VenueConnect

Real-Time Collaboration

This feature allows multiple users to work on event plans in real-time, enabling instant updates and modifications to schedules, layouts, and assignments. It enhances communication among event coordinators, planners, and vendors, reducing misunderstandings and ensuring everyone is aligned on the event goals.

Requirements

Multi-User Access Control

"As an event coordinator, I want to assign access levels to my team members so that I can control who can view and edit event plans, ensuring that sensitive information is secure."

Description

This requirement enables the assignment of specific roles and permissions to different users within the Real-Time Collaboration feature. With customizable user access levels, event coordinators can control who can view and edit certain aspects of the event plans, ensuring confidentiality and security. This functionality is vital for managing diverse teams, allowing for a more organized and efficient collaborative environment. By implementing granular access controls, VenueConnect enhances teamwork while minimizing the risks of unauthorized changes to event plans.

Acceptance Criteria

As an event coordinator, I want to assign specific roles to users so that I can control what each user can view and modify in the event plan.

Given that I have created an event, when I assign roles to users (such as viewer, editor, or admin), then only users with the appropriate role should be able to access the corresponding features of the event plan, ensuring unauthorized changes are restricted.

As an event planner, I want to modify a layout in real time while ensuring that no other user with lower permissions can change it simultaneously.

Given that I am an editor of the event plan, when I make changes to the layout, then other users with viewer permissions should see the changes in real time but should not be able to edit the layout.

As a vendor, I want to be able to access specific sections of the event plan that pertain to my responsibilities, ensuring I can prepare adequately without accessing confidential information.

Given that I have been granted vendor access to the event plan, when I log in, then I should only see the sections relevant to my tasks and not any admin-level information or modifications.

As an event coordinator, I need to audit user activities during collaboration to ensure accountability and manage permissions effectively.

Given that multiple users are collaborating on an event, when I access the audit log, then I should see all modifications made by users, including timestamps and user roles, to track who changed what.

As an administrator, I want to modify user access permissions at any time, ensuring I can respond to changing team needs swiftly.

Given that I am logged in as an admin, when I change a user's access level, then the user should immediately receive a notification of the updated permissions, and the system should reflect these changes without delay.

As an event coordinator, I want to ensure that users cannot accidentally delete critical components of the event plan without confirmation.

Given that I am an editor of the event plan, when I attempt to delete a critical component (like the agenda or budget), then I should be prompted to confirm the deletion, preventing accidental loss of important information.

As an event coordinator, I want to set time limits for access to certain sensitive sections of the event plan during specific times, enhancing security.

Given that I have set a time limit for user access to a sensitive section, when the time limit is reached, then all users should automatically lose access to that section until I re-enable it at a later time.

Instant Notification System

"As a team member, I want to receive real-time notifications about changes made to our event plans so that I can stay updated and respond to alterations immediately."

Description

The Instant Notification System is designed to alert users in real-time about changes or updates made by team members during the collaboration process. Whether it’s a schedule adjustment, layout modification, or a new comment added, users will receive immediate notifications via the platform and optionally through email. This functionality enhances responsiveness, allowing teams to adapt quickly to alterations and improving overall collaboration efficiency. Incorporating this system ensures that all participants remain informed, minimizing miscommunication.

Acceptance Criteria

User receives instant notification for schedule changes during the event planning process.

Given that a user has made a schedule change in the event plan, when the change is saved, then all team members collaborating on that event should receive a real-time notification within the platform and an optional email alert.

User is informed about layout modifications made by another team member.

Given that a team member has modified the event layout, when the layout is saved, then all users currently viewing the event plan should receive an instant notification regarding the change with details of the modification.

Users commenting on the event plan receive notifications of new comments from others.

Given that a user has left a new comment on the event plan, when another team member logs into the platform, then they should receive a notification indicating that a new comment has been made, along with the content of the comment.

Users can customize notification preferences within the Instant Notification System.

Given that a user accesses their profile settings, when they save their notification preferences, then the system should respect those preferences, ensuring notifications are sent according to the user's selected channels (app and/or email).

The Admin updates notification settings for the entire team and users are informed accordingly.

Given that an Admin has made changes to the team notification settings, when the settings are saved, then all team members should receive a notification about the revised notification preferences within the platform and via email.

Real-time notifications do not disrupt the user’s ongoing tasks or workflow.

Given that a user is actively working on the event plan, when they receive an instant notification, then the notification should appear in a non-intrusive manner that allows the user to continue their task without interruption.

Notifications must include actionable items for quick responses.

Given that a user receives a notification about an event change, when they view the notification, then it should contain clear options to either acknowledge, dismiss, or respond to the change directly from the notification area.

Version History Tracking

"As a project manager, I want to track changes and restore past versions of our event plans so that I can revert to earlier configurations in case of mistakes or misunderstandings."

Description

Version History Tracking allows users to view and revert to previous versions of event plans, providing a safeguard against inadvertent changes or errors. This feature logs all modifications made within the collaboration space, enabling members to access a complete history and restore prior versions when necessary. This not only ensures accountability and transparency among the team but also enhances confidence in using the collaboration tools, knowing that previous iterations can be restored if needed.

Acceptance Criteria

Version History Access for Event Collaboration

Given a user is collaborating on an event plan, when they access the version history, then they should see a complete list of all versions with timestamps and user modifications listed clearly.

Reverting to a Previous Version

Given a user has accessed the version history, when they select a previous version to revert to, then the event plan should restore to that version accurately, reflecting all changes made by users up until that point without data loss.

Audit Trail for Modifications

Given that changes are made to an event plan, when a modification occurs, then a log entry should be created that captures the details of the change, including the user who made it and the timestamp, ensuring accountability of actions.

User Permissions and Version Access

Given the different user roles in the application, when a user attempts to access the version history, then their access should be restricted based on their permission level, ensuring sensitive modifications are only viewable by authorized users.

Version Comparison Feature

Given a user is viewing the version history, when they select two different versions of the event plan, then they should be able to compare both versions side-by-side to identify changes made in a clear and comprehensive manner.

Visual Indicators for Recent Changes

Given a user is viewing the current version of the event plan, when changes have been made recently, then those changes should have visual indicators (e.g., highlights or tags) to differentiate them from previous content for quick identification.

Notification of Version Changes

Given that a version of an event plan has been modified, when a change occurs, then all relevant users should receive real-time notifications about the modification, ensuring all team members remain informed about updates.

Integrated Communication Platform

"As an event planner, I want integrated messaging and video capabilities within the platform so that I can communicate with my team without having to switch to different applications, making collaboration more efficient."

Description

The Integrated Communication Platform integrates chat and video conferencing functionalities directly into the VenueConnect interface. This allows team members to communicate effectively without leaving the event planning tool, streamlining discussions related to event strategies, updates, and problem-solving. By providing a seamless communication experience, this integration supports real-time collaboration efforts, reduces the need to switch between multiple applications, and enhances operational efficiency among team members working together on events.

Acceptance Criteria

User initiates a group chat for event coordination during a planning meeting with multiple team members.

Given the user is logged into VenueConnect, when they create a group chat for the event planning team, then all invited members should receive notifications and be able to join the chat immediately.

Users are discussing layout changes over a video call during a live event planning session.

Given the user is in a video call using VenueConnect, when they share their screen to display the event layout, then all participants should be able to see the shared layout in real-time with no lag.

Team members want to assign tasks to one another while collaborating on event plans.

Given the user is in a chat conversation, when they assign a task to a team member using the chat functionality, then the assigned member should receive a notification of the task and it should be recorded in the event's task list.

A coordinator is using the Integrated Communication Platform while finalizing vendor details for an event.

Given the user is discussing with a vendor in VenueConnect, when they send a message through the integrated chat, then the vendor should receive the message instantly without navigating away from their interface.

Multiple users need to participate in discussions about changes to the event schedule in real-time.

Given the event schedule is displayed within VenueConnect, when a user edits the schedule during a live discussion, then all participants should see the updated schedule without refreshing the page.

Users are working on different aspects of event planning simultaneously using the Integrated Communication Platform.

Given multiple users are active on VenueConnect, when they utilize chat and video conferencing, then the system should support up to 10 simultaneous video streams without degradation of audio or video quality.

An event planner wants to ensure that all team members are aware of the latest updates.

Given the user posts an update in the group chat, when all members check their messages, then they should see the update flagged as unread until they acknowledge it.

Collaborative Layout Design Tool

"As a venue designer, I want to collaborate in real time with my team on layout designs so that we can create effective and appealing event spaces that meet client expectations."

Description

The Collaborative Layout Design Tool allows multiple users to work together on creating and modifying event layouts in real time. Users can drag and drop elements onto a virtual floor plan while seeing each other’s changes live. This feature promotes creativity and teamwork, enabling the design of event spaces that cater to various needs and preferences. It eliminates confusion during the design process and supports collaborative efforts towards achieving the best possible event setups.

Acceptance Criteria

Multiple users collaborating in real time on an event layout during a design meeting to finalize space utilization and arrangement.

Given multiple users are present in the Collaborative Layout Design Tool, when one user drags and drops an element onto the virtual floor plan, then all other users should see the change reflected on their screens within 2 seconds.

Users needing to visualize different layout options quickly during a brainstorming session with team members.

Given users are editing the event layout simultaneously, when a user makes changes to the layout, then all users should be able to view a complete history of all changes made in the past 15 minutes.

A user needs to adjust seating arrangements based on last-minute changes in guest attendance during an event.

Given a user modifies seating arrangements during an event setup, when the change is made, then the layout should automatically update across all users' screens without requiring a refresh.

Event planners require immediate feedback and collaboration from vendors while designing the event space.

Given a user has invited vendors to collaborate in the design tool, when the vendor provides feedback on a layout suggestion, then all users should receive a notification of the feedback within 5 seconds.

Team members need to collaboratively brainstorm on layout designs before finalizing.

Given a team meeting utilizing the Collaborative Layout Design Tool, when a user selects a layout template, then all users should have the ability to modify that template simultaneously and save their changes in real-time.

Event coordinators managing the design process want to ensure that changes do not conflict with existing plans.

Given users are editing their layouts, when a user tries to place an element in a location already occupied by another element, then the system should prevent the placement and display a message indicating the conflict.

Integrated File Sharing

A seamless file sharing system that allows users to upload, share, and access important documents such as contracts, vendor details, and event layouts with ease. This feature improves organization, reduces logistical headaches, and ensures that all team members have the most current information at their fingertips.

Requirements

Secure Document Upload

"As an event planner, I want to securely upload important contracts and documents so that I can ensure my team's access to the latest information without compromising sensitive data."

Description

The Secure Document Upload requirement enables users to securely upload sensitive documents such as contracts and vendor agreements into the VenueConnect platform. This feature will ensure that all uploaded documents are encrypted during transfer and storage, safeguarding confidential information while providing an organizational structure that allows for easy access and retrieval. Users will benefit from improved compliance with data protection regulations and reduced risk of data breaches. This functionality will be integrated into the existing platform's interface, allowing users to easily navigate to the upload section, receive notifications of successful uploads, and manage their documentation more effectively.

Acceptance Criteria

User uploads a sensitive vendor agreement document through the Secure Document Upload feature within the VenueConnect platform.

Given that the user is logged in and navigates to the document upload section, when they select the file to upload and click 'Submit', then the document should be encrypted during transfer and stored securely, and the user should receive a confirmation message indicating successful upload.

Admin user attempts to access a previously uploaded sensitive document to verify encryption and accessibility.

Given that the admin user is logged in and accesses the document management section, when they select the sensitive document, then they should be able to view the document details, confirm that the file is encrypted, and access the document without errors.

System handles an attempt to upload a non-compliant file type or exceeds file size limits.

Given that the user attempts to upload a document that is either not of an allowed file type or exceeds size limitations, when they click 'Submit', then the system should provide an appropriate error message indicating the reason for the failure and not proceed with the upload.

User wants to manage their uploaded documents after successful uploads have occurred.

Given that the user successfully uploads multiple documents, when they navigate to the document management interface, then they should be able to view a list of uploaded documents, delete any document, and download any document securely.

System logs and tracks each upload action for audit and compliance purposes.

Given that the user uploads a sensitive document, when the upload is completed, then the system should log the upload action with details such as username, document name, timestamp, and display this log to the admin for compliance verification.

User attempts to upload a document and the system experiences a temporary network failure.

Given that the user initiates a document upload and a network failure occurs, when the connection is restored, then the system should allow the user to retry the upload without losing any previously entered information or encountering errors.

User access the support documentation related to the Secure Document Upload feature to understand security measures and usage.

Given that the user is in the help section of VenueConnect, when they search for 'Secure Document Upload', then the system should return relevant help articles detailing the upload process, encryption methods used, and best practices for document management.

Team Collaboration Tools

"As a team member, I want to collaborate in real-time with my colleagues on event documents so that we can streamline our discussions and make timely decisions."

Description

The Team Collaboration Tools requirement encompasses features that facilitate real-time collaboration among venue staff and event planners. This includes shared document access, comments, and chat functionalities directly within the platform, enabling team members to discuss and modify documents concurrently. By fostering enhanced communication and collaboration among team members, this feature aims to minimize misunderstandings, streamline operations, and accelerate decision-making processes. The integration should seamlessly connect with the existing document sharing capabilities, thereby creating a cohesive workflow for event planning and execution.

Acceptance Criteria

Real-time document editing and feedback during an event planning meeting.

Given multiple team members are logged into the platform, when one team member edits a shared document, then all other team members should see the changes in real-time without needing to refresh the page.

Sharing important event layout documents with vendors ahead of the event.

Given a layout document is uploaded to the platform, when a user selects to share the document with a vendor, then the vendor should receive a notification and be able to access the document immediately without any errors.

Team members discussing modifications to contracts within the platform.

Given a contract document is open for edits, when a team member adds comments in the comments section, then all other team members should receive instant notifications of the comments and be able to view them directly in the document.

Collaboration between staff members in the platform's chat feature.

Given a chat channel is open for a specific event, when team members send messages in the chat, then all messages should appear in chronological order and remain accessible for future reference.

Uploading and organizing vendor details in one central location.

Given a user uploads vendor information to the document sharing section, when another user searches for that vendor, then it should be easily retrievable through search filters like name, type, or date added.

Ensuring user permissions for document access are respected.

Given a shared document with restricted access, when a user attempts to open the document without the appropriate permissions, then the system should deny access and display an appropriate error message.

Integrating team collaboration tools with existing file sharing capabilities.

Given that the team collaboration tools are integrated, when a user accesses the shared document, then they should seamlessly navigate between the document and collaboration features without any lag or disconnection.

Version Control System

"As an event coordinator, I want to track changes made to important documents so that I can revert to previous versions if necessary and maintain clarity on updates."

Description

The Version Control System requirement allows users to manage multiple versions of documents uploaded to VenueConnect. This will enable users to save, retrieve, and track changes over time, ensuring that the most recent version is easily accessible while allowing for rollback options if needed. The system will highlight changes made to documents, showing who made them and when, contributing to transparency and accountability among team members. This is crucial for maintaining the integrity of event planning materials and ensuring that all parties are working with the latest information during the planning process.

Acceptance Criteria

User uploads a document (e.g., a contract) and creates a new version in the system.

Given a user is logged in, when they upload a new document and save it, then a new version of the document should be created and saved in the Version Control System.

User retrieves the previous version of a document from the version history.

Given a user is viewing the document history, when they select a previous version, then this version should be restored and made accessible for editing or viewing.

User views the changes made to a document since the last version.

Given a user is viewing a document, when they select the 'View Changes' option, then the system should display all modifications made with timestamps and user information in a clear format.

User rolls back to a previous version of a document successfully.

Given a user has multiple versions of a document, when they select a specific version to rollback and confirm, then the system should restore that version as the current document and update the version history accordingly.

User collaborates with team members to edit a document and track changes.

Given that multiple team members are editing a document, when changes are saved, then the system should track who made each change and when, displaying this information in the document's version history.

User receives a notification when changes are made to a document they are tracking.

Given a user is following a document, when any changes are made and saved, then the system should send a real-time notification to the user informing them of the updates.

User deletes an outdated document version from the version history.

Given a user has access to the document version history, when they select an outdated version for deletion and confirm, then the system should remove that version from the history and update the remaining versions accordingly.

Search and Filter Functionality

"As a venue manager, I want to filter and search for specific documents quickly so that I can access the information I need without wasting time."

Description

The Search and Filter Functionality requirement enhances the user experience by allowing users to easily locate documents shared within VenueConnect. Users will be able to filter documents based on various criteria, such as type (e.g., contracts, layouts), date of upload, and team member. This feature will significantly reduce the time spent looking for specific files and increase overall productivity by providing efficient access to necessary documents. Integration with the existing document management system ensures that search results are accurate and relevant, thus improving user satisfaction and operational efficiency.

Acceptance Criteria

User searches for a specific contract document uploaded within the last month to prepare for an upcoming event.

Given that the user is on the file sharing page, when the user enters the document type as 'contract' and selects the date range for the last month, then the system should display only the relevant contract documents uploaded within that date range.

A team member filters documents based on the type and date to find the latest event layout for the event they are coordinating.

Given that the team member is on the file sharing page, when they select 'layout' as the document type and 'last week' as the upload date, then the system should return only the layout documents uploaded in the last week.

User needs to quickly locate all vendor-related documents for an event, filtering out irrelevant types.

Given that the user is on the file sharing page, when they apply the filter to show only 'vendor' related documents, then the system should display all documents associated with vendors, excluding all other document types.

A user wants to search for documents shared by a specific team member to prepare an event report.

Given that the user is on the file sharing page, when they enter the name of a team member in the filter, then the system should display all documents uploaded by that team member.

User sorts the search results by the date uploaded to quickly access the latest files for review.

Given that the user has applied a filter and received search results, when they choose to sort the results by 'date uploaded', then the system should rearrange the displayed documents in chronological order, with the most recent files first.

A user repeatedly utilizes the search functionality to find documents related to multiple events without having to re-enter the criteria every time.

Given that the user has entered search and filter criteria, when they perform a new search, then the system should retain previously entered criteria until cleared by the user.

Mobile Access

"As an event planner, I want to access documents from my mobile device while on-site so that I can make quick decisions and keep my team informed wherever I am."

Description

The Mobile Access requirement ensures that users can access and share documents through a mobile application of VenueConnect. This feature enables event planners and team members to view, upload, and collaborate on documents on-the-go, enhancing their flexibility and responsiveness during events. By providing mobile functionality, users can stay updated with the latest information and communicate efficiently regardless of their location. This integration will be essential in today's fast-paced event environment, allowing for seamless connectivity and improved workflow, regardless of device.

Acceptance Criteria

User accesses the Mobile Access feature while attending a live event to upload contracts and share vendor details with the team in real-time.

Given the user is logged into the VenueConnect mobile application, when they click on the 'Upload Document' button, then they should be able to select a document from their device and successfully upload it without errors.

Team members need to collaboratively edit an event layout document from different locations using the Mobile Access feature.

Given multiple users have the event layout document open, when one user makes changes to the layout and saves it, then all other users should receive real-time updates reflecting those changes within 3 seconds.

A user wants to find a specific vendor contract document that was shared previously within the Mobile Access feature.

Given the user enters a keyword related to the vendor in the search bar of the Mobile Access feature, when they press the 'Search' button, then the system should display all relevant documents associated with that keyword within 2 seconds.

During an event, users want to access important documents quickly to share with stakeholders.

Given the user is accessing the Mobile Access feature, when they navigate to the 'My Documents' section, then the top 5 most recently accessed documents should be displayed prominently for quick access.

A user attempts to access a document that requires higher permission levels.

Given the user tries to open a restricted document, when they do not have the necessary permissions, then they should receive a clear notification stating 'Access Denied: Insufficient Permissions' without crashing the application.

User needs to inform a colleague about a newly uploaded document via the Mobile Access feature.

Given the user has successfully uploaded a document, when they select the 'Share' option and enter a colleague's email address, then an email notification should be sent to the colleague within 5 minutes of the upload.

Visual Idea Board

An interactive visual board where users can post ideas, images, and inspirations for events. This creative space encourages brainstorming and provides a central area for feedback, helping teams to build cohesive event concepts and collaborate effectively.

Requirements

Idea Pinning

"As an event planner, I want to pin ideas and inspirations on a visual board so that my team can collaborate and build cohesive event concepts together."

Description

The visual idea board should allow users to pin ideas, images, and inspirations relevant to events. This feature enables effective brainstorming among team members and serves as a central repository for creative concepts. Users must be able to drag and drop various types of media such as photos, sketches, and notes onto the board. The ability to categorize and tag each pinned item will enhance organization, making retrieval easier. This requirement is crucial to fostering an engaging and collaborative planning environment for events.

Acceptance Criteria

User ability to pin ideas on the visual idea board during a brainstorming session.

Given a user is logged into the VenueConnect platform, when they drag and drop an image onto the idea board, then the image should be successfully pinned to the board and displayed in the user's workspace.

Categorizing and tagging of pinned ideas for enhanced organization.

Given a user has pinned an idea on the visual idea board, when they select the tagging option, then they should be able to tag the idea with multiple relevant keywords, and those tags should be visible and searchable on the board.

User collaboration on pinned items within the idea board.

Given multiple users have access to the visual idea board, when one user pins an idea, then all other users should receive a notification and be able to comment on the pinned item in real-time.

Retrieving pinned items efficiently using the search feature.

Given a user is using the search functionality on the visual idea board, when they input a keyword associated with a pinned item, then the board should display all relevant items, organized by their tags.

Dropping various types of media onto the board without errors.

Given a user is on the visual idea board, when they drag and drop a variety of media types (e.g., photos, sketches, notes), then all media types should successfully pin without errors, maintaining their original quality.

Feedback Mechanism

"As a team member, I want to comment on pinned ideas in the visual board so that I can contribute my feedback and help improve our event concepts."

Description

The visual idea board must include a feedback mechanism that allows users to comment on pinned ideas and suggestions. This feature enables team members to provide input, critique proposals, and offer suggestions in real-time, enhancing collaboration. The system should provide notifications for new comments and allow users to resolve or mark feedback as implemented. This integration is essential for ensuring that all team members can contribute to the creative process and that the best ideas are refined and developed.

Acceptance Criteria

User adds a new idea to the visual idea board and seeks feedback from team members.

Given a user has logged into VenueConnect, when they post an idea on the visual idea board, then all team members should be notified of the new idea through the notification system and the idea should be visible on the board with an option to comment.

Team members provide comments on an idea pinned to the visual idea board.

Given a team member views an idea, when they click on the comment section and submit feedback, then the comment should be saved and visibly associated with that idea, including timestamps and the name of the commenter.

A user resolves feedback on the visual idea board after reviewing team comments.

Given a user has received feedback on their idea, when they mark the feedback as resolved, then the comment should be visually updated to indicate its resolved status and the user should be notified of the update.

Notifications are sent for new comments added to ideas by team members.

Given multiple users are collaborating on the visual idea board, when a new comment is added by any user on an idea, then all other users should receive a notification in real-time, ensuring everyone stays updated on feedback.

A user reviews the feedback history of an idea on the visual idea board.

Given an idea has received multiple comments, when a user selects the option to view feedback history, then they should see all previous comments listed chronologically with the option to view resolved status next to each comment.

Users can report inappropriate comments on the visual idea board.

Given a user sees a comment they find inappropriate, when they click the report option next to the comment, then the system should log the report for review and notify the appropriate admin or moderator.

A user marks an idea as implemented after integrating feedback.

Given feedback has been incorporated into an idea, when the user marks it as implemented, then the status of that idea should change to 'Implemented' and the final version should be displayed on the board for reference.

Visual Customization

"As an event professional, I want to customize the look of my visual idea board so that it reflects the theme of the event and enhances creativity."

Description

The visual idea board should allow users to customize the layout and design of their boards. Users should be able to choose different background colors, textures, or images, as well as resize and move pinned items. This personalization enables users to create a visual space that reflects their brand or the theme of the event they are planning. Integrating this capability will provide users with a more engaging and individually tailored experience, likely increasing their use of the feature.

Acceptance Criteria

User Customization of Visual Idea Board Backgrounds

Given a user is on the Visual Idea Board, when they select the option to change the background, then they should see a list of background colors, textures, and images from which they can choose, and the background should update to the selected option immediately.

Resizing Pinned Items on the Visual Idea Board

Given a user has pinned items on the Visual Idea Board, when they click and drag the corner of a pinned item, then the item should resize accordingly without distorting its aspect ratio.

Moving Pinned Items on the Visual Idea Board

Given a user has pinned items on the Visual Idea Board, when they click and drag a pinned item, then the item should move freely across the board without leaving its original location until dropped.

Saving Custom Layouts on the Visual Idea Board

Given a user has customized their Visual Idea Board, when they select the option to save the layout, then the changes made should be saved, and upon reloading the board, the user should see the same customized layout.

Feedback Functionality on the Visual Idea Board

Given a user has shared their Visual Idea Board with team members, when a team member adds feedback to an idea, then the original user should receive a notification regarding the new feedback on their visual board.

Accessibility Features in Visual Idea Board

Given a user with accessibility needs is using the Visual Idea Board, when they utilize keyboard navigation, then all features should be accessible without relying solely on mouse interactions.

Undoing Customization Changes on the Visual Idea Board

Given a user has made changes to the Visual Idea Board customizations, when they click the 'Undo' button, then the last change made should revert, restoring the previous state of the board.

Integration with Event Details

"As an event manager, I want to link my visual ideas to specific event details so that I can ensure all concepts are feasible and aligned with our planning dimensions."

Description

The visual idea board should be able to integrate with existing event details and data within VenueConnect. This integration allows users to link pinned ideas directly to specific events, making it easier to contextualize each inspiration and idea. Users should be able to associate pins with event timelines, venues, and other relevant details. This requirement is key as it connects creative concepts with practical planning considerations, ensuring that ideas align with logistical parameters.

Acceptance Criteria

User links a pinned idea on the visual idea board to a specific event within VenueConnect to facilitate contextualization.

Given a user is on the visual idea board, when they select a pinned idea, then they should see an option to link the idea to an existing event, and upon selection, the idea should be successfully associated with the event's details.

Users should be able to view linked event details when interacting with a pinned idea on the visual idea board.

Given a user has pinned an idea linked to an event, when they hover over or click the pinned idea, then they should see a tooltip or modal displaying the event's timeline, venue, and related details.

Users should be able to unlink an idea from an event if it is no longer relevant.

Given a user has linked an idea to an event, when they choose to unlink it, then the idea should be removed from the event and should no longer display any association when viewed.

The visual idea board should allow users to filter pinned ideas based on associated events.

Given users have pinned multiple ideas linked to various events, when they apply a filter based on a specific event, then the board should only display the ideas associated with the selected event.

Users should receive confirmation when an idea is successfully linked to an event.

Given a user has just linked a pinned idea to an event, when the action is completed, then a confirmation message should be displayed, indicating the successful linkage of the idea to the event.

The system should ensure that only valid events can be linked to ideas on the visual idea board.

Given a user is linking a pinned idea, when they browse existing events, then the system should only display events that are relevant and available for linkage, excluding any archived or deleted events.

Export and Share

"As an event planner, I want to export and share my visual idea board so that I can get feedback from my clients and stakeholders effectively."

Description

The visual idea board must offer functionality for users to export their boards in various formats (e.g., PDF, image files) and share them via email or social media. This feature is vital for collaborating with clients, stakeholders, and vendors by allowing them to view, comment, and provide their input on event inspirations. Providing seamless sharing options makes it easier for teams to collaborate externally while maximizing engagement from all parties involved in the planning process.

Acceptance Criteria

User wants to export their visual idea board as a PDF document for review by a client before the event.

Given a user has created a visual idea board, when they select the export option and choose PDF format, then the system should generate a PDF file that accurately represents the visual board content and prompt the user to download it.

A user is collaborating with a team and needs to share their visual idea board via email for feedback.

Given a user has a visual idea board ready for sharing, when they select the share option and enter the recipient's email address, then the system should send an email containing a link to the visual idea board.

A user wants to share their visual idea board on social media to gather opinions from their followers.

Given a user has a visual idea board, when they click on the share option for social media and select a platform, then the system should generate a shareable post that includes a link and an image of the visual idea board.

The user needs to view the export options available for their visual idea board before deciding how to share it.

Given a user is on their visual idea board, when they click on the export/share option, then the system should display a list of available export formats (e.g., PDF, JPG, PNG) and sharing options (e.g., Email, Facebook, Twitter).

A user wants to ensure that the exported image of their visual idea board maintains high resolution for printing purposes.

Given a user selects the image export option, when they choose the resolution settings, then the system should allow them to select high, medium, and low resolution, and the high-resolution export should be at least 300 DPI.

The user wishes to receive confirmation that their visual idea board has been successfully shared.

Given a user has shared their visual idea board via email or social media, when the share action completes, then the system should display a confirmation message indicating the successful share and provide an option to undo the action.

Task Assignment Tracker

A dynamic task management tool that enables users to assign, track, and manage responsibilities among team members. This feature enhances accountability and keeps everyone informed of their tasks, deadlines, and progress, ensuring nothing falls through the cracks.

Requirements

Real-time Task Notifications

"As an event manager, I want to receive real-time notifications about my tasks so that I can stay informed and ensure all responsibilities are met on time."

Description

This requirement focuses on delivering real-time notifications to users when tasks are assigned, updated, or nearing deadlines. By implementing this feature, VenueConnect will ensure that team members stay informed and engaged with their responsibilities, reducing the likelihood of missed deadlines or overlooked tasks. The notifications will integrate seamlessly into the existing user interface, providing a user-friendly experience while enhancing team collaboration and accountability. This functionality is crucial for keeping all stakeholders aligned and informed, ultimately leading to more efficient project management.

Acceptance Criteria

User receives a notification immediately upon being assigned a new task by a team leader in the Task Assignment Tracker.

Given a user is logged into VenueConnect, When a team leader assigns a new task to the user, Then an instant notification should appear on the user's dashboard indicating the new task assignment.

Users are notified when a task they are managing is updated by another team member.

Given a user is managing a specific task, When another team member updates that task, Then the user should receive a notification of the update within 5 seconds of the change being made.

Team members receive reminders when a task is approaching its deadline.

Given a user has a task nearing its deadline, When the task is within 24 hours of its due date, Then the user should receive a reminder notification 24 hours before the deadline.

Users can customize their notification settings for task assignments, updates, and deadlines.

Given a user accesses the notification settings, When the user selects the desired notification preferences for task assignments, updates, and deadline reminders, Then the user's selected preferences should be saved and applied immediately.

A consolidated notification summary is displayed at the end of each day.

Given a user concludes their workday, When the user checks the notification summary, Then the summary should display all task assignments, updates, and deadlines received throughout the day in a single view.

Users have the ability to snooze task notifications for a specified period.

Given a user receives a task notification, When the user chooses to snooze the notification, Then the notification should be temporarily disabled for the specified duration and reappear when that duration has elapsed.

Team leaders receive reports on the effectiveness of the real-time task notifications.

Given a team leader is analyzing team performance, When they access the reports section related to task notifications, Then the report should detail how many notifications were sent, acknowledged, and acted upon by team members over a specified timeframe.

Task Progress Tracking

"As a team member, I want to see a dashboard of task progress so that I can understand my workload and what needs attention."

Description

This requirement involves creating a visual dashboard that allows users to track the progress of assigned tasks at a glance. The dashboard will display completed, in-progress, and pending tasks, using color-coding for quick reference. By providing an accessible overview of task status, users can identify bottlenecks and take proactive measures to keep projects on track. This feature will enhance transparency and facilitate better communication among team members, leading to improved collaboration and project outcomes.

Acceptance Criteria

Dashboard Overview and Accessibility

Given a user logs into the VenueConnect platform, when they navigate to the Task Progress Tracking module, then they should see a dashboard displaying completed, in-progress, and pending tasks using a color-coded system, clearly indicating the status of each task.

Real-Time Task Updates

Given a user is viewing the Task Progress Tracking dashboard, when a team member updates the status of a task, then the dashboard should refresh automatically within 5 seconds to reflect the new status without requiring a page refresh.

Task Details Access

Given a user is on the Task Progress Tracking dashboard, when they click on a specific task, then they should be able to view detailed information including assigned team member, deadline, and notes related to that task.

Color-Coding Consistency

Given a user is viewing the Task Progress Tracking dashboard, when they view the color-coded statuses, then completed tasks should be marked in green, in-progress tasks should be in yellow, and pending tasks should be in red to ensure clarity.

Bottleneck Identification

Given a user is viewing the Task Progress Tracking dashboard, when more than 50% of tasks in a specific project are marked as pending, then an alert should be displayed at the top of the dashboard notifying the user of a potential bottleneck.

Historical Data Access

Given a user is on the Task Progress Tracking dashboard, when they select a 'View Historical Data' option, then they should be able to see a breakdown of task statuses and assignments for the last 30 days.

Custom Task Assignment Rules

"As a project manager, I want to set custom rules for task assignments so that I can optimize team productivity by matching tasks with the right skills."

Description

This requirement entails the ability to create customizable rules for task assignment based on team members' skills, availability, and workload. Users can set parameters for how tasks are assigned, ensuring that the right person gets assigned the right task based on their qualifications and current load. This feature will enhance the efficiency of task distribution, leading to better utilization of team resources and improved overall project management. Such automation minimizes the manual effort needed for task allocation, freeing up time for more strategic activities.

Acceptance Criteria

Custom Task Assignment Based on Skills and Availability

Given a user who wants to create a task, when they define the task details and skill requirements, and set availability constraints, then the system should assign the task to the most qualified team member available according to the defined rules.

Monitoring Workload Distribution

Given multiple tasks assigned with varying workloads, when a user reviews the tasks in the tracker, then the system should visually indicate if any team member is overloaded based on the predefined workload thresholds.

Updating Assignment Rules

Given a user with administrative rights, when they modify the existing task assignment rules to adjust skill or availability parameters, then the changes should be saved and reflected immediately in the task assignment process.

Validating Task Assignment Process

Given predefined task assignment rules, when multiple tasks are created within the system, then the tasks should be automatically assigned according to the rules without manual intervention, and the assignment should be logged for audit purposes.

Error Handling during Task Assignment

Given a scenario where no team member meets the assigned task criteria, when the system attempts to assign the task, then it should notify the user with an appropriate error message indicating the lack of suitable candidates.

User-Friendly Interface for Task Assignment Setup

Given a user who is setting up a new task assignment rule, when they interact with the interface, then they should find it intuitive, with clearly labeled options for skills, availability, and workload parameters that guide them through the process.

Task Commenting System

"As a team member, I want to add comments to tasks so that I can collaborate with others and clarify any uncertainties."

Description

This requirement introduces a commenting feature within each task that enables team members to communicate directly regarding specific tasks. By allowing for asynchronous discussions, users can provide updates, seek clarifications, and share feedback directly on a task’s page, fostering collaboration and knowledge sharing. This capability will enhance communication within the platform, ensuring that all relevant information is captured and accessible to all team members, ultimately leading to better project execution and team cohesion.

Acceptance Criteria

Team members engage in a task within the Task Assignment Tracker and need to discuss updates or ask questions related to that specific task.

Discussion Forum

A dedicated area for team discussions where users can initiate conversations, pose questions, and share insights about event planning. This forum fosters open communication, encourages collaboration, and provides a record of discussions that can be referenced later.

Requirements

User Authentication

"As an event planner, I want to securely log in to the Discussion Forum so that I can participate in discussions without worrying about my account security."

Description

Implement a robust user authentication system that allows users to securely log in to the Discussion Forum using their existing VenueConnect credentials. This system must include features such as password recovery, multi-factor authentication, and session management to enhance security and user trust. By streamlining access to the forum, users can engage in discussions without the barriers of managing multiple accounts, fostering a more cohesive community experience.

Acceptance Criteria

User authentication for discussion forum access via VenueConnect credentials.

Given a registered user with valid VenueConnect credentials, when they enter their username and password on the Discussion Forum login page, then they should be granted access to the forum without any errors.

Password recovery process for Discussion Forum users.

Given a user who has forgotten their password, when they click on the 'Forgot Password?' link and enter their email address, then they should receive an email with instructions to reset their password within 15 minutes.

Multi-factor authentication for enhanced account security during login.

Given a user is logging into the Discussion Forum, when they enter their credentials, then they should be prompted for a multi-factor authentication code sent to their registered mobile device or email, and they must enter the correct code to gain access.

Session management to prevent unauthorized access during inactivity.

Given a user is logged into the Discussion Forum, when they remain inactive for 15 minutes, then their session should automatically expire, requiring them to log in again to access the forum.

Successful user login using existing VenueConnect credentials.

Given a user has valid VenueConnect credentials, when they log in to the Discussion Forum, then they should be redirected to the main discussion page with a greeting message stating their username.

Displaying appropriate error messages for failed login attempts.

Given a user attempts to log in with incorrect credentials, when they submit the login form, then they should see an error message indicating that their username or password is incorrect, with no indication of which one is wrong.

Discussion Threads

"As a team member, I want to create discussion threads on specific topics so that I can share insights and collaborate with others effectively."

Description

Develop a feature that allows users to create and manage discussion threads within the forum. Users should be able to post new topics, reply to existing ones, and upvote useful contributions. Each thread must display timestamps for posts and allow for categorization by topic to streamline navigation. This functionality will encourage collaboration and knowledge sharing among users, while also creating a useful archive for future reference.

Acceptance Criteria

Creating a New Discussion Thread.

Given a user is logged into the VenueConnect platform, When the user navigates to the Discussion Forum and clicks on 'New Thread', Then the user can successfully enter a title, content, and select categories for the thread, and submit it, resulting in the thread being displayed in the forum with a timestamp.

Replying to an Existing Discussion Thread.

Given a user is viewing an existing discussion thread, When the user clicks on 'Reply', enters a response, and submits it, Then the reply is appended to the thread and visible to all users with the correct timestamp.

Upvoting a Post.

Given a user is viewing a discussion thread, When the user clicks on the upvote button on a post, Then the upvote count for that post increases by one and the user is unable to upvote the same post again.

Categorizing Discussion Threads.

Given a user is creating a new discussion thread, When the user selects a category from the available options during thread creation, Then the thread is categorized appropriately and can be filtered in the forum by that category.

Viewing the Timestamp of Posts.

Given a discussion thread contains multiple posts, When the user views the thread, Then each post displays a timestamp showing the date and time of its creation or last update clearly.

Searching for Topics in the Discussion Forum.

Given a user accesses the Discussion Forum, When the user enters a keyword in the search bar, Then the forum displays relevant threads that match the keyword, allowing for easy navigation and topic discovery.

Archiving Old Discussion Threads.

Given a thread has not had any activity for 90 days, When the system checks for inactive threads, Then the thread is moved to an 'Archived' category and is still retrievable by users in the archived section.

Search and Filter Functionality

"As a user, I want to search for specific topics in the Discussion Forum so that I can quickly find relevant information without browsing through unrelated content."

Description

Introduce a search and filter system that allows users to easily find relevant discussions within the forum. This functionality should support keyword searches, filtering by categories, and sorting based on activity levels and timestamps. Enhancing discoverability of discussions will enable users to quickly access relevant information and contribute meaningfully without having to sift through numerous posts.

Acceptance Criteria

User initiates a keyword search to find discussions related to 'catering' in the discussion forum.

Given that the user enters 'catering' in the search bar, when they execute the search, then the system should return all discussions containing the keyword 'catering' in the title or body.

User wants to filter discussions by the category 'Marketing' to find relevant posts.

Given that the user selects the 'Marketing' category from the filter options, when they apply the filter, then the system should display only discussions categorized under 'Marketing'.

User sorts discussions by the most recent activity to see the latest conversations.

Given that the user selects 'Sort by Most Recent' from the sort options, when they apply the sort, then the system should display discussions in order of latest activity, with the most recently updated posts at the top.

User searches for discussions within a specific date range to find relevant posts.

Given that the user inputs a start date and end date in the search filters, when they initiate the search, then the system should return discussions posted within the specified date range.

User wants to view discussions with high engagement based on the number of replies.

Given that the user selects 'Sort by Engagement' from the sort options, when they apply the sort, then the system should display discussions ranked by the number of replies, with the highest engagement at the top.

User needs to reset their search parameters to return to the full list of discussions.

Given that the user has applied one or more search or filter options, when they click 'Reset Filters', then the system should clear all search and filter options and display all discussions.

Notification System

"As a user, I want to receive notifications about replies on my posts so that I can stay engaged with the discussions I started."

Description

Create an automated notification system that alerts users to replies on their threads, mentions, or significant activity within the forum. Users should have the option to customize their notification preferences via email or in-app alerts. This feature will ensure that users remain engaged and informed about ongoing discussions, improving user retention and participation.

Acceptance Criteria

User receives notifications for replies on their threads in the discussion forum.

Given a user has initiated a thread, when another user replies to that thread, then the original user receives a notification via their chosen method (email/in-app).

User is notified when they are mentioned in a discussion forum post.

Given a user is mentioned in a discussion post, when the mention occurs, then that user receives an immediate notification via their selected notification method.

User can customize their notification preferences in the settings.

Given a user navigates to their notification settings, when they update their preferences, then those changes are saved and reflected in their notification methods.

User receives a summary notification of significant activity within the forum.

Given significant activity occurs (e.g., multiple replies/likes on threads they follow), when the user checks their notifications, then they see a summary of that activity.

User can opt out of specific notification types.

Given a user is in the notification settings, when they deselect a specific notification type (e.g., mentions), then they no longer receive those notifications.

User receives a notification digest once a day for forum activity they participate in.

Given the user has opted for daily digests, when the time for the digest arrives, then the user receives an email containing a summary of the previous day's activities.

User can test their notification settings to ensure they work as intended.

Given a user has customized their notification settings, when they request a test notification, then they receive a notification confirming their settings are correctly applied.

User Profile Integration

"As a user, I want to view and manage my profile in the Discussion Forum so that I can connect with others and showcase my contributions."

Description

Integrate user profiles with the Discussion Forum, allowing users to customize their profiles, display their contributions, and follow other users. This feature will enhance the social aspect of the forum by enabling users to connect based on shared interests, experiences, and discussions, thereby fostering a stronger community among event professionals.

Acceptance Criteria

User Customization of Profile

Given a user is logged into the Discussion Forum, when they navigate to their profile settings, then they should be able to customize their profile information, including profile picture, biography, and interests.

Display Contributions

Given a user has posted messages in the Discussion Forum, when other users view their profile, then the profile should display a list of contributions made by that user with timestamps.

Follow Other Users

Given a user is viewing another user's profile in the Discussion Forum, when they click the 'Follow' button, then the user should be added to their list of followed users and receive updates on that user's activities.

User Notifications for Activity

Given a user is following other users, when those followed users post new messages in the Discussion Forum, then the user should receive notifications about those new messages in their account notifications area.

Search and Discover Users

Given a user is on the Discussion Forum, when they use the search feature to find other users, then they should be able to see a list of users that match the search criteria, along with their profile information.

Visibility of User Interests in Profiles

Given a user has specified interests in their profile, when other users view that profile, then those interests should be visible and accurately displayed as part of the profile information.

Event Timeline View

An intuitive timeline interface that shows an overview of all event-related tasks and milestones. Users can easily visualize the planning progress, key dates, and upcoming responsibilities, ensuring that deadlines are met and nothing is overlooked.

Requirements

Task Color-Coding

"As an event planner, I want to see my tasks color-coded so that I can easily identify categories and prioritize my responsibilities."

Description

The Event Timeline View must include a color-coding system for different categories of tasks (e.g., logistics, marketing, catering) that allows users to quickly identify and differentiate between various responsibilities. This feature enhances the visual appeal of the timeline and aids users in prioritizing tasks effectively, ensuring that they can focus on the most critical activities at a glance. By offering this capability, users can manage their time and resources more efficiently, leading to better event outcomes and heightened collaboration among team members.

Acceptance Criteria

As an event planner, I want to view my event tasks on a timeline visually coded by color so that I can quickly determine which tasks belong to which categories and prioritize my workflow accordingly.

Given that I am viewing the Event Timeline View, when tasks are displayed, then the tasks must be color-coded according to their category (e.g., logistics as blue, marketing as green, catering as orange) so that I can easily differentiate them at a glance.

As a team member assigned to a marketing task, I need a clear representation of my responsibilities in the Event Timeline View, so I can focus on marketing tasks without confusion from other tasks.

Given that I am viewing the Event Timeline View, when I look at my assigned tasks, then all marketing-related tasks should be highlighted in green, allowing me to quickly identify my priorities without mixing them with other categories.

As a project manager, I want to ensure that all team members are aware of their responsibilities and deadlines on the same timeline, to increase accountability and avoid missed tasks.

Given that I am viewing the Event Timeline View, when multiple team members access the timeline, then all tasks should display the correct color code for their respective categories and deadlines should be prominently visible, ensuring clarity for all users involved in the project.

As an event coordinator, I want to override the default color-coding for specific tasks when necessary to accommodate unique requirements or changes in task significance.

Given that I have editing permissions, when I select a task on the Event Timeline View, then I must have the option to change its assigned color to any available color in the palette, enabling modifications for visibility based on current priorities.

As a user of VenueConnect, I need to ensure that the color-coding on the Event Timeline View remains consistent and intuitive across different screens and devices to maintain usability and reduce confusion.

Given that I am using the Event Timeline View on different devices (e.g., desktop, tablet, mobile), when I switch between devices, then the color-coding system for tasks should remain consistent and easily recognizable across all platforms to ensure a seamless user experience.

As a user of the Event Timeline View, I need to have the ability to filter tasks by categories to focus on specific areas of the event planning process without distractions from other tasks.

Given that I am viewing the Event Timeline View, when I apply a filter for a specific category (e.g., only view 'catering' tasks), then the timeline should only display tasks related to the selected category while appropriately maintaining the color-coding for those tasks.

Milestone Notifications

"As an event planner, I want to receive notifications for upcoming deadlines so that I can ensure I meet all milestones without last-minute stress."

Description

The Event Timeline View should have a built-in notification system that alerts users of upcoming milestones and deadlines. These notifications can be sent via email or in-app alerts, helping users stay on track and avoid missing crucial deadlines. This feature is essential for maintaining accountability and ensuring that all team members are aware of their responsibilities, ultimately leading to seamless event execution.

Acceptance Criteria

User receives an email notification 24 hours prior to a milestone deadline for an event.

Given the user has an upcoming milestone with a deadline set for 48 hours, when the notification system triggers, then the user should receive an email reminder 24 hours before the milestone.

User receives an in-app alert for a task that is due in 2 hours.

Given the user is viewing the Event Timeline View, when a task is due within the next 2 hours, then an in-app alert should be displayed notifying the user of the impending deadline.

A user can configure the time frame for milestone notifications.

Given the user has access to the notification settings, when they choose a time frame for notifications (e.g., 1 day, 3 days), then the system should update and send notifications according to the selected time frame for all upcoming milestones.

Multiple users receive notifications for shared milestones.

Given multiple users are assigned to the same milestone, when the milestone deadline approaches and notifications are triggered, then all assigned users should receive either an email or an in-app alert regarding the upcoming milestone.

User can turn off notifications for specific milestones.

Given the user is in the Event Timeline View, when they select a specific milestone and choose to disable notifications for it, then the system should no longer send notifications related to that milestone to the user.

User receives a summary of all upcoming milestones in a weekly email.

Given the user is subscribed to receive weekly summaries, when it is the end of the week, then the system should send an email containing a summary of all upcoming milestones and deadlines for the following week.

Drag-and-Drop Task Management

"As an event planner, I want to drag and drop tasks on my timeline so that I can easily adjust my schedule as plans change."

Description

The Event Timeline View must support drag-and-drop functionality for task management, allowing users to easily rearrange milestones and deadlines. This feature promotes flexibility, enabling users to adjust their plans as necessary without having to navigate through multiple menus or screens. It streamlines the planning process and fosters a more interactive experience, ultimately enhancing user satisfaction and project flow.

Acceptance Criteria

User rearranges milestones in the Event Timeline View in a project for an upcoming conference to accommodate a new speaker availability.

Given the user is on the Event Timeline View, when they drag and drop a milestone to a new date, then the milestone should update to reflect the new date without errors and notification of the change should be displayed.

User attempts to drag a task past the last deadline in the Event Timeline View.

Given the user is on the Event Timeline View, when they attempt to drag a task beyond the last deadline, then a warning message should appear stating that the task cannot be scheduled beyond the set project end date.

User wants to change the order of tasks to prioritize critical tasks for an event.

Given the user is on the Event Timeline View, when they drag a task to a different position in the list, then the task order should visually update to reflect the new priority, and the associated deadlines should adjust accordingly without data loss.

User edits milestones directly within the Event Timeline View after rearranging them.

Given the user has rearranged milestones in the Event Timeline View, when they click on a milestone to edit its details, then the system should allow them to successfully edit and save those changes without disrupting the new order of the timeline.

User has multiple tasks that need to be grouped together to show dependencies in the Event Timeline View.

Given the user is on the Event Timeline View, when they group tasks that are linked by dependencies, then the grouped tasks should display as a single unit that can be moved together, preserving the dependencies between them.

User refreshes the Event Timeline View after making changes to ensure all updates are retained and displayed correctly.

Given the user has made changes to the tasks in the Event Timeline View, when they refresh the page, then all changes should be retained and displayed accurately without data loss or error messages.

Detailed Task Descriptions

"As an event planner, I want to attach detailed descriptions and documents to tasks so that my team has all the information they need to execute their responsibilities."

Description

Each task within the Event Timeline View must have the option for users to include detailed descriptions and relevant attachments (documents, images, etc.). This will ensure that all team members have access to necessary information and resources, mitigating the risk of oversight. This capability enhances communication and ensures a comprehensive understanding of responsibilities across the team.

Acceptance Criteria

Adding detailed descriptions to tasks in the Event Timeline View.

Given a user is in the Event Timeline View, when they select a task, then they must see an option to add a detailed description with a character limit of 500 characters.

Attaching relevant documents and images to tasks in the Event Timeline View.

Given a user is editing a task in the Event Timeline View, when they choose to attach a file, then they must be able to upload documents and images with a size limit of 5MB each.

Viewing detailed descriptions and attachments in the Event Timeline View.

Given a user is in the Event Timeline View, when they click on a task with a detailed description and attachments, then they must be able to view the complete description and preview the attachments without leaving the view.

Editing existing detailed descriptions and attachments in the Event Timeline View.

Given a user has previously added a detailed description and attachments to a task, when they select the task for editing, then they must be able to modify the existing description and update or remove attachments.

Ensuring that all team members have visibility of detailed task descriptions and attachments.

Given a user has shared the Event Timeline View with team members, when any team member accesses the view, then they must see all detailed descriptions and attachments for each task as they were saved.

Printable Timeline Reports

"As an event planner, I want to generate printable reports of my event timeline so that I can share them with stakeholders who do not use the platform."

Description

The Event Timeline View should enable users to generate printable reports that summarize key dates, tasks, and milestones. This feature allows users to share physical copies with stakeholders who may not have access to the digital platform. By providing this capability, users can ensure that everyone involved is on the same page, thus promoting better communication and reducing the potential for misunderstandings.

Acceptance Criteria

As an event planner, I want to generate a printable timeline report for a scheduled event so that I can share it with team members and stakeholders who do not have access to the VenueConnect platform.

Given the user is on the Event Timeline View when the user selects the option to generate a printable report, then the system should compile key dates, tasks, and milestones into a formatted document that is ready for print.

As a user, I need the printable timeline report to include all relevant details without exceeding a specific number of pages to ensure it is easy to share and read.

Given the printable report is generated, when the report is reviewed, then it must contain all key event details within a maximum of 2 pages without sacrificing important information.

As a user, I want to ensure that the printable report format is compatible with common word processing software so that I can easily edit it if necessary.

Given the report is generated as a downloadable document, when the user opens the document in common word processing software (e.g., Microsoft Word, Google Docs), then all formatting should remain intact and editable without errors.

As a user, I wish to verify that the printing feature works seamlessly with various printers to avoid any workflow disruptions during the event planning process.

Given the user chooses to print the generated report, when the print command is executed on different printer models, then the report should print correctly and clearly on each printer without any loss of information.

As an event planner, I want to ensure that the generated report can be saved in multiple formats to accommodate varied stakeholder preferences.

Given the user is on the report generation page, when the user selects the desired file format (PDF, DOCX, etc.), then the system should save the report in the selected format without errors.

As a project manager, I want to test the report generation process to confirm it operates properly under different network conditions to ensure reliability.

Given the user is in a low bandwidth situation, when the user attempts to generate a printable report, then the system should provide a loading indicator and successfully generate the report regardless of network conditions.

Feedback Loop

An integrated feedback mechanism that allows team members to give and receive feedback on ideas and plans within the hub. This ensures continuous improvement and fosters a culture of collaboration, allowing teams to refine their strategies and enhance the overall event experience.

Requirements

Real-time Feedback Submission

"As an event coordinator, I want to submit real-time feedback during events so that I can ensure any issues are addressed promptly and enhance the experience for all attendees."

Description

This requirement enables users to submit feedback in real-time during or after events through an intuitive interface. It includes options to provide ratings, comments, and suggestions. The feedback will be automatically categorized and tagged for easy tracking and analysis. By facilitating immediate feedback, this feature ensures that stakeholders can address concerns promptly and improve the overall event experience. Implementing this will enhance communication among team members and support data-driven decision-making for future events.

Acceptance Criteria

Real-time feedback submission during a live event session.

Given a user is attending a live event, when they submit feedback through the interface, then the feedback should successfully be recorded and categorized in real-time.

Submission of feedback after an event has concluded.

Given the event has ended, when a user submits feedback, then they should receive a confirmation message that their feedback was successfully submitted.

Providing ratings and comments on speaker performance.

Given a user opts to provide feedback on a specific session, when they rate and comment on the speaker's performance, then this feedback should be tagged to the corresponding session and be accessible for analysis.

Automated categorization of feedback submissions.

Given a user submits feedback, when the user provides their input, then the system should automatically categorize their feedback into predefined tags (e.g. 'Positive', 'Negative', 'Suggestion').

Composite analytics of received feedback over multiple events.

Given the system has received feedback from several events, when the user requests an analytics report, then the report should display aggregated data, including average ratings and common suggestions, in a user-friendly format.

Notification system for immediate feedback alerts.

Given feedback is submitted during an event, when feedback is submitted that falls below a certain rating threshold, then the relevant stakeholders should receive an immediate notification regarding the feedback.

User interface accessibility for submitting feedback.

Given a user accesses the feedback submission interface, when they interact with the interface on various devices (mobile, tablet, desktop), then the interface should remain fully functional and accessible without any errors or layout issues.

Anonymous Feedback Option

"As a team member, I want the option to provide anonymous feedback so that I can share my honest opinions without the fear of judgment or causing tension within the team."

Description

This requirement introduces an anonymous feedback option for team members who may feel uncomfortable sharing their opinions openly. Users will have the ability to submit feedback without revealing their identity, encouraging more honest and constructive input. This promotes a culture of openness and trust within the team, leading to richer insights and a comprehensive understanding of potential improvements in process and service.

Acceptance Criteria

Team members at VenueConnect are preparing for an upcoming event and want to gather feedback on the proposed plan without revealing their identities to encourage honest input.

Given a team member is logged into VenueConnect, when they access the feedback loop and choose the anonymous feedback option, then they should be able to submit their feedback without their identity being visible to other team members.

After submitting anonymous feedback, a team member wants to ensure that their feedback cannot be traced back to them to maintain their confidentiality.

Given an anonymous feedback submission occurs, when the feedback is processed, then the identity of the submitter must remain undisclosed and is not linked to any user account.

During a team meeting, the manager presents the feedback received through the anonymous feedback option to facilitate discussion while keeping the submitters' identities anonymous.

Given a summary report of anonymous feedback is prepared, when the manager presents it, then no identifying information of the feedback submitters should be included in the report.

A team member wants to review the history of feedback submitted by their peers anonymously to identify common themes and areas for improvement.

Given that feedback has been submitted anonymously, when a user accesses the feedback history, then they should see a compiled list of feedback without any identifying user details attached to each entry.

The development team needs to test the functionality of the anonymous feedback option to ensure it works seamlessly within the existing feedback loop.

Given the feedback loop is integrated into VenueConnect, when the development team tests the anonymous feedback functionality, then they must verify that the feature performs correctly under various test cases without exposing user identities.

A team member wishes to understand how effective the anonymous feedback option is in improving team engagement and feedback quality.

Given a defined period of feedback collection, when the analytics module is used to analyze data, then it should show an increase in feedback submissions and satisfaction metrics attributed to the use of the anonymous feedback option.

Feedback Analytics Dashboard

"As a venue manager, I want to access an analytics dashboard that displays feedback trends so that I can make informed decisions about future events and identify areas for enhancement."

Description

The Feedback Analytics Dashboard requirement allows users to visualize and analyze collected feedback through interactive charts and graphs. This feature will include metrics such as overall satisfaction ratings, common themes from comments, and suggested improvements. By providing actionable insights, it empowers event organizers to make data-driven adjustments and strategically enhance their offerings over time. This analytical approach fosters continuous improvement in event execution.

Acceptance Criteria

User wants to view the overall satisfaction ratings from feedback collected after an event to gauge attendee happiness and make strategic decisions for future events.

Given the user accesses the Feedback Analytics Dashboard, when they select the overall satisfaction ratings metric, then the dashboard displays an interactive chart visualizing average satisfaction ratings over time, with filters for event types and dates.

An event organizer is interested in identifying common themes in attendee comments to improve future event offerings.

Given the user selects the comment analysis feature on the Feedback Analytics Dashboard, when they click on the 'Common Themes' section, then the dashboard shows a list of identified themes derived from comments, sorted by frequency, and allows the user to click on each theme for detailed commentary.

A venue manager wishes to analyze suggested improvements from feedback received to enhance event execution and logistics.

Given the user navigates to the suggestions section of the Feedback Analytics Dashboard, when they select the 'Suggested Improvements' metric, then the dashboard displays a bar graph illustrating all suggested improvements, with the number of mentions for each suggestion.

The event planning team needs to generate a report on feedback analytics to present to stakeholders post-event.

Given the user is on the Feedback Analytics Dashboard, when they click on the 'Generate Report' button, then the system creates a report including all visualizations and metrics viewed, which can be exported as a PDF or Excel file.

An event coordinator wants to compare satisfaction ratings between different events for better decision-making.

Given the user is on the Feedback Analytics Dashboard, when they use the comparison tool to select multiple events, then the dashboard displays a comparative line graph showing satisfaction ratings for the selected events over the same time period.

A user needs to quickly access the most recent feedback data to make immediate adjustments for upcoming events.

Given the user accesses the Feedback Analytics Dashboard, when they view the 'Latest Feedback' widget, then it displays the top three recent feedback entries with overall ratings, themes, and validation timestamps.

The management team wants to ensure the feedback dashboard is actually reflecting real-time data from collected user responses.

Given the user refreshes the Feedback Analytics Dashboard, when they check the timestamps of the last data update, then the dashboard shows the most recent feedback collected within the last hour.

Feedback Response Management

"As an event manager, I want to respond to feedback received so that I can acknowledge input and demonstrate that our team values the suggestions and concerns of our stakeholders."

Description

This requirement allows event teams to respond directly to feedback received from users. By enabling a system for acknowledgment and response, this feature fosters communication and enhancement through interaction. Team members can prioritize feedback responses based on urgency and importance, ensuring that all concerns are addressed in a timely manner. This leads to increased trust and satisfaction among team members and clients.

Acceptance Criteria

Team member receives feedback on an event proposal and needs to acknowledge the feedback in the system.

Given a team member views feedback on their event proposal, When they create an acknowledgment response, Then the feedback status is updated to 'Acknowledged' and the team member receives a notification confirming the acknowledgment.

Event teams need to prioritize received feedback based on urgency and importance for better response management.

Given multiple feedback entries logged, When a team member sorts feedback by priority, Then the system displays feedback items sorted from highest to lowest priority according to predefined criteria.

A team member wishes to respond to specific feedback while addressing a client's concern regarding an event's layout.

Given a feedback entry pertaining to layout concerns, When the team member submits a response addressing this concern, Then the response is logged under the respective feedback and both the team member and client are notified of the response.

The system needs to allow team members to track the status of various feedback responses.

Given team members are reviewing feedback response statuses, When they access the feedback management dashboard, Then they can view all responses with their corresponding statuses (Pending, Acknowledged, Responded) and timestamps of each update.

Team members want to evaluate the effectiveness of feedback responses in improving event outcomes.

Given feedback responses have been submitted and events executed, When team members analyze the feedback interaction report, Then they can see correlation metrics between feedback responses and event satisfaction ratings.

The feedback loop requires input from multiple stakeholders to refine event strategies.

Given feedback is collected from various stakeholders, When a team member compiles feedback into a summary report, Then the report includes contributions from all involved parties and is accessible to the entire team for review.

Event teams must receive reminders about feedback that requires urgent follow-up.

Given feedback entries marked as urgent, When the system triggers alerts, Then team members assigned to these feedback entries receive notifications via email and system alerts within the application.

Integration with Communication Tools

"As a team member, I want feedback notifications to be sent to our communication tool so that I can quickly address and discuss feedback with my colleagues without needing to switch platforms."

Description

The integration with popular communication tools (like Slack, Microsoft Teams, etc.) is essential for delivering real-time notifications about new feedback submissions or responses. This requirement will ensure that team members are promptly informed about feedback without needing to constantly check the feedback hub, facilitating a quicker response to input and fostering an agile work environment.

Acceptance Criteria

Integration with Slack for Feedback Notifications

Given a user has access to VenueConnect and Slack, when a new feedback item is submitted in VenueConnect, then a notification should be sent to the designated Slack channel in real-time.

Integration with Microsoft Teams for Feedback Alerts

Given a user is using VenueConnect integrated with Microsoft Teams, when team feedback is commented on, then the user should receive an instant notification in their Teams app.

User Management of Notification Settings

Given a user in VenueConnect, when they navigate to the notification settings, then they should be able to customize whether they want to receive feedback notifications via Slack, Microsoft Teams, or both.

Testing Notification Delay

Given that feedback has been submitted in VenueConnect, when checking both Slack and Microsoft Teams, then I must observe feedback notifications appear within 2 minutes of submission.

Content of the Notification

Given feedback is submitted in VenueConnect, when the notification is sent to Slack or Microsoft Teams, then it should include the feedback title, the name of the person who submitted it, and a direct link to view the feedback in VenueConnect.

Feedback Notification for Multiple Users

Given multiple feedback submissions made by different users, when feedback is submitted, then all relevant team members assigned in VenueConnect should receive simultaneous notifications in their chosen communication tool.

System Performance during Notifications

Given a feedback submission is made when the notification system is under heavy load, then the system should still successfully send notifications to the communication tools without significant delays or failures.

Vetted Vendor Profiles

Detailed profiles showcasing vendor services, portfolios, and certifications, ensuring that event coordinators have confidence in the quality of the vendors they choose. This feature enhances trust and transparency, enabling users to make informed decisions based on credentials and past performance.

Requirements

Vendor Profile Management

"As an event coordinator, I want to view detailed vendor profiles so that I can confidently choose the best vendors for my events based on their qualifications and past performances."

Description

This requirement focuses on the creation and management of detailed vendor profiles within the VenueConnect platform. Each profile will include essential information such as vendor services, portfolios, certifications, and customer reviews. This functionality will enhance the user's ability to search for and filter vendors based on their needs, driving efficiency and satisfaction. By centralizing vendor information in one place, users can easily compare options and make informed decisions, ultimately streamlining the vendor selection process.

Acceptance Criteria

Vendor Profile Creation for New Vendors

Given a user is logged into the VenueConnect platform, when the user navigates to the vendor management section and fills in the required fields for a new vendor profile (name, services, portfolio links, certifications), then the profile should be successfully created and visible in the vendor list.

Vendor Profile Editing by Event Coordinators

Given a user is an event coordinator logged into the VenueConnect platform, when the user selects an existing vendor profile to edit and updates any of the fields (such as services or certifications), then the updated profile is saved and reflects the changes accurately in the vendor list.

