EventCraft

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Product Details

Name

EventCraft

Tagline

Effortless Events, Extraordinary Impact

Eco-Conscious Planner

Name: Eco-Conscious Planner
Description: Eco-Conscious Planners are dedicated to organizing sustainable events that minimize environmental impact. They prioritize eco-friendly vendors and practices in their planning. With a strong affinity for nature and sustainability, they engage with EventCraft to integrate environmentally conscious decisions seamlessly into all aspects of their events, ensuring that their choices reflect their values. They seek efficiency in managing logistics while remaining committed to their green mission.
Demographics: Age: 30-45; Gender: Any; Education: Bachelor's Degree in Environmental Studies or Event Management; Occupation: Event Planner or Sustainability Consultant; Income Level: $50,000 - $80,000
Background: Raised in a family that valued environmental conservation, this persona pursued a degree in Environmental Studies. They started their career in corporate planning but felt unfulfilled until they transitioned to eco-conscious event planning. They participate in local sustainability initiatives and enjoy outdoor activities like hiking. Their dedication to preserving the planet informs every aspect of their work and life, fostering a strong sense of community and responsibility.
Psychographics: Eco-Conscious Planners are motivated by a deep-seated belief in sustainability and environmental stewardship. They value transparency and ethical practices, seeking to foster community awareness around ecological issues. They prioritize experiences over material goods and are likely to align themselves with brands that reflect their values.
Needs: A need for robust tools that facilitate tracking of sustainable vendor options, budgeting for eco-friendly materials, and templates tailored for green events. An intuitive interface for collaboration with stakeholders is crucial due to the diverse nature of eco-friendly initiatives.
Pain: Difficulty finding reliable, sustainable vendors that meet their standards, staying on budget while prioritizing eco-friendliness, and overcoming client skepticism about the higher costs often associated with sustainable practices.
Channels: Social media platforms like Instagram and LinkedIn for networking, environmental blogs for best practices, and eco-conscious event planning workshops. They prefer using email for formal communication and often attend conferences focused on sustainability.
Usage: Engages with EventCraft frequently during the planning phases of each event, often logging in daily for updates and collaboration with vendors. They spend time experimenting with different templates and features to find optimal workflows that support their sustainable goals.
Decision: Influenced by ethical considerations, peer recommendations, and sustainability certifications. They prioritize products and vendors with proven records of eco-friendliness, and their decision-making often hinges on the ability to present data reflecting the environmental impact of their choices.

Virtual Event Specialist

Name: Virtual Event Specialist
Description: Virtual Event Specialists are experts in planning and executing online events, such as webinars, virtual conferences, and online workshops. They leverage technology to create engaging experiences for attendees who cannot be present physically. EventCraft serves as their essential tool for managing multiple virtual events simultaneous while analyzing attendee engagement and satisfaction.
Demographics: Age: 25-40; Gender: Any; Education: Bachelor's Degree in Communications or Marketing; Occupation: Event Planner or Digital Marketing Specialist; Income Level: $50,000 - $70,000
Background: Having grown up in a digital world, this persona has always been tech-savvy. They began their career in traditional event planning but quickly adapted to the virtual sphere as it became more prevalent. They enjoy gaming in their free time, which has helped them understand how to engage audiences in virtual settings, leading to a shift in their professional focus.
Psychographics: Virtual Event Specialists value innovation and creativity in how they engage audiences. They are highly adaptable, willing to try out new technologies, and believe in continuous learning to keep up with trends in the digital landscape. They value productivity and efficiency, seeking tools that facilitate their workflows.
Needs: A need for a platform that seamlessly integrates features for virtual collaboration, audience interaction tools, and analytics to understand attendee behavior. They appreciate customizable templates that allow for unique branding of each event.
Pain: Struggles with the technical aspects of virtual events, including connectivity issues and ensuring secure access for attendees. They often face challenges captivation and retaining audience attention in a virtual format, which can lead to dissatisfaction.
Channels: Primarily uses online platforms such as Zoom and Microsoft Teams for hosting events. Social media platforms for promotions (LinkedIn, Twitter), online forums for networking, and event registration sites or landing pages to drive attendance.
Usage: Frequent users of EventCraft during the preparation stages of an event, often engaging several times a week to coordinate with technology providers and finalize details. They also check in during events to monitor real-time data and feedback.
Decision: Motivated by user experience and the ability to provide attendees with engaging online experiences. They prefer platforms with proven reliability and robust customer service support, often consulting peer reviews before making decisions.

Social Media Influencer

Name: Social Media Influencer
Description: Social Media Influencers specialize in promoting events through the leverage of their online following. They create buzz around events and engage attendees through their platforms, often serving as the face of campaigns. EventCraft becomes indispensable to them for tracking engagement metrics, managing guest lists, and collaborating with brands to optimize promotional strategies.
Demographics: Age: 20-35; Gender: Any; Education: High School Diploma or some college; Occupation: Influencer or Content Creator; Income Level: $30,000 - $80,000
Background: Many Social Media Influencers have a diverse background in arts or marketing and began their careers by sharing their passions online. Their audiences grew as they developed authentic relationships with followers, leading to partnerships with brands. They are often self-taught in content creation and have built a community around shared interests.
Psychographics: Highly motivated by engagement and connection, they believe in authenticity and demonstrate a strong passion for the causes they endorse. They value collaboration and enjoy creative expression, often experimenting with new content formats and trends to keep their audiences engaged.
Needs: A need for reliable tools that help manage guest lists, track RSVPs, and collaborate efficiently with event coordinators. They require an easy-to-use platform that offers insights into audience engagement and allows them to schedule and promote events effectively.
Pain: Frustrated by the lack of clarity or communication from event organizers, which can lead to missed promotional opportunities. They often grapple with maintaining their brand's authenticity while promoting various events or products.
Channels: Primarily utilizes Instagram, TikTok, and YouTube for event promotions. They often engage with their audience through live streams or stories, and also rely on email and messaging platforms for direct communication with brands and event planners.
Usage: Engages with EventCraft periodically as they prepare for upcoming events, often spending a few hours a week to check analytics and customize promotional assets. They log in more frequently during active promotional periods, ensuring they maintain visibility.
Decision: Influenced by audience feedback and engagement metrics, they tend to choose platforms that enhance the user experience for their followers. Brand partnerships also play a significant role in their decisions, as they aim to maintain their reputation and authenticity.

Budget-Conscious Planner

Name: Budget-Conscious Planner
Description: Budget-Conscious Planners focus on maximizing limited resources while delivering quality events. They thrive on creativity in overcoming financial constraints, ensuring that every dollar spent counts. EventCraft empowers them to create efficient budgets, source affordable vendors, and track expenses seamlessly, making their job easier.
Demographics: Age: 30-55; Gender: Any; Education: High School Diploma or Bachelor's Degree; Occupation: Event Coordinator or Planner; Income Level: $40,000 - $60,000
Background: Having developed a keen sense of budgeting from a young age, this persona often worked in non-profit organizations before transitioning to event planning. Their experiences have honed their negotiation skills and creativity in utilizing every resource at their disposal. They are involved in local community organizations and value support for small businesses.
Psychographics: Budget-Conscious Planners believe in resourcefulness and ingenuity. They prioritize solutions that provide good value and are often seen as the go-to person for advice on saving money. They foster a strong sense of community and collaboration, often encouraging local partnerships.
Needs: Requires a platform that simplifies budget tracking and allows for real-time expense management, vendor comparisons, and reporting. They appreciate clear visualizations of budgets and potential savings.
Pain: Struggles with managing unexpected expenses, vendor price discrepancies, and obtaining quality services within budget constraints. They often feel the pressure of delivering results on limited resources, leading to potential stress.
Channels: Utilizes online forums for advice and networking with other planners, as well as budgeting apps for managing finances. They also rely on email newsletters from industry experts and engagement in local community events to stay informed.
Usage: Uses EventCraft during all phases of the event planning process, particularly focusing on budget management and expense tracking. They log in at least several times a week to ensure spending aligns with organizational goals.
Decision: Motivated by value-for-money and positive ROI for events, they depend on user reviews and peer recommendations. They often conduct thorough research on platforms to assess long-term cost benefits before committing.

Corporate Communications Officer

Name: Corporate Communications Officer
Description: Corporate Communications Officers are responsible for ensuring effective internal and external communication strategies within their organizations. They utilize EventCraft to facilitate corporate events, employee engagement activities, and stakeholder meetings. Their focus is on clear messaging, branding consistency, and meaningful interactions, enabling organizations to maintain strong relationships with their audiences.
Demographics: Age: 28-50; Gender: Any; Education: Bachelor's Degree in Marketing, Communications, or PR; Occupation: Corporate Communication Specialist; Income Level: $60,000 - $100,000
Background: With a background in journalism or public relations, this persona has progressively taken on roles with increased responsibility in corporate settings. They are adept at multitasking, managing complex projects, and excel in communication. They are often involved in professional development groups, enhancing networks within their industry.
Psychographics: Driven by a desire for clarity and precision in communication, Corporate Communications Officers value integrity and transparency in messaging. They prioritize building relationships and fostering collaboration, believing that effective communication leads to organizational success.
Needs: A need for a cohesive platform that consolidates event planning and communication efforts, ensuring seamless interaction between team members and stakeholders. They require templates for consistent messaging and strategies for internal communications.
Pain: Often faces challenges in coordinating between different departments, aligning communication strategies effectively, and managing timelines for various corporate events. They are also tasked with handling crises, which adds a layer of complexity to event planning.
Channels: Primarily engages with email for formal communication, uses Slack or Microsoft Teams for team collaboration, and the company intranet for sharing announcements. They may also manage company social media accounts and participate in industry webinars for professional development.
Usage: Frequent user of EventCraft, especially during high-stakes corporate events. Typically logs in daily during event planning phases to ensure communication alignment and project status updates.
Decision: Influenced by the need for effective communication tools and streamlined workflows. Often collaborates with marketing and PR teams to ensure that event messaging aligns with overall corporate strategies.

Hybrid Event Innovator

Name: Hybrid Event Innovator
Description: Hybrid Event Innovators specialist in creating events that successfully blend in-person and virtual elements. They focus on maximizing audience engagement, ensuring that both types of attendees enjoy a seamless experience. Utilizing EventCraft enables them to carefully plan logistics, manage tech, and analyze engagement metrics effectively across multiple platforms.
Demographics: Age: 35-50; Gender: Any; Education: Bachelor's Degree in Event Management, Marketing, or Technology; Occupation: Event Manager or Director; Income Level: $70,000 - $100,000
Background: Growing up in an era of rapid technological advancement, this persona has experienced both traditional and digital event landscapes. They took on various roles within event management, gaining insights from different aspects of the industry. Their determination to innovate led them to specialize in hybrid events, merging the best of both worlds.
Psychographics: Innovative and forward-thinking, Hybrid Event Innovators are passionate about creating unforgettable experiences. They believe in the potential of technology to enhance engagement and value user feedback as essential to improvement. They continuously seek out new ideas and tools to elevate their events.
Needs: Require advanced tools for managing both onsite and virtual components efficiently, ensuring smooth transitions between the two. They seek analytics that track audience engagement in real time across different platforms and streamlined communication channels.
Pain: Challenges include technical difficulties during events that can hinder the participant experience and managing differing expectations between in-person and virtual attendees. They also face pressures in maintaining high engagement levels across both formats simultaneously.
Channels: Leverage social media for promotional strategies, frequently using platforms like Zoom, Hopin, or Eventbrite for hosting. They participate in webinars and online courses to stay updated on industry trends and engage with professional networking platforms.
Usage: Often logs into EventCraft multiple times throughout the day leading up to an event, particularly during the execution of large hybrid gatherings, to monitor interactions and view analytics.
Decision: Guided by the need to deliver exceptional experiences, they rely heavily on user feedback and case studies of previous hybrid events. Their decisions are also influenced by the ability to integrate various tools and platforms seamlessly.

Product Ideas

Seamless Vendor Integration: This feature allows event planners to easily incorporate and manage vendor information and schedules within EventCraft. Planners can access vendor details, availability, and contracts directly from the event dashboard, enhancing vendor coordination and reducing communication gaps.
Smart Budget Optimizer: A tailored budgeting tool that uses AI to analyze past events and suggest optimal budget allocations for different event components. This feature helps planners to make informed financial decisions, ensuring the best use of resources and minimizing wastage.
Attendee Engagement Gamification: Introducing gamification elements to enhance attendee participation in events. This feature allows planners to create interactive challenges and games for attendees, increasing engagement and fostering networking opportunities in a fun and memorable way.
Eco-Tracker for Sustainable Events: An integrated tool that helps event planners track their sustainability metrics, including waste reduction, carbon footprint, and vendor sustainability ratings, enabling them to plan greener events that align with eco-conscious objectives.
Real-Time Analytics Dashboard: A comprehensive analytics dashboard that provides real-time data on event performance, attendance patterns, and engagement metrics, allowing planners to make immediate adjustments and post-event analysis for future improvements.
Hybrid Event Toolkit: A specialized toolkit within EventCraft designed for planning hybrid events, offering guidance on technology setup, managing in-person and virtual attendees, and ensuring a seamless experience across both formats
Customized User Onboarding: An adaptive onboarding process that personalizes user experiences based on their specific roles (Corporate Planner, Freelance Coordinator, etc.), ensuring that users get the most relevant features and support during their initial use of the platform.

Product Features

Vendor Profile Hub

A centralized database where planners can store and access comprehensive profiles for all vendors, including contact information, services offered, reviews, and previous event collaborations. This feature simplifies vendor selection and ensures planners have all necessary details at their fingertips, reducing time spent searching for vendor information.

Requirements

Vendor Information Management

User Story: As an event planner, I want to have a centralized hub for all vendor profiles so that I can quickly access all necessary information in one place and make informed decisions without wasting time searching for details.
Description: The Vendor Information Management requirement enables event planners to create, edit, and maintain comprehensive vendor profiles in a centralized database. Each profile will include essential details such as contact information, services provided, rates, availability, customer reviews, and historical data of collaboration with previous events. This ensures that event planners can swiftly evaluate and select appropriate vendors based on their needs, promoting efficiency in the vendor selection process. The integration of this feature with the existing EventCraft platform will facilitate easy access to vendor information, fostering informed decision-making and enhancing overall event planning workflows.
Acceptance Criteria: Event planners need to create a new vendor profile for a caterer they plan to use for an upcoming event.

Given that the event planner is on the Vendor Profile Hub, when they fill in the required fields (name, contact information, services offered, rates, availability) and submit, then a new vendor profile should be created, and a confirmation message should be displayed.

An event planner wants to edit the details of an existing vendor profile to include additional services offered by the vendor.

Given that the event planner selects an existing vendor profile, when they modify the details and click save, then the updated vendor profile should reflect the changes correctly and show a success message.

Planners need to access a comprehensive list of vendor profiles to choose new vendors for an upcoming event.

Given that the event planner is on the Vendor Profile Hub, when they filter the vendor list by service type, then they should see only the relevant vendor profiles that match the chosen filter criteria.

An event planner wants to delete a vendor profile that is no longer needed.

Given that the event planner selects a vendor profile to delete, when they confirm the deletion, then the vendor profile should be removed from the database, and a confirmation message should be displayed to the planner.

Event planners aim to review customer feedback for a specific vendor before making a selection.

Given that the event planner is viewing a vendor profile, when they scroll to the reviews section, then they should see all customer reviews accurately displayed with associated ratings and comments.

A planner needs to check the historical data of collaborations with a vendor for previous events.

Given that the event planner is viewing a vendor profile, when they navigate to the historical data section, then they should see a list of past events along with relevant details of each collaboration.

Vendor Rating System

User Story: As an event planner, I want to be able to rate and review vendors after an event so that I can share my experiences with other planners and help them make better decisions.
Description: The Vendor Rating System is designed to allow users to rate and review vendors based on their experiences. This feature empowers event planners to provide feedback and insights after each event, creating a transparent system of vendor reputation that can be leveraged by other planners. The ratings will be visible within the vendor profiles, enabling future users to assess vendor performance and reliability quickly. By integrating this feature, EventCraft enhances community engagement among event planners and promotes high-quality vendor services, ultimately contributing to improved event outcomes.
Acceptance Criteria: Event planners want to provide feedback on a vendor's performance after an event has concluded, allowing them to rate the vendor on a scale of 1-5 stars and leave comments regarding their experience.

Given a completed event, when the event planner navigates to the Vendor Profile, then they can see an option to rate the vendor and submit a review, allowing for both star rating and text feedback.

Planners are searching for vendors within the Vendor Profile Hub and want to filter the list of vendors based on their average ratings to find the best-rated options more easily.

Given the list of vendors in the Vendor Profile Hub, when a planner selects the filter option for average ratings, then the vendors should be sorted based on their rating from highest to lowest.

Event planners need to view the aggregated feedback on a vendor's profile to assess their performance before making a decision to hire them for an event.

Given a vendor's profile, when the event planner accesses the profile, then they should see the average rating, the total number of reviews, and the individual feedback comments from other planners.

After submitting a review, planners want to confirm that their feedback has been successfully recorded and is displayed in the vendor's profile.

Given that the event planner has submitted their review, when they navigate back to the vendor's profile, then the submitted review and rating should be visible in the review section of the vendor profile.

Planners should be able to edit their submitted reviews in case they want to update their feedback based on new experiences or reconsider their initial rating.

Given that an event planner has already submitted a review, when they choose to edit their review, then they should be able to change their star rating and comments, and successfully save the updated review.

The system needs to ensure that all vendor rating submissions are monitored for inappropriate content, maintaining a reputable environment for feedback.

Given the submitted reviews, when the system scans for inappropriate language or spam content, then it should flag or remove such content, maintaining the integrity of vendor reviews.

Advanced Search and Filter Functionality

User Story: As an event planner, I want to be able to search for vendors using specific criteria so that I can quickly find the best options suited for my event needs.
Description: The Advanced Search and Filter Functionality requirement allows users to efficiently search for vendors based on various criteria such as service type, location, availability, and previous ratings. This intuitive search capability streamlines the vendor selection process by helping planners find the best matches according to their specific event requirements. The integration of this feature will enhance user experience on the Vendor Profile Hub, enabling planners to navigate vendor options seamlessly, ultimately saving time and improving overall satisfaction with the platform.
Acceptance Criteria: Vendor Search by Service Type

Given the user is on the Vendor Profile Hub, when the user selects a service type from the filter options and clicks the search button, then the system should display a list of vendors that provide the selected service type.

Vendor Search by Location

Given the user is on the Vendor Profile Hub, when the user inputs a location in the search bar and clicks the search button, then the system should show a list of vendors located in the specified area.

Vendor Search by Availability

Given the user is on the Vendor Profile Hub, when the user selects specific dates for their event and clicks the search button, then the system should display a list of vendors available on those dates.

Vendor Rating Filter

Given the user is on the Vendor Profile Hub, when the user selects a rating filter (e.g., 4 stars and above) and clicks the search button, then the system should display only vendors that meet or exceed the selected rating criteria.

Multiple Criteria Search

Given the user is on the Vendor Profile Hub, when the user selects multiple criteria (service type, location, and rating) and clicks the search button, then the system should return a list of vendors that match all the selected criteria.

Search Results Sorting

Given the user has performed a search for vendors, when the user chooses to sort the results by rating or distance, then the system should re-arrange the displayed vendors based on the selected sorting option.

Vendor Collaboration History Tracking

User Story: As an event planner, I want to see a history of past collaborations with vendors so that I can evaluate their performance and make better selections for future events.
Description: The Vendor Collaboration History Tracking feature allows planners to view detailed records of past collaborations with each vendor, including services hired, dates of service, and outcomes of previous events. This valuable insight will help users understand vendor performance over time and make better choices based on historical data. The feature’s integration will enhance the Vendor Profile Hub by providing planners with a comprehensive view of their interactions with vendors, leading to more informed decision-making.
Acceptance Criteria: User can access the Vendor Collaboration History for any selected vendor from the Vendor Profile Hub.

Given a vendor is selected, when the user navigates to the Vendor Profile Hub, then the system displays the collaboration history including dates, services hired, and outcomes.

User can filter the collaboration history by date range and type of service.

Given the user is viewing a vendor's collaboration history, when the user applies a date range filter and selects a service type, then the system displays only the relevant collaboration records that match the criteria.

User can compare historical vendor performance for decision-making purposes.

Given the user has access to the collaboration history of multiple vendors, when the user selects at least two vendors to compare, then the system presents a side-by-side performance comparison including service types and outcomes.

User can edit the collaboration history records to update past performance.

Given a collaboration record is displayed, when the user selects the edit option and updates the details, then the system saves the changes and reflects them in the vendor's collaboration history.

User receives an alert if the collaboration history for a vendor is incomplete or missing records.

Given a vendor's profile is accessed, when there are missing records in the collaboration history, then the system displays an alert indicating which records are absent.

Vendor Messaging System

User Story: As an event planner, I want to be able to message vendors directly through the platform so that I can streamline communication and keep all discussions in one place.
Description: The Vendor Messaging System allows event planners to communicate directly with vendors through the platform. This feature includes real-time messaging capabilities, enabling users to ask questions, negotiate terms, and share requirements without leaving the application. This integration promotes efficient communication between planners and vendors, ensuring that all interactions are documented and easily accessible, thus reducing the likelihood of miscommunication and enhancing relationship building.
Acceptance Criteria: Event planner initiates a conversation with a vendor to discuss event specifics and asks questions about the vendor's services and availability.

Given the planner is on the Vendor Profile Hub, when they click on the 'Message Vendor' button, then a real-time messaging window should open that allows the planner to type and send messages to the vendor.

A vendor receives a message from an event planner and needs to respond with their availability and any relevant information requested.

Given the vendor has received a message, when they respond within the messaging interface, then the event planner should be notified of the new message and see the vendor's response in real-time.

An event planner wants to keep a record of their communication with a vendor for future reference.

Given that the planner has sent multiple messages to a vendor, when they navigate back to the Vendor Profile Hub, then all past messages should be accessible and displayed chronologically in the messaging history section.

An event planner wishes to negotiate terms with a vendor via messaging while ensuring clarity in communication.

Given the planner is messaging a vendor, when they propose terms or requests, then the vendor should be able to reply with counter-proposals that maintain the context of the previous messages.

A vendor wants to update their offering after a discussion with an event planner to reflect new service offerings.

Given the vendor has communicated changes to their offerings within the messaging system, when the planner accesses the Vendor Profile Hub, then the updated offering should reflect accurately in the vendor's profile after the conversation ends.

An event planner and a vendor are discussing the timeline of a project through the messaging feature.

Given both the planner and vendor are engaged in an ongoing conversation about a project, when either party sends messages, then the messaging system should display timestamps next to each message for clarity on response times.

Integrated Scheduling Sync

Automatically sync vendor availability with the event calendar, allowing planners to view open slots for vendors in real time. This feature prevents double bookings and miscommunications, streamlining the scheduling process and ensuring that all parties are on the same page.

Requirements

Real-Time Vendor Availability Alert

User Story: As an event planner, I want to receive real-time alerts about vendor availability changes so that I can make prompt decisions on scheduling and prevent any potential conflicts.
Description: This requirement involves developing a notification system that alerts event planners when a vendor's availability changes. By leveraging the real-time syncing of vendor schedules, this feature ensures that planners are immediately informed of any updates, allowing them to make timely decisions about vendor selection and schedule adjustments. The real-time alert system will enhance communication between planners and vendors, prevent missed opportunities, and streamline the overall event planning process by ensuring that planners are kept in the loop without having to continuously check vendor availability manually.
Acceptance Criteria: Vendor Availability Notification for Event Planners

Given an event planner has set up multiple vendors for an event, when a vendor updates their availability, then the planner should receive a real-time notification about the available slots for that vendor.

Timely Updates for Last-Minute Changes

Given that an event is approaching and vendors are busy, when any vendor updates their availability within 24 hours of the event, then the event planner should be alerted immediately to avoid scheduling conflicts.

Integration with Calendar Systems

Given that an event planner uses an external calendar system, when a vendor's availability changes, then the alert should sync and reflect changes in both the EventCraft system and the external calendar in real-time.

User-Friendly Notification Design

Given that notifications are sent to the event planners, when a notification about vendor availability is received, then it should have a clear and understandable design that includes the vendor name, the available slots, and a direct link to their scheduling page.

Historical Availability Tracking

Given that the event planner wants to analyze vendor reliability, when they view the vendor's past notifications, then they should see a history of availability changes over the past events.

Test Notification Functionality

Given a vendor with active scheduling capabilities, when the vendor updates their availability, then a test notification should be sent to the designated event planner to validate the accuracy and timing of alerts.

Notification Preference Settings

Given an event planner accesses their profile settings, when they adjust the notification preferences for vendor availability alerts, then the system should save these preferences and apply them to future notifications.

Vendor Calendar Integration

User Story: As a vendor, I want to integrate my calendar with EventCraft so that my availability is automatically updated in the event planning platform, ensuring that planners can see my open slots without manual input.
Description: This requirement focuses on creating an API integration that allows vendors to sync their existing calendars (Google Calendar, Microsoft Outlook, etc.) with the EventCraft platform. This feature will automatically update the event calendar with the vendor's available slots, improving accuracy and reducing the risk of double bookings. By providing a seamless integration with widely-used calendar applications, event planners can view real-time availability without the need for manual entries, thus enhancing the efficiency and effectiveness of the scheduling process.
Acceptance Criteria: Vendor calendar integration for bidirectional syncing with Google Calendar is established successfully, allowing vendors to see events from EventCraft on their personal calendars directly within Google Calendar.

Given a vendor has linked their Google Calendar to EventCraft, when they check their Google Calendar, then they should see all event bookings made in EventCraft appears on their calendar.

The system must be able to sync vendor availability updates in real time, ensuring event planners can see the most current scheduling information without delays.

Given a vendor updates their availability on their external calendar, when they refresh their EventCraft calendar, then the updated availability should reflect immediately without manual intervention.

A vendor should receive notifications when their availability is added to the EventCraft platform, ensuring they are kept informed of scheduled events that may affect their calendar.

Given a vendor's calendar is synced with EventCraft, when an event is scheduled in EventCraft using their availability, then the vendor should receive an email notification of the scheduled event.

Event planners must be able to filter and view vendor availability by date and time within the EventCraft platform conveniently.

Given an event planner is using the EventCraft platform, when they select a date range for vendor availability, then they should see a list of all open slots per vendor for the selected dates.

In case of changes to vendor schedules, the system should prevent double bookings and notify event planners accordingly.

Given a vendor updates their availability, when an event planner attempts to book the vendor during an already scheduled slot, then the system should display an error message indicating the slot is not available.

The integration should support syncing with multiple calendar applications, including Microsoft Outlook and Apple Calendar, in addition to Google Calendar.

Given a vendor chooses to sync their Microsoft Outlook calendar with EventCraft, when they link their calendar, then the system should successfully import their events and showcase available slots in EventCraft.

Customizable Scheduling Rules

User Story: As an event planner, I want to set customizable scheduling rules within the platform so that I can accommodate my specific requirements and ensure a smooth scheduling process.
Description: This requirement entails developing a feature that allows event planners to set customizable scheduling rules based on their specific needs or industry standards. Planners can define parameters such as minimum notice periods for vendor availability, hours of operation, preferred days, and maximum booking per day. This feature will help ensure that the scheduling process adheres to predefined criteria, resulting in smoother operations and greater vendor satisfaction. By utilizing customizable rules, the platform can cater to various industries and event types, making scheduling more flexible and tailored to individual event needs.
Acceptance Criteria: Event planners have the ability to set and modify customizable scheduling rules for their events, including parameters such as minimum notice periods and preferred days.

Given that the planner has the option to create scheduling rules, When a planner sets a minimum notice period of 48 hours, Then the system should prevent any bookings within that time frame when a vendor's availability is checked.

Event planners want to ensure all teams and vendors are informed about the scheduling rules that have been defined for an event.

Given that scheduling rules have been set for an event, When a planner views the event details, Then the system should display all currently defined scheduling rules, ensuring visibility for all users involved.

Planners need to enforce rules that prevent double bookings of vendor slots based on set operation hours.

Given that vendor availability is synced with the event calendar, When a planner tries to book a vendor during their set hours of operation, Then the system should allow the booking only if the vendor is available within those hours, otherwise, it should prompt the planner with a conflict message.

Event planners are required to limit the maximum number of bookings a vendor can have per day to ensure balanced distribution of resources.

Given that a vendor has been booked for the maximum number of allowed events per day, When another planner attempts to book that vendor for the same day, Then the system should block the booking and notify the planner that the vendor is unavailable for additional bookings.

Planners want to ensure that guests can only book vendors when they meet specified conditions based on predefined rules.

Given that specific rules have been set for guest vendor bookings, When a guest attempts to select a vendor, Then the system should verify the guest's conditions against the scheduling and provide an error message if they do not meet the criteria.

Event planners need to create custom rules that can be reused across different events to streamline the planning process.

Given that a planner has created customized scheduling rules for an event, When the planner chooses to save those rules as a template, Then the system should allow those rules to be applied to subsequent events easily and quickly.

Multi-Vendor View

User Story: As an event planner, I want to view the availability of multiple vendors at once so that I can easily compare and choose the best options without switching between different vendor profiles.
Description: This requirement involves creating a feature that enables planners to view the availability of multiple vendors within a single interface. By displaying all relevant vendor schedules side-by-side, planners can easily compare options and make decisions without toggling between different vendor pages. This consolidated view promotes better planning, faster decision-making, and less confusion during the selection process, leading to optimal vendor assignment for various event needs.
Acceptance Criteria: Viewing Multiple Vendor Schedules in a Consolidated View

Given an event is scheduled, when a planner accesses the Multi-Vendor View, then they can see the availability of all selected vendors side-by-side within the same interface.

Highlighting Conflicting Availability

Given multiple vendor schedules are displayed, when a vendor has a scheduling conflict, then the conflicting dates and times should be highlighted visually for easy identification.

Filtering Vendor Availability by Date

Given planners want to check vendor availability for a specific date, when they select a date from the event calendar, then the Multi-Vendor View must update to show only those vendors available on that date.

Real-Time Synchronization with Vendor Calendars

Given vendors have their own scheduling systems, when a vendor updates their availability, then the Multi-Vendor View must reflect these changes in real-time without requiring a page refresh.

User-Friendly Comparison of Vendor Options

Given the Multi-Vendor View is displayed, when a planner hovers over each vendor's availability, then a tooltip with additional information (e.g., rates, services offered) should be displayed for comparison.

Selecting and Booking a Vendor from the Multi-Vendor View

Given the planner has chosen a vendor from the Multi-Vendor View, when they click on the vendor name, then an option to book the vendor along with a confirmation message should be displayed.

Ensuring Accessibility Features are Implemented

Given the Multi-Vendor View is loaded, when a user navigates through the view using a screen reader, then all available vendor information must be read out clearly and accurately for visually impaired users.

Conflict Resolution Suggestions

User Story: As an event planner, I want the platform to suggest alternative slots when a vendor is unavailable so that I can quickly find a solution without excessive coordination.
Description: This requirement includes developing an intelligent algorithm that analyzes vendor availability and suggests alternative dates or times in case of a booking conflict. When a planner attempts to schedule a vendor who is unavailable, the system will automatically present a list of alternative options based on both the vendor's and the event’s constraints. This proactive approach will facilitate smoother scheduling and enhance user satisfaction by reducing back-and-forth communications between planners and vendors.
Acceptance Criteria: Vendor Availability Conflict Resolution Suggestion Scenario

Given a vendor is unavailable for the requested time, when a planner attempts to schedule them, then the system should present at least three alternative date and time options based on the vendor's availability.

Event Constraint Consideration Scenario

Given an event with specific constraints (e.g., date, time, location), when a planner seeks to book a vendor who is unavailable, then the system should suggest alternatives that adhere to these event constraints without conflict.

Real-time Updates Scenario

Given any change in vendor availability, when a planner tries to book that vendor, then the system should dynamically update and present alternative suggestions in real time, reflecting the latest availability.

User Notification Scenario

Given a booking conflict, when alternative suggestions are generated, then the system should notify the planner via an alert or message, including the details of the alternatives and their respective availability statuses.

Feedback Mechanism Scenario

Given the planner has used the conflict resolution suggestions, when they select an alternative date, then the system should prompt the planner to provide feedback on the suggestion's usefulness for continual improvement.

Historical Data Utilization Scenario

Given past booking data, when suggesting alternatives for a conflict, then the system should prioritize dates and times previously successful for similar events based on the planner's history.

User Interface Integration Scenario

Given the scheduling interface, when a planner experiences a conflict and views alternative suggestions, then the integration should be seamless, with all options visually clear and easy to navigate.

Contract Management Portal

An intuitive portal for uploading, sharing, and managing vendor contracts within EventCraft. Planners can set reminders for contract renewals and deadlines, ensuring that critical agreements are never overlooked. This reduces administrative burdens and fosters stronger relationships with vendors by maintaining clear communication.

Requirements

Document Upload Functionality

User Story: As an event planner, I want to be able to upload vendor contracts in multiple formats so that I can keep all my documents organized and accessible in one place.
Description: The requirement entails the ability to upload multiple vendor contracts in various formats (PDF, DOCX, etc.) securely to the Contract Management Portal. This will enable event planners to have all their crucial documents in one centralized location, improving organizational efficiency and ease of access. The system must ensure that all uploaded files are scanned for viruses, encrypted for security, and tagged with metadata for easy retrieval and searchability. Additionally, users should be able to preview documents before finalizing uploads to reduce errors in document management, thus enhancing productivity and collaboration with vendors.
Acceptance Criteria: Uploading multiple vendor contracts in various formats (PDF, DOCX), ensuring a secure and seamless experience for event planners.

Given a user is logged into the Contract Management Portal, When they select multiple documents to upload, Then the system should successfully upload all selected files and display a confirmation message.

Ensuring uploaded vendor contracts are scanned for viruses to maintain a secure environment.

Given a user uploads a document, When the document is scanned for viruses, Then the document should be flagged if any threats are detected and prevented from uploading until resolved.

Allowing users to preview documents before finalizing uploads to minimize errors.

Given a user selects a document to upload, When they click on the 'Preview' button, Then the system should display a view of the document for the user to verify before proceeding with the upload.

Tagging uploaded documents with relevant metadata for easy retrieval and searchability.

Given a user has successfully uploaded a document, When they input metadata tags, Then the system should save those tags with the document for future searching.

Notifying users of upcoming contract renewals or deadlines to help them keep track of critical agreements.

Given a user has uploaded a contract with a set renewal date, When the renewal date is approaching, Then the system should send an email reminder to the user about the upcoming renewal.

Ensuring that uploaded files are encrypted to protect sensitive vendor information.

Given a user uploads a document, When the document is received, Then the system should automatically encrypt the document before storing it in the database.

Providing users with the ability to delete previously uploaded documents if no longer needed.

Given a user views their list of uploaded documents, When they select a document and choose the 'Delete' option, Then the system should remove the document and confirm the deletion with the user.

Contract Renewal Reminders

User Story: As an event planner, I want to receive reminders for upcoming contract renewals so that I can proactively manage my vendor relationships and avoid lapses in contracts.
Description: This requirement focuses on implementing a reminder system that automatically notifies event planners of upcoming contract renewals and important deadlines related to vendor agreements. The system should allow users to set personalized reminders, which can be delivered through various channels, such as email notifications or dashboard alerts. This feature will significantly reduce the risk of missed deadlines, foster better vendor relationships by showing professionalism, and ultimately lead to a smoother event planning process. Users will be able to customize the timing and frequency of reminders according to their specific needs.
Acceptance Criteria: User sets a reminder for a contract renewal in the Contract Management Portal.

Given a user is logged into the Contract Management Portal, When the user selects a contract and sets a reminder for renewal, Then the system should save the reminder and confirm with a success message.

User receives an email notification for an upcoming contract renewal.

Given a user has set a reminder for a contract renewal, When the reminder date is reached, Then the user should receive an email notification about the upcoming renewal.

User customizes reminder timing and frequency for contract renewals.

Given a user is on the reminder settings page, When the user selects the timing and frequency for reminders, Then the system should allow saving those preferences and apply them to upcoming renewals.

User checks dashboard alerts for contract renewal notifications.

Given a user is logged into the Contract Management Portal, When there are upcoming renewal reminders, Then the user should see alerts displayed on their dashboard.

User edits an existing reminder for contract renewal.

Given a user has previously set a reminder for a contract renewal, When the user selects to edit the reminder, Then the system should allow changes to the date and frequency, confirming the edit with a success message.

User deletes a previously set contract renewal reminder.

Given a user has a reminder set for a contract renewal, When the user selects to delete that reminder, Then the system should remove the reminder and confirm the deletion with a message.

Vendor Contract Collaboration Tools

User Story: As a team member, I want to collaborate with my colleagues on contract reviews in real-time so that we can finalize agreements more efficiently and avoid miscommunication.
Description: The requirement specifies the need for collaborative tools within the Contract Management Portal that allows multiple users to review, comment, and edit contracts in real-time. This feature enables team members to provide feedback, suggest changes, and ensure that all stakeholders are aligned before finalizing agreements with vendors. Integration with communication tools (like chat or comments) will enhance collaboration and maintain a clear communication trail. This function is vital for ensuring accuracy in contracts and speeding up the approval process, thereby improving overall team productivity and vendor relations.
Acceptance Criteria: Collaboration on Contract Review

Given multiple users are logged into the Contract Management Portal, when one user uploads a vendor contract, then all other users should receive a notification and be able to access, comment, and edit the document in real-time.

Real-time Feedback Mechanism

Given a vendor contract is being reviewed, when a user submits a comment or suggestion, then the system should display the comment in real-time to all users currently viewing the document.

Chat Integration for Discussions

Given a vendor contract is being edited, when a user wants to discuss specific terms, then they should be able to initiate a chat that is linked to the document, maintaining context within the Contract Management Portal.

Change Tracking for Contract Edits

Given a vendor contract is being edited by multiple users, when changes are made, then the system must highlight those changes and allow users to view a version history to track edits and comments made.

Approval Workflow for Finalization

Given that a vendor contract has been collaboratively edited, when all necessary stakeholders provide their approval through the portal, then the contract should be marked as finalized and sent for execution to the vendor automatically.

Reminder System for Contract Renewals

Given a vendor contract has an upcoming renewal date, when the date approaches, then the system should send automated reminders to all users who are part of the contract management team.

User Permissions and Access Control

Given that the Contract Management Portal is utilized by a team, when a new user is added, then the system should allow the administrator to set specific permissions related to viewing, commenting, and editing contracts based on user roles.

Contract Versions and History Tracking

User Story: As an event planner, I want to track different versions of vendor contracts so that I can maintain accountability and ensure compliance throughout the negotiation process.
Description: This requirement includes the ability for users to track different versions of vendor contracts and maintain a history log of changes made. Users should be able to view, compare, and revert to previous versions if needed, along with a detailed log of who made changes and when. This feature provides transparency in contract negotiations and helps in compliance with legal standards, ensuring that users have easy access to past agreements. By enabling effective version control, event planners can better manage changes and maintain accountability in their dealings with vendors.
Acceptance Criteria: User uploads a new vendor contract version to the Contract Management Portal.

Given the user is logged into the Contract Management Portal, when the user uploads a new version of a contract, then the system should save the new version and update the version history log to reflect this change including the upload timestamp and the user's details.

User views the history of a specific vendor contract.

Given the user selects a vendor contract from the list, when the user clicks on the 'View History' button, then the system should display a chronological list of all changes made to that contract, including the version number, modification date, and the user who made the change.

User compares two different versions of a vendor contract.

Given the user is viewing a vendor contract, when the user selects two versions for comparison, then the system should display a side-by-side comparison of both versions highlighting differences in text, and allowing the user to easily identify changes made.

User reverts to a previous version of a vendor contract.

Given the user is viewing the version history of a vendor contract, when the user selects a previous version and clicks 'Revert', then the system should restore the selected version as the current active version and log this action in the version history with the user details and timestamp.

User is notified of changes made to a vendor contract.

Given a contract is modified by another user, when the change is made, then the system should send an automatic notification to all users who have access to that contract, informing them of the update and prompting them to review the changes.

User sets a reminder for contract renewal based on the last version update.

Given the user has uploaded a new contract version, when the user sets a reminder for renewal, then the system should save the reminder and send automatic notifications to the user a week before the renewal date.

Integrated Search Functionality

User Story: As an event planner, I want to be able to quickly search for vendor contracts using various criteria so that I can save time and find relevant documents easily.
Description: The requirement entails implementing a robust search feature within the Contract Management Portal that allows users to quickly find contracts based on various criteria, such as vendor name, contract status, or keywords within the documents. This functionality enhances the user experience by providing instant access to relevant contracts, significantly reducing the time spent searching for information. Advanced search filters and capabilities must be included, enabling planners to conduct thorough and efficient searches across all stored contracts.
Acceptance Criteria: User conducts a search for a contract using the vendor name as the search criterion.

Given a user is on the Contract Management Portal, when they enter a vendor name into the search bar and hit enter, then the portal should return all contracts associated with that vendor name within 2 seconds.

User filters search results by contract status.

Given a user has conducted a general search, when they apply a filter for 'Active Contracts', then only contracts with an 'Active' status should be displayed in the results.

User uses keywords to search within contract documents.

Given a user is viewing the Contract Management Portal, when they enter a keyword present in any contract document into the search field, then the system should return all contracts containing that keyword within 2 seconds.

User searches for a contract but there are no matching results.

Given a user conducts a search with no existing contracts matching their criteria, when they hit enter, then the system should display a message stating 'No contracts found matching your search criteria.'

User utilizes advanced search options to enhance search accuracy.

Given a user wants to refine their search, when they select advanced search options and specify multiple criteria (vendor name, contract status), then the system should return results that match all selected criteria in a timely manner.

User accesses the search feature on mobile devices.

Given a user is accessing the Contract Management Portal via a mobile device, when they utilize the search functionality, then the search results should adjust appropriately to fit the mobile screen and retain full functionality.

User receives a reminder notification for contract renewals based on search results.

Given a user has searched for contracts nearing their renewal dates, when the results are displayed, then the portal should also show reminders for contracts set to renew within the next 30 days alongside the search results.

Collaborative Vendor Chat

A built-in messaging system that allows event planners to communicate directly with vendors within the platform. This feature promotes seamless communication, enabling quick questions, modifications, and updates without leaving EventCraft, ultimately reducing email clutter and miscommunication.

Requirements

Real-time Chat Notifications

User Story: As an event planner, I want to receive real-time notifications for vendor messages so that I can promptly respond to any inquiries and ensure smooth communication throughout the planning process.
Description: This requirement focuses on implementing a notification system for the Collaborative Vendor Chat feature that alerts event planners in real-time whenever a message is received. The benefit of this functionality is that it ensures planners do not miss important communications and can respond to vendor inquiries promptly. This will enhance the coordination process, minimize delays, and provide a more seamless communication experience. Additionally, notifications can be customized based on planner preferences for further personalization.
Acceptance Criteria: Event Planner Receiving Messages from Vendors during an Event Planning Session

Given an event planner is logged into EventCraft, when a vendor sends a message, then the event planner receives a real-time notification on their screen and an optional sound alert.

User Customization of Notification Settings for Vendor Messages

Given an event planner accesses their profile settings, when they adjust their notification preferences for vendor messages, then those settings are saved and applied for future incoming messages.

Response to Vendor Messages via Notification Popup

Given an event planner receives a notification for a new message from a vendor, when they click on the notification, then it opens the chat window with the vendor for immediate response.

Missed Message Notification System for Event Planners

Given an event planner has not viewed vendor messages for a certain period, when the time exceeds the set threshold, then a summary notification indicating missed messages is displayed in the planner's dashboard.

Visual Indication of Unread Messages in the Chat Interface

Given an event planner is in the Collaborative Vendor Chat, when there are unread messages from vendors, then those messages are highlighted and a counter indicating the number of unread messages is shown.

Notification Logging for Historical Reference

Given an event planner receives multiple vendor messages, when they review their chat history, then all notifications received for those messages are logged with timestamps for future reference.

File Sharing Capability

User Story: As an event planner, I want to share files directly in the vendor chat so that I can collaborate effectively without the need to send multiple emails.
Description: The requirement entails enabling a file sharing feature within the Collaborative Vendor Chat, allowing event planners to attach and send files (e.g., contracts, documents, images) directly during the chat. This functionality simplifies the process of sharing essential materials without switching between platforms. By integrating file sharing, it enhances collaboration and ensures that both parties have immediate access to the necessary information in an organized manner, thereby reducing communication barriers.
Acceptance Criteria: Event planners need to share a contract document with a vendor during a live chat to finalize a negotiation.

Given that a chat session is open, When the event planner clicks on the 'attach file' button, Then the planner can select a file from their device and send it to the vendor through the chat.

A vendor receives an image of an event layout shared by the event planner for feedback during a chat conversation.

Given that the vendor is in the chat session, When the event planner sends an image file, Then the vendor should receive a notification and be able to view the image immediately within the chat interface.

An event planner wants to share multiple files, including PDFs and images, to ensure the vendor has all the necessary event details.

Given that multiple files are ready for sharing, When the event planner selects and sends multiple files at once, Then all selected files should be uploaded and visible in the chat stream without errors.

A vendor must download a shared file sent by the event planner for review.

Given that the event planner has sent a file, When the vendor clicks on the download link within the chat, Then the file should download successfully to the vendor's device without any issues.

Event planners and vendors need to reference shared files historically during discussions in the chat.

Given that a file has been uploaded in a previous chat, When either party scrolls through the chat history, Then they should be able to view and access all previously shared files with ease.

An event planner wants to ensure that the correct file is being shared with a vendor before sending it.

Given that a file is selected for sharing, When the event planner clicks 'send', Then a preview of the file should be displayed for confirmation before finalizing the action.

The system must handle file size limitations for shared files between users within the chat.

Given that a file exceeds the maximum size limit, When the event planner tries to attach the file, Then a warning message should be displayed indicating the file exceeds size limits and it should not be sent.

Chat History Access

User Story: As an event planner, I want to access the chat history with vendors so that I can revisit past conversations and ensure I have all necessary details about our discussions.
Description: This requirement aims to provide users with access to an accessible chat history feature within the Collaborative Vendor Chat. This will allow event planners and vendors to review previous messages and decisions made during the planning process. Having a documented chat history ensures that critical information is not lost and can be revisited for clarification or reference, leading to improved accountability and transparency in communication between parties.
Acceptance Criteria: Event planners can access chat history from the Collaborative Vendor Chat feature after a conversation has ended to review previous discussions and decisions made with vendors.

Given that the user has completed a chat session with a vendor, when they navigate to the chat history, then they should see a list of all previous messages sorted by date and time.

Users can retrieve specific chat history by searching for keywords or phrases related to their event planning discussions.

Given that the user is on the chat history page, when they enter a keyword in the search bar and click 'Search,' then the system should display all chat messages containing that keyword.

Users can distinguish between different vendors' chat histories in the Collaborative Vendor Chat feature to avoid confusion during event planning.

Given that the user accesses the chat history, when they view the list of chats, then the system should display the vendor's name alongside the date and time for easy identification of each chat session.

Users receive notifications for any new messages in their chat history while navigating through EventCraft.

Given that the user is currently viewing the chat history, when a new message arrives from a vendor, then the user should receive a real-time notification indicating the arrival of the new message.

Users can download and export chat history for offline access or record-keeping.

Given that the user is viewing the chat history, when they click on the 'Download Chat History' button, then a file containing the chat messages should be prompted for download in a standard format (e.g., PDF or TXT).

Users can view chat history in chronological order to track the sequence of conversations and decisions made with vendors.

Given that the user accesses the chat history, when they review the messages, then the messages should be displayed in chronological order with the most recent message at the top.

User Tags and Mentions

User Story: As an event planner, I want to tag vendors in the chat so that they receive notifications for messages specifically directed to them, allowing for better task management and communication.
Description: This requirement encompasses the ability for event planners to tag or mention vendors directly in the Collaborative Vendor Chat. This feature will help draw attention to specific messages or tasks directed at particular vendors, ensuring that important information does not get overlooked. Tagging will improve accountability and create an efficient way to manage conversations, particularly when multiple vendors are involved in a project.
Acceptance Criteria: Event planner is in the Collaborative Vendor Chat and wants to tag a vendor to ensure they see an important message about a schedule change.

Given the event planner has access to the Collaborative Vendor Chat, when they type '@' followed by the vendor's name, then the vendor should be indicated with a visual highlight and the message should include the vendor's name in a tagged format.

An event planner tags multiple vendors in the same message to ensure all relevant parties are aware of a budget update.

Given multiple vendors are tagged in a single message, when the message is sent, then all tagged vendors should receive a notification of the message in their platform notifications.

A vendor wishes to respond to a message that they were tagged in to confirm their availability for a particular date.

Given the vendor receives a notification for being tagged, when they reply to the message, then their reply should be visible in the Collaborative Vendor Chat and ensure proper threading of the conversation.

An event planner mistakenly tags the wrong vendor in a message and wants to correct this action.

Given a message has been sent with an incorrect vendor tag, when the event planner clicks on the message, then they should have the option to edit the message and remove or change the vendor tag.

Team members need to ensure that all tagged messages are being tracked effectively by searching for tags within the vendor chat.

Given the event planner enters a search term related to a specific vendor's tag, when the search is executed, then all messages containing that tag should be displayed in the search results.

A vendor wants to see a history of messages in which they have been tagged to track their responsibilities.

Given the vendor is in the Collaborative Vendor Chat, when they click on their profile or a filter option for tagged messages, then they should see a chronological list of all messages where they were tagged along with associated timestamps.

An event planner wants to ensure that the tagging feature works seamlessly on both desktop and mobile interfaces.

Given an event planner is using either the desktop or mobile version of EventCraft, when they utilize the tagging feature, then the functionality should work identically between both platforms without any discrepancy.

Integration with Calendar

User Story: As an event planner, I want to integrate scheduling within the vendor chat so that I can easily arrange meetings and track deadlines without losing context in our conversation.
Description: This requirement seeks to incorporate a calendar integration feature within the Collaborative Vendor Chat, allowing event planners to schedule meetings or deadlines specific to vendor communications directly within the chat interface. This integration will enhance productivity by keeping scheduling transparent and accessible, allowing planners and vendors to agree on timelines without needing to exit the platform for external calendar applications.
Acceptance Criteria: Integration of the calendar feature within the Collaborative Vendor Chat allows event planners to propose specific meeting times with vendors during the chat.

Given an event planner is using the Collaborative Vendor Chat, when they click on the calendar icon, then they should see an option to select dates and times for scheduling meetings with vendors.

Event planners can successfully schedule a meeting with a vendor through the chat interface using the integrated calendar feature.

Given the event planner has selected a date and time for a meeting with a vendor, when they confirm the scheduling, then the vendor should receive a notification within the chat confirming the meeting.

The calendar integration should sync with existing calendar applications (e.g. Google Calendar, Outlook) to ensure planners and vendors remain up to date with appointments.

Given an event planner schedules a meeting using the integrated calendar, when they check their external calendar application, then the scheduled meeting should reflect accurately in that application.

Event planners and vendors can modify a previously scheduled meeting through the Collaborative Vendor Chat without confusion or errors.

Given a meeting has been scheduled, when either the event planner or vendor modifies the meeting details in the chat, then all parties should receive updated notifications of the changes made.

The calendar feature should allow for reminders to be set for scheduled meetings with vendors to avoid missed appointments.

Given a meeting is scheduled, when the event planner sets a reminder for the meeting, then the planner should receive an alert notification 30 minutes before the meeting occurs.

Event planners can view a summary of all upcoming meetings with vendors directly within the Collaborative Vendor Chat interface.

Given the event planner accesses the chat interface, when they click on the calendar section, then they should see a list of all upcoming meetings scheduled with vendors.

The calendar integration respects time zone differences when scheduling meetings with vendors from different regions.

Given an event planner in one time zone schedules a meeting with a vendor in another time zone, when they view the meeting details, then the time should be correctly adjusted to reflect the vendor’s local time zone.

Vendor Rating & Feedback System

Allow event planners to rate vendors and leave feedback based on their experiences. This feature not only helps build a community of trust among users but also aids planners in making informed decisions by learning from the experiences of their peers.

Requirements

Vendor Rating Submission

User Story: As an event planner, I want to rate and provide feedback on vendors I’ve worked with so that I can share my experiences and help others in the community make better-informed decisions.
Description: This requirement involves creating a user interface where event planners can rate vendors on a scale (e.g., 1 to 5 stars) based on their service experience. Users should be able to leave detailed comments and feedback describing specific aspects of the vendor's performance, such as communication, quality, and reliability. The system must then securely store these ratings and comments, associating them with the corresponding vendor profile. This functionality will enhance user trust and community engagement, allowing planners to make informed vendor selections based on peer feedback.
Acceptance Criteria: Event planner successfully submits a vendor rating and feedback after an event concludes, providing a score and detailed comments on their experience with the vendor's services.

Given an event planner is on the vendor rating submission page, when they select a rating of 1-5 stars and enter detailed comments, then the rating and comments should be successfully submitted and stored in the vendor's profile.

Event planners can view ratings and comments submitted by their peers regarding a specific vendor before making a decision to hire them for an upcoming event.

Given a user is viewing a vendor profile, when they look at the ratings and feedback section, then they should see all relevant ratings and comments from other users clearly listed.

The system provides feedback confirmation to the event planner after they successfully submit their vendor rating and feedback.

Given a user has submitted a vendor rating and comments, when the submission is complete, then a confirmation message should be displayed, indicating the feedback was successfully recorded.

Event planners can only submit feedback for vendors they have previously hired for their events, ensuring insights are relevant and based on real experiences.

Given an event planner is on the vendor rating submission page, when they attempt to rate a vendor they have not hired, then they should see a notification that they are not eligible to submit feedback.

The system securely associates ratings and comments with the corresponding vendor profile to maintain data integrity and user trust.

Given a vendor has received ratings and comments, when the data is stored, then it should be accurately linked to the vendor's profile and retrievable by authorized users only.

Event planners can edit or delete their previously submitted ratings and comments if they wish to update their feedback based on new experiences or changes in service.

Given a user has submitted feedback, when they choose to edit or delete it, then the system should allow them to make those changes and confirm the updated submission.

The rating system includes a mechanism to prevent users from submitting multiple ratings for the same vendor to avoid bias and ensure fair representation.

Given a user attempts to rate a vendor they have previously rated, when they submit a new rating, then the system should notify them that they can only submit one rating per vendor.

Vendor Rating Display

User Story: As a potential client, I want to see vendor ratings and feedback on their profile so that I can evaluate their reliability and quality of service before hiring them.
Description: This requirement is for displaying vendor ratings and feedback in a user-friendly format on the vendor's profile page. The system should aggregate and calculate average ratings, showcase the total number of ratings, and display recent feedback prominently. The display must ensure information is easily readable and visually appealing to facilitate quick assessments. Additionally, this component should allow for sorting and filtering options for users to view the ratings based on different criteria like date or score, thus improving user interaction and decision-making.
Acceptance Criteria: Vendor Ratings Display on Vendor Profile Page

Given I am an event planner viewing a vendor's profile, when I check the ratings section, then I must see the average rating out of 5, the total number of ratings, and the five most recent feedback entries prominently displayed.

Sorting Vendor Ratings

Given I am on the vendor profile page, when I click on the 'Sort' dropdown menu, then I should be able to sort the ratings by date (most recent first) or score (highest to lowest).

Filtering Vendor Ratings

Given I am reviewing the vendor ratings, when I apply a filter for ratings of 4 stars and above, then I should only see feedback from users who rated the vendor 4 stars or higher.

Responsive Design for Ratings Display

Given I am accessing the vendor profile page from a mobile device, when I view the ratings section, then the layout should adapt to fit the screen properly without losing readability or visual appeal.

Visual Appeal of Rating Display

Given I am an event planner reviewing vendor ratings, when I view the ratings section, then I must see a visually appealing design that highlights ratings using color coding and icons to represent scores.

User Experience with Feedback Navigation

Given I am a user reading the feedback on a vendor's profile, when I navigate through the listed feedback, then each feedback entry should be clearly separated and easily readable without excessive scrolling.

Average Rating Calculation Accuracy

Given a vendor has received multiple ratings, when I view the vendor's profile page, then the average rating displayed must be accurately calculated based on all submitted ratings.

Feedback Moderation System

User Story: As an admin, I want to moderate the feedback submitted on vendor ratings so that I can ensure that the content remains helpful and appropriate for users.
Description: This requirement involves implementing a moderation system to review feedback submitted by users before it gets published. Moderators will have the ability to approve or reject ratings and comments based on community guidelines to prevent spam or inappropriate content. The moderation interface should allow easy access to submitted ratings, provide options for responding to users, and enable record-keeping of all moderation decisions. This ensures the credibility of the feedback system and maintains a trustworthy environment for event planners.
Acceptance Criteria: Feedback Submission and Moderation Workflow

Given a user submits feedback on a vendor, When the feedback is submitted, Then it should appear in the moderation interface for review by a moderator.

Moderator Approval of Feedback

Given a moderator reviews submitted feedback, When the moderator approves the feedback, Then the feedback should be published and visible to all users.

Moderator Rejection of Feedback

Given a moderator reviews submitted feedback, When the moderator rejects the feedback, Then the feedback should not be published and the user should receive a notification about the rejection.

Record-Keeping of Moderation Decisions

Given a moderation decision is made, When the moderation decision is logged, Then all decisions should be recorded with timestamps and moderator details for future reference.

User Notification for Feedback Status Change

Given a feedback submission is approved or rejected, When the status is updated, Then the user who submitted the feedback should receive an email notification about the status change.

Moderation Interface Accessibility

Given a moderator logs into the moderation interface, When they access the feedback module, Then they should see a user-friendly layout of all submitted feedback categorized by approval status.

Community Guidelines Enforcement

Given the community guidelines are established, When a moderator reviews feedback, Then the feedback should be evaluated against the established guidelines to ensure compliance before publication.

Notification System for New Feedback

User Story: As a vendor, I want to be notified when I receive new ratings or feedback so that I can respond to clients and improve my services accordingly.
Description: This requirement entails the development of an automated notification system that alerts vendors when new feedback or ratings are submitted for their services. Vendors should receive a notification via their dashboard and possibly through email, enabling them to promptly respond to feedback. This interaction increases vendor engagement with the feedback process and promotes better communication between vendors and event planners.
Acceptance Criteria: New feedback submitted by an event planner for a vendor they have previously worked with.

Given that a vendor has registered in the EventCraft platform, when a new feedback is submitted for their services by an event planner, then the vendor should receive a notification on their dashboard and via email within 5 minutes of submission.

Vendor logs into their dashboard after new feedback has been submitted.

Given that a vendor logs into their dashboard, when they check their notifications, then they should see a summary of any new feedback received, along with the option to respond directly.

Automatic reminders for vendors to check feedback.

Given that feedback has been submitted for a vendor, when 48 hours have passed without the vendor responding to the feedback, then the vendor should receive a reminder notification both on their dashboard and via email.

User feedback submission confirmation to event planners.

Given that an event planner submits feedback for a vendor, when the submission is successful, then the event planner should receive a confirmation message on the platform and via email confirming their feedback submission.

Vendor interaction with submitted feedback.

Given that a vendor receives new feedback, when they click to view the feedback details, then they should be able to see the feedback content, the event planner's name, and respond to the feedback within the platform.

Handling feedback submission errors.

Given that an event planner attempts to submit feedback but encounters an error (e.g., network issue), when they try again, then they should receive a clear error message explaining the issue and guiding them on how to proceed.

Feedback visibility for event planners.

Given that an event planner wants to view feedback for a specific vendor, when they navigate to the vendor's profile, then they should see a section displaying all submitted feedback, along with the average rating and the number of feedback submissions.

Reporting Dashboard for Feedback Analysis

User Story: As an event planner, I want to analyze vendor feedback trends through a dedicated dashboard so that I can make data-driven decisions when selecting vendors for my events.
Description: This requirement involves creating a reporting dashboard that provides analytics and insights into vendor performance based on feedback. It should allow event planners to view trends over time, analyze common feedback themes, and see how ratings compare across multiple vendors. This analysis will help planners make more informed decisions based on collective community insights, ultimately enhancing the quality of service they choose.
Acceptance Criteria: Event planners want to view the dashboard to analyze vendor performance based on feedback received over the last quarter.

Given an event planner is logged into the reporting dashboard, when they select the date range for the last quarter, then they should see a summary of vendor ratings and feedback trends for that period.

An event planner needs to identify common themes in feedback from various vendors.

Given an event planner is on the reporting dashboard, when they click on the 'Feedback Themes' section, then they should see a categorized list of common feedback themes collected from user ratings.

A user wants to compare vendor performance based on ratings across multiple categories.

Given an event planner selects multiple vendors for comparison, when they view the comparison report, then they should see side-by-side ratings along with the overall average for each vendor.

An event planner aims to generate a report to send to stakeholders that includes vendor performance metrics.

Given an event planner is on the reporting dashboard, when they click the 'Generate Report' button, then they should receive a downloadable PDF report including vendor ratings and feedback analysis.

The event planner wants to filter feedback by a specific rating range to assess vendor performance.

Given an event planner is using the reporting dashboard, when they apply a filter for a specific rating range (e.g., 4 to 5 stars), then the dashboard should update to show only vendors that meet the rating criteria.

An event planner is looking for a historical analysis of vendor ratings over the previous years.

Given an event planner selects a historical time frame from the dashboard, when they view the historical ratings section, then they should see a trend graph showing vendor ratings over the selected years.

Budget Integration Tool

An integrated tool that links vendor costs directly to the event budget, providing real-time updates on how vendor selections impact overall financial planning. This feature enables planners to manage expenses seamlessly, ensuring they stay within budget while still selecting the best vendors for their events.

Requirements

Real-time Vendor Cost Tracking

User Story: As an event planner, I want to see real-time updates on vendor costs in relation to my budget so that I can make informed decisions and stay within my financial limits.
Description: This requirement ensures that the Budget Integration Tool provides real-time updates on vendor costs as they are selected, allowing event planners to see how each vendor affects their budget immediately. It integrates seamlessly with the existing budgeting structure within EventCraft, providing an interface where users can view updated total costs and how vendor choices impact the overall budget. The tool is essential for maintaining financial control and transparency during the planning process, ultimately leading to more informed decision-making regarding vendor selections and budget allocations.
Acceptance Criteria: As an event planner, I want to select a vendor for catering services so that I can see how this decision affects my overall budget in real-time while finalizing my event plan.

Given I am on the budget management page, when I select a catering vendor, then the budget summary should update immediately to reflect the new total costs, including the selected vendor's fees.

As an event planner, I want to deselect a vendor for AV equipment so that I can track how removing this expense impacts my budget immediately.

Given I have previously selected an AV vendor, when I deselect this vendor, then the budget summary should reflect the updated total costs without the AV equipment fees.

As an event planner, I want to compare multiple vendor options side-by-side to understand their cost differences and how each fits within my budget.

Given I have selected at least two vendors for the same service, when I view the comparison interface, then I should see real-time calculations demonstrating how each vendor impacts the total budget based on my selections.

As an event planner, I want to receive a warning if my selected vendors exceed my budget limit, so I can make informed adjustments before finalizing choices.

Given my total budget is set at a specific limit, when I select vendors that push my total costs over this limit, then I should receive a clear warning indicating that I have exceeded my planned budget.

As an event planner, I want historical cost data for vendors being selected, so I can make informed decisions based on previous events and budgeting trends.

Given I am in the vendor selection process, when I look at a vendor's profile, then I should see historical cost data and trends that inform me about average expenses for the chosen service from past events.

