LeaseLink

Smart Setup

Automatically detects property specifics to instantly configure LeaseLink settings. This feature minimizes manual input and accelerates the setup process, allowing users to quickly transition to managing their property with ease and confidence.

Requirements

Property Auto-Detection

"As a property manager, I want the system to auto-detect property details so that I can quickly set up my property without spending time on manual entry."

Description

The system should automatically detect key property details such as address, unit numbers, and lease dates by integrating with external databases or parsing input documents. This significantly reduces manual input and ensures data consistency within the overall product ecosystem, enabling LeaseLink to streamline lease management through accurate data capture.

Acceptance Criteria

Document Upload Auto-Detection

Given a property document is uploaded by a user, when the system processes the document, then the system should auto-detect and extract key details such as address, unit numbers, and lease dates accurately.

External Data Integration Detection

Given the system connects to an external database, when a property record matches an external data query, then the system should automatically fetch and update the corresponding property details ensuring consistency.

Verification of Auto-Detected Data

Given a property’s auto-detected details are displayed on the dashboard, when a user cross-checks the information, then the system should allow a seamless confirmation or manual override to ensure data accuracy.

Dynamic Configuration Settings

"As a property manager, I want dynamic configuration settings so that the platform adapts automatically to my property's characteristics without extensive manual setup."

Description

Implement a dynamic configuration module that leverages detected property specifics to automatically adjust platform settings such as lease terms, payment schedules, and alert preferences. This integration ensures that each property's unique characteristics are accommodated, reducing set-up time and potential errors during initial configuration.

Acceptance Criteria

Initial Setup Dynamic Adjustment

Given a new property is added with specific attributes, When the user completes property data input, Then the system should automatically set lease terms matching the property specifications.

Automated Payment Schedule Configuration

Given detailed property payment cycle information, When the Smart Setup feature runs, Then the system should dynamically configure payment schedule settings based on the detected property attributes.

Alert Preference Customization

Given property-specific alert requirements are provided, When the property specifics are analyzed by the dynamic configuration module, Then the platform must adjust alert preferences automatically according to the property’s needs.

Real-Time Analytics Integration

Given that the configuration module updates the platform settings, When users access the personalized dashboard, Then the real-time analytics should accurately reflect the dynamically configured lease terms, payment schedules, and alert preferences.

Error Handling on Configuration Mismatch

Given an inconsistency or missing data in the detected property specifics, When the dynamic configuration module processes the information, Then the system should display an appropriate error message and revert to default configuration settings.

User Confirmation Interface

"As a property manager, I want to review and adjust the detected details so that I can verify and customize the configuration to better fit my property's requirements."

Description

Develop a user-friendly interface that displays the automatically detected property details and configuration settings, allowing property managers to review, confirm, or edit information as needed. This interface will ensure transparency in the automated process and provide control over any discrepancies that may arise.

Acceptance Criteria

Detected Property Overview

Given the automatically detected property details are available, when the user navigates to the User Confirmation Interface, then all relevant details (such as address, property type, and key features) are clearly displayed.

Editable Property Details

Given the displayed property details, when the user clicks the edit option, then the corresponding fields become editable, allowing the user to update values as needed.

Confirmation of Settings

Given that the user has reviewed the displayed information, when the confirm button is clicked, then the system should save the settings and display a confirmation message indicating success.

Error Handling on Incomplete Data

Given potential discrepancies or missing information, when the user reviews the details, then the system should highlight errors and prompt for necessary corrections.

Responsive Interface Performance

Given the interface is used on various devices, when the user accesses the confirmation interface, then the layout should adapt responsively while maintaining functionality and clarity.

Real-Time Analytics Integration

"As a property manager, I want to see real-time analytics during setup so that I can quickly identify and resolve any discrepancies in the auto-configuration process."

Description

Integrate real-time analytics into the smart setup feature to monitor the accuracy and efficiency of property auto-detection and dynamic configuration processes. This module will offer feedback and performance metrics, enabling prompt issue resolution and continuous improvement of the automated setup.

Acceptance Criteria

Auto-detection Efficiency

Given a new property is added, when Smart Setup runs, then the real-time analytics module must confirm with at least 90% accuracy the auto-detected property specifics and measure processing time under 5 seconds.

Dynamic Configuration Feedback

Given dynamic configuration is executed, when system applies property-specific settings, then real-time analytics should display current performance metrics and log any errors with detailed information for prompt review.

Real-time Dashboard Analytics

Given the Smart Setup is completed and the user logs into the dashboard, when the user navigates to the analytics section, then the dashboard shall present up-to-date performance metrics and configuration accuracy feedback in real-time.

Error Notification and Resolution

Given a configuration error occurs during auto-detection, when the error is detected, then real-time analytics should trigger an alert and provide actionable insights for resolution within one minute.

Continuous Improvement Analytics

Given ongoing use of the Smart Setup feature, when analytics data is collected over time, then the system should aggregate metrics to enable trend analysis and provide recommendations for continuous process improvement.

Guided Tour

Offers an interactive, step-by-step tour that walks users through essential functionalities. This feature has contextual tool-tips and best practices, ensuring that new users understand LeaseLink's powerful features and can maximize its potential from day one.

Requirements

Tour Start Button

"As a new property manager, I want an easily accessible tour initiation button so that I can start the guided introduction without any hassle."

Description

Implement a prominent guide start button on the LeaseLink dashboard that initiates the interactive guided tour. This button should be intuitive, highly visible, and seamlessly integrated with the dashboard layout to ensure new users can quickly access the tour. The design should align with LeaseLink’s brand and provide a smooth entry point into the onboarding experience, reducing user confusion and expediting learning.

Acceptance Criteria

Dashboard Visibility

Given a new LeaseLink user is on the dashboard, when the dashboard loads, then the Tour Start Button must be prominently visible in the top layout area.

Button Functionality

Given a user clicks the Tour Start Button, when the click event is triggered, then the interactive guided tour starts seamlessly.

UI Consistency

Given the LeaseLink brand guidelines, when the Tour Start Button is rendered on the dashboard, then its design (color, text, iconography) aligns with the established brand style.

Accessibility Compliance

Given accessibility requirements, when the Tour Start Button is displayed, then it must include proper aria-labels, tab-index, and sufficient contrast according to WCAG standards.

Error Handling

Given a failure in initiating the guided tour, when a user clicks the Tour Start Button, then an informative error message must display and the system should recover gracefully.

Contextual Tool-tips

"As a new user, I want tool-tips that provide additional guidance relevant to the current context so that I can better understand and utilize LeaseLink’s features."

Description

Develop contextual tool-tips that appear during each step of the guided tour to offer actionable insights and best practices. These tool-tips should be dynamic, updating based on the user’s current context, and should provide precise information without obstructing the main interface. This ensures users receive just-in-time help as they navigate through LeaseLink’s key functionalities.

Acceptance Criteria

Interactive Step Welcome

Given a new user starts the guided tour, when the user navigates to the first step, then a dynamic contextual tool-tip should appear that explains the feature along with actionable insights.

Context Sensitive Tool-tip Update

Given a user changes context within an ongoing guided tour, when the user switches features or navigates to a new screen, then the contextual tool-tip content should update to provide relevant, actionable insights without blocking the main interface.

Tool-tip Non-Intrusiveness

Given a user is interacting with the primary interface while the guided tour is running, when a contextual tool-tip appears, then it should not obstruct critical elements of the main interface and should allow the user to interact with those elements seamlessly.

Step-by-Step Navigation

"As a new user, I want to navigate through the tour in a step-by-step manner so that I can pace my learning and grasp LeaseLink’s functionalities at my own speed."

Description

Establish a step-by-step navigation framework within the guided tour that allows users to progress sequentially through LeaseLink’s essential features. The system should incorporate forward, back, and skip options, and provide visual indicators of progress, ensuring that users can control the pace of their onboarding experience. This structured navigation will enhance clarity and improve user engagement.

Acceptance Criteria

Start Guided Tour

Given a new user onboarding session, when the guided tour starts, then the system displays a welcome screen with an introduction and a 'Start Tour' option.

Step Completion and Progress Indicator

Given a user in the guided tour, when they complete each navigation step, then a visual progress indicator updates to reflect their current position in the tour.

Navigation Control Buttons

Given a user navigating the guided tour, when they access navigation controls, then the system provides forward, back, and skip options that function correctly.

Flexible Navigation Actions

Given a user using the skip option, when they choose to skip a step, then the tour correctly logs the step as skipped and navigates to the next appropriate step.

User Feedback and Onboarding Completion

Given a user who has navigated through the entire tour, when the tour is completed, then the system displays a confirmation message with next steps or options to revisit previous steps if needed.

Personalized Tour Experience

"As a property manager, I want the tour to be personalized to my specific needs and usage patterns so that I receive guidance that’s most relevant to my daily operations."

Description

Integrate personalization into the guided tour by tailoring content to the user’s role, behavior, and past interactions. This feature should dynamically adjust the tour content to highlight the most relevant functionalities and best practices based on user data, thereby enhancing engagement and ensuring that the information is appealing and useful to each property manager.

Acceptance Criteria

Role-Based Content Display

Given a property manager logs in with a defined role, when the guided tour is launched, then the system must display personalized content aligned with that role.

Behavior-Driven Content Adjustment

Given a property manager’s interaction history is recorded, when the guided tour is initiated, then the tour should dynamically adjust its steps to emphasize frequently used functionalities.

Personalized Data Integration

Given the availability of user-specific data, when a guided tour begins, then the system should retrieve and incorporate this data to highlight the most relevant best practices and functionalities.

Contextual Feedback Loop

Given that the tour experience is complete, when the user submits feedback, then the system must capture and analyze the feedback to refine future personalized tour content.

Tour Progress Persistence

"As a busy user, I want my guided tour progress to be saved so that I can pause and resume it at my convenience without starting over."

Description

Develop a mechanism that saves the user's progress within the guided tour, allowing users to pause and resume without losing their place. This functionality should securely store progress data and provide reminders to complete the tour if it has been left unfinished, ensuring continuous engagement and a seamless user experience.

Acceptance Criteria

Pause and Resume Tour

Given a user is in the middle of the guided tour, when they close the tour or navigate away, then the system must automatically save their current progress and allow them to resume from the same point when they return.

Automated Tour Reminder

Given a user has not resumed their paused tour for 48 hours, when they log into LeaseLink, then the system should display a reminder prompt to encourage them to complete the tour.

Secure Storage of Tour Progress

Given that tour progress is being saved, when the progress data is stored, then it must be securely encrypted and accessible only to the authenticated user.

Personalized Dashboard

Creates a custom dashboard tailored to each user's property details and preferences during onboarding. This enables immediate access to relevant analytics and insights, empowering property managers to make informed decisions faster.

Requirements

Real-Time Analytics Display

"As a property manager, I want to view real-time analytics on my dashboard so that I can make informed decisions quickly and effectively."

Description

Integrate dynamic data visualization into the personalized dashboard to showcase real-time analytics on lease performance, rent collection trends, and property occupancy rates. This requirement emphasizes the seamless integration of live data feeds, ensuring that property managers have instant access to actionable insights that are crucial for decision-making and operational efficiency.

Acceptance Criteria

Dashboard Real-Time Data Initialization

Given that a property manager logs into the personalized dashboard, when the dashboard loads, then the real-time analytics section must display lease performance, rent collection trends, and occupancy rates with a data refresh interval of no longer than 60 seconds.

Live Analytics Update

Given that new data is available on lease performance or rent collection, when the live feed is triggered, then the personalized dashboard should automatically update the analytics widgets without requiring manual refresh.

Accuracy Assurance for Real-Time Analytics

Given that data is ingested from multiple sources, when the data is processed and visualized, then the analytics displayed must achieve a minimum accuracy threshold of 99.5% compared to source data.

Responsive Design Analytics Display

Given that a property manager accesses the dashboard on any device, when viewing the real-time analytics section, then the visualizations must dynamically adjust and remain interactive with all data clearly visible.

Analytics Data Feed Error Handling

Given that there is a disruption in the live data feed, when the system detects an error, then an informative error message must be displayed and fallback to the most recent cached data until the live feed is restored.

Customizable Layout and Widgets

"As a property manager, I want to customize my dashboard layout so that I can focus on the metrics that matter most to my property management needs."

Description

Develop a flexible and modular dashboard layout that allows users to personalize widget placement, size, and content based on their individual property details and preferences. This requirement aims to offer a tailored user experience, enabling property managers to prioritize key metrics and customize their dashboards to highlight the most relevant information for their operations.

Acceptance Criteria

Widget Drag-and-Drop

Given the dashboard is in edit mode, when a user drags a widget to a new position, then the widget should reposition and persist its new location across sessions.

Widget Resizing

Given the dashboard layout, when a user resizes a widget, then the widget's dimensions should update immediately and be saved for subsequent logins.

Widget Addition and Removal

Given a customizable dashboard, when a user adds or removes a widget, then the changes should reflect instantly with a confirmation prompt and persist on refresh.

Custom Content Configuration

Given an individual widget, when a user customizes the widget’s content settings, then the widget should display relevant data based on the defined preferences.

Responsive Design Adaptation

Given different device resolutions, when a user accesses the dashboard, then the layout and widget sizes should adjust dynamically to provide an optimal viewing experience.

Responsive User Interface

"As a property manager, I want a responsive dashboard that works seamlessly across all my devices so that I can manage my properties from anywhere."

Description

Ensure that the personalized dashboard is optimized for multiple devices including desktops, tablets, and smartphones. This requirement focuses on developing a responsive design that maintains clarity, accessibility, and usability regardless of screen size, thereby enabling property managers to access critical information on-the-go without compromise in functionality.

Acceptance Criteria

Multi-Device Dashboard Accessibility

Given a user logs into the personalized dashboard on a desktop, tablet, or smartphone, when the dashboard loads, then all elements must be visible, accessible, and fully functional irrespective of the device.

Responsive Layout Adjustment

Given a user resizes their browser window or rotates their mobile device, when the layout adjusts, then all dashboard components should reflow appropriately without overlapping or truncation.

Performance Consistency Across Devices

Given a property manager interacts with key features like data filtering or navigation on various devices, when these functions are executed, then the performance and response time should remain consistent and within acceptable limits.

Touch and Mouse Interaction Consistency

Given a user engages with interactive elements using both touch inputs on mobile devices and mouse inputs on desktops, when actions such as clicking, swiping, or tapping occur, then each interaction should be accurately registered and function seamlessly.

Accessibility Across Resolutions

Given users access the dashboard on devices with various screen resolutions, when the interface is rendered, then all text and interactive components must be legible, proportionate, and meet accessibility standards.

Secure Access and Role-Based Permissions

"As a property manager, I want secure access to my personalized dashboard with role-based permissions so that I can ensure sensitive data is protected and only accessible to authorized personnel."

Description

Implement robust security measures for the personalized dashboard by integrating role-based access control and secure data encryption. This requirement ensures that users can only access data pertinent to their roles while preserving the confidentiality and integrity of sensitive information, thus enhancing trust and compliance with data protection standards.

Acceptance Criteria

RoleBasedDataAccess

Given a user with a defined role logs into the personalized dashboard, when they access the system, then they must only view data and analytics pertinent to their assigned role.

DataEncryptionVerification

Given that sensitive data is transmitted between the client and server, when any communication occurs, then all data must be encrypted using industry-standard encryption protocols.

UnauthorizedDataAccessPrevention

Given an attempt to access role-restricted sections by a user without proper authorization, when the access is attempted, then the system must deny the access and provide an appropriate error message.

AuditTrailLogging

Given any access or modification of data within the dashboard, when the event occurs, then a detailed audit log entry must be created with user identity, action performed, and timestamp.

InactivitySessionTimeout

Given a user session with inactivity exceeding the predefined timeout period, when the inactivity threshold is reached, then the system must automatically log out the user to secure data.

One-Click Migration

Facilitates a seamless transition by allowing users to migrate existing lease data with a single click. It reduces manual entry and errors, streamlining the setup process and enabling property managers to focus on operational efficiency with fewer interruptions.

Requirements

Automated Data Extraction

"As a property manager, I want the system to automatically extract and map my lease data so that I can transfer records quickly without manual re-entry."

Description

The requirement involves creating a module that automatically extracts existing lease data from various formats such as CSV, Excel, or proprietary systems with minimal manual input. It will detect lease details, map fields to the target LeaseLink format, and highlight mismatches for correction, ensuring accuracy and reducing manual work.

Acceptance Criteria

Valid File Format Extraction

Given a CSV, Excel, or proprietary file is uploaded, when the migration process is initiated, then the module must extract data without errors from all supported file formats.

