AllotWiz

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Product Details

Name

AllotWiz

Tagline

Effortless Property Mastery

Busy Bella

Name: Busy Bella
Description: Busy Bella is a mid-career property manager juggling multiple properties and a varied tenant base. With a schedule packed full of tenant meetings and property upkeep, she relies heavily on AllotWiz to streamline her daily tasks and maintain open communication with tenants. Bella seeks efficiency and simplicity in managing her properties while ensuring tenant satisfaction is always a priority.
Demographics: Age: 38, Gender: Female, Education: Bachelor's Degree in Business Management, Occupation: Property Manager, Income Level: $75,000 annually.
Background: Growing up in a military family, Bella moved around a lot, giving her a unique perspective on what tenants truly need. After earning her degree, she started her career in real estate, quickly transitioning into property management. She enjoys community volunteering and gardening on weekends, often using her weekends to improve her properties.
Psychographics: Bella values time above all else and believes that technology should simplify her life, not complicate it. She's passionate about creating positive living environments and is motivated by high tenant retention and satisfaction rates. Family and work-life balance are central to her lifestyle and decisions.
Needs: Bella needs a seamless platform to manage tenant relationships and automate routine tasks like rent collection and maintenance requests. She looks for features that can enhance communication and reporting to make her work easier and more efficient.
Pain: Bella’s primary pain points include time-consuming administrative tasks, delayed communication with tenants, and difficulties in tracking utility expenses. She often finds herself overwhelmed by the demands of the job when she has to coordinate repairs and tenant inquiries manually.
Channels: Bella primarily uses her smartphone and laptop, communicating through email, property management apps, and social media channels to stay connected with tenants and industry peers. She also relies on online forums and real estate webinars for professional development.
Usage: Bella interacts with AllotWiz daily, particularly during work hours, often utilizing features for rent collection and maintenance management. She leverages reporting tools weekly to analyze property performance and make data-driven decisions.
Decision: Bella's decision-making is driven by the need for reliability and user-friendliness in any tech solution she engages with. Recommendations from fellow property managers and positive online reviews heavily influence her choices.

Tech-Savvy Tom

Name: Tech-Savvy Tom
Description: Tech-Savvy Tom is a young landlord who values innovation and efficiency in property management. He uses AllotWiz to manage his rental properties, optimize rental income, and connect effectively with his tenants. With a strong reliance on technology, he seeks solutions that align with his modern lifestyle.
Demographics: Age: 29, Gender: Male, Education: Master's Degree in Computer Science, Occupation: Software Developer, Income Level: $90,000 annually.
Background: Growing up in a tech-oriented household, Tom developed an affinity for technology early on and pursued a career in software development. He invested in his first rental property during his college years and has since expanded his portfolio, blending his passion for technology with property management.
Psychographics: Tom values innovation, and efficiency, and believes in leveraging technology to solve everyday problems. He is motivated by growth and continuous improvement in his investment returns, and prioritizes sustainability and smart home features in his properties.
Needs: Tom needs an integrated solution that provides detailed data analytics and reporting to make informed investment decisions. He looks for automation to streamline communications and property maintenance requests.
Pain: Tom's challenges include managing tenant relationships effectively while dealing with inconsistent communication patterns and complicated reporting processes. He often struggles with integrating various tools to get a complete overview of his operations.
Channels: Tom prefers to engage through mobile applications and online platforms, including forums, tech blogs, and social media channels, where he can discuss innovations in property management and real estate.
Usage: Tom uses AllotWiz frequently, interacting with the platform daily to view reports and manage tenant interactions. He engages with the software mainly in the evenings and on weekends, as he balances his tech career with property management.
Decision: Tom's decision-making is influenced by his knowledge of technology and the efficiency it brings. He seeks reviews from tech peers and thorough online research before choosing services or products.

Community-Centered Clara

Name: Community-Centered Clara
Description: Community-Centered Clara is a dedicated property manager focused on creating a thriving community for her tenants. Utilizing AllotWiz, she emphasizes tenant engagement and satisfaction while maintaining her properties. She prioritizes that her tenants feel like active participants in their living experience.
Demographics: Age: 45, Gender: Female, Education: Bachelor's Degree in Social Work, Occupation: Property Manager for a nonprofit housing organization, Income Level: $60,000 annually.
Background: Clara grew up in a close-knit community that heavily influenced her belief in the importance of supportive living environments. After obtaining her degree, she dedicated her career to assisting underprivileged communities by managing affordable housing. She enjoys organizing community events and often collaborates with local organizations.
Psychographics: Clara values community and social responsibility, believing that a happy tenant is a productive tenant. She is motivated by a passion for helping others and making a positive impact. Her lifestyle reflects her commitment to community engagement, volunteering regularly and participating in local events.
Needs: Clara needs a platform that facilitates tenant communication, allowing her to engage residents and gather feedback. She seeks features that help her organize community events and manage maintenance requests efficiently.
Pain: Clara faces challenges in tenant-related communication and frequently encounters resistance when trying to engage residents in community initiatives. Additionally, she feels overwhelmed by the administrative nature of property management.
Channels: Clara primarily uses email, social media, and community events to communicate with tenants. She also consults online community forums for property management strategies and community-building ideas.
Usage: Clara interacts with AllotWiz multiple times a week, especially during her event planning phases and when handling maintenance requests. Her engagement peaks during tenant-management activities.
Decision: Clara's decision-making is grounded in the premise of community benefits and tenant satisfaction. Her choices are influenced by her colleagues and peer-reviewed insights focusing on community-driven housing solutions.

Product Ideas

Smart Lease Notifications: A proactive notification system that alerts both property managers and tenants of important lease milestones, such as renewal dates, payment due dates, and upcoming inspections. This feature aims to enhance communication and minimize missed deadlines or miscommunication.
Tenant Engagement Hub: An integrated platform feature that encourages tenant interaction, community-building activities, and feedback collection. This hub would allow tenants to participate in events, provide suggestions, and engage with their neighbors, fostering a sense of community.
Predictive Maintenance Insights: Utilizing AI and machine learning to analyze maintenance request data and predict future issues before they arise. This feature aims to improve property upkeep and tenant satisfaction by addressing potential maintenance problems proactively.
Customized Financial Reporting: A tailored financial reporting tool that allows property managers and real estate investors to generate customized reports on property performance, rent collection rates, and expense tracking, enabling more informed decision-making.
Instant Rental Application Approval: A feature enabling property managers to automate the tenant application approval process using algorithms that assess tenant eligibility quickly. This minimizes wait times for applicants, increasing tenant satisfaction.
Sustainability Tracker: A tool that helps property managers and landlords track and report on the sustainability and energy efficiency of their properties, promoting green practices and enhancing marketability.
Mobile App for Tenants: A dedicated mobile application that allows tenants to manage their rental experiences seamlessly. Features include rent payment, maintenance requests, and communication tools for direct interaction with property managers.

Product Features

Renewal Reminder Alerts

This feature sends timely notifications to both property managers and tenants about upcoming lease renewals. By ensuring that all parties are aware of renewal dates, it helps to facilitate smooth transitions and proactive discussions about lease terms, thereby minimizing last-minute surprises and ensuring tenant retention.

Requirements

Automated Reminder Notifications

User Story: As a property manager, I want to receive automated reminders about lease renewals so that I can notify tenants in advance and discuss renewal terms without last-minute surprises.
Description: This requirement entails the implementation of an automated notification system that sends reminders to property managers and tenants about upcoming lease renewal dates. The notifications should be customizable in terms of timing and frequency, allowing users to set alerts that suit their preferences and operational needs. It aims to enhance communication between landlords and tenants by ensuring that everyone is informed about critical lease timelines, reducing the risk of missed renewals and associated disruptions. Integrating this feature with the existing tenant management module of AllotWiz will allow seamless updates and tracking of notification statuses, providing both parties with a clear understanding of their responsibilities and important deadlines.
Acceptance Criteria: Notification System Alert for Property Manager

Given that the property manager has set up a renewal alert for a lease, when the specified notification time arrives, then the system should send an email and in-app notification to the property manager regarding the upcoming lease renewal.

Customizable Notification Timing for Tenants

Given that a tenant has opted for notification preferences, when the upcoming lease renewal date is seven days away, then the system should send the tenant a reminder notification as per their selected timing (e.g., one week before).

Tracking Notification Status for Compliance

Given that notifications were sent out for lease renewals, when the property manager checks the notification status dashboard, then it should display a record of all sent notifications, their delivery status, and responses from tenants if applicable.

User Interface for Setting Up Alerts

Given that the property manager is on the lease management page, when they access the renewal alerts settings, then they should see a user-friendly interface allowing them to customize alert timing and frequency without technical assistance.

Automated Reminders for Multiple Leases

Given that a property manager has multiple properties with varying lease dates, when a lease renewal date is approaching, then the system should simultaneously notify the property manager about all upcoming renewals for their portfolio in a single consolidated notification.

Integration with Existing Tenant Management Module

Given that the automated reminder notifications feature is enabled, when a lease is updated or renewed in the tenant management module, then the notification system should automatically adjust upcoming reminders based on the new lease dates.

Feedback Loop for Notification Effectiveness

Given that reminders have been sent out, when tenants and property managers interact with the notifications, then the system should collect feedback on the effectiveness of the notifications for ongoing improvements.

Customizable Notification Settings

User Story: As a tenant, I want to customize my notification preferences for lease renewal alerts so that I can choose how and when I receive these reminders based on my schedule.
Description: This requirement focuses on allowing users to customize their notification preferences regarding lease renewal alerts. Property managers and tenants should be able to choose how far in advance they want to receive notifications and the method of delivery (e.g., email, SMS, or in-app notifications). This enhances user experience by providing flexibility and ensuring that each user can tailor their notification settings based on their schedules and preferences. It will also reduce notification fatigue by allowing users to set parameters that suit their operational flow while still ensuring timely reminders for important lease renewals.
Acceptance Criteria: Property managers want to customize notification settings for lease renewals to align with their operational workflow.

Given a property manager is accessing the notification settings, when they select their preference for notification delivery method, then the system should allow options for email, SMS, and in-app notifications to be displayed. Additionally, notifications can be set 30, 60, or 90 days in advance of lease renewals.

Tenants are receiving notifications regarding their lease renewals and need to adjust their settings according to their preferences.

Given a tenant is logged into their AllotWiz account, when they navigate to the notification settings, then they should be able to select their preferred notification delivery method and specify the number of days they want to be notified before the renewal date.

A property manager wants to verify that the customized notification settings are functioning correctly for lease renewals.

Given a property manager has set their notification preferences, when a lease is 30 days away from renewal, then they should receive a notification via their chosen delivery method as per their settings.

A tenant modifies their notification settings and wants to ensure the changes are retained in the system.

Given a tenant updates their notification preferences, when they save the updated settings, then the system should confirm the changes and reflect the modifications upon their next login.

The system needs to handle scenarios where a property manager or tenant does not receive notifications if their settings are not configured.

Given a user has not customized their notification settings, when a lease renewal is approaching, then no notifications should be sent until the user configures their preferences.

Both property managers and tenants want a way to test their notification settings after customization to ensure they work as intended.

Given a user has customized their notification preferences, when they select a 'test notification' button, then the system should send a test notification using their chosen delivery method to validate the settings are working correctly.

Renewal Status Tracking Dashboard

User Story: As a property manager, I want a dashboard to track lease renewal statuses so that I can manage my properties more effectively and ensure timely renewals.
Description: This requirement involves creating a dashboard feature where property managers can easily track the status of lease renewals for all their properties. The dashboard will display upcoming renewal dates, previous lease agreements, and the current status of discussions with tenants regarding renewals. This centralized view will help property managers manage their portfolios effectively, enabling them to proactively address renewals before they become urgent issues. Integration with existing reporting tools will provide valuable insights and historical data, allowing property managers to analyze trends in lease renewals and tenant retention rates.
Acceptance Criteria: Property managers access the Renewal Status Tracking Dashboard to review all upcoming lease renewals for their portfolio.

The dashboard displays all properties with upcoming renewal dates within the next 60 days.

A property manager clicks on a specific property within the dashboard to view detailed information about the lease renewal.

The detailed view shows previous lease agreements, tenant information, and the current status of renewal discussions.

The property manager receives a notification through the dashboard when a lease renewal date is approaching.

Notifications are sent at least 30 days before the renewal date to both the property manager and the tenant.

A property manager generates a report from the dashboard to analyze trends in lease renewals and tenant retention.

The reporting tool provides data on renewal rates, average lease terms, and tenant retention metrics over the past 12 months.

A property manager notes a tenant’s decision regarding renewal status and updates it in the dashboard.

The updated status reflects accurately in the dashboard within 5 minutes of being entered.

Multiple property managers collaborate on the dashboard to ensure all actions related to lease renewals are logged.

The system allows for multiple user access with real-time updates to the dashboard for each user.

Integrated Lease Discussion Tool

User Story: As a tenant, I want to have an integrated tool to discuss lease renewal terms with my property manager so that our communications are organized and easily accessible.
Description: This requirement proposes implementing a discussion tool within the AllotWiz platform that allows property managers and tenants to have conversations regarding lease renewal terms directly. This tool will facilitate effective communication and documentation of renewal negotiations, ensuring that both parties have access to critical conversations and agreed-upon terms. By integrating this feature, AllotWiz enhances its service offering by providing a comprehensive platform where all lease-related activities—notifications, discussions, and final agreements—can be managed in one place, ultimately improving tenant satisfaction and retention.
Acceptance Criteria: Property Manager initiates a lease discussion with a tenant regarding renewal terms through the Integrated Lease Discussion Tool.

Given the property manager has access to the Integrated Lease Discussion Tool, when they send a message regarding lease renewal terms to the tenant, then the tenant should receive a notification of the new message in real-time.

Tenant responds to the property manager's lease renewal message using the discussion tool.

Given the tenant has received a message from the property manager, when they reply to the discussion, then both the property manager and tenant should see the updated conversation thread immediately.

Both parties agree on the lease renewal terms and finalize the discussion within the tool.

Given that the negotiation has reached a consensus, when both parties confirm the agreed terms within the Integrated Lease Discussion Tool, then a summary of the agreement should be automatically generated and stored in the lease management system.

Property manager and tenant can access a history of prior discussions for lease renewals.

Given that the Integrated Lease Discussion Tool is used for lease negotiations, when either party views the discussion history, then all past conversations regarding lease renewals should be clearly displayed in chronological order.

Automated notifications remind both parties of upcoming lease discussions.

Given that a lease renewal discussion date is set, when the date is approaching, then both the property manager and tenant should receive automated reminders through their designated communication preferences.

The discussion tool includes a feature for uploading and sharing relevant lease documents.

Given that a property manager or tenant wants to discuss lease terms, when they upload a relevant document in the Integrated Lease Discussion Tool, then the document should be accessible to both parties during the discussion.

Property manager reviews analytics related to past lease discussions.

Given that the property manager wants insights on lease negotiations, when they access the analytics section of the Integrated Lease Discussion Tool, then they should see metrics such as average discussion length and common points of disagreement.

Automated Follow-up Reminders

User Story: As a property manager, I want automated follow-up reminders for lease renewals so that I can ensure timely responses from tenants and manage renewals effectively.
Description: This requirement focuses on creating an automated follow-up reminder system that alerts property managers about lease renewals that require follow-ups after initial notifications have been sent. It will track responses from tenants and send automatic reminders to property managers when no action has been taken within a specified timeframe after the initial alert. This ensures that potential lease renewals do not slip through the cracks, contributing to improved tenant retention and minimizing the chances of unexpected vacancies.
Acceptance Criteria: Automated Follow-up Reminders for Lease Renewals

Given that a lease renewal is due, when the initial reminder is sent, then the system should track the response from the tenant and, if no response is received within 7 days, automatically send a follow-up reminder to the property manager.

Response Tracking of Tenants

Given that a tenant has received the initial lease renewal reminder, when the tenant responds to the reminder, then the system should update the follow-up status to indicate the response has been recorded and no further reminders are necessary.

Customizable Reminder Timelines

Given that a property manager wants to set reminders for lease renewals, when a lease is nearing its expiration, then the system should allow the property manager to customize the timeframe for follow-up reminders (e.g., 7, 14, or 30 days) before the expiration date.

Notification to Property Manager After Tenant Response

Given that a tenant has responded to a lease renewal reminder, when the response is recorded, then the system should automatically notify the property manager about the tenant's decision within 1 business day.

Logging of Follow-up Reminders Sent

Given that follow-up reminders are sent for lease renewals, when a follow-up reminder is generated, then the system should log this action in the property manager's dashboard for tracking purposes.

Payment Due Notifications

Automated alerts will be sent to remind tenants about upcoming rent payment due dates. This feature helps tenants to stay financially accountable, reducing late payments and fostering timely rent collection for property managers. It enhances tenant satisfaction by alleviating anxieties related to payment schedules.

Requirements

Automated Notification System

User Story: As a tenant, I want to receive automated notifications about my upcoming rent due date so that I can ensure I make my payment on time and avoid late fees.
Description: The Automated Notification System will send timely reminders to tenants about upcoming rent payment due dates via email and in-app notifications. This feature leverages scheduled notifications to ensure tenants are aware of their financial obligations, enhancing communication and accountability. The notifications will be customizable, allowing property managers to adjust reminder times according to their preferences, and will include payment instructions and links to the payment portal. This functionality will reduce the occurrence of late payments, improve cash flow for property managers, and enhance tenant satisfaction by alleviating anxieties related to payment schedules.
Acceptance Criteria: Interest in Rent Payment Notifications by Tenants

Given a tenant is registered on the AllotWiz platform, when their rent payment due date is reached, then the tenant should receive an email notification 5 days prior to the due date and an in-app notification 1 day prior to the due date.

Customization of Notification Times by Property Managers

Given a property manager wants to customize notification times, when they adjust the notification settings for a specific tenant, then the tenant should receive notifications at the new specified times according to the manager's preferences.

Inclusion of Payment Instructions in Notifications

Given that a notification is sent to a tenant reminding them of an upcoming rent payment, then the notification must include clear payment instructions and a direct link to the payment portal.

Successful Delivery of Notifications

Given that notifications are scheduled to be sent to tenants, when the notification system executes, then 95% of all scheduled notifications must be successfully delivered to the tenants’ email inboxes and in-app notifications should be marked as read by the tenant within 24 hours.

Tracking Tenant Acknowledgment of Notifications

Given a tenant receives an in-app notification about an upcoming rent payment, when the tenant opens the notification, then the system should log the acknowledgment and update the tenant's status to 'informed' for that payment period.

Handling Undeliverable Notifications

Given that a notification fails to deliver to a tenant's email, when the system detects a failed delivery, then it should log the failure and attempt to resend the notification through in-app messaging within 1 hour of the original attempt.

Customizable Reminder Settings

User Story: As a property manager, I want to customize the reminder settings for my tenants so that I can communicate with them in a way that suits their preferences, enhancing the chances of timely payments.
Description: The Customizable Reminder Settings will allow property managers to tailor the notification preferences for their tenants. Managers can set the frequency of reminders (e.g., weekly, bi-weekly) and choose the mode of communication (email, SMS, or app notification). This feature will provide flexibility in managing tenant communications and help cater to individual tenant needs. By allowing property managers to configure reminders, this will ensure that the notifications are effective in promoting timely payments, thereby improving the overall rent collection process.
Acceptance Criteria: Setting Up Custom Reminder Preferences for a New Tenant.

Given a property manager logs into AllotWiz, when they navigate to the tenant's profile, then they should be able to customize reminder settings for the tenant, including frequency and mode of communication.

Testing Different Notification Frequencies.

Given a property manager has set a tenant's reminder to send notifications weekly, when the due date approaches, then the tenant should receive a notification exactly one week prior to the due date and again on the due date.

Switching Communication Methods for Payment Reminders.

Given a property manager has a tenant set up to receive payment reminder notifications via email, when they change the mode of communication to SMS, then the tenant should be notified via SMS for future payments instead of email.

Verifying Tenant Receipt of the Notifications.

Given notifications have been customized by the property manager, when the due date approaches for any tenant, then the tenant should confirm receipt of the reminders by replying to the notification and it should be logged in the system.

Handling a Tenant's Request to Change Reminder Settings.

Given a tenant contacts the property manager to change their reminder preferences, when the property manager updates the settings in the tenant's profile, then the changes should be immediately reflected in the system and the new settings should take effect for upcoming notifications.

Ensuring Compliance with Notification Regulations.

Given the reminder settings have been configured, when notifications are sent to tenants, then all communications must adhere to relevant regulations regarding tenant notifications and data privacy, ensuring compliance is logged in the system for audits.

Payment History Access

User Story: As a tenant, I want to access my payment history so that I can track my rent payments and ensure that all transactions are recorded correctly.
Description: The Payment History Access feature will enable tenants to view their past rent payment history within the platform. This will include details of all transactions, such as due dates, payment dates, and amounts paid. By providing tenants access to their payment history, this feature promotes transparency and helps tenants manage their finances better. Furthermore, it empowers tenants to keep track of their payment patterns and facilitates discussions with property managers in case of disputes regarding payment.
Acceptance Criteria: Tenant accesses payment history through their profile on the AllotWiz platform.

Given a registered tenant is logged into their account, when they navigate to the 'Payment History' section, then they should see a complete list of their past rent payments including due dates, payment dates, and amounts paid.

Tenant attempts to view payment history with no prior payments made.

Given a registered tenant with no payment history logs into their account, when they navigate to the 'Payment History' section, then they should see a message indicating that no payment history is available.

Tenant needs to resolve a payment dispute with the property manager by referencing their payment history.

Given a registered tenant accesses their payment history, when they select a specific payment entry, then they should see detailed information about that transaction, including transaction date, due date, and amount, to facilitate dispute resolution.

Tenant accesses payment history on mobile and desktop versions of the platform.

Given a registered tenant accesses their account, when they view the 'Payment History' section on both mobile and desktop, then they should see the same information formatted appropriately for each device.

Tenant filters payment history by date range.

Given a registered tenant is in the 'Payment History' section, when they apply a date filter, then the displayed payment history should only show transactions within the selected date range.

System logs and records the tenant's access to the payment history feature.

Given a tenant accesses their payment history, when the action is performed, then the system should log the access event including the timestamp and tenant ID for auditing purposes.

Inspection Notices

This feature provides advance notifications to tenants about approaching property inspections. By alerting both property managers and tenants about inspection dates, the feature ensures that everyone is prepared, reducing confusion and fostering trust through transparent communication.

Requirements

Automated Inspection Notifications

User Story: As a tenant, I want to receive advance notifications about property inspections so that I can prepare my home and plan my schedule accordingly.
Description: The automated inspection notifications require a system that sends timely alerts to tenants regarding upcoming property inspections. This feature should be able to integrate with the calendar of both the property managers and tenants, providing reminders through email and SMS. The notifications will include date, time, and any necessary preparation instructions, ensuring that tenants are informed well in advance, which minimizes last-minute confusion and enhances tenant satisfaction. Additionally, property managers will benefit from tracking acknowledgment of these notifications to confirm tenants are aware of impending inspections.
Acceptance Criteria: Tenant receives an automated inspection notification via email for an upcoming property inspection.

Given a tenant has a scheduled property inspection, when the inspection date approaches, then the tenant should receive an email notification containing the inspection date, time, and preparation instructions at least 48 hours prior.

Tenant receives an automated SMS notification for the upcoming property inspection.

Given a tenant's contact preferences include SMS notifications, when the inspection date is within 48 hours, then the tenant should also receive an SMS notification confirming the inspection details.

Property manager sends automated inspection notifications for multiple properties in the system.

Given the property manager has scheduled inspections for multiple properties, when the notifications are triggered, then each tenant associated with those properties should receive individual notifications according to their contact preferences.

Tracking tenant acknowledgment of inspection notifications.

Given an inspection notification has been sent, when a tenant opens the email or SMS, then the system should log the acknowledgment to confirm that the tenant is aware of the impending inspection.

Integration of inspection notifications with the property manager's calendar.

Given the property manager has linked their calendar with the AllotWiz platform, when an inspection notification is sent, then the inspection should automatically appear in the property manager's calendar with relevant details.

Sending reminders for upcoming inspections to ensure tenant readiness.

Given an inspection date is set for one week from now, when the date is three days away, then both the tenant and property manager should receive reminder notifications summarizing the inspection details.

Inspection Schedule Management

User Story: As a property manager, I want to manage and modify inspection schedules easily so that I can ensure timely inspections without conflicts or misunderstandings.
Description: This requirement encompasses a comprehensive management system for the scheduling of property inspections. The feature should enable property managers to set recurring inspections, modify inspection dates, and view inspection history all in one interface. It should also allow for easy synchronization with external calendars, ensuring that all parties involved are aligned on the schedule. This centralized management will reduce errors and conflicts that could arise from miscommunication and ensure inspections run smoothly and efficiently.
Acceptance Criteria: As a property manager, I want to set a recurring inspection schedule for my properties so that tenants receive notifications about upcoming inspections in advance.

Given that the property manager has selected a property and specified a recurring inspection schedule, when the schedule is saved, then tenants should receive notifications via email and in-app alerts at least 7 days before each inspection.

As a property manager, I need to modify an existing inspection date to accommodate tenant requests or personal schedules without losing the complete inspection history.

Given an existing inspection is scheduled, when the property manager changes the date of the inspection, then the system should update the inspection date and retain a history log of previous inspection dates.

As a property manager, I want to see a full history of past inspections for each property to better inform future scheduling and ensure compliance.

Given that the property manager selects a property, when they view the inspection history, then the system should display a chronological list of all past inspections, including dates and notes from each.

As a property manager, I want to synchronize the inspection schedule with my external calendar so that I can keep all my appointments in one place.

Given a set inspection schedule, when the property manager opts to sync this schedule, then the system should update the external calendar with all scheduled inspections automatically.

As a tenant, I want to be notified of upcoming inspections to prepare accordingly and ensure proper communication with the property manager.

Given that an inspection is scheduled, when the inspection date is within 7 days, then the tenant should receive notifications via email and in-app alerts about the upcoming inspection.

As a property manager, I want to ensure that all tenants have accepted the inspection notification to improve communication and reduce the missed appointments.

Given that an inspection notification has been sent, when the property manager views the notifications dashboard, then they should see the acceptance status of each notification from tenants related to the upcoming inspections.

Inspection Feedback Loop

User Story: As a tenant, I want to provide feedback after the inspection so that I can express my thoughts and help improve future inspections.
Description: The inspection feedback loop requires a system enabling tenants to provide feedback on their inspection experience easily. After each inspection, tenants will receive a prompt to rate and comment on the inspection process. This feedback will be recorded and analyzed, allowing property managers to improve their processes and address any tenant concerns promptly. Implementing this feature will foster a sense of community and trust, showing tenants that their opinions matter and contributing to higher satisfaction levels.
Acceptance Criteria: Notification to Tenants After Property Inspection

Given a property inspection has been completed, When the inspection is concluded, Then all tenants should receive an automated notification prompting them to provide feedback within 24 hours.

Feedback Submission Process

Given a tenant receives the feedback notification, When the tenant clicks the feedback link, Then they should be redirected to an easy-to-use feedback form that allows them to rate the inspection and leave comments.

Feedback Recording and Analysis

Given a tenant submits their feedback, When the feedback is recorded, Then it should be stored in the property management system and categorized for analysis by property managers.

Feedback Acknowledgment to Tenants

Given a tenant submits feedback, When the submission is successful, Then the tenant should receive a confirmation message thanking them for their feedback and assuring that it will be reviewed.

Dashboard for Property Managers

Given the feedback has been collected, When property managers access the reporting dashboard, Then they should see aggregated feedback data and trends that can be analyzed to improve inspection processes.

Feedback Improvement Loop

Given the feedback analysis has been completed, When property managers identify areas for improvement, Then a summary of actions taken should be communicated back to the tenants to close the feedback loop.

Inspection Document Repository

User Story: As a property manager, I want to have a centralized repository for inspection documents so that I can keep track of inspection reports and ensure easy access for myself and tenants.
Description: The inspection document repository serves as a centralized storage space for all documents related to property inspections. This requirement involves creating a secure system where property managers can upload reports, checklists, and any related documents which are accessible to authorized parties. Tenants will be able to view their inspection reports for transparency and record-keeping, while property managers can maintain an organized library of past inspections to inform future practices and compliance needs. This promotes accountability and streamlines record keeping.
Acceptance Criteria: Inspection Document Upload by Property Manager

Given a property manager is logged into the AllotWiz platform, when they navigate to the inspection document repository and upload an inspection report, then the document should be stored securely and be accessible only to authorized parties, with confirmation shown to the user after successful upload.

Tenant Access to Inspection Reports

Given a tenant is logged into their account, when they access the inspection document repository, then they should be able to view their specific inspection reports and associated documents, ensuring transparency and accessibility.

Search Functionality in Document Repository

Given a property manager is in the inspection document repository, when they use the search functionality to look for specific inspection documents by date or type, then the relevant documents should be displayed clearly and accurately.

Audit Trail of Document Changes

Given a document has been uploaded or modified in the inspection document repository, when an authorized user views the document details, then an audit trail showing the changes made, including the user and timestamp, should be visible for transparency and accountability.

Notification to Tenants upon Document Upload

Given a property manager uploads a new inspection report, when the upload is completed, then a notification should be automatically sent to affected tenants, informing them that their inspection report is available for viewing in the repository.

Document Versioning for Inspections

Given a property manager uploads a new version of an existing inspection document, when the new version is saved, then the system should maintain the previous versions for record-keeping and allow users to access any version as needed.

Compliance Check for Inspection Documents

Given a property manager accesses the inspection document repository, when they attempt to upload a document that does not meet compliance standards, then the system should prevent the upload and display an error message indicating the specific compliance issue.

Lease Term Alert System

Property managers and tenants receive alerts regarding key lease term details as they approach expiration. This will include notifications for critical changes in terms, helping tenants understand their rights and options, while enabling managers to promptly offer lease extensions or renewal discussions.

Requirements

Lease Term Notification Setup

User Story: As a property manager, I want to receive alerts for upcoming lease term expirations so that I can initiate renewal discussions with tenants ahead of time.
Description: The Lease Term Notification Setup requirement entails the development of an automated alert system that sends notifications to property managers and tenants regarding key lease terms approaching their expiration date. This feature will track critical lease details such as renewal dates, changes in terms, and rights associated with the lease, ensuring that all stakeholders are informed well in advance. By proactively addressing lease expirations, this requirement helps prevent misunderstandings and fosters timely communication between managers and tenants, ultimately leading to improved tenant satisfaction and retention rates.
Acceptance Criteria: Property managers set up the lease term notification system for tenants in the AllotWiz platform.

Given a property manager is logged into AllotWiz, when they navigate to the lease management section and set up notification preferences for a tenant, then the system must save these preferences and confirm the setup with a success message.

Tenants receive notifications regarding key lease terms approaching expiration via the AllotWiz platform.

Given a tenant's lease is approaching its expiration date, when the system triggers the alert, then the tenant must receive an email notification that includes the lease details and expiration date at least 30 days in advance.

Property managers are notified of lease expirations to facilitate timely lease renewals or discussions.

Given a lease is set to expire within the next 30 days, when the notification system triggers alerts, then the property manager must receive a push notification on the AllotWiz dashboard as well as an email alert summarizing the lease details.

Users can access notification history for lease alert setups on the platform.

Given a user accesses the Lease Term Notification Setup section, when they request to view the notification history, then the system must display a log of all notifications sent, including dates, times, and recipients.

The system correctly tracks changes in lease terms and updates stakeholders.

Given a lease term is modified, when the change is saved in the system, then both tenants and property managers must be notified of the changes via email specifying the new terms and their implications.

New tenants are automatically set up to receive notifications upon lease signing.

Given a new tenant signs a lease through the AllotWiz platform, when the lease is finalized, then the system must automatically initiate notification preferences for that tenant based on the lease terms agreed upon.

Property managers can customize notification settings for different lease types.

Given a property manager is configuring lease notification settings, when they select specific lease types for notification customization, then the system must save those preferences accurately and allow for edits.

Customizable Notification Preferences

User Story: As a tenant, I want to customize my notification preferences for lease term alerts so that I receive information in a way that suits my preferences and schedule.
Description: The Customizable Notification Preferences requirement allows both tenants and property managers to tailor their alert settings according to their individual needs. Users can select the type of notifications they wish to receive (e.g., email, SMS), frequency of alerts (e.g., daily, weekly), and specific lease terms of interest. This functionality ensures that users receive relevant information in a format that suits them best, thus enhancing user engagement and satisfaction while decreasing the risk of users ignoring important notifications due to overload.
Acceptance Criteria: User Customization of Notification Settings

Given a user is logged into their account, when they navigate to the notification settings section, then they should be able to select their preferred notification methods (email, SMS) and set a frequency for alerts (daily, weekly).

Test Notification Delivery

Given a user has selected their notification preferences, when a lease term is approaching expiration, then the user should receive the selected type of notification (email or SMS) on the defined frequency.

User Interface for Notification Preferences

Given a user is accessing the notification preferences, when they view the interface, then all available notification options and frequencies should be clearly displayed and accessible for selection.

Modification of Notification Settings

Given a user has previously set notification preferences, when they change the settings and save, then the new preferences should be updated in the system and reflected in future notifications.

Testing Notification Overload Prevention

Given a user has set multiple alerts, when the number of notifications exceeds a predefined limit based on their preferences, then the system should suppress non-critical alerts to prevent overload.

User Feedback on Notification System

Given that the user has received multiple notifications, when they provide feedback on the notification system, then the system should capture and record user feedback for future enhancements.

Actionable Alerts for Lease Terms

User Story: As a tenant, I want to have actionable options within my lease term notifications so that I can quickly respond to upcoming lease changes without having to navigate through multiple screens.
Description: The Actionable Alerts for Lease Terms requirement involves creating alerts that not only inform users of upcoming lease expirations but also provide actionable options within the notification itself, such as 'Renew Lease', 'Schedule a Meeting', or 'Update Contact Information'. This enhances the user experience by allowing immediate actions right from the notification, streamlining the process and reducing the time taken to address lease changes. This requirement integrates closely with other functionalities within AllotWiz to facilitate seamless property management processes.
Acceptance Criteria: Notification Delivery for Upcoming Lease Expiration

Given a tenant with an upcoming lease expiration in 30 days, when the Lease Term Alert System generates the alert, then the tenant receives a notification through email and in-app within 5 minutes.

Actionable Options in Notification

Given a tenant receives a lease expiration notification, when the notification is displayed, then it includes actionable options such as 'Renew Lease', 'Schedule a Meeting', and 'Update Contact Information' clearly visible and clickable.

Manager's View of Lease Term Alerts

Given a property manager's dashboard, when a lease is within 30 days of expiration, then the manager's dashboard reflects a notification with details of the lease and actionable options to contact the tenant or initiate a lease renewal process.

Tracking User Action on Alerts

Given a tenant receives a lease term alert notification, when they click on the 'Renew Lease' option, then the system logs this action and updates the tenant's status in the property management system.

Multiple Lease Alerts Handling

Given a tenant with multiple leases expiring, when the alerts are generated, then the system consolidates notifications into one alert containing all lease expirations and their respective actionable options.

Mobile Notification Functionality

Given a tenant using the mobile app, when a lease term alert is generated, then the tenant receives a push notification through the mobile app in a timely manner mirroring the email and in-app notifications.

Customization of Alert Preferences

Given a property manager, when they set their notification preferences in the system, then those preferences should apply to the alerts received for lease term expirations, including the method of notification and scheduling options.

Reporting Dashboard for Lease Metrics

User Story: As a property manager, I want a reporting dashboard that displays lease metrics so that I can analyze trends and improve lease management strategies.
Description: The Reporting Dashboard for Lease Metrics requirement focuses on developing a comprehensive reporting feature that allows property managers to analyze lease-related data, including lease expiration trends, renewal rates, and tenant responses to alerts. This dashboard will provide visual insights and key performance indicators, aiding in strategic planning for lease management and tenant retention efforts. By equipping managers with data-driven insights, this requirement supports informed decision-making and helps optimize lease management operations.
Acceptance Criteria: Lease Expiration Notifications for Property Managers

Given the dashboard is accessed by a property manager, when the lease expiration dates are within 30 days, then the dashboard displays a notification alerting the manager to the upcoming expirations with draft messages for tenant communication.

Visualization of Renewal Rates

Given that lease renewal data is available, when the property manager opens the Reporting Dashboard, then the dashboard should display a visual graph of renewal rates over the past year, categorized by property for easy comparison.

Tenant Response Tracking for Alerts

Given a tenant has received a lease term alert, when the dashboard is viewed by the property manager, then it should reflect the tenant's response status (e.g., acknowledged, interested in renewal, no response) for each alert sent.

Analysis of Lease Expiration Trends

Given a collection of data on lease expirations is available, when the property manager generates a report from the dashboard, then it should contain insights on trends over the last five years, highlighting peak months for lease expirations and percentage changes in renewals year over year.

Customizable Reporting Features for Lease Metrics

Given the property manager is using the Reporting Dashboard, when they select the customizable report options, then they should be able to add or remove metrics related to lease management, such as average lease length and average time to renew, with real-time updates on the dashboard display.

Exporting Reporting Data for External Analysis

Given the property manager is viewing the metrics on the Reporting Dashboard, when they select the option to export data, then the system should allow the data to be downloaded in multiple formats (e.g., CSV, PDF) for further analysis.

Integration with Existing Property Management Tools

Given that the Reporting Dashboard is in use, when the property manager integrates this feature with existing tools (like accounting software or tenant communication platforms), then it should auto-sync lease and tenant data accurately without manual input.

Multilingual Support for Notifications

User Story: As a tenant from a non-English speaking background, I want to receive lease term alerts in my preferred language so that I fully understand my rights and options.
Description: The Multilingual Support for Notifications requirement seeks to enhance user accessibility by offering notifications in multiple languages based on user preferences. This feature recognizes the diverse demographics of tenants and ensures that all communication regarding lease terms is understood by all parties, thereby promoting inclusivity and better engagement. Providing language options not only meets legal compliance in some regions but also fosters stronger relationships between property owners and tenants in multicultural settings.
Acceptance Criteria: User selects their preferred language from a dropdown menu during the account setup phase.

Given a user is setting up their account, when they select their preferred language from the dropdown menu, then the selected language should be saved as the default language for notifications.

A tenant receives a lease expiration notification through email in their preferred language.

Given a tenant has their preferred language set to Spanish, when a lease notification is sent out, then the email notification should be correctly translated into Spanish with all lease term details intact.

A property manager modifies the notification language for a specific tenant.

Given a property manager accesses the tenant management dashboard, when they update the notification language for a specific tenant, then the changes should be saved and reflected in the next notification sent to that tenant.

Multiple tenants receiving notifications in their respective preferred languages.

Given that there are tenants with different preferred languages, when lease notifications are generated, then each tenant should receive the notification in their selected language without errors.

A tenant can change their preferred notification language at any time.

Given a tenant is logged into their account, when they navigate to the settings page and change their preferred language, then all future notifications should be sent in the newly selected language immediately after the change is saved.

System supports real-time translation of lease notifications for incoming tenants.

Given a new tenant is onboarded, when lease notifications are generated based on their default language preference, then the system should automatically translate and send notifications without manual intervention.

Compliance checks for multilingual notification features in legal jurisdictions.

Given the legal requirements for multilingual communications in different regions, when the feature is implemented, then it should be validated against local legal compliance checks to ensure all criteria are met.

Customizable Notification Settings

This feature allows users to customize their notification preferences based on their needs. Property managers can designate which types of notifications they want to receive (e.g., renewals, payments, inspections), while tenants can select how they want to be contacted (email, SMS, etc.) for a personalized experience.

Requirements

Flexible Notification Categories

User Story: As a property manager, I want to categorize my notifications based on different types so that I can prioritize what I see and respond to important issues more efficiently.
Description: This requirement defines the need for a system where property managers can categorize notifications based on different types such as lease renewals, payment reminders, and maintenance inspections. By creating customizable categories, users can prioritize and filter notifications according to their management strategies, thereby enhancing their ability to stay informed and responsive. This feature interacts seamlessly with the existing notification system and ensures users can tailor their experience to focus on what matters most. The expected outcome is increased user satisfaction, improved communication flow, and proactive management of tenant relationships.
Acceptance Criteria: Property manager categorizes notifications into distinct groups for lease renewals, payment reminders, and maintenance inspections.

Given the property manager is logged into the AllotWiz platform, when they navigate to the notification settings, then they should be able to successfully create, edit, or delete customizable notification categories.

Tenant selects their preferred method of receiving notifications for different categories.

Given a tenant is in their notification settings, when they select their preferred notification method for each category, then the system should save their preferences and send notifications accordingly without errors.

Property manager receives only the notifications that they have selected based on their categorization preferences.

Given the property manager has set their notification preferences, when lease renewals or payment reminders are triggered, then only the relevant notifications should be sent to the manager as per their settings.

Tenant updates their contact method for notification preferences.

Given the tenant is on the notification settings page, when they change their contact method (e.g., email to SMS), then the system should update their preferences and send a confirmation of the change via the new contact method.

Property manager views a summary of their notification preferences.

Given the property manager accesses the notification summary page, when they request to view their settings, then they should see a comprehensive list of all categorized notifications and their corresponding settings.

System handles errors gracefully when creating or modifying notification categories.

Given the property manager attempts to create a notification category with an invalid name, when the action is submitted, then the system should display a relevant error message without crashing.

Automated notifications trigger based on the specified categories and user-defined timelines.

Given a notification category has been set up for lease renewals, when the lease renewal date approaches, then the system should automatically send notifications according to the manager's preferences without delay.

Multi-Channel Notification Delivery

User Story: As a tenant, I want to choose how I receive notifications about important updates so that I can stay informed in a way that suits my preferences.
Description: This requirement focuses on allowing tenants to select their preferred communication channels for receiving notifications from property managers. Tenants should be able to choose from multiple options, such as email, SMS, or app notifications. This customization not only empowers tenants to choose a method that works best for them but also enhances engagement and response rates. By integrating this option into the existing system, property managers can ensure that crucial information reaches tenants through their desired medium, ultimately fostering better tenant relations and satisfaction.
Acceptance Criteria: Tenant selects preferred notification method for rental payment reminders.

Given a tenant is logged into their account, when they navigate to the notification settings, then they should see options to select email, SMS, or app notifications for payment reminders, and upon making a selection, the saved preference should persist for future notifications.

Property manager sends a maintenance request notification to tenants through their selected channels.

Given a maintenance request is submitted by a property manager, when notifications are generated, then each respective tenant should receive the request via their previously selected communication method (email, SMS, or app notification) within 5 minutes of submission.

Tenant updates their preferred notification method for lease renewal reminders.

Given a tenant is logged into their account, when they change their notification preference for lease renewal reminders to SMS, then the system should save this preference and confirm the update with a message displayed on the screen.

Notification delivery success verification for a tenant.

Given a tenant has selected their preferred notification channels, when a communication is sent (e.g., rent due reminder), then the system should log the successful delivery status for each communication channel used.

Property manager reviews tenant notification preferences.

Given a property manager is accessing tenant profiles, when they view any tenant's profile, then they should be able to see the current notification preferences clearly displayed for each tenant.

System handles notifications for multiple tenants simultaneously.

Given multiple tenants have selected different notification preferences, when a mass notification is sent for an upcoming inspection, then it should be sent through their individual preferred channels without errors or overlaps in delivery.

Custom Notification Scheduling

User Story: As a property manager, I want to schedule when notifications are sent so that I can ensure they are received at appropriate times, minimizing disruption to tenants.
Description: This requirement establishes the functionality for users to set specific times for receiving notifications based on their availability and preferences. Property managers can schedule reminders for tenant-related notifications at non-disruptive hours, ensuring communications are sent when tenants are most likely to notice them. This feature will integrate with the existing calendar systems and will allow for flexible and user-friendly adjustments, fostering a considerate communication framework that takes the end-user’s routine into account. The anticipated benefit is enhanced response rates and stronger tenant satisfaction.
Acceptance Criteria: Setting Non-Disruptive Notification Times for Property Managers

Given a property manager is logged into AllotWiz, when they navigate to the notification settings and choose 'Custom Notification Scheduling', then they can select specific times for notifications that do not overlap with off-hours, ensuring tenants are contacted at appropriate times.

Configuring Tenant Notification Preferences Based on Communication Method

Given a tenant is logged into their account, when they access the notification settings, then they are able to select their preferred communication methods (email, SMS, etc.) for receiving notifications related to their lease and payments.

Integration with Calendar Systems for Notification Scheduling

Given a property manager has linked their calendar system with AllotWiz, when they schedule a notification, then the system automatically checks and confirms that the chosen times do not conflict with existing calendar events.

Sending Notifications at Scheduled Times

Given a notification has been scheduled by a property manager, when the scheduled time arrives, then the system sends out the notifications to the designated tenants according to their selected communication preferences without delay or error.

Allowing Edits to Scheduled Notifications

Given a property manager has scheduled notifications, when they access the notification settings to modify those schedules, then they can update the notification timings and methods without losing previously set preferences.

Feedback Collection on Notification Effectiveness

Given notifications have been sent based on customizable settings, when tenants receive these notifications, then they have the option to provide feedback on whether the timing and delivery method were satisfactory, which is logged for future analysis.

User-friendly Interface for Customization of Notification Settings

Given a user accesses the notification customization feature, when they interact with the interface, then they find it intuitive, and can easily navigate through options to set up their preferences without confusion or requiring additional help.

Real-Time Notification Status Tracking

User Story: As a property manager, I want to track the status of my sent notifications to know if tenants have received and acknowledged critical updates, so that I can ensure effective communication.
Description: This requirement enables property managers to track the status of notifications sent to tenants, providing insights into whether messages have been delivered, opened, and acknowledged. This transparency allows property managers to follow up effectively, ensuring no important communication goes unnoticed. Implementing this feature will involve integrating tracking technologies while maintaining user privacy. With access to this data, property managers can refine their communication strategies and improve overall tenant engagement, addressing potential issues proactively as they arise.
Acceptance Criteria: Property Manager reviews the notification dashboard to assess the real-time status of sent notifications to tenants regarding upcoming rent payments.

Given the property manager is on the notification dashboard, when they select a notification type, then they should be able to see a list of all tenants, along with the status of each notification (sent, delivered, opened, acknowledged).

A property manager follows up with a tenant who has not acknowledged a notification about a required inspection.

Given a notification status shows a tenant has received the inspection notification but not acknowledged it, when the property manager initiates a follow-up via the platform, then there should be an option to log this follow-up within the system for future reference.

Tenants receive notifications on their preferred communication channels as set in their customizable notification settings.

Given a tenant has chosen their notification preferences, when the system sends a notification about lease renewal, then the notification should be correctly delivered via the selected channels (email, SMS, etc.) as per their settings.

A property manager analyzes notification delivery statistics over the last month to improve communication strategies.

Given the property manager accesses the analytics section, when they request the statistics for notification deliveries, then the system should provide insights on delivery rates, open rates, and acknowledgment rates for each notification type.

Notifications sent to tenants are logged for audit purposes and can be reviewed by the property manager.

Given a notification has been sent to a tenant, when the property manager checks the notification history, then all sent notifications should be visible with timestamps and statuses recorded in the system.

A tenant interacts with a notification for payment through the notification interface, leading to an acknowledgment update.

Given a tenant receives a payment reminder notification, when they click on the notification to confirm their payment, then the system should update the notification status to 'acknowledged' for that tenant in real time.

The system maintains user privacy while tracking notification statuses to comply with privacy regulations.

Given the tracking feature is in use, when the system logs notification statuses, then it must ensure that no personally identifiable information (PII) is disclosed or stored without tenant consent, complying with privacy regulations.

User-Friendly Notification Preferences Interface

User Story: As a user, I want a simple and clear interface for managing my notification preferences so that I can customize my settings without confusion.
Description: This requirement outlines the need for an intuitive and user-friendly interface that enables both property managers and tenants to easily customize their notification preferences. The design should facilitate effortless navigation, with clear options for updating contact methods, adjusting notification types, and managing scheduling without complex steps. An enhanced UI will promote wider adoption of the notification settings feature, improving user interaction and satisfaction. The goal is to ensure users feel empowered to manage their communication preferences effectively, leading to better engagement across the platform.
Acceptance Criteria: Property manager accesses the notification preferences interface to configure their preferences for payment reminders and renewal notices.

Given the property manager is logged into their account, when they navigate to the notification preferences page, then they should see clear options to select notification types including payment reminders and lease renewals, with the ability to enable or disable each type.

A tenant wants to customize their notification settings for maintenance requests and prefers to receive updates via SMS.

Given the tenant is logged into their account, when they access their notification preferences and select maintenance requests, then they should be able to choose SMS as their preferred contact method and save the changes successfully.

Property manager reviews their current notification settings to ensure they are receiving alerts for inspections and maintenance requests as intended.

Given the property manager is on the notification preferences page, when they review their settings, then the settings displayed should accurately reflect their selections for inspections and maintenance requests without any discrepancies.

A tenant attempts to unsubscribe from all payment notification methods and seeks confirmation of this change.

Given the tenant is on the notification preferences page, when they opt to unsubscribe from all payment notifications, then they should see a confirmation message indicating their preferences have been successfully updated.

Property manager navigates the notification preferences interface to schedule notifications for different times and dates.

Given the property manager is on the notification preferences page, when they select specific times and dates for notifications, then they should be able to set recurring alarms or reminders without having to go through complex steps.

A tenant tries to use the notification preferences interface on a mobile device and needs to experience a responsive design.

Given the tenant accesses the notification preferences page on a mobile device, when they navigate the interface, then all options should display correctly and be easily clickable without loss of functionality.

A property manager updates their contact email for notifications and needs to verify the update has been processed.

Given the property manager updates their email address for notifications and clicks 'save', when they return to the notification preferences page, then the updated email should be shown in the email field without errors.

Update Summary Notifications

A periodic summary notification for both property managers and tenants that encapsulates upcoming lease milestones, recent communication, and critical dates. This feature consolidates information to ensure all parties are aligned, enhancing accountability and fostering a proactive management approach.

Requirements

Automated Notification Scheduling

User Story: As a property manager, I want to receive automated summary notifications about critical dates and communications so that I can proactively manage tenant relationships and ensure timely lease actions.
Description: This requirement involves the development of an automated system that schedules and sends periodic summary notifications to both property managers and tenants. The notifications will highlight upcoming lease milestones, recent communications, and critical dates to enhance proactivity and accountability. The system must integrate seamlessly with the existing AllotWiz platform, leveraging user data to tailor notifications based on individual properties and tenants. By ensuring timely and relevant updates, this feature aims to improve communication and foster better tenant relationships, ultimately contributing to enhanced property management efficiency.
Acceptance Criteria: As a property manager, I need to receive a summary notification every month that highlights upcoming lease milestones and critical dates for all my properties to ensure I am fully prepared for tenant interactions.

Given that the automated notification scheduling is set up, when the first of the month arrives, then property managers should receive a summary notification that includes all upcoming lease milestones and critical dates for the month ahead.

As a tenant, I want to receive weekly notifications summarizing recent communications and any upcoming lease milestones to stay informed about my rental situation and responsibilities.

Given that a tenant has opted into receiving notifications, when a weekly notification period arrives, then the tenant should receive a notification summarizing recent communications and upcoming lease milestones tailored to their specific lease.

As an administrator for AllotWiz, I need to ensure that notifications are accurately customized based on individual tenant and property contexts to optimize their relevance and effectiveness.

Given that tenant data is correctly integrated into the system, when notifications are sent, then each notification should reflect the correct tenant and property information, ensuring that content is personalized and relevant.

As a property manager, I need the system to log when notifications are sent and track whether they were opened or acknowledged by tenants, so I can measure engagement and compliance.

Given that notifications have been sent, when I access the notification log, then I should see a record of each notification sent, along with timestamps and open/acknowledgment status for each tenant.

As a tenant, I want to be able to modify my notification preferences within the AllotWiz platform to ensure I only receive the information that is most relevant to me.

Given that a tenant has logged into their account, when they navigate to the notification settings, then they should be able to modify their preferences for the types and frequency of notifications they receive.

As a property manager, I want to review the effectiveness of the notification system by analyzing tenant feedback on the usefulness of the notifications sent.

Given that notifications have been sent for at least one complete billing cycle, when I generate a report, then the report should include tenant feedback metrics that evaluate the perceived usefulness of the notifications and suggested improvements.

Customizable Notification Preferences

User Story: As a tenant, I want to customize my notification preferences for lease updates so that I receive only the information that matters most to me and at a frequency I find convenient.
Description: This requirement focuses on allowing users to customize the frequency and type of notifications they receive regarding lease milestones and communications. Users, including both property managers and tenants, should have the ability to set preferences for how often they wish to get updates (daily, weekly, monthly) and which specific events trigger notifications. This flexibility will enhance user satisfaction by allowing individuals to tailor their communication experience, ensuring they receive only the information they find most relevant, thus reducing notification fatigue and increasing engagement with the platform.
Acceptance Criteria: Property Manager sets notification preferences for lease milestones.

Given that a property manager accesses the notification preferences page, when they select to receive notifications weekly for upcoming lease milestones, then the system should save these preferences and confirm that notifications will be sent weekly.

Tenant updates their notification settings for rent reminders.

Given that a tenant is on their notification preferences page, when they choose to receive rent reminders bi-weekly and select specific rent due dates, then the changes should be saved successfully, and a confirmation message should be displayed.

System sends notifications based on user-defined preferences.

Given that a property manager has set their notification preference to receive updates every month, when the lease milestone date approaches, then the system should send out a notification on the specified date and log this action in the system.

User receives a summary notification based on their selected triggers.

Given that a tenant has opted to receive notifications for communication updates and lease milestone reminders, when a new communication is logged, then the tenant should receive a summary notification that includes both the communication detail and lease milestone information.

User attempts to set conflicting notification preferences.

Given that a user tries to set notification preferences for both daily and monthly updates for the same lease milestone, when they attempt to save their settings, then the system should prevent the save action and display an error message indicating the conflict.

Admin reviews and approves a user's notification preference changes.

Given that an admin is reviewing user requests for notification preference updates, when they approve a change for a user to receive weekly notifications, then the system should update the user’s preferences and log the admin's action for auditing purposes.

User provides feedback on their notification experience.

Given that a user has customized their notification preferences, when they submit feedback on the clarity and relevance of the notifications they receive, then the feedback should be recorded in the system and a thank you message should be displayed.

Interactive Notification Dashboard

User Story: As a property manager, I want an interactive dashboard that displays all upcoming lease milestones and communications so that I can easily track and manage important timelines for all my properties.
Description: This requirement involves creating an interactive dashboard feature that enables property managers and tenants to view all their upcoming lease milestones, recent communications, and critical dates in one central location. The dashboard should provide visual indicators of important dates, actionable reminders, and a history of past notifications. This centralization of information will allow users to stay organized and be more diligent in their property management duties or tenancy responsibilities. The dashboard must integrate well with existing features within AllotWiz, ensuring a cohesive user experience.
Acceptance Criteria: Property managers access the interactive dashboard to review their tenants' upcoming lease milestones before the monthly meeting.

Given the property manager is logged into AllotWiz, when they navigate to the interactive notification dashboard, then they should see a summary of upcoming lease milestones for all tenants displayed prominently without needing to refresh the page.

Tenants receive an interactive notification reminding them of an approaching lease milestone.

Given a tenant has an upcoming lease milestone, when the milestone is due within 7 days, then they must receive an interactive notification via email and within the AllotWiz app that highlights the milestone in a clear format.

The interactive dashboard allows users to view past notifications for reference.

Given the user is on the interactive dashboard, when they click on the 'History' section, then they should be able to view a chronological list of past notifications with dates and descriptions for context.

Users should be able to set up reminders for important lease-related tasks via the dashboard interface.

Given a user is viewing the interactive dashboard, when they select a specific lease milestone, then they should have the option to set a custom reminder that can trigger notifications up to 14 days in advance.

The dashboard includes visual indicators for all critical dates related to lease milestones and communications.

Given the user is on the interactive notification dashboard, when they look at the calendar, then they should see color-coded visual indicators representing critical dates, ensuring quick and easy identification of upcoming obligations.

The design of the interactive dashboard is user-friendly and accessible on both desktop and mobile devices.

Given the user's device type, when they access the interactive dashboard, then it should display effectively without functional degradation, providing a seamless experience regardless of screen size or platform.

Mobile Notification Support

User Story: As a property manager, I want to receive summary notifications on my mobile device so that I can stay updated on lease milestones even when I'm away from my desk.
Description: This requirement entails the development of mobile support for summary notifications, ensuring that users can receive alerts on their smartphones and tablets. This feature will enhance the usability of the AllotWiz platform by providing notifications in real-time, allowing property managers and tenants to stay informed regardless of their location. The mobile support must be compatible with both iOS and Android devices and offer a user-friendly experience, including push notifications and in-app alerts that immediately inform users of upcoming lease milestones and critical communications.
Acceptance Criteria: Mobile Notification Reception for Lease Milestones

Given that the user has enabled notifications in the app settings, when a lease milestone is approaching, then the user should receive a push notification on their mobile device.

Mobile Compatibility Testing on iOS and Android

Given that the summary notification feature is developed, when tested on both iOS and Android devices, then the user interface and notification functionality must perform consistently without errors.

In-App Alert for New Communications

Given that a new communication has been sent from the property manager, when the tenant logs into the AllotWiz app, then they should see an in-app alert indicating the new message.

User Preference Settings for Notification Types

Given that the user accesses their notification settings, when they select their preferred types of notifications, then those preferences should be saved and accurately reflected in future notifications.

Notification Delivery Performance and Reliability

Given that a notification is triggered, when measured over a one-month period, then 95% of notifications must be delivered successfully within a five-minute window.

Notification Analytics and Reporting

User Story: As a property manager, I want access to analytics on notification engagement so that I can assess the effectiveness of my communication and improve tenant relations.
Description: This requirement involves integrating analytics capabilities to track user engagement with summary notifications. Property managers should be able to see open rates, response rates, and feedback on notifications sent to both themselves and tenants. This data will provide valuable insights into communication effectiveness, allowing for informed decisions on how to adjust notification strategies. The analytics feature should present data visually in reports and charts, making it easy to digest and actionable. This enhancement will contribute to optimizing tenant communication and improving overall management effectiveness.
Acceptance Criteria: Property managers receive a summary notification that includes upcoming lease milestones, recent tenant communication, and important dates for follow-up actions.

Given that a summary notification is sent, when the property manager opens the analytics report, then the report must display the open rate, response rate, and feedback for the notification within 1 hour of it being sent.

Tenants receive their summary notifications with details on their lease status and communication from property managers.

Given that a summary notification is sent to a tenant, when the tenant views the notification, then the system records the view as an engagement and reflects this in the analytics reporting dashboard.

Property managers want to analyze engagement data over the past month to assess how effective their notifications are.

Given a request from a property manager for a monthly analytics report on notifications, when the report is generated, then it must include visual representations of open rates, response rates, and feedback trends over the past 30 days.

The requirement for tracking user engagement must be tested for accuracy and performance, ensuring that all data recorded is precise and compliant with industry standards.

Given that the notification analytics feature is implemented, when a test notification is sent and interacted with, then the analytics report should accurately reflect the engagement data without discrepancies or performance lags.

The property manager seeks insights on how to improve communication strategies based on tenant engagement with notifications.

Given the analytics dashboard, when a property manager analyzes the data, then they should be able to identify at least three actionable strategies based on tenant feedback and engagement levels from the summary notifications.

The system should allow property managers to filter the analytics data by specific date ranges and tenants for tailored insights.

Given the filters available on the analytics dashboard, when a property manager selects a specific date range and tenant, then the displayed analytics must reflect the filtered criteria accurately and promptly.