As an event planner, I want to ensure that all vendor costs are aggregated correctly and displayed accurately in my budget report for easy reference.

Given I have selected multiple vendors, when I generate the budget report, then it should show a detailed breakdown of all vendor costs along with subtotal and total amounts clearly, ensuring accurate financial tracking.

As an event planner, I want to receive notifications when vendor prices change, so I can adjust my budget accordingly.

Given I am using the Budget Integration Tool, when a vendor I have selected updates their pricing, then I should receive a notification alerting me to the change and its impact on my current budget.

Budget Notification Alerts

User Story: As a user, I want to receive alerts when my budget is at risk due to vendor costs so that I can make adjustments before it's too late.
Description: This requirement outlines the need for automated alerts and notifications when budget thresholds are approached or exceeded. The Budget Integration Tool must include a configurable alert system that notifies users via email or in-app messages whenever their current vendor selections exceed the allocated budget parameters. This feature is critical for proactive management of event expenses, helping planners to adjust their selections promptly and avoid budget overruns.
Acceptance Criteria: User receives a notification when vendor selections exceed a defined budget threshold during the planning of an event.

Given a user has set budget thresholds for their event, when the total cost of selected vendors exceeds the threshold, then an email notification and an in-app alert should be sent to the user immediately.

User configures budget alert settings through the Budget Integration Tool.

Given the user is in the Budget Integration Tool settings, when they configure their budget alert preferences, then the settings should be saved and applicable alerts should activate based on the defined thresholds.

User checks the budget status after adding new vendors to the event.

Given a user has added new vendor selections to their event, when they check the budget overview, then the total expense should reflect the newly added vendors and alert notifications should indicate if the budget threshold is exceeded.

User updates budget thresholds and verifies alert notifications functionality.

Given a user updates their budget thresholds in the Budget Integration Tool, when the total vendor costs exceed the new threshold, then the user should receive updated notifications via email and in-app messaging.

System logs the details of each budget threshold alert sent to users.

Given a budget threshold alert has been triggered, when the alert is generated, then the system should log the alert details, including the user ID, timestamp, and budget threshold exceeded, for future reference.

User receives a summary of all budget alerts after the event is completed.

Given an event has concluded, when the user accesses the event summary report, then it should include a section detailing all budget alerts that were sent during the planning process, including timestamps and actions taken.

User tests the notification system for different email providers to ensure compatibility.

Given a user has registered with various email providers, when the budget exceeds the threshold, then the notification should be successfully delivered to all configured email accounts regardless of the provider used.

Interactive Budget Visualization

User Story: As an event coordinator, I want to see an interactive graph of my budget utilization so that I can easily understand my spending and make informed adjustments.
Description: This requirement introduces an interactive visualization tool within the Budget Integration Tool that presents budget data graphically, enabling users to understand their financial position at a glance. It would include charts and graphs that update in real-time as vendor selections are made, showing current expenditures versus budgeted amounts. This visual aid enhances usability and helps users quickly identify areas where they may need to adjust their spending.
Acceptance Criteria: User initiates the Budget Integration Tool and accesses the Interactive Budget Visualization feature to view their current financial status for an upcoming event.

Given the user is in the Budget Integration Tool, when they select the Interactive Budget Visualization option, then the budget overview should display as a series of dynamic graphs representing actual versus budgeted amounts.

A user selects a vendor from the vendors list which impacts the overall event budget while viewing the Interactive Budget Visualization.

Given the user selects a vendor, when this selection is confirmed, then the Interactive Budget Visualization should update in real-time to reflect the new total expenditures and budget status.

The user modifies an item in their budget, and wants to see how this change affects their overall financial picture through the Interactive Budget Visualization.

Given the user modifies a budget line item, when the change is saved, then the Interactive Budget Visualization should immediately reflect the updated budget data, including new graphs and charts.

User decides to compare past event budgets with the current event budget through the Interactive Budget Visualization feature to analyze trends.

Given the user selects a past event's budget for comparison, when the comparison option is activated, then the Interactive Budget Visualization should display a side-by-side graphical representation of both budgets for easy comparison.

While using the Interactive Budget Visualization tool, a user encounters an error that prevents budget charts from displaying correctly.

Given the user is using the Interactive Budget Visualization tool, when an error occurs while fetching data, then an error message should be displayed with instructions to refresh or contact support.

A user wants to ensure that all elements of their event budget are represented accurately in the visualization tool after making multiple vendor selections over a session.

Given multiple vendors have been selected or deselected, when the user reviews the Interactive Budget Visualization, then all selected vendors should accurately reflect in the budget breakdown charts displayed.

Vendor Selection Comparisons

User Story: As a planner, I want to compare costs and services of different vendors so that I can choose the best options within my budget.
Description: This requirement entails building a comparison feature that allows users to evaluate multiple vendors side-by-side against their costs and value propositions. This tool should enable event planners to filter and sort vendors based on various criteria such as price, reviews, and service offerings, emphasizing how each option fits into the overall budget. This functionality fosters better decision-making by providing planners with a clearer picture of their options.
Acceptance Criteria: User successfully compares multiple vendors based on cost and reviews to make an informed decision for an upcoming event.

Given the user is on the vendor comparison page, when they select multiple vendors, then they should see a side-by-side comparison showing costs, reviews, and service offerings of each selected vendor.

User applies filters to narrow down vendor options based on specific criteria.

Given the user is on the vendor comparison page, when they apply filters such as price range, review score, and service type, then the displayed vendor list should update to reflect only the vendors that meet the selected criteria.

User successfully sorts vendors by price and is able to view the impact on the overall budget.

Given the user is on the vendor comparison page, when they choose to sort vendors by price, then the vendors should be listed from lowest to highest price, and the total estimated cost should update accordingly.

User saves a preferred vendor comparison for later reference.

Given the user has selected multiple vendors for comparison, when they click the 'Save Comparison' button, then the selected vendors and their comparison data should be saved in the user's account for future reference.

User receives an alert when selected vendors exceed budget constraints.

Given the user has set a budget for their event, when they select vendors that collectively exceed this budget, then an alert message should inform the user of the budget overage and suggest adjustments.

User updates vendor information after receiving feedback or quotes.

Given the user is on the vendor comparison page, when they update the vendor's cost or service details, then the vendor's information should be updated in real-time, reflecting changes in the comparison view.

User can access help documentation while using the vendor comparison tool.

Given the user is on the vendor comparison page, when they click on the help icon, then a help documentation pop-up should display relevant information about using the comparison tool effectively.

Budget Allocation Templates

User Story: As an event planner, I want to use customizable budget templates so that I can streamline my planning process for different types of events.
Description: This requirement focuses on implementing customizable budget templates that allow planners to predefine categories and allocations for various event components. Users should be able to create, modify, and save templates for different types of events, streamlining future planning processes. By having predefined allocation categories, users can ensure their budgeting is organized and aligned with their expectations for different projects.
Acceptance Criteria: User creates a new budget allocation template for a corporate seminar event.

Given the user is on the Budget Allocation Templates page, when they select 'Create New Template', then they should be able to input and save categories and allocations specific to the corporate seminar event, which can be retrieved later.

User modifies an existing budget allocation template for a wedding event.

Given the user is viewing a pre-existing wedding budget template, when they change the allocation amounts and save the template, then the updated template should reflect the new values without errors.

User saves multiple budget templates for different types of events.

Given the user has created several budget templates, when they choose to view all saved templates, then the system should display a list of all saved templates without duplications or omissions.

User attempts to delete a budget allocation template that is no longer needed.

Given the user selects a budget template and clicks 'Delete', when they confirm the deletion, then the template should be removed from the saved templates list effectively and displayed no longer.

User attempts to load a previously saved budget allocation template for an annual conference.

Given the user is on the Budget Allocation Templates page, when they select the 'Load Template' option for the annual conference, then the system should pre-fill the budget fields with the saved allocations without discrepancies.

User defines budget category labels while creating a new template.

Given the user is filling out the new template form, when they enter custom labels for budget categories, then those labels should be saved correctly and displayed in the overview of the budget allocation template.

Historical Spending Analysis Feature

User Story: As an event organizer, I want to analyze my past spending patterns to know where I can save costs in future events so that I can budget more effectively.
Description: This requirement includes a feature that analyzes historical spending data from previous events to help users better understand trends and make more informed budgeting decisions for upcoming events. By integrating this analysis tool, event planners can compare past vendor costs, categories of spending, and overall budgeting effectiveness, leading to improved financial planning and realistic budget formulations for future events.
Acceptance Criteria: User accesses the Historical Spending Analysis Feature via the Budget Integration Tool after completing an event setup.

Given that the user has successfully set up an event with vendor costs, when they navigate to the Historical Spending Analysis Feature, then they should be able to view a comprehensive report of historical spending data categorized by vendor and cost category.

User applies filters to analyze specific vendors or cost categories based on historical spending.

Given that the user is on the Historical Spending Analysis report, when they select specific filters for vendors or cost categories, then the displayed data should update accordingly to reflect only the chosen parameters.

User generates a comparison report of past events' spending to current event budgeting.

Given that the user is reviewing the historical spending data, when they opt to generate a comparison report, then the system should create a report that highlights differences in spending between past events and the current budget.

User accesses historical data to view trends over multiple events.

Given that the user opens the Historical Spending Analysis Feature, when they view the trends section, then they should see a visual representation (e.g., graph or chart) indicating spending trends over a specified number of past events.

The user utilizes insights from historical spending for budget formulation of a new event.

Given that the historical spending data is available, when the user inputs budget estimates for a new event, then the system should suggest adjustments based on historical spending trends and anomalies.

User shares historical spending analysis insights with their team during an event planning meeting.

Given that the user is on the Historical Spending Analysis Feature, when they click the share button, then a shareable report link should be generated that can be sent to their team members for collaborative discussion.

User receives alerts when potential budget overruns are detected based on historical data.

Given that the historical spending analysis is linked to the current budget, when the user examines the budget overview, then they should receive notifications or alerts if any proposed vendor costs exceed historical spending averages.

Customizable Vendor Lists

Enable planners to create and save personalized lists of preferred vendors based on services, pricing, and past performance. This feature helps streamline the vendor selection process for different types of events and ensures that planners can quickly access trusted resources.

Requirements

Customizable Vendor Lists

User Story: As an event planner, I want to create and save customized lists of my preferred vendors, so that I can quickly access trusted resources for different types of events without having to search every time I plan an event.
Description: This requirement enables users to create, save, and manage personalized lists of preferred vendors based on criteria such as services offered, pricing, and past performance. The functionality allows planners to categorize vendors by event type (e.g., weddings, corporate events, parties) and filter their selections according to specific needs, ensuring easy access to trusted resources. This not only streamlines the vendor selection process but also enhances collaboration among team members by allowing them to share lists, add notes, and update vendor status in real-time. By incorporating this feature, EventCraft boosts efficiency in the planning process, reduces time spent searching for vendors, and leverages past experiences to guide future selections.
Acceptance Criteria: User creates a custom vendor list for a wedding event and categorizes vendors into different service types.

Given the user has access to the vendor list feature, when they select vendors and assign them to the 'Wedding' category, then the system should save the list and categorize the vendors as 'Catering', 'Photography', and 'Florists'.

Planner shares their vendor list with a team member for collaboration.

Given the user has a saved vendor list, when they use the sharing option to send it to a team member, then the recipient should receive an email notification with access to the shared list within 5 minutes.

User filters the vendor list by pricing to find affordable options for a corporate event.

Given the user has a vendor list, when they apply a filter for vendors with pricing below $1,000, then the system should display only the vendors meeting this criterion.

Team member adds notes and updates the status of a vendor in the shared list.

Given the user is viewing a shared vendor list, when they add a note and change a vendor's status to 'Contacted', then the changes should be visible to all users within 2 seconds.

User searches the vendor list using a keyword related to vendor services.

Given the user is on the vendor list page, when they enter 'Catering' in the search bar, then the system should return all vendors associated with catering services within 3 seconds.

User deletes a vendor from their custom vendor list.

Given the user has a vendor in their list, when they select the delete option, then the vendor should be removed from the list, and the system should confirm the action with a success message.

Vendor Performance Ratings

User Story: As a user, I want to be able to rate and review vendors after my events, so that I can contribute to a valuable resource for myself and others during future planning activities.
Description: This requirement involves implementing a performance rating system for vendors, allowing users to rate and review their experiences based on several key metrics such as reliability, quality of service, and responsiveness. The ratings will contribute to an overall score for each vendor, which can be viewed alongside vendor details in the customizable lists. This feature also enables planners to make informed decisions when selecting vendors for their events and helps maintain high standards within the ecosystem by encouraging vendors to improve their services. Additionally, aggregating feedback and displaying trends in vendor performance can aid in continuous improvement for both planners and vendors.
Acceptance Criteria: User rates a vendor based on a recent event experience.

Given a user has completed an event with a vendor, when they access the vendor's profile, then they should see a rating interface to rate the vendor on a scale of 1 to 5 and provide written feedback.

Vendor performance ratings are aggregated and displayed in the vendor lists.

Given multiple users have rated a vendor, when the vendor's profile is viewed, then the average rating and total number of ratings should be prominently displayed.

User searches for vendors based on ratings and performance metrics.

Given a user utilizes the search function for vendor lists, when they apply a filter for a minimum rating of 4 stars, then only vendors meeting this criterion should be displayed in the search results.

User reviews vendor performance history for informed decision-making.

Given a user views a vendor's profile, when they select the performance history tab, then they should see past ratings and feedback from other users in chronological order.

System prompts user to rate a vendor after event completion.

Given an event has concluded, when the user logs into the platform, then they should receive a notification prompting them to rate the vendors used during the event.

Vendor Comparison Tool

User Story: As an event planner, I want to compare multiple vendors side by side, so that I can make informed decisions and select the best vendor for my event based on my unique requirements.
Description: This requirement introduces a comparison tool allowing users to evaluate vendors side by side on key attributes like pricing, availability, services, and user ratings. Users will be able to select multiple vendors from their customizable lists and compare their offerings in a structured format. This visual aid will help event planners make quicker and more informed decisions while ensuring they choose the best fit for their specific needs. The comparison tool integrates smoothly with the existing vendor lists and ratings, facilitating a comprehensive evaluation process. By simplifying the vendor selection process, this feature aims to enhance the overall user experience within EventCraft.
Acceptance Criteria: User wants to compare multiple vendors side by side to determine the best option for an upcoming corporate event.

Given that the user has selected two or more vendors from their customizable list, When the user accesses the comparison tool, Then each vendor's key attributes such as pricing, availability, services, and ratings should be displayed side by side in a structured format.

User needs to filter vendors based on specific criteria to narrow down their selection before comparison.

Given that the user is on the vendor list page, When the user applies filters for service type, pricing range, and availability, Then only the vendors that meet the specified criteria should be displayed in the list.

User requires the ability to save a comparison view for future reference and decision-making.

Given that the user has created a comparison view, When the user clicks on the 'Save Comparison' button, Then a confirmation message should appear, and the comparison should be saved to the user's profile for easy access later.

User wants to view detailed ratings and reviews for each vendor in the comparison tool to help make an informed decision.

Given that the user is viewing the vendor comparison, When the user hovers over a vendor's rating star, Then a pop-up should display detailed reviews and comments from past users about that vendor's performance.

User wishes to access the comparison tool from their mobile device while at an event.

Given that the user is accessing EventCraft from a mobile device, When they navigate to the comparison tool, Then the layout should adjust to be mobile-responsive, ensuring all key features are accessible and usable on a smaller screen.

Automated Vendor Recommendations

User Story: As an event planner, I want to receive automated vendor recommendations, so that I can save time and discover new vendors while planning my events.
Description: This requirement entails creating an algorithm that provides users with automated vendor recommendations based on their preferences, past selections, and the specific needs of events they are planning. The system would analyze users' customizable lists, previous ratings, and the type of event to suggest the most suitable vendors automatically. This feature aims to save time for planners by reducing the need for manual searching and empowers them to discover new vendors they might not have considered otherwise, enhancing their selection process.
Acceptance Criteria: User is planning a corporate event and accesses the Automated Vendor Recommendations feature to find suitable catering services.

Given the user has a list of preferred catering vendors and has rated some in the past, when they specify the type of corporate event they are planning, then the system should suggest at least 3 vendors that match their preferences and event type.

A planner wants to evaluate how well the Automated Vendor Recommendations work by comparing suggested vendors with their customizable lists.

Given the planner has previously saved a list of preferred vendors, when they view the recommendations generated for an upcoming event, then at least 50% of the recommended vendors should be present in the user's customizable vendor list or have a higher rating than non-listed vendors.

A user is organizing a wedding and uses the Automated Vendor Recommendations to discover new florists.

Given the user has not previously selected any florist, when they input the details of their wedding date and budget, then the system should provide at least 5 vendor recommendations that meet the specified criteria and are available on the chosen date.

The user integrates feedback from their previous events to refine the recommendations provided by the system.

Given the user has provided ratings for various vendors after past events, when they run the Automated Vendor Recommendations, then the suggestions should prioritize highly-rated vendors in the user's past ratings over those with lower ratings.

Users wish to modify their preferences to see if the recommendations change accordingly.

Given the user has set specific vendor criteria (e.g., pricing range, service type), when they update these criteria, then the system should refresh and display a new set of vendor recommendations that accurately reflect the modified preferences.

A user seeks to validate the relevance of the algorithm after it has been implemented and tested.

Given a random sample of user events planned using the Automated Vendor Recommendations, when feedback is collected post-event, then at least 80% of users should confirm that the recommended vendors met their expectations in terms of service and reliability.

Vendor Communication Portal

User Story: As an event planner, I want to communicate directly with my selected vendors through the platform, so that I can keep all my discussions organized and streamline my planning workflow.
Description: This requirement focuses on integrating a communication portal within EventCraft that allows planners to contact their selected vendors directly from the vendor lists. Users can initiate chats, send emails, or even schedule calls, all within the platform, thus maintaining a fluid workflow. This eliminates the hassle of jumping between different communication tools and enhances collaboration between planners and vendors. The portal will keep logs of interactions, enabling users to track discussions and decisions regarding vendor services, which contributes to better management and documentation of the planning process.
Acceptance Criteria: Planners can access the Vendor Communication Portal directly from their customizable vendor lists while scheduling an event.

Given I am on the vendor list page, when I select a vendor and click on 'Contact Vendor', then I should see options to initiate chat, send email, or schedule a call.

Planners can initiate a chat with a selected vendor through the Vendor Communication Portal.

Given I click on 'Chat' for a specific vendor, when the chat window opens, then I should be able to send and receive messages in real-time.

Emails can be sent directly to vendors from the Vendor Communication Portal without leaving the platform.

Given I choose 'Email Vendor' from the communication options, when I compose and send the email, then the email should be sent successfully and logged in the interaction history.

Planners can schedule a call with a vendor through the Vendor Communication Portal.

Given I select 'Schedule Call' for a vendor, when I choose a date and time and confirm, then the scheduled call should appear in my calendar and be logged in the interaction history.

All interactions with vendors are logged and accessible from the Vendor Communication Portal.

Given I have interacted with a vendor, when I go to the interaction log section, then I should see a complete history of chats, emails, and scheduled calls for that vendor.

The Vendor Communication Portal maintains a user-friendly interface for effective communication with vendors.

Given I use the Vendor Communication Portal, when I navigate between communication options, then the interface should remain intuitive and responsive, ensuring ease of use.

Planners receive notifications for any responses from vendors through the communication portal.

Given I receive a message or response from a vendor, when I check my notifications, then I should see an alert indicating 'New message from [Vendor Name]'.

AI-Driven Insights

Leverages advanced algorithms to analyze historical spending patterns, providing planners with actionable insights that guide them in allocating budgets efficiently. This feature empowers users to make data-driven decisions, helping them to optimize their expenditures for better event outcomes.

Requirements

Budget Analysis Dashboard

User Story: As an event planner, I want a Budget Analysis Dashboard so that I can easily see where my money is going and identify areas to optimize my spending.
Description: The Budget Analysis Dashboard provides users with a comprehensive overview of their event budgets through visual analytics. It aggregates historical spending data, highlights key expenditure areas, and suggests potential savings based on previous events' financial patterns. This tool will enable planners to quickly identify discrepancies, prioritize spending, and allocate their resources more effectively, improving overall budget management and ensuring optimal use of funds for future events.
Acceptance Criteria: User accesses the Budget Analysis Dashboard to view an overview of their event budget before finalizing the planning process.

Given the user is on the Budget Analysis Dashboard, when they click on the 'View Budget Overview' button, then a visual representation of the overall budget with key expenditure areas must display within 3 seconds.

User reviews historical spending data displayed on the Budget Analysis Dashboard to identify patterns and discrepancies.

Given that the historical spending data is available, when the user interacts with the historical data chart, then the chart must update to show spending patterns over the last three events within 2 seconds.

User requests budget optimization suggestions based on previous events' financial patterns through the Budget Analysis Dashboard.

Given the user clicks on the 'Optimize Budget' button, when the system processes the request, then actionable suggestions for potential savings must be displayed within 5 seconds.

User wants to prioritize spending areas based on data presented in the Budget Analysis Dashboard.

Given the user selects a specific spending category, when they click on 'Prioritize', then the system must highlight the selected area and provide recommendations for allocation within 3 seconds.

User identifies discrepancies between planned budget and actual spend via the Budget Analysis Dashboard.

Given the user accesses the 'Discrepancy Report' section, when discrepancies are identified, then the dashboard must display them along with suggested corrective actions in real-time.

User exports the budget analysis report from the Budget Analysis Dashboard to share with the team.

Given the user clicks the 'Export Report' button, when the export process is initiated, then a downloadable report in PDF format should be generated within 10 seconds.

Spending Forecast Tool

User Story: As an event organizer, I want a Spending Forecast Tool so that I can anticipate my event costs and plan my budget more effectively.
Description: The Spending Forecast Tool leverages predictive analytics to estimate future event costs based on past spending behavior and current market trends. Users can input various parameters, such as the type of event, duration, and location, to receive tailored forecasts that help in financial planning. This feature aims to enhance decision-making by providing actionable budgetary insights, enabling planners to anticipate costs and make informed spending decisions ahead of time.
Acceptance Criteria: User inputs event type, duration, and location for a corporate conference and requests a spending forecast.

Given the user has entered the event type as 'corporate conference', the duration as '3 days', and the location as 'New York', when the user requests the spending forecast, then the system should display a predicted cost range of $10,000 to $15,000 based on historical data and market analysis.

User wants to compare forecasts for different event types based on identical parameters.

Given the user has selected the same duration and location parameters but has changed the event type to 'wedding', when the user requests the spending forecast, then the system should show a distinct predicted cost range for the 'wedding' event type compared to the 'corporate conference'.

User needs to receive alerts for budget overruns based on forecasted spending.

Given the user has set a budget limit of $12,000 for an upcoming event and has requested a spending forecast, when the forecast predicts costs exceeding $12,000, then the system should trigger an alert notification indicating the potential budget overrun.

User wants to adjust input parameters and see updated spending forecasts in real-time.

Given the user has input initial parameters for an event forecast, when the user changes the event type or duration, then the system should update the spending forecast within 5 seconds to reflect the new parameters without requiring a page refresh.

User is interested in trends for spending across different event types over multiple years.

Given the user selects an option to view spending trends, when the user chooses the 'last 3 years' filter for analysis, then the system should present a graphical representation of spending trends for different event types during that period.

User requests insights on how to allocate budgets based on forecasted spending.

Given the user has received a forecast indicating a predicted cost of $13,000, when the user clicks on the 'Budget Allocation Tips' button, then the system should provide at least 3 actionable insights or recommendations for allocating their budget effectively.

User wants to generate a report of the spending forecast to share with stakeholders.

Given the user has viewed a spending forecast, when the user clicks on the 'Generate Report' button, then the system should produce a PDF report summarizing the forecast details, which can be downloaded or emailed.

Vendor Cost Comparison

User Story: As a corporate event manager, I want to use a Vendor Cost Comparison tool so that I can choose the best-value vendors for my events based on historical data and cost analysis.
Description: The Vendor Cost Comparison feature allows users to compare quotes and past performance metrics from different vendors side-by-side. This requirement will enable planners to make informed choices when selecting vendors, maximizing value and ensuring budget adherence. This tool aims to streamline the vendor selection process by highlighting cost differences and performance reviews while integrating seamlessly with the existing vendor management systems in EventCraft.
Acceptance Criteria: Vendor cost comparison of a catering service for a corporate event

Given I have received multiple quotes from catering vendors, when I access the Vendor Cost Comparison feature, then I should be able to see a side-by-side comparison of pricing and performance metrics that allows me to select the best vendor based on cost efficiency and past ratings.

Evaluating audiovisual service providers for an upcoming conference

Given I have a list of audiovisual service providers, when I input the quotes into the Vendor Cost Comparison tool, then I should be able to generate a report that highlights the total cost and key performance indicators for each provider, ensuring a clear view of my options.

Assessing furniture rental options for an outdoor event

Given I have collected quotes from different furniture rental companies, when I compare their quotes within the Vendor Cost Comparison tool, then I should be able to identify the lowest price while factoring in additional services included in the quotes, such as delivery and setup.

Choosing between multiple marketing agencies for event promotion

Given I have gathered proposals from various marketing agencies, when I use the Vendor Cost Comparison feature, then I should be able to see each agency's historical performance metrics alongside their proposed costs to aid in decision-making.

Selecting a venue for a product launch event

Given that I have received several venue quotes, when I utilize the Vendor Cost Comparison tool, then I should be able to view a summary that aggregates cost per guest along with any additional fees, allowing for a holistic view of price versus value.

Comparing transportation services for event attendees

Given I have collected pricing and service information from several transportation providers, when I access the Vendor Cost Comparison feature, then I should be able to analyze service offerings versus costs and see feedback from past clients regarding service quality.

Historical Data Insights

User Story: As an event professional, I want to access Historical Data Insights so that I can learn from past events and improve my future planning strategies.
Description: The Historical Data Insights functionality provides users with access to past event performance data, including budget adherence, attendee satisfaction, and vendor reliability. This feature offers planners a clear understanding of what strategies worked well and what didn’t, allowing them to refine their planning processes. By leveraging these insights, users can enhance their event management practices, ultimately leading to more successful events in the future.
Acceptance Criteria: User accesses the Historical Data Insights feature to review budget adherence for past events.

Given the user has logged in to the EventCraft platform, when they navigate to the Historical Data Insights section, then they should see a detailed report of past events displaying budget adherence metrics for each event attended.

User analyzes attendee satisfaction data for previous events using the Historical Data Insights feature.

Given the user selects an event from the Historical Data Insights feature, when they view the event details, then the attendee satisfaction survey results should be presented in a clear and understandable format, including overall satisfaction scores and feedback summary.

User evaluates vendor reliability by accessing historical performance data within the Historical Data Insights.

Given the user is in the Historical Data Insights section, when they filter the data by vendor, then they should see a list of all vendors used in past events with ratings and reviews displayed for each vendor based on overall performance metrics.

User utilizes insights from historical data to create a new event budget based on past expenditures.

Given the user is setting up a new event budget, when they refer to the historical spending patterns provided in the Historical Data Insights, then they should be able to generate a suggested budget allocation for various categories accurately reflecting past spending performance.

User exports historical data insights for external presentation or reporting.

Given the user is viewing historical data insights, when they select the export option, then they should successfully download the insights in a predefined format (CSV or PDF) without any data loss or format issues.

User receives AI-driven recommendations based on historical performance when planning a new event.

Given the user is using the Historical Data Insights feature, when they initiate a new event planning process, then they should receive AI-generated recommendations based on historical event metrics to optimize their planning decisions.

User shares insights from the Historical Data Insights feature with team members.

Given the user has accessed the Historical Data Insights feature, when they select the share option, then the selected insights should be shared via email or internal messaging with the intended team members successfully.

AI-Driven Recommendations Engine

User Story: As a busy event planner, I want an AI-Driven Recommendations Engine so that I can receive personalized suggestions that simplify my decision-making process.
Description: The AI-Driven Recommendations Engine employs machine learning algorithms to analyze user behaviors and preferences, offering tailored suggestions for budget allocation, vendor selection, and event design. This feature aids planners by providing data-driven recommendations that can improve event success rates. By continuously learning from user inputs and event outcomes, the system evolves its suggestions, ensuring planners are equipped with the most relevant strategies for each unique event.
Acceptance Criteria: User is planning an event and accesses the AI-Driven Recommendations Engine to receive personalized suggestions for budgeting and vendor selection based on previous events.

Given that the user has previously entered event data, when they open the recommendations engine, then they should receive at least three tailored suggestions for budget allocation and vendor selection.

A user receives notifications for recommended vendors based on their historical preferences and event requirements.

Given that the user has a saved event type and preferences, when the AI analyzes the data, then the user should receive notifications for at least two vendor options that match their criteria before the event date.

Planners want to see an improvement in their event outcomes following the implementation of the recommendations engine.

Given that the user has utilized the recommendations engine for at least three events, when they review the event success metrics, then they should see at least a 20% improvement in attendee satisfaction scores compared to previous events without recommendations.

A corporate team is in charge of planning multiple events simultaneously and needs efficient budget allocation suggestions.

Given that the corporate team is managing multiple events, when they input their budget requirements into the recommendations engine, then the engine should generate a comprehensive budget allocation plan for each event within 2 minutes.

A user active in the platform wants to revisit past recommendations to analyze their effectiveness.

Given that the user has used the recommendations engine before, when they navigate to the history section, then they should be able to view a list of past recommendations along with the event outcomes associated with each recommendation.

Users are receiving feedback on the accuracy and relevance of the recommendations provided by the engine after their events.

Given that an event has concluded, when users provide feedback on the utilized recommendations, then their ratings and comments should be recorded and the engine should refine its algorithm based on this data.

A new user is onboarding and wants to understand how to utilize the AI-Driven Recommendations Engine effectively.

Given that the user is in the onboarding phase, when they access the training module for the recommendations engine, then they should see a step-by-step guide with at least three example scenarios demonstrating the engine's functionality.

Real-Time Budget Adjustments

Allows users to dynamically adjust their budgets based on ongoing real-time data during event planning. This feature helps planners quickly respond to unexpected changes in costs or vendor pricing, ensuring they remain within their budget constraints throughout the planning process.

Requirements

Dynamic Budget Update

User Story: As an event planner, I want to dynamically adjust my budget as costs change so that I can ensure I remain within budget while accommodating any unexpected expenses during the planning process.
Description: This requirement allows users to dynamically update their event budgets in real-time as costs fluctuate during the planning process. It incorporates a visual dashboard that provides instant feedback on budget changes, ensuring users have a clear view of their remaining budget against ongoing expenses. This feature integrates seamlessly with the vendor pricing module and the cost tracking functionalities within EventCraft, enabling planners to respond effectively to any financial changes that arise. By offering a comprehensive overview of budget adjustments, this requirement enhances decision-making and helps users maintain control over their event expenses, ultimately facilitating a more efficient planning process.
Acceptance Criteria: User adjusts the budget for an event after receiving a notification of a price increase from a vendor.

Given the user is on the budget adjustment page, when they receive a notification of a price increase, then they can increase the budget in real-time and see the updated budget within the dashboard.

User wants to reduce the budget after finding a cheaper vendor for a specific service.

Given the user is viewing their current budget and vendor list, when they select a cheaper vendor and adjust the budget, then the total budget should reflect the decrease immediately on the dashboard.

User accesses the budget adjustment feature during an ongoing event planning session.

Given the user is logged into EventCraft and is actively planning an event, when they navigate to the budget adjustment tool, then they must see a real-time report of all expenses incurred and the remaining budget available.

User receives a report reflecting budget changes over the course of the planning process.

Given the user has made several adjustments to their budget, when they view the history of budget changes, then it should show a detailed list of all adjustments made along with timestamps and reasons.

User encounters a budget alert due to overspending relative to their initial budget.

Given the user has exceeded their initial budget, when they receive an alert notification, then they can access the dashboard to see where the overspending occurred and modify the budget accordingly.

Multiple users collaborate on budget adjustments for a single event within the platform.

Given multiple users are accessing the event's budget at the same time, when one user makes an adjustment, then all users should see the updated budget in real-time without delays or errors.

User exports the current budget report to share with stakeholders.

Given the user is satisfied with the current budget adjustments, when they choose to export the budget report, then it should generate a downloadable PDF that accurately reflects the latest budget status and adjustments.

Automated Alerts for Budget Changes

User Story: As an event planner, I want to receive automated alerts when my budget changes significantly, so that I can take immediate action to address any potential overspending issues.
Description: The automated alerts feature will notify users in real-time if there are significant changes to their budget or if they approach their budget limits. This requirement ensures that planners receive timely notifications via email or within the application, allowing them to make informed decisions quickly. The alert system will be customizable, enabling users to set their own thresholds for notifications, such as percentage limits or specific financial markers. This integration fosters proactive management of event budgets and helps prevent overspending by keeping planners informed throughout the planning lifecycle.
Acceptance Criteria: User receives an automated alert when their budget exceeds the specified limit during the event planning process.

Given a user has set a maximum budget limit, when the expenses reach 95% of the limit, then the user is notified via email and within the app.

User customizes their alert thresholds for budget notifications within the application settings.

Given a user accesses the alert settings, when they adjust the threshold to alert them at 90% of their budget, then the system saves this setting and reflects it in the notifications.

User receives real-time alerts for vendor pricing changes that impact their budget.

Given a vendor updates their pricing, when the change results in a budget impact of more than 10%, then the user receives a notification immediately.

User tests the automated alert feature by changing their budget and observing notifications.

Given the user is in the budget adjustment screen, when they increase their budget by 20%, then no alerts should be triggered until the new budget is exceeded or approached.

User looks to review the history of budget alerts received during the event planning.

Given a user navigates to the budget alerts history page, when they request to view previous notifications, then the system displays all alerts sent within the defined time frame.

User checks the responsiveness of the alert system during high-stress planning periods, such as last-minute changes.

Given a sudden cost increase during the planning event, when the increase is detected, then the alert is triggered within 5 minutes of the change.

User ensures that alerts are sent correctly across different communication channels (email and in-app).

Given the user has provided both an email address and app notification settings, when a budgeting threshold is crossed, then an alert is sent to both channels simultaneously.

Budget Collaboration Tools

User Story: As a team member in an event planning group, I want to collaborate on the budget adjustments with other members in real-time, so that we can ensure our planning efforts are aligned and transparent.
Description: This requirement centers on facilitating collaboration among team members regarding budget adjustments. The feature will allow users to share budget views and make collaborative edits in real-time, ensuring everyone involved in the planning process is aligned on financial decisions. Integrated chat functionality will enable rapid communication about specific budget items, providing transparency and fostering teamwork. This capability is crucial for event teams working remotely or across multiple locations, ensuring that all stakeholders have clarity on budget changes, contributing to more cohesive planning outcomes.
Acceptance Criteria: Collaborative Team Budget Review & Adjustments

Given a team of users accessing the budget collaboration tool, when a user adjusts an item in the budget, then all team members should see the updated budget in real time without any refresh required.

Integrated Chat for Budget Discussions

Given a user is viewing the budget breakdown, when the user initiates a chat regarding a specific budget item, then all team members should receive the chat notification instantly, allowing for real-time discussion.

User Permissions for Budget Edits

Given a budget collaboration session is active, when a team member attempts to edit the budget, then the system should verify the user's permissions and allow or deny the edit based on their defined role within the platform.

Real-Time Notifications for Budget Changes

Given multiple users are collaborating on the budget, when one user makes a change, then all users should receive a notification within five seconds indicating that the budget has been updated and specifying which item was changed.

Version Control for Budget Adjustments

Given the budget collaboration tool, when a user makes an adjustment to the budget, then the system should automatically save a version history, allowing users to revert back to any previous budget state within the last five changes.

Cross-Device Functionality for Budget Collaboration

Given that users can access EventCraft from different devices, when a user makes an adjustment to the budget on one device, then all users should see the changes reflected on all connected devices with no delays.

Historical Budget Data Analysis

User Story: As an event planner, I want to analyze historical budget data from past events, so that I can improve my budgeting and decision-making for future events.
Description: This requirement seeks to provide users with access to historical budget data to inform future planning decisions. The feature will analyze past events' budget performances, highlighting trends, common budget overruns, and successful management strategies. By integrating AI-driven analytics, users will receive tailored recommendations based on previous data, assisting them in making better financial decisions for upcoming events. This historical insight not only empowers planners to create more accurate budgets but also enhances overall strategic planning capabilities within the EventCraft platform.
Acceptance Criteria: User reviews historical budget data while planning a new corporate event to set the budget based on past event performance.

Given the user is in the budget planning section, when they open the historical data analysis report, then they should see a comprehensive overview of previous event budgets including amounts spent, budget overruns, and successful management strategies.

User analyzes common trends in historical budget data to identify areas for cost savings.

Given the user accesses the analytics dashboard, when they filter the historical data by categories such as venue, catering, and entertainment, then the dashboard should display cost trends and identify categories with common overruns.

User receives AI-driven recommendations based on their historical budget data when planning a new event.

Given the user has completed the historical budget data analysis, when they initiate planning for a new event, then the system should provide personalized recommendations for budget allocations that factor in past performances.

User evaluates the success of previously planned events to justify budget allocation for a current project.

Given the user has access to the historical budget data, when they review the 'successful events' reports, then they must see a clear connection between past budget allocations and successful event outcomes which aids in their current planning.

User adjusts the proposed budget based on insights derived from historical budget data analysis during a planning meeting.

Given a planning meeting is ongoing and the user has accessed the historical data analysis, when they present adjustments to the budget based on data insights, then the adjustments should reflect in the current budget proposal automatically and be visible to all meeting participants.

User attempts to compare their current event budget to the average budget of past events.

Given the user is in the budget planning phase, when they select the option to compare their current budget to historical averages, then the system should provide a side-by-side comparison highlighting differences and deviations from past averages.

Vendor Cost Integration Tool

User Story: As an event planner, I want to see live updates of vendor costs connected to my budget, so that I can make informed financial decisions when selecting vendors for my event.
Description: The vendor cost integration tool will connect with vendors' pricing systems to provide real-time cost updates within the budgeting feature. This requirement facilitates automatic updates of vendor quotes in relation to the event budget, ensuring that planners have the most up-to-date information when making financial decisions. It streamlines the vendor selection process by allowing planners to compare costs within the context of their budgets, ultimately leading to more informed pricing decisions and better cost management for events.
Acceptance Criteria: As an event planner, I want to view real-time updates of vendor pricing within the budgeting feature during the planning process so that I can make informed decisions based on the most current costs.

Given that I have integrated the vendor systems successfully, when vendor pricing changes, then the updated costs should reflect in the budgeting tool without manual refresh or input.

As an event planner, I want to see notifications for any vendor price changes made after I have received a quote so that I can adjust my budget accordingly before finalizing my decisions.

Given that a vendor has provided a quote, when the vendor updates the pricing, then I should receive an immediate notification specifying the change and its impact on my current budget.

As a user, I want to be able to compare updated vendor costs against my budget dynamically, so that I can see in real-time whether the changes impact my overall budget.

Given that vendor costs have been updated in real-time, when I access the budgeting feature, then I should be able to view a comparison of previous quotes versus the new quotes reflected in my total budget calculations.

As an event planner, I need the integration tool to maintain historical pricing data from vendors for accountability, so I can track cost changes over time.

Given that the vendor cost integration tool is functioning, when I analyze historical data, then I should be able to retrieve past vendor prices and the dates they were updated for audit purposes.

As a responsible event planner, I want the ability to set alerts for price thresholds, so I can be notified when vendor costs exceed a predetermined budget limit.

Given that I have set a price threshold for a specific vendor, when their pricing increases beyond that threshold, then I should receive an automated alert indicating the specific cost increase and vendor name.

As an event planner, I require that the integration tool complies with data privacy regulations, ensuring that vendor pricing information is securely handled.

Given that I am utilizing the vendor cost integration tool, when any vendor pricing data is accessed or transmitted, then it must comply with current data privacy regulations (e.g., GDPR, CCPA).

Component Cost Breakdown

Provides a detailed analysis of potential costs associated with different aspects of the event, such as catering, AV equipment, and venue rental. This feature enables planners to identify which components require more funding and ensure that resources are allocated effectively to meet specific event needs.

Requirements

Real-Time Cost Analysis

User Story: As a event planner, I want to view real-time cost analysis for different event components so that I can make quick adjustments to my budget and ensure all expenses are accounted for before the event day.
Description: This requirement entails the implementation of a real-time cost analysis tool within the Component Cost Breakdown feature. It will allow event planners to input potential expenses and instantly see a breakdown of anticipated costs in different categories such as catering, AV equipment, and venue rental. The tool is designed to help planners track, analyze, and adjust their budgets dynamically based on changing event needs, ensuring that they make informed financial decisions and allocate resources effectively. By providing a snapshot of current expenditures against planned budgets, it aims to enhance financial oversight and improve the overall management of event budgets, ultimately leading to more successful events that meet financial constraints.
Acceptance Criteria: Event planner enters a budget for a corporate event using the real-time cost analysis tool, including various components such as catering, AV equipment, and venue rental.

Given the event planner inputs potential costs for each component, When the planner saves the budget, Then the system should display a complete breakdown of anticipated costs for each category and total budget available.

An event planner adjusts the estimated cost for catering after receiving updated quotes from vendors during the planning phase.

Given the planner changes the catering expense in the real-time cost analysis tool, When they click on the 'Update Budget' button, Then the tool should instantly re-calculate and display the new total cost and updated breakdown of expenses across all categories.

The event planning team reviews the cost analysis during a collaborative planning meeting to ensure they remain within budget.

Given the team accesses the cost breakdown in real-time during the meeting, When they discuss and make adjustments in the budget, Then all members should see those changes reflected immediately on their devices.

An event planner needs to generate a financial report based on the current budget allocations for various event components.

Given the event planner selects the option to generate a financial report, When they click on 'Generate Report', Then the system should produce a downloadable report summarizing current expenses, budget planning versus actual costs, and remaining budget for each category.

An event planner wants to compare the current budget against historical expense data from previous events.

Given the planner accesses the historical data comparison feature, When they select a past event for comparison, Then the system should display a side-by-side comparison of current budget allocations and past expenses for each component category.

The event planner sets alerts for specific expense thresholds within the cost analysis tool.

Given the planner defines threshold values for different expense categories, When expenses exceed those thresholds, Then the system should send notifications to the planner via email and in-app alerts.

An event planner is reviewing the current budget while trying to foresee potential overruns in expenses as the event date approaches.

Given the planner analyzes the current cost breakdown, When they apply potential scenarios in the cost analysis tool (e.g., increasing guest count or adding services), Then the tool should provide updated forecasts showing how these changes impact the overall budget.

Customizable Budget Templates

User Story: As a event planner, I want to customize my budget templates for different events so that I can better organize and manage my expenses according to each event's specific needs.
Description: This requirement involves the creation of customizable budget templates within the Component Cost Breakdown feature. Users will be able to create and modify templates that reflect the unique financial aspects of different types of events. These templates will include predefined categories for common expenses, such as catering, entertainment, and venue costs, while also allowing users to add their custom categories as needed. This flexibility will enable event planners to tailor their budgeting process to their specific event requirements, ultimately leading to improved clarity in financial planning and easier resource allocation.
Acceptance Criteria: User creates a new customizable budget template for an event and specifies various expense categories to reflect the unique aspects of the event.

Given the user is on the budget template creation page, when they input various predefined categories and add custom categories, then a new budget template should be successfully saved with all specified categories visible in the template overview.

User modifies an existing customizable budget template by adding, editing, or removing expense categories.

Given the user has previously created a budget template, when they access the edit mode and make changes to the categories, then those changes should be saved, and the updated categories should accurately reflect in the user's template list.

User views the details of a created customizable budget template including cost estimates for each category.

Given the user selects an existing budget template, when they navigate to the detail view, then all categories along with their respective cost estimates should be displayed accurately and clearly.

User shares a customizable budget template with team members for collaboration.

Given the user is on the budget template overview page, when they select a template and use the sharing feature, then the selected team members should receive access to the template and be able to view and comment on it.

User deletes a customizable budget template that is no longer needed.

Given the user is viewing their list of budget templates, when they select a template to delete and confirm the deletion, then that template should be removed from the list and should no longer be accessible.

User imports an existing budget template from another event into the customization tool.

Given the user has an existing budget template in a supported format, when they use the import feature, then the budget template should be successfully imported with all categories and amounts accurately reflected.

User creates a budget template and sets a safety margin percentage for discretionary spending.

Given the user is creating a new budget template, when they input a safety margin percentage for discretionary spending, then that percentage should be applied to the total estimated costs and displayed in the final budget summary.

Comprehensive Expense Reports

User Story: As a event planner, I want to generate comprehensive expense reports so that I can analyze my spending, learn from past events, and improve my budgeting strategies for future events.
Description: This requirement focuses on generating comprehensive expense reports that will allow planners to review all costs associated with their events, broken down by category and component. These reports will provide insights into where funds were allocated, helping planners evaluate the effectiveness of their budget management and allowing for adjustments in future events. The reports will feature visual aids such as graphs and charts to illustrate spending patterns, making it easier to analyze financial data and identify areas for potential savings or reallocation of resources.
Acceptance Criteria: Expense report generation for a corporate event.

Given a user has entered all event expenses into the EventCraft system, when the user selects the option to generate a comprehensive expense report, then the system produces a report that includes all expenses categorized by component with relevant graphs and charts.

Review of an expense report by a project manager.

Given a project manager has accessed the generated expense report for an event, when they review the report, then they should be able to see a clear breakdown of expenses by category, with visual aids highlighting spending patterns.

Analysis of total event costs for future budget planning.

Given a user has generated multiple expense reports from past events, when they analyze these reports, then they should be able to identify trends in spending and areas where cost-saving measures can be implemented in future events.

User feedback on expense report clarity and usefulness.

Given a user has used the expense report feature, when they provide feedback through a survey, then their feedback should indicate whether the reports met their needs in terms of clarity and insights for future budgeting.

Accessibility of expense report data for stakeholders.

Given a user generates an expense report, when they share it with relevant stakeholders, then the stakeholders must be able to view the report without issues, and all data should display correctly on different devices or formats.

Integration of visual aids in the expense report.

Given a user has generated an expense report, when they review the report, then the report must include at least one graph and one chart that visualize spending by category to enhance data comprehension.

Export functionality for expense reports.

Given a generated expense report, when the user selects the export option, then the report should be available for download in at least three formats (PDF, Excel, CSV) without loss of data integrity.

Vendor Cost Integration

User Story: As a event planner, I want to integrate vendor costs into my budget so that I can compare different vendor options and make informed decisions while staying within my budget limits.
Description: This requirement involves the integration of vendor costs into the Component Cost Breakdown feature. It will allow users to input and track costs associated with various vendors for different services, such as catering or decoration. This data will be easily accessible and will help in comparing vendor quotes, ensuring planners select the most suitable options while keeping their budget in check. By providing a centralized location for vendor expenses, this feature will enhance transparency and decision-making in resource allocation across different vendors and services.
Acceptance Criteria: Vendor cost data entry for catering services is performed by an event planner who is preparing an upcoming corporate event.

Given that the event planner has access to the Component Cost Breakdown feature, when they input vendor costs for catering services, then the inputted data should accurately reflect in the total cost estimate for the event.

An event planner is comparing vendor quotes for AV equipment for an outdoor concert.

Given that the planner has multiple vendor quotes entered into the system, when they access the Component Cost Breakdown, then they should see a comparative analysis of all quotes alongside the respective services provided.

A corporate team is reviewing budget allocations for multiple event components, including venue rental and decoration services.

Given that various vendor costs have been integrated into the Component Cost Breakdown, when the team examines the budget allocations, then they should identify which components exceed allocated funds, triggering alerts for potential overspending.

A freelancer is adjusting vendor quotes due to changes in event requirements for a wedding.

Given that the freelancer has the option to edit existing vendor cost entries, when they update the quote for a decoration vendor, then the updated cost should automatically recalculate the overall event budget in real-time.

An event manager is preparing a comprehensive report for stakeholders showcasing vendor cost allocations.

Given that all vendor costs are entered and tracked, when the manager generates a report from the Component Cost Breakdown feature, then the report should accurately display all allocated vendor costs along with summaries for each service category.

A team leads a budget review meeting focusing on vendor expenses for a charity gala event.

Given that the vendor costs are integrated into the Component Cost Breakdown, when participants access the feature during the meeting, then they should be able to view and discuss the costs live, ensuring all team members are on the same page regarding financial planning.

Budget Alert System

User Story: As a event planner, I want to receive alerts when my spending approaches my budget limits so that I can take immediate action to control costs and avoid overspending before the event.
Description: This requirement introduces a budget alert system that notifies users when their spending approaches or exceeds predefined thresholds. Event planners will be able to set specific budget limits for different components within the Component Cost Breakdown. The system will send automated alerts via email or platform notifications to help users stay informed about their financial status. This proactive measure is designed to enhance financial control and assist planners in making timely adjustments to their budgets, ultimately helping prevent overspending.
Acceptance Criteria: User sets a budget limit for the catering component of their event.

Given the user has navigated to the Component Cost Breakdown section and inputs a budget limit for catering, when the user saves the changes, then the system must store the budget limit and update the display accordingly.

User receives a notification when their actual catering costs exceed the budget limit.

Given the user has set a budget limit for catering, when the actual catering costs are recorded and exceed the specified limit, then an automated email and platform notification is sent to the user indicating the overspend.

User modifies the budget limit for the AV equipment component after the initial setup.

Given the user has previously set a budget limit for AV equipment, when the user updates the limit and saves the changes, then the system must reflect the updated budget limit immediately and validate it against the current spending.

A report is generated showing all components and their respective budget statuses.

Given the user requests a budget report from the Component Cost Breakdown, when the report is generated, then it must include current spending, budget limits, and alert status for each component in a clear format.

User sets multiple budget limits for different components at once.

Given the user is in the Component Cost Breakdown section, when the user inputs budget limits for catering, AV equipment, and venue rental simultaneously and saves, then all budget limits must be stored and verified by the system without errors.

User disables budget alerts for specific components.

Given the user has set budget limits and enabled alerts, when the user disables alerts for a specified component, then the system must reflect the changes and stop sending notifications for that component only.

User views a history of budget alerts triggered during their event planning.

Given the user is in the budget alert settings section, when the user requests to view historical budget alerts, then the system must show a complete log of all alerts triggered, with timestamps and relevant details.

Predictive Budget Models

Utilizes machine learning to forecast future budgeting scenarios based on various scenarios and previous event data. This feature helps planners visualize the financial implications of different choices, aiding them in strategizing the best approach to maximize value while minimizing costs.

Requirements

Revenue Projection Analytics

User Story: As an event planner, I want to forecast potential revenue based on historical data so that I can make informed budgeting decisions that maximize return on investment.
Description: This requirement entails the development of a robust revenue projection analytics tool that leverages historical event data and predictive algorithms to produce accurate income forecasts for future events. It allows event planners to input various parameters, such as event type, size, and location, to receive tailored financial predictions. The tool enhances decision-making by visually presenting potential revenue scenarios, thereby enabling planners to strategize effectively and increase profitability. By integrating this feature, EventCraft fosters a data-driven planning approach, improving financial acumen and empowering users with actionable insights for greater fiscal management.
Acceptance Criteria: Planners input parameters such as event type, size, and location to generate revenue projections for an upcoming corporate event.

Given a planner inputs event type as 'Corporate', size as '100 attendees', and location as 'New York', When the revenue projection tool processes this information, Then it should display a projected revenue between $15,000 and $25,000 based on historical data.

Event planners utilize the analytics tool to compare different scenarios such as adjusting event locations and sizes to observe potential revenue impacts.

Given a planner modifies event details to compare 'Location: Los Angeles' with 'Size: 150 attendees', When the analytics tool is executed, Then the revenue projection should be adjusted and reflect potential revenue impacts based on varying historical data.

The revenue projection tool visualizes the data through graphs and charts to enhance user understanding of financial forecasts.

Given the revenue projections have been generated, When the results are displayed, Then the user should see a clear graphical representation of projected revenues and trends for the selected parameters over a timeline.

Event planners receive guidance prompts while using the revenue projection tool to enhance the input process.

Given the user is on the revenue projection input page, When they enter data for the first time, Then they should receive contextual prompts guiding them through required fields and best practices for input.

Planners export the revenue projection analysis to generate reports for team collaboration and future planning sessions.

Given a planner completes the generation of revenue projections, When they select the export option, Then the report should be generated in PDF or CSV format and include a summary of projections and inputs used.

The tool integrates with existing event planning features like budgeting and scheduling to provide comprehensive insights.

Given that the revenue projection tool is integrated, When a user accesses the budgeting tool, Then they should be able to view revenue projections alongside current budget data for holistic financial planning.

Custom Expense Modeling

User Story: As an event planner, I want to create custom expense models for my events so that I can anticipate and control costs more effectively and strategically.
Description: This requirement involves the creation of a customizable expense modeling framework that allows users to define and simulate various expense categories and scenarios based on their unique event needs. The feature provides planners with the ability to adjust parameters such as venue costs, catering expenses, and marketing efforts to see the financial impact of each category. This dynamic modeling tool enhances user flexibility, allowing for tailored budgeting strategies that consider multiple financial risks and opportunities. By incorporating this feature into EventCraft, users can visualize and manage their expenses effectively across different event contexts.
Acceptance Criteria: User Customization of Expense Categories

Given a user accessing the expense modeling tool, when they create new expense categories and save the changes, then the new categories should be retrievable and editable in future sessions.

Simulation of Financial Scenarios

Given a set of defined expense categories, when a user adjusts parameters such as venue costs and catering expenses, then the system should display real-time recalculations of the total estimated expenses for all selected categories.

Comparison of Multiple Scenarios

Given a user has created multiple expense models, when they choose to compare these models side by side, then the interface should clearly display differences in total costs, category allocations, and key metrics in an easy-to-read format.

Exporting Expense Models

Given a user finalizes an expense model, when they select the export option, then the system should generate a downloadable report in PDF format that includes detailed breakdowns of all expense categories and assumptions used in the model.

Real-Time Collaboration on Budget Models

Given multiple users accessing the expense modeling feature concurrently, when one user modifies an expense category, then all other users should see the changes reflected in real-time within 5 seconds.

Integration with Historical Event Data

Given a user is engaged in creating an expense model, when they access data from previous events, then the system should allow selection of past models for reference, enhancing the accuracy of current budgeting efforts.

Scenario Comparison Dashboard

User Story: As an event planner, I want to compare multiple budgeting scenarios on a single dashboard so that I can evaluate the best financial strategy for my event plans.
Description: This requirement encompasses the development of an intuitive scenario comparison dashboard that enables planners to review and contrast various budgeting scenarios side-by-side. Users will be able to visually analyze the financial implications of different strategies, such as cost-saving measures versus enhanced attendee experiences. The dashboard will facilitate easy navigation between scenarios, providing graphical representations of projected costs, revenues, and other key metrics. Integrating this tool into EventCraft not only aids in strategic planning but also supports the evaluation of alternative approaches, reinforcing a comprehensive understanding of financial trade-offs involved in decision-making.
Acceptance Criteria: User navigates to the Scenario Comparison Dashboard to compare different budgeting scenarios for an upcoming corporate event.

Given the user is on the Scenario Comparison Dashboard, when they select two different budgeting scenarios, then the dashboard displays both scenarios side-by-side with key metrics including projected costs and revenues for each scenario.

A user wants to visualize the financial implications of choosing between cost-saving measures and enhanced attendee experiences.

Given the user has selected two budgeting scenarios, when they click the 'Compare' button, then the dashboard provides graphical representations of projected costs, revenues, and attendee engagement metrics for each scenario.

User saves a comparison between budgeting scenarios for later reference or reporting.

Given the user has selected and compared two budgeting scenarios, when they click the 'Save Comparison' button, then the system prompts them to name the comparison and successfully saves it for future access.

A planner wants to view detailed insights regarding each selected scenario while using the comparison feature.

Given the user has the Scenario Comparison Dashboard open, when they hover over any data point on the graphs for the selected scenarios, then a tooltip appears detailing the specific values for costs, revenues, and other key metrics.

An event planner wishes to switch between different sets of scenarios quickly and efficiently during a planning meeting.

Given the user is on the Scenario Comparison Dashboard, when they select different scenarios from a dropdown menu, then the dashboard updates dynamically to reflect the new selections without reloading the page.

Real-Time Budget Alerts

User Story: As an event planner, I want to receive real-time alerts for budget deviations so that I can stay on track and avoid overspending throughout the planning process.
Description: This requirement focuses on implementing a real-time alert system that notifies users when their current expenses deviate from the preset budget thresholds during the planning process. Through ongoing monitoring of spending patterns, this feature will provide timely updates and alerts such as warnings for overspending or reminders for budget variances. By integrating real-time alerts into EventCraft, users remain informed about their financial status, enabling them to take corrective action quickly and effectively, thus enhancing budget adherence and overall event management success.
Acceptance Criteria: User receives a real-time alert when expenses exceed 80% of the budgeted amount.

Given a user has set a budget threshold, when their expenses reach 80% of this threshold, then a real-time alert should be generated and displayed on the dashboard.

User is notified when a single expense item exceeds the preset budget limit.

Given a user is tracking expenses, when an expense item is entered that exceeds the individual budget limit, then an immediate alert must be triggered, detailing the overspending item.

User receives a summary of budget variances at the end of the month.

Given a user is in the Events dashboard, when the month ends, then a summary report of all budget variances should be generated and sent via email to the user, highlighting all deviations from the budget.

User receives reminders for budget check-ins at specified intervals.

Given a user has set up budget check-in reminders, when the specified interval arrives, then a reminder notification should be sent to the user’s device.

User can access historical alerts data for analysis.

Given a user wants to analyze past alerts, when they navigate to the alerts history section, then they should be able to view a list of all past alerts with associated timestamps and details.

User can customize alert thresholds for different budget categories.

Given a user is configuring their budget settings, when they specify custom thresholds for different budget categories, then the system must allow these settings to be saved and used for future expense monitoring.

Budget Health Monitor

A visual dashboard that provides an overview of budget health, tracking spending against budgets in real time. This feature alerts users to potential overages, helping them to manage their finances proactively and avoid last-minute surprises.

Requirements

Dynamic Budget Alerts

User Story: As an event planner, I want to receive alerts when my spending is close to the budget limits so that I can adjust my spending habits and avoid overspending.
Description: The Dynamic Budget Alerts requirement will ensure that users receive real-time notifications when their spending approaches the predefined budget thresholds. This feature will enhance proactive financial management and allow users to make timely adjustments, thereby minimizing the risk of overspending. Integration with the event planning workflow will ensure that budget updates and alerts are contextualized within the user's ongoing activities. Users will be able to set custom thresholds for alerts, making the feature tailored to individual budgeting styles and preferences. The real-time aspect is crucial for preventing last-minute financial surprises and ensuring that planners can continuously align their expenses with their budget goals.
Acceptance Criteria: User sets a custom budget threshold of $500 for an event in EventCraft.

Given the user has set a budget threshold of $500, when their spending reaches $400, then the user should receive a notification alerting them that they are 80% of the way to their budget limit.

User is planning multiple events and has set different budget thresholds for each.

Given the user has two events with budget thresholds of $300 and $600, when the spending for the first event reaches $250, then the user receives an alert for the first event only, without impacting the second event's budget status.

User exceeds their budget threshold during expense tracking.

Given the user has set a budget threshold of $200, when their spending reaches $220, then the user should receive an immediate alert indicating that they have exceeded their budget by $20, prompting actions to adjust future spending.

User wants to adjust their budget threshold after receiving a notification.

Given the user has received a notification alerting them they are approaching their budget limit, when they go into the budgeting tool and change their threshold from $500 to $700, then the new threshold should be saved and reflected in future notifications.

User is able to enable or disable budget alerts based on their preferences.

Given the user has the option to enable or disable budget notifications, when they disable notifications, then they should no longer receive alerts for any budget-related triggers until they enable it again.

User wishes to receive alerts via different communication channels.

Given the user has the option to set their notification preferences to email or in-app alerts, when a budget threshold is reached, then the user should receive the alert through their selected communication channel without fail.

User accesses the budget health monitor and views all alerts in a consolidated manner.

Given the user is on the budget health monitor dashboard, when they navigate to the alerts section, then they should see a comprehensive list of all active budget alerts for their events, including thresholds and spending status.

Interactive Budget Graphs

User Story: As an event manager, I want to see interactive graphs of my budget so that I can quickly identify spending trends and make more informed decisions based on visual data.
Description: The Interactive Budget Graphs requirement will implement dynamic visual representations of the budget, allowing users to clearly see their spending patterns over time. Users will have the ability to drill down into specific categories of their budget to identify areas where they may need to cut costs or where they have room to spend more. This feature will integrate seamlessly with the Budget Health Monitor, providing visual insights that make budget management more intuitive. Users can customize the graphs by selecting different time frames and categories, enabling them to tailor the view to their specific needs and preferences.
Acceptance Criteria: User accesses the interactive budget graphs from the Budget Health Monitor dashboard to analyze their spending patterns for the past month.

Given the user is logged into EventCraft, when they select the 'Interactive Budget Graphs' option, then the system displays a visual representation of their budget for the selected month with categories clearly labeled.

User customizes the interactive budget graph to view spending in a specific category for the last quarter.

Given the user is on the Interactive Budget Graphs page, when they select the 'Last Quarter' time frame and 'Venue Rental' category, then the system updates the graph to display only the spending related to 'Venue Rental' for that period.

User receives an alert when their spending in a specific category exceeds the allocated budget.

Given the user has set a budget limit for 'Catering', when the cumulative spending in that category exceeds this limit, then the system triggers an alert notifying the user of potential overages.

User interacts with the budget graph to drill down into specific categories and view detailed spending reports.

Given the budget graph is displayed, when the user clicks on a specific category on the graph, then the system shows a detailed breakdown of spending for that category along with suggestions for cost adjustments.

User saves a customized view of the interactive budget graph for future access.

Given the user has customized their budget graph by selecting specific categories and time frames, when they click on the 'Save View' option, then the system saves this configuration and allows the user to access it in the future from their profile.

User filters the budget graph to compare current spending with previous months.

Given the budget graph is displayed, when the user selects 'Compare with Previous Months', then the system overlays the current month's spending against the spending of the previous two months for the same categories.

User identifies an area to cut costs from the interactive budget graph analysis.

Given the interactive budget graph shows spending trends, when the user reviews the lowest performing categories, then they can highlight specific areas to adjust their budget accordingly based on the insights provided by the graph.

Budget History Log

User Story: As a planner, I want to access my historical budget data so that I can learn from previous events and improve my financial planning for future projects.
Description: The Budget History Log requirement will maintain a comprehensive record of all budget-related changes and decisions. This feature will allow users to track alterations to their budgets over time, providing insight into decision-making processes and how budget allocations have shifted throughout the event planning cycle. This promotes accountability and enables better strategic decision-making in future events. Integration with the Budget Health Monitor will ensure that users can reference their budget history when evaluating current expenditures against past financial decisions.
Acceptance Criteria: User wants to view the history of budget changes for a specific event within the Budget Health Monitor to understand past financial decisions.

Given the user is on the Budget Health Monitor dashboard, when they click on the 'Budget History Log' section for a selected event, then the user should see a list of all budget modifications made for that event, including amounts, dates, and reasons for changes.

Event planner is reviewing budget changes to identify spending trends during different stages of the event planning process.

Given the user accesses the Budget History Log, when they filter the history by specific date ranges, then the user should be able to see budget adjustments made within the selected timeframe, displayed in chronological order.

A user wants to track budget changes after collaborating with a vendor to ensure that all modifications are well-documented.