Field Mapping Accuracy

Given valid lease data, when the extraction process executes, then every extracted lease field must be mapped accurately to the target LeaseLink field with 100% precision.

Mismatch Highlighting

Given a file with discrepancies, when the extraction is performed, then any mismatched or incomplete lease details should be clearly flagged with precise error messages for correction.

Real-time Processing Speed

Given a lease data file under 10MB, when the extraction is executed, then the process must complete within 30 seconds under normal system conditions.

Minimal Manual Intervention

Given an automated data extraction process, when parsing lease files, then manual interventions should be required for less than 5% of the total fields processed.

Single-Click Data Import

"As a property manager, I want a single-click migration feature that seamlessly transfers all my lease data so that I can begin using LeaseLink without extensive setup."

Description

This requirement focuses on developing a one-click interface that initiates the complete migration process. It includes validation of lease data, real-time progress indicators, and confirmation notifications upon successful migration. This streamlines setup and enhances user experience by eliminating complex multi-step processes.

Acceptance Criteria

Basic Migration Initiation

Given the property manager clicks the 'Single-Click Data Import' button, When the process is initiated, Then the system must validate the lease data and display a real-time progress indicator.

Migration Progress Monitoring

Given the migration process is underway, When the system processes the lease data, Then live progress updates should be visible until the migration is complete.

Data Validation and Error Handling

Given the possibility of invalid lease records, When errors are detected during migration, Then the system should provide clear error messages and prevent faulty data from being imported.

Successful Migration Confirmation

Given that lease data is correctly validated and imported, When the process completes, Then the system must display a confirmation notification along with a summary of the imported records.

Migration Error Reporting

"As a property manager, I want clear error logs during migration so that I can quickly identify and resolve issues to maintain data integrity."

Description

This requirement entails implementing robust error detection and reporting mechanisms during the migration process. It should capture and log any issues encountered, present clear error messages, and provide suggestions for resolution, thereby enhancing troubleshooting and ensuring smooth data migration.

Acceptance Criteria

Detecting Data Field Mismatch Error

Given a data field mismatch during migration, when the system detects the discrepancy, then it must log the error with details (error code, timestamp, and field information) and display a user-friendly error message with corrective recommendations.

Database Connection Error Reporting

Given a failure in database connectivity during migration, when the connection error occurs, then the system must log the error with technical details and inform the user with a clear message advising to check network settings or retry the process.

Migration Timeout Error Detection

Given a migration time-out, when the migration process exceeds the predefined time threshold, then the system must log the timeout error and notify the user with an error message that includes retry options.

Partial Migration Failure Reporting

Given a scenario where certain data elements fail during migration, when partial failures occur, then the system must aggregate the error details into a summary report and alert the user with options to retry or review the failed entries.

Non-Critical Error Logging with Successful Migration

Given that non-critical errors occur during migration, when such errors are encountered, then the system must log these errors without stopping the migration process and display a summary dashboard listing warnings with suggested resolution steps.

Data Integrity Check

"As a property manager, I want the system to verify my data after migration so I can be confident that all lease records are accurately transferred."

Description

Develop a verification module that performs automated cross-checks between the original and migrated lease data to ensure accuracy and completeness. This verification process will generate a report highlighting any discrepancies and confirming data integrity post-migration.

Acceptance Criteria

Initial Data Integrity Check for Migration

Given a user initiates a one-click migration, when the process completes, then the verification module automatically cross-checks the original and migrated lease data to ensure at least a 99% match and confirms data integrity.

Automated Report Generation Upon Migration Completion

Given the migration process has finished, when the verification module runs, then a detailed report is generated outlining matched records and discrepancies between the original and migrated data.

Error Handling during Data Integrity Verification

Given discrepancies in lease data are detected, when the verification module performs the cross-check, then the system flags each error with a specific code and provides remediation suggestions in the report.

Real-time Dashboard Update with Data Integrity Status

Given the verification module completes the data integrity check, when the report is generated, then the system updates the personalized dashboard with a real-time integrity status indicator including success or failure notifications.

User-Initiated Re-check of Data Integrity

Given a user initiates a re-check, when the verification module is re-triggered, then the system re-validates all migrated data and refreshes the report with current integrity status, highlighting any new discrepancies.

Migration Rollback System

"As a property manager, I want the ability to rollback the migration if errors occur so that I can revert to the original data and avoid business disruptions."

Description

This requirement involves designing and implementing a rollback feature that enables users to revert the migration process if critical errors are detected. It will backup existing data before migration begins, ensuring that users can restore their original data state to prevent disruptions.

Acceptance Criteria

Pre-Migration Data Backup

Given the user initiates the data migration process, When the migration starts, Then the system must automatically create a complete backup of existing lease data and notify the user of a successful backup.

Migration Rollback Trigger

Given that a critical error is detected during migration, When the error threshold is exceeded, Then the system must automatically trigger the rollback process to restore the original data state and alert the user.

User Rollback Confirmation

Given that the rollback process is available, When the user views the migration dashboard post-error, Then a clear and concise rollback confirmation prompt should be displayed, allowing the user to proceed with or cancel the rollback.

Data Integrity Verification Post Rollback

Given that a rollback has been executed, When the data integrity check is initiated, Then the system must verify that the restored data matches the pre-migration backup exactly, flagging any discrepancies.

Error Logging and Reporting

Given that errors occurred during the migration process, When a rollback is initiated, Then the system must log all error details and generate a comprehensive report accessible via the admin dashboard.

Compliance Kickstart

Incorporates compliance checks during the onboarding process to ensure that all lease records and documentation meet regulatory standards from the start. This proactive feature helps minimize future compliance risks and ensures accurate, reliable record-keeping.

Requirements

Automated Compliance Validator

"As a property manager, I want automated document validation during lease onboarding so that I can ensure compliance with regulatory standards and reduce manual verification efforts."

Description

An automated system that scans and validates lease documentation during onboarding. It leverages built-in compliance rules and regulatory standards to ensure every lease is accurately processed. The system flags discrepancies, enforces mandatory fields, and minimizes error risks, ensuring that all documents meet current legal requirements. By integrating seamlessly with the onboarding workflow of LeaseLink, it supports property managers by reducing manual oversight and potential non-compliance, aligning with the proactive compliance strategy of the product.

Acceptance Criteria

Automated Document Scanning

Given a lease document is uploaded during onboarding, when the document is scanned, then it must be automatically validated against the defined compliance rules and flag any discrepancies.

Mandatory Field Verification

Given a lease document is submitted, when it is processed by the system, then all mandatory fields must be present and any missing fields should trigger an error message.

Real-Time Compliance Alert

Given the system detects a compliance issue during document validation, when discrepancies are identified, then an immediate alert must be displayed on the property manager's dashboard.

Integration with Onboarding Workflow

Given a lease document has been validated, when the onboarding process continues, then the compliance results must be seamlessly integrated into the overall workflow for further action.

Data-Driven Compliance Reporting

Given the lease documentation has been processed, when a compliance report is generated, then it must accurately summarize the status of all validations with actionable insights.

Dynamic Regulatory Updates

"As a property manager, I want the system to automatically update its compliance rules so that I can be confident my lease documentation is always aligned with the latest regulations."

Description

This requirement introduces a dynamic system to automatically update compliance rules within LeaseLink based on changing regulatory standards. It pulls from authoritative sources to ensure that the database of rules remains current, automatically adjusting validation criteria in real-time. This integration enhances the reliability of compliance checks, ensuring that property managers always adhere to the latest legal requirements without manual intervention.

Acceptance Criteria

Real-Time Regulatory Updates

Given that the compliance database is active, when a regulatory change is detected from an authoritative source, then the system should automatically update the compliance rules and validation criteria in real-time.

Automated Source Sync

Given multiple authoritative sources are configured, when the system polls these sources periodically, then it shall retrieve and import the latest regulatory changes without manual intervention.

Error Handling in Updates

Given potential connectivity or data integrity issues, when an update error occurs, then the system should log the error, notify administrators, and revert to the last stable configuration.

User Notification on Compliance Update

Given a regulatory update has been applied, when the update process is successful, then the property manager dashboard should display a notification summarizing the changes and their compliance implications.

Automated Testing of Rule Changes

Given new compliance rules have been applied, when simulated lease records are processed, then the system should validate the records against the updated rules to ensure full compliance.

State-Specific Compliance Checks

"As a property manager responsible for properties in different states, I want state-specific compliance checks so that I can ensure all lease agreements adhere to both federal and local regulations."

Description

This requirement focuses on developing state-specific compliance modules that tailor validation processes based on local legislation and regional differences. It provides flexibility to include local mandates and exceptions within the compliance check, ensuring that documentation is not only standardized globally but also meets local legal stipulations. This feature alleviates the burden of compliance complexity for property managers overseeing multi-state lease operations.

Acceptance Criteria

Initial Onboarding Compliance Validation

Given a property manager initiating lease entry from a specific state, when the system processes the lease documentation, then it must trigger state-specific compliance checks and flag any missing or invalid regulatory data.

Real-time State-Specific Error Alerts

Given a lease document submission with potential non-compliance issues, when the compliance check runs, then the system should display real-time, state-specific error notifications to the user.

Compliance Exception Handling

Given a lease record that includes regulatory exceptions for certain regions, when the document is processed, then the system must recognize and apply the local exceptions without triggering false error alerts.

Automatic Update for Regulation Changes

Given an update in state-specific legislation, when the LeaseLink compliance module is refreshed, then it must automatically update validation rules to reflect the latest regulatory requirements.

Audit Trail for Compliance Checks

Given a lease process over multiple states, when a compliance check is executed, then the system should log detailed state-specific compliance results and any modifications or overrides in an audit trail.

Compliance Analytics Dashboard

"As a property manager, I want a real-time compliance dashboard so that I can monitor the status of lease documentation and quickly identify any compliance issues that require attention."

Description

A comprehensive dashboard feature that provides real-time analytics on compliance status, highlighting key metrics and potential issues in lease documents. The dashboard offers visual insights and detailed reports allowing property managers to monitor compliance trends and track any exceptions or flagged issues over time. This capability empowers users with data-driven insights to preempt compliance risks and improve overall lease management.

Acceptance Criteria

Real-time Compliance Monitoring

Given the dashboard is accessed, when compliance data is updated, then the dashboard displays real-time analytics including key compliance metrics and flagged documents.

Alert Generation for Compliance Exceptions

Given a lease document fails a compliance check, when the document is processed, then the dashboard automatically highlights the document and triggers an alert notification.

Visualization of Compliance Metrics

Given multiple compliance metrics are available, when the dashboard loads, then it must display these metrics in clear, graphical formats such as charts and graphs for easy analysis.

Drill-down Details for Compliance Insights

Given a flagged compliance issue appears on the dashboard, when a user clicks on the alert, then the dashboard provides detailed drill-down reports outlining the compliance issue, document history, and suggested actions.

Live Metrics Feed

Provides real-time updates on financial performance and occupancy statistics, allowing managers to monitor property health instantly. This feature enables quick decision-making, ensuring that data is always current and empowering users to act immediately on emerging trends.

Requirements

Real-Time Data Refresh

"As a property manager, I want my dashboard to automatically update with real-time data so that I can monitor property performance and act quickly on any changes."

Description

Implement real-time data refresh capability for the Live Metrics Feed so that financial performance and occupancy statistics are updated instantly. This ensures that property managers are always working with the most current data, reducing delays and enabling immediate action on emerging trends.

Acceptance Criteria

Real-Time Dashboard Monitoring

Given that a property manager is logged into LeaseLink and viewing the Live Metrics Feed, when new financial or occupancy data is available, then the dashboard should automatically update with the latest information without requiring a manual refresh, within 1 second.

Instant Data Update on Metrics Feed

Given that the system receives updated lease or rent data, when this data is processed, then the Live Metrics Feed must reflect the update immediately and accurately, ensuring no data loss or delay.

Real-Time Alert Triggering

Given that significant changes occur in financial performance or occupancy statistics, when such changes exceed predefined thresholds, then an alert should be triggered and displayed on the dashboard within 2 seconds.

Metrics Visualization Dashboard Integration

"As a property manager, I want a visually engaging dashboard that clearly represents all key performance indicators so that I can quickly assess the health of my properties."

Description

Integrate visual analytics into the Live Metrics Feed by displaying key metrics such as rent collection, occupancy rates, and financial performance in dynamic graphs and charts. This enhances data clarity, making it easier for property managers to understand current performance and historical trends at a glance.

Acceptance Criteria

Real-Time Graph Update

Given the integration with the Live Metrics Feed, when real-time data is updated, then the metrics visualization graphs and charts must display updated information within 5 seconds.

Dynamic Graph Interaction

Given a property manager interacting with the dashboard, when the user clicks or hovers over a graph or chart, then detailed metrics must be displayed in a tooltip with information on rent collection, occupancy rates, and financial performance.

Historical Trend Visualization

Given the need to review past performance, when a property manager selects a historical time range, then the dashboard must dynamically update to present clear visual representations of key metrics over that period.

Responsive Dashboard Layout

Given the variety of devices used to access the dashboard, when a property manager accesses the metrics visualization dashboard from any supported device, then the graphs and charts must adjust responsively to maintain clarity and functionality.

Alerts & Notifications Mechanism

"As a property manager, I want to receive notifications for critical changes in my property's performance so that I can address potential issues immediately."

Description

Implement an alerts and notifications system that triggers real-time notifications for any critical changes in occupancy rates or financial metrics. This will allow property managers to be instantly aware of significant shifts, enabling proactive management and timely intervention when issues arise.

Acceptance Criteria

Threshold Trigger Notification

Given occupancy or financial metrics cross predefined thresholds, when the metric value is detected, then the system triggers a real-time notification alert to the property manager.

Notification Delivery on Mobile Devices

Given a critical alert is triggered, when the system processes the event, then the alert is delivered simultaneously to the user's registered mobile app and email in real-time.

Real-Time Dashboard Alert Integration

Given a critical event occurs, when the event is processed, then the live metrics dashboard displays a prominent alert indicator along with updated metrics.

Alert History Tracking

Given alerts are triggered, when a property manager accesses the notification history, then the system presents a chronological log that includes timestamps, alert details, and statuses.

User Acknowledgment of Alerts

Given a critical alert notification is visible, when the property manager acknowledges the alert, then the system marks the alert as read and records the acknowledgment with a timestamp.

Historical Data Comparison

"As a property manager, I want to compare real-time data with historical trends so that I can identify patterns and make more informed strategic decisions."

Description

Develop a feature that allows property managers to compare current real-time metrics with historical data. By overlaying past performance trends with current analytics, this function will help identify seasonal variations, evaluate long-term improvements, and inform strategic planning.

Acceptance Criteria

Dashboard Live Data Comparison

Given that the property manager is logged in and viewing the dashboard, when they toggle the 'Historical Comparison' feature, then the system overlays historical trends on the current real-time metrics display.

Seasonal Trend Analysis

Given that historical seasonal data is stored in the system, when the manager selects a specific season from the historical data filter, then the dashboard displays the seasonal trend comparison with current analytics accurately.

Long-term Performance Evaluation

Given that long-term historical performance data exists, when the manager selects a custom date range for comparison, then the system generates a visualization that aligns historical trends with current data for analysis.

Responsive Data Updates

Given that real-time data updates continuously, when the historical data comparison mode is activated, then both current and historical data visualizations refresh synchronously within 2 seconds to reflect the most recent values.

Error Handling in Data Comparison

Given that historical data may be incomplete or contain errors, when the system detects inconsistencies during the comparison, then it displays an error message and a fallback visualization using available valid data.

Dynamic Alert System

Delivers real-time notifications based on personalized thresholds for occupancy and financial metrics. Managers receive immediate alerts on critical changes, ensuring proactive responses to market shifts while enhancing operational efficiency.

Requirements

Personalized Threshold Configuration

"As a property manager, I want to set custom thresholds for occupancy and financial metrics so that I can tailor notifications to the specific needs of my properties and improve decision-making."

Description

This requirement allows property managers to define and customize specific occupancy and financial thresholds, ensuring that alerts are triggered based on unique conditions that match their portfolio's performance metrics. It integrates seamlessly with the LeaseLink dashboard, providing precise control over alert parameters to reduce false positives and keep managers informed with critical, actionable data.

Acceptance Criteria

Threshold Setup Configuration

Given a property manager accesses the personalized threshold configuration, When they input valid occupancy and financial thresholds and save them, Then the system stores the configuration and displays a success confirmation.

Real-Time Alert Validation

Given real-time property metrics updates, When the entered thresholds are breached, Then the system triggers immediate alerts on the LeaseLink dashboard and sends push notifications.

