Client Management SaaS

PulseDesk

Unite Clients. Accelerate Trust. Grow Faster.

PulseDesk unifies messages, tickets, and project updates in one intuitive dashboard for freelancers and small agency owners drowning in scattered client communications. Real-time shared workspaces keep everyone on the same page, slashing missed updates and lost trust while enabling you to deliver more projects and retain happier clients.

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Product Details

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

Vision & Mission

Vision: To empower freelancers and agencies worldwide to build trust and grow faster through radically transparent, unified client collaboration.
Long Term Goal: By 2028, enable 50,000 freelancers and agencies to boost client retention by 30% and deliver $1 billion in additional project revenue through radically transparent, unified collaboration.
Impact: PulseDesk reduces client churn by up to 30% and cuts project communication time in half for freelancers and small agencies, enabling users to complete 25% more billable projects per month by centralizing updates and ensuring real-time transparency across all client interactions.

Problem & Solution

Problem Statement: Freelancers and small agency owners miss deadlines and lose client trust because project updates, requests, and conversations are scattered across emails, chats, and spreadsheets—existing tools lack unified, real-time visibility for both teams and clients.
Solution Overview: PulseDesk centralizes every client message, ticket, and project update in a single, intuitive dashboard, giving freelancers and agencies instant, unified visibility—while real-time shared workspaces ensure both teams and clients always see progress together, eliminating missed updates and chaotic, scattered communication.

Details & Audience

Description: PulseDesk centralizes every client message, ticket, and project update in one intuitive dashboard. Built for freelancers and small agencies, it ends scrambling across emails and chats by making communication instant and trackable. Real-time shared workspaces let you and your clients see progress together, setting PulseDesk apart from isolated, messy tools and ensuring nothing slips through the cracks.
Target Audience: Freelancers and small agency owners (25-45) overwhelmed by scattered client communications, prioritizing transparent project collaboration.
Inspiration: Late one night, I scrolled through a frantic mix of emails and chat threads, hunting for a client’s urgent feedback. By morning, I’d missed the update—and lost the client’s trust. That sinking frustration made me realize: reliable client relationships need a single place where everyone sees progress in real time. PulseDesk was born out of that need for clarity and connection.

User Personas

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

Scaling Sarah

- Age 34, female - Founder of 5-person marketing agency - Master’s in Business Administration - Annual revenue $450K

Background

After doubling freelance clients in two years, Sarah hired her first employee at 30. Scaling team workflows revealed fractured client communications, driving her to seek a centralized platform that supports onboarding, real-time updates and cross-project visibility.

Needs & Pain Points

Needs

1. Centralized team communications for consistent client updates 2. Scalable onboarding workflows for quick team expansion 3. Real-time visibility across all project statuses

Pain Points

1. Disjointed tools causing missed client requests and duplications 2. Time wasted switching between emails, chat, and task lists 3. Onboarding delays due to unclear role responsibilities

Psychographics

- Insists on scalable, repeatable team workflows - Values transparent, real-time client communication - Driven by efficiency and process optimization - Prizes rapid onboarding and clear accountability

Channels

1. Slack: team collaboration 2. LinkedIn: professional networking 3. Email: morning digest 4. Twitter: industry news 5. Medium: marketing insights

Remote Rita

- Age 29, based in London - Freelance UX/UI designer - Bachelor’s in Graphic Design - Annual income ~$80K

Background

After shifting to fully remote freelancing two years ago, Rita built clients across Europe and North America. Varying client hours led to delayed feedback and lost context, pushing her to seek a unified platform that bridges time zones and centralizes communications.

Needs & Pain Points

Needs

1. Time-zone-aware messaging to reduce feedback delays 2. Asynchronous update tracking for non-overlapping schedules 3. Centralized file sharing with version history

Pain Points

1. Lost context due to delayed time-zone replies 2. Displaced files across emails and chat tools 3. Unclear deadlines causing missed project milestones

Psychographics

- Craves synchronous collaboration across global time zones - Values clear, timestamped client conversations - Prefers asynchronous workflows and notification controls - Driven by autonomy and schedule flexibility

Channels

1. Slack: client channels 2. Zoom: design reviews 3. Email: daily summaries 4. Trello: project boards 5. Behance: portfolio feedback

Integration Ian

- Age 37, male - Senior systems integrator at tech consultancy - Bachelor’s in Computer Science - $95K annual salary

Background

After coding bespoke integration scripts for five years, Ian grew frustrated by brittle, undocumented connectors. His pursuit of reliable, scalable integrations led him to tools with robust APIs and transparent webhooks.

Needs & Pain Points

Needs

1. Comprehensive API endpoints with detailed docs 2. Real-time webhooks for instant status updates 3. Native integrations with leading PM and CRM tools

Pain Points

1. Missing endpoints forcing custom script maintenance 2. Rate limits disrupting critical ticket workflows 3. Insufficient webhook retries on failed deliveries

Psychographics

- Obsessed with clean API documentation - Champions automation over manual work - Demands robust webhook and event triggers - Prioritizes stability and error handling

Channels

1. GitHub: demo repositories 2. Stack Overflow: Q&A troubleshooting 3. Postman: sample collections 4. Slack: developer community 5. Dev.to: technical articles

Metric Mike

- Age 42, male - Customer success manager - MBA in Operations Research - Manages 300+ tickets monthly

Background

With seven years in customer success, Mike implemented manual Excel tracking that failed under volume surges. His shift to automated analytics revealed performance bottlenecks in real time.

Needs & Pain Points

Needs

1. Granular KPI reports with real-time updates 2. Automated SLA breach alerts to proactive interventions 3. Customizable dashboards reflecting key performance indicators

Pain Points

1. Delayed reports obscuring service degradation trends 2. Manual data consolidation wasting hours monthly 3. Lack of alert thresholds causing missed SLAs

Psychographics

- Driven by measurable performance metrics - Values real-time data over assumptions - Seeks continuous process improvement opportunities - Demands customizable reporting and alerts

Channels

1. Tableau: live data visualization 2. Email: automated KPI reports 3. Slack: alert notifications 4. Confluence: process documentation 5. Zoom: performance review meetings

Retention Riley

- Age 31, non-binary - Account manager at boutique PR firm - BA in Communications - Handles 20+ client accounts

Background

Starting as a customer rep, Riley developed best-in-class retention strategies. Observing clients slip through email cracks led Riley to seek a unified platform for consistent communication.

Needs & Pain Points

Needs

1. Automated reminders for proactive client follow-ups 2. Central client communication history at fingertips 3. Customizable client satisfaction surveys within platform

Pain Points

1. Clients feel ignored due to fragmented messaging 2. Missed follow-ups causing churn spikes 3. No audit trail of client interactions

Psychographics

- Prioritizes client satisfaction retention metrics - Values empathetic, timely client check-ins - Relies on transparent communication practices - Driven to reduce client churn rates

Channels

1. Intercom: live chat support 2. Email: personalized newsletters 3. LinkedIn: professional engagement 4. Zoom: check-in calls 5. Asana: account task tracking

Product Features

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

SmartCadence

Automatically adjusts follow-up intervals based on individual client behaviors and response patterns, ensuring reminders are neither too frequent nor too sparse. This optimizes engagement by finding the perfect timing for each client, boosting reply rates while minimizing annoyance.

Requirements

Behavioral Data Collection

"As a freelancer, I want the system to record how quickly each client responds so that SmartCadence can tailor follow-up intervals based on real client behavior."

Description

Implement a system that automatically captures and stores client interaction metrics such as response times, open rates, and historical follow-up outcomes. This data will serve as the foundation for analyzing individual client response patterns and enable the cadence engine to make data-driven timing adjustments. The solution must ensure data accuracy, security, and efficient retrieval for real-time processing.

Acceptance Criteria

Initial Behavioral Data Ingestion

Given a new client interaction event occurs When the system processes the event Then the system stores the client ID, timestamp, and interaction type in the secure database And all mandatory fields are not null

Real-Time Interaction Metrics Capture

Given the client opens a message in the dashboard When the open event is detected Then the open status and timestamp are recorded within 1 second And the open rate metric is updated accordingly

Historical Follow-up Outcome Logging

Given a follow-up reminder is sent When the client responds Then the system logs the outcome, including response time, response content snippet, and outcome tag And links it to the corresponding follow-up attempt

Secure Storage and Access Control

Given client interaction metrics exist in storage When an unauthorized user attempts access Then the system denies access and logs the attempt And authorized users retrieve metrics via secure API with encryption in transit

Efficient Data Retrieval for Cadence Engine

Given the cadence engine requests client metrics for analysis When the request is made Then the system returns the complete dataset in under 200ms And the data format matches the engine's schema with no missing fields

Adaptive Interval Engine

"As a small agency owner, I want follow-up reminders to be scheduled at times when each client is most likely to respond so that I improve engagement without annoying them."

Description

Develop the core algorithm that calculates optimal follow-up intervals by analyzing collected behavioral data and applying weighted metrics such as past response times, client engagement levels, and contextual factors. The engine should adjust reminder schedules dynamically, ensuring intervals neither overwhelm the client nor allow important tasks to slip through the cracks.

Acceptance Criteria

Initial Interval Computation

Given the engine has at least three past response times for a client When computing the next follow-up interval Then it calculates the average response time and applies the configured variance factor to determine the optimal interval

Dynamic Adjustment After Quick Response

Given a client responds in less than 50% of their average response time When the engine updates the schedule Then the next follow-up interval is reduced by 15% compared to the previous interval

Dynamic Adjustment After Slow Response

Given a client responds slower than 150% of their average response time When the engine updates the schedule Then the next follow-up interval is increased by 25% compared to the previous interval

Low Engagement Detection

Given the client's engagement score falls below the configured threshold over the last seven days When recalculating follow-up intervals Then the engine extends the interval by at least 30% to minimize annoyance

Contextual Factor Incorporation

Given the client’s time zone and business hours are known When scheduling the next follow-up Then the engine ensures the reminder is set within active hours and avoids off-hours delivery

Scheduling and Notification Integration

"As a freelancer, I want SmartCadence to automatically send follow-up messages at the optimal times so that I don’t have to manually track and send reminders."

Description

Integrate SmartCadence with the existing notification system to automate the dispatch of follow-up reminders via email, in-app notifications, and SMS. The integration must respect calculated intervals, handle timezone conversions, and ensure messages are sent reliably and on schedule.

Acceptance Criteria

Automatic Email Follow-Up Dispatch

Given SmartCadence calculates a 48-hour follow-up interval for a client, when the system reaches the scheduled time, then an email using the predefined reminder template is sent to the client's registered email without errors.

In-App Notification Timing Accuracy

Given a follow-up is scheduled in PulseDesk, when a user opens the app at the scheduled time, then an in-app notification appears with the correct timestamp and message content.

SMS Follow-Up with Timezone Conversion

Given a client is in GMT+5 and SmartCadence schedules a 9:00 AM local follow-up, when dispatching the SMS, then the system converts server time to GMT+5 and sends at exactly 9:00 AM client time.

Rescheduling After Delivery Failure

Given an email delivery fails due to a transient network error, when retry logic triggers, then the system reschedules the follow-up 15 minutes later and logs the retry attempt with status in notification logs.

Respecting Minimum Interval Between Follow-Ups

Given the calculated interval is 3 days based on client behavior, when a user attempts a manual follow-up earlier, then the system blocks the send action and displays a warning about the minimum interval requirement.

User Override Controls

"As a small agency owner, I want to override the automated follow-up schedule for certain clients so that I maintain control when unique circumstances arise."

Description

Provide an interface within PulseDesk that allows users to review, adjust, or disable suggested follow-up intervals for specific clients. This control must include manual scheduling options, a clear view of algorithmic recommendations, and toggle switches to suspend or resume automated follow-ups.

Acceptance Criteria

Viewing Algorithmic Recommendations

Given the user navigates to the Follow-Up Settings for a specific client When the system displays the suggested interval Then the user sees the recommended follow-up date and time alongside the confidence score and rationale

Adjusting Suggested Follow-Up Interval

Given the user views a recommended follow-up interval When the user edits the date or time manually and saves Then the system updates the schedule and overrides the algorithm for that client

Disabling Automated Follow-Up

Given the user is on the Follow-Up Settings screen When the user toggles off the automated follow-up switch for a client Then no automated reminders are sent until the user re-enables the feature

Manual Scheduling of Follow-Ups

Given the user wants to set a custom follow-up date When the user selects a date and time from the manual scheduler and confirms Then the system creates a follow-up reminder at the specified schedule independent of algorithmic suggestions

Resuming Automated Follow-Ups

Given the user has previously disabled automated follow-ups for a client When the user toggles on the automated follow-up switch Then the system resumes sending reminders based on the latest algorithmic recommendations

Cadence Performance Dashboard

"As a freelancer, I want to see how well my follow-up strategy is performing so that I can validate the effectiveness of SmartCadence and make informed adjustments."

Description

Design and implement a dashboard that visualizes follow-up performance metrics such as average response rate improvements, interval effectiveness, and client-specific engagement trends. The dashboard should offer filters, time-range selectors, and exportable reports to help users assess the impact of SmartCadence.

Acceptance Criteria

Overview Response Rate Improvements

The Average Response Rate Improvement metric is displayed and accurately reflects the percentage change in client response rates over the selected time range.

Time-Range Filtering

When a user selects a specific time range, the dashboard refreshes within 3 seconds to show metrics computed exclusively for that time range.

Performance Report Export

Users can export the current dashboard view as a CSV or PDF, and the exported file includes all visible metrics and filters applied.

Interval Effectiveness Analysis

The dashboard displays interval effectiveness for each cadence interval, showing average time-to-response per interval that exactly matches underlying SmartCadence data.

Client-Specific Engagement Trends

Users can select a specific client from a dropdown and the dashboard updates to display engagement trends and metrics (response rate, average response time) solely for that client.

ChannelCascade

Seamlessly extends follow-up messages across email, SMS, and in-app chat, ensuring clients receive nudges through their preferred channels. By diversifying touchpoints, it increases visibility and response likelihood without manual channel management.

Requirements

Dynamic Channel Selection

"As a freelancer, I want the system to automatically choose the best channel for each client so that my follow-up messages reach them where they’re most likely to respond."

Description

Automatically identifies and selects the client’s preferred communication channel (email, SMS, or in-app chat) based on historical response data and real-time availability, ensuring higher engagement by leveraging the most effective touchpoint.

Acceptance Criteria

Determine Preferred Channel from Historical Data

Given a client with at least five past communications across channels, When the system processes historical response times, Then it selects the channel with the highest average response rate as the preferred channel.

Fallback to Secondary Channel

Given the primary channel is unavailable or undeliverable, When an outbound follow-up is initiated, Then the system automatically switches to the secondary channel as defined by the preference ranking.

Real-Time Availability Override

Given a client’s instant status is offline in-app but reachable via SMS or email, When sending a follow-up message in real-time, Then the system chooses the most responsive available channel based on availability signals.

Preference Prediction Accuracy

Given a sample of 100 client interactions, When the system predicts preferred channels, Then accuracy of the predictions must be at least 90% when compared to actual channel usage.

ChannelCascade Integration Completeness

Given the ChannelCascade feature is enabled, When a follow-up workflow is executed, Then messages are dispatched through the selected channel and logged consistently in PulseDesk dashboard without manual channel selection.

Cascade Scheduling Engine

"As a small agency owner, I want to schedule a series of reminders across channels at specific intervals so that I can maintain consistent communication without manual oversight."

Description

Enables configurable scheduling of follow-up messages across multiple channels with defined intervals and sequences, allowing users to set up automated cascades that respect client time zones and business hours.

Acceptance Criteria

Cascade Setup with Multiple Channels

Given a user selects email, SMS, and in-app chat with intervals of 2 hours in that order; When the user saves the cascade; Then the system schedules follow-up messages every 2 hours across the selected channels in the defined sequence.

Time Zone and Local Time Scheduling

Given a client’s time zone is Pacific Standard Time and the cascade is set for 9:00 AM local time; When the cascade is activated; Then the system converts 9:00 AM PST to 17:00 UTC and schedules the message at that UTC time.

Business Hours Compliance

Given client business hours are defined as 8:00 AM to 6:00 PM local time; When a cascade interval falls outside those hours; Then the system delays the follow-up message until the next available business hour window.

Sequence Interval Enforcement

Given a user attempts to set intervals shorter than the minimum allowed 15 minutes; When the user applies the schedule; Then the system blocks the save action and displays a validation error indicating the minimum interval requirement.

Validation of Overlapping Schedules

Given a user creates a new cascade for a client who already has an existing cascade at the same time; When the user attempts to save the overlapping cascade; Then the system warns of the conflict and prevents saving until the conflict is resolved.

Multi-Channel Template Management

"As a freelancer, I want to store and reuse custom templates for email, SMS, and in-app chat so that I can send professional and personalized messages quickly."

Description

Provides a centralized interface for creating and managing message templates tailored to each channel, including variables for personalization, ensuring consistency and reducing repetitive manual composition.

Acceptance Criteria

Access Template Management Interface

Given the user navigates to the ‘Templates’ section of the dashboard When the interface loads Then the user sees a list of channels (Email, SMS, In-App) and existing templates for each channel

Create New Email Template

Given the user clicks ‘New Template’ and selects ‘Email’ When the user enters a template name, subject line, body with at least one variable placeholder and clicks ‘Save’ Then the new template appears in the Email channel list with correct name and placeholders intact

Edit Existing SMS Template

Given the user selects an existing SMS template from the list When the user updates the message content or variable placeholders and clicks ‘Save’ Then the updated content is reflected in the template list and in subsequent previews

Preview Template with Variables

Given the user selects a template and clicks ‘Preview’ When the user enters sample variable values and confirms Then the preview displays the message with all placeholders correctly substituted

Delete Unused Template

Given the user selects a template marked as unused and clicks ‘Delete’ When the user confirms the deletion Then the template is removed from the list and cannot be selected for messages

Failure Detection and Retry Logic

"As a user, I want the system to retry failed messages or switch channels if one fails so that I can ensure clients receive all critical updates."

Description

Monitors delivery status for each channel, automatically detecting failures (e.g., bounced emails or undelivered SMS) and triggering retry attempts or fallback to alternate channels, minimizing the risk of missed communication.

Acceptance Criteria

Email Bounce Detected

Given an outbound email is bounced, the system retries delivery up to 3 times at 5-minute intervals; Then an undelivered notification is logged and a fallback SMS attempt is initiated.

SMS Delivery Failure

Given an SMS message returns a delivery failure code, the system attempts delivery through a secondary SMS gateway up to 2 times; Then the failure is recorded in the message log with timestamps.

In-App Chat Unavailable

Given the user’s in-app chat endpoint is unreachable, the system automatically sends the message via email and SMS within 1 minute; Then the retry action is reflected in the delivery status UI.

Multi-Channel Fallback Execution

Given primary and secondary channels fail consecutively, the system dispatches the message via all remaining channels simultaneously; Then an escalation alert is generated and sent to the administrator.

Retry Logging and Notification

Given any retry or fallback event occurs, the system logs the event (including channel, timestamp, and error code) and updates the client dashboard with the current delivery status in real time.

Opt-in and Compliance Management

"As a small agency owner, I want to track and enforce client channel permissions so that I remain legally compliant and respect client communication preferences."

Description

Manages client consents and preferences for each channel, storing opt-ins and opt-outs, and enforcing legal regulations (e.g., GDPR, TCPA) to ensure all communications remain compliant.

Acceptance Criteria

Client Provides Email Consent

Given a client submits their email address and selects 'Email' communication channel in the consent form, when they click 'Agree', then the system records the opt-in timestamp for email in the client profile and enables email-based ChannelCascade messages only for that client.

Client Opts Out of SMS Notifications

Given a client receives an SMS consent request, when they reply with 'STOP', then the system updates the client profile to reflect SMS opt-out, prevents further SMS messages being sent, and logs the opt-out event.

Automated Compliance Rule Enforcement

Given a scheduled ChannelCascade message is queued for a client, when the system checks consent status, then it only dispatches messages to channels where valid opt-in exists and blocks any non-compliant channel deliveries.

Consent Revocation Logging

Given a client revokes consent via the preferences dashboard, when they deselect all channels and confirm, then the system timestamps the revocation, archives prior consent record, and makes the revocation audit available in compliance reports.

Channel Usage Without Consent

Given a user attempts to manually send a follow-up via ChannelCascade without recorded consent for the target channel, when they click 'Send', then the system displays an error message indicating missing consent and disables the send action.

Analytics and Reporting Dashboard

"As a freelancer, I want to view engagement statistics for my multi-channel campaigns so that I can refine my follow-up strategy and improve client responsiveness."

Description

Delivers real-time metrics on open rates, click-throughs, response times, and channel performance within the dashboard, enabling users to assess the effectiveness of each cascade and optimize future sequences.

Acceptance Criteria

Overview Metrics Load

Given the user navigates to the Analytics Dashboard, when the page loads fully, then the dashboard displays total open rates, click-through rates, average response times, and per-channel performance metrics within 5 seconds of loading.

Filter Performance by Channel

Given the user selects a specific communication channel (email, SMS, or in-app) from the filter menu, when the filter is applied, then the dashboard updates to display metrics exclusively for that channel, and the displayed values accurately reflect the underlying raw data.

Real-Time Data Refresh

Given new client interactions occur after the initial load, when the user clicks the refresh icon, then the dashboard refreshes and displays the latest metrics, including any new opens, clicks, and responses, within 10 seconds.

Historical Data Export

Given the user clicks the export button, when the export process completes, then the system downloads a CSV file containing metrics for the selected date range, and the data in the file matches exactly what is shown on the dashboard.

Customizable Date Range

Given the user selects a start and end date from the date-picker control, when the user applies the date range filter, then the dashboard recalculates and displays all metrics and visualizations for only the specified date range.

TimeSync Follow-Ups

Leverages client time zones and past activity windows to schedule follow-ups at moments when recipients are most likely to be active. This targeted timing enhancement maximizes open and reply rates by reaching clients at their peak engagement periods.

Requirements

Time Zone Auto-Detection

"As a freelancer, I want the system to automatically detect my client’s time zone so that follow-up messages are sent at appropriate local times without manual configuration."

Description

Automatically determine and assign each client’s local time zone using available data sources such as profile settings, email headers, or IP addresses. This ensures follow-up messages are aligned with clients’ local times without requiring manual input, reducing errors and setup friction.

Acceptance Criteria

New Client Profile Creation

Given a user creates a new client profile with a physical address or city entered, when the profile is saved, then the system sets the client’s time zone field to the correct zone based on the address data.

Existing Client Import

Given a batch import of existing client contacts without time zone information, when the import process completes, then the system populates each client’s time zone field using IP geolocation or email header data with at least 90% accuracy.

Email Header Time Zone Detection

Given a client’s first incoming email, when the system reads the email headers, then it extracts the client’s time zone offset and stores it in the client’s profile within 5 seconds.

IP Address Geolocation Detection

Given a client logs into the platform from a new device or network, when the system captures the client’s IP address, then it determines the correct time zone and updates the client profile if it differs from the existing entry.

Ambiguous Time Zone Manual Review

Given the system cannot conclusively determine a client’s time zone from automated sources, when a discrepancy flag is raised, then an administrator is alerted to manually select or confirm the client’s time zone.

Client Engagement Window Analysis

"As a small agency owner, I want PulseDesk to analyze when my clients most frequently engage so that reminders and follow-ups are scheduled during their peak engagement periods."

Description

Analyze historical email open and reply timestamps for each client to identify consistent windows of activity. Generate a personalized engagement profile that highlights peak hours and days, enabling more accurate targeting for follow-ups based on empirical data.

Acceptance Criteria

Weekly Client Activity Aggregation

Given 30 days of email open and reply timestamps for a client When the analysis runs Then the system aggregates events into hourly and daily buckets covering all time zones present for that client

Peak Hour Identification

When the aggregated hourly data is available Then the system identifies the top three hours and top two days with the highest average combined open and reply rates for the client

Time Zone Normalization

Given client interactions span multiple time zones When timestamps are normalized Then all events are converted to the client's local time zone before analysis

Engagement Profile Generation

When hourly and daily activity peaks are identified Then the system creates a personalized engagement profile highlighting each client’s peak windows and expected engagement probabilities

Profile Export and Visualization

Given a generated engagement profile When a user requests the report Then the system exports the profile as a downloadable PDF and displays interactive charts in the dashboard

Optimal Follow-Up Scheduler

"As a user, I want PulseDesk to automatically schedule follow-ups at times my clients are most active so that my messages have higher open and response rates."

Description

Implement an algorithm that combines client time zones and engagement windows to automatically schedule follow-up messages at the most effective times. Provide options for predefined intervals (e.g., 24, 48, 72 hours) or custom schedules based on user preferences.

Acceptance Criteria

Automated 24-Hour Interval Follow-Up

Given a message has been sent and the user selects a predefined 24-hour interval, when scheduling the follow-up, then the system schedules the follow-up exactly 24 hours after the original message timestamp, adjusted to the client's local time zone.

User-Defined Custom Follow-Up Schedule

Given the user configures a custom follow-up schedule for a client, when the schedule is saved, then the system queues the follow-up at the specified date and time in the client's time zone.

Client Time Zone Conversion

Given a client's time zone differs from the user's, when calculating the follow-up send time, then the system accurately converts and displays the send time in both user and client local times.

Engagement Window Optimization

Given historical open and reply data for a client, when determining the follow-up send time, then the system identifies the client's highest engagement one-hour window and schedules the follow-up within that window.

User Override Before Dispatch

Given a follow-up is scheduled, when the user reviews the scheduled send time prior to dispatch, then the user can modify the send time and the system updates the follow-up schedule accordingly.

Customizable Follow-Up Templates

"As a freelancer, I want to use customizable templates for my follow-up messages so that I can send personalized and consistent communications quickly."

Description

Allow users to create, save, and manage multiple follow-up message templates with editable content and timing rules. Enable variables like client name, project details, and scheduled send time to be dynamically inserted, streamlining the follow-up creation process.

Acceptance Criteria

Creating a New Follow-Up Template

Given the user navigates to the Templates section and clicks 'New Template' When they enter a unique template name, message body with at least one supported variable, and select a timing rule Then the template is saved, appears in the template list, and displays the configured variables and timing rule

Editing an Existing Template

Given a previously saved template exists in the list When the user selects 'Edit' on that template, modifies content or timing rule, and clicks 'Save' Then the changes are persisted, the updated content and timing rule are displayed correctly in the list

Deleting a Follow-Up Template

Given the user sees multiple templates in the list When they click the 'Delete' button on a specific template and confirm the action Then the template is removed from the list and no longer available for selection when creating follow-ups

Applying a Template to a Scheduled Follow-Up

Given the user creates a new follow-up message When they select a saved template from the template dropdown and schedule the send time Then the message preview populates with the template content and dynamically inserts variables based on recipient data and timing rule applies correctly

Handling Missing or Invalid Variable Data

Given a template contains variables such as {{client_name}} or {{project_title}} When the system encounters missing or invalid data for a variable during follow-up generation Then the system warns the user, highlights the missing fields, and prevents scheduling until valid data is provided

Follow-Up Performance Reporting

"As a small agency owner, I want to view performance metrics for my automated follow-ups so that I can measure engagement and optimize my communication timing."

Description

Provide real-time analytics and reporting on follow-up campaigns, including open rates, reply rates, and click-through metrics. Offer visual dashboards and exportable reports to help users assess effectiveness and refine their follow-up strategies.

Acceptance Criteria

Campaign Dashboard Overview

Given the user is on the Follow-Up Performance dashboard When the page loads Then real-time open rates, reply rates, and click-through metrics are displayed and updated within 5 minutes of any new activity

Exporting Analytics Report

Given the user has applied filters on campaign metrics When the user clicks the Export button Then a CSV or PDF file is downloaded containing the filtered metrics with correct headers and values

Filtering Campaign Metrics by Date Range

Given the user selects a start and end date on the date picker When the date range is applied Then only follow-up campaigns launched within that range are displayed with corresponding metrics

Visual Dashboard Rendering

Given the user navigates to the analytics dashboard When the metrics load Then bar charts, line graphs, and tables render without errors and data points match the underlying metrics

Drill-Down into Individual Follow-Up Metrics

Given the user views an aggregated campaign metric When the user clicks on a data point Then a detailed list of individual follow-ups with timestamps, statuses, and engagement metrics is displayed

Ping A/B Testing

Enables teams to test multiple follow-up templates and messaging strategies in parallel, automatically identifying the highest-performing variations. By iterating on tone, length, and call-to-action, it refines communication for optimal response outcomes.

Requirements

Template Variant Management

"As a marketing manager, I want to create and manage multiple follow-up message templates so that I can test different communication strategies in parallel and determine which resonates best with clients."

Description

This requirement enables users to create, edit, and organize multiple follow-up message templates within the Ping A/B Testing feature. It should support rich text formatting, placeholders for personalization tokens, and version control to track changes across iterations. By providing a centralized interface for managing template variants, teams can efficiently prepare diverse messaging strategies for A/B tests without duplicating effort or losing historical versions.

Acceptance Criteria

Creating a New Template Variant

Given the user is on the Template Variant Management interface When the user clicks “New Variant,” enters a unique variant name, applies rich text formatting, inserts personalization tokens, and clicks “Save” Then the new variant is added to the variant list with the correct name, formatting, and tokens intact

Editing an Existing Template Variant

Given an existing template variant is displayed in the management interface When the user selects the variant, updates the content or formatting, and clicks “Save” Then the updated content is persisted, the variant list updates to reflect changes, and a new version entry is created in the version history

Organizing Template Variants into Folders

Given the user has multiple template variants When the user creates a folder, drags and drops variants into the folder, and confirms the organization Then the variants appear under the folder grouping, folders can be expanded or collapsed, and the organization persists across sessions

Using Personalization Tokens in Template Variants

Given the user is editing a template variant When the user inserts a personalization token placeholder such as {{FirstName}} into the rich text editor and previews the variant Then the placeholder is rendered correctly in the preview view, and saving the variant retains the token without formatting errors

Version Control Tracking of Template Changes

Given a template variant has multiple saved versions When the user views the variant’s version history Then each version displays a timestamp, editor name, and editable diff, and the user can revert to any previous version successfully

Variant Allocation Engine

"As a campaign coordinator, I want variants to be evenly and randomly assigned to recipients so that each message’s performance can be measured accurately and fairly."

Description

This requirement implements an intelligent engine that randomly distributes message variants evenly across the selected recipient list. The engine must ensure statistical validity by balancing sample sizes, avoid sending duplicate variants to the same recipient, and log allocation details for audit and transparency. Integration with the existing messaging queue is required to maintain deliverability and scheduling constraints.

Acceptance Criteria

Even Distribution Across Recipient Segments

Given a list of 100 recipients divided into 4 segments, when the engine assigns variants A and B, then each variant is sent to 50% of recipients in each segment with a deviation of no more than 1 recipient.

No Duplicate Variant Delivery to Same Recipient

Given any recipient, when the engine processes the allocation, then no recipient receives more than one variant of the same message in the same test cycle.

Statistical Validity Threshold Enforcement

Given a set sample size, when allocations are complete, then the engine ensures that each variant group has at least the minimum sample size required for statistical significance as defined in configuration.

Allocation Logging and Audit Trail

When the engine performs variant allocation, then it logs recipient ID, assigned variant, timestamp, and allocation batch ID in the audit log within 5 seconds of allocation.

Integration with Messaging Queue and Scheduling

Given messages scheduled at different times, when variants are allocated, then the engine enqueues messages in the existing queue without altering scheduled send times and respects queue rate limits.

Performance Tracking Dashboard

"As a campaign analyst, I want to view real-time performance metrics for each variant so that I can monitor test progress and decide when to terminate or scale the winning message."

Description

This requirement provides a real-time dashboard displaying key performance metrics for each message variant, including open rates, click-through rates, reply rates, and conversion metrics. The dashboard should offer filtering by date range, segment, and variant, and visualize data through charts and tables to help users quickly evaluate test progress and confidently make data-driven decisions.

Acceptance Criteria

Real-Time Metrics Display

Given the user selects a message variant, when the dashboard loads or refreshes, then the open rate, click-through rate, reply rate, and conversion rate for that variant are displayed correctly and updated in real-time (refresh interval ≤ 1 minute).

Date Range Filtering

Given the user applies a custom date range filter, when the filter is confirmed, then all charts and tables update to show only metrics within the specified date range.

Segment-Based Filtering

Given the user selects one or more audience segments, when the filter is applied, then the dashboard displays metrics exclusively for the selected segments across all visualizations.

Variant Comparison View

Given the user selects multiple message variants, when the compare mode is activated, then the dashboard presents side-by-side charts and tables for each variant’s open rate, click-through rate, reply rate, and conversion rate.

Visualization Accuracy

Given the user views data in chart or table format, when hovering over any data point or table cell, then tooltips display the exact metric value and date/segment context correctly.

Empty State Handling

Given no performance data exists for the selected filters, when the dashboard renders, then a ‘No data available’ message is displayed and charts/tables are hidden.

Automatic Winner Selection

"As a user, I want the system to automatically select the best-performing template so that I can focus on results without manual analysis."

Description

This requirement defines an algorithm to automatically identify the top-performing message variant based on predefined success criteria such as highest reply rate or conversion rate. It should allow users to configure the primary metric, confidence threshold, and minimum sample size. Once a winner is determined, the system should notify the user and optionally auto-deploy the winning variant to the remaining recipient list.

Acceptance Criteria

Setup Primary Metric and Confidence Threshold

Given the user has opened the A/B test configuration; When they select “Reply Rate” as the primary metric, set the confidence threshold to 95%, and minimum sample size to 100; Then the system saves these settings and displays a confirmation message.

Data Collection During A/B Test Execution

Given an active A/B test with two message variants; When the test runs and messages are sent to recipients; Then the system logs each send, reply, and conversion event, and updates real-time metrics for both variants.

Determining Winning Variant Based on Threshold

Given both variants have reached the minimum sample size; When one variant’s metric achieves at least the configured confidence threshold and exceeds the other variant’s performance; Then the system automatically flags that variant as the winner.

User Notification of Winner Selection

Given a winning variant is identified; When the system flags the winner; Then it sends an in-app notification and an email summary to the user, detailing the winning variant and its performance metrics.

Auto-Deployment of Winning Variant

Given the user has enabled the auto-deploy option; When a winner is detected; Then the system automatically updates the remaining unsent follow-up messages in the recipient list to use the winning template.

Test Scheduling and Campaign Setup

"As a project coordinator, I want to schedule my A/B test parameters in advance so that I can ensure tests run during optimal engagement windows without manual intervention."

Description

This requirement enables users to schedule A/B tests by specifying the test start and end times, sample allocation percentages, recipient segments, and overall campaign parameters. It should validate input values, prevent scheduling conflicts, and integrate with calendar and reminder systems to alert users when tests begin, end, or require attention.

Acceptance Criteria

Valid Test Scheduling Submission

Given a user has entered a start time and end time for an A/B test with the end time later than the start time and both times within business hours, When the user saves the schedule, Then the system validates the inputs and creates the test schedule without errors.

Prevent Overlapping Campaigns

Given an existing A/B test scheduled for a specific recipient segment, When a user attempts to schedule a new test that overlaps in time and segment with the existing test, Then the system rejects the new schedule and displays a conflict error message.

Validate Sample Allocation Inputs

Given the user specifies sample allocation percentages for variant A and variant B, When the sum of the percentages exceeds 100% or is zero, Then the system displays an input validation error and prevents test setup.

Reminder Notification for Test Start and End

Given a test is scheduled with start and end times, When the test start time arrives, Then the system sends a notification to the user’s reminder system indicating the test has started; And when the end time arrives, Then the system sends a notification that the test has concluded and requires analysis.

Calendar System Integration for Scheduled Tests

Given a user schedules an A/B test, When the test schedule is finalized, Then the test details are automatically added to the user's external calendar with correct start/end times and reminders.

Reporting and Export

"As a consultant, I want to export A/B test results into PDF and CSV so that I can share insights with stakeholders and maintain records."

Description

This requirement allows users to generate comprehensive, exportable reports summarizing A/B test results, including performance comparisons, statistical significance analysis, and trend insights. Reports should be exportable in PDF and CSV formats, with customizable templates and branding options for stakeholder presentations.

Acceptance Criteria

Monthly A/B Test Report Generation

Given a completed A/B test and a selected monthly date range, when the user clicks 'Generate Report', then the system displays a report summarizing send volume, open rate, click-through rate, and statistical significance of variations.

CSV Export of A/B Test Data

Given the summary report view, when the user selects 'Export CSV', then the system downloads a CSV file that includes raw test results, variation metrics, and user-defined date range headers.

PDF Export with Custom Branding

Given a generated report, when the user selects 'Export PDF' and applies a custom template with logo and color scheme, then the system generates a PDF matching the template and includes all report sections.

Custom Report Template Creation

Given the template editor, when the user uploads a logo, sets header/footer text, and selects data fields, then the new template is saved and available in the export dropdown.

Statistical Significance Analysis Verification

Given test results, when the report includes a statistical significance section, then the system accurately calculates and displays p-value, confidence intervals, and indicates if results are statistically significant at the 95% level.

Engagement Insights

Provides detailed analytics on follow-up performance—open rates, reply times, and engagement trends—through intuitive dashboards. Users can quickly pinpoint which messages resonate, adjust strategies, and continuously improve client outreach effectiveness.

Requirements

Real-time Engagement Dashboard

"As a small agency owner, I want a real-time dashboard showing open rates, reply times, and engagement trends so that I can immediately assess the effectiveness of my follow-ups and optimize strategies on the fly."

Description

Develop a live dashboard within PulseDesk that displays real-time metrics on follow-up emails, including open rates, reply times, and engagement trends. The dashboard should update with minimal latency, visually present data through interactive charts and graphs, and integrate seamlessly with existing message and ticket modules. This requirement ensures users can monitor campaign performance instantly, make timely adjustments, and improve client outreach efficiency.

Acceptance Criteria

Dashboard Loads Real-Time Metrics

Given the user navigates to the Real-Time Engagement Dashboard, When the page finishes loading, Then open rates, reply times, and engagement trends from the past 24 hours are displayed within 5 seconds without errors.

Low Latency Data Refresh

Given the dashboard is open, When new email opens or replies occur, Then the metrics update automatically within 60 seconds without a full page reload and the last update timestamp is shown.

Interactive Chart Drill-Down

Given the user clicks on a specific data point in any engagement chart, When the click is registered, Then a detailed list of corresponding messages with message ID, timestamp, and status appears in a modal or side pane within 2 seconds.

Date Range Filter Functionality

Given the user selects a custom date range filter, When the filter is applied, Then all metrics and charts refresh to show data only within the specified range and the selected range persists on page reload.

Integration with Message and Ticket Modules

Given the user clicks 'View in Messages Module' or 'View in Ticket Module' from a dashboard item, When the click occurs, Then the system navigates to the respective module highlighting the selected message or ticket and the URL includes the item ID.

Customizable Metrics Filters

"As a freelancer, I want to filter engagement metrics by project, date range, and message type so that I can analyze performance for specific clients and campaigns."

Description

Implement functionality allowing users to define, add, and remove specific metrics and date ranges for analytics. Users should be able to filter data by client, project, message type, and custom tags. The UI should provide intuitive filter controls and persist user preferences. This enhances the ability to focus on relevant data subsets, draw actionable insights, and tailor reporting to different client needs or timeframes.

Acceptance Criteria

Creating a Custom Metric Filter

Given the user is on the metrics filter configuration page When the user selects metrics 'Open Rate' and 'Reply Time' And specifies a date range from '2025-04-01' to '2025-04-30' And clicks 'Save Filter' with name 'April Engagement' Then the custom filter 'April Engagement' is displayed in the filter list And subsequent analytics reflect the selected metrics and date range.

Applying Filters to Analytics Dashboard

Given an existing custom filter named 'April Engagement' When the user selects 'April Engagement' from the filter dropdown Then the dashboard updates to show metrics 'Open Rate' and 'Reply Time' And only data from '2025-04-01' to '2025-04-30' is displayed.

Persisting User Filter Preferences

Given the user has selected custom filters and configured the dashboard When the user logs out and logs back in Then the previously selected filter settings and dashboard configuration are restored And the custom filter 'April Engagement' remains available in the filter list.

Removing a Custom Metric Filter

Given the user is viewing the list of custom filters and sees 'April Engagement' When the user clicks 'Delete' next to 'April Engagement' And confirms the deletion Then 'April Engagement' no longer appears in the custom filter list And the analytics dashboard reverts to the default filter view.

Filtering Data by Custom Tag and Date Range

Given the user has created a filter including metric 'Open Rate' and tag 'Premium Client' When the user applies the filter for date range '2025-01-01' to '2025-03-31' Then the analytics display only interactions tagged 'Premium Client' And the open rate metric is calculated within the specified date range.

Historical Trend Analysis

"As a project manager, I want to compare engagement trends over different time periods so that I can evaluate the effectiveness of my outreach strategies over time."

Description

Enable analysis of engagement metrics over customizable historical periods, providing trend lines and comparisons across weeks, months, or quarters. The system should calculate percentage changes, highlight significant shifts, and allow overlay of multiple time periods. This helps users identify long-term patterns, measure the impact of strategic changes, and forecast future engagement performance.

Acceptance Criteria

Custom Date Range Selection

Given a user selects a start and end date for engagement metrics When the user applies the custom date range filter Then the dashboard displays trend lines for the selected date range and a comparison against the immediately preceding period

Percentage Change Calculation

Given two comparable periods displayed on the trend dashboard When the user requests percentage change data Then the system calculates and displays the percentage change for open rates and reply times between the two periods

Multiple Period Overlay

Given a user chooses to overlay multiple historical periods (e.g., two quarters) When the user activates the overlay function Then the dashboard shows distinct colored trend lines for each period with an accompanying legend

Significant Shift Highlighting

Given the system identifies a day-to-day change in engagement metrics exceeding 20% When the trend visualization is rendered Then the system highlights the date on the chart with a marker and provides a tooltip explaining the magnitude of the shift

Forecast Projection

Given at least three months of historical engagement data When the user enables the forecasting feature Then the dashboard displays projected engagement metrics for the next period with confidence intervals

Automated Engagement Alerts

"As a small business owner, I want to receive alerts when my message reply rate falls below a specified threshold so that I can address potential issues before they impact client satisfaction."

Description

Develop an alert system that notifies users when key engagement metrics cross specified thresholds (e.g., drop in reply rate below 20% or increase in average reply time above 48 hours). Alerts should be configurable via the dashboard, support multiple notification channels (email, in-app), and allow threshold adjustments per client or project. This requirement ensures timely detection of performance issues and prompts users to take corrective actions.

Acceptance Criteria

Reply Rate Drop Alert Configuration

Given a user is on the alert settings dashboard and selects the 'Reply Rate' metric When the user sets a threshold below 20% and clicks 'Save' Then the system saves the threshold, displays a confirmation message, and schedules future alert triggers based on this new threshold.

Reply Time Increase Alert Configuration

Given a user configures the 'Average Reply Time' metric When the user sets a threshold above 48 hours for a specific project and confirms Then the system persists the setting, displays a success notification, and applies this threshold to subsequent alert evaluations.

Multiple Notification Channel Setup

Given a user is editing alert delivery options When the user selects both email and in-app notifications and saves the settings Then the system sends test alerts via both channels to verify delivery and marks the setup as active only if both tests succeed.

Per-Client Threshold Adjustment

Given a user views alert settings for a specific client When the user adjusts thresholds for reply rate and reply time and clicks 'Apply to this Client' Then the dashboard reflects only these customized thresholds for that client without altering global default settings.

Real-Time Alert Trigger and Display

Given that real-time metrics are monitored When the system detects that a project's reply rate falls below the configured threshold Then an alert is immediately generated and displayed in the user's notifications panel with project name, client name, and metric details.

Alert History Logging

Given alerts have been triggered over time When a user navigates to the Alert History tab Then the system lists all triggered alerts with timestamps, project identifiers, metric values at trigger time, and acknowledgment status.

Exportable Analytics Reports

"As a freelancer, I want to export engagement analytics as PDF and CSV reports so that I can share performance results with clients and keep records offline."

Description

Provide the ability to export engagement analytics and visualizations as PDF and CSV reports. Exports should respect applied filters and include both raw data tables and graphical summaries. Users should be able to schedule recurring exports and share them with clients directly. This enhances reporting capabilities, facilitates stakeholder communication, and supports offline analysis.

Acceptance Criteria

Export Filtered Engagement Data as CSV

Given a user has applied filters to the engagement dashboard; When the user clicks 'Export CSV'; Then a CSV file downloads containing only the data rows matching the filters, with correct headers, date formats, and numerical values.

Generate PDF Report with Visualizations

Given the dashboard displays engagement visualizations and tables; When the user selects 'Export PDF'; Then a PDF is generated containing both the raw data tables and graphical summaries that mirror the on-screen filters and layout.

Schedule Recurring Exports

Given a user configures an export schedule (daily, weekly, monthly); When the schedule is saved; Then the system automatically generates and sends the report at the specified intervals without manual intervention.

Share Exported Reports with Clients

Given a user has generated an export; When the user opts to share the report; Then the system sends an email to designated client email addresses with the report attached and a customizable message.

Validate Data Consistency in Exports

Given the user exports data (CSV or PDF); When the file is opened; Then the total counts, metrics, and trends in the export match the analytics displayed on the dashboard within a 1% margin.

PulseMap

Visualize client sentiment over time with an interactive timeline that highlights peaks and troughs in tone. Quickly identify patterns in communication mood to understand overall client satisfaction trends and address issues proactively.

Requirements

Sentiment Data Ingestion

"As a platform administrator, I want the system to automatically ingest and preprocess client communication data so that I can ensure PulseMap displays up-to-date sentiment trends without manual intervention."

Description

The system must automatically collect and process text data from messages, tickets, and project updates to prepare sentiment analysis for PulseMap. This involves integrating with existing PulseDesk messaging modules, normalizing text inputs, and storing processed data in the analytics database. The requirement ensures raw communication data is fetched in real-time or at scheduled intervals, preprocessed for sentiment scoring, and made available for visualization in the interactive timeline. Successful implementation will provide a reliable foundation for accurate sentiment trend displays, enabling users to track client mood changes without manual data handling.

Acceptance Criteria

Real-time Data Fetch Success

Given a new message is received When the ingestion service runs in real-time mode Then the system fetches the message within 5 seconds and logs a successful retrieval entry

Scheduled Interval Data Fetch

Given the scheduled job timeframe of every 15 minutes When the job executes Then all new or updated records since last run are fetched without duplication

Text Normalization Accuracy

Given a batch of raw text inputs containing HTML tags, emojis, and special characters When normalization is applied Then output text is stripped of markup, emojis are replaced with sentiment tokens, and whitespace is standardized

Database Storage Verification

Given processed sentiment data records When stored into the analytics database Then each record must include a unique ID, timestamp, original message reference, and normalized text field, with no null values

Data Availability for Visualization

Given the analytics database contains processed records When the PulseMap timeline loads for a client Then the data is retrieved and rendered within 3 seconds, and the timeline shows correct sentiment scores aligned with message timestamps

Interactive Sentiment Timeline Visualization

"As a freelancer, I want an interactive timeline that displays my client's sentiment scores over time so that I can visually identify periods of high and low satisfaction and adjust my engagement accordingly."

Description

The feature must render an interactive timeline chart displaying sentiment scores over time, with zoom and pan capabilities for daily, weekly, and monthly views. It will integrate with the analytics engine to fetch time-series sentiment data and plot it with visual markers for peaks and troughs. Users can hover or click on data points to view detailed context, such as message excerpts and timestamps. The visualization must be responsive, performant on desktop and mobile, and adhere to PulseDesk’s UI guidelines for consistency.

Acceptance Criteria

Daily View Zoom and Pan

Given the user selects the Daily view on the sentiment timeline; When the user zooms in or pans across the timeline; Then data points must adjust to hourly intervals with smooth transitions and interactions completing within 100ms.

Weekly and Monthly View Aggregation

Given the user switches to the Weekly or Monthly view; When the timeline aggregates sentiment data; Then average sentiment scores per week or month must display with accurate labels, no missing intervals, and updated chart axes.

Data Point Detail Interaction

Given the user hovers over or clicks a data point on the timeline; Then a tooltip or modal must appear within 200ms showing the message excerpt, exact timestamp, and sentiment score associated with that point.

Responsive Performance on Desktop and Mobile

Given the timeline is accessed on desktop or mobile devices; When the user interacts (zoom, pan, change view); Then all interactions must complete within 150ms and the chart layout, labels, and tooltips must adapt to screen size while remaining readable.

UI Guideline Compliance

All timeline chart elements—including axes, labels, markers, and tooltips—must conform to PulseDesk’s design system with correct colors, typography, iconography, and spacing.

Peaks and Troughs Highlighting

"As an agency owner, I want key sentiment peaks and troughs highlighted on the timeline so that I can quickly spot critical changes in client mood and respond proactively."

Description

The requirement calls for automatically detecting significant sentiment highs and lows within the timeline and visually emphasizing these points with distinct markers or color codes. The system should define thresholds for peaks and troughs, highlight them on the chart, and provide tooltips explaining the significance. Integration with the timeline component is necessary to allow users to quickly identify critical shifts in client mood. This feature boosts user awareness of important sentiment changes and facilitates proactive client management.

Acceptance Criteria

Detecting Peak Sentiment Events

Given a series of sentiment scores over time and a predefined positive threshold, when the sentiment score of a data point exceeds the threshold, then the system highlights the data point with a green marker on the timeline chart.

Detecting Trough Sentiment Events

Given a series of sentiment scores over time and a predefined negative threshold, when the sentiment score of a data point falls below the threshold, then the system highlights the data point with a red marker on the timeline chart.

Tooltip Display for Sentiment Markers

Given a user hovers over a highlighted sentiment marker on the chart, when the hover event is detected, then the system displays a tooltip containing the date, sentiment score, and an explanation indicating whether it's a significant peak or trough.

Interactive Threshold Adjustment

Given a user adjusts the peak and trough threshold values in the settings panel, when the new threshold values are saved, then the timeline chart updates to reflect the changes, re-evaluating and highlighting markers based on the new thresholds.

Integration with Timeline Component

Given the sentiment data and marker definitions, when the timeline component is rendered, then the chart integrates highlighted peaks and troughs seamlessly, preserving existing functionalities like zooming and panning without visual artifacts or performance degradation.

Custom Time Range and Segmentation Filters

"As a small agency owner, I want to filter the sentiment timeline by date range, client, or project so that I can analyze satisfaction trends for specific engagements."

Description

Users must have the ability to apply custom date ranges and filter sentiment data by project, client, or communication channel. This requirement involves UI components for selecting date pickers and dropdown filters, backend support for query parameters, and dynamic chart updates based on selected filters. The feature ensures users can focus analyses on specific periods or segments, improving the relevancy of insights derived from PulseMap.

Acceptance Criteria

Applying Custom Date Range Filter

Given the user selects a start and end date via the date picker, when they confirm the selection, then the sentiment chart updates to display only data within that custom range.

Filtering by Project

Given the user chooses a specific project from the project dropdown, when the filter is applied, then the sentiment timeline shows only data points associated with the selected project.

Filtering by Client

Given the user selects a client from the client filter, when the filter is applied, then the visualization updates to present only sentiment data for that chosen client.

Filtering by Communication Channel

Given the user picks one or more communication channels (e.g., email, chat) from the channel filter, when applied, then the chart displays sentiment data exclusively from those channels.

Combining Multiple Segmentation Filters

Given the user applies a date range along with project, client, and channel filters simultaneously, when they click Apply, then the sentiment visualization reflects data that satisfy all selected criteria.

Real-Time Sentiment Alert Notifications

"As a project manager, I want to receive real-time alerts when client sentiment falls below a set threshold so that I can promptly address any concerns and maintain client satisfaction."

Description

Implement a notification system that triggers alerts when client sentiment drops below configurable thresholds, delivering real-time notifications via email or in-app messages. This requirement covers backend detection services, threshold configuration UI, and integration with the PulseDesk notification engine. Alerts will include context and direct links to the timeline for quick investigation. Timely alerts empower users to address potential issues before they escalate.

Acceptance Criteria

Immediate Alert on Negative Feedback Spike

Given a client message triggers a sentiment score below the user-defined threshold, when the system processes the message, then an alert is sent via email and in-app notification within one minute containing the client name, sentiment score, and direct link to the timeline.

Threshold Configuration Saved and Applied

Given the user sets a new sentiment threshold in the configuration UI, when the user clicks Save, then the new threshold value is persisted to the database and used to evaluate all subsequent sentiment scores.

Multiple Alerts Suppression for Persistent Low Sentiment

Given a client's sentiment remains below threshold for a continuous 10-minute period, when multiple messages are received, then only one alert is sent per 10-minute window to prevent notification flooding.

Alert Display in Notification Center

Given an alert is generated, when the user opens the in-app notification center, then the alert appears with a timestamp, sentiment drop summary, and a clickable link to the interactive timeline.

Email Alert Contains Context and Link to Timeline

Given an alert is triggered, when the email notification is sent, then the email includes the client’s name, latest sentiment score, a snippet of the triggering message, and a direct hyperlink to the corresponding timeline entry.

AlertBeacon

Receive instant alerts when AI detects negative or concerning language in client messages. Stay ahead of dissatisfaction by notifying the right team members so you can intervene immediately and prevent escalation.

Requirements

Sentiment Analysis Integration

"As a support manager, I want the system to automatically detect negative language in client messages so that I can address issues before they escalate."

Description

Integrate a real-time Natural Language Processing (NLP) sentiment analysis engine to scan incoming client messages for negative or concerning language. This component will analyze text content as soon as messages are received, flagging any message that contains dissatisfaction indicators or critical issues. Benefits include early detection of potential client dissatisfaction, improved response times, and data insights for client sentiment trends. It should seamlessly integrate with the existing message ingestion pipeline and support scaling to handle large volumes of messages.

Acceptance Criteria

Detect Negative Keywords

Given an incoming client message containing predefined negative sentiment keywords, when the message is processed by the NLP engine, then the system must flag the message as “Negative” and generate an alert within 5 seconds.

Identify Sarcastic or Insincere Language

Given an incoming client message that uses sarcasm or passive-aggressive phrasing, when the NLP analysis runs, then the system must correctly classify the message as “Concerning” with at least 85% accuracy based on the sarcasm detection model.

Multi-Language Sentiment Analysis

Given an incoming client message in any of the supported languages, when the message is analyzed, then the system must detect negative sentiment with at least 90% accuracy and flag the message appropriately.

High-Volume Message Processing

Given a batch of 10,000 concurrent incoming messages, when processed through the NLP pipeline, then at least 95% of messages must be analyzed and flagged (if necessary) within 2 minutes without errors.

Seamless Notification Integration

Given a flagged negative message, when the alert is generated, then the system must post a notification to the assigned team’s real-time dashboard and send an email alert within 10 seconds.

Real-Time Alert Dispatch

"As an account director, I want to receive instant notifications when a client expresses dissatisfaction so that I can intervene quickly and preserve the client relationship."

Description

Implement a real-time alert dispatch mechanism that triggers notifications immediately upon detection of negative sentiment. The system should support multiple channels such as email, SMS, and in-app notifications, ensuring the right team members are informed without delay. Benefits include rapid team response, reduced risk of client churn, and consistent customer satisfaction. Integration with existing notification services and user preferences management is required.

Acceptance Criteria

Immediate Email Notification for Negative Sentiment

Given a client message is analyzed and negative sentiment detected When the sentiment score falls below the configured threshold Then an email notification is sent to the assigned team member within 5 seconds And the email contains the message content snippet, sentiment score, and a direct link to the conversation thread

SMS Alert Trigger on Client Discontent

Given negative sentiment is detected for a high-priority client configured for SMS alerts When the system flags the message Then an SMS is sent to all specified phone numbers within 10 seconds And the SMS includes a concise summary of the message and a link to the full ticket

In-App Notification Display upon Sentiment Analysis

Given a user is active in the PulseDesk dashboard and a negative sentiment message arrives When the alert is generated Then an in-app notification appears within 3 seconds with the message summary and urgency label And clicking the notification navigates the user directly to the relevant ticket view

User Preference-Based Channel Selection

Given users have configured their notification channel preferences in their profile settings When an alert is triggered Then the system sends notifications only via the channels enabled in the user’s preferences And no notifications are sent to channels that the user has disabled

Fallback Channel Handling for Delivery Failures

Given an attempt to deliver an alert via the primary notification channel fails When the system detects the delivery failure within the retry window Then it retries delivery up to two additional times And if all retries fail, it sends the alert via the user’s designated secondary channel And all delivery attempts and failures are logged for auditing

Custom Alert Threshold Configuration

"As a project lead, I want to set custom alert thresholds so that I can reduce noise from false-positive alerts and focus on truly critical client messages."

Description

Provide a user interface for administrators to configure sentiment thresholds and keywords that define what constitutes a negative or concerning message. This allows teams to customize sensitivity levels according to project needs and client profiles. The configuration interface should include default templates and the ability to add custom keywords or adjust scoring weights. Expected outcome: tailored alert sensitivity, reduced false positives, and improved team trust in notifications.

Acceptance Criteria

Configure Default Alert Template

Given an administrator accesses the AlertBeacon settings When they select a default configuration template Then the template’s sentiment thresholds and keyword lists are loaded and displayed correctly

Add Custom Keyword and Weight

Given an administrator is on the custom keywords panel When they enter a new keyword, assign a sentiment weight within 0–100 and click Save Then the keyword is added to the list with the specified weight and persists after page refresh

Adjust Negative Sentiment Threshold

Given an administrator views the sentiment threshold sliders When they move the negative sentiment slider to a new value and click Save Then the new threshold is stored and applied to incoming messages

Input Validation for Thresholds and Weights

Given an administrator enters a threshold or weight value outside the allowed range When they attempt to save Then the system displays an inline error message and prevents saving until the values are corrected

Persist Configuration Across Sessions

Given an administrator has saved custom alert configurations When they log out and log back in Then their custom thresholds, templates, and keywords are retained

Reset to Default Settings

Given an administrator has modified alert configurations When they click the Reset to Default button and confirm Then all settings revert to the original default template values

Team Assignment Automation

"As a support coordinator, I want alerts to be routed to the correct team members so that responses are handled by those best equipped to resolve client concerns quickly."

Description

Develop logic to automatically assign alerts to the most appropriate team members or roles based on message context, project ownership, or existing workload. The system should reference team configurations and consider individual availability and expertise. Benefits include streamlined workflows, balanced workload distribution, and faster resolution times. It must integrate with team management settings and update assignments dynamically.

Acceptance Criteria

Project Owner Assignment

Given a new alert is generated for a client message associated with an existing project, when the system processes the alert, then it assigns the alert to the designated project owner within one minute.

Expertise-Based Routing

Given an alert is categorized by AI as a specific issue type, when multiple team members with matching expertise and available workload are identified, then assign the alert to the team member with the fewest active alerts.

Dynamic Reassignment on Availability Change

Given a team member’s availability status changes to ‘Busy’ or ‘Offline’, when there are pending alerts assigned to that member, then reassign those alerts to the next qualified and available team member within two minutes.

Team Configuration Integration

Given updates are made to team roles, availability, or workload capacity in the settings, when the assignment logic executes for new alerts, then it references the updated configurations to determine the appropriate assignee.

Assignee Notification

Given an alert has been assigned to a team member, when the assignment is confirmed, then automatically send a notification to the assignee via email and in-app messaging within 30 seconds.

Alert Dashboard and Analytics

"As a small agency owner, I want an overview dashboard of all sentiment alerts so that I can monitor team performance and identify patterns in client satisfaction."

Description

Build a centralized dashboard that aggregates all sentiment alerts, displaying statuses, assignments, and resolution times. Include analytics charts tracking alert trends, response effectiveness, and sentiment over time. Benefits include visibility into team performance, identification of recurring issues, and data-driven improvements for client communication strategies. Dashboard must integrate with reporting modules and allow filtering by project, time frame, and sentiment category.

Acceptance Criteria

Real-time Alert Overview Display

Given the user navigates to the Alert Dashboard, when there are active sentiment alerts, then the dashboard must list all alerts with columns for status, assigned team member, and time since alert creation in descending order of recency.

Filtering Alerts by Project and Time Frame

Given the user selects a specific project and a date range on the dashboard, when filters are applied, then only alerts matching the selected project and falling within the date range are displayed.

Sentiment Trend Analysis Chart

Given the user switches to the analytics view, when viewing the sentiment trend chart, then the chart shows daily counts of positive, neutral, and negative alerts over the selected time frame.

Response Effectiveness Metrics

Given alerts have been resolved, when viewing the response metrics section, then average response time and resolution time per team member are calculated and displayed correctly.

Integration with Reporting Module Export

Given the user chooses to export alert data, when exporting, then the system generates a report including filtered alert details and analytics charts, and provides it in CSV and PDF formats.

ToneAdvisor

Get AI-powered suggestions to optimize your reply tone based on detected client sentiment. Craft more empathetic, clear, or reassuring messages with real-time recommendations that improve communication effectiveness and client rapport.

Requirements

Sentiment Detection

"As a freelancer using PulseDesk, I want AI to detect the sentiment of client messages so that I can understand the emotional context before replying."

Description

Implement AI-based sentiment analysis for incoming client messages to identify emotions such as positive, negative, or neutral. This feature should process message text in real time, highlight detected sentiment, and integrate with the ToneAdvisor dashboard. It improves situational awareness for users, enabling them to tailor their tone and responses based on the client’s emotional state, ultimately fostering clearer and more empathetic communication.

Acceptance Criteria

Detect Positive Sentiment in Uplifting Message

Given a client message containing clearly positive language When the message is processed in real time Then the system classifies the sentiment as Positive with at least 90% confidence and highlights the message with a green indicator and attaches a 'Positive' tag to the message in the ToneAdvisor dashboard

Identify Negative Sentiment in Client Complaint

Given a client message containing negative expressions or complaints When the message is processed within 2 seconds Then the system classifies the sentiment as Negative with at least 85% confidence, highlights the message with a red indicator, and triggers an alert recommending an empathetic response in ToneAdvisor

Handle Neutral Sentiment Messages

Given a client message that conveys factual or neutral information When the message is analyzed Then the system classifies the sentiment as Neutral with at least 90% confidence and displays a gray indicator without triggering additional alerts

Process Multilingual Sentiment Detection

Given a client message in a supported non-English language (e.g., Spanish, French) When the message is processed Then the system correctly identifies the sentiment category (Positive, Negative, or Neutral) with at least 85% confidence and applies the appropriate colored indicator and sentiment tag

Maintain Performance Under High Message Volume

Given a burst of 100 incoming client messages per minute When sentiment detection runs concurrently Then the system processes each message in under 2 seconds, maintains accuracy thresholds (Positive ≥90%, Negative ≥85%, Neutral ≥90%), and updates the ToneAdvisor dashboard without lag

Real-time Tone Suggestions

"As a small agency owner, I want real-time tone suggestions when composing messages so that I can quickly craft responses that resonate with my clients."

Description

Provide AI-driven tone adjustment suggestions as users compose replies, offering alternative phrasing to convey empathy, clarity, or reassurance. Suggestions should appear inline or in a sidebar, updating live as the user types. Integration with the message composer ensures seamless user experience, speeding up response drafting and improving communication quality by guiding users toward appropriate tone adjustments.

Acceptance Criteria

Composer Initialization with Tone Suggestions

Given the user opens the message composer, When the composer loads for the first time, Then an initial set of AI-generated tone suggestions (empathetic, clear, reassuring) is visible in the sidebar or inline section.

Live Tone Suggestion Updates During Typing

Given the user is typing a reply, When the user pauses for more than 300ms after a keystroke, Then the tone suggestions update within 500ms to reflect the current message content.

Inline Suggestion Integration in Message Composer

Given the message composer UI, When tone suggestions are available, Then each suggestion can be viewed inline next to the selected text and in the sidebar without disrupting the typing flow.

Accurate Tone Recommendations Based on Sentiment Detection

Given an incoming client message with detected negative sentiment, When tone suggestions are generated, Then at least one empathetic phrasing option is included and matches the sentiment analysis score.

Applying Suggested Tone Phrasing to Reply

Given multiple tone suggestions displayed, When the user selects a suggestion and clicks apply, Then the selected text is replaced with the suggested phrasing, and the cursor is positioned immediately after the inserted text.

Tone Presets

"As a freelancer, I want to select from preset tone profiles so that I can maintain a consistent communication style across different client conversations."

Description

Offer a set of predefined tone profiles (e.g., empathetic, formal, casual, assertive) that users can select before composing a message. Each preset applies specific language guidelines and suggestion parameters tailored to the chosen tone. Integrating presets simplifies the selection process, ensuring consistency in communication style and enabling quick adjustment to different client preferences or scenarios.

Acceptance Criteria

Selecting an Empathetic Tone Preset

Given the user opens the ToneAdvisor and the message composer is active When the user selects the “Empathetic” preset from the tone dropdown Then the suggestion panel updates to use empathetic language guidelines and displays at least three empathy-driven phrase recommendations

Applying Formal Tone to Response

Given the user has chosen the “Formal” preset before composing a message When typing in the composer and invoking ToneAdvisor suggestions Then all suggestions use formal style guidelines (no contractions, professional vocabulary) and at least three formal alternatives appear

Switching from Casual to Assertive Tone Mid-Composition

Given the user is composing a message with the “Casual” preset active When the user switches the preset to “Assertive” mid-composition Then the suggestion list refreshes, removing casual options and providing assertive phrasing options consistently

Persisting Selected Tone Across Sessions

Given the user selects a tone preset and later logs out When the user logs back in and opens the message composer Then the previously selected preset is automatically applied and displayed as the active tone

Validating Tone Guidelines in Suggestions

Given any tone preset is active When the user requests suggestions from ToneAdvisor Then each suggestion strictly adheres to the rules of the active preset (e.g., assertive suggestions include direct calls to action; empathetic suggestions include supportive phrasing; formal suggestions avoid slang; casual suggestions include informal greetings)

Suggestion Customization

"As a PulseDesk user, I want to customize the strength and style of tone suggestions so that the recommendations align with my unique communication style."

Description

Enable users to adjust the intensity and style of AI suggestions, including sliding scales for formality, empathy, and brevity. Customization controls should be accessible in the ToneAdvisor panel and instantly reflect in the suggested text. This feature empowers users to fine-tune recommendations to match their personal voice and client expectations, enhancing user trust and flexibility.

Acceptance Criteria

Formality Slider Adjustment

Given the ToneAdvisor panel is open When the user moves the Formality slider Then the suggested reply text updates within 500ms to reflect the selected formality level and uses language that matches the formality setting

Empathy Slider Adjustment

Given the ToneAdvisor panel is open When the user adjusts the Empathy slider Then the suggested reply text updates in real time to show increased or decreased empathetic phrasing appropriate to the slider position

Brevity Slider Adjustment

Given the ToneAdvisor panel is open When the user changes the Brevity slider Then the suggested reply text length adjusts accordingly, abbreviating or expanding content to match the brevity setting without losing core message

Combined Slider Customization

Given the user adjusts multiple sliders in succession When the user has set Formality, Empathy, and Brevity levels Then the suggested reply text reflects all adjustments simultaneously and maintains coherence and clarity

Persistent Customization Settings

Given the user customizes sliders and saves preferences When the user closes and reopens the ToneAdvisor panel or the application Then the sliders retain their last saved positions and the suggested text initializes using those settings

Feedback Loop

"As an agency owner, I want to rate tone suggestions so that the system learns from my feedback and improves future recommendations."

Description

Implement a feedback mechanism that allows users to rate the relevance and helpfulness of tone suggestions after applying or ignoring them. Collect and analyze feedback to continuously refine AI models and suggestion accuracy. Integration with the analytics backend ensures ongoing improvement, resulting in more personalized and effective tone recommendations over time.

Acceptance Criteria

Rating tone suggestions after acceptance

Given a user applies an AI-generated tone suggestion and sends a message, When the message is sent, Then a feedback prompt appears within 5 seconds; Given the user selects a star rating between 1 and 5 and optionally enters comments, When they submit feedback, Then the system saves the feedback successfully and displays a confirmation message.

Rating tone suggestions after ignoring

Given a user ignores the AI-generated tone suggestion and sends a message, When the message is sent, Then a feedback prompt asking why the suggestion was ignored appears within 5 seconds; Given the user selects a predefined reason or enters a custom reason, When they submit feedback, Then the system records the feedback and displays a confirmation notification.

Feedback data synchronization with analytics backend

Given the user submits feedback on a tone suggestion, When the feedback is generated, Then the frontend sends the feedback payload to the analytics backend within 2 seconds; Given the backend receives the payload, When it processes the data, Then it returns a 200 OK and the frontend marks the feedback as synced in the UI.

Displaying aggregated feedback in admin dashboard

Given multiple feedback entries exist in the analytics backend, When an admin accesses the feedback dashboard and applies a date-range filter, Then the dashboard displays filtered average ratings, count of feedback entries, and comment summaries for each suggestion type, updating results within 3 seconds.

Automated model retraining based on feedback volume

Given at least 100 new feedback ratings are collected for a given suggestion type, When the scheduled monthly retraining job runs, Then the system initiates an AI model retraining process using the latest feedback dataset; and Given the training completes, When tests confirm a minimum 5% improvement in suggestion relevance metrics, Then the updated model is deployed to production automatically.

Satisfaction Scorecard

Monitor a comprehensive satisfaction index for each client, combining sentiment analysis metrics into a single score. Use these insights to compare client health at a glance, prioritize outreach, and demonstrate progress to stakeholders.

Requirements

Data Aggregation Engine

"As a product manager, I want a robust data aggregation engine so that all client interactions are consolidated in real time for accurate satisfaction scoring."

Description

Develop a data aggregation module that continuously collects client interaction data across messages, tickets, and project updates, normalizes varied formats, and maintains a synchronized data store. This engine must support multiple data sources, handle real-time streaming with minimal latency, and ensure secure storage and retrieval for downstream sentiment and score processing.

Acceptance Criteria

Real-time message stream ingestion

Given the engine is connected to the messaging source, when new messages arrive, then they are ingested, normalized, and stored in the data store within 2 seconds 100% of the time.

Ticket updates synchronization

Given a ticket is created or updated in the ticketing system, when the engine polls or receives the update, then the ticket record in the synchronized data store is created or updated with identical fields within 5 seconds.

Project update data normalization

Given project update entries in varied formats, when the engine processes them, then all date fields conform to ISO 8601, text fields are stripped of unsupported characters, and numeric values are cast correctly.

Data source failure recovery

Given a data source connection interruption, when the engine detects the failure, then it retries connection up to three times with exponential backoff, queues incoming data, and logs an alert without data loss.

Secure data storage and retrieval

Given data is written to or read from the data store, when the operation occurs, then all data at rest is encrypted, all retrieval requests are authenticated via role-based access control, and each transaction is logged with timestamp and user ID.

Sentiment Analysis Integration

"As an account manager, I want sentiment analysis integrated so that the system can automatically gauge client sentiment and feed it into the satisfaction score."

Description

Integrate a sentiment analysis service or library to evaluate the tone of client communications. The solution must support multiple languages, customizable sentiment models, and both batch and real-time processing. It should output standardized sentiment scores for each interaction and handle edge cases such as sarcasm or mixed sentiment.

Acceptance Criteria

Real-Time Analysis of Incoming Client Messages

Given a new client message arrives in the dashboard When the message is received Then the sentiment analysis engine processes it within 2 seconds and returns a sentiment_score between -1.00 and 1.00

Batch Processing of Multilingual Conversations

Given a batch of 100 client messages in English, Spanish, and Mandarin When the batch request is submitted Then the system processes all messages and returns individual sentiment_scores correctly tagged with their language_code

Custom Sentiment Model Deployment

Given a user uploads a custom sentiment model configuration in JSON format When the model is activated Then future analyses use the custom model and sentiment_scores reflect the custom model’s parameters

Handling Sarcasm and Mixed Sentiment

Given client messages containing sarcasm or mixed emotional cues When the analysis detects low confidence Then the system flags the message with confidence_score below 0.5 and returns sentiment_score of 0.00 with a warning_flag

Standardized Sentiment Score Output

Given any processed client interaction When storing results Then the system saves sentiment_score as a floating-point value between -1.00 and 1.00 with two-decimal precision and includes language_code and confidence_score fields

Score Calculation Algorithm

"As a freelancer, I want a clear satisfaction score algorithm so that I understand how different factors impact my client’s satisfaction and can adjust my workflow accordingly."

Description

Design and implement a flexible algorithm that combines sentiment metrics, average response times, project milestone completion rates, and direct client feedback into a unified satisfaction score. The calculation should allow configurable weightings for each factor, provide detailed breakdowns for transparency, and be easily adjustable to refine scoring over time.

Acceptance Criteria

Initial Score Calculation

Given default weightings for sentiment metrics, response times, milestone completion rates, and feedback, when the algorithm is executed on a sample client record, then a unified satisfaction score between 0 and 100 is generated with a precision of two decimal places.

Adjusting Factor Weightings

Given a user-defined set of weightings for each satisfaction factor, when the new weightings are saved and a score calculation is triggered, then the algorithm applies the updated weights in the computation and persists the configuration in the system settings.

Displaying Detailed Score Breakdown

Given a computed satisfaction score, when viewing the client’s scorecard, then each factor’s individual contribution (in both raw value and percentage) is displayed alongside the overall score.

Handling Missing Metrics

Given that one or more metrics (e.g., direct feedback) are unavailable for a client, when the score algorithm runs, then the system redistributes the missing metric’s weight proportionally across available metrics and calculates a valid score without error.

Updating Score After Project Milestone Completion

Given a project milestone update marked as complete, when the milestone completion rate metric is refreshed, then the satisfaction score is recalculated in real time and the updated score is reflected in the client dashboard immediately.

Dashboard Visualization

"As a small agency owner, I want a visual dashboard for satisfaction scores so that I can quickly assess client health and share insights with my team."

Description

Create interactive dashboard components to display each client’s satisfaction score, historical trends, comparative charts, and score distributions. The dashboard must support filtering by date range, project type, and team member, offer drill-down details for individual interactions, and allow exporting reports in PDF and CSV formats.

Acceptance Criteria

Filtering Dashboard by Date Range and Project Type

Given the user selects a custom date range and a specific project type on the dashboard, when they apply the filters, then only satisfaction scores and charts for interactions within the selected date range and project type must be displayed.

Drilling Down to Individual Interaction Details

Given the user clicks on a specific data point in the satisfaction distribution chart, when the drill-down view loads, then a detailed table of all related individual interactions with dates, sentiments, and comments must be shown.

Exporting Full Satisfaction Report in PDF Format

Given the user selects PDF export on the dashboard, when the export process completes, then a correctly formatted PDF containing summary charts, trend graphs, and individual score breakdowns for the selected filters must be downloaded.

Comparing Satisfaction Trends Across Multiple Clients

Given the user chooses two or more clients from the client list and applies the comparison view, when the comparative trend chart renders, then it must display distinct colored lines and a legend for each client’s satisfaction score over the past six months.

Interactive Chart Rendering Performance

Given the dashboard with loaded satisfaction data, when the user interacts with filter toggles or hovers over chart elements, then the charts must update or show tooltips within 300 milliseconds and without UI glitches.

Alerts and Notifications

"As a project lead, I want automated alerts for low satisfaction scores so that I can proactively reach out to clients and address issues."

Description

Implement a notification system that triggers alerts when a client’s satisfaction score falls below a configurable threshold or exhibits significant changes over a defined period. Notifications should be deliverable via email, in-app pop-ups, and third-party integrations such as Slack, with user-configurable settings for channels and frequency.

Acceptance Criteria

Threshold Breach Alert Triggered

Given a client satisfaction score threshold set to 70%, When the client’s latest satisfaction score falls to 68%, Then the system sends alerts via all enabled channels (email, in-app pop-up, Slack) within 60 seconds of the score update.

Significant Score Change Alert Triggered

Given a significant change threshold of 10% over a 7-day period, When a client’s satisfaction score decreases from 85% to 75% within 7 days, Then the system sends an alert to configured channels including the previous score, new score, and percentage change.

Channel Configuration Update

Given a user disables email notifications and enables Slack, When the user saves the notification settings, Then the system sends a test notification via Slack and confirms no test notification is sent via email.

Notification Frequency Enforcement

Given a notification frequency limit of one alert per client per 24 hours, When multiple threshold breaches occur within 24 hours for the same client, Then the system sends only the first alert immediately and suppresses subsequent alerts until the 24-hour period expires.

Integration Failure Handling

Given the Slack API returns an error during alert delivery, When the system retries twice at 1-minute intervals and still fails, Then the system logs the failure and sends the alert via fallback channels (email, in-app pop-up).

ChurnRadar

Leverage predictive analytics to forecast potential churn risk by combining sentiment trends with engagement metrics. Receive proactive recommendations for targeted actions—like personalized check-ins or special offers—to retain at-risk clients before issues escalate.

Requirements

Risk Score Calculation Engine

"As an account manager, I want churn risk scores for each client so that I can prioritize proactive retention actions before issues escalate."

Description

Implement an algorithmic engine that combines client sentiment trends from messages and engagement metrics—such as response times, task completion rates, and meeting frequency—into a unified churn risk score. This engine will integrate with the existing PulseDesk analytics layer to continuously recalculate risk levels in real time, enabling users to identify high-risk clients promptly and prioritize retention efforts.

Acceptance Criteria

Real-Time Sentiment Integration

Given a new client message is analyzed for sentiment When the sentiment score is received by the churn risk engine Then the system recalculates the client’s risk score within 2 seconds and persists the updated score to the analytics layer

Engagement Metrics Aggregation

Given updated engagement data (response times, task completion rates, meeting frequency) is available When the data is ingested by the engine Then the system correctly aggregates metrics, applies weighting factors, and updates the risk score without data loss or duplication

Client Dashboard Update

Given a user opens the client dashboard When the dashboard loads Then the most recent churn risk score and trend indicator are displayed accurately and within 3 seconds

Risk Threshold Alert Generation

Given a client’s risk score exceeds the predefined high-risk threshold When the engine recalculates scores Then the system triggers an alert notification to the user’s inbox and dashboard in under 5 seconds

Missing Data Handling

Given one or more engagement metrics are unavailable or incomplete When the engine processes the input Then it applies default values or weighted fallbacks, logs data gaps, and still produces a valid risk score without errors

Sentiment Data Aggregator

"As a project lead, I want PulseDesk to analyze client message sentiment so that I can detect early signs of dissatisfaction."

Description

Develop a data aggregation service that extracts textual data from messages, support tickets, and project updates, feeds it into an NLP pipeline for sentiment analysis, and stores the results in a consolidated database. This will provide a continuous sentiment feed into ChurnRadar, allowing for trend detection and integration with the churn risk engine.

Acceptance Criteria

Real-Time Message Sentiment Extraction

Given a new client message arrives, When the Sentiment Data Aggregator polls the message source, Then the full text is extracted and submitted to the NLP pipeline within 30 seconds of arrival, And a sentiment score between -1.0 and 1.0 is generated and recorded in the consolidated database with message ID and timestamp.

Support Ticket Sentiment Aggregation

Given a support ticket update is created or modified, When the aggregation service processes the ticket data, Then the service extracts the ticket text and obtains a sentiment score via the NLP pipeline, And stores the result in the database, including ticket ID, sentiment score, and processing timestamp.

Project Update Sentiment Trend Recording

Given a project update is posted in the dashboard, When the aggregator retrieves the update, Then it extracts content and obtains a sentiment score, And appends it to the project's sentiment timeline in the database sorted by update timestamp, Ensuring trend detection can operate on chronological score data.

ChurnRadar Sentiment Feed Integration

Given updated sentiment scores exist in the consolidated database, When the ChurnRadar engine requests sentiment data, Then the aggregator exposes an API endpoint providing batched sentiment feed (with scores, source IDs, timestamps), And the data response returns within 2 seconds and adheres to the defined JSON schema.

Sentiment Data Integrity and Error Handling

Given any failure occurs during text extraction or NLP processing, When an error is encountered, Then the system logs the error event with source ID and error description, And retries the process up to 3 times, If all retries fail, the record is flagged for manual review and no partial or corrupt data is written to the database.

Engagement Metrics Collector

"As a freelancer, I want to see detailed engagement statistics for each client so that I can identify relationships that may require additional attention."

Description

Build a module to track and record client engagement metrics—such as response time averages, task acceptance rates, and meeting attendance—across all communication channels. The collected metrics will feed into the risk calculation engine and be displayed in the ChurnRadar dashboard for transparency and actionable insights.

Acceptance Criteria

Real-time Response Time Tracking

Given the Engagement Metrics Collector is active and connected to all communication channels, When a client or agent message is sent, Then the system records the timestamp, calculates the response time, and updates the average response time metric within 5 seconds.

Task Acceptance Rate Calculation

Given tasks are assigned to clients, When a client accepts or rejects a task, Then the system updates the acceptance rate metric and displays the percentage of accepted tasks over total assignments with an accuracy of 100%.

Meeting Attendance Recording

Given scheduled client meetings are logged in the system, When a meeting starts and ends as per calendar integration, Then the system records attendance status and duration and updates the attendance metric for that client.

Multi-Channel Integration Validation

Given the Engagement Metrics Collector is configured with Slack, Email, and In-app messaging, When a message or interaction occurs on any channel, Then the system successfully logs the event and aggregates metrics across all channels.

Data Display in ChurnRadar Dashboard

Given metrics have been collected, When a user navigates to the ChurnRadar dashboard, Then the average response time, task acceptance rate, and meeting attendance metrics are displayed accurately in graphical and tabular formats within 3 seconds.

Action Recommendation Engine

"As an agency owner, I want actionable suggestions for client retention so that I can effectively engage at-risk clients with minimal manual effort."

Description

Create a recommendation engine that analyzes churn risk signals and suggests targeted retention actions—like personalized check-ins, discount offers, or feedback requests. These suggestions will appear contextually within the client workspace and notifications, guiding users on the next best steps to reduce churn risk.

Acceptance Criteria

Contextual Recommendation Display in Client Workspace

Given a client with a churn risk score above the configured threshold When the user opens the client’s workspace Then the recommendation engine displays at least one targeted retention action within the workspace’s context panel, showing the action type, rationale, and an actionable button

Real-Time Notification of Recommended Actions

Given a client whose churn risk score transitions from moderate to high When the system detects the threshold breach Then the user receives a real-time notification within 5 seconds containing the recommended action and a direct link to initiate the action

Personalized Discount Offer Suggestion

Given a client identified with price sensitivity based on past behavior When the recommendation engine generates a discount suggestion Then the suggested discount percentage falls within the 5%–20% range according to configured business rules and includes an expiration date and reason

Feedback Request Prompt Generation

Given a client exhibiting low engagement metrics over the past two weeks When the user accesses the feedback module for that client Then the system suggests at least one tailored feedback question, including context on why it’s recommended and a template for the user to send

Churn Risk Monitoring Dashboard Integration

Given the user opens the ChurnRadar dashboard When the dashboard loads Then it displays updated churn risk scores and corresponding retention action recommendations for all active clients, refreshed within the last 15 minutes without errors

Alert & Notification System

"As a user, I want to receive immediate alerts when a client is at high risk of churn so that I can take corrective measures without delay."

Description

Implement a real-time alert system that notifies users when a client’s churn risk score crosses predefined thresholds. Notifications will be delivered via in-app alerts, email summaries, and dashboard badges, ensuring timely awareness and enabling prompt retention actions.

Acceptance Criteria

Threshold Breach In-App Alert

Given a client churn risk score crosses the high-risk threshold, when the score updates, then an in-app alert appears within 5 seconds in the notifications panel displaying the client’s name, new score, and suggested retention actions.

Threshold Breach Email Summary

Given a client churn risk score crosses any predefined threshold, when the daily email summary is generated at 09:00 AM, then the summary includes all clients with threshold breaches along with their names, scores, threshold levels, and recommended actions.

Dashboard Badge Indicator

Given one or more clients have churn risk scores above the configured threshold, when the user logs into the dashboard, then the ChurnRadar icon displays a red badge showing the count of at-risk clients updated in real time.

Custom Threshold Notification Settings

Given the user customizes churn risk thresholds and notification channels, when the settings are saved, then notifications only trigger when scores cross the new thresholds and are delivered via the selected channels.

Notification Suppression for Resolved Risks

Given a client’s churn risk score drops back below the threshold within 24 hours of a notification, when the risk score update occurs, then no additional alert is sent and the existing alert is marked as resolved.

Churn Trend Visualization

"As a small agency owner, I want to view churn risk trends visually so that I can monitor the effectiveness of our retention strategies and adjust them as needed."

Description

Design interactive visualizations—such as line graphs, heatmaps, and client comparison charts—to display churn risk trends over time. Users will be able to filter by client segment, date range, and risk level, allowing for strategic analysis of retention efforts and progress tracking.

Acceptance Criteria

Client Segment Filtering

When the user selects a specific client segment from the filter dropdown, all visualizations (line graph, heatmap, comparison chart) update to display data only for that segment. The selected segment is highlighted in the filter UI, and its data points use a consistent color across all charts. No data outside the chosen segment is visible.

Date Range Selection

When the user inputs a custom start and end date, the visualizations refresh to show churn risk trends only within the specified period. The charts’ x-axis labels and tooltips accurately reflect the selected date boundaries. If no data exists for the chosen range, a clear “No data available” message is displayed.

Risk Level Highlighting

When the user selects a risk level (e.g., High, Medium, Low) from the risk filter, only data points matching that level appear across all charts. Selected risk level points are visually distinguished (e.g., red for High, orange for Medium, green for Low). The filter state persists across page reloads.

Interactive Tooltip Details

When hovering over any data point on a visualization, a tooltip displays the exact date, churn risk score, engagement metric, and sentiment trend. Tooltip appears within 200ms of hover and disappears immediately when the cursor leaves the data point. Tooltip values match the underlying data source.

Chart Export Functionality

When the user clicks the “Export” button, the dashboard generates and downloads a PNG of the current chart view. The exported image includes all active filters, legends, axis labels, and data points. The filename follows the format “churn_trends_{YYYYMMDD}_{YYYYMMDD}.png” based on the current date range selection.

InstantInvoice

Automatically generates a detailed invoice from the chat conversation with one click. Removes manual data entry, ensures accuracy, and accelerates billing by instantly converting agreed-upon services into a professional invoice ready for client review.

Requirements

Chat Conversation Parser

"As a freelancer, I want the system to automatically interpret our chat discussions so that I don’t have to manually sift through messages for billing details."

Description

Implement a robust parsing engine that analyzes chat text to identify and extract key invoicing details such as service names, quantities, rates, dates, and client identifiers. The parser should handle diverse language expressions, slang, and shorthand commonly used in chat to ensure accurate data capture. It must integrate seamlessly with the existing chat interface, operate in real time, and flag ambiguities for user confirmation to maintain invoice accuracy.

Acceptance Criteria

Explicit Service Detail Extraction

Given a chat message containing service name, quantity, rate, and date in standard format When the parser processes the message Then it should extract each detail correctly into the invoice fields without errors.

Slang and Shorthand Handling

Given a chat with shorthand expressions (e.g., '3hrs dev @50' or 'logo design x1 at 200') When the parser analyzes the text Then it should normalize and extract '3 hours of development at $50/hour' and 'logo design: quantity 1 at $200' into the invoice.

Ambiguity Flagging for User Confirmation

Given a chat message with ambiguous details (e.g., missing rate or unclear date) When the parser identifies ambiguity Then it should prompt the user to confirm or correct each missing or unclear field before generating the invoice.

Date Format Recognition

Given chat messages with multiple date formats (e.g., '03/15/2025', 'March 15', '15th Mar') When the parser processes the message Then it should correctly parse and standardize the date to YYYY-MM-DD format.

Client Identifier Extraction

Given chat messages referencing multiple clients or projects When the parser processes the conversation Then it should accurately map each invoicing detail to the correct client or project identifier based on context and previous chat metadata.

Service Item Extraction

"As a small agency owner, I want each discussed service to be identified and listed on my invoice so that my billing is comprehensive and consistent."

Description

Develop algorithms that detect and classify individual service items and project milestones mentioned in a conversation. The extraction component should map conversational phrases to predefined service catalog entries, assign appropriate rates, calculate totals, and suggest line-item descriptions. It must support fallback workflows when services aren’t recognized, prompting users to confirm or create new catalog entries.

Acceptance Criteria

Automatic Extraction of Recognized Services

Given a conversation containing service items that exactly match predefined catalog entries, when the extraction algorithm is executed, then the system correctly identifies each service, maps it to the corresponding catalog entry, assigns the predefined rate, and calculates the correct line-item subtotal and overall invoice total.

Suggestion of Line-Item Descriptions

Given identified service items from a conversation, when generating the invoice, then the system provides suggested line-item descriptions sourced from the service catalog that the user can accept or edit.

Fallback Workflow for Unrecognized Services

Given a conversation includes a service or milestone not found in the catalog, when extraction completes, then the system prompts the user to confirm the service details or create a new catalog entry before proceeding.

Accuracy Validation of Calculated Totals

Given a set of extracted service items with assigned rates and quantities, when the invoice total is displayed, then the sum of all line-item subtotals equals the invoice grand total without rounding or calculation errors.

Extraction of Project Milestones with Quantities

Given mentions of project milestones with specified quantities or phases in the conversation, when extraction runs, then the system identifies each milestone, assigns default or user-specified quantities, maps them to catalog entries, and includes them as distinct line items.

One-click Invoice Generation

"As a freelancer, I want to create a detailed invoice with one click so that I can quickly bill clients without manual assembly."

Description

Enable users to generate a fully populated invoice with a single click after data extraction. The system should compile parsed details into a professional invoice template, apply client-specific billing terms, and perform calculations for subtotals, taxes, and discounts. This feature should visually preview the invoice in the dashboard and allow final adjustments before saving or sending.

Acceptance Criteria

One-click Invoice Creation from Chat

Given a completed chat conversation with parsed service details, when the user clicks "Generate Invoice", then the system creates a draft invoice populated with all extracted line items.

Applying Client-specific Billing Terms

Given a client has predefined billing terms, when the invoice is generated, then the invoice’s payment terms and due dates match the client’s settings.

Calculating Subtotals, Taxes, and Discounts

Given invoice line items and applicable tax and discount rules, when the invoice is compiled, then subtotals, tax amounts, and discount values are calculated correctly according to configuration.

Invoice Preview and Edit

Given the generated invoice draft, when the user views the invoice preview, then the invoice displays correctly formatted fields and allows real-time edits to line items, quantities, rates, taxes, and discounts.

Saving or Sending Invoice

Given the user finalizes the invoice, when the user selects "Save" or "Send", then the invoice is either stored in the system with a unique ID or sent via email to the client with a confirmation notification.

Invoice Template Customization

"As a small agency owner, I want to tailor my invoice’s look and payment terms so that my branding remains consistent and professional."

Description

Provide a customization interface where users can choose or modify invoice templates, adjust branding elements (logos, colors, fonts), and set default payment terms. The customization tool should support drag-and-drop elements, live previews, and template versioning so that freelancers can maintain consistent branding across all invoices.

Acceptance Criteria

Selecting and Applying an Invoice Template

Given the user opens the customization interface When they choose a template from at least five available options Then the invoice preview updates to reflect the selected template and the choice persists as the default for subsequent invoices

Uploading and Positioning a Company Logo

Given the user uploads a PNG or JPEG file up to 5 MB When they drag and drop the logo into the header area Then the preview displays the logo correctly scaled and positioned without distortion and rejects files exceeding size or invalid format

Customizing Color and Font Settings

Given the user accesses color and font settings When they select primary and secondary colors via a color picker and choose a font from at least three options Then the live preview updates these elements immediately and saved settings apply to generated invoices

Viewing and Interacting with Live Preview

Given the user customizes template elements When any change is made Then the preview pane reflects updates within 500 ms, supports zoom in/out controls, and matches the final PDF output pixel-for-pixel

Creating and Reverting Template Versions

Given the user finalizes a customization When they save a new version with a unique name Then the version appears in the version list, can be selected to revert the preview to that state, and can be deleted after user confirmation

Invoice Export & Delivery

"As a freelancer, I want to send my invoice directly to clients and track its delivery so that I know when payment is due."

Description

Implement capabilities to export invoices in multiple formats (PDF, DOCX) and integrate with email or messaging channels. Users should be able to send invoices directly to clients via email or shareable links, track delivery status, and receive notifications on views and payments. Integration with third-party accounting tools for automated syncing should also be supported.

Acceptance Criteria

Generate Invoice Document

Given a completed chat conversation when the user clicks 'Generate Invoice' then a PDF invoice is created containing client details, itemized services, rates, taxes, totals, and company branding; and the user can select DOCX format before generation.

Deliver Invoice via Email

Given a generated invoice when the user enters a client email and clicks 'Send via Email' then the system attaches the invoice in the chosen format, sends the email successfully with a confirmation message, and logs the email details in the invoice history.

Shareable Link Generation

Given a finalized invoice when the user clicks 'Generate Shareable Link' then the system provides a unique, secure URL that allows clients to view and download the invoice without authentication; and the link expires after a configurable period.

Delivery Status Tracking

Given an invoice sent via email or link when the client opens the email or accesses the link then the system records a 'Viewed' event, updates the invoice status in the dashboard, and sends a notification to the user.

Third-Party Sync Integration

Given a configured accounting tool when a new invoice is generated or updated then the system automatically pushes the invoice data to the third-party tool via API, verifies successful sync with a status code 200, and logs any sync errors.

TapToPay

Embeds a secure, branded payment button directly in the chat interface. Clients can complete payments instantly without leaving the conversation, reducing friction and speeding up cash flow with a single tap.

Requirements

Seamless Button Integration

"As a client, I want to tap a payment button directly in the chat so that I can pay my invoice instantly without leaving the conversation."

Description

Embed a secure TapToPay button directly within the chat interface, styled to match the application’s theme and responsive across devices. The button should be accessible in all conversation contexts (one-on-one, group chats, and ticket threads). It must trigger the payment workflow without redirecting users away from the chat, ensuring a frictionless payment experience. Expected benefits include reduced payment abandonment, faster invoice settlement, and higher client satisfaction.

Acceptance Criteria

One-on-One Chat Payment Initiation

Given a user is viewing a one-on-one chat with an outstanding invoice When the conversation loads Then the TapToPay button is displayed beneath the latest message styled to the app theme When the user taps the TapToPay button Then an in-chat payment modal opens without redirect Given valid payment details are entered When the user confirms payment Then the transaction succeeds and a confirmation message with transaction ID appears in the chat

Group Chat Payment Initiation

Given a user is viewing a group chat thread containing an invoice message When the conversation loads Then the TapToPay button appears beneath the invoice message for all participants When any participant taps the TapToPay button Then an in-chat payment modal opens without redirect Given payment details are entered and confirmed Then the payment is processed and a success message tagging the payer is posted in the group chat

Ticket Thread Payment Initiation

Given a user is viewing a ticket thread with a pending invoice When the ticket thread is opened Then the TapToPay button is visible in the ticket action bar styled to the app theme When the user taps the TapToPay button Then the in-chat payment modal opens inline without navigating away Given valid payment details are submitted When the user confirms payment Then the ticket thread is updated with a payment receipt and status change to "Paid"

Themed Button Responsiveness Across Devices

Given the TapToPay button is rendered on desktop, tablet, and mobile When the user views the chat interface on different screen sizes and orientations Then the button resizes fluidly, maintains theme colors, font, and has a minimum tappable area of 44px

In-Chat Payment Workflow Continuity

Given the user starts the payment process When the TapToPay button is tapped Then the payment workflow runs entirely within the chat environment without any full-page reload or external redirection When the payment completes Then the chat scrolls to display the payment confirmation message and transaction details

Secure Payment Token Handling

Given the in-chat payment modal is opened When payment details are submitted Then a one-time payment token is generated and transmitted over HTTPS When the payment API responds Then no sensitive card data is stored in the client and transaction status is returned securely to the chat

Secure Transaction Processing

"As a freelancer, I want payments processed securely in the chat so that my clients’ financial data is protected and I remain compliant with industry standards."

Description

Implement end-to-end encryption and PCI-compliant payment processing for TapToPay transactions initiated from the chat. Integrate with a trusted payment gateway, tokenize client card data, and enforce secure authentication (e.g., 3D Secure). Ensure error handling and rollback mechanisms are in place for failed or declined payments. Expected outcome is robust security, regulatory compliance, and client trust in in-chat payments.

Acceptance Criteria

Successful TapToPay Transaction

Given a client enters valid card information and taps the payment button in the chat interface, When the system sends the encrypted data to the payment gateway, Then the gateway returns a successful payment confirmation; And the chat UI displays the transaction ID and confirmation message within two seconds.

3D Secure Authentication Flow

Given a payment requires 3D Secure authentication, When the client is redirected to complete the authentication challenge, Then the system validates the authentication response; And only proceeds with tokenization and transaction processing if the authentication is successful.

Tokenization of Card Data

Given the client’s card details are transmitted for payment, When the payment gateway returns a token, Then the system stores only the token and associated metadata in the database; And no raw card details are retained in any system logs or storage.

Failed or Declined Payment Handling

Given a payment attempt is declined or an error occurs, When the gateway returns a failure code, Then the system rolls back any partial transaction data; And displays an error notification in the chat with next steps guidance; And logs the error details for auditing.

End-to-End Encryption Verification

Given the client initiates TapToPay, When the system transmits payment data, Then all data in transit is encrypted with TLS 1.2 or higher; And all sensitive data at rest is encrypted with AES-256; And no unencrypted sensitive data is exposed in network traces or logs.

Custom Branding Support

"As an agency owner, I want to style the payment button with my brand colors and logo so that the payment experience feels cohesive and professional for my clients."

Description

Allow administrators to customize the TapToPay button’s appearance, including color, label text, and logo overlay, to align with their agency’s branding. Provide a simple UI in the settings panel for real-time preview of branding changes. Ensure that custom styles are applied across desktop and mobile chat instances. Expected benefits include improved brand consistency and professional presentation.

Acceptance Criteria

Real-time Color Preview

Given an administrator opens the TapToPay branding settings and selects a new hex color in the color picker, When the color selection is made, Then the on-screen preview updates instantly to show the button in that color, And after saving, the color change is applied to the TapToPay button in both desktop and mobile chat interfaces.

Custom Label Text Update

Given an administrator enters custom label text in the settings panel and clicks save, When the settings are saved successfully, Then the TapToPay button displays the new label text in both desktop and mobile chats, And the label text matches exactly the saved input without truncation.

Logo Overlay Upload

Given an administrator uploads a logo file in PNG or JPG format under 1MB, When the upload completes, Then the preview shows the logo overlaid correctly on the TapToPay button with proper scaling and alignment, And after saving, the logo overlay appears in the chat interface across all devices.

Desktop and Mobile Style Consistency

Given branding changes have been saved, When a client views the TapToPay button on desktop and mobile chat, Then the button’s color, label, and logo overlay match the settings exactly on both platforms, And no styling discrepancies are observed.

Invalid Branding Input Handling

Given an administrator inputs an invalid hex code or uploads an unsupported or oversized logo file, When the save action is attempted, Then the system displays a clear error message describing the issue, And the invalid changes are not applied or saved.

Instant Payment Notifications

"As a freelancer, I want instant notifications of payment status so that I can track client payments and follow up promptly if needed."

Description

Deliver real-time notifications within the chat and via email when a payment is initiated, successful, or failed. Include transaction details—amount, payer name, and timestamp—and links to the invoice or receipt. Ensure notifications are configurable by user preference. Expected outcome is increased transparency and faster reconciliation of payments.

Acceptance Criteria

Payment Initiation Notification in Chat

Given the client taps the TapToPay button and initiates a payment, when the transaction status changes to initiated, then a real-time notification appears in the chat thread displaying amount, payer name, timestamp, and invoice link.

Successful Payment Notification via Email

Given a payment transaction succeeds, when the confirmation is received, then an email is sent to the user with subject “Payment Received” containing amount, payer name, timestamp, and receipt link according to user preferences.

Failed Payment Notification with Retry Link

Given a payment transaction fails, when the failure is detected, then the system posts a failure notification in chat and sends an email indicating failure reason, amount, payer name, timestamp, and a retry payment link.

Notification Preference Configuration

Given the user navigates to notification settings, when the user updates preferences for payment notifications and saves changes, then chat and email notifications for initiated, successful, and failed payments are enabled or disabled accordingly, and a confirmation message is displayed.

Real-Time Notification Performance

Given a payment status change event, when the event occurs, then chat notifications are displayed within 2 seconds and emails are queued for delivery within 1 minute.

Comprehensive Transaction Logging

"As an agency owner, I want a detailed transaction log so that I can generate reports and reconcile payments with my accounting tools."

Description

Record all TapToPay transactions in a centralized ledger within the dashboard, capturing metadata such as user ID, chat context, payment amount, status, and timestamps. Provide filtering, sorting, and export capabilities (CSV, PDF) for reporting and reconciliation. Expected outcome is streamlined financial tracking and simplified auditing for freelancers and agencies.

Acceptance Criteria

Successful Transaction Logging

Given a client completes a TapToPay payment, When the payment is processed successfully, Then a new ledger entry is created with correct user ID, chat context, payment amount, status 'Success', and timestamp accurate to within one second

Failed Transaction Logging

Given a client's TapToPay payment attempt fails, When the payment gateway returns an error, Then the ledger records an entry with user ID, chat context, attempted payment amount, status 'Failed', error code, and timestamp

Transaction Filtering by Date and Status

Given the user selects a date range and transaction status filter, When the filter is applied, Then the dashboard displays only transactions matching the selected date range and status

Export Transactions to CSV

Given the user initiates CSV export, When the export command is confirmed, Then the system generates a CSV containing all currently filtered transactions with correct columns and prompts the user to download the file within five seconds

Export Transactions to PDF

Given the user initiates PDF export, When the export command is confirmed, Then the system generates a PDF report reflecting all filtered transactions with proper formatting and prompts the user to download the file within five seconds

NudgeReminder

Sends automated, polite payment reminders within the chat when invoices are due or overdue. Customizable templates and scheduling ensure timely follow-ups, helping you maintain positive client relationships while improving on-time payment rates.

Requirements

Automated Reminder Scheduling

"As a freelancer, I want the system to automatically send reminders before and after due dates so that I never miss a payment collection opportunity."

Description

The system automatically schedules payment reminders based on invoice due dates, generating and dispatching notifications at predefined intervals. This functionality ensures timely follow-ups without manual intervention, seamlessly integrating with the existing invoicing module and improving cash flow by reducing late payments.

Acceptance Criteria

Scheduling First Reminder for Upcoming Invoice

Given an invoice with a due date set, When the invoice is created, Then the system schedules the first payment reminder at the predefined interval before the due date.

Scheduling Follow-up Reminder for Overdue Invoice

Given an invoice past its due date, When the invoice status is marked as overdue, Then the system schedules an immediate overdue reminder and subsequent reminders at the configured recurring interval.

Custom Reminder Template Application

Given a user has selected a custom reminder template, When the system generates the scheduled reminder, Then the reminder content uses the user’s custom template and personalization fields correctly.

Adjusting Reminder Schedule After Due Date Change

Given an existing invoice with scheduled reminders, When the invoice due date is modified, Then the system recalculates and updates all pending reminder schedules based on the new due date.

Handling Missing Invoice Due Date

Given an invoice without a due date, When the invoice is saved, Then the system does not schedule any reminders and logs a warning for administrative review.

Template Customization

"As a small agency owner, I want to customize reminder templates with my branding and preferred wording so that messages feel professional and on-brand."

Description

Users can create, edit, and save multiple reminder templates with customizable text, tone, and branding elements. This feature allows for consistent yet personalized communication, integrates into the message composer, and maintains professional client relationships by aligning reminders with the brand identity.

Acceptance Criteria

Create New Template

Given the user is on the Template Customization page When they select "Create New Template" and enter text, tone, and branding elements Then a new template with the provided settings is saved and listed in their template library

Edit Existing Template

Given the user has an existing reminder template When they modify the text, tone, or branding and click "Save" Then the template is updated and changes persist on page reload

Save Customized Template

Given the user has created or edited a template When they click "Save" without leaving any mandatory field blank Then the system displays a confirmation message and the template appears in the saved list

Apply Template in Message Composer

Given the user is composing a payment reminder in a chat When they open the template selector and choose a saved template Then the selected template content populates the message composer with correct formatting

Preview and Brand Consistency Check

Given the user previews a template When they view the preview modal Then the preview displays exact text, tone, and branding colors/logos as configured

Channel Integration

"As a project manager, I want to send reminders via email, SMS, or chat based on client preferences so that I reach clients using their preferred communication channel."

Description

The platform delivers reminders through multiple channels including in-app chat, email, and SMS, based on client preferences. This capability broadens reach and increases open rates, integrating with communication settings to automatically select the optimal channel for each client.

Acceptance Criteria

In-App Chat Delivery for Preferred Channel

Given a client has set in-app chat as their preferred channel, when an invoice reaches its due date or becomes overdue, then the system sends a payment reminder via in-app chat within 5 minutes of the trigger event.

Email Delivery for Preferred Channel

Given a client has selected email as their preferred channel, when an invoice is due or overdue, then the platform sends the payment reminder email and receives a successful (200) response from the email API within 2 minutes.

SMS Delivery for Preferred Channel

Given a client has configured SMS as their preferred channel and has a verified phone number, when an invoice is due or overdue, then the system dispatches the payment reminder SMS and logs delivery confirmation within 1 minute.

Automated Fallback on Primary Channel Failure

Given the primary channel delivery (in-app chat, email, or SMS) fails (e.g., API error, bounce, or undeliverable), when the failure is detected, then the system automatically retries using the next preferred channel within 3 minutes of the initial failure.

Immediate Application of Updated Channel Preferences

Given a client updates their channel preferences at any time, when the next payment reminder is triggered, then the system uses the new channel preference without requiring additional configuration or delay.

Delivery Confirmation Tracking

"As a user, I want to see whether clients have received and opened reminders so that I can decide when to follow up personally."

Description

The system tracks reminder delivery and client interactions, logging sent statuses, opens, and acknowledgments. This provides visibility into reminder effectiveness, integrates with the notification history, and enables users to follow up proactively based on real-time feedback.

Acceptance Criteria

Reminder Sent Logging

Given an invoice is due, when the system sends a payment reminder, then the system logs the reminder with timestamp, invoice ID, client ID, and delivery status “Sent” in the reminder log.

Reminder Open Tracking

Given a client receives a payment reminder in chat, when the client opens the reminder message, then the system records an “Opened” event with the timestamp and associates it with the original reminder entry.

Client Acknowledgment Recording

Given a client responds to a payment reminder (e.g., confirms payment or requests more information), when the response is detected, then the system logs the acknowledgment status, timestamp, and response content under the corresponding reminder record.

Notification History Integration

Given a user views the notification history dashboard, when reminders are displayed, then the system shows delivery statuses, open events, and acknowledgment records, and allows filtering by date range and client.

Follow-up Suggestion Prompt

Given a reminder entry has no “Opened” or “Acknowledged” status after 48 hours, when a user accesses the reminder log, then the system suggests predefined follow-up actions and displays an option to send a secondary reminder.

Analytics Reporting

"As a business owner, I want to view analytics on reminder performance so that I can adjust my reminder schedule and messaging for better results."

Description

An analytics dashboard displays key metrics on reminder performance, such as send rates, open rates, click-through rates, and payment upticks. This insight helps users optimize reminder strategies, integrates with reporting tools, and drives data-informed decisions to improve on-time payment rates.

Acceptance Criteria

Viewing Reminder Performance Overview

The analytics dashboard loads in under 3 seconds when accessed; It displays send rate, open rate, click-through rate, and payment uptick rate; Metrics reflect data updated within the last 15 minutes; Displayed values match underlying invoice transaction data within a 1% margin.

Filtering Metrics by Date Range

User can select custom start and end dates using a date picker; Upon filter application, charts and tables update to show only data within the range; Send, open, click-through, and payment uptick rates recalculate correctly based on filtered data; Clear filter resets dashboard to default date range and all metrics.

Exporting Analytics to Reporting Tools

User can export current dashboard data in both CSV and JSON formats; Export file contains columns for date, send rate, open rate, click-through rate, and payment uptick; Export filename follows pattern report_YYYYMMDD_HHMMSS; Export completes and downloads within 5 seconds of request.

Tracking Changes After Template Adjustment

After a reminder template update, the dashboard displays ‘before’ and ‘after’ metrics side by side; It calculates and shows percentage change for send rate, open rate, click-through rate, and payment uptick; Updated data appears within 10 minutes of template change.

Identifying Top-Performing Reminder Templates

Dashboard lists reminder templates sorted by payment uptick rate in descending order; The top five templates display name, send rate, open rate, click-through rate, and payment uptick; Selecting a template shows a trend chart of its metrics over time; Template list updates within 5 minutes of new data ingestion.

FlexiPay Plan

Allows clients to split invoices into customizable installment plans directly via chat. Offers flexible payment options, making higher-value projects more accessible and improving client satisfaction by accommodating their budget needs.

Requirements

Installment Plan Configuration

"As a freelancer, I want to define customizable installment plans for an invoice so that I can offer payment flexibility to clients with varying budget needs."

Description

Enable users to create and customize installment plans by specifying the number of payments, individual amounts, due dates, and payment frequencies. This feature will integrate with the invoice module to automatically calculate installment schedules and update the invoice total dynamically, providing flexibility and clarity for both freelancers and clients.

Acceptance Criteria

Create New Installment Plan

Given the user is on the invoice creation page, when they click 'Add Installment Plan' and enter the number of payments, individual amounts, due dates, and payment frequency, then the system saves the plan and displays a preview of the full schedule linked to the current invoice.

Edit Existing Installment Plan

Given an existing invoice with an installment plan, when the user updates the number of installments, payment dates, or amounts and clicks 'Save', then the system recalculates the schedule, updates the invoice total dynamically, and reflects changes in the installment breakdown without data loss.

Automatic Installment Schedule Calculation

Given the user specifies the total invoice amount and number of installments, when the user confirms the plan, then the system automatically divides the total evenly (or per custom amounts), assigns due dates based on selected frequency, and ensures the sum of installments equals the invoice total.

Client View of Installment Plan

Given the client accesses the invoice via chat or dashboard, when they view the invoice details, then they see a clear breakdown of each installment date, amount due, and remaining balance, matching the plan configured by the freelancer.

Payment and Overdue Handling

Given a client makes a payment on an installment plan, when the payment is processed, then the system marks the corresponding installment as 'Paid', updates the remaining balance, and if a due date passes without payment, flags the installment as 'Overdue' and sends a notification to both freelancer and client.

Chat-based Payment Options

"As a client, I want to choose and confirm a flexible payment plan within the chat so that I can complete transactions without leaving the conversation."

Description

Embed installment plan options within the chat interface, allowing clients to select, review, and confirm their preferred payment schedules directly in the conversation. This integration ensures a seamless, contextual experience without redirecting users away from the workspace.

Acceptance Criteria

Client Initiates Installment Plan

Given a client views an invoice in the chat, when they click the “FlexiPay” button, then the chat displays a list of customizable installment options including number of payments, installment amounts, and due dates within 2 seconds.

Client Reviews Payment Schedule

Given the installment options are displayed in chat, when the client selects an option, then the system shows a detailed breakdown of payment schedule in the chat window for confirmation.

Client Confirms Installment Plan

Given the client has reviewed the payment schedule, when they click “Confirm Plan” in the chat, then the system records the selected installment plan, updates the invoice status to “Pending Installments,” and sends a confirmation message in chat.

System Processes Partial Payments

Given a scheduled installment due date arrives, when the client sends a partial payment via chat, then the system processes the payment, updates the installment balance, and notifies the client of the remaining amount in chat.

Client Modifies Installment Plan

Given an active installment plan exists, when the client requests to modify installment count or dates in chat before the next payment due date, then the system validates the request, updates the plan, and confirms the changes in chat.

Automated Payment Reminders

"As a client, I want to receive reminders before each installment is due so that I don’t accidentally miss a payment date."

Description

Implement automated notifications and reminders for upcoming installment due dates. Notifications will be sent via email and in-app alerts at configurable intervals (e.g., 7 days, 3 days, and 1 day before due date), reducing the risk of missed payments and improving cash flow predictability.

Acceptance Criteria

Notification Interval Configuration

Given the admin navigates to the FlexiPay Plan settings, When they select reminder intervals of 7, 3, and 1 day(s) before due dates and save, Then the system stores and applies these intervals for all future installment plans.

Seven-Day Email Reminder

Given an installment due in 7 days, When the date threshold is reached, Then the system sends an email reminder to the client’s registered email address with accurate installment details.

Three-Day In-App Alert

Given an installment due in 3 days, When the user logs into PulseDesk, Then an in-app alert is displayed prominently in the dashboard notifications panel with installment details.

One-Day Multi-Channel Notification

Given an installment due in 1 day, When the notification process is triggered, Then the system sends both an email and an in-app alert to the client and account owner.

Reminder Logging and Audit Trail

Given any reminder is sent, When the notification is dispatched, Then an entry is created in the system log with timestamp, channel, recipient, and reminder type.

Secure Payment Gateway Integration

"As a client, I want my installment payments to be processed securely through a trusted gateway so that I can trust the platform with my payment information."

Description

Integrate with industry-standard payment gateways (e.g., Stripe, PayPal) to process installment payments securely. Ensure PCI compliance, encryption of sensitive data, and support for multiple payment methods (credit card, bank transfer) to protect both freelancers and clients.

Acceptance Criteria

Stripe Credit Card Authorization Success

Given a client initiates a FlexiPay installment plan and selects credit card as payment method in chat; When the client submits valid credit card details; Then the system sends an authorization request to Stripe and receives a success response within 5 seconds; And the system records the transaction ID, updates the invoice status to 'Pending', and sends a confirmation message to the client in chat.

PayPal Bank Transfer Setup Success

Given a client initiates a FlexiPay installment plan and selects bank transfer via PayPal as payment method; When the client completes the PayPal authentication flow and confirms the transfer; Then the system receives a payment authorization confirmation from PayPal within 10 seconds; And the system records the PayPal transaction ID, updates the invoice status to 'Pending', and notifies the client in chat.

PCI DSS Data Encryption Compliance

Given any sensitive payment data is transmitted or stored; When the payment processing flow is executed; Then all data in transit must be encrypted using TLS 1.2 or higher and all data at rest must be encrypted using AES-256; And no plaintext card data is logged or stored in the system database.

Payment Failure Handling

Given the payment gateway returns an authorization failure or decline response; When the system processes the failed response; Then the system logs the error code and message in the secure audit log; And the system updates the invoice status to 'Payment Failed' and sends a clear, actionable error notification to the client in chat.

Support for Multiple Payment Methods

Given a client opens the FlexiPay payment options in chat; When the client views available payment methods; Then the system displays credit card, debit card, and bank transfer options with any associated fees clearly labeled; And the client can select any displayed option to proceed with the installment plan setup.

Client Installment Dashboard

"As a client, I want to track my installment plan details and payment history in one dashboard so that I can easily monitor my payment progress."

Description

Develop a dedicated dashboard where clients can view their active installment plans, upcoming payments, payment history, and remaining balance. The dashboard will include visual progress indicators and allow clients to make early or extra payments.

Acceptance Criteria

Viewing Active Installment Plans

Given a client navigates to the Installment Dashboard, when they have at least one active installment plan, then the dashboard lists each active plan with project name, total amount, installment schedule, next payment date, and remaining balance.

Monitoring Upcoming Payments

Given a client is on the Installment Dashboard, when upcoming payment dates exist within the next 30 days, then each upcoming payment displays its date, amount due, and a countdown of days remaining.

Reviewing Payment History

Given a client selects the Payment History tab, when there are past payments, then the dashboard shows a chronologically ordered list with date paid, amount, payment method, and status (e.g., Completed, Late).

Making Early or Extra Payments

Given a client views an active installment plan, when they choose to make an early or extra payment and enter an amount, then the system processes the payment, updates the remaining balance, and records the transaction in payment history.

Visual Progress Indicator Accuracy

Given a client views an active plan, when the dashboard loads, then the progress bar correctly represents (total paid ÷ total plan amount) × 100% and updates immediately after any payment.

AutoReceipt

Generates and sends a digital receipt to the client immediately after payment confirmation. Provides peace of mind, builds trust, and automatically updates your records without extra effort.

Requirements

Instant Receipt Generation

"As a freelancer, I want a receipt generated instantly after a client’s payment so that I can assure them their transaction was successful without any delays."

Description

Automatically create a digital receipt as soon as a payment is confirmed, capturing transaction details such as date, amount, client name, payment method, and invoice reference. This functionality ensures immediate confirmation for clients, reduces manual administrative tasks, and integrates seamlessly with PulseDesk’s transaction processing workflow to maintain an up-to-date record of all completed payments.

Acceptance Criteria

Immediate Receipt Dispatch

Given a payment is confirmed by the payment gateway, when the transaction status is 'successful', then the system generates and sends a digital receipt to the client's email within 30 seconds.

Accurate Transaction Data Inclusion

Given the receipt template, when the receipt is generated, then it must include transaction date, amount, client name, payment method, and invoice reference matching the payment record.

Receipt Storage Synchronization

Given a receipt is generated, when stored, then it is saved in the PulseDesk transaction records with a reference linking to the original payment entry.

Error Handling for Receipt Generation Failures

Given a payment confirmation event, when the receipt generation fails, then the system logs the error, retries generation up to 3 times, and notifies the administrator if all retries fail.

Client Receipt Accessibility

Given a previously generated receipt, when the client views payment history in the dashboard, then the system displays a downloadable PDF link for the digital receipt.

Receipt Email Delivery

"As a small agency owner, I want receipts emailed automatically to clients after they pay so that I don’t have to send them manually and can focus on client work."

Description

Dispatch the generated receipt via email to the client automatically upon payment confirmation, including a clear subject line, personalized message, and the receipt attached as a PDF. This feature builds trust with clients, removes manual emailing steps, and leverages the user’s email settings configured in PulseDesk to ensure consistency and branding in communications.

Acceptance Criteria

Payment Receipt Generation

Given a payment is confirmed in PulseDesk When the system processes the payment Then a receipt PDF is generated automatically containing the payment date, transaction ID, itemized services or products, and total amount

Email Content Personalization

Given a generated receipt When the system composes the email Then the subject includes 'Your Receipt for Payment #[transaction ID]' and the body contains a personalized greeting using the client’s name and complies with the user’s branding guidelines

Email Attachment Delivery

Given the receipt email is ready to send When the email is dispatched Then the receipt PDF is attached with correct MIME type and file size under 5MB and opens without errors

Email Delivery Confirmation Logging

Given an email dispatch attempt When the email server responds Then the system logs the timestamp, recipient address, delivery status (success or failure), and any error messages in the audit log

User Email Settings Compliance

Given the user has configured custom email settings in PulseDesk When sending the receipt email Then the 'From' address, reply-to address, and email signature match the user’s settings

Record Keeping Update

"As a project manager, I want the system to update my financial records when a receipt is issued so that I always have accurate and current data for reporting."

Description

Update the internal records and financial dashboard within PulseDesk immediately after a receipt is generated, logging the receipt ID, transaction details, and timestamp. This requirement ensures real-time visibility into payment statuses, supports accurate reporting and analytics, and reduces discrepancies between payment records and client communications.

Acceptance Criteria

Immediate Record Update on Successful Payment

Given a payment is confirmed and a receipt is generated, when the receipt is sent, then the system logs the receipt ID, transaction amount, payment method, and timestamp in internal records and updates the financial dashboard immediately.

Record Update for Concurrent Payment Transactions

Given multiple payments are processed concurrently, when each receipt is generated, then the system creates individual log entries with unique receipt IDs and updates the dashboard totals without duplication or data loss.

Dashboard Accuracy Verification Post-Update

Given a receipt has been logged, when the financial dashboard is accessed, then the new transaction appears in the daily summary with the correct amount and timestamp and the total revenue reflects this transaction.

Duplicate Record Prevention on Receipt Retry

Given an initial receipt generation fails and a retry succeeds, when the successful receipt is generated, then the system ensures only one record with the final receipt ID exists and the dashboard reflects a single transaction entry.

Audit Trail Logging for Receipt Record Updates

Given a receipt is generated, when internal records are updated, then an audit log entry capturing the user ID, action type 'RecordCreated', receipt ID, and timestamp is created and retrievable for administrative review.

Customizable Receipt Templates

"As a freelancer, I want to customize my receipt templates so that they reflect my brand identity and professional style."

Description

Provide users with a template editor that allows customization of receipt layout, color scheme, logo placement, and message text. This functionality enhances brand consistency, enables personalization for different client types, and integrates into PulseDesk’s settings to apply company-wide or project-specific templates automatically.

Acceptance Criteria

Customizing Receipt Layout and Design

Given a user is in the receipt template editor, When they change the layout settings (e.g., header/footer placement), Then the live preview updates to reflect the new layout.

Applying Brand Colors to Receipt Template

Given a user selects custom brand colors, When they apply the color scheme, Then the receipt preview and generated receipts display the chosen colors accurately.

Uploading and Positioning Company Logo

Given a user uploads a company logo, When they position the logo using drag-and-drop or alignment options, Then the logo appears in the designated location on the preview and in exported receipts.

Configuring Custom Message Text for Different Client Types

Given a user edits the message text field in the template editor, When they save the text for a specific client type, Then the saved text applies automatically to receipts generated for that client type.

Setting Default and Project-Specific Templates

Given a user sets a company-wide default template and creates a project-specific template, When a payment is confirmed on a project, Then the system selects the project-specific template; otherwise, it uses the default template.

Multicurrency & Tax Calculation

"As a consultant working with international clients, I want receipts to display the correct currency and tax so that clients receive accurate billing information without confusion."

Description

Support multiple currencies and automatic tax calculations on receipts by detecting the client’s locale or using user-defined settings. This feature ensures accurate representation of amounts, tax rates, and total due, simplifying international transactions and compliance with regional tax regulations. It integrates with PulseDesk’s financial engine to apply the correct rates based on client location.

Acceptance Criteria

Locale-Based Currency Detection

Given a client with locale 'Germany', when a payment is confirmed, then the receipt displays amounts in EUR, applies a 19% German VAT rate, and shows the subtotal, tax amount, and total in EUR.

User-Defined Currency Override

Given the user specifies USD as the preferred currency, when generating a receipt for any client, then the receipt displays amounts, tax rates, and total due in USD regardless of the client’s locale.

Automatic Tax Calculation Based on Region

Given a client located in California, US, when payment is processed, then the system calculates and displays the correct state sales tax (e.g., 7.25%), subtotal, tax amount, and total in USD.

Fallback to Default Currency Settings

Given the client’s locale cannot be determined and no user-defined currency is set, when generating the receipt, then the system defaults to the user’s base currency, applies no tax, and displays the subtotal and total in the base currency.

Accurate Financial Record Updates After Receipt Generation

Given a receipt is generated and sent, when the process completes, then the financial engine records the transaction with the correct currency code, tax amount, and timestamp in the financial database.

CashFlow Hub

Gives you a real-time dashboard in chat that tracks all sent invoices, pending payments, and completed transactions. Offers at-a-glance insights into your cash flow, helping you forecast revenue and stay on top of your finances effortlessly.

Requirements

Payment Gateway Integration

"As a freelancer, I want my CashFlow Hub to integrate with payment gateways like PayPal and Stripe so that transactions synchronize automatically without manual data entry."

Description

Integrate with major payment gateways (e.g., Stripe, PayPal) to automatically import transaction data and reconcile payments. Implement secure OAuth authentication, real-time status updates, and error handling for failed transactions. Provide a setup wizard to guide users through credential configuration.

Acceptance Criteria

OAuth Authentication Setup

Given the user is on the payment gateway setup page When the user selects Stripe and clicks ‘Connect’ Then the system redirects to Stripe's OAuth authorization page And after authorization, securely stores the OAuth tokens And displays a confirmation message “Stripe connected successfully.”

Transaction Data Import

Given the Stripe account is connected When a manual or scheduled sync is triggered Then the system fetches all new transactions since the last sync And stores each transaction in the PulseDesk database with correct metadata

Real-Time Status Update Display

Given transactions are being synced When a transaction status changes on Stripe (e.g., Pending to Completed) Then the dashboard updates the status within 10 seconds And visually highlights the updated transaction row

Error Handling for Failed Transactions

Given a sync operation encounters an error (network failure or invalid credentials) When the error occurs during data import Then the system logs the error with a timestamp and details And displays an actionable error message on the dashboard And automatically retries the import up to 3 times at 1-minute intervals

Setup Wizard Credential Configuration

Given the user launches the payment gateway setup wizard When the user inputs valid PayPal API credentials Then the wizard validates the credentials via an API call And displays success or detailed error messages And only allows proceeding when validation succeeds

Real-Time Invoice Tracking

"As a freelancer, I want to see the status of all my invoices in real time so that I can quickly follow up on pending payments and maintain healthy cash flow."

Description

Provide a live dashboard widget within the chat interface that displays all sent invoices, pending payments, and completed transactions in real time. The widget should update automatically as new invoices are issued or payments are processed, allow filtering by status and date range, and integrate seamlessly with the existing messaging and ticketing modules to surface relevant financial data alongside project discussions.

Acceptance Criteria

Live Invoice Overview Display

Given the user opens the chat interface with the CashFlow Hub widget visible When the widget loads Then it displays a table listing all sent invoices, pending payments, and completed transactions, each showing invoice number, client name, status, issue date, due date, and amount; And the total counts for each status category are shown prominently.

Automated Status Updates

Given an invoice status changes in the backend (e.g., payment is received) When the change occurs Then the widget automatically updates the invoice's status in the list without requiring a manual page refresh, within 5 seconds of the change.

Date Range and Status Filtering

Given the user interacts with the filter controls When selecting a specific status or date range Then the widget updates to display only invoices matching the selected filters; And the filter state persists during the session until changed or the session ends.

Integration with Messaging Threads

Given a user views a project-related chat or ticket When an invoice related to that project exists Then the widget surfaces a link to the invoice with status and amount in the chat sidebar; And clicking the link navigates to detailed invoice view.

Instant Refresh Upon Payment Completion

Given a payment is processed externally and marked as completed When the payment confirmation is received by the system Then the widget reflects the payment status change in real time and moves the invoice from ‘Pending’ to ‘Completed’ category within 3 seconds.

Automated Payment Reminders

"As a small agency owner, I want automatic reminders for overdue invoices so that I can increase payment rates without spending time on manual followups."

Description

Implement a customizable reminder system that automatically sends follow-up messages to clients for pending or overdue invoices. Users should be able to configure reminder schedules, customize message templates, and pause or edit reminders. The system must log all reminder attempts and integrate with the chat interface to provide visibility into communication history.

Acceptance Criteria

First Reminder Dispatch

Given a pending invoice with a configured first reminder schedule, When the scheduled time arrives, Then the system sends the first reminder message to the client and records the timestamp and message content in the reminder log.

Custom Template Application

Given a user-customized reminder template contains placeholders for client name and invoice amount, When a reminder is sent, Then the message delivered to the client uses the customized template with correct placeholder values replaced.

Snoozed Reminder Resumption

Given a reminder has been paused or snoozed by the user, When the user resumes reminders, Then the next reminder is scheduled according to the original or updated schedule without losing previous log entries.

Overdue Invoice Escalation

Given an invoice is overdue by more than the maximum configured days for standard reminders, When the reminder system triggers, Then an escalation reminder template is sent and flagged as a higher priority in the log.

Chat Interface Visibility

Given a reminder attempt has been logged, When the user views the chat history for that invoice, Then each reminder message and its timestamp appear in the chat interface in chronological order.

Cash Flow Forecasting

"As a freelancer, I want to forecast my cash flow for the next month so that I can plan expenses and investments confidently."

Description

Develop a forecasting engine that analyzes historical invoice and payment data along with scheduled invoices to project future cash inflows. The feature should present forecasted cash flow through interactive charts and allow users to adjust assumptions (e.g., payment delays) to model different scenarios, aiding in financial planning and budgeting.

Acceptance Criteria

View Cash Flow Forecast on Dashboard

Given the user is logged into PulseDesk and navigates to the CashFlow Hub, When the forecasting engine loads, Then the interactive cash flow chart displays projected inflows for the next 12 months based on historical and scheduled data within 2 seconds.

Adjust Payment Delay Assumptions

Given the user opens the assumptions panel, When they enter custom payment delay values for selected clients and click apply, Then the forecast chart updates in real time within 3 seconds reflecting the new delay assumptions.

Compare Multiple Forecast Scenarios

Given the user selects two or more saved forecast scenarios, When the comparison mode is activated, Then the chart overlays each scenario with distinct colors and displays a legend and numeric variance summary.

Export Forecast Data

Given the user clicks the export button, When they choose PDF or CSV format, Then the system generates and downloads the file containing forecast data and applied assumptions within 5 seconds.

Responsive Mobile Forecast View

Given the user accesses CashFlow Hub on a mobile device (viewport width ≤768px), When the forecast view loads, Then the chart and controls resize and remain fully interactive without horizontal scrolling.

Customizable Financial Reports

"As an agency owner, I want customizable financial reports so that I can analyze revenue by client and make informed business decisions."

Description

Enable users to generate on-demand financial reports filtered by client, project, date range, or payment status. Reports should include revenue summaries, outstanding balances, and export options (PDF, CSV). Integrate report access within the dashboard and allow scheduling automated report delivery.

Acceptance Criteria

Filter Reports by Client and Date Range

Given the user is on the Financial Reports page, When they select client 'ABC Corp' and date range 'Jan 1, 2025' to 'Mar 31, 2025' and click 'Generate', Then the system displays a report showing revenue summaries and outstanding balances exclusively for 'ABC Corp' within the specified date range.

Export Reports as PDF and CSV

Given a generated financial report is displayed, When the user clicks 'Export' and selects 'PDF' or 'CSV', Then the system generates and downloads the report in the chosen format with all displayed data intact.

Schedule Automated Report Delivery

Given the user is scheduling a report, When they configure filters and delivery frequency and click 'Schedule', Then the system saves the schedule and sends the report automatically to the user's email on the specified dates.

Filter Reports by Payment Status

Given the user is on the Financial Reports page, When they select payment status 'Pending' and click 'Generate', Then the report shows only transactions with pending payments including client names, due dates, and amounts.

Access Reports from Dashboard

Given the user is viewing the CashFlow Hub dashboard, When they click 'Financial Reports', Then the system navigates to the Financial Reports page with filter and export options available.

LinkLock

Generate password-protected, expiring links with customizable access controls. Ensure only authorized recipients can view or download files, enhancing security and giving you peace of mind when sharing sensitive assets.

Requirements

Password-Based Link Protection

"As a freelancer, I want to protect shared files with a password so that only my intended clients can access sensitive documents."

Description

Implement password protection for generated links, requiring recipients to enter a secure password before accessing shared files. This ensures that only authorized individuals with the correct credentials can view or download sensitive assets. The system will generate a random or user-defined password at link creation and enforce validation on each access attempt. Failed attempts will be logged, and the link creator can reset or change the password as needed.

Acceptance Criteria

Random Password Generation at Link Creation

Given the user selects to generate a random password when creating a link, when the link is created, then the system generates a secure, random password at least 12 characters long with a mix of uppercase, lowercase, numbers, and symbols, and associates it with the link.

Custom Password Setup at Link Creation

Given the user enters a custom password when creating a link, when the password is submitted, then the system accepts passwords that meet complexity rules (minimum 8 characters, includes letters and numbers), and rejects those that do not, displaying an error message.

Successful File Access with Correct Password

Given a recipient has the correct password for a protected link, when they enter the password, then the system validates it and grants immediate access to view or download the file.

Failed Access Attempt Logging on Incorrect Password

Given a recipient enters an incorrect password, when the validation fails, then the system denies access, displays an error message without revealing password correctness, logs the attempt with timestamp and IP address.

Password Reset for Existing Link

Given the link creator requests a password reset, when they set a new password, then the system invalidates the old password, enforces complexity rules on the new password, and ensures only the new password grants access thereafter.

Link Lockout After Multiple Failed Password Attempts

Given a recipient enters an incorrect password more than 5 times within a 15-minute window, when the sixth attempt is made, then the system temporarily locks password entry for 30 minutes and notifies the link creator of the lockout.

Expiring Link Generation

"As a small agency owner, I want links to expire automatically so that shared files are inaccessible after the agreed timeframe, reducing security risks."

Description

Enable the creation of time-limited links that automatically expire after a specified duration or date. Users can set custom expiration periods (minutes, hours, days) when generating a link, after which the link becomes invalid and returns an error. The feature prevents indefinite access to files, enhancing security by limiting the window for potential unauthorized sharing or access. Expired links can optionally display a customizable message.

Acceptance Criteria

Set Custom Expiration Duration

Given a user selects a custom duration when generating a link When the link is created Then the link metadata stores the correct expiration timestamp corresponding to the selected duration

Accessing Link Before Expiration

Given a valid, unexpired link When a recipient clicks the link before its expiration Then the requested file is successfully served without error

Accessing Link After Expiration

Given a link that has passed its expiration timestamp When a recipient clicks the link after expiration Then the system returns a 410 Gone or equivalent error code and blocks access to the file

Display Custom Expiration Message

Given a user provides a custom expired-link message during link creation When the link is accessed after expiration Then the custom message is displayed instead of the default error page

Set Expiration by Specific Date

Given a user enters a specific expiration date and time When generating the link Then the link expires exactly at the specified date and time as reflected in its metadata

Customizable Access Controls

"As a project manager, I want to set precise access levels for each recipient so that I can control whether they can only view or also download my shared files."

Description

Provide configurable access controls allowing link creators to define permissions such as view-only, download, or preview. Users can select roles or individual email addresses to grant or restrict specific actions. Access levels will be enforced through the UI and API, ensuring that recipients only perform allowed operations. The system will respect organizational policies and integrate with existing user directories if available.

Acceptance Criteria

SpecificUserDownloadPermission

Given a link creator selects 'download' permission for a specific email address, when the designated recipient with that email clicks the link, then the file download starts successfully.

RoleBasedPreviewAccess

Given a link creator assigns 'preview' permission to users with the 'Reviewer' role, when a Reviewer logs in and accesses the link, then the file renders in preview mode and the download option is not available.

ViewOnlyRestriction

Given a link creator sets 'view-only' permission for a specific email address, when that user accesses the link, then they can view the content but the download button is disabled both in the UI and via API.

OrganizationalPolicyCompliance

Given organization policies disallow external users from downloading, when a link creator attempts to grant 'download' permission to an external user's email, then the system blocks the selection and displays a policy violation error message.

APIEnforcementOfAccessControls

Given an API request attempts an unauthorized operation (e.g., download when only preview is allowed), when the API is called with an invalid permission header, then the API responds with HTTP 403 Forbidden and an appropriate error code.

Download and View Permissions

"As a client, I want to preview files without downloading them so that I can review content without possessing a local copy, safeguarding confidentiality."

Description

Differentiate between view and download permissions within shared links. Users can toggle settings to allow recipients to preview documents in-browser without download or enable full file download. The system will detect and enforce these permissions, disabling download buttons or streaming previews as appropriate. This mechanism protects digital assets against unauthorized copying while still providing necessary access.

Acceptance Criteria

In-Browser Preview Only Access

Given a view-only protected link When the recipient clicks the link Then the document displays in an in-browser preview and all download controls are disabled

Download Access Enabled

Given a link configured with download permission When the recipient clicks the download button Then the file downloads successfully to the recipient’s device

Unauthorized Download Attempt

Given a view-only protected link When the recipient attempts to access the download endpoint directly Then the server responds with HTTP 403 Forbidden and no file is delivered

Expired Link Access Attempt

Given a link with a set expiration date When the expiration time has passed and the recipient attempts to access the link Then the system displays an "Link expired" error and blocks both preview and download attempts

Permission Toggle Persistence

Given a user toggles the link permission between view-only and download-enabled When the user saves the settings and reloads the link configuration page Then the selected permission setting persists and is enforced on subsequent link accesses

Link Activity Audit Trail

"As an agency owner, I want to see who accessed my shared files and when so that I can monitor usage and ensure compliance."

Description

Implement a detailed audit log tracking link usage events, including creation, password attempts, access times, IP addresses, and actions taken (view/download). Link creators can access the audit trail through the dashboard, filter by date or event type, and export logs for compliance or reporting. Real-time notifications can be configured for critical events such as multiple failed password attempts.

Acceptance Criteria

Link Creation Audit Logging

Given a user creates a password-protected link, when the link is successfully created, then an audit log entry is recorded with timestamp, user ID, link ID, and event type 'creation'.

Password Attempt Tracking

Given a recipient attempts to access a link with an incorrect password, when the attempt is made, then an audit log entry is recorded capturing timestamp, IP address, link ID, user agent, and result 'failed'.

Access Event Listing and Filtering

Given a link creator views the audit trail, when they apply filters by date range or event type, then only matching log entries are displayed and paginated correctly.

Audit Trail Export Functionality

Given a link creator requests an audit trail export, when they select a date range and click 'Export', then a correctly formatted CSV or PDF containing all log entries within that range is generated and downloaded.

Real-time Notification on Multiple Failed Attempts

Given notifications are enabled, when the system detects three or more consecutive failed password attempts on a link within ten minutes, then a real-time notification is sent to the link creator via email or in-app with details of the attempts.

Bulk Link Management

"As a busy freelancer, I want to manage all my active and expired links in one place so that I can quickly update or revoke access without handling each link individually."

Description

Offer a management interface for viewing, editing, and deleting multiple links at once. Users can filter links by status (active, expired), sort by creation date, or search by filename. Bulk actions include extending expiration, resetting passwords, or revoking access. This streamlines administration for users sharing numerous files, improving efficiency.

Acceptance Criteria

Viewing and Filtering Link List

- Given the user navigates to the Bulk Link Management interface and selects the “Active” status filter - When the user clicks “Apply Filter” - Then only links with status “Active” appear in the list - And the total count of displayed links matches the filter

Sorting Links by Creation Date

- Given the user views the list of links in Bulk Link Management - When the user selects sort by “Creation Date” ascending - Then the links are ordered from oldest to newest - When the user selects sort by “Creation Date” descending - Then the links are ordered from newest to oldest

Bulk Extend Expiration Dates

- Given the user selects multiple links via checkboxes - When the user clicks “Extend Expiration” and inputs a valid future date - Then each selected link’s expiration date updates to the new date - And a confirmation message displays “Expiration updated for X links”

Bulk Reset Link Passwords

- Given the user selects multiple password-protected links - When the user clicks “Reset Password” and enters a new password meeting policy requirements - Then all selected links require the new password for access - And an audit trail entry logs the password reset for each link

Bulk Revoke Access to Links

- Given the user selects multiple links via the Bulk Link Management interface - When the user clicks “Revoke Access” and confirms the action - Then all selected links become immediately inaccessible - And recipients receive notification emails indicating access has been revoked

PreviewShield

Allow clients to securely preview documents and images in a sandboxed, watermarked environment without download permissions. Simplify collaboration while preventing unauthorized distribution and ensuring content remains protected.

Requirements

Secure Preview Environment

"As a client, I want to preview documents and images within PulseDesk without downloading them so that I can review content securely without risking unauthorized distribution."

Description

Implement a sandboxed preview environment that renders documents and images in a read-only viewer isolated from the client’s operating system. This environment disables clipboard interactions, printing, and file saving, ensuring content cannot be extracted. It integrates within the PulseDesk dashboard using secure iframes and file sanitization techniques, maintaining performance and reliability while protecting against unauthorized distribution.

Acceptance Criteria

Client Initiates Secure Preview

Given a client clicks the “Preview” button on a document or image in the PulseDesk dashboard When the secure preview environment loads Then the document or image is rendered in a read-only viewer within a sandboxed iframe without download or print options

Clipboard and Download Restrictions

When the secure preview is active Then all clipboard operations (copy/cut) are disabled and download or save-as functionality is not available

Watermark Overlay Verification

Given the secure preview environment is rendering a document or image Then a watermark containing the client’s name and current date/time is visible on every page or image

Iframe Sandbox Enforcement

Given the preview iframe is embedded in the dashboard Then it includes sandbox attributes that disable scripts from accessing the parent context, prevent form submission, and disallow plugins

Performance Under Concurrent Loads

When up to five clients simultaneously open secure previews Then each preview loads completely within 3 seconds and the overall dashboard performance degradation does not exceed 5%

Watermark Overlay

"As a freelancer, I want each previewed file to display a unique watermark so that unauthorized sharing can be traced back to the viewer."

Description

Automatically overlay a semi-transparent watermark displaying the viewer’s user ID and timestamp on all previewed assets. The watermark updates per session and positions dynamically to deter screenshots and discourage unauthorized sharing. It integrates with the preview renderer to ensure consistent application across file types and maintains readability without hindering the review experience.

Acceptance Criteria

Session-Specific Watermark Display

Given a user previewing an asset in a new session, when the preview is rendered, then a semi-transparent watermark containing the user's unique ID and session timestamp is displayed consistently across the asset.

Dynamic Watermark Positioning

Given a user takes a screenshot or pans across the asset, when the watermark is rendered, then its position shifts dynamically within the preview frame without obstructing core content.

Cross-Format Watermark Integration

Given a user opens various asset types (images, PDFs, videos), when each asset is rendered in the preview, then the watermark is applied in the same manner, position, and opacity settings across all formats.

Watermark Legibility and Non-Intrusive Experience

Given a user views the preview on different device sizes and resolutions, when the watermark is overlaid, then it remains legible yet does not obscure the underlying content or hinder reading or interaction.

Download and Removal Prevention

Given a user attempts to download or save the previewed asset, when the download function is invoked, then the watermark remains embedded and no option to remove or download the watermark-free asset is provided.

Access Control Management

"As an agency owner, I want to set preview-only permissions for my clients with expiration dates so that I can control who sees the files and for how long."

Description

Provide granular permission settings that allow project owners to grant preview-only access to specific clients or user roles. This includes configurable expiration dates and user-based restrictions, ensuring only authorized individuals can view sensitive content. The system integrates with PulseDesk’s user management and project settings modules to centralize access control.

Acceptance Criteria

Granting Time-Limited Preview Access to a Client

Given a project owner selects a client and sets a preview expiration date When the owner grants preview-only access Then the client can view the document in a sandboxed, watermarked viewer until the expiration date And the client cannot download, print, or share the document outside the viewer

Assigning Preview-Only Permissions Based on User Role

Given a project owner defines a user role with preview-only privileges When a user is assigned that role for a project Then the user can access and view project documents in a sandboxed, watermarked viewer And cannot download, print, or distribute the documents And the permission adheres to any expiration dates configured for the role

Automatic Revocation of Expired Access

Given a client’s preview-only access has reached its configured expiration date When the client attempts to open the sandboxed viewer Then the system denies access and displays an expiration notification And logs the access denial in the audit log

Access Control Configuration via Project Settings

Given a project owner navigates to the project settings module When they configure preview-only access for one or more clients or roles Then the system saves the settings and applies them immediately And the configured permissions reflect correctly in the user management interface

Prevention of Unauthorized Distribution Attempts

Given a client has preview-only access to a document When the client attempts to download, print, or copy the document Then the system blocks the action and displays a 'Permission Denied' message And records the attempt in the security log

Download Restriction Enforcement

"As a client, I want to be prevented from downloading or printing previewed files so that I can't accidentally or intentionally distribute sensitive documents."

Description

Enforce policies that disable download, printing, and screen capture functionalities during the preview session. This includes disabling native context menus, print commands, and intercepting keyboard shortcuts. It integrates with the sandboxed environment to maintain a consistent protected state across browsers and devices.

Acceptance Criteria

Context Menu Access Attempt

Given a user is previewing a document or image in the sandboxed environment When the user right-clicks within the preview area Then the native browser context menu must not appear and no download or save options are accessible

Download Button Click

Given the preview interface is displayed When the user attempts to click any download or save icon or uses a direct download URL Then the action is blocked, no file is downloaded, and a notification 'Download disabled' is displayed

Print Command Invocation

Given the preview is active When the user invokes the print dialog using a menu option or Ctrl+P/Cmd+P Then the print dialog must not open and a notification 'Printing disabled' is displayed

Keyboard Shortcut Screen Capture Attempt

Given the user attempts to capture the preview screen using the Print Screen key or OS-level screenshot tools Then the sandbox must detect the capture attempt and immediately overlay the preview with a watermark or black screen to prevent unauthorized capture

Cross-Browser Consistency Check

Given the preview is accessed on Chrome, Firefox, Safari, and Edge When the user tries any download, print, or screen capture action Then all restrictions behave consistently with no exceptions across all supported browsers

Audit Logging and Reporting

"As a project manager, I want to see a log of who has previewed files and when so that I can track access to sensitive documents."

Description

Implement detailed audit logs that record each preview session with data points including user ID, file accessed, timestamp, and session duration. Provide an admin dashboard interface with filtering options to generate reports on access patterns and compliance metrics. This enables monitoring of content usage and supports security audits.

Acceptance Criteria

Session Preview Event Logged

Given a client initiates a preview session for a document or image, when the session starts, then the system shall create an audit log entry with user ID, file accessed, and start timestamp.

Session Duration Recorded

Given a client closes or times out a preview session, when the session ends, then the system shall update the corresponding audit log entry with an end timestamp and calculate session duration in seconds.

Audit Log Accessible in Admin Dashboard

Given an authenticated admin accesses the dashboard, when navigating to the audit logs section, then the system shall display a paginated list of audit log entries sorted by timestamp descending.

Audit Log Filtering by Date, User, and File

Given filters are applied for date range, user ID, or file name, when the admin submits the filter criteria, then the audit log list shall refresh to show only entries matching all selected filters.

Export Audit Report Functionality

Given an admin selects an export option, when the export is confirmed, then the system shall generate and download a CSV report containing all visible audit log entries with columns for user ID, file accessed, start timestamp, end timestamp, and session duration.

AccessTrail

Maintain a tamper-proof audit log that records every file access, download, and link activity. Instantly review who accessed which asset and when, providing full transparency and compliance for client deliveries.

Requirements

Immutable Audit Log Storage

"As a compliance officer, I want an immutable audit log so that I can trust the records have not been altered."

Description

Implement a centralized, append-only audit log database to securely store all file access, download, and link activity records. Logs must be encrypted at rest, chained with cryptographic hashes, and digitally signed to prevent tampering. This ensures data integrity and provides a reliable source of truth for compliance and forensic reviews.

Acceptance Criteria

Log Entry Appending Scenario

Given a file access event occurs When the system records the event Then the log entry is appended to the audit log with timestamp, user identifier, file identifier, action type, and system metadata, and is stored in an append-only manner

Data Encryption at Rest Scenario

Given the audit log is stored When inspecting the storage Then all entries are encrypted using AES-256 encryption with the encryption keys managed according to security policies

Hash Chain Integrity Scenario

Given multiple sequential log entries When examining the hash chain Then each entry's hash field matches the hash of its content concatenated with the previous entry's hash, ensuring immutability

Digital Signature Verification Scenario

Given a stored log entry When validating its signature Then the digital signature using RSA-2048 and SHA-256 verifies successfully against the certificate in the trust store

Audit Log Query and Retrieval Scenario

Given a compliance officer queries the audit log for a specific file and time range When executing the query Then the system returns all matching log entries in chronological order within 2 seconds

Real-Time Event Capture

"As an agency owner, I want real-time event capture so that I can immediately detect unauthorized access."

Description

Capture and record every file access, download, and link activity event in real time. Events should be logged within one second of occurrence, with metadata including user identity, timestamp, asset details, and location. This instant recording enables immediate monitoring and rapid incident response.

Acceptance Criteria

File Download Event Logging

When a user downloads a file, the system logs the event within 1 second, capturing user ID, timestamp, asset ID, and location.

Link Click Event Logging

When a user clicks a file link, the system logs the event within 1 second, including user ID, timestamp, asset ID, and location.

Simultaneous Event Logging

Under concurrent access by up to 50 users, each event is logged within 1 second with no lost entries.

Metadata Completeness Validation

Each log entry contains non-null values for user identity, ISO8601 timestamp, asset identifier, and geolocation data.

Logging Latency Compliance

End-to-end event logging latency does not exceed 1 second in 99% of cases.

Audit Log Dashboard

"As a team lead, I want an audit log dashboard so that I can quickly review asset access history."

Description

Provide an interactive UI for reviewing audit logs, featuring filtering by date range, user, asset, and event type. The dashboard should support sorting, pagination, and keyword search, allowing stakeholders to quickly locate and analyze specific access records within PulseDesk.

Acceptance Criteria

Filter Logs by Date Range

Given the audit log dashboard is displayed, when the stakeholder selects a start date of '2025-05-01' and an end date of '2025-05-07', then the dashboard should only display audit records between those dates inclusive.

Search Logs by Keyword

Given the audit log dashboard is displayed, when the stakeholder enters 'invoice.pdf' into the keyword search field and submits the search, then only records containing the keyword 'invoice.pdf' in the asset name or event description should be displayed.

Sort Logs by User

Given the audit log dashboard is displayed with multiple user entries, when the stakeholder clicks on the 'User' column header to sort ascending, then the records should reorder from A-Z by user name, and when clicked again, reorder from Z-A.

Paginate Audit Records

Given the audit log dashboard shows 250 records, when the stakeholder navigates to page 2, then records 51-100 should be displayed, and pagination controls should indicate the current page as '2'.

Filter Logs by Event Type and Asset

Given the audit log dashboard is displayed, when the stakeholder selects 'Download' as the event type and 'Contract.docx' as the asset filter, then only records matching both criteria should be displayed.

Log Export and Reporting

"As a project manager, I want to export logs in CSV or PDF so that I can share compliance reports with clients."

Description

Enable export of filtered audit log entries to CSV and PDF formats. Include options to schedule recurring exports, customize report fields, and append organizational branding. This capability supports external compliance audits and client-facing reports.

Acceptance Criteria

One-time Export of Filtered Logs

Given the user is viewing the audit log page and has applied filters for date range and asset type, when the user clicks the 'Export' button and selects CSV, then the system generates and downloads a CSV file containing only the filtered log entries within 30 seconds.

Scheduled Recurring Exports

Given the user has navigated to the export settings and configured a schedule with daily frequency at 6:00 AM and selected PDF format, when the time is reached, then the system automatically generates and emails the PDF report to the user's specified email address without manual intervention for at least one cycle.

Customized Report Field Selection

Given the user opens the report customization panel, when they select or deselect available log fields and save the configuration, then subsequent exports only include the chosen fields in the correct order as per the saved configuration.

Branding Applied to Exported Reports

Given the organization's branding assets are uploaded in the branding settings, when the user exports a report in PDF format, then the report header includes the organization's logo, name, and footer contains the organization's disclaimer text as defined.

Large Dataset Export Performance

Given the audit log contains more than 100,000 entries and the user requests an export of all entries in CSV format, when the user initiates the export, then the system processes and delivers the download link within 2 minutes without timeouts or errors.

Access Alert Notifications

"As an administrator, I want notifications for sensitive access events so that I can promptly investigate potential breaches."

Description

Send real-time notifications via email and in-app alerts when predefined sensitive assets are accessed or downloaded. Allow configuration of asset sensitivity levels and notification recipients, ensuring prompt awareness of critical events.

Acceptance Criteria

Administrator Configures Asset Sensitivity and Notification Recipients

Given the administrator navigates to the asset notification settings page When they select an asset, assign a sensitivity level “High”, add “alice@example.com” and “bob@example.com” as notification recipients, and click Save Then the sensitivity level for that asset is stored as “High” in the system And the recipients list for that asset includes “alice@example.com” and “bob@example.com”

High-Sensitivity Asset Download by Authorized User

Given a user with download permissions for asset “DesignMockup.pdf” whose sensitivity level is set to “High” When the user downloads the asset Then an in-app alert is generated in real time for all configured recipients And an email notification with asset name, user identity, and timestamp is sent to each recipient

Sensitive Asset Preview via Shared Link Access

Given a shared link to asset “ProjectPlan.docx” with sensitivity level “Medium” When an external recipient clicks the link to preview or view the asset Then the preview access event is logged And in-app and email notifications are dispatched to all recipients configured for “Medium” sensitivity

Multiple Recipients Receive Email and In-App Alerts

Given two configured recipients “carol@example.com” and “dave@example.com” for an asset access event When the asset is accessed or downloaded Then both “carol@example.com” and “dave@example.com” receive identical email notifications within 60 seconds And both see the corresponding in-app alert appear in their notification center

In-App Alert Visible in User's Notification Center

Given a logged-in recipient user When a sensitive asset access event occurs Then an in-app alert with asset name, access type, user identity, and timestamp is displayed in the user’s notification center And the alert remains visible until the user marks it as read

GeoGuard

Restrict file access based on geographic region or IP range. Prevent unauthorized downloads from unapproved locations, adding an extra layer of defense for sensitive client data and meeting regional compliance requirements.

Requirements

Geo-Restriction Configuration UI

"As an administrator, I want a clear configuration interface to set geographic restrictions on file access so that I can easily protect sensitive data and meet compliance requirements."

Description

Provide an intuitive configuration interface within PulseDesk allowing administrators to define geographic regions or IP ranges eligible for file access. This interface should integrate seamlessly with existing project and file settings, offering dropdowns or map-based selectors for regions, input fields for specifying IP ranges, and validation to prevent misconfiguration. The goal is to make policy creation straightforward, minimize errors, and ensure that sensitive client files are protected by clearly defined geographic restrictions.

Acceptance Criteria

Accessing Geo-Restriction Configuration Interface

Given an administrator is on the project settings page When they click the "Geo-Restriction" tab Then the UI displays dropdown selectors for regions, map-based region selection, IP range input fields, and a "Save" button

Creating a Geographic Region Restriction

Given an administrator opens the Geo-Restriction UI When they select one or more geographic regions (via map or dropdown) and click "Save" Then the new region-based restriction appears in the project’s restriction list with accurate region codes and labels

Creating an IP Range Restriction

Given an administrator opens the Geo-Restriction UI When they enter valid IPv4 or IPv6 ranges in the "From" and "To" fields and click "Save" Then the new IP range restriction is added to the restriction list showing the correct start and end addresses

Validation of Invalid Inputs

Given an administrator enters an invalid region code or malformed IP address When they attempt to save Then the UI prevents submission, highlights the erroneous fields, and displays descriptive error messages

Editing and Deleting Existing Restrictions

Given an administrator views the restriction list When they click "Edit" on an existing restriction, modify parameters, and click "Save" Then the restriction updates accordingly; and when they click "Delete" and confirm Then the restriction is removed from the list

IP Range Whitelist/Blacklist Management

"As a security officer, I want to manage IP whitelists and blacklists so that I can granularly control file access based on trusted or blocked IP ranges."

Description

Enable granular control over file access by allowing administrators to maintain whitelists and blacklists of IP addresses or IP ranges. This feature should support CIDR notation, bulk import/export of IP lists, and real-time validation of entries. It ensures only approved IPs can bypass or are prevented by GeoGuard policies, giving organizations precise control over trusted and blocked network sources.

Acceptance Criteria

Adding Single IP to Whitelist

Given an administrator is on the IP management interface, when they input a valid IPv4 or IPv6 address and click 'Add to Whitelist', then the address is added to the whitelist and displayed in the list.

Adding CIDR Range to Blacklist

Given an administrator selects 'Add Range to Blacklist', when they enter a valid CIDR notation (e.g., 192.168.0.0/24) and confirm, then the range is added to the blacklist and rejects file access from IPs within that range.

Bulk Import of IP Lists

Given an administrator uploads a CSV file containing IPs and CIDR ranges, when the system parses the file and validates entries, then valid entries are imported into the selected list and invalid entries are reported with line numbers.

Bulk Export of IP Lists

Given an administrator requests export, when they click 'Export' for whitelist or blacklist, then a CSV file with current entries is generated and downloaded in under 30 seconds.

Real-Time Entry Validation

Given an administrator inputs any IP or CIDR entry, when they finish typing, then the system immediately validates the format and displays an error message if the entry is invalid.

Conflict Detection between Lists

Given an IP address or range exists in one list, when an administrator attempts to add the same IP or overlapping range to the opposite list, then the system prevents addition and displays a conflict warning.

Real-time Access Verification

"As a system user, I want files to be automatically allowed or denied access in real time based on my location so that unauthorized attempts are prevented immediately."

Description

Implement a backend service that intercepts file download or preview requests and verifies the source IP and geographic location against the configured GeoGuard policies. This verification must occur in real time, with minimal latency, returning a deny response for unauthorized requests and logging each decision. The mechanism should integrate with the existing authentication layer and handle edge cases like VPN or proxy detection.

Acceptance Criteria

Authorized File Download from Approved Region

Given a valid user with active permissions and an IP address within an allowed geographic region When the user initiates a file download or preview request Then the request is granted, the file is delivered successfully, total verification latency does not exceed 200ms, and the approval decision is logged with timestamp and user details.

Unauthorized File Download from Prohibited Region

Given a valid user attempting access from an IP address outside all approved regions When the user initiates a file download or preview request Then the system returns an HTTP 403 Forbidden response with an appropriate error message, blocks the file transfer, and logs the denial with IP, region, and policy reference.

Access Attempt via VPN or Proxy

Given a user request originating from an IP flagged as a VPN or known proxy When the system intercepts the file download or preview request Then the request is denied if GeoGuard policy forbids proxy access, the decision is logged with proxy detection details, and a fallback review alert is generated.

Integration with Authentication Layer

Given a user has been authenticated via the existing auth service and holds a valid token When a file access request is received Then the GeoGuard service calls the authentication layer to verify the token first, proceeds with geo-verification, and logs both auth and geo-check correlation IDs in a single audit entry.

Real-time Verification under Load

Given a simulated load of 1,000 concurrent file access requests from mixed locations When all requests are processed by the GeoGuard service Then 100% of requests receive a geo-verification decision within an average latency of 200ms per request, no requests time out, and all decisions are logged.

Audit Logging and Reporting

"As a compliance manager, I want detailed logs of all file access attempts so that I can audit security events and generate regulatory reports."

Description

Record every file access attempt—both allowed and denied—with detailed metadata including timestamp, user ID, IP address, geographic region, and policy applied. Provide an interface for administrators to filter, search, and export these logs, as well as generate compliance reports summarizing access patterns and policy violations. This ensures transparency and supports regulatory audits.

Acceptance Criteria

Real-Time Logging of Access Attempts

Given a user attempts to access a file, When the access is processed, Then the system records a log entry containing timestamp, user ID, IP address, geographic region, file identifier, access result (allowed or denied), and applied policy.

Administrator Filtering of Logs

Given an administrator is viewing audit logs, When they apply filters by date range, user ID, or geographic region, Then the displayed logs are restricted to entries matching those criteria, and clear indication of applied filters is shown.

Exporting Logs for External Analysis

Given an administrator selects export logs, When they choose a date range and format (CSV/JSON), Then the system generates and downloads a file containing all matching log entries with complete metadata.

Compliance Report Generation

Given an administrator initiates a compliance report, When they specify reporting period and violation thresholds, Then the system compiles a summary including total access attempts, denied attempts, violations by policy, and geographic distribution, presented in a downloadable PDF.

Bulk Deletion of Old Log Entries

Given log retention policy is set, When the system runs retention cleanup, Then log entries older than the specified period are archived or deleted according to policy, and an audit entry for the cleanup action is recorded.

Regional Compliance Alerts

"As an administrator, I want to receive alerts when access attempts violate regional policies so that I can take timely action to address potential threats or compliance issues."

Description

Set up automated alerts to notify administrators or security teams when file access attempts violate the GeoGuard policy (e.g., attempts from restricted regions). Alerts should be configurable by severity and delivery method (email, in-app notification, or webhook) and include context about the violating request. This capability helps teams respond quickly to potential security incidents or compliance breaches.

Acceptance Criteria

Unauthorized Access Attempt Detection

Given a user attempts to download a file from a restricted region when GeoGuard policy is active, then the system generates an alert labeled 'High' severity within 5 seconds, including IP address, geographic region, and file identifier.

Configurable Alert Severity Level

Given an administrator configures alert severity for specific regions, when an access violation occurs in a region marked as 'Medium', then the system sends an email notification with 'Medium' severity classification.

Alert Delivery via Webhook

Given a webhook endpoint is configured, when an access violation trigger occurs, then the system posts a JSON payload containing alert details to the endpoint within 3 seconds and returns HTTP 200.

In-App Notification Display

Given a security team member is logged into the admin dashboard, when an alert is generated, then a new entry appears in the 'Security Alerts' panel displaying timestamp, region, policy name, and download attempt details.

Alert Context Includes Violating Request Details

Given any access violation is detected, then every generated alert must include at minimum the timestamp, user or API key, source IP, geographic region, file path, and specific GeoGuard policy rule violated.

VaultSync

Enable seamless, real-time synchronization between your device’s secure folder and the encrypted vault. Work offline with local encryption and automatically sync updates when online, ensuring you always have protected access to the latest files.

Requirements

Secure Local Encryption

"As a freelancer, I want my files in the secure folder to be encrypted locally using strong encryption so that my client data remains protected even if my device is stolen."

Description

Implement AES-256 encryption for all files stored in the device's secure folder, ensuring that data is encrypted at rest locally. This requirement ensures that sensitive client files remain protected even if the device is lost or compromised. Integration with the VaultSync client should be seamless, automatically encrypting files before disk write and decrypting on access, without requiring additional user actions. Expected outcomes include full compatibility with offline operations and consistent security guarantees across platforms.

Acceptance Criteria

Automatic Encryption on Save

Given a file is saved to the secure folder, when the save operation completes, then the file must be encrypted on disk using AES-256. Given a file larger than 10MB is saved, then the encryption process must not exceed 5 seconds per file. No unencrypted temporary files or cache must exist on disk after encryption.

Decryption on Access

Given a user with valid credentials requests an encrypted file, when the file is accessed, then the file must be decrypted in memory and opened without storing any unencrypted copy on disk. If the user cancels access, then no decrypted data persists in memory.

Offline File Access

Given the device is offline and a file exists in the secure folder, when the user opens the file, then the application uses the locally stored encryption key to decrypt the file without error. When connectivity is restored, then any offline-modified files are queued and synchronized automatically without data loss.

Cross-Platform Consistency

Given a file encrypted on Platform A, when the file is synced and accessed on Platform B, then it must decrypt successfully with the same AES-256 key and maintain data integrity. Entries in synchronization logs must confirm matching checksums before and after cross-platform access.

Performance Under Load

Given five or more files larger than 100MB are encrypted concurrently, when the encryption process runs, then each file’s encryption must complete within 5 seconds and average CPU utilization must remain below 80%. No encryption operation may fail or cause application crashes under load.

Real-time Sync Engine

"As a small agency owner, I want file changes to sync in real time between my computer and the encrypted vault so that I always access the latest files across devices."

Description

Develop a synchronization engine that watches for file changes in the secure folder and the encrypted vault, propagating updates in real time when connectivity is available. The engine should detect adds, modifications, and deletions, queueing changes during offline periods and automatically reconciling once the device reconnects. Integration with the encrypted vault API must handle authentication, secure transport, and conflict detection. The expected outcome is minimal latency between local and remote copies, maintaining file consistency and currency.

Acceptance Criteria

Local File Change Detection

Given a file is added, modified, or deleted in the secure folder while the device is online, when the sync engine is active, then the change is detected within 2 seconds and propagated to the encrypted vault with matching timestamp and content hash.

Offline Change Queueing

Given the device is offline and one or more files are changed locally, when connectivity is restored, then the sync engine automatically synchronizes all queued changes to the encrypted vault without user intervention, ensuring no data loss.

Remote Vault Update Recognition

When a file is added, modified, or deleted in the encrypted vault by another device, and the local device is online, then the sync engine detects and applies the remote changes to the secure folder within 5 seconds, maintaining consistency.

Conflict Detection and Resolution

Given simultaneous modifications to the same file locally and remotely, when the sync engine processes these changes, then it detects the conflict, notifies the user, and creates versioned copies with distinct filenames to prevent data overwrite.

Secure Transport and Authentication

Each sync operation must authenticate successfully with the vault API using stored credentials, transmit data over a TLS 1.2+ encrypted channel, and log any authentication failures or transmission errors for audit purposes.

Offline Mode Support

"As a consultant working in the field, I want to access and edit encrypted files offline so that I can continue my work without internet and automatically sync when I'm back online."

Description

Enable users to access and edit encrypted files stored locally when the device is offline, with changes being stored in an encrypted queue. When connectivity is restored, the system should automatically sync queued changes to the remote vault, preserving file version history and ensuring continuity of work. This requirement is critical for users in environments with intermittent connectivity, reducing disruption and safeguarding productivity. Integration includes local change tracking, secure storage of diffs, and seamless transition between offline and online states.

Acceptance Criteria

Local File Access in Offline Mode

Given the device is offline, when the user opens VaultSync, then all previously synced files are listed; Given the user selects a file, then the file decrypts and opens successfully.

Editing Files Offline and Queueing Changes

Given the user is offline and opens a file, when the user makes changes and saves, then changes are stored securely in a local encrypted queue with a timestamp and diff metadata.

Automatic Sync of Queued Changes Upon Reconnection

Given the device regains connectivity, when VaultSync detects network availability, then it automatically uploads all queued changes to the remote vault without user intervention and confirms successful sync.

Conflict Resolution and Version History Preservation

Given concurrent edits exist between local queued changes and remote vault, when syncing, then VaultSync prompts the user to resolve conflicts, merges non-overlapping changes automatically, and preserves both versions in the file history.

Secure Local Encryption and Decryption Verification

Given a file is stored locally or queued, when the user attempts to decrypt or encrypt it, then VaultSync uses the same encryption algorithms as the remote vault and verifies data integrity through checksum validation.

Conflict Resolution Interface

"As a project manager, I want to be notified of file conflicts and choose how to resolve them so that I avoid overwritten edits and maintain data integrity."

Description

Implement a user-friendly interface to handle file conflicts when simultaneous edits occur locally and remotely. The system should detect conflicting changes, notify the user, and offer options to merge, overwrite, or keep both versions. The interface must integrate with the VaultSync client, presenting clear context such as timestamps and change summaries to guide decision-making while maintaining secure handling of encrypted data. The expected outcome is reduced data loss risk and improved user trust in synchronization reliability.

Acceptance Criteria

Conflict Notification Upon Synchronization

Given a local file and a remote file have conflicting edits, When VaultSync completes synchronization, Then the user is presented with a conflict notification showing the file name, both timestamps, and a summary of changes.

Merging Conflicting Changes

Given the conflict resolution interface is open for a selected file, When the user selects 'Merge' and reviews highlighted differences, Then the interface displays a merged preview and applies combined changes correctly upon confirmation.

Overwrite Remote Version

Given a conflict is detected for a file, When the user chooses the 'Overwrite Remote' option, Then VaultSync replaces the remote version with the local version, updates the encrypted vault accordingly, and logs the overwrite action.

Keeping Both Versions

Given a file conflict exists, When the user selects 'Keep Both', Then the system creates a duplicate of one version with a timestamp-based suffix, retains both encrypted files in the vault, and lists each separately in the file directory.

Conflict Detection After Offline Edits

Given the user has edited a file offline, When the device reconnects and VaultSync runs, Then the system automatically detects any conflicts with the remote version and launches the conflict resolution interface before finalizing synchronization.

Encryption Key Management & Rotation

"As a security-conscious user, I want automatic encryption key rotation and secure key storage so that the encryption keys remain safeguarded and meet compliance standards."

Description

Design and integrate a secure key management system that stores encryption keys using hardware-backed security modules where possible, supports key rotation, and allows for revocation of compromised keys. The system should automatically rotate keys on a configurable schedule or upon user request, re-encrypting existing files without data loss. This requirement ensures long-term security hygiene and compliance with best practices. Integration involves coordination with the VaultSync client, remote vault, and user identity management components to maintain uninterrupted access.

Acceptance Criteria

Hardware-Backed Key Storage

Given the system supports hardware security modules, when an encryption key is created or imported, then the key must be stored in a hardware-backed secure enclave and must not be exportable in plaintext form.

Scheduled Key Rotation Execution

Given a rotation schedule configured by the administrator, when the scheduled rotation time arrives, then the system automatically generates a new key, re-encrypts all existing files with the new key within the maintenance window, and logs the operation without user intervention.

Manual Key Rotation Request

Given a user requests key rotation via the interface, when the request is submitted, then the system generates a new encryption key, re-encrypts all existing files without data loss, notifies the user upon completion, and records the action in the audit log.

Compromised Key Revocation

Given a key has been flagged as compromised, when an administrator triggers revocation, then the system must revoke the compromised key, prevent any further decryptions with it, re-encrypt affected data with the current active key, and notify stakeholders of the revocation.

Audit Logging of Key Operations

Given any key management operation (create, rotate, revoke), when the operation is executed, then the system must generate an audit log entry including timestamp, user ID, operation type, key identifier, and success or failure status.

Offline Encryption and Sync

Given the device is offline and the vault sync client is in use, when a user modifies files, then those files must be encrypted locally with the active key and automatically synchronized and merged without conflicts when connectivity is restored.

AI Template Scout

Leverages AI to analyze past project types, team compositions, and timelines, then recommends customized workflow templates tailored to your needs. Saves setup time and embeds best practices to kick off projects faster and more consistently.

Requirements

Data Aggregation Engine

"As a project manager, I want the system to gather and prepare all my past project data so that the AI can generate accurate and tailored workflow templates."

Description

Aggregate and normalize historical project data, including types, team compositions, timelines, and outcomes from PulseDesk’s existing database. This requires secure data retrieval, transformation pipelines, and storage to provide a consistent dataset for AI analysis. Ensures the AI has high-quality input for generating relevant template recommendations, improving accuracy and reliability while maintaining data privacy and performance standards.

Acceptance Criteria

Historical Project Data Retrieval

Given a specified date range, When the Data Aggregation Engine queries PulseDesk’s database, Then it securely retrieves all project records including type, team composition, timeline, and outcome fields; and ensures no records are missing or duplicated.

Data Transformation and Normalization Pipeline

Given raw project data, When the transformation pipeline executes, Then all date formats are standardized to ISO 8601, team roles are mapped to standardized role codes, and any schema violations are logged with error counts below 0.1%.

Secure Data Storage for AI Input

Given normalized data, When stored in the aggregation repository, Then all data at rest is encrypted using AES-256, access permissions are enforced via role-based access control, and retrieval queries for up to 1,000 records return in under 200 ms.

Performance Under Load

Given an input dataset of 10,000 records, When the full ETL pipeline runs, Then the process completes within 5 minutes, CPU utilization stays below 80%, memory utilization stays below 75%, and transient database connection errors are automatically retried up to three times.

Privacy Compliance and Anonymization

Given datasets containing PII, When the anonymization module runs, Then all client-identifiable information (names, emails, phone numbers) is replaced with unique tokens, no plaintext PII remains, and regex-based validation confirms zero occurrences of unmasked PII.

Template Recommendation Algorithm

"As a freelancer, I want AI-generated workflow templates so that I can start new projects quickly using industry best practices."

Description

Implement an AI-driven recommendation engine that analyzes the aggregated data to identify patterns and best practices across similar projects. Leverage machine learning models to score and rank potential workflow templates based on relevance to the user’s project parameters. Deliver personalized template suggestions that reduce setup time and embed proven methodologies for consistent project kick-offs.

Acceptance Criteria

Project Parameter Submission

Given the user submits complete project parameters including type, team composition, and timeline, when the recommendation is requested, then the system returns at least three distinct workflow templates within three seconds.

Algorithm Analysis of Historical Data

Given the aggregated historical project data, when the AI model runs its analysis, then it identifies relevant patterns with at least 85% accuracy against a predefined validation dataset.

Recommendation Ranking Display

Given generated template suggestions, when they are displayed to the user, then each template is ordered by descending relevance score and the score for each template is visible.

Template Selection and Application

Given the user selects a recommended template, when the selection is confirmed, then the system applies the template to the project workspace and populates all associated tasks and timelines correctly.

User Feedback Integration

Given the user provides feedback on the recommended template’s suitability, when feedback is submitted, then the system logs the feedback and flags it for inclusion in the next model training cycle.

Customization Interface

"As a small agency owner, I want to adjust AI-recommended templates directly in the interface so that they fit my specific project needs."

Description

Design an intuitive UI component within PulseDesk where users can review, tweak, and approve AI-suggested templates. Include options to modify tasks, timelines, roles, and milestones, with real-time preview of changes. This integration ensures users retain control over their workflows and can adapt AI recommendations to unique project requirements, fostering trust and adoption.

Acceptance Criteria

Review AI-Suggested Template List

When the AI completes analysis, the UI displays a list of at least three templates, each showing name, description, key tasks, estimated timeline, and recommended roles; the user can sort templates by project type or date; templates load within two seconds

Modify Task Details

User can add, remove, and reorder tasks within a template via drag-and-drop or add/remove buttons; changes are immediately reflected in the preview panel; validation prevents duplicate task names

Adjust Timeline and Milestone Dates

User can edit start and end dates for tasks and milestones using date pickers or a timeline view; dependent task dates adjust automatically; the preview panel updates within one second and displays conflict warnings if dates overlap

Assign and Reassign Roles

User can assign team members to tasks via a dropdown selector; changing a role updates in the real-time preview; the system prevents assigning the same team member to overlapping tasks unless user confirms override

Preview and Confirm Template Changes

User can view a consolidated live preview summarizing tasks, timelines, and roles; clicking 'Save Template' applies changes to the project workflow; the system displays a confirmation message and updates the project dashboard

Project Setup Integration

"As a team lead, I want the chosen AI template to populate my new project form automatically so that I can launch projects faster."

Description

Integrate the AI Template Scout into the existing new project creation workflow in PulseDesk. Automatically populate the project setup form with selected templates, including pre-filled tasks, dates, and assignments. Ensure seamless transitions from recommendation to activation, reducing manual input and accelerating project launch.

Acceptance Criteria

Recommended Template Autofill

Given a user is creating a new project and the AI Template Scout has analyzed past projects, when the user clicks 'Apply Recommended Template', then the project setup form autopopulates all tasks, dates, and team assignments matching the selected template, and the user sees a confirmation message 'Template applied successfully'.

Manual Template Selection

Given a user opens the project setup form and selects a template manually from the AI Template Scout panel, when the user confirms the selection, then the form updates with the chosen template's details without requiring additional user input.

Template Data Consistency

Given a template is applied to a project setup form, when the form is submitted, then the backend database record for the new project matches exactly the tasks, dates, and assignments as displayed in the form.

Multiple Template Options Display

Given multiple templates are recommended based on project data, when the user hovers over a template option, then the UI displays a tooltip with the template summary including project type, duration, and team roles.

Error Handling on Template Application

Given the template service is unavailable, when the user attempts to apply a recommended template, then the system displays an error message 'Unable to apply template at this time. Please try again later.' and does not modify the form fields.

Performance Monitoring and Feedback Loop

"As a product owner, I want to measure how well AI recommendations perform so that we can continuously improve their quality."

Description

Implement analytics to track template adoption, user modifications, and project outcomes. Collect user feedback on recommendation quality and log key metrics such as time saved and completion rates. Use this data to retrain and refine AI models, establishing a continuous improvement loop that enhances recommendation accuracy over time.

Acceptance Criteria

Template Adoption Tracking

Given a workflow template is recommended to a user, When the user selects and initiates a project using that template, Then the system logs the template ID, user ID, timestamp, and project ID in the analytics database.

User Modification Logging

Given a user applies a recommended template to a new project, When the user makes any changes to tasks, timelines, or team assignments, Then the system captures and logs each modification event with details of the change, user ID, timestamp, and associated template ID.

Project Outcome Metrics Collection

Given a project is completed using a recommended template, When the project reaches its final status, Then the system records metrics including actual time to completion, number of task revisions, and final deliverable status, and stores them in the performance metrics repository.

User Feedback Collection on Recommendations

Given a project has been set up using an AI-recommended template, When the project setup screen is closed, Then the system prompts the user to rate the recommendation quality on a 1–5 scale and to provide optional comments, and logs the feedback with user ID, template ID, and timestamp.

AI Model Retraining and Accuracy Improvement

Given performance metrics and user feedback from the last 30 days are available, When the scheduled retraining job runs, Then the AI model is retrained with the new data, and the system calculates and logs the new recommendation acceptance rate and average feedback score compared to the previous model.

BranchLogic

Enables dynamic, conditional branching within workflows using "if-then" rules based on client approvals, task completion, or budget changes. Automatically routes tasks down the correct path, ensuring processes adapt in real time without manual tweaks.

Requirements

Conditional Rule Builder

"As an agency manager, I want a visual interface to create conditional rules so that I can configure complex workflow branches without writing code."

Description

A graphical interface that allows users to define, edit, and visualize "if-then" conditions within workflows, enabling dynamic branching based on multiple variables. The builder supports drag-and-drop actions, real-time validation, and rule previews, ensuring that complex logic can be configured without coding. By integrating seamlessly with existing workflow modules, it streamlines rule creation, reduces configuration errors, and empowers users to adapt processes quickly to changing project needs.

Acceptance Criteria

New Rule Creation via Drag-and-Drop

Given the user opens the Conditional Rule Builder interface When the user drags a condition block from the palette and drops it onto the canvas Then the block is added to the canvas, snaps into place, and prompts for variable selection

Real-Time Rule Validation

Given a condition block with missing or invalid inputs When the user attempts to save or activate the rule Then inline validation messages are displayed next to each invalid field and the rule cannot be saved until all errors are resolved

Rule Preview Functionality

Given a fully configured rule set When the user clicks the “Preview Rule” button Then a visual flowchart is rendered showing each branch, decision point, and sample outcome based on predefined test data

Editing Existing Conditions

Given an existing rule already applied in a workflow When the user selects a condition block and modifies its parameters Then the builder updates the rule in real time, saves changes automatically, and reflects updates in the preview without page reloads

Integration with Workflow Modules

Given an active workflow with conditional rules applied When a triggering event meets the “if” criteria during execution Then the system automatically routes the task along the correct branch and records the decision path in the workflow log

Approval Status Trigger

"As a project coordinator, I want tasks to automatically advance when a client approves deliverables so that my team can begin the next phase without delay."

Description

An automated trigger that monitors client approval statuses and routes tasks accordingly upon approval or rejection. The system detects status changes in the client feedback module and dynamically directs subsequent tasks to the appropriate team members or next workflow stage. This ensures timely progression of approved tasks and rework for rejected items, maintaining workflow continuity and minimizing manual intervention.

Acceptance Criteria

Approved Task Routes to Next Stage

Given a client feedback status changes to 'Approved' When the system detects the status change Then the task is automatically moved to the next workflow stage and a notification is sent to the assigned team member.

Rejected Task Triggers Rework Assignment

Given a client feedback status changes to 'Rejected' When the system detects the status change Then the task is reassigned to the original submitter or designated rework queue and a rework notification is generated.

Pending Approval Reminder

Given a client feedback status remains 'Pending' When the predefined review period expires without status change Then the system leaves the task in pending status and sends a reminder notification to the client and the project manager.

Budget-Based Workflow Branching

Given a client approval includes a budget increase exceeding the specified threshold When the system processes the approved budget change Then the task is branched to the 'Budget Review' workflow stage and relevant stakeholders are notified.

Audit Log Entry for Status Changes

Given any client approval status change occurs When the system processes the change Then an audit log entry is created capturing the timestamp, user ID, previous status, and new status.

Task Completion Branching

"As a team member, I want the system to automatically trigger the next steps when I complete a task so that my contributions seamlessly feed into the overall project workflow."

Description

A mechanism that evaluates task completion events and directs subsequent workflow paths based on predefined criteria, such as task type, assigned role, or deadline proximity. Upon marking a task as complete, the system assesses conditions and triggers the correct downstream tasks or notifications. This capability ensures that completed work flows into the right processes automatically, improving efficiency and reducing oversight.

Acceptance Criteria

Standard Task Completion Triggers

Given a task is marked complete, when the task type matches a predefined category, then the system automatically initiates the next workflow step associated with that category without manual intervention.

Role-Based Task Routing

Given a completed task with an assigned role, when the task’s role is detected, then the system routes the subsequent tasks or notifications to the appropriate user group based on role-to-workflow mapping.

Deadline Proximity Escalation

Given a task marked complete within 24 hours of its deadline, when the proximity threshold is breached, then the system escalates the next workflow steps to a higher-priority queue and sends alerts to stakeholders.

Budget Threshold Branching

Given a task completion event triggers budget evaluation, when the remaining budget falls below the configured threshold, then the system branches to a budget review workflow and notifies the finance team.

Client Approval Dependent Flow

Given a task requiring client approval is marked complete, when the approval status is pending, then the system pauses further workflow progression and sends a reminder to the client; upon approval, it resumes the automated downstream tasks.

Budget Threshold Routing

"As a small agency owner, I want tasks to be rerouted for financial review when project spending nears my budget limit so that I maintain cost control."

Description

A dynamic routing feature that monitors budget allocations and triggers alternative workflow branches when spending approaches or exceeds defined thresholds. When project costs hit preset limits, the system automatically reroutes tasks for budget review, approval, or adjustment. This integration with the finance module provides real-time budget control, prevents overspending, and keeps projects aligned with financial constraints.

Acceptance Criteria

Approaching Budget Threshold Routing

Given a project's budget usage reaches 90% of its allocation, When a new task is queued, Then the system automatically reroutes the task to the Finance Review branch.

Budget Threshold Exceeded Approval

Given a project's cumulative expenses exceed 100% of the allocated budget, When an additional task is scheduled, Then the system halts the task and sends an approval request notification to the Project Manager.

Real-Time Budget Update and Routing

Given expense data is received from the finance module in real time, When the updated expense entry causes threshold breach, Then the workflow recalculates budget usage and reroutes subsequent tasks accordingly.

Manual Budget Adjustment Workflow

Given an authorized user updates the project budget mid-project, When the new budget is saved, Then the system recalculates budget thresholds and either resumes standard routing or triggers a review branch.

Threshold Notification Delivery

Given a threshold event (90% or 100% budget usage) occurs, When the routing adjustment is executed, Then the system sends a notification email and in-app alert to all designated stakeholders within 5 minutes.

Fallback Path Handling

"As a project manager, I want a default routing path for tasks when no conditions match so that no task gets stuck without a next step."

Description

A fallback mechanism that defines default workflow paths for scenarios where no conditional rules match, ensuring that tasks are never left unassigned or stalled. The system allows configuration of a safe default branch or escalation route, complete with notifications and audit logging. This feature safeguards workflow continuity by providing fail-safe routing, preventing process dead-ends, and enhancing reliability.

Acceptance Criteria

Default Fallback Branch Routing

Given a workflow task with no matching conditional rules When the fallback path is configured Then the task is routed to the default branch and assigned to the fallback owner

Automatic Escalation Route Activation

Given a workflow task with no matching rules and an escalation route defined When fallback routing occurs Then the system forwards the task to the escalation recipient within 5 minutes

User Notification on Fallback Routing

Given a task routed via the fallback path When routing occurs Then the assigned user and administrator receive an email and in-app notification specifying the fallback reason

Audit Logging of Fallback Events

Given any task processed through the fallback mechanism When routing executes Then an audit entry is created capturing task ID, original conditions, fallback path taken, timestamp, and user context

Fallback Configuration Persistence

Given a configured fallback branch and escalation route When the system is restarted or updated Then the fallback settings persist and are retrievable via the admin configuration UI

RoleRally

Automates role-based task assignments by mapping each workflow step to predefined team roles or individuals. Team members receive instant notifications and clear instructions, reducing handoff confusion and accelerating project kickoffs.

Requirements

Role Mapping Configuration

"As a project manager, I want to configure role mappings so that each workflow step is automatically assigned to the appropriate team member, reducing manual overhead."

Description

Enable administrators to define and manage mappings between each workflow step and specific team roles or individual users. This configuration interface should allow creation, editing, and deletion of role mappings, integrate seamlessly into the project settings, and support importing/exporting mappings for reuse across projects.

Acceptance Criteria

Creating a New Role Mapping

Given the administrator is on the Role Mapping Configuration page When they input a valid workflow step name, select an existing team role or user, and click “Save” Then the new mapping appears in the list with correct step, role/user assignment, and timestamp

Editing an Existing Role Mapping

Given a mapping exists for a workflow step When the administrator clicks “Edit,” modifies the role or user selection, and confirms changes Then the mapping list updates to reflect the new assignment without duplicate entries

Deleting a Role Mapping

Given one or more mappings are listed When the administrator selects a mapping and clicks “Delete” and confirms the action Then the mapping is removed from the list and no longer applies to the workflow

Importing Role Mappings from File

Given a CSV or JSON file with valid role mappings When the administrator uploads the file and clicks “Import” Then all valid mappings are added to the configuration, invalid entries are flagged with error messages, and a summary report is displayed

Exporting Role Mappings for Reuse

Given existing mappings in the configuration When the administrator clicks “Export” and chooses file format Then a downloadable file is generated containing all mappings in the selected format with correct field structure

Automatic Role Assignment Engine

"As a team member, I want tasks to be automatically assigned to me when a workflow step reaches me so that I can start work immediately."

Description

Implement a backend engine that automatically assigns tasks to users based on predefined role mappings whenever a workflow step is triggered. The engine should handle dynamic changes in team composition, ensure accurate assignments, and retry failed assignments with exponential backoff.

Acceptance Criteria

Standard Workflow Assignment

Given a workflow step is triggered and a predefined role mapping exists, when the engine processes the trigger, then a task is assigned to the correct user and a success entry is logged.

Dynamic Team Composition Update

Given a change in team composition and updated role mappings, when the engine processes pending tasks, then tasks are reassigned to the new role owners automatically without manual intervention.

Failed Assignment Retry Mechanism

Given an assignment attempt fails due to a transient error, when the engine retries with exponential backoff, then it attempts reassignment up to the configured max retries and logs each retry attempt.

Unknown Role Handling

Given a workflow step references an unmapped role, when the engine attempts assignment, then it flags the task as unassignable, logs the error, and notifies the system administrator.

Concurrent Assignment Consistency

Given multiple workflow triggers targeting the same user occur simultaneously, when the engine processes them, then it assigns each task uniquely without race conditions and maintains consistency.

Notification Dispatch

Given a task is successfully assigned, when the engine completes the assignment, then it sends a notification to the assignee within 5 seconds containing task details.

Instant Notifications

"As a team member, I want to receive instant notifications when a task is assigned to me so that I don't miss important tasks."

Description

Provide real-time notifications via email, in-app alerts, and optional third-party integrations (e.g., Slack) when a task is assigned. Notifications should include task details, deadlines, and links to the workspace, and allow users to customize their notification channels and frequency.

Acceptance Criteria

New Task Assignment via Email Notification

Given a user is assigned a new task, When the task assignment is created, Then an email is delivered to the user's registered email within 30 seconds containing the task title, description, deadline, and a direct link to the workspace.

In-App Alert on Task Assignment

Given a user is logged into PulseDesk, When a task is assigned to them, Then an in-app alert appears in the notifications panel within 5 seconds, displaying task title, deadline, and workspace link.

Slack Integration Notification

Given a user has integrated their Slack workspace and opted in for notifications, When a task is assigned, Then a message is posted in the configured Slack channel within 30 seconds containing task details, deadline, and link.

User Customizes Notification Channel Preferences

Given a user accesses notification settings, When they select or deselect email, in-app, or Slack channels and set notification frequency (instant, hourly digest, daily digest), Then the system saves preferences and sends notifications according to the selected channels and frequency.

Notification Frequency Control for High-Volume Assignments

Given a user receives multiple task assignments within an hour, When frequency is set to hourly digest, Then notifications are aggregated into a single summary email or in-app digest sent within 60 minutes containing all tasks assigned in that period.

Assignment Dashboard View

"As a freelancer, I want to see all my upcoming assignments in one place so that I can plan my work efficiently."

Description

Develop a dedicated dashboard section that displays current and upcoming assignments for each user and role. The view should offer filters by project, client, and due date, show the current owner of each workflow step, and integrate with the main PulseDesk dashboard.

Acceptance Criteria

Filtering Assignments by Project and Client

Given the user selects a project and client filter on the Assignment Dashboard View, when filters are applied, then only assignments matching the selected project and client are displayed.

Due Date Filter Accuracy

Given the user sets a due date range filter, when the filter is applied, then assignments with due dates outside the specified range are excluded and those within range are shown sorted by nearest due date.

Current Owner Display

Given the Assignment Dashboard View is loaded, when assignments are listed, then each workflow step clearly shows the current owner’s name and role next to it.

Dashboard Integration Synchronization

Given changes are made to assignments in other parts of PulseDesk, when the user navigates to or refreshes the Assignment Dashboard View, then all updates reflect within five seconds without manual reload.

Upcoming Assignment Highlight

Given assignments have due dates within the next 24 hours, when the dashboard displays assignments, then those imminent tasks are visually highlighted according to the design specifications.

Workflow Template Editor

"As a small agency owner, I want to create and reuse workflow templates with predefined roles so that I can standardize processes across projects."

Description

Create an interactive UI for building and editing workflow templates with defined roles for each step. Templates should be savable, clonable, and shareable across projects, and include a test-run feature to validate role assignments before project launch.

Acceptance Criteria

Editor Opens Existing Template

Given a saved workflow template exists When a user selects it from the template library Then the Template Editor loads all steps, role assignments, and metadata without error within 2 seconds

Template Saving and Cloning

Given a user has created or modified a workflow template When the user clicks Save As or Clone Then a duplicate template is created with a unique name, preserving all steps and role mappings and visible in the template library

Role Assignment Validation

Given each workflow step requires exactly one role assignment When a user attempts to save a template with unassigned or multiple roles per step Then the system blocks saving and displays an error message specifying which step needs correction

Template Sharing Across Projects

Given a saved template exists When a user selects Share and chooses a target project Then the template appears in the target project’s template library and can be applied to that project

Test-Run Role Assignment Simulation

Given a completed workflow template When a user initiates Test Run Then the system simulates each step notification to the assigned role and produces a log confirming delivery and response status for each step

Assignment Audit Trail

"As an admin, I want to review the assignment history so that I can audit handoffs and resolve disputes."

Description

Implement logging of all assignment-related actions, including who assigned tasks to whom, timestamps, and any overrides. Provide an audit interface for admins to search, filter, and export logs for compliance, dispute resolution, and process improvement.

Acceptance Criteria

Logging Task Assignment Actions

Given an admin navigates to the audit interface and selects a specific task, when the audit log entry is displayed, then it shows the assigner’s name, the assignee’s name, the timestamp of the assignment, and the action type (assign, reassign, override).

Filtering Audit Logs by User and Date

Given an admin applies a user filter and date range filter on the audit interface, when the filters are executed, then only log entries matching the specified user and date range are displayed.

Exporting Audit Trails

Given an admin has filtered audit log entries, when they click the export button, then the system generates a CSV file containing the filtered log entries with all relevant fields and initiates a download within five seconds.

Viewing Assignment Override Details

Given a log entry represents an overridden assignment, when the admin clicks the entry’s details button, then the system displays the original assignment details, the override reason, the timestamp of the override, and the user who performed the override.

Real-time Notification of Assignment Logs

Given a new assignment action occurs in the system, when the action is logged, then the admin dashboard badge increments in real-time and displays a notification with the summary of the latest log entry.

Milestone Monitor

Offers a visual dashboard that tracks workflow progress, upcoming milestones, and potential bottlenecks. Sends proactive reminders and alerts to relevant stakeholders, keeping projects on schedule and stakeholders informed at every step.

Requirements

Visual Timeline Dashboard

"As a project manager, I want a visual timeline of all milestones so that I can quickly assess project progress and identify any upcoming deadlines."

Description

Provide an interactive visual timeline that displays all project milestones along with their start and end dates. The timeline should allow zooming, panning, and filtering by project, team, or date range, enabling users to get a clear, consolidated view of progress at a glance. It integrates with existing project data in PulseDesk, updating in real time as tasks are completed or dates change, and helps stakeholders quickly assess the status of upcoming deliverables.

Acceptance Criteria

Interactive Timeline Navigation

Given the user is viewing the visual timeline dashboard, When the user zooms in, Then the timeline scales to show milestones between the selected dates with appropriate granularity; When the user zooms out, Then the timeline compresses to show a broader date range proportionally; When the user clicks and drags (pans) the timeline, Then the timeline viewport shifts accordingly without leaving empty space.

Milestone Filtering

Given the user has projects with assigned team members and milestones, When the user selects one or more projects, teams, or a specific date range from the filter panel, Then only the milestones matching the selected filters are displayed on the timeline; When the user clears the filters, Then the timeline resets to show all milestones.

Real-time Data Synchronization

Given the project data is updated externally (e.g., milestone completion, date change), When the update occurs, Then the timeline reflects the change within 5 seconds without a manual refresh; And the updated milestone is highlighted to indicate the change.

Milestone Detail Display

Given the user hovers over or clicks on a milestone marker, When the trigger occurs, Then a detail tooltip or panel appears showing milestone name, start date, end date, status, and assigned team member.

Performance with Multiple Milestones

Given the project has up to 100 milestones, When the timeline dashboard loads, Then the initial load completes within 2 seconds; And all interactive actions (zoom, pan, filter) respond within 100 milliseconds.

Boundary Date Range Handling

Given the user sets a date range filter that excludes all current milestones, When the date range filter is applied, Then the timeline displays a message: "No milestones found for the selected criteria"; And the user can adjust the filters without page reload.

Automated Reminder Notifications

"As a team member, I want to receive automated reminders for upcoming milestones so that I don't miss important deadlines."

Description

Implement an automated notification system that sends reminders to relevant stakeholders before milestone due dates. Notifications should be configurable for timing (e.g., one week, three days, one day prior), channel (email, in-app, SMS), and recipient roles, ensuring teams stay informed and deadlines are met. This feature leverages PulseDesk’s existing notification infrastructure and reduces manual follow-ups.

Acceptance Criteria

Email Reminder Configuration

Given an administrator configures an email reminder for a milestone at a specified timing (e.g., three days prior), when the configuration is saved, then the system schedules an email notification to all designated stakeholder roles exactly at the configured interval before the milestone due date.

In-App Reminder Trigger

Given a milestone is one day away, when the system clock reaches 00:00 one day before the due date, then an in-app notification appears in each stakeholder’s dashboard with the milestone name, due date, and reminder message.

SMS Channel Alert Setup

Given a user selects SMS as the notification channel and chooses multiple timing options (one week and one day prior), when each timepoint is reached, then the system sends SMS messages containing the milestone details to the user’s registered phone number at the correct times.

Role-Based Reminder Distribution

Given multiple user roles are associated with a milestone (e.g., Project Manager, Client), when reminders are dispatched, then only users with the specified roles receive notifications through the configured channels and no other users receive them.

Reminder Setting Update Reflection

Given an existing reminder is scheduled (e.g., seven days prior via email), when the user updates the timing to a new interval (e.g., one day prior) and saves the change, then the system cancels the previously scheduled reminder and schedules the new reminder accordingly.

Bottleneck Detection Alerts

"As a project manager, I want alerts when tasks are delayed past their planned durations so that I can proactively address potential bottlenecks."

Description

Develop a monitoring mechanism that tracks milestone progress against planned durations and triggers real-time alerts when tasks exceed their estimated timeframes. The system should highlight at-risk milestones, provide insights into root causes (e.g., resource constraints), and suggest next steps. It integrates with task time-tracking and workload data within PulseDesk to proactively surface issues.

Acceptance Criteria

Overdue Task Detection

Given a task’s elapsed time exceeds its estimated duration; When the system checks time-tracking data at five-minute intervals; Then the task is marked as overdue and the parent milestone status updates to “At Risk.”

At-Risk Milestone Identification

Given one or more tasks within a milestone are flagged overdue; When the milestone progress dashboard refreshes; Then the milestone is highlighted in red and an at-risk alert is generated for stakeholders.

Resource Constraint Highlight

Given a resource’s allocated workload exceeds 80% of capacity; When the system aggregates assigned task durations; Then the resource is flagged as a potential bottleneck and visible on the milestone monitor.

Root Cause Insight Delivery

Given an at-risk milestone is detected; When the user clicks the milestone alert; Then the system displays the top three contributing factors (e.g., overdue tasks, resource over-allocation) backed by time-tracking data.

Actionable Next-Step Suggestion

Given a milestone is flagged at risk; When the alert panel is opened; Then the system provides at least two prioritized remediation suggestions based on root cause analysis (e.g., reassign tasks, extend deadline).

Milestone Dependency Mapping

"As a project coordinator, I want to visualize dependencies between milestones so that I can understand how delays might impact subsequent tasks."

Description

Enable users to define and visualize dependencies between milestones, showing how the completion of one impacts the start or end of another. The dependency graph should be interactive, allowing drag-and-drop adjustments, automatic recalculation of affected dates, and conflict detection. This capability ensures better planning accuracy and helps stakeholders understand the cascading effects of schedule changes.

Acceptance Criteria

Define Milestone Dependency

Given the user is on the dependency graph editor When the user selects two milestones and creates a link Then a directed edge between the milestones is established and visually represented in the graph

Interactive Drag-and-Drop Adjustment

Given the user is viewing the dependency graph When the user drags a milestone node to a new date position Then all dependent milestone nodes automatically shift to maintain correct offsets and the graph updates in real time

Automatic Date Recalculation

Given a milestone’s completion date is modified When the new date is saved Then all downstream dependent milestones recalculate their start and end dates by the corresponding offset

Conflict Detection Alert

Given the user attempts to create a circular or conflicting dependency When the link would create a scheduling conflict Then the system displays an alert message explaining the conflict and prevents the link

Visual Dependency Graph Rendering

Given a project with configured dependencies When the user opens the Milestone Monitor dashboard Then an interactive graph displays all milestones as nodes and dependencies as edges, with clear labels and tooltips

Stakeholder Access Controls

"As an agency owner, I want to control which stakeholders can view or receive updates about specific milestones so that sensitive project information remains secure."

Description

Provide granular access control settings for milestone visibility and notifications, allowing project owners to specify which internal team members, clients, or external partners can view or receive updates about particular milestones. Options should include read-only views, comment permissions, and full editing rights, ensuring data privacy and relevance.

Acceptance Criteria

Project Owner Configures Stakeholder Permissions

Given a project owner is on the Access Controls settings page, When they select stakeholders and assign read-only, comment, or edit permissions for a specific milestone, Then the system saves each permission setting correctly and displays the updated permissions in the dashboard.

Client Attempts to Edit Milestone Details

Given a client with read-only permission on a milestone, When they attempt to edit milestone details, Then the system prevents changes, displays an error message indicating insufficient permissions, and hides editing controls.

External Partner Views Milestone Updates

Given an external partner with comment permission, When they view the milestone dashboard, Then they can see milestone progress and submit comments but cannot modify any milestone details.

Team Member Comments on Milestone

Given a team member with comment permission, When they add a comment on a milestone, Then the comment is displayed under the milestone, stakeholders receive notifications per their preferences, and the comment timestamp and author are recorded.

Unauthorized User Access Denied

Given a user without any assigned permissions, When they attempt to access milestone visibility or notification settings, Then access is denied and an unauthorized access message is shown.

IntegrationLink

Seamlessly connects steps in your workflow to third-party tools like Jira, Trello, Slack, or GitHub. Automates data sync and task handoffs across platforms, maintaining a unified process without switching contexts.

Requirements

Secure OAuth Integration

"As an agency owner, I want to connect my PulseDesk account to Jira without sharing my password so that my project data remains secure and I comply with security policies."

Description

Enable secure authentication and authorization when connecting to third-party tools by implementing OAuth 2.0 flows. This requirement ensures user credentials are never stored directly in PulseDesk, maintaining compliance with security best practices and third-party platform guidelines.

Acceptance Criteria

Initial OAuth Authorization Flow

Given a user initiates a new integration connection, When they are redirected to the third-party consent screen and approve access, Then PulseDesk receives an authorization code and securely exchanges it for an access token without storing user credentials.

Token Refresh Handling

Given an existing integration token is expired, When PulseDesk automatically requests a refresh using the refresh token, Then a new valid access token is obtained and stored securely without user intervention.

Handling Revoked Permissions

Given a user revokes access from the third-party’s account settings, When PulseDesk attempts an API call using the old token, Then it detects the 401 unauthorized response, notifies the user, and marks the integration as disconnected.

Invalid Credential Error Handling

Given a user provides incorrect client credentials, When PulseDesk attempts the OAuth handshake, Then the system surfaces a clear error message and prevents storing any invalid tokens.

Scope Validation

Given a user selects specific scopes during authorization, When the OAuth flow completes, Then the returned access token only contains the approved scopes, and PulseDesk enforces scope restrictions on all API calls.

Dynamic Field Mapping Configurator

"As a freelancer, I want to define how PulseDesk ticket fields correspond to Trello card fields so that data flows correctly between platforms without manual edits."

Description

Provide an interactive UI for users to map fields between PulseDesk and external tools. The configurator should support custom mappings, default presets for common platforms, and validation rules to ensure data consistency across systems.

Acceptance Criteria

Default Preset Mapping Load

Given the user selects a common platform preset (e.g., Jira), When the configurator loads, Then default field mappings appear pre-populated and editable.

Custom Field Mapping Creation

Given the user creates a new custom mapping, When the user adds source and target fields, Then the mapping is saved in the configurator and reflected in the integration settings.

Mapping Validation Error Handling

Given the user configures incompatible field types, When the user attempts to save, Then the configurator displays a validation error specifying the conflicting fields and blocks saving.

Mapping Save and Apply

Given valid mappings are configured, When the user clicks Save, Then mappings persist across sessions and apply automatically during data sync operations.

Import and Export Mappings

Given the user exports their mapping configuration, When the user reimports the exported file, Then the configurator restores the mappings exactly as before without loss of data.

Real-time Two-way Sync Engine

"As a project manager, I want comments added in Slack about a Task to appear instantly in PulseDesk so that the team remains aligned without manual updates."

Description

Implement a real-time synchronization engine that listens for updates in PulseDesk and connected tools, pushing changes bidirectionally. Ensure that updates to tickets, comments, or tasks are reflected within seconds to maintain alignment and reduce context switching.

Acceptance Criteria

Ticket Update Propagation from Jira

Given a ticket is updated in Jira, when a field (status, assignee, or priority) changes, then PulseDesk reflects the update within 5 seconds and retains identical field values.

Comment Synchronization in Slack

Given a user posts a comment in the linked Slack channel, when the comment is sent, then the comment appears in the corresponding PulseDesk thread with correct timestamp and author information within 3 seconds.

Task Completion Status Sync from Trello

Given a task is marked as complete in Trello, when the task status changes, then PulseDesk marks the task as completed and updates the completion date within 5 seconds.

Issue Creation Sync from PulseDesk to GitHub

Given a new issue is created in PulseDesk, when the user selects GitHub integration, then a corresponding issue is created in GitHub with matching title, description, and labels within 10 seconds.

Error Handling on Failed Sync Attempts

Given a sync failure occurs due to authentication or network error, when the error is detected, then PulseDesk logs the error with details, retries the sync up to three times, and notifies the user if all retries fail.

Failover and Error Notification System

"As a small agency owner, I want to be alerted if an automated sync to GitHub fails so that I can address the issue before it impacts project delivery."

Description

Design robust error handling to detect synchronization failures, retry operations automatically, and notify users of persistent issues. The system should log errors with context, provide actionable messages, and offer manual retry options in the UI.

Acceptance Criteria

Automatic Retry on Transient Sync Failures

Given a transient network or API error occurs during data sync When the system detects the failure Then it automatically retries the sync up to 3 times with exponential backoff And logs each retry attempt

User Notification for Persistent Failures

Given the system has retried sync 3 times without success When the final retry fails Then the user receives a notification in the UI indicating sync failure And the notification includes an error summary and actionable steps

Error Logging with Contextual Details

Given any sync error occurs When the error is logged Then the log entry includes timestamp, user ID, operation details, target service, and error code And the log entry is stored in the centralized logging system

Manual Retry Option in UI

Given an operation has failed and the user views the error notification When the user clicks the 'Retry' button Then the system re-attempts the failed operation immediately And updates the operation status and log entry based on the retry outcome

Fallback to Safe State on Downstream Service Unavailability

Given the third-party service remains unavailable for more than 60 seconds When the system detects the prolonged outage Then it marks the workflow step as 'Paused' and stops further automatic retries And displays a message recommending the user check service status or retry later

Audit Logging and Activity Feed

"As an account administrator, I want to view a history of all IntegrationLink activities so that I can audit changes and ensure data integrity across tools."

Description

Capture detailed logs of integration activities, including connections, data transfers, and configuration changes. Expose an activity feed in the dashboard so users can review past integration events, troubleshoot issues, and meet compliance requirements.

Acceptance Criteria

Viewing Integration Activity Feed

Given the user has recorded integration events, when they navigate to the Activity Feed tab, then the system displays a chronological list of events sorted by timestamp (newest first). Each event entry shows event type, timestamp (in user’s timezone), actor (user or system), and a brief description of the action. When there are more than 20 events, pagination controls or a 'Load More' button is presented to retrieve additional entries.

Filtering Activity Feed by Event Type

Given the Activity Feed contains multiple event categories, when the user selects an event type filter (e.g., 'Data Transfer', 'Configuration Change'), then only events matching that category are displayed. When no events match the selected filter, then the feed shows a 'No Events Found' message.

Exporting Audit Logs for Compliance

Given the user needs an export for compliance, when they click 'Export Logs', select a date range and file format (CSV or JSON), and confirm, then the system generates a downloadable file containing all events within the range. The exported file includes all event fields: timestamp, event type, actor, details, and metadata.

Real-time Audit Logging of Data Transfers

Given an integration data transfer is initiated, when the transfer completes or fails, then an event is immediately logged with transfer status (success/failure), timestamp, record count, and error details (if any). When the user refreshes the Activity Feed, the newly logged transfer event appears at the top of the feed.

Handling Errors in Activity Feed Retrieval

Given the Activity Feed request encounters a server or network error, when the error occurs, then the system displays a user-friendly error message indicating the issue. The error message provides a 'Retry' button, and when clicked, the system attempts to reload the Activity Feed entries.

Onboard Accelerator

Provides interactive in-app tours and contextual tooltips during workflow setup and execution. Guides new team members through each step, reducing training time, boosting user confidence, and ensuring consistent adoption of processes.

Requirements

Interactive Tour Builder

"As an agency owner, I want to build customized interactive tours so that new team members can quickly learn the application workflows without manual training."

Description

Develop a module that enables administrators to create step-by-step interactive in-app tours for workflow setup and execution. This requirement covers a drag-and-drop interface for defining tour steps, configuring modal overlays, and linking steps to specific UI elements. It should support rich media content (text, images, videos) and conditional branching based on user input or permissions. Integration with the main application must ensure tours load dynamically and do not impact core performance, providing seamless guidance for new team members.

Acceptance Criteria

Creating a New Tour Step

Given an admin is in the Tour Builder interface, When they drag a step onto the canvas and link it to a UI element, Then the step appears in the tour sequence with correct element mapping and can be previewed without errors.

Configuring Rich Media in Tour Steps

Given an admin selects a tour step, When they upload an image or embed a video or add formatted text, Then the rich media is displayed properly in the preview and stored in the tour definition.

Conditional Branching Based on User Permission

Given the tour defines a conditional branch, When a user without required permission reaches that step, Then the tour skips to the specified alternative step, ensuring correct flow.

Dynamic Tour Loading Without Performance Impact

Given a user navigates to a page with an assigned tour, When the page loads, Then the tour assets load asynchronously within 500ms without blocking core app functionality or increasing page load time by more than 10%.

Previewing and Publishing Tours

Given an admin has configured all tour steps, When they click 'Preview' or 'Publish', Then the tour displays correctly in the live application or becomes available to end users, and tour changes persist after page refresh.

Contextual Tooltip Engine

"As a freelancer, I want helpful tooltips to appear when I hover over or engage with new features so that I understand their purpose without searching through documentation."

Description

Implement an engine that displays contextual tooltips tied to specific UI elements during workflow execution and onboarding. The engine should detect user progress, trigger tooltips based on user actions, and allow for configurable display conditions such as first visit or after a set period of inactivity. It must support multi-language content, accessibility compliance (ARIA), and integrate with the tour builder for unified guidance.

Acceptance Criteria

First-Time Visit Tooltip Trigger

Given a user lands on a workflow page for the first time, when the page finishes loading, then a contextual tooltip appears next to the primary action element within 500ms, with correct ARIA attributes and focus management.

Tooltip Dismissal and Suppression

Given a tooltip is displayed, when the user clicks the 'Dismiss' button, then the tooltip hides immediately and does not reappear on that element for the next configurable period (default 7 days).

Inactivity-Based Tooltip Prompt

Given no interaction with a specified UI element for 60 seconds, when the inactivity threshold is reached, then a tooltip appears guiding the user to the next actionable step, and the inactivity timer resets upon any user action.

Multi-Language Tooltip Content

Given the user’s language preference is set to French, when a tooltip is triggered, then the tooltip content displays the correct French translation, fetched from the localized content store.

Accessibility Compliance

Given a tooltip is visible, then it must include proper ARIA roles (role="tooltip"), aria-describedby linking to the tooltip text, and be keyboard-navigable, ensuring screen readers announce it correctly.

Integration with Tour Builder

Given a tour is defined in the tour builder with sequential steps, when the user advances to step 3, then the tooltip associated with step 3 appears in the correct position and style, and previous tooltips are hidden.

Guided Workflow Progress Indicator

"As a new team member, I want to see how far I’ve progressed through the onboarding tour so that I can gauge my learning and know what remains."

Description

Create a visual progress indicator that accompanies both tours and tooltips, showing users their current step and remaining steps in the onboarding process. This component should be flexible to attach to any workflow screen, update in real time as users complete steps, and persist progress between sessions. It must be designed for minimal UI intrusion and customizable to match the product’s branding.

Acceptance Criteria

Initial Progress Indicator Display

Given a new user initiates the onboarding workflow When the first tour or tooltip appears Then a progress indicator labeled "Step 1 of X" is visible and correctly positioned without overlapping core UI elements

Real-Time Progress Update

Given a user completes a workflow step When the user advances to the next tour or tooltip Then the progress indicator updates instantly to reflect the new step count

Progress Persistence Across Sessions

Given a user closes and later reopens the application mid-onboarding When the onboarding workflow is resumed Then the progress indicator displays the last completed step number correctly

Non-Intrusive UI Across Screen Sizes

Given the application runs on various screen resolutions and device sizes When the onboarding progress indicator is displayed Then it remains legible, unobtrusive, and does not block actionable UI components

Customizable Branding of Progress Indicator

Given the product’s theme settings are updated with new brand colors and fonts When the onboarding progress indicator is rendered Then it reflects the configured brand colors, typography, and visual style

Tour Customization Dashboard

"As a product manager, I want to edit and preview onboarding tours in a single dashboard so that I can maintain up-to-date guidance without developer intervention."

Description

Build an administrative dashboard where product owners can manage existing tours, edit step content, reorganize steps, and preview tours before deployment. The dashboard should provide version control, publishing workflows (draft, review, publish), and role-based access controls to ensure only authorized users can modify tours. It must integrate with the system’s authentication and data storage layers for secure and reliable operations.

Acceptance Criteria

Tour List Display

Given the product owner navigates to the Tour Customization Dashboard, when they view the tour list page, then all existing tours are displayed with their name, version number, status, and last modified timestamp.

Step Content Editing

Given the product owner selects a tour and opens step editing, when they modify step text, media, or configuration and click save, then the updated step content is persisted in the system and visible in the preview.

Step Reordering

Given the product owner views the sequence of steps in a tour, when they drag and drop a step to a new position and save, then the step order is updated accordingly both in the dashboard and in the tour preview.

Tour Preview

Given the product owner has saved changes to a tour, when they click the preview button, then an interactive simulation of the tour is displayed, correctly reflecting the current steps and their content.

Version History Management

Given the product owner opens the version history for a tour, when they view the list of versions, then each entry shows version number, author, timestamp, and comments; and when they select to revert, then a new version is created with the reverted content.

Publishing Workflow States

Given the product owner changes a tour's status, when they move it from draft to review or review to publish, then the change is reflected in the dashboard, appropriate notifications are sent, and the status is enforced in the actual tour availability.

Access Control Enforcement

Given users with different roles access the dashboard, when a user without edit permissions attempts to modify a tour, then the UI elements for editing are disabled or hidden, and any direct API calls return a '403 Forbidden' response.

Onboarding Analytics & Feedback

"As an operations lead, I want to analyze how users interact with the onboarding tool so that I can identify drop-off points and improve the training experience."

Description

Develop analytics and feedback mechanisms to track user engagement with tours and tooltips. This includes metrics such as completion rates, time spent on each step, click-through rates, and user feedback prompts at the end of tours. Provide a reporting interface for administrators to filter data by user, tour version, and date range. Ensure data is collected respecting privacy regulations and integrates with existing analytics platforms.

Acceptance Criteria

Admin Views Tour Completion Rates

Given an admin user is on the analytics dashboard, When they select a specific tour and date range, Then the system displays the correct completion rate as a percentage, matching calculated values from raw event logs.

Time Spent on Tour Steps

Given an admin user views step analytics, When they select a tour step, Then the dashboard shows the average time spent on that step by users, with values accurate within one second.

Click-through Rate Analysis

Given an admin user accesses click-through metrics, When they choose a tooltip or tour step, Then the dashboard presents the click-through rate as clicks divided by displays, updated in real time.

User Feedback Submission Prompt

Given a user completes a tour, When the final step finishes, Then the system triggers a feedback prompt, records user feedback and optional comments, and stores it in the analytics database.

Data Filtering by User, Version, Date

Given an admin is filtering analytics data, When they apply filters by user, tour version, and date range, Then the reporting interface displays only matching data and allows exporting the filtered results as a CSV file.

LiveCursor

Displays each collaborator’s cursor in real time, allowing teams to see who is editing and where. This fosters transparency, reduces overlap, and enhances coordination during brief edits on any device.

Requirements

Real-time Cursor Synchronization

"As a team member, I want to see other collaborators’ cursor positions in real time so that I can coordinate edits and avoid working on the same section simultaneously."

Description

Ensure each collaborator's cursor position is updated and broadcast to all participants instantly, providing visual feedback of editing positions across the shared document interface. This requirement covers the implementation of WebSocket-based real-time updates, efficient data handling to minimize latency, and seamless integration with existing dashboard workflows, enabling users to track each collaborator’s focus and minimize editing conflicts.

Acceptance Criteria

Real-Time Cursor Display on Session Join

When a user joins an active editing session, they see all existing collaborators’ colored cursors labeled with user names within 200ms of joining; and all active collaborators receive a broadcast of the new user’s cursor position within 200ms.

Cursor Movement Latency Under Normal Conditions

Given any collaborator moves their cursor, when that movement occurs, all other participants’ interfaces update to display the new cursor position within 100ms in at least 95% of interactions.

Handling Intermittent Network Connectivity

Given a collaborator experiences a network interruption of up to 5 seconds, when the connection is restored, the system replays the buffered cursor movements in chronological order, catching the user up to real time within 500ms of reconnection without loss of any intermediate positions.

Concurrent Edits by Multiple Users

Given two or more collaborators move their cursors simultaneously in different sections of the document, when these movements occur, each user’s interface correctly displays all cursor positions with unique colors and labels and without overlap or misattribution within 150ms.

Mobile and Desktop Cross-Platform Synchronization

Given collaborators are connected on both mobile and desktop browsers, when any participant moves their cursor, all other participants on any device see the updated cursor position with the same latency threshold (100ms) and accurate color/label mapping.

Device-Agnostic Cursor Display

"As a freelance designer, I want the collaborator cursors to display correctly on my tablet so that I can participate seamlessly from any device."

Description

Implement responsive cursor rendering logic that accommodates various devices and screen sizes, ensuring that cursor indicators are accurately positioned and visually consistent whether users are on desktop, tablet, or mobile. This includes adaptive scaling, touch-friendly marker sizing, and cross-browser compatibility to deliver a unified collaboration experience across all client devices.

Acceptance Criteria

Desktop Browser Cursor Rendering

Given multiple collaborators are editing in a desktop browser at standard resolutions When cursors move Then each cursor indicator is positioned within 5 pixels of the actual edit location and does not overlap UI elements

Tablet Landscape Mode Cursor Interaction

Given a user on a tablet in landscape orientation When touching to move the cursor Then the cursor marker responds within 50 ms, maintains a minimum touch target of 24×24 pixels, and remains fully visible

Mobile Portrait Mode Cursor Visualization

Given a user on a mobile device in portrait mode When another collaborator’s cursor enters view Then the cursor appears within 200 ms, scales between 2%–5% of screen width, and supports touch tap events to identify users

Cross-Browser Compatibility Check

Given users access PulseDesk on Chrome, Firefox, Safari, and Edge When cursors render Then all browsers display identical cursor style, color, and position within a 5-pixel tolerance

Touchscreen Precision on Small Screens

Given a user on a small touchscreen device (≤600 px width) When zooming content Then cursor indicators remain aligned with content, stay at least 24×24 pixels, and are not clipped or obscured

Collaborator Identity Overlay

"As a project manager, I want to see each collaborator’s name next to their cursor so that I can quickly identify who is editing which part of the document."

Description

Provide clear identification for each cursor by overlaying user-specific labels or avatars next to the cursor indicator. This requirement entails fetching user profile data, assigning distinct colors or icons, and ensuring labels remain visible without obstructing content. The objective is to enhance transparency by instantly associating cursor movements with the correct team member.

Acceptance Criteria

Successful Avatar Display Next to Cursor

Given a collaborator’s cursor is visible on the shared workspace When the collaborator moves the cursor Then the user’s avatar and username label appear adjacent to the cursor without obstructing underlying content.

Unique Color Assignment for Collaborator Cursors

Given multiple collaborators are editing concurrently When each collaborator’s cursor is rendered Then each cursor overlay uses a distinct, high-contrast color assigned based on the user’s profile color settings.

Profile Data Retrieval for Cursor Overlay

Given a collaborator joins a workspace for the first time When the LiveCursor feature initializes Then the system fetches and caches the collaborator’s profile data (avatar and display name) within 500ms.

Overlay Label Visibility in Dense UI Regions

Given a collaborator’s cursor hovers over densely populated UI components When the overlay label renders Then the label automatically adjusts position (above, below, left, or right) to avoid covering actionable elements.

Real-time Synchronization of Cursor Identifiers

Given multiple users are editing simultaneously When one user’s profile information changes Then the updated avatar and label are propagated in real time to all connected sessions within one second.

Latency Monitoring and Feedback

"As a user with intermittent connectivity, I want to know when cursor updates are delayed so that I can adjust my workflow or reconnect."

Description

Introduce real-time performance monitoring for cursor updates, tracking metrics such as round-trip time and packet loss, and display contextual indicators (e.g., spinner, warning icon) when network conditions degrade. This requirement ensures users are informed about synchronization delays and can take action, maintaining trust and usability in varied network environments.

Acceptance Criteria

High Round-Trip Time Notification

Given a user is in a live collaboration session and the round-trip time for cursor updates exceeds 200ms for more than 5 seconds, When this threshold is reached, Then a warning icon appears beside the collaborator’s cursor and a tooltip displays "High latency detected".

Packet Loss Warning Display

Given a user is editing collaboratively and packet loss exceeds 5% over a 10-second window, When the client detects sustained packet loss, Then a warning banner displays at the top of the workspace stating "Network instability detected: edits may be delayed."

Performance Spinner Activation

Given a user’s cursor updates are delayed by over 300ms due to network lag, When the delay persists for 3 seconds, Then a spinner is displayed at the cursor position until synchronization resumes within acceptable latency.

Automatic Latency Metric Reporting

Given a live collaboration session in progress, When cursor update metrics are recorded every second, Then the system logs average round-trip time and packet loss in the session metrics dashboard, accessible via the performance panel.

Latency Recovery Indicator

Given a warning icon or spinner is active due to degraded network conditions, When the round-trip time returns below 150ms and packet loss drops below 2% for 5 consecutive seconds, Then the indicator automatically switches to a green checkmark and displays "Connection stabilized."

Cursor Permission Controls

"As a document owner, I want to control who can see my cursor so that I can manage privacy during sensitive reviews."

Description

Enable granular permissions for cursor visibility and interaction, allowing document owners to restrict which users can view or broadcast their cursor movements. This includes role-based settings, UI controls for toggling visibility, and secure access enforcement, providing privacy and reducing distraction in large collaborative sessions.

Acceptance Criteria

Document Owner Sets Role-Based Cursor Permissions

Given a document owner opens the cursor permission settings, when they assign 'View Cursor' rights to specific roles, then only users with those roles can see other collaborators' cursors and all others cannot.

User Toggles Their Own Cursor Visibility

Given a user is in an active collaborative session, when they disable 'Broadcast Cursor' via the UI toggle, then their cursor movements cease broadcasting to all participants until re-enabled.

Unauthorized User Attempts to View Cursor

Given a user without cursor viewing permission joins a session, when they attempt to view another user’s cursor, then no cursor is displayed and an informative message is shown indicating lack of permission.

Permission Changes Reflect in Real-Time

Given the document owner modifies cursor visibility permissions during an active session, when changes are saved, then cursor visibility for all participants updates immediately without requiring a page reload.

Permission Enforcement on Reconnect

Given a user loses connection and reconnects to the session, when they re-enter, then the system enforces current cursor permissions and displays only those cursors they are authorized to see.

SectionLock

Lets users lock specific sections of a brief while editing to prevent conflicting changes. Ensures accountability, maintains content integrity, and minimizes version clashes during intensive collaboration.

Requirements

Section Lock Toggle

"As a document editor, I want to lock a specific section of the brief so that I can work on it without interruptions from other collaborators."

Description

Provides users with a clear and intuitive toggle control adjacent to each section header within the brief editor, allowing them to lock or unlock that specific content area. When a section is locked, the UI indicates its status with a visible lock icon and disabled editing fields, preventing conflicting changes. Integration with the application backend ensures that lock states are stored persistently and shared across all active user sessions in real time. Unlocking a section restores editability and updates the lock state for all collaborators. This functionality enhances collaboration by giving users direct control over content integrity and reducing accidental overlaps during simultaneous editing.

Acceptance Criteria

Locking a Section

Given a user is editing a brief and clicks the lock toggle next to a section header, When the toggle is activated, Then the section shows a visible lock icon, the editor fields within the section are disabled, and the backend persists the lock state.

Editing a Locked Section

Given a section is locked by another collaborator, When a user attempts to focus or type within any field in that section, Then input is prevented and a tooltip displays the name of the user who holds the lock.

Unlocking a Section

Given a section is currently locked by the active user, When the user clicks the lock toggle to unlock, Then the lock icon is removed, the editor fields are re-enabled, and the updated unlock state is synced to the backend and across all active sessions.

Persistent Lock States Across Sessions

Given a user locks a section and then refreshes or opens the brief in a new session, When the brief loads, Then the previously locked sections still display lock icons and disabled fields, reflecting the persisted state from the backend.

Concurrent Lock Attempts

Given two users view the same brief, When both users attempt to lock the same section simultaneously, Then only the first request succeeds, the second user receives a notification that the section is already locked, and no race condition occurs.

Lock Ownership Enforcement

"As a collaborator, I want the system to enforce that only the lock owner can unlock a section so that accountability over content changes is maintained."

Description

Enforces that only the user who initiated the lock on a section can unlock it, ensuring accountability for changes. The system verifies the identity of the lock owner against the current user session and disables the unlock option for all other users. If a different user needs to unlock the section, they must request explicit permission or an override from the lock owner through an in-app notification workflow. This control maintains clear responsibility and prevents unauthorized edits, improving trust in collaborative environments.

Acceptance Criteria

Original User Unlocking Their Locked Section

Given the section is locked by the current user, when the user views the section, then the unlock option is visible; and when the user clicks unlock, then the section is unlocked and edit access is restored for all users.

Other User Unable to Unlock Locked Section

Given the section is locked by another user, when a different user views the section, then the unlock option is hidden or disabled; and any attempt to manually send an unlock request without permission is prevented.

Override Request Workflow Initiation

Given the section is locked by another user, when a user clicks 'Request Unlock', then an in-app notification is sent to the lock owner containing the requester’s identity and the section details.

Override Approval Grants Unlock Capability

Given a user has requested unlock and the lock owner approves, when the lock owner clicks 'Approve Unlock' in the notification, then the section's lock is released for the requester only and a confirmation notification is sent to the requester.

Unlock Option Disabled in UI for Non-Owners

Given the section is locked and the current user is not the owner, when the section is loaded, then the unlock button is not present in the section header or context menu.

Real-Time Lock Notifications

"As a collaborator, I want to receive immediate notifications when someone locks or unlocks a section so that I am aware of changes in real time."

Description

Broadcasts lock and unlock events instantly to all users viewing the brief through in-app visual cues and optional push notifications. When a section's lock status changes, collaborators receive a subtle banner or tooltip indicating which user performed the action and on which section. This real-time feedback keeps everyone synchronized, reduces confusion over content availability, and minimizes edit collisions. Notifications can be configured per user preferences, supporting both desktop alerts and mobile push notifications for hybrid teams.

Acceptance Criteria

In-App Banner for Lock Events

Given a user locks a section, when collaborators view the brief, an in-app banner titled 'User {username} locked section {sectionName}' appears within 2 seconds and auto-dismisses after 5 seconds.

In-App Banner for Unlock Events

Given a user unlocks a section, when collaborators view the brief, an in-app banner titled 'User {username} unlocked section {sectionName}' appears within 2 seconds and auto-dismisses after 5 seconds.

Desktop Push Notifications Respect Preferences

Given a user has enabled desktop notifications for lock and unlock events, when any section status changes, a desktop notification with the correct event and section details appears within 3 seconds.

Mobile Push Notifications Deliver Successfully

Given a user has enabled mobile push notifications, when any section is locked or unlocked, then a push notification with the event type and section information is delivered to the user’s device within 3 seconds.

Notification Latency Under Two Seconds

For any lock or unlock event, notifications (in-app banners or push) must be delivered to all active viewers within 2 seconds in at least 95% of occurrences during performance testing.

Deduplication of Identical Events Notifications

When multiple identical lock or unlock events occur for the same section by the same user within 10 seconds, collaborators receive only one notification for that event.

Conflict Prevention Mechanism

"As a user, I want to be unable to edit a locked section and see a clear message explaining why so that I avoid accidental conflicts."

Description

Prevents editing of locked sections by disabling input fields and hiding formatting controls within the locked area. Attempts to click or type within the locked section trigger a tooltip explaining that the section is locked and identifying the lock owner, guiding users to request collaboration if needed. The mechanism also blocks any programmatic content modifications through the API for locked sections, ensuring consistency across all interfaces. This prevents version clashes and maintains content integrity during collaborative sessions.

Acceptance Criteria

Attempting to Edit a Locked Section via UI

Given a section is locked by another user When the user views the locked section Then all input fields within the locked section are disabled and formatting controls are hidden

Tooltip Display on Interaction with Locked Section

Given a user attempts to click or type in a locked section When the interaction occurs Then a tooltip displays with the message 'Section locked by {ownerName}. Please request access.' within 500ms of the action

Preventing Programmatic Edits through API

Given a programmatic request to modify content in a locked section via the API When the API call is made Then the system returns a 403 Forbidden error with error code 'SECTION_LOCKED' and does not apply the change

Lock Ownership Identification in Tooltip

Given a locked section When a user hovers over or interacts with the section Then the tooltip includes the lock owner's name and timestamp in the format 'Locked by {ownerName} at {HH:MM, DD MMM YYYY}'

Consistency Across Multiple Clients on Lock Enforcement

Given a section is locked in one client instance When another client instance attempts to edit the same section Then the section remains locked, input is disabled, and the same tooltip is shown with correct owner information

Audit Trail Logging

"As a project manager, I want a complete log of all section lock and unlock events so that I can audit collaboration history and resolve any disputes."

Description

Captures detailed logs of all lock and unlock actions, including timestamps, user IDs, section identifiers, and action types. These audit records are stored in a secure, queryable database, allowing administrators and team leads to review change histories and resolve disputes. The audit trail integrates with the existing reporting dashboard in PulseDesk, enabling filtering by user, date range, or section. Regular automated backups ensure data retention compliance and facilitate forensics in case of accountability concerns.

Acceptance Criteria

User Locks a Section

Given a logged-in user navigates to an unlocked section When the user clicks the “Lock Section” button Then an audit log entry is created with the user ID, section identifier, timestamp, and action type “lock”

User Unlocks a Section

Given a logged-in user views a locked section When the user clicks the “Unlock Section” button Then an audit log entry is created with the user ID, section identifier, timestamp, and action type “unlock”

Administrator Filters Audit Logs by User

Given an administrator accesses the reporting dashboard When the administrator applies a filter for a specific user ID Then only audit log entries matching that user ID are displayed

Administrator Filters Audit Logs by Date Range

Given an administrator selects a start and end date on the reporting dashboard When the date range filter is applied Then the displayed audit logs are restricted to entries within the specified range

Automated Backup of Audit Logs

Given the system is configured for nightly backups When the backup job runs at the scheduled time Then a complete copy of the audit log database is stored in the backup location and a backup success record is logged

RevisionRipple

Automatically highlights and synchronizes new edits across all devices with subtle animations. Keeps every team member updated instantly, reducing confusion and ensuring everyone works from the latest content.

Requirements

Real-time Edit Detection

"As a freelancer, I want to see new changes highlighted instantly so that I can review and respond without delay."

Description

Continuously monitors document content for new edits and flags changes instantly within the user interface. Highlights text additions, deletions, and modifications as they occur, enabling users to identify fresh updates without manual refreshes. Integrates seamlessly into the PulseDesk editor, ensuring minimal performance impact while keeping users informed of live changes.

Acceptance Criteria

Single User Edit Highlighting

Given a user is editing a document, when the user inserts, deletes, or modifies text, then the change is highlighted within 1 second using the designated animation and color.

Concurrent Multi-User Deletion Sync

Given two users are editing the same document simultaneously, when one user deletes text, then the deletion is flagged and removed from the other user's view within 2 seconds, preserving document integrity.

Offline Edit Reconciliation

Given a user makes edits while offline, when the client reconnects, then all offline changes are detected, merged, and highlighted in the document contrast color within 3 seconds.

High Volume Document Performance

Given a document exceeds 100,000 characters, when continuous edits occur, then real-time edit detection must maintain editor response time under 200ms per keystroke.

Animation Preference Compliance

Given a user has disabled animations in settings, when edits occur, then changes are still highlighted without any animation within 1 second.

Cross-Device Synchronization

"As a small agency owner, I want edits to appear on my phone and desktop simultaneously so that my team always sees the latest content no matter the device."

Description

Synchronizes highlighted edits across all active sessions and devices in real time. Ensures that when a change is made in one session (desktop, tablet, or mobile), the update and its animation are propagated to other open instances of PulseDesk immediately, keeping every team member on the same page.

Acceptance Criteria

Desktop Edit Propagation

Given a user highlights text on the desktop app and confirms the change, when other devices have active PulseDesk sessions, then the highlight and subtle animation must appear on all devices within 1 second.

Mobile to Tablet Update Sync

Given a user makes a revision on the mobile app, when the user saves the change, then the highlight and animation display on the tablet app within 2 seconds without loss of formatting.

Simultaneous Multi-User Synchronization

Given multiple team members on different devices highlight or edit the same document concurrently, when each change is confirmed, then all highlights and animations queue and display in chronological order across all sessions without conflict.

Offline Reconnection Sync

Given a device was offline when edits occurred, when the device reconnects, then all missed highlights and animations automatically sync and display in correct order within 5 seconds.

Performance Under Load

Given 50 active sessions performing frequent highlights, when a new highlight is made, then synchronization latency must not exceed 3 seconds and the UI must remain responsive.

Subtle Highlight Animations

"As a user, I want new edits to animate smoothly so that I notice changes without losing focus on my current task."

Description

Applies smooth, unobtrusive animations to newly highlighted edits, drawing attention without disrupting the user’s workflow. Supports configurable animation duration and style to accommodate different user preferences and accessibility needs. Ensures animations are lightweight and do not degrade editor performance.

Acceptance Criteria

Configurable Animation Duration

Given a user opens the animation settings, when they select a duration option (e.g. 200ms, 500ms, 1s) and save, then all newly highlighted edits animate for the chosen duration consistently across sessions.

Animation Style Customization

Given a user accesses the style configuration, when they choose an animation style (fade, slide, or pulse) and confirm, then subsequent highlights use the selected style and the setting persists after app restart.

Performance Impact Check

Given documents of varying sizes (up to 1000 lines), when highlights are applied with animations enabled, then editor frame rate remains at or above 60fps and memory usage increase does not exceed 5%.

Accessible Animation Options

Given a user’s system preference for reduced motion is enabled, when highlights are applied, then animations respect reduced-motion settings by running in under 50ms or using no animation at all.

Real-Time Update Across Devices

Given multiple devices logged into the same account, when a highlight animation occurs on one device, then the animation is triggered on all other active devices within 1 second.

Edit Conflict Resolution

"As a team member, I want to be alerted to conflicting changes so that I can resolve edits and avoid data loss."

Description

Detects conflicting edits made by multiple users in real time and provides clear, contextual prompts to resolve discrepancies. Offers side-by-side comparison of conflicting changes and enables users to accept, reject, or merge edits directly within the editor, preventing data loss and reducing confusion.

Acceptance Criteria

Simultaneous Edit on Same Paragraph

Given two users are editing the same paragraph at the same time, When both submit changes, Then the system detects the conflict and displays a contextual prompt offering side-by-side comparison with accept, reject, or merge options.

Cross-device Edit Conflicts

Given a user edits content on one device while another user edits it on a different device, When the second edit is synced, Then the system identifies conflicting changes and notifies both users within 2 seconds of synchronization.

User Resolution via Side-by-Side Comparison

Given a conflict prompt is displayed, When a user selects “merge”, Then the editor highlights merged content correctly, and no data is lost in the final document.

Conflict Resolution Actions Logging

Given a conflict resolution action (accept, reject, or merge) is completed, When logged, Then the system records the resolution decision, the user making it, and a timestamp in the audit trail viewable to admins.

Real-time Prompt Delay Handling

Given network latency of up to 2 seconds, When conflicting edits occur, Then the conflict prompt appears within 3 seconds of receiving both edits and does not block other editing actions.

Performance Optimization

"As a remote user, I want the feature to work efficiently over slow internet so that my editing experience remains seamless."

Description

Implements performance enhancements to ensure real-time highlighting and synchronization function smoothly under various network conditions. Utilizes incremental diffing and efficient data payloads to minimize bandwidth usage, and leverages client-side caching to reduce server load and latency.

Acceptance Criteria

Low Bandwidth Edit Synchronization

Given a user edits a document over a 2G network, when the system synchronizes the change using incremental diffing, then the payload must not exceed 50KB and the update must reflect on the other device within 5 seconds.

High Latency Environment Update Performance

Given a sustained network latency of 300ms, when a user commits an edit, then the change must appear on all devices within 2 seconds from the initial edit.

Offline Cache Resynchronization

Given a user makes edits while offline, when the connection is restored, then the client must automatically synchronize all cached changes without data loss and complete in under 5 seconds.

Simultaneous Multi-Device Sync

Given the same document is open on three devices, when an edit is made on one device, then all other devices must apply the diff and display the update within 1 second, maintaining animations at a smooth 60fps.

Client-Side Caching Effectiveness

Given no new edits have been made, when a user reloads the dashboard, then data must load entirely from client-side cache with zero network requests and render in under 1 second.

CommentQuick

Enables inline comments, threaded replies, and @mentions directly on the brief. Speeds up feedback loops, centralizes discussions, and ensures action items are clearly communicated without leaving the document.

Requirements

Inline Comment Creation

"As a project member, I want to highlight text and add inline comments so that feedback is directly tied to specific content."

Description

Enable users to highlight specific text within a document brief and insert an inline comment directly at that location. Comments should be visually linked to the selected text with a marker and open a small, editable pop-up for entering feedback. The feature must support real-time synchronization so collaborators see new comments instantly in the shared workspace, and comments are persisted in the backend for history and searchability.

Acceptance Criteria

Inline Comment Creation Initiated

Given a user highlights text within a document brief, When the user selects the comment action, Then a pop-up appears at the highlighted location with a text input area for entering feedback.

Real-Time Synchronization

Given multiple collaborators are viewing the same brief, When one user submits a new inline comment, Then all other collaborators see the comment appear within two seconds without refreshing the page.

Comment Persistence and Retrieval

Given a user has previously added inline comments and later reloads or reopens the document brief, When the document loads, Then all comments are retrieved from the backend and displayed in their original positions.

Marker Visual Link Accuracy

Given an inline comment has been created, When the user scrolls or resizes the window, Then the visual marker remains accurately positioned next to the selected text and maintains its link to that text.

Comment Editing and Deletion

Given a user views an existing inline comment, When the user edits or deletes the comment, Then the changes are updated in real time for all collaborators and the backend reflects the updated comment state.

Threaded Comment Replies

"As a team member, I want to reply to comments so that discussions stay organized and contextual."

Description

Allow users to respond to existing comments to form nested discussion threads. Replies should appear in chronological order under the parent comment and be collapsible to keep the interface tidy. Each thread must maintain full context, support rich text formatting, and indicate unread replies to streamline follow-up.

Acceptance Criteria

New Comment Reply Creation

Given a user views an existing comment on a brief, When they click 'Reply' and submit a reply, Then the reply appears nested under the parent comment in chronological order.

Rich Text Formatting in Replies

Given a user composes a reply with rich text formatting, When they apply bold, italics, lists, or links, Then the reply displays the formatting correctly upon submission.

Unread Reply Indicator

Given new replies are added to a thread after a user’s last visit, When the user views the brief, Then unread replies are highlighted and a count appears next to the parent comment.

Collapse and Expand Threads

Given a thread contains replies, When a user collapses the thread, Then only the parent comment is visible and replies are hidden; And when they expand, all replies display in chronological order.

Chronological Order of Replies

Given multiple replies exist in a thread, When the thread is expanded, Then replies are displayed from oldest to newest.

Comment @mentions

"As a project manager, I want to mention colleagues in comments so that relevant people are notified and can take action."

Description

Implement @mention functionality within comments and replies, enabling users to tag team members or clients. Tagged users should receive a notification and a clickable link that navigates them directly to the comment. The system must validate user handles, autocomplete names, and ensure only valid users in the project workspace can be mentioned.

Acceptance Criteria

Valid User Mention in New Comment

Given a user types '@' and selects 'john.doe' from the autocomplete list, when they submit the comment, then the comment is saved with '@john.doe' rendered as a clickable link navigating back to that comment.

Autocomplete Suggestions for @mentions

Given a user types '@jo', when at least two characters are entered, then the system displays a dropdown of up to 10 matching user handles sorted by relevance and workspace association.

Invalid User Handle Entry

Given a user enters '@invalidUser' and attempts to post, when the handle does not match any workspace member, then the system blocks submission and displays an inline error 'User not found in this workspace'.

Mention Navigation Link

Given a comment containing a mention link, when a tagged user clicks the link, then the document scrolls to the comment, highlights it, and focuses the comment input field for quick reply.

Notification Delivery to Mentioned Users

Given a comment is posted with one or more @mentions, when the comment is saved, then each mentioned user receives an in-app notification and an email with a link that directs them to the comment.

Comment Notifications

"As a freelancer, I want to receive notifications when comments or replies occur so that I can respond promptly."

Description

Provide configurable notifications for new comments, replies, and mentions. Users should choose delivery channels (in-app, email, or push) and set preferences per document or project. Notifications must include a summary and direct link to the comment thread, ensuring timely awareness and response.

Acceptance Criteria

Setting Notification Channel Preferences

Given a user opens the notification settings for a project, when they select their preferred channels (in-app, email, push), then their preferences are saved and applied to all subsequent comment-related notifications.

Receiving Notifications for New Comments

Given a user has enabled email notifications for a document, when a new comment is added to that document, then the user receives an email within 2 minutes containing a summary of the comment and a direct link to the comment thread.

Receiving Notifications for Comment Replies

Given a user is mentioned in a comment thread, when another user replies to that thread, then the mentioned user receives a push notification with the reply summary and a link to the updated thread within 1 minute.

Receiving Notifications for Mentions

Given a user has enabled in-app notifications, when someone @mentions them in any comment, then the user sees an in-app alert displaying the mention context and a quick link to the comment thread immediately.

Notification Content Accuracy

Given any comment-generated notification, when the user views the notification, then it displays the correct comment author, timestamp, brief excerpt, and a valid direct link that navigates to the exact comment location.

Comment Resolution Workflow

"As a client, I want to mark comments as resolved so that completed items are clear and the brief stays clean."

Description

Allow users to mark comments or entire threads as resolved once addressed. Resolved comments should visually indicate completion and be collapsible or hidden by default, with an option to view resolution history. Users must be able to reopen resolved comments if further discussion is needed.

Acceptance Criteria

Single Comment Resolution

Given a user views an unresolved inline comment, When the user clicks "Mark as Resolved" on that comment, Then the comment is marked as resolved, displays a resolved label or icon, and remains visible until the user collapses resolved comments.

Thread Resolution Collapse

Given a comment thread where all comments are marked resolved, When the user opens the document, Then the entire resolved thread is collapsed by default, showing only the thread header with a summary badge and an expand option.

Resolution History Access

Given a resolved comment or thread, When the user selects "View Resolution History", Then the system displays a chronological list of resolution actions with timestamps, user names, and optional resolution notes.

Reopening Resolved Comments

Given a user views a resolved comment or thread, When the user clicks "Reopen Comment", Then the comment or thread returns to an unresolved state, is expanded by default, and displays a reopened indicator.

Visual Indicator for Resolved Comments

Given any resolved comment or thread in the document, When rendered, Then the resolved items use a distinct visual style (e.g., greyed-out text and a checkmark icon) to differentiate them from unresolved comments.

Comment Access Control

"As an admin, I want to control who can comment so that only authorized users can contribute feedback."

Description

Define and enforce permissions around comment creation, editing, and deletion based on user roles (e.g., admin, collaborator, viewer). The system must prevent unauthorized users from interacting with comments and log all comment actions for audit purposes.

Acceptance Criteria

Admin Comment Management

Given an admin user is viewing a brief with comments When the admin edits or deletes any comment Then the action succeeds and the comment is updated or removed And a confirmation message is displayed

Collaborator Comment Creation

Given a collaborator is assigned to a brief When the collaborator submits a new inline comment Then the comment is visible to all users with access to the brief And the comment metadata records the author, timestamp, and content

Viewer Access Restriction

Given a viewer role user is viewing a brief When the user attempts to create, edit, or delete a comment Then the system prevents the action and displays an authorization error

Unauthorized User Block

Given an unauthenticated or external user tries to access comment functions When the user attempts any comment action Then the system blocks the request and returns a 403 Forbidden response

Audit Logging of Comment Actions

Given any user performs a comment action (create, edit, delete) When the action completes Then an audit log entry is created capturing user ID, action type, comment ID, and timestamp

OfflineSync

Allows users to continue editing briefs offline, then automatically syncs changes once reconnected. Ensures uninterrupted workflow during travel or low-connectivity scenarios, preventing lost edits and delays.

Requirements

Local Data Persistence

"As a freelancer, I want my edits to be saved locally so that I don’t lose work when I go offline or restart the app."

Description

The system shall store in-progress edits to offline briefs in a secure local database on the user's device, capturing every change immediately and persisting data across application restarts. This ensures that no user edits are lost when the application closes unexpectedly or the device loses power. The stored data will sync automatically with the central server once the device regains connectivity, maintaining version integrity and enabling a seamless transition between offline and online modes.

Acceptance Criteria

Autosave Edit Capturing

Given the user is offline and editing a brief, when the user makes a change, then the change is persisted to the local database within 1 second and is available immediately for retrieval.

Data Persistence Across Restarts

Given unsynced edits exist in local storage, when the application is closed and reopened, then all unsynced edits are loaded and presented exactly as before the restart.

Local Data Encryption

All locally stored edits must be encrypted at rest using AES-256 encryption and decrypted only upon successful user authentication.

Automatic Sync Upon Connectivity Restoration

Given pending local edits, when internet connectivity is restored, then the system automatically syncs all edits to the central server within 30 seconds and marks them as synced.

Conflict Detection and User Resolution

Given the same brief was edited offline on multiple devices, when syncing, then conflicts are detected and the user is prompted to review and resolve conflicting changes before finalizing the sync.

Change Queue Management

"As a busy user, I want my offline changes to be queued in order so that all my edits are accurately applied once I'm back online."

Description

The application shall maintain a chronological queue of all offline modifications made to briefs, including additions, deletions, and edits. This queue will track metadata such as timestamps and object identifiers, ensuring that operations are applied to the correct elements upon reconnection. Efficient management of this queue prevents data duplication and supports reliable rollback in case of errors, integrating seamlessly with the sync engine to optimize performance.

Acceptance Criteria

Offline Single Edit Queuing

Given a user edits a brief while offline When the edit is saved Then a queue entry is created with the correct object identifier and a timestamp reflecting the edit time

Multiple Offline Operations Sequencing

Given a user performs multiple operations (add, delete, edit) on a brief while offline When the operations are completed Then the queue contains entries in chronological order with unique identifiers and accurate timestamps

Automatic Sync on Reconnection

Given the device reconnects to the network When the sync engine starts Then queued operations are applied to the server in the correct order without duplication and the queue is cleared upon success

Error Handling and Rollback

Given an error occurs during operation application when syncing When a specific queued operation fails Then subsequent operations are paused, the system rolls back any partial changes related to the failed operation, and the queue retains correct state for retry

Queue Integrity Verification

Given the offline queue contains multiple entries When an integrity check is performed Then each entry's metadata (timestamp and object identifier) matches the actual changes and no duplicate or missing entries are detected

Conflict Resolution Mechanism

"As a small agency owner, I want conflicts between my offline edits and server updates to be detected and resolved so that I maintain a consistent brief without overwriting important changes."

Description

The offline sync component shall detect and resolve conflicting changes between local edits and server updates by implementing a rule-based merge strategy. Users will be prompted to review conflicts when automatic resolution is not possible, presenting side-by-side comparisons of both versions and allowing selection or manual merging of changes. This mechanism prevents data inconsistencies and preserves user intent.

Acceptance Criteria

Automatic Merge of Non-Conflicting Edits

Given local and server changes modify different fields, When sync occurs, Then edits are merged automatically without user intervention and no conflicts are flagged.

Detection of Conflicting Changes

Given local and server edits modify the same content differently, When sync runs, Then the system detects the conflict and pauses merge.

User Prompt for Unresolvable Conflicts

Given a conflict cannot be auto-resolved by rules, When sync completes, Then the user is notified and prompted to review the conflict manually.

Side-by-Side Version Comparison

Given a user opens the conflict resolution dialog, When viewing a conflict, Then local and server versions display side-by-side with differences highlighted line-by-line.

Manual Conflict Resolution and Save

Given a user selects changes from either version or edits manually, When user confirms resolution, Then the merged result is saved locally, synced to server, and the conflict status clears.

Bandwidth-Aware Sync Scheduling

"As a user traveling with spotty connectivity, I want the sync process to adapt to my network quality so that my data syncs efficiently without draining my bandwidth."

Description

The sync engine shall monitor network conditions and schedule synchronization operations based on available bandwidth, deferring large payload transfers when connectivity is poor. By dynamically adjusting sync frequency and prioritizing smaller, critical updates during low bandwidth, the system minimizes data usage and avoids stalled transfers, ensuring efficient resource utilization.

Acceptance Criteria

Low Bandwidth Detection and Deferral

Given network bandwidth < 500kbps, when a sync is scheduled, then defer transfer of payloads > 100KB until bandwidth ≥ 500kbps. Given bandwidth remains below threshold for >5 minutes, when sync is due, then only synchronize critical updates ≤ 50KB.

High Bandwidth Immediate Sync

Given network bandwidth ≥ 5Mbps, when the device reconnects, then automatically synchronize all pending payloads within 30 seconds regardless of size.

Critical Update Prioritization

Given a critical update (e.g., text edits or status flags) and network bandwidth < 500kbps, when a sync occurs, then prioritize and synchronize critical updates within 60 seconds, delaying non-critical payloads until bandwidth improves.

Fallback Retry Mechanism

Given a sync operation is deferred or fails due to low bandwidth, when bandwidth returns ≥ 500kbps, then retry pending sync within 2 minutes without user intervention. Given retry fails 3 times, then log an error and notify the user of the sync failure.

User Notification on Deferred Sync

Given a sync operation has been deferred for >10 minutes, when the user opens the app, then display a notification indicating pending sync status and provide an option to manually trigger synchronization.

Sync Status Indicators

"As a user, I want clear indicators showing when and how my data is syncing so that I know the status of my work at any time."

Description

The user interface shall display real-time indicators reflecting the current sync status of briefs, including states such as 'Offline Mode', 'Sync Pending', 'Syncing', 'Synced', and 'Conflict Detected'. These visual cues will inform users of their data's connectivity and sync progression, reducing uncertainty and enabling proactive action when issues arise.

Acceptance Criteria

Launch in Offline Mode

Given the user has no network connectivity, When the app launches, Then the UI displays an 'Offline Mode' indicator.

Offline Edits Pending Sync

Given the user has made changes while offline, When network connectivity is restored but before sync starts, Then each updated brief displays a 'Sync Pending' status.

Syncing in Progress

Given there are pending changes and the user is online, When the system initiates synchronization, Then the UI shows a 'Syncing' indicator with an animated spinner next to each syncing brief.

Successful Sync Confirmation

Given the sync operation completes successfully, When the server confirms receipt of all changes, Then the status updates to 'Synced' and the calls-to-action for pending sync are removed.

Conflict Detection Notification

Given both local and server versions of a brief have conflicting edits, When the synchronization process detects the conflict, Then the UI displays a 'Conflict Detected' indicator and provides a resolution option.

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Press Coverage

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PulseDesk Unveils SecureShare Vault for Enterprise-Grade File Protection

Imagined Press Article

San Francisco, CA – 2025-05-12 – PulseDesk today announced the launch of SecureShare Vault, an end-to-end encrypted file storage and sharing solution designed to meet the rigorous security and compliance requirements of freelancers, small agencies, and enterprise teams alike. SecureShare Vault integrates seamlessly within the PulseDesk dashboard, offering password-protected expiring links, granular access controls, and comprehensive audit logs to safeguard sensitive client assets without compromising collaboration efficiency. “Data security is paramount for any organization handling confidential documents and media files,” said Priya Desai, CEO of PulseDesk. “With SecureShare Vault, we’re empowering our users to share files with full confidence, knowing that every download, preview, and access request is protected by enterprise-grade encryption and tracked in real time.” Key Features of SecureShare Vault: • End-to-End Encryption: Files are encrypted at rest and in transit using AES-256, ensuring that only authorized recipients can decrypt and view content. • Expiring, Password-Protected Links: Shareable links can be configured to expire after a set period or number of accesses, and require unique passwords for enhanced protection. • Granular Access Controls: Administrators can define user roles and permissions down to individual files or folders, limiting actions such as preview, download, and print. • Tamper-Proof Audit Logs: AccessTrail records every interaction with Vault assets, including who accessed what, when, and from which IP address—providing compliance-ready audit trails. • GeoFence Restrictions: GeoGuard allows file owners to restrict access by region or IP range, meeting the regulatory requirements of industries such as legal, finance, and healthcare. • Secure Preview: PreviewShield lets clients securely view documents and images in a watermarked environment without download privileges, minimizing the risk of unauthorized distribution. SecureShare Vault addresses a growing need: according to a recent PulseDesk survey, 68% of small agencies reported incidents of unauthorized file sharing or accidental leaks in the past 12 months. With data privacy regulations tightening globally, SecureShare Vault offers a simple yet powerful toolkit that aligns with GDPR, CCPA, and other compliance frameworks. “We had a critical situation when an ad campaign mockup leaked ahead of launch,” explained Miguel Santos, Creative Director at BrightWave Marketing, an early adopter of SecureShare Vault. “PulseDesk’s Vault not only locked down our files but also alerted our team at the first sign of unusual access patterns. It’s a game-changer for maintaining client trust.” SecureShare Vault is available immediately to all PulseDesk subscribers at no additional cost. Existing users can enable the feature from the Security Settings tab, while new users will find it ready in their dashboard upon signup. About PulseDesk PulseDesk unifies messages, tickets, and project updates in one intuitive dashboard for freelancers and small agency owners. By integrating real-time shared workspaces, automated workflows, and analytics, PulseDesk helps professionals deliver projects faster, respond to clients more effectively, and build lasting relationships. Media Contact: Alexandra Kim Director of Communications, PulseDesk press@pulsedesk.com (415) 555-0198 For more information, visit www.pulsedesk.com/secureshare-vault

PulseDesk Launches Workflow Wizard to Accelerate Project Kickoffs

Imagined Press Article

San Francisco, CA – 2025-05-12 – PulseDesk today rolled out Workflow Wizard, a guided setup assistant that streamlines the creation and deployment of custom project workflows for freelancers, agencies, and enterprise teams. By leveraging AI-driven template recommendations and interactive prompts, Workflow Wizard reduces onboarding time by up to 60% and ensures consistent process adherence across client engagements. “Organizations waste countless hours manually configuring workflows and training team members on best practices,” said Raj Patel, Chief Product Officer at PulseDesk. “With Workflow Wizard, we’re embedding institutional knowledge directly into our platform, enabling users to launch structured processes in minutes rather than days.” Highlights of Workflow Wizard: • AI Template Scout Integration: Workflow Wizard analyzes past projects, team roles, and timelines to suggest optimized workflow templates tailored to each user’s unique needs. • BranchLogic Rules Builder: Set conditional steps that automatically route tasks based on client approvals, budget thresholds, or milestone completions—ensuring projects adapt dynamically without manual intervention. • RoleRally Automation: Define role-based task assignments in a single step—everyone from designers and developers to account managers receives automatic notifications and clear instructions. • Onboard Accelerator Tours: New team members experience in-app walkthroughs and contextual tooltips aligned with each workflow stage, drastically reducing training overhead and adoption friction. • Milestone Monitor Dashboard: Visualize upcoming milestones, bottlenecks, and critical path tasks, with proactive alerts sent to stakeholders at key junctures. • IntegrationLink Connectivity: Connect workflow steps to third-party tools like Jira, Trello, Slack, and GitHub—automating data handoffs and maintaining a unified process across platforms. Early access participants have reported significant gains in efficiency and project consistency. “We onboard new clients every week, and before Workflow Wizard, each kickoff felt like reinventing the wheel,” said Emily Chen, Operations Manager at R3 Media. “Now, our entire team follows the same structured playbook, and client satisfaction scores have climbed by 15%.” To celebrate the launch, PulseDesk is offering all new customers a complimentary 30-day trial of Workflow Wizard, alongside dedicated onboarding support and free access to premium workflow templates. About PulseDesk PulseDesk unifies communications, ticketing, and workflows in a single dashboard, empowering teams to collaborate seamlessly and deliver exceptional client experiences. From small agencies to enterprise departments, PulseDesk drives operational efficiency and fosters transparent partnerships. Media Contact: Jordan Alvarez Head of Public Relations, PulseDesk media@pulsedesk.com (415) 555-0234 Learn more at www.pulsedesk.com/workflow-wizard

PulseDesk Debuts PingLoop AI-Driven Follow-Up Automation to Boost Client Response

Imagined Press Article

San Francisco, CA – 2025-05-12 – PulseDesk today unveiled PingLoop, a new AI-powered feature that automatically sends personalized, timed follow-up messages to clients based on engagement patterns and response history. PingLoop aims to eliminate manual nudge management, increase reply rates by up to 30%, and free teams to focus on high-value work. “Timely follow-ups are critical for closing deals, resolving support tickets, and keeping projects on track—but they’re often overlooked in the daily hustle,” said Mei Ling, Vice President of Engineering at PulseDesk. “PingLoop takes the guesswork out of follow-ups by learning from each client’s unique behavior and delivering reminders at the perfect moment.” Key Benefits of PingLoop: • SmartCadence Intelligence: The AI analyzes past interactions to set optimal follow-up intervals, avoiding both excessive reminders and missed opportunities. • ChannelCascade Delivery: Diversify touchpoints across email, SMS, and in-app chat, so clients receive reminders on their preferred platform without extra manual setup. • TimeSync Scheduling: PingLoop leverages client time zones and historical activity windows to send messages when recipients are most likely to engage. • Ping A/B Testing: Test multiple message templates simultaneously, with automatic selection of the highest-performing variation based on open and response rates. • Engagement Insights Dashboard: Monitor follow-up effectiveness through intuitive charts and reports—identify trends by client segment, message type, or channel. In beta testing, users saw an average 28% increase in client replies and a 20% reduction in stalled projects due to overlooked communications. “We used to track follow-ups in spreadsheets and reminders in our calendars,” said Laura McKnight, Freelance Designer and early PingLoop user. “PingLoop now handles everything, sending the right messages at the right time. My inbox is finally under control.” PingLoop is available today to all PulseDesk subscribers on Professional and Enterprise plans. To get started, users can enable PingLoop from the Automation Settings panel and customize their follow-up cadence and channel preferences. About PulseDesk PulseDesk brings together messaging, ticketing, workflows, and analytics into one unified platform, empowering freelancers and agency teams to deliver projects faster, support clients more effectively, and retain business through proactive communication. Media Contact: Samantha Torres Communications Manager, PulseDesk press@pulsedesk.com (415) 555-0301 Discover PingLoop at www.pulsedesk.com/pingloop

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