Agency Project Management SaaS

Pulseboard

Clarity in Every Project Moment

Pulseboard gives digital agency owners and project managers instant, real-time visibility into team workloads and project status. Its interactive capacity heatmap highlights bottlenecks and enables swift reassignment of tasks, eliminating spreadsheet chaos and reducing missed deadlines—empowering leaders to maximize team utilization, deliver projects on time, and prevent staff burnout.

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Pulseboard

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 every digital agency to master resource clarity, eliminate chaos, and deliver projects with unwavering confidence and control.
Long Term Goal
By 2028, empower 10,000 digital agencies to achieve 95% on-time project delivery and cut team burnout rates in half through real-time workload visibility and actionable insights.
Impact
Reduces agency workload bottlenecks by 40% and increases on-time project delivery by 23% for digital agency leaders, saving over 5 hours per week on resource coordination and directly improving team utilization rates to boost client billings and minimize staff burnout.

Problem & Solution

Problem Statement
Digital agency owners and project managers struggle to track real-time team capacity and project progress, relying on clunky spreadsheets that obscure bottlenecks and deadlines, leading to missed handoffs and overworked staff because current tools lack actionable, visual workload insights.
Solution Overview
Pulseboard gives agency leaders an instant, real-time dashboard that visualizes team capacity and project status, featuring an interactive heatmap to spot bottlenecks and reassign work in seconds—eliminating manual spreadsheets and ending last-minute deadline chaos.

Details & Audience

Description
Pulseboard gives digital agency owners and project managers instant visibility into team workloads and project status with a real-time dashboard. Designed for agencies frustrated by missed deadlines and jumbled spreadsheets, it streamlines resource allocation and eliminates scheduling chaos. The signature interactive capacity heatmap lets leaders spot bottlenecks and rebalance assignments in seconds, driving on-time delivery and reducing burnout.
Target Audience
Digital agency owners and project managers (25-45) craving real-time workload clarity to end deadline chaos.
Inspiration
At midnight, I listened to my friend—a digital agency founder—exhausted and near tears after losing a top client. She’d missed another deadline because her team’s workloads were buried in messy spreadsheets, making bottlenecks invisible until it was too late. That call crystallized the need for Pulseboard: a real-time, visual dashboard so no agency leader ever has to face that chaos or heartbreak again.

User Personas

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

P

Precise Percy

- Age 35, male - Bachelor’s in Engineering, PMP certified - Mid-sized agency PM with 7 years’ experience - Annual salary $85k

Background

Grew up auditing small teams during internships, honing an eye for detail. His past roles auditing resource allocations ingrained a perfectionist approach to workload balance.

Needs & Pain Points

Needs

1. Real-time micro-level workload adjustments 2. Detailed utilization metrics for every team member 3. Automated alerts for slightest capacity changes

Pain Points

1. Overlooking subtle resource imbalances causing hidden bottlenecks 2. Manual data crunch wasting hours weekly 3. Unpredictable task shifts disrupting precise schedules

Psychographics

- Relentlessly exacting, no detail overlooked - Driven by data clarity and precision - Values predictable schedules above all - Motivated by flawless project execution

Channels

1. Slack – real-time alerts 2. Excel – detailed data exports 3. Jira – issue tracking insights 4. LinkedIn – professional discussions 5. Email – daily summary reports

P

Pivot-Ready Penny

- Age 29, female - MBA in Marketing, 5-year PM veteran - Works in a fast-paced digital startup - Annual income $75k

Background

Started career in a marketing agency, juggling swirling client demands daily. Embraced rapid reprioritization to deliver tight-turnaround campaigns consistently.

Needs & Pain Points

Needs

1. Instant task reassignment with minimal friction 2. Clear visibility into shifting team availability 3. Rapid scenario modeling for multiple what-ifs

Pain Points

1. Sudden client pivots triggering chaotic re-plans 2. Lack of transparent workload causing confusion 3. Time wasted in manual what-if analyses

Psychographics

- Embraces change, thrives under pressure - Values flexibility over rigid processes - Motivated by client satisfaction above all - Seeks autonomy in decision-making

Channels

1. MS Teams – quick collaborations 2. Trello – visual task boards 3. Pulseboard – heatmap dashboard 4. Zoom – live briefings 5. SMS – urgent notifications

R

Report-Ready Riley

- Age 32, non-binary - BA in Communications, 6 years in account management - Works at a boutique agency - $80k annual salary

Background

Crafted presentations for major brands early in career, refining storytelling with data. Now balances creative and analytics to keep clients informed.

Needs & Pain Points

Needs

1. Automated client-ready utilization reports 2. Customizable data visualizations for stakeholder meetings 3. Seamless PDF exports with branding elements

Pain Points

1. Tedious manual formatting delays report delivery 2. Generic charts failing to impress clients 3. Disparate data sources complicating consistent narratives

Psychographics

- Obsessed with clean, compelling visualizations - Prefers data-backed narratives in presentations - Values client transparency and trust - Driven by delivering polished professionalism

Channels

1. Email – formal report dispatch 2. PowerPoint – branded presentation creation 3. Pulseboard – export dashboard 4. LinkedIn – industry insights 5. Client portal – stakeholder access

F

Freelance Finn

- Age 38, male - Self-employed graphic designer, 10-year freelancer - Client base spans three agencies - Annual earnings $95k

Background

Transitioned from an in-house role to freelancing after craving variety. Learned to manage unpredictable schedules through strict self-organization.

Needs & Pain Points

Needs

1. Clear visibility of upcoming workload across clients 2. Alerts before booking conflicts arise 3. Simplified integration with personal calendar

Pain Points

1. Overlapping deadlines causing client dissatisfaction 2. Manual calendar syncing errors leading to no-shows 3. Difficulty forecasting free capacity weeks ahead

Psychographics

- Values autonomy with structured time management - Prefers flexibility in selecting projects - Motivated by varied creative challenges - Cautious of overcommitment risks

Channels

1. Google Calendar – schedule syncing 2. Pulseboard – central workload view 3. Toggl – time tracking updates 4. Email – client communications 5. WhatsApp – quick confirmations

R

Rookie Rory

- Age 24, female - Recent Business Administration graduate - New project coordinator, 6 months on the job - Entry salary $50k

Background

Graduated top of her class, eager to apply theoretical knowledge practically. First role demands hands-on tool learning and resource juggling.

Needs & Pain Points

Needs

1. Step-by-step onboarding walkthrough 2. Contextual help during task assignments 3. Confidence-building usage milestones

Pain Points

1. Feeling overwhelmed by unfamiliar interface 2. Fear of misallocating tasks unknowingly 3. Uncertainty interpreting capacity heatmap data

Psychographics

- Ambitious learner craving structured guidance - Values mentorship and clear instructions - Motivated by early career success - Nervous about making assignment mistakes

Channels

1. In-app tutorials – contextual guidance 2. YouTube – tutorial videos 3. Pulseboard Help Center – article searches 4. Slack – team queries 5. Email support – expert assistance

Product Features

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

Stress Spectrum

Visual gradient map representing each team member's stress levels in real time, allowing managers to quickly identify and prioritize critical overload hotspots for intervention.

Requirements

Real-time Stress Data Streaming
"As a project manager, I want real-time stress data streaming so that I can immediately see current team stress levels and address overloads before they escalate."
Description

Implement a real-time data ingestion pipeline that collects stress metrics from individual team members’ task updates, time tracking tools, and manual inputs; normalizes and aggregates the data per user; and makes it instantly available for visualization in the Stress Spectrum feature.

Acceptance Criteria
Live Data Ingestion from Task Updates
Given the user’s task update triggers a stress metric emission When the data pipeline receives the update within 2 seconds Then the stress metric should be ingested, timestamped, and forwarded to the Stress Spectrum service
Normalization of Heterogeneous Stress Metrics
Given stress data arrives from time tracking tools, manual inputs, and task updates When the ingestion pipeline processes incoming metrics Then all metrics must be normalized to a 0–100 scale and validated against schema rules
Aggregation and User Mapping Accuracy
Given multiple stress entries for a single user in a 5-minute window When the pipeline aggregates stress metrics Then the system computes an accurate average per user and tags it with the correct user ID
Manual Stress Input Capture and Streaming
Given a user submits a manual stress input via the UI When the input is sent to the ingestion pipeline Then the input appears in the real-time data stream within 3 seconds and is included in the user’s aggregated stress level
Real-time Availability in Stress Spectrum Dashboard
Given the ingestion pipeline has received and processed stress metrics When the user views the Stress Spectrum feature Then the dashboard updates the user’s stress gradient in under 5 seconds without requiring a page refresh
Gradient Heatmap Visualization
"As a digital agency owner, I want a gradient-based stress heatmap overlay so that I can quickly identify areas of high stress at a glance."
Description

Design and render an interactive gradient heatmap overlay on the capacity dashboard that maps stress values to a color spectrum, ensuring smooth color transitions and high contrast for quick visual identification of high, medium, and low stress zones.

Acceptance Criteria
Interactive Drill-down Panels
"As a project manager, I want to drill down on individual stress hotspots so that I can understand root causes and reassign tasks effectively."
Description

Enable clickable or hoverable heatmap regions that open detailed panels showing individual stress scores, task breakdowns, recent workload changes, and comments, allowing managers to investigate root causes and take targeted action.

Acceptance Criteria
Clickable Heatmap Region Interaction
Given a manager views the stress spectrum heatmap When they click on a team member's region Then a detailed drill-down panel opens displaying the individual stress score, task breakdown, recent workload changes, and comments for that member
Hover-Based Panel Preview
Given a manager hovers over a heatmap region When the hover persists for at least 500ms Then a tooltip-style preview appears showing the team member's current stress score and a summary of tasks
Data Accuracy in Drill-Down Panel
Given a drill-down panel is open When the panel loads Then the displayed stress score, task breakdown, recent workload changes, and comments must match the latest data within 5 seconds of the source database
Performance of Panel Loading
Given a manager initiates a panel open action When they click or hover on a heatmap region Then the drill-down panel must fully render within 1 second under normal network conditions
Navigation and Action Within Drill-Down Panel
Given a drill-down panel is open When the manager navigates between tabs (stress score, tasks, workload history, comments) Then the panel should update to the selected view without a full reload and allow data filtering and comment additions
Customizable Stress Threshold Alerts
"As a project manager, I want to configure stress level thresholds so that I receive timely alerts before problems escalate."
Description

Provide configuration options for managers to define stress level thresholds that trigger automated alerts via email, SMS, or in-app notifications, with the ability to set different thresholds per team or project.

Acceptance Criteria
Manager Configures Team-Level Stress Threshold
Given a manager is on the Stress Spectrum settings page When the manager selects a team and inputs a stress threshold value for that team And selects one or more notification channels Then the system saves the threshold and displays a confirmation message
Manager Configures Project-Specific Stress Threshold
Given a manager is on the Stress Spectrum settings page When the manager selects a project and sets a custom stress threshold And chooses email, SMS, or in-app notifications Then the custom threshold is associated with the project and the settings are shown in the project's configuration summary
Automated Alert Triggered When Threshold Exceeded
Given a stress level reading exceeds a configured threshold When the system detects the breach Then an alert is sent via all configured channels within 30 seconds and logged in the notification history
Manager Overrides Threshold for Active Project
Given a project has an active stress threshold When a manager updates the threshold mid-project Then the new threshold takes effect immediately and an update is sent to all relevant stakeholders
Validation on Threshold Input Values
Given a manager inputs a stress threshold value When the value is outside the allowed range (0–100) Then the system prevents saving and displays a validation error message
Historical Stress Trend Analysis
"As a digital agency owner, I want to analyze historical stress trends so that I can adjust resource planning and prevent future burnout."
Description

Implement a time-series view that allows users to select custom date ranges and compare current stress spectrum data against historical baselines, offering insights on stress patterns, peak periods, and the effectiveness of past interventions.

Acceptance Criteria
Custom Date Range Selection
Given the user opens the Historical Stress Trend Analysis view, when they select a start and end date within the available data range, then the time-series chart updates to display stress data only for the chosen date range.
Historical Baseline Overlay
Given the user has selected a custom date range, when they enable the baseline comparison toggle, then the chart overlays the average historical stress levels for the same period in the previous year for direct visual comparison.
Peak Period Highlighting
Given the time-series chart is displayed, when the user hovers over or clicks on a peak stress point, then a tooltip appears showing the exact date, stress score, and the deviation from the historical baseline.
Intervention Effectiveness Comparison
Given the user has marked two distinct time windows (pre- and post-intervention), when they request a comparison report, then the system calculates and displays the percentage change in average stress levels between those periods.
Data Export Functionality
Given the user views the Historical Stress Trend Analysis, when they click the export button, then the system generates and downloads a CSV report containing date, stress score, baseline comparison, and intervention notes for the currently displayed date range.

Smart Thresholds

Customizable and adaptive workload thresholds that learn from past performance to adjust alert levels dynamically, ensuring timely notifications tailored to each team's capacity patterns.

Requirements

Threshold Configuration Interface
"As a project manager, I want to configure custom workload thresholds for my team so that I can align alerts with our capacity policies and prevent overassigning tasks."
Description

Develop a user-friendly interface within Pulseboard that allows administrators and project managers to define and customize workload thresholds for individual team members, roles, and projects. The interface should support setting baseline limits, alert sensitivity levels, and threshold categories (e.g., underload, optimal load, overload). Integrate this interface seamlessly with the existing capacity heatmap, ensuring real-time updates when thresholds are modified. The outcome is to empower users to establish clear workload parameters that align with organizational standards and workload policies.

Acceptance Criteria
Defining Baseline Limits for Individual Team Members
Given an administrator selects a team member profile in the Threshold Configuration Interface, When they enter a baseline workload limit (in hours per week) and click Save, Then the system validates the value is between 0 and 168 and displays a confirmation message indicating success.
Configuring Alert Sensitivity Levels for Roles
Given a project manager chooses a role from the roles dropdown, When they set an alert sensitivity level (Low, Medium, High) and confirm, Then the system records the selection and triggers alerts based on the chosen sensitivity.
Assigning Threshold Categories for Projects
Given a user opens the threshold categories tab for a specific project, When they define numeric ranges for underload, optimal load, and overload and save changes, Then the category labels and ranges appear correctly on the project’s heatmap view.
Dynamic Heatmap Update on Threshold Change
Given any user is viewing the capacity heatmap, When an administrator updates thresholds for a role, team member, or project, Then the heatmap refreshes in real time to reflect the new threshold boundaries without requiring a page reload.
Handling Invalid Threshold Input
Given an administrator inputs a non-numeric or out-of-range value for any threshold field, When they attempt to save, Then the interface displays a clear error message next to the invalid field and prevents saving until corrected.
Adaptive Threshold Algorithm
"As a digital agency owner, I want the system to automatically adjust workload thresholds based on our past performance so that alerts remain accurate and relevant without constant manual tuning."
Description

Implement a dynamic algorithm that continuously analyzes historical workload data and team performance metrics to automatically adjust threshold values over time. The algorithm should learn from past project cycles, peak workload periods, and individual team member patterns to refine alert levels, minimizing false positives and ensuring timely notifications. Integrate with the data pipeline feeding Pulseboard’s analytics engine, and allow administrators to review and approve algorithmic adjustments via audit logs.

Acceptance Criteria
Initial Threshold Calibration
Given at least three past project cycles are available, When the adaptive algorithm runs for the first time, Then it calculates baseline thresholds for each team and project category, And the generated thresholds do not deviate more than 15% from the manually configured default values.
Dynamic Adjustment After Peak Workload Analysis
Given the algorithm has identified a 20% workload surge during the previous peak period, When real-time data from the next cycle is processed, Then threshold adjustments increase proportionally by at least the identified surge percentage, Ensuring alerts only trigger when workload exceeds the new adaptive threshold.
Administrator Approval via Audit Log
Given new threshold adjustments have been computed, When an administrator reviews them in the audit log interface, Then they can view each adjustment entry with timestamp and rationale, And approve or reject adjustments within 24 hours, And the system records the admin decision, ID, and timestamp.
False Positive Reduction Through Iterative Learning
Given two consecutive cycles with no significant workload deviations, When the algorithm recalculates thresholds, Then the number of false positive alerts decreases by at least 50% compared to the first cycle, And the system logs a comparison report of alert metrics.
Seamless Integration with Analytics Pipeline
Given the analytics data pipeline streams historical and real-time metrics, When threshold adjustments are computed, Then data retrieval latency does not exceed two seconds per fetch, And all input metrics are processed without any loss, as confirmed by end-to-end data integrity checks.
Historical Performance Analysis
"As a team lead, I want to view historical workload trends and threshold breach reports so that I can understand patterns and support the adaptive threshold adjustments."
Description

Build a backend module to aggregate and analyze historical capacity and task completion data across projects and time periods. The module should generate reports on workload trends, average utilization rates, and threshold breach incidences. Provide queryable endpoints for the UI and the adaptive algorithm, enabling both manual review and automated learning processes. Ensure data privacy and retention policies are followed when storing performance records.

Acceptance Criteria
Historical Data Aggregation
Given projects with historical capacity and completion data stored, when the backend module processes aggregation for a specified time range, then it returns consolidated workload trends including average utilization rates and threshold breach counts for that period.
Performance Trend Reporting
Given aggregated historical data exists, when a user requests a performance trend report via the queryable endpoint, then the system returns a report containing workload trends, average utilization, and breach incidences in JSON format with applied date filters.
Adaptive Algorithm Data Endpoint
Given the adaptive algorithm triggers a data request, when it queries the endpoint with valid authentication, then the endpoint returns historical performance metrics in a structured payload within 500ms and ensures data accuracy within 1% of stored records.
Data Privacy and Retention Compliance
Given the data retention policy requires removal of records older than the retention period, when the module runs the scheduled purge process, then any records exceeding the retention threshold are securely deleted and logged, and no queries return purged data.
High Volume Data Processing Performance
Given a dataset exceeding 10,000 project records, when the aggregation process runs, then it completes within 2 minutes without timing out and consumes no more than 80% of allocated resources.
Custom Notification Rules
"As a project coordinator, I want to customize how and when threshold alerts are sent so that the right stakeholders are notified in the most effective way."
Description

Create a notification rule builder that lets users specify alert channels (e.g., email, Slack, in-app), severity levels, and escalation paths tied to threshold events. Users should be able to define different notification rules for underload, optimal load, and overload states, and set time-based conditions (e.g., only send overload alerts if the threshold is breached for more than 30 minutes). Integrate with Pulseboard’s existing alerting framework to ensure consistency and reliability.

Acceptance Criteria
Defining Notification Channels
Given a user opens the Custom Notification Rules builder, when they select one or more alert channels (email, Slack, in-app), then notifications for threshold events must be dispatched only via the chosen channels.
Selecting Severity Levels
Given a new notification rule is being created, when the user assigns a severity level (Low, Medium, High, Critical), then the system must categorize and display alerts according to the selected severity.
Configuring Escalation Paths
Given an escalation path is defined for overload events, when the primary notification fails or is unacknowledged within the configured time, then the system escalates the alert to the next recipient in the defined path.
Time-Based Overload Alerts
Given a threshold breach for overload state, when the breach persists continuously for more than 30 minutes, then the system must generate and send an overload alert according to the rule’s channels and severity.
Integration with Existing Alert Framework
Given the Custom Notification Rules feature is active, when any threshold event occurs (underload, optimal load, overload), then alerts must trigger through Pulseboard’s existing alert engine with consistent formatting, logging, and delivery guarantees.
Threshold Override Controls
"As an operations director, I want to temporarily adjust threshold settings during peak seasons so that the adaptive system doesn’t trigger unnecessary alerts."
Description

Introduce manual override controls that allow authorized users to temporarily suspend, raise, or lower workload thresholds for specific teams or projects. Provide an override log that records who made the change, the reason, and the duration of the override. Ensure that overrides are time-bound and automatically revert to the adaptive thresholds after expiry. Reflect override status in the capacity heatmap and alert system to maintain full transparency.

Acceptance Criteria
Admin Overrides Team Workload Threshold
Given an authorized user selects a team and chooses manual override When they enter a new threshold value, reason, and expiry duration Then the system applies the override immediately and displays the updated threshold in the capacity heatmap
Override Duration Expires Automatically
Given an override with a set expiry time exists When the expiry time is reached Then the system reverts the threshold to the adaptive value and logs the reversion
Override Log Records All Details
Given any threshold override action is performed When the override is saved Then the override log records the user ID, timestamp, new threshold value, reason, and duration
Override Reflected in Capacity Heatmap
Given an active threshold override for a project When the heatmap is loaded or refreshed Then the overridden threshold is visually distinguished and annotated in the heatmap legend
Override Alerts Adjust Accordingly
Given an active override is in place When the system evaluates team workload against thresholds Then alerts are generated based on the overridden values instead of the adaptive thresholds

Auto Relief Mode

Automated task redistribution suggestions that trigger when overload is detected, recommending alternative resource assignments or schedule adjustments to evenly balance workloads.

Requirements

Overload Detection Engine
"As a project manager, I want the system to automatically detect when a team member’s workload exceeds capacity so that I can quickly address potential bottlenecks and prevent burnout."
Description

A real-time monitoring system that continuously analyzes individual and team workloads against predefined thresholds, detecting overload situations as soon as they occur. It integrates with existing task and time-tracking data to ensure accurate, up-to-date load assessments, triggering Automated Relief Mode when imbalances are detected.

Acceptance Criteria
Individual Overload Detection
Given a team member’s tasks total estimated hours exceed their predefined workload threshold for the day, when the overload detection engine processes the latest time‐tracking data, then the system flags the team member as overloaded.
Team Overload Aggregation
Given combined workloads of all team members exceed the sum of their individual thresholds, when the engine aggregates current task and time data, then the system flags the team as overloaded and generates a group‐level alert.
Real-Time Data Integration
Given a new task assignment or time entry is recorded in the integrated system, when the overload detection engine runs within 5 seconds, then the updated workload is accurately reflected in the overload calculation without manual refresh.
Automated Relief Mode Trigger
Given an overload situation is detected for an individual or team, when the engine triggers Automated Relief Mode, then the system provides at least three alternative resource assignment suggestions or schedule adjustment options.
Threshold Adjustment Verification
Given an administrator updates a workload threshold value, when the change is saved, then subsequent overload detections use the updated threshold immediately without requiring a system restart.
Redistribution Suggestion Algorithm
"As a project manager, I want tailored recommendations for redistributing tasks so that workloads remain balanced without me manually evaluating every assignment."
Description

An AI-driven engine that generates optimal task reassignment or schedule adjustment recommendations based on resource availability, skillsets, and project deadlines. It ranks suggestions by impact and feasibility, seamlessly integrating with the workload database to suggest the most effective relief actions.

Acceptance Criteria
Overload Notification Trigger
Given a resource’s assigned hours exceed 100% of their capacity When the Redistribution Suggestion Algorithm runs Then the system generates at least one reassignment suggestion within 60 seconds and notifies the project manager
Accurate Skill Matching Suggestion
Given a task requires a specific skill set When the algorithm evaluates potential assignees Then it only suggests resources who possess the required skills and have availability at the task’s scheduled time
Deadline Compliance Prioritization
Given a project milestone is due within the next 24 hours When redistribution suggestions are generated Then the algorithm only proposes reassignments that keep tasks on track to meet the milestone without extending deadlines
Database Integration Consistency
Given updates to the workload database occur When the algorithm executes Then all suggestions reflect the most recent workload and assignment data within five minutes of the update
Suggestion Ranking Clarity
Given multiple redistribution options exist When suggestions are presented to the user Then they are ranked in descending order by impact on workload balance and include a feasibility score for each option
Resource Eligibility Filter
"As a project manager, I want the system to only suggest reassignments to qualified and available team members so that projects maintain high quality and deadlines aren’t jeopardized."
Description

A filtering mechanism that evaluates potential assignees based on criteria such as skills, current capacity, role, and project context. It ensures that suggested reassignments align with team members’ competencies and availability, avoiding misallocations and preserving project quality.

Acceptance Criteria
Filtering by Skill Match
Given a task requiring Skill X, when the filter is applied, then only team members possessing Skill X are included in suggested assignments.
Excluding Overloaded Team Members
Given a resource capacity threshold of 80%, when evaluating potential assignees, then any team member with current allocation ≥80% is excluded from suggestions.
Role-Based Eligibility Enforcement
Given a task role requirement of Role Y, when the filter is applied, then only team members with role Y or higher clearance are returned.
Project Context Consideration
Given a dependency on Project Z with specific context tags, when filtering, then only team members already assigned to Project Z or with matching context tags are considered eligible.
Capacity Threshold Validation
Given a task estimation of 10 hours, when identifying eligible resources, then only team members with at least 10 hours of available capacity are suggested.
Schedule Adjustment Interface
"As a project manager, I want a clear interface to review and tweak suggested schedule changes so that I can validate and implement relief actions efficiently."
Description

A user-friendly UI component that allows managers to preview, accept, edit, or reject suggested schedule changes. It provides visual timelines before and after adjustments, enabling quick evaluation of impact on individual calendars and overall project timelines.

Acceptance Criteria
Preview Suggested Schedule Adjustments
Given a manager selects a recommended schedule adjustment When the adjustment loads Then the interface displays a side-by-side visual timeline comparison of current and proposed schedules with clear highlights within 2 seconds
Accept Schedule Adjustment
Given the manager reviews a proposed adjustment When the manager clicks the “Accept” button Then team calendars and project timelines update automatically and a confirmation message appears
Edit Suggested Schedule Adjustment
Given a manager modifies a proposed adjustment via drag-and-drop or input fields When changes are made Then the preview updates in real time and any conflicts with other tasks are flagged immediately
Reject Suggested Schedule Adjustment
Given a manager decides not to apply a suggestion When the manager clicks the “Reject” button Then the suggestion is dismissed, no schedule changes occur, and the suggestion is marked as closed
Validate Resource Availability Before Confirmation
Given a manager attempts to accept or edit an adjustment When availability conflicts exist Then the system displays a warning indicating resource constraints and disables the “Accept” button until resolved
Notification & Alert System
"As a team member, I want to receive notifications when my workload is redistributed so that I stay informed of schedule updates and can plan my work accordingly."
Description

An integrated alert mechanism that notifies stakeholders via email, in-app alerts, or collaboration tools (e.g., Slack) when overloads are detected and suggestions are available. It ensures timely awareness and prompt action, with configurable notification preferences per user.