Displaying Vendor Ratings and Reviews

Given a user is browsing vendor profiles, when the user views a specific vendor profile, then the profile must display all customer reviews and an average rating scored out of 5 based on those reviews.

Search and Filter Functionality for Vendors

Given a user is on the vendor profile listing page, when the user applies filters (such as service type, rating, or location) and initiates a search, then the listing should update to show only vendors that match the applied filters.

Bulk Import of Vendor Profiles

Given a user has a formatted CSV file with multiple vendor information, when the user uploads the file through the vendor management section, then all the profiles from the CSV should be created successfully without errors and appear in the vendor list.

Displaying Vendor Certification Information

Given a user is viewing a vendor profile, when the user looks for certification details, then the profile must provide clear information about the certifications held by the vendor, including certification authority and expiration dates.

Vendor Profile Deactivation

Given a user is managing vendor profiles, when the user chooses to deactivate a vendor profile from the vendor management section, then the profile should be marked as inactive and no longer visible to event coordinators in search results.

User Review System

"As an event coordinator, I want to read reviews from other clients about vendors so that I can ensure I am selecting reliable and high-quality service providers for my events."

Description

Implement a system where users can leave reviews and ratings for vendors after events. This feature will allow past clients to share their experiences, providing valuable feedback and insights for future users. The system should ensure that reviews are verified and incorporate moderation features to maintain quality and relevance. The user review system will foster trust within the VenueConnect community and encourage vendors to uphold high standards in their service delivery.

Acceptance Criteria

User leaves a review for a vendor after an event.

Given a user has completed an event with a vendor, when the user navigates to the vendor's profile and clicks on 'Leave a Review', then the user should be able to submit a rating (1-5 stars) and a text review. The review should be associated with their account and marked as verified.

Moderation of user reviews to maintain quality.

Given an admin accesses the review moderation dashboard, when the admin views a submitted review, then they should be able to approve, reject, or flag a review for further investigation. All actions should be logged with timestamps.

Display user reviews on vendor profiles.

Given that a vendor has received verified reviews, when a user visits the vendor's profile, then the user should see a list of all verified reviews with associated ratings and timestamps, sorted by the most recent first.

Notification system for new reviews.

Given that a user has left a review for a vendor, when the review is submitted, then the vendor should receive a notification via email and within the VenueConnect platform indicating that a new review has been posted on their profile.

Users can report inappropriate reviews.

Given a user is viewing a vendor's profile, when they find a review they believe is inappropriate, then they should be able to click on a 'Report' button, which should open a form to state their reason for reporting the review. The report should be submitted for admin review.

Users can edit their own reviews.

Given a user has previously submitted a review, when they navigate back to the vendor's profile and click on 'Edit Review', then they should be able to modify their rating and text and submit the changes, which should update the review in real-time.

Search and Filter Functionality

"As an event coordinator, I want to filter vendor profiles by specific criteria so that I can quickly find vendors that meet my requirements and deadlines."

Description

This requirement involves developing robust search and filter capabilities for vendor profiles. Users should be able to filter vendors based on various criteria, such as service type, rating, location, price range, and availability. This functionality will enhance the user experience by enabling event professionals to quickly find vendors that match their specific requirements, thus saving time and improving the overall decision-making process.

Acceptance Criteria

User searches for a vendor by specific service type, e.g., catering services, during a peak event season.

Given that the user selects 'Catering' as the service type, when they initiate a search, then the system should display all vendors offering catering services, with relevant filtering options visible for further refinement.

User filters vendor profiles based on multiple criteria including rating and location to find the best match for their event.

Given that the user has selected a minimum rating and a specific location, when they apply the filters, then the results should only display vendors that meet both criteria, ensuring accurate match.

User wants to narrow down vendors by a specific price range for their budget.

Given that the user inputs a price range in the filter options, when they search for vendors, then the results should include only those vendors whose service prices fall within the provided range.

User sorts the vendor list based on availability for an upcoming event date.

Given that the user has selected an event date, when they click on the 'Sort by Availability' option, then the system should prioritize and display vendors who are available on that date at the top of the results list.

User conducts a search without entering any filters to view all available vendors.

Given that the user initiates a search without any selected filters, when they perform the search, then the system should display a complete list of all vendors along with a message indicating the total number of vendors found.

User seeks to save their search criteria for future use.

Given that the user has applied a set of filters while searching for vendors, when they opt to save the search configuration, then the system should successfully save the criteria and allow the user to access it later from their account.

User encounters an error while filtering vendor profiles, causing frustration and confusion.

Given that the user applies certain filters and the system fails to respond accordingly, when they report the issue, then the system should provide an error message detailing the problem and suggesting corrective actions.

Vendor Certification Verification

"As an event coordinator, I want to see verified certifications for vendors so that I can trust that they are qualified and compliant with industry standards."

Description

To enhance trust and credibility, this feature will allow the platform to verify vendor certifications and licenses. Implementing a verification system ensures that all listed vendors meet industry standards and possess valid credentials. This functionality not only increases user confidence in vendors but also helps maintain the overall integrity of the VenueConnect platform by ensuring compliance with local regulations.

Acceptance Criteria

Vendor Certification Verification during Onboarding Process

Given a new vendor is added to the VenueConnect platform, when the administrator submits the vendor's certification documents for verification, then the system must verify the documents against the relevant industry standards and return a status of 'Verified' or 'Not Verified' within 24 hours.

User Access to Verified Vendor Profiles

Given an event coordinator is searching for vendors, when they view the vendor profiles, then only the vendors with a 'Verified' status should be displayed along with their certifications highlighted in the profile.

Notification System for Certification Expiry

Given a vendor has a certification that is nearing its expiry date, when the system detects this, then an automated notification should be sent to the vendor and the admin at least 30 days before the expiration.

Audit Trail of Verification Requests

Given a verification request has been submitted for a vendor's certification, when the request is processed, then the system must log the request and the status updates in an accessible audit trail for review.

User Feedback on Vendor Verification Reliability

Given that a user has worked with a vendor, when they complete a survey regarding their experience, then the survey should include a question regarding the reliability of the vendor's verified certifications and allow a rating scale of 1-5.

API for Third-Party Verification Systems

Given the requirement to integrate third-party certification verification systems, when a vendor submits their certification, then the system must be able to communicate with the third-party API to validate the certification and return a verification result within 10 seconds.

Review Process for 'Not Verified' Vendors

Given a vendor has been marked as 'Not Verified', when an event coordinator attempts to book this vendor, then a warning message must appear informing them of the vendor's verification status, with options to proceed or select another vendor.

Vendor Communication Tools

"As an event coordinator, I want to communicate directly with vendors through the platform so that I can easily ask questions and discuss my event needs without leaving the site."

Description

Integrate communication tools that allow event coordinators to directly message vendors through the platform. This feature will facilitate easy and timely communication, enabling users to ask questions, negotiate terms, and establish rapport with vendors before making selections. Offering built-in communication reduces the need for external messaging services and keeps all transaction-related discussions centralized within VenueConnect.

Acceptance Criteria

Event Coordinator Messages a Vendor Regarding Services and Availability

Given an event coordinator is logged into VenueConnect, When they navigate to a vendor's profile and click on 'Message Vendor', Then a messaging interface opens allowing them to send a direct message to the vendor, and they receive a notification that the message was sent successfully.

Vendor Receives and Responds to Coordinator Messages

Given a vendor received a message from an event coordinator through VenueConnect, When they log in and view their messages, Then they can read the message and respond to the event coordinator through the same messaging interface, and the coordinator receives a notification of the vendor's response.

Coordinator Views Message History with a Vendor

Given an event coordinator has previously communicated with a vendor, When they navigate to the vendor’s profile and select 'View Messages', Then they can see a complete history of all messages exchanged with that vendor in chronological order.

Notifications for New Messages

Given an event coordinator is logged into VenueConnect, When a new message is received from a vendor, Then they should receive a real-time notification within the platform indicating that a new message is available, ensuring they do not miss important communications.

Search Functionality within Messaging Tools

Given an event coordinator has multiple messaging threads with various vendors, When they use the search functionality in the messaging interface, Then they should be able to search for keywords or vendor names and see a filtered list of relevant conversations.

Message Attachment Options

Given an event coordinator is communicating with a vendor, When they compose a message, Then they should have the option to attach files such as documents or images, and the attachments should be sent successfully along with the message.

Security and Privacy Controls for Messaging

Given an event coordinator sends a message to a vendor through VenueConnect, When the vendor receives the message, Then the communication should be encrypted and only accessible to the involved parties, ensuring data confidentiality.

Analytics Dashboard for Vendor Performance

"As an event coordinator, I want access to performance analytics for each vendor so that I can evaluate their past performance and make better-informed decisions about whom to hire."

Description

Create an analytics dashboard that provides insights into vendor performance metrics. This dashboard will display data such as average ratings, number of bookings, repeat customers, and customer feedback trends. By offering event coordinators a holistic view of vendor performance, they can make more informed decisions when selecting service providers, thereby enhancing the overall event quality.

Acceptance Criteria

Event coordinators need to access the analytics dashboard to evaluate the performance of various vendors for an upcoming corporate event. They log in to the VenueConnect platform, navigate to the 'Analytics' section, and select the 'Vendor Performance' dashboard to review metrics before making final vendor selections.

Given that the event coordinator has accessed the 'Vendor Performance' dashboard, When they view the metrics, Then the dashboard displays average ratings, number of bookings, repeat customers, and customer feedback trends for each vendor in a clear and readable format.

The lead event coordinator wants to compare vendors based on their performance metrics displayed on the analytics dashboard. They filter the vendors by average rating to identify the top-rated options for an upcoming wedding.

Given that the event coordinator applies a filter to show only vendors with an average rating above 4.0, When they view the results, Then the dashboard updates to display only the vendors meeting the rating criteria, listed in descending order.

An event coordinator is revisiting the analytics dashboard after a significant event. They want to analyze trends in customer feedback to identify any emerging issues or areas for improvement in vendor performance.

Given that it has been a month since the last data refresh, When the event coordinator refreshes the data, Then the dashboard displays updated metrics, including trends in customer feedback over the last 30 days, with clear indicators of positive or negative changes.

A new user, unfamiliar with the VenueConnect platform, wants to understand how to utilize the analytics dashboard to assess vendor performance. They access the help section for guidance on interpreting the data visualizations presented.

Given that the user is on the 'Vendor Performance' dashboard, When they click on the help icon, Then a pop-up tutorial appears explaining how to read the average ratings, bookings, repeat customers, and feedback trends.

An event coordinator wants to export vendor performance data from the analytics dashboard for presentation at a team meeting. They need the data in an easily consumable format.

Given that the event coordinator selects the export option, When they choose the format (CSV or Excel), Then the system generates and allows them to download a file containing vendor performance metrics in the selected format.

Real-Time Availability

An interactive calendar that provides real-time availability of vendors, enabling event coordinators to seamlessly check and book services based on their event timelines. This feature streamlines the planning process, avoids scheduling conflicts, and ensures a hassle-free booking experience.

Requirements

Vendor Availability Synchronization

"As an event coordinator, I want to see real-time vendor availability so that I can book the necessary services without worrying about conflicts or double bookings."

Description

This requirement focuses on developing a robust mechanism for synchronizing vendor availability in real-time with the interactive calendar feature. It will allow event coordinators to view and interact with up-to-date availability information for all vendors, ensuring they can make informed booking decisions. The integration will also automate updates in case of last-minute cancellations or changes in vendor schedules. By streamlining this synchronization, it minimizes the risk of booking conflicts and enhances the overall user experience by providing accurate information that reflects the current state of vendor availability.

Acceptance Criteria

Event coordinator checks vendor availability for a wedding scheduled on June 15, 2025, using the interactive calendar in VenueConnect.

Given the event coordinator accesses the real-time availability calendar, when they select the date June 15, 2025, then they should see up-to-date availability for all vendors listed, showing who is booked and who is available.

An event coordinator receives an automated update notification for a vendor's availability change due to a last-minute cancellation.

Given the event coordinator is subscribed to notifications for vendor availability updates, when there is a change in a vendor's status, then they should receive an automatic notification within 5 minutes of the change occurring.

The event coordinator selects a vendor and initiates the booking process based on real-time availability.

Given the event coordinator chooses an available vendor from the calendar, when they attempt to book the vendor, then the booking should be confirmed immediately if the vendor's availability remains unchanged during the booking process.

An event coordinator wants to view and manage multiple vendors' availability for a series of upcoming events.

Given the event coordinator is on the interactive calendar page, when they view the calendar month of June, then they should see all vendor availabilities for every day in that month clearly marked for each respective vendor.

The event coordinator experiences a scheduling conflict while attempting to book a vendor.

Given the event coordinator tries to book a vendor that has just been taken by another user, when they click the 'Book Now' button, then they should receive a notification indicating that the vendor is no longer available and be prompted to select another available vendor.

Custom Filter for Vendor Search

"As an event coordinator, I want to filter vendors based on specific criteria so that I can quickly find the best options for my event."

Description

This requirement entails creating customizable filters for the vendor search function. Event coordinators will be able to filter vendors based on various criteria such as service type, location, availability, and price range. This functionality will empower users to quickly narrow down their options and find the vendors that best match their specific event requirements. Implementing this feature will enhance user satisfaction by making the vendor selection process more efficient and tailored to individual needs.

Acceptance Criteria

Event Coordinator Searches for Vendors Based on Service Type and Location

Given an Event Coordinator is on the vendor search page, when they apply filters for 'Catering' and 'Downtown', then the results should display only those catering vendors located in the downtown area and available for the selected event date.

Event Coordinator Filters Vendors by Availability

Given that an Event Coordinator has selected a date for their event, when they apply the 'Available On My Date' filter, then only those vendors available on the selected date should be shown in the search results.

Event Coordinator Searches Vendors Within a Specific Price Range

Given an Event Coordinator is looking for vendors, when they set their budget filter between $500 and $2000, then the search results should populate vendors whose pricing falls within this specified range.

Event Coordinator Combines Multiple Filters for Vendor Search

Given an Event Coordinator wants to refine their search, when they apply filters for 'Photography', 'Available On My Date', and a budget under $1500, then the search results must include only photography vendors who meet all selected criteria.

Event Coordinator Views and Resets Applied Filters

Given an Event Coordinator has applied multiple filters, when they choose to reset the filters, then all applied filters should revert to default settings, and all available vendors should be displayed.

Event Coordinator Utilizes Filter Suggestions for Quick Selection

Given that an Event Coordinator is on the vendor search page, when they begin typing in the service type filter, then suggested options should appear based on common services, allowing for quick selection and search.

Event Coordinator Receives Notifications for Vendor Availability

Given an Event Coordinator checks vendor availability and selects a vendor, when that vendor's availability changes, then the Event Coordinator should receive a notification alerting them of the change.

Booking Confirmation Notifications

"As an event coordinator, I want to receive a confirmation notification after booking a vendor so that I can have peace of mind that my arrangements are secure and acknowledged by the vendor."

Description

This requirement involves implementing an automated notification system that sends booking confirmations to both the event coordinator and the vendor upon successful booking of a service. The notifications will include essential details such as the event date, time, vendor details, and any specific requests made during booking. This feature not only enhances communication between the parties involved but also reduces the chances of miscommunication and ensures that all stakeholders are informed of the confirmed arrangements.

Acceptance Criteria

Booking Confirmation Notification for Event Coordinator

Given the event coordinator successfully books a service, When the booking is confirmed, Then the event coordinator receives an automated notification with event details including date, time, vendor information, and specific requests.

Booking Confirmation Notification for Vendor

Given a vendor's service is booked by an event coordinator, When the booking is confirmed, Then the vendor receives an automated notification containing the event date, time, and specific requests made by the coordinator.

Content Verification in Notifications

Given the automated notification system is triggered, When a notification is sent to both the event coordinator and the vendor, Then the content of the notification must accurately reflect the booking details as submitted by the coordinator.

Delayed Notification Handling

Given a successful booking that triggers an automated notification, When there is a delay in the system, Then both the event coordinator and vendor will receive their notifications within a maximum of 5 minutes post-booking confirmation.

Notification System Error Reporting

Given an error occurs in the notification system during a booking, When the event coordinator attempts to book a service, Then an error message is displayed, and the booking is not completed until the issue is resolved.

Testing User Interface for Alerts

Given the booking confirmation has been successfully processed, When the event coordinator and vendor check their respective dashboards, Then they should see a confirmation alert indicating the successful booking and access a summary of the event details.

Mobile Notification Capability

Given the booking confirmation process is completed, When the event coordinator or vendor has opted in for mobile notifications, Then they receive the confirmation details on their mobile devices through push notifications.

Cancellation Policy Display

"As an event coordinator, I want to view the cancellation policy of each vendor before booking so that I can make decisions based on the terms and avoid unexpected fees."

Description

This requirement focuses on integrating a display feature for each vendor's cancellation policy within the booking interface. Users will have access to each vendor's terms regarding cancellations and changes, enabling them to make informed decisions while booking services. Highlighting this information will encourage transparency between the event coordinators and vendors, reducing the potential for disputes and misunderstandings based on cancellation scenarios.

Acceptance Criteria

Viewing a vendor's cancellation policy prior to booking.

Given an event coordinator is viewing the booking interface, when they select a vendor, then the cancellation policy for that vendor is displayed clearly and prominently within the interface.

Comparing cancellation policies of multiple vendors.

Given an event coordinator has selected multiple vendors for a single event, when they view the comparison section, then each vendor's cancellation policy is displayed side by side for easy comparison.

Accessing cancellation policy after booking a vendor's service.

Given an event coordinator has booked a vendor, when they navigate to their booking history, then they can access and view the cancellation policy for that vendor directly from their booking details.

Updating the cancellation policy information for a vendor.

Given an admin user is managing vendor information, when they enter updated cancellation policy details, then the new policy is saved and displayed appropriately in the vendor's booking interface within 5 minutes.

Ensuring cancellation policy compliance during customer communication.

Given an event coordinator initiates communication with a vendor about their service, when the coordinator references the cancellation policy, then the vendor confirms the accuracy of the displayed policy.

Receiving notifications related to changes in cancellation policy.

Given an event coordinator has previously booked a vendor, when that vendor updates their cancellation policy, then the coordinator receives an automated notification within 24 hours of the change.

Using mobile app to view cancellation policy.

Given an event coordinator is using the mobile app, when they are reviewing vendor options, then they can access and read the cancellation policy for each vendor in a mobile-friendly format.

Multi-Event Scheduling Capability

"As an event coordinator, I want to schedule multiple events and book vendors simultaneously so that I can manage my time and resources more efficiently during busy periods."

Description

This requirement focuses on allowing event coordinators to schedule multiple events simultaneously using the real-time availability feature. The capability will enable users to book vendors across different events without having to navigate away from the current interface. This feature aims to enhance convenience and efficiency, ultimately leading to a more streamlined planning experience, especially for coordinators handling concurrent events.

Acceptance Criteria

Event coordinator scheduling multiple vendor services for different events at the same time.

Review & Rating System

A robust peer-driven system that allows event coordinators to leave reviews and ratings for vendors they've worked with. This enhances accountability and provides valuable feedback to prospective clients, helping them make better-informed choices based on shared experiences.

Requirements

Vendor Review Submission

"As an event coordinator, I want to submit reviews and ratings for the vendors I have used so that other coordinators can make better decisions based on my experiences."

Description

This requirement involves creating an interface that enables event coordinators to submit reviews and ratings for vendors they have worked with. The interface will include fields for a text review, a star rating system, and a submission confirmation mechanism. This feature is crucial for enhancing accountability within the vendor ecosystem, as it allows users to share their experiences and provide constructive feedback, which in turn assists prospective clients in making informed decisions when selecting vendors for their events. By integrating this feature into VenueConnect, we enhance the user experience and foster a community of shared knowledge among event professionals.

Acceptance Criteria

Event coordinator navigates to the vendor review submission interface from their dashboard after completing an event.

Given the event coordinator is logged into VenueConnect, when they select a vendor from their past events, then they should see an option to submit a review and a rating.

Event coordinator submits a review for a vendor, providing a text review and a star rating.

Given the review submission form is displayed, when the event coordinator enters a valid text review up to 500 characters and selects a star rating from 1 to 5, then they should be able to click the 'Submit' button successfully.

Event coordinator submits a review and receives confirmation of their submission.

Given the review and rating have been entered correctly, when the event coordinator clicks on 'Submit', then a confirmation message should appear, indicating the review was submitted successfully.

Event coordinator tries to submit a review without selecting a star rating.

Given the review submission form is displayed, when the event coordinator does not select a star rating and attempts to submit the review, then an error message should appear prompting them to select a star rating.

Event coordinator attempts to submit a review with text that exceeds the character limit.

Given the review submission form is displayed, when the event coordinator enters a text review exceeding 500 characters and clicks 'Submit', then an error message should indicate that the review exceeds the character limit.

Vendor is notified when a new review has been submitted for them.

Given a review has been submitted for a vendor, when the submission is processed, then the vendor should receive a notification about the new review to their registered email address.

Review Display for Vendors

"As a prospective client, I want to see vendor reviews and ratings so that I can evaluate their reliability and quality based on others' experiences."

Description

This requirement entails creating a section on vendor profiles that displays aggregate reviews and ratings from event coordinators. The review display will feature a summary of the average ratings, individual reviews, and the ability to sort or filter reviews based on different criteria (e.g., most recent, highest rating). This functionality will not only enhance transparency within the platform but will also empower potential clients to assess vendors based on peer feedback. By integrating this feature, VenueConnect bolsters user confidence and promotes quality interactions between clients and vendors.

Acceptance Criteria

Display Average Rating for Vendors

Given a vendor profile with multiple reviews, when an event coordinator views the profile, then the average rating should be displayed prominently at the top of the review section.

List Individual Reviews

Given a vendor profile, when the review section is expanded, then individual reviews left by event coordinators should be displayed in chronological order, with the most recent review at the top.

Sort Reviews by Criteria

Given a vendor profile with multiple reviews, when an event coordinator selects a sorting option (e.g., 'Most Recent' or 'Highest Rating'), then the reviews should be re-ordered according to the chosen criteria without refreshing the page.

Filter Reviews by Rating

Given a vendor profile, when an event coordinator uses the rating filter option, then only reviews that meet the selected rating criteria should be displayed in the review section.

Display Review Submission Dates

Given a vendor profile with reviews, when an event coordinator views the reviews, then the date each review was submitted should be displayed alongside the reviewer’s name.

Show Reviewer Credentials

Given a vendor profile, when an event coordinator views the reviews section, then the credentials or details of the event coordinators who left reviews should be displayed to provide context about the reviewer’s experience.

User Feedback on Review Helpfulness

Given a vendor profile with multiple reviews, when an event coordinator views the reviews, then they should be able to mark reviews as helpful or not, and the total helpful marks should be displayed next to each review.

Review Moderation System

"As a moderator, I want to review and manage user-submitted vendor feedback so that I can ensure the quality and integrity of the reviews displayed."

Description

This requirement focuses on establishing a moderation system to ensure the integrity and reliability of the reviews submitted by event coordinators. Moderators will have the ability to approve, reject, or flag reviews based on pre-defined criteria, which will help maintain the quality of feedback provided on vendor profiles. Implementing a moderation system is vital for preventing spam and ensuring that only legitimate, constructive feedback is visible to users. This feature will enhance trust within the community and uphold the reputation of the VenueConnect platform.

Acceptance Criteria

Moderator reviews a newly submitted vendor review for compliance with community guidelines.

Given the moderator is logged into the VenueConnect platform, when they navigate to the reviews section, then they should see a list of pending reviews that need approval, including options to approve, reject, or flag each review.

A moderator rejects a vendor review for not meeting quality standards.

Given the moderator selects a submitted review, when they choose to reject it, then the system should notify the review submitter with a message explaining the reason for rejection based on pre-defined criteria.

A vendor review is flagged by a moderator for potential spam.

Given a moderator reviews a vendor feedback and finds it suspicious, when they click the flag option, then the review should be marked as flagged, and an alert should be sent to the review team for further investigation.

A newly approved vendor review appears publicly on the vendor's profile page.

Given a review has been approved by a moderator, when a user visits the vendor's profile page, then the newly approved review should be visible and correctly formatted within the list of reviews.

A moderator searches for a specific vendor review using the search functionality.

Given the moderator is in the reviews management interface, when they enter search terms related to a specific vendor, then the results displayed should match the search criteria and include all relevant reviews.

The system logs the moderation actions taken by the staff.

Given that a moderator has approved, rejected, or flagged a review, when these actions occur, then the actions should be recorded in the moderation logs with timestamps and the moderator's ID for accountability.

The review moderation system generates a monthly summary report for the administrators.

Given the moderation system is in operation for a month, when the administrator requests a summary report, then the system should provide a detailed report of total reviews submitted, approved, rejected, and flagged reviews over the month.

Review Notification System

"As a vendor, I want to be notified whenever I receive new reviews or ratings so that I can respond to feedback and improve my services."

Description

This requirement involves developing a notification system that alerts vendors when new reviews or ratings are submitted about them. Vendors will receive notifications via email or the application dashboard, allowing them to stay informed about their performance and respond to feedback accordingly. This feature enhances engagement between vendors and event coordinators, encouraging vendors to address any concerns raised in reviews while also allowing them to maintain their reputations. Notifications are essential for fostering a responsive and proactive vendor community within VenueConnect.

Acceptance Criteria

Vendor receives notification upon new review submission.

Given a vendor has an active account, when a new review is submitted by an event coordinator, then the vendor should receive an email notification and an in-app dashboard alert.

Review notifications include essential details.

Given a vendor receives a review notification, when the notification is opened, then it will display the reviewer's name, date of review, rating given, and the review content.

Vendors can acknowledge reviews after receiving notifications.

Given a vendor has received a notification about a new review, when they log into the application, then they should see an option to respond or acknowledge the review directly from the notifications section.

Delivery of notifications is timely and reliable.

Given a new review is submitted, when the review submission process is complete, then the vendor must receive the notification within 5 minutes to ensure timely engagement.

Vendors can manage notification settings.

Given a registered vendor, when they access their account settings, then they should be able to toggle notification preferences for email and in-app alerts on or off.

System handles multiple notifications effectively.

Given that multiple reviews are submitted for a vendor, when the notifications are triggered, then the vendor should receive a summary email that lists all reviews received within a 24-hour period to avoid inbox clutter.

Testing for notification failures and retries.

Given that a review is submitted, when there is a failure in the email server, then the system should retry sending the email notification up to 3 times while logging error details for each failure.

Review Analytics Dashboard

"As a vendor, I want to access an analytics dashboard with my review data so that I can analyze performance trends and areas for improvement."

Description

This requirement encompasses the creation of an analytics dashboard for vendors that aggregates review data, including average ratings, number of reviews received, and sentiment analysis of the comments. This dashboard will provide vendors with insights into their performance and customer satisfaction levels over time. By integrating this feature, we empower vendors to identify areas for improvement and adjust their offerings based on real feedback, which ultimately enhances their service quality and client satisfaction.

Acceptance Criteria

Review Analytics Dashboard displays average rating and number of reviews for each vendor based on user input.

Given a vendor's portfolio is displayed, when users submit their reviews and ratings, then the Review Analytics Dashboard must accurately calculate and display the average rating and the total number of reviews received.

The sentiment analysis feature interprets review comments on the Review Analytics Dashboard.

Given a collection of reviews of varying tone, when the analytics dashboard processes these reviews, then it should categorize sentiment as positive, negative, or neutral with at least 90% accuracy.

Vendors access their Review Analytics Dashboard and find actionable insights to improve their services.

Given a complete set of review data is available, when a vendor views their dashboard, then they should see insights such as trends in their ratings over time and detailed comments highlighting specific areas for improvement.

The Review Analytics Dashboard is responsive and functional across various devices.

Given a user accesses the dashboard on different devices (desktop, tablet, mobile), when the dashboard is loaded, then it should be fully functional, maintaining the layout and all interactive elements across devices.

Vendors can filter their reviews based on date ranges and rating thresholds.

Given the Review Analytics Dashboard is loaded, when a vendor applies a filter for a specific date range or rating threshold, then the displayed data should update to reflect those criteria accurately and without error.

The dashboard must comply with data privacy standards regarding user-generated content.

Given user reviews are storied, when a review is submitted, then the dashboard must anonymize personally identifiable information and be compliant with GDPR guidelines.

Instant Messaging Integration

A built-in messaging feature that allows direct communication between event coordinators and vendors. This promotes timely discussions around services, pricing, and event details, fostering quick decisions and enhancing collaboration.

Requirements

Direct Messaging Functionality

"As an event coordinator, I want to communicate instantly with vendors through VenueConnect so that I can ensure timely discussions about services and make quick decisions to facilitate event planning."

Description

The Direct Messaging Functionality allows event coordinators and vendors to communicate in real-time through a built-in messaging interface within the VenueConnect platform. This requirement enhances collaboration by providing an immediate communication channel for discussing event logistics, service offerings, and pricing in a centralized manner. The feature should allow for text, images, and file sharing, ensuring all pertinent information can be exchanged. Benefits include reduced response times, improved coordination, and the ability to track conversations for future reference, ultimately leading to smoother event planning processes.

Acceptance Criteria

Event coordinator initiates a conversation with a vendor regarding an upcoming event's logistics.

Given an event coordinator is logged into VenueConnect, When they select a vendor and click on 'Send Message', Then the message window appears allowing the entry of text, images, or files for sharing.

Vendor receives a message from the event coordinator and needs to respond.

Given a vendor receives a message notification on VenueConnect, When they click on the notification, Then they see the message and can reply within the messaging interface.

Both the event coordinator and vendor are engaged in an ongoing conversation about service offerings.

Given multiple messages have been exchanged, When either user accesses the messaging feature, Then the complete conversation history is visible for reference.

An event coordinator wants to share event layout files with a vendor.

Given the event coordinator is in a chat with the vendor, When they click on 'Attach File' and select a layout file, Then the file is successfully uploaded and shown in the message thread.

A vendor needs to send images of their services to the event coordinator.

Given the vendor is logged into VenueConnect, When they choose to send an image in the messaging app, Then the image is successfully uploaded and displays in the current conversation.

Both the event coordinator and vendor need to search for previous messages related to a specific topic.

Given the user initiates a search in the messaging interface, When they enter a keyword related to their conversation, Then the relevant messages containing that keyword are displayed in the results.

An event coordinator wants to receive notifications for new messages from a vendor.

Given the notification settings are enabled, When the vendor sends a new message, Then the event coordinator receives a push notification on their device.

Notification System for New Messages

"As a vendor, I want to receive notifications for new messages on VenueConnect so that I can respond promptly to inquiries from event coordinators and maintain effective communication."

Description

The Notification System for New Messages is a requirement that ensures event coordinators and vendors receive real-time alerts when they receive new messages. This feature should integrate with both email and in-app notifications to ensure users are immediately aware of communications, allowing them to respond quickly and efficiently. By keeping users informed, this requirement supports instant replies and fosters a collaborative environment. The expected outcome is that users remain engaged with ongoing discussions without delay, enhancing the overall event management experience.

Acceptance Criteria

Event Coordinator receives a new message from a vendor during an event planning session, and it is crucial for them to be notified immediately to address any urgent questions.

Given that the Event Coordinator has the notification system enabled, when a new message is received, then the Event Coordinator shall receive a push notification on their app within 3 seconds, and an email notification shall be sent instantly to their registered email address.

A vendor sends a message to the event coordinator inquiring about pricing details before finalizing a service for an event, expecting a quick response.

Given that the vendor has sent a message, when the message is sent successfully, then the event coordinator shall receive both an in-app notification and an email notification alerting them of the new message within 5 seconds.

An event coordinator is using the VenueConnect platform on a mobile device during a conference and needs to stay updated on ongoing communications with vendors.

Given that the event coordinator is logged into the VenueConnect app on their mobile device, when a new message is received, then the app should display an unobtrusive banner notification on the screen and vibrate the device to alert the coordinator immediately.

A high-profile event requires multiple interactions between the event coordinator and various vendors, necessitating effective communication.

Given that multiple messages have been exchanged, when a new message is received, then the notification system shall consolidate alerts within a notification center in-app, allowing the event coordinator to review all recent communications with a single tap.

Event coordinators often need to check messages while multitasking, ensuring they do not miss important communications from vendors.

Given that the notification system is active, when a new message is received, then the system shall provide a visual notification badge on the app icon, incrementing the badge count for every unread message without obstructing the user's current tasks.

During a busy event weekend, the event coordinator has to manage multiple time-sensitive communications simultaneously.

Given that the event coordinator has multiple vendors messaging them, when new messages are received, then the notification system shall prioritize messages based on sender importance, ensuring critical notifications are displayed first for immediate attention.

Search and Filter Messaging History

"As an event coordinator, I want to search and filter my messaging history so that I can quickly find important discussions relevant to my event planning and decisions."

Description

The Search and Filter Messaging History requirement allows users to easily access past conversations through effective search and filter options. This feature should enable users to search by keywords, dates, and involved parties, ensuring they can quickly retrieve any past discussions relevant to their events. This capability enhances productivity by saving time that would otherwise be spent scrolling through historical messages. It also provides users with a way to reference previous conversations for clarity or follow-ups during the planning process.

Acceptance Criteria

User searches for a specific keyword in messaging history.

Given a user is on the messaging history page, when they enter a keyword and click the search button, then the system displays all messages containing that keyword sorted by date.

User filters messaging history by a specific date range.

Given a user is on the messaging history page, when they select a start and end date from the date filter and apply it, then the system displays only the messages sent or received within that date range.

User filters messaging history by involved parties.

Given a user is on the messaging history page, when they select one or more involved parties from the filter options and apply it, then the system displays only the messages that include the selected parties.

User views detailed information of a specific message from search results.

Given a user has performed a search or applied filters, when they click on a specific message in the search results, then the system displays the full message content along with timestamp and sender/receiver information.

User resets search and filter options to view all messaging history.

Given a user has applied search or filter options, when they click the reset button, then the system clears all search and filter criteria and displays the complete messaging history.

User receives an error message for invalid search inputs.

Given a user is on the messaging history page, when they enter an invalid keyword or incorrect date range for the search, then the system displays an appropriate error message indicating no results found.

User accesses messaging history on a mobile device.

Given a user is logged into the VenueConnect platform on a mobile device, when they navigate to the messaging history section, then the interface adjusts to maintain usability and displays all search and filter functionalities effectively.

Message Threading

"As a vendor, I want to have threaded messages for discussions on different topics so that I can follow specific conversations more easily without losing track of the context."

Description

The Message Threading requirement introduces a way for users to engage in organized discussions regarding specific topics within a single event. This feature allows messages related to a particular subject or question to be grouped together, making it easier for users to follow conversations without losing context. By maintaining conversation integrity, the threading feature enhances clarity and user experience and enables better tracking of various discussions simultaneously, leading to more organized communication overall.

Acceptance Criteria

User initiates a new thread for a vendor regarding a specific service for an upcoming event, and all messages related to that service are grouped together in a dedicated thread for clarity.

Given that the user initiates a message thread for a vendor, when the user sends a message, then the message should be displayed within the correct thread grouped by the indicated topic or question.

A user wants to review past communications about catering services for an event, ensuring that the messages are well-organized and timestamped for context.

Given that a user accesses the catering message thread, when they view the thread, then all messages should be displayed in chronological order with the correct timestamps and grouped under the appropriate subject.

An event coordinator needs to refer back to a discussion about venue setup hours ahead of an event, ensuring they can quickly locate the necessary messages.

Given that the event coordinator opens the messaging interface, when they filter messages by thread for venue setup, then the relevant messages should be easily accessible and displayed under the venue setup thread for efficient reference.

Multiple users are discussing different aspects of an upcoming event, and they want to ensure that conversations don’t overlap or get mixed up, maintaining clarity in discussions.

Given that multiple threads are ongoing, when a user sends a message in a specific thread, then it should only appear in that thread and not affect or show up in other unrelated threads.

A user accidentally replies to a message outside the correct thread and wants to ensure that the messaging system prevents confusion by redirecting their response.

Given that the user attempts to reply to a message in a different thread, when they click 'reply', then the system should prompt them to confirm which thread they want their message to appear in, ensuring organized communication.

An event coordinator wishes to delete an irrelevant message from a specific thread to keep the conversation relevant and focused on the topic.

Given that a user selects a message in a thread, when they choose to delete the message, then that message should be removed from the thread without affecting messages in other threads.

A vendor wants to ensure they have access to all messages related to their service under a specific thread, thereby facilitating better understanding and timely responses.

Given that the vendor opens the messaging feature, when they navigate to the relevant service thread, then they should see all past and current messages pertaining to that service grouped for easy reference.

Message Read Receipts

"As an event coordinator, I want to see read receipts for my messages so that I know when vendors have seen my communications and plan my follow-ups accordingly."

Description

The Message Read Receipts requirement allows users to see when their messages have been read by the recipient. This feature enhances communication transparency by providing users with confirmation that their messages have been acknowledged. It enables better planning and follow-up by indicating the engagement level of the recipient, thus allowing senders to adjust their communication strategies accordingly. This functionality is critical for ensuring timely responses and fostering collaborative dialogue between event coordinators and vendors.

Acceptance Criteria

Event coordinator sends a message to a vendor regarding event details and expects to see a read receipt when the vendor has viewed the message.

Given that a message is sent from the event coordinator to the vendor, when the vendor opens the message, then the event coordinator should see a 'Read' receipt next to the sent message indicating it has been viewed.

A vendor receives a message from an event coordinator and reads it on their mobile device outside of the web application.

Given that a vendor has a message sent to them, when they read the message on a mobile device, then the event coordinator should receive a 'Read' receipt in the web application.

An event coordinator wants to confirm if a vendor has acknowledged important logistical changes communicated via messaging.

Given that the event coordinator has sent a message containing important logistical changes, when the vendor reads the message, then the read receipt should reflect the time of reading, allowing the coordinator to track acknowledgment easily.

A user checks the message history to see which messages have been read or unread.

Given that a user is viewing their message history, when they look for read receipts, then they should see clear indicators (such as check marks or timestamps) for which messages have been read and which are still unread.

An event coordinator sends multiple messages to a vendor and wants to ensure all messages are acknowledged appropriately.

Given that multiple messages have been sent to a vendor, when the vendor reads them, then the event coordinator must receive a read receipt for each message, confirming individual acknowledgment.

A vendor wants to review their communication with the event coordinator and check which messages have been read.

Given that the vendor is reviewing past messages, when they view a message list, then they should clearly see read receipts indicating which messages have been acknowledged, facilitating easier follow-up.

Customized Vendor Recommendations

An algorithm-driven recommendation engine that suggests vendors based on past event types, client preferences, and specific needs. This personalized approach simplifies the search process and enhances user experience by connecting coordinators with vendors that best match their requirements.

Requirements

Vendor Matching Algorithm

"As an event coordinator, I want a system that suggests the best vendors based on my past events and preferences so that I can save time and improve the quality of my event."

Description

The Vendor Matching Algorithm requirement involves developing a sophisticated algorithm that analyzes historical event data, client preferences, and specific event needs to generate tailored vendor recommendations. This functionality will leverage machine learning techniques to continuously improve accuracy as more data is processed, ensuring that users receive the most relevant vendor suggestions. This requirement enhances the overall user experience by reducing time spent searching for vendors, ultimately streamlining the event planning process and increasing the likelihood of successful vendor-client matches.

Acceptance Criteria

User accesses the Vendor Matching feature after selecting an event type and entering client preferences.

Given the user enters a specific event type and preferences, when the user clicks on 'Get Recommendations', then the system should return a list of at least 5 vendor recommendations that match the criteria with a relevance score of 80% or higher.

User reviews vendor recommendations to confirm that they meet client needs and expectations.

Given the list of vendor recommendations is displayed, when the user clicks on a vendor's profile, then the vendor profile should display information including service offerings, pricing, and 3 client reviews.

User interacts with the algorithm to check if it adapts to new client preferences over time.

Given the user provides feedback on the vendor recommendations received, when the user marks a recommendation as 'unhelpful', then the system should log this feedback and adjust future recommendations to minimize similar suggestions by at least 20% in the next cycle.

User wants to verify the accuracy and relevance of the recommendations via historic performance.

Given the user accesses a report of past vendor matches, when the user compares those matches with the recommendations given, then at least 75% of the suggested vendors should have a historical success rate with similar events.

User seeks to conduct a search with various filters applied to refine vendor suggestions.

Given the user applies additional filters (e.g., budget range, location, services needed), when the user clicks on 'Apply Filters', then the system should return an updated list that reflects the filters applied, with results retrievable within 5 seconds.

User wants to ensure the algorithm provides new vendor suggestions for events outside their typical preferences.

Given the user has a set preference profile, when the user selects an event type that they have never held before, then the system should suggest at least 3 vendors that cater specifically to that new event type.

User provides additional data about past events to improve future recommendations.

Given the user inputs data from at least 3 past events, when the user submits this data, then the system should integrate this information into the algorithm and adjust features or recommendations accordingly in the next cycle.

User Preference Profiles

"As a user, I want to set up a preference profile so that I can receive recommendations tailored to my unique needs and event types."

Description

The User Preference Profiles requirement mandates the creation of customizable profiles for users that store their past event types, preferred vendors, and specific criteria for vendor selection. This feature will enable users to input detailed information about their requirements and preferences, which the vendor matching algorithm can utilize to refine recommendations. By encouraging users to personalize their profiles, this requirement aims to improve satisfaction with vendor suggestions, fostering long-term user engagement with VenueConnect.

Acceptance Criteria

User logs into VenueConnect and navigates to their profile settings to customize their vendor preferences, including past events and selected criteria.

Given the user is logged into their VenueConnect account, when they access the profile settings page, then they should see an option to create and edit their vendor preferences, including fields for past events and criteria for vendor selection.

A user updates their vendor preference profile and saves the changes successfully.

Given the user has filled out their vendor preference fields, when they click the 'Save Preferences' button, then their changes should be stored and a confirmation message should appear, indicating successful save of updates.

The system automatically generates a list of recommended vendors based on the updated user preference profile after a user completes their profile customization.

Given the user has saved their preference profile, when they navigate to the vendor recommendations section, then the system should display a list of at least five recommended vendors that match the user's profile criteria.

The user views their list of past events and selects one to further refine vendor recommendations based on that specific event type.

Given the user has past events stored in their profile, when they select a past event, then the vendor recommendations should adjust to reflect only those vendors who are relevant to that specific event type.

A user wishes to delete a saved vendor preference from their profile.

Given the user is viewing their saved vendor preferences, when they select a vendor and click the 'Delete' button, then that vendor should be removed from their preference list and a confirmation message should be displayed.

The user accesses their recommendations after a month of profile usage to evaluate the effectiveness of the vendor suggestions provided.

Given the user has been using VenueConnect for a month, when they access the recommendations page, then they should see an analysis report indicating the number of successful matches used from the recommendations and user satisfaction ratings.

The system ensures that user data privacy is maintained while storing customizable profiles and preferences.

Given a user's vendor preferences are stored in the system, when performing any data retrieval or sharing, then the system must comply with all applicable data protection regulations and ensure user information is anonymized where necessary.

Feedback Loop for Recommendations

"As a user, I want to provide feedback on the vendor recommendations I receive so that I can help improve the accuracy of future suggestions."

Description

The Feedback Loop for Recommendations requirement focuses on implementing a mechanism that allows users to provide feedback on vendor recommendations received through the system. This feedback will be invaluable for tuning the recommendation algorithm, enabling iterative improvements based on user satisfaction and preferences. By gathering and analyzing feedback, VenueConnect can continuously enhance the accuracy and relevance of vendor suggestions, creating a more user-driven experience and fostering loyalty.

Acceptance Criteria

User submits feedback on a vendor recommendation after an event.

Given a user who has received vendor recommendations, when they submit feedback indicating satisfaction or dissatisfaction, then the feedback should be recorded in the system and linked to the specific vendor for future reference.

Admin reviews aggregated feedback on vendor recommendations from users.

Given an admin user, when they access the analytics dashboard, then they should see a comprehensive report that aggregates user feedback on vendor recommendations over the past quarter.

User updates their feedback on a previously provided recommendation.

Given a user who has previously provided feedback on a vendor recommendation, when they navigate to the feedback management section and update their feedback, then the system should successfully update the feedback without creating duplicates.

System alerts user when feedback on their recommendation is successfully submitted.

Given a user who has submitted feedback, when the submission is complete, then the system should display a confirmation message indicating that their feedback has been successfully recorded.

User gives specific comments about their experience with a vendor.

Given a user providing feedback on a vendor, when they enter comments in the feedback form, then the comments should be saved and associated with the corresponding vendor recommendation in the database.

Feedback influences future vendor recommendations for a user.

Given a user who has submitted feedback indicating a preference for certain types of vendors, when they request new vendor recommendations, then the system should prioritize vendors that align with their feedback.

User can easily access and view previous feedback submissions.

Given a user logged into their account, when they navigate to the feedback history section, then they should see a list of all their previous feedback submissions linked to the respective event and vendor.

Integration with Vendor Systems

"As an event planner, I want to see real-time availability and pricing from vendors so that I can make informed choices when planning my events."

Description

The Integration with Vendor Systems requirement outlines the need for seamless connection between VenueConnect and vendors' management systems. This integration will allow real-time updates for availability, pricing, and service offerings directly from vendors, ensuring users access the most up-to-date vendor information. By including this functionality, VenueConnect enhances the accuracy of recommendations and helps users make informed decisions quickly, ultimately improving event coordination efficiency.

Acceptance Criteria

As an event coordinator, I want to seamlessly connect VenueConnect with external vendor management systems so that I can receive real-time updates on vendor availability and pricing during the planning phase of an event.

Given the system is connected to a vendor management system, when a vendor updates their availability or pricing, then the changes should reflect in VenueConnect immediately without requiring a manual refresh.

As a user of VenueConnect, I need to be able to see a list of vendors that match my event requirements based on the real-time data provided by their systems so that I can make informed decisions more quickly.

Given that the user has specified event criteria, when they access the vendor recommendations section, then the list of suggested vendors must include only those who are currently available and meet the specified criteria based on real-time data.

As an event planner, I want to receive notifications of any changes in vendor status to stay updated on my options as I make decisions for my event.

Given that a vendor's status has changed, when the integration detects the change, then the system should send an automatic notification to the event planner informing them of the change in status.

As an event coordinator, I want to ensure that the prices displayed in VenueConnect reflect the most current pricing from vendors to avoid discrepancies in budgeting.

Given that the user is reviewing vendor details, when the user checks the pricing information, then the displayed prices must correspond to the real-time pricing provided by the vendor management system at the time of review.

As a user, I want to filter vendor suggestions based on real-time updates so that I can prioritize my selections based on their current offerings and services.

Given the real-time data from vendor management systems, when a user applies filters to vendor suggestions, then the results should dynamically update to show only those vendors matching the applied filters in real-time.

As a system administrator, I want to regularly audit the integration with vendor systems to ensure it's functioning correctly and data is being accurately reflected in VenueConnect.

Given a scheduled audit process is established, when the system performs an audit check, then it should confirm that data from vendor systems is correctly synchronized with VenueConnect and report any discrepancies for review.

Reporting Analytics on Vendor Performance

"As a coordinator, I want to access performance analytics on recommended vendors so that I can choose the most reliable partners for my events."

Description

The Reporting Analytics on Vendor Performance requirement involves creating analytics tools that provide insights into vendor performance based on user interactions and event outcomes. By aggregating data such as user ratings, event success rates, and communication logs, this feature will empower users to make data-driven decisions when selecting vendors. This functionality will significantly enhance the value of the VendorConnect platform, allowing users not only to receive recommendations but to understand the performance context of each vendor, leading to improved selection processes.

Acceptance Criteria

User views vendor performance analytics after an event to evaluate vendor effectiveness for future bookings.

Given a user has access to event analytics, when they select the 'Vendor Performance' report, then they should see a dashboard displaying vendor ratings, event success rates, and communication logs for the selected period.

User filters vendor analytics to view only specific types of events and their corresponding vendor performances.

Given a user is on the 'Vendor Performance' report page, when they apply filters for event type and date range, then the displayed results should only include vendors relevant to the selected filters.

User receives alerts about significant changes in vendor performance trends over time.

Given a user subscribes to performance alerts, when there are notable changes in a vendor's ratings or success rates, then the user should receive an email notification detailing the changes.

User compares vendor performance metrics side by side to make informed decisions.

Given a user selects multiple vendors, when they choose the 'Compare Vendors' option, then they should see a comparison chart displaying key performance metrics of the selected vendors side by side.

User accesses historical vendor performance data to assess long-term reliability.

Given a user wants to analyze historical data, when they navigate to the 'Historical Performance' section, then they should see vendor performance data dating back at least 12 months.

User generates a performance summary report for presentation to stakeholders.

Given a user has filtered vendor performance analytics, when they select the 'Generate Report' option, then a PDF summary report should be created with the selected data, ready for download.

User integrates vendor performance data with their event planning tools for streamlined decision-making.

Given a user is using VenueConnect's event planning tools, when they access the vendor selection feature, then they should see integrated performance insights alongside vendor recommendations in real-time.

Secure Payment Gateway

A secure method for event coordinators to process payments directly within the platform, enhancing convenience and protecting financial transactions. This feature builds trust by providing a safe payment environment, streamlining the process from booking to payment.

Requirements

Multi-Currency Support

"As an event coordinator, I want the ability to accept payments in different currencies so that I can cater to clients from various countries and make the payment process seamless for them."

Description

The Secure Payment Gateway must support multiple currencies to facilitate international transactions, allowing event coordinators to accept payments in various currencies based on the user's location and preferences. This enhances the platform's usability for a global audience and improves customer convenience by providing flexibility in payment options. By incorporating currency conversion capabilities, the feature will ensure transparency in pricing, automatically calculating amounts based on real-time exchange rates, and thus attracting a broader range of clients who may prefer to transact in their native currency. Additionally, integrating with currency conversion APIs will allow seamless updates of rates to ensure accuracy in transactions.

Acceptance Criteria

User initiates a payment process using the Secure Payment Gateway while located in Europe and prefers to pay in Euros.

Given the user selects Euros as their payment currency, when they enter the payment details and submit the transaction, then the system should process the payment using the latest exchange rate and display the transaction amount in Euros with no discrepancies.

An event coordinator logged in from the United States wants to offer attendees from Brazil the option to pay in Brazilian Real.

Given that the event coordinator sets Brazilian Real as a payment option, when an attendee selects this option at checkout, then the system should automatically convert the amount to Brazilian Real using a reliable currency conversion API and display the correct equivalent to the attendee.

A user checks the pricing of an event in multiple currencies to compare costs before making a booking.

Given the user is on the event detail page, when they select different currencies from a dropdown list, then the system should update the displayed price for the event in real-time according to the selected currency based on the current exchange rates.

An event coordinator needs to confirm the total amount received in their account after a payment is processed in a foreign currency.

Given the payment is successfully processed in a foreign currency, when the event coordinator checks their account balance, then the amount should reflect the equivalent value in their primary currency after applying the latest exchange rate and any conversion fees if applicable.

A user receives a notification about a payment made in a currency different from the one selected for their account profile.

Given the user has set their account currency to USD, when they receive a payment notification for a transaction made in Euros, then the notification should clearly indicate the equivalent USD amount based on the exchange rate at the time of the transaction.

An event coordinator updates their preferred currency settings within the VenueConnect platform.

Given the event coordinator has access to their account settings, when they change their preferred currency and save the changes, then the system should apply this new currency for any future transactions automatically.

A client requests to understand how currency conversion rates are applied during transactions.

Given the client is on the help section of the VenueConnect platform, when they search for information on currency conversion, then the system should provide a detailed explanation of how rates are obtained, including the source of the data used and any fees that may apply.

Fraud Detection System

"As an event coordinator, I want a fraud detection system integrated into the payment gateway so that I can minimize the risk of fraudulent transactions and protect my clients' financial information."

Description

The Secure Payment Gateway must include a robust fraud detection and prevention system that leverages machine learning algorithms to analyze transaction patterns in real-time. This system will protect against potential fraudulent activities and unauthorized transactions, ensuring a secure payment environment for users. It should monitor a range of metrics, such as transaction amount, location, and user behavior, to identify unusual patterns. When suspicious activity is detected, the system should automatically flag the transaction for review or block it to prevent loss. By ensuring a high level of security, the feature will enhance user trust and satisfaction, enabling event coordinators to manage transactions with peace of mind.

Acceptance Criteria

Fraud detection triggers during transaction processing.

Given a user initiates a payment transaction, when the transaction patterns are analyzed, then fraudulent activities must be detected and flagged with criteria set by machine learning algorithms.

Transaction amount monitoring for fraud prevention.

Given a payment transaction is processed, when the transaction amount exceeds a defined threshold, then the system must either block the transaction or require additional verification.

Location-based fraud detection during transactions.

Given a user attempts to make a payment from a geographically unusual location, when the transaction is processed, then the system must flag the transaction for review.

User behavior analysis for fraud alerts.

Given a user initiates multiple transactions in a short time frame, when the system analyzes the transaction patterns, then it must flag these transactions as potentially fraudulent if they deviate from established user behavior.

Automated alerts for suspicious activity.

Given a transaction is flagged as suspicious, when this occurs, then the system must automatically notify the event coordinator via email or in-app alert.

Manual review of flagged transactions.

Given a transaction has been flagged for review, when the event coordinator accesses the transaction details, then they must find a clear reason for the flagging and options to approve or deny the transaction.

Real-time fraud detection reporting.

Given that transactions are being processed, when the system detects potential fraud, then it must generate a real-time report detailing all flagged transactions and their status.

Mobile Payment Integration

"As an event coordinator, I want my payment gateway to accept mobile payments so that my clients can easily complete transactions using their preferred mobile wallets, improving the overall checkout experience."

Description

The Secure Payment Gateway must support mobile payment options, allowing users to process transactions through popular mobile wallets and payment apps. This capability will cater to the increasing trend of mobile commerce, providing convenience to users who prefer to transact using their smartphones. Integration with platforms like Apple Pay, Google Pay, and other relevant digital wallets should be seamless, ensuring a quick and efficient checkout process. This feature will not only enhance user experience but also increase conversion rates, as clients will have the flexibility to complete transactions in the manner they find most convenient.

Acceptance Criteria

Mobile Payment Process for Event Booking

Given a user is on the checkout page, When they select a mobile payment option such as Apple Pay or Google Pay, Then the transaction should initiate with the payment app and complete without errors.

Support for Multiple Mobile Wallets

Given the Secure Payment Gateway is integrated, When a user tries to make a payment, Then they should have the option to choose from at least three different mobile wallet options such as Apple Pay, Google Pay, and another relevant digital wallet.

Transaction Confirmation for Mobile Payments

Given a user completes a payment using a mobile wallet, When the transaction is successful, Then the user should receive a confirmation notification both in the app and via email.

Error Handling for Failed Mobile Payments

Given a user attempts to make a payment using a mobile wallet, When the payment fails, Then an error message should be displayed, providing clear and actionable information for the user to retry or choose another method.

Mobile Payment Transaction History,

Mobile Payment Process for Event Booking

Given a user is on the checkout page, When they select a mobile payment option such as Apple Pay or Google Pay, Then the transaction should initiate with the payment app and complete without errors.

Support for Multiple Mobile Wallets

Given the Secure Payment Gateway is integrated, When a user tries to make a payment, Then they should have the option to choose from at least three different mobile wallet options such as Apple Pay, Google Pay, and another relevant digital wallet.

Transaction Confirmation for Mobile Payments

Given a user completes a payment using a mobile wallet, When the transaction is successful, Then the user should receive a confirmation notification both in the app and via email.

Error Handling for Failed Mobile Payments

Given a user attempts to make a payment using a mobile wallet, When the payment fails, Then an error message should be displayed, providing clear and actionable information for the user to retry or choose another method.

Mobile Payment Transaction History

Given a user has made several payments via mobile wallets, When they view their transaction history, Then all mobile wallet transactions should be clearly listed along with dates and amounts.

User Experience for Mobile Payment Flow

Given a user selects mobile payment at checkout, When they initiate the payment process, Then the entire flow should take no longer than 30 seconds with a user-friendly interface and minimal steps.

Security Measures for Mobile Payment Processing

Given that mobile payments are being processed, When a transaction occurs, Then all transactions should meet PCI-DSS compliance standards and not store sensitive payment information on the platform.

Recurring Billing Functionality

"As an event coordinator, I want the ability to set up recurring billing for my clients so that I can automate payment collection and save time managing invoices."

Description

The Secure Payment Gateway should include a recurring billing option, enabling event coordinators to set up automatic payments for clients with ongoing services or subscription-based events. This functionality will streamline billing processes, reduce administrative overhead, and improve cash flow consistency for users. It should allow users to define the payment frequency, such as weekly, monthly, or annually, and send automated invoices or notifications to clients before payments are processed. By simplifying the billing process, users can focus more on event planning and management, while also ensuring timely payments without manual intervention.

Acceptance Criteria

Event coordinator sets up a recurring billing schedule for a client who has a subscription-based event service.

Enhanced Reporting Dashboard

"As an event coordinator, I want access to a reporting dashboard that tracks my payment transactions so that I can analyze trends and make data-driven decisions to improve my events."

Description

The Secure Payment Gateway must provide users with an enhanced reporting dashboard to access detailed insights and analytics on payment transactions. This feature will allow event coordinators to monitor payment trends, revenue breakdowns, and performance metrics over time. Users can generate customizable reports that can be filtered by date range, event type, or client demographics, enabling informed decision-making and strategic planning. By having a comprehensive overview of payment activities, users can identify areas for improvement, maximize revenue opportunities, and better understand client behaviors, ultimately optimizing their event management process.

Acceptance Criteria

Event Coordinator accessing the enhanced reporting dashboard to analyze payment transactions after an event.

Given the event coordinator has logged into VenueConnect, When they navigate to the reporting dashboard, Then they should view a comprehensive summary of payment transactions for the selected date range.

Event Coordinator generating a customizable report filtered by event type.

Given the event coordinator is on the reporting dashboard, When they select the event type filter and choose a specific type, Then the report should display only the transactions relevant to that event type.

Event Coordinator monitoring payment trends over the last quarter.

Given the event coordinator has selected the last quarter time frame, When they view the trends report, Then they should see a graphical representation of payment trends indicating increases or decreases in revenue for that period.

Event Coordinator exporting transaction data for further analysis.

Given the event coordinator has generated a report on transactions, When they click the export button, Then they should receive a CSV file containing all the relevant transaction data based on the selected filters.

Event Coordinator analyzing revenue breakdowns by client demographics.

Given the event coordinator has selected a specific demographic filter, When they view the revenue breakdown report, Then they should see revenue segmented accurately by the selected demographics.

Event Coordinator receiving alerts for unusual payment activity.

Given the event coordinator is viewing the alert settings page, When they enable alerts for unusual payment activity, Then they should receive an alert via email or SMS if payment fluctuations exceed predefined thresholds.

Event Coordinator accessing historical data for past events.

Given the event coordinator is on the reporting dashboard, When they select a specific past event from the history archive, Then they should see the payment transactions and analytics related to that event clearly displayed.

Vendor Performance Analytics

Access to analytics on vendor performance metrics such as customer satisfaction, booking history, and service delivery timelines. This allows event coordinators to evaluate vendor effectiveness and choose partners that consistently meet or exceed expectations.

Requirements

Vendor Performance Dashboard

"As an event coordinator, I want to see a comprehensive dashboard of vendor performance metrics so that I can easily evaluate and select the best vendors for my events."

Description

A central dashboard that aggregates various performance metrics related to each vendor, including customer satisfaction ratings, booking history, and timelines for service delivery. The dashboard will provide visual representations such as graphs and charts to enhance the understanding of vendor performance over time. This functionality will allow event coordinators to quickly assess vendor effectiveness at-a-glance and make informed partnership decisions, ultimately improving the quality of services delivered to clients.

Acceptance Criteria

Event coordinators access the Vendor Performance Dashboard to evaluate vendor options for an upcoming event.

Given the vendor performance dashboard is open, when an event coordinator views the dashboard, then the dashboard should display customer satisfaction ratings, booking history, and service delivery timelines for each vendor in a visually appealing format.

An event coordinator filters vendors based on specific performance metrics to narrow down potential partners.

Given the vendor performance dashboard is displayed, when the event coordinator applies filters for customer satisfaction above 80% and service delivery within 3 days, then the dashboard should only show vendors meeting these criteria.

An event coordinator reviews the performance trend of a selected vendor over the last 12 months.

Given a vendor is selected from the vendor performance dashboard, when the event coordinator requests a performance history for the past 12 months, then the dashboard should generate a line graph visualizing the vendor's performance metrics over time.

An event coordinator compares performance metrics of two or more vendors side by side.

Given two or more vendors are selected from the vendor performance dashboard, when the event coordinator initiates a side-by-side comparison, then the dashboard should display a comparison chart highlighting the key performance metrics of the selected vendors.

An event coordinator exports vendor performance data for external reporting.

Given the vendor performance dashboard is in view, when the event coordinator selects the export data option, then the system should generate a downloadable report in CSV format containing all visible performance metrics for the selected vendors.

An event coordinator receives alerts about a vendor whose performance metrics have dropped below acceptable levels.

Given the vendor performance dashboard is operational, when a vendor's customer satisfaction rating falls below 70% for two consecutive months, then the system should automatically notify the event coordinator via email and dashboard alert.

An event coordinator requests help or guidance for using the Vendor Performance Dashboard.

Given the vendor performance dashboard is accessed, when the event coordinator clicks on the help icon, then a tooltip or help overlay should appear providing a brief guide on using the dashboard features and interpreting data.

Customizable Metrics Filters

"As an event coordinator, I want to filter vendor performance data by event type and date so that I can analyze how specific vendors perform under different circumstances."

Description

The ability for users to apply filters to the vendor performance analytics to customize the data displayed according to specific criteria, such as date ranges, event types, or locations. This feature allows event coordinators to analyze performance in a manner that suits their unique needs, thereby enhancing the relevance and utility of the data presented, leading to more strategic decision-making based on nuanced insights.

Acceptance Criteria

Event Coordinator wants to generate a report analyzing vendor performance statistics over the past three months for an upcoming corporate event, using customizable filters to select specific event types and locations.

Given that the event coordinator has access to vendor performance analytics, when they apply date range filters from the last three months, specify event types as 'Corporate' and locations as 'New York', then the system should display only the relevant vendor performance metrics that match these criteria.

A user needs to compare vendor performance metrics between two different event types for the same date range to determine which vendors consistently deliver better service for specific events.

Given that the user is analyzing vendor performance, when they set the date range filter to the past year and apply filters for 'Wedding' and 'Conference' event types, then the system should show separate metrics for each event type, allowing the user to draw comparisons.

An event coordinator is preparing for an outdoor festival and wants to review vendor performance metrics specifically for outdoor events to ensure the vendors have the necessary experience and capabilities.

Given that the event coordinator is accessing vendor performance analytics, when they filter the event type to 'Outdoor' and set the date range to the last six months, then the system should return the performance metrics of the vendors who participated in outdoor events within that timeframe.

The user requires insight into vendor performance based on geographical location to help assess local vendor reliability for an upcoming regional event.

Given that the user is accessing vendor performance analytics, when they filter the data by location as 'California' and set the date range to the last twelve months, then the system should display performance metrics specifically for vendors operating in California during that period.

A user intends to analyze vendor performance based on customer satisfaction ratings over a specific time period to identify top-performing vendors.

Given that the user is in the vendor performance analytics section, when they select a date range and apply a customer satisfaction filter greater than 4 out of 5, then the system should display only those vendors who meet or exceed that satisfaction rating within the selected timeframe.

Automated Performance Reports

"As an event coordinator, I want to receive automated performance reports for my vendors regularly so that I can stay updated on their effectiveness without having to manually gather the information myself."