Given the user has made changes to the budget after a vendor negotiation, when the user saves the changes, then the system should log a new entry in the Budget History Log reflecting the updated budget, including the timestamp and user id of the person who made the changes.

User receives alerts on budget overages and wants to reference past budget decisions to inform their next actions.

Given the user receives a budget overage alert, when they open the Budget History Log, then they should be able to view prior decisions made around budget adjustments, including any alerts related to similar items over time.

The finance team is preparing a report on budget performance and needs to analyze the changes made over the event period.

Given a finance team member is generating a report, when they pull data from the Budget History Log, then the system should allow them to export all budget change records in a CSV format for further analysis.

User wants to ensure consistency in budget entries and verify changes have been accurately logged post-edit.

Given the user edits an entry in the Budget History Log, when they save the edits, then the system must display the latest changes while retaining previous versions within the log for accountability.

Custom Budget Templates

User Story: As an event organizer, I want to create custom budget templates so that I can streamline my budgeting process for different types of events.
Description: The Custom Budget Templates requirement will allow users to create and save personalized budget templates based on their specific event needs and events types. Users will be able to choose from pre-defined templates or customize their own, selecting different budget categories and allocating amounts to each. The flexibility of this feature will streamline the initial budget planning process, saving time and ensuring users have a foundational structure in place that meets their needs. This will make it easier for users to replicate budgeting strategies successful in previous events, fostering consistent financial management practices.
Acceptance Criteria: As an event planner, I want to create a custom budget template for my upcoming conference that includes venue costs, catering, and marketing expenses, so that I can have a structured budget ready for this specific event.

Given that the user has selected the 'Create Custom Budget Template' option, when they add budget categories (venue, catering, marketing) and allocate amounts to each, then the system should save the template with the correct configurations and allow it to be accessed later.

As a user who has previously created a custom budget template, I want to load and edit the existing template for a new event, so that I can modify the budget as per the new event's requirements without starting from scratch.

Given that a custom budget template exists, when the user selects 'Load Template' and chooses their desired template, then the system should display the template’s budget categories and allocated amounts for editing and allow saving the modified version as a new template.

As a user, I want to view a preview of my custom budget template before finalizing it, so that I can ensure all details are correct and make any necessary adjustments.

Given that the user is in the 'Preview' phase of creating a custom budget template, when they click on 'Preview Template', then the system should display a read-only version of the entire budget template, accurately reflecting all categories and amounts for review.

As an event planner, I want to choose from a library of pre-defined budget templates tailored for different event types, so that I can save time during the planning process.

Given that the user is on the 'Budget Templates' page, when they select 'Browse Pre-defined Templates', then the system should display a list of templates categorized by event type (wedding, conference, corporate event), allowing them to select and use one.

As a user, I want to receive an alert if I exceed a defined budget threshold in my custom budget template, to maintain financial control and avoid overspending.

Given that the user has set a budget threshold for their custom budget template, when they allocate amounts that exceed this threshold, then the system should generate a visual alert indicating the overage and recommending adjustments to meet their budget constraints.

As a user, I want the ability to delete a custom budget template that I no longer need, ensuring my template library remains organized.

Given that the user is viewing their saved custom budget templates, when they select a template and click 'Delete', then the system should remove the selected template from the library and confirm the action with a success message.

Expense Categorization and Tagging

User Story: As a budget manager, I want to categorize and tag my expenses so that I can better track my spending and generate more detailed reports.
Description: The Expense Categorization and Tagging requirement will introduce the ability for users to categorize and tag their expenses as they log them in the system. This will facilitate better organization and tracking of expenditures across various categories, such as venue, catering, and marketing. Users will be able to filter and analyze their expenses by category, allowing for a more granular understanding of spending behavior. This not only provides users with detailed insights but also enhances reporting capabilities, making it easier for users to prepare for future budgets and negotiations with vendors.
Acceptance Criteria: Expense Categorization while Logging Expenses

Given a user logs a new expense, when they categorize the expense as 'Venue', then the system should save the expense under the 'Venue' category and display it correctly in the budget overview.

Tagging Expenses for Detailed Reporting

Given a user logs an expense, when they add tags such as 'Catering' and 'High Priority', then those tags should be saved with the expense, enabling the user to filter by these tags in reports.

Filtering Expenses by Category

Given a user is viewing their logged expenses, when they select the 'Catering' category filter, then only expenses logged under 'Catering' should be displayed in the expense list.

Viewing Total Expenses by Category in Dashboard

Given a user accesses the Budget Health Monitor dashboard, when they view the summary, then it should display total expenses for each category in a visual format (e.g., pie chart or bar graph).

Real-time Alerts for Budget Overages

Given a user is logged into the system with a defined budget, when they log an expense that causes the total to exceed the budget, then the system should send an alert to the user indicating the overage.

Analyzing Spending Behavior by Category

Given a user wants to analyze spending behavior, when they generate a report for the past month filtered by 'Marketing', then the report should show all expenses related to 'Marketing' along with total amount spent.

Customizing Expense Categories and Tags

Given a user has administrative privileges, when they create a new category called 'Travel' and a new tag 'Urgent', then these should be available for all users to use when logging expenses.

Vendor Integration Insights

Seamlessly integrates vendor pricing information to provide budget recommendations based on selected vendors. This feature allows planners to make informed vendor choices while keeping an eye on their overall budget allowances.

Requirements

Real-time Vendor Pricing Updates

User Story: As an event planner, I want to receive real-time vendor pricing updates so that I can make informed budgeting decisions based on the latest information available.
Description: This requirement ensures that the Vendor Integration Insights feature provides real-time updates on vendor pricing information, allowing event planners to have the most current data when making budget decisions. By integrating real-time data feeds from vendor sources, the platform will enable users to receive alerts when prices fluctuate, making it easier to adjust budgets dynamically and freeze estimates when planning events. This capability helps in optimizing costs and make informed decisions that fit within project budgets, ultimately enhancing the overall event planning process.
Acceptance Criteria: Real-time vendor pricing updates during an active budget adjustment session.

Given an event planner is logged into EventCraft and has selected multiple vendors for an event, when any of the selected vendors updates their pricing, then the event planner receives a real-time notification and sees the updated pricing reflected in their budget overview.

Integrating vendor pricing updates for different event types.

Given an event planner is setting up a wedding event with specific vendors, when the vendor prices are updated, then the planner should see the updated prices relevant to the wedding category along with a suggestion on how it impacts the overall budget.

Alerts for significant price changes from selected vendors.

Given an event planner has set a threshold for price changes, when any vendor's price changes beyond this threshold, then the planner receives an alert notifying them of the significant change and its effect on the budget.

Dynamic budget recalibration based on real-time data from vendors.

Given an event planner is using the budgeting tool, when a vendor updates their pricing, then the total budget recalculates automatically to reflect the updated costs and displays the new estimated budget.

Freezing estimates based on real-time pricing alerts from vendors.

Given an event planner receives a pricing alert from a vendor, when they decide to freeze the estimate, then the platform should lock the budget based on the current vendor prices at that moment.

Historical data comparison for vendor pricing changes.

Given an event planner accesses the vendor insights dashboard, when they view the pricing history, then they should be able to compare past prices with current prices side by side to evaluate cost trends.

Ease of vendor selection influenced by real-time pricing recommendations.

Given an event planner is choosing vendors for an event based on budget constraints, when the vendor prices update, then the platform suggests alternative vendors that fit within the remaining budget.

Budget Allocation Recommendations

User Story: As an event planner, I want budget allocation recommendations based on my vendor choices so that I can optimize spending and ensure all areas of the event are adequately financed.
Description: This requirement focuses on generating automated budget allocation recommendations based on selected vendors' pricing information. When planners choose specific vendors, the system will analyze the overall budget and suggest optimal allocations for different event aspects (e.g., venue, catering, equipment). The recommendations will help in managing finances better by providing insights into where the budget can be maximized for greater value and better resource distribution, enhancing the experience for both planners and attendees.
Acceptance Criteria: User selects vendors for an event (e.g., catering, venue) within the EventCraft platform and requests budget allocation insights based on those selections.

Given the user has selected at least one vendor, when they access the budget allocation recommendations, then the system shall provide a list of recommended budget allocations for different categories (e.g., catering, venue, equipment) relevant to those vendors.

The user modifies vendor selections and requests an updated budget allocation recommendation after making changes to selected vendors.

Given the user has made changes to their vendor selections, when they request budget allocation insights again, then the system should display updated recommendations that reflect the new vendor pricing and overall budget analysis.

User wants to view the impact of changing vendor selections on overall budget allocation before finalizing vendor choices.

Given the user has a defined overall budget and selected multiple vendors, when the user modifies a vendor choice, then the system must show real-time adjustments to the budget allocation recommendations and highlight the impact of those changes visually.

User seeks to understand how the budget allocation recommendations align with the overall event budget and specific event needs.

Given the user has selected multiple vendors and is viewing the budget allocation recommendations, when they view the summary report, then the report must include total costs, recommended allocations, and a clear breakdown of how each allocation supports event needs.

User wishes to compare budget allocation recommendations based on different vendor choices to optimize cost efficiency.

Given the user has selected multiple vendor options, when they are in the comparison feature, then the system shall allow side-by-side comparison of budget recommendations with highlighted differences for easier decision-making.

Vendor Comparison Tool

User Story: As an event planner, I want a vendor comparison tool so that I can easily compare different vendors and select the best options for my event.
Description: The requirement includes the development of a vendor comparison tool that allows planners to compare different vendors based on their pricing, services offered, and reviews. Users can view side-by-side comparisons of their selected vendors, which supports decision-making by presenting clear and organized data. This feature not only simplifies the selection process but also enhances the overall planning experience by enabling users to weigh their options quickly and efficiently.
Acceptance Criteria: Vendor Comparison Tool is utilized by a user planning a corporate event who needs to select between three different catering vendors based on pricing, services offered, and customer reviews.

Given the user has selected three different catering vendors, When the vendor comparison tool is accessed, Then the tool displays a side-by-side comparison of each vendor’s pricing, services, and customer reviews in an organized manner.

A user wants to save their comparison of selected vendors for future reference during the planning process.

Given the user has completed a vendor comparison, When the user selects the 'Save Comparison' option, Then the tool saves the comparison and allows the user to access and view it later without losing any data.

A user notices that the comparison tool needs to reflect real-time updates for vendor pricing after they have been selected.

Given the user has selected vendors with variable pricing, When the vendor pricing changes, Then the comparison tool updates automatically to show the latest prices for all selected vendors.

A planner has chosen multiple vendors and wants to share the comparison with their team members for feedback.

Given the user has completed a vendor comparison, When the user selects the 'Share Comparison' option, Then the tool provides a unique link that allows team members to view the comparison without requiring a login.

The user is researching vendor performance by utilizing reviews provided within the comparison tool.

Given the user selects a vendor to view details, When the user clicks on the vendor’s name, Then the tool displays an expanded view of the vendor with detailed information, including customer reviews and ratings.

The comparison tool needs to ensure accuracy by allowing the user to manually input vendor details if necessary.

Given the user wishes to compare a vendor not in the database, When the user inputs the vendor's details manually, Then the tool accepts the input and includes it in the comparison view.

The user requires a way to filter vendors based on specific services offered.

Given the user has a list of vendors, When the user applies filters based on services, Then the comparison tool updates the displayed vendors to only show those meeting the selected criteria.

Integrated Vendor Ratings System

User Story: As an event planner, I want to see integrated vendor ratings so that I can quickly gauge the reliability and quality of vendors based on user experiences.
Description: This requirement ensures that the Vendor Integration Insights feature incorporates a vendor ratings system that aggregates feedback and ratings from previous users. The ratings will inform new users about vendor reliability and service quality before decision-making. By integrating user feedback directly into the selection process, the system enhances trust and improves the overall decision-making process about vendor choices.
Acceptance Criteria: Scenario for Vendor Ratings Integration in EventCraft

Given a user is managing an event budget, when they navigate to the vendor selection page, then they should see vendor ratings displayed alongside each vendor's pricing information allowing for informed choices.

Scenario for Aggregated User Feedback Display

Given a vendor has been selected, when the user views the vendor's profile, then the system must display an aggregated rating based on past user feedback, including individual reviews from multiple users.

Scenario for Sorting Vendors by Ratings

Given a user is on the vendor selection page, when they apply the filter to sort vendors by ratings, then the vendor list should reorder to display vendors from highest to lowest rating.

Scenario for User Interaction with Ratings

Given a user is reviewing vendor ratings, when they click on the rating score, then a pop-up should appear showing detailed user feedback and comments.

Scenario for Rating Update Post-Event

Given a user has completed their event, when they access the vendor selection page, then the system should allow them to submit their own rating and feedback about the vendor used.

Scenario for Ratings Impact on Recommendations

Given a user is considering vendor options, when they view vendor recommendations, then vendors with higher ratings should be prioritized in the recommendation list.

Customizable Budget Dashboard

User Story: As an event planner, I want a customizable budget dashboard so that I can visually track my expenses and budgets in a way that suits my planning style.
Description: This requirement involves creating a customizable budget dashboard where planners can visualize their budget, vendor expenses, and remaining allowances in real-time. The dashboard will allow users to modify visual elements to suit their preferences and track expenses across different categories, improving financial oversight and management. Such a tool enhances user experience by fostering a clearer understanding of budget status and enabling proactive financial management.
Acceptance Criteria: User interacts with the customizable budget dashboard to input projected expenses for different vendors ahead of an event planning session.

Given that the user has access to the budget dashboard, when they input their projected expenses, then the dashboard should accurately reflect the updated total budget and remaining allowances in real-time.

Event planners want to visualize their budget spending across different categories such as venue, catering, and entertainment to refine their vendor choices.

Given that the user has selected various expense categories, when they apply filters to visualize spending, then the dashboard should display a graphical representation of expenses for each selected category without lag.

A planner needs to adjust their budget priorities based on new vendor proposals received at a meeting.

Given that the user is on the budget dashboard, when they modify a budget category and save their changes, then the dashboard should immediately reflect the new budget allocations and adjust the remaining allowances accordingly.

The budget dashboard user is preparing for a presentation and needs to export the current budget status along with visual charts.

Given that the user has formatted their budget dashboard, when they select the export functionality, then the system should generate a PDF report that includes all visual elements and current budget statuses, ready for download.

A user wants to set reminders for budget thresholds to ensure they do not overspend during event preparations.

Given that the user has defined budget thresholds, when they save the settings, then the system should provide notifications when expenses approach the set thresholds during the planning process.

Event planners wish to track their expenses in real-time as vendors are selected and booked to understand the impact on the overall budget immediately.

Given that the user adds or removes vendors in the dashboard, when they finalize vendor selections, then the dashboard must update the budget status and remaining allowances without needing a page refresh.

Automated Budget Alerts

User Story: As an event planner, I want automated budget alerts so that I can be notified when I am close to exceeding my budget limits, allowing me to make timely adjustments.
Description: This requirement entails implementing automated alerts that notify event planners when they are nearing their budget limits or when certain thresholds are reached. These alerts will help users manage their spending actively and adjust their selections in real-time, preventing unexpected overspending and ensuring the event remains within budget. The feature is vital for maintaining financial discipline throughout the planning process.
Acceptance Criteria: Event planners are in the budgeting phase of planning an event, and they have established a budget limit within the EventCraft platform. As they add vendors to their event, the automated budget alerts feature should activate, notifying them when they are approaching their budget limits based on the prices of selected vendors.

Given an established budget limit, when vendors are added that exceed 75% of the budget, then an alert should be triggered indicating 'You are nearing your budget limit.'

During the budgeting process, event planners have configured specific budget thresholds (e.g., 80%, 90%). As they input vendor costs into EventCraft, the alert system should notify them when they reach those defined thresholds to facilitate timely decision-making.

Given budget thresholds set at 80% and 90%, when the total vendor costs reach the thresholds, then the system should send alerts stating 'You have reached 80% of your budget' and 'You have reached 90% of your budget' accordingly.

Event planners are actively managing their event budget while making adjustments to their vendor selections. The automated budget alerts feature should execute real-time monitoring of the total expenses and notify users immediately if any changes push them over their budget limit.

Given that total expenses are monitored in real-time, when a vendor's pricing is updated and pushes the total expense over the budget limit, then the user should receive an alert stating 'Budget exceeded by [amount].'

An event planner has multiple events planned and is using EventCraft to manage budgets for each event. The automated alerts feature should handle notifications for each event budget independently, ensuring clarity and accuracy in tracking.

Given multiple events being tracked with individual budgets, when one event's total expense exceeds 90% of its budget, then an alert should be sent specifically for that event without affecting alerts for others.

After receiving budget alerts, planners might adjust their vendor selections. The automated budget alerts should not only notify users of current budget statuses but also reflect these changes instantaneously in the alerts when adjustments are made.

Given a budget alert has been triggered, when the user removes or updates a vendor to lower total expenses, then the alert should be updated to 'Your current budget status is within limits' if the total is now below budget.

Planners may want to customize their alert settings based on personal preference or urgency. The automated budget alerts feature should allow users to set their alert thresholds, ensuring notifications align with individual planning styles.

Given a planner has customized alert settings, when vendor costs are added that exceed these custom thresholds, then alerts should be sent according to the user's defined preferences (e.g., email, SMS).

Post-Event Budget Review

An analytical tool that reviews budget performance after the event, comparing planned versus actual expenditures. This feature gives planners valuable feedback on their budgeting effectiveness, highlighting areas for improvement in future events.

Requirements

Detailed Budget Analysis

User Story: As an event planner, I want to see a detailed comparison of my budgeted versus actual expenses after the event so that I can identify areas where I need to improve my budgeting strategies for future events.
Description: The Detailed Budget Analysis requirement focuses on providing a comprehensive breakdown of both planned and actual expenditures, enabling users to identify specific areas of over or under expenditure post-event. It will integrate seamlessly with EventCraft's existing budgeting tool, allowing users to pull in data from the event budget and compare it with actual costs incurred. This feature will not only help planners in understanding how closely they adhered to their financial plan but will also provide insights into specific line items that significantly deviated from the budget. This will enhance financial accountability, improve future budget estimations, and help in making informed decisions for subsequent events.
Acceptance Criteria: Post-event budget performance review session with the planning team to evaluate discrepancies between planned and actual expenditures.

Given the event budget data is imported, when the planner opens the Detailed Budget Analysis tool, then the tool should display a comparative breakdown of planned versus actual expenditures across all budget categories.

User accessing the Detailed Budget Analysis after the event to identify areas of over and under expenditure for future improvement.

Given that the event has concluded, when the user selects the Detailed Budget Analysis, then all deviations such as line items that exceeded budgeted amounts should be highlighted with specific reasons for deviation.

Event planner generating a report showing budget performance details after an event.

Given the Detailed Budget Analysis is accessible, when the user selects the 'Generate Report' option, then a comprehensive report including charts and graphs comparing planned vs actual expenses should be generated and downloadable.

Team discussion reviewing the effectiveness of budget management based on insights from the analysis.

Given the Detailed Budget Analysis outputs are available, when the team meets to discuss the analysis, then insights regarding at least three key budget items that significantly deviated from the budget must be presented and discussed.

Integrating with the existing EventCraft budgeting tool for seamless data flow post-event.

Given event data is stored in EventCraft, when the user initiates the Detailed Budget Analysis, then the tool should automatically import all relevant data without manual entry errors.

Post-event feedback collection from users regarding the usefulness of the Detailed Budget Analysis feature.

Given the Detailed Budget Analysis has been utilized, when feedback is collected from users, then at least 80% of users should indicate that the analysis provided valuable insights for future budgeting.

Vendor Performance Metrics

User Story: As an event planner, I want to analyze vendor performance relative to budget expenditures after an event so that I can make better decisions about vendor selection for future events.
Description: The Vendor Performance Metrics requirement will offer an analysis tool that evaluates the performance of vendors against the budgeted amounts. By integrating vendor data within the budget review process, event planners can assess which vendors delivered as expected and which exceeded or fell short of the agreed terms. This functionality will help planners improve vendor selection in future events by providing quantifiable metrics on vendor performance based on budget adherence and service delivery. The tool will also enable comparison against industry standards to ensure competitiveness and quality assurance.
Acceptance Criteria: Evaluation of Vendor Performance Against Budgeted Amounts

Given that the event planner has completed the post-event budget review, when they access the vendor performance metrics tool, then they should be able to view a comprehensive report comparing each vendor's actual expenditures against their respective budgeted amounts, highlighting any deviations accordingly.

Integration of Vendor Data with Budget Review

Given that the event planner has entered vendor data into the system, when they initiate the budget review process, then the system should seamlessly integrate the vendor performance data, allowing for a side-by-side analysis with budget figures.

Comparison of Vendor Performance Against Industry Standards

Given that the event planner is reviewing vendor performance, when they select a vendor, then they should be presented with industry standard benchmarks for similar vendors, allowing them to evaluate performance in context.

Quantitative Metrics Display for Vendor Evaluation

Given that the event planner has completed a review of vendor performance metrics, when they generate a report, then the report should include quantifiable metrics such as percentage of budget adherence and service rating based on planner feedback.

User-Friendly Interface for Reviewing Vendor Performance

Given that the event planner wants to assess vendor performance, when they navigate to the vendor performance metrics feature, then they should experience an intuitive and user-friendly interface that clearly presents all relevant information without confusion.

Feedback Mechanism for Future Event Planning

Given that the vendor performance review is completed, when the planner identifies areas for improvement, then the system should allow them to document feedback and suggestions for future vendor selections within the platform.

Generation of Actionable Insights from Vendor Performance Data

Given that the vendor performance metrics are available, when the planner analyzes this data, then the system should provide actionable insights or recommendations for future vendor engagement based on historical performance.

Budget Adjustment Recommendations

User Story: As an event planner, I want to receive automated recommendations for budget adjustments based on previous events’ financial performance so that I can enhance my budgeting accuracy over time.
Description: The Budget Adjustment Recommendations requirement will suggest actionable insights and changes for future budgets based on past performance metrics. By analyzing past expenditure patterns and presenting suggestions for budgeting adjustments, this feature will use AI algorithms to identify trends and anomalies that could inform more accurate future budgeting. It will empower planners to refine their budgeting processes proactively, optimizing costs and resource allocation for future events.
Acceptance Criteria: Use Case 1: An event planner conducts a post-event analysis meeting with their team to review the financial outcomes of the recently completed event, using the Budget Adjustment Recommendations feature to identify potential areas for budget improvement for future events.

Given the planner selects the event from the dashboard, When the post-event budget review is initiated, Then the system should generate a detailed report comparing planned versus actual expenditures and provide actionable budget adjustment recommendations based on historical data.

Use Case 2: A corporate team evaluates the budgeting insights provided by the Budget Adjustment Recommendations tool after they receive feedback from stakeholders on event costs, aiming to optimize future budget processes.

Given that the team accesses the past event data, When they run the budget analysis, Then the system should display trends and anomalies in spending patterns alongside suggested adjustments for future budgets.

Use Case 3: A freelance event planner uses the Budget Adjustment Recommendations feature to prepare a proposal for a new client, showcasing how insights from previous events can enhance budgeting accuracy.

Given the planner inputs past expenditure data into the system, When they request budget adjustment recommendations, Then the system should output a clear summary of recommended budget changes linked to past performance metrics.

Use Case 4: After hosting multiple events, a planning team uses the Budget Adjustment Recommendations feature to analyze the impact of their budget strategies and validate their effectiveness.

Given that the team reviews the results from several past events, When they assess the suggested budget adjustments, Then the system should correlate suggested changes with specific past performance metrics to demonstrate potential cost savings for future events.

Use Case 5: A nonprofit organization reviews its event spending using the Budget Adjustment Recommendations to identify cost-saving opportunities for their next fundraising event.

Given the nonprofit reviews its expense history, When they generate the budget adjustment report, Then the system should highlight at least three specific cost-saving recommendations based on previous expenditure patterns.

Use Case 6: An event management company prepares for a client meeting by reviewing the Budget Adjustment Recommendations to present optimized budgeting strategies for upcoming events.

Given the company has past financial data available, When they generate the budgeting recommendations report, Then the system should provide a comprehensive list of actionable adjustments and a summary of the expected impact on future budgets.

Visual Budget Dashboard

User Story: As an event planner, I want to have a visual dashboard that clearly displays my budget performance metrics so that I can quickly assess and understand the financial health of my event after it concludes.
Description: The Visual Budget Dashboard requirement will create an interactive, user-friendly interface that displays the budget performance in real-time post-event through charts and graphs. This dashboard will provide a visual representation of how the expenses aligned with the planned budget, highlighting variances in a clear and intuitive manner. It will enhance the user's ability to quickly grasp financial insights and make data-driven decisions in a more digestible format, ultimately increasing user engagement with the budgeting tools.
Acceptance Criteria: User reviews the post-event budget performance using the Visual Budget Dashboard to compare planned versus actual expenditures.

Given the user has completed an event and accessed the Visual Budget Dashboard, when they select the specific event, then the dashboard displays a clear chart comparing planned versus actual expenditures with visually distinct colors for each category.

User examines variances in expenditures displayed in the Visual Budget Dashboard after an event.

Given the user interacts with the Visual Budget Dashboard, when they hover over any section of the expenditure graph, then a tooltip appears showing the exact amount of the planned budget and the actual expenditure for that category.

User wants to assess the overall financial health of their event after reviewing the post-event budget.

Given the user has accessed the Visual Budget Dashboard, when they view the summary section, then the dashboard presents an overall percentage of budget variance (planned vs actual) prominently at the top of the interface.

User wants to identify areas for improvement in future budgeting based on the insights provided by the Visual Budget Dashboard.

Given the dashboard displays post-event data, when the user selects the 'Insights' option, then they are presented with a summary of the top three areas where variances were highest, along with actionable recommendations for future budgeting.

User utilizes the Visual Budget Dashboard to generate a report of budget performance for stakeholders.

Given the user is on the Visual Budget Dashboard, when they click on the 'Generate Report' button, then a downloadable PDF report is created that includes all charts, expenditure data, and insights from the dashboard.

Post-Event Reporting Tool

User Story: As an event planner, I want a tool that generates a holistic report of budget performance post-event so that I can effectively communicate the financial outcomes to my stakeholders.
Description: The Post-Event Reporting Tool requirement entails the development of a comprehensive reporting function that compiles all budget performance data into a detailed report that can be shared with stakeholders. This tool will not only summarize budget adherence but also include insights, metrics, and recommendations from the previous features. The end-of-event report will serve as a formal document for accountability and review, allowing teams to present findings effectively to executives or sponsors, ultimately enhancing transparency.
Acceptance Criteria: Generating a Post-Event Report for Stakeholders

Given that the Post-Event Reporting Tool is used, when the user selects the budget performance data for the event, then the system generates a comprehensive report detailing planned versus actual expenditures along with insights and recommendations.

Sharing the Post-Event Report with Team and Executives

Given that a report is generated, when the user chooses to share the report with stakeholders, then the system successfully sends the report via email to the selected contacts listed.

Reviewing Metrics in the Post-Event Report

Given that a report has been generated, when the user views the report, then the metrics such as total budget variance, total savings, and areas for improvement should be clearly displayed and easily interpretable.

Updating Budget Performance Insights

Given that the report is generated, when the user updates any budget performance data, then the changes should automatically reflect in the report without the need to regenerate the report.

Accessing Archived Post-Event Reports

Given that reports are generated for multiple events, when the user accesses the archive section, then they should be able to retrieve any historical post-event report by selecting the event date or title.

Filtering Insights for Specific Stakeholders

Given that a report is generated, when the user applies filters based on stakeholder roles, then the system should display only the relevant insights and metrics tailored to the selected stakeholder group.

Exporting the Post-Event Report to PDF

Given that a report has been generated, when the user initiates the export function, then the report should be exported successfully to a PDF format without loss of any data.

Challenge Creator

This tool empowers event planners to design and implement customized challenges that attendees can participate in throughout the event. These challenges can vary from trivia quizzes to photo scavenger hunts, enabling planners to promote interaction among participants. By offering rewards for completing challenges, attendees are motivated to engage more actively in the event, fostering a lively atmosphere and promoting networking.

Requirements

Challenge Customization

User Story: As an event planner, I want to customize challenges for my event so that attendees are motivated to engage actively and network with each other.
Description: The Challenge Customization requirement allows event planners to design and tailor challenges to fit the themes and objectives of their events. This includes options for selecting challenge types (e.g., quizzes, scavenger hunts), defining rules and parameters, and customizing difficulty levels. By enabling planners to forge personalized challenges, this requirement enhances participant engagement and promotes networking opportunities throughout the event. It will integrate seamlessly with the EventCraft platform, leveraging its existing scheduling and attendee management functionalities to create a cohesive event experience.
Acceptance Criteria: Challenge Type Selection by Event Planners

Given an event planner is creating a challenge, when they select the challenge type from a provided list, then the system should display the corresponding customization options for that challenge type.

Customizing Challenge Rules and Parameters

Given an event planner is editing a challenge, when they input rules and parameters for the challenge, then the system should save these specifications accurately and reflect them in the challenge details.

Setting Difficulty Levels for Challenges

Given an event planner is setting the difficulty level of a challenge, when they choose a level (e.g., easy, medium, hard), then the system should update the challenge information to include this difficulty level and provide appropriate feedback to the planner.

Reviewing Summary of Customized Challenges

Given an event planner completes the customization of a challenge, when they review the challenge summary, then the system should display all selected options, including challenge type, rules, parameters, and difficulty level without any errors.

Integrating Challenges with Event Schedule

Given an event planner has created a challenge, when they link the challenge to a specific time slot in the event schedule, then the system should reflect this link in the event timeline and notify attendees accordingly.

Testing Challenge Engagement Features

Given an event is ongoing, when attendees participate in a challenge, then the system should track participation rates and provide real-time updates to the event planner on engagement levels.

Real-Time Leaderboard

User Story: As an attendee, I want to see my performance on a leaderboard so that I can gauge my progress and strive to be the best at the event challenges.
Description: The Real-Time Leaderboard requirement provides instant feedback on attendee performance in challenges. It will display rankings based on challenges completed, points earned, and rewards achieved. This feature fosters a sense of competition among attendees and encourages continuous participation throughout the event. The leaderboard will be integrated into the EventCraft interface, allowing planners to update challenge results easily and ensuring attendees can view their standings in real time. This boosts engagement and adds an exciting dynamic to challenge participation.
Acceptance Criteria: Display the Real-Time Leaderboard during an event with multiple challenges and participants, allowing all attendees to view their current standings based on completed challenges.

Given the event is active, when an attendee opens the Real-Time Leaderboard, then they should see their position, points earned, and rewards won updated in real-time.

Enable event planners to update challenge results on the leaderboard seamlessly during the event, ensuring that the displayed data reflects the most current participant performance.

Given a planner has access to the leaderboard, when they update challenge results, then the leaderboard should refresh automatically to display the updated standings within 5 seconds.

Allow attendees to filter the leaderboard by different criteria, such as most points earned, challenges completed, or rewards achieved, enhancing their engagement and motivation during the event.

Given the leaderboard is displayed, when an attendee selects a filter option, then the leaderboard should rearrange based on the selected criteria and update the displayed standings accordingly.

Integrate the Real-Time Leaderboard into the EventCraft interface, ensuring it is accessible from multiple devices (desktop and mobile) so that all attendees can view their standings.

Given the event is being accessed on any device, when an attendee navigates to the leaderboard section, then the layout and visibility should remain consistent and user-friendly across all devices.

Provide a rewards mechanism linked to the leaderboard for attendees who reach certain ranks, ensuring they are notified about their achievements and rewards.

Given an attendee achieves a top rank on the leaderboard, when the ranking is updated, then the attendee should receive a notification stating their new rank and any associated rewards they have earned.

Reward System Integration

User Story: As an event planner, I want to implement a reward system for challenges so that attendees feel incentivized to participate and engage with each other.
Description: The Reward System Integration requirement enables event planners to set up a system of rewards linked to challenge participation. This includes defining types of rewards (e.g., badges, physical prizes, discounts), criteria for earning them, and methods of distribution. The integration with the EventCraft platform ensures that rewards are seamlessly incorporated, encouraging participants to engage with challenges and enhancing overall event experience. This system fosters friendly competition and motivates attendees to maximize their event experience through active participation.
Acceptance Criteria: Reward Types Definition

Given an event planner is logged into EventCraft, when they navigate to the 'Reward System Integration' section, then they should be able to define at least three different types of rewards such as badges, physical prizes, and discounts.

Earning Criteria Specification

Given an event planner is setting up a challenge, when they specify the criteria for earning rewards, then they should be able to create conditions that include completion of challenges, points earned, or levels achieved.

Reward Distribution Methods

Given an event planner has created a reward system, when they set up distribution methods, then they should be able to choose from at least two options such as immediate awarding upon challenge completion or at the end of the event.

Integration with Challenge Participation

Given a participant participates in a challenge, when they meet the defined earning criteria, then they should receive their reward automatically through the EventCraft platform.

Reporting on Rewards Earned

Given an event planner wants to evaluate engagement, when they access the reporting feature, then they should be able to view a detailed report on rewards earned by participants across all challenges.

Notification System for Reward Redemption

Given a participant has earned a reward, when they go to redeem it, then they should receive a notification via email and in-app messaging detailing how to redeem their reward.

Challenge Analytics Dashboard

User Story: As an event planner, I want to access analytics on challenge performance so that I can evaluate their impact and improve future events.
Description: The Challenge Analytics Dashboard requirement provides planners with insights into the effectiveness of the challenges through analytics and reports. This feature will capture data such as participation rates, completion times, attendee feedback, and engagement metrics. The dashboard will allow planners to evaluate the impact of the challenges and adapt future events based on these insights to better meet attendee needs. This analytical component supports continuous improvement and enhances the overall effectiveness of event engagement strategies.
Acceptance Criteria: As an event planner, I want to view real-time data on participation rates for each challenge during the event to assess attendee engagement dynamically.

Given the Challenge Analytics Dashboard is loaded, when I select a specific challenge, then I should see the participation rate as a percentage displayed prominently in real-time.

As an event planner, I wish to receive a report after the event detailing the completion times for each challenge to analyze how quickly attendees engage with the activities.

Given the event has concluded, when I generate a report from the Challenge Analytics Dashboard, then the report should include average completion times for each challenge.

As an event planner, I need to filter analytics data by date range so that I can evaluate the performance of challenges over specific events or time periods.

Given the Challenge Analytics Dashboard, when I apply a date range filter and refresh the data, then the dashboard should update to display analytics only for challenges active within that date range.

As an event planner, I would like to see attendee feedback on challenges to identify areas for improvement and gauge overall satisfaction.

Given I access the Challenge Analytics Dashboard, when I navigate to the feedback section, then I should see a compiled list of attendee comments and satisfaction ratings for each challenge.

As an event planner, I want to compare the effectiveness of multiple challenges side by side using key engagement metrics to inform future event strategies.

Given the Challenge Analytics Dashboard, when I select multiple challenges for comparison, then the dashboard should display a side-by-side comparison including metrics like participation rates, completion times, and feedback ratings.

As an event planner, I want to export the analytics data in various formats (CSV, PDF) for reporting purposes to stakeholders after the event.

Given I am viewing the Challenge Analytics Dashboard, when I choose the export option, then I should be able to download the data in both CSV and PDF formats without errors.

Social Media Sharing Capability

User Story: As an attendee, I want to share my achievements from event challenges on social media so that I can celebrate my victories and connect with others who attended the event.
Description: The Social Media Sharing Capability requirement allows attendees to share their challenge experiences and achievements on social media platforms directly from the EventCraft interface. This feature will include options to post updates about completed challenges, leaderboard rankings, and rewards won. By facilitating social sharing, this requirement enhances the event's visibility and fosters community engagement beyond the event itself, encouraging ongoing interaction among attendees and promoting the event to wider audiences.
Acceptance Criteria: Attendee shares a completed challenge immediately after finishing it during an event.

Given an attendee has completed a challenge, when they click the 'Share on Social Media' button, then a pop-up with sharing options appears showing platforms like Facebook, Twitter, and Instagram.

Attendee wants to post their leaderboard ranking at the end of an event.

Given the attendee is on the leaderboard page, when they select the 'Share Your Ranking' option, then a post preview appears with options to customize the message before sharing it.

Attendee successfully shares a challenge reward on social media after the event concludes.

Given the attendee has won a challenge reward, when they initiate a share from the rewards page, then the post includes the reward information and a link back to the event details page.

Event planner wants to promote social media sharing of challenges throughout the event.

Given the planner accesses the event dashboard, when they enable the 'Social Sharing' feature for challenges, then all attendees receive a notification prompting them to share their activities on social media.

Attendee wants to edit their social media sharing message before posting.

Given the attendee is in the sharing pop-up, when they click 'Edit Message,' then they are able to modify the text of their social media post before finalizing the share.

At the end of the event, attendees reflect on their social sharing experience.

Given that the event has concluded, when attendees access the 'My Shares' section, then they can see a log of all their social media posts related to the event with engagement metrics.

Multi-Language Support

User Story: As an international attendee, I want the challenge instructions available in my language so that I can fully understand and participate in the event activities.
Description: The Multi-Language Support requirement ensures that the Challenge Creator feature can be accessed and utilized by a diverse audience by offering multiple language options. This includes translating challenge prompts, rules, and interface elements into various languages. This caters to an international audience, making the platform inclusive and promoting participation among attendees from different linguistic backgrounds. By enhancing accessibility through language support, EventCraft can broaden its user base and improve the overall event experience.
Acceptance Criteria: As an event planner, I want to create a trivia challenge that can be accessed in multiple languages, so that attendees who speak different languages can participate equally.

Given the Challenge Creator is opened in a supported language, when I create a trivia challenge with prompts in that language, then the challenge prompts and rules must display correctly in the selected language.

As an attendee, I want to participate in a photo scavenger hunt that has instructions and clues in my native language to ensure I understand all requirements.

Given the photo scavenger hunt is created using the Challenge Creator, when I select my preferred language, then all instructions and clues must be accurately translated and displayed in that language.

As an event manager, I want to ensure the Challenge Creator's interface and options are presented in various languages to facilitate ease of use for diverse users.

Given the language settings can be adjusted, when a user selects a different language from the settings menu, then the entire interface including buttons, labels, and menus must update to reflect the selected language.

As an event organizer, I want to check if non-English languages are fully supported in the Challenge Creator feature to enhance accessibility.

Given the Challenge Creator allows for multilingual input, when I create a challenge using non-English characters, then the system must accept and properly display those characters without errors.

As an attendee with limited English proficiency, I want to receive notifications about challenge updates in my preferred language to stay informed about the event.

Given a challenge update occurs, when attendance is logged from users who selected a specific language, then all notifications regarding the challenge updates must be sent and displayed in that selected language.

Leaderboard Display

Integrating a real-time leaderboard within the event platform allows attendees to see their progress in gamified activities. By displaying top scorers and highlighting accomplishments, this feature ignites healthy competition among participants and encourages them to engage with the event content more fully in pursuit of points. This visibility enhances the excitement of participation and sustains engagement throughout the event.

Requirements

Real-time Scoring Updates

User Story: As an attendee, I want to see real-time updates of my scores on the leaderboard, so that I can gauge my performance and compete with others during the event.
Description: The leaderboard display must show real-time scoring updates from gamified activities, allowing attendees to see their current status instantly. This feature benefits users by providing immediate feedback on their performance, fostering a competitive spirit, and encouraging increased participation. Integration with the event's activity tracking system is crucial for accuracy and timeliness of updates, ensuring that participants are motivated to engage in activities and strive for top positions on the leaderboard.
Acceptance Criteria: Displaying real-time updates for a gamified scavenger hunt where attendees can earn points by completing specific tasks during the event.

Given an attendee participates in the scavenger hunt, when they complete a task, then their score should be updated within 5 seconds on the leaderboard.

Updating scores for trivia game participants who answer questions correctly in real time during the event.

Given a trivia question is answered correctly, when the score is updated, then the leaderboard reflects the new position of that attendee within 3 seconds.

Ensuring that attendees can view their personalized scores and ranks on the leaderboard during a competition-based session, such as a hackathon.

Given an attendee accesses the leaderboard page, when the page loads, then their individual score and rank must display accurately along with the top 5 scorers.

Allowing event organizers to initiate a manual score update if there is an identified delay in the automatic scoring system during the activity.

Given an organizer selects the option to manually refresh scores, when they confirm the action, then all attendee scores must be updated and reflected on the leaderboard immediately.

Syncing scores across multiple devices used by attendees during the event, ensuring all devices display the same leaderboard information.

Given an attendee logs in from a different device, when they access the leaderboard after completing an activity, then the scores should match the previous device's display without discrepancies.

Filtering the leaderboard by activity categories to allow attendees to see scores specifically related to certain gamified events they participated in.

Given an attendee selects a specific gamified activity category from the filter options, when the leaderboard is refreshed, then only scores related to that category should be visible.

Top Scorers Highlight

User Story: As an event planner, I want to feature top scorers on the leaderboard, so that I can acknowledge high achievers and encourage participants to aspire to those scores.
Description: This requirement mandates the leaderboard to visually highlight the top scorers, showcasing their names and scores prominently. By emphasizing achievements, this feature not only recognizes and rewards participation but also motivates other attendees to improve their scores. The integration of user profiles will allow personalization of this feature, where attendees can see their ranks relative to others, enhancing the overall competitive experience at the event.
Acceptance Criteria: Top scorers' names and scores are displayed prominently on the leaderboard during the event, allowing attendees to view their ranking in real-time as they participate in gamified activities.

Given that the event is in progress, when attendees access the leaderboard, then the top scorers should be visually highlighted, showing their names and scores at the top of the leaderboard section.

Attendees can view their ranks relative to the top scorers on a personalized basis, providing motivation to improve their performance throughout the event.

Given that an attendee is logged in, when they access their profile, then they should see their current rank in relation to the top scorers highlighted on the leaderboard.

The leaderboard updates dynamically to reflect changes in scores and rankings as attendees earn points during the event.

Given that an attendee earns points, when their score is updated, then the leaderboard should refresh automatically to show the updated scores and rankings of top scorers without requiring a page refresh.

The leaderboard includes an option for attendees to filter or sort the scores based on various criteria, such as points earned, time of ranking, and individual vs. team achievements.

Given that the leaderboard is displayed, when an attendee selects a filter option, then the leaderboard should sort the displayed scores according to the selected criteria in real-time.

Immediate notifications are sent to attendees when they enter the top scorers' ranks, enhancing engagement and excitement during the event.

Given that an attendee's score surpasses the threshold to enter the top scorers’ list, when this change occurs, then they should receive an instant notification alerting them of their improved status.

The visual design of the leaderboard is accessible and visually distinct, ensuring that highlighted top scorers stand out for all attendees to quickly identify.

Given that the leaderboard is displayed, when viewed by attendees, then the top scorers' section should be clearly distinguishable through color contrast and font styling appropriate for supporting accessibility standards.

Customizable Leaderboard View

User Story: As an attendee, I want to customize the leaderboard view to focus on my team's performance, so that I can better track my group's progress in the competition.
Description: The leaderboard should offer a customizable view, allowing users to filter score displays by different criteria, such as teams, individuals, or categories of activities. This flexibility enables attendees to focus on the competition aspects they find most relevant, enhancing their engagement with the event. This requirement will integrate with user preferences, remembering past selections for seamless access each time they log in during the event.
Acceptance Criteria: Users can select and view the leaderboard filtered by individuals during a networking event.

Given a logged-in user at the event, When the user selects the 'Individuals' filter, Then the leaderboard displays only individual scores and rankings.

Users can switch between viewing different leaderboards such as teams and categories during ongoing events.

Given a user on the leaderboard page, When the user selects a filter for 'Teams' and then selects 'Categories,' Then the leaderboard updates to show both team scores and category-based scores accurately without errors.

The leaderboard maintains user preferences between logins for seamless use.

Given a user has previously selected 'Teams' as their filter, When the user logs back in, Then the leaderboard displays the last selected filter as 'Teams' without requiring the user to reselect it.

The leaderboard updates in real-time to reflect participant score changes during the event.

Given an active event with participants competing, When a participant earns new points, Then the leaderboard updates to display the new scores within 5 seconds of the points being awarded.

Users can filter the leaderboard based on specific categories of activities during the event.

Given a user on the leaderboard page, When the user selects the 'Activities' filter and chooses a specific category, Then the leaderboard displays only scores related to that chosen category accurately.

The leaderboard interface is user-friendly and intuitive for all participants.

Given a user with varying levels of tech-savviness, When the user interacts with the leaderboard interface, Then the user can easily understand how to filter and view their desired leaderboard options without assistance.

Leaderboard Analytics Integration

User Story: As an event organizer, I want to access analytics from the leaderboard, so that I can understand participant engagement and improve future events based on data-driven insights.
Description: This feature entails integrating advanced analytics capabilities into the leaderboard, allowing event organizers to analyze participation trends and scoring patterns. By capturing and visualizing data related to attendee engagement and activity performance, organizers can improve future events based on these insights. This analytics integration would function alongside the leaderboard, providing a comprehensive view of engagement metrics.
Acceptance Criteria: Displaying Real-Time Scoring Data to Participants

Given the leaderboard integration is functioning, when participants log in to the event platform, then they should see their current score and ranking updated in real-time without requiring a page refresh.

Analytics Dashboard for Event Organizers

Given the analytics integration is complete, when event organizers access the dashboard, then they should be able to view participant engagement metrics including total points earned, activities completed, and leaderboard standings for the entire event.

Historical Data Analysis Post-Event

Given that the event has concluded, when data analytics is accessed, then event organizers should be able to extract a report detailing engagement trends, top activities, and participation rates to inform future event planning.

Filtering Options for Engagement Metrics

Given the leaderboard features advanced analytics, when event organizers use the filtering options, then they should be able to view data segmented by event sessions, participant roles, or individual activities.

Notification System for Score Updates

Given that participants are actively engaging in gamified activities, when they earn points or change rank, then they should receive real-time notifications to enhance their engagement.

Visual Representation of Score Trends

Given the integration of analytics data, when event organizers view engagement metrics, then they should see visual representations (charts/graphs) of scoring trends over the course of the event.

User Experience for Analytics Access

Given the analytics integration, when an event organizer navigates to the analytics section, then the layout should be user-friendly, showcasing key metrics without the need for advanced technical skills.

Gamification Notifications

User Story: As an attendee, I want to receive notifications when I achieve a new milestone on the leaderboard, so that I can celebrate my accomplishments and stay motivated to participate further in the event.
Description: The leaderboard display must include a notification system to inform participants of milestones reached, such as earning a new badge or surpassing a score threshold. This requirement enriches the participant experience by providing tangible goals and acknowledgments throughout the event. These notifications must be timely and should seamlessly integrate with both the leaderboard and personal user profiles to enhance the feeling of achievement.
Acceptance Criteria: Gamification notifications trigger when a participant reaches a new score threshold during an event, ensuring real-time updates and engagement.

Given a participant achieves a new score threshold, when the score is updated, then the system sends a notification to the participant's profile and displays it on the leaderboard.

A participant earns a new badge for completing specific gamified activities, prompting an automatic acknowledgment through notifications.

Given a participant completes all required tasks for a badge, when the badge is awarded, then the participant receives a notification detailing the badge and how it contributes to their overall score.

Participants can view their past notifications about achievements or milestones, allowing them to track their progress over time.

Given a participant accesses their user profile, when they navigate to the notifications section, then they should see a history of all notifications related to badges and score milestones.

Notifications about achievements should be visually distinct and time-sensitive, drawing attention immediately when new milestones are reached.

Given a new achievement notification is triggered, when a participant receives it, then the notification should be highlighted and timestamped for immediate visibility on the event platform.

Notifications should include clear call-to-action elements that guide participants to view their progress on the leaderboard.

Given a participant receives a milestone notification, when they click on the notification, then they are redirected to their ranking on the leaderboard with a summary of their achievements.

Notifications are sent out during the event in a timely manner, ensuring participants do not miss key updates.

Given a participant reaches a milestone while the event is ongoing, when the milestone is recorded, then the notification should be sent within 1 minute of the event trigger.

The integration of notifications into the leaderboard and user profiles should be seamless and maintain system performance without delays.

Given the notification system is functioning, when multiple participants achieve milestones simultaneously, then the system should process and send notifications without noticeable lag or system slowdowns.

Networking Bingo

A fun twist on traditional networking, this interactive bingo card assigns tasks such as meeting specific people, discovering interesting facts, or participating in discussions. Attendees can complete rows to win prizes or recognition, encouraging them to mingle and explore the event more thoroughly. This feature not only fosters networking but also makes it a memorable and enjoyable experience.

Requirements

Interactive Task Assignment

User Story: As an event organizer, I want to create customizable bingo cards for attendees so that they can engage more actively with each other and have fun while networking.
Description: The Interactive Task Assignment requirement allows the event organizer to create customizable bingo cards with specific networking tasks. Each task can be tailored to the event's objectives and attendees, enhancing the networking experience and making it more engaging. The cards will be digitally accessible via the EventCraft platform, enabling attendees to easily view and track their progress. This functionality promotes active participation, encourages mingling, and fosters connections among attendees by directing their interaction towards completing tasks that involve meeting new people or engaging in meaningful conversations. The requirement also integrates with the event's existing scheduling and attendee management features, ensuring a cohesive experience.
Acceptance Criteria: Event organizers can create custom bingo cards that contain networking tasks relevant to the attendees and the event objectives.

Given that an event organizer is logged into the EventCraft platform, when they navigate to the Networking Bingo feature and click 'Create Bingo Card', then they should be able to add, edit, or remove tasks and save the custom bingo card successfully.

Attendees can access their personalized bingo cards through the EventCraft mobile or web application.

Given that an attendee is logged into the EventCraft platform during the event, when they navigate to the Networking Bingo section, then they should see their personalized bingo card with assigned tasks displayed clearly.

Attendees can mark tasks as completed on their bingo cards in real-time during the event.

Given that an attendee is viewing their bingo card on the EventCraft platform, when they click on a completed task, then the task should be marked as completed, visually updated on their card, and a confirmation message should be displayed.

Event organizers can set thresholds for rewards based on task completion on bingo cards.

Given that an event organizer is setting up a prize structure for the Networking Bingo, when they determine and apply criteria for winning (e.g., completing one row), then those thresholds should be saved and reflected in the event details for attendees to see.

Tracking of attendee engagement and completion of tasks on bingo cards is available for event organizers.

Given that the event is active, when the event organizer checks the analytics dashboard, then they should be able to view statistics about task completion rates and attendee participation in Networking Bingo.

Notifications to remind attendees to complete tasks on their bingo cards are sent out throughout the event.

Given that the event is in progress, when a specified time interval is reached, then notifications should be sent to all attendees reminding them to check their bingo cards for any tasks they have not yet completed.

Prizes and Recognition Management

User Story: As a participant, I want to earn prizes for completing tasks on my bingo card so that I feel motivated to engage more with others during the event.
Description: The Prizes and Recognition Management requirement allows event organizers to define and manage a system for rewarding attendees who complete specific tasks or achieve certain milestones on their bingo cards. Organizers can set various prizes that can include gifts, recognitions, or certificates. This feature will be integrated within EventCraft, allowing easy tracking of completed tasks and associated rewards for participants. By incentivizing task completion, this requirement enhances attendee motivation and engagement, transforming a simple networking activity into a competitive and enjoyable event experience, ultimately leading to increased participation and satisfaction.
Acceptance Criteria: As an event organizer, I want to set up various prizes for attendees who complete tasks on their Bingo cards, so I can incentivize participation and enhance the event experience.

Given that I am logged into the EventCraft platform, when I navigate to the Networking Bingo settings and select 'Manage Prizes', then I should be able to add, edit, and delete prize entries with a name, description, and allocation methods.

As an event organizer, I want to track attendees' progress on their Bingo cards, so that I can determine who is eligible for prizes based on task completion.

Given that attendees have checked off tasks on their Bingo cards, when I view the aggregated task completion report, then I should see a list of attendees and the tasks they have completed along with their eligibility for prizes.

As an event organizer, I want to notify attendees when they qualify for a prize after completing specific tasks, so that they feel recognized and motivated to continue engaging.

Given that an attendee has completed a task that qualifies them for a prize, when I trigger a notification through the EventCraft system, then the attendee should receive a congratulatory message along with information about how to claim their prize.

As an event organizer, I want to customize prize types for different tasks on the Bingo card, to ensure a varied and appealing reward system for attendees.

Given that I am in the prize management section, when I create a new Bingo task, then I should have the option to assign a specific prize type to that task.

As an event organizer, I want to analyze the effectiveness of the prizes in motivating attendees, so that I can make data-driven decisions for future events.

Given that the event is complete, when I access the event analytics dashboard, then I should see metrics on task completion rates correlated with prize redemption rates.

As an event organizer, I want to provide clear guidelines on how attendees can qualify for prizes, to avoid confusion and ensure fair play.

Given that I am editing the event information, when I add a section on prizes and recognition, then the information should specify task requirements and prize types clearly and be accessible to all attendees.

Real-time Progress Tracker

User Story: As a participant, I want to track my progress on the bingo card in real-time so that I can stay engaged and motivated throughout the event.
Description: The Real-time Progress Tracker requirement provides attendees with a digital interface to monitor their progress on completing tasks in real-time during the event. This feature will allow users to mark tasks as completed, visualize their progress towards completing rows, and receive instant updates on their standing relative to prize eligibility. This enhances engagement, as attendees can see how they are performing compared to others, driving a sense of competition and interaction that can lead to increased networking opportunities among participants. Additionally, organizers can track overall engagement metrics through an integrated dashboard.
Acceptance Criteria: Attendees access the Real-time Progress Tracker through the EventCraft platform after checking in at the event. They can view their personalized bingo card with available tasks and their completion status. As they complete tasks, they receive notifications and can see real-time updates on their progress.

Given an attendee has logged into the EventCraft platform and accessed the networking bingo feature, when the attendee marks a task as completed, then the Real-time Progress Tracker should reflect the updated status of the task immediately and display the overall progress in percentage.

An attendee completes a row on their bingo card and becomes eligible for a prize. The Real-time Progress Tracker notifies the attendee of their achievement and updates their position on the leaderboard.

Given an attendee has completed a full row of tasks, when the tasks are marked as completed, then the Real-time Progress Tracker should trigger a notification to the attendee and automatically update the leaderboard to reflect their new standing.

During the event, the organizers want to review engagement metrics for attendees using the Real-time Progress Tracker. They access the integrated dashboard to evaluate overall participation and completion rates.

Given the organizers access the integrated dashboard during the event, when they view the Real-time Progress Tracker metrics, then the dashboard should display the number of tasks completed by all attendees and provide insights into average completion rates and engagement levels.

An attendee encounters an issue where their completed tasks are not reflecting on the Real-time Progress Tracker. They seek support from the event's help desk to resolve this.

Given an attendee reports an issue with their Real-time Progress Tracker, when the support team investigates the reported problem, then the support team should be able to verify and rectify the data to ensure accurate task completion is reflected without delay.

After the event concludes, organizers review data collected through the Real-time Progress Tracker to improve future events. They analyze trends in task completion and attendee interaction.

Given the event has concluded, when the organizers generate a report from the Real-time Progress Tracker, then the system should provide a comprehensive summary of task completion rates and participant engagement metrics to inform future planning.

Feedback Collection Mechanism

User Story: As an event organizer, I want to collect feedback from attendees after the event to understand their experience with the Networking Bingo and improve future iterations.
Description: The Feedback Collection Mechanism requirement enables organizers to gather feedback from attendees regarding the Networking Bingo experience. This can include ratings, comments, and suggestions for improvement. By integrating this feedback feature into EventCraft, organizers can access valuable insights post-event, helping to refine future events and enhance the networking experience. Gathering feedback demonstrates commitment to continuous improvement and participant satisfaction, providing a solid basis for future enhancements.
Acceptance Criteria: Attendee submits feedback after participating in Networking Bingo.

Given an attendee has completed the Networking Bingo game, when they navigate to the feedback section and rate their experience, then their feedback should be successfully submitted and recorded in the system.

Organizer reviews collected feedback from attendees post-event.

Given the event has concluded, when the organizer accesses the feedback report for Networking Bingo, then they should see an aggregated summary of ratings and comments from all attendees.

Attendee submits feedback including suggestions for improvement.

Given an attendee has participated in Networking Bingo, when they provide a comment outlining suggestions for improvement, then this comment should be saved and made available in the feedback report for organizers.

Feedback collection form is accessible to all attendees after the event.

Given the event has ended, when an attendee logs into EventCraft and navigates to the Networking Bingo section, then they should see a feedback collection form available for submission.

Feedback recognition system for top-rated experiences.

Given feedback has been collected, when the organizer accesses the feedback data, then they should be able to identify and recognize the top-rated experiences from the Networking Bingo event based on attendee ratings.

Timely prompts for feedback submission to attendees.

Given an attendee's participation in the Networking Bingo, when the event ends, then they should receive a notification prompt within 24 hours to provide their feedback.

Social Media Sharing Options

User Story: As a participant, I want to share my achievements and progress from the Networking Bingo on social media so that I can celebrate my experience and inspire others to join future events.
Description: The Social Media Sharing Options requirement provides attendees with the ability to share their bingo card progress and networking achievements on social media platforms. This feature integrates with major social media channels and allows participants to promote their experiences, encouraging others to engage with the event. By facilitating sharing, this can enhance the event's visibility and possibly attract future attendees, as well as strengthen community building among participants by connecting them through shared experiences.
Acceptance Criteria: Social Media Sharing Functionality for Event Attendees

Given an attendee has completed a row on the Networking Bingo card, when they select the option to share their progress on social media, then a pre-populated post should appear allowing them to share their completion and tag the event.

Integration with Major Social Media Platforms

Given the social media sharing feature is active, when an attendee attempts to share their bingo progress, then the system should allow sharing on at least three major platforms (Facebook, Twitter, LinkedIn) seamlessly.

Tracking Engagement from Shared Posts

Given an attendee shares their bingo progress on social media, when the linked post is clicked by another user, then the system should track and report the engagement and interactions generated from this post.

Customization of Shareable Content

Given an attendee accesses the social media sharing feature, when they select to share their progress, then they should have the option to customize the message and select hashtags related to the event.

Visual Feedback on Successful Shares

Given an attendee has shared their bingo progress on social media, when the share is confirmed successful, then a visual confirmation (such as a toast message) should display, confirming the successful share.

Privacy Settings for Social Media Sharing

Given an attendee is in the process of sharing their progress, when they interact with the sharing options, then they should be able to select privacy settings (public, friends only) for their post before sharing.

Monitoring Share Metrics via Event Dashboard

Given multiple attendees are sharing their bingo progress, when the event organizer reviews the analytics dashboard, then they should see metrics reflecting the number of shares, likes, and comments received across social media platforms.

Event Missions

Event planners can create a series of 'missions' that attendees can accomplish during the event, such as visiting booths, attending workshops, or answering quiz questions. Completing these missions provides participants with points or badges, culminating in a sense of achievement and enhancing their overall experience. This structured approach ensures a diverse engagement spectrum among attendees.

Requirements

Mission Creation Interface

User Story: As an event planner, I want to create customizable missions for attendees so that they can engage more actively during the event and have a structured way to earn rewards.
Description: This requirement involves the development of an intuitive user interface that allows event planners to easily create, modify, and manage event missions. The interface should support drag-and-drop functionality, enabling planners to customize missions by adding various tasks such as attending sessions, visiting booths, or answering quizzes. Integration with the existing EventCraft platform is crucial to ensure that missions are linked with participant profiles, progress tracking, and real-time updates, thereby enhancing user engagement and simplifying the planning process.
Acceptance Criteria: Event Planner Creating a New Mission within the Mission Creation Interface

Given the event planner is on the Mission Creation Interface, When they drag and drop a task onto the mission area, Then the task should be added to the mission list and displayed correctly with a summary of the task.

Event Planner Modifying an Existing Mission's Tasks

Given the event planner has selected an existing mission, When they choose to edit a task within that mission, Then the modified task details should be saved, and the changes should be reflected in the mission list immediately.

Event Planner Integrating Missions with Participant Profiles

Given the event planner has created missions, When a participant logs into their profile, Then they should see the assigned missions populated in their dashboard with status updates on task completion.

Event Planner Importing Pre-defined Mission Templates

Given the event planner is using the Mission Creation Interface, When they select the option to import a pre-defined mission template, Then the interface should display available templates, and upon selection, the tasks should populate into the current mission creation area accurately.

Event Planner Reviewing Mission Completion Status in Real-time

Given the event planner is on the event's dashboard, When attendees complete missions during the event, Then the planner should see updated completion statuses and participant points in real-time without needing to refresh the dashboard.

Event Planner Deleting a Mission from the Mission Creation Interface

Given the event planner has selected a mission they wish to delete, When they confirm the deletion, Then the mission should be removed from the mission list, and a confirmation message should be displayed to the event planner.

Event Planner Testing the Drag-and-Drop Functionality of the Mission Creation Interface

Given the event planner is using the drag-and-drop feature, When they attempt to reposition tasks within the mission list, Then the tasks should move to the new location without errors, maintaining the list's integrity.

Point System Functionality

User Story: As an attendee, I want to earn points for completing missions so that I can track my engagement and compete with others for rewards.
Description: This requirement specifies the implementation of a point system that rewards attendees for completing missions. It should track points in real-time, allowing participants to see their progress and compare it with peers. The system must also allow planners to set point values for each mission and determine if specific missions offer bonus points. It will encourage engagement among attendees and reinforce participation in various activities throughout the event.
Acceptance Criteria: Attendees can view their accumulated points on the EventCraft platform after completing missions during the event.

Given an attendee completes a mission, when they refresh their points view, then their total points should update to reflect the new total immediately.

Event planners can assign point values to different missions based on their importance and engagement level.

Given an event planner accesses the mission creation interface, when they create a mission, then they should be able to set and save a point value for that mission.

Participants can see a leaderboard comparing their points with their peers' points at the event.

Given multiple attendees have completed missions, when an attendee views the leaderboard, then they should see their rank compared to others based on total points.

Event planners can determine which missions award bonus points to encourage specific activities.

Given an event planner is setting up missions, when they select a mission for bonus points, then that mission should reflect a higher point value for completion on the platform.

Attendees receive notifications about their points and achievements after completing a mission.

Given an attendee completes a mission, when they check their notifications, then they should see a message indicating their total points and any badges earned.

Badge Recognition System

User Story: As an attendee, I want to earn badges for completing missions so that I can showcase my achievements and feel recognized for my participation.
Description: This requirement entails the creation of a dynamic badge recognition system that awards attendees with badges for completing missions. Badges can be digital collectibles showcased on user profiles, incentivizing participation and competition among attendees. The system should allow planners to customize badge designs and define milestones for badge acquisition, contributing to a gamified experience that enhances attendee interaction and satisfaction.
Acceptance Criteria: As an event planner using the EventCraft platform, I want to design a badge recognition system that allows me to create various badges for different missions, ensuring each badge has unique criteria for acquisition. This should be easy to navigate within the user interface to encourage frequent use by planners.

Given that I am logged into the EventCraft platform as an event planner, when I navigate to the badge customization section, then I should be able to create a badge with customizable fields such as design, name, and criteria for acquisition that are visually clear and distinct from one another.

As an attendee participating in an event, I want to receive notifications and updates about the badges I can earn by completing specific missions, ensuring that I am motivated to engage with the event activities.

Given that I am an attendee at the event, when I complete a mission, then I should receive a notification confirming that I have earned a badge, including details on the mission I completed and how it contributes to my overall points.

As an event participant, I want to showcase my earned badges on my profile, enabling me to share my achievements with other attendees, thus enhancing the competitive aspect of the event.