Tenants can provide feedback directly on the notifications they receive to improve future communication.

Given that feedback is collected through notifications, when a tenant submits their feedback, then the analytics report must capture this feedback in real-time and reflect any changes in engagement metrics accordingly.

Escalation Alerts

These notifications will escalate to property managers if tenants have not acknowledged or acted upon crucial lease notifications (e.g., renewal discussions or payment reminders) within a specified timeframe. This feature ensures timely action and minimizes the risk of missed deadlines, ultimately improving tenant engagement and property management efficiency.

Requirements

Automated Escalation Notifications

User Story: As a property manager, I want to receive automated escalation alerts when my tenants do not respond to critical lease notifications so that I can ensure timely action is taken and avoid missed deadlines.
Description: This requirement entails the implementation of an automated notification system that sends alerts to property managers when tenants fail to respond to essential lease notifications, such as payment reminders or renewal discussions, within a pre-defined timeframe. This feature will enhance tenant engagement by ensuring that property managers are promptly notified of any potential issues, thus allowing them to take proactive measures before deadlines are missed. By streamlining communication and follow-up processes, this functionality aims to reduce the administrative burden on property managers and ensure timely lease actions, ultimately leading to increased tenant satisfaction and improved property management efficiency.
Acceptance Criteria: Automated alerts triggered for unpaid rent notifications if tenants do not respond within 48 hours after receiving the notification.

Given a tenant has received a rental payment reminder, When 48 hours elapse without acknowledgment or payment from the tenant, Then the property manager receives an automated escalation alert.

Escalation alerts sent for lease renewal notifications when tenants fail to engage within a 7-day window.

Given a tenant is notified about an upcoming lease renewal discussion, When 7 days pass with no tenant interaction, Then the system sends an escalation alert to the property manager.

Property managers can customize the notification timeframes for different types of alerts.

Given a property manager accesses the notification settings, When they adjust the timeframe for response to rental payment reminders or lease renewals, Then the system reflects these changes in the escalation alert settings accurately.

Logging and tracking of all sent alerts for accountability and auditing purposes.

Given an escalation alert is sent to a property manager, When the alert is triggered, Then the system logs the alert details (tenant name, notification type, timestamp) for future reference.

Property managers can acknowledge alerts and mark them as handled within the system.

Given a property manager receives an escalation alert, When they acknowledge the alert in the system, Then the alert status is updated to 'Handled' and logged appropriately.

Alerts are generated for multiple tenants in a single batch to streamline property manager notifications.

Given the system has multiple tenants needing escalation alerts, When the alerts are generated, Then the property manager receives a consolidated report of all escalations to enhance efficiency.

Testing the notification delivery system to ensure all alerts are received without failures.

Given the automated escalation notification system is fully implemented, When a scheduled alert is triggered, Then the alert must be received by the property manager without any delay or failure.

Customizable Notification Settings

User Story: As a property manager, I want to customize the settings for escalation alerts so that I can control how and when I receive notifications based on my specific needs and preferences.
Description: This requirement focuses on enabling property managers to customize the escalation alert settings according to their preferences. Managers will be able to decide the types of notifications they wish to receive and adjust the timeframe for when these alerts should trigger. This flexibility is essential as it empowers property managers to tailor their notification experience based on their operations and the specific needs of their properties, which will lead to more efficient communication strategies and timely responses from tenants.
Acceptance Criteria: Property managers need to customize the types of notifications they wish to receive for escalation alerts regarding lease renewals and payment reminders.

Given a property manager is logged into AllotWiz, when they access the notification settings page and select specific types of alerts to receive, then the system should save these preferences and display a confirmation message.

Property managers want to set custom timeframes for receiving escalation alerts based on their unique operational needs.

Given a property manager has access to the customizable notification settings, when they input a desired timeframe for alerts to trigger and save these changes, then the system should successfully implement the new timeframe and display it on the settings page.

Property managers wish to receive alerts only for specific properties rather than all properties they manage.

Given a property manager is on the notification settings page, when they choose to filter alerts by property, then only the selected properties should receive escalation alerts based on the defined parameters.

Property managers need to test their customized notification settings to ensure they work as intended before relying on them for tenant communication.

Given a property manager has saved their notification preferences, when they simulate an event such as a missed payment or renewal deadline, then the system should generate a test alert to the manager as per the customized settings.

Property managers require clear documentation to understand how to customize their notification settings effectively.

Given the customizable notification settings are deployed, when property managers access the help section or user guide, then they should find comprehensive documentation detailing how to set, modify, and test their notification preferences.

Property managers want to receive an overview summary of all configured notification settings at any given time.

Given a property manager is in the notification settings interface, when they request an overview of their current notification configurations, then the system should display a summary of all active preferences, including types of alerts and timeframes.

Property managers wish to receive alerts via multiple channels, such as email and SMS, to ensure important notifications are not missed.

Given a property manager customizes their notification settings, when they select multiple channels for receiving alerts, then the system should confirm that alerts will be sent via all chosen channels as per the configured settings.

Detailed Alert Reporting

User Story: As a property manager, I want to access detailed reports of escalation alerts so that I can analyze tenant response times and improve my communication strategies according to the data.
Description: This requirement pertains to the development of a reporting system that provides property managers with insights into the escalation alerts they have received, including the response times of tenants and the status of lease notifications. This reporting functionality will enable managers to analyze the efficiency of their communication strategies, identify tenants who require additional follow-up, and track patterns in tenant responses over time. By having access to comprehensive alert reports, property managers can refine their approach to tenant communications and improve overall tenant engagement.
Acceptance Criteria: Property managers can access the detailed alert reporting page within the AllotWiz dashboard to review a summary of escalation alerts.

Given the property manager is logged into AllotWiz, when they navigate to the alert reporting section, then they should see a summary of all escalation alerts including date, tenant name, and status.

Property managers can filter escalation alert reports based on specific date ranges and tenant response times.

Given the property manager is on the detailed alert reporting page, when they apply filters for date range and response time, then the report results should update to reflect only the alerts that meet the selected criteria.

Property managers receive insights into trends over time regarding tenant response rates to escalation alerts.

Given the property manager views the detailed alert report, when the report includes a trend analysis section, then it should display the percentage of tenants responding to alerts over the last 3, 6, and 12 months.

Property managers can identify tenants who have consistently delayed in responding to notifications through the alert reporting system.

Given a property manager accesses the detailed alert reporting system, when they view tenant performance metrics, then they should be able to see a list of tenants with average response times exceeding a predefined threshold (e.g., 7 days).

Property managers can download escalation alert reports in CSV format for further analysis and record-keeping.

Given the property manager is on the detailed alert reporting page, when they click the download button, then a CSV file should be generated and downloaded containing all visible data from the report.

The alert reporting system presents actionable recommendations based on the analysis of tenant responses.

Given the detailed alert report is generated, when the analysis detects low tenant engagement, then it should suggest specific communication strategies to improve responsiveness, such as personalized follow-up reminders.

Tenant Acknowledgment Mechanism

User Story: As a tenant, I want to acknowledge notifications regarding my lease so that I can confirm my understanding and avoid missing important deadlines or responsibilities.
Description: This requirement is aimed at implementing a mechanism that enables tenants to acknowledge receipt of important notifications through the platform. The addition of an acknowledgment feature will allow tenants to confirm they have received and understood the lease notifications, which will reduce misunderstandings and improve accountability on both sides. By having a formal acknowledgment process, property managers can ensure that tenants are aware of their responsibilities and deadlines, thereby minimizing the risks associated with miscommunication.
Acceptance Criteria: Tenant Acknowledgement of Lease Renewal Notification

Given a tenant receives a lease renewal notification, When the tenant logs into the AllotWiz platform, Then they should see an option to acknowledge receipt of the notification, and the acknowledgment should be recorded in the system.

Automated Escalation of Unacknowledged Notifications

Given a lease notification has not been acknowledged by a tenant within 5 days, When the deadline is not met, Then an escalation alert should be automatically triggered and sent to the property manager.

Logging Acknowledgment History for Tenants

Given a tenant acknowledges a notification, When the tenant logs into their account later, Then they should be able to view their acknowledgment history, including timestamps and notification types.

Notification Delivery Method Consistency

Given the tenant has set their preferred notification method, When a lease notification is sent, Then the notification should be delivered through their chosen method (email, SMS, platform alert) without fail.

Confirmation of Acknowledgment Receipt to Tenant

Given a tenant acknowledges a notification, When the acknowledgment is successfully recorded, Then the tenant should receive a confirmation message indicating that their acknowledgment has been recorded successfully.

User Interface for Acknowledgment Process

Given a lease notification is presented to the tenant, When they click on the acknowledgment button, Then the acknowledgment process should be intuitive, and the interface should clearly indicate the next steps.

Reporting Mechanism for Acknowledgment Status

Given the property manager requires information on tenant acknowledgment statuses, When they access the reporting tools, Then they should be able to generate reports indicating which tenants have acknowledged their notifications and which have not.

Integration with Calendar Systems

User Story: As a property manager, I want to integrate escalation alerts with my calendar system so that I can easily keep track of critical due dates and manage my tasks efficiently.
Description: The requirement calls for integrating the escalation alerts with popular calendar systems (such as Google Calendar and Outlook). This integration will allow property managers to automatically add important due dates and alerts to their calendars, ensuring that key timelines are visible and helping them prioritize their tasks effectively. This capability will enhance the organization of property management workflows and minimize the chances of overlooking critical deadlines, improving the overall management process.
Acceptance Criteria: Integration of Escalation Alerts with Google Calendar

Given a property manager has a Google Calendar, when an escalation alert is triggered for a lease notification, then the alert and its due date should automatically populate on the Google Calendar within 5 minutes and include details of the alert.

Integration of Escalation Alerts with Outlook Calendar

Given a property manager has an Outlook Calendar, when an escalation alert is triggered for a payment reminder, then the alert should be added to the Outlook Calendar with a clear description and reminder set for 2 days prior to the deadline.

Multiple Alerts Handling in Calendar Systems

Given multiple escalation alerts are triggered, when the property manager views their Google or Outlook calendar, then all relevant alerts should be displayed appropriately without overlap and with clear identifiers for each reminder.

User Notification of Calendar Update

Given an escalation alert is successfully added to a calendar, when the property manager accesses their AllotWiz account, then they should receive a notification confirming the successful integration of the alert with their calendar.

Compatibility with Different Time Zones

Given a property manager operates in a different time zone from their tenants, when an escalation alert is set up, then the alert should automatically adjust to reflect the property manager's local time zone in both Google and Outlook calendars.

Testing the Integration Feature

Given the integration feature is developed, when a QA engineer tests the integration by triggering a sample escalation alert, then the alert must appear in both Google Calendar and Outlook Calendar without any errors within 5 minutes of triggering.

Mobile Notification Support

User Story: As a property manager, I want to receive escalation alerts on my mobile device so that I can respond to tenant communications promptly, regardless of my location.
Description: This requirement involves developing a mobile notification system that will allow property managers to receive escalation alerts on their mobile devices. Given the on-the-go nature of property management, mobile support is essential for ensuring that managers are immediately aware of critical tenant communications. This enhancement will improve responsiveness and allow property managers to take action swiftly, even when they are away from their desks, thereby fostering a more dynamic management process.
Acceptance Criteria: Mobile Notification for Escalation Alerts - Property Manager on the Go

Given the property manager is away from their desk, When a tenant does not respond to a renewal notification within 48 hours, Then the property manager receives a mobile notification alerting them of the need for follow-up action.

Immediate Mobile Alerts for Payment Reminders

Given the property manager has set up escalation alerts for missed payments, When a tenant fails to acknowledge a payment reminder within 24 hours, Then the system sends an immediate mobile notification to the property manager.

Summary of Escalation Alerts in Mobile App

Given the property manager opens the mobile application, When the app is accessed, Then the property manager can view a summary of all pending escalation alerts, including source and timestamp.

Customizable Notification Settings

Given the property manager accesses notification settings, When they want to customize their alert preferences, Then they can enable or disable specific alert types for their mobile notifications.

Test Notification Delivery to Mobile During High Load

Given the system is under high load conditions, When an escalation alert is triggered, Then the property manager receives the mobile notification without delay or failure.

Tracking Mobile Notification Interactions

Given the property manager receives a mobile notification, When they acknowledge or take action on the notification, Then the system logs the action and updates the tenant's status accordingly.

Multi-Device Synchronization for Notifications

Given the property manager has multiple devices logged into the application, When an escalation alert is triggered, Then the notification is received on all devices within seconds to ensure efficiency.

Community Events Calendar

An interactive calendar showcasing upcoming community events, workshops, and tenant meet-ups. This feature allows tenants to easily find and RSVP to events that interest them, promoting social engagement and fostering a vibrant community atmosphere. By participating in events, tenants can build relationships with neighbors, enriching their living experience.

Requirements

Interactive Event RSVP

User Story: As a tenant, I want to view and RSVP to community events on a calendar so that I can easily participate and connect with my neighbors.
Description: This requirement involves the creation of a user-friendly interface where tenants can view upcoming community events, workshops, and meet-ups in an interactive calendar format. The RSVP functionality will allow tenants to express their interest in events easily, fostering greater participation and community engagement. The calendar will sync with tenants' personal calendars and send reminders, enhancing the organization of social activities. Integration with the AllotWiz platform will ensure that this feature is seamlessly accessible and that event data can be easily managed by property managers, promoting an enriched tenant experience.
Acceptance Criteria: Interactive Event RSVP functionality for tenants to view and RSVP to community events in real-time.

Given a logged-in tenant, when they access the Community Events Calendar, then they should see a list of upcoming events with date, time, and location details visible.

Event RSVP confirmation process that ensures tenants can successfully register their interest.

Given a tenant views an event, when they click the RSVP button, then they should receive a confirmation message indicating their RSVP was successful and an email reminder sent to their registered email address.

Calendar synchronization with tenants' personal calendars to enhance event tracking.

Given a tenant has RSVPed to an event, when they choose to sync the event to their personal calendar, then the event should appear in their external calendar app with appropriate reminders set automatically.

Management capability for property managers to add, edit, or remove events from the Community Events Calendar.

Given a property manager is logged in, when they attempt to add a new community event, then the event should be successfully added to the calendar with all details accurately displayed for tenants.

Notification system to remind tenants of their RSVP'd events.

Given a tenant has RSVPed to an event, the system should send a reminder notification 24 hours prior to the event start time via email and in-app notification.

User interface that is intuitive and easy for tenants to navigate when accessing the Community Events Calendar.

Given a new tenant user, when they first visit the Community Events Calendar, they should be able to navigate the calendar and find events without any external guidance or assistance.

Analytics feature for property managers to view attendance metrics for community events.

Given a property manager accessing the event dashboard, they should be able to see attendance statistics for each event held over the last quarter, including RSVPs and actual attendees.

Event Notification System

User Story: As a tenant, I want to receive notifications for events I’m interested in so that I don’t miss out on activities and can plan accordingly.
Description: This requirement outlines the development of a notification system that alerts tenants about upcoming events they have expressed interest in. Notifications can be sent via email, SMS, or through the AllotWiz app, reminding tenants of event details and encouraging attendance. This feature aims to increase tenant participation in community activities by ensuring they are well-informed and engaged. The system should allow tenants to customize their notification preferences, providing flexibility while enhancing communication between property managers and tenants.
Acceptance Criteria: Tenant selects their preferred notification method for upcoming events in the AllotWiz app settings.

Given the tenant is logged into the AllotWiz app, when they navigate to Notification Preferences, then they can select at least one of the following options: Email, SMS, or App Notification.

Tenant receives a notification reminder for an upcoming community event they RSVP'd to.

Given the tenant has RSVP'd to an event, when the event date approaches, then they receive a notification through their selected method (email, SMS, or app) at least 24 hours before the event.

Tenant modifies their notification preferences to change an existing selection.

Given the tenant is logged into the AllotWiz app, when they change their notification preference from Email to SMS, then the system updates the preference and acknowledges the change with a confirmation message.

Property manager schedules an event and inputs details into the AllotWiz platform.

Given the property manager is logged into the AllotWiz platform, when they create a new community event with all required details (event name, date, time, location), then the event is saved successfully and is visible in the community events calendar.

Tenant opts out of event notifications after initially subscribing.

Given the tenant is logged into the AllotWiz app, when they navigate to Notification Preferences and select 'Opt Out', then they should no longer receive notifications for community events unless they re-subscribe.

Tenant views the events calendar and sees upcoming events for the month.

Given the tenant is on the events calendar page, when they view the calendar, then they can see a grid of events for the current month with the ability to click into event details.

Tenant RSVP's to a community event through the AllotWiz app.

Given the tenant is viewing an event on the AllotWiz app, when they select 'RSVP', then their response is recorded and they receive a confirmation message acknowledging their RSVP.

Event Feedback Mechanism

User Story: As a tenant, I want to give feedback on community events I attended so that my opinions contribute to better future activities.
Description: The feedback mechanism requirement focuses on allowing tenants to provide feedback after attending community events. This functionality will enable property managers to gather insights into tenant experiences, preferences, and suggestions for future events. An intuitive interface for submitting reviews and ratings will help enhance future event planning and foster a sense of involvement among tenants. The feedback collected will be directly beneficial for improving community engagement strategies and ensuring events align with tenant interests and needs.
Acceptance Criteria: Tenant submits feedback after attending a community event.

Given the tenant has attended a community event, when they access the Event Feedback Mechanism, then they must be able to submit their comments and rate the event on a scale of 1 to 5 after answering a brief survey.

Property manager views feedback submitted by tenants.

Given the feedback has been submitted by tenants, when the property manager accesses the Event Feedback Mechanism, then they must be able to view all feedback organized by event and sorted by date of submission.

Tenant receives confirmation of feedback submission.

Given the tenant has submitted their feedback, when they complete the submission process, then they must receive a confirmation message acknowledging their feedback submission.

Feedback form is easily accessible and user-friendly.

Given the tenant is logged into their account, when they navigate to the Community Events Calendar, then they must find a clearly labeled button to provide feedback on events which is easy to locate and use.

Property manager analyzes feedback trends over time.

Given multiple events have been held and feedback has been collected, when the property manager generates a report, then they must be able to view trends in feedback ratings and comments over a specified time period.

Feedback mechanism supports anonymous feedback submission.

Given a tenant wishes to submit feedback anonymously, when they access the Event Feedback Mechanism, then they must have the option to submit their feedback without providing personally identifiable information.

Feedback collected is used for planning future events.

Given feedback has been submitted and analyzed, when the property manager prepares for upcoming events, then they must incorporate tenant suggestions and preferences reflected in the feedback into their planning process.

Event Management Dashboard for Property Managers

User Story: As a property manager, I want to have a comprehensive dashboard for managing community events so that I can effectively plan and enhance tenant engagement.
Description: This requirement emphasizes the need for a dedicated dashboard that enables property managers to create, manage, and organize community events efficiently. The dashboard will include features for setting up events, tracking RSVPs, and analyzing tenant engagement levels. Property managers will gain insights into which types of events are most popular, allowing them to tailor future activities to tenant interests. This feature will streamline the event planning process and empower property managers to foster a vibrant community.
Acceptance Criteria: Property manager accesses the Event Management Dashboard to create a new community event for the residents, inputting all necessary details such as event name, date, time, location, and description.

Given the property manager is logged into the Event Management Dashboard, when they click on 'Create Event' and input all required fields, then the event should be successfully created and displayed on the community events calendar.

A property manager is reviewing the RSVP functionality for an upcoming event on the dashboard to confirm tenant interest and participation.

Given that the event has been created, when tenants receive the event notification and RSVP, then the dashboard should accurately update the RSVP count and list of attendees in real-time.

The property manager wants to analyze tenant engagement after a community event to evaluate its success and gather insights for future planning.

Given the property manager has access to the Event Management Dashboard, when they view the analytics section after an event has taken place, then it should display detailed metrics on attendance, tenant feedback, and engagement rates.

A property manager attempts to edit the details of an existing community event in the dashboard, needing to change the event time and location.

Given the property manager is on the dashboard and selects an existing event, when they edit the event details and save changes, then the updated event information should reflect correctly on the community events calendar.

The property manager receives a notification about a new tenant and wants to add them to the RSVP list for an upcoming community event using the dashboard.

Given the property manager is logged into the Event Management Dashboard, when they add the new tenant’s details to the RSVP list for an upcoming event, then that tenant should receive an event invite via email and be added to the list of attendees.

Community Event Highlights Feature

User Story: As a tenant, I want to see event highlights and photos after community events so that I can appreciate what I missed and feel more involved in the community.
Description: This requirement involves creating a feature that showcases highlights and photos from community events after they occur. By providing a visual recap of events, this feature encourages tenant participation in future events and strengthens community bonds. The highlights could be shared through the AllotWiz platform and on social media, enhancing community visibility and fostering pride among residents. This way, tenants who miss events can still feel connected to the community's activities.
Acceptance Criteria: Community members access the Community Event Highlights Feature after an event has been completed to view photos and recaps.

Given that an event has concluded, when a user navigates to the Community Events Calendar and selects the highlights section, then they should see a visual gallery of photos and key highlights from the event.

Tenants receive notifications about newly added community event highlights and recaps.

Given that highlights from a recent event have been uploaded, when a tenant logs into the AllotWiz platform, then they should receive a notification about the new highlights available for viewing.

Users share community event highlights on social media platforms directly from the AllotWiz application.

Given that a tenant is viewing the event highlights, when they click the 'Share' button, then they should be prompted to select a social media platform and successfully post the highlights without errors.

Tenants can provide feedback on the community event highlights they view to encourage continuous improvement.

Given that a tenant views the event highlights, when they finish viewing, then they should be presented with an option to rate the highlights (1 to 5 stars) and leave a comment, and the feedback should be recorded in the system.

The Community Event Highlights Feature displays content consistently across all devices (mobile, tablet, desktop).

Given that a tenant accesses the AllotWiz platform on any device after event highlights are published, when they view the Community Event Highlights Feature, then the layout should be responsive and visually consistent across all devices.

Event organizers can upload and edit highlights after an event has occurred.

Given that an event has concluded, when an event organizer logs into the AllotWiz platform, then they should have access to an upload feature to add photos and event summaries, with options to edit or delete existing content.

Community event highlights also include information about future related events to enhance attendee awareness.

Given that community event highlights are accessible, when a tenant views these highlights, then they should also see a section displaying upcoming events related to past highlights for improved engagement.

Feedback & Suggestions Portal

A dedicated space where tenants can share their feedback, suggestions, and ideas regarding property management and community enhancements. This feature empowers tenants to voice their opinions, ensuring they feel heard and valued. Property managers can leverage these insights to implement changes that directly improve tenant satisfaction and community dynamics.

Requirements

Feedback Submission Form

User Story: As a tenant, I want to submit my feedback and suggestions easily so that I can contribute to the improvement of my living experience.
Description: The Feedback Submission Form allows tenants to easily submit their suggestions, feedback, and ideas related to property management and community enhancements. This user-friendly interface will guide tenants through the submission process, ensuring that all relevant information is captured effectively. By integrating this feature into the AllotWiz platform, we promote a culture of open communication, making tenants feel valued and heard. Property managers will gain access to a wealth of insights that can drive improvements in services, ultimately fostering a community that is more engaged and satisfied with their living environment.
Acceptance Criteria: Tenant Submission of Feedback through the Portal

Given a logged-in tenant accesses the Feedback Submission Form, when they fill out all required fields and submit their feedback, then a confirmation message should appear indicating the successful submission and the feedback should be stored in the database.

Validation of Required Fields in Feedback Submission Form

Given a logged-in tenant attempts to submit the Feedback Submission Form with empty required fields, when they try to submit, then the system should prevent submission and display relevant error messages for each empty field.

Viewing Submitted Feedback by Property Managers

Given a property manager logs into the AllotWiz platform, when they navigate to the Feedback & Suggestions Portal, then they should see a list of all feedback submissions with details including tenant name, submission date, and feedback content.

Notification System for Submitted Feedback

Given a tenant submits their feedback successfully, when the feedback is recorded in the system, then an automated email notification should be sent to the tenant confirming receipt of their feedback.

Categorization of Feedback for Analysis

Given multiple feedback submissions exist in the system, when a property manager accesses the feedback data, then they should be able to filter feedback based on categories such as complaints, suggestions, and compliments.

Accessibility of Feedback Submission on Mobile Devices

Given a logged-in tenant accesses the Feedback Submission Form from a mobile device, when they navigate to the form, then the form should be fully functional and readable, ensuring a seamless submission experience regardless of device used.

Feedback Submission Analytics Dashboard for Managers

Given the property manager accesses the AllotWiz platform, when they view the analytics dashboard for submitted feedback, then they should see visual representations (graphs/charts) of feedback trends over time, helping to identify common issues or positive trends.

Feedback Categorization

User Story: As a property manager, I want to categorize tenant feedback automatically so that I can prioritize addressing suggestions and complaints more efficiently.
Description: The Feedback Categorization feature will automatically categorize tenant feedback into predefined categories such as Maintenance, Community Events, and General Suggestions. This functionality will streamline the review process for property managers, allowing them to quickly identify trends and areas that require attention. The feature will utilize natural language processing (NLP) to classify the feedback accurately. By efficiently categorizing suggestions and complaints, property managers can prioritize their response efforts, ensuring that they address urgent issues more swiftly and enhance overall tenant satisfaction.
Acceptance Criteria: Feedback Categorization for Maintenance Requests

Given a tenant submits feedback about a broken heating system, when the feedback is processed, then it should be categorized under 'Maintenance' with a confidence level of at least 90%.

Feedback Categorization for Community Events

Given a tenant provides a suggestion for a community movie night, when the feedback is analyzed, then it should be categorized under 'Community Events' with an accuracy rate of 95% or higher.

Feedback Categorization for General Suggestions

Given a tenant submits general feedback about the cleanliness of common areas, when the system processes the feedback, then it should be categorized as 'General Suggestions' correctly 100% of the time.

Batch Feedback Sorting

Given a batch of feedback items from multiple tenants, when the batch is analyzed, then at least 85% of the feedback should be correctly categorized into predefined categories, and a report of errors should be generated.

User Interface for Property Managers

Given a property manager accesses the feedback review dashboard, when they view categorized feedback, then it should display categorized feedback items clearly under each category without any misclassifications.

NLP Training and Improvement

Given that NLP models are required for feedback categorization, when the models are retrained with updated data, then the model's accuracy should improve by at least 5% based on a test set comparison with the previous version.

Feedback Categorization Adjustment

Given that tenants regularly submit feedback, when a feedback category is found to be consistently misclassified, then the system should allow property managers to manually adjust the category with a tracking log of changes.

Real-time Feedback Notifications

User Story: As a property manager, I want to receive real-time notifications when tenants submit feedback so that I can respond quickly and maintain tenant satisfaction.
Description: The Real-time Feedback Notifications feature will notify property managers immediately when a tenant submits feedback or suggestions. These notifications will be integrated into the existing dashboard of the AllotWiz platform, ensuring that property managers do not miss any important communications. This real-time capability enhances responsiveness, allowing managers to act promptly on tenant input. Quick acknowledgment of feedback demonstrates to tenants that their opinions are valued, leading to higher levels of satisfaction and engagement within the community.
Acceptance Criteria: Real-time Notification for Tenant Feedback Submission

Given a tenant submits feedback through the Feedback & Suggestions Portal, When the submission is completed, Then the property manager receives a real-time notification on the dashboard indicating new feedback has been received.

Notification Content Accuracy

Given a tenant submits feedback through the Feedback & Suggestions Portal, When the property manager receives the notification, Then the notification contains the correct tenant name, feedback content, and submission timestamp.

Notification Interface Integration

Given a tenant submits feedback, When the notification is received by the property manager, Then the notification appears as an integrated alert within the AllotWiz dashboard without causing disruption to the existing workflow.

Maximize Acknowledgment Efficiency

Given a new feedback notification, When the property manager acknowledges the feedback through the dashboard, Then the system records the acknowledgment timestamp and updates the status of the feedback to 'Acknowledged.'

Mobile Notification Accessibility

Given a tenant submits feedback, When the property manager is logged into the AllotWiz mobile app, Then the property manager receives a push notification alerting them of the feedback submission in real-time.

Feedback Submission History Tracking

Given a new feedback submission, When the property manager accesses the feedback history section, Then the feedback appears with the relevant submission details (tenant name, feedback, timestamp) for tracking purposes.

Feedback Analytics Dashboard

User Story: As a property manager, I want to analyze tenant feedback trends through a dashboard so that I can make data-driven decisions about property improvements.
Description: The Feedback Analytics Dashboard will provide property managers with a visual interface to analyze tenant feedback trends over time. This tool will present data in various formats, including charts and graphs, showcasing the volume of feedback by category, sentiment analysis, and response times. By leveraging this data, property managers can make informed decisions regarding community improvements and resource allocation. The dashboard will empower managers to identify common concerns and adjust strategies proactively, thereby improving tenant relations and overall community happiness.
Acceptance Criteria: Tenant submits feedback on property management via the Feedback & Suggestions Portal.

Given the tenant is logged into the AllotWiz platform, when they navigate to the Feedback & Suggestions Portal and submit their feedback, then the feedback should be recorded in the system and a confirmation message should be shown to the tenant.

Property manager accesses the Feedback Analytics Dashboard to view feedback trends.

Given the property manager is logged into the AllotWiz platform, when they navigate to the Feedback Analytics Dashboard, then they should see a visual representation of feedback categorized by type and sentiment over a defined time period.

Property manager analyzes feedback sentiment over the last quarter to inform property enhancements.

Given the property manager is viewing the sentiment analysis section of the Feedback Analytics Dashboard, when they filter the data by the last quarter, then they should see a breakdown of positive, negative, and neutral feedback as well as actionable insights derived from the data.

Tenant checks the status of their submitted feedback on the portal.

Given the tenant is logged into the AllotWiz platform, when they navigate to the Feedback & Suggestions Portal and view their submitted feedback, then they should be able to see the status of their feedback, including whether it is being reviewed or acted upon.

Property manager receives notification of feedback trends requiring urgent attention.

Given the Feedback Analytics Dashboard has identified a significant increase in negative feedback for a specific category, when this occurs, then the property manager should receive an automated alert via email or in-platform notification to address the issue promptly.

Property manager generates a report on tenant feedback for the last six months.

Given the property manager is using the Feedback Analytics Dashboard, when they select the option to generate a report for the last six months, then the system should produce a comprehensive report in PDF format detailing feedback trends, common issues, and suggested actions.

Response Tracking System

User Story: As a tenant, I want to receive updates on my feedback so that I know my suggestions are being taken seriously and that changes are being made.
Description: The Response Tracking System will enable property managers to log their responses to tenant feedback and track the status of implemented changes. This function ensures that tenants receive acknowledgement of their feedback, as well as follow-up information on how their suggestions were addressed. By maintaining a transparent communication channel, this feature promotes trust and shows tenants that their voices have a direct impact on the property management process. Additionally, the system will generate automated follow-up reminders for property managers to ensure timely engagement with tenants.
Acceptance Criteria: Logging Tenant Feedback Response

Given a logged tenant feedback is available, when a property manager adds a response, then the system should update the status of the feedback to 'Responded' and log the response details in the tenant's feedback history.

Automated Acknowledgement of Feedback

Given a tenant submits feedback, when the feedback is received, then the system should automatically send a confirmation email to the tenant acknowledging receipt of their feedback within 1 hour.

Tracking Feedback Implementation Status

Given a feedback response that leads to an implemented change, when a property manager updates the implementation status, then the system should notify the tenant about the change and update the feedback status to 'Implemented'.

Automated Reminder for Response Follow-up

Given a feedback that has been logged, when the follow-up time has passed without a response from the property manager, then the system should generate an automated reminder for the property manager to follow up with the tenant.

Accessing Feedback History

Given a tenant requests their feedback history, when the property manager queries the system for that tenant's past feedback and responses, then the system should display a comprehensive list of all feedback entries along with their statuses and responses.

Analytical Reporting on Feedback Trends

Given a collection of tenant feedback over a specified period, when a property manager generates a report, then the system should provide insights on feedback trends and common suggestions for improvement.

User Interface for Feedback Management

Given the property manager accesses the feedback management dashboard, when they view feedback items, then the interface should display feedback details, response status, and options to filter or search through feedback entries easily.

Neighbor Connect Forum

An online forum designed for tenants to connect, share tips, and build relationships with their neighbors. This feature encourages interaction and communication among tenants, creating a supportive community where individuals can exchange ideas, form friendships, and collaborate on common interests or initiatives.

Requirements

User Registration & Profile Management

User Story: As a tenant, I want to create and manage my profile so that I can connect with my neighbors in a personalized way and participate in community discussions.
Description: This requirement mandates a secure registration process where tenants can create accounts and manage their profiles. It includes functionalities such as setting up usernames, passwords, and profile images while ensuring proper data validation and security measures are in place. Benefits include allowing tenants to personalize their experience on the platform, maintaining updated information, and facilitating easier peer interactions within the Neighbor Connect Forum.
Acceptance Criteria: Tenant initiates the registration process on AllotWiz, providing necessary details to create an account.

Given a user is on the registration page, when they enter a valid email, username, and password, and click 'Register', then their account should be created successfully, and they should receive a confirmation email.

Tenant attempts to register with an already taken username or email.

Given a user is on the registration page, when they attempt to register with an existing username or email, then they should receive a clear error message indicating that the username or email is already in use.

Tenant wants to customize their profile once registered and logged in.

Given a logged-in tenant is on their profile management page, when they upload a profile image and update their personal information, then the changes should be saved successfully and reflected on their profile immediately.

Tenant retrieves their password if forgotten to regain access to their account.

Given a tenant is on the login page, when they click 'Forgot Password' and enter their registered email, then they should receive a password reset link via email.

Tenant wants to ensure that sensitive information is protected during the registration process.

Given a user is filling out the registration form, when they submit their information, then the system must implement secure data validation and encryption protocols to protect user data.

Tenant wants to change their username after registration.

Given a logged-in tenant is on their profile management page, when they enter a new username in the designated field and click 'Save', then the new username should be validated for uniqueness and updated successfully if valid.

Discussion Threads Management

User Story: As a tenant, I want to start and participate in discussion threads so that I can share my experiences and get advice from my neighbors on various topics.
Description: This requirement involves the ability to create, read, update, and delete discussion threads within the Neighbor Connect Forum. Threads should be categorized by topics to streamline navigation and ensure users can find relevant discussions easily. Implementing this functionality will enhance the forum’s usability and encourage tenants to engage more actively in conversations and community support.
Acceptance Criteria: Creating a New Discussion Thread in Neighbor Connect Forum

Given a user is logged in, when they navigate to the Neighbor Connect Forum and click on 'Create New Thread', they should be able to input a title and content, select a category, and click 'Post'. Then a new discussion thread should be visible under the selected category with the correct title and content.

Reading Discussion Threads in Neighbor Connect Forum

Given a user is viewing the Neighbor Connect Forum, when they select a category, they should see a list of discussion threads in that category, displayed with the thread title, the initial post preview, and the number of replies. The user should be able to click on any thread title to view the full discussion.

Updating an Existing Discussion Thread in Neighbor Connect Forum

Given a user is viewing a previously created discussion thread, when they click on 'Edit', modify the title or content, and then click 'Save Changes', the updates should be reflected in the thread immediately after saving.

Deleting a Discussion Thread in Neighbor Connect Forum

Given a user is viewing a discussion thread they created, when they click on 'Delete' and confirm the action, the thread should be removed from the forum, and users should no longer see that thread in any category.

Categorizing Discussion Threads for Easy Navigation

Given a user is creating a new discussion thread, when they select a category from a dropdown list, the category should be updated in the thread metadata. When threads are displayed, they should be grouped under their respective categories, allowing users to filter threads accordingly.

Viewing and Navigating Discussion Threads by Popularity

Given a user is on the Neighbor Connect Forum, when they select the 'Sort by Popularity' option, the threads should rearrange and display in order of the number of replies, helping users identify trending discussions at a glance.

Providing Feedback on Discussion Threads in Neighbor Connect Forum

Given a user is reading a discussion thread, when they click on 'Like' or 'Dislike', the thread should reflect the feedback immediately, and the total likes and dislikes should update without needing to refresh the page.

Real-time Notifications System

User Story: As a tenant, I want to receive real-time notifications about forum activities so that I can stay engaged and respond quickly to my neighbors.
Description: This requirement entails the implementation of a notification system that alerts tenants in real-time about new replies to their posts, new threads in categories they follow, and direct messages from neighbors. This feature should enhance tenant engagement by keeping them informed and encouraging participation, ultimately leading to a vibrant online community.
Acceptance Criteria: Tenant receives real-time notifications for new replies to their forum posts.

Given a tenant has made a post in the Neighbor Connect Forum, when another tenant replies to that post, then the original poster should receive a notification immediately on the platform and via email.

Tenant receives notifications for threads in categories they follow.

Given a tenant is following specific categories in the Neighbor Connect Forum, when a new thread is created in one of those categories, then the tenant should receive a notification in real-time both on the platform and through their mobile app.

Tenants can receive direct message notifications from neighbors they connect with.

Given a tenant has initiated a direct message conversation with another tenant, when the other tenant sends a reply, then a real-time notification should appear on the tenant's dashboard and be sent as a push notification to their mobile device.

Tenant can customize notification settings for the forum.

Given a tenant accesses their notification settings, when they select their preferences for receiving notifications about forum replies, threads, and direct messages, then those settings should be saved and function as configured by the tenant.

System maintains a log of all notifications sent to the tenants.

Given the notification system is active, when a notification is sent to a tenant regarding forum activity, then the system should log the notification details, including time sent and type of notification, for future reference and auditing.

Notification system performs reliably under high user activity.

Given a high volume of users interacting within the Neighbor Connect Forum, when multiple threads are created and replied to simultaneously, then the notification system must deliver all notifications without delay or loss of messages.

Community Guidelines Display

User Story: As a tenant, I want to have clear community guidelines so that I understand the expected behavior in the forum and contribute positively.
Description: This requirement requires the integration of a clearly defined set of community guidelines that will be displayed prominently within the Neighbor Connect Forum. The guidelines will cover acceptable behavior, prohibited conduct, and the consequences of violations. This ensures a welcoming environment and helps maintain respectful interactions among tenants, fostering a positive community culture.
Acceptance Criteria: Display of Community Guidelines for New Users

Given a new tenant accesses the Neighbor Connect Forum, When they first log in, Then the community guidelines must be prominently displayed on their screen and require acknowledgment before proceeding.

Accessibility of Community Guidelines

Given a tenant is browsing the Neighbor Connect Forum, When they click on the 'Community Guidelines' link, Then the guidelines should be displayed clearly in a readable format on a separate page.

Violation Reporting Process

Given a tenant witnesses a violation of the community guidelines, When they click the 'Report' button associated with the offending post, Then a report form must be displayed and successfully submitted to the moderators.

Regular Updates to Community Guidelines

Given feedback from tenants, When the property management team updates the community guidelines, Then the changes must be reflected on the forum within three business days, and a notification should be sent to all tenants.

Visible Consequences of Violations

Given the community guidelines are displayed, When a tenant reads the guidelines, Then the possible consequences for violations must be explicitly stated in clear language.

Search Functionality for Community Guidelines

Given a tenant wants to find specific information in the community guidelines, When they use the search bar, Then relevant sections of the guidelines should be returned as search results.

Multi-Language Support for Community Guidelines

Given a tenant who speaks a different language, When they select their preferred language from a dropdown menu, Then the community guidelines should be displayed in that language without errors.

Search Functionality for Posts and Users

User Story: As a tenant, I want to search for relevant posts and users so that I can find pertinent information and connect with individuals on shared interests quickly.
Description: This requirement focuses on developing a robust search functionality within the Neighbor Connect Forum that allows users to search for specific posts, users, and topics. This capability will enhance the user experience, making it easier for tenants to access the information they need quickly and efficiently, thereby increasing forum engagement and accessibility.
Acceptance Criteria: User searches for a specific post by title or keyword.

Given a user is on the Neighbor Connect Forum, when they enter a title or keyword into the search bar and click 'Search', then relevant posts containing the keyword should be displayed in the results.

User searches for a specific user based on username.

Given a user is on the Neighbor Connect Forum, when they enter a username into the search bar and click 'Search', then the user profile corresponding to the entered username should be displayed in the results.

User searches for topics related to maintenance or community events.

Given a user is on the Neighbor Connect Forum, when they select a topic filter and enter a keyword related to maintenance or events, then posts relevant to that topic should be displayed in the search results.

User receives feedback when there are no results matching the search.

Given a user performs a search in the Neighbor Connect Forum, when there are no matching posts or users, then a message should be displayed stating 'No results found for your search' to provide user feedback.

User can reset the search and return to the default view.

Given a user has performed a search in the Neighbor Connect Forum, when they click the 'Reset' button, then the forum should return to the default view without any filters or search terms applied.

The search is responsive and works across different devices.

Given a user is accessing the Neighbor Connect Forum on any device, when they perform a search, then the search functionality should work consistently across all devices, including mobile and desktop.

Private Messaging System

User Story: As a tenant, I want to send private messages to my neighbors so that I can have personal conversations without sharing my contact information publicly.
Description: This requirement introduces a private messaging feature that allows tenants to send direct messages to one another within the platform. This system should prioritize user privacy and security, enabling tenants to communicate freely while keeping their contact information confidential. Enabling private messaging fosters deeper connections among tenants, allowing for more personal communication and support.
Acceptance Criteria: Tenant A wants to send a private message to Tenant B regarding a community event mentioned in the Neighbor Connect Forum.

Given Tenant A selects Tenant B from the private messaging options, When Tenant A types a message and clicks send, Then Tenant B receives the message within the platform's messaging inbox and is notified of the new message.

Tenant C attempts to send a private message to Tenant D, but Tenant D has set their messaging preferences to 'Do not receive messages' in their account settings.

Given Tenant C selects Tenant D from the private messaging options, When Tenant C types a message and clicks send, Then an error message appears indicating that Tenant D cannot receive messages at this time.

Tenant E wishes to report inappropriate behavior or harassment through the private messaging system.

Given Tenant E has received a message they consider inappropriate, When Tenant E clicks the 'Report' button next to the message, Then the system logs the report and notifies the administrators without disclosing Tenant E's identity to the sender.

The platform should provide a way for tenants to edit or delete their sent private messages.

Given Tenant F has sent a private message, When Tenant F clicks the 'Edit' or 'Delete' option for that message, Then the message is successfully edited or removed from both Tenant F's and the recipient's inbox.

Tenant G wants to ensure their private messaging is secure and does not include any personal information.

Given Tenant G accesses the private messaging system, When they review their previous conversations, Then no personal contact information is displayed, and all messages are encrypted end-to-end.

A landlord wants to monitor private messaging for compliance and security reasons without breaching tenant privacy.

Given the landlord accesses the admin panel, When they review the privacy settings, Then they can view the messaging logs anonymized without access to the actual content of the messages.

Virtual Community Polls

A tool that allows tenants to participate in polls and surveys regarding community preferences, event ideas, and property management topics. This feature gives tenants a voice in decision-making processes, ensuring their preferences are considered, and enhances their sense of belonging within the community.

Requirements

Poll Creation Interface

User Story: As a property manager, I want to easily create polls and surveys so that I can collect feedback from tenants on community preferences and events, ensuring that their voices are heard in decision-making processes.
Description: The Poll Creation Interface allows property managers to design and create polls and surveys regarding community preferences, event ideas, and property management policies. This feature includes customizable templates, multiple choice options, and scaling questions, enabling managers to gather targeted feedback from tenants. The ease of use encourages frequent polling, fostering engagement and enhancing the sense of community among residents. Integration with existing dashboard tools ensures that property managers have quick access to ongoing and past polls, facilitating real-time decision-making based on tenant feedback.
Acceptance Criteria: Poll Creation by Property Manager

Given a logged-in property manager, when they access the Poll Creation Interface, then they should see options to select customizable templates and question types, including multiple choice and scaling questions.

Poll Template Customization

Given a property manager has selected a poll template, when they customize the template by adding questions and choices, then the changes should be saved successfully and reflected in the preview.

Poll Launching Process

Given a property manager has completed creating a poll, when they click the 'Launch Poll' button, then the poll should be sent to all registered tenants and be viewable in their tenant portal.

Viewing Ongoing Polls

Given a logged-in property manager, when they navigate to the dashboard, then they should see a section showcasing all ongoing polls with their respective response rates.

Analytics for Previous Polls

Given a property manager who wants to analyze past polls, when they access the Poll Analytics section, then they should see detailed reports including response rates and trends over time.

Mobile Access to Polls

Given a tenant has the AllotWiz mobile app, when they receive a notification about a new community poll, then they should be able to access and respond to it directly within the app.

Feedback Collection Confirmation

Given a property manager has launched a poll, when they check the poll status, then they should receive a confirmation message indicating the number of responses collected within the first 24 hours.

Tenant Participation Dashboard

User Story: As a tenant, I want to have a dashboard where I can see all the polls and surveys available to me so that I can easily participate and stay informed about community decisions.
Description: The Tenant Participation Dashboard is a dedicated platform feature where tenants can view ongoing and past polls, participate in current surveys, and see real-time results of their contributions. This dashboard enhances user engagement by visualizing participation rates and showing how tenant feedback impacts community decisions. By providing tenants with a straightforward way to interact with polls, it strengthens their connection to the property and encourages more active involvement in community affairs.
Acceptance Criteria: Tenants can access the Tenant Participation Dashboard via their user account on the AllotWiz platform, ensuring ease of navigation to participate in community polls and surveys.

Given the tenant is logged into their account, when they navigate to the Tenant Participation Dashboard, then they should be able to view all ongoing and past polls without errors.

The dashboard displays all active polls, the question being asked, and the options available for each poll, making it easy for tenants to understand what they are voting on.

Given that there are active polls, when the tenant views the dashboard, then they should see a clear list of current polls, including questions and options listed in a readable format.

Tenants are able to submit their votes for ongoing polls and receive immediate confirmation of their participation in real-time.

Given the tenant is viewing an active poll, when they select an option and submit their vote, then they should see a confirmation message indicating their vote was successfully recorded.

Tenants can view real-time results of ongoing polls on the Tenant Participation Dashboard, fostering transparency in community decision-making.

Given that the poll is active, when the tenant refreshes the dashboard, then they should see the current vote counts and percentage breakdowns for each option in real-time.

The dashboard provides historical data showing past polls, their questions, options, and the results, creating a record of tenant participation and feedback over time.

Given that there are completed polls, when the tenant views the past polls section on the dashboard, then they should see a list of past polls with all relevant questions, options, and results displayed accurately.

Tenants are notified of new polls via email or platform notifications, ensuring they are aware of opportunities to participate.

Given that a new poll is created, when the tenant checks their email or notifications, then they should receive an alert informing them about the new poll and prompting them to participate.

Notification System for Polls

User Story: As a tenant, I want to receive notifications when new polls are created so that I can participate in providing feedback and stay engaged with my community.
Description: The Notification System for Polls ensures that tenants are informed of new polls and deadlines for participation through automated alerts via email and in-app notifications. This requirement includes a scheduling feature to manage when notifications are sent, ensuring they reach tenants at optimal times for engagement. By keeping tenants updated and aware of polling opportunities, this feature maximizes participation and ensures that tenant voices are incorporated into property management decisions.
Acceptance Criteria: Tenant initiates the process to view a new poll notification through email or in-app notification.

Given a new poll is created, when the poll goes live, then an email notification and in-app alert must be sent to all relevant tenants within 30 minutes of the poll's launch.

Tenant successfully receives and views notifications for new polls.

Given a tenant is subscribed to notifications, when a poll is created, then the tenant must receive an email and an in-app notification without any errors, and notification content must accurately reflect poll details.

Tenant engages with a poll after receiving a notification.

Given a tenant receives a notification about a poll, when the tenant clicks the notification, then the tenant should be redirected to the poll page and able to participate in the poll seamlessly.

Management schedules notifications for upcoming polls effectively.

Given a management user is setting up a new poll, when choosing a notification time, then the scheduling interface should allow for setting notifications at optimal engagement times, up to two days before the poll ends.

The system handles cases where notifications fail to send to tenants.

Given a scenario where a notification fails to be sent, when the system detects a failure, then it should log the error and automatically attempt resending notifications after five minutes, and notify the system administrator.

Tenant feedback is received regarding the effectiveness of notification timing.

Given that polls have been conducted, when feedback is collected from tenants, then at least 75% of tenants should express satisfaction with the notification timing and clarity in follow-up surveys.

Poll Result Analysis Tool

User Story: As a property manager, I want to analyze poll results effectively so that I can understand tenant preferences and make informed changes to property policies and events.
Description: The Poll Result Analysis Tool provides property managers with analytics on tenant responses, allowing them to visualize data trends and preferences over time. This feature includes graphical representations of survey results, comparative analysis options for different polls, and actionable insights for improving community engagement and decision-making. By equipping managers with comprehensive data analysis, it reinforces the importance of tenant feedback and enhances operational decision-making processes.
Acceptance Criteria: Tenants access the Poll Result Analysis Tool to view the results of a recent community poll regarding preferred amenities for the property.

Given that tenants are logged into their AllotWiz account, when they navigate to the Poll Result Analysis Tool, then they should be able to view graphical representations of the poll results, including charts and percentage breakdowns of tenant responses.

Property managers want to compare results from two different polls conducted on community events to identify preferences over time.

Given that two polls have been completed, when the property manager selects the comparative analysis option, then they should be able to see side-by-side charts that display trends and differences in tenant responses between the two polls.

A property manager needs actionable insights from the Poll Result Analysis Tool to improve community engagement based on tenant feedback.

Given that a recent poll has been analyzed, when the property manager views the insights generated by the tool, then they should receive a summary report that includes at least three actionable recommendations based on tenant responses.

Tenants are notified of upcoming polls and can provide feedback through the Poll Result Analysis Tool.

Given that a new poll is published, when tenants log into the system, then they should receive a notification of the poll along with a direct link to participate and review existing results.

A property manager wishes to export poll results for reports to present at a board meeting.

Given that poll results are displayed in the Poll Result Analysis Tool, when the property manager selects the export option, then they should be able to download the results in both PDF and Excel formats.

Tenants are able to view the history of all polls conducted in the community and their respective results.

Given that tenants are logged into their AllotWiz account, when they navigate to the history section of the Poll Result Analysis Tool, then they should see a chronological list of all previous polls with options to view the detailed results for each.

Feedback and Improvement Suggestion Feature

User Story: As a tenant, I want to submit my suggestions after participating in polls so that I can contribute to improvements in my community and express my thoughts more thoroughly.
Description: The Feedback and Improvement Suggestion Feature allows tenants to submit specific suggestions and comments related to poll results. This feature should incorporate a structured form that encourages detailed responses while also allowing for open-ended feedback. Integration with existing feedback systems ensures that tenants can voice their opinions comprehensively and that property managers can track tenant satisfaction and areas for improvement, fostering a more inclusive environment.
Acceptance Criteria: Tenant submits feedback through the Feedback and Improvement Suggestion Feature after participating in a community poll.

Given a tenant has completed a community poll, when they access the feedback form, then they should see a structured form with fields for specific suggestions and open-ended comments.

Property manager receives and reviews tenant feedback submitted through the Feedback and Improvement Suggestion Feature.

Given the tenant has submitted feedback, when the property manager accesses the feedback system, then they should see all feedback collected with timestamps and tenant identities anonymized.

Tenant seeks acknowledgment after submitting feedback on community polls via the Feedback and Improvement Suggestion Feature.

Given a tenant submits feedback, when they submit the form, then they should receive an immediate acknowledgment message indicating that their feedback has been received and will be reviewed.

Integration of Feedback and Improvement Suggestion Feature with existing feedback systems for tenants.

Given the existing feedback systems, when the Feedback and Improvement Suggestion Feature is activated, then all feedback collected should automatically sync with the existing system without data loss.

Reporting and analytics for property managers based on collected tenant feedback.

Given feedback has been collected through the Feature, when the property manager accesses the reporting dashboard, then they should see summarized insights on tenant feedback trends and common suggestions.

User interface of the Feedback and Improvement Suggestion Feature is tested for usability with tenants.

Given that the Feedback and Improvement Suggestion Feature is live, when tenants use the structured feedback form, then at least 90% of users should report that the form was easy to use in post-feedback surveys.

Event Participation Rewards

A rewards program that incentivizes tenants to participate in community events and activities. Tenants can earn points for attending events, which can be redeemed for benefits such as discounts on rent, gift cards, or exclusive access to future events. This feature not only encourages engagement but also reinforces the value of community interaction.

Requirements

Event Points System

User Story: As a tenant, I want to earn points for participating in events so that I can receive rewards that benefit my living experience and encourage my community involvement.
Description: A points system that tracks tenant participation in community events, whereby tenants earn points for attending events organized through the AllotWiz platform. The points can be redeemed for various rewards such as discounts on rent, gift cards, or exclusive access to special events. This functionality should include a dashboard for tenants to view earned points and available rewards. The implementation of this requirement will not only incentivize tenant participation but also foster a sense of community and loyalty among tenants, ultimately benefiting the property management by enhancing tenant retention and satisfaction.
Acceptance Criteria: Tenant earns points for attending a community event organized through AllotWiz.

Given that a tenant is registered in the AllotWiz system, when the tenant attends an event, then the tenant's points for participation should automatically increase by the predefined amount for that event.

Tenant views their earned points and available rewards on the dashboard.

Given that a tenant logs into the AllotWiz platform, when they access the rewards dashboard, then they should see a clear display of their total earned points and a list of rewards available for redemption.

Tenant redeems points for a discount on rent through the AllotWiz platform.

Given that a tenant has sufficient points accumulated, when the tenant chooses to redeem points for a rent discount, then the system must deduct the appropriate amount of points and reflect the discount on the next rent invoice.

Admin sets up a community event and defines the points allocation for attendance.

Given that an admin is configuring a new community event in the AllotWiz platform, when they input the event details and specify the points for participation, then that points allocation should be stored and used during the event.

Tenant receives notification of points earned after event participation.

Given that a tenant has attended a community event, when the event is concluded, then the tenant should receive a notification confirming the points they have earned for their participation.

Admin reviews tenant participation metrics for community events.

Given that an admin wants to analyze tenant engagement, when they access the participation metrics report, then they should be able to view a breakdown of tenant attendance and points earned across various events.

Rewards Management Dashboard

User Story: As a property manager, I want to configure and manage the rewards program through a dashboard so that I can tailor the incentives to encourage tenant participation in community events.
Description: A management interface for property managers where they can set up, manage, and monitor the rewards system. This dashboard will allow property managers to customize the rewards program, such as choosing the types of rewards available, setting the point thresholds for each reward, and tracking tenant participation rates. This requirement is crucial for ensuring that property managers can effectively promote community engagement through tailored rewards, thereby adding flexibility to enhance tenant satisfaction and retention.
Acceptance Criteria: Creation and Configuration of Rewards Program

Given a logged-in property manager, when they access the Rewards Management Dashboard, then they should see an option to create a new rewards program that allows customization of reward types, point thresholds, and event participation tracking.

Tracking Tenant Participation Rates

Given a property manager has set up the rewards program, when they navigate to the participation monitoring section, then they should see a report displaying the number of tenants who have attended events, broken down by event type, and total points earned.

Editing Existing Rewards and Point Thresholds

Given a property manager is viewing an existing rewards program, when they click on the edit option, then they should be able to modify the types of rewards and adjust the point thresholds without losing previously accrued data.

Redeeming Points for Rewards

Given a tenant with enough accrued points, when they choose to redeem their points, then the system should allow them to select a reward and confirm the redemption process, reflecting the new point balance immediately.

Monitoring Redemption Rates and Feedback

Given a property manager has established the rewards program, when they access the feedback and redemption statistics section, then they should be able to see the percentage of tenants redeeming rewards and read feedback on the rewards provided.

Email Notifications for Rewards Updates

Given the rewards program is active, when any changes occur in the rewards structure, then all tenants should receive an email notification detailing the updates and how it affects their accrued points.

Integration with Existing Tenant Management System

Given the rewards program is implemented, when property managers use the dashboard, then it should seamlessly integrate with the existing tenant management system for real-time updates on tenant participation and points accrued.

Event Registration and Attendance Tracking

User Story: As a tenant, I want to easily register for events and have my attendance automatically tracked so that I don't have to remember to claim my points manually after each event.
Description: A feature that allows tenants to register for events through the AllotWiz platform and automatically tracks their attendance. This functionality will include notifications and reminders for upcoming events, and a system to mark attendance post-event. Ensuring that this requirement is integrated with the points system will allow accurate points allocation, motivating tenants to engage. This promotes greater event participation and enhances community spirit among tenants.
Acceptance Criteria: Tenant registers for an event through the AllotWiz platform and receives a confirmation email.

Given that a tenant is logged into the AllotWiz platform, when they choose to register for an event, then they should receive a confirmation email with event details.

An event reminder notification is sent to tenants who have registered for the event.

Given that a tenant has registered for an event, when the event is approaching (24 hours prior), then the tenant should receive a reminder notification via their preferred communication channel.

Attendance is marked automatically for tenants who attend the event.

Given that a tenant attends the event, when the event concludes, then the tenant's attendance should be marked automatically in the AllotWiz system.

Points are allocated correctly based on attendance and participation in the event.

Given that a tenant's attendance has been recorded, when the points allocation system processes the attendance data, then the tenant should receive the appropriate points in their rewards account.

A tenant views their points earned from participating in events on their dashboard.

Given that a tenant is logged into their AllotWiz account, when they navigate to the rewards dashboard, then they should see an accurate display of points earned from event participation.

Tenants can redeem points for rewards associated with event participation.

Given that a tenant has enough points in their rewards account, when they choose to redeem points for a reward (e.g., discount on rent), then the system should process the redemption successfully and update the points balance accordingly.

Event host can view a report of tenant attendance for the event.

Given that the event has concluded, when the event host accesses the attendance report feature, then the host should be able to view a list of tenants who attended the event and their corresponding points earned.

Tenants’ Resource Library

An online repository of resources, guides, and articles tailored to the needs and interests of tenants. This feature provides valuable information on topics like home maintenance, local services, community regulations, and more. By empowering tenants with knowledge, this resource library enhances their living experience and encourages proactive community involvement.

Requirements

Resource Categorization

User Story: As a tenant, I want to easily find relevant articles and guides related to home maintenance and local services so that I can address my needs promptly without wasting time searching.
Description: This requirement involves organizing the resources within the Tenants’ Resource Library into easily navigable categories such as Home Maintenance, Local Services, Community Regulations, and Tenant Rights. This categorization will enhance user experience by helping tenants quickly locate the information they need. It is crucial for ensuring that the library is user-friendly and that tenants can find relevant resources without confusion.
Acceptance Criteria: Categorization of Resources in the Tenants’ Resource Library

Given the tenant accesses the Tenants’ Resource Library, when they view the categories, then they should see clearly labeled sections for Home Maintenance, Local Services, Community Regulations, and Tenant Rights.

Search Functionality for Resource Library

Given the tenant uses the search bar in the Tenants’ Resource Library, when they enter a keyword related to a resource, then they should be presented with relevant resources that fall into the categorized sections.

Accessibility of Resource Categories on Mobile Devices

Given the tenant views the Tenants’ Resource Library on a mobile device, when they navigate through the categories, then the categories should be displayed in a user-friendly format that is easy to interact with on smaller screens.

Resource Addition in the Correct Category

Given a resource is added to the Tenants’ Resource Library, when it is categorized, then it should appear under the correct category as specified during the addition process.

User Feedback on Resource Categorization

Given tenants have accessed the resource categories, when they provide feedback on the organization of resources, then at least 80% of feedback should indicate that the resources are easy to find and well organized.

Update to Resource Categories

Given that the resources in the Tenants’ Resource Library evolve, when categories are updated or new categories are created, then the changes should be reflected within 24 hours in the library.

