Membership Management SaaS

ClubSpark

Effortless Community, Unstoppable Growth

ClubSpark streamlines membership management for club managers and gym owners overwhelmed by manual admin. Its unified dashboard automates payments, renewals, and event signups, delivers digital member cards, and tracks real-time engagement—cutting busywork by 75% and empowering leaders to build more connected, thriving communities where members feel valued and stay active.

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ClubSpark

Product Details

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

Vision & Mission

Vision
To empower club and gym leaders worldwide to effortlessly build thriving, connected communities where every member feels valued and engaged.
Long Term Goal
By 2028, empower 10,000 clubs and gyms worldwide to increase member retention by 20% and cut administrative workload in half, fueling stronger, more connected communities.
Impact
ClubSpark reduces administrative workload for club managers by 75%, increases on-time member payments by 40%, and improves annual member retention by 18%, enabling small-to-midsize clubs and gyms to sustain vibrant, engaged communities without the burden of manual management tasks.

Problem & Solution

Problem Statement
Club managers and gym owners waste hours tracking payments and renewals in spreadsheets because existing membership platforms are complex, expensive, or lack automation, resulting in missed dues, disengaged members, and stalled community growth for smaller organizations.
Solution Overview
ClubSpark replaces spreadsheets with a unified dashboard that automates payment collection and renewal reminders, while digital member cards provide instant access and engagement—freeing club managers from repetitive admin and ensuring members never miss dues or communications.

Details & Audience

Description
ClubSpark is a membership management platform for club managers, gym owners, and group leaders. It automates payments, renewals, and event signups, eliminating spreadsheet hassles and missed dues. A customizable dashboard gives you one-click access to digital member cards and real-time engagement tracking—uniquely freeing administrators to focus on growing vibrant communities while members stay connected and active.
Target Audience
Club managers and gym owners (30-55) overwhelmed by manual admin, driven to foster active, connected memberships.
Inspiration
One evening at the local cycling club’s annual meeting, I watched the treasurer scroll anxiously through a maze of spreadsheets as members asked about overdue dues and upcoming rides. Frustrated faces and missed connections filled the room. That moment made it clear: clubs needed a simple, automated way to keep members engaged and payments on track—so ClubSpark was born.

User Personas

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

C

Connector Casey

- Age 30-45 - Volunteer community coordinator - Bachelor’s in communications - Income $40K–$60K annually - Suburban resident

Background

Raised volunteering in her hometown, Casey organized weekly social runs and charity drives. After co-founding a block party series, she adopted digital tools to manage RSVPs. Now she champions intuitive platforms that keep her community informed and engaged.

Needs & Pain Points

Needs

1. Easily create and promote events across channels 2. Track RSVPs and engagement in real-time dashboards 3. Highlight member achievements with digital shoutouts

Pain Points

1. Manual RSVP tracking eats hours weekly 2. Poor visibility into event attendance and drop-offs 3. Constantly chasing member info via email threads

Psychographics

- Values social belonging over competition - Thrives on fostering community connections - Motivated by recognition and member stories - Prefers collaborative, user-friendly technology

Channels

1. Facebook Groups announcements 2. Instagram Stories updates 3. WhatsApp community chats 4. Email newsletters weekly 5. Local Meetup.com listings

T

Tech-Trainer Trey

- Age 28-35 - Freelance personal trainer - Certified in fitness and nutrition - Income $50K–$75K annually - Urban metro base

Background

After leaving a corporate role, Trey built a client base with social media fitness challenges. Frustrated by manual scheduling and payment delays, he adopted SaaS tools to streamline operations. Now he champions unified platforms for client management.

Needs & Pain Points

Needs

1. Instant client payment processing and reminders 2. Automated session scheduling synced with calendars 3. Centralized client performance progress dashboard

Pain Points

1. Late payments disrupt cash flow unpredictably 2. Double-booked sessions from manual scheduling 3. Fragmented client data across apps

Psychographics

- Obsessed with measurable performance metrics - Demands frictionless tech experiences - Values brand reputation and client satisfaction - Embraces continuous tech innovation

Channels

1. Instagram Direct messages 2. LinkedIn Pro groups 3. YouTube tutorials 4. Fitness app integrations 5. Email marketing

B

Budget-Bella

- Age 22-30 - Junior marketing associate - Income $30K–$45K annually - Bachelor’s degree - Urban rental apartment

Background

Self-supporting since college, Bella compares gym options quarterly to maximize value. She balances work with side gigs, always hunting discounts. Skeptical of hidden fees, she demands upfront clarity in membership costs.

Needs & Pain Points

Needs

1. Clear, upfront membership pricing details 2. Easy pausing and adjusting of plans 3. Access to promotions and referral discounts

Pain Points

1. Unexpected fees disrupt monthly budget 2. Hard to freeze membership when traveling 3. Promotions buried in unread emails

Psychographics

- Prizes financial transparency over brand prestige - Enjoys social fitness challenges on a budget - Worries about overcommitting financially - Seeks flexible membership for irregular schedules

Channels

1. Groupon discount listings 2. ClubSpark mobile app 3. Email promotional newsletters 4. Instagram fitness influencers 5. SMS deal alerts

W

Wellness-Coordinator Chloe

- Age 35-45 - HR wellness specialist - Master’s in organizational psychology - Income $65K–$85K annually - Major metropolitan area

Background

After launching small team yoga sessions, Chloe scaled wellness to 500+ employees. Frustrated by siloed signups, she adopted integrated platforms to streamline enrollment and measure health outcomes. Now she champions data-driven wellbeing initiatives.

Needs & Pain Points

Needs

1. Bulk enrollment and invoicing for groups 2. Detailed participation and ROI analytics 3. Customizable program options and branding

Pain Points

1. Manual group signup consumes days of work 2. Siloed data prevents accurate ROI measurement 3. Scheduling conflicts across multiple teams

Psychographics

- Driven by employee engagement and wellbeing - Seeks measurable ROI from wellness programs - Prefers structured program over ad-hoc events - Values corporate compliance and data security

Channels

1. Corporate intranet announcements 2. LinkedIn internal networks 3. HR vendor portals 4. Email admin dashboards 5. Slack workspace channels

E

Event-Ethan

- Age 25-35 - Event planner/club promoter - Income $45K–$60K - Event management certificate - Urban city center

Background

Starting as a club social media volunteer, Ethan progressed to planning tournaments and festivals. Overwhelmed by spreadsheets for tickets and RSVPs, he adopted digital solutions. Now he seeks end-to-end event orchestration platforms.

Needs & Pain Points

Needs

1. Intuitive event creation and ticketing flow 2. Live attendee check-in and capacity alerts 3. Automated follow-up communication with participants

Pain Points

1. Manual ticket handling leads to lost sales 2. No-shows disrupt venue arrangements 3. Late communications frustrate attendees

Psychographics

- Thrives on high-energy social gatherings - Demands flawless logistical coordination - Fears last-minute attendee surprises - Relies on real-time data adjustments

Channels

1. Eventbrite event pages 2. Facebook event invites 3. Instagram Live announcements 4. ClubSpark event module 5. SMS RSVP texts

Product Features

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

GateSync

Seamlessly integrates FlashPass Check-In with automated turnstiles and entry gates. When members scan their QR code or NFC tag, gates instantly unlock—eliminating manual staff intervention, minimizing bottlenecks, and delivering truly contactless access in under two seconds.

Requirements

Instant Gate Authorization
"As a gym member, I want my QR code or NFC tag scan to unlock the entry gate in under two seconds so that I can enter quickly without delays."
Description

Enable the system to authorize member access and trigger gate unlocking within two seconds of a successful QR code or NFC tag scan, integrating seamlessly with real-time membership validation and the automated turnstile control module.

Acceptance Criteria
Valid QR Code Scan at Turnstile
Given a member with an active membership and a valid QR code, when the QR code is scanned at the turnstile reader, then the system validates the membership and sends an unlock command to the gate within 2 seconds.
Valid NFC Tag Scan at Entry Gate
Given a member with an active membership and a registered NFC tag, when the tag is tapped on the gate reader, then the system validates the membership and triggers the gate to unlock within 2 seconds.
Expired Membership Scan Attempt
Given a member whose membership has expired, when the QR code or NFC tag is scanned at the gate reader, then the system rejects the scan, keeps the gate locked, and displays an 'Access Denied' message within 2 seconds.
Peak Load Simultaneous Scans
Given 100 concurrent valid scan requests at multiple gates, when all scans are processed, then each gate receives an unlock command within 2 seconds of its individual scan.
High Network Latency Handling
Given network latency up to 500ms between the gate reader and the validation service, when a valid scan occurs, then the system still completes membership validation and unlocks the gate within 2 seconds.
Multi-Format Scanning Support
"As a facility user, I want to use either a QR code or NFC tag to check in so that I can choose my preferred contactless method."
Description

Support both QR code and NFC tag scanning at entry gates, handling various device types, scan angles, and environmental conditions to ensure reliable detection and member convenience.

Acceptance Criteria
QR Code Scanning in Low-Light Conditions
Given a member presents a QR code at the entry gate under ambient lighting below 100 lux, when the scanner attempts to read the code, then the system successfully decodes the QR code within 2 seconds 95% of the time.
NFC Tag Scanning Through Gym Bags
Given a member waves an NFC tag located inside a standard gym bag at a distance of up to 5 cm from the reader, when the scanner attempts to read the tag, then the system registers the scan within 1 second with a success rate of at least 90%.
High-Volume Simultaneous Scans
When 10 members attempt to scan their QR codes or NFC tags at separate gates within the same 5-second window, then each scan is processed and authorized within 2 seconds, with zero timeouts or failures.
Cross-Device Compatibility
Given QR codes displayed on smartphones running iOS and Android between versions 12 and 18, and NFC tags from at least three major vendors, when each format is scanned, then the system successfully detects and authorizes each scan within 2 seconds.
Weather-Exposed Scanner Reliability
When members scan their QR codes or NFC tags at an outdoor gate exposed to rain, wind, or dust, then the system reads each code or tag within 3 seconds with a minimum success rate of 90%.
Gate Hardware Integration API
"As a system administrator, I want the platform to integrate with different automatic turnstile hardware so that I can leverage existing gate installations."
Description

Develop and expose an API layer that communicates with multiple automated turnstile and gate vendors, standardizing command protocols for unlocking, locking, and status monitoring to ensure broad compatibility.

Acceptance Criteria
Gate Unlock Command Execution
Given a valid member QR code or NFC tag scan, When the client invokes the API unlock endpoint with correct vendorID and gateID, Then the API must send a standardized unlock command to the gate vendor, And the vendor must acknowledge receipt within 500ms, And the gate must unlock within 2 seconds.
Gate Lock Status Monitoring
Given a status polling request, When the client calls the API status endpoint for a specific gateID, Then the API must retrieve the current lock state (locked or unlocked) from the vendor’s system within 200ms, And return a JSON response with an accurate state timestamp.
Error Handling for Unsupported Vendor
Given an API request with an unregistered vendorID, When the API receives the request, Then the API must respond with HTTP 400 Bad Request, And include an error code "UNSUPPORTED_VENDOR" and descriptive message.
Concurrent Command Handling
Given multiple unlock or lock requests for the same gate issued concurrently, When the API receives simultaneous commands, Then it must enqueue requests in processing order, Process each command without collision, And return either HTTP 200 OK for successful execution or HTTP 409 Conflict if the gate is already in the desired state.
Vendor Compatibility Verification
Given integration with a newly onboarded gate vendor, When the API sends a lock and unlock command sequence during integration testing, Then the vendor must return protocol acknowledgments matching the API specification for both commands, And the API integration tests must pass without manual intervention.
Manual Override Control Panel
"As a staff member, I want a manual override control panel for the gates so that I can assist members and resolve access issues during automation failures."
Description

Provide a staff-facing dashboard component that allows authorized personnel to manually unlock or lock gates, view current gate statuses, and intervene during system errors or emergencies.

Acceptance Criteria
Emergency Unlock Scenario
Given an authorized staff member selects the 'Emergency Unlock' button on the Manual Override Control Panel, When the action is confirmed, Then all designated entry gates unlock within 2 seconds and the system logs the event with timestamp and user ID.
Gate Status Monitoring Scenario
Given a staff member opens the Manual Override Control Panel dashboard, Then the real-time status of each gate (Locked, Unlocked, Error) is displayed and refreshed every 5 seconds.
Manual Lock Scenario
Given routine maintenance is scheduled, When a staff member selects specific gates and clicks 'Lock Gates' on the control panel, Then those gates remain locked until manually unlocked and the event is recorded in the audit log.
Unauthorized Access Attempt Scenario
Given a user without override permissions attempts to access the Manual Override Control Panel, Then access is denied and an audit log entry records the unauthorized attempt with user ID and timestamp.
System Error Recovery Scenario
Given the gate integration service experiences an error, When a staff member clicks 'Reset Gate Connection' on the Manual Override Control Panel, Then the system attempts reconnection up to 3 times, displays status messages, and flags a persistent error if reconnection fails on the third attempt.
Access Log Audit Trail
"As a club manager, I want an audit trail of all entry attempts and gate actions so that I can monitor attendance and investigate any access irregularities."
Description

Record and store detailed logs of every scan attempt, authorization result, gate action, and timestamp, with filtering and export capabilities to support attendance tracking, compliance audits, and operational analytics.

Acceptance Criteria
Successful Scan Logging
Given a valid member QR code or NFC tag is scanned, when the gate authorization succeeds, then the access log must record the member ID, gate ID, authorization result 'success', and an ISO 8601 timestamp in the database.
Unauthorized Access Attempt Recording
Given an invalid or expired credential is presented, when the system denies access, then the access log must record the presented credential identifier (if available), gate ID, authorization result 'denied', a standardized reason code, and an ISO 8601 timestamp.
Audit Log Filtering and Export
Given an administrator applies filters for date range and gate location, when the filters are applied and export is initiated, then the system must generate a CSV containing all matching log entries with fields [member ID, gate ID, result, reason code, timestamp] and complete the export within 10 seconds for up to 10,000 entries.
Timestamp Accuracy Verification
Given scan events occurring in different local time zones, when access log entries are viewed, then each entry’s timestamp must accurately reflect the event time in UTC and include the correct local offset.
Bulk Log Export Performance
Given a request to export all access logs for the past month, when the export is triggered, then the system must generate a downloadable file containing all entries and deliver it within 60 seconds, with a file size not exceeding 50 MB.
Security & Anti-Fraud Measures
"As a security officer, I want the system to detect and block fraudulent or duplicate scans so that only legitimate members can enter the facility."
Description

Implement encryption of scan data, token validation, replay attack prevention, and optional anti-tailgating sensor integration to ensure that only valid members gain access and to protect against unauthorized entry.

Acceptance Criteria
Encrypted Scan Data Transmission
Given a member scans their QR code or NFC tag When the scan data is transmitted from the entry device to the server Then the transmission must use TLS 1.3 or higher And the server must store incoming scan data encrypted at rest using AES-256
Token Validation Process
Given a scan event includes a session token When the server receives the token Then the server validates the token against the active session database And rejects any scans with invalid, expired, or malformed tokens
Replay Attack Prevention Mechanism
Given each scan event includes a unique nonce and timestamp When the server receives a nonce that has been processed within the last 5 minutes Then the server rejects the duplicate scan And logs the replay attempt with details
Anti-Tailgating Sensor Integration
Given the optional anti-tailgating sensor is active When multiple individuals attempt to enter within 2 seconds of a successful scan Then the system triggers a tailgating alert And it locks the gate and notifies security personnel within 3 seconds
Unauthorized Entry Attempt Logging
Given any failed validation or unauthorized entry attempt When the system detects the failure Then it logs the attempt with timestamp, device ID, member ID (if available), and failure reason And retains the logs securely for a minimum of 90 days

GuestWave

Enables creation and management of digital guest passes with time-limited QR codes or NFC tokens. Hosts can issue temporary credentials via the member portal or front-desk app, streamlining guest check-ins, tracking visit history, and enhancing security without manual paperwork.

Requirements

Time-Limited Credential Generation
"As a club manager, I want to generate unique time-limited guest pass codes so that guests can access facilities securely without manual paperwork."
Description

Implement a secure backend service to generate unique QR codes and NFC tokens with configurable time-to-live parameters. This service will integrate with the ClubSpark database to issue digital guest passes that automatically expire after the specified duration, eliminating manual tracking and ensuring facility access is tightly controlled. It will support rate limits, replay protection, and logging for audit purposes.

Acceptance Criteria
Guest pass issuance via member portal
Given an authenticated member accesses the portal When they request a new guest pass with a specified time-to-live (TTL) Then the system generates a unique QR code and NFC token And stores them in the database with the correct TTL metadata And returns them to the portal within 2 seconds
Guest pass scanning during check-in
Given a guest arrives with a valid QR code or NFC token When the front-desk app scans the credential before its expiration Then the system verifies authenticity and TTL And grants facility access And displays guest details to the staff
Credential expiration enforcement
Given a guest credential has reached its TTL When the credential is scanned Then the system rejects the credential And returns an "Expired Credential" error And logs the expiration event
Rate limiting on credential generation
Given multiple requests to generate guest passes from the same user or IP When requests exceed the configured rate limit (e.g., 10 per minute) Then the system responds with HTTP 429 Too Many Requests And includes a Retry-After header And rejects further generation until the window resets
Audit logging of credential issuance and access
Given any guest pass generation or scan attempt When the event occurs Then the system logs the event with timestamp, user ID, credential ID, action type, and source IP And the logs are retrievable via the audit API And contain no PII beyond required identifiers
Guest Pass Issuance Interface
"As a front-desk staff, I want a simple interface to issue and manage digital guest passes so that I can efficiently handle guest check-ins."
Description

Design and develop an intuitive front-desk app and member portal module to create, view, and revoke digital guest passes. The UI will allow staff and hosts to select duration, assign passes to guest profiles, and preview QR/NFC tokens. It will integrate seamlessly with existing ClubSpark dashboards, ensuring consistent branding and user experience.

Acceptance Criteria
Front-Desk Staff Creates a Digital Guest Pass
Given a front-desk staff member is logged into the app and on the 'Create Guest Pass' screen, when they select a valid duration, assign the pass to a guest profile, and confirm creation, then a unique QR code or NFC token with the correct expiration timestamp is generated, stored, and displayed in the guest pass list.
Host Issues Guest Pass via Member Portal
Given a host is logged into the member portal and views a member’s dashboard, when they click 'Issue Guest Pass', select duration, enter guest details, and submit, then the system generates a time-limited QR code or NFC token, links it to the specified guest, and sends a notification email or SMS to the guest with the pass details.
Guest Checks In Using NFC Token
Given a guest arrives at the facility with an issued NFC token, when they tap the token on the front-desk reader, then the system validates the token’s expiration, records the check-in timestamp in the visit history, and updates the pass status to 'Used' in the dashboard.
Staff Revokes a Digital Guest Pass
Given a front-desk staff member is viewing active guest passes, when they select a pass and confirm revocation, then the pass status changes to 'Revoked', the pass becomes invalid for any further check-ins, and the updated status is reflected in both the front-desk app and member portal in real time.
UI Consistently Displays Guest Passes in ClubSpark Dashboard
Given guest passes are created or updated, when a user navigates to the guest passes section in either the front-desk app or member portal, then all passes display consistent branding, correct expiration times, guest profiles, and status indicators without layout or styling discrepancies.
Credential Validation & Security
"As a gym owner, I want real-time validation of guest pass credentials so that only authorized guests enter the facility."
Description

Build client-side validation logic in the entry kiosk app to scan and verify QR codes or NFC tokens against the backend service in real time. This requirement ensures that expired or tampered credentials are rejected, with immediate feedback displayed to staff or automated turnstile systems. All validation attempts are logged for security audits.

Acceptance Criteria
Valid QR Code Scan for Active Guest Pass
Given a valid, unexpired guest QR code is scanned When the entry kiosk sends a validation request to the backend Then the backend returns a success status within 2 seconds And the kiosk grants access and displays a welcome message
Expired Guest Pass Handling
Given an expired guest pass QR code is scanned When the entry kiosk validates the code Then the kiosk displays an 'Pass Expired' error message And denies access immediately And logs the attempt with pass ID, timestamp, and reason 'expired'
Tampered QR Code Detection
Given a tampered or forged QR code is scanned When the entry kiosk attempts client-side signature verification Then the kiosk displays an 'Invalid Credential' error message and denies access And logs the attempt with pass ID and error details
NFC Token Valid Guest Pass
Given a valid, active NFC token is tapped on the kiosk When the kiosk app sends token data to the backend Then the backend confirms validity within 2 seconds And the kiosk unlocks the turnstile and displays the guest's name
Offline Mode Logging and Sync
Given the kiosk loses connection to the backend When any credential (QR or NFC) is scanned Then the kiosk stores the validation attempt locally with status 'pending' And displays a 'Offline Mode: Please wait' message When connection is restored Then the kiosk automatically syncs all pending attempts with the backend
Guest Visit History Tracking
"As an admin, I want to track guest visit history so that I can review guest engagement and optimize membership conversion."
Description

Develop a tracking module that logs each guest pass activation, expiration, and reuse attempt into the ClubSpark analytics dashboard. The module will provide reports by guest, host, date, and location, enabling club managers to analyze guest engagement patterns and conversion rates from visits to memberships.

Acceptance Criteria
Successful Guest Pass Activation Logging
Given a host issues a digital guest pass, when the guest scans the QR code or taps the NFC token for the first time, then the system logs an activation event capturing guest ID, host ID, pass ID, timestamp, and location.
Expired Guest Pass Usage Attempt
Given a guest pass has reached its expiration datetime, when the guest attempts to scan the QR code or use the NFC token, then the system rejects access and logs the attempt with a status of 'expired', including timestamp and guest ID.
Guest Visit History Report Generation by Date and Location
Given a club manager applies date range and location filters on the guest visit history dashboard, when filters are submitted, then the system displays a list of visit records with guest name, visit datetime, host name, location, and pass status.
Conversion Rate Analysis from Guest Visits to Membership
Given the analytics dashboard is queried for guest-to-member conversion, when the manager selects a date range, then the system calculates and displays the percentage of unique guests who convert to active members within 30 days of their first visit.
Duplicate Guest Pass Activation Prevention
Given a guest pass has already been activated, when the same QR code or NFC token is scanned again, then the system prevents a duplicate activation record and logs the attempt with a 'duplicate-activation' flag, timestamp, and guest ID.
Expiration Notification System
"As a host, I want automated notifications for expiring guest passes so that I can follow up or renew passes timely."
Description

Implement an automated notification engine that sends email or in-app alerts to hosts and front-desk staff when a guest pass is nearing expiration or has expired. Notifications will include details about the guest, pass duration, and links to renew or revoke the pass, ensuring proactive management of guest access.

Acceptance Criteria
Upcoming Guest Pass Expiration Alert
Given a guest pass is set to expire in 24 hours When the system processes scheduled notifications Then an email and in-app alert detailing guest name, pass duration, and expiration time is sent to the host and front-desk staff
Guest Pass Expired Notification Accuracy
Given a guest pass has reached its expiration time When the notification engine runs Then an email and in-app message is sent specifying the guest name, exact expiration timestamp, and a note that the pass has expired
Notification Contains Renew and Revoke Links
Given a notification is generated for an expiring or expired pass When the message is assembled Then it includes working links to renew and revoke the guest pass
Custom Duration Threshold Notifications
Given a guest pass with a non-standard duration threshold When the pass is nearing expiration according to its custom threshold Then notifications are scheduled and sent based on the configured time frame
Notifications Logging and Audit Trail
Given a notification is sent When the system dispatches the message Then the notification details (recipient, timestamp, content summary) are recorded in the audit log

PulseAnalytics

Delivers real-time check-in metrics and heatmaps directly on the dashboard. Club managers can monitor entry volume by time, detect peak congestion moments, optimize staff deployment, and identify member attendance trends—empowering data-driven decisions to boost efficiency and member satisfaction.

Requirements

Real-Time Check-In Stream
"As a club manager, I want to view real-time check-in metrics so that I can monitor current facility usage and respond immediately to unexpected spikes."
Description

Implement a low-latency data pipeline to capture and display member check-in events on the dashboard within seconds of occurrence, ensuring managers have up-to-the-minute insights into facility usage.

Acceptance Criteria
Instant Check-In Visibility
Given a member scans their card at the entrance, when the system captures the check-in event, then the event is displayed on the dashboard within 2 seconds.
Peak Congestion Detection
Given more than 50 check-ins occur within any 5-minute interval, when the threshold is crossed, then a congestion alert appears on the dashboard within 3 seconds.
Historical Data Continuity
Given the data pipeline experiences downtime, when the service resumes, then all missed check-in events are backfilled and displayed without duplication.
Multiple Facility Tracking
Given managers monitor multiple locations, when a check-in event occurs, then the event is tagged with the correct facility ID and shown in the respective dashboard view within 5 seconds.
Real-Time Heatmap Update
Given a check-in occurs within a zone-monitored area, when the event is processed, then the heatmap on the dashboard updates to reflect the new density within 3 seconds.
Time-Slot Heatmap Visualization
"As a club manager, I want to see a heatmap of check-in activity by hour and day so that I can quickly pinpoint peak hours and adjust schedules."
Description

Develop an interactive heatmap that visualizes check-in density across defined time slots and days, allowing managers to identify peak usage periods at a glance and plan resource allocation accordingly.

Acceptance Criteria
Peak Hour Identification
Given a week of check-in data, when the manager views the heatmap, then the time slot with the highest density is highlighted in red and displays the numeric count; And the heatmap’s color scale bar correctly maps each color to its corresponding check-in range.
Heatmap Rendering Performance
Given the dashboard is loaded with up to 30 days of check-in data, when the heatmap component renders, then it must fully display within 2 seconds; And any hover or zoom interactions must respond within 200 milliseconds.
Time Slot Customization
Given the manager configures custom time intervals (e.g., 30-minute, 15-minute slots), when saved, then the heatmap updates to reflect these intervals; And the time axis labels adjust to match the new slot boundaries.
Cross-Device Responsiveness
Given the manager accesses the dashboard on desktop, tablet, or mobile, when viewing the heatmap, then the visualization adapts to the screen size without truncation; And tooltips are fully accessible via hover or tap, displaying slot details legibly.
Data Accuracy Validation
Given raw check-in logs for the selected period, when the data is aggregated into the heatmap, then the sum of all slot counts equals the total raw check-ins; And any slots with zero check-ins are displayed in the baseline color.
Peak Congestion Alerts
"As a gym owner, I want to receive alerts when facility occupancy exceeds 80% so that I can deploy additional staff or open extra areas to avoid congestion."
Description

Create an automated alert system that triggers notifications when check-in volumes exceed configurable thresholds, enabling staff to take proactive measures to manage crowding and maintain member satisfaction.

Acceptance Criteria
Threshold Breach Detection
Given a check-in threshold of X within a specified time window is configured, when the number of check-ins in that window exceeds X, then an alert is generated and displayed in the Alerts panel within 1 minute.
Dashboard Alert Display
Given an alert has been generated, when the club manager views the dashboard, then the alert appears in the Alerts panel showing timestamp, current check-in count, and club location.
Email Notification Dispatch
Given email notifications are enabled and staff contacts are configured, when an alert is generated, then an email with alert details and recommended actions is sent to all configured contacts within 2 minutes.
Configurable Alert Thresholds
Given a club manager updates the check-in threshold in settings, when the new threshold value is saved, then the system uses this updated value for all subsequent monitoring without requiring a restart.
False Positive Prevention
Given transient check-in spikes below the sustained duration of 5 minutes occur, when the spike falls back below the threshold within 5 minutes, then no alert is generated.
Attendance Trend Reports
"As a club manager, I want to review attendance trends over time so that I can evaluate the effectiveness of programs and tailor offerings to boost engagement."
Description

Generate detailed trend reports that aggregate daily, weekly, and monthly attendance data, highlighting shifts in member engagement and providing comparative analytics to inform strategic decisions.

Acceptance Criteria
Daily Attendance Data Aggregation
Given the admin requests a daily attendance trend report When the system aggregates attendance logs for the selected date Then the report displays total check-ins per day with correct timestamps and member counts And no data is missing or duplicated
Weekly Engagement Overview
Given the manager selects a weekly attendance report When the system compiles data across seven consecutive days Then it presents daily averages and total check-ins in a bar chart And highlights the highest and lowest attendance days
Monthly Comparative Analytics
Given the user compares two months of attendance When the system generates comparative metrics Then percentage changes for total attendance, average daily check-ins, and peak days are calculated and displayed
Trend Visualization Export
Given an export request for trend visualization When the user exports the report in PDF and CSV formats Then the exported files include charts and tables matching the on-screen data
Alert on Significant Attendance Shift
Given attendance data shows a 20% increase or decrease week-over-week When the system detects this shift Then an alert is generated and sent to the manager's dashboard and email
Staff Deployment Recommendations
"As a club manager, I want recommended staff schedules based on predicted attendance so that I can allocate team members efficiently and maintain high service standards."
Description

Implement an AI-driven recommendation engine that analyzes historical check-in patterns and forecasts future attendance, providing staff scheduling suggestions to optimize coverage and resource allocation.

Acceptance Criteria
Morning Peak Shift Scheduling
Given the system has historical check-in data for weekday mornings When a club manager requests staff recommendations for the 7 AM to 10 AM peak window Then the engine provides a staff count suggestion within ±1 of the optimal staffing level based on forecasted attendance
Weekend Event Staff Allocation
Given an upcoming weekend event is scheduled on the calendar When the AI analyzes expected attendance patterns for Saturday and Sunday Then the system outputs distinct staff scheduling recommendations for each day with a confidence score ≥85%
Last-Minute Absence Adjustment
Given a staff member marks an absence less than 4 hours before opening When the manager triggers an on-demand recommendation Then the system recalculates and suggests replacement staffing allocations within 2 minutes
Night-time Low Traffic Forecast
Given historical data shows low check-ins between 10 PM and 1 AM When the AI forecasts next week’s night-time attendance Then it recommends reducing staff coverage by at least 20% without dropping below a minimum operational threshold
Holiday Week High Influx Planning
Given a national holiday week is upcoming When the engine processes attendance trends from previous holidays Then it generates staffing recommendations that accommodate a 30% attendance increase with no recommendation variance exceeding ±2 staff

OfflineGuard

Ensures uninterrupted check-ins during network outages by storing scans locally on the kiosk or mobile device. Once connectivity is restored, OfflineGuard automatically syncs all records to the central system, guaranteeing accurate attendance logs and zero missed entries.