Given that I have successfully earned badges during the event, when I view my profile, then I should be able to see all my earned badges displayed clearly, allowing others to view my accomplishments easily.

As an event planner, I want to analyze data on badge acquisition rates to optimize future event missions based on participant engagement levels and feedback.

Given that I have an event with a set of missions and badges, when I access the analytics section, then I should be able to view data on how many attendees earned each badge, providing insight into mission effectiveness and areas for potential improvement.

As an event planner, I want to customize the badge design according to the theme of the event, so that the badges resonate with the overall branding and atmosphere of the event.

Given that I have access to the badge customization tool, when I choose a badge design template, then I should be able to modify colors, images, and text to align with the event's theme seamlessly.

As an event planner, I want to define the milestones for badge acquisition based on the difficulty or importance of missions, ensuring that badges are awarded proportionally to the efforts required.

Given that I am setting up missions for the event, when I create or edit a mission, then I should be able to define a point value or milestone level that determines when a badge is awarded, ensuring consistency across all missions.

Mission Progress Tracking

User Story: As an event planner, I want to see real-time progress statistics on mission completion so that I can adjust the event flow to maintain high attendee engagement.
Description: This requirement involves implementing a tracking system that allows both planners and attendees to monitor the progress of mission completion. This feature should provide real-time updates, enabling attendees to view which missions they've completed and the points or badges earned. It will also allow planners to gain insights into attendee engagement levels and make adjustments to missions as needed to maximize participation.
Acceptance Criteria: As an event planner, I want to create a tracking system for missions so that both I and the attendees can view the status of mission completions during the event.

Given that the missions are created, When attendees access the tracking system, Then they should see a list of missions with visual indicators for completed and pending missions.

As an attendee, I want to see my points and badges after completing missions to understand my engagement level during the event.

Given that an attendee completes a mission, When they refresh the tracking system, Then their points and badges should reflect the updates in real-time.

As an event planner, I want to monitor the overall engagement levels of attendees to adjust missions and encourage participation.

Given that the event is in progress, When I view the tracking system dashboard, Then I should see metrics that summarize total completed missions, participant engagement levels, and areas for improvement.

As an attendee, I want to receive notifications when I complete a mission so that I can be aware of my progress immediately.

Given that an attendee completes a mission, When the tracking system processes the completion, Then the attendee should receive a notification indicating the mission completion and any earned rewards.

As an event planner, I want to generate a report of mission completion statistics post-event to evaluate the overall success of attendee engagement.

Given the event has concluded, When I request a completion report from the tracking system, Then I should receive a detailed report including metrics such as total missions completed, badge distribution, and attendee participation rates.

As an attendee, I want to be able to filter and sort missions to prioritize which ones to complete based on my interests.

Given that multiple missions are available, When I access the filtering options in the tracking system, Then I should be able to filter missions by category, points, or completion status to assist in my planning.

Social Sharing Features

User Story: As an attendee, I want to share my mission achievements on social media so that I can celebrate my accomplishments and encourage others to participate in the event.
Description: This requirement focuses on enabling social sharing functionalities for attendees to share their achievements, points, and badges on social media platforms. By integrating sharing options into the EventCraft platform, attendees can promote their participation and engagement, which can serve as social proof and attract more attendees to future events. This feature is critical for enhancing the event's visibility and creating a sense of community among participants.
Acceptance Criteria: Attendees share their achievements on social media immediately after completing a mission during the event.

Given the attendee has completed a mission, when they click the 'Share' button on their achievement, then a popup should appear allowing them to select a social media platform to share their achievement and a preview of the content to be shared should be displayed.

Attendees receive notifications confirming their shared achievements on social media after clicking the share button.

Given the attendee shares their achievement on a social media platform, when the share is successful, then the attendee should receive a confirmation notification within the EventCraft platform indicating that their achievement was shared successfully.

Event organizers track the number of shares made by attendees on various social media platforms.

Given that social sharing is enabled, when organizers access the analytics dashboard, then they can see a report displaying the number of shares made on each social media platform along with the corresponding engagements (likes, comments, shares).

An attendee wants to edit the message before sharing their achievement on social media.

Given an attendee has clicked the 'Share' button, when they select a social media platform, then they should be presented with an editable text box to customize their sharing message before confirming the share.

Attendees can only share achievements after logging into their social media accounts through the EventCraft platform.

Given an attendee has completed a mission, when they try to share their achievement without being logged into a social media account, then they should be prompted to log in or connect their account before sharing.

Social sharing buttons should be visible and accessible on the achievement notification screen after a mission's completion.

Given an attendee has just completed a mission, when they view the achievement notification screen, then they should see social sharing buttons for all supported social media platforms prominently displayed.

Attendees can view their own and others' shared achievements on a public feed to foster community interaction.

Given that social sharing is enabled, when attendees navigate to the event's public feed, then they should see a list of shared achievements from all attendees, including associated badges and points, which should be clickable to view details.

Instant Rewards Program

This feature allows event planners to set up instant rewards for attendees who participate in gamified elements. Whether it’s discounts on merchandise, access to exclusive content, or entries into prize drawings, immediate rewards incentivize attendees to engage more actively in events, creating a more dynamic and enjoyable atmosphere.

Requirements

Reward Redemption Process

User Story: As an event attendee, I want to easily redeem my instant rewards so that I can quickly enjoy the benefits of my engagement without confusion.
Description: The Reward Redemption Process requirement defines the mechanism through which attendees can redeem their instant rewards. This includes the creation of a user-friendly interface that allows attendees to view available rewards, check their eligibility, and complete the redemption seamlessly. The system must ensure that rewards are reflected in real-time in the user's account and provide notifications of successful redemptions. This process enhances user engagement and satisfaction by making the rewards easily accessible, encouraging participation in event activities and driving overall involvement in the event.
Acceptance Criteria: Viewing Available Rewards

Given an attendee has logged into their account, when they navigate to the 'Rewards' section, then they should see a list of available rewards along with eligibility criteria and point costs for each reward.

Checking Reward Eligibility

Given an attendee is viewing their rewards, when they select a specific reward, then the system should display a message indicating whether they are eligible to redeem the reward based on their accumulated points and activity level.

Completing the Redemption Process

Given that an attendee has selected a reward they are eligible for, when they confirm their choice and submit the redemption request, then the system should process the request and display a confirmation message upon successful redemption.

Real-Time Update of Rewards Balance

Given an attendee has successfully redeemed a reward, when the redemption is confirmed, then the attendee's rewards balance should update in real-time to reflect the new total points available for future redemptions.

Receiving Notifications for Redemptions

Given an attendee completes a reward redemption, when the system processes the redemption request, then the attendee should receive a notification via email and/or in-app alert confirming the successful redemption.

Invalid Redemption Attempt

Given an attendee attempts to redeem a reward for which they are not eligible, when they submit the redemption request, then the system should display an error message explaining the reason for the invalid attempt.

Gamification Elements Tracking

User Story: As an event planner, I want to track which games and activities attendees engage with so that I can optimize future events based on participant interests and behaviors.
Description: The Gamification Elements Tracking requirement involves implementing a robust system for tracking attendee participation in gamified activities throughout the event. This system should capture data on various interactions, such as participation in games, quizzes, and other engagement activities, providing insights into which elements are most popular. This information is vital for event planners to design future events effectively and enhance attendee engagement by offering rewards that align with attendee interests and behaviors.
Acceptance Criteria: Gamification Elements Tracking during Live Events

Given an event with gamified elements, when an attendee participates in a quiz, then their participation is recorded in real-time, and the data reflects the number of participants for that particular quiz.

Gamification Elements Analytics Dashboard

Given event data, when an event planner accesses the analytics dashboard, then they should be able to view participation metrics, including the most popular gamification activities and the overall engagement rate.

Reward Distribution for Gamified Engagement

Given an attendee who participated in multiple gamified activities, when the participation thresholds are met, then the system automatically generates instant rewards and notifies the attendee via email.

Customization of Gamification Elements

Given a template for an upcoming event, when an event planner customizes gamified activities, then the changes should be reflected in the tracking system and available for attendee participation.

Integration with Event Registration System

Given an event with gamification features, when attendees register for the event, then their profiles should be linked to the gamification tracking system to ensure accurate data collection.

Feedback Collection on Gamification Effectiveness

Given an event concludes, when attendees receive a feedback survey, then the survey should include questions about their experience with gamified elements and their overall engagement.

Instant Reward Notifications

User Story: As an event attendee, I want to receive immediate notifications when I earn rewards so that I can feel motivated to participate more actively during the event.
Description: The Instant Reward Notifications requirement involves creating a system to send real-time notifications to attendees when they earn rewards. These notifications must be instant and delivered via the platform’s chosen communication channels, such as mobile apps, web alerts, or emails. By alerting attendees of their earned rewards promptly, the feature increases excitement and encourages further participation, ultimately driving a more vibrant event experience.
Acceptance Criteria: User receives an instant reward notification after completing a gamified task during the event.

Given the attendee has participated in a gamified task, when the task is successfully completed, then a notification should be sent to the attendee via their preferred communication channel.

Notifications are delivered within a specific timeframe after the reward is earned.

Given a reward is earned by the attendee, when the reward is processed, then the notification must be delivered within 5 seconds to ensure real-time engagement.

Attendees can customize their notification preferences for rewards.

Given that the attendee is logged in, when they access their notification settings, then they should be able to select their preferred communication channel and types of rewards notifications to receive.

An event planner can view a log of all notifications sent to attendees regarding instant rewards.

Given the event planner is logged in, when they access the notification center, then they should see a chronological log of all reward notifications sent to attendees, including timestamp and recipient details.

The system handles multiple notifications for an attendee without duplication.

Given the attendee completes several tasks that earn rewards, when the notifications are sent, then there should be no duplicate notifications for the same reward within a 5-minute window.

Notifications include actionable items for recipients, such as redeeming a reward.

Given a notification is sent for a reward earned, when the attendee receives the notification, then it should include a clear call-to-action to redeem the reward with a direct link or button.

The feature supports different languages for the notifications sent to international attendees.

Given an international attendee has their language preference set, when they earn a reward, then the notification received must be in the attendee's selected language.

Reward Value Configuration

User Story: As an event planner, I want to configure different types and levels of rewards so that I can tailor incentives to suit diverse attendee demographics and enhance engagement.
Description: The Reward Value Configuration requirement allows event planners to customize the value and type of rewards based on event themes and target audiences. This capability should include options for different reward tiers, such as small, medium, and large, enabling planners to tailor incentives that appeal to various attendee segments. This flexibility will enhance the effectiveness of the rewards program and improve attendee satisfaction by providing incentives that resonate with participants.
Acceptance Criteria: As an event planner, I want to set different reward tiers for a conference, allowing attendees to earn varying levels of rewards depending on their engagement.

Given that I am on the Reward Value Configuration page, when I select the 'Add New Tier' option, then I should be able to specify the name, value, and criteria for each reward tier (small, medium, large).

As an event planner, I want the ability to customize the types of rewards based on the event's theme, ensuring they resonate with the audience.

Given that I am editing a reward tier, when I choose a reward type from a predefined list (discount, exclusive content, prize entry), then the selected reward type should be applied to that tier successfully.

As an event planner, I need to review the overall configuration of reward tiers to ensure they align with my event's audience and goals.

Given that I have configured multiple reward tiers, when I navigate to the 'Review Configuration' section, then I should see a summary of all tiers with their corresponding values and types displayed clearly.

As an event planner, I want to test the reward configuration by previewing how it will function during the event to ensure everything works as expected.

Given that I have completed the reward configuration, when I click on 'Preview Rewards,' then I should see a simulated interaction showing how attendees can earn rewards based on their actions during the event.

As an event planner, I want to have the option to adjust reward values after the event starts based on attendee engagement levels.

Given that the event is live, when I access the Reward Value Configuration, then I should be able to modify the values of existing reward tiers and save those changes without any errors.

As an event planner, I need to be notified of any issues that arise during the configuration of reward tiers to address them immediately.

Given that I attempt to save a configuration with missing required fields, when I click the 'Save' button, then I should receive an error message indicating the issues that need to be resolved before saving can succeed.

Analytics Dashboard for Reward Program

User Story: As an event planner, I want to access an analytics dashboard to review data on reward program effectiveness so that I can make informed decisions for future events.
Description: The Analytics Dashboard for Reward Program requirement includes creating a comprehensive dashboard for event planners to visualize and analyze participation and redemption data related to the instant rewards program. This feature should offer insights into reward effectiveness, attendee engagement, and overall satisfaction levels. The analytics gathered will assist planners in adjusting strategies and improving future event experiences, ensuring the rewards program meets its objectives.
Acceptance Criteria: Event planner accesses the analytics dashboard to review reward program data after an event has concluded.

Given the event has ended, when the event planner accesses the analytics dashboard, then they should see a summary of participation rates for each gamified element.

Event planner filters the analytics data based on specific time frames to analyze engagement trends.

Given the analytics dashboard is loaded, when the planner selects a custom date range, then the displayed data should update to reflect only the participation and redemption data within that range.

Event planner drills down into specific attendee behaviors to assess engagement with the rewards program.

Given the event planner selects an individual reward category, when they click on it, then detailed analytics should display including the number of redemptions and participant demographics.

Event planner compares the performance of different instant rewards to determine effectiveness.

Given the planner accesses the analytics dashboard, when they view the 'Reward Comparison' report, then they should see a side-by-side comparison of conversion rates for each reward.

Event planner exports the analytics data for sharing with team members.

Given the planner is on the analytics dashboard, when they click the 'Export' button, then a CSV file containing the current analytics data should be downloaded automatically.

Event planner assesses overall satisfaction levels based on attendee feedback related to the rewards program.

Given the analytics dashboard is accessed, when the planner views the 'Satisfaction Metrics' section, then they should see an average satisfaction score based on survey results linked to the rewards program.

Event planner receives alerts for low engagement metrics for immediate action.

Given the event planner has set up alerts, when an engagement metric falls below a pre-defined threshold, then the planner should receive a notification via email or within the application.

Feedback & Reflection Space

Gamification can extend beyond engagement with activities; this feature prompts participants to provide feedback on their experiences during or after challenges. It allows event planners to gather valuable insights that can improve future events while giving attendees a voice, creating a sense of community and collaboration.

Requirements

Participant Feedback Collection

User Story: As an event planner, I want participants to easily provide feedback about their experiences so that I can gather insights to improve future events and enhance attendee engagement.
Description: This requirement involves creating a streamlined interface within EventCraft that allows participants to provide instant feedback regarding their experiences during or after an event. This feature will include customizable surveys, rating systems, and open-text fields. The feedback received will serve as crucial data to analyze attendee satisfaction, identify areas for improvement, and drive future event enhancements. By implementing this requirement, EventCraft will enhance data-driven decision-making for event planners and foster a sense of involvement among attendees, thereby strengthening community engagement.
Acceptance Criteria: Participants can access the feedback collection interface immediately after completing an event or challenge.

Given a participant completes an event, when they navigate to the feedback section within EventCraft, then they should see a feedback form that is easy to access and fill out.

The feedback collection interface must support a variety of question types for comprehensive feedback gathering.

Given a feedback form, when a participant interacts with the survey, then they should be able to choose from multiple question types including rating scales, multiple choice, and open-text fields.

Participants receive confirmation of their feedback submission to ensure they know it was received.

Given a participant submits their feedback, when they click the submit button, then they should receive a confirmation message acknowledging their submission.

Event planners can customize the feedback survey to suit different events and objectives.

Given an event planner accesses the feedback customization settings, when they select different event types, then they should be able to create tailored questions that align with event goals.

The feedback collected should be stored securely and be easily accessible to event planners for analysis.

Given feedback is submitted, when an event planner accesses the reporting feature, then they should be able to pull detailed reports and insights based on the collected feedback.

The feedback interface should be mobile-friendly to accommodate participants on various devices.

Given a participant opens the feedback form on their mobile device, when they view the interface, then it should be fully responsive and easy to navigate on screens of all sizes.

Participants can provide feedback at any time, not limited to post-event only.

Given a participant is engaged in an event activity, when they choose to share immediate feedback during the event, then they should be able to access a quick feedback option without interrupting their experience.

Reflection Analytics Dashboard

User Story: As an event planner, I want to view and analyze feedback data visually on a dashboard so that I can quickly understand trends and insights to improve future events effectively.
Description: The Reflection Analytics Dashboard will be a built-in analytics tool designed to visualize participant feedback data collected through the feedback collection feature. This requirement entails developing advanced data visualization tools that will allow event planners to track trends, analyze feedback over time, and generate actionable insights. Planners will be able to filter data by various criteria such as demographics, event type, or satisfaction rating. This analytics capability will integrate seamlessly with the core platform, enabling planners to make informed decisions about future programming and engagement strategies.
Acceptance Criteria: As an event planner, I want to visualize participant feedback in the Reflection Analytics Dashboard after an event concludes, so that I can analyze attendee satisfaction and areas for improvement.

Given that feedback data has been collected post-event, when I navigate to the Reflection Analytics Dashboard, then I should see visualizations of the feedback in the form of graphs and charts that track satisfaction ratings over time.

As an event planner, I need to filter feedback data based on attendee demographics in the Reflection Analytics Dashboard, to ensure I can tailor future events accordingly.

Given that I have access to the Reflection Analytics Dashboard, when I select demographic filters such as age, location, or profession, then the displayed feedback visualizations should update to reflect only the selected demographic data.

As an event planner, I want to generate reports from the Reflection Analytics Dashboard to share with stakeholders, ensuring they are informed about participant feedback and suggested improvements.

Given that I've analyzed the feedback data in the Reflection Analytics Dashboard, when I choose the 'Generate Report' option, then I should receive a downloadable report summarizing key insights, trends, and recommendations based on the feedback.

As an event planner, I want to compare feedback data from different event types in the Reflection Analytics Dashboard, allowing me to discern which formats receive better responses.

Given that I have feedback data from multiple event types, when I select an event type to compare, then the dashboard should present comparative visualizations of satisfaction ratings and feedback comments between the selected events.

As an event planner, I want to receive notifications for significant trends in feedback data, so I can promptly address any emerging issues or capitalize on positive feedback.

Given that feedback data is being analyzed, when a significant trend is detected (e.g., a drop in satisfaction below a threshold), then I should receive a notification alerting me to examine the data further.

As an event planner, I want to access previous event feedback data in the Reflection Analytics Dashboard, to evaluate changes in attendee satisfaction over time.

Given that I have conducted multiple events, when I access the Reflection Analytics Dashboard, then I should be able to select a previous event from a history list and view its feedback data alongside current event data.

Gamified Feedback Incentives

User Story: As an attendee, I want to earn rewards for providing feedback on the events I attend so that I feel motivated to share my experiences and contribute to event improvements.
Description: This requirement introduces a gamification element to the feedback process by allowing participants to earn rewards or points for completing feedback surveys. This feature will create a more engaging environment while encouraging higher response rates. The rewards can be managed through the platform, enabling planners to customize what incentives are offered, such as discounts for future events, exclusive content access, or branded merchandise. The inclusion of gamification elements will boost participant engagement and foster a culture of collaborative improvement within the community.
Acceptance Criteria: Participants earn points for completing feedback surveys during events.

Given a participant completes a feedback survey, when the survey is submitted, then the system should award the specified points to the participant’s account.

Event planners can customize rewards for survey completion.

Given an event planner accesses the reward management interface, when they create or update rewards, then the changes should save successfully and reflect in the participant interface.

Participants can view their earned points and available rewards.

Given a participant logs into their account, when they navigate to the rewards section, then they should see a list of earned points and available rewards clearly displayed.

Participants receive notifications for new rewards and points earned.

Given a participant submits a feedback survey, when the points are awarded, then an email notification should be sent to the participant confirming their earned points.

Feedback survey completion rate is tracked and reported.

Given the event has concluded, when the planner generates a report, then the report should include the feedback completion rate as a percentage of total participants.

Participants can redeem their points for rewards.

Given a participant has sufficient points, when they select a reward to redeem, then the system should deduct the appropriate points from their account and confirm the reward redemption.

The system logs all feedback survey responses for analysis.

Given a feedback survey is completed, when the response is submitted, then the system should log the response in the analytics database for later review.

Feedback Notifications

User Story: As an event planner, I want to send automated reminders to participants for feedback submission so that I can increase the response rate and gather valuable insights for future events.
Description: This requirement focuses on implementing an automated notification system to remind participants to submit their feedback after events. This notification should be customizable in terms of timing and frequency. Administrators can set reminders through emails or push notifications, enhancing participant response rates. This feature not only helps in gathering valuable insights post-event but also reinforces the importance of attendee feedback in shaping future experiences, benefiting both organizers and participants.
Acceptance Criteria: Automated Reminder Notification for Feedback Submission

Given an event has concluded, when the configured reminder time arrives, then an email or push notification is sent to all participants reminding them to submit their feedback.

Customizable Timing for Feedback Notifications

Given the administrator is setting up the feedback notification, when the administrator selects a timing for the notification, then the system allows selection of timing options such as immediately after the event, 1 day after, or 3 days after the event.

Frequency of Feedback Notifications

Given the administrator has set the feedback notification, when the frequency option is configured to remind participants, then the system should allow options like daily, weekly, or a one-time reminder after the event.

Participant Response Tracking

Given that feedback notifications have been sent, when a participant submits their feedback, then the system logs the submission and updates the participant status to indicate their feedback has been received.

Feedback Notification Customization for Events with Multiple Sessions

Given an event with multiple sessions, when the administrator sets up feedback notifications, then the system can send reminders for each individual session separately with unique messages.

Successful Delivery Confirmation of Feedback Notifications

Given that feedback notifications are sent, when a notification is delivered, then the system captures a delivery confirmation status for tracking purposes.

Social Media Sharing Integration

Encouraging attendees to share their achievements, interactions, or highlights from gamified activities on their social media platforms can dramatically broaden the event's reach. Integrating social sharing tools enables participants to easily post on channels like Instagram or Twitter, further creating a buzz around the event and encouraging even more engagement and participation.

Requirements

Social Media Share Buttons

User Story: As an attendee, I want to share my event experiences on social media so that I can engage my network and promote the event to others.
Description: Integrate social media share buttons within the EventCraft platform that allow attendees to easily post updates, achievements, and highlights from the event to their social media accounts such as Instagram, Twitter, and Facebook. This functionality will enhance user engagement by encouraging attendees to spread the word about their experiences, thereby increasing the event's visibility and popularity. The buttons should be easily accessible, customizable for each event's branding, and trackable to measure social media interactions and reach. The implementation of this feature will empower users to promote their participation actively, contributing to a vibrant community and encouraging further engagement with the event platform.
Acceptance Criteria: Social media buttons are displayed prominently on the event highlights page after an event concludes, enabling attendees to share their experiences easily.

Given an attendee views the event highlights page, when they look for social media share buttons, then they should see clearly labeled buttons for Instagram, Twitter, and Facebook positioned at the top of the page.

Attendees can customize the message that accompanies their social media posts using the share buttons, making their shares more personal and engaging.

Given an attendee clicks a share button, when the sharing interface appears, then they should have the option to edit the text of their post before sharing.

After posting an update to social media via the share buttons, attendees can see confirmation of the successful share along with a preview of their post.

Given an attendee has posted an update using a social media button, when the post is successfully shared, then a confirmation message should display, and the post preview should show the correct content.

The social media share buttons track interactions to provide analytic insights to event organizers about attendee engagement online.

Given an event organizer reviews the analytics dashboard, when they check for social media share metrics, then they should see data reflecting the number of shares, likes, and comments generated from the event.

Custom branding is applied to the social media share buttons to align with the event's theme and design.

Given an event organizer configures the event settings, when they customize branding options, then the social media buttons should display the selected colors, logos, and styles that match the event theme.

The share buttons on the platform are accessible on multiple devices, including desktops and mobile devices, ensuring convenience for all users.

Given an attendee accesses the EventCraft platform on either a desktop or mobile device, when they navigate to an event page, then they should find the social media share buttons available and functional on both platforms.

Hashtag Generation and Tracking

User Story: As an event organizer, I want to generate and track a hashtag for my event so that I can analyze its social media reach and engagement.
Description: Develop a feature that automatically generates unique and catchy hashtags for each event upon creation. This feature will promote social media engagement by providing a memorable way for attendees to tag their posts. Additionally, it will include a tracking system that collects data on the usage of these hashtags across various social platforms, giving event organizers insights into the event's reach and engagement levels. This requirement is crucial for facilitating user-generated content and allowing event planners to measure success through social media metrics.
Acceptance Criteria: Hashtag Generation for Event Creation

Given an event is created, when the user submits the event creation form, then a unique and catchy hashtag should be automatically generated and displayed to the user.

Hashtag Display in Event Interface

Given the hashtag is generated, when the event details are viewed by an organizer or attendee, then the generated hashtag should be prominently displayed in the event interface for easy copying and sharing.

Hashtag Tracking Mechanism

Given that attendees use the hashtag on social media, when the hashtag is tracked by the system, then the system should collect and display usage statistics including the number of posts and engagements for the event.

User Engagement with Hashtags

Given the unique hashtag is provided, when attendees share their posts using the hashtag, then the posts should be displayed in a dedicated feed on the event page showing engagement levels.

Feedback on Hashtag Effectiveness

Given the event has concluded, when the organizer reviews the tracking data, then the organizer should receive a report on the hashtag’s effectiveness in increasing social media engagement, including metrics such as reach and impressions.

Promoting Hashtags During the Event

Given the event is in progress, when an attendee uses the hashtag during the event, then promotional materials (e.g., screens, announcements) should remind and encourage further usage of the hashtag.

Engagement Analytics Dashboard

User Story: As an event organizer, I want to access an engagement analytics dashboard so that I can evaluate the effectiveness of our social media strategy and improve future events.
Description: Create an analytics dashboard that aggregates data from social media interactions related to the event. This dashboard will provide real-time insights into attendee engagement, including shares, likes, and comments on posts featuring the event's official hashtags. The dashboard will offer visual representations of data to help event organizers understand participant engagement levels, identify popular content, and optimize future events. This feature is essential for providing measurable outcomes of social media efforts and refining marketing strategies based on user interaction trends.
Acceptance Criteria: User accesses the Engagement Analytics Dashboard after the event concludes to review social media interactions and engagement data.

Given the event has concluded, when the user opens the Engagement Analytics Dashboard, then the dashboard should display real-time metrics for shares, likes, and comments on social media posts associated with the event's hashtags.

Event organizer wants to identify the most popular content shared on social media during the event.

Given the user is viewing the Engagement Analytics Dashboard, when the user selects the 'Popular Content' report, then the dashboard should list the top three posts based on engagement metrics such as shares and likes.

User needs to analyze engagement trends over a specified timeframe post-event.

Given the user is on the Engagement Analytics Dashboard, when they select a date range from the past two weeks, then the dashboard should update to show engagement metrics only for that specified date range.

User wants to export the engagement data for further analysis or reporting.

Given the user has accessed the Engagement Analytics Dashboard, when they click the 'Export Data' button, then the system should allow the user to download a CSV file containing all engagement metrics displayed on the dashboard.

An event organizer wants to compare social media engagement metrics from previous events.

Given the user is on the Engagement Analytics Dashboard, when they select the 'Historical Comparison' feature, then the dashboard should display a side-by-side comparison of engagement metrics from the current event and the selected previous events.

User wants to view visual representations of engagement data, such as graphs and charts.

Given the user is viewing the Engagement Analytics Dashboard, when they select the 'Visualize Data' option, then the dashboard should present graphs and charts illustrating the shares, likes, and comments over time.

Event organizer is focused on optimizing future marketing strategies based on engagement data.

Given the user has accessed the Engagement Analytics Dashboard, when they navigate to the 'Insights' section, then the dashboard should provide recommendations based on engagement trends observed from social media interactions.

Customizable Shareable Content

User Story: As an event organizer, I want to provide customizable shareable content so that attendees can easily promote the event and share their experiences online.
Description: Enable event organizers to create and customize shareable content such as images, quotes, and event highlight videos that attendees can post on their social media accounts. This requirement will empower organizers to provide attendees with ready-to-share content that represents the event's branding and key messages effectively. The content should be easily downloadable and compatible with various social media platforms, ensuring a seamless sharing experience. This feature aims to enhance the buzz and visibility of the event on social media, effectively showcasing the event's successes and experiences shared by attendees.
Acceptance Criteria: Attendee selects a customizable shareable content option during the event and successfully shares it to their social media account.

Given an attendee is viewing customizable shareable content, When they select the content and click the 'Share' button, Then the content should be posted to their connected social media account without errors and should display correctly according to the platform's specifications.

Event organizer creates and personalizes shareable content for the event before the event starts.

Given an event organizer is logged into EventCraft, When they access the shareable content creation tool and customize the content, Then the content should save accurately and be accessible for attendee sharing before the event begins.

Attendees download shareable content from the event platform for later use on social media.

Given an attendee is on the event platform, When they navigate to the shareable content section and download an item, Then the item should download in a compatible format that can be easily posted on Instagram or Twitter without resizing or reformatting.

Event branding and key messages are represented accurately in all forms of shareable content.

Given the shareable content is created by the event organizer, When an attendee views the item, Then the content should display the correct branding elements and messages as defined by the organizer in the creation tool.

Social media shares from attendees lead to an increase in event engagement and visibility metrics.

Given the event is ongoing and attendees are sharing content on social media, When the social media metrics are analyzed after the event, Then there should be a measurable increase in interactions, shares, and mentions compared to similar past events without shareable content.

Attendees experience a seamless process when accessing, customizing, and sharing event highlight videos.

Given an attendee is viewing the event highlight video, When they click on the 'Customize and Share' option, Then they should be able to personalize the video content with ease and share it across their social media platforms effortlessly.

Social Media Login Integration

User Story: As an attendee, I want to log into EventCraft using my social media account so that I can quickly access all event functionalities and share my experiences conveniently.
Description: Implement social media login options for attendees, allowing them to register and log into the EventCraft platform using their social media accounts. This feature will streamline the login process, reduce friction for users, and encourage social media sharing by linking their event activities directly with their social profiles. By integrating popular platforms such as Facebook, LinkedIn, and Twitter, attendees can easily join the event and share their experiences, boosting overall engagement and reducing barriers to entry.
Acceptance Criteria: Social media login option for attendees on the EventCraft platform allows users to easily register and log into their accounts using Facebook, LinkedIn, or Twitter.

Given the attendee is on the EventCraft login page, when they select the option to log in with a social media account, then they should be successfully redirected to the chosen social media platform for authentication and returned to the EventCraft platform upon successful login.

Attendees log in to the EventCraft platform using their social media accounts and complete their event profile.

Given an attendee is logged in with their social media account, when they complete their event profile information, then their profile should be automatically populated with relevant information retrieved from their social media account (e.g., name, profile picture).

Attendees share their achievements on social media after participating in event activities.

Given an attendee has participated in a gamified activity, when they choose to share their achievement on social media, then the post should include a link to the EventCraft event page and an image of their achievement, ensuring it is formatted for the applicable social media platform.

An attendee encounters an error while trying to log in with a social media account.

Given the attendee selects a social media account for login, when there is an issue with the social media API or credentials, then an error message should be displayed prompting the user to try again, without losing any data entered on the page.

Attendees can log out from the EventCraft platform and will be logged out from their social media session as well (if opted in).

Given an attendee is logged in using social media credentials, when they log out from the EventCraft platform, then they should have the option to also log out from the connected social media accounts for session security.

The login process using social media should be secure and protect user data during authentication.

Given the attendee attempts to log in using a social media account, when they provide their credentials, then the process should use secure OAuth protocols to ensure user data is not exposed or stored on the EventCraft servers.

Attendees can view a prompt to link their social media accounts after initial login to maximize sharing options.

Given an attendee has logged in successfully, when they navigate to their account settings, then they should see an option to link additional social media accounts for easier sharing during the event.

Sustainability Metrics Dashboard

A user-friendly dashboard that provides a comprehensive overview of key sustainability indicators such as waste generated, recycling rates, and carbon emissions. This feature allows event planners to visualize their ecological impact in real time, enabling data-driven decision-making to improve sustainability efforts for future events.

Requirements

Real-Time Data Integration

User Story: As an event planner, I want to see real-time sustainability metrics so that I can adjust plans on-the-fly to minimize our ecological impact during the event.
Description: The Sustainability Metrics Dashboard must integrate real-time data from various sources, including waste disposal vendors, recycling facilities, and emission tracking systems. This integration will ensure that event planners have access to the most current sustainability metrics, allowing for informed decision-making. The system should pull data automatically at set intervals, providing a seamless experience and enabling events to measure their ecological impact accurately. The feature is crucial for encouraging responsible event planning and improving the overall sustainability profile of events managed through EventCraft.
Acceptance Criteria: Data integration from waste disposal vendors

Given the Sustainability Metrics Dashboard is live, when a waste disposal vendor updates their data, then the dashboard should reflect this updated data within 5 minutes of the update.

Data visualization for recycling rates

Given the Sustainability Metrics Dashboard is integrated with recycling facilities, when data is available, then all recycling rates should be visualized on the dashboard as a percentage and provide historical trends for the last 12 months.

Carbon emissions tracking and alert system

Given the Sustainability Metrics Dashboard is functioning, when carbon emissions exceed the target threshold set by the event planner, then an alert should be sent via email to the planner and displayed as a notification on the dashboard.

Automatic refresh of sustainability metrics

Given the configuration settings are properly set, when it is time for the next scheduled data pull, then the Sustainability Metrics Dashboard should automatically refresh all relevant sustainability metrics without user intervention.

User accessibility and roles for data access

Given the dashboard is implemented, when an event planner logs in, then they should only see data relevant to their events based on their assigned role, ensuring data privacy and accessibility rules are followed.

Integration with emission tracking systems

Given the Sustainability Metrics Dashboard is operational, when emission tracking systems are connected, then the dashboard should pull and display real-time emission data with an accuracy rate of 95% or higher.

Customizable Reporting

User Story: As an event organizer, I want to generate customizable sustainability reports so that I can share relevant information with stakeholders and demonstrate our commitment to sustainability.
Description: Users should have the ability to generate customized reports based on specific sustainability metrics tailored to their event needs. This requirement involves creating a reporting interface where users can select the metrics they find most relevant, such as carbon emissions or waste generation, and generate PDF reports that can be shared with stakeholders. Enabling customizable reports will empower event planners to showcase their commitment to sustainability, making it easier to advocate for greener practices and compliance with environmental standards.
Acceptance Criteria: User navigates to the reporting interface to customize their sustainability report for a specific event.

Given the user is logged into EventCraft and has access to the Sustainability Metrics Dashboard, when they navigate to the reporting interface, then they should be able to select from a list of sustainability metrics including carbon emissions, waste generation, and recycling rates to customize their report.

User generates a PDF report based on selected sustainability metrics and shares it with stakeholders.

Given the user has selected their desired sustainability metrics and clicked the 'Generate Report' button, when the report is successfully created, then the user should receive a confirmation message and be able to download a PDF version of the report.

User wants to preview the customized report before downloading it.

Given the user has customized their report, when they click on the 'Preview Report' option, then the system should display a preview of the report with the selected metrics and data included.

User attempts to generate a report without selecting any metrics.

Given the user is on the reporting interface and has not selected any metrics, when they click on the 'Generate Report' button, then an error message should be displayed indicating that at least one metric must be selected before proceeding.

User requires historical data for sustainability metrics in their report.

Given the user has selected a date range for their report, when the report is generated, then the report should include historical data for the selected metrics within the specified date range.

User needs to access and edit previously generated reports.

Given the user navigates to their report history, when they select a previously generated report, then the system should allow them to view the report and make necessary edits before re-generating it.

User shares the report with stakeholders via email after generation.

Given the user has successfully generated a PDF report, when they enter email addresses in the share dialog and click 'Send', then the report should be emailed to the specified recipients with a confirmation message displayed to the user.

Visualization Tools

User Story: As a user of the Sustainability Metrics Dashboard, I want to see visual representations of data trends so that I can quickly understand our sustainability performance over time and make data-driven decisions for future events.
Description: The dashboard will incorporate visualization tools such as graphs, charts, and gauges to present sustainability metrics clearly and effectively. Users should be able to see historical trends, compare metrics across multiple events, and gain insights from the visual data representations. The tool will facilitate better comprehension of complex data, helping planners quickly identify areas of improvement and success in their sustainability efforts.
Acceptance Criteria: User views the Sustainability Metrics Dashboard upon logging into EventCraft to assess the sustainability performance of their recent events.

Given the user is logged into EventCraft, when they navigate to the Sustainability Metrics Dashboard, then they must see a snapshot of all key sustainability indicators displayed clearly on the dashboard.

User selects a specific event from the dashboard to analyze its sustainability metrics in detail.

Given the user has a list of events displayed on the dashboard, when they select an event, then they must see detailed graphs, charts, and gauges representing waste, recycling rates, and carbon emissions associated with that event.

User wishes to view historical trends in sustainability metrics to understand performance over time.

Given the user is on the Sustainability Metrics Dashboard, when they select the historical trends option, then they must see a line graph showcasing the trends for waste, recycling rates, and carbon emissions over the past events.

User is comparing sustainability metrics across two or more events to identify best practices.

Given the user is on the Sustainability Metrics Dashboard, when they select multiple events for comparison, then they must see a side-by-side bar chart that clearly compares waste generation, recycling rates, and carbon emissions for the selected events.

User wants to gain insights from their sustainability metrics to plan better for future events.

Given the user has reviewed the sustainability metrics, when they view the insights section of the dashboard, then they must see actionable recommendations based on their metrics to improve sustainability in future events.

Alerts and Notifications System

User Story: As an event planner, I want to receive alerts when sustainability metrics exceed thresholds so that I can take immediate action to mitigate negative impacts during my events.
Description: An alerts and notification system should be implemented to notify users when certain sustainability thresholds are met or exceeded during an event. For example, when waste generation exceeds a predetermined limit, the system will alert the event planner in real-time, prompting immediate action. This feature is essential for proactive management of sustainability efforts, allowing planners to react swiftly to potential issues.
Acceptance Criteria: Alert when waste generation exceeds the threshold during an event.

Given the waste generation threshold is set to a specific limit, when the waste generated during the event exceeds this limit, then an automated alert should be triggered and sent to the event planner via the dashboard and email.

Real-time notifications for recycling rate drops.

Given the recycling rate is being tracked live, when the recycling rate drops below a predetermined threshold, then a notification should be sent to the event planner within 5 minutes to inform them of the drop and recommend actions for improvement.

Carbon emissions exceed specified limits.

Given carbon emissions tracking is active, when the carbon emissions for the event exceed the defined safety limit, then the system should alert the event planner immediately with details of the excess emissions and suggest corrective actions.

Daily summary of sustainability alerts.

Given the event is ongoing, when the day ends, then a summary report should be generated and sent to the event planner highlighting all sustainability alerts triggered throughout the day, including actions taken.

User customization of alert settings.

Given the event planner is in the settings menu, when they choose to customize alert thresholds for waste, recycling, and carbon emissions, then the system should allow them to set and save their preferred thresholds for each metric.

Sustainability alert history log.

Given the alerts have been triggered during the event, when the event planner accesses the alert history log, then the log should display a complete history of all alerts, including the types and times they were triggered, and the actions taken for each alert.

User Training and Support

User Story: As a new user of the Sustainability Metrics Dashboard, I want access to tutorials and support so that I can effectively learn how to use the feature and maximize its benefits for my events.
Description: Comprehensive training and support resources must be established to assist users in navigating the Sustainability Metrics Dashboard effectively. This requirement includes creating user guides, tutorials, and FAQs, as well as offering live support options. Ensuring users are well-equipped to use the dashboard features will enhance user satisfaction and optimize the sustainable planning process for events.
Acceptance Criteria: User accesses the Sustainability Metrics Dashboard for the first time and seeks guidance on how to interpret the data presented.

Given the user is on the Sustainability Metrics Dashboard, When they click on the 'Help' button, Then a user guide should open in a new window, providing detailed information on how to read and analyze each metric.

An event planner is encountering issues with the dashboard functionality and requires immediate assistance.

Given the user is experiencing difficulties with the dashboard, When they click on the 'Live Support' option, Then they should be connected to a support agent within 2 minutes to address their queries.

A user wants to enhance their knowledge of sustainability metrics available in the dashboard through structured learning.

Given the user accesses the tutorial section, When they view the available tutorials, Then they should see at least three comprehensive tutorials focusing on different aspects of sustainability metrics with corresponding instructional videos.

An event manager wishes to find quick answers to common questions related to the Sustainability Metrics Dashboard.

Given the user accesses the FAQ section, When they search for a specific question, Then the FAQ should return relevant answers within 2 seconds that match their query.

A user feels they have not been adequately trained on the dashboard features and wants to provide feedback.

Given the user has completed the training resources, When they fill out the feedback form, Then they should receive a confirmation that their feedback has been submitted successfully.

Vendor Sustainability Ratings

An integrated system that rates vendors based on their sustainability practices, including eco-friendly materials, energy efficiency, and waste management protocols. This feature empowers planners to select vendors aligned with their sustainability goals, ensuring that all components of the event contribute to a greener outcome.

Requirements

Vendor Sustainability Ratings Engine

User Story: As an event planner, I want to assess vendors based on their sustainability practices so that I can make more environmentally conscious choices for my events.
Description: The Vendor Sustainability Ratings Engine will evaluate and score vendors based on their sustainability practices, including metrics for eco-friendly materials, energy efficiency, and waste management. By integrating this rating system into the EventCraft platform, planners can seamlessly filter and select vendors that meet their sustainability criteria, contributing to their overall event sustainability goals. This feature will not only promote responsible vendor selection but also educate users on the importance of sustainability in event planning, thereby enhancing the user's overall experience and aligning with global sustainability initiatives.
Acceptance Criteria: Integration of Vendor Sustainability Ratings within the EventCraft platform for vendor selection.

Given a planner accessing the Vendor Sustainability Ratings feature, When they filter vendors by sustainability ratings, Then they should be able to see a list of vendors that meet their specified sustainability criteria, displaying their respective scores.

Displaying detailed sustainability ratings for individual vendors in the EventCraft platform.

Given a planner viewing a specific vendor's profile, When they access the Vendor Sustainability Ratings, Then they should be able to see detailed metrics on eco-friendly materials, energy efficiency, and waste management practices alongside the overall sustainability score.

Providing educational insights on sustainability to users as they select vendors.

Given a planner selecting vendors based on sustainability ratings, When they view the sustainability rating system, Then they should have access to educational content that explains the importance of each metric used in the ratings.

Allowing planners to save preferred vendors based on their sustainability scores.

Given a planner has filtered and reviewed a list of vendors based on sustainability, When they mark a vendor as a preferred choice, Then that vendor should be saved in their account for future reference with a note of their sustainability practices.

Generating reports on selected vendors' sustainability practices for event organizers.

Given a planner who has selected vendors for an event, When they request a sustainability report, Then the system should generate a comprehensive report detailing the sustainability ratings and practices of the selected vendors.

Enabling user feedback on vendor sustainability practices post-event.

Given an event has concluded, When a planner provides feedback on a selected vendor, Then they should be able to rate the vendor's sustainability efforts and add comments, which will enhance future evaluations.

Validating the accuracy of sustainability scoring through vendor audits.

Given the Vendor Sustainability Ratings Engine has scored a vendor, When the vendor undergoes a routine audit, Then the results of the audit should align closely with the initial sustainability score given by the Engine to ensure reliability.

Sustainability Performance Dashboard

User Story: As an event planner, I want to view a dashboard of vendor sustainability ratings so that I can easily compare and select vendors that align with my sustainability goals.
Description: The Sustainability Performance Dashboard will provide event planners with a visual representation of the sustainability ratings of selected vendors. This dashboard will aggregate vendor scores, allowing planners to easily compare vendor practices and make informed decisions. By utilizing this dashboard, users can track the sustainability impact of their choices throughout the planning process and adjust their selections as needed. This feature is essential for providing a clear understanding of how vendor choices contribute to the overall sustainability of the event.
Acceptance Criteria: Event planner accesses the Sustainability Performance Dashboard to analyze potential vendors for an upcoming corporate event.

Sustainability-Centric Vendor Search Filters

User Story: As an event planner, I want to filter vendors by sustainability criteria so that I can streamline my search for eco-friendly options.
Description: Sustainability-Centric Vendor Search Filters will allow planners to refine their vendor search results based on specific sustainability criteria, such as carbon footprint, renewable energy usage, and waste reduction initiatives. This feature will enhance the user experience by enabling a more targeted and efficient vendor selection process, ensuring that planners can quickly find vendors who meet their specific sustainability requirements, ultimately supporting their overall event sustainability objectives.
Acceptance Criteria: Planners want to filter vendors by their carbon footprint to ensure they are selecting environmentally responsible options for their event.

Given the planner is on the vendor search page, when they apply the 'low carbon footprint' filter, then the search results should only display vendors with a carbon footprint rating of below 100g CO2 per attendee.

An event planner wishes to select vendors that utilize renewable energy in their operations to align with their sustainability goals.

Given the planner is filtering vendors, when they check the 'renewable energy usage' option, then all displayed vendors must have documentation verifying their renewable energy practices.

A corporate event planner is looking for vendors that actively participate in waste reduction initiatives and want to see relevant options.

Given the planner selects the 'waste reduction initiatives' filter, when they execute the search, then the resulting vendors must have clearly outlined waste reduction strategies in their profiles.

An event organizer would like to see a comprehensive list of vendors who meet all their sustainability criteria for an upcoming large-scale event.

Given the planner applies multiple sustainability filters (carbon footprint, renewable energy, waste reduction), when they search for vendors, then only those vendors meeting all criteria should appear in the results.

A freelancer is looking for environmentally friendly catering options for a wedding, specifically interested in meal sustainability.

Given the planner inputs the search criteria for 'sustainable catering services,' when they apply the filters, then the results should only display caterers that provide locally sourced and organic meal options.

An event planner is interested in vendor transparency regarding their sustainability practices and wants to validate their claims.

Given the planner selects the option to view vendor sustainability certifications, when they access vendor profiles, then all displayed vendors must show valid certifications or links for verification.

Vendor Rating Transparency Feature

User Story: As an event planner, I want to see how vendor sustainability ratings are calculated so that I can trust that the ratings reflect true vendor practices.
Description: The Vendor Rating Transparency Feature will provide event planners with detailed insights into how each vendor's sustainability score is calculated. By offering transparency in the rating process, planners can better understand vendor practices and make more informed selection choices. This feature will enhance trust in the rating system and encourage vendors to improve their practices to achieve better ratings, ultimately contributing to a more sustainable event ecosystem.
Acceptance Criteria: Vendor Rating Transparency Scenario 1: As an event planner, I want to view the breakdown of a vendor’s sustainability score while selecting vendors for my event, so I can understand their eco-friendly practices before making a booking.

Given that I am viewing a list of vendors, when I select a vendor, then I should see a detailed breakdown of their sustainability score, including sections for eco-friendly materials, energy efficiency, and waste management protocols.

Vendor Rating Transparency Scenario 2: As an event planner, I want to compare multiple vendors based on their sustainability ratings, so I can choose the most environmentally responsible option for my event.

Given that I have selected multiple vendors, when I access the comparison dashboard, then I should see a side-by-side comparison of their sustainability scores and detailed breakdowns for each vendor.

Vendor Rating Transparency Scenario 3: As a vendor, I want to understand how my sustainability practices are impacting my rating, enabling me to make informed improvements.

Given that I am a vendor logged into my dashboard, when I access the sustainability rating section, then I should see feedback on my practices and suggestions for improving my sustainability score.

Vendor Rating Transparency Scenario 4: As an event planner, I want to filter vendors based on specific sustainability practices, so I can easily find vendors who align with my event's sustainability goals.

Given that I am on the vendor selection page, when I apply filters for sustainability practices (e.g., eco-friendly materials), then I should see a list of vendors that meet these criteria.

Vendor Rating Transparency Scenario 5: As an event planner, I want to receive alerts if a vendor’s sustainability rating drops, so I am aware of any changes that might affect my selection.

Given that I have selected a vendor for my event, when their sustainability rating changes, then I should receive an alert notification detailing the new rating and reasons for the change.

Integration with Vendor Database

User Story: As an event planner, I want the vendor sustainability ratings to be integrated with the vendor database so that I have the most accurate and up-to-date information for my decisions.
Description: The Integration with Vendor Database will ensure that the Vendor Sustainability Ratings integrate seamlessly with the existing vendor database within EventCraft. This requirement encompasses syncing vendor data, allowing for real-time updates on sustainability practices and ratings. By maintaining an up-to-date and comprehensive vendor catalog, planners will have access to the most accurate information when making sustainability-conscious choices, thus enhancing the overall efficiency of the event planning process.
Acceptance Criteria: Vendor data integration for real-time sustainability ratings update.

Given the vendor database is populated with vendor information, when a vendor's sustainability rating is updated, then the updated rating should be reflected in the vendor database within 10 seconds.

User access to vendor sustainability ratings through the EventCraft platform.

Given a user is logged into EventCraft, when the user searches for a vendor, then the system should display the vendor's sustainability rating on the vendor profile page.

Synchronization of vendor data across multiple user accounts.

Given vendor data has been updated by one user, when another user logs into the system, then the updated vendor data should be visible to the second user immediately.

Compliance check for vendor sustainability standards.

Given a list of vendor sustainability standards, when a vendor is evaluated, then the system should return a compliance status indicating whether the vendor meets, exceeds, or fails to meet sustainability standards.

User alerts for significant changes in vendor sustainability ratings.

Given a user has favorited vendors, when a vendor's sustainability rating changes by more than 15%, then the user should receive a notification alerting them of the change.

Reporting feature for aggregated vendor sustainability ratings.

Given the user accesses the reporting feature, when the user requests a report on sustainability ratings, then the report should generate and display the average sustainability rating of all vendors within a specified date range.

Waste Management Planner

A planning tool that helps event organizers create effective waste management strategies, including recycling and composting options. This feature assists users in minimizing landfill contributions while promoting responsible disposal practices, enhancing their overall sustainability.

Requirements

Waste Management Dashboard

User Story: As an event organizer, I want to have a dedicated dashboard for waste management so that I can easily track our recycling and composting efforts and measure our sustainability impact during events.
Description: The Waste Management Dashboard provides event organizers with a centralized view of all waste management activities associated with an event. It tracks waste generation in real-time, monitors recycling and composting rates, and generates insightful reports on waste disposal practices. This feature integrates seamlessly into the EventCraft platform, allowing users to visualize data, optimize waste reduction efforts, and make informed decisions to enhance sustainability practices during events. The dashboard not only enhances operational efficiency but also promotes responsible waste management that aligns with the organization's sustainability goals.
Acceptance Criteria: User accesses the Waste Management Dashboard for real-time waste tracking during an event.

Given the event organizer is logged into the EventCraft platform, when they navigate to the Waste Management Dashboard, then they should see real-time data on waste generation, recycling rates, and composting rates.

User generates a report from the Waste Management Dashboard to analyze waste disposal practices post-event.

Given the event organizer has completed the event, when they select the option to generate a report on waste management activities, then the system should produce a detailed report that includes total waste generated, recycling rates, and composting rates, available for download.

User sets up waste management goals for an upcoming event using the dashboard.

Given the event organizer is on the Waste Management Dashboard, when they input specific waste reduction goals, then these goals should be saved and reflected in the dashboard display, tracking their progress.

User visualizes waste management data in various formats through the Waste Management Dashboard.

Given the event organizer is viewing the Waste Management Dashboard, when they select different visualization options (e.g., charts, graphs), then the data should be represented in the selected format without loss of accuracy.

User receives alerts for exceeding waste generation thresholds during the event planning phase.

Given the event organizer has set waste generation thresholds, when the projected waste exceeds these thresholds during the event planning, then an alert should be sent to the user via the platform and email.

User collaborates with team members on waste management strategies through the dashboard.

Given multiple users are working on the same event within EventCraft, when one user updates the waste management plan on the dashboard, then all team members should see real-time updates without needing to refresh.

User accesses educational resources on waste management through the dashboard.

Given the event organizer is on the Waste Management Dashboard, when they click on the educational resources section, then they should be directed to relevant guidelines and strategies for effective waste management.

Recycling Options Selector

User Story: As an event organizer, I want to select specific recycling options for my event so that I can ensure proper disposal of recyclable materials and promote sustainability.
Description: The Recycling Options Selector empowers users to choose appropriate recycling practices tailored to their specific event requirements. It provides a user-friendly interface for selecting recyclable materials, detailing the best disposal methods, and integrates educational resources for attendees. This requirement enhances the event's sustainability by enabling organizers to incorporate recycling practices into their planning process, ultimately reducing the amount of waste sent to landfills and fostering environmentally responsible behaviors among stakeholders.
Acceptance Criteria: User Selection of Recycling Options for a Corporate Event

Given the user is on the Recycling Options Selector page, when they select recyclable materials from the list, then the system should display the corresponding disposal methods and educational resources for each selected material.

User Confirmation of Selected Recycling Practices

Given the user has selected their recycling options, when they proceed to review their selections, then the system should confirm their choices and provide a summary including potential impacts on waste reduction.

User Access of Educational Resources for Recycling Practices

Given the user has selected specific recycling options, when they click on a link to educational resources, then the system should navigate to a dedicated page containing relevant information and guidelines on recycling practices.

Integration of Recycling Options with Event Budgeting

Given the user is finalizing their event plan, when they review the total budget, then the system should incorporate estimated costs related to chosen recycling practices and display them in the budgeting summary.

Feedback from Attendees on Recycling Awareness

Given the event concludes, when attendees provide feedback through a post-event survey, then at least 75% of respondents should indicate increased awareness of recycling practices as a result of the options presented at the event.

Waste Reduction Recommendations

User Story: As an event organizer, I want to receive recommendations on how to reduce waste during my event so that I can improve our sustainability practices and lower costs.
Description: The Waste Reduction Recommendations feature gives event planners tailored suggestions for minimizing waste based on specific event types, sizes, and locations. By analyzing event details, the system generates actionable insights and strategies for reducing waste outputs, promoting efficient resource management, and improving overall event sustainability. This proactive approach supports users in making informed decisions that benefit both the environment and their event budgets.
Acceptance Criteria: Use Case for Tailored Waste Reduction Recommendations

Given an event planner inputs details about an event type, size, and location, when the Waste Reduction Recommendations feature processes this information, then it should generate a minimum of three actionable waste reduction strategies that are relevant to the specified event criteria.

Validation of Generated Recommendations

Given the event planner receives the waste reduction recommendations, when the planner reviews these suggestions, then the recommendations should include at least one recycling and one composting option specific to the event type and location.

User Feedback on Recommendations

Given that the event planner has implemented the recommended waste reduction strategies, when the user reports back on the effectiveness, then at least 80% of users should agree that the recommendations helped reduce waste levels significantly compared to previous events.

Integration with Other Features

Given the Waste Management Planner is functional, when an event planner selects waste reduction recommendations, then these should be seamlessly integrated into the event budgeting and scheduling features without requiring manual entry or adjustments.

Accessibility of Recommendations

Given a diverse group of event planners using the platform, when a user accesses the waste reduction recommendations, then the interface should be intuitive, requiring no more than three clicks from the homepage to access the recommendations.

Multi-Event Analysis Capability

Given an event organization is using the Waste Reduction Recommendations feature for multiple events, when the planner inputs details for three or more events, then the system should be able to provide cumulative data on waste reduction achieved across all events.

Composting Guide

User Story: As an event organizer, I want a comprehensive guide to composting so that I can implement effective composting at my event and contribute to reducing organic waste disposal.
Description: The Composting Guide feature educates event organizers on effective composting practices and provides step-by-step instructions for setting up composting systems at their events. This guide includes information on what materials can be composted, how to manage composting processes, and suggestions for collaborating with local composting facilities. By facilitating composting, this requirement helps to divert organic waste from landfills, promotes sustainable waste disposal practices, and enhances the eco-friendliness of events.
Acceptance Criteria: User accesses the Composting Guide from the Waste Management Planner dashboard and navigates through the various sections to find relevant composting information.

Given the user is on the Waste Management Planner dashboard, when the user clicks on the Composting Guide link, then the guide should display a structured layout with sections for materials, management practices, and collaboration info.

An event organizer wants to determine which materials are suitable for composting at their event and uses the Composting Guide to find this information.

Given the user is viewing the Composting Guide, when the user clicks on the 'Materials for Composting' section, then the user should see a comprehensive list of acceptable and unacceptable materials for composting.

The event organizer wants to set up a composting system based on the Composting Guide instructions and needs to ensure they can manage the composting process effectively during the event.

Given the user is on the Composting Management section, when the user reads the step-by-step instructions, then the user should be able to identify all required steps and resources for managing composting at their event.

The event organizer needs partnerships to facilitate composting and checks the guide for suggestions on collaborating with local composting facilities.

Given the user is in the Composting Collaboration section, when the user selects a facility from the provided list, then the user should see contact information and details on how to initiate collaboration.

Users need to access the Composting Guide through various devices and ensure the functionality is consistent across devices.

Given the user accesses the Composting Guide on different devices (desktop, tablet, mobile), when the user navigates through the guide, then all sections should be fully functional and display properly on each device.

The event organizer wants to evaluate the effectiveness of the composting guide before executing it at an event.

Given the user has read the Composting Guide, when the user completes a feedback form, then the user should receive a confirmation that their feedback has been submitted successfully.

Attendee Engagement Tools for Sustainability

User Story: As an event organizer, I want to use engagement tools to educate attendees about our sustainability efforts so that they are more involved and aware of waste management practices during the event.
Description: The Attendee Engagement Tools for Sustainability are designed to inform and involve event participants in sustainability efforts. These tools include informational push notifications about waste management practices, interactive quizzes regarding recycling, and feedback options to engage attendees in waste reduction initiatives. By fostering attendee participation and awareness, this feature enhances the overall sustainability of events and aligns with best practices in waste management.
Acceptance Criteria: Attendee receives a push notification during an event about available recycling stations and compost bins.

Given that the attendee has opted in for notifications, when the event starts, then they will receive a push notification detailing the locations of recycling and compost bins.

Attendee engages in an interactive quiz on sustainability practices during a virtual event.

Given that the attendee accesses the event app, when they select the sustainability quiz option, then they should be able to complete the quiz and receive immediate feedback on their performance.

Attendee provides feedback on waste management practices via the event app after participating in a session.

Given that the attendee has viewed the waste management session, when they click on the feedback link, then they should be able to submit their thoughts and suggestions, which are recorded in the system.

Event organizer monitors attendee interaction with sustainability tools post-event.

Given that the event has concluded, when the organizer accesses the analytics dashboard, then they should see metrics on push notification engagement, quiz participation rates, and feedback received.

Attendee shares their experience regarding waste management practices on social media through the event platform.

Given that the attendee is logged into the event platform, when they click the share button after completing the sustainability quiz, then their post should be correctly formatted and shared on their social media account.

Event platform sends reminders to attendees about sustainability initiatives before the event starts.

Given that the event is scheduled, when the reminders are configured, then a notification should be sent to all attendees 24 hours before the event starts, outlining key sustainability initiatives.

Event attendees are recognized for their efforts in engaging with sustainability tools during the event.

Given that the event has a reward system, when an attendee completes the quiz and provides feedback, then they should earn points that are tallied and displayed on a leaderboard.

Vendor Guidelines for Waste Management

User Story: As an event organizer, I want to provide my vendors with clear waste management guidelines so that they understand our sustainability standards and adhere to them during the event.
Description: The Vendor Guidelines for Waste Management provide a comprehensive set of sustainability practices that event vendors must follow to align with the event's waste management strategy. This includes guidelines on packaging, food waste disposal, and recycling practices. By establishing clear standards for vendors, this feature ensures that all aspects of the event contribute to a cohesive waste management strategy, improving overall sustainability and presenting a unified commitment to responsible waste handling.
Acceptance Criteria: Event vendors review the Vendor Guidelines for Waste Management prior to an event and acknowledge their understanding of the guidelines through a digital signature.

Given a vendor has access to the Vendor Guidelines for Waste Management, when they review the document and digitally sign it, then their acknowledgment should be successfully recorded in the system.

Event organizers conduct training sessions with vendors to ensure understanding of the waste management guidelines and their implementation on-site during events.

Given a training session is scheduled, when vendors participate and complete a feedback form, then at least 90% of vendors should report understanding of the guidelines.

Vendors submit their packaging and waste management plans as part of their event proposal for review by event organizers.

Given a vendor submits their proposal, when the proposal is reviewed, then it should align with the Vendor Guidelines and receive feedback or approval within 5 business days.

During an event, vendors are monitored for compliance with waste management guidelines, specifically regarding packaging disposal and recycling efforts.

Given an event is taking place, when compliance checks are performed, then 100% of vendors should meet the established waste management guidelines without generating significant landfill waste.

Post-event, vendors provide a report on waste generated and efforts made towards recycling and composting as per the guidelines.

Given the event has concluded, when vendors complete their waste report, then at least 80% of the planned waste management practices should be effectively executed as per the guidelines.

Event organizers collect feedback from vendors about the clarity and applicability of the Vendor Guidelines for Waste Management after the event.

Given the event has concluded, when feedback is surveyed, then at least 75% of vendors should express satisfaction with the guidelines and how they were implemented at the event.

Carbon Footprint Calculator

An automated tool that calculates the carbon footprint of events based on factors like transportation, venue energy usage, and materials. This feature allows planners to assess their environmental impact and take actionable steps to reduce emissions, fostering a commitment to sustainability.

Requirements

User-Friendly Interface

User Story: As an event planner, I want a user-friendly interface for the Carbon Footprint Calculator so that I can easily input my event's data and receive insights without needing extensive technical knowledge.
Description: The Carbon Footprint Calculator must feature a user-friendly interface that allows event planners to easily input data related to transportation, venue energy usage, and materials used for the event. This requirement emphasizes simplicity and accessibility, ensuring that users with varying levels of technical expertise can effectively utilize the tool. By presenting the information in a clear, visually appealing manner, the calculator can provide immediate results and feedback, positively impacting users' engagement and their commitment to sustainability.
Acceptance Criteria: User navigates to the Carbon Footprint Calculator feature to enter event details.

Given the user is on the Carbon Footprint Calculator interface, when they click on the 'Add Event' button, then they should be presented with input fields for transportation, venue energy usage, and materials used.

User inputs data related to transportation and receives immediate feedback.

Given the user inputs transportation data, when they submit the data, then the calculator should display the estimated carbon emissions associated with that transportation method within 2 seconds.

User views the results after inputting all relevant data for an event.

Given the user has entered data for transportation, venue energy usage, and materials, when they click the 'Calculate' button, then the system should display a summary of total carbon footprint along with breakdowns by category in a visually appealing format.

User requires assistance using the Carbon Footprint Calculator.

Given the user is on the calculator interface, when they click on the 'Help' icon, then a user guide and FAQ section should open, providing clear instructions on how to use the calculator effectively.

User has completed calculations and wants to share results.

Given the user has successfully calculated the carbon footprint, when they click on the 'Share Results' button, then they should have the option to email the results or download them as a PDF.

User with varying technical expertise accesses the calculator.

Given a user with no prior technical exposure accesses the calculator, when they view the input fields, then they should see tooltips explaining each input requirement clearly and concisely, enhancing usability.

User examines the layout and design of the interface.

Given the user is using the Carbon Footprint Calculator, when they review the interface, then they should find it visually appealing, with a clean layout, clear typography, and color schemes that enhance readability and usability.

Real-Time Emission Metrics

User Story: As an event planner, I want real-time emission metrics from the Carbon Footprint Calculator so that I can understand the impact of my event planning decisions on the environment in real-time.
Description: The Carbon Footprint Calculator should provide real-time metrics on carbon emissions based on user inputs. This feature will allow planners to visualize the immediate impact of their choices, making it easier to make informed decisions regarding transportation options, venue selection, and material usage. The integration of dynamic graphs and charts will enable users to track their progress toward reducing the environmental impact of their events and foster a culture of sustainability within their planning processes.
Acceptance Criteria: User inputs event data including transportation methods, venue energy usage, and materials used during event planning.