Description

A feature that generates automated reports detailing vendor performance on a periodic basis, such as monthly or quarterly. These reports would be sent directly to event coordinators, summarizing the key metrics and providing insights into trends over time. This functionality ensures that coordinators remain informed without the need for manual data collection, thereby saving time and ensuring that they make decisions based on the most current data available.

Acceptance Criteria

Automated monthly performance reports are generated for all vendors and sent to event coordinators at the beginning of each month.

Given it is the first day of the month, When the system runs the report generation process, Then all vendor performance reports should be successfully generated and emailed to the respective event coordinators.

Event coordinators want to receive quarterly performance reports on vendor metrics that includes customer satisfaction ratings and booking history.

Given that the end of the quarter has passed, When the report generation is triggered, Then a comprehensive report including at least three key performance metrics for each vendor should be emailed to all event coordinators within 24 hours.

An event coordinator needs to quickly assess the trend in vendor performance over the last six months to make informed decisions.

Given that six months of data is available, When the automated report is generated, Then the report should include trend analysis graphs for each key performance metric in a user-friendly format.

Event coordinators need to access vendor performance analytics in different formats for presentations and meetings.

Given that a report is generated, When the exporting feature is utilized, Then the reports should be available in at least three formats (PDF, Excel, and PowerPoint) allowing for easy presentation and distribution.

Event coordinators want to ensure that the automated performance reports are accurate and up-to-date.

Given that the data source is updated, When the performance report is generated, Then the report should reflect the most recent data with no discrepancies in the displayed vendor metrics.

An event coordinator needs to filter performance reports based on specific vendors and performance criteria.

Given the report generation system, When the coordinator specifies filters for vendor names and metrics, Then the system should generate a filtered report displaying only the requested vendors and metrics without error.

Event coordinators require notifications when performance reports are generated and sent.

Given that a report for a specific period is successfully generated, When the report is sent, Then an automated notification should be sent to each event coordinator confirming that the report has been emailed, including the report period covered.

Vendor Comparison Tool

"As an event coordinator, I want to compare multiple vendors' performance metrics side-by-side so that I can make data-driven choices about which vendors to engage."

Description

A tool that allows event coordinators to compare multiple vendors side-by-side based on various performance metrics. This feature would enable users to highlight differences in customer satisfaction, pricing, and service delivery time, allowing for an informed decision-making process when selecting vendors.

Acceptance Criteria

Event coordinator compares three different vendors for an upcoming event using the Vendor Comparison Tool to evaluate their performance metrics side by side.

Given the event coordinator has access to the Vendor Comparison Tool, when they select three vendor profiles, then the tool must display a side-by-side comparison that includes metrics such as customer satisfaction, pricing, and service delivery times for each vendor.

An event manager needs to filter vendors based on specific performance metrics to make an informed selection for an event.

Given the event manager is using the Vendor Comparison Tool, when they apply filters for customer satisfaction ratings above 4 stars and service delivery times under 3 days, then the tool must only show vendors that meet these criteria.

An event coordinator wants to understand the implications of choosing one vendor over another by visualizing their performance differences.

Given the event coordinator is comparing two vendors in the Vendor Comparison Tool, when they select 'Comparison Overview', then the system must generate a visual graph showcasing the differences in customer satisfaction and service delivery timelines between the two vendors.

The user wants to save the vendor comparison for later reference after evaluating multiple vendors.

Given the event coordinator has completed a vendor comparison, when they click on the 'Save Comparison' button, then the system must allow them to name the comparison and save it to their dashboard for future reference.

An event coordinator is reviewing historical data for each vendor to see trends over time before making a selection.

Given the coordinator is using the Vendor Comparison Tool, when they select a vendor's booking history, then the system must provide a visual representation of the vendor's performance metrics over the past 12 months, highlighting trends in customer satisfaction and service delivery times.

A user is checking for the availability of vendors during a specific date and time for an event they are planning.

Given the event coordinator is utilizing the Vendor Comparison Tool, when they input specific dates and times for the event, then the tool must indicate the availability status of each vendor being compared for those dates.

An event manager is sending a direct request to a vendor from the Vendor Comparison Tool after comparing metrics.

Given the event manager has completed a side-by-side comparison of multiple vendors, when they select a vendor and choose 'Request Quote', then the system must provide a form pre-filled with vendor details for sending a request directly to the selected vendor.

Real-time Feedback Integration

"As an event coordinator, I want to gather real-time feedback from clients on vendor services so that I can quickly identify and address any issues that may arise."

Description

An integration that collects real-time feedback from clients post-event regarding vendors. This would help in assessing what worked well or what didn't, offering immediate insights into vendor service quality and helping improve future vendor selections. By understanding client satisfaction in real-time, event coordinators can act more swiftly to rectify any service-related issues.

Acceptance Criteria

Integration of real-time feedback collection from clients immediately after events to assess vendor performance.

Given an event has concluded, when a client is prompted for feedback, then the feedback form should be accessible and easy to complete within 2 minutes.

Automatic recording of client feedback to the vendor performance analytics dashboard for review and analysis.

Given feedback is submitted by a client, when the data is processed, then the feedback should automatically appear in the vendor performance analytics dashboard within 5 minutes.

Ability for event coordinators to flag feedback for follow-up action if client satisfaction ratings are below a defined threshold.

Given a client feedback rating is below 3 out of 5, when the feedback is viewed by an event coordinator, then a notification should prompt the coordinator to take follow-up action.

Monitoring trends in vendor performance through cumulative feedback collected over multiple events.

Given multiple events have been completed, when an event coordinator accesses vendor analytics, then they should see a trend graph representing vendor performance over the last 6 months.

Providing event coordinators with insights and recommendations based on client feedback for vendor selection in future events.

Given accumulated client feedback, when event coordinators generate a report, then the report should include a section illustrating recommended vendors based on client satisfaction scores.

Real-time notification system for event coordinators regarding immediate service concerns raised by clients.

Given a low satisfaction feedback is received, when the feedback is submitted, then an automatic notification should be sent to the event coordinator within 1 minute.

Interactive Venue Layouts

This feature allows users to manipulate event space configurations in real-time during the AR tour. Clients can customize layouts, seating arrangements, and decor placements with a simple touch, providing a hands-on experience that enhances decision-making and ensures the venue meets their specific requirements.

Requirements

Real-time Layout Adjustments

"As an event planner, I want to adjust the venue layout in real-time during the AR tour so that I can visualize different configurations and make informed decisions on seating and decor arrangements."

Description

The ability for users to make immediate alterations to event space configurations during an Augmented Reality (AR) tour. Users should be able to modify layouts, reposition seating, and shift decor elements with intuitive touch gestures. This requirement enhances interactivity and provides users with a comprehensive understanding of how their events will look and feel in real-time, improving client satisfaction and decision-making processes.

Acceptance Criteria

User adjusts seating arrangement during the AR tour to better visualize guest flow.

Given the user is in an AR tour, when they drag a seating element to a new position, then the seating layout should update in real-time without any lag or delay.

User changes the decor elements in the venue layout during the AR tour to match event theme.

Given the user has selected a decor element, when they tap and drag it to the desired location, then the decor element should move smoothly, and any changes should be reflected instantly in the AR view.

User customizes the layout configuration by adding or removing tables during the AR tour.

Given the user is interacting with the layout, when they add or remove a table, then the new configuration should display correctly in the AR environment without visual errors or glitches.

User examines the event layout from different angles during the AR tour to ensure adequate spacing and visibility.

Given the user is manipulating the layout, when they rotate or change the viewing angle of the AR environment, then the layout should adjust accordingly, maintaining proportions and visibility of all elements.

User tests the interactive layout feature on various devices during the AR tour.

Given the user is using different mobile devices, when they perform layout adjustments, then the experience should remain consistent with no degradation in performance or functionality across all devices.

User saves customized venue layouts during the AR tour for later review.

Given the user has made layout changes, when they choose to save these adjustments, then the system should successfully store the layout and allow retrieval later without data loss.

Drag-and-Drop Functionality

"As a user, I want to drag and drop items within the venue layout so that I can quickly rearrange the setup according to my vision without hassle."

Description

Implementing a user-friendly drag-and-drop interface that allows users to easily move tables, chairs, and other elements within the event space layout. This feature is essential for providing a seamless and engaging experience, enabling users to experiment with various setups swiftly. Proper implementation will enhance user efficiency and satisfaction by allowing for creative adjustments without the need for additional technical support.

Acceptance Criteria

User rearranging seating for a corporate event during a live AR tour.

Given the user is on the AR tour interface, When they drag a seating element to a new location, Then the seating element should be repositioned instantly without lag.

User modifying table arrangements during an event layout demonstration.

Given the user selects a table and drags it to a new spot, When the user releases the mouse button, Then the table should maintain its new position and reflect correctly in the layout summary.

User adding additional decor items to an event layout in real-time.

Given the user identifies a decor item from the inventory, When they drag it onto the layout space, Then the decor item should appear in the designated area with the correct orientation and alignment.

User testing different layout configurations for a wedding setup.

Given the user has created an initial setup, When they manipulate elements and save the configuration, Then the modified layout should be stored accurately in the user’s project history for future access.

User attempting to move multiple elements simultaneously during an AR tour.

Given the user selects multiple elements and drags them together, When they adjust the position, Then all selected elements should move cohesively and reflect the new arrangement correctly on the screen.

User interacting with an accessibility feature for drag-and-drop functionality.

Given the user has activated the accessibility mode, When they use keyboard shortcuts to move elements, Then drag-and-drop actions should function equivalently as using the mouse interface.

User receiving feedback when an element cannot be moved due to restrictions.

Given the user attempts to move an element that is locked in place, When they try to drag it, Then a notification should appear indicating that the element cannot be relocated due to restrictions.

Customizable Seating Arrangements

"As a venue manager, I want to save customizable seating arrangements so that I can reuse successful layouts for future events, thereby saving time and ensuring consistency."

Description

Allow users to create and save personalized seating arrangements for different events. This feature should enable users to define specific seat configurations that cater to various event types (such as banquets, conferences, or workshops) and save these templates for future use. It increases operational efficiency and reduces the time needed to design layouts from scratch.

Acceptance Criteria

Creating a new seating arrangement for an upcoming gala event.

Given a user has accessed the customizable seating arrangements feature, When the user creates a new seating layout and saves it, Then the layout should be stored in the user's templates for future access.

Editing an existing seating arrangement for a corporate conference.

Given a user has an existing seating arrangement saved, When the user modifies the seating positions and saves the updated arrangement, Then the system should overwrite the previous layout with the new configuration and confirm the update to the user.

Retrieving saved seating arrangements for a wedding event.

Given a user wants to plan a wedding and access their saved templates, When the user views the list of saved seating arrangements, Then the correct templates should be displayed with the option to select any for further customization.

Implementing a specific seating arrangement for a workshop.

Given a user selects a seating arrangement template for a workshop, When the user applies the template to the event space in the interactive layout, Then the seating should reflect the template specifications accurately.

Deleting a previously saved seating arrangement.

Given a user has several saved seating arrangements, When the user selects a seating arrangement to delete, Then the system should remove the arrangement from the user's saved templates and confirm deletion.

Duplicating a seating arrangement for a similar event.

Given a user wants to create a similar layout for a new event, When the user selects an existing arrangement and chooses to duplicate it, Then the system should create a new instance of the arrangement, allowing for further modifications without affecting the original.

Visual Feedback on Layout Changes

"As a client, I want to see a visual representation of changes made to the venue layout so that I can feel confident in the adjustments I'm making and understand the impact on the overall design."

Description

Integrate a visual feedback system that provides real-time previews of changes made to the venue layout during the AR tour. This could include highlighting areas being adjusted and offering a comparative view of 'before' and 'after' scenarios. This requirement will help users clearly understand how their choices impact the overall space and give them confidence in their planning decisions.

Acceptance Criteria

User customizes a seating arrangement during an AR tour, checking the layout changes in real-time.

Given the user is in the AR tour, When they select a seating area to adjust, Then the selected area is highlighted, and the new layout is visually displayed alongside the previous configuration for comparison.

User adds decorative elements to a venue layout during an AR tour and reviews the changes.

Given the user adds a decorative element, When the element is placed within the venue, Then the system displays the updated layout with the new element and highlights any modifications made in real-time.

User adjusts the overall layout of an event space during an AR tour to see if it meets their requirements.

Given the user modifies the layout of the venue, When the changes are applied, Then a side-by-side view of the before and after layouts is presented to the user with clear distinctions.

User interacts with a feature that confirms the changes made to the venue layout during an AR tour.

Given the user confirms their layout changes, When the confirmation is received, Then a success message appears, and the previous layout is no longer displayed as part of the current setup.

User provides feedback on the visual feedback system after using it during an AR tour.

Given the user completes the AR tour, When they provide feedback on the visual feedback system, Then the feedback is recorded successfully, and the user receives a confirmation of their feedback submission.

Decor Element Library

"As an event designer, I want to access a library of decor elements to customize the venue layout, ensuring that the design reflects the theme and style of the event."

Description

Create a comprehensive library of decor elements that users can drag and drop into the venue layout. This library should include various aesthetic choices like centerpieces, lighting options, and thematic decorations. It enables users to visualize their event in greater detail and encourages creativity in their planning process, leading to a more personalized and successful event.

Acceptance Criteria

Users can access the decor element library during the real-time AR tour for event layout customization.

Given the user is in the AR tour, when they select the decor element library, then the library should display an array of decor options including centerpieces, lighting options, and thematic decorations that can be dragged and dropped into the layout.

Users can successfully drag and drop decor elements from the library onto the venue layout.

Given the decor element library is displayed, when the user drags a decor element and drops it into the venue layout, then the decor element should appear correctly in the layout without any lag or errors.

Users can save and access their customized event layout with added decor elements for future reference.

Given the user has modified the venue layout with decor elements, when they save the layout, then the system should successfully save the layout with all modifications, and the user should be able to access it later without loss of data.

The decor element library should be responsive and visually appealing to enhance user experience.

Given the user is accessing the decor element library, when the library is displayed, then it should be responsive to different screen sizes and maintain clarity in visuals, ensuring ease of use.

Users can preview different color and style variations of decor elements before placing them in the layout.

Given the user selects a decor element in the library, when they choose different color or style options, then the preview of the selected element should update in real-time to reflect the changes without delay.

Users should be able to undo or redo their last action while customizing the layout with decor elements.

Given the user has added a decor element, when they choose to undo or redo their last action, then the application should successfully revert to the previous state or apply the last action without errors.

User Access Control for Layout Sharing

"As a project manager, I want to control who can view or modify the layout configurations so that I can maintain security and ensure collaboration among the right team members."

Description

Develop a feature that allows users to manage access permissions for sharing layout configurations with other stakeholders (such as clients or team members). This includes functionalities for granting, revoking, and viewing access history. This requirement enhances collaboration and ensures that sensitive information is shared with only the appropriate parties, providing better project management capabilities.

Acceptance Criteria

As a venue manager, I want to grant editing permissions to my team members so they can make adjustments to a layout configuration before presenting it to clients.

Given I am logged in as a venue manager, When I select a layout configuration and choose to share it, Then I can grant editing access to specific team members via their email addresses.

As a user with shared access to a layout, I want to revoke access to a layout configuration so that no one else can edit it.

Given I have been granted access to a layout configuration, When I choose to revoke access, Then the revoked user will no longer be able to view or edit the layout configuration.

As a venue manager, I need to view the access history of a layout configuration to see who has had access and when.

Given I am logged in as a venue manager, When I access the access history for a layout configuration, Then I can see a complete log of users who have accessed the layout, along with timestamps for each access instance.

As a user who has been granted view-only access to a layout, I want to ensure that I cannot make any changes to the layout.

Given I have been granted view-only access to a layout configuration, When I attempt to edit the layout, Then I receive a notification indicating that I do not have permission to edit.

As a venue manager, I need to set a time limit on access permissions for a layout configuration to enhance security.

Given I am granting access to a layout configuration, When I set an expiration date for the access, Then the access automatically revokes after the expiration date has passed.

As a user, I want to know if access to a layout configuration has been shared with me or revoked.

Given I have shared access to a layout configuration, When changes to my access status are made, Then I receive a notification informing me of the changes.

As a venue manager, I want to ensure that only users with an account can be granted access to layout configurations.

Given I am sharing a layout configuration, When I enter an email address for a user without an account, Then I receive an error message indicating that the user must create an account to receive access.

360-Degree Venue Views

Users can explore every angle of the event space with immersive 360-degree views. This feature ensures that users can appreciate the venue's ambiance and design from multiple perspectives, promoting confidence in their choice and fostering excitement about the event.

Requirements

Interactive Venue Exploration

"As an event planner, I want to explore the venue in 360 degrees so that I can assess the ambiance and layout efficiently before making a booking decision."

Description

The Interactive Venue Exploration requirement allows users to engage with the venue in a dynamic way. By implementing a user-friendly interface that showcases 360-degree views, users can seamlessly navigate through different areas of the venue. This feature supports zooming in on details and switching perspectives easily, enabling event planners to visualize layouts more efficiently. The integration of this requirement enhances user experience by fostering a deeper understanding of the venue's space, leading to more informed decision-making and increased satisfaction with their venue choice.

Acceptance Criteria

User initiates a venue exploration session from the VenueConnect dashboard.

Given the user is logged into VenueConnect, when they click on the 'Explore Venue' button, then the interactive 360-degree view for the selected venue should load within 5 seconds without any errors or delays.

User switches perspectives while exploring the venue.

Given the user is in the 360-degree view of the venue, when they click on the 'Change Perspective' button, then the view should switch to a different angle within 2 seconds, and the previous view should be maintained in an accessible way.

User zooms into specific details within the venue's layout.

Given the user is in the 360-degree view of the venue, when they use the zoom feature by scrolling or clicking the zoom icon, then they should be able to zoom in up to 200% and view detailed elements clearly without pixelation.

User conducts a virtual tour of the venue with guided annotations.

Given the user is in an interactive venue exploration session, when they activate the guided tour mode, then they should see annotations on key venue features with descriptions appearing as they navigate.

User shares the venue view with team members for feedback.

Given the user is in the 360-degree venue view, when they click on the 'Share' button, then a shareable link should be generated that they can send to others to access the same view directly.

User interacts with the floor layout during venue exploration.

Given the user is in the 360-degree view, when they click on a specific area of the venue floor plan, then a pop-up should display relevant information about that area, including capacity and available amenities.

Annotation and Markup Tools

"As an event coordinator, I want to annotate the 360-degree views of the venue so that I can share specific features and collaborate more effectively with my team during the planning process."

Description

The Annotation and Markup Tools requirement equips users with the ability to annotate specific areas of the 360-degree venue views, allowing them to highlight features or make notes directly on the visual representation of the space. This functionality will enable collaboration among team members by making it easier to communicate ideas regarding the venue layout and setup. The integrated markup tools will make it easier to plan events and consolidate feedback in one place, streamlining the coordination process and improving operational efficiency.

Acceptance Criteria

Users can access the Annotation and Markup Tools while viewing a specific 360-degree venue view to highlight critical areas such as entry points or amenities.

Given a user is in the viewing mode of a 360-degree venue view, when they select the Annotation and Markup Tools, then they should be able to draw or place markers on the venue view seamlessly.

A user wants to save annotations made on the 360-degree views for future reference or collaboration with team members.

Given a user has made annotations on a 360-degree venue view, when they click on the 'Save Annotations' button, then the annotations should be stored successfully and retrievable at any time.

Users need to share annotated venue views with team members for collaboration on event planning.

Given a user has annotated a 360-degree venue view, when they click the 'Share' button, then an email with a link to the annotated view should be sent to specified team members without errors.

Team members receive and access the shared annotated venue views to review comments and suggestions.

Given team members receive an email with a link to an annotated venue view, when they click the link, then they should be able to view the 360-degree venue, including all annotations made by the original user.

Users want to delete or modify their annotations on the 360-degree venue views as their plans evolve.

Given a user has made annotations, when they select an annotation and choose to delete or modify it, then the changes should be reflected immediately in the 360-degree view with no errors.

Virtual Reality Integration

"As a potential client, I want to use virtual reality to explore the venue so that I can get a real-time feel of the space before I commit to booking it for my event."

Description

The Virtual Reality Integration requirement allows users to experience the venue in a fully immersive environment by leveraging VR technology. This will enable users to wear VR headsets and walk through the venue in a realistic manner, providing a compelling way to visualize the space before booking. This feature enhances engagement and provides users with a unique perspective of the venue, increasing the chances of conversion due to the enhanced confidence users experience when interacting with the space digitally.

Acceptance Criteria

User Experience with VR Headsets for Venue Visualization

Given a user has a compatible VR headset, When the user selects the Virtual Reality option for a venue, Then they should be able to navigate the venue in a fully immersive 360-degree experience without latency or distortion.

Accessibility of the VR Experience across Devices

Given users may access the platform through various VR devices, When the user logs in on any supported VR device, Then the VR experience should be consistent and fully functional regardless of the device used.

User Navigation and Interaction within VR Environment

Given the user is in the VR environment, When the user attempts to interact with elements (e.g., viewing seating arrangements, checking dimensions), Then they should receive appropriate visual feedback confirming successful interactions in real-time.

Completeness of Venue Information in VR

Given a user is navigating the VR venue, When they select information icons or objects, Then the corresponding descriptive text and multimedia (e.g., images, videos) should appear, providing comprehensive details about the venue features.

Integration with Booking System from VR

Given a user is satisfied with the VR venue exploration, When they decide to book the venue, Then they should be seamlessly redirected to the booking page with pre-filled venue details to expedite the booking process.

Performance Testing of VR Experience under Load

Given multiple users accessing the VR feature simultaneously, When each user initiates the VR experience, Then the system should maintain performance without significant delays or crashes, supporting at least 100 concurrent users.

Responsive Design for Mobile Devices

"As a mobile user, I want to access 360-degree venue views on my phone so that I can plan events without being tied to my desk."

Description

The Responsive Design for Mobile Devices requirement ensures that users can access the 360-degree views seamlessly on mobile devices. This involves optimizing the user interface and ensuring smooth navigation through the venue, regardless of screen size or device type. This requirement is crucial as it accommodates users who prefer to plan and explore venues on-the-go, enhancing accessibility and convenience, which ultimately promotes user satisfaction and engagement with the platform.

Acceptance Criteria

User accesses the VenueConnect platform on a mobile device to view a 360-degree representation of a selected venue.

Given the user is on the VenueConnect mobile site, when they select the '360-Degree View' option for a venue, then the user should be able to view the venue without scrolling horizontally and with minimal loading times.

User attempts to navigate the 360-degree view using touch gestures on their mobile device.

Given the user is viewing the 360-degree venue view, when they swipe left or right on the screen, then the venue view should rotate accordingly, and the experience should be seamless with no lag.

User accesses the 360-degree view of a venue on different mobile devices to test responsiveness.

Given the user opens the 360-degree venue view on various devices (iOS, Android, different screen sizes), when they interact with the view, then the venue should load correctly on all devices and maintain functionality with no layout issues.

User with a limited internet connection attempts to view a 360-degree venue.

Given the user is on a mobile device with limited network connectivity, when they access the 360-degree venue view, then the system should optimize performance, displaying a lower resolution view that is still functional and navigable.

User provides feedback on the mobile 360-degree view feature through a feedback form.

Given the user has used the 360-degree view feature on mobile, when they complete and submit a feedback form, then the system should record the feedback and confirm submission without errors.

User navigates away from the 360-degree view and returns to the main venue page.

Given the user has interacted with the 360-degree view, when they select the 'Back' button, then the user should be redirected to the main venue page without loss of previous navigation state.

User accesses therapy information related to the current venue after viewing its 360-degree layout on mobile.

Given the user is viewing the 360-degree venue, when they click on a 'More Info' link, then the user should be taken to a detailed information page related to the venue, displayed properly on their mobile device.

Integration with Venue Booking System

"As a user exploring the venue, I want to easily book the venue from the 360-degree view so that I can complete my reservation without hassle."

Description

The Integration with Venue Booking System requirement connects the 360-degree view feature with the existing venue booking process. This integration enables a smooth transition from exploration to booking, allowing users to reserve their chosen venue directly from the immersive view. By streamlining the booking process, users are less likely to abandon their reservations, resulting in increased conversions and improved user experience.

Acceptance Criteria

Users can seamlessly transition from viewing the 360-degree venue view to the booking page without any interruptions or errors.

Given a user is viewing the 360-degree venue view, when they click on the 'Book Now' button, then they should be redirected to the booking page with the selected venue pre-populated in the booking form.

The booking form retains all necessary details from the venue view when the user is redirected.

Given a user has selected a venue from the 360-degree view, when they are redirected to the booking form, then all venue details such as name, capacity, and amenities should be accurately reflected in the booking form.

Users receive confirmation after successfully booking a venue through the 360-degree view integration.

Given a user completes the booking process through the integrated 360-degree view, when the booking is successful, then the user should receive a confirmation email and a notification on the platform.

The system tracks and logs user interactions within the 360-degree view for analytical purposes.

Given a user interacts with the 360-degree view, when they perform actions like zoom, rotate, or click on features, then those interactions should be logged in the analytics system for future review.

Users can easily return to the 360-degree view from the booking page if they need to reconsider their venue choice.

Given a user is on the booking page, when they click on 'Return to Venue View', then they should be redirected back to the 360-degree venue view without any loss of information.

The integration does not significantly increase the loading time of the booking process.

Given a user proceeds from the 360-degree view to the booking page, when they load the booking page, then the loading time should not exceed 2 seconds under typical conditions.

Users can access the 360-degree view feature on both desktop and mobile devices.

Given a user is on a mobile or desktop device, when they access the venue listing, then they should be able to access the 360-degree view feature without any layout or usability issues.

Virtual Staging Simulations

This feature showcases various staging options and decor themes within the AR tour, allowing clients to visualize different designs and arrangements in the space. By making it easy for clients to experiment with various styles, this feature adds a creative dimension to the booking process.

Requirements

Interactive Staging Options

"As an event planner, I want to visualize different staging arrangements in augmented reality so that I can choose the best design that fits my vision for the event."

Description

This requirement involves the development of an interactive interface where clients can choose from various staging options and decor themes displayed in augmented reality. The goal is to provide clients with the ability to visualize how different setups will look in their venue, enhancing their decision-making process. This feature should seamlessly integrate with the existing booking system, allowing clients to save their favorites and make informed decisions based on visual representation. The implementation of this requirement is essential for improving user engagement and satisfaction during the booking process, ultimately leading to increased bookings and customer loyalty.

Acceptance Criteria

Client selects a staging option from the interactive interface during a virtual tour of the venue.

Given the client is viewing the virtual tour, when they select a staging option, then the AR display updates to show their chosen staging configuration in real-time.

Client saves their favorite staging options after exploring different decor themes in the AR interface.

Given the client has viewed various staging options, when they click the 'Save' button, then their selections should be successfully saved to their profile for future reference.

Client shares their selected staging options with other stakeholders through the platform.

Given the client has saved their staging options, when they choose to share them, then an email with the details and images should be sent to the specified recipients without errors.

Client accesses their saved staging options at a later time during the booking process.

Given the client is logged into their account, when they navigate to the 'Favorites' section, then all previously saved staging configurations should be displayed accurately.

Client experiences lag or glitches when interacting with the AR staging interface.

Given the client is using different devices, when they access the AR staging interface, then the interface should load and respond within 3 seconds without any lag or glitches.

Client utilizes help or tutorial features while exploring staging options in the AR interface.

Given the client is in the AR staging interface, when they click on the help icon, then a tutorial must appear outlining how to use the interactive features effectively.

Decor Theme Library

"As an event organizer, I want access to a wide range of decor themes in the virtual staging tool so that I can easily find the right style for my event."

Description

This requirement entails creating a comprehensive library of decor themes that clients can select from during the virtual staging simulations. The library should include a variety of styles, colors, and elements, allowing clients to customize their space according to their preferences. This feature should be easy to navigate and filter, ensuring that clients can quickly find themes that resonate with their event concepts. Integrating this library into the Virtual Staging Simulations enhances the overall user experience, providing full creative control and encouraging a deeper engagement with the booking process.

Acceptance Criteria

Client Navigates the Decor Theme Library to Select a Theme

Given the client is on the virtual staging simulation interface, when they access the decor theme library, then they should see a list of at least 20 different decor themes available for selection.

Filter Functionality in the Decor Theme Library

Given the client is in the decor theme library, when they apply filters for style (e.g., modern, rustic) and color (e.g., blue, gold), then the library should display only the themes that match the selected criteria.

Preview Decor Theme Selection

Given the client has selected a decor theme from the library, when they click on 'preview', then the selected theme should be shown in their virtual staging area, reflecting the current layout accurately.

User Rating and Review Feature in Decor Theme Library

Given that a client has used a decor theme, when they access the library again, then they should be able to rate and write a review for that theme, which updates the theme's rating in real-time.

Responsive Design of Decor Theme Library

Given that the client accesses the decor theme library on different devices (desktop, tablet, mobile), when they interact with the library, then the interface should adapt accordingly and remain user-friendly across all devices.

Search Functionality in Decor Theme Library

Given the client is in the decor theme library, when they use the search bar to input keywords (e.g., 'floral', 'elegant'), then the library should return a list of themes that match the search criteria within 2 seconds.

User Customization of Decor Theme Elements

Given the client has selected a decor theme, when they choose to customize elements (e.g., changing colors of specific items), then those changes should be visible in the virtual staging simulation immediately.

Real-time Collaboration Tools

"As a team leader, I want to collaborate with my colleagues in real-time on staging options so that we can finalize the event design more efficiently."

Description

This requirement focuses on implementing real-time collaboration features that allow multiple stakeholders to view and modify staging options simultaneously. This functionality will enable clients, planners, and venue staff to collaborate within the virtual staging environment, ensuring that everyone is aligned and satisfied with the event setup. This feature should include chat, comments, and live editing capabilities, significantly enhancing team communication and decision-making. The integration of collaboration tools is vital for modern event planning, reflecting the need for flexible and remote coordination in today's event landscape.

Acceptance Criteria

Multiple stakeholders such as clients, planners, and venue staff enter the virtual staging environment simultaneously to discuss and finalize staging options for an event.

Given multiple users are in the virtual staging environment, When one user makes a change to the staging layout, Then all other users should see the change reflected in real-time without refresh.

A client wants to ask questions or suggest changes while viewing a specific staging setup during a collaborative session.

Given a user is viewing the virtual staging simulation, When they send a message via the chat feature, Then the message should appear instantly for all other collaborators in the session.

Venue staff needs to leave comments on specific elements of the staging setup for further discussion with clients and planners.

Given a user is in the virtual staging environment, When they click on a stage element to leave a comment, Then the comment should be saved and visible to all other collaborators on that element.

Clients want to modify a staging layout while simultaneously being able to communicate with other stakeholders about those changes.

Given multiple users are editing the staging layout, When one user makes a modification, Then the changes should be saved automatically and notify all users of the update.

During a live session, venue staff need to review the comments and chat messages left by other collaborators.

Given a user is in the virtual staging environment, When they access the comments and chat interface, Then they should see all previous messages and comments clearly organized by timestamp.

A planner wants to lock a particular staging configuration to prevent further changes while discussions are ongoing about the event setup.

Given a user is editing the staging layout, When they select the 'lock' option for the configuration, Then no other users should be able to make changes to that layout until it is unlocked by the same user.

The system needs to accommodate different access levels for clients, planners, and venue staff so they can collaboratively edit layouts according to their roles.

Given users with different roles are in the virtual staging environment, When a user attempts to modify a layout, Then the system should validate their role and permissions before allowing the change.

User Feedback Mechanism

"As a client, I want to provide feedback on the virtual staging tool so that I can help improve the service for future users."

Description

This requirement involves building a user feedback mechanism that collects input from clients after using the Virtual Staging Simulations feature. By providing a simple interface for submitting feedback, clients can share their experiences and suggestions for improvement. This data will be invaluable for future iterations of the feature, allowing the development team to make informed decisions based on user needs and preferences. Implementing this feedback loop ensures continuous improvement of the product and helps in tailoring the experience to better meet user expectations.

Acceptance Criteria

Clients submit feedback after using the Virtual Staging Simulations feature during their online session.

Given a client has used the Virtual Staging Simulations feature, when they access the feedback interface then they can successfully submit feedback without errors.

Clients are able to rate their experience after using the Virtual Staging Simulations feature.

Given a client completes a session with the Virtual Staging Simulations feature, when they navigate to the feedback section then they can select a rating from 1 to 5 stars.

Users can provide suggestions for improving the Virtual Staging Simulations feature via the feedback mechanism.

Given a client is on the feedback page, when they fill in the suggestion box and click submit then their suggestion is saved and acknowledged by the system.

Feedback submission provides clients with a confirmation message.

Given a client submits their feedback, when the submission is successful then a confirmation message is displayed to the user indicating the feedback has been received.

The feedback mechanism collects data for analysis after users provide input.

Given feedback submissions, when the data is processed then it is correctly aggregated for analysis with no data loss.

Clients can easily access the feedback submission interface from the Virtual Staging Simulations feature.

Given a client is using the Virtual Staging Simulations feature, when they want to provide feedback then the feedback interface is accessible with one click from within the feature.

The user feedback mechanism logs the date and time of each feedback submission.

Given a client submits feedback, when the feedback is recorded then the system logs the submission date and time alongside the user's feedback.

Mobile Compatibility

"As an event coordinator, I want to access the virtual staging simulations on my mobile device so that I can work on the go without being tethered to a desktop."

Description

This requirement aims to ensure that the Virtual Staging Simulations feature is fully compatible with mobile devices. With more users accessing platforms via smartphones and tablets, optimizing the feature for mobile use is essential for expanding accessibility and user engagement. The mobile version should retain the functionality and interactive elements of the desktop experience, providing a seamless transition across devices. This enhancement is critical for catering to a broader audience and ensuring that users can engage with the platform anytime, anywhere.

Acceptance Criteria

Mobile users access the Virtual Staging Simulations feature through their smartphones to explore different staging options and decor themes while on the go.

Given a user accesses the Virtual Staging Simulations feature on a mobile device, when they select a staging option, then the selected design should load within 5 seconds without any errors and retain all interactive elements.

A client wants to compare two different staging themes side by side using their tablet during an event planning consultation.

Given a user is comparing two staging themes on a tablet, when they pinch to zoom on either design, then both themes should resize appropriately and maintain visual clarity and interactivity without lag.

An event professional needs to make last-minute changes to staging designs while onsite during an event using a smartphone.

Given an event professional is onsite and uses a smartphone, when they change the staging design in the Virtual Staging Simulations, then the change should be reflected in real-time across all devices logged into the same event.

A user is accessing the Virtual Staging Simulations feature via a mobile browser and wants to save their customized design for later use.

Given a user customizes a staging design on a mobile browser, when they click the save option, then the design should be saved in their account and retrievable within 2 minutes across any device.

A potential client is using a mobile device to share a staging design with a colleague via social media during an event planning meeting.

Given a user has selected a staging design on their mobile device, when they choose to share it via social media, then the shared link should correctly display the staging design with all relevant details and images within 10 seconds.

A user wants to view tutorials on how to use the Virtual Staging Simulations feature on mobile for better understanding.

Given a user navigates to the tutorial section on the mobile version, when they select a tutorial video, then the video should play smoothly without buffering, and be fully functional with pause, rewind, and full-screen options.

A client is providing feedback on the mobile version of the Virtual Staging Simulations after a trial session.

Given a client completes a session using the mobile version, when they submit feedback through a feedback form, then the response should be recorded and acknowledged instantly, with a confirmation message displayed to the user.

Real-Time Capacity Calculator

During the AR tour, users can instantly see how many guests the venue can accommodate based on their chosen layouts. By providing immediate feedback, this feature aids planners in ensuring the venue meets their audience needs before finalizing bookings.

Requirements

Real-Time Capacity Calculation

"As an event planner, I want to instantly see how many guests my chosen layout can accommodate so that I can ensure I do not exceed the venue’s guest limit before finalizing my booking."

Description

The Real-Time Capacity Calculation requirement enables users to view the maximum guest capacity of the venue based on their selected layout configurations. This functionality will provide immediate visual feedback during the AR tour, allowing event planners to determine if their chosen setup meets the expected attendance. Integration with VenueConnect's existing layout management tools is necessary to ensure that the calculations align with real-time layout changes. The feature aims to enhance user decision-making by preventing overbooking and ensuring compliance with venue capacity regulations. It is crucial for improving client satisfaction and streamlining the booking process within the platform.

Acceptance Criteria

User adjusts the seating layout during the AR tour to fit a specific number of guests and immediately checks the updated capacity in real-time.

Given a user is in the AR tour and selects a seating layout, when the user adjusts the layout configuration, then the real-time capacity calculator must update and display the maximum guest capacity within 2 seconds.

Multiple users are viewing the venue in an AR tour simultaneously, and they each choose different layouts to determine maximum capacities.

Given multiple users are using the AR tour feature concurrently, when they select different layouts for the same venue, then each user's capacity calculator must provide accurate and individualized maximum capacity information without delay.

A user who is unfamiliar with the platform navigates to the real-time capacity calculator during an AR tour to verify that their layout meets capacity requirements.

Given a new user accesses the AR tour, when they view the real-time capacity calculator, then it must display a user-friendly guide alongside the capacity information to assist in understanding the capacity limitations effectively.

Users make changes to an event layout that exceeds the venue's maximum capacity and reviews the capacity feedback during the AR tour.

Given a user adjusts the seating layout to exceed the venue's maximum capacity, when they review the real-time capacity feedback, then the system must display a warning message indicating the overcapacity issue clearly and prominently.

A user applies filters to view only certain seating layouts based on guest capacities during the AR tour.

Given the user is in the AR tour, when they apply filters for seating layouts based on guest capacities, then the real-time capacity calculator must only display layouts that meet the specified capacity constraints immediately.

Layout Visualization Tool

"As an event planner, I want to visualize different seating arrangements interactively so that I can choose the most suitable layout for my event."

Description

This requirement involves creating a dynamic visualization tool that allows users to manipulate and view different event layouts in real-time during the planning process. Users should be able to toggle between various seating arrangements and configurations with immediate feedback on how each layout affects guest capacity. This tool will complement the Real-Time Capacity Calculator, ensuring that planners have a comprehensive understanding of space utilization before decisions are made. By providing an interactive and visually engaging experience, the feature aims to enhance usability and decision-making efficiency for event professionals.

Acceptance Criteria

User engages with the layout visualization tool during a planning session for an upcoming corporate event.

Given the user selects a seating arrangement from the dropdown, when the user clicks on 'Apply', then the layout should update immediately to reflect the chosen arrangement, showing the number of guests it can accommodate.

During a live demo, an event planner aims to view different layout configurations for an upcoming wedding.

Given the user toggles between at least three different seating layouts, when the user views the capacity results, then all capacity figures must update dynamically without any lag or delay.

An event manager needs to compare layout options side by side to make informed decisions based on guest capacity.

Given the user selects two different layouts for comparison, when the user clicks on 'Compare', then the tool should display a side-by-side visualization along with the capacity of each layout clearly labeled.

A venue administrator is conducting a training session to showcase the layout visualization tool to new staff.

Given a new staff member asks how to change the seating configuration, when the administrator demonstrates the process, then the new staff member should be able to replicate the change independently within two attempts without assistance.

A large event requires quick adjustments to seating arrangements based on RSVPs.

Given that the user adjusts the number of expected guests, when the layout is modified, then the changes to layout and guest capacity should reflect in real-time without refresh, ensuring accurate visualization.

Guest Flow Management

"As an event planner, I want to manage and visualize guest pathways within the venue layout so that I can optimize the flow of my event and enhance the attendee experience."

Description

The Guest Flow Management requirement will provide a feature that helps event planners design and visualize the optimal guest pathways through the venue. By simulating guest movement in various layout configurations, this feature will help planners understand how guests will navigate the space, identify potential bottlenecks, and improve overall flow. Integrating this with the Real-Time Capacity Calculator will ensure that planners can see how layout changes impact guest experiences in real-time. The aim is to enhance the operational efficiency during events and significantly improve attendee satisfaction through thoughtful design.

Acceptance Criteria

As an event planner, I want to visualize guest pathways during the AR tour so that I can understand how guests will move through the venue based on different layout configurations.

Given a selected venue layout, when I simulate guest movement, then I should see a visual representation of guest pathways in real-time, allowing me to identify potential bottlenecks and optimize flow.

As a user, I want to ensure that the layout changes reflect in the Real-Time Capacity Calculator so that I can accurately gauge guest accommodation while designing pathways.

Given a change in layout configuration, when I check the Real-Time Capacity Calculator, then the maximum guest capacity should automatically update based on the new layout and provide feedback on feasibility.

As an event manager, I want to receive notifications about potential bottlenecks identified during the simulation to make timely adjustments to the layout.

Given that a bottleneck is detected in the guest flow simulation, when I run the analysis, then I should receive a notification indicating the locations and severity of potential bottlenecks.

As an event planner, I want to compare different layout configurations side by side to determine which layout yields better guest flow.

Given multiple layout configurations, when I visualize them simultaneously, then I should be able to compare guest flow metrics such as time taken to exit and congestion levels for each layout.

As a facility manager, I want to export the guest flow simulation results for the layout configurations, so I can use them in reports and planning sessions.

Given the completed guest flow simulations for different layouts, when I request an export, then I should receive a downloadable report containing key flow metrics and identified issues.

As an event planner, I want the system to remember my previous layout configurations, so I can revert back or modify them easily.

Given that I have saved multiple layout configurations, when I access the 'Manage Layouts' feature, then I should see a list of my previous configurations available for selection and editing.

As a user, I want to test the guest flow simulation with a predefined guest count, so I can see how crowd size affects the pathways.

Given a predefined guest count for the event, when I run the guest flow simulation, then the system should accurately simulate guest movement and highlight flow issues based on the number of guests.

Feedback Loop for Layout Modifications

"As an event planner, I want to receive immediate suggestions and feedback when I modify the venue layout so that I can make informed decisions to optimize space usage effectively."

Description

The Feedback Loop for Layout Modifications requirement ensures that planners receive real-time suggestions based on their adjustments to the layout. Once a change in the seating arrangement is made, the system will automatically notify the user with updated capacity limits and suggest alternative layouts if the current configuration exceeds guest capacity. This feature will leverage algorithms to provide actionable feedback, thus facilitating informed decision-making. Integrating this feedback mechanism will greatly reduce errors and enhance user confidence during the event setup process.

Acceptance Criteria

User adjusts the seating arrangement for a wedding reception within the VenueConnect platform and expects immediate feedback regarding capacity limits and layout suggestions.

Given the user modifies the layout for a wedding reception, when the changes are saved, then the system should display the updated capacity and suggest alternative layouts if the capacity is exceeded.

An event planner is using the Real-Time Capacity Calculator during an event planning session and modifies the layout multiple times.

Given the user makes multiple modifications to the layout, when each change is applied, then the system must provide updated feedback within 2 seconds of the change.

A user wants to understand the limitations of different layouts for a corporate event and attempts to reach the maximum guest capacity.

Given the user selects a layout that approaches maximum capacity, when they exceed the limit, then the system should notify the user with a message indicating the excess and recommend a suitable alternative layout.

During a site visit, the user is discussing layout options with a client and needs real-time insights into capacity limits for various configurations.

Given the user is reviewing layout options, when the user selects a layout configuration, then the system should automatically calculate and display the maximum occupancy for the selected configuration without any delay.

After adjusting the layout for a gala event, the user wishes to ensure they are compliant with fire safety regulations regarding capacity limits.

Given the user modifies a layout, when the system processes the new layout, then it must cross-check the capacity against predefined safety limits and alert the user if the configuration exceeds these limits.

Event planners require a user-friendly interface to compare different seating layouts in real-time as they plan an event.

Given the user interfaces with the layout selection module, when they toggle between different seating arrangements, then the system should provide a side-by-side comparison of capacity, space utilization, and layout visualizations instantly.

A user is preparing for an event with a complex layout and needs real-time suggestions for optimizing space as they modify arrangements.

Given the user adjusts elements of the layout for a large event, when the modifications are saved, then the system should generate and present at least two alternative layouts that optimize space while staying within capacity limits.

Capacity Compliance Alerts

"As an event planner, I want to receive alerts when my layout choices exceed venue capacity regulations so that I can avoid compliance issues before my event."

Description

The Capacity Compliance Alerts requirement will introduce notifications that alert event planners if proposed layouts exceed local venue capacity regulations during the design and booking process. The alerts will work in tandem with the Real-Time Capacity Calculator to provide alerts based on legal limits, helping ensure compliance before finalizing event details. This feature is designed to protect both the venue and the clients from potential legal issues and enhances the overall accountability of the VenueConnect platform.

Acceptance Criteria

Event planners create a new event layout in VenueConnect, selecting tables, chairs, and other elements while monitoring capacity in real-time.

Given an event planner is designing an event layout, When the selected layout exceeds the legal venue capacity, Then a red alert notification must be displayed indicating the violation.

During the booking process, event planners modify their event layout multiple times while the Capacity Compliance Alerts feature monitors these changes.

Given an event planner modifies the event layout, When the layout is saved, Then the system must re-evaluate the compliance against local venue capacity and alert the user accordingly if it exceeds the limit.

An event planner reviews their proposed layout before finalizing the booking to ensure compliance with local capacity regulations.

Given an event planner reviews the final layout, When the layout is compliant with legal capacity limits, Then a green confirmation message should be displayed indicating compliance.

Event planners access historical compliance alerts to review past bookings and any capacity issues that arose during planning.

Given an event planner accesses the historical compliance alert log, When the log is loaded, Then all past alerts should display date, event details, and violation status.

When a venue manager defines capacity limits for different layouts in the VenueConnect platform, these limits should trigger alerts for all users.

Given a venue manager sets capacity limits for a layout, When an event planner designs an event using that layout, Then the system must validate against the defined limits and trigger alerts if exceeded.

Event planners are notified via email or in-app notifications for any capacity compliance issues encountered during layout design.

Given an event planner encounters a capacity compliance issue, When the issue is triggered, Then an email and in-app notification should be sent immediately to the event planner to inform them of the violation.

Instant Booking Provisions

Integrating a booking function within the AR tour allows users to secure their desired venue immediately after the tour. By streamlining the process, this feature reduces the chances of losing a booking opportunity and enhances overall user satisfaction.

Requirements

Real-Time Availability Checker

"As an event planner, I want to see real-time availability of venues during the AR tour so that I can make informed decisions and avoid losing my preferred option to other bookings."

Description

This requirement involves implementing a real-time availability checker that displays the current booking status of venues during and after the AR tour. The checker should seamlessly integrate with the existing booking system, allowing users to view up-to-date availability while exploring the venue. By providing immediate feedback on venue status, this feature aims to reduce user frustration, prevent overbooking scenarios, and ultimately enhance the overall booking experience. The real-time availability information will ensure that users can make informed decisions quickly, increasing the likelihood of securing their desired venue in a timely manner. This integration is crucial for maintaining high user satisfaction and trust in the VenueConnect platform, as users will have the assurance that they are acting on the most accurate information available.

Acceptance Criteria

As an event professional using the VenueConnect platform, I want to check the real-time availability of a venue during the AR tour, so that I can secure the venue immediately if it is available without missing the opportunity.

Given the user is on the AR tour and has selected a venue, when the user clicks on the 'Check Availability' button, then the system should display the current booking status of the venue within 5 seconds.

As a user exploring multiple venues in a single AR tour, I need to see real-time updates of availability statuses for all selected venues, so that I can compare options before making a decision.

Given the user has selected multiple venues during the AR tour, when the user navigates between venues, then the system should update the availability status for each venue without requiring a page refresh.

As a user who has just finished an AR tour of a venue, I want to receive immediate feedback on the availability status of the venue, so that I can decide promptly whether to book it or not.

Given the user has completed the AR tour, when the user clicks on the 'Book Now' button for a venue, then the system should display the availability status of that venue in real time before proceeding to the booking screen.

As an administrator of the VenueConnect platform, I need to ensure that the real-time availability data is accurately reflected based on actual booking activity, to avoid any discrepancies during the booking process.

Given the administrator has access to the backend system, when a booking is made or cancelled, then the system should update the venue's availability status within 2 minutes of the transaction being completed.

As an event planner, I want to be notified if a venue becomes unavailable after I’ve checked its status during the AR tour, to ensure that I am always basing my decisions on the most current data.

Given the user is on the AR tour and has received an availability confirmation for a venue, when the venue's status changes to unavailable, then the user should receive an instant notification within 3 minutes of the status change.

Instant Payment Integration

"As an event planner, I want to make a payment immediately after selecting a venue to secure my booking without delays or complications."

Description

This requirement focuses on adding an instant payment processing mechanism that allows users to secure their venue bookings immediately after concluding the AR tour. The integration should support multiple payment methods, including credit cards, e-wallets, and bank transfers, to accommodate various user preferences. By providing a quick and efficient payment system, this feature will enhance user satisfaction and reduce the chances of losing a booking due to payment delays. The payment processing system must comply with industry standards for security and data protection to ensure the safety of user transactions. This feature is essential for streamlining the booking process and providing a seamless user experience on the VenueConnect platform.

Acceptance Criteria

User initiates an AR tour of the venue and wishes to secure the booking immediately after the tour ends.

Given the user completes the AR tour, when they tap the 'Book Now' button, then they should be redirected to the payment interface that displays available payment options.

User selects a payment method and enters the required payment details to complete the booking.

Given the user has chosen a payment method, when they submit their payment information, then the system should process the payment and display a confirmation message upon successful transaction.

User attempts to book a venue using multiple payment methods for flexibility.

Given the user is on the payment interface, when they select a payment method (credit card, e-wallet, bank transfer), then the interface should provide the necessary fields for each method without errors.

User makes a booking and needs assurance that their payment information is secure.

Given the user submits payment, when the transaction is processed, then the system must comply with industry security standards, and the user should receive a confirmation along with a security assurance message.

After completing the booking, the user expects to receive an immediate email confirmation.

Given the payment is successful, when the booking is finalized, then the user should receive an email confirmation containing booking details and payment receipt.

User experiences a failed payment transaction and must be able to retry without losing booking information.

Given the payment fails, when the user is notified of the failure, then they should be able to retry the payment without having to restart the booking process.

User wants to know if their chosen venue and date are still available after initiating the payment process.

Given the user is on the payment interface, when they select a venue and date, then the system should ensure that the venue is held for a limited time during payment processing to prevent double booking.

Customizable Booking Confirmation

"As an event planner, I want to receive a personalized booking confirmation after securing a venue so that I can have all the necessary details readily accessible and avoid confusion."

Description

This requirement entails developing a customizable booking confirmation process that allows users to receive immediate confirmation of their venue booking with detailed information tailored to their needs. Users should be able to choose the format of the confirmation (email, SMS, or in-app notification) and personalize the details included, such as event specifics and additional services requested. This level of customization will not only enhance user satisfaction but also improve communication and reduce the need for follow-up inquiries. Furthermore, the confirmation system must integrate with the existing customer relationship management tools to facilitate easy access to booking information for both users and venue managers. Ultimately, this feature will reinforce the professionalism of the platform and enhance user trust.

Acceptance Criteria

User initiates a booking for a venue after completing an AR tour and opts to receive a booking confirmation via email.

Given the user has successfully completed the booking process, when they choose to receive the confirmation via email, then they should receive an email within 2 minutes containing the booking details, including venue name, date, time, and additional services requested.

User selects SMS as the preferred format for booking confirmation immediately after securing a venue.

Given the user has completed their booking, when they opt for SMS confirmation, then they should receive an SMS within 2 minutes with all pertinent booking information including a confirmation number and additional details as selected during the booking process.

User personalizes their booking confirmation details, including event specifics and optional services, during the booking process.

Given the user is in the booking confirmation customization step, when they select specific event details and optional services, then the confirmation they receive must reflect those selections clearly and accurately in the chosen format.

A venue manager accesses a booking through the CRM after a user receives a confirmation notification.

Given a user has received a booking confirmation, when the venue manager checks the CRM system for bookings, then they should see the updated booking in the system with all details consistent with the user's confirmation information.

User chooses in-app notification for booking confirmation after completing the venue booking.

Given the user has completed their booking and selected in-app notifications, when they finish the process, then they must receive an immediate in-app notification confirming the successful booking with all relevant details displayed clearly.

User Feedback Loop

"As an event planner, I want to provide feedback on my AR tour experience so that the VenueConnect team can improve the service for future users."

Description

This requirement involves implementing a user feedback loop that allows users to provide immediate feedback on their AR tour experience and the booking process. The feedback mechanism should be simple, with quick rating systems and optional comment sections for detailed insights. This feature will help identify areas for improvement, enhance user satisfaction, and ensure that the VenueConnect platform continuously evolves to meet user needs. The collected feedback should be analyzed and reported back to the product team for actionable improvements. Integrating this feature is essential for fostering a responsive and user-centric platform that adapts based on direct user input.

Acceptance Criteria

User initiates an AR tour of a venue and, upon completion, is presented with an immediate feedback prompt.

Given a user completes an AR tour, when the feedback prompt appears, then the user must be able to rate their experience on a scale of 1 to 5 and submit optional comments.

User provides feedback after an AR tour, and the system captures and stores the feedback for analysis.

Given the user submits feedback, when the feedback is received, then the system must store the feedback securely and categorize it under the correct venue and tour for future analysis.

Admin reviews collected user feedback for actionable insights to enhance the event experience.

Given an admin accesses the feedback analytics dashboard, when they view the feedback reports, then the admin must see summarized data on average ratings and key comments, with the ability to filter by venue or date.

User attempts to submit feedback without selecting a rating or entering comments and triggers an alert for missing input.

Given the user clicks the submit button without providing a rating, when the feedback prompt is displayed, then an alert must inform the user to provide a rating before submission.

User accesses the feedback mechanism after a booking has been processed and is able to reflect on both the AR tour and booking experience.

Given a user has completed a booking post-AR tour, when the feedback prompt appears, then the feedback form must allow them to rate both the tour and the booking process separately.

Analytics Dashboard for Venue Managers

"As a venue manager, I want access to an analytics dashboard that provides insights into booking trends and user feedback so that I can enhance my services and attract more bookings."

Description

This requirement focuses on creating an analytics dashboard for venue managers that provides insights into booking trends, user behaviors, and feedback collected from the platform. The dashboard should be user-friendly and include visualizations and reports that help venue managers make data-driven decisions. By offering valuable insights into booking patterns and user preferences, this feature will empower venue managers to adjust their offerings and improve their services, ultimately enhancing customer satisfaction. The dashboard must seamlessly integrate with the existing system to provide real-time data and share relevant information with venue managers.

Acceptance Criteria

Analytics Dashboard Access for Venue Managers

Given a venue manager is logged into VenueConnect, when they navigate to the analytics dashboard, then the dashboard should load within 3 seconds and display the latest booking trends and user behaviors.

Real-time Data Integration

Given the analytics dashboard is loaded, when new booking data is recorded on the platform, then the dashboard should refresh automatically and display the updated data within 5 seconds.

User-friendly Interface Evaluation

Given the analytics dashboard is operational, when venue managers interact with the dashboard, then they should be able to customize views and generate reports without requiring additional training or user manuals, achieving at least a 90% satisfaction rate in user feedback surveys.

Visualizations and Reports Effectiveness

Given the analytics dashboard is in use, when venue managers access charts and reports, then at least 80% of users should find the visual representations clear and helpful in decision-making as measured by a post-use survey.

Feedback Collection and Analysis

Given the venue manager receives feedback through the dashboard, when they review the feedback insights, then they should be able to easily identify at least three actionable items to improve their services based on the data provided.

Dashboard Responsiveness on Different Devices

Given the analytics dashboard is accessed from a tablet or smartphone, when a venue manager views the dashboard, then the interface should adapt seamlessly to any screen size, maintaining full functionality and usability.

Client Feedback Loop

After the AR tour, users can access a feedback mechanism to voice their thoughts on the venue and layout. This feature fosters engagement and allows the venue to collect valuable insights, optimizing future tours and venue offerings.

Requirements

Feedback Submission

"As a user who has just completed an AR tour, I want to submit my feedback about the venue and layout so that I can share my thoughts and help improve future tours."

Description

This requirement allows users to submit feedback about their experience during the AR tour. The feedback submission form should be easy to access post-tour and visually appealing to encourage user engagement. Additionally, it should support various types of feedback, including star ratings, comments, and suggestions. The collected feedback will be integrated with the VenueConnect platform’s analytics to provide actionable insights to venue managers, optimizing future tours based on user input. This will enhance the user experience by making customers feel heard and valued, ultimately improving client satisfaction and service offerings.

Acceptance Criteria

User accesses the feedback submission form immediately after completing their AR tour.

Given the user has completed the AR tour, when they navigate to the feedback submission section, then the feedback form should be displayed without requiring additional actions.

User submits feedback containing a star rating and a comment after the AR tour.

Given the user is on the feedback submission form, when they select a star rating, enter a comment, and click submit, then the feedback should be successfully recorded in the system without errors.

User tries to submit feedback without a star rating.

Given the user fills out the feedback form with a comment but leaves the star rating blank, when they attempt to submit the form, then an error message should prompt them to complete the star rating before submission.

Admin reviews the feedback submissions collected post-AR tour.

Given multiple users have submitted feedback, when the admin accesses the analytics module, then the collected feedback should be available for review, displayed with star ratings and comments clearly categorized.

User encounters issues while attempting to submit feedback and reports it to support.

Given the user is experiencing issues with the feedback form, when they contact support, then a response should be provided within 24 hours outlining solutions or next steps.

User interface is visually appealing and encourages feedback submission.

Given a design audit of the feedback submission form, when evaluated against best practices for user engagement, then the form should score at least 85% for visual appeal and usability criteria.

Feedback submission data is integrated with VenueConnect's analytics module.

Given feedback submissions have been recorded, when the analytics module is accessed, then the submitted feedback should display actionable insights such as average star rating and common themes in comments.

Feedback Review Dashboard

"As a venue manager, I want to access a feedback review dashboard so that I can analyze user feedback and enhance our future offerings based on their insights."

Description

This requirement focuses on creating a comprehensive dashboard within the VenueConnect platform for venue managers to review and analyze feedback received from users. The dashboard will showcase key metrics such as average ratings, common themes from comments, and historical trends over time. Additionally, it will allow direct access to individual feedback entries, categorization tags for easy filtering, and options for venue managers to respond to users if necessary. By providing venue managers with these insights, they can make informed decisions regarding venue offerings and optimize the overall customer experience.

Acceptance Criteria

Feedback Review Dashboard displays overall venue ratings after a feedback collection period ends.

Given that the feedback collection period has ended, when the venue manager accesses the Feedback Review Dashboard, then the dashboard must display the average rating calculated from the collected user feedback.

Users can see aggregated comments sorted by common themes in the Feedback Review Dashboard.

Given that multiple feedback comments have been submitted, when the venue manager filters the comments by theme, then the dashboard must display comments grouped into clearly identifiable themes for analysis.

Venue managers can access individual feedback entry details directly from the dashboard.

Given that feedback has been collected, when the venue manager clicks on a specific feedback metric, then the dashboard must display all individual feedback entries associated with that metric, including user comments and ratings.

The dashboard tracks historical feedback trends over multiple events.

Given that feedback data is collected over different events, when the venue manager views the historical trends section, then the dashboard must display a graph showing average ratings and common themes over time, sortable by event date.

Venue managers can categorize feedback for easier filtering and analysis.

Given that feedback entries are displayed on the dashboard, when the venue manager applies category tags to feedback entries, then the dashboard must allow filtering of feedback based on these assigned categories.

Venue managers have the option to respond directly to feedback left by users.

Given that a user has left feedback on an event, when the venue manager accesses this feedback entry, then the dashboard must display an option for the venue manager to respond to the user’s comments.

Automated Feedback Acknowledgment

"As a feedback submitter, I want to receive an acknowledgment after I submit my feedback so that I know my input is valued and will be considered."

Description

This requirement implements an automated feedback acknowledgment system that sends users a confirmation message after they submit their feedback. This acknowledgment can be in the form of an email or an in-app notification. It should express gratitude for their input and inform them how their feedback will be used to improve venue offerings. This feature ensures users feel appreciated and encourages ongoing engagement with the VenueConnect platform, reinforcing a positive relationship between users and venue managers.

Acceptance Criteria

User submits feedback after an AR tour through VenueConnect's interface.

Given a user has submitted feedback, when the feedback is received, then a confirmation email or in-app notification should be sent to the user within 5 minutes.

User receives acknowledgment after submitting feedback through the VenueConnect platform.

Given the user has provided feedback, when the acknowledgment message is sent, then it should express gratitude and mention how the feedback will be used to enhance venue offerings.

Quality assurance for automated feedback acknowledgment functionality.

Given the feedback acknowledgment system is implemented, when a test feedback is submitted, then the system should respond with an acknowledgment message that is free of errors and correctly formatted.

User checks their inbox for feedback acknowledgment email.

Given a user submitted feedback, when the user checks their email inbox, then a confirmation email should be found in the inbox with the subject line containing 'Thank You for Your Feedback'.

User navigates to the VenueConnect app and looks for feedback confirmation notification.

Given a user has submitted feedback, when the user opens the VenueConnect app, then an in-app notification should be visible immediately on the home screen confirming receipt of their feedback.

User views historical feedback submissions and acknowledgment.

Given a user accesses their account settings, when they navigate to the 'Feedback' section, then they should see a history of their submitted feedback along with the timestamps of acknowledgment for each submission.

Feedback Analytics Reporting

"As a venue manager, I want to generate feedback analytics reports so that I can visualize trends and make data-driven decisions to improve our venue's offerings."

Description

This requirement aims to develop a reporting tool that generates analytics reports based on the feedback received. These reports will summarize key insights, highlight significant trends, and provide venue managers with visual representations of the data, such as graphs and pie charts. The analytics reporting feature will help venue managers understand customer preferences, identify strengths and weaknesses in their offerings, and propose data-driven changes to improve the event experience. It will be an essential tool for strategic decision-making regarding facility enhancements and marketing strategies.

Acceptance Criteria

Feedback Report Generation for Venue Managers

Given that venue managers have collected feedback from users, when they initiate the report generation tool, then a report summarizing key insights should be available for download in PDF format, containing graphs and pie charts illustrating trends in the feedback.

Visual Representation of Feedback Trends

Given the feedback data collected, when venue managers access the analytics reporting tool, then they should see visual representations (graphs and pie charts) of feedback trends that are updated in real-time based on the latest input.

Summary of Customer Preferences

Given the generated feedback reports, when venue managers analyze the reports, then they should be able to identify at least three key customer preferences highlighted in the report that impact venue offerings.

Real-time Feedback Collection Integration

Given the feedback loop is integrated into the platform, when users complete their AR tour and submit feedback, then the feedback should be automatically logged into the analytics reporting tool without manual intervention.

Data Export Functionality for Recommendations

Given that venue managers generate a feedback report, when they request to export the insights, then the tool should provide options to export data in CSV or Excel formats along with the visual representations.

Alerts for Negative Feedback Trends

Given that feedback is being collected, when negative feedback trends surpass a predetermined threshold, then venue managers should receive an automated alert notifying them of the need for immediate attention and review.

User-Friendly Dashboard for Feedback Analysis

Given the feedback analytics tool is operational, when venue managers log in, then they should be presented with a user-friendly dashboard that displays key metrics, allowing for easy navigation and analysis of feedback data.

Feedback Segmentation

"As a venue manager, I want to segment feedback data so that I can better understand the preferences of different audience groups and improve our offerings accordingly."

Description

This requirement will enable segmentation of feedback data based on various categories, such as event type, user demographics, and feedback themes. By implementing a segmentation strategy, venue managers can gain deeper insights into specific audience groups and tailor their offerings accordingly. This feature will allow for more nuanced analysis and targeted improvements, ensuring that diverse client needs are met. The segmentation capability will also assist in identifying popular trends among different user types, contributing to strategic event planning and marketing efforts.

Acceptance Criteria

User Segmentation for Feedback Analysis

Given a user submits feedback after an AR tour, When the feedback is analyzed, Then it should be categorized into specified segments such as event type, user demographics, and feedback themes for further analysis.