Requirements

Local Scan Storage
"As a club manager, I want the system to store check-in scans locally during network outages so that member entries are never missed and attendance data remains complete."
Description

When the device is offline, the system must capture and store each member check-in scan locally in a persistent queue within the kiosk or mobile device. This ensures scans are safely recorded without network connectivity, preventing loss of attendance data and allowing seamless operations during outages.

Acceptance Criteria
Offline Check-in During Network Outage
Given the device is offline When a member scan is performed Then the scan record must be saved to the local persistent queue with correct member ID and timestamp
Auto-sync After Reconnection
Given the device regains connectivity When the local queue contains stored scans Then all scans must be automatically uploaded to the central system within 30 seconds and removed from the local queue on successful sync
Persistent Storage Across Device Restarts
Given the device powers off or restarts While offline Then all previously saved scan records must persist in local storage and be available after reboot
Queue Capacity Handling
Given the local queue reaches its maximum capacity When an additional scan is attempted Then the system must reject the scan with a clear user notification indicating storage limits have been reached
Data Integrity Verification Post-Sync
Given scans have been synced to the central system When an administrator views attendance logs Then every locally stored record must appear in the central log exactly once with accurate timestamps and member IDs
Automatic Sync Processor
"As a gym owner, I want scans captured during downtime to sync automatically once online so that I don't have to manually reconcile attendance records."
Description

Upon restoration of network connectivity, the system should automatically detect the connection and initiate a background sync process that transmits all locally stored scan records to the central server. This happens without user intervention, guaranteeing timely integration of offline entries into the master attendance log.

Acceptance Criteria
Automatic Sync Initiation Upon Reconnection
Given the device regains network connectivity When the Automatic Sync Processor detects the connection Then it initiates a background sync of all locally stored scan records within 60 seconds without user intervention
Data Integrity Verification Post-Sync
Given scan records have been transmitted to the central server When the sync completes successfully Then the system verifies that the count of records on the server matches the local storage count and flags any discrepancies
Conflict Resolution During Sync
Given a scan record that already exists on the central server When the Automatic Sync Processor attempts to sync this record Then the system identifies the duplicate and skips re-upload without causing failures
User Transparency on Sync Status
Given the device interface When a sync is in progress or completes Then the kiosk or mobile app displays a timestamped notification indicating success or failure of the automatic sync
Performance Under High Volume
Given 10,000 locally stored scan records pending sync When network connectivity is restored Then the system completes the background sync of all records within 5 minutes without crashing or losing records
Sync Conflict Resolution
"As a system administrator, I want the sync process to handle duplicate or conflicting records so that the attendance data remains accurate and consistent."
Description

Implement logic to identify and resolve potential conflicts during data synchronization, such as duplicate scans or overlapping timestamps. The system must intelligently merge records, discard duplicates, and alert administrators to any anomalies that require manual review.

Acceptance Criteria
Duplicate Scan Detection
Given two scan records with identical member ID and timestamps within 10 seconds, when syncing, then the system discards the duplicate and retains a single record.
Overlapping Timestamp Resolution
Given scan records for the same member with timestamps less than 1 minute apart, when merging, then the system consolidates them into one session using the earliest timestamp.
Administrator Alert for Manual Review
Given a conflict that cannot be auto-resolved (e.g., conflicting location data), when syncing completes, then the system generates an alert listing the anomalies and notifies administrators within 5 minutes.
Data Integrity After Sync Retry
Given a failed sync attempt for a set of scan logs, when network is restored and retry occurs, then all previously failed records sync successfully without duplication and a confirmation entry is recorded.
Conflict Resolution Logging
Given any sync conflict event, when resolution logic executes, then the system logs the original records, the action taken, and a timestamp to the audit log.
Data Integrity Verification
"As a club manager, I want the system to confirm that offline scan data is correctly synced so that I can trust the attendance records are complete and accurate."
Description

After synchronization, the system should perform validation checks to verify that all locally stored scan records have been successfully transmitted and accurately recorded in the central database. Any missing or corrupted entries should trigger an audit alert and retry mechanism.

Acceptance Criteria
Sync Completes Without Data Loss
Given a device has queued 100 scan records during a network outage, when connectivity is restored and synchronization is initiated, then all 100 records should be transmitted to the central database with matching timestamps and member IDs, and no records remain in the local queue.
Detection of Missing Records
Given synchronization has completed, when the system compares local records against central database entries, then any discrepancies in record count or missing entries should be logged immediately.
Verification of Data Accuracy
Given records are transmitted, when the system validates each record, then the member ID, check-in timestamp, and kiosk ID must match between the local scan and central database record.
Handling of Corrupted Entries
Given a record fails validation due to data corruption, when detected during synchronization, then the corrupted record should be flagged, skipped from insertion, and queued for retry after correction.
Audit Alert Trigger and Recovery
Given missing or corrupted entries are detected, when validation fails, then an audit alert should be generated and the system should automatically retry synchronization for failed records up to 3 attempts within 10 minutes.
Offline Mode Indicator
"As front-desk staff, I want to see an offline mode indicator so that I know when the system is recording scans locally and when it has reconnected."
Description

Provide a visual indicator within the kiosk or mobile app UI to notify staff when the device is operating in offline mode. This indicator should update in real time with connectivity status changes, keeping users informed of the system state.

Acceptance Criteria
Offline Mode Activation Notification
Given the device loses network connectivity, when staff access the kiosk or mobile UI, then an offline mode indicator (red icon) appears in the header within 2 seconds.
Real-Time Connectivity Status Update
Given intermittent network, when connectivity is lost or regained, then the offline mode indicator toggles between offline (red) and online (green) states within 1 second of the change.
Post-Connectivity Restoration Sync
Given the device reconnects to the network, when the offline indicator updates to online, then all locally stored check-in records sync to the central system without errors and indicator resets to normal state.
User Interaction with Offline Indicator
Given the offline mode indicator is displayed, when staff tap or hover over it, then a tooltip or dialog appears showing the message 'Offline: Records will sync when online' within 500ms.
Indicator Visibility During Check-In
Given the device is offline during member check-in, when staff complete a scan, then the offline indicator remains visible throughout the flow and does not obstruct essential UI controls.
Secure Local Storage
"As a security officer, I want offline scan data to be stored securely so that member privacy is maintained even if the device is lost or compromised."
Description

Ensure that all locally stored scan records are encrypted at rest and protected by device-level security measures. Access to the offline data store should be restricted to authorized processes, safeguarding member information during offline periods.

Acceptance Criteria
Local Scan Encryption at Rest
Given the device is offline and a new scan record is written locally When the record is saved Then the scan data must be encrypted at rest using AES-256 encryption
Device-Level Security Enforcement
Given the kiosk or mobile device is locked When an unauthorized user attempts to access the local data store Then the device OS security policy must prevent access to the encrypted scan records
Authorized Process Data Access
Given the offline synchronization service is running locally When it reads stored scan records Then it must successfully decrypt the records using the secure key and other processes must be denied access
Automatic Sync After Reconnection
Given the device regains network connectivity When the OfflineGuard service triggers synchronization Then all locally stored scan records must decrypt correctly and upload over a TLS-encrypted channel to the central system
Failed Decryption Handling
Given a locally stored scan record is corrupted or encrypted with an invalid key When the synchronization service attempts decryption Then the system must log a security error, skip the invalid record, and continue processing remaining records without crashing

WelcomeFlash

Displays personalized greetings and membership status on check-in screens or member smartphones. Tailor welcome messages, class reminders, or promotional offers upon entry, creating a warm, engaging first impression and reinforcing member loyalty from the moment they arrive.

Requirements

Personalized Greeting Logic
"As a member, I want to see my name and personalized welcome message at check-in so that I feel recognized and valued by my club."
Description

Implement a dynamic greeting engine that retrieves each member’s name, membership level, and preferred language to display a tailored welcome message on check-in kiosks and member smartphones. The system should select from preconfigured greeting templates based on time of day, membership tier, and individual preferences, ensuring consistency with club branding. This feature will integrate with the core member database and real-time status service to guarantee accuracy and personalization.

Acceptance Criteria
Morning Greeting Display
Given a member checks in between 06:00 and 11:59, when the system retrieves their name, membership level, and preferred language, then it displays a greeting template tagged "Good Morning" with the correct personalized details within 1 second.
Evening Promotional Message
Given a member with Silver tier checks in between 17:00 and 20:00, when the system selects the evening promotional template, then it displays a tailored offer message including their name and tier-specific promotion.
Language Preference Handling
Given a member with preferred language set to Spanish checks in, when the greeting is generated, then it displays all text in Spanish and defaults to English only if the Spanish template is missing.
Membership Tier Template Selection
Given members of different tiers check in at any time, when the system processes their status, then it applies the corresponding greeting template for Bronze, Silver, or Gold tiers.
Fallback for Missing Data
Given a member record missing name or tier, when the system generates a greeting, then it uses a generic template "Welcome!" and prompts user to update their profile later.
Membership Status Display
"As a member, I want to view my membership status at the moment of check-in so that I know if my account is active or needs attention."
Description

Develop a real-time status indicator module that shows the member’s current subscription state (active, expired, trial, or pending renewal) alongside the greeting. The indicator must update instantly upon check-in, leveraging the membership management API and payment processing system. Visual cues (colors, icons) should be used to convey status clearly, helping members and staff quickly identify account standing.

Acceptance Criteria
Active Member Check-In at Kiosk
Given a member with an active subscription scans their membership card at the kiosk When the membership management API confirms status Then the screen must display a green icon and the text "Active" within 1 second of scan
Expired Membership Notification on Smartphone
Given a member whose subscription has expired When they scan the QR code in the smartphone app check-in screen Then a red icon and the text "Expired" must appear along with a "Renew Now" button
Trial Period Status Display
Given a member on a trial period When they open the check-in screen Then a blue icon and the text "Trial – X days left" must display with X reflecting days remaining
Pending Renewal Alert for Failed Payment
Given a member with a pending renewal due to payment failure When the check-in screen loads Then a yellow icon and the text "Pending Renewal" must display along with the outstanding amount
Real-Time Update After On-Site Payment
Given a member whose payment is processed at the point of entry When the payment gateway confirms success Then the status indicator must update from pending to active and display the green "Active" icon within 2 seconds
Targeted Promotional Offer Integration
"As a club manager, I want to show segmented promotional offers to members when they check in so that I can drive additional revenue and improve engagement."
Description

Integrate a promotional engine that selects and displays relevant offers, discounts, or upsell opportunities based on the member’s profile, attendance history, and membership tier. The system will pull active campaigns from the marketing module, apply segmentation rules, and render promotional content seamlessly on the welcome screen. This capability should support A/B testing and performance tracking for each campaign.

Acceptance Criteria
Display Relevant Offer on Member Check-in
Given a member checks in on the welcome screen, when the system retrieves their profile, then it displays an active promotional offer matching their attendance history and membership tier within 2 seconds.
Segmented Campaign A/B Test Rendering
Given two active campaigns assigned to A/B test groups, when members belonging to group A or B check in, then the system shows the correct version of the promotional content and logs the variant shown for at least 95% of the check-ins.
Fallback Handling for No Active Campaign
Given a member checks in when no active campaigns match their profile, then the welcome screen displays a default generic promotional message without errors or empty sections.
Accurate Personalization Based on Membership Tier
Given a premium and a standard member check in, when the marketing module is queried, then the premium member sees only premium-tier offers and the standard member sees only standard-tier offers.
Performance Tracking Logging of Campaign Views
Given promotional content is displayed on the welcome screen, when the screen renders, then the system logs the campaign ID, member ID, timestamp, and screen variant to the tracking module for each view.
Class Reminder Notification
"As a member, I want to receive reminders for my scheduled classes when I check in so that I don’t miss my sessions and can plan my day effectively."
Description

Create a reminder service that detects upcoming class bookings within a configurable window (e.g., 24 hours) and displays a personalized notification on the check-in screen or member device. It should pull booking data from the events subsystem, format reminder messages with class details (time, instructor, location), and update reminders in real time if a booking is changed or canceled.

Acceptance Criteria
Upcoming Class Within Reminder Window
Given a member has a booking scheduled within the next 24 hours When the reminder service runs Then a notification containing class name, time, instructor, and location is displayed on the check-in screen and member device.
Booking Rescheduling Updates Reminder
Given a member reschedules a booked class When the updated booking exists within the reminder window Then the existing notification is updated in real time to reflect the new class details and previous reminder is removed.
Canceled Booking Removes Reminder
Given a member cancels a booked class When the cancellation is confirmed Then any existing reminder notification is removed from all display points within 1 minute.
Configurable Reminder Window
Given the admin sets the notification window to a custom value (e.g., 48 hours) When saving the configuration Then reminders are sent only for bookings within the new window and none outside it.
Reminder Display on Check-In Screen
Given a valid reminder exists When a member arrives at the facility and the check-in screen loads Then the personalized reminder is prominently displayed with clear formatting and up-to-date information.
Reminder Display on Member Device
Given a valid reminder exists When the member uses the ClubSpark mobile app Then a push notification with the reminder details is delivered within 5 seconds of the scheduled reminder time.
Multi-Channel Delivery Support
"As a member, I want to receive my welcome messages and reminders on my phone if I skip the kiosk so that I always stay informed regardless of how I check in."
Description

Enable the WelcomeFlash feature to push greetings and notifications via both on-site kiosks and member smartphones through in-app messages or push notifications. This requirement entails building a delivery abstraction layer that routes content based on device context, user preferences, and connectivity. The solution should fallback gracefully (e.g., display on kiosk if push fails) and log delivery metrics for audit and analytics.

Acceptance Criteria
On-Site Kiosk Greeting Display
Given a member checks in at an on-site kiosk with valid credentials, when the system fetches their profile, then the kiosk displays a personalized welcome message including member name, status, and any active promotional offer within 2 seconds.
Smartphone Push Notification Delivery
Given a member arrives and has enabled push notifications, when they enter the club’s geofenced area, then the system sends an in-app message or push notification with greeting, membership status, and class reminders within 5 seconds.
Delivery Preference Handling
Given a member has specified preferred delivery channels (smartphone first, kiosk fallback), when a greeting is triggered, then the system attempts delivery via the smartphone channel and if it fails within 3 seconds, automatically routes and displays the message on the kiosk.
Fallback to Kiosk on Push Failure
Given a push notification to the member’s smartphone fails due to no network or disabled notifications, when the delivery attempt is recorded, then the system displays the greeting on the on-site kiosk within 3 seconds and logs both the push failure and kiosk display in the audit log.
Delivery Metrics Logging and Reporting
Given any delivery attempt to either channel, when the system processes the notification, then it records the timestamp, channel used, delivery status, and error codes in the analytics database, and the dashboard reflects updated delivery metrics within 1 minute.

SyncStream

Maintains real-time synchronization of check-in data across multiple devices and locations. Whether scanning at the front desk, side gate, or mobile station, SyncStream instantly updates the master database—ensuring staff, instructors, and managers always access up-to-the-second attendance information.

Requirements

Real-Time Data Replication
"As a club manager, I want check-in data to update across all devices instantly so that I can monitor attendance in real time and make informed staffing decisions."
Description

Ensure that check-in events captured at any device or location are immediately transmitted and applied to the central database, minimizing latency to under two seconds. This requirement includes designing a publish-subscribe mechanism or equivalent to push updates in real time, handling network interruptions gracefully, and optimizing data payloads for performance. By implementing real-time data replication, staff and instructors will always see the latest attendance metrics, reducing manual reconciliation and preventing double check-ins or missed entries.

Acceptance Criteria
Front Desk Check-In Synchronization
Given a member scans at the front desk device When the check-in event is recorded Then the central database reflects the check-in within 2 seconds and all connected dashboards update accordingly
Side Gate Check-In Failover Handling
Given a network interruption at the side gate device When the connection is restored Then all buffered check-in events transmit in correct chronological order without duplication and within 2 seconds per event
Mobile Station Offline Buffering
Given the mobile station operates offline for up to 5 minutes When it reconnects to the network Then it synchronizes all offline check-in events within 2 seconds per event and ensures no events are lost
Data Latency Monitoring and Alerting
Given ongoing check-in events When any event’s replication latency exceeds 2 seconds Then an alert is triggered on the operations dashboard within 5 seconds
Duplicate Check-In Prevention
Given simultaneous scans of the same member at multiple devices When events arrive at the central database Then duplicate detection logic merges them into a single check-in record and logs duplicates without creating extra entries
Conflict Resolution Strategy
"As an instructor, I want the system to automatically resolve conflicting check-in entries so that I don’t have to manually correct attendance discrepancies."
Description

Define and implement a conflict resolution mechanism to reconcile simultaneous check-ins or offline data sync scenarios. The strategy must detect duplicate or conflicting records, apply deterministic rules (e.g., latest timestamp wins or device priority), and log any conflicts for audit. This ensures data consistency and prevents erroneous attendance counts when multiple devices operate concurrently or reconnect after outages.

Acceptance Criteria
Concurrent Check-ins on Multiple Devices
Given two devices record check-ins for the same member within a 5-second window When both records are submitted simultaneously Then the system selects the record with the latest timestamp, rejects the duplicate, updates attendance count only once, and displays a conflict warning to the device operators And the conflict is logged in the audit trail with member ID, device IDs, timestamps, and resolution outcome
Offline Data Synchronization After Outage
Given a device operates offline and queues check-in events for 30 minutes When the device reconnects to the network Then the system synchronizes all queued events, applies the “latest timestamp wins” rule for conflicts, and ensures no duplicate or missing records in the master database And the synchronization status is updated to “Complete”
Duplicate Check-in Detection
Given a member’s barcode is scanned twice on the same device within a single session When the second scan occurs Then the system consolidates the scans into a single attendance record, prevents incrementing the attendance count twice, and alerts the operator of the duplicate scan And the duplicate event is logged for audit
Device Priority Rule Application
Given two concurrent check-in records for the same member from devices of different priorities When both records arrive at the server Then the system applies device priority rules, accepts the record from the higher-priority device, discards the lower-priority record, and retains a log entry indicating the applied rule
Conflict Logging and Audit Trail
Given any check-in conflict is detected When the system resolves the conflict using timestamp or device priority rules Then the system creates an audit log entry capturing member ID, device IDs, timestamps, resolution rule applied, and resolution outcome And the log entry is accessible via the administrative audit interface
Offline Check-In Buffering
"As a front desk staff member, I want the app to record check-ins offline and sync automatically later so that I can continue operations despite internet disruptions."
Description

Enable devices to queue check-in events locally when offline and automatically sync buffered data once connectivity is restored. The requirement includes building a secure, persistent local storage layer with encryption, retry logic with exponential backoff, and user feedback for sync status. Offline buffering ensures uninterrupted check-in service even during network outages, preserving data integrity and user experience.

Acceptance Criteria
Offline Buffer Activation
Given the device is offline, when a member is checked in, then the check-in event is queued in the local buffer within 200ms and pending sync.
Secure Local Storage Encryption
Given a check-in event is stored locally, then the data at rest is encrypted using AES-256 and cannot be read by unauthorized processes.
Automatic Sync Upon Connectivity Restoration
Given network connectivity is restored, when buffered events exist, then the device automatically syncs all events to the master database within 30 seconds, ensuring no duplicates.
Exponential Backoff Retry Mechanism
Given a sync attempt fails, then the system retries automatically with exponential backoff starting at 5 seconds, doubling each time up to a maximum of 5 retries.
User Feedback for Sync Status
Given the sync process starts, succeeds, or fails, then the UI displays a corresponding status indicator (syncing, synced, error) within 1 second of the status change.
Scalable Multi-Location Sync
"As a product owner, I want the sync system to handle hundreds of locations simultaneously so that the platform remains reliable as we grow our customer base."
Description

Architect the synchronization service to support a growing number of clubs and devices without performance degradation. This includes load balancing across servers, sharding or partitioning of data streams by location, horizontal scaling of message brokers, and performance testing at projected peak loads. Scalability ensures that as ClubSpark expands to new clubs, SyncStream maintains low latency and high availability.

Acceptance Criteria
Load Balancing Under High Traffic
Given the system receives 1000 simultaneous check-in events per second across multiple locations, when requests are distributed, then the average request latency remains below 200ms and no server exceeds 80% CPU utilization for more than 5 minutes.
Data Partitioning by Location
Given check-in data for 50 clubs, when data streams are processed, then each club's data is stored in its own shard or partition, and cross-shard queries occur without deadlocks and complete within 300ms.
Horizontal Scaling of Message Brokers
Given the addition of new messaging broker nodes, when brokers scale horizontally, then message throughput increases linearly (±10% deviation) and end-to-end message delivery success rate remains at 99.9% or higher.
Peak Load Performance Testing
Given projected peak load of 2000 events/sec for 6 hours, when performance tests run, then the system maintains <300ms latency, error rate <0.1%, and CPU/memory usage below 70% on average.
Failover and High Availability
Given a primary server failure, when the system triggers failover, then a secondary server takes over within 5 seconds without data loss, and client check-ins continue seamlessly with latency <250ms.
Sync Health Monitoring & Alerts
"As a system administrator, I want to receive alerts when synchronization errors occur so that I can quickly address issues and minimize downtime."
Description

Implement a monitoring dashboard and alerting system to track the health of the synchronization pipelines in real time. The requirement covers capturing metrics like sync latency, queue depth, error rates, and device connectivity status, integrating with an alerting service to notify administrators via email or SMS when thresholds are breached. Proactive health monitoring helps maintain service reliability and allows rapid response to issues.

Acceptance Criteria
Monitor Sync Latency Exceeding Threshold
Given the sync pipeline is active, when latency for any sync job exceeds 500ms for more than 2 consecutive minutes, then the dashboard flags the pipeline as 'High Latency' and sends an alert via email and SMS to administrators within 1 minute.
Detect Queue Depth Spike
Given the sync job queue is operational, when pending entries exceed 100, then the dashboard displays a 'Queue Depth Breach' warning and triggers immediate email and SMS alerts to the operations team.
Identify Increased Error Rates
Given error tracking is enabled, when the error rate surpasses 5% of sync attempts over a rolling 10-minute window, then the dashboard highlights the pipeline in red and dispatches an email and SMS alert to administrators.
Detect Device Connectivity Loss
Given devices are registered for sync, when any device fails to report connectivity for more than 3 minutes, then the dashboard marks the device as 'Offline' and sends connectivity loss alerts via email and SMS.
Validate Alert Delivery
Given an alert is triggered, when the system sends notifications, then it must log a successful delivery receipt for each configured channel (email, SMS) within 2 minutes of alert generation.

UsageGauge

Continuously monitor each member’s usage against tier thresholds in real time, providing clear visibility into how close they are to unlocking the next level of benefits. This empowers members to track their progress and understand the value of upgrading.

Requirements

Real-time Usage Tracking
"As a club member, I want to see my current usage in real time so that I can know how close I am to unlocking the next tier of benefits."
Description

Implement a system to continuously monitor member activities (visits, class attendances, etc.) and compute usage metrics against tier thresholds in real time, seamlessly integrating with the existing analytics engine and dashboard. This functionality enables immediate visibility into progress, ensuring data accuracy and up-to-the-minute feedback for members and managers.

Acceptance Criteria
Real-time Usage Data Capture
Given a member completes an activity (visit or class) in the system, When the activity is recorded by the analytics engine, Then the UsageGauge module updates the member’s usage count within 5 seconds.
Dashboard Progress Visualization
Given a member views their membership dashboard, When real-time usage data is available, Then the UsageGauge displays the updated usage percentage against the next tier threshold and the visual gauge reflects progress accurately.
Tier Threshold Notifications
Given a member’s usage reaches or exceeds 90% of the next tier threshold, When the threshold is met, Then the system sends an in-app notification and email alert to the member within 10 seconds.
Data Accuracy Verification
Given raw activity logs for a member, When usage metrics are computed by the UsageGauge, Then the computed usage must match the analytics engine’s calculated usage within a 1% margin of error.
Concurrency and Scalability Testing
Given 1,000 members perform activities simultaneously, When the UsageGauge processes incoming events, Then the module must update all affected dashboards in real time without performance degradation (max 500ms processing latency per event).
Tier Threshold Alerts
"As a club member, I want to receive an alert when I'm nearing the next tier so that I can decide whether to upgrade."
Description

Create configurable alerts that trigger notifications when a member's usage approaches or surpasses defined tier thresholds. These alerts should be managed via the admin panel and delivered through email, SMS, or in-app messages, ensuring members are informed and motivated to upgrade at the optimal moment.

Acceptance Criteria
Email Alert When Usage Approaches Tier Threshold
Given a member's usage reaches or exceeds the configured alert threshold for the next tier, When this threshold is detected in the system, Then an email is sent to the member's registered address within 5 minutes containing current usage percentage, next tier benefits, and a call-to-action to upgrade.
SMS Alert on Tier Surpass
Given a member's usage surpasses the defined requirement for a tier, When the system records usage above 100% of that tier threshold, Then an SMS is sent to the member's verified phone number immediately stating the new tier unlocked and instructions to claim benefits.
In-App Notification for Approaching Threshold
Given a member logs into the app and usage is at or above the configured approaching threshold for the next tier, When the dashboard loads, Then an in-app banner appears displaying usage progress, amount remaining to reach the tier, and a button linking to upgrade details.
Admin Panel Configuration of Alert Channels
Given an admin has access to alert settings, When they select or deselect delivery channels (email, SMS, in-app), adjust threshold percentages, and click save, Then the settings persist in the database and are applied immediately, and a 'Settings saved successfully' message appears.
Prevent Duplicate Notifications for the Same Threshold
Given a member triggers the same alert threshold multiple times within 24 hours, When subsequent triggers occur, Then the system suppresses duplicate notifications and updates the existing alert record with the latest timestamp, allowing only one notification per threshold per 24 hours.
Progress Visualization Widget
"As a club member, I want a clear visual representation of my progress so that I can quickly understand how much more I need to achieve my next tier."
Description

Develop an interactive dashboard widget that graphically displays members' progress bars, percentage completions, and upcoming thresholds within the user interface. The visual elements should be responsive, accessible, and customizable to match branding guidelines, enriching user engagement.

Acceptance Criteria
Dashboard Progress Display
Given a member with recorded usage data, When they open the Progress Visualization Widget on their dashboard, Then the widget displays a horizontal progress bar reflecting the member’s current usage percentage and visually marks the next tier threshold.
Branding Color Adaptation
When the club’s branding colors are updated in the admin settings, Then the Progress Visualization Widget automatically applies the primary and secondary brand colors to its bars, labels, and threshold markers.
Responsive Layout Across Devices
Given the widget is viewed on desktop, tablet, or mobile screen widths, When the viewport size changes, Then the widget adjusts its layout, font sizes, and spacing to maintain readability and usability without horizontal scrolling.
Accessibility Compliance
Given a user with assistive technology, When interacting with the Progress Visualization Widget, Then all graphical elements include ARIA labels and roles, pass WCAG 2.1 AA color contrast checks, and support keyboard navigation.
Admin Customization Controls
Given an administrator in the widget settings panel, When they select which tier thresholds and labels to display, Then the Progress Visualization Widget reflects the chosen thresholds, custom labels, and tooltip text in real time.
Historical Usage Reporting
"As a club manager, I want historical usage reports so that I can analyze member engagement trends and adjust tier benefits accordingly."
Description

Provide members and managers with access to historical usage data, enabling trend analysis over time. Reports should include week-by-week and month-by-month usage summaries, exportable to CSV or PDF, and integrated into the reporting section of the dashboard for deeper insight into member engagement.

Acceptance Criteria
View Weekly Usage Summary
Given a user on the reporting section, when they select a specific member and choose 'Weekly Usage', then the system displays the member's usage counts for each of the past 12 weeks in a tabular format.
Export Weekly Usage to CSV
Given the weekly usage report is displayed, when the user clicks the 'Export CSV' button, then the system generates and downloads a CSV file containing week-by-week usage data with correct headers and timestamps.
Export Monthly Usage to PDF
Given the monthly usage report is displayed, when the user clicks the 'Export PDF' button, then the system generates a PDF file with a formatted report including charts and tables for each month’s usage for the past 12 months.
Visualize Historical Usage Trends
Given a member or manager views the reporting dashboard, when they switch to the 'Usage Trends' tab, then the system displays interactive graphs showing weekly and monthly usage trends over time with tooltips on hover.
Manager Access to Member History
Given a manager is logged in, when they navigate to a member’s profile and select 'Historical Usage', then the system displays both weekly and monthly usage summaries for that member in a single view, with options to export.
Notification Preferences Management
"As a club member, I want to control my notification settings so that I receive alerts in my preferred manner without being overwhelmed."
Description

Build a preferences interface allowing members to configure how and when they receive tier-related notifications, including channel selection, frequency, and do-not-disturb scheduling. This ensures compliance with communication preferences and enhances member satisfaction by avoiding notification fatigue.

Acceptance Criteria
Channel Selection Configuration
Given a logged-in member visits the notification preferences page, when they select email and push as preferred channels and click Save, then the system persists these channel preferences and future tier notifications are sent only via those channels.
Notification Frequency Adjustment
Given a member sets notification frequency to daily summary and instant alerts, when the preferences are saved, then the system delivers no more than one summary per 24-hour period and sends tier-related instant notifications immediately.
Do-Not-Disturb Schedule Enforcement
Given a member defines a do-not-disturb period (e.g., 10 PM to 7 AM) in preferences, when the system attempts to send notifications during this period, then notifications are suppressed and queued for delivery after 7 AM.
Default Preferences Initialization
Given a newly registered member accesses notification preferences for the first time, then the interface pre-populates default settings (email channel, instant alerts, no do-not-disturb schedule) and these defaults are active until changed.
Preference Update Confirmation
Given a member updates any notification preference and clicks Save, then the system displays a success confirmation message and immediately reflects the updated settings on the preferences page.

MilestoneBuzz

Automatically send personalized notifications and celebratory messages when members hit key usage milestones. By recognizing achievements and gently nudging users at the right moments, it increases engagement and drives timely tier upgrades.

Requirements

Milestone Threshold Configuration
"As a club manager, I want to set specific usage milestones so that members receive recognition at meaningful engagement points."
Description

Enable administrators to define and manage usage milestone thresholds (e.g., number of visits, classes attended) through a configuration interface. Each threshold should include parameters such as name, value, notification type, and associated rewards. The configuration integrates with existing membership and activity data to ensure accurate milestone tracking and future scalability.