Given the user has inputted the event data, When the user clicks the 'Calculate' button, Then the system displays real-time carbon emission metrics in graphical form, including total emissions and breakdown by category.

User modifies event details, such as changing transportation options or venue selections, to observe changes in carbon footprint.

Given the user has modified the event details, When the user clicks the 'Update Metrics' button, Then the system recalculates and displays the updated carbon emission metrics immediately without errors.

User views historical data of carbon emissions for previously planned events to assess progress over time.

Given the user selects a previous event from the history log, When the user views the emission metrics for that event, Then the system displays accurate historical carbon emission data in a graph format for comparison with current event data.

User accesses the help section to understand how to use the Carbon Footprint Calculator effectively.

Given the user navigates to the help section, When the user clicks on the 'Carbon Footprint Calculator' guide, Then the system displays comprehensive guidance detailing feature usage and tips for accurate data input.

User generates a report on carbon emissions after event completion to share with stakeholders.

Given the event is completed, When the user selects the 'Generate Report' option, Then the system creates and downloads a detailed report of the carbon emissions metrics along with actionable insights for future events in a PDF format.

User interacts with dynamic charts to visualize how different factors contribute to the carbon footprint.

Given the user is viewing the carbon emission metrics dashboard, When the user clicks on specific categories in the chart, Then the system highlights the contributions of those categories and provides detailed explanations of each factor.

User receives notifications on best practices to reduce carbon emissions while planning future events.

Given the user has completed an event and is back in the planning interface, When the system identifies new best practices based on the user's previous input and broader trends, Then the system displays a notification with tailored suggestions for reducing future carbon emissions.

Automated Reporting System

User Story: As an event planner, I want the Carbon Footprint Calculator to generate automated reports so that I can review my event's carbon emissions and gain insights to improve future planning.
Description: The Carbon Footprint Calculator must include an automated reporting system that generates comprehensive reports on the carbon footprint of each event. These reports should include detailed breakdowns of emissions by category, comparison with previous events, and suggested strategies for reducing overall impact. This feature not only helps planners assess their performance but also provides actionable insights for future events, thereby encouraging continuous improvement in sustainability practices.
Acceptance Criteria: Automated report generation after an event is completed.

Given an event has concluded, when the planner accesses the Carbon Footprint Calculator, then an automated report should be generated within 5 minutes detailing the event's carbon footprint.

Detailed breakdown of emissions by category in the report.

Given that the automated report is generated, when the report is opened, then it should display a detailed breakdown of emissions for transportation, venue energy usage, materials, and other relevant categories.

Comparison of current event's footprint with previous events.

Given an automated report has been generated, when the user views the report, then it should include a comparison of the current event's carbon footprint with at least the last two previous events.

Suggested strategies for reducing emissions included in the report.

Given that the automated report is generated, when the report is reviewed, then there should be a section providing at least three actionable strategies for reducing carbon footprint in future events.

User notifications for report availability.

Given an event report has been generated, when the report is ready, then the planner should receive an email notification indicating the report is available for download.

Accessibility of automated reports for all team members.

Given that a report is generated, when team members with access credentials log into EventCraft, then they should be able to view and download the automated report from their respective dashboard.

User feedback collection on the usefulness of reports.

Given a report has been generated and shared, when the user views the report, then they should have the option to provide feedback on the usefulness of the information provided in the report.

Integration with Vendor Database

User Story: As an event planner, I want the Carbon Footprint Calculator to integrate with the vendor database so that I can choose suppliers based on their sustainability credentials and reduce my event's carbon footprint.
Description: The Carbon Footprint Calculator should integrate seamlessly with the EventCraft vendor database to gather data on sustainable options and practices employed by different vendors. This will enrich the calculator's functionality by allowing planners to select vendors based on their sustainability practices, which can significantly impact the overall carbon footprint of an event. This integration aligns with EventCraft's mission to simplify event planning while promoting sustainable practices.
Acceptance Criteria: Integration of the Carbon Footprint Calculator with the vendor database allows event planners to select vendors based on sustainability practices. When a planner adds a vendor to an event, they must be able to view the vendor's sustainability practices directly in the calculator interface, and the data should be updated in real-time as vendors update their practices.

Given the event planner is accessing the Carbon Footprint Calculator, When they select a vendor for an event, Then the planner can view the sustainability practices of the selected vendor within the calculator and see real-time updates if the vendor modifies their information.

Event planners want to evaluate the overall carbon footprint of an event by selecting various vendors from the integrated database. They need to see how each vendor's sustainability practices impact the total carbon footprint calculation.

Given the event planner has selected multiple vendors within the Carbon Footprint Calculator, When they request a carbon footprint report, Then the calculator should display a detailed breakdown of the total carbon footprint along with the individual contributions from each selected vendor's sustainability practices.

The vendor database should be continuously updated to ensure that event planners receive the most current information about vendor sustainability practices. Planners need to be assured that the data they see is accurate and reflects any changes made by vendors.

Given the vendor database is integrated with the Carbon Footprint Calculator, When a vendor updates their sustainability practices, Then the Carbon Footprint Calculator should reflect these updates within 24 hours of the change being made in the vendor database.

Event planners need to filter vendors based on specific sustainability criteria (e.g., renewable energy use or waste management practices) to make informed choices that align with their sustainability goals.

Given the event planner is using the vendor selection tool within the Carbon Footprint Calculator, When they apply filters for sustainability criteria, Then the calculator should only display vendors that meet the selected sustainability standards.

Planners should be able to receive recommendations for sustainable vendor options based on their event type and specific requirements, ensuring that they can easily identify the best options for minimizing carbon emissions.

Given the event planner is using the Carbon Footprint Calculator, When they input event details (type, size, location), Then the system should recommend sustainable vendors that best fit the event's requirements and provide their respective sustainability ratings.

Once an event planner has finalized their vendor selections, they should be able to generate a comprehensive sustainability report that summarizes the carbon footprint and the sustainability practices of chosen vendors, which can be shared with stakeholders.

Given the event planner has completed their vendor selections, When they request a sustainability report, Then the Carbon Footprint Calculator should generate a detailed report outlining the event's carbon footprint with links to the vendors' sustainability practices used in the calculation.

Planners may want to know the historical performance and sustainability ratings of vendors over time before making a decision.

Given the event planner is reviewing vendor information, When they look at a specific vendor's profile, Then they should see historical data on sustainability practices and ratings displayed within the Carbon Footprint Calculator interface.

Customizable Carbon Categories

User Story: As an event planner, I want to be able to customize the carbon categories in the Carbon Footprint Calculator so that I can accurately reflect the unique aspects of my event and its environmental impact.
Description: The Carbon Footprint Calculator must offer customizable categories for users to define specific aspects of their events, such as food, travel, and waste management. This flexibility allows planners to tailor the calculation to reflect the unique elements of each event, providing a more accurate portrayal of its carbon footprint. By making this feature available, EventCraft can enhance user experience and ensure that planners can address the most relevant areas of sustainability in their events.
Acceptance Criteria: User wants to add customizable categories to the Carbon Footprint Calculator for a corporate event they are planning.

Given the user is logged into EventCraft, when they navigate to the Carbon Footprint Calculator, then they should see an option to add customizable categories for their event.

User adds categories for food and travel to their carbon footprint calculation.

Given the user has selected 'Add Category', when they enter 'Food' and 'Travel' as categories and save, then these categories should appear in the list of customizable categories.

User edits an existing category in the Carbon Footprint Calculator.

Given the user has already added a category labeled 'Waste', when they select 'Edit' and change the category name to 'Waste Management', then 'Waste Management' should replace 'Waste' in the list of categories.

User removes a category from the Carbon Footprint Calculator.

Given the user has categories 'Food', 'Travel', and 'Waste', when they select 'Remove' next to 'Travel', then 'Travel' should no longer appear in the list of categories.

User attempts to save the Carbon Footprint Calculator without any categories added.

Given the user has not added any categories, when they attempt to save the Carbon Footprint calculation, then they should receive an error message indicating that at least one category must be added before saving.

User wants to see the total carbon footprint calculated based on their added categories.

Given the user has added the categories 'Food' and 'Waste', when they input data such as quantities for each category, then the total carbon footprint should automatically calculate and display the sum of emissions from all categories.

User seeks information on what qualifies as a customizable category for the Carbon Footprint Calculator.

Given the user is on the Carbon Footprint Calculator page, when they click on the 'Help' icon, then a tooltip should display examples of customizable categories such as 'Travel', 'Food', and 'Waste Management'.

Sustainability Reporting Suite

Comprehensive reporting capabilities that analyze sustainability metrics post-event, providing insights into waste reduction achievements, vendor performance in sustainability, and overall ecological impact. This feature allows planners to share results with stakeholders, demonstrating commitment to eco-friendly practices.

Requirements

Data Collection Metrics

User Story: As an event planner, I want to collect sustainability metrics from my events so that I can analyze my ecological impact and improve my practices for future events.
Description: The Sustainability Reporting Suite must have the capability to collect and store various sustainability metrics from events, including data on waste management, recycling rates, and carbon footprint calculations. This requirement is crucial as it enables planners to have access to reliable data that showcases their sustainability efforts over time, establish benchmarks for improvement, and generate detailed reports that can be shared with stakeholders. The data collected will provide insights into the overall ecological impact of events, aiding in strategic decision-making for future events.
Acceptance Criteria: Data Collection for Waste Management Metrics

Given an event with a waste management plan, when the event concludes, then the system should successfully collect data on the total waste generated, the amount recycled, and the disposal methods used.

Calculating Carbon Footprint for Events

Given an event where transportation and energy consumption data are captured, when the event concludes, then the system should calculate the total carbon footprint and provide a breakdown by category (transport, energy, etc.).

Vendor Sustainability Performance Tracking

Given a set of vendors used for an event, when the event concludes, then the system should generate a report evaluating each vendor's sustainability performance based on predefined metrics such as waste reduction and energy efficiency.

Storing Sustainability Metrics Over Time

Given multiple events are logged in the system, when new metrics are input, then the system should store and categorize these metrics chronologically, allowing for historical comparisons and trend analysis.

Generating Reports for Stakeholder Sharing

Given the collected sustainability metrics for an event, when a report is requested, then the system should generate a comprehensive and visually clear report that includes charts and data points for presentation to stakeholders.

User Interface for Data Input and Reporting

Given a user accessing the Sustainability Reporting Suite, when entering sustainability metrics, then the interface should allow for easy input and seamless navigation to reporting features without technical difficulties.

Automated Reporting Generation

User Story: As an event planner, I want automated reports on sustainability metrics so that I can present data effortlessly to stakeholders and demonstrate our commitment to eco-friendly practices.
Description: The system should automatically generate sustainability reports based on the collected metrics, allowing planners to easily visualize and interpret the data. This requirement enhances the usability of the suite by reducing the time needed to compile reports manually and ensuring that key insights are readily available for review after events. The automated generation of reports will include visualizations such as graphs and charts to help in effectively communicating the sustainability performance to stakeholders.
Acceptance Criteria: User initiates report generation from the Sustainability Reporting Suite after an event concludes.

Given that the user has provided event metrics and selected the 'Generate Report' option, when the report generation is initiated, then an automated report is produced within 5 minutes, including all relevant sustainability metrics and visualizations.

User accesses the generated sustainability report to analyze performance metrics.

Given that the report has been generated, when the user accesses the report, then the data should be visualized in clear graphs and charts demonstrating waste reduction achievements and vendor performance in sustainability.

User needs to share the sustainability report with stakeholders post-event.

Given that the report is successfully generated, when the user selects the 'Share' option, then the system should provide options to share via email or downloadable PDF, with a confirmation message once shared.

User verifies the accuracy of the sustainability data presented in the automated report.

Given that the user has access to the original event metrics, when reviewing the report, then the metrics presented in the report should match the original data with no discrepancies.

User wants to regenerate the report if they modify the sustainability metrics post-event.

Given that the user has edited the original metrics, when the user clicks 'Regenerate Report,' then the system should update the report to reflect these changes accurately within 5 minutes.

User navigates through the different sections of the generated sustainability report.

Given that the report is generated, when the user navigates between sections (Waste Reduction, Vendor Performance, etc.), then the navigation should be seamless, with the ability to return to the main overview page with a single click.

Vendor Sustainability Assessment

User Story: As an event planner, I want to assess vendor sustainability practices so that I can choose eco-friendly vendors that contribute positively to the event's environmental impact.
Description: The Sustainability Reporting Suite must include a feature for assessing vendors based on their sustainability practices and performance. This requirement will allow event planners to select vendors that align with their sustainability goals and track vendor performance in real-time, fostering a collaborative approach towards sustainability throughout the event lifecycle. By integrating vendor assessments, the feature encourages reliance on eco-conscious vendors while boosting accountability across the supply chain.
Acceptance Criteria: Vendor Selection Process Based on Sustainability Assessment

Given a list of vendors with their sustainability ratings, When the event planner accesses the Vendor Sustainability Assessment feature, Then the system displays a filter option to select vendors with sustainability ratings above a defined threshold.

Real-time Performance Tracking of Vendor Sustainability

Given an event is underway, When the event planner reviews the Vendor Sustainability Assessment dashboard, Then the system shows real-time data on each selected vendor’s sustainability performance metrics.

Reporting Sustainability Outcomes to Stakeholders

Given a completed event, When the event planner generates a sustainability report, Then the report includes detailed metrics on vendor sustainability performance and waste reduction achievements.

Integration of Vendor Ratings into Planning Workflow

Given the event planner is in the workflow for selecting vendors, When they access the Vendor Sustainability Assessment, Then the system allows the planner to integrate vendor ratings directly into their event planning workflow.

User Feedback Mechanism for Vendor Assessment

Given that the vendor sustainability assessments are visible to users, When an event planner completes a vendor assessment, Then the system prompts the planner to provide feedback on the vendor's sustainability practices to improve future assessments.

Historical Tracking of Vendor Sustainability Performance

Given the vendor sustainability assessments have been completed for multiple events, When the event planner accesses the vendor history, Then the system provides a historical performance graph of each vendor's sustainability metrics over time.

Customizable Reporting Templates

User Story: As an event planner, I want customizable reporting templates for sustainability metrics so that I can tailor the reports to meet specific stakeholder needs and communicate effectively.
Description: The ability to create customizable reporting templates for sustainability reports will be included in the suite, allowing planners to tailor the reports based on specific metrics or stakeholder requirements. This requirement is essential as it empowers users to produce reports that meet diverse needs and preferences, ensuring flexibility and enhancing user satisfaction. Custom templates will help planners to communicate their sustainability efforts in a way that resonates best with different audiences.
Acceptance Criteria: Customizable Reporting Templates Creation for an Eco-Friendly Event

Given a user has access to the Sustainability Reporting Suite, when they select 'Create Custom Template', then they should be presented with options to choose specific metrics and design layout.

Personalization of Reporting Templates Based on Stakeholder Needs

Given a user has created a template, when they enter stakeholder details and metrics preferences, then the template should automatically adjust to incorporate those preferences.

Saving and Accessing User-Created Templates

Given a user has created a customizable reporting template, when they save the template, then it should be retrievable from a 'My Templates' section without data loss.

Option to Export Reports in Multiple Formats

Given a user has finalized a report using a custom template, when they choose to export the report, then they should be able to select from PDF, Excel, and PowerPoint formats.

Integration of Vendor Sustainability Metrics in Templates

Given a user is creating a report template, when they select the 'Incorporate Vendor Metrics' option, then they should have access to a list of vendor sustainability performance indicators to include in the report.

User Feedback on the Usability of Customizable Templates

Given the templates have been used by at least ten different users, when a survey is conducted to assess usability, then at least 80% of users should report satisfaction with template functionality.

Testing for Template Design Consistency Across Devices

Given a user has created a reporting template, when the template is viewed on different devices (mobile, tablet, desktop), then the design and layout should remain consistent without errors.

Stakeholder Sharing Functionality

User Story: As an event planner, I want to share sustainability reports with stakeholders easily so that I can maintain transparency and foster collaboration on sustainability efforts.
Description: The sustainability reporting feature should allow event planners to easily share reports with stakeholders, including clients, sponsors, and team members. This requirement emphasizes the importance of transparency and accountability in sustainability practices. By enabling seamless sharing capabilities, the feature will facilitate collaboration and open dialogue regarding sustainability efforts, allowing stakeholders to engage meaningfully with the data provided.
Acceptance Criteria: Stakeholders receiving sustainability reports via email for an event hosted last month.

Given an event has concluded and the sustainability report is generated, When the event planner selects stakeholders to share the report with, Then the report is successfully sent to all selected stakeholders via email without errors.

Sharing sustainability reports with stakeholders through a shared link.

Given an event's sustainability report is saved on the platform, When the event planner generates a shareable link, Then stakeholders can access the report via the link without needing additional authentication.

Viewing shared sustainability reports on different devices and browsers.

Given a stakeholder receives a sustainability report link, When they open the link on any device or popular web browser, Then the report is displayed correctly and fully functional on all platforms.

Tracking stakeholder engagement with shared sustainability reports.

Given a sustainability report is shared with stakeholders, When the event planner reviews the engagement metrics, Then the planner can see how many stakeholders viewed the report and any actions taken based on the report (e.g., comments, downloads).

Integrating stakeholder feedback into future event planning based on sustainability reports.

Given a sustainability report is shared and viewed by stakeholders, When feedback is provided by stakeholders, Then the feedback is captured and made available for future event planning decisions related to sustainability.

Customizing the format of shared sustainability reports according to stakeholder preferences.

Given different stakeholders have specific preferences for report content, When the event planner customizes the report format before sharing, Then stakeholders receive the report in their requested format (PDF, PPT, etc.) with all necessary information included.

Ensuring accessibility compliance of shared sustainability reports for all stakeholders.

Given a sustainability report is shared with stakeholders, When evaluated against accessibility standards (like WCAG), Then the report meets the necessary criteria ensuring readability and usability for all stakeholders, including those with disabilities.

Eco-Friendly Resource Hub

A centralized repository of resources, tips, and best practices for planning sustainable events. This feature equips event planners with the knowledge and tools needed to implement eco-friendly strategies effectively, contributing to a culture of sustainability within the event planning industry.

Requirements

Sustainable Resource Database

User Story: As an event planner, I want an easily accessible database of eco-friendly resources so that I can source sustainable materials and services for my events effectively.
Description: The Sustainable Resource Database is a comprehensive collection of eco-friendly materials, suppliers, and services tailored for event planners. This feature will aggregate and catalog various sustainable resources, making it easier for event planners to source materials, book venues, and engage vendors that follow environmentally friendly practices. The database will facilitate quick searches, allowing planners to filter resources based on sustainability criteria such as carbon neutrality, waste reduction, and ethical sourcing. By integrating this feature into EventCraft, planners will be empowered to make informed decisions that align with their sustainability goals, thus fostering a more responsible event planning culture.
Acceptance Criteria: Sourcing Sustainable Materials for an Event.

Given the user accesses the Sustainable Resource Database, when they filter resources by 'carbon neutrality', then the results should display only materials suppliers that meet the carbon neutrality criteria.

Searching for Eco-Friendly Venue Options.

Given the user is on the Sustainable Resource Database, when they search for 'eco-friendly venues', then the system should return a list of venues with verified sustainability practices, including their certifications.

Engaging with Sustainable Vendors.

Given the user selects a vendor type from the Sustainable Resource Database, when they apply filters for 'waste reduction' and 'ethical sourcing', then the system should present a list of vendors that match these criteria with their contact details and service descriptions.

Reviewing and Comparing Resources.

Given that a user is viewing the Sustainable Resource Database, when they select multiple resources for comparison, then the system should allow them to view key differences in sustainability metrics side by side.

Updating Resource Information.

Given an admin user is logged into the Sustainable Resource Database, when they update a resource's sustainability information, then the changes should reflect immediately in the database and no duplicate entries should exist for the same resource.

User Feedback on Resources.

Given a user is browsing the Sustainable Resource Database, when they provide feedback on a resource, then the system should successfully log the feedback and allow for future edits to the user's comments.

Accessing Educational Materials on Sustainability.

Given a user navigates the Sustainable Resource Database, when they access the educational materials section, then they should see a list of articles, guides, and videos related to sustainable event planning practices.

Eco-Friendly Checklists

User Story: As an event planner, I want customizable eco-friendly checklists to ensure I follow sustainable practices throughout my event planning process so that I can minimize the environmental impact of my events.
Description: The Eco-Friendly Checklists feature will provide customizable checklists that help event planners incorporate sustainability into their planning processes. These checklists will cover all aspects of event planning, from venue selection to waste management. They will include tips, reminders, and best practices designed to guide planners through steps that reduce environmental impact, ensuring that sustainable choices are made throughout the planning cycle. This feature enhances productivity by standardizing sustainability practices and provides planners with clear action items, making it easier to achieve eco-friendly objectives in their events.
Acceptance Criteria: As an event planner, I want to customize my eco-friendly checklist based on the specific needs of my event, so I can ensure that I address all relevant sustainability factors pertaining to my venue and audience.

Given I am on the Eco-Friendly Checklists page, When I select the 'Customize' option, Then I should be able to add, remove, or modify items in the checklist according to my event's requirements and save the changes successfully.

As an event planner, I need to access pre-made eco-friendly checklist templates to quickly start my planning process, ensuring I cover essential sustainability practices.

Given I am on the Eco-Friendly Checklists page, When I click on 'Templates', Then I should see a list of available pre-made checklist templates, and I should be able to select one to use for my event.

As an event planner, I want to receive reminders for each task in the eco-friendly checklist, so I can stay on track with my sustainable planning efforts.

Given I am using a customized eco-friendly checklist, When I set deadlines for each task, Then I should receive timely reminders for each task via my preferred notification method (email/notification), at least 24 hours before each deadline.

As an event planner, I need to track the completion status of each item in the eco-friendly checklist in real-time, so I can ensure all sustainable practices are followed during the planning process.

Given I have a checklist in progress, When I check off completed items, Then the system should automatically update the completion percentage and reflect the status clearly on the checklist interface.

As an event planner, I want to share my customized eco-friendly checklist with my team members, so everyone involved in the planning can stay informed about sustainability practices.

Given I am viewing my eco-friendly checklist, When I select the 'Share' option, Then I should be prompted to enter team members' email addresses, and they should receive an invitation to view and collaborate on the checklist.

As an event planner, I want to access a library of resources and best practices for each item on my eco-friendly checklist, so I can be better informed about sustainable choices.

Given I am viewing an item on my eco-friendly checklist, When I click on the 'Learn More' link, Then I should be directed to a page with detailed information and resources related to that specific sustainability practice.

Green Vendor Ratings

User Story: As an event planner, I want to read ratings and reviews of vendors based on their sustainability practices so that I can choose environmentally responsible options for my events.
Description: The Green Vendor Ratings feature will allow users to evaluate and review vendors based on their sustainability practices. Event planners will be able to post reviews and rate vendors according to their eco-friendly initiatives, such as waste management, energy efficiency, and use of sustainable materials. This will enable other planners to make educated decisions when selecting vendors for their events. Additionally, the ratings will provide an incentive for vendors to adopt and promote sustainable practices, fostering a more environmentally conscious community within the event planning industry.
Acceptance Criteria: As an event planner, I want to be able to find and access the Green Vendor Ratings feature within the Eco-Friendly Resource Hub so that I can evaluate vendors' sustainability practices before making decisions.

Given that I am logged into EventCraft, when I navigate to the Eco-Friendly Resource Hub, then I should see a dedicated section for Green Vendor Ratings that is easily accessible.

As an event planner, I want to submit a review for a vendor based on their sustainability practices so that I can contribute to the community and help others in their selection process.

Given that I am on the Green Vendor Ratings page, when I select a vendor and submit a review that includes a rating from 1 to 5 and a written description, then my review should be successfully posted and visible to other users.

As an event planner, I want to view other users' reviews and ratings for vendors so that I can make informed decisions based on community feedback.

Given that I am on the Green Vendor Ratings page, when I select a vendor from the list, then I should be able to see the average rating and all submitted reviews for that vendor, sorted by date.

As a vendor, I want to see my rating and reviews so that I can understand how I am perceived in terms of sustainability and make improvements as necessary.

Given that I am a registered vendor on the platform, when I log in and navigate to my vendor profile, then I should see my current Green Vendor Rating along with all reviews submitted by event planners.

As an event planner, I want to filter vendor ratings by specific sustainability criteria so that I can find vendors that excel in areas crucial for my event.

Given that I am on the Green Vendor Ratings page, when I apply filters for waste management, energy efficiency, or use of sustainable materials, then the list of vendors should refresh to show only those who meet my criteria.

As an event planner, I want to be notified if a vendor changes their rating or receives a new review so that I am always aware of the latest information ahead of my event planning.

Given that I am following a vendor's page, when that vendor receives a new review or rating, then I should receive an email notification with the details of this update.

As an administrator, I want to manage vendor reviews to ensure they meet community guidelines so that the platform remains a reliable source of information.

Given that I am logged in as an administrator, when I review submissions for new vendor ratings and comments, then I should be able to approve, reject, or edit those submissions based on compliance with the established guidelines.

Sustainability Analytics Dashboard

User Story: As an event planner, I want to see analytics on the sustainability impact of my events so that I can track my performance and identify areas where I can improve.
Description: The Sustainability Analytics Dashboard will provide event planners with insights and analytics on the environmental impact of their events. By integrating data from various sources such as attendee travel, materials used, and waste generated, the dashboard will visualize key metrics related to sustainability. Event planners can track their performance against predefined sustainability goals, identify areas for improvement, and generate reports to demonstrate their commitment to sustainability to stakeholders. This feature will not only enhance the overall strategic approach to event planning but also promote accountability in achieving sustainability objectives.
Acceptance Criteria: Sustainability Insights Dashboard Initialization

Given an event planner opens the Sustainability Analytics Dashboard, When the dashboard loads, Then it displays the initial sustainability metrics based on default parameters such as travel emissions, materials used, and waste generated.

User Input for Data Customization

Given an event planner selects specific dates and events, When the event parameters are submitted, Then the dashboard should update and reflect metrics relevant to those selected parameters in real-time.

Performance Tracking Against Goals

Given an event planner sets predefined sustainability goals, When the planner views the dashboard, Then it shows the current performance against these goals with visual indicators for each metric.

Report Generation Feature

Given an event planner has selected relevant data, When the planner clicks the 'Generate Report' button, Then a downloadable report in PDF format is created, summarizing the sustainability metrics and insights from the dashboard.

User Feedback on Dashboard Usability

Given an event planner interacts with the dashboard for the first time, When they complete the walkthrough tutorial, Then they should be prompted to provide feedback on usability and suggest improvements.

Real-Time Collaboration with Team Members

Given an event planner shares the dashboard with team members, When they collaborate in real-time, Then changes made by any user should be instantly reflected for all users without delay.

Historical Data Access for Event Comparisons

Given an event planner wants to analyze previous events, When they access the historical data section of the dashboard, Then they should be able to view and compare sustainability metrics from past events.

Interactive Sustainability Workshops

User Story: As an event planner, I want to attend workshops on sustainable event planning so that I can learn from experts and apply best practices to my events.
Description: The Interactive Sustainability Workshops feature will offer users access to various workshops and webinars focused on sustainable event planning. These sessions will be led by experts in the field and will cover topics such as green technology, sustainable catering, and waste reduction strategies. This feature aims to educate and empower event planners about the best practices in eco-friendly planning and provide them with actionable insights they can implement in their events. By promoting continuous learning, EventCraft will position itself as a key resource for planners who strive to green their events.
Acceptance Criteria: User Registration for Interactive Sustainability Workshops

Given a user on the EventCraft platform, when they navigates to the Interactive Sustainability Workshops section and completes the registration form, then they should receive a confirmation email with workshop details and a unique access link.

Content Accessibility of Workshop Materials

Given a user who has registered for a workshop, when they access the workshop page, then they should be able to download all materials, view recordings, and access additional resources without error.

Live Workshop Participation

Given a registered user who joins a live workshop session, when they log in during the scheduled time, then they should be able to participate in the session with functioning audio, video, and chat features.

Feedback Submission for Workshops

Given a user who attended a workshop, when they complete the post-workshop feedback form, then their feedback should be recorded and a thank-you message displayed upon submission.

Expert Moderator Interaction

Given a live workshop session in progress, when a user submits a question through the chat feature, then it should be displayed to the session moderator, who can respond in real time during the discussion.

Integration of Best Practices in Workshops

Given a workshop covering a specific topic, when the session is completed, then participants should receive a checklist of best practices related to that topic via email within 24 hours of the workshop.

Workshop Attendance Tracking

Given a registered user, when they attend a workshop session, then their attendance should be automatically recorded in the system and reflected on their user profile under attended workshops.

Engagement Insights

This feature provides detailed analytics on attendee engagement during events, including session participation rates and interaction metrics. By highlighting areas where attendees are most active, planners can tailor their strategies in real-time, ensuring optimal engagement and participation throughout the event.

Requirements

Real-time Engagement Dashboard

User Story: As an event planner, I want to access a real-time engagement dashboard so that I can monitor attendee participation during the event and adjust my plans to enhance engagement based on live metrics.
Description: The Real-time Engagement Dashboard requirement focuses on creating an interactive display that showcases attendee engagement metrics during events. This dashboard will provide event planners with live data on session attendance, interaction levels, and feedback, drastically improving their ability to make informed decisions as the event unfolds. By combining various data sources into a cohesive visual representation, planners can quickly identify which sessions or activities are generating the most interest and adjust their strategies accordingly. The integration within EventCraft will allow users to seamlessly switch between planning and real-time analysis, enhancing the overall event experience for attendees and organizers alike.
Acceptance Criteria: Real-time data visualization during an event to monitor attendee engagement.

Given the event dashboard is active, when an attendee enters a session, then the session attendance count should be updated within 2 seconds.

Monitoring interaction levels in real time to adjust engagement strategies.

Given the dashboard is displaying interaction metrics, when an attendee sends feedback or interacts with a session, then the interaction metrics should reflect the change within 5 seconds.

Providing a summary view of the most engaged sessions at any moment.

Given the dashboard is displaying attendee engagement, when queried for top sessions, then it should show the top 3 sessions with the highest participation rates updated every 10 seconds.

Enabling planners to customize which metrics are displayed on the dashboard.

Given the dashboard settings, when a planner selects or deselects specific metrics, then the dashboard should update to reflect these selections in real-time without page refresh.

Integrating feedback mechanisms for attendees during sessions.

Given the feedback option is enabled for a session, when an attendee submits feedback, then the dashboard should show a confirmation message and log the submission immediately.

Accessing historical engagement data after the event concludes.

Given that the event has ended, when a planner accesses the dashboard, then it should display a summary of engagement metrics for the entire event, including session attendance and interaction levels.

Session Feedback Mechanism

User Story: As an attendee, I want to easily provide feedback on sessions I attended, so that my opinions can contribute to improving future events.
Description: The Session Feedback Mechanism is designed to collect and analyze attendee feedback on individual sessions after they conclude. This requirement involves implementing an interface where attendees can rate sessions and provide comments, which will be aggregated and visually represented for planners. By evaluating session feedback, planners can gain insights into the quality of content, speaker effectiveness, and overall attendee satisfaction. The feedback will be integrated into the Engagement Insights feature to help planners understand what aspects of the event resonated most with attendees, thus informing future event programming and improving attendee experiences.
Acceptance Criteria: Session Feedback Mechanism allows attendees to rate each session on a scale of 1 to 5 immediately after it concludes to ensure timely feedback.

Given an attendee has participated in a session, when the session ends, then they should be presented with a rating interface to rate the session from 1 to 5 and provide optional comments.

Planners need to view aggregated session feedback data post-event to analyze attendee satisfaction and content effectiveness.

Given the event has concluded, when a planner accesses the Engagement Insights dashboard, then they should see a summary of session ratings and comments aggregated per session.

Attendees must be able to easily navigate to the feedback form from the event platform.

Given an attendee is logged into the event platform, when the session ends, then they should receive a prompt or a navigation link directly to the feedback form for that session.

The feedback submitted by attendees should be stored securely and be accessible only to authorized planners.

Given feedback has been submitted, then it should be stored securely in the database and accessible only to users with planner permissions when they request session feedback data.

Planners want to identify trends in feedback over multiple events to inform future programming decisions.

Given multiple events with session feedback collected, when planners access the historical feedback reports, then they should be able to view trends in ratings and comments across those events.

The feedback mechanism should provide real-time alerts to planners if a session receives low ratings from attendees.

Given a session is being rated, when the average rating drops below a defined threshold (e.g., 2 stars), then the system should send an immediate alert to the designated planner's dashboard.

Engagement Trends Reporting

User Story: As an event planner, I want to receive automated reports on attendee engagement trends over multiple events, so that I can better understand participant behaviors and improve future event strategies.
Description: The Engagement Trends Reporting feature will compile and deliver comprehensive reports on participant engagement over the course of multiple events. This requirement will include automated generation of reports highlighting key metrics such as participant trends, session comparisons, and detailed analyses of engagement activities. The reports will help event planners identify patterns and preferences in attendee behavior across different events, allowing them to enhance their planning processes and develop strategies that cater to their audience's needs. This feature will be crucial for long-term strategy formulation and ensuring the continuous improvement of future events alongside the robust capabilities of EventCraft.
Acceptance Criteria: Engagement Trends Reporting generation for a multi-day conference

Given the event planner has selected a multi-day conference, When they initiate the report generation for engagement insights, Then the system must produce a report with participant trends, session comparisons, and detailed engagement activity analyses within 5 minutes.

Accessibility of Engagement Trends Reports for team members

Given that the engagement trends report has been generated, When a team member accesses the report through their user account, Then they should be able to view and download the report in PDF format without any errors.

Comparison of session engagement across multiple events

Given that the planner is viewing the engagement trends report, When they select two or more events for comparison, Then the system must display a comparative analysis of session participation rates and interaction metrics side by side.

Automated notifications for engagement report availability

Given that an engagement trends report has been successfully generated, When the report is ready, Then the system should automatically send email notifications to all designated team members with the report link.

Performance of engagement trends report under high usage

Given that multiple users are trying to generate engagement reports simultaneously, When the report generation is initiated, Then the system must still generate each report in less than 10 minutes per user without crashing.

Customization of engagement insights metrics in reports

Given the event planner has access to report settings, When they choose which metrics to include in the engagement trends report, Then the generated report should accurately reflect the selected metrics without omission.

Custom Engagement Alerts

User Story: As an event planner, I want to receive custom alerts when attendee engagement drops below a certain level, so that I can quickly respond and take actions to improve participation during the event.
Description: The Custom Engagement Alerts functionality allows event planners to set up notifications based on specific engagement thresholds during an event. For example, if a session attendance drops below a set percentage or if attendee interaction levels fall, planners will receive an alert, enabling them to take immediate action. This requirement enhances proactive event management by enabling quick adjustments and interventions as needed, thereby maximizing participation and engagement. The alerts can be configured through the EventCraft interface and be tailored to individual preferences, ensuring planners stay informed of critical engagement metrics without monitoring the dashboard continuously.
Acceptance Criteria: Event planner wants to receive a notification when session attendance drops below a predetermined threshold during an ongoing event.

Given that the session attendance threshold is set to 70%, when the attendance drops below 70%, then the planner should receive a notification via email and in-app alert.

A planner configures multiple engagement alerts for different sessions of the event and wants to ensure they receive alerts as configured.

Given that the planner has set alerts for session A at 60% and session B at 50%, when attendance for session A drops below 60% and session B drops below 50%, then the planner should receive alerts for both sessions.

An event planner wants to receive real-time alerts based on attendee interaction metrics during a session.

Given that the interaction threshold is set to 50%, when the interaction metrics fall below 50%, then the planner should receive an immediate alert via SMS and push notification.

During an event, the planner modifies the engagement alert thresholds for a session and wants to confirm the changes are applied.

Given that the engagement alert threshold is modified from 70% to 80%, when attendance for that session drops below 80%, then the planner should receive the alert with the new threshold.

A planner wants to test the alert system to ensure notifications are received under specific conditions before the actual event starts.

Given that the planner sets a test threshold of 10%, when mock attendance data indicates below 10%, then a test notification should be generated and sent to the planner to confirm reception.

Event planners want to ensure they can deactivate alerts if they no longer need them during an ongoing event.

Given that the planner has activated engagement alerts for a session, when the planner deactivates the alert, then no further notifications should be sent for that session regardless of attendance or interaction levels.

A planner establishes different notification preferences for various team members managing different aspects of an event.

Given that the planner assigns different roles to team members with specific thresholds for alerts, when any threshold is met, then the corresponding team member should receive the alert based on their individual preferences.

Post-Event Engagement Analytics

User Story: As an event planner, I want to access detailed analytics of attendee engagement after the event so that I can understand what worked well and what could be improved for future events.
Description: The Post-Event Engagement Analytics requirement encompasses developing a feature that aggregates and analyzes engagement data after the event has concluded. This will include metrics on overall participation rates, session-specific interactions, and attendee feedback trends. The goal is to provide a comprehensive summary that helps planners understand what strategies worked effectively and where improvements are needed. This analysis will be crucial for refining future event programming and ensuring continuous enhancement of attendee experiences. This feature will integrate seamlessly with the existing reporting functionalities within EventCraft, creating a holistic view of engagement over time.
Acceptance Criteria: Post-event analytics report generation with participation metrics and attendee feedback.

Given an event has concluded and data has been collected, when a planner accesses the Post-Event Engagement Analytics feature, then a report with overall participation rates and session-specific interactions is generated and available for download.

Real-time access to attendee engagement data during the analytics review.

Given the planner is reviewing engagement data after an event, when they select a specific session, then they should see detailed interaction metrics and feedback trends for that session.

Integration with existing reporting functionalities in EventCraft.

Given the Post-Event Engagement Analytics feature is implemented, when a planner uses the existing reporting functionality, then engagement data from the Post-Event analysis must be included within the overall reporting framework without discrepancies.

User-friendly visual representation of data insights.

Given the analytics report has been generated, when the planner views the report, then the data must be presented in a user-friendly format including charts and graphs for easy comprehension.

Ability to filter feedback trends by specific demographics.

Given the planner is reviewing attendee feedback trends, when they apply demographic filters, then the feedback data must accurately reflect only the responses from the selected demographic group.

Export functionality for Post-Event analytics report.

Given the Post-Event engagement report has been generated, when the planner chooses to export the report, then it must be downloadable in multiple formats (e.g., PDF, Excel) without loss of data integrity.

Attendance Trends Tracker

A dynamic visualization tool that shows attendance trends in real-time, allowing planners to monitor participant numbers and demographics as the event progresses. This feature empowers event organizers to make immediate staffing or resource adjustments based on actual attendance, ensuring a smooth and efficient experience for everyone.

Requirements

Real-time Attendance Dashboard

User Story: As an event planner, I want to see real-time attendance data so that I can make immediate adjustments to staffing or resources during the event based on actual participant numbers.
Description: The Real-time Attendance Dashboard is an essential component that provides planners with a live overview of attendee counts, helping them to monitor the participant engagement dynamically as the event evolves. This dashboard integrates seamlessly with EventCraft's existing functionalities, allowing planners to see numbers broken down by demographics such as age, location, and ticket type. By visualizing attendance trends in real-time, planners can make swift decisions regarding staffing needs, resource allocation, and engagement strategies, ultimately enhancing the attendee experience and increasing overall event success.
Acceptance Criteria: User views the real-time attendance dashboard during an ongoing event.

Given the user is logged into EventCraft, when they navigate to the Attendance Dashboard, then the dashboard displays live attendee counts and demographic breakdowns updated at least every 5 seconds.

Event planner adjusts staffing based on real-time attendance data.

Given the attendance dashboard shows an increase of 20% in participants from the previous hour, when the planner reviews the dashboard, then they can adjust staffing levels accordingly with a one-click staffing adjustment feature.

User filters attendance data by demographics.

Given the user is viewing the Attendance Dashboard, when they apply filters for age and location demographics, then the dashboard updates to display attendee counts that match the selected criteria within 3 seconds.

User exports attendance data after an event for review.

Given the event has ended, when the user clicks on the export data option in the Attendance Dashboard, then the system generates a downloadable report in CSV format containing total attendance and demographics within 2 minutes.

User accesses the attendance dashboard from a mobile device during an event.

Given the user is accessing EventCraft from a mobile device, when they open the Attendance Dashboard, then the dashboard displays optimally with no loss of data integrity or sizing issues, allowing full interaction.

Event organizer receives alerts for significant attendance changes.

Given the dashboard is actively monitoring attendance, when there is a drop or surge of more than 30% in participation within 10 minutes, then the system sends an instant notification to the event organizer via their preferred communication channel.

User reviews historical attendance trends in the dashboard.

Given the user has accessed the Attendance Dashboard, when they select the historical trends view for the last three events, then the dashboard displays a comparative graph of attendance numbers по demographics for the specified events adequately within 5 seconds.

Demographic Analysis Tool

User Story: As an event planner, I want to analyze attendee demographics so that I can tailor the event content and engagement strategies to better meet the needs of my audience.
Description: The Demographic Analysis Tool enables event planners to delve into the composition of their audience by providing detailed insights into attendee demographics such as age, gender, and location. This feature enhances the planning process by allowing organizers to tailor content, marketing efforts, and engagement activities to suit the specific audience segments present at the event. Integration with the existing data collection and analysis tools within EventCraft ensures that planners can access this information effortlessly, resulting in more effective and targeted event strategies.
Acceptance Criteria: Event planners are preparing for a large conference and wish to analyze demographic data to refine their marketing strategy and outreach.

Given the event planner accesses the Demographic Analysis Tool, when they input the event's participant data, then they should receive a detailed report showing attendee demographics including age, gender, and location.

During an ongoing event, planners need to adjust their content and engagement strategies based on real-time demographic insights.

Given the event is in progress, when the event planner views the Demographic Analysis Tool, then they should see live updates of demographic data reflecting current attendees.

After the event, organizers want to evaluate the effectiveness of their marketing efforts by analyzing the demographics of attendees compared to their target audience.

Given the event has concluded, when the planner generates a post-event demographic report, then they should see a comparison of registered attendees vs. target demographics, highlighting discrepancies and alignments.

Event managers want to ensure that the demographic data gathered aligns correctly with the data collection methods used during the registration process.

Given the event planner sets up the registration process, when they define demographic questions, then all responses should map correctly to the fields in the Demographic Analysis Tool without data loss or misalignment.

Planners aim to utilize demographic insights for personalized marketing during the event to enhance attendee engagement.

Given the event is live, when the planner accesses the demographic data report, then they should be able to create customized messaging tailored to specific demographics present at the event.

Stakeholders review the effectiveness of the Demographic Analysis Tool after its initial deployment to ensure it meets user needs.

Given it is one month post-launch, when stakeholders conduct a user feedback survey, then at least 75% of users should express satisfaction with the insights provided by the Demographic Analysis Tool.

Automated Attendance Notifications

User Story: As an event planner, I want to receive automated notifications for attendance changes so that I can react quickly and adjust my plans as necessary to ensure smooth event operations.
Description: The Automated Attendance Notifications feature sends real-time alerts to planners about changes in attendance, such as sudden drops or spikes in numbers. This functionality ensures that event organizers are always informed and can react appropriately to attendee trends. By integrating with messaging platforms and allowing for customizable notification settings, planners can stay on top of their event dynamics without needing to constantly check the dashboard, leading to a more proactive management approach and better overall event experiences.
Acceptance Criteria: Automated Notifications for Attendance Change During a Live Event

Given the event is live and attendance has changed, When the change occurs, Then an automated notification should be sent to the designated planners through the integrated messaging platform.

Customizable Notification Settings for Attendance Alerts

Given a planner has access to the settings, When they customize notification preferences (type, frequency, and channel), Then the settings should be saved and applied to all future notifications regarding attendance changes.

Real-Time Feedback on Attendance Context

Given that real-time data is available, When the attendance numbers change significantly (over a defined threshold), Then a contextual message explaining the potential impact and suggested actions should be included in the notification.

Testing Notification Delivery During High Traffic Periods

Given that a high volume of message requests are being processed, When a significant drop in attendance occurs, Then the notification should still be delivered without delay to ensure timely awareness by planners.

Multi-Platform Notification Functionality

Given that planners may use different devices, When an attendance alert is triggered, Then the notification should be sent to all devices where the planner has the EventCraft application installed.

Historical Data Analysis of Attendance Trends

Given that attendance alerts have been sent, When a planner reviews past notifications, Then they should be able to see a comprehensive history of attendance changes over the course of the event.

User Verification for Notification Receivers

Given security concerns, When notifications are sent, Then planners should be required to verify their identity to access notification settings and historical data.

Resource Allocation Recommendations

User Story: As an event planner, I want to receive recommendations for resource allocation based on real-time attendance trends so that I can optimize my resources effectively.
Description: The Resource Allocation Recommendations feature analyzes attendance data in real-time and suggests optimal resource allocation strategies for the event. By leveraging AI-driven insights, this feature helps planners make data-informed decisions regarding staffing, equipment, and other resources, ensuring that all areas of the event are adequately covered without overstaffing. Overall, this capability amplifies efficiency and reduces unnecessary costs, leading to a more effective execution of the event.
Acceptance Criteria: Real-time monitoring during event execution

Given the planner is using the Attendance Trends Tracker, when they view the attendance data, then the Resource Allocation Recommendations should display optimal staffing needs based on current attendance numbers within 5 minutes.

Adjusting resources mid-event

Given the event is in progress and attendance is fluctuating, when the actual attendance exceeds the predicted number by 20%, then the Resource Allocation Recommendations should suggest increasing staff numbers accordingly.

Integration with attendance data sources

Given the attendance data is collected from various sources (registration, check-ins), when the EventCraft platform aggregates this data, then the Resource Allocation Recommendations should reflect accurate, real-time insights based on the combined data within 3 minutes.

Demographic-based resource adjustments

Given the demographic data of attendees is available, when the Resource Allocation Recommendations are generated, then suggestions should indicate staff allocation tailored to specific demographic needs, such as language support for non-English speakers.

User notifications for action on recommendations

Given that Resource Allocation Recommendations are generated, when a significant change in attendance occurs, then the planner should receive a notification highlighting the need for immediate resource adjustments.

Feedback loop for resource effectiveness

Given the event has concluded, when the planner reviews the Resource Allocation Recommendations provided during the event, then they should have access to a summary report on the effectiveness of those recommendations (satisfaction survey results, resource usage feedback) within 24 hours after the event.

Historical data learning for future events

Given the Resource Allocation Recommendations have been implemented in past events, when a new event is planned, then the system should utilize historical data to enhance the accuracy of recommendations and alert the planner to potential adjustments needed based on past attendance trends.

Historical Attendance Reporting

User Story: As an event planner, I want to access historical attendance reports so that I can better understand past trends and improve future event planning.
Description: Historical Attendance Reporting provides planners with detailed reports on attendance trends from past events, enabling them to identify patterns and make data-driven decisions for future events. This feature aggregates historical data and presents it in an easy-to-understand format, facilitating strategic planning that aligns with previous successes and challenges. The integration with EventCraft’s existing reporting tools allows planners to leverage past performance data swiftly, enhancing their ability to deliver successful future events.
Acceptance Criteria: Historical Attendance Reporting for Event Planners

Given an event planner has access to the Historical Attendance Reporting feature, when they select a specific past event, then they should see a detailed report of attendance trends including participant numbers and demographics for that event in a user-friendly format.

Integration with Existing Reporting Tools

Given that Historical Attendance Reporting needs to align with existing reporting tools, when the planner retrieves historical data, then the reporting should seamlessly integrate with EventCraft’s other reporting functionalities without data loss or errors.

Exporting Attendance Data

Given an event planner is reviewing historical attendance data, when they choose to export the report, then the exported document should be available in multiple formats (e.g., PDF, CSV) and maintain the integrity of the data.

Identifying Attendance Patterns over Time

Given the Historical Attendance Reporting feature, when the planner analyzes attendance trends for multiple events over time, then they should be able to identify peaks, fluctuations, and patterns in attendance easily based on the provided data visualizations.

User Feedback on Reporting Usability

Given the implementation of Historical Attendance Reporting, when event planners utilize the feature, then at least 80% of users surveyed should indicate that the reporting is intuitive and easy to understand.

Real-time Data Accuracy Check

Given that Historical Attendance Reporting provides insights based on historical data, when planners compare current and historical data trends, then they should find at least a 90% accuracy rate between reported figures and actual recorded attendance.

Historical Comparison Reports

Given the historical attendance data, when planners generate comparison reports between two or more past events, then the system should provide a side-by-side analysis highlighting differences in attendance, demographics, and engagement levels.

Live Feedback Pulse

This feature captures instant feedback from attendees via polls and surveys during the event. By analyzing this data in real-time, planners can address any concerns or queries instantly, enhancing attendee satisfaction and promoting a responsive environment.

Requirements

Instant Polling Mechanism

User Story: As an event planner, I want to gather instant feedback through polls during my event, so that I can adjust the program based on attendee responses and enhance their experience.
Description: This requirement involves creating an instant polling mechanism that allows event planners to launch polls during the event seamlessly. Attendees should be able to participate in polls with minimal effort through their devices, ensuring high engagement levels. This mechanism will integrate with the EventCraft platform's user interface, allowing planners to design polls with customizable questions, response formats (multiple choice, rating, etc.), and the ability to display live results on screens during the event. The instant feedback collected will help planners gauge attendee sentiment and make real-time adjustments to improve the overall experience.
Acceptance Criteria: Event planner launches a poll during a live event using the EventCraft interface to gauge attendee opinion on a session's effectiveness.

Given the event planner is logged into the EventCraft platform, when they select 'Launch Poll,' then attendees should receive a notification to participate with options to respond within 30 seconds.

Attendees submit their responses to a live poll via their devices, and the results are displayed in real-time on the event screen.

Given attendees have received the poll notification, when they submit their response, then the poll results should update on the event screen in less than 5 seconds.

The event planner customizes a poll with different response formats (e.g., multiple choice, rating scale) and saves the poll for usage during the event.

Given the event planner is creating a new poll, when they add questions and select response formats, then the poll should be saved successfully with all options reflected accurately in the user interface.

The event planner wishes to view the analytics of a completed poll to assess attendee feedback after the event.

Given the event planner clicks on 'View Poll Results,' when the polling session is finished, then they should see a comprehensive summary of attendee responses with visual analytics (charts, graphs) within 10 minutes of the event's conclusion.

A technical issue occurs during a live poll, and the event planner decides to pause the polling to address the problem.

Given there is a technical issue detected, when the event planner clicks 'Pause Poll,' then all responses should be temporarily halted, and attendees should receive a notification about the pause with an estimated time for resolution.

An event planner wants to create a follow-up poll based on feedback received on a prior poll, ensuring continuous engagement with attendees.

Given the initial poll feedback has been analyzed, when the event planner creates a follow-up poll, then they should be able to reference previous responses to formulate targeted questions with the option to adjust response formats based on attendee preferences.

Real-time Data Visualization

User Story: As an event planner, I want to see real-time visualizations of attendee feedback data during the event, so that I can quickly analyze what is working and what needs adjustments.
Description: This requirement focuses on developing a real-time data visualization feature that presents feedback results from polls and surveys in an easily digestible format. The data visualization should dynamically update as new responses come in, showcasing trends such as attendee satisfaction and engagement levels. This feature should integrate with existing analytics tools within EventCraft, allowing planners to quickly identify areas of improvement during the event. Different visualization formats, including graphs and heat maps, should be available to convey information clearly and effectively.
Acceptance Criteria: Event planners need to visualize real-time feedback from attendees during a corporate event, checking satisfaction levels as responses to polls and surveys are submitted.

Given that an event is ongoing and attendees have access to polls, when responses are submitted, then the data visualization should update within 5 seconds to reflect the latest results.

During an event, planners want to present easy-to-understand data insights on attendee engagement using various visualization formats like graphs and heat maps.

Given that feedback data has been collected, when the planner accesses the visualization tool, then they should be able to toggle between at least three types of visual formats including bar graphs, line graphs, and heat maps without any delays.

Planners require a clear overview of attendee satisfaction trends to address concerns in real-time during the event.

Given that multiple polls have been conducted, when the planner views the satisfaction trend data, then it should display a summary that highlights areas of dissatisfaction, including the percentage of negative feedback.

As event feedback is collected, planners need to integrate this feedback into existing analytics tools to track performance metrics over time.

Given that the feedback data has been visualized, when the planner selects the 'Export' option, then the data should seamlessly integrate into the existing analytics tools without loss of information.

Event administrators want to ensure that all attendees have the opportunity to provide feedback through various polls during the event.

Given that the event has started, when polls are activated, then at least 85% of attendees should have responded to at least one poll in real-time by the end of the event.

Planners need to ensure that the visualization tool is user-friendly and accessible for quick insights during high-paced event scenarios.

Given that the visualization tool is open, when event planners interact with the user interface, then they should be able to navigate to any visualization type within 3 clicks, with an intuitive layout.

Post-Event Feedback Summary

User Story: As an event planner, I want to receive a summarized report of attendee feedback after the event, so that I can assess our performance and enhance future events based on insights gathered.
Description: This requirement entails creating a post-event feedback summary feature that compiles all attendee feedback collected during the event into a comprehensive report. This report should highlight key insights, including overall satisfaction scores, common concerns, and suggestions for future events. It should be easily exportable in various formats, and planners should have the option to share this feedback directly with their teams or stakeholders. This summary is crucial for evaluating event success and planning improvements for future events.
Acceptance Criteria: Attendee review and feedback session after the event.

Given an event has concluded, when the planner accesses the Post-Event Feedback Summary, then it should display a report aggregating feedback from all attendees, including overall satisfaction scores, common concerns, and suggestions for future events.

Exporting the feedback summary report.

Given the Post-Event Feedback Summary is generated, when the planner selects the export option, then the system should provide the ability to export the report in multiple formats (PDF, Excel, CSV) without errors.

Sharing the feedback report with stakeholders.

Given a completed feedback summary report, when the planner chooses the share option, then they should be able to send the report directly to selected team members or stakeholders via email with a confirmation that it has been sent successfully.

Real-time analysis of feedback during the event.

Given that live feedback is collected during the event, when the planner generates the Post-Event Feedback Summary, then the report should reflect insights gathered in real-time, including trends and immediate attendee reactions.

Reviewing feedback by demographics.

Given that attendee demographic data is collected, when the planner views the Post-Event Feedback Summary, then they should be able to filter feedback results based on demographics (e.g., age group, profession, location).

Ensuring data privacy and compliance.

Given that attendee feedback data is collected and summarized, when the planner generates the Post-Event Feedback Summary, then the system should comply with data protection regulations and ensure that personal data is anonymized in the report.

Multi-Device Compatibility

User Story: As an attendee, I want to easily participate in feedback polls using my device of choice, so that I can have a smooth and convenient experience while providing my opinions.
Description: This requirement ensures that the live feedback pulse feature is compatible with various devices, including smartphones, tablets, and laptops. The interface must be responsive, allowing attendees to submit feedback effortlessly regardless of the device they are using. This compatibility will enhance user experience and increase participation rates, as attendees will feel comfortable engaging with the event using their preferred devices. Detailed testing across different platforms is required to ensure seamless functionality and accessibility.
Acceptance Criteria: User accessing the live feedback pulse feature from a smartphone during a conference session.

Given the attendee is using a smartphone, When they navigate to the live feedback pulse feature, Then the layout adjusts to fit the screen size and all interactive elements are functional and easy to access.

User accessing the live feedback pulse feature from a tablet during a workshop.

Given the attendee is using a tablet, When they access the live feedback pulse feature, Then the interface must display correctly without distortion and allow for smooth interaction, including submitting feedback.

User accessing the live feedback pulse feature from a laptop during an online event.

Given the attendee is using a laptop, When they open the live feedback pulse feature, Then the interface should load without any lag, designs should be consistent, and the submission of feedback must be seamless.

An attendee attempts to submit feedback while using different browsers on a laptop.

Given the attendee is using different browsers (Chrome, Firefox, Safari), When they access the live feedback pulse feature, Then the submission task works without errors across all browsers.

An attendee accessing the feature outside of a network with slow connectivity.

Given the attendee is connecting from a location with low-speed internet, When they attempt to submit feedback, Then the submission process should include a loading indicator and not freeze or time out unexpectedly.

A user logs in and accesses the feedback pulse feature via a desktop device.

Given the user logs into the EventCraft platform on a desktop, When they choose to access the live feedback pulse feature, Then the functionality should remain responsive and present all options without delays.

Attendees using different device orientations (portrait and landscape) while engaging with the feedback pulse.

Given the attendees are using their devices in different orientations, When they rotate their devices, Then the interface should automatically adjust, preserving functionality and readability.

Feedback Anonymity Option

User Story: As an event attendee, I want the option to provide feedback anonymously, so that I can express my honest opinions without concern about being identified.
Description: This requirement is aimed at implementing an option for attendees to submit their feedback anonymously. Providing anonymity can increase the honesty of responses, as attendees may be more willing to share genuine opinions without fear of identification. This feature should be integrated into the polling and survey design, allowing event planners to toggle anonymity settings based on their preference for each event. Clear communication to attendees about this option must be included to encourage participation.
Acceptance Criteria: Attendees accessing the feedback feature during an event to provide anonymous responses to a live poll.

Given an attendee at the event, when they select the feedback option, then they should see an option to submit feedback anonymously before submitting their response.

Event planners configuring the feedback anonymity option before the event.

Given an event planner in the settings menu, when they create a new poll or survey, then they should have the option to toggle the anonymity feature on or off for that specific feedback request.

Attendees receiving clear information about the anonymity option during the poll or survey.

Given an attendee during an event, when they are prompted to provide feedback, then they should see clear messaging indicating that their feedback can be submitted anonymously, including instructions on how to do so.

Analyzing results from feedback submitted anonymously compared to identified responses.

Given feedback collected from attendees, when the event planner reviews the feedback data, then they should be able to filter results to show only anonymous responses separately from identified responses.

Testing the functionality of the anonymity feature by submitting both anonymous and identified feedback.

Given a completed poll with an anonymity option, when an attendee submits feedback both anonymously and identified, then both submissions should be recorded correctly and marked by their respective anonymity settings in the system.

Communicating the importance of feedback anonymity to attendees at the beginning of the event.

Given an event briefing before the event starts, when the event planner speaks to attendees, then they should emphasize the availability of the anonymous feedback option to encourage honest responses during the event.

Monitoring real-time feedback response rates with and without anonymity settings enabled.

Given two polls conducted under similar conditions, when one poll requires identification and the other allows anonymity, then the anonymity poll should show a higher response rate than the identified poll.

Performance Benchmarking

Provides comparison metrics against previous events, enabling planners to assess how current performance stacks up against historical data. This feature offers valuable context for understanding successes and areas for improvement, aiding strategic planning for future events.

Requirements

Historical Performance Analysis

User Story: As an event planner, I want to compare current event metrics against past events so that I can identify trends and improve future event planning.
Description: This requirement involves the capability to analyze and visualize performance metrics from previous events, providing event planners with comparative statistics. The analysis will include key performance indicators (KPIs) such as attendee satisfaction, budget adherence, and engagement rates. This information is crucial for planners to understand past successes and shortcomings, which can inform future event strategies and adjustments. By integrating this functionality within EventCraft, users can easily access historical data, helping them set realistic goals and benchmarks for upcoming events, ultimately enhancing overall performance and attendee experience.
Acceptance Criteria: Event planners need to analyze the attendee satisfaction ratings from the last three events to identify areas for improvement and set realistic goals for upcoming events.

Given an event planner accesses the Historical Performance Analysis feature, When they select the last three events and view the attendee satisfaction metrics, Then they should see a visual representation of the average satisfaction ratings and detailed feedback breakdowns for each event.

A corporate event planner wants to evaluate their budget adherence against the historical data from previous events to forecast expenses for the upcoming event.

Given an event planner selects the Historical Performance Analysis feature and chooses the budget adherence metrics for the last four events, When they view the results, Then they should see a comparison of actual vs. planned budget for each event displayed as a bar chart.

Freelancers who manage multiple smaller events wish to review their engagement rates from past events to improve attendee interaction in future projects.

Given a freelancer accesses the Historical Performance Analysis feature, When they filter the events by engagement rates over the past year, Then they should be provided with a detailed report showcasing engagement statistics and recommendations based on the analysis.

Event planners need to compile key performance indicators for a monthly report comparing their last event’s performance against historical events.

Given an event planner requests a summary of key performance indicators for the last event, When they compare it with the previous year's events, Then they should receive a comparison report containing attendee satisfaction, budget adherence, and engagement rates with visual charts.

A user wants to ensure that the Historical Performance Analysis feature is easy to navigate and understand for new users.

Given a new user accesses the Historical Performance Analysis feature for the first time, When they explore the interface, Then they should find intuitive navigation and labeled sections that explain each performance metric clearly.

Event organizers need the ability to export historical analysis data to share with stakeholders during planning meetings.

Given an event planner is reviewing the Historical Performance Analysis, When they choose to export the data, Then the system should generate a downloadable report in PDF and Excel formats including all selected metrics.

Custom Benchmark Setting

User Story: As an event planner, I want to set custom benchmarks based on my event goals so that I can better measure my success according to my specific objectives.
Description: This requirement allows users to set custom performance benchmarks tailored to their specific event goals and objectives. Event planners can define their KPIs based on the unique demands of the event they are organizing, such as targeted attendance numbers or engagement levels. This customization ensures that each event can be evaluated against relevant standards, enhancing the ability for users to strive for specific outcomes and refine their planning processes. The integration of this feature will empower users to have more control over their benchmarking, providing insights that are directly applicable to their strategic planning efforts.
Acceptance Criteria: Event planners want to set custom benchmarks for their upcoming corporate event, targeting specific metrics like attendee engagement and budget adherence based on previous event data.

Given an event planner is logged into the EventCraft platform, when they navigate to the performance benchmarking module and select 'Set Custom Benchmark', then they should be able to input specific KPIs relevant to their event and save these benchmarks successfully.

After setting custom benchmarks, the event planner wants to view a summary report comparing current event metrics against their newly defined benchmarks during the planning phase.

Given the event planner has defined custom benchmarks, when they access the summary report for the current event, then the report should display a comparison of the current metrics against the custom benchmarks clearly and accurately.

The event planner wants to edit an existing custom benchmark for a different upcoming event after realizing the initial goals were too ambitious.

Given the event planner has saved custom benchmarks, when they access the editing function for those benchmarks, then they should be able to modify the KPI values and save these changes without errors.

A corporate team is preparing for an annual conference, and they wish to analyze the historical performance of the event to tailor their current benchmarks effectively.

Given the corporate team has access to historical event data, when they navigate to the performance analytics section, then they should be able to view past performance metrics and select relevant data to inform their custom benchmarks.

A freelance planner wants to ensure that their custom benchmarks align with industry standards before finalizing them for a public event.

Given the freelance planner is in the process of setting custom benchmarks, when they access the resource library, then they should find industry-standard benchmarks and guidelines that help them refine their KPIs accordingly.

Automated Reporting

User Story: As an event planner, I want to receive automated performance reports so that I can quickly assess the effectiveness of my current event compared to previous ones.
Description: This requirement encompasses the development of an automated reporting system that generates comprehensive reports comparing current event performance against historical data. The system will streamline the data compilation process, allowing users to receive insights without the need for extensive manual analysis. Users will have the option to schedule regular reports, receive notifications for important updates, and export data in various formats for stakeholders. By automating this process, EventCraft can save planners time and effort while providing them with the necessary information to make data-driven decisions.
Acceptance Criteria: User schedules a weekly automated report to analyze the performance metrics of their current event against similar past events.