Acceptance Criteria
Email Notification on Overload Detection
Given a project workload exceeds the defined capacity threshold, when the overload is detected, then an email notification containing project details and suggested task redistributions is sent to all configured stakeholders within 60 seconds.
In-App Alert Presentation
Given a user is logged into Pulseboard and an overload suggestion is available, when the user accesses the dashboard, then an in-app alert banner appears at the top of the screen with a clear message and a direct link to view redistribution suggestions.
Slack Notification Delivery
Given Slack integration is enabled for the workspace, when an overload is detected, then the system posts a notification message to the designated Slack channel including project name, overload details, and a link to suggestions.
User Notification Preference Enforcement
Given a user updates their notification settings to disable email alerts, when an overload event occurs, then the user does not receive email notifications but continues to receive in-app alerts and Slack messages as configured.
Deduplicated Multi-Channel Alerts
Given multiple overload events happen within the same project, when notifications are sent, then each stakeholder receives no more than one notification per channel for that event to prevent duplicate alerts.
Override & Review Panel
"As a project manager, I want to override or adjust automated reassignments so that I retain control and can handle nuanced situations that the algorithm may not cover."
Description

A panel within the application where managers can manually override automated suggestions, provide feedback, or add custom relief actions. It logs all manual interventions for audit and continuous improvement of the suggestion algorithm.

Acceptance Criteria
Manager opens Override & Review Panel
Given a user with manager role, when they click the "Override & Review Panel" button, then the panel loads within 2 seconds displaying all current algorithm-generated relief suggestions.
Manager overrides automated suggestion
Given an active relief suggestion, when the manager selects "Override" and chooses an alternative assignment, then the system updates the task assignment, reflects changes in the capacity heatmap immediately, and logs the override with timestamp, manager ID, original suggestion ID, and reason for override.
Manager provides feedback on suggestion accuracy
Given a displayed suggestion, when the manager enters feedback text and submits it, then the feedback is stored against the suggestion record, visible in the audit log, and acknowledged by a confirmation message within the panel.
Manager adds custom relief action
Given no suitable automated suggestions, when the manager clicks "Add Custom Action", enters action details (task ID, assignee, schedule adjustment), and submits, then the custom action is applied to the project plan and recorded in logs with all entered details.
Audit log captures manual interventions
Given any manual override, feedback submission, or custom action, when the manager completes the interaction, then the system logs an entry containing action type, timestamp, user ID, affected suggestion or task ID, and any provided comments, and this log entry is retrievable via the audit log interface.

Wellness Checkpoint

Built-in micro survey prompts sent to team members experiencing high load, gathering real-time feedback on stress and well-being to inform proactive support measures.

Requirements

High Load Trigger Engine
"As a team member experiencing high workload, I want to receive a wellness check prompt when my capacity exceeds a threshold so that I can express my stress level and get timely support."
Description

Continuously monitors team membersapacity heatmap data to detect when individual workload exceeds configurable thresholds. Upon detecting sustained high load, the engine triggers a wellness micro-survey prompt, ensuring timely outreach to prevent burnout.

Acceptance Criteria
High Load Threshold Breached
Given a team member's workload exceeds the configured high-load threshold for at least 30 minutes, when the engine evaluates load metrics, then a wellness micro-survey prompt is generated and queued for delivery.
Threshold Configuration Update
Given an administrator updates the high-load threshold to a new value, when the configuration change is saved, then the engine applies the new threshold in subsequent workload evaluations without requiring a restart.
Prompt Delivery to Preferred Channel
Given a wellness micro-survey prompt is triggered, when the delivery mechanism is invoked, then the prompt is sent to the team member via their preferred communication channel within 60 seconds of trigger generation.
Duplicate Prompt Suppression
Given a team member has already received a wellness prompt within the last 24 hours, when a new high-load trigger event occurs, then the engine suppresses additional prompts until 24 hours have elapsed since the last prompt.
Trigger Event Audit Logging
Given a wellness prompt is triggered, when the event occurs, then the system logs the event with timestamp, user ID, current workload metrics, and prompt details in the audit log.
Configurable Micro-Survey Builder
"As a project manager, I want to customize wellness survey questions so that they reflect my team’s needs and gather relevant feedback."
Description

Provides an interface for administrators and project managers to create, customize, and manage micro-survey questions and response types. Supports multiple choice, rating scales, and open-ended questions, enabling tailored wellness assessments that align with team objectives.

Acceptance Criteria
Create Multiple-Choice Question
Given an administrator is on the Survey Builder interface When they select 'Add Question' and choose 'Multiple Choice' as the question type And they enter valid question text And they define between 2 and 10 unique answer options When they click 'Save' Then the new multiple-choice question appears in the question list with all options correctly displayed
Configure Rating Scale Question
Given an administrator is creating a survey question When they choose 'Rating Scale' as the response type And they specify a minimum value and a maximum value between 1 and 10 And they provide descriptive labels for both endpoints When they save the question Then the rating scale question is listed with the correct range and labels visible
Configure Open-Ended Question
Given an administrator is on the Survey Builder interface When they select 'Add Question' and choose 'Open-Ended' as the question type And they enter valid prompt text When they click 'Save' Then the open-ended question is available in the survey with a free-text response field
Edit Existing Question
Given an administrator views the list of configured survey questions When they select a question and click 'Edit' And they modify the question text or response options And they click 'Save' Then the updated question reflects the new text and options in the question list
Delete Question
Given an administrator views the configured survey questions When they select a question and click 'Delete' And they confirm the deletion Then the question is removed from the list and no longer appears in the published survey
Automated Survey Delivery
"As a team member, I want to receive the wellness survey through my preferred channel so that I can respond promptly without switching context."
Description

Automates the delivery of wellness check micro-surveys through diverse communication channels, including in-app notifications, email, and team collaboration platforms (e.g., Slack). Ensures surveys reach team members promptly and respects user channel preferences and notification settings.

Acceptance Criteria
Preferred Channel Delivery
Given a team member has set 'Slack' as their preferred channel When a wellness micro-survey is triggered for a high-load team member Then the system sends the survey via Slack within 60 seconds And no in-app or email notification is dispatched.
Timely Survey Dispatch
Given a high-load threshold is reached for a team member When the threshold is detected by the monitoring engine Then the wellness survey is delivered via the user's active channels within 2 minutes.
Survey Reminder Scheduling
Given a wellness survey has not been responded to within 24 hours When the reminder feature is enabled Then the system sends a single reminder via the same channel used for the initial survey, exactly 24 hours after the original delivery.
Channel-Specific Formatting
Given a survey is delivered via email Then the email contains the subject 'Wellness Checkpoint' and a clickable survey link And when delivered via Slack or in-app, the message includes interactive buttons for each survey option.
Delivery Failure Fallback
Given the primary channel delivery fails (e.g., Slack API error) When the system detects the failure within 2 minutes Then the system automatically retries delivery on the user's next preferred channel and logs the failure and retry.
Wellness Feedback Dashboard
"As a project manager, I want to view aggregated wellness feedback in real time so that I can proactively identify at-risk team members and allocate support."
Description

Displays collected wellness responses in a real-time dashboard with visualizations. Aggregates data to show trends, individual and team stress levels, and historical comparisons. Includes filtering, segmentation, and drill-down capabilities for actionable insights.

Acceptance Criteria
Real-Time Aggregated Stress Level Overview
Given the Wellness Feedback Dashboard is accessed, when new wellness responses are received, then the aggregated team stress level indicator updates within 60 seconds to reflect the current average stress level.
Historical Trend Comparison
Given the user selects a historical period of at least two weeks, when the date range is applied, then the dashboard displays a line chart comparing average stress levels across the selected period with the previous equivalent period.
Filtering and Segmentation by Team and Timeframe
Given the filtering panel is visible, when the user selects one or more teams and a custom time window, then the dashboard recalculates and displays stress metrics only for the selected teams and timeframe within 5 seconds.
Drill-Down to Individual Responses
Given a stress level segment is clicked, when the user selects a specific stress band (e.g., high stress), then the dashboard displays a detailed list of individual responses including timestamp, user identifier, and free-text comments.
Visual Alert for High Stress Thresholds
Given the average stress level exceeds a predefined threshold, when the threshold is breached, then the dashboard visually highlights the metric in red and triggers an optional email alert to the assigned project manager.
Support Escalation Workflow
"As a project manager, I want to receive alerts when a team member reports high stress so that I can reach out promptly and provide support."
Description

Implements a notification and escalation workflow that sends alerts to designated stakeholders (managers, HR) when survey responses indicate high stress or critical well-being concerns. Supports configurable escalation rules, priority levels, and notification channels to ensure rapid response.

Acceptance Criteria
High Stress Response Escalation to Manager
Given a team member submits a survey response with a stress level of 8 or higher, when the response is recorded, then the system sends an email alert to the assigned manager within 2 minutes.
Critical Well-being Concern Escalation to HR
Given a team member flags a critical well-being concern, when the response is recorded, then the system sends an SMS to the HR contact and creates a support ticket in the HR system.
Custom Rule-based Slack Notification
Given an escalation rule is configured to use a Slack channel, when a survey response meets the rule’s threshold, then the system posts a notification in the designated Slack channel with the appropriate priority tag within 1 minute.
Priority Level Assignment and Escalation
Given multiple priority levels are defined in the escalation rules, when a survey response triggers a medium-priority alert, then the system assigns the medium priority and escalates the alert to the corresponding stakeholder group based on configuration.
Multi-channel Notification Delivery
Given email, SMS, and Slack channels are enabled, when an escalation is triggered for any survey response, then the system sends notifications via all enabled channels within 1 minute of the trigger.

Alert Escalator

Tiered notification system that escalates burnout alerts across channels—from in-app badges to email and SMS—to ensure critical overload warnings reach the right stakeholders at the right time.

Requirements

Tier Configuration Management
"As an administrator, I want to configure alert tiers with custom thresholds and channels so that burnout notifications escalate according to our organizational escalation policy."
Description

The system must provide an interface allowing administrators to define multiple alert tiers each with specific escalation channels and thresholds, enabling customizable escalation workflows that match organizational policies and ensuring flexibility in managing critical alerts.

Acceptance Criteria
Create New Alert Tier
Given an administrator is on the Tier Configuration Management page When they enter a unique tier name, select at least one escalation channel, and define a valid threshold value Then the system saves the new alert tier and displays it in the tier list with correct details
Edit Existing Alert Tier
Given an administrator selects an existing alert tier from the list When they modify the threshold or escalation channels and click save Then the system updates the tier and reflects changes immediately without duplicating or losing other tier settings
Prevent Duplicate Tier Names
Given an administrator attempts to create or rename a tier using a name that already exists When they click save Then the system displays a validation error stating "Tier name must be unique" and prevents the action until a unique name is entered
Configure Multiple Escalation Channels
Given an administrator configures escalation channels for a tier When they select in-app badge, email, and SMS channels and set their send order Then the system saves the channel sequence and ensures alerts follow the configured escalation workflow
Threshold Validation for Alert Tier
Given an administrator inputs a threshold value outside the allowed range (e.g., negative or above maximum) When they attempt to save the tier Then the system rejects the input, highlights the threshold field, and displays an error message indicating the valid threshold range
In-App Badge Notification
"As a project manager, I want to see in-app badge alerts when team members are overloaded so that I can address potential burnout immediately."
Description

The feature will display visible badge notifications within the Pulseboard interface when a team member's workload exceeds predefined thresholds, ensuring immediate awareness among users, reducing the risk of missed alerts, and integrating seamlessly with the dashboard UI for real-time feedback.

Acceptance Criteria
High Workload Badge Display
Given a user views the team dashboard and a team member’s workload exceeds the predefined threshold, when the dashboard loads or refreshes, then a visible badge appears next to the member’s name within two seconds, displaying the number of overloaded tasks.
Real-Time Badge Update
Given a team member’s workload was below threshold and then crosses it, when the workload metric updates, then the badge dynamically appears or updates on-screen without requiring a manual page refresh.
Configurable Threshold Application
Given an admin updates the workload threshold in settings, when the new threshold is saved, then the badge notifications trigger based on the updated value for all team members moving forward.
Automatic Badge Removal
Given a team member’s workload drops below the threshold after previously exceeding it, when the workload metric updates, then the badge is automatically removed from the UI.
Accessible Badge Label
Given a user relies on assistive technology, when the badge appears next to a team member’s name, then the badge includes an appropriate ARIA-label announcing “Workload overloaded” so it’s announced by screen readers.
Email Escalation Integration
"As a team lead, I want to receive email notifications when workload thresholds are exceeded so that I am informed in my inbox even when I'm not in the app."
Description

Integrate with the company's email system to send automated burnout alerts to designated stakeholders when a predefined escalation tier is reached, ensuring critical notifications are delivered to inboxes and providing customizable templates and delivery schedules to prevent email fatigue.

Acceptance Criteria
Tier 1 Email Alert Dispatch
Given a burnout alert reaches Tier 1 escalation When the system processes the alert Then an email is automatically sent to the designated primary stakeholder’s inbox within 30 seconds and uses the default Tier 1 template
Tier 2 Template Customization Applied
Given a custom email template is configured for Tier 2 When a Tier 2 burnout alert triggers Then the email content must populate all placeholders correctly and match the user-defined template exactly
Scheduled Email Delivery Window Enforcement
Given the user has defined delivery hours from 09:00 to 17:00 When an alert is triggered at 18:00 Then the email must be queued and sent at 09:00 the next business day
Consolidated Email for Rapid Succession Alerts
Given multiple burnout alerts for the same project occur within a 30-minute window When escalation criteria are evaluated Then only one consolidated email summarizing all alerts is sent to each stakeholder
Email Send Failure Retry and Logging
Given the email service returns a send failure When an email attempt fails Then the system retries delivery up to three times with exponential backoff intervals and logs each failure for admin review
SMS Alert Dispatch
"As an executive stakeholder, I want to receive SMS alerts for critical burnouts so that I am immediately notified regardless of my current location or accessibility."
Description

Implement SMS gateway integration to send urgent alert messages via SMS to stakeholders for high-priority escalation tiers, guaranteeing that critical overload warnings reach recipients instantly, even outside working hours, and providing configurable retry logic and rate limiting to ensure reliability.

Acceptance Criteria
High-Priority Alert Trigger Outside Working Hours
Given a high-priority overload is detected outside official working hours, When the SMS Alert Dispatch service processes the alert, Then an SMS notification containing the alert details must be sent to the configured stakeholder phone numbers within 30 seconds.
SMS Delivery Retry After Temporary Failure
Given the initial SMS send attempt fails due to a transient gateway error, When the retry mechanism is invoked, Then the system must retry sending the SMS up to three times with exponential backoff intervals (1 min, 2 min, 4 min) and record each attempt in the delivery log.
Rate Limiting During High Alert Volume
Given more than 1,000 critical alerts are generated within a 60-second interval, When the dispatch system processes these alerts, Then the system must enforce a rate limit of 200 SMS per rolling 60-second window and queue excess messages for later delivery without data loss.
International Stakeholder SMS Delivery
Given a stakeholder’s phone number includes an international country code, When sending an SMS alert, Then the system must format the number correctly according to E.164 standards, route the message through the appropriate international gateway, and confirm delivery status.
Configurable Alert Message Content Validation
Given custom SMS templates with dynamic placeholders are defined, When an alert is dispatched, Then the system must replace placeholders with real-time data, ensure the final message does not exceed 160 characters, and include a link to the detailed dashboard.
Escalation Rules Engine
"As an operations manager, I want the system to automatically evaluate workloads against custom rules so that alerts escalate correctly without manual intervention."
Description

Develop a rules engine that evaluates team workload data against configured thresholds and determines the appropriate escalation tier, automating the decision logic, supporting complex conditions (e.g., role-based exceptions, time-based rules), and ensuring scalability and maintainability of escalation policies.

Acceptance Criteria
Standard Threshold Escalation
Given a team member’s workload exceeds the critical threshold When the rules engine evaluates workloads Then it escalates the alert to the email tier within 5 minutes
Role-Based Exception Handling
Given a project manager role is configured as an exception When their workload exceeds thresholds Then no escalation is triggered and a log entry is created
Time-Based Escalation Delay
Given workloads exceed warning threshold outside business hours When the rules engine checks conditions Then escalation is deferred until 09:00 next business day
Multiple Condition Evaluation
Given multiple conditions (workload threshold, role, and project priority) are configured When the rules engine runs Then it applies all conditions and triggers the highest required escalation tier
Policy Update Propagation
Given escalation policy changes are applied in the admin UI When the rules engine reloads policies Then the new rules are used for all subsequent workload evaluations

Burnout Dashboard

A centralized analytics hub tracking stress alerts, interventions, and recovery outcomes over time, empowering leaders to measure burnout trends and refine resource strategies.

Requirements

Real-time Stress Alert Visualization
"As a resource manager, I want to see team stress alerts in real-time so that I can immediately identify and address workload spikes before they lead to burnout."
Description

Provide an interactive, real-time visualization of individual and team stress alerts on the Burnout Dashboard. This includes live updates of stress levels derived from workload metrics, color-coded indicators for severity, and drill-down capabilities to identify specific tasks or projects triggering alerts. The visualization must integrate seamlessly with existing capacity heatmaps, ensuring that stress data overlays accurately on current resource utilization graphics. Expected outcomes include faster identification of bottlenecks and immediate insight into emerging burnout risks.

Acceptance Criteria
Stress Data Overlay on Capacity Heatmap
Given the user views the capacity heatmap, when new stress alert data is received, then the stress indicators overlay the corresponding heatmap cells within 3 seconds without obscuring core heatmap controls.
Real-time Stress Level Updates
Given stress metrics change for any individual, when updated metrics are available, then the dashboard automatically refreshes the stress indicator values in real time without manual input and maintains interactive performance under normal load.
Stress Severity Drill-down
Given a color-coded stress indicator on the heatmap, when the user clicks the indicator, then a detailed modal displays the top three tasks or projects contributing to the alert along with their individual stress scores.
Color-Coded Severity Legend
Given the Burnout Dashboard is displayed, when severity levels are rendered, then each level maps to a predefined color per the UI style guide and the legend clearly explains each color code.
Bottleneck Identification and Task Reassignment
Given multiple stress alerts exceed threshold for any team member, when the threshold breach is detected, then the system highlights these members on the heatmap and provides at least two task reassignment suggestions based on current team capacity.
Intervention Tracking Panel
"As an operations lead, I want to log and track interventions for stressed team members so that I can monitor their effectiveness and follow up as needed."
Description

Develop a centralized panel within the Burnout Dashboard to log, categorize, and track interventions for stressed team members. The panel should capture intervention type (e.g., workload reassignment, one-on-one check-in), timestamps, responsible manager, and follow-up notes. It must allow filtering by date, team, and severity level, enabling leaders to monitor intervention effectiveness and compliance. This feature ensures accountability and provides data to refine support strategies.

Acceptance Criteria
Logging a New Intervention
Given the manager is on the Intervention Tracking Panel and clicks “Add Intervention”, when they enter a valid intervention type, timestamp, responsible manager, and follow-up notes, then the system saves the intervention and displays it in the list without errors; missing required fields trigger inline validation messages.
Filtering Interventions by Date Range
Given multiple interventions exist in the panel, when the user selects a start date and end date and applies the filter, then only interventions with timestamps within the selected range are displayed and the total count updates accordingly.
Filtering Interventions by Team and Severity
Given the panel displays all interventions, when the user selects a specific team and severity level and applies the filter, then only interventions matching both selected team and severity level appear in the list.
Editing an Existing Intervention
Given a manager views an existing intervention entry, when they click “Edit”, modify one or more fields (type, notes, severity) and save changes, then the updated details persist, the “last modified” timestamp updates, and the history log records the edit event.
Tracking Intervention Effectiveness Over Time
Given interventions have follow-up outcome statuses, when a manager updates the outcome (e.g., “Resolved”, “In Progress”) and adds follow-up notes, then the system appends the update to the intervention’s history and the Burnout Dashboard analytics reflect the new outcome in trend graphs.
Recovery Trend Analytics Module
"As an agency owner, I want to analyze recovery trends after interventions so that I can refine our resource allocation strategies and support measures."
Description

Implement an analytics module that visualizes stress recovery trends over customizable timeframes at individual, team, and organizational levels. Charts should display pre- and post-intervention stress scores, average recovery times, and cumulative stress reduction. Provide filters for project, role, and department, and include exportable data for deeper offline analysis. This module will help leaders measure the long-term impact of interventions and adjust resource strategies accordingly.

Acceptance Criteria
Viewing Individual Recovery Trends
Given a manager selects an individual and a custom timeframe; When the Recovery Trend Analytics Module loads; Then the chart must display: pre-intervention stress scores, post-intervention stress scores, average recovery time, and cumulative stress reduction for that individual; And each metric must match data from the backend within a 0.1% variance.
Comparing Team Recovery Trends
Given a project manager selects a team and a date range; When the analytics view renders; Then the module must present aggregated pre- and post-intervention stress scores, average recovery times per team member, and total stress reduction for the team; And the chart legend must distinguish individual contributions and the team average.
Generating Organizational Recovery Overview
Given an executive user selects the organizational view and a quarterly timeframe; When the dashboard is displayed; Then it must show company-wide pre- vs post-intervention stress trends, average recovery time across all teams, and cumulative stress reduction; And all data points must update within 2 seconds of timeframe selection.
Filtering Recovery Data by Project Role and Department
Given a user applies filters for project, role, and department; When filters are applied; Then all charts and metrics must update to reflect only the filtered subset; And the selected filters must persist when navigating away and returning to the module.
Exporting Recovery Trend Data
Given a user clicks the export button; When the user selects CSV or PDF format; Then the system must generate and download a file containing all visible recovery trend data fields, timestamps, and filter settings; And the download must initiate within 3 seconds.
Customizable Burnout Thresholds
"As a project manager, I want to set custom stress and workload thresholds so that alerts align with our team's specific capacity and project demands."
Description

Allow administrators to configure custom stress and workload thresholds that trigger alerts and interventions. Threshold settings should include workload hours, task count, and stress score limits, with the ability to set different values per team or role. Provide a user-friendly interface for updating thresholds and viewing historical changes. This customization ensures that alerts are meaningful and tailored to each team’s capacity and project complexity.

Acceptance Criteria
Setting Workload Hour Threshold for a Team
Given an administrator is on the threshold configuration page When they select a specific team and enter a valid workload hour limit Then the system saves the setting and applies it to that team's burnout alerts
Defining Task Count Limit for a Role
Given an administrator is configuring thresholds When they choose a role and specify a maximum task count Then the threshold is stored and triggers alerts when any team member in that role exceeds the limit
Adjusting Stress Score Threshold Historical Record
Given an administrator updates the stress score threshold When the new value is saved Then the system logs the change including timestamp, user ID, old value, and new value for audit purposes
Viewing Threshold Change History
Given an administrator navigates to the threshold history view When they select any team or role Then the system displays a chronological list of all threshold changes with details (date, user, old value, new value)
Invalid Threshold Value Handling
Given an administrator inputs a threshold value outside the allowed range or a non-numeric value When they attempt to save Then the system displays an inline validation error and prevents saving until a valid value is entered
Automated Reporting and Notifications
"As an administrator, I want the system to generate and distribute weekly burnout reports to stakeholders so that everyone stays informed about team well-being trends."
Description

Build an automated reporting engine that generates and distributes scheduled burnout and recovery reports. Reports should include key metrics (number of alerts, interventions completed, average recovery time), visual charts, and executive summaries. Enable configurable distribution lists and delivery channels (email, Slack, Teams) with options for daily, weekly, or monthly cadence. This feature keeps stakeholders informed without manual reporting overhead.

Acceptance Criteria
Scheduled Daily Burnout Report Delivery
Given the admin configures the report for daily delivery at a specified time When the scheduled time occurs Then the system generates the burnout report containing key metrics (number of alerts, interventions completed, average recovery time), visual charts, and an executive summary And distributes it via the configured channels (email, Slack, Teams) And logs a success status for each delivery
Weekly Recovery Trend Visualization
Given the admin selects weekly cadence When the weekly schedule triggers Then the report includes recovery trends over the past four weeks displayed in line and bar charts And highlights any significant deviations in average recovery time And is sent to the designated distribution list
Monthly Executive Summary Distribution
Given the admin chooses monthly executive summary When the first business day of the month arrives Then the system compiles aggregate metrics for the previous month And generates a concise executive summary with key insights and recommendations And delivers the report to senior leadership via email and Teams
Configurable Stakeholder List Management
Given the admin accesses the distribution settings When stakeholders are added, removed, or reordered in the list Then the updated list is saved and applied to all future report deliveries And any invalid or duplicate entries are rejected with an error message
Multi-Channel Report Notification
Given the admin selects multiple delivery channels (email, Slack, Teams) When a report is generated Then the system sends notifications formatted appropriately for each channel And includes attachments or inline previews of charts and summaries And confirms delivery success or failure per channel in the delivery log

Scenario Studio

An intuitive interface that empowers managers to craft multiple staffing and scheduling scenarios side by side. By visually modeling different configurations, users can compare outcomes instantly, making it easier to identify the most effective plan without disrupting live schedules.

Requirements

Scenario Creation Wizard
"As a project manager, I want a guided wizard to create new staffing scenarios so that I can quickly set up complex schedules without missing any critical configuration steps."
Description

Provide an intuitive, step-by-step guided interface that walks managers through defining staffing scenarios, including selecting teams, setting roles, allocating hours, and applying constraints. This wizard will streamline scenario setup, reduce configuration errors, and ensure consistency across models by validating inputs in real time and offering contextual tips.

Acceptance Criteria
Team Selection Step
Given the Scenario Creation Wizard is open, When the user views the list of teams, Then the user can select one or more teams and see selected teams highlighted before proceeding.
Role Assignment Step
Given teams have been selected, When the user assigns roles to team members, Then each team must have at least one role assigned and unassigned roles should trigger an inline warning.
Hour Allocation Step
Given roles are assigned, When the user inputs hour allocations for each role, Then the system validates that total allocated hours do not exceed each team’s available capacity and displays an error message for any over-allocation.
Constraint Application Step
Given hour allocations are valid, When the user defines constraints (e.g., skill requirements or max hours), Then the wizard detects conflicting constraints in real time and prevents the user from advancing until conflicts are resolved.
Scenario Saving and Confirmation
Given all previous steps are completed with valid inputs, When the user clicks the Save button, Then the scenario is saved, a confirmation message appears, and the new scenario is listed in the Scenario Studio dashboard.
Drag-and-Drop Layout Builder
"As a resource planner, I want a drag-and-drop interface to adjust team assignments so that I can experiment with different layouts in seconds."
Description

Enable users to visually arrange teams, projects, and tasks on a canvas using drag-and-drop controls. This builder will support dynamic resizing, grouping, and alignment tools, allowing for rapid reconfiguration of resources. Integrating seamlessly with existing data models ensures changes reflect instantly in workload calculations and availability metrics.