Acceptance Criteria
Configure a New Visit-Based Milestone Threshold
Given an administrator accesses the Milestone Threshold Configuration interface, when they enter a unique name, numeric visit value, select notification type, and assign a reward, then the new milestone threshold is created and listed with correct parameters.
Modify an Existing Milestone Threshold
Given an administrator selects an existing milestone threshold, when they update the name, value, notification type, or reward details and save changes, then the threshold is updated in the system and reflected accurately in the configuration list.
Delete a Milestone Threshold
Given an administrator chooses to remove a milestone threshold, when they confirm deletion in the prompt, then the threshold is permanently removed from the configuration list and no longer triggers notifications.
Validate Integration with Activity Data for Accurate Tracking
Given configured milestone thresholds exist, when a member completes activities (visits or classes), then the system correctly increments the member’s milestone counter based on real-time activity data and triggers notifications at the defined value.
Ensure Rewards are Assigned Upon Milestone Achievement
Given a member reaches a configured milestone threshold, when the system processes the milestone event, then the member receives the correct reward, and the reward status is recorded in their profile and visible to administrators.
Personalized Notification Templates
"As an administrator, I want to customize milestone message templates so that notifications feel personal and on-brand."
Description

Provide a template management system allowing administrators to create, edit, and preview personalized notification messages. Templates should support placeholder variables (e.g., member name, milestone achieved, date) and multiple channels (email, mobile push). The system stores templates and applies branding guidelines for consistent personalization.

Acceptance Criteria
Creating a new email template with dynamic placeholders
Given the administrator is on the template management page and selects 'Create Email Template', When they add {member_name}, {milestone}, and {date} placeholders into the body and click 'Save', Then the system stores the template, and the preview accurately displays sample values for each placeholder without errors.
Editing an existing push notification template
Given the administrator selects an existing mobile push template from the list, When they modify the message text, update branding colors, and click 'Update', Then the system saves the changes and the preview reflects the new text and branding settings correctly.
Previewing templates across multiple channels
Given the administrator has saved templates for both email and mobile push channels, When they click 'Preview' for each template type, Then the system displays channel-specific formatting, branding, and sample placeholder data correctly in each preview.
Searching and retrieving saved templates
Given multiple templates are stored in the system, When the administrator enters a keyword or selects a channel filter, Then the system returns matching templates, displaying their names, channels, and last edited dates matching the stored data.
Enforcing branding guidelines on template save
Given the administrator has created or edited a template, When they attempt to save, Then the system validates font, logo placement, and color scheme against branding rules, saving the template only if it meets guidelines or displaying an error message if it does not.
Real-time Milestone Tracking Engine
"As a member, I want the system to instantly recognize when I hit a milestone so that I receive timely congratulations."
Description

Develop a real-time engine that monitors member activity data streams (check-ins, class bookings, app logins) and evaluates against configured milestone thresholds. The engine should trigger events immediately upon threshold achievement and log milestone history for reporting. It must scale to support thousands of concurrent users.

Acceptance Criteria
Real-time Milestone Detection
Given member activity data streams are received When a member’s activity count reaches a configured milestone threshold Then the system triggers a milestone achievement event within one second
Milestone Event Logging
Given a milestone event is triggered When the event occurs Then the system records the milestone details (member ID, milestone type, timestamp) in the milestone history database
Configurable Threshold Evaluation
Given administrators define or update milestone thresholds When new thresholds are saved Then the engine applies the updated thresholds to all subsequent real-time evaluations without requiring a system restart
Scalability Under Concurrent Load
Given thousands of concurrent member activity events When the system processes real-time data streams Then it sustains event detection and triggering without performance degradation (processing time under 2 seconds per event)
Historical Reporting Accuracy
Given milestone history data is stored When generating a report for a specified date range Then the report includes all milestone events with correct member details and timestamps matching logged data
Notification Delivery Scheduler
"As a member, I want to receive milestone notifications at my preferred times so that they fit seamlessly into my schedule."
Description

Implement a scheduling module allowing administrators and users to choose when notifications are sent (immediately, hourly summary, daily digest). The scheduler integrates with the notification service to queue and dispatch messages according to user preferences and time zones, ensuring reliable delivery.

Acceptance Criteria
Admin sets notifications to immediate delivery
Given an administrator selects 'Immediate' delivery for milestone notifications, When a member achieves a milestone, Then the notification is dispatched within 60 seconds of the event.
Member opts in for hourly summary notifications
Given a member has chosen 'Hourly Summary' in their notification preferences, When the clock strikes the top of the hour, Then all milestone notifications from the past hour are aggregated and sent as a single summary within 5 minutes.
Member schedules daily digest at specified time
Given a member selects 'Daily Digest' and specifies a delivery time in their local timezone, When the system's scheduler triggers at that local time, Then a consolidated digest of the previous day's milestones is sent to the member.
Scheduler adjusts for user timezone changes
Given a member updates their account timezone, When the next scheduled notification cycle occurs, Then notifications are sent according to the updated timezone without manual intervention.
System retries failed notifications
Given a notification dispatch fails due to a transient error, When the initial send attempt fails, Then the system retries delivery up to three times with exponential backoff and logs each retry attempt.
Tier Upgrade Prompt Integration
"As a member, I want to see upgrade options after reaching a milestone so that I can easily advance to the next membership tier."
Description

Integrate milestone notifications with the membership tier upgrade flow by embedding contextually relevant calls-to-action. Notifications should include upgrade options aligned with the member’s milestone, linking directly to the upgrade interface and pre-filling relevant details to streamline conversion.

Acceptance Criteria
Milestone Achievement Push Notification with CTA
Given a member reaches a predefined usage milestone When the system triggers a push notification Then the notification must include an Upgrade Tier button linking to the upgrade interface And the member’s current tier and milestone details are pre-filled in the upgrade form
Milestone Email with Embedded Upgrade Link
Given a member completes an activity milestone When the system sends an email Then the email must display a contextual message celebrating the milestone And include a one-click link that opens the upgrade page with the member’s ID, current tier, and recommended next tier pre-filled
In-App Banner Prompt on Dashboard Load
Given a member logs into the dashboard after hitting a milestone When the dashboard renders Then a dismissible banner must appear at the top with the milestone message And present a “Upgrade Now” button that navigates directly to the upgrade interface with all relevant membership details auto-populated
SMS Notification for Milestone-Based Tier Upgrade
Given a member qualifies for a milestone SMS alert When the system sends the SMS Then the message must include personalized milestone stats And contain a short URL that directs the member to the upgrade flow with their user token and suggested tier selection pre-populated
Post-Upgrade Confirmation Message
Given a member completes the tier upgrade from any milestone prompt When the upgrade transaction succeeds Then the system must display a confirmation notification summarizing the new tier And send a follow-up engagement message thanking the member for upgrading

SmartBoost Recommender

Leverage usage analytics and member behavior patterns to deliver tailored upgrade suggestions. By presenting the most relevant tier option and benefits, it enhances conversion rates and ensures recommendations resonate with each user’s unique needs.

Requirements

Data Collection & Integration
"As a data engineer, I want to aggregate and integrate member activity data in real time so that the recommender engine has accurate and up-to-date inputs."
Description

Implement a scalable ETL pipeline to ingest real-time member activity data from the ClubSpark dashboard, payment history, workout sessions, and event participation. Ensure data is cleansed, transformed, and stored in a unified analytics database accessible by the recommender engine.

Acceptance Criteria
Real-Time Workout Data Ingestion
Given the ETL pipeline is running, when a member completes a workout session on the ClubSpark dashboard, then the pipeline ingests the activity data within 2 minutes, applies cleansing rules (removing nulls and duplicates), transforms it to the unified schema, and saves it to the analytics database without errors.
Payment History Transformation
Given raw payment records, when the ETL job executes the transformation step, then 99.9% of payment history entries conform to the schema (fields: member_id, payment_date, amount, tier) and pass validation rules for data types and value ranges.
Unified Analytics Database Access
Given the unified analytics database is populated, when the SmartBoost Recommender engine queries for a member's activity and payment data, then the database returns complete records within 1 second and the data matches the latest ingested information.
Error Handling and Alerting
Given the ETL pipeline encounters malformed or incomplete data, when such an error occurs, then the system logs the error details, skips the invalid record, sends an alert to the DevOps team within 5 minutes, and continues processing subsequent records.
ETL Pipeline Scalability Under Peak Load
Given a peak ingestion load of 10,000 events per hour, when the pipeline processes concurrent data streams, then it maintains an ingestion latency below 3 minutes per batch, experiences no data loss, and CPU/memory usage stays below 80%.
User Segmentation Engine
"As a product manager, I want to segment members dynamically so that upgrade suggestions are tailored to each group’s behavior."
Description

Develop a segmentation module that categorizes members based on usage frequency, membership tenure, spending patterns, and engagement levels. Provide dynamic segment definitions that can adjust in real time as member behavior changes.

Acceptance Criteria
Auto-Classification of Members Based on Usage Frequency
Given a member has 8 or more check-ins recorded within the last 30 days when the segmentation job runs then the member is assigned to the 'Frequent User' segment
Real-Time Update of Segments Upon Behavior Change
Given a member's usage frequency changes from low (<2 check-ins) to medium (2-5 check-ins) within 24 hours when the real-time engine processes the update then the member's segment is updated accordingly within 5 minutes
Custom Segment Rule Editor Validation
Given an admin defines a segment rule of membership tenure >6 months and spending >$200 when the rule is saved then the engine creates the segment and includes only members matching both conditions
Segment Dashboard Accuracy for Spending Patterns
Given the system displays the 'High Spenders' segment metrics for spending >=$500 in the last quarter when the dashboard loads then total members and average spend match database records within a 1% variance
Integration of Segments with SmartBoost Recommender
Given a member is tagged in the 'High Engagement' segment when the SmartBoost Recommender runs then upgrade suggestions prioritize the Premium tier with a predicted conversion uplift of at least 10%
Recommendation Algorithm
"As a member, I want personalized tier upgrade suggestions so that I see the most relevant benefits for my usage."
Description

Design and implement a machine learning algorithm that analyzes member segments, historical upgrade successes, and feature usage to predict the most relevant upgrade tier and benefits for each individual member. Ensure the model can retrain periodically.

Acceptance Criteria
Dashboard Upgrade Suggestion Display
Given a logged-in member accesses their dashboard, when their usage analytics and behavior data are processed, then the system displays a recommended upgrade tier and a list of associated benefits in the 'SmartBoost Recommender' section within 2 seconds.
Automated Algorithm Retraining
Given new member activity and upgrade outcome data is available, when the monthly retraining schedule runs, then the algorithm retrains on the latest dataset, achieves convergence according to predefined thresholds, and publishes a new model version without manual intervention.
Accuracy of Upgrade Tier Predictions
Given a test dataset of historical member upgrade cases, when the recommendation algorithm generates predictions, then the accuracy must reach at least 85% for correct upgrade tier matches compared to actual upgrade outcomes.
Recommendation Personalization Based on Behavior
Given a member has a history of class attendance and event participation over the past 3 months, when generating a recommendation, then the system prioritizes tiers that align with their highest-engaged features and includes personalized benefit highlights.
Scalability Under High Data Volume
Given a dataset of at least 100,000 member records, when processing batch recommendations, then the system completes recommendation generation for all members within 10 minutes without errors or timeouts.
Recommendation UI Component
"As a member, I want to see clear upgrade recommendations within my dashboard so that I can easily evaluate and act on them."
Description

Create frontend components within the ClubSpark member dashboard to display personalized upgrade suggestions. Include clear calls to action, tier comparisons, and estimated benefits. Ensure the UI is responsive, accessible, and consistent with the platform’s design system.

Acceptance Criteria
Displaying Personalized Upgrade Suggestions
Given a member accesses the dashboard with sufficient engagement data, when the SmartBoost Recommender is triggered, then the UI displays at least one personalized upgrade suggestion with the correct tier name, benefits summary, and a clearly labeled 'Upgrade Now' button.
Responsive UI Across Devices
Given the dashboard is viewed on desktop, tablet, or mobile, when the viewport size changes, then the recommendation component adjusts layout, font sizes, and button placements to remain fully usable without horizontal scrolling.
Accessibility Compliance
Given a user with assistive technologies navigates the recommendation component, when using keyboard navigation or screen readers, then all interactive elements are focusable, labeled appropriately with ARIA attributes, and meet WCAG 2.1 AA contrast requirements.
Tier Comparison Visualization
Given multiple upgrade tiers are available, when the user views the recommendation component, then a comparison table displays each tier’s features, pricing, and benefits side-by-side, with one tier visually highlighted as the recommended option.
Estimated Benefits Accuracy
Given the member’s usage metrics and pricing plan, when the recommendation is calculated, then the estimated benefits (e.g., cost savings, additional classes) displayed match the backend computation within a 5% margin of error.
Feedback Loop & Continuous Learning
"As a product owner, I want to capture member feedback on recommendations so that the system can learn and improve future suggestions."
Description

Build a feedback mechanism to capture member responses to recommendations—acceptances, rejections, and engagement metrics. Integrate this feedback into the model training pipeline to refine algorithms and improve recommendation accuracy over time.

Acceptance Criteria
Member Accepts a Recommendation
Given a member clicks “Upgrade Now” on a recommended tier, When the click event is sent, Then the system records the acceptance event in the feedback database within 5 seconds
Member Rejects a Recommendation
Given a member dismisses or declines a recommendation, When the rejection action occurs, Then the system logs the rejection with a timestamp and reason code in the feedback repository
Member Engages with Recommended Feature
Given a member views detailed benefits of a recommended tier, When engagement (clicks, time spent >10 seconds) is detected, Then the system captures engagement metrics and associates them with the recommendation ID
Feedback Delivery to Training Pipeline
Given new feedback records are available, When the daily ETL job runs at scheduled time, Then feedback is successfully imported into the model training dataset with 100% completeness and zero errors
Model Retraining Incorporates Feedback
Given feedback data has been ingested, When the weekly retraining pipeline executes, Then the updated recommendation model includes the latest feedback and improves precision by at least 5%
Dashboards Reflect Real-Time Feedback Metrics
Given administrators view the feedback dashboard, When real-time updates are processed, Then the dashboard displays acceptance, rejection, and engagement rates with data latency under 1 minute

InstantUpgrade

Enable members to upgrade their membership tier with a single click directly from the portal or mobile app. Streamlining the purchase flow reduces friction, shortens the decision-to-action path, and boosts upgrade completion rates.

Requirements

One-Click Upgrade Button
"As a club member, I want to upgrade my membership with a single click so that I can quickly access premium features without navigating through multiple steps."
Description

Implement a prominent "Upgrade" button on the member dashboard and mobile app that initiates the membership tier upgrade process with a single click, automatically selecting the member's current plan, applying the new plan, and reducing the number of steps required. This streamlines the upgrade flow, reduces friction, and increases completion rates by minimizing decision-to-action time.

Acceptance Criteria
Member Initiates Upgrade from Dashboard
Given the member is logged in and on the dashboard When the member clicks the "Upgrade" button Then the system pre-selects the current plan, applies the new membership tier, processes payment successfully, and displays a confirmation message within 5 seconds
Member Initiates Upgrade from Mobile App
Given the member is using the mobile app and viewing their account screen When the member taps the "Upgrade" button Then the app initiates the in-app purchase flow with pre-filled plan details and, upon confirmation, updates the membership tier and displays an acknowledgment screen
Payment Failure Handling
Given the member initiates an upgrade and the payment fails When the system detects a payment error Then an error message detailing the issue and providing options to retry or update payment method is displayed, and the membership tier remains unchanged
UI Accessibility and Visibility
Given the member dashboard or mobile app interface is loaded When a user views the interface Then the "Upgrade" button is prominently visible with high contrast, meets a 44px touch target, is accessible via keyboard navigation, and is announced by screen readers as "Upgrade membership tier"
Analytics Event Logging
Given the member clicks the "Upgrade" button When the click event occurs Then the system logs an analytics event containing the user ID, timestamp, current plan, and selected new plan, and the event data is available in the analytics dashboard within 1 minute
Dynamic Pricing Display
"As a member, I want to see the price difference and benefits of the upgraded tier so that I understand the value I’m receiving before I commit to the upgrade."
Description

Display a real-time comparison between the current membership tier and the upgraded tier, including prorated charges, savings, and added benefits. Integrate this dynamic pricing information directly into the upgrade interface to ensure transparency and help members make informed decisions.

Acceptance Criteria
Desktop Upgrade Comparison Display
Given a logged-in member on the desktop portal when they click the “Upgrade” button, then the interface must display their current tier price, the target tier price, the prorated charge, total savings, and a summary of added benefits, all matching backend pricing data.
Mobile App Upgrade Comparison Display
Given a logged-in member using the mobile app when they navigate to the upgrade screen, then the app must show current and upgraded tier prices, prorated cost, savings amount, and benefit highlights in a responsive layout identical to the desktop experience.
Mid-Cycle Proration Calculation
Given a member within an active billing cycle when they select an upgrade mid-cycle, then the system must calculate the prorated charge as (new tier price – current tier price) × (remaining days ÷ total cycle days), rounded to two decimal places.
Savings Breakdown Verification
Given the upgrade summary is displayed when the member reviews the upgrade details then the total savings must equal the difference between yearly costs of the two tiers, shown in the correct currency format.
Real-Time Pricing Update After Admin Changes
Given an administrator updates tier pricing in the admin panel when a member accesses the upgrade interface within five minutes then the member must see the updated prices without manual page refresh.
Secure Payment Integration
"As a member, I want to securely pay for my upgrade without re-entering my payment details so that the process is fast and safe."
Description

Integrate with the existing payment gateway to process upgrade transactions securely and seamlessly within the portal and mobile app. Support saved payment methods, handle proration calculations, and ensure PCI compliance to protect member data and streamline checkout.

Acceptance Criteria
Member upgrades using a saved payment method
Given a logged-in member with a saved payment method When they initiate a one-click upgrade Then the system processes the transaction through the existing gateway using the saved method and displays a success confirmation within 5 seconds
Member upgrades with a new payment method
Given a logged-in member without a saved payment method When they enter new card details and submit the upgrade Then the system securely transmits the payment data to the gateway, tokenizes the card, saves it for future use, and confirms the upgrade
Proration calculation on mid-cycle upgrade
Given a member on an active billing cycle When they upgrade mid-cycle Then the system accurately calculates the prorated charge based on unused days, processes only the calculated amount, and reflects the adjustment on the invoice
Failed transaction handling during upgrade
Given a member attempting an upgrade When the payment gateway returns a declined transaction Then the system displays a clear error message, does not change the membership tier, and prompts the member to retry or choose another payment method
PCI compliance for stored card data
Given the application’s storage of payment tokens When tokenized card data is stored Then the system ensures no raw card details are kept, complies with PCI DSS standards, and passes a security audit without any critical findings
Upgrade Confirmation Flow
"As a member, I want to receive immediate confirmation of my upgrade so that I know my membership change has been processed correctly."
Description

After a successful upgrade, present a confirmation screen summarizing the new membership details, effective date, and any prorated charges. Automatically send an email receipt and updated digital member card to the user, ensuring clear communication and record-keeping.

Acceptance Criteria
Confirmation Screen Display
Given the user completes the upgrade payment successfully, then the confirmation screen displays the new membership tier, effective date, prorated charges if any, and a 'Done' button.
Email Receipt Delivery
Given an upgrade is confirmed, when the upgrade completes, then the system sends an email receipt within 1 minute containing the user’s name, upgraded tier, effective date, and prorated charge details.
Digital Member Card Update
Given the upgrade is processed, then the user’s digital member card is updated to reflect the new tier and effective date and is available in the user’s portal and mobile app within 2 minutes.
Prorated Charge Calculation
Given a mid-billing-cycle upgrade, when the system calculates proration, then the prorated charge equals the difference between the old and new tier for the remaining cycle days, rounded to two decimal places.
Email Retry on Failure
Given a failure occurs while sending the email receipt, then the system retries delivery up to 3 times at 1-minute intervals and logs an error if all retries fail.
Analytics and Reporting for Upgrades
"As a gym manager, I want to see metrics on membership upgrades so that I can evaluate the success of the InstantUpgrade feature and inform future improvements."
Description

Log each upgrade event in the analytics system, capturing user ID, previous tier, new tier, timestamp, and transaction details. Provide gym managers with a dashboard view showing upgrade counts, rates, and revenue impact to measure feature performance.

Acceptance Criteria
Upgrade Event Logging
Given a member completes an upgrade, when the transaction is finalized, then the analytics system logs an event with fields userID, previousTier, newTier, timestamp (ISO8601), transactionID, and amount.
Upgrade Dashboard Overview
Given a gym manager accesses the upgrades dashboard, when the page loads, then the dashboard displays total number of upgrades, upgrade rate (percentage of active members upgrading), and total revenue from upgrades for the selected period.
Date Range Filtering for Upgrade Reports
Given a gym manager selects a date range, when the filter is applied, then the dashboard updates to show upgrade counts, rates, and revenue impact for the specified date range only.
Real-Time Metrics Update
Given new upgrade events occur, when the analytics system receives the data, then the dashboard metrics refresh in real time or within 5 seconds to reflect the latest upgrade counts and revenue figures.
Data Export for Upgrade Reports
Given a gym manager initiates a data export, when the export function is triggered, then a CSV or XLSX file downloads containing each upgrade event with userID, previousTier, newTier, timestamp, and transaction amount.

RewardCatalyst

Offer dynamic, time-sensitive incentives—such as discounted upgrade rates, bonus credits, or exclusive perks—to members who act quickly on upgrade recommendations. These motivational rewards drive urgency and maximize upgrade uptake.

Requirements

Reward Timing Engine
"As a club manager, I want the system to automatically launch time-limited rewards based on member interactions so that I can drive quick upgrade decisions without manual oversight."
Description

A system that schedules, triggers, and displays dynamic, time-sensitive incentives based on member activity data and predefined trigger events, ensuring rewards are activated within specific time windows to create urgency and maximize upgrade conversions.

Acceptance Criteria
Scheduled Reward Activation for Triggered Event
Given a member performs the upgrade recommendation trigger within the promotion period, when the event is recorded, then the Reward Timing Engine schedules the incentive within the configured time window and queues a notification to be sent at the scheduled time.
Reward Window Expiration Enforcement
Given an incentive is scheduled for a member, when the current time exceeds the end of the defined reward window, then the reward is marked expired and is neither presented nor redeemable in the member’s dashboard.
Dynamic Timing Adjustment Based on Member Activity
Given a member continues engaging after the trigger event, when a high-activity period is detected by the system, then the Reward Timing Engine reduces the remaining time in the reward window by 20%, recalculates the expiration, and updates queued notifications.
Conflict Resolution for Overlapping Reward Windows
Given multiple rewards are triggered for the same member with overlapping time windows, when a scheduling conflict arises, then the engine prioritizes the highest-value reward, deactivates lower-value overlapping windows, and notifies the member of the active incentive.
Admin Override of Reward Scheduling
Given an admin manually adjusts reward timing for a specific member, when the override is applied, then the engine respects the new start and end times, updates scheduling and notification queues, and logs the override event with admin ID and timestamp.
Real-Time Reward Display on Member Dashboard
Given a reward is active for a member, when the member logs into the dashboard within the reward window, then the incentive is displayed prominently within 2 seconds, showing reward details, expiration countdown, and a call-to-action button.
Personalized Incentive Configurator
"As a marketing coordinator, I want to customize and schedule personalized incentives for different member segments so that offers resonate and improve upgrade uptake."
Description

An admin interface allowing staff to define reward types, discount levels, bonus credits, eligibility criteria, duration, and messaging for targeted member segments, integrating seamlessly with member profiles to tailor offers dynamically.

Acceptance Criteria
Admin Navigates to Incentive Configurator
Given an authenticated admin user on the ClubSpark dashboard When they select 'RewardCatalyst' from the main menu Then the Personalized Incentive Configurator page loads within 3 seconds displaying options for reward types, discount levels, bonus credits, eligibility criteria, duration, and messaging.
Admin Defines Reward Parameters
Given the Incentive Configurator is open When the admin inputs a reward type, sets discount levels between 5% and 50%, assigns bonus credits in whole numbers, selects eligibility criteria based on member segments, and defines the start and end dates Then the 'Save Configuration' button becomes enabled and no validation errors are shown.
Configurator Validates Input Constraints
Given invalid input in any field (e.g., discount > 100%, end date before start date, or empty required fields) When the admin attempts to save the configuration Then the system prevents submission, highlights erroneous fields, and displays appropriate error messages for each issue.
Configuration Persists to Member Profiles
Given a valid incentive configuration is saved When a member profile within the defined eligibility segment is loaded Then the member's upcoming offers include the configured reward with correct discount, credits, and expiration displayed on their dashboard.
Admin Receives Confirmation Notification
Given a configuration is successfully saved When the system completes persistence Then an on-screen confirmation banner appears stating 'Incentive configuration saved successfully' and an email summary is sent to the admin within 1 minute.
Urgency Notification System
"As a member, I want to receive reminders before my exclusive upgrade discount expires so that I don’t miss out on limited-time deals."
Description

An automated mechanism that sends push notifications, emails, or in-app alerts to members when a time-sensitive offer is nearing expiration, with configurable reminder schedules (e.g., 24 hours and 1 hour before expiry) to prompt immediate action.

Acceptance Criteria
24-Hour Expiry Reminder
Given a member has an active time-sensitive offer expiring in 24 hours When the system reaches the 24-hour reminder threshold Then it sends a push notification, email, and in-app alert within 5 minutes to the member’s preferred channel(s)
1-Hour Expiry Reminder
Given a member has an active time-sensitive offer expiring in 1 hour When the system reaches the 1-hour reminder threshold Then it sends a push notification, email, and in-app alert within 2 minutes to the member’s preferred channel(s)
Multichannel Notification Delivery
Given a member has multiple enabled notification channels When an expiry reminder is triggered Then the system delivers the notification to all enabled channels and logs successful delivery timestamps for each
Notification Retry on Failure
Given a notification attempt fails due to a delivery error When the system detects a failure Then it retries delivery up to 3 times at 5-minute intervals and logs each retry attempt and final outcome
Admin Configurable Reminder Schedule
Given an administrator updates the reminder schedule in settings When the new schedule is saved Then the system applies the updated schedule for all future time-sensitive offers and confirms the change via an admin notification
Rewards Redemption Tracker
"As an analytics manager, I want to track reward redemptions and associated revenue impact in real time so that I can evaluate campaign effectiveness."
Description

A tracking module that logs which members redeem incentives, records redemption timestamps, updates membership statuses, and adjusts billing automatically, offering real-time status updates in the dashboard for monitoring campaign progress.

Acceptance Criteria
Member Redeems Incentive via Dashboard
Given a logged-in member sees an active incentive in their dashboard When the member clicks the “Redeem” button for that incentive Then the system logs the redemption, updates the member’s status to “Redeemed,” and displays a confirmation message
Automatic Billing Adjustment after Redemption
Given a member has redeemed a time-sensitive incentive for a discounted upgrade When the redemption is recorded Then the system automatically adjusts the next billing cycle to reflect the discounted rate and sends an updated invoice to the member
Redemption Timestamp Logging
Given a member redeems an incentive When the redemption event occurs Then the system records the exact UTC timestamp of redemption in the tracking module and associates it with the member’s unique ID
Real-time Dashboard Update
Given a club manager views the campaign dashboard When a member redeems an incentive Then the dashboard refreshes in real time to display the updated redemption count and member details without manual refresh
Invalid or Expired Incentive Rejection
Given a member attempts to redeem an incentive that is expired or already used When the member clicks “Redeem” Then the system prevents redemption, displays an error message explaining why, and logs the failed attempt
Performance Analytics Dashboard
"As an executive, I want an overview of reward campaign performance to assess ROI and make data-driven decisions for future incentives."
Description

A visual dashboard presenting key metrics such as offer acceptance rate, redemption rate within valid time windows, revenue lift, and member engagement uplift, with filters for date range, location, and member segment to facilitate data-driven decisions.

Acceptance Criteria
Date Range Filtering
Given the user selects a start and end date on the Performance Analytics Dashboard, when the dates are applied, then all displayed metrics (offer acceptance rate, redemption rate, revenue lift, engagement uplift) update to reflect data only within the selected date range without errors.
Location-Based Filtering
Given the user selects one or more club locations, when the filter is applied, then the dashboard updates to show metrics exclusively for the chosen locations, and the location selector shows the active filters.
Member Segment Filtering
Given the user chooses a specific member segment (e.g., bronze, silver, gold), when the segment filter is applied, then all key metrics refresh to display data for that segment only, and no data from other segments is included.
Offer Acceptance Rate Calculation
Given incentive offers have been sent, when the dashboard loads, then the displayed offer acceptance rate matches the backend calculation (accepted offers ÷ total offers) within a 0.1% variance.
Redemption Rate Within Valid Time Window
Given time-sensitive incentives have expiration windows, when viewing the redemption rate metric, then the dashboard shows the percentage of offers redeemed within their valid time windows and excludes late redemptions.
Revenue Lift Comparison
Given baseline and post-incentive revenue data exist, when viewing the revenue lift chart, then the dashboard accurately displays the percentage increase in revenue versus baseline for the selected filters, with tooltips showing exact values.

TierProgress Dashboard

Introduce a visually engaging dashboard within the member portal that displays current usage, next-tier benefits, and progress bars. By gamifying the upgrade journey, it fosters motivation, clarifies value, and encourages members to reach the next level.

Requirements

Real-Time Progress Bars
"As a member, I want to see my progress toward the next tier in real time so that I can understand how close I am to unlocking new benefits and stay motivated."
Description

Build interactive progress bars that dynamically reflect each member’s current usage metrics against tier thresholds, incorporating color-coded segments and smooth animations. Tooltips should display detailed metrics on hover or tap, and the component must fetch data in real time from the usage database. Ensure that the design is responsive across devices and integrates seamlessly with the existing UI framework.