Given that the user has access to the automated reporting feature, when they select the 'Schedule Report' option and set the frequency to weekly, then the report should be automatically generated and sent to the user's specified email every week without manual intervention.

User receives a notification when critical performance metrics fall below predefined thresholds during an event.

Given that the automated reporting system is configured with specific performance thresholds, when the performance metric is recorded below these thresholds during the event, then the relevant stakeholders should receive an immediate notification via email and in-app alert.

User exports the automated report data in multiple file formats for different stakeholders immediately after generation.

Given that the report has been generated upon scheduling, when the user selects the 'Export' option, then the user should have the ability to export the data in at least three formats (CSV, PDF, Excel) with accurate data representation for all metrics.

User accesses historical data comparisons to evaluate the success of their current event.

Given that the automated reporting system is active, when the user requests a report comparing the current event's performance with up to three previous events, then the system should display the comparison metrics clearly and accurately in the report.

User customizes the report parameters to focus on specific performance indicators that matter most to their event.

Given that the user is in the automated report settings, when they select specific performance indicators from a predefined list to include in the report, then the generated report should reflect only the selected indicators in the summary.

User invokes the automated reporting feature within an existing event timeline for real-time performance evaluations.

Given that the user is managing an event in real-time, when they activate the automated reporting feature, then the system should provide updates on performance metrics at predetermined intervals reflecting real-time data during the event.

User assesses the effectiveness of the automated reporting system after receiving their first report.

Given that the user has successfully received their first automated report, when they evaluate the clarity, relevance, and usefulness of the insights provided, then they should confirm that the report meets their expectations and helps in strategic planning for future events.

User-Friendly Dashboard for Metrics Visualization

User Story: As an event planner, I want a dashboard that visually displays my event metrics so that I can quickly understand my performance at a glance.
Description: This requirement focuses on creating a user-friendly dashboard that visually represents key performance metrics and benchmarks. The dashboard will include graphs, charts, and other visual aids to highlight trends, comparisons, and overall performance at a glance. By presenting data in an easily digestible format, this feature will enhance user engagement and understanding of performance metrics, facilitating better-informed decision-making. A well-designed dashboard is crucial for ensuring that event planners can quickly interpret data without needing specialized training, making insights more accessible.
Acceptance Criteria: User Accessing the Dashboard to Evaluate Event Performance Metrics

Given the user has logged into EventCraft, when they navigate to the dashboard section, then they should see a user-friendly interface displaying key performance metrics as graphs and charts without any errors.

User Filtering Metrics by Date Range

Given the user is viewing the metrics dashboard, when they select a specific date range filter, then the displayed metrics should update to show only data within the selected date range instantaneously.

User Interpreting Trends and Comparisons on the Dashboard

Given the user observes the performance metrics dashboard, when they hover over any graph or chart, then tooltips should display detailed numerical values and brief descriptions of the data points represented.

User Downloading Dashboard Data for Offline Analysis

Given the user requires an offline copy of the metrics, when they click on the download button, then a CSV file containing the displayed metrics should be available for download without issues.

User Customizing Dashboard Views Based on Preferences

Given the user is on their dashboard, when they select specific metrics to display or hide, then the dashboard should dynamically adjust to reflect the user's preferences without requiring a page refresh.

User Receiving AI-Driven Alerts for Performance Anomalies

Given the user is monitoring their metrics, when the AI detects performance anomalies, then an alert should be triggered and displayed prominently on the dashboard.

User Comparing Current Event Metrics with Historical Data

Given the user is analyzing their current event data, when they access the comparison feature, then the dashboard should display a side-by-side comparison of current metrics against at least the last three similar events in a clear visual format.

Feedback Loops for Continuous Improvement

User Story: As an event planner, I want to collect feedback from event attendees so that I can continuously improve the quality of my future events.
Description: This requirement entails the integration of feedback mechanisms within the platform, allowing users to gather attendee insights post-event. Feedback forms, surveys, and other tools will enable event planners to collect qualitative data and gauge attendee satisfaction. This feedback loop is essential for continuous improvement, as it provides critical information regarding what worked well and what didn't. By analyzing this data alongside historical performance metrics, planners can adapt their strategies and improve future events, resulting in better attendee experiences and increased event success.
Acceptance Criteria: User initiates a post-event feedback session via the EventCraft platform after an event has concluded.

Given an event has concluded, when the user navigates to the feedback section, then they should see options to create feedback forms, surveys, and polls.

Event planners distribute feedback forms to attendees via email through the EventCraft platform.

Given the feedback forms are ready, when the user selects attendees from the list, then they should be able to send the feedback forms through email with tracking enabled to see who responded.

Attendees complete and submit their feedback through various devices on the EventCraft platform.

Given an attendee receives the feedback form, when they fill out and submit the form on any device, then their responses should be stored correctly in the EventCraft database without errors.

Event planners analyze collected feedback and performance metrics to generate insights for future events.

Given feedback data has been collected, when a user accesses the analytics dashboard, then they should see visualized results that highlight attendee satisfaction, strengths, and areas to improve for future events.

Users export filtered feedback data for presentation to stakeholders or for further analysis.

Given the feedback has been collected, when the user selects the export feature, then they should be able to download the feedback data in CSV and PDF formats.

Planners receive automated alerts for feedback trends that indicate potential issues in attendee satisfaction.

Given feedback is collected regularly, when significant trends are detected (e.g., declining scores) in the feedback data, then an automated alert should be sent to the planners’ notifications.

Users can compare real-time feedback against historical performance metrics in the EventCraft platform.

Given feedback and historical data are available, when the user requests a comparison analysis, then the platform should display side-by-side metrics indicating current vs. past performance, including areas of improvement.

Actionable Alerts

Real-time notifications that alert planners to significant changes in key metrics (such as attendance dips or session engagement drops). This proactive feature allows organizers to react swiftly to potential issues, optimizing the event experience continuously.

Requirements

Real-time Notification System

User Story: As an event planner, I want to receive real-time alerts about changes in attendance and engagement metrics so that I can quickly address any issues and improve the event experience for attendees.
Description: Develop a robust real-time notification system that will monitor key performance metrics related to the event, such as attendance rates and session engagement levels. This system should be capable of delivering alerts to event planners through various channels (e.g., mobile app notifications, email, and on-screen alerts) when significant changes occur, enabling planners to take timely action. By providing actionable insights, this functionality aims to enhance the overall event experience and ensure all aspects of the event are optimized. Integration with existing metrics tracking systems within EventCraft will ensure seamless data flow and accurate alerting based on user-defined thresholds for critical metrics.
Acceptance Criteria: Notification for Attendance Dip Alert

Given that the attendance rate for an event has dropped below 80%, When the metric is tracked by the notification system, Then an alert is generated and sent to the event planner via email and mobile app notification.

Engagement Session Drop Notification

Given that session engagement drops below the user-defined threshold of 50%, When this change is detected by the notification system, Then a notification should trigger immediate alerts to the planners through multiple channels including on-screen alerts.

Multiple Metrics Alerting

Given that there are multiple key performance metrics for an event, When significant changes occur for any of the metrics (e.g., attendance, session engagement, budget status), Then the notification system should aggregate and deliver alerts for all affected metrics in a single summary notification.

Customization of Alert Thresholds

Given that an event planner wants to set their own thresholds for attendance and engagement metrics, When the planner defines and saves those thresholds, Then the notification system should use these custom thresholds to monitor metrics and issue alerts accordingly.

Integration with Tracking Systems

Given that the notification system is integrated with existing metrics tracking systems within EventCraft, When metrics are updated in the tracking system in real time, Then the notification system should accurately reflect these updates and trigger alerts when thresholds are breached.

User Acknowledgment of Alerts

Given that an alert has been sent to the event planner, When the planner views and acknowledges the alert, Then the system should log this acknowledgment and remove the alert from the active notifications list.

Performance Monitoring of Notification System

Given that the notification system is deployed, When monitoring the system's performance over the first 30 days, Then the system should demonstrate a 95% success rate in delivering real-time alerts across all defined channels.

Customizable Alert Settings

User Story: As an event planner, I want to customize my alert settings for important metrics so that I receive relevant notifications based on my unique event needs and preferences.
Description: Introduce an interface that allows event planners to customize the parameters for receiving alerts. Planners should be able to set specific thresholds for metrics such as minimum attendance numbers, engagement scores, and other key performance indicators. This flexibility will enable users to tailor the alert system according to the unique needs of their events and personal preferences, enhancing the relevance and effectiveness of notifications. Additionally, integrating these customizable settings with user profiles will ensure a personalized experience across the platform, fostering better user adoption and satisfaction.
Acceptance Criteria: Customizable Alert Settings for Attendance Metrics

Given that the planner has access to the customizable alert settings interface,When the planner sets the minimum attendance threshold to 50 attendees,Then an alert should be triggered if the attendance drops below this threshold during the event.

Integration of Alert Settings with User Profiles

Given that a user has customized their alert settings,When the user logs into their profile on a different device,Then their customized alert settings should be automatically applied to their profile without any additional input required.

Customization for Engagement Score Alerts

Given that the event planner is in the alert settings interface,When the planner sets an engagement score threshold of 70%,Then alerts should only be issued if the engagement score falls below 70% during sessions.

Real-time Notification Delivery

Given that a customized alert has been set for key metrics,When the relevant metric changes occur in real-time,Then the planner should receive a notification via their chosen method (email, app notification, etc.) within 2 minutes of the change.

Multiple Metrics Configuration

Given that the event planner wants to configure alerts for multiple metrics,When the planner sets thresholds for attendance, engagement, and feedback scores,Then the system should allow each threshold to be set independently and provide collective alerts based on these parameters.

User-Friendly Interface for Alert Customization

Given that the event planner accesses the customizable alert settings,When the planner uses the interface to adjust alert parameters,Then the interface should provide clear guidance and feedback, ensuring the user can easily understand and execute the customization process.

Testing Alerts within the Customization Interface

Given that the event planner has configured customizable alert settings,When the planner uses a 'test alert' feature,Then a simulated alert should be sent to the planner confirming the alert setting is functioning correctly without errors.

Historical Data Insights

User Story: As an event planner, I want to analyze historical data trends for my events so that I can make data-driven decisions for future planning and improve the likelihood of success.
Description: Implement a feature to analyze historical data trends related to attendance and engagement metrics to provide insights. This feature would enable planners to view historical alert patterns and how they correlate with event success rates, thus informing future event planning strategies. By utilizing machine learning algorithms, the system could also offer predictive analytics, suggesting potential future trends based on past data. These insights will help planners make informed decisions proactively and reduce the likelihood of issues that could impact the overall event experience.
Acceptance Criteria: Historical Data Analysis for Attendance Trends

Given a historical data set of attendance metrics, when the planner accesses the insights feature, then the system should display trends in attendance over time, highlighting significant dips and peaks with corresponding event details.

Engagement Metrics Correlation

Given historical engagement data alongside attendance metrics, when the planner views the insights report, then the system should illustrate how engagement levels correlate with attendance, including visual representations like graphs and charts.

Predictive Analytics Functionality

Given the historical attendance and engagement data, when the planner requests predictive insights, then the system should utilize machine learning algorithms to suggest potential future trends based on past data, providing percentage likelihoods.

Alerts on Significant Variations

Given real-time data during an event, when notable changes in attendance or engagement occur, then the system should send actionable alerts to the planner within 5 minutes of the change being detected.

Completion of Historical Alert Patterns

Given a selection of past events, when the planner reviews historical alert patterns, then the system should present a comprehensive summary of alerts issued and correlate those with event success metrics such as attendee satisfaction.

User Interface for Insights Access

Given the planner is logged into the EventCraft platform, when they navigate to the insights section, then the interface should allow for easy access, filtering, and exporting of the historical data reports.

User Feedback on Insights Utility

Given that the historical data insights have been utilized in an event cycle, when the planner completes a feedback survey, then the feedback should indicate whether the insights significantly aided in strategic planning or decision making.

Integration with Third-Party Tools

User Story: As an event planner, I want to integrate actionable alerts with third-party tools so that I can streamline my responses and manage my event effectively across different platforms.
Description: Ensure the Actionable Alerts feature seamlessly integrates with popular third-party tools for event management and communication, like CRM systems, email marketing platforms, and social media channels. This integration will enhance the functionality of the alerts by allowing planners to take actions directly from notifications, such as sending follow-up emails to attendees or adjusting marketing strategies in real time. A seamless workflow across platforms will reduce manual work and help event planners react more effectively to changing metrics.
Acceptance Criteria: Integration of Actionable Alerts with CRM systems to send follow-up emails directly from alert notifications.

Given the Actionable Alerts feature is enabled, when an attendance dip is detected, then the alert should provide an option to send a follow-up email to attendees through the integrated CRM system.

Integration of Actionable Alerts with email marketing platforms to adjust marketing strategies in real time.

Given the Actionable Alerts feature is activated, when session engagement drops below a certain threshold, then the alert must allow the planner to adjust the email marketing campaign directly from the notification.

Integration of Actionable Alerts with social media channels for real-time updates and engagement.

Given the Actionable Alerts feature is active, when significant changes in key metrics occur, then the alert should facilitate posting updates to social media channels to inform attendees of changes or updates in real time.

User experience to ensure seamless interaction between Actionable Alerts and third-party tools.

Given that the Actionable Alerts feature is in use, when an alert is received, then it should seamlessly load the respective third-party tool interface with the relevant data for immediate action.

Real-time data synchronization between EventCraft and third-party tools for accurate metrics.

Given that the Actionable Alerts feature is integrated, when new data is received from a third-party tool, then the metrics displayed in EventCraft should be updated in real time to reflect accurate information.

Comprehensive testing of Actionable Alerts across multiple third-party tools to ensure consistent performance.

Given the integration is complete, when a series of tests are conducted using various third-party tools, then the Actionable Alerts feature must perform consistently across all platforms without errors or delays.

User training and documentation for effective use of Actionable Alerts with third-party integrations.

Given that the integration of Actionable Alerts is available, when users access the training materials, then they should have access to clear guidelines on utilizing the feature with various third-party tools.

Multi-Device Compatibility

User Story: As an event planner, I want to receive alerts on any device so that I can stay informed and take action whether I'm on-site at the event or reviewing data later.
Description: Design the Actionable Alerts feature to be fully compatible across multiple devices, including mobile phones, tablets, and desktops. This will ensure that event planners receive alerts in real time, regardless of the device they are using. By employing responsive design principles, alerts should be easily readable and actionable whether on a phone during an event or on a computer while analyzing post-event data. This capability supports planners’ need for flexibility and ensures they stay informed and in control at all times.
Acceptance Criteria: User receives an actionable alert on a mobile device during an event when attendee engagement drops below a defined threshold.

Given a mobile device, When an attendee engagement metric drops, Then a real-time actionable alert is generated and displayed on the screen.

Event planners access actionable alerts on a tablet while reviewing budgets and resources for an upcoming event.

Given a tablet, When an actionable alert is triggered, Then the alert must be displayed in a readable format that allows for immediate action.

A planner is analyzing post-event data on a desktop and receives alerts about attendance dips during the event.

Given a desktop environment, When an attendance dip is detected, Then the alert must provide contextual information and be easily accessible for review.

Cross-device functionality is tested by switching from a mobile phone to a tablet during the event, maintaining alert accessibility.

Given an ongoing session with alerts active on a mobile phone, When switching to a tablet, Then all previously received alerts should be synchronously updated and accessible on the new device.

User customizes the alert threshold settings on different devices for real-time notifications based on their preference.

Given access to the settings on any device, When the user adjusts the thresholds for engagement alerts, Then the settings should be saved and reflected across all devices used.

User logs in to the Actionable Alerts feature across various devices and receives consistent alerts regardless of the device in use.

Given multiple device logins, When any actionable alert is triggered, Then the user must receive the same alert across all logged-in devices without delay.

User's accessibility needs are met by ensuring alerts are compatible with screen readers and other assistive technologies across devices.

Given the use of screen reader technology, When an actionable alert is triggered, Then the alert must be properly read aloud with all necessary information included.

Post-Event Analysis Toolkit

A comprehensive suite of tools that analyzes data gathered during the event, generating post-event reports with actionable insights. This feature equips planners with the knowledge needed to refine strategies for future events, ensuring continuous enhancement of event outcomes.

Requirements

Data Collection Integration

User Story: As an event planner, I want to automatically collect data from various event tools so that I can streamline my post-event analysis process and focus on interpreting results instead of gathering data manually.
Description: This requirement involves implementing seamless integration with various data collection tools during the event, such as registration forms, surveys, attendance trackers, and live engagement metrics. The integration will allow the Post-Event Analysis Toolkit to automatically retrieve relevant data, ensuring that planners have a comprehensive dataset from which to generate insights. The benefits include reduced manual data entry errors, saving time for planners, and facilitating a more thorough analysis of attendee engagement and satisfaction. The purpose of this requirement is to enhance the toolkit's efficiency in compiling reports and providing actionable data to inform future event strategies.
Acceptance Criteria: Data Integration with Registration Forms

Given an event with a registration form, when a user registers for the event, then the registration details should automatically populate in the Post-Event Analysis Toolkit without manual intervention.

Data Collection from Surveys

Given that attendees complete a post-event survey, when the survey responses are submitted, then the data should be integrated into the Post-Event Analysis Toolkit in real-time for immediate reporting.

Attendance Tracker Integration

Given the attendance tracking system is in use, when the event starts, then the attendance data should automatically sync with the Post-Event Analysis Toolkit for accurate participant metrics.

Live Engagement Metrics Collection

Given that live engagement tools (like polling or Q&A) are being used during the event, when an engagement activity occurs, then the relevant metrics should be collected and displayed in the Post-Event Analysis Toolkit within 5 minutes.

Error Handling during Data Retrieval

Given there is an issue retrieving data from one of the integration points, when the Post-Event Analysis Toolkit attempts to access that data, then an error message should be displayed, and data retrieval should continue for other sources without interruption.

Comprehensive Dataset Availability

Given that data integration has been completed, when a report is generated in the Post-Event Analysis Toolkit, then it should include data from all integrated sources (registration forms, surveys, attendance trackers, live engagement metrics).

User Accessibility of Analysis Reports

Given a generated report in the Post-Event Analysis Toolkit, when a planner accesses the report, then the report should be fully accessible, downloadable, and shareable with team members without any data loss.

Customizable Report Generation

User Story: As an event planner, I want to customize my post-event reports so that I can highlight the most relevant insights and cater the information to different stakeholders' needs.
Description: This requirement focuses on developing a feature that allows users to create customizable post-event reports based on the data collected during the event. Users will be able to select specific metrics, formats, and visualizations to include in their reports, tailoring the output to best suit their audience and objectives. This capability encourages personalized insights, making the reports more actionable and easier to share with stakeholders. The requirement's main purpose is to empower planners to adjust their reporting to align with their unique event goals, ensuring that they extract the most relevant insights from the analysis.
Acceptance Criteria: Users can generate a customizable report after an event is completed.

Given an event has concluded, when the user selects metrics, formats, and visualizations, then a report should be generated that reflects their selections accurately.

Users can save and retrieve their customized report templates without data loss.

Given the user has created a report template, when they save the template and later retrieve it, then the template should display all previously selected metrics and settings as they were saved.

Users can export their customizable reports in multiple formats.

Given the user has generated a report, when they choose to export the report, then the report should successfully be exported in the selected format (PDF, Excel, or CSV).

Users can share their customizable reports with stakeholders via email directly from the platform.

Given that a report has been generated, when the user selects the option to share via email, then an email should be sent containing the report as an attachment or link, and the email should notify stakeholders successfully.

Users can view and modify report content before finalizing the report for submission.

Given a report has been generated, when the user chooses to edit, then they should be able to modify the report content and save those changes prior to submission.

Users receive an error message if they attempt to generate a report without selecting any metrics or visualizations.

Given no metrics or visualizations are selected, when the user attempts to generate the report, then an appropriate error message should be displayed preventing report generation.

Users can perform a comparative analysis by including data from multiple events in a single report.

Given multiple events exist, when the user selects data from these events and generates a report, then the report should reflect a comprehensive comparative analysis of the selected metrics and provide insights accordingly.

Insights Dashboard

User Story: As an event planner, I want an insights dashboard that displays key metrics visually so that I can quickly assess the success of my event and identify areas for improvement.
Description: The Insights Dashboard requirement entails developing an interactive interface that displays key performance indicators (KPIs) and insights derived from collected data. This dashboard will provide at-a-glance overviews of critical metrics such as attendee engagement, satisfaction rates, and operational efficiency. By offering visualizations like graphs and charts, the dashboard will facilitate quick and informed decision-making for future events. This feature enhances the user experience by allowing planners to engage with data dynamically, leading to timely adaptations and strategic planning for upcoming events.
Acceptance Criteria: Dashboard data visualization for event performance analysis

Given that the user has accessed the Insights Dashboard, when they select the 'Attendee Engagement' section, then the dashboard should visually display a graph showing attendee interaction levels over time, allowing for real-time analysis.

Customizable date range for event data analysis

Given that the user is on the Insights Dashboard, when they select a specific date range for the event, then the displayed metrics should adjust to reflect data only within the selected range, ensuring accuracy in reporting.

Exporting post-event insights to a report

Given the user has completed the analysis of the event metrics on the Insights Dashboard, when they click the 'Export Report' button, then the system should generate a downloadable PDF containing all key metrics and visualizations from the dashboard.

Interactivity of dashboard charts and graphs

Given the user is viewing the Insights Dashboard, when they hover over any chart or graph, then detailed tooltip information should appear, providing deeper insights into the data represented.

Real-time updates on operational efficiency metrics

Given that the event is ongoing, when the user accesses the Insights Dashboard, then they should see real-time updates on operational efficiency metrics, such as resource utilization and task completion rates.

Integration with other event management tools

Given that the user has set up integrations with external tools, when they view the Insights Dashboard, then they should see metrics populated from those external tools reflecting accurate event data.

User accessibility settings for dashboard features

Given the user is on the Insights Dashboard, when they navigate to settings, then they should have options to adjust accessibility features, ensuring all users can engage with the dashboard content effectively.

AI-Driven Recommendations

User Story: As an event planner, I want AI-driven recommendations based on past event data so that I can make data-informed decisions that enhance future events' success.
Description: This requirement involves integrating an AI engine that analyzes historical event data and attendee feedback to provide actionable recommendations for future event planning. This feature will leverage machine learning algorithms to identify trends, preferences, and areas for improvement based on past events, helping planners optimize their strategies. The use of AI will enhance the effectiveness of the Post-Event Analysis Toolkit by providing specific suggestions rather than just reporting on data, empowering planners to make informed decisions that improve event outcomes.
Acceptance Criteria: AI-Driven Recommendations Generation for Event Planning

Given historical event data and attendee feedback are available, when the AI engine processes the data, then it should generate at least 5 actionable recommendations tailored to improve future event planning.

Analysis of Recommendations Effectiveness

Given a set of events has been planned using the AI-generated recommendations, when the outcomes of these events are compared to previous ones, then there should be a measurable improvement in at least 3 key performance indicators (KPIs) such as attendee satisfaction, budget adherence, and engagement levels.

User Feedback on AI Recommendations

Given that event planners have used the AI-driven recommendations, when they provide feedback on the relevance and usefulness of these recommendations, then at least 80% of users should indicate that the AI recommendations were helpful in their planning process.

Integration with Post-Event Analysis Toolkit

Given that the AI recommendations feature is active, when post-event reports are generated, then the recommendations should be included within the reports automatically, ensuring seamless integration with the Post-Event Analysis Toolkit.

Real-time Updates for Recommendations

Given that new event data becomes available after an event concludes, when this data is processed, then the AI system should update its recommendations in real-time or within 24 hours, reflecting the latest insights.

User Interface for Viewing Recommendations

Given that users access the AI-driven recommendations feature, when they navigate to this section, then the interface should clearly display recommendations with supporting data visualizations and explanations for each suggestion.

Data Security and Privacy Compliance

Given that the AI engine utilizes historical event data, when processing this data, then it must adhere to all applicable data security and privacy regulations, ensuring that no personally identifiable information (PII) is exposed or mishandled.

Email Summary Reports

User Story: As an event planner, I want to send email summaries of post-event reports so that I can keep stakeholders informed and facilitate collaborative discussions on insights and improvements.
Description: This requirement entails creating a feature that allows users to generate and send email summaries of post-event analysis reports directly from the platform. Users will be able to choose recipients, customize the message, and attach key reports or insights to the email. This functionality streamlines communication with stakeholders, ensuring that every interested party is informed of the event's performance and any critical insights gained. The goal is to eliminate barriers to sharing information and enhance collaboration among team members and stakeholders.
Acceptance Criteria: User wants to generate and send an email summary report to stakeholders immediately after the event conclusions are drawn.

Given a completed event analysis report, when the user selects the 'Send Email Summary' option, then the system should allow the user to choose multiple recipients and customize the email content before sending.

A user attempts to send an email summary report with reports attached to ensure that the attachments are sent correctly.

Given that the user has selected qualified recipients and is ready to send the report, when the user attaches files, then the system must successfully send the email with the attached files included and provide a confirmation message.

A user wants to verify that they can customize the message before sending the email summary report to make it more personalized for stakeholders.

Given that the user is in the email sending interface, when the user inputs a personalized message, then the original message should include the user's custom message in the email sent to recipients.

User requires a way to confirm if emails were sent successfully to the intended recipients after pressing the 'Send' button.

Given that the user has sent an email summary report, when the email is dispatched, then the system should generate a notification indicating the successful sending of the email to all recipients listed.

A user needs to understand the impact of the email summary reports by tracking engagement metrics of the sent emails.

Given an email summary report has been sent, when the user checks the engagement metrics, then the system should display open rates, click rates on attachments, and recipient responses related to the summary emailed.

A user wishes to modify email summaries for resending to additional recipients post-event analysis to ensure no stakeholder is left uninformed.

Given that an email summary report has been generated, when the user selects 'Edit' on the previously sent email, then the user should be able to add recipients and modify the message before resending.

Mobile Access to Reports

User Story: As an event planner, I want mobile access to my post-event reports so that I can review insights and make decisions while on-the-go or away from my desk.
Description: This requirement focuses on developing a mobile-optimized version of the Post-Event Analysis Toolkit, allowing users to access reports and insights from their mobile devices. This capability ensures that event planners can review data and findings on-the-go, making it easier to stay informed while traveling or during busy schedules. By enhancing accessibility, the feature supports timely decision-making and collaboration, as planners can quickly share insights with team members in real-time without being tied to a desktop. The overall aim is to improve the flexibility and usability of the toolkit.
Acceptance Criteria: Event planners are attending a business conference out of state and need to review post-event reports from their mobile devices during downtime between sessions.

Given an internet connection, when the planner accesses the Mobile Access to Reports feature, then they should be able to view all available post-event reports without any text truncation or layout issues.

A user wants to share the insights from their post-event reports with team members via messaging apps while at an event.

Given the report is open in the Mobile Access to Reports feature, when the user selects the sharing option, then they should be able to share the report link through various messaging applications seamlessly.

During a feedback session with stakeholders, a planner needs to present the post-event analysis report using their mobile device.

Given the post-event analysis report is displayed on the mobile device, when the user rotates the device to landscape mode, then the report should reformat correctly to utilize the screen space appropriately without any loss of data visibility.

A user needs to fetch specific insights on attendee engagement rates while on the move after an event.

Given the user has selected the insights tab in the Mobile Access to Reports feature, when they apply a filter for 'Attendee Engagement Rate', then the platform should display the filtered insights accurately within five seconds without freezing.

Event planners are conducting a review meeting and want to access historical event insights for comparison using their mobile devices.

Given the user is logged in on their mobile device, when they navigate to the historical reports section, then they should be able to access and compare at least three previous event insights without generating an error or lagging.

A user requires the option to download reports for offline access during travel.

Given the user is viewing a post-event report on their mobile device, when they select the download option, then the report should be saved in PDF format and accessible in the device's downloads folder.

Customizable Dashboards

Allows users to tailor the dashboard layout and metrics displayed according to their specific needs and preferences. This personalized interface enhances user experience by ensuring that planners have quick access to the most relevant data at a glance.

Requirements

Dashboard Customization Options

User Story: As an event planner, I want to customize my dashboard to show the metrics that are most relevant to my event, so that I can make informed decisions quickly and efficiently.
Description: This requirement focuses on providing multiple customization options for users to personalize their dashboards. Users should be able to select, add, remove, and rearrange widgets that display relevant metrics such as budget tracking, attendee registration numbers, vendor timelines, and more. This flexibility enables planners to gain insights at a glance, enhancing their efficiency and decision-making capabilities. The feature will integrate seamlessly with existing data sources within EventCraft, ensuring that dashboards reflect real-time information and analytics pertinent to their specific event management needs.
Acceptance Criteria: User wants to customize their dashboard to display the budget tracking widget prominently for quick access during an event.

Given the user is on the dashboard, when they select the budget tracking widget from the widget library and drag it to the top section of the dashboard, then it should be placed there and show budget metrics accurately.

User wishes to remove an unnecessary widget from their dashboard to declutter the interface.

Given the user is on the dashboard, when they click the 'remove' button on the attendee registration widget, then the widget should disappear from the dashboard without affecting other metrics.

User wants to rearrange widgets on their dashboard for better workflow efficiency.

Given the user is on the dashboard, when they drag the vendor timelines widget from its current position to a new location, then the widget should move seamlessly to the new position with all data intact.

User needs to add a new analytics widget to track event feedback scores.

Given the user is on the dashboard, when they select the event feedback widget from the widget library and click 'add', then it should be displayed on the dashboard with current feedback data.

User wants to save their customized dashboard layout for future access.

Given the user has customized their dashboard widgets, when they click the 'save layout' button, then the layout should be saved and restored upon next login.

User requires the dashboard metrics to reflect real-time data from connected data sources.

Given the user is viewing the dashboard, when they refresh the page, then all widgets should update to display the most current data from their respective sources.

User wants to edit the settings of a specific widget to change the displayed metric.

Given the user is on the dashboard, when they click on the settings icon of the budget tracking widget and change the metric to projected expenses, then the widget should update to reflect projected expenses without losing previous configuration.

Drag-and-Drop Interface

User Story: As a user, I want to be able to move widgets around on my dashboard with drag-and-drop functionality, so that I can arrange my dashboard in a way that makes sense for my workflow.
Description: The drag-and-drop functionality allows users to easily rearrange dashboard elements without needing technical skills. This simple interface enhances user experience by making the dashboard layout intuitive and straightforward. Users can quickly reposition widgets and metrics according to their preferences, fostering a more personalized workspace that aligns with individual workflows. The implementation of this feature will engage users and promote efficiency by minimizing time spent on organizing dashboard elements.
Acceptance Criteria: User rearranges widgets on their dashboard to prioritize sales metrics for an upcoming event.

Given the user is logged into EventCraft, when they drag a sales metrics widget to the top of their dashboard, then the widget should remain in that position after they log out and back in.

A user wants to add a new metrics widget to their personalized dashboard.

Given the user is on their dashboard, when they select a new metrics widget and drag it to a desired location, then the widget should be added to the dashboard in that position without any technical issues.

Users collaborate in real-time to organize their dashboard during an event planning meeting.

Given multiple users are in a collaborative session, when one user moves a widget on their dashboard, then all other users' dashboards should reflect the same widget position in real-time.

A user accidentally misplaces a widget and wants to return it to its original position.

Given the user has rearranged their dashboard, when they click the 'reset' button, then all widgets should return to their original positions.

A user accesses the dashboard from a mobile device and wants to rearrange widgets.

Given the user is on a mobile device, when they touch and drag a widget to a different position, then the widget layout should update accordingly without loss of data or functionality.

A user with accessibility needs uses keyboard navigation to rearrange dashboard elements.

Given the user is using keyboard navigation, when they press the designated keys to move a widget, then the widget should move to the selected position on the dashboard as intended.

A user checks the dashboard customization settings after making changes.

Given the user has rearranged the widgets, when they navigate to the customization settings, then they should see the current layout and order of the widgets accurately displayed.

Predefined Layout Templates

User Story: As a new user, I want to choose from predefined dashboard templates so that I can quickly get started with EventCraft without needing to create everything from scratch.
Description: This requirement introduces a series of predefined layout templates that users can select and apply to their dashboards. These templates cater to various types of events and planning styles, allowing users to quickly set up a functional and aesthetically pleasing dashboard. By offering these templates, EventCraft simplifies the onboarding process for new users, providing them with a solid foundation to build upon and tailoring it to their specific needs.
Acceptance Criteria: User selects a predefined layout template from the dashboard setup options.

Given the user is on the dashboard setup page, when they click on the template dropdown, then they should see a list of at least 5 predefined layout templates for selection.

User applies a selected predefined layout template to their dashboard.

Given the user has selected a predefined layout template, when they click 'Apply', then the dashboard should refresh and display the selected layout with all designated metrics in their defined positions.

User customizes a dashboard after applying a predefined layout template.

Given the user has applied a predefined layout template, when they rearrange any metrics on the dashboard and save the changes, then the new arrangement should persist upon reloading the dashboard.

User accesses help or information about using predefined layout templates.

Given the user is on the dashboard setup page, when they click on the help icon, then a brief guide should appear explaining how to select and apply predefined layout templates.

User switches from one predefined layout template to another.

Given the user has a dashboard currently displaying a predefined layout, when they select a different template from the template dropdown, then the dashboard layout should change accordingly without errors or delays.

New user onboarding experience utilizing predefined layout templates.

Given a new user is registering for EventCraft, when they reach the dashboard setup step, then they should be presented with a prompt to select a predefined layout template as part of their onboarding flow.

User feedback process on predefined layout templates usage.

Given the user has applied a predefined layout template, when they submit feedback through the designated feedback option, then their feedback should be recorded and acknowledged by the system.

Real-Time Data Integration

User Story: As an event manager, I want my dashboard to update in real-time so that I can respond immediately to changes in attendee numbers or budget constraints during an event.
Description: This requirement ensures that the customizable dashboards refresh in real-time, displaying the most current data available from various integrated sources such as budgets, schedules, and attendee interactions. This feature is critical for effective event management, as planners need immediate access to the latest information to make timely decisions and respond to changes during the planning process. By integrating real-time data, EventCraft positions itself as a robust tool for dynamic event planning.
Acceptance Criteria: User updates the budget on the dashboard during an ongoing event planning session, and the dashboard reflects the updated budget immediately without any delay.

Given that I am logged into the EventCraft platform, when I update the budget in the budget section, then the dashboard should refresh automatically to display the new budget in real-time.

An event planner accesses the dashboard to monitor attendee engagement metrics during a live event, expecting to see the most current data reflecting real-time interactions.

Given that I am viewing the dashboard during a live event, when I check the attendee engagement metrics, then the metrics should be updated in real-time without requiring a manual refresh.

A corporate team uses the customizable dashboard to visualize multiple project timelines, requiring the display to reflect updated schedules as they are adjusted by different team members.

Given that multiple team members are making changes to the project timelines, when any member updates a timeline, then the dashboard should refresh to show the latest versions of all project timelines.

An event manager reviews the vendor packages displayed on their dashboard and modifies options, expecting to see updates on available vendor services without delay.

Given that I am reviewing vendor packages on my customizable dashboard, when I modify a vendor option, then the dashboard must instantly reflect the changes in the vendor's available services.

A user saves a customized dashboard configuration and later accesses it to check real-time data, expecting the configurations to be correctly applied and reflect current data.

Given that I have saved my customized dashboard settings, when I load the saved dashboard, then it should reflect the latest available data according to the set configurations without any discrepancies.

A user receives a notification about a new attendee registration during an event, wanting to see this new information updated immediately on their dashboard.

Given that a new attendee registers for the event, when I check the dashboard for attendee registration data, then the dashboard should indicate the new registration immediately after it occurs.

User Access Control for Dashboards

User Story: As an admin, I want to control who can access and modify the dashboard settings, so that I can ensure sensitive information is protected and only accessible to authorized team members.
Description: This requirement establishes a user access control system that allows administrators to manage who can view and modify dashboard configurations. This capability is essential for teams working on large events where multiple users might need different levels of access to sensitive data and customization features. Implementing user access control will enhance security and ensure that only authorized personnel can alter critical information, providing peace of mind for users about data integrity.
Acceptance Criteria: As an administrator, I want to set access permissions for different roles within my team, so that only designated users can view or edit the dashboard settings.

Given I am logged in as an administrator, when I navigate to the user settings, then I should be able to assign or revoke access permissions for any user in the system.

As a user with restricted access, I want to ensure that I cannot alter the dashboard settings if I am not authorized, to maintain data integrity and security.

Given I am logged in as a standard user, when I attempt to access the dashboard configuration settings, then I should receive an error message indicating insufficient permissions.

As an administrator, I want to be able to view a log of all changes made to dashboard configurations, so that I can track modifications and ensure accountability.

Given I am logged in as an administrator, when I access the audit logs, then I should see a complete record of all changes made to dashboard settings, including timestamps and user IDs.

As a team leader, I want to designate specific users with the ability to modify dashboard settings for ongoing events, ensuring flexibility and responsiveness during planning.

Given I am logged in as a team leader, when I select users to grant edit access, then those users should be able to successfully alter dashboard configurations as needed.

As an administrator, I want to receive notifications when a user modifies dashboard settings, so I can monitor changes in real time and respond if necessary.

Given I am logged in as an administrator, when any user makes a change to the dashboard settings, then I should receive an email notification detailing the changes.

Help and Tutorial Integration

User Story: As a beginner user, I want immediate access to help and tutorials while I customize my dashboard, so that I can learn how to use the features effectively without getting frustrated.
Description: This requirement outlines the integration of help and tutorial features directly within the dashboard customization options. Users should have access to step-by-step guides and tooltips that explain how to customize their dashboards, utilize different widgets, and optimize the layout for their needs. This integration will help reduce the learning curve for new users and enhance their overall experience with the platform, ultimately encouraging deeper engagement with EventCraft's features.
Acceptance Criteria: Accessing Help Resources in Dashboard Customization

Given that the user is on the dashboard customization page, when they click on the 'Help' icon, then a help panel should appear with step-by-step guides and tooltips available for each customization option.

Tooltips Visibility During Dashboard Setup

Given that the user is customizing their dashboard, when they hover over a widget or configuration option, then a tooltip should display a brief description of that feature, helping the user understand its purpose.

Tutorial Walkthrough for New Users

Given that a new user accesses the dashboard for the first time, when they select the 'Begin Tutorial' option, then a step-by-step walkthrough should guide them through the dashboard customization features, ensuring they understand how to adjust settings.

Saving Customized Dashboard Settings

Given that the user customizes their dashboard layout and settings, when they click on the 'Save' button, then the system should save the customizations, and a confirmation message should be displayed to indicate success.

Accessing Archived Tutorials

Given that the user has previously completed the dashboard tutorial, when they navigate to the help section, then they should be able to access archived tutorials and view any past help content they might need.

Responsive Design of Help Features

Given that the user is customizing their dashboard on a mobile device, when they access the help features, then the help content should be fully responsive and easy to navigate on smaller screens.

Feedback Mechanism for Help Resources

Given that the user has utilized the help resources, when they click on the 'Provide Feedback' option, then a feedback form should be displayed, allowing them to rate their experience and suggest improvements.

Dual Experience Manager

This feature provides event planners with tools and templates specifically designed to balance in-person and virtual attendee experiences. It offers best practices for session management, ensuring that both groups have equal opportunities for engagement and interaction, leading to more satisfied participants on both ends.

Requirements

Interactive Attendee Tools

User Story: As an event planner, I want to provide interactive tools for both virtual and in-person attendees so that everyone can engage with the content and interact with each other regardless of their location.
Description: The Interactive Attendee Tools are essential for facilitating engagement between in-person and virtual attendees. This requirement focuses on providing features such as live polls, Q&A sessions, and interactive chat functionalities that allow attendees to connect and participate regardless of their location. The tools should integrate seamlessly with the Dual Experience Manager, ensuring that both groups can interact fluidly during sessions. The aim is to foster an inclusive event atmosphere, leading to higher satisfaction and retention rates among participants.
Acceptance Criteria: Real-time Engagement During Hybrid Sessions

Given an event session is live, when an in-person attendee participates in a live poll, then the virtual attendees should receive the poll in real-time and be able to respond immediately, with results displayed instantly for all attendees to view.

Seamless Access to Q&A Sessions

Given a session is underway, when a virtual attendee raises a question in the interactive chat, then the in-person moderator should be able to see the question and respond within 30 seconds, with the option to bring it to the attention of the speakers.

Interactive Chat Functionality for All Attendees

Given that a chat feature is enabled during a session, when any attendee (in-person or virtual) sends a message, then all other attendees should receive the message instantly, and the chat should support up to 500 concurrent users without lag.

Post-Event Feedback Mechanism

Given the session has ended, when attendees are prompted for feedback through the interactive tools, then 80% of attendees should complete a feedback survey within 5 minutes, and the results should be collated for review.

Synchronized Session Timers for Engagement

Given a hybrid session is live, when the session timer is displayed, then both in-person and virtual attendees should see the same timer countdown in real-time, ensuring synchronized participation.

Access to Interactive Tools Before Sessions

Given an event is scheduled to start, when attendees log in 10 minutes before the session, then they should have access to interactive tools like polls and chat and be able to familiarize themselves with the interface before the session begins.

Monitoring Engagement Levels During Events

Given a session is live, when engagement metrics (like poll participation and chat activity) are tracked, then a dashboard should display real-time engagement levels for both in-person and virtual attendees, allowing moderators to adjust sessions accordingly.

Unified Session Management

User Story: As an event planner, I want to manage in-person and virtual sessions from a single dashboard so that I can ensure consistent scheduling and efficient use of my time.
Description: Unified Session Management is a critical requirement that provides planners with the ability to schedule and manage sessions that cater to both in-person and online attendees from a single interface. This feature will allow event managers to create session types, set timings, and manage attendance for both categories seamlessly. Integration with calendar systems and notification tools will enhance the effectiveness of this management, ensuring that participants receive timely alerts and reminders. The expected outcome is a streamlined, coherent scheduling process that benefits both the planner and attendees, improving overall event flow.
Acceptance Criteria: Creating a Unified Session for In-Person and Virtual Attendees

Given an event planner is in the Unified Session Management interface, When they create a session with options for both in-person and virtual attendees, Then they should be able to successfully save the session with all specified details, including type, timing, and expected attendance.

Integration with Calendar Systems

Given an event session is created in Unified Session Management, When the session is configured to integrate with calendar systems, Then attendees should receive calendar invites with the session details in their respective calendars upon confirmation.

Managing Attendance for Different Session Types

Given a session exists for both in-person and virtual attendees, When the event planner views the session attendance report, Then the report should accurately show the distinction between in-person and virtual attendee numbers, including any cancellations or changes.

Sending Notifications and Reminders to Attendees

Given an upcoming session is scheduled, When the session date approaches, Then all registered attendees should receive a notification and reminder via email and/or app notification at set intervals (e.g., 1 day before, 1 hour before).

Editing an Existing Session with Mixed Attendance

Given an event planner needs to edit an existing session, When they modify session details such as time, type, or capacity, Then those changes should be reflected in real-time in all scheduling and notification systems for both in-person and virtual attendees.

User Experience During Session Management

Given the event planner is using the Unified Session Management feature, When they interact with the interface for scheduling and managing sessions, Then they should experience a user-friendly design with clear instructions and minimal steps required to complete the process.

Customizable Event Templates

User Story: As an event planner, I want to access customizable templates that support hybrid events so that I can save time and focus more on tailoring the event to my audience's needs.
Description: Customizable Event Templates are vital for providing planners with a suite of pre-designed, adaptable layouts that cater to various event formats, including hybrid events. This requirement encompasses a repository of templates that include guidelines for session setups, audience engagement strategies, and vendor coordination that are tailored for both in-person and virtual attendees. By enabling planners to customize these templates, EventCraft simplifies the pre-event organization, fosters creativity in event design, and saves time, contributing to the efficient execution of high-quality events.
Acceptance Criteria: As an event planner, I want to create a hybrid event using customizable templates so that I can ensure both in-person and virtual attendees have a seamless experience.

Given that I have selected a customizable event template, when I make modifications to the session layouts and engagement strategies, then the changes should be reflected in both the in-person and virtual session formats.

As an event planner, I want to access a library of event templates that is organized by event type so that I can quickly find the right template for my specific needs.

Given that I am navigating the customizable event templates repository, when I filter for templates by event type, then I should see a list of relevant templates matched to my selection criteria.

As an event planner, I want to preview how my customized template looks for both in-person and virtual experiences so that I can make adjustments before finalizing.

Given that I have customized an event template, when I select the preview option, then I should see a side-by-side comparison of the in-person and virtual session layouts.

As an event planner, I want to save my customized event template for future use so that I can build upon my past events and save time.

Given that I have customized my event template, when I click the save button, then my customized template should be saved in the repository and accessible for future events.

As an event planner, I want to receive guidelines for vendor coordination within the customizable templates so that I can effectively manage both in-person and virtual vendor interactions.

Given that I am using one of the customizable event templates, when I access the vendor coordination section, then I should see detailed guidelines and best practices tailored for both in-person and virtual contexts.

As an event planner, I want the ability to collaborate with my team members on the customized templates in real-time so that we can make decisions quickly and efficiently.

Given that I have shared the customizable event template with my team, when they join the session, then we should be able to edit the template in real-time and see each other's changes instantly.

As an event planner, I want to ensure that all necessary elements for audience engagement are included in the customizable templates so that all participants feel included.

Given that I have selected a customizable event template, when I review the engagement strategies section, then I should see a checklist of essential elements to enhance engagement for both in-person and virtual attendees.

Performance Analytics Dashboard

User Story: As an event planner, I want a dashboard that provides performance metrics for both virtual and in-person attendees so that I can analyze engagement and refine my planning strategies.
Description: The Performance Analytics Dashboard is a critical requirement to assess the success of both virtual and in-person engagement during events. This feature will provide real-time analytics and post-event reports, tracking metrics such as attendee interaction rates, session popularity, and feedback scores. It will also include comparative analysis between virtual and in-person participation, helping planners understand engagement dynamics and refine strategies for future events. The integration with AI-driven insights will allow for informed decision-making and continuous improvement in event design, maximizing participant satisfaction.
Acceptance Criteria: Event planners use the Performance Analytics Dashboard post-event to evaluate attendee engagement for a hybrid event.

Given that the event has concluded, when the planner accesses the dashboard, then they should see real-time analytics displaying metrics for both virtual and in-person attendees, including interaction rates and feedback scores.

Event planners require a comparative analysis of virtual vs. in-person participation on the Performance Analytics Dashboard.

Given the completion of the event, when the planner selects the comparative analysis feature, then they should be able to view a side-by-side report of engagement metrics from both attendee groups.

During an event, planners need immediate access to session popularity metrics in real time.

Given the event is ongoing, when the planner checks the dashboard, then they should see updated metrics showing which sessions are most popular, including attendance numbers and engagement rates.

Post-event, organizers want to generate a report summarizing overall participant satisfaction based on feedback scores from both groups.

Given that feedback has been collected, when the planner requests a post-event report, then the system should provide a detailed summary of feedback scores categorized by virtual and in-person attendees.

Event planners need to integrate AI-driven insights into their dashboard for informed decision-making after an event.

Given that the dashboard is accessed, when the planner reviews the AI-generated insights, then they should find actionable recommendations based on attendee engagement data collected during the event.

Planners want the ability to customize the Performance Analytics Dashboard to focus on specific metrics relevant to their event type.

Given that the planner is using the dashboard, when they select their preferred metrics for display, then the dashboard should reconfigure to show only those selected metrics without errors.

Vendor Coordination Tools

User Story: As an event planner, I want to have tools that facilitate communication with my vendors so that I can ensure all aspects of the event run smoothly, regardless of whether they are in-person or virtual.
Description: Vendor Coordination Tools are essential for equipping event planners with a platform to communicate and collaborate effectively with vendors who support both in-person and virtual elements of the event. This requirement involves providing dedicated channels for vendor management, including document sharing, scheduling meetings, and tracking project timelines related to both setting up physical venues and virtual platforms. By enhancing communication and organization, these tools will simplify the complexities of vendor management and contribute to cohesive event execution, ensuring a successful hybrid experience.
Acceptance Criteria: Vendor communication for hybrid event planning

Given an event planner is using the Vendor Coordination Tools, when they create a new event and invite vendors, then each vendor should receive a notification and have a dedicated communication channel established for the event.

Document sharing capabilities with vendors

Given an event that requires vendor coordination, when an event planner uploads documents to the Vendor Coordination Tools, then all invited vendors should be able to access and download those documents without any errors.

Scheduling meetings with vendors within the tool

Given an event planner needs to schedule a meeting with a vendor, when they use the scheduling feature in the Vendor Coordination Tools, then the planner should be able to view the vendor's availability and confirm a meeting time.

Tracking project timelines for vendor tasks

Given an event planner is managing vendor tasks through the tool, when they input project timelines for vendor responsibilities, then the planner should be able to view a Gantt chart or timeline visualization of all tasks associated with each vendor.

Ensuring both in-person and virtual vendor elements are coordinated

Given an event planner is organizing a hybrid event, when they communicate with vendors, then the Vendor Coordination Tools should display options for both in-person and virtual vendor engagement methods to ensure completeness of event planning.

Feedback collection from vendors post-event

Given an event has concluded, when an event planner requests feedback from vendors using the Vendor Coordination Tools, then each vendor should be able to submit their feedback through a structured form provided in the tool.

Integration with scheduling platforms

Given an event requires coordination with external calendars, when a planner sets up a meeting with a vendor, then the Vendor Coordination Tools should synchronize with popular scheduling platforms (e.g. Google Calendar, Outlook) to avoid any double bookings.

Tech Setup Wizard

A step-by-step guide that assists planners in configuring the necessary technology for hybrid events, including streaming equipment, audio-visual setups, and platform integrations. This feature simplifies the technical complexities and ensures that all equipment is set up for optimal performance, minimizing the risk of glitches during the event.

Requirements

Step-by-Step Setup Guidance

User Story: As an event planner, I want a step-by-step guide to configure my hybrid event’s technology so that I can ensure all equipment is set up correctly and minimize technical issues during the event.
Description: The Tech Setup Wizard will provide a comprehensive, step-by-step guide that helps users configure the essential technology for hybrid events. This feature will include clear instructions for setting up equipment such as cameras, microphones, lighting, and streaming software, along with helpful visuals to enhance understanding. By simplifying the technical setup process, users can minimize errors and avoid common pitfalls that may arise during event execution. It ensures a smooth transition from planning to execution, allowing planners to focus on content and attendee engagement rather than technical difficulties.
Acceptance Criteria: User begins to set up technology for a hybrid event and accesses the Tech Setup Wizard from the dashboard.

Given the user is on the Tech Setup Wizard page, when the user clicks on 'Start Setup', then a comprehensive step-by-step guide should be displayed in chronological order for setting up audio-visual equipment.

User follows the setup guidance for configuring a camera for hybrid events.

Given the camera setup instructions are displayed, when the user completes each step, then a confirmation message should appear indicating successful completion of that specific step.

User encounters an issue while setting up lighting and seeks assistance through the wizard.

Given the user is on the lighting setup step, when the user clicks on 'Need Help?', then a troubleshooting section with FAQs and video tutorials should be displayed.

User finishes all steps in the Tech Setup Wizard and wants to review the settings before the event.

Given that the user has completed the setup, when they click on 'Review Settings', then a summary page should display all components configured, along with options to edit or confirm.

User wants to check the compatibility of equipment with recommended settings before the event.

Given the user is at the compatibility check step, when the user inputs their equipment details, then a compatibility report should be generated indicating any issues or confirmations of compatibility with the recommended setup.

User completes the Tech Setup Wizard and seeks to provide feedback on the process.

Given the user has finished the setup, when they click on 'Provide Feedback', then a feedback form should appear where users can rate their experience and suggest improvements.

User attempts to access the Tech Setup Wizard on a mobile device for setting up technology on-site during the event.

Given the user is accessing the Tech Setup Wizard from a mobile device, when the user navigates to the page, then the interface should be responsive and retain full functionality similar to the desktop experience.

Equipment Compatibility Checks

User Story: As an event planner, I want to check the compatibility of my equipment and software before the event so that I can ensure everything works together effortlessly and avoid last-minute issues.
Description: This requirement involves the Tech Setup Wizard validating the compatibility of various audio-visual equipment and streaming platforms before the event. The system will offer suggestions for alternative equipment and software based on the user's needs and existing setup. These checks reduce the risk of technical issues during events by ensuring that everything functions seamlessly together, enhancing overall event reliability.
Acceptance Criteria: User initiates the Tech Setup Wizard to prepare for a hybrid event, entering details about their existing audio-visual equipment and streaming platform.

Given the user has entered their audio-visual equipment details, When the compatibility check is performed, Then the system should return a list of compatible equipment and display any incompatibility issues that need attention.

User receives suggestions for alternative equipment from the Tech Setup Wizard when an incompatible device is detected.

Given the system identifies an incompatible device, When the suggestions are generated, Then the user should receive at least three alternative compatible options along with their key features and benefits.

User tests the compatibility of a newly added piece of audio-visual equipment before finalizing the event setup.

Given the user adds new equipment details, When the compatibility check is requested, Then the system should validate the new equipment against the existing setup and provide immediate feedback on compatibility status.

User engages in real-time collaboration with team members while configuring their event setup using the Tech Setup Wizard.

Given multiple users are collaborating, When they make changes to equipment options, Then all users should see real-time updates regarding the compatibility status of the selected equipment and any necessary adjustments.

User seeks help through the Tech Setup Wizard regarding error messages related to equipment compatibility.

Given the user encounters an error message during the compatibility check, When they access the help section, Then the system should display relevant troubleshooting tips and a support contact option for further assistance.

User completes the Tech Setup Wizard process and reviews a summary of their equipment compatibility results.

Given the user completes the setup process, When they review the summary, Then the system should provide a clear overview of compatible equipment, identified issues, suggested alternatives, and next steps.

User is notified via email about the compatibility results from the Tech Setup Wizard after completing their setup.

Given the user has finished the Tech Setup Wizard process, When the compatibility check is finalized, Then the user should receive an email summary of the compatibility results, including any recommended actions.

Real-Time Feedback Mechanism

User Story: As an event planner, I want to have a real-time support feature during the tech setup so that I can quickly resolve any issues I encounter and proceed with confidence.
Description: The Tech Setup Wizard will include a real-time feedback mechanism that allows users to receive immediate assistance or troubleshooting tips while setting up their technology. This feature fosters a supportive experience where planners can ask questions or report concerns as they configure their setups, ensuring swift resolution to any confusion or complications that may arise.
Acceptance Criteria: User interacting with the Tech Setup Wizard to set up streaming equipment for a hybrid event.

Given the user is on the Tech Setup Wizard, when they select the streaming equipment option, then they should see a list of recommended equipment and a guide on setup process.

User encounters an issue configuring the audio settings during the Tech Setup Wizard process.

Given the user is in the setups with audio settings, when they click the 'Need Help?' button, then they should receive immediate troubleshooting tips related to audio configuration.

User is setting up video conferencing tools as part of their hybrid event setup.

Given the user has completed the audio setup, when they proceed to the video conferencing section, then a real-time feedback chat option should be available for any questions.

User wants to confirm the integration of third-party apps for their event after using the Tech Setup Wizard.

Given the user has selected the 'Integrations' option, when the setup is complete, then they should receive a confirmation message confirming successful integrations with third-party apps.

User requires help with troubleshooting connectivity issues during the Tech Setup Wizard.

Given the user is experiencing connectivity issues, when they utilize the feedback mechanism, then they should receive real-time assistance within two minutes from support.

User accessing the Tech Setup Wizard at the start of their planning process for a hybrid event.

Given the user is on the home screen, when they choose to begin the Tech Setup Wizard, then they should be given an overview of the key steps involved in the setup process.

User finishes setting up their technology and wants to review the feedback provided during the process.

Given the user has completed their setup, when they navigate to the feedback summary section, then they should see a recap of all feedback and assistance received.

Integration with Event Management Tools

User Story: As an event planner, I want my tech setup to be integrated with my event management tools so that I can have all relevant information in one place and streamline my planning process.
Description: This requirement specifies the Tech Setup Wizard's capability to integrate seamlessly with other event management tools within EventCraft. Users will be able to synchronize their tech setup plans with their event details, such as schedules and vendor information. This integration streamlines workflows and enhances organization, allowing planners to manage their events holistically without switching between different applications.
Acceptance Criteria: Integration of Tech Setup Wizard with Event Management Tools to synchronize event schedules and vendor details for a hybrid event setup.

Given the user is on the Tech Setup Wizard page, when they input event details and vendor information, then the system should automatically synchronize these details into the setup plan without manual entry.

Verification of real-time updates between the Tech Setup Wizard and event management tools during planning.

Given the user is updating their tech setup plans, when changes are made to the event schedule or vendor info, then these updates should reflect in real-time across all integrated event management tools.

User confirmation process for successful integration of eventdetails with the Tech Setup Wizard.

Given the user has completed the integration process, when they review the summary of synchronized data within the Wizard, then they should see a confirmation message detailing all synced elements (e.g., schedules, vendors) and be able to access them directly.

Testing the functionality of splitting resources for multiple events within the Tech Setup Wizard integration.

Given the user plans multiple events simultaneously, when they utilize the Tech Setup Wizard to configure tech setups for each event, then the system should allow them to manage unique setups for each event without crossover erroneously affecting other events.

User interface clarity in accessing and managing synchronized data within the Tech Setup Wizard.

Given the user interface of the Tech Setup Wizard, when a user navigates to the synchronization section, then they should find clearly labeled sections for schedules and vendors, with filter options to view or edit synchronized data seamlessly.

Evaluating error handling when integration issues occur within the Tech Setup Wizard.

Given there is an error in integration (e.g., lost connection), when the user attempts to sync their tech setup with event management tools, then the system should provide an error message detailing the issue and steps to resolve it without losing any previously entered data.

User feedback on the effectiveness of the Tech Setup Wizard's integration with event management tools during a live event.

Given a live event is in progress, when users provide feedback on the system's performance post-event, then at least 85% of users should indicate that the integration enhanced their planning and execution experience throughout the event.

Customizable Tech Setup Templates

User Story: As an event planner, I want to create and save templates for my tech setups so that I can save time and ensure consistency for similar future events.
Description: The Tech Setup Wizard will allow users to create and save customizable templates for future events. This feature will enable planners to define preferred setups for various types of hybrid events quickly. Users can draw upon past experiences to create efficient workflows, ensuring consistency and reducing setup time for recurring event types.
Acceptance Criteria: User creates a new customizable tech setup template for a hybrid event type.

Given a user is logged into EventCraft, when they access the Tech Setup Wizard and select 'Create Template', then they should be able to enter a name, add required equipment details, and save the template for future use.

User edits an existing customizable tech setup template.

Given a user has an existing tech setup template, when they access the template and click 'Edit', then they should be able to modify equipment preferences and save the changes successfully.

User retrieves a saved tech setup template for use in a new event.

Given a user is on the event creation page, when they click on 'Load Template' and select a previously saved template, then the setup details should automatically populate in the event tech setup section.

User deletes an existing customizable tech setup template.

Given a user is viewing their list of tech setup templates, when they select a template and click 'Delete', then the template should be removed from the list after a confirmation prompt.

User shares a customizable tech setup template with a team member.

Given a user has a tech setup template, when they select 'Share' and choose a team member's email, then the selected team member should receive an email invitation to view the template.

User duplicates an existing customizable tech setup template for modification.

Given a user has a tech setup template, when they select 'Duplicate' for that template, then a copy of the template should be created, allowing for modifications without affecting the original.

User views a list of all saved customizable tech setup templates.

Given a user is in the Tech Setup Wizard, when they click on 'My Templates', then a list of all saved templates with their details should be displayed.

Post-Event Analysis and Reporting

User Story: As an event planner, I want to access a report on my event's technical performance so that I can gain insights for improving my future event setups.
Description: This feature will provide planners with comprehensive reports on the technical setup and performance after the event. The analysis will include metrics such as streaming quality, equipment performance, and any technical challenges encountered. By offering insights post-event, planners can improve their setup for future events based on real data and feedback.
Acceptance Criteria: Post-Event Analysis of Hybrid Event Performance

Given an event has concluded, when the event planner accesses the post-event analysis report, then the report should display metrics on streaming quality, equipment performance, and technical challenges, formatted in an easy-to-read layout.

Comparison of Event Setup vs. Actual Performance

Given the event setup has been documented, when the planner reviews the post-event report, then the report should include a comparison of planned vs. actual performance metrics, highlighting any discrepancies.

User Feedback Integration in Reporting

Given the event has occurred, when attendees provide feedback through the platform, then the post-event report should incorporate this feedback alongside technical performance metrics for a comprehensive overview.

Data Export Functionality for Reports

Given the post-event analysis has been generated, when the planner chooses to export the report, then the system should allow export in common formats such as PDF and Excel without data loss.

Real-time Notifications of Performance Issues

Given the event is live, when a technical issue occurs, then the system should send real-time notifications to the planner and relevant team members, logged in the post-event report.

Event Report Historical Data Access

Given multiple events have been executed, when the planner accesses the reporting section, then they should be able to view and analyze historical data from past events to inform future planning.

Interactive Engagement Tools

A suite of tools that facilitate real-time engagement for both in-person and virtual attendees, including live polls, Q&A sessions, and chat features. This enables all participants to engage equally, ensuring that no one feels alienated and fostering a vibrant communal atmosphere.

Requirements

Live Polling Feature

User Story: As an event organizer, I want to conduct live polls during sessions so that I can engage attendees and gather real-time feedback on topics discussed.
Description: The Live Polling Feature allows event organizers to create and launch real-time polls during virtual or in-person events. Attendees can participate using their devices, ensuring engagement and providing instant feedback. This tool will enhance the interaction during sessions, giving speakers immediate insights into audience opinions and preferences, fostering a more dynamic environment. The integration will allow seamless user participation, with results displayed instantly to maintain audience interest and involvement.
Acceptance Criteria: Organizers want to launch a live poll during a keynote session to gauge audience interest in specific topics, allowing real-time feedback from attendees.

Given the organizer has created a poll and scheduled it for the keynote session, when the poll is launched, then all attendees can see the poll on their devices and participate without technical difficulties.

In an interactive workshop, facilitators utilize live polling to evaluate participant understanding of session content.

Given a poll has been launched for the workshop participants, when attendees submit their responses, then the results are displayed live on the presentation screen within 30 seconds of poll closure.

During a virtual event, speakers want to engage with the audience through live Q&A sessions, paired with the polling feature for immediate feedback.

Given a live Q&A session is ongoing, when attendees ask questions, then they should also be able to engage in a simultaneous poll that shows their preferences regarding the topics discussed.

Event organizers need to ensure that attendees can participate in live polls without needing to download additional applications or software.

Given the live polling feature is integrated into the EventCraft platform, when an attendee accesses the event on their browser, then they should have immediate access to the polls without any download requirements.

After the event, organizers analyze poll results to improve future events based on attendee feedback.

Given a live poll was conducted during the event, when the organizer accesses the reporting section of EventCraft, then they should be able to view detailed analytics and breakdown of poll responses within 24 hours post-event.

The live polling feature is used in a hybrid event, requiring seamless participation from both in-person and virtual attendees.

Given that both in-person and virtual attendees are participating in a live poll, when the poll is initiated, then all participants, regardless of their location, should experience synchronized polling with no lag in response time.

Q&A Session Integration

User Story: As an attendee, I want to submit questions during sessions so that I can engage directly with speakers and contribute to the discussion.
Description: The Q&A Session Integration feature allows for real-time questions from attendees during events. Attendees can submit questions via the platform, and moderators can highlight and address them during the sessions. This ensures that all voices are heard, promoting inclusivity and active participation. The feature will include options for upvoting questions, allowing attendees to prioritize what they want to know, thereby structuring the dialogue according to audience interest.
Acceptance Criteria: Q&A Session with Live Audience and Remote Participants

Given an active event, when attendees submit questions through the EventCraft platform, then the submitted questions should be visible to the moderator immediately.

Upvoting of Questions During a Live Q&A Session

Given a live Q&A session, when attendees upvote questions they find relevant, then the system should display the questions in order of highest votes received.

Moderator Highlighting Questions in Real-time

Given a Q&A session in progress, when a moderator selects and highlights a question, then all attendees should see the highlighted question in real time on their screens.

Time Limit for Question Submission During an Event

Given a live event, when the Q&A session begins, then attendees should be able to submit questions up until 5 minutes before the session concludes.

Notifications for Newly Submitted Questions

Given that a user is participating in a Q&A session, when a new question is submitted, then the user should receive a notification indicating that a new question is available to view.

Accessibility Features for Q&A Participation

Given a user with accessibility needs, when they access the Q&A feature, then they should have options for text-to-speech, screen reader compatibility, and keyboard navigation.

Post-Event Summary of Q&A Activity

Given the conclusion of an event, when the event summary is generated, then it should include a list of all questions asked, the most upvoted questions, and responses given by the moderator.

Live Chat Functionality

User Story: As an attendee, I want to use a live chat feature during the event so that I can connect with other participants and share my thoughts in real-time.
Description: The Live Chat Functionality enables participants to communicate with each other and event organizers in real-time during the event. This feature will offer a chat interface where attendees can ask questions, share insights, and network with one another. By fostering interaction among participants, the live chat aims to create a sense of community and engagement, making events more interactive and enjoyable for everyone involved. The chat will support private and group messaging, enhancing networking opportunities.
Acceptance Criteria: Users can access the live chat feature during a virtual event to interact with other participants and organizers.

Given that a user is logged into the event platform, when they navigate to the chat interface, then they should see a live chat window that allows sending and receiving messages in real-time.

Participants can initiate private chats with other attendees during the event.

Given that a user selects another attendee in the chat interface, when they click on 'Start Private Chat', then a private chat window should open for them to communicate without others seeing the conversation.

The chat functionality supports both group conversations and individual messaging.

Given a user is in the live chat, when they choose to create a group chat and select multiple attendees, then a new group chat window should be created that includes all selected members and allows them to interact simultaneously.

Users can report inappropriate messages in the chat to moderators.

Given that a user sees an inappropriate message in the chat, when they click on the 'Report' button next to that message, then a report should be submitted to the moderators for review.

The chat interface allows users to search for past messages within the session.

Given that the user is in the chat interface, when they enter a keyword in the search bar, then the chat history should be filtered to display all messages containing that keyword.

Users can customize their chat notifications to manage distractions during the event.

Given that a user accesses their notification settings, when they choose to enable or disable notifications for the live chat, then their preferences should be saved and reflected in the chat experience.

The chat interface should be user-friendly and responsive across devices.

Given a user accesses the live chat from various devices (desktop, tablet, mobile), when they open the chat interface, then it should be fully functional and visually consistent across all devices.

Virtual Networking Rooms

User Story: As a participant, I want to join virtual networking rooms so that I can meet and engage with other professionals in my field during the event.
Description: Virtual Networking Rooms provide designated spaces for attendees to connect and network during events. These rooms can be topic-specific or randomly assigned, allowing participants to meet others with similar interests or expand their networks. The feature will include video and chat functionalities, making interactions more personal and engaging. This will enhance attendee experience by facilitating connections that might not happen during larger sessions, thereby driving value and networking opportunities.
Acceptance Criteria: Virtual Networking Rooms are utilized during an online conference to facilitate participant interactions based on shared interests.

Given multiple participants are logged into the event, when they enter a Virtual Networking Room, then they should be able to engage in video calls with other attendees and see chat functionalities operational.

Attendees want to connect with others who share similar professional backgrounds and interests within the Virtual Networking Rooms.

Given a specified topic is selected, when participants join the respective Virtual Networking Room, then the room should only display attendees with matching interests or backgrounds.

A participant wants to initiate a chat or video call in the Virtual Networking Rooms to network with others.

Given a participant is in a Virtual Networking Room, when they click on another participant’s profile, then they should see options to start a chat or video call, and the action should be initiated successfully.

During a virtual event, feedback is collected on the effectiveness of the Virtual Networking Rooms.

Given the event has concluded, when attendees fill out a post-event survey, then at least 80% should report positive engagement experiences in the Virtual Networking Rooms.

Event organizers want to ensure the Virtual Networking Rooms are secure and adhere to privacy norms.

Given the Virtual Networking Rooms are accessible during an event, when participants enter, then there should be clear guidelines presented regarding acceptable conduct and privacy policies before entering the room.

Users need to experience seamless transitions between different Virtual Networking Rooms during an event.

Given a participant is currently in a Virtual Networking Room, when they choose to switch to another room, then the transition should occur without significant latency or loss of connection.

Feedback Collection Module

User Story: As an event organizer, I want to collect feedback from attendees after the event so that I can improve future events based on their experiences and suggestions.
Description: The Feedback Collection Module will enable event organizers to gather insights and feedback from attendees after each event. It will consist of surveys and instant feedback forms that can be distributed via email or through the event platform. The collected data will help organizers evaluate the success of the event and identify areas for improvement, enhancing future events. This module promotes continuous improvement by giving planners actionable information directly from the audience.
Acceptance Criteria: As an event organizer, I want to send out feedback surveys immediately after the event concludes, so that attendees can provide their insights while the experience is still fresh in their minds.

Given the event has concluded, when the organizer clicks 'Send Feedback Surveys', then the surveys should be successfully dispatched to all attendee email addresses on the list within 10 minutes.

As an event organizer, I want to ensure that the feedback forms are user-friendly and accessible, so that attendees can easily provide their feedback without technical difficulties.

Given an attendee clicks on the feedback link, when they access the feedback form, then the form should load within 3 seconds and be navigable without any errors on both desktop and mobile devices.

As an event organizer, I want to collect quantitative and qualitative data from the feedback responses, so that I can analyze the event's success and areas for improvement.

Given that feedback responses have been collected, when the organizer views the feedback dashboard, then they should see a summary report that includes average ratings for each session and at least 10 qualitative comments from attendees.

As an event organizer, I want to ensure that the feedback data is securely stored and easily accessible for future analysis, so that we can reference it when planning future events.

Given that feedback collection is complete, when the organizer accesses the data storage, then all data must be encrypted and retrievable within 5 minutes by authorized personnel only.

As an event organizer, I want to track the response rates of the feedback surveys, so that I can assess attendee engagement and potentially follow up with those who have not responded.

Given the feedback surveys have been sent, when organizer reviews the survey response dashboard, then they should see a clear percentage of responses collected compared to the total sent and options to follow up with non-respondents.

As an event organizer, I want to categorize feedback by event elements (e.g., venue, speakers, content), so that I can pinpoint specific strengths and weaknesses.

Given feedback has been collected, when the organizer categorizes the responses, then they should be able to filter the feedback by at least 5 predefined categories and analyze the results accordingly.

On-Demand Content Hub

An accessible repository where virtual attendees can rewatch sessions, access supplemental materials, and engage with recorded content post-event. This feature enhances the value of the event for remote participants, allowing them to consume content at their convenience and ensuring maximum retention of information.

Requirements

Content Accessibility Management

User Story: As an event organizer, I want to efficiently manage and categorize the content in the On-Demand Content Hub so that virtual attendees can easily find and rewatch relevant sessions.
Description: The Content Accessibility Management requirement focuses on providing a seamless interface for managing the uploaded content within the On-Demand Content Hub. It allows event organizers to categorize, tag, and describe each piece of content, ensuring that virtual attendees can easily find and access specific sessions and supplemental materials. This feature will significantly enhance user satisfaction by facilitating easier navigation through the repository. Furthermore, it will enable organizers to track content performance via analytics, allowing for data-driven decisions for future events.
Acceptance Criteria: Content Uploading Process for Event Organizers

Given an event organizer is logged into the EventCraft platform, when they navigate to the Content Accessibility Management section and select 'Upload Content', then they should be able to upload video files and supplementary materials successfully without errors, and the content should be available in the On-Demand Content Hub immediately after upload.

Categorization and Tagging of Content

Given an event organizer has uploaded content to the On-Demand Content Hub, when they categorize and tag the content with relevant keywords, then the tags should be searchable and filterable by virtual attendees, ensuring they can easily find the content they are looking for.

Descriptive Metadata for Session Content

Given an event organizer has uploaded a session video to the On-Demand Content Hub, when they fill out the description and metadata fields including title, speaker name, and session summaries, then this information should be displayed accurately alongside the content for virtual attendees to reference.

Content Performance Analytics Access

Given an event organizer is managing content in the On-Demand Content Hub, when they access the analytics dashboard, then they should be able to view metrics such as view count, average watch time, and engagement statistics for each piece of content, enabling data-driven decisions for future events.

User Experience for Virtual Attendees

Given a virtual attendee is looking to access the On-Demand Content Hub, when they log into their account and navigate to the section, then they should be able to easily locate sessions using search and filter functionalities, ensuring a smooth viewing experience.

Search Functionality within the Content Hub

Given a virtual attendee is in the On-Demand Content Hub, when they enter specific keywords into the search bar, then relevant sessions and supplemental materials should appear in the search results, allowing for quick access to desired content.

Mobile Responsiveness of the Content Hub

Given a virtual attendee accesses the On-Demand Content Hub from a mobile device, when they view the uploaded content, then the interface should be fully responsive, ensuring the content is displayed correctly and is easily navigable on smaller screens.

User Engagement Analytics

User Story: As an event organizer, I want to access analytics on user engagement with the On-Demand Content Hub so that I can understand how attendees interact with the content and improve future events.
Description: The User Engagement Analytics requirement involves integrating analytics tools that monitor how virtual attendees interact with the On-Demand Content Hub's materials. This functionality will provide insights into user behavior, including which sessions are most viewed, duration of engagement, and overall interaction levels. By analyzing this data, event organizers can better understand participant preferences and improve future events based on attendee engagement patterns. This feature plays a crucial role in enhancing the value of recorded content while tailoring the experience to meet audience needs.
Acceptance Criteria: User Engagement Analytics - Accessing Analytics Dashboard

Given a user has access to the On-Demand Content Hub, When they navigate to the Analytics Dashboard, Then they should be able to view a summary of user engagement metrics including session views, average watch duration, and interaction levels for each session.

User Engagement Analytics - Filtering Data by Session

Given the user is on the Analytics Dashboard, When they select a specific session from the list, Then they should see detailed analytics filtered specifically for that session, including unique viewer counts, total watch time, and peak engagement times.

User Engagement Analytics - Exporting Analytics Reports

Given a user has accessed the Analytics Dashboard, When they click on the export button and select a format, Then they should be able to download a comprehensive report of user engagement analytics in the chosen format (CSV/Excel/PDF).

User Engagement Analytics - Real-Time Data Updates

Given the On-Demand Content Hub is active, When a new engagement event occurs (e.g., a user watches a session), Then the Analytics Dashboard should reflect the updated engagement metrics in real time without requiring a page refresh.

User Engagement Analytics - User Segmentation Insights

Given a user is viewing the analytics dashboard, When they apply segmentation filters (e.g., by geographical location or device type), Then they should see insights and trends in user engagement specific to those segments.

User Engagement Analytics - Session Comparison

Given the user is on the Analytics Dashboard, When they select two or more sessions for comparison, Then they should be able to view a side-by-side comparison of their engagement metrics including views, duration, and interactions.

User Engagement Analytics - Notification of Engagement Trends

Given a user is authenticated and has access to analytics, When there is a significant increase or decrease in engagement metrics for a session, Then the user should receive an automated notification highlighting these trends via email or in-app alert.

Flexible Playback Options

User Story: As a virtual attendee, I want to customize my playback settings for the content in the On-Demand Content Hub so that I can watch at my preferred speed and quality.
Description: The Flexible Playback Options requirement enables users to choose various playback settings while consuming content from the On-Demand Content Hub. Users should have the option to adjust video quality, speed, and make notes while watching sessions. This feature empowers attendees to tailor their content consumption experience, making it more adaptable to their preferences and environments. Enhancing user experience with flexible playback settings is key to maximizing attendance satisfaction and retention of information.
Acceptance Criteria: Flexible Playback for Enhanced User Experience

Given a user accesses the On-Demand Content Hub, when they select a video session, then they should have options to customize playback settings including video quality, speed, and note-taking functionality.

Adjustable Video Quality to Accommodate Bandwidth

Given a user is watching a video on the On-Demand Content Hub, when their internet connection is slow, then the user should be able to switch to a lower video quality without interrupting playback.

Speed Control for Tailored Learning Pace

Given a user is viewing an on-demand session, when they choose to adjust the playback speed, then the video should seamlessly change to the selected speed (0.5x, 1x, 1.5x, or 2x) without glitches or buffering.

Note-Taking Feature Integration

Given a user is watching an on-demand session, when they utilize the note-taking feature, then the notes should be saved automatically and made accessible for review after the session ends.

User Notifications for Playback Options Availability

Given a user is logged into the On-Demand Content Hub, when they start watching a video, then they should receive a notification highlighting the available playback options for customization (quality, speed, notes).

User Testing for Playback Satisfaction

Given a group of users utilizing the On-Demand Content Hub, when they complete a survey after using flexible playback options, then at least 85% of users should report satisfaction with their playback experience.

Content Recommendation Engine

User Story: As a virtual attendee, I want to receive content recommendations based on my preferences so that I can discover new sessions that align with my interests.
Description: The Content Recommendation Engine requirement focuses on developing an intelligent algorithm that suggests relevant sessions and supplemental materials to users based on their viewing history and interests. This feature aims to enhance user engagement by showcasing content that aligns with the attendee's preferences. It ensures that users are exposed to pertinent information that can enhance their experience and facilitate knowledge retention. This mechanism is essential for increasing session rewatch rates and maximizing content utilization post-event.
Acceptance Criteria: User engages with the Content Recommendation Engine after attending an event to discover relevant sessions and supplemental materials.

Given a user has completed viewing a session, when they access the On-Demand Content Hub, then the Content Recommendation Engine suggests at least three related sessions based on their viewing history and interests.

A user regularly uses the On-Demand Content Hub post-event to seek additional resources for the sessions they attended.

Given a user has viewed multiple sessions, when they visit the Content Recommendation Engine section of the hub, then they should see a personalized list of recommended materials that includes at least one supplemental resource per session.

An event organizer wants to analyze the effectiveness of the Content Recommendation Engine based on user engagement metrics.

Given the Content Recommendation Engine is fully implemented, when analyzing user engagement data, then there should be a measurable increase in session rewatch rates by at least 25% within one month post-event compared to previous events without the engine.

A user has a specific area of interest and wants to ensure that the Content Recommendation Engine aligns with these preferences.

Given a user selects their interests in their profile settings, when they access the On-Demand Content Hub, then the Content Recommendation Engine must display at least 70% of recommended content that aligns with the user's selected interests.

A user notices that the recommended content lacks relevance to their viewing habits.

Given the user has provided feedback about irrelevant recommendations, when the feedback is submitted, then the Content Recommendation Engine must adapt by improving accuracy, maintaining an accuracy score of at least 80% in its subsequent recommendations for that user.

An attendee wants to access on-demand recordings that are tailored specifically for their role in the event.

Given a user role is specified at the registration stage, when they access the Content Recommendation Engine, then they should receive recommendations that cater specifically to the typical responsibilities and needs associated with their role, with at least one relevant piece of content.

Feedback Collection Module

User Story: As a virtual attendee, I want to provide feedback on the sessions I watched in the On-Demand Content Hub so that I can share my thoughts and help improve future events.
Description: The Feedback Collection Module requirement aims to implement an integrated feedback system that allows virtual attendees to rate and review content accessed in the On-Demand Content Hub. This module will collect valuable insights on attendee satisfaction and content quality, allowing organizers to continuously improve offerings based on direct feedback. Establishing a communication channel for attendee evaluations is crucial in assessing and enhancing the effectiveness of the provided content, ultimately leading to more successful future events.
Acceptance Criteria: Virtual attendees access the On-Demand Content Hub following a live event to provide feedback on the sessions they attended.

Given that a virtual attendee is logged into the On-Demand Content Hub, when they select a session they attended, then they must see a feedback form to rate the session on a scale of 1-5 and provide comments.

Event organizers view aggregated ratings and comments from virtual attendees on the On-Demand Content Hub.

Given that feedback has been collected from virtual attendees, when an event organizer accesses the analytics dashboard, then they should see summarized ratings and written comments organized by session.

Virtual attendees want to revise their feedback after initially submitting it.

Given that a virtual attendee has previously submitted feedback for a session, when they revisit that session in the On-Demand Content Hub, then they should have the option to edit or delete their feedback submission.

Feedback submissions trigger an automated acknowledgment email to virtual attendees.

Given that a virtual attendee submits feedback, when the feedback is successfully recorded, then the attendee should receive an email confirmation acknowledging their feedback submission.

Event organizers can filter feedback based on rating levels and specific sessions.

Given that feedback has been collected, when an event organizer applies filters in the analytics dashboard, then the displayed feedback results must reflect those filters allowing for insights based on session ratings and specific content.

Virtual attendees can access feedback history for events they attended.

Given that a virtual attendee wants to view their submitted feedback, when they navigate to the feedback history section in their profile, then they should see a list of all sessions for which they have provided feedback along with their ratings and comments.

The feedback form includes mandatory and optional fields to guide attendees in providing detailed feedback.

Given that a virtual attendee is filling out the feedback form, when they attempt to submit without completing the mandatory fields, then they should see an error message indicating which fields must be completed before submission.

Unified Feedback Mechanism

An integrated tool that collects real-time feedback from both in-person and virtual attendees through a single platform. This dual approach enhances the planners' ability to gauge satisfaction levels across diverse formats, providing valuable insights to refine future hybrid events.

Requirements

Real-time Feedback Collection

User Story: As an event planner, I want to collect real-time feedback from attendees so that I can quickly identify areas of improvement and enhance the overall attendee experience.
Description: The system must provide a mechanism for real-time feedback collection from both in-person and virtual attendees during the event. This functionality will enable planners to gather instant, actionable insights on attendee satisfaction, experience, and engagement, facilitating timely adjustments and enhancements to ongoing events. The integration will ensure feedback is easily accessible and can be analyzed in a centralized dashboard, making it simple for planners to refine future hybrid events based on direct attendee input. It is crucial for maintaining high satisfaction levels and improving overall event quality.
Acceptance Criteria: Real-time feedback collection during a hybrid event where both in-person and virtual attendees participate, allowing the event planner to monitor satisfaction levels concurrently.

Given an active hybrid event, when an attendee submits feedback through the provided interface, then the feedback should be registered in real-time in the centralized dashboard without significant delay.

Collecting feedback across different devices (e.g., mobile phones, tablets, laptops) to ensure accessibility for all attendees during the event.

Given that an attendee is using a mobile device, when they attempt to provide feedback following an engagement prompt, then they should be able to submit their response successfully with no errors across major browsers.

Tracking and displaying the overall satisfaction score based on real-time feedback collected during the event to inform immediate changes.

Given that at least 50 feedback responses have been collected, when the planner accesses the dashboard, then an overall satisfaction score should be calculated and displayed prominently for review.

Sending follow-up notifications to attendees after their feedback is submitted to acknowledge their input and improve engagement.

Given that an attendee submits feedback, when the submission is processed, then they should receive an automatic confirmation notification via their registered email address within 5 minutes.

Providing an analytics view for planners to compare real-time feedback from in-person and virtual attendees to identify trends and areas for improvement.

Given that feedback data has been collected from both in-person and virtual attendees, when a planner generates an analytics report, then the report should display a side-by-side comparison of satisfaction levels from both groups.

Enabling feedback categorization to allow planners to differentiate between multiple aspects of the event (e.g., venue, speakers, content).

Given that feedback includes multiple questions regarding the event, when the feedback is submitted, then each response should be tagged appropriately in the dashboard for later analysis.

Implementing a mechanism for live polls during the event to gather immediate feedback on specific segments or issues as they arise.

Given that the event is in progress, when a live poll is initiated, then attendees should be able to submit their responses in real-time, and the results should update dynamically on the planner's dashboard.

Multi-channel Feedback Integration

User Story: As an event planner, I want to gather feedback from multiple channels to ensure I'm capturing diverse attendee experiences and can address potential issues across different event formats.
Description: The feedback collection system must integrate various channels for attendee input, such as mobile apps, web platforms, and physical kiosks at events. This multi-channel approach will ensure all attendees have the opportunity to share their experiences, irrespective of how they are participating in the event. The ability to collect feedback from diverse sources will bolster data richness and allow for a comprehensive understanding of attendee sentiment across different formats. Seamless integration with event management tools will help streamline and centralize this feedback for further analysis.
Acceptance Criteria: Multi-channel feedback collection during a hybrid event with attendees participating both online and in-person.

Given an event is in progress, when attendees use the mobile app, web platform, or physical kiosks to submit feedback, then all collected feedback should be visible in the central feedback dashboard within 5 minutes of submission.

Analysis of feedback collected from multiple channels post-event.

Given the feedback collection has ended for an event, when the event planner accesses the feedback analytics dashboard, then the planner should see a consolidated report that includes quantitative data (ratings) and qualitative data (comments) from all feedback channels.

Ensuring security and privacy in the feedback submission process.

Given an attendee submits feedback through any channel, when the feedback is submitted, then all data must be securely encrypted and anonymized to maintain attendee privacy.

Collecting feedback on specific sessions during a multi-session event.

Given an attendee is participating in multiple sessions of an event, when they provide feedback for a particular session, then the feedback should be tagged with the specific session name and time for accurate association in the analytics report.

Ensuring real-time feedback prompts during the event.

Given an event is taking place, when the event planner activates feedback prompts for sessions, then attendees should receive notifications via their selected channel (app/web apps/kiosks) to provide feedback immediately after the session ends.

Support for varied question formats in feedback collection.

Given that the feedback system is in use, when an attendee accesses the feedback form, then they should be able to respond to multiple question formats, including multiple choice, open-ended, and star ratings.

Verification of feedback usability and actionability.

Given the feedback has been collected and analyzed, when the event planner reviews the analytics, then they should be able to identify at least three actionable insights that could enhance future events based on attendee responses.

Feedback Analytics Dashboard

User Story: As an event planner, I want to view an analytics dashboard of attendee feedback in real time so that I can make informed decisions and adjustments during the event to enhance attendee experiences.
Description: Develop an analytics dashboard that aggregates and visualizes feedback collected from attendees in real time. This dashboard will present key metrics such as satisfaction scores, common concerns, and trending topics in an easily digestible format. The analytics will aid planners in making data-driven decisions during the event, allowing them to adjust strategies on the fly. Integration with existing reporting features will allow planners to generate comprehensive reports post-event, enhancing the overall evaluation of event success and areas for future improvement.
Acceptance Criteria: Real-time Feedback Collection During an Event

Given that the event is live, when an attendee submits feedback through the platform, then the feedback should be immediately visible on the dashboard without any delays.

Visualization of Satisfaction Scores

Given that feedback has been collected, when the dashboard displays the satisfaction scores, then the scores should reflect an accurate average calculated from all received feedback.

Identification of Common Concerns

Given that multiple attendees have provided feedback, when the dashboard analyzes the feedback, then it should highlight at least three common concerns raised by attendees in a visually distinct manner.

Trending Topics Visualization

Given that feedback is continuously collected, when analyzing the comments, then the dashboard must display at least five trending topics being discussed among attendees in real-time.

Integration with Reporting Features

Given that the event has concluded, when a planner requests a comprehensive report from the dashboard, then the report should include all feedback data and analytics for post-event analysis.

User Interface Usability

Given that the dashboard is designed for use by planners, when users interact with the dashboard, then it should have a user satisfaction score of at least 85% based on usability testing.

Accessibility of Feedback Across Device Types

Given that planners use different devices, when accessing the dashboard, then the feedback analytics should be fully functional and visually intact on desktop, tablet, and smartphone devices.

Post-event Feedback Loop

User Story: As an event planner, I want to send automated post-event surveys to attendees so that I can collect feedback on their experiences and inform future event strategies.
Description: Implement a structured process for collecting post-event feedback via automated surveys sent to attendees after the event concludes. This feedback loop will allow planners to gather insights on overall event effectiveness, perceived value, and areas for improvement. The system should ensure that surveys are customizable and tailored to specific event goals, enabling planners to ask relevant questions that yield meaningful feedback. Results should be compiled into an easy-to-read report to assist in future planning and strategy adjustments.
Acceptance Criteria: Post-event feedback is collected from all attendees through an automated survey distributed via email immediately after the event concludes, ensuring high participation rates and timely insights on event success.

Given that the event has concluded, when the automated survey is sent, then at least 70% of attendees should respond to the survey within one week.

Planners can customize survey questions based on the specific goals of the event, allowing for tailored feedback that directly addresses areas of interest.

Given that a planner is creating an event-specific survey, when they select customization options, then they should be able to add, modify, or remove questions as needed, with at least five question types available.

The system compiles feedback results into a comprehensive report that is easily interpretable, enabling planners to identify strengths and weaknesses of the event.

Given that feedback has been collected, when the report is generated, then it should include visualizations (like graphs or charts) and key insights that summarize attendee satisfaction and suggested improvements.

Attendees receive a confirmation email after completing the feedback survey, enhancing engagement and encouraging participation in future events.

Given that the attendee submits the feedback survey, when the submission is confirmed, then they should receive a confirmation email within one hour of their submission.

Planners can track survey completion rates in real-time, enabling them to send personalized reminders to attendees who have not yet provided feedback.

Given that the event feedback survey is active, when a planner views the analytics dashboard, then they should see real-time completion rates and the ability to send reminders to attendees who have not yet responded.

Feedback Privacy and Anonymity Settings

User Story: As an attendee, I want to have the option to provide anonymous feedback so that I can share my honest opinions without concerns about my privacy being compromised.
Description: Establish settings within the feedback mechanism to allow attendees the option to provide feedback anonymously. This requirement ensures that participants feel comfortable sharing honest opinions without fear of identification or repercussions. The ability to toggle anonymity will encourage more candid and constructive feedback, ultimately leading to richer data for planners. Compliance with data protection regulations must also be maintained to safeguard attendee information.
Acceptance Criteria: Attendee chooses to submit feedback anonymously during a virtual event.

Given an attendee is in the feedback section, when they select the option for anonymous feedback and submit their responses, then their feedback should be recorded without any identifiable information attached.

Event planner configures anonymity settings before the event.

Given an event planner is setting up the feedback mechanism, when they navigate to the anonymity settings and enable or disable the anonymous feedback option, then the changes should be saved and reflected in the feedback form for attendees.

Attendee receives confirmation of anonymity when submitting feedback.

Given an attendee has selected anonymous feedback, when they submit their feedback, then they should receive a confirmation message indicating that their responses are anonymous and cannot be traced back to them.

Compliance check for data protection regulations during feedback collection.

Given the feedback mechanism is active, when data is collected from attendees, then all anonymity settings should comply with applicable data protection regulations, ensuring no personal information is processed or stored without permission.

Survey results review for anonymous feedback effectiveness.

Given the event has concluded, when the event planner reviews the feedback results, then they should notice an increase in the quantity and quality of feedback submitted by attendees who chose anonymity compared to previous events.

Attendee adjusts anonymity preferences after initial submission.

Given an attendee has submitted feedback, when they access their submission history, then they should have the option to edit their anonymity preferences for their previously submitted responses before the event review period ends.

Seamless Breakout Rooms

An innovative feature that allows the creation of breakout sessions, both virtual and physical, that can seamlessly switch between formats. This enhances networking opportunities and keeps attendees engaged by ensuring that all participants have access to tailored discussions regardless of their location.

Requirements

Dynamic Breakout Session Creation

User Story: As an event planner, I want to create dynamic breakout sessions so that I can effectively engage participants and provide tailored discussions relevant to their interests.
Description: The system shall allow event planners to effortlessly create and customize breakout sessions for both virtual and physical attendance. Planners will have the ability to designate session topics, invite specific participants, and set session times. The solution must include templates to streamline the session setup process and facilitate quick adjustments on the fly. This functionality will increase planner productivity and improve the personalization of participant experiences, thereby enhancing engagement during events.
Acceptance Criteria: Creating a Dynamic Breakout Session for a Hybrid Event.

Given an event planner is logged into the EventCraft platform, when they select the option to create a new breakout session, then they should be able to choose between virtual and physical formats, set session topics, invite specific participants, and schedule the session times using provided templates.

Adjusting Breakout Session Details on-the-fly.

Given that a breakout session has been created, when the event planner wishes to make changes to the session details (like time, attendees, or topic), then they should be able to do so within two clicks and see those changes reflected in real-time across all participant's schedules and notifications.

Inviting Participants to a Breakout Session.

Given a breakout session is scheduled, when the event planner inputs participant email addresses and selects the send invitation option, then an email should be sent to each participant with all relevant session details and a calendar invite attachment.

Monitoring Breakout Room Attendance and Engagement.

Given a breakout session is currently active, when the event planner accesses the session metrics dashboard, then they should see real-time analytics on participant attendance, engagement levels, and feedback ratings.

Using Templates for Quick Session Setup.

Given the event planner is creating a new breakout session, when they opt to use a template, then they should see pre-filled fields for topics, participant lists, and scheduling that can be adjusted as needed before finalizing the session.

Real-time Format Switching

User Story: As an attendee, I want to seamlessly switch between virtual and physical breakout sessions so that I can participate in discussions that are most relevant to me, no matter where I am.
Description: The feature will enable seamless switching between virtual and physical formats for breakout rooms during an event. This functionality will allow planners to adapt to changing circumstances, such as a sudden increase in virtual attendance due to unforeseen events. It must include an intuitive interface for participants to switch formats at any time, maintaining continuity in discussions and engagement across all attendees, regardless of their physical location.
Acceptance Criteria: Attendees are engaged in a discussion in a physical breakout room, and a significant number of virtual attendees wish to join the session due to a sudden interest. The event planner decides to enable real-time format switching to accommodate the virtual attendees while maintaining the in-person momentum.

Given the physical breakout room is in session, when the event planner activates the real-time format switching, then all attendees in the physical room receive a notification to join the virtual platform and the virtual attendees can seamlessly join the discussion without any disruption in content.

During a hybrid event, participants in a virtual breakout room express the desire to switch to the physical breakout room for face-to-face interaction due to improved networking opportunities. Event organizers need to facilitate this transition seamlessly.

Given that virtual attendees want to switch to the physical breakout room, when they select the 'Join Physical Room' option, then their connection should be terminated in the virtual room, and they must be granted immediate access to the physical room without delays.

A speaker is presenting in a physical breakout room, and a sudden technical issue arises, preventing virtual attendees from accessing the content. The event planner decides to switch the format to a virtual-only presentation to avoid losing audience engagement.

Given the physical presentation is interrupted, when the event planner switches the breakout room format to virtual-only, then all attendees, both virtual and physical, receive simultaneous communication about the format change and can continue engaging with the speaker online.

In a hybrid conference setting, an attendee feels disconnected and prefers to engage in a virtual format due to personal circumstances. They need to have the option to switch formats without losing track of the discussion.

Given an attendee is in a physical breakout room, when they use the intuitive interface to select the option to switch to virtual attendance, then they are able to transition to the virtual environment while retaining access to the ongoing discussion and any shared materials.

At the end of a breakout session, participants need to give feedback on their experience regarding the format switching feature. This feedback will help improve the session for future events.

Given that the session has ended, when the attendees (both virtual and physical) are prompted to provide feedback, then they should receive a user-friendly survey asking for their thoughts on the format switching process and the overall effectiveness of the session, which should be easily accessible from both interfaces.

During a large-scale virtual conference, a last-minute modification in the agenda requires the quick creation of multiple breakout rooms with varying topics that attendees can switch between based on their interests.

Given new breakout sessions need to be created, when the event planner uses the real-time format switching feature, then they can create and manage multiple breakout room options dynamically, allowing attendees to seamlessly move between sessions while retaining their participation status in ongoing discussions.

Attendee Engagement Analytics

User Story: As an event planner, I want to access attendee engagement analytics so that I can evaluate the effectiveness of breakout sessions and enhance future event planning strategies.
Description: The system shall provide analytics on attendee engagement during breakout sessions, including participation rates, feedback scores, and session effectiveness. This data will allow planners to assess the success of sessions in real-time and make necessary adjustments to improve engagement and satisfaction. The analytics dashboard should be easy to understand and integrate with existing reporting tools used by event planners.
Acceptance Criteria: Real-time dashboard integration during a live breakout session.

Given that the breakout session is in progress, when an attendee participates, then the participation rate is updated on the analytics dashboard in real-time.

Feedback collection mechanism post breakout session.

Given that a breakout session has ended, when attendees submit their feedback, then the feedback scores should be accurately reflected on the analytics dashboard within 10 minutes.

Reporting for session effectiveness analysis.

Given that analytics data has been collected, when the event planner requests a session effectiveness report, then the report should include participation rates, feedback scores, and a summary of engagement metrics.

Comparison of engagement across multiple breakout sessions.

Given that multiple breakout sessions have occurred, when the planner views the analytics dashboard, then they should see a comparison chart displaying participation rates and feedback scores for each session.

Integration with existing reporting tools.

Given that the event planner uses third-party reporting tools, when they export the analytics data, then the format should be compatible with at least two popular reporting applications such as Excel and Google Sheets.

User-friendly design of the analytics dashboard.

Given that the event planner is using the analytics dashboard, when they navigate through the dashboard, then they should be able to access key metrics with no more than two clicks from the main page.

Accessibility features for real-time analytics.

Given that there are attendees with disabilities, when the analytics dashboard is presented, then it should comply with WCAG 2.1 Level AA standards for accessibility.

Facilitator Role Management

User Story: As an event planner, I want to assign facilitators to breakout sessions so that I can ensure every session has an effective leader to guide discussions and facilitate participant engagement.
Description: The system will allow for the assignment and management of facilitators for each breakout session. Event planners will be able to designate facilitators to lead discussions, ensuring that every session has a structured moderator. The functionality must include options for facilitators to prepare and share resources with participants ahead of time, enhancing the overall session experience and ensuring meaningful discussions.
Acceptance Criteria: Facilitator Assignment for Virtual Breakout Session

Given an event with breakout sessions, when the event planner assigns a facilitator to a virtual session, then the facilitator's details should be displayed on the session page and notifications sent to the facilitator and participants.

Resource Sharing by Facilitators

Given a designated facilitator for a breakout session, when the facilitator uploads resources before the session starts, then all registered participants should receive a notification and access link to view the resources 24 hours prior to the session.

Facilitator Role Management Interface

Given an event planner accesses the facilitator management interface, when they view the breakout sessions, then they should have the ability to add, edit, or remove facilitators for each session with changes reflected in real-time.

Facilitator Attendance Confirmation

Given a breakout session is scheduled, when the facilitator confirms their attendance, then the system should update the session status to 'Confirmed' and notify all participants accordingly.

Facilitator Feedback Collection Post-Session

Given a breakout session has concluded, when the participants submit feedback regarding the facilitator's performance, then the system should compile the feedback and provide a summary report to the event planner.

Switching Session Formats

Given a breakout session scheduled as virtual, when the event planner decides to change it to a physical format, then the facilitator and participants should be notified of the format change with updated session details.

Integrated Communication Tools

User Story: As a participant, I want integrated communication tools in breakout sessions so that I can interact with other attendees and facilitators seamlessly during discussions.
Description: The requirement is to embed communication tools directly within breakout sessions, allowing participants to chat, share documents, and connect through video or audio. This feature will enhance collaboration among attendees, making discussions more interactive whether sessions are conducted physically or virtually. It should include options for private chats and group messaging, ensuring all participants can easily engage with one another.
Acceptance Criteria: Participants easily access communication tools during both virtual and physical breakout sessions.

Given a breakout session is ongoing, when a participant joins the session, then they must see communication tools (chat, document share, video/audio options) readily available on their interface.

Users can initiate and participate in private chats within the breakout session.

Given a breakout session is active, when a user selects a participant from the list, then they must have the option to start a private chat with that participant, which is not visible to others.

Document sharing functionality is available during both virtual and physical breakout sessions.

Given a participant chooses to share a document, when they upload a file, then all session participants should receive a notification and be able to access the shared document seamlessly.

Audio and video connections must work reliably in the breakout sessions.

Given a participant connects via audio/video, when they communicate, then the quality must be clear and consistent without significant lag or interruptions for all attendees in the session.

Group messaging should allow all participants to engage simultaneously during breakout sessions.

Given a breakout session is in progress, when participants send messages in the group chat, then all messages should display in real-time without delays for all session attendees.

Users can switch seamlessly between chat, document sharing, and video/audio during the session.

Given the session includes communication tools, when a participant switches between chat, document sharing, and audio/video, then they must navigate without losing connection or experience any lag.

Hybrid Networking Lounge

A virtual space designed for attendees to connect, socialize, and network before, during, and after the event. This lounge features chat rooms, video calls, and topic discussions that mimic in-person networking to foster meaningful connections among both virtual and in-person participants.

Requirements

Real-Time Chat Functionality

User Story: As an attendee, I want to chat with other participants in real-time so that I can make connections and network effectively during the event.
Description: Implement a real-time chat feature that allows participants to engage in text-based conversations within the Hybrid Networking Lounge. This functionality will foster immediate interaction between attendees, enabling them to connect organically. The chat will support private messaging and group discussions based on specific topics, enhancing participants' networking experience. Integration with user profiles will enable personalization and targeted interactions, ultimately leading to more meaningful connections among attendees.
Acceptance Criteria: User Initiates a Chat Session in the Hybrid Networking Lounge

Given a user is logged into the Hybrid Networking Lounge, when they select a chat room, then they should be able to send and receive messages in real-time without any noticeable lag.

User Sends a Private Message

Given a user is in the chat room, when they select another attendee and send a private message, then the recipient should receive the message instantly and be alerted of the new message.

Group Discussion Features Multi-Participant Interaction

Given multiple users are in a group chat, when one user sends a message, then all participants should see the message in real-time and be able to respond immediately.

Chat History is Accessible After Session Ends

Given a user has participated in a chat session, when they revisit the Hybrid Networking Lounge, then they should be able to view the chat history of that session, including private messages and group discussions.

User Profiles Integrate with Chat Preferences

Given a user is in the chat, when they click on their profile, then they should see their chat settings and options to customize their notifications and visibility in conversations.

Moderation Tools for Ensuring Safe Discussions

Given an admin is present in the Hybrid Networking Lounge, when they select a user in the chat, then they should have options to mute or remove users who violate chat guidelines.

Notification System for New Messages

Given a user is in a group chat, when a new message arrives, then they should receive a real-time notification indicating there are new messages to view, ensuring they don't miss important interactions.

Video Call Integration

User Story: As an attendee, I want to have one-on-one video calls with other participants so that I can engage in more personal discussions during the event.
Description: Develop a video calling feature that allows attendees to initiate and join video calls within the Hybrid Networking Lounge. This integration is essential for creating an immersive networking experience that closely resembles in-person interactions. Attendees will have the ability to schedule video calls, set agendas, and invite others, promoting deeper collaboration and communication. The feature will also allow for recording and playback options, which can be beneficial for review and follow-up post-event.
Acceptance Criteria: Attendee initiates a video call within the Hybrid Networking Lounge.

Given that an attendee is in the Hybrid Networking Lounge, when they select a participant to call and click on the 'Start Video Call' button, then the system must initiate the video call successfully with the selected participant joining within 5 seconds.

Attendee schedules a video call with agenda in advance.

Given that an attendee is in the Hybrid Networking Lounge, when they select a participant to schedule a video call and fill out the scheduling form with date, time, and agenda, then the system should send a calendar invite to both participants and notify them 10 minutes prior to the scheduled call.

Multiple attendees join a video call in the Hybrid Networking Lounge.

Given that a video call is in progress with at least one host and one other attendee, when additional attendees join, then they must be able to connect within 3 seconds and hear audio and see video without significant delays (no more than 2 seconds).

Attendee uses recording feature during a video call.

Given that an attendee is in a video call, when they click the 'Record' button, then the system should start recording the call, and upon clicking 'Stop' the recorded video should be available for playback within 5 minutes after the call ends.

Attendee plays back a recorded video call.

Given that a recorded video call is available in the Hybrid Networking Lounge, when an attendee selects the recording to play, then the video should start playing without buffering delays and allow the attendee to pause, rewind, or fast forward with ease.

User interface for video calls adapts to different screen sizes.

Given that the user is accessing the video calls on devices with various screen sizes (desktop, tablet, mobile), when the video call is initiated, then the user interface should adjust seamlessly, maintaining usability and clear visibility of video participants.

Topic-Specific Discussion Rooms

User Story: As an attendee, I want to join topic-specific discussion rooms to discuss subjects relevant to my interests and network with like-minded participants.
Description: Create dedicated discussion rooms focusing on specific topics or interests that attendees can join based on their preferences. These rooms will serve as forums for informal discussions and knowledge sharing, helping to create smaller, focused groups within the Hybrid Networking Lounge. This feature will encourage more in-depth conversations and enable attendees to connect over shared interests, thereby enhancing networking opportunities. Moderation tools will be included to ensure productive discussions.
Acceptance Criteria: Attendees enter the Hybrid Networking Lounge and want to join discussions relevant to their interests, looking for a seamless way to connect with like-minded individuals.

Given that an attendee is logged into the Hybrid Networking Lounge, when they navigate to the Topic-Specific Discussion Rooms, then they should see a list of available discussion rooms categorized by interest.

An attendee decides to join a specific discussion room to engage with others on a topic of interest during the event.

Given that an attendee selects a discussion room from the list, when they click 'Join Room', then they should be redirected to that discussion room where they can participate in live discussions.

Moderators need to manage discussions effectively within the Topic-Specific Discussion Rooms to ensure all conversations remain respectful and on-topic.

Given that a moderator is in a discussion room, when they utilize the moderation tools, then they should be able to mute participants, delete messages, and remove participants who are not adhering to the rules.

An attendee wants to see the discussions within a room before deciding to join, ensuring it matches their interests.

Given that an attendee is browsing the Topic-Specific Discussion Rooms, when they hover over a room, then a tooltip should display the number of active participants and a brief description of ongoing discussions.

Different moderators may be necessary for different discussion rooms to cater to diverse topics and manage diverse participant demographics effectively.

Given that the system allows multiple moderators for each room, when a moderator is assigned, then they should have access to their specific room's tools and capabilities without affecting other rooms' settings.

After participating in a discussion, attendees want to provide feedback about the discussion room experience to improve future interactions.

Given that an attendee has participated in a discussion, when they exit the room, then they should be prompted to provide feedback through a quick survey detailing their experience and suggestions for improvement.

Networking Analytics Dashboard

User Story: As an event organizer, I want to access analytics on attendee interactions so that I can improve future networking strategies and enhance overall event success.
Description: Design an analytics dashboard that provides insights into attendee interactions, including chat frequency, video call engagement, and popular discussion topics. This dashboard will empower event organizers to assess the effectiveness of networking activities and understand participant behavior. By analyzing this data, organizers will be able to fine-tune future events and enhance the networking experience based on real trends and participant feedback, ultimately ensuring better event outcomes.
Acceptance Criteria: As an event organizer, I want to view real-time analytics of networking activities during the event, so that I can assess engagement and adjust strategies accordingly.

Given the event is live, when I access the Networking Analytics Dashboard, then I can see real-time metrics such as chat frequency, number of video calls, and total participants logged in.

As an event organizer, I want to analyze post-event data to understand attendee interactions and behavior, so that I can improve future events based on insights gathered.

Given the event has concluded, when I view the Networking Analytics Dashboard, then I can access comprehensive reports that detail chat frequency, video call statistics, and popular discussion topics over the event duration.

As a stakeholder of the event, I want to have insights into the most popular discussion topics, so that I can gauge the interests of the attendees.

Given the analysis has been processed, when I access the top discussion topics section of the dashboard, then I see a ranked list of topics with the highest engagement levels including the number of messages and participants.

As an event organizer, I need to share networking insights with my team, so they can offer targeted follow-ups and improve networking for the next event.

Given I have access to the Networking Analytics Dashboard, when I select the 'Export' option, then I can download the networking insights in a CSV or PDF format for sharing.

As an event organizer, I want to compare the current event's networking analytics with historical data from previous events, so that I can measure improvements and trends over time.

Given I am on the Networking Analytics Dashboard, when I initiate a comparison with past event data, then I am able to view side-by-side analytics on key metrics like chat engagement and video call participation between selected events.

Customizable User Profiles

User Story: As an attendee, I want to customize my user profile so that I can showcase my interests and connect with others who have similar backgrounds.
Description: Develop customizable user profiles that allow attendees to add personal information, professional background, and interests. These profiles will enhance networking by allowing participants to find and connect with others who share similar backgrounds or interests. The profiles will integrate with chat and video functionalities, promoting targeted engagement and creating a more personalized experience within the Hybrid Networking Lounge. Attendees can manage their visibility settings for privacy and security.
Acceptance Criteria: User Profile Creation and Customization

Given an attendee, when they navigate to the user profile section, then they should be able to fill out personal information fields (name, email, job title, etc.), add their professional background, and select interests from predefined categories, successfully saving the customized profile.

Visibility Settings Management

Given a user with a created profile, when they access visibility settings, then they should be able to toggle visibility options (public, friends only, private) for each profile section (personal information, professional background, interests) and successfully save these settings.

Profile Integration with Networking Features

Given an attendee with a completed profile, when they enter the Hybrid Networking Lounge, then their profile information should be displayed in chat rooms, video calls, and topic discussions, allowing for meaningful connections with participants having similar interests or backgrounds.

Profile Update Functionality

Given an attendee who wishes to update their profile, when they make changes to any profile field and save, then the updates should be reflected immediately in the Hybrid Networking Lounge and in the attendee's user interface without errors.

Profile Privacy and Data Security Compliance

Given an attendee using the customizable user profiles, when they manage their visibility settings, then all personal data should be stored compliant with GDPR and other relevant privacy regulations, ensuring secure handling and storage of user information.

Profile Discovery through Search

Given a user in the Hybrid Networking Lounge, when they use the search feature to find participants, then profiles that match the search criteria (interests, job title, etc.) should be displayed in the search results, allowing users to connect with relevant attendees.

User Feedback on Profile Customization

Given multiple attendees utilizing the profile feature, when they are surveyed about their experience, then at least 80% of respondents should indicate satisfaction with profile customization options and ease of use for networking purposes.

Event-Triggered Notifications

User Story: As an attendee, I want to receive notifications for important updates and events in the lounge so that I don’t miss any networking opportunities.
Description: Implement a notification system that informs attendees of upcoming networking events, scheduled discussions, or new messages. These notifications will keep participants engaged and ensure they don’t miss opportunities for connection. Attendees can customize their notification preferences to receive alerts via email, in-app, or push notifications. This feature aims to enhance real-time participation and foster a sense of community within the Hybrid Networking Lounge, leading to increased interactions during the event.
Acceptance Criteria: User customizes notification preferences in their profile settings.

Given the user is logged into their account, When they navigate to the notification preferences page and select their desired notification methods (email, in-app, push notifications), Then the system should save these preferences and confirm the changes with a success message.

User receives notifications about upcoming networking events.

Given the notification settings have been configured, When an upcoming networking event is scheduled, Then the user should receive a notification through their selected channels (email/in-app/push) at least 10 minutes before the event starts.

User engages in networking discussions and receives alerts for new messages.

Given the user is actively participating in a networking discussion, When a new message is posted by another participant in the discussion, Then the user should receive an immediate in-app notification and a visual alert indicating the new message.

Notifications are delivered based on user preferences during an event.

Given the user has selected their notification preferences, When an event occurs (e.g., a scheduled discussion starts), Then notifications should be delivered according to the user's specified preferences (Only in-app, Only email, or All types).

User opts to disable notifications during specific hours.

Given the user is in their notification preferences, When they select the option to disable notifications during specific hours, Then the system should not send any notifications during the selected hours, confirming these settings with a success message.

User receives a summary of missed notifications post-event.

Given the user has missed notifications during an event, When they log in after the event concludes, Then the system should display a summary of all missed notifications in their dashboard, including links to the relevant discussions and events.

User tests their notification preferences using a test alert.

Given the user has set up their notification preferences, When they click on the test alert button on the preferences page, Then the system should send a test notification via the selected methods and confirm successful delivery.

Role-Based Guidance

Provides personalized onboarding pathways tailored to each user’s role within EventCraft. This feature streamlines the initial experience by guiding users through relevant functions and capabilities that suit their specific responsibilities, enhancing their efficiency and minimizing the learning curve.

Requirements

Customizable Onboarding Pathways

User Story: As a new user in EventCraft, I want a personalized onboarding experience that guides me through the features and capabilities relevant to my role, so that I can quickly become proficient and maximize my use of the platform.
Description: The customizable onboarding pathways requirement involves creating tailored onboarding experiences for different user roles within EventCraft. This ensures that each user receives guidance specific to their responsibilities, improving usability and integration into their roles. By leveraging interactive tutorials, contextual tips, and role-relevant content, users can efficiently navigate the platform, leading to quicker adoption and enhanced productivity. This not only mitigates confusion but also minimizes the time spent on training, thereby increasing overall user satisfaction and engagement with the platform.
Acceptance Criteria: User Role Selection and Onboarding Pathway Activation

Given a user logs into EventCraft and selects their role from a predefined list, when they complete the selection, then the onboarding pathway relevant to their chosen role should be automatically activated, presenting them with a tailored tutorial.

Interactive Tutorials Completion Tracking

Given a user is engaged in an interactive tutorial based on their role, when they complete all steps of the tutorial, then their progress should be saved, and an 'onboarding complete' notification should be displayed.

Contextual Assistance Availability

Given a user is navigating through EventCraft with an active onboarding pathway, when they hover over any feature or function, then relevant tips and resources for that feature should be displayed contextually, aiding in usability.

Feedback Collection on Onboarding Experience

Given that a user has completed their onboarding pathway, when prompted for feedback, then the user should be able to provide a rating and comments on the effectiveness of their onboarding experience.

Role-Based Content Relevance

Given the user has different roles available, when a user completes their onboarding pathway, then the content presented should directly correlate with their selection and responsibilities, ensuring relevance and usability.

Onboarding Pathway Adjustment for User Experience

Given that a user has completed at least 50% of their onboarding pathway, when they indicate on their feedback form that modifications are desired, then the system should allow for suggestions to adjust their pathway for better fit.

Role-Specific Feature Highlights

User Story: As a user of EventCraft, I want to see highlighted features that are specific to my role, so that I can easily identify and utilize the tools that will help me perform my job efficiently and effectively.
Description: This requirement focuses on implementing role-specific feature highlights that dynamically showcase the most relevant tools and functionalities available within EventCraft, depending on the user's designated role. This would allow users to be directed to key features tailored to their responsibilities upon their first login and subsequent logins. The feature would use behavioral data to refine highlights over time, thus adapting to users’ evolving needs. Enhanced visibility of appropriate tools is expected to lead to more effective use of the platform’s capabilities, reducing overwhelm and enhancing user experience.
Acceptance Criteria: User onboarding process for new event planners in EventCraft

Given a new user has registered and logged in for the first time, when they access the dashboard, then they should see a tailored introduction to relevant features based on their user role as an event planner.

Return user re-engagement for event planners using behavioral data

Given a returning user has logged in after 30 days, when they access the dashboard, then the system should highlight any new or previously ignored features that align with their event planning role.

Onboarding for different user roles covering various functionalities

Given a new user has selected their role as a corporate team member, when they complete the onboarding process, then they should receive personalized guidance and highlight features specific to corporate event management.

Role-specific feature improvements based on user feedback

Given a user has provided feedback on their onboarding experience, when they submit their feedback, then the feedback should be analyzed to improve the role-specific guidance provided in future onboarding sessions.

User satisfaction measurement post-onboarding for event planners

Given a new event planner has completed the onboarding process, when they receive a satisfaction survey, then at least 80% of respondents should indicate that the onboarding experience was relevant and helpful.

Dynamic feature adaptation based on user interaction with the platform

Given a user logs into their account, when they navigate through the platform, then the system should modify the role-specific feature highlights every time the user logs in based on their previous interactions and usage patterns.

User training efficiency for event planners through guidance functionality

Given an event planner is using the platform, when they access a specific feature for the first time, then they should see a brief tutorial or tool-tip that explains the purpose and usage of that featured function relevant to their role.

Interactive Tutorials for Each Role

User Story: As a new event planner, I want interactive tutorials that help me understand how to use EventCraft effectively within my specific role, so that I can plan better events with confidence.
Description: The interactive tutorials requirement entails developing engaging, role-based tutorials that demonstrate the functionalities of EventCraft relevant to each user type. These tutorials will utilize simulations, walkthroughs, and checklists to help users familiarize themselves with the platform. Users will be able to complete these tutorials at their own pace, which reinforces learning and retention. By equipping users with hands-on experience, we expect to reduce support tickets related to onboarding challenges and improve user confidence and satisfaction with the tool.
Acceptance Criteria: User navigates to the onboarding section and selects their role in EventCraft to begin the interactive tutorial process.

Given a user selects their role, when they initiate the tutorial, then they should be presented with a relevant, role-based tutorial within 5 seconds.

A user completes the interactive tutorial for their role and is able to perform the core functions demonstrated within the tutorial.

Given a user finishes the role-based tutorial, when they attempt to execute core functions, then they should successfully complete at least 90% of the tasks without external help.

A user provides feedback on the interactive tutorial experience after completion.

Given a user completes the tutorial, when they provide feedback, then the system should allow them to rate the tutorial and leave comments, with an average rating of at least 4 out of 5.

The tutorial system tracks user progress to ensure they can return to unfinished tutorials at a later time.

Given a user starts a tutorial, when they exit the tutorial before completion, then their progress should be saved, and they should be able to resume from where they left off during their next login.

Users can access help resources and support options after completing the interactive tutorial to resolve remaining queries.

Given that a user has completed the tutorial, when they reach the end, then they should have access to at least three help resources, including FAQs, video guides, and contact support.

Feedback Mechanism for Improvement

User Story: As a user, I want to provide feedback on my onboarding experience in EventCraft so that I can help improve the process for future users and share what resources I found helpful.
Description: This requirement is aimed at establishing a feedback mechanism specifically for the onboarding process. Users can submit feedback on their onboarding experience, including what worked well, what didn't, and what additional resources they desire. This data will be crucial for continuous improvement of the onboarding pathways, ensuring they remain relevant and effective over time. By regularly updating the onboarding experience based on user feedback, EventCraft can enhance user satisfaction and engagement, ultimately leading to better retention rates and adoption.
Acceptance Criteria: User submits feedback on the onboarding process through the feedback mechanism within the application.

Given a user is logged into EventCraft, when they complete the onboarding process and navigate to the feedback section, then they should be able to submit feedback with at least one positive and one negative comment, and optionally select additional resources they desire from a predetermined list.

Admin reviews submissions from users regarding the onboarding feedback.

Given the admin has access to the feedback dashboard, when they filter feedback submissions by date and role, then they should be able to view all relevant feedback and identify at least three actionable items for improvement based on user input.

Users receive a confirmation after submitting their feedback on the onboarding experience.

Given a user has submitted their feedback, when the submission is successful, then the user should see a confirmation message acknowledging receipt of their feedback and informing them that it will be reviewed for future improvements.

System aggregates feedback data to identify trends for onboarding improvements.

Given multiple feedback submissions have been received, when the feedback data is processed, then the system should generate a report highlighting at least the top three recurring issues reported by users, categorized by role.

Follow-up with users who provided feedback to gather more insights.

Given feedback has been submitted by a user, when the admin chooses to follow up, then the admin should be able to send a personalized follow-up message to at least 20% of users who submitted feedback, recording their responses for review.

Users can view changes implemented based on previous feedback in the onboarding process.

Given updates have been made to the onboarding process based on user feedback, when a user next accesses the onboarding section, then they should see a changelog highlighting the updates made and any new resources added as a result of user suggestions.

Progress Tracking for Onboarding

User Story: As a user, I want to see my onboarding progress in EventCraft so that I can understand what I have completed and what remains to be done, helping me stay motivated to finish the onboarding process.
Description: The progress tracking requirement involves creating a system that allows users to track their onboarding progress through various stages. It should display current completion metrics, guide users on next steps, and provide reminders for unfinished tutorials or tasks. This feature aims to motivate users to complete their onboarding while giving visibility into their learning journey. By offering a clear view of progress, users can feel accomplished and engaged, which aids in reducing drop-offs during onboarding.
Acceptance Criteria: As a new user logging into EventCraft for the first time, I want to see a clear progress indicator that shows my current onboarding status so that I can understand what steps I have completed and what is left to do.

Given a new user has logged in for the first time, When they navigate to the onboarding dashboard, Then they should see a progress bar indicating the percentage of onboarding completion along with a list of completed and remaining tasks.

As a user who has completed a tutorial, I want the system to automatically update my progress and notify me of my next steps so that I can quickly continue my onboarding process without confusion.

Given a user completes an onboarding tutorial, When the user exits the tutorial, Then the system should automatically update the progress tracker to reflect the completion and display the next step in the onboarding process.

As a user who has not finished certain onboarding tasks, I want to receive reminders about outstanding tasks so that I am encouraged to complete my onboarding efficiently.

Given a user has outstanding onboarding tasks, When they log into the platform after not using it for two days, Then they should receive a notification reminding them of their unfinished onboarding tasks and available tutorials.

As an admin, I want to view analytics on user onboarding progress across multiple users so that I can identify areas where users may be dropping off or struggling.

Given an admin is logged into the system, When they navigate to the onboarding analytics section, Then they should see aggregated data showing the completion rates of onboarding tasks for all users, segmented by user roles.

As a user who is nearing the end of my onboarding process, I want to see an encouraging message that acknowledges my progress and provides information on what to do next after completing all onboarding tasks.

Given a user has completed all onboarding tasks, When they access the completion screen, Then they should see a message congratulating them on completing the onboarding process, along with resources for getting started with the platform features.

As a user, I want to easily access the onboarding resources and tutorials for the tasks I have not yet completed, so that I can review them at my own pace.

Given a user is on the onboarding dashboard, When they view the list of incomplete tasks, Then they should be able to click on each task to directly access the respective tutorial or resource related to that task.

Interactive Tutorial Sessions

Engages users with live, interactive tutorial sessions conducted by experienced facilitators. This feature allows new users to ask questions in real time and receive tailored advice based on their unique needs, ensuring deep understanding and confidence in using the platform.

Requirements

Live Interaction Functionality

User Story: As a new user, I want to participate in live tutorial sessions so that I can ask questions and receive immediate assistance from facilitators, ensuring I understand how to use the platform effectively.
Description: The Interactive Tutorial Sessions requirement encompasses the ability for users to engage in real-time with expert facilitators during tutorial sessions. This feature must include video conferencing, live chat, and screen sharing capabilities to foster an engaging learning environment. The benefit of this requirement is to provide users with immediate support and tailored assistance, ensuring they can navigate and utilize the EventCraft platform effectively. This functionality is crucial for building user confidence and facilitating a deep understanding of the platform’s features, thereby enhancing the overall user experience and promoting retention.
Acceptance Criteria: User joins an Interactive Tutorial Session and successfully engages with the facilitator through video conferencing.

Given the user has scheduled a session, when they click the join link, then they should be able to see and hear the facilitator clearly without latency issues.

During an Interactive Tutorial Session, users ask questions in real time via live chat.

Given a user is connected to the tutorial session, when they type a question in the chat box and send it, then the facilitator should respond to the question within 60 seconds.

User shares their screen during a tutorial session to demonstrate a specific feature they are struggling with.

Given the user clicks the screen share option, when they select the screen to share, then the facilitator should be able to view the user's screen without any connection drop or artifacting.

Users receive feedback from the facilitator during an Interactive Tutorial Session.

Given the facilitator has completed a demonstration on a feature, when the users provide feedback via a quick poll, then at least 80% of users should report feeling more confident in using the feature discussed.

Facilitators can manage participant interactions during the tutorial session effectively.

Given the tutorial session has started, when a user raises their hand to ask a question, then the facilitator should be notified and be able to address the user within the next two questions asked.

Users exit the tutorial session and receive a summary of the session content.

Given the tutorial session has ended, when the user logs out, then they should receive an email containing a summary and relevant resources within 30 minutes of exiting.

Recording and Replay Options

User Story: As an attendee, I want the ability to replay tutorial sessions so that I can review the material at my own pace and reinforce my understanding of the platform.
Description: This requirement involves enabling users to access recorded sessions of the interactive tutorials. The functionality should allow users to replay sessions at their convenience, facilitating continuous learning. This implementation includes cloud storage for recorded sessions and a user-friendly interface to search and replay content. This feature ensures that users can revisit complex topics and reinforce their learning, thus enhancing the effectiveness of the tutorial sessions and catering to different learning paces.
Acceptance Criteria: User accesses the recorded interactive tutorial sessions after a live session has ended to review key points and clarify any doubts.

Given a user has successfully registered for a tutorial session, when the user navigates to the recorded sessions section, then they can see a list of recorded sessions corresponding to the completed live tutorials.

User searches for a specific recorded tutorial by entering keywords related to the session's content.

Given a user is in the recorded sessions section, when the user inputs keywords in the search bar, then the platform displays only the sessions that contain the relevant keywords in their titles or descriptions.

User replays a recorded session by selecting it from the list.

Given a user has selected a recorded session from the list, when the user clicks on the replay button, then the session should start playing from the beginning without any errors.

User bookmarks a recorded session for future reference.

Given a user is watching a recorded session, when the user clicks the bookmark icon, then the session should be saved in the user's bookmarks list for easy access later.

User can view the duration and a brief summary of each recorded tutorial session before replaying it.

Given a user is viewing the list of recorded sessions, when the user looks at the session details, then the duration and a brief summary should be displayed for each session.

Feedback Mechanism

User Story: As a participant, I want to provide feedback on the tutorial session so that I can contribute to improving future sessions based on my experience.
Description: The requirement involves the integration of a feedback mechanism that enables users to rate their tutorial experience and provide comments. This feature must be embedded within the session interface after each tutorial, allowing facilitators to gather insights on user satisfaction and areas for improvement. By effectively leveraging user feedback, the platform can continuously enhance the quality of the tutorial sessions, ensuring they meet user needs and expectations. Moreover, this functionality promotes a responsive learning environment, where user input directly informs future tutorial content and delivery methods.
Acceptance Criteria: User Submission of Feedback after Tutorial Session

Given a user has completed a tutorial session, when they navigate to the feedback section, then they should be able to rate the session between 1 to 5 stars and provide additional comments in a text field.

Facilitator Access to Feedback Data

Given a facilitator has conducted a tutorial session, when they access the session management interface, then they should see aggregated feedback data including average rating and comments from participants.

Real-time Feedback Collection

Given a user is in a tutorial session, when the session closes, then the feedback mechanism should automatically prompt the user for their rating and comments immediately after the session ends without any delays.

Feedback Analysis for Improvement

Given that feedback has been collected from multiple tutorial sessions, when the product team reviews the feedback, then they should identify at least three actionable insights for improving future tutorial sessions based on user comments and ratings.

Mobile Responsiveness of Feedback Form

Given a user is accessing the platform via a mobile device, when they complete a tutorial session, then the feedback form should be fully functional and accessible with a user-friendly interface on mobile devices.

Notification of Feedback Submission Confirmation

Given a user submits their feedback after a tutorial session, when the submission is successful, then the user should receive a confirmation message acknowledging their feedback has been recorded.

Facilitator Dashboard

User Story: As a facilitator, I want to have a dashboard to manage my sessions and view participant engagement, so I can improve my sessions and tailor them to user needs.
Description: The Facilitator Dashboard requirement includes creating a management interface for tutorial facilitators to schedule sessions, track participant engagement, and review feedback. This feature should provide facilitators with analytics on session attendance and interaction metrics, enabling them to optimize future tutorials. The dashboard will enhance facilitator effectiveness and ensure they can prepare adequately for each session based on user interest and engagement data. This capability will lead to more tailored and impactful learning experiences for users.
Acceptance Criteria: Facilitators can log into the dashboard to view scheduled tutorial sessions.

Given a facilitator is logged in, when they access the dashboard, then they should see a list of all upcoming scheduled tutorial sessions with session details.

Facilitators need to track participant engagement during live tutorial sessions.

Given a tutorial session is in progress, when a facilitator checks the dashboard, then they should see real-time engagement metrics such as number of active participants and questions asked.

Facilitators can gather and review feedback post-session for continuous improvement.

Given a tutorial session has concluded, when the facilitator navigates to the feedback section, then they should be able to view aggregated feedback scores and comments from participants.

Facilitators must manage session scheduling through the dashboard efficiently.

Given the facilitator is on the dashboard, when they choose to schedule a new session, then they should be able to enter session details and save it successfully without errors.

Facilitators want to analyze past session performance through analytics.

Given the facilitator has completed a session, when they access the analytics section of the dashboard, then they should see metrics regarding attendance rates and participant satisfaction scores for that session.

Facilitators need a way to communicate with participants pre- and post-session.

Given a facilitator is on the dashboard, when they select a scheduled session, then they should have an option to send messages or reminders to registered participants.

Notification System

User Story: As a user, I want to receive notifications about upcoming tutorial sessions and recordings so that I can stay updated and engaged with the learning content.
Description: The requirement encompasses implementing a notification system that alerts users about upcoming live tutorial sessions, session recordings available for replay, and feedback requests. The notifications can be sent through email, app notifications, or SMS based on user preferences. This feature is essential for keeping users informed and engaged with the tutorial offerings, ensuring that they never miss a live session or an opportunity to provide feedback. It enhances user participation rates and ensures consistent interaction with the platform.
Acceptance Criteria: Notification of Upcoming Tutorial Session for Users

Given a user has signed up for a live tutorial session, when the session is 24 hours away, then the user should receive an email notification and an in-app notification regarding the session.

Playback Notification for Recorded Tutorial Sessions

Given a tutorial session has been recorded and made available for replay, when a user logs in, then the user should receive a notification in their dashboard about the new recording they can view.

Feedback Request Notification After Tutorial Session

Given a user has attended a live tutorial session, when the session ends, then the user should receive an email and an in-app notification requesting their feedback.

User Notification Preference Management

Given the user has set their notification preferences, when the system sends a notification, then it should respect the user’s chosen communication channels (email, SMS, or app notifications).

Missed Session Notification for Users

Given a user registered for a tutorial session that they did not attend, when the session concludes, then the user should receive a notification summarizing the session and directing them to the recording.

Confirmation Notification After User Registration for Tutorial

Given a user registers for a tutorial session, when the registration is successful, then the user should receive a confirmation email and in-app notification confirming their participation.

Real-Time Updates on Live Tutorial Session Changes

Given a live tutorial session schedule changes (time, date, or cancellation), when the change is made, then all registered users should receive an immediate notification via their preferred contact method.

Progress Tracking Dashboard

A visually intuitive dashboard that tracks user onboarding progress and milestones in real-time. This feature not only motivates users by showing their achievements but also provides personalized recommendations for further areas of focus, enhancing the overall onboarding experience.

Requirements

Real-Time Progress Visualization

User Story: As an event planner, I want to see my onboarding progress in real-time so that I can stay motivated and understand which areas I need to focus on to maximize my efficiency with the platform.
Description: The Progress Tracking Dashboard will feature real-time visualization of user onboarding progress, displaying key metrics such as completion percentage, milestone achievements, and areas of focus. This functionality enhances user engagement and motivation, as users can visually see their progress. The dashboard will incorporate dynamic charts and graphs for easy interpretation of data, allowing users to identify their strengths and weaknesses quickly. Integrating this feature into EventCraft will create a comprehensive onboarding experience that encourages users to fully utilize the platform's capabilities, leading to increased satisfaction and effectiveness in event management.
Acceptance Criteria: User accesses the Progress Tracking Dashboard after logging into EventCraft for the first time to view their onboarding progress.

Given the user is logged into EventCraft, When they navigate to the Progress Tracking Dashboard, Then the dashboard displays key metrics including completion percentage, milestone achievements, and recommended areas of focus.

User has completed a series of onboarding tasks and returns to the Progress Tracking Dashboard to check their progress.

Given the user has completed onboarding tasks, When they access the Progress Tracking Dashboard, Then the dashboard reflects an updated completion percentage and highlights newly achieved milestones.

A user determines that they want to track their onboarding progress over time and return to the Progress Tracking Dashboard after a week.

Given the user returns to the Progress Tracking Dashboard after a week, When they access the dashboard, Then it should display up-to-date metrics unchanged from the last login, with dynamic visualizations reflecting any new progress made.

The user engages with the dynamic charts within the Progress Tracking Dashboard to identify strengths and weaknesses.

Given the user interacts with the dynamic charts, When they hover over specific metrics, Then detailed pop-up information about individual strengths and areas needing improvement is shown.

An admin wants to verify that the onboarding progress metrics are calculated accurately based on user input.

Given the admin reviews the Progress Tracking Dashboard and compares the user input data, When they cross-reference with the calculated metrics, Then all displayed data should match the expected outcomes derived from user input.

A user utilizes the dashboard’s recommendations section to identify further areas of focus for their onboarding process.

Given the user views their Progress Tracking Dashboard, When they refer to the recommendations section, Then relevant and personalized suggestions for next steps are displayed clearly for easy understanding.

User logs out of EventCraft and logs back in to the Progress Tracking Dashboard to check if their previous progress is saved.

Given the user logs back into EventCraft after logging out, When they navigate back to the Progress Tracking Dashboard, Then it should show the latest saved progress metrics, ensuring continuity in tracking.

Personalized Recommendations Engine

User Story: As a new user, I want to receive personalized recommendations based on my progress so that I can improve my use of EventCraft and effectively plan events.
Description: The Progress Tracking Dashboard will include a personalized recommendations engine that analyzes user progress data and engagement behavior to suggest tailored resources, tips, and next steps for onboarding. This feature will refine the onboarding experience by providing actionable insights and personalized learning paths based on individual user performance and engagement levels. By integrating this capability, EventCraft aims to enhance user retention and ensure that new users have all necessary tools to adapt swiftly to the platform, thereby improving overall satisfaction and workflow productivity.
Acceptance Criteria: User accesses the Progress Tracking Dashboard upon logging into EventCraft after completing two onboarding modules.

Given the user has completed 2 onboarding modules, when they access the Progress Tracking Dashboard, then the dashboard should display a summary of their completion status, current milestones achieved, and personalized recommendations for the next steps.

User engages with the dashboard to view their personalized recommendations after completing various activities within the platform.

Given that the user has engaged with multiple platform features, when they check the dashboard, then it should provide at least three personalized recommendations that align with their completed activities and current progress.

User utilizes the personalized recommendations provided by the dashboard to enhance their onboarding experience.

Given that the user follows the personalized recommendations from the dashboard, when they engage with the suggested resources, then they should report an increase in their platform usage and completion of onboarding tasks within the next week.

System administrator reviews the effectiveness of the personalized recommendations engine after a week of user feedback.

Given that user feedback has been collected for the past week, when the system administrator analyzes the usage metrics, then at least 75% of users should indicate that the personalized recommendations were helpful in improving their onboarding experience.

User selects and completes a recommended resource from the Progress Tracking Dashboard.

Given the user clicks on a recommended resource, when they complete the resource, then the dashboard should update their progress and remove that resource from the recommendations list.

User experiences a decrease in onboarding completion times due to the personalized recommendations from the dashboard.

Given that users have used the dashboard for at least one month, when comparing onboarding completion time data before and after implementation, then there should be a measurable reduction in average completion time by at least 20% within that user group.

Goal Setting and Milestone Tracking

User Story: As an event coordinator, I want to set my onboarding goals and track my milestones so that I can manage my learning process and achieve my targets more effectively.
Description: The Progress Tracking Dashboard will incorporate a goal-setting feature where users can define their onboarding objectives and track their progress towards achieving specific milestones. This functionality encourages users to create personal benchmarks and provides visual cues of their achievements. Integrating goal setting with milestone tracking not only enhances user motivation but also allows EventCraft to provide automated nudges and reminders when users approach deadlines or fall behind, facilitating a more structured and engaging onboarding experience.
Acceptance Criteria: A user logs into the EventCraft platform for the first time and is prompted to set their onboarding goals via the Progress Tracking Dashboard.

Given the user is on the Progress Tracking Dashboard, when they select ‘Set Goals’, then they should be able to input at least three specific onboarding objectives and save them successfully.

A user has set their onboarding goals and returns to the Progress Tracking Dashboard to view their progress.

Given the user has set onboarding goals, when they view the Progress Tracking Dashboard, then the dashboard should display a visual representation of progress towards each goal, with percentage completion indicators.

A user approaches the deadline for a milestone related to their onboarding goal.

Given a user has set a milestone and is approaching its deadline, when they are within 7 days of the milestone due date, then the user should receive an automated nudge notification about the upcoming deadline.

A user tracks their progress after completing specific onboarding tasks linked to their goals.

Given a user completes tasks linked to their onboarding goals, when they return to the Progress Tracking Dashboard, then the completed tasks should be marked, and their overall progress percentage should update accordingly.

A user has fallen behind on their onboarding milestones and wishes to adjust their goals.

Given a user has missed a milestone, when they access the Progress Tracking Dashboard, then they should have the option to adjust their goals and reset their milestones accordingly with confirmation prompts.

A user wants to view personalized recommendations based on their onboarding progress.

Given a user is on the Progress Tracking Dashboard, when they are viewing their progress towards goals, then they should see personalized recommendations for tasks or resources to help them achieve their goals.

User Feedback Mechanism

User Story: As a user, I want to provide feedback on my onboarding experience so that I can help improve the platform for future users and ensure that my needs are being met.
Description: The Progress Tracking Dashboard will feature a built-in user feedback mechanism enabling users to share their experiences and insights regarding the onboarding process. This requirement will help gather valuable qualitative data on user satisfaction, identify potential roadblocks, and understand areas of improvement. Analyzing feedback will guide future enhancements to the onboarding process, ensuring that EventCraft continually evolves to meet user needs and expectations, ultimately leading to better user engagement and success rates.
Acceptance Criteria: User initiates feedback submission after completing the onboarding process on the Progress Tracking Dashboard.

Given the user has completed the onboarding process, when they click on the 'Submit Feedback' button, then they should be presented with a feedback form that includes at least five relevant questions about their onboarding experience.

User submits feedback through the feedback mechanism in the Progress Tracking Dashboard.

Given the user has filled out the feedback form, when they click the 'Send' button, then a confirmation message should appear, indicating that their feedback has been successfully submitted.

Admin reviews user feedback gathered through the Progress Tracking Dashboard.

Given that multiple feedback submissions have been received, when the admin accesses the feedback analytics page, then they should be able to view summarized feedback data, including user satisfaction ratings and common comments, within two clicks.

User requests to edit submitted feedback on the Progress Tracking Dashboard.

Given the user has submitted feedback, when they navigate to their feedback history and select the option to edit, then they should be able to make changes and resubmit it without any errors, confirming that the edit was successful.

System analyzes collected feedback to generate actionable insights.

Given that feedback has been collected over a two-week period, when the admin accesses the insights report, then the report should include at least three suggested improvements based on user comments and ratings, prepared within 48 hours after the feedback period ends.

User receives notifications for feedback submission and updates.

Given the user has submitted feedback, when they return to the Progress Tracking Dashboard after 24 hours, then they should receive a notification confirming their submission and any updates related to changes that have been made based on their feedback.

Integration with Existing Tools

User Story: As an organizational team member, I want the onboarding dashboard to integrate with my existing tools so that I can manage my onboarding tasks more efficiently without switching between multiple applications.
Description: The Progress Tracking Dashboard will need to seamlessly integrate with existing tools and systems utilized by users, such as calendar applications, communication platforms, and task management software. This integration will facilitate a comprehensive onboarding experience by allowing users to synchronize their schedules, track their tasks, and manage their communications without leaving the EventCraft platform. Ensuring compatibility will not only enhance the workflow efficiency for users but also solidify EventCraft's position as a holistic event management solution.
Acceptance Criteria: User onboarding integration with Google Calendar for task synchronization.

Given a user has connected their Google Calendar to EventCraft, when they add an event in Google Calendar, then the event should appear in the Progress Tracking Dashboard with proper details.

Integration with Slack for task notifications and updates.

Given a user has linked their Slack account, when a task is marked complete in EventCraft, then a notification should be sent to the designated Slack channel confirming the task completion.

Synchronization of tasks from Trello to EventCraft's Progress Tracking Dashboard.

Given a user has integrated their Trello account, when a new task is created in Trello, then that task should automatically populate in the EventCraft Progress Tracking Dashboard with status updates.

User onboarding progress tracking across various tools.

Given a user is utilizing multiple integrated tools (like Asana, Google Calendar), when they visit the Progress Tracking Dashboard, then they should see a consolidated view of their progress from all integrated tools with accurate metrics.

User receives personalized recommendations for further onboarding after integration with tools.

Given the user has completed a defined set of tasks in EventCraft, when they access the Progress Tracking Dashboard, then they should receive tailored recommendations for next steps based on their achievements from integrated platforms.

Compatibility check for existing tools' integrations.

Given a user tries to integrate a tool not supported by EventCraft, when they attempt the integration, then a clear error message should be displayed, indicating compatibility issues with that specific tool.

Customizable Learning Modules

Allows users to choose from a selection of learning modules that address their specific roles and responsibilities. This feature enables users to tailor their onboarding experience to their personal learning preferences, making it more relevant and engaging.

Requirements

Module Selection Interface

User Story: As a new event planner, I want to select learning modules that are relevant to my role so that I can efficiently understand my responsibilities and improve my performance.
Description: The Module Selection Interface allows users to browse and choose from a range of customizable learning modules tailored specifically for different roles and responsibilities within the event planning domain. This requirement facilitates a user-friendly experience by providing intuitive navigation and filtering options to help users quickly find the relevant modules. The integration with the existing onboarding system makes it seamless for users to personalize their learning paths, increasing engagement and efficiency in the onboarding process.
Acceptance Criteria: User browses the learning modules available in the Module Selection Interface while onboarding, aiming to select relevant modules for their role as an event planner.

Given the user is on the Module Selection Interface, when they apply filters for their specific role, then only relevant learning modules should be displayed, ensuring a tailored experience.

A new user completes the onboarding process by selecting their desired learning modules through the Module Selection Interface.

Given the user has selected their learning modules, when they confirm their selection, then the modules should be saved to their profile and accessible for future use without errors.

Users revisit the Module Selection Interface after initially completing their onboarding to explore additional learning modules that may enhance their skills.

Given the user has logged in again, when they access the Module Selection Interface, then they should see the modules they previously selected highlighted and additional recommended modules based on their role.

An event planner chooses a learning module from the selection and engages with its content.

Given the user selects a learning module, when they access the module, then all module components (videos, quizzes, and documents) should load correctly without any broken links or errors.

The user interacts with the filtering options on the Module Selection Interface to narrow down the modules based on specific topics.

Given the user is on the Module Selection Interface, when they click on filtering options like topic and difficulty level, then the module list should dynamically update to reflect their selections without page reloads.

A user reports an issue with the Module Selection Interface during navigation.

Given the user encounters a navigation issue within the Module Selection Interface, when the issue is reported, then the support system should log the request, and a confirmation message should be displayed to the user that their issue has been submitted successfully.

The Module Selection Interface is tested with multiple user roles to ensure its effectiveness and ease of use for different personas in event planning.

Given the Module Selection Interface is tested with different user roles, when feedback is collected, then at least 85% of users should agree that the interface is intuitive and meets their needs for module selection.

Progress Tracking Dashboard

User Story: As a user, I want to track my progress through the learning modules so that I can stay motivated and know which areas I need to focus on for improvement.
Description: The Progress Tracking Dashboard provides users with real-time insights into their learning journey through the customizable modules. It enables users to track their completion status, view recommendations for additional modules based on their progress, and receive notifications for deadlines. This interactive dashboard enhances the onboarding experience by motivating users to continue their learning and helps them identify areas for improvement, ultimately contributing to their overall success in event management.
Acceptance Criteria: User logs into EventCraft and navigates to the Progress Tracking Dashboard after completing several customizable learning modules.

Given that the user is logged in and has completed at least one learning module, when they access the Progress Tracking Dashboard, then they should see a clear summary of the modules completed, including a completion percentage and a list of remaining modules.

A user wants to receive personalized module recommendations based on their learning progress and areas needing improvement.

Given that the user has completed some modules, when they open the Progress Tracking Dashboard, then they should receive at least two tailored module recommendations based on their specific progress and performance metrics.

The user approaches a deadline for completing their onboarding modules and expects to be notified through the dashboard.

Given that the user has set deadlines for their learning modules, when the deadline is approaching, then the Progress Tracking Dashboard should display a notification highlighting the impending deadline, and relevant reminder alerts should be sent to the user.

A user reviews their learning journey to identify areas where they need to focus more attention.

Given that the user has viewed their Progress Tracking Dashboard, when they check the metrics, then they should see visual indicators (such as color coding or graphs) that clearly show areas where they are excelling and areas where they need improvement.

A user aims to keep track of their overall learning performance over time.

Given that the user has accessed their Progress Tracking Dashboard, when they explore historical data, then they should be able to view a timeline of their module completions, scores, and any improvements over specified time periods.

The user wishes to filter the learning modules based on different categories such as difficulty level or topic.

Given that the user is on the Progress Tracking Dashboard, when they select filters for the learning modules, then they should see the displayed modules update according to the chosen filter criteria and maintain the ability to reset filters easily.

User wants to share their progress and module completion status with their supervisor or team lead.

Given that the user is on the Progress Tracking Dashboard, when they use the sharing functionality, then they should be able to generate and send a progress report via email or share it through a link that includes their completion metrics and module details.

Feedback and Ratings System

User Story: As a user, I want to give feedback on the learning modules so that I can contribute to improving the content for future users and help others make informed decisions on which modules to choose.
Description: The Feedback and Ratings System allows users to provide input on the learning modules they have completed. This feature includes a rating scale and optional comment section where users can describe their experience. The collected feedback will be used to enhance the quality of the learning content, ensuring it remains relevant and effective. Additionally, this requirement supports community building by allowing users to see which modules are highly rated by their peers, promoting engagement and collaboration.
Acceptance Criteria: User submits feedback for a completed learning module.

Given a user has completed a learning module, when the user navigates to the feedback section, then the user can provide a rating from 1 to 5 and submit an optional comment.

System displays average ratings for each learning module.

Given multiple users have submitted ratings for a learning module, when a user views the module, then the user can see the average rating displayed prominently alongside the module's details.

User can view comments from other users about a learning module.

Given a learning module has received feedback, when a user views the module details, then the user can see a list of comments left by other users along with the corresponding ratings.

Admin reviews feedback to improve learning modules.

Given feedback has been collected from users, when the admin accesses the feedback report, then the admin can see aggregated feedback to assess which modules need updates or enhancements.

Users can sort learning modules based on ratings.

Given a user is viewing the list of available learning modules, when the user selects the option to sort by ratings, then the system will reorder the modules to display the highest-rated modules first.

User receives confirmation after submitting feedback.

Given a user successfully submits feedback for a learning module, when the feedback is submitted, then the user receives a confirmation message indicating that their feedback was recorded successfully.

Personalized Learning Pathways

User Story: As a user, I want personalized recommendations for learning modules so that I can focus on specific skills that will most benefit my role as an event planner.
Description: Personalized Learning Pathways create tailored recommendations for users based on their role, current skills, and learning preferences. By analyzing user profiles and interactions with the learning modules, this requirement generates a dynamic learning path that adjusts as users progress, ensuring a continuously relevant learning experience. This feature enhances user satisfaction by providing a customized journey that resonates with their unique professional growth objectives.
Acceptance Criteria: User accesses the onboarding feature and selects their role to initiate the personalized learning pathway.

Given a user has logged in and selected their role, when they proceed to the learning modules section, then they should see a personalized learning pathway generated based on their role, skills, and preferences.

User completes a learning module and updates their skill profile accordingly.

Given a user has completed a learning module, when they update their profile with new skills, then the system should automatically adjust the personalized learning pathway to reflect the new skills acquired.

A user receives recommendations for learning modules on a regular basis.

Given a user has an active personalized learning pathway, when the user logs in after a week, then they should receive updated recommendations based on their progress and interactions with previous modules.

Admin reviews the effectiveness of the personalized learning pathways.

Given an administrator is analyzing user engagement with learning modules, when they access the reports, then they should see data indicating user satisfaction and module effectiveness linked to the personalized learning pathways.

Users can provide feedback on the relevance of their personalized learning pathways.

Given a user has gone through at least three modules in their personalized learning pathway, when they provide feedback on the relevance of the content, then the system should record this feedback and adjust future recommendations accordingly.

User reroutes to different learning pathways as their roles change within the organization.

Given a user has changed roles within the organization, when they access their learning pathway, then they should be presented with an updated personalized learning pathway that reflects their new role and responsibilities.

The system captures user interactions with learning modules for continuous improvement of recommendations.

Given a user is engaged with a learning module, when the system tracks their interaction data, then it should analyze this data to improve future personalized learning pathway recommendations for all users.

Integration with Event Management Tools

User Story: As a user, I want to access learning modules while using EventCraft so that I can apply new skills immediately to my projects without needing to switch contexts.
Description: The Integration with Event Management Tools allows users to access their learning modules and resources directly from the EventCraft interface. By linking the learning modules to project management and event planning tools, users can learn while actively engaging in their work tasks. This feature promotes a streamlined experience, empowering users to enhance their skills contextually as they plan and manage events.
Acceptance Criteria: User accesses their personalized learning module from within an ongoing event planning project to enhance skills relevant to their current tasks.

Given a user is logged into EventCraft and in the event management interface, when they select the 'Learning Modules' option, then the system should display the user-specific learning modules related to event management.

A user completes a learning module directly while using EventCraft, and their progress is automatically tracked and saved for future reference.

Given a user is in a learning module, when they complete a module, then the system should update the user's profile to reflect the completed module and save their progress for reporting.

The integration allows users to quickly access learning resources without navigating away from their event planning tasks, improving workflow efficiency.

Given a user is working on an event planning task, when they click on the learning module link, then the system should open the learning resources in a sidebar without interrupting their current workflow.

The platform should provide users with feedback on their completed modules, helping them track their learning progress and identify areas for improvement.

Given a user has completed a learning module, when they return to the learning modules dashboard, then they should see a summary of their completed modules and feedback on their strengths and weaknesses.

Users can seamlessly integrate feedback from their learning modules directly into their project reports, ensuring they apply new knowledge to their work.

Given a user has completed a learning module that includes practical applications, when they generate a project report, then the system should allow them to pull insights from the learning module into their report.

Instant Support Access

Enables users to access support resources, FAQs, and live chat with support agents directly from the onboarding interface. This feature ensures that users can get help quickly and efficiently as they learn to navigate the platform, reducing frustration and enhancing satisfaction.

Requirements

Resource Hub Access

User Story: As a new user, I want to access a centralized resource hub during onboarding so that I can quickly find information and resolve any questions I have without feeling overwhelmed.
Description: The Resource Hub Access requirement enables users to seamlessly navigate to a centralized repository of support resources, including FAQs, tutorials, and guides directly from the onboarding interface. This feature enhances the user experience by providing instant access to necessary support materials, allowing users to troubleshoot common issues and learn about platform functionalities at their own pace. The integration of this hub within the onboarding process ensures that users always have the guidance they need, fostering a smoother transition to using the EventCraft platform effectively and efficiently.
Acceptance Criteria: User navigates to the onboarding interface for the first time and seeks immediate assistance with using the platform.

Given the user is on the onboarding interface, when they click on the 'Resource Hub Access' button, then they should be redirected to the centralized repository of support resources without any delay.

A user attempts to find specific FAQs related to event creation while using the onboarding interface.

Given the user is on the onboarding interface, when they search for event creation FAQs in the Resource Hub, then the system should display relevant articles within two seconds.

A user wants to learn how to set up their profile while engaging with the onboarding interface.

Given the user is on the onboarding interface, when they click on the 'Tutorials' section within the Resource Hub, then they should be presented with a list of tutorial videos related to setting up their profile.

Support agent receives a live chat request from a user accessing the onboarding interface.

Given a user is on the onboarding interface and clicks on the live chat option, when they submit their inquiry, then the support agent should respond within five minutes during support hours.

A user wishes to troubleshoot an issue they encountered during the onboarding process using the guides provided.

Given the user is on the onboarding interface, when they click on the 'Guides' section in the Resource Hub, then they should have access to troubleshooting guides at least for the top five reported issues.

A user is navigating the onboarding process and needs clarification on how to use the platform's features.

Given the user is in the onboarding interface, when they hover over featured functionalities, then tooltips should appear providing brief explanations of each feature.

A user provides feedback on the Resource Hub while completing the onboarding process.

Given the user is accessing the Resource Hub, when they select the feedback option and submit their input, then a confirmation message should be displayed indicating their feedback has been successfully submitted.

Live Chat Support Integration

User Story: As a new user, I want to be able to chat with a live support agent during onboarding so that I can get immediate answers to my questions and resolve my issues quickly.
Description: The Live Chat Support Integration requirement facilitates real-time communication between users and support agents, allowing for immediate assistance during the onboarding process. This feature is critical in enhancing user experience by enabling prompt resolution of inquiries and issues, thereby reducing user frustration and promoting satisfaction. The live chat functionality will be embedded in the onboarding interface, making it easily accessible for users to get help when they need it most, thereby improving overall user retention and success rates.
Acceptance Criteria: User initiates live chat support during the onboarding process when encountering an issue navigating the interface.

Given the user is on the onboarding interface, when they select the 'Live Chat' option, then the live chat window should open without delays, displaying a welcome message and options for assistance.

User receives timely help from a support agent via live chat with an inquiry about an event setup.

Given a user is engaged in a live chat session, when they send a message, then the response from the support agent should be received within 2 minutes or less, confirming they are being assisted.

User ends a live chat session after resolving their issue.

Given a user has concluded their query in the live chat, when they click the 'End Chat' button, then the chat session should close with an option to provide feedback on their experience.

User accesses FAQs from the live chat support interface for self-help.

Given the user is on the live chat interface, when they click the 'FAQs' link, then the FAQs should load in a new window with relevant topics for quick reference.

User checks the availability of live chat support during peak hours of onboarding.

Given it is peak onboarding hours, when a user attempts to initiate a live chat, then the system should display the estimated wait time and invite them to continue or leave a message.

User interacts with chatbot support before reaching a human agent.

Given the user starts a live chat session, when they submit an inquiry outside of business hours, then they should receive an automated response from the chatbot asking them to leave a message or return during business hours.

Feedback Mechanism for Support Access

User Story: As a new user, I want to provide feedback on my support experience so that the platform can improve and better meet my needs in the future.
Description: The Feedback Mechanism for Support Access requirement allows users to provide input on their experiences with support resources and interactions with live agents. This feature is crucial for continuously improving the support experience and ensuring that the resources provided are effective and helpful. By incorporating feedback options within the onboarding interface, EventCraft can gather valuable insights into user needs and areas for enhancement, facilitating a user-centered approach to service improvement and a better overall experience.
Acceptance Criteria: User navigates to the onboarding interface and finds a clear and accessible link to provide feedback on support resources and interactions.

Given the user is on the onboarding interface, when they look for feedback options, then they should see a clearly labeled feedback button that is easily accessible.

User completes a support interaction and is prompted to provide feedback through an easy-to-use form.

Given the user has completed a live chat with an agent, when they finish the chat, then they should be automatically redirected to a feedback form that is short (less than 5 questions) and intuitive to complete.

User submits feedback on their support experience and receives a confirmation message.

Given the user has filled out the feedback form, when they click the submit button, then they should see a confirmation message indicating their feedback has been received successfully.

User is able to rate their satisfaction with the support resources using a standardized rating system.

Given the user is providing feedback, when they are prompted to rate their satisfaction, then they must be able to select a rating on a scale from 1 to 5, with 1 being very unsatisfied and 5 being very satisfied.

User submits suggestions for improving support resources through the feedback mechanism.

Given the user is providing feedback, when they reach the suggestions section of the feedback form, then they should have the option to enter free-form text to describe their suggestions for improvement.

User feedback is categorized for analysis to improve support resources over time.

Given that feedback has been submitted, when the support team reviews feedback, then they should be able to categorize each feedback submission for later analysis to identify trends or recurring issues.

User receives a summary of common feedback themes on support resources in the onboarding interface shortly after submitting feedback.

Given the user has provided feedback, when they revisit the onboarding interface, then they should find a section summarizing common feedback themes or improvements that have been made based on user suggestions in the past.

Automated Chatbot Assistance

User Story: As a new user, I want to use a chatbot for quick answers during onboarding so that I can resolve my questions without waiting for a live agent.
Description: The Automated Chatbot Assistance requirement introduces a smart AI-driven chatbot that can assist users with common questions and issues during the onboarding process. This feature provides a 24/7 support option that allows users to get help even when live agents are unavailable. By integrating an automated chatbot, EventCraft can enhance user support while alleviating some of the workload from human agents, ensuring users receive quick responses and solutions to frequently asked questions during their transition to the platform.
Acceptance Criteria: User initiates the onboarding process for EventCraft and accesses the automated chatbot for assistance with common questions about event planning.

Given the user is on the onboarding interface, when they click on the 'Chatbot Help' button, then the automated chatbot should open and respond to user inquiries within 5 seconds with relevant solutions or guidance.

A user asks the chatbot about event budget management during the onboarding phase.

Given the user interacts with the chatbot, when they ask 'How can I manage my event budget?', then the chatbot should provide a detailed step-by-step guide or links to relevant resources within a single session.

Users are looking for answers to frequently asked questions while navigating the platform.

Given the user is seeking information, when they enter a common question such as 'What are the steps to coordinate vendors?', then the automated chatbot should provide an accurate and helpful response accompanied by links to further information in no more than 5 replies.

A user is unable to find information on scheduling events and turns to the chatbot for support.

Given the automated chatbot is active, when the user queries 'How do I schedule an event?', then the chatbot must guide them through the scheduling process, including necessary details and examples, confirming understanding prior to closure of the interaction.

The user wants to access 24/7 support via the chatbot while planning an event.

Given the system is operational, when any user accesses the chatbot at any time, then they should receive immediate assistance without being placed on hold, ensuring a seamless user experience regardless of the time of day.

A user is experiencing difficulties with the chatbot's response accuracy during the onboarding process.

Given users are prompted to rate their chatbot interaction, when they provide feedback indicating a low satisfaction score, then the system should log the interaction for review and appropriately alert support staff for further action.

Onboarding Progress Tracker

User Story: As a new user, I want to track my progress during onboarding so that I can see how far I've come and what I still need to complete.
Description: The Onboarding Progress Tracker requirement enables users to monitor their progress throughout the onboarding process, providing them with visual indicators of completed steps and milestones. This feature is essential for enhancing user engagement and motivation, as users can see their advancement and know what tasks remain. By facilitating a clear understanding of their journey, users will feel more empowered and less likely to abandon the onboarding process, ultimately leading to a higher completion rate and better user satisfaction.
Acceptance Criteria: User accesses the onboarding progress tracker after logging into the EventCraft platform for the first time.

Given the user has logged into the platform, when they navigate to the onboarding progress tracker, then the tracker should display an overview of completed and pending steps in the onboarding process.

User completes a specific onboarding task and views their progress update in the tracker.

Given the user has completed a task in the onboarding process, when they return to the onboarding progress tracker, then the system should update the progress percentage and reflect the newly completed task in the tracker.

User attempts to access the onboarding progress tracker from a mobile device during the onboarding process.

Given the user is using a mobile device, when they access the onboarding progress tracker, then the tracker should be fully functional and visually adapted for mobile viewing without any loss of functionality.

User completes all onboarding tasks and checks the final status on the progress tracker.

Given all onboarding tasks are complete, when the user views the onboarding progress tracker, then the tracker should display a message indicating successful onboarding completion and provide options for further exploration of the platform.

User seeks clarification on a specific task from the onboarding progress tracker.

Given a user is viewing the onboarding progress tracker, when they click on a specific task, then the system should provide detailed information, including instructions and resources related to that task.

User shares their onboarding progress with a colleague via the platform.

Given the user accesses the onboarding progress tracker, when they select the 'Share Progress' option, then the system should generate a sharable link or invite to show their progress to a colleague.

Community-Driven Tips

Incorporates insights and tips from existing users in the same role to guide newcomers. This feature fosters a sense of belonging and community while providing practical, real-world advice that enhances the onboarding process.

Requirements

User-Submitted Tips Repository

User Story: As a new event planner, I want to access tips and insights from experienced users so that I can learn best practices and avoid common pitfalls when organizing my first event.
Description: A central repository where users can submit tips and insights based on their experiences in event planning. This repository will categorize tips by event type, user role, and difficulty level, ensuring easy access for new users. Integrating this repository into EventCraft's platform will enhance user engagement, allowing seasoned planners to share their knowledge and fostering a collaborative environment. This feature aims to streamline the onboarding process for new users by providing practical, real-world advice from peers who have successfully executed similar events, ultimately enriching their experience with the platform.
Acceptance Criteria: User visits the User-Submitted Tips Repository page to find relevant tips for planning a corporate event.

Given that the user is on the User-Submitted Tips Repository page, when they filter the tips by 'Corporate Event' category, then they should see a list of tips specifically related to corporate events, with at least 5 tips displayed.

A user submits a tip to the User-Submitted Tips Repository for review.

Given that the user is on the submission form, when they fill in all required fields and submit the form, then they should receive a confirmation message indicating that their tip has been successfully submitted and is pending review.

A user browses through tips based on their role in event planning.

Given that the user selects their role as 'Freelancer', when they view the tips categorized by 'Freelancer', then they should see at least 10 relevant tips from experienced planners in that role.

The repository should allow users to rate the tips they read.

Given that the user has read a tip, when they click on the 'Rate this tip' button, then they should be able to select a rating from 1 to 5 stars, and their rating should be tallied immediately in the repository.

A newcomer user integrating into the platform seeks advice from the tips repository.

Given that a new user accesses the 'Getting Started' section, when they are directed to the User-Submitted Tips Repository, then they should see a curated list of 5 tips that are specifically tagged as 'New User Advice'.

A seasoned planner wants to share their experience through the tips repository.

Given that a seasoned planner is logged in, when they navigate to the User-Submitted Tips Repository and choose to submit a new tip, then they should see an easy-to-use form prompting them for category selection, difficulty level, and tip description with validation checks for each field.

Users should receive notifications of new tips submitted to the repository.

Given that a user subscribes to notifications, when a new tip is submitted to the repository, then that user should receive an email notification detailing the new tip and its category.

In-App Community Discussions

User Story: As a new event planner, I want to join discussions with other planners so that I can get quick answers to my questions and learn from their experiences in real-time.
Description: An in-app discussion forum that allows users to interact, ask questions, and share advice regarding event planning. Users will be able to post queries, respond to others, and rate tips to highlight valuable contributions. This feature promotes a sense of community within the EventCraft platform, enabling users to connect and collaborate effectively. By facilitating these discussions, new users will feel more supported, leading to higher retention rates and satisfaction as they navigate the complexities of event planning with guidance from their peers and industry experts.
Acceptance Criteria: User initiates a discussion thread to ask a question about budgeting for an event.

Given a registered user is logged into the EventCraft platform, when they navigate to the In-App Community Discussions section and create a new thread, then the thread is successfully posted and visible to all users in the community.

A user responds to a query in the discussion forum.

Given a user has opened a discussion thread, when they provide a valid response and submit it, then their response should appear under the original query, allowing others to see and interact with it.

Users rate the useful tips provided in the community discussions.

Given a thread contains multiple responses, when a user chooses to rate a response as helpful, then the rating is recorded and updates the overall rating displayed next to that response.

A new user seeks guidance on event planning using community tips.

Given a newcomer is in the In-App Community Discussions section, when they browse through the tips and advice, then they should be able to filter and sort responses based on ratings and relevance to their specific queries.

An existing user seeks to follow a particular topic of interest.

Given a user is in the discussion forum, when they subscribe to a specific discussion topic, then they receive notifications for any new posts or responses related to that discussion.

Users can search for specific topics within the community discussions.

Given a user is in the community section, when they enter a keyword into the search bar, then only threads containing that keyword should be displayed, facilitating easy access to relevant discussions.

Users can report inappropriate content in community discussions.

Given a user encounters a post they deem inappropriate, when they click the report button and specify a reason, then the post should be flagged for review and an appropriate action should be taken based on the forum's guidelines.

Feedback and Rating System for Tips

User Story: As a user, I want to be able to rate and provide feedback on tips I find useful so that I can help others by highlighting the best advice and improving the quality of future contributions.
Description: A feedback mechanism that allows users to rate the usefulness of tips and leave comments for each tip submitted in the repository. This rating system will help highlight the most valuable insights, ensuring that new users can prioritize high-quality input. The integration of this feature will promote continual improvement in the quality of shared tips and increase user trust in the community-driven resources available within EventCraft. By facilitating user feedback, the platform will effectively curate top-rated advice, enhancing the onboarding experience for new event planners.
Acceptance Criteria: User Engagement with Rating System for Tips

Given a user is viewing a tip in the Community-Driven Tips section, when they click on the 'Rate this Tip' button, then they should be able to select a rating from 1 to 5 and submit their feedback successfully.

Comment Submission for Tips

Given a user has rated a tip, when they enter a comment in the comment box and click 'Submit', then their comment should be saved and displayed alongside the tip for other users to see.

Sorting Tips by Ratings

Given a user is in the Community-Driven Tips section, when they choose to sort tips by 'Most Useful', then the tips should be reordered to show the highest-rated tips first according to user ratings.

Displaying Average Rating for Tips

Given a tip has multiple ratings, when a user views the tip’s content, then the average rating should be visible next to the tip's title and updated in real time as ratings are submitted.

Feedback Impact Visibility on Tip Quality

Given that a user has viewed several tips and provided feedback, when they return to the Community-Driven Tips section, then they should see a label indicating 'Top Rated' for tips that have received an average rating of 4 or above.

User Notification for New Tips in Category

Given a user has opted in for notifications, when a new tip is added to the Community-Driven Tips section, then the user should receive a notification alerting them to the new tip relevant to their role.

User Analytics on Tip Effectiveness

Given an admin is reviewing the effectiveness of the tips, when they access the analytics dashboard, then they should see data on average ratings, number of comments, and user engagement metrics for each tip.

Categories and Filters for Tips

User Story: As a user, I want to filter tips by category and complexity so that I can quickly find the most relevant advice for my specific event planning needs.
Description: A system of categories and filters that will allow users to sort and search through the tips repository based on various factors such as event type (corporate, wedding, etc.), user role (planner, vendor), and the complexity of the advice. This feature enhances user experience by making it easier for new planners to find relevant and applicable tips quickly, reducing time spent searching for information. By implementing these categorizations, EventCraft will empower users to access tailored content that addresses their specific needs, thereby increasing the platform’s effectiveness in supporting diverse user scenarios.
Acceptance Criteria: As a new event planner, I want to search for tips related to corporate events specifically, so that I can gather tailored advice for my upcoming project.

Given the categories and filters are enabled, when I select 'Corporate' under 'Event Type', then I should see a list of tips specifically related to corporate events.

As a user searching for tips on wedding planning, I want to filter the tips by user role, so I can see insights that are relevant to my responsibilities.

Given the categories and filters are enabled, when I select 'Vendor' under 'User Role', then I should see tips that are categorized for vendors only.

As a novice event planner, I aim to find simple tips to streamline my planning process, so I will use the complexity filter to assess which tips are appropriate for my level of experience.

Given the categories and filters are enabled, when I select 'Beginner' under 'Complexity', then I should be presented with a collection of tips marked as suitable for beginners.

As a user revisiting the tips repository, I want to reset the filters to view all available tips without restrictions, making it easier to explore new ideas.

Given that I have applied certain filters, when I click on the 'Reset Filters' button, then all tips should be displayed regardless of the previous filter selections.

As an event planner searching for tips related to outdoor events, I want to efficiently navigate the tips repository using a multi-filter approach.

Given the categories and filters are enabled, when I select 'Outdoor' under 'Event Type' and 'Intermediate' under 'Complexity', then I should see tips that meet both criteria.

As a user, I want the ability to bookmark specific tips for later reference, enhancing my ongoing event planning process with easily accessible advice.

Given that I am viewing a tip, when I click on the 'Bookmark' icon, then that tip should be saved to my 'My Bookmarks' section for future access.

As a new user onboarding to EventCraft, I would like to see a walkthrough on how to effectively use the categories and filters for tips searches.

Given that I am a new user in the tips repository, when I access the filter system for the first time, then a tutorial pop-up should appear explaining how to use the categories and filters effectively.

Video Tutorial Integration

User Story: As a new planner, I want to watch video tutorials that illustrate successful event planning tips so that I can better understand how to apply the advice I've received from the community.
Description: Integration of video tutorials that showcase real-life examples and case studies based on user-submitted tips, allowing users to visualize the application of these insights. These tutorials can cover various aspects such as budgeting, vendor coordination, and attendee engagement strategies. This multimedia approach enhances the onboarding process by providing an engaging and accessible way for new users to learn from experienced planners. By offering video content, EventCraft will cater to different learning styles, supporting users as they transition into effective event management professionals.
Acceptance Criteria: New users access the video tutorial integration feature for the first time during their onboarding process.

Given a new user has logged into EventCraft, When they navigate to the 'Community-Driven Tips' section, Then they should see a list of video tutorials relevant to user-submitted tips.

A user selects a video tutorial to watch.

Given a user clicks on a video tutorial, When the video loads, Then the user must be able to play, pause, and rewind the video without any buffering issues.

Users provide feedback on video tutorials after viewing them.

Given a user has finished watching a video tutorial, When the user leaves feedback rating, Then the system must log the feedback and display an average rating on the tutorial page.

Users are able to search for specific video tutorials.

Given a user is on the video tutorial page, When they enter a search term related to budgeting, Then the system must return relevant video tutorials that match the search term.

Video tutorials are updated based on user submissions.

Given an admin reviews new user-submitted tips, When a tip is approved and linked to a video tutorial, Then the tutorial must be updated to include the new tips within one business day.

Users on mobile devices access video tutorials.

Given a user accesses EventCraft on a mobile device, When they navigate to video tutorials, Then the tutorials must be fully functional and responsive to the mobile interface.

Users track their progress through video tutorials.

Given a user starts watching a video tutorial, When they leave the page and return later, Then the tutorial must remember the user's progress and allow them to continue from where they left off.

Feedback Loop Feature

Collects user feedback about the onboarding process to continually improve the experience. This feature allows users to voice their needs and suggestions, ensuring that the onboarding system evolves according to actual user experiences and challenges.

Requirements

User Feedback Collection

User Story: As a new user, I want to provide feedback on the onboarding process so that I can contribute to improving the overall experience for future users.
Description: The Feedback Loop feature must provide an intuitive interface for users to submit their feedback regarding the onboarding process. This interface should allow users to rate their experience, provide qualitative insights, and suggest enhancements. The collected feedback should be categorized automatically for analysis, enabling the team to identify common pain points and areas for improvement. The integration with the existing onboarding workflow is crucial for gathering real-time insights and ensuring that the feedback is actionable. Additionally, analytics tools should be implemented to track the effectiveness of changes made based on user feedback, creating a data-driven approach to continuous improvement.
Acceptance Criteria: User Accessing the Feedback Interface after Onboarding Session

Given a user has completed the onboarding process, when they access the Feedback Loop interface, then they should see a rating system, comment box, and suggestion field available for input.

User Submitting Feedback

Given the user has filled out the feedback form, when they click the submit button, then the system should display a confirmation message and store the feedback securely.

Feedback Categories are Automatically Assigned

Given multiple pieces of feedback have been submitted, when the system processes the feedback, then it should categorize each piece into predefined categories for analysis.

Real-time Feedback Collection During Onboarding

Given a user is in the onboarding session, when they select the feedback option, then they should be able to provide feedback without leaving the session.

Generating Feedback Analytics Report

Given the feedback has been collected over a period, when the team analyzes the data, then they should be able to generate a report summarizing common feedback trends and pain points.

User Feedback Review System Integration

Given that feedback has been stored in the system, when a team member accesses the feedback dashboard, then they should be able to view and sort feedback by date, category, and rating.

Tracking Changes Based on User Feedback

Given that changes have been implemented based on user feedback, when the team reviews the analytics post-implementation, then they should see improved metrics indicating user satisfaction.

Feedback Analytics Dashboard

User Story: As an event manager, I want to view analytics on user feedback so that I can make informed decisions about improving the onboarding process.
Description: A comprehensive dashboard is required to visualize user feedback data effectively. This dashboard should consolidate feedback metrics and trends over time, giving event planners insights into user satisfaction, common suggestions, and recurring issues. The ability to filter data by various segments (e.g., user demographics, event types) will be essential for identifying tailored improvements. The dashboard must be easily accessible through the admin interface, and the integration with existing analytics tools should allow for seamless reporting and data export. This feature empowers the team to prioritize enhancements based on data-driven insights, facilitating targeted improvements in the onboarding experience.
Acceptance Criteria: User accesses the Feedback Analytics Dashboard from the admin interface to review user feedback data.

Given the user is logged into the admin interface, when they navigate to the Feedback Analytics Dashboard, then they should see a comprehensive view of user feedback data, including metrics and trends over time.

User applies filters to the feedback data by demographics and event types.

Given the user is on the Feedback Analytics Dashboard, when they select specific demographics and event types to filter the feedback data, then the dashboard should update to display only the data matching those filters.

User exports the feedback data for further analysis.

Given the user is viewing the Feedback Analytics Dashboard, when they choose to export the feedback data, then the system should provide an option to export in multiple formats (e.g., CSV, Excel), and the exported file should contain all visible data as per the current filters.

User reviews a visual representation of satisfaction over time.

Given the user has accessed the Feedback Analytics Dashboard, when they look at the satisfaction trend graph, then it should accurately display user satisfaction levels for the selected time period, clearly marked with key feedback events noted.

User identifies common suggestions from the feedback received.

Given the user is utilizing the Feedback Analytics Dashboard, when they view the suggestions section, then they should see a summary of the top three common suggestions highlighted for user consideration.

Admin integrates existing analytics tools with the Feedback Analytics Dashboard.

Given the admin has access to external analytics tools, when they integrate these tools with the Feedback Analytics Dashboard, then the integration should allow seamless data reporting and transfer without errors.

Automated Feedback Notifications

User Story: As a product manager, I want to receive automatic notifications about significant feedback so that we can quickly address user concerns and improve the onboarding experience.
Description: An automated notification system should be implemented that alerts the product team when significant feedback is collected, especially if it indicates urgent issues or trends. This system should categorize feedback based on keywords and topic relevance, ensuring the team can respond promptly to critical comments. Additionally, scheduled summaries of feedback trends should be sent at regular intervals (e.g., weekly or monthly) to keep stakeholders informed. This feature ensures responsiveness, aids in prioritizing development efforts, and enhances user satisfaction by demonstrating that user feedback is valued and acted upon.
Acceptance Criteria: Automated Notification for Urgent Feedback

Given significant user feedback indicating an urgent issue, when feedback is categorized, then the product team receives an immediate notification via email or in-app alert.

Keyword-Based Feedback Categorization

Given a collection of user feedback, when the feedback is analyzed, then it is categorized based on predefined keywords and topic relevance for easier identification of critical issues.

Scheduled Feedback Summaries

Given the automated feedback system, when a week passes, then a summary of feedback trends is automatically generated and sent to stakeholders via email to inform them of user sentiments.

Feedback Collection During Onboarding

Given that the onboarding process is active, when users submit feedback, then the feedback is recorded in the system for further action and analysis.

Response Time to Critical Feedback

Given critical feedback from users, when it is received, then the product team acknowledges and responds to the feedback within 48 hours to show users their input is valued.

User Engagement Metrics

Given the implementation of the feedback loop feature, when users engage with the feedback system, then the engagement metrics (e.g., number of submissions, response rates) are tracked and reported on a monthly basis to assess effectiveness.

Incentivized Feedback Collection

User Story: As a user, I want to earn rewards for providing feedback so that I feel motivated to participate and share my experience.
Description: To increase user participation in feedback collection, an incentivized system will be established where users can earn rewards (like discounts or exclusive content) for completing feedback surveys. This feature should allow users to easily understand how to participate in the feedback process and what incentives are available. The system should track user responses and automatically apply eligible rewards in their accounts, thereby encouraging higher response rates and enhancing user engagement. This feature serves to both gather valuable insights and strengthen user relationships, ultimately leading to an improved onboarding process.
Acceptance Criteria: User receives clear information about feedback participation during the onboarding process.

Given the user is on the onboarding screen, when they click on the feedback process info icon, then they should see a pop-up with clear guidelines on how to participate in the feedback and what incentives are offered.

User earns a reward after completing a feedback survey.

Given a user completes the feedback survey, when they submit their responses, then their account should reflect the applicable reward automatically added within 24 hours.

User understands the value of participating in feedback collection.

Given a user is on the feedback solicitation page, when they view the listed rewards, then at least 80% of users should indicate an understanding of how feedback participation benefits them in an exit survey.

System tracks user feedback participation effectively.

Given that users have submitted feedback, when the admin reviews the feedback dashboard, then the system should display accurate metrics such as participation rates and types of feedback received within 1 hour of submission.

User receives feedback on their input and suggestions over time.

Given a user has participated in feedback surveys, when they log in after 30 days, then they should receive a notification summarizing how their feedback has influenced changes in the onboarding process.

User can opt-in or out of the feedback collection process easily.

Given a user is in their account settings, when they choose to change their feedback preferences, then they should be able to easily opt-in or out without any technical difficulties.

Users can easily access their rewards and tracking status.

Given a user is logged into their account, when they navigate to the rewards section, then they should see a clear overview of their earned rewards and any pending feedback submissions that can still earn rewards.

Feedback Implementation Tracker

User Story: As a user, I want to track the status of my feedback so that I can see how my contributions are being considered in the development process.
Description: A functionality should be developed that allows users to see how their feedback has been used or implemented within the onboarding process. This tracker will provide transparency and show users that their input is valued and acted upon. It should include a simple interface where users can select their previous feedback and view its current status (e.g., 'Under Review', 'Implemented', 'Not Feasible'). This feature helps foster a sense of community and accountability, ensuring users remain engaged and more likely to provide additional feedback in the future.
Acceptance Criteria: User selects their previously submitted feedback from a list displayed on the Feedback Implementation Tracker interface.

Given a user is logged in and on the Feedback Implementation Tracker page, when they select a feedback entry, then the current status of the selected feedback should be displayed clearly on the screen.

Users can view the status of each piece of feedback they have submitted, ensuring transparency in the feedback process.

Given a user has multiple feedback entries, when they view the Feedback Implementation Tracker, then they should see a list of all their feedback with corresponding statuses (e.g., 'Under Review', 'Implemented', 'Not Feasible').

The tracker should provide information on when feedback was submitted and updated to improve user engagement.

Given a user is viewing the Feedback Implementation Tracker, when they look at their feedback entries, then each feedback entry should display the date it was submitted and the date it was last updated.

To keep users informed, notifications should be sent to users when there is a status change on their feedback entries.

Given a user has feedback entries in the tracker, when the status of any of their feedback entries changes, then the user should receive a notification alerting them of the change in status.

Users should be able to provide new feedback after reviewing the status of their previous feedback.

Given a user is on the Feedback Implementation Tracker page, when they submit new feedback, then it should be recorded in the system and appear in their feedback list with a status of 'Under Review.'

The tracker should allow users to filter their feedback based on statuses for easier navigation.

Given a user is on the Feedback Implementation Tracker page, when they apply a filter for a specific status, then the displayed feedback entries should update to show only entries matching the selected status.

Press Articles

EventCraft Launches to Revolutionize Event Management with Advanced SaaS Platform: FOR IMMEDIATE RELEASE

Contact:
Jane Doe
Public Relations Manager
EventCraft, Inc.
Phone: (123) 456-7890
Email: media@eventcraft.com
Website: www.eventcraft.com

February 1, 2025

San Francisco, CA – EventCraft, a groundbreaking SaaS platform, has officially launched, promising to change the way professionals, freelancers, and corporate teams manage their events. This innovative solution combines budgeting, scheduling, vendor coordination, and attendee engagement into a single, user-friendly interface, enabling planners to execute events more efficiently than ever before.

EventCraft aims to address the common challenges of event planning by introducing features that have been meticulously designed to streamline processes and enhance collaboration. Corporate planners, freelance event coordinators, marketing managers, non-profit organizers, venue managers, and event analysts can all benefit from EventCraft’s range of capabilities.

“Event planning has traditionally been a chaotic process filled with numerous moving parts, but we want to change that narrative,” said John Smith, CEO of EventCraft. “Our platform eliminates confusion and fosters a cohesive planning experience. By integrating all essential tools into one interface, we empower event planners to focus on creativity and engagement rather than administrative headaches.”

Key features of EventCraft include:

Real-Time Collaboration: Coordinators can work together seamlessly by working on shared documents, making updates instantaneously.

AI-Driven Insights: The platform uses advanced algorithms to provide planners with actionable intelligence based on historical data, enabling informed decision-making.

Customizable Templates: Users can tailor workflows and templates to meet their unique event needs, ensuring flexibility and personalization.

Vendor Profile Hub: A centralized database for accessing comprehensive vendor profiles, creating informed vendor selections effortlessly.

Budget Integration Tool: Links vendor costs to the event budget in real time, allowing planners to stay within their financial constraints.

Moreover, EventCraft understands the importance of sustainability. With eco-conscious event planning on the rise, the platform includes features such as Vendor Sustainability Ratings and a Carbon Footprint Calculator. These tools help ensure event planners can incorporate their ethical standards while maintaining an efficient planning process.

“As organizations increasingly prioritize sustainability, it’s essential for event planners to have tools that support their green initiatives,” added Mary Johnson, Chief Sustainability Officer at EventCraft. “With our platform, users can track ecological impacts and ensure they’re making responsible choices.”

EventCraft is now available for all event professionals eager to enhance their planning processes and deliver exceptional experiences. Whether hosting corporate retreats, product launches, or community outreach programs, EventCraft equips planners with the tools needed to thrive in the competitive events landscape.

For a limited time, EventCraft is offering a 20% discount on annual subscriptions for new users.

To learn more about EventCraft, its features, and how it can transform your event management experience, visit www.eventcraft.com.

END

EventCraft Unveils Cost-Effective Solutions Tailored for Budget-Conscious Planners: FOR IMMEDIATE RELEASE

Contact:
Lisa Adams
Product Marketing Specialist
EventCraft, Inc.
Phone: (987) 654-3210
Email: press@eventcraft.com
Website: www.eventcraft.com

February 1, 2025

Chicago, IL – Today, EventCraft announces the introduction of a suite of features specifically designed for budget-conscious planners. Understanding that with every dollar counts in event management, EventCraft empowers users to maximize their limited resources while delivering high-quality experiences.

In the wake of financial constraints faced by many event planners, EventCraft’s features seek to transform how planning teams approach budgeting and resource allocation. Key functionalities include:

Budget Integration Tool: This provides an intuitive interface allowing planners to link vendor costs directly to the event budget. Users get real-time updates on spending and savings opportunities, ensuring they stay within budget without compromising quality.

Predictive Budget Models: Utilizing machine learning, this feature forecasts costs based on previous events, helping users visualize the financial implications of their choices.

Real-Time Budget Adjustments: Whether it's unexpected changes in vendor pricing or an upgraded scope, this feature allows planners to respond swiftly without losing track of budget health.

“Budget-conscious planners are some of the industry's most creative minds,” said Richard Lee, Director of Product Development at EventCraft. “Our platform exists to empower them, providing actionable insights to optimize spending without sacrificing the core experience.”

Additionally, EventCraft offers a Post-Event Budget Review tool, allowing users to analyze actual spending versus planned budgets for future improvements. This focus on data-driven decisions ensures that planners learn and grow from each event, creating a cycle of continuous improvement.

EventCraft is recognizing this unique demographic with a limited-time offer of a free trial for new users, allowing them to experience features without commitment.

To learn more about how EventCraft is redefining budget management for planners, visit www.eventcraft.com today.

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EventCraft Elevates Virtual Event Planning with Innovative Hybrid Toolkit: FOR IMMEDIATE RELEASE

Contact:
Tom Baker
Senior Communications Director
EventCraft, Inc.
Phone: (555) 121-3141
Email: events@eventcraft.com
Website: www.eventcraft.com

February 1, 2025

New York, NY – EventCraft is thrilled to announce the launch of its innovative Hybrid Event Toolkit, designed to address the unique challenges and opportunities presented by hybrid events. As remote work and online participation become the norm, this toolkit equips planners with the resources they need to deliver seamless experiences for both in-person and virtual attendees.

The Hybrid Event Toolkit incorporates features such as:

Dual Experience Manager: This tool allows planners to effectively balance the needs of both in-person and virtual attendees, ensuring an equal experience.

Tech Setup Wizard: A guided setup process for integrating technology and equipment, minimizing the risk of technical difficulties during events.

Interactive Engagement Tools: A suite of features that enhances real-time interaction between virtual and physical participants, fostering a lively and inclusive event atmosphere.

On-Demand Content Hub: Providing attendees with the ability to revisit sessions and materials at their convenience, maximizing value post-event.

“Hybrid events are the future of the industry, blending both formats to cater to broader audiences,” said Emily White, Head of Marketing at EventCraft. “Our toolkit ensures that planners are well-prepared to execute these events flawlessly, maximizing engagement and satisfaction.”

As part of the launch, EventCraft is hosting a series of webinars to showcase the capabilities of the Hybrid Event Toolkit, along with special promotions for new users wanting to trial the platform.

To discover more about EventCraft's Hybrid Event Toolkit or to register for upcoming webinars, visit www.eventcraft.com.

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EventCraft Introduces Sustainable Planning Features to Support Eco-Conscious Organizers: FOR IMMEDIATE RELEASE

Contact:
Sara Thompson
Corporate Responsibility Officer
EventCraft, Inc.
Phone: (321) 654-9870
Email: sustainability@eventcraft.com
Website: www.eventcraft.com

February 1, 2025

Los Angeles, CA – In a proactive move, EventCraft today unveiled a comprehensive set of sustainability-focused features that empower eco-conscious event planners to minimize their environmental impact. Recognizing the importance of sustainable practices, EventCraft's new functionalities will allow users to integrate eco-friendly practices seamlessly into their event planning processes.

Among the new features are:

Sustainability Metrics Dashboard: An easy-to-use interface that tracks key ecological indicators related to waste, recycling rates, and carbon footprints in real-time.

Vendor Sustainability Ratings: Providing users with critical information about vendors’ sustainability practices, ensuring that all selections align with their green objectives.

Eco-Friendly Resource Hub: A centralized repository of resources, tips, and best practices for event planners striving for sustainability.

“Eco-conscious planners are making an impact on how events are organized, and we are proud to provide them with the tools they need to be effective stewards of the environment,” said Mark Green, Chief Sustainability Strategist at EventCraft. “Implementing positive change starts from the grassroots level, and with EventCraft, planners can turn their values into actionable strategies.”

To celebrate the launch, EventCraft is inviting users to participate in a promotional campaign where users implementing sustainable practices can win prizes that contribute to eco-friendly initiatives.

For more information about EventCraft’s sustainability features and to sign up, visit www.eventcraft.com.

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EventCraft Sets New Standards for Collaborations with Innovative Vendor Management Features: FOR IMMEDIATE RELEASE

Contact:
Adam Fisher
Business Development Lead
EventCraft, Inc.
Phone: (444) 789-1234
Email: partners@eventcraft.com
Website: www.eventcraft.com

February 1, 2025

Seattle, WA – EventCraft has released an enhanced suite of vendor management features designed to take collaboration between planners and vendors to the next level. Acknowledging that successful events hinge on effective vendor partnerships, EventCraft's new functionalities streamline communications and foster stronger relationships.

Core features of this new vendor management suite include:

Collaborative Vendor Chat: A built-in messaging platform enabling instant communication between planners and vendors directly within EventCraft.

Integrated Scheduling Sync: Automatically sync vendor availability with event calendars to prevent miscommunications and double bookings.

Contract Management Portal: An intuitive system for managing vendor agreements, with reminders for renewals that ensure no details slip through the cracks.

“Strong vendor partnerships are essential in our industry, and our enhanced features allow for open lines of communication and organized management,” said Jessica Lawson, Chief Operations Officer at EventCraft. “We are excited to empower all event planners to create remarkable experiences through seamless vendor collaboration.”

To explore the new vendor management features and learn about future collaborations, visit www.eventcraft.com.

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Create products with ease

Product Details

Personas

Eco-Conscious Planner

Virtual Event Specialist

Social Media Influencer

Budget-Conscious Planner

Corporate Communications Officer

Hybrid Event Innovator

Product Ideas

Product Features

Vendor Profile Hub

Requirements

Vendor Information Management

Vendor Rating System

Advanced Search and Filter Functionality

Vendor Collaboration History Tracking

Vendor Messaging System

Integrated Scheduling Sync

Requirements

Real-Time Vendor Availability Alert

Vendor Calendar Integration

Customizable Scheduling Rules

Multi-Vendor View

Conflict Resolution Suggestions

Contract Management Portal

Requirements

Document Upload Functionality

Contract Renewal Reminders

Vendor Contract Collaboration Tools

Contract Versions and History Tracking

Integrated Search Functionality

Collaborative Vendor Chat

Requirements

Real-time Chat Notifications

File Sharing Capability

Chat History Access

User Tags and Mentions

Integration with Calendar

Vendor Rating & Feedback System

Requirements

Vendor Rating Submission

Vendor Rating Display

Feedback Moderation System

Notification System for New Feedback

Reporting Dashboard for Feedback Analysis

Budget Integration Tool

Requirements

Real-time Vendor Cost Tracking

Budget Notification Alerts

Interactive Budget Visualization

Vendor Selection Comparisons

Budget Allocation Templates

Historical Spending Analysis Feature

Customizable Vendor Lists

Requirements

Customizable Vendor Lists

Vendor Performance Ratings

Vendor Comparison Tool

Automated Vendor Recommendations

Vendor Communication Portal

AI-Driven Insights

Requirements

Budget Analysis Dashboard

Spending Forecast Tool

Vendor Cost Comparison

Historical Data Insights

AI-Driven Recommendations Engine

Real-Time Budget Adjustments

Requirements

Dynamic Budget Update

Automated Alerts for Budget Changes

Budget Collaboration Tools

Historical Budget Data Analysis

Vendor Cost Integration Tool

Component Cost Breakdown

Requirements

Real-Time Cost Analysis

Customizable Budget Templates