Restaurant Scheduling Software

RotaSpark

Stress-Free Shifts, Happier Teams

RotaSpark automates shift scheduling for independent restaurant and café owners drowning in manual rosters. With hospitality-focused templates and instant mobile sharing, owners fill shifts in minutes while staff set their own availability—slashing scheduling time, eliminating last-minute gaps, and building happier, more reliable teams without spreadsheet chaos.

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Product Details

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

Vision & Mission

Vision: To empower every independent restaurant owner to build thriving teams and stress-free businesses through effortless, people-first scheduling.
Long Term Goal: By 2028, empower 30,000 independent restaurants and cafés worldwide to cut scheduling time by 60% and halve last-minute shift gaps, fueling stronger teams and stress-free service.
Impact: Cuts weekly scheduling time for independent restaurant and café owners by 60%, reduces last-minute shift gaps by 40%, and improves staff retention within three months—enabling smoother operations and happier teams without the stress and errors of manual or generic scheduling.

Problem & Solution

Problem Statement: Independent restaurant and café owners waste hours manually creating shift schedules, leading to last-minute coverage gaps and unhappy staff because generic scheduling apps lack hospitality-specific features and easy staff availability input, resulting in persistent no-shows and stress.
Solution Overview: RotaSpark ends manual scheduling chaos by letting owners build and edit shifts in minutes with hospitality-focused templates, while staff enter their own availability on mobile—cutting planning time, ensuring every shift is covered, and stopping no-shows before they start.

Details & Audience

Description: RotaSpark automates shift scheduling for independent restaurant and café owners, ending spreadsheet chaos and last-minute scrambles. Owners create and adjust rosters in minutes, while staff set their own availability for fewer no-shows. Unlike generic apps, RotaSpark’s hospitality-specific templates and instant sharing keep small teams happy, covered, and stress-free.
Target Audience: Independent restaurant and café owners (25-55) overwhelmed by manual scheduling, prioritizing staff flexibility and morale.
Inspiration: Standing in a bustling café, I watched the owner erase and redraw the week’s roster as two baristas called out unexpectedly. Frustration flickered in her eyes as staff texted in their new availabilities. In that chaotic moment, I saw how generic tools couldn’t keep pace with real hospitality demands—sparking the vision for a smarter, flexible scheduling app built just for small restaurant teams.

User Personas

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

Reluctant Randy

- Age 55, owner-operator of 25-seat suburban café - Inherited family business, high-school diploma - Annual revenue ~$60k, minimal tech budget - Manages 8 regular part-time staff

Background

Raised in a legacy café, Randy mastered handwritten logs for decades. Recent team expansions and turnover created chaotic shifts. He adopted digital tools reluctantly to prevent service breakdowns.

Needs & Pain Points

Needs

1. Easy scheduling with minimal tech hurdles 2. Quick shift swaps without training staff 3. Printable rosters for offline reference

Pain Points

1. Lost shifts hidden in messy paper rosters 2. Last-minute gaps derail weekend service 3. Frustrating learning curve for new software

Psychographics

- Values hands-on control over every detail - Fears technological complexity and data loss - Seeks reliable solutions without fuss

Channels

1. Facebook Marketplace (community) 2. WhatsApp Groups (local chatter) 3. Local trade forums (web) 4. Print trade magazines (weekly) 5. YouTube (tutorial searches)

Pop-Up Pauline

- Age 32, freelance events planner - Bachelor’s in hospitality management - Manages 3–4 pop-up dinners monthly - Income ranges $40–70k per year

Background

Transitioned from hotel banquets to the independent pop-up scene. Thrives on creative events but struggles with ad-hoc staffing. Adopted RotaSpark to streamline last-minute team calls.

Needs & Pain Points

Needs

1. Real-time availability tracking for ad-hoc staff 2. Instant mobile shift notifications for events 3. Customizable templates for varied event formats

Pain Points

1. Scrambling to fill unexpected shift vacancies 2. Miscommunications after venue changes 3. Overloaded manual roster updates

Psychographics

- Thrives on creative, fast-paced event challenges - Values flexibility and instant communication - Prioritizes team morale under pressure

Channels

1. Instagram (visual inspiration) 2. Slack (team chat) 3. Email newsletters (industry updates) 4. Eventbrite (planning platform) 5. TikTok (quick tutorials)

Compliance Clara

- Age 38, occupational health manager - Bachelor’s in environmental health - Oversees 10 restaurant locations - Salary ~$80k with benefits

Background

After years as head chef, Clara shifted to compliance to reduce kitchen injuries. Experienced fines from overtime breaches. Now uses RotaSpark’s insights to maintain lawful schedules.