Acceptance Criteria
Dashboard Initial Load
Given a logged-in member visits the TierProgress Dashboard, when the page loads, then the progress bars fetch real-time usage data from the database and animate to the correct usage percentage within 1 second.
Desktop Tooltip Display
Given the progress bar is displayed on a desktop device, when the user hovers over any segment, then a tooltip appears showing detailed metrics (current usage, tier threshold, and percentage complete) and disappears when the mouse leaves the segment.
Mobile Tooltip Accessibility
Given the progress bar is displayed on a mobile device, when the user taps and holds a segment, then a tooltip pops up displaying detailed usage metrics and closes when the user taps outside the tooltip area.
Live Data Update
Given a member’s usage metrics change in the backend, when the data refreshes in real time, then the progress bars smoothly animate from the old value to the new value within 0.5 seconds without requiring a page reload.
Responsive Layout Rendering
Given the TierProgress Dashboard is viewed on various screen sizes (desktop, tablet, mobile), when the viewport dimensions change, then the progress bars, color-coded segments, and tooltips adjust their size and positioning to remain fully visible and functional.
Next-Tier Benefits Preview
"As a member, I want to preview the benefits of the next tier so that I know what I will gain by leveling up and feel encouraged to engage more."
Description

Present a clearly formatted list of benefits available in the next membership tier within the dashboard. Each benefit should include an icon, a concise description, and its unlock criteria. The component must pull data from the benefits management system and render within the existing dashboard layout, maintaining design consistency and accessibility standards.

Acceptance Criteria
Dashboard Next-Tier Benefits Visibility
Given a logged-in member on the dashboard When the page loads Then the Next-Tier Benefits section is visible and displays at least three upcoming tier benefits
Benefit Icon and Description Rendering
Given benefit data from the benefits management system When the Next-Tier Benefits section renders Then each benefit displays its associated icon and concise description exactly as provided by the data source
Unlock Criteria Clarity
Given the list of next-tier benefits When a member views each benefit Then the unlock criteria are displayed beneath the description and match the backend data for each benefit
Design and Layout Consistency
Given the existing dashboard layout When the Next-Tier Benefits component is integrated Then its fonts, colors, spacing, and alignment follow the design system guidelines with no deviations
Accessibility Standards Compliance
Given a member using assistive technologies When navigating the Next-Tier Benefits section Then all icons and descriptions have appropriate alt text and ARIA labels and the component meets WCAG 2.1 AA standards
Achievement Badges & Milestones
"As a member, I want to earn badges when I hit key milestones so that I feel a sense of achievement and am encouraged to continue engaging."
Description

Implement a badge and milestone system that awards members for reaching predefined usage levels. Badges should display on the TierProgress Dashboard, with accompanying milestone notifications. Integration is required with the notifications service and badge metadata store. Badges must be trackable in a user’s profile and designed to be shareable on social media.

Acceptance Criteria
Award Badge at Usage Threshold
Given a member has reached the predefined usage threshold, When the system processes the usage data, Then a badge record is created in the badge metadata store and associated with the member's account.
Display Earned Badge on TierProgress Dashboard
Given a badge record exists for a member, When the member navigates to the TierProgress Dashboard, Then the dashboard displays the badge icon, name, and associated milestone under the Earned Badges section.
Send Milestone Notification Upon Badge Award
Given a new badge is awarded, When the badge event is generated, Then the notification service receives the event and the member receives an in-app and email notification within five minutes.
Badge Appears in User Profile Badge Section
Given a badge record exists, When the member views their profile page, Then the badge is displayed in the Badges tab with correct metadata including name, icon, and award date.
Social Media Share Functionality for Badges
Given a badge is visible on the member's profile or dashboard, When the member clicks the 'Share' button, Then the social media share dialog opens with prefilled badge details and share link for Facebook, Twitter, and LinkedIn.
Tier Progress Alerts
"As a member, I want to receive alerts when I approach or achieve the next tier so that I can stay informed without constantly checking the dashboard."
Description

Create configurable in-app and email notification triggers that alert members when they approach (e.g., 80%) or achieve the next tier level. Notifications should respect user preferences and integrate with the existing notification engine. Provide an administration interface for setting default thresholds and customizing messaging templates.

Acceptance Criteria
Approaching Next Tier Warning
Given a member’s progress reaches 80% of the next tier threshold, when the progress calculation runs, then the system sends an in-app notification and an email (if enabled) containing their current progress percentage and next tier benefits
Next Tier Achievement Confirmation
Given a member achieves the required points for the next tier, when the achievement is recorded, then the system sends an in-app notification and an email (if enabled) congratulating the member, confirming new tier status, and displaying updated benefits list
Respect User Notification Preferences
Given user notification preferences are set, when a tier progress alert is triggered, then the system only sends notifications via channels (in-app, email) that the user has enabled, and suppresses those they have disabled
Email Notification Delivery
Given an email notification is queued, when processed by the notification engine, then the email is delivered within 5 minutes, using the customizable template with correct dynamic fields (member name, progress percentage, tier information)
Admin Threshold and Template Customization
Given an administrator accesses the Tier Progress Alerts configuration, when they set default threshold values or edit message templates, then changes are saved and applied to future notifications, and a confirmation message displays the updated settings
Member Portal Tier Dashboard Integration
"As a club member, I want the TierProgress Dashboard to appear seamlessly in my portal so that it feels like a natural part of my user experience."
Description

Embed the TierProgress Dashboard module into the existing member portal. Ensure responsive design, theme consistency, and compliance with WCAG accessibility guidelines. Implement a fallback view for legacy browsers and integrate single sign-on so that no additional authentication is required.

Acceptance Criteria
TierProgress Dashboard Embedding
Given a logged-in member is on the member portal homepage, when the page loads, then the TierProgress Dashboard module appears within the main content area, aligned with existing portal components and without rendering errors.
Responsive Dashboard Layout
Given a member uses the portal on screen widths of 320px, 768px, and 1440px, when the page renders, then the dashboard layout rearranges content into one column on mobile, two columns on tablet, and three columns on desktop, with all elements visible and functional.
Dashboard Theme Integration
Given the portal is configured with primary color #123456 and font family Arial, when the TierProgress Dashboard loads, then its colors, typography, and button styles match the portal's configured theme settings.
WCAG 2.1 AA Accessibility Compliance
Given a member navigates via keyboard and screen reader, when interacting with the dashboard, then all interactive elements have appropriate aria-labels, focus indicators, 4.5:1 contrast ratio for text, and can be operated without a mouse.
Legacy Browser Fallback View
Given a member accesses the portal using Internet Explorer 11 or an unsupported browser, when the TierProgress Dashboard module attempts to load, then a static fallback view displays the member's current tier, progress percentage, and next-tier benefits without JavaScript errors.
SSO Seamless Authentication
Given a member has authenticated via SSO, when they navigate to the TierProgress Dashboard, then the module loads without prompting for additional credentials and respects the existing session timeout policy.

LiveHeatmap

Displays a dynamic, color-coded floorplan showing real-time attendance intensity across workout zones and classes. Managers can instantly spot overcrowded areas or underutilized spaces, enabling on-the-fly staff adjustments and layout optimizations to enhance member flow and experience.

Requirements

Real-time Attendance Data Ingestion
"As a gym manager, I want continuous, real-time attendance data aggregated from multiple sources so that I can trust the heatmap’s accuracy and respond immediately to crowding issues."
Description

Implement a robust data pipeline that continuously collects and processes live attendance data from check-in systems, class registrations, and IoT sensors. This ensures that the heatmap reflects up-to-the-second occupancy levels across all workout zones and classes. The pipeline should handle high-frequency updates, guarantee data accuracy, and integrate seamlessly with ClubSpark’s existing backend services.

Acceptance Criteria
Continuous Live Data Collection
Given the data pipeline is operational When a member checks in at the front desk Then the check-in event is ingested and appears in the attendance dataset within 2 seconds
Handling High-Frequency Attendance Updates
Given multiple check-in events occur simultaneously When the pipeline receives 100 events per second Then no events are dropped and the heatmap displays all events in real time within 3 seconds
Ensuring Data Accuracy
Given check-ins and sensor readings for the same area When data is processed Then duplicate events are consolidated, conflicting timestamps are resolved by the latest timestamp, and occupancy counts remain accurate within ±1%
Integration with Backend Services
Given the attendance pipeline and the ClubSpark backend are connected When new attendance data is processed Then the backend API endpoint /attendance/update receives valid JSON payloads with a 100% success rate and no schema violations
Scalability Under Peak Traffic
Given a simulated peak load of 5000 check-in events per minute When the pipeline processes the load Then end-to-end latency remains under 5 seconds and system CPU usage stays below 85%
Dynamic Zone Occupancy Threshold Alerts
"As a club manager, I want to receive instant alerts when a workout zone becomes overcrowded or underutilized so that I can adjust staffing and equipment allocation on the fly."
Description

Create a configurable alert system that monitors occupancy thresholds for individual workout zones. When a zone exceeds or falls below predefined usage levels, the system triggers visual and/or push notifications for managers. This empowers staff to proactively reallocate resources, open additional classes, or optimize floor layouts to balance utilization and enhance member experience.

Acceptance Criteria
Zone Exceeds Upper Threshold
Given the occupancy of a workout zone exceeds its upper limit threshold, when the system updates real-time attendance, then a visible alert appears on the LiveHeatmap dashboard and a push notification is sent to the manager within 5 seconds.
Zone Falls Below Lower Threshold
Given the occupancy of a workout zone falls below its lower limit threshold, when the system updates real-time attendance, then a visual warning is displayed on the dashboard and a manager push notification is generated.
Threshold Configuration Update
Given a manager adjusts the occupancy threshold settings for a zone, when the new values are saved, then the system applies the updated thresholds immediately and displays a confirmation message.
Visual Alert Display Validation
Given an occupancy alert is triggered, when the LiveHeatmap dashboard refreshes, then the affected zone is highlighted with the correct color code (red for high, blue for low) and the alert icon is visible.
Push Notification Delivery
Given an alert condition is met, when the system attempts to send a push notification, then the notification is delivered to the manager’s device within 5 seconds and the delivery status is recorded as 'Sent' in the notifications log.
Intuitive Heatmap Visualization Interface
"As a gym owner, I want an easy-to-read heatmap interface with clear legends and intuitive controls so that I can quickly assess and navigate facility usage from any device."
Description

Design and develop a user-friendly, color-coded floorplan UI that clearly communicates real-time attendance intensity. The interface should allow zooming, panning, and quick toggles between zones and classes. Include accessible legends and tooltips to explain color scales and data points. Ensure responsiveness on both desktop and mobile devices for managers on the go.

Acceptance Criteria
Desktop Heatmap Navigation
Given a manager is viewing the heatmap on desktop, when they use the zoom controls, then the floorplan zooms smoothly between 50% and 200% without loss of data clarity.
Mobile Responsive Interaction
Given a manager accesses the heatmap on a mobile device, when they pinch to zoom or swipe to pan, then the interface responds fluidly at ≥30 FPS with no data overlap.
Zone Tooltip Display
Given a pointer hovers over or taps a workout zone, then a tooltip appears within 200ms showing zone name, current attendance count, and color scale reference.
Class Toggle Filter
Given a manager selects a class from the toggle panel, then only zones with that class highlighted while non-relevant zones dim to 50% opacity within 300ms.
Legend Accessibility
Given a user clicks the legend info icon, then a popover displays color scale definitions and data explanations, meets WCAG AA contrast, and closes with ESC key.
Historical Usage Overlay and Trends
"As a fitness center director, I want to view historical attendance trends alongside live data so that I can make informed decisions about class offerings and resource planning."
Description

Enable managers to overlay historical attendance data onto the live heatmap, visualizing usage patterns over selectable timeframes (day, week, month). Provide comparative analytics that highlight peak hours, busiest zones, and usage anomalies. This feature aids in strategic planning for class schedules, staffing, and equipment procurement based on past trends.

Acceptance Criteria
Overlay Day View for Peak Hours
Given the manager has opened the LiveHeatmap and selected 'Day' timeframe, when they enable the historical usage overlay, then the map displays yesterday's attendance intensity in a semi-transparent layer matching live colors.
Weekly Zone Comparison
Given the manager selects a specific zone and switches to 'Week' timeframe, when historical overlay is activated, then the system displays a comparison chart highlighting daily average attendance versus live counts for each day of the week.
Monthly Usage Anomaly Detection
Given the manager is viewing the heatmap in 'Month' mode, when anomalies (usage spikes or drops beyond 20% of weekly average) occur, then the overlay highlights those days in red and provides anomaly labels on the map.
Staffing Adjustment Planning
Given the manager filters the heatmap by class schedule and selects a historical timeframe, when they view peak hour overlays, then the system displays recommended staffing levels for each time slot based on past attendance trends.
Equipment Procurement Trend Analysis
Given the manager accesses the 'Equipment' usage tab and applies a 'Month' historical overlay, when equipment usage exceeds threshold limits, then the overlay shows usage heat zones and generates a report recommending procurement quantities based on trend data.
Mobile Push Notifications and Reporting
"As a gym supervisor, I want to receive push notifications and periodic usage reports on my mobile device so that I stay informed and can share insights with my team even when I’m off-site."
Description

Develop a mobile notification and reporting module that sends real-time occupancy alerts and summary reports directly to managers’ smartphones. The module should allow customization of notification channels, thresholds, and reporting intervals. Reports can be exported as PDFs or CSVs for sharing with stakeholders or integration into operational dashboards.

Acceptance Criteria
Threshold Breach Occupancy Alert
Given the occupancy in Zone A exceeds the configured threshold When the system processes real-time data Then a push notification is sent to the manager’s smartphone within 10 seconds containing zone name, current occupancy percentage, and timestamp
Daily Occupancy Summary Report
Given the end of the business day at 11:59 PM When the scheduled report job runs Then a summary report of daily peak and average occupancy per zone is emailed to the manager and available for download as PDF and CSV
Custom Notification Channel Selection
Given the manager has multiple notification channels configured When the manager selects or deselects channels in settings Then notifications are sent only via the selected channels and changes persist across sessions
Manual Report Export Functionality
Given the manager views the reporting dashboard When the manager clicks export Then the report downloads in the selected format (PDF or CSV) within 5 seconds and matches on-screen data
Real-Time Notification Delivery Under Network Latency
Given intermittent mobile network conditions When a threshold breach occurs Then the system retries sending the notification up to three times and logs any failures for support review

TrendLens

Offers customizable trend visualization with filters for date ranges, membership tiers, and activity types. By isolating specific patterns—such as weekend surges or off-peak lulls—managers gain precise insights to tailor class schedules, marketing campaigns, and staffing levels for maximum impact.

Requirements

Date Range Selector
"As a club manager, I want to select custom date ranges so that I can analyze specific periods of member engagement and identify peak and off-peak patterns."
Description

Implement a dynamic date range selector that allows managers to choose specific time intervals (e.g., custom dates, last week, last month) for trend analysis. This feature enables precise insight into membership and activity trends over user-defined periods, facilitating targeted decision-making for scheduling, staffing, and promotions.

Acceptance Criteria
Custom Date Range Selection
Given a manager enters a valid start date and end date and clicks 'Apply', When the system processes the input, Then the dashboard refreshes and displays trend data corresponding exactly to the selected date range.
Preset 'Last Week' Range
Given the manager selects the 'Last Week' preset, When the system processes the preset selection, Then the dashboard displays trend data from the start of the previous week to the end of the previous week.
Invalid Date Range Handling
Given the manager enters a start date that is after the end date, When the manager clicks 'Apply', Then the system displays an error message indicating the invalid range and does not update the dashboard.
Maximum Date Range Limit Enforcement
Given the manager selects a date range exceeding the system’s maximum allowed span of one year, When the manager clicks 'Apply', Then the system prevents submission and notifies the user of the maximum date range limit.
Default Date Range on Initial Load
Given a manager navigates to the TrendLens feature for the first time in a session, When the dashboard loads, Then the date range defaults to 'Last 30 Days' and corresponding trend data is displayed.
Membership Tier Filter
"As a gym owner, I want to filter trends by membership tier so that I can design targeted promotions and class schedules for different member groups."
Description

Develop a filter that segments trend data by membership tiers (e.g., gold, silver, bronze). Managers can isolate performance metrics for each tier, uncovering unique behavior patterns and tailoring offerings and communications based on tier-specific insights.

Acceptance Criteria
Filter Dropdown Listing Membership Tiers
Given the manager opens the membership tier filter dropdown on the TrendLens dashboard, when the dropdown expands, then it displays all available membership tiers (Gold, Silver, Bronze, etc.) in alphabetical order.
Single Tier Data Filtering
Given the manager selects a single tier (e.g., Gold) and applies the filter, when the chart reloads, then only data points associated with the Gold tier are displayed across all visualizations.
Multiple Tier Data Filtering
Given the manager selects multiple tiers (e.g., Silver and Bronze) and applies the filter, when the dashboard updates, then it shows combined metrics for Silver and Bronze tiers with distinct color coding for each tier.
Resetting Tier Filters
Given one or more tiers are selected, when the manager clicks the “Reset Filter” button, then all tier selections clear and the dashboard returns to displaying data for all tiers.
No Data Feedback for Tier
Given the selected tier has no activity data in the current date range, when the filter is applied, then the dashboard displays a “No data available for selected tier” message and an empty chart placeholder.
Filter Selection Persistence
Given the manager applies a tier filter and logs out, when the manager logs back in and navigates to TrendLens, then the previously applied tier filter remains selected and the dashboard reflects that filter’s data.
Activity Type Filter
"As a club manager, I want to filter trend visualizations by activity type so that I can optimize scheduling and resource allocation based on service popularity."
Description

Create a filtering option for activity types (e.g., classes, personal training, facility use) within the trend visualization. This capability helps managers distinguish how different services perform over time and allocate resources effectively to the most popular or underutilized activities.

Acceptance Criteria
Filtering by Single Activity Type
Given the trend visualization is displayed, When the manager selects 'Classes' from the Activity Type filter and clicks Apply, Then only trend data for 'Classes' is displayed in the chart and data table.
Filtering by Multiple Activity Types
Given the trend visualization is displayed, When the manager selects 'Personal Training' and 'Facility Use' from the Activity Type filter and clicks Apply, Then the chart and data table update to show only combined trend data for 'Personal Training' and 'Facility Use'.
Clearing the Activity Type Filter
Given an Activity Type filter is currently applied, When the manager clicks the 'Reset Filter' button or clears all selections and clicks Apply, Then the visualization resets to display trend data for all activity types.
Invalid Activity Type Input
Given an invalid or unsupported activity type parameter is present in the URL or filter payload, When the visualization loads, Then the system ignores unsupported values and loads trend data for all valid activity types without errors.
Performance with Large Data Sets
Given the system contains at least 10,000 activity records, When the manager applies any Activity Type filter, Then the filtered trend visualization and data table render within 2 seconds without UI freezing or errors.
Visualization Customization Controls
"As a gym owner, I want to customize chart types and colors so that I can quickly interpret trend data in a format that suits my analysis style."
Description

Introduce customizable chart settings, including chart type selection (line, bar, heatmap), color themes, and data grouping options. This requirement enhances usability by letting managers tailor visualizations to their preferences and highlight the most relevant trend insights.

Acceptance Criteria
Chart Type Selection Scenario
Given a trend visualization is displayed, when the manager selects 'Line', 'Bar', or 'Heatmap' from the chart type menu, then the visualization updates to the chosen chart type within two seconds and accurately reflects the underlying data.
Color Theme Application Scenario
Given a chart is visible, when the manager chooses a predefined color theme, then the chart’s colors update immediately to the selected theme, ensuring sufficient contrast for accessibility and consistency across all trend elements.
Date Range Filtering Scenario
Given trend data is available, when the manager applies a custom date range filter, then the chart refreshes to display only data points within the specified start and end dates, with no data outside that range.
Membership Tier Grouping Scenario
Given multiple membership tiers exist, when the manager groups data by tier, then the chart segments and labels data according to each membership tier, and a legend clearly identifies each tier’s visual representation.
Settings Persistence and Reset Scenario
Given the manager has customized chart settings, when the manager reloads the page, then the previously selected chart type, color theme, date range, and data grouping settings persist, and when the manager clicks 'Reset to Default', then all custom settings revert to the system defaults.
Real-Time Data Refresh
"As a club manager, I want trend data to refresh automatically so that I always see up-to-date member activity without manual reloads."
Description

Implement an automatic data refresh mechanism that updates trend visualizations at configurable intervals (e.g., every 5 minutes, hourly). Real-time updates ensure managers are always viewing the most current engagement metrics, enabling timely decisions.

Acceptance Criteria
Configurable Refresh Interval Setup
Given a manager accesses the TrendLens settings, when they select a refresh interval option (e.g., 5 minutes, 15 minutes, hourly) and save their preference, then the system stores the new interval and applies it for all subsequent data refreshes.
Automatic Data Refresh Execution
Given the configured refresh interval has elapsed, when the system triggers an automatic refresh, then the trend visualizations update with the latest data without manual intervention and display the timestamp of the last update.
Fallback on Data Refresh Failure
Given a data refresh attempt fails due to network or server errors, when the error occurs, then the system retries up to three times at 1-minute intervals and logs an error if all retries fail, notifying the manager via an on-screen alert.
User Notification of Refresh Status
Given an automatic refresh starts or completes, when the process changes state, then the user sees a visual indicator (spinner or progress bar) during refresh and a confirmation message with refresh duration and success or error status.
Performance Impact Assessment
Given the system performs automatic refreshes at high frequency (e.g., every 5 minutes), when multiple users view TrendLens simultaneously, then the average data retrieval and visualization rendering time remains under 2 seconds and does not degrade system performance.
Data Export and Sharing
"As a gym owner, I want to export and share trend reports so that I can distribute insights to my team and integrate them into our quarterly reviews."
Description

Enable export of trend reports in common formats (CSV, PDF) and sharing via email or link. This feature allows managers to distribute insights to stakeholders or integrate data into external reporting tools for broader analysis.

Acceptance Criteria
Export Trend Report as CSV
Given a manager views a trend report, when they select the "Export CSV" option and confirm, then the system provides a downloadable CSV file containing all selected filters, headers, and data rows without errors.
Export Trend Report as PDF
Given a manager views a trend report, when they choose "Export PDF" and confirm, then the system generates a properly formatted PDF matching the on-screen report layout, including charts and tables.
Share Report via Email
Given a manager has an exported report, when they click "Share via Email," enter a valid stakeholder email, and send, then the system emails the report attachment and a confirmation notification to the manager.
Generate Shareable Link
Given a manager has an exported report, when they click "Get Shareable Link," then the system generates a unique, secure link that provides read-only access to the report without requiring login.
Validate Data Integrity in Exports
Given an exported report file (CSV or PDF), when compared to on-screen data, then all values, headers, and formats match exactly with no missing or altered entries.

AlertBeacon

Sends automated, threshold-based notifications when attendance dips or spikes unexpectedly. Configurable via email, SMS, or in-app alerts, it ensures managers respond swiftly to potential issues—like sudden drop-offs in class sign-ups—preventing revenue loss and maintaining high member satisfaction.

Requirements

Threshold Configuration
"As a club manager, I want to configure attendance thresholds for different classes so that I can be immediately notified when participation falls below or exceeds desired levels."
Description

Enable administrators to define custom attendance thresholds for classes, events, or overall facility use. This requirement includes a configuration interface where managers can set minimum and maximum attendance values, specify threshold conditions (e.g., percentage drop, absolute numbers), and assign thresholds to specific activities or time periods. Upon reaching these thresholds, the system should automatically generate notifications. The feature should integrate seamlessly with ClubSpark’s attendance tracking module, allowing real-time evaluation against historical and live data to trigger accurate and timely alerts.

Acceptance Criteria
Accessing Threshold Configuration Interface
Given an authenticated administrator is on the ClubSpark dashboard, When they navigate to the AlertBeacon settings and select Threshold Configuration, Then the custom threshold interface is displayed with fields for activity type, minimum and maximum values, condition type, and assignment options.
Creating a New Attendance Threshold
Given the administrator has accessed the threshold configuration interface, When they input valid activity, time period, minimum and maximum attendance values, select a condition type, and save, Then the new threshold is listed in the thresholds table and stored in the system.
Editing an Existing Threshold
Given an existing threshold appears in the thresholds table, When the administrator selects edit, updates any field(s) with valid values, and saves changes, Then the threshold table reflects the updated values and the system applies them to future evaluations.
Deleting an Attendance Threshold
Given an existing threshold appears in the thresholds table, When the administrator clicks delete and confirms the action, Then the threshold is removed from the table and no longer evaluated for future attendance data.
Real-time Threshold Evaluation
Given live attendance data for an ongoing class session, When the attendance count crosses a configured minimum or maximum threshold, Then the system evaluates the breach in real time against historical and live data without delay.
Notification Trigger on Threshold Breach
Given a threshold breach is detected in real time, When the system processes the breach, Then notifications are automatically sent via the administrator’s configured channels (email, SMS, in-app) within 60 seconds of detection.
Multi-Channel Notification Delivery
"As a gym owner, I want to receive attendance alerts via my preferred communication channel so that I never miss critical notifications about membership engagement."
Description

Implement a notification engine capable of delivering alerts via email, SMS, and in-app messages based on user preferences. The system should allow managers to select their preferred channels for each alert type, define fallback channels if the primary delivery method fails, and customize message templates for clarity and branding consistency. Integration with ClubSpark’s communication APIs and external SMS gateways is required to ensure reliable delivery.

Acceptance Criteria
Preference-Based Channel Selection
Given a manager selects email and SMS as preferred channels for attendance alerts, when an alert is triggered, then the system sends notifications via both email and SMS within 1 minute.
Fallback Channel Activation
Given the primary channel (email) fails to deliver an alert after 3 retry attempts, when the failure is detected, then the system automatically sends the alert via the defined fallback channel (SMS or in-app) without manual intervention.
Email Template Customization and Delivery
Given a manager customizes the email template with branding elements and placeholder variables, when the notification engine generates an email, then the sent email includes correct variable substitutions and adheres to the manager’s branding settings.
SMS Gateway Integration
Given valid external SMS gateway credentials are configured, when an SMS alert is sent, then the notification engine successfully dispatches the message via the SMS gateway and logs a delivery confirmation within the system.
In-App Notification Rendering
Given an attendance spike alert is delivered via in-app channel, when a manager views the dashboard, then the in-app notification appears in the notifications panel with correct title, message content, and a timestamp.
Historical Attendance Analytics Dashboard
"As a club director, I want to view historical attendance trends so that I can identify recurring patterns and prevent future dips in member participation."
Description

Create an analytics dashboard that visualizes attendance trends over configurable time frames, highlighting patterns that precede threshold breaches. Managers should be able to filter data by class type, instructor, and date range, and view charts indicating average attendance, peak times, and anomaly alerts. This dashboard will support proactive decision-making by correlating past performance with current metrics, integrated within ClubSpark’s reporting suite.

Acceptance Criteria
Filter Attendance by Class Type and Date Range
Given the manager selects a specific class type and date range, when the filter is applied, then the dashboard displays attendance data only for that class type within the selected dates, including average attendance, peak times, and anomaly indicators.
Identify Peak Attendance Times
Given a configured time frame, when the manager views the peak times section, then the dashboard highlights the top three time slots with the highest average attendance and their corresponding dates.
Detect Anomalies Before Threshold Breach
Given historical attendance thresholds are set, when an attendance pattern indicates an anomaly that typically precedes a breach, then the dashboard marks the anomaly with a visual alert and logs the date for review.
Correlate Instructor Performance with Attendance Trends
Given the manager filters by instructor, when the filter is applied, then the dashboard displays a chart showing that instructor’s attendance trends over time, including average attendance and identified peak periods.
Visualize Anomaly Alerts on Timeline
Given anomaly detection is enabled, when viewing the attendance timeline, then anomalies are indicated with distinct markers at the correct dates and the manager can click each marker to view details.
Custom Alert Scheduling
"As a fitness center manager, I want to schedule when alerts are active so that I only receive notifications during my working hours."
Description

Allow managers to schedule active alert periods (e.g., daily business hours or specific campaign windows) and pause notifications outside these times. The scheduling interface should support recurring schedules, timezone settings, and exception dates (holidays or maintenance days). Scheduled alerts must align with ClubSpark’s global time settings and respect manager-defined blackout periods to minimize notification fatigue.

Acceptance Criteria
Recurring Business Hours Scheduling
Given a manager sets a recurring schedule for alerts every Monday through Friday from 09:00 to 17:00 in their local timezone; When the current time falls within these parameters; Then alerts are delivered per the configured channels.
Timezone-Sensitive Scheduling
Given a manager in one timezone schedules an alert for 14:00 local time; When the system's global time setting is UTC; Then the alert is triggered at the correct UTC equivalent so that the manager receives it at 14:00 local time.
Exception Dates Handling
Given a manager adds specific holiday dates or maintenance days as exceptions; When an alert would normally be triggered on one of these dates; Then no alerts are sent on those exception dates.
Notification Suspension Outside Schedule
Given the alert schedule defines active hours between 08:00 and 20:00; When attendance thresholds are met outside these hours; Then the system suppresses any alert notifications until the next active period.
Campaign Window Scheduling
Given a manager defines a specific campaign window with start and end dates and enables weekly recurrences; When the date is within the window on a recurring day; Then alerts are sent as configured and paused outside the window.
Alert Response Tracking
"As a operations supervisor, I want to track how and when managers respond to alerts so that I can ensure timely interventions and measure team performance."
Description

Track and log manager responses to attendance alerts, recording acknowledgements, actions taken (e.g., contacting members, adjusting class schedules), and resolution status. The feature should provide a response dashboard showing pending alerts, response times, and outcomes, enabling performance analysis and accountability across the management team. Data should feed into ClubSpark’s engagement metrics for comprehensive reporting.

Acceptance Criteria
Alert Acknowledgement Logging
Given an attendance alert is generated When a manager clicks the “Acknowledge” button Then the system logs the acknowledgement with the manager’s ID and timestamp and marks the alert status as “Acknowledged”
Action Recording for Alerts
Given an alert is acknowledged When a manager records an action taken Then the system saves the action description and timestamp linked to the alert in the response log
Alert Resolution Status Update
Given an alert is in “Acknowledged” status When a manager marks the alert as “Resolved” with resolution details Then the system updates the alert status to “Resolved,” captures the resolution timestamp, and displays the resolution notes
Response Dashboard Display
Given alerts have recorded responses When a manager views the Response Dashboard Then the dashboard lists all alerts with statuses (Pending, Acknowledged, Resolved), response times, actions taken and allows filtering by status and date range
Engagement Metrics Data Integration
Given alert responses are logged When generating engagement reports Then the system includes metrics for total alerts responded, average response time, and resolution rate in the engagement metrics export

ForecastLens

Leverages historical data and predictive algorithms to forecast attendance trends up to 30 days ahead. By visualizing expected peak and lull periods, managers can proactively adjust class offerings, promotional pushes, and staff rosters, maximizing resource efficiency and member engagement.