Dashboard Integration Functionality

Given the thresholds are configured, When the property manager views the LeaseLink dashboard, Then the configured thresholds along with associated alert statuses are accurately displayed and updated in real-time.

Error Handling in Threshold Input

Given a property manager inputs an invalid threshold value, When the threshold is submitted, Then the system detects the error and displays a clear error message prompting correction.

Real-Time Notification Engine

"As a property manager, I want to receive real-time notifications on threshold breaches so that I can address issues promptly and maintain efficient property operations."

Description

This requirement focuses on developing a robust notification engine that immediately processes and sends alerts once the defined thresholds are breached. The engine must deliver timely alerts through multiple channels (in-app, email, SMS), ensuring that managers receive prompt updates. It is designed to integrate tightly with the existing dashboard for real-time analytics, providing quick and informed operational responses.

Acceptance Criteria

Threshold Breach Alert

Given that any personalized threshold (occupancy or financial metric) has been breached, when the breach is detected, then the notification engine should trigger an immediate alert.

Multi-Channel Notification Delivery

Given that an alert is triggered, when the notification engine processes it, then alerts should be sent via all configured channels (in-app, email, SMS) within 5 seconds.

Dashboard Integration Alert

Given that an alert is triggered, when the notification is displayed on the dashboard, then the dashboard should update in real-time with the alert details and relevant analytics.

Real-Time Analytics Update

Given that an alert has been sent, when the event occurs, then the system analytics must reflect the triggered alert parameters within 10 seconds.

Alert Logging and Audit

Given that an alert is processed, when it is generated, then the system must log the alert details (timestamp, channel, threshold breached) and be retrievable via an audit trail in the dashboard.

Alert History and Reporting Module

"As a property manager, I want to access a detailed log of past alerts so that I can analyze trends and evaluate the effectiveness of my notification settings over time."

Description

This requirement involves building a historical alert log along with a reporting module that allows managers to review past notifications, analyze trends, and generate reports for strategic decision-making. The module will offer filtering, search, and export capabilities, providing a comprehensive view of alert patterns over time to enhance operational insights and long-term planning.

Acceptance Criteria

Alert Log Filtering

Given the alert history module is accessed, when the manager applies filters by date, occupancy thresholds, or financial metrics, then only matching alerts should be displayed.

Search Functionality in Alert History

Given the alert history module is accessed, when the manager enters a search keyword, then the system should display alerts that contain the matching keyword.

Export Alert Reports

Given the alert reporting module is accessed, when the manager selects the export option, then a report in CSV or PDF format containing the filtered alert data should be generated.

Real-Time Alert Log Update

Given that new alerts are generated based on dynamic thresholds, when the alert conditions are met, then the live alert log should update within 60 seconds with accurate alert data.

Trend Analysis Visualization

Given the reporting module is accessed, when a manager selects a specific time frame, then the system should generate a visual chart displaying alert trends to support strategic decision-making.

Renewal Predictor

Utilizes historical data and current trends to forecast lease renewals accurately. This feature aids managers in planning ahead, minimizing vacancies, and optimizing occupancy strategies by highlighting potential renewal windows.

Requirements

Historical Data Integration

"As a property manager, I want integrated historical data so that I can trust the accuracy of lease renewal forecasts and make informed decisions based on reliable past trends."

Description

Integrate historical lease data and current trends into the Renewal Predictor. This requirement involves collecting, cleaning, and merging data from various legacy systems to ensure a comprehensive dataset that serves as the foundation for accurate predictive analytics within LeaseLink.

Acceptance Criteria

Data Collection Validation

Given historical lease data from legacy systems exists, when the integration process is executed, then the system should successfully collect and store all available data.

Data Cleaning and Normalization

Given raw historical data is collected, when the cleaning process is initiated, then the system should remove duplicate records and normalize the data into a consistent, predefined format.

Data Merging Process

Given cleaned data from multiple sources, when the merger process is initiated, then the system must accurately combine the data into a single, comprehensive dataset without any loss or corruption.

Data Accuracy Verification

Given a merged dataset, when historical trends are analyzed for predictive analytics, then the model should show at least 95% alignment with known historical patterns and trends.

Real-Time Data Update Integration

Given the integration of historical data with current trend data, when new data is received, then the predictive analytics dashboard should update in real-time with a delay of no more than 2 minutes.

Predictive Analytics Engine

"As a property manager, I want accurate lease renewal predictions so that I can proactively manage occupancy and reduce vacancies."

Description

Develop a robust predictive analytics module that leverages machine learning algorithms to forecast lease renewals. This feature will analyze patterns from historical and current data, fine-tune prediction parameters, and deliver actionable insights, forming the core of the Renewal Predictor.

Acceptance Criteria

Historical Data Analysis

Given a set of historical lease data, when the predictive analytics engine processes this data, then it must identify lease renewal trends with an accuracy of at least 90%.

Real-Time Analytics Dashboard

Given the current lease statuses, when the engine integrates real-time data, then it should update the dashboard with predicted renewal insights within 2 minutes of new data input.

Prediction Parameter Tuning

Given varying data patterns in lease renewals, when the engine auto-tunes its prediction parameters, then the adjustments should ensure prediction error margins stay within a 5% threshold.

User-Driven Forecast Insights

Given a user query for predictive insights, when the query is submitted, then the engine should deliver clear and actionable renewal predictions along with an explanation of the prediction rationale.

Dashboard Visualization for Predictions

"As a property manager, I want a clear and interactive dashboard that visualizes lease renewal forecasts so that I can quickly grasp current trends and upcoming renewal opportunities."

Description

Create an intuitive dashboard component that displays renewal predictions alongside historical trends and key analytics. This visualization tool will incorporate dynamic charts and interactive elements, making it easy for users to understand and act on the insights provided by the Renewal Predictor.

Acceptance Criteria

Prediction Dashboard Overview

Given that the user navigates to the Renewal Predictor dashboard, when the dashboard loads, then the system should display a summary of renewal predictions with dynamic charts showing historical trends and potential renewal windows.

Interactive Chart Analysis

Given the presence of dynamic charts, when a user clicks on any chart element, then the system should provide detailed tooltips with underlying data points, historical context, and prediction confidence levels.

Real-Time Data Refresh

Given that new lease data or trend changes occur, when the dashboard is active, then the system should automatically refresh the displayed predictions and charts at intervals not exceeding 5 minutes to ensure up-to-date insights.

User Personalization of Dashboard

Given that a user accesses their personalized dashboard, when they modify display settings or filters, then the dashboard should update in real-time to reflect user-selected prediction insights and historical analytics.

User Notification System

"As a property manager, I want to receive timely notifications about critical lease renewal insights so that I can act quickly to mitigate vacancies."

Description

Implement a notification system that alerts property managers about upcoming renewal windows and significant changes in prediction trends. This system will support customizable alerts via email and in-app messaging, ensuring managers receive timely updates to take proactive measures.

Acceptance Criteria

Upcoming Renewal Alert Notification

Given a lease renewal window within 30 days, when the system identifies the window based on predictions, then the property manager receives both an email and an in-app alert with relevant details.

Significant Change Trend Alert

Given a significant change greater than 15% in lease renewal prediction trends, when the system detects this change, then it sends a notification via email and in-app messaging to alert the property manager.

Customizable Alert Preferences

Given a property manager updating alert preferences, when they modify settings for email and in-app notifications, then the system saves and applies these preferences accurately.

Real-Time Notification Delivery

Given a notification trigger event, when the system processes the event regardless of property manager's online status, then notifications are delivered immediately and recorded for status tracking.

Notification History Logging

Given multiple notification events over a period, when the property manager accesses the dashboard, then a comprehensive log of sent notifications with timestamps and statuses is displayed.

Parameter Adjustment and Feedback Mechanism

"As a property manager, I want to adjust prediction settings and provide feedback so that the system can continuously improve its accuracy and adapt to specific property needs."

Description

Develop an interactive component that allows property managers to adjust predictive parameters and submit feedback on forecast accuracy. This mechanism will capture user input to fine-tune the predictive models, ensuring continuous improvement and customization in the Renewal Predictor.

Acceptance Criteria

Parameter Adjustment Interface

Given the user is on the Renewal Predictor settings page, when they adjust the predictive parameters, then the system should display the updated forecast in real-time and confirm changes with a notification.

Feedback Submission Process

Given the predictive results are displayed, when the property manager submits feedback on forecast accuracy, then the system should securely record the feedback and provide immediate confirmation to the user.

Error Handling for Parameter Input

Given the property manager enters an invalid predictive parameter, when the system processes the new input, then the system should reject the request and display a clear error message outlining the correct input format.

Audit Trail for Adjustments and Feedback

Given a parameter adjustment or feedback submission, when reviewing system logs, then all changes should be recorded with accurate timestamps and user identification for traceability.

Trend Navigator

Offers interactive visualization tools that map out data trends over time. By enabling users to zoom into key performance trends, this feature helps uncover actionable insights for improved decision-making and strategic planning.

Requirements

Interactive Trend Visualizer

"As a property manager, I want an interactive trend visualizer so that I can quickly analyze shifts in rental income and occupancy rates over time."

Description

This requirement enables the creation of interactive trend visualization tools that integrate seamlessly with LeaseLink's dashboard, allowing users to dynamically explore performance trends over different time intervals. It offers a range of chart options for easily identifying key patterns, comparing performance metrics, and adjusting strategies based on real-time analytics, thereby enhancing strategic decision-making.

Acceptance Criteria

Dynamic Time Interval Selection

Given a user is on the LeaseLink dashboard, when they interact with the Interactive Trend Visualizer, then they must be able to select various time intervals (e.g., daily, weekly, monthly) and see the chart update dynamically without delay.

Multiple Chart Options Availability

Given a user has accessed the Interactive Trend Visualizer, when they choose to view performance data, then the system should offer multiple chart types (such as bar, line, and pie charts) that accurately represent the selected metrics.

Real-Time Data Integration

Given a user is viewing the trend visualizer, when real-time analytics data is updated, then the interactive charts must refresh within 5 seconds, displaying the latest data accurately.

User-Friendly Interaction

Given a user with limited technical expertise interacts with the dashboard, when navigating the visualizer tools, then the interface should provide intuitive controls, clear tooltips, and interactive legends to support effective exploration.

Zoom and Pan Controls

"As a property manager, I want to zoom and pan within trend graphs so that I can easily focus on specific periods of data and identify critical shifts in my portfolio."

Description

This requirement integrates robust zoom and pan controls into the Trend Navigator interface, allowing users to seamlessly adjust the view of trend graphs. This functionality enables granular exploration of specific time periods and performance metrics, facilitating focused and detailed analysis necessary for data-driven decisions.

Acceptance Criteria

Zoom In to Specific Date Range

Given the user is in the Trend Navigator interface and views the trend graph, When the user selects a specific date range using the zoom control, Then the graph should update to display only the data within the selected range with smooth transition.

Pan Across Trend Graph

Given the user has zoomed into a specific period, When the user clicks and drags or uses pan controls, Then the graph view should shift accordingly to reveal adjacent data while ensuring data accuracy and smooth performance.

Reset Zoom and Pan

Given the user has manipulated the zoom and pan controls, When the user triggers the reset functionality, Then the graph should revert to its initial full-view state with default settings instantaneously.

Customizable Date Range Filters

"As a property manager, I want customizable date range filters so that I can tailor my analysis to specific reporting periods or market events."

Description

This requirement introduces customizable date range filters that allow users to select specific time intervals for their trend analysis. It integrates with the visual analytics tool within the dashboard, providing tailored data perspectives and granular insights essential for optimizing decision-making and forecasting trends over selected periods.

Acceptance Criteria

Date Range Filter Visibility

Given a user on the LeaseLink dashboard when they access the Trend Navigator feature then the customizable date range filter should be clearly visible and accessible.

Valid Date Selection

Given a user interacts with the date range filter when they select a valid start date and end date then only data within the specified range should be displayed in the analytics view.

Boundary Date Inclusion

Given a user selects a date range that exactly matches the start or end dates in the dataset when the filter is applied then the system must include data corresponding to these boundary dates.

Date Range Reset Function

Given that a user has applied a custom date range when they click the reset or clear filter button then the Trend Navigator should revert to the default date range setting.

Invalid Date Handling

Given a user inputs an invalid date range (e.g., start date is after end date) when the filter is applied then the system should display an error message and prevent the filter from being executed.

Exportable Trend Reports

"As a property manager, I want to export trend reports so that I can easily share actionable insights with my team and stakeholders."

Description

This requirement enables users to export trend analysis reports in various formats directly from the Trend Navigator module. It allows the compilation, sharing, and presentation of data insights generated from custom visualizations, supporting effective communication and collaborative strategic planning with internal teams and external stakeholders.

Acceptance Criteria

Export Report in PDF Format

Given the user is on Trend Navigator, when the Export button is clicked and PDF is selected, then a properly formatted PDF containing all current trend data is downloaded.

Export Report in Excel Format

Given the user is on Trend Navigator, when the Export button is clicked and Excel is selected, then a properly formatted Excel file containing all current trend data is downloaded.

Export Report with Custom Date Range

Given a user has applied a custom date filter on Trend Navigator, when the Export button is clicked, then the exported report accurately reflects the trend data for the selected date range.

Export Report for Sharing

Given the user has exported a trend report, when the share option is selected and an email address is provided, then the report is successfully attached to an email and sent to the specified recipient.

Insightful Reports

Generates automated, tailored performance reports that aggregate critical financial and occupancy analytics. These easy-to-interpret reports empower managers to understand overall property performance at a glance, driving informed, strategic decisions.

Requirements

Automated Data Aggregation

"As a property manager, I want automated consolidation of key metrics so that I can quickly assess property performance and make informed decisions without extensive data manipulation."

Description

This requirement ensures that LeaseLink automatically collects and consolidates financial and occupancy data from diverse sources, transforming raw inputs into a coherent set of performance indicators. By integrating with the existing database and the dashboard interface, the system guarantees real-time accuracy and efficiency in report generation, significantly reducing manual intervention and potential errors.

Acceptance Criteria

Real-Time Data Aggregation

Given integration with all data sources is complete, when new financial and occupancy data is entered, then the system must automatically aggregate and update the dashboard in real time.

Accurate Data Transformation

Given raw data is collected, when the transformation algorithm processes the data, then the resulting performance indicators must match predefined accuracy thresholds with a tolerance of less than 1%.

Seamless Dashboard Integration

Given the existence of the LeaseLink dashboard, when automated data aggregation occurs, then the updated performance indicators should be instantly reflected on the dashboard without manual refresh.

Robust Error Handling and Fallback

Given potential errors during data aggregation, when an error occurs (e.g., data source unavailability or corrupted data), then the system must log the error, trigger an alert, and automatically revert to the last known accurate dataset.

Customizable Report Templates

"As a property manager, I want to customize the layout and metrics of my reports so that I can tailor the insights to my specific management style and property requirements."

Description

This feature allows users to personalize the layout, metrics, and visual presentation of performance reports, aligning reports with individual workflow needs. It facilitates seamless integration with LeaseLink’s dashboard, enabling real-time customization and filter settings, and allowing managers to focus on the most critical information relevant to their operational strategy.

Acceptance Criteria

User Customizes Template Layout

Given a user is on the report customization page, When the user selects a report template, Then the user can rearrange layout elements using drag and drop, and changes are saved in real-time.

User Selects Metrics for Report

Given a user is configuring report templates, When the user selects or deselects available metrics, Then the system updates the report preview accordingly and persists the selections for future reports.

User Configures Visual Presentation

Given a user wants to adjust visual elements, When the user chooses between different visual styles and color themes, Then the system renders a report preview reflecting the selected configurations.

Real-Time Preview Updates

Given a user is customizing a template, When adjustments are made to layout or metrics, Then the report preview updates in real-time without requiring a page refresh and shows accurate changes.

Template Integration with Dashboard

Given a user saves a customized report template, When the user navigates to the LeaseLink dashboard, Then the customizations are automatically applied to scheduled reports and are accessible via the dashboard.

Scheduled Report Generation

"As a property manager, I want to schedule reports so that I receive regular performance updates automatically, eliminating the need for manual report generation and ensuring timely insights."

Description

This requirement enables the scheduling of automated report generation at user-defined intervals, delivering timely updates directly to the manager’s dashboard. By incorporating recurring scheduling options and push notifications, the feature ensures continuous monitoring of property performance, thereby improving operational efficiency and strategic responsiveness.

Acceptance Criteria

Automated Scheduling Configuration

Given a manager sets up a custom schedule for report generation, when the configuration is submitted, then the system must display the next scheduled run time and confirm successful schedule creation.