Dynamic Report Generation Based on Feedback Data

Given the segmented feedback data, When the venue manager selects a report type, Then the system should generate a dynamic report reflecting insights on user segments and themes.

Trends Identification Across User Categories

Given multiple feedback submissions, When the venue manager accesses the trends dashboard, Then it should display popular trends and insights based on different user types and demographics.

User Interface for Feedback Segmentation

Given a feedback entry form, When users access the form, Then it should provide options for selecting their event type and category for targeted feedback segmentation.

Feedback Data Export Capability

Given segmented feedback data, When the venue manager chooses to export data, Then the system should allow exporting in various formats (CSV, Excel) retaining all segmentation categories.

Feedback Loop Engagement Metrics

Given the implemented feedback loop, When metrics are analyzed, Then it should show engagement levels by segment and identify which segments provide the most feedback.

Personalized Venue Recommendations

Based on the user's preferences observed during the AR tour, this feature offers personalized venue recommendations that match their style, size, and layout wishes. By tailoring suggestions, it simplifies the decision-making process and enhances user experience.

Requirements

Preference-Based Venue Filtering

"As an event planner, I want to filter venue options based on my preferred style and size so that I can quickly find venues that meet my specific needs and streamline my planning process."

Description

This requirement facilitates the filtering of venue options based on users' stated preferences, including style, size, seating arrangements, and layout desires. By implementing sophisticated algorithms that analyze user interests and match them with venue characteristics, the feature enhances the user experience by narrowing down options that meet specific criteria. This personalized approach aims to reduce decision fatigue and increase satisfaction, as users can easily discover venues that resonate with their unique needs.

Acceptance Criteria

User initiates an AR tour of potential event venues and expresses their preferences regarding style, size, and layout via an easy-to-use interface within VenueConnect.

Given the user has completed the AR tour, When the user inputs their stated preferences into the filtering system, Then the system should return a list of venues that match at least 80% of the user's specifications.

After selecting preferences, the user navigates to a recommended venues section within the platform to view personalized venue options.

Given the user has successfully submitted their preferences, When the user accesses the recommended venues page, Then the user should see personalized suggestions ranked in order of suitability based on their preferences with clear indicators of matches.

The user interacts with the venue recommendation system to receive feedback on further filtering options and recommendations based on their current selection.

Given the user has selected their preferences and viewed the initial recommendations, When the user selects additional filters, Then the system should dynamically update the venue recommendations in real-time to reflect the new filter criteria.

The user wants to save their preferred venues for future reference after browsing through personalized recommendations.

Given the user has viewed recommended venues, When the user selects a venue to save it, Then the venue should be successfully added to the user's 'Saved Venues' list, which can be accessed later.

The user is comparing multiple venues from the recommendations to make a final booking decision.

Given the user has a list of recommended venues, When the user selects two or more venues for comparison, Then the system should display a side-by-side comparison of critical information such as price, capacity, and features for the selected venues.

The user returns to the platform after a session to continue their venue selection process.

Given the user had previously selected preferences and received venue recommendations, When the user logs back in, Then the system should retain the user's previous preferences and recommendations to provide a seamless continuation experience.

Interactive Venue Comparison Tool

"As a user, I want to compare multiple venues at once so that I can make informed decisions about which venue best fits my event needs."

Description

The interactive comparison tool allows users to view multiple venues side by side, making it easy to evaluate different options based on key metrics such as capacity, features, cost, and user reviews. This requirement aims to provide users with a clear and efficient way to assess their choices, simplifying the decision-making process. By integrating this feature within the VenueConnect platform, users will benefit from enhanced clarity and confidence in their venue selections.

Acceptance Criteria

User initiates a side-by-side venue comparison after selecting multiple venues they are interested in during the personalized recommendations phase.

Given the user has selected at least two venues, when they access the interactive comparison tool, then they should see a side-by-side view of the venues displaying key metrics such as capacity, features, cost, and user ratings.

User loads the interactive comparison tool and selects venues based on their preferences from the personalized recommendations.

Given the user is on the comparison tool page, when they select venues that match their preferences, then the tool should display relevant information accurately reflecting the selected venues.

User modifies their venue selection within the comparison tool to review different options and their corresponding details.

Given the user has venues displayed in the comparison tool, when they deselect a venue and select another, then the comparison view should update in real-time to reflect the new selection without page reload.

User interacts with the comparison tool to filter or sort the venues based on specific criteria such as cost or user rating.

Given the user has venues loaded in the comparison tool, when they apply a filter or sorting option, then the displayed venues should adjust immediately to match the new filter criteria.

User finishes reviewing the comparison and decides to proceed with one of the venues.

Given the user has viewed the comparisons and made a selection, when they click on the 'Proceed' button, then they should be directed to the booking form for that specific venue with all relevant data pre-filled.

User accesses the tool across different devices to ensure consistency of the comparison interface and data.

Given the user is logged into their VenueConnect account on multiple devices, when they access the interactive comparison tool from any device, then they should see the same venues and comparison metrics without discrepancies.

Real-Time Availability Check

"As a venue manager, I want users to see real-time availability of my venue so that they can make quick decisions when booking, reducing the chances of double bookings."

Description

The real-time availability check feature ensures users can view venue availability in real time as they browse. This requirement is crucial for eliminating wasted time on venues that are already booked for desired dates. By integrating a dynamic calendar view linked to venue booking systems, users can receive immediate feedback on availability, thus expediting the planning process and enhancing user satisfaction by providing up-to-date information.

Acceptance Criteria

User initiates a search for available venues for a wedding on VenueConnect, entering specific dates and criteria such as location and capacity.

Given the user has specified the event details with dates and preferences, when the user clicks on 'Check Availability', then the system should display a list of venues that are available for the specified dates without any delay.

A user is viewing venue options on VenueConnect and wants to know if a selected venue is available for a specific date before proceeding to book it.

Given the user is on the venue details page, when the user selects a date from a date picker and clicks 'Check Availability', then the system should update the venue's availability status immediately on the same page, showing whether it is available or not.

During an ongoing event planning session, the user tries to check the availability of multiple venues at different times and dates.

Given the user has multiple venues added to their comparison list, when the user initiates an availability check for all selected venues simultaneously, then the system should provide real-time availability for all venues within 5 seconds, ensuring all data shown is current and accurate.

A user is informed about a venue's availability after they modified their search parameters to narrow down their choices.

Given the user has changed their search parameters (such as date or guest capacity), when they click 'Update Availability', then the system should refresh the venue list and only display venues matching the new criteria along with their real-time availability status.

The user needs to understand the booking policies or restrictions associated with the availability status of specific venues after receiving the results.

Given the user has received a list of available venues, when the user clicks on a specific venue, then the system should provide detailed booking information including policies, restrictions, and the actual availability in a clear and visible manner.

Customizable Recommendation Metrics

"As an event organizer, I want to customize the metrics used for venue recommendations so that I can find venues that exactly match my specific criteria without sifting through irrelevant options."

Description

This requirement enables users to customize the criteria used for venue recommendations. Users can input specific metrics that matter most to them, such as budget range, location, and specific amenities. By offering this customizable interface, VenueConnect empowers users to refine their venue search more precisely, ensuring recommendations are aligned with their unique event requirements, enhancing user satisfaction and operational efficiency.

Acceptance Criteria

User Customization of Venue Recommendation Metrics Through Interface

Given the user is logged into VenueConnect, when they navigate to the 'Personalized Recommendations' section, then they should see an option to input metrics such as budget range, location, and amenities.

User Inputs and Saves Custom Metrics for Venue Recommendations

Given the user is on the metrics customization screen, when they input their desired budget range and select preferred amenities, then this information should be saved for future venue recommendations.

Displaying Customized Venue Recommendations Based on Parameters

Given the user has saved their customized metrics, when they search for venue recommendations, then the system should return venues that match all specified criteria.

Adjusting Metrics and Receiving Updated Recommendations

Given the user has previously saved metrics, when they modify any of the input parameters and save changes, then the system should reflect updated recommendations that correspond to the revised metrics.

Validation of Metrics Input Field Restrictions

Given the user is in the metrics customization section, when they input invalid data in any field (e.g., non-numeric budget), then an error message should appear, prompting for valid data entry.

User Feedback Mechanism for Personalized Recommendations

Given the user has received venue recommendations, when they provide feedback (e.g., thumbs up/down) on the suggestions, then the system should use this feedback to improve future recommendation accuracy.

Enhanced User Feedback Loop

"As a user, I want to leave feedback on venues I have used so that I can help other users make informed decisions and improve the venue selection process."

Description

An enhanced user feedback loop feature encourages users to provide ratings and comments on venues they have previously booked. This requirement aims to collect valuable insights that can refine venue recommendations for future users. By integrating user reviews into the recommendation algorithm, the feature will improve the accuracy and relevancy of recommendations, fostering a community of shared experiences and enhancing the credibility of the venue options offered.

Acceptance Criteria

User submits a rating and comment for a venue they have booked after an event has concluded.

Given a user is logged in and has attended an event, When they navigate to the venue review section, Then they should be able to select a venue, submit a rating (1-5 stars), and provide written feedback, which is saved and displayed on the venue's page.

After submitting feedback, the user should see a confirmation message.

Given a user has successfully submitted their rating and comment for a venue, When the submission is complete, Then they should receive a confirmation message indicating their feedback has been recorded.

The recommendation algorithm should update based on new user feedback.

Given the user feedback is collected, When a new review is submitted, Then the recommendation algorithm should take into account the updated ratings and comments within 24 hours to refine venue suggestions.

Users should be able to view average ratings and recent comments on venue pages.

Given a user is on a venue's page, When they scroll down to the reviews section, Then they should see the average rating displayed prominently and the three most recent comments listed clearly.

Users should be able to filter venues based on ratings from user feedback.

Given a user is in the venue search section, When they apply the filter to display venues based on a rating threshold (e.g., 4 stars and up), Then only venues meeting that rating criteria should be displayed in the search results.

Admin users should have access to analytics on user feedback submitted for venues.

Given an admin user is logged in, When they access the user feedback dashboard, Then they should be able to view statistics such as total number of reviews, average ratings, and trends over time for each venue.

Stakeholder Insights Dashboard

An intuitive dashboard that aggregates feedback from clients, vendors, and venues, presenting an overview of performance metrics and satisfaction scores. This feature allows event planners to easily identify strengths and areas for improvement, ensuring that feedback is actionable and can directly inform future planning and operations.

Requirements

Data Aggregation Mechanism

"As an event planner, I want a way to collect feedback from all stakeholders in one place so that I can evaluate performance and satisfaction metrics easily."

Description

The Data Aggregation Mechanism requirement focuses on the ability to collect and consolidate feedback data from various stakeholders, including clients, vendors, and venues. This will involve creating APIs to integrate with external feedback systems, as well as internal data repositories. The function should support real-time data collection to provide an up-to-date overview of performance metrics. By ensuring that all relevant data is centralized, it enhances decision-making capabilities for event planners and delivers a unified view of stakeholder satisfaction. This consolidation is crucial for actionable insights and will allow event planners to comprehensively assess the success of their events while pinpointing areas for improvement.

Acceptance Criteria

Real-time Feedback Aggregation from Various Sources.

Given the APIs are integrated with external feedback systems, when a stakeholder submits feedback, then it should be captured and displayed on the Stakeholder Insights Dashboard within 5 minutes.

Centralized Data Collection from Clients, Vendors, and Venues.

Given the feedback data is collected from clients, vendors, and venues, when the data aggregation process is executed, then it must successfully consolidate all feedback into a single database that is accessible via the Stakeholder Insights Dashboard.

Performance Metrics Visualization on Dashboard.

Given the centralized data, when an event planner accesses the Stakeholder Insights Dashboard, then it should present a visual representation of performance metrics and satisfaction scores in real-time.

Identification of Areas for Improvement through Feedback Analysis.

Given the aggregated feedback data, when an event planner reviews the Stakeholder Insights Dashboard, then it should highlight at least three areas for improvement based on stakeholder feedback rankings.

Compatibility with Existing Internal Data Repositories.

Given the internal data repositories are set up, when the Data Aggregation Mechanism is implemented, then it should seamlessly integrate with at least three existing internal data sources without errors.

User Access Control for the Dashboard.

Given different user roles are defined in VenueConnect, when a user accesses the Stakeholder Insights Dashboard, then their view must reflect the permissions set according to their role (e.g., admin vs. event planner).

Actionable Insights Generation from Collected Data.

Given the aggregated feedback data, when the analysis is performed, then the Stakeholder Insights Dashboard should generate a report summarizing actionable insights for event planners to utilize in future events.

Visual Performance Metrics Display

"As an event planner, I want to see visual representations of feedback data so that I can quickly understand performance trends and make informed decisions."

Description

The Visual Performance Metrics Display requirement emphasizes presenting data in an intuitive visual format such as charts, graphs, and heat maps. This visualization will enable event planners to quickly comprehend complex feedback data at a glance. Key performance indicators such as satisfaction scores, response rates, and trends over time will be featured prominently. By utilizing visual elements, the dashboard will facilitate better engagement with the data, allowing users to identify issues and areas of success faster. This requirement is vital for enhancing the accessibility and usability of feedback information, ensuring planners can make informed strategic decisions promptly.

Acceptance Criteria

Stakeholder Insights Dashboard displays visual performance metrics for event planners after an event concludes, allowing them to analyze feedback from clients, vendors, and venues.

Given the event planner has accessed the Stakeholder Insights Dashboard, when the event summary is selected, then the dashboard should display visual performance metrics such as satisfaction scores, response rates, and trends over time in the form of charts, graphs, and heat maps.

Event planners need to filter visual performance metrics by specific time frames to analyze satisfaction trends.

Given the event planner is on the Visual Performance Metrics Display, when the planner selects a specific date range from the filter options, then the dashboard should update to show only the metrics relevant to that date range with accurate data visualization.

Event planners require the ability to drill down into individual feedback components to gain deeper insights from the visualization.

Given the visual performance metrics are displayed, when the event planner clicks on any visual element (such as a bar in a graph or a section in a heat map), then the dashboard should present detailed feedback data related to that selection for further analysis.

Stakeholder Insights Dashboard is used to share insights with team members and stakeholders through exportable reports.

Given the event planner has analyzed the visual performance metrics, when the planner selects the 'Export' option, then the dashboard should generate a report including charts and graphs in a PDF or Excel format that accurately represents the displayed metrics.

Supervisors check the overall performance metrics for multiple events over the past quarter in the Stakeholder Insights Dashboard.

Given the supervisor has accessed the Stakeholder Insights Dashboard, when the supervisor selects the last quarter from the overview section, then the dashboard should show cumulative visual performance metrics for all events held during that period, clearly indicating areas of success and needed improvements.

Event planners navigate the Visual Performance Metrics Display to compare metrics from different events side by side.

Given the event planner is on the Visual Performance Metrics Display, when the planner selects two or more events for comparison, then the dashboard should show a side-by-side visual representation of their key performance indicators for quick comparison.

End users receive real-time updates on performance metrics as feedback is aggregated and reviewed.

Given feedback from clients, vendors, and venues is being collected, when the event planner refreshes the Stakeholder Insights Dashboard, then the dashboard should display the most recent performance metrics alongside updates in visual formats (i.e., updated charts and graphs) reflecting the latest data.

Customizable Analytics Reports

"As an event planner, I want to create customized reports so that I can focus on specific metrics that matter most to my events."

Description

The Customizable Analytics Reports requirement seeks to allow users to generate personalized reports based on selected metrics and timeframes. Users should be able to filter and sort data according to their needs, enabling tailored insights. This feature will support various stakeholders by providing insights that are specifically relevant to them, be it for an individual event, a series of events, or overall performance. By enabling easy customization, users will be equipped to analyze specific interests, providing actionable data that can drive enhancements in future planning. This flexibility is essential for aligning analytics outcomes with user requirements and enhancing user satisfaction.

Acceptance Criteria

User generates a customizable analytics report to analyze the performance of a specific event held last month.

Given the user is logged in and on the analytics dashboard, when they select the 'Custom Reports' option, then they should see the filters for event types, date ranges, and performance metrics available for selection.

An event planner wants to filter data in the analytics report by multiple metrics and view results over different timeframes.

Given that the user is utilizing the customizable analytics feature, when they select multiple metrics (e.g., attendee satisfaction and vendor performance) and a specified timeframe, then the report should generate displaying the filtered results accordingly.

A venue manager requires insights into overall venue performance across all events held in the last year.

Given the venue manager is accessing the dashboard, when they apply filters for the 'Last Year' across all events and select the 'Overall Performance' metric, then the customized report should display comprehensive data summarizing performance metrics for that period.

An event planner wishes to save their customizable report configuration for future use.

Given the user has tailored the filters and metrics, when they select the 'Save Report' option and name the report, then the system should successfully save their configuration, allowing them to retrieve it in future sessions.

A user wants to share their customized report with a team member via email.

Given that the user has generated a report, when they select the 'Share' option and enter the email address of the team member, then the system should successfully send the report to the provided email address with a link to access the report online.

A stakeholder needs to analyze trends in event attendance over multiple events and customize the report view for clarity.

Given the stakeholder is on the analytics dashboard, when they access the 'Trends' section and choose specific events to display, then they should be able to customize the layout of the report (e.g., table, chart) to enhance data visualization.

A user requires an explanation of how to utilize the customizable analytics feature effectively.

Given that a user is accessing the analytics dashboard, when they click on the 'Help' or 'Tutorial' section, then they should be presented with step-by-step guidance on how to use the customizable report feature effectively.

Automated Feedback Alert System

"As an event planner, I want to be alerted when feedback scores drop so that I can address issues immediately and prevent client dissatisfaction."

Description

The Automated Feedback Alert System requirement involves developing a feature that notifies event planners when feedback scores fall below predefined thresholds. This automated alert mechanism will allow planners to take proactive measures to address any potential issues before they escalate. The system can offer recommendations or insights related to the negative feedback received, enabling quick remedial actions. By incorporating this feature, stakeholders can enhance their responsiveness to feedback, thereby increasing overall satisfaction and improving future events. This proactive approach is vital for maintaining high levels of client and vendor satisfaction.

Acceptance Criteria

Feedback Score Notification Triggering

Given that the feedback score for a client falls below the predefined threshold of 70%, when the score is recorded, then an automated notification should be sent to the event planner's dashboard and email within 5 minutes of feedback submission.

Recommendations for Negative Feedback

Given that a score below the threshold is detected, when the automated feedback alert system triggers, then the system should provide at least three tailored recommendations for addressing the negative feedback based on previous similar cases.

Multiple Feedback Sources Aggregation

Given that feedback is received from clients, vendors, and venues, when the feedback scores are evaluated, then the system should aggregate scores from all sources and trigger alerts only for the lowest score achieved across any source.

Feedback Score Threshold Configuration

Given that an administrator needs to set feedback thresholds, when accessing the settings menu, then the administrator should be able to modify the threshold values and save changes seamlessly, ensuring updates take effect immediately for new feedback.

User Interaction with Alerts

Given that an event planner receives a feedback alert, when they click on the alert notification, then they should be redirected to the relevant section of the Stakeholder Insights Dashboard that includes the negative feedback details and suggested actions.

Historical Performance Tracking

Given that multiple feedback alerts have been triggered over time, when an event planner accesses the overview report, then they should see a historical trend of feedback scores alongside a log of triggered alerts and corresponding actions taken.

Notification Delivery Confirmation

Given that an automated notification is sent, when the notification is dispatched, then there should be a logging mechanism ensuring that the confirmation of delivery is recorded within the system for future auditing.

Integration with Existing Platforms

"As an event planner, I want the insights dashboard to work with my existing tools so that I can have a cohesive workflow without interruptions."

Description

The Integration with Existing Platforms requirement is designed to ensure that the new Stakeholder Insights Dashboard can seamlessly integrate with other tools and platforms currently used by event planners, such as CRM systems, email marketing tools, and event management software. This integration will allow for smooth data exchange and minimize the need for manual data entry, enhancing workflow efficiency. By providing APIs and ensuring data compatibility, this requirement will greatly enhance users' experience, as they can keep their existing tools and processes while gaining the additional insights from the new dashboard. This is vital in preventing disruption to current workflows while adopting the new feature.

Acceptance Criteria

Integration with CRM systems for real-time client feedback access and updates.

Given a connected CRM system, when a client provides feedback via email, then the Stakeholder Insights Dashboard should automatically reflect the updated satisfaction score within 5 minutes.

Automatic data synchronization between the Stakeholder Insights Dashboard and email marketing tools.

Given an established email marketing integration, when a new event is created in the dashboard, then the event details should automatically sync to the email marketing platform without manual entry.

Seamless integration with event management software to pull historical performance metrics.

Given a linked event management system, when an event is selected in the Stakeholder Insights Dashboard, then all relevant historical metrics should be accessible in under 2 seconds.

User-friendly API documentation for third-party integrations.

Given the release of the Stakeholder Insights Dashboard, when developers access the provided API documentation, then they should find comprehensive guides and examples for common integrations, rated at least 4 out of 5 on clarity by beta testers.

Compatibility checks with various platforms to ensure smooth integration.

Given the integration setup, when the dashboard is connected to different platforms, then 95% of users should report no issues during the initial configuration in user feedback surveys.

Tracking and reporting of errors during integration with external tools.

Given an unsuccessful integration attempt, when an error occurs, then the dashboard should log the issue with detailed error messaging visible to the user within 1 minute of detection.

Automated Feedback Collection

This feature automates the process of gathering feedback post-event, sending out tailored surveys to all stakeholders. By simplifying the feedback collection process, event coordinators save time while ensuring comprehensive insights are gathered, fostering continuous improvement and enhancing future events.

Requirements

Smart Survey Customization

"As an event coordinator, I want to create customized surveys for each event so that I can gather specific feedback relevant to that occasion and improve my future event planning."

Description

This requirement involves the ability to create and customize surveys tailored to specific events and stakeholders. Users should be able to choose from a variety of question types (multiple choice, open text, rating scales) and add their branding elements. This functionality enhances the relevance and engagement of the feedback process, ensuring that the insights gathered are meaningful and actionable. Furthermore, thoughtful customization options will lead to higher response rates and richer data from participants, which is essential for continuous improvement in event planning and execution.

Acceptance Criteria

Event coordinators are setting up a post-event survey for a corporate conference, selecting question types and customizing branding to fit the company's image and objectives.

Given the event coordinator is logged into VenueConnect, when they access the survey customization tool, then they can select from at least three different question types (multiple choice, open text, rating scales) and upload their logo to be included in the survey.

An event coordinator needs to create a survey that targets different types of stakeholders like guests, vendors, and sponsors, ensuring relevant questions for each group.

Given the event coordinator is in the survey creation interface, when they choose the stakeholder group, then the survey automatically presents relevant questions tailored to that group with an option to add custom questions.

User wants to send a survey out to guests immediately after the event concludes, ensuring timely feedback collection.

Given the event is marked as 'completed' in VenueConnect, when the event coordinator clicks the 'Send Survey' button, then all selected stakeholders will receive the survey within 5 minutes.

Event coordinators want to analyze survey results to identify trends and areas for improvement after multiple events.

Given the event coordinator has collected feedback from at least three events, when they access the analytics dashboard, then they can view aggregated feedback reports that highlight trends in guest satisfaction and suggestions for improvement.

An event planner is creating a new survey and wants to ensure that it is visually consistent with the theme of the event.

Given the event coordinator is customizing the survey design, when they choose colors, fonts, and images, then the survey should reflect the selected theme within two clicks.

The system should ensure that the survey can be accessed on various devices by all participants.

Given the survey link is shared with stakeholders, when users access the survey on different devices (desktop, tablet, smartphone), then all elements should be displayed correctly and be fully functional without any errors.

Automated Reminder System

"As an event coordinator, I want an automated reminder system to notify stakeholders about the feedback survey so that I can increase participation rates without spending extra time on follow-ups."

Description

The Automated Reminder System will send notifications to stakeholders before the feedback surveys are distributed and after the event concludes. This feature will help ensure that feedback collection is timely and that all relevant participants are reminded to share their insights. Integrating automated reminders within the VenueConnect platform will not only enhance participation rates but also reduce the manual effort traditionally required to follow up with attendees, thereby streamlining the feedback collection process.

Acceptance Criteria

Automated Reminder Notification for Feedback Collection Initiation

Given an event has concluded, when the system initiates feedback collection, then all stakeholders should receive a notification reminder 24 hours before the feedback survey is sent out.

Automated Reminder Notification After Event Conclusion

Given an event has ended, when the automated reminder system is triggered, then all participants who attended the event should receive their feedback request notifications within 1 hour post-event.

Surveys Sent Only to Engaged Participants

Given the list of attendees, when the feedback reminder is generated, then the system should ensure notifications are only sent to participants who engaged in the event activities.

Customization of Reminder Timings

Given the user’s preference settings, when the automated reminder system is configured, then users should be able to set the timing of reminders for feedback surveys and adjust them for each event.

Verification of Reminder Delivery Status

Given the automated reminders have been sent, when the event coordinator checks the reminder delivery report, then the system should reflect the delivery status of all reminder notifications accurately.

User Interface for Managing Reminders

Given the requirement for an intuitive user interface, when event coordinators access the reminder settings, then they should be able to easily create, modify, or delete reminder notifications without technical assistance.

Real-Time Feedback Dashboard

"As an event coordinator, I want a real-time feedback dashboard that shows survey responses so that I can monitor attendee satisfaction during the event and make adjustments if necessary."

Description

Developing a Real-Time Feedback Dashboard will allow event coordinators to view responses as they come in, providing immediate insights into attendee satisfaction and areas for improvement. This dashboard will feature visual data representations such as graphs and charts, making it easier for users to analyze feedback trends. Access to real-time data enables coordinators to address any issues promptly and facilitates informed decision-making that can influence current events in progress, enhancing overall event quality.

Acceptance Criteria

Real-Time Feedback Dashboard is accessed by an event coordinator during an ongoing event to monitor attendee satisfaction and identify any immediate issues that require attention.

Given the event coordinator has logged into VenueConnect, When they navigate to the Real-Time Feedback Dashboard, Then the dashboard should load within 3 seconds and display the latest feedback responses in real-time.

An event coordinator views the graphical representations of feedback data on the Real-Time Feedback Dashboard after sending out post-event surveys to attendees.

Given that feedback has been collected from at least 50% of attendees, When the event coordinator accesses the Real-Time Feedback Dashboard, Then they should see visual data representations such as graphs and charts that illustrate attendee satisfaction levels.

The event coordinator sets up customized surveys for different stakeholders to collect varied feedback about the event.

Given the event coordinator has selected the customizable survey option, When they create and save a new survey targeting specific stakeholder groups, Then the new survey should be successfully saved and ready to send out upon event completion.

An event coordinator receives an alert about low satisfaction scores in real-time through the Real-Time Feedback Dashboard during an event.

Given the Real-Time Feedback Dashboard has been initialized, When satisfaction scores drop below a predefined threshold, Then the event coordinator should receive an immediate notification alerting them of the scores and areas needing attention.

An event coordinator analyzes the feedback trends over multiple events using the historical data features of the Real-Time Feedback Dashboard.

Given that the event coordinator is on the Real-Time Feedback Dashboard, When they select the historical data option for trends analysis, Then they should be able to view and filter feedback trends for at least the last three events they managed.

Mobile-Friendly Survey Access

"As an attendee, I want to access feedback surveys easily from my mobile device so that I can quickly share my feedback without needing to use a computer."

Description

This requirement entails designing surveys that are easily accessible and usable on mobile devices. Given that attendees often use smartphones or tablets, ensuring that surveys are mobile-friendly will facilitate higher response rates. This capability is crucial for gathering feedback from a wider audience as it aligns with users' preferences for convenience and accessibility in engaging with surveys, ensuring that all voices are captured effectively.

Acceptance Criteria

Attendees accessing the post-event survey on their smartphones immediately after the event concludes to provide their feedback on various aspects of the venue and the event experience.

Given an event attendee with a smartphone, when they receive the post-event email with the survey link, then they should be able to click the link and open the survey without any errors or issues.

Event coordinators monitoring survey access on mobile devices to ensure that the design effectively captures responses from users on their smartphones and tablets.

Given the survey is designed to be mobile-friendly, when opened on a smartphone, then 90% of the survey elements should be fully viewable without any horizontal scrolling needed.

Collecting feedback from diverse groups of event attendees using various mobile devices to ensure inclusivity and accessibility of the survey.

Given that the survey is sent out to attendees across multiple platforms, when analyzed, then at least 80% of users should report a positive experience regarding the accessibility of the survey on their mobile devices.

Ensuring that the survey loads quickly on mobile devices to encourage higher response rates from attendees post-event.

Given an attendee trying to access the survey on a mobile device, when the survey is loaded, then the loading time should not exceed 3 seconds to improve the likelihood of completion.

Attendees completing the survey on various mobile devices to analyze user engagement and satisfaction.

Given a completed survey, when the results are compiled, then at least 70% of respondents should indicate that the mobile survey was easy to complete and engaging.

Event coordinators receiving a report post-survey collection on the performance of the mobile-friendly survey to assess its effectiveness in gathering feedback.

Given the feedback survey is closed, when event coordinators review the report, then it should include statistics such as completion rate, user comments, and any technical issues encountered by mobile users.

Integration with Event Metrics

"As an event coordinator, I want to integrate feedback data with event performance metrics so that I can understand the full context of attendee satisfaction and improve future events based on comprehensive analysis."

Description

Integrating feedback with existing event performance metrics will provide event coordinators with a holistic view of their event’s success. This integration will allow users to correlate feedback data with attendance rates, ticket sales, and other key performance indicators. By cross-referencing surveys with quantitative data, coordinators can derive deeper insights into what factors contribute to overall event satisfaction and success, enhancing their strategic planning for future events.

Acceptance Criteria

Integration of feedback survey with event attendance data

Given that an event has been completed, when the automated feedback collection feature sends out surveys, then the surveys must seamlessly integrate with the event's attendance metric, allowing for correlation analysis of feedback and attendance.

Cross-referencing feedback with ticket sales data

Given that ticket sales data is available, when feedback surveys are submitted by attendees, then the system should allow event coordinators to view ticket sales alongside feedback responses for better insights into ticket performance.

Generation of reports correlating feedback with other KPIs

Given that feedback has been collected, when event coordinators request a report, then the generated report must include correlated data from attendance rates, ticket sales, and feedback ratings, providing a comprehensive overview of event performance.

User-friendly interface for viewing integrated metrics

Given that feedback and event metrics are integrated, when event coordinators access the dashboard, then they should see a user-friendly interface that visually displays both feedback ratings and performance metrics without any technical issues.

Automated alerts for negative feedback patterns

Given that feedback has been aggregated, when negative trends in feedback are identified, then the system should automatically notify event coordinators, allowing for timely responses to improve future events.

Customization options for feedback surveys based on event type

Given that different types of events may require different feedback focuses, when creating feedback surveys, coordinators should be able to customize survey questions based on the specific event type, ensuring relevant data collection.

Multi-Language Support for Surveys

"As an event coordinator, I want to offer feedback surveys in multiple languages so that I can gather insights from international attendees and ensure inclusivity in feedback collection."

Description

Implementing multi-language support in surveys will enable event coordinators to reach a broader audience, particularly in diverse regions. This requirement entails providing language options for attendees when accessing feedback surveys. By allowing users to choose their preferred language, VenueConnect can ensure inclusivity and increase the likelihood of receiving feedback from all participants, thus enriching the data pool for event evaluation and improvement.

Acceptance Criteria

As an event coordinator, I want to send feedback surveys in multiple languages after an event, accommodating attendees who speak different languages, to ensure comprehensive feedback collection.

Given an event has occurred, when the feedback survey is generated, then attendees should see a language selection option presented on the survey landing page.

As an attendee, I want to select my preferred language when accessing a feedback survey to ensure I understand all questions clearly.

Given I access a feedback survey, when I view the survey interface, then I should be able to select from at least three different languages for the survey questions.

As an event coordinator, I want the feedback survey responses to be stored in the selected language so I can analyze feedback in a format that respects the respondents' choices.

Given attendees have completed the survey in different languages, when the responses are stored, then the data should retain the language in which the survey was completed, ensuring accurate representation of responses.

As an event coordinator, I need to ensure that any custom questions added to the survey are also available in all supported languages to maintain consistency in the feedback process.

Given I create custom survey questions, when I specify a language for the survey, then each custom question should also be translatable into all supported languages before the survey is sent out.

As an event coordinator, I want to verify that all attendees receive the feedback survey in their selected language after an event to maximize response rates.

Given that an event has finished, when the feedback surveys are dispatched, then each attendee should receive their survey in the language they selected during the registration process.

As an analytics team member, I need the analytics dashboard to reflect feedback data aggregated by language to identify trends specific to different language groups.

Given feedback surveys have been completed and returned, when I view the analytics dashboard, then the data should be sortable and filterable by the language of the responses to help in targeted analysis.

As an event organizer, I want to ensure that the multi-language support does not impact the survey completion time negatively for participants.

Given attendees are completing the feedback survey, when the survey is presented in their selected language, then the average completion time for surveys should not exceed the baseline established prior to implementing multi-language support.

Sentiment Analysis Tool

Utilizing advanced analytics, this tool analyzes written feedback to gauge overall sentiment (positive, negative, neutral). This allows event planners to quickly assess stakeholder satisfaction and identify trends in feedback, enhancing decision-making for future events based on emotional responses.

Requirements

Sentiment Analysis Integration

"As an event planner, I want to have access to sentiment analysis of stakeholder feedback, so that I can quickly assess satisfaction levels and make informed decisions for future events."

Description

The Sentiment Analysis Tool must integrate seamlessly with the existing VenueConnect platform, allowing event planners to easily access sentiment data from stakeholder feedback. It should aggregate feedback collected from multiple sources such as email, surveys, and social media to provide a holistic view of stakeholder sentiment regarding events. The integration should enable real-time updates, ensuring that event planners can respond promptly to feedback and adjust event strategies accordingly. This will enhance user experience by simplifying data accessibility and improving decision-making processes based on emotional responses.

Acceptance Criteria

Integration of Sentiment Analysis Tool in VenueConnect Dashboard

Given an event planner is logged into the VenueConnect platform, when they navigate to the Sentiment Analysis section, then they should see aggregated sentiment data from multiple sources such as email, surveys, and social media in an intuitive format.

Real-time Feedback Updates Functionality

Given that stakeholder feedback is received through any integrated source, when the feedback is processed, then it should reflect updated sentiment data in real-time on the VenueConnect platform for event planners to view immediately.

User Access to Historical Sentiment Data

Given an event planner wants to assess historical sentiment data, when they select a specific event from previous records, then they should be able to view historical trends and sentiment analysis results for that event.

Multi-source Data Aggregation Test

Given feedback from various sources such as emails, surveys, and social media, when the data is aggregated by the Sentiment Analysis Tool, then it should accurately represent the overall sentiment without loss of data or misrepresentation.

User Notifications for Significant Sentiment Changes

Given an event planner is monitoring stakeholder sentiment, when there is a significant change in the overall sentiment score, then the planner should receive a notification alerting them of the change to initiate a response.

Access Control for Sentiment Analysis Data

Given that the Sentiment Analysis Tool has sensitive data, when an event planner attempts to access the sentiment reports, then the system should enforce role-based access control to ensure only authorized users can view this data.

Custom Reporting Dashboards

"As a venue manager, I want to customize my reporting dashboard so that I can easily visualize sentiment trends for different events and stakeholders."

Description

Create customizable reporting dashboards that allow users to visualize sentiment analysis results in various formats, such as graphs, charts, and tables. The tool should offer filters for date ranges, event types, and specific feedback categories, enabling event planners to tailor the data presentation according to their reporting needs. This functionality will provide insights that are easy to interpret and actionable, supporting data-driven decision-making in event planning and management.

Acceptance Criteria

User is an event planner who wants to create a custom dashboard to visualize sentiment analysis results after an event has concluded, allowing for easy interpretation of stakeholder feedback.

Given the user has access to the Sentiment Analysis Tool, when they select the 'Create Dashboard' option and choose multiple visualization formats (graphs, charts, and tables), then the system should allow them to add, customize, and arrange the selected visualizations on the dashboard accordingly.

The event planner needs to filter sentiment analysis data by specific date ranges to understand feedback trends over time, specifically from events held in 2023.

Given the user is on the custom dashboard, when they apply a date range filter for the year 2023, then only sentiment analysis results corresponding to events held within that timeframe should be displayed.

The event planner wants to compare sentiment from different event types, such as 'Conferences' and 'Weddings,' to draw insights on which type elicited better feedback.

Given the user has selected a filter for event types, when they choose 'Conferences' and 'Weddings,' then the dashboard should display the sentiment analysis results side-by-side for a direct comparison for the selected event types.

The event planner seeks to showcase a visual representation of feedback categories, such as 'Food Quality', 'Venue Atmosphere', and 'Staff Performance', on their custom dashboard.

Given the user is on the custom dashboard and has access to various feedback categories, when they select the feedback categories 'Food Quality', 'Venue Atmosphere', and 'Staff Performance', then the dashboard should generate visualizations depicting sentiments related to those specific categories.

A stakeholder reviewing the event data wants to export the custom dashboard visuals for a presentation to the executive team.

Given the user is satisfied with the custom dashboard layout, when they click on the 'Export' button, then the system should allow them to download the dashboard as a PDF or image file format of their choice.

Automated Feedback Alerts

"As an event planner, I want to receive alerts when there are significant changes in stakeholder sentiment, so that I can take immediate action to address concerns or reinforce positive feedback."

Description

Implement an automated alert system that notifies event planners when sentiment analysis identifies significant changes in stakeholder feedback. This feature should allow users to set thresholds for positive, negative, and neutral sentiments, triggering notifications based on user-defined criteria. The alerts will help event planners stay informed about immediate concerns or successes, facilitating timely intervention and improving overall stakeholder relationships.

Acceptance Criteria

Feedback Alert Trigger Upon Negative Sentiment Detection

Given an event planner has set a threshold for negative sentiment, When the sentiment analysis tool detects feedback that crosses this threshold, Then an automated alert is sent to the event planner's notification channel.

Feedback Alert Trigger Upon Positive Sentiment Detection

Given an event planner has set a threshold for positive sentiment, When the sentiment analysis tool detects feedback that crosses this threshold, Then an automated alert is sent to the event planner's notification channel.

Custom Threshold Settings for Sentiment Alerts

Given an event planner has access to the threshold settings, When they input their desired thresholds for positive, negative, and neutral sentiments, Then the system successfully saves these settings without errors.

Notification Delivery Timing Verification

Given that an alert is triggered based on the defined thresholds, When the alert is generated, Then the notification should be delivered to the event planner within two minutes.

Summary of Recent Feedback Changes in Alerts

Given an alert is triggered, When the event planner receives the notification, Then the alert includes a summary of the sentiment changes and examples of the feedback that triggered the alert.

Alerts Functionality Testing for Multiple Events

Given multiple events are being monitored, When one event's sentiment crosses predefined thresholds, Then alerts must be sent separately for each affected event without overlap or confusion.

User Interface for Managing Alert Preferences

Given an event planner is using the alert system, When they navigate to the alert preferences page, Then they can view and modify current alert settings easily with clear options available.

Sentiment Analysis Training Module

"As a new event planner, I want training on how to use the sentiment analysis tool effectively, so that I can interpret feedback accurately and make better decisions for my events."

Description

Develop a training module for users that explains how to interpret and leverage the sentiment analysis results effectively. This module will cover various aspects of sentiment analysis, including understanding sentiment scores, trends over time, and practical applications in enhancing event planning strategies. Providing users with adequate training will ensure they can maximize the benefit of the sentiment analysis tool and improve their decision-making capabilities.

Acceptance Criteria

User Accessing the Sentiment Analysis Training Module

Given a logged-in user, when they navigate to the Sentiment Analysis Training Module, then they should see a clear overview of the module content and objectives.

Completion Tracking of Training Module

Given the user completes the Sentiment Analysis Training Module, when they submit the completion form, then their training progress should be recorded in their user profile and be visible to them under ‘My Training’.

User Feedback on Training Module Effectiveness

Given a user has completed the training module, when they provide feedback through the pulse survey at the end of the module, then their feedback should be successfully submitted and a thank you message should be displayed.

Access to Sentiment Scores Tutorial

Given a logged-in user, when they select the tutorial for understanding sentiment scores, then they should be redirected to the appropriate page with detailed explanations and examples.

Evaluation of Learning Outcomes Post-Training

Given a user has completed the training module, when they take the subsequent quiz on sentiment analysis, then their score should be at least 80% to indicate effective understanding of the material.

Integration of Practical Applications in the Training Module

Given the user is reviewing the training module content, when they reach the section on practical applications, then they should see at least three relevant case studies illustrating the application of sentiment analysis in event planning.

User Support Availability for Training Module

Given a user is struggling to understand sentiment analysis during the training module, when they click on the support link, then a chat support option should be available for real-time assistance.

Multi-Language Support

"As an international event planner, I want the sentiment analysis tool to support multiple languages, so I can assess feedback from a diverse range of stakeholders effectively."

Description

Incorporate multi-language support into the sentiment analysis tool, enabling users to analyze feedback collected in various languages. The tool should utilize advanced language processing algorithms to accurately assess sentiment, regardless of the feedback's language. This functionality will expand the tool's accessibility and usability for international venues and diverse stakeholder groups, ensuring comprehensive analysis across different demographic segments.

Acceptance Criteria

User wants to analyze feedback collected in English, Spanish, and French to gauge stakeholder satisfaction across multiple languages at an international event.

Given feedback in English, Spanish, and French, When the sentiment analysis tool processes the feedback, Then it accurately identifies the sentiment as positive, negative, or neutral for each language without requiring manual translation.

Event planners need to generate a report summarizing the sentiment analysis results of feedback collected in various languages from an event.

Given a dataset containing feedback in multiple languages, When the event planner requests a sentiment summary report, Then the report must include a breakdown of sentiment by language, clearly indicating trends and satisfaction levels.

An event planner accesses the sentiment analysis tool to handle feedback written in Mandarin, ensuring the functionality works for non-Latin characters.

Given feedback in Mandarin, When the sentiment analysis tool processes the text, Then it successfully categorizes the sentiment and displays the findings accurately, ensuring functionality for non-Latin scripts.

User is training the sentiment analysis tool to recognize brand-specific terminology in Italian to better understand stakeholder feedback for a local event.

Given a dataset containing Italian feedback with brand-specific terms, When the tool analyzes this feedback, Then it correctly identifies brand sentiment and adapts its algorithm to improve future analysis involving similar terminology.

A client reviews the performance of the sentiment analysis tool for events held in different languages over the past year.

Given an annual performance review for the sentiment analysis tool, When the client examines the sentiment results, Then the tool must provide consistent and accurate sentiment assessments across all languages used, with a documented accuracy rate of 95% or higher.

User wants to ensure that the sentiment analysis tool provides real-time sentiment updates during an ongoing event in multiple languages.

Given live feedback being collected during an event in various languages, When the sentiment analysis tool processes the input, Then it provides real-time sentiment updates reflecting feedback sentiments as soon as they are submitted.

Real-Time Sentiment Tracking

"As an event planner, I want to track sentiment in real time, so that I can quickly respond to feedback and improve the event experience for attendees."

Description

Implement real-time sentiment tracking capabilities that allow event planners to monitor stakeholder feedback as it is collected. This feature should provide a dynamic interface where planners can see live updates of sentiment data and identify key trends immediately. Real-time tracking will empower event planners to make swift adjustments during the event or post-event processes based on current stakeholder sentiment, fostering an adaptive strategy.

Acceptance Criteria

Event planner is actively monitoring feedback during a live event to gauge real-time satisfaction levels of attendees using the sentiment analysis tool.

Given the event planner is logged into the VenueConnect platform, when feedback is submitted by attendees, then the sentiment analysis tool should display updated sentiment data within 5 seconds of feedback submission, indicating positive, negative, or neutral sentiment.

Event planner receives a notification of significant sentiment change during an event, prompting immediate action based on attendee feedback.

Given the sentiment analysis tool is tracking live feedback, when a sentiment score shifts by more than 20% from the previous hour, then the event planner should receive an instant notification alerting them of the change.

After the event concludes, the planner reviews aggregated sentiment data in a dashboard format to analyze overall event success and areas of improvement.

Given the event has ended, when the planner accesses the sentiment analysis dashboard, then a summary report should display the average sentiment score and key positive and negative trends identified from the collected feedback.

Event planners utilize historical sentiment data to make strategic adjustments for future events during the planning phase.

Given the event planner accesses the sentiment analysis history, when they select specific past events in the dashboard, then they should see trends and insights reflecting overall attendee sentiment that can inform their adjustments for future planning.

Event planners require the ability to filter sentiment data by specific demographics to better understand different audience segments.

Given the event planner is reviewing live sentiment data, when they apply filters based on demographics such as age, gender, or location, then the sentiment analysis tool should update results in real-time to reflect only the selected demographic's feedback.

The system should be able to handle a high volume of feedback submissions from attendees without lag or downtime.

Given that an event has a high number of attendees, when simultaneous feedback submissions are made, then the sentiment analysis tool should successfully process at least 90% of submissions without a delay of more than 5 seconds in displaying updated sentiment data.

Customizable Feedback Metrics

Users can define specific metrics and criteria for feedback collection based on event type and goals, allowing for tailored evaluations. This feature ensures that users gather the most relevant insights that align with their unique event objectives, leading to more focused improvements.

Requirements

Dynamic Metric Selection

"As an event planner, I want to customize feedback metrics for different event types so that I can gather relevant insights that align with my specific objectives."

Description

The Dynamic Metric Selection requirement allows users to define specific feedback metrics based on different event types and objectives. This feature provides a user-friendly interface where event planners can select, customize, and prioritize metrics relevant to the events they manage. By enabling tailored evaluations, users can focus on collecting insights that directly align with their strategic goals, thus enhancing the effectiveness of feedback mechanisms. Moreover, this capability facilitates more informed decision-making, as users can measure and adapt to attendees' preferences and experiences accurately. With Dynamic Metric Selection, VenueConnect empowers event professionals to gather actionable data that leads to meaningful improvements in their event execution and customer satisfaction.

Acceptance Criteria

As an event planner, I want to select specific feedback metrics for a corporate seminar to measure attendee engagement, satisfaction, and overall effectiveness.

Given I am logged into VenueConnect, when I navigate to the Dynamic Metric Selection interface, then I can choose from a list of predefined metrics relevant to corporate seminars.

As a user, I want to customize feedback metrics for an outdoor festival to include attendee happiness, booth interaction, and sustainability practices.

Given I have selected the outdoor festival event type, when I access the customization options, then I can add and modify metrics to align with the festival's objectives.

As an event manager, I want to prioritize feedback metrics for a wedding event based on guest experience and vendor performance.

Given I have selected the wedding event, when I prioritize metrics, then I can reorder them to reflect their importance and save the configuration.

As a venue manager, I want to review and finalize the selected feedback metrics before the event starts to ensure they align with our objectives.

Given I have selected metrics for an upcoming event, when I navigate to the review page, then I can see all chosen metrics and confirm or modify them before the event.

As a user, I want to export the selected feedback metrics to share with my team prior to the event for alignment.

Given I have finalized the metrics, when I choose the export option, then I can download a report with all the selected metrics in a CSV format.

As a client, I want to ensure that the selected feedback metrics can be analyzed in real-time during the event.

Given the event is occurring, when feedback is collected using the selected metrics, then I can view the results in a live dashboard that updates automatically.

Real-Time Feedback Analysis

"As an event organizer, I want to analyze feedback in real-time during the event so that I can make immediate adjustments to improve attendee experience."

Description

The Real-Time Feedback Analysis requirement introduces an automated analysis feature that processes feedback as it is collected during events. Users will receive instant reports that highlight key insights and trends, allowing for timely adjustments to event execution. This functionality enhances the user experience by providing immediate visibility into attendee satisfaction and engagement levels. By integrating this feature into the VenueConnect platform, users can respond to feedback dynamically, ensuring that they can make necessary changes to improve the overall event experience. The ability to analyze feedback in real time fosters a culture of continuous improvement and supports better outcomes for future events.

Acceptance Criteria

Integration Test for Real-Time Feedback Analysis during Event Execution

Given that the event is ongoing, when attendees submit feedback through the designated feedback form, then the system shall display real-time insights and trends within the VenueConnect dashboard within 5 seconds.

Data Accuracy and Completeness for Feedback Metrics

Given that an event has concluded, when the user initiates a report for feedback analysis, then the report must include all feedback submissions collected during the event with 100% accuracy.

User Notifications for Immediate Feedback Insights

Given that feedback is received during the event, when the feedback analysis triggers a significant trend, then the user shall receive an instant notification via email and in-app alert within 3 minutes of the feedback submission.

Customizable Metrics Application for Diverse Event Types

Given that users have set specific feedback metrics for different event types, when the feedback is collected, then the analysis shall reflect only the metrics relevant to that event type as configured by the user.

User Interface for Viewing Real-Time Feedback Trends

Given that feedback analysis is in progress, when the user accesses the VenueConnect dashboard, then the user shall be able to view real-time graphs displaying attendee satisfaction and engagement levels in an intuitive format.

Performance Monitoring of Feedback Analysis Under Load

Given that multiple events are being conducted simultaneously, when feedback is submitted from multiple events, then the system must maintain performance and provide feedback analysis consistently without delays for any of the events.

Historical Comparison of Feedback Metrics

Given that feedback has been collected from past events, when the user accesses the feedback analysis feature, then the user must be able to compare real-time feedback metrics against historical data to identify trends and improvements over time.

Feedback Response Automation

"As a venue manager, I want to automate responses to feedback so that I can maintain engagement with attendees and address their concerns efficiently after the event."

Description

The Feedback Response Automation requirement allows users to set up automated follow-ups based on the feedback users receive. This function would enable users to configure personalized responses to various feedback scores, ensuring a cohesive communication strategy post-event. Users can enhance client relationships and ensure they address attendees’ concerns promptly, which can lead to improved satisfaction and repeat business. This system not only streamlines communication but also ensures users are proactive in their approach, fostering a more engaging and responsive interaction with event participants. It integrates seamlessly with VenueConnect's existing communication tools, offering a unified platform for managing feedback and responses.

Acceptance Criteria

User sets up automated feedback responses after an event concludes, specifying different messages for varied feedback scores received from attendees.

Given the user has collected feedback scores, When the user sets specific automated responses for scores below, at, and above a designated threshold, Then the system should automatically send the appropriate responses to attendees based on their feedback scores.

User views a summary of feedback responses to ensure that automation rules are being applied correctly and all attendees received their respective messages.

Given the user has set up automated feedback responses, When the user accesses the feedback summary dashboard, Then the user should see a report indicating the number of feedback forms collected, the number of automated responses sent, and a breakdown of responses by score category.

User changes the automated response settings after analyzing initial feedback results, adapting the messaging according to user feedback trends.

Given the user has previously set automated responses, When the user updates the feedback response criteria and saves the new settings, Then the system should apply the updated responses to all feedback received moving forward.

User tests the automated feedback response system by simulating feedback submissions to verify that the correct responses are sent.

Given the user creates a test feedback submission with a specific score, When the system processes this feedback, Then the user should receive the designated automated response corresponding to the simulated score within 5 minutes of submission.

User integrates feedback response automation with existing communication channels to ensure seamless outreach post-event.

Given the user has set up automated feedback responses, When the user links the feedback automation feature to multiple communication channels (email, SMS, etc.), Then all automated responses should be communicated through each configured channel as intended.

User monitors engagement metrics from automated feedback responses to evaluate effectiveness and make further enhancements.

Given the user has deployed automated feedback responses, When the user accesses engagement metrics for the past event, Then the user should see data reflecting response rates, attendee satisfaction ratings, and follow-up engagement levels.

Customizable Feedback Templates

"As an event professional, I want to create customized feedback templates for each event type so that I can gather specific insights relevant to my events."

Description

The Customizable Feedback Templates requirement allows users to create and utilize templates based on their event styles and categories. This feature provides a library of pre-built templates that can be easily modified to fit various event types. By tailoring feedback collection forms, users can better capture the specific insights they need, avoiding generic assessments that may not yield actionable data. This requirement not only enhances user experience by offering flexibility and personalization but also encourages more comprehensive feedback, leading to improved analysis and decision-making post-event. Integrating customizable templates enhances VenueConnect’s existing feedback capabilities and aligns with the platform's overall goal of personalized venue management.

Acceptance Criteria

Users can access a library of pre-built feedback templates tailored to different event types and styles.

Given a user is logged into VenueConnect, when they navigate to the feedback templates section, then they should see a library of at least 10 diverse pre-built templates available for selection.

Users are able to customize feedback templates according to their specific event needs and goals.

Given a user selects a pre-built feedback template, when they edit the template, then they should be able to add, remove, or modify at least 5 questions and save the changes successfully.

Users can view and select from the customizable feedback templates for their upcoming events.

Given a user has created or customized a feedback template, when they go to the event setup page, then their customized template should appear as an option for selection.

Users are informed about the successful saving of their customized feedback templates.

Given a user saves changes to a customized feedback template, when the save action completes, then a confirmation message should be displayed indicating the template has been saved successfully.

Users can delete unnecessary feedback templates from their library.

Given a user is viewing their feedback templates, when they select a template and choose the delete option, then the template should be permanently removed from their library and no longer appear in their list.

Users can preview their customized feedback template before finalizing it for use.

Given a user has customized a feedback template, when they select the preview option, then a modal should open displaying the template as it will appear to respondents with no formatting errors.

Users should be able to filter feedback templates by event type.

Given a user is in the feedback template library, when they apply a filter for event type, then only templates relevant to that specific event type should be displayed.

Analytics Dashboard for Feedback Insights

"As an event analyst, I want to have a visual dashboard for feedback insights so that I can easily interpret data and track improvements over time."

Description

The Analytics Dashboard for Feedback Insights requirement involves the creation of a centralized dashboard that visualizes feedback data collected from various events. This dashboard will offer graphical representation of key metrics, trends, and insights, making it easier for users to interpret results and derive actionable conclusions. With features such as filtering options and comparison tools, users can analyze historical performance and track improvements over time. This functionality supports data-driven decision-making and enhances strategic planning for future events. The integration of this analytics dashboard within the VenueConnect platform will provide users with the tools needed to monitor their event success comprehensively and efficiently.

Acceptance Criteria

User accesses the Analytics Dashboard to view feedback data collected from their recent event.

Given the user has logged into the VenueConnect platform, when they navigate to the Analytics Dashboard, then they should see a graphical representation of feedback metrics collected from the event, including at least three different data visualizations such as bar charts, line graphs, and pie charts.

User applies filtering options on the Analytics Dashboard to analyze specific feedback metrics.

Given the user is on the Analytics Dashboard, when they select specific filters like date range, event type, and feedback category, then the displayed data visualizations should update to reflect only the feedback data that meets the selected criteria.

User compares feedback data from multiple events using the comparison tools available in the Analytics Dashboard.

Given the user has selected two or more events for comparison, when they initiate the comparison tool, then the dashboard should display side-by-side comparisons of key metrics such as average ratings, feedback counts, and common themes identified in user comments.

User wants to download the feedback insights report for offline analysis after viewing on the Analytics Dashboard.

Given the user has accessed the Analytics Dashboard, when they click on the download report option, then a report file in CSV format should be generated and downloaded containing all visible feedback metrics and insights.

User uses the Analytics Dashboard to analyze trends in feedback over time for strategic planning.

Given the user has selected the historical feedback data on the Analytics Dashboard, when they view the trend analytics section, then they should see a clear timeline graph showing feedback trends over the selected time period, marked with any significant changes or events that may have impacted feedback scores.

User interacts with the help features of the Analytics Dashboard to understand how to navigate the tool.

Given the user is on the Analytics Dashboard, when they click on the help or tutorial icon, then an overlay should display helpful tips and a brief tutorial guiding them through the key functionalities of the dashboard.

Comparative Performance Reports

A feature that generates detailed reports comparing feedback from various events over time. This allows users to track improvements or decline in stakeholder satisfaction, empowering them to make data-driven adjustments to their strategies and procedures.

Requirements

Event Feedback Collection

"As an event manager, I want to collect feedback from event attendees so that I can understand their satisfaction levels and improve future events based on their input."

Description

This requirement involves implementing a mechanism for collecting feedback from event attendees, which can include surveys, ratings, and comments. The feedback data will be integrated into the Comparative Performance Reports, allowing users to analyze satisfaction trends over time. This feature will enhance VenueConnect by providing critical insights into attendee experiences, ensuring that event professionals can identify areas of improvement and maintain high satisfaction levels. The seamless integration of feedback collection into the platform will streamline the user experience, making it easier for event professionals to gather and analyze feedback in one place.

Acceptance Criteria

Event attendees complete feedback surveys immediately after the event concludes.

Given an event has concluded, when the feedback survey is sent to attendees, then at least 75% of attendees should complete the survey within 24 hours.

Feedback data from attendees is stored accurately in the VenueConnect database.

Given feedback is submitted, when the feedback is collected, then the data should be accurately reflected in the database without any loss of information.

Event professionals can generate a Comparative Performance Report with collected feedback data.

Given feedback has been collected from multiple events, when the user requests a Comparative Performance Report, then the report should display feedback trends and satisfaction levels for each event coherently.

Attendees can provide both quantitative (ratings) and qualitative (comments) feedback.

Given an event feedback form is available, when attendees fill it out, then they should have the option to provide a rating (1-5) and write comments in a text box.

System automatically sends reminders to attendees who have not submitted feedback.

Given the feedback submission deadline is approaching, when attendees have not submitted their feedback, then the system should automatically send a reminder to them 12 hours before the deadline.

Event professionals access feedback analytics through an intuitive dashboard.

Given feedback has been collected and stored, when an event professional accesses the analytics dashboard, then they should be able to view insights and graphical representations of feedback trends easily.

Integration of feedback collection into VenueConnect does not affect overall system performance.

Given the feedback collection feature is implemented, when multiple events are processed concurrently, then the system should perform normally without delays or lags in other functionalities.

Data Visualization Tools

"As a venue owner, I want to view my performance data through visual graphs and charts so that I can quickly identify trends and make informed decisions about my events."

Description

This requirement focuses on developing advanced data visualization tools within the Comparative Performance Reports feature. Users will have access to various graphical representations of their data, including graphs, charts, and heat maps, enabling them to better understand trends and patterns in stakeholder satisfaction over time. By incorporating visual tools, VenueConnect will enhance the usability of its reporting capabilities, allowing users to interpret complex data more intuitively and make informed decisions based on visual insights. This enhancement will be crucial for data-driven strategy adjustments.

Acceptance Criteria

User generates a comparative performance report to illustrate satisfaction metrics from multiple events over the past quarter, focusing on visual data representation and clarity.

Given the user has access to the comparative performance reports feature, when they select events from a specified date range and request a report, then the system generates a report with properly rendered graphs, charts, and heat maps displaying stakeholder satisfaction data.

User interacts with the data visualization tools in the generated report to analyze trends in stakeholder feedback over the past year.

Given the generated report includes visual data representations, when the user hovers over data points in graphs or charts, then tooltips appear with detailed numerical values and annotations to enhance understanding of data points.

User exports the comparative performance report with visualizations in various formats for sharing with team members or clients.

Given the report is displayed with all visualization tools, when the user selects the 'Export' option, then they can choose from at least three different formats (PDF, Excel, and PNG) and successfully download the report with all graphical elements intact for each selected format.

User accesses historical data visualizations to compare satisfaction metrics between different events across multiple time frames.

Given the historical data option is available in the comparative performance reports feature, when the user selects two different events and specifies the time frame, then the system displays a comparative visual analysis that effectively highlights differences and trends in stakeholder satisfaction between the selected events.

User identifies actionable insights from the visual data presented in the comparative performance report concerning stakeholder satisfaction trends.

Given that the visual tools have been employed in the performance report, when the user reviews the visual representations, then they should be able to extract and summarize at least three specific insights regarding stakeholder feedback trends and suggested adjustments for future events based on data interpretation.

User customizes the graphical representations within the comparative performance report for tailored analysis.

Given the user is examining a report, when they select customization options such as changing graph types or adjusting date ranges, then the visualizations update in real-time according to the selected parameters, maintaining clarity and accuracy in the representation of data.

User interacts with the visualizations to perform a drill-down analysis of satisfaction metrics by demographic segments.

Given drill-down functionality is implemented, when the user clicks on a particular segment of the data visualization, then they should be presented with a more detailed view of the satisfaction metrics for that demographic, including underlying statistics and feedback from the selected events.

Automated Reporting Scheduling

"As an event coordinator, I want to automatically receive performance reports on a scheduled basis so that I can stay updated on stakeholder satisfaction trends without needing to manually request reports."

Description

This requirement aims to introduce a feature for automating the scheduling of Comparative Performance Reports. Users will be able to set regular intervals (e.g., weekly, monthly) for report generation and delivery via email. This functionality will save users time and ensure they receive up-to-date information regarding stakeholder feedback without manual intervention. The automation element will contribute to a more efficient workflow and enhance the overall user experience by keeping event managers informed about their events’ performance consistently.

Acceptance Criteria

User schedules a report to be sent weekly every Monday at 9 AM.

Given the user is logged in, when they set the report to be generated weekly on Monday at 9 AM, then the system should save this schedule and generate the report automatically every week at the specified time, and send it via email to the user.

User cancels an existing report scheduling.

Given a report is currently scheduled for generation, when the user opts to cancel the scheduled report, then the system should successfully delete the scheduling and confirm the cancellation to the user.

User receives a generated report in their email inbox.

Given a report has been automatically generated as per the scheduled time, when the report is sent via email, then the user should receive the email containing the report within 5 minutes of generation.

User sets a report to be sent monthly on the first of each month.

Given the user is logged in, when they schedule the report to be generated on the first day of each month, then the system should confirm the scheduling and ensure that the report is generated and sent as specified.

User updates the frequency of report generation from weekly to monthly.

Given the user has an existing schedule set for weekly report generation, when they change the frequency to monthly, then the system should update the schedule accordingly and notify the user of the successful update.

System handles a scenario where the scheduled time falls on a holiday.

Given a report is scheduled to be generated on a holiday, when the holiday occurs, then the system should postpone the report generation to the next working day and send an email notification to the user confirming this adjustment.

User checks the history of previously generated reports.

Given the user requests to view the report generation history, when the user accesses the history feature, then the system should display a clear list of all previously generated reports, including date, time, and delivery status.

Customizable Reporting Parameters

"As an event planner, I want to customize my performance reports by filtering based on event types and date ranges so that I can analyze specific data relevant to my events more effectively."

Description

This requirement includes enabling users to customize reporting parameters for Comparative Performance Reports. Users will have the ability to filter reports based on specific criteria such as event type, date range, and stakeholder demographics. This flexibility will empower event professionals to focus on the data that is most relevant to them, leading to more insightful analysis and actionable intelligence. Customizable reporting will further enhance the platform’s capabilities, making VenueConnect a tailored solution for varied user needs.

Acceptance Criteria

User Filters Reports by Event Type.

Given a user is logged into VenueConnect, when they navigate to the comparative performance report section, they can successfully select and apply a filter for event type, then the report should reload with data corresponding only to the selected event type.

User Sets a Date Range for the Report.

Given a user is on the comparative performance report page, when they pick a start date and an end date, then the report should display data only for events that occurred within that date range.

User Filters Reports by Stakeholder Demographics.

Given a user has access to stakeholder data, when they select specific demographics for filtering, then the report should reflect only the stakeholder feedback corresponding to the selected demographics.

User Saves Custom Report Filters for Future Use.

Given a user has customized their report parameters, when they choose to save these settings, then the filters should be saved and readily available for the user in their next session.

User Views Detailed Comparative Performance Metrics.

Given a user has applied their custom filters, when they click on a specific metric in the report, then a detailed breakdown of that metric should be displayed for further analysis.

User Exports Custom Reports Easily.