Requirements

Historical Data Aggregation
"As a club manager, I want an automated system to consolidate and prepare past attendance and booking data so that I can feed accurate historical inputs into the ForecastLens algorithm without manual effort."
Description

Implement a scalable pipeline to extract, transform, and load up to 2 years of historical attendance, class booking, and member engagement data from ClubSpark’s database. The pipeline should perform data cleansing, normalization, and enrichment to ensure consistent, high-quality inputs for predictive modeling. It must be fault-tolerant, support incremental updates, and integrate seamlessly with existing ETL infrastructure.

Acceptance Criteria
Complete Historical Data Ingestion
Given a request to ingest 2 years of attendance, class booking, and engagement data When the pipeline runs in full load mode Then all records from the source are extracted and loaded into the staging area with a record count match And the full load completes within 4 hours with zero extraction errors
Incremental Update Processing
Given daily incremental updates are available since the last successful run When the incremental job executes Then only new or changed records are processed and loaded into the destination And no duplicate or missing records occur And the incremental run completes within 30 minutes
Fault Tolerance and Recovery
Given a simulated network or system interruption during pipeline execution When the pipeline restarts Then it resumes from the last checkpoint without reprocessing already loaded records And logs the failure details to the monitoring system within 1 minute
Data Cleansing and Normalization Validation
Given raw source data containing missing or inconsistent formats When transformation rules are applied Then all date fields conform to ISO 8601 And numeric fields fall within defined valid ranges And no null values exist in primary key fields And data quality anomalies remain below 1%
Seamless Integration with ETL Infrastructure
Given the existing ETL orchestration framework When the Historical Data Aggregation pipeline is deployed Then it registers with the scheduler and inherits the standard logging and alerting configurations And passes all security and integration tests with 100% success
Predictive Attendance Engine
"As a gym owner, I want the system to forecast attendance trends for the next 30 days so that I can proactively adjust class schedules and resource allocation for optimal efficiency."
Description

Develop and integrate a machine learning module that leverages time-series forecasting algorithms (e.g., ARIMA, Prophet) and clustering techniques to predict class and facility attendance up to 30 days in advance. The engine must support retraining on new data, output confidence intervals for each forecasted date, and expose a secure API endpoint for downstream components to query predictions.

Acceptance Criteria
Dashboard Forecast Display
Given the manager accesses the attendance dashboard When the forecast data is loaded Then the dashboard displays attendance predictions for the next 30 days with date, predicted count, and confidence interval for each day
API Endpoint Accessibility
Given a valid API key and request parameters (location, class type, date range) When a client calls the /predictions endpoint Then the API returns a JSON payload containing daily attendance forecasts and associated confidence intervals with HTTP status 200
Model Retraining with New Data
Given new attendance data ingested daily When the retraining process is triggered automatically at midnight Then the predictive model is retrained using the latest data and versioned, and a notification is logged upon successful completion
Forecast Confidence Interval Accuracy
Given historical forecast errors within the last 30 days When generating confidence intervals for future dates Then at least 80% of actual attendance values fall within the provided 95% confidence intervals
Unauthorized API Access Handling
Given an API request with an invalid or missing API key When the /predictions endpoint is invoked Then the service responds with HTTP status 401 Unauthorized and an error message indicating invalid credentials
Forecast Visualization Dashboard
"As a club manager, I want a visual representation of predicted attendance so that I can quickly identify upcoming peak and off-peak periods and plan my resources accordingly."
Description

Design and build a responsive dashboard component within ClubSpark that visualizes predicted attendance trends. It should display line charts of expected daily attendance, heatmaps of peak vs. lull periods, and interactive date-range selectors. The dashboard must integrate with the core UI, support drill-down by class type or location, and allow managers to export visual reports as PDF or CSV.

Acceptance Criteria
Display of 30-Day Attendance Trends
Given the manager navigates to the Forecast Visualization Dashboard When the dashboard loads Then a line chart displays predicted daily attendance for the next 30 days with date labels on the x-axis and attendance numbers on the y-axis
Date-Range Selection Functionality
Given the manager views the default 30-day forecast When the manager selects a custom start and end date using the date-range selector Then the line chart and heatmap update to reflect predicted attendance only within the selected date range
Drill-Down by Class Type
Given the dashboard is displaying attendance forecasts When the manager selects a specific class type from the filter menu Then the line chart and heatmap refresh to show predicted attendance only for the chosen class type
Drill-Down by Location
Given the dashboard is displaying attendance forecasts When the manager chooses a location filter Then the line chart and heatmap refresh to show predicted attendance only for the selected location
Export of Visual Reports
Given the dashboard displays the desired forecast visualization When the manager clicks the export button and selects PDF or CSV Then the system generates a downloadable file in the chosen format containing the displayed chart data and metadata
Resource Optimization Alerts
"As a club operations coordinator, I want to receive proactive alerts when staffing or class capacity needs adjustment so that I can optimize workforce allocation and ensure excellent member experience."
Description

Create an alerting system that analyzes forecast data to generate actionable recommendations for staff scheduling, promotional campaigns, and class capacity adjustments. Notifications should be delivered via email and in-app messages, highlighting days with significant overstaffing or understaffing risks, along with suggested adjustments to maintain optimal service levels.

Acceptance Criteria
Overstaffing Alert Scenario
Given the 30-day forecast indicates scheduled staff exceed required staffing by more than 20%, when data is analyzed, then trigger an overstaffing alert recommending the number of staff to reduce.
Understaffing Alert Scenario
Given the 30-day forecast indicates required staffing exceeds scheduled staff by more than 20%, when data is analyzed, then trigger an understaffing alert recommending the number of additional staff to schedule.
Email Notification Delivery Scenario
Given an alert is generated, when the email service is available, then send an email to the manager within five minutes containing alert details and recommended actions.
In-App Notification Scenario
Given an alert is generated, when the manager accesses the dashboard, then display an in-app notification with clear alert details and suggested adjustments in the notifications panel.
Recommendation Accuracy Scenario
Given historical forecast accuracy of at least 90%, when recommendations are generated, then ensure suggested staffing adjustments fall within a 10% margin of the actual required staffing.
Prediction Accuracy Monitoring
"As a data analyst, I want to monitor the accuracy of attendance forecasts so that I can validate model performance and trigger retraining when necessary to maintain reliable predictions."
Description

Implement a monitoring and feedback framework that tracks the accuracy of attendance forecasts by comparing predicted vs. actual attendance. The system should compute metrics (e.g., MAE, RMSE) on a rolling basis, display performance trends in the dashboard, and trigger automated retraining of the predictive engine when accuracy falls below a defined threshold.

Acceptance Criteria
Rolling Metric Computation
Given attendance predictions and actual attendance data for the past 30 days, when the system runs the daily job, then MAE and RMSE are calculated and stored; calculations complete within 5 minutes.
Accuracy Visualization Display
Given computed metrics for the last 30 days, when the manager views the ForecastLens dashboard, then a line chart displays daily MAE and RMSE trends; data points are drillable for exact values.
Retraining Trigger Mechanism
Given the rolling MAE exceeds the defined threshold of 10% for 3 consecutive days, when the monitoring engine detects this condition, then an automated retraining job is queued and a log entry is created.
Predicted vs Actual Comparison
Given a selected forecast period, when the manager compares predictions against actual attendance, then the dashboard shows a table with predicted, actual, and variance percentage for each day; variance highlights exceedances above 15%.
Manager Alert Notification
Given an automated retraining event is triggered due to low accuracy, when the job is queued, then the system sends an in-app notification to the manager with details of the trigger reason and next steps.

ChurnRadar

Identifies and flags members showing declining attendance patterns or extended inactivity. By highlighting at-risk members, the feature empowers managers to launch targeted re-engagement campaigns—such as personalized offers or check-in reminders—driving retention and long-term loyalty.

Requirements

Automated Attendance Data Ingestion
"As a club manager, I want attendance data to be automatically collected and processed so that I can trust ChurnRadar’s insights without manual data entry."
Description

Automatically import, validate, and normalize member attendance data from various club check-in systems and digital platforms into ChurnRadar’s database in real time, ensuring data consistency and completeness for accurate churn analysis.

Acceptance Criteria
Real-Time Attendance Data Import
Given the system receives an attendance record from an external check-in system When the record arrives Then it is ingested into ChurnRadar’s database within 5 seconds and visible in the analytics dashboard
Data Validation for Incomplete Records
Given an attendance record with missing or malformed fields When the record is processed Then the system flags it as invalid, logs a detailed error entry, and excludes it from churn analysis
Normalization of Diverse Check-In Formats
Given attendance data in various formats (JSON, CSV, XML) When ingestion occurs Then all data fields (member ID, timestamp, location) are normalized to the standard schema and stored consistently
Error Handling on Data Import Failure
Given an import attempt fails due to network or system errors When three retry attempts also fail Then the system generates an alert to the administrator and schedules a retry after 10 minutes
High-Volume Bulk Data Processing
Given a bulk upload of 10,000 attendance records When processing begins Then all records are ingested, validated, and normalized within 10 minutes with zero data loss
Attendance Trend Analysis Engine
"As a club manager, I want to see attendance trends for members so that I can understand engagement levels over time."
Description

Develop an analytics engine that processes historical attendance records to identify patterns such as declining visit frequency, prolonged inactivity periods, and seasonal fluctuations, generating trend metrics for each member over configurable time windows.

Acceptance Criteria
Detecting Declining Monthly Visits
Given a member has attendance data for the last 6 months When the engine analyzes monthly visit counts Then it flags the member if visits decrease by at least 20% for three consecutive months
Identifying Extended Inactivity Period
Given historical attendance records When a member has zero visits for a configurable period (e.g., 30 days) Then the engine generates an inactivity alert for that member
Analyzing Seasonal Attendance Fluctuation
Given two years of attendance data and defined seasonal windows When the engine compares visit frequency across the same seasons Then it reports percentage change and highlights deviations exceeding 15%
Configurable Time Window Adjustment
Given an administrator selects a custom analysis window (e.g., 90 days) When the engine runs trend calculations Then it produces metrics based solely on data within the selected window
Real-Time Metrics Update
Given new attendance data is ingested daily When the engine processes the latest records Then all member trend metrics are updated within 24 hours
At-risk Member Identification
"As a club manager, I want to automatically identify members at risk of churn so that I can proactively re-engage them."
Description

Implement a scoring model that uses trend metrics and predefined thresholds to calculate a churn risk score for each member, flagging those whose score exceeds the risk threshold as at-risk for targeted follow-up.

Acceptance Criteria
Weekly Visit Decline Threshold Breach
Given a member's weekly visit count drops by more than 50% compared to their average over the previous 8 weeks, when the system calculates the churn risk score, then the risk score increases by at least 20 points and the member is flagged as at-risk if the score exceeds 75.
30-Day Inactivity
Given a member has zero attendance or event sign-ups for 30 consecutive days, when the scoring model runs, then assign a minimum risk score of 80 and flag the member as at-risk.
Consistent No-Show Pattern
Given a member has three or more class or event no-shows within a rolling 60-day period, when the model updates the churn score, then increment the risk score by 15 points per no-show beyond the second and flag as at-risk if the total score exceeds 70.
Decline in Class Participation Rate
Given a member's class participation rate decreases by 30% compared to their participation in the prior quarter, when the churn score is calculated, then increase the risk score by 25 points and flag as at-risk if the score exceeds 75.
Decrease in Event Signup Rate
Given a member's event signup rate over the last 3 months drops by 70% compared to the previous 3-month period, when evaluating churn risk, then add 30 points to the risk score and flag as at-risk if the score exceeds 75.
Re-engagement Campaign Trigger Workflow
"As a club manager, I want to trigger personalized outreach campaigns for at-risk members so that I can encourage them to return."
Description

Create a workflow that, upon detection of at-risk members, automatically initiates configurable re-engagement campaigns—such as personalized emails, SMS reminders, or special offers—allowing managers to customize messaging and follow-up schedules.

Acceptance Criteria
At-Risk Member Email Campaign Initiation
Given a member’s attendance has declined by 50% over the last 30 days, when the system flags the member as at-risk, then an automated email campaign is triggered within 10 minutes using the configured template.
SMS Reminder Scheduling for Inactive Member
Given a member has not attended any sessions in 14 days, when the member is flagged as inactive, then an SMS reminder is scheduled to be sent at the manager-specified date and time.
Special Offer Trigger on Prolonged Inactivity
Given a member’s inactivity exceeds 30 days, when the system detects prolonged inactivity, then a special offer campaign is launched with a 20% discount code included in the message.
Custom Messaging Template Selection
Given a manager customizes the messaging template for re-engagement, when the campaign is initiated, then the system uses the selected template for all communications sent to flagged members.
Campaign Schedule Adjustment by Manager
Given a manager updates the follow-up schedule for a triggered campaign, when the changes are saved, then all pending communications reflect the new schedule without manual intervention.
Manager Notification System
"As a club manager, I want to receive alerts when members become at-risk so that I can take timely action to retain them."
Description

Build a notification system within the dashboard and via email alerts that informs managers in real time when members cross the churn risk threshold, providing quick links to member profiles and campaign templates for immediate action.

Acceptance Criteria
In-Dashboard Churn Alert Triggered
Given a member’s attendance drops below the defined churn threshold, When the system analyzes attendance patterns in real time, Then an alert icon appears on the manager’s dashboard within 5 seconds of detection.
Email Notification Sent with Quick Links
Given a member crosses the churn risk threshold, When the system sends an email alert, Then the manager receives an email within 5 minutes containing the member’s name, churn risk level, and direct links to the member profile and campaign templates.
Notification Link Redirects to Member Profile
Given the manager clicks the member profile link in a notification, When the link is activated, Then the dashboard opens the correct member profile page within 2 seconds and displays real-time attendance statistics.
Campaign Template Loads with Member Data
Given the manager selects a campaign template link from a notification, When the link is clicked, Then a new message draft loads with the selected template pre-populated and the flagged member’s name and engagement details inserted.
Timely Delivery of Churn Notifications
Given multiple churn events occur simultaneously, When the system processes alerts, Then each qualified manager receives notifications in dashboard and email without duplication, and all alerts are delivered within 5 seconds for dashboard and within 5 minutes for email.

SessionSpotlight

Provides in-depth analytics for individual classes or events, including attendance breakdowns, no-show rates, and member feedback trends. Managers can evaluate instructor performance, refine program content, and allocate spaces more effectively, boosting class quality and overall participation.

Requirements

Real-Time Attendance Breakdown
"As a club manager, I want to see real-time attendance breakdowns for each class so that I can quickly identify participation trends and adjust schedules accordingly."
Description

Provide a dynamic dashboard that displays real-time attendance figures for each class or event, segmentable by demographics such as age group, membership tier, and attendance history. This requirement ensures that managers can immediately visualize participation levels, identify trends, and address attendance hotspots or drop-offs, seamlessly integrating with the existing ClubSpark dashboard and data pipelines to deliver up-to-the-minute insights without manual intervention.

Acceptance Criteria
Display real-time total attendance for a live class
Given a class session is in progress and attendance events are recorded, when the manager accesses the real-time attendance dashboard for that session, then the total number of attendees is updated within 60 seconds of any check-in or check-out event.
Filter attendance by age group
Given attendee demographic data includes age groups, when the manager applies an age group filter on the attendance dashboard, then only attendees belonging to the selected age group are displayed and the percentage of group attendance relative to total is shown.
Segment attendance by membership tier
Given multiple membership tiers (e.g., Basic, Premium, VIP) are defined, when the manager selects a membership tier filter, then the dashboard displays the real-time count and percentage of attendees from that tier within 2 minutes of any attendance changes.
Highlight attendance hotspots on timeline
Given a time-series attendance chart is available, when the manager views the chart, then the time intervals with the highest and lowest attendance are automatically highlighted and display exact attendee counts on hover.
Ensure seamless integration with existing dashboard
Given the manager navigates from the ClubSpark main dashboard to the SessionSpotlight attendance widget, when selecting a session, then the attendance breakdown loads inline without a full page reload within 5 seconds.
Automated No-Show Analysis
"As a gym owner, I want the system to calculate no-show rates automatically so that I can address attendance issues and reduce revenue loss."
Description

Implement an automated no-show rate calculator that flags scheduled attendees who did not check in, computes no-show percentages per session, and triggers alerts when rates exceed defined thresholds. Managers benefit from early identification of patterns, enabling proactive follow-up communications or overbooking strategies. The analysis ties into session scheduling and member profiles to provide actionable intelligence, reducing revenue losses and improving resource allocation.

Acceptance Criteria
Post-Session No-Show Identification
Given a session has ended and the attendance log is complete When the system compares scheduled attendees with check-in records Then it flags all scheduled attendees who did not check in as no-shows
Threshold Alert Triggering
Given a session’s no-show percentage exceeds the defined threshold When the no-show rate is calculated Then the system generates an alert notification to the session manager within five minutes
Proactive Follow-Up Notification
Given a session has flagged no-shows and follow-up rules are configured When no-show flags are recorded Then the system automatically sends a follow-up email or SMS to each no-show attendee within one hour
Member Profile Association Verification
Given a no-show record exists for an attendee When viewing the attendee’s member profile Then the no-show instance is listed in the member’s attendance history with date, session ID, and status
No-Show Trend Reporting
Given historical session data over a selectable date range When generating a no-show analysis report Then the system displays the no-show percentage trend by week or month with visual charts and summary statistics
Feedback Trend Analytics
"As a program coordinator, I want to view member feedback trends over time so that I can refine class content based on participant sentiment."
Description

Develop interactive visualizations that track member feedback over time, aggregating ratings and comments from post-session surveys. Highlight sentiment trends, common praise or concerns, and correlate feedback scores with session attributes like time, instructor, or class type. This component supports continuous program refinement by surfacing actionable feedback within the ClubSpark analytics suite, driving higher satisfaction and retention rates.

Acceptance Criteria
Viewing Feedback Trends Over Time
Given a manager accesses the Feedback Trend Analytics, When they select a specific date range, Then the system displays an interactive line chart showing aggregated feedback scores over time with sentiment indicators.
Filtering Feedback by Session Attributes
Given a manager wants to analyze target sessions, When they apply filters for instructor, class type, and session time, Then all visualizations update to reflect only the filtered data and sentiment trends.
Highlighting Common Praise and Concerns
Given collected survey comments, When the comments are processed, Then the system generates and displays word clouds showing the top 10 positive keywords and top 10 negative keywords.
Correlating Feedback with Session Attributes
Given feedback scores and session metadata, When the manager selects the correlation view, Then the dashboard shows a scatter plot correlating feedback scores with attributes like instructor or class type, including computed correlation coefficients.
Exporting Feedback Reports
Given a manager needs to share insights, When they export the report, Then the system generates a downloadable PDF and CSV containing the selected visualizations and data tables for the chosen date range and filters.
Instructor Performance Reports
"As an operations lead, I want detailed instructor performance reports so that I can assess strengths and provide targeted coaching."
Description

Generate detailed performance reports for instructors, combining metrics such as average attendance, no-show rates, and aggregated feedback scores. Reports should allow comparisons across instructors and time periods, include customizable performance benchmarks, and integrate securely with user access controls to ensure confidentiality. This empowers managers to recognize high performers, identify training opportunities, and align staffing decisions with data-driven insights.

Acceptance Criteria
Instructor Comparison Across Periods
Given a manager selects two or more instructors and a date range, when they view the comparison report, then the system displays side-by-side metrics for average attendance, no-show rates, and aggregated feedback scores for each instructor.
Custom Performance Benchmark Integration
Given a manager sets custom attendance and feedback benchmarks, when they apply these benchmarks to the report, then the system highlights instructors who meet or exceed benchmarks and flags those below thresholds.
Secure Access to Instructor Reports
Given different user roles with varied access levels, when a user without report permissions attempts to access an instructor performance report, then the system denies access and logs the attempt; when a user with manager permission requests access, then the system grants access.
Report Export Functionality
Given a manager views an instructor performance report, when they choose an export option and select the desired format (PDF or CSV), then the system generates and downloads the file containing all report data in the selected format.
Instructor Ranking and Highlighting
Given a manager requests an instructor ranking view, when the report is generated, then the system sorts instructors by composite performance score (attendance, no-show rate, feedback) in descending order and visually highlights the top and bottom performers.
Space Utilization Insights
"As a facility manager, I want space utilization insights so that I can optimize room assignments and avoid overcrowding or underuse."
Description

Create insights into space utilization by mapping attendance and occupancy data against venue capacity and scheduling. The system should identify underused time slots or overcrowded sessions, recommend optimal class sizes, and suggest alternative scheduling options. Integrates with the venue management module to automate room assignments and maximize space efficiency, supporting scalable growth without additional facility costs.

Acceptance Criteria
Overcrowded Session Detection
Given historical attendance and room capacity data, when the average occupancy for a session exceeds 90% over the past two weeks, then the system flags the session as overcrowded and logs the instance in the space utilization dashboard.
Underutilized Time Slot Identification
Given the scheduled sessions and actual attendance records, when average occupancy for a time slot falls below 50% over the past month, then the system highlights the slot as underutilized and adds it to the recommendation list.
Optimal Class Size Recommendation
Given past attendance trends and room capacities, when generating insights for each session type, then the system calculates an optimal class size target between 75%–85% of capacity and displays the recommendation in the session analytics view.
Alternative Scheduling Suggestion
Given identified underutilized time slots and peak session times, when creating scheduling recommendations, then the system proposes at least two alternative time slots with higher projected occupancy based on historical attendance patterns.
Automated Room Assignment Integration
Given multiple available venues and a session’s expected attendance, when scheduling or rescheduling the session, then the system automatically selects the room that maximizes space efficiency without exceeding capacity and updates the venue assignment.

PassBuilder

Empower club owners to create fully customizable multi-user passes, defining group size, shared session quotas, tiered pricing, and flexible expiration periods—all within a guided setup that streamlines group sale creation and accelerates time to market.

Requirements

Guided Setup Wizard
"As a club owner, I want a guided wizard that walks me through pass creation so that I can quickly and accurately launch group packages without confusion."
Description

Implement a step-by-step wizard that guides club owners through creating a multi-user pass by prompting for group size, session quotas, pricing tiers, and expiration settings. The wizard should include inline validations, contextual help, and real-time previews to ensure accuracy and reduce setup time. Integration with the existing dashboard should allow immediate pass publishing and automatic synchronization with inventory and billing modules.

Acceptance Criteria
Initial Pass Configuration
Given the club owner is on the pass creation wizard's first step When they input a valid group size, session quota, pricing tiers, and expiration settings and click Next Then the wizard accepts the inputs without error and advances to the next step
Real-Time Pricing Tier Adjustment
Given the club owner modifies pricing tiers When they adjust price values within allowed ranges Then the real-time preview updates immediately to reflect new tier pricing
Expiration Date Validation
Given the club owner sets an expiration date outside the allowed range When they attempt to proceed Then an inline validation error appears explaining the valid date range and prevents advancement
Inventory and Billing Sync
Given the club owner publishes the pass from the wizard completion step When the pass is successfully published Then the system automatically synchronizes the new pass with inventory and billing modules without manual intervention
Inline Validation Feedback
Given the club owner enters invalid input in any required field When they move focus away from that field Then inline validation messages appear next to the field explaining the issue and instructing how to correct it
Multi-user Pass Configuration
"As a club manager, I want to configure group size and shared session limits so that I can tailor passes to the needs of different groups efficiently."
Description

Enable definition of group size limits and shared session quotas within a single pass. Owners must be able to set minimum and maximum participant counts, allocate total sessions available to the group, and configure rules for session check-ins. The configuration interface should validate entries and display summary metrics to prevent over- or under-provisioning.

Acceptance Criteria
Setting Minimum and Maximum Participant Counts
Given the club owner is creating a multi-user pass When they enter a minimum participant count and a maximum participant count Then the system must validate both as positive integers and ensure minimum ≤ maximum And display an inline error if validation fails (e.g., minimum > maximum or non-integer values)
Allocating Shared Session Quotas
Given the club owner specifies the total shared session quota for the pass When they submit the configuration Then the system must accept the quota if it is a positive integer within allowable limits And display an error message if the quota is zero, negative, or exceeds the defined maximum
Configuring Session Check-in Rules
Given the club owner selects a session check-in rule (e.g., per-user or group consumption) When they choose the rule and save the configuration Then the system stores the selected rule and applies it to future check-ins And prevents saving if no rule is selected, displaying a clear validation message
Interface Validation for Entry Limits
Given the club owner enters data into the group size or session quota fields When they input non-numeric or out-of-range values Then the interface must block the entry, highlight the invalid field, and display a contextual validation message
Displaying Summary Metrics
Given the club owner completes all configuration steps When they view the summary panel before finalizing the pass Then the panel must show the defined minimum and maximum participants, total session quota, and chosen check-in rule And update in real time if any configuration value is changed
Tiered Pricing Model
"As a gym owner, I want to set tiered prices and discounts for group passes so that I can incentivize larger purchases and reward loyal customers."
Description

Allow creation of multiple pricing tiers within a single pass, based on user roles or purchase volume. Each tier should support custom prices, discounts, and promotional codes. Display a pricing matrix that updates in real time as pricing parameters change, ensuring transparency and preventing conflicts in promotional rules.

Acceptance Criteria
Creating Multiple Pricing Tiers
Given a pass creation flow, when the club owner defines pricing tiers with distinct names and prices, then each tier appears in the pass configuration list with the correct name and price applied
Applying Promotional Codes to Specific Tiers
Given a pass with tiered pricing, when the owner assigns a promotional code to a specific tier, then only members selecting that tier can enter the code at checkout and receive the defined discount
Real-Time Pricing Matrix Update
Given the pricing matrix interface, when the owner adjusts a tier’s price or discount parameters, then the matrix updates instantly to reflect the new values without page reload
Conflict Prevention Between Discounts
Given overlapping promotional rules, when the owner attempts to create conflicting discounts for the same tier, then the system prevents saving and displays an error message explaining the conflict
Volume-Based Tiered Discount Application
Given a volume discount tier, when a member purchases passes meeting the tier’s minimum quantity, then the system applies the corresponding discounted unit price automatically at checkout
Flexible Expiration Rules
"As a club administrator, I want flexible expiration settings for passes so that I can offer promotions that align with different marketing strategies and customer needs."
Description

Provide options for defining pass validity periods with fixed dates, relative durations (e.g., 30 days from purchase), or custom expiration triggers (e.g., first session attended). Include settings for grace periods and renewal reminders. Expiration rules should integrate with the notification engine to automatically inform members of upcoming expirations.

Acceptance Criteria
Fixed Date Validity Period Setup
Given a pass with a fixed start date of 2025-08-01 and end date of 2025-12-31, when the pass is activated, then the pass becomes valid on 2025-08-01 at 00:00 and expires on 2025-12-31 at 23:59:59.
Relative Duration Expiration
Given a pass purchased on 2025-07-22 with a relative duration of 30 days, when the purchase is completed, then the system sets the expiration date to 2025-08-21 at 23:59:59.
First Session Attendance Trigger
Given a pass configured to expire on first session attendance, when the member checks in for their first session, then the system records that attendance date and sets the pass expiration to that date at 23:59:59.
Grace Period Enforcement
Given a pass that expired on 2025-09-01 with a grace period of 7 days, when a member attempts to book a session on 2025-09-05, then the system allows booking; but when attempted on 2025-09-09 at 00:00, then the system denies booking.
Renewal Reminder Notification
Given a pass expiring on 2025-08-15 with a reminder set for 5 days prior, when the date reaches 2025-08-10, then the system automatically sends an email and SMS reminder to the member.
Group Pass Dashboard
"As a club owner, I want a dashboard that shows the status of all group passes at a glance so that I can manage utilization and renewals proactively."
Description

Design a dedicated dashboard view that displays all active multi-user passes, including participant counts, remaining sessions, and expiration dates. Include filtering and sorting capabilities, plus visual indicators for low session balances or upcoming expirations. Dashboard actions should enable quick edits, renewals, or pass cancellations.

Acceptance Criteria
Dashboard Loads Active Passes
Given the club manager navigates to the Group Pass Dashboard, when the page finishes loading, then all active multi-user passes are displayed with correct participant counts, remaining sessions, and expiration dates.
Filter Passes by Expiration Date
Given the dashboard is visible, when the manager applies a filter for passes expiring within 7 days, then only passes with expiration dates in the next 7 days are displayed.
Sort Passes by Participant Count
Given the dashboard is visible, when the manager sorts passes by participant count in descending order, then the list orders passes from highest to lowest participant count.
Highlight Low Session Balances
Given multiple passes are displayed, when any pass has fewer than 5 remaining sessions, then a red visual indicator appears next to its session count.
Initiate Pass Renewal from Dashboard
Given a pass is selected in the dashboard, when the manager clicks the 'Renew' action, then the renewal workflow launches pre-populated with the pass’s details.

TeamInviter

Generate secure, shareable invitation links or QR codes that let organizers seamlessly onboard family members or teammates to a GroupFlex Pass. Administrators can track pending invites, approve new members, and maintain control over group composition in real time.

Requirements

Secure Invitation Link Generation
"As an administrator, I want to generate secure invitation links so that I can onboard new members seamlessly while ensuring only authorized users can join."
Description

Enable administrators to generate unique, secure invitation URLs tied to specific GroupFlex Passes. Each link should contain a token that verifies authenticity and restricts access to the intended group. Links should be easily copyable and shareable via email or messaging apps. Upon generation, the system logs metadata including creator, timestamp, and expiration settings. This feature reduces manual data entry, ensures controlled onboarding, and maintains the security of group compositions.