Recurring Report Generation Execution

Given a recurring schedule is defined for the report, when the scheduled time is reached, then the system should automatically generate and deliver the report to the manager's dashboard without manual intervention.

Push Notification on Report Completion

Given a scheduled report is successfully generated, when the report is updated on the dashboard, then the system must trigger a push notification with a summary of the report's key metrics.

Error Handling on Report Generation Failure

Given a failure occurs during report generation, when the error is detected, then the system should log the error and send an error notification to the manager with actionable guidance.

Biometric Shield

Enhance security by integrating biometric authentication methods such as fingerprint and facial recognition. This feature ensures that only authorized personnel can access sensitive rent transaction data, reducing the risk of unauthorized breaches and streamlining the login process.

Requirements

Fingerprint Authentication Integration

"As a property manager, I want to log in using my fingerprint so that I can quickly and securely access LeaseLink without dealing with complex passwords."

Description

Provide seamless integration of fingerprint scanning as an authentication option within the LeaseLink system. Ensure that authorized property management personnel can easily register, enroll, and authenticate using their fingerprint data, with a secure storage mechanism that meets data privacy and regulatory standards. This module will integrate with existing user management and security protocols to reduce unauthorized access to sensitive lease and transaction data, ensuring quick, reliable, and safe access.

Acceptance Criteria

User Enrollment

Given a property management personnel has accessed the enrollment screen, When the user places their finger on the sensor, Then the system must capture, encrypt, and securely store the fingerprint to associate it with the user account.

Authentication Process

Given an enrolled user attempts to log in, When the user authenticates using their fingerprint, Then the system must verify the fingerprint match within 2 seconds and grant access upon a successful match.

Data Privacy and Storage Compliance

Given the fingerprint data is captured, When it is stored in the database, Then the system must ensure that the data is encrypted and complies with all data privacy and regulatory standards.

Facial Recognition Authentication

"As a property manager, I want to use facial recognition to log in so that I can access sensitive rent transaction data with ease and enhanced security."

Description

Develop a secure module for facial recognition that accurately identifies authorized users when accessing LeaseLink. The system should capture and process facial biometric data and integrate with backend authentication services while ensuring robustness against spoofing attempts and environmental challenges. The implementation must deliver high accuracy and efficiency under diverse conditions, enhancing both security and user convenience.

Acceptance Criteria

Successful Facial Enrollment

Given a new authorized user accessing the system, when they use the facial recognition module to enroll, then the system should capture a high quality facial image and securely store the data in the backend.

Accurate Facial Authentication

Given an authorized user with an enrolled facial profile, when they attempt to login using facial recognition, then the system must accurately match their face with a success rate of at least 98%.

Spoofing Prevention

Given an attempt to login using a photograph or video, when the system performs a facial recognition check, then it must detect the spoofing attempt, deny access, and trigger an alert to the security logging service.

Environmental Adaptability

Given varying environmental conditions such as low light or background distractions, when an authorized user attempts facial recognition login, then the system should maintain authentication accuracy of at least 95%.

Biometric Data Management & Security

"As a user, I want my biometric data to be securely handled and easily updatable so that I feel confident in the platform’s protection of my sensitive information."

Description

Develop robust data handling and security protocols for all biometric data collected, including fingerprint and facial scan information. This requirement ensures that biometric data is securely stored, encrypted, and managed to comply with data protection regulations and internal security policies. It should also provide users with the ability to update or revoke their biometric information and integrate audit trails for ongoing security reviews.

Acceptance Criteria

Biometric Data Encryption & Storage

Given biometric data is captured, when it is stored in the system, then the data must be encrypted using industry-standard encryption protocols and stored securely in designated encrypted databases.

User Biometric Update & Revoke

Given a user is authenticated, when they request to update or revoke their biometric data, then the system must initiate a secure self-service process that confirms the changes and logs the transaction.

Audit Trail Integration for Biometric Security

Given any biometric authentication attempt, when the attempt occurs, then the system must record an audit trail capturing user identifier, timestamp, and success or failure status for further security reviews.

Compliance with Data Protection Regulations

Given the system processes biometric data, when data is handled, then the system must comply with relevant data protection regulations and internal security policies, ensuring regular audits and compliance checks.

Real-time Alerting for Suspicious Biometric Activity

Given multiple failed biometric authentication attempts occur, when the failure threshold is exceeded, then the system must trigger real-time alerts to security administrators for immediate action.

Encryption Fortress

Utilize cutting-edge encryption protocols to safeguard every rent payment transaction and tenant data. By protecting sensitive information from cyber threats, this feature offers robust security that instills confidence in users and customers alike.

Requirements

Data Encryption at Rest and Transit

"As a property manager using LeaseLink, I want my data to be encrypted both while stored and in transit so that my sensitive tenant and payment information remains secure."

Description

Implement encryption for both data at rest and in transit. All sensitive information including tenant data and payment details will be encrypted using advanced cryptographic algorithms such as AES-256 and TLS protocols. This ensures that data is secure from unauthorized access and interception during transfer and storage.

Acceptance Criteria

Transaction Encryption During Rent Payment

Given a tenant initiates a rent payment, when the payment data is transmitted, then the system must encrypt the transaction data in transit using TLS protocols.

Data Encryption for Stored Tenant Information

Given tenant information is saved in the system, when data is stored, then all sensitive records must be encrypted at rest using AES-256 encryption.

Automated Encryption Verification during Data Backup

Given a scheduled data backup process, when the backup is executed, then the system must verify that all sensitive data is encrypted using the specified encryption standards.

Encryption Algorithm Compliance Check

Given the requirement for strict encryption protocols, when a security audit is conducted, then the system must demonstrate that all data in transit and at rest meets the AES-256 and TLS encryption standards.

Multi-factor Authentication Integration

"As a property manager, I want to use multi-factor authentication so that even if my credentials are compromised, my access to sensitive data and encryption controls remains secure."

Description

Integrate multi-factor authentication (MFA) for accessing the encryption feature and sensitive data management. This will add an additional layer of security by requiring multiple verification methods before granting access, reducing the risk of unauthorized entry and ensuring that only authorized users can decrypt data.

Acceptance Criteria

MFA Prompt for Encryption Access

Given a user tries to access the encryption dashboard, when they input valid credentials, then they must be prompted to complete multi-factor authentication using two distinct verification methods.

User Enrolled for MFA Setup

Given a new lease manager account, when the user opts into the encryption features, then the system must initiate MFA enrollment by sending a verification code to the user’s registered email or phone.

Successful Multi-Factor Login

Given a registered user, when they provide valid login credentials and correctly complete the MFA challenge, then they must be granted access to sensitive data and encryption functionalities.

MFA Error Notification

Given a failed MFA attempt, when a user does not correctly provide the additional verification factor, then the system must display an appropriate error message and disable further access attempts temporarily.

Audit Trail for MFA Access

Given a successful MFA login, when sensitive transactions or data are accessed, then the system must log the event with a detailed timestamp, user ID, and action performed for audit purposes.

Transaction Validation via Digital Signatures

"As a LeaseLink user, I want each transaction validated with a digital signature so that I can be confident that all rent payments are legitimate and secure."

Description

Introduce digital signature verification for each rent payment transaction. By generating unique digital signatures for each transaction, the system validates authenticity and integrity, safeguarding against tampering or fraud and maintaining transaction integrity.

Acceptance Criteria

Transaction Digital Signature Generation

Given a rent payment is initiated, when the transaction is processed, then a unique digital signature is generated using approved encryption protocols.

Transaction Digital Signature Verification

Given a rent payment transaction with a digital signature, when the signature is validated during processing, then the system must confirm the authenticity and integrity before processing the transaction.

Digital Signature Tamper Detection

Given a transaction with a digital signature, when any modification is detected in the transaction data, then the system must reject the transaction and escalate an alert.

Integration with Encryption Fortress

Given the integration with the Encryption Fortress feature, when a rent payment transaction occurs, then the digital signature must be created and verified using the defined encryption algorithm.

Audit Logging of Signature Verification

Given each transaction, when a digital signature is verified, then the system logs the verification status along with timestamp and encryption details for audit purposes.

Real-time Notification of Signature Failure

Given a failure in validating a digital signature, when the system identifies an invalid or tampered transaction, then the system immediately notifies the property manager with clear error information.

Key Management and Rotation Policy

"As a system administrator, I want a robust key management and rotation policy so that the encryption keys are secure and updated regularly, minimizing potential vulnerabilities."

Description

Implement a comprehensive key management system including automated key rotation and secure storage practices. This will maintain the security lifecycle of encryption keys, reduce risks associated with key exposure, and ensure compliance with security best practices and regulations.

Acceptance Criteria

Automated Key Rotation Execution

Given a key is nearing its expiration threshold, when the automated key rotation process is triggered, then the system must generate and apply a new key without affecting active operations.

Secure Key Storage Enforcement

Given the generation of new encryption keys, when storing the keys, then they must be securely stored in a certified hardware security module (HSM) or equivalent secure storage system.

Regulatory Compliance Verification

Given the key rotation and storage processes, when audit logs are reviewed, then the system must provide documentation and evidence that all procedures comply with relevant security regulations.

Key Exposure and Quarantine Response

Given a potential key exposure event is detected, when the system processes the event, then it must automatically quarantine the impacted key, trigger an alert, and initiate a re-key procedure.

Comprehensive Logging and Auditing

Given any key management event occurs, when actions such as key rotation or access are executed, then detailed logs including timestamp, key identifier, and action details must be recorded for auditing purposes.

Instant Payment Alerts

Receive real-time notifications for every rental transaction, ensuring immediate awareness of any activity or potential fraud. With these alerts, property managers can promptly act on unusual patterns and maintain continuous security oversight.

Requirements

Real-Time Notification Engine

"As a property manager, I want to receive immediate notifications for every rental transaction so that I can quickly verify payments and detect any unusual activity."

Description

Implement a robust notification engine that sends instant alerts for every payment transaction. This mechanism ensures property managers receive immediate notifications, enabling prompt action on irregularities and potential fraud. The engine seamlessly integrates with the existing transaction system to provide accurate and timely information through the personalized dashboard.

Acceptance Criteria

Transaction Alert Trigger

Given a successful payment transaction, when it is recorded in the system, then an instant notification should be sent to the property manager's personalized dashboard within 2 seconds.

Fraud Detection Alert

Given detection of unusual payment activity, when the system identifies a potential fraudulent pattern, then an immediate alert with a red warning indicator and transaction details must be sent to the property manager.

Dashboard Integration Update

Given the completion of a payment transaction, when the notification engine processes the transaction data, then the personalized dashboard must update in real-time with the new alert and transaction details without delay.

Alert Customization Options

"As a property manager, I want to customize my alert settings so that I only receive notifications that are relevant to my operational needs."

Description

Design and implement customization features that allow property managers to tailor their alert settings. This includes setting thresholds, choosing preferred channels (SMS, email, push notifications), and filtering non-critical alerts. The feature empowers users to reduce alert fatigue while ensuring they receive highlights when important transactions occur.

Acceptance Criteria

Custom Threshold Setup

Given a property manager with access to alert customization, when they set a numeric threshold for rent transactions, then the system should store the threshold and apply it to filter notifications accordingly.

Channel Preferences Selection

Given a property manager viewing alert settings, when they select one or more preferred channels (SMS, email, push notifications), then the system must update the configuration and display a confirmation message reflecting the selected channels.

Alert Filtering for Non-critical Notifications

Given a property manager seeking to reduce alert fatigue, when they enable filtering for non-critical alerts, then the system should suppress non-critical notifications and only display alerts above the set importance levels.

Real-Time Alert Updates Testing

Given a property manager with customized alert settings, when a critical transaction occurs, then the system should immediately send a real-time notification according to the user's configured settings.

Fraud Detection Integration

"As a property manager, I want the system to flag and alert me on suspicious transaction patterns so that I can take immediate corrective action to prevent fraud."

Description

Integrate a fraud detection module within the alert system that analyzes transaction patterns, flags anomalous behavior, and prioritizes high-risk alerts. This integration leverages data analytics to identify potential fraudulent activity, ensuring that any suspicious transactions trigger immediate notifications for proactive review and response.

Acceptance Criteria

Real-Time Fraud Alert Activation

Given a transaction is processed, when the fraud module detects a high-risk pattern, then an immediate and detailed fraud alert must be triggered on the Instant Payment Alerts dashboard.

Transaction Pattern Analysis

Given a batch of transactions with historical data, when the fraud detection module analyzes the patterns, then transactions exhibiting anomalous behavior must be flagged for review.

High-Risk Alert Prioritization

Given multiple fraud alerts are generated simultaneously, when the system sorts alerts, then high-risk alerts must be prioritized and displayed at the top of the alert list.

User Response Handling

Given that a fraud alert has been triggered, when the property manager accesses the alert, then the interface must provide actionable options such as 'Mark as Reviewed' or 'Initiate Investigation'.

Integration Data Analytics Feedback

Given that the fraud detection module processes a variety of transaction data, when analytics are generated, then the system must provide detailed insights and trending patterns that inform proactive fraud prevention.

Transaction Risk Monitor

Employ advanced algorithms to continuously assess the risk associated with each transaction. This feature proactively analyzes trends and flags suspicious activities, allowing property managers to intervene before potential fraudulent actions occur.

Requirements

Real-Time Risk Scoring

"As a property manager, I want real-time risk scores for transactions so that I can quickly identify and address potential fraudulent activities."

Description

Implement an algorithm that continuously computes and updates a risk score for each transaction as new data is received. This scoring system factors in historical behavioral patterns, transaction amount, and known risk indicators to provide a dynamic risk assessment. The feature integrates with the dashboard to trigger proactive risk flag events whenever scores exceed predefined thresholds, ensuring property managers are alerted to potential issues in real time.

Acceptance Criteria

Real-Time Score Update

Given new transaction data is received, when the algorithm processes the data, then the updated risk score must be reflected on the dashboard within 1 second.

Threshold Exceed Alert

Given a risk score that exceeds the predefined threshold, when the score is computed, then the system must trigger an alert event on the dashboard immediately.

Historical Behavior Integration

Given the availability of historical transaction data and patterns, when processing a new transaction, then the algorithm must incorporate this data to accurately adjust the risk score.

Dynamic Risk Adjustment

Given a change in any associated risk indicators during processing, when the new data point is received, then the algorithm must recalculate and update the risk score dynamically in real time.

Data-Driven Alert Precision

Given continuous analytics on transaction trends, when a risk score update is communicated, then the dashboard must display contextual analytics alongside the risk score to aid in decision-making.

Suspicious Activity Flagging

"As a property manager, I want my system to automatically flag and alert me about suspicious transactions so that I can take prompt action to mitigate potential fraud."

Description

Develop functionality that automatically flags transactions exhibiting patterns indicative of suspicious behavior. This module analyzes trends by comparing current activity to historical norms and triggers alerts for transactions that deviate significantly from expected patterns, providing property managers with actionable insights for intervention.

Acceptance Criteria

Real-Time Flagging

Given a transaction that deviates significantly from historical norms, when the transaction is processed, then the system must automatically flag it in real-time.

Historical Comparison Analysis

Given a dataset of historical transactions, when a new transaction is analyzed, then the system must compare it against historical patterns and trigger an alert if it exceeds defined thresholds.

User Dashboard Alert Integration

Given a flagged transaction, when a property manager accesses the LeaseLink dashboard, then the system must display clear alerts with actionable insights and risk levels.

Audit Trail Generation

Given a suspicious transaction has been flagged, when the alert is triggered, then the system must log detailed information including transaction metrics, date, and risk assessment for audit purposes.

Risk Trend Analytics

"As a property manager, I want to visualize risk trends over time so that I can better understand patterns and adjust my management strategies accordingly."

Description

Incorporate analytical tools that monitor and display transaction risk trends over time through interactive charts and graphs. This feature provides a historical perspective on risk fluctuations and identifies seasonal or sudden spikes in risk levels, thereby allowing property managers to adjust their oversight and strategies proactively.

Acceptance Criteria

Interactive Risk Trend Visualization

Given the property manager accesses the Risk Trend Analytics dashboard, when they view the interactive charts, then they can dynamically filter and sort risk data by time intervals.

Real-Time Risk Update

Given ongoing transactions, when a new risk data point is generated, then the dashboard should automatically update the chart in real-time without requiring a page refresh.

Historical Trend Analysis

Given the user selects a specific date range, when the dashboard processes the request, then it displays historical risk trends with clear visual markers for seasonal and sudden spikes.

Data Accuracy Verification

Given a set of risk transaction data, when analytics are processed, then the system outputs calculated risk trends matching the input data within an error margin of 2%.

Risk Trend Anomaly Detection Notification

Given significant deviations in risk trend analytics, when a spike is detected, then the system automatically flags the event and sends a notification to the property manager.

Alert Notification System

"As a property manager, I want to receive immediate alerts when a transaction is flagged as high risk so that I can swiftly investigate and mitigate any potential threats."

Description

Design and implement a notification system that sends immediate alerts via multiple channels (email, SMS, in-app) when a transaction meets high-risk criteria. The system should allow configurable thresholds and user preferences to ensure that property managers receive timely and relevant notifications to act on critical events.

Acceptance Criteria

Email Alert Notification

Given a transaction marked as high-risk, when the monitoring system detects it, then an immediate email alert is sent to the property manager's registered email address with all relevant transaction details.

SMS Alert Notification

Given a transaction that triggers high-risk criteria, when an alert is identified, then an SMS is sent to the property manager's verified mobile number within 60 seconds of detection.

In-app Notification Alert

Given a high-risk transaction, when the property manager logs into the LeaseLink dashboard, then an in-app notification is displayed containing detailed information and recommended actions.

Configurable Alert Thresholds

Given that property managers can set custom threshold values, when a transaction risk score meets or exceeds the configured threshold, then alerts are generated and delivered according to the set preferences.

User Preference Based Channel Selection

Given that property managers have selected multiple channels (email, SMS, in-app) for notifications, when a high-risk alert is generated, then alerts are sent via all chosen channels as per the user's configuration.

Audit Logging and Reporting

"As a property manager, I want a detailed audit log of all risk-related events so that I can review past actions and ensure the integrity and compliance of transaction processing."

Description

Develop an audit logging and reporting system that records all risk assessment events, including risk score updates, flagged transactions, and alert triggers. This comprehensive logging functionality should support the generation of detailed reports for compliance review and future analysis, ensuring transparency and accountability in transaction processing.

Acceptance Criteria

Audit Log Record Creation

Given a risk assessment event occurs, when the event is processed, then the system must record an audit log entry containing event type, timestamp, transaction ID, and outcome of the risk assessment.

Flagged Transactions Logging

Given a transaction is flagged for suspicious activity, when the flag is triggered, then the system must log the event with risk score update, detailed evaluation of risk factors, and user intervention details.

Alert Trigger Logging

Given a risk threshold is exceeded, when an alert is triggered, then the system must capture and log all pertinent details including risk score, timestamp, and specific alert trigger parameters.

Compliance Report Generation

Given that audit logs exist, when a compliance report is requested, then the system must generate a detailed report containing all logged events, filtering options by date and event type, and summary statistics for review.

Real-time Audit Analytics

Given continuous risk events, when viewing the dashboard, then the system must display real-time analytics that accurately reflect audit activity trends and data integrity checks.

Secure Tenant Vault

Store tenant payment details and sensitive documents in a highly secure, encrypted digital vault. This feature not only protects critical data but also simplifies compliance with data privacy regulations and ensures easy access for authorized users.

Requirements

Encrypted Data Storage

"As a property manager, I want tenant data stored in an encrypted format so that I can ensure data confidentiality and meet compliance standards."

Description

Implement data encryption for all stored tenant payment details and sensitive documents using industry-standard encryption protocols. This ensures data confidentiality and compliance with regulatory requirements by securing data at rest and in transit, integrating seamlessly within the Secure Tenant Vault feature.

Acceptance Criteria

Data At Rest Encryption

Given tenant data is stored in the vault, when a file is uploaded or a payment detail is saved, then the system must encrypt the data using industry-standard encryption (e.g. AES-256) and store it securely.

Data In Transit Encryption

Given that sensitive tenant data is accessed via the network, when data is transmitted between client and server, then secure SSL/TLS protocols must be enforced to encrypt the data in transit.

Regulatory Compliance

Given the requirement for compliance, when data encryption processes are audited, then the encryption methods and key management must meet applicable data privacy regulations (such as GDPR, HIPAA, etc.).

Access Control and Decryption

Given an authorized user accesses the vault, when proper authentication is performed, then the system must allow decryption of data for that user while ensuring that unauthorized users are denied access.

Performance Under Load

Given the encryption is applied, when multiple concurrent encryption and decryption operations occur, then the system should maintain acceptable performance thresholds defined by benchmark tests and not significantly impact user experience.

Role-based Access Control

"As a property manager, I want role-based access so that only authorized personnel can view or manage sensitive tenant information, ensuring data privacy."

Description

Develop a robust role-based access control system that restricts tenant payment details and sensitive document access to authorized users only. This solution will integrate with the existing user management system to enforce strict permissions, thus enhancing data security and simplifying audit processes.

Acceptance Criteria

User Role Assignment Verification

Given a user is logged in and assigned a specific role, when they attempt to access sensitive tenant data, then the system must permit access only if the user's role has the necessary permissions.

Permission Enforcement on Sensitive Data Display

Given a user with a restricted role, when they try to view encrypted tenant vault details, then the system must block the access and display an access denied message.

Audit Trail Logging for Role-based Access

Given any access attempt to tenant payment details, when the access is attempted, then the system must log the user ID, role, timestamp, and outcome in an audit trail.

Real-Time Permissions Update Integration

Given an update in user role from the user management system, when the user makes an access request, then the system must enforce the updated permissions immediately.

Audit Logging and Monitoring

"As an auditor, I want detailed logs of access and modifications so that I can ensure compliance and quickly identify any unauthorized activities."

Description

Incorporate comprehensive audit logging and real-time monitoring within the Secure Tenant Vault to capture every access and modification event. This feature not only facilitates compliance by providing a complete audit trail but also enhances security by enabling rapid detection of suspicious activities.

Acceptance Criteria

User Access Event Logging

Given a user with appropriate authorization, when they access tenant or sensitive documents, then the system must log the event with details including timestamp, user ID, and type of action performed.

Modification Event Recording

Given an update or modification to tenant payment details or documents, when changes are saved, then the system must record the event capturing the before and after state, timestamp, and the ID of the user who made the change.

Real-time Suspicious Activity Alerting

Given detection of abnormal access patterns or unauthorized access attempts, when such events occur, then the system must trigger immediate alerts to administrators containing detailed information of the event.

Historical Audit Trail Retrieval

Given an administrator's request for an audit review, when querying a specific time frame, then the system must return a comprehensive and filterable audit trail report with accurate event logs and relevant metadata.

Automated Compliance Reporting

"As a compliance officer, I want automated reports so that I can easily verify that our data management practices meet regulatory requirements."

Description

Integrate automated compliance reporting capabilities that generate scheduled and on-demand reports covering access logs, encryption status, and data integrity. This feature streamlines adherence to data privacy regulations by reducing manual reporting efforts and ensuring consistent regulatory compliance.

Acceptance Criteria

Scheduled Reporting Execution

Given access logs, encryption status, and data integrity metrics are available, When the system executes scheduled compliance reports, Then the generated report must include complete and accurate details of all parameters.

On-Demand Report Generation

Given an authorized user requests a compliance report, When the 'Generate Report' action is triggered, Then the system must produce a real-time report displaying access logs, encryption status, and data integrity information.

Data Privacy Compliance Check

Given the need for regular compliance audits, When a compliance audit is performed, Then the automated report must verify that all data privacy regulations are met by confirming encryption and proper logging of data access.

Error Handling and Notifications

Given a failure in report generation due to missing or erroneous data, When an error occurs, Then the system must notify the user with clear error details and recommended troubleshooting steps.

Self-service Document Retrieval

"As tenant support staff, I want an intuitive retrieval system so that I can efficiently access tenant documents while maintaining data security."

Description

Enable a user-friendly interface for secure, self-service document retrieval within the vault. This solution will incorporate advanced search, indexing, and filtering to ensure authorized users can quickly and efficiently access stored sensitive documents without compromising security.

Acceptance Criteria

Document Search Efficiency

Given an authorized user is on the self-service document retrieval interface, when the user enters search parameters, then the system should return matching documents within 5 seconds.

Advanced Filtering Accuracy

Given an authorized user applies multiple filters, when the user executes the filter action, then the system should display a document list that accurately reflects all applied filters.

Secure Access Validation

Given an unauthorized user attempts access to the self-service document retrieval feature, when the access is attempted, then the system should deny the request and log the incident.

Renewal Countdown

Displays a dynamic countdown timer for each active lease, alerting property managers as key renewal dates approach. This intuitive feature helps maintain focus on pending renewals, ensuring timely action and proactive planning to minimize vacancies.

Requirements

Real-Time Timer Display

"As a property manager, I want to see a real-time countdown timer on each active lease so that I can prioritize my efforts and ensure timely processing of lease renewals."

Description

The system should display a dynamic, real-time countdown timer on the dashboard for each active lease, updating every minute to reflect the remaining time until the lease renewal date. This timer serves as a constant visual reminder, ensuring that property managers are immediately aware of upcoming renewals and can prepare necessary follow-up actions.

Acceptance Criteria

Dashboard Timer Display

Given an active lease is loaded on the dashboard, when the lease details are rendered, then the countdown timer must display the precise remaining time until the renewal date and update every minute.

Real-Time Timer Update

Given the dashboard is being viewed by the user, when the system clock advances each minute, then the countdown timer should automatically refresh without any manual intervention.

Accurate Renewal Date Calculation

Given a lease renewal date is defined, when the timer calculation is executed, then the countdown timer must correctly compute and present the remaining days, hours, and minutes until renewal.

User Notification on Renewal Threshold

Given that a lease is approaching its renewal date within a defined threshold period, when the countdown timer reaches this threshold, then an alert or visual highlight should be displayed on the dashboard to notify the property manager.

Performance of Real-Time Timer

Given multiple active leases are displayed concurrently, when the dashboard processes the timer updates, then all countdown timers must refresh simultaneously with minimal latency and without affecting the overall system performance.

Renewal Alerts Configuration

"As a property manager, I want to configure alert thresholds for renewals so that I can receive notifications well in advance and minimize the risk of vacancies."

Description

The system should allow property managers to set configurable alert thresholds for lease renewals. Users can choose to receive alerts at customizable periods (e.g., 90, 60, 30 days before renewal), and these thresholds will trigger notifications through the dashboard and email, ensuring timely intervention before leases expire.

Acceptance Criteria

Configurable Alert Thresholds Setup

Given a property manager is on the Renewal Alerts configuration page, when they input customizable alert periods (such as 90, 60, and 30 days) and save, then the system should store and display the updated thresholds in the configuration settings.

Dashboard Notification Display

Given an active lease with a renewal date and a configured alert threshold, when the countdown reaches the designated alert period, then an alert notification must be visibly displayed on the user dashboard.

Email Notification Trigger

Given a lease's renewal falls within a user-set alert threshold, when the threshold day is reached, then an automated email notification should be sent to the property manager indicating the approaching renewal.

Visual Emphasis for Upcoming Renewals

"As a property manager, I want to see visual cues for leases nearing renewal so that I can quickly identify and act upon high-priority cases."

Description

The dashboard must visually highlight leases that are within a critical renewal window with distinct color codes or animation effects. This visual emphasis ensures that property managers can quickly identify leases requiring immediate attention, thereby enhancing their focus on high-priority renewals.

Acceptance Criteria

Critical Renewal Alert

Given a lease is within the critical renewal window, When the dashboard loads, Then the lease must be visually emphasized with a distinct color code or animation effect.

Countdown Timer Initiation

Given an active lease nearing its renewal date, When the countdown timer starts, Then the timer should dynamically update and utilize visual cues to draw attention to the lease.

Interactive Lease Detail

Given a property manager clicks on a visually emphasized lease, When the detailed view of the lease is displayed, Then it should include clear information on renewal status and the remaining time until renewal.

Customizable Notification Settings

"As a property manager, I want to customize my notifications for renewal events so that I receive reminders in a way that best fits my schedule and operational needs."

Description

Provide configurable notification settings for renewal events that are integrated into both the dashboard and email systems. This includes setting the preferred mode of communication, adjusting the frequency of reminders, and the ability to temporarily disable notifications during vacation or off-peak periods.

Acceptance Criteria

Dashboard Notification Configuration

Given a logged in property manager, when they access the dashboard settings and select their preferred communication mode for renewal notifications, then the system should display available options and allow the selection to be saved.

Email Notification Configuration

Given a property manager selects email as the notification mode, when they set the frequency of email reminders for renewal events, then the system schedules and sends emails according to the chosen frequency.

Adjust Notification Frequency

Given a property manager needs to change the reminder interval, when they update the notification frequency in the settings, then the system updates the reminder schedule immediately and reflects the change across the dashboard and email notifications.

Temporary Disabling of Notifications

Given a property manager is planning to be unavailable, when they activate the 'Do Not Disturb' option in the notification settings, then the system suspends all renewal notifications for the specified duration without affecting other application functions.

Persistent Notification Settings Across Devices

Given a property manager configures their notification settings on one device, when they log into LeaseLink from any other device, then the customized settings should be applied consistently throughout the platform.

Historical Renewal Data Logging

"As a property manager, I want to track historical renewal data so that I can analyze past performance and improve future lease management strategies."

Description

Implement logging of historical data regarding lease renewals, including actual renewal dates, alerted dates, and user responses. This data will be stored securely and accessible via the dashboard for future analysis, enabling property managers to track renewal efficiency and inform process improvements over time.

Acceptance Criteria

Historical Data Logging - Data Integrity

Given an active lease renewal process, when a renewal event occurs, then the system shall log the actual renewal date, alerted date, and user responses with 100% accuracy.

Historical Data Logging - Security Compliance

Given a completed lease renewal event, when the data is logged, then it must be stored securely in compliance with data protection standards including encryption and access controls.

Historical Data Logging - Dashboard Access

Given a property manager with proper credentials, when accessing the dashboard, then the historical renewal data logs must be retrievable and filterable by date, property, or lease event.

Historical Data Logging - Audit Trail Consistency

Given any modifications to logged renewal data, when displayed on the dashboard, then an audit trail must list the change history including timestamps and user identification.

Historical Data Logging - Data Reporting

Given a request for historical reports, when generating the report, then the output must accurately summarize and export the logged data (actual renewal dates, alerts, and responses) in CSV and PDF formats.

Smart Notify

Automates customizable notifications for lease expiries, sending alerts via email and in-app messages. Smart Notify empowers managers to stay informed about upcoming renewals and take preemptive measures, streamlining tenant retention efforts.

Requirements

Notification Scheduler

"As a property manager, I want to schedule notifications based on lease expiration dates so that I can proactively manage renewals and avoid last-minute rushes."

Description

Integrate a scheduling functionality that enables property managers to set precise notification times relative to lease expiration dates, including considerations for weekends and holidays, ensuring alerts are sent in a timely manner to trigger preemptive renewal actions.

Acceptance Criteria

Customizable Notification Timing Setup

Given a property manager accesses the Notification Scheduler, when setting a notification time relative to a lease expiration, then they must be able to specify an exact time offset (in days/hours) to trigger the alert.

Weekend and Holiday Adjustment

Given a scheduled notification falls on a weekend or public holiday, when the system calculates the notification date, then it must automatically adjust and schedule the alert on the preceding working day.

Immediate Notification Preview

Given a property manager sets a new schedule in the Notification Scheduler, when reviewing the notification details, then the system should display a preview of the computed notification date and time.

Notification Delivery Confirmation Logging

Given a scheduled notification is sent, when the notification dispatch occurs, then the system must log the event with a timestamp and delivery confirmation for audit purposes.

User Interface Clarity for Scheduling

Given a property manager navigates the Notification Scheduler interface, when interacting with the scheduling fields, then the interface must clearly label options for date, time, and holiday/weekend adjustments to ensure ease of use.

Customizable Notification Templates

"As a property manager, I want to customize notification templates so that my messages are personalized and relevant to each tenant's situation."

Description

Develop a system that allows property managers to create and modify notification templates, including editing content, tone, and delivery modes, to ensure that messages are tailored and effective for tenant communication.

Acceptance Criteria

Template Creation

Given a property manager is logged into LeaseLink, when they navigate to the Customizable Notification Templates section, then they should see an option to create a new template with editable fields for content, tone, and delivery mode.

Template Editing

Given an existing notification template, when the property manager selects the edit option, then they must be able to modify the template's content, tone, and delivery mode and preview changes before saving.

Template Deletion or Archival

Given an existing notification template, when the property manager opts to delete or archive the template, then the system should either remove it or mark it as inactive after a confirmation prompt is accepted.

Preview and Testing Functionality

Given a newly created or updated notification template, when the property manager uses the preview function, then the system should display a real-time preview for both email and in-app messages, reflecting the final output.

Real-Time Saving and Feedback

Given modifications are made to a notification template, when the property manager saves the changes, then the system should update the template immediately, provide a confirmation message, and handle any errors that occur during saving.

Multi-Channel Delivery

"As a property manager, I want to receive notifications through multiple channels so that I never miss an important alert regardless of where I am."

Description

Implement multi-channel delivery capabilities that send notifications via both email and in-app messaging, ensuring that property managers receive timely alerts regardless of their preferred mode of communication.

Acceptance Criteria

Email Notification Timeliness

Given a lease expiry event, when the notification is triggered, then the email must be sent to the property manager within 5 minutes.

In-App Notification Accuracy

Given a lease expiry event, when the notification is triggered, then the in-app message must display accurate lease details and renewal options.

Multi-Channel Consistency

Given a lease expiry event, when notifications are sent via both email and in-app channels, then both must have consistent content and formatting.

Real-Time Analytics Integration

"As a property manager, I want to view real-time analytics on notification performance so that I can adjust my strategies and improve tenant engagement."

Description

Integrate real-time analytics to track the status, open rates, and engagement of notifications, enabling property managers to gather insights on communication efficiency and refine their retention strategies based on data-driven feedback.

Acceptance Criteria

Real-Time Data Visualization

Given a property manager logs into the LeaseLink dashboard, when they navigate to the analytics section, then the system displays real-time updates on notification status, open rates, and engagement metrics.

Notification Engagement Metrics

Given a lease notification is sent, when it is delivered via email and in-app messaging, then real-time analytics should correctly record and display open rates and engagement statistics.

Data-Driven Decision Feedback

Given a property manager accesses the analytics dashboard, when notification performance data is displayed, then they should be able to filter, sort, and export the data for further analysis.

Automated Error Detection and Alerts

Given the real-time analytics integration is active, when a data inconsistency or processing error is detected in the metrics, then the system should trigger an automated alert to notify the administrator.

Acknowledgement & Logging Mechanism

"As a property manager, I want a system that logs notifications and requires acknowledgements so that I can maintain accurate records and ensure accountability in my communication processes."

Description

Develop a logging and acknowledgement mechanism that records when notifications are sent and received, and requires property managers to confirm receipt, creating an auditable trail for compliance and follow-up purposes.

Acceptance Criteria

Notification Sent Logging

Given a notification is triggered by Smart Notify, when the system sends the notification, then a log record with a timestamp, recipient details, and notification type is created.

Notification Receipt Acknowledgement

Given a property manager receives a notification, when they click the acknowledgement button, then a confirmation record with a timestamp is logged for audit purposes.

Duplicate Acknowledgement Prevention

Given a notification has been acknowledged, when the property manager attempts to acknowledge it again, then the system prevents duplicate acknowledgements and displays an appropriate message.

Admin Audit Trail Reporting

Given an admin initiates an audit review, when the system retrieves the log records, then all associated notification send and acknowledgement events with complete details and timestamps are displayed.

Error Handling For Notification Logging

Given an error occurs during logging or acknowledgement, when the system detects the error, then an error message is displayed to the user and the event is retried automatically with proper error logging.

Renewal Forecast

Leverages historical data and market trends to predict lease renewal probabilities. Renewal Forecast provides actionable insights that enable managers to anticipate vacancies, plan renewal campaigns effectively, and optimize revenue flow.

Requirements

Historical Data Aggregation

"As a property manager, I want the system to automatically aggregate and normalize historical lease data so that I can base lease renewal forecasts on comprehensive and accurate information."

Description

This requirement focuses on extracting, cleaning, and aggregating historical lease data from various legacy systems to build a reliable dataset for forecasting lease renewals. It seamlessly integrates with existing property management databases to ensure accuracy and timeliness in predictive models.

Acceptance Criteria

Data Extraction from Legacy Systems

Given a connection to legacy systems, when the extraction process is initiated, then all designated historical lease data is successfully retrieved without any data loss.

Data Cleaning and Validation

Given the raw data extraction, when the cleaning process is executed, then the data should be free of duplicates, inconsistencies, and errors as per predefined quality benchmarks.

Data Aggregation and Integration

Given the cleaned data, when the aggregation process runs, then the data should integrate seamlessly with the existing property management databases and be available for forecasting within a near real-time window.

Historical Data Accuracy

Given the aggregated historical dataset, when cross-referenced with official records, then the accuracy of the data should measure at least 98% in alignment with the established data quality standards.

Timeliness of Data Updates

Given the availability of new historical data, when updates are processed, then the dataset should be refreshed and reflected in the system within 24 hours to ensure up-to-date forecasting.

Market Trends Integration

"As a property manager, I want current market trends data incorporated into lease renewal forecasts so that I can adjust my strategies based on real-time industry conditions."

Description

This requirement involves integrating external market trends data, such as regional economic indicators and rental market statistics, into the Renewal Forecast feature. It enhances prediction accuracy by correlating historical lease patterns with current market dynamics, enabling proactive decision-making.

Acceptance Criteria

Real-Time Market Trends Data Integration

Given valid credentials and a documented external API, when the Market Trends Integration module is invoked, then the system must successfully retrieve and integrate external market trends data in real-time.

Historical and Market Data Correlation

Given historical lease data and current market trends data, when the Renewal Forecast feature is executed, then the system should correlate the data to generate accurate renewal predictions with a defined error margin of less than 5%.

API Error Handling Mechanism

Given an invalid response or failure from the external market trends API, when the system attempts data retrieval, then a clear error message must be displayed to the user and fallback procedures must be activated.

Performance Under Load

Given a high volume of simultaneous requests for market trends data, when the integration module processes the requests, then the system must return integrated data results within 2 seconds.

Data Security and Privacy Compliance

Given the sensitivity of external market trends data, when data is transmitted or stored within the system, then it must be encrypted and accessed only after proper authentication, ensuring compliance with data security standards.

Renewal Probability Analytics

"As a property manager, I want to see calculated renewal probabilities based on data-driven analytics so that I can prioritize tenant engagements and plan effective renewal campaigns."

Description

This requirement is designed to develop sophisticated analytics algorithms that compute the probability of lease renewals using both historical data and market inputs. Leveraging machine learning techniques, the analytics engine will continuously refine predictions, leading to enhanced forecasting reliability.

Acceptance Criteria

Historical Data Integration

Given the availability of historical lease data, when the analytics engine processes the data, then it must accurately compute renewal probabilities with a minimum consistency of 95% and log all data ingestion events.

Market Trend Analysis

Given current market trends are provided, when the system integrates external market data, then it must update the renewal probability metrics within 5 minutes and flag any significant deviations.

Real-time Prediction Output

Given new lease application and renewal data, when the property manager accesses the Renewal Forecast dashboard, then the system must display the renewal probabilities in real-time with a latency of less than 2 seconds.

ML Model Continuous Training

Given incremental data updates, when the machine learning model retrains, then the model’s prediction error must improve or remain stable over consecutive training cycles as measured by key performance metrics.

Reporting and Alerting

Given a scheduled report generation event, when the analytics process is completed, then the system must generate a comprehensive report including confidence intervals and send an automated email to the property manager.

Actionable Insights Dashboard

"As a property manager, I want a dynamic dashboard displaying renewal forecasts and actionable insights so that I can respond promptly to potential vacancies and strategically manage my portfolio."

Description

This requirement focuses on creating a user-friendly dashboard that visualizes predictive insights from the Renewal Forecast feature. The dashboard will offer real-time visualizations, alerts, and detailed reports, empowering property managers to quickly identify potential vacancies and optimize revenue flow.

Acceptance Criteria

Dashboard Real-Time Visualization

Given the user accesses the dashboard, When the system displays real-time analytics, Then the dashboard must present updated lease renewal insights, visualized data graphs, and alerts refreshed every minute.

Predictive Alert Generation

Given historical data and market trends are integrated, When the Renewal Forecast identifies potential vacancies, Then the system must generate actionable alerts on the dashboard with a clear call-to-action for property managers.

Detailed Report Accessibility

Given a user has logged into the dashboard, When the user selects the detailed reports section, Then the dashboard must display downloadable reports with in-depth analysis on lease renewals including trends and predictive metrics.

Engagement Trigger

Initiates automated, personalized communications with tenants as their lease expiry nears. This feature helps foster tenant relationships by offering renewal incentives and support, thereby enhancing tenant retention and reducing the risk of vacancies.

Requirements

Automated Tenant Notification Setup

"As a property manager, I want automated notifications for lease expirations so that I can proactively engage tenants and reduce vacancy risks."

Description

This requirement involves designing and building an automated notification mechanism that triggers personalized communications with tenants as their lease expiration date approaches. The system will analyze lease data to send timely reminders, provide renewal incentives, and offer support for tenant queries. It seamlessly integrates with the dashboard analytics to enable real-time monitoring of communication effectiveness and tenant responses, reducing the risk of vacancies.

Acceptance Criteria

Lease Expiry Alert Timeline

Given a tenant's lease expiration date is within 30 days, when the system processes lease data, then the tenant receives a notification with renewal incentives.

Personalized Messaging Content

Given the tenant's profile and lease details, when generating the notification, then the system selects personalized content including renewal options and support details.

Automated Notification Scheduling

Given that lease expiry data is updated in real time, when the lease approaches its expiration, then the system schedules the notification to be sent at the optimal time.

Real-Time Analytics Update

Given that a notification has been sent, when tracking tenant interactions, then the system updates the dashboard with real-time analytics on notification effectiveness.

Notification Failure Handling

Given that a notification fails to send due to a network or system error, when the failure is detected, then the system retries sending the notification and logs the error.

Personalized Messaging Configuration

"As a property manager, I want to customize the message content for lease expiry notifications so that communications are aligned with my brand and resonate with my tenants."

Description

This requirement focuses on establishing a configuration interface that allows property managers to customize the content and schedule of lease expiration messages. It will include options to edit the tone, incentives, and timing of the communications, and provide preview and testing capabilities to ensure the messages are impactful. The system will also adjust parameters based on tenant engagement statistics for continuous improvement.

Acceptance Criteria

Configuration Interface Load

Given the property manager accesses the Personalized Messaging Configuration page, when the page loads, then all customizable fields (tone, incentives, timing) are displayed with default values and guidance tooltips.

Message Preview Functionality

Given the property manager customizes a lease expiration message, when the preview option is selected, then the system renders an accurate preview of the message incorporating live dynamic data.

Schedule and Timing Verification

Given the property manager sets a schedule for sending messages, when the configuration is saved, then the system stores and reflects the correct send times and triggers the message at the scheduled moment.

Test Message Sending Functionality

Given the property manager activates the test message feature, when the test is initiated, then the system sends a test message using the current configuration and confirms successful delivery with a notification.

Dynamic Adjustment Based on Analytics

Given the system collects tenant engagement statistics, when tenant response trends are detected, then the configuration interface updates recommended parameters for tone and incentives based on historical performance data.

Integrated Analytics Dashboard

"As a property manager, I want to see real-time analytics of tenant engagement so that I can evaluate the effectiveness of communications and adjust strategies accordingly."

Description

This requirement involves integrating real-time analytics into the dashboard to track tenant engagement with automated communications. The analytics component will display key performance indicators such as open rates, response times, renewal conversions, and incentive uptake. It will offer detailed drill-down views and support data export, enabling property managers to assess the effectiveness of the engagement trigger and make informed decisions.

Acceptance Criteria

Real-Time Analytics Display

Given the property manager is logged into the LeaseLink dashboard, when new engagement data is available, then the analytics dashboard must update in real-time, displaying current open rates, response times, renewal conversions, and incentive uptake with a refresh interval of no more than 30 seconds.

Drill-Down Analytics for Tenant Engagement

Given the property manager accesses the integrated analytics dashboard, when a KPI is selected for further inspection, then the system must provide a detailed drill-down view that includes trends, comparative metrics, and historical data for at least the past six months, ensuring data is presented in a clear and interactive format.

Data Export Functionality

Given the property manager wants to analyze the engagement data externally, when they select the export option, then the system must enable the export of all displayed analytics data in CSV and PDF formats, ensuring data integrity and inclusion of all key performance indicators without any truncation.

Tenant Response & Feedback Mechanism

"As a tenant, I want to easily provide feedback or respond to lease renewal notifications so that I can have a seamless and interactive leasing experience."

Description

This requirement provides an interface that allows tenants to respond directly to lease expiry notifications and submit feedback. The system will capture and log tenant responses in real-time, categorize feedback, and trigger follow-up communications when necessary. This interactive mechanism ensures that tenant sentiments are monitored continuously, fostering responsive and adaptive engagement strategies.

Acceptance Criteria

Automated Notification Response

Given a tenant receives a lease expiry notification, when they click on the notification link, then the system displays a tenant response interface with clear options for submitting feedback.

Real-Time Feedback Logging

Given a tenant submits their response, when the form is submitted, then the system logs the response in real-time and categorizes the feedback based on predefined sentiment criteria.

Follow-Up Trigger on Negative Feedback

Given that a tenant's response indicates negative sentiment, when the system detects keywords triggering concern, then a follow-up communication is automatically initiated to address the issue.

Dashboard Analytics Update

Given tenant responses are captured, when a new response is submitted, then the personalized dashboard updates in real-time with the latest feedback analytics and response counts.

Handling Incomplete Responses

Given a tenant begins a response but fails to complete all required fields, when the submission is attempted, then the system prevents submission and prompts the tenant to complete the mandatory fields.

Vacancy Guard

Monitors lease expiries and flags high-risk renewals, offering tailored strategies to retain tenants before vacancies occur. Vacancy Guard aids in maintaining occupancy levels and ensuring continuous revenue streams by proactively addressing potential gaps in lease renewals.

Requirements

Lease Expiry Monitor

"As a property manager, I want an automated lease expiry monitor so that I can focus on proactive tenant retention strategies rather than manually tracking renewal dates."

Description

The system should continuously track upcoming lease expirations and flag those that approach their renewal date, integrating seamlessly with LeaseLink's dashboard. It must support filtering by property and tenant history and cross-reference historical renewal patterns to determine risk levels.

Acceptance Criteria

Upcoming Lease Expiry Alert Generation

Given a lease approaching expiration within a defined timeframe, when the system monitors leases, then it should flag the lease as high-risk based on historical renewal patterns.

Lease Expiry Filtering by Property

Given a property manager selects a specific property on the dashboard, when applying the filter, then only leases related to that property are displayed.

Tenant History Cross-Reference Check

Given a flagged lease nearing expiration, when the system cross-references tenant history, then it should update and display the risk level based on past renewal data.

Real-Time Dashboard Update

Given that lease status changes occur, when the system processes updates, then the dashboard refreshes in real-time to reflect the latest lease expiry alerts.

Integration with Vacancy Guard Strategies

Given that a lease is flagged as high-risk, when accessing the Vacancy Guard module, then tailored retention strategies should be presented to assist in tenant retention.

Risk Assessment Engine

"As a property manager, I want to understand the risk profile of upcoming lease renewals so that I can take tailored retention actions to avoid vacancies."

Description

Develop a robust risk assessment engine that analyzes lease data to detect high-risk renewals by evaluating payment history, tenant feedback, and property trends. This engine should produce actionable insights that guide proactive retention measures.

Acceptance Criteria

High-Risk Identification on Lease Renewal

Given a lease record with a history of late payments and negative tenant feedback, when the risk assessment engine processes the data, then it should flag the record as high-risk renewal.

Actionable Insight Generation

Given lease data with varying property trends, tenant feedback, and payment history, when processed by the risk assessment engine, then it should generate actionable insights with recommended retention measures.

Real-Time Analytics Integration

Given the receipt of updated lease data inputs, when the risk assessment engine recalculates the risk levels, then the personalized dashboard should display the updated analytics in real time.

Accuracy of Risk Scoring

Given a dataset with predefined risk factors, when the risk assessment engine computes the risk score, then the score should match the expected value within an acceptable accuracy threshold.

User Notifications for High-Risk Renewals

Given the identification of a high-risk lease renewal, when the engine processes the data, then it should trigger a notification to the property manager and reflect the alert on the dashboard.

Custom Retention Strategy Recommendations

"As a property manager, I want personalized retention strategy recommendations so that I can implement effective measures to keep high-risk tenants."

Description

Generate tailored retention strategies based on identified risks and tenant profiles, including suggestions for incentives or modifications to lease terms. This functionality is designed to improve retention rates and seamlessly integrate into LeaseLink’s management workflow.

Acceptance Criteria

Risk Identification Trigger

Given a lease renewal is flagged as high-risk, when the system processes tenant profile data, then it should automatically suggest appropriate retention strategies.

Tailored Strategy Generation

Given a tenant with a specific risk profile, when the custom retention function is triggered, then the system must generate a personalized list of retention strategies based on identified risks.

Incentive or Lease Modification Suggestions

Given that a tenant qualifies for incentives, when the retention strategy is generated, then the output should include specific suggestions for incentives or modifications to lease terms.

Dashboard Integration Check

Given a successful strategy recommendation, when the property manager accesses the LeaseLink dashboard, then the recommendation should be displayed in real-time within the analytics module.

Notification for High-Risk Renewals

Given a high-risk lease renewal is detected, when the recommendation is generated, then the system should send a timely notification to the property manager with the suggested retention strategies.

Automated Alerts and Notifications

"As a property manager, I want to receive timely alerts on leases at risk of not renewing so that I can promptly address potential vacancies."

Description

Implement an alert system that automatically notifies property managers of high-risk lease renewals via various channels, such as in-app notifications, emails, or SMS. This ensures timely intervention and streamlines communication about imminent lease expiries.

Acceptance Criteria

Basic In-App Notification Alert Trigger

Given a lease renewal marked as high-risk, when the lease renewal date is within the preset notification window, then the system should generate an in-app alert with relevant lease details.

Email Notification Delivery

Given a lease renewal flagged as high-risk, when the notification is triggered, then the system should send an email notification containing the lease details and renewal deadline to the property manager.

SMS Alert Functionality

Given that a property manager has SMS alerts enabled, when a high-risk lease renewal is detected, then the system should dispatch an SMS alert with the pertinent lease information.

Notification Aggregation on Dashboard

Given a property manager logs into the LeaseLink dashboard, when multiple high-risk lease notifications are available, then the system should display a consolidated list of alerts in a dedicated notification panel.

Timely Multi-channel Alert Dispatch

Given a lease renewal is approaching the defined high-risk threshold, when the alert trigger conditions are met, then notifications should be dispatched via in-app, email, and SMS channels within a 5-minute window.

Dashboard Integration for Vacancy Risk Metrics

"As a property manager, I want a clear dashboard view of vacancy risks so that I can easily monitor and analyze lease renewal challenges."

Description

Integrate a real-time dashboard widget that displays current vacancy risk metrics, trends, and actionable insights. This module must provide an intuitive visual representation and allow managers to drill down further into data for informed decision-making.

Acceptance Criteria

Display Real-time Vacancy Risk Dashboard

Given the manager is logged into the LeaseLink dashboard, when they view the Vacancy Risk widget, then the widget displays up-to-date risk metrics, trends, and alerts without the need for manual refresh.

Interactive Data Drill-down for Vacancy Insights

Given the manager clicks on a specific vacancy metric, when the data drill-down is activated, then the widget transitions seamlessly to present detailed analytics, charts, and underlying lease data.

Threshold Alert Integration for High-risk Renewals

Given a vacancy risk level exceeds predefined thresholds, when the system processes lease data, then the dashboard highlights the elevated risk and provides actionable insights for tenant retention.

Responsive Visualization of Vacancy Metrics

Given the widget is accessed from various devices, when the window size changes, then the dashboard automatically adjusts its layout ensuring all vacancy metrics remain clear and readable.

Data Refresh Efficiency in Vacancy Metrics Widget

Given that a lease is renewed or expires, when data changes occur, then the dashboard updates the vacancy risk metrics within 30 seconds to reflect near real-time information.

Audit Trail Pro

Automatically captures every change and action on lease documents with detailed logs. This feature ensures a clear and transparent audit trail that simplifies regulatory reviews and instills confidence in your compliance processes.

Requirements

Real-time Change Logging

"As a property manager, I want every change to my lease documents to be logged in real-time so that I can monitor document history efficiently and ensure compliance with regulatory standards."

Description

Automatically log every update, modification, and deletion event on lease documents as it occurs. This functionality ensures a comprehensive audit trail that facilitates transparency, simplifies regulatory reviews, and mitigates risks by providing verifiable records for all document changes, integrated seamlessly within LeaseLink's dashboard.

Acceptance Criteria

Immediate Change Capture

Given a lease document is updated, when the update occurs, then the system logs the change in real time with a timestamp and user details.

Accurate Logging of Updates

Given any document modification, when a field value is changed, then the system records the previous value, new value, and the identity of the modifier.

Integration with Dashboard

Given a real-time log entry, when a system action is performed, then the dashboard immediately reflects the change and audit trail entry.

Regulatory Audit Readiness

Given a request for audit logs, when the system is queried, then all logs are retrievable in a comprehensive, chronological report format.

System Performance Under Load

Given multiple simultaneous document changes, when the system processes all changes, then real-time logging occurs without significant delay or performance degradation.

Detailed User Activity Tracking

"As a compliance officer, I want to see detailed logs of all user activities so that I can verify that document manipulations are legitimate and traceable."

Description

Capture and record detailed information on every user action, including logins, document edits, approvals, and system interactions. This requirement ensures that all user-driven events are meticulously tracked with timestamps, user IDs, and descriptions of actions performed. The collected data enhances audit capabilities, supports issue diagnosis, and provides deep insights into user behavior, all integrated with the platform’s analytics.

Acceptance Criteria

User Login Tracking

Given a user logs into the system, when the login is successful, then the system must record the timestamp, user ID, and login method.

Lease Document Edit Recording

Given a lease document is edited, when an edit occurs, then the system must capture the editor's user ID, timestamp, and details of the changes.

Approval Action Logging

Given a document approval event, when an approval is processed, then the system must log the approver's user ID, timestamp, and any relevant approval notes.

System Interaction Monitoring

Given any system interaction such as data export or analytics access, when the interaction happens, then the system must record the user ID, timestamp, and action description.

Audit Query and Review

Given a user initiates an audit query, when the query is executed, then the system must return a complete log of user actions with timestamps, user IDs, and action descriptions.

Change Reconciliation Reports

"As a property manager, I want to generate summary reports of document changes so that I can efficiently review and audit modifications over time."

Description

Enable the generation of customizable and automated reports summarizing document changes over specified timeframes. This requirement aggregates data such as frequency of edits and responsible users, allowing for easy filtering by date, user, or document type. It supports compliance audits and performance reviews by providing an at-a-glance summary of modifications and highlighting any anomalies in the update patterns.

Acceptance Criteria

Automated Report Generation

Given that the system is scheduled to generate reports, when the scheduled time is reached, then the system should automatically generate a change reconciliation report summarizing all document changes for the specified timeframe with correct data aggregation.

Customizable Timeframe Selection

Given a property manager logged in to LeaseLink, when they select a specific date range, then the system should generate a report showing document modifications, frequency of edits, and responsible users filtered by the provided timeframe.

User-Specified Filtering

Given that the report has filtering options, when the user applies filters based on user, document type, and date, then the report should display only the relevant modification entries that match the specified criteria along with summary statistics.

Anomaly Detection Trigger

Given that the system monitors edit frequency and patterns, when unusual activity or anomalies are detected, then the generated report should clearly highlight these anomalies for further compliance review.

Report Export and Availability

Given a completed report, when the user opts to export or share it, then the system should allow exporting in common formats (such as PDF and CSV) and ensure the report remains accessible from the dashboard for future reference.

Secure Audit Log Storage

"As a compliance officer, I want audit logs to be securely stored so that they remain tamper-proof and accessible for compliance reviews and legal audits."

Description

Ensure that all audit log data is stored securely using tamper-proof methods, backed by robust encryption, access controls, and backup procedures. This requirement is critical for protecting sensitive information and maintaining compliance with legal and regulatory mandates. The secure storage solution guarantees that the audit logs are preserved intact for the required retention periods and resistant to unauthorized modifications.

Acceptance Criteria

Tamper-Proof Log Storage Mechanism

Given audit logs are generated, when they are stored, then the system must use immutable write-once storage combined with cryptographic hash chaining to ensure that logs remain tamper-proof.

Encryption of Audit Logs

Given audit logs are stored, when they are saved or accessed, then each log must be encrypted with at least AES-256 encryption to protect sensitive data.

Access Control Enforcement

Given the secure audit log storage, when an access request is made, then the system must verify the user's role and credentials using role-based access controls and log the attempt for audit purposes.

Regular Backup and Recovery

Given audit logs are stored, when a scheduled backup is initiated, then the system must successfully back up all audit logs to an offsite location and ensure that recovery tests show full data integrity and availability.

Audit Log Retention Compliance

Given the legal and regulatory retention requirements, when audit logs reach the end of their active period, then the system must archive them securely in a tamper-proof format that prevents any unauthorized modifications and meets compliance standards.

User-friendly Audit Trail Dashboard

"As a property manager, I want a user-friendly audit trail dashboard so that I can easily monitor document changes and compliance indicators at a glance."

Description

Develop a dedicated audit trail section within the LeaseLink dashboard that displays logs and analytics in an interactive and intuitive way. This requirement provides users with a clear interface to view, search, and filter detailed audit data, featuring customizable visualizations and real-time data refresh capabilities. It enhances user experience by making compliance monitoring and data analysis straightforward and accessible.

Acceptance Criteria

Interactive Dashboard Overview

Given an authenticated user is logged in to the LeaseLink dashboard, When they navigate to the Audit Trail section, Then they should see an interactive, user-friendly interface displaying audit logs with key metrics and recent actions.

Audit Log Search Functionality

Given the user needs to quickly locate specific records, When they use the search input field in the Audit Trail dashboard, Then the system should return real-time search results that accurately match the query.

Filter and Customize Visualizations

Given the user requires tailored analytics for compliance reviews, When they apply filters or adjust chart settings on the Audit Trail dashboard, Then the visualizations should update to reflect the selected criteria and custom display options.

Real-Time Data Refresh Capability

Given the need for up-to-date audit information, When underlying data is updated, Then the Audit Trail dashboard should refresh automatically to display the most current logs and analytics without manual intervention.

Download and Export Logs

Given a requirement for offline review or regulatory submission, When the user clicks the export button, Then the system should generate and download a file (CSV or PDF) containing the current audit log data based on active filters.

Regulation Scanner

Performs continuous scans on lease documents to compare them against current regulatory standards. By identifying discrepancies in real-time, this feature helps managers quickly address compliance issues, reducing legal risks and administrative hassle.

Requirements

Automated Document Scan

"As a property manager, I want the system to automatically scan my lease documents so that I can immediately identify and correct any discrepancies with current regulatory standards."

Description

This requirement focuses on enabling the system to continuously scan lease documents by integrating a robust algorithm that detects and flags discrepancies between lease content and current regulatory standards. It ensures that property managers can quickly identify and address compliance issues, thereby reducing legal risks and administrative burdens.

Acceptance Criteria

Real-Time Regulatory Scan

Given a new lease document is uploaded, when the system scans the document, then it must flag any discrepancies against current regulatory standards instantly.

Continuous Document Monitoring

Given the existence of lease documents in the system and an update in regulatory standards, when the system re-scans the documents, then it should automatically detect and highlight any newly non-compliant sections.

Automated Compliance Alert

Given that discrepancies have been flagged during a scan, when the system confirms non-compliance, then it must generate and send an alert with actionable recommendations to the property manager.

Real-Time Alerting System

"As a property manager, I want to receive real-time notifications about any compliance discrepancies so that I can promptly take corrective action and mitigate risks."

Description

This feature requirement involves implementing a real-time alerting mechanism that notifies property managers when discrepancies between lease documents and regulatory standards are detected. The alert system will support both on-screen notifications and email alerts, significantly reducing the response time for compliance issues.

Acceptance Criteria

Real-time Notification Delivery

Given a discrepancy detected in a lease document during a scan, when the system identifies non-compliance, then both an on-screen notification and email alert must be sent to the property manager within 30 seconds.

Accurate Discrepancy Identification

Given a regulatory standard update, when the lease document is scanned, then all discrepancies must be flagged accurately with a detailed description of the compliance issue.

User Configurable Alert Preferences

Given a property manager's custom notification settings, when discrepancies are detected, then the system must deliver alerts according to the user's selected channels (on-screen, email, or both).

Scalability for Multiple Concurrent Alerts

Given multiple lease document discrepancies detected concurrently across different properties, when alerts are triggered, then the system must process and deliver all notifications without performance degradation or delay.

Audit Trail for Alerts

Given that an alert has been issued, when the alert is logged, then the system must record an audit trail containing the timestamp, alert type, and recipient details for compliance tracking.

Regulatory Standards Update Integration

"As a property manager, I want the system to automatically update its regulatory standards so that my lease document scans are always aligned with the latest legal requirements."

Description

This requirement focuses on incorporating an automated update mechanism that continuously integrates the latest regulatory standards into the system. By ensuring that lease documents are always evaluated against the most current rules, this feature minimizes manual updates and enhances overall document compliance.

Acceptance Criteria

Real-time Updates

Given the system fetches the latest regulatory changes from the external API, when a new update is available, then the system must automatically integrate the update within 2 minutes with 100% accuracy.

Automated Document Compliance Check

Given a lease document is processed, when it is scanned by the Regulation Scanner, then it should compare against the updated regulatory standards and flag any inconsistencies.

Periodic Update Confirmation

Given the system is running, when a scheduled regulatory update occurs, then a log entry and notification must be generated to confirm successful update execution.

Manual Override and Retry Function

Given a regulatory update fails integration, when an administrator intervenes, then the system must provide a manual override option and a retry mechanism with appropriate error messaging.

Dashboard Analytics Integration

Given regulatory standards are updated, when a user accesses the dashboard, then real-time analytics must reflect the new standards by displaying updated compliance metrics.

Compliance Issue Reporting Dashboard

"As a property manager, I want to view a comprehensive dashboard of all identified compliance issues so that I can efficiently prioritize and resolve them."

Description

This requirement involves developing an interactive dashboard within the LeaseLink platform that provides visual reports of flagged compliance issues. The dashboard will display detailed information on discrepancies, suggest corrective actions, and offer historical insights, thereby empowering managers to make data-driven decisions.

Acceptance Criteria

Real-Time Issue Update

Given a lease document is processed, when a compliance issue is identified, then the compliance issue reporting dashboard should update with the new issue within 5 seconds.

Detailed Compliance Information

Given a flagged compliance discrepancy, when a manager clicks on an issue in the dashboard, then a detailed view should display discrepancy details, affected lease terms, and suggested corrective actions.

Historical Insights

Given historical compliance data is available, when a manager filters by date range on the dashboard, then the dashboard should display historical trends and patterns with a minimum accuracy of 90%.

Responsive Dashboard

Given the dashboard is accessed on various devices, when a user loads the dashboard, then the layout should adjust responsively ensuring all elements are fully visible and interactive.

Error Alert System

Integrates intelligent error detection to provide instantaneous alerts whenever a non-compliance or discrepancy is identified. This proactive notification system empowers property managers to resolve issues promptly, maintaining the integrity of lease documentation.

Requirements

Real-Time Error Detection

"As a property manager, I want errors to be detected in real time so that I can address compliance issues immediately before they escalate."

Description

Provide a system that automatically scans all incoming documentation and lease transactions to instantly identify any discrepancies or non-compliance issues. This functionality leverages intelligent algorithms to compare current data against compliance standards, reducing manual checks and ensuring that errors are flagged immediately for corrective action.

Acceptance Criteria

Automated Document Scanning

Given a new lease documentation is uploaded, when the system scans the document, then it should flag any discrepancies or non-compliance issues within 10 seconds with an instantaneous alert.

Real-Time Transaction Compliance

Given a lease transaction is processed, when the system compares the transaction data against compliance standards, then it must immediately report any non-compliant transactions with a detailed error summary.

Intelligent Algorithm Accuracy

Given that the system employs intelligent algorithms for error detection, when processing lease documents, then the false positive rate must be below 2%, as validated by test scenarios.

User Alert Notification

Given a discrepancy is detected, when an error alert is generated, then the system must send a real-time notification to the user's dashboard and email with a clear summary of the issue.

Instant Alert Notification

"As a property manager, I want to receive instant notifications when errors occur so that I can take swift corrective action to maintain lease integrity."

Description

Develop an alert notification system that dispatches immediate alerts through dashboard prompts, emails, or mobile notifications whenever an error is detected. This ensures that property managers receive timely warnings to quickly respond to discrepancies and maintain the accuracy of lease documentation.

Acceptance Criteria

Real-time Dashboard Prompt

Given an error is detected, when the property manager is logged in to the dashboard, then an alert prompt is immediately displayed with detailed error information.

Email Alert Notification

Given an error is detected, when the system identifies a critical error, then an email alert is dispatched to the designated property manager with actionable error details.

Mobile Notification Alert

Given an error is detected, when the property manager is active on the mobile application, then a timely push notification is sent containing the error description and required action.

Error Acknowledgement and Logging

Given an alert has been received, when the property manager acknowledges the alert, then the system logs the acknowledgment with a timestamp and updates the alert status for tracking resolution.

Alert Acknowledgment Mechanism

"As a property manager, I want to be able to acknowledge error alerts so that I can keep track of resolved and pending issues effectively."

Description

Implement an acknowledgment process within the error alert system that allows users to confirm receipt of alerts. This feature enables tracking of alert resolution progress by providing a logged record of when alerts are reviewed, ensuring that no notification is overlooked.

Acceptance Criteria

Dashboard Acknowledgment

Given a user receives an error alert on the dashboard, when the user clicks the acknowledgment button, then the alert should be marked as acknowledged with a recorded timestamp and user identifier.

Automated Acknowledgment Logging

Given an alert requires acknowledgment, when the acknowledgment action is performed, then the system must log the event with the alert ID, user ID, and timestamp, and display a confirmation message to the user.

Escalation for Unacknowledged Alerts

Given a user has not acknowledged an alert within the predefined timeframe, when the system identifies a pending acknowledgment, then it should trigger an escalation process by notifying an alternate contact or sending a reminder notification.

Error History Dashboard

"As a property manager, I want to view a detailed history of error alerts so that I can analyze trends and take steps to prevent future discrepancies."

Description

Integrate an error log dashboard that aggregates all detected errors over time. The dashboard should allow for filtering by date, severity, and type of error, providing property managers with insights into recurring issues and the overall performance of the lease management process.

Acceptance Criteria

Error Filtering

Given access to error log dashboard, When filters are applied for date, severity, and error type, Then only matching error logs should be displayed accordingly.

Real-Time Error Alert Integration

Given an error event occurs, When detected by the error alert system, Then the error should appear in the error history dashboard with real-time update and detailed information.

Recurring Error Reporting

Given historical error data is available, When a recurring error event is detected (e.g., more than three occurrences in one week), Then a notification should be generated and highlighted in the dashboard.

Dashboard Performance

Given a large dataset of error logs, When the dashboard is loaded with applied filters, Then the system must display results within 3 seconds.

User Access Control

Given multiple user roles (admin, property manager), When accessing the error history dashboard, Then each user should only view the error logs permitted based on their role.

Customizable Alert Filters

"As a property manager, I want to customize my alert settings so that I only receive notifications that are relevant to my priorities and workflow."

Description

Provide an option for property managers to customize alert filters and set notification preferences. This includes defining thresholds for alert sensitivity, choosing preferred channels for receiving alerts, and setting quiet hours, which all contribute to a more personalized and effective error monitoring experience.

Acceptance Criteria

Alert Filter Threshold Customization

Given the property manager is logged in and on the alert settings page, when they input custom threshold values for alert sensitivity, then the system should save these values and apply them to future error detections.

Notification Channel Selection

Given the property manager is configuring alert settings, when they choose preferred notification channels (e.g., email, SMS, in-app), then the system should store these preferences and use them for all subsequent alerts.

Setting Quiet Hours

Given the property manager wants to avoid notifications during certain hours, when they set a quiet hours schedule, then the system should suppress error alerts during the specified timeframe and defer them until quiet hours end.

Real-Time Dashboard Integration

Given the property manager has configured alert preferences, when an error is detected, then the real-time dashboard should display the alert details in accordance with the user's custom filter settings.

Error Notification Accuracy

Given the property manager has enabled customizable alert filters, when a non-compliance or discrepancy occurs, then the system should trigger an alert only if the error meets the customized filter criteria.

Integrity Checker

Conducts a comprehensive review of lease document structures and necessary data fields, flagging missing or corrupted entries. By ensuring every document meets required standards, this feature minimizes compliance risks and safeguards property management operations.

Requirements

Document Structure Validator

"As a property manager, I want the system to validate the structure of lease documents automatically so that I can trust the integrity of the records without manual checks."

Description

Analyzes lease documents to verify that their structure adheres to prescribed standards by checking for required sections and formatting. This function minimizes compliance risk and errors by ensuring all documents are structurally sound before processing, integrating seamlessly with LeaseLink's automated workflows.

Acceptance Criteria

Lease Document Compliance Check

Given a lease document is submitted for processing, When the Document Structure Validator checks the document, Then it must confirm that all required sections (e.g., header, terms, signature) are present and correctly formatted.

Missing Section Detection

Given a lease document missing one or more mandatory sections, When the Integrity Checker reviews the document, Then it should flag the document as non-compliant and generate a clear error message specifying the missing sections.

Corrupted Data Field Identification

Given a lease document that contains corrupted or malformed data fields, When the Document Structure Validator processes the document, Then it should identify and report each corrupted field with details of the issue.

Real-Time Validation Dashboard Update

Given a lease document that passes the structural validation, When the validation is completed, Then the system should update the real-time dashboard with a 'Validated' status and a summary report of the document analysis.

Seamless Integration with Workflow

Given a validated lease document, When it is processed by the Integrity Checker, Then it should seamlessly integrate into LeaseLink's automated workflows, triggering subsequent processes without manual intervention.

Automated Data Field Checker

"As a property manager, I want the system to check critical data fields automatically so that I can reduce errors and maintain high standards of compliance."

Description

Inspects key data fields in lease documents to ensure that every field meets mandatory criteria. By automatically flagging missing, incorrect, or corrupted entries, the system reduces manual data errors and integrates robustly with LeaseLink’s processing module to enhance overall document accuracy.

Acceptance Criteria

Lease Document Field Validation

Given a lease document with all mandatory data fields, when the Automated Data Field Checker is executed, then the system must flag any missing, incorrect, or corrupted fields accurately.

Error Detection and Notification

Given a lease document containing corrupted or erroneous entries, when the checker processes the document, then the system must generate a detailed error report listing each anomaly with a corresponding error message.

Integration with LeaseLink Processing Module

Given a verified lease document after data field inspection, when the checker completes its task, then the document should automatically integrate with the LeaseLink processing module to trigger subsequent automated workflows.

Error Logging Mechanism

"As a property manager, I want a detailed log of any document errors so that I can quickly identify and address issues, ensuring continued compliance and operational efficiency."

Description

Collects and stores all anomalies detected during document validation in a secure log, providing a clear trace of errors and facilitating troubleshooting. This log aids transparency and is integrated with reporting tools to furnish actionable insights for recurring issues.

Acceptance Criteria

Document Anomaly Logging

Given a lease document is being validated, when anomalies are detected, then the error logging mechanism must capture all error details including error type, timestamp, and document identifier.

Secure Log Storage and Access

Given an error has been logged, when a property manager accesses the error log via the Integrity Checker, then the log entry should be securely stored and displayed with an audit trail.

Integration with Reporting Tools

Given anomalies are logged over time, when integrated with reporting tools, then the logging mechanism should provide actionable insights by summarizing error frequency, impact, and common error patterns.

Compliance Risk Analyzer

"As a property manager, I want the system to analyze compliance risk automatically so that I can address potential issues before they escalate into major problems."

Description

Evaluates the outcomes from document validations to compute a risk score that reflects the frequency and severity of detected issues. By automating risk assessments, it provides actionable recommendations to help property managers proactively mitigate compliance risks.

Acceptance Criteria

Lease Document Integrity Validation

Given validated lease documents, when Compliance Risk Analyzer computes the risk score, then the score must factor in the frequency and severity of detected issues as per defined standards.

Missing Data Detection

Given a lease document with missing required fields, when the validation report is analyzed, then the risk score must clearly indicate increased risk corresponding to each missing field.

Corrupted Document Handling

Given a lease document with corrupted structure, when processed by the Compliance Risk Analyzer, then the risk score must reflect a higher risk level and provide recommendations for corrective action.

Actionable Recommendation Generation

Given the outcomes from document validations, when the risk analysis is completed, then the system must generate clear, prioritized actionable recommendations to mitigate compliance risks.

Real-Time Analytics Integration

Given an updated lease management dashboard, when the Compliance Risk Analyzer computes risk scores, then the dashboard must display these scores in real-time, ensuring transparency and clarity for property managers.

Dashboard Integration for Real-time Analytics

"As a property manager, I want to access real-time analytics on my dashboard so that I can monitor document integrity and promptly address any compliance issues."

Description

Integrates validation results and risk scores into the LeaseLink dashboard, providing real-time visibility into document integrity. This feature displays alerts, error trends, and compliance metrics that support quick decision-making and ongoing process improvement.

Acceptance Criteria

Real-time Risk Score Update

Given a valid lease document has been processed by the Integrity Checker, when the document is reviewed, then its risk score is immediately updated on the LeaseLink dashboard in real-time.

Dashboard Alert Notification

Given an integrity check failure is detected, when errors are found, then the dashboard displays a visual alert along with detailed error information.

Error Trend Display

Given a series of lease documents processed over time, when errors occur, then the dashboard aggregates error trends and displays them in an easily interpretable graph.

Compliance Metrics Visualization

Given that compliance standards are met for each document, when data is integrated, then the dashboard updates and displays compliance metrics and performance indicators for quick decision-making.

Compliance Insights Dashboard

Aggregates compliance metrics and trends into a user-friendly dashboard, offering at-a-glance insights into audit performance and potential risks. This feature allows managers to make data-driven decisions, optimize workflows, and maintain regulatory adherence with ease.

Requirements

Real-Time Compliance Analytics

"As a property manager, I want to view real-time compliance analytics so that I can monitor audit performance and quickly respond to any regulatory issues."

Description

Provide real-time analytics on compliance metrics aggregated from various data sources to display trends and audit scores. This feature ensures that property managers are always informed with up-to-date compliance data integrated seamlessly within the dashboard.

Acceptance Criteria

Real-Time Data Refresh

Given the dashboard is active and connected to live data sources, when new compliance data is received, then the dashboard must update the analytics within 5 seconds with accurate and current metrics.

Accurate Trend Display

Given historical compliance data is available, when trend graphs are rendered, then the trends must accurately reflect the aggregated data and show a deviation of less than 2% compared to calculated historical metrics.

Seamless Audit Score Integration

Given the presence of audit data from external systems, when the data is aggregated, then the audit scores must automatically update on the dashboard without requiring manual refresh, ensuring consistency across sources.

User View Validity Test

Given a property manager accesses the compliance analytics dashboard, when the dashboard is loaded, then all displayed metrics, labels, units, and legends must be correct, clear, and reflective of the underlying data sources.

Data Source Connectivity Checks

Given the integration with multiple data sources, when a connection to any source fails, then the dashboard must display an appropriate error message and revert to the last known good data set without disrupting the user's experience.

Audit Performance Alerts

"As a property manager, I want to receive audit performance alerts so that I can take immediate action to address compliance issues and avoid potential penalties."

Description

Configure threshold-based alerts that notify users when audit scores drop below acceptable levels or when compliance risks are detected. This functionality helps in timely intervention and risk mitigation.

Acceptance Criteria

Real-time Alert Activation

Given an audit score drop below the set threshold, when the system detects the drop, then a real-time alert is automatically sent to the user.

Threshold Customization

Given a user customizes alert thresholds, when the configuration is saved, then the system applies these values for triggering alerts.

Alert Notification Receipt

Given an alert is triggered, when the alert is sent, then the user receives the notification via their selected communication channel.

Compliance Risk Alert Trigger

Given a potential compliance risk is identified, when irregular patterns are detected, then an alert is generated to notify the user for immediate risk mitigation.

Dashboard Alert Integration

Given an active alert, when the user views the Compliance Insights Dashboard, then the alert details are prominently displayed with context and actionable insights.

Regulatory Reporting Integration

"As a property manager, I want automated regulatory reporting integration so that I can streamline compliance submissions and focus on strategic decisions rather than paperwork."

Description

Automatically integrate with external regulatory bodies to pull and push compliance reports and documentation. This requirement streamlines the reporting process and minimizes manual data entry errors.

Acceptance Criteria

Successful Data Pull Integration

Given the system is scheduled to retrieve compliance data, when the API call to the external regulatory body is made, then the compliance reports should be automatically imported into LeaseLink’s dashboard with a confirmation of success.

Successful Data Push Integration

Given new compliance updates, when the system transmits these updates to the regulatory body via API, then the response must confirm receipt with a status code of 200 and log the transaction.

Error Handling for Failed API Calls

Given an API call failure, when the system encounters a network or service error during data exchange, then it should retry the request up to three times, log the error, and notify the user of the issue.

Data Synchronization and Timestamp Validation

Given that data is imported and pushed between systems, when each transaction is completed, then the system should update a synchronization timestamp in the dashboard and trigger an alert for any discrepancies.

Security and Compliance Testing

Given the requirement for secure data transmission, when data is exchanged between the system and external bodies, then proper encryption protocols must be implemented, and compliance logs must be maintained and reviewed.

Customizable Dashboard Widgets

"As a property manager, I want to customize my dashboard widgets so that I can see the compliance data most relevant to my needs and make informed operational decisions."

Description

Develop customizable widgets that allow users to tailor the display of compliance metrics on the dashboard. This enables property managers to focus on the most relevant data according to their preferences and regulatory requirements.

Acceptance Criteria

Widget Selection

Given a property manager is logged in to LeaseLink and on the Compliance Insights Dashboard, When they click the 'Customize Dashboard' button, Then a menu displaying all available widget options should be presented.

Widget Reordering

Given a property manager is customizing their dashboard, When they drag and drop widgets to reorder them, Then the new order must be saved and persist on page refresh.

Widget Resizing

Given a user is interacting with a dashboard widget, When they adjust the size of the widget using provided controls, Then the widget should resize dynamically without losing its configured data.

Real-Time Data Refresh

Given a widget displaying live compliance metrics, When new data is received or an update is triggered, Then the widget must automatically refresh its content to reflect the current data within 5 seconds.

Layout Save and Restore

Given a property manager has customized the dashboard layout, When they save their custom layout and log out, Then upon their next login the dashboard should load with the user’s saved configuration intact.

Historical Trends Analysis

"As a property manager, I want to analyze historical compliance data so that I can identify trends and improve the overall compliance strategy over time."

Description

Provide tools for analyzing historical compliance data to identify long-term trends, recurring issues, and opportunities for improvement. This capability supports strategic planning and continual process enhancement.

Acceptance Criteria

Historical Data Loading Test

Given the system has historical compliance data, when a property manager initiates an analysis for a specified date range, then the dashboard displays accurate historical trends with analytics sorted by key performance indicators.

Recurring Issues Detection

Given the system stores historical compliance data, when a property manager runs a recurring issue detection analysis, then the tool identifies and flags recurring issues with frequency counts and trend indicators.

Long-Term Trend Visualization

Given a long-range dataset is available, when the property manager selects a custom timeframe, then the dashboard accurately visualizes long-term trends with interactive graphs and summary statistics.

Export Historical Analysis Report

Given an analysis is performed, when the property manager clicks the export button, then a comprehensive PDF report is generated that includes historical trend visuals and data insights.

Real-Time Data Sync with Historical Data

Given real-time updates are available, when the property manager refreshes the dashboard, then the analysis seamlessly integrates the latest compliance data with historical trends without service interruption.

Product Details

Vision & Mission

Problem & Solution

Details & Audience

User Personas

Organized Olivia

Background

Needs & Pain Points

Needs

Pain Points

Psychographics

Channels

Data-Driven Derek

Background

Needs & Pain Points

Needs

Pain Points

Psychographics

Channels

Compliance-Conscious Carla

Background

Needs & Pain Points

Needs

Pain Points

Psychographics

Channels

Product Features

Smart Setup

Requirements

Property Auto-Detection

Description

Acceptance Criteria

Dynamic Configuration Settings

Description

Acceptance Criteria

User Confirmation Interface

Description

Acceptance Criteria

Real-Time Analytics Integration

Description

Acceptance Criteria

Guided Tour

Requirements

Tour Start Button

Description

Acceptance Criteria

Contextual Tool-tips

Description

Acceptance Criteria

Step-by-Step Navigation

Description

Acceptance Criteria

Personalized Tour Experience

Description

Acceptance Criteria

Tour Progress Persistence

Description

Acceptance Criteria

Personalized Dashboard

Requirements

Real-Time Analytics Display

Description

Acceptance Criteria

Customizable Layout and Widgets

Description

Acceptance Criteria

Responsive User Interface

Description

Acceptance Criteria

Secure Access and Role-Based Permissions

Description

Acceptance Criteria

One-Click Migration

Requirements

Automated Data Extraction

Description

Acceptance Criteria

Single-Click Data Import

Description