Given a user has generated a comparative performance report with custom filters, when they select the export option, then the report should be downloaded in their selected format (e.g. PDF, Excel) without loss of data integrity.

User Receives Automated Insights from Reports.

Given a user has generated comparative performance reports, when they view the report, then the system should provide automated insights based on the data trends observed, aiding in strategic decision-making.

Multi-Event Comparison Functionality

"As an event director, I want to compare the feedback from multiple events in one report so that I can identify successful strategies and areas for improvement across my events."

Description

This requirement proposes the ability to compare performance across multiple events within a single report. Users will be able to select two or more events and generate a comparative analysis of stakeholder feedback and other performance metrics. This feature will allow event professionals to understand what strategies worked best across different events and identify patterns of success or areas needing improvement. The ability to compare events will significantly enhance decision-making capabilities and provide deeper insights into event effectiveness.

Acceptance Criteria

Comparing Feedback from Multiple Events for Stakeholder Analysis

Given the user has selected two or more events from the event list, when they request a comparative performance report, then the system should generate a report displaying feedback metrics side-by-side for all selected events, including average ratings and satisfaction scores.

User Selects Events for Comparison

Given the user is on the event comparison page, when they select at least two events from the dropdown menu and click the compare button, then the system should accurately display those events as selected in a comparison criteria confirmation section before proceeding.

Display of Comparative Metrics

Given the report has been generated based on the selected events, when the user views the report, then the system should include visual representations, such as graphs and charts, that compare stakeholder feedback and key performance indicators clearly for easy analysis.

Exporting Comparative Reports

Given the user has successfully generated a comparative performance report, when they choose to export the report, then the system should allow the user to export the report in both PDF and Excel formats, ensuring all data is included in the exported file.

Accessing Historical Data for Comparison

Given the user wants to analyze past events, when they choose to filter events by date range in the comparison selection, then the system should only display events within the selected date range for comparison purposes.

User Permissions for Report Generation

Given that different user roles exist within the platform, when a user with permission attempts to generate a comparative performance report, then the system should allow or restrict access based on their role's permissions, and provide feedback if access is denied.

Follow-Up Action Tracker

After feedback is collected, this tool allows users to document and track follow-up actions taken based on insights received. This feature enhances accountability and ensures that feedback is not just collected but acted upon, promoting a culture of continuous improvement.

Requirements

Action Item Logging

"As an event manager, I want to log specific follow-up actions after receiving feedback so that I can ensure accountability and track improvements effectively."

Description

The Action Item Logging requirement enables users to document specific follow-up actions associated with feedback received. This functionality is crucial for ensuring accountability in the feedback process and facilitating the implementation of improvement strategies. Users will be able to categorize actions based on feedback themes, assign responsible team members, and set deadlines for each action item. This requirement integrates seamlessly with the existing feedback collection system within VenueConnect, ensuring that insights are transformed into tangible actions that drive continuous improvement. The expected outcome is a more organized approach to managing feedback, enhancing both user satisfaction and operational efficiency.

Acceptance Criteria

User documenting a follow-up action related to customer feedback received from an event survey.

Given a user has collected feedback from an event, when they access the Follow-Up Action Tracker, then they should be able to log a follow-up action by entering a description, assigning a team member, and setting a deadline.

A user categorizing actions based on feedback themes to enhance accountability.

Given a user has documented several follow-up actions, when they categorize these actions based on predefined feedback themes, then they should see the actions sorted accurately within each category.

A team member receiving a notification for their assigned action item.

Given an action item has been assigned to a team member, when the action item is logged, then the assigned team member should receive an automated notification detailing the action and its deadline.

A user updating the status of an action item after completion.

Given an action item has been completed, when the user updates its status in the Follow-Up Action Tracker, then the action item should reflect the new status and be archived appropriately.

Generating a report of all follow-up actions over a specific period.

Given the user wants to evaluate follow-up actions, when they generate a report for a specified date range, then the report should display all logged actions with their statuses accurately.

User ensuring data integrity by verifying that all logged action items are linked to the appropriate feedback entries.

Given a user is reviewing logged action items, when they check each action against the original feedback entry, then each action should correspond correctly to the intended feedback.

Follow-Up Reminders

"As an event coordinator, I want to set reminders for follow-up actions so that I can ensure timely responses and maintain high client satisfaction."

Description

The Follow-Up Reminders requirement allows users to set automated reminders for follow-up actions based on documented feedback. This is an essential feature to enhance user engagement and ensure that requested actions are not overlooked. Users will be able to customize reminder settings, including frequency and notification method through email or in-app alerts. This requirement not only fosters a responsive culture but also aids in meeting critical deadlines associated with client feedback. It integrates into the existing user interface of VenueConnect, thereby enhancing the user experience and promoting a proactive approach toward customer satisfaction.

Acceptance Criteria

User Setting Automated Follow-Up Reminders after Collecting Feedback

Given the user has collected feedback from an event, when they navigate to the Follow-Up Action Tracker section, then they should be able to set automated reminders for follow-up actions based on that feedback.

User Customizing Reminder Settings for Frequency and Notification Method

Given the user is in the Reminder Settings section, when they select the frequency and notification method (email or in-app alert), then the selected settings should be saved and applied to future reminders.

System Sending Out Scheduled Follow-Up Reminders

Given the user has set automated reminders, when the reminder frequency criteria is met, then the system should send out notifications via the chosen method (email or in-app alert) at the scheduled time.

User Acknowledging and Marking Follow-Up Actions as Complete

Given the user receives a reminder, when they acknowledge the action and mark it as complete in the Follow-Up Action Tracker, then the corresponding reminder should be removed from their active list.

User Viewing Historical Follow-Up Reminders

Given the user wants to review past follow-up reminders, when they navigate to the Historical Reminders section, then they should see a list of all past reminders and their statuses (completed, missed, etc.).

Error Handling for Failed Reminder Notifications

Given the user has set reminders, when a reminder fails to send due to a system error, then the user should receive a notification of the failure and an option to resend the reminder.

Progress Tracking Dashboard

"As a venue manager, I want to access a dashboard that tracks the progress of follow-up actions so that I can monitor our responsiveness to feedback and improve operations."

Description

The Progress Tracking Dashboard requirement involves creating a user-friendly interface that displays the status of all follow-up actions taken based on collected feedback. This dashboard will summarize key metrics, such as the number of completed actions, pending actions, and follow-up deadlines. Users will gain insights into their performance regarding feedback implementation, encouraging a data-driven approach to event management. By integrating this dashboard into VenueConnect, users can visualize their progress and adjust strategies proactively, ensuring they meet client expectations and drive continuous improvement outcomes.

Acceptance Criteria

User accesses the Progress Tracking Dashboard after logging into VenueConnect.

Given the user is logged into VenueConnect, when they navigate to the Progress Tracking Dashboard, then the dashboard should display key metrics including completed actions, pending actions, and follow-up deadlines in a clear and organized manner.

User views the number of completed follow-up actions on the dashboard.

Given the user is on the Progress Tracking Dashboard, when the user checks the completed actions metric, then it should accurately reflect the total number of follow-up actions marked as completed based on the most recent feedback collection.

User checks the status of pending actions on the dashboard.

Given the user is on the Progress Tracking Dashboard, when they review the pending actions metric, then the system should show the correct number of follow-up actions that are still pending, along with their respective deadlines.

User filters follow-up actions by priority on the dashboard.

Given the user is on the Progress Tracking Dashboard, when they apply a filter to show only high-priority follow-up actions, then the displayed list should update to reflect only those actions that are marked as high priority.

User downloads the dashboard report for internal review.

Given the user is on the Progress Tracking Dashboard, when they click the download report button, then a CSV file of the current dashboard data should be generated and available for download without errors.

User receives a notification for overdue follow-up actions.

Given the user has overdue follow-up actions listed on the Progress Tracking Dashboard, when they log into VenueConnect, then they should receive a notification alerting them of these overdue actions.

User interacts with the dashboard interface and provides feedback.

Given the user is on the Progress Tracking Dashboard, when they click the feedback button and submit their feedback about the dashboard, then a confirmation message should appear stating that the feedback has been successfully recorded.

Feedback Closure Mechanism

"As a feedback coordinator, I want to formally close feedback items once actions are taken so that I can track accountability and ensure that issues are resolved systematically."

Description

The Feedback Closure Mechanism requirement provides a formal process for closing feedback items once follow-up actions have been addressed. This feature allows users to document outcomes resulting from follow-up actions and feedback resolutions. By closing feedback items, users can ensure a systematic review of actions taken, maintain transparency with stakeholders, and facilitate future learning from past experiences. Implementing this mechanism within VenueConnect's feedback system enhances overall project management and contributes to a culture of accountability and persistence in improvement initiatives.

Acceptance Criteria

User reviews feedback collected post-event and determines follow-up actions based on insights received. They utilize the Follow-Up Action Tracker to create and manage these actions, ensuring nothing is overlooked.

Given the user has received feedback and identified action items, when they use the Follow-Up Action Tracker to document these items, then each action item must have a clear description, assigned owner, and due date.

A user checks the status of existing feedback items to ensure all follow-up actions are recorded and reviewed before closing the feedback loop.

Given the user has accessed the feedback closure section, when they review logged follow-up actions, then the system must display actions that are pending, completed, or overdue clearly, with corresponding timestamps and responsible parties.

A project manager wants to close a feedback item after confirming that all associated follow-up actions have been completed and documented.

Given the user is in the feedback closure mechanism, when they attempt to close a feedback item, then the system must prevent closure until all follow-up actions are marked as completed and provide a summary of actions taken.

A stakeholder wants to review feedback items and their closure status to assess the effectiveness of follow-up actions taken by the events team.

Given the stakeholder accesses the feedback report, when they view the feedback items, then the report must include detailed statuses of each item, including any attached follow-up actions and their outcomes.

Team members are conducting a review session to analyze the performance of past feedback closures and subsequent actions taken.

Given the team has gathered for a review session, when they access the feedback closure reports, then the system must allow them to filter by date range and category of feedback for a comprehensive analysis of outcomes and insights.

An admin reviews all feedback items to ensure all follow-up actions are documented appropriately and that the closure mechanism is functioning correctly.

Given the admin is auditing feedback closures, when they generate a compliance report, then the report must highlight any feedback items without documented follow-up actions or closure dates, ensuring all items are accounted for.

User Role Management for Follow-Ups

"As an administrator, I want to manage user permissions related to follow-up actions so that sensitive information is protected and only authorized personnel can make changes."

Description

The User Role Management for Follow-Ups requirement involves creating an access control feature that allows administrators to define user roles with specific permissions regarding follow-up actions. This functionality ensures that sensitive follow-up activities are handled appropriately based on user authority, enhancing security and accountability. Administrators can assign roles such as 'Viewer', 'Editor', or 'Manager', determining who can log actions, set reminders, and close feedback items. This requirement is pivotal for maintaining a structured and organized follow-up process within VenueConnect.

Acceptance Criteria

User Role Assignment for Follow-Ups based on Specific Action Types

Given an administrator is logged in, when they access the User Role Management page, then they should be able to assign roles such as 'Viewer', 'Editor', or 'Manager' to various user accounts based on the follow-up action types.

Role-Based Access Control in Follow-Up Action Tracking

Given a user with 'Viewer' role attempts to log an action in the Follow-Up Action Tracker, when they submit the action, then they should receive an error message indicating insufficient permissions.

Setting Reminders for Follow-Up Actions by Authorized Users

Given a user with 'Manager' role is viewing pending follow-ups, when they set a reminder for a follow-up action, then the reminder should be successfully saved and an appropriate notification sent to the user.

Logging Actions by Users with Editor Role

Given a user with 'Editor' role is viewing a specific follow-up item, when they log a follow-up action, then the action should be recorded in the system and visible to users with appropriate roles.

Closing Feedback Items by Managers Only

Given a user with 'Manager' role is reviewing feedback items, when they close an item, then the item should be marked as closed and be archived from the active list.

Audit Trail for Follow-Up Actions

Given any user views the Follow-Up Action Tracker, when they select the audit trail option, then they should see all logged actions associated with the feedback items, including timestamps and user details.

Stakeholder Engagement Metrics

This feature tracks stakeholder engagement levels before, during, and after events, providing insight into how feedback correlates with engagement trends. Understanding this relationship helps users strategize better for future stakeholder interactions, ultimately enhancing overall satisfaction.

Requirements

Real-time Engagement Tracking

"As an event manager, I want to track stakeholder engagement in real-time so that I can adjust my strategies on-the-fly to improve their experience and satisfaction."

Description

The Real-time Engagement Tracking requirement enables the VenueConnect platform to monitor stakeholder engagement levels in real-time throughout the event lifecycle. This functionality will provide users with immediate visibility into how stakeholders are interacting with the event both before, during, and after. It will integrate seamlessly with the existing event management tools, allowing users to gather data through various engagement channels such as surveys, polls, and social media interactions. By analyzing this data in real-time, users will be able to adjust ongoing strategies and enhance stakeholder involvement, ultimately improving satisfaction levels and attendance rates. The expected outcome includes increased understanding of engagement patterns, improved stakeholder experiences, and data-driven insights for future events.

Acceptance Criteria

Real-time monitoring of stakeholder engagement during a live event.

Given an event is live, When stakeholders participate through polls, surveys, or social media interactions, Then the system should display engagement metrics in real-time on the user dashboard.

Reviewing engagement trends post-event for strategic improvements.

Given the event has concluded, When the user accesses the engagement reporting section, Then the system should provide a detailed report outlining engagement trends and patterns.

Adjusting engagement strategies based on real-time feedback.

Given real-time feedback is collected during an event, When a user identifies low engagement levels, Then the user should be able to send targeted notifications or adjust content to boost engagement instantly.

Integrating multiple engagement channels for comprehensive tracking.

Given various channels such as social media, surveys, and polls are being utilized, When data is collected from these channels, Then the system should aggregate and display a holistic engagement score on the dashboard.

Providing actionable insights based on engagement data analysis.

Given real-time engagement data has been collected, When the user analyzes the data, Then the system should offer actionable insights and recommendations for improving future events.

Testing the integration of real-time engagement tracking with existing tools.

Given the real-time engagement tracking feature is implemented, When tested with existing event management tools, Then data from these tools should seamlessly integrate and reflect accurate engagement metrics on the dashboard.

Ensuring user training for effective utilization of engagement tracking features.

Given the real-time engagement tracking features are available, When users attend the training session, Then they should be able to demonstrate proficiency in utilizing these features effectively for their events.

Engagement Feedback Correlation Analysis

"As an event coordinator, I want to analyze stakeholder feedback alongside engagement levels so that I can identify key improvement areas for future events based on data-driven insights."

Description

The Engagement Feedback Correlation Analysis requirement will analyze collected feedback from stakeholders and correlate it with their engagement levels. This feature aims to identify trends and patterns that illustrate the relationship between feedback scores and engagement metrics. By providing users with comprehensive reports and visualizations of this correlation, users can better understand the factors influencing stakeholder satisfaction. This will enhance strategic planning for future events, enabling users to focus on key engagement drivers and implement targeted improvements. The effectiveness of this analysis will empower event professionals to fine-tune their approaches and ensure higher satisfaction rates among participants.

Acceptance Criteria

Stakeholder feedback is collected during a live event through digital surveys sent via the VenueConnect platform.

Given that feedback is collected from at least 100 stakeholders during the event, When the collected feedback is analyzed, Then the system should display correlation results that quantify the relationship between feedback scores and engagement levels in a report format.

Post-event analysis is conducted where event professionals review feedback against engagement metrics recorded during the event.

Given that all event data including feedback and engagement metrics are integrated into the VenueConnect platform, When the event professionals access the analysis dashboard, Then they should be able to generate a visual representation of the correlation between feedback and engagement metrics.

A user attempts to set parameters for the correlation analysis based on specific feedback categories, such as satisfaction with food, venue, and overall experience.

Given that a user selects feedback categories from a dropdown menu, When they initiate the analysis, Then the system should only include those selected categories in the correlation results, providing an accurate reflection for those specific areas.

A report is generated summarizing the findings of the Engagement Feedback Correlation Analysis after data has been processed.

Given that the feedback correlation analysis has been completed, When the user requests the final report, Then the report should include key trends, a summary of the data analysis, and actionable insights based on stakeholder engagement levels and feedback.

A stakeholder accesses the feedback report to understand how their feedback influenced overall engagement during an event.

Given that a stakeholder is granted access to the engagement report, When they view the correlation summary, Then they should see a clear and understandable representation of the impact of their feedback on overall engagement metrics featured prominently in the report.

Customizable Engagement Reports

"As a venue manager, I want to create customizable reports on stakeholder engagement levels so that I can generate insights that matter most to my events and stakeholders."

Description

The Customizable Engagement Reports requirement allows users to create tailored reports that showcase stakeholder engagement metrics over specific timeframes or events. Users will be able to select which metrics to display, including engagement scores, feedback ratings, and participation levels. This feature will enhance the platform's analytics capabilities by enabling users to generate reports that directly align with their particular performance indicators and goals. It is important for users to have the ability to customize reports in order to collect relevant data that can inform strategic decisions, management reviews, and stakeholder presentations. The outcome of this feature is to improve the quality of data analysis and reporting for stakeholders, resulting in more informed decision-making.

Acceptance Criteria

User generates a customizable engagement report for a specific event after it has concluded, selecting metrics relevant to stakeholder interactions and feedback.

Given the user is logged into VenueConnect, When they navigate to the engagement reports section and select the event and desired metrics, Then the system generates a downloadable report in PDF format containing the selected metrics for the specified event.

User configures a report to include metrics over a defined timeframe, reflecting changes in stakeholder engagement and participation.

Given the user is on the report configuration page, When they set a date range and choose engagement scores, feedback ratings, and participation levels, Then the system displays a preview of the report with the selected metrics for the defined timeframe.

User saves a customized report configuration to retrieve and modify later for repeated analysis.

Given the user has customized an engagement report, When they click on the 'Save Report Configuration' button and enter a name, Then the system saves the configuration and displays it in the user's saved reports section.

User requests a historical report comparing stakeholder engagement from multiple events over the last six months.

Given the user selects 'Historical Comparison' in the report section, When they choose start and end dates for the last six months and specific events, Then the system generates a comparative report that highlights trends in engagement metrics.

User shares a completed engagement report with stakeholders via email directly from the platform.

Given the user has a finalized report open, When they click on the 'Share Report' button and enter stakeholder email addresses, Then the system sends the report to the specified emails with a message template and a link to access the report online.

User modifies an existing report's metrics after generating it to reflect new insights or additional stakeholder feedback.

Given that the user has successfully generated and viewed a report, When they select 'Edit Report' and change the selected metrics, Then the system updates the report and provides a new preview for validation before re-saving.

Automated Stakeholder Notifications

"As an event planner, I want to send automated notifications to stakeholders with low engagement so that I can encourage their participation and retrieve valuable feedback."

Description

The Automated Stakeholder Notifications requirement focuses on informing stakeholders via automated messages based on their engagement behaviors. The feature will enable the system to automatically send targeted notifications to stakeholders who exhibit low engagement or have not provided feedback after an event. These notifications could include reminders, requests for feedback, or information about upcoming events. By automating these processes, users can ensure timely communication with stakeholders and increase the chances of receiving feedback or improving attendance at future events. The importance of this feature lies in its ability to enhance user engagement through proactive outreach, ultimately contributing to better event outcomes and stakeholder relationships.

Acceptance Criteria

Automated notifications for stakeholders who exhibited low engagement metrics before an event.

Given a stakeholder with low engagement, when the event date approaches, then the system should automatically send a notification to the stakeholder reminding them of the event and encouraging them to participate.

Automated requests for feedback sent to stakeholders immediately after an event.

Given an event has concluded, when the event is marked as completed, then the system should automatically send a feedback request notification to all stakeholders who attended the event.

Automatic engagement tracking for stakeholders who did not respond to previous notifications.

Given a stakeholder has not responded to a feedback request, when five days have passed since the initial request, then the system should send a follow-up notification to the stakeholder reminding them to provide feedback.

Customization of notification settings for different stakeholder groups.

Given a user has stakeholder groups defined, when the user configures notification settings, then the system should allow different templates and timing for notifications based on group engagement levels.

Automated notification for upcoming events based on stakeholder preferences.

Given a stakeholder has indicated preferences for event types, when a relevant upcoming event is scheduled, then the system should automatically send a notification to the stakeholder about the event.

Engagement analytics dashboard reflecting the effectiveness of automated notifications.

Given the automated notifications have been sent, when the user accesses the engagement analytics dashboard, then the dashboard should display metrics showing how each notification impacted stakeholder engagement levels.

Testing completion of automated notifications feature.

Given a fully implemented automated notifications feature, when testing is executed, then all scenarios should result in successful notifications sent to stakeholders as defined in acceptance criteria.

Historical Engagement Trends Visualization

"As a strategic planner, I want to visualize historical stakeholder engagement trends so that I can better predict future engagement levels and tailor my event strategies effectively."

Description

The Historical Engagement Trends Visualization requirement provides users with the ability to view and analyze past engagement data over time. By leveraging graphical representations like charts and graphs, users can identify trends in stakeholder engagement relative to different events and campaigns. This feature serves as a crucial tool for event professionals as they look to evaluate what strategies worked effectively in the past and what did not. With the historical data at their fingertips, users will be able to make informed predictions about future stakeholder behavior and adapt their engagement strategies accordingly. The ultimate outcome includes greater strategic foresight and enhanced event planning efficacy.

Acceptance Criteria

Viewing Historical Engagement Trends for Past Events

Given a user accesses the Historical Engagement Trends Visualization module, When they select a specific past event, Then the system displays a graphical representation of engagement metrics over time for that event.

Comparing Engagement Trends Across Multiple Events

Given a user wants to compare engagement trends, When they select multiple events for comparison, Then the system generates a side-by-side graphical representation of engagement metrics for the selected events.

Analyzing Engagement Trends Over Custom Date Ranges

Given a user wants to analyze engagement trends over a specific period, When they input custom start and end dates, Then the system displays a graph showing stakeholder engagement levels within that date range.

Exporting Historical Engagement Data

Given a user has analyzed engagement trends, When they choose to export the data, Then the system provides an option to download the engagement metrics in a CSV format.

View Correlation Between Engagement and Feedback

Given a user is analyzing engagement data, When they select feedback data alongside engagement metrics, Then the system visually indicates the correlation between stakeholder engagement levels and feedback ratings.

Displaying Engagement Insights in User Dashboard

Given a user logs into the VenueConnect app, When they access their dashboard, Then the system displays summarized insights and trends of historical engagement metrics from past events.

Setting Alerts for Engagement Trends Notifications

Given a user wants to be notified of significant changes in engagement trends, When they configure threshold settings for alerts, Then the system sends notifications based on predefined engagement trend thresholds.

Multi-Channel Feedback Collection

"As a feedback analyst, I want to collect stakeholder opinions from multiple channels so that I can ensure a wide variety of perspectives and insights to guide event improvements."

Description

The Multi-Channel Feedback Collection requirement will enable users to gather feedback from stakeholders through various channels, such as surveys, social media, and email. This feature ensures that stakeholders have multiple convenient options to share their opinions, enhancing the likelihood of obtaining diverse and comprehensive feedback. The integration of different collection methods within the VenueConnect platform allows for streamlined aggregation of feedback data, enabling users to analyze results holistically. The flexibility of collecting feedback from multiple sources will empower users to capture a more accurate picture of stakeholder sentiment, leading to enhanced event planning based on comprehensive insights.

Acceptance Criteria

Return of customer feedback from multiple channels after an event.

Given a hosted event, when a user initiates a feedback collection process using at least two different channels (e.g., email and social media), then they should successfully receive feedback from each channel and have the data aggregated in the VenueConnect dashboard.

User's ability to customize feedback requests based on event type.

Given a user is creating a feedback request for a specific event type, when they customize the request with tailored questions and select multiple feedback channels, then the customized requests should be sent successfully and displayed in the user interface as intended.

Real-time monitoring of feedback submission during an ongoing event.

Given an event is currently taking place, when feedback has been collected via all activated channels, then the system should display real-time engagement metrics, including the number of responses received, on the VenueConnect dashboard.

Analysis of stakeholder feedback effectiveness on future event strategies.

Given the feedback collected from previous events, when the user analyzes this feedback using the analytics module, then they should be able to identify and understand correlations between feedback trends and stakeholder engagement metrics.

Integration of feedback data into user reports for stakeholder review.

Given the feedback has been collected and stored, when the user generates a report, then all feedback data should be integrated seamlessly and presented in a user-friendly format for stakeholders' review.

User access to performance metrics of individual feedback channels.

Given that multiple feedback channels are integrated, when the user requests performance metrics for each channel, then they should receive comprehensive analytics detailing engagement levels and response rates for each channel.

User notification of feedback submission deadlines approaching.

Given a user has set feedback collection deadlines for an event, when the deadline is within 24 hours, then the system should send a reminder notification to the user to prompt final outreach for feedback collection.

Dynamic Expense Allocation

This feature allows users to dynamically allocate expenses across different categories as the event planning progresses. By providing real-time insights into where budget resources are being spent, event planners can make informed adjustments to ensure that no area overspends, ultimately maximizing the efficient use of resources.

Requirements

Real-time Budget Tracking

"As an event planner, I want to track my budget in real-time so that I can instantly adjust expenses and prevent overspending in any category."

Description

The Real-time Budget Tracking requirement allows users to monitor their event spending continuously as expenses are allocated across multiple categories. This ensures that event planners can instantly view the current financial status of the event, identify areas at risk of overspending, and make data-driven adjustments. By integrating this feature into VenueConnect, users gain a clear financial overview, enabling proactive management of their budgets, which ultimately leads to better financial outcomes and prevents last-minute surprises. This requirement is essential for fostering accountability and financial discipline in event planning, ensuring that each event remains within its allocated budget.

Acceptance Criteria

Event planners log into VenueConnect to set the budget for their upcoming event and allocate funds to different expense categories such as venue, catering, and entertainment.

Given the user has established a budget for an event, When the user allocates expenses to specific categories, Then the system should reflect the real-time budget updates across all categories and provide visual insights into spending limits and available budget.

While planning an event, the user receives an alert notification when they approach the allocated budget limit for any specific category, such as catering.

Given that the user has set budget limits for categories, When the total spending for any category approaches or exceeds the defined limit, Then the system should send an alert notification to the user specifying which category is at risk and the current spending amount.

A user reviews the overall budget report for their event after making changes to expense allocations, wanting to ensure accuracy in tracking and planning.

Given the user has made recent expense allocations, When the user accesses the budget report, Then the report should accurately display the total spent, remaining budget, and a breakdown of expenses by category in real-time.

An event planner adjusts the budget allocations mid-event due to unexpected expenses, needing to see immediate updates on financial implications.

Given that the user modifies budget allocations during an event, When the user adjusts the distribution of the budget across categories, Then the system should update the financial overview in real-time, reflecting the new allocations and highlighting categories that may exceed their limits.

A user wants to generate a historical report of budget allocations from previous events for future planning.

Given the user has completed several events, When the user requests a historical report, Then the system should retrieve and display a detailed report of budget allocations and expenditures for each past event, complete with visual analytics for review.

A project manager oversees multiple event planners and needs a consolidated view of all their budgets to ensure that maximum spending limits are adhered to across the board.

Given the project manager has access to all event planners' budgets, When the manager accesses the overall budget dashboard, Then the dashboard should provide a comprehensive view of each event's budget status, including total allocations, remaining budgets, and warnings for any overspend.

Custom Expense Categories

"As an event planner, I want to create custom expense categories so that I can categorize my expenses according to my unique event requirements and make better financial decisions."

Description

The Custom Expense Categories feature enables users to create and manage their own expense categories tailored to their unique event requirements. This flexibility is crucial for organizations that operate under different financial structures and need to categorize expenses based on their specific constraints and reporting standards. By allowing customization, VenueConnect enhances user experience and relevance, ensuring that planners can group costs accordingly, thus improving itemized reporting and tracking. This requirement facilitates tailored financial management while providing insights into spending patterns.

Acceptance Criteria

User creates custom expense categories for a wedding event planning project.

Given the user is on the expense management page, When the user selects the option to create a new expense category and enters a unique name and description, Then the new custom category should be saved and displayed in the list of expense categories.

User edits an existing custom expense category for an event.

Given the user has an existing custom expense category, When the user selects the category to edit, updates the name and/or description, and saves the changes, Then the updated category should reflect the new name and description in the list of expense categories.

User deletes a custom expense category that is no longer needed for their event.

Given the user has multiple custom expense categories, When the user selects a category to delete and confirms the deletion, Then the category should be removed from the list of expense categories and should not be visible in future selections.

User assigns expenses to a custom category while entering expense details.

Given the user is entering a new expense, When the user selects a custom category from the dropdown list, Then the expense should be saved with the assigned category and reflect correctly in the categorized expense reports.

User views a report of expenses categorized by custom categories.

Given the user has assigned expenses to various custom categories, When the user generates the expense report, Then the report should accurately display the total amounts spent within each custom category as per the user's assignments.

User attempts to create a custom expense category with a duplicate name.

Given the user is on the expense management page, When the user tries to create a custom expense category with a name that already exists, Then the system should display an error message indicating that the category name must be unique.

User views a list of all custom expense categories.

Given the user is on the expense management page, When the page loads, Then the user should see a comprehensive list of all custom categories they have created, including names and descriptions.

Expense Forecasting

"As an event planner, I want to forecast future expenses based on current trends so that I can adjust my budget proactively and avoid financial pitfalls."

Description

The Expense Forecasting requirement provides users with predictive analytics that estimate future expenses based on current spending trends and historical data. This feature will allow event planners to anticipate future costs, adjust their budgets proactively, and allocate funds more effectively. By integrating forecasting capabilities, VenueConnect empowers users to make informed financial decisions that enhance event planning efficiency and strategic resource management. This capability is pivotal in optimizing budget utilization and ensuring a financially sustainable event planning process.

Acceptance Criteria

As an event planner organizing a large corporate conference, I need to access the expense forecasting feature to view projected costs based on my current spending patterns and historical data, so that I can make informed budgeting decisions during the planning process.

Given that I have entered current expense data into VenueConnect, when I navigate to the Expense Forecasting section, then I should see an accurate forecast of future expenses displayed in a clear graphical format.

As a venue manager, I want to adjust my event budget based on the forecasting insights provided, ensuring that no single category exceeds its allocated budget as the event approaches.

Given that I receive a forecast alert about a potential overspend in the catering category, when I view the expense summary, then I should be able to reallocate funds from the entertainment budget seamlessly to cover the excess.

As a financial analyst, I want to generate reports that include the expense forecasts alongside the actual spending so that I can analyze discrepancies and adjust future budgets accordingly.

Given that I have selected a specific event, when I generate the financial report, then I should see both the expense forecasts and the actual spending for comparison within the report.

As an event coordinator, I want to utilize the historical data metrics to improve my expense forecasts for future events so that I can enhance my budgeting accuracy.

Given that I have accessed historical spending data for past events, when I utilize this data to create a new expense forecast, then I should see an updated forecast reflecting adjustments based on historical trends.

As a project manager, I want the ability to set notifications for when expenses are projected to exceed certain thresholds, so I can take proactive measures before overspending occurs.

Given that I have set a specific threshold for budget categories, when the forecast indicates a potential overspend, then I should receive a notification alerting me to the issue in real-time.

As a venue operator, I want the expense forecasting data to integrate with financial management tools for more seamless tracking of overall event costs.

Given that I have linked my financial management tool with VenueConnect, when I view my expense forecast, then the data should be automatically updated and reflect any changes made in VenueConnect.

As an event planner, I want the expense forecasting feature to provide insights on cost-saving opportunities based on past event performances, to improve my budgeting strategies for future events.

Given that I am analyzing historical data, when I run the expense forecasting tool, then I should receive suggestions highlighting cost-saving areas based on previous event outcomes.

Automated Alerts for Budget Limits

"As an event planner, I want to receive automated alerts when my spending approaches budget limits so that I can take immediate action to adjust my expenses accordingly."

Description

The Automated Alerts for Budget Limits feature notifies users when spending in any category approaches pre-defined thresholds. These alerts provide a timely warning that triggers immediate action, allowing planners to allocate resources more efficiently and avoid overspending. By receiving real-time notifications, users can maintain financial discipline and keep their events on track. This requirement enhances control over finances, ensures budget compliance, and fosters greater overall accountability in event management.

Acceptance Criteria

User receives a notification when their expenses in the venue's catering category reach 80% of the established budget limit.

Given the user has set a budget for catering, When the expenses in the catering category reach 80% of the budget, Then the user receives an automated alert notification via email.

User should not receive duplicate notifications for the same budget limit being approached.

Given the user has been notified about the catering expenses reaching a threshold, When the expenses do not change significantly, Then the user should not receive another notification for the same threshold.

User receives alerts for expenses in multiple categories as they approach budget limits.

Given the user has set budgets for multiple categories (catering, entertainment, and venue), When expenses in any category reach the defined thresholds, Then the user receives alerts for each individual category that is approaching its budget limit.

User can customize the alert thresholds for different expense categories based on their needs.

Given the user is in the budget settings, When the user adjusts the threshold percentage for any expense category, Then the system should save the new threshold and use it for future alerts.

User receives real-time alerts during live events.

Given the user is managing a live event, When expenses are incurred in real-time, Then if any category reaches the defined alert threshold, the user receives instant notifications within the VenueConnect app.

User can track historical data of alerts received for budget limits in the system.

Given the user navigates to the budget alerts history section, When the user views this section, Then the user can see a list of all notifications received regarding budget limits for past events, including timestamps and categories.

Expense Reporting Dashboard

"As an event planner, I want to access an expense reporting dashboard so that I can visually analyze my spending patterns and make informed financial decisions for future events."

Description

The Expense Reporting Dashboard requirement offers users a comprehensive visual interface displaying real-time insights into their spending patterns across categories. This dashboard serves as an interactive tool for event planners to review current and past expenses, making it easier to identify trends, allocate future budgets, and report on financial performance post-event. By integrating visual data representation, VenueConnect not only enhances user experience but also aids in strategic decision-making, providing a robust foundation for financial accountability and analysis in event management.

Acceptance Criteria

Real-time spending analysis during an event planning session.

Given an event planner is logged into VenueConnect, when they navigate to the Expense Reporting Dashboard, then they should see an overview of spending across all categories displayed in real-time with current figures accurately reflecting recent entries.

Historic expense viewing for budget adjustments.

Given an event planner wants to analyze past expenses, when they access the Expense Reporting Dashboard and select a past event, then they should be presented with a detailed breakdown of expenses categorized by type for that specific event.

Adjusting budget categories based on dashboard insights.

Given the event planner identifies a category that is overspending, when they click on the category in the Expense Reporting Dashboard, then they should be able to adjust the allocated budget for that category directly within the dashboard.

Exporting financial reports for stakeholder meetings.

Given an event planner needs to share financial insights with stakeholders, when they click on the export button in the Expense Reporting Dashboard, then they should receive a downloadable report in PDF format summarizing current and past expenses.

Identifying spending trends over multiple events.

Given the event planner is interested in tracking spending trends, when they view the analytics section of the Expense Reporting Dashboard, then they should see visual representations (charts/graphs) of expenses over time across different categories for multiple events.

Implementing alerts for budget thresholds.

Given an event planner sets a budget threshold for a category, when the expenses approach this threshold, then they should receive an automated alert within the Expense Reporting Dashboard.

User-friendly interface for accessing dashboards.

Given a new user logs into VenueConnect, when they navigate to the Expense Reporting Dashboard, then the interface should be intuitive, with categories clearly labeled and easily accessible options for viewing details of expenses.

Budget Forecasting Tool

A predictive tool that analyzes historical spending patterns and current budget allocations to provide forecasts for future expenses. By anticipating costs before they arise, this feature empowers event planners to proactively manage budgets and make strategic adjustments to stay within financial limits.

Requirements

Dynamic Budget Update

"As an event planner, I want to be able to adjust my budget in real-time so that I can manage unexpected costs more effectively and maintain control over my finances during the planning process."

Description

The Dynamic Budget Update feature allows users to input and adjust budget allocations in real-time. It provides instant feedback on how these changes affect overall budget forecasts and spending patterns. This functionality ensures that event planners can adapt their budgets on-the-fly, thus maintaining financial control throughout the planning process. Integration with the live booking and cost tracking functionality in VenueConnect will ensure seamless updates to budget forecasts based on real-time data, thereby enabling users to make informed decisions quickly. This requirement is critical for enhancing flexibility in budget management and for preventing overspending during the event planning lifecycle.

Acceptance Criteria

User adjusts the budget allocation for a specific item during a planned event.

Given the user has accessed the budget management section, when they input a new budget amount for a specific category and submit the change, then the system updates the budget allocation and reflects the changes in the overall forecast without errors.

Real-time feedback is provided when a user modifies the budget allocations.

Given the user is on the budget dashboard, when they adjust any budget item, then the system displays an updated forecast instantly, showing the impact on total expenses and available budget in a user-friendly manner.

User can view historical spending patterns alongside current budget allocations.

Given the user has navigated to the budget analytics page, when they request to see historical spending trends, then the system displays a clear comparison of past expenditures and current allocations across relevant categories.

User saves a modified budget allocation to ensure changes are retained.

Given the user has updated their budget allocations, when they select the option to save changes, then the system successfully stores the new budget allocations and confirms with a success message.

System integrates live booking and cost tracking with budget forecasting.

Given the user has made changes to live bookings, when the budget forecasting tool updates, then the changes reflect in the budget forecast immediately, ensuring the user has the latest financial information.

User can revert budget changes if necessary.

Given the user has made a budget change, when they select the option to revert to the previous budget, then the system restores the previous allocation successfully and confirms the action.

Notifications are sent to users when budget thresholds are exceeded.

Given that the user has set budget thresholds, when spending exceeds these thresholds, then the system sends an automatic alert to the user notifying them of the overspend.

Forecasting Analytics Dashboard

"As an event planner, I want to have a visual dashboard showing my budget forecasts and spending trends so that I can quickly assess my financial health and make informed decisions for my events."

Description

The Forecasting Analytics Dashboard is designed to give event planners a comprehensive view of their budget forecasts in an easy-to-read graphical format. This dashboard will display historical spending trends, current budget allocations, and predictive analytics for upcoming events. By integrating advanced visual analytics, users can quickly understand their financial health at a glance and make strategic decisions accordingly. This requirement is essential for providing actionable insights that enhance strategic decision-making and streamline budget management for event professionals.

Acceptance Criteria

Display of Historical Spending Trends

Given the user is on the Forecasting Analytics Dashboard, when they select the 'Historical Trends' tab, then the dashboard displays a graphical representation of spending data for the past 12 months based on the user's event history.

View Current Budget Allocations

Given the user is on the Forecasting Analytics Dashboard, when they navigate to the 'Current Budget' section, then the dashboard shows a detailed breakdown of current budget allocations for each event category in a clear and organized format.

Visual Representation of Predictive Analytics

Given the user is on the Forecasting Analytics Dashboard, when they view the 'Predictive Analytics' graph, then the dashboard displays forecasted spending for upcoming events as a line graph, allowing users to see potential financial trends over the next 6 months.

Alerts for Budget Exceeding

Given the user is setting budget allocations on the Forecasting Analytics Dashboard, when the predicted expenses exceed the allocated budget, then the system triggers an alert notifying the user of the potential budget breach and recommends adjustments.

Exporting Budget Forecast Reports

Given the user is on the Forecasting Analytics Dashboard, when they click the 'Export' button, then they can download the budget forecasts in a CSV format for external analysis or reporting purposes.

User Customization of Dashboard View

Given the user is on the Forecasting Analytics Dashboard, when they toggle the dashboard settings, then they are able to customize which financial metrics are displayed on their dashboard according to their preferences.

Automated Expense Alerts

"As an event planner, I want to receive alerts when my expenses approach my budget limits so that I can take immediate action to manage my spending effectively."

Description

The Automated Expense Alerts feature notifies users when their spending approaches predefined limits or when significant budget changes occur. Users can set customizable thresholds for different categories of expenses, allowing for tailored alerts that fit their unique budgeting needs. This functionality promotes proactive budget management and helps prevent overspending. Integration with the Budget Forecasting Tool will ensure users receive timely information to make necessary adjustments in their planning process. This requirement is vital for maintaining financial discipline and ensuring the success of event budgets.

Acceptance Criteria

User sets up automated expense alerts for a specific event budget to receive notifications as their spending approaches predefined limits.

Given that the user has set customizable spending thresholds for their event budget, When the total expenses reach 80% of the threshold, Then the system sends an email alert to the user notifying them of the approaching limit.

User modifies their expense category and updates the threshold for alerts to better align with their spending patterns.

Given that the user has updated the threshold for a specific expense category, When expenses are logged under that category, Then alerts should reflect the new threshold and notify the user when spending approaches this limit.

User receives an alert due to significant budget changes in their event budget, prompting them to review and adjust their other expenses.

Given that there has been a significant budget change, When the user logs into the platform, Then an alert is displayed prominently in the dashboard indicating the change and suggesting areas for review.

User reviews past alerts and insights to adjust their budgeting strategies for future events based on historical data.

Given that alerts are stored in the system, When the user navigates to the alert history section, Then they should see a list of past alerts with timestamps, categories, and links to related spending reports.

User enables or disables specific alerts based on their preferences to customize their alert experience in the platform.

Given that the user is on the alerts settings page, When they toggle the option to enable or disable specific alerts, Then the system should confirm the changes and reflect the updated alert settings immediately.

User integrates the Automated Expense Alerts with the Budget Forecasting Tool to receive comprehensive budget insights and alerts.

Given that the Automated Expense Alerts feature is integrated with the Budget Forecasting Tool, When the forecasted expenses approach a defined threshold, Then the user receives an automatic notification integrating data from both tools.

Multi-Event Budget Comparison

"As an event planner, I want to compare budgets from different events so that I can identify trends and optimize my financial strategies for future events."

Description

The Multi-Event Budget Comparison feature allows users to analyze and compare budget performance across multiple events. This tool will help event planners understand how different events impact their overall budget management by identifying patterns in costs and identifying areas for savings. With the ability to view historical data side-by-side with current budget forecasts, users can leverage this comparative analysis to improve future planning and decision-making processes. This requirement is crucial for empowering event professionals with insights that enhance long-term financial planning.

Acceptance Criteria

User wants to compare budget performance for three different events (e.g., a wedding, a conference, and a corporate party) to understand how their spending trends differ across these events.

Given that the user has entered budget data for three events, when the user selects the Multi-Event Budget Comparison feature, then they should see a side-by-side comparison of historical spending, current allocations, and forecasted expenses for each event.

An event planner notices discrepancies in their budget performance compared to forecasts and utilizes the Multi-Event Budget Comparison feature to identify potential overspending areas.

Given that budget data is available for multiple events, when the user selects any event from the comparison tool, then they must receive a detailed report highlighting variances between actual expenditures and forecasts with guided insights on cost-saving opportunities.

The user intends to generate a visual representation of budgeting trends across several events over multiple years for strategic planning purposes.

Given that the user has selected at least two events and specified a date range, when the user activates the charting feature within the Multi-Event Budget Comparison tool, then the system should display a line graph showing spending trends over time for each event.

An event planner wants to prepare for an upcoming extensive festival by analyzing previous festival expenses and current budget projections to adjust their expenses.

Given that the user has historical data for past festival events, when they input current budget data, then the Multi-Event Budget Comparison tool should automatically generate insights comparing past-year costs with current allocation trends, highlighting areas of significant change.

A project manager needs to present budget performance data to stakeholders using the Multi-Event Budget Comparison feature to inform future budget allocations.

Given that the user has completed the Multi-Event Budget Comparison, when the user selects the 'Export to PDF' option, then a well-structured PDF report should be generated containing the comparison data, insights, and visual charts for sharing with stakeholders.

Integrated Payment Processing with Budgeting

"As an event planner, I want my payment processing integrated with my budgeting tool so that I always have an accurate view of my spending in relation to my budget."

Description

The Integrated Payment Processing with Budgeting feature streamlines the connection between actual spending and budget forecasts. By integrating payment processing capabilities within the budgeting tool, users can have real-time updates on expenses as payments are processed. This ensures that budget forecasts are continuously aligned with actual spending and provides users with a clearer picture of their current financial standing. This requirement is critical for ensuring accuracy in budget management and reducing discrepancies between planned and actual expenses.

Acceptance Criteria

User initiates a budget forecast for an upcoming event and integrates payment processing within the budgeting tool.

Given the user has entered historical spending data and current budget allocations, when they activate the Integrated Payment Processing feature, then the tool should display real-time updates on actual expenses as payments are processed.

The user processes a payment within the budgeting tool for a booked venue.

Given the user processes a payment through the Integrated Payment Processing feature, when the payment is confirmed, then the system should automatically adjust the budget forecast to reflect the new actual expenses.

A user views their budget forecast after several payments have been processed.

Given payments have been made and processed, when the user checks the budget forecast, then the displayed forecast should accurately show the remaining budget and compare it with both historical spending and current expenses.

Multiple users are collaborating on the budgeting tool for the same event.

Given multiple users are inputting data into the budgeting tool, when one user processes a payment, then all users should see real-time updates reflecting the changes in the budget forecast immediately.

The user wants to generate a report on their spending versus budget forecasts.

Given the user requests a spending report, when the Integrated Payment Processing has recorded multiple transactions, then the report should accurately reflect current expenses compared to the original budget forecast, highlighting any discrepancies.

Alerts & Threshold Notifications

This feature sends automated alerts to users when spending in a specific category approaches preset thresholds. By keeping event planners informed about potential overspending in real-time, it encourages timely decisions to mitigate budget overruns, ensuring they remain well within their financial constraints.

Requirements

Threshold Configuration Interface

"As an event planner, I want to configure spending thresholds for different categories so that I can closely monitor my budget and avoid overspending on any aspect of the event."

Description

The Threshold Configuration Interface allows users to set up specific spending limits for various categories within the venue management system. Users can define thresholds for different budget items such as catering, equipment rental, and marketing. The interface will provide an intuitive dashboard, enabling users to easily customize these limits to better manage their event budgets. By having control over predetermined financial parameters, users can proactively monitor their spending and avoid budget overruns, thereby enhancing financial accountability during event planning.

Acceptance Criteria

User accesses the Threshold Configuration Interface to set a new spending limit for the catering category.

Given that the user is on the Threshold Configuration Interface, when they input a new spending limit for the catering category and save, then the new limit should be displayed accurately in the interface and reflected in the budget summary.

User updates an existing threshold limit for equipment rental in the Threshold Configuration Interface.

Given that the user is on the Threshold Configuration Interface and has an existing threshold for equipment rental, when they modify the limit and save the changes, then the updated limit should be confirmed via a success message and the new limit should be visible immediately in the interface.

User navigates away from the Threshold Configuration Interface without saving changes.

Given that the user has modified thresholds within the interface, when they attempt to navigate away, then they should receive a warning prompt asking to confirm navigation without saving changes, ensuring no unintended loss of data occurs.

User tries to set a negative spending limit for a budget category in the Threshold Configuration Interface.

Given that the user is on the Threshold Configuration Interface, when they attempt to set a negative spending limit, then the system should display an error message indicating that the limit must be a positive value, preventing invalid input.

User successfully sets multiple spending limits across different categories in the Threshold Configuration Interface.

Given that the user is on the Threshold Configuration Interface, when they set and save spending limits for multiple categories including catering, marketing, and equipment rental, then all thresholds should be correctly displayed in the summary view, allowing for comprehensive budget oversight.

User reviews the historical spending data after configuring thresholds in the Threshold Configuration Interface.

Given that the user has set spending thresholds, when they access the historical spending report, then the report should accurately reflect the transactions in relation to the configured thresholds, highlighting any potential budget overruns.

Real-time Alerts System

"As an event planner, I want to receive instant alerts when spending exceeds threshold limits so that I can make timely adjustments to stay within my budget."

Description

The Real-time Alerts System will notify users immediately when their spending approaches configured thresholds across different categories. Notifications will be sent via email and push alerts through the VenueConnect app, ensuring event planners receive instant updates on their financial status. This system will enhance user experience by ensuring that planners are informed of potential overspending in real-time, allowing them to make timely decisions to stay within budget.

Acceptance Criteria

User receives an alert when their spending for venue catering approaches the budget threshold defined in their account settings.

Given a user with a configured budget threshold for catering, when the user’s spending on catering reaches 80% of the threshold, then the system sends a real-time email alert and a push notification through the VenueConnect app.

User receives an alert when overall event spending approaches the total budget limit set during event creation.

Given a user who has set a total event budget, when the total event spending reaches 90% of this budget, then the user should receive a real-time email and push notification alerting them of the potential overspend.

User modifies their budget threshold category for an upcoming event and expects the alerts to reflect this change.

Given a user who updates the budget threshold for the category 'Audio/Visual', when the user saves the changes, then the updated threshold should trigger alerts according to the new settings without delays during spending.

User tests the alerts feature by manually exceeding the set threshold for decor to see if a notification is received.

Given a user has set a threshold for decor expenses, when the user logs spending data that exceeds the threshold, then they receive both an email and push notification immediately after the data is recorded.

User checks the history of alerts received to assess spending patterns and help in future planning.

Given a user who has received alerts in the past, when the user accesses the alert history section of the VenueConnect app, then they should see a detailed list of all alerts received, including timestamps and amounts, facilitating their review.

User is unable to receive alerts due to incorrect email settings and expects clear guidance to resolve the issue.

Given a user with incorrect email settings in their profile, when they attempt to check or reset their alert settings, then the system should display a clear error message instructing them to verify their email configuration before receiving alerts.

User wants to customize notification preferences for different spending categories in their account settings.

Given a user in their account settings section, when the user adjusts notification preferences for each spending category, then the system should save these preferences and reflect them in the alerts sent for those categories accordingly.

Spending Insights Dashboard

"As an event planner, I want to view a dashboard that shows my spending against budget thresholds so that I can analyze my financial decisions and adjust future budgets if necessary."

Description

The Spending Insights Dashboard will provide users with an analytical view of their spending versus budget thresholds across all categories. It will display financial data through graphs and charts, illustrating trends in spending and highlighting categories approaching their preset limits. This feature will enable event planners to analyze their spending habits and adjust budgets accordingly, leading to better financial decisions and ultimately ensuring successful and cost-effective events.

Acceptance Criteria

User views the Spending Insights Dashboard to analyze their financial data for an upcoming event and check spending trends across multiple categories.

Given the user is logged into VenueConnect, when they navigate to the Spending Insights Dashboard, then the dashboard should display a summary of spending data represented in graphs and charts, including categories and their respective budget thresholds.

User receives notifications when their spending in a predefined category approaches the budget limit set in the Spending Insights Dashboard.

Given that the user has set budget thresholds for spending categories, when their spending reaches 80% of any category threshold, then the user should receive an automated alert notification advising them of the potential overspending.

User wants to manually adjust the budget thresholds after reviewing their spending patterns in the Spending Insights Dashboard.

Given the user is on the Spending Insights Dashboard, when they click on a category to adjust its budget threshold, then they should be able to input a new threshold value, and upon submission, the dashboard should update the new threshold accurately reflected in the analytics.

User wants to compare historical spending data with their current event's spending to improve future financial planning.

Given the user is viewing the Spending Insights Dashboard, when they select the historical spending option, then they should be able to view a comparative analysis of current and past event spending data in a graphical format.

User integrates their payment processing to reflect real-time spending data in the Spending Insights Dashboard.

Given that the user has integrated their payment processing system with VenueConnect, when they make a transaction, then the Spending Insights Dashboard should reflect that transaction immediately in the corresponding category spending total.

Customizable Notification Settings

"As an event planner, I want to customize how I receive spending alerts so that I can ensure I’m notified in a way that works best for me and my workflow."

Description

Customizable Notification Settings will allow users to personalize how they receive spending alerts, including options for different notification channels (email, SMS, in-app) as well as the threshold sensitivity (high, medium, low). This flexibility ensures that users can tailor alerts to match their working style and preferences, improving engagement with the budget management process and ensuring they receive only the alerts that matter most to them.

Acceptance Criteria

User opts to receive spending alerts via email notifications when an expense in a specific category reaches 80% of the budget threshold.

Given the user has logged into VenueConnect and set their notification preferences to email alerts, When the spending in a designated category reaches 80% of the budget threshold, Then the user receives an email notification detailing the overspending alert and the specific category information.

User chooses to receive SMS notifications for spending alerts with high sensitivity settings.

Given the user has set their notification preference to SMS with high sensitivity, When an expense in the chosen category approaches the low threshold percentage (10%), Then the user receives an immediate SMS alert with relevant details about the spending alert.

User modifies their notification settings to receive in-app alerts for medium-sensitivity thresholds and saves the settings successfully.

Given the user has accessed the notification settings and made changes to set alerts to medium sensitivity, When the user saves the updated preferences, Then the in-app notification settings are saved successfully and reflect the new medium sensitivity level.

User wants to change their preferred notification channel from SMS to email after initially selecting SMS for alerts.

Given the user is on the notification settings page and had previously selected SMS for alerts, When the user changes the preference to email and saves the changes, Then the system should update the user’s notification preference and confirm the change in the user interface.

User checks their spending alerts history to verify that they have received alerts corresponding to their selected thresholds.

Given the user has received various spending alerts over time, When the user navigates to the alerts history section of the app, Then the user sees a comprehensive list of all spending alerts received, including category, threshold, and notification channel details.

User sets multiple categories with different thresholds and notification settings to test the system's flexibility.

Given the user has set various categories with unique thresholds and preferred notification channels, When the user reviews the notification settings, Then the system accurately displays all categories with their respective threshold settings and notification preferences.

Historical Spending Comparison Tool

"As an event planner, I want to compare my current spending with previous events so that I can understand my financial habits and improve my budget for future events."

Description

The Historical Spending Comparison Tool enables users to compare current event budgets and spending against past events. This function will allow planners to identify patterns, learn from previous financial data, and make informed decisions for future budgets. The tool will generate reports that highlight spending trends, giving planners crucial insights into their financial planning processes.

Acceptance Criteria

As an event planner, I want to use the Historical Spending Comparison Tool to analyze my current budget against previous events to identify any potential overspending.

Given I have selected a current event budget, When I activate the Historical Spending Comparison Tool, Then I should see a detailed report comparing current spending to at least three past events with clear indicators of variance and trends.

As a user of VenueConnect, I want to generate a report that shows spending patterns over time, so I can understand where my budget has been over-allocated historically.

Given I have access to the Historical Spending Comparison Tool, When I request a spending pattern report, Then I should receive a downloadable report that highlights spending trends over the past events, including graphs and data points for analysis.

As an event manager, I need to ensure that all users can easily access the Historical Spending Comparison Tool from their dashboard.

Given I am logged into VenueConnect, When I navigate to the budgeting section of my dashboard, Then I should see a clearly labeled option for the Historical Spending Comparison Tool available for access.

As an event planner, I want to review insights from the Historical Spending Comparison Tool to make informed budgeting decisions for my next event.

Given the Historical Spending Comparison Tool has been used to generate a report, When I review the insights, Then I should be able to identify at least three actionable recommendations based on historical data trends.

As a budget administrator, I want to ensure that the Historical Spending Comparison Tool reflects the most up-to-date data from past events.

Given new event data has been uploaded to VenueConnect, When I access the Historical Spending Comparison Tool, Then the comparison data should accurately reflect the most recent spending records without discrepancies.

As a user analyzing the historical budgets, I want the Historical Spending Comparison Tool to provide visual representations of spending trends.

Given I have requested a spending trend report, When the report is generated, Then I should see visual aids such as charts or graphs that clearly depict spending over time and highlight any budget discrepancies.

As a financial officer, I want to be notified when my spending thresholds are close to being exceeded based on historical comparisons.

Given I have set specific spending thresholds, When my current spending approaches these thresholds during a comparison analysis, Then I should receive an automated alert to notify me of the potential budget risk.

Visual Budget Dashboard

An intuitive dashboard that presents a visual overview of all budget allocations, expenses, and remaining funds using engaging graphics and charts. This feature allows event planners to quickly assess their financial status at a glance, improving decision-making efficiency and promoting greater financial awareness.

Requirements

Budget Visualization Charts

"As an event planner, I want visually engaging charts displaying my budget allocations and expenses so that I can quickly assess my financial health and make informed decisions about my event planning."

Description

This requirement focuses on developing interactive and engaging graphical representations of budget data, including pie charts, bar graphs, and line charts. These visual elements will allow users to quickly interpret complex financial information at a glance, promoting rapid analysis and informed decision-making. The integration of these visualizations into the Visual Budget Dashboard will not only aid event planners in understanding their financial allocations and spending trends but will also enhance user engagement through interactive features that allow for detailed drill-downs into specific budget categories or time periods. By providing a clear visual breakdown of expenses and remaining funds, users can effectively manage their budgets and adjust planning strategies accordingly, ultimately leading to better financial outcomes for events.

Acceptance Criteria

Visualization of Budget Allocation Over Time

Given that the user has previously entered budget data, when the user selects the 'Time Period' filter on the Budget Visualization Dashboard, then the dashboard should display a line chart illustrating budget allocations over the selected time period accurately reflecting any modifications made.

Drill-Down Feature in Pie Chart

Given the user is viewing the budget visualization dashboard, when the user clicks on a specific segment of the pie chart representing a budget category, then the system should display a detailed breakdown of expenses associated with that category, including percentage spent and remaining funds.

Overall Budget Summary Display

Given that the user has inputted all budget data, when the user accesses the Visual Budget Dashboard, then the dashboard should automatically display a summary panel showing total budget, total expenses, and remaining funds in a clear and concise format.

Real-Time Updates on Budget Changes

Given that the user makes changes to budget allocations, when those changes are confirmed, then the Budget Visualization Dashboard should update in real-time to reflect new values in all relevant charts and graphs without requiring a page refresh.

Mobile Responsiveness of Budget Dashboard

Given that a user accesses the Budget Visualization Dashboard on a mobile device, when the user opens the dashboard, then all visual elements must reformat and display appropriately without loss of functionality or clarity.

Real-Time Budget Alerts

"As an event planner, I want to receive real-time alerts when my expenses exceed budget thresholds so that I can quickly adjust my financial strategies and avoid overspending."

Description

This requirement involves implementing a notification system that alerts users to significant budget changes or anomalies in real-time. Alerts may include conditions such as budget thresholds being exceeded, significant expense spikes, or changes in projected costs. By integrating this feature within the Visual Budget Dashboard, users will receive immediate feedback on their financial status, allowing for quick adjustments and enhancing overall financial control. This proactive approach to budget management fosters accountability and encourages event planners to stay within their financial limits, potentially reducing the risk of overspending and ensuring successful event execution.

Acceptance Criteria

User receives notifications for budget threshold exceedance.

Given the user has set a budget limit, when the expenses exceed this limit, then the user should receive a real-time alert via email and in-app notification.

User receives alerts for significant expense spikes.

Given the user is monitoring their budget, when an expense increases by more than 20% compared to the previous week, then the user should receive an immediate notification.

User receives alerts for changes in projected costs.

Given the user is tracking expenses, when there is a significant change (more than 10%) in the projected costs for an event, then the user receives a notification highlighting the change.

User can customize alert thresholds.

Given the user wants tailored notifications, when the user adjusts alert thresholds for expenses, then the system should reflect these changes and notify the user accordingly.

User reviews historical budget alerts.

Given the user has received past budget alerts, when the user accesses the alerts history dashboard, then they should see a list of all notifications categorized by type and date.

User tests the alert system prior to event planning.

Given the user is preparing for an event, when the user triggers the alert conditions deliberately during a test, then the alert system should notify the user as expected and confirm accuracy of the alert mechanisms.

Custom Budget Categories

"As an event planner, I want to create custom budget categories for my events so that I can organize my expenses in a way that makes sense for my specific needs and improve my budgeting process."

Description

This requirement aims to allow users to create and manage custom categories for budget allocations within the Visual Budget Dashboard. Users can tailor categories to fit their unique event needs, whether for venue logistics, catering services, or marketing expenses. By facilitating customized budget categories, the dashboard enables a more relevant and meaningful financial overview, accommodating diverse user requirements. Enhanced customization will lead to greater user satisfaction and enable users to track expenses more efficiently, promoting better financial planning and increased confidence in budget management.

Acceptance Criteria

User can create a new custom budget category for an upcoming event.

Given a user is logged into the Visual Budget Dashboard, when they navigate to the budget categories section and click on 'Add Custom Category', then they must see a form to enter the category name and a description, and upon submission, the new category should appear in the list of categories.

User can edit an existing custom budget category.

Given a user is in the budget categories section of the Visual Budget Dashboard, when they select an existing custom category and click on 'Edit', then they must be able to change the category name and description, and upon saving changes, the updates should reflect in the categories list immediately.

User can delete a custom budget category.

Given a user is viewing their list of custom budget categories, when they select a category and click on 'Delete', then a confirmation prompt should appear, and if they confirm the deletion, the category should be removed from the list immediately.

User receives feedback after creating a custom budget category.

Given a user has successfully created a new custom budget category, when the action is completed, then a notification should appear indicating that the category was created successfully, and the user should see the new category in their budget categories list.

User can filter budget categories based on different criteria.

Given that a user is on the budget categories section, when they apply filters based on criteria such as category type or date created, then the displayed list of categories should update to reflect the applied filters accurately.

User can assign expenses to custom budget categories.

Given a user is viewing their budget overview in the Visual Budget Dashboard, when they select an expense to edit, then they must be able to assign it to one of the custom budget categories, and upon saving, the expense should be reflected under the selected category in the dashboard.

User can view analytics based on custom budget categories.

Given a user has created custom budget categories and assigned expenses to them, when they navigate to the analytics section of the Visual Budget Dashboard, then they should see visual reports and charts that accurately reflect their financial data segmented by custom categories.

Budget Forecasting Tool

"As an event planner, I want to forecast my future budgets based on past spending patterns so that I can better prepare financially for upcoming events and avoid unexpected costs."

Description

This requirement includes developing a forecasting tool that analyzes past spending patterns and predicts future budget needs based on historical data. Integrating this feature within the Visual Budget Dashboard will empower users to anticipate both short-term and long-term financial needs by utilizing trends from previous events. Users will be able to project costs associated with similar future events, allowing for more accurate budgeting and financial strategizing. This predictive capability enhances the strategic aspect of event planning, enabling event professionals to allocate resources optimally while minimizing risks associated with unforeseen financial demands.

Acceptance Criteria

As an event planner reviewing a new project, I need to access the Budget Forecasting Tool within the Visual Budget Dashboard to quickly visualize my predicted expenses based on historical data from previous events, allowing me to make informed decisions about resource allocation for the upcoming event.

Given that I have historical spending data entered in the system, when I access the Budget Forecasting Tool, then I should see a forecast of estimated expenses for future events based on past spending patterns displayed on the visual dashboard.

As an event planner preparing for a large event, I want to compare my budget forecasts from different past similar events so that I can adjust my allocations accordingly for the current event.

Given that I have selected previous similar events, when I compare their forecasting results from the Budget Forecasting Tool, then I should see a side-by-side visual comparison of the projected costs.

As an event planner using the Budget Forecasting Tool, I need to ensure that changes I make to the past spending inputs instantly reflect the updated forecasts on the Visual Budget Dashboard, allowing me to accurately adjust my budget in real-time.

Given that I modify past spending patterns in the system, when I refresh the Budget Forecasting Tool, then the displayed forecast and visualizations on the dashboard should instantly update to reflect those changes.

As an event planner, I need to generate a report based on my budget forecasts for stakeholders, enabling them to understand the financial outlook for the event.

Given that I have used the Budget Forecasting Tool to analyze my projected expenses, when I select the option to generate a report, then I should receive a comprehensive report outlining the forecasted budgets including visuals, trends, and assumptions used in the forecasts.

As an event planner reviewing the budget forecasts, I want to ensure that the system gives me alerts or notifications when predicted expenses exceed predefined limits based on my previous events' spending behavior.