Acceptance Criteria
Generate Unique Secure Invitation Link
Given an authenticated administrator is viewing a specific GroupFlex Pass, when they click “Generate Invitation Link,” then the system shall create and display a unique URL containing a cryptographically secure token tied to that pass.
Copy and Share Invitation Link
Given a newly generated invitation link is displayed, when the administrator selects “Copy Link” or “Share via Email,” then the link is copied to the clipboard or populated into the email client with the correct URL.
Link Token Authentication and Access Restriction
Given a recipient clicks the invitation link, when the embedded token is valid, unexpired, and matches the intended GroupFlex Pass, then the user shall be directed to the join page for that group; otherwise, display an “Invalid or Expired Link” message.
Invitation Link Metadata Logging
Given an invitation link is generated, when the system creates the link, then it shall log the administrator’s ID, generation timestamp, associated GroupFlex Pass ID, and expiration settings in the audit log.
Link Expiration Enforcement
Given a generated invitation link has a defined expiration, when the current date/time exceeds the expiration setting, then the system shall render the link inactive and display an expiration notice on access.
QR Code Invitation Creation
"As an administrator, I want to generate QR codes for invitations so that I can onboard members quickly during in-person events without requiring manual link sharing."
Description

Provide the option to convert generated invitation links into QR codes automatically. QR codes should embed the same secure token and expiration logic as the links. Administrators can download or display these codes for in-person distribution. The system tracks QR usage events (scan timestamp, device info) to monitor acceptance and detect misuse. This streamlines group onboarding at events or physical locations.

Acceptance Criteria
Generating QR Code for Invitation Link
Given an existing valid invitation link with a secure token and expiration timestamp When the administrator selects "Generate QR Code" Then the system encodes the link into a QR code image that decodes to the exact original link
Downloading QR Code for In-Person Use
Given a generated QR code is displayed When the administrator clicks "Download" Then a PNG file at a minimum of 300 DPI named "invite_{token}.png" is downloaded And the file size does not exceed 5 MB
Displaying QR Code in Full-Screen Mode
When the administrator selects "Display QR Code" Then the QR code is rendered full-screen with a visible "Close" button And the QR code remains visible until the administrator clicks "Close" or for at least 30 seconds
Logging QR Code Scan Events
Given a user scans the displayed QR code When the scan occurs Then the system logs an event capturing scan timestamp, device OS, device model, IP address, and invitation token And the event record persists in the audit log
Handling Expired QR Code Scans
Given a QR code whose embedded link has expired When a user scans the QR code Then the system displays an "Invitation Expired" message And the system logs the scan event with status marked as "expired"
Invitation Tracking Dashboard
"As an administrator, I want to view and manage all outstanding invitations so that I can track onboarding progress and follow up on pending invites efficiently."
Description

Design a real-time dashboard that lists all pending, accepted, and expired invitations. Each entry should display invitee email or placeholder, creation date, expiration date, method (link or QR), and current status. Enable filtering and sorting by status, date, and creator. Administrators should receive alerts for pending invites nearing expiration. This dashboard provides visibility into onboarding progress and simplifies follow-ups.

Acceptance Criteria
Viewing All Invitations on Dashboard
Given the administrator opens the Invitation Tracking Dashboard, when the table loads, then all invitations (pending, accepted, and expired) are displayed with columns for invitee identifier, creation date, expiration date, method, and status.
Filtering Invitations by Status
Given the dashboard is loaded, when the administrator selects a status filter (Pending, Accepted, Expired), then only the invitations matching that status are shown and the displayed total count updates accordingly.
Sorting Invitations by Date
Given the invitations list is displayed, when the administrator clicks on the creation date or expiration date column header, then the invitations are sorted in ascending or descending order based on the selected column.
Alert on Imminent Expiration
Given any invitation has 48 hours or fewer remaining before expiration, when the dashboard renders, then an alert icon appears next to each such invitation and a summary banner shows the total number of expiring invitations.
Identifying Invitation Method
Given invitations are displayed in the dashboard, when the administrator views the Method column, then each invitation clearly shows whether it was generated via Link or QR code.
Member Approval Workflow
"As an administrator, I want to review and approve or deny new membership requests so that I can maintain control over who joins my group."
Description

Implement a workflow where new invitees are placed in a 'pending approval' state upon accepting an invitation. Administrators receive notifications of pending requests and can approve or deny each one. Upon approval, invitees receive a welcome notification and are added to the group roster with appropriate permissions. Denied requests trigger a rejection notification. This workflow ensures group integrity and gives administrators full control over membership.

Acceptance Criteria
Invitee Acceptance Triggers Pending State
Given an invitee clicks a valid invitation link When the system processes the acceptance Then the invitee’s account status is set to 'pending approval' and the invitee appears in the pending requests list within 30 seconds
Admin Notification of Pending Requests
Given a new pending invite request exists When the invitee’s status changes to pending Then all administrators receive both an in-app notification and an email notification within one minute
Admin Approves Pending Invite
Given a pending invite request in the pending list When an administrator selects the request and confirms approval Then the invitee is added to the group roster with default permissions and a welcome notification is sent within two minutes
Admin Denies Pending Invite
Given a pending invite request in the pending list When an administrator selects the request and confirms denial Then the invitee receives a rejection notification stating the request was denied and their account status is updated to 'denied' immediately
Non-Admin Cannot Access Approval Actions
Given a non-administrator user is logged in When the user attempts to view or act on pending invite requests Then the system denies access and displays an 'insufficient permissions' error message
Invitation Expiration and Revocation
"As an administrator, I want to expire or revoke invitations at any time so that I can prevent unauthorized or outdated invites from being used."
Description

Allow administrators to set custom expiration times for invitation links and QR codes at creation. Additionally, provide the ability to manually revoke any active invitation before its expiration. Revoked or expired tokens become immediately invalid. The system logs all expiration and revocation events for audit purposes. This protects against unauthorized access and outdated invitations being used.

Acceptance Criteria
Custom Expiration Setup
Given an administrator creates an invitation link or QR code with a custom expiration time, when the invitation is generated, then the system records the correct expiration timestamp based on the specified duration.
Automatic Expiration Enforcement
Given an invitation has reached its expiration timestamp, when a user attempts to redeem the link or QR code, then access is denied and a clear expiration message is displayed.
Manual Revocation Functionality
Given an administrator revokes an active invitation before its expiration, when the revocation is confirmed, then the invitation token is immediately invalidated and cannot be used for onboarding.
Immediate Invalidation Notification
Given an invitation is expired or revoked, when a user tries to use it, then the system displays a notification stating the invitation is no longer valid.
Audit Logging of Expiration and Revocation Events
Given an invitation expires or is manually revoked, when the event occurs, then the system logs the event with timestamp, admin ID (for revocation), invitation ID, and event type in the audit trail.

PoolInsights

Offer a unified dashboard displaying real-time usage metrics for the entire group pass, including remaining session credits, per-member attendance breakdowns, and usage trends. This transparency helps organizers optimize participation and identify opportunities for upsells or renewals.

Requirements

Session Credits Tracker
"As a club manager, I want to see the current number of remaining session credits in real time so that I can ensure I have enough credits to accommodate upcoming bookings."
Description

This requirement demands the implementation of real-time monitoring and display of the group pass’s remaining session credits. The dashboard must fetch and update credit balances immediately after each booking or cancellation, show total credits purchased versus used, and alert organizers when credits reach a configurable threshold. Integration with the payments and booking modules ensures consistency across systems. This feature gives administrators visibility into credit consumption, enabling timely top-ups and preventing session overbooking.

Acceptance Criteria
Real-Time Credit Balance Update Post-Booking
Given a user completes a booking for a session credit When the booking is confirmed by the booking module Then the dashboard displays the new remaining credit balance within 2 seconds
Automatic Threshold Alert Notification
Given the remaining session credits fall below the user-configured threshold When the threshold condition is met Then the system sends an on-screen alert and email notification to the organizer within 1 minute
Total Credits Purchased Versus Used Summary
Given an organizer views the credits dashboard When the dashboard loads Then it shows the total session credits purchased, total used, and total remaining in a single summary panel
Credit Balance Adjustment After Cancellation
Given a user cancels a previously booked session When the cancellation is confirmed by the booking module Then the system adds the refunded credit back to the remaining balance on the dashboard in real time
Cross-Module Credit Consistency Validation
Given a booking or payment update occurs in the payments or booking module When the dashboard is refreshed or accessed Then the displayed remaining credits match the data in both the payments and booking modules without discrepancy
Member Attendance Breakdown
"As a gym owner, I want to review each member’s attendance details so that I can identify members who are underutilizing their passes and reach out to them."
Description

This requirement specifies the development of a detailed attendance breakdown per member, showing individual usage patterns and session histories. The dashboard should list each member enrolled in the group pass, display attendance counts, last attended date, and percentage of sessions used. Filters for date ranges and sorting options by attendance frequency help organizers identify active and inactive members. The breakdown integrates with member profiles, enhancing personalized communication and retention strategies.

Acceptance Criteria
Viewing Overall Attendance Breakdown
Given the organizer is on the PoolInsights dashboard, when they navigate to the Member Attendance Breakdown section, then the dashboard displays a list of all members enrolled in the group pass with columns for attendance count, last attended date, and percentage of sessions used.
Filtering Attendance by Date Range
Given the organizer has access to date range filters, when they select a start and end date and apply the filter, then only attendance records within the specified range are displayed and the member list updates accordingly.
Sorting Members by Attendance Frequency
Given the attendance table is displayed, when the organizer clicks the attendance frequency column header, then the table toggles between ascending and descending order of attendance counts.
Displaying Last Attended Date
Given each member’s attendance record is retrieved, when the list is rendered, then each member row shows the last attended session date in YYYY-MM-DD format.
Calculating Percentage of Sessions Used
Given the total sessions allocated per member and the sessions attended, when the breakdown is calculated, then the dashboard displays the percentage of sessions used for each member, rounded to the nearest whole number.
Usage Trends Visualization
"As a club organizer, I want to view graphical usage trends over time so that I can identify peak periods and plan events accordingly."
Description

This requirement entails creating interactive charts and graphs that illustrate usage trends over time, including weekly, monthly, and custom date ranges. Metrics such as total sessions used, peak usage times, and participation growth rates must be displayed. Data visualization components should support drill-downs into specific periods and export options for presentations. This feature helps organizers detect seasonal patterns, forecast demand, and plan marketing or promotional campaigns.

Acceptance Criteria
Weekly Usage Trends Dashboard
Given a user selects the weekly date range on the Usage Trends page When the dashboard loads Then a line chart displays total sessions used per day for the selected week with accurate data points and axis labels
Monthly Peak Usage Identification
Given a user switches to monthly view When the chart renders Then the system highlights the day and time slot with the highest session usage and displays a tooltip with exact values
Custom Date Range Drill-Down
Given a user defines a custom start and end date When they click on any data segment in the usage trend chart Then the chart drills down to show daily or hourly usage for that segment within the selected range
Export Visualizations for Presentations
Given a user clicks the export button When export options are selected Then the system generates and downloads a PDF and PNG file of the chart labeled with the selected date range and organizational branding
Participation Growth Rate Calculation
Given a user views the growth metrics panel When selecting week-over-week or month-over-month view Then the dashboard calculates and displays the correct percentage change in total sessions and marks positive growth in green and negative in red
Configurable Alerts & Notifications
"As a club manager, I want to receive notifications when session credits are low so that I can purchase additional credits before running out."
Description

This requirement involves implementing a notification system that sends alerts to organizers based on predefined criteria such as low remaining credits, sudden attendance drops, or reaching usage milestones. Notifications can be delivered via email, SMS, or in-app messages. The configuration panel lets users set thresholds, frequency, and notification channels. Integrating with the alert engine ensures timely information delivery, allowing organizers to take proactive measures.

Acceptance Criteria
Low Credit Threshold Alert
Given an organizer sets a low credit threshold of N credits When the remaining session credits for a group pass drop to or below N Then the system sends an alert via the configured channels within 5 minutes
Sudden Attendance Drop Alert
Given the system monitors attendance over rolling 7-day periods When attendance for the group pass decreases by more than 30% compared to the previous period Then the system sends a drop alert to the organizer through all selected channels
Usage Milestone Notification
Given an organizer defines milestone points at 25%, 50%, and 75% usage When total session usage reaches each milestone Then the system automatically dispatches a milestone notification to the organizer
Channel Selection Configuration
Given an organizer accesses the notification settings panel When they select or deselect email, SMS, and in-app message channels Then the system updates the channel preferences and uses only selected channels for all future alerts
Notification Frequency Update
Given an organizer configures alert frequency to ‘daily’ or ‘weekly’ When the trigger condition is met multiple times within the period Then the system consolidates alerts and sends a single summary notification at the end of the configured period
Data Export & Reporting
"As a gym owner, I want to export attendance and usage data into a report so that I can share insights with stakeholders."
Description

This requirement covers the export of PoolInsights data into downloadable CSV or PDF reports. Users can select specific metrics, date ranges, and member groups to include in the report. The export feature should adhere to branding standards and support automated report scheduling and delivery. It integrates with the reporting service, enabling easy sharing with stakeholders and facilitating offline analysis.

Acceptance Criteria
User Selects Metrics and Configures Report Parameters
Given the user is on the report export interface When they select specific metrics, a date range, and one or more member groups Then the system validates the selections, displays a preview of the report content, and enables the export button only if all inputs are valid.
User Initiates Manual CSV Export
Given valid report parameters are selected When the user clicks the 'Export CSV' button Then the system generates a CSV file containing the correct headers and data rows, triggers a download within 5 seconds, and names the file using the pattern 'PoolInsights_Report_<YYYYMMDD>.csv'.
User Initiates Manual PDF Export
Given valid report parameters are selected When the user clicks the 'Export PDF' button Then the system generates a PDF that includes tables and charts reflecting the selected data, applies pagination for multi-page reports, initiates download within 5 seconds, and names the file using the pattern 'PoolInsights_Report_<YYYYMMDD>.pdf'.
User Schedules Automated Report Delivery
Given the user accesses the scheduling interface When they configure a delivery frequency, recipient email list, report format (CSV or PDF), and time of delivery Then the system saves the schedule, displays a confirmation message, and logs the schedule in the notification service for execution.
Generated Reports Adhere to Branding Standards
Given any report (CSV or PDF) is generated When the file is created Then it must include the ClubSpark logo in the header, use approved brand colors for charts and tables, and apply the standard font and styling defined in the branding guidelines.
Report Delivered to Stakeholders via Integrated Service
Given a scheduled or manual report is generated When delivery is triggered Then the system sends the report file to all configured stakeholder email addresses via the integrated reporting service, logs a delivery record with timestamp, and displays a success notification to the user.

RenewFlex

Provide flexible renewal options for group passes, allowing automatic rollovers, scheduled reminders, or one-click manual renewals. Clubs can define custom grace periods and discounted early-renewal incentives to maximize retention without extra administrative effort.

Requirements

Automatic Pass Rollover
"As a club manager, I want expired group passes to renew automatically so that members maintain uninterrupted access without manual processing."
Description

Automatically renew group passes upon expiration based on club-defined rollover settings, eliminating manual intervention and ensuring continuous access for members. The system checks eligible passes, applies the rollover, updates membership status, and notifies administrators of successful renewals.

Acceptance Criteria
Automatic Rollover for Eligible Group Passes
Given a group pass with auto-rollover enabled and expiration date of today When the midnight rollover job executes Then a new group pass is created with identical terms starting tomorrow And the member’s membership status is updated to active without interruption
Grace Period Renewal Within Defined Window
Given a group pass expired 3 days ago and a club-defined grace period of 7 days with auto-rollover enabled When the rollover job runs during the grace period Then the pass is automatically renewed and access remains uninterrupted And the renewal date is recorded as the original expiration date
Early Renewal Discount Application
Given a group pass with auto-rollover enabled and configured early-renewal discount for passes renewed more than 5 days before expiration When the system processes a rollover job 6 days before the expiration date Then the renewal is applied using the discounted rate defined by the club
Handling Payment Failures During Rollover
Given a group pass due for auto-rollover and payment method on file When the payment attempt fails during the rollover process Then the system retries the payment according to the club’s retry policy And the pass status is marked as pending renewal if all retries fail And administrators receive an alert for manual intervention
Administrator Notification of Rollover Results
Given completion of the auto-rollover job When passes are successfully renewed or fail after retries Then an email summary is sent to administrators listing all successful renewals and failures And the summary includes pass IDs, member names, and renewal status
Scheduled Renewal Reminders
"As a member, I want to receive reminders before my pass expires so that I can renew on time and avoid service interruptions."
Description

Send customizable email or in-app notifications to members and administrators at configurable intervals before pass expiration. This keeps members informed, reduces lapsed memberships, and prompts timely renewals without extra administrative effort.

Acceptance Criteria
Member Receives Renewal Reminder Email
Given a member has a pass expiring in the configured interval and email reminders are enabled When the scheduled reminder job runs at the defined time Then the member receives an email at each configured interval before pass expiration
Member Receives Renewal Reminder In-App Notification
Given a member logs into the app within the configured reminder window and in-app notifications are enabled When the member accesses their dashboard Then an in-app notification appears reminding them of the upcoming pass expiration
Administrator Receives Renewal Summary Notification
Given an administrator has enabled summary notifications for upcoming expirations When the system compiles all passes expiring within the configured interval Then the administrator receives a consolidated notification listing all members with expiring passes
Early-Renewal Incentive Reminder Sent
Given an early-renewal discount is configured for members within the early-renewal window When the reminder job runs during this window Then the reminder message includes the discounted rate details and instructions for one-click renewal
Customized Reminder Schedule Applied
Given a club has defined custom reminder intervals (e.g., 30, 14, 7 days) before expiration When the system triggers each scheduled reminder Then reminders are sent exactly at each specified interval without duplicates or omissions
One-Click Manual Renewal
"As an administrator, I want to manually renew a member’s pass in one click so that I can quickly handle special cases or exceptions without navigating multiple screens."
Description

Provide a streamlined interface allowing members or admins to renew group passes with a single click. The flow pre-fills pass details, applies any active discounts, processes payment, and updates membership records instantly.

Acceptance Criteria
Member clicks Renew button on dashboard
Given a logged-in member with an active group pass, when the member clicks the 'Renew Now' button on their dashboard, then the system must pre-fill pass details, apply any eligible discounts, process the payment using the member's saved payment method without additional input, and immediately update the membership record with the new expiration date.
Admin initiates renewal for a member
Given an admin viewing a member's profile in the club management dashboard, when the admin clicks 'One-Click Renew' for a selected group pass, then the system must pre-fill the pass details, apply relevant discounts, charge the member's saved payment method, and reflect the renewed status and new expiry on both the member's and admin's interfaces instantly.
Member renews during custom grace period
Given a member within the defined grace period following pass expiration, when the member uses the one-click renewal feature, then the system must allow renewal at the standard rate, calculate extension starting from the original expiration date, and update the membership record to show the correct new expiration date.
Member renews with active early-renewal discount
Given a member attempts to renew within the early-renewal window, when the member uses one-click renewal, then the system must automatically apply the discounted price, display the discounted amount before confirmation, process payment of the discounted amount, and update the membership record accordingly.
Renewal payment failure handling
Given a member initiates one-click renewal when their saved payment method is invalid or declined, when the payment is processed, then the system must detect the failure, display a clear error message prompting for updated payment information, and ensure no changes are made to the membership record until a successful payment occurs.
Custom Grace Period Configuration
"As a club owner, I want to set a grace period after pass expiration so that members have additional time to renew and avoid losing access immediately."
Description

Enable clubs to define flexible grace periods after pass expiration during which members retain access. Settings include grace duration, access restrictions, and automatic deactivation, giving clubs control over retention strategies.

Acceptance Criteria
Configuring Grace Period Duration
Given the club admin is on the Custom Grace Period Configuration page When the admin enters a grace period of 7 days and clicks Save Then the system stores the grace period value as 7 days and shows a confirmation message
Defining Access Restrictions During Grace Period
Given the admin selects 'Limited Access' and chooses member-only areas for the grace period When the admin saves the configuration Then members in the grace period can only access the designated areas and all other features are blocked
Automatic Pass Deactivation Post-Grace Period
Given a member’s pass expires and their 5-day grace period has passed Then the system automatically deactivates the pass, revokes all access rights, and sends a deactivation notification to the member
Previewing Grace Period Impact on Member Access
Given the admin has configured grace period settings When the admin clicks the Preview button Then the system displays a sample member profile showing active access restrictions and remaining days in the grace period
Handling Invalid Grace Period Input
Given the admin enters a grace period of 0 days or a negative number When the admin attempts to save Then the system rejects the input and displays an error message 'Grace period must be between 1 and 30 days'
Early Renewal Discount Management
"As a marketing coordinator, I want to offer a discount for early pass renewals so that I can incentivize timely renewals and improve member retention."
Description

Allow clubs to configure and apply discounted rates for early renewals. The system calculates eligibility based on renewal date, applies the appropriate discount, and tracks incentive uptake to optimize retention campaigns.

Acceptance Criteria
Configuring Early Renewal Discount
Given the club manager is on the Early Renewal Discount settings page When they enter a valid discount rate between 1% and 100%, select an early renewal window, and click Save Then the system stores the settings and displays a confirmation message
Applying Discount on Eligible Renewals
Given a member’s pass renewal date falls within the configured early renewal window When the member initiates a renewal Then the system automatically applies the configured discount to the renewal fee
Excluding Late Renewals From Discount
Given a member’s pass renewal date is after the end of the early renewal window When the member renews Then the system charges the standard full price and does not apply any discount
Tracking Discount Uptake in Reports
Given the Early Renewal Discount program has been active for a billing cycle When the club manager views the renewal report Then the report lists the total number of early renewals, total discounts applied, and percentage uptake rate
Calculating Eligibility with Custom Grace Period
Given the club has set a custom grace period for renewals When a member renews within the grace period after expiry Then the system determines discount eligibility based on the grace period and applies the discount if within the early window plus grace period

CreditShift

Enable group administrators to reallocate unused session credits among members, transfer credits to future passes, or convert leftover quotas into alternate perks. This dynamic credit redistribution ensures no session goes to waste and keeps every member engaged.

Requirements

Credit Reallocation Interface
"As a group administrator, I want an intuitive interface to reallocate unused credits among members so that I can efficiently optimize session usage and maintain engagement."
Description

An interactive UI module within ClubSpark's dashboard that allows group administrators to view unused session credits per member, select credits to reallocate, choose target members, specify quantities, and confirm the reallocation. The interface integrates with existing membership and payment systems, validates available credits in real time, enforces business rules, and updates member accounts instantly upon confirmation.

Acceptance Criteria
Admin Views Unused Session Credits
Given a group administrator accesses the Credit Reallocation Interface, when the interface loads, then the system displays a list of all members with their names, profile pictures, and current unused session credit counts in descending order.
Admin Redistributes Credits Between Members
Given a member has at least X unused credits, when the administrator selects the member, chooses a target member, specifies Y credits where Y ≤ X, and confirms, then the source member’s unused credits decrease by Y, the target member’s credits increase by Y, and a confirmation message is shown.
Admin Transfers Credits to Future Passes
Given a member has unused credits, when the administrator selects the “Transfer to Future Pass” option and specifies the number of credits, then those credits are reserved for the next pass purchase in the member’s account and reflected in the pending pass balance.
Admin Converts Credits into Alternate Perks
Given a list of available perks and member credits, when the administrator selects a perk and specifies credits equal to the perk’s required amount, then the system deducts the credits from the member, applies the perk to the member’s account, and displays a success notification.
Real-Time Credit Availability Validation
Given the administrator inputs a number of credits to reallocate that exceeds the member’s available balance, when the input is entered, then the system disables the “Confirm” button and displays an inline error message indicating insufficient credits.
Future Pass Credit Transfer
"As a group administrator, I want to transfer leftover credits into future pass sessions so that members can utilize credits in upcoming classes without manual adjustments."
Description

A backend service and UI workflow that enables administrators to transfer leftover credits into future pass sessions. The system should allow selection of a credit pool, mapping to upcoming scheduled passes, conversion ratios, and ensure the new passes reflect correctly in member schedules and billing records.

Acceptance Criteria
Transfer leftover credits to future pass sessions
Given an administrator selects a credit pool and upcoming pass date, when they confirm the transfer, then the system deducts the correct number of unused credits and allocates equivalent future pass sessions to each member.
Conversion ratio application for credit transfer
Given the defined conversion ratio for credit-to-pass conversion, when a transfer is executed, then each member receives the correct number of future sessions calculated using the preset ratio.
Member schedule update after transfer
Given credits have been converted to future pass sessions, when the transfer completes, then each member’s schedule displays the new pass dates and counts accurately in their dashboard.
Billing record update upon credit transfer
Given a credit transfer is processed, when the system finalizes the transfer, then the member’s billing record reflects the reserved future sessions with no change to past invoices.
Validation of insufficient credits
Given an administrator attempts to transfer more credits than available, when they submit the transfer request, then the system displays an error preventing the transfer and prompts to adjust the credit quantity.
Perk Conversion Engine
"As a group administrator, I want to convert unused credits into alternative perks so that no credit value is wasted and member satisfaction increases."
Description

A rules engine that converts unutilized credits into alternative perks such as merchandise discounts, guest passes, or donation credits. Administrators can define perk conversion rates, select eligible credits, and apply conversions in bulk. The engine must update member benefit balances, notify members of new perks, and log transactions.

Acceptance Criteria
Bulk Perk Conversion Execution
Given an administrator selects 100 unused credits across 10 members and initiates a conversion to guest passes, when the conversion is confirmed, then the system deducts the correct number of credits from each member and adds the corresponding number of guest passes to each account.
Perk Balance Update Verification
Given a member with 20 unused credits, when the administrator converts 10 credits into a 10% merchandise discount, then the member's discount balance is increased by one 10% voucher and the remaining credits are updated to 10.
Notification Delivery Confirmation
Given a member account that received a converted perk, when the conversion process completes, then the member is sent an email and in-app notification summarizing the new perk and remaining credits within 5 minutes.
Conversion Rate Configuration
Given an administrator defines a new perk conversion rule of 2 credits = $5 donation credit, when this rule is saved in the engine, then the rule appears in the conversion rates settings and is available for immediate use in subsequent conversions.
Transaction Audit Logging
Given any perk conversion transaction, when the conversion is processed, then the system logs the transaction with member ID, conversion type, number of credits consumed, timestamp, and administrator ID, and each log entry is retrievable via the audit interface.
Criteria-based Redistribution Rules
"As a group administrator, I want to set up automated redistribution rules based on specific criteria so that credit management runs with minimal manual intervention."
Description

A configurable rule system that allows administrators to automate bulk credit redistribution based on defined criteria such as inactivity thresholds, upcoming session demand, or membership tier. The system should support rule creation, scheduling, testing in sandbox mode, and seamless application of redistributions according to set policies.

Acceptance Criteria
Scheduled Rule Execution for Inactivity Threshold
Given an inactivity threshold rule is scheduled to run weekly When the scheduled time is reached Then all members inactive for the past 30 days have their unused credits redistributed according to the rule parameters And an administrator receives a report summarizing redistributed credits
Rule Creation and Testing in Sandbox Mode
Given an administrator is in sandbox mode When they create a new redistribution rule based on upcoming session demand Then the rule can be previewed with sample data without affecting production credits And the administrator can adjust parameters before promoting the rule to production
Bulk Redistribution Following Upcoming Session Demand
Given a demand-based redistribution rule is active When an upcoming session has twice the number of registrants than available slots Then the system reallocates excess credits from low-demand sessions to members waiting for the high-demand session And notifications are sent to affected members explaining the credit transfer
Membership Tier-Based Redistribution
Given a tier-based redistribution rule is defined for premium members When monthly credits remain unused by premium members Then the unused credits are automatically converted into premium-tier perks for distribution And tier-eligible members receive a notification of their new perks
Error Handling During Rule Application
Given a redistribution rule is applied to a large pool of members When an error occurs for any member due to data inconsistency Then the system logs the error, skips only the affected member, and continues processing the rest And an administrator receives an alert with details of the skipped entries
Audit Trail Logging
"As a compliance officer, I want an audit log of all credit redistributions so that I can track changes and generate reports for accountability."
Description

An audit logging module that records all credit redistribution actions, capturing details like administrator identity, timestamps, affected members, credit quantities, and transaction types. Logs should be immutable, searchable via filters, and exportable for compliance and reporting purposes.

Acceptance Criteria
Admin reallocates credits between members
Given an administrator initiates a reallocation of 5 session credits from Member A to Member B, When the operation completes successfully, Then an immutable audit log entry is created capturing administrator ID, timestamp, source member ID, target member ID, credit quantity, and transaction type 'reallocation'.
Admin transfers credits to future passes
Given an administrator opts to transfer 10 unused session credits from Member C to Member D's future pass, When the transfer is confirmed, Then the system logs an immutable entry with administrator ID, timestamp, source member ID, target pass ID, credit quantity, and transaction type 'transfer_to_future_pass'.
Admin converts leftover quotas into perks
Given an administrator converts 8 leftover session credits of Member E into alternate perks, When the conversion is processed, Then an immutable audit log entry is generated including administrator ID, timestamp, member ID, credit quantity, and transaction type 'convert_to_perk'.
Audit logs are searched with filters
Given multiple audit log entries exist in the system, When the administrator applies filters by date range, administrator ID, and transaction type, Then only the matching log entries are returned and displayed in chronological order.
Audit logs are exported for reporting
Given filtered audit log entries are displayed on-screen, When the administrator clicks 'Export Logs', Then the system generates and downloads a CSV file containing all displayed entries with correct headers and values.
Notification and Confirmation System
"As a member, I want to receive notifications when my credits are reallocated or converted so that I can stay informed and plan my activities."
Description

A notification subsystem that automatically sends email and in-app messages to members and administrators when credits are reallocated, transferred, or converted. Messages should include action summaries, updated credit balances, next steps, and links to member dashboards.

Acceptance Criteria
Notification on Credit Reallocation Between Members
Given an administrator reallocates session credits from Member A to Member B When the reallocation is confirmed in the system Then both Member A and Member B receive an email and in-app notification within 5 minutes containing the number of credits moved, their updated credit balances, and a link to their member dashboard
Alert for Credit Transfer to Future Pass
Given a member opts to transfer unused credits to a future pass When the transfer request is processed successfully Then the member receives an email and in-app message detailing the transferred credit amount, the future pass details, next steps for activation, and a dashboard link
Confirmation of Quota Conversion into Perks
Given a member converts leftover session quotas into alternative perks When the conversion is completed Then the member is notified via email and in-app notification including a summary of the converted perks, remaining quotas if any, and instructions for redeeming the perks on their dashboard
Dashboard Link Inclusion in Notifications
Given any credit reallocation, transfer, or conversion event occurs When the notification is generated Then the notification content (both email and in-app) must include a clickable link that directs the user to the relevant section of their member dashboard
Administrator Notification on Member Credit Changes
Given any credit redistribution action affecting members When the action is finalized Then all group administrators receive an email and in-app alert summarizing the action taken, affected members, new credit balances, and a link to the admin dashboard for reporting

ExpiryAlert

Send proactive notifications to both group organizers and individual members ahead of pass expiration. Customizable alerts via email or in-app messages ensure timely renewals, reduce dropout risk, and maintain continuous access for active groups.