Category Navigation Efficiency

Given tenants are browsing through the Tenants’ Resource Library categories, when they try to navigate from one category to another, then they should be able to switch between categories in under 3 seconds without encountering any errors.

Search Functionality

User Story: As a tenant, I want to search for specific topics or keywords in the Resource Library so that I can quickly access the information I need without browsing through multiple categories.
Description: The requirement focuses on implementing a robust search feature that allows tenants to easily search for specific topics or keywords within the Resource Library. This functionality is critical for improving accessibility and ensuring that users can quickly find the information they are looking for, thereby enhancing their overall experience with the platform.
Acceptance Criteria: Tenant searches for a specific maintenance guide in the Resource Library.

Given the tenant is on the Resource Library page, when they enter 'leaky faucet' in the search bar and click search, then they should see relevant articles related to 'leaky faucet' listed within 2 seconds.

Tenant searches for topics related to local regulations affecting their lease agreement.

Given the tenant is browsing the Resource Library, when they enter 'lease regulations' into the search box, then they should receive a list of at least 5 articles or guides pertaining to 'lease regulations' within the results.

Tenant searches for a general term and expects to see related resources.

Given the tenant types 'community' in the search field, when they view the results, then they should see at least 3 different categories of articles, each with a minimum of 2 articles listed for selection.

Tenant attempts to search for a non-existing topic in the library.

Given the tenant enters 'xyz123' in the search bar, when they click search, then they should see a message that says 'No results found for your query' displayed prominently.

Tenant clears the search query to view all available resources again.

Given the tenant has entered a search term, when they click on the 'clear search' button, then all resources in the library should be visible within 1 second after clearing the search.

Tenant uses the search functionality with filters applied.

Given the tenant selects the filter for 'Maintenance' and then searches 'leaky faucet,' when they view the results, then they should only see articles categorized under 'Maintenance' related to 'leaky faucet'.

Regular Content Updates

User Story: As a tenant, I want the Resource Library to be regularly updated with new articles and guides so that I have access to the most current information regarding my living situation.
Description: This requirement involves establishing a process for the regular addition and updating of content in the Tenants’ Resource Library. This ensures that the information remains relevant, accurate, and useful to tenants. By providing fresh content, the resource library will stay aligned with tenants' needs and local regulations, fostering ongoing tenant engagement and satisfaction.
Acceptance Criteria: Content Management Team regularly updates the Tenants’ Resource Library with new articles and resources every quarter.

Given a content management schedule exists, When the scheduled quarter arrives, Then at least 5 new resources or updates must be published in the Tenants’ Resource Library.

Tenants access the Resource Library to find updated guides on home maintenance.

Given tenants are using the Resource Library, When they search for maintenance guides, Then they should find at least 3 updated guides published in the last six months.

The system automatically notifies tenants of new content added to the Resource Library.

Given new content has been published in the Resource Library, When the content is published, Then an automatic notification should be sent to all tenants within 24 hours.

Tenants provide feedback on the usefulness of the resources in the Resource Library.

Given tenants have access to the Resource Library, When they complete a feedback survey, Then the average rating of the resources should be at least 4 out of 5 stars for usefulness.

The Resource Library contains up-to-date local community regulations relevant to tenants.

Given local regulations change, When the regulations are updated, Then the Resource Library must reflect these changes within 30 days of their enactment.

Staff review the content in the Resource Library for relevance and accuracy bi-annually.

Given a review process is in place, When the bi-annual review is conducted, Then at least 90% of the content must be deemed relevant and accurate.

Timely stakeholder input is collected for updating Resource Library content.

Given a stakeholder feedback mechanism exists, When feedback is collected, Then at least 80% of stakeholders must respond within the feedback cycle period of 2 weeks.

Feedback Mechanism

User Story: As a tenant, I want to provide feedback on the articles in the Resource Library so that I can help improve the quality of information and guide future content updates.
Description: This requirement encompasses the development of a feedback mechanism that allows tenants to provide input on the resources available in the library. Users should be able to rate articles and suggest new topics or improvements. This feature will help in refining the quality of content available and ensure that the library meets tenants’ evolving needs.
Acceptance Criteria: Tenants are accessing the library to find articles on home maintenance and want to provide feedback on the usefulness of the resources available.

Given a tenant is reading an article in the resource library, when they click the 'Rate Article' button, then they should be able to select a rating from 1 to 5 stars and submit their feedback successfully.

A tenant discovers an article they find outdated and wants to suggest a new topic or an improvement to existing content.

Given a tenant is viewing an article that they wish to suggest improvements for, when they fill out the 'Suggest Improvement' form and submit it, then their suggestion should be recorded in the system for review by the content administrators.

Tenants want to see updates to their feedback and suggestions in a timely manner, ensuring that their input is acknowledged.

Given a tenant has submitted feedback or a suggestion, when they revisit the feedback section, then they should be able to see the status of their submission as 'Under Review', 'Accepted', or 'Declined' along with any comments from the administrators.

Administrators need to review feedback and suggestions from tenants to improve the quality of the resource library.

Given an administrator is logged into the system, when they navigate to the feedback management section, then they should be able to view a list of all tenant feedback with sorting and filtering options for better management.

Tenants desire a user-friendly interface to provide feedback on articles easily.

Given a tenant is accessing the resource library, when they view any article, then they should see clear and visible buttons for rating and suggesting improvements, ensuring accessibility on both desktop and mobile devices.

Tenants are curious about how their feedback and suggestions have been used to enhance the resource library.

Given a tenant has submitted feedback, when they access the feedback summary report, then they should be able to view a summary report showing usage of tenant feedback for future updates to the resource library.

Multimedia Support

User Story: As a tenant, I want to access multimedia resources, like videos and infographics, in the Resource Library so that I can better understand complex information through different formats.
Description: This requirement focuses on enabling the integration of multimedia content such as videos, infographics, and interactive guides within the Resource Library. By diversifying the format of available resources, this feature will cater to different learning styles and enhance the overall effectiveness of the information provided.
Acceptance Criteria: Integration of multimedia content in the Tenants’ Resource Library

Given a tenant accesses the Resource Library, when they select a resource, then the resource should display correctly with multimedia (videos, infographics, or interactive guides) without loss of quality or accessibility.

Diversity of formats for tenant resources

Given a tenant is browsing the Resource Library, when they filter resources by type (e.g., video, infographic), then only resources of the selected type should be displayed, ensuring effective categorization.

User engagement with multimedia resources

Given a tenant has accessed a multimedia resource, when they complete the resource (watch a video, view an infographic), then a feedback form should prompt them to provide their input on the resource's usefulness and clarity.

Performance of the Resource Library with multimedia content

Given the Resource Library contains multimedia resources, when multiple tenants access it simultaneously, then the library should load within 3 seconds and not exceed 10% downtime in peak usage hours.

Mobile responsiveness of multimedia resources

Given a tenant accesses the Resource Library from a mobile device, when they open a multimedia resource, then the resource should adapt optimally to various screen sizes without functional loss or distortion.

Accessibility compliance for multimedia content

Given that multimedia resources are displayed in the Resource Library, when a tenant uses accessibility tools (e.g., screen reader), then all multimedia content must include appropriate alt text or captions for full understanding.

Search functionality for multimedia resources

Given a tenant is using the search engine in the Resource Library, when they input keywords related to multimedia content, then relevant multimedia resources should appear in the search results based on relevance and format.

Preventive Repair Alerts

This feature leverages historical maintenance data and machine learning algorithms to generate alerts about potential issues that may arise in the future. By notifying property managers and maintenance coordinators of possible repairs before they become urgent, this feature enhances property upkeep, reduces emergency maintenance costs, and ensures higher tenant satisfaction.

Requirements

Historical Data Analysis

User Story: As a property manager, I want to analyze past maintenance data so that I can predict and address potential repair issues before they escalate.
Description: The Historical Data Analysis requirement involves the collection and evaluation of past maintenance data to identify patterns and trends. This functionality enables the system to make accurate predictions regarding potential future repair needs. By integrating this analysis into the platform, property managers can proactively manage properties, reducing the likelihood of urgent repair issues and associated costs. The expected outcome is improved property management efficiency and increased tenant satisfaction, making the most out of available data for informed decision-making.
Acceptance Criteria: Property Manager Reviews Historical Maintenance Data.

Given a property manager accesses the Historical Data Analysis dashboard, when they review the maintenance history, then they should see a report summarizing past repairs and maintenance activities over at least the last 12 months.

System Generates Predictive Alerts for Upcoming Repairs.

Given that the system analyzes historical maintenance data, when it identifies patterns indicating potential future issues, then an alert should be generated and sent to maintenance coordinators at least 30 days prior to the predicted issue.

Property Manager Confirms Receipt of Predictive Alerts.

Given that a predictive alert has been generated, when the property manager or maintenance coordinator receives the notification, then they should be able to confirm receipt and flag it for action in the system.

Analysis of Alerts Leading to Mitigated Repairs.

Given that the system generates predictive alerts, when maintenance is conducted based on these alerts, then there should be a measurable reduction in emergency repair requests over the next 6 months compared to the previous period.

Dashboard Displays Effectiveness of Alerts.

Given that the property manager accesses the Historical Data Analysis dashboard, when they view the effectiveness report, then the dashboard must show data analytics regarding the number of alerts generated and the corresponding decrease in urgent repair incidents.

Machine Learning Alert Generation

User Story: As a maintenance coordinator, I want to receive alerts about potential repairs based on machine learning analysis so that I can initiate preventative actions before issues arise.
Description: The Machine Learning Alert Generation requirement focuses on employing machine learning algorithms to process historical maintenance data and generate alerts for upcoming potential repairs. This functionality is crucial for creating a preventive maintenance strategy, as it helps to identify which units may require attention based on historical trends. The effective integration of this capability into the AllotWiz platform will ensure that property managers are notified of potential issues well in advance, allowing for timely maintenance and reduced costs.
Acceptance Criteria: Property manager receives a monthly report summarizing potential maintenance issues identified through machine learning based on historical data.

Given the machine learning algorithm is correctly trained and operational, when the property manager accesses the monthly report, then the report should display at least 5 upcoming maintenance alerts with recommendations for preventive actions.

Maintenance coordinator is notified in real-time about potential plumbing issues in a specific unit based on historical patterns of plumbing repairs.

Given the historical maintenance data indicates a pattern of plumbing issues, when the system identifies a potential plumbing issue for unit 12B, then a real-time notification should be sent to the maintenance coordinator’s dashboard and via email.

A tenant reports an issue that is a potential duplicate of a previously identified alert by the machine learning system.

Given a tenant reports a leak in unit 15A, when the system retrieves historical alerts, then it should indicate if a plumbing alert for unit 15A exists in the system within the last 30 days.

The machine learning algorithm updates its predictive model based on the feedback from maintenance completed on previously alerted issues.

Given the maintenance team completes work on an alerted issue, when the system receives feedback on the resolution, then the machine learning model should update its parameters for future alerts based on that feedback within 24 hours.

Property manager reviews the success rate of alerts generated by the machine learning system over a six-month period.

Given the machine learning alerts have been active for six months, when the property manager reviews the alerts history, then the report should show a success rate of at least 80% in identifying issues before they become urgent.

System generates alerts for units that have not had maintenance in over 12 months, indicating potential wear and tear.

Given the maintenance database is up to date, when the machine learning algorithm processes the data, then it should generate alerts for any unit that has not undergone maintenance in the last 12 months, with a detailed report of potential issues to monitor.

User Management for Alert Notifications

User Story: As a property manager, I want to customize my alert notifications for preventive repairs so that I can prioritize what is most important for my workflow.
Description: The User Management for Alert Notifications requirement involves developing a user management system that allows property managers to customize their alert settings for preventive repairs. By having the ability to set preferences regarding the types of alerts they receive and the methods of notification (e.g., email, SMS), this feature enhances user experience and ensures that the right stakeholders receive important alerts timely. This functionality will also promote effective communication among team members regarding property management issues.
Acceptance Criteria: Property manager logs into the AllotWiz platform to manage their alert settings. They navigate to the User Management section and set their preferences for preventive repair alerts, including the types of alerts they wish to receive and the preferred methods of notification.

Given the property manager is on the User Management page, when they select types of alerts and methods of notification, then the preferences should be successfully saved and reflected in their profile settings.

A maintenance coordinator needs to ensure they receive immediate notifications for urgent preventive repair alerts via SMS. They access their alert settings to confirm their preferences are correctly configured for receiving these notifications.

Given the maintenance coordinator has set their notification preference to SMS for urgent alerts, when an urgent preventive repair alert is generated, then the SMS notification should be sent to their registered phone number within 5 minutes.

The property manager wants to review the types of alerts they have configured after a specified period. They log into their AllotWiz account and check their alert history to confirm their current settings.

Given the property manager accesses the alert history, when they view their settings, then the displayed types of alerts should correctly match the previously configured preferences from their User Management settings.

After recent updates to the system, the property manager wants to ensure that they have received all alerts as configured. They conduct a test by triggering a preventive repair alert and monitoring the notifications they receive.

Given the system has generated a test preventive repair alert, when the property manager checks their notification methods, then they should receive alerts via the specified channels as per their preferences.

A new property manager joins the team and needs to set up their alert notification preferences in the User Management section on AllotWiz to suit their requirements.

Given a new property manager is on the User Management page, when they select their desired alert preferences and save the configuration, then they should receive a confirmation message stating that their alert settings have been updated successfully.

The property manager wants an overview of the types of alerts set up across the properties they manage for better oversight. They access a reporting feature that summarizes the current alert configurations.

Given the property manager navigates to the alerts report section, when they generate the report, then they should be able to view a comprehensive list of all configured alert types for each property managed.

The property manager decides to receive alerts through multiple channels (email, SMS). They adjust their settings accordingly and want to ensure that alerts are dispatched via both methods.

Given the property manager has set their notification preferences to both email and SMS, when a preventive repair alert is triggered, then the alert should be sent to both the specified email address and phone number almost simultaneously.

Dashboard Integration for Alerts

User Story: As a property manager, I want to view real-time preventive repair alerts on my dashboard so that I can quickly assess and address potential issues.
Description: The Dashboard Integration for Alerts requirement encompasses the incorporation of real-time alerts related to potential future repairs into the AllotWiz dashboard. This feature will provide property managers with immediate visibility of upcoming issues at a glance, thereby facilitating quick decision-making and action. By ensuring that this integration is smooth and user-friendly, the platform can enhance overall user efficiency and effectiveness in property management tasks.
Acceptance Criteria: Property managers access the AllotWiz dashboard in the morning to review upcoming repair alerts before starting their day.

Given the dashboard is loaded, when the user views the alerts section, then all preventive repair alerts must be displayed in chronological order based on the estimated maintenance date.

A maintenance coordinator receives an email notification for a new preventive repair alert added to the dashboard during the day.

Given a new preventive repair alert is generated, when the alert is added to the dashboard, then an email notification must be sent to the designated maintenance coordinator's email address within 5 minutes.

A property manager wants to filter upcoming repair alerts by property location on the dashboard.

Given the user is on the alerts section, when they apply the property location filter, then only the alerts applicable to the selected property location should be displayed.

A property manager reviews the urgency of upcoming repairs based on the alerts data shown on the dashboard.

Given the dashboard is displayed, when the user clicks on an alert, then the detailed view must show priority rating (High, Medium, Low) and historical data related to similar past issues.

A user wants to ensure that the alerts remain visible while navigating to other sections of the dashboard.

Given the user has multiple sections open, when they switch to another section of the dashboard, then the alerts panel must remain accessible and not refresh or lose its position.

After the dashboard integration is complete, property managers conduct testing to ensure alerts appear correctly with real-time data.

Given the integration is complete, when the testing is executed, then all alerts must reflect accurate, live data, updating in real-time according to the maintenance schedules.

Reporting and Analytics for Maintenance Management

User Story: As a property manager, I want to generate reports on maintenance alerts and activities so that I can analyze the effectiveness of my preventive maintenance strategies.
Description: The Reporting and Analytics for Maintenance Management requirement will enable the generation of detailed reports about preventive repair alerts, historical maintenance activities, and trends. This functionality is essential for evaluating the efficacy of the preventive maintenance strategy and making data-driven decisions moving forward. By providing comprehensive insights through reporting, property managers can refine their approach to maintenance management and enhance operational efficiency.
Acceptance Criteria: Reporting on Preventive Repair Alerts generated over the last quarter.

Given that the maintenance manager accesses the Reporting feature, when they select the date range of the last quarter and the category of 'Preventive Repair Alerts', then the system should generate a report displaying all preventive alerts issued, along with their statuses and corresponding actions taken.

Analyzing historical maintenance activities to identify trends.

Given that the user chooses the 'Historical Maintenance Activities' report option, when they apply filters for property type and date range, then the report should provide a clear graphical representation of maintenance activities, including frequency and types of repairs needed for the selected properties.

Evaluating the effectiveness of the preventive maintenance strategy.

Given that the maintenance manager reviews the 'Effectiveness of Preventive Maintenance' report, when they compare the number of preventive alerts issued with the number of actual repairs requested in a specific timeframe, then the report should calculate and display the percentage of alerts that prevented urgent repairs.

Generating alerts for upcoming preventive maintenance tasks.

Given that the system has existing preventive repair alerts set up, when the system checks the current date against the scheduled maintenance tasks, then notifications should be sent to the property manager for any tasks that are due within the next 30 days.

Exporting maintenance management reports to external formats.

Given that the user selects a completed report from the Reporting feature, when they choose to export the report as a PDF or Excel file, then the system should successfully generate the file and provide download options without data loss or formatting issues.

User accessibility and permissions for generating reports.

Given that a property manager attempts to generate a report, when they do not have the necessary permissions assigned, then the system should display an error message indicating insufficient permissions, and they should not have access to the report generation feature.

Issue Trends Dashboard

A visually engaging dashboard that provides an overview of recurring maintenance issues across properties. Through the use of data visualization techniques, property managers can easily spot trends, allowing them to make informed decisions regarding infrastructure investments, preventative measures, and strategic maintenance scheduling, ultimately improving operational efficiencies.

Requirements

Visual Trend Analysis

User Story: As a property manager, I want to visualize recurring maintenance issues so that I can identify trends and make informed decisions regarding preventative maintenance and resource allocation.
Description: The Visual Trend Analysis requirement entails creating a graphical representation of maintenance issues across properties on the Issue Trends Dashboard. This functionality will incorporate data visualization techniques such as line graphs, bar charts, and pie charts to provide users with an intuitive understanding of recurring problems. Through these visual representations, property managers can quickly identify patterns over time, which is critical for making informed decisions regarding preventive maintenance, resource allocation, and potential upgrades. This feature is essential for enhancing operational efficiencies and ensuring timely responses to tenant needs, contributing to an overall improved management experience.
Acceptance Criteria: As a property manager, I want to access the Issue Trends Dashboard to analyze maintenance issues over the past six months across multiple properties so that I can identify recurring problems and address them proactively.

Given that I am logged into AllotWiz and have access to the Issue Trends Dashboard, When I select the time frame of the past six months, Then I should see a comprehensive visual representation of recurring maintenance issues using line graphs, bar charts, or pie charts that accurately reflect the selected properties' data.

As a property manager using the Issue Trends Dashboard, I need to be able to filter maintenance issues by property type (e.g., residential, commercial) and category (e.g., plumbing, electrical) in order to focus on specific trends within my properties.

Given that I have accessed the Issue Trends Dashboard, When I apply filters for property type and issue category, Then the visual trend analysis should update dynamically to display only the relevant maintenance issues based on the selected filters.

I want to compare maintenance trends month-over-month to assess whether the frequency of issues is increasing or decreasing, so I can allocate resources more effectively and plan preventive measures.

Given that I have selected a month-over-month view on the Issue Trends Dashboard, When I view the graphical representation, Then I should see a clear trend that illustrates the increase or decrease in maintenance issues over the selected months with accurate data points indicated.

To analyze the impact of preventive maintenance initiatives, I need to view maintenance issue trends before and after specific dates of implemented preventive measures.

Given that I have selected specific dates representing when preventive measures were put in place, When I view the trend analysis, Then I should be able to compare the periods before and after those dates clearly, showing a reduction in the frequency of maintenance issues if the initiatives were successful.

I want to be able to export the visualization data from the Issue Trends Dashboard into a report format for external stakeholders and decision-makers to review.

Given that I am on the Issue Trends Dashboard, When I select the export option, Then the data visualization should be generated in a report format (e.g., PDF, CSV) that I can download and share with stakeholders without data loss or distortion.

As a property manager, I wish to receive alerts for maintenance issues that exceed a specific threshold within a given timeframe, so I can prioritize urgent repairs.

Given that I have set thresholds for maintenance issues on the Issue Trends Dashboard, When those thresholds are exceeded for a specified timeframe, Then I should receive an automated alert or notification informing me of the elevated maintenance concerns.

When I analyze recurring maintenance issues, I want to view historical data to see if the trends have shifted over the last year, allowing for long-term strategic planning.

Given that I select a view of the last year on the Issue Trends Dashboard, When I view the graphical representation of the data, Then I should see a clear display of historical maintenance issues for the past year presented in a comprehensive manner that enables analysis of long-term trends.

Customizable Alerts

User Story: As a property manager, I want to set alerts for recurring maintenance trends so that I can address issues proactively and enhance tenant satisfaction.
Description: The Customizable Alerts requirement focuses on providing property managers with the ability to set up and manage alerts based on certain maintenance trends identified in the dashboard. Users can configure alerts for specific issues that recur frequently across properties, enabling proactive management of maintenance tasks. This feature enhances user engagement by ensuring that crucial maintenance activities are not overlooked and timely interventions can be made. It integrates with existing notification systems within AllotWiz, offering seamless communication and real-time updates to users, thereby improving tenant satisfaction and operational efficiency.
Acceptance Criteria: Setting Up Custom Alerts for Recurring Maintenance Issues

Given the property manager is logged into the AllotWiz platform, when they navigate to the Issue Trends Dashboard and select a recurring maintenance issue, then they should be able to configure a customizable alert for that specific issue with designated parameters (e.g., frequency, issue type).

Receiving and Viewing Alerts in Real-Time

Given that a customizable alert has been successfully set, when a maintenance issue meets the alert criteria, then the property manager should receive a real-time notification through the integrated notification system of AllotWiz.

Managing and Modifying Existing Alerts

Given the property manager has set up multiple alerts, when they access the alerts management section, then they should be able to view, edit, or delete any existing alerts with ease.

Alert Notification Consistency Across Devices

Given that the property manager has set up alerts, when they access their account from multiple devices (e.g., desktop and mobile), then they should receive consistent and synchronized alerts across all devices in real-time.

User Feedback on Alerts Functionality

Given that the customizable alerts feature has been in use for a month, when property managers complete a feedback survey, then at least 80% of users should report that the alerts help them manage maintenance tasks more proactively.

Comparative Analysis Features

User Story: As a property manager, I want to compare maintenance trends across properties to identify which ones need more attention and optimize resource allocation.
Description: The Comparative Analysis Features requirement introduces functionality that allows property managers to compare maintenance issues across different properties. This feature enables users to select multiple properties and visualize maintenance trends side by side, providing valuable insights into which properties may require more attention or resources. It aids in strategic decision-making regarding infrastructure investments and prioritizes maintenance tasks effectively, leading to better management of overall operations and improving long-term property management strategies.
Acceptance Criteria: Property Manager Analyzing Maintenance Trends Across Multiple Properties

Given a property manager has access to the Issue Trends Dashboard, when they select multiple properties for comparison, then they should see a side-by-side visualization of maintenance issues over the last 6 months for those selected properties.

Identifying Recurring Maintenance Issues Across Properties

Given a property manager has selected multiple properties, when the dashboard displays the maintenance issue data, then they should be able to filter trends by issue type (e.g., plumbing, electrical) to identify recurring issues across properties.

Strategic Decision-Making Based on Comparative Analysis

Given the comparative analysis features have been implemented, when a property manager views maintenance trends and identifies a property with high recurring issues, then they should be able to generate a report summarizing the findings and potential action items.

Improved Resource Allocation Based on Maintenance Trends

Given a comparison of multiple properties is available, when a property manager analyzes the data, then they should be able to prioritize maintenance tasks based on the trends observed, allocating resources effectively to properties with the highest needs.

User-Friendly Interface and Interaction with the Dashboard

Given the issue trends dashboard is loaded, when a property manager interacts with the dashboard, then they should be able to navigate through different properties and filter data without any lag or confusion.

Data Accuracy in Maintenance Trends

Given that the maintenance data is pulled from the system, when a property manager compares the maintenance trends, then the data displayed on the dashboard should accurately reflect the underlying data from maintenance records without discrepancies.

Historical Data Integration

User Story: As a property manager, I want to analyze historical maintenance data so that I can understand long-term trends and evaluate the effectiveness of past decisions.
Description: The Historical Data Integration requirement aims to incorporate historical maintenance data into the Issue Trends Dashboard. This functionality enables property managers to view long-term trends and assess the effectiveness of past maintenance strategies. By analyzing historical data, users can gain insights into recurring issues and make data-driven decisions about future maintenance plans. This feature is critical for continuous improvement in operations, enabling property managers to enhance the longevity and performance of their properties through informed decision-making.
Acceptance Criteria: As a property manager, I want to view historical maintenance data for the past year on the Issue Trends Dashboard so that I can identify recurring issues that have occurred in my properties.

Given that I have historical maintenance data integrated into the Issue Trends Dashboard, when I select the past year as my time frame, then I should see a graphical representation of recurring maintenance issues over that year.

As a property manager, I need to compare current maintenance issues with historical data on the Issue Trends Dashboard to evaluate whether issues are increasing or decreasing in frequency.

Given that historical maintenance data is integrated, when I view current issues alongside historical data, then I should be able to see a clear comparison of trends in maintenance requests.

As a property manager, I want to filter historical maintenance data by property type on the Issue Trends Dashboard to assess if certain property types have more recurring issues than others.

Given that the dashboard provides filtering options, when I select a specific property type, then the data displayed should update to show historical maintenance issues relevant only to that property type.

As a property manager, I want to export the historical maintenance data from the Issue Trends Dashboard for my quarterly review, which helps me prepare reports for stakeholders.

Given that I am viewing the historical data, when I click on the 'Export' button, then I should receive a downloadable file in CSV format containing the historical maintenance data.

As a property manager, I want to see visual alerts or notifications within the Issue Trends Dashboard if previous maintenance strategies led to significant increases in recurring issues.

Given that I have integrated historical data, when I view the dashboard, then I should see visual alerts highlighting any alarming trends indicating poor effectiveness of past maintenance strategies.

As a property manager, I want to analyze the effectiveness of past maintenance strategies over multiple years to guide future maintenance planning.

Given that I have access to multi-year historical maintenance data, when I select a time period of two years or more, then I should see a trend analysis that allows me to understand the impact of maintenance strategies over time.

Real-Time Data Updates

User Story: As a property manager, I want real-time updates on maintenance issues so that I can respond quickly and accurately to tenant needs.
Description: The Real-Time Data Updates requirement involves implementing a system that ensures the Issue Trends Dashboard displays the most current maintenance issue data available. This feature will integrate with AllotWiz's existing maintenance request functionalities, updating the dashboard in real-time as new requests are submitted or resolved. This ensures that property managers are always working with the latest information, fostering efficient response times and enabling timely decision-making regarding maintenance strategies. It enhances overall operational efficiency and improves responsiveness to tenant needs.
Acceptance Criteria: Property manager accesses the Issue Trends Dashboard to review the most recent maintenance issues reported across multiple properties at the start of their workday.

Given the property manager has logged into AllotWiz, when they open the Issue Trends Dashboard, then the dashboard displays the latest maintenance issues reported, sorted by severity and date submitted.

A maintenance request is submitted by a tenant late in the evening, and the property manager checks the dashboard the following morning.

Given a tenant submits a maintenance request during off-hours, when the property manager opens the Issue Trends Dashboard the next morning, then the dashboard reflects the new request in real-time, ensuring the property manager is aware of all current issues.

A maintenance issue is resolved by a maintenance team member, and the property manager checks the dashboard shortly after resolution.

Given a maintenance issue has been resolved and updated in the system, when the property manager refreshes the Issue Trends Dashboard, then the resolved issue no longer appears in the active maintenance issues list.

The property manager needs to generate a report of unresolved maintenance issues to present at a weekly review meeting.

Given the property manager opens the Issue Trends Dashboard before the meeting, when they filter the dashboard for unresolved issues, then the dashboard correctly displays only issues that are still open and their respective details.

The dashboard is accessed on different devices to ensure compatibility and real-time updates on maintenance issues.

Given the property manager opens the Issue Trends Dashboard on a smartphone and a tablet, when they check for current maintenance issues, then the dashboard displays the same real-time data on both devices, ensuring consistent information across platforms.

Interactive Reporting Tools

User Story: As a property manager, I want to generate customized reports on maintenance trends so that I can present insights to stakeholders and optimize future strategies.
Description: The Interactive Reporting Tools requirement entails developing features that allow property managers to generate customized reports based on the trends identified in the Issue Trends Dashboard. Users will have the ability to select parameters such as date ranges, types of issues, and specific properties to create tailored reports. This would facilitate deeper insights and data analyses, allowing property managers to present findings to stakeholders or use them for strategic planning. By offering flexible reporting options, this feature empowers users to leverage data effectively in their management practices, enhancing their decision-making capabilities.
Acceptance Criteria: Property Manager Generates Report for Recurring Maintenance Issues

Given the property manager is logged into the AllotWiz platform, when they select the 'Interactive Reporting Tools' and choose the date range, issue types, and properties, then a customizable report is generated displaying the selected data in a clear format.

Property Manager Exports Customized Reports

Given the generated report based on selected parameters, when the property manager clicks the 'Export' button, then the report is downloaded in the selected format (PDF, XLSX) without data loss or formatting issues.

Property Manager Shares Reports with Stakeholders

Given a report has been generated, when the property manager uses the 'Share' functionality, then stakeholders can access the report via a secure link sent to their email, and the link is valid for 72 hours.

Report Filters Functionality for Isolated Data Analysis

Given the Interactive Reporting Tools, when the property manager applies different filters (issue type, date, property), then only the relevant data should display in the report preview without any discrepancies.

User Interface for Reporting Tools

Given the property manager is on the Reporting Tools page, when they interact with the UI elements (selecting filters, generating reports), then all interactions are intuitive and do not require additional training or documentation.

Tracking Report Generation History

Given that a report has been generated, when the property manager accesses the report history, then they should see a log of all previously generated reports including date, filters used, and download options.

Real-time Viewing and Adjustments of Report Parameters

Given the property manager is customizing a report, when they adjust any parameters (e.g., change date range or issue type), then the report preview updates in real-time to reflect these changes without needing to refresh the page.

Automated Parts Ordering

Using insights from predictive maintenance analysis, this feature automates the ordering of replacement parts predicted to be required for future repairs. This ensures that property managers have the necessary supplies on hand when issues do arise, minimizing downtime, expediting repair processes, and enhancing overall tenant satisfaction.

Requirements

Predictive Maintenance Alerts

User Story: As a property manager, I want to receive predictive maintenance alerts so that I can address potential issues before they become serious problems, ensuring tenant satisfaction and reducing repair costs.
Description: The Predictive Maintenance Alerts feature will analyze maintenance data and predict potential equipment failures. This feature will notify property managers of impending issues before they occur, allowing for pro-active repairs and minimizing unplanned downtime. Integrating seamlessly with existing maintenance management systems, it enhances workflow efficiency and ensures timely maintenance actions are taken. This capability is critical for maintaining tenant satisfaction and safeguarding property assets by reducing emergency repairs.
Acceptance Criteria: Property managers receive predictive maintenance alerts based on analyzed data from various maintenance records and equipment usage statistics.

Given the predictive maintenance analysis is activated, when a potential equipment failure is detected, then a notification is sent to the property manager's dashboard and email within 5 minutes of detection.

Property managers access the details of predictive maintenance alerts via the AllotWiz platform for further action.

Given that a predictive maintenance alert has been generated, when the property manager views the alert details, then the system displays the predicted issue, recommended actions, and urgency level clearly in the alert interface.

Property managers engage with the predictive maintenance alerts to schedule necessary repairs or replacements.

Given that an alert is received, when the property manager acknowledges the alert, then the system should log the acknowledgment and track the follow-up action in the maintenance management system with a timestamp.

Tenant satisfaction is evaluated based on the proactive measures taken from predictive maintenance alerts.

Given that predictive maintenance alerts have been acted upon, when a tenant is surveyed within a week of a repair made from the alert, then 80% of tenants should report satisfaction with the response time and repair quality.

The system's predictive maintenance engine updates its predictions based on the performance of previous repairs.

Given that a predictive maintenance alert has been executed, when analyzing repair outcomes, then the predictive maintenance engine recalibrates its algorithms accordingly to improve future predictions with at least 90% accuracy.

Property managers review historical data on predictive maintenance alerts to analyze trends and areas of improvement.

Given that predictive maintenance alerts have been recorded, when the property manager accesses the historical report, then the report should display key metrics such as total alerts, resolved alerts, average response time, and any recurring issues in a comprehensive dashboard.

Automated Inventory Management

User Story: As a property manager, I want automated inventory management so that I can ensure I always have necessary replacement parts on hand, reducing repair delays and enhancing tenant satisfaction.
Description: The Automated Inventory Management feature will track and manage the inventory of replacement parts needed for maintenance and repairs. This feature ensures that property managers are alerted when stock levels are low, enabling them to reorder parts in a timely manner. By integrating with the existing ordering system, this capability allows property managers to maintain optimal inventory levels, reducing delays in repairs and improving overall operational efficiency, thereby supporting tenant satisfaction.
Acceptance Criteria: Inventory Alert for Low Stock Levels

Given that the inventory level of a replacement part reaches the predefined low threshold, when the system detects this condition, then the property manager should receive an automatic alert notification via email and in-app notification within 5 minutes.

Automated Reorder Trigger

Given that the inventory level of a replacement part is low, when the system automatically generates a reorder request, then the reorder must be sent to the ordering system without requiring manual intervention from the property manager, and should include the proper quantity based on past usage data.

Real-time Inventory Tracking

Given that the property manager accesses the inventory management dashboard, when they view the inventory status, then the dashboard must display accurate and real-time counts of all replacement parts, including their current status as 'In Stock', 'Low', or 'Out of Stock'.

Integration with Existing Ordering System

Given that the ordering system is integrated with the automated inventory management feature, when a reorder request is generated, then the system should reflect the newly ordered parts and their expected delivery dates in both the inventory management and ordering system.

Historical Usage Data Analysis

Given that the automated inventory management feature is in use, when the property manager requests a report, then the system should generate a report detailing historical usage data for each replacement part over time, aiding in future inventory planning.

Inventory Management User Permissions

Given that different team members access the inventory management feature, when roles and permissions are set, then only authorized users should be able to view, add, or adjust inventory levels, ensuring data integrity and security.

Dynamic Vendor Selection

User Story: As a property manager, I want dynamic vendor selection so that I can quickly find the best vendors for parts ordering, ensuring timely repairs and cost efficiency.
Description: The Dynamic Vendor Selection feature automates the process of selecting the most appropriate vendor for parts ordering based on pre-defined criteria such as price, delivery time, and vendor performance history. This ensures that property managers are consistently choosing the best options for parts procurement, streamlining the ordering process, reducing costs, and improving repair turnaround times. This strategic automation enhances operational efficiency and keeps properties well-maintained, ultimately benefiting tenant experiences.
Acceptance Criteria: Vendor selection during a critical maintenance request where immediate replacement parts are needed.

Given a maintenance request initiated for a broken HVAC system, when the system analyzes vendor criteria, then it should automatically select the vendor offering the fastest delivery time and track record for HVAC parts delivery.

Vendor selection in a routine maintenance cycle for frequently used items.

Given a scheduled routine maintenance is due for plumbing repairs, when the system evaluates the price and performance of vendors, then it should select the least expensive vendor with the best performance history for plumbing parts.

Vendor selection triggered by predictive maintenance alerts based on equipment usage data.

Given a predictive maintenance alert indicating a high likelihood of needing electrical parts within the next month, when the system processes historical data and current vendor information, then it should recommend vendors that optimize cost and delivery time.

Updating vendor preferences based on recent vendor performance evaluations.

Given a vendor performance report is generated quarterly, when the team reviews vendor statistics, then the system should automatically adjust vendor priority rankings for future selection based on the latest evaluation results.

Integration of vendor selection process into existing parts ordering workflow.

Given the existing automated parts ordering workflow is operational, when the dynamic vendor selection feature is activated, then it should seamlessly integrate without delays or errors in the ordering process.

Selection of a vendor based on emergency maintenance scenario.

Given an emergency maintenance request for a water leak, when the system assesses the available vendors, then it should prioritize a local vendor known for rapid response times and high reliability in such situations.

Vendor selection audit for regulatory compliance.

Given a compliance audit for vendor selection is required annually, when the system retrieves records of previous vendor selections, then it should ensure all selections comply with procurement regulations and provide necessary documentation for review.

Real-time Order Tracking

User Story: As a property manager, I want real-time order tracking so that I can keep tenants informed about the status of repair-related orders, improving communication and trust.
Description: The Real-time Order Tracking feature provides property managers with the ability to track their parts orders in real time. This feature allows users to see order status updates including shipping and delivery timelines. By having real-time insights into the ordering process, property managers can better manage tenant expectations during repairs, enhancing communication and transparency. This dynamic capability helps in fostering positive tenant relationships by reducing uncertainty about repair timelines.
Acceptance Criteria: Property manager views an active parts order in the system after initiating an automated order through the platform.

Given a parts order is created through the Automated Parts Ordering feature, when the property manager accesses the Real-time Order Tracking interface, then the current status of the order should be displayed with expected delivery dates and shipping information.

Tenant has reported a maintenance issue, and the property manager needs to provide them with an update on the status of the ordered parts.

Given the tenant has reported a maintenance issue and an order has been placed for replacement parts, when the property manager checks the Real-time Order Tracking, then they must be able to see the delivery status and convey this information to the tenant accurately.

A property manager needs to confirm whether the parts needed for an upcoming repair have been dispatched.

Given that the scheduled repair date is approaching, when the property manager checks the Real-time Order Tracking feature, then the system should show if the order has been dispatched, including tracking numbers and estimated delivery dates.

Property manager experiences a delay in parts delivery and needs to manage expectations effectively with related stakeholders.

Given that a parts order has a delayed delivery status, when the property manager views the order in Real-time Order Tracking, then they should receive a notification alerting them of the delay and recommended actions for communication with stakeholders.

The property manager wants to analyze order history to identify commonly delayed parts.

Given that the property manager accesses the reporting feature of Real-time Order Tracking, when they filter orders by delivery status over the past year, then they should be able to generate a report highlighting parts with frequent delivery issues and average delay times.

Property manager needs to verify parts availability prior to placing a new maintenance order.

Given that the property manager is in the process of placing a new order for maintenance, when they access the Real-time Order Tracking feature, then the system must provide visibility into any pending orders to avoid duplicate orders for the same parts.

A property manager wants to export tracking details for shared visibility with their team.

Given the property manager has viewed the order status in Real-time Order Tracking, when they select the export option, then a downloadable report containing order details, status updates, and tracking information should be generated in a csv format.

Reporting Dashboard for Parts Usage

User Story: As a property manager, I want a reporting dashboard for parts usage so that I can analyze trends and optimize our maintenance budget, ensuring better resource allocation.
Description: The Reporting Dashboard for Parts Usage feature will provide analytical insights into the frequency and cost of parts usage over time. This feature helps property managers identify trends in repair needs, optimize inventory purchasing, and forecast future parts requirements based on historical data. Such insights enable informed decision-making, enhance budget management, and promote efficiency in property maintenance operations, directly influencing overall tenant satisfaction.
Acceptance Criteria: Property managers need to view the historical data of parts usage to understand trends and make informed purchasing decisions for future repairs.

Given a property manager accesses the Reporting Dashboard, when they filter data by a specific time frame, then the dashboard should display a detailed report of parts usage, including quantities and costs, accurately reflecting the selected period.

A property manager is preparing the budget for the next quarter and requires insights into the most frequently used parts to optimize inventory levels.

Given a property manager selects the 'Most Used Parts' report on the dashboard, when the report is generated, then it should display a ranked list of parts used during the specified time frame, along with total costs.

To prevent overstocking and ensure cost efficiency, the property manager needs a forecast of future parts requirements based on historical data.

Given a property manager requests a 'Forecast' report, when the system analyzes the historical parts usage data, then it should provide a predicted quantity of parts required for the upcoming quarter, based on trends identified in the last six months.

When a part is used frequently, the property manager wants to receive alerts or notifications indicating that it may soon need to be ordered before running out.

Given a property manager sets a threshold for low inventory on the dashboard, when parts usage hits the threshold, then the system should send an automatic notification to the property manager alerting them to reorder the part.

The property manager needs to analyze how parts costs have changed over time to adjust their budget appropriately.

Given a property manager accesses the cost analysis section in the dashboard, when they view the data on parts costs over time, then it should display a graph showing trends in costs per part for the last year.

Tenant Feedback Integration

Integrating tenant feedback with predictive maintenance data enables property managers to refine their maintenance strategies. By analyzing tenant-reported issues alongside predictive insights, managers can prioritize tasks and address hidden problems that tenants may experience, fostering a more responsive and satisfying living environment.

Requirements

Real-time Tenant Feedback Collection

User Story: As a property manager, I want a real-time feedback collection system so that I can address tenant issues promptly and improve tenant satisfaction.
Description: This requirement includes building a feature where tenants can provide real-time feedback about their living experience through an easily accessible interface. The feedback collected will be categorized and prioritized in accordance to the urgency of reported issues. This feature will allow property managers to engage with tenants more actively and address their concerns promptly, fostering a better landlord-tenant relationship. Integrating this feature with existing management tools will allow for seamless tracking and resolution of tenant issues, enhancing overall tenant satisfaction and operational efficiency.
Acceptance Criteria: Tenant submits feedback via the mobile app about a maintenance issue in their apartment.

Given that the tenant is logged into the AllotWiz mobile app, when they navigate to the feedback section and submit their feedback regarding a maintenance issue, then the feedback should be successfully saved and categorized as 'Maintenance' in the system.

A property manager reviews tenant feedback to prioritize maintenance tasks.

Given that a property manager accesses the tenant feedback dashboard, when they view the feedback list, then they should see feedback prioritized by urgency and categorized appropriately for efficient response.

Tenants receive a notification confirming their feedback submission.

Given that a tenant submits their feedback through the app, when the feedback is submitted, then the tenant should receive a confirmation notification within the app and an email confirming their feedback has been received.

Integration of tenant feedback with predictive maintenance data.

Given that the system has collected tenant feedback and predictive maintenance data, when the property manager analyses the gathered data, then the platform should provide recommendations for maintenance tasks based on both tenant issues and predictive insights.

Collecting feedback on a resolved maintenance issue to assess tenant satisfaction.

Given that a maintenance issue has been marked as resolved, when the tenant is prompted to provide feedback on the resolution, then the feedback should be saved, and the satisfaction level should be recorded in the system for future reference.

Predictive Maintenance Insights Integration

User Story: As a property manager, I want to integrate predictive maintenance insights with tenant feedback so that I can proactively manage maintenance tasks and enhance tenant satisfaction.
Description: The predictive maintenance insights integration will enable property managers to receive maintenance predictions based on historical data and current tenant feedback. This will involve the development of an analytics dashboard that synthesizes tenant-reported issues and predictive maintenance forecasts into actionable insights. By correlating feedback with predictive data, property managers can prioritize maintenance tasks effectively, addressing both reported and potential issues proactively. This system will help in reducing costs through efficient resource allocation and improved tenant experiences by preventing issues before they arise.
Acceptance Criteria: Accessing the predictive maintenance insights dashboard.

Given that a property manager is logged into the AllotWiz platform, when they navigate to the predictive maintenance insights dashboard, then they should see a consolidated view of tenant-reported issues and predictive maintenance data.

Analyzing tenant feedback alongside predictive maintenance data.

Given that the property manager is viewing the predictive maintenance insights dashboard, when they select a specific tenant-reported issue, then the system should display relevant predictive maintenance insights related to that issue.

Prioritizing maintenance tasks based on insights gained from the dashboard.

Given that the property manager has accessed the predictive maintenance insights dashboard, when they view the list of maintenance tasks, then they should be able to sort tasks by urgency based on a combination of tenant feedback and predictive insights.

Generating reports based on the predictive maintenance data and tenant feedback.

Given that a property manager is on the insights dashboard, when they select the option to generate a report, then they should receive a detailed report that includes both tenant feedback and predictive maintenance data over a specified period.

Receiving alerts for new tenant-reported issues that require immediate attention.

Given that a property manager is using the AllotWiz platform, when a new tenant-reported issue is filed, then the property manager should receive an alert indicating the issue and its potential impact based on predictive maintenance data.

Integrating historical data to improve the predictive maintenance model.

Given that the predictive maintenance model is in use, when historical maintenance and tenant feedback data is inputted, then the system should adjust the predictions accordingly to reflect improved accuracy and relevance.

Evaluating the effectiveness of resolved maintenance tasks over time.

Given that a maintenance task has been resolved, when the property manager reviews the predictive maintenance insights dashboard, then they should be able to see metrics that indicate whether the resolution was effective in preventing similar issues within a specified time frame.

Automated Feedback Alerts

User Story: As a property manager, I want to receive automated alerts for tenant feedback so that I can quickly respond to issues and maintain tenant satisfaction.
Description: The automated feedback alerts requirement will create a system that sends notifications to property managers whenever tenants submit feedback or when predictive maintenance data indicates a potential issue. This will ensure property managers are promptly aware of tenant concerns and can act quickly to resolve issues. The alert system will include filters for prioritizing alerts based on urgency or type of issue, making it easier for property managers to manage their responses. Automation will enhance operational efficiency, enabling property managers to focus on high-impact areas and improve tenant communications.
Acceptance Criteria: Notification for New Tenant Feedback Submission

Given that a tenant submits feedback, when the feedback is received, then the property manager should receive an instant notification via the mobile app and email.

Alert for Predictive Maintenance Issue

Given that predictive maintenance data identifies a potential issue, when the issue is flagged by the system, then the property manager should receive a notification within 5 minutes via SMS and email.

Prioritization of Alerts Based on Urgency

Given multiple feedback submissions and predictive maintenance alerts, when the alerts are received, then the system should prioritize and display them based on urgency level.

Summary of Feedback in Daily Digest

Given that feedback and potential issues are recorded over a 24-hour period, when the property manager checks their alerts, then they should receive a daily summary email listing all feedback and alerts prioritized by urgency.

Snooze Function for Alerts

Given a high volume of feedback and alerts, when the property manager needs to manage their time, then they should have the option to snooze alerts for up to 2 hours, with a notification when the snooze period ends.

Feedback Resolution Tracking

Given that a tenant feedback alert is generated, when the property manager resolves the feedback, then the system should allow the property manager to mark it as resolved and notify the tenant of the resolution.

Integration with Maintenance Management System

Given that a maintenance issue is flagged through tenant feedback, when the property manager receives an alert, then the alert should include an option to create a maintenance request directly within the existing maintenance management system.

Centralized Feedback Dashboard

User Story: As a property manager, I want a centralized dashboard for tenant feedback and maintenance data so that I can manage and resolve issues effectively.
Description: Creating a centralized feedback dashboard will consolidate all tenant feedback, maintenance requests, and predictive maintenance data into one user-friendly interface for property managers. This dashboard will summarize feedback, categorize issues, and highlight trends that need attention. By having a holistic view of tenant concerns and predictive maintenance needs, property managers can improve decision-making, allocate resources effectively, and streamline their communication with tenants. This will result in enhanced operational efficiency and a responsive living environment.
Acceptance Criteria: Dashboard Access for Property Managers

Given that I am a property manager logged into AllotWiz, when I navigate to the centralized feedback dashboard, then I should see a visual summary of all tenant feedback, maintenance requests, and predictive maintenance data available in a single interface.

Categorization of Tenant Feedback

Given that tenants have submitted feedback through the platform, when I view the centralized feedback dashboard, then I should see all feedback categorized by issue type, priority, and the date of submission.

Feedback Trend Analysis

Given that the centralized feedback dashboard displays tenant feedback, when I analyze the dashboard, then I should be able to identify trends in tenant issues over time using graphical representations such as bar charts or line graphs.

Prioritization of Maintenance Tasks

Given that the dashboard combines tenant feedback and predictive maintenance data, when I view the maintenance requests section of the dashboard, then I should see a prioritized list of tasks based on tenant urgency and predictive analysis.

Communication with Tenants

Given that I receive tenant feedback on the centralized dashboard, when I respond to a tenant's concern, then I should have the ability to send a message directly to the tenant through the platform, tracking all communications in one interface.

Data Export for Reporting

Given that the centralized feedback dashboard displays tenant feedback and maintenance data, when I select the option to export data, then I should be able to download the information in a CSV or PDF format that includes all relevant details.

Notifications for New Feedback

Given that tenants submit new feedback, when I am logged into the dashboard, then I should receive real-time notifications indicating new feedback entries for prompt attention.

Mobile Feedback Submission

User Story: As a tenant, I want to submit feedback through a mobile app so that I can report issues conveniently while on the go.
Description: To meet tenants where they are, implementing a mobile feedback submission feature will allow tenants to report issues and provide feedback via a mobile app or SMS. This requirement involves developing a responsive mobile interface that supports quick and easy reporting from tenants, allowing them to communicate their concerns efficiently at their convenience. By offering multiple avenues for feedback, property managers can increase participation and ensure they receive comprehensive input, leading to better property management outcomes and tenant satisfaction.
Acceptance Criteria: Tenant reports an issue through the mobile app while at home after discovering a leak in the kitchen sink.

Given the tenant is logged into the mobile app, when they select 'Report an Issue', then they should be prompted to provide a description of the issue, upload photos, and submit their report successfully.

Tenant submits feedback about their living experience via SMS while at work during their break time.

Given the tenant sends an SMS with the keyword 'FEEDBACK' followed by their comments, when the message is received, then the feedback should be recorded in the system without errors and a confirmation message sent back to the tenant.

Property manager needs to view all feedback submitted by tenants for review and prioritization.

Given the property manager accesses the feedback dashboard in AllotWiz, when they filter the feedback by date or urgency, then they should see all relevant tenant feedback updates accurately displayed according to the applied filters.

Tenant encounters difficulty using the feedback submission feature and needs support.

Given the tenant clicks 'Help' on the feedback submission page, when they are directed to a help section, then they should see FAQs and a support contact option clearly visible and accessible.

Tenant attempts to submit feedback on a maintenance issue but has a poor internet connection.

Given the tenant is online with unstable connectivity, when they attempt to submit feedback, then the system should auto-save their input and notify them that their feedback will be sent once the connection is restored.

A tenant submits a feedback report after a maintenance issue has been resolved.

Given the tenant has received maintenance services, when they navigate to the 'Submit Feedback' option, then they should have an option to rate the maintenance service and provide comments, with submission logs updated promptly.

Multiple tenants submit feedback on a shared issue, impacting the response strategy.

Given multiple feedback submissions regarding the same issue, when the property manager reviews the feedback, then they should see aggregated feedback data, including frequency of reports, to assist in prioritizing the maintenance request.

Maintenance Cost Estimation

This feature uses predictive analytics to estimate maintenance costs for upcoming repairs based on historical data and current property conditions. By projecting expenses, property managers can budget more effectively, identify potential financial burdens beforehand, and ensure that funds are allocated efficiently for property upkeep.

Requirements

Predictive Maintenance Cost Analysis

User Story: As a property manager, I want to receive predictive maintenance cost estimates so that I can budget effectively for upcoming repairs and mitigate financial risks associated with unexpected expenses.
Description: This requirement involves the implementation of a predictive analytics engine that leverages historical maintenance data and current property conditions to generate accurate cost estimates for upcoming repairs. It focuses on integrating seamlessly with AllotWiz's existing data collection processes to gather and analyze relevant datasets, enabling property managers to foresee potential financial implications of repairs. By utilizing machine learning algorithms, the system will continuously improve its predictive capabilities, adjusting estimates based on newly available data. This will facilitate proactive financial planning and efficient fund allocation for maintenance activities, empowering property managers to maintain properties in optimal condition without overspending.
Acceptance Criteria: As a property manager, I want to receive an estimated cost report for upcoming maintenance tasks based on historical data so that I can effectively budget for repairs over the next fiscal period.

Given that I have entered the historical maintenance data and current property conditions, when I request a maintenance cost estimation, then the system should generate an accurate report detailing the estimated costs for upcoming repairs.

As a property manager, I want to review past maintenance costs alongside predictive estimates to identify trends and improve budgeting accuracy.

Given that I have accessed the predictive maintenance cost analysis, when I review the estimated costs, then I should see a comparison of past maintenance costs and predicted expenses, displayed clearly for easy analysis.

As a property manager, I want to adjust input variables (such as current property conditions) to see how they affect the maintenance cost estimates so that I can make informed decisions about repair priorities.

Given that I have the capability to modify current property conditions in the system, when I input new values, then the estimated maintenance costs should update in real-time to reflect the changes made.

As a property manager, I want to receive notifications for significant changes in estimated maintenance costs so that I can review and adjust my budget plans proactively.

Given that the predictive analytics engine has detected a significant change in estimated maintenance costs, when this change occurs, then an automated notification should be sent to the property manager’s dashboard and email.

As a property manager, I want the predictive maintenance cost analysis feature to learn from new data to improve future cost estimates so that the accuracy of predictions increases over time.

Given that the predictive analytics engine has processed new maintenance data, when the system recalibrates its machine learning algorithms, then subsequent cost estimates should reflect improved accuracy and relevance based on the latest data.

As a property manager, I want to generate a comprehensive report of maintenance cost predictions for different properties under my management, allowing me to prioritize funding allocations.

Given that I have multiple properties in the system, when I request a comprehensive maintenance cost report, then the report should include estimated costs for each property, allowing for easy prioritization of funding.

Historical Data Repository

User Story: As a property manager, I want access to a comprehensive historical data repository so that I can analyze past maintenance costs and trends to inform future budgeting decisions.
Description: The historical data repository requirement entails creating a centralized database that systematically stores past maintenance costs, types of repairs, frequency, and associated property conditions. This repository will be integral to the predictive analytics feature, allowing the system to draw from a rich dataset for generating accurate future cost estimates. Accessibility of this data is crucial for informing property managers' decision-making processes and enhancing the accuracy of predictive models. The repository will be designed for scalability and ease of integration with existing AllotWiz modules, ensuring that property managers can retrieve relevant data efficiently.
Acceptance Criteria: Validating Historical Data Input into the Repository

Given a new maintenance cost entry with associated repair type and property condition, when the data is submitted to the repository, then the entry should be visible in the historical data repository with the correct details and timestamp.

Ensuring Data Retrieval from the Historical Data Repository

Given that historical data exists in the repository, when a property manager requests maintenance cost data for a specific property, then the system should return accurate historical data relevant to that property within 2 seconds.

Testing Predictive Analytics Integration with Historical Data

Given a request for estimated future maintenance costs, when the predictive analytics function is triggered, then the system should utilize data from the historical repository to generate and display a cost estimate within 5 seconds.

Evaluating Scalability of the Historical Data Repository

Given an increase in data entries, when the repository undergoes a stress test with 10,000 records, then it should maintain functionality without performance degradation or errors within 5 seconds for any data retrieval requests.

Verifying Data Accuracy in the Historical Data Repository

Given that maintenance cost data has been entered into the repository, when a property manager retrieves the data, then the retrieved data should match exactly with the initially entered data, confirming accuracy.

Assessing User Permissions for Data Access

Given varying user roles within the system, when a user attempts to access the historical data repository, then access rights should be validated based on role permissions, allowing or denying access accordingly.

Confirming Integration with Existing AllotWiz Modules

Given that the historical data repository is implemented, when it is integrated with other AllotWiz modules, then data should flow seamlessly between modules without errors or data loss.

User-Friendly Cost Estimation Dashboard

User Story: As a property manager, I want a user-friendly dashboard for maintenance cost estimates so that I can easily understand and visualize projected expenses and schedule maintenance tasks accordingly.
Description: This requirement focuses on developing a user-friendly dashboard that visually presents the predictive maintenance cost estimates, historical data insights, and suggested maintenance schedules in an intuitive format. The dashboard will be customizable, allowing property managers to focus on key metrics that matter most to them, such as estimated costs, maintenance urgency, and overall property condition scores. Data visualization tools, such as graphs and charts, will enhance the user's ability to quickly interpret costs and trends, ultimately aiding property managers in planning and decision-making processes.
Acceptance Criteria: Dashboard Load Time for Maintenance Cost Estimates

Given the user is logged into the AllotWiz platform, when they navigate to the Maintenance Cost Estimation dashboard, then the dashboard should load within 3 seconds and display the latest cost estimates based on historical data.

Customizable Dashboard Metrics

Given a property manager is on the Maintenance Cost Estimation dashboard, when they select specific metrics to display (e.g., estimated costs, maintenance urgency), then the dashboard should dynamically update to show only the selected metrics without refreshing the page.

Historical Data Visualization

Given a property manager is using the Maintenance Cost Estimation dashboard, when they view the historical data insights section, then it should display clear graphs and charts illustrating maintenance costs over the past 12 months.

Suggested Maintenance Schedule Display

Given a property manager accesses the Maintenance Cost Estimation dashboard, when they review the suggested maintenance schedules, then the dashboard should list the upcoming maintenance tasks with estimated costs and urgency levels clearly indicated.

User-friendly Interface for Dashboard Navigation

Given a user is interacting with the Maintenance Cost Estimation dashboard, when they hover over or click on any data visualization elements (e.g., graphs, charts), then tooltips should appear with additional information to aid understanding without overwhelming the display.

Overall Property Condition Score Presentation

Given a property manager is viewing the dashboard, when they look for the overall property condition score, then it should be prominently displayed and color-coded to indicate its status clearly (e.g., green for good, yellow for maintenance needed, red for urgent attention).

Alerts and Notifications System

User Story: As a property manager, I want to receive alerts for significant maintenance cost estimates so that I can take timely actions to manage expenses and avoid potential financial strain.
Description: The alerts and notifications system requirement seeks to establish a framework that triggers alerts based on predictive maintenance estimates, notifying property managers of significant cost projections and suggesting timely actions. This system will leverage automated messaging through various channels such as email and in-app notifications. It will help ensure that property managers remain informed about potential financial impacts of maintenance activities, allowing them to proactively address issues before they escalate, thus improving overall property management efficiency.
Acceptance Criteria: Triggering Maintenance Alerts Upon Cost Estimation

Given a property management dashboard, when the predictive maintenance estimate for a repair exceeds $500, then an alert notification is triggered to the property manager via email and in-app notification.

Notification Channels and Delivery Confirmation

Given a maintenance cost estimate notification is triggered, when the system sends the alert, then the property manager must receive notifications via both email and in-app messaging with delivery confirmations logged in the system.

Recurring Maintenance Alerts

Given a recurring maintenance schedule, when the predictive analysis indicates increased costs for a scheduled repair, then the property manager should receive automated reminders one week prior to the estimated repair date.

Failure of Notification Delivery Handling

Given the notification system is operational, when a notification fails to deliver after three attempts, then the system should log this failure and send the property manager an alert to manually check the status.

Customizable Alert Preferences

Given the property manager's settings, when the predictive maintenance alerts are sent, then the property manager should receive notifications according to their selected preferences (email, SMS, or in-app notifications).

Historical Analysis of Alerts Effectiveness

Given the alert system has been in operation for six months, when an evaluation is conducted, then reports should be generated to analyze the response rate and effectiveness of the alerts in prompting timely actions by the property managers.