Given that I set spending limits for categories based on past events, when the Budget Forecasting Tool predicts expenses that exceed those limits, then I should receive an alert notification on the dashboard instantly.

As an event planner using the Budget Forecasting Tool, I would like to understand the accuracy of my forecasts by comparing them against actual expenses incurred during events over time.

Given that I have completed several events, when I access the Budget Forecasting Tool, then I should see a historical accuracy report that compares predicted expenses against actual expenditures for those events, allowing me to assess forecasting performance.

As a project manager overseeing multiple events, I want to allow my team to collaboratively input historical data into the Budget Forecasting Tool so that we can enhance its predictive capabilities based on collective insights.

Given that I have shared access to the Budget Forecasting Tool with my team, when they input their historical budget data into the system, then all submitted data should be aggregated and utilized for the forecasting calculations displayed on the dashboard.

Expense Import Functionality

"As an event planner, I want to import my expenses from other tools so that I can easily manage my budget without manually entering data and reduce the chance of errors."

Description

This requirement involves creating a feature that allows users to import expenses directly from other tools or systems into the Visual Budget Dashboard, simplifying the financial management process. Users can upload CSV or Excel files containing their expenses to effortlessly sync expenses with their budget, reducing manual entry and potential errors. This smooth integration streamlines the workflow for event planners and enhances the accuracy of budget tracking. By minimizing administrative tasks, users can dedicate more time to planning successful events while ensuring their budget remains accurate and up-to-date.

Acceptance Criteria

Expense Importing via CSV or Excel File Upload

Given a user has prepared a CSV or Excel file containing expenses, when they upload this file to the Visual Budget Dashboard, then the system should successfully parse the file and display the imported expenses in the dashboard without errors.

Validation of Import File Format

Given a user attempts to upload an expense file, when the file is in an unsupported format, then the system should provide a clear error message indicating that only CSV and Excel formats are accepted.

Duplicate Expense Detection

Given a user has imported expenses into the Visual Budget Dashboard, when they upload a file containing duplicate entries, then the system should identify and alert the user about the duplicates before finalizing the import.

Total Expense Calculation After Import

Given a user imports a valid expense file, when the import is complete, then the Visual Budget Dashboard should automatically update the total expenses displayed to reflect the newly imported amounts accurately.

User Notification After Successful Import

Given a user has successfully imported expenses, when the import process is complete, then the system should notify the user with a confirmation message indicating the number of entries successfully imported.

Seamless Sync with Budget Allocations

Given that expenses have been imported, when the user views the budget allocations in the dashboard, then the system should automatically sync the budget with the imported expenses, ensuring accurate financial tracking.

Interactive Budget Reports

"As an event planner, I want to generate customized interactive budget reports so that I can analyze my financial performance and present insights to my team effectively."

Description

This requirement focuses on developing customizable, interactive budget reports that users can generate from the Visual Budget Dashboard. Users will be able to select specific time periods, categories, or events, allowing them to create tailored reports that meet their analytical needs. These reports will offer insights into spending patterns, budget utilization, and overall financial performance, helping users make data-driven decisions. The integration of interactive elements, such as filtering and export options, will enhance user experience and ensure accessible reporting capabilities, enabling event planners to present findings to stakeholders or team members effectively.

Acceptance Criteria

User generates a customizable budget report for a specific event over the last quarter to analyze spending patterns.

Given the user selects the event and the time period, when they click the 'Generate Report' button, then the system should display an interactive report with expenses categorized by type and a graphical representation of total spending.

User filters the budget report by specific categories such as venue, catering, and entertainment to understand expenses distribution.

Given the user selects specific categories from the dropdown menu, when they apply the filter, then the report should refresh to display only the selected categories with updated financial insights.

User exports the generated budget report to PDF format for presentation to stakeholders.

Given the user has generated a budget report, when they click on the 'Export to PDF' button, then the system should successfully create and download a PDF file that accurately represents the displayed report.

User reviews the generated report for accuracy and completeness before sharing it with team members.

Given the user views the generated budget report, when they compare the figures displayed in the report with the original budget data, then all figures must match and reports must reflect any adjustments made in the budget.

User accesses a tutorial or help section for guidance on generating and customizing budget reports.

Given the user navigates to the help section, when they click on the 'Budget Reporting Tutorial', then they should see step-by-step instructions with visuals on how to create and customize reports.

User checks the real-time updates on budget utilization as they input new expenses during an event.

Given the user inputs a new expense in the system, when they refresh the budget dashboard, then the remaining funds should automatically update to reflect the new expense in real-time.

User analyzes the insights provided in the interactive budget report to make informed decisions affecting the next event's budget.

Given the user reviews the budget insights, when they identify areas of over-expenditure, then actionable recommendations should be generated based on their budget history, suggesting cost-cutting measures.

Collaborative Budget Editing

Enables multiple users to collaborate on budget planning and adjustments in real-time. Each stakeholder can input their expenses, suggestions, and concerns directly on the budget, enhancing communication and teamwork, and allowing for accurate and up-to-date budget management.

Requirements

Real-time Collaboration

"As an event planner, I want to collaborate with my team in real-time on budget adjustments so that we can make informed decisions quickly and reduce the risk of errors due to miscommunication."

Description

The Real-time Collaboration requirement facilitates simultaneous budget editing by multiple users within the VenueConnect platform. This feature allows stakeholders to see live updates, changes, and inputs from others, ensuring that everyone involved in the budget planning process is on the same page. Benefits include enhanced transparency, reduced misunderstandings, and a more cohesive decision-making process, ultimately leading to a more accurate and efficient budget management system. Integration with existing communication tools will further streamline interaction among team members, driving engagement and accountability.

Acceptance Criteria

User A and User B are editing the budget document simultaneously. Both users make changes to different expense categories at the same time and need to see each other's updates in real-time without any delay.

Given User A makes a change to the 'Catering' expense category, when User B views the budget, then User B should see User A's update reflected immediately without needing to refresh the page.

Multiple team members are working on the budget and need to communicate while editing. They use the built-in chat functionality to discuss comments directly on the budget.

Given User A posts a comment using the chat feature on the budget, when User B views the budget, then User B can see User A's comment in real-time, and can respond to it immediately.

The budget has several categories, and various users can access it simultaneously for editing. All changes need to be saved automatically to avoid data loss.

Given multiple users are editing the budget, when any user makes a change to the budget, then all changes must be auto-saved and visible to all other users within 2 seconds.

An administrator wants to set permissions for different users accessing the budget. Users should be able to either 'edit', 'view', or have 'no access' to certain budget categories based on their roles.

Given the administrator sets permissions for users, when User A is assigned 'edit' and User B is assigned 'view' permissions, then User A should be able to make changes to the budget while User B should only see the budget without making any changes.

During the budget collaboration, users need to view the history of changes made for accountability and tracking purposes. The system should display a log of changes made.

Given a user clicks on the change history option in the budget, when the history is displayed, then the user should see a list of all changes made, including who made the change and the timestamp of each change.

Version Control

"As a finance manager, I want to see the history of changes made to the budget so that I can track revisions and ensure that our financial decisions are backed by accurate data."

Description

The Version Control requirement ensures that all changes made to the budget are tracked and saved in a manner that allows users to access previous versions of the document. This includes the ability to compare changes over time, revert to earlier versions if needed, and track who made specific edits. This functionality provides an additional layer of security and accountability, allowing stakeholders to understand the evolution of the budget while maintaining the integrity of the planning process. This is essential for high-stakes events where accurate financial oversight is critical.

Acceptance Criteria

User accesses the budget document in VenueConnect and makes a change to an expense item, then views the version history to see previous changes made by themselves and others.

Given the user is logged in and has access to the budget document, when they make a change to an expense item, then they must see the updated version number reflecting the change and be able to view a complete version history.

A user reverts to a previous version of the budget after noticing an error in the recent changes, ensuring that the reverted version is now the current version.

Given the user is logged in and viewing the version history, when they select a previous version to revert to, then the budget must reflect the changes from that version and the version history must update accordingly.

Multiple users are collaborating on a budget while making changes simultaneously, requiring that each user's edits are automatically tracked and version-controlled.

Given that multiple users are editing the budget simultaneously, when each user makes changes, then all edits must be saved in real-time and attributed to the specific user in the version history, without data loss or conflicts.

A user wishes to compare two versions of the budget to identify changes made over time.

Given the user is viewing the budget version history, when they select two versions to compare, then the system must display a side-by-side comparison highlighting the differences in listed expenses and notes between the selected versions.

The system sends notifications to users when a significant change is made to the budget that affects overall costs.

Given a user has made a significant change to the budget, when that change is saved, then all stakeholders must receive an email notification detailing the change along with a link to view the updated budget.

A user logs in and views the audit trail of all changes made to the budget, ensuring they can see who made the changes and when.

Given the user is logged in and accessing the budget document, when they view the audit trail, then they must see a comprehensive list of all edits, including the names of users who made changes and the timestamps of those edits.

Comments and Feedback loop

"As a team member, I want to be able to comment on specific budget items so that I can share my insights and concerns, leading to a more collaborative planning process."

Description

The Comments and Feedback loop requirement enables users to leave comments and suggestions directly on budget line items. This feature allows for an organized discussion around specific expenses or budget categories, making it easier for stakeholders to communicate concerns or ideas. Each comment can be tagged to a user, providing clarity on who has contributed to the discussion. This functionality fosters constructive dialogue among team members, ensuring all voices are heard and facilitating timely resolutions to budgeting queries.

Acceptance Criteria

User collaboration on budget adjustments where a user leaves a comment on a specific budget line item, initiating discussion among stakeholders regarding that item.

Given the user is logged in, when they click on a specific budget line item and enter a comment, then the comment should be visible to all stakeholders and tagged with the user's name.

A stakeholder needs to reply to a comment made about a budget line item to provide additional insights or address concerns.

Given a comment exists on a budget line item, when a user selects the option to reply to that comment, then the reply should be posted under the original comment and visible to all stakeholders.

The budget manager reviews all comments associated with a budget item before finalizing the budget to ensure all feedback is considered.

Given there are comments on a budget line item, when the budget manager views the comments section, then they should see all comments listed chronologically with the corresponding user tags.

A user wants to edit a comment they previously made on a budget line item to clarify their suggestion.

Given that a user is the author of a comment, when they select the edit option for their comment, then they should be able to modify the text and save the changes, with the update reflecting immediately for all stakeholders.

A user wants to delete a comment they made on a budget line item due to an error in their suggestion.

Given that a user is the author of a comment, when they select the delete option for their comment, then the comment should be removed from the discussion and no longer visible to other stakeholders.

Users need to view a history of comments for a specific budget item to understand previous discussions and decisions.

Given there are comments associated with a budget line item, when a user clicks on that line item’s comments section, then they should see all historical comments displayed in a clear and organized manner.

A user needs to receive a notification when someone replies to their comment on a budget line item to stay updated on the ongoing discussion.

Given a user has made a comment on a budget line item, when another user replies to that comment, then the original user should receive a notification alerting them of the new reply.

Access Control Levels

"As an event coordinator, I want to set permissions for budget access so that I can control who can edit or just view the budget, safeguarding our financial data."

Description

The Access Control Levels requirement establishes varying levels of permissions for users involved in the budget editing process. This includes options for read-only access, edit permissions, and administrative rights, allowing team leaders to manage who can make changes to the budget and who can only view it. This feature is critical for maintaining the security and accuracy of budget information, ensuring that only authorized personnel can make significant alterations while preventing unwanted changes by external or lower-level stakeholders.

Acceptance Criteria

As a team leader, I want to set read-only access for non-admin users in the budget editing feature, so they can view the budget without making any changes.

Given the user has read-only access, when they open the budget editing section, then they should be able to view all budget details but not edit any fields or add comments.

As a team leader, I want to grant edit permissions to specific team members, so they can collaboratively manage the budget while ensuring only authorized individuals can change it.

Given the user has edit permissions, when they log in and access the budget, then they should be able to edit expense amounts, add new expenses, and remove existing ones without restrictions.

As a system admin, I want the ability to assign administrative rights to selected users, enabling them to manage user access levels and oversee the budget modifications effectively.

Given the user has administrative rights, when they access the user management section of the budget, then they should be able to modify user permissions and see an audit log of changes made to the budget.

As a stakeholder, I want to receive a notification when my budget edit is approved or rejected, ensuring I am kept in the loop with budget modifications that affect me.

Given that I have made a budget edit, when the edit is reviewed by a user with edit permissions, then I should receive a notification about the approval or rejection of my changes.

As a user with firmware editing privileges, I want to see an error message if I try to edit the budget without permission, ensuring the security of sensitive financial data.

Given that the user does not have edit permissions, when they try to change a budget entry, then they should see an error message stating 'You do not have permission to edit this budget.'

As a venue manager, I want to audit the changes made to the budget so I can track all edits and ensure accountability in budget management.

Given that changes have been made to the budget, when I access the audit log, then I should see a detailed list of all changes, including who made them and when they were made.

As a user, I want to understand my current access level directly from my profile in the budgeting feature, so I know what actions I can perform.

Given the user has logged into their profile, when they view the access level section, then they should see a clear indication of their permissions (e.g., read-only, edit, admin).

Budget Export Options

"As a project leader, I want to export the budget in multiple formats so that I can easily share it with clients and partners in a way that best suits their needs."

Description

The Budget Export Options requirement provides users with the ability to export the budget in various formats, including PDF, Excel, and CSV. This flexibility ensures that stakeholders can share vital budget documents in their preferred formats, making it easier to communicate with external parties such as vendors or executives. Users can customize the export settings to include specific budget categories, comments, or versions, enhancing the usability and adaptability of the budget information for diverse contexts.

Acceptance Criteria

User exports a budget as a PDF to share with external stakeholders during a project review meeting.

Given a user is on the budget page, when they select the 'Export as PDF' option and confirm, then the budget should be downloaded as a PDF file containing all selected budget categories and comments without any formatting errors.

User attempts to export the budget in Excel format to perform further analysis using data manipulation tools.

Given a user has set specific budget categories to include and selects 'Export as Excel', when the export is completed, then an Excel file should be generated that includes only the selected categories and is compatible with Excel version 2010 or later.

User needs to share a summarized budget in CSV format with a vendor for an upcoming event.

Given a user selects 'Export as CSV', when they choose to include only summary data, then a CSV file should be created that accurately reflects the summary of expenditures without any extraneous information.

A team member wants to export and save the budget with a specific version identifier in the filename.

Given a user is exporting the budget, when they enter a version identifier in the export settings and select the desired format, then the exported file should be named according to the format 'Budget_Version[Identifier].pdf/excel/csv'.

User attempts to export the budget while filtering out certain categories and ensuring sensitive information is not included.

Given a user applies filters to exclude specific categories, when they initiate the export process, then the exported file should not contain any data related to the excluded categories and should match the chosen format exactly.

An admin needs to ensure that the exported budget files contain a footer with the organization’s name and date of export for documentation purposes.

Given a user initiates an export, when the file is generated, then the exported budget document should include a footer that contains the organization’s name and the date of export in a clear and readable format.

A user wants to verify that the exported budget maintains the same layout as it appears on the screen.

Given a user exports the budget to any format, when they open the exported file, then the layout, including column widths and row heights, should closely match the layout shown on the budgeting interface.

Integrated Notifications

"As a budget manager, I want to receive notifications about changes and comments on our budgets so that I can stay informed and keep the team aligned on our financial plans."

Description

The Integrated Notifications requirement sends alerts and reminders to users regarding important budget-related activities, such as comments awaiting responses, changes made to the budget, or upcoming deadlines for budget approvals. These notifications are crucial for keeping all team members updated and engaged, ensuring timely responses and actions that help maintain project momentum. Users can customize notification settings based on their preferences, reducing overload while ensuring they receive essential updates.

Acceptance Criteria

User receives a notification when a new comment is added to a shared budget by a team member.

Given a user is monitoring the collaborative budget, when a new comment is added, then the user should receive a notification in their chosen format (email/push).

User can customize their notification settings to choose which alerts they want to receive regarding the budget.

Given a user accesses the notification settings, when they select/deselect specific notification types, then those settings should be saved and reflected in the notification system.

A user receives reminders for upcoming budget approval deadlines.

Given a user has upcoming budget approval deadlines, when the deadlines are within the specified reminder period, then the user should receive an alert notification to remind them.

Users get notified of changes made to the budget by other stakeholders in real-time.

Given multiple users are collaborating on a budget, when any changes are made, then all users should receive a real-time notification regarding the change.

Users can see a log of past notifications related to budget activities.

Given a user accesses the budget activity section, when they look for past notifications, then they should see a history of notifications delivered regarding the budget activities.

Users receive alerts for budget submissions pending approval.

Given a user submitted a budget for approval, when the submission is pending, then the user should receive a reminder notification of the pending approval status.

Expense Reporting & Analytics

This feature generates detailed reports on expense categories, spending trends, and variances between budgeted and actual costs. By providing comprehensive analytics, it helps event planners identify spending patterns, evaluate efficiency, and make data-driven decisions to optimize future budgets.

Requirements

Dynamic Expense Categorization

"As an event planner, I want my expenses to be automatically categorized so that I can save time during reporting and ensure accuracy without manual intervention."

Description

This requirement involves the implementation of a feature that automatically categorizes expenses based on predefined rules and algorithms. By leveraging machine learning and historical data, the system will dynamically classify new expenses into relevant categories, ensuring accuracy and efficiency in reporting. The feature will enhance the user experience by reducing manual input, minimizing errors, and providing real-time insights into category-specific spending. Furthermore, integration with existing expense submission workflows will allow seamless transitions from entry to reporting, thereby streamlining the overall financial management process for event planners.

Acceptance Criteria

User submits an expense report with various spending items, and the system automatically categorizes these expenses based on predefined rules.

Given a user submits an expense report with items exceeding the threshold for automatic categorization, when the report is processed, then each item should be correctly categorized into one of the predefined categories with 95% accuracy.

A user reviews their expense report after submission to check if the expenses are categorized correctly.

Given that an expense report has been submitted, when the user accesses the report, then they should see a detailed breakdown of expenses with each category clearly labeled and totaling correctly against the budget.

The system needs to learn from previous categorization to improve future accuracy using machine learning algorithms.

Given historical expense data and categories, when the system is trained on this data, then it should improve its categorization accuracy by at least 10% in the next round of expense report processing.

Users receive notifications if an expense cannot be categorized automatically.

Given an expense submitted that does not meet any predefined categorization rules, when the system encounters such an expense, then the user should receive a notification indicating that manual categorization is required before proceeding with the report submission.

A user wants to see the analytics of categorized expenses over different time periods.

Given that a user requests expense analytics, when they select a time period, then the system should display a graphical report showing categorized expenses along with trends and variances in real-time, with an accuracy of 95% compared to actual expenses.

Integration with existing workflows to ensure smooth transitions from entry to reporting.

Given that a user submits an expense and the report is generated, when the report is processed, then it should seamlessly integrate with existing reporting workflows, requiring no additional steps from the user to finalize the report.

Admins need to update categorization rules based on feedback from users.

Given that admin users receive feedback regarding expense categories, when they update categorization rules in the system, then all new expense submissions should utilize these updated rules immediately after being saved.

Budget Variance Alerts

"As an event planner, I want to receive alerts when my expenses exceed the budget so that I can take immediate action to avoid overspending."

Description

This requirement outlines the development of a notification system that alerts users when expenses exceed budgeted amounts in specified categories. The alerts will be customizable, allowing users to set thresholds for notifications based on their preferences. Additionally, the system will provide context for each alert by including relevant transaction details and historical spending patterns. By offering timely updates, this feature enables event planners to stay informed and make necessary adjustments to manage their budgets effectively, preventing overspending and ensuring better financial control.

Acceptance Criteria

User sets a budget for a specific category (e.g., Catering) and defines a threshold for budget notifications. When actual expenses exceed the set threshold, the user should receive an alert with details about the transaction and historical spending patterns.

Given that the user has set a budget and a threshold for the Catering category, when actual expenses exceed the set threshold, then the user receives an alert notification including transaction details and historical spending data.

A user modifies the budget thresholds for expense categories after initially setting them. The system should update the alert parameters accordingly and ensure that the new thresholds trigger alerts accurately.

Given that the user modifies the budget threshold for an expense category, when the actual expenses are tracked, then the system triggers alerts based on the updated threshold settings.

A user has multiple expense categories set up with different budget thresholds. They should receive distinct alerts when expenses exceed the thresholds for each category, allowing for a clear understanding of which areas are over budget.

Given that the user has multiple categories with their respective budget thresholds, when expenses exceed any of the thresholds, then the user receives separate alerts for each category indicating which category is over budget.

A user reviews their expense alerts history to analyze past budget variances and spending patterns. The system should provide a report that aggregates this information for review.

Given that the user accesses the alerts history, when they request to view reports on past budget variances, then the system generates a comprehensive report detailing the alerts, categories, and associated spending patterns.

A user needs to receive real-time alerts on their mobile device regarding budget variances. When expenses are recorded in the system, they should receive immediate push notifications if the set thresholds are exceeded.

Given that the user has opted for mobile notifications for budget variance alerts, when an expense is recorded that exceeds the budget threshold, then the user receives a real-time push notification on their mobile device.

An administrator reviews the system's alert settings and ensures users can receive alerts for up to five different budget categories simultaneously without performance impacts.

Given that an administrator checks the alert settings, when they verify the alert delivery mechanism, then the system successfully sends alerts for five different categories at once without latency or performance degradation.

Users wish to customize the format and frequency of alerts based on their preferences. The system should allow users to select daily, weekly, or monthly summaries as their alert delivery setting.

Given that a user chooses their alert frequency and format preferences, when the user saves their settings, then the system delivers alerts in the chosen format and desired frequency, as specified by the user.

Visual Analytics Dashboard

"As an event planner, I want an interactive dashboard that visualizes my expenses and budget trends so that I can easily interpret data and make informed financial decisions."

Description

This requirement focuses on developing an interactive visual dashboard that presents comprehensive analytics on expenses and budgets using various data visualization methods. Users will be able to view charts, graphs, and detailed reports at a glance, making complex data more understandable and actionable. The dashboard will integrate with real-time data sources to provide up-to-date spending insights and trends, enabling event planners to identify inefficiencies and inform future budgets strategically. This visual representation enhances decision-making by allowing users to quickly interpret financial data and take immediate actions based on their findings.

Acceptance Criteria

User accesses the visual analytics dashboard after logging into VenueConnect to review expense data for an upcoming event.

Given the user is logged in, When they navigate to the visual analytics dashboard, Then they should see an overview of expense categories and their variances between budgeted and actual costs.

User selects different time periods to analyze spending trends on the visual analytics dashboard.

Given the user is on the visual analytics dashboard, When they select a specific time period from the dropdown menu, Then the dashboard should update to reflect the expense data for the selected time period.

User interacts with a specific chart on the dashboard to drill down into detailed cost data.

Given the user is viewing a chart on the dashboard, When they click on a specific segment of the chart, Then they should see a detailed report of costs associated with that segment.

User receives real-time notifications for any budget variances displayed on the visual analytics dashboard.

Given that the user is using the visual analytics dashboard, When there is a budget variance that exceeds a predefined threshold, Then the user should receive an alert notification on the dashboard.

User integrates the visual analytics dashboard with real-time data sources to ensure up-to-date financial insights.

Given that the user has connected the dashboard to real-time data sources, When they refresh the dashboard, Then the displayed analytics should reflect the latest data without any manual intervention.

User exports the visual analytics dashboard data into different file formats for sharing with stakeholders.

Given the user is viewing the visual analytics dashboard, When they select the export option, Then they should be able to download the data in multiple formats, such as PDF, CSV, and Excel.

Exportable Reporting Templates

"As an event planner, I want to export my expense reports in multiple formats so that I can easily share them with my team and stakeholders."

Description

This requirement entails creating customizable reporting templates that allow users to generate detailed expense reports in various formats such as CSV, PDF, and Excel. Users will have the flexibility to include specific data fields, customize their layouts, and save templates for future use. The capability to export reports will facilitate efficient sharing of financial information with stakeholders and provide valuable insights during stakeholder meetings and decision-making processes. This feature aims to simplify reporting and enhance collaboration by ensuring that event planners can present data in preferred formats.

Acceptance Criteria

User wants to generate a customizable expense report using a predefined template and chooses to export it as a PDF.

Given the user is logged into the VenueConnect platform, when they select the 'Export Expense Report' feature and choose the PDF format, then the system should generate a report with the selected template including all specified data fields without errors.

An event planner intends to save a customized reporting template for future use after modifying data fields and layout.

Given the user has modified a reporting template, when they save the template with a specific name, then the system should store the template successfully and allow the user to retrieve it later from their saved templates list.

User wants to export an expense report in CSV format for financial analysis.

Given the user has generated an expense report, when they select 'Export' and choose CSV format, then the system should create a valid CSV file that includes all data fields in the report.

A user attempts to export an expense report without necessary data fields filled out.

Given the user has an incomplete expense report, when they try to export the report, then the system should prompt an error message indicating the missing data fields and prevent the export until the fields are filled.

User needs to compare actual versus budgeted expenses in the generated report.

Given the user has generated an expense report that includes both actual and budgeted figures, when they view the report, then the system should present a clear visual comparison of these two figures for each category in the report.

Event planners require a way to share the generated reports with stakeholders via email after exporting.

Given the user has successfully exported an expense report, when they select the option to share via email, then the system should allow them to enter recipient email addresses and send the report as an attachment.

A user needs to access previously saved templates to generate a new report.

Given the user has previously saved templates, when they navigate to the 'Saved Templates' section, then the system should display a list of all templates the user has saved with options to select or edit each one.

Historical Spending Analysis

"As an event planner, I want to analyze historical spending data so that I can improve my budgeting decisions for future events."

Description

This requirement focuses on developing a feature that allows users to analyze historical spending data over multiple events or timelines. Users will be able to access comprehensive reports that outline spending patterns, category-specific expenses, and comparison against budgets from previous events. This analysis will enable event planners to make informed decisions for future budgets based on empirical data, improving overall financial planning and efficiency. The feature will also help identify successful strategies and areas that require adjustments, thereby optimizing the planning process for future events.

Acceptance Criteria

User needs to analyze historical spending data for multiple events to prepare a budget for an upcoming event.

Given the user has access to the historical spending feature, when they select multiple events and request a report, then the system generates a comprehensive report showing spending patterns and category-specific expenses, including a comparison against previous budgets.

Event planner wants to identify spending trends over the last year to adjust future budgets accordingly.

Given the user is on the historical spending analysis page, when they filter the data by the last year and select 'Generate Report', then the system provides visual graphs displaying spending trends by category and overall spending.

User wants to compare actual spending of past events against the budgeted amounts to evaluate effectiveness.

Given the user has selected a specific past event, when they click 'Compare Against Budget', then the system displays an overview of budgeted versus actual spending with percentage variances clearly highlighted.

User seeks to review historical spending data to identify areas of overspending in previous events.

Given the user accesses the analytics dashboard, when they navigate to the 'Overspending Analysis' section, then they see categorized lists of expenses that exceeded their budget by predefined thresholds.

Event planner intends to generate a custom report to present historical spending data to stakeholders.

Given the user inputs custom parameters for the report including date range, categories, and specific metrics, when they click 'Download Report', then the system creates a downloadable file that reflects all selected criteria and is formatted for presentation.

User wants to save a historical spending analysis to revisit it later for future comparisons.

Given the user has generated a historical spending report, when they click 'Save As Template', then the system allows them to name the template and save it for future use without altering the original report.

User aims to assess the impact of promotional activities on expenditures for various categories.

Given the user selects multiple event records and activates the 'Promotional Impact' filter, when they generate a report, then the system presents data that compares promotional expenses against overall spending in a clear and concise format.

Integrated User Feedback Mechanism

"As an event planner, I want to provide feedback on the expense reporting feature so that I can influence future improvements and ensure it meets my needs."

Description

This requirement includes developing a user feedback mechanism within the expense reporting feature, allowing users to submit feedback about the usability and functionality of the analytics tools. The feedback collected will be used to identify areas for improvement, guide future feature enhancements, and ensure the platform meets user needs effectively. By engaging users in the development process, VenueConnect can continuously refine its offerings and maintain high satisfaction levels, ultimately aligning the product more closely with the expectations of event management professionals.

Acceptance Criteria

User submits feedback on analytics usability after generating a report.

Given a user is on the analytics page, when they successfully fill out the feedback form and submit it, then the feedback should be stored in the database and a confirmation message should be displayed to the user.

User accesses feedback history to review submitted feedback.

Given a user is logged in, when they navigate to the feedback history section, then they should see a list of all feedback they have submitted along with timestamps and statuses.

User provides feedback on the functionality of expense categories.

Given a user is viewing an expense category, when they select the feedback option and submit their thoughts, then the feedback should be assigned a unique ID and categorized by expense type in the database.

User rates the overall satisfaction with the analytics feature after using it for a month.

Given a user has been using the analytics feature for one month, when they complete the satisfaction survey, then their rating should be tallied to contribute to the overall user satisfaction metrics for the feature.

Administrator reviews user feedback trends from the feedback mechanism.

Given an administrator is logged into the VenueConnect dashboard, when they access the user feedback analytics, then they should see visualized statistics about feedback trends, including common issues and suggestions.

User receives a follow-up notification regarding their submitted feedback.

Given a user submits feedback, when an administrator reviews the feedback and takes action, then the user should receive a notification informing them of the outcome or response to their feedback submission.

Custom Budget Templates

Allows users to create and save customized budget templates tailored to specific event types or sizes. This feature streamlines the budgeting process by providing a structured starting point, enabling planners to save time and maintain consistency across events.

Requirements

Budget Template Creation

"As an event planner, I want to create and save customized budget templates for different types of events so that I can streamline my budgeting process and ensure consistency across all my events."

Description

This requirement allows users to create customizable budget templates tailored for specific event types or sizes. It will provide a user-friendly interface where planners can input various budget items, set percentages, and allocate costs according to their unique requirements. The feature will integrate with the existing budget management module, ensuring seamless data import and export, thus enhancing utility and user experience. The system will also provide pre-built templates for common events as starting points, facilitating quicker template creation. The expected outcome is an efficient budgeting process that saves time, maintains standardization across multiple events, and improves overall planning accuracy.

Acceptance Criteria

Creating a new budget template for a wedding event

Given a user is logged into the VenueConnect platform, when they navigate to the 'Budget Templates' section and select 'Create New Template', then they should see a user-friendly interface to input budget items, set percentages, and allocate costs specifically for wedding events.

Saving a customized budget template

Given a user has filled in all required fields of a budget template, when they press the 'Save' button, then the system should successfully save the template and notify the user that the template has been saved with a unique identifier.

Importing an existing budget template

Given a user wants to import a pre-built budget template, when they click on 'Import Template' and select from the available templates, then the system should import the selected template into their account without errors.

Editing a saved budget template

Given a user has an existing budget template, when they select the template and click on 'Edit', then they should be able to modify the budget items, percentages, and costs, and successfully save the changes without losing any previous data.

Exporting a budget template to a CSV file

Given a user has created or modified a budget template, when they click on 'Export' and choose the CSV format, then the system should generate a CSV file that accurately reflects the budget template's contents and download it to the user's device.

Accessing predefined budget templates

Given a user navigates to the 'Budget Templates' section, when they click on 'View Predefined Templates', then they should see a list of common event types with associated pre-built templates available for use.

Integrating with the existing budget management module

Given a user has created a budget template, when the user integrates this template with the budget management module, then the system should allow seamless import and export of data without any discrepancies or data loss.

Template Library Management

"As an event planner, I want to manage my budget templates in a central library so that I can easily retrieve, edit, and share them with my team."

Description

This requirement involves creating a central library for users to manage their budget templates. Users will be able to view, edit, delete, and share their templates with team members. Tags and categories will be implemented to facilitate effective searching and retrieval of templates. The system should support version control to track changes made to templates over time, allowing users to roll back to previous versions if needed. This will enhance collaboration among team members and increase the usability of templates across different event planning scenarios.

Acceptance Criteria

User wants to create a new budget template from the template library.

Given the user is logged into VenueConnect, when they select 'Create New Template', then they can enter template details, select tags, and save the template for future use.

User needs to edit an existing budget template in the library.

Given the user is viewing their budget template library, when they select a template and choose 'Edit', then they can modify fields and save changes, preserving version history.

User wants to delete a budget template they no longer need.

Given the user is viewing their budget templates, when they select a template and click 'Delete', then the template should be removed from their library, and a confirmation message should appear.

User wants to retrieve a specific budget template using tags or categories.

Given the user is in the budget template library, when they enter a tag or select a category, then the system should display relevant templates matching the criteria provided.

User needs to share a budget template with a team member.

Given the user has selected a budget template, when they choose the 'Share' option and enter the team member's email, then the team member should receive a link to access the template.

User wants to view the version history of a budget template.

Given the user has selected a budget template, when they click on 'Version History', then they should see a list of changes made, with options to revert to previous versions.

User wants to view all budget templates in their library.

Given the user is logged into VenueConnect, when they access 'My Templates', then they should see a list of all saved budget templates with an option to sort by date created or name.

Budget Comparison Feature

"As an event planner, I want to compare my new budget templates with previous ones so that I can identify cost discrepancies and improve my budgeting strategy for future events."

Description

This requirement introduces a budget comparison feature that enables users to compare their new budget templates against previously used ones to analyze the differences in approach and spending. Users can select templates and view them side-by-side, identifying variations in budget allocations and potential areas for cost savings. This feature is designed to provide insights that help users make informed financial decisions and optimize future event budgets by learning from past experiences, enhancing the strategic planning capabilities of users.

Acceptance Criteria

User selects two previously saved budget templates to compare during the event planning process.

Given the user is on the budget comparison page, when they select two different budget templates, then the system displays them side-by-side for comparison.

User views detailed allocation differences between the selected budget templates.

Given the budget templates are displayed side-by-side, when the user clicks on 'View Details', then the system shows a breakdown of budget allocations for each template.

User identifies potential areas for cost savings based on budget comparisons.

Given the user has viewed two side-by-side templates, when they analyze the differences, then the system highlights any allocation that varies by more than 10%, indicating potential cost savings opportunities.

User saves a new custom budget template after making adjustments based on comparison insights.

Given the user has analyzed the budget comparison, when they create a new budget template incorporating changes, then the system allows the template to be saved successfully and confirms with a message.

User exports selected budget comparisons to a report for sharing with stakeholders.

Given the user is on the budget comparison screen, when they click on 'Export', then the system generates a downloadable report summarizing the selected templates and allocations.

User receives alerts for significant deviations in budget allocation across compared templates.

Given the user has completed a budget comparison, when there is a variance of more than 15% in any category, then the system sends an alert to the user for further review.

Real-time Collaboration

"As a team member, I want to collaborate in real-time on budget templates so that I can work with my colleagues more efficiently and keep everyone updated on changes."

Description

This requirement will enable real-time collaboration on budget templates, allowing multiple users to edit and review templates simultaneously. This feature will include change tracking, commenting, and notification systems to alert relevant stakeholders of updates. By incorporating collaborative capabilities, it ensures that team members can work together efficiently, regardless of their location. This will significantly enhance teamwork and communication during the budget planning phase, leading to better outcomes and more streamlined processes.

Acceptance Criteria

Real-time collaboration on budget templates with multiple users editing simultaneously.

Given multiple users have access to a budget template, when one user edits the template, then all other users should see the changes in real-time without needing to refresh.

Change tracking for budget templates to monitor edits made by users.

Given a budget template is being edited, when a user makes any changes, then the system should record the change with timestamp and user identification, accessible via a change log.

Commenting feature to facilitate communication on budget templates.

Given a user is viewing a budget template, when they add a comment, then that comment should be visible to all users with access to the template, including a timestamp and user identification.

Notification system to alert users of updates to budget templates.

Given a budget template has been modified, when the change is saved, then all users who have accessed the template should receive a notification detailing the change and relevant user information.

Permission management for controlling user access to budget templates.

Given a budget template exists, when a user attempts to access the template, then the system should verify user's permissions, allowing or denying access based on their role.

User interface for real-time collaboration tools to ensure usability.

Given the real-time collaboration feature is active, when users access the budget template, then the interface should provide clear indicators of who is online and currently editing the document.

Autosave functionality for budget templates during collaboration.

Given multiple users are editing a budget template, when changes are made, then the system should automatically save the progress every 5 minutes or upon user confirmation.

Integration with Financial Tools

"As an event planner, I want my budget templates to integrate with my financial management tools so that I can efficiently track my event expenses alongside my other financial data."

Description

This requirement entails integrating the new budget template feature with third-party financial management tools and accounting software. By establishing this integration, users can seamlessly sync budgets with their financial tools for reporting and tracking purposes. This will eliminate duplicate data entry, reduce errors, and facilitate a comprehensive view of event financials. Users will benefit from consolidated insights and reports, making it easier to manage their overall budgetary controls in one place.

Acceptance Criteria

Integration of the Custom Budget Templates with a popular third-party financial management tool during an event planning session, allowing the user to sync budget data effortlessly.

Given the user has created a budget template in VenueConnect, when they select the option to sync with the third-party financial management tool, then the budget data should be accurately transferred without any discrepancies.

A user wants to generate a report using the integrated financial tools after an event to assess overall financial performance.

Given the budget data has been synced with the financial management tool, when the user requests a financial report, then the report should include all relevant budgetary data with no missing or incorrect entries.

During a live event, the user modifies the budget within VenueConnect and needs those changes reflected in their financial tool in real-time.

Given that the user modifies an entry in the budget template, when the user saves the changes, then the updates should be immediately reflected in the connected financial tool without lag or errors.

The user prepares for an upcoming event and wants to ensure that historical data from previously integrated budgets influences the new template's creation.

Given the user is creating a new budget template, when they select the option to utilize historical data from past events, then the new template should automatically populate with relevant prior budgetary information for their review.

The user encounters an error while attempting to sync the budget to their financial tool and needs to understand the issue for troubleshooting.

Given an error occurs during the synchronization process, when the user is presented with the error message, then the message should clearly describe the issue and suggest actionable steps for resolution.

The user successfully integrates budget templates with multiple financial tools for different types of events, such as weddings and corporate gatherings.

Given that the user has connected multiple financial tools, when they select which tool to sync a budget with, then the budget should be correctly linked to the chosen tool without confusion or overlap between templates.

A user wants to document any change that occurs during the sync process between VenueConnect and the chosen financial management software for audit purposes.

Given that a sync session has taken place, when the user examines the activity log, then the log should accurately reflect each change made during the sync including timestamps and specific adjustments.

User Training and Support Resources

"As a new user, I want access to training resources so that I can learn how to create and manage budget templates effectively."

Description

This requirement focuses on developing comprehensive training and support resources for users to maximize their utilization of the budget templates feature. This will include detailed guides, video tutorials, FAQs, and a dedicated support team available for questions. The training materials should be easily accessible within the platform and designed to assist users in navigating the template creation and management processes effectively. The expected outcome is an empowered user base that can fully leverage the capabilities of the new feature, leading to increased user satisfaction.

Acceptance Criteria

User accesses the training resources to create a custom budget template for their upcoming event.

Given the user is logged into VenueConnect, when they navigate to the training resources section, then they should see a well-organized list of guides, video tutorials, and FAQs specifically pertaining to custom budget templates.

User attempts to watch a video tutorial on how to create a custom budget template.

Given the user clicks on a video tutorial link, when the video player loads, then the video should play smoothly without buffering and provide clear audio and visual instructions on creating a budget template.

User seeks assistance via the support team regarding questions on budget templates.

Given the user accesses the support section, when they submit a question through the support form, then they should receive a confirmation email within 24 hours confirming their inquiry has been received.

User reads through the FAQs section to find answers on template customization.

Given that the user browses the FAQs, when they search for 'template customization', then they should find a relevant entry that clearly answers the question and guides them on how to customize their templates.

User completes the provided training tutorial and engages with the interactive quiz to test their knowledge.

Given the user finishes the video tutorial, when they take the interactive quiz, then they should be presented with a pass/fail result and explanations for each question answered incorrectly to enhance their understanding.

User provides feedback on the training materials they've accessed.

Given the user finishes viewing the training materials, when they submit feedback through the provided form, then their feedback should be recorded and acknowledged with a thank-you message on the confirmation page.

Sustainability Scorecard

A comprehensive scoring system that evaluates events based on key sustainability criteria, including waste management, energy consumption, and resource efficiency. This feature empowers users to assess their event’s ecological impact at a glance, fostering greater awareness and encouraging improvements in sustainable practices.

Requirements

Sustainability Metrics Dashboard

"As an event manager, I want to view a dashboard of sustainability metrics for my events so that I can easily assess and improve my environmental impact."

Description

The Sustainability Metrics Dashboard is a feature that provides a visual representation of key sustainability metrics collected from events. This dashboard will allow users to view metrics such as waste diversion rates, energy usage, and resource consumption in real-time. By integrating with existing data collection systems, this dashboard will help users enhance their environmental reporting and make informed decisions based on quantitative data. The dashboard is essential for users seeking to improve their sustainability practices and showcase their commitment to ecological responsibility, ultimately aligning with global trends toward sustainable events.

Acceptance Criteria

User accesses the Sustainability Metrics Dashboard to evaluate an upcoming event's ecological impact before finalizing arrangements.

Given the user has logged into VenueConnect and navigated to the Sustainability Metrics Dashboard, when they select the event in question, then the dashboard displays key sustainability metrics including waste diversion rates, energy usage, and resource consumption in real-time.

A user wants to generate a report showcasing the sustainability metrics from past events for an upcoming presentation to stakeholders.

Given the user is on the Sustainability Metrics Dashboard, when they choose the report generation option and specify the date range for past events, then the system generates a downloadable report with visual graphs and key sustainability metrics for the selected period.

An event planner needs to monitor the impact of sustainability initiatives during a live event.

Given an event is in progress, when the event planner views the Sustainability Metrics Dashboard, then the dashboard updates in real-time to reflect live data on waste diversion rates, energy usage, and resource consumption with no more than a 5-minute delay.

A venue manager requires a comparison of sustainability metrics across multiple events to assess trends and improvements over time.

Given the user is on the Sustainability Metrics Dashboard, when they select the 'Compare Events' feature and choose multiple events, then the dashboard displays a comparative analysis of sustainability metrics in a clear and visually engaging format.

A user discovers that the data displayed in the dashboard does not align with their manual observations of resource consumption during an event.

Given the user has identified a discrepancy, when they report the issue through the feedback feature, then the system captures their feedback and provides a confirmation that the issue is logged for investigation.

A user is interested in understanding the impact of specific sustainability initiatives implemented in recent events.

Given the user views an event’s sustainability metrics, when they click on a specific metric, then the dashboard displays detailed insights, including initiatives that contributed to the changes in that metric.

Customizable Sustainability Criteria

"As an event planner, I want to customize the sustainability criteria used to evaluate my events so that it reflects our unique sustainability priorities."

Description

The Customizable Sustainability Criteria feature allows users to tailor the sustainability scoring system based on specific criteria relevant to their organization. Users can modify existing criteria and add new parameters, ensuring that the scoring system aligns with their sustainability goals and regulations. This flexibility not only enhances user engagement but also ensures that the scoring system remains relevant and effective. By accommodating various sustainability metrics, the feature encourages users to strive for excellence in sustainability across different types of events.

Acceptance Criteria

User Customization of Sustainability Criteria

Given a user with the appropriate permissions, when they access the sustainability scoring settings, then they can add new criteria, modify existing ones, and save the updated scoring system without encountering errors.

Validation of Sustainability Scores with Custom Criteria

Given that a user has set up customized sustainability criteria, when they run a scoring evaluation on an event, then the system accurately reflects the changes in the scoring based on the modified criteria.

User Feedback on Customizable Criteria Functionality

Given a user who has interacted with the customizable sustainability criteria feature, when they complete a feedback form, then the form should successfully submit, capturing user insights and suggestions.

System Performance with Multiple Custom Criteria

Given multiple users customizing their sustainability criteria simultaneously, when they perform actions on the scoring system, then the system remains responsive and processes all changes quickly without performance degradation.

Audit Trail of Customization Changes

Given a user who has modified the sustainability criteria, when they check the audit trail, then the system should display all changes made, including the user, date, and nature of each modification.

Help Documentation for Custom Criteria Feature

Given a user accessing the help section, when they search for guidance on using the customizable sustainability criteria, then they should find clear and accurate documentation on how to utilize the feature effectively.

Default Sustainability Criteria Reset Functionality

Given a user who has customized the sustainability criteria, when they choose to reset to default settings, then the system should restore the original criteria without any loss of data for other event records.

Automated Sustainability Reports

"As a user, I want to receive automated sustainability reports after my events so that I can share actionable insights with my team and stakeholders without spending excessive time on data compilation."

Description

The Automated Sustainability Reports feature allows users to generate comprehensive sustainability reports automatically after each event. These reports summarize key metrics and provide insights into environmental performance, offering users the ability to share results with stakeholders easily. Integration with the venue's booking and resource management systems ensures that the data captured is accurate and relevant. By automating this process, users save time and gain actionable insights that can guide future events and bolster their sustainability initiatives.

Acceptance Criteria

User initiates the generation of the Automated Sustainability Report after an event has concluded, ensuring that the report accurately reflects the data collected during the event.

Given the user has completed an event and has access to the sustainability scoring system, when they select the option to generate the report, then the report should be generated within 5 minutes and include all relevant sustainability metrics.

The Automated Sustainability Report includes a summary of key metrics such as waste management, energy consumption, and resource efficiency in a user-friendly format.

Given the report has been generated, when the user opens it, then they should see an overview section that presents key sustainability metrics in easily understandable terms such as charts or graphs.

Users can share the Automated Sustainability Report with stakeholders via email or direct download.

Given the report has been generated, when the user selects the share option, then the report should successfully send via email or download as a PDF without errors.

The data used in the Automated Sustainability Report is sourced directly from the venue's booking and resource management systems to ensure accuracy.

Given the report is generated, when the user reviews the data presented in the report, then all metrics must correlate directly with the data available in the booking and resource management systems.

Users can customize the content of the Automated Sustainability Report based on specific sustainability criteria they wish to emphasize to stakeholders.

Given the user is generating the report, when they select specific sustainability criteria to focus on, then the report should reflect their selection by highlighting and prioritizing these criteria.

The Automated Sustainability Report is accessible through a user-friendly interface with clear instructions for generating and sharing reports.

Given the user accesses the sustainability reporting feature, when they review the interface, then it should provide clear step-by-step guidance on generating and sharing reports.

The system can handle multiple concurrent requests for Automated Sustainability Reports without performance issues.

Given multiple users are generating reports simultaneously, when they all attempt to generate reports, then each report should be processed without delays or system crashes.

Event Sustainability Comparison Tool

"As a sustainability coordinator, I want to compare the sustainability metrics of different events so that I can identify best practices and areas for improvement across our event portfolio."

Description

The Event Sustainability Comparison Tool will allow users to compare the sustainability metrics of multiple events side-by-side. This feature will enable users to identify trends and best practices by visualizing differences in their events' sustainability performances. By leveraging this tool, users can make more informed decisions about future event planning and identify areas for improvement across all events. This functionality enhances the overall usability and effectiveness of the Sustainability Scorecard by providing a basis for continual improvement in practices.

Acceptance Criteria

User compares the sustainability metrics of three different events to identify the best practices and trends among them.

Given three events with completed sustainability scorecards, When the user selects these events in the comparison tool, Then the user should see a side-by-side comparison of all sustainability metrics for each event.

User attempts to filter the comparison results to show only events with a sustainability score above a certain threshold.

Given a threshold value of sustainability scores, When the user applies this filter, Then the comparison tool should only display events that meet or exceed the defined threshold.

User views the sustainability comparison and wants to export the results for further analysis.

Given the comparison results displayed on the screen, When the user clicks on the export button, Then the system should generate a downloadable report that includes all selected metrics for the compared events in a CSV format.

User wants to identify areas of improvement in sustainability practices by comparing past events.

Given multiple past events to compare, When the user accesses the tool and selects the desired events, Then the system should provide insights highlighting key differences in sustainability scores and metrics along with recommendations for improvement.

User wants to see a graphical representation of the sustainability comparison for better visualization.

Given the selected events for comparison, When the user views the comparison tool, Then the system should display visual graphs such as bar charts or line graphs that represent sustainability metrics and scores for each event.

User is testing the tool to ensure it accurately reflects the sustainability scores calculated in the scorecards.

Given a set of events with known sustainability scores, When the user compares these events using the comparison tool, Then the scores displayed in the tool should match those recorded in the individual scorecards.

User Training for Sustainability Practices

"As a new user of VenueConnect, I want access to a training module on sustainability practices so that I can effectively incorporate these practices into my event planning process."

Description

User Training for Sustainability Practices involves developing a comprehensive training module designed to educate event professionals on best practices for sustainability. This training will cover how to utilize the Sustainability Scorecard effectively, implement sustainable practices in event planning, and understand the impacts of their decisions. Providing this training will empower users with the necessary knowledge and tools to enhance their events' sustainability, ultimately leading to a more environmentally responsible event management culture.

Acceptance Criteria

User Training Module Completion for Sustainability Practices

Given the user has accessed the training module, when they complete the training, then the module should display a completion certificate and allow access to the Sustainability Scorecard.

User Assessment on Sustainability Knowledge

Given a user has completed the training module, when they take the assessment, then they must score at least 80% to be considered proficient in sustainability practices.

Feedback Collection Post-Training

Given a user has completed the training module, when they submit their feedback, then the system should log their responses and generate a report summarizing the feedback received.

User Access to Sustainability Resources

Given a user has completed the training module, when they navigate to the resources section, then they should have access to downloadable materials on sustainable practices and case studies.

Training Module Compatibility with Different Devices

Given the user is accessing the training module, when they use a mobile device or tablet, then the training content should be fully functional and visually optimized for all screen sizes.

Tracking User Progress in Training

Given the user starts the training module, when they progress through the chapters, then their progress should be automatically saved and displayed on their dashboard for future reference.

Implementation of User Suggestions for Training Improvement

Given users have provided feedback on the training module, when the feedback is reviewed, then at least 50% of actionable suggestions should be implemented in the next training update.

Green Vendor Directory

An integrated directory showcasing vendors that prioritize sustainability in their services and operations. Users can easily identify eco-friendly partners, enhancing their ability to source responsible options and aligning their events with environmentally-conscious values.

Requirements

Vendor Profile Integration

"As a vendor, I want to create a detailed profile showcasing my sustainability efforts so that event professionals can easily identify me as an eco-friendly partner."

Description

Develop a functionality that allows vendors to create and manage their profiles within the Green Vendor Directory. This feature will enable vendors to showcase their sustainability practices, certifications, and an extensive list of services offered. The implementation will include user-friendly forms for vendor registration and profile management, ensuring it's easy for vendors to keep their information current. This allows event professionals to easily access detailed vendor information, thereby enhancing sourcing decisions for eco-friendly options.

Acceptance Criteria

Vendor Registration Process Completion

Given a potential vendor accesses the venue management platform, when they fill out and submit the vendor registration form with all required fields filled, then their profile should be created successfully and a confirmation email should be sent.

Profiles Editable by Vendors

Given a registered vendor is logged into their profile, when they make changes to their sustainability practices, certifications, or services offered, then the updates should be reflected in their profile after saving changes without errors.

Sustainability Practices Displayed

Given an event professional is browsing the Green Vendor Directory, when they view a vendor's profile, then it should clearly display the vendor's sustainability practices and certifications in an easy-to-read format.

Vendor Search Functionality

Given an event professional is using the Green Vendor Directory, when they search for vendors using specific sustainability terms such as 'organic' or 'compostable', then the search results should include vendors that match those terms.

Profile Completion Indicator

Given a vendor is managing their profile, when they complete all necessary fields, then an indicator should show their profile as 'Complete' with a green check mark, and if there are incomplete fields, a prompt should indicate what is missing.

Feedback Mechanism for Vendors

Given an event professional has interacted with a vendor, when they provide feedback through the system, then the feedback should be submitted successfully and reflected in the vendor's profile as a rating and comment.

Advanced Search Filters

"As an event planner, I want to filter vendors by their sustainability certifications and service types, so that I can quickly find the best eco-friendly partners for my events."

Description

Introduce advanced filtering options in the Green Vendor Directory to allow users to search for vendors based on specific sustainability criteria, such as certifications, types of services, and geographical location. This feature enhances user experience by enabling more efficient and relevant searches, helping users quickly find vendors that meet their specific sustainability requirements. This includes a user-friendly interface with multi-select options, checkboxes, and dropdowns to make the search process intuitive.

Acceptance Criteria

As an event planner, I want to use advanced search filters in the Green Vendor Directory so that I can quickly find eco-friendly vendors based on specific sustainability certifications relevant to my event.

Given that I am on the Green Vendor Directory page, when I apply filters for certifications, then only vendors that meet the selected certification criteria should be displayed in the search results.

As an event coordinator, I want to filter vendors by service type in the Green Vendor Directory so that I can find specific types of services like catering, decoration, and audio-visual support that align with sustainability goals.

Given that I am on the Green Vendor Directory page, when I select multiple service types from the filter options, then the search results should only include vendors that offer the selected services and are eco-friendly.

As a user, I want to search for local sustainable vendors, so I can support businesses in my area while organizing my event.

Given that I am on the Green Vendor Directory page, when I enter a geographical location in the search filter, then only vendors that are located within the specified area should be shown in the results.

As a user, I want to have an intuitive interface with checkboxes and dropdowns for selecting multiple filters in the Green Vendor Directory to streamline my search experience.

Given that I am on the filter options section of the Green Vendor Directory, when I use checkboxes and dropdowns to select multiple filters, then the interface should update in real-time to reflect the active filters.

As an event professional, I need to reset my search filters in the Green Vendor Directory quickly to start a new search without any existing criteria.

Given that I have applied several filters in the Green Vendor Directory, when I click the 'Reset' button, then all selected filters should be cleared, and the initial, unfiltered list of vendors should be displayed.

As a user, I want to view the total number of vendors that match my search criteria in the Green Vendor Directory to understand how many options I have.

Given that I have applied filters in the Green Vendor Directory, when the search results are displayed, then the total count of matching vendors should be clearly visible at the top of the results list.

User Rating and Review System

"As an event professional, I want to read reviews from other users about vendors so that I can make informed decisions when choosing my partners for sustainable events."

Description

Implement a user rating and review system for the Green Vendor Directory that allows event professionals to leave feedback for vendors they've worked with. This feature will help create a community-driven platform where users can share their experiences and insights, enhancing the credibility of participating vendors and assisting other users in making informed choices. The system would need to include moderation capabilities to ensure feedback appropriateness and authenticity.

Acceptance Criteria

Event professionals want to rate and review a vendor they have recently collaborated with on the Green Vendor Directory after their event concludes.

Given a user is logged into their VenueConnect account, when they navigate to the Green Vendor Directory, select a vendor, and submit a rating between 1 to 5 stars along with a written review, then the review should be saved in the database and displayed publicly on the vendor's profile page.

A user attempts to leave a review for a vendor but enters a review that violates the platform's content guidelines (e.g., inappropriate language).

Given a user submits a review that contains inappropriate content, when the system processes the review, then the review should be flagged for moderation and not displayed until approved by an admin.

An event professional wants to read reviews about a vendor before considering them for an upcoming event.

Given a user is on a vendor's profile page in the Green Vendor Directory, when they view the reviews section, then they should see a sortable and filterable list of all reviews, showing the author's name, rating, and submission date.

An admin needs to moderate and approve or reject reviews left by users on the vendor profiles.

Given an admin is logged into the VenueConnect platform, when they access the moderation dashboard, then they should see a list of all submitted reviews, allowing them to approve, reject, or edit each review before it is published.

If a user submits a review, they should receive confirmation that it has been submitted successfully.

Given a user has successfully submitted a review, when the system processes the submission, then the user should receive a confirmation message indicating their review has been successfully posted and will be visible after moderation.

Users want to ensure the reviews reflect genuine experiences with vendors.

Given a user submits a review, when the system checks for duplicate submissions or patterns of fraudulent reviews, then any suspicious reviews should be flagged for further review before publication.

Integration with Event Management Tools

"As an event planner, I want to integrate my selected green vendors directly into my event management dashboard so that I can streamline my planning process."

Description

Build an integration feature that allows users to directly link selected vendors from the Green Vendor Directory into their event management workflows within VenueConnect. This requirement will enhance the platform's functionality by allowing seamless transfers of vendor selections into event planning tasks, including budgeting and scheduling. The integration will streamline users' operations and reinforce the importance of utilizing sustainable options in event planning.

Acceptance Criteria

Vendor Selection and Integration Process

Given a user is on the Event Management workflow, when they choose a vendor from the Green Vendor Directory, then the system must successfully integrate that vendor's details into the user's event planning task.

Opportunity for Sustainable Options

Given a user views their event task list, when they have selected vendors from the Green Vendor Directory, then all selected vendors should be marked as eco-friendly with an indicator next to their names.

Budgeting with Selected Vendors

Given a user integrates a vendor from the Green Vendor Directory into their event, when they calculate the event budget, then the budget should automatically reflect the costs associated with the selected vendor.

Event Scheduling with Vendors

Given a user integrates a vendor from the Green Vendor Directory, when the user schedules an event date, then the vendor's availability must be cross-referenced, and a notification should be displayed if the vendor is unavailable.

User Notification for Successful Integration

Given a user has successfully integrated a vendor from the Green Vendor Directory into their event management workflow, when the integration is complete, then a confirmation message should be displayed to the user.

Data Synchronization with the Platform

Given a user adds a vendor from the Green Vendor Directory to their event, when the vendor's information is stored, then the data should synchronize with the main VenueConnect database without delays.

Analytics Reporting on Sustainable Vendors

Given that a user has integrated multiple vendors from the Green Vendor Directory into their event management, when the user generates an analytics report, then the report must include data reflecting sustainable vendor usage and its impact on the event's overall planning.

Sustainability Resource Hub

"As an event professional, I want access to a resource hub with sustainability best practices so that I can learn and apply eco-friendly strategies in my events."

Description

Create a resource hub within the Green Vendor Directory that provides educational content on sustainable practices and trends in the event industry. This includes articles, videos, infographics, and case studies that help users enhance their understanding of sustainability and how to implement it in their events. This feature will position VenueConnect as a thought leader in the sustainability space, attracting more users to the directory.

Acceptance Criteria

Accessing the Sustainability Resource Hub on VenueConnect

Given that the user is logged into VenueConnect, when they navigate to the Green Vendor Directory, then they should see an option to access the Sustainability Resource Hub.

Browsing content within the Sustainability Resource Hub

Given the user is on the Sustainability Resource Hub page, when they scroll through the content, then they must see a mix of articles, videos, infographics, and case studies related to sustainable practices in the event industry.

Searching for specific topics in the Sustainability Resource Hub

Given that the user is on the Sustainability Resource Hub, when they enter a keyword in the search bar, then the system should return relevant content that matches the keyword.

Viewing an article in the Sustainability Resource Hub

Given that the user has clicked on an article within the Sustainability Resource Hub, when the article loads, then the user should be able to view the full content, images, and any embedded media without errors.

Sharing content from the Sustainability Resource Hub

Given that the user is viewing a specific piece of content in the Sustainability Resource Hub, when they click on the 'Share' button, then the user should see options to share via social media or email.

User feedback on the Sustainability Resource Hub content

Given that the user has finished reading an article, when they are prompted to provide feedback, then they should be able to rate the article on a scale of 1 to 5 and leave an optional comment that is successfully submitted.

Accessing the Sustainability Resource Hub via mobile

Given that the user is using the VenueConnect mobile app, when they select the Green Vendor Directory, then they should be able to access the Sustainability Resource Hub with a mobile-responsive layout.

Vendor Sustainability Score

"As an event planner, I want to see a sustainability score for each vendor so that I can quickly evaluate their impact and make conscious choices for my events."

Description

Develop a sustainability scoring system for vendors based on their practices and certifications. This requirement will provide users with a quick reference tool to assess the environmental impact of vendors they consider. The score will be determined based on a set of pre-defined criteria that reflects both the vendor's operations and their contributions to sustainability. Implementation will involve working closely with sustainability experts to establish the scoring framework and ensure it is meaningful and accurate.

Acceptance Criteria

User searches for vendors in the Green Vendor Directory based on sustainability criteria.

Given a user searches for vendors by sustainability score, When the user selects a score range, Then only vendors with scores within that range should be displayed in the results.

User views detailed vendor profiles to assess their sustainability practices.

Given a user selects a vendor from the directory, When the vendor's profile loads, Then the profile must display the sustainability score along with detailed criteria that contribute to the score, including certifications and practices.

Admin updates vendor sustainability scores based on new data or improved practices.

Given an admin user wants to update a vendor's sustainability score, When the admin inputs new data and saves the changes, Then the system must successfully update the vendor's score and reflect the changes in both the directory and vendor profile.

User filters vendors by specific sustainability practices (e.g., waste reduction, carbon offsetting).

Given a user filters the vendor directory by specific sustainability practices, When the user applies the filter, Then the results should only include vendors who engage in the selected practices as per their documented criteria.

User utilizes the vendor sustainability scores for decision-making during event planning.

Given a user is comparing multiple vendors for an event, When the user reviews the sustainability scores of the vendors, Then the vendor with the highest score should be recommended as the eco-friendly option based on the scoring system in place.

User accesses help documentation regarding interpreting sustainability scores.

Given a user is unsure how to interpret the vendor sustainability scores, When the user clicks on the help documentation link, Then the system must provide a clear explanation of how scores are calculated and what factors are included.

User provides feedback on the usefulness of the sustainability scoring system within the platform.

Given a user has experience using the sustainability scoring system, When the user submits feedback through the feedback form, Then their feedback should be captured and logged in the system for review by the product team.

Impact Calculator

A user-friendly tool that quantifies the environmental impact of an event, allowing planners to visualize the potential benefits of sustainable choices. This feature helps users understand how specific adjustments can reduce carbon footprints, facilitating informed decision-making for greener events.

Requirements

Carbon Footprint Assessment

"As an event planner, I want to assess the carbon footprint of my event so that I can identify opportunities to minimize its environmental impact and promote sustainability."

Description

The Carbon Footprint Assessment feature quantifies the total estimated carbon emissions generated by an event, providing users with an easy-to-understand metric that illustrates the environmental impact of their planned activities. This requirement focuses on integrating real-time data analysis using the venue's location, expected attendance, mode of transport, and type of materials used. The goal is to provide event planners with actionable insights enabling them to make informed decisions that will help reduce their overall impact on the environment. This integration will empower users to choose more sustainable options when planning events, fostering eco-friendly practices while leveraging the VenueConnect platform's analytics capabilities.

Acceptance Criteria

Event planners utilize the Carbon Footprint Assessment to estimate the environmental impact of their upcoming event, including various factors such as location, transportation, and materials used.

Given an event planner inputs location, expected attendance, transportation mode, and materials, When the Calculate button is pressed, Then the system accurately computes and displays the total estimated carbon emissions in an easily understandable format.

Users are interested in visualizing how different choices affect their event's carbon footprint during the planning process.

Given an event planner selects alternative transportation modes and materials, When the user modifies these inputs, Then the system updates the projected carbon emissions in real-time based on the new selections, allowing for immediate comparison.

Event planners need to understand the breakdown of their event's carbon footprint to identify key areas for improvement.

Given a user has completed the Carbon Footprint Assessment for their event, When they view the detailed report, Then the system displays a breakdown of carbon emissions by category (transport, materials, etc.) and offers recommendations for reducing impact.

VenueConnect users want to access past assessments to track progress in reducing their events' carbon footprints over time.

Given a user accesses their account and navigates to the Carbon Footprint Assessment history, When they select a past event, Then the system retrieves and displays the historical carbon footprint data alongside any actions taken for reduction.

Event planners are required to share their carbon footprint assessment results with stakeholders to demonstrate commitment to sustainability.

Given an event planner has completed the Carbon Footprint Assessment, When they choose to generate a report, Then the system creates a downloadable PDF report that outlines the carbon emissions data and recommendations for stakeholders.