Acceptance Criteria
Organizing Teams on the Canvas
Given the user drags a team card from the sidebar onto the canvas, when the drop occurs, then the card is placed at the drop location and the team’s assignments update instantly in the workload view.
Resizing Task Blocks
Given a task block exists on the canvas, when the user adjusts its resize handles, then the block’s duration visually updates and workload calculations adjust accordingly in real time.
Grouping Related Projects
Given multiple project blocks are selected, when the user groups them, then a container appears with a group label and moving the container repositions all contained blocks together.
Aligning Multiple Elements
Given several elements are selected on the canvas, when the user chooses an alignment option, then all elements align to the chosen axis with equal spacing or edge alignment as specified.
Real-Time Data Synchronization
Given any drag, drop, resize, or group action is completed on the canvas, when the action finalizes, then backend data models reflect the change and the capacity heatmap updates within two seconds.
Real-Time Comparison View
"As an agency director, I want to compare multiple scheduling scenarios in real time so that I can choose the option that maximizes utilization and minimizes costs."
Description

Implement a side-by-side comparison panel that updates instantly as users modify scenarios, highlighting differences in total hours, resource utilization, and cost projections. Color-coded visual indicators and summary bars will draw attention to key variances, enabling quick identification of the most efficient staffing plan.

Acceptance Criteria
Instant Scenario Adjustment Update
Given two scenarios open in comparison view, When a user modifies a resource’s allocated hours in Scenario A, Then the comparison panel recalculates and displays updated total hours, utilization, and cost projections for both scenarios within 1 second
Variance Color Coding
Given two scenarios with differing metrics, When the difference in total hours or costs exceeds 15%, Then the comparison metrics are highlighted in red; differences between 5% and 15% in yellow; and differences below 5% in green
Accurate Summary Bars
Given multiple resource assignments across scenarios, When the comparison view loads, Then the summary bars accurately reflect the sum of hours and cost from backend data, matching expected calculations
High Load Performance
Given each scenario contains at least 100 resource-task assignments, When the user changes task allocations, Then the comparison panel updates metrics within 2 seconds with no UI errors
Real-Time Cost Projection
Given scenarios with variable hourly rates, When a user updates a resource’s rate or task duration, Then the cost projections recalculate in real-time and display correct total cost for each scenario
Scenario Versioning and History
"As a team lead, I want to track and restore previous versions of a scenario so that I can safely experiment without fear of losing earlier configurations."
Description

Maintain a complete version history for every scenario, capturing timestamps, author, and change details. Users can revert to previous versions or fork scenarios to explore alternative paths without losing original models. The system will log modifications automatically and present a clear timeline view.

Acceptance Criteria
Viewing Scenario History Timeline
Given a user opens a scenario in Scenario Studio and selects the History tab, When the system retrieves the version history, Then it displays all versions sorted by timestamp descending, including version number, timestamp, author, and change summary.
Reverting to a Previous Scenario Version
Given a user reviews the history of a scenario, When the user clicks 'Revert' on a previous version and confirms the action, Then the system restores the scenario to the selected version state and logs the revert as a new version.
Forking an Existing Scenario
Given a user views a scenario version in the History tab, When the user selects 'Fork Scenario' and provides a new name, Then the system creates a new scenario copy preserving all parameters of the selected version, sets the current user as author, and navigates to the new scenario.
Automatic Logging of Scenario Changes
Given any modification to a scenario (title, tasks, assignments, dates), When the user saves changes, Then the system automatically logs a new version entry capturing changed fields, author, timestamp, and a description of modifications.
Displaying Change Details in Scenario History
Given a user views the history of a scenario, When the user expands a version entry, Then the system shows a detailed diff of changes compared to the previous version, highlighting added, removed, and modified elements.
Scenario Sharing and Permissions
"As a senior manager, I want to share scenario drafts with my team so that we can collaboratively refine staffing plans."
Description

Allow users to share scenarios with colleagues or stakeholders by granting view or edit permissions. Integrate role-based access control to ensure only authorized users can modify or delete scenarios. Shared scenarios will appear in a collaborative dashboard, with notifications for updates and comments.

Acceptance Criteria
Sharing Scenario with View-Only Access
Given a scenario owned by User A, when User A shares it with User B and assigns 'view' permission, then User B appears in the permissions list with view-only access and is prevented from making edits.
Sharing Scenario with Edit Access
Given a scenario owned by User A, when User A shares it with User C and assigns 'edit' permission, then User C appears in the permissions list with edit rights, can modify scenario elements, save changes, and those changes are visible to all authorized users.
Revoking Shared Access
Given a scenario previously shared with User B, when the owner revokes User B's permissions, then User B is removed from the permissions list and can no longer access the scenario.
Role-Based Deletion Restriction
Given a user with 'editor' role attempts to delete a scenario, when they click the 'delete' action, then the system denies the request with an authorization error, while users with 'admin' role can delete scenarios successfully.
Notification on Scenario Update
Given a scenario shared with multiple users, when any user with 'edit' permission updates the scenario or adds a comment, then all users with 'view' or 'edit' permission receive an in-app notification detailing the change.
Impact Projection Analytics
"As an operations analyst, I want impact projections for each staffing scenario so that I can anticipate risks and budget accurately."
Description

Provide advanced analytics that predict project completion timelines, cost overruns, and potential resource bottlenecks based on each scenario. Utilize historical data and machine learning models to forecast outcomes and present confidence intervals, helping managers make data-driven decisions.

Acceptance Criteria
Predict Project Completion Timeline
Given a defined scenario with tasks and resource allocations, when the manager requests analytics, then the system displays an estimated project completion date with a 95% confidence interval.
Forecast Cost Overrun
Given scenario cost parameters and historical budget data, when analytics are generated, then the system forecasts potential cost overruns and displays a probability percentage.
Identify Resource Bottlenecks
Given a scenario with resource allocation details, when analytics run, then the system flags any resource exceeding 90% utilization over any two-week window.
Compare Scenario Projections
Given two or more scenarios, when analytics are displayed, then the system shows a comparative table of each scenario’s completion date, cost overrun probability, and bottleneck alerts.
Analytics Generation Performance
Given any scenario, when analytics generation is initiated, then the complete set of projections is returned within 5 seconds.

Ripple Forecast

Visualizes the downstream impact of any schedule change across all projects and team members in real time. This feature highlights capacity shifts, potential overloads, and idle time, enabling proactive interventions to maintain balanced workflows.

Requirements

Real-Time Ripple Visualization
"As a project manager, I want real-time visual feedback on how schedule changes affect team workloads across projects so that I can quickly identify and mitigate potential bottlenecks."
Description

Provide an interactive visual that dynamically updates to show the downstream impact of any schedule change across all projects and team members in real time. This visualization overlays on the existing capacity heatmap to highlight capacity shifts, potential overloads, and idle time, enabling users to instantly grasp the consequences of adjustments and plan resources accordingly.

Acceptance Criteria
Initial Load Ripple Visualization
Given the user navigates to the capacity heatmap page and activates Ripple Forecast overlay, When the page finishes loading, Then the downstream impact of all scheduled tasks across projects and team members is rendered within 2 seconds, displaying capacity shifts, overloads, and idle time.
Task Schedule Adjustment Impact
Given an existing task is rescheduled in the project timeline, When the user drags and drops the task to a new date/time, Then the Ripple Forecast updates in real time, recalculating and visualizing the downstream capacity impact without requiring a page refresh.
Capacity Overload Highlighting
Given a schedule change causes a team member’s workload to exceed 100% capacity, When the Ripple Forecast recalculates, Then any affected time blocks are highlighted in red and an alert icon appears next to the overloaded resource.
Idle Time Detection
Given a schedule change frees up time on a team member’s calendar, When the Ripple Forecast updates, Then idle time blocks are shaded in light green and a tooltip displays the total idle hours for the selected period.
Cross-Project Ripple Consistency
Given multiple projects share resources, When a task is moved in one project, Then the Ripple Forecast overlay updates capacity shifts, overloads, and idle times consistently across all related projects and resources in a single view.
Capacity Shift Alerts
"As a digital agency owner, I want to receive alerts when team members become overloaded or underutilized after a schedule change so that I can reassign tasks proactively."
Description

Implement threshold-based notifications that trigger alerts when schedule changes cause a team member’s utilization to exceed or fall below predefined limits. Alerts should appear in the dashboard and via email or in-app notifications, ensuring proactive management of workload imbalances.

Acceptance Criteria
Overutilization Trigger Scenario
Given a team member’s utilization is updated via a schedule change that pushes their workload above the predefined upper threshold When the update is processed by Ripple Forecast Then an alert is generated and displayed on the dashboard indicating overutilization for that member
Underutilization Trigger Scenario
Given a team member’s utilization falls below the predefined lower threshold due to a schedule change When the change is applied Then an alert is generated and displayed on the dashboard indicating underutilization for that member
Dashboard Alert Visibility Scenario
Given an alert has been generated for capacity shift When a user views the Pulseboard dashboard Then the alert is prominently displayed in the notification area with member name, project impact, and threshold status
Notification Delivery Channel Scenario
Given an overutilization or underutilization alert is generated When the alert is triggered Then the system sends both an email and an in-app notification to the responsible project manager with details of the capacity shift
Threshold Configuration Persistence Scenario
Given an administrator updates the utilization threshold values in settings When the new threshold values are saved Then subsequent schedule changes use the updated thresholds and stored values are retained across user sessions
Interactive Schedule Adjustment
"As a project manager, I want to drag and drop schedule changes in the forecast view so that I can experiment with different timelines and instantly see their impact."
Description

Enable drag-and-drop functionality within the ripple forecast interface, allowing users to modify task dates or durations directly on the heatmap. Changes should immediately recalculate and display the cascading effects on all related tasks and resources.

Acceptance Criteria
Reschedule Task via Drag-and-Drop
Given a task displayed on the heatmap, when the user drags the task horizontally to a new date and releases it, then the task's start and end dates update immediately and all dependent tasks and resource allocations recalculate and display updated positions.
Adjust Task Duration with Heatmap Handles
Given a task bar on the heatmap, when the user drags its right edge to extend or shorten its duration, then the duration value updates in real time, all downstream tasks shift accordingly, and the heatmap reflects the new schedule.
Highlight Resource Overload
Given a schedule adjustment that causes a resource to exceed its capacity, then the heatmap segment for that resource highlights in red and displays a tooltip indicating the amount of overload.
Real-Time Downstream Impact Visualization
Given any schedule change, when the adjustment is applied, then the system recalculates and displays all downstream impacts across projects within two seconds, showing capacity surpluses and gaps on the heatmap.
Undo Schedule Adjustment
Given a schedule modification via drag-and-drop, when the user clicks 'Undo' within 30 seconds, then the system reverts all date changes and resource allocations to their previous state and updates the heatmap accordingly.
Multi-Project Dependency Mapping
"As a program manager, I want to view dependencies between multiple projects so that I can understand how changes in one project affect others."
Description

Map and visualize dependencies across multiple projects, showing how shifts in one project’s timeline ripple into others. This mapping should include both hard dependencies (e.g., finish-to-start) and soft dependencies (e.g., preferred sequencing) to aid holistic planning.

Acceptance Criteria
Hard Dependency Ripple Mapping
Given a finish-to-start dependency between Task A (Project X) and Task B (Project Y), when the completion date of Task A is delayed by 3 days, then Task B’s start date automatically moves forward by 3 days, and the multi-project Gantt chart updates to reflect this within 2 seconds.
Soft Dependency Sequencing Visualization
Given a preferred sequence between Task C (Project Z) and Task D (Project W) marked as a soft dependency, when Task C is moved, then Task D’s proposed new dates are displayed with a dashed-line indicator without forcing an automatic change, and the user receives a prompt to accept or decline the adjustment.
Overload Alert Generation
Given a timeline shift in Project A that causes a resource’s allocation to exceed 100% weekly capacity, when the shift is applied, then the system highlights the overload in red on the capacity heatmap and an alert message is sent to the project manager’s dashboard.
Real-Time Update Performance
Given any timeline modification to a project with active dependencies, when the modification is saved, then the dependency map refreshes and renders changes across all affected projects within 2 seconds with no data inconsistencies.
Cross-Project Export Functionality
Given a fully mapped set of dependencies across multiple projects, when the user selects export, then the system generates a PDF or CSV file including all project timelines, dependency types (hard or soft), and ripple impact details, downloadable within 5 seconds.
Idle Time Projection
"As a resource manager, I want to see projected idle times resulting from schedule changes so that I can allocate tasks to optimize utilization."
Description

Calculate and display projected idle periods for each team member following any schedule adjustment. The system should highlight gaps where resource utilization drops below a workable threshold, enabling proactive task reassignment to maintain productivity.

Acceptance Criteria
New Schedule Adjustment Triggers Idle Time Calculation
Given a project schedule change for a team member, when the change is confirmed, then the system recalculates and displays projected idle periods for that member within 5 seconds.
Idle Period Identification Below Threshold
Given projected utilization data, when any continuous gap exceeds the configured 4-hour idle threshold, then the gap is flagged in the idle time report.
Visual Highlight of Idle Gaps in Capacity Heatmap
When projected idle periods are identified, then the capacity heatmap highlights all intervals where utilization drops below the threshold with a distinct color.
Automated Task Reassignment Suggestion
Given an identified idle gap greater than 4 hours, when tasks are available for reassignment, then the system suggests at least one eligible task to fill the gap.
Real-Time Update of Idle Time Following Changes
When multiple schedule adjustments are made in succession, then the idle time projections update in real time without requiring a page refresh.
Export Forecast Reports
"As a project manager, I want to export the forecast analysis into a report so that I can share it with stakeholders."
Description

Provide capabilities to export the ripple forecast analysis, including visual charts and data tables, into PDF and CSV formats. This export should capture both the current state and any planned adjustments for stakeholder reviews and presentations.

Acceptance Criteria
Export Current Forecast as PDF
Given the user is viewing the current ripple forecast When the user selects 'Export' and chooses 'PDF' Then the system generates a PDF file containing the current forecast view and prompts the user to download it within 10 seconds
Export Planned Adjustments as CSV
Given the user is reviewing planned schedule adjustments When the user selects 'Export' and chooses 'CSV' Then the system generates a CSV file with columns for project, team member, date, current load, and adjusted load, and prompts the user to download it within 5 seconds
Include Charts in Export
Given the user includes visual data in the export When exporting a PDF report Then the PDF contains embedded high-resolution charts (capacity heatmap and timeline graphs) that match the on-screen visuals
Handle Large Data Exports
Given the forecast dataset contains over 1,000 entries When the user initiates an export in either format Then the system processes the request without performance degradation, completes within 30 seconds, and ensures file integrity
Access Export via API
Given an authenticated API request to /exportForecast with valid format and date range parameters When the API call is made Then the service responds with a 200 status and a temporary download link to the report; If parameters are invalid, responds with 400 and an error message

Capacity Comparator

Allows users to run head-to-head comparisons of up to three ‘what-if’ scenarios, displaying side-by-side metrics on utilization, deadlines, and risk factors. Decision-makers can quickly pinpoint the optimal staffing model for upcoming phases.

Requirements

Scenario Definition Manager
"As a project manager, I want to define and manage multiple staffing scenarios so that I can compare different resource allocations without altering live project data."
Description

Module enabling users to create, edit, save, and delete up to three what-if staffing scenarios, including assigning team members, project phases, and timelines. It integrates with existing project and team data, ensures consistency, and allows scenario metadata labeling, improving workflow planning flexibility.

Acceptance Criteria
Creating a New Staffing Scenario
Given the user has fewer than three saved scenarios, when they input a unique scenario name, assign at least one team member, select project phases and define timelines, and click 'Save', then the scenario is successfully created, appears in the scenario list, and the total saved scenarios count increases by one.
Editing an Existing Scenario
Given a scenario exists in the scenario list, when the user clicks 'Edit', modifies team assignments, project phases, or timeline durations, and clicks 'Save', then the updated scenario reflects the changes in the list and is used in subsequent capacity comparisons.
Deleting a Scenario
Given at least one scenario is present, when the user clicks the 'Delete' icon on a scenario and confirms the action, then the scenario is removed from the list, the total count decreases by one, and any associated data is cleared from memory.
Saving Scenario Metadata
Given the user adds or edits a scenario's name, description, or labels, when they click 'Save Metadata', then the metadata fields update accordingly and persist on page reload or return, displaying correctly in the scenario overview.
Integrating Scenario with Project and Team Data
Given the project and team databases are up to date, when the user assigns team members or selects project phases from dropdowns during scenario creation or editing, then the options list only shows valid and active entries, and selections persist when saving.
Comparative Metrics Dashboard
"As an agency owner, I want to view scenario metrics side-by-side so that I can quickly evaluate which staffing model minimizes risk and meets deadlines."
Description

Interactive dashboard presenting side-by-side comparison of key metrics (utilization rates, deadlines, risk scores) across scenarios. Includes sortable tables, color-coded indicators, and filters for quick identification of optimal staffing models and potential bottlenecks.

Acceptance Criteria
Side-by-Side Comparison of Three What-If Scenarios
Given the Comparative Metrics Dashboard is displayed and three scenarios are selected When the dashboard loads Then three panels appear side by side, each showing utilization rates, deadlines, and risk scores for its scenario
Sortable Utilization Table Columns
Given the metrics table is visible When the user clicks the utilization column header Then table rows reorder by utilization descending and toggle to ascending on a second click
Color-Coded Risk Indicators
Given scenarios display varying risk scores When the risk score exceeds predefined thresholds Then cells color-code: red for high-risk, yellow for medium-risk, and green for low-risk
Filtering Scenarios by Deadline Proximity
Given multiple scenarios are loaded When the user applies a filter for deadlines within the next two weeks Then only scenarios with deadlines in that range appear in the comparison view
Identifying Optimal Staffing Model
Given the side-by-side comparison is visible When the user clicks the 'Optimal Model' button Then the scenario with the highest balanced utilization and lowest risk for upcoming deadlines is highlighted
Custom Metric Configuration
"As a resource planner, I want to customize which metrics are compared so that the analysis reflects my team's unique performance indicators and priorities."
Description

Feature allowing users to select, weight, and customize which metrics (e.g., utilization thresholds, deadline buffers, risk tolerance factors) to include in the side-by-side comparison. Ensures relevant factors align with organizational priorities and supports dynamic decision-making.

Acceptance Criteria
Access Custom Metric Configuration Interface
Given a logged-in user on the Capacity Comparator feature When the user navigates to Custom Metric Configuration Then the system displays all available metrics with default weights and customization options
Assign and Adjust Metric Weights
Given the Custom Metric Configuration interface is displayed When the user adjusts weight values for selected metrics and confirms changes Then the system updates the weights in real time and visually reflects the adjustments
Persist Metric Selections and Weights
Given a user has configured metric selections and weights When the user saves the configuration and later revisits the configuration screen Then the previously selected metrics and weight values are loaded accurately
Apply Custom Configuration to Scenario Comparison
Given a saved custom metric configuration When the user runs a ‘what-if’ scenario comparison Then the system applies the user’s custom weights and metrics, and displays updated utilization, deadlines, and risk factors accordingly
Handle Invalid Metric Configuration Inputs
Given the user inputs invalid values (e.g., negative weights or non-numeric entries) When the user attempts to save the configuration Then the system prevents the action, displays appropriate error messages, and highlights the erroneous fields
Real-time Data Synchronization
"As a project manager, I want scenario comparisons to display real-time data so that my decisions are based on the most current team workloads and project statuses."
Description

Mechanism ensuring scenario comparisons pull the latest project, task, and team workload data in real time. Incorporates live updates and alerts conflicts to maintain accuracy and prevent stale data from skewing decision-making.

Acceptance Criteria
Live Update on Scenario Initiation
Given the user opens the Capacity Comparator, when they initiate a scenario comparison, then the system fetches and displays the latest project, task, and workload data in real time with timestamps no older than 5 seconds.
Conflict Alert During Data Sync
Given background data changes occur during comparison, when a data conflict is detected, then the system alerts the user within 2 seconds, highlights conflicting entries, and pauses the comparison until resolved.
Seamless Scenario Refresh
Given the user requests a manual refresh while viewing comparison results, when they click the refresh button, then the comparison metrics update within 3 seconds reflecting current data without closing or reloading the view.
Scheduled Interval Data Polling
Given the comparator remains open for more than 5 minutes, when the 60-second polling interval triggers, then the system automatically refreshes changed data elements without a full page reload and highlights updated metrics.
Offline Mode Handling
Given the user's connection drops during real-time sync, when connectivity is lost, then the system displays an 'Offline' indicator, queues user actions, and resumes synchronization automatically within 5 seconds of reconnection.
Scenario Export and Sharing
"As an agency director, I want to export and share scenario comparison reports so that stakeholders can review and provide feedback outside the application."
Description

Capability to export scenario comparisons and visual dashboards to PDF, Excel, or shareable links. Supports collaborative review, stakeholder presentations, and import of comments back into the system for feedback and iteration.

Acceptance Criteria
Exporting Scenario Comparison as PDF
Given a user has selected a completed capacity comparator scenario When they choose 'Export to PDF' Then the system generates a PDF file containing all side-by-side metrics, charts, and annotations at 300dpi resolution And the file name includes the scenario name and export date
Exporting Scenario Data to Excel
Given a user has prepared multiple 'what-if' scenarios When they select 'Export to Excel' Then the system downloads an .xlsx file with separate sheets for summary metrics, detailed task-level data, and visual heatmap data And column headers match the on-screen labels
Generating a Shareable Link for Scenario Dashboard
Given a user has finalized a scenario comparison When they click 'Generate Shareable Link' Then the system creates a unique, permission-controlled URL valid for 30 days And accessing the link displays an interactive, read-only version of the dashboard with all visual elements intact
Importing Stakeholder Feedback into the System
Given stakeholders have added comments via a shared link When the user clicks 'Import Comments' Then the system ingests all feedback, associates each comment with its related metric or visual element And flags any duplicate comments while preserving timestamp and author information
Collaborative Presentation Package Export
Given a user needs to present scenario comparisons to stakeholders When they choose 'Export Presentation Package' Then the system generates a single export containing PDF dashboards, the original Excel data, and a summary report with embedded comments And the package is delivered as a compressed .zip file

Predictive Risk Pulse

Utilizes historical performance data and machine learning to assign a risk score to each simulated scenario. Managers receive clear alerts on high-risk configurations, empowering them to mitigate bottlenecks before they materialize.

Requirements

Data Integration Module
"As a project manager, I want to automatically import and prepare historical performance data so that the predictive risk model has reliable inputs to generate accurate risk scores."
Description

Implement a module that automatically ingests, validates, and preprocesses historical project performance data from multiple sources (timesheets, task logs, CRM, etc.) to feed the predictive model. It should normalize and clean data, handle missing entries, and ensure data consistency for accurate risk scoring.

Acceptance Criteria
Automated Ingestion of Timesheet Data
Given valid timesheet files are available in the designated SFTP folder When the data integration job runs Then all records from the files are ingested into the staging database within 10 minutes without errors
Validation of Task Log Entries
Given task log entries containing invalid or out-of-range timestamps When the validation module processes these entries Then invalid entries are rejected, detailed error messages are logged, and valid entries proceed to preprocessing
Handling Missing Data in Source Records
Given source data records with missing required fields When the preprocessing step executes Then missing numeric fields are imputed with zero or a predefined default, missing categorical fields are tagged as 'Unknown', and imputation actions are logged
Normalization of CRM Data Formats
Given CRM data containing inconsistent date formats and casing variances When normalization runs Then all dates are converted to ISO-8601 format, text fields are title-cased, and normalized records match the target schema
End-to-End Data Consistency Check
Given a complete data integration pipeline execution When the final data consistency check completes Then source record counts equal staging record counts, no duplicate entries exist, and referential integrity constraints are satisfied
Risk Score Calculation Engine
"As a digital agency owner, I want to generate a risk score for every resource assignment scenario so that I can identify potential project bottlenecks before they occur."
Description

Develop the core engine that applies machine learning algorithms to processed historical data and current resource allocations to compute a risk score for each simulated scenario. The engine must be modular, scalable, and support retraining with new data to continuously improve accuracy.

Acceptance Criteria
Real-Time Risk Score Computation
Given valid historical performance data and current resource allocation inputs, when the engine executes a risk computation, then it returns a numeric risk score between 0 and 100 within 2 seconds; and logs the input and output parameters.
Modular Algorithm Swap
Given a new machine learning algorithm module is uploaded, when the engine initializes, then it loads the new module without system downtime, validates compatibility, and confirms successful deployment via version metadata; with response time degradation not exceeding 10%.
Continuous Retraining Process
Given a retraining dataset containing at least six months of updated historical data, when the retraining job is triggered, then the engine completes retraining within one hour, updates model version information, and achieves equal or improved precision and recall compared to the previous model.
High-Risk Configuration Alert
Given a scenario calculation yields a risk score above 80, when the risk score is generated, then the system flags the scenario as high risk, sends an alert containing scenario ID, risk score, and top three contributing variables to the project manager within 60 seconds.
Scalability Under Load
Given 100 concurrent scenario computations, when the engine processes them, then the average response time per computation remains below 5 seconds, error rate is less than or equal to 1%, and overall CPU utilization stays under 75%.
Scenario Simulation Interface
"As a project manager, I want to simulate different team assignment scenarios in real time so that I can explore options and choose the lowest-risk configuration."
Description

Design an interactive UI component where managers can create and modify what-if scenarios—adjusting team allocations, deadlines, and task priorities—and view real-time recalculated risk scores for each scenario. The interface should be intuitive and support drag-and-drop for resource adjustments.