Needs & Pain Points

Needs

1. Automated overtime alerts to avoid penalties 2. Detailed logs for audit inspections 3. Fair shift distribution to minimize fatigue

Pain Points

1. Unexpected overtime fines from manual oversight 2. Disjointed records hamper inspections 3. Staff burnout due to uneven shifts

Psychographics

- Obsessive about rules and safety protocols - Motivated by zero-incident workplace record - Trusts data for compliance decisions

Channels

1. LinkedIn (professional updates) 2. Email digests (daily reports) 3. Slack (team notifications) 4. Industry webinars (training) 5. Intranet portal (internal tools)

Franchise Fran

- Age 42, franchise operations manager - MBA in operations - Manages 50+ outlets nationwide - Salary >$100k with corporate perks

Background

Rose through franchise training to operations lead, frustrated by dispersed scheduling chaos. Implemented RotaSpark to unify rosters and reduce regional understaffing.

Needs & Pain Points

Needs

1. Standardized templates across all franchises 2. Visibility into regional staffing imbalances 3. Smooth cross-branch shift transfers

Pain Points

1. Inconsistent rosters across network 2. Efficiency loss from siloed branch data 3. Friction in inter-location swaps

Psychographics

- Values brand consistency and quality control - Driven by operational efficiency metrics - Prefers centralized dashboards for oversight

Channels

1. Microsoft Teams (corporate comms) 2. Email (official directives) 3. Intranet dashboard (portal) 4. Zoom (video meetings) 5. Power BI (analytics)

Eco Evan

- Age 29, sustainability-focused café manager - Master’s in environmental studies - Operates zero-waste urban café - Salary ~$45k with eco bonuses

Background

Studied environmental science before opening a zero-waste café. Shocked by high commute emissions, he integrated RotaSpark’s geo-scheduling to minimize travel and boost punctuality.

Needs & Pain Points

Needs

1. Geo-clustering of shifts to reduce emissions 2. Availability based on neighborhood zones 3. Carbon-impact reporting on schedules

Pain Points

1. High commute emissions hurting sustainability goals 2. Unpredictable tardiness from long distances 3. Manual neighborhood mapping slows planning

Psychographics

- Committed to eco-responsibility in operations - Seeks data-driven sustainability improvements - Values community and local impact

Channels

1. Instagram (eco community) 2. Local green forums (web) 3. Email (newsletters) 4. Meetup (sustainability groups) 5. Google Maps (route planning)

Product Features

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

SmartMatch

Leverages AI to recommend optimal swap candidates by analyzing staff availability, qualifications, and past preferences—ensuring smooth, fair swaps and reducing manual coordination.

Requirements

Candidate Scoring Engine

"As a restaurant owner, I want the system to automatically rank swap candidates so that I can quickly approve the best fit without manual filtering."

Description

Implement an AI-driven scoring engine that evaluates potential swap candidates by analyzing criteria such as staff availability, qualifications, past swap performance, and individual preferences. The engine should generate a ranked list of optimal matches for each swap request in real time, integrating seamlessly with the RotaSpark scheduling system. Expected benefits include increased swap success rates, reduced manual coordination time, and enhanced staff satisfaction through fair and transparent recommendations.

Acceptance Criteria

Swap Request Initialization and Candidate Scoring

Given a manager submits a shift swap request containing role, date, time, and required skill level, When the Candidate Scoring Engine processes the request, Then the system returns a ranked list of at least five eligible candidates with computed scores within 3 seconds.

Filtering Candidates by Qualification and Availability

Given there are multiple staff members with varying qualifications and availabilities, When the engine evaluates candidates, Then only staff with matching qualifications and confirmed availability for the target shift are included in the ranked list.

Incorporating Staff Preferences into Rankings

Given staff members have set individual swap preferences, When the engine generates recommendations, Then candidates whose preferences align with the swap request receive a minimum 10% score boost, influencing their ranking accordingly.