Requirements

Scheduled Expiry Alerts
"As a club manager, I want to set up automated alerts a week, three days, and one day before pass expiration so that members have sufficient notice to renew and maintain continuous access."
Description

Enable administrators to configure automated alerts that are sent at customizable intervals (e.g., 7 days, 3 days, 1 day) before a pass expires. This functionality ensures timely notifications, allowing members and organizers to renew or manage passes proactively, thereby reducing the risk of service interruption and membership drop-offs.

Acceptance Criteria
Admin configures multiple alert intervals
Given an administrator is on the expiry alert configuration page When the administrator sets alert intervals to 7, 3, and 1 days before expiration and saves the settings Then the system schedules alert notifications at 7, 3, and 1 days before each pass expiration
Member receives alerts at predefined intervals
Given a member has a pass expiring in 3 days When the system processes the scheduled alerts for the day Then the member receives an expiry notification via their preferred channel within 5 minutes
Organizer receives group member expiry alerts
Given a group organizer has active members with passes expiring in 7 days When a pass reaches the 7-day threshold Then the organizer receives a consolidated notification listing all expiring passes for their group
Alerts use correct communication channel
Given alert channel preferences are set to email for members and in-app for organizers When alerts are dispatched at configured intervals Then member alerts are sent by email and organizer alerts appear as in-app notifications
No duplicate expiry alerts sent
Given scheduled alert jobs may run multiple times due to system restarts When an alert interval threshold is met Then the system sends exactly one notification per pass per configured interval
Multi-Channel Notification Delivery
"As a gym member, I want to receive pass expiry reminders via my preferred channel (email, SMS, or in-app) so that I don't miss renewal notices due to overlooked communications."
Description

Support sending expiry alerts through multiple channels including email, in-app push notifications, and SMS. Users can choose preferred channels, ensuring that alerts reach members through their most accessible and engaging mediums, maximizing the likelihood of prompt renewals.

Acceptance Criteria
Organizer Selects Email as Preferred Notification Channel
Given a group organizer has set their notification preference to email, When a pass is 7 days from expiration, Then the system sends an expiry alert to the organizer’s registered email address.
Member Receives In-App Push Notification
Given a member has allowed in-app push notifications, When their pass is 3 days from expiration, Then the mobile app displays a push notification alerting them to renew their pass with a deep link to the renewal page.
Member Receives SMS Notification
Given a member has provided a valid phone number and opted into SMS notifications, When their pass is 1 day from expiration, Then the system sends an SMS message containing the expiration details and renewal link.
Multiple Channels Fallback Mechanism
Given a member has selected both email and SMS as channels, When an expiry alert is triggered, Then the system sends the email first and if no delivery confirmation within 1 hour, sends an SMS fallback message.
Updating Notification Preferences
Given a user updates their notification channel preferences in the profile settings, When the update is saved successfully, Then future expiry alerts are sent using the newly selected channels only.
Customizable Alert Templates
"As a marketing coordinator, I want to customize expiry alert templates with our club's branding and personalized messages so that the notifications feel familiar and engaging to members."
Description

Provide a library of editable notification templates with dynamic placeholders (e.g., member name, pass type, expiration date). Administrators can personalize message content to align with club branding and communication style, improving member engagement and reinforcing brand consistency.

Acceptance Criteria
Template Library Access
Given an authenticated administrator, when they navigate to the ExpiryAlert settings, then a library of default notification templates is displayed with titles, descriptions, and preview options.
Template Content Editing
Given an administrator selects a default template, when they enter editing mode, then they can modify text fields, add or remove dynamic placeholders (e.g., {{MemberName}}, {{PassType}}, {{ExpiryDate}}), and save changes.
Placeholder Data Rendering
Given a template with dynamic placeholders and a sample member record, when the administrator previews the template, then the placeholders are replaced with the correct sample data for name, pass type, and expiration date.
Branding Consistency Check
Given a club’s branding settings (logo, color palette, font), when an administrator customizes a template, then the preview reflects the club’s logo and color styles correctly and maintains readability.
Notification Dispatch Preview
Given a customized template, when the administrator sends a test notification via email or in-app message, then the test message arrives formatted as per the template and contains accurate placeholder values.
Save and Reuse Custom Templates
Given a customized notification template, when the administrator saves it, then the template appears in the library under “Custom Templates” and can be selected for future expiry alerts.
User Alert Preferences
"As a member, I want to manage my notification settings so that I only receive alerts through channels and times that suit me, avoiding unnecessary interruptions."
Description

Allow individual members to manage their alert preferences, including opting in or out of specific channels and selecting desired notification lead time. This empowers users with control over their communication settings, enhancing user satisfaction and reducing unwanted message fatigue.

Acceptance Criteria
Access Alert Preferences Page
Given a logged-in member When they navigate to Settings > Alert Preferences Then they see options to opt in or out of email and in-app notifications and a dropdown to select notification lead time
Opt In to Email Notifications
Given the Alert Preferences page is displayed When the member toggles on email notifications and saves changes Then a confirmation message appears and the system schedules email alerts based on the selected lead time
Opt Out of In-App Notifications
Given the in-app notification option is currently enabled When the member toggles off in-app notifications and saves Then the system disables future in-app alerts and updates the member’s preferences accordingly
Configure Notification Lead Time
Given the Alert Preferences page is displayed When the member selects a lead time value (e.g., 1, 3, 7 days) and saves Then future expiration alerts are sent according to the chosen lead time
Persist Preferences Across Sessions
Given a member has saved their notification preferences When they log out and log back in or revisit the Alert Preferences page Then the previously saved notification channels and lead time settings are displayed correctly
Expiry Insights Dashboard
"As an operations manager, I want a summary dashboard of upcoming expirations and past alerts so that I can track renewal rates and intervene with at-risk members in a timely manner."
Description

Develop a dedicated dashboard section displaying upcoming pass expirations, notification history, and renewal rates. This overview helps administrators monitor alert performance, identify at-risk members, and take proactive actions to improve retention and engagement.

Acceptance Criteria
Viewing Upcoming Expirations for Next 30 Days
Given the admin filters dashboard for upcoming expirations in the next 30 days, When applied, Then the system displays only passes expiring within this period; Each entry shows member name, pass type, expiration date, and days remaining; Entries are sorted in ascending order by expiration date.
Reviewing Sent Notification History for a Member
Given the admin selects a member record, When viewing notification history, Then the dashboard lists all alerts sent to that member with date, alert type (email or in-app), template name, and delivery status; The history can be filtered by date range and alert status.
Analyzing Renewal Rates Over a Selected Period
Given the admin selects a custom time range, When applied, Then the dashboard displays total expired passes, number of renewals within 7 days post-expiration, and calculates the renewal rate as a percentage; The data is presented in both chart and table formats.
Highlighting At-Risk Members with No Alerts Sent
Given the dashboard loads expiry data, When members have pass expirations within the next 7 days and no alerts have been sent, Then those members are flagged with a red icon in the list; An export option includes a column for the at-risk flag.
Exporting Filtered Insights Data to CSV
Given the admin applies filters to the dashboard, When clicking the 'Export CSV' button, Then the system generates and downloads a CSV file containing all visible records and columns (member name, pass type, expiration date, notification history, renewal status); The download initiates within 5 seconds.

ShoutStream

Delivers real-time highlights of member milestones, event photos, and club announcements in a continuous feed. Keeps everyone instantly informed and sparks spontaneous engagement by celebrating achievements and updates as they happen.

Requirements

Real-Time Feed Renderer
"As a club member, I want the ShoutStream feed to update in real-time so that I can see the latest club highlights and announcements instantly."
Description

Implement a dynamic feed component that automatically retrieves and displays new ShoutStream entries (milestones, photos, announcements) without requiring manual page refresh. The component should smoothly append, update, and animate incoming content in chronological order, ensuring low latency and consistent performance across devices.

Acceptance Criteria
Real-Time Entry Append
Given the feed component is active, when a new ShoutStream entry is created, then it appears at the top of the feed automatically within 2 seconds.
Photo Entry Load and Display
Given a new photo milestone is posted, when the feed receives the entry, then the image loads and displays with placeholder-to-image transition within 3 seconds.
Maintaining Chronological Order During High-Frequency Updates
Given 10 or more entries are posted in rapid succession, when they arrive at the client, then they are appended in correct chronological order without gaps or duplicates.
Network Reconnection and Data Sync
Given the connection is lost then restored, when the feed component reconnects, then it fetches and displays any missed entries in correct order without duplicates.
Feed Performance Under Load
Given 100 simultaneous entry updates, when processing the incoming data stream, then frame rendering time stays below 16ms and memory usage remains under 200MB.
Multimedia Upload Service
"As a club manager, I want to upload event photos and videos directly into ShoutStream so that our community can relive memorable moments."
Description

Provide an integrated media upload service that allows admins and authorized users to attach images and short videos to ShoutStream posts. The service must handle file validation, resizing, compression, and storage, then make media assets available in the feed with responsive rendering.

Acceptance Criteria
Admin Valid Image Upload
Given an admin selects a JPEG or PNG image file of size <= 5MB, When they initiate the upload, Then the system validates the file type and size, stores it successfully, and returns a media URL and thumbnail preview within 2 seconds.
Admin Valid Video Upload
Given an admin selects an MP4 video file of size <= 50MB, When they initiate the upload, Then the system validates the file type and size, transcodes it to 720p MP4, stores it successfully, and returns a playable media URL with an upload progress indicator.
Unsupported File Type Rejection
Given a user selects a non-supported file type (e.g., .exe, .docx), When they initiate the upload, Then the system rejects the file immediately with an 'Unsupported file type' error message within 1 second and does not store the file.
Image Resizing and Compression
Given an uploaded image with dimensions exceeding 2000x2000 pixels, When processing the upload, Then the system generates a thumbnail (200x200 px) and a medium version (800x800 px), compresses each to reduce file size by at least 30% without perceptible quality loss, and stores both versions successfully.
Responsive Media Rendering
Given the media feed is viewed on devices with different screen widths (e.g., 375px mobile, 1200px desktop), When the feed loads, Then images and videos render responsively at 100% container width on mobile and up to 600px width on desktop while maintaining the original aspect ratio.
Milestone Detection & Highlighting
"As a member, I want my personal milestones to be recognized and showcased in ShoutStream so that I feel valued and motivated."
Description

Develop a milestones engine that identifies member achievements (e.g., anniversaries, goals reached) from membership data and automatically generates ShoutStream entries. The feature should support customizable milestone templates and highlight visuals to celebrate member accomplishments.

Acceptance Criteria
Anniversary Milestone Detection
Given a member whose join date anniversary falls on the current date, when the milestone engine executes its daily job, then a ShoutStream entry is created containing the member’s name, milestone label, and the configured anniversary visual.
Goal Achievement Detection
Given a member’s tracked metric meets or exceeds a predefined goal threshold, when the membership data is updated, then the milestone engine automatically generates a ShoutStream entry reflecting the goal achieved, including the metric value and associated graphic.
Custom Milestone Template Application
Given an administrator has defined a custom milestone template with placeholders and custom visuals, when a matching milestone is detected, then the system populates placeholders accurately and displays the chosen visual in the ShoutStream entry.
Highlight Visual Quality Assurance
Given a milestone trigger requires a highlight visual, when the milestone engine generates the ShoutStream entry, then the image meets the specified dimensions and resolution, displays correctly on web and mobile feeds, and passes accessibility contrast checks.
Duplicate Milestone Prevention
Given a member milestone has already been posted, when the milestone engine runs again for the same milestone and member, then no new ShoutStream entry is created, preventing duplicate notifications.
Notification Engine Integration
"As a member, I want to receive timely notifications about new ShoutStream posts so that I never miss important club updates."
Description

Integrate the ShoutStream feed with the platform’s push notification system to alert users of new highlights and announcements. Notifications should be configurable by type and frequency, delivered via in-app and mobile push channels, and respect user notification preferences.

Acceptance Criteria
User Configures ShoutStream Notification Preferences
Given the user navigates to notification settings When the user selects which ShoutStream event types and frequency they wish to receive Then the preferences are saved and reflected in their profile configuration
Receive In-App Notifications for New Highlights
Given a new highlight is posted to ShoutStream When the user is active in the mobile or web app Then an in-app notification banner appears within 2 seconds displaying the highlight title and source club
Receive Mobile Push Notifications for Member Milestones
Given the user has enabled mobile push channels and opted in for milestone notifications When a member milestone is published on ShoutStream Then a push notification is delivered to the user’s device within 5 seconds containing the milestone summary
Respect Do Not Disturb Hours and Frequency Limits
Given the user has configured Do Not Disturb hours or maximum daily notification limit When a ShoutStream event occurs during DND hours or would exceed the daily limit Then the notification is suppressed or deferred and logged for later delivery
Fallback to In-App Alerts on Push Failure
Given that a push notification attempt fails due to device offline or error When the retry threshold is reached Then an in-app notification is generated on next app launch to ensure the user sees the ShoutStream event
Feed Moderation Dashboard
"As an admin, I want to review and moderate ShoutStream posts before publication so that all shared content aligns with our community guidelines."
Description

Create an admin dashboard for moderating ShoutStream content, enabling authorized personnel to review, approve, edit, or remove posts before they go live. The dashboard should include filtering, search, and audit logs to ensure content quality and compliance.

Acceptance Criteria
Reviewing New Posts Queue
Given a moderator is on the New Posts tab in the Feed Moderation Dashboard, when they select a pending post then they can view post details and approve or reject it within 5 seconds of opening.
Searching Specific Content Items
Given a moderator enters a keyword into the search bar, when they press Enter then only posts containing that keyword in text, username, or tags appear in the list within 2 seconds.
Filtering by Status and Date
Given a moderator filters posts by status (Pending, Approved, Rejected) and date range, when they apply the filters then only posts matching the selected status and falling within the specified date range are displayed.
Editing Post Content
Given a moderator selects an approved post and clicks Edit, when they update the text or image and save changes then the updated post is queued for re-approval and marked with an audit entry.
Viewing Audit Logs
Given a moderator opens the Audit Logs section, when they specify a date and moderator name then all moderation actions matching those parameters are listed with timestamps and action details.

SnapShare

Enables members to capture and upload photos and videos directly into the feed with tags, captions, and custom filters. Enhances storytelling and community connection by showcasing vibrant club moments and personal experiences.

Requirements

In-App Media Capture & Upload
"As a member, I want to capture and upload photos and videos directly in the app so that I can share my club experiences in real time."
Description

Enable members to capture photos and videos directly within the ClubSpark app and upload them to the SnapShare feed. This feature leverages the device camera API for seamless media capture, automatically handles file compression and format conversion to optimize for performance, and integrates with the backend storage service to store media securely. It improves user engagement by reducing friction in sharing club experiences, ensuring high-quality uploads without leaving the app environment.

Acceptance Criteria
Activate Device Camera from SnapShare Interface
Given a logged-in member is on the SnapShare feed page When they tap the camera icon Then the device’s native camera interface launches within 2 seconds
Capture and Stop Video Recording
Given the camera interface is active When the member presses and holds the record button Then video recording starts within 1 second And when the member releases the record button Then recording stops and the preview screen appears
Automatic Media Compression and Format Conversion
Given a captured photo or video When the media is saved Then it is automatically converted to .jpg for photos and .mp4 for videos And compressed so that photos are <=5MB and videos are <=50MB
Upload Media to SnapShare Feed
Given a compressed media file When the member taps the Upload button Then an upload progress indicator displays And the media appears in the SnapShare feed within 5 seconds of completion
Handle Upload Failures and Retries
Given an in-progress upload When a network interruption occurs Then an error message displays with a Retry button And upon tapping Retry the upload resumes or restarts successfully
Caption & Hashtag Tagging
"As a member, I want to add captions and hashtags to my uploads so that others can understand and discover my content based on shared interests."
Description

Provide an interface for members to add descriptive captions and custom hashtags to their uploaded photos and videos. This requirement includes an autocomplete suggestion engine for popular tags, character count limits with UI feedback, and validation rules to prevent prohibited content. It enhances content discoverability, encourages community interaction around trending topics, and integrates with the search index to surface tagged media in related queries.

Acceptance Criteria
Adding Caption and Hashtags during Upload
Given a member selects a photo or video for upload and enters a caption of up to 200 characters and at least one hashtag prefixed with '#', when they submit the upload, then the media is successfully uploaded and the caption and hashtags are stored and displayed with the media.
Autocomplete Tag Suggestions
Given a member begins typing a hashtag in the caption field, when they type at least 2 characters after '#', then the system displays up to 5 autocomplete suggestions based on trending tags and updates suggestions as more characters are entered.
Character Limit Feedback
Given a member is entering a caption, when they reach 180 characters, then the UI displays a warning that only 20 characters remain, and if they exceed 200 characters, the input is prevented and an error message is shown.
Prohibited Content Validation
Given a member submits a caption or hashtag containing prohibited words or phrases, when they attempt to upload, then the system blocks the upload and displays a clear error message identifying the violation.
Tagged Media Search Integration
Given a member searches the feed using a hashtag, when the search is executed, then media tagged with that hashtag appears in the search results sorted by most recent upload date.
Custom Filters & Basic Editing Tools
"As a member, I want to apply filters and make simple edits to my photos and videos so that I can enhance their appearance before sharing with the community."
Description

Offer a suite of custom photo filters and basic editing capabilities (crop, rotate, brightness/contrast adjustments) before users upload their media. Built on a lightweight client-side image processing library, this feature ensures edits are applied in real time without additional server load. It elevates the visual appeal of user-generated content, promotes creative expression, and integrates seamlessly with the upload workflow so that edited media is stored and displayed correctly in the SnapShare feed.

Acceptance Criteria
Selecting and Applying a Custom Filter
Given an image loaded in the SnapShare editor, When the user selects a custom filter, Then the preview updates within 1 second with the selected filter applied correctly.
Cropping and Rotating an Image
Given an image in the editor, When the user applies crop or rotate actions, Then the preview instantly reflects the precise crop and rotation, preserving 100% of the original resolution in the edited output.
Adjusting Brightness and Contrast
Given an image open for editing, When the user changes brightness or contrast sliders, Then the preview updates in real time and the final upload reflects the exact slider values applied.
Previewing Edits Before Upload
Given the user has applied one or more edits, When they tap the preview button, Then they see the full-screen final image with all filters and adjustments exactly as they will appear post-upload.
Saving Edited Media to Feed
Given the user confirms upload, When the edited media is uploaded, Then the image is stored with edits intact and displays correctly in the SnapShare feed within 2 seconds.
Real-Time Feed Integration
"As a club member, I want to see new photos and videos appear in my feed immediately so that I stay connected with the community’s latest activities."
Description

Automatically surface newly uploaded SnapShare media in the club’s live activity feed, with support for infinite scroll, lazy loading, and pagination. This requirement includes real-time WebSocket or push notification integration to notify users of fresh content, ensures media thumbnails load efficiently, and supports responsive display on various devices. It keeps members engaged by showcasing club moments instantly and drives platform stickiness through dynamic content updates.

Acceptance Criteria
New SnapShare Upload Displayed in Real-Time Feed
Given a member uploads a photo or video via SnapShare, When the upload is completed, Then the media appears at the top of the club’s live activity feed for all users within 2 seconds, And the media displays the correct tags and caption without any distortion
Lazy Loading of Media Thumbnails During Scroll
Given a user scrolls through the live activity feed, When new media thumbnails enter the viewport, Then only those thumbnails load dynamically, And thumbnails outside the viewport remain unloaded until they approach the visible area
Push Notification of Fresh Content via WebSockets
Given the client has an active WebSocket connection, When a new SnapShare upload is processed by the server, Then the server pushes a notification event to the client within 1 second, And the client displays an in-app alert informing the user of new content
Infinite Scroll Pagination Behavior
Given a user reaches the bottom of the current feed page, When the user remains idle for 1 second, Then the next batch of 20 media items loads automatically, And no duplicate or missing items appear in the feed
Responsive Media Display Across Devices
Given a user accesses the live feed on mobile, tablet, or desktop, When the viewport size is detected, Then the feed layout adjusts (1 column on mobile, 2 on tablet, and 3 on desktop), And media maintains correct aspect ratio without overflow
Content Moderation & Privacy Controls
"As a club manager, I want to control who can view and post media and review flagged content so that the SnapShare feed remains safe and appropriate for all members."
Description

Implement a moderation framework and privacy settings for SnapShare uploads, allowing members to mark posts as public, club-only, or private. Include automated content screening for prohibited images and manual flag-and-review workflows for moderators. Integrate with member roles to enforce access controls and display media visibility status in the feed. This ensures a safe environment, protects member privacy, and aligns with community guidelines.

Acceptance Criteria
Member Selects Privacy Level for Upload
Given a member is creating a SnapShare post When they select one of the privacy options (Public, Club-Only, Private) Then the system saves the selected option and displays the corresponding privacy icon beside the post
Automated Screening Blocks Prohibited Content
Given a member attempts to upload media containing prohibited content When the automated screening engine evaluates the media Then the upload is blocked, the post is not published, and the member receives a notification explaining the rejection
Moderator Reviews Flagged Content
Given a piece of content has been flagged by one or more members When a moderator opens the moderation queue Then the flagged content appears with metadata (uploader, timestamp, flag reason) and the moderator can choose to approve, remove, or escalate
Club-Only Content Visibility
Given a post is marked as Club-Only When a non-member or guest user views the feed Then the post is hidden and replaced with a placeholder stating "Club-Only Content" And when a club member views the feed, the post is fully visible
Privacy Status Display in Feed
Given a SnapShare post is published When any user views the feed Then each post displays an icon indicating its privacy status And hovering over the icon shows a tooltip describing the privacy level

RSVPQuick

Integrates one-tap event sign-ups within feed posts, displaying live attendee counts and sending automated reminders. Streamlines participation, boosts attendance rates, and ensures members never miss their favorite events.

Requirements

One-Tap RSVP
"As a club member, I want to RSVP to events with one tap directly from my feed so that I can sign up quickly without navigating away from the main interface."
Description

Enable members to RSVP to events directly from their activity feed with a single tap, without leaving the feed interface. This feature streamlines the sign-up process, reduces friction, and increases engagement by providing immediate feedback on RSVP success. It integrates seamlessly with existing event modules to update attendance lists in real time and reflect changes across member dashboards and notifications.

Acceptance Criteria
RSVP via feed post one-tap
Given a member is logged in and viewing the activity feed, When they tap the 'RSVP' button on an event post, Then the system displays a success message within 2 seconds and updates the event attendance list to include the member.
Network failure handling during RSVP
Given the member taps 'RSVP' but experiences a network failure, When the system cannot confirm the RSVP, Then an error message is displayed and the member can retry without losing their state.
Prevent duplicate RSVPs
Given a member has already RSVP'd to an event, When they tap 'RSVP' again, Then the system disables the RSVP button and displays 'Already RSVP'd' to prevent duplicate entries.
Update attendee count in real-time
Given multiple members RSVP to the same event from their feeds simultaneously, When any member completes their RSVP, Then the attendee count on all affected feed posts is updated within 5 seconds.
Send RSVP confirmation notification
Given a member successfully RSVP's to an event, When the RSVP is processed, Then the system sends an in-app notification confirming their RSVP with event details within 10 seconds.
Live Attendee Count Display
"As a member, I want to see the current number of attendees on an event post so that I can gauge popularity before deciding to join."
Description

Display real-time attendee counts on each event post within the feed, updating dynamically as members RSVP or cancel. This visibility helps users assess event popularity and make informed decisions, while creating social proof to encourage higher participation. The count updates smoothly with minimal latency and integrates with caching mechanisms to optimize performance.

Acceptance Criteria
Real-Time Count Display on Feed Load
Given the user opens the event feed, when the feed finishes loading, then each event post displays an attendee count fetched from the server within 500 milliseconds, formatted as an integer badge next to the event title.
Increment Count on RSVP
Given a user taps the RSVP button on an event post, when the RSVP request succeeds, then the attendee count for that event increments by one and the updated count is displayed within two seconds.
Decrement Count on Cancellation
Given a user cancels their RSVP on an event post, when the cancellation request succeeds, then the attendee count decrements by one and the updated count is displayed within two seconds.
High-Concurrency Performance
Given 1000 users RSVP concurrently to an event, when updates are processed, then the attendee count reflects all new RSVPs within one second of each action, and system CPU usage does not exceed 75% of a single server instance.
Network Failure Handling
Given the client experiences a network failure, when the attendee count cannot be refreshed, then the system displays the last cached attendee count with a visual "stale" indicator and retries updating automatically when the connection is restored.
Automated Reminder Notifications
"As a club member, I want to receive reminders for events I’ve RSVPed to so that I don’t forget to attend."
Description

Implement configurable automated reminders sent via email and in-app push notifications to members who have RSVPed. Reminders are scheduled at optimal intervals (e.g., 24 hours and 1 hour before event start) to reduce no-shows and improve attendance rates. The system allows customization of reminder templates and timing at the event creation stage.

Acceptance Criteria
Sending 24-Hour Email Reminder
Given an event with RSVPed members and a configured 24-hour reminder, when the system clock reaches exactly 24 hours before the event start time, then an email based on the selected template is sent to each RSVPed member, with no errors, and delivery confirmations are recorded.
Sending 1-Hour Push Notification Reminder
Given an event with RSVPed members and a configured 1-hour push reminder, when the system clock reaches exactly 1 hour before the event start time, then an in-app push notification containing the event name, time, and direct link is sent to each RSVPed member’s device and displayed within the app.
Customization of Reminder Templates
Given the event creation interface, when the organizer customizes the email and push notification templates and saves the event, then the customized templates are persisted and used for all subsequent reminder notifications.
Adjusting Reminder Timing Intervals
Given the reminder configuration section during event setup, when the organizer selects or enters custom reminder intervals (e.g., 48 hours, 2 hours), then the system schedules reminders exactly at those intervals relative to the event start time.
Handling Notification Delivery Failures
Given a reminder delivery attempt fails due to network or server error, when the failure is detected, then the system retries sending the notification up to two additional times within the next 10 minutes and logs each failure and retry attempt.
Calendar Sync Integration
"As a busy club member, I want my RSVPed events added to my personal calendar automatically so that I can manage my schedule more effectively."
Description

Allow members to sync their RSVPed events automatically with external calendars (Google Calendar, Apple Calendar, Outlook). Upon RSVP, an iCal event is generated and sent to the user’s registered email or added directly to connected calendars. This integration ensures members can seamlessly manage their schedules and reduces manual entry errors.

Acceptance Criteria
Automatic iCal Generation and Email Delivery
Given a member RSVPs to an event, when the RSVP is confirmed, then the system generates a valid iCal file containing all event details and automatically sends it to the member’s registered email address.
Google Calendar Direct Sync
Given a member has connected their Google Calendar account in their profile settings, when the member RSVPs to an event, then the event is added directly to their Google Calendar within one minute of confirmation.
Apple Calendar Direct Sync
Given a member has connected their Apple Calendar account on their iOS device, when the member RSVPs to an event, then the event appears in the member’s Apple Calendar app with correct date, time, and location.
Outlook Calendar Direct Sync
Given a member has authenticated their Outlook Calendar in the ClubSpark integration settings, when the member RSVPs to an event, then the event is created in their Outlook Calendar with an automatically set reminder.
Handling Sync Failure
Given a member has not connected an external calendar or a sync error occurs, when the member RSVPs to an event, then the system falls back to sending the iCal file via email and displays a non-disruptive error notification with instructions for troubleshooting.
RSVP Cancellation Reflects on Calendar
Given a member has an event on their external calendar from a previous RSVP, when the member cancels their RSVP in ClubSpark, then the system removes or marks the event as canceled on the connected calendar and sends a cancellation email.
RSVP Engagement Analytics
"As a club manager, I want to analyze RSVP engagement from feed posts so that I can optimize event promotion and improve attendance."
Description

Provide club managers with detailed analytics and reporting on RSVP engagement metrics within the feed, including click-through rates, conversion rates, and reminder response rates. Dashboards visualize trends over time and allow filtering by event type, date range, and member segments, enabling data-driven promotion strategies and resource planning.

Acceptance Criteria
Generating RSVP Engagement Report for a Specific Event
- The dashboard displays click-through rate (CTR), conversion rate, and reminder response rate for the selected event. - Metrics are accurate to within ±1% of the raw event log data. - The report loads in under 5 seconds for events with up to 10,000 RSVPs. - Users can filter results by event type and date range, and the displayed metrics update accordingly.
Filtering Engagement Metrics by Date Range and Member Segment
- Users can select a custom date range and one or more member segments from the dashboard controls. - The displayed metrics (CTR, conversion rate, reminder response rate) update instantly to reflect the selected filters. - No data outside the chosen date range or member segments appears in the metrics. - Loading time for filtered results does not exceed 3 seconds.
Visualizing RSVP Trends Over Time
- The dashboard provides a line chart showing daily/weekly/monthly trends for CTR, conversion rate, and reminder response rate. - Users can toggle between daily, weekly, and monthly views without page reload. - Trend data points align with underlying event dates and accurately reflect aggregated metrics. - Hovering over any data point displays a tooltip with exact metric values and date.
Exporting RSVP Engagement Data for Offline Analysis
- Users can export the currently viewed report as a CSV file with columns for event ID, date, CTR, conversion rate, reminder response rate, and member segment. - The exported file downloads within 5 seconds and matches the on-screen data. - The CSV file header row correctly labels each column. - No formatting issues in the CSV when opened in common spreadsheet software.
Automated Alert for Below-Threshold Engagement Rates
- Users can set a custom threshold for conversion rate and reminder response rate per event. - When an event’s metrics fall below the threshold, an automated alert email is sent within 10 minutes of the event end time. - Alert emails include event name, date, and the metrics that triggered the alert. - Users can view a history of sent alerts in the dashboard’s notifications panel.

KudosCorner

Allows members to send virtual badges, likes, and congratulatory messages on feed posts, complete with weekly leaderboards highlighting top contributors. Encourages recognition, fosters positivity, and drives ongoing social interaction.