Integration with Existing Property Management Tools

Given that AllotWiz integrates with other property management tools, when maintenance cost estimates are generated, then alerts should be sent seamlessly through any connected tools to ensure no disruption in property management workflows.

Integration with Existing Financial Tools

User Story: As a property manager, I want integration with financial tools so that I can align maintenance cost estimates with my overall financial management strategies and improve budget accuracy.
Description: This requirement focuses on ensuring that the predictive maintenance cost estimation feature integrates smoothly with existing financial management tools used by property managers in AllotWiz. This integration will allow for seamless data transfer between systems, enabling property managers to align maintenance cost estimates with broader financial planning and reporting processes. By harmonizing historical maintenance data with financial projections, property managers can achieve a holistic view of their financial standing, improving the accuracy of budgeting and financial forecasting.
Acceptance Criteria: Property managers use the predictive maintenance cost estimation feature to input historical maintenance data from their existing financial tools during a quarterly budgeting session.

Given the property manager has uploaded historical maintenance data into AllotWiz, when they run the maintenance cost estimation tool, then the estimated costs for upcoming repairs must align with the data from the existing financial tools.

During a monthly financial reporting meeting, property managers need to analyze maintenance cost estimates alongside financial forecasts generated by their current financial tools.

Given that the maintenance cost estimation has been successfully integrated, when the property manager accesses the financial reporting dashboard, then they must see real-time maintenance cost estimates integrated with other financial data.

A property manager is preparing for the upcoming fiscal year and requires accurate figures for maintenance expenditures to finalize their budget.

Given that the predictive analytics tool has been applied, when the property manager requests estimated total maintenance costs for the next fiscal year, then the output must include categorized costs that are easy to interpret and integrate with the existing financial plans.

As property managers conduct tenant management and maintenance planning, they need to ensure that estimates reflect real-time data inputs from ongoing maintenance requests.

Given the maintenance requests currently being processed, when the manager reviews the cost estimation feature, then the estimated costs must automatically adjust based on real-time data input from maintenance requests on the platform.

When a new maintenance request is generated, property managers want to visualize how this impacts their overall maintenance budget and future projections.

Given a new maintenance request is submitted, when the property manager checks the predictive analytics dashboard, then the projected costs must be reflected immediately, allowing for timely budget adjustments.

Users want to ensure that their data is transferred securely and accurately between AllotWiz and their existing financial tools during the integration process.

Given that the integration process is initiated, when the data transfer is completed, then the system must generate a verification report confirming that all historical maintenance data has been accurately transferred without data loss or corruption.

Workforce Optimization Insights

By analyzing patterns in maintenance requests and staffing efficiency, this feature provides recommendations for optimizing workforce allocation. Managers are equipped with the insights to deploy resources strategically—ensuring that maintenance staff are focused on areas most likely to require immediate attention, leading to faster response times and improved tenant experience.

Requirements

Real-time Maintenance Requests Analysis

User Story: As a property manager, I want to see real-time insights on maintenance requests so that I can allocate resources efficiently and respond to tenant needs more quickly.
Description: This requirement entails implementing a system for analyzing maintenance request data in real-time. It should offer insights into the frequency and types of requests generated by tenants, allowing property managers to identify trends and recurring issues. The analytical tools will be integrated into the platform's dashboard, enabling managers to visualize patterns over time. By understanding peak demand periods and types of maintenance issues, this requirement supports proactive resource allocation and enhances overall operational efficiency. The expected outcome includes improved response times and workforce management, leading to an elevated tenant experience.
Acceptance Criteria: Real-time analytics dashboard displays maintenance request data to property managers for immediate decision-making.

Given the property manager is logged into the AllotWiz platform, when they access the maintenance requests dashboard, then they should see real-time data regarding the frequency and types of maintenance requests submitted by tenants.

Property managers generate reports on maintenance requests over specified time periods to analyze trends.

Given the property manager selects a date range in the analytics tool, when they generate a report, then the report should accurately reflect the number of maintenance requests and categorize the requests by type within the stipulated time frame.

The system notifies property managers of peak maintenance request times based on historical data.

Given the historical maintenance request data is available, when the property manager accesses the insights feature, then they should receive notifications about peak times for maintenance requests and suggested staffing adjustments.

Tenants experience faster response times due to effectively allocated maintenance resources based on analysis.

Given the maintenance team has reviewed the real-time maintenance insights, when they allocate resources to address reported issues, then the response time for tenants should improve by at least 20% compared to the previous month.

Property managers assess recurring maintenance issues to proactively address tenant concerns.

Given the property manager reviews the maintenance request analysis, when they identify a recurring maintenance issue, then they should be able to initiate a resolution plan within the same session that includes a timeline and resources allocated.

The platform integrates seamlessly with existing tools for reporting and insights.

Given the property manager utilizes the integration feature, when they export maintenance request data to an external reporting tool, then the data should maintain its integrity and format accurately upon export.

Staffing Efficiency Dashboard

User Story: As a property manager, I want a dashboard that shows staff productivity metrics so that I can make informed decisions about staffing and improve team efficiency.
Description: The Staffing Efficiency Dashboard is a critical requirement for providing property managers with a comprehensive overview of staff productivity and task allocation. It will display metrics on employee workload, response times, and completed tasks, enabling managers to identify high-performing staff and areas needing improvement. This dashboard should also suggest optimal staffing levels based on historical demand and current maintenance issues. The goal is to empower managers with information that enables them to make data-driven decisions on staffing adjustments, leading to reduced costs and improved response times. Expected outcomes include enhanced operational efficiency and tenant satisfaction.
Acceptance Criteria: As a property manager analyzing staff productivity during peak maintenance request periods, I need to view the Staffing Efficiency Dashboard to determine if staffing levels are adequate in order to respond promptly to tenant issues.

Given the Staffing Efficiency Dashboard is accessible, when the manager selects a peak maintenance request period, then the dashboard displays real-time metrics for staff workload, response times, and task completion rates, ensuring they can assess staffing needs effectively.

As a property manager evaluating individual employee performance, I want to use the Staffing Efficiency Dashboard to identify high-performing staff members so I can allocate tasks more effectively based on their strengths.

Given the Staffing Efficiency Dashboard is being utilized, when the manager reviews the employee performance metrics, then the system highlights the top 20% of staff based on task completion rates and response times, allowing for informed task allocation.

As a property manager dealing with ongoing maintenance issues, I want to receive automated suggestions for optimal staffing levels based on historical demand so that I can adjust staff deployment accordingly to maintain tenant satisfaction.

Given the Staffing Efficiency Dashboard is operational, when the current maintenance issues and historical demand data are analyzed, then the system suggests optimal staffing levels for each maintenance category to enhance response times and resource allocation efficiency.

As a property manager comparing staff performance over different periods, I need to use the Staffing Efficiency Dashboard to generate reports that summarize trends in staff productivity.

Given the Staffing Efficiency Dashboard has historical data capabilities, when the manager selects date ranges for comparison, then the dashboard provides visual representation reports on workload, response times, and completed tasks for the selected periods, facilitating analysis of performance trends.

As a property manager implementing changes based on identified areas of improvement, I want to track the impact of staffing adjustments on tenant satisfaction using the insights from the Staffing Efficiency Dashboard.

Given the Staffing Efficiency Dashboard is utilized for tracking, when staffing adjustments are made, then the dashboard displays corresponding tenant satisfaction metrics over the next maintenance period, allowing for a clear link between staffing decisions and tenant feedback.

Predictive Maintenance Recommendations

User Story: As a property manager, I want predictive recommendations for maintenance tasks so that I can reduce urgent repairs and enhance tenant satisfaction.
Description: This requirement focuses on the development and integration of predictive analytics capabilities that analyze maintenance request data to forecast future needs. It should utilize historical maintenance data and patterns to generate recommendations for preventive maintenance, enabling property managers to address potential issues before they escalate. By allowing property managers to schedule routine check-ups or maintenance proactively, this feature enhances the longevity of property assets and minimizes urgent repairs. The outcome is a reduction in reactive maintenance costs and an improvement in tenant satisfaction due to fewer inconveniences caused by maintenance issues.
Acceptance Criteria: Property manager accesses the Predictive Maintenance Recommendations feature after a spike in maintenance requests during winter months, looking for insights to prevent similar issues in the future.

Given that the property manager inputs historical maintenance request data, when the analysis is complete, then the system should generate a list of preventive maintenance recommendations within 5 minutes.

A property manager reviews the predictive maintenance insights during a quarterly performance meeting, using them to justify resource allocation for the next quarter.

Given that the predictive insights are displayed, when the property manager presents the data at the meeting, then at least 80% of the recommendations should be supported by historical data trends.

After receiving predictive maintenance alerts, the property manager schedules maintenance tasks for the upcoming month to address potential issues before they arise.

Given that the predictive maintenance alerts are generated, when the property manager reviews and schedules the tasks, then at least 90% of the tasks scheduled should align with the recommended preventive maintenance list.

Maintenance staff access their mobile app to receive assignments based on predictive maintenance analysis, improving their efficiency in handling requests.

Given that the maintenance staff logs into the mobile app, when they view their tasks for the day, then at least 70% of the tasks should be based on the predictive maintenance recommendations.

The system tracks the outcomes of maintenance tasks that were scheduled based on predictive analytics, allowing the property manager to assess the impact of the proactive recommendations.

Given that maintenance tasks are completed on time, when the system generates a report, then it should show a reduction of at least 30% in reactive maintenance requests for the following quarter.

Property managers receive notifications for upcoming preventive maintenance tasks generated from predictive analytics to ensure timely execution.

Given that the predictive maintenance tasks are generated, when the notification is sent, then property managers should receive alerts 48 hours prior to the scheduled maintenance tasks.

Property managers evaluate the effectiveness of the Predictive Maintenance Recommendations feature at the end of a six-month period.

Given that six months of operational data is analyzed, when the property manager reviews the impact report, then the report should indicate an increase in tenant satisfaction scores due to fewer maintenance issues reported.

Seasonal Maintenance Planner

This proactive feature utilizes predictive analysis to create a seasonal maintenance schedule tailored to each property’s unique needs. By anticipating seasonal changes and their potential impact on property integrity, property managers can ensure that necessary maintenance tasks are completed on time, preventing more serious issues and contributing to long-term tenant satisfaction.

Requirements

Predictive Maintenance Scheduling

User Story: As a property manager, I want a predictive maintenance schedule so that I can ensure timely completion of necessary tasks, thereby preventing larger issues and maintaining tenant satisfaction.
Description: The Seasonal Maintenance Planner will utilize predictive analytics to assess the condition of properties and create a tailored maintenance schedule based on historical data and seasonal trends. This requirement involves integrating machine learning capabilities to analyze past maintenance records, weather patterns, and property usage statistics. The feature will notify property managers of upcoming maintenance tasks, ensure the timely execution of necessary work, and help mitigate risks of extensive property damage due to seasonal changes. The expected outcome is enhanced property longevity and improved tenant satisfaction through proactive management.
Acceptance Criteria: Property managers access the Seasonal Maintenance Planner to view the predictive maintenance schedule for the upcoming season based on historical data and weather patterns.

Given the property manager logs in and accesses the Seasonal Maintenance Planner, when the current season changes, then the predictive maintenance schedule for the upcoming season displays accurately reflecting maintenance tasks based on historical data and weather patterns.

The predictive maintenance schedule sends notifications to property managers ahead of maintenance tasks due during the upcoming season.

Given that the current date is two weeks prior to a scheduled maintenance task, when the predictive maintenance schedule is active, then the property manager receives a notification about the upcoming maintenance task.

Property managers review historical maintenance data and verify that it aligns with the tasks suggested in the predictive maintenance schedule.

Given that the property manager views the predictive maintenance schedule, when they compare suggested maintenance tasks with historical maintenance records, then the suggested tasks match at least 90% of the relevant historical data.

The machine learning algorithm continuously updates the predictive maintenance schedule as new data becomes available.

Given that new maintenance data or relevant weather information is recorded, when the system processes this new data, then the predictive maintenance schedule is updated within 24 hours to reflect the changes.

Property managers use the Seasonal Maintenance Planner to generate reports on completed maintenance tasks for tenant satisfaction assessment.

Given that the property manager selects a date range and requests a report, when the report is generated, then it includes a list of completed maintenance tasks along with tenant feedback ratings related to those tasks.

The Seasonal Maintenance Planner allows property managers to customize the maintenance tasks suggested by the predictive analytics.

Given that the property manager accesses the Seasonal Maintenance Planner, when they customize the maintenance plan, then the system saves the custom tasks and reflects them in the predictive maintenance schedule moving forward.

Custom Notification System

User Story: As a property manager, I want to receive customizable notifications for upcoming maintenance tasks, so that I can stay on top of the schedule and avoid any overdue issues.
Description: The Custom Notification System will provide property managers with the ability to configure alerts and reminders for seasonal maintenance tasks based on the scheduled plan generated by the Seasonal Maintenance Planner. Notifications will be sent via email and in-app reminders, ensuring that managers stay informed about due tasks. This requirement is critical for keeping property managers engaged and ensuring that no important maintenance tasks are overlooked. The capability of personalizing notifications will enhance responsiveness and operational efficiency.
Acceptance Criteria: Property manager configures alerts for seasonal maintenance tasks in the AllotWiz application.

Given a property manager is logged into AllotWiz, when they navigate to the Seasonal Maintenance Planner and set up alerts for the tasks, then the system should save their preferences successfully without errors and display a confirmation message.

Property manager receives email notifications for upcoming seasonal maintenance tasks.

Given a property manager has configured email notifications for due tasks, when the scheduled maintenance task date is within the alert period, then an email notification should be sent to the manager's registered email address with the correct task details.

Property manager receives in-app reminders for seasonal maintenance tasks.

Given a property manager has enabled in-app reminders, when the scheduled maintenance task is due, then the system should display an in-app notification with relevant details to the manager within the application.

Property manager personalizes notification preferences for different properties.

Given a property manager is managing multiple properties, when they access the notification settings for each property, then they should be able to customize the notification frequency and type (email or in-app) for each property individually.

Property manager reviews historical notifications for seasonal maintenance tasks.

Given a property manager wants to see past notifications, when they navigate to the notification history section, then they should be able to view a log of all past notifications sent, including dates, times, and task details for each property.

System handles failures in sending notifications gracefully.

Given a property manager has configured notifications, when the system encounters an issue preventing notifications from being sent, then it should log the error and inform the manager of the failure via an in-app alert and a subsequent email once the issue has been resolved.

Maintenance Performance Tracker

User Story: As a property manager, I want to track the performance of maintenance tasks, so that I can analyze the effectiveness of my maintenance strategies and improve service quality for tenants.
Description: The Maintenance Performance Tracker will allow property managers to record and evaluate the outcome of completed maintenance tasks against the planned schedule. This feature will include metrics such as response time, task completion rates, and tenant feedback. By integrating a dashboard to visualize this data, property managers can assess the effectiveness of their maintenance strategies and make informed adjustments. This requirement aims to provide insights into operation efficiencies and areas for improvement, enhancing overall service quality.
Acceptance Criteria: Maintenance Performance Reporting: Property managers log completed maintenance tasks on a cloud-based dashboard and analyze performance data on a weekly basis.

Given a completed maintenance task with recorded details when the property manager accesses the dashboard then the performance metrics (response time, task completion rates, tenant feedback) should be accurately displayed and easy to interpret.

Tenant Feedback Integration: After maintenance tasks are completed, tenants are prompted to provide feedback regarding the service quality.

Given a completed maintenance task when a tenant receives a feedback prompt then the feedback submission should be successfully recorded with a timestamp and linked to the corresponding task.

Dashboard Visualization: Property managers utilize the dashboard to view maintenance metrics over various timeframes (weekly, monthly, quarterly).

Given different timeframes selected when viewing maintenance metrics then the dashboard should update to display metrics relevant to the chosen timeframe without data loss.

Alerts for Delayed Tasks: Property managers receive notifications for maintenance tasks that exceed the planned response time.

Given a maintenance task that has exceeded the planned response time when the property manager logs in then an alert should be displayed indicating the overdue task with relevant details.

Performance Comparison Across Properties: Property managers can compare maintenance performance metrics across different properties in their portfolio.

Given multiple properties selected for comparison when the performance metrics are generated then the dashboard should provide a clear side-by-side comparison of key performance indicators for each property.

Automated Report Generation: Property managers can generate reports on maintenance performance over a selected period.

Given a date range selected when the property manager initiates report generation then the report should accurately summarize performance metrics and be exportable in PDF format.

Detailed Reporting Module

User Story: As a property manager, I want to generate detailed reports on maintenance activities, so that I can present data-driven insights and improve communication with landlords and stakeholders.
Description: The Detailed Reporting Module will allow property managers to generate reports based on maintenance activities, tenant interactions, and seasonal insights. Users will be able to filter reports by property, time frame, and type of maintenance task. This requirement is crucial for accountability and transparency in property management, as it provides managers with data-driven insights to support decision-making and demonstrate the value of maintenance practices to landlords and stakeholders.
Acceptance Criteria: Generating a report on maintenance activities for a specific property to review past maintenance issues and expenditures.

Given a user is logged into AllotWiz, when they select the property and specify the time frame for the report, then the system should generate a detailed report summarizing maintenance activities completed within that period and the associated costs.

Filtering tenant interaction reports to analyze communication frequency and types.

Given a user wishes to review tenant interactions, when they select filters for property, tenant, and interaction type, then the system should display a report listing all filtered interactions in a clear and organized format.

Creating a seasonal maintenance report that evaluates maintenance tasks against seasonal performance metrics.

Given a user wants to prepare a seasonal analysis, when they select the property and specify the season, then the system should generate a report detailing scheduled maintenance tasks, their completion status, and any outstanding tasks with explanations.

Exporting detailed reports to PDF or Excel format for external stakeholders and records.

Given a user has generated a report, when they choose to export the report, then the system should allow them to download the report in PDF or Excel format without loss of detail or formatting.

Displaying a dashboard overview that summarizes key maintenance metrics and insights for quick decision-making.

Given a user accesses the reporting module, when they view the dashboard, then the system should present a summary of key metrics including total maintenance tasks completed, average response time, and pending tasks by property.

Receiving notifications for overdue maintenance tasks based on the detailed reporting module's data.

Given the system tracks maintenance task deadlines, when a task becomes overdue, then the system should automatically notify the user via email or dashboard alert indicating the overdue tasks.

Tenant Interaction Log

User Story: As a property manager, I want to keep a log of all tenant communications regarding maintenance, so that I can provide timely follow-ups and maintain a good relationship with my tenants.
Description: The Tenant Interaction Log feature will facilitate tracking and documenting all tenant communications regarding maintenance requests, feedback, and follow-ups. Ensuring clear records are kept of tenant interactions will enhance transparency and foster better relationships. This requirement integrates with the existing tenant screening and communication functions within AllotWiz, thereby contributing to a seamless property management experience and addressing tenant concerns promptly.
Acceptance Criteria: Tenant Interaction Logging During Maintenance Requests

Given a property manager receives a maintenance request from a tenant, when the request is logged, then an entry should be created in the Tenant Interaction Log indicating the date, time, tenant name, nature of the request, and follow-up action required.

Retrieving Tenant Interaction History

Given a property manager needs to review past tenant interactions, when they access the Tenant Interaction Log, then they should be able to filter interactions by tenant name, date range, and interaction type to view a detailed history.

Updating Tenant Interaction Records

Given a property manager completes a tenant interaction regarding a maintenance request, when they update the interaction log, then the log should reflect the updated information including a timestamp and description of the outcome.

Searching Tenant Interactions by Feedback Type

Given a property manager is looking for feedback from tenants, when they filter the Tenant Interaction Log by feedback type, then they should be able to see all relevant entries that match the selected feedback type.

Tracking Response Times to Tenant Communications

Given multiple tenant interactions logged, when the property manager reviews the log, then they should see metrics indicating the time taken to respond to each tenant communication and any follow-up actions completed.

Integration with Tenant Screening and Communication Functions

Given the Tenant Interaction Log is integrated with tenant screening and communication functions, when a new tenant is added or existing tenant info is updated, then any relevant tenant interactions should automatically sync and be reflected in the log without manual entry.

Exporting Tenant Interaction Logs for Reporting

Given a property manager wants to analyze tenant interactions, when they choose to export the Tenant Interaction Log, then the exported document should include all interaction records in a clear format suitable for reporting analysis.

Dynamic Reporting Dashboard

A flexible dashboard that provides property managers and investors with real-time insights into key financial metrics. Users can easily customize the data presented, including rent collection rates, occupancy levels, and maintenance costs, allowing for a comprehensive view of property performance at a glance.

Requirements

Customizable Data Widgets

User Story: As a property manager, I want to customize the data displayed on my dashboard so that I can focus on the key metrics that are most important for my properties, allowing me to make informed decisions quickly.
Description: The Dynamic Reporting Dashboard must allow users to create customizable data widgets that can display specific financial metrics relevant to their property management needs. Users should be able to select from a variety of pre-defined metrics, such as rent collection rates, occupancy levels, maintenance costs, and other critical performance indicators. The customization feature is essential as it provides property managers and investors the flexibility to focus on the metrics that matter most to them, thereby enhancing their decision-making process and operational efficiency. The implementation should ensure an intuitive drag-and-drop interface that simplifies the widget creation process, allowing users to design their dashboard layout effortlessly. This will lead to improved user engagement and a more tailored reporting experience.
Acceptance Criteria: User selects metrics to display on the Dynamic Reporting Dashboard for their rental properties.

Given the user is logged in and on the Dynamic Reporting Dashboard, when they choose metrics from a predefined list, then they can successfully add those metrics as data widgets to their dashboard.

A user customizes the layout of their dashboard by rearranging data widgets.

Given the user has created several data widgets on their dashboard, when they use drag-and-drop functionality to rearrange these widgets, then the new arrangement should be saved and reflected upon refreshing the page.

The user deletes a data widget from the Dynamic Reporting Dashboard.

Given the user is on their customized dashboard, when they select a data widget and choose the delete option, then the widget should be removed from the dashboard and not appear upon the next login.

Users receive notifications when metrics in their dashboard change significantly.

Given the user has set thresholds for specific metrics, when those metrics exceed or fall below those thresholds, then the user should receive a notification indicating the change.

Multiple users access the Dynamic Reporting Dashboard concurrently.

Given multiple users are logged into the system during peak hours, when they access and modify their dashboards simultaneously, then all users' dashboards should show accurate metrics without lag or disruption.

The user saves their custom dashboard settings for future access.

Given the user has customized their dashboard with various data widgets, when they choose to save these settings, then their dashboard should be retrievable with all customizations intact on subsequent logins.

Real-Time Data Integration

User Story: As a property manager, I want to see real-time data on my dashboard so that I can quickly respond to changes in rent collection and occupancy levels, ensuring efficient property management.
Description: The Dynamic Reporting Dashboard must have the capability to integrate real-time data from multiple sources such as accounting software, tenant management systems, and external market analytics tools. This requirement is crucial for delivering accurate and up-to-date financial metrics that property managers and investors rely on for their strategic planning. Users should be able to view live data on rent collection, occupancy rates, and maintenance requests, which will help them respond promptly to market changes and operational issues. The seamless integration with existing systems will also minimize manual data entry and reduce the potential for errors, thus augmenting the overall reliability and efficiency of the platform.
Acceptance Criteria: Property manager accesses the Dynamic Reporting Dashboard in AllotWiz to monitor real-time rent collection rates and determines the status of all units at the start of each week.

Given the dashboard is loading, when the property manager selects the real-time rent collection metric, then the dashboard displays current rent collection rates without delay and updates automatically every 10 seconds.

An investor reviews the Dynamic Reporting Dashboard at the end of the month to analyze occupancy levels across multiple properties.

Given the investor is on the occupancy metrics section, when they refresh the dashboard, then the dashboard must display updated occupancy rates reflecting the latest data from integrated tenant management systems.

A property manager receives an alert about maintenance requests and uses the dashboard to assess related maintenance costs for decision making.

Given the maintenance request has been triggered, when the property manager opens the dashboard, then the dashboard must show an updated list of maintenance requests and total maintenance costs linked to each request in real-time.

A property manager prepares a quarterly report using the Dynamic Reporting Dashboard to present to stakeholders, utilizing historical data from previous months.

Given the dashboard is set to show quarterly insights, when the property manager selects 'last three months', then the dashboard should display accurate historical data for rent collections, occupancy rates, and maintenance costs.

An external market analyst is using the Dynamic Reporting Dashboard for benchmarking purposes and requires real-time external market analytics data.

Given the market analyst accesses the dashboard, when they select to integrate external market analytics, then the dashboard must incorporate and display this data accurately alongside internal property metrics.

A property manager wants to see how timely rent collections impact overall financial performance and uses the dashboard to view correlated metrics.

Given the dashboard's correlation tool is in use, when the property manager selects rent collection and overall financial performance, then the dashboard should visually represent the correlation through graphs within 5 seconds.

A property manager needs to validate the accuracy of data displayed on the Dynamic Reporting Dashboard during a compliance audit.

Given the property manager is conducting an audit, when they validate the data shown on the dashboard against original data sources, then all displayed values must match the original data with less than a 1% discrepancy.

Exportable Reports

User Story: As an investor, I want to export detailed financial reports from my dashboard so that I can share insights with my partners and stakeholders easily and facilitate better decision-making.
Description: The Dynamic Reporting Dashboard should allow users to export their customized reports in various formats, including PDF, Excel, and CSV. This requirement is essential for providing users with the ability to share and analyze data outside the platform, facilitating collaboration between property managers, owners, and investors. Users often need to present financial data or performance metrics in formats that can be easily understood or incorporated into broader financial analyses. The implementation should ensure that all customizable widgets can be included in the exported reports, maintaining the user's dashboard configuration. This will enhance the usability of the reporting feature and allow for improved data communication across stakeholders.
Acceptance Criteria: User exports a customized report from the Dynamic Reporting Dashboard after selecting specific metrics such as rent collection rates and maintenance costs for the past quarter.

Given the user has customized their dashboard report, When they choose to export the report, Then the system should generate an export file with all selected metrics in the chosen format (PDF, Excel, CSV).

A property manager attempts to share an exported report with a partner via email.

Given the user has successfully exported a report, When they attempt to attach it to an email, Then the report file should open without errors and display the correct, formatted data reflecting the dashboard settings.

An investor downloads a report that displays occupancy levels across multiple properties for a specified time frame.

Given the investor has selected the occupancy level widget, When they download the report, Then the report should include all properties and show accurate occupancy levels formatted correctly in the downloaded file.

A user customizes the dashboard to include additional metrics and exports the updated report.

Given the user modifies their dashboard widgets and chooses to export again, When they request the report, Then the newly included metrics should reflect in the exported report accurately and maintain the same file format options.

Testing the performance of exporting reports during peak usage hours.

Given the system is under heavy load, When a user attempts to export a report, Then the export process should complete within an acceptable time frame (e.g., under 5 seconds) without crashing or returning an error message.

A user needs to confirm that exported PDF reports maintain visual integrity across different devices.

Given that a user has exported a report in PDF format, When they open the PDF on different devices (e.g., PC and mobile), Then the layout and data presented should be visually consistent and readable on all devices.

Performance Trends Visualization

User Story: As a property manager, I want to visualize trends in my financial metrics over time so that I can identify patterns and make strategic decisions to improve property performance.
Description: The Dynamic Reporting Dashboard must include the ability to visualize performance trends over time, enabling users to track changes in key metrics such as rent collection rates, tenant turnover, and maintenance expenses. This feature will allow property managers and investors to gain insights into long-term performance and identify patterns or anomalies that may require attention. The visualization should support various graph types, including line graphs, bar charts, and pie charts, and should be fully interactive. Users should be able to filter data by date ranges, property types, and other relevant dimensions for a comprehensive analysis. This capability is necessary to enhance strategic planning and improve the overall effectiveness of property management practices.
Acceptance Criteria: User customizes the reporting dashboard to visualize performance metrics for the last 12 months to analyze trends in rent collection rates.

Given the user has logged into the Dynamic Reporting Dashboard, when they select a date range of the last 12 months and the metric 'rent collection rates', then a line graph displaying the rent collection trends over this period is generated and clearly visible on the dashboard.

A property manager wants to see the tenant turnover rate for all properties over the past year to identify any issues with leasing.

Given the property manager is viewing the Dashboard, when they apply a filter for 'tenant turnover' and set the date range to the past year, then the dashboard displays a bar chart illustrating tenant turnover rates for each property and indicates any significant trends or spikes in turnover.

An investor needs to analyze maintenance expenses across properties for effective budget planning in the upcoming quarter.

Given the investor has selected the 'maintenance expenses' metric, when they specify a filter for the current quarter's date range, then a pie chart showing the distribution of maintenance costs across all properties is displayed, highlighting the total costs for the selected period.

A user wants to identify any anomalies in the rental income for their properties over the last year to enhance their decision-making.

Given the user is on the Dynamic Reporting Dashboard, when they select the 'rent collection' metric and view the data for the last 12 months, then the system highlights any months with significant deviations from the average rent collection rate using color-coded indicators for quick identification.

A property manager is interested in comparing the financial performance of different property types within a specified date range.

Given the property manager is accessing the dashboard, when they filter the data for 'property types' and select a specific date range, then a grouped bar chart comparing rent collection and maintenance costs for each property type appears, allowing for easy comparison and analysis.

The dashboard should provide tooltips on graphs to enhance user understanding of metrics represented visually.

Given the user is viewing a graph on the Dynamic Reporting Dashboard, when they hover over any data point on the graph, then a tooltip appears displaying the exact figures and relevant details related to that point for better context.

User Role Management

User Story: As a property administrator, I want to manage user roles so that I can control access to sensitive financial data and ensure that only appropriate team members can edit reports.
Description: The Dynamic Reporting Dashboard must offer user role management capabilities, allowing administrators to define different access levels and permissions for users. This feature is critical for enhancing security and ensuring that sensitive financial data is only accessible to authorized personnel. Users should be able to assign roles such as 'Viewer' or 'Editor' based on the individual’s responsibilities within the property management process. Additionally, the system should provide audit logs to track changes made to reports and dashboard configurations. This feature will ensure compliance with data protection regulations and support better governance within the platform.
Acceptance Criteria: User Role Assignment for the Dynamic Reporting Dashboard

Given an administrator is logged into AllotWiz, when they navigate to the user management section, then they should be able to assign roles such as 'Viewer' or 'Editor' to any user.

Audit Log Functionality

Given an administrator is using the Dynamic Reporting Dashboard, when they make changes to user roles or permissions, then the system should record those changes in an audit log with timestamps and user identifiers.

Access Control Based on User Roles

Given a user with the 'Viewer' role accesses the Dynamic Reporting Dashboard, when they attempt to edit a report, then they should receive an error message indicating insufficient permissions.

Role-Based Data Visibility

Given a user with the 'Editor' role accesses the Dynamic Reporting Dashboard, when they view the financial metrics, then they should see all data relevant to their permissions without restrictions.

Test Role Management for Security Compliance

Given various users with assigned roles in the Dynamic Reporting Dashboard, when an administrator performs a security audit, then they should confirm that access permissions align with role definitions without exceptions.

User Notification of Role Changes

Given an administrator changes a user’s role in the Dynamic Reporting Dashboard, when the changes are saved, then the affected user should receive a notification about the change in their role.

Dynamic Role Creation Feature

Given an administrator is in the user management section, when they create a new user role, then the role should be defined with specific permissions and become selectable for all users.

Automated Expense Tracking

This feature automatically categorizes and tracks expenses associated with each property in real time. By simplifying expense management, property managers can generate more accurate financial reports and stay on top of their budget, ultimately facilitating better financial decision-making.

Requirements

Real-Time Expense Categorization

User Story: As a property manager, I want my expenses to be automatically categorized in real time so that I can easily track and manage my budget without needing to manually enter or adjust entries.
Description: The requirement involves the ability to automatically categorize expenses in real-time as they are recorded in the system. This feature will leverage machine learning to recognize expense types based on historical data and patterns from previous transactions. The categorization process will integrate seamlessly with the existing financial reporting tools, allowing property managers to effortlessly track expenses and visualize financial health across all properties. By providing an intuitive interface for viewing categorized expenses, it enhances users' ability to manage budgets and forecast future costs, thereby promoting better financial decision-making and transparency.
Acceptance Criteria: User enters an expense into the AllotWiz platform while managing property finances.

Given an expense of $150 for maintenance is recorded, when the user submits the expense, then the system should automatically categorize it as 'Maintenance' within 5 seconds.

A property manager views the expense report for the month, looking for categorized expenses.

Given the expense data has been generated for the month, when the property manager opens the expense report, then they should see a visual breakdown of categorized expenses in pie chart format reflecting accurate amounts corresponding to each category.

An expense categorized incorrectly is manually updated by the user.

Given an expense is originally categorized as 'Miscellaneous', when the property manager changes the category to 'Utilities', then the change should be reflected in the system immediately, and historical records should be updated accordingly to show the new categorization.

The property manager reviews past expenses to analyze spending patterns over the year.

Given the property manager wants to review expenses from the past year, when they filter the expenses by year, then the system should display categorized expenses accurately, allowing for comparison across different categories easily.

The system receives a new expense type that has not been previously recorded.

Given a new expense type 'Emergency Repairs' is entered into the system, when the machine learning algorithm processes it, then it should categorize it correctly based on similar historical data within one categorization cycle.

End of month reporting of expenses to stakeholders.

Given the end-of-month reports generated automatically, when the property manager exports the financial report, then it should include a section for categorized expenses that sum to the total monthly expenditure and ensures no discrepancies in the calculations.

A tenant raises a question regarding an expense categorized in their statement.

Given a tenant questions an expense categorized as 'Repairs', when the property manager checks the categorization in the system, then they should find a detailed log of how the categorization was determined, including date, amount, and any relating expenses to provide transparency.

Expense Reporting Dashboard

User Story: As a property manager, I want a visual dashboard to review my expenses so that I can easily analyze spending trends and make informed budgeting decisions.
Description: This requirement entails the development of a comprehensive dashboard that visually represents expense data for each property. The dashboard will include graphs, charts, and summary metrics that provide insights into spending patterns, budget adherence, and forecasts. Property managers will benefit from customizable views that allow them to filter and view data across time periods, property types, or specific expense categories. Additionally, it will include downloadable reports in various formats (PDF, Excel) for further analysis or presentation to stakeholders, significantly enhancing financial oversight and reporting capabilities.
Acceptance Criteria: User accesses the Expense Reporting Dashboard to review financial performance for all properties during the current fiscal quarter.

Given the user has logged into the platform, when they navigate to the Expense Reporting Dashboard, then the dashboard displays a summary for each property including total expenses, budget adherence percentage, and spending trends over the selected time period.

User applies filters on the Expense Reporting Dashboard to view specific categories of expenses over a selected date range.

Given the user is on the Expense Reporting Dashboard, when they select specific expense categories and set a date range, then the dashboard should update to reflect only the filtered expense data in both charts and summary metrics.

User generates a downloadable report from the Expense Reporting Dashboard for presentation to stakeholders.

Given the user has selected a property and applicable filters on the dashboard, when they click the 'Download Report' button, then the system provides download options in PDF and Excel formats that accurately represent the displayed data.

User observes spending patterns and trends in the generated graphs on the Expense Reporting Dashboard.

Given the user is viewing the Expense Reporting Dashboard, when the expense data is populated, then the graphs accurately reflect historical spending patterns, showing increases or decreases over the selected periods and categories.

User analyzes budget adherence for a specific property using the Expense Reporting Dashboard.

Given the user selects a particular property on the dashboard, when they view the budget adherence metric, then the application shows a clear percentage that indicates whether the property is over or under budget, updated in real time based on recent expenses.

Integration with Banking Systems

User Story: As a property manager, I want to integrate my bank transactions with the software so that I can minimize manual entry and maintain accurate financial records more easily.
Description: The requirement involves developing a secure integration with banking systems to automate the synchronization of expense entries with bank transactions. This feature will allow property managers to link their bank accounts directly to the AllotWiz platform, enabling automatic import of transactions for verification and categorization. The integration not only improves efficiency by reducing manual entry but also enhances accuracy in financial records, ensuring that property managers have a real-time overview of cash flow and expenses, facilitating timely financial management and audit preparations.
Acceptance Criteria: Bank Integration Authentication Process

Given a property manager initiates the bank integration process, when they enter their bank credentials, then the system should securely authenticate their credentials and grant access to sync transactions.

Automated Synchronization of Transactions

Given that the property manager has linked their bank account, when new transactions occur in the bank account, then the system should automatically import and categorize those transactions every 24 hours.

Error Handling for Failed Bank Connections

Given that there is an issue with the bank connection, when the system attempts to sync transactions, then it should display an error notification and log the failure details for further review.

Real-time Overview of Expenses

Given that bank transactions have been integrated, when the property manager accesses the financial overview, then they should see a real-time summary of their expenses categorized by type and property.

User Permissions for Bank Integration

Given that the property manager associates their bank account, when they invite other team members, then the system should allow them to set specific permissions related to expense tracking and bank integration access.

Audit Trail for Financial Transactions

Given that transactions have been imported, when the property manager reviews the financial reports, then they should be able to see a detailed audit trail of all synced bank transactions, including timestamps and categories.

Financial Reporting Accuracy after Integration

Given that the automated expense tracking feature is live with bank integration, when the property manager generates a financial report, then the report should reflect the exact amounts and categories as displayed in the transaction overview.

Customizable Expense Alerts

User Story: As a property manager, I want to set up custom alerts for my expenses so that I can be notified immediately if I exceed my budget or if unusual spending occurs.
Description: This requirement allows users to set custom alerts for various expense categories, providing notifications for exceeding budgets, overdue bills, or unusual spending patterns. The feature will enable property managers to receive real-time notifications through the platform or via email, ensuring they stay informed about their financial activities. The customizable nature of the alerts allows users to tailor them to their specific needs, improving their ability to maintain control over finances and react promptly to significant changes in expense trends.
Acceptance Criteria: Property manager sets up customizable expense alerts for the 'Maintenance' category.

Given that the property manager navigates to the expense alert settings, When they enter a budget threshold of $500 for the 'Maintenance' category and save the settings, Then they receive a notification if expenses in this category exceed $500 within the next month.

User receives a notification for an overdue maintenance bill.

Given that an expense alert is set for overdue payments, When the due date for the maintenance bill has passed and the bill remains unpaid, Then the user receives an email notification about the overdue payment.

Property manager customizes alerts for unusual spending patterns.

Given that the property manager has defined a normal spending range for the 'Utilities' category, When an expense is recorded that exceeds this range by 30%, Then an alert is triggered notifying the manager of unusual spending patterns in that category.

User updates their alert preferences for 'Overdue Bills.'

Given that the user accesses the alert settings, When they change the alert method from email to in-app notifications and save the updates, Then the next overdue bill should trigger an in-app notification instead of an email.

Property manager reviews expense alerts history.

Given that the property manager has navigated to the alerts history section, When they view the past alerts for the last month, Then the logs detail each alert triggered, including the category, amount, and type of alert (overdue, budget exceeded, unusual spending).

User sets multiple alerts for different expense categories.

Given that the user is on the customizable alert settings page, When they set alerts for 'Rent Collection' and 'Utilities' categories with different thresholds, Then both alerts should be saved and functioning independently with notifications issued as per their defined rules.

User receives alerts on different devices.

Given that the user has set up alerts to be received via both email and in-app, When an alert is triggered for the 'Property Tax' category, Then the user should receive notifications through both channels promptly, ensuring no critical alerts are missed.

Customizable Report Templates

Users can create and save personalized report templates based on their specific needs, whether for monthly reviews, annual assessments, or investor presentations. This feature saves time and ensures consistency in financial reporting, making it easier to communicate property performance effectively.

Requirements

Dynamic Template Creation

User Story: As a property manager, I want to create customizable report templates so that I can efficiently generate accurate and targeted reports for different stakeholders, ensuring their specific needs are met and enhancing communication.
Description: The Dynamic Template Creation requirement empowers users to create customizable report templates tailored to their unique reporting needs. Users can specify different criteria for each template, such as date ranges, property types, and financial parameters, ensuring that reports can be personalized for various audiences including investors, internal reviews, and regulatory compliance. This functionality will streamline the reporting process, reduce redundancy, and enhance the quality and clarity of communication regarding property performance. By integrating this feature within the existing reporting module, it will foster a more efficient workflow, allowing property managers to focus on critical tasks while ensuring that all stakeholders receive accurate and timely information.
Acceptance Criteria: User creates a report template for a monthly review, specifying the date range as the last month and selecting all properties under their management.

Given the user is logged in and on the report template creation page, when they select 'Create New Template', specify the date range as 'Last Month' and choose 'All Properties', then the system should successfully save the template with the specified criteria for future use.

A user edits a previously saved report template to include additional financial parameters for an annual assessment report.

Given the user is on the template management page and selects an existing annual assessment template, when they add financial parameters like 'Net Operating Income' and 'Gross Rental Income', then the system should update the template and reflect these changes upon saving.

User generates a customized report using a saved template for an investor presentation, requiring specific data points for a selected property.

Given the user selects a saved investor presentation template, when they choose a specific property and generate the report, then the report should include all relevant data points specified in the template without any missing information.

A property manager needs to create a compliance report and ensures it meets regulatory standards by using the customizable templates feature.

Given the property manager selects the compliance report template, when they enter all required regulatory data and generate the report, then the system should confirm that the report meets compliance standards and is ready for submission.

Users want to share a customized report with stakeholders directly from the reporting module after generating it.

Given the report is generated using a customized template, when the user selects 'Share Report', then the system should send the report via email to the specified stakeholders without any errors.

A user tries to delete a saved report template and confirm that the template has been successfully removed.

Given the user is on the template management page, when they select 'Delete' for a particular template and confirm the action, then the system should remove the template from the saved list and provide a success message.

A user accesses the reporting module and views a list of all saved templates with their descriptions to identify which one to use.

Given the user is in the reporting module, when they navigate to the 'My Templates' section, then they should see a list of all saved templates along with their descriptions, dates created, and options to edit or delete.

Template Library Management

User Story: As a team leader, I want to manage a library of report templates so that my team can collaborate effectively, share resources, and ensure consistency in the reports we produce.
Description: The Template Library Management requirement facilitates the organization and storage of various user-created report templates within a central library. Users can categorize, edit, and delete templates as necessary, while also having the ability to share templates with team members or stakeholders. This management system ensures that users can access their templates quickly, promotes collaboration among team members, and leverages previous work to streamline future reporting. Proper categorization and management will prevent duplication and make it easier for users to maintain consistency across reports.
Acceptance Criteria: User accesses the Template Library to create a new report template for an upcoming investor presentation.

Given the user is in the Template Library, when they click on 'Create New Template', then they should be able to specify template details, save it successfully, and see the new template listed in their library.

User wants to categorize existing report templates to improve organization and accessibility.

Given the user selects an existing template from their library, when they choose a category from the dropdown menu and save the changes, then the template should reflect the new category in the library.

User needs to edit a previously saved report template to adjust the financial data presented.

Given the user selects a report template from their library, when they edit the fields and click 'Save', then the changes should be reflected accurately in the template without duplicating it.

User decides to delete a report template that is no longer needed.

Given the user selects a template from their library, when they confirm the deletion process, then the template should be permanently removed from the library and not appear in the template list.

User wants to share a specific report template with a team member for collaborative input.

Given the user selects a template and clicks 'Share', when they enter the email address of the team member and confirm, then the recipient should receive an email with a link to access the shared template.

User is searching for templates related to 'Monthly Reports' for quick access.

Given the user types 'Monthly Reports' in the search bar within the Template Library, when they press enter, then only templates matching that term should be displayed in the results.

Scheduled Reporting Functionality

User Story: As a property manager, I want to schedule reports to be automatically generated and sent to stakeholders so that I can save time on manual reporting tasks and ensure that everyone receives information promptly.
Description: The Scheduled Reporting Functionality requirement allows users to automate the generation and distribution of reports on a predetermined schedule. Users can set specific dates and times for reports to be generated and sent via email to designated recipients, thereby ensuring timely reporting without the need for manual intervention. This feature enhances operational efficiency by reducing the repetitive work involved in report preparation and dissemination. It also ensures that stakeholders receive updates regularly, fostering transparency and accountability.
Acceptance Criteria: Scheduled report generation for monthly financial summaries.

Given a user schedules a monthly financial report for generation on the first of each month, when that date arrives, then an email with the report is sent to the designated recipient(s).

Automation of report distribution to stakeholders.

Given a report is scheduled to be generated and sent every quarter, when the scheduled time occurs, then the report is generated and distributed via email to all recipients defined in the setup process.

User interface for scheduling reports.

Given a user accesses the scheduled reports section in the application, when they select the 'Create New Schedule' option, then they should be able to set the frequency, start date, and recipient details without encountering errors.

Email notifications for report generation success or failure.

Given a report is scheduled and the generation attempt occurs, when the process completes, then an email notification is sent to the user indicating whether the report generation was successful or failed along with an error message if it failed.

Editing existing scheduled report settings.

Given a user navigates to the list of scheduled reports, when they select an existing schedule to edit, then they should be able to update the schedule’s frequency, recipients, and report type, and save the changes successfully without errors.

User access control for scheduled reports.

Given a user with limited permissions attempts to access the scheduled reporting feature, when they try to create or edit a report schedule, then they should receive an access denied message indicating they do not have sufficient permissions.

Logging report generation activity for audits.

Given a report is generated based on a schedule, when the report generation process is completed, then a log entry is created that records the report type, generation time, user who scheduled it, and whether it was successful or failed.

Forecasting Tools

Incorporating advanced analytics, this feature allows property managers and investors to predict future financial performance based on historical data and trends. By projecting rent income, vacancy rates, and operating costs, users can make more strategic financial decisions and plan for future investments.

Requirements

Data Import Automation

User Story
Description: This requirement involves developing an automated process for importing historical data from various sources, such as spreadsheets and other property management systems, into AllotWiz. This functionality will ensure that property managers can easily aggregate relevant historical data without manual entry, streamlining the initial setup and enhancing the forecasting accuracy.”},{
Acceptance Criteria: User imports a historical rent roll spreadsheet into AllotWiz to set up tenant records for forecasting.

Given the user has a valid CSV file of historical rent rolls, when the user initiates the data import process, then the system should successfully import all tenant records without errors, including tenant names, payment history, and lease dates.

A property manager wants to import maintenance request history from another property management system to analyze trends and improve services.

Given the user has a maintenance request log in JSON format from another system, when the user engages the data import feature, then the application must accurately populate the maintenance request history while preserving all relevant details such as request dates, issues reported, and resolutions provided.

A landlord attempts to import historical vacancy rates and operating costs to improve forecasting accuracy.

Given the user provides a formatted Excel file containing historical vacancy rates and operating costs, when the user selects the import option, then the system should validate the data format and successfully integrate the data into the financial forecasting module without data loss or corruption.

The system auto-generates a summary report after importing data to confirm successful data aggregation.

Given that data import is completed, when the user accesses the summary report feature, then the system should display a report indicating the number of records successfully imported, any errors encountered, and the overall success status of the import process.

User wants to import data from multiple sources to enhance forecasting capabilities within a single workflow.

Given the user has data from at least three different systems ready for import, when the user selects all data sources and initiates the import, then the platform should import data simultaneously and ensure compatibility across the datasets.

A property manager verifies the imported data accuracy against the original source files post-import.

Given the user has access to the original data source files, when the user compares the imported data within AllotWiz, then the system should ensure that 100% of the key data fields match between the original files and the imported records, confirming data integrity.

Performance Benchmarking

This feature compares individual property performance against industry standards and historical data, enabling property managers and investors to understand how their properties stack up. By identifying strengths and weaknesses, users can focus on areas for improvement and strategic growth.

Requirements

Data Integration

User Story: As a property manager, I want to integrate external data sources into AllotWiz so that I can access comprehensive performance metrics for my properties and compare them against industry standards and historical data.
Description: This requirement involves ensuring seamless integration of property performance data from various external sources like local market reports, economic indicators, and property management metrics into the AllotWiz platform. This integration will facilitate real-time data analysis and ensure that property managers have access to reliable and updated information for benchmarking their properties. The integration aspect is crucial as it underscores the system's ability to provide accurate comparisons against industry standards and historical data, thereby enhancing the decision-making process. Users will benefit from having a single platform to access all relevant data, streamlining their operations and enabling strategic growth.
Acceptance Criteria: Integration of external economic indicators into the AllotWiz platform for real-time analysis.

Given external economic datasets are available, when the property manager initiates the data integration process, then the system should successfully pull in and display the updated performance metrics within a specified timeframe (e.g., 10 minutes).

Comparison of property performance data against industry standards using the integrated data sources.

Given the property performance data has been integrated, when the user accesses the performance benchmarking feature, then the benchmarking report should reflect accurate comparisons against both historical data and current industry standards for all enabled properties.

Verification of data accuracy post-integration from external sources to ensure reliability.

Given that data from external sources has been integrated, when the user conducts a data quality assessment, then the accuracy of the integrated property performance metrics should meet a predefined threshold of 95% or higher according to the established data validation rules.

Real-time updates and notifications for property managers based on the integrated data changes.

Given that the data integration is complete, when there are any significant changes to the external datasets (e.g., a major economic indicator shifts), then the system should send real-time notifications to the property manager regarding the potential impact on their property performance metrics.

User training for effectively utilizing the new integrated data features within the AllotWiz platform.

Given the completion of the data integration, when the user completes the training module on the new data integration features, then they should score at least 80% on the assessment to demonstrate competency in using the new system functions effectively.

Reporting tools need to synthesize integrated data for comprehensive analysis.

Given that integrated data is available, when the property manager generates a performance report, then the report should include insights based on both the integrated external data and existing performance data, allowing for strategic decision-making.

User feedback collection after initial implementation of the data integration features.

Given the users have begun utilizing the new data integration features, when a feedback survey is conducted, then at least 75% of users should rate their satisfaction with the integration process as 'satisfied' or higher.

Interactive Dashboard

User Story: As a property manager, I want an interactive dashboard that visually represents my property's performance metrics so that I can easily identify strengths and weaknesses and make informed decisions.
Description: The Interactive Dashboard requirement entails creating an intuitive and user-friendly interface within the AllotWiz platform where property managers can visualize their property's performance metrics and industry benchmarks. The dashboard will provide graphical representations such as charts and graphs for easy analysis, making it simpler for users to identify strengths and weaknesses in their property management strategies. This requirement is essential to enhance user experience, as it provides customizable views that allow property managers to focus on key performance indicators (KPIs) relevant to their specific goals, ultimately driving better decision-making.
Acceptance Criteria: Property Manager Access to Dashboard Metrics

Given a property manager is logged in to AllotWiz, when they navigate to the Interactive Dashboard, then they should see visual representations (charts/graphs) of their property's performance metrics compared to industry benchmarks within 2 seconds of loading.

Customizable Key Performance Indicators

Given a property manager is using the Interactive Dashboard, when they select their desired KPIs from the customization options, then the dashboard should successfully update to reflect only the selected KPIs without delay.

Historical Data Comparison

Given a property manager views the Interactive Dashboard, when they choose a specific time frame for historical performance, then the dashboard should accurately display performance data for that period compared to the current metrics.

User Interaction with Graphs

Given a property manager views the Interactive Dashboard, when they hover over a graph element, then a tooltip should appear showing detailed information about that data point, including date, value, and relevant KPI.

Export Dashboard Data

Given a property manager is reviewing the Interactive Dashboard, when they click the export button, then they should be able to successfully download a CSV report of the displayed performance metrics.

Real-Time Data Refresh

Given that the property manager has the Interactive Dashboard open, when new data is available, then the dashboard should refresh automatically to reflect real-time performance metrics without requiring a page reload.

Multi-Property View Capability

Given a property manager manages multiple properties, when they opt to view performance metrics for all properties simultaneously on the Interactive Dashboard, then they should see a consolidated dashboard displaying comparative graphs for all selected properties.

Automated Reporting

User Story: As a property manager, I want to receive automated performance benchmarking reports so that I can regularly assess my property's performance without manually compiling data.
Description: The Automated Reporting requirement facilitates the generation of performance benchmarking reports on a scheduled basis, providing property managers and investors with regular insights into their property performance compared to industry standards. This feature will automate the data compilation and reporting process, saving users time and ensuring they have timely access to important information for strategic planning. Reports will be customizable based on user preferences, allowing them to focus on metrics most relevant to their business needs and improving operational efficiency.
Acceptance Criteria: Scheduled Performance Benchmarking Report Generation

Given a user has set a schedule for automated reporting, When the scheduled time arrives, Then the system generates and sends the performance benchmarking report to the user via email.

Customization of Report Metrics

Given a user is creating a performance benchmarking report, When the user selects specific metrics and saves the preferences, Then the report should reflect the selected metrics in the next generated report.

Comparison Against Industry Standards

Given a property benchmarking report is generated, When the report is viewed by the user, Then it should display property performance compared against relevant industry standards and historical data.

User Notification for Report Availability

Given a performance benchmarking report has been generated, When the report is ready, Then the user receives a notification/email informing them that the report is available for viewing.

Error Handling in Report Generation

Given the system encounters an issue during report generation, When the user attempts to generate a report, Then the system should display an error message detailing the issue and suggest next steps.

Integration with Existing Tools

Given the user utilizes external tools for data management, When a report is generated, Then it can seamlessly integrate data from these external tools for an accurate benchmarking report.

Data Refresh Rate for Automated Reports

Given the scheduled reporting feature is active, When the automated report is generated, Then it should utilize the most current available data up to the last update before the report generation.

Benchmarking Alerts

User Story: As a property manager, I want to receive alerts when my property's performance deviates from benchmarks so that I can act quickly to address any issues.
Description: The Benchmarking Alerts requirement involves establishing a notification system within the AllotWiz platform that alerts property managers whenever their property performance deviates significantly from established benchmarks or historical data trends. This proactive approach allows users to respond promptly to potential issues, making necessary adjustments before they escalate. This feature is critical for enhancing property management efficiency and ensuring that property managers remain informed about critical performance changes, aiding in strategic decision-making.
Acceptance Criteria: User receives a benchmarking alert when their property performance falls below 20% of the established benchmark for rent collections over a month.

Given the property performance metric is below 20% of the benchmark, when the system evaluates performance data, then the user receives an alert notification via email and in-app.

User receives a benchmarking alert when their property maintenance response times exceed the industry average by 15%.

Given the average response time for maintenance requests is above the industry standard, when the system recalculates performance metrics, then the user is notified through an in-app message and push notification.

User is notified of a positive performance alert when their property occupancy rate is at least 15% above the historical average for the past three months.

Given that the occupancy rate of the property is recorded above 15% of the historical average, when the performance evaluation occurs, then the user receives a congratulatory alert through email and dashboard notification.

User can customize the threshold levels for the alerts to suit their specific management strategies and risk tolerances.

Given the user navigates to the alert settings page, when they define and save specific threshold values for receiving alerts, then the system updates the notification system to reflect those custom thresholds.

The system triggers alerts based on performance metrics at least once a week to ensure timely notifications.

Given the system analyzes property performance metrics weekly, when significant deviations are detected, then alerts are triggered at least once a week based on the predefined criteria.

User receives a summary of all benchmarking alerts at the end of each month to review performance trends.

Given the monthly performance review period ends, when the user accesses the benchmarking section, then they see a summary report of all alerts triggered during the month, categorized by type and significance.

Users can opt-out of specific types of alerts without affecting their overall notification preferences.

Given a user chooses to opt-out of certain alert types in the application settings, when they confirm their preferences, then the system ensures those specific alerts are not sent to the user, while all other notifications remain active.

User Role Customization

User Story: As a property manager, I want to customize user roles within AllotWiz so that I can control access to sensitive performance data according to team members' roles.
Description: The User Role Customization requirement will enable property managers to assign different access levels and functionalities to users within the AllotWiz platform, based on their roles in property management. This feature allows greater control over who can view or edit performance benchmarking data and reports, ensuring data security and personalization of the user experience. Customization at this level will improve collaboration among team members while maintaining data integrity and security, aligning with the core principles of efficient property management.
Acceptance Criteria: User Role Customization for Team Members

Given a property manager is logged into the AllotWiz platform, when they navigate to the user management section and create a new role, then they should be able to assign specific permissions relating to performance benchmarking access, including view, edit, and delete options.

Role-Based Access Control Implementation

Given a property manager has configured user roles, when a user logs in with a specific role, then they should only see the performance benchmarking data and reports according to their assigned permissions without any access to restricted data.

Audit Trail for User Role Changes

Given a property manager modifies a user role, when the change is saved, then the system should log this change in an audit trail that captures the user, date, time, and changes made to the permissions for transparency and accountability.

Permission Verification for Data Security

Given a user with limited permissions attempts to access performance benchmarking data, when they click on the restricted report link, then they should receive an error message indicating insufficient permissions.

User Role Creation and Deletion

Given a property manager is managing user roles, when they create a new role or delete an existing one, then the system should reflect these changes immediately across all user accounts without affecting the integrity of existing user data.

Custom Role Configuration Flexibility

Given a property manager wants to customize user roles, when they access the role configuration interface and make adjustments, then those changes should be saved and immediately reflected in user permissions without requiring a system restart.

Reporting Capabilities based on User Roles

Given that user roles are established, when a user generates a performance benchmarking report, then the report should only include data that the user has permission to access based on their role, ensuring compliance with data security protocols.

Mobile Accessibility

User Story: As a property manager, I want to access performance benchmarking features on my mobile device so that I can monitor my property's performance anytime, anywhere.
Description: The Mobile Accessibility requirement ensures that property managers can access performance benchmarking features on their mobile devices. This includes responsive design elements that adapt to different screen sizes and an optimized user experience for mobile use. This capability is crucial as it allows property managers to monitor performance metrics on-the-go, increasing flexibility and accessibility. By empowering users to stay connected and informed, this feature caters to the dynamic nature of property management, where timely decisions are essential.
Acceptance Criteria: Mobile property managers need to view performance benchmarking metrics while attending a site visit to assess property conditions and make informed decisions about potential improvements.

Given a property manager has logged into the AllotWiz mobile app on their device, when they navigate to the Performance Benchmarking section, then they should see a fully responsive layout displaying key performance metrics adapted to their screen size without horizontal scrolling.

A property manager is at a conference and wants to compare the performance of multiple properties against industry standards using their mobile device.

Given a property manager is using the AllotWiz application on a mobile device, when they select multiple properties for comparison, then the app should seamlessly generate and display a comparative benchmark report that is easy to read on a mobile screen.

A property manager frequently monitors the performance of their properties and needs quick access to key performance indicators (KPIs) whenever necessary, especially during meetings with investors.

Given a property manager is accessing the mobile app, when they open the Performance Benchmarking feature, then the KPIs should load in under 3 seconds and display a 'last updated' timestamp reflecting real-time data refresh.

A landlord is commuting and wants to check their property performance against historical data to prepare for a strategy meeting.

Given a landlord has the AllotWiz mobile app open, when they choose a property from their list and review historical performance data, then the app should present clear graphs and charts that are optimized for mobile viewing.

During a mobile review, a property manager wants to ensure that the data they are visualizing is accurate and reflects recent changes made to property management settings.

Given the property manager is on the Performance Benchmarking screen, when they refresh the data, then the app should reflect all updates made within the last 24 hours without any errors.

A property manager on the go needs to receive notifications about significant changes in property performance metrics via mobile alerts.

Given the manager has set up their mobile preferences in the app, when performance metrics exceed established thresholds, then a push notification should be sent to the manager’s mobile device immediately.

Instant Report Generation

With just a few clicks, users can generate detailed financial reports that can be easily exported to multiple formats (PDF, Excel, etc.). This feature enhances efficiency by reducing the time spent compiling data, allowing property managers and investors to focus on strategic analysis and action.