Utilizing Past Swap Performance Metrics

Given historical swap records are available, When the engine computes candidate scores, Then staff with higher past swap acceptance rates and timeliness receive positive adjustment to their score, resulting in at least 15% score differentiation between top and bottom performers.

Displaying Transparent Ranking Details to Users

Given a ranked list is presented to the manager, When the UI displays the recommendation, Then each candidate entry shows a breakdown of score components (availability, qualification, preference match, past performance) and the total score, enabling users to understand the ranking rationale.

Availability Matching

"As a shift manager, I want the platform to instantly match open shifts with available staff so that I can fill vacancies without delay."

Description

Create a module that cross-references real-time staff availability with open shift requirements. The module must accommodate dynamic availability inputs from mobile and web interfaces, ensure timezone consistency, and handle last-minute changes. Integration with the existing availability calendar will enable immediate detection of qualified candidates who can cover requested swaps, reducing scheduling gaps and overstaffing risks.

Acceptance Criteria

Real-time Availability Update

Given a staff member updates their availability via mobile or web, when the update is submitted, then the system reflects the change in the availability calendar within 30 seconds.

Open Shift Candidate Detection

Given an open shift request is created, when the SmartMatch module runs, then it returns a list of all staff available, qualified, and preferring the shift time, sorted by match score.

Timezone Consistency

Given staff and shift are in different timezones, when availability and shift times are processed, then the system accurately converts all times to a common reference so that no mismatches occur.

Last-Minute Change Handling

Given a staff member marks themselves unavailable within two hours of a scheduled shift, when the change is recorded, then the module immediately reruns matching and notifies top three candidates within one minute.

Swap Candidate Qualification Filter

Given an open shift has specific qualification requirements, when SmartMatch evaluates candidates, then any staff without the required qualifications are excluded from the candidate list.

Qualification Verification

"As a café owner, I want the system to ensure only qualified staff are suggested for specialized shifts so that customer service and safety standards are upheld."

Description

Develop functionality to verify that recommended swap candidates meet all necessary qualifications for a given shift, including certifications, role-specific skills, and seniority requirements. The system should automatically check each candidate’s profile, flag any missing credentials, and exclude ineligible staff from recommendations. This ensures compliance with labor regulations and maintains service quality standards.

Acceptance Criteria

Certification Check During Swap Recommendation

Given a swap request for a shift requiring a Food Safety certification, when the system generates recommendations, then only candidates with a valid Food Safety certification are included and those without are excluded.

Role-Specific Skill Validation

Given a swap request for a shift requiring Barista proficiency, when evaluating candidates, then only staff with Barista skill level equal to or above the required proficiency are recommended.

Seniority Requirement Enforcement

Given a swap request for a managerial shift requiring at least 2 years of tenure, when processing candidates, then exclude all staff members whose tenure is less than 2 years.

Missing Credentials Flagging

Given candidates lacking required credentials for a shift, when recommendations are generated, then the system flags each missing credential in the candidate's profile view.

Combined Qualification Filtering

Given a swap request with multiple qualification conditions, when generating swap recommendations, then only candidates meeting all specified conditions are shown in the final recommendation list.

Real-Time Profile Updates

Given a candidate obtains a new certification and updates their profile, when the profile is saved, then the system immediately includes them in the eligible candidate list for relevant shifts.

Preference Learning

"As a line cook, I want the system to remember my swap preferences so that I receive suggestions that fit my personal schedule and working relationships."

Description

Integrate machine learning capabilities to learn individual staff swap preferences over time, such as favored coworkers, shift times, and days. The system should capture feedback from accepted and rejected recommendations to refine future match accuracy. This continuous learning loop will personalize swap suggestions, increase staff engagement, and reduce rejection rates.

Acceptance Criteria

Capturing Initial Preference Feedback

Given a staff member receives a swap recommendation for a coworker, When they accept or reject the recommendation, Then the system records the choice and updates the preference dataset within 24 hours.

Adjusting Recommendations Following Rejections

Given the model has previous swap data, When a recommended swap is rejected by the staff member, Then the system decreases the match score for similar recommendations by at least 10% in subsequent suggestions.

Personalized Swap Suggestions

Given at least 5 recorded feedback actions from a staff member, When new swap suggestions are generated, Then the top 3 recommendations reflect their highest-ranked preferences at least 80% of the time in a rolling window of 10 suggestions.

Default