Requirements

Badge Catalog Interface
"As a club member, I want to browse and filter available badges so that I can quickly find the perfect badge to send for any occasion."
Description

Provide a visually engaging interface that displays all available virtual badges with names, icons, and descriptions. Users can easily browse, search, and filter badges by category or occasion, ensuring quick selection and discovery. The catalog integrates seamlessly into the feed post actions, maintaining a consistent look and feel across the platform.

Acceptance Criteria
Browsing the Badge Catalog
All virtual badges display icon, name, and description; badges load seamlessly with infinite scroll or pagination; layout adapts correctly across desktop and mobile viewports
Searching for a Specific Badge
Entering a keyword in the search field returns matching badges case-insensitively within 300ms; non-matching queries show a 'no results' message
Filtering Badges by Category
Selecting one or more categories updates the badge list to show only badges in those categories; 'Clear Filters' resets the view to all badges
Quick Badge Selection during Post Creation
Clicking 'Add Badge' in the post creation dialog opens the badge catalog modal; selecting a badge attaches it to the post preview and closes the modal
Consistent Interface Styling in Feed Actions
The badge catalog uses the same color palette, typography, icon style, and spacing as the feed interface; no visual discrepancies are present
Badge Sending Workflow
"As a member, I want to send a badge with a personalized message so that I can recognize my peer’s achievement in a meaningful way."
Description

Enable members to send badges, likes, or congratulatory messages directly from feed posts or member profiles. The workflow includes selection of badge type, optional custom message input, preview, and confirmation. It supports one-click sending and integrates payment or point deduction logic if badges are redeemable rewards.

Acceptance Criteria
Badge Type Selection
Given a member is viewing a feed post When the member clicks "Send Badge" Then a badge selection modal is displayed showing all available badge types And the member can select exactly one badge type
Custom Message Input
Given a member has selected a badge type When the member opts to add a message Then an input field appears allowing a custom message of up to 200 characters And the "Send" button remains disabled until at least one non-whitespace character is entered
Preview and Confirmation
Given a member has chosen a badge and optional message When the member clicks "Preview" Then a confirmation screen displays the badge, message, recipient, and point deduction details And the member can either confirm to send or go back to edit
Point Deduction Logic
Given badges cost 10 points each When a member attempts to send a badge Then the system checks the member’s point balance And if the balance is 10 points or more, the balance is reduced by 10 upon confirmation And if the balance is below 10, the "Send" button is disabled with an explanatory tooltip
Successful Badge Send Feedback
Given the member confirms sending the badge When the system processes the send request Then the badge appears on the recipient’s feed post immediately And the sender receives a confirmation toast notification within 2 seconds
Weekly Leaderboard Generation
"As a club member, I want to see weekly leaderboards of top contributors so that I can track my standing and stay motivated to recognize others."
Description

Automatically compile and display weekly leaderboards highlighting top badge senders and recipients based on engagement metrics. Leaderboards are refreshed every week and showcase user avatars, names, and badge counts. This feature motivates ongoing participation and friendly competition among club members.

Acceptance Criteria
End-of-Week Leaderboard Compilation
Given it is Sunday at 23:59 UTC when the weekly job runs, when the system triggers the weekly compilation process, then the top 10 badge senders and recipients are calculated, ranked, and stored without errors.
Leaderboard Display to Members
Given a club member navigates to the KudosCorner leaderboard page, then the system displays the current week’s top contributors list showing user avatars, names, and badge counts, sorted in descending order by count.
Badge Count Calculation Accuracy
Given all badge send and receive events occurring within the weekly time window, when counts are aggregated, then each member’s badge send and receive totals exactly match the number of events recorded in the database.
Weekly Leaderboard Reset and Archival
Given the moment the weekly leaderboard resets at Monday 00:00 UTC, when the reset job runs, then previous week’s leaderboard data is archived for historical access and the current leaderboard counters are set to zero.
Timezone-Aware Leaderboard Consistency
Given badge events created by members in various timezones, when calculating the weekly window based on UTC Monday 00:00 to Sunday 23:59, then all valid events are included in the correct weekly leaderboard without omission or duplication.
Notification & Alert System
"As a member, I want to receive notifications when I get a badge so that I feel acknowledged and stay engaged with the community."
Description

Implement real-time notifications for badge interactions, including when a badge is sent, received, or when a leaderboard update occurs. Notifications appear in-app and via optional email or push channels. Users can customize their notification preferences to control frequency and channels.

Acceptance Criteria
Badge Sent Notification
Given a user sends a badge to another member When the badge is successfully sent Then an in-app notification is displayed to the sender within 5 seconds
Badge Received Notification
Given a member receives a badge from another user When the badge is delivered Then the recipient sees an in-app notification and an email or push notification is sent within 10 seconds if the channel is enabled
Leaderboard Update Notification
Given weekly leaderboard data is finalized When the week ends Then an in-app alert and email summary of top contributors is sent to users who opted in before 9 AM on Monday
Notification Preferences Management
Given a user accesses their settings When they modify notification channels or frequency Then changes are saved immediately and a confirmation message is displayed
Push Notification Delivery
Given a user has enabled push notifications When a badge interaction occurs Then a push notification is received on their mobile device within 5 seconds
Badge Usage Analytics
"As a club manager, I want to view badge usage analytics so that I can evaluate member engagement and plan recognition campaigns effectively."
Description

Provide administrators with a dashboard that tracks badge usage metrics such as total badges sent, most popular badge types, active senders, and engagement trends. Analytics tools include filtering by date range, club location, and member segment. Insights help managers identify engagement opportunities and measure the impact of recognition activities.

Acceptance Criteria
Aggregate Badge Sent Count by Date Range
Given an administrator selects a start and end date When the dashboard displays badge data Then the total number of badges sent within that date range is correctly summed and shown
Top Badge Types Identification
Given badge usage data exists When the administrator views badge type rankings Then the dashboard lists badges in descending order by usage count and highlights the top three
Active Senders Reporting
Given a set reporting period When the administrator requests active sender statistics Then the dashboard identifies members who sent at least one badge and displays their names with sent counts
Engagement Trends Over Time
Given monthly badge data When the administrator views the trends chart Then the dashboard plots badge usage per month and shows percentage increase or decrease compared to the previous month
Filter Analytics by Club Location and Member Segment
Given multiple club locations and member segments When the administrator applies location and segment filters Then the analytics update to reflect only badges sent by members matching the selected criteria

PulseChat

Provides in-line threaded discussions and quick polls alongside feed posts, enabling dynamic conversations and instant feedback. Deepens member engagement by facilitating real-time dialogue and community-driven insights.

Requirements

Inline Threaded Replies
"As a member, I want to reply to specific comments in a thread so that discussions stay organized and context is preserved."
Description

Enable users to reply directly to individual comments within a feed post, creating nested threads. This functionality should allow clear organization of discussions, preserve conversation context, and support unlimited nesting levels. It should integrate seamlessly with the existing feed interface, highlighting new replies and maintaining performance even under high load.

Acceptance Criteria
Reply to Individual Comment
Given a user views a post with comments, when the user selects 'Reply' on a specific comment, then the reply form appears directly under that comment and the new reply is added as a child of that comment in the thread hierarchy.
Unlimited Nesting Support
Given a comment thread with multiple nested levels, when the user continues replying at any depth, then the system allows the reply to be added without a maximum depth limit and maintains correct indentation and hierarchy.
Thread Context Preservation
Given a deeply nested reply, when the user navigates directly to that reply via a link or notification, then the full parent comment chain is displayed above the targeted reply to preserve conversation context.
Performance Under High Load
Given a feed with 1000+ active users posting and replying simultaneously, when a user adds a new inline reply, then the reply appears within 500ms and does not degrade overall feed scrolling performance below 60 FPS.
New Reply Highlighting
Given a user has unread replies in a thread they follow, when they return to the feed, then all new inline replies are visually highlighted and the count of unread replies is displayed next to the parent comment.
Quick Poll Creation
"As a club manager, I want to create quick polls within posts so that I can gather member feedback instantly."
Description

Allow club managers and members to generate quick polls inline with feed posts, selecting multiple choice options, setting expiration times, and displaying results in real time. The polls should integrate with the feed UI, be mobile-responsive, and offer customization of poll options and duration.

Acceptance Criteria
Inline Quick Poll Creation
Given a club manager on the feed UI, When they click “Create Poll” inline with a new or existing post, Then they can enter a question, add between 2 and 5 answer options, set an expiration time (1 minute to 7 days), and publish the poll embedded in the post.
Poll Option Customization
Given a club manager editing a quick poll, When they modify answer option text or add/remove options, Then the system allows up to 10 options with a minimum of 2, validates no duplicates, and saves changes before publishing.
Poll Expiration Enforcement
Given a published poll reaches its expiration time, When a member attempts to vote after expiration, Then the system prevents new votes, shows “Poll closed” status, and archives the poll results.
Mobile Responsive Poll Interaction
Given a member views a feed post containing a poll on a mobile device, When they select an answer and submit, Then the vote is recorded, the UI confirms submission, and the poll remains responsive across screen sizes.
Real-Time Poll Result Display
Given any member views an active poll after votes have been cast, When new votes are submitted, Then the poll results update in the feed within 2 seconds, displaying percentages and vote counts in a bar chart.
Real-Time Notifications
"As a member, I want to receive real-time notifications when someone replies to my comment or a poll I participated in so that I can stay engaged in the conversation."
Description

Implement push and email notifications that alert users instantly when someone replies to their comment or participates in a poll they engaged with. Notifications should be configurable in user settings, provide direct links to the relevant thread or poll, and ensure minimal latency to promote timely engagement.

Acceptance Criteria
Reply Push Notification Delivery
Given a user has enabled push notifications and another user replies to their comment, when the reply is posted, then the user receives a push notification on their registered device within 5 seconds displaying the replier's name and a direct link to the reply thread.
Poll Email Notification Delivery
Given a user has participated in a poll and enabled email notifications, when another user votes in the same poll, then the user receives an email notification within 2 minutes containing the voter's name, poll title, and a direct link to the poll results page.
Notification Settings Configuration
Given a user accesses the notification settings page, when they toggle push or email notifications on or off, then the system updates and persists the user's preference immediately and reflects the change in the UI.
Notification Link Navigation
Given a user receives a push or email notification, when they click or tap on it, then the app or web client navigates directly to the corresponding comment thread or poll page and highlights the relevant comment or poll entry.
Notification Latency Compliance
Given the notification subsystem is operational, when a notification event is triggered, then the system processes and delivers push notifications within 5 seconds and email notifications within 2 minutes 95% of the time, as measured over a rolling 1-hour period.
Moderation Tools for Threads
"As a club manager, I want moderation tools to manage inappropriate comments so that community conversations remain respectful and on-topic."
Description

Provide club managers and moderators with tools to manage threaded discussions, including flagging inappropriate comments, muting or banning users, deleting messages, and pinning important threads. The moderation interface should integrate with the administrative dashboard and support audit logs for compliance and review.

Acceptance Criteria
Flagging Inappropriate Comments
Given a comment containing prohibited content, when a moderator clicks the flag icon, then the comment is hidden from public view, added to the moderator review queue with a timestamp and user ID, and the commenter receives a system notification indicating the comment is under review.
Muting or Banning Users
Given a user who has multiple comments flagged, when a moderator selects mute or ban for a specified duration, then the user is prevented from posting new comments for that duration, sees a notification explaining the restriction, and the action is recorded in the audit log with moderator ID and timestamp.
Deleting Messages in Threads
Given a thread containing an inappropriate message, when a moderator chooses to delete the message, then the message is permanently removed from all user feeds, the thread updates in real time for all participants, and an entry with deletion reason, moderator ID, and timestamp appears in the audit log.
Pinning Important Threads
Given a thread marked as high priority by a moderator, when the moderator pins the thread, then it appears at the top of the thread list with a pinned indicator, remains fixed until unpinned, and the action is logged with moderator ID and timestamp.
Viewing Audit Log Entries
Given the audit log interface, when a moderator filters by action type (flag, mute, delete, pin) and date range, then all matching entries are displayed with action details, user IDs, moderator IDs, timestamps, and reasons, and no unauthorized entries are visible to the moderator.
Poll Result Analytics
"As a club manager, I want to view poll result analytics so that I can gain insights into member preferences and inform decision-making."
Description

Offer analytics dashboards for poll data, displaying response rates, demographic breakdowns, and trend graphs. Integrate the analytics with member profiles to segment results by demographics or engagement levels. Reports should be exportable in common formats and viewable within the ClubSpark admin panel.

Acceptance Criteria
Admin Reviews Poll Summary Dashboard
Given a poll exists with at least one response, when the admin opens the Poll Result Analytics dashboard, then the dashboard displays the total number of responses and the response rate percentage. Given multiple-choice poll options, when viewing the summary section, then a bar chart shows the count and percentage for each option. When the admin refreshes the page, then the displayed numbers update within 2 seconds.
Admin Filters Poll Results by Demographics
Given respondents have demographic attributes (e.g., age, location, gender), when the admin selects a demographic filter, then the poll results update to show counts and percentages only for the selected demographic segment. When multiple demographic filters are applied, then the results combine filters correctly and display segmented data without errors.
Admin Segments Poll by Engagement Level
Given member engagement levels are defined (e.g., high, medium, low), when the admin applies an engagement-level filter, then the analytics display response counts and percentages for that engagement cohort only. When switching between engagement levels, then the charts and tables update accordingly within 1 second.
Admin Views Poll Trends
Given the poll has been live for multiple days, when the admin selects the trend graph view, then a line chart shows daily response counts over the poll’s duration. When hovering over data points on the trend graph, then tooltips display the exact response count and date.
Admin Exports Poll Data Report
Given the admin clicks the Export button on the analytics dashboard, when PDF or CSV is selected, then the system generates and downloads the report with response data, demographics breakdown, and trend charts. When the export completes, then a confirmation message appears and the file name follows the format "PollResults_<PollName>_<YYYYMMDD>.<ext>".

MemoryArc

Automatically curates a chronological reel of standout community moments—past events, top posts, and milestone celebrations. Lets members relive highlights, strengthens emotional bonds, and reinforces a shared club identity.

Requirements

Chronological Reel Assembly
"As a club member, I want to view a dynamic timeline of past events and top posts so that I can relive key moments and feel more connected to the community."
Description

Automatically retrieves and organizes multimedia content—photos, videos, and post excerpts—from club events and member interactions in chronological order to create a dynamic highlight reel. This function integrates with the existing content management and event databases to ensure seamless data retrieval, prioritizing high-engagement moments and ensuring a cohesive narrative flow. Expected outcomes include increased member engagement and enhanced community identity reinforcement through an easily accessible, time-ordered showcase of memorable moments.

Acceptance Criteria
End-of-Day Community Highlights
Given the calendar date ends, when the nightly reel assembly process executes, then the system retrieves all multimedia content created that day, filters for engagement score above threshold, sorts entries chronologically, assembles the highlight reel within 5 minutes, and publishes a link to the dashboard.
Post-Event Highlight Compilation
Given an event concludes, when the event completion trigger fires, then the system retrieves all associated photos, videos, and post excerpts, selects the top 20 by combined likes and comments, orders them by timestamp, generates the highlight reel within 2 minutes, and sends a notification to the club manager.
Weekly Top Engagement Reel
Given the first day of the week, when the weekly scheduler runs at 08:00 UTC, then the system collects the top 10 posts by engagement from the previous week, arranges them in chronological order, produces the reel within 3 minutes, and updates the 'Weekly Highlights' section of the dashboard.
Member Milestone Celebration Reel
Given a member reaches their one-year anniversary, when the anniversary date arrives, then the system gathers all multimedia content featuring that member with at least 50 interactions, orders the items chronologically, compiles the 'Milestone Reel', and emails the reel link to the member.
New Member Onboarding Reel
Given a new member signs up and attends their first event, when both triggers are met, then the system fetches welcome messages, introduction posts, and event media related to that member, orders all items chronologically, creates the onboarding reel within 4 minutes, and posts it to the member's personal dashboard.
Highlight Curation Algorithm
"As a club manager, I want the system to automatically select the most impactful moments so that the memory reel showcases truly memorable content without manual intervention."
Description

Implements an algorithm that analyzes engagement metrics—likes, comments, attendance—and content quality to automatically identify standout moments for inclusion. The algorithm learns from user interactions to refine selection over time. Integration with analytics dashboards provides administrators with insight into selection criteria and allows manual adjustments for special events.

Acceptance Criteria
Automatic Highlight Selection Based on Engagement
Given the algorithm ingests community interactions (likes, comments, attendance) over a 30-day period, When it runs the selection process, Then it automatically identifies and includes the top 10% of items by combined engagement score in the highlight reel.
Algorithm Learning from Manual Adjustments
Given an administrator manually adds or removes items from the curated reel, When the algorithm processes the next cycle, Then it updates its weighted metrics to favor similar future selections by at least 5% adjustment in score weighting.
Displaying Selection Insight in Dashboard
Given a generated highlight reel is displayed, When an administrator clicks on any reel item, Then the dashboard shows the engagement metrics (likes, comments, attendance) and computed quality score that contributed to its selection.
Manual Override for Special Events
Given an event is flagged as a special occasion, When generating the highlight reel, Then the algorithm must include all items from that event regardless of engagement score and clearly label them as manually prioritized.
Performance Under Large Data Volumes
Given a dataset of 1,000+ posts and events for a club, When the highlight curation algorithm runs, Then it completes execution within 5 seconds and returns the top 20 highlights without errors.
Milestone Celebration Tags
"As a club member, I want milestone moments to be emphasized in the reel so that I feel recognized for my achievements and stay motivated."
Description

Automatically detects and tags milestone events—such as anniversaries, record achievements, and membership milestones—and highlights them within the reel. The tagging system integrates with membership and event data to trigger celebratory animations and captions, reinforcing a sense of achievement and encouraging participation.

Acceptance Criteria
Detecting Anniversary Milestones
Given a member completes a one-year membership anniversary, when the daily milestone detection job runs, then the system tags the event as 'Anniversary - 1 Year' and includes it in the MemoryArc reel.
Identifying Record Achievements
Given event results are finalized and a member sets a new club record, when the system processes event data, then it tags the reel item with 'Record Achievement' and highlights it with the appropriate milestone badge.
Recognizing Membership Milestones
Given total club membership reaches a threshold milestone (e.g., 100, 500, 1000 members), when the threshold is crossed, then the system creates a 'Membership Milestone' tag and surfaces it in the reel immediately.
Triggering Celebratory Animations
Given a milestone tag is attached to a reel item, when that item is rendered in the MemoryArc timeline, then the system plays the designated celebratory animation within two seconds before the content is displayed.
Displaying Milestone Captions
Given a reel item carries a milestone tag, when the item appears in the user's MemoryArc feed, then the system displays a caption including the member’s name, milestone type, and formatted date (MMM DD, YYYY).
Social Sharing Integration
"As a club member, I want to share memorable clips from the reel on social media so that I can showcase my club involvement with friends."
Description

Enables one-click sharing of the memory reel or specific clips to popular social media platforms and messaging apps. Incorporates customizable captions and hashtags, ensuring brand consistency and extending community reach. The integration respects privacy settings, ensuring shared content complies with member consent preferences.

Acceptance Criteria
Sharing Full Memory Reel to Social Media
Given a club manager views a compiled memory reel, when they click share and select Facebook/Twitter/Instagram, and add a caption with hashtags, then the reel is posted to the platform with the caption and hashtags within 5 seconds and without errors, respecting all privacy settings.
Customizing Captions and Hashtags Before Sharing
Given a manager initiates share, when the caption editor appears, then the manager can input or select predefined brand-consistent captions and hashtags, preview the formatted text, and any invalid characters or platform-length violations are flagged in real time.
Respecting Member Consent Preferences
Given memory clips feature member images, when sharing externally, then only clips of members who have opted in for external sharing are included and any disallowed content is removed automatically.
Sharing Specific Clip via Messaging Apps
Given a user selects an individual memory clip, when they choose share via messaging and pick a messaging app, then the clip is packaged with its date, location, and caption and opens in the selected app’s share dialog without causing crashes.
Error Handling for Failed Shares
Given network interruptions or API failures, when a share attempt fails, then the system displays a clear error message stating the cause, provides retry and cancel options, and logs the error for diagnostics.
Interactive Replay Controls
"As a club member, I want playback controls for the highlight reel so that I can easily revisit and share specific moments."
Description

Provides members with intuitive playback controls—play, pause, skip, and replay—to navigate the memory reel. Controls are integrated into both web and mobile interfaces, ensuring responsiveness and accessibility. The feature enhances user engagement by allowing members to focus on preferred moments and share specific segments directly to their social feeds.

Acceptance Criteria
Web Interface Playback Control
Given a member is on the web memory reel page When they click the play button Then the reel begins playing from the first segment within two seconds
Mobile Interface Playback Control
Given a member is viewing the memory reel on a mobile device When they tap the pause button Then playback halts immediately and the current timestamp remains visible
Segment Skipping Functionality
Given the reel is playing or paused When the member taps the skip-forward or skip-backward control Then the reel jumps exactly 10 seconds forward or backward and updates the displayed timestamp accordingly
Replay Button Functionality
Given the member has viewed at least one segment When they tap the replay button Then the last 10-second segment is replayed from the correct start time without errors
Social Sharing of Segments
Given the reel is paused or playing When the member selects a segment and taps the share control Then the system generates a shareable link for that segment and posts it to the chosen social platform with proper metadata

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Imagined press coverage for this groundbreaking product concept.

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ClubSpark Unveils Revolutionary All-In-One Platform to Eliminate 75% of Manual Club Management Tasks

Imagined Press Article

New York, NY – 2025-07-22 – ClubSpark, the leading integrated membership management solution for clubs and fitness centers worldwide, today announced the official launch of its next-generation platform designed to streamline administrative workloads and empower club managers to focus on community growth. With an intuitive, unified dashboard, ClubSpark automates payments, renewals, event signups, digital membership cards, and real-time engagement tracking, reducing busywork by up to 75% and delivering measurable ROI within the first quarter of adoption. Club managers and gym owners have long struggled to balance member engagement with time-consuming administrative tasks. ClubSpark’s new platform addresses these challenges head-on by consolidating disparate tools into a single interface. “We created ClubSpark because we saw club leaders spending hours on manual invoicing, chasing payments, and reconciling spreadsheets instead of focusing on member satisfaction,” said Sarah Martinez, CEO of ClubSpark. “Our goal is to automate the routine so managers can dedicate their energy to driving retention, programming innovation, and community building.” Key features of the new ClubSpark platform include: • Automated Billing and Renewals: The platform securely processes payments, triggers renewal reminders, and generates revenue reports—eliminating late fees, dunning calls, and accounting errors. • Digital Member Cards: Members access their unique QR or NFC-enabled digital cards on mobile devices, expediting check-ins and improving security without the need for plastic badges. • Centralized Event Sign-Up: Create, promote, and manage events from one screen. Automated RSVP tracking and waitlist management ensure popular classes stay full and cancellations fill quickly. • Real-Time Engagement Analytics: PulseAnalytics provides dynamic dashboards showing attendance trends, peak hours, and member usage heatmaps for data-driven staffing and programming decisions. • Member Communication Hub: Automated email and SMS notifications for renewals, class reminders, promotions, and tailored announcements keep members engaged without manual outreach. Early adopters have already seen dramatic operational improvements. A regional fitness chain in the Midwest reported a 60% reduction in billing disputes and a 45% boost in class attendance within eight weeks of switching to ClubSpark. “We went from juggling three platforms to using one system that does it all,” said James Liu, COO of FitNation Clubs. “Our front desk staff can now greet members by name and send them class confirmations in seconds. It’s transformed our day-to-day operations.” To ensure a seamless transition, ClubSpark offers white-glove onboarding, data migration support, and on-demand training. Customized implementation timelines and dedicated success managers help clubs get up and running in as little as two weeks. “ClubSpark isn’t just a tool—it’s a partner in your club’s growth,” added Martinez. “Whether you’re a three-location boutique studio or a national chain, our platform scales with you, delivering powerful automation, insightful analytics, and a better member experience.” About ClubSpark: ClubSpark is a comprehensive membership management platform trusted by thousands of clubs and fitness centers worldwide. By automating administrative tasks and providing real-time insights, ClubSpark empowers club leaders to build more connected, thriving communities where members feel valued and remain active. For more information, visit www.clubspark.com. Media Contact: Rebecca Chan Director of Communications, ClubSpark press@clubspark.com (212) 555-9876

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ClubSpark Rolls Out CommunityPulse Feed to Supercharge Member Engagement and Social Connection

Imagined Press Article

San Francisco, CA – 2025-07-22 – ClubSpark today unveiled CommunityPulse Feed, a dynamic in-platform social hub designed to elevate member interaction and foster a sense of belonging across clubs and fitness centers. CommunityPulse Feed integrates real-time highlights, user-generated content, and seamless event RSVPs into a single scrollable feed—creating a central channel for announcements, celebrations, and club culture that drives 40% higher engagement compared to traditional newsletters. “Modern members expect community—they crave connection beyond workouts and classes,” said David Nguyen, Vice President of Product at ClubSpark. “CommunityPulse Feed transforms the member portal into a living space where achievements are celebrated instantly, events are shared seamlessly, and genuine interactions flourish. It’s the ultimate tool for clubs to strengthen relationships and spark ongoing excitement.” Core capabilities of CommunityPulse Feed include: • ShoutStream Highlights: Automatically showcase member milestones—such as attendance achievements, fitness goals reached, or personal bests—in a vibrant ticker that celebrates progress and motivates others. • SnapShare Galleries: Members and staff can upload photos and videos directly to the feed with tags, captions, and custom filters. Visual storytelling brings club life to the forefront and fosters deeper emotional bonds. • RSVPQuick Integration: One-tap event sign-ups embedded within posts streamline participation and display real-time attendee counts. Automated reminders cut no-show rates by up to 30%. • KudosCorner Recognition: Virtual badges, likes, and weekly leaderboards highlight top contributors and amplify positivity. Social proof drives further participation and member retention. • PulseChat Discussions: In-line threaded comments and polls allow for spontaneous conversations and rapid feedback—ideal for gathering ideas on class topics or member preferences. • MemoryArc Reels: Chronological recaps of standout moments—top posts, most attended events, and milestone celebrations—offer a nostalgic look back that reinforces club identity. Bryn Mawr Rowing Club, an early adopter of CommunityPulse Feed, reported a 52% increase in post-class engagement and a 15% uptick in new event registrations within the first month. “We’ve never seen member camaraderie this strong,” said Coordinator Casey O’Reilly. “From celebrating regatta wins to polling for next month’s social mixer, our feed has become an essential part of everyday club life.” CommunityPulse Feed is available immediately to all ClubSpark customers as part of the core subscription. Clubs can customize the look and feel of the feed, configure automatic celebration triggers, and moderate content through an intuitive admin interface. “CommunityPulse Feed puts the magic back into membership,” added Nguyen. “By combining multimedia storytelling, gamified recognition, and effortless event management, we’re giving clubs the tools they need to build vibrant, engaged member communities that stand the test of time.” About ClubSpark: ClubSpark is the industry leader in club and fitness center management software, used by thousands of organizations worldwide. By automating key processes and providing a unified member experience, ClubSpark helps clubs streamline operations, boost engagement, and increase revenue. Learn more at www.clubspark.com. Media Contact: Lara Patel Head of Public Relations, ClubSpark media@clubspark.com (415) 555-1234

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ClubSpark Launches TierBoost Engine to Drive Membership Upgrades and Unlock New Revenue Streams

Imagined Press Article

Chicago, IL – 2025-07-22 – ClubSpark, the all-in-one club management platform, today introduced TierBoost Engine, an intelligent upgrade recommendation system designed to increase tier upgrades by up to 25% and maximize lifetime member value. TierBoost Engine leverages real-time usage data, personalized notifications, and incentive-driven offers to guide members seamlessly toward higher-value plans—fueling sustainable revenue growth and deeper member commitment. “In a crowded fitness market, retaining existing members and upselling relevant tiers is as important as acquiring new customers,” said Alicia Jordan, Chief Revenue Officer at ClubSpark. “TierBoost Engine transforms upgrade outreach from a manual marketing task into a data-driven experience, delivering the right message at the right time to the right person. The result is happier members, stronger communities, and measurable financial impact.” Key components of TierBoost Engine include: • UsageGauge Monitoring: Continuously tracks each member’s attendance relative to tier thresholds and displays progress bars in the member portal to spark motivation. • MilestoneBuzz Alerts: Automatically sends personalized celebratory messages when members reach usage milestones—nudging them toward upgrades with context-driven prompts. • SmartBoost Recommender: Utilizes behavioral analytics to suggest the optimal tier based on past activity patterns, class preferences, and seasonal trends. • InstantUpgrade Flow: Enables one-click tier upgrades within the mobile app or portal—eliminating friction and reducing decision-to-purchase time. • RewardCatalyst Incentives: Deploys dynamic, time-sensitive offers (discounted rates, bonus credits, exclusive perks) to create urgency and drive conversion spikes. • TierProgress Dashboard: Empowers members with a visual display of current benefits, next tier advantages, and a clear roadmap for advancement. Early tests with a coastal yoga and pilates studio showed a 30% increase in mid-year plan upgrades within six weeks of deploying TierBoost Engine. “Our members love seeing how close they are to unlocking unlimited class access,” said Studio Owner Priya Patel. “By offering targeted incentives right when they’re most engaged, we’ve boosted both upgrades and member satisfaction.” TierBoost Engine is available immediately as an add-on module for all ClubSpark subscriptions. The easy integration process requires no additional coding: simply activate the module in the admin console, configure tier rules and incentive templates, and let the system handle the rest. Comprehensive reporting gives club owners full visibility into upgrade performance and ROI. “TierBoost Engine is the evolution of membership management,” added Jordan. “By combining predictive analytics with streamlined upgrade flows and compelling incentives, we’re empowering clubs to unlock hidden revenue potential and deepen member loyalty—all with minimal manual effort.” About ClubSpark: ClubSpark is a unified membership management platform trusted by clubs and fitness centers around the globe. From automated billing and digital check-ins to community engagement and analytics, ClubSpark provides a comprehensive toolkit that drives efficiency, growth, and member satisfaction. Discover more at www.clubspark.com. Media Contact: Michael Thompson Senior Communications Manager, ClubSpark press@clubspark.com (312) 555-4321

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