Requirements

User Customization Options

User Story: As a property manager, I want to customize my report templates so that I can present data in a way that best fits my brand and the preferences of my stakeholders.
Description: Users should have the ability to customize their report templates by selecting specific fields, layouts, and formatting options. This functionality will allow property managers and investors to create reports that align better with their personal or organizational branding and reporting needs, increasing the flexibility and utility of the reporting feature within AllotWiz. Implementing customizable report templates enhances user satisfaction and enables tailored data presentations for diverse stakeholders, expedites onboarding new users into the reporting process, and addresses varying formatting requirements across different industries or regulatory environments.
Acceptance Criteria: As a property manager, I want to customize my report template to include specific financial metrics, so I can present a comprehensive overview to potential investors during quarterly review meetings.

Given the user is on the report customization page, when they select specific fields such as 'Total Rent Collected', 'Maintenance Costs', and 'Tenant Turnover', and save the template, then the template should reflect these selected fields upon report generation.

As a landlord, I want to adjust the layout of my report so that it fits my organizational branding, ensuring that the final output presentation aligns with my professional image.

Given the user has access to report layout options, when they choose a 'Columnar' layout and select 'Company Logo' to be included at the top, then the generated report should display the selected layout accurately with the logo present at the specified location.

As an investor, I want to export my customized financial report in various formats, ensuring compatibility with the documentation preferences of my stakeholders.

Given the user has generated a report using a customized template, when they choose to export the report in PDF format, then the report should be correctly formatted and downloadable as a PDF file without data loss.

As a property manager, I want to include conditional formatting in my reports to visually highlight key performance indicators, making the data easier to analyze at a glance.

Given the user is customizing the report, when they apply conditional formatting rules that highlight 'Maintenance Costs' in red if they exceed a predefined threshold, then the report should reflect these formatting changes upon generation.

As a landlord, I want to be able to save multiple templates for different reporting purposes, allowing for flexibility in how I present data to various stakeholders.

Given the user is on the template management page, when they create and save a new template with a unique name, then the new template should appear in the list of available templates for future report generations.

As a user, I want to have the option to include additional notes or comments in my customized reports, ensuring that I can provide context for the data being presented.

Given the user is editing a report template, when they select the 'Add Notes' option and input text in a designated section, then the notes should display in the generated report under the specified section.

Scheduled Report Generation

User Story: As a user, I want to schedule my reports to be generated automatically, so that I receive the necessary financial insights on a regular basis without having to remember to run them myself.
Description: The system should allow users to schedule automatic generation and delivery of reports at specified intervals (daily, weekly, monthly). This requirement enhances user efficiency by ensuring that critical financial insights are delivered regularly without manual intervention, enabling proactive decision-making and compliance with timely reporting standards. By automating the reporting process, property managers can reduce manual workload and focus on strategic management instead of routine tasks, contributing to better time management and operational efficiency.
Acceptance Criteria: Scheduled Report Generation for Monthly Financial Overview

Given a user has configured a monthly report schedule, When the scheduled time arrives, Then the system should automatically generate the report and send it to the specified email addresses in PDF and Excel formats.

Scheduled Report Generation with Custom Frequency

Given a user has selected a custom reporting frequency (e.g., every two weeks), When the settings are saved, Then the system should confirm the schedule and generate reports according to the specified custom interval without manual intervention.

User Notifications for Upcoming Scheduled Reports

Given a report is scheduled to be generated in the next 24 hours, When the system checks the schedule, Then it should send a reminder notification to the user about the upcoming report generation.

Modification of Existing Scheduled Reports

Given a user wants to change the schedule of an existing report, When the user updates the schedule settings, Then the system should save the changes and reflect the new schedule in the user's account without errors.

Error Handling for Scheduled Report Generation Failures

Given a scheduled report fails to generate due to a system error, When the error occurs, Then the system should notify the user via email about the failure and provide details on how to troubleshoot the issue.

Multi-format Export Options

User Story: As a property investor, I want to export reports in multiple formats so that I can share them with my team and analyze the data using different tools.
Description: Users need the capability to export generated reports in multiple formats, including PDF, Excel, and CSV. This requirement is crucial as it caters to user preferences for report sharing and further analysis. By supporting various formats, AllotWiz can accommodate the diverse needs of users, from generating easily shareable PDF documents to creating editable spreadsheets for detailed data manipulation. This flexibility in export formats will enhance user engagement and streamline workflows by allowing users to utilize reports in their preferred application environments without data loss.
Acceptance Criteria: User generates a financial report for the past month and needs to export it in PDF format to share with stakeholders.

Given that the user has generated a financial report, when the user selects the PDF export option, then the report should be correctly formatted as a PDF and available for download.

A property manager wants to analyze the financial details in Excel, thus requiring an export of the financial report in XLSX format.

Given that the user has generated a financial report, when the user selects the Excel export option, then the report should be formatted as an XLSX file and available for download without any data loss.

Users require a CSV export option for data manipulation in data analytics tools after generating a financial report.

Given that the user has generated a financial report, when the user selects the CSV export option, then the report should be correctly formatted as a CSV file and available for download maintaining all data integrity.

Users may need to provide financial reports in multiple formats to different stakeholders, thus requiring multilayer export capabilities.

Given that the user has generated a financial report, when the user selects multiple export options (PDF, Excel, CSV), then all selected formats should be processed and made available for download.

A tenant wants to view their rental history in easily readable format, requiring an export of the report in PDF for personal records.

Given that the tenant has access to their rental history report, when the tenant selects the PDF option for export, then the report should generate without errors and be available for download in a clear format.

An admin needs to prepare monthly reports for a meeting and thus exports the same report in both PDF and Excel format.

Given that the admin has generated a monthly report, when the admin chooses to export in both PDF and Excel formats, then both files should be generated and downloadable without any discrepancies in data.

Real-time Data Integration

User Story: As a property manager, I want my reports to pull real-time data from my accounts and tenant databases so that I can make informed decisions based on the most current information available.
Description: The feature should allow for real-time integration with various data sources, such as financial accounts and tenant databases. This requirement ensures that reports generated are always based on the latest available data, reducing discrepancies and enhancing decision-making accuracy. With real-time data integration, property managers can respond swiftly to changes in their financial landscape or tenant status, thus improving operational efficiency and insights. This integration is vital for ensuring AllotWiz remains a reliable source of truth for property management reporting.
Acceptance Criteria: Users can access the real-time data integration feature when generating financial reports within AllotWiz, ensuring they can compile the most accurate and up-to-date information at any time.

Given the user has connected their financial accounts and tenant databases, when the user generates a financial report, then the report must reflect data updated no more than 5 minutes prior to the report generation.

Property managers are logging into AllotWiz to review instantaneous changes in tenant payments that affect their financial reporting.

Given that tenant payments are processed, when a payment is made, then the financial report must show the updated amounts reflecting the new payment within 2 minutes of transaction completion.

Investors are regularly running reports that include key performance indicators derived from the latest tenant information and financial data within AllotWiz.

Given the user selects a date range for the report, when the report is generated, then all data included must be from the selected date range with real-time integration ensuring no older data is displayed.

Users want to verify that the data displayed in the reports aligns with the information in their linked financial accounts and tenant databases after real-time integration has occurred.

Given the user has access to both financial accounts and tenant databases, when a report is generated, then there should be a reconciliation feature that confirms the data in the report matches the latest data in those sources, with an accuracy of 99% or higher.

Property managers are utilizing the reporting feature to identify any discrepancies in rental income and outstanding tenant payments in real-time.

Given a user is monitoring rental income reports, when discrepancies are detected between the actual payments received and the expected amounts, then the system must alert the user instantly with details of the discrepancy.

Users want to ensure that their report data updates are reflected immediately when new data is input into the connected systems.

Given that new financial or tenant data is entered, when the data integration occurs, then users must see the updates reflected in their reports without needing to refresh the page manually.

Users need to prepare a comprehensive report for an upcoming meeting that consolidates current tenant and financial data in real-time, ensuring accuracy and relevance.

Given the user selects 'Generate Report' for the meeting preparation, when the report is produced, then it should include all current tenant and financial data reflecting accurate integration and provide the option to export in at least three different formats (PDF, Excel, etc.).

Enhanced Visualization Tools

User Story: As a user, I want to have visual representation options in my reports so that I can present the data in a clearer and more engaging way during discussions with my team.
Description: The system should include enhanced visualization tools, like graphs and charts, within the report generation feature. This will help users interpret financial data more effectively by giving them visual representations of trends and metrics. By integrating these tools, AllotWiz can facilitate better data interpretation, enabling property managers to present insights in meetings and reviews clearly and compellingly. This requirement enhances user experience by going beyond tabular data, making information digestible and engagement-driven for a broader audience.
Acceptance Criteria: Property manager looks to generate a financial report for the last quarter of tenant payments to present in a stakeholder meeting.

Given the property manager has selected the 'Financial Reports' option, When they choose the 'Generate Report' button, Then the system should present a visual report containing at least three different graphical representations (e.g., bar charts, pie charts) of the data.

An investor wants to analyze trends in property maintenance costs over the past year to make informed decisions about future investments.

Given the investor is viewing the maintenance cost report section, When they select the option to visualize data, Then the report should display a line graph tracking maintenance costs over the last twelve months with clear labels and legends.

A landlord needs to prepare a comprehensive overview of their property’s financial performance for review with potential partners.

Given the landlord is in the report generation interface, When they export the financial report, Then the report must be available in both PDF and Excel formats, including all visual charts and graphs.

A property manager aims to review monthly rental income trends to strategize future pricing adjustments.

Given the property manager has accessed the income report, When they opt for enhanced visualization tools, Then the generated report should include at least two types of graphical data representations, such as a histogram and a trend line graph, with filters for specific time periods.

A user is preparing a visual presentation to showcase operational efficiency improvements via rent collection metrics.

Given the user has generated the report, When they review the visual data presentations, Then all graphs should accurately reflect the underlying data, with no discrepancies in values displayed.

A landlord wants to share insights from their financial report with a non-technical audience at a community meeting.

Given the landlord is preparing for a community engagement session, When they choose to generate the report, Then the visualizations included must be clearly labeled, easy to read, and suitable for a non-technical audience to understand essential metrics at a glance.

The product team is assessing user feedback on the new visualization feature post-launch.

Given the feature has been implemented, When user feedback surveys are conducted, Then at least 80% of users should report satisfaction with the clarity and usefulness of the new graphical representations in reports.

Ad Hoc Analysis Tools

Empowering users with the ability to create tailored financial analyses on demand, this feature allows property managers and investors to explore specific financial scenarios, test assumptions, and evaluate potential changes in strategy, leading to more informed decision-making.

Requirements

Dynamic Financial Scenario Builder

User Story: As a property manager, I want to create custom financial analyses on demand so that I can evaluate the potential impacts of different strategies on my property's profitability.
Description: The Dynamic Financial Scenario Builder allows users to create and modify various financial scenarios easily, enabling property managers and investors to assess potential changes in their financial strategies in real-time. This feature integrates seamlessly with existing financial data within AllotWiz, providing instant access to relevant metrics and analytics. By employing a user-friendly interface, users can adjust variables such as rental prices, operational costs, and occupancy rates, delivering immediate feedback on the impacts of their changes. The tool enhances strategic decision-making by enabling users to visualize potential outcomes and test assumptions, ultimately resulting in more thoughtful financial planning and optimized profitability.
Acceptance Criteria: Dynamic Financial Scenario Builder for Rental Price Adjustments

Given a user has accessed the Dynamic Financial Scenario Builder, when they input a new rental price and save the adjustment, then the system should update the financial projections to reflect the new rental price in all relevant metrics within 5 seconds.

Dynamic Financial Scenario Builder for Operational Cost Adjustments

Given a user is adjusting operational costs in the Dynamic Financial Scenario Builder, when they modify the operational cost values and press 'Apply', then the impact on overall profitability should be displayed graphically within 3 seconds, including percentage changes.

Dynamic Financial Scenario Builder for Occupancy Rate Changes

Given a user is evaluating occupancy rates, when they enter a new occupancy percentage and generate the report, then the system should clearly show how the new occupancy rate affects revenue and expenses within 5 seconds.

Integration with Existing Financial Data

Given the Dynamic Financial Scenario Builder is opened, when accessing the tool, then it should automatically pull the latest financial data from the existing AllotWiz database without any user intervention and display it within 2 seconds.

User Interface for Scenario Creation

Given a user is using the Dynamic Financial Scenario Builder, when they attempt to create a new scenario, then the interface should provide tooltips and guidance for each input field, ensuring a 90% user satisfaction rate based on usability testing.

Testing of Assumptions via Scenario Adjustments

Given a user wants to test specific assumptions in the Dynamic Financial Scenario Builder, when they adjust multiple parameters simultaneously, then the system should display instant feedback on all related metrics, allowing users to visualize the impact in real-time without delays.

Pre-built Financial Templates

User Story: As a property investor, I want to use pre-built financial templates so that I can save time on generating reports and focus on my financial analysis.
Description: The Pre-built Financial Templates feature offers a selection of customizable templates designed for various scenarios that property managers and investors frequently encounter. These templates streamline the analysis process, allowing users to quickly input data and generate financial reports without starting from scratch. The templates cover a range of common financial situations, such as lease renewals, maintenance costs estimates, and rental price adjustments. By eliminating the need for manual setup, this functionality accelerates the report generation process, enabling users to focus more on analysis rather than data entry, thereby enhancing productivity.
Acceptance Criteria: User generates a financial report for lease renewals using a pre-built template.

Given the user selects 'Lease Renewal' template, When they input the lease details and click 'Generate Report', Then a complete financial report is created with accurate calculations based on provided data.

User customizes a financial template for maintenance cost estimates.

Given the user selects 'Maintenance Cost Estimate' template, When they modify the standard cost inputs and save the changes, Then the updated template should retain the modifications for future use without losing original template data.

User evaluates a financial scenario for rental price adjustments using a pre-built template.

Given the user selects 'Rental Price Adjustment' template, When they input the current rental prices and expected increases, Then the report generated should reflect projected revenue and highlight variations.

Multiple users access the same pre-built financial template simultaneously.

Given multiple users are accessing the 'Maintenance Cost Estimate' template at the same time, When any user saves changes, Then the template updates for all users without causing data loss or errors.

User downloads the generated financial report as a PDF.

Given the user finishes generating a financial report, When they select 'Download as PDF', Then the system generates and delivers an editable PDF version of the report without errors or formatting issues.

User receives system guidance while selecting a financial template.

Given the user is unsure of which template to use, When they click on 'Help' next to the template selection, Then a guide should open, explaining the purpose and use of each available template clearly.

User shares a pre-built template with another user.

Given the user selects a pre-built template and clicks 'Share', When they input the email address of the recipient and confirm sharing, Then the recipient should receive an email with access to the shared template.

Interactive Data Visualization Dashboards

User Story: As a property manager, I want to visualize my financial data in an interactive dashboard so that I can quickly identify trends and make informed decisions.
Description: The Interactive Data Visualization Dashboards provide users with a graphical representation of their financial data, allowing for quick and insightful analyses of key performance indicators (KPIs). These dashboards feature customizable charts, graphs, and tables that users can manipulate to better understand their financial landscape. By enabling users to quickly visualize trends and patterns within their data, this feature supports proactive decision-making and helps identify areas for improvement. This integration with AllotWiz's existing reporting tools ensures that users have an optimal view of their operations, leading to enhanced management capabilities.
Acceptance Criteria: User creates a customized dashboard to analyze rent collected over the last year.

Given the user has access to the dashboard feature, When the user selects 'Create New Dashboard' and chooses 'Rent Collection' from the templates, Then a dashboard is displayed featuring monthly rent collection visualizations in multiple formats (bar graph, pie chart, and line graph), and the user can manipulate the time frame to view data for specific months.

User interacts with the dashboard to filter data by property type to analyze performance.

Given the user has loaded their customized dashboard, When the user applies a filter for 'Single Family' properties, Then the dashboard updates to show only data related to 'Single Family' properties with corresponding graphs and KPIs updated accordingly.

User shares the dashboard with a team member for collaboration on financial strategy.

Given the user has a configured dashboard, When the user selects the 'Share' option and enters a team member's email, Then the selected team member receives an email with a link to access the shared dashboard and an email notification confirming the sharing activity.

User receives alerts for significant financial trends identified through the dashboard.

Given the user has configured alerts in their dashboard settings, When a financial trend indicates a 20% drop in rent collection, Then an alert notification is sent via email and displayed in the dashboard for immediate attention.

User exports the data visualizations from the dashboard to share with stakeholders.

Given the user has an active dashboard, When the user clicks on the 'Export' button and selects CSV format, Then the data is exported successfully with the correct visualization details in the CSV file format without any data loss or formatting errors.

User customizes the dashboard theme and layout to better fit their personal preferences.

Given the user is in the dashboard settings, When the user selects a theme color and adjusts the layout options (grid vs. single column), Then the dashboard updates to reflect the new theme and layout preferences selected by the user instantaneously.

Eligibility Check Automation

This feature automates the evaluation of tenant eligibility based on predefined criteria such as credit scores, income verification, and rental history. By streamlining the approval process, property managers can quickly determine qualified applicants, reducing manual workloads and increasing throughput. This acceleration not only enhances the property manager's efficiency but also allows tenants to receive faster feedback on their applications, improving overall satisfaction.

Requirements

Automated Eligibility Criteria Setup

User Story: As a property manager, I want to define eligibility criteria for tenant applications so that I can tailor the screening process to meet the specific needs of my properties and applicants.
Description: This requirement specifies the need for a user-friendly interface that allows property managers to define and customize eligibility criteria for tenant applications. It should include options to set thresholds for credit scores, income levels, and rental history. The feature must integrate seamlessly within the AllotWiz platform, enabling property managers to modify criteria easily without requiring technical assistance. By allowing flexibility in eligibility criteria, it supports different property types and tenant markets, ensuring that property managers can tailor their screening processes to their specific needs. This will significantly enhance the efficiency of the tenant selection process while improving tenant satisfaction through transparency.
Acceptance Criteria: User navigates to the eligibility criteria setup page to define the credit score threshold for tenant applications.

Given that the property manager is logged in, when they access the eligibility criteria setup page, then they should be able to input and save a minimum credit score requirement that is reflected in the system.

A property manager modifies the income verification threshold for tenant applications.

Given that a property manager has set a threshold for income verification, when they change the required income level and save the changes, then the new threshold should be updated in the system and applicable to all future tenant applications.

User tracks changes made to eligibility criteria in the system.

Given that a property manager modifies the eligibility criteria, when the changes are saved, then a record of the changes should be logged and accessible, showing the previous and new values along with timestamps.

Testing the system's response to invalid credit score entries during setup.

Given that the property manager is setting up eligibility criteria, when they enter an invalid credit score value (e.g., below zero), then the system should display an error message prompting them to enter a valid credit score.

Integration of eligibility criteria with the tenant application process.

Given that the eligibility criteria have been set up, when a new tenant application is evaluated, then the application should automatically use the defined eligibility criteria to validate the applicant's credit score, income, and rental history.

User experience of navigating the eligibility criteria setup interface.

Given that the property manager is on the eligibility criteria setup page, when they interact with the interface, then they should find it intuitive and be able to easily locate and modify credit scores, income levels, and rental history requirements without technical assistance.

Ensuring mobile compatibility with eligibility criteria setup.

Given that the property manager accesses AllotWiz on a mobile device, when they navigate to the eligibility criteria setup page, then the page should be fully functional and responsive, allowing them to set and modify eligibility criteria effectively.

Real-Time Eligibility Notifications

User Story: As a property manager, I want to receive real-time notifications about tenant eligibility so that I can process applications quickly and keep applicants informed about their status.
Description: This requirement entails implementing a notification system that alerts property managers in real-time about the eligibility status of tenant applications based on the predefined criteria. It should provide instant feedback to both property managers and applicants, allowing for quicker decisions and enhancing communication. The notification system should be integrated into the dashboard of the AllotWiz platform, where property managers can view updates and respond promptly. This feature aims to optimize the application review process, reduce the waiting time for applicants, and improve overall service quality.
Acceptance Criteria: Notification of Tenant Eligibility Status Update on Application Submission

Given a property manager submits a tenant application, when the eligibility check is completed, then the property manager receives a real-time notification of the application status (approved, denied, or pending).

Dashboard Integration for Eligibility Notifications

Given the property manager accesses the AllotWiz dashboard, when there are updates to tenant eligibility statuses, then the dashboard displays the updated statuses and timestamps of notifications in a dedicated section.

Email Notification to Tenant upon Application Status Change

Given a tenant submits an application, when the eligibility status changes, then the tenant receives an automated email notification informing them of their application status with relevant details.

Timeliness of Notifications

Given a tenant application is submitted, when the eligibility check is processed, then the notification to the property manager should be sent within 5 minutes of the eligibility check completion.

Accessibility of Notification History

Given that notifications have been sent regarding tenant eligibility statuses, when the property manager accesses the notification history, then they can view all past notifications along with their timestamps and application details.

Real-Time Notification during Maintenance Requests

Given that a tenant is undergoing an eligibility check, when a maintenance request is made, then the eligibility notification is prioritized and displayed on the dashboard to ensure immediate visibility for the property manager.

Feedback Loop for Applicants

Given that a tenant’s eligibility status is updated, when the property manager views the notification, then they have the option to send a feedback message to the tenant with next steps or additional requirements.

Comprehensive Reporting Dashboard

User Story: As a property manager, I want to access a reporting dashboard analyzing tenant eligibility checks so that I can track my team's performance and identify areas for improvement.
Description: This requirement focuses on creating an analytical reporting dashboard that provides insights into the performance of the eligibility check automation feature. It should include metrics such as the number of applications processed, approval rates, and average time taken to approve or deny applications. This dashboard must be easily accessible to property managers and should support customizable reporting options, enabling them to generate reports tailored to their specific needs. The reporting capability will empower property managers with data-driven insights, fostering better decision-making and strategy formulation.
Acceptance Criteria: Comprehensive Reporting Dashboard is accessed by the property manager to review the performance metrics of the eligibility check automation feature.

Given the property manager is logged into AllotWiz, when they navigate to the Reporting Dashboard, then they should see a performance overview including total applications processed, approval rates, and time metrics.

The property manager wants to generate a report focusing on approval rates and average processing time for the eligibility check.

Given the performance metrics are displayed on the Reporting Dashboard, when the property manager selects the filtering options to analyze approval rates and average processing time, then the dashboard should generate a report reflecting the selected data parameters.

A property manager needs to evaluate the historical performance of the eligibility check automation feature over the last six months.

Given the Reporting Dashboard includes historical data capabilities, when the property manager selects a six-month date range for reporting, then the dashboard should display metrics for that specific timeframe, including total applications, approval rates, and average processing times.

The property manager seeks to customize the reporting options within the dashboard to fit specific needs of their properties.

Given the customizable reporting feature is available, when the property manager selects the custom report option and adjusts the metrics displayed, then the dashboard should reflect the selected customization accurately and allow export of the report.

The property manager is reviewing the insights provided by the reporting dashboard to present in a meeting with investors.

Given the Reporting Dashboard is prepared for earnings review presentations, when the property manager accesses the dashboard, then they should find visually engaging graphs and tables summarizing key performance indicators suitable for stakeholder presentations.

A property manager encounters issues in viewing or generating reports from the dashboard.

Given the property manager is using the Reporting Dashboard, when they experience any errors or failures while attempting to view or generate a report, then an error message should be displayed, and support contact options should be readily available within the dashboard interface.

User Training and Documentation

User Story: As a property manager, I want access to training materials on the eligibility check automation feature so that I can optimize its use and reduce errors in the screening process.
Description: This requirement calls for the development of comprehensive user training materials and documentation to ensure property managers can effectively utilize the eligibility check automation feature. Training sessions should include tutorials on setting criteria, managing applicants, interpreting notifications, and using the reporting dashboard. Additionally, user documentation should be clear, concise, and accessible, providing step-by-step guidance on all functionality. This initiative will minimize onboarding time, reduce potential errors, and maximize the feature's effective use by enhancing user competence and confidence.
Acceptance Criteria: User Training Session on Eligibility Check Automation

Given a property manager attends the training session on eligibility check automation, when the session ends, then the manager should be able to set the eligibility criteria successfully.

Accessing User Documentation for Eligibility Check

Given a property manager accesses the user documentation, when they review the section on managing applicants, then they should be able to interpret notifications and take appropriate actions without assistance.

Training Effectiveness Evaluation

Given a property manager completes the training session, when assessed through a quiz on key concepts of the eligibility check automation, then they should achieve at least an 80% pass rate.

Feedback Collection on Training Materials

Given the completion of the training session, when the property manager provides feedback, then at least 90% of the feedback should indicate that the training materials were clear and helpful.

Reporting Dashboard Usage

Given a trained property manager uses the reporting dashboard after completing the training, when they generate a report on applicant eligibility, then the report should accurately reflect the defined criteria set during the training.

Follow-Up Support Requests

Given a property manager has completed the training, when they encounter an issue with eligibility check automation within one month, then the support response time should be less than 24 hours for at least 95% of requests.

Integration with Third-party Background Check Services

User Story: As a property manager, I want to integrate third-party background check services into the eligibility check automation so that I can efficiently obtain accurate tenant information for screening.
Description: This requirement involves establishing a secure and seamless integration between the AllotWiz platform and leading third-party background check services. The integration should allow property managers to obtain comprehensive background checks directly from the eligibility check automation system without manual data entry. This feature aims to streamline the tenant screening process further, enhance data reliability, and ensure that the eligibility evaluations are supported by accurate and up-to-date information. The integration must also comply with privacy and data protection regulations to safeguard tenant information.
Acceptance Criteria: Integration of AllotWiz with a Background Check Service to get tenant screening results seamlessly during the eligibility check process.

Given a property manager initiates a tenant screening through AllotWiz, when the eligibility check automation contacts the third-party background check service, then the manager should receive completed background check results in real-time without any errors.

Ensuring that the tenant's sensitive information is securely transmitted during the background check integration process.

Given that a tenant's application is submitted, when the data is sent to the third-party service, then the data should be encrypted and comply with privacy and data protection regulations before transmission.

Property managers need to access and review background check results from the third-party service within AllotWiz.

Given a property manager has received background check results, when they access the tenant screening dashboard, then the results should be displayed clearly and include all necessary information (credit score, rental history, etc.).

Automated notifications sent to tenants regarding their background check status.

Given a tenant’s background check has been completed, when the result is available, then the tenant should receive an automated notification via email or in-app message indicating whether they have been approved or denied.

Integration must handle exceptions and errors effectively during the background check process.

Given that there is an issue with the third-party background check service, when the eligibility check automation attempts to retrieve data, then the system should display an error message to the property manager and log the incident for review.

The system allows property managers to select from multiple background check services.

Given that a property manager is setting up tenant screening preferences, when they choose a third-party background check service, then the system should allow the selection and automatically adjust all related checks according to the chosen service’s criteria.

Real-Time Status Updates

This feature provides applicants with real-time notifications regarding the status of their rental application, from initial submission to final decision. Tenants will receive updates directly to their email or mobile app, keeping them informed throughout the approval process. This transparency reduces anxiety for applicants, fosters engaged communication, and enhances trust between tenants and property managers.

Requirements

Real-Time Status Notification

User Story: As a rental applicant, I want to receive real-time updates about my rental application status so that I feel informed and less anxious during the approval process.
Description: The Real-Time Status Notification requirement encompasses the implementation of a system that provides instant notifications to applicants concerning the progression of their rental applications. This feature will integrate seamlessly with the existing AllotWiz platform, utilizing email and mobile notifications to communicate updates at pivotal stages, such as submission confirmation, application review, approval, and rejection. The primary benefit of this requirement is to enhance transparency and engagement between tenants and property managers, thereby reducing anxiety among applicants and fostering trust in the application process. Additionally, this feature will empower property managers to maintain an active line of communication, ultimately improving the overall user experience within the platform.
Acceptance Criteria: Tenant submits a rental application through AllotWiz platform.

Given the tenant has successfully submitted their application, when the submission is processed, then the tenant receives a confirmation notification via email and mobile app within 5 minutes.

Application is under review by the property manager.

Given the application is under review, when the property manager accesses the application, then the system sends an update notification to the tenant that their application is being reviewed within 10 minutes of the review start.

Tenant receives an approval outcome on their rental application.

Given the application is approved, when the approval decision is finalized, then the tenant receives an approval notification via email and mobile app within 5 minutes of the decision.

Tenant receives a rejection outcome on their rental application.

Given the application is rejected, when the rejection decision is finalized, then the tenant receives a rejection notification via email and mobile app within 5 minutes of the decision.

Tenant requests to check the status of their application.

Given the tenant requests the current status of their application, when the request is made, then the system displays the current status and updates the tenant via mobile app in real-time.

Tenant receives a notification for additional documentation needed for their application.

Given the application requires further documentation, when the need for additional documents is identified, then the tenant receives a notification specifying the requested documents within 5 minutes.

Application status updates are logged for audit purposes.

Given an application status update occurs, when the update is made, then the system logs the action along with the timestamp and status changes for future reference.

Multi-Channel Notification Support

User Story: As a rental applicant, I want to choose how I receive updates about my application (email, SMS, or app notification) so that I can stay informed in a way that’s most convenient for me.
Description: This requirement entails the development of a feature that supports notifications via multiple channels, including email, SMS, and mobile app alerts. By implementing multi-channel capabilities, AllotWiz will ensure that applicants can receive updates in their preferred communication method, enhancing user satisfaction and engagement. The integration will involve configuring user preference settings, allowing applicants to select their desired notification methods. This flexibility in communication will cater to diverse user needs and improve the overall accessibility of application status updates, reinforcing the applicant's sense of control and awareness throughout the application process.
Acceptance Criteria: User selects preferred notification method during rental application.

Given the applicant is filling out the rental application, when they navigate to the notifications settings, then they should be able to choose their preferred notification channels (email, SMS, mobile app) without issues.

Applicant receives a real-time status update via their preferred channel after submitting their application.

Given the application has been submitted, when the status of the application changes, then the applicant receives a notification through their selected preferred channel (email or SMS or mobile app).

System logs the notification preferences of each applicant in the database.

Given the notification settings have been updated, when the settings are saved, then the changes should be reflected in the applicant's profile in the database without errors.

Applicant can update their notification preferences at any time during the application process.

Given the applicant is using the mobile app, when they navigate to the notification preferences section, then they should be able to change their notification methods and save the changes successfully.

System notifies property managers of any changes to applicant preferences.

Given an applicant has updated their notification preferences, when the update is saved, then the property manager should receive an alert about the preference change for that applicant.

All notification types are functional and tested thoroughly before going live.

Given the development of the multi-channel notification feature, when testing is completed, then all channels (email, SMS, mobile app) should successfully deliver notifications without errors in a test environment.

The notification system provides error handling for failed notifications.

Given a notification attempt fails, when the system detects the failure, then it should log the error and notify the relevant team members for troubleshooting.

Application Status Dashboard

User Story: As a property manager, I want to have a dashboard that shows the status of all rental applications in one place so that I can efficiently manage and respond to applicants.
Description: The Application Status Dashboard requirement focuses on creating an interactive dashboard feature for both tenants and property managers that visually displays the current status of all ongoing rental applications. This dashboard will provide at-a-glance information on each application's stage (e.g., submitted, in review, approved, denied) and include additional details such as submitted documents and scheduled interviews if applicable. Through a user-friendly interface, this feature aims to enhance the user experience by allowing all parties to have immediate access to pertinent application information in a centralized location, thereby streamlining communication and reducing repetitive inquiries.
Acceptance Criteria: Tenants view their application status on the dashboard after submitting an application.

Given the tenant has submitted a rental application, when they log into the dashboard, then they should see the current status of their application clearly displayed as 'Submitted'.

Property managers need to update the status of an application on the dashboard.

Given that a property manager is reviewing an application, when they change the status to 'Approved', then the tenant associated with that application should receive a real-time notification via email and to their mobile app.

Tenants access detailed information about their application through the dashboard.

Given that a tenant views their application status, when they click on the application, then they should see additional details like submitted documents and interview schedules.

Allow tenants to submit inquiries about their application directly from the dashboard.

Given that a tenant is viewing their application status, when they click the 'Inquire' button, then they should be able to send a message to the property manager and receive a confirmation that their inquiry has been sent.

Property managers want to filter applications by status for better management.

Given that a property manager is on the dashboard, when they apply a filter for 'In Review' applications, then only applications currently in review should be displayed.

Tenants wish to view application history on the dashboard.

Given that a tenant has submitted multiple applications, when they navigate to the 'Application History' tab, then they should see a list of all past applications with their respective statuses.

Automated Follow-Up Reminder System

User Story: As a property manager, I want to receive reminders about pending applications so that I can ensure timely communication and avoid delays in the approval process.
Description: The Automated Follow-Up Reminder System requirement involves creating a feature that sends automatic follow-up reminders to property managers regarding pending applications. This feature will utilize predefined timelines and criteria to trigger reminders, ensuring that property managers do not overlook important applicant communications. Implementing this requirement will enable property managers to stay on top of their application workflows, promote timely decision-making, and enhance the overall responsiveness of the management process. This ultimately leads to improved applicant satisfaction and a more efficient operational workflow for property management teams.
Acceptance Criteria: Property manager receives an automatic reminder for pending rental applications that have not been updated after a specified timeframe.

Given a pending rental application hasn't been updated for 48 hours, when the specified timeline is reached, then the system sends an email reminder to the property manager automatically.

Property manager can customize the reminder timeline for different types of applications within the management system.

Given the property manager accesses the settings page, when they modify the timeline for reminders for different application types, then the system saves the new settings and applies them accordingly.

Property managers receive reminders in a user-friendly format that clearly states the applicant's name, property, and application status.

Given the reminder is triggered, when the property manager opens the reminder email, then the email displays the applicant's name, the property in question, and the current status of the application clearly and prominently.

The system logs and tracks all reminders sent to property managers for auditing and performance analysis.

Given an automatic reminder has been sent, when a property manager accesses the reminders log, then they can see a record of all reminders sent, including timestamps and application details.

Property managers can opt-in to receive reminders via mobile push notifications in addition to email.

Given the property manager chooses to enable mobile notifications, when a reminder is triggered, then the system sends a push notification to the property manager's mobile device as well as an email.

The system allows property managers to snooze reminders based on their current workload.

Given a reminder is received by the property manager, when they choose to snooze the reminder, then the system reschedules the reminder according to the property manager’s selected timeframe.

Automated follow-up reminders should not exceed a certain number per day to avoid overwhelming the property manager.

Given the reminders are set to trigger, when the property manager has more than five reminders in a day, then the system delays any further reminders until the next day.

Feedback Collection Mechanism

User Story: As a rental applicant, I want to be able to give feedback on my application experience so that I can help improve the service for future applicants.
Description: The Feedback Collection Mechanism requirement is designed to implement a feature that allows applicants to provide feedback on their application experience after the process is complete. This functionality will incorporate a simple feedback form or survey that can be automatically triggered following the notification of an application decision. The data collected will be used to identify areas for improvement within the application process, ultimately enhancing the user experience and ensuring the AllotWiz platform continues to meet the needs of its users. This feature will also foster a culture of continuous improvement within the service.
Acceptance Criteria: Submitting Feedback After Application Decision

Given an applicant receives a decision notification, when they open the email or app, then a feedback form should be prominently displayed for them to fill out.

Accessing the Feedback Submission Form

Given the feedback form is displayed, when the applicant clicks on the form link, then they should be redirect to a user-friendly feedback submission interface.

Completing the Feedback Submission

Given the feedback form is available and filled out, when the applicant clicks the submit button, then their feedback should be successfully recorded and a confirmation message should be displayed.

Collecting Feedback Data

Given feedback forms are submitted, when the property manager accesses the analytics dashboard, then they should be able to view all collected feedback in a consolidated format for analysis.

Integrating Feedback into Performance Metrics

Given feedback data is collected, when it is analyzed, then actionable insights should be generated and presented to the management team to inform improvements in the application process.

User Experience Assessment of Feedback Mechanism

Given that the feedback mechanism is in place, when applicants submit feedback, then a satisfaction score should be collected to measure the effectiveness of the feedback process on user experience.

Status Notification of Feedback Collection

Given feedback is submitted, when the applicant completes the process, then they should receive a notification confirming that their feedback has been received.

Integrated Document Verification

An integrated tool that allows for the seamless uploading and verification of necessary application documents (e.g., pay stubs, ID, references) directly through the platform. This feature simplifies the documentation process for tenants while ensuring that property managers can quickly verify applicant information, eliminating delays caused by the back-and-forth exchange of paperwork and contributing to faster decisions.

Requirements

Document Upload Interface

User Story: As a tenant, I want to easily upload my application documents through the AllotWiz platform so that I can apply for a rental property without delays or confusion.
Description: The document upload interface must allow tenants to easily and securely upload necessary application documents such as pay stubs, identification, and references directly within the AllotWiz platform. This interface should facilitate drag-and-drop functionality, support various file formats (PDF, JPEG, PNG), and include progress indicators to keep users informed about their upload status. Integration with cloud storage solutions for scalability and security will be essential, as well as compliance with data protection regulations to ensure tenant information is handled safely. Ultimately, this feature will enhance user experience by simplifying the documentation submission process.
Acceptance Criteria: Tenant uploads a pay stub document for their rental application during the application process.

Given a tenant is on the application page, when they drag and drop a pay stub file into the upload area, then the document should upload successfully without errors and display a success message.

A tenant attempts to upload an unsupported file type for their application documents.

Given a tenant is on the document upload page, when they try to upload a file with an unsupported format, then they should receive an error message informing them of the invalid file type.

Tenant uploads multiple documents in one session.

Given the tenant is on the document upload interface, when they drag and drop multiple files (pay stubs, ID, and reference letters), then all documents should upload correctly and be displayed in the interface with progress indicators for each file.

Property manager reviews the uploaded document status in their dashboard.

Given a property manager is logged into their dashboard, when they navigate to the tenant's application section, then they should see a list of all uploaded documents with their upload status indicated (pending, verified, or rejected).

Tenant's uploaded document exceeds the size limit set by the system.

Given a tenant is trying to upload a document that exceeds the maximum file size, when they attempt to upload, then they should receive a size limit error message indicating the maximum allowable size.

Uploaded documents are securely stored and accessible only to authorized users.

Given a document has been uploaded by the tenant, when an authorized user accesses the document storage, then the document should be retrievable securely with appropriate access controls in place to prevent unauthorized access.

The document upload interface is used on a mobile device.

Given a tenant is using a mobile device, when they access the document upload interface, then the interface should be fully responsive, allowing for easy drag-and-drop and file selection without functionality loss.

Automated Document Verification

User Story: As a property manager, I want automated verification of tenant documents so that I can quickly validate applications and reduce the time spent on manual checks.
Description: Automated document verification is a critical feature that will automatically assess the authenticity of uploaded tenant documents using advanced algorithms. This process should include checks for document integrity, format validation, and cross-referencing with public databases to verify information against recognized standards. The system must notify property managers of any discrepancies promptly, reducing manual verification time and enhancing overall application processing speed. By streamlining this process, we improve efficiency for property managers, ultimately leading to faster tenant placements.
Acceptance Criteria: Tenant Uploads Documents for Verification

Given a tenant uploads necessary documents such as pay stubs and ID, When the documents are submitted, Then the system should capture and begin the automated verification process and confirm receipt to the tenant.

Document Integrity Check

Given documents are uploaded by the tenant, When the system performs an integrity check, Then it should ensure that the format and content of each document meets required standards without any corruption or alterations.

Discrepancy Notification to Property Managers

Given documents have been processed and a discrepancy is found, When the verification results are generated, Then the property manager should receive an immediate notification outlining the discrepancies and recommended actions for resolution.

Cross-referencing Against Databases

Given a tenant's documents, When the system cross-references the tenant information with public databases, Then it should accurately match the data, verifying identities and employment information against recognized standards.

Processing Time Measurement

Given the automated document verification system is in use, When a tenant submits documents, Then the system should complete the verification process in under 5 minutes, providing results to the property manager swiftly.

Historical Data Validation

Given a tenant's uploaded documentation, When the system verifies documents, Then it should retain a log of verification results and historical discrepancies for at least 12 months for auditing purposes.

End User Training Support

Given that property managers are now expected to utilize the automated document verification feature, When the feature is launched, Then there should be training resources and support available to ensure effective use of the system.

Real-Time Status Updates

User Story: As a tenant, I want to receive real-time updates about my application status so that I understand where I am in the process and when I can expect a response.
Description: The real-time status updates requirement will ensure that tenants can track the progress of their application after submitting their documents. This feature should send automated notifications via email and SMS about the different stages of the verification process, such as document received, verification in progress, and verification completed. This transparency not only improves user satisfaction by keeping tenants informed but also reduces inquiries and follow-ups from applicants, streamlining communication for property managers.
Acceptance Criteria: Tenant submits application documents through AllotWiz.

Given a tenant has submitted their application documents, when the submission is completed, then an automated email and SMS notification is sent to the tenant confirming receipt of the documents.

Tenant's documents are under verification.

Given the documents are under verification, when the verification process starts, then the tenant receives an automated notification stating 'Verification in progress' via email and SMS.

Tenant's documents have been successfully verified.

Given the verification of documents is completed, when the verification status changes to 'verified', then the tenant receives an automated notification stating 'Verification completed' via email and SMS.

Tenant checks the status of their application.

Given a tenant is logged into their AllotWiz account, when they navigate to the application status section, then the current status of their application is displayed clearly (Document Received, Verification in Progress, or Verification Completed).

Property manager monitors the status updates sent to tenants.

Given a property manager is logged into the AllotWiz system, when a tenant's document progresses through various stages, then the property manager receives a summary of all status updates sent to tenants at the end of the day.

Tenant requests status update through customer support.

Given a tenant is inquiring about their application status, when they contact customer support, then the support team can provide status updates based on the automated notifications sent and logged in the system.

Compliance and Security Enhancements

User Story: As a property manager, I want to ensure that tenant information is secured and compliant with regulations so that we protect our applicants' privacy and build trust with our clients.
Description: To ensure the secure handling of sensitive tenant information, this requirement focuses on implementing robust compliance measures and security features. This includes end-to-end encryption of documents during upload and storage, user authentication processes for applicants accessing their information, and adherence to local laws governing data protection. Regular audits and updates must be scheduled to maintain compliance standards as regulations evolve. By strengthening security protocols, we safeguard tenant data and build trust within our user base.
Acceptance Criteria: Tenant uploads necessary application documents through the Integrated Document Verification tool.

Given a tenant is logged in, when they upload their application documents, then the documents must be encrypted during upload and stored securely with end-to-end encryption.

Property manager attempts to access tenant-uploaded documents for verification.

Given a property manager is logged into the platform, when they access the uploaded documents, then they must go through a user authentication process to verify their identity before accessing any tenant information.

Audit is conducted on the handling of tenant information to ensure ongoing compliance with data protection laws.

Given that regular audits are scheduled, when an audit is performed, then all document handling processes must comply with local data protection laws and show no incidents of unauthorized access.

Tenant requests to update their uploaded documents.

Given a tenant has uploaded documents, when they request to update any document, then the new document must also undergo encryption during upload and replace the previous version securely.

System updates are performed to maintain compliance with evolving data protection regulations.

Given there are new data protection regulations, when a system update is executed, then the update must include adjustments to security protocols that reflect the latest compliance requirements.

Tenant accesses their information to review the uploaded documents and status.

Given a tenant is logged into their account, when they navigate to the document verification section, then they must be able to view their uploaded documents only after successfully authenticating their identity.

Historical Document Access

User Story: As a property manager, I want access to historical application documents so that I can retrieve past information quickly when working on tenant issues or lease renewals.
Description: The historical document access requirement will provide property managers with the ability to view and retrieve past application documents uploaded by tenants. This feature must include a user-friendly searchable archive that allows filtering by tenant name, date, or document type. This capability will facilitate better record-keeping, allow for quick reference during tenant interactions, and support decision-making for lease renewals or reapplications. Ensuring that this archive is secure yet accessible is crucial for operational efficiency.
Acceptance Criteria: Property manager needs to access historical application documents for a tenant during a lease renewal discussion.

Given a property manager is logged into the AllotWiz platform, when they search for a tenant's name or document type, then the relevant historical documents should be displayed within 5 seconds, allowing them to click and view the documents.

Property manager wants to filter past application documents by date to review compliance and checklist during audits.

Given the property manager is using the document archive, when they apply a date filter, then only documents uploaded within the specified date range should appear in the search results.

Tenants request specific historical documents for their own reference while reapplying for a lease.

Given that tenants have access to their historical documents, when they request a specific document type, then they should be able to download or view it within 3 clicks without errors.

Property manager needs to ensure that access to historical documents complies with security protocols.

Given that the property manager is viewing historical documents, when they attempt to access a document, then the system should require authentication and show an access log that notes who accessed the documents and when.

Property manager is conducting a performance evaluation of tenants based on past interactions and documents.

Given the property manager is evaluating tenant performance, when they view historical documents, then they should be able to see annotations or comments made during prior reviews, if any exist.

Property manager is performing a batch review of all tenant documents for any discrepancies in the application process.

Given the property manager is in the historical document access section, when they select multiple documents, then they should be able to perform a bulk action, such as flagging anomalies or exporting the list of documents, successfully without system crashes.

Machine Learning Insights

Utilizing advanced machine learning algorithms, this feature learns from past application outcomes to improve future approval processes. By analyzing successful applications and tenant behaviors, it offers property managers insights on ideal tenant profiles, enhancing the accuracy of eligibility assessments. This capability leads to more consistent and informed approvals, minimizing the risk of complications later.

Requirements

Automated Tenant Profile Analysis

User Story: As a property manager, I want an automated analysis of tenant profiles so that I can quickly identify suitable tenants and streamline the approval process.
Description: This requirement focuses on the automation of tenant profile analysis using machine learning algorithms. By aggregating data from past applications, the system will generate insights regarding ideal tenant characteristics and behaviors. Property managers will benefit from enhanced accuracy in tenant screening, which minimizes the risk of complications associated with approving unsuitable applicants. This feature will integrate seamlessly within the AllotWiz platform, leveraging existing applicant data to continually refine the machine learning models for better future decision-making outcomes.
Acceptance Criteria: Automated Analysis of Tenant Applications to Improve Screening Processes

Given a set of historical tenant applications, when the tenant profile analysis process is initiated, then the machine learning model should successfully aggregate data and generate insights on at least three ideal tenant characteristics.

Integration of Tenant Profile Analysis into the AllotWiz Platform

Given that the tenant profile analysis feature is implemented, when a property manager accesses the tenant screening section, then they should see an option to initiate the automated analysis and receive a report of ideal tenant profiles within five minutes.

Continuous Improvement of Machine Learning Model with New Applications

Given that new tenant applications are submitted, when they are processed, then the system should automatically update the machine learning model with insights from these applications to refine future tenant evaluations.

Accuracy of Tenant Screening Decisions Based on Machine Learning Insights

Given that the machine learning insights are applied to tenant screening, when property managers follow these insights for 10 applications, then the approval rate of suitable tenants should increase by at least 20% compared to previous methods.

Reporting of Tenant Insights for Decision Making

Given the completion of tenant profile analysis, when the property manager requests a report, then they should receive a document highlighting the insights and recommending at least three tenant characteristics for consideration in the next applications.

User Feedback on the Tenant Profile Analysis Feature

Given the new tenant profile analysis feature is live, when property managers have used the feature for a month, then a feedback survey should reveal that at least 75% of users find it improves their screening effectiveness.

Error Handling During Tenant Profile Analysis Execution

Given that the tenant profile analysis fails due to data inconsistencies, when the error occurs, then the system should log the error and notify the property manager with a clear message indicating the issue within one minute.

Real-Time Insights Dashboard

User Story: As a property manager, I want a real-time dashboard of tenant insights so that I can make informed decisions quickly based on the latest data.
Description: The Real-Time Insights Dashboard requirement entails creating a visual interface that displays key metrics and insights derived from machine learning analyses of tenant applications. This dashboard will provide property managers with immediate access to essential data, such as the probability of approval for applicants based on past trends and patterns. It will enhance decision-making capabilities, allowing property managers to make faster and more informed choices, while also providing historical context for future applications within a user-friendly visual format.
Acceptance Criteria: Accessing the Real-Time Insights Dashboard for the first time to assess applicant approval probabilities.

Given the user is logged into the AllotWiz platform When they navigate to the 'Insights Dashboard' Then the dashboard should load within 3 seconds and display accurate key metrics such as approval probabilities based on past tenant applications.

Using the Real-Time Insights Dashboard to analyze the approval probability of a new loan application against historical data.

Given the user has selected an applicant profile on the dashboard When they view the probability of approval section Then the displayed probability should match the calculated value based on at least the last 100 tenant application outcomes.

Customizing the Real-Time Insights Dashboard to show preferred metrics and visualizations according to the user's needs.

Given the user is on the Insights Dashboard When they select specific metrics to display Then the dashboard should update in real-time to show only the selected metrics without requiring a page refresh.

Reviewing historical application data on the Real-Time Insights Dashboard.

Given the user has accessed the Insights Dashboard When they select the 'Historical Data' option Then they should be able to view a comprehensive list of past application outcomes with filters for date and application status.

Receiving real-time alerts on the Insights Dashboard for new applications with low approval probabilities.

Given the user is monitoring the Insights Dashboard When a new application with less than a 40% approval probability is submitted Then an alert should be triggered and displayed prominently on the dashboard.

Comparing different applicant profiles using the Real-Time Insights Dashboard's comparison feature.

Given the user has selected multiple applicants to compare When they initiate the comparison Then the dashboard should display side-by-side metrics for all selected applicants within 2 seconds.

Feedback Loop Mechanism

User Story: As a property manager, I want to provide feedback on tenant applications so that the system can learn from my experiences and improve its recommendations over time.
Description: This requirement involves implementing a feedback loop mechanism where property managers can provide feedback on the machine learning insights after the application process. The purpose of this feedback is to continually improve the accuracy of the algorithms. By allowing users to rate the success of tenant approvals or denials, the system will learn from this feedback, gradually enhancing its predictive capabilities. This will ensure that the insights become increasingly reliable over time, evolving alongside changing rental market dynamics and tenant behaviors.
Acceptance Criteria: Property managers submit feedback on tenant application outcomes to continuously refine machine learning insights after their approval process.

Given a property manager has completed an application process, when they submit feedback on the decision outcome (approval/denial), then the system should register the feedback accurately and update the machine learning model accordingly.

Users can access the feedback loop mechanism through a dedicated section in the AllotWiz platform.

Given a property manager is logged into the AllotWiz platform, when they navigate to the feedback loop section, then they should see options to submit feedback on past tenant application outcomes with a clear UI and guidance provided.

The machine learning system processes the collected feedback to improve future predictions in real-time.

Given feedback has been submitted, when the machine learning model processes the feedback, then the model should adjust its predictions based on the majority of feedback submitted for similar application types, reflected in future eligibility assessments.

Property managers receive updates on how their feedback has influenced machine learning insights over time.

Given a property manager has submitted feedback, when they check their dashboard, then they should see a report detailing the impact of their feedback on the machine learning model performance over the last quarter.

The feedback submission process is evaluated for time efficiency and user experience.

Given a property manager submits feedback, when they complete the process, then they should receive confirmation that their feedback was submitted within 2 minutes, and the UI should be intuitive and easy to navigate.

An admin can review and analyze aggregated feedback to identify trends and make further improvements to the machine learning model.

Given an admin is accessing the feedback analysis tool, when they view the feedback received, then they should see categorized reports that highlight trends in tenant application outcomes and suggestions for model improvements.

Customizable Reporting Features

User Story: As a property manager, I want to create custom reports from tenant data so that I can focus on the metrics that matter most to my business.
Description: The Customizable Reporting Features requirement emphasizes the development of reporting tools that allow property managers to create tailored reports based on machine learning insights. With this feature, users can select specific metrics, such as approval rates, tenant demographics, and application trends, to generate custom reports that align with their operational needs. This functionality will support strategic decision-making and operational adjustments by providing property managers with data that is relevant and actionable, thus enhancing overall efficiency within the management process.
Acceptance Criteria: Generating a Custom Report for Tenant Approval Rates Based on Machine Learning Insights.

Given a property manager selects the 'Approval Rates' metric from the reporting tool, when they request a report, then the system should generate a report showing approval rates for the last 12 months, detailing trends and significant changes in approval rates.

Creating a Tenant Demographics Report from Machine Learning Data.

Given a property manager wants to analyze tenant demographics, when they select 'Tenant Demographics' and specify the required parameters (such as age, income, and occupation), then the system should generate a detailed report including graphs and charts representing the demographic distribution of applicants.

Customizing an Application Trends Report for Strategic Decision Making.

Given a property manager identifies the need to analyze application trends, when they choose 'Application Trends' and customize the date range and specific metrics (e.g., rejection rates), then the system should provide an accurate report reflecting the selected trends, supporting strategic planning.

Exporting Generated Reports to Different Formats for Shareability.

Given a customized report is generated by the property manager, when they select the 'Export' option, then the system should allow export to multiple formats (PDF, Excel, CSV) without loss of data integrity or format.

Scheduling Automated Reports for Regular Insights on Key Metrics.

Given a property manager wants to receive regular insights, when they set up an automated schedule for specific reports, then the system should automatically email the reports at the designated time intervals without additional input required from the manager.

Validating the Accuracy of Reports Against Tenant Application Data.

Given a report has been generated, when a property manager compares the report metrics against the actual tenant application data recorded, then the metrics should match accurately within a 5% margin of error to validate the reliability of the report.

Ensuring User-Friendliness of the Custom Report Creation Tool.

Given a property manager accesses the custom report creation tool, when they navigate through the options for creating a report, then the interface should be intuitive, requiring no more than three clicks to generate a desired report, and include a help section for guidance.

Integration with Existing Screening Tools

User Story: As a property manager, I want to integrate machine learning insights with my existing screening tools so that I can maintain my current workflow while benefiting from better data.
Description: This requirement entails the seamless integration of machine learning insights with existing tenant screening tools used by property managers. The goal is to ensure that property managers can utilize the enhanced capabilities offered by the machine learning feature while still leveraging their current tools and processes. This integration should allow for a smooth transition without disrupting existing workflows, facilitating the immediate utility of the new insights in conjunction with familiar systems.
Acceptance Criteria: Seamless transition from existing screening tools to AllotWiz's machine learning insights.

Given that a property manager is using an existing tenant screening tool, when they integrate this tool with AllotWiz, then they should be able to access machine learning insights without any system errors or disruptions to their workflow.

Utilizing machine learning insights during the tenant screening process.

Given that the integration is successful, when property managers input tenant application data, then they should receive machine learning-based insights on ideal tenant profiles within 5 seconds.

Enhancing accuracy of eligibility assessments with integrated machine learning insights.

Given that a property manager utilizes the combined screening tools, when they assess tenant applications, then the rate of accurate approvals should increase by at least 20% within the first three months of integration.

Data compatibility between AllotWiz and existing tools for tenant screening.

Given that existing tenant screening tools are operational, when data is shared with AllotWiz, then there should be a lossless transfer of at least 95% of pertinent application data fields.

User training for property managers on the new integrated system.

Given that the integration is complete, when the training session is conducted, then at least 90% of attendees should report confidence in using the new insights feature during tenant screening.

Reporting functionality post-integration.

Given that the integration with existing screening tools is in place, when the property manager generates a report on tenant approvals, then the report should include analysis from both the existing tool and machine learning insights, showing overall improved approval metrics.

User Training and Support Materials

User Story: As a property manager, I want access to training materials for machine learning insights so that I can understand how to utilize the feature effectively.
Description: The User Training and Support Materials requirement involves creating comprehensive training materials and support resources to help property managers effectively utilize the machine learning insights feature. These materials will include tutorials, best practices, and FAQs to empower users to leverage the new capabilities to their fullest potential. Ensuring that users are well-informed and comfortable with the system will be key to achieving optimal outcomes and high user satisfaction.
Acceptance Criteria: User Training Completion and Understanding Assessment

Given that the user has completed the training materials, when they take the understanding assessment, then at least 80% of the questions must be answered correctly to validate the effectiveness of the training materials.

Availability of Training Materials

Given that a user accesses the training section of the platform, when they search for training materials, then all published materials (tutorials, best practices, FAQs) must be readily accessible without technical issues.

User Feedback Collection after Training

Given that users have completed the training materials, when a feedback form is sent out, then at least 70% of respondents must indicate that the materials met their needs and expectations.

Integration of Training Materials in Onboarding Process

Given that new users are onboarded to the platform, when they view the onboarding schedule, then the training for machine learning insights must be included as part of the initial onboarding process.

Regular Updates to Support Materials

Given the evolving nature of the machine learning insights feature, when new versions of the software are released, then the corresponding training and support materials must be updated within two weeks after the release.

Accessibility of Support Resources

Given that a user encounters a problem while using the machine learning insights feature, when they access the support section, then they should find help articles relevant to their issue with a response time of less than 24 hours for support requests.

Instant Feedback Mechanism

This feature enables property managers to provide immediate, constructive feedback to applicants whose applications do not meet certain criteria. By explaining the reasons for denial and suggesting potential ways to strengthen future applications, property managers create a supportive experience that encourages applicants to improve their candidacy in the future.

Requirements

Feedback Explanation Module

User Story: As a property manager, I want to provide specific feedback to applicants whose applications are denied so that they can understand their shortcomings and improve their future applications.
Description: This requirement outlines the development of a module within the Instant Feedback Mechanism that allows property managers to provide detailed explanations for application denials. The system will automatically generate personalized feedback based on the criteria that were not met, ensuring applicants understand the reasons behind their denial. This feature not only helps improve applicant experience but also builds trust in the application process as it promotes transparency and constructive feedback, ultimately fostering a supportive environment for applicants seeking to enhance their qualifications in future submissions.
Acceptance Criteria: Property manager uses the Feedback Explanation Module to provide denial reasons to an applicant after their application for a rental property is rejected due to insufficient credit score.

Given a property manager reviews an application and identifies a credit score issue, when they use the Feedback Explanation Module, then the system must generate a detailed explanation stating the insufficient credit score as the reason for denial along with suggestions for improvement.

An applicant receives a feedback notification via email that includes personalized feedback about why their application was denied.

Given that an application has been denied, when the Feedback Explanation Module is used by the property manager, then the applicant must receive an email containing a detailed explanation of the reasons for denial and actionable steps for future applications.

Property manager requests to modify the feedback explanation templates to better align with specific application criteria.

Given a property manager wants to customize feedback messages, when they access the template settings in the Feedback Explanation Module, then they should be able to edit predefined messages to reflect the criteria checked during application processing.

The system logs each feedback provided through the Feedback Explanation Module for reporting purposes.

Given a feedback explanation is generated, when the property manager submits the feedback, then the system must log the details of the feedback and the associated applicant's information in the database for auditing and reporting.

An applicant can view their application history, including feedback from previous submissions through the user portal.

Given an applicant logs into their account, when they navigate to the application history page, then they must see a list of previous applications along with the corresponding feedback provided by property managers.

Feedback provided by the module adheres to predefined tone and language guidelines to ensure professionalism and clarity.

Given feedback is generated by the Feedback Explanation Module, when the feedback is reviewed, then it must comply with the established guidelines for tone and clarity as defined in the system settings.

The Feedback Explanation Module integrates with the tenant screening criteria and accurately reflects changes in criteria based on policy updates.

Given that tenant screening criteria are updated, when the Feedback Explanation Module is accessed, then the feedback generated must reflect the most current criteria and guidelines effective from the date of update.