Users want to understand industry benchmarks for carbon footprints of similar events to gauge their event's sustainability effectiveness.

Given an event planner conducts a Carbon Footprint Assessment, When they request industry benchmark comparisons, Then the system provides a comparative analysis, showing how their event's carbon emissions stack up against similar events in the industry.

Sustainable Options Highlighting

"As an event planner, I want to see recommendations for sustainable options when planning my event so that I can make eco-friendly choices that contribute to reducing the environmental impact."

Description

The Sustainable Options Highlighting feature will recommend and showcase alternatives for venue products and services that are environmentally friendly. This includes green catering options, renewable energy sources for powering the venue, and zero-waste materials for event setups. The objective is to enable event planners to easily identify and select sustainable alternatives based on their needs. This requirement is designed to enhance user experience by facilitating the selection process for eco-friendly solutions, directly contributing to a greener event strategy.

Acceptance Criteria

User selects the Sustainable Options Highlighting feature while planning an event and views recommended eco-friendly alternatives for catering, energy, and materials.

Given a user is planning an event, when they access the Sustainable Options Highlighting feature, then they should see a list of at least three recommended sustainable alternatives for each category (catering, energy, materials).

User filters event services by sustainability preferences and expects to see only environmentally friendly options.

Given a user has specified sustainability preferences in filters, when they view the event service options, then only options that comply with these preferences should be displayed.

User interacts with the Sustainable Options Highlighting to gather detailed insights on environmental impact for selected options.

Given a user selects a sustainable option from the recommendations, when they request further details, then the system should provide a summary of the environmental benefits and carbon footprint reduction for that option.

User compares traditional options with sustainable alternatives and evaluates their impacts.

Given a user has selected traditional options for their event, when they choose to compare these with sustainable alternatives, then the platform should display a side-by-side comparison including cost, impact, and benefits for each alternative.

User saves preferred sustainable options for their ongoing event planning.

Given a user has selected several sustainable options, when they save their choices, then those options should be accessible in their saved items section for future reference and modifications.

User sends sustainable option recommendations to clients as part of the event proposal.

Given a user is preparing an event proposal, when they include sustainable options in their proposal, then the proposal should automatically highlight these selected options with detailed descriptions and benefits.

Interactive Impact Dashboard

"As an event planner, I want to view an interactive dashboard that displays the potential impacts of my sustainability choices so that I can track progress and make better decisions for future events."

Description

The Interactive Impact Dashboard feature will provide users with a visual representation of their event's potential environmental impacts and benefits of chosen sustainable decisions over time. This requirement emphasizes creating dynamic visualizations that highlight various metrics such as carbon emissions reduction and resource conservation potential. By enabling users to visualize and track their sustainability efforts, this dashboard will support ongoing engagement with environmentally responsible practices and enhance decision-making for future events.

Acceptance Criteria

User accesses the Interactive Impact Dashboard after planning an event and uploads data regarding their sustainable choices.

Given the user has successfully uploaded event data, when they access the dashboard, then they should see a visual representation of carbon emissions reduction metrics that correspond to their entries.

The user adjusts their sustainable choices on the Interactive Impact Dashboard and saves the changes.

Given the user modifies sustainable choices and clicks save, when they refresh the dashboard, then the visual representation should update to reflect the new carbon emissions reduction and resource conservation potential immediately.

An administrator reviews the Interactive Impact Dashboard to analyze overall impact trends across multiple events.

Given the administrator accesses the dashboard's overview section, when they select an event date range, then they should see aggregated data visualizations that accurately depict overall environmental impacts during that period.

A user consults the Interactive Impact Dashboard before finalizing an event to evaluate the sustainability of their choices.

Given the user is on the dashboard prior to event finalization, when they compare scenarios using the impact calculator, then they should see a side-by-side visual comparison of environmental impacts for each scenario clearly displayed.

The user shares their Interactive Impact Dashboard results with stakeholders via email directly from the dashboard.

Given the user clicks the share button on the dashboard, when they input the recipient's email address and send, then the recipient should receive an email containing a summary of the dashboard results and a link to view the dashboard.

A user revisits the Interactive Impact Dashboard after two weeks to track progress on their sustainability initiatives.

Given the user had previously logged their initial data, when they access the dashboard two weeks later, then they should view updated metrics that reflect any new entries and trends over that duration.

Feedback Mechanism for Sustainability

"As an event planner, I want to provide feedback on the sustainable options I used during my event so that I can contribute to improving future recommendations for event sustainability."

Description

The Feedback Mechanism for Sustainability feature will allow users to provide feedback on the sustainable options utilized during their events. This requirement aims to create a feedback loop, where planners can share the effectiveness and perceived value of the sustainable choices they made, which will be utilized to refine the recommendations offered by VenueConnect. Enhancing the user experience through collaborative improvements, this feature will foster a community of sustainability-minded event professionals and drive the evolution of green event planning practices.

Acceptance Criteria

Users can submit feedback on the sustainable options utilized during their events through the VenueConnect platform after their events conclude.

Given a user has completed an event with sustainable options, when they access the feedback mechanism, then they should see a form to submit their feedback on sustainability choices used during the event.

The feedback submission form includes specific questions about the sustainability options chosen and their perceived effectiveness.

Given the user is on the feedback submission form, when they see question prompts about each sustainable choice, then they should be able to select or input their responses to all questions provided.

Users receive feedback confirmation upon the successful submission of their feedback.

Given a user submits their feedback, when the submission is successful, then a confirmation message should be displayed, indicating their feedback has been received and logged.

The feedback mechanism collects and stores user feedback for analysis and future recommendations.

Given that feedback has been submitted, when the system processes the feedback, then it should store the feedback in the database for analytics and future recommendations.

Users can view previously submitted feedback for their events to track their sustainability contributions over time.

Given a user has previously submitted feedback, when they navigate to the feedback history section, then they should be able to view all their past feedback submissions with details on sustainability choices made.

The feedback mechanism provides data insights for VenueConnect to improve future sustainability recommendations.

Given that feedback data has been collected, when an admin accesses the analytics dashboard, then they should see insights derived from the feedback to refine future sustainability recommendations.

Users can edit their feedback submission within a certain time frame after the event.

Given a user has submitted feedback, when they access their submitted feedback within the allowed time frame, then they should have the option to edit their responses before finalizing them.

Sustainability Reporting Hub

An analytics dashboard that compiles sustainability data from past events, providing insights into performance trends and areas for improvement. This feature helps users track their progress over time and supports accountability in their commitment to sustainable practices.

Requirements

Data Compilation Mechanism

"As an event manager, I want the system to compile sustainability data from past events so that I can effectively track our progress toward sustainability goals and identify areas for improvement."

Description

This requirement focuses on developing a robust data compilation mechanism that gathers sustainability metrics from all events managed through VenueConnect. The mechanism should integrate seamlessly with the existing database, extracting, cleaning, and aggregating relevant data sources to ensure accuracy and comprehensiveness. By consolidating data, users benefit from a holistic view of their sustainability performance over time, identifying patterns and trends that underscore their commitment to sustainable practices. This integration supports the overall functionality of the Sustainability Reporting Hub by ensuring that data is readily available for analysis and reporting purposes, thereby empowering users to make informed decisions based on solid evidence.

Acceptance Criteria

User accesses the Sustainability Reporting Hub dashboard to view compiled sustainability metrics for the last three events.

Given the user has accessed the Sustainability Reporting Hub, when the user selects the last three events, then the dashboard displays accurate sustainability metrics, including waste management, resource usage, and emissions data from each event.

The data compilation mechanism processes sustainability data from various events held in the past year.

Given the events data stored in the VenueConnect database, when the data compilation mechanism is executed, then it should extract relevant sustainability metrics from at least 80% of all events and aggregate them without errors.

A user requests to generate a sustainability report from the compiled data for stakeholder briefings.

Given the sustainability metrics have been compiled, when the user generates a report, then the system should produce a downloadable PDF report containing all necessary metrics and insights formatted clearly and accurately.

User verifies the accuracy of aggregated data from the past events against source data.

Given the compiled sustainability data from the database, when the user cross-references it with the original event data files, then there should be a maximum discrepancy of 5% between the compiled metrics and the original data.

The data compilation mechanism runs on a scheduled basis to update metrics regularly.

Given the established schedule for the data compilation mechanism, when the scheduled time occurs, then the system should automatically run the data integration process and update the dashboard with the latest metrics without manual intervention.

A user encounters an error in data compilation and seeks help through the platform.

Given the user reports an issue with data compilation, when the error notification is triggered, then the system should log the error details and provide a user-friendly message with troubleshooting tips.

Admin reviews the overall sustainability performance trends over the past year.

Given all sustainability metrics are available in the Sustainability Reporting Hub, when the admin views the trends analysis, then the dashboard should graphically display changes in sustainability performance over time, highlighting significant improvements or declines.

Interactive Analytics Dashboard

"As a sustainability officer, I want an interactive dashboard to visualize sustainability data, so that I can easily analyze trends and communicate our progress to stakeholders and decision-makers."

Description

The requirement involves creating an interactive analytics dashboard that presents sustainability data visually, allowing users to easily interpret their performance metrics. This dashboard should include various data visualizations such as graphs, charts, and trends, enabling users to quickly grasp important insights without requiring deep analysis skills. It should allow for customization, where users can filter data based on specific time frames, types of events, or sustainability metrics. This feature enhances user engagement and accountability as they can visualize their efforts and impacts, ultimately fostering a deeper commitment to sustainable practices in their events.

Acceptance Criteria

User filters sustainability data by event type to analyze the environmental impact of different events they held over the past year.

Given a user is on the Interactive Analytics Dashboard, When they select a specific event type from the filter options, Then the dashboard updates to display only the sustainability metrics for that event type over the selected time frame.

An event manager views a trend chart that illustrates CO2 emission reductions across multiple events.

Given the user is on the Interactive Analytics Dashboard, When they select the 'CO2 Emissions' metric and view the trend chart, Then the chart displays CO2 emissions data for each event, color-coded by event type, for the past two years.

The user customizes the date range for viewing sustainability performance metrics.

Given a user is on the Interactive Analytics Dashboard, When they set a custom date range from January 2022 to December 2023, Then the dashboard updates all displayed metrics to reflect data only within the specified date range.

A user accesses the dashboard on a mobile device to check sustainability metrics.

Given the user opens the Interactive Analytics Dashboard on a mobile device, When the dashboard loads, Then it should be fully responsive, displaying all charts and graphs clearly and allowing for interaction just like on a desktop.

An event manager receives a summary report of sustainability metrics by email.

Given an event manager has completed a request for a sustainability report, When the report is generated, Then an email is sent that includes a summary PDF of the dashboard metrics with customizable date ranges and event types.

The user interacts with a pie chart to see detailed statistics for each segment.

Given a user is viewing a pie chart on the Interactive Analytics Dashboard, When the user clicks on a segment of the pie chart, Then a detailed pop-up appears showing the specific sustainability data that segment represents, including percentage and absolute values.

Automated Reporting Generation

"As an event coordinator, I want the system to automatically generate sustainability reports, so that I can save time and share insights with stakeholders without manual work."

Description

This requirement addresses the automation of report generation that synthesizes sustainability metrics into comprehensive reports for users. Users should have the ability to set parameters for these reports, such as frequency (monthly, quarterly, annually) and specific metrics of interest, with the system automatically compiling and generating these reports in a user-friendly format. This feature is crucial for maintaining accountability and transparency, enabling event managers to share insights with clients and stakeholders effortlessly. The automation reduces manual workload while ensuring timely delivery of important sustainability information, enhancing user satisfaction and operational efficiency.

Acceptance Criteria

User sets up an automated report for quarterly sustainability metrics focused on waste reduction initiatives.

Given that the user has selected the 'Waste Reduction' metric and set the reporting frequency to 'Quarterly', when the user saves the reporting parameters, then the system should successfully schedule the report generation for every three months.

User reviews the automatically generated sustainability report for the last quarter to share with stakeholders.

Given that the automated report for the last quarter is due, when the report is generated, then the user should be able to access and download the report in a PDF format without errors.

User requests a monthly report on energy consumption metrics with a specified target for reduction.

Given that the user has set the target for energy consumption reduction and selected 'Monthly' as the frequency, when the report is generated, then it should include a comparison against the target and historical data for context.

User wants to customize the content of their sustainability reports with specific KPIs.

Given that the user selects specific KPIs (e.g., water usage, carbon footprint) for their report, when the report is generated, then it should only include the selected KPIs and relevant data visualizations for those metrics.

User needs a notification system that alerts them when reports are generated and available.

Given that a report has been generated, when the report is ready, then the user should receive an email notification with a link to access the report within 24 hours of generation.

User tests the automation feature by generating a manual report to ensure functionality before going live.

Given that the user initiates a manual report generation, when the process starts, then the system should generate a report that adheres to the same format and content parameters as the automated reports.

User Feedback Mechanism

"As a user of the Sustainability Reporting Hub, I want to give feedback on the features and usability, so that I can help improve the tools to better meet our sustainability tracking needs."

Description

A user feedback mechanism is essential for continuously improving the Sustainability Reporting Hub. This requirement specifies creating a feature that allows users to provide feedback on the sustainability reporting tools and their usability directly through the platform. The feedback collected will help identify areas for enhancement and allow for the incorporation of user suggestions in future updates, ensuring that the product evolves in alignment with users' needs. This responsiveness to user feedback contributes to a better user experience and further embeds a culture of sustainability within the venue management community by valuing users' insights.

Acceptance Criteria

User submits feedback on the Sustainability Reporting Hub after generating a report.

Given the user is on the Sustainability Reporting Hub, When they click on the 'Submit Feedback' button, Then they are taken to a feedback form that captures their comments and satisfaction rating with the reporting tools.

User receives confirmation after submitting feedback on the Sustainability Reporting Hub.

Given the user has filled out and submitted the feedback form, When they submit their feedback, Then they should see a confirmation message stating 'Thank you for your feedback!' and their feedback stored in the database.

Users can view past feedback submitted on the Sustainability Reporting Hub.

Given the user is logged in and navigates to the feedback section, When they select 'View Past Feedback,' Then they should be able to see all past feedback submissions, including date, comments, and satisfaction ratings.

Users are notified of updates based on their feedback within the Sustainability Reporting Hub.

Given the user has submitted feedback about the Sustainability Reporting Hub, When updates are made based on that feedback, Then the user should receive an email notification summarizing what changes were made as a result of their input.

User feedback is aggregated for analysis on the Sustainability Reporting Hub.

Given that feedback has been collected over time, When the admin reviews the feedback analytics dashboard, Then they should see visualizations that summarize trends, satisfaction levels, and areas for improvement based on user input.

Integration with External Sustainability Standards

"As an event organizer, I want the platform to integrate with external sustainability standards, so that I can easily ensure compliance and demonstrate our commitment to sustainability to clients and partners."

Description

This requirement is focused on the ability to integrate with external sustainability standards and certifications relevant to venue management. The feature will allow users to benchmark their sustainability practices against recognized standards, automatically importing and correlating data necessary for compliance or certification applications. By providing this integration, VenueConnect enhances its value proposition, positioning itself as a comprehensive solution for venues aiming for sustainability and enabling users to showcase their commitment to sustainable event practices more effectively.

Acceptance Criteria

Integration with External Sustainability Standards enables users to connect and validate their sustainability practices through recognized frameworks during the planning stages of an event.

Given a user has access to the integration settings, when they connect to an external sustainability standard, then the system should successfully retrieve and display the relevant sustainability metrics for their venue.

Users are able to import sustainability data from external standards directly into VenueConnect and see a correlation to their event metrics.

Given the user selects a specific event, when they navigate to the sustainability dashboard, then the data from the connected sustainability standards should be displayed alongside the event metrics for comprehensive analysis.

Venue managers can generate reports that benchmark their sustainability practices against external standards to evaluate compliance and identify improvement areas.

Given a user wants to generate a sustainability report, when they select the desired external sustainability standard, then the report should accurately reflect their venue's performance compared to that standard, including any gaps or areas for improvement.

The system updates user dashboards with the latest sustainability compliance scores in real-time as data from external standards is received.

Given a user has connected their venue to an external sustainability standard, when new data is published by that standard, then the user's dashboard should automatically reflect the updated compliance score without requiring a manual refresh.

VenueConnect provides users with alerts when their sustainability practices fall short of external standards, allowing for immediate corrective actions.

Given a user has set thresholds for compliance alerts, when the system detects a shortfall in sustainability practices compared to an external standard, then an alert should be sent to the user notifying them of the potential issue.

Best Practices Repository

A library of guidelines, resources, and success stories focused on sustainable event planning. This feature serves as a knowledge base, offering users practical tips and innovative approaches to enhance the sustainability of their events while boosting their reputation among conscious clients.

Requirements

User Access Control

"As an event planner, I want to manage access permissions for my team so that only authorized users can edit or view sensitive information in the Best Practices Repository."

Description

The User Access Control requirement ensures that users can have their roles and permissions managed within the Best Practices Repository. The feature supports various access levels, allowing for customizable control over who can view, edit, or contribute to the content. It integrates seamlessly with existing user management protocols, facilitating secure and responsible access to resources. This requirement helps in maintaining data integrity and protecting sensitive materials, thereby enhancing user confidence and engagement with the platform.

Acceptance Criteria

User with Admin role grants access to a new user in the Best Practices Repository.

Given an admin user is logged in, when they navigate to the user management section and select a new user to grant access, then the new user should receive an email notification confirming their access and be able to log in to the Best Practices Repository with their assigned role.

Role permissions are tested for a user trying to edit content in the Best Practices Repository.

Given a user with only 'Viewer' role is logged in, when they attempt to edit content in the Best Practices Repository, then they should receive an error message indicating they do not have permission to edit.

User accesses Best Practices Repository content based on their assigned role.

Given a user with the 'Contributor' role is logged in, when they access the Best Practices Repository, then they should be able to view, edit, and contribute new content.

Change of user permissions is reflected in the system.

Given an Admin user has changed the role of an existing user from 'Contributor' to 'Viewer', when the user logs in again, then they should only have access to view content but not edit or add new content.

Audit log tracks user access changes.

Given the Admin user has modified user roles and permissions, when they view the audit log, then all changes including user IDs, old roles, new roles, and timestamps should be accurately recorded in the system.

User role conflicts are identified during access attempts.

Given a user with conflicting roles (e.g., both 'Viewer' and 'Editor'), when they attempt to access the repository, then the system should enforce the most restrictive permission and alert the user of the conflict.

Integration with existing user management protocols is verified.

Given the User Access Control requirement is implemented, when a new user is created in the main user management system, then they should automatically receive the correct permissions in the Best Practices Repository based on their role.

Search Functionality

"As an event coordinator, I want to quickly search for specific best practice guidelines so that I can efficiently locate the information I need for my upcoming event."

Description

Search Functionality will allow users to quickly find relevant content within the Best Practices Repository by entering keywords or phrases. This feature will include filters for date, category, and rating to help users pinpoint the most applicable materials. Implementing this requirement will enhance user experience by reducing time spent searching for information and increasing the likelihood of finding pertinent best practices, guidelines, and resources.

Acceptance Criteria

Users can access the Best Practices Repository and input keywords in the search bar to find related content.

Given a user is on the Best Practices Repository page, when they enter a keyword in the search bar and press 'Search', then relevant content related to that keyword should be displayed in a list format.

Users should be able to filter search results by date to find more recent or older best practices after a keyword search.

Given a user has performed a search using a keyword, when they select a filter for 'Date', then the displayed results should update immediately to reflect only those materials published within the selected date range.

Users should be able to filter search results by category to narrow down the best practices.

Given a user has entered a keyword and clicked on the 'Category' filter, when they select a specific category, then the results should display only those resources that belong to the selected category alongside the keyword match.

Users can filter search results by rating to find the highest-rated best practices more easily.

Given a user has performed a keyword search, when they apply a 'Rating' filter choosing '4 stars and above', then only the best practices with a rating of 4 stars or higher should be shown in the results.

The system should perform searches in real-time as the user inputs keywords into the search bar.

Given a user starts typing a keyword in the search bar, when they pause for 2 seconds, then the search results should auto-update, showing results that match any part of the entered keyword(s).

Users should see an error message if their search yields no results to provide clarification.

Given a user submits a search with a keyword that does not return any results, then an error message stating 'No results found for your search. Please try different keywords.' should be displayed prominently on the screen.

The search functionality should be accessible across all devices and screen sizes to accommodate different users.

Given a user accesses the Best Practices Repository from any device (desktop, tablet, mobile), when they perform a keyword search, then the search functionality should operate seamlessly without any interface issues and return the correct results.

Success Stories Showcase

"As a venue manager, I want to read success stories of other sustainable events so that I can gain insights and inspiration for implementing my own sustainable practices."

Description

The Success Stories Showcase requirement involves compiling a section within the Best Practices Repository where users can submit and view success stories of sustainable events. This feature will inspire users by highlighting real-life applications of sustainable practices and their outcomes. It promotes community engagement and knowledge sharing, enhancing the overall functionality of the platform by offering context to best practices and showcasing their impact.

Acceptance Criteria

User submits a success story about a sustainable event they organized through the platform.

Given the user is logged in, when they navigate to the Success Stories Showcase section and submit a form with valid details of their sustainable event, then the submission should be successfully saved and displayed in the showcase.

Users view a success story that highlights effective sustainable practices implemented in a past event.

Given a user is browsing the Success Stories Showcase, when they select a success story, then they should be directed to a detailed view of that story, including key metrics and outcomes of the sustainable practices applied.

Users provide feedback on the success stories to share their thoughts on the usefulness of the information.

Given the user is viewing a success story, when they select the feedback option and submit their remarks, then their feedback should be recorded and an acknowledgment message should be displayed to confirm the submission.

Users search for specific success stories using keywords related to sustainable practices.

Given the user is on the Success Stories Showcase page, when they enter specific keywords into the search bar, then the results should display only the success stories that contain the relevant keywords in their titles or descriptions.

Users share a success story on social media directly from the showcase.

Given the user is viewing a success story, when they click the share button, then a share dialog should appear allowing them to post the story to their selected social media platform with a pre-filled link and description.

The system updates a success story with additional outcomes or revisions submitted by the original author.

Given the original author of a success story is logged in, when they edit and submit updates to their story, then the updated story should replace the old version, and an update notification should appear for viewers of that story.

Integrated Feedback System

"As a user of the Best Practices Repository, I want to provide feedback on the resources I find so that I can help improve the content and support future users."

Description

The Integrated Feedback System allows users to give feedback on the resources and guidelines within the Best Practices Repository. This feature will facilitate continuous improvement of the content based on user experiences and expectations. It will also enable users to rate the effectiveness of the materials, leading to data-driven enhancements in the repository and ensuring that the content remains relevant and useful to the community.

Acceptance Criteria

User submission of feedback on a resource in the Best Practices Repository after attending a recent event where they implemented the guidelines provided.

Given a user accesses the Best Practices Repository, when they select a resource and submit feedback using the feedback form, then the feedback should be recorded and visible in the administration panel for analysis.

Users review and rate the effectiveness of a specific guideline in the Best Practices Repository after their event has concluded.

Given a user has completed an event using a guideline from the repository, when they rate the guideline from 1 to 5 stars and provide a comment, then the system should save their rating and display an updated average rating on the resource page.

An admin evaluates the feedback collected from users to determine if any resource requires updates or adjustments.

Given an admin accesses the feedback dashboard, when they filter the feedback by resource and analyze the comments and ratings, then they should be able to identify resources that require improvement based on user feedback trends.

A user wants to view the feedback left by others on a guideline before deciding to use it for their event planning.

Given a user browses the Best Practices Repository, when they select a specific guideline, then they should be able to view all feedback comments and average ratings provided by other users for that guideline easily.

Users wish to be notified about updates or changes to guidelines based on collective user feedback.

Given a user has rated or commented on a resource, when the repository is updated based on feedback, then the user should receive a notification via email informing them of the update and its details.

A first-time user is onboarding and wants to understand how to submit feedback effectively within the system.

Given a new user account is created, when the user accesses the Best Practices Repository, then they should see a walkthrough tutorial that explains how to submit feedback on resources and guidelines.

Resource Sharing Capabilities

"As a sustainability advocate, I want to share valuable resources from the Best Practices Repository with my colleagues so that we can collectively enhance our event planning strategies."

Description

Resource Sharing Capabilities will enable users to share relevant articles, tips, and guidelines from the Best Practices Repository with their peers through various channels, including email and social media. This feature enhances collaboration among users and promotes the uptake of sustainable practices beyond the immediate user base, ultimately benefiting the wider community and reinforcing the repository's goal of fostering sustainability in event planning.

Acceptance Criteria

User shares an article from the Best Practices Repository through email to a colleague planning a sustainable event.

Given the user is logged into VenueConnect, When the user selects an article and opts to share it via email, Then the system should send the selected article with a predefined message to the specified email address and notify the user of successful delivery.

User shares a guideline from the Best Practices Repository on social media platforms.

Given the user is viewing a guideline in the Best Practices Repository, When the user clicks the share button and selects a social media option, Then the selected guideline should be shared on the chosen social media platform with a customizable message and a link to the guideline.

User accesses the Best Practices Repository to find and share success stories related to sustainable event planning.

Given the user is in the Best Practices Repository, When the user searches for 'success stories' and selects one, Then the user should be able to share the selected story via email or social media with a summary that encourages others to read it.

User wants to track the impact of shared resources on social media engagement.

Given the user has shared guidelines from the Best Practices Repository on social media, When the user accesses the analytics dashboard, Then the user can see the number of shares, likes, and comments on their shared resources over a defined period.

User wishes to edit the message before sharing an article from the Best Practices Repository.

Given the user selects an article to share, When the user opts to share it via email or social media, Then a text box should appear allowing the user to edit the message before sending it, with a character limit displayed.

The user wants to ensure that the shared content links back to the Best Practices Repository.

Given the user shares a resource from the Best Practices Repository, When the recipient receives the shared message, Then the message should include a functional link that directs to the full resource in the Best Practices Repository.

User receives feedback on shared resources from colleagues.

Given the user has shared an article or guideline, When the recipients engage with the shared content, Then the user should receive notifications about comments or feedback from colleagues regarding their shared content.

Eco-Friendly Event Checklist

An interactive checklist that outlines actionable steps to enhance the sustainability of events, guiding users through best practices for waste reduction, energy efficiency, and resource management. This feature ensures users consider sustainability at every planning stage, leading to more successful and environmentally-friendly events.

Requirements

Interactive Eco-Friendly Checklist

"As an event planner, I want an interactive checklist for eco-friendly practices so that I can ensure my events are sustainable and adhere to best practices for environmental responsibility."

Description

The Interactive Eco-Friendly Checklist will provide users with a step-by-step guide to implementing sustainable practices for their events. This checklist will include customizable entries based on event type, size, and location, ensuring relevant guidance. Users will receive tips on reducing waste, optimizing energy use, and responsible resource management. The checklist will seamlessly integrate with other VenueConnect features, allowing users to access it while planning events, thus reinforcing sustainability as a core aspect of event management.

Acceptance Criteria

User needs to create an event using the Interactive Eco-Friendly Checklist to plan a corporate gathering. The user selects the event type, inputs the expected number of attendees, and chooses the event's location to receive tailored sustainability practices that match the specific requirements of the venue and type of gathering.

Given the user selects a corporate gathering as the event type, when the user inputs 100 attendees and selects 'Downtown Conference Center' as the location, then the Interactive Eco-Friendly Checklist should generate at least 10 relevant eco-friendly practices specific to corporate events.

A user is reviewing the Interactive Eco-Friendly Checklist after completing their event planning to ensure all sustainability practices have been considered. The checklist should allow the user to mark off completed tasks and provide feedback on each item regarding items they followed and suggestions for improvement.

Given the user has listed 'Recycling' and 'Energy-efficient lighting' in their checklist, when they mark both items as complete, then the system should store this information and provide a summary of the completed practices with the option to submit feedback.

An event planner needs to use the Interactive Eco-Friendly Checklist during the planning stages of a large wedding with over 200 guests. The planner will assess the checklist's functionality and relevance in real-time when making decisions about vendors and materials based on the sustainability practices outlined.

Given the user is planning a wedding for 250 guests, when the user consults the checklist, then they should receive at least 12 actionable suggestions that are relevant to a wedding of that size, including recommendations for sustainable catering and decorations.

A venue manager is conducting a training session for staff members to familiarize them with the Interactive Eco-Friendly Checklist integrated into VenueConnect. During the session, staff are to demonstrate how the checklist adapts based on user inputs for different event types.

Given the session is in progress, when staff demonstrate generating the checklist for a non-profit fundraiser, then it should adapt to show at least 8 specific eco-friendly strategies unique to non-profit events, highlighting how user input influences the checklist content.

The system should collect data from users about the effectiveness of the checklist over time, helping VenueConnect to refine its suggestions and improve the quality of guidance offered in the Interactive Eco-Friendly Checklist.

Given that multiple users have used the checklist for various events, when they submit feedback about their experience, then the system should compile this feedback to produce a report detailing overall satisfaction ratings and common suggestions for improvement.

A user wants to access the Interactive Eco-Friendly Checklist on a mobile device while assessing potential event locations. The checklist should be fully responsive and usable on smaller screens to facilitate easy access to sustainable practices on-the-go.

Given the user has opened the checklist on a mobile device, when they navigate through the checklist, then all interactive elements should function correctly, and the checklist should display in a user-friendly format without any loss of functionality.

Sustainability Resource Library

"As a sustainability-conscious event organizer, I want access to a resource library about eco-friendly practices so that I can learn and apply effective strategies to my event planning."

Description

The Sustainability Resource Library will serve as a comprehensive hub of information, offering users access to articles, templates, and guidelines on eco-friendly event planning. This library will include best practices, case studies, and links to reputable sustainability organizations. It will allow users to dig deeper into specific topics of interest and provide tools to educate clients about sustainability options available for their events. The library will be integrated within the VenueConnect platform for ease of use.

Acceptance Criteria

User navigates to the Sustainability Resource Library to find information on eco-friendly event planning guidelines.

Given the user accesses the Sustainability Resource Library, when they search for 'waste reduction', then they should receive a list of relevant articles and templates on waste reduction.

Event planners want to educate clients about sustainability options available for their events using the resources in the library.

Given an event planner selects a case study from the library, when they view the case study, then it should include actionable insights and success metrics from the event.

Users are browsing the Sustainability Resource Library on a mobile device while planning an event.

Given the user accesses the library from a mobile device, when they open an article, then the content should be fully responsive and formatted for mobile viewing without loss of readability.

Users need to download templates from the Sustainability Resource Library for their event planning.

Given the user selects a template to download, when they click the download button, then the file should download successfully in an accessible format (PDF, DOCX).

Users are seeking up-to-date information on eco-friendly event planning practices and guidelines.

Given the user is in the Sustainability Resource Library, when they view the article on best practices, then the publication date should be visible and indicate it was updated within the last 12 months.

Users want to filter content in the Sustainability Resource Library according to specific sustainability topics.

Given the user applies filters for specific topics, when they click apply, then the displayed resources should only include content related to the selected topics.

Sustainability Impact Metrics Tracker

"As an event coordinator, I want to track the sustainability metrics of my events so that I can assess our environmental impact and improve our practices over time."

Description

The Sustainability Impact Metrics Tracker will enable users to measure the ecological impact of their events. This tool will track metrics such as waste generated, carbon footprint, and resource utilization. By providing visualizations and analytics, it will help users gauge their sustainability efforts and make informed decisions for future events. The tracker will enable exporting reports for stakeholders, ensuring accountability and transparency in sustainability practices adopted for events.

Acceptance Criteria

User navigates to the Sustainability Impact Metrics Tracker after creating an event and inputs waste generated, carbon footprint, and resource utilization metrics for their event.

Given a user is logged in, when they access the Sustainability Impact Metrics Tracker, then they should be able to input metrics for waste generated, carbon footprint, and resource utilization without errors.

User views the visualizations for their event's ecological impact metrics in the Sustainability Impact Metrics Tracker.

Given a user has input their event metrics, when they view the Sustainability Impact Metrics Tracker, then the application should display visual charts representing waste generated, carbon footprint, and resource utilization clearly and accurately.

User exports the sustainability report from the Sustainability Impact Metrics Tracker for stakeholders.

Given a user has completed inputting their event's sustainability metrics, when they click on the export report button, then the system should generate a downloadable report in PDF format including all entered metrics and visualizations.

User compares the sustainability metrics of their previous events to evaluate improvements.

Given a user has access to multiple event records, when they view the historical sustainability metrics in the tracker, then they should be able to effectively compare waste generated, carbon footprint, and resource utilization across events through a side-by-side analysis.

User shares the sustainability report link with stakeholders via email.

Given a user has generated a sustainability report, when they select the email sharing option, then the system should successfully send the report link to the specified stakeholders' email addresses without delivery errors.

Vendor Sustainability Ratings

"As an event planner, I want to see ratings for vendors based on their sustainability practices so that I can make better choices that align with my eco-friendly event goals."

Description

Vendor Sustainability Ratings will allow users to access information about suppliers and vendors based on their sustainability practices. This feature will include ratings, reviews, and certifications that inform users about the ecological impact of their partnerships. Users can filter vendors by sustainability criteria, making it easier to select responsible options for their events. This feature will enhance user confidence when sourcing eco-friendly materials and services.

Acceptance Criteria

Vendor Sustainability Ratings Display

Given that a user is on the Vendor Sustainability Ratings page, when they search for a vendor, then they should see a list of vendors along with their sustainability ratings, reviews, and certifications displayed clearly.

Filter by Sustainability Criteria

Given that a user is on the Vendor Sustainability Ratings page, when they select a specific sustainability criteria filter, then the vendor list should refresh to show only vendors that meet the selected criteria.

Accessing Detailed Vendor Information

Given that a user clicks on a specific vendor from the Vendor Sustainability Ratings list, when they are redirected to the vendor's profile page, then they should see comprehensive information including ratings, reviews, and certifications.

Rating Submission for Vendors

Given that a user is viewing a vendor's profile, when they submit a new rating or review, then the system should validate the input and display a confirmation message if the submission is successful.

Integration with Eco-Friendly Event Checklist

Given that the Vendor Sustainability Ratings feature is being utilized, when a user accesses the Eco-Friendly Event Checklist, then they should see suggested vendors based on their sustainability ratings integrated into the checklist.

User Feedback on Vendor Ratings

Given that a vendor has been rated by users, when the average rating is calculated, then the system should correctly reflect the updated average rating in real-time on the vendor's profile.

Mobile Accessibility of Vendor Ratings

Given that a user accesses the Vendor Sustainability Ratings page on a mobile device, when they navigate the page, then the layout should be responsive and all information should be easily accessible.

Eco-Friendly Budgeting Tool

"As a budget-conscious organizer, I want a budgeting tool that highlights eco-friendly options so that I can manage costs without compromising sustainability."

Description

The Eco-Friendly Budgeting Tool will assist users in planning their event costs while considering sustainable options. The tool will provide budgeting templates that suggest eco-friendly materials and resources, alongside their average costs. This will guide users in making financially responsible decisions that also support sustainability goals. The tool will integrate with the booking module, ensuring a cohesive planning experience.

Acceptance Criteria

User integrates the Eco-Friendly Budgeting Tool into their event planning process to calculate costs associated with sustainable materials and resources for their upcoming event.

Given the Eco-Friendly Budgeting Tool is integrated, When the user inputs their event details, Then the tool provides a list of suggested eco-friendly materials with average costs and potential savings compared to traditional options.

After selecting eco-friendly materials, the user wants to save the budget draft for future reference and adjustments before finalizing their event plans.

Given the user selects eco-friendly materials, When they choose to save the budget draft, Then the system successfully saves the budget outline and can be retrieved for future editing or review.

The user aims to share their sustainable budgeting plan with other stakeholders involved in the event planning for collaborative input.

Given the user has created a budgeting plan, When the user selects the 'Share' option, Then the system allows sharing via email or a link with designated stakeholders.

The user wishes to compare their eco-friendly budgeting tool suggestions against a traditional budgeting method to evaluate cost-effectiveness.

Given the user has both eco-friendly and traditional budgeting options loaded, When the user initiates a comparison, Then the system generates a side-by-side comparison of costs and resources, indicating total potential savings.

The user needs to validate the accuracy of the costs suggested by the Eco-Friendly Budgeting Tool against real market data for the selected materials.

Given the user has entered their materials into the tool, When the user requests a market data validation, Then the system retrieves current market prices and provides a percentage variance from the tool's suggestions.

User plans an event using the Eco-Friendly Budgeting Tool and wants to ensure it aligns with sustainability certification standards for event planning.

Given the user inputs their selected budget items, When the user requests a sustainability certification check, Then the tool evaluates the selected materials against established eco-friendly standards and provides feedback on certification alignment.

User Feedback Mechanism for Sustainability Features

"As a user of VenueConnect, I want to provide feedback on eco-friendly features so that my input can help improve sustainability offerings in the platform."

Description

The User Feedback Mechanism will collect user insights and experiences regarding the eco-friendly features provided within VenueConnect. This feedback will be invaluable in refining existing tools, developing new resources, and enhancing user satisfaction. The mechanism will include surveys and ratings for sustainability features, aiding in ongoing product improvements and ensuring that user needs are met effectively.

Acceptance Criteria

User submits feedback on eco-friendly features after completing an event using VenueConnect.

Given the user has successfully hosted an event and accessed the feedback mechanism, when they submit their feedback, then their response should be recorded and acknowledged via a confirmation message.

User accesses the sustainability features checklist within VenueConnect to evaluate their event planning effectiveness.

Given the user has accessed the Eco-Friendly Event Checklist, when they have completed all checklist items, then a summary report of their sustainability score should be generated and displayed.

Admin reviews aggregation of user feedback for eco-friendly features in the VenueConnect dashboard.

Given the admin is logged into the VenueConnect dashboard, when they navigate to the user feedback section, then they should see an overview of feedback trends and an average rating for each eco-friendly feature.

User receives a follow-up survey via email to share additional insights on eco-friendly features after event completion.

Given the user has hosted an event within the last week, when they receive the follow-up survey email, then the email should contain a link that directly leads to the survey, and the survey should be accessible for submission.

User rates the eco-friendly features on a scale of 1 to 5 after using them during the event planning process.

Given the user is on the feedback page, when they select a rating and submit it, then their rating should be saved, and the page should display a message confirming submission.

User interacts with tooltips explaining the benefits of eco-friendly features while using the checklist.

Given the user is viewing the Eco-Friendly Event Checklist, when they hover over any tooltip, then the detailed explanation of that feature should be displayed without disrupting the checklist usability.

Client Sustainability Dashboard

A dedicated interface for clients to view and assess the sustainability of their event plans, including real-time updates on eco-friendly practices being implemented. This feature enhances client transparency and engagement, empowering them to make decisions that align with their values.

Requirements

Real-time Sustainability Metrics

"As an event planner, I want to view real-time sustainability metrics for my event so that I can make informed decisions that align with my commitment to eco-friendly practices."

Description

This requirement focuses on providing real-time data and visualizations of the sustainability metrics for each event plan. Users will be able to see live updates on eco-friendly practices being implemented, including factors such as waste management, energy consumption, and resource usage. This functionality is critical as it enhances decision-making and accountability, allowing clients to assess their event's impact on the environment in real-time, thus fostering transparency and encouraging more sustainable choices. This integration will involve data gathering from various operational aspects and presenting it in an easy-to-understand format on the dashboard.

Acceptance Criteria

User accesses the Client Sustainability Dashboard to monitor real-time sustainability metrics during the event planning process.

Given the user is logged into the VenueConnect platform, when they navigate to the Client Sustainability Dashboard, then they should see live updates of sustainability metrics displayed in an easy-to-understand format, including sections for waste management, energy consumption, and resource usage.

The user interacts with the sustainability metrics to filter information based on specific eco-friendly practices implemented for their event.

Given the user is viewing the sustainability metrics on the dashboard, when they apply a filter for a specific eco-friendly practice (e.g., waste management), then the displayed metrics should update in real-time to reflect only the data relevant to that practice.

Users receive notifications and alerts for significant changes in sustainability metrics while planning their event.

Given the user has enabled notifications for the sustainability metrics, when a significant change occurs in any metric, then the user should receive an alert indicating the specific change and its potential impact on the event's sustainability.

Clients want to compare sustainability metrics from different event plans to make informed decisions.

Given the client is on the sustainability dashboard, when they select multiple event plans for comparison, then they should see a side-by-side comparison of key sustainability metrics that allows for an easy assessment of each plan's sustainability performance.

The user needs to generate a report of sustainability metrics for stakeholder review after the event is complete.

Given the user is on the sustainability dashboard, when they request to generate a report, then a comprehensive report including all sustainability metrics gathered during the event should be generated and available for download in a user-friendly format.

Users seek guidance on improving their sustainability practices based on the metrics displayed.

Given the client is viewing the sustainability metrics, when they select the help or guide option, then they should receive personalized suggestions and resources on how to enhance their sustainability practices based on their current metrics.

Customizable Sustainability Goals

"As an event coordinator, I want to set customizable sustainability goals for my event so that I can align my plans with my organization’s environmental objectives and track my progress toward these goals."

Description

This requirement allows clients to set and customize specific sustainability goals for their events within the dashboard. Users will have the ability to define their targets related to waste reduction, carbon footprint, and other environmentally friendly objectives. This feature enhances user engagement by allowing clients to create actionable steps that resonate with their values while easily tracking their progress. By integrating a customizable framework, we empower users to take ownership of their sustainability journey, fostering a culture of responsibility and participation.

Acceptance Criteria

Clients can access the Customizable Sustainability Goals feature from the Client Sustainability Dashboard after logging in successfully.

Given the client is logged into the VenueConnect platform, when they navigate to the Client Sustainability Dashboard, then they should see the option to set Customizable Sustainability Goals.

Clients can set specific sustainability goals related to waste reduction and carbon footprint in the Customizable Sustainability Goals feature.

Given the client is on the Customizable Sustainability Goals page, when they input values for waste reduction and carbon footprint targets and save these goals, then the goals should be successfully saved and reflect on their dashboard.

Clients can track their progress towards their sustainability goals in real time.

Given the client has set sustainability goals, when they access the Client Sustainability Dashboard, then they should see a progress bar or indicator showing their current status in relation to their defined goals.

Clients can modify their existing sustainability goals at any time.

Given the client is viewing their set sustainability goals, when they select a goal to edit and change its parameters, then the updated goal should be saved and reflected in their dashboard immediately.

Clients receive notifications for approaching deadlines related to their sustainability goals.

Given the client has set sustainability goals with specific deadlines, when the deadline is within one week, then the client should receive a notification alerting them of the upcoming deadline.

Clients can delete unwanted sustainability goals that they no longer wish to pursue.

Given the client is viewing their sustainability goals, when they select a goal to delete and confirm the deletion, then the goal should be removed from their dashboard and database overview.

Clients can view a summary of their sustainable practices implemented in their events.

Given the client has accessed the Client Sustainability Dashboard, when they view their event overview, then they should see a summarized report of all eco-friendly practices associated with their events.

Benchmarking Against Industry Standards

"As a venue manager, I want to benchmark my event's sustainability metrics against industry standards so that I can identify areas for improvement and strive for excellence in sustainable practices."

Description

This requirement entails providing clients with comparative analytics against industry standards for sustainable event management. The dashboard will showcase how the client's event sustainability metrics stack up against average benchmarks in the industry, thereby identifying areas for improvement and best practices. This feature is essential for driving continuous improvement and motivating clients towards higher sustainability performance. Implementation will involve collecting and analyzing industry-wide sustainability data, which can serve as a yardstick for evaluating the client's own practices.

Acceptance Criteria

Client accesses the Client Sustainability Dashboard to view their event's sustainability performance at a mid-way point before the event.

Given the client is logged into the Client Sustainability Dashboard, when they navigate to the 'Benchmarking' section, then they should see a comparative analysis of their event's sustainability metrics against industry standards, including clear visual charts and graphs.

A client reviews their sustainability score on the dashboard after implementing several eco-friendly practices.

Given the client has implemented at least three new eco-friendly practices, when they refresh their Client Sustainability Dashboard, then their sustainability score should reflect the updates and show improvements compared to their previous score.

Following an industry conference, a client wishes to understand how their sustainability efforts measure up against industry standards presented during the event.

Given the client has access to industry-wide sustainability data, when they select the 'Compare Against Industry' option, then they should be able to view a detailed report highlighting areas where they meet or fall short of the industry benchmarks.

The dashboard automatically aggregates and presents data from multiple events for a client over the past year.

Given the client accesses their historical data, when they view the 'Yearly Sustainability Overview', then they should see a comprehensive summary including trends, improvements, and comparisons with industry standards for the entire year.

A client encounters discrepancies in their sustainability metrics and reaches out for clarification.

Given the client has visualized their sustainability metrics on the dashboard, when they click on any metric that seems incorrect, then they should be able to access a detailed explanation and source of that metric, including how it compares to the industry standards.

Upon launching a new event, clients are notified of best practices aligned with sustainability metrics identified in their dashboard.

Given the client is preparing for a new event, when they access the 'Recommendations for Improvement' section, then they should receive tailored suggestions based on their past performance compared to industry practices.

Automated Reporting Tools

"As a client, I want to receive automated sustainability reports after my event so that I can understand the impact of my sustainability initiatives and communicate this to my stakeholders."

Description

This requirement focuses on developing automated reporting functionalities that deliver detailed sustainability reports to clients after an event concludes. Clients will receive comprehensive insights into their event’s sustainability performance, including achievements and areas for future focus. This automation not only saves time but also enables clients to share these reports with stakeholders, enhancing accountability. This feature encourages clients to reflect on their sustainability efforts and create a framework for ongoing enhancement in future events.

Acceptance Criteria

Automated generation of sustainability reports after the event conclusion for clients to review.

Given the event has concluded, When the automated reporting tool is triggered, Then a detailed sustainability report should be generated and sent to the client's email within 24 hours.

Clients can access their sustainability reports through the VenueConnect platform after receiving them.

Given a client has received a sustainability report, When they log into their VenueConnect account, Then they should see an option to view/download their report in the Client Sustainability Dashboard.

The sustainability report must include data on carbon footprint reduction measures implemented during the event.

Given the report generation is complete, When the report is reviewed, Then it must contain sections detailing carbon footprint reduction measures with quantifiable data.

Clients can share their sustainability reports easily with stakeholders directly from the Client Sustainability Dashboard.

Given the client is viewing their sustainability report, When they click the 'Share' button, Then a modal should appear allowing them to enter email addresses or generate a shareable link.

The automated reports should highlight areas of excellence and potential improvements regarding sustainability.

Given the report has been generated, When the client reviews the report, Then they should find a section that summarizes areas of excellence and another section that identifies opportunities for improvement.

Clients receive a notification when their sustainability report is ready to view.

Given the report has been generated, When the client’s notification preferences are set, Then they should receive an email and/or an in-app notification indicating their report is available.

Reports must comply with industry standards for sustainability metrics and reporting.

Given the report generation process is initiated, When the report is completed, Then it should align with recognized sustainability standards (e.g., GRI, ISO) as verified by a compliance check.

Interactive Feedback Mechanism

"As an event organizer, I want to collect participant feedback on our sustainability initiatives so that I can improve our practices and better meet the expectations of our attendees."

Description

This requirement involves implementing an interactive feedback mechanism that allows clients to collect participant feedback on sustainability practices implemented during the events. Users can create surveys or feedback forms directly via the dashboard to gather insights from attendees regarding their perceptions of the sustainability efforts. This feature enriches data collection and enhances client decision-making for future events in terms of what sustainability practices resonate with attendees. The integration of feedback loops into sustainability planning is key for continuous improvement and adaptation.

Acceptance Criteria

Clients can create customized feedback surveys from the Client Sustainability Dashboard before an event starts.

Given the client is logged into the Client Sustainability Dashboard, when they navigate to the feedback mechanism, then they should have the option to create and customize surveys with at least three types of questions (multiple choice, open-ended, rating scale).

Participants can seamlessly access and respond to feedback surveys on sustainability practices via mobile devices during or after the event.

Given a participant receives a survey link, when they click the link on their mobile device, then they should be directed to a user-friendly survey interface that loads within 3 seconds and allows submission without technical issues.

Clients can view and analyze aggregated survey results within the Client Sustainability Dashboard after the event.

Given the event has concluded and feedback has been collected, when the client accesses the analytics section of the dashboard, then they should see a report that includes average ratings, top comments, and insights on sustainability practices within 24 hours of event completion.

Clients can send reminders to participants who have not completed the feedback survey.

Given a client has created a feedback survey, when they initiate the reminder process through the dashboard, then the system should send a reminder email to all participants who have not completed the survey within 2 hours of the request.

The feedback mechanism complies with data privacy regulations and ensures participant anonymity.

Given a participant submits feedback, when the feedback is stored, then it should be anonymized and not linked to any personal identifiers in compliance with GDPR regulations.

Clients can edit feedback survey questions after initial creation but before the event starts.

Given a client has created a feedback survey, when they access the edit function before the event, then they should be able to modify, add, or remove questions without losing previously saved answers.

Support resources are available for clients to assist them in utilizing the feedback mechanism effectively.

Given a client seeks help with the feedback mechanism, when they access the help center, then they should find comprehensive guides, FAQs, and the option for live chat support during business hours.

Sustainability Resources Library

"As an event planner, I want to access a sustainability resources library so that I can learn best practices and innovative strategies for improving the eco-friendliness of my events."

Description

This requirement establishes a sustainability resources library within the dashboard that provides clients access to best practices, case studies, and guides on sustainable event planning. Users will be able to access a wealth of information that can help inform their decision-making and inspire innovative approaches to sustainability. This feature positions VenueConnect as a thought leader in sustainable event management and empowers clients with the knowledge they need to implement eco-friendly practices successfully. The library will be curated and continuously updated with the latest sustainability trends and strategies.

Acceptance Criteria

Accessing the Sustainability Resources Library from the Client Sustainability Dashboard

Given a client is logged into the VenueConnect platform, when they navigate to the Sustainability Dashboard and click on the Sustainability Resources Library, then the library should open displaying a list of available resources organized by category.

Searching for specific sustainability resources within the library

Given a client is on the Sustainability Resources Library page, when they use the search bar to enter a keyword related to sustainability practices, then they should see a filtered list of resources that match the keyword entered.

Viewing resource details in the Sustainability Resources Library

Given a client has selected a resource from the Sustainability Resources Library, when they click on it, then they should be taken to a details page that provides comprehensive information about that resource, including its content and key takeaways.

Accessing case studies within the Sustainability Resources Library

Given a client is viewing the Sustainability Resources Library, when they click on the 'Case Studies' category, then they should be able to see a list of case studies that showcases successful sustainable event practices.

Updating content in the Sustainability Resources Library

Given an admin user has logged into the VenueConnect platform, when they add new resources or update existing ones in the Sustainability Resources Library, then the changes should be reflected in the library within 5 minutes.

Receiving updates on new sustainability trends in the library

Given a client is subscribed to notifications for the Sustainability Resources Library, when new resources are added or updates are made, then the client should receive an email notification informing them of the changes.

Behavioral Trend Analyzer

This feature leverages AI to track and analyze customer behaviors over time, identifying trends and patterns in preferences and interactions. By understanding what drives client engagement, event coordinators can tailor their planning strategies more effectively, leading to increased client satisfaction and streamlined event offerings.

Requirements

User Behavior Tracking

"As an event coordinator, I want to understand how my clients interact with the platform so that I can tailor my services to better meet their needs and preferences."

Description

The User Behavior Tracking requirement involves the implementation of mechanisms to collect and log data on individual customer interactions with the VenueConnect platform. This includes tracking clicks, navigation patterns, and session durations to provide a comprehensive picture of user engagement. The collected data will be analyzed using AI algorithms to identify prevalent patterns and preferences, enabling venue managers to tailor their offerings and services. By leveraging this data, VenueConnect can enhance user experience, improve service customization, and ultimately lead to better client satisfaction and retention rates.

Acceptance Criteria

User Behavior Tracking on VenueConnect for Event Coordination.

Given a user has logged into VenueConnect and navigates through various features, when the user clicks on a feature, then the system must log the click event along with the timestamp and the specific feature accessed.

Data Collection for User Interactions in VenueConnect.

Given a user interacts with the VenueConnect platform, when the user performs actions such as clicking, scrolling, or navigating, then all interactions must be tracked and stored in the database for further analysis.

Analysis of Tracking Data with AI Algorithms.

Given the collected user interaction data, when the Behavioral Trend Analyzer processes this data, then it must identify at least three behavioral trends and patterns within a defined reporting period (e.g., the last 30 days).

Reporting User Engagement Metrics to Venue Managers.

Given that the AI has processed the user interaction data, when a venue manager accesses the reporting dashboard, then they must be able to view aggregated data including session duration, click-through rates, and frequently accessed features.

Customization of Event Offerings Based on User Behavior Insights.

Given the analysis of behavioral trends, when an event manager reviews the insights, then they must be able to modify at least two event offerings or services based on the identified preferences before planning an upcoming event.

Real-time Monitoring of User Engagement Patterns.

Given the User Behavior Tracking is live on VenueConnect, when a user clicks on the dashboard to view real-time data, then they must see updates on user engagement metrics with less than a 5-minute delay.

User Privacy and Data Compliance in Behavior Tracking.

Given the implementation of user behavior tracking, when a user opts out of tracking via their settings, then all tracking should be disabled for that user, and their historical data must be anonymized within 24 hours.

Trend Analytics Dashboard

"As an event planner, I want to view trends in customer behavior through a visual dashboard so that I can make data-driven decisions regarding my event strategies and offerings."

Description

The Trend Analytics Dashboard requirement focuses on the creation of a dedicated dashboard within the VenueConnect platform that visualizes the insights derived from user behavior data. This dashboard will provide event coordinators with user-friendly charts and graphs highlighting trends over time, including metrics such as peak booking times, popular event types, and client engagement rates. By offering a clear visual representation of data, this feature will empower users to make informed strategic decisions about their event offerings and marketing approaches, enhancing overall client engagement and satisfaction.

Acceptance Criteria

User accesses the Trend Analytics Dashboard to view customer behavior data at the start of a new event planning cycle.

Given that users have logged in and navigated to the Trend Analytics Dashboard, when they select a specific date range, then they should see updated charts and graphs reflecting the user behavior data for that period.

Event coordinator examines the dashboard to analyze client engagement rates for past events.

Given that the Trend Analytics Dashboard is displayed, when the event coordinator hovers over the engagement rate graph, then detailed tooltips should provide insights about specific client interactions and feedback.

User sets criteria for identifying peak booking times using the dashboard.

Given that the event coordinator is on the Trend Analytics Dashboard, when they apply filters for event types and date ranges, then the dashboard should dynamically update to show peak booking times as a highlight on the corresponding graphs.

Event professionals want to export user data visualizations from the dashboard for presentation purposes.

Given that the Trend Analytics Dashboard is fully loaded with data, when the user clicks the 'Export' button, then a downloadable report containing all visualizations and data in a PDF format should be generated and sent to their email.

User reviews the dashboard for insights on popular event types to plan future offerings.

Given that the Trend Analytics Dashboard is open, when the user looks at the popular event types chart, then it should clearly show the top three event types based on past booking data, with percentage engagement information displayed.

Event coordinator tests the functionality of the analytics dashboard on various devices to ensure responsiveness.

Given that the Trend Analytics Dashboard is loaded, when the event coordinator accesses it on mobile, tablet, and desktop devices, then the layout and visualizations should adapt seamlessly and remain fully functional across all devices.

Personalization Engine

"As a client, I want to receive personalized recommendations for events based on my previous interactions so that I can discover offerings that match my interests and preferences conveniently."

Description

The Personalization Engine requirement is intended to implement a system that utilizes the insights gained from user behavior analysis to deliver personalized content and recommendations to clients. This could include suggesting relevant events, sending targeted communications, and customizing event reminders based on individual preferences and past behaviors. By automating this level of personalization, VenueConnect can significantly improve user experience, ensuring that clients feel valued and understood, which in turn can increase engagement and loyalty.

Acceptance Criteria

Client logs into VenueConnect and accesses the event planning dashboard, looking for personalized event suggestions based on their past attendance and preferences.

Given the client has a history of attending events related to 'food festivals', When they access the event planning dashboard, Then they should see a list of upcoming food festival events tailored to their preferences.

A client receives an automated communication about an upcoming event that is specifically tailored to their interests based on previous interactions with VenueConnect.

Given the client has shown interest in 'live music' events, When an event related to live music is created, Then the client should receive an email notification with event details and a personalized message.

Event coordinators are reviewing the analytics of client interactions to adjust their event offerings based on behavioral trends identified from the Personalization Engine.

Given the analytics dashboard displays behavioral trends, When an event coordinator reviews this data, Then they can see insights such as the top 5 client interests and corresponding event suggestions that match these interests.

Clients receive targeted event reminders via the platform and email, ensuring they have the necessary information ahead of the event.

Given a client has registered for an event, When the event date approaches, Then the client should receive an automated reminder 3 days and 1 day before the event via both the platform and email.

A venue manager wants to customize the experience for a high-profile client based on their unique preferences and past experiences.

Given a high-profile client has specific requests noted in their profile, When the venue manager creates a new event for this client, Then the Personalization Engine should automatically populate the event details to align with the client's preferences like seating arrangements and catering options.

Clients log into VenueConnect and want to adjust their personalization settings to receive different types of recommendations.

Given a client is on the personalization settings page, When they update their preferences to receive suggestions for 'networking events' rather than 'workshops', Then the changes should be saved, and their event recommendations should reflect this update immediately.

Feedback Loop Integration

"As an event coordinator, I want to gather feedback from my clients after events so that I can understand their experiences and improve future offerings based on their input."

Description

The Feedback Loop Integration requirement aims to create a mechanism for collecting client feedback on their experiences and interactions with the platform and events. This feature will include configurable feedback forms and satisfaction surveys that can be triggered after interactions. The collected feedback will feed back into the behavioral trend analysis, enhancing the understanding of client needs, expectations, and satisfaction levels, thereby enabling continuous improvement of the platform and services.

Acceptance Criteria

Client submits feedback after event execution via the feedback loop.

Given a client has completed an event, when they receive the feedback form, then they should be able to submit their feedback successfully without errors.

System triggers satisfaction survey automatically after client interaction with the platform.

Given a client interacts with the platform, when the interaction is completed, then a satisfaction survey should be sent to the client's email address within 5 minutes.

Feedback data is analyzed and reported in the behavioral trend analysis.

Given feedback has been collected from at least 50 clients, when the behavioral trend analysis is run, then the system should accurately reflect trends in client satisfaction levels for the last quarter.

Admins can customize feedback forms for different events.

Given an admin is logged into the platform, when they select an event from the management dashboard, then they should be able to add or modify feedback questions specific to that event.

Clients can view past feedback submissions and results.

Given a client accesses their feedback history section in the platform, when they click on past submissions, then they should see a comprehensive report of their submitted feedback and attached results.

Feedback leads to actionable insights for event coordinators.

Given the feedback has been collected and analyzed, when the event coordinator reviews the analytics report, then they should see at least 3 specific recommendations for enhancing future events based on client feedback.

Automated Reporting System

"As an event manager, I want to receive automated reports of user behavior trends so that I can stay updated on client engagement and quickly make necessary adjustments to my events."

Description

The Automated Reporting System requirement focuses on providing users with periodic, automated reports derived from the behavioral trend analysis. These reports will summarize important metrics and insights related to client engagement and trends, delivered either via email or accessible through the dashboard. By providing actionable insights regularly, event coordinators can stay informed and proactively adjust their strategies to enhance client experience and satisfaction.

Acceptance Criteria

Automated report generation for monthly client engagement metrics.

Given the Automated Reporting System is configured for monthly reports, when the reporting period concludes, then an email containing the summary report should be sent to all specified recipients, and the report should also be accessible on the dashboard.

Real-time dashboard updates for engagement trends.

Given a user is on the dashboard, when they trigger a refresh, then the Automated Reporting System should pull the latest data and display updated engagement trends without any delay.

Customization of reporting frequency by users.

Given a user has access to the Automated Reporting System settings, when they select a new reporting frequency (daily, weekly, or monthly), then the system should save these settings and reflect the new frequency in subsequent report generations.

Email notifications for significant behavior changes detected.

Given the Behavioral Trend Analyzer detects a significant change in client interaction patterns, when this occurs, then the Automated Reporting System should automatically generate an alert email to event coordinators within 24 hours outlining the changes.

Download option for reports in multiple formats.

Given a report is generated, when the user views the report on the dashboard, then they should have the option to download the report in PDF and CSV formats.

AI Insights Recommendations

"As an event planner, I want to receive AI-generated recommendations on how to optimize my events based on client trends so that I can improve engagement and service delivery."

Description

The AI Insights Recommendations requirement specifies the implementation of AI-driven suggestions based on user behavior analytics to enhance decision-making. This could include recommendations for marketing strategies, event types to focus on, and optimal scheduling based on historical data. By integrating AI insights, VenueConnect can offer a forward-thinking approach that helps event coordinators anticipate market demands and adjust their offerings accordingly, improving overall operational efficiency and client satisfaction.

Acceptance Criteria

Event Coordinator Utilizing AI Insights for Client Engagement Strategies

Given an event coordinator utilizes the Behavioral Trend Analyzer, When they access AI Insights Recommendations, Then they should receive at least three tailored marketing strategies based on user behavior analytics.

Evaluating Recommendations for Event Types

Given an event coordinator is planning an upcoming event, When they access the AI Insights Recommendations, Then they should see a list of at least five recommended event types based on historical data trends.

Optimal Scheduling Recommendations

Given that an event coordinator inputs a specific date for an event, When they access the scheduling section of AI Insights, Then they should receive a recommended time slot that has historically shown the highest client attendance.

Integration of AI Insights with Event Planning Tools

Given the event coordinator has integrated AI Insights into their event planning dashboard, When they generate an event plan, Then the AI recommendations should automatically populate relevant sections such as marketing strategies and event types.

Monitoring Effectiveness of AI Recommendations

Given an event has been executed using AI-driven recommendations, When the event coordinator reviews client feedback six weeks post-event, Then at least 80% of feedback should indicate improved satisfaction due to the tailored strategies used.

User Interaction with AI Insights

Given an event coordinator interacts with the AI Insights Recommendations feature, When they rate the usefulness of the insights provided, Then at least 75% of users should rate the insights as 'Useful' or 'Very Useful'.

Real-time Adjustments Using AI Insights

Given that an event is in the planning stage, When an unexpected trend is detected by the AI, Then the system should alert the event coordinator and suggest at least two immediate adjustments to the event plan.

Sentiment Classification Engine

The sentiment classification engine uses natural language processing to evaluate client feedback and interactions. By categorizing sentiments as positive, negative, or neutral, this tool helps planners quickly gauge overall client satisfaction and adjust their approach or offerings accordingly to enhance the customer experience.

Requirements

Sentiment Analysis Dashboard

"As an event planner, I want to view client sentiment trends in a dashboard format so that I can quickly assess and improve client satisfaction with minimal effort."

Description

The Sentiment Analysis Dashboard provides event planners with a visual representation of client feedback categorized into positive, negative, and neutral sentiments. This graphical interface allows users to quickly identify trends and changes in client satisfaction over time, helping them make data-driven decisions to enhance the overall customer experience. The dashboard will be integrated into the VenueConnect platform, allowing users to access sentiment analysis alongside other event management analytics, enabling seamless access to actionable insights.

Acceptance Criteria

As an event planner, I want to access the Sentiment Analysis Dashboard to view an overview of client feedback for the past quarter so that I can understand client satisfaction trends over time.

Given that I have access to the VenueConnect platform, when I navigate to the Sentiment Analysis Dashboard, then I should see a graphical representation of client feedback categorized into positive, negative, and neutral sentiments for the last quarter.

As an event planner, I want to filter sentiment data by specific events so that I can analyze client feedback related to individual events.

Given that I am on the Sentiment Analysis Dashboard, when I apply a filter for a specific event, then the dashboard should update to display sentiment data only for that selected event.

As an event planner, I want to receive alerts for significant changes in sentiment that may indicate client dissatisfaction so that I can take immediate action.

Given that I have set up alerts in the Sentiment Analysis Dashboard, when there is a significant drop in positive sentiment, then I should receive a notification via email or within the platform.

As an event planner, I want the Sentiment Analysis Dashboard to reflect real-time updates based on new client feedback submitted so that I always have the most current data.

Given that new feedback is submitted by clients, when I refresh the Sentiment Analysis Dashboard, then I should see the updated sentiment categorization, reflecting the most recent client interactions.

As an event planner, I want the Sentiment Analysis Dashboard to include a visual trend line so that I can quickly assess how client satisfaction has changed over time.

Given that I am viewing the Sentiment Analysis Dashboard, when I look at the visualization, then I should see a trend line that displays the progression of sentiment categories over the selected time period.

As an event planner, I want to export the sentiment analysis data to a CSV file so that I can share insights with my team.

Given that I am on the Sentiment Analysis Dashboard, when I click the export button, then I should be able to download a CSV file containing the categorized sentiment data.

Real-time Sentiment Notifications

"As an event planner, I want to receive instant notifications about negative client feedback so that I can take immediate action to resolve issues and improve satisfaction."

Description

Real-time Sentiment Notifications alert event planners via push notifications or in-app messages whenever new feedback is received, especially if it is categorized as negative. This requirement ensures that planners are promptly informed to address any issues before they escalate, contributing to higher client satisfaction and retention rates. Integration with the existing notification system in VenueConnect will facilitate instant feedback visibility and responsiveness.

Acceptance Criteria

Event planners receive real-time notifications when new client feedback is submitted during events.

Given that an event is in progress and client feedback is submitted, when the feedback is classified as negative, then a push notification should be sent to the event planner within 5 minutes of submission.

Notifications display on both mobile and desktop versions of VenueConnect.

Given that a notification is triggered, when the event planner accesses either the mobile or desktop interface, then they should see the notification in the designated notifications area.

Planners can customize the notification settings for different types of feedback.

Given that the event planner accesses the notification settings, when they select their preferences, then they should be able to enable or disable notifications for positive, negative, and neutral feedback separately.

Event planners receive an alert for any feedback categorized as negative.

Given that feedback is classified, when the feedback is negative, then the event planner should receive a real-time alert regardless of the notification settings for other categories.

Planners can respond to feedback directly from the notification.

Given that a feedback notification is displayed, when the event planner clicks on the notification, then they should be directed to a response interface for that specific feedback.

Feedback notifications remain visible until addressed by the event planner.

Given that a feedback notification is received, when the event planner has not responded to it, then the notification should remain visible in the notifications section until it is acknowledged or acted upon.

Sentiment Feedback Loop Integration

"As an event planner, I want to respond to client feedback directly in the system so that I can demonstrate my attentiveness and commitment to improving their experience."

Description

The Sentiment Feedback Loop Integration allows event planners to not only analyze sentiments but also respond directly to client feedback through the VenueConnect platform. This requirement enables planners to enter follow-up comments or solutions based on client sentiments and showcase their commitment to quality service. It enhances the engagement between planners and clients, fostering a responsive customer relationship.

Acceptance Criteria

Event planner receives client feedback after an event has concluded and wants to analyze the sentiment of the feedback through the Sentiment Classification Engine.

Given a piece of client feedback, when the event planner accesses the sentiment analysis tool, then the feedback should be classified as positive, negative, or neutral accurately.

An event planner wishes to respond to a client's feedback via the VenueConnect platform after analyzing the sentiment classification results.

Given a classified feedback sentiment, when the event planner initiates a response, then the system must allow the event planner to enter and send follow-up comments or solutions directly related to the sentiment.

A client leaves negative feedback about a recent event, and the event planner wants to reach out with a solution promptly.

Given a negative sentiment classification from a client feedback, when the event planner clicks on the feedback, then they must see a prompt to enter a solution and send it to the client within 24 hours.

An event planner evaluates the overall trends in client feedback sentiment over a quarter to identify areas for improvement.

Given multiple feedback entries for the quarter, when the planner generates a sentiment report, then the report should accurately reflect the percentage of positive, negative, and neutral sentiments.

An event planner wants to ensure that all received client feedback is addressed to enhance engagement and trust.

Given a list of client feedback, when the planner reviews the feedback history, then all classified sentiments must display whether a follow-up response has been entered or not.

An event planner selects a specific feedback sentiment from a client and wants to track the interaction history.

Given any client feedback with a specified sentiment, when the event planner searches for that sentiment, then all interaction history regarding that feedback should be accessible and timestamped.

Sentiment-based Reporting Module

"As an event planner, I want to create detailed reports on client sentiment over different periods so that I can present data-driven insights to my team and stakeholders."

Description

The Sentiment-based Reporting Module generates comprehensive reports based on categorized client feedback over time, providing insights into client satisfaction trends and issues. This requirement allows planners to create customized reports that can be shared with stakeholders, aiding in strategic decision-making for future events and enhancing service offerings. The module should support various formats like PDF and Excel for easy distribution.

Acceptance Criteria

Sentiment-based Reporting Module generates a report to analyze client satisfaction trends for an event series over the past year.

Given the reports section is accessed, when the user selects the date range for the past year, then the Sentiment-based Reporting Module generates a comprehensive report with categorized feedback in PDF format.

Sentiment-based Reporting Module allows users to filter reports by event type.

Given the user is on the report generation page, when the user selects a specific event type filter, then the report generated only includes feedback related to that particular event type.

Sentiment-based Reporting Module provides client feedback categorized as positive, negative, or neutral in the reports.

Given the Sentiment-based Reporting Module processes feedback, when the user generates a report, then the report categorizes client feedback into positive, negative, and neutral with visual representation for each category.

Sentiment-based Reporting Module supports exporting reports in multiple formats.

Given a completed report, when the user selects the export option, then the user is offered the option to download the report in both PDF and Excel formats without data loss.

Sentiment-based Reporting Module enables users to customize the content of their reports before generation.

Given the user is generating a report, when the user selects the specific metrics and sections they want to include, then the generated report reflects only the selected metrics and sections.

Sentiment-based Reporting Module includes a summary of overall sentiment trends over the selected reporting period.

Given the report is generated, when the user views the report, then a summary section is included that highlights the overall sentiment trend throughout the selected period.

Sentiment-based Reporting Module integrates seamlessly with the existing dashboard for easy access to reports.

Given the user accesses the VenueConnect dashboard, when the user navigates to the reporting section, then the Sentiment-based Reporting Module appears as a distinct and accessible feature within the dashboard.

Customized Recommendation System

Leveraging AI, this feature generates personalized suggestions for clients based on their previous interactions and preferences. By recommending vendors, event styles, or layout ideas that align with their unique profiles, event planners can create more targeted proposals and foster stronger relationships with clients.

Requirements

Personalized Vendor Recommendations

"As an event planner, I want personalized vendor recommendations based on my previous interactions so that I can save time and select the best vendors that fit my client's needs."

Description

This requirement involves the implementation of an AI algorithm that analyzes user interactions, preferences, and historical data to suggest relevant vendors tailored to the client's specific needs. By integrating this feature, VenueConnect will enhance the event planning experience for its users, providing them with timely and relevant recommendations. This personalization will lead to faster decision-making, improved event satisfaction rates, and stronger vendor-client relationships, ultimately contributing to better overall event success. The AI model must continually learn and adapt to new data inputs, ensuring that suggestions remain fresh and aligned with evolving user tastes and preferences.

Acceptance Criteria

User requests personalized vendor recommendations based on their past event preferences and interactions within VenueConnect.

Given a user has interacted with VenueConnect multiple times, When they access the vendor recommendations section, Then the system should display at least three vendors that align with their specified preferences.

An event planner inputs specific criteria for a new event within VenueConnect and requests vendor suggestions.

Given the event planner inputs the type of event, location, and budget, When they request vendor suggestions, Then the system should provide a list of at least five vendors that meet the criteria with detailed profiles including ratings and user feedback.

The AI model learns from new user data and updates its recommendations accordingly.

Given a user frequently selects certain types of vendors in their previous events, When new vendor data is entered into the system, Then the recommendations should show a rising trend in the selected vendors aligning with the user’s previous selections.

A user receives recommendations but seeks alternative suggestions based on a change in event style or format.

Given a user has previously received vendor recommendations, When they alter the event style in VenueConnect, Then the system should refresh and provide at least three new vendor options that match the updated event style.

An event planner checks the recommendation accuracy after executing an event using suggested vendors.

Given an event has been completed using suggested vendors, When the user provides feedback on those vendors, Then the system should capture the feedback and adjust future recommendations accordingly for improved accuracy.

An administrator wants to verify that the AI model’s learning capabilities are functioning effectively.

Given the AI recommendation system has been trained with a substantial amount of user data, When the administrator reviews the model's performance metrics, Then it should show at least an 80% accuracy rate in predictions based on user feedback representation.

Intelligent Event Style Suggestions

"As an event planner, I want intelligent event style suggestions based on past events so that I can create visually appealing and cohesive proposals that delight my clients."

Description

This requirement entails developing an AI-driven feature that offers tailored event style suggestions based on clients' previous events, preferences, and industry trends. By utilizing a machine learning model, the system will analyze various factors to recommend event styles that resonate with the client's brand and vision. This functionality will empower event planners to provide more customized proposals and enhance client satisfaction through aesthetically aligned event concepts. The deployment of this feature will necessitate the integration of style databases and trend analytics within VenueConnect, ensuring that suggestions are relevant and engaging.

Acceptance Criteria

User Logs into VenueConnect and accesses the Intelligent Event Style Suggestions feature to receive personalized recommendations for an upcoming wedding event.

Given the user has logged into VenueConnect and has previously hosted events, when they select the Intelligent Event Style Suggestions feature, then they should receive at least three tailored event style suggestions based on their past event data and preferences.

User updates their client profile with new preferences and previous event details and expects the Intelligent Event Style Suggestions to reflect these changes.

Given the user has updated their client profile with new preferences and details of previous events, when they access the Intelligent Event Style Suggestions, then the suggestions should reflect the updated information and include at least two new style recommendations not shown before.

User reviews the suggestions provided by the Intelligent Event Style Suggestions feature to determine if they align with current industry trends.

Given the user has accessed the Intelligent Event Style Suggestions feature, when the suggestions are displayed, then at least 80% of the provided event styles should match recognized current industry trends and best practices.

A client provides feedback on suggested event styles, and the user wants to check if future recommendations will adapt based on this feedback.

Given the user has submitted feedback on the event style suggestions, when they return to the Intelligent Event Style Suggestions feature within two weeks, then the system should have modified at least one of the previously suggested styles based on the given feedback.

The user aims to generate a proposal using the recommended event styles from the Intelligent Event Style Suggestions feature.

Given the user selects an event style from the recommendations provided, when they generate a proposal, then the proposal should include the selected event style along with relevant details and visuals that align with the chosen style.

Users want to understand how the AI generates its recommendations and ensure transparency in the process.

Given the user accesses the help section of VenueConnect, when they look for information on how the Intelligent Event Style Suggestions work, then they should find a clear explanation of the AI's data sources and the analytics process behind the recommendations.

The user wants to test the responsiveness and performance of the Intelligent Event Style Suggestions feature during peak usage hours.

Given the Intelligent Event Style Suggestions feature is being accessed during peak usage hours, when the user requests recommendations, then the system should respond within 5 seconds and display the suggestions without errors or delays.

Dynamic Layout Ideas Generation

"As an event planner, I want dynamic layout ideas generated based on my venue and preferences so that I can present creative layouts that maximize the use of space for clients."

Description

This requirement focuses on the development of a tool that generates customizable layout ideas for events based on various inputs, such as venue space, guest count, and client preferences. By utilizing AI and data analytics, the system will create layout mockups that emphasize optimal flow, comfort, and client preferences. This dynamic tool will allow event planners to visualize potential layouts and make adjustments in real-time, leading to more effective use of venue space and enhanced overall guest experience. Integration with the existing VenueConnect interface will ensure seamless user interaction and feedback implementation.

Acceptance Criteria

Dynamic Layout Ideas Generation for an Outdoor Wedding

Given a user inputs an outdoor venue's dimensions, guest count of 150, and specifies a garden theme, when the user generates layout ideas, then the system should provide at least three distinct layout options that incorporate elements like ceremony seating, dining areas, and pathways, all optimized for flow and comfort.

Real-Time Layout Adjustment for a Corporate Event

Given an event planner has selected a layout for a corporate event with 200 attendees and is in the process of finalizing the setup, when the user adjusts the guest count to 250, then the system should dynamically update the layout options within 10 seconds, providing suitable suggestions that maintain optimal space efficiency.

Client Preview of Customized Layout Ideas

Given that an event planner has generated customized layout ideas, when the planner shares the layouts with a client, then the client should be able to view the layout mockups with options to provide feedback or request modifications directly on the interface, and this feedback should be saved within the system.

Integration with VenueConnect's Existing Interface

Given the requirement for layout generation is integrated into VenueConnect, when the user accesses the layout tool, then it should open seamlessly within the VenueConnect interface without any lag time, and all relevant data from the venue profile should be automatically pre-filled.

Feedback Loop for Continuous Improvement of Layout Suggestions

Given the system has generated several layout ideas for multiple events, when the planner finalizes a layout and rates its effectiveness, then the system should capture this feedback and use it to improve future layout suggestions by adjusting the underlying algorithm based on user ratings.

Feedback Loop for Continuous Improvement

"As an event planner, I want to provide feedback on the recommendations I receive so that I can help improve the AI's accuracy in suggesting relevant vendors and styles."

Description

This requirement encompasses the establishment of a feedback mechanism within VenueConnect that gathers user feedback on the effectiveness of the personalized recommendations provided by the AI. Data collected through this feature will be used to refine and improve the AI algorithms, enhancing their accuracy over time. This feedback loop will not only foster trust and satisfaction among users but also allow for ongoing optimization of the recommendation system to better meet user needs and expectations. Implementing this feature will involve creating user-friendly interfaces for feedback submission and analytics reporting tools.

Acceptance Criteria

User submits feedback on personalized recommendations after an event planning experience.

Given the user is on the feedback submission page, when they select a recommendation and provide their feedback, then a confirmation message should appear indicating their feedback was successfully submitted.

Data is collected from user feedback to analyze the effectiveness of the AI recommendations.

Given that feedback has been submitted by at least 100 users, when the analytics report is generated, then it should show an overview of the feedback ratings with insights on areas for improvement in the recommendation engine.

Users receive prompts for feedback after their events to measure satisfaction with the recommendations.

Given that an event has concluded, when users log into VenueConnect, then they should receive a prompt for feedback on the recommendations provided for that event within 24 hours.

Administrators can review collected feedback to inform AI updates.

Given that feedback data is available, when an admin accesses the feedback analytics dashboard, then they should see a categorized summary of user comments and ratings that highlight recurring themes and suggestions.

Users can easily navigate to the feedback submission section from the recommendation area.

Given the user is on the personalized recommendations page, when they click on a feedback button, then they should be directed to the feedback submission interface without any errors or delays.

Feedback mechanisms are tested for user experience and functionality.

Given that the feedback loop has been implemented, when user testing is conducted, then at least 80% of test participants should find the feedback submission process intuitive and easy to complete.

Real-time Collaboration Tools

"As an event planner, I want real-time collaboration tools within VenueConnect so that I can work closely with my clients and ensure their ideas and feedback are effectively incorporated into the event planning process."

Description

This requirement aims to introduce real-time collaboration features within VenueConnect, allowing event planners and clients to work together seamlessly. The functionality will include shared access to recommendations, layout ideas, and event details, enabling both parties to contribute to the planning process actively. By integrating chat and comment features, users can communicate instantly and make informed decisions collectively. This enhancement will facilitate better collaboration, ensuring that the end result aligns perfectly with the clients’ visions and expectations, while reducing misunderstandings and enhancing satisfaction.

Acceptance Criteria

Event planners and clients work together in real-time to finalize event layouts and recommend vendors during a virtual planning session.

Given that both the event planner and client have access to the VenueConnect platform, when they enter a shared session, then they should be able to view, edit, and comment on layout ideas and vendor recommendations simultaneously.

An event planner sends personalized vendor recommendations to a client via the chat feature during a planning meeting.

Given that the event planner generates vendor recommendations based on the client's preferences, when the planner sends these recommendations through the chat feature, then the client should receive real-time notifications and be able to respond to each recommendation.

Clients and event planners discuss event details using the comment feature directly on the event layout within the platform.

Given that the event layout is shared between the client and planner, when the planner or client adds comments to specific sections of the layout, then all users should be able to view the comments and receive notifications when comments are made or replies occur.

Event planners invite clients to collaborate on event details and track the changes made during the planning process.

Given an invitation is sent by the event planner to the client for collaboration, when the client accepts the invitation, then both parties should be able to see all changes made to event details and layouts in real-time, including a version history of edits.

A client wants to review all the changes made to the event planning details by the event planner over a week.

Given that a client is reviewing event details, when they access the event history section, then they should be able to view all amendments made by the planner, including timestamps and a summary of changes for easy reference.

During the final review session, the event planner and client confirm all layout adjustments and vendor selections utilizing the collaboration tools.

Given that the event planning session is in process, when both parties confirm the final decisions on layouts and vendors, then the platform should save all confirmed selections and provide a summary report for future reference.

Actionable Analytics Insights

"As an event planner, I want actionable analytics insights on past events so that I can identify areas for improvement and better serve my clients in future projects."

Description

This requirement involves the development of an analytics dashboard that provides event planners with actionable insights based on user data and past events. The analytics tool will highlight key metrics such as vendor performance, client satisfaction ratings, and event trends over time. By employing data visualization techniques, the dashboard will present insights in an easy-to-understand format, enabling planners to make informed decisions and strategic improvements for future events. This functionality will enhance user experience by providing them with a comprehensive understanding of their performance and areas for growth within VenueConnect.

Acceptance Criteria

Analytics dashboard displays key performance metrics for event planners.

Given that the event planner accesses the analytics dashboard, When they view the vendor performance section, Then they should see a visual representation of vendor ratings and reviews for the last five events.

Exporting analytical insights for reporting purposes.

Given that the event planner is using the analytics dashboard, When they select the export functionality, Then they should receive a downloadable report in PDF format containing all displayed metrics for the selected time period.

Visualizing client satisfaction ratings over time.

Given that the event planner is on the analytics dashboard, When they navigate to the client satisfaction metrics section, Then they should see a line graph displaying their client satisfaction ratings over the past year with month-on-month comparisons.

Setting up notifications for key event trends.

Given that the event planner visits the analytics dashboard, When they set thresholds for important metrics such as client satisfaction or vendor performance, Then they should receive automated notifications when those thresholds are crossed.

Filtering analytics data by event type.

Given that the event planner accesses the analytics dashboard, When they apply filters to view analytics by specific event types (e.g., weddings, corporate events), Then the dashboard should visually update to reflect data specifically related to the selected event type.

Understanding historical event trends for strategic decision-making.

Given that the event planner is on the analytics dashboard, When they select historical data for trend analysis, Then they should be able to view a comprehensive summary of trends including successful vendors and popular layouts for the past three years.

Comparing current event metrics with past events.

Given that the event planner is using the analytics dashboard, When they choose to compare current event metrics (e.g., satisfaction ratings) with past events, Then they should see a side-by-side comparison chart highlighting differences and improvements.

Real-Time Feedback Loop

A continuous feedback mechanism that allows clients to provide instant insights during ongoing event planning. This feature enables event coordinators to respond to client needs in real-time, ensuring that adjustments can be made swiftly to enhance satisfaction and overall event quality.

Requirements

Instant Client Feedback Collection

"As an event client, I want to provide feedback during the planning process so that I can ensure my needs and preferences are being met in real time, leading to a better overall event experience."

Description

This requirement entails developing a feature that allows clients to provide real-time feedback about the event planning process using a user-friendly interface integrated within VenueConnect. Clients can submit feedback through simple surveys or text comments during specific moments in the planning timeline. The benefits include ensuring client engagement, promoting a responsive planning environment, and enabling event coordinators to adjust plans based on immediate concerns. This feature will directly enhance customer satisfaction by making the event coordination process feel collaborative and inclusive, fostering a sense of partnership between clients and coordinators throughout the event planning journey.

Acceptance Criteria

Clients can access the instant feedback collection feature during a live planning meeting, allowing them to provide feedback in real-time.

Given a client is logged into the VenueConnect platform during the planning meeting, when they click on the 'Feedback' button, then they should be presented with a feedback survey or text box to submit their comments.

The event coordinator receives instant notifications when clients submit feedback during ongoing event planning.

Given feedback is submitted by the client, when the submission is complete, then the event coordinator should receive a notification alerting them to the new feedback within 1 minute.

Clients are able to view a history of their submitted feedback during the planning process.

Given a client has submitted feedback, when they navigate to their feedback history section, then they should see a chronological list of all their feedback submissions along with timestamps.

The feedback collection interface remains user-friendly and accessible on various devices used by clients.

Given a client accesses the feedback collection interface on mobile, tablet, or desktop, when they interact with the interface, then they should find it easy to navigate and submit feedback without technical difficulties.

The feedback survey can be customized based on the specific phases of the event planning process.

Given the event coordinator is setting up a new event, when they select the feedback survey customization options, then they should be able to create different surveys tailored for specific event planning phases (e.g., catering, layout, entertainment).

The system aggregates client feedback to provide analytical insights to event coordinators.

Given multiple clients have submitted feedback, when the event coordinator accesses the analytics dashboard, then they should see visual representations (charts/graphs) summarizing feedback trends and sentiments.

Clients can receive a thank-you message or confirmation after submitting feedback to acknowledge their input.

Given a client has successfully submitted their feedback, when the submission is confirmed, then they should receive an on-screen message thanking them for their input and indicating it has been received.

Automated Feedback Notifications

"As an event coordinator, I want to receive instant notifications when clients provide feedback so that I can address their concerns promptly and adapt the event plans accordingly."

Description

This requirement focuses on creating an automated system that sends notifications to event coordinators once client feedback has been submitted. This functionality will allow event managers to react timely to client insights, fostering an adaptive planning process. The setup ensures that coordinators are informed of any changes in client sentiment or urgent feedback, allowing for immediate action, thereby significantly enhancing the event's quality and client satisfaction. It serves as a crucial connector between real-time feedback and follow-up actions taken by the event management team.

Acceptance Criteria

Event coordinator receives a notification when a client submits feedback during an ongoing event planning session.

Given an event is in progress and a client provides feedback using the platform, When the feedback is submitted, Then the event coordinator receives an automated notification via email and in-app alert within 5 minutes.

The feedback notification contains all relevant client details and feedback context.

Given a notification has been sent to the event coordinator, When the coordinator opens the notification, Then it should include the client's name, event details, and the specific feedback message.

The notification system allows event coordinators to acknowledge receipt of client feedback.

Given an event coordinator receives a feedback notification, When they click the acknowledgment button in the notification, Then the system records the acknowledgment and updates the feedback status to 'Acknowledged.'

The system tracks the response time for event coordinators to react to client feedback.

Given an event coordinator receives a feedback notification, When the coordinator takes action regarding the feedback, Then the system logs the time taken to respond and displays it in the feedback analysis report.

Event coordinators can customize notification settings to determine the frequency and channel of feedback alerts.

Given an event coordinator accesses notification settings, When they choose their preferred notification method (email, SMS, app alert) and frequency (immediate, hourly, daily), Then the system updates the settings accordingly for future notifications.

Automated feedback notifications work seamlessly across various devices used by event coordinators.

Given an event coordinator uses different devices (desktop, tablet, mobile), When feedback is submitted by a client, Then the coordinator receives notifications on all devices as per their notification settings without delay.

Feedback Dashboard Integration

"As an event coordinator, I want to view all client feedback in a centralized dashboard so that I can analyze trends and identify areas for improvement, leading to better planning and execution of future events."

Description

This requirement describes the need for a dedicated dashboard within the VenueConnect platform that aggregates all client feedback in an easily accessible and visually appealing format. This dashboard will provide event coordinators with insights into client sentiment, highlight trends, and facilitate data-driven decision-making. By visualizing feedback through graphs and metrics, coordinators can prioritize actions and manage their workflows more effectively. The dashboard will become a central tool for evaluating client satisfaction levels and enhancing overall event quality.

Acceptance Criteria

Event coordinators utilize the Feedback Dashboard during a live event to monitor client satisfaction in real-time and make adjustments based on immediate feedback.

Given an event is currently ongoing, when a client submits feedback via the dashboard, then it should be immediately displayed on the Feedback Dashboard with real-time visual updates.

Before the event, the Feedback Dashboard aggregates feedback from past events to help coordinators understand client preferences.

Given the Feedback Dashboard is empty, when past client feedback is uploaded to the system, then the dashboard should accurately reflect this historical data through various visualizations such as graphs or charts.

Event coordinators review the Feedback Dashboard at the end of an event to evaluate overall client satisfaction and identify areas for improvement.

Given an event has concluded, when the coordinator accesses the Feedback Dashboard, then it should allow them to view a summary of client sentiment ratings and highlight top feedback trends.

The Feedback Dashboard is used by event coordinators to identify negative feedback trends that require immediate attention and action.

Given feedback is collected over multiple events, when negative feedback trends are identified on the dashboard, then the system should prompt the coordinator with suggested actions to address these concerns.

Client feedback is filtered and categorized on the Feedback Dashboard to help event coordinators quickly locate relevant insights.

Given the Feedback Dashboard has received client feedback, when a coordinator applies a filter (e.g., rating or category), then only the relevant feedback should be displayed, ensuring easy navigation and analysis.

Event coordinators collaborate with team members using the insights from the Feedback Dashboard to enhance future events based on client feedback.

Given multiple team members are collaborating on event planning, when they access the Feedback Dashboard, then they should be able to share insights and comments directly from the dashboard to facilitate discussion and planning.

Customizable Feedback Templates

"As an event coordinator, I want to create customized feedback templates for different events so that I can gather specific insights that reflect my client's unique expectations and preferences."

Description

This requirement involves developing customizable feedback templates that can be tailored to different event types and client preferences. Event coordinators can create and modify questions and feedback formats based on specific needs, enhancing the relevance of the information collected. The templates can incorporate various formats such as multiple-choice questions, sliders for rating satisfaction, and open-text fields. This flexibility will help in obtaining more valuable insights that can be directly addressed during the planning process, ultimately improving client satisfaction and engagement.

Acceptance Criteria

Event coordinators utilize customizable feedback templates during a client meeting to tailor questions specific to the event type and client preferences.

Given an event coordinator is in a meeting with a client, when they access the feedback template feature, then they should be able to create a new template with at least three different question formats including multiple-choice, slider, and open-text fields.

After a coordinator has created and saved a feedback template, they need to utilize it in a real-time feedback session during an event.

Given a feedback template has been created and saved, when the coordinator selects the template during the event, then the feedback collected should reflect the questions set in that template with the ability to record responses instantly.

Clients are responding to feedback questions through the customizable feedback template during an ongoing event planning session.

Given a client is using the feedback template during an ongoing session, when they answer the feedback questions, then their responses should be captured and displayed in real-time for the coordinator's review and action.

An event coordinator wants to modify an existing feedback template to better suit a different event type.

Given an event coordinator has access to a previously created feedback template, when they choose to edit that template, then the system should allow modifications to template questions and formats without losing the original template.

The platform needs to provide analytics on client feedback collected from the customizable feedback templates.

Given that feedback has been collected from clients, when the coordinator accesses the analytics dashboard, then they should see a breakdown of client responses categorized by question type and satisfaction levels.

A coordinator wants to clone an existing feedback template to create a new one for a similar event.

Given the coordinator has selected an existing feedback template, when they choose the clone option, then a new template should be created with all previous questions intact, ready for modifications.

Event coordinators need to ensure their feedback templates comply with accessibility standards to cater to diverse clients.

Given that feedback templates are created, when the templates are reviewed, then they should meet accessibility guidelines to ensure usability for clients with disabilities.

Real-Time Feedback Analytics

"As an event manager, I want to access real-time analytics regarding client feedback so that I can make data-driven decisions to improve event quality and responsiveness to client needs."

Description

This requirement involves integrating analytical capabilities that allow event teams to review real-time data generated from client feedback submissions. This feature will continuously analyze feedback trends and highlight critical areas requiring immediate attention, enabling proactive management during the planning and execution phases of events. The analytics will help event coordinators to identify patterns in client responses and leverage them for strategic adjustments, leading to improved client satisfaction and streamlined operations.

Acceptance Criteria

Real-Time Feedback Review during Event Planning

Given the event coordinator is logged into VenueConnect, when they access the real-time feedback analytics dashboard, then they must be able to view all current feedback submissions sorted by urgency and sentiment score.

Alerts for Critical Feedback Patterns

Given the real-time feedback analytics is activated, when feedback submissions indicate a critical issue (negative sentiment score below a set threshold), then an immediate alert must be generated and sent to the event coordinator's dashboard and mobile app.

User-Friendly Interface for Data Visualization

Given the feedback analytics dashboard is accessed, when the event coordinator interacts with the data visualization tools, then they should be able to easily filter, sort, and analyze feedback data without requiring technical training.

Regular Analytical Reporting

Given the feedback analytics feature is implemented, when a scheduled reporting period is reached (e.g., weekly or monthly), then the system must generate a comprehensive report summarizing feedback trends and insights to be sent to the event coordinator.

Integration with Existing Event Planning Tools

Given that feedback analytics is a feature of VenueConnect, when a client submits feedback through any integrated tool, then that feedback must be reflected in real-time within the analytics dashboard.

Scope for Customization of Feedback Metrics

Given the event coordinator desires specific insights, when they access the feedback analytics settings, then they must have the option to customize which metrics they want to track (e.g., response rate, client sentiment).

Historical Data Comparison for Improved Insights

Given the feedback analytics will assess trends, when a new event is created, then the feedback analytics feature must allow comparison with historical data from past events to inform current strategies.

Predictive Client Segmentation

This predictive analytics tool segments clients based on their behavior and likelihood to engage with certain services. By understanding which segments are more likely to book or prefer specific types of events, organizers can focus their marketing efforts and resources on the right audiences, enhancing engagement and retention.

Requirements

Client Behavior Analysis

"As an event organizer, I want to analyze client behaviors so that I can efficiently segment my clients and target them with relevant services and marketing strategies that resonate with their preferences."

Description

The Client Behavior Analysis requirement emphasizes the need for a robust analytics engine within the predictive client segmentation feature. This engine must capture data on client interactions, preferences, and historical booking patterns. The analysis should leverage machine learning algorithms to identify trends and predict future behaviors, allowing event organizers to efficiently segment clients based on their likelihood to engage. By providing insights into what types of events specific segments are drawn to, this functionality enhances marketing targeting, engagement strategies, and ultimately drives higher conversion rates and client satisfaction.

Acceptance Criteria

Client Segmentation by Service Preference

Given the client behavior data, when the analytics engine is executed, then it should return segmentation results categorizing clients based on their preferred event services with at least 80% accuracy.

Historical Booking Pattern Recognition

Given the historical booking data for clients, when the machine learning algorithms analyze the dataset, then it should identify and report at least three significant trends in client booking patterns.

Engagement Likelihood Prediction

Given the segmented client data, when the predictive analytics model is applied, then it should accurately predict client engagement likelihood for upcoming events with a confidence level of over 75%.

User Interface Display of Segmentation Results

Given the segmentation results generated by the predictive analytics tool, when a user accesses the venue management dashboard, then it should display the segmentation results in a clear, digestible format that is easily interpretable by event organizers.

Real-time Data Processing Capability

Given the influx of client interaction data, when the analytics engine processes this data, then it should update client segments in real-time without exceeding a 5-minute lag.

Reporting Features for Client Segmentation Insights

Given the segmented client data, when the user generates a report, then it should include actionable insights and recommendations for marketing strategies based on the segments, with 100% completion of requested metrics.

Cross-referencing Client Engagement with Marketing Campaigns

Given the client segments and recent marketing campaigns, when the system analyzes engagement levels, then it should report on the effectiveness of campaigns with clear attribution, showing at least a 20% increase in engagement for targeted segments.

Dynamic Marketing Recommendations

"As a marketing manager, I want to receive tailored marketing recommendations based on client segments so that I can create targeted campaigns that increase engagement and retention."

Description

This requirement focuses on generating dynamic, actionable marketing recommendations based on the segmented client profiles. The system will suggest tailored campaigns, promotions, and engagement strategies aligned with the interests and behaviors of each client segment. It should integrate seamlessly with the existing marketing tools already available within VenueConnect, enabling event planners to implement the recommendations with ease. This feature will also incorporate A/B testing capabilities, providing ongoing optimization suggestions as clients respond to marketing outreach, thereby improving campaign effectiveness and ROI.

Acceptance Criteria

As an event planner, I want to receive dynamic marketing recommendations for client segments created by the predictive client segmentation tool so that I can tailor my marketing efforts to effectively engage different audiences based on their behaviors and preferences.

Given that I have client segments defined, when I access the dynamic marketing recommendations feature, then I should see relevant campaigns and promotion suggestions for each segment that I can implement directly in VenueConnect.

As an event planner, I want to implement and launch a tailored marketing campaign based on the recommendations provided by the system so that I can attract more clients from that specific segment.

Given that I choose a recommended campaign, when I implement it in the system, then the campaign should be successfully integrated into my existing marketing tools without errors or conflicts.

As an event planner, I want to review the performance of ongoing marketing campaigns so that I can understand their effectiveness and make necessary adjustments in real-time.

Given that I have ongoing marketing campaigns, when I check the performance analytics provided by the dynamic marketing recommendations tool, then I should see clear metrics and insights on customer engagement, conversion rates, and ROI of each campaign.

As an event planner, I want the system to incorporate A/B testing capabilities into my marketing campaigns so that I can optimize my outreach and improve client engagement based on real data.

Given that I set up an A/B test on my marketing campaign, when the test is in progress, then the system should provide comparative performance data for both variations, allowing me to identify the more effective approach.

As an event planner, I want to receive ongoing optimization suggestions from the system after implementing a marketing campaign so that I can continuously improve my strategies based on client responses.

Given that a marketing campaign has been launched, when I access the optimization suggestions feature, then I should receive actionable insights and recommendations based on initial client interactions with the campaign.

As an administrator, I want to ensure that the data used for creating marketing recommendations is secure and complies with privacy regulations, so that clients feel safe when engaging with our platform.

Given that client data is fed into the predictive analytics tool, when marketing recommendations are being generated, then the system must adhere to data protection policies and ensure that all sensitive data is anonymized and securely handled.

User-Friendly Dashboard for Insights

"As an event professional, I want a user-friendly dashboard that provides insights into client segmentation and engagement levels so that I can quickly make informed decisions to enhance event planning and marketing efforts."

Description

A user-friendly dashboard is required to visually present the analytics results and client segments derived from the predictive model. This dashboard should offer customizable views that allow event professionals to quickly understand engagement metrics, segment characteristics, and overall performance indicators at a glance. The visualization tools should support various formats, such as graphs, heat maps, and trend lines, making it easy for users to interpret complex data. This feature ensures that organizer teams can derive actionable insights swiftly, promoting data-driven decision-making across their operations.

Acceptance Criteria

User accesses the user-friendly dashboard to view predictive analytics results for their client segments during a marketing meeting.

Given the user is logged into VenueConnect, When they navigate to the dashboard section, Then they should see an overview of client segments with a visual representation of engagement metrics displayed in graphs and trend lines.

An event organizer customizes the dashboard view to focus on a specific client segment analysis prior to launching a marketing campaign.

Given the user selects a specific client segment from a dropdown menu, When they apply the filter, Then the dashboard should update to display only the analytics relevant to that selected segment, with corresponding visuals and metrics accurately reflecting the data.

The user examines the dashboard for overall performance indicators to assess the effectiveness of past events.

Given the user is on the dashboard, When they select the 'Performance Overview' tab, Then they should see cumulative performance indicators such as total bookings, client retention rates, and revenue growth presented in an easily interpretable format.

The user analyzes a heat map representing client engagement levels across different event types.

Given the user clicks on the 'Engagement Heat Map' option, When the heat map loads, Then they must be able to visually identify areas of high and low engagement for various event types, with tooltips providing additional data upon hover.

The user reviews trends in client behavior over the last year to inform future marketing strategies.

Given the user selects the 'Trends' option from the dashboard menu, When the data loads, Then they should see a comprehensive trend line graph illustrating client behavior metrics over the specified period, with a clear visual differentiation between key segments.

Segmentation Performance Tracking

"As an operations manager, I want to track the performance of my client segments over time so that I can measure the success of my marketing strategies and make necessary adjustments for improved outcomes."

Description

This requirement is centered around enabling ongoing performance tracking of the segmented client groups over time. The system must implement mechanisms to monitor and report on the effectiveness of marketing efforts targeted at different segments. Key performance metrics such as booking rates, engagement times, and retention statistics should be incorporated to allow event organizers to assess the impact of their strategies. The ability to adjust segmentation parameters based on performance feedback will ensure that organizers maintain flexibility in their approach, optimizing resource use and enhancing client servicing.

Acceptance Criteria

Tracking Segmentation Performance Over Time

Given that a client segment has been identified, when the performance tracking dashboard is accessed, then it should display booking rates, engagement times, and retention statistics for the last three months.

Adjusting Segmentation Based on Performance Metrics

Given that segmentation performance metrics are available, when a user selects a client segment with low engagement, then the system should provide recommendations to adjust segmentation parameters based on historical data and trends.

Monthly Reporting on Segmentation Effectiveness

Given that the segmentation performance tracking is in place, when the user generates a monthly report, then it should include visual analytics on booking rates, engagement times, and retention statistics for each segment.

Real-time Notifications for Significant Performance Changes

Given that performance metrics are being tracked, when there is a significant drop in booking rates for any segment, then the system should send real-time notifications to the event organizers.

User-Friendly Interface for Performance Insights

Given that the performance tracking feature is implemented, when a user interacts with the interface, then it should be intuitive, allowing easy navigation to access different performance metrics without a steep learning curve.

Data Visualization for Performance Metrics

Given that performance metrics are collected, when the user views the performance dashboard, then it should display performance data using clear graphs and charts for easy interpretation.

Comparative Analysis of Client Segments

Given that multiple client segments are tracked, when a user chooses to compare two or more segments, then the system should provide a side-by-side analysis of their performance metrics.

Seamless Integration with CRM Systems

"As a CRM manager, I want seamless integration of the predictive client segmentation tool with our existing CRM system so that client data is auto-updated, ensuring I always have accurate information for segmentation efforts."

Description

This requirement outlines the need for seamless integration with existing Customer Relationship Management (CRM) systems. The predictive client segmentation feature should allow data flows from the CRM to ensure that the segmentation is based on comprehensive client profiles. This integration will streamline the data synchronization process, allowing for real-time updates on client interactions and behavior changes. By ensuring accurate and up-to-date data, event organizers can make better-informed decisions regarding their marketing and engagement strategies, enhancing overall operational efficacy.

Acceptance Criteria

CRM Data Synchronization for Client Behavior Tracking

Given an active integration with the CRM, when a client interaction occurs (e.g., booking an event), then the CRM should automatically update the client's profile in VenueConnect within 5 minutes to reflect this change.

Real-Time Data Updates for Event Engagement

Given the integration is functioning, when a change in client behavior is detected within the CRM (e.g., a client clicks on a marketing email), then the predictive client segmentation tool should refresh the segmentation data in VenueConnect immediately to ensure it reflects the latest client interactions.

Accuracy of Client Segmentation Based on CRM Data

Given that the CRM is integrated with VenueConnect, when a marketing campaign is launched based on segmented client data, then at least 80% of the clients targeted based on their segmentation should engage with the campaign (e.g., open an email or confirm attendance).

Error Handling for Data Integration

Given the integration with the CRM, when there is an error in data sync (e.g., network failure), then an alert should be triggered within VenueConnect to notify the user, and the system should attempt to re-establish the connection every 10 minutes until successful.

User Interface for CRM Integration Settings

Given that the user is an event organizer, when accessing the integration settings in VenueConnect, then the user should be able to view and modify CRM integration settings easily, including connection status and data sync frequency options, within 3 clicks.

Test for Data Integrity Post-Integration

Given that VenueConnect has been integrated with the CRM, when comparing client profiles in both systems, then 95% of client data fields (e.g., contact information, booking history) should match accurately within a 24-hour period post-integration.

Automated Client Feedback Gathering

"As an event organizer, I want to automate the gathering of client feedback so that I can continuously improve our services and ensure that our offerings align with client expectations and preferences."

Description

The Automated Client Feedback Gathering requirement entails a system to solicit and compile client feedback to further refine predictive analytics. This feature should enable automated surveys post-event, allowing organizers to assess client satisfaction and preferences. By gathering this data, the predictive model can continuously learn and adjust, improving segmentation accuracy and marketing effectiveness over time. This capability enhances listening to client needs, fostering stronger relationships and personalized service offerings that resonate with users.

Acceptance Criteria

Client receives an automated survey immediately after the completion of an event they attended.

Given a client has completed an event, when the automated feedback survey is triggered, then the client should receive the survey via their preferred communication method (email/SMS) within 5 minutes.

The feedback survey gathers data on client satisfaction and preferences regarding the event attended.

Given that the client completes the automated survey, when their responses are submitted, then all responses should be successfully stored in the feedback database for analysis, capturing at least 80% of the client's feedback.

Organizers can access and analyze client feedback received from automated surveys in real-time.

Given that client feedback has been gathered, when organizers access the analytics dashboard, then they should see updated visualizations of feedback data and segmentation insights within 10 minutes of submission.

The predictive model updates its segmentation criteria based on the feedback received.

Given new feedback data is available, when the predictive analytics tool processes the data, then it should recalibrate client segments and update at least 90% of segments based on the latest preferences and satisfaction ratings within one hour.

Organizers receive notifications about significant trends in client feedback.

Given the feedback analytics, when a trend indicating a drop in satisfaction is detected, then the organizers should receive an alert notification within two hours detailing the area of concern.

Clients receive personalized service recommendations based on their feedback responses.

Given that a client has provided feedback, when the recommendations engine processes their feedback, then the client should receive personalized service offerings that align with their preferences within 24 hours.

Engagement Heatmap

This visual representation aggregates data on client interactions, showing when and how clients engage with the platform. Event planners can identify peak engagement times and popular features, allowing them to optimize their communication strategies and enhance overall platform interaction.

Requirements

Data Aggregation

"As an event planner, I want to see a comprehensive view of client interactions across the platform so that I can better tailor my communication strategies and improve engagement."

Description

The Data Aggregation requirement involves collecting and compiling client interaction data across various touchpoints on the VenueConnect platform. This feature is essential for generating the Engagement Heatmap, as it provides a foundation of real-time analytics about user activities such as logins, feature utilization, and engagement frequency. By centralizing this data, event planners can better understand usage patterns, enabling them to identify areas of improvement and optimize platform offerings for enhanced user experience. Robust data aggregation will support a seamless transition to actionable insights, ultimately enhancing client satisfaction and engagement metrics.

Acceptance Criteria

Data Aggregation for User Logins

Given the system is operational, When a user logs in, Then their login time and session duration are logged accurately.

Data Aggregation for Feature Utilization

Given the system has various features, When a user interacts with a feature, Then the interaction is recorded with specific timestamps and feature identifiers.

Data Aggregation for Engagement Frequency

Given the data aggregation mechanism is active, When a user completes an action on the platform, Then their action is categorized by type and frequency, allowing for analysis of engagement patterns.

Real-time Data Compilation for Analytics

Given that user data is being collected, When the data aggregation process runs, Then the collected data is updated in real-time and available for generating the Engagement Heatmap.

Data Privacy and Security Compliance

Given that user data is sensitive, When data is logged and aggregated, Then the logging and storage of this data complies with relevant data protection standards and regulations.

Integration with Analytics Module

Given the Engagement Heatmap feature, When the data aggregation is successful, Then the insights generated are correctly reflected in the analytics module for user review.

Reporting of Engagement Metrics

Given that data aggregation has occurred, When an event planner requests engagement reports, Then the reports provide accurate metrics reflecting user interactions over time.

Heatmap Visualization

"As an event planner, I want to view client engagement through a heatmap so that I can quickly understand peak usage periods and popular features to optimize my event strategies."

Description

The Heatmap Visualization requirement focuses on creating a visually intuitive dashboard that displays client interaction data through a heatmap format. This will allow users to quickly identify peak engagement periods and the most popular features of the VenueConnect platform. The heatmap will employ a color-coded system where varying colors represent levels of activity, providing immediate visual feedback that helps event planners make quick decisions regarding their campaign timing and content. Effective visualization is crucial for transforming raw data into meaningful insights that can be easily interpreted and acted upon.

Acceptance Criteria

Users need to access the heatmap visualization to analyze client interaction data during an event planning session.

Given the user is logged into VenueConnect, When they navigate to the Engagement Heatmap section, Then the heatmap visualization should display client interaction data with a clear color-coded representation of engagement levels.

An event planner wants to identify peak engagement times during the last month to optimize their communication strategy.

Given the user selects a date range within the last 30 days, When they generate the heatmap, Then the heatmap must accurately reflect data from the selected date range with peak times visually represented.

A user needs to quickly identify which features of the VenueConnect platform had the most client interactions.

Given the heatmap visualization is displaying data, When the user hovers over a specific area of the heatmap, Then a tooltip must appear showing detailed interaction statistics for that feature.

An event planner is preparing a presentation and needs to export the heatmap data for client review.

Given the heatmap is displayed on the screen, When the user clicks on the export button, Then the system should generate a downloadable report in PDF format that includes the heatmap and interaction data.

A user needs to compare client engagement levels between different events to determine trends.

Given the user is viewing the heatmap, When they select two different events for comparison, Then the system should overlay the heatmaps of the two events for side-by-side analysis.

An administrator wants to ensure that the heatmap accurately tracks all user interactions across the platform.

Given a user has interacted with various features, When the heatmap is generated, Then it must include data for all interactions logged during that time period, with no missing data points.

The heatmap needs to respond in real-time as new data comes in during live events.

Given a live event is in progress, When new interaction data is recorded, Then the heatmap should update automatically to reflect real-time engagement levels without needing to refresh the page.

Automated Reporting

"As an event planner, I want to receive automated reports on client engagement trends so that I can proactively adjust my strategy without having to manually analyze data."

Description

The Automated Reporting requirement entails developing a system that periodically generates reports based on engagement heatmap data. This would facilitate automatic delivery of insights to event planners at scheduled intervals, such as weekly or monthly, minimizing the need for manual data retrieval and analysis. The reports will synthesize key metrics and trends observed from the heatmap, providing actionable recommendations for enhancing engagement strategies. By automating reporting, VenueConnect aids users in staying proactive rather than reactive, boosting overall platform effectiveness.

Acceptance Criteria

Automated Reporting for Weekly Engagement Insights

Given the engagement heatmap data is collected, When the scheduled time for report generation occurs, Then a weekly report should be automatically generated and sent to event planners' registered email addresses containing key metrics and trends.

Automated Reporting for Monthly Engagement Trends

Given the engagement heatmap data is gathered over the month, When the end of the month is reached, Then a comprehensive monthly report should be generated, compiling insights and recommendations based on the data.

UI Notification for Report Generation

Given that an automated report is generated, When the report is successfully delivered, Then a notification should be displayed in the VenueConnect platform to inform the user of the report's availability.

Report Content Verification

Given that the report is generated, When the report is reviewed, Then it should include sections on client engagement metrics, peak engagement times, and actionable recommendations based on trends observed.

Error Handling for Report Generation

Given that there is an error during the report generation process, When the error occurs, Then an error notification should be sent to the admin and logged in the system for further investigation.

Customization of Report Frequency

Given that users have different reporting needs, When accessing the report settings, Then users should be able to customize the frequency of automated reports (daily, weekly, monthly) according to their preferences.

Historical Engagement Data in Reports

Given that historical engagement data is available, When generating a report, Then the report should include comparisons of engagement metrics with previous weeks or months to identify trends over time.

Feature Interaction Tracking

"As an event planner, I want to see which features clients use the most so that I can advocate for enhancements that will improve user experience."

Description

The Feature Interaction Tracking requirement is essential for monitoring which specific features on the platform clients engage with the most. This functionality will collect data on user interactions with features such as booking tools, payment processing, and event layout customizations. By understanding which features drive engagement, the VenueConnect team can prioritize enhancements and make more informed decisions regarding feature development, ensuring they remain aligned with user needs. This data is invaluable for continuous improvement of the platform and for targeting specific marketing efforts to boost feature adoption.

Acceptance Criteria

Tracking user engagement with various features in VenueConnect during an event planning phase.

Given a user accesses the booking tool, when they make a booking, then the interaction is logged with a timestamp and user identifier in the system database.

Measuring the frequency of client interactions with the payment processing feature across multiple event planners.

Given a client interacts with the payment processing feature, when they complete a transaction, then the system should increment the interaction count for that feature in the analytics dashboard.

Assessing client engagement with customizable event layouts over a specified period.

Given an event planner customizes their event layout, when they save the layout, then the event layout interaction should be recorded with user data and timestamp in the analytics module.

Evaluating the overall user engagement trends on the VenueConnect platform.

Given multiple users accessing various features within a defined timeframe, when the engagement report is generated, then it should show the most engaged features and peak usage times.

Identifying which features lead to increased client retention rates.

Given a feature has been used by a client, when the client returns to the platform within a specified period, then the usage data should indicate a positive correlation between feature interaction and client retention.

Comparing different features based on user engagement metrics.

Given multiple features are available on the platform, when comparing user interactions for each feature over a set time, then the analytics should clearly display the features ranked by engagement levels.

Enhancing marketing strategies based on user interaction data.

Given the system has collected feature interaction data, when marketing strategies are developed, then they should be informed by insights derived from the most and least engaged features.

User Segmentation Analytics

"As an event planner, I want to categorize users based on their engagement patterns so that I can send tailored communication that resonates with each group."

Description

The User Segmentation Analytics requirement will implement the capability to segment users based on their interaction patterns with the platform. By categorizing users into different groups such as 'high engagement,' 'occasional users,' or 'new users,' event planners will be equipped with insights to tailor their communications and marketing approaches. This segmentation will allow for targeted messaging that speaks directly to the varied needs of different user groups, leading to improved overall engagement and satisfaction. This analysis deepens the understanding of user habits and preferences, laying the groundwork for personalized experiences.

Acceptance Criteria

User Segmentation for Targeted Marketing Campaigns

Given a user interacts with the platform, when their interaction pattern is analyzed, then they should be categorized into either 'high engagement', 'occasional users', or 'new users' based on predefined criteria.

Real-time Analytics Dashboard

Given the user segments have been created, when event planners access the analytics dashboard, then they should see real-time visualizations of user engagement for each segment.

Custom Communication Strategies

Given the user segments are defined, when event planners create a communication strategy, then they should be able to select the segment to target and customize the message accordingly.

Report Generation for User Insights

Given user interactions over a specified period, when an event planner generates a report, then the report should accurately reflect the number of users in each segment and their respective engagement levels.

Feedback Collection Mechanism

Given the user segments exist, when a feedback collection form is sent to a specific user segment, then the response rate should be tracked and analyzed for effectiveness of the communication strategy.

Performance Metrics for Segmentation

Given the user segments are implemented, when performance metrics are evaluated, then there should be measurable improvement in engagement and satisfaction scores for targeted communications over a baseline period.

Insights-Driven Reporting

Utilizing AI, this reporting feature delivers comprehensive insights derived from client data, interactions, and feedback. Users receive targeted insights and actionable recommendations for improvement, ensuring that event coordinators can make informed decisions that drive better client relationships.

Requirements

Automated Data Collection

"As an event coordinator, I want to automatically collect client interaction data so that I can focus on planning successful events instead of manual entry tasks."

Description

The Automated Data Collection requirement involves the integration of various data sources into VenueConnect to gather and compile relevant information seamlessly. This feature will eliminate manual data entry by utilizing APIs and webhooks to collect client interactions, feedback, and event performance metrics automatically. The benefits of this requirement include time savings for users, improved data accuracy, and a centralized repository of client behavior that enables deeper analytics. Automating the data collection process will enhance the functionality of the Insights-Driven Reporting feature, ensuring that users receive timely and comprehensive reports based on real-time data.

Acceptance Criteria

Automated Data Collection initiates when a user creates a new event through VenueConnect, triggering data gathering from specified sources.

Given a new event is created, when the system triggers data collection, then relevant client data, interactions, and feedback should automatically populate the event record within 5 seconds.

The system collects client feedback after an event completion automatically, ensuring timely insights for reporting.

Given an event is completed, when the feedback collection process is initiated, then client feedback should be collected and stored within 10 minutes without any manual intervention.

API integration is established with a third-party event platform to gather metrics on event performance.

Given the API is integrated, when data from the third-party platform is requested, then the system should retrieve and display the event performance metrics accurately in real-time.

Users need to access real-time reporting based on the data collected from various sources to make decisions.

Given that the data collection is automated, when the user requests an insights report, then the report should reflect the most up-to-date data with no delay in processing.

A webhook is triggered whenever a registered attendee interacts with an event-related email, capturing engagement data.

Given an attendee interacts with an email, when the webhook is activated, then their engagement data should be logged in the system successfully without errors within a minute.

The centralized repository for analytics is updated in real-time as data is collected from different sources.

Given new data is available, when the data is processed, then the centralized repository should reflect the updated data within 2 minutes of collection.

The system analyzes the collected data to provide actionable insights for event coordinators after an event concludes.

Given event data has been collected, when the analysis is run, then the system should generate a report with at least 5 actionable recommendations within an hour of event completion.

Customizable Reporting Templates

"As an event manager, I want to create customized reporting templates so that I can present insights in a way that resonates with my audience."

Description

The Customizable Reporting Templates requirement allows users to create and modify reporting templates that suit their specific messaging and branding needs. Users can select various data points to include, design the layout, and choose the visual representation of the data (charts, graphs, tables). This feature empowers users by providing them the flexibility to tailor reports to different audiences, such as stakeholders, event sponsors, or team members. By customizing their reports, users are better equipped to communicate insights effectively, leading to improved understanding and decision-making.

Acceptance Criteria

Creating a New Reporting Template for an Event

Given that the user is logged into VenueConnect, When the user accesses the reporting templates section, Then the user should be able to create a new reporting template by selecting data points, designing the layout, and choosing the visual representations.

Modifying an Existing Reporting Template

Given that the user has an existing reporting template, When the user selects the template to edit, Then the user should be able to modify the data points included, change the layout, and update the visual representations without errors.

Saving a Customized Reporting Template

Given that the user has finished customizing a reporting template, When the user clicks the 'Save' button, Then the customized template should be saved successfully and available in the user's template library for future use.

Previewing the Customized Reporting Template

Given that the user has created or modified a reporting template, When the user selects to preview the template, Then the user should see a visual representation of the report as it would appear when generated, reflecting all customizations made.

Generating a Report Using a Customized Template

Given that the user has a customized reporting template saved, When the user selects the template and inputs data for a specific event, Then the generated report should reflect all selected data points and customizations accurately.

Sharing a Customized Reporting Template with Team Members

Given that the user has created a customized reporting template, When the user chooses to share the template with team members, Then the team members should receive the template with all custom settings intact and should be able to use it.

Deleting a Reporting Template

Given that the user wishes to delete a reporting template, When the user selects the template and confirms deletion, Then the template should be permanently removed from the user's template library without impacting other templates.

AI-Powered Insights Suggestions

"As an event professional, I want AI to suggest insights based on my events' data, so I can make data-driven decisions that elevate client satisfaction."

Description

The AI-Powered Insights Suggestions requirement involves leveraging machine learning algorithms to analyze gathered data and suggest actionable insights to users. This feature will automatically identify trends, patterns, and anomalies in data, providing users with intelligent recommendations tailored to their specific events and interactions. By utilizing AI, this requirement aims to enhance user decision-making by delivering relevant insights proactively. This will result in more informed choices that can significantly improve client relationships and event outcomes.

Acceptance Criteria

AI-Driven Insights Generation for Event Managers

Given the user has accessed the insights dashboard, when they upload recent event data, then the system should automatically generate and display at least three actionable insights relevant to the event within five seconds.

Identifying Trends and Anomalies in Client Interactions

Given the user has a list of client interactions, when the user selects the 'Analyze' option, then the system should highlight any trends or anomalies over the past six months and provide insights on how to address them within ten seconds.

Recommendations Based on Historical Event Performance

Given the user is reviewing a new event plan, when the user requests recommendations, then the system should analyze the historical performance of similar past events and present at least five tailored recommendations to improve the current event's success within eight seconds.

User Feedback Integration for Enhanced Reporting

Given the user has collected feedback from an event, when they submit this feedback into the system, then the system should automatically suggest improvements for future events based on user feedback and AI analysis within fifteen seconds.

Monthly Performance Summary Generation

Given the end of the month, when the user navigates to the reports section, then the system should generate a comprehensive performance summary report showcasing key insights from that month within ten seconds.

Real-Time Insight Notifications During Event Planning

Given the user is in the event planning phase, when they make changes to the event layout or schedule, then the system should send real-time notifications with insights relevant to the changes made within five seconds.

Customizable Insight Report Creation

Given the user wants to create a custom report, when they select specific criteria from the dashboard, then the system should generate a custom report with the selected insights and suggestions within twenty seconds.

Integrated Feedback Mechanism

"As a client liaison, I want to gather real-time feedback from clients about their event experiences so that I can quickly address any issues and improve overall satisfaction."

Description

The Integrated Feedback Mechanism requirement enhances the Insights-Driven Reporting feature by allowing users to solicit client feedback directly through the platform. This feature includes customizable feedback forms and automated follow-ups to ensure timely responses. Customers can share their experiences easily, and users can collect qualitative data alongside quantitative metrics. Integrating client feedback directly into the reporting process enables a holistic view of client satisfaction and improvement areas, fostering better relationships and service adjustments.

Acceptance Criteria

Client feedback collection via customizable forms after event completion.

Given a completed event, when the user sends a customizable feedback form to the client, then the client should receive the form via email within 5 minutes.

Automated follow-up reminders for feedback submission.

Given the feedback form was sent, when 48 hours have passed without a response, then an automated reminder should be sent to the client.

Integration of collected feedback into the reporting dashboard.

Given valid feedback data is collected, when the user accesses the reporting dashboard, then the feedback should be displayed alongside quantitative metrics in the insights section.

Customizable feedback forms with multiple question types.

Given the user creates a feedback form, when the form includes multiple question types (multiple choice, open-ended, and rating scales), then the form should display correctly for client completion.

Exporting feedback data for external analysis.

Given the user selects feedback data from the reporting module, when the user clicks on the export button, then the feedback data should be downloadable in CSV format.

Real-time notifications for new client feedback submission.

Given a client submits feedback via the platform, when the feedback is submitted, then the user should receive a real-time notification alerting them of the new feedback.

User access management for feedback forms.

Given an admin user manages settings, when the admin assigns feedback form access to team members, then the assigned members should only have access to the forms relevant to their events.

Visualization Dashboard

"As a venue manager, I want to have a visualization dashboard that summarizes key performance metrics so that I can easily monitor our events' effectiveness and make timely adjustments."

Description

The Visualization Dashboard requirement involves creating an interactive, visual representation of key metrics and insights derived from the data collected by VenueConnect. This dashboard would allow users to customize their views based on the metrics that matter most to them, such as attendance trends, client engagement levels, and financial performance. The dashboard will add significant value by enabling at-a-glance access to critical information, facilitating quicker decision-making, and fostering a greater understanding of performance metrics. By providing an intuitive interface, it empowers users to investigate data and derive insights on their own.

Acceptance Criteria

User accesses the Visualization Dashboard to review event performance metrics for the last quarter.

Given the user is logged in to VenueConnect, when they select the 'Visualization Dashboard' from the main menu, then the dashboard should load within 3 seconds and display key metrics including attendance trends, client engagement levels, and financial performance.

A user customizes their dashboard view to display only client engagement metrics.

Given the user is on the Visualization Dashboard, when they select the 'Customize View' option and check the 'Client Engagement Metrics' box, then only the selected metrics should be displayed, and changes should be saved for future sessions.

A user interacts with data points to view detailed insights about client engagement.

Given the user has selected a specific client engagement metric on the dashboard, when they click on that metric, then a detailed pop-up should appear displaying historical data, trends, and actionable insights related to that metric.

An event coordinator wants to generate a report based on the insights from the Visualization Dashboard.

Given the user is on the Visualization Dashboard, when they select the 'Generate Report' button, then a customizable report should be created in PDF format and available for download, including all selected metrics and insights.

Users need to filter the dashboard metrics based on specific date ranges.

Given the user is viewing the Visualization Dashboard, when they select a date range from the filter options, then all displayed metrics should update in real-time to reflect data only within the selected date range.

Users require an explanation of each metric displayed in the dashboard.

Given the user is on the Visualization Dashboard, when they hover over any metric, then a tooltip should appear providing a brief definition and context for that metric.

The dashboard must accommodate various screen sizes for different devices.

Given the user accesses the Visualization Dashboard on a mobile device, when the dashboard loads, then it should automatically adjust to fit the screen size, maintaining usability and visibility of all metrics.

Real-Time Data Synchronization

"As a data analyst, I want to ensure that all client interaction data is synchronized in real-time so that I can rely on accurate and current information for reporting purposes."

Description

The Real-Time Data Synchronization requirement facilitates the immediate updating of data across all integrated platforms within VenueConnect. This ensures consistency and accuracy of information shared during reports and analytics. By implementing real-time synchronization, users will always have access to the latest client data, enabling them to analyze current trends and make informed decisions without delay. This requirement is crucial for maintaining the integrity of Insights-Driven Reporting and ensuring that all teams are aligned with the most up-to-date information.

Acceptance Criteria

Real-Time Data Update During Event Booking

Given a user is booking an event, when they update the event details, then the changes should reflect in all integrated platforms within 1 second, ensuring real-time synchronization.

Client Data Availability in Analytics

Given real-time data synchronization is enabled, when a user accesses the Insights-Driven Reporting section, then they should see the latest client data updated within the last minute.

Notification of Data Sync Success or Failure

Given a data synchronization event, when synchronization is completed, then the user should receive a notification indicating success or failure of the update within 5 seconds.

Multi-User Data Synchronization

Given multiple users are editing the same client data simultaneously, when one user saves changes, then all other users should see the updated data instantly without needing to refresh the interface.

Integration with External Platforms

Given VenueConnect is integrated with external platforms, when a data change occurs, then the change should reflect on the external platform within a 3-second interval to maintain real-time synchronization.

Product Details

Vision & Mission

Problem & Solution

Details & Audience

User Personas

Samantha Socializer

Background

Needs & Pain Points

Needs

Pain Points

Psychographics

Channels

Daniel the Data-Driven Planner

Background

Needs & Pain Points

Needs

Pain Points

Psychographics

Channels

Rita the Resourceful Vendor

Background

Needs & Pain Points

Needs

Pain Points

Psychographics

Channels

Victor the Visionary Venue Designer

Background

Needs & Pain Points

Needs

Pain Points

Psychographics

Channels

Product Features

Real-Time Collaboration

Requirements

Multi-User Access Control

Description

Acceptance Criteria

Instant Notification System

Description

Acceptance Criteria

Version History Tracking

Description

Acceptance Criteria

Integrated Communication Platform

Description

Acceptance Criteria

Collaborative Layout Design Tool

Description

Acceptance Criteria

Integrated File Sharing

Requirements

Secure Document Upload

Description

Acceptance Criteria

Team Collaboration Tools

Description

Acceptance Criteria

Version Control System

Description

Acceptance Criteria

Search and Filter Functionality

Description

Acceptance Criteria

Mobile Access

Description

Acceptance Criteria

Visual Idea Board

Requirements

Idea Pinning

Description

Acceptance Criteria

Feedback Mechanism

Description

Acceptance Criteria

Visual Customization

Description

Acceptance Criteria