Acceptance Criteria
Team Allocation Adjustment via Drag-and-Drop
Given a loaded scenario simulation, when the manager drags a resource from one team bucket to another, then the UI immediately updates allocation percentages, recalculates and displays the new risk score within 2 seconds, and highlights any over-allocated resources.
Task Deadline Modification Reflects Risk Change
Given a task exists in the scenario, when the manager changes its deadline using the date picker, then the timeline view updates accordingly, the risk score recalculates within 2 seconds, and the updated score is reflected in the risk summary widget.
Task Priority Change Triggers Recalculation
Given tasks are listed in the scenario view, when the manager selects a different priority level for any task from the dropdown, then the system recalculates the risk score in real time and adjusts any visual indicators (e.g., color codes) for high-risk tasks.
New What-If Scenario Creation
Given the simulation dashboard, when the manager clicks 'New Scenario', then a blank scenario is created with default allocations and tasks, the interface prompts for a scenario name, and shows an initial risk score placeholder.
Real-Time Risk Score Visualization
Given any modification to allocations, deadlines, or priorities, when the change is made, then the risk score widget updates within 2 seconds, displaying both numeric and color-coded risk levels with appropriate tooltips explaining the score.
Alert Notification System
"As a project manager, I want to receive immediate alerts when a scenario becomes high risk so that I can take timely actions to reassign tasks or adjust schedules."
Description

Build a notification system that triggers alerts when a scenario’s risk score exceeds configurable thresholds. Alerts should be delivered via in-app notifications, email, or Slack integration, and include details on high-risk factors and suggested mitigations.

Acceptance Criteria
Threshold Exceeded In-App Notification
Given a scenario’s risk score exceeds the user’s configured threshold When the user is active in the Pulseboard web application Then an in-app notification must appear immediately displaying the risk score, top three high-risk factors, and a list of suggested mitigation actions
Threshold Exceeded Email Notification
Given a scenario’s risk score exceeds the user’s configured threshold When the user has a valid email address on file and email notifications enabled Then an email must be sent within 2 minutes containing the risk score, detailed high-risk factors, and recommended mitigations
Threshold Exceeded Slack Notification
Given the user has integrated Pulseboard with a Slack workspace and specified a target channel When a scenario’s risk score exceeds the configured threshold Then a message must be posted to the specified Slack channel within 2 minutes including the risk score, key risk contributors, and mitigation suggestions
Custom Threshold Configuration Persistence
Given a user updates their risk threshold value in their profile settings When the user saves the new threshold Then the system must persist the new threshold and apply it immediately to all subsequent risk score evaluations
Accurate Risk Detail in Alerts
Given an alert is triggered for a high-risk scenario When the notification (in-app, email, or Slack) is generated Then the risk score and high-risk factor details must exactly match the latest ML model output and list the top three contributors
Inclusion of Suggested Mitigations
Given a high-risk alert is generated When notifications are delivered via any channel Then each notification must include at least one actionable mitigation recommendation based on the ML-driven risk analysis
Threshold Configuration Panel
"As an agency owner, I want to configure risk threshold levels and notification rules so that alerts align with our team’s risk tolerance and workflow."
Description

Provide a settings panel where users can define custom risk thresholds, alert preferences, and notification channels. It should allow setting multiple threshold levels (e.g., low, medium, high) and map each to specific notification methods and escalation rules.

Acceptance Criteria
Configuring Multiple Threshold Levels
Given the user opens the Threshold Configuration Panel, When the user adds three distinct threshold levels named Low, Medium, and High with numeric values 30, 60, and 90 respectively, Then each level is saved and displayed correctly in the panel with the assigned names and values.
Assigning Notification Channels
Given a defined threshold level, When the user selects Email and SMS as the notification channels for that level and clicks Save, Then the panel stores these channel preferences and dispatches a test notification to both channels successfully.
Setting Escalation Rules
Given a threshold level configured for High risk, When the user defines an escalation rule to notify the project manager after 15 minutes if the threshold remains breached and saves the rule, Then the escalation rule is persisted and visible under the threshold’s escalation settings.
Editing and Saving Threshold Configurations
Given existing threshold configurations in the panel, When the user edits the label of the Medium threshold to ‘Moderate’ and updates its value from 60 to 65, Then the changes are saved and retained after the panel is refreshed.
Validating Input Constraints
Given the user inputs invalid values (e.g., negative numbers or non-numeric characters) for threshold levels, When the user attempts to save, Then the panel displays inline error messages indicating valid value ranges and prevents saving until all errors are corrected.

Optimized Outcome Analyzer

Provides an automated recommendation engine that suggests the ideal staffing adjustments based on simulation results. By weighing project priorities and individual strengths, it delivers tailored action plans to achieve maximum efficiency and on-time delivery.

Requirements

Simulation Data Integration
"As a project manager, I want real-time project and resource data integrated into the simulation engine so that I can trust the accuracy of staffing recommendations."
Description

The Optimized Outcome Analyzer must integrate real-time project data, team capacity, skill profiles, and historical performance metrics to feed the simulation engine. This functionality ensures that simulations are based on accurate and up-to-date information, improving the reliability of recommendations. It seamlessly connects with existing project management modules, automatically syncing relevant data without manual intervention.

Acceptance Criteria
Real-time Project Data Sync
Given the simulation engine is idle When a project is updated in the project management module Then the updated project data (task IDs, deadlines, dependencies) is automatically pushed to the simulation engine within 30 seconds And the simulation engine acknowledges receipt with a status code 200
Team Capacity Data Integration
Given team member workloads are updated in the capacity heatmap module When capacity data changes Then the simulation engine retrieves the updated capacity values every minute without manual trigger And the retrieved values match the source data exactly
Skill Profile Import
Given a new skill profile is added or modified in the HR database When the automated synchronization process runs Then the simulation engine reflects the updated skill levels and specialties for each team member within 5 minutes And any mismatches or missing fields are logged as errors
Historical Performance Metrics Sync
Given the performance database contains new completed project metrics When the simulation engine requests historical performance data Then it receives metrics (completion times, quality scores, resource utilization) in the predefined JSON schema And all required fields are present with values within expected ranges
Automated Data Reconciliation
Given discrepancies are detected between source project data and simulation data When the reconciliation process runs Then the system resolves differences by updating simulation data to match the source of truth And records all reconciliation actions in the audit log within 1 minute
Outcome Simulation Engine
"As a digital agency owner, I want to simulate different staffing scenarios so that I can identify the configuration that maximizes on-time delivery and utilization."
Description

Implement a high-performance simulation engine capable of running multiple resource allocation scenarios in parallel based on project priorities and individual competencies. The engine should support configurable simulation parameters, produce detailed outcome metrics, and integrate with the recommendation algorithm to evaluate efficiency and delivery dates.

Acceptance Criteria
Parallel Simulation Execution
Given multiple resource allocation scenarios are defined and simulation parameters are loaded When the engine is triggered to run simulations Then the engine executes all scenarios in parallel and completes each within the defined performance threshold (e.g., under 30 seconds per scenario)
Configurable Simulation Parameters
Given a user configures custom simulation parameters (e.g., iteration count, priority weights, competency thresholds) When the simulation is initiated Then the engine applies the provided parameters and includes them in the simulation metadata of the outcome report
Detailed Outcome Metrics Generation
Given a simulation completes successfully When results are processed Then the engine produces a JSON report containing resource utilization percentages, projected delivery dates, efficiency scores, and applied simulation assumptions
Integration with Recommendation Algorithm
Given simulation outcome metrics are available When the recommendation module is invoked Then it receives the metrics and generates tailored staffing adjustment recommendations within 5 seconds, providing at least one action plan per project priority level
Scenario Failure Handling and Logging
Given an error occurs during simulation execution When the error is encountered Then the engine logs a detailed error message to the centralized logging system, returns a graceful failure status, and does not crash the application
Recommendation Algorithm
"As a team lead, I want automated staffing recommendations based on simulation results so that I can quickly implement the best resource allocation strategy."
Description

Develop an intelligent algorithm that analyzes simulation results and recommends optimal staffing adjustments. It should weigh factors such as project urgency, skill fit, workload balance, and employee preferences to generate a ranked list of actionable staffing changes. This capability enhances decision-making by providing data-driven recommendations.

Acceptance Criteria
High Priority Project Reallocation
Given a simulation result showing a high-urgency project with projected delay > 2 days, when the recommendation algorithm runs, then it must suggest at least one staffing adjustment that reduces the projected delay by ≥1 day, and return the recommendation within 5 seconds.
Skill Match Optimization
Given a simulation result for tasks requiring a specific skillset, when the algorithm generates recommendations, then every recommended resource must have a skill proficiency rating ≥7 for the required skill, and the recommendation must include the skill match score.
Workload Balance Across Team
Given current utilization data showing one or more team members at >100% utilization, when the algorithm runs, then it must propose reassigning at least 10% of tasks from overutilized members to underutilized members (utilization <80%), and display before-and-after utilization percentages for each affected member.
Employee Preference Consideration
Given stored employee preference profiles, when generating staffing recommendations, then the algorithm must assign tasks such that each recommended match has a preference alignment score ≥70%, and include the preference alignment score in the recommendation output.
Combined Factors Recommendation Ranking
Given simulation results, when the algorithm compiles its recommendations, then it must output a ranked list sorted by composite recommendation score calculated as 50% project urgency, 30% skill fit, and 20% workload balance, and the top recommendation must have a composite score ≥0.7.
Actionable Insights Dashboard
"As a project manager, I want a dashboard displaying recommended staffing changes and outcome projections so that I can review and adjust plans before implementation."
Description

Design an interactive dashboard that visualizes recommended staffing adjustments, simulation metrics, and projected outcomes. The dashboard should allow stakeholders to explore recommendations, compare scenario results, and approve or modify action plans. It must integrate with the capacity heatmap for seamless user experience.

Acceptance Criteria
Display Recommended Staffing Adjustments
When a simulation completes, the dashboard displays a list of recommended staffing adjustments, including roles, team members, and percentage change, with no missing data and sorted by impact.
Scenario Comparison View
The dashboard allows selection of two or more simulation runs and displays side-by-side metrics and delta charts, updating graphs within 2 seconds of selection.
Action Plan Approval Workflow
Stakeholders can approve or reject recommendations; approvals trigger notifications to project managers and are logged with user ID and timestamp in the activity feed.
Interactive Action Plan Modification
Users can modify recommended assignments via drag-and-drop; system validates changes against capacity constraints and updates projected outcome metrics in real time.
Heatmap Integration Sync
Approved staffing adjustments automatically update the capacity heatmap view within the dashboard without a page reload, reflecting new workloads with accurate color coding.
Staffing Plan Export
"As a project manager, I want to export the recommended staffing plan to share with my team so that everyone is aligned on new assignments."
Description

Provide an export feature that generates detailed staffing action plans in multiple formats (e.g., PDF, CSV) for distribution and implementation. The export should include recommended role assignments, timelines, and impact analysis, ensuring clear communication with stakeholders and team members.

Acceptance Criteria
PDF Export Generation
Given a finalized staffing plan, when the user selects “Export” and chooses “PDF”, then the system generates and prompts download of a PDF file within 5 seconds containing recommended role assignments, project timelines, and impact analysis tables.
CSV Export Generation
Given a finalized staffing plan, when the user selects “Export” and chooses “CSV”, then the system generates and prompts download of a comma-separated CSV file within 5 seconds with columns: Role, Team Member, Project, Start Date, End Date, Impact Score.
Export Content Completeness
Given a staffing plan with multiple projects and roles, when an export is performed, then the exported file includes entries for every role assignment, timeline data, and impact analysis for all projects, matching 100% of the data displayed in the UI.
Branding and Formatting
Given a PDF export, then the file must include the company logo on the first-page header, use corporate colors for headings, include a title page with export date, and display page numbers in the footer.
Export Error Handling
Given a network or server error during export, when the user initiates export, then the system displays a clear error message indicating failure and suggested actions, and does not download any corrupt or incomplete file.

Bottleneck Blueprint

Visualize recurring workload choke points across projects with an interactive timeline. By mapping historical bottlenecks, managers can quickly identify when and where capacity issues consistently arise, enabling proactive allocation of resources to prevent future slowdowns.

Requirements

Historical Bottleneck Data Aggregation
"As a project manager, I want access to a consolidated history of capacity choke points so that I can recognize recurring patterns and make data-driven allocation decisions."
Description

Implement a backend process that collects, normalizes, and stores historical workload and task completion timestamps across all projects. This requirement involves designing scalable data pipelines that extract capacity usage metrics, map them to project phases, and archive bottleneck occurrences. The aggregated data will power analytics for trend detection and enable managers to identify recurring slowdowns. Integration with Pulseboard’s existing data warehouse ensures consistency and facilitates real-time query performance.

Acceptance Criteria
Scheduled Data Extraction from Project Tasks
Given the backend scheduler runs at the configured interval, When the extraction pipeline executes, Then workload and task completion data from all active projects are retrieved without data loss or duplication.
Normalization of Task Completion Timestamps
Given raw task completion timestamps from multiple time zones, When normalization logic is applied, Then all timestamps are converted to UTC and formatted consistently according to ISO 8601.
Mapping Capacity Metrics to Project Phases
Given normalized workload metrics and project phase definitions, When the mapping process runs, Then each metric is accurately associated with its corresponding project phase and stored in the intermediate dataset.
Storage and Indexing in Data Warehouse
Given the aggregated bottleneck dataset, When data is written to the existing data warehouse, Then tables are updated within SLA and indexed on project ID, phase, and timestamp to support efficient queries.
Real-Time Query Performance Verification
Given the data warehouse with newly ingested historical bottleneck data, When a query retrieves capacity metrics for a six-month period, Then average response time is under 500ms with results matching source data.
Interactive Timeline Visualization
"As a digital agency owner, I want an interactive timeline of past bottlenecks so that I can quickly pinpoint when and where capacity issues occurred."
Description

Develop a front-end component that renders an interactive timeline chart overlaying project phases with visual markers for historical bottlenecks. Users can zoom in, pan through dates, and hover over markers to view detailed metadata such as project name, team involved, and delay duration. Built using a responsive charting library, this feature will seamlessly integrate into the Bottleneck Blueprint view, preserving Pulseboard’s UI conventions and offering intuitive controls for both high-level and granular analysis.

Acceptance Criteria
Timeline Zoom and Pan Interaction
Given the timeline component is loaded, when the user drags to pan or uses zoom controls, then the displayed date range updates smoothly, markers reposition correctly, and performance remains under 200ms per interaction.
Bottleneck Marker Tooltip Display
Given historical bottleneck markers are present, when the user hovers over a marker, then a tooltip appears showing the project name, involved team, and delay duration, and disappears when the cursor moves away.
Responsive Behavior on Mobile and Desktop
Given various viewport sizes, when the user resizes the browser or accesses the timeline on mobile, then the chart adjusts layout, maintains readability of labels, and all interactive controls remain accessible without horizontal scrolling.
Accurate Rendering of Historical Bottlenecks
Given the data source provides timestamps and durations for each bottleneck, when the timeline renders, then each marker is plotted at the correct date position with color and size matching its duration category, and the total number of markers matches the dataset.
UI Style Consistency and Theming
Given Pulseboard’s design specifications, when the timeline is rendered, then all elements (axes, markers, tooltips, controls) conform to the defined color palette, font styles, and spacing guidelines, with no visual regression compared to the UI library standards.
Bottleneck Pattern Analytics
"As a resource planner, I want to see patterns of frequent bottlenecks so that I can adjust staffing and timelines before delays occur."
Description

Integrate machine learning analytics that process historical bottleneck data to identify recurring patterns based on project type, team composition, and time intervals. Provide summary statistics such as frequency, average delay length, and impact score. Expose the analytics via a dashboard widget within Bottleneck Blueprint, allowing managers to filter patterns by project attributes and receive insights on systemic issues, thus enabling proactive planning.

Acceptance Criteria
Historical Bottleneck Pattern Identification
Given the system has ingested at least six months of historical bottleneck data, when the analytics engine executes, then it identifies recurring bottleneck patterns by project type, team composition, and time interval with at least two occurrences per pattern.
Pattern Filtering by Project Attributes
Given the dashboard widget is displayed, when a manager applies filters for project attributes (e.g., project type, client, team size), then only the bottleneck patterns matching the selected attributes are shown.
Summary Statistics Computation
Given recurring bottleneck patterns are identified, when summary statistics are generated, then the system calculates and displays the correct frequency, average delay length (in days), and impact score (normalized 0–100) for each pattern.
Dashboard Widget Display and Interaction
Given analytics data is available, when the manager opens the Bottleneck Blueprint widget, then an interactive timeline displays pattern occurrences, and hovering over a pattern shows pattern details while clicking a pattern filters the timeline to that pattern’s data.
Proactive Planning Recommendation Generation
Given a specific bottleneck pattern is selected, when the manager requests mitigation insights, then the system generates resource reallocation recommendations based on historical resolution success rates and projected team capacity.
Proactive Resource Suggestion Engine
"As a project manager, I want system-generated resource suggestions so that I can proactively adjust team assignments and prevent upcoming bottlenecks."
Description

Create a recommendation engine that suggests optimal resource reassignments when a future bottleneck is projected. The engine will leverage historical patterns, current team availability, and skill profiles to rank potential staff reassignments. Integrate this feature into the Bottleneck Blueprint interface, presenting suggestions in a side panel with rationale and impact estimates. Users can accept or modify recommendations, streamlining decision-making and reducing manual workload balancing.

Acceptance Criteria
Projected Bottleneck Detection
Given historical workload and project deadline data, when a future date is projected to exceed 90% team utilization, then the system automatically triggers a bottleneck recommendation event.
Recommendation Ranking by Skill Match
Given a projected bottleneck, when fetching available team members, then the engine ranks and displays candidates in descending order of skill-profile match percentage.
Side Panel Display of Suggestions
When recommendations are generated, then the Bottleneck Blueprint interface displays them in a side panel showing staff name, suggested assignment dates, rationale summary, and estimated impact on utilization.
User Acceptance and Modification
Given displayed recommendations, when the user clicks ‘Accept’, then the suggested reassignment is applied; or when the user modifies staff or dates and confirms, then the updated assignment is applied.
Impact Estimation Accuracy
Given a proposed resource reassignment, when calculating post-assignment metrics, then the system provides revised utilization and project completion estimates within ±1 day of actual performance.
Custom Report Exporter
"As an operations director, I want to export detailed bottleneck reports so that I can share insights with stakeholders and archive project performance metrics."
Description

Enable users to export bottleneck timeline data and analytics into customizable reports in CSV and PDF formats. This requirement includes building an export module that respects applied date ranges, filters, and chart configurations. Reports will include visual snapshots of the timeline, detailed tables of bottleneck events, and summary analytics. Integration with Pulseboard’s existing export service ensures security, consistent branding, and delivery via email or direct download.

Acceptance Criteria
Export Data with Specified Date Range
Given the user has applied a date range filter on the bottleneck timeline, when the user selects "Export CSV", then the exported CSV file contains only data within the selected date range. And the CSV file includes column headers matching the fields displayed in the UI (Project Name, Bottleneck Start, Bottleneck End, Duration). And the file name follows the format "Pulseboard_Bottleneck_Report_{StartDate}_{EndDate}.csv".
Generate PDF with Visual Timeline Snapshot
Given the user configures chart settings (colors, grouping), when the user selects "Export PDF", then the PDF includes a high-resolution snapshot of the timeline reflecting those settings. And the PDF includes a title page with report parameters (date range, filters applied). And the PDF pagination and formatting adhere to Pulseboard branding standards.
Email Delivery of Custom Report
Given the user chooses the "Email Report" option, when the user confirms the recipient email address, then the system sends an email with the report attached in the selected format (CSV or PDF). And the email subject and body follow the standard template with placeholders filled correctly. And the email is delivered within 2 minutes of the request and generates a success notification in the UI.
Apply Filters to Report Export
Given the user applies project and team filters on the Bottleneck Blueprint, when exporting, then the exported file only includes events matching the selected projects and teams. And the number of rows in the exported table matches the filtered dataset count displayed in the UI.
Ensure Export Security and Access Control
Given a user without export permissions attempts to export, when the user clicks the export button, then the system prevents the export and displays an "Insufficient permissions" error. And no file is generated or sent. And an audit log entry is created for the denied export attempt with user ID and timestamp.
Real-Time Alerts and Notifications
"As a team lead, I want to receive real-time alerts about potential bottlenecks so that I can take corrective action before deadlines are missed."
Description

Implement a notification service that monitors projected capacity strains and historical bottleneck triggers, sending real-time alerts via email, in-app notifications, or Slack when patterns indicate imminent risk. Configure thresholds based on team utilization rates and bottleneck frequency. Provide a settings panel for users to customize alert channels, severity levels, and notification schedules, ensuring proactive awareness and timely intervention.

Acceptance Criteria
Imminent Capacity Overload Email Alert
Given team utilization exceeds the configured threshold for the selected team, when the system detects utilization > threshold for 2 consecutive hours, then an email notification is delivered within 1 minute to all users with 'Receive Email Alerts' enabled.
In-App Notification for Bottleneck Recurrence
Given the system identifies that a specific project has exceeded its capacity threshold in at least 2 of the last 4 reporting periods, when the next reporting period begins, then an in-app notification appears on the dashboard within 5 seconds for users with 'In-App Alerts' enabled, highlighting the project and historical recurrence.
Slack Alert for High Severity Events
Given the alert severity level is set to 'High' and the system detects a threshold breach, when the breach occurs, then a Slack message is posted to the configured channel within 30 seconds containing the team name, utilization percentage, and a link to the capacity heatmap.
Customized Alert Scheduling
Given a user configures alert active hours between 09:00 and 17:00 on weekdays, when a threshold breach occurs outside these hours, then no notifications are sent, and when a breach occurs within these hours, all enabled notifications are triggered according to channel and severity settings.
Alert Settings Persistence Across Sessions
Given a user updates their alert channels, severity levels, and schedules in the settings panel, when the user logs out and logs back in, then the previously saved settings persist and are applied to subsequent alerts without requiring reconfiguration.

Peak Predictor

Leverage advanced time-series analysis to forecast upcoming workload surges based on past trends. This feature alerts teams to anticipated high-demand periods, allowing them to adjust staffing levels in advance and maintain seamless project delivery.

Requirements

Historical Workload Data Aggregation
"As a project manager, I want the system to automatically collect and standardize historical workload data so that I can rely on accurate past trends for future workload predictions."
Description

Implement a robust data ingestion pipeline that consolidates past project workload metrics, including task durations, resource allocations, and utilization rates, from both Pulseboard and integrated third-party systems. This pipeline should clean, normalize, and store data in a time-series database optimized for efficient querying and analysis, ensuring historical trends are accurately captured and readily accessible for forecasting.

Acceptance Criteria
Consolidation of Pulseboard Metrics Scenario
Given historical project data exists in Pulseboard, when the ingestion pipeline runs, then it retrieves workload metrics including task durations, resource allocations, and utilization rates for all projects within the specified time range without data loss.
Ingestion from Third-Party Integrations Scenario
Given valid credentials and API endpoints are configured for each third-party system, when the ingestion pipeline executes, then it fetches workload metrics from all integrated systems and generates a success log entry for each completed fetch operation.
Data Cleaning and Normalization Scenario
Given raw dataset records with inconsistent timestamp formats, unit representations, or duplicate entries, when the pipeline processes the data, then it standardizes all timestamps to UTC ISO 8601 format, converts resource allocation units to percentage values, and removes duplicate records based on project ID and task ID.
Time-Series Storage and Query Optimization Scenario
Given cleaned workload data, when the pipeline writes records to the time-series database, then each record is stored with proper time indices and metadata tags, and a query retrieving utilization metrics for a single resource over a 30-day window returns results within 500 milliseconds.
Error Handling and Retry Mechanism Scenario
Given transient network or API failures during data ingestion, when an ingestion error occurs, then the pipeline retries the failed request up to three times with exponential backoff intervals and logs a detailed error message after the final failed attempt.
Time-Series Forecasting Engine
"As a digital agency owner, I want the system to forecast workload surges based on past trends so that I can adjust staffing proactively and avoid bottlenecks."
Description

Develop and integrate an advanced forecasting engine powered by proven time-series analysis techniques (e.g., ARIMA, Prophet, or LSTM models) to analyze historical workload data and generate precise predictions of upcoming resource demand. The engine should support configurable forecasting horizons, confidence intervals, and automatic retraining to adapt to evolving workload patterns.

Acceptance Criteria
Historical Data Ingestion Validation
Given historical workload data is provided, when the forecasting engine ingests the data, then it should successfully process all records without errors and handle missing or erroneous entries by applying predefined cleaning rules.
Configurable Forecasting Horizon
Given a user selects a forecasting horizon of N weeks, when the engine runs the forecast, then it should generate predictions exactly N weeks into the future matching the configured parameter.
Forecast Accuracy Threshold
Given the forecasting model has generated predictions for the past month, when comparing predicted values to actual workload, then the mean absolute percentage error (MAPE) must be below 10%.
Confidence Interval Generation
Given the forecast results, when the engine computes confidence intervals, then it should display upper and lower bounds at the configured confidence level (e.g., 95%) and ensure intervals encompass at least 95% of actual workload fluctuations.
Automatic Model Retraining
Given new workload data is collected weekly, when a retraining schedule is reached, then the engine should automatically retrain the model using the latest data without manual intervention and validate the new model before deploying.
Forecast Results Integration
Given the engine produces forecasts, when the user views the Pulseboard dashboard, then the predicted workload should be displayed on the capacity heatmap and trigger alerts for surges exceeding predefined thresholds.
Alert Notification System
"As a team lead, I want to receive timely alerts about upcoming high-demand periods so that I can reassign tasks or hire additional help before deadlines are at risk."
Description

Create a notification module that automatically triggers alerts when forecasted workload peaks exceed predefined thresholds. Alerts should be configurable by channel (email, in-app, Slack) and severity, include contextual data such as expected peak dates and affected teams, and provide actionable recommendations to redistribute tasks or onboard temporary resources.

Acceptance Criteria
Configuration of Alert Channels and Severities
Given an admin user accesses the notification settings, when they select email, in-app, and Slack channels with severity set to High and save, then the system persists the settings and displays a confirmation message.
Automatic Triggering of Forecast Alerts
Given a forecasted workload peak exceeds the predefined threshold, when the time-series analysis runs at its scheduled interval, then alerts are automatically dispatched to all configured channels.
Contextual Data Inclusion in Alerts
Given an alert is generated, when it is sent, then the message includes the expected peak date range, affected team names, and projected resource utilization percentages.
Actionable Recommendations Provided
Given a triggered alert for a high-demand period, when the alert is delivered, then it includes at least two actionable recommendations for task redistribution or onboarding temporary resources.
Alert Delivery Confirmation and Audit Logging
Given alerts are sent through multiple channels, when delivery responses are received, then the system logs success or failure status for each channel and displays the audit log entry to the admin.
Interactive Forecast Visualization
"As a resource planner, I want to view projected workload peaks on an intuitive chart so that I can quickly understand potential bottlenecks and communicate them to stakeholders."
Description

Design and build an interactive dashboard component that visualizes forecasted workload trends alongside actual historical data. The visualization should include adjustable time ranges, confidence interval shading, drill-down by project or team, and clear markers for peak alerts. This interface should seamlessly integrate into Pulseboard’s existing capacity heatmap for unified resource planning.

Acceptance Criteria
Adjusting Forecast Time Range
Given the user views the forecast visualization, when the user selects a custom time range using the date picker, then the chart updates within 5 seconds to display forecasted and historical data for that range.
Confidence Interval Visibility
Given the forecast visualization is displayed, when the user toggles confidence interval shading on or off, then the shading for upper and lower bounds appears or disappears immediately without page reload.
Drilling Down by Project
Given multiple projects are present, when the user selects a specific project from the project filter dropdown, then the chart filters and displays only the historical and forecast data for that project.
Highlighting Peak Alerts
Given forecasted workload peaks exceed the predefined threshold, when the chart renders, then a distinct marker appears at each peak date with a tooltip displaying the alert message and timestamp.
Integration with Capacity Heatmap
Given the capacity heatmap is visible, when the forecast visualization is enabled, then the forecast overlay aligns precisely with the heatmap time axis and updates in sync when time ranges change.
Forecast Accuracy Monitoring and Tuning
"As a data analyst, I want to monitor the accuracy of workload forecasts so that I can retrain models or fine-tune parameters to maintain prediction reliability."
Description

Implement a monitoring tool to track forecast performance over time by comparing predicted values against actual workloads. Include automated metrics (e.g., MAE, MAPE) and feedback loops that suggest model retraining or parameter adjustments when accuracy falls below acceptable thresholds. This ensures sustained reliability of workload predictions.

Acceptance Criteria
Initial Model Accuracy Assessment
When comparing the first 7 days of forecasts to the actual workloads, the system calculates MAE and MAPE for each day and ensures both metrics are within defined thresholds of MAE ≤ 5 workload units and MAPE ≤ 10% for each day.
Daily Forecast vs Actual Comparison Dashboard
Given the end of day, when users open the Forecast Performance dashboard, then the system displays yesterday’s forecast vs actual values and corresponding MAE and MAPE metrics, updated within 15 minutes of day-end.
Automated Alert for Accuracy Degradation
Given a rolling 30-day period, when the 30-day average MAE > 10 or 30-day average MAPE > 15%, then the system automatically sends an alert to the operations team within 30 minutes of metric calculation.
Scheduler-triggered Model Retraining Recommendation
When accuracy metrics fall below thresholds (MAE > 10 or MAPE > 15%) for 3 consecutive days, then the system suggests model retraining or parameter tuning via a notification in the admin interface and logs the recommendation in the audit trail.
Historical Accuracy Trend Reporting
Given a user selects a date range of at least 60 days, when generating the Accuracy Trend report, then the system plots daily MAE and MAPE values and highlights any periods where thresholds were exceeded, with report generation time under 5 seconds.

Shift Suggestion

Receive AI-driven recommendations for optimal task redistribution by analyzing historical load data. Shift Suggestion proposes specific team members or time slots to reallocate work, improving balance and reducing the risk of burnout without manual guesswork.

Requirements

Historical Load Data Integration
"As a project manager, I want Pulseboard to automatically aggregate and normalize historical workload data so that I can rely on accurate insights for AI-driven shift suggestions."
Description

Enable Pulseboard to automatically collect, normalize, and store historical team workload and project timeline data from past sprints and task logs. This integration ensures the AI engine has accurate, comprehensive input for generating reliable shift suggestions, reducing data silos and manual preprocessing.

Acceptance Criteria
Automated Historical Data Extraction
Given Pulseboard is connected to the project management tool API When a sprint ends or new task logs are available Then the system automatically fetches all historical task and sprint data without duplication
Data Normalization Verification
Given raw workload and timeline data from multiple sources When processed by the normalization engine Then all time entries are converted to hours and dates follow ISO 8601 format
Data Storage and Retrieval
Given normalized historical data When a user queries for past sprint workloads Then the system returns the correct dataset within 2 seconds and supports filter parameters
Data Completeness and Accuracy
Given stored historical records When validated against source logs Then match rate is at least 99% with no missing entries
Integration Error Handling
Given API or network failures during data ingestion When a fetch operation fails Then the system retries up to 3 times with exponential backoff and logs detailed error messages
AI-Powered Shift Suggestion Algorithm
"As a team lead, I want AI-driven shift suggestions based on workload patterns and team availability so that I can balance assignments and avoid bottlenecks."
Description

Develop and train a machine learning model that analyzes historical and current workload patterns to recommend optimal task reallocations and time slot adjustments. The algorithm should account for skill sets, availability, and workload balance, providing context-aware suggestions.

Acceptance Criteria
Balanced Workload Recommendation
Given a project with team members whose workloads vary by at least 20% above or below the team average, When the Shift Suggestion feature is invoked for the project, Then the algorithm generates a list of reassignments that bring each member's workload within ±10% of the team average, And the list contains at least one recommendation per overloaded member.
Skill and Availability Matching
Given an overloaded task requiring a specific skill set and at least four hours of work, When the Shift Suggestion algorithm processes current workloads and calendars, Then it recommends reassignments only to team members with the required skill set who have at least four free hours in the proposed time slot.
Real-time Update Adaptation
Given a new urgent task is added to the project, When Shift Suggestion is rerun within five minutes, Then the algorithm recalculates suggestions incorporating the new task and updates the recommendation list accordingly, And no stale suggestions are presented to the user.
Historical Overload Prevention
Given historical workload data shows a team member had over 70% capacity for three consecutive weeks, When generating Shift Suggestions, Then the algorithm deprioritizes assigning new tasks to that member until projected workload drops below 60%.
Post-implementation Effectiveness
Given the project manager applies the top three shift suggestions, When the team workload heatmap is refreshed, Then overall team utilization variance decreases compared to before applying the suggestions, And no new workload bottleneck emerges.
Suggestion Visualization and UI Integration
"As a digital agency owner, I want to see AI-generated shift suggestions visually overlayed on the team capacity heatmap so that I can quickly review and implement workload adjustments."
Description

Integrate shift suggestions into the Pulseboard UI through an interactive panel within the capacity heatmap. Users can preview recommendations, apply changes directly, or refine suggestions with filters such as skills, project priority, and time frames.

Acceptance Criteria
Suggestion Panel Visibility
Given the user navigates to the capacity heatmap, When the Shift Suggestion feature is enabled, Then an interactive suggestions panel is displayed adjacent to the heatmap without overlapping existing UI elements.
Filter Suggestions by Skill
Given the suggestions panel is open, When the user selects one or more skill filters, Then the panel updates to show only suggestions matching the selected skills within 2 seconds.
Apply Shift Suggestion
Given a suggestion is displayed in the panel, When the user clicks "Apply" on a suggestion, Then the suggested task reassignment is immediately reflected in the heatmap and the workload counts update accordingly.
Refine Suggestions by Project Priority
Given the suggestions panel is open, When the user applies a project priority filter, Then the panel recalculates and displays suggestions sorted by priority within 3 seconds.
Adjust Suggested Time Slot
Given a suggestion is displayed, When the user edits the proposed time slot and confirms, Then the adjusted schedule is saved and the heatmap timeline updates to reflect the new slot.
Suggestion Customization and Constraints Settings
"As a project manager, I want to customize shift suggestion parameters such as maximum hours per day and skill requirements so that I can ensure recommendations comply with our team's policies."
Description

Provide configurable parameters allowing users to define constraints and preferences for shift suggestions, including maximum daily hours, mandatory resource allocations, project deadlines, and team member skill proficiencies. These settings ensure suggestions align with operational policies.

Acceptance Criteria
Maximum Daily Hours Limit Enforcement
Given a team member's daily hours would exceed the defined limit When generating shift suggestions Then no suggestion should allocate hours beyond the maximum specified daily hours
Mandatory Resource Allocation Check
Given a task requires mandatory resources When generating shift suggestions Then all suggestions must include the user-defined mandatory resource allocations
Project Deadline Compliance
Given a project has an upcoming deadline When generating shift suggestions Then all suggested reallocations ensure tasks complete before the specified project deadline
Skill Proficiency Matching
Given tasks require specific skills When generating shift suggestions Then only team members meeting or exceeding the required skill proficiency are suggested
User Preference Persistence
Given a user updates constraint settings When saving the configuration Then preferences persist and are applied to all subsequent shift suggestions
Feedback Loop and Continuous Learning
"As a project manager, I want to provide feedback on shift suggestions so that the AI can learn from my decisions and improve recommendation quality."
Description

Implement a feedback mechanism where users can accept, modify, or reject AI recommendations, capturing feedback to refine the model over time. The system should log decision outcomes and adjust algorithm weights to improve future suggestion accuracy.

Acceptance Criteria
User Accepts AI Recommendation
Given a shift suggestion is presented, when the user selects “Accept” for the recommendation, then the task is reassigned according to the suggestion and an “Accepted” event with suggestion ID, user ID, and timestamp is logged.
User Modifies AI Recommendation
Given a shift suggestion is presented, when the user edits the recommended team member or time slot and confirms the changes, then the system applies the modified assignment, logs a “Modified” event with original and updated details, and updates the feedback record.
User Rejects AI Recommendation
Given a shift suggestion is presented, when the user selects “Reject” for the recommendation, then no reassignment occurs and a “Rejected” event with suggestion ID, user ID, and rejection reason (if provided) is logged.
System Logs Feedback Outcome
For every user decision (Accept, Modify, Reject), the system logs the action type, suggestion ID, user ID, timestamp, and any modification details, and ensures the log entry is retrievable via the feedback audit API.
Algorithm Weight Adjustment
After at least 20 feedback events are logged, when the overnight retraining process runs, then the model’s version number increments, new weight parameters are stored, and a confirmation of successful retraining with accuracy delta is recorded in the system log.

Pattern Pulse

Monitor dynamic workload pattern metrics through a simple, at-a-glance dashboard. Pattern Pulse highlights subtle shifts in team activity and stress signals over time, ensuring that emerging issues are caught early for timely intervention.

Requirements

Real-time Pattern Visualization
"As a project manager, I want to see real-time workload patterns on a dynamic dashboard so that I can quickly identify and address emerging issues."
Description

Implement an interactive dashboard that streams and displays workload pattern metrics in real time. This feature will provide immediate visibility into team activity shifts, enabling managers to spot bottlenecks as they emerge. By integrating with existing project and task data sources, the dashboard ensures accurate, up-to-the-second insights and supports drill-downs from overall trends to individual task loads.

Acceptance Criteria
Dashboard Initialization
Given the user navigates to the Pattern Pulse dashboard When the dashboard loads Then current workload pattern metrics are displayed within 5 seconds And no error messages are shown
Real-Time Metrics Streaming
Given active project tasks exist with updated workload data When the dashboard receives new data from integrated sources Then workload pattern metrics update in the dashboard within 2 seconds And visual indicators reflect the latest team activity levels
Data Integration Accuracy
Given tasks in the project management tool have updated statuses and workload values When the dashboard fetches data from the source API Then displayed metrics match source data with 100% accuracy And no missing or duplicated entries appear
Drill-Down to Individual Tasks
Given the dashboard displays aggregated team workload trends When the user clicks on a specific trend segment or heatmap cell Then the dashboard shows a detailed view of individual task loads Including task name, status, assigned team member, and time spent
Performance Under Load
Given the system handles 1000 concurrent active tasks When the user interacts with dashboard controls or filters Then the dashboard responds within 3 seconds And no UI freezes or frame drops occur
Threshold-based Alerting
"As a team lead, I want to receive alerts when workload stress signals exceed safe levels so that I can reassign tasks before my team becomes overburdened."
Description

Develop a configurable alert system that notifies stakeholders when workload metrics cross defined thresholds. Alerts can be delivered via email, in-app notifications, or Slack. This requirement ensures that subtle shifts in team stress or capacity are caught early, prompting timely interventions to rebalance assignments and prevent burnout.

Acceptance Criteria
Workload Surge Detection
Given the average team workload over the past 7 days exceeds the configured threshold, When the Pattern Pulse dashboard processes the data, Then an alert is triggered and sent via the user’s selected channels.
Individual Capacity Breach
Given an individual team member’s stress signal surpasses the defined threshold, When the system evaluates real-time metrics, Then a notification is delivered to their project manager highlighting the breach.
Slack Notification of Threshold Breach
Given threshold-based alerts are enabled for Slack, When a workload metric crosses its threshold, Then the system posts a formatted message to the configured Slack channel within 30 seconds.
Email Notification of Threshold Breach
Given threshold-based alerts are enabled for email delivery, When a workload metric crosses its threshold, Then the system sends a correctly formatted email to all subscribed stakeholders within five minutes.
Persistent Alert Configuration
Given a user updates threshold settings and notification channels, When the user saves the configuration, Then the modifications persist across sessions and are immediately applied to subsequent alert evaluations.
Historical Trend Analysis
"As an agency owner, I want to analyze historical workload trends so that I can plan resource allocation more effectively for future projects."
Description

Enable historical data analysis to visualize workload and stress trends over customizable time ranges. This will help identify recurring patterns, seasonality, and long-term capacity issues. Integration with data storage and retrieval systems will allow seamless queries and generation of comparative reports for informed decision-making.

Acceptance Criteria
Custom Time Range Selection
Given the user opens the Historical Trend Analysis dashboard When the user selects a start date and an end date within the date picker Then the dashboard displays workload and stress trend data for the exact selected time range
Recurring Pattern Identification
Given the user switches the view to a 12-month overview When the system processes the historical data Then recurring workload peaks and stress signals are automatically highlighted
Comparative Report Generation
Given the user requests a comparison between two distinct time periods When the user selects period A and period B Then the system generates a side-by-side report showing workload and stress metrics and percentage differences
Data Retrieval Performance
When the user selects any historical time range up to 24 months Then the dashboard loads the corresponding data and renders the trend visualization within 3 seconds
Export Historical Trend Data
Given the user clicks the 'Export' button for a displayed time range When the user selects PDF or CSV format Then the system exports the report containing workload and stress trend metrics for the chosen dates
Customizable Metric Filters
"As a project director, I want to filter workload metrics by project and role so that I can focus on the performance of specific teams and responsibilities."
Description

Provide users with the ability to filter and segment workload metrics by team, project, role, or time period. This requirement ensures that managers can tailor the Pattern Pulse view to their specific needs, focusing on the most relevant data subsets and enabling targeted analysis and interventions.

Acceptance Criteria
Team Filter Application
Given a user is on the Pattern Pulse dashboard, when the user selects a specific team from the filter dropdown, then only the workload metrics for that team are displayed and all other team data is excluded.
Role-Based Filter
Given a user selects a role filter, when the filter is applied, then the dashboard updates to show workload metrics exclusively for tasks assigned to that role.
Project Filter Persistence
Given a user applies a project filter and navigates to another page, when the user returns to the Pattern Pulse dashboard within the same session, then the previously selected project filter remains active.
Time Period Filter Range
Given a user chooses a custom date range filter, when the filter is applied, then the dashboard displays workload metrics aggregated only for activities within the selected start and end dates.
Multi-Filter Combination
Given a user applies filters for team, project, role, and time period simultaneously, when the filters are applied, then the dashboard correctly displays workload metrics that satisfy all selected filter criteria without errors.
Reset Filters
Given that one or more filters are active, when the user clicks the 'Reset Filters' button, then all filters are cleared and the dashboard returns to the default view showing all workload metrics.
Stress Signal Prediction
"As a resource manager, I want predictive insights into upcoming workload peaks so that I can allocate staff proactively and avoid last-minute bottlenecks."
Description

Incorporate machine learning algorithms to predict future workload stress signals based on historical and current data. This predictive feature will highlight potential high-stress periods before they occur, allowing proactive resource adjustments. The system will continuously refine its predictions as more data becomes available.

Acceptance Criteria
Weekly Stress Spike Prediction
Given at least four weeks of historical workload data and current project metrics available, when the Stress Signal Prediction runs for the upcoming week, then the system provides predicted stress signal values with a Mean Absolute Error (MAE) of ≤10% compared to actual stress signals.
Real-time Data Integration
Given new team workload data is ingested hourly, when the model retrains and generates updated predictions, then the dashboard reflects the new predicted stress signals within 30 minutes of data ingestion.
User-defined Alert Threshold
Given a project manager sets a stress signal threshold, when the predicted stress signal exceeds the configured threshold for any day in the forecast, then the system issues an alert notification and highlights the high-stress period on the Pattern Pulse dashboard within 5 minutes.
Continuous Model Improvement
Given weekly model retraining with the latest workload data, when the updated model is evaluated, then prediction accuracy metrics (MAE or RMSE) show no degradation from the previous version and ideally exhibit at least a 5% improvement over time.
Dashboard Visualization of Predictions
Given predicted stress signals are computed, when a user views the Pattern Pulse dashboard, then predicted values for the next seven days are displayed with confidence intervals and align with the latest model output.

Efficiency Echoes

Generate automated reports that compare productivity metrics across different timeframes. Efficiency Echoes surfaces top-performing periods and contextual factors, guiding managers on best practices and strategies to replicate success in future project phases.

Requirements

Historical Data Integration
"As a project manager, I want to automatically import past project metrics so that I can analyze performance trends without manual data entry."
Description

Connect Pulseboard to existing project management and time-tracking tools to fetch and consolidate historical productivity metrics across past projects. This requirement ensures comprehensive data availability by leveraging APIs for seamless data synchronization, enabling accurate trend analysis and reducing manual effort in data collection.

Acceptance Criteria
Successful Historical Data Fetch
Given valid API credentials are configured in Pulseboard; When the system executes the initial historical data sync for a specified date range; Then all relevant time-tracking records are retrieved, consolidated without errors, and the total record count matches the external tool’s data.
API Error Handling
Given expired or invalid API credentials; When Pulseboard attempts to fetch historical data; Then the system logs the error, displays a user-friendly notification, and does not process any incomplete data.
Data Mapping Accuracy
Given incoming data fields from the external tool; When the system maps these fields to Pulseboard’s schema; Then each field (user ID, project ID, hours logged, date) is correctly transformed, validated, and stored, with no mismatches or missing values.
Incremental Sync Performance
Given a backlog of new historical records (>=10,000 entries); When the incremental sync runs; Then the process completes within 5 minutes and resource usage remains below 80% CPU and 70% memory.
User-Triggered Data Refresh
Given a user initiates a manual refresh; When the user clicks 'Refresh Historical Data'; Then the system queues the sync job, provides real-time progress feedback, and completes the update successfully within acceptable performance thresholds.
Automated Report Generation
"As a digital agency owner, I want the system to automatically generate productivity comparison reports so that I can review performance without manual effort."
Description

Implement functionality to automatically generate productivity comparison reports on a scheduled basis or on-demand. These reports should include visual charts and tables comparing key metrics across selected timeframes, reducing manual workload and ensuring timely insights.

Acceptance Criteria
Scheduled Report Generation
Given a weekly schedule is configured for report generation When the scheduled time occurs Then the system automatically generates a productivity comparison report comparing the past week’s metrics to the previous week within 5 minutes and makes it available in the Reports section
On-Demand Report Request
Given a user selects two timeframes and clicks ‘Generate Report’ When the request is submitted Then the system generates and displays a productivity comparison report within 1 minute containing visual charts and tables for the selected periods
Data Integrity Verification
Given data is recorded in time tracking and task modules When a report is generated Then all tasks and time entries within the selected timeframes are accurately reflected in the report’s charts and tables with no missing or duplicated entries
Chart and Table Rendering
Given a generated report When the report is displayed Then all visual charts (bar, line, pie) and tables render correctly, are fully labeled, and adapt responsively to various screen sizes without distortion
Report Export Functionality
Given a completed report When the user selects ‘Export to PDF’ or ‘Export to CSV’ Then the system downloads the report in the chosen format within 10 seconds, matching the on-screen content including charts and tables
Report Notification Delivery
Given a scheduled or on-demand report generation completes When the report is ready or fails Then the system sends a notification email to the requesting user with a link to the report or an error description within 2 minutes of completion
Contextual Factor Analysis
"As a project manager, I want to see which contextual factors led to higher productivity so that I can replicate those conditions in future phases."
Description

Analyze and correlate external contextual factors such as team size, project type, client industry, and deadlines with performance data. Surface insights about which factors contributed to high or low productivity periods, guiding managers on replicable success conditions.

Acceptance Criteria
Assess Team Size Influence on Productivity
Given historical performance metrics and team size data for a selected period When the system runs contextual factor analysis Then it displays a correlation coefficient and variance chart showing productivity differences across team sizes
Evaluate Project Type Correlation with Performance
Given categorized project types and corresponding performance scores When the user requests analysis for a specific project type Then the system presents a ranked list of project types by average productivity and highlights significant outliers
Analyze Client Industry Impact on Efficiency
Given performance records and client industry classifications When contextual factor analysis is executed Then the report identifies industries with above-average and below-average productivity and provides contextual notes on observed trends
Determine Deadline Pressure Effects
Given deadlines and actual completion times for past projects When the analysis is performed Then it generates a chart correlating deadline tightness with delivery timeliness and flags periods of deadline-related delays
Aggregate Contextual Insights Report
Given multiple contextual factors (team size, project type, client industry, deadlines) When the system compiles the overall analysis Then it produces a consolidated report summarizing top three factors driving high productivity and bottom three factors associated with low productivity
Customizable Timeframe Comparison
"As a project manager, I want to compare productivity between custom date ranges so that I can identify trends relevant to different project phases."
Description

Allow users to select and compare arbitrary date ranges (e.g., weekly, monthly, quarterly, or custom periods) side by side. Provide dynamic controls for timeframe selection and automatic recalculation of metrics to support flexible analysis.

Acceptance Criteria
Comparing Two Custom Date Ranges
Given a user has selected two non-overlapping custom date ranges (Range A and Range B) When the user clicks 'Compare' Then the system displays metrics for Range A and Range B side by side, including total hours, tasks completed, and utilization percentage
Switching Predefined Timeframes
Given a user opens the timeframe selector When the user switches from a custom range to a predefined weekly or monthly view Then the system automatically recalculates and displays the metrics for the selected predefined period
Invalid Date Range Selection Handling
Given a user selects a start date that is after the end date When the user attempts to apply the selection Then the system prevents the action and displays an inline error message indicating the date range is invalid
Real-time Metric Recalculation Upon Date Change
Given a user is viewing the comparison of two date ranges When the user modifies either start or end date in one of the ranges Then the system instantly recalculates and updates the displayed metrics without requiring a full page reload
Persisting Timeframe Selections Across Sessions
Given a user has selected and compared two custom date ranges When the user navigates away and later returns to the comparison view Then the system restores the previous date range selections and corresponding metrics automatically
Report Delivery and Notification
"As a digital agency owner, I want to receive automated notifications when reports are ready so that I can promptly review insights and address issues."
Description

Enable automated delivery of generated reports via email and Slack notifications. Include configurable alerts for significant productivity changes or achievements, ensuring stakeholders receive timely updates and can act on insights promptly.

Acceptance Criteria
Email Delivery of Efficiency Echoes Reports
Given a user has configured email recipients for Efficiency Echoes reports, When the system finishes generating the report, Then an email with the report attached is sent to all configured recipients within 5 minutes.
Slack Notification for Significant Productivity Changes
Given a Slack channel webhook is configured and a productivity change exceeds the defined threshold, When the report is generated, Then a notification with a summary of the change and a link to the full report is posted to the Slack channel immediately.
Configurable Alert for Productivity Achievements
Given managers have set up achievement milestones in the settings, When a reporting period meets or exceeds a milestone, Then the system triggers both email and Slack alerts detailing the achievement.
Retry Delivery on Failure
Given a delivery attempt (email or Slack) fails due to a transient error, When the retry limit has not been reached, Then the system retries delivery up to 3 times with exponential backoff and logs each attempt.
Delivery Audit Logging
Given any report delivery action (success or failure), When the action completes, Then an entry is recorded in the audit log with the timestamp, delivery channel, recipients list, and delivery status.

BulkShift

Select and drag multiple tasks simultaneously across teams or time slots, eliminating repetitive reassignments and drastically reducing manual effort for batch workload adjustments.

Requirements

Multi-Task Selection
"As a project manager, I want to select multiple tasks at once so that I can apply bulk changes without repeatedly handling each task individually."
Description

Enable users to select multiple tasks simultaneously within the capacity heatmap by clicking, shift-clicking, or drawing a selection box. This functionality allows for efficient batch operations, reducing the need for repetitive individual selections and improving the speed of workload adjustments.

Acceptance Criteria
Shift-Click Multi-Select
Given the capacity heatmap displays a list of tasks, when the user clicks on Task A, holds Shift, and clicks on Task D, then all tasks between A and D inclusive are highlighted and added to the current selection.
Drag-Box Multi-Select
Given multiple tasks are displayed in the heatmap grid, when the user clicks and drags to draw a rectangular selection box over tasks B, C, and E, then those tasks are highlighted as selected and all non-overlapped tasks remain unselected.
Control-Click Add/Remove Selection
Given a set of selected tasks exists, when the user holds Ctrl (Cmd on Mac) and clicks on Task F not currently selected, then Task F is added to the selection; if clicked again while selected, Task F is removed from the selection.
Select All Visible Tasks
Given the heatmap shows a filter- or date-constrained set of tasks, when the user presses Ctrl+A (Cmd+A on Mac), then all currently visible tasks in the heatmap are selected.
Clear Task Selection
Given one or more tasks are selected, when the user clicks on an empty area of the heatmap or presses Esc, then all tasks are deselected and no task remains highlighted.
Group Drag-and-Drop Shift
"As a team lead, I want to move several tasks as a group so that I can quickly rebalance workloads across days or team members."
Description

Allow users to drag and drop a group of selected tasks together to new time slots or reassigned teams. The system should maintain relative offsets between tasks and provide real-time feedback on capacity changes.

Acceptance Criteria
Dragging Multiple Tasks to a Future Time Slot
Given a user selects three tasks on May 10th and drags them to May 15th, When the user releases the drag action, Then all three tasks appear on May 15th–16th maintaining their original day-to-day offsets.
Reassigning Grouped Tasks Across Teams
Given a user selects four tasks assigned to Team A and drags them onto Team B’s column, When the drag-and-drop completes, Then all tasks are reassigned to Team B and removed from Team A’s workload.
Real-Time Capacity Feedback
Given a group drag operation is in progress, When the user hovers over a target time slot or team, Then the capacity heatmap updates instantly to reflect projected utilization changes in green for under-capacity or red for over-capacity.
Preserving Task Offsets
Given two tasks with a 2-day gap are selected and moved together, When dropped onto a new start date, Then the system preserves the 2-day gap between them in the new schedule.
Aborting Group Drag Operation
Given a user initiates a group drag but presses the Escape key before dropping, When the key is detected, Then the drag operation cancels and all tasks return to their original positions.
Conflict Detection and Resolution
"As a resource manager, I want to be alerted to conflicts when I bulk shift tasks so that I can resolve issues before updating the schedule."
Description

Automatically detect scheduling or capacity conflicts when shifting multiple tasks and present suggested resolutions or require user confirmation. This prevents overbooking resources and ensures that capacity constraints are respected.

Acceptance Criteria
Conflict Detection on Multi-Task Drag Across Teams
Given a user selects multiple tasks from one team and drags them into a time slot for another team When the shift completes Then the system highlights any time slot where total allocated hours exceed available capacity
User Confirmation for Overbooking Scenarios
Given the system detects conflicts after a bulk shift attempt When the user clicks the 'Confirm Shift' button Then the system displays a confirmation dialog listing each conflicting task with details and options to 'Auto-Resolve' or 'Cancel Shift'
Auto-Resolution Suggestion for Capacity Conflicts
Given the user selects 'Auto-Resolve' in the conflict dialog When the system processes the request Then it suggests reassigning tasks to available time slots or teams that satisfy capacity constraints and presents the suggestions for user approval
Preventing Shifts Without Capacity
Given a user attempts to finalize a bulk shift in an overbooked schedule When no resolution option is applied Then the 'Shift' action is disabled and an error message indicates which tasks exceed capacity and why
Visual Indicators of Conflict Status
Given conflicts exist after a bulk shift When the user views the interactive heatmap Then tasks involved in conflicts are marked with a conflict icon and tooltip explaining the reason for the conflict
Cross-Team Permission Controls
"As an operations administrator, I want to restrict bulk shifting of tasks to authorized users so that sensitive project assignments remain protected."
Description

Implement permission checks to ensure users can only bulk shift tasks for teams or projects they have access to. Role-based restrictions must be enforced during multi-task operations to maintain data security and organizational policies.

Acceptance Criteria
Authorized Bulk Shift Within Single Team
Given a user with BulkShift permission for Team A When they select three tasks belonging solely to Team A and drag them to the next week Then all three tasks are moved to the new week and a success notification is displayed
Authorized Bulk Shift Across Multiple Teams
Given a user with BulkShift permission for Teams A and B When they select two tasks from Team A and two tasks from Team B and perform a bulk shift to a new time slot Then all four tasks are relocated accordingly and a consolidated success message is shown
Unauthorized Bulk Shift from Restricted Team
Given a user without BulkShift permission for Team C When they attempt to select and drag tasks belonging to Team C Then the system blocks the action, no tasks are moved, and an "Insufficient permissions" error is displayed
Mixed-Authorization Bulk Shift Attempt
Given a user with BulkShift permission for Team A but not Team C When they select tasks from both Team A and Team C and initiate a bulk shift Then only tasks from Team A are moved, tasks from Team C remain unchanged, and an error is shown for the restricted tasks
Bulk Shift with Project-Level Access Restriction
Given a user with read-only access to Project X When they select multiple tasks from Project X and attempt a bulk shift Then the system prohibits the shift, retains the tasks in place, and logs the permission denial
Undo/Redo Bulk Actions
"As a project manager, I want to undo or redo my bulk shifts so that I can correct mistakes without redoing all my selections."
Description

Provide undo and redo capabilities for bulk shift operations, allowing users to revert or reapply changes easily. Each bulk action should be tracked as a single operation in the action history.

Acceptance Criteria
Undo Last Bulk Shift Operation
Given a user has performed a bulk shift of 5 tasks When the user clicks the 'Undo' button within the action history panel Then all 5 tasks are returned to their original teams and time slots And the action is marked as 'undone' in the history log
Redo Reverted Bulk Shift
Given a user has just undone a bulk shift action When the user clicks the 'Redo' button next to that action in the history panel Then the previously undone tasks are reassigned again to the teams and time slots from the original bulk shift And the action status updates to 'redone' in the history log
Sequential Undo/Redo Operations
Given multiple bulk shift actions have been performed in sequence When the user clicks 'Undo' repeatedly Then each bulk shift reverses in reverse order of execution And when the user clicks 'Redo' repeatedly Then each reversed action reapplies in the original order
Single Operation Tracking
Given a bulk shift operation moves multiple tasks When viewing the action history panel Then the entire bulk shift is listed as a single entry with a timestamp and task count And not broken into individual task moves
UI Feedback for Undo/Redo Actions
Given a user clicks 'Undo' or 'Redo' When the operation completes successfully Then a toast notification displays confirming 'Bulk shift undone' or 'Bulk shift redone' And the undo/redo buttons reflect the next available action (disabled if none)
Visual Preview Mode
"As a scheduler, I want to preview where my tasks will move before applying changes so that I can verify correctness and avoid errors."
Description

Offer a visual preview overlay that shows where selected tasks will land before confirming the bulk shift. Highlight capacity utilization changes and potential conflicts in the preview.

Acceptance Criteria
Task Destination Accuracy Preview
Given tasks are selected When the user drags them in Visual Preview Mode Then the overlay accurately displays each task thumbnail in its intended destination slot matching final placement
Capacity Utilization Overview
Given multiple tasks are previewed for shift When the overlay is displayed Then the heatmap highlights before-and-after capacity utilization changes per resource with color-coding for increases, decreases, or overloads
Conflict Identification Alert
Given a preview causes over-allocation or dependency violation When the overlay is rendered Then conflicting tasks or time slots are clearly marked with a visible warning icon and tooltip explaining the conflict
Preview Confirmation Interaction
Given the user reviews the preview overlay When the user clicks the confirm button Then the tasks are shifted in the schedule exactly as shown and the preview overlay closes
Preview Cancellation Handling
Given the user is viewing a preview overlay When the user clicks the cancel button Then no schedule changes are applied and the overlay is dismissed returning to the original view

SmartSwap

Leverages AI to recommend optimal task exchanges based on team members’ skills, availability, and deadlines, ensuring balanced workloads and accelerating decision-making.

Requirements

AI Task Analysis Engine
"As a project manager, I want the system to analyze team workloads and skillsets to surface optimal task exchanges so that I can balance assignments quickly without manual planning."
Description

Automatically analyze current tasks, team skill profiles, availability, and deadlines using machine learning algorithms to identify workload imbalances and potential swap opportunities. Ingest data from Pulseboard’s capacity heatmap, skill databases, and project timelines, process in real time, and surface optimal exchange candidates. This functionality improves workload distribution, reduces bottlenecks, and enhances decision-making efficiency.

Acceptance Criteria
Real-Time Workload Imbalance Detection
Given tasks load and skill profiles are ingested When the engine runs analysis in real time Then any team member with >20% deviation from average utilization is flagged as over or underutilized
Optimal Task Swap Recommendation Generation
Given workload imbalance is identified When the AI engine processes available swaps Then it recommends at least three swap options ranked by minimal skill gap and deadline compliance
Integration with Capacity Heatmap Data
Given updated capacity heatmap data is available When the AI engine ingests this data Then processing latency does not exceed 5 seconds and heatmap reflects recommended swaps
Deadline Compliance Assurance
Given tasks have varying deadlines When swap recommendations are generated Then no recommended swap leads to any task missing its deadline
User Confirmation Workflow
Given recommended swaps are presented in UI When a user selects a swap Then tasks are reassigned and current workloads update instantly across dashboards
Skills Matrix Integration
"As a resource manager, I want all team skills profiles to be integrated and synced automatically so that AI recommendations use the most current expertise data."
Description

Integrate with existing skills databases or allow manual skill tagging to maintain a comprehensive skills matrix for all team members. Support bi-directional syncing with HR systems or CSV imports to ensure up-to-date proficiency levels, certifications, and domain expertise. Accurate, current data improves AI recommendation precision and streamlines profile management.

Acceptance Criteria
Initial CSV Skill Matrix Import
Given an admin uploads a CSV file containing user IDs and associated skill levels When the import process completes without validation errors Then the system updates the skills matrix to include all competencies from the file And displays a summary report indicating counts of new, updated, and rejected records.
HR System Bi-directional Sync Setup
Given credentials for the external HR system are provided When a sync is initiated Then the system retrieves skill data from HR and updates local records And pushes any local changes back to the HR system without data loss.
Manual Skill Tagging Workflow
Given a project manager views a team member profile When they add or modify skill tags through the UI Then the changes are saved immediately And the updated skill set is reflected in AI recommendation calculations.
Real-time Skill Update Propagation
Given a certification level is updated in the HR system When the bi-directional sync runs Then the updated proficiency appears in the Pulseboard interface within five minutes And triggers an AI recommendation refresh.
Conflict Resolution for Skill Data Discrepancies
Given a skill level differs between HR data and manual entry When the conflict resolution routine runs Then the system prompts an admin to choose the correct value And logs the decision for audit purposes.
Swap Recommendation Interface
"As a digital agency owner, I want a clear interface showing AI-recommended task swaps so that I can review and apply them instantly to optimize workloads."
Description

Provide an intuitive UI component within Pulseboard that displays ranked swap recommendations, including details on participants, affected tasks, and expected impact on workload balance. Enable filtering by skill, deadline proximity, and team, and support one-click acceptance or rejection of suggestions with real-time heatmap updates. This feature accelerates decision-making and boosts user adoption.

Acceptance Criteria
Ranked Swap Recommendation Display
Given the user opens the SmartSwap panel When the system fetches swap options Then recommendations are displayed in descending order of expected workload improvement with task details, participants, and impact scores visible
Filter Recommendations by Skill, Deadline, and Team
Given a list of swap recommendations When the user applies filters by skill, deadline proximity, or team Then only recommendations matching all selected filters are shown and the count updates dynamically
One-Click Acceptance of Swap
Given a displayed recommendation When the user clicks Accept Then the swap is executed automatically, the assignment updates, and a confirmation message appears within 2 seconds
One-Click Rejection of Swap
Given a displayed recommendation When the user clicks Reject Then the recommendation is removed from the list and a notification confirms rejection within 2 seconds
Real-Time Heatmap Update After Decision
Given a swap is accepted or rejected When the operation completes Then the capacity heatmap reflects the updated workload distribution across all team members in real time
Override & Feedback Mechanism
"As a team lead, I want to provide feedback on AI suggestions so that the system improves over time and aligns with our actual needs."
Description

Implement functionality for users to override AI-generated swap suggestions and provide feedback on each recommendation. Capture ratings, comments, or alternative swap choices, and feed this data back into the learning model to fine-tune future recommendations. A continuous feedback loop enhances AI precision and fosters user trust.

Acceptance Criteria
User Overrides AI Swap Suggestion
Given an AI-generated swap suggestion is displayed, When the user selects 'Override' and assigns an alternative team member, Then the system should accept the override, update the task assignment immediately, and record the override action in the feedback log.
User Provides Rating and Comment on Suggestion
Given a swap suggestion has been applied or overridden, When the user rates the suggestion and submits comments, Then the rating and comment should be saved, displayed in the suggestion history, and queued for model retraining.
Feedback Loop Feeds into Learning Model
Given feedback entries exist in the feedback log, When scheduled retraining runs, Then the model should ingest new feedback data and adjust future suggestions accordingly, with a version update timestamp recorded.
User Provides Alternative Swap Choices
Given an AI suggestion is presented, When the user selects 'Suggest Alternatives' and chooses from recommended alternatives, Then the system should record the chosen alternative, update the assignment, and include this feedback in the model dataset.
UI Displays Feedback Submission Status
Given the user submits feedback or an override, When the submission is successful, Then the UI should display a confirmation message and disable further edits for that suggestion.
Real-time Notification System
"As a project manager, I want to receive timely notifications about swap recommendations so that I don’t miss opportunities to adjust workloads promptly."
Description

Deliver real-time notifications via in-app alerts, email, or Slack when new swap recommendations are available or actions are required. Include summary details and quick-action links to review or apply swaps, respecting user preferences and do-not-disturb settings. Timely alerts ensure managers stay informed and can act swiftly to balance workloads.

Acceptance Criteria
In-App New Swap Recommendation Alert
Given the AI generates a new swap recommendation, when the manager is actively using Pulseboard, then an in-app notification appears within 5 seconds containing a concise summary of the recommendation and two quick-action buttons labeled ‘Review’ and ‘Apply’
Email Notification for Swap Recommendation
Given email notifications are enabled and the manager has opted in, when a new swap recommendation is generated, then an email is delivered within 10 seconds with a clear subject line, a summary of the swap details, and a direct link to apply or review the recommendation
Slack Notification for Swap Recommendation
Given Slack integration is configured and notifications are enabled, when a new swap recommendation is available, then a Slack message is posted to the manager’s selected channel within 15 seconds, containing the recommendation summary and an actionable button linking back to the swap review interface
Respect Do-Not-Disturb Settings
Given the manager’s do-not-disturb schedule is active, when a swap recommendation is generated, then notifications are suppressed until the schedule ends and are delivered in batch within 5 minutes after do-not-disturb ends
Quick-Action Link Functionality
Given a notification includes an ‘Apply’ quick-action link, when the manager clicks the link, then the swap is executed in the system within 5 seconds, the capacity heatmap updates to reflect the change, and a confirmation message is displayed

Snapback

Offers instant undo/redo functionality for any drag-and-drop action on the board, giving users confidence to experiment and quickly correct accidental moves without losing progress.

Requirements

Action History Management
"As a project manager, I want the system to record my drag-and-drop actions so that I can reverse or reapply them with accuracy."
Description

Record each drag-and-drop action on the board in a chronological stack, capturing necessary metadata (source, target, timestamp) for every move to ensure accurate state restoration during undo and redo operations.

Acceptance Criteria
Single Drag Action Logging
Given a user drags an item from one list to another When the drag action completes Then the system records an action history entry that includes source ID, target ID, and timestamp And the history stack pointer is incremented
Undo Last Drag Action
Given the history stack has at least one action When the user clicks 'undo' Then the system reverts the most recent drag action And the history stack pointer moves back by one And the reverted item's position matches the source of that action
Redo After Undo
Given the user has undone one or more actions and there are redoable actions When the user clicks 'redo' Then the system reapplies the next action in the history stack And the history stack pointer moves forward by one And the item's position matches the target of that action
History Persistence Across Sessions
Given a user performs multiple drag actions and then reloads the page When the application initializes Then the history stack is restored from persistent storage And the history entries reflect all previous actions in chronological order
History Limit Enforcement
Given the history stack exceeds the maximum allowed size (e.g., 100 entries) When a new action is recorded Then the oldest action entry is removed to maintain the limit And the total number of entries does not exceed the maximum
Multi-level Undo Functionality
"As a project manager, I want to undo my last board rearrangements so that I can correct mistakes quickly without losing other work."
Description

Provide an undo function that reverts one or more drag-and-drop actions in reverse chronological order, updating the board state instantly without a full page refresh.

Acceptance Criteria
Single action undo via Snapback control
Given a user drags Task A to Column B, when the user clicks Undo once, then Task A returns to its original position in Column A immediately without a full page reload.
Multi-level sequential undos via Snapback control
Given a user performs three consecutive drag-and-drop actions, when the user clicks Undo three times, then each action reverts in reverse chronological order, restoring the board to its initial state immediately without a full page reload.
No-op undo when action history is empty
Given a user with no prior drag-and-drop actions, when the user clicks Undo, then the board state remains unchanged and no error or notification is displayed.
Instantaneous board state refresh on undo
Given a user triggers an undo action, then the board re-renders and reflects the reverted state within 200 milliseconds without performing a full page refresh.
Preservation of task metadata on undo
Given a user moves a task with associated metadata (e.g., due date, labels) via drag-and-drop, when the user clicks Undo, then both the task’s position and its metadata revert to their exact pre-move values immediately.
Multi-level Redo Functionality
"As a project manager, I want to redo actions I have undone so that I can restore moves I mistakenly reversed."
Description

Provide a redo function that reapplies previously undone drag-and-drop actions in the correct sequence, ensuring the board state accurately reflects the intended series of moves.

Acceptance Criteria
Redo Last Undone Action
Given a user has undone a drag-and-drop action on the board When the user invokes the redo command Then the most recently undone action is reapplied and the board state updates to reflect that move
Redo Multiple Sequential Actions
Given a user has undone three drag-and-drop actions in sequence When the user invokes the redo command three times Then all three actions are reapplied in the original order, restoring the board to its state before the undos
Redo After Board Navigation
Given a user has undone an action and then navigated to a different board view When the user returns to the original board and invokes the redo command Then the previously undone action is reapplied correctly on the original board
Redo After Page Refresh
Given a user has undone an action and the page is refreshed When the user invokes the redo command after the refresh Then the last undone action is reapplied, ensuring board consistency across reloads
Redo With Memory Limit
Given the undo/redo stack has reached its maximum capacity and older actions have been dropped When the user attempts to redo an action beyond the retained history Then the system prevents the redo and displays a notification or disables the redo option
Undo/Redo UI Controls and Keyboard Shortcuts
"As a project manager, I want immediate access to undo and redo controls and shortcuts so that I can correct mistakes efficiently using my preferred interaction method."
Description

Integrate visible undo and redo buttons within the board interface and support common shortcuts (Ctrl+Z/Ctrl+Y) to trigger these actions, ensuring users can access the functionality through both UI and keyboard.

Acceptance Criteria
Undo Button Visible and Clickable
Given a user has performed at least one drag-and-drop on the board When the board is displayed Then an undo button is visible in the toolbar and is enabled
Redo Button Functionality
Given a user has undone an action using the undo control When the user clicks the redo button Then the previously undone drag-and-drop action is reapplied to the board
Keyboard Shortcut Undo Functionality
Given the user is focused on the board When the user presses Ctrl+Z (or Cmd+Z on Mac) Then the last drag-and-drop action is reversed
Keyboard Shortcut Redo Functionality
Given the user has just performed an undo via keyboard or UI When the user presses Ctrl+Y (or Cmd+Shift+Z on Mac) Then the undo action is reapplied as a redo
Undo/Redo State Persistence After Page Reload
Given the user has performed multiple undo and redo actions When the page is reloaded Then the undo/redo history is preserved and buttons and shortcuts continue to apply actions in sequence
Performance Optimization for Snapback
"As a project manager, I want instant feedback when I undo or redo actions so that my workflow remains fluid and uninterrupted."
Description

Ensure that undo and redo operations execute in under 200 milliseconds for boards with up to 500 tasks by optimizing data structures and minimizing re-render cycles to maintain a smooth user experience.

Acceptance Criteria
Undo Operation on Full-Capacity Board
Given a board containing 500 tasks, when the user triggers an undo action after a drag-and-drop, then the board state reverts to the previous configuration within 200 milliseconds; the task positions match exactly; and no visual artifacts or UI freezes occur.
Redo Operation after Multiple Undos
Given a board with 500 tasks where the user has performed three consecutive undos, when the user issues a redo command, then the immediate next action is reapplied within 200 milliseconds; the task returns to its post-move position; and overall board rendering remains smooth.
Rapid Sequential Drag-and-Drop Undos
Given a user rapidly performing five drag-and-drop operations on different tasks, when the user consecutively undoes each action, then each undo completes in under 200 milliseconds; the sequence of task states correctly follows reverse chronological order; and there is no backlog or delay accumulation.
Mixed Undo and Redo Sequence Under Load
Given a board populated with 500 tasks, when the user alternates between undo and redo five times, then each action executes in under 200 milliseconds; the final board state matches the expected result of the sequence; and CPU usage does not exceed defined performance thresholds.
Performance Monitoring and Alerting
Given a production environment with live user boards, when an undo or redo takes longer than 200 milliseconds, then a performance log entry is created with timestamp and task count; and an alert is sent to the monitoring dashboard within five seconds.
Persistent Action History Storage
"As a project manager, I want my undo history to persist after logging out so that I can revert changes even after returning to the board later."
Description

Persist the action history to server-side storage so that undo and redo stacks are maintained across user sessions and device reloads, allowing recovery of recent board changes after interruptions.

Acceptance Criteria
Page Reload Recovery
After performing multiple drag-and-drop actions, when the user reloads the board page, the undo and redo stacks are retrieved from server storage and reflect the exact pre-reload state.
Cross-Device Session Continuation
When a user logs into Pulseboard on a different device, the action history persisted on the server correctly populates the undo/redo stacks, allowing users to undo or redo actions performed on the original device.
Multi-Step Undo After Session Restart
If a user closes the browser and later reopens the board, the user can perform multiple consecutive undo operations up to the last 50 actions stored on the server.
Redo Functionality Post-Rehydration
Following a session restore from server-side storage, the redo stack is available and allows users to redo actions that were undone prior to the session interruption.
Graceful Handling of Corrupted History
When the persisted action history on the server is missing or corrupted, the application falls back to an empty history without errors, and informs the user that no undo/redo history is available.

PriorityPin

Allows managers to pin critical or high-priority tasks to the top of the QuickShift board, keeping the most urgent items in focus during reassignment and preventing them from being overlooked.

Requirements

Pin Task to Top
"As a project manager, I want to pin critical tasks to the top of the QuickShift board so that they are never overlooked during sprint planning and task reassignment."
Description

Enable managers to pin selected tasks so that they appear at the top of the QuickShift board across all views and sessions, ensuring critical tasks remain visible during team planning and reassignment.

Acceptance Criteria
Manager pins an urgent task during QuickShift session
Given a manager clicks the pin icon on a task, When the action completes, Then the task is immediately displayed at the top of the QuickShift board
Pinned tasks persist across user sessions
Given a task is pinned, When the manager logs out and logs back in, Then the task remains pinned at the top of the QuickShift board
Pinned tasks order remains at the top after page reload
Given one or more tasks are pinned, When the page is refreshed, Then all pinned tasks still appear at the top above unpinned tasks
Multiple tasks are pinned and maintain priority order
Given the manager pins several tasks in sequence, When all pins are applied, Then the tasks appear at the top in the order they were pinned
Unpinning a task restores default ordering
Given a pinned task, When the manager clicks the pin icon again, Then the task is unpinned and returns to the list position based on its original due date and priority
Unpin Task
"As a project manager, I want to unpin tasks when their urgency changes so that my board accurately reflects current priorities."
Description

Allow managers to remove tasks from the pinned list, restoring their position based on existing sorting rules, to maintain flexibility in reflecting changing priorities.

Acceptance Criteria
Unpinning a single pinned task from the QuickShift board
Given a manager has pinned Task A on the QuickShift board; When the manager clicks the 'Unpin' icon on Task A; Then Task A is removed from the pinned section and reappears in its correct position according to the board’s default sorting rules.
Unpinning multiple tasks simultaneously
Given a manager has pinned Tasks A and B; When the manager selects both tasks and clicks 'Unpin'; Then both tasks are removed from the pinned section and are repositioned correctly based on the board’s sorting logic.
Unpinning a task after its deadline changes
Given a manager has pinned Task A and later updates Task A’s deadline; When the manager unpins Task A; Then Task A is inserted back into the board sorted by its updated deadline and existing priority rules.
Persistence of unpin action across sessions
Given a manager unpins Task A; When the manager refreshes the browser or logs out and back in; Then Task A remains unpinned and retains its correct sorted position on the QuickShift board.
Audit trail logs unpin actions
Given a manager unpins any task; When the unpin action is completed; Then an audit log entry with user ID, timestamp, task ID, and action type 'unpin' is created and stored in the system.
Pinned Section UI Indicator
"As a team member, I want to easily identify pinned tasks at a glance so that I can focus on high-priority work immediately."
Description

Design a distinct ‘Pinned Tasks’ section at the top of the QuickShift board with clear visual cues—such as icons or color highlights—separating pinned items for instant recognition.

Acceptance Criteria
Pinned Tasks Section Visibility Upon Board Load
Given the QuickShift board is opened, When the page finishes loading, Then a distinct 'Pinned Tasks' section appears at the top of the board, separated by a header and visually distinct border.
Visual Differentiation of Pinned Tasks
Given tasks are pinned, When viewing the 'Pinned Tasks' section, Then each pinned task displays a pin icon and background highlight color distinct from unpinned tasks.
Reordering of Pinned Tasks
Given multiple tasks are pinned, When a manager reorders tasks within the 'Pinned Tasks' section via drag-and-drop, Then the tasks remain in the new order after the action.
Persistence of Pinned Tasks Across Sessions
Given a user pins tasks and reloads the QuickShift board, Then the same tasks appear in the 'Pinned Tasks' section in their previously set order.
Unpinning a Task Moves It Out of Pinned Section
Given a task is pinned, When a manager clicks the pin icon to unpin it, Then the task is removed from the 'Pinned Tasks' section and appears in its original position in the unpinned tasks list.
Pin Visibility Scope
"As a project manager, I want to decide whether my pinned tasks are visible only to me or to my team so that I can manage awareness of priorities."
Description

Support toggling between personal and team-wide pinned tasks, giving managers the choice to make pins visible only to themselves or to the entire team for coordinated prioritization.

Acceptance Criteria
Viewing Personal Pinned Tasks
Given a manager on the QuickShift board in default view When the manager selects the 'Personal' toggle Then only tasks pinned by the manager are displayed in the pinned section And tasks pinned by other users are hidden.
Viewing Team-wide Pinned Tasks
Given a manager on the QuickShift board When the manager selects the 'Team-wide' toggle Then all tasks with team-wide visibility are displayed in the pinned section And personal-only pinned tasks are hidden.
Setting Pin Visibility on Task Creation
Given a manager creating a new task pin When the manager selects the visibility option 'Personal' Then the pin is only visible in the manager's personal view and not in the team-wide view And if the manager selects 'Team-wide' then the pin appears in the team-wide view for all team members.
Permission Restriction for Team-wide Pins
Given a user without team pinning permission When the user attempts to select 'Team-wide' visibility Then the 'Team-wide' option is disabled And an informational tooltip explains insufficient permissions.
Persistence of Pin Visibility Preference
Given a manager has selected a visibility scope (Personal or Team-wide) When the manager refreshes the page or logs in again Then the previously selected visibility scope is preselected And the pinned tasks view matches the last selected scope.
Pin Notification Alerts
"As a team member, I want to receive notifications when tasks are pinned so that I know when to adjust my focus to high-priority assignments."
Description

Implement optional notification triggers for team members when tasks are pinned or unpinned, keeping stakeholders informed in real time about changes in task priority.

Acceptance Criteria
Pinning a task sends real-time notifications
Given a manager has pinned a task When the pin action is confirmed Then all assigned team members and stakeholders with notifications enabled receive an in-app notification within 5 seconds containing the task ID, title, and pin timestamp.
Unpinning a task sends real-time notifications
Given a manager has unpinned a previously pinned task When the unpin action is confirmed Then all assigned team members and stakeholders with notifications enabled receive an in-app notification within 5 seconds containing the task ID, title, and unpin timestamp.
User opts out of pin notification alerts
Given a user has disabled pin/unpin notification settings in their profile When a task is pinned or unpinned Then that user does not receive any in-app or email notification related to pin/unpin events.
Email notifications for pinned tasks
Given a user has enabled email notifications for pin alerts When a task is pinned Then the system sends an email within 1 minute containing the task details, the pinner’s name, and a link to the task on the board.
Batch pinning multiple tasks
Given a manager pins multiple tasks sequentially or in bulk When the bulk pin action completes Then each affected user receives separate in-app notifications for each task pinned, with a maximum delay of 5 seconds per notification.

TeamLens

Displays a real-time, contextual sidebar with each team’s current capacity and workload metrics alongside the QuickShift board, enabling informed reassignments by visualizing potential impact on team utilization.

Requirements

Real-Time Capacity Sync
"As a project manager, I want the TeamLens sidebar to update instantly when tasks are reassigned so that I always have accurate visibility into team capacity without needing to refresh the page."
Description

Implement continuous synchronization between the QuickShift board and the TeamLens sidebar, ensuring that each team’s capacity and workload metrics are updated in real time. This feature will leverage websocket connections or polling mechanisms to capture assignment changes instantly, providing users with up-to-the-second visibility into team utilization. By integrating seamlessly with the existing project data model, the sidebar will reflect hours assigned, available bandwidth, and task statuses without manual refresh, enabling project managers to make immediate, informed decisions.

Acceptance Criteria
Live Update on Task Assignment
Given a project manager assigns a task on the QuickShift board, when the assignment is saved, then the TeamLens sidebar reflects the updated hours assigned for the relevant team within 2 seconds.
Real-Time Bandwidth Changes
Given a user reassigns workload hours from one team to another, when the reassignment is confirmed, then the available bandwidth metrics for both teams update instantly without manual refresh.
Websocket Failover to Polling
Given the websocket connection between QuickShift and TeamLens is interrupted, when the interruption is detected, then the system automatically switches to polling every 5 seconds and continues to update capacity metrics.
Task Status Synchronization
Given a task status changes (e.g., from In Progress to Completed) on the QuickShift board, when the status update is applied, then the TeamLens sidebar immediately reflects the new task status and adjusts team capacity accordingly.
Concurrent Updates Conflict Resolution
Given simultaneous assignment changes by multiple users, when conflicting updates occur, then the system applies a last-write-wins policy and displays the final, conflict-resolved metrics in TeamLens within 2 seconds.
Impact Simulation
"As a digital agency owner, I want to preview how moving a task affects team workloads before applying the change so that I can optimize utilization without risking overbooking."
Description

Enable users to drag and drop tasks within the TeamLens sidebar to simulate reassignment impact on both source and destination teams’ utilization metrics. This interactive simulation will calculate projected capacity changes and highlight potential overstaffing or underutilization scenarios before committing changes. By providing visual indicators—such as colored bars and percentage shifts—users can evaluate multiple scenarios and choose the optimal resource distribution without altering live data until confirmation.

Acceptance Criteria
Simulate Task Reassignment Impact
Given a user drags a task from Team A to Team B in simulation mode When the task is dropped onto Team B’s capacity heatmap Then the sidebar updates projected utilization percentages for both Team A and Team B
Detect Overstaffing and Underutilization
Given a projected utilization above 100% When the simulation is updated Then the capacity bar is highlighted in red And a tooltip displays the percentage of overstaffing Given a projected utilization below 50% When the simulation is updated Then the capacity bar is highlighted in yellow And a tooltip displays the percentage of underutilization
Compare Multiple Scenarios
Given the user performs three separate drag-and-drop simulations When the user navigates between scenarios Then each scenario’s projected utilization metrics are preserved and displayed correctly
Require Confirmation to Commit Reassignments
Given the user completes a simulation and views projected changes When the user clicks the “Confirm” button Then the live data is updated with the new task assignment And all pending simulations are cleared without altering live data until confirmation
Accurate Utilization Calculation
Given tasks with varying effort estimates are reassigned in the simulation When the projected utilization is calculated Then the system uses each task’s estimated hours to compute capacity shifts And displays the utilization percentage rounded to one decimal place
Overcapacity Alerting
"As a project manager, I want to receive alerts when a team’s workload exceeds 80% so that I can proactively redistribute tasks and avoid burnout."
Description

Introduce threshold-based alerts in the TeamLens sidebar that notify users when a team’s assigned workload exceeds configurable capacity limits. Users can set warning and critical thresholds (e.g., 80% and 100% utilization), and the system will display color-coded badges, send in-app notifications, and optionally trigger email alerts. This requirement ensures that project managers are immediately aware of potential overloads, preventing staff burnout and missed deadlines.

Acceptance Criteria
Warning Threshold Breach Alert
Given a team's utilization surpasses the user-defined warning threshold (e.g., 80%), When the TeamLens sidebar is refreshed or updated, Then a yellow warning badge must appear next to the team's name indicating current utilization percentage.
Critical Threshold Exceeded Notification
Given a team's utilization meets or exceeds the critical threshold (e.g., 100%), When the system detects the threshold breach, Then a red critical badge must be displayed next to the team's name, and an in-app notification must be sent to the user.
Threshold Configuration Persistence
Given a user sets custom warning and critical threshold values in the TeamLens settings, When the user saves the settings, Then the thresholds must persist across sessions and be applied to all subsequent capacity calculations.
In-App Notification Reception
Given a threshold breach event occurs, When the threshold is crossed, Then the user must receive a timestamped in-app notification specifying which team exceeded which threshold.
Email Alert Triggering
Given email alerts are enabled in the user preferences, When a team's utilization crosses either warning or critical threshold, Then the system must send an email alert to the configured address detailing the team name, current utilization, threshold level, and timestamp.
Custom Metrics Configuration
"As a team lead, I want to choose and arrange the metrics shown in TeamLens so that I can focus on the data points most critical to my project management style."
Description

Allow users to customize which capacity metrics appear in the TeamLens sidebar, such as hours remaining, percentage utilization, task count, or capacity buffer. Through a settings panel, users can select, reorder, and rename metrics to align with their reporting preferences. This configurability ensures the sidebar displays only relevant data, streamlining decision-making and reducing cognitive load when assessing team workloads.

Acceptance Criteria
Default Metrics Display
Given the user has not customized any metrics When the TeamLens sidebar is displayed Then the default metrics 'Hours Remaining', 'Percentage Utilization', and 'Task Count' appear in their predefined order
Reordering Metrics
Given the user is in the Custom Metrics Configuration panel When the user drags and drops 'Task Count' to the top of the list Then the TeamLens sidebar reflects the new order with 'Task Count' displayed first
Renaming Metrics
Given the user is in the Custom Metrics Configuration panel When the user renames 'Capacity Buffer' to 'Buffer Hours' and saves Then the sidebar displays the metric label 'Buffer Hours'
Saving Configuration
Given the user has selected, reordered, and renamed metrics in the settings panel When the user clicks 'Save' Then the custom configuration is persisted and applied to the TeamLens sidebar on reload
Cancelling Customization
Given the user has unsaved changes in the Custom Metrics Configuration panel When the user clicks 'Cancel' Then no changes are saved and the TeamLens sidebar remains unchanged
Historical Utilization Trends
"As a digital agency owner, I want to view past utilization trends in TeamLens so that I can anticipate future capacity issues and plan staffing more effectively."
Description

Provide a toggleable view in the TeamLens sidebar to display historical capacity data for each team over configurable timeframes (daily, weekly, monthly). This feature will visualize past workload patterns and utilization spikes using mini charts or sparklines, helping users identify recurring bottlenecks and plan resource allocation proactively. By integrating historical context, project managers can make strategic decisions grounded in trend analysis.

Acceptance Criteria
Viewing Daily Utilization Trends
Given the user selects the 'Daily' timeframe toggle, when the view updates, then a sparkline chart appears showing hourly utilization for the past 24 hours, with each data point matching the recorded utilization percentage for that hour and a tooltip displaying exact values
Switching to Weekly View
Given the user switches the timeframe to 'Weekly', when the sidebar refreshes, then a sparkline chart displays daily utilization for the past 7 days within 2 seconds, with correctly scaled axes and visible day labels
Configuring Monthly Timeframe
Given the user selects the 'Monthly' timeframe, when the chart loads, then a mini chart renders the past 30 days of utilization, allows custom start and end date selection, and shows zero values for days without data
Responsive Chart Rendering
Given the TeamLens sidebar is viewed on various screen sizes or resized, when the chart area dimensions change, then the sparkline adjusts to maintain readability with no overlapping points or labels
Data Accuracy Verification
Given backend historical utilization records for a selected team and time period, when comparing chart values to database values, then each displayed data point matches the source data within a 0.1% tolerance

SmartInvoice

Instantly transforms tracked hours and project rates into professional, on-brand invoices using customizable templates, reducing manual formatting and ensuring consistency across all billing documents.

Requirements

Template Library Management
"As a project manager, I want to manage a library of customizable invoice templates so that I can quickly generate professional invoices that adhere to my agency’s branding."
Description

Enable users to create, store, and manage invoice templates with customizable fields, layouts, and styles. This functionality allows agencies to maintain a library of on-brand invoice designs, streamlining invoice creation and ensuring consistency across projects. Integrated within SmartInvoice, it supports template versioning and role-based access control for collaborative editing.

Acceptance Criteria
Creating a New Invoice Template
Given an authenticated user navigates to the Template Library and clicks "Create New Template" and fills in all required fields with valid data, When they click "Save", Then the system creates the new template with a unique identifier and displays it in the library list.
Editing an Existing Template
Given a user with edit permissions selects an existing template and updates one or more fields, When they click "Save Changes", Then the updates are immediately reflected in the template preview and library list.
Template Versioning
Given a user saves changes to an existing template, When the save operation completes, Then the system creates a new version record with an incremented version number and retains the previous version for rollback.
Role-Based Access Control for Templates
Given a user with Viewer role attempts to access template edit controls, When they attempt to edit, Then the edit option is disabled and an informational message is shown; and given users with Editor role can edit but cannot manage roles, and Admin users can both edit and assign template permissions.
Deleting a Template
Given a user with delete permissions selects a template and confirms deletion, When the confirmation is received, Then the template is flagged as archived, removed from the active library listing, and available only in the audit log.
Automated Rate and Hours Calculation
"As an agency owner, I want SmartInvoice to compute totals from logged hours and predefined rates so that I can generate accurate invoices without manual calculations."
Description

Automatically calculate invoice amounts by aggregating tracked hours, project-specific rates, and billing rules. This feature ensures accurate, error-free billing by pulling data directly from time tracking and project settings, reducing manual entry and discrepancies.

Acceptance Criteria
Standard Invoice Calculation
Given a project with tracked hours logged and a defined project rate, when the SmartInvoice feature is triggered, then the invoice total equals the sum of each time entry’s hours multiplied by the project rate.
Multiple Billing Rules Application
Given tracked hours that include standard and overtime segments with distinct billing rules, when generating the invoice, then each line item reflects the correct rate for its segment and the invoice total is the aggregated sum.
Rounding and Minimum Billing Intervals
Given time entries that require rounding to the nearest billing interval per company policy, when SmartInvoice processes the hours, then each entry’s billed hours are rounded correctly and the invoice amount reflects these adjustments.
Zero-Hour Project Handling
Given a project with no tracked hours within the billing period, when attempting to generate an invoice, then the system prevents invoice creation and displays an alert indicating no billable hours found.
Live Data Synchronization
Given edits or additions to time entries after an initial invoice draft, when the invoice is refreshed, then SmartInvoice automatically updates line items and totals to reflect the latest data without manual re-entry.
Brand Customization and Styling
"As a digital agency manager, I want to customize invoice branding elements so that each document reflects our company’s visual identity."
Description

Allow users to apply agency branding to invoices, including logos, color schemes, fonts, and footers. Custom styling options ensure each invoice aligns with corporate identity guidelines and enhances professional presentation.

Acceptance Criteria
Logo Upload and Placement
Given the user is on the SmartInvoice branding settings page When the user uploads a valid logo file (JPEG or PNG format, <=2MB) Then the logo is displayed in the invoice preview at correct dimensions and saved to the user’s branding settings
Color Scheme Customization
Given the user is on the color configuration panel When the user selects primary and secondary colors via the color picker Then both colors are reflected immediately in the invoice preview and persisted in branding settings
Font Selection and Preview
Given the user is on the font customization section When the user selects a font from the predefined list Then all invoice text in the preview updates to the chosen font and the selection is saved for future invoices
Footer Text and Link Rendering
Given the user is editing the invoice footer When the user enters up to 200 characters of text and an optional hyperlink Then the footer displays the text and clickable link correctly in the preview and saves the configuration
Brand Settings Persistence
Given the user has saved branding settings When the user creates or loads an existing invoice Then the saved logo, color scheme, font, and footer settings are automatically applied to the invoice
Multi-Format Export and Delivery
"As a project manager, I want to export and send invoices directly in clients’ preferred formats so that I can streamline distribution and maintain professional communication."
Description

Provide options to export invoices in multiple formats (PDF, DOCX) and deliver them via email or downloadable links. Integration with email services enables one-click sending, while format selection caters to client preferences and record-keeping.

Acceptance Criteria
Export Invoice as PDF Format
Given a completed invoice, when the user selects PDF format and clicks export, then the system generates a PDF file that matches the invoice data and chosen template.
Export Invoice as DOCX Format
Given a completed invoice, when the user selects DOCX format and clicks export, then the system generates a Word document preserving layout, branding, and invoice details.
Deliver Invoice via Email
Given an exported invoice, when the user clicks send via email and enters recipient address, then the system attaches the invoice file, populates subject and body with customizable placeholders, and confirms successful delivery.
Generate Downloadable Link for Invoice
Given an exported invoice, when the user requests a shareable link, then the system generates a secure, unique URL granting access to download the invoice and displays it for copying.
Template Customization Retained in Export
Given a user-customized invoice template, when exporting in any format, then the output retains the template’s colors, fonts, and logo placement exactly as configured in SmartInvoice.
Integrated Payment Links and Tracking
"As an agency owner, I want to include payment links in my invoices so that clients can pay immediately and I can track received payments automatically."
Description

Embed secure payment links in invoices to facilitate direct online payments through popular gateways. Include payment status tracking within SmartInvoice, updating invoice records in real time when payments are received.

Acceptance Criteria
Embedding Secure Payment Links in Invoice
Given an invoice with tracked hours and project rates, when the user opts to include a payment link, then the system embeds a secure payment URL specific to the configured payment gateway at the bottom of the invoice.
Selecting and Configuring Payment Gateways
Given multiple supported payment gateways (e.g., Stripe, PayPal), when the user enters valid credentials and selects a gateway in SmartInvoice settings, then the chosen gateway appears as an option when generating payment links.
Real-Time Payment Status Update Display
Given an invoice has been sent with an embedded payment link, when the client completes the payment, then SmartInvoice updates the invoice status to 'Paid' in the dashboard within 60 seconds of receiving the payment notification.
Automatic Invoice Record Update Upon Payment
Given a payment gateway webhook notification is received, when SmartInvoice processes the notification, then the corresponding invoice is marked as paid, transaction details are logged, and any configured follow-up actions (e.g., archiving) are triggered.
Ensuring Secure Payment Transaction Flow
Given a client clicks the payment link in an invoice email, when the link is accessed, then the client is redirected over HTTPS with a valid SSL certificate, the payment token is verified, and no expired or duplicate tokens are accepted.

BatchBilling

Enables one-click generation and dispatch of invoices for multiple clients or projects simultaneously, streamlining repetitive tasks, saving time, and accelerating agency cash flow.

Requirements

Bulk Invoice Selection
"As a project manager, I want to select multiple clients or projects at once so that I can generate invoices in a single action instead of repeating the process for each item."
Description

Enable users to select multiple clients or projects simultaneously from the dashboard, streamlining the process of grouping billing items. This functionality allows batch operations on large sets of billing data, reducing manual effort and ensuring consistency. Integration with existing project and client modules ensures that selections reflect real-time project statuses and billing eligibility.

Acceptance Criteria
Multiple Client Selection on Dashboard
Given the user is on the Batch Billing dashboard, when they select multiple client checkboxes (using Ctrl+click or Shift+click), then all chosen clients are highlighted and the displayed selection count matches the number of clients clicked.
Cross-Project Selection with Real-Time Status
Given the dashboard lists projects with various statuses, when the user selects multiple projects, then only billing-eligible projects (status=Active and invoicingEnabled=true) can be selected, and ineligible projects are disabled with an explanatory tooltip.
Filtering and Selecting Bulk Billing Items
Given a large set of billing items, when the user applies a client or project filter, then the list updates to show only matching items and the user can select all filtered items with a single action.
Billing Eligibility Validation Upon Bulk Selection
Given one or more billing items are selected, when the user clicks Generate Invoice, then the system validates each item's billing eligibility, displays errors for any ineligible items, and prevents invoice generation until all errors are resolved.
Adjusting Selections Pre-Invoice Dispatch
Given multiple billing items are selected, when the user deselects items individually or uses Deselect All, then the selection set updates accordingly and the invoice-generation button and count reflect the current selection.
Template-Based Invoice Generation
"As an agency owner, I want to apply a standardized invoice template so that all client invoices maintain consistent branding and include the correct billing details without manual formatting."
Description

Provide a library of customizable invoice templates that automatically populate with client details, project summaries, and billing rates. This requirement ensures consistency in branding and format across invoices while allowing dynamic data insertion. Integration with company branding assets and variable fields (line items, taxes, due dates) enhances professionalism and accuracy.

Acceptance Criteria
Pre-populating Invoice Templates with Client Data
Given an invoice template is selected and a client profile exists, when invoice generation is initiated, then the system automatically populates the client's name, address, and contact information into the corresponding fields.
Dynamic Rendering of Line Items and Billing Rates
Given a project with associated tasks and billing rates, when generating the invoice, then each task appears as a line item with description, quantity, rate, and correctly calculated line total and overall subtotal.
Integration of Company Branding Assets
Given branding assets (logo, color scheme, fonts) are uploaded, when an invoice is rendered, then the system applies the logo, brand colors, and fonts to the header and footer according to company guidelines.
Variable Fields for Taxes and Due Dates
Given tax rules and payment terms are configured, when creating an invoice, then applicable tax amounts are calculated and displayed and the payment due date is set based on the company's standard terms.
Batch Dispatch of Multiple Invoices
Given multiple invoices are generated and selected, when the user clicks the batch dispatch button, then the system sends each invoice via email to its respective client and updates the invoice status to 'Sent'.
Automated Dispatch Scheduling
"As a finance lead, I want to schedule invoice dispatch for future dates so that invoices are sent automatically at month-end without manual intervention."
Description

Allow users to schedule batch dispatch of generated invoices at specific dates and times. This feature supports timed releases—such as end-of-month billing—reducing manual oversight. It integrates with email delivery systems and logs dispatch events, ensuring timely communication and providing a fallback retry mechanism for failed sends.

Acceptance Criteria
Scheduling Future Invoice Dispatch
Given a user has scheduled invoices for dispatch on 2025-05-31 at 18:00; When the system clock reaches 2025-05-31 18:00 in the user's local time zone; Then the system automatically generates the invoice batch and sends it to the email system without manual intervention.
Email Delivery Integration
Given the dispatch request is initiated; When the system forwards the email payload to the configured SMTP service; Then the SMTP service returns a 250 acknowledgment and the system marks the dispatch as 'Sent'.
Automated Retry on Failure
Given an email dispatch attempt fails due to a transient error; When the send attempt returns a retryable error code; Then the system retries dispatch up to 3 times at 5-minute intervals and logs each retry.
Dispatch Log Recording
Given an invoice batch is dispatched or retried; Then the system records an audit log entry with timestamp, batch ID, recipient list, status, and error details (if any); And the log is queryable via the admin dashboard.
Time Zone-Aware Scheduling
Given a user schedules dispatch for a specific date and time in their local time zone; When the system stores the schedule; Then the dispatch triggers at the correct UTC time corresponding to the user's local time, respecting daylight saving adjustments.
Real-Time Billing Status Tracking
"As a project manager, I want to see the current status of each invoice so that I can quickly identify which invoices need follow-up or have been paid."
Description

Implement a dashboard view and individual invoice detail screen to display the real-time status of sent, pending, viewed, and paid invoices. This enhances transparency and follow-up efficiency, integrating with read receipts and payment gateways to update statuses automatically.

Acceptance Criteria
Real-time summary counts on dashboard
Given the user is on the billing dashboard, when any invoice status changes (sent, pending, viewed, paid), then the dashboard summary counts update to reflect the new totals within 5 seconds.
Invoice detail status auto-refresh
Given the user views an individual invoice, when the invoice status changes on the server, then the detail screen automatically refreshes the status and displays the updated timestamp within 30 seconds without a manual page reload.
Payment status update from gateway
Given a payment gateway confirmation is received, when a payment is successfully processed, then the corresponding invoice status in the system updates to "Paid", records the payment timestamp, and triggers a user notification.
Read receipt status update
Given a read receipt is received from the email client, when an invoice email is opened, then the system updates the invoice status to "Viewed" and logs the exact time of the read event.
Offline status synchronization
Given the user’s device loses network connectivity, when the status of one or more invoices changes locally, then the system queues the updates and, upon reconnection, synchronizes all queued changes with the server and updates the UI accordingly.
Data Export and Reporting
"As an accountant, I want to export billing data into CSV so that I can import it into our accounting software for reconciliation and reporting."
Description

Enable exporting of batch billing data, including invoice numbers, client names, amounts, dates, and statuses, in CSV and PDF formats. This requirement supports financial auditing and integration with external accounting systems, offering filters and customizable report templates for comprehensive analysis.

Acceptance Criteria
Exporting Batch Billing Data in CSV Format
Given the user has selected CSV format and applied desired filters, when the user clicks 'Export', then the system generates and downloads a CSV file containing invoice numbers, client names, amounts, dates, and statuses matching those filters.
Exporting Batch Billing Data in PDF Format
Given the user has selected PDF format and chosen a report template, when the user clicks 'Export', then the system generates and downloads a PDF file with the formatted batch billing report including invoice numbers, client names, amounts, dates, and statuses.
Applying Date Range Filters for Export
Given the user has opened the export dialog, when the user selects a start and end date and applies the filter, then only invoices within the specified date range appear in the exported report.
Filtering by Client or Project for Export
Given the user has opened the export dialog, when the user selects one or more clients or projects from the filter dropdown, then only batch billing records for those selections are included in the exported file.
Using Customizable Report Templates
Given the user has selected 'Customize Template', when the user chooses which columns to include and the layout options, then the exported PDF or CSV reflects the chosen template settings accurately.

TaxTailor

Automates regional tax calculations and compliance by applying client-specific tax rates and rules, eliminating manual errors and producing audit-ready invoices with ease.

Requirements

Regional Tax Rate Repository
"As a project manager, I want the system to automatically retrieve and update regional tax rates so that invoices reflect accurate taxes without manual intervention."
Description

Implement a centralized repository that continuously retrieves, caches, and updates regional tax rates from authoritative government APIs. This repository should support fallback mechanisms, scheduled refreshes, and audit logs of rate changes. It must integrate seamlessly with the billing module to ensure all calculations use the latest rates, reducing manual lookup errors and ensuring compliance across jurisdictions.

Acceptance Criteria
Initial Tax Rate Retrieval
Given the system is initialized, when the repository startup routine runs, then it fetches and caches current tax rates for all configured regions from the authoritative API within 2 minutes without errors.
Scheduled Tax Rate Refresh
Given the daily refresh schedule at 02:00 AM, when the scheduler triggers the job, then the repository retrieves the latest tax rates, updates only changed entries in the cache, and completes within 5 minutes.
API Fallback Mechanism Activation
Given the primary government API is unreachable, when the repository attempts retrieval, then it automatically retries using the fallback endpoint, and caches the retrieved rates if successful; logs an alert if both endpoints fail.
Audit Log Entry Verification
Given any update to tax rates, when the repository writes new values to the cache, then it creates an audit log entry capturing region, old rate, new rate, timestamp, and source endpoint for each changed rate.
Billing Module Rate Application
Given a new invoice is generated, when the billing module calculates taxes, then it retrieves the latest cached rate for the invoice’s region and applies it, producing a tax amount matching (rate × taxable amount) within a tolerance of $0.01.
Client Tax Rule Configurator
"As an admin user, I want to configure custom tax rules for each client so that unique tax scenarios are correctly applied."
Description

Create an intuitive configuration interface allowing administrators to define client-specific tax rules, such as exemptions, reduced rates, thresholds, and special handling for digital services. The configurator should validate inputs against regulatory constraints, support rule inheritance, and integrate with client profiles to ensure customized application during invoice generation.

Acceptance Criteria
Configuring a New Tax Exemption Rule
Given an administrator is on the Client Tax Rule Configurator for 'Client A' When they define a new tax exemption rule by specifying the region 'State X' and product category 'Digital Services' and click 'Save' Then the system saves the rule in the database and displays it in the client's tax rule list along with a success notification.
Setting Reduced Tax Rate Threshold
Given an administrator selects 'Reduced Rate' for 'Client B' and enters a purchase threshold of $500 When they submit the configuration Then the system applies the reduced rate to invoices exceeding $500 and lists the threshold rule under the client's profile.
Applying Rule Inheritance to Sub-Clients
Given 'SubClient C' inherits rules from 'ParentClient' When the parent updates its tax rate to 8% Then 'SubClient C' automatically reflects the updated tax rate in its rule set unless an override exists.
Validating Tax Rule Inputs Against Regulatory Constraints
Given an administrator enters an invalid tax rate outside regulatory bounds (e.g., 100%) When they attempt to save the rule Then the system rejects the input and displays an error message indicating the allowed range of 0%–50%.
Applying Configured Tax Rules During Invoice Generation
Given an order for 'Client D' with products matching multiple tax rules When an invoice is generated Then the system calculates and applies the correct client-specific rates, exemptions, and thresholds and displays a breakdown of applied rules on the invoice.
Real-Time Tax Calculation Engine
"As a digital agency owner, I want invoices to automatically calculate regional taxes in real time so that I can send error-free invoices instantly."
Description

Develop a high-performance calculation engine that applies regional rates and client rules to individual invoice line items in real time. The engine should support bulk computations, handle multi-line invoices, and return breakdowns per jurisdiction. It must be optimized for low latency and integrate with the invoicing workflow to generate instant, error-free totals.

Acceptance Criteria
Single Line Item Tax Calculation
Given an invoice with a single line item in a specific region and client rule defined, When the Real-Time Tax Calculation Engine processes the invoice, Then it applies the correct regional tax rate and client-specific adjustments, And returns the invoice total with a detailed tax breakdown per jurisdiction.
Multi-Line Invoice Bulk Calculation
Given a bulk request containing multiple invoices each with several line items, When the engine processes all invoices in a single batch, Then it accurately computes taxes for each line item, And returns all totals and breakdowns within the configured bulk-processing latency threshold.
Cross-Jurisdiction Tax Breakdown
Given an invoice containing items taxed in multiple jurisdictions, When the engine calculates taxes, Then it provides a separate tax breakdown for each jurisdiction, And ensures the sum of jurisdictional taxes matches the overall tax total.
Invalid Region Code Error Handling
Given an invoice line item with an unrecognized or invalid region code, When the engine attempts to calculate tax, Then it logs a descriptive error, And returns a structured error response indicating the invalid region without altering other calculations.
High-Load Performance Validation
Given a batch of 10,000 invoice line items to process, When the engine executes the tax calculation, Then it completes all computations in under 200ms, And maintains memory usage within acceptable resource limits.
Audit-Ready Invoice Generation
"As an accountant, I want invoices that detail tax calculations and maintain an audit trail so that we comply with regulatory requirements and facilitate audits."
Description

Enhance the invoice generator to produce audit-ready documents that include detailed tax breakdowns by jurisdiction, timestamps of rate retrievals, and version history of applied rules. Invoices should be exportable in PDF and CSV formats, with metadata to support regulatory audits and internal reviews, ensuring full transparency and traceability.

Acceptance Criteria
Detailed Tax Breakdown by Jurisdiction
Given an invoice with multiple tax jurisdictions, when the audit-ready invoice is generated, then the invoice displays a breakdown table listing each jurisdiction, the tax rate applied, and the computed tax amount for that jurisdiction.
Rate Retrieval Timestamps Included
Given the invoice generator retrieves client-specific tax rates, when preparing the invoice, then the system records the date and time of each rate retrieval and displays these timestamps in the invoice metadata.
Version History in Invoice
Given tax rule updates over time, when generating an audit-ready invoice, then the invoice includes a version history section listing each applied tax rule, its version identifier, and its effective date.
PDF and CSV Export Functionality
Given an audit-ready invoice, when a user selects an export format, then the system provides options to export the invoice in both PDF and CSV formats containing identical detailed data.
Audit Metadata Presence
Given the need for regulatory audits, when exporting invoice metadata, then the invoice includes fields for invoice ID, generation timestamp, user ID, tax calculation engine version, and compliance status.
Tax Compliance Alert System
"As a project manager, I want to receive notifications about impending tax rate changes so that I can update client configurations before the changes take effect."
Description

Implement a notification system that monitors upcoming changes to tax regulations and rate schedules. Users should be alerted via in-app notifications and emails about new regional rules, expiry of existing rates, or mandatory compliance deadlines. The system should provide actionable guidance and links to update configurations before changes take effect.

Acceptance Criteria
New Tax Regulation Notification
Given a new tax regulation or rule is published in the system's regulatory feed When the system updates its rule database Then all users subscribed to the affected region receive an in-app notification and an email within one hour, listing the region, description, effective date, and a link to update configurations.
Tax Rate Expiry Alert
Given an existing tax rate is scheduled to expire within 30 days When the system's daily scheduler runs at midnight Then affected users receive both an in-app and an email alert highlighting the expiring rate, its expiration date, and steps to renew or modify the rate settings.
Compliance Deadline Reminder
Given there is a mandatory compliance deadline in 14 days for a regional tax change When the system detects the upcoming deadline Then users receive reminders at 14, 7, and 1 day(s) before the deadline with guidance on required actions and a link to relevant compliance resources.
Actionable Guidance Link Verification
Given a notification referencing a regulatory change is generated When a user clicks the guidance link in the email or in-app notification Then the system navigates the user directly to the relevant tax configuration page filtered by the affected region and rule.
Notification Preference Management
Given a user updates their notification preferences for specific alert types When the changes are saved in the user profile Then the system honors these preferences for all subsequent in-app and email notifications within 24 hours.

PaymentTracker

Provides real-time visibility into invoice statuses by syncing payment updates directly from client accounts, sending automated reminders for overdue invoices, and reducing manual follow-up.

Requirements

Invoice Status Sync
"As a project manager, I want the system to sync invoice payment statuses in real time so that I can immediately see which invoices are paid or overdue without manual tracking."
Description

Automatically retrieve and update invoice payment statuses by securely connecting to client accounting systems via APIs. This functionality ensures real-time accuracy of invoice data within Pulseboard, eliminates manual status checks, and provides project managers with up-to-date information to make timely decisions.

Acceptance Criteria
Successful Invoice Status Retrieval
Given a valid API connection to the client accounting system When the scheduled sync runs Then all invoice payment statuses in Pulseboard are updated accurately within 2 minutes
Handling API Authentication Failure
Given expired or invalid API credentials When the sync attempt is executed Then the system logs an authentication error and displays a notification to the project manager
Overdue Invoice Reminder
Given an invoice status of ‘Unpaid’ past its due date When the sync process identifies the overdue invoice Then an automated reminder email is sent to the client and a reminder activity is logged in Pulseboard
Manual Sync on Demand
Given a user initiates a manual sync by clicking the ‘Refresh Invoice Status’ button When the API call completes Then the dashboard reflects updated statuses within 30 seconds and shows a success confirmation
Data Integrity and Audit Logging
Given any change in invoice status detected during sync When the status is updated in Pulseboard Then the system records an audit log entry with the invoice ID, previous status, new status, timestamp, and sync source
Automated Overdue Reminders
"As a finance lead, I want automated reminders sent to clients for overdue invoices so that we can reduce late payments and minimize manual outreach."
Description

Schedule and send customizable email reminders to clients when their invoices become overdue. The feature supports configurable timing, prebuilt templates, and tracking of sent reminders, reducing manual follow-up and improving cash flow.

Acceptance Criteria
Default Overdue Reminder Dispatch
Given an invoice is 7 days overdue, When the automated reminder job runs at midnight, Then the system sends an email reminder to the client's registered email address.
Customized Reminder Schedule Activation
Given a custom schedule of 3, 7, and 14 days is configured for invoice reminders, When each specified overdue day is reached, Then the system sends reminders exactly on those days without duplication.
Template Application for Email Reminders
Given a user selects a predefined email template for overdue reminders, When a reminder is triggered, Then the email sent uses the selected template and correctly replaces all placeholder variables with invoice data.
Reminder Sending Audit Trail
Given reminders have been sent for an invoice, When a user accesses the invoice history log, Then each sent reminder entry shows the date, time, email template used, and status of delivery.
Manual Reminder Rescheduling
Given a user edits the scheduled send date for a pending reminder, When the new date is saved, Then the reminder is sent on the updated date instead of the original schedule.
Discrepancy Detection Alerts
"As an agency owner, I want to be alerted when payment amounts don’t match invoice totals so that I can quickly investigate and resolve billing issues."
Description

Identify mismatches between expected invoice amounts and actual payments, flagging discrepancies for review. The system sends alerts to relevant stakeholders and logs details for swift resolution, ensuring billing accuracy.

Acceptance Criteria
Invoice Payment Sync with Expected Amounts
Given a synced invoice when the actual payment amount differs from the expected amount then the system must flag the invoice as a discrepancy
Overpayment Detection Notification
When an invoice payment exceeds the expected amount then the system sends an overpayment alert to the assigned project manager within five minutes
Underpayment Detection Notification
When an invoice payment is less than the expected amount then the system sends an underpayment alert to the finance team via email and in-app notification
Discrepancy Logging Accuracy
For each flagged discrepancy the system logs invoice ID, expected amount, actual amount, payment date, and discrepancy reason with a timestamp in the audit log
Stakeholder Alert Delivery
When an alert is generated the system must deliver the notification to all relevant stakeholders based on invoice ownership and notify via email and dashboard alert
Discrepancy Resolution Workflow
When a stakeholder resolves a discrepancy the system records the resolution action with user ID, resolution note, and timestamp and marks the discrepancy as resolved
Payment Summary Dashboard Widget
"As a project manager, I want a dashboard widget that shows me an overview of invoice statuses so that I can quickly gauge our current cash flow position."
Description

Display a dynamic summary widget on the Pulseboard dashboard showing key metrics like total outstanding, overdue, and recently paid invoices. Users can filter by client, date range, and project for quick insights.

Acceptance Criteria
Filtering Invoices by Client Name
Given the user selects a specific client from the client filter dropdown When the filter is applied Then the widget displays total outstanding, overdue, and recently paid invoice amounts exclusively for the selected client
Applying Date Range Filter
Given the user sets a valid start and end date in the date range filter When the filter is applied Then the widget updates to show key metrics only for invoices within the specified date range
Real-time Invoice Status Updates
Given that invoice statuses are updated in the payment system When a change occurs (e.g., payment received or invoice marked overdue) Then the widget reflects the updated metrics within 5 seconds
Dashboard Load Display
Given the user navigates to the Pulseboard dashboard When the dashboard loads Then the Payment Summary widget appears in the designated area and shows correct values for total outstanding, overdue, and recently paid invoices
Responsive Widget Layout
Given the user accesses the dashboard from a device with varying screen widths When the screen width is below 768px or above Then the widget adapts its layout to remain fully readable and functional without horizontal scrolling
Client Payment Portal Integration
"As a client, I want a direct link in the portal to view and pay my invoices so that I can settle payments quickly without searching through emails."
Description

Enable direct links to client payment portals within Pulseboard, allowing clients to view and settle invoices seamlessly. Integrations support token-based authentication and secure redirection, streamlining the payment process.

Acceptance Criteria
Client Authenticates Access via Token and Views Invoice Listing
Given a client clicks the payment portal link with a valid token, when the token is verified by the system, then the client is redirected to the payment portal page and sees a list of their outstanding invoices displayed within 3 seconds.
Client Sees Error on Expired or Invalid Token
Given a client attempts to access the payment portal with an expired or invalid token, when the system validates the token, then an error message ‘Authentication failed: please request a new payment link’ is displayed and no invoice data is shown.
Client Redirected Securely to Payment Gateway
Given a client selects an invoice to pay, when they click ‘Pay Now’, then the system issues a secure HTTPS redirect (status 302) to the external payment gateway with a valid session token and transaction ID.
Pulseboard Receives and Displays Payment Confirmation
Given a client completes payment on the external gateway, when the gateway sends a payment confirmation webhook, then Pulseboard updates the invoice status to ‘Paid’, displays a confirmation banner to the client, and sends an email receipt within 5 minutes.
Error Displayed on Payment Gateway Failures
Given a network or gateway error occurs during payment processing, when the gateway returns an error response, then the client sees an error message ‘Payment failed: please try again later’ and the invoice status remains ‘Unpaid’.
Audit Log Entry Created for Payment Portal Access
Given any client interaction with the payment portal (access, redirect, payment attempt), when the interaction is completed, then an audit log entry is recorded with timestamp, client ID, action type, and status code.
Audit Log and Reporting
"As an auditor, I want a detailed log of all invoice-related activities so that I can verify compliance and track communication history."
Description

Maintain a comprehensive audit trail of all payment status changes, reminders sent, and user actions related to invoices. Provide exportable reports for compliance, financial reviews, and stakeholder transparency.

Acceptance Criteria
Invoice Status Change Logged
- Given an invoice status changes in PaymentTracker - When the status update is confirmed by the system - Then an audit log entry is created containing: timestamp, user ID, invoice ID, previous status, and new status - And the audit entry is immutable and cannot be edited or deleted
Automated Reminder Sent Audit
- Given PaymentTracker sends an automated overdue invoice reminder - When the reminder is dispatched to the client - Then an audit log entry is recorded with: timestamp, system user ID, invoice ID, and reminder type - And the entry appears in the audit report
User-Initiated Action Logged
- Given a user updates invoice payment details or manually resends a reminder - When the user completes the action - Then an audit log entry is saved including: timestamp, user ID, invoice ID, action performed, and details of the change
Audit Report Export Generation
- Given a user requests an audit report export for a specified date range - When the user selects export - Then a CSV file is generated containing all audit entries within the range with columns: timestamp, user, invoice ID, action, and details - And the file is downloaded to the user's device
Audit Log Search and Filter
- Given a user applies filters (date range, action type, and user ID) on the audit log interface - When the filters are applied - Then the displayed audit entries are restricted to those matching the filter criteria - And the filter operation completes within 3 seconds

MultiCurrency

Handles multi-currency invoicing by auto-converting rates based on current exchange data, allowing agencies to bill international clients accurately and avoid currency discrepancies.

Requirements

Real-time Exchange Rate Sync
"As a project manager, I want the system to automatically update currency exchange rates in real time so that I can invoice clients with the latest conversion rates and avoid discrepancies."
Description

Integrate with a reliable exchange rate API to fetch and store current currency conversion rates on an hourly basis, ensuring all invoice calculations use up-to-date data. This automation eliminates manual updates, reduces discrepancies, and ensures accurate billing for international transactions.

Acceptance Criteria
Hourly Exchange Rate Synchronization
Given it is the top of the hour, When the scheduler triggers a fetch, Then the system must call the exchange rate API, receive rates for all supported currencies, and insert a new record per currency pair with a UTC timestamp within 60 seconds of the hour.
Exchange Rate API Failure Handling
Given the exchange rate API returns an error or times out, When the system fetches rates, Then it retries up to three times with exponential backoff, logs each failure, triggers an alert after the third failure, and retains the last successful rates for invoice calculations.
Invoice Generation with Up-to-Date Rates
Given a user generates an invoice for a foreign currency client, When the invoice is created, Then the system must use the exchange rate record with the most recent UTC timestamp (no older than one hour) to compute converted values and display the rate and timestamp on the invoice.
Data Storage Integrity and Timestamp Validation
Given new exchange rate records are inserted, When rates are saved, Then the system ensures no duplicate timestamp entries for the same currency pair within a one-minute window, stores timestamps in UTC format, and provides a queryable latest-rate endpoint returning the most recent valid entry.
API Rate Limit and Throttling Compliance
Given the exchange rate API enforces limits, When fetching rates, Then the system must not exceed 60 requests per minute, handle HTTP 429 responses by implementing a backoff strategy, and resume fetching without data loss once the limit window resets.
Localized Currency Formatting
"As a digital agency owner, I want invoices to display amounts formatted according to client locale conventions so that clients can easily read and understand their invoices."
Description

Display invoice amounts according to the formatting conventions of each currency and locale, including currency symbols, decimal separators, and thousand separators. This enhances readability, maintains professional presentation, and ensures clients understand invoice values at a glance.

Acceptance Criteria
Invoice Display for U.S. Clients
Given the user's locale is set to en-US and the currency is USD, when an invoice amount of 1234.56 is generated, then it displays as "$1,234.56".
Invoice Display for German Clients
Given the user's locale is set to de-DE and the currency is EUR, when an invoice amount of 1234.56 is generated, then it displays as "1.234,56 €".
Invoice Display for Japanese Clients
Given the user's locale is set to ja-JP and the currency is JPY, when an invoice amount of 123456 is generated, then it displays as "￥123,456".
Batch Invoice Export in Multiple Locales
Given a batch of invoices for clients with locales en-US, de-DE, and ja-JP, when exporting all invoices to PDF, then each invoice shows amounts formatted according to its respective client locale conventions.
Real-time Locale Switch on Invoice Preview
Given an invoice preview is open, when the user switches the locale setting from en-US to de-DE or vice versa, then the displayed invoice amounts update immediately to reflect the new locale's formatting conventions.
Multi-Currency Invoice Generation
"As a project manager, I want to generate invoices in my client's preferred currency so that I can bill international clients accurately without manual conversion."
Description

Enable users to create invoices in any supported currency by selecting the desired currency when composing an invoice. Automatically apply the current exchange rate, calculate converted totals, and display both original and converted amounts for transparency.

Acceptance Criteria
Selecting a supported currency during invoice creation
Given the user is on the invoice creation form When the user selects a supported currency Then the system retrieves the current exchange rate and applies the conversion so that the converted totals are accurate to two decimal places
Exchange rate retrieval at invoice generation
Given the user generates an invoice When the system fetches the latest exchange rate for the chosen currency Then the rate is no older than 1 hour and applied to the invoice total
Invoice displays both original and converted amounts
Given the user previews the invoice Then the invoice shows the original amount, the converted amount, the exchange rate used, and the conversion date
Handling unsupported currency selection
Given the user selects a currency not in the supported list When the user attempts to save the invoice Then the system displays an error message “Unsupported currency” and prevents the invoice from being created
Conversion accuracy within acceptable tolerance
Given the system applies currency conversion When calculating invoice totals Then the difference between the system’s calculation and a manual calculation using the displayed rate is no more than 0.01 of the currency unit
Client Currency Preference
"As a digital agency owner, I want to set a default currency for each client in their profile so that every invoice uses their preferred currency automatically."
Description

Introduce a setting within each client profile to define and store their default billing currency. The system will automatically pre-select this currency when generating invoices, streamlining workflow and reducing manual errors.

Acceptance Criteria
Client Profile Currency Configuration
Given an agency user is on the client profile settings page for Client A, When the user selects 'EUR' from the billing currency dropdown and saves the profile, Then the client profile stores 'EUR' as the default billing currency and displays a confirmation message.
Automatic Currency Pre-selection on Invoice Creation
Given an agency user initiates creating a new invoice for Client A who has 'EUR' set as default currency, When the invoice creation form loads, Then the billing currency field is pre-populated with 'EUR' without user intervention.
Updating Client Default Currency Reflects in Subsequent Invoices
Given an agency user updates Client A's default currency to 'GBP' in the client profile, When the user creates a new invoice for Client A thereafter, Then the billing currency defaults to 'GBP', and previous invoices remain unchanged.
Fallback to System Default Currency for Clients Without Preference
Given a new client profile without a specified default currency, When an agency user generates an invoice for that client, Then the system uses the agency's system default currency (USD) as the invoice currency.
Currency Preference Persistence Across Sessions
Given an agency user logs out after setting Client A's default currency to 'CAD', When the user logs back in and navigates to Client A's profile, Then the currency dropdown shows 'CAD' as the selected billing currency.
Currency Conversion Audit Log
"As an accountant, I want to view an audit log of currency conversions for each invoice so that I can verify the rates used and maintain compliance records."
Description

Maintain a detailed audit log for all currency conversions used in invoice generation, capturing the timestamp, exchange rate, API source, and user initiating the conversion. This ensures traceability, supports compliance, and facilitates troubleshooting.

Acceptance Criteria
Invoice Conversion Initiation
Given a user triggers a currency conversion during invoice creation, when the conversion is executed, then the system logs the conversion with timestamp, exchange rate, source API, and initiating user ID.
Automated Daily Rate Update
Given the system refreshes exchange rates daily, when the scheduled update occurs, then an audit log entry is recorded with the updated rates, timestamp, API source, and system user identifier.
Manual Rate Override
Given a user manually overrides the auto-converted exchange rate, when the override is confirmed, then the audit log captures the overridden rate, original rate, timestamp, API source, user ID, and an override flag.
Audit Log Retrieval
Given a project manager requests an invoice's audit log, when the log is accessed, then the system displays all conversion entries sorted by timestamp, including timestamp, exchange rate, API source, and user ID.
Compliance Report Inclusion
Given a compliance officer generates a monthly compliance report, when the report is compiled, then it includes all currency conversion audit entries for the period in CSV format with complete details.

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(City, State) – May 16, 2025 – Pulseboard, the leading capacity planning and team utilization platform for digital agencies, today announced the launch of Scenario Studio, an intuitive interface designed to empower agency leaders and project managers to create, compare, and optimize staffing scenarios in real time. Scenario Studio represents a major step forward in resource management by enabling users to model multiple “what-if” configurations side by side, weigh outcomes instantly, and select the most effective plan without impacting live schedules. As digital agencies face increasing client demands, shrinking timelines, and complex staffing requirements, Scenario Studio addresses critical pain points by providing a dynamic, visual approach to resource planning. With this new feature, users can simulate varying team compositions, task assignments, and scheduling shifts against project priorities and deadlines. The tool then surfaces side-by-side comparisons of key metrics—utilization rates, projected deadlines, risk factors, and more—so decision-makers can confidently select the optimal path forward. “Agency environments evolve at breakneck speed, and traditional resource planning tools often fall short when it comes to what-if analysis,” said Emma Castillo, Chief Product Officer at Pulseboard. “Scenario Studio equips leaders with instant clarity, enabling them to experiment with staffing models, forecast the impact of changes, and avert bottlenecks before they occur. Our goal is to eliminate guesswork and empower agencies to deliver on time, every time.” Key Highlights of Scenario Studio: 1. Side-by-Side Comparisons: Run up to three staffing scenarios concurrently, with a clear overview of utilization, deadlines, and risk scores for each option. 2. Predictive Risk Pulse Integration: Leverage machine learning insights to receive automatic risk assessments on each scenario, highlighting potential overloads or idle capacity. 3. Optimized Outcome Analyzer: Tap into AI-driven recommendations that suggest the ideal staffing adjustments based on project objectives, individual strengths, and organizational priorities. 4. Ripple Forecast Visualization: Observe the downstream effects of each scenario change on all projects and team members in real time, ensuring no hidden impacts slip through the cracks. “Scenario Studio is a game-changer,” said Marcus Li, Senior Agency Director at Meridian Creative. “We piloted the tool during a complex rebranding project with shifting deadlines and competing priorities. Within minutes, we compared three staffing configurations and selected one that avoided a potential 20% overload on our design team, saving us time and preserving morale.” Pulseboard will begin rolling out Scenario Studio to all Enterprise and Pro plan customers beginning June 1, 2025. Existing users will see the new module automatically appear within their capacity planning suite, accompanied by in-app tutorials and best-practice guides. A series of live webinars and on-demand training sessions will also be available to help agencies maximize the feature’s benefits from day one. “At Pulseboard, we believe proactive planning is the foundation of healthy teams and successful agencies,” added Castillo. “Scenario Studio embodies our commitment to innovation, usability, and data-driven decision-making. We can’t wait to see how agencies leverage this capability to achieve higher utilization rates, minimize burnout, and deliver exceptional client outcomes.” About Pulseboard Pulseboard is the industry’s premier capacity planning and workload management platform, empowering digital agencies to gain real-time visibility into team utilization, workload balance, and project health. With a suite of interactive visualizations—capacity heatmaps, stress spectrum overlays, and now Scenario Studio—Pulseboard helps leaders prevent overload, optimize staffing, and drive on-time delivery. Over 1,200 agencies worldwide rely on Pulseboard to streamline operations and foster sustainable team performance. Press Contact: Jordan Ramirez Head of Communications, Pulseboard press@pulseboard.io +1 (555) 123-4567

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Pulseboard Partners with WorkSync to Deliver Seamless Agency Collaboration Integration

Imagined Press Article

(City, State) – May 16, 2025 – Pulseboard, the leading capacity planning and resource optimization platform, today announced a strategic integration with WorkSync, the collaborative workflow and team communication tool favored by agencies worldwide. This partnership brings Pulseboard’s real-time capacity insights directly into WorkSync channels, enabling teams to coordinate staffing decisions, share workload alerts, and act on capacity data without leaving their primary collaboration environment. As hybrid and remote work models become the norm, agencies seek unified platforms that bridge planning, communication, and execution. The integration between Pulseboard and WorkSync streamlines workflows by embedding Pulseboard’s interactive capacity heatmap, stress alerts, and what-if scenario notifications within WorkSync workspaces. Teams can now receive contextual utilization updates, conduct ad hoc resource discussions, and trigger automated task reassignments—all within the conversation threads they use daily. “Effective resource management requires visibility and collaboration,” said David Nguyen, Chief Technology Officer at Pulseboard. “By integrating Pulseboard into WorkSync, we eliminate the friction of toggling between planning and communication tools. Agencies gain a consolidated workflow that speeds decision-making, keeps stakeholders aligned, and prevents critical overloads from slipping through internal cracks.” Integration Highlights: 1. Embedded Capacity Heatmap: View live team utilization visuals alongside project chat channels to identify capacity bottlenecks at a glance. 2. Real-Time Stress Spectrum Alerts: Automatically post adjustable burnout alerts into designated WorkSync channels, ensuring the right people see them immediately. 3. Scenario Studio Notifications: Share scenario comparisons and risk pulse assessments with collaborators, enabling collective scenario evaluation and consensus. 4. One-Click BulkShift Actions: Initiate batch task reassignments directly from WorkSync messages, reducing lag between discussion and execution. “WorkSync is all about enabling seamless collaboration, and our customers have asked for integrated resource management to back up their plans with data,” said Maria Alvarez, VP of Partnerships at WorkSync. “Pulseboard’s capacity insights combined with WorkSync’s real-time communication create a powerful ecosystem. Agency teams can now detect, discuss, and deploy resource changes in minutes.” To celebrate the partnership, Pulseboard and WorkSync will host a joint webinar on June 10, 2025, showcasing integration demos, best practices for cross-platform planning, and customer case studies. Agencies interested in early access can sign up for the private beta program, which begins May 20, 2025. “Our integration with WorkSync underscores Pulseboard’s vision of an open, interoperable resource management ecosystem,” said Nguyen. “We’re committed to building bridges between the tools agencies rely on, delivering frictionless experiences that drive better outcomes and healthier teams.” About Pulseboard Pulseboard is the premier capacity planning and workload optimization platform, empowering digital agencies and professional services teams with real-time resource insights, AI-driven scheduling tools, and visual scenario modeling. Trusted by over 1,200 agencies worldwide, Pulseboard helps teams prevent overload, optimize utilization, and deliver client projects on time. For more information, visit pulseboard.io. About WorkSync WorkSync is a leading collaborative workflow and communication platform designed to streamline teamwork across agencies and distributed teams. With integrated chat, task boards, file sharing, and now resource visibility via Pulseboard, WorkSync helps organizations stay aligned and productive. For more information, visit worksync.com. Press Contact: Jordan Ramirez Head of Communications, Pulseboard press@pulseboard.io +1 (555) 123-4567

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