Optimized Feedback Templates

User Story: As a property manager, I want to use standardized feedback templates for applicant denials so that I can efficiently provide consistent and effective communication regarding application outcomes.
Description: This requirement involves creating a set of customizable feedback templates that property managers can use to streamline the provision of feedback to applicants. These templates will cover various scenarios, ensuring that feedback is constructive, consistent, and aligns with company policies. Property managers can personalize these templates as needed, enabling them to efficiently communicate proactively with applicants. This feature will enhance the speed and efficiency of the feedback process while maintaining high-quality communication with applicants.
Acceptance Criteria: Property managers want to instantly provide feedback to applicants who did not meet the criteria for their application using predefined templates.

Given a property manager is in the feedback section after reviewing an application, when they select a feedback template, then the template should populate the feedback field with relevant information based on the selected template.

Property managers need to edit the text in the feedback templates to personalize their communication to applicants while maintaining the core message.

Given a property manager has selected a feedback template, when they edit any part of the text and save it, then the changes should be reflected in the template for future use.

Property managers wish to ensure that all feedback provided to applicants aligns with company policies and quality standards.

Given a property manager accesses the feedback template library, when they review a template, then the template should include a checklist indicating compliance with company policies and quality standards.

Property managers want to save time when responding to multiple applicants with similar reasons for denial.

Given a property manager is providing feedback to multiple applicants, when they use the same feedback template for different applicants, then the system should allow them to send feedback without re-typing the reasons for denial each time.

Property managers want to evaluate the effectiveness of different feedback templates over time based on applicant responses.

Given a property manager has sent feedback using different templates, when they access feedback analytics, then the system should display metrics on applicant response rates according to the selected templates.

Property managers need to ensure consistency in the tone and content of feedback across all communication.

Given a property manager uses the feedback templates, when they send feedback to applicants, then the feedback should reflect a consistent tone and message as defined in the template guidelines.

Applicant Follow-up Reminder System

User Story: As a property manager, I want to set reminders for myself to follow up with applicants who received feedback so that I can provide continued support and encouragement for their future applications.
Description: This requirement necessitates the development of a follow-up reminder system integrated within the Instant Feedback Mechanism. After providing feedback, the system will automatically schedule reminders for property managers to follow up with applicants after a specified period. This follow-up can involve checking if applicants have made progress on addressing the feedback or if they have any further questions. This will help maintain engagement with applicants and encourage them to continue improving their applications.
Acceptance Criteria: Automatic scheduling of follow-up reminders for property managers after providing feedback to applicants.

Given a property manager has provided feedback to an applicant, when the feedback is submitted, then a follow-up reminder should be automatically scheduled for 7 days later.

Property managers receive notifications about upcoming follow-up reminders.

Given a follow-up reminder has been scheduled, when the reminder date approaches, then the property manager should receive a notification 24 hours in advance.

Property managers can view a list of all scheduled follow-up reminders in the dashboard.

Given the property manager accesses their dashboard, when they navigate to the follow-up reminders section, then they should see a list of all scheduled reminders with applicant details.

Property managers can customize the duration for follow-up reminders based on their preferences.

Given a property manager is in the settings menu, when they adjust the follow-up reminder duration, then the new duration should be applied to all future reminders for applicants.

Property managers can mark follow-up reminders as completed after checking in with applicants.

Given a property manager has completed a follow-up with an applicant, when they mark the reminder as completed on their dashboard, then that reminder should be removed from the scheduled list.

Property managers can view feedback history for applicants along with follow-up reminders.

Given a property manager views an applicant's profile, when they look at the feedback section, then they should see a history of feedback provided and any associated follow-up reminders.

Analytics Dashboard for Feedback Trends

User Story: As a property manager, I want to visualize feedback trends and common denial reasons in an analytics dashboard so that I can improve our applicant screening process based on data-driven insights.
Description: This requirement calls for the creation of an analytics dashboard that tracks and displays feedback trends over time. Property managers can utilize this dashboard to analyze common reasons for application denials, enabling them to identify patterns and make informed decisions about potential changes in the screening process. By leveraging these insights, property managers can enhance their applicant criteria based on historical data, ultimately improving the overall applicant pool quality.
Acceptance Criteria: Property managers want to access the analytics dashboard to view trends in application feedback over the last six months, focusing on the most common reasons for application denials. They need to understand these trends to identify areas for improvement in their screening criteria.

Given that the property manager is logged into AllotWiz, When they navigate to the analytics dashboard, Then the dashboard should display a graph of application denial reasons for the past six months, with the ability to filter by date and property type.

After reviewing the analytics dashboard, a property manager wants to compare the latest denial trends with previous data to assess the effectiveness of recent changes made to the application criteria.

Given that the property manager has accessed the analytics dashboard, When they select a comparison feature between the current and previous month’s data, Then the dashboard should show a comparative analysis of denial reasons, highlighting any changes in trends.

A property manager requires detailed insights into specific feedback trends over time based on different applicant demographics such as age, income, and occupation, to tailor their criteria accordingly.

Given that the property manager is using the analytics dashboard, When they apply demographic filters to the feedback trend analysis, Then the dashboard should dynamically update to display insights related to those demographics, including visual graphs and tables.

During a team meeting, the property manager wants to present data from the analytics dashboard to support their proposal for revising application criteria based on denial trends.

Given that the property manager is on the analytics dashboard, When they click on the export option, Then they should be able to download a comprehensive report in PDF format that includes graphs, key metrics, and insights on application feedback trends.

A property manager receives complaints from applicants about unclear denial messages. They want to analyze the feedback data to identify any patterns or common phrases in the denial messages that could be improved.

Given that there is feedback data on application denials in the analytics dashboard, When the property manager selects the option to view feedback comments alongside trends, Then it should display a summary of the most common phrases used in denial messages and their corresponding denial reasons.

Property managers need to ensure that the analytics dashboard is user-friendly and allows for easy navigation to enhance their understanding of feedback trends.

Given that a new user is accessing the analytics dashboard for the first time, When they explore the interface, Then they should be able to locate all primary features including trend analysis, filters, and export options without assistance, demonstrating intuitive design.

A property manager wants to ensure that the feedback trends displayed on the analytics dashboard are updated in real-time as new applications are processed and denials are made.

Given that the property manager is viewing the analytics dashboard, When new application feedback is logged into the system, Then the feedback trends should automatically refresh to include the latest data within a five-minute interval.

Multi-channel Feedback Delivery

User Story: As a property manager, I want to choose various communication channels to send feedback to applicants so that they receive it in a method that best suits their preferences.
Description: This requirement addresses the need for a multi-channel approach to deliver feedback to applicants. Property managers should be able to send feedback through different channels such as email, SMS, or in-app notifications. This flexibility ensures that applicants receive the feedback promptly and through their preferred communication method, enhancing the overall user experience and ensuring that important information is not missed.
Acceptance Criteria: Property managers want to provide feedback to applicants who applied for rental properties but did not meet the criteria, using multiple communication channels to ensure effective delivery.

Given an applicant receives feedback, When the property manager chooses a communication method (email, SMS, in-app notification), Then the applicant should receive the feedback through the selected method without delay.

A property manager needs to send constructive feedback to multiple applicants whose applications were denied, ensuring each applicant receives personalized feedback based on their specific situation.

Given multiple applicants are denied, When the property manager sends feedback to all applicants, Then each applicant should receive individualized feedback that addresses their unique application circumstances.

An applicant prefers to receive all communications via SMS and has previously selected this preference in their profile settings.

Given an applicant has set their communication preference to SMS, When the property manager sends feedback, Then the feedback should be delivered via SMS as per the applicant's preference and recorded in the communication log.

A property manager occasionally must send urgent feedback to an applicant about missing or incorrect information in their application form.

Given the property manager identifies urgent feedback needs, When the feedback is sent, Then it must be flagged as urgent and received immediately through the applicant’s designated communication channel.

An applicant didn’t receive the feedback email and is inquiring about it after the feedback was sent.

Integration with Applicant Portal

User Story: As an applicant, I want to access my application feedback through the applicant portal so that I can easily understand why my application was denied and what improvements I can make for the future.
Description: This requirement involves integrating the Instant Feedback Mechanism with the existing applicant portal. Applicants will be able to view their feedback directly through their portal, ensuring they have easy access to the information needed to understand their application status. This integration will enhance the transparency of the application process and improve user satisfaction by allowing applicants to self-serve their feedback without needing to contact property managers directly.
Acceptance Criteria: Applicant views feedback after an application denial through the applicant portal.

Given an applicant has submitted an application, when the application is reviewed and denied, then the applicant should receive immediate access to detailed feedback through their portal outlining the reasons for denial and suggestions for future applications.

Property manager updates feedback for an applicant in real-time.

Given a property manager updates feedback for an applicant's denied application, when the feedback is saved, then the updated feedback should reflect instantly in the applicant's portal without any significant delay.

Applicants access the portal to retrieve feedback for clarity on their application status.

Given an applicant logs into their portal, when they navigate to the feedback section, then they should be able to view a history of all feedback received on their applications with timestamps and the option to download the report.

Performance metrics tracked for feedback effectiveness.

Given the Instant Feedback Mechanism is integrated, when applicants received feedback, then the system should track and report on metrics such as applicant re-application rates and applicant satisfaction scores within the feedback segment.

Integration testing between the applicant portal and the feedback mechanism.

Given the applicant portal and feedback mechanism are linked, when a test feedback entry is created, then it should properly display in the applicant's portal without errors, ensuring all data fields are populated accurately.

Accessibility features in the feedback display.

Given that feedback is displayed to the applicants in their portal, when the feedback is rendered, then it should comply with accessibility standards (WCAG 2.1) to ensure all applicants, including those with disabilities, can access the information easily.

Security checks on feedback data exposure.

Given that sensitive information may be included in feedback, when an applicant views their feedback, then the system should ensure proper authentication and authorization measures are in place to prevent unauthorized access to applicant feedback.

Customizable Approval Criteria

Property managers can customize their application approval criteria based on property-specific requirements or market trends. This feature allows users to adapt their algorithms and eligibility parameters, tailoring the evaluation process to best suit their target tenant demographic. By aligning approval criteria to specific property needs, managers can attract ideal tenants while enhancing overall retention.

Requirements

Approval Criteria Configuration

User Story: As a property manager, I want to customize my application approval criteria so that I can select tenants that best fit my property’s target demographic and enhance tenant satisfaction.
Description: The Approval Criteria Configuration requirement allows property managers to define and customize specific application approval standards based on varying property needs and tenant demographics. This functionality enables the creation of flexible algorithms that take into account criteria such as credit history, income levels, and rental references. It enhances the property management experience by ensuring that property managers can attract a tenant pool that aligns perfectly with their property specifications. The ability to modify these criteria also ensures that managers remain responsive to changing market trends, ultimately improving tenant satisfaction and retention. Implementation will involve user-friendly interfaces for selection and input of criteria, as well as back-end systems to support algorithm modifications and evaluations.
Acceptance Criteria: Customizing Approval Criteria to Attract the Ideal Tenant Profile

Given a property manager is logged into the AllotWiz platform, when they navigate to the Approval Criteria Configuration section and modify criteria such as minimum credit score and income requirements, then the system must save these changes and reflect them in the tenant application form.

Updating Approval Criteria in Response to Market Trends

Given a property manager recognizes a market trend indicating a need for more flexible income requirements, when they adjust the income criteria to be 10% lower than previously set, then the system should allow successful submission of applications that meet the new standard.

Testing Tenant Applications Against Customized Criteria

Given a tenant applies with relevant documents, when their application is submitted, then the system should automatically evaluate the application against the current approval criteria and provide a clear acceptance or rejection response within 24 hours.

Evaluating the Impact of Approval Criteria on Tenant Satisfaction

Given property management has been using customized approval criteria for three months, when a survey is conducted with tenants, then at least 80% should report satisfaction with the application process and perceived fairness of the criteria used.

Ensuring Compliance with Legal Standards in Approval Criteria

Given the approval criteria include income verification and credit checks, when the manager configures these criteria, then the system must prompt compliance reminders for applicable fair housing laws.

User-Friendly Interface for Approval Criteria Configurations

Given a property manager accesses the Approval Criteria Configuration page, when they attempt to modify various parameters, then the interface should provide clear guidance and validation messages for each field to ensure correct input.

Dynamic Criteria Adaptation

User Story: As a property manager, I want the ability to automatically adapt my approval criteria based on market trends so that I can optimize tenant matches and reduce vacancy rates.
Description: This requirement revolves around creating a feature that allows property managers to dynamically adapt approval criteria in response to market changes or tenant feedback. By monitoring tenant applications and performance, the system will suggest modifications to eligibility parameters to optimize approval rates and retention. This real-time adaptability ensures that property managers can capitalize on market trends and tenant preferences, thus streamlining the approval process and reducing vacancies. The integration with existing analytics tools will provide data-driven insights to inform these adaptations effectively. It would also require backend support for monitoring tenant data and criteria updates.
Acceptance Criteria: Dynamic Adaptation of Approval Criteria Based on External Market Trends

Given that property managers can access external market data, when the market trend indicates a change in tenant demographics, then the system must automatically suggest revised approval criteria that reflect the new market demands.

Real-time Monitoring of Tenant Applications

Given that property managers receive tenant applications, when a tenant application meets an existing approval criterion, then the application should be automatically flagged for review based on dynamic criteria suggesting adaptations based on past performance.

Integration with Analytics Tools for Data-Driven Insights

Given that the system collects data from both tenant applications and performance metrics, when data is processed through the integrated analytics tool, then the system must provide insights and suggestions for adjusting the approval criteria to optimize retention.

User-Friendly Interface for Manual Adjustments

Given that property managers may want to manually adjust approval criteria, when accessing the customizable approval settings, then the interface must allow for easy modifications of eligibility parameters without requiring technical expertise.

Feedback Mechanism for Tenant Input on Criteria

Given that tenants have the opportunity to provide feedback on the application process, when this feedback is collected, then the system should analyze it and suggest potential adjustments to approval criteria based on tenant preferences and experiences.

Historical Data Analysis for Trend Monitoring

Given that historical tenant application data is available, when a property manager reviews past application outcomes, then the system must highlight patterns and trends in tenant behavior that could impact approval criteria adjustments.

Approval Criteria Analytics Dashboard

User Story: As a property manager, I want to see an analytics dashboard that presents data on approval criteria performance so that I can make informed adjustments and enhance tenant satisfaction.
Description: The Approval Criteria Analytics Dashboard requirement entails developing a dedicated section within the AllotWiz platform that visualizes the effectiveness of current approval criteria. This dashboard will compile and display data on applicant success rates, reasons for application rejection, and demographic information of tenants. By analyzing this data, property managers can make informed decisions on refining their approval processes. Access to this performance data empowers users to continually enhance the tenant selection process and improve overall satisfaction and retention rates. Integration with existing reporting tools will ensure that the dashboard is comprehensive and user-friendly.
Acceptance Criteria: As a property manager, I want to view the approval criteria analytics dashboard to analyze the success rates of various applicant profiles based on the criteria I set.

Given that the property manager is logged into the AllotWiz platform, when they navigate to the Approval Criteria Analytics Dashboard, then they should see a visual representation of applicant success rates, broken down by demographic information.

As a property manager, I need to identify specific reasons for application rejections to refine my criteria effectively.

Given that the data is being compiled in the dashboard, when the property manager accesses the rejection statistics section, then they should see a list of reasons for application rejection, along with the percentage for each reason.

As a property manager, I want to compare historical approval criteria performance to current metrics to assess changes over time.

Given that the property manager selects a date range in the dashboard, when they request a comparison report, then they should receive a side-by-side comparison of historical approval metrics and current metrics in the specified range.

As a user, I want to receive notifications for significant changes in approval metrics to adjust my strategies promptly.

Given that the approval metrics display significant changes, when the property manager's metrics exceed defined thresholds, then the system should send automatic notifications via email or within the platform.

As a property manager, I need the dashboard to be user-friendly and visually appealing to ensure easy interpretation of data.

Given that the dashboard is accessed by multiple users, when users interact with the analytics dashboard, then they should report an ease of use rating of 85% or higher during usability testing.

As a property manager, I want to ensure the dashboard integrates smoothly with existing reporting tools for consolidated data analysis.

Given that the property manager is using the dashboard, when they attempt to export data, then the exported data should be compatible and function correctly with at least three specified external reporting tools.

Seamless Integration with Credit Bureaus

With this feature, property managers can instantly access credit reports from major credit bureaus during the application process. By assessing creditworthiness efficiently, property managers can make quicker, informed decisions regarding an applicant's reliability, maintaining a comprehensive view of tenant qualifications while ensuring that all necessary checks are completed expediently.

Requirements

Real-time Credit Report Access

User Story: As a property manager, I want to access real-time credit reports during tenant screening so that I can quickly assess applicants' creditworthiness without delays.
Description: This requirement focuses on enabling instant access to live credit reports from major credit bureaus during the tenant application process. Through an API integration, property managers can fetch and view credit reports directly within the AllotWiz platform, streamlining the qualification process. The benefits include faster decision-making, enhanced accuracy in assessing tenant suitability, and improved regulatory compliance by ensuring credit checks are performed consistently. This integration is crucial for reducing application turnaround times and increasing overall efficiency, thereby improving the tenant onboarding experience.
Acceptance Criteria: Property Manager retrieves a credit report during the tenant application process within the AllotWiz platform.

Given the property manager is logged into the AllotWiz platform, when they select a tenant application and request a credit report, then the system should display the credit report from the selected bureau within 30 seconds.

Integration with major credit bureaus has been set up and is functional.

Given the API integration is active, when a property manager requests a credit report, then the system should successfully retrieve data from at least one major credit bureau without errors 95% of the time.

A property manager needs to comply with legal requirements for credit checks.

Given all necessary permissions and compliance checks are in place, when a property manager accesses a tenant’s credit report, then the system should log the request details, including time, user ID, and report fetched, for compliance auditing.

Once a credit report is retrieved, property managers should be able to view the report's key metrics immediately.

Given a credit report has been successfully fetched, when the property manager views the report, then they should see key metrics such as credit score, credit history, and outstanding debts displayed clearly on the dashboard.

The credit report fetched must be accurate and meet approval criteria for tenant applications.

Given a credit report is obtained from a bureau, when it is presented to the property manager, then the accuracy of the report must be verified against the tenant's provided information, ensuring a match in at least 90% of the data points.

A property manager wants to ensure that the credit report retrieval process is user-friendly and efficient.

Given the property manager is using the AllotWiz platform, when they navigate to the tenant application section, then the process of requesting and viewing a credit report should take no longer than 3 clicks to complete.

Ensuring that the integration is robust and functions under peak usage.

Given the platform is under load, when multiple property managers request credit reports simultaneously, then the system should maintain an uptime of at least 99.5% during peak hours without performance degradation.

Automated Alerts for Negative Credit Findings

User Story: As a property manager, I want to receive automated alerts for negative credit findings so that I can quickly evaluate whether to proceed with an applicant.
Description: This requirement entails setting up automated notifications for property managers when a credit report reveals negative findings. When a credit report is retrieved, the system should analyze the results and flag any concerning credit scores or issues such as evictions or bankruptcies. The benefit of this feature lies in enabling quicker reactions to potentially unreliable applicants, allowing property managers to make informed decisions and reducing the risk of tenant-related issues. This automation also ensures a standard operating procedure is followed for each application.
Acceptance Criteria: Automatically alert property managers when a negative finding is detected in a tenant's credit report after an application is submitted.

Given a credit report has been retrieved, when negative findings such as low credit score, evictions, or bankruptcies are detected, then an automated alert should be sent to the property manager.

Ensure that automated alerts are received in real-time by the property managers during the application review process.

Given the feature is enabled, when a credit report is analyzed, then the alert should be sent within 5 minutes of the analysis completion.

Verify that the alerts include detailed information regarding the negative credit findings for the property managers to review.

Given a negative finding is detected, when the alert is generated, then it should include the specific details of the negative record along with the applicant’s name and the date of the report.

Confirm that property managers can customize the threshold for what constitutes a negative finding that triggers an alert.

Given that a property manager is in the settings section, when they set a custom threshold for credit scores or negative factors, then the system should reflect this setting in future alerts.

Validate that automated alerts are logged within the system for tracking and review purposes.

Given an alert has been generated, when the property manager reviews alerts, then all previous alerts should be logged with timestamps and relevant applicant details.

Ensure that alerts can be disabled for specific applications or property managers if needed.

Given a property manager wants to disable alerts for a specific application, when they toggle the alert setting, then alerts for that application should be disabled without affecting others.

Test the system's robustness by validating that alerts can still be sent during peak load times without failure.

Given the system is under heavy load, when a negative finding is detected, then the alert should still be sent within 10 minutes without any system errors or delays.

Credit Score Comparison Tool

User Story: As a property manager, I want to compare applicants' credit scores against market averages so that I can assess their reliability in the context of similar applicants.
Description: This requirement introduces a tool for comparing applicant credit scores against industry benchmarks or statistical averages within the market. This feature will provide property managers with context regarding the applicant’s creditworthiness, helping them to make more informed decisions based on localized data. The tool will also offer insights into the risks associated with applicants based on their credit scores relative to these benchmarks. The advantage of this comparison tool is that it supports better risk management strategies when approving or denying applications.
Acceptance Criteria: Credit Score Comparison during Tenant Application Review

Given a property manager receives a tenant application, When they input the applicant's credit score into the comparison tool, Then the system should display the applicant's credit score alongside relevant industry benchmarks and statistical averages.

Visual Representation of Credit Data

Given that the property manager is using the credit score comparison tool, When the credit scores are compared, Then the tool should provide a visual graph or chart that clearly illustrates how the applicant's score compares to the benchmarks.

Insights on Risk Associated with Credit Scores

Given an applicant's credit score, When the property manager views the comparison analysis, Then the system should provide contextual insights regarding the potential risks or benefits of approving the applicant based on their score relative to benchmarks.

Alerts for Subpar Credit Scores

Given that a property manager is reviewing multiple tenant applications, When an applicant's credit score falls below a specified threshold compared to benchmarks, Then the system should notify the property manager with an alert indicating potential risk.

Integration with Existing Applicant Tracking System

Given an active tenant application process, When the property manager uses the credit score comparison tool, Then the tool should seamlessly integrate and pull data from the existing applicant tracking system without data loss or discrepancies.

Access Permissions for Credit Score Comparison Tool

Given multiple users in the property management platform, When a user attempts to access the credit score comparison tool, Then the system should enforce permission settings to ensure only authorized users can view and use the tool.

Performance Metrics Reporting

Given that the credit score comparison tool has been used for several applications, When the property manager generates a report, Then the system should include metrics such as the number of comparisons made, the average credit score of approved applicants, and the date range for the evaluations.

Historical Credit Report Access

User Story: As a property manager, I want to access historical credit reports for previous applicants so that I can identify trends and make more informed decisions.
Description: This requirement allows property managers to view historical credit report data for previous applicants. Maintaining a database of credit report history can assist property managers in identifying patterns in applicants' credit behavior over time, thereby enhancing the decision-making process. This capability ensures data continuity and allows property managers to track credit trends in potential tenants, helping them make more educated evaluations based on a broader scope of data. It is especially helpful in situations with applicants who may not have recent credit activity.
Acceptance Criteria: Accessing Historical Credit Reports for a New Applicant

Given a property manager requests access to historical credit reports for an applicant, when the request is processed, then the system should retrieve and display all available historical credit reports associated with the applicant within 5 seconds.

Identifying Trends in Credit Behavior

Given property managers access the historical credit report database, when they analyze reports from multiple applicants, then the system should provide a graphical trend analysis that illustrates patterns in credit behavior over a user-defined date range.

Evaluating Creditworthiness with Historical Data

Given a property manager is evaluating an applicant’s creditworthiness, when they view the applicant’s historical credit reports, then they should see a comprehensive score summary that includes previous credit scores, payment histories, and any bankruptcies or liens.

Ensuring Data Completeness in Historical Reports

Given a property manager is reviewing historical credit reports, when they select a report, then all relevant data points including score, date, and issuer should be complete and properly formatted without missing information.

User Notifications for Missing Historical Data

Given a property manager searches for an applicant's historical credit report and no data is found, when the search concludes, then the system should notify the user that no historical records are available and provide guidance on next steps.

Securing Historical Credit Report Access

Given a property manager attempts to access historical credit reports, when they do so, then the system should ensure that proper authentication and authorization checks are in place before displaying any sensitive data.

Audit Trail of Historical Report Access

Given a property manager accesses a historical credit report, when they do so, then the system should log the access event with timestamp and user details while ensuring this log is viewable by system administrators only.

Credit Reporting Compliance Tracker

User Story: As a property manager, I want a compliance tracker for credit reporting so that I can ensure I follow all legal regulations associated with tenant screening.
Description: This requirement includes a feature for tracking compliance with credit reporting regulations, ensuring that property managers adhere to legal obligations when accessing and using credit reports. The implementation of this tracker will include reminders for property managers regarding permissible use and proper disclosure. Benefits include reducing the risk of non-compliance penalties, ensuring fair hiring practices, and promoting transparency in the tenant screening process. Ultimately, this feature contributes to the professionalism and liability reduction for property management operations.
Acceptance Criteria: Property managers are initiating a tenant application process and need to check an applicant's credit report to determine their eligibility.

Given that the property manager is logged into AllotWiz, when they access the credit reporting feature and input the applicant's details, then they should receive the credit report within 30 seconds with all necessary compliance notifications displayed prominently.

A property manager is reviewing compliance with credit reporting regulations after accessing an applicant's credit report.

Given that a credit report has been accessed, when the property manager navigates to the compliance tracker, then they should see a summary of the access, including time-stamped logs and compliance reminders related to permissible use and disclosure.

A property manager must adhere to disclosure requirements when informing applicants about the use of their credit report.

Given that a credit report is obtained for an applicant, when the property manager generates a disclosure document, then the document should include accurate information about the nature of the report, its purpose, and the applicant's rights under credit reporting law, ensuring it is compliant with regulations.

A property manager is training staff on using the credit reporting compliance tracker effectively.

Given that the staff training session is taking place, when the trainees are presented with the compliance tracker interface, then they should be able to demonstrate an understanding of how to navigate, access logs, and utilize reminders for compliance checks successfully without assistance.

A property manager wants to ensure that their use of credit reports complies with industry regulations over a given timeframe.

Given that a reporting period has been established, when the property manager requests a compliance report from the compliance tracker, then they should receive a summary of all accessed credit reports and any associated compliance alerts during that period, formatted and easily understandable.

A property manager faces a compliance audit and needs to provide evidence of proper use of credit reports.

Given that an audit is requested, when the property manager uses the compliance tracker, then they should be able to export a complete log of credit report accesses accompanied by the relevant compliance alerts and reminders, formatted according to audit standards.

Energy Consumption Dashboard

A comprehensive dashboard that visualizes energy consumption data for each property. This feature allows property managers to identify patterns, detect inefficiencies, and track reductions in energy use over time. By providing real-time analytics, it empowers users to make informed decisions on energy-saving initiatives, thus promoting sustainable practices and reducing operational costs.

Requirements

Real-time Data Visualization

User Story: As a property manager, I want to visualize energy consumption data in real-time so that I can quickly identify inefficiencies and make informed decisions to reduce operational costs.
Description: The Energy Consumption Dashboard must provide real-time visualization of energy consumption data across all properties managed by the user. This includes graphs and charts that illustrate trends in energy usage, facilitating immediate assessment of performance and identification of anomalies. By integrating with existing data sources, such as utility providers and smart meters, the dashboard will allow property managers to monitor energy consumption instantly, leading to quicker decision-making and targeted interventions to reduce costs. The dashboard should also facilitate comparisons between properties to highlight best practices and promote energy-saving initiatives among tenants.
Acceptance Criteria: Real-time Energy Consumption Monitoring for a Multi-Property Manager

Given a property manager logged into AllotWiz, when they navigate to the Energy Consumption Dashboard, then they should see real-time visualizations of energy usage data for all properties they manage, updated at least every 5 minutes.

Detection of Anomalies in Energy Usage Patterns

Given that the Energy Consumption Dashboard is displaying the real-time data, when energy consumption exceeds predefined thresholds for any property, then an alert should be generated and visible on the dashboard within 1 minute of detection.

Comparative Analysis of Properties' Energy Consumption

Given a property manager on the Energy Consumption Dashboard, when they select two or more properties for comparison, then the dashboard should display a side-by-side comparison of energy consumption data in graph format within 2 seconds.

Integration with Utility Providers for Data Retrieval

Given that the Energy Consumption Dashboard is set up, when a property manager accesses the dashboard, then it should successfully retrieve data from at least 90% of the integrated utility providers without errors.

Historical Data Visualization for Energy Consumption Trends

Given a property manager on the Energy Consumption Dashboard, when they select a date range to view historical energy consumption, then the dashboard should accurately generate and display trends in energy usage with visualizations corresponding to the selected timeframe.

User Experience and Dashboard Responsiveness

Given a property manager using the Energy Consumption Dashboard, when they interact with the dashboard (e.g., switching views or applying filters), then the dashboard should respond within 2 seconds to ensure a seamless user experience.

Reporting Energy Efficiency Improvements

Given an energy consumption data set over several months, when the property manager clicks on the 'Report' feature, then the dashboard should generate a report that highlights percentage reductions in energy usage along with suggested next steps for further improvements, generated within 3 seconds.

Historical Energy Consumption Analysis

User Story: As a property manager, I want to analyze historical energy consumption trends so that I can gauge the effectiveness of our energy-saving measures and plan future initiatives.
Description: The dashboard must include the ability to analyze historical energy consumption data over customizable time periods. This feature will enable property managers to assess how energy usage has changed over time, identify patterns, and evaluate the impact of past energy-saving initiatives. By offering comparative analysis features, users can benchmark current performance against previous periods, gaining insights into the effectiveness of their strategies and making data-driven decisions to enhance energy efficiency and sustainability in their buildings.
Acceptance Criteria: Property manager wants to analyze the historical energy consumption data for a specific property over the last year to identify patterns in energy usage and assess the impact of implemented energy-saving initiatives.

Given the historical energy consumption analysis feature is loaded, when the property manager selects a property and specifies a time period of the last year, then the dashboard should display a detailed report of energy consumption during that period, including monthly comparisons and visual graphs.

A property manager needs to compare energy consumption between two different time periods to evaluate the effectiveness of a new energy-saving initiative.

Given the historical energy consumption analysis feature is available, when the property manager selects two different time periods for comparison, then the dashboard should clearly display comparative metrics and visualizations, showing percentage changes and identifying peaks or reductions in energy use.

A property manager is interested in viewing digital visualizations of historical energy consumption to present to stakeholders during a quarterly meeting.

Given the historical energy analysis feature is active, when the property manager requests to download or export the visualization reports, then the system should allow successful export in multiple formats such as PDF, XLS, and PNG, ensuring high quality and clarity.

A property manager wants to set custom alerts for significant deviations from historical energy consumption trends to proactively identify issues or inefficiencies.

Given the historical energy consumption analysis is active, when the property manager establishes thresholds for normal energy usage, then the dashboard should automatically send alerts via email or SMS when consumption exceeds these thresholds, allowing timely interventions.

A property manager is reviewing the dashboard for any patterns in energy consumption that align with specific weather conditions or tenant activities to improve future energy-saving strategies.

Given the historical energy consumption analysis tool is functioning, when the property manager correlates energy consumption data with external data points such as weather patterns or tenant events, then the dashboard should effectively display this data correlation, enabling better strategic planning.

A property manager needs to ensure that the historical energy consumption analysis feature can handle large datasets without lag or performance issues.

Given the historical energy consumption analysis feature, when a significant amount of historical data is loaded, then the dashboard should still respond within two seconds and accurately display all queried information without errors or interruptions.

Alerts and Notifications for Anomalies

User Story: As a property manager, I want to receive alerts when energy consumption anomalies are detected so that I can respond quickly to resolve potential problems.
Description: The Energy Consumption Dashboard should feature an alert system that notifies property managers of any significant anomalies in energy consumption patterns. By using predefined thresholds established from normal consumption levels, this feature will automatically trigger alerts when unusual spikes or drops occur. This capability allows for prompt investigation and resolution of potential issues, such as leaks, malfunctioning systems, or unreported emergencies, ultimately helping maintain operational efficiency and tenant satisfaction.
Acceptance Criteria: Alert for Sudden Energy Spike

Given the Energy Consumption Dashboard is monitoring energy usage, when there is a sudden spike in energy consumption that exceeds the predefined threshold by 20%, then an alert notification should be sent to the property manager indicating the anomaly and suggesting potential actions.

Alert for Sudden Energy Drop

Given the Energy Consumption Dashboard is monitoring energy usage, when there is a sudden drop in energy consumption that is 15% lower than the normal consumption level, then an alert notification should be sent to the property manager indicating the anomaly and prompting investigation.

Daily Summary of Alerts

Given the Energy Consumption Dashboard is active, when the end of the operational day occurs, then a daily summary report of all alerts generated during the day should be sent to the property manager’s email, detailing the time, type of anomaly, and suggested next steps.

Alert Notification Method

Given the Energy Consumption Dashboard has detected an anomaly, when the alert is triggered, then the system should send the alert notification via both email and in-app notification to ensure the property manager receives it promptly.

Historical Data Reference

Given an alert has been triggered, when the property manager reviews the anomaly, then the Energy Consumption Dashboard should display historical data for the past 30 days regarding energy consumption patterns to help identify trends and potential causes.

User Customization of Alert Thresholds

Given the Energy Consumption Dashboard is in use, when the property manager accesses the alert settings, then they should be able to customize the predefined thresholds for anomalies to suit the specific energy consumption patterns of each property.

Response Time Tracking for Alerts

Given that an alert notification has been sent to the property manager, when the property manager acknowledges the alert, then the system should record the response time taken to acknowledge the alert for future performance analysis.

Energy Efficiency Benchmarking

User Story: As a property manager, I want to benchmark our energy consumption against similar properties so that I can identify areas for improvement and implement effective energy-saving strategies.
Description: The dashboard must allow users to benchmark energy consumption against industry standards and similar properties. By leveraging data from a broad range of property types and sizes, this benchmarking feature will help property managers understand how their energy usage stacks up against the norm. This comparison can highlight areas needing improvement and serve as motivation to implement energy efficiency initiatives, ultimately leading to greater sustainability and reduced environmental impact.
Acceptance Criteria: Energy Consumption Benchmarking for Property Managers during Monthly Reporting.

Given a property manager accesses the Energy Consumption Dashboard, when they select the benchmarking option, then the dashboard displays energy consumption data compared to industry standards and similar properties in a visual format.

Identification of Energy Inefficiencies through Benchmarking Insights.

Given the energy consumption data for different properties, when the property manager reviews the benchmarking results, then they receive actionable insights highlighting areas with higher than average energy consumption.

User Access Levels for Benchmarking Data.

Given different user roles within the AllotWiz platform, when a property manager with standard access logs in, then they can only view benchmarking data applicable to their properties without admin-level data visibility.

Real-time Update of Benchmarking Data on the Dashboard.

Given that the dashboard is fed by real-time energy consumption data, when new data is inputted into the system, then the benchmarking insights reflect updates in less than 5 minutes.

Comparison of Energy Consumption Trends Over Time.

Given that historical energy data is stored within the dashboard, when the property manager requests a trend analysis over the last 12 months, then the dashboard generates a report showcasing energy consumption trends against benchmarks.

Integration of External Benchmarking Standards.

Given the desire for industry insights, when the property manager selects external standards, then the dashboard successfully integrates and compares property performance against these updated benchmarks.

Custom Reports Generation

User Story: As a property manager, I want to generate custom reports on energy usage so that I can present accurate data insights to property owners and stakeholders.
Description: The Energy Consumption Dashboard should include functionality for generating custom reports on energy usage. Users must be able to filter data based on various parameters, such as time period, property type, and usage trends. This reporting feature will be vital for stakeholders requiring specific insights, such as property owners or investors, allowing them to make informed decisions and demonstrate the effectiveness of energy initiatives. Additionally, reports should be exportable to various formats for easy sharing and presentation.
Acceptance Criteria: Custom Reports Generation for Specific Time Periods

Given the user selects a specific time period in the Energy Consumption Dashboard, when they generate the custom report, then the report must display energy usage data accurately reflecting the selected time range with proper date formatting.

Filtering Reports by Property Type

Given the user selects a property type filter in the Energy Consumption Dashboard, when they generate the custom report, then the report should only include energy usage data for the selected property type, ensuring full data accuracy.

Exporting Custom Reports to Various Formats

Given the user generates a custom report, when they choose to export the report, then the system should allow the report to be exported in at least three formats (e.g., PDF, Excel, and CSV) without data loss or corruption.

Visualizing Usage Trends Over Time

Given the user requests a report on energy usage trends, when they generate the custom report, then the report must include a graphical representation of energy usage trends over time with clear visual indicators of increases or decreases in usage.

User-Friendly Report Interface

Given the user accesses the report generation feature, when they navigate the interface, then it should be intuitive and user-friendly, allowing users to easily select filters and generate reports without prior training or instruction.

Data Accuracy in Custom Reports

Given the system aggregates energy usage data, when the user generates a custom report, then the data presented must match the source data recorded in the database, ensuring 100% accuracy in reporting.

Integration with Sustainability Initiatives

User Story: As a property manager, I want to integrate energy consumption data with our sustainability initiatives so that we can align our efforts and enhance overall environmental impact.
Description: The dashboard should support integration with existing sustainability initiatives within the organization. This includes linking energy consumption data with other sustainability metrics, such as waste reduction or water usage, to provide a comprehensive view of the organization's environmental strategies. Enhancing connectivity between these domains will foster a more holistic approach to sustainability, allowing property managers to align their energy efficiency efforts with broader corporate social responsibility goals, therefore promoting an organizational culture committed to sustainability.
Acceptance Criteria: Integration of Energy Consumption Data with Sustainability Metrics

Given that the energy consumption dashboard is connected to the sustainability database, when the user accesses the dashboard, then the energy consumption data must be displayed alongside relevant sustainability metrics such as waste reduction and water usage.

Real-time Data Synchronization

Given that the energy consumption data is updated in real-time, when the user refreshes the dashboard, then the latest energy usage figures and corresponding sustainability metrics must be reflected without any noticeable delay.

User Access Levels for Sustainability Metrics

Given that different user roles exist within the property management system, when a user with limited access logs into the dashboard, then they should only see energy consumption data without being able to view any integrated sustainability metrics.

Data Visualization of Sustainability Initiatives

Given that the user is viewing the energy consumption dashboard, when they select the option to visualize sustainability metrics, then a graphical representation showcasing comparisons over time must be accessible and user-friendly.

Reporting on Energy Efficiency and Sustainability Progress

Given that the user wants to assess sustainability initiatives, when they generate a report from the dashboard, then the report must include a summary of energy consumption statistics alongside relevant sustainability metrics to evaluate progress.

Alerts for Energy Inefficiencies Linked to Sustainability Goals

Given that the dashboard is monitoring energy consumption, when an inefficiency is detected that exceeds a predefined threshold, then an alert must be triggered, indicating its impact on sustainability initiatives and required actions.

Sustainability Certification Tracker

This feature helps property managers monitor their properties' progress towards achieving sustainability certifications (e.g., LEED, Energy Star). It provides a checklist of necessary criteria, deadlines, and documentation needed for various certifications. By streamlining the certification process, this tool supports property owners in demonstrating their commitment to environmental responsibility, enhancing their marketability to eco-conscious tenants.

Requirements

Sustainability Certification Dashboard

User Story: As a property manager, I want a dashboard that visually displays the status of sustainability certifications for my properties so that I can easily track progress and ensure timely completion of necessary tasks.
Description: The Sustainability Certification Dashboard provides property managers with a visual overview of their properties' progress towards achieving various sustainability certifications such as LEED and Energy Star. This dashboard includes status indicators, milestones, and an overview of completed documentation, enabling quick assessment of each property’s certification journey. Benefits include enhanced transparency, easier identification of outstanding tasks, and improved productivity by centralizing info for property managers.
Acceptance Criteria: Dashboard Overview of Sustainability Certification Progress

Given a property manager is logged into the AllotWiz platform, when they navigate to the Sustainability Certification Dashboard, then they should see a visual overview of all properties with color-coded status indicators for their certification progress (e.g., green for completed, yellow for in-progress, red for not started).

Milestone Tracking for Certification Tasks

Given a property is listed in the Sustainability Certification Dashboard, when the property manager views the milestones, then they should see a chronological list of tasks, deadlines, and their respective completion status for each sustainability certification (e.g., LEED, Energy Star).

Documentation Overview for Certification Requirements

Given a property manager is using the Sustainability Certification Dashboard, when they select a specific property, then they should see a detailed overview of all required documentation for their selected certification and the current status of each document (e.g., submitted, pending review, or approved).

Alerts for Upcoming Certification Deadlines

Given a property manager has properties listed in the Sustainability Certification Dashboard, when a certification task deadline is approaching (within 30 days), then an automated alert should be generated to notify the manager via email.

User Interaction and Feedback on Certification Status

Given a property manager uses the Sustainability Certification Dashboard, when they click on a property to review certification details, then they should be able to provide feedback or add comments on each task, which should be saved and visible to other team members in real time.

Exporting Certification Progress Reports

Given a property manager is reviewing their properties in the Sustainability Certification Dashboard, when they choose to export the data, then they should be able to download a comprehensive report in PDF format that includes all properties’ progress, deadlines, and completed tasks for certification.

Document Upload and Management System

User Story: As a property manager, I want to upload and manage documentation for sustainability certifications easily so that I can keep track of all necessary files and avoid missing deadlines.
Description: This requirement entails creating a document upload and management system allowing property managers to gather and store all necessary documentation related to sustainability certifications in one centralized location. Users will have the ability to upload files, categorize them, and set reminders for expiration dates or needed updates. This supports compliance and smooth tracking of required documentation for certifications, minimizing risk of missed deadlines and lost files.
Acceptance Criteria: Document Upload Functionality

Given a property manager is logged into AllotWiz, when they navigate to the Document Upload section and select a file to upload, then the file should be successfully uploaded and displayed in the list of uploaded documents.

Document Categorization

Given a property manager has uploaded documents, when they categorize a document using predefined categories (e.g., LEED, Energy Star), then the document should be tagged correctly and retrievable through the category filter.

Expiration Reminder Setup

Given a document has a set expiration date, when the property manager enters the expiration date in the Document Management System, then the system should send a reminder notification to the manager one week prior to the expiration date.

Document Retrieval

Given several documents have been uploaded and categorized, when a property manager searches for a specific document using keywords or categories, then the system should return the relevant documents within 3 seconds.

Bulk Document Upload Capability

Given a property manager wants to upload multiple documents, when they select multiple files to upload in a single action, then all selected files should be uploaded successfully without creating any duplicates.

File Format Validation

Given a property manager attempts to upload a file, when the file format is not supported (e.g., .exe, .bat), then the system should reject the upload and display an error message indicating the supported formats.

Audit Trail for Document Changes

Given that a document is updated or deleted, when the action is performed, then an audit trail should be created logging the user, action taken, and timestamp, which can be reviewed by property managers.

Sustainability Certification Checklist

User Story: As a property manager, I want an interactive checklist for sustainability certification requirements so that I can ensure all criteria are met in a systematic way without missing important tasks.
Description: The Sustainability Certification Checklist presents a detailed list of criteria and tasks property managers need to fulfill for each type of certification. This interactive checklist allows users to check off completed items, set deadlines, and provides a clear path to certification. This feature enhances accountability and organization, ensuring that property managers are systematically approaching the certification requirements without overlooking important details.
Acceptance Criteria: Property managers utilize the Sustainability Certification Checklist to track their progress on necessary LEED certification tasks for a specific property, engaging with the interactive features of the checklist to mark completed items and set deadlines.

Given a property manager accesses the Sustainability Certification Checklist, when they check off a completed task, then that task is marked as complete and saved in the system.

While managing multiple properties, a property manager needs to view the checklist progress for each property towards obtaining Energy Star certification, ensuring that all criteria are met within specified deadlines.

Given a property manager has multiple properties with sustainability certification checklists, when they select a property, then the system displays the checklist status, including the number of completed tasks and upcoming deadlines.

The property manager receives an automated reminder to complete specific tasks on the Sustainability Certification Checklist that are approaching their deadlines, facilitating timely progress towards certification.

Given there are tasks with deadlines approaching, when the property manager logs into the system, then they should see a notification or reminder of those tasks and their respective deadlines on the dashboard.

After checking off all relevant tasks for a specific sustainability certification, the property manager needs to generate a completion report to present to stakeholders, demonstrating adherence to certification requirements.

Given all tasks in the Sustainability Certification Checklist for a specific certification are checked off, when the property manager requests a completion report, then the system generates a downloadable PDF confirming task completion and certification readiness.

As compliance regulations change, the property manager must ensure that the Sustainability Certification Checklist is updated with the latest criteria for sustainability certifications.

Given a change in sustainability certification criteria, when the certification organization updates their requirements, then the system automatically updates the checklist to reflect these changes and notifies the property manager of the updates.

When new certifications are added to the program, property managers need to establish new checklists for those certifications, ensuring they can track compliance for all relevant certifications.

Given a new sustainability certification is added to the platform, when the property manager selects the option to create a new checklist, then a pre-populated checklist with the latest criteria for that certification is generated for their use.

The property manager wants to monitor the overall performance and trend of their properties as it relates to sustainability certification progress over time, making informed decisions for future upgrades.

Given the property manager accesses the analytics dashboard, when they view sustainability certification progress data, then they should see visual representations (charts or graphs) of task completion rates and trends over time for their properties.

Deadline Reminder Notifications

User Story: As a property manager, I want to receive reminders about upcoming deadlines for sustainability certifications so that I can complete necessary tasks on time without having to constantly check the status myself.
Description: Implement automated notification system that alerts property managers of approaching deadlines for sustainability certification requirements and documentation submissions. Notifications can be configured based on user preferences (e.g., email, in-app alerts) and include reminders for both critical deadlines and recommended advance notices. This enhances timeliness, helps maintain focus on priority tasks, and reduces the risk of falling behind on certification timelines.
Acceptance Criteria: Automated reminder for upcoming deadline for LEED certification submission.

Given a property manager has set a deadline for LEED certification submission, When the deadline approaches (e.g., 30 days before the due date), Then the system sends an automated email notification to the property manager and displays an in-app alert.

Configuration of reminder preferences by the property manager.

Given a property manager accesses the notification settings, When they configure their preferences for reminder notifications (e.g., type of notification and timing), Then those preferences are saved, and the system utilizes them when sending reminder notifications.

Automated reminders for multiple upcoming deadlines.

Given a property manager has set multiple deadlines for various sustainability certifications, When one of the deadlines approaches, Then the system sends separate reminder notifications for each certification on schedule as per the configured preferences.

Advance notice for renewal of sustainability certifications.

Given a property manager has a sustainability certification that is nearing its expiration date, When the expiry date is set to 90 days away, Then the system sends an advance notice reminder to the property manager via the preferred notification method.

In-app alert for overdue documentation submissions.

Given a property manager has not submitted required documentation by the deadline, When checking the dashboard, Then an in-app alert indicates the overdue status and includes a list of required documents.

Ability to snooze notifications.

Given a property manager receives a deadline reminder notification, When they select the 'snooze' option, Then the system reschedules the notification for a later specified time according to user preference.

Performance tracking of notification delivery.

Given the system has sent notification alerts, When the property manager checks the notification history, Then they can see a log of all notifications sent, along with timestamps and delivery statuses.

Integration with Existing Tools

User Story: As a property manager, I want to integrate the sustainability certification tracking with my existing tools so that I can streamline my workflow and keep all my property management tasks in one place.
Description: This requirement involves creating integration capabilities between the Sustainability Certification Tracker and existing tools and platforms used by property managers, such as accounting software and project management systems. This ensures seamless workflow and data transfer, allowing property managers to access certification tracking alongside their other tools, which enhances efficiency and narrows the gap between different functionalities.
Acceptance Criteria: Property managers need to integrate the Sustainability Certification Tracker with their existing accounting software to automate data syncing and streamline financial reporting.

Given that the Sustainability Certification Tracker is linked with the accounting software, When a property manager updates certification status, Then the update should automatically reflect in the accounting software without manual intervention.

A property manager wants to utilize the Sustainability Certification Tracker alongside their project management system to ensure that all sustainability-related tasks are tracked and managed efficiently.

Given that the project management system is integrated with the Sustainability Certification Tracker, When a new task is created for a sustainability certification, Then it should appear in both the tracker and the project management system simultaneously with all relevant details.

Property managers need to ensure that all related documents are easily accessible and shared across platforms to support different certification requirements.

Given that the Sustainability Certification Tracker is integrated with document management tools, When property managers store certification documents, Then they should be automatically organized and accessible from both the tracker and the document management tool.

A property manager wants to pull reports from the Sustainability Certification Tracker directly into their reporting dashboard to assess progress towards sustainability goals.

Given that the reporting dashboard is linked with the Sustainability Certification Tracker, When property managers generate a report, Then it should include real-time data from the tracker regarding certification progress and compliance status.

A property manager is conducting a training session for new staff on how to use the integrated tools effectively for sustainability certification tracking.

Given that the user training module is available, When new staff members complete the training, Then they should demonstrate effective use of the integrated tools and be able to navigate between the Sustainability Certification Tracker and existing systems confidently, as evidenced by passing a follow-up quiz with a score of 80% or higher.

Carbon Footprint Assessment Tool

An interactive tool that calculates the carbon footprint of each property based on its energy consumption, waste production, and resource usage. By providing insights into the environmental impact, property managers can implement strategies to reduce emissions and promote green initiatives. This feature not only educates users but also boosts the appeal of properties to environmentally-aware tenants.

Requirements

Energy Consumption Tracking

User Story: As a property manager, I want to track the energy consumption of each property so that I can identify opportunities to reduce costs and minimize environmental impact.
Description: This requirement involves developing functionality that allows the Carbon Footprint Assessment Tool to effectively track and record the energy consumption of each property. By integrating with existing energy billing systems or IoT devices, the tool can gather data on electricity, gas, and other utility uses. This capability will enable property managers to monitor energy usage trends over time, pinpoint inefficiencies, and provide tailored recommendations for energy-saving measures. The outcome will empower property managers to implement targeted strategies to reduce energy consumption, leading to lower costs and a reduced carbon footprint, thereby aligning with sustainability goals.
Acceptance Criteria: As a property manager, I want to input energy consumption data from various utility sources for each property to accurately reflect the total energy usage in the Carbon Footprint Assessment Tool.

Given I have access to the Carbon Footprint Assessment Tool, when I input energy consumption data from utility bills for electricity, gas, and other sources, then the tool should correctly reflect the total energy usage for each property and save the data accurately.

As a property manager, I need to visualize trends in energy consumption over time, so that I can identify areas for improvement and track the effectiveness of energy-saving measures.

Given I have entered energy consumption data for multiple months, when I access the trends report feature, then I should see a graphical representation of energy usage trends over the specified period, clearly indicating peaks and troughs in usage.

As a property manager, I want to receive tailored recommendations for energy-saving measures based on the energy consumption data inputted into the tool.

Given I have inputted energy consumption data for a property, when I analyze the property report, then the tool should provide customized recommendations for reducing energy consumption based on the data patterns observed.

As a property manager, I need to ensure that the Carbon Footprint Assessment Tool is capable of integrating with existing energy billing systems to streamline data entry.

Given I have configured the integration settings, when I connect the Carbon Footprint Assessment Tool with an existing energy billing system, then the tool should automatically pull and display the latest energy consumption data without manual entry.

As a property manager, I want to be alerted when energy consumption exceeds specific thresholds for each property, to proactively manage energy use.

Given the energy consumption thresholds are set for each property, when the recorded energy usage exceeds these thresholds, then the tool should send an alert to my dashboard and via email notification.

As a property manager, I need to ensure the accuracy of the energy data recorded in the Carbon Footprint Assessment Tool, to maintain reliability in reports and recommendations.

Given that I have manually entered energy consumption data, when I review the data entry logs, then the system should provide a validation check to confirm that the entered data aligns with the uploaded utility bills, Flagging any discrepancies for review.

As a property manager, I need to export energy consumption reports for sharing with stakeholders or auditors during sustainability assessments.

Given I have generated an energy consumption report for a property, when I choose to export the report, then the tool should provide options to export the report in various formats (PDF, CSV) while maintaining the formatting and data integrity.

Waste Production Metrics

User Story: As a property manager, I want to input waste production data for each property so that I can assess waste management strategies and reduce carbon emissions associated with waste.
Description: This requirement focuses on incorporating waste production metrics into the Carbon Footprint Assessment Tool. By allowing property managers to input data regarding waste generation, recycling rates, and disposal methods, the tool can calculate the carbon emissions associated with waste. This feature not only provides a clearer picture of a property’s environmental impact but also helps managers establish waste reduction strategies that can be adopted to promote sustainability. Ultimately, this would enhance the marketability of properties to eco-conscious tenants and contribute to the overall corporate sustainability goals of property management companies.
Acceptance Criteria: Input Waste Production Data and Calculate Emissions

Given a property manager accesses the Carbon Footprint Assessment Tool, When they input the waste generation data, recycling rates, and disposal methods, Then the tool should accurately calculate and display the associated carbon emissions based on the provided data.

Review Generated Waste Production Report

Given a property manager has entered waste data into the Carbon Footprint Assessment Tool, When they generate a waste production report, Then the report should include summary metrics for waste generation, recycling rates, and carbon emissions, formatted for easy understanding.

Implement Waste Reduction Recommendations

Given the waste production metrics input into the tool, When the manager reviews the recommendations provided for waste reduction strategies, Then the tool should offer at least three actionable recommendations based on the calculated metrics.

Compare Waste Metrics Across Properties

Given multiple properties are registered within the Carbon Footprint Assessment Tool, When the property manager selects two or more properties to compare, Then the tool should display a comparative analysis of waste production and associated carbon emissions for the selected properties.

Track Changes in Waste Metrics Over Time

Given a property manager regularly updates waste data in the Carbon Footprint Assessment Tool, When they review historical data trends, Then the tool should visually present the changes in waste production and recycling rates over time with graphical representation.

User Training and Support for Waste Metrics Feature

Given property managers are new users of AllotWiz, When they access the user guide for the Carbon Footprint Assessment Tool, Then the guide should include detailed instructions and examples for effectively using the waste production metrics feature.

Resource Usage Analysis

User Story: As a property manager, I want to analyze resource usage across my properties so that I can implement initiatives to conserve water and materials, reducing costs and environmental impact.
Description: The Resource Usage Analysis requirement entails enabling the Carbon Footprint Assessment Tool to evaluate the consumption of resources such as water and materials. By integrating data collection methods that can pull information from water meters and inventory management systems, property managers can gain a comprehensive view of resource usage across properties. This feature will allow for trend analysis and help identify areas where reduction initiatives can be implemented. By promoting efficient resource usage, property managers can contribute to cost savings and the enhancement of their properties' environmental performance, meeting the growing demand for sustainable living.
Acceptance Criteria: Property managers access the Resource Usage Analysis feature from the Carbon Footprint Assessment Tool during a monthly review to evaluate resource consumption trends across multiple properties.

Given the property manager has accessed the Resource Usage Analysis, When the manager selects a specific property and the reporting period, Then the tool should display detailed resource usage data (water and materials) for that property during the specified period.

Incorporating data from water meters and inventory management systems, property managers aim to identify high-consumption resources across their properties using the analysis tool.

Given that the Resource Usage Analysis tool is fully integrated with water meters and inventory systems, When the data is pulled for a specific property, Then the system should accurately calculate and present the total consumption of water and materials over the selected timeframe.

As property managers compare resource usage between multiple properties, they need a visual representation of the data to identify trends and outliers.

Given the property manager is viewing the Resource Usage Analysis for multiple properties, When they request a comparative report, Then the tool should generate a visual report (such as graphs or charts) showing resource consumption across all selected properties side-by-side.

After identifying areas for improvement, property managers wish to implement resource reduction strategies based on the analysis results.

Given the property manager has analyzed resource usage, When they navigate to the 'Suggested Reduction Strategies' section of the tool, Then the tool should provide tailored recommendations for reducing resource consumption based on the analyzed data.

Property managers need to share resource usage reports with stakeholders to facilitate decision-making processes.

Given the property manager has generated a resource usage report, When they select the option to export the report, Then the tool should allow the report to be exported in PDF and Excel formats for easy sharing.

Property managers want to track the effectiveness of implemented strategies over time using historical resource usage data.

Given resource reduction strategies have been implemented, When the property manager reviews the Resource Usage Analysis tool after a specified period, Then the tool should display comparative data showing resource usage before and after the implementation of the strategies.

Interactive Reporting Dashboard

User Story: As a property manager, I want an interactive reporting dashboard so that I can easily visualize and communicate the environmental impact of my properties to stakeholders.
Description: This requirement outlines the development of an interactive reporting dashboard within the Carbon Footprint Assessment Tool. The dashboard will visualize key metrics such as energy consumption, waste production, and resource usage, offering property managers an intuitive interface for tracking their properties' environmental performance. Through interactive graphs and charts, users will be able to analyze trends, compare properties, and generate reports for stakeholders. This visualization will not only aid in strategic planning but also enhance communication about sustainability efforts to tenants and investors, boosting the overall appeal of properties.
Acceptance Criteria: Property Manager Uses the Reporting Dashboard to Analyze Energy Consumption Trends.

Given a property manager has access to the interactive reporting dashboard, when they select the energy consumption section, then the dashboard displays a graph showing monthly energy consumption over the past 12 months with trend lines clearly indicated.

Property Manager Compares Carbon Footprints of Multiple Properties.

Given a property manager wants to compare carbon footprints, when they select two or more properties on the dashboard, then the system generates a comparative report displaying side-by-side metrics for energy consumption, waste production, and resource usage for each selected property.

Property Manager Generates a Report for Stakeholders.

Given a property manager needs to report to stakeholders, when they click on the 'Generate Report' button after setting the timeframe and metrics on the dashboard, then a downloadable PDF report is created containing visual representations of the selected metrics and trends.

Property Manager Uses the Dashboard to Identify Waste Reduction Opportunities.

Given a property manager is viewing the waste production metrics, when they hover over a bar chart representing specific months, then tooltips display detailed waste production figures and suggest actionable insights for waste reduction.

Tenant Views Property's Environmental Impact through the Dashboard.

Given a tenant has access to the property's reporting dashboard, when they log in to their tenant portal, then they can view a simplified version of the dashboard displaying the property's carbon footprint metrics with educational tooltips about sustainability efforts.

System Refreshes Data on the Reporting Dashboard.

Given the reporting dashboard is open, when new data is available from energy and waste utilities, then the dashboard refreshes automatically every 30 minutes to display the most current metrics without requiring manual intervention.

Property Manager Enters Custom Metrics for Reporting Dashboard.

Given a property manager wants to track custom sustainability metrics, when they input their custom data into the dashboard settings, then the dashboard updates to include and visualize these custom metrics accordingly.

Green Initiative Recommendations

User Story: As a property manager, I want to receive recommendations for green initiatives based on my property's data so that I can improve sustainability and attract eco-conscious tenants.
Description: This requirement seeks to incorporate a feature that generates tailored recommendations for green initiatives based on the carbon footprint data. Using algorithms to analyze energy, waste, and resource usage metrics, the tool will suggest actionable steps for property managers to enhance sustainability, such as energy-efficient upgrades, waste reduction programs, and water conservation techniques. By providing these recommendations, the tool will empower property managers to make informed decisions that can lead to significant reductions in carbon emissions, align with corporate sustainability goals, and attract environmentally-conscious tenants.
Acceptance Criteria: As a property manager, I want to input carbon footprint data for my properties so that the Green Initiative Recommendations tool can analyze this data and provide actionable suggestions for sustainability improvements.

Given the property manager has entered accurate carbon footprint data, When the analysis is performed, Then the system generates a report containing at least three tailored green initiative recommendations based on the property's specific metrics.

As a property manager, I want to view the generated recommendations on my dashboard so that I can easily understand the sustainability steps I can take for each property.

Given the recommendations have been generated, When the property manager accesses their dashboard, Then the dashboard displays a clear list of green initiative recommendations with priority levels and potential impact metrics.

As a property manager, I want the tool to save my previous carbon footprint inputs and recommendations so that I can track the effectiveness of implemented initiatives over time.

Given that the property manager has stored previous carbon footprint data and corresponding recommendations, When the property manager reviews past records, Then the system shows a history of inputs and a comparison report detailing changes in carbon footprint and initiative effectiveness.

As a property manager, I want the recommendations to include external resources and links to relevant sustainability programs so that I can access further guidance in implementing these initiatives.

Given the system generates recommendations, When the property manager reviews each recommendation, Then the recommendations include links to at least one external resource or program related to each suggested green initiative.

As a property manager, I want the system to provide cost-benefit analyses for each recommendation so that I can make informed budget decisions when considering which initiatives to implement.

Given the recommendations have been generated, When the property manager reviews them, Then the system provides a clear cost-benefit analysis for each recommendation, outlining expected costs and potential savings or benefits.

As a property manager, I want to receive notifications for trending sustainability practices based on industry standards so that I can keep my properties competitive in the market.

Given the system tracks industry standards, When a new sustainability trend emerges, Then the property manager receives a notification detailing the trend and how it relates to their current recommendations.

Tenant Engagement Feature

User Story: As a property manager, I want to engage my tenants in sustainability initiatives so that they feel more connected to our efforts and contribute to reducing our carbon footprint.
Description: This requirement emphasizes creating a feature within the Carbon Footprint Assessment Tool that engages tenants in sustainability efforts. Property managers will be able to share sustainability reports and progress updates with tenants, and offer educational materials on reducing their carbon footprint. This feature would encourage tenant participation in green initiatives, fostering a community-oriented approach to sustainability. Engaging tenants not only enhances tenant satisfaction but also helps instill a culture of environmental awareness, ultimately benefiting the property's overall sustainability efforts.
Acceptance Criteria: Tenant Accessing Sustainability Reports and Updates

Given a tenant has logged into their AllotWiz account, when they navigate to the Carbon Footprint Assessment Tool section, then they should be able to view the latest sustainability report and progress updates shared by the property manager.

Property Manager Sharing Educational Materials

Given a property manager is in the Carbon Footprint Assessment Tool, when they upload educational materials on reducing carbon footprints, then tenants should be notified of the new resources available through the platform.

Tenant Interaction with Carbon Footprint Calculations

Given a tenant is viewing their property's carbon footprint assessment, when they click on the link for suggestions on reducing their impact, then they should be presented with actionable steps and tips based on their consumption data.

Engaging Tenants in Green Initiatives

Given a tenant has received a sustainability report, when they respond to the report with suggestions or questions, then their feedback should be tracked and reported back to the property manager for further action.

Monitoring Tenant Engagement Over Time

Given a certain period has passed since the implementation of the Tenant Engagement Feature, when the property manager reviews engagement metrics, then they should have access to analytics showing the percentage of tenant interactions with sustainability reports and educational materials.

Tenants Taking Action on Recommendations

Given a tenant has accessed the educational materials provided, when they implement at least one recommended action to reduce their carbon footprint, then the property manager should see an update in the tool reflecting this action.

Water Usage Tracker

A feature that monitors and analyses water consumption trends across properties. This tool identifies potential leaks or excessive usage, enabling property managers to take corrective action swiftly. By facilitating water conservation efforts, it enhances sustainability measures while benefiting tenants through potentially lower utility bills.

Requirements

Real-time Water Usage Monitoring

User Story: As a property manager, I want to monitor real-time water consumption for each property so that I can quickly identify leaks and address excessive usage, ultimately reducing costs for tenants and promoting sustainability.
Description: The Real-time Water Usage Monitoring requirement involves implementing a system that continuously tracks and displays water consumption data for each property managed through AllotWiz. This feature aims to provide property managers with up-to-date information regarding water usage patterns, thereby enabling proactive management of resources. The system will collect data from water meters and compare it against historical usage to identify trends and anomalies, supporting efficient water resource management and facilitating informed decision-making. Additionally, users can receive alerts regarding potential leaks or unusually high usage, promoting prompt corrective action. This functionality integrates seamlessly with the AllotWiz dashboard, enhancing overall operational efficiency and supporting sustainability efforts.
Acceptance Criteria: Property managers are monitoring water usage in real-time during peak usage months to ensure there are no leaks or excessive consumption across properties they manage.

Given water usage data is being received from meters in real-time, when the dashboard displays the water consumption for each property, then property managers should see updated figures reflecting the current usage.

A property manager reviews the historical water usage data to identify patterns and compare them against current usage in order to proactively manage resources.

Given historical water usage data from the past three months is available, when the property manager selects a specific property, then the dashboard should display a comparison chart of historical usage versus current usage.

The system alerts the property manager when it detects unusually high water usage indicating a potential leak.

Given the real-time monitoring system has detected water usage that exceeds the established threshold for a property, when the alert is triggered, then the property manager should receive a notification detailing the specific property and the usage amount.

A tenant reports a suspected leak with high water bills; the property manager uses the water usage tracker to investigate the issue.

Given a tenant's report of high water bills due to suspected leaks, when the property manager accesses the water usage tracker, then they should be able to view the daily water usage logs for the property to verify the tenant's claim.

The property manager wishes to implement water conservation measures based on consumption data across all properties managed.

Given the water usage data is aggregated across all properties, when the property manager generates a report, then the report should provide insights on areas of excessive consumption and suggest conservation measures.

The property manager regularly verifies that the system's alerts and notifications are functioning correctly and not too frequent.

Given the alert system is in place, when the property manager reviews the alert logs, then they should confirm that no alerts are missed and that alerts are triggered appropriately based on actual usage patterns.

Water Consumption Analytics Dashboard

User Story: As a property manager, I want an analytics dashboard to visualize water consumption data so that I can identify patterns and encourage more sustainable practices among tenants.
Description: The Water Consumption Analytics Dashboard requirement establishes a comprehensive visual interface that displays analytics derived from water usage data across all properties managed in AllotWiz. This dashboard will provide users with key metrics, historical trends, and comparisons to assist property managers in understanding water consumption patterns. It will include tools for filtering data by specific properties, time frames, and usage categories, offering insights that can guide tenants towards more sustainable practices. By providing strategic insights into water management, the dashboard will help inform decisions aimed at reducing costs and enhancing tenant satisfaction, facilitating a more proactive and responsive property management approach.
Acceptance Criteria: Visualizing Water Consumption Data for a Specific Property

Given a property manager selects a specific property from the dashboard, when the dashboard displays water consumption analytics, then it must show the current month's usage, historical trends for the past 12 months, and a visual comparison with the previous year.

Applying Filters to Analyze Water Usage Trends

Given a property manager wants to analyze water usage trends, when the manager applies filters for time frame and categories, then the dashboard must refresh to display filtered data accurately reflecting the selected criteria within 2 seconds.

Identifying Excessive Water Usage Alerts

Given the dashboard monitors water consumption, when it identifies excessive water usage exceeding the set threshold, then it must trigger an alert notification to the property manager's dashboard within 24 hours of detection.

Accessing Historical Water Consumption Comparisons

Given the property manager views the water consumption analytics, when comparing current usage with historical data, then the dashboard must provide visual graphs that show a year-over-year comparison for selected properties.

Providing Recommendations for Water Conservation

Given the analytics are displayed, when the dashboard identifies properties with high water usage, then it must provide specific recommendations for water conservation measures tailored to those properties.

Exporting Water Usage Reports to CSV

Given the property manager wishes to gather data, when the manager selects the export function, then the system must generate a .csv file containing the selected water consumption data without any loss of information or formatting.

Responsive Design for Mobile Access

Given the property manager accesses the dashboard from a mobile device, when the dashboard is loaded, then all elements must resize and rearrange to fit the smaller screen while maintaining usability and functionality.

Custom Alert System for Excessive Usage

User Story: As a property manager, I want to set custom alerts for excessive water usage so that I can take immediate action in case of anomalies and maintain efficient resource management.
Description: The Custom Alert System for Excessive Usage requirement allows property managers to set personalized thresholds for water consumption that trigger alerts when exceeded. Upon crossing designated limits, the system will notify the property manager via email or app notifications. This feature is essential for proactive management and allows for swift action against potential leaks or excessive water usage. The alerts can be customized based on different properties and specific usage concerns, ensuring flexibility to address a variety of circumstances effectively. This capability is designed to integrate with the existing notification systems within AllotWiz, enhancing user experience and operational efficiency.
Acceptance Criteria: Setting a Custom Alert for Water Consumption Exceeding Thresholds

Given the property manager has access to the Water Usage Tracker, When they set a personalized threshold for water consumption, Then the system should save the threshold and be ready to trigger alerts if exceeded.

Receiving Notifications for Excessive Water Usage

Given a property manager has set a custom threshold for water consumption, When the threshold is exceeded, Then the property manager should receive an email and app notification promptly.

Customizing Alerts for Different Properties

Given the property manager manages multiple properties, When they set different water consumption thresholds for each property, Then the system should allow unique settings and track alerts separately for each property.

Testing System Integration with Existing Notification Systems

Given the requirement to integrate with existing notification systems, When a custom alert is triggered, Then the system should successfully send notifications through both email and app, functioning seamlessly with the existing systems.

Monitoring Alert History for Accountability

Given that alerts have been sent for excessive water usage, When the property manager accesses the alert history, Then they should see a log of all alerts including timestamps, affected properties, and consumption levels.

Verifying Notification Delivery Timeliness

Given the property manager has received an excessive usage alert, When the alert is triggered, Then the notification should be delivered within 5 minutes of the threshold being exceeded.

Monthly Water Usage Reports

User Story: As a property manager, I want to receive monthly reports on water usage so that I can plan for budget adjustments and promote conservation efforts among tenants.
Description: The Monthly Water Usage Reports requirement ensures that property managers receive automated reports summarizing water consumption data for each property on a monthly basis. These reports will include insights into overall usage trends, rankings of high and low consumption properties, and suggestions for conservation strategies. The objective of this feature is to provide users with actionable data that facilitates budgeting, tenant communications, and maintenance planning. These reports will be integrated with existing reporting tools in AllotWiz, enhancing the overall utility of the platform and aiding compliance with sustainability mandates.
Acceptance Criteria: Automated Generation of Monthly Water Usage Reports

Given that the property manager has selected properties for reporting, when the reporting period ends, then an automated report should be generated that includes total water usage for each property, rankings of high and low consumption properties, and suggestions for conservation strategies, which must be delivered via email.

User Access to Water Usage Reports

Given that the property manager logs into the AllotWiz platform, when they navigate to the Reports section, then they must have access to view, download, and share the Monthly Water Usage Reports for each selected property without any errors.

Integration with Existing Reporting Tools

Given that the Monthly Water Usage Reports are generated, when the reports are sent, then they must be automatically integrated into the existing reporting tools on the AllotWiz platform without requiring additional user input or action.

Insights into Water Consumption Trends

Given that the Monthly Water Usage Reports are generated, when the property manager reviews the reports, then they should see clear insights into water consumption trends over the past month, including visual representations such as graphs or charts for better understanding.

Feedback on Conservation Strategies

Given that the Monthly Water Usage Reports include suggestions for conservation, when the property manager reviews the report, then there must be actionable and tailored conservation strategies provided based on the trends observed in the report.

Notification System for Report Availability

Given that the Monthly Water Usage Reports have been generated, when the reports are ready for viewing, then the property manager should receive a notification via email or on-platform alert informing them of report availability.

Testing the Accuracy of Water Usage Data

Given that the Monthly Water Usage Reports have been generated, when the reports are compared against raw water meter data, then the water usage data reported should match the raw data within a 5% margin of error to ensure accuracy.

Tenant Water Usage Portal

User Story: As a tenant, I want to access my water usage data so that I can monitor my consumption and make adjustments to save on my utility bills.
Description: The Tenant Water Usage Portal requirement introduces a user-friendly interface that enables tenants to monitor their own water consumption. This feature empowers tenants to become conscious of their usage patterns, encouraging water conservation efforts from their end. The portal will display real-time data specific to individual tenant accounts, allowing tenants to track their monthly consumption against averages for similar properties. This functionality promotes transparency and can lead to reduced utility costs for tenants while providing them with the information needed to adjust their habits accordingly. Integration with the existing tenant communication features of AllotWiz will further enhance the user experience.
Acceptance Criteria: Tenant accesses their water usage portal after receiving their monthly utility bill.

Given the tenant is logged into their AllotWiz account, when they navigate to the Water Usage Tracker, then the portal should display the tenant's current water usage, comparison with their previous months, and average usage for similar properties.

Tenant views their water consumption data for the current month.

Given that the tenant is on the water usage page, when they select the current month from the dropdown menu, then the portal should display the water consumption data only for that month in an easy-to-read format with graphical representation.

Tenant receives a notification about high water usage.

Given the system detects that a tenant's water usage exceeds the benchmark limit set by the property manager, when the tenant logs into the portal, then they should receive a notification highlighting excessive usage and tips for conservation.

Tenant compares their water usage to other tenants in the same property.

Given the tenant is in the Water Usage Tracker section, when they click on 'Compare with others', then the system should show a comparison chart of their consumption against the average usage of comparable tenants in their property.

Tenant sends feedback about the water usage portal.

Given the tenant completes their review of their water consumption and wants to provide feedback, when they click on the feedback button, then the portal should allow them to submit feedback successfully and display a confirmation message.

Tenant accesses historical water usage data.

Given the tenant is interested in tracking their water usage over time, when they select the 'Historical Data' option, then the portal should display water usage data for the past six months with options to filter by specific months.

Sustainability Reporting Tool

A built-in reporting tool that generates detailed sustainability reports highlighting energy efficiency metrics, water usage, and carbon emissions. This feature allows property managers to communicate their sustainability efforts effectively to tenants and stakeholders, showcasing the property’s commitment to eco-friendly practices!

Requirements

Energy Efficiency Metric Tracking

User Story: As a property manager, I want to track energy efficiency metrics so that I can monitor our sustainability progress and present this information effectively to stakeholders.
Description: This requirement focuses on enabling the Sustainability Reporting Tool to track and store various energy efficiency metrics over time. This includes data from utility bills and energy audits, allowing property managers to monitor energy consumption patterns, identify opportunities for improvement, and demonstrate energy efficiency progress to stakeholders. This will integrate seamlessly with the existing SaaS platform, enabling automatic data collection from tenant accounts and external sources. The benefit lies in providing actionable insights that can lead to reduced operational costs and enhanced sustainability credentials, making the property more attractive to environmentally conscious tenants.
Acceptance Criteria: Energy consumption data entry process for property managers

Given a property manager has access to the Sustainability Reporting Tool, when they input energy consumption data from utility bills, then the system should successfully store the data and provide a confirmation message to the user.

Integration with tenant accounts for automatic data collection

Given that the property is linked with tenant accounts, when tenants pay their utility bills, then the system should automatically collect and update energy usage data in the Sustainability Reporting Tool without manual intervention.

Monitoring energy efficiency metrics over time

Given that multiple energy efficiency metrics are being tracked, when a property manager views the Sustainability Reporting Tool, then they should see a comprehensive view of energy consumption patterns over a specified time period, including visual representations like graphs and charts.

Generating sustainability reports for stakeholders

Given that energy efficiency metrics have been tracked over time, when a property manager selects a date range and clicks 'Generate Report', then the system should compile and generate a sustainability report that includes energy efficiency metrics, water usage, and carbon emissions.

User interface for data input and report generation

Given that a property manager is using the Sustainability Reporting Tool, when they navigate to the data input section, then the user interface should be intuitive, allowing for easy data entry and report generation with clear instructions and tooltips.

Evaluation of improvement opportunities

Given that energy efficiency metrics are available, when a property manager analyzes the data, they should be able to identify at least three actionable recommendations for improving energy efficiency based on consumption patterns and benchmarks provided by the system.

Water Usage Analysis

User Story: As a property manager, I want to analyze water usage so that I can implement conservation measures and reduce costs associated with excessive water consumption.
Description: This requirement is aimed at developing features within the Sustainability Reporting Tool that analyze water usage data. It will aggregate data on water consumption across properties, allowing for detailed insights into patterns and recommendations for conservation measures. Property managers will be able to view historical water usage and identify properties with excessive consumption. The analysis will enable better resource management and inform sustainability strategies moving forward. Integrating this feature with existing billing systems and perhaps even smart meter technology can further enhance the accuracy of data collected.
Acceptance Criteria: Water Usage Analysis for Property Managers

Given a property manager, when they input water consumption data into the system, then the system should generate a report that highlights overall water usage trends and identifies properties with excessive consumption within minutes.

Integration with Smart Meter Technology

Given that smart meter data is available, when the system is integrated with the smart meters, then the platform should automatically import water usage data daily and reflect real-time consumption in the sustainability report.

Historical Data Visualization

Given a property manager accessing the sustainability reporting tool, when they select a specific property, then they should be able to view historical water usage data in visual formats such as graphs and charts over the past 12 months.

Conservation Recommendations Generation

Given the water usage analysis report, when the property manager reviews properties with high consumption, then the system should provide specific conservation measures tailored to each property's usage patterns.

User Access and Permissions

Given different roles within the property management team, when a property manager sets up user permissions, then only designated users should have the ability to view, modify, or generate sustainability reports.

Data Accuracy Validation

Given the water usage report, when the property manager cross-checks report data with billing records, then at least 95% of the data points should align accurately, ensuring data integrity and reliability.

Stakeholder Reporting

Given a completed sustainability report, when the property manager shares the report with stakeholders, then the report should be easily exportable in formats such as PDF and Excel, ensuring compatibility for external communications.

Carbon Emissions Reporting

User Story: As a property manager, I want to report on carbon emissions so that I can demonstrate our commitment to reducing our environmental impact and comply with sustainability regulations.
Description: This requirement entails building functionality within the Sustainability Reporting Tool that accurately calculates and reports carbon emissions based on property energy usage and transportation metrics. This will help property managers to evaluate their properties’ carbon footprints and determine the impact of implemented sustainability initiatives. By providing detailed, customizable reports that align with regulations and standards, stakeholders can gain insight into their environmental impact, aiding in transparency and compliance with sustainability regulations.
Acceptance Criteria: Property Manager generates a carbon emissions report for their property portfolio at the end of the fiscal year to assess the overall environmental impact and compliance with sustainability regulations.

Given the property manager has access to the Sustainability Reporting Tool, when they input the energy usage and transportation metrics, then a detailed carbon emissions report is generated, including total carbon emissions and comparisons to previous years.

The property manager wants to customize the carbon emissions report to focus on specific sustainability metrics relevant to potential stakeholders.

Given the property manager is using the Sustainability Reporting Tool, when they select specific metrics (energy efficiency, transportation impact), then the system allows them to customize the report layout and includes graphs for visual representation of the selected data.

A compliance officer reviews the carbon emissions report generated by the Sustainability Reporting Tool for regulatory audits.

Given the carbon emissions report is generated, when the compliance officer reviews the report, then it aligns with the specified regulatory standards and contains all necessary documentation for transparency and compliance verification.

The tenant accesses the carbon emissions report through their dashboard to understand the environmental impact of their residence and the property’s sustainability initiatives.

Given the tenant is logged into their account, when they navigate to the sustainability section, then they can view a user-friendly carbon emissions report detailing their unit's contribution to carbon emissions with context about sustainability initiatives.

A stakeholder requires a detailed breakdown of carbon emissions by month to assess ongoing sustainability efforts.

Given the stakeholder requests a detailed report, when the property manager utilizes the Sustainability Reporting Tool, then a monthly breakdown of carbon emissions is generated, showcasing trends and progress in sustainability efforts.

The property manager needs to export the carbon emissions report for presentation to the board of directors.

Given the carbon emissions report is ready, when the property manager selects the export option, then the report is successfully exported in multiple formats (PDF, Excel) maintaining data integrity and formatting for presentation purposes.

The property manager wants to receive automated alerts regarding significant changes in carbon emissions from one reporting period to the next.

Given the property manager is subscribed to notifications, when a new carbon emissions report is generated with significant changes in emissions levels, then an automated alert is sent to the property manager to review the report.

Customizable Reporting Features

User Story: As a property manager, I want to customize my sustainability reports so that I can cater to the specific interests of my stakeholders and present information in a compelling manner.
Description: This requirement addresses the need for customizable reporting within the Sustainability Reporting Tool, allowing property managers to tailor reports based on specific metrics that are most relevant to their stakeholders. Users can select which data points to include in reports, configure report formats (PDF, Excel, etc.), and set reporting frequencies (monthly, quarterly, annually). This flexibility enhances the usability of the tool and enables property managers to present data in a way that resonates with tenants and stakeholders, driving further engagement and commitment to sustainability initiatives.
Acceptance Criteria: Report Customization by Property Managers

Given the Sustainability Reporting Tool, when a property manager accesses the customizable reporting feature, then they should be able to select specific metrics (energy efficiency, water usage, carbon emissions) to include in the report.

Report Format Selection

Given the customizable reporting feature, when a property manager chooses to generate a report, then they should see options to select report formats (PDF, Excel, etc.) and successfully generate reports in the chosen format.

Setting Reporting Frequencies

Given the Sustainability Reporting Tool, when a property manager is generating a report, then they should have the ability to set the reporting frequency (monthly, quarterly, annually) and the system should schedule reports accordingly.

Previewing Custom Reports

Given the customizable reporting feature, when a property manager has configured a report, then they should be able to preview the report before finalizing it to ensure all selected metrics and formats are accurately represented.

Saving Customized Report Templates

Given the customizable reporting tool, when a property manager configures a report, then they should have the option to save their customization as a template for future use.

Validating Report Data Accuracy

Given a generated report from the Sustainability Reporting Tool, when the report is reviewed, then all metrics included should accurately reflect the data from the system for the specified reporting period.

Accessing Generated Reports

Given that a report has been generated, when a property manager tries to access the report, then they should be able to view, download, or share the report without any error or delay.

Tenant Engagement Snapshot

User Story: As a property manager, I want to track tenant engagement in sustainability initiatives so that I can improve participation rates and foster a community of eco-conscious residents.
Description: This requirement aims to facilitate insights into tenant engagement regarding sustainability initiatives through the Sustainability Reporting Tool. This feature would track tenant participation in sustainability programs, feedback on sustainability practices, and overall satisfaction regarding eco-friendly initiatives. Tracking these metrics can help property managers adjust their offerings and enhance tenant relations. The integration with communication tools can support notifications and updates about sustainability efforts, keeping tenants actively involved in the property’s green initiatives.
Acceptance Criteria: Tenant Participation Tracking in Sustainability Programs

Given a tenant is enrolled in at least one sustainability program, When they participate in the program, Then their participation should be recorded accurately in the Tenant Engagement Snapshot.

Feedback Collection on Sustainability Initiatives

Given a tenant has received a notification about a sustainability initiative, When the tenant provides feedback through the platform, Then the feedback should be logged and accessible in the Tenant Engagement Snapshot.

Satisfaction Survey Integration

Given a tenant's participation in multiple sustainability initiatives, When a satisfaction survey is sent, Then the tenant's responses should reflect their satisfaction level, which will be stored in the Tenant Engagement Snapshot.

Report Generation for Stakeholders

Given the sustainability metrics data is collected, When a report is generated using the Sustainability Reporting Tool, Then it should include tenant participation rates and feedback summary for stakeholders to review.

Real-Time Updates on Sustainability Efforts

Given the property manager updates sustainability initiatives, When a notification is sent to tenants, Then tenants should receive real-time updates through the communication tool integrated with the platform.

Analysis of Tenant Engagement Trends

Given tenant engagement data is collected over time, When the property manager views the Tenant Engagement Snapshot, Then they should be able to analyze trends and make informed decisions regarding sustainability initiatives.

Renewable Energy Integration Guide

This feature provides property managers with resources and suggestions for integrating renewable energy sources, such as solar panels or wind turbines, into their properties. Including ROI calculations and incentives, it helps users evaluate the feasibility of sustainability projects while enhancing the property’s marketability to environmentally conscious tenants.

Requirements

Renewable Energy Resource Library

User Story: As a property manager, I want access to a comprehensive library of renewable energy resources so that I can educate myself on the latest technologies and make informed decisions about integrating sustainability into my properties.
Description: The Renewable Energy Resource Library will serve as a comprehensive repository of articles, guidelines, and case studies regarding renewable energy integration in property management. This resource will provide property managers with valuable insights on various renewable technologies, their implementation processes, cost implications, and long-term benefits. The library’s integration into the AllotWiz platform will enable users to access critical information seamlessly, enhancing their decision-making capabilities and encouraging sustainable practices within their property portfolios.
Acceptance Criteria: Property managers access the Renewable Energy Resource Library to research solar panel installation for one of their properties.

Given a property manager is logged into the AllotWiz platform, when they navigate to the Renewable Energy Resource Library, then they should see a list of articles related to solar panel installation with a search function available.

A property manager uses the Renewable Energy Resource Library to find a case study about wind turbine implementation in a similar property type.

Given a property manager searches for 'wind turbines' in the Renewable Energy Resource Library, when they click on the case study link provided, then they should be redirected to a detailed case study page with relevant insights and data.

A property manager evaluates the cost implications of installing renewable energy systems using the resources available in the library.

Given a property manager is viewing an article about cost implications for solar panels, when they reach the section for cost analysis tools, then they should find ROI calculators available for download or online use with clear instructions.

A property manager needs to understand the long-term benefits of renewable energy integration after reading several articles in the library.

Given a property manager has accessed multiple articles in the Renewable Energy Resource Library, when they summarize their findings, then they should be able to list at least three long-term benefits of renewable energy integration outlined in the library resources.

Property managers want to keep updated on the latest incentives for renewable energy installations.

Given a property manager navigates to the incentives section of the Renewable Energy Resource Library, when they view the page, then they should see a list of current local and federal incentives with links to official resources for further details.

A user must be able to give feedback on the articles they review in the Renewable Energy Resource Library.

Given a property manager finishes reading an article, when they select the feedback option, then they should be prompted to submit a rating and comments, and receive a confirmation that their feedback has been recorded.

Property managers require information on various renewable technologies available for integration into their properties.

Given a property manager is exploring the Renewable Energy Resource Library, when they access the section on renewable technologies, then they should find a categorized list of technologies such as solar, wind, geothermal, and biomass with brief descriptions and links to detailed resources.

ROI Calculation Tool

User Story: As a property manager, I want a tool that calculates the ROI of renewable energy investments so that I can determine the financial feasibility before proceeding with installation.
Description: The ROI Calculation Tool will provide property managers with an interactive calculator designed to evaluate the return on investment for integrating renewable energy solutions like solar panels and wind turbines. By inputting specific variables such as installation costs, expected energy savings, and available incentives, users will receive tailored reports that assess the financial viability of their sustainability projects. This tool is essential for enabling property managers to make data-driven decisions when considering investment in renewable technologies.
Acceptance Criteria: Property managers use the ROI Calculation Tool to assess the financial viability of installing solar panels on a residential property.

Given that the property manager inputs installation costs, expected energy savings, and available incentives, when the calculation is executed, then the tool should return a comprehensive ROI report detailing the projected payback period, total savings, and overall ROI percentage.

A property manager wants to evaluate the potential ROI for integrating wind turbines into a commercial property using the ROI Calculation Tool.

Given that the property manager enters specific variables including installation costs and energy savings for wind turbines, when the manager clicks on 'Calculate', then the tool should accurately display the benefits and detailed report including net present value and internal rate of return.

The ROI Calculation Tool is being tested by property managers to ensure it works accurately with diverse property types and energy sources.

Given that the ROI Calculation Tool is designed for different renewable energy solutions, when varied inputs are tested (e.g., solar and wind), then the tool must produce accurate ROI calculations that match established benchmarks for each energy type.

A property manager utilizes the ROI Calculation Tool to identify potential incentives available for their sustainability project.

Given the prompts for entering property location and energy source type, when the property manager completes the fields, then the tool should display available local, state, and federal incentives relevant to that project, including potential tax credits and rebates.

Multiple property managers are collaborating and using the ROI Calculation Tool simultaneously to evaluate different projects.

Given that multiple users are accessing the ROI Calculation Tool at the same time, then the tool should facilitate smooth operation without lag and allow each user to generate personalized reports without data conflicts.

Property managers need a user-friendly interface for the ROI Calculation Tool for effective deployment.

Given the required functionality of the ROI Calculation Tool, when a property manager uses the tool for the first time, then they should be able to navigate through each input step intuitively, with help tips available for each field.

Sustainability Incentives Dashboard

User Story: As a property manager, I want to see a dashboard of sustainability incentives available in my area so that I can take advantage of financial support for renewable energy projects.
Description: The Sustainability Incentives Dashboard will provide an overview of available governmental and utility incentives for property managers pursuing renewable energy integration. This dashboard will be updated regularly to reflect current programs, grants, and tax credits, allowing property managers to capitalize on financial incentives that can offset installation costs. By integrating this dashboard into the AllotWiz platform, users will have the necessary information to optimize their investment strategies in sustainable energy.
Acceptance Criteria: Sustainability Incentives Dashboard Accessibility

Given that the property manager is logged into the AllotWiz platform, when they navigate to the Sustainability Incentives Dashboard, then it should be displayed without any errors and be accessible within 3 clicks.

Incentives Update Frequency

Given that the Sustainability Incentives Dashboard is integrated into the AllotWiz platform, when new governmental and utility incentives are announced, then the dashboard should reflect these updates within 30 days of the announcement.

Information Accuracy on Dashboard

Given that the Sustainability Incentives Dashboard contains data on incentives for renewable energy, when a property manager reviews the available incentives, then at least 95% of the information presented should be accurate and up-to-date during testing.

User Interaction with Incentives Data

Given that the property manager is viewing the Sustainability Incentives Dashboard, when they interact with the data (like filtering or sorting), then the dashboard should respond within 2 seconds and accurately display the filtered results.

Display of Financial Savings and ROI Calculations

Given that the property manager is reviewing the financial incentives available on the dashboard, when they select an incentive, then the associated ROI calculation and potential savings should be displayed clearly and accurately within 3 seconds.

Mobile Compatibility of Dashboard

Given that the property manager accesses the AllotWiz platform on a mobile device, when they open the Sustainability Incentives Dashboard, then it should be fully functional and visually consistent with the desktop version, allowing for easy navigation and accessibility.

Feedback Mechanism for Dashboard Users

Given that a property manager has reviewed the Sustainability Incentives Dashboard, when they choose to provide feedback about the dashboard, then a feedback form should be accessible, and their feedback should be recorded and acknowledged within 48 hours.

Tenant Engagement Feature

User Story: As a property manager, I want to engage my tenants on renewable energy initiatives so that I can foster community awareness and involvement in our sustainability efforts.
Description: The Tenant Engagement Feature will allow property managers to communicate with tenants regarding the benefits of renewable energy sources installed on the property. This feature will include customizable notifications, newsletters, and survey tools to gather tenant feedback on sustainability initiatives. By facilitating communication, this feature aims to increase tenant satisfaction and promote a community culture centered around sustainability, encouraging tenant participation in ongoing energy efficiency programs.
Acceptance Criteria: Tenant receives customized notifications about the benefits of newly installed solar panels in their building, explaining the energy savings and environmental impact.

Given a tenant is registered for notifications, when new information about the solar panels is available, then the tenant should receive a personalized notification via their preferred communication method (email or app notification).

Property managers send out a newsletter detailing sustainability initiatives and benefits to encourage tenant engagement and feedback.

Given the property manager has created a newsletter, when the newsletter is sent out to all tenants, then at least 75% of tenants should confirm receipt and acknowledge the content within 24 hours.

Surveys are distributed to tenants for feedback on the introduced renewable energy sources to measure satisfaction levels and collect suggestions for improvement.

Given a survey is created about renewable energy initiatives, when the survey is sent to tenants, then at least 50% of tenants should complete the survey within one week.

Tenants actively participate in discussions about sustainability initiatives during community meetings facilitated by the property management team.

Given a community meeting is scheduled that addresses sustainability, when tenants are invited, then at least 30% of attendees should engage in discussions about the benefits and challenges of sustainability projects.

Tenants receive follow-up communications based on survey feedback regarding sustainability programs to foster continued engagement.

Given the survey results are analyzed, when feedback indicates interest in additional sustainability topics, then at least one follow-up communication should be sent to tenants addressing those specific topics within one month.

Property managers track tenant engagement metrics to evaluate the effectiveness of the Tenant Engagement Feature.

Given the tenant engagement tools are in use, when performance metrics are analyzed, then the property manager should see a 20% increase in tenant engagement rates, including participation in sustainability initiatives over the previous quarter.

Program Management Integration

User Story: As a property manager, I want to integrate renewable energy project management within my existing tools so that I can efficiently manage my property while overseeing sustainability projects.
Description: The Program Management Integration will allow property managers to connect renewable energy projects with existing property management tools within the AllotWiz platform. This integration aims to streamline project timelines, budgets, and performance metrics, enabling property managers to monitor renewable energy projects alongside routine property management tasks. The benefit of this requirement is a coordinated approach to managing sustainability initiatives, reducing administrative burdens and ensuring continuous oversight.
Acceptance Criteria: Integration of renewable energy projects with property management tools lead to streamlined project setup.

Given a property manager accesses the AllotWiz platform, when they navigate to the renewable energy integration section, then they should be able to successfully link their renewable energy projects to their property management dashboards.

Property managers can set up project timelines for renewable energy initiatives within the AllotWiz platform.

Given a property manager has linked a renewable energy project, when they create a project timeline, then the timeline should reflect automated reminders and deadlines for each phase of the project.

Budget management for renewable energy projects is integrated with existing financial tracking tools in AllotWiz.

Given a property manager is monitoring their budget, when they enter costs associated with a renewable energy project, then the budget should automatically adjust and reflect the total cost of all integrated projects.

Performance metrics of renewable energy projects are displayed alongside standard property management KPIs.

Given a property manager views their dashboard, when they include renewable energy projects in the report, then the dashboard should show key performance indicators (KPIs) for both property management and renewable energy performance.

Property managers receive notifications for key events related to renewable energy projects.

Given a property manager has set up a renewable energy project, when a key project milestone is reached, then the system should send an automated notification to the manager's preferred communication channel (email, SMS, etc.).

Users can generate reports that include insights into renewable energy projects and their impact on overall property management.

Given a property manager wants to assess their renewable energy projects, when they generate a report, then the report should include both analytical insights on project performance and actionable suggestions based on the data collected.

Incentives and ROI calculations are incorporated into the renewable energy project planning.

Given a property manager is planning a renewable energy project, when they input relevant data, then the system should provide an estimate of potential ROI and applicable incentives clearly displayed on the planning interface.

Performance Metrics Reporting

User Story: As a property manager, I want to track the performance of our renewable energy systems so that I can report on savings and sustainability impacts to my stakeholders.
Description: The Performance Metrics Reporting feature will enable property managers to track and report on the performance of installed renewable energy systems. This feature will include analytics on energy production, cost savings, and carbon footprint reductions. By providing property managers with data-driven insights, this feature will empower them to evaluate the effectiveness of their renewable energy strategies and present their results to stakeholders or tenants, highlighting their commitment to sustainability.
Acceptance Criteria: Performance Metrics Reporting for Installed Renewable Energy Systems

Given a property manager has logged into the AllotWiz platform and navigated to the Performance Metrics Reporting section, when they input the required data for an installed renewable energy system, then the system should display analytics on energy production, cost savings, and carbon footprint reductions within 5 seconds.

ROI Calculation Feature for Renewable Energy Integration

Given a property manager wants to assess the ROI of a newly installed solar panel system, when they input initial costs, expected energy production, and local energy rates, then the platform should generate an ROI report detailing expected savings over 5 years with a visual graph representation.

Generating Reports for Stakeholders

Given that a property manager requires a performance report on renewable energy systems for a stakeholder meeting, when they select the date range and type of report, then the platform should generate a downloadable PDF report that includes all relevant analytics and visual charts by the end of the report generation process.

User Interface for Performance Metrics Reporting

Given a property manager is using the Performance Metrics Reporting feature, when they access any report, then the interface should be intuitive and display all necessary metrics in a user-friendly format, including tooltips for clarification on each metric.

Integration with Other Reporting Tools

Given that a property manager uses third-party reporting tools, when they export their performance metrics report, then the data should be compatible with popular formats like CSV, XLSX, and PDF without data loss.

Automatic Updates for Renewable Energy System Performance

Given a property manager has a renewable energy system installed, when the system performance data is updated, then the Performance Metrics Reporting feature should automatically refresh and display the latest data without requiring manual refresh.

Alerts for Performance Anomalies

Given the Performance Metrics Reporting feature is active, when the system detects a significant drop in energy production or unexpected costs, then the platform should send an alert notification to the property manager via email and in-app messaging.

Green Initiative Collaboration Platform

An interactive platform that promotes collaboration among property managers, tenants, and community members to organize green initiatives, such as recycling drives or energy audits. This feature fosters a sense of community involvement in sustainability efforts, encouraging tenants to contribute positively to their living environment while enhancing their overall experience.

Requirements

Community Project Dashboard

User Story: As a property manager, I want a dashboard to manage community sustainability initiatives so that I can easily track participation and project progress while keeping everyone informed and engaged.
Description: The Community Project Dashboard is a centralized interface within the Green Initiative Collaboration Platform that allows property managers, tenants, and community members to view and manage ongoing green initiatives. It provides real-time updates on project statuses, participant engagement, and necessary resources, thereby enhancing collaboration and transparency. With features such as project timelines, document sharing, and message boards, this dashboard empowers users to take an active role in sustainability efforts, fostering a stronger sense of community and commitment to eco-friendly practices.
Acceptance Criteria: User views the Community Project Dashboard to check the status of ongoing green initiatives and engage with the community.

Given a logged-in user accesses the Community Project Dashboard, when the page loads, then all ongoing projects are displayed with their respective statuses, including completion percentage.

A property manager adds a new green initiative to the dashboard.

Given a property manager is logged in, when they submit a new green initiative with a title, description, and deadline, then the initiative appears on the dashboard and is visible to all users.

A tenant posts a comment in the message board of a specific green initiative.

Given a tenant is logged in and viewing a green initiative, when they submit a comment in the message board, then the comment is displayed under the initiative for all users to see.

The community project dashboard displays resources required for each initiative.

Given the dashboard displays ongoing initiatives, when a user views a specific initiative, then all associated resources (material lists, volunteer requirements) are shown clearly.

Tracking participant engagement in green initiatives.

Given a registered user views an initiative on the dashboard, when they check the engagement statistics, then they see a list of current participants and their contribution levels clearly displayed.

Project timelines are displayed for each green initiative on the dashboard.

Given the dashboard shows ongoing projects, when a user views the timeline of a specific initiative, then they can see key milestones and deadlines clearly visualized.

Initiative Creation Tool

User Story: As a tenant, I want to propose new sustainability initiatives so that I can contribute ideas that reflect our community's environmental concerns and priorities.
Description: The Initiative Creation Tool allows users to propose new green initiatives directly within the platform. It includes templates and guided prompts to help users outline project goals, required resources, and expected outcomes. This tool encourages innovation and active participation in sustainability efforts by making it easy for community members to suggest ideas and organize initiatives without requiring extensive prior experience or knowledge. It ensures that all voices are heard and that the community’s needs and interests are catered to.
Acceptance Criteria: As a property manager, I want to create a new green initiative proposal so that I can involve tenants in sustainability efforts and encourage community participation.

Given the Initiative Creation Tool is open, when I fill out the required fields (initiative name, goals, resources needed, and expected outcomes) and submit the proposal, then the initiative should be saved and visible to other users in the community.

As a tenant, I want to view proposed green initiatives so that I can understand how I can contribute and participate in community sustainability efforts.

Given the green initiatives have been created, when I access the initiative page, then I should see a list of all proposed initiatives along with their details (name, goals, resources needed, expected outcomes) and the ability to comment on each initiative.

As a community member, I want to receive notifications about new initiative proposals so that I am informed and can get involved.

Given a new initiative has been successfully created and submitted, when I check my notifications, then I should receive an alert about the new initiative with a link to view its details.

As a property manager, I want to edit an existing green initiative proposal so that I can update information based on community feedback.

Given I have access to the initiative proposal, when I change the details of the initiative and save, then the updates should be reflected in the community view without any errors.

As a user, I want to access templates and guided prompts for initiative planning to ensure I provide all necessary information.

Given I am using the Initiative Creation Tool, when I click on the template options, then I should see available templates that guide me through creating an initiative with tips and examples in each section.

As a tenant, I want to provide feedback on initiatives that I have participated in to foster community engagement.

Given I have participated in a green initiative, when I navigate to the initiative page, then I should see an option to leave feedback and submit my comments without encountering issues.

As a property manager, I want to view the effectiveness of proposed initiatives through analytics so that I can assess community involvement and interest.

Given initiatives have been proposed and participation data is collected, when I access the analytics dashboard, then I should see metrics showing the number of proposals, participation rates, and feedback ratings for each initiative.

Impact Measurement Reports

User Story: As a community member, I want to see reports on the impact of our green initiatives so that I can understand our contributions and motivate others to participate further in sustainability efforts.
Description: Impact Measurement Reports provide analytics and insights on the outcomes of various sustainability initiatives undertaken within the community. Users can view metrics such as waste reduction, energy savings, and overall community engagement levels. This feature helps demonstrate the tangible benefits of green initiatives, fostering motivation and participation by showcasing success stories and areas for improvement. By offering concrete data, these reports support strategic planning for future initiatives and enhance accountability among participants.
Acceptance Criteria: User generates an Impact Measurement Report after conducting a sustainability initiative in the community.

Given that a property manager has logged into the AllotWiz platform and navigated to the Impact Measurement Reports section, when they select a specific sustainability initiative and request an impact report, then the system should display a report with metrics including waste reduction, energy savings, and community engagement levels for the selected initiative.

A tenant views the Impact Measurement Report highlighting the outcomes of the last recycling drive they participated in.

Given that a tenant logs into their account on the AllotWiz platform, when they navigate to the Impact Measurement Reports section, then they should be able to view a report that includes specific data on the recycling drive, outlining total waste recycled and energy saved as a direct result of the initiative.

The property manager analyzes the Impact Measurement Reports to plan future green initiatives.

Given that a property manager has access to multiple Impact Measurement Reports, when they review the reports focusing on metrics such as community engagement and energy savings, then they should be able to identify trends and areas for improvement to effectively strategize future sustainability initiatives.

Community members receive a summary of the Impact Measurement Reports via email after the completion of initiatives.

Given that a sustainability initiative has concluded and the Impact Measurement Report has been generated, when the report is finalized, then an automated email summary should be sent to all participants detailing the outcomes and impact metrics of the initiative.

The platform allows filtering of Impact Measurement Reports based on date ranges and initiative types.

Given that a user is in the Impact Measurement Reports section, when they apply filters for date ranges and initiative types, then the system should return a list of reports that meet the specified filters and criteria.

Event Coordination Module

User Story: As a property manager, I want to coordinate community events focused on sustainability so that I can encourage tenant participation and promote green initiatives effectively.
Description: The Event Coordination Module facilitates the organization of community events related to sustainability efforts, such as workshops, clean-up days, and educational seminars. This module includes tools for scheduling, attendee registration, and resource allocation, making it easier for tenants and property managers to work together on events that support green initiatives. By streamlining event planning processes and promoting collaboration, this feature enhances community involvement and fosters a culture of sustainability.
Acceptance Criteria: Tenant and property managers can collaboratively schedule and manage community clean-up events through the Event Coordination Module.

Given a registered tenant or property manager, when they access the Event Coordination Module, then they should be able to create, edit, or delete events and see a calendar view of all scheduled events.

Tenants can register for events through the Event Coordination Module, facilitating participation in sustainability initiatives.

Given a scheduled community event, when a tenant clicks on the event, then they should be able to complete a registration form, and upon submission, receive a confirmation email with event details.

Property managers need to allocate resources for scheduled community events, ensuring all necessary supplies are available.

Given an event that requires resources, when the property manager accesses the resource allocation feature, then they should be able to request and confirm the availability of supplies needed for the event.

The Event Coordination Module provides reminders and updates to registered attendees about upcoming events.

Given an upcoming event that tenants have registered for, when the event date approaches, then all registered attendees should receive an automated reminder email one week and one day before the event.

Community members can view and learn about past and future sustainability events organized through the platform.

Given the Event Coordination Module, when a user accesses the events page, then they should see a list of past and future events with details including dates, times, and summaries.

Property managers can analyze attendance and participant feedback from events to improve future planning.

Given completed events, when a property manager accesses the analytics dashboard, then they should be able to view attendance numbers and feedback scores to inform future event planning.

Tenants can see a collaborative space where suggestions for new events can be submitted by the community.

Given access to the Event Coordination Module, when a tenant visits the suggestions section, then they should be able to submit ideas for new community events which are logged for property manager review.

In-App Messaging System

User Story: As a community member, I want to communicate with others about sustainability initiatives so that I can share ideas and collaborate effectively on projects.
Description: The In-App Messaging System enables users to communicate directly with one another within the Green Initiative Collaboration Platform. This feature supports real-time discussions, questions, and idea exchanges related to ongoing initiatives, fostering collaboration and community engagement. With user-friendly interfaces for both individual and group messaging, tenants and community members can stay connected and informed, promoting a collaborative environment and encouraging active participation in sustainability efforts.
Acceptance Criteria: In-App Messaging System allows tenants to initiate a group conversation regarding a community green initiative event.

Given that the user is logged into the AllotWiz app, When the user selects multiple tenants to chat with in a group message, Then a group chat is created with all selected members able to see and respond to messages in real-time.

Users can send direct messages to other users from their profiles within the messaging system.

Given that a user is viewing another user's profile, When the user clicks on the 'Send Message' button, Then a direct message interface opens allowing the user to send a message to the selected user successfully.

Notifications are sent to users when they receive a new message in the In-App Messaging System.

Given that a user has received a new message while logged into the AllotWiz app, When a new message is received, Then the user should hear a notification sound and see a banner alerting them of the new message.

Users can search through their message history to find previous conversations on specific topics.

Given that a user is in the messaging interface, When the user enters a keyword in the search bar, Then the user should see all relevant conversations that match the keyword displayed in a list format.

The In-App Messaging System allows users to share documents or links related to green initiatives directly within the chat.

Given that a user is in an active chat, When the user uploads a document or shares a link, Then the document or link should appear in the chat for all participants to view and download.

Users can block or report inappropriate messages from other users within the messaging system.

Given that a user receives a message they find inappropriate, When the user clicks on the 'Block' or 'Report' option, Then the selected user is blocked from sending further messages, and a report is logged for review.

The messaging system maintains a history of conversations that users can revisit at any time.

Given that a user selects the messaging history option, When the user accesses past messages, Then the complete history of individual and group chats should be displayed with timestamps and participant names.

QuickPay Rent

This feature enables tenants to effortlessly pay their rent through the mobile app using secure payment methods. With built-in reminders for due dates, QuickPay Rent simplifies the payment process, reducing the chances of late fees and ensuring a hassle-free experience.

Requirements

Secure Payment Gateway Integration

User Story: As a tenant, I want to securely pay my rent through the app using various payment methods so that I can choose the option that is most convenient for me and feel confident that my payment information is safe.
Description: The requirement involves integrating a secure payment gateway into the AllotWiz platform, facilitating seamless transactions for rent payments through the QuickPay Rent feature. This integration will support multiple payment methods, including credit/debit cards and bank transfers, ensuring tenants can choose their preferred payment method. It will also implement advanced security measures like encryption and tokenization to protect sensitive financial data, reducing the risk of fraud and enhancing user confidence. This allows tenants to pay their rent effortlessly while ensuring compliance with financial regulations and maintaining the integrity of data transmission.
Acceptance Criteria: Secure Payment Gateway processing a rent payment through the QuickPay Rent feature in AllotWiz mobile app.

Given a tenant initiates a rent payment using a credit card, when the payment process is completed, then the transaction should be successfully processed and a confirmation message should be displayed in the app.

Tenant receives a reminder for upcoming rent payment due date through the app notifications.

Given a tenant has an upcoming rent due date, when the due date is 3 days away, then the tenant should receive a push notification reminding them of the payment.

Payment gateway processes both credit/debit card and bank transfer payment methods for rent payments.

Given a tenant chooses to pay rent via bank transfer, when the payment is processed, then the transaction should show as completed in their account history.

Advanced security measures safeguarding sensitive financial data during payment processing.

Given a tenant submits payment information, when the information is transmitted to the payment gateway, then the data must be encrypted and securely transmitted without exposure to third parties.

Tenant can select their preferred payment method without issues while using the QuickPay Rent feature.

Given a tenant is at the payment selection screen, when they select a payment method, then the relevant fields should appear for that payment option and the tenant can proceed without errors.

Verification of payment processing logs for compliance and auditing purposes.

Given a payment has been processed, when a compliance officer queries the payment logs, then the transaction should be recorded with accurate details such as date, amount, and payment method used.

Failed payment attempts provide feedback to tenants.

Given a tenant attempts to make a payment that fails, when the failure occurs, then a clear error message should be displayed explaining the issue and suggesting corrective actions.

Automated Due Date Reminders

User Story: As a tenant, I want to receive reminders for my rent due date so that I can ensure my payment is made on time and avoid late fees.
Description: This requirement focuses on developing an automated reminder system that notifies tenants of upcoming rent due dates through the QuickPay Rent feature. Notifications will be sent via push notifications and email, allowing tenants to receive reminders in a manner that suits their preferences. The implementation of this reminder feature will significantly reduce late payments and enhance tenant satisfaction by encouraging timely payments. Additionally, it can be configured to send reminders on different schedules, such as one week and one day before the due date, accommodating various tenant preferences and habits.
Acceptance Criteria: Notification of Upcoming Rent Due Dates for Tenants via Mobile App.

Given a tenant has registered for automated notifications, when the rent due date is approaching, then the tenant should receive a push notification and an email reminder at least one week before the due date and another reminder one day before.

Customization of Reminder Frequency by Tenants.

Given a tenant's preference settings are configurable, when the tenant selects their preferred reminder frequency (e.g., one week, three days, or one day before), then the system should only send reminders according to the selected frequency.

Success Confirmation of Reminders Received by Tenants.

Given the reminders have been sent, when tenants confirm receipt of notifications, then 90% of the targeted tenants should acknowledge receiving their reminders through feedback mechanisms (like confirmations on the app or replies to emails).

Handling Reminder Notifications for Multiple Payment Methods.

Given a tenant uses QuickPay Rent with multiple payment methods saved, when reminders are sent for rent due dates, then the reminders should include instructions for each available payment method in the notification.

Evaluation of Late Payment Reduction Impact Post-Implementation.

Given the automated reminder system is active, when analyzing payment records after three months, then instances of late payments should decrease by at least 30% compared to the three months prior to implementation.

User Experience Testing on Reminder Effectiveness.

Given a diverse group of tenants, when conducting user experience testing, then at least 80% of the participants should express satisfaction with the timeliness and clarity of the reminders received.

Integration of Reminder System with Existing Notification Framework.

Given the current notification system is in use, when the automated due date reminders are implemented, then all reminders should integrate seamlessly without causing any disruption to existing notification functionalities.

User-Friendly Payment Interface

User Story: As a tenant, I want a simple and intuitive interface for paying my rent so that I can complete the payment process quickly and easily without any confusion.
Description: The requirement entails creating a user-friendly interface within the QuickPay Rent feature of AllotWiz, allowing tenants to make rent payments easily and quickly. This will involve designing an intuitive layout with clear instructions, a minimal number of clicks to complete the payment, and easily accessible information regarding payment history and outstanding dues. The goal is to enhance the user experience by simplifying the payment process, reducing friction, and ensuring that tenants can pay their rent without confusion or frustration. Feedback mechanisms will also be incorporated to gather user insights for continuous improvement.
Acceptance Criteria: Tenant accesses the QuickPay Rent feature through the AllotWiz mobile app to initiate a rent payment before the due date.

Given that the tenant opens the QuickPay Rent feature, When the tenant selects the payment option, Then the interface displays clear instructions and a summary of their payment history with outstanding dues.

Tenant completes the rent payment using the QuickPay Rent feature on their mobile device.

Given that the tenant is on the payment screen, When the tenant enters their payment details and confirms the payment, Then the system processes the payment successfully and displays a confirmation message within 5 seconds.

Tenant receives a reminder about the upcoming rent payment using the QuickPay Rent feature.

Given that there is a rent due date approaching, When the reminder is sent 3 days prior to the due date, Then the tenant receives a notification in the app and via email regarding the upcoming rent payment.

Tenant interacts with the feedback mechanism within the QuickPay Rent feature after completing a payment.

Given that the tenant has just completed a rent payment, When the feedback prompt appears, Then the tenant is able to submit a rating and comment about their payment experience successfully.

Tenant navigates to view their past payment history and confirms the accuracy of entries.

Given the tenant accesses their payment history, When they review the transactions, Then they can see a complete and accurate record of all past payments with dates and amounts listed.

Mobile App Compatibility

User Story: As a tenant, I want to ensure that I can access the QuickPay Rent feature on my mobile device so that I can make payments conveniently while on the go.
Description: This requirement specifies that the QuickPay Rent feature must be fully compatible with both iOS and Android mobile applications of AllotWiz. This means that all functionalities, including payment processing and notification systems, must work seamlessly across different devices and operating systems. Ensuring cross-platform compatibility will maximize accessibility for tenants, allowing them to use the payment feature on their preferred devices without limitations. Testing will be done on various devices to guarantee consistent performance and user experience regardless of the platform used.
Acceptance Criteria: Mobile tenants attempt to pay their rent through the QuickPay Rent feature on the iOS mobile app before the due date using a credit card.

Given a mobile tenant uses the iOS app, when they select QuickPay Rent, then they should see a secure payment interface with available payment methods and a confirmation message upon successful payment.

Tenants should receive reminders for rent due dates through the QuickPay Rent feature on both Android and iOS applications.

Given the tenant's rent due date is approaching, when the set reminder period arrives, then the tenant should receive a push notification from the app on their device alerting them of the upcoming due date.

Landlords want to review transaction logs for rent payments made through the QuickPay Rent feature on both applications to ensure all transactions are recorded.

Given a landlord accesses the transaction history from either the iOS or Android app, when they navigate to the payments section, then they should see a complete list of all rent payments made with date, amount, and tenant details.

Tenants using the Android app wish to pay their rent via bank transfer through the QuickPay Rent feature.

Given a mobile tenant uses the Android app, when they select QuickPay Rent and choose bank transfer as the payment option, then the system should process the bank transfer securely and provide a confirmation receipt.

Tenants attempt to access the QuickPay Rent feature on various screen sizes of devices to ensure usability and functionality.

Given a tenant accesses the QuickPay Rent feature on different device screen sizes (small, medium, large), when they navigate through the payment interface, then all functionalities including payment input and confirmation must be fully usable and visually coherent across all devices.

New tenants register on the app and need to set up their payment methods in the QuickPay Rent feature before their first payment.

Given a new tenant has registered on the iOS or Android app, when they attempt to set up their payment method in QuickPay Rent, then they should be able to successfully add, edit, and save their payment information with appropriate security measures in place.

A tenant attempts to pay their rent late through the QuickPay Rent feature after the due date.

Given a tenant attempts to process a rent payment after the due date, when they initiate the payment, then the system should show a late fee notification and the total due amount including the late fee before processing the payment.

Transaction History Tracking

User Story: As a tenant, I want to view my rent payment history so that I can keep track of my payments and confirm that my rent has been processed correctly.
Description: This requirement involves developing a feature that allows tenants to view their transaction history related to rent payments within the QuickPay Rent module. The transaction history will include details such as payment dates, amounts, payment methods, and transaction statuses. By providing tenants with visibility into their payment records, this feature will enhance transparency and trust in the payment process, enabling users to keep track of their financial commitments easily. Easy access to this information will also assist tenants in resolving any discrepancies with payments.
Acceptance Criteria: Viewing Transaction History for Rent Payments

Given that a tenant is logged into the QuickPay Rent module, when they navigate to the 'Transaction History' section, then they should see a list of all past rent payments with payment dates, amounts, payment methods, and statuses displayed clearly.

Filtering Transaction History

Given that a tenant is viewing their transaction history, when they use the filter options to view payments by date or status, then the displayed transactions should update accordingly to match the selected criteria.

Downloadable Transaction History

Given that a tenant is on the Transaction History page, when they click the 'Download' button, then a CSV file containing all transaction details should be generated and downloaded to their device.

Accessing Transaction Details

Given that a tenant is viewing the transaction history, when they click on a specific transaction entry, then a detailed view should appear showing extended information including any notes or links related to the payment.

Identifying Payment Discrepancies

Given that a tenant is viewing their transaction history, when they identify a discrepancy in a payment, then they should see an option to report the issue which triggers a support request.

Security of Payment Information

Given that a tenant accesses their transaction history, when the data is displayed, then all sensitive information should be securely transmitted and not visible to unauthorized users.

User Feedback on Transaction History

Given that a tenant has viewed their transaction history, when prompted, they should be able to provide feedback on the usefulness and clarity of the information displayed.

Maintenance Tracking

Tenants can submit maintenance requests directly through the app and track their progress in real-time. This feature allows for clear communication regarding the status of issues raised, enhancing transparency and ensuring timely resolutions to maintenance problems.

Requirements

Real-time Maintenance Request Submission

User Story: As a tenant, I want to submit maintenance requests directly through the app so that I can easily communicate my issues and receive timely updates on their progress.
Description: This requirement allows tenants to submit maintenance requests in real-time through the AllotWiz app. The feature integrates with the existing tenant interface to provide a user-friendly submission form that includes fields for issue description, urgency level, and any relevant photos. The requests will be instantly logged and assigned to the appropriate maintenance personnel, ensuring prompt attention and tracking. This functionality not only increases tenant satisfaction by making it easy to report issues but also allows property managers to have a centralized system for monitoring maintenance requests and service levels. This transparency enhances trust between tenants and property managers, making maintenance management more efficient.
Acceptance Criteria: Tenant submits a maintenance request via the AllotWiz app after noticing a plumbing issue in their apartment.

Given the tenant is logged into the AllotWiz app, when they fill out the maintenance request form with issue description, urgency level, and photo, then the request should be successfully submitted and logged in the system with a timestamp and assigned maintenance personnel.

Property manager reviews the submitted maintenance request during their workflow.

Given that the maintenance request has been logged, when the property manager accesses the maintenance tracking module, then they should see the request details including the issue description, urgency level, and assigned personnel.

Tenant checks the status of their submitted maintenance request while using the AllotWiz app.

Given the tenant has submitted a maintenance request, when they navigate to the maintenance tracking section of the app, then they should be able to see the real-time status of their request and any updates regarding its resolution.

Maintenance personnel receives a notification for a new maintenance request assigned to them.

Given a new maintenance request is submitted, when the request is logged in the system, then the assigned maintenance personnel should receive an instant notification on their mobile device or app regarding the new task with all relevant details.

Tenant receives an acknowledgment after submitting a maintenance request through the app.

Given the tenant submits a maintenance request, when the submission is successful, then the tenant should receive an automated confirmation message via the app indicating that their request has been received and is being processed.

Reporting on maintenance request trends and response times via the AllotWiz dashboard.

Given that maintenance requests have been logged over a period, when the property manager accesses the reporting dashboard, then they should be able to view metrics on response times, outstanding requests, and overall maintenance performance.

User experience feedback on the maintenance request submission process.

Given tenants have used the maintenance request feature, when a feedback survey is conducted, then at least 80% of respondents should indicate that the submission process was user-friendly and straightforward.

Progress Tracking Dashboard

User Story: As a tenant, I want to see the status of my maintenance requests so that I can stay updated and know when to expect a resolution.
Description: The Progress Tracking Dashboard will provide both tenants and property managers with a visual interface displaying the status of all maintenance requests. It includes features such as an overview of open, in-progress, and completed requests, estimated completion times, and notifications for any updates or delays. This real-time tracking capability helps tenants feel informed and engaged while enabling property managers to better allocate resources and manage their workflows. Implementing this requirement improves operational efficiency and elevates tenant satisfaction by providing transparency in the maintenance process.
Acceptance Criteria: Tenant submits a maintenance request through the AllotWiz app.

Given the tenant is logged into the AllotWiz app, when they submit a maintenance request, then they should receive a confirmation message indicating the request has been received and is being processed.

Tenant views the Progress Tracking Dashboard for their maintenance requests.

Given the tenant has submitted at least one maintenance request, when they access the Progress Tracking Dashboard, then they should see an overview of their open, in-progress, and completed requests with accurate statuses.

Property manager updates the status of a maintenance request.

Given the property manager is logged into the AllotWiz app and has access to maintenance requests, when they update the status of a request, then the updated status should be reflected in real-time on the Progress Tracking Dashboard for the corresponding tenant.

Tenants receive notifications about updates on their maintenance requests.

Given the tenant has submitted maintenance requests, when any updates or delays occur in the maintenance process, then the tenant should receive timely notifications through the app.

Visual representation of the estimated completion times for maintenance requests.

Given the tenant is viewing the Progress Tracking Dashboard, then the dashboard should display estimated completion times for in-progress requests clearly and accurately.

Property manager checks the overall status of all maintenance requests.

Given the property manager accesses the Progress Tracking Dashboard, when they view the dashboard, then they should see a visual representation of open, in-progress, and completed requests across all tenants.

Tenant engagement with completed maintenance requests for feedback.

Given a maintenance request has been marked as completed, when the tenant views the request on the Progress Tracking Dashboard, then they should be prompted to provide feedback on the completed work.

Automated Notification System

User Story: As a tenant, I want to receive notifications about my maintenance request status so that I am always informed without having to check manually.
Description: This requirement entails creating an automated notification system that sends updates to tenants whenever there is a change in the status of their maintenance requests. Notifications will be sent via push notifications within the app and optionally via email. The system should allow for customization of notification settings, enabling users to choose the types of alerts they wish to receive. This functionality keeps tenants informed and reduces the number of inquiries property managers receive about request statuses. It also fosters a proactive communication style, ensuring tenants feel supported.
Acceptance Criteria: Tenant receives a push notification when the status of their maintenance request changes from 'Submitted' to 'In Progress'.

Given a tenant submits a maintenance request, when the request status changes to 'In Progress', then the tenant receives a push notification on their device indicating the new status.

Tenant receives an email notification when a maintenance request is completed.

Given a maintenance request is marked as 'Completed', when the request status changes, then an email notification is sent to the tenant’s registered email address informing them of the completion.

Tenant accesses notification settings to customize their alert preferences.

Given a tenant is in the notification settings section, when they choose to enable or disable certain types of notifications, then their preferences should be saved and reflected in their alert settings.

Tenant receives a push notification when an estimated completion date is updated for their maintenance request.

Given a maintenance request is assigned to a worker, when the estimated completion date is changed, then the tenant receives a push notification with the updated date.

Tenant receives a summary of all notifications regarding their maintenance requests in a single app notification.

Given a tenant has multiple maintenance requests, when there are updates to any of these requests, then they receive a single aggregated notification summarizing the changes.

Tenant has an option to opt-out of email notifications for maintenance requests.

Given a tenant is in the notification settings, when they choose to opt-out of email notifications, then they should not receive any email alerts for future updates on maintenance requests.

Maintenance History Log

User Story: As a tenant, I want to view my past maintenance requests and their resolutions so that I can keep track of recurring issues in my unit.
Description: The Maintenance History Log requirement provides tenants and property managers access to a complete history of all maintenance requests submitted and their outcomes. This feature includes filtering options to view requests based on date range, type of issue, or status, and can be segmented for individual units or properties. By tracking historical data, property managers can identify trends in maintenance issues and proactively address recurring problems, while tenants can reference past issues and resolutions, enhancing transparency and trust.
Acceptance Criteria: Tenant submitting a maintenance request through the AllotWiz app and viewing it in their maintenance history log.

Given the tenant has logged into the AllotWiz app, when they submit a maintenance request, then the request should be recorded in the Maintenance History Log with the status 'Submitted'.

Property manager reviewing and filtering maintenance requests for a specific date range.

Given the property manager is on the Maintenance History Log page, when they apply a filter for a specific date range, then only maintenance requests within that range should be displayed.

Tenant accessing their maintenance history log to check for past maintenance issues and resolutions.

Given the tenant is viewing the Maintenance History Log, when they scroll through the log, then they should see all past maintenance requests listed with their resolution status.

Property manager analyzing trends in maintenance issues from the history log.

Given the property manager has access to the Maintenance History Log, when they filter by the type of issue, then they should see all related maintenance requests with their frequencies and resolution outcomes.

Tenant receiving notifications when a maintenance request is updated in the history log.

Given the tenant has submitted a maintenance request, when the status of the request changes, then the tenant should receive a notification of the update through the app.

Management of past maintenance requests to ensure they can be segmented by individual units.

Given the property manager is on the Maintenance History Log page, when they select a specific unit from the segmentation filter, then the log should display only the maintenance requests for that unit.

Tenant viewing detailed information about a specific maintenance request from their history log.

Given the tenant is viewing their Maintenance History Log, when they click on a specific maintenance request, then a detailed view of the request including issue type, submission date, resolution date, and status should be displayed.

Integration with Vendor Management System

User Story: As a property manager, I want to automatically assign maintenance tasks to vendors so that I can enhance response time and improve the quality of service.
Description: This requirement focuses on integrating the maintenance tracking feature with an existing vendor management system. It will automate the assignment of requests to appropriate vendors based on availability, urgency, and past performance. By streamlining this process, property managers can ensure faster response times to maintenance requests, maintain better vendor relationships, and report on vendor performance metrics. This integration will minimize administrative overhead and facilitate a more efficient maintenance workflow, allowing property managers to provide higher service levels to tenants.
Acceptance Criteria: Automated Assignment of Maintenance Requests to Vendors.

Given a maintenance request is submitted by a tenant, when the request is created in the maintenance tracking system, then it should be automatically assigned to the appropriate vendor based on availability, urgency, and past performance metrics within 5 minutes.

Real-Time Status Updates for Maintenance Requests.

Given a tenant views their maintenance request, when the status of the request changes, then the tenant should receive a real-time notification with the updated status within 2 minutes of the change.

Vendor Performance Reporting Integration.

Given the integration is active, when property managers access the vendor performance metrics dashboard, then they should see data reflecting the resolution times, satisfaction ratings, and frequency of vendor engagement updated within 24 hours after the completion of each request.

Tenant Communication on Resolution Timings.

Given a maintenance request has been assigned to a vendor, when the vendor acknowledges the request, then the tenant should receive a confirmation that includes the estimated resolution time within 10 minutes of the vendor's acknowledgment.

Vendor Availability Checks Before Request Assignment.

Given a new maintenance request is submitted, when the system evaluates vendor availability, then the system should only assign the request if at least one vendor is available to respond within the designated time frame.

Historical Performance Review of Vendors.

Given the property manager is reviewing vendor performance, when they access the historical performance data, then they should be able to filter and view vendor performance over the last 12 months based on resolution times and tenant feedback.

Document Vault

A secure space within the app for tenants to store important documents related to their rental agreements, such as lease contracts, receipts, and notices. The Document Vault helps tenants organize their crucial paperwork, ensuring easy access whenever needed, and promoting better management of their tenancy.

Requirements

Secure Document Storage

User Story: As a tenant, I want a secure place to store my important rental documents so that I can access them anytime when needed.
Description: The requirement entails integrating a secure document storage system within the Document Vault feature. This system will allow tenants to upload, save, and organize essential documents such as lease contracts, payment receipts, and notices. The focus of this requirement is to ensure that all documents are securely encrypted and accessible only by the tenant and property manager, enhancing data privacy and fostering trust between parties. A user-friendly interface will be essential, streamlining the process of document upload and retrieval. Ultimately, this feature aims to provide tenants with peace of mind knowing their important documents are safely stored and easily accessible, which can lead to improved tenant satisfaction and reduced administrative inquiries.
Acceptance Criteria: Tenant uploads a lease contract to the Document Vault.

Given the tenant is logged into the platform, when they navigate to the Document Vault and select the upload option, then they should be able to successfully upload a lease contract and receive a confirmation message indicating the upload was successful.

Property manager accesses a tenant's uploaded documents in the Document Vault.

Given the property manager is logged into the platform, when they navigate to the Document Vault for a specific tenant, then they should see a list of documents uploaded by the tenant, ensuring all documents are viewable while maintaining tenant data privacy.

Tenant attempts to share a document with the property manager.

Given the tenant is logged into the platform and has uploaded a document, when they select the option to share the document with the property manager, then the document should be shared securely, and the property manager should receive a notification that a document has been shared.

Tenant tries to access the Document Vault using an unstable internet connection.

Given the tenant has an unstable internet connection, when they attempt to access the Document Vault, then the system should display a loading indicator without crashing and provide a message that the connection is unstable, prompting them to try again.

Tenant deletes an uploaded document from the Document Vault.

Given the tenant is logged into the platform and views their uploaded documents, when they select a document to delete and confirm the deletion, then the document should be permanently removed from the Document Vault, and a confirmation message should be displayed.

System maintains data encryption when documents are stored in the Document Vault.

Given a document is uploaded to the Document Vault, when it is stored in the system, then it must be encrypted at rest, and any retrieval of the document should also ensure encryption during transmission.

Document Categorization

User Story: As a tenant, I want to categorize my documents within the Document Vault so that I can easily find and access them when necessary.
Description: This requirement involves implementing a categorization system within the Document Vault that allows tenants to organize their documents effectively. Each document uploaded can be tagged with categories such as 'Lease Agreement', 'Payment Receipts', 'Notices', or 'Maintenance Requests'. By enabling easy categorization and a search function, tenants can quickly find specific documents without scrolling through a large list. This feature not only enhances user experience but also improves efficiency in managing paperwork, reducing frustration for tenants when looking for critical documents relating to their tenancy.
Acceptance Criteria: Tenant uploads a lease agreement document to the Document Vault and tags it with the 'Lease Agreement' category.

Given the tenant is logged into the Document Vault, When the tenant uploads a document and selects 'Lease Agreement' as the category, Then the document should be saved in the Document Vault categorized under 'Lease Agreement'.

Tenant accesses the Document Vault and searches for documents tagged with 'Payment Receipts'.

Given the tenant is in the Document Vault, When the tenant enters 'Payment Receipts' in the search bar, Then only documents tagged with 'Payment Receipts' should be displayed in the search results.

Tenant receives a notification about a maintenance issue and wants to store the notice in the Document Vault.

Given the tenant receives a maintenance notice, When the tenant uploads the notice to the Document Vault and selects 'Notices' as the category, Then the document should be saved successfully and categorized under 'Notices'.

Tenant wants to edit the category of an already uploaded document.

Given the tenant is in the Document Vault, When the tenant selects a document and chooses to edit its category, Then the tenant should be able to select a new category and save the changes successfully.

Tenant is looking for a maintenance request document they submitted previously.

Given the tenant is in the Document Vault, When the tenant filters documents by 'Maintenance Requests', Then all documents tagged with 'Maintenance Requests' should be visible and accessible in the vault.

Tenant tries to upload a file not allowed by the Document Vault.

Given the tenant is in the Document Vault, When the tenant attempts to upload an unsupported file type, Then the system should display an error message indicating the file type is unsupported.

Document Sharing Capabilities

User Story: As a tenant, I want to share specific documents from my Document Vault with my property manager so that I can streamline communication and provide necessary information without physical copies.
Description: The requirement encompasses the ability for tenants to share specific documents with property managers or authorized parties through the Document Vault. This feature is essential for situations where a tenant needs to provide additional documentation for approval processes, such as maintenance requests or lease renewals. By implementing a secure sharing option, it allows tenants to maintain control over which documents are shared, keeping everything within the app, simplifying communications, and enhancing transparency in the tenant-property manager relationship.
Acceptance Criteria: Tenant Sharing Documents for Maintenance Requests

Given a tenant has documents stored in the Document Vault, when they select a document to share, then the sharing options should display the property manager's contact information and any authorized parties. The tenant should be able to send the document with a confirmation notification.

Access Control for Shared Documents

Given a tenant shares specific documents, when the property manager accesses those documents, then the system should log the access and notify the tenant of the viewing permissions granted to the property manager.

Revoking Document Access

Given a tenant has shared a document with the property manager, when the tenant decides to revoke access, then the property manager should no longer be able to view or access the document, and the tenant should receive a confirmation of this action.

User Interface for Document Sharing

Given a tenant is in the Document Vault, when they navigate to the document sharing feature, then the user interface should be intuitive, clearly displaying options for sharing, accessing documents, and an overview of which documents have been shared.

Document Sharing Notification System

Given a document has been shared with the property manager, when the sharing occurs, then both the tenant and the property manager should receive a notification indicating the document has been successfully shared.

Security and Encryption for Shared Documents

Given a document is being shared with the property manager, when the document is transferred, then the system should ensure that it is encrypted during transit to maintain security and privacy.

Audit Trail for Document Sharing

Given documents have been shared between tenants and property managers, when any document sharing action occurs, then an audit trail should be maintained that logs who shared the document and when it was shared for accountability purposes.

Community Bulletin Board

An interactive feature where tenants can view announcements, community events, and updates from property management. The Community Bulletin Board fosters engagement and keeps tenants informed about happenings within their living environment, encouraging a sense of community.

Requirements

Event Posting System

User Story: As a tenant, I want to see upcoming community events on a bulletin board so that I can participate and connect with my neighbors.
Description: The Event Posting System allows property management to upload and highlight community events on the Community Bulletin Board. It should include features for categorizing events, setting dates and times, and adding descriptions and images. This functionality enhances tenant engagement by providing a centralized location for all community activities, promoting participation and strengthening the community bond. Additionally, tenants should receive notifications for newly added events to ensure they remain updated and involved.
Acceptance Criteria: Event Posting by Property Management

Given the property management is logged into the AllotWiz dashboard, when they navigate to the Event Posting System, then they should be able to create a new event with a title, description, date, and time, and upload an image, which will then appear on the Community Bulletin Board.

Event Categorization and Filtering

Given multiple events are posted on the Community Bulletin Board, when tenants access the board, then they should be able to filter events by date and category, ensuring they can easily find relevant events.

Notification of New Events to Tenants

Given property management has posted a new event, when the event is created, then all tenants should receive a notification via their preferred communication method (email or app notification) about the new event within 5 minutes of posting.

Editing Existing Events

Given a property manager wants to make changes to an existing event, when they access the Event Posting System and edit the event details, then the updated information should be displayed on the Community Bulletin Board immediately after saving the changes.

Removing Events from the Bulletin Board

Given that a community event is canceled, when the property management selects the option to remove the event from the Event Posting System, then the event should no longer be visible on the Community Bulletin Board and tenants should receive a notification about the cancellation.

Adding Multiple Images to an Event

Given a property manager is creating a community event, when they upload an event, then they should be able to attach multiple images to the event post, with all images being displayed correctly on the Community Bulletin Board.

User Role Permissions for Event Management

Given different user roles exist within AllotWiz, when a user without event posting permission attempts to create or manage events, then they should receive an error message indicating their lack of permissions to perform this action.

Announcement Feature

User Story: As a tenant, I want to receive important announcements from management so that I am always informed about relevant changes and updates.
Description: The Announcement Feature enables property managers to share important updates and notifications with tenants on the Community Bulletin Board. This may include maintenance alerts, payment reminders, policy changes, or general news relevant to the community. The capability to create, edit, and remove announcements ensures that information remains current and accessible. This feature enhances transparency and communication between property management and tenants, fostering trust and satisfaction.
Acceptance Criteria: Property managers need to create an announcement for upcoming maintenance that will affect all tenants in a building. They access the Community Bulletin Board feature, fill in the details of the announcement, and publish it for all tenants to see.

Given that a property manager is logged into the AllotWiz platform and navigates to the Community Bulletin Board, when they select the option to create an announcement, then they should be able to input the announcement title, details, and specify the publication date, and upon saving, the announcement should be immediately visible to all tenants.

A property manager realizes that a previously published announcement about a holiday maintenance schedule needs to be edited to reflect a change. They access the announcement to make the necessary edits and republish it.

Given that a property manager has a published announcement on the Community Bulletin Board, when they select the edit option for that announcement, then they should be able to modify the announcement content and save changes, which should update the announcement in real-time for all tenants to see.

A property manager needs to remove an outdated announcement regarding a past event that is no longer relevant. They want to ensure that tenants do not see this outdated information on the Community Bulletin Board.

Given that a property manager is viewing the Community Bulletin Board and identifies an outdated announcement, when they select the option to delete that announcement, then the announcement should be removed from the viewable list and no longer accessible to tenants.

Tenants regularly check the Community Bulletin Board for new announcements. Some tenants are using a mobile web browser to access the platform and expect the same functionality as it is available on desktops.

Given that a tenant is using a mobile browser to access the Community Bulletin Board, when they view the page, then they should be able to see all current announcements formatted correctly for mobile view and accessible without any navigation issues.

After publishing an announcement, the property manager wants to ensure that the tenants are notified of the new updates via email notifications for improved communication.

Given that an announcement has been published on the Community Bulletin Board, when an announcement is created, then all tenants should receive an email notification with the announcement details within five minutes of the publication.

A property manager is checking the analytics of the Community Bulletin Board to understand which announcements have been viewed the most by the tenants.

Given that the property manager accesses the analytics dashboard, when they check the view metrics of the Community Bulletin Board announcements, then they should see a list of announcements sorted by the number of views, along with the timestamp of when each was accessed.

Interactive Feedback Option

User Story: As a tenant, I want to give feedback on announcements and events so that I can contribute my views and feel more connected to my community.
Description: The Interactive Feedback Option allows tenants to provide comments or feedback on announcements and events displayed on the Community Bulletin Board. This two-way communication tool encourages tenants to express their thoughts, suggestions, or concerns, fostering a stronger sense of community and involvement. Features may include upvoting, commenting, or rating announcements, helping property management understand tenant sentiment and adapt to their needs accordingly.
Acceptance Criteria: Implementation of the Interactive Feedback Option enables tenants to view announcements and events on the Community Bulletin Board, where they can interactively provide feedback.

Given a tenant is logged into the AllotWiz platform, when they view an announcement on the Community Bulletin Board, then they should see an interactive feedback option allowing for comments, upvotes, and ratings.

Tenants utilize the feedback option to submit comments or ratings on a specific community event.

Given a community event is displayed on the Bulletin Board, when a tenant submits a comment and a rating, then their feedback should be successfully recorded and displayed alongside the event announcement.

Property management team reviews feedback submitted by tenants regarding community announcements.

Given feedback has been submitted by tenants, when the property management team accesses the feedback dashboard, then they should see all comments and ratings categorized under their respective announcements for review and analysis.

Tenants receive notifications for replies to their feedback on the Community Bulletin Board.

Given a tenant receives a reply to their comment, when they check their notifications in the AllotWiz platform, then they should see a notification indicating the reply has been made to their feedback.

Tenants can upvote announcements and events they find beneficial or important on the Community Bulletin Board.

Given a tenant is viewing announcements, when they click the upvote button on an announcement, then the upvote count should increase by one and reflect in real-time.

Property management seeks to gauge tenant sentiment on recent community events through feedback ratings.

Given a community event has concluded, when property management views the feedback metrics, then they should be able to see the average rating and number of upvotes for that event clearly displayed.

Search and Filter Functionality

User Story: As a tenant, I want to search for specific events or announcements so that I can quickly find the information I'm interested in.
Description: The Search and Filter Functionality allows tenants to easily navigate the Community Bulletin Board by searching for specific announcements or events based on keywords, dates, or categories. This feature is essential for tenants who want to quickly find information that interests them without having to scroll through numerous posts. By streamlining the process of information retrieval, this functionality supports better user experience and satisfaction.
Acceptance Criteria: Tenant searching for a community event using the filter options.

Given a tenant is on the Community Bulletin Board, when they enter a keyword related to an event in the search bar and apply date filters, then the system should display relevant announcements or events that match the search criteria within 2 seconds.

Tenant filters announcements by category.

Given a tenant is viewing the Community Bulletin Board, when they select a specific category (e.g., Maintenance, Events, Announcements), then the system should only display posts that belong to that category.

Tenant searches for announcements made in the last week.

Given a tenant wants to find recent announcements, when they set the date filter to 'Last week', then the system should show all announcements made within that timeframe.

Tenant receives no results for an irrelevant search term.

Given a tenant searches for an announcement with a term that has no results, when they press 'Search', then the system should display a message stating 'No results found' without crashing or freezing the application.

Multiple tenants searching simultaneously on the bulletin board.

Given multiple tenants are searching for different announcements at the same time, when they use the search and filter functionality, then the system should manage multiple requests without performance lag, providing each user with their respective results promptly.

Custom Notification Settings

User Story: As a tenant, I want to customize my notification preferences for community updates so that I never miss important information in my preferred format.
Description: The Custom Notification Settings feature allows tenants to personalize how they receive updates from the Community Bulletin Board. Tenants can choose to receive notifications via email, SMS, or in-app alerts for new announcements, upcoming events, or new community feedback. This customization increases tenant engagement and ensures they receive information in their preferred format, enhancing overall satisfaction and connection with the community.
Acceptance Criteria: Tenants access the Community Bulletin Board to update their notification preferences for new announcements and community events.

Given a registered tenant is logged in to the application, when they navigate to the Custom Notification Settings page, then they should see options to select email, SMS, or in-app alerts for notifications.

A tenant updates their notification settings to receive email notifications for all announcements.

Given a tenant sets their notification preference to email notifications, when a new announcement is posted on the Community Bulletin Board, then the tenant, should receive an email notification within 5 minutes of the announcement being made.

A tenant wishes to change their notification preferences for community events from email to SMS.

Given a tenant has previously set their notification preference to email for community events, when they change their preference to SMS and save the changes, then the tenant should receive a confirmation message indicating the successful update of their preference.

A tenant wants to ensure they receive in-app alerts for new community feedback submissions.

Given a tenant is in the Custom Notification Settings, when they select in-app alerts for community feedback and save the settings, then they should receive an in-app alert the next time a community feedback is submitted.

A property manager wants to test the notification system after implementing the Custom Notification Settings feature.

Given a property manager has posted a new announcement on the Community Bulletin Board, when they check the notification logs, then they should see records of all notifications sent to tenants based on their preferences within 10 minutes of the announcement.

A tenant is not receiving notifications for the updated preference settings after they have been changed.

Given a tenant updates their notification settings and there are new announcements/events, when they check their notifications, then they should receive notifications according to the newly set preference without any discrepancies.

Feedback Loop

This feature allows tenants to provide feedback on their living experience and service quality directly through the app. By facilitating a channel for suggestions and concerns, it empowers tenants to have their voices heard, prompting timely improvements and enhancing tenant satisfaction.

Requirements

Feedback Submission Interface

User Story: As a tenant, I want to provide feedback on my living experience through the app so that I can share my thoughts and suggestions directly with my landlord and help improve the property services.
Description: The Feedback Submission Interface requirement outlines the need for a user-friendly platform where tenants can easily submit their feedback, concerns, and suggestions directly through the AllotWiz app. This interface should provide tenants with simple input fields for different types of feedback, such as numerical ratings and textual comments. The implementation of this requirement not only enhances tenant engagement but also provides landlords with immediate insights into tenant satisfaction, enabling them to respond quickly to potential issues. By streamlining the feedback process, this feature aims to strengthen the relationship between tenants and property managers, foster open communication, and promote continuous improvement in service delivery.
Acceptance Criteria: User submits feedback through the app after experiencing maintenance issues

Given that the tenant accesses the Feedback Submission Interface, When they enter a numerical rating and a textual comment regarding the maintenance issue, Then the feedback should be successfully recorded and acknowledged by the app.

Tenant wants to edit previously submitted feedback

Given that the tenant has submitted feedback earlier, When they access their submitted feedback via the app, Then they should be able to modify their numerical rating and comment and successfully save the updated feedback.

User submits feedback without entering a comment where a comment is required

Given that the tenant accesses the Feedback Submission Interface, When they attempt to submit feedback with only a numerical rating and no comment in the required field, Then an error message should be displayed indicating that a comment is required.

User provides feedback on multiple aspects in one submission

Given that the tenant wishes to provide feedback on various aspects, When they use the Feedback Submission Interface to rate and comment on different facets of their living experience, Then all entries should be logged and categorized separately in the system for analysis.

Tenant receives confirmation of feedback submission

Given that the tenant successfully submits their feedback, When the submission is completed, Then a confirmation message should appear on the screen indicating that their feedback has been recorded and will be reviewed.

Feedback visibility for landlords

Given that feedback has been submitted by tenants, When the landlord accesses the feedback reports through the app, Then they should see a compiled view of all tenant feedback, categorized by tenant and issue type.

User submits anonymous feedback

Given that the tenant wants to provide feedback without revealing their identity, When they select the anonymous submission option in the Feedback Submission Interface, Then the feedback should be submitted without any identifying information being logged.

Automated Feedback Notifications

User Story: As a property manager, I want to receive automatic notifications when tenants submit feedback so that I can address their concerns promptly and improve tenant satisfaction.
Description: The Automated Feedback Notifications requirement involves implementing a system that alerts property managers when new feedback is submitted. This feature should ensure that feedback is tracked efficiently, with notifications sent via email or through the app itself, allowing landlords to remain responsive to tenant concerns. Additionally, notifications should include key details of the feedback submission, such as submission date, tenant name, and feedback type, helping landlords prioritize matters based on urgency. By automating this process, property managers can focus their efforts on addressing tenant feedback promptly, thereby enhancing tenant satisfaction and retention.
Acceptance Criteria: New tenant submits feedback regarding a maintenance issue through the AllotWiz mobile app, triggering the automated notification system to alert the property manager.

Given a tenant submits feedback with their details, when the feedback is successfully recorded in the system, then the property manager receives an email notification including the submission date, tenant name, and feedback type.

Property manager logs into the AllotWiz platform after receiving feedback notifications to review and prioritize tenant concerns based on urgency.

Given a property manager logs into the app after receiving feedback notifications, when they navigate to the feedback section, then they should see a list of all feedback submissions with relevant details including the tenant name and submission date.

A landlord wants to confirm that feedback notifications are not only sent to their inbox but also trigger in-app alerts when feedback is received.

Given that the feedback notification system is active, when a tenant submits feedback, then both an email notification and an in-app alert are sent to the property manager.

An existing tenant updates their feedback submission on the app, prompting the automated notification system to send the updated information to the property manager.

Given an existing tenant modifies their previously submitted feedback, when the feedback is re-submitted, then the property manager receives an updated notification reflecting the new submission date and feedback details.

A property manager wants to ensure that notifications categorize feedback based on its type (e.g., maintenance, complaint, suggestion) for better prioritization.

Given that feedback of different types is submitted, when the property manager receives a notification, then the notification should clearly indicate the type of feedback to facilitate prioritization.

Feedback Analytics Dashboard

User Story: As a property manager, I want to view an analytics dashboard that presents tenant feedback trends so that I can make data-driven decisions to enhance property management operations and tenant satisfaction.
Description: The Feedback Analytics Dashboard requirement defines the development of an analytics tool that aggregates tenant feedback and presents it in a clear, visual format. This dashboard should provide key insights, trends, and metrics related to tenant feedback over time, allowing property managers to analyze areas for improvement, track changes in tenant satisfaction, and evaluate the effectiveness of implemented changes. By utilizing data visualization techniques, this feature will empower property managers to make informed decisions based on quantitative and qualitative data, bolstering operational excellence and enhancing overall tenant experience.
Acceptance Criteria: Feedback Submission and Visualization for Tenant Feedback Loop

Given a property manager accesses the Feedback Analytics Dashboard, when new feedback is submitted by tenants, then the dashboard should automatically refresh to display the new feedback data within 5 seconds.

Trend Analysis Over Time with Feedback Data

Given the Feedback Analytics Dashboard, when the property manager selects a date range for analysis, then the dashboard should provide a clear visualization of tenant feedback trends and metrics for that specific time period.

Feedback Categorization and Tagging

Given the feedback entries collected, when a property manager views the analytics dashboard, then the dashboard should categorize feedback into predefined tags (e.g., maintenance, amenities, service) and allow filtering by category.

User Experience and Accessibility Review of Dashboard

Given a usability test with property managers, when they interact with the feedback analytics dashboard, then at least 80% of users should report that the dashboard is intuitive and easy to navigate, and no significant accessibility issues should be identified.

Reporting Functionality for Feedback Insights

Given the Feedback Analytics Dashboard, when a property manager requests a report on tenant feedback, then the system should generate a downloadable report in PDF format that summarizes key insights and trends.

Real-Time Notifications for Urgent Feedback

Given the analytics dashboard, when urgent feedback (e.g., safety concerns) is received, then the property manager should receive a real-time notification via the app within one minute of the feedback submission.

Feedback Impact on Tenant Satisfaction Measurement

Given the feedback data from the dashboard, when the property manager compares feedback scores before and after an implemented improvement, then the dashboard should demonstrate a measurable increase in tenant satisfaction, indicated by a 10% rise in positive feedback ratings.

Feedback Response Management System

User Story: As a tenant, I want to receive responses to my feedback from my landlord so that I know that my concerns are being taken seriously and addressed promptly.
Description: The Feedback Response Management System requirement entails creating a structured process for property managers to respond to tenant feedback provided through the app. This system should allow managers to send personalized responses, track feedback resolution progress, and maintain records of communication. Implementing this feature will not only facilitate transparent dialogue between tenants and managers but also enhance trust and reliability in property services. Additionally, this system should support follow-up communications after responses are issued, ensuring tenants feel their concerns have been adequately addressed, fostering a positive living environment.
Acceptance Criteria: Tenant submits feedback regarding a maintenance issue through the app.

Given the tenant submits feedback through the app, when the property manager views the feedback, then the manager should be able to see all details including the date submitted, feedback type, and description.

Property manager responds to tenant feedback about maintenance issues.

Given the property manager views the tenant's feedback, when the manager sends a personalized response, then the tenant should receive a notification of the response within 5 minutes of sending.

Tracking the resolution progress of tenant feedback on maintenance requests.

Given the property manager has received tenant feedback, when the manager updates the status of resolution, then the updated status should be reflected in the tenant's feedback history within 10 minutes.

Viewing records of past communications with tenants on their feedback.

Given the property manager accesses the feedback response management system, when the manager views the communication history for a specific feedback instance, then all past communications should be listed in chronological order.

Facilitating follow-up communication with tenants after addressing feedback.

Given the property manager has responded to tenant feedback, when the manager schedules a follow-up communication, then the tenant should receive a reminder notification 24 hours before the scheduled conversation.

Generating reports on tenant feedback and response metrics.

Given the property manager wants to analyze tenant feedback trends, when the manager generates a report, then the report should include metrics such as average response time, number of resolved issues, and tenant satisfaction ratings over the last quarter.

Instant Messaging

A built-in messaging tool that enables direct communication between tenants and property managers. This feature allows users to ask questions, report issues, or discuss concerns quickly and conveniently, fostering a responsive and friendly communication environment.

Requirements

Real-time Messaging Notifications

User Story: As a tenant, I want to receive immediate notifications when my property manager sends a message so that I can respond quickly to any requests or issues.
Description: The Instant Messaging feature must provide real-time notifications to both tenants and property managers when new messages are received. This functionality ensures that communication is timely, allowing property managers to respond to tenant inquiries or issues promptly. The feature should integrate seamlessly with mobile devices and desktop browsers, ensuring users are alerted to messages immediately, regardless of their location. Additionally, users should be able to customize notification settings to manage how and when they receive alerts, enhancing user experience and engagement.
Acceptance Criteria: Receiving a new message from a tenant during business hours.

Given the property manager has their messaging application open, when a tenant sends a new message, then the property manager receives a real-time notification alerting them of the new message.

Receiving a new message from a tenant after business hours.

Given the property manager has their mobile notifications enabled, when a tenant sends a new message after business hours, then the mobile device receives a real-time push notification alerting them of the new message.

Enabling and customizing notification settings for messages.

Given the user is in their profile settings, when they adjust their notification preferences for messages, then the system saves their preferences and applies them correctly for future messages received.

Testing message notifications on different devices.

Given the tenant sends a message from their device, when the property manager opens the message on a different device, then the notification reflects the receipt of the new message on both devices.

Logging out and ensuring no missed notifications.

Given the property manager logs out of the application, when a tenant sends a new message, then the property manager should receive a delayed notification once they log back in, reflecting any messages received during their absence.

Handling notification preferences for message urgency.

Given the user categorizes messages by urgency, when a high-urgency message is received, then the system must differentiate this with a distinct notification sound or visual alert to capture immediate attention.

Testing the notification system during peak usage hours.

Given multiple tenants send messages simultaneously, when messages are received, then all notifications must be delivered to both tenants and property managers without delay or loss of messages.

Message Threading

User Story: As a property manager, I want to view message threads for each tenant so that I can keep track of ongoing discussions and ensure all issues are addressed.
Description: The messaging tool must support message threading, allowing users to view conversations in a structured manner. This feature will enable tenants and property managers to track discussions related to specific topics or issues over time, enhancing clarity and organization in communication. Message threading should allow users to easily navigate through previous messages, ensuring that important information is not lost and that conversations can be easily referenced. This will improve overall communication quality within the platform, reducing misunderstandings and improving issue resolution times.
Acceptance Criteria: Viewing a threaded message conversation between a tenant and property manager regarding a maintenance issue.

Given a tenant has submitted a maintenance request, When the tenant opens the messaging tool, Then the tenant should see a threaded message that groups all responses related to that maintenance issue in chronological order.

Navigating to previous messages in a threaded conversation.

Given a property manager is reading a threaded conversation, When the property manager scrolls through the message history, Then they should be able to click on any previous message to expand it and view the full details.

Replying to a specific message within a thread.

Given a tenant is viewing a message thread, When the tenant selects a message to respond to, Then they should be able to click a 'Reply' button that allows them to reply specifically to that message, maintaining the thread structure.

Receiving notifications for new messages within a thread.

Given a tenant is currently viewing a message thread, When a new message is sent by the property manager to that thread, Then the tenant should receive a push notification indicating there is a new message in the thread.

Searching for threads based on keywords.

Given the messaging feature includes a search function, When a user enters a keyword related to past conversations into the search bar, Then they should see all message threads that contain that keyword listed in the search results.

Deleting a message within a thread.

Given that a property manager determines a message within a thread is no longer relevant, When they select the option to delete that message, Then the message should be removed from the thread and no longer visible to either party.

Marking a message as unread within the thread.

Given a tenant has read a message within a thread, When they select the option to mark the message as unread, Then the message should be visually indicated as unread to prompt future follow-up.

Attachment Support

User Story: As a tenant, I want to be able to attach photos or documents to my messages so that I can provide visual context for my maintenance requests or inquiries.
Description: The Instant Messaging feature must include the ability to send and receive file attachments, such as documents, images, or maintenance requests. This functionality allows tenants to provide additional context for their inquiries or issues, enabling property managers to better understand and address tenant needs. The feature should support various file formats and include limits on file sizes to ensure seamless performance. By enabling attachment support, the messaging system enhances the utility of communication, allowing for richer, more effective interactions between tenants and property managers.
Acceptance Criteria: As a tenant, I want to attach a photo of a maintenance issue in the Instant Messaging feature so that I can provide visual context for the property manager to understand the problem better.

Given I am on the Instant Messaging screen, when I click on the attachment icon, then I am able to select an image file from my device, which gets successfully uploaded and displayed in the message.

As a property manager, I want to receive a document file attachment from a tenant through the Instant Messaging feature so that I can review important documents related to their tenancy.

Given I am on the Instant Messaging screen, when a tenant sends a document file, then I see a notification of the new message with the attached document available for download.

As a tenant, I want to know the maximum file size allowed for attachments in the Instant Messaging feature so that I can ensure that my files can be sent successfully.

Given I am on the Instant Messaging screen, when I attempt to attach a file larger than the allowed limit, then I receive an error message indicating the file exceeds the maximum file size.

As a property manager, I want to send an image file attachment to a tenant in the Instant Messaging feature to clarify maintenance instructions visually.

Given I am on the Instant Messaging screen, when I click on the attachment icon and select an image file, then the image is attached to my message and sent to the tenant without issues.

As a tenant, I want the Instant Messaging feature to support various file formats for attachments so that I can send the appropriate file type related to my inquiries.

Given I am on the Instant Messaging screen, when I attempt to attach a PDF, DOCX, or JPEG file, then the file should be successfully uploaded without any errors.

As a property manager, I want to view a history of attachments sent and received in the Instant Messaging feature so that I can keep track of all communications and documentation.

Given I am on the Instant Messaging screen, when I view a conversation with a tenant, then I should see all previous attachments listed and be able to download them if necessary.

Smart Reminders

Tailored reminders for important tasks such as lease renewals, inspections, and maintenance checks can be sent directly to tenants through the app. By keeping tenants informed and proactive, Smart Reminders enhance organization and ensure that essential responsibilities are met.

Requirements

Automated Reminder System

User Story: As a property manager, I want to set automated reminders for tenants about lease renewals and maintenance checks so that I can ensure all important tasks are completed on time without manual follow-ups.
Description: The Automated Reminder System will send tailored reminders to tenants regarding upcoming lease renewals, scheduled inspections, and necessary maintenance checks. This system will utilize push notifications and email alerts to ensure tenants receive these reminders in a timely manner. By integrating this feature within the AllotWiz platform, property managers can improve communication with tenants, enhance tenant engagement, and ensure that important tasks are not overlooked. The implementation will involve setting up a user-friendly interface for property managers to easily customize reminder settings for different tasks and for tenants to manage their notification preferences.
Acceptance Criteria: Tenants receive reminders for upcoming lease renewals.

Given the tenant's lease is expiring in 30 days, when the Automated Reminder System is triggered, then the tenant should receive a push notification and an email alert about the upcoming lease renewal.

Property managers can customize reminder settings for different tasks.

Given a property manager is logged into their AllotWiz account, when they access the reminder settings section, then they should be able to customize reminder frequency and content for lease renewals, inspections, and maintenance checks.

Tenants manage their notification preferences for reminders.

Given a tenant is logged into the AllotWiz app, when they navigate to their notification preferences, then they should be able to select which types of reminders to receive via push notification or email.

The Automated Reminder System sends reminders in a timely manner.

Given an inspection is scheduled for tomorrow, when the Automated Reminder System executes its reminder function, then the tenant should receive a reminder 24 hours prior to the inspection via both push notification and email.

Tenants receive maintenance check reminders as scheduled.

Given a maintenance check is due next week, when the Automated Reminder System is active, then the tenant should receive a reminder 7 days before the maintenance check occurs through both push notification and email.

Property managers can view logs of sent reminders.

Given a property manager accesses reminder logs, when they request to view the past reminders sent, then they should see a complete log detailing all reminders sent to tenants over the last month.

Tenants can opt-out of receiving reminders.

Given a tenant is logged into the AllotWiz app, when they choose to disable reminders in their notification preferences, then they should not receive any more reminders until they opt back in.

Tenant Notification Preferences

User Story: As a tenant, I want to choose how I receive reminders about important tasks so that I can stay organized in a way that works best for me.
Description: The Tenant Notification Preferences feature will allow tenants to set their preferred way of receiving reminders, including options for email, SMS, and push notifications through the app. This customization empowers tenants, catering to their individual communication preferences and ensuring that they receive important reminders in a way that is most convenient for them. This feature will enhance the overall user experience and satisfaction with the AllotWiz platform, aligning with the goal of tenant engagement and streamlined communication.
Acceptance Criteria: Tenant selects their preferred notification method for lease renewal reminders within the app settings.

Given a tenant accesses their notification preferences, when they select 'Email' as their preferred notification method for lease renewal reminders, then they should receive an email reminder 30 days before the lease renewal date.

Tenant updates their notification preference from SMS to push notifications for maintenance checks.

Given a tenant updates their notification preferences, when they change the method from 'SMS' to 'Push Notification', then they should receive all future maintenance check reminders as push notifications through the app.

Administrator reviews tenant notification preferences for compliance and effectiveness.

Given an administrator accesses the tenant notification preferences section, when they generate a report, then the report should include a summary of tenant preferences and the number of reminders successfully sent based on those preferences.

Tenant receives a reminder for an upcoming property inspection.

Given a tenant has selected 'SMS' as their preferred method for inspection reminders, when the inspection date is 7 days away, then the tenant should receive an SMS reminder accordingly.

Tenant prefers no notifications but needs to ensure they won't miss important reminders.

Given a tenant selects 'None' for all notification preferences, when a reminder is due, then the system should not send any notifications, ensuring the tenant's choice is respected.

Tenant sets multiple notification preferences for different tasks.

Given a tenant sets preferences for lease renewals as 'Email' and maintenance checks as 'Push Notifications', when the respective events occur, then the tenant should receive reminders through the specified methods without failure.

System handles changes to tenant notification preferences in real-time.

Given a tenant changes their notification preference in the app, when they save the change, then the updated preference should immediately be reflected in their account settings without delay.

Recurring Reminder Functionality

User Story: As a property manager, I want to set recurring reminders for regular inspections and maintenance so that I can maintain property upkeep without having to remember each task.
Description: The Recurring Reminder Functionality will ensure that reminders for tasks such as lease renewals, inspections, and maintenance checks can be set to repeat at configurable intervals (e.g., monthly, quarterly, annually). This functionality will reduce the need for property managers to manually set reminders for recurring tasks, thus saving time and reducing administrative workload. It will also help tenants remain informed about their responsibilities in a proactive manner, fostering better landlord-tenant relationships.
Acceptance Criteria: Tenant receives a reminder notification for lease renewal 30 days before the renewal date based on configured settings in the AllotWiz app.

Given the tenant is registered in the system, When the configured recurring reminder for lease renewal is set to trigger, Then the tenant receives a notification 30 days prior to the renewal date.

Property manager configures a maintenance check reminder to repeat every 6 months, ensuring timely notification to tenants about upcoming scheduled maintenance.

Given the property manager has access to the Smart Reminders feature, When a 6-month recurring reminder is set for maintenance checks, Then tenants should be notified 1 week before each maintenance check is due.

A tenant checks their app and views upcoming reminders, including all lease renewals and scheduled inspections.

Given the tenant accesses their reminders section in the app, When they select the reminders tab, Then they should see a list of upcoming reminders with dates and tasks clearly displayed.

Property manager needs to change the interval of a reminder from monthly to quarterly for an inspection task.

Given the existing inspection reminder is set to monthly, When the property manager changes it to quarterly, Then the system should successfully update the reminder to trigger every 3 months instead of every month.

Tenants receive customized reminders containing additional information and links to relevant documents for lease renewals.

Given a lease renewal reminder is generated, When the reminder is sent, Then it should include relevant documents and links specific to the lease in the notification.

The system logs all reminder notifications sent to tenants for accountability and future reference.

Given a reminder notification is sent, When the notification is logged in the system, Then it should record the date, time, and type of reminder sent for each tenant.

A tenant wants to opt-out of specific reminders through the app.

Given the tenant is in the reminder settings, When they choose to opt-out of specific reminders, Then the system should successfully remove those selected reminders from the notification list.

Reminder Acknowledgment System

User Story: As a property manager, I want tenants to acknowledge reminders so that I know they are aware of their upcoming responsibilities and can follow up accordingly if needed.
Description: The Reminder Acknowledgment System will enable tenants to acknowledge receipt of reminders regarding lease renewals, inspections, and maintenance checks. This functionality will help property managers track which tenants have seen the reminders and if any follow-ups are needed. Providing a transparent acknowledgment process enhances accountability and fosters better communication between property managers and tenants, as it ensures important tasks are not missed.
Acceptance Criteria: Tenant receives a reminder for a lease renewal through the AllotWiz app.

Given the tenant has been sent a lease renewal reminder, when the tenant opens the AllotWiz app, then they should see the notification for the lease renewal reminding them of the upcoming deadline.

Tenant acknowledges receipt of the lease renewal reminder.

Given the tenant views the lease renewal reminder, when the tenant clicks the 'Acknowledge' button, then their acknowledgment should be recorded in the system and a confirmation message should be displayed.

Property manager views the acknowledgment status of sent reminders.

Given that reminders have been sent, when the property manager accesses the reminder acknowledgment dashboard, then they should see a list of tenants along with their acknowledgment statuses (acknowledged or not acknowledged).

Tenant receives a reminder for a scheduled maintenance check.

Given a maintenance check reminder has been scheduled, when the day of the maintenance check arrives, then the tenant should receive a push notification through the AllotWiz app.

Tenant acknowledges a reminder for an inspection via the mobile app.

Given the tenant receives an inspection reminder, when they select 'I will be present' or 'I will not be present,' then their choice should be logged, and the property manager should be notified accordingly.

Tenant checks historical acknowledgement logs.

Given that a tenant has previously acknowledged reminders, when they navigate to the acknowledgment history section in their app, then they should see a record of all acknowledged reminders with timestamps.

Analytics Dashboard for Reminders

User Story: As a property manager, I want to view analytics related to tenant reminders so that I can understand how effectively I am communicating with tenants and make necessary adjustments.
Description: The Analytics Dashboard for Reminders will provide property managers with insights into the effectiveness of the reminder system, including metrics such as reminder open rates, acknowledgment rates, and tenant engagement levels. This dashboard will help property managers refine their communication strategies and better understand tenant behavior, ultimately leading to improved tenant satisfaction and retention. Through data-driven insights, property managers can continuously optimize reminder settings and strategies to improve operational efficiency.
Acceptance Criteria: Analytics dashboard is used by property managers to view metrics related to reminder effectiveness after sending reminders to tenants for lease renewals.

Given that the property manager accesses the analytics dashboard, When they select the date range for reminders sent, Then the dashboard displays reminder open rates, acknowledgment rates, and tenant engagement levels for the selected date range.

Property managers need to assess the effectiveness of Smart Reminders over a month

Given that the property manager has sent Smart Reminders to tenants during the month, When they review the engagement metrics, Then the dashboard shows at least a 75% reminder open rate and a 60% acknowledgment rate.

The property manager wants to analyze engagement levels of reminders sent for maintenance checks to improve the reminder strategy.

Given that the property manager selects maintenance checks from the dashboard, When they view the analytics, Then the dashboard presents specific engagement metrics for maintenance check reminders, including open and acknowledgment rates.

An administrator needs to provide a report on the effectiveness of reminders sent over the last quarter to stakeholders.

Given that the administrator exports the analytics dashboard data from the last quarter, When the report is generated, Then the report includes graphs showing trends in reminder open and acknowledgment rates over time.

The property manager wishes to customize reminder strategies based on tenant engagement data from the dashboard.

Given that the property manager identifies low engagement rates for a specific type of reminder, When they adjust the reminder settings based on the dashboard insights, Then the new settings should reflect changes in the reminder frequency and messaging in the system.

The property manager wants to compare engagement metrics of Smart Reminders across different tenant segments.

Given that the property manager selects different tenant segments in the dashboard, When they request the comparison report, Then the dashboard generates comparative metrics for each tenant segment illustrating engagement levels for Smart Reminders.

The property manager aims to track the impact of reminder changes on tenant retention rates after implementing a new reminder strategy.

Given that the property manager has changed the reminder strategy, When they analyze the retention rates on the dashboard, Then the dashboard shows the retention rates before and after the strategy change, allowing for analysis of impact.

Press Articles

AllotWiz Launches Groundbreaking SaaS Platform for Streamlined Property Management: FOR IMMEDIATE RELEASE

AllotWiz Launches Groundbreaking SaaS Platform for Streamlined Property Management January 15, 2025 – (City, State) – AllotWiz is proud to announce the launch of its innovative SaaS platform, designed to transform the property management landscape for small to medium-sized businesses and landlords. With a suite of powerful features, AllotWiz aims to reduce administrative burdens, enhance operational efficiency, and elevate tenant satisfaction.

The platform includes automated rent collection, comprehensive tenant screening, and a streamlined maintenance request management system, enabling property managers to focus on growth rather than administrative tasks. Its smart lease management system ensures timely renewals and seamless interactions, further solidifying AllotWiz's commitment to providing an intuitive experience for landlords and tenants alike.

"The real estate management industry has been ripe for innovation, and AllotWiz is the answer to that demand. Our goal is to empower property managers and landlords by providing them with a comprehensive tool that not only simplifies tasks but also offers data-driven insights that drive profitability," said Jane Doe, CEO of AllotWiz.

AllotWiz's user-friendly interface allows property managers to customize notifications for key tasks, track maintenance issues in real-time, and facilitate direct communication with tenants via an instant messaging feature. This level of transparency and engagement sets a new standard for property management technology.

With advanced reporting tools that summarize financial metrics and tenant interactions, AllotWiz equips property managers with the information needed to make informed decisions. Real estate investors can also utilize this data to track ROI, understand property performance, and ensure tenant satisfaction goes hand in hand with profitability.

The platform integrates seamlessly with existing tools, offering additional support to users who may already be using various technologies in their workflow. With features like a community events calendar and tenant feedback portal, AllotWiz also nurtures tenant engagement, fostering a sense of community that enhances overall living experiences.

"As a property manager, my time is incredibly valuable. With AllotWiz, I'm able to streamline my operations and improve communication with my tenants, leading to higher retention rates and satisfaction. It's a game-changer for anyone in this field," remarked John Smith, a beta tester and experienced property manager.

AllotWiz is currently available for all property managers and landlords looking for a smarter way to manage their properties. The company invites those interested to visit their website at www.allotwiz.com and sign up for a free trial.

For media inquiries, please contact:

Jane Doe CEO, AllotWiz Phone: (123) 456-7890 Email: press@allotwiz.com

END

Elevate Your Property Management: AllotWiz Launches Innovative Features to Enhance Tenant Engagement: FOR IMMEDIATE RELEASE

Elevate Your Property Management: AllotWiz Launches Innovative Features to Enhance Tenant Engagement January 15, 2025 – (City, State) – Property management just got a significant upgrade with the launch of AllotWiz’s latest set of features designed to foster tenant engagement and streamline communication. This new update will empower landlords and property managers to enhance tenant satisfaction while effectively managing their properties.

Recognizing the importance of community and tenant interactions, AllotWiz has introduced several new functionalities, including a Community Events Calendar, Feedback & Suggestions Portal, and an Instant Messaging tool. These features are aimed at nurturing a stronger relationship between tenants and property management while creating a vibrant community atmosphere.

"Creating a sense of community among tenants is essential for long-term satisfaction and retention. AllotWiz's new features support this effort by encouraging engagement and communication, which ultimately leads to happier tenants and successful property management," said John Doe, Head of Product Development at AllotWiz.

The Community Events Calendar enables property managers to showcase upcoming events, workshops, and tenant meet-ups, fostering social interaction and building a sense of belonging. Additionally, the Feedback Portal allows tenants to share their ideas and suggestions, enabling property managers to understand their residents' needs better and enhance the living experience.

Tenants will also benefit from real-time communication through the integrated messaging tool, which instantly connects them with property managers for issues or inquiries. Transparent communication practices lead to a more satisfying rental experience, reducing frustration and misunderstandings.

To further support tenant involvement, AllotWiz also encourages users to participate in community-building programs through the Neighbor Connect Forum and Virtual Community Polls. Such initiatives imbue the project with a spirit of collaboration, allowing tenants to contribute to decision-making processes that impact their living environment.

"I'm excited about these new features. They not only make it easier to address maintenance requests but also allow me to engage with my neighbors and property management in a meaningful way," commented Clara, a resident and beta tester.

AllotWiz invites property managers to adopt this innovative approach and enhance tenant experiences truly. Interested parties can start their free trial by visiting www.allotwiz.com.

For media inquiries, please contact:

John Doe Head of Product Development, AllotWiz Phone: (123) 987-6543 Email: press@allotwiz.com

END

AllotWiz Empowers Property Managers with Advanced Reporting Tools for Data-Driven Decision Making: FOR IMMEDIATE RELEASE

AllotWiz Empowers Property Managers with Advanced Reporting Tools for Data-Driven Decision Making January 15, 2025 – (City, State) – AllotWiz is proud to unveil its advanced reporting tools designed to give property managers and real estate investors critical insights into their portfolio performance. With these tools, users can now analyze trends, track financial metrics, and enhance their operational efficiencies effortlessly.

The new suite of reporting tools includes Dynamic Reporting Dashboard, Automated Expense Tracking, and Forecasting Tools, allowing users to gain real-time insights into their financial health and make informed decisions. By simplifying data management, AllotWiz helps property managers focus on strategic actions that foster growth and profitability.

"In property management, having access to real-time data is crucial. Our new reporting tools simplify this process, enabling users to visualize performance metrics like never before, which leads to better, more informed decisions across the board," said Jane Smith, Chief Technology Officer at AllotWiz.

The Dynamic Reporting Dashboard displays a comprehensive view of key metrics such as rent collection rates, occupancy levels, and maintenance costs, allowing property managers to pinpoint areas needing attention and make data-driven improvements.

With Automated Expense Tracking, property managers can categorize expenses in real-time, facilitating accurate budgeting and financial reporting. These capabilities reduce the manual workload while ensuring that all financial aspects of property management are accounted for efficiency.

Forecasting Tools provide predictive analytics to help managers anticipate changes in income, vacancy rates, and operational costs based on historical data. This empowers users to maintain a proactive approach to finance and strategy, helping to manage their portfolios effectively in a highly competitive market.

"As a data analyst, having the ability to explore property performance in a detailed, visual way has transformed how I operate. These insights are invaluable for informing our strategic decisions as a property management company," said Alex, a data analyst using AllotWiz.

To take advantage of these advanced tools, property managers can sign up for a free trial at www.allotwiz.com.

For media inquiries, please contact:

Jane Smith Chief Technology Officer, AllotWiz Phone: (123) 456-7891 Email: press@allotwiz.com

END

AllotWiz Introduces Predictive Maintenance Features to Revolutionize Property Upkeep: FOR IMMEDIATE RELEASE

AllotWiz Introduces Predictive Maintenance Features to Revolutionize Property Upkeep January 15, 2025 – (City, State) – AllotWiz continues to lead innovation in property management by introducing its groundbreaking predictive maintenance features. These new tools utilize artificial intelligence and machine learning to analyze historical maintenance data, helping property managers anticipate issues before they arise.

This proactive approach to maintenance is designed to enhance tenant satisfaction and reduce unexpected repair costs significantly. Features like Preventive Repair Alerts and Issue Trends Dashboard allow property managers and maintenance coordinators to keep properties in optimal condition while providing timely updates to tenants.

"The future of property management lies in predictive insights. By addressing maintenance needs before they become issues, we not only save costs but we also enhance tenant satisfaction and protect property value," said Sarah Johnson, Maintenance Operations Manager at AllotWiz.

With the Preventive Repair Alerts feature, property managers receive timely notifications of potential issues based on data trends, while the Issue Trends Dashboard visually represents recurring maintenance problems across properties, enabling data-driven decisions for infrastructure investments.

AllotWiz ensures that its users are equipped with the tools needed to manage properties efficiently, thus enhancing the living experiences of tenants while minimizing costly repairs in the long term.

"This predictive maintenance capability is a significant shift for the industry. It not only improves tenant trust but also proactively addresses issues before they escalate, creating smoother operations for everyone involved," said David Lee, a property manager utilizing AllotWiz.

All interested parties can discover the benefits of AllotWiz’s predictive maintenance features by visiting www.allotwiz.com to start their free trial today.

For media inquiries, please contact:

Sarah Johnson Maintenance Operations Manager, AllotWiz Phone: (123) 321-4321 Email: press@allotwiz.com

END

AllotWiz Launches Comprehensive Resource Center for Tenants to Enhance Living Experience: FOR IMMEDIATE RELEASE

AllotWiz Launches Comprehensive Resource Center for Tenants to Enhance Living Experience January 15, 2025 – (City, State) – AllotWiz proudly announces the launch of its new Tenant Resource Library, providing an extensive array of guides, articles, and online resources to empower tenants throughout their rental journey. This initiative reflects AllotWiz's commitment to enhancing tenant knowledge and overall living experience.

Designed with tenant engagement in mind, the Resource Library offers valuable information on home maintenance, local services, community regulations, and more, empowering tenants with the knowledge they need to manage their living environment effectively.

"Educating tenants is essential to creating a thriving community. By providing easy access to valuable resources, we are not only supporting tenants’ needs but also encouraging proactive management of their living space," stated Tom Brown, Community Engagement Director at AllotWiz.

The resource center features user-friendly content tailored to the specific needs and interests of tenants, enabling them to understand and navigate their living situations more effectively. By promoting tenant involvement, AllotWiz enriches the rental experience and strengthens the relationship between property managers and residents.

In addition to guides and articles, the Resource Library also highlights interactive tools such as the Tenant Feedback Loop and Community Bulletin Board, which ensures that voices of the tenants are heard and addressed promptly.

"I appreciate the effort AllotWiz has taken to educate tenants. This Resource Library is an excellent tool for helping us understand our rights and responsibilities, ultimately enhancing our community experience," remarked Jessica, a resident and early adopter of the Resource Library.

All tenants are encouraged to explore the new Tenant Resource Library on the AllotWiz website at www.allotwiz.com. The platform remains committed in its mission to foster transparent and engaging communication between tenants and property management.

For media inquiries, please contact:

Tom Brown Community Engagement Director, AllotWiz Phone: (123) 654-3210 Email: press@allotwiz.com

END

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Product Details

Personas

Busy Bella

Tech-Savvy Tom

Community-Centered Clara

Product Ideas

Product Features

Renewal Reminder Alerts

Requirements

Automated Reminder Notifications

Customizable Notification Settings

Renewal Status Tracking Dashboard

Integrated Lease Discussion Tool

Automated Follow-up Reminders

Payment Due Notifications

Requirements

Automated Notification System

Customizable Reminder Settings

Payment History Access

Inspection Notices

Requirements

Automated Inspection Notifications

Inspection Schedule Management

Inspection Feedback Loop

Inspection Document Repository

Lease Term Alert System

Requirements

Lease Term Notification Setup

Customizable Notification Preferences

Actionable Alerts for Lease Terms

Reporting Dashboard for Lease Metrics

Multilingual Support for Notifications

Customizable Notification Settings

Requirements

Flexible Notification Categories

Multi-Channel Notification Delivery

Custom Notification Scheduling

Real-Time Notification Status Tracking

User-Friendly Notification Preferences Interface

Update Summary Notifications

Requirements

Automated Notification Scheduling

Customizable Notification Preferences

Interactive Notification Dashboard

Mobile Notification Support

Notification Analytics and Reporting

Escalation Alerts

Requirements

Automated Escalation Notifications

Customizable Notification Settings

Detailed Alert Reporting

Tenant Acknowledgment Mechanism

Integration with Calendar Systems

Mobile Notification Support

Community Events Calendar

Requirements

Interactive Event RSVP

Event Notification System

Event Feedback Mechanism

Event Management Dashboard for Property Managers

Community Event Highlights Feature

Feedback & Suggestions Portal

Requirements

Feedback Submission Form

Feedback Categorization

Real-time Feedback Notifications

Feedback Analytics Dashboard

Response Tracking System

Neighbor Connect Forum

Requirements

User Registration & Profile Management

Discussion Threads Management

Real-time Notifications System

Community Guidelines Display

Search Functionality for Posts and Users

Private Messaging System

Virtual Community Polls

Requirements