 2.1 contrast ratio of at least 4.5:1 and is distinguishable by users with common types of color vision deficiency

Responsive Interaction Performance

Given the scorecard component is loaded When users resize their browser or switch device orientation Then the component reflows instantly (within 100ms) without loss of interactivity or display errors

Category Weight Customization

"As a shelter manager, I want to customize category weights so that the scoring reflects our shelter's priorities."

Description

Create an administrative interface that allows shelter managers to adjust the relative weights assigned to lifestyle fit, behavior needs, and care requirements. Changes should immediately reflect in the score calculations, and the interface must include validation, versioning, and audit logs of weight modifications.

Acceptance Criteria

Modify Category Weights

Given valid integer weights for lifestyle fit, behavior needs, and care requirements that sum to 100, when the manager clicks 'Save', then the new weights are persisted; When the page is reloaded or revisited, then the updated weights are displayed correctly.

Real-Time Score Update

Given an existing match score calculated with old weights, when the manager updates any category weight, then all match scores recalculate in real time; And the dashboard displays the recalculated scores without requiring a full page reload.

Weight Value Validation

Given the manager enters weights that do not collectively sum to 100, when 'Save' is clicked, then the system displays a validation error and prevents saving; And if any weight is negative or non-numeric, then an inline validation message appears for the invalid field.

Versioning of Weight Changes

Given each successful weight update, when the change is saved, then a new version entry is created with a unique version ID, timestamp, previous weights, and new weights; And the version history list shows entries in reverse chronological order.

Audit Log Entry Generation

Given a weight modification by any user, when the change occurs, then an audit log entry is created capturing the user ID, timestamp, action performed, and details of weight differences; And the audit logs are queryable by user, date range, and version ID.

Real-time Data Sync

"As a volunteer, I want the scorecard to update immediately when data changes so that I always see current compatibility."

Description

Ensure that updates to adopter surveys or animal profile information trigger immediate recalculation and display of compatibility scores. Implement event-driven data synchronization between microservices and the UI layer, using WebSocket or similar push mechanisms to avoid manual refreshes.

Acceptance Criteria

Adopter Updates Survey Response

Given an adopter modifies their survey answers, When the update is submitted, Then the compatibility score recalculates within 2 seconds and the new score displays on the user's dashboard without manual refresh.

Animal Profile Edit

Given an animal's profile data is updated (e.g., age or activity level), When the changes are saved, Then all active compatibility scorecards reflecting that animal update their scores within 2 seconds via push notification.

Concurrent Updates Handling

Given simultaneous updates to multiple animal profiles and adopter surveys, When these events occur concurrently, Then the system processes each event without data loss and all affected scorecards display correct, consistent scores within 3 seconds.

WebSocket Connection Recovery

Given a temporary loss of WebSocket connection, When connectivity is restored, Then the system re-synchronizes any missed score updates and refreshes the UI so that the compatibility score is current immediately after reconnection.

New User Dashboard Load

Given a user logs in and opens the compatibility dashboard, When the WebSocket connection is established, Then the current scores for all matches load in real time without manual page reload within 2 seconds.

Export & Share Scorecard

"As an adoption counselor, I want to share the scorecard with adopters via email or PDF so that they have a record to review at home."

Description

Enable users to export the compatibility scorecard as a PDF report and share a secure view-only link via email or messaging platforms. The export must preserve styling, include detailed category breakdowns, and adhere to branding guidelines. Shared links should respect access controls and expire after a configurable period.

Acceptance Criteria

User Exports Scorecard as PDF

Given the user is viewing a compatibility scorecard, when they click "Export as PDF", then a PDF file is generated containing the entire scorecard layout and data. Given the PDF is generated, when the user downloads it, then the file preserves all visual styling, including charts, fonts, and colors identical to the dashboard. Given the PDF generation completes, when the user opens the file, then all category breakdowns (lifestyle fit, behavioral needs, care requirements) are present and accurately rendered.

User Shares Secure Link via Email

Given the user has a generated view-only link, when they select "Share via Email" and enter a valid email address, then the system sends an email containing the secure link to the recipient within 30 seconds. Given the email is sent, when the recipient clicks the link, then they receive view-only access without any edit permissions or ability to download the PDF.

Shared Link Access Control Enforced

Given a recipient accesses the shared link before expiration, when they navigate to the URL, then they can view the scorecard without needing additional permissions. Given a recipient is not authorized, when they access the link, then the system prompts for authentication or displays an access denied message. Given the recipient attempts to make changes, when they interact with interactive elements, then no changes are saved and the interface remains read-only.

Exported PDF Adheres to Branding Guidelines

Given the PDF is generated, when the user reviews its content, then it includes the organization’s logo, color palette, and footer with copyright text in the correct positions. Given brand standards are defined, when measuring the PDF's layout, then font sizes, margins, and spacing conform exactly to the brand guidelines document.

Shared Link Expiration Functionality

Given the user configures an expiration duration (e.g., 7 days), when the link reaches the expiration time, then attempts to access the link result in an expiration notice. Given the link has expired, when a recipient visits the URL, then the system displays a message stating the link is no longer available and provides instructions to request a new share link.

Sibling Matchmaker

Identifies and suggests bonded pairs or compatible littermates when an adopter’s profile indicates an interest in multiple animals. Promoting multi-animal placements not only accelerates housing more pets but also supports animals’ emotional well-being.

Requirements

Adopter Interest Profiling

"As an adopter, I want to indicate interest in multiple animals so that the system can suggest compatible pairs."

Description

Implement a module allowing adopters to select and indicate interest in multiple animals simultaneously. This feature will capture adopter preferences and details, storing them in the database and making them available for downstream matching processes. By integrating seamlessly with the existing user profile and search workflows, it ensures that when an adopter views or favorites several animals, their interests are recorded in real time and fed into the sibling matching engine.

Acceptance Criteria

Simultaneous Animal Selection Recording

Given an authenticated adopter profile, when the adopter favorites or selects multiple animals consecutively during a browsing session, then each selected animal ID, adopter ID, and timestamp must be recorded in the interest_profiling database table with no data loss.

Real-time Interest Capture during Browsing

Given an adopter viewing an animal's detail page, when the adopter clicks the 'Interested' button, then the selection is immediately reflected in the UI and sent to the server via API within 1 second.

Interest Data Persistence Across Sessions

Given an adopter logs out and later logs back in, when they navigate to their interests dashboard, then all previously selected animals must be displayed with accurate timestamps and no missing entries.

Interest Feed to Matching Engine

Given new adopter interest entries are recorded, when the interest profiling service triggers the matching engine, then the engine receives the updated list of adopter-animal interest pairs within 5 seconds and logs successful delivery.

Error Handling for Failed Interest Submission

Given a network or server error occurs during interest submission, when the interest API request fails, then the UI displays an error message and provides a retry option without losing the selected animal ID.

Bonded Pair Identification

"As a shelter manager, I want the system to automatically identify bonded animal pairs so that I can preserve important social bonds during adoption."

Description

Develop an algorithm that analyzes shelter data—including previous cage assignments, intake records, and behavioral observations—to identify bonded pairs or littermates. The engine will flag these relationships and tag them in the animal database. By consolidating historical and behavioral data, this component ensures accurate detection of existing bonds and supports multi-animal adoption recommendations.

Acceptance Criteria

Analyze Historical Cage Assignments

Given two animals with overlapping cage stays exceeding 7 days in the same enclosure, when the algorithm processes cage assignment history, then both animals are flagged with the same bonded pair identifier in the database.

Identify Siblings from Intake Records

Given intake records showing animals admitted together under the same litter ID, when records are parsed, then the system tags each animal with their shared littermate identifier.

Detect Bonded Pairs through Behavioral Observations

Given multiple behavioral observation notes describing mutual grooming or co-sleeping, when natural language processing analyzes notes, then animals with at least 3 co-occurrences of bonding behaviors are flagged as bonded pairs.

Verify Bond Tags in Animal Database

Given the database entries for two animals flagged as bonded, when a user views their profiles, then the UI displays a 'Bonded Pair' badge with a link to the partner's profile.

Suggestion of Bonded Pairs during Adoption Selection

Given an adopter selects an animal that is flagged as bonded, when the adopter views related matches, then the system suggests the bonded partner with a prompt stating 'Recommended to adopt together'.

Compatibility Scoring Algorithm

"As a shelter volunteer, I want to see a compatibility score for suggested animal pairs so that I can confidently recommend healthy, harmonious matches."

Description

Create a scoring system that evaluates the compatibility of any two or more animals based on factors like age, temperament, species, and medical history. The algorithm will produce a compatibility score from 0 to 100 and highlight key factors contributing to the score. Integrated into the matching engine, this score helps volunteers and adopters understand the rationale for suggested pairings and supports data-driven placement decisions.

Acceptance Criteria

Adopter selects two animals for compatibility review

Given an adopter has selected two animals for comparison, When the compatibility score is requested, Then the system displays a numeric score between 0 and 100 and highlights the top three contributing factors with their weight percentages.

Volunteer reviews suggested matches on dashboard

Given a volunteer opens the matching dashboard, When sibling match suggestions are generated, Then each suggested pair is listed in descending order of compatibility score and includes a score and the key three factors driving the suggestion.

Manager exports compatibility report

Given a manager requests a compatibility report for a set of animals, When the report is generated for export, Then the CSV file contains pairwise compatibility scores for all combinations along with header labels and summaries of key factors.

Compatibility score recalculation upon data update

Given an animal’s profile data is updated (e.g., medical history or temperament), When the update is saved, Then all affected pairwise compatibility scores recalculate within 2 seconds and the UI reflects the new scores and contributing factors.

Edge case: insufficient data for scoring

Given one or more required attributes are missing for any animal in the pairing, When the compatibility score is requested, Then the system displays an “Insufficient data” message and prompts the user to complete missing attributes.

Sibling Suggestion Dashboard

"As a shelter manager, I want to view suggested sibling matches on my dashboard so that I can quickly propose multi-animal adoptions."

Description

Design and implement a dedicated dashboard widget that displays suggested bonded or compatible animal pairs to shelter staff. This interface will show animal photos, names, compatibility scores, and bond status, and allow users to filter and sort suggestions. By offering a clear visual presentation within the main dashboard, it streamlines the process of proposing multi-animal adoptions to potential adopters.

Acceptance Criteria

Widget Initialization on Dashboard Load

Given a shelter staff member is logged in and navigates to the main dashboard, when the page loads, then the Sibling Suggestion Dashboard widget is visible within 3 seconds.

Applying Filters and Sorting

Given the Sibling Suggestion widget is displayed, when the staff member applies a filter or sort option, then the list updates to reflect only suggestions matching the selected criteria within 2 seconds.

Compatibility Score Display

Given a list of suggested pairs is displayed, then each pair shows a compatibility score between 0 and 100, and scores are accurate based on the underlying matching algorithm.

Animal Photo and Name Accuracy

Given suggested pairs are listed, then each entry displays the correct animal photos and names as stored in the database.

Selection and Share Action

Given the staff member selects one or more suggested pairs, when they click the Share button, then the system generates a shareable summary including names, photos, and compatibility scores and confirms sending with a success message.

Multi-Animal Alert Notifications

"As a volunteer, I want to receive alerts when an adopter is a good match for a sibling pair so that I can coordinate the adoption process quickly."

Description

Integrate with the existing mobile and in-app notification system to send real-time alerts when an adopter’s interest in multiple animals matches bonded or compatible pairs. Notifications will include key details—animal names, photos, and compatibility context—and link back to the dashboard for follow-up. This ensures volunteers and managers can act promptly on potential multi-animal adoptions without manual monitoring.

Acceptance Criteria

Multiple Animal Interest Matched to Bonded Pair

Given an adopter’s profile includes interest in two animals that are a bonded pair When the system evaluates profile updates Then a mobile and in-app notification is generated containing both animals’ names, photos, and compatibility context

Notification Contains Accurate Details

Given a matched bonded or compatible pair When the notification is prepared Then it includes correct animal names, recent photos, a brief compatibility description, and a link back to the dashboard

Notification Link Redirects to Pair Detail View

Given a user taps the notification’s link When the link is activated Then the adoption dashboard opens directly to the detailed view for the paired animals

Real-Time Notification Delivery

Given a new multi-animal match is detected When the match is created Then the notification is delivered to both mobile and in-app channels within 30 seconds with a 99% success rate

Opt-Out Preference Honored

Given an adopter has disabled multi-animal alerts in their notification settings When a match occurs Then no multi-animal notification is sent to that adopter

Instant Swap Alerts

Receive real-time mobile notifications the moment a volunteer offers or requests a shift swap. This ensures you’re always first to know about new opportunities, reducing coverage gaps and keeping schedules full without delay.

Requirements

Real-Time Shift Offer Detection

"As a volunteer, I want the system to instantly recognize when another volunteer posts a shift swap opportunity so that I am notified immediately and have the best chance to claim it before others."

Description

The system must detect and capture volunteer shift offer or request events as they occur within the platform’s scheduling system. It should integrate seamlessly with the existing shift management module, listening to data updates, and triggering downstream processes. This requirement ensures that any new shift swap opportunity is recognized instantly, enabling timely notifications and reducing schedule gaps. Implementation will involve event listeners, webhook triggers, and data validation to prevent false positives. Expected outcome is zero latency between event occurrence and notification initiation.

Acceptance Criteria

Volunteer Initiates Shift Swap Offer

Given a volunteer submits a shift swap offer in the scheduling module, when the event is recorded, then the system logs the event and triggers the real-time detection workflow within 1 second.

Volunteer Requests Shift Swap

Given a volunteer requests a shift swap, when the request is sent, then an event listener captures the request event and forwards a validated payload to the notification service without data omissions.

Duplicate Event Filtering

Given the system receives identical swap events within 5 seconds, when processed, then only the first event triggers a notification and duplicates are discarded.

Invalid Event Data Handling

Given an event payload missing required fields, when received, then the system rejects the event, logs an error entry, and does not trigger a notification.

Zero Latency Notification Initiation

Given a valid shift swap event occurs, when processed by the event listener, then the notification service is invoked within 500 milliseconds of event occurrence.

Push Notification Delivery

"As a volunteer, I want to receive immediate push notifications on my phone when a shift swap becomes available so that I can respond quickly and secure the slot."

Description

The system must send push notifications to users’ mobile devices in real time when a shift swap event is detected. It must support both iOS and Android platforms, leveraging native notification services (APNs, FCM) and fallback mechanisms. Notifications should contain concise, informative content with relevant shift details and an actionable link to confirm or decline. The system should handle retries, queuing, and error handling to guarantee high delivery rates. Expected outcome is consistent, reliable notification delivery with acknowledgments.

Acceptance Criteria

Shift Swap Event Detection

Given a volunteer posts a shift swap request or offer, when the system logs the event, then a push notification must be queued for delivery to all subscribed users within 5 seconds.

Notification Delivery to iOS and Android

Given valid device tokens for iOS and Android users, when dispatching notifications, then the system must use APNs for iOS and FCM for Android and confirm successful handoff to each service.

Notification Payload Content

Given a shift swap event, when creating the notification payload, then the message must include the event type, shift date and time, role details, and a single actionable link to confirm or decline.

Delivery Retry and Error Handling

Given a failure response from APNs or FCM, when the initial send fails, then the system must retry delivery up to 3 times with exponential backoff and log errors if all retries fail.

User Acknowledgment and Response

Given a user taps the actionable link in the notification, when the link opens, then the user must be directed to the shift swap confirmation screen and their response must be recorded with a timestamp.

Custom Notification Preferences

"As a volunteer, I want to configure my swap alert preferences, including quiet hours and notification channels, so that I only get notified about swaps that fit my schedule and communication preferences."

Description

The platform must allow users to customize their instant swap alert settings, including notification types (push, email, SMS), quiet hours, and filter preferences (e.g., only swaps for certain roles or times). The settings should be accessible in the user profile, persist across sessions, and enforce user choices to minimize irrelevant notifications. This customization ensures users only receive alerts that matter to them, improving engagement and reducing notification fatigue. Expected outcome is higher user satisfaction and engagement with alerts.

Acceptance Criteria

Selecting Notification Channels

Given the user is on the Notification Preferences page When the user selects push, email, and SMS and clicks Save Then preferences are saved and only the selected channels receive swap alerts

Configuring Quiet Hours

Given the user is on the Notification Preferences page When the user sets quiet hours from 22:00 to 07:00 and clicks Save Then no swap alerts are delivered between 22:00 and 07:00 via any channel

Applying Role-Based Filters

Given the user is on the Notification Preferences page When the user selects only ‘Dog Walker’ and ‘Groomer’ roles in filter settings and clicks Save Then swap alerts for all other roles are suppressed

Filtering by Shift Time

Given the user is on the Notification Preferences page When the user sets a time filter for swaps between 08:00 and 12:00 and clicks Save Then swap alerts outside 08:00–12:00 are not sent

Persistence Across Sessions

Given the user has saved custom notification settings When the user logs out and logs back in Then the previously saved preferences are still applied

Automated Shift Swap Matching

"As a shelter manager, I want the system to automatically match volunteers with available shift swaps based on their availability and qualifications so that I can reduce manual scheduling efforts and ensure shifts are covered."

Description

The system should automatically match available shift offers with volunteers based on predefined criteria such as availability, qualifications, and user preferences. It should rank potential matches and send the highest-priority candidates a notification first. Matching should use efficient algorithms and real-time data to optimize fill rates. Integration with volunteer profiles and calendars is required to ensure compatibility. Expected outcome is reduced manual coordination, higher shift fill success, and improved operational efficiency.

Acceptance Criteria

Volunteer Requests Shift Swap

Given a volunteer initiates a shift swap request, When the system evaluates available volunteers against swap criteria, Then the system identifies and notifies the highest-ranked match within 5 seconds of the request.

Volunteer Offers Shift Availability

Given a volunteer offers to fill an unassigned shift, When the system triggers the automated matching process, Then the system selects and sends notifications to the top three qualified volunteers in priority order.

Multiple Matches Prioritized

Given multiple volunteers meet the swap criteria for a shift, When the system ranks potential matches, Then the system orders candidates by availability fit, qualification match, and past swap success rate before sending notifications.

Profile Qualification Filter

Given a shift requires specific qualifications, When matching volunteers, Then the system filters out any volunteers lacking those qualifications, ensuring only eligible candidates are notified.

Calendar Integration Conflict Check

Given volunteers’ calendar data is available, When the system checks for shift compatibility, Then it excludes any volunteers with scheduling conflicts and only considers those with clear availability.

Notification Rate Limiting

"As a volunteer, I want the system to rate limit rapid notifications so that I am not overwhelmed by multiple alerts in a short period and can focus on relevant shift swap opportunities."

Description

The system must implement rate limiting and debounce mechanisms to prevent notification spam when multiple swap events occur in rapid succession. It should batch notifications where appropriate or enforce a minimum interval between alerts per user. Thresholds and rules should be configurable by administrators. This requirement ensures notifications remain meaningful and reduces user annoyance, preserving system effectiveness. Expected outcome is balanced notification frequency that maximizes engagement without overwhelming users.

Acceptance Criteria

High-Frequency Swap Events Batching

Given multiple swap offers occur within a 2-minute window for the same user, when the third and subsequent offers occur before the window expires, then the system batches all pending offers into a single notification listing each new offer.

Minimum Interval Enforcement

Given a user has received a notification, when a new swap event triggers within the configured minimum interval of 5 minutes, then the system delays the notification until the interval elapses and consolidates any additional events into that next notification.

Administrator Configurable Rate Limits

Given an administrator sets the rate limit to 3 notifications per hour for a user, when four or more swap events occur within that hour, then only the first three notifications are sent and any further events are suppressed until the next hour begins.

Rapid Succession Debounce

Given two swap requests happen within 30 seconds for the same shift, when the second request is detected within that debounce period, then the system merges it into the initial notification rather than sending a separate one.

Daily Notification Cap and Summary

Given a user has reached the daily cap of 10 notifications, then the system stops sending further notifications for the remainder of the day and sends a single summary notification at midnight listing all suppressed events.

SmartMatch Swap

Automatically match swap requests with volunteers based on availability, skills, and location. By prioritizing the best fits, this feature boosts acceptance rates and streamlines the swapping process for seamless coverage.

Requirements

Calendar Sync Integration

"As a volunteer coordinator, I want the system to automatically import and update volunteer availability calendars so that swap suggestions always reflect real-time availability."

Description

Automatically integrate and synchronize volunteer availability calendars (e.g., Google Calendar, Outlook) with the SmartMatch Swap system. The integration ensures that any updates to a volunteer’s schedule—new events, time-offs, and shift acceptances—are reflected in real time to prevent suggesting swaps for unavailable volunteers. Benefits include reducing manual updates, avoiding double-booking, and increasing the accuracy of match recommendations. The integration will use secure OAuth flows and configurable sync intervals.

Acceptance Criteria

Google Calendar OAuth Connection

Given a volunteer on the Calendar Sync settings page, When they initiate Google Calendar integration and complete the OAuth flow, Then their Google Calendar account is securely connected and listed under 'Connected Calendars' without errors.

Outlook Calendar OAuth Connection

Given a volunteer on the Calendar Sync settings page, When they initiate Outlook calendar integration and complete the OAuth flow, Then their Outlook calendar account is securely connected and listed under 'Connected Calendars' without errors.

Real-Time Availability Update

Given a connected calendar with a new event or time-off added externally, When the system syncs, Then the volunteer’s availability in SmartMatch Swap updates immediately to reflect the new event, preventing swap suggestions during occupied times.

Configurable Sync Interval Enforcement

Given a system administrator sets a custom sync interval, When the interval elapses, Then the system automatically triggers a calendar sync and logs the timestamp of the last successful sync in the admin dashboard.

Double-Booking Prevention During Swap Assignment

Given a volunteer with an existing calendar event at a requested shift time, When a swap request is processed, Then the system excludes that volunteer from match suggestions, ensuring no double-booking occurs.

Skills-Based Matching

"As a volunteer coordinator, I want swaps matched by required skills and certifications so that volunteers assigned are qualified and comfortable with the tasks."

Description

Enable the SmartMatch Swap engine to filter and match volunteers based on required skills, certifications, and experience levels for specific shifts or tasks. The system should maintain a profile of each volunteer’s qualifications and preferences, allowing automatic exclusions of unqualified volunteers and highlighting the best-suited candidates. This ensures that animal care tasks are performed by volunteers with the necessary expertise, improving safety and service quality.

Acceptance Criteria

Volunteer Qualification Profile Creation

Given a volunteer submits their qualifications and certifications, when the profile is saved, then the system stores each skill, certification, and experience level accurately in the volunteer’s profile.

Shift Skill Requirement Matching

Given a shift with defined required skills, when the SmartMatch Swap engine processes swap requests, then only volunteers whose profiles include all required skills are considered for matching.

Automatic Volunteer Suggestion for Swap

Given an open shift swap request, when the engine runs, then the system suggests the top three volunteers ranked by skill match, proximity, and availability.

Exclusion of Unqualified Volunteers

Given a volunteer without the necessary certification for a task, when the SmartMatch Swap engine evaluates candidates, then the system automatically excludes that volunteer from the match list.

Highlighting Best-Suited Candidates

Given multiple qualified volunteers for a shift, when the match list is generated, then the system highlights volunteers with the highest combined skill and experience score at the top of the list.

Geolocation Filtering

"As a volunteer, I want swap suggestions based on my location so that I can accept shifts close to me and reduce travel time."

Description

Implement geolocation-based filtering so that swap recommendations prioritize volunteers located within a configurable radius of the shelter or shift location. The system should calculate distances using address or GPS coordinates and allow coordinators to set proximity thresholds. This reduces travel time for volunteers and increases the likelihood of quick swap acceptances.

Acceptance Criteria

Volunteer Proximity Filtering

Given a shift location and a configured radius of 10 miles, when the system generates swap recommendations, then only volunteers whose calculated distance to the shift location is 10 miles or less are included in the recommendation list.

Dynamic Radius Configuration

Given a shelter coordinator updates the proximity threshold to a new value (e.g., from 10 to 15 miles), when the setting is saved, then subsequent volunteer matching queries use the updated 15-mile radius for filtering.

Address-Based Distance Calculation

Given volunteer and shift addresses entered into the system, when generating swap recommendations, then the system calculates the straight-line distance using geocoded coordinates and filters out any volunteers located beyond the configured radius.

GPS Coordinate Distance Calculation

Given volunteers provide GPS coordinates through the mobile app, when the system processes these coordinates, then it applies the Haversine formula (±1%) to compute distances and only returns volunteers within the set proximity threshold.

No Nearby Volunteers Handling

Given no volunteers are found within the configured radius for a shift swap, when the system completes the proximity filtering process, then an in-app notification displays “No volunteers found within [configured radius] miles” and suggests expanding the radius or selecting volunteers manually.

Ranking Algorithm for Swap Recommendations

"As a volunteer coordinator, I want the system to rank potential swap matches by availability, skills fit, and proximity so that I can quickly choose the best candidate."

Description

Develop an intelligent ranking algorithm that scores potential swap candidates by combining multiple factors: real-time availability, skill match percentage, proximity, past acceptance rate, and volunteer workload. The algorithm should produce an ordered list of best-fit volunteers, with adjustable weighting for each factor. This streamlines decision-making by presenting the highest probability matches first.

Acceptance Criteria

New Swap Request Ordering

Given a volunteer swap request is submitted with specific requirements, When the ranking algorithm processes the request, Then it returns a list of volunteers sorted by descending composite score based on availability, skill match, proximity, acceptance history, and current workload.

Custom Weight Adjustment

Given an administrator adjusts factor weightings in the algorithm settings, When the algorithm re-ranks candidates, Then the resulting volunteer order reflects the new weight proportions within each factor.

Availability and Location Updates

Given a volunteer updates their availability or location in the system, When the algorithm runs within one minute of the update, Then the volunteer’s new status and proximity are accurately reflected in the ranking.

Composite Score Calculation Verification

Given predefined input values for factors and known weightings, When the algorithm computes the composite score for a volunteer, Then the output matches the manually calculated score within a 0.01 tolerance.

Avoid Overloading Volunteers

Given a volunteer has reached the configured maximum number of assigned shifts in a week, When the algorithm generates recommendations, Then that volunteer is either excluded or placed below volunteers with capacity.

Automated Notification & Confirmation

"As a volunteer, I want to receive immediate swap notifications with confirmation options so that I can respond quickly and ensure shifts are covered."

Description

Create an automated notification workflow that sends swap requests to matched volunteers via mobile push, SMS, and email. The workflow will include options to accept, decline, or propose an alternate time directly in the message. Confirmation responses update the system immediately, triggering fallback suggestions if the first candidate declines. This ensures rapid communication and reduces coordination delays.

Acceptance Criteria

Push Notification Delivery

Given a matched volunteer with an active mobile device When the system sends a swap request Then the volunteer receives a push notification within 10 seconds containing 'Accept', 'Decline', and 'Propose Alternate' buttons

SMS Notification Delivery

Given a matched volunteer with a valid phone number and SMS enabled When the system sends a swap request Then the volunteer receives an SMS within 15 seconds with options to accept, decline, or propose an alternate time and a direct link to respond

Email Notification Delivery

Given a matched volunteer with a registered email address When the system sends a swap request Then the volunteer receives an email within 1 minute containing the swap details and action links for 'Accept', 'Decline', and 'Propose Alternate'

Volunteer Accepts Swap Request

Given a volunteer receives a swap request notification When the volunteer taps 'Accept' Then the system updates the swap status to 'Accepted' within 5 seconds, sends a confirmation notification to the requester, and removes the slot from the fallback queue

Volunteer Declines and Proposes Alternate

Given a volunteer chooses 'Propose Alternate' When the volunteer selects a new date and time Then the system sends the alternate proposal to the original requester, updates the swap request status to 'Pending Alternate', and notifies fallback volunteers

Fallback Suggestion Trigger

Given the first matched volunteer declines or does not respond within 10 minutes When the system detects 'Declined' or timeout Then it automatically sends swap requests to the next best-matched volunteers up to 3 attempts

Conflict Detection & Resolution

"As a volunteer coordinator, I want the system to detect and warn about double-booking or scheduling conflicts so that each volunteer's assignments remain conflict-free."

Description

Incorporate conflict detection logic that identifies scheduling overlaps, double-bookings, or policy violations (e.g., maximum weekly hours) when proposing swaps. When a conflict is detected, the system should warn coordinators and suggest alternative volunteers or times. This maintains schedule integrity and prevents volunteers from being assigned conflicting shifts.

Acceptance Criteria

Coordinator Proposes Swap With Overlapping Shift

Given a coordinator initiates a swap for Volunteer A into Shift 101 and Volunteer A has an existing Shift 102 that overlaps in time, When the system evaluates the swap request, Then it displays a conflict warning 'Scheduling conflict: overlapping shift detected for Volunteer A' and blocks the swap from being confirmed.

Volunteer-Initiated Swap Exceeding Weekly Hours

Given Volunteer B has logged 18 hours out of a maximum 20 weekly hours and attempts to swap into a 4-hour shift, When the swap request is evaluated, Then the system displays 'Conflict: maximum weekly hours exceeded' and prevents the swap from proceeding.

Coordinator Requests Alternatives After Conflict

Given a swap request is blocked due to conflict, When the coordinator clicks 'View Alternatives', Then the system returns at least three alternative volunteers ranked by availability, skills match, and proximity to the shift location.

System Suggests Alternative Volunteers

Given a swap conflict is detected for Shift 201, When alternative volunteers are suggested, Then each suggested volunteer must have no scheduling conflicts, possess required skills for the shift, and be within a 10-mile radius of the shelter.

System Suggests Alternative Time Slots

Given no conflict-free volunteers are available for the original shift time, When generating swap suggestions, Then the system proposes the next three available time slots within policy constraints and displays them to the coordinator.

Group Swap Board

View and manage open shifts in a communal feed that allows volunteers to propose, discuss, and confirm swaps collectively. This collaborative environment fosters team communication and quickly resolves multi-volunteer scheduling conflicts.

Requirements

Real-Time Collaborative Feed

"As a volunteer, I want to see real-time updates of open shifts so that I can quickly find and claim available slots."

Description

Provide a live-updating communal board that displays all currently open volunteer shifts, refreshing instantly as changes occur. Utilize WebSockets or polling to ensure volunteers see up-to-the-second availability without manual page refreshes. The feature integrates seamlessly with the existing shift schedule module, enhancing transparency and responsiveness, and reducing double-bookings or missed opportunities.

Acceptance Criteria

Real-Time Feed Rendering

Given the volunteer navigates to the Group Swap Board, When the page loads, Then all open volunteer shifts are displayed within 2 seconds and updates occur without manual refresh.

Instant Shift Availability Updates

Given a shift is claimed by another volunteer, When the shift status changes, Then the change is reflected on all connected clients within 1 second.

Swap Proposal Broadcast

Given a volunteer submits a swap proposal, When the proposal is created, Then it appears on all other volunteers' feeds immediately and is marked as pending.

Swap Confirmation Sync

Given a swap proposal is accepted, When the acceptance is registered, Then the shifts involved are swapped on all clients instantly and the proposal is removed from the feed.

Client Reconnection Handling

Given a volunteer loses connection and then reconnects, When the connection is restored, Then the feed synchronizes accurately to show current open shifts without duplicates or omissions.

Shift Swap Proposal Mechanism

"As a volunteer, I want to propose a swap for my shift with another volunteer so that I can adjust my schedule without manual coordination."

Description

Allow volunteers to initiate a swap by selecting their assigned shift and choosing a target open shift or volunteer. The system should create a formal swap request linking the two shifts, capture necessary details (date, time, roles), and broadcast the proposal to the group feed. This structured mechanism streamlines swap requests and reduces manual coordination errors.

Acceptance Criteria

Volunteer Initiates Shift Swap

Given a volunteer is viewing their assigned shift; When the volunteer selects 'Propose Swap' and chooses a target open shift or volunteer; Then the system creates a formal swap request linking both shifts with correct date, time, and role details;

System Broadcasts Swap Proposal to Group Feed

Given a formal swap request is created; When the request is submitted; Then the system broadcasts the swap proposal to the communal feed within 2 seconds, displaying all relevant details and notifying all group members via mobile alert;

Volunteer Confirms Swap from Feed

Given a volunteer selects a proposal in the group feed; When the volunteer clicks 'Confirm Swap'; Then the system updates both volunteers' schedules, marks the swap as confirmed, and sends confirmation notifications to both parties within 1 minute;

Prevent Overlapping Shift Swaps

Given a volunteer attempts to propose a swap that would result in overlapping shifts; When the system evaluates the proposal; Then the system rejects the swap with an error message explaining the scheduling conflict;

Cancel Swap Proposal Before Confirmation

Given a swap proposal is pending in the group feed; When the initiating volunteer selects 'Cancel'; Then the system withdraws the proposal, removes it from the feed, and notifies all affected volunteers of the cancellation;

Discussion Threads for Swap Proposals

"As a volunteer, I want to discuss swap details in-context so that I can clarify timing and responsibilities before confirming."

Description

Enable threaded comments under each swap proposal to facilitate contextual conversations. Volunteers can ask questions, negotiate details, and clarify concerns directly within the proposal. Include @mentions and timestamps, and integrate notification triggers to alert participants of new comments, ensuring efficient collaboration and decision-making.

Acceptance Criteria

Initiating a Discussion Thread

Given a volunteer views a swap proposal When the volunteer clicks “Add Comment” and enters text Then the comment appears as a new top-level thread under the proposal

Replying to a Comment in a Thread

Given an existing comment under a swap proposal When the volunteer clicks “Reply” on a specific comment and submits a reply Then the reply is nested under the original comment in chronological order

Tagging a Volunteer with @mention

Given a volunteer is composing a comment When the volunteer types “@” and selects another volunteer’s name from the autocomplete list Then the selected volunteer is tagged, and their name is highlighted in the comment

Displaying Comment Timestamps

Given any comment is posted When it is displayed in the thread Then it shows the exact date and time of posting in the viewer’s local timezone

Triggering Comment Notifications

Given participants have subscribed to a swap proposal When any volunteer adds a comment in the thread Then all subscribed participants receive an in-app notification and an optional push notification

Automated Swap Confirmation Workflow

"As a volunteer coordinator, I want confirmed swaps to automatically update schedules so that I don't need to manually adjust the roster."

Description

Implement an automated process that, upon mutual agreement in the discussion thread, updates both volunteers' schedules, sends confirmation notifications via mobile push and email, and adjusts the dashboard status. Ensure audit logs capture who approved and when, maintaining accountability and an accurate shift history.

Acceptance Criteria

Mutual Agreement Triggers Schedule Update

Given both volunteers have confirmed the shift swap in the discussion thread, When the second confirmation is received, Then the system updates both volunteers’ schedules to assign the new shifts within 5 seconds

Notifications Delivered Upon Swap Confirmation

When a swap is successfully processed, Then both volunteers receive a push notification and an email confirmation within 10 seconds, And the notifications contain shift details and new schedule times

Dashboard Status Reflects Swap Completion

Given a swap is confirmed, When the schedule is updated, Then the communal swap board status changes from 'Pending' to 'Confirmed', And the visual indicator is updated within 2 seconds

Audit Logs Capture Approval Details

When a swap is finalized, Then the system records the approving volunteers’ user IDs, timestamps of confirmations, and discussion thread message IDs in the audit log, And the log entry is immutable

Concurrent Swap Proposals Resolved Correctly

Given multiple swap proposals exist for the same shift, When two volunteers mutually agree on one proposal, Then all other related proposals are automatically marked 'Cancelled', And affected volunteers are notified of cancellation within 5 seconds

Role-Based Permissions and Access Control

"As an admin, I want to control who can approve swap proposals so that scheduling remains secure and accurate."

Description

Define and enforce permissions so that only authorized roles (e.g., approved volunteers, shift leads, administrators) can propose, approve, or view swap requests. Integrate with the existing user management system, ensuring each user sees only appropriate options based on their role, enhancing security and maintaining schedule integrity.

Acceptance Criteria

Approved Volunteer Views Swap Board

Given an approved volunteer logs in and navigates to the group swap board, when they access the board then they only see options to propose swaps and view details for shifts they are eligible for based on their qualifications.

Proposal by Unauthorized User Blocked

Given a user without the volunteer role attempts to propose a swap when they click 'Propose Swap' then the system denies the action and displays an 'Insufficient Permissions' error message.

Shift Lead Approves Swap Requests

Given a shift lead accesses the pending swap requests when they approve a request then the system updates both volunteers’ schedules accordingly and sends confirmation notifications to both parties.

Administrator Manages Role Permissions

Given an administrator accesses the role permissions settings when they assign or revoke the 'Shift Lead' or 'Volunteer' role to a user then the changes take effect immediately and the user's accessible actions on the swap board update accordingly.

User-Specific Interface Options

Given any user with a defined role accesses the group swap board when the page loads then the interface displays only the actions permitted by their role (view-only, propose swaps, or approve swaps) and hides unauthorized controls.

SwapStreak Rewards

Encourage consistent participation by tracking volunteers’ successful swaps and awarding badges, points, and recognition for streaks. Gamification boosts engagement, motivates reliability, and celebrates active contributors.

Requirements

Core Streak Tracking

"As a volunteer, I want my consecutive successful swaps to be automatically tracked so that I can see and maintain my streak without manual logging."

Description

Implement a mechanism to monitor and record volunteers’ consecutive successful shift swaps without gaps. This involves capturing swap date tags, resetting counts upon missed swaps, and securely storing streak data in the database. The feature must integrate seamlessly with existing shift-swap workflows, ensuring real-time updates to volunteer profiles and avoiding performance bottlenecks. Expected outcomes include accurate streak histories, clear progression metrics, and a foundation for downstream reward calculations.

Acceptance Criteria

Increment Streak on Successful Consecutive Swap

Given a volunteer has a current streak of N-1 days and completes a valid shift swap on day N, when the swap is confirmed, then the system increments the streak to N, updates the volunteer profile in real time, and persists the updated streak count in the database.

Reset Streak After Missing a Swap

Given a volunteer’s last successful swap occurred more than 24 hours ago and no new swap is recorded within that window, when the deadline passes, then the system resets the volunteer’s streak count to zero, logs the reset event with timestamp, and sends a mobile notification to the volunteer.

Accurate Streak Display on Volunteer Dashboard

Given a volunteer accesses their dashboard, when their profile loads, then the displayed streak count and history must exactly match the values stored in the database and render within 2 seconds.

High-Volume Swap Events Performance

When up to 500 shift swap operations are processed concurrently, then each streak update is handled within 500ms per request without errors, dropped requests, or data inconsistencies.

Foundation for Reward Calculation Integration

Given stored streak data for various volunteers, when the reward calculation service processes streak lengths of 3, 5, and 10 days, then it produces the correct badges and point values according to the specifications without errors.

Badge and Points System

"As a volunteer, I want to earn badges and points for maintaining streaks so that I feel recognized and motivated to continue swapping shifts."

Description

Design and develop a tiered rewards engine that assigns badges and points based on predefined streak milestones (e.g., 3, 7, 14 days). The system should generate visual badges for profiles, update a volunteer’s points balance, and support dynamic configuration of thresholds. Integration with the user interface must allow real-time badge display and point tallies, enhancing gamification and user motivation.

Acceptance Criteria

3-Day Streak Badge Assignment

Given a volunteer completes swaps on three consecutive days When the third successful swap is recorded Then the system awards the "3-Day Streak" badge to the volunteer’s profile and adds 10 points to their points balance

7-Day Streak Badge Assignment

Given a volunteer maintains a streak of seven consecutive days with at least one successful swap per day When the seventh day’s swap is confirmed Then the system awards the "7-Day Streak" badge and credits 25 points to the volunteer’s account

Real-Time Badge Display on UI

Given a volunteer earns a new badge When the badge is issued by the rewards engine Then the badge icon and updated points tally appear on the volunteer’s dashboard within two seconds

Dynamic Threshold Configuration

Given an administrator updates streak milestone thresholds in the settings (e.g., changing from 7 to 10 days) When the configuration is saved Then new streaks use the updated threshold for badge awards while existing streaks remain unaffected

Points Balance Update After Badge Award

Given a volunteer has an existing points balance When a streak milestone badge is awarded Then the system accurately increments the points balance by the badge’s associated points value and logs the transaction in the volunteer’s activity history

Volunteer Notifications

"As a volunteer, I want to receive notifications about my streak status so that I stay informed and motivated to keep my streak alive."

Description

Build a notification service to alert volunteers about streak milestones, impending streak expirations, and earned rewards. Notifications should be delivered via in-app banners, mobile push messages, and optional email digests. The service must allow scheduling triggers at key events, support personalized messaging templates, and integrate with the existing alert infrastructure to ensure timely and consistent communication.

Acceptance Criteria

Streak Milestone Notification

Given a volunteer completes a swap streak of 7 days, when the milestone is reached, then the system sends an in-app banner, a push notification, and an email digest (if opted-in) within 5 minutes using the personalized milestone template.

Streak Expiration Warning Notification

Given a volunteer’s current streak is within 24 hours of expiration, when the system detects this threshold, then schedule and dispatch in-app, push, and email notifications using the expiration warning template exactly 24 hours before expiry.

Reward Earned Notification

Given a volunteer earns a new badge or point award, when the reward is granted in the system, then trigger in-app banner, push notification, and optional email within 5 minutes, including badge image, point total, and personalized congratulatory message.

Notification Scheduling Configuration

Given an admin updates notification triggers and message templates, when the configuration is saved, then persist the settings to the database, apply changes immediately, and send a test notification to the admin to confirm correct rendering.

Notification Delivery Failover

Given the primary alert infrastructure is unavailable when sending a notification, then route the notification through the fallback channel, log both the failure and fallback delivery, and retry the primary channel every 5 minutes until successful.

Admin Configuration Dashboard

"As a shelter manager, I want to configure reward settings and thresholds so that I can tailor the gamification to our volunteer community’s needs."

Description

Create an administrative interface for customizing streak thresholds, badge designs, point values, and notification templates. This dashboard must offer CRUD operations for reward criteria, preview capabilities for badges and messages, and audit logging of changes. By empowering shelter managers with flexible control, the system can adapt to evolving engagement strategies and organizational policies.

Acceptance Criteria

Managing Streak Thresholds

Given an admin on the streak thresholds section, when they create, edit, or delete a threshold with valid inputs, then the change is saved, displayed in the list, and persists after page refresh with no duplicate or overlapping thresholds.

Previewing Badge Designs

Given an admin selects or customizes a badge template, when they modify colors, icons, or text, then the live preview updates immediately to reflect changes accurately.

Configuring Point Values

Given an admin navigates to point value settings, when they assign or update numeric point values for each streak milestone, then values are validated as positive integers, saved successfully, and displayed correctly in the configuration list.

Editing Notification Templates

Given an admin opens the notification template editor, when they customize the subject and body using placeholder variables, then the preview renders a sample message correctly and the saved template is applied to outgoing notifications.

Reviewing Audit Logs

Given an admin accesses the audit log section, when they view entries, then each record shows timestamp, user, action, and details; filters by date range work correctly; and logs can be exported to CSV.

Volunteer Leaderboard

"As a volunteer, I want to see a leaderboard of top streak holders so that I can gauge my performance and stay motivated to improve."

Description

Develop a real-time leaderboard showcasing top volunteers by streak length, points earned, and badges collected. The leaderboard should refresh automatically, support filtering by date range or location, and integrate into the dashboard for public recognition. This feature aims to foster healthy competition, highlight active contributors, and drive long-term engagement through visible achievement tracking.

Acceptance Criteria

Real-Time Leaderboard Display

Given the volunteer dashboard is open When the page loads Then the top 10 volunteers by streak length, points earned, and badges collected are displayed within 2 seconds and refresh automatically every 60 seconds

Date Range Filtering

Given a user selects a custom date range When the leaderboard filter is applied Then the leaderboard updates to show volunteers whose achievements fall within the specified range, and the results load within 1 second

Location-Based Filtering

Given a user chooses a specific shelter location When the location filter is applied Then the leaderboard displays only volunteers associated with that location and retains other filters

Badge and Point Integration

Given a volunteer earns a new badge or points When the streak or points total is updated Then the change is reflected on the leaderboard in real time without a page refresh

Public Recognition Integration

Given the leaderboard is embedded on a public-facing page When a visitor views the page Then the leaderboard loads correctly with live data and maintains the same refresh interval as the internal dashboard

Reward Redemption Integration

"As a volunteer, I want to redeem my points for real-world rewards so that my efforts feel valued and I have an incentive to maintain my streak."

Description

Implement a redemption workflow that allows volunteers to exchange accumulated points for tangible rewards (e.g., gift cards, merchandise). This includes a catalog interface, secure checkout process, point deduction logic, and external vendor API integration. The module must validate redemptions in real time, update volunteer point balances, and generate confirmation receipts, ensuring a seamless and reliable reward experience.

Acceptance Criteria

Point Balance Verification

Given a volunteer attempts to redeem a reward costing Y points and has a balance of X points, when X >= Y, then the system allows the redemption to proceed; if X < Y, then the system displays an 'Insufficient Points' error message and prevents checkout.

Reward Catalog Browsing

Given a volunteer opens the rewards catalog, when the catalog page loads, then at least 50 reward items are displayed with images, names, and point costs, categorized and searchable by keyword or filter.

Secure Checkout Processing

Given a volunteer confirms redemption for a selected reward, when the checkout is submitted, then the system securely transmits redemption details to the external vendor API using HTTPS and receives a 200 OK response within 5 seconds.

Real-time Point Deduction

Given a successful redemption response from the external vendor, when the system processes the confirmation, then the volunteer’s point balance is immediately reduced by the reward cost and reflected on their dashboard without requiring a page refresh.

Redemption Confirmation Receipt Generation

Given a redemption is completed, when the transaction is finalized, then the system generates a receipt containing a unique transaction ID, reward details, points deducted, date/time, and volunteer’s email, and sends it to the volunteer within 1 minute.

SwapSafe Confirm

Ensure every swap is finalized with in-app confirmations and automated reminders for both parties. This reduces no-shows and miscommunications, guaranteeing that every shift remains fully staffed and expectations are clear.

Requirements

Real-Time Confirmation Interface

"As a shelter volunteer, I want a clear in-app confirmation prompt when a swap is proposed so that I can quickly accept or decline and ensure coverage."

Description

Users receive an in-app prompt immediately after initiating a swap request. The prompt displays shift details and participant info, requiring both the requester and the replacement volunteer to confirm or decline within the app. It integrates with the dashboard to update shift status in real time and prevents unconfirmed swaps from proceeding, ensuring clarity, reducing miscommunication, and providing a seamless confirmation workflow.

Acceptance Criteria

Swap Request Confirmation Prompt Appears

Given a volunteer initiates a swap request When the request is submitted Then an in-app prompt displaying shift details and participant information appears within 5 seconds

Requester Confirms or Declines Swap

Given the confirmation prompt is displayed to the requester When the requester taps 'Confirm' or 'Decline' Then the choice is recorded and the replacement volunteer is notified immediately

Replacement Volunteer Confirms or Declines Swap

Given the replacement volunteer receives the in-app prompt When they respond with 'Confirm' or 'Decline' within 10 minutes Then the swap status on the dashboard updates and notification is sent to the requester

Real-Time Dashboard Update

Given a swap has been confirmed by both parties When the confirmation occurs Then the shift assignment updates on the dashboard in real time without a page reload

Unconfirmed Swaps Are Blocked

Given a swap request remains unconfirmed after 10 minutes When the confirmation window expires Then the system cancels the swap and sends expiration notifications to both parties

Automated Reminder Notifications

"As a volunteer, I want to receive timely reminders about pending swap confirmations so that I don't forget to confirm or cover a shift."

Description

The system automatically sends scheduled reminders via push notifications and email to both parties with pending confirmations. Reminders are dispatched at configurable intervals (e.g., 24 hours, 2 hours, and 30 minutes before the deadline), including swap details and direct links to the confirmation interface. This reduces no-shows by prompting timely responses and keeping the swap top of mind.

Acceptance Criteria

24-Hour Pre-Swap Reminder Delivery

Given a swap is scheduled and unconfirmed When 24 hours remain before the swap deadline Then the system sends both parties a push notification and an email containing the swap details and a direct confirmation link

Two-Hour Pre-Swap Reminder Delivery

Given a swap is scheduled and unconfirmed When 2 hours remain before the swap deadline Then the system sends both parties a push notification and an email containing the swap details and a direct confirmation link

Thirty-Minute Pre-Swap Reminder Delivery

Given a swap is scheduled and unconfirmed When 30 minutes remain before the swap deadline Then the system sends both parties a push notification and an email containing the swap details and a direct confirmation link

Configurable Reminder Interval Adjustment

Given an admin updates the reminder intervals in settings to custom values When the changes are saved Then the system schedules future reminders according to the newly configured intervals

Retry on Notification Failure

Given a reminder notification fails to send due to a delivery error When the system detects the failure Then it retries sending the notification up to two additional times at 5-minute intervals

Reminder Link Enables Instant Confirmation

Given a user receives a reminder notification When the user taps the direct confirmation link in the notification Then the system opens the in-app confirmation interface and marks the swap as confirmed upon user action

Dual-Party Confirmation Tracking

"As a shelter manager, I want to see the confirmation status of both parties so that I can intervene quickly if someone declines or doesn’t respond."

Description

The backend maintains a confirmation state machine tracking each participant’s response status (pending, confirmed, declined). The dashboard displays real-time status updates with timestamps and response history for administrators and volunteers. This tracking provides transparency and accountability, enabling managers to monitor swap progress and address coverage gaps proactively.

Acceptance Criteria

Swap Initiation Pending

Given a swap request is created by Volunteer A and Volunteer B, when the request is sent, then the system records both participants' statuses as 'Pending' and displays 'Pending' with the current timestamp on the dashboard.

Participant Confirms Swap

Given Volunteer B receives a swap request, when Volunteer B clicks 'Confirm', then the system updates B's status to 'Confirmed', logs the confirmation timestamp, and updates the dashboard to show both parties as 'Confirmed' once A also confirms.

Automated Reminder Trigger

Given a swap request status remains 'Pending' after 24 hours, when the threshold is reached, then the system sends automated reminder notifications to both participants and logs the reminder timestamp.

Participant Declines Swap

Given a pending swap request, when Volunteer A clicks 'Decline', then the system updates A's status to 'Declined', logs the timestamp, notifies the manager, and highlights the coverage gap on the dashboard.

Manager Monitors Swap Progress

Given multiple swap requests exist, when the manager opens the dashboard, then the system displays real-time status and response history (timestamps, changes) for each swap entry, sorted by pending status and oldest timestamp first.

Escalation and Fallback Protocol

"As a shelter manager, I want an automated escalation process if a swap falls through so that I can maintain full staffing without manual intervention."

Description

If either party declines or fails to confirm by the deadline, the system triggers an escalation workflow that alerts the shift manager and offers the unfilled shift to a predefined pool of backup volunteers based on availability and qualifications. Automated fallback assignments minimize staffing gaps and ensure critical shifts remain covered.

Acceptance Criteria

Volunteer Declines Shift Confirmation

Given a volunteer declines a shift confirmation, When the system records the decline, Then the shift manager receives an in-app alert and email within 5 minutes.

Volunteer Fails to Confirm Before Deadline

Given a volunteer has not confirmed a shift by the specified deadline, When the deadline passes, Then the system automatically escalates the unconfirmed shift to the manager and initiates fallback assignment to backup volunteers.

Fallback Assignment to Qualified Backup Volunteer

Given an unfilled shift and a predefined pool of backup volunteers, When the fallback protocol runs, Then the system selects backup volunteers based on availability and qualifications, sends confirmation requests, and updates the shift assignment within 10 minutes.

Manager Confirms Fallback Assignment

Given a manager receives a fallback assignment notification, When the manager approves a suggested backup volunteer, Then the system updates the shift roster and sends confirmation messages to both the manager and the volunteer.

Escalation Notification Workflow

Given an unfilled shift triggers escalation, When the escalation workflow initiates, Then automated alerts containing shift details and backup pool status are sent via email, SMS, and in-app notification to the shift manager.

Confirmation Deadline Enforcement

"As an administrator, I want to set a confirmation deadline so that swaps are finalized promptly and schedules remain stable."

Description

Administrators can configure a firm deadline for swap confirmations. The system enforces this deadline by disabling confirmation options after expiration and automatically reversing unconfirmed swaps. All actions are logged for audit purposes, ensuring timely decisions and holding volunteers accountable to set expectations.

Acceptance Criteria

Administrator Configures Swap Confirmation Deadline

Given the administrator navigates to the swap settings page When they enter a valid deadline date and time and click save Then the system stores the deadline and displays a confirmation message

Volunteer Confirms Swap Before Deadline

Given a volunteer receives a swap notification and the current time is before the configured deadline When the volunteer clicks the confirm button Then the system marks the swap as confirmed and notifies the other party

Volunteer Attempts Confirmation After Deadline

Given a volunteer views an unconfirmed swap and the current time is after the configured deadline When the volunteer attempts to confirm Then the system disables the confirm option and displays an expiration message

System Auto-Reverses Unconfirmed Swaps Post Deadline

Given the configured deadline has passed and a swap remains unconfirmed When the system processes scheduled tasks Then the swap status automatically reverts to available and both parties receive an auto-reversal notification

Audit Log Records Deadline Enforcement Actions

Given any change in swap status due to confirmation, expiration, or auto-reversal When the system performs the action Then an audit log entry is created with timestamp, user, action type, and swap details

PhotoStream

Enables foster homes to upload and share real-time photo updates in a continuous gallery, giving shelter staff and potential adopters an authentic, up-to-the-minute view of each animal’s appearance and personality. This visual transparency builds trust, accelerates engagement, and helps match animals with the right adopters faster.

Requirements

Health Snapshot

Allows fosters to record and send quick health metrics—such as weight, temperature, and appetite—via simple, guided forms. Shelter managers and veterinary partners receive instant notifications, ensuring any health concerns are identified and addressed promptly for better animal care.

Requirements

Form Builder for Health Metrics

"As a foster caregiver, I want a guided form to record my animal's health metrics so that I can submit accurate and complete data quickly."

Description

Provide a dynamic, guided form builder allowing fosters to input health metrics (weight, temperature, appetite) through an intuitive interface. The builder should include validation rules, default units, and adaptive help tips to ensure accurate reporting. The forms seamlessly integrate with the mobile and web dashboard, ensuring data consistency and reducing entry errors.

Acceptance Criteria

Weight Input with Validation

Given a foster enters weight in the form, when the value is below 0.1 or above 200 or contains non-numeric characters, then an inline error message is displayed and the form cannot be submitted.

Temperature Input with Unit Validation

Given a foster enters temperature, when the value is entered without selecting unit, then the system defaults to Celsius, validates that the temperature is between 30°C and 45°C, and displays an error for values outside this range.

Appetite Input with Adaptive Help Tips

Given a foster is filling out the appetite field, when they tap the help icon, then context-sensitive tips are displayed guiding them to select 'Normal', 'Reduced', or 'None'.

Form Data Sync to Dashboard

Given a foster submits the health metrics form, then the data appears on both mobile and web dashboards within 5 seconds, maintaining consistent values and units.

Handling Invalid Form Submissions

Given a foster attempts to submit the form with one or more invalid fields, then submission is blocked, focus shifts to the first invalid field, and a summary of errors is displayed at the top.

Offline Data Entry with Auto-sync

"As a foster caregiver in a low-connectivity area, I want to record health data offline so that I can ensure my updates are not lost and sync once I'm back online."

Description

Enable fosters to enter health metrics and attach photos while offline; data automatically queues and syncs to the cloud once connectivity is restored. This ensures fosters in areas without reliable internet can still submit timely updates. Sync logic includes conflict resolution and progress indicators.

Acceptance Criteria

Data Entry While Offline

Given the foster is disconnected from the internet When they enter weight, temperature, appetite, and attach a photo Then the data and photo are stored locally and the submission button is enabled

Interrupted Submission During Offline Entry

Given the foster starts submitting data but loses power or reboots the device When the app restarts Then the in-progress entry is restored and can be completed without data loss

Queued Data Sync on Connectivity Restoration

Given multiple entries are stored locally While offline When the device regains internet connectivity Then all queued entries and photos sync automatically within 30 seconds

Sync Progress Indicator Display

Given queued data exists When syncing begins Then the app displays a progress indicator showing number of entries remaining and upload percentage

Conflict Resolution for Duplicate Entries

Given a foster submits an entry locally that conflicts with an updated entry in the cloud When sync occurs Then the app prompts the user with both versions and allows selection of the correct data

Real-time Notification Delivery

"As a shelter manager, I want to receive immediate alerts when a health metric indicates concern so that I can take prompt action."

Description

Implement a notification engine that delivers instant alerts to designated shelter managers and veterinary partners when key metrics cross defined thresholds or new data is submitted. Notifications should be customizable (email, SMS, in-app) and include summary details and direct links to the health record.

Acceptance Criteria

Threshold Breach Via Weight Entry

Given a foster submits an animal weight entry that exceeds the predefined threshold When the data is recorded by the system Then the notification engine must send an email and SMS to designated shelter managers and veterinary partners within 2 seconds, including a summary of the weight metric and a direct link to the corresponding health record

New Temperature Data Submitted

Given a foster submits an animal temperature reading outside the normal range When the data is saved to the health record Then an in-app notification must appear instantly for designated users, displaying the temperature value and a clickable link to the full health record

Custom Notification Preference Applied

Given a user has updated their notification preferences to SMS only When a new health metric is submitted Then the system must send only SMS notifications and must not send email or in-app alerts for that event

Notification Link Navigation

Given a recipient receives a notification with a direct record link When the user clicks the link Then the application must open the health record detail page for the correct animal record and display all submitted metrics

Fallback for Notification Failure

Given a notification fails to send via the primary channel (email/SMS) When the initial send attempt returns an error Then the engine must retry delivery up to two additional times within one minute, log each failure, and if still unsuccessful, automatically send via the alternate channel

Role-based Access Control

"As a veterinary partner, I want access to view and annotate health submissions so that I can provide professional feedback securely."

Description

Establish role-based permissions allowing different access levels for fosters, shelter managers, and veterinary partners. Each role has tailored views and editing rights: fosters can create and edit their submissions; managers can review and comment; vets can view, annotate, and escalate cases.

Acceptance Criteria

Foster Submits Health Metrics

Given a user with the 'foster' role is logged in When they open the Health Snapshot form and enter weight, temperature, and appetite fields and submit Then the system creates a new health record with those values and displays a confirmation message

Manager Reviews Submission

Given a user with the 'manager' role is logged in When they select a submitted health snapshot Then they can view all submitted metrics and add comments without altering the original data fields

Vet Annotates and Escalates a Concern

Given a user with the 'veterinary partner' role is logged in When they access a health snapshot record Then they can annotate the record, mark items as concerns, and escalate the case to managers with a notification

Unauthorized Access Attempt

Given a user with the 'foster' role is logged in When they attempt to access manager-only or vet-only health snapshot views Then the system displays a '403 Forbidden' error and prevents access to restricted data

Role-Specific UI Visibility

Given any authenticated user is logged in When they navigate to the Health Snapshot dashboard Then the UI displays only the actions and controls permitted for their role (foster: Submit; manager: Review & Comment; vet: Annotate & Escalate)

Health Trend Visualization

"As a shelter staff member, I want to see trend graphs of weight and temperature over time so that I can monitor an animal's recovery progress."

Description

Design an interactive dashboard that charts an animal's health metrics over time, enabling shelter staff and vets to visualize trends, spot anomalies, and export reports. The charts should support filtering by date range and metric type.

Acceptance Criteria

Weight Trend Over Time

Given a user views an animal profile with weight records, when they open the Health Trend dashboard, then the weight chart should display data points plotted chronologically with correct weights on the Y-axis and dates on the X-axis.

Filter by Metric Type

Given multiple health metrics exist, when the user selects a metric type (e.g., Temperature), then the dashboard should update to display only the selected metric's trend line with appropriate axis labels.

Date Range Filter

Given an animal has health data over several months, when the user applies a start and end date filter, then the chart updates to show only data within the specified date range and the axis scales adjust accordingly.

Anomaly Detection Highlight

Given predefined threshold values for metrics, when a data point exceeds the threshold, then the chart should visually highlight the anomaly (e.g., red marker) and display a tooltip with details when hovered.

Export Trend Report

Given the trend chart is displayed, when the user clicks the export button and selects PDF or CSV, then the system should generate and download a report containing the chart image and underlying data matching the current filters.

Mood Tracker

Offers a structured daily diary for fosters to log behavior observations and mood indicators with pre-set tags and notes. Aggregated trends and insights help adoption counselors understand each animal’s temperament over time, leading to more accurate matches and improved placement success.

Requirements

Daily Mood Entry

"As a foster volunteer, I want to record my animal’s daily mood and behaviors in a simple entry form so that adoption counselors can track temperament trends over time."

Description

A mobile-friendly form enabling foster volunteers to record daily mood indicators and behavior observations for each animal. The entry interface includes mood sliders, standardized input fields, and optional free-text notes to ensure detailed, consistent data capture. Captured entries integrate into the central dashboard, providing real-time visibility for adoption counselors.

Acceptance Criteria

Mobile Mood Entry Access

Given a foster volunteer on a mobile device, when they navigate to the Daily Mood Entry form, then the form loads within 2 seconds and displays the mood slider, behavior tag selection, and free-text notes field.

Required Field Validation

Given a foster volunteer attempts to submit the form with any required field (mood slider or behavior tags) empty, when they click 'Submit', then an inline validation message appears next to each empty field and submission is prevented until all required fields are completed.

Real-time Dashboard Integration

Given a foster volunteer submits a completed Daily Mood Entry, when the form is successfully submitted, then the new entry appears on the central dashboard under the correct animal profile within 5 seconds.

Free-text Note Entry

Given a foster volunteer enters up to 500 characters in the free-text notes field, when they submit the entry, then the full text is saved and displayed correctly; if they exceed 500 characters, an error message indicates the limit and prevents submission.

Offline Entry Handling

Given a foster volunteer loses network connectivity while filling out the form, when they click 'Submit', then the entry is saved locally and automatically synced to the central dashboard once connectivity is restored, without user intervention or data loss.

Pre-set Tags Library

"As a foster volunteer, I want to choose from standardized mood and behavior tags so that my entries are consistent and easily comparable."

Description

A curated set of standardized mood and behavior tags that foster volunteers can select when logging entries. Tags cover common indicators such as ‘playful,’ ‘anxious,’ or ‘social.’ This library ensures consistency in data and simplifies trend analysis by categorizing observations uniformly across all entries.

Acceptance Criteria

Selecting a Pre-set Tag During Diary Entry

Given a foster volunteer is filling a daily diary entry and opens the Pre-set Tags Library, When they click on any tag in the list, Then the selected tag is added to the current entry and visually displayed in the entry's tag section.

Searching for a Specific Tag in the Library

Given the foster is in the Pre-set Tags Library, When they enter text in the search input field, Then the library list filters in real time to show only tags matching the search term, case-insensitive, and displays a no results message if none match.

Viewing Tag Descriptions from the Library

Given the foster hovers over or clicks the info icon next to a tag, When the action is performed, Then a tooltip or modal appears showing the tag's definition and an example use case.

Ensuring Consistent Tag Usage Across Entries

Given an animal has previous entries with applied tags, When a foster begins a new entry, Then the system suggests the most frequently used tags for that animal based on past logs and allows adding them with one click.

Preventing Duplicate Tags in a Single Entry

Given the foster has already added a specific tag to the current entry, When they attempt to add the same tag again, Then the system prevents duplication by disabling the tag in the library or showing a warning message.

Trend Visualization Dashboard

"As an adoption counselor, I want to view visual trend charts of an animal’s mood over time so that I can make informed matching decisions."

Description

An interactive dashboard presenting graphical summaries of mood and behavior trends over customizable timeframes (daily, weekly, monthly). Includes line charts, heat maps, and filter options by tag or date range. This visualization helps adoption counselors quickly identify temperament patterns and make more informed matching decisions.

Acceptance Criteria

Daily Trend Overview Access

Given the counselor has the Trend Visualization Dashboard open When the dashboard loads Then the line chart displays daily mood and behavior data for the past 30 days And the heat map highlights days with above-threshold activity

Custom Timeframe Filter

Given the Trend Visualization Dashboard is displayed When the counselor selects a custom date range (start and end) and applies the filter Then the line chart and heat map update to reflect data only within the selected range And the dashboard header displays the active date range

Tag-Based Visualization

Given multiple behavior or mood tags exist When the counselor selects one or more tags from the filter menu Then the line chart and heat map refresh to show only data points associated with the selected tags And unselected tags are excluded from the visualizations

Hover Details on Data Point

Given the dashboard is rendering charts with data points When the counselor hovers over any data point on the line chart or heat map Then a tooltip appears displaying the exact date, tag name, and numerical value for that point

Exporting Trend Data

Given the Trend Visualization Dashboard is populated with filtered data When the counselor clicks the “Export Data” button Then a CSV file containing the currently displayed data (date, tag, value) is downloaded to the user’s device And the file name includes the dashboard name and selected date range

Notification and Reminder System

"As a foster volunteer, I want to receive reminders to log my animal’s mood so that I don’t forget to provide daily updates."

Description

Configurable push notifications and email reminders that prompt foster volunteers to submit their daily diary entries at scheduled times. Volunteers can set preferred reminder schedules and frequencies. This system boosts data completeness by minimizing missed entries.

Acceptance Criteria

Initial Reminder Configuration

Given a volunteer accesses the notification settings page, when they select push or email reminders, set daily reminder time and frequency, and click save, then the system stores these preferences, displays a confirmation message, and schedules notifications accordingly.

Daily Push Notification Delivery

Given a volunteer has configured a daily push notification at a specified time, when the scheduled time arrives and the volunteer’s device is online, then the system sends a push notification prompting the volunteer to submit their diary entry.

Email Reminder Failover

Given a push notification fails to deliver within five minutes and two retry attempts fail, when these conditions are met, then the system sends an email reminder to the volunteer’s registered email address.

Rescheduling Reminders

Given a volunteer updates their reminder schedule after initial setup, when they change the time or frequency and save changes, then the system updates all future scheduled notifications to reflect the new settings.

Reminder Content Accuracy

Given the system sends a notification or email reminder, when the volunteer views it, then the message includes the volunteer’s name, the current date, a link to the diary entry form, and the fostered animal’s name.

Reminder Opt-Out

Given a volunteer chooses to disable reminders, when they toggle off all reminder types and save their settings, then the system stops sending any further push notifications or email reminders.

Data Export and Reporting

"As a shelter manager, I want to export mood tracking data so that I can include insights in adoption reports and stakeholder presentations."

Description

Functionality to export mood logs and trend data in CSV and PDF formats with filtering options by date range, tags, and individual animals. Enables offline analysis, sharing with external stakeholders, and inclusion in formal adoption reports and presentations.

Acceptance Criteria

CSV Export of Mood Logs

Given the user is on the Data Export page, When they select CSV format and click 'Export', Then the system generates a .csv file with headers and all mood log entries matching current filters, and the download initiates within five seconds.

PDF Export of Mood Logs

Given the user is on the Data Export page, When they select PDF format and click 'Export', Then the system generates a .pdf report including a summary overview and detailed entries matching current filters, formatted for A4 and downloadable within ten seconds.

Filtering Exports by Date Range

Given the user sets a valid start and end date on the Data Export page, When they execute the export, Then the resulting file includes only mood logs with timestamps within the specified date range and displays dates in the user’s locale format.

Filtering Exports by Tags

Given the user selects one or more mood tags as filters, When they export data, Then the exported file contains only entries tagged with the selected tags, and the tags column lists all associated tags for each entry.

Filtering Exports by Individual Animal

Given the user chooses a specific animal from the filter dropdown, When they perform an export, Then the file includes only mood logs for that animal and displays its name, ID, and profile link in each entry.

Bulk Export with Combined Filters

Given the user applies multiple filters (date range, tags, and animal), When they request a bulk export, Then the system validates filter combinations, processes exports of up to 10,000 entries within 15 seconds, and delivers a single file reflecting all filters.

Vet Connect

Integrates telehealth scheduling and secure messaging with veterinary providers directly in the app. Fosters can request consultations, share live photos or videos of health issues, and receive professional advice without leaving the platform—streamlining medical support and reducing appointment delays.

Requirements

Telehealth Appointment Booking

"As a foster volunteer, I want to schedule a virtual consultation with a veterinarian at a convenient time so that I can receive timely medical advice for my foster animal."

Description

Implement a calendar-based interface allowing fosters to select available time slots, book virtual consultations with veterinarians, and receive automated confirmations and reminders. Integrate with vets’ external calendars, manage time zones, and handle rescheduling requests to ensure seamless appointment coordination.

Acceptance Criteria

Scheduling a New Telehealth Appointment

Given a foster user selects an available time slot and confirms the booking, When the system processes the request, Then the appointment appears in the fosters’ upcoming appointments list with the correct date, time, and vet details.

Receiving Booking Confirmation

Given a new appointment is successfully booked, When the booking completes, Then the system sends an in-app notification and email confirmation to the foster with appointment details within 5 minutes.

Receiving Appointment Reminders

Given an upcoming appointment exists for a foster, When the appointment is 24 hours and 1 hour away, Then the system sends both an in-app reminder and email notification at each interval.

Rescheduling an Appointment

Given a foster requests to reschedule an existing appointment, When a new available slot is selected and confirmed, Then the original appointment is canceled, a new appointment is created, and both foster and vet receive updated confirmations.

Managing Cross-Time Zone Bookings

Given the foster and vet are in different time zones, When viewing or booking appointments, Then the system displays appointment times in each user’s local time and ensures alignment with the vet’s external calendar.

Synchronizing with External Vet Calendar

Given a vet’s external calendar is integrated, When a foster books or reschedules an appointment, Then the appointment appears or updates in the vet’s external calendar within 2 minutes and prevents double-booking.

Encrypted In-App Messaging

"As a foster volunteer, I want to send secure messages and photos of my foster animal’s health issues to a veterinarian so that I can discuss concerns confidentially."

Description

Provide a secure, end-to-end encrypted messaging channel for text, photo, and video exchange between fosters and veterinary providers. Ensure data privacy through encryption at rest and in transit, message threading, and compliance with relevant data-protection standards.

Acceptance Criteria

Encrypted Text Message Transmission

Given a foster and veterinary provider open the secure chat, when a text message is sent, then the message must be encrypted end-to-end using the agreed cryptographic protocol and only decrypted on the recipient’s device.

Encrypted Photo Exchange

Given a foster selects a photo to share, when the image is uploaded and transmitted, then the photo must be encrypted in transit using TLS and at rest on the server, and accessible only by the intended veterinary provider.

Encrypted Video Transmission

Given a foster initiates a video message, when the video file is sent, then it must be chunked and encrypted end-to-end so that no intermediate service can access the raw video data.

Secure Message Thread Threading

Given an ongoing conversation between foster and provider, when multiple messages are exchanged, then the system must maintain correct chronological ordering and thread grouping metadata, encrypted end-to-end.

Compliance Logging and Audit

Given an administrative compliance review, when accessing message metadata logs, then timestamps, sender/receiver IDs, and message IDs must be stored in a tamper-evident, encrypted audit log without exposing actual message content.

Real-Time Media Sharing

"As a foster volunteer, I want to share live photos or videos of my foster animal’s health problems in real time so that the vet can quickly assess their condition."

Description

Enable live capture and upload of photos and videos directly within the chat interface, with automatic compression, tagging, and preview capabilities. Facilitate quick vet assessment by allowing real-time media streaming during consultations.

Acceptance Criteria

In-Chat Photo Capture

Users can capture and upload a photo directly within the chat interface, with the image automatically compressed to under 500KB without perceptible quality loss.

In-Chat Video Capture

Users can record and upload a video up to 30 seconds directly in chat, with automatic compression to under 5MB and inclusion of start/stop timestamps.

Live Video Streaming Consultation

During a live consultation, users can initiate real-time video streaming within the chat, maintaining at least 480p resolution at 24fps.

Media Preview and Confirmation

After capturing or selecting media, users see a preview and must confirm before sending; unsent media is discarded if canceled.

Automatic Media Tagging

All uploaded media is automatically tagged with date, time, uploader’s ID, and associated animal’s ID before transmission.

Low Bandwidth Media Upload

When network bandwidth falls below 1Mbps, media uploads adaptively reduce resolution and bitrate to complete upload within 10 seconds.

Consultation & Message Alerts

"As a foster volunteer, I want to receive timely notifications for scheduled consultations and new vet responses so that I never miss important updates."

Description

Develop a push notification system for appointment confirmations, reminders, message receipts, and vet responses. Allow users to customize alert preferences, manage notification channels, and set quiet hours to ensure timely awareness without disruption.

Acceptance Criteria

Appointment Confirmation Notification

Given a user schedules a telehealth appointment and it is confirmed, when the confirmation is processed by the system, then a push notification titled 'Appointment Confirmed' is delivered to the user’s device within 5 seconds; the notification displays the appointment date, time, and provider name; tapping the notification opens the appointment details page in the app.

Appointment Reminder Scheduling

Given a confirmed appointment and reminder preference enabled, when the appointment is 24 hours and then 1 hour away, then two distinct push notifications are sent at those intervals; each notification must be delivered between 7 AM and 10 PM local time unless overridden by quiet hours; tapping either notification opens the appointment details.

Message Receipt Alert

Given a user participates in secure messaging and is offline, when a new message arrives, then a push notification with the sender’s name and message preview is delivered within 10 seconds; tapping the notification opens the conversation thread; duplicate notifications for the same message are not sent.

Vet Response Notification

Given a user submits a consultation request or message to a vet, when the vet responds, then a push notification titled 'Vet Response Received' is delivered within 5 seconds; the notification links directly to the related conversation or consultation record; the app badge count increments for unread responses.

Quiet Hours Preference Enforcement

Given a user-defined quiet hours window, when any push notification event occurs during that time, then the system suppresses delivery to the device until quiet hours end; after quiet hours, suppressed notifications are delivered in chronological order; if the user has enabled critical alert overrides, then notifications marked critical bypass suppression.

Veterinary Provider Directory

"As a shelter manager, I want to view a list of veterinary providers with their specialties and availability so that I can recommend the best vet for each foster animal."

Description

Create a searchable directory of partnered veterinary providers with detailed profiles, including specialties, availability, ratings, licensing information, and telehealth capabilities. Implement filters and sorting to help users quickly find the right provider for their animal.

Acceptance Criteria

Search by Specialty

Given the directory contains providers with various specialties, When the user selects the 'Cardiology' specialty filter and executes the search, Then only providers whose profiles list 'Cardiology' as a specialty appear in the results.

Filter by Availability

Given each provider’s availability schedule is up to date, When the user applies a filter for providers available within the next 24 hours, Then the directory displays only providers with at least one open slot in the next 24 hours.

View Provider Profile Details

Given the search results list is visible, When the user clicks 'View Profile' on a provider entry, Then the full profile displays the provider’s specialties, availability calendar, average rating, licensing information, and telehealth service indicator.

Sort by Rating

Given multiple providers are listed in search results, When the user selects 'Sort by Rating: High to Low', Then the providers are ordered from the highest average user rating to the lowest.

Telehealth Capability Filter

Given providers are marked for telehealth availability, When the user enables the 'Telehealth Only' filter, Then the directory shows only providers who offer telehealth consultations.

Care Reminders

Sends automated push notifications to foster homes for feeding schedules, medication doses, and upcoming veterinary appointments. Customizable reminders ensure critical care tasks aren’t missed, improving animal wellbeing and freeing coordinators from manual follow-up calls.

Requirements

Custom Reminder Scheduling

"As a foster home user, I want to set custom feeding and medication reminder times so that I can receive alerts that fit my daily routine and ensure I don’t miss any critical care tasks."

Description

Allows coordinators to configure automated care reminders with custom schedules, frequencies, and time zones, ensuring reminders align with each foster’s routine. Integrates with the shelter dashboard to pull task type, due dates, and assigned foster details, and provides UI controls for specifying intervals, repetition patterns, and cutoff dates. Expected outcome is increased adherence to feeding and medication schedules, reducing missed tasks and improving animal health.

Acceptance Criteria

Creating a Custom Feeding Schedule

Given a coordinator is on the custom reminder scheduling page When they input task type 'Feeding', select frequency 'Every 8 hours', choose start date '2025-07-16', and timezone 'America/New_York' Then the system saves the schedule, displays it in the dashboard with correct times adjusted to the timezone, and sends a confirmation message.

Editing an Existing Medication Reminder

Given a coordinator views an existing medication reminder When they modify the interval from 'Daily' to 'Every 12 hours' and update the end date to '2025-08-01' Then the system updates the schedule accordingly, replaces upcoming reminders, and logs the change in the schedule history.

Time Zone-Specific Reminder Delivery

Given a foster located in Europe/London has a custom schedule at 09:00 local time When the system processes reminders Then it sends the push notification at 09:00 Europe/London time regardless of server time, and logs the timestamp in UTC.

Cutoff Date Enforcement for Reminders

Given a reminder schedule with a cutoff date of '2025-07-31' When the system reaches midnight UTC on '2025-08-01' Then no further reminders are sent and the schedule status is marked as 'Completed.'

Repetition Pattern Configuration

Given a coordinator selects a complex repetition pattern (e.g., 'Every Monday, Wednesday, Friday') When they save the schedule Then reminders are generated only on the selected weekdays at the specified time, and the upcoming 7 reminders are previewed in the UI.

Reminder Template Management

"As a coordinator, I want to create and manage reminder templates for common care tasks so that I can quickly set up reminders for new foster assignments without starting from scratch."

Description

Provides a library of pre-defined reminder templates for common care tasks—such as feeding, medication, and vet appointments—with options to customize task name, instructions, images, and recurrence. Templates can be saved, cloned, and shared across coordinators, streamlining setup for new fosters and maintaining consistency in care instructions. Expected outcome is faster reminder creation and reduced configuration errors.

Acceptance Criteria

Creating a New Reminder Template

Given a user is on the Reminder Template Management page, When they select 'Create New Template' and enter a valid task name, instructions, optional image, and recurrence settings, And click 'Save', Then the system should display the new template in the library list with the correct details, And a success confirmation message appears.

Customizing an Existing Template

Given a user has selected an existing template, When they update the task name, instructions, image, or recurrence settings and save the changes, Then the template details in the library should reflect the updates, And existing reminders generated from this template should inherit the new settings.

Cloning a Reminder Template

Given a user is viewing an existing template, When they click 'Clone' and provide a unique name for the clone, Then a duplicate template should be created with all original details except the name, And the cloned template should appear in the library list as a separate entry.

Sharing a Template with Another Coordinator

Given a user is on the template detail page, When they click 'Share' and select one or more coordinators, Then an email notification should be sent to the selected coordinators, And the shared template should be added to their library with read-only access.

Deleting a Template

Given a user is on the Reminder Template Management page, When they click 'Delete' on a template and confirm the action, Then the template should be removed from the library list, And any unscheduled reminders associated solely with that template should be archived.

Reliable Push Notification Delivery

"As a foster home user, I want to reliably receive reminders on my mobile device so that I never miss critical care tasks even if I'm offline when the notification is first sent."

Description

Ensures that automated reminders are delivered as push notifications to foster mobile devices in real time. Implements retry logic and offline queuing for devices without connectivity, sending pending alerts once the device reconnects. Supports delivery status tracking and error notifications to coordinators if delivery fails repeatedly. Expected outcome is reliable alerting and reduced missed notifications.

Acceptance Criteria

Real-Time Notification Delivery on Online Devices

Given a foster device is connected to the internet When a care reminder is scheduled Then the push notification is delivered to the device within 5 seconds And the system logs the delivery status as 'Sent'.

Automatic Retry After Failed Delivery Attempt

Given a delivery attempt fails due to a transient error When the system retries delivery Then it attempts up to 3 additional sends with exponential backoff intervals And logs each retry attempt.

Offline Queuing and Post-Reconnect Delivery

Given the foster device is offline at notification time When the device reconnects to the internet Then all queued notifications are delivered within 60 seconds And the system updates each delivery status to 'Sent'.

Notification Delivery Status Tracking and Alerting

Given any push notification event When its delivery status changes Then the coordinator dashboard updates in real time with statuses 'Sent', 'Delivered', or 'Failed' And an audit entry is created for each status change.

Escalation to Coordinator After Repeated Delivery Failures

Given a notification fails after 3 retry attempts When the final retry fails Then the system sends an error alert to the coordinator via email and in-app notification And logs the failure with detailed error information.

Reminder Acknowledgment Tracking

"As a coordinator, I want to track which reminders have been acknowledged or completed so that I can follow up on missed tasks and ensure animal wellbeing."

Description

Requires foster homes to acknowledge or confirm completion of each reminder through the mobile app, updating the dashboard in real time. Logs timestamps for when reminders were acknowledged or marked complete, and generates reports for coordinators to identify missed or delayed tasks. Includes escalation rules that automatically notify coordinators if a reminder is not acknowledged within a configurable grace period. Expected outcome is improved visibility into task completion and proactive follow-up.

Acceptance Criteria

Acknowledgment Submission by Foster Home

Given a push notification for a feeding task is received by the foster home app When the foster home taps the “Acknowledge” button Then the app displays a confirmation toast and updates the reminder status to “Acknowledged”

Missed Acknowledgment Escalation

Given a reminder remains unacknowledged beyond the configured 30-minute grace period When the grace period expires Then the system automatically sends an escalation notification to the assigned coordinator via in-app alert and email within 2 minutes

Real-Time Dashboard Update

Given a reminder is acknowledged by the foster home When the acknowledgment is recorded Then the manager’s dashboard refreshes within 5 seconds to show the reminder status as “Completed” and removes it from the pending list

Timestamp Logging Accuracy

Given a foster home acknowledges a reminder When the acknowledgment is saved Then the system logs the acknowledge time in UTC with second-level precision alongside the user ID and reminder ID

Configurable Grace Period Enforcement

Given the coordinator sets a custom grace period value in the app settings When a new reminder is delivered Then the system uses the configured grace period for escalation timing instead of the default

Personal Calendar Sync

"As a foster home user, I want to sync my care reminders with my personal calendar so that I can see all my tasks in one place and avoid conflicts."

Description

Enables syncing of care reminders with external calendars (Google Calendar, Apple iCal) via standard calendar feeds or OAuth integration. Users can subscribe to a dedicated calendar URL or grant permissions to push events directly into their personal calendars. Changes to reminder schedules automatically update synced events. Expected outcome is consolidated task management and fewer scheduling conflicts for foster homes.

Acceptance Criteria

Calendar URL Subscription

Given a user accesses the provided calendar URL, when the URL is retrieved, then it returns an HTTP 200 response with content-type text/calendar and includes all scheduled care reminders for the coming month.

OAuth Calendar Integration

Given a user grants OAuth permissions to Google or Apple Calendar, when a new care reminder is created in Sheltr, then a corresponding event is created in the external calendar within 2 minutes.

Reminder Update Synchronization

Given an existing care reminder is modified in Sheltr, when the update is saved, then the corresponding external calendar event is updated to reflect the new time, date, and details within 5 minutes.

Multiple Calendar Service Support

Given a user selects Google Calendar or Apple iCal for syncing, when events are pushed, then they appear in the chosen calendar service with correct title, start/end times, and description.

Sync Error Handling

Given a sync failure due to network issues or revoked permissions, when the failure occurs, then the system logs the error, retries the sync up to 3 times, and displays a user notification explaining the issue.

Multi-channel Notification Fallback

"As a foster home user, I want to receive reminders via SMS or email when push notifications fail so that I am still alerted to critical tasks."

Description

Implements fallback channels for reminder delivery by sending SMS or email alerts if push notifications fail after defined retry attempts. Allows coordinators to configure preferred fallback channels per foster and set channel-specific message templates. Tracks delivery status across channels and escalates to coordinators if all attempts fail. Expected outcome is ensuring critical reminders are delivered regardless of device state or network issues.

Acceptance Criteria

SMS Fallback Activation

Given a push notification fails after three retry attempts when sending a care reminder, and the foster home's fallback preference is SMS, then the system must send an SMS alert using the foster home's SMS template within one minute of the final failed push attempt.

Email Fallback Activation

Given both push notification and SMS delivery attempts fail when fallback channels are enabled, and the foster home's secondary fallback preference is email, then the system must send an email reminder using the configured email template within two minutes of the SMS failure.

Delivery Status Tracking

For each reminder sent, the system logs the delivery status and timestamp for push, SMS, and email channels, and displays the current status (Sent, Delivered, Failed) in the message history dashboard.

Coordinator Escalation Alert

Given all configured channels (push, SMS, email) fail to deliver a critical reminder, then the system must send an escalation notification to the assigned coordinator’s dashboard and email within five minutes of the final failure.

Per-Foster Channel Preference Configuration

Coordinators can set and save a prioritized list of fallback channels and custom message templates for each foster home; changes must take effect immediately and persist across subsequent reminders.

Progress Timeline

Generates an interactive timeline for each foster animal, compiling photos, health updates, and behavioral notes into a chronological story. This narrative view makes it easy for coordinators and adopters to see growth and milestones, enhancing emotional connection and speeding up adoption decisions.

Requirements

Interactive Timeline Interface

"As a shelter coordinator, I want an interactive timeline I can scroll and zoom so that I can quickly review an animal’s history and share progress with potential adopters."

Description

Develop a responsive, touch-friendly timeline interface that displays each foster animal’s journey in chronological order. The interface should allow users to scroll through events, zoom into specific time periods, and click on timeline entries to view detailed content. It must integrate seamlessly with the Sheltr dashboard, adapt to various screen sizes, and enhance user engagement by providing intuitive navigation and visual consistency across web and mobile platforms.

Acceptance Criteria

Timeline Rendering on Desktop

Given the user accesses the Sheltr dashboard on a desktop browser, when the page loads, then the interactive timeline displays all foster animal events in chronological order with visible date stamps, thumbnail images, and brief notes; and the timeline fully renders within 2 seconds.

Touch Interaction on Mobile

Given the user is on a mobile device accessing the timeline, when the user scrolls vertically or horizontally, then touch gestures smoothly pan through events with no jitter or lag, and all events remain selectable.

Zoom Functionality

Given the timeline is displayed, when the user performs a pinch-to-zoom gesture or uses the zoom slider, then the timeline scales to show either a daily view (zoomed in) or a yearly overview (zoomed out) while maintaining event readability and without layout breakage.

Event Detail Pop-up

Given the timeline entries are visible, when the user clicks or taps on an event entry, then a detail modal opens displaying the full photo, date, health update text, and behavioral notes, and can be closed via an 'X' button or outside click.

Responsive Layout Adaptation

Given the timeline interface is viewed on screens of different sizes, when the viewport width changes between mobile (<480px), tablet (481px–768px), and desktop (>768px), then the timeline adjusts its layout (e.g., axis orientation, spacing, font size) without horizontal scrolling and preserves all functionality.

Media Attachment Support

"As a volunteer, I want to attach photos and videos to timeline events so that adopters can see clear visual updates of the animal’s growth."

Description

Implement functionality for uploading, storing, and displaying photos and videos on the timeline. Support common file formats, enforce size and resolution guidelines, and enable inline captions. Integrate with existing media storage services, ensure fast rendering, and include basic editing tools like cropping and rotating. This requirement will enrich the narrative by showcasing visual milestones in each animal’s development.

Acceptance Criteria

Photo Upload by Coordinator

Given a user selects a JPEG, PNG, or GIF file under 10MB and within 1920x1080 resolution When the user uploads the file Then the system stores it in the media service, displays its thumbnail on the timeline within 2 seconds, and shows a success confirmation

Video Upload by Coordinator

Given a user selects an MP4 or MOV file no larger than 50MB When the user uploads the file Then the system processes and stores the video, generates a playable inline preview, and renders it on the timeline within 5 seconds of upload completion

Inline Caption Creation

Given a user enters a caption during media upload When the user saves the media item Then the caption is stored with the media metadata and displayed correctly beneath the media on the timeline

Media Editing Tools

Given a user chooses an uploaded photo and applies cropping or rotation When the user saves edits Then the system replaces the original image in storage, updates the timeline display with the edited version, and retains edit history metadata

Unsupported Format Rejection

Given a user attempts to upload a file in an unsupported format or exceeding size/resolution limits When the user initiates the upload Then the system rejects the file, blocks the upload, and shows an error message specifying accepted formats and limits

Health & Behavioral Update Logging

"As a veterinarian, I want to log health and behavior updates so that coordinators and adopters have a clear, chronological view of each animal’s medical history."

Description

Create structured input forms for logging health checks, medical treatments, vaccinations, and behavioral assessments. Each log entry should capture date, type of update, detailed notes, and optional attachments. Automate data validation for required fields and integrate logs into the timeline view. This ensures accurate record-keeping and provides adopters with transparent insight into the animal’s well-being over time.

Acceptance Criteria

Routine Health Check Entry

Given the shelter coordinator opens the health update form, when all required fields (date, type of update, detailed notes) are completed with valid entries and optional attachments are added, then the entry is successfully saved and a success notification is displayed.

Medical Report Attachment

Given the user selects 'Add Attachment', when they upload a file of type PDF, JPG, or PNG under 10MB, then the file is attached to the log entry without errors and is retrievable from the entry detail view.

Required Field Validation

Given the user attempts to submit the form without completing a required field, when they click 'Save', then the form highlights missing fields, displays inline error messages, and prevents submission until all required fields are filled.

Timeline Integration of New Logs

Given a new health or behavioral log entry is saved, when the timeline view is loaded or refreshed, then the entry appears in chronological order with correct date, type, notes summary, and attachment thumbnails.

Behavioral Assessment Note Character Limit

Given the user enters behavioral assessment notes, when the character count exceeds 500 characters, then the input field prevents further typing and displays a warning about the maximum character limit.

Custom Milestone Creation

"As a program manager, I want to create custom milestones so that I can highlight important events unique to each foster animal’s journey."

Description

Allow coordinators to define and add custom milestones (e.g., “First adoption event,” “Completed training session”) with titles, descriptions, and optional icons. Ensure milestones appear prominently on the timeline and can be reordered or edited. Store milestone templates for reuse across animals and sync with notification systems to alert stakeholders when milestones are reached. This personalization drives emotional connection and highlights key achievements.

Acceptance Criteria

Adding a Custom Milestone

Given a coordinator is on the “Add Milestone” screen When they enter a title, description, and optionally select an icon And click the “Save” button Then the new milestone appears on the animal’s timeline with matching title, description, and icon

Reordering Milestones

Given a coordinator views the list of milestones on an animal’s timeline When they drag a milestone to a new position Then the timeline updates immediately to reflect the new order And the new order persists after page refresh

Editing an Existing Milestone

Given a coordinator selects an existing milestone and clicks “Edit” When they modify the title, description, or icon and save changes Then the milestone on the timeline updates to show the revised information

Reusing a Milestone Template

Given a coordinator is creating a milestone for a new animal and selects “Use Template” When they choose a previously saved milestone template Then the title, description, and icon fields populate with template data And the coordinator can save or further customize the milestone

Notification Trigger on Milestone Completion

Given a milestone marked as “completed” by a coordinator When the milestone status changes to completed Then the system sends a notification to subscribed stakeholders via email or mobile alert And the notification contains the milestone title, animal name, and completion date

Timeline Filtering & Search

"As an adopter, I want to filter timeline events so that I can focus on the types of updates I care about most."

Description

Build advanced filtering and search capabilities for the timeline, enabling users to display entries by date range, update type (e.g., medical, behavioral, photos), or keywords within notes. Include a search bar, filter toggles, and clear reset options. Integrate with backend search indices for fast performance. This feature helps users quickly locate specific events and streamline the review process.

Acceptance Criteria

Filter by Date Range

Given a list of timeline entries exists, when a user selects a valid start date and end date and applies the date filter, then only entries with timestamps within the specified range are displayed.

Filter by Update Type

Given multiple update types are available, when a user selects one or more update type toggles (e.g., medical, behavioral, photos), then the timeline displays only entries matching the selected types.

Keyword Search in Notes

Given timeline entries contain descriptive notes, when a user enters a keyword into the search bar and initiates the search, then only entries whose notes include the keyword (case-insensitive) are shown, and matching text is highlighted.

Reset Filters to Default

Given one or more filters are active, when a user clicks the reset button, then all filters (date range, update type toggles, and keyword search) are cleared, filter controls revert to default state, and the full timeline is displayed.

Performance under Large Data Sets

Given a dataset of at least 1,000 timeline entries, when a user applies any combination of filters or performs a keyword search, then the filtered results are returned and rendered within 1 second.

Approval & Collaboration Workflow

"As a coordinator, I want to review and approve updates from volunteers before they are published so that I can maintain data quality and consistency."

Description

Implement a collaborative workflow where volunteers, coordinators, and veterinarians can draft, review, and approve timeline entries before they go live. Include role-based permissions, change tracking, and notifications for pending approvals. Integrate with the Sheltr notification system to keep stakeholders informed. This ensures content accuracy and compliance with shelter policies.

Acceptance Criteria

Volunteer Submits Timeline Entry for Review

Given a volunteer has drafted a timeline entry, when they click 'Submit for Approval', then the entry status changes to 'Pending Approval' and notifications are sent to all designated coordinators.

Coordinator Reviews and Requests Changes

Given a coordinator views a 'Pending Approval' entry, when they add comments and click 'Request Changes', then the entry status reverts to 'Draft', comments are visible to the original author, and a notification is sent back to the volunteer.

Veterinarian Approves Health Update Entries

Given a veterinarian has access to health-related entries, when they click 'Approve', then the entry status updates to 'Approved' and it is published to the live timeline with an approval timestamp.

Role-Based Permission Enforcement

When any user without approval permissions attempts to approve or reject an entry, then the system denies the action and displays a 'Permission Denied' message.

Change Tracking and Audit Log Generation

When any timeline entry is created, revised, approved, or rejected, then an audit record is generated capturing the action type, user ID, timestamp, and change summary.

QuickFill

Automatically pre-populate adoption application fields by scanning a driver’s license or QR code from your phone. QuickFill reduces manual entry, cuts queue times, and ensures accurate visitor information for faster processing.

Requirements

ID Document Capture

"As a shelter staff member, I want to capture a clear image of a visitor’s driver’s license so that QuickFill can accurately extract their information without delays."

Description

System must allow users to capture high-quality images of driver’s licenses using the device camera, with guidance overlay, autofocus control, and real-time feedback to ensure readability. It should integrate seamlessly within the form UI, support fallback photo upload for low-light conditions, and optimize captured images for downstream processing.

Acceptance Criteria

Ideal Lighting Capture

Given the user positions the driver’s license within the guidance overlay under well-lit conditions, when the user taps the capture button, then the system captures a sharp, readable image with all text legible and no significant glare.

Low-Light Fallback Upload

Given the ambient light level falls below the threshold for camera capture, when the user is prompted with a fallback option, then the user can upload an existing photo from the gallery and the system accepts images meeting the minimum resolution and clarity requirements.

Autofocus Confirmation

Given the user aligns the license in the overlay, when the camera autofocus locks on the document edges, then the system provides a visual indicator and enables the capture button only when focus confidence exceeds 90%.

Real-Time Readability Feedback

Given the camera preview is active, when the image is too blurry or skewed, then the system displays a real-time warning message with tips to adjust distance or angle and disables the capture button until feedback is resolved.

Optimized Image Output

Given an image is captured or uploaded, when the system processes the image, then the output is automatically cropped to the document boundaries, compressed to under 500KB without reducing OCR accuracy, and formatted to the required downstream standard.

OCR Data Extraction

"As a shelter volunteer, I want the system to automatically extract my license details so that I don’t have to type them manually, reducing data entry errors and speeding up the process."

Description

The system should perform OCR on captured images, extracting key text fields such as name, address, date of birth, and license number with at least 95% accuracy, using reliable OCR libraries or services. It must handle variations in license designs and font styles, support multiple jurisdictions, and output structured data for the application form.

Acceptance Criteria

Standard US Driver’s License Scan

Given a high-resolution image of a standard US driver’s license, when OCR processing is executed, then the system extracts Name, Address, Date of Birth, and License Number with at least 95% character-level accuracy and outputs them as structured JSON fields.

Non-Standard License Design Handling

Given a driver’s license with custom fonts, holograms, or varying layouts, when processed by the OCR engine, then all key fields (Name, Address, Date of Birth, License Number) are correctly identified and extracted with at least 95% accuracy despite design variations.

International License Jurisdiction Support

Given a driver’s license issued by a non-US jurisdiction (e.g., Canadian province), when scanned and fed into the OCR system, then the correct field mappings for Name, Address, Date of Birth, and License Number are extracted with at least 95% accuracy and normalized to the application form format.

Low-Quality Image OCR Resilience

Given a photo of a driver’s license with moderate blur or low lighting, when the system applies pre-processing and OCR, then it still extracts all required fields (Name, Address, Date of Birth, License Number) at a minimum of 95% accuracy and logs image quality metrics.

QR Code Data Extraction

Given a clear QR code representing a driver’s license payload, when scanned by the application, then the system decodes the QR data, maps each element to the corresponding form field (Name, Address, Date of Birth, License Number), and populates the form with 100% data fidelity.

QR Code Parsing

"As a repeat visitor, I want to scan a QR code from my mobile app so that my previous adoption information is pre-populated quickly."

Description

QuickFill must scan and decode QR codes from smartphones to extract encoded adoption application data. It should support standard QR code formats, handle different screen brightness and size conditions, and securely transmit parsed data to the application form for autofill.

Acceptance Criteria

Successful QR Code Scan Under Optimal Conditions

Given a user displays a standard-format QR code on their smartphone at normal screen brightness and held 10–15 cm from the camera, when the scanner is activated, then the application correctly parses and populates all encoded fields into the adoption form within 2 seconds.

QR Code Scan in Low-Light Conditions

Given a user displays a standard-format QR code on their smartphone in ambient light below 50 lux, when the scanner is activated, then the application successfully decodes and autofills all fields with at least 95% accuracy.

QR Code Scan with Variable Screen Brightness

Given a user displays a QR code with screen brightness set to 20%, 50%, and 100%, when each brightness level is scanned, then the application correctly parses and populates the form fields in all three cases.

Handling Unsupported QR Code Format

Given a user displays a QR code that is not in the supported data schema, when the scanner attempts to decode it, then the application displays an error message “Unsupported QR code format” and does not populate any form fields.

Secure Transmission of Parsed Data

Given the application has parsed QR code data, when the data is sent to the form backend, then the data must be transmitted over HTTPS with TLS 1.2 or higher, and logged entries must mask sensitive fields such as personal identifiers.

Data Mapping and Validation

"As a shelter staff user, I want QuickFill to validate and map scanned data automatically so that I can trust the information is accurate before submitting the adoption application."

Description

The platform must map extracted OCR and QR code data to the correct form fields, validate the data against input rules (such as required fields and format constraints), and flag any inconsistencies. It should provide inline validation messages, allow manual corrections, and ensure the form is only submittable when all data is valid.

Acceptance Criteria

Driver's License OCR Data Mapping Scenario

Given a user scans a valid driver’s license, when OCR data is extracted then the system maps the name, address, date of birth, and license number to their respective form fields with 95% accuracy or higher.

QR Code Data Extraction Scenario

Given a user scans a valid QR code from their phone, when data is parsed then the system populates all corresponding form fields within 2 seconds and displays the populated values correctly.

Inline Required Field Validation Scenario

When a mapped field is empty and marked as required, then the system displays an inline validation message next to the field and disables the form submission button until the field is populated.

Format Constraint Validation Scenario

Given a mapped phone number or email field, when the extracted value does not match the defined format rules, then the system flags the field in red, shows an inline error message detailing the format requirement, and prevents submission until corrected.

Manual Data Correction Scenario

Given a user identifies an incorrect pre-populated value, when they manually edit the field then the system accepts the input if it meets validation rules and updates the form state to valid.

Privacy and Security Compliance

"As a shelter manager, I want scanned personal data to be securely handled and stored in compliance with privacy laws so that we maintain trust with visitors and avoid legal liabilities."

Description

Implement end-to-end encryption for scanned personal data in transit and at rest, ensure compliance with GDPR and other relevant privacy regulations, include secure data purging mechanisms after processing, and enforce role-based access controls. Provide audit logs to track access and modifications to sensitive information.

Acceptance Criteria

Secure Data Transmission during QuickFill Scanning

Given a QR code or driver’s license is scanned, When the scanned data is sent to the server, Then the data must be transmitted over TLS 1.3 with AES-256 encryption in transit.

Encrypted Storage of Scanned Data

Given scanned personal data is received by the backend, When the data is stored at rest, Then it must be encrypted using AES-256- GCM with customer-managed keys.

Role-Based Access Control for User Data

Given multiple user roles exist (admin, manager, volunteer), When a user requests access to scanned data, Then the system must verify role permissions and deny access if the role lacks the required privilege.

Automated Data Purging after Processing

Given scanned personal data has been processed and the retention period has expired, When the purge job runs, Then all associated data must be permanently deleted from both the database and backups within 24 hours.

Comprehensive Audit Logging for Data Access and Modifications

Given any read or write operation on sensitive data, When the operation completes, Then the system must log the user ID, timestamp, action performed, and data record ID in an immutable audit log.

Error Handling and Manual Correction

"As a shelter volunteer, I want to be alerted when QuickFill is unsure of extracted data so that I can correct any mistakes before proceeding."

Description

The system should detect OCR or parsing errors (such as missing fields or low confidence scores), prompt users with clear error messages, highlight problematic fields, and allow manual editing. It must log errors for analytics, offer retry options, and ensure no data loss during the correction process.

Acceptance Criteria

OCR Error Detection and Notification

Given a user scans a driver’s license or QR code with unreadable fields or low OCR confidence, When the system detects missing or uncertain data fields, Then an error message highlighting each problematic field is displayed, and the affected fields are visually marked with red borders and error icons.

Clear Error Messaging

Given the system identifies an OCR parsing error, When the error message is presented, Then the message clearly describes the issue (e.g., "Unable to read expiration date"), offers guidance on correction, and provides a single-click option to retry scanning.

Manual Field Correction Interface

Given an OCR or parsing error has occurred, When the user views the form, Then each field with an error is editable inline, accepts free-text input, and validates entries in real time to ensure correct formats (e.g., date fields require MM/DD/YYYY).

Retry OCR Scan Option

Given the user has corrected fields manually or wishes to re-scan, When the user selects 'Retry Scan', Then the system re-initiates the OCR process without clearing any manually entered data and updates only fields that succeed in the new scan.

Error Logging for Analytics

Given any OCR or parsing error event, When the error occurs, Then the system logs the error type, confidence scores, timestamp, and user actions (e.g., manual correction or retry) to the analytics database with no impact on user workflow.

BioStream

Display short, engaging video clips of each animal in real-time at the kiosk. BioStream brings personalities to life, helping visitors form emotional connections and make informed adoption choices within minutes.

Requirements

Video Capture Integration

"As a shelter volunteer, I want to record and upload a short video of an animal directly from my phone so that visitors can see the animal’s personality and engage emotionally."

Description

Develop a seamless mechanism for shelter staff and volunteers to capture and upload short video clips of animals using the Sheltr mobile app or a web interface. This should support common video formats (MP4, MOV), automatically tag videos with animal profiles, and allow basic editing (trimming, selecting thumbnail) before submission. Integration with the existing animal database must ensure each video is correctly linked to its animal’s record, enabling immediate availability for BioStream display.

Acceptance Criteria

Staff captures and uploads a video using the Sheltr mobile app

Given a staff user on the Sheltr mobile app and viewing an animal's profile, When they tap 'Record Video', record a clip of up to 60 seconds in MP4 or MOV format, trim the clip to a minimum of 15 seconds using the in-app editor, select a thumbnail frame, and tap 'Submit', Then the system accepts the file only if it meets format and size limits, automatically tags the video with the correct animal ID, and makes the video available in BioStream within one minute.

Volunteer uploads a pre-recorded video using the web interface

Given a volunteer logged into the Sheltr web portal and on an animal's profile page, When they upload an MP4 or MOV video file under 100MB, use the web-based editor to trim the clip to between 15 and 60 seconds, choose a thumbnail, and confirm submission, Then the system validates format and size, saves the edited video, links it to the animal's record, and presents the thumbnail correctly in the profile.

System automatically tags uploaded videos to the correct animal profiles

Given any video is successfully uploaded via the mobile app or web interface, When the upload process completes, Then the system extracts the animal ID from the current session context or upload form, attaches this ID to the video metadata, associates the video with the correct animal record in the database, and logs the tagging event in the audit trail.

Shelter staff uses trimming and thumbnail selection tools

Given an uploaded video awaiting editing, When a staff member uses the built-in trimming tool to set start and end points to the nearest second and selects any video frame as the thumbnail, Then the system applies these edits non-destructively, preserves the original clip, updates the stored video with the trimmed version, and updates the profile with the chosen thumbnail.

Newly uploaded and tagged videos appear in BioStream within one minute

Given a video has been uploaded, tagged, and processed successfully, When the BioStream service queries the video database, Then the new video entry appears in the kiosk's BioStream playlist within 60 seconds, streams in at least 720p resolution without initial buffering exceeding two seconds, and displays the selected thumbnail until playback starts.

Video Processing Pipeline

"As a system administrator, I want uploaded videos to be automatically optimized and prepared for kiosk display so that visitors experience smooth, high-quality playback."

Description

Implement a backend service that automatically processes uploaded videos, including transcoding to multiple resolutions (720p, 1080p), compressing for fast playback, generating playable streaming formats, and creating optimized thumbnails. The pipeline must handle concurrent uploads, queue jobs efficiently, and notify the system upon completion to update the BioStream content repository.

Acceptance Criteria

Concurrent Upload Handling

Given multiple videos are uploaded simultaneously When the pipeline receives 10 concurrent upload requests Then all 10 videos are queued without error and processed within target SLAs

Transcoding to Multiple Resolutions

Given an uploaded source video When the pipeline completes transcoding Then output files exist in both 720p and 1080p resolutions matching source duration and with no visible artifacts

Thumbnail Generation

Given a processed video When thumbnail extraction runs Then at least three optimized thumbnails are generated at configured time offsets with correct dimensions and file size under 50 KB

Streaming Format Generation

Given a transcoded video When packaging for streaming Then valid HLS and DASH manifests and segment files are produced and playable in standard HTML5 players

Completion Notification

Given a job finishes processing When the pipeline sends a completion event Then the BioStream repository receives the update within 5 seconds and content is available for kiosk display

Kiosk Display Module

"As a shelter visitor, I want an interactive screen showing animal videos so that I can quickly browse and connect with animals available for adoption."

Description

Design and build the BioStream kiosk interface component that fetches processed videos from the backend and presents them in an engaging, easy-to-navigate carousel or grid. Include autoplay with adjustable intervals, manual navigation controls, and prominent play/pause functionality. Ensure responsiveness across various screen sizes, quick buffering, and seamless looping behavior to maximize visitor interaction time.

Acceptance Criteria

Autoplay with Adjustable Intervals Initiated

Given the kiosk interface is displayed, when autoplay is activated with a 10-second interval, then videos transition automatically every 10 seconds within a transition duration of less than 1 second, and the current interval is visibly indicated.

Manual Navigation Controls Functionality

Given videos are presented in the carousel, when a user clicks the next or previous arrow or swipes horizontally, then the carousel moves to the adjacent video within 0.5 seconds and begins buffering immediately.

Responsive Layout Across Screen Sizes

Given the kiosk is rendered on any supported resolution (e.g., 1920×1080, 1366×768, 768×1024), when the interface loads, then the carousel adjusts its layout to fit the screen without horizontal scrolling or element overlap, maintaining full control visibility.

Seamless Video Buffering Under Varying Network Conditions

Given network speeds ranging from 1 Mbps to 50 Mbps, when a video is selected manually or via autoplay, then video playback begins within 2 seconds and continues without stalling or rebuffering for at least the first 30 seconds.

Play/Pause Control Responsiveness

Given a video is playing, when the user taps the prominently displayed play/pause button, then the video pauses or resumes within 0.2 seconds and the button icon updates to reflect the new state.

Real-time Content Management

"As a shelter manager, I want to curate which animal videos appear and when so that I can highlight urgent cases and manage kiosk content effectively."

Description

Create an admin dashboard feature that allows shelter managers to add, remove, reorder, and schedule video playback for BioStream. Include drag-and-drop reordering, timestamped scheduling (e.g., feature senior animals during weekends), and priority tagging for urgent adoption cases. Changes must reflect immediately on all connected kiosks and send confirmation notifications to administrators.

Acceptance Criteria

Add New Video Clip and Instant Deployment

Given the admin uploads a new video and clicks Save, when the operation completes, then the video appears in the BioStream playlist on all kiosks within 5 seconds and the admin receives a 'Upload Successful' notification.

Remove Video Clip and Immediate Removal

Given the admin selects and deletes a video, when the deletion is confirmed, then the video is removed from all kiosk playlists within 5 seconds and the admin receives a 'Removal Successful' notification.

Reorder Videos via Drag-and-Drop

Given the admin reorders videos using drag-and-drop, when the new order is saved, then the updated sequence is reflected on all kiosks within 5 seconds and persists after refresh.

Schedule Video Playback

Given the admin schedules a video to play during a future time window, when the scheduled time arrives, then the video plays on kiosks only within that window and is hidden outside it.

Assign Priority Tag and Highlight in Front

Given the admin tags a video as high priority, when the tag is applied, then the video moves to the top of the playlist on all kiosks and is visually highlighted.

Receive Confirmation Notifications for Changes

Given the admin makes any change (add, remove, reorder, schedule, tag), when the change is saved, then a notification summarizing the action is sent to the admin's dashboard and email within 10 seconds.

Engagement Analytics and Reporting

"As a shelter director, I want to see metrics on video engagement so that I can understand which animals attract attention and improve adoption strategies."

Description

Develop an analytics module to track BioStream interactions, including video view counts, average watch time, and visitor engagement patterns (e.g., which videos prompt adoption inquiries). Provide visual reports and downloadable data for shelter managers to assess feature impact, refine video content, and optimize scheduling based on performance insights.

Acceptance Criteria

Video View Count Monitoring

Given a visitor plays a BioStream video, when the video starts and completes play, then the view count for that video increments accurately in the analytics dashboard.

Average Watch Time Calculation

Given multiple video play sessions, when sessions end, then the system computes the average watch time for each video within ±5 seconds accuracy and displays it in the report.

Visitor Engagement Pattern Detection

Given a visitor views one or more videos and submits an adoption inquiry within 2 minutes of a video end, when this sequence occurs, then the system logs an "Inquiry Prompt" engagement pattern and increments its counter for that video.

Report Visualization Generation

Given analytics data in the module, when the manager opens the reporting dashboard and applies a date range filter, then charts update to display video view counts, average watch times, and engagement patterns correctly labeled and ordered by performance.

Data Export Functionality

Given a selected report view with applied filters, when the manager clicks the "Download CSV" button, then the system generates and downloads a CSV containing video IDs, view counts, watch times, and engagement pattern counts with a confirmation message.

MeetScheduler

Integrate kiosk with shelter calendars to let visitors book meet-and-greet appointments on the spot. MeetScheduler shows real-time availability, sends instant confirmations, and syncs with volunteers’ schedules for seamless coordination.

Requirements

Real-Time Availability Display

"As a shelter visitor, I want to see up-to-the-minute meet-and-greet availability so that I can choose a time that’s actually open and avoid booking conflicts."

Description

Fetches and displays live availability slots from shelter calendars in an intuitive kiosk interface, updating in real time as appointments are booked or canceled. This ensures visitors always see current openings, reducing double bookings and improving user trust. The feature integrates via API calls with volunteer scheduling systems and provides visual cues on available time slots, duration limits, and peak hours. It supports filtering by animal type and volunteer expertise to streamline visitor selection.

Acceptance Criteria

Visitor Books Appointment via Kiosk

Given the kiosk displays current available time slots, when a visitor selects an available slot and confirms booking, then the slot is immediately removed from the display and a confirmation message with appointment details appears.

Visitor Filters by Animal Type

Given a visitor applies an animal type filter, when the filter is activated, then the kiosk updates to show only time slots for the selected animal type in real time.

Volunteer Cancels Appointment via App

Given a volunteer cancels a scheduled appointment through the mobile scheduling system, when the cancellation is processed, then the kiosk interface marks the slot as available within two seconds.

Visitor Views Peak Hours Availability

Given the kiosk displays time slots during predefined peak hours, then those slots are visually highlighted and accompanied by a tooltip explaining potential higher demand.

Visitor Attempts Exceeding Duration Limit

Given a visitor selects a slot longer than the maximum allowed duration, when they attempt to confirm, then the system rejects the selection and displays an error message specifying the maximum permitted duration.

Interactive Booking Form

"As a kiosk user, I want a clear and accessible form to book a meet-and-greet appointment so that I can complete the process quickly and accurately without staff assistance."

Description

Provides a user-friendly, step-by-step booking form on the kiosk that guides visitors through selecting an animal, choosing a time slot, and entering contact information. The form includes validations to prevent invalid entries, auto-complete for returning users, and accessibility features for all visitors. It integrates with the back-end to reserve slots instantly upon submission and offers optional fields for special requests, ensuring a smooth booking experience.

Acceptance Criteria

Visitor Initiates Booking on Kiosk

Given the kiosk home screen is active When a visitor selects 'Book a Meet & Greet' Then the interactive booking form loads within 2 seconds

Validation of User Input

Given the user has filled form fields When they attempt to proceed with missing or invalid entries Then the form displays inline error messages for each invalid or empty mandatory field and prevents submission until corrected

Returning User Auto-Complete

Given a returning user enters their phone number or email associated with an existing profile When they focus on the contact information field Then the form auto-completes the name, email, and phone number with matching profile data

Instant Reservation Confirmation

Given the user submits a complete and valid booking form When the back-end confirms slot availability Then the slot is reserved immediately, a confirmation message appears on the screen within 3 seconds, and a confirmation email/SMS is sent to the user

Accessibility Compliance

Given a user relies on screen reader or keyboard-only navigation When interacting with the booking form Then all form controls have accessible labels, ARIA attributes, and a logical tab order, and the form meets WCAG 2.1 AA standards

Calendar Integration Sync

"As a volunteer coordinator, I want each appointment booking or cancellation at the kiosk to automatically update our team calendar so that volunteer schedules remain accurate without manual entry."

Description

Implements bi-directional synchronization between the kiosk scheduler and existing volunteer calendars (e.g., Google Calendar, Outlook). Changes in either system—new bookings, cancellations, or volunteer availability updates—are reflected within seconds to maintain consistency. Conflict detection logic prevents double-bookings and highlights overlapping commitments. Secure OAuth authentication ensures data privacy and compliance.

Acceptance Criteria

Real-time Booking Synchronization

Given a visitor books a meet-and-greet on the kiosk, when the booking is confirmed, then a corresponding event is created in the volunteer’s Google Calendar within 5 seconds with correct details.

Volunteer Availability Update Reflects on Kiosk

Given a volunteer marks themselves unavailable on their Outlook Calendar, when the change is synced, then the kiosk no longer displays their time slots within 10 seconds.

Cancellation Propagates Across Systems

Given a visitor cancels a scheduled meet-and-greet on the kiosk or in the volunteer’s calendar, when the cancellation occurs, then the event is removed from the other system within 5 seconds and the kiosk shows the slot as available.

Conflict Detection Prevents Double-Booking

Given two visitors attempt to book the same time slot, when the second booking is made, then the system prevents the booking and displays an overlap warning highlighting the conflicting time.

OAuth Authentication Secures Calendar Access

Given a volunteer sets up calendar integration, when OAuth consent is granted, then secure tokens are stored and used for all sync operations, with no plain-text credentials retained.

Instant Confirmation Notifications

"As a visitor, I want to receive an instant confirmation message after booking so that I have proof of my appointment and all relevant details."

Description

Sends immediate confirmation messages via email and SMS to visitors once a booking is completed, including appointment details, check-in instructions, and a unique confirmation code. Notifications adjust to preferred communication channels and support templating for dynamic content. The system logs notification status and retries failed deliveries to ensure visitors receive timely confirmations.

Acceptance Criteria

KioskBookingCompletion

Given a visitor completes a meet-and-greet booking on the kiosk When the system finalizes the booking Then it sends a confirmation via the visitor’s preferred channel containing appointment date, time, location, check-in instructions, and a unique confirmation code within 10 seconds

PreferredChannelFallback

Given a visitor has both email and SMS preferences configured When delivery to the primary channel fails Then the system retries on the secondary channel and logs the attempt

TemplatePlaceholderReplacement

Given the notification template includes dynamic placeholders When generating the confirmation message Then all placeholders (e.g., {{name}}, {{date}}, {{time}}, {{code}}) are replaced with the correct booking details

DeliveryFailureAndRetry

Given the initial notification delivery fails due to a transient error When the system detects the failure Then it retries delivery up to three times at five-minute intervals

NotificationLogging

Given a confirmation notification is sent or retried When the system processes the delivery Then it logs the notification status (sent, delivered, failed) with timestamps in the audit trail

Volunteer Schedule Conflict Prevention

"As a volunteer coordinator, I want the kiosk to warn me if a new booking conflicts with an existing shift so that I can avoid overbooking volunteers and ensure adequate coverage."

Description

Includes logic to scan for potential conflicts in volunteer schedules when new appointments are made. If a requested slot overlaps with an existing assignment or blocked time, the kiosk alerts the visitor and suggests alternative times. Administrators can configure buffer periods between appointments. The system logs conflict incidents for reporting and continuous improvement.

Acceptance Criteria

Detect Overlapping Volunteer Assignments

Given a new appointment request that overlaps with an existing volunteer assignment, when the kiosk validates availability, then the system displays an alert indicating the conflict and prevents booking the overlapping slot.

Enforce Configured Buffer Period Between Appointments

Given a buffer period of X minutes configured by an administrator, when a visitor selects an appointment that starts within the buffer period of another assignment, then the system displays an alert indicating insufficient buffer time and blocks the selection.

Suggest Alternate Time Slots Upon Conflict

Given a requested slot conflicts with an existing assignment or buffer period, when the kiosk alerts the visitor, then it provides a list of the next three available slots that satisfy schedule and buffer constraints.

Administrator Configures Buffer Period Settings

Given the administrator is on the buffer settings page, when they set a new buffer duration and save changes, then the system persists the new setting and applies it to all subsequent scheduling operations.

Log Conflict Incidents for Reporting

Given any scheduling conflict occurs, when the system detects and handles the conflict, then it creates a log entry containing the timestamp, volunteer ID, appointment request details, and conflict type, and stores it in the conflict incident report.

ShareLink

Allow visitors to email or text themselves direct links to their favorite animal profiles. ShareLink keeps potential adopters engaged after they leave, increasing follow-up inquiries and boosting placement chances.

Requirements

Unique Link Generation

"As a visitor, I want to receive a unique link for my favorite animal profile so that I can easily revisit it later and share it with others."

Description

The system generates a unique, persistent URL for each animal profile that can be shared via email or text. This ensures potential adopters receive a direct link to their selected profile, maintaining seamless navigation and user context.

Acceptance Criteria

Generate Link for Selected Animal Profile

Given a visitor selects an animal profile and clicks “Share”, When the visitor chooses email or SMS share, Then the system generates a unique, persistent URL that includes the animal’s identifier and displays it in the share interface.

Email Sharing Functionality

Given a visitor enters a valid email address and clicks “Send Email”, When the system processes the request, Then an email is delivered to the provided address containing the unique URL and a thumbnail preview of the selected animal profile within 2 minutes.

SMS Sharing Functionality

Given a visitor enters a valid phone number and clicks “Send SMS”, When the system processes the request, Then an SMS is sent to the provided number containing the unique URL linking to the selected animal profile within 1 minute.

Persistent Link Accessibility

Given any visitor opens a previously generated unique URL at any time, When the link is accessed in a web browser, Then the system redirects the visitor to the correct animal profile page without error or authentication required, preserving full context.

Link Uniqueness Verification

Given multiple share requests for the same animal profile during a session, When each share link is generated, Then each link is distinct (different URL tokens) while all resolve to the same animal profile page.

Email Share Functionality

"As a visitor, I want to email myself a link to an animal profile so that I can review it later and share with my family."

Description

Provide an intuitive email sharing interface within the animal profile page that allows visitors to input their email address and send themselves the direct link. The interface should validate email format and confirm successful send.

Acceptance Criteria

Access Email Share Interface

Given the visitor is on an animal profile page, when they click the 'Share via Email' icon, then an email input field with placeholder 'Enter your email' and a 'Send' button are displayed.

Send Email with Valid Address

Given the visitor has entered a valid email address and clicks 'Send', when the request is processed, then the system sends an email containing the direct profile link to the provided address.

Handle Invalid Email Format

Given the visitor enters an invalid email format and attempts to send, when they click 'Send', then an inline validation error 'Please enter a valid email address' is displayed and no email request is sent.

Email Send Failure Handling

Given the email service returns an error, when the visitor clicks 'Send', then an error message 'Email could not be sent. Please try again later.' is displayed and the 'Send' button is re-enabled for retry.

Display Successful Send Confirmation

Given the email is sent successfully, when the process completes, then a confirmation message 'Your link has been sent!' is displayed and the email input field is cleared.

SMS Share Functionality

"As a visitor, I want to text myself a link to an animal profile so that I can access it on my phone anytime."

Description

Implement an SMS sharing feature that lets visitors enter their phone number to receive the profile link by text. The system should support international formats, verify number validity, and confirm message delivery.

Acceptance Criteria

Valid US Phone Number SMS Share

Given a visitor enters a valid US phone number in E.164 format, When the visitor submits the form, Then the system sends an SMS containing the animal profile link to the provided phone number within 30 seconds, And displays a confirmation message to the visitor indicating successful dispatch.

Valid International Phone Number SMS Share

Given a visitor enters a valid international phone number in E.164 format (e.g., +442071838750), When the visitor submits the form, Then the system sends an SMS containing the animal profile link within 30 seconds, And displays a confirmation message confirming delivery to the provided number.

Invalid Phone Number Format

Given a visitor enters a malformed or incomplete phone number (e.g., missing country code or non-numeric characters), When the visitor submits the form, Then the system rejects the entry, Displays an inline error message 'Please enter a valid phone number (e.g., +1234567890)', And does not attempt to send an SMS.

SMS Delivery Failure Handling

Given a visitor submits a valid phone number but the SMS gateway returns a delivery failure, When the system receives the failure notification, Then it logs the error for diagnostics, Retries sending the SMS up to 2 times with exponential backoff, And if delivery still fails, Displays an error message 'Unable to send SMS at this time. Please try again later.' to the visitor.

Delivery Confirmation Logging

Given the SMS gateway confirms successful message delivery, When the system receives the confirmation event, Then it records a delivery timestamp and status 'Delivered' against the user’s request in the database, And ensures no further send attempts are made.

Link Usage Analytics

"As a shelter manager, I want to see how often shared links are clicked so that I can gauge adopter interest and follow up effectively."

Description

Track each shared link’s click events, including timestamp, device, and referrer, to measure engagement. Display analytics in the dashboard for managers to assess follow-up opportunities and optimize outreach.

Acceptance Criteria

Click Event Tracking for Mobile Shared Link

Given a user receives a shared link via SMS and clicks it on a mobile device When the click occurs Then the system records the event with an accurate timestamp, device type 'mobile', and referrer 'SMS'

Click Event Tracking for Email Shared Link

Given a user receives a shared link via email and clicks it on a desktop browser When the click occurs Then the system records the event with an accurate timestamp, device type 'desktop', and referrer 'email'

Dashboard Display of Link Click Analytics

Given multiple shared links have recorded click events When the manager views the analytics dashboard Then each link’s total clicks, breakdown by device type, and list of referrers with timestamps are displayed correctly

Analytics Filtering by Date Range

Given click events exist over multiple dates When the manager applies a start and end date filter on the dashboard Then only click events within the specified date range are included in the analytics summary

Real-time Analytics Update

Given a new click event occurs for a tracked link When the event is recorded Then the dashboard automatically updates the click count, device breakdown, and referrer summary in real time without manual refresh

Security and Anti-spam Measures

"As a system administrator, I want to prevent automated abuse of the share feature so that system resources are protected and user experience remains trustworthy."

Description

Implement rate limiting and CAPTCHA on share requests to prevent abuse and spam. Ensure that only authenticated sessions can request shares, and log all share actions for auditing purposes.

Acceptance Criteria

Rate limiting enforcement on share requests

Given a user submits more than 5 share requests in a rolling 60-second window, when the sixth request is made, then the system responds with HTTP 429 Too Many Requests and includes a Retry-After header indicating when the next request can be attempted.

CAPTCHA prompt on suspicious share behavior

Given a user exceeds the predefined rate limit threshold, when they attempt an additional share request, then the system presents a CAPTCHA challenge and only proceeds with the share if the CAPTCHA is successfully completed.

Authenticated-only share requests

Given a visitor without a valid authenticated session attempts to use the ShareLink feature, when they submit a share request, then the system responds with HTTP 401 Unauthorized and prompts the user to log in.

Share request action logging

Given any share request is submitted by an authenticated user, when the request is processed, then the system logs the user ID, timestamp, target contact information, IP address, and request outcome to the audit log within one second.

CAPTCHA validation failure handling

Given a user fails the CAPTCHA challenge when requesting a share link, when the validation fails, then the system rejects the share request, returns an informative error message, and records the failure event in the audit log.

VoiceGuide

Offer an interactive voice-assisted tour and FAQ system built into the kiosk. VoiceGuide guides visitors through the adoption process hands-free, answers common questions, and provides an inclusive experience for diverse accessibility needs.

Requirements

Voice Activation Trigger

"As a visitor, I want to activate the voice assistant hands-free so that I can receive guidance without touching the kiosk."

Description

Implement a reliable voice activation system that listens for a designated hotword or button press to initiate VoiceGuide interaction. This requirement ensures ambient noise filtering, manages microphone sensitivity, and provides audio or visual feedback upon activation. The system must seamlessly integrate with kiosk hardware and onboard signal processing to enable hands-free user engagement from any position in front of the kiosk.

Acceptance Criteria

Hotword Detection in Quiet Environment

Given ambient noise levels below 40 dB, when a user utters the designated hotword within a 5-meter radius of the kiosk, then the system shall activate VoiceGuide mode within 1 second.

Hotword Detection in Noisy Environment

Given ambient noise levels up to 70 dB, when a user utters the designated hotword within a 3-meter radius of the kiosk, then the system shall filter background noise and activate VoiceGuide mode within 2 seconds with at least 95% accuracy.

Manual Activation via Button Press

Given the kiosk is powered on, when a user presses the physical voice-activation button, then the system shall enter listening mode within 500 milliseconds.

Visual and Audio Feedback on Activation

Given VoiceGuide activation (via hotword or button), then the system shall emit an audible tone of at least 60 dB and illuminate the LED indicator within 200 milliseconds.

Dynamic Microphone Sensitivity Adjustment

Given a sudden change in ambient noise level, when the system is in listening mode, then microphone sensitivity shall auto-adjust within 1 second to maintain hotword detection accuracy above 95%.

Adaptive Voice Navigation

"As a new adopter, I want guided audio prompts through the adoption form so that I understand each step clearly."

Description

Develop an interactive, step-by-step audio navigation flow that guides users through the adoption process—from browsing animals to completing adoption forms. The system should track user progress, provide context-sensitive prompts, handle input confirmation, and allow users to repeat or skip steps. Integration with the kiosk’s UI state ensures synchronized audio and on-screen instructions, enhancing usability and reducing abandonment.

Acceptance Criteria

Initiate Guided Adoption Tour

Given a visitor at the kiosk, When the user says “Start tour,” Then the system begins the audio navigation at the first step and highlights corresponding UI elements on screen.

Repeat Current Step

Given the user is on step N of the guided flow, When the user says “Repeat that,” Then the system replays the audio for step N and re-highlights the associated UI element.

Skip to Next Step

Given the user is on step N, When the user says “Skip forward,” Then the system advances to step N+1, plays the audio prompt for that step, and updates the on-screen highlight.

Confirm Adoption Form Input

Given the user has completed a form field, When the user provides an entry (e.g., name, address), Then the system reads back the input and asks for confirmation, and proceeds only after a clear “Yes” response.

Synchronize Audio and UI State

Given any navigation command (start, repeat, skip), When the system plays audio for the current step, Then the on-screen instruction and highlight match the audio content within 500ms.

FAQ Dynamic Response

"As a visitor, I want to ask common questions aloud and get immediate answers so that I don't need to search manual help."

Description

Build a natural language processing (NLP) module that interprets visitor questions and retrieves relevant answers from a structured FAQ knowledge base. The system should handle variations in phrasing, clarify ambiguous queries, and update answers in real time as the FAQ database evolves. This requirement enables on-demand, accurate information delivery without staff intervention, improving visitor satisfaction and efficiency.

Acceptance Criteria

Basic Question Understanding

Given a visitor asks 'What are your adoption fees?' When the VoiceGuide NLP module receives the input Then it retrieves the matching answer from the FAQ knowledge base and reads it aloud within 2 seconds without errors.

Paraphrased Query Handling

Given a visitor asks 'How much does it cost to adopt?' When processed Then the module recognizes the intent and returns the same answer as for the canonical question 'What are your adoption fees?'

Ambiguous Query Clarification

Given a visitor asks 'Can I take it home today?' When the question is ambiguous Then VoiceGuide prompts a follow-up clarification within 3 seconds and uses the visitor's response to provide the correct FAQ answer.

Real-time FAQ Update Propagation

Given a new FAQ entry is added to the knowledge base Then within 1 minute the NLP module incorporates it into responses and VoiceGuide can answer relevant queries without a system restart.

Unrecognized Query Handling

Given a visitor asks an unrecognized question When no matching FAQ is found Then VoiceGuide apologizes via audio, suggests contacting staff, and logs the query for future FAQ updates.

Multi-Language Support

"As a non-English speaker, I want to interact in my preferred language so that I can use the kiosk comfortably."

Description

Provide full voice recognition and synthesis in multiple languages, allowing visitors to select or auto-detect their preferred language at the start of interaction. This includes loading language-specific acoustic models, translation of prompts and FAQs, and seamless switching between languages mid-dialogue. The feature expands accessibility for non-English speakers and supports inclusion goals.

Acceptance Criteria

Visitor Selects Preferred Language at Start

Given the kiosk is idle When the visitor selects their preferred language from the on-screen menu Then the system loads the corresponding acoustic model and synthesis engine within 2 seconds and greets the visitor in the chosen language

Initial Auto-Detection of Preferred Language

Given the visitor begins speaking in a supported language When the system captures the first utterance Then the system auto-detects the language with at least 90% accuracy and switches all prompts and questions into that language for the remainder of the session

Mid-Dialogue Language Switching

Given an ongoing voice interaction in one language When the visitor requests 'switch to [target language]' Then the system unloads the current language model, loads the target language model within 3 seconds, and continues the conversation seamlessly in the new language

All Prompts and FAQs Available in Selected Languages

For each supported language When a visitor selects that language Then all on-screen text, voice prompts, and FAQ content match the English master content with 100% translation coverage and load within 1 second

Synthesized Voice Output Quality

Given any supported language is active When the system delivers a voice response Then the synthesized speech achieves at least 95% intelligibility and correct pronunciation on standard voice clarity tests

Accessibility Audio Settings

"As a visitor with hearing impairment, I want to adjust speech rate and volume so that I can understand the audio instructions."

Description

Incorporate configurable audio settings for volume, speech rate, and voice profile (gender/tone) to accommodate users with hearing impairments or cognitive differences. Settings must be easily adjustable via voice command or kiosk controls and persist across sessions through user preferences. This requirement enhances inclusivity by tailoring audio output to individual needs.

Acceptance Criteria

Volume Adjustment via Kiosk Controls

Given the user is on the audio settings screen, When the user adjusts the volume slider to a level between 0% and 100%, Then the system updates the audio output volume accordingly within 500ms and displays the selected percentage; And when the user exits and reopens the kiosk, the volume setting remains at the user’s last selection.

Speech Rate Adjustment via Voice Commands

Given the user is at any kiosk screen, When the user says 'Set speech rate to slow/normal/fast', Then the system recognizes the command with at least 90% accuracy, adjusts the speech rate to the selected option immediately, confirms the new rate via TTS, and saves the preference for future sessions.

Voice Profile Selection via Kiosk Controls

Given the user navigates to voice profiles in audio settings, When the user selects a profile (e.g., male, female, neutral tone), Then the system switches to the selected voice for all subsequent TTS output within 500ms and visually indicates the active profile, and persists this choice across sessions.

Persistence of Audio Settings Across Sessions

Given the user has customized audio settings (volume, speech rate, voice profile), When the user ends a session and later returns to the kiosk, Then the system automatically applies the saved audio settings upon startup without requiring user input.

Default Accessibility Audio Settings for First-Time Users

Given a first-time visitor starts the kiosk, When the audio settings have no saved preferences, Then the system initializes volume at 70%, speech rate at 'normal', and voice profile to 'neutral tone' and announces these defaults via TTS at first interaction.

Impact Timeline

Visualizes an animal’s journey by showcasing milestones funded by donations—like medical treatment and enrichment activities—creating an emotional narrative that encourages ongoing support.

Requirements

Donation-Milestone Data Aggregation

"As a shelter manager, I want all donation-funded milestone data aggregated automatically so that I can present an accurate and emotional narrative on the Impact Timeline without manual data compilation."

Description

The system shall aggregate and organize donation and milestone data for each animal, pulling from the donations database, medical records, enrichment logs, and adoption status, to ensure the timeline reflects accurate and up-to-date information. This aggregation service should run in real-time or near real-time, be fault-tolerant with retry mechanisms on failures, and store normalized data in a timeline-specific dataset. It must integrate seamlessly with existing backend services via REST APIs, securing data with proper authentication and authorization, to produce a unified view of each animal's journey milestones for visualization.

Acceptance Criteria

Real-Time Data Aggregation Trigger

Given a new donation or milestone event is recorded in the donations database, medical records, enrichment logs, or adoption status service When the event is generated Then the aggregation service ingests and reflects the new data in the timeline-specific dataset within 5 seconds

Fault-Tolerant Retry Mechanism

Given a transient failure when accessing any source system When the aggregation service fails to retrieve data Then the service automatically retries up to 3 times with exponential backoff and logs the failure if all retries fail

Data Normalization and Storage

Given diverse data formats from donations, medical, enrichment, and adoption sources When data is aggregated Then the service transforms and normalizes fields according to the timeline schema and stores the result in the timeline-specific dataset without duplicates

REST API Integration with Authentication

Given valid service credentials When the aggregation service invokes REST API endpoints of existing backend services Then each request is authenticated and authorized via OAuth 2.0, and only authorized data is ingested

Unified Animal Journey View Consistency

Given multiple concurrent updates for a single animal When the aggregation service processes simultaneous events Then the timeline dataset remains consistent with no data loss or race conditions, verified by matching record counts against source systems

Interactive Timeline Visualization

"As a volunteer, I want to interact with the Impact Timeline so that I can explore an animal’s journey milestones and understand how donations are making a difference."

Description

The front-end module shall render an interactive, horizontally scrolling timeline that displays each milestone as a visual card with date, icon, description, and donation amount. Users should be able to click on milestones to view details, hover for tooltips, and filter or zoom by time range. The component must be implemented using our existing React framework, follow the design system for consistency, and perform efficiently on desktop and mobile devices with animations at 60fps. Integration with the data aggregation API must handle pagination and loading states.

Acceptance Criteria

Initial Timeline Load

Given the user navigates to the Impact Timeline page When the component mounts Then the first set of milestones (up to initial page size) is rendered as cards with date, icon, description, and donation amount and a loading skeleton is shown until data arrives

Milestone Detail View

Given a rendered milestone card When the user clicks on it Then a detail view opens displaying full milestone information (date, icon, description, donation breakdown) and matches the API data

Hover Tooltip Display

Given visible milestone cards When the user hovers over a card Then a tooltip appears within 200ms showing the milestone’s date, short description, and donation total without overlapping other elements

Date Range Filtering

Given a set of filter controls When the user selects a start and end date Then the timeline updates to show only milestones within that range and the component fetches additional pages as needed

Smooth Scrolling and Zoom

Given the horizontal timeline view When the user scrolls or pinches to zoom Then the timeline maintains at least 60fps and milestones scale or reposition smoothly without visual glitches

Responsive Display on Mobile and Desktop

Given different device viewports When the user views the timeline on desktop or mobile Then the layout adjusts to the design system breakpoints and touch and mouse interactions work equivalently

Milestone Authoring Interface

"As a shelter staff member, I want to easily add and update milestones for an animal so that the Impact Timeline stays current and informative."

Description

Provide an admin interface module where shelter staff can create, edit, or delete milestones associated with each animal’s timeline. The interface should allow uploading images, writing descriptions, setting dates, and linking specific donation campaigns. Input validation, WYSIWYG editor, and preview functionality are required. Changes should be version-controlled and trigger notifications to stakeholders, ensuring correctness and accountability. This interface will integrate with the backend via secure REST endpoints.

Acceptance Criteria

Admin Creates a New Milestone

Given the admin is on the Milestone Authoring Interface When the admin uploads a valid image, enters a non-empty description, selects a future or present date, and links an existing donation campaign Then the system saves the new milestone, displays it in the preview pane with all entered details, and records the creation in version control

Admin Edits an Existing Milestone

Given the admin selects an existing milestone from the list When the admin modifies the image, updates the description, changes the date, or reassigns the donation campaign and clicks Save Then the system updates the milestone entry, reflects changes in the preview, logs the update in version control, and sends notifications to stakeholders

Admin Deletes a Milestone

Given the admin views the detail of a milestone When the admin clicks Delete and confirms the action in the confirmation dialog Then the system removes the milestone from the timeline, records the deletion in version control, and notifies stakeholders of the deletion

Admin Previews Milestone Before Saving

Given the admin fills in the milestone form fields When the admin clicks the Preview button Then the system renders an accurate preview showing the uploaded image, formatted description, date, and linked campaign without actually saving changes

Form Input Validation Triggers Error Messages

Given the admin leaves required fields empty or enters an invalid image format When the admin attempts to save the milestone Then the system prevents submission, highlights each invalid field, displays clear error messages, and does not record any changes in version control

Donation Linking Mechanism

"As a donor, I want to see exactly which milestone my donation supported so that I feel confident about the impact of my contribution."

Description

Implement a mechanism to automatically link individual donation transactions to corresponding milestones. This includes tagging donations with milestone IDs at checkout or by post-processing using matching criteria (e.g., campaign tags, donation amount). The system must reconcile donations in real-time, handle mismatches via admin alerts, and reflect updated totals on the timeline cards. This fosters transparency and encourages further giving by showing exactly how funds are used.

Acceptance Criteria

Real-Time Donation Tagging at Checkout

Given a donor selects a milestone during checkout When the payment is confirmed Then the transaction record is tagged with the selected milestone ID And the impact timeline’s funding total for that milestone increases by the donation amount within 2 seconds

Post-Processing Donation Matching

Given a donation without a milestone tag but with matching campaign tags When the post-processing job runs Then the system assigns the correct milestone ID based on matching rules And logs the rule used for the assignment

Admin Alert for Donation-Milestone Mismatches

Given a donation that cannot be linked via checkout tagging or post-processing When the reconciliation process completes Then an alert appears in the admin dashboard with donation details and mismatch reason And an email notification is sent to admins within 5 minutes

Timeline Card Update Upon Donation

Given a milestone card displayed on the impact timeline When a new donation is linked to that milestone Then the card’s funding total updates to include the new amount And the progress bar animates smoothly to the new percentage within 3 seconds

Bulk Donation Reconciliation

Given a batch of unprocessed donations When the nightly reconciliation job executes Then at least 95% of donations are linked to their correct milestones And any failures are included in the reconciliation summary report

Mobile Alerts and Sharing Integration

"As a volunteer, I want to receive alerts and share milestone updates so that I can help promote adoption and fundraising efforts."

Description

Enable users to subscribe to timeline updates for specific animals and receive mobile push notifications when new milestones are added or fully funded. Additionally, integrate social sharing buttons to allow easy posting of milestone cards to platforms like Facebook, Twitter, and email. The notification service should use existing mobile alert infrastructure, support user preferences, and comply with privacy settings.

Acceptance Criteria

Subscribe to Timeline Updates

Given a user is viewing an animal profile, when the user taps the 'Subscribe' button for timeline updates, then the system registers the subscription in the user's alert preferences and displays a confirmation message.

Receive Push Notification on New Milestone

Given a subscribed user, when a new milestone is added to the animal's timeline, then the user receives a push notification within 60 seconds containing the milestone title and a link to view details.

Receive Push Notification on Milestone Fully Funded

Given a subscribed user, when a milestone reaches full funding, then the user receives a push notification including the milestone name, funding status, and a link to share.

Respect User Notification Preferences

Given a user has enabled specific notification types in settings, when new alerts occur, then notifications are only sent for the enabled types and according to the user's preference (instant, daily digest, off).

Share Milestone to Social Media

Given a user views a milestone card, when the user selects the Facebook/Twitter/Email share button, then the system generates a preformatted share message with milestone details and opens the native sharing interface successfully.

Sponsor Tier Badges

Introduces tiered sponsorship levels with distinctive badges displayed on the dashboard and animal profiles, motivating donors to give more to unlock higher-level recognition.

Requirements

Sponsorship Tier Configuration

"As a shelter administrator, I want to configure and update sponsorship tiers so that I can recognize donors at different levels and adapt tiers to fundraising goals."

Description

Provide an admin interface for creating and managing sponsorship tiers, including tier names, donation thresholds, badge designs, and tier benefits. The interface should integrate with the existing admin dashboard, allowing real-time updates to tiers without code deployments. This ensures flexibility in adjusting tier parameters, supports custom branding for shelter events, and maintains consistency across the product.

Acceptance Criteria

Admin Creates a New Sponsorship Tier

Given the admin is on the Sponsorship Tier Configuration page When the admin enters a valid tier name, donation threshold, badge design file, and tier benefits Then the new tier is added to the tier list with all entered details correctly displayed and saved

Admin Edits an Existing Sponsorship Tier

Given an existing sponsorship tier listed on the configuration page When the admin modifies the tier name, donation threshold, badge design, or benefits and clicks Save Then the changes are immediately reflected in the tier list and stored in the database

Admin Deletes a Sponsorship Tier

Given an existing sponsorship tier displayed in the configuration list When the admin selects Delete and confirms the action Then the tier is removed from the list and any linked donor records display the next applicable lower tier or no badge

Admin Uploads Custom Badge Design

Given the admin is configuring a tier When the admin uploads a badge design file of type PNG or JPG under 2MB Then the system previews the badge correctly and accepts the file without errors

Configuration Changes Reflect Immediately on Frontend

Given any sponsorship tier is created, updated, or deleted in the admin interface When the admin saves the configuration Then the changes propagate to the public dashboard and animal profiles within 60 seconds without requiring a code deployment

Badge Visual Asset Library

"As a designer, I want to upload and manage tier badge assets so that the right visuals appear consistently throughout the application."

Description

Implement a centralized library for uploading, organizing, and updating badge images and icons for each sponsorship tier. The library should support multiple file formats, automatic resizing for mobile and desktop displays, and version control to track asset changes over time. Integration with the product’s asset pipeline ensures fast loading and consistent rendering across all views.

Acceptance Criteria

Uploading a New Badge Asset

Given a user with asset manager permissions navigates to the badge asset library and selects “Upload” When the user uploads a JPEG, PNG, or SVG file under 5MB Then the system accepts the file, automatically generates resized versions for mobile (64×64 px) and desktop (128×128 px), stores them in the library, and displays a success notification

Organizing Badge Assets in the Library

Given a user views the badge asset library listing all sponsorship tiers and assets When the user creates, renames, moves, or deletes a tier category or badge Then the system updates asset metadata, persists the new organization structure, logs the action, and reflects the change in the UI without page reload

Version Control for Badge Assets

Given a user selects an existing badge asset and uploads a revised image file When the user confirms the update Then the system increments the asset’s version number, archives the previous version for retrieval, and displays a version history with timestamps and uploader details

Responsive Rendering of Badge Assets

Given an end user views an animal profile or dashboard on desktop or mobile devices When the page loads Then the system serves the correct badge image size (desktop 128×128 px, mobile 64×64 px), maintains aspect ratio, and displays clear, non-pixelated badges

Asset Pipeline Integration and Performance

Given the badge assets are part of the product’s asset pipeline When any view requests badge images Then the system retrieves cached assets from the CDN, ensuring each badge loads in under 500ms, with proper cache-control headers and no rendering delays

Tier Badge Display on Dashboard

"As a volunteer coordinator, I want to see sponsor badges on the dashboard so that I can quickly identify and thank top supporters."

Description

Display sponsor tier badges next to donor names and donation totals on the internal dashboard. Badges should update in real time as donations are received, with tooltips explaining tier names and thresholds. Integration with the live data feed ensures that dashboard views always reflect the latest sponsor status, boosting volunteer awareness and donor recognition.

Acceptance Criteria

Badge Render on Dashboard Load

Given the internal dashboard loads, When the page renders, Then each donor’s row displays a badge icon next to the donor name and donation total matching the donor’s current sponsor tier.

Real-Time Badge Update

Given a new donation that changes a donor’s tier, When the live data feed updates the dashboard, Then the donor’s badge immediately updates to reflect the new tier without a full page refresh.

Tier Tooltip Display

Given a user hovers over any sponsor tier badge, When the tooltip appears, Then it displays the tier name and exact donation threshold required for that tier.

Data Feed Integration

Given the dashboard is connected to the live data API, When donation events stream in, Then the badge display logic consumes the feed and maintains 5-second latency or less for badge status accuracy.

Multiple Donor Badge Consistency

Given multiple donors appear on the same dashboard view, When badges render or update, Then all badges correctly reflect each donor’s tier without duplication or misalignment in the UI.

Badge Display on Animal Profiles

"As a potential adopter, I want to see sponsor badges on animal profiles so that I can appreciate past donors’ contributions and feel encouraged to sponsor."

Description

Show sponsor tier badges on individual animal profile pages visible to both staff and the public. Badges should appear near the animal’s name or photo, indicating the sponsor’s level of support. The feature must adapt to various screen sizes and respect existing layout patterns, enhancing transparency and motivating additional donations by showcasing community involvement.

Acceptance Criteria

Public Animal Profile Badge Visibility on Desktop

Given a visitor views an animal’s public profile on a desktop browser When the page loads Then the sponsor tier badge appears adjacent to the animal’s name or photo And the badge displays the correct tier name and color And the badge image includes alt text "Sponsor Tier [Level] Badge" And the badge maintains defined size and proportions at screen widths ≥1024px

Mobile Responsive Badge Display

Given a user opens an animal profile on a mobile device When the page loads Then the sponsor tier badge adapts to fit within the photo container without overflow And the badge renders at ≤30×30px on small screens And the badge remains clear and legible at typical mobile resolutions

Badge Accessibility Compliance

Given the animal profile page is rendered When audited with accessibility tools or screen readers Then the sponsor tier badge includes an ARIA label describing the tier level And the badge color contrast ratio is at least 4.5:1 against its background

Staff Dashboard Badge Display

Given a staff member logs into the admin dashboard When viewing the list of animals Then each animal card displays the sponsor tier badge next to its name And hovering over the badge shows a tooltip with tier benefits And the badge styling aligns with existing dashboard UI patterns

Error Handling for Missing Sponsor Data

Given an animal profile has no associated sponsor record When the profile page or dashboard card loads Then no badge placeholder is shown And the system logs a warning entry without displaying an error to the user

Badge Assignment Automation

"As a sponsor, I want my badge to update automatically when I reach a new donation threshold so that I’m recognized immediately."

Description

Develop backend logic to automatically assign and update sponsor tier badges based on cumulative donation amounts. The system should recalculate tier status in real time or via scheduled jobs, handle edge cases such as donation refunds, and log changes for audit purposes. Seamless integration with the donor database and transaction records guarantees accurate recognition.

Acceptance Criteria

Assign First-Tier Badge on Initial Qualification

Given a donor’s cumulative donation equals or exceeds the Bronze tier threshold When the donation is recorded in the system Then the donor’s profile badge is set to Bronze And a log entry is created with donor ID, old tier, new tier, timestamp

Upgrade Badge on Multi-Tier Jump

Given a donor makes a single donation that moves their cumulative total from below Silver to above Gold When the transaction is processed Then the system updates the donor’s badge directly to Gold skipping Silver And logs each tier change separately with timestamps

Handle Donation Refund Affecting Tier Status

Given a refund reduces a donor’s cumulative donations below their current tier threshold When the refund is processed Then the donor’s badge is downgraded to the appropriate lower tier And the change is logged for audit

Scheduled Batch Badge Recalculation

Given the daily scheduled job runs at 02:00 UTC When the job executes Then it recalculates badges for all active donors based on up-to-date cumulative donations And updates badges and logs changes for any discrepancies

Audit Logging of Badge Changes

Given any badge change occurs in real time or via batch job When the change is applied Then the system records an audit entry including donor ID, previous tier, new tier, change reason, and timestamp

Sponsor Notification and Reward Unlock Alerts

"As a sponsor, I want to receive a notification when I reach a new sponsorship tier so that I know I’ve unlocked additional recognition and benefits."

Description

Configure automated notifications to alert sponsors when they unlock a new tier badge. Notifications should be sent via email and optional in-app mobile alerts, include badge visuals, tier descriptions, and a thank-you message. Integration with the existing alert system ensures consistent formatting and tracking of notification delivery.

Acceptance Criteria

Email Notification Delivery

Given a sponsor unlocks a new tier badge When the system processes the tier change Then an email is sent to the sponsor's registered email address within 1 minute including the badge image, tier name, tier benefits, and a personalized thank-you message

Optional In-App Mobile Alert

Given a sponsor has enabled mobile notifications When a new tier badge is unlocked Then an in-app push notification is sent within 1 minute showing the badge icon, tier description, and thank-you text, and tapping the notification opens the sponsor's profile page

Alert System Integration Format Consistency

Given the existing alert template guidelines When notifications are generated Then both email and mobile alerts adhere to the standard styling, formatting, and tracking metadata defined in the alert system specifications

Notification Tracking and Delivery Status

Given a notification is sent When the delivery is attempted Then the system logs the notification status (Delivered, Failed, Pending) with timestamps and error codes for each channel in the central alert tracking dashboard

Retry Logic for Failed Notifications

Given a notification attempt fails When the initial delivery fails Then the system retries sending the notification up to 3 times at 5-minute intervals and logs each retry attempt, marking the overall status as 'Failed' only after all retries are unsuccessful

Matching Gift Matcher

Automatically detects donors’ employers and prompts for corporate matching gift programs, potentially doubling contributions and simplifying the matching process in one click.

Requirements

Employer Auto-Detection

"As a donor, I want the system to detect my employer automatically so that I can find and apply for matching gift programs without having to search or type extra details."

Description

Automatically parse and identify a donor’s employer based on their provided email domain or entered company name. Leverages a curated list of domains and fuzzy matching algorithms to ensure high accuracy, enabling seamless matching gift eligibility checks without manual input. Integrates into the donation flow to minimize donor friction and increase matching participation.

Acceptance Criteria

Email Domain Detection During Donation Checkout

Given a donor enters a valid corporate email address containing a domain present in the curated list, when the donation form is submitted, then the system should automatically identify and display the corresponding employer name within 100ms with at least 98% accuracy.

Manual Company Name Matching on Donation Form

Given a donor types their employer’s name into the donation form, when the input length reaches three characters, then the system should display up to five matching employer suggestions with match scores of 90% or higher.

Fuzzy Matching for Partial or Misspelled Company Names

Given a donor enters a company name with minor typos or incomplete spelling, when the system processes the input through the fuzzy matching algorithm, then the correct employer should appear within the top three suggestions if the similarity score is at least 0.8.

Override of Incorrectly Detected Employer by User

Given the system auto-detects an employer incorrectly, when the donor selects the “Change Employer” option, then they should be able to search and select the correct employer from the curated list without a full page reload.

Integration Logging and Error Handling for Detection Failures

Given the detection service is unavailable or the domain is not found, when detection fails, then the system should display a non-blocking warning to the donor and log the error with a timestamp and the input data for further analysis.

Corporate Matching Database Integration

"As a donor, I want the platform to know my employer’s matching gift program details so that I can understand eligibility and next steps immediately."

Description

Integrate with multiple public and proprietary matching gift program repositories via APIs and batch imports. Maintain an up-to-date database of employer matching guidelines, eligibility criteria, and submission endpoints. Provide fallback logic for unlisted employers and allow administrative updates to the repository.

Acceptance Criteria

API Data Synchronization for Public Repositories

Given the system’s daily synchronization schedule is triggered When the public matching gift API endpoints are reachable Then the system retrieves the latest employer matching guidelines, validates the response schema, updates existing records or inserts new ones, and logs the fetch timestamp and any errors.

Batch Import of Proprietary Data Files

Given an administrator uploads a proprietary matching gift data file in CSV or JSON format When the import process is initiated Then the system parses the file, maps each employer record correctly, ignores duplicate entries based on Federal Employer Identification Number (FEIN), and generates a summary report of imported, skipped, and errored records.

Fallback Logic for Unlisted Employers

Given a donor’s employer is not found in the matching database When the donation submission is processed Then the system presents a manual matching gift request form, notifies the admin team to review and add the employer, and provides the donor with clear instructions on next steps.

Administrative Repository Update Interface

Given an administrator is authenticated and navigates to the repository management page When they add, edit, or deactivate an employer matching guideline Then the changes are validated, saved to the database immediately, and reflected in subsequent employer lookups and sync operations.

Real-Time Employer Lookup During Donation

Given a donor enters their employer name on the donation form When they pause typing for more than 500ms Then the system returns up to five matching employer suggestions in under 2 seconds or displays a ‘no match found’ message.

One-Click Matching Submission

"As a donor, I want to submit my gift for matching in one click so that I don’t have to fill out separate forms and can ensure my donation is fully matched."

Description

Offer donors a single-click button to submit their donation for corporate matching. Automatically populate and send required forms or data to the employer’s matching portal. Handle file attachments and confirm successful submission to both the donor and administrative staff.

Acceptance Criteria

Donor Initiates One-Click Matching Submission

Given a donor completes a donation and is eligible for corporate matching, When the donor clicks the 'Submit for Matching' button, Then the system initiates the matching submission process without requiring additional input.

Automated Form Population

Given the employer matching portal API and donor donation data are available, When the system submits the matching request, Then all required fields (donor name, email, employer ID, donation amount, date) are automatically populated and sent.

Attachment Handling

Given the corporate matching program requires a donation receipt, When the submission payload is prepared, Then the system attaches the correct PDF receipt file in the required format.

Donor Confirmation Display

Given a successful submission response from the employer's matching portal, When the process completes, Then the donor sees a confirmation message with the matching reference number on the screen.

Admin Notification

Given a successful submission has been made, When the submission is processed, Then the administrative staff receives an email notification with the donor’s name, donation amount, employer name, and submission reference number.

Matching Status Tracker

"As a donor, I want to monitor the status of my matching gift request so that I know when my employer has approved or rejected the match."

Description

Provide real-time tracking of each matching gift request’s status—from submission to approval or denial. Display clear status indicators in the donor’s confirmation view and the admin dashboard, with timestamps and notes for each stage. Allow filtering and sorting by status and age of request.

Acceptance Criteria

Donor Confirmation View Status Indicator

Given a donor has submitted a matching gift request, when they view the donation confirmation page, then the current matching gift status is displayed with the correct label, color indicator, latest update timestamp, and any administrative notes.

Admin Dashboard Status Display

Given an administrator accesses the matching gifts dashboard, then each request row displays the status label, the latest status update timestamp, and review notes for all matching gift requests.

Admin Filters Requests by Status

Given an administrator selects a specific status filter, when the filter is applied, then the dashboard only shows matching gift requests with the selected status.

Admin Sorts Requests by Submission Date

Given an administrator sorts matching gift requests by age, when sorting ascending or descending, then the requests are ordered correctly based on the submission timestamp.

Real-Time Status Updates

Given a matching gift status is updated in the system, when the update occurs, then both the donor confirmation view and admin dashboard automatically refresh to show the new status, timestamp, and notes without a full page reload.

Admin Dashboard Alerts

"As a shelter manager, I want to see pending or problematic matching gift requests so that I can follow up and ensure matches are processed without delay."

Description

Highlight pending or failed matching gift submissions on the shelter manager dashboard. Trigger visual alerts and email notifications for submissions requiring manual follow-up or additional documentation. Provide direct links to donor details and matching request records for efficient resolution.

Acceptance Criteria

View Pending Matching Gift Submissions

Given there are matching gift submissions in a pending state, When the shelter manager opens the admin dashboard, Then each pending submission is visually highlighted with a yellow badge next to the submission entry.

Identify Failed Matching Gift Records

Given a matching gift submission fails to process, When the failure is recorded, Then a red alert icon appears beside the failed entry on the dashboard.

Email Notification for Failed Submissions

Given a matching gift submission fails, When the failure event triggers, Then an email is sent to the shelter manager containing the submission ID, donor name, and direct link to the matching request record.

Direct Navigation to Donor Details

Given an alert is displayed on the dashboard, When the shelter manager clicks the alert link, Then the system navigates directly to the detailed donor profile page associated with the matching request.

Daily Summary of Pending and Failed Submissions

Given it is the end of the day, When the daily summary job runs, Then the system sends a consolidated email report of all pending and failed matching gift submissions for that day.

Automated Reminder Notifications

"As a donor, I want reminders if my matching gift request needs more information or is pending too long so that I can complete the process and maximize my donation’s impact."

Description

Send automated email or mobile notifications to donors when their matching gift submissions remain incomplete or pending beyond a configurable threshold (e.g., 7 days). Include links to complete missing information or check status, reducing drop-off rates and increasing match completions.

Acceptance Criteria

Reminder Trigger After Threshold Exceeded

Given a matching gift submission remains pending for more than the configured threshold days, When the system runs its daily check, Then it automatically generates and sends a reminder notification to the donor.

Reminder Includes Completion and Status Links

Given the reminder notification is sent, When the donor views the notification, Then it contains a direct link to complete missing information and a link to check current submission status.

Customizable Reminder Threshold

Given an administrator updates the reminder threshold in settings, When the new threshold is saved, Then subsequent reminder notifications respect the updated threshold value.

Mobile Push Notification Delivery

Given the donor has the mobile app installed with push notifications enabled, When a reminder is triggered, Then the notification is delivered via push notification within five minutes.

Email Notification Formatting and Delivery

Given a reminder is sent by email, When the email is delivered, Then it arrives in the donor’s inbox with correct subject line, personalized content, and passes SPF/DKIM validation.

Recurring Support Setup

Allows sponsors to set up automated monthly or quarterly donations for their chosen animal, ensuring consistent funding and reducing manual donor outreach for coordinators.

Requirements

Payment Frequency Selection

"As a sponsor, I want to select whether my donations recur monthly or quarterly so that I can manage my budget and ensure reliable support for my chosen animal."

Description

Enable sponsors to choose and configure the interval (monthly or quarterly) for their recurring donations. This functionality should allow users to easily select their preferred billing cycle when setting up support, with options clearly displayed and explained. The system must validate frequency selection, store it accurately, and use it to schedule future payments automatically, ensuring consistent funding without manual intervention.

Acceptance Criteria

Monthly Frequency Selection

Given a sponsor is on the recurring support setup form and selects 'Monthly' as the billing interval, When the sponsor submits the form with valid payment details, Then the system shall store the frequency value as 'Monthly' in the subscription record and schedule the next payment exactly 1 month from the current date.

Quarterly Frequency Selection

Given a sponsor chooses 'Quarterly' on the payment frequency options and completes the setup process, When the form is submitted, Then the system shall record the billing cycle as 'Quarterly' and create recurring payment events every 3 months.

Missing Frequency Selection

Given a sponsor attempts to submit the recurring donation form without selecting any frequency, When the sponsor clicks 'Submit', Then the system shall prevent submission and display a validation error message prompting to choose either 'Monthly' or 'Quarterly'.

Updating Recurring Donation Frequency

Given a sponsor navigates to the active recurring donations page and edits an existing donation, When the sponsor changes the frequency from 'Monthly' to 'Quarterly' (or vice versa) and saves the changes, Then the system shall update the stored frequency, adjust the next payment date according to the new interval, and confirm the update to the sponsor.

Confirmation Displays Selected Frequency

Given a sponsor completes the setup or update of a recurring donation, When the confirmation screen or email is generated, Then the system shall display the selected frequency ('Monthly' or 'Quarterly') and the date of the next scheduled payment clearly.

Payment Method Management

"As a sponsor, I want to manage my payment methods so that I can update my billing details and avoid interruptions in my recurring support."

Description

Provide sponsors with the ability to add, verify, update, and remove payment methods linked to their recurring support. This requirement includes integration with payment processors to securely store card or bank account details, support for multiple payment methods per sponsor, and validation workflows to handle expired or invalid payment information. Ensuring seamless management reduces payment failures and administrative overhead.

Acceptance Criteria

Adding a New Payment Method

Given the sponsor is authenticated and on the payment methods page When the sponsor selects 'Add Payment Method', enters valid card details (card number, expiration date, CVV), and submits Then the system securely stores the card, assigns it a unique identifier, and displays a confirmation message

Verification of a Newly Added Bank Account

Given the sponsor has submitted bank account information When the system sends two micro-deposit amounts and the sponsor confirms the exact amounts Then the system marks the bank account as verified and enables it for recurring payments

Updating an Existing Payment Method

Given the sponsor has an existing payment method listed When the sponsor selects 'Edit' on a payment method, updates the expiration date or billing address with valid information, and saves Then the system updates the stored details and shows the updated information with a timestamp

Removing a Payment Method

Given the sponsor has multiple payment methods When the sponsor chooses to remove a payment method and confirms the removal Then the system deletes the payment method from the sponsor's list and displays a success notification

Handling Expired or Invalid Payment Methods

Given a sponsor's next scheduled payment method is expired or invalid When the system attempts processing and detects failure Then the system notifies the sponsor via email and dashboard alert, and flags the payment method in the list with an 'Expired' or 'Invalid' status

Automated Billing Notifications

"As a sponsor, I want to receive reminders and confirmations about my upcoming and completed payments so that I stay informed and can take action if an issue arises."

Description

Send automated email and in-app notifications to sponsors ahead of upcoming payments, on successful transactions, and on payment failures. Notifications should be configurable for timing and content, branded to reflect the shelter’s identity, and include clear instructions for next steps in case of failure. This feature keeps sponsors informed, reduces confusion, and decreases support requests.

Acceptance Criteria

Configuring Reminder Notification Timing

Given a sponsor has set up a recurring donation When the sponsor navigates to notification settings and selects reminder timing Then the system saves the chosen timing and schedules email and in-app reminders accordingly

Notifying Sponsor of Successful Transaction

Given a recurring payment is processed successfully When the transaction completes Then the system sends a branded email and an in-app notification to the sponsor within 10 minutes containing transaction details

Handling Payment Failures

Given a recurring payment fails When the system detects the failure Then an email and in-app notification are sent immediately with clear next steps and a link to update payment information

Configuring Notification Content and Branding

Given a shelter administrator is setting up notifications When the administrator uploads the shelter’s logo and customizes message templates Then all outgoing emails and in-app alerts reflect the updated branding and content

Sponsor Updates Notification Preferences

Given a sponsor wishes to change notification preferences When the sponsor adjusts settings in their profile Then the system updates preferences in real time and confirms changes via a test notification

Sponsor Dashboard Integration

"As a sponsor, I want to view all my recurring donations in one dashboard so that I can easily monitor my contributions and their impact."

Description

Integrate recurring support details into the sponsor’s dashboard, displaying current active contributions, next billing dates, total amount donated, and change history. The dashboard should present data in a clean, visual format with options to drill down into individual sponsorship details and filter by animal. This provides transparency and empowers sponsors to track their impact.

Acceptance Criteria

Dashboard Summary View

Given a sponsor with at least one recurring donation, when they open the sponsor dashboard, then the system displays a Summary section titled 'Active Contributions' listing the count of active sponsorships, next billing date for each sponsorship, and cumulative amount donated to date.

Sponsorship Detail Drill-Down

Given a sponsor on the dashboard, when they click on an individual animal sponsorship from the overview, then the system navigates to a detail view displaying the animal’s name and ID, sponsorship start date, donation frequency, next billing date, full payment history, and options to modify or cancel the sponsorship.

Animal Filter Functionality

Given a sponsor with multiple recurring sponsorships, when they use the 'Filter by Animal' dropdown and select an animal, then the dashboard refreshes to show only the sponsorships associated with the selected animal, hiding all others and updating summary metrics accordingly.

Next Billing Date Alerts

Given an upcoming billing date within 7 days, when the sponsor views the dashboard, then the Next Billing Date field highlights in red for items due within the next week and displays a tooltip message 'Upcoming payment due on [Date]'.

Sponsorship Change History Display

Given a sponsor reviewing a sponsorship detail page, when they access the 'Change History' tab, then the system displays all modification records (including amount changes, frequency updates, and cancellations) in reverse chronological order with timestamps and user actions.

Modify or Cancel Recurring Support

"As a sponsor, I want to change or cancel my recurring donation so that I can adjust my support based on my circumstances."

Description

Allow sponsors to modify the amount, frequency, or targeted animal of their recurring support, or to cancel it entirely. The system must handle changes gracefully, updating billing schedules and records accordingly, and ensure sponsors receive confirmation of their actions. This flexibility enhances user control and satisfaction, and reduces support inquiries.

Acceptance Criteria

Sponsor Modifies Donation Amount

Given the sponsor is on the recurring support settings page When they enter a new valid donation amount and confirm Then the system updates the billing schedule with the new amount, displays a success message, and sends a confirmation email within 5 minutes

Sponsor Changes Donation Frequency

Given the sponsor is viewing their recurring support details When they select a different frequency (monthly or quarterly) and save changes Then the system recalculates the next charge date, updates the billing schedule, displays confirmation on-screen, and emails the updated schedule

Sponsor Changes Targeted Animal

Given the sponsor has multiple active animal profiles When they choose a different animal to support and confirm the change Then the system reassigns future payments to the selected animal, updates the donation record, displays a confirmation notification, and emails details of the updated support

Sponsor Cancels Recurring Support

Given the sponsor is on their recurring support settings page When they click cancel and confirm the cancellation Then the system deactivates the recurring support immediately, stops any future billing, logs the cancellation timestamp, displays a confirmation message, and sends a cancellation email

System Handles Invalid Modification Inputs

Given the sponsor enters an invalid amount or unsupported frequency When they attempt to save the changes Then the system prevents submission, highlights the invalid fields with error messages, and provides guidance to correct the input

Sponsor Storyboard

Aggregates engaging photos, videos, and personalized narratives into a dynamic media board for each animal, driving empathy and making donation opportunities more compelling.

Requirements

Media Upload Interface

"As a shelter volunteer, I want to upload photos and videos of animals in a single step so that I can quickly build engaging sponsor storyboards without technical hurdles."

Description

Provide an intuitive drag-and-drop interface for volunteers to upload photos and videos of animals, with built-in file size limits, automatic compression, and metadata tagging. Ensures high-quality media integration without manual resizing or naming, enabling quick content addition and consistent formatting across the sponsor storyboard feature.

Acceptance Criteria

Drag-and-Drop Media Upload

Given the volunteer is on the media upload interface When they drag one or more supported media files into the upload area Then the files are accepted, queued for upload, and displayed as thumbnails with file names

File Size Limit Enforcement

Given the volunteer attempts to upload a file larger than 10MB When the file is dropped into the upload area Then the system rejects the file and displays an error message stating "File exceeds maximum allowed size of 10MB"

Automatic Media Compression

Given the volunteer uploads an image or video file larger than 5MB but less than or equal to 10MB When the upload process starts Then the system automatically compresses the file to ensure its size is reduced to 5MB or less while maintaining a minimum width of 1024 pixels for images and acceptable resolution for videos

Metadata Tagging Interface

Given a media file has been successfully uploaded When the volunteer views the media file's detail panel Then they can enter or edit metadata fields (title, description, date taken, and custom tags) and save changes, which persist and display correctly on the storyboard

Real-time Upload Progress Feedback

Given one or more files are uploading When the upload is in progress Then each file displays a real-time progress bar with percentage complete, upload speed, and estimated time remaining

Storyboard Template Selection

"As a shelter manager, I want to choose from multiple storyboard templates so that I can present each animal’s narrative in the most compelling and professional format."

Description

Offer a library of customizable storyboard templates with various layouts, color schemes, and placeholder elements. Templates should support media, text captions, and sponsor call-to-actions, allowing shelter managers to select the best design for each animal’s story and maintain brand consistency.

Acceptance Criteria

Template Library Access

Given the shelter manager navigates to the "Storyboard Template" library When the library page loads Then at least 10 distinct templates with thumbnail images, layout names, and color scheme previews are displayed

Template Preview Rendering

Given the shelter manager selects a template and clicks "Preview" When the preview action is triggered Then the system displays a full-size rendering of the template including placeholder media, text fields, and sponsor call-to-action areas within 2 seconds

Template Customization Application

Given the shelter manager is in the template editor When they modify layout elements or select a different color scheme Then the preview updates in real time to reflect those changes without page reload

Saving Customized Template as Default

Given the shelter manager has customized a template When they click "Save as Default" Then the customized template is stored under their account and appears as the preselected option for new storyboards

Brand Consistency Enforcement

Given the organization’s approved brand palette is loaded When the shelter manager attempts to apply a custom color outside the palette Then the system prevents selection and displays an error message explaining the violation

Real-Time Preview

"As a sponsor, I want to preview how the storyboard looks on different devices so that I can ensure it displays correctly before sharing it with potential donors."

Description

Implement a live preview feature that instantly renders the sponsor storyboard on both desktop and mobile views. Allows users to toggle device simulations, review layouts, and check media placements before publishing, reducing approval cycles and formatting errors.

Acceptance Criteria

Desktop Live Preview Rendering

Given a user is editing a sponsor storyboard on desktop, When they activate the real-time preview, Then the preview pane must display the storyboard with exact desktop layout, correct media positions, and applied styles within 1 second of any change.

Mobile Live Preview Rendering

Given a user is editing a sponsor storyboard on desktop, When they switch to the mobile preview toggle, Then the preview pane must render the storyboard in the mobile viewport format with accurate responsive scaling and media arrangement within 1 second of switch.

Device Toggle Functionality

Given the live preview is active, When the user toggles between desktop and mobile simulations multiple times, Then each toggle must update the preview correctly without errors or layout glitches and retain the latest edits.

Real-Time Content Update

Given the user makes edits to text, photos, or videos in the storyboard editor, When they pause typing or stop dragging media, Then the live preview must reflect those edits in real time with no more than 2 seconds delay.

Media Placement Verification

Given a user drags or resizes media elements in the storyteller, When the action is complete in the editor, Then the live preview must show the media at the exact position and size as placed by the user, with no offset greater than 5 pixels.

Sponsor Call-to-Action Integration

"As a sponsor, I want a prominent donate button within the storyboard so that I can contribute immediately when moved by an animal’s story."

Description

Embed customizable donation and volunteer call-to-action buttons directly within the storyboard. Buttons should link to donation pages or volunteer sign-up forms, support custom messaging, and track click-throughs. Strengthens donor engagement by simplifying next steps.

Acceptance Criteria

Embedded Donation Button Visibility

Given the animal storyboard page is accessed, when the page loads, then a 'Donate' button is visible within the media board with the configured label and links to the correct donation page URL.

Volunteer Sign-Up CTA Functionality

Given the storyboard includes a volunteer call-to-action section, when a user taps the 'Volunteer' button, then the user is redirected to the specified volunteer sign-up form in a new browser tab.

Custom CTA Messaging Configuration

Given an admin enters custom text for donation and volunteer buttons in the storyboard settings, when the storyboard is rendered, then both buttons display the exact custom messages without truncation or fallback to default text.

CTA Click-Through Tracking

Given a user clicks any call-to-action button on the storyboard, when the click event fires, then the system logs the click event in the analytics database including button type, timestamp, and user identifier.

Responsive CTA Display on Mobile

Given the storyboard is viewed on a mobile device, when the viewport width is less than 600px, then the CTA buttons collapse into a fixed footer at the bottom of the screen, remain tappable, and maintain legible touch targets.

Analytics Tracking Dashboard

"As a shelter manager, I want analytics on each storyboard’s performance so that I can measure engagement, identify top-performing stories, and improve future campaigns."

Description

Provide an integrated analytics dashboard that tracks views, clicks, shares, and donations generated from each sponsor storyboard. Includes filters by date range and animal, and exports data for reporting. Enables data-driven optimization of storytelling strategies.

Acceptance Criteria

Weekly Overview Dashboard Access

Given the user selects a date range of the last 7 days on the analytics dashboard, When the dashboard loads, Then metrics for views, clicks, shares, and donations are displayed and match the backend data for that period.

Filter By Animal

Given the user applies a filter for a specific animal on the analytics dashboard, When the filter is applied, Then only the metrics associated with that animal’s sponsor storyboard are displayed.

Data Export Functionality

Given the user clicks the 'Export' button on the analytics dashboard, When the export completes, Then a CSV file is downloaded containing columns for date, animal ID, views, clicks, shares, and donations formatted for reporting.

Real-Time Data Updates

Given new user interactions (views, clicks, shares, or donations) occur, When the analytics dashboard is refreshed or real-time auto-refresh triggers, Then the updated metrics are displayed within 60 seconds of the interaction.

Donation Attribution Accuracy

Given multiple sponsor storyboards generate donations, When the user views the 'Donations' metric by animal filter, Then the total donation amount is correctly attributed and displayed for each animal’s storyboard.

Thank-You Automation

Sends personalized thank-you emails and donation impact updates to sponsors, including progress photos and stories, reinforcing donor appreciation and fostering long-term engagement.

Requirements

Dynamic Email Template Builder

"As a marketing manager, I want to create and customize email templates with donor-specific placeholders so that each thank-you message feels personal and reflects our brand identity."

Description

Provide a drag-and-drop email template editor with customizable placeholders for donor-specific data, branding elements, and media content. Templates should support preview and test sends, version control, and integration into automated workflows. This feature ensures consistent, on-brand communications while reducing manual effort in email composition and maintenance.

Acceptance Criteria

Creating a New Template

Users can drag and drop text, image, and placeholder blocks onto the email canvas; Users can insert donor-specific placeholders (e.g., {{DonorName}}, {{DonationAmount}}) into text blocks; Saving a template validates required fields and stores the template with a unique identifier

Preview and Test Send

Clicking the preview button renders the email accurately in desktop and mobile views within 5 seconds; Sending a test email to a specified address delivers the email within 1 minute and replaces all placeholders with sample donor data

Version Control Management

Updating and saving a template automatically creates a new version entry with timestamp and author; Users can view a list of previous versions and restore any prior version, replacing the current one

Integration into Automated Workflows

The template appears in the email template dropdown when configuring an automated thank-you email workflow; Executing a test run of the workflow sends the selected template with real donor data merged

Branding and Media Customization

Users can upload or select a logo image and place it in the header; Users can choose brand colors via a color picker and see real-time updates in the template; Users can embed or link to media content (images/videos) and preview media playback within the editor

Automated Trigger Configuration

"As a shelter coordinator, I want to set up triggers that automatically send personalized thank-you emails after key donation events so that donors get immediate recognition and feel appreciated."

Description

Implement a trigger management interface allowing users to define rules based on donation events (e.g., first donation, sponsorship milestone, anniversary) and schedule follow-up messages. The system must integrate with the donor database in real time, support conditional logic, and ensure reliable, timely delivery of personalized thank-you emails without manual intervention.

Acceptance Criteria

First Donation Trigger Setup

Given an admin accesses the trigger configuration and selects 'First Donation' trigger, When they input a personalized email template and save the configuration, Then the system lists the new trigger and automatically sends the thank-you email within 5 minutes of any donor's first donation.

Sponsorship Milestone Trigger Configuration

Given an admin selects 'Sponsorship Milestone' and defines a milestone amount of $1,000, When a donor’s cumulative donations meet or exceed $1,000, Then the system automatically sends a milestone email with impact photos and donation summary within 5 minutes of the event.

Donation Anniversary Trigger Activation

Given an admin configures an 'Anniversary' trigger for one-year after a donor’s first donation, When the system date matches the anniversary date, Then the system dispatches the anniversary email with thank-you message and progress stories exactly at 9:00 AM local time.

Real-time Donation Data Synchronization

Given a new donation event is recorded in the donor database, When the event is saved, Then the trigger engine receives and processes the event within 2 seconds to evaluate and fire any matching triggers.

Compound Conditional Logic Setup

Given an admin defines a compound trigger requiring 'First Donation' AND 'Donation Amount > $200', When a donor makes their first donation above $200, Then the system sends the high-value donor thank-you email template within 5 minutes.

Media Content Integration

"As a sponsor, I want to receive emails with recent photos and stories of the animal I support so that I can see the impact of my donation and stay engaged."

Description

Develop a content management module for storing, organizing, and retrieving progress photos and stories of sponsored animals. The module should auto-attach relevant media to outgoing thank-you emails based on sponsorship data, with fallback options if no recent media is available. This integration enriches communications and reinforces donor engagement through visual storytelling.

Acceptance Criteria

Attaching Recent Media to Thank-You Email

Given a sponsor has made a donation and there are media items uploaded in the past 30 days for their sponsored animal, when the thank-you email is generated, then the system automatically attaches the latest photo and story for that animal.

Default Media Attachment When No Recent Content

Given a sponsor’s thank-you email is being prepared and no media exists for the past 30 days, when the email is sent, then a predefined placeholder image and generic message are included instead of animal-specific media.

Media Module Content Retrieval Response Time

When retrieving photos and stories from the media content module for email assembly, then the system must return results within 2 seconds for 95% of requests under normal load.

Organizing Uploaded Media by Animal and Date

Given multiple media uploads for various animals, when a user browses the media module, then media items are grouped by animal profile and sorted by upload date descending.

Including Media in Personalized Donation Impact Update Email

Given a recurring donor requests an impact update, when the system generates the email, then it selects up to three relevant photos and a matching story based on the donor’s previous sponsorship history and includes them inline.

Donor Data Synchronization

"As a fundraising manager, I want donor information to stay synchronized between our CRM and email system so that thank-you emails always use the latest data and reduce manual data errors."

Description

Enable secure, bi-directional synchronization of donor profiles, preferences, and donation history between the CRM and the email automation system. Support incremental updates, conflict resolution, and data validation to ensure all communications use the most accurate and up-to-date information for personalization and segmentation.

Acceptance Criteria

Initial Synchronization Process

Given a CRM with 100 donor records and an empty email system, when the initial synchronization is executed, then all 100 donor profiles, preferences, and donation histories are created in the email automation system without errors.

Incremental Updates Sync

Given a donor updates their communication preference in the CRM, when the incremental sync runs, then only the updated preference field is pushed to the email system within 5 minutes.

Conflict Detection and Resolution

Given simultaneous changes to a donor’s email address in both systems, when synchronization occurs, then the system identifies the conflict, applies the record with the latest timestamp, and logs the resolution decision.

Data Field Validation

Given a donor record with an invalid email format in the CRM, when sync attempts to transfer the record, then the system rejects the record, logs the validation error, and generates an alert for manual review.

Synchronization Logging and Monitoring

Given scheduled sync operations, when each sync job runs, then the system logs start and end timestamps, success and error counts, and displays real-time metrics on the monitoring dashboard.

Email Delivery & Engagement Analytics

"As the campaign analyst, I want to view performance metrics for our thank-you emails so that I can measure donor engagement and optimize future communications."

Description

Provide real-time tracking and reporting of email deliverability, open rates, click-through rates, and other engagement metrics for thank-you campaigns. Include dashboard views, filtering by donor segment or campaign, and exportable reports. This feature enables continuous optimization of communication strategies and measurement of donor response.

Acceptance Criteria

Real-Time Deliverability Tracking

Given a thank-you email campaign is sent, When the system processes delivery reports in real time, Then the dashboard updates the deliverability rate within five minutes of receipt; And any delivery failures are logged with error codes for troubleshooting.

Segmented Engagement Reporting

Given multiple donor segments (e.g., one-time, recurring, major donors), When the user selects a segment filter, Then the dashboard displays open rates, click-through rates, and bounce rates specific to that segment; And metrics update dynamically without page refresh.

Dashboard Filtering and Customization

Given the analytics dashboard is viewed, When the user applies date range, campaign, or metric filters, Then the visual charts and tables reflect only the selected parameters; And the user can save filter presets for future use.

Exportable Report Generation

Given filtered engagement data is displayed, When the user clicks 'Export' and chooses a format (CSV, PDF), Then the system generates and downloads a file containing the same filtered metrics and charts; And the file matches the on-screen data within a 1% variance.

Alert Notifications on Engagement Thresholds

Given predefined engagement thresholds are set (e.g., open rate < 20%), When a campaign's metrics fall below thresholds, Then the system triggers a mobile or email alert to the manager within 10 minutes; And the alert includes campaign name, metric values, and recommended actions.

Product Details

Vision & Mission

Problem & Solution

Details & Audience

User Personas

Metrics Maven Maya

Background

Needs & Pain Points

Needs

Pain Points

Psychographics

Channels

Social Savvy Sam

Background

Needs & Pain Points

Needs

Pain Points

Psychographics

Channels

Donation-Driver Diana

Background

Needs & Pain Points

Needs

Pain Points

Psychographics

Channels

Logistics Leader Leo

Background

Needs & Pain Points

Needs

Pain Points

Psychographics

Channels

Product Features

Match Insights

Requirements

Match Criteria Visualization

Description

Acceptance Criteria

Interactive Profile Tuning

Description

Acceptance Criteria

Detailed Compatibility Metrics

Description

Acceptance Criteria

Insights Export & Share

Description

Acceptance Criteria

Real-time Data Sync

Description

Acceptance Criteria

Live Preview

Requirements

Video Playback Interface

Description

Acceptance Criteria

Curation Dashboard

Description

Acceptance Criteria

Adaptive Streaming Quality

Description

Acceptance Criteria

Metadata Overlay

Description

Acceptance Criteria

Engagement Analytics

Description

Acceptance Criteria

Preference Pulse

Requirements

Feedback Prompt Trigger

Description

Acceptance Criteria

Dynamic Preference Modeling

Description

Acceptance Criteria

Preference Insights Dashboard

Description

Acceptance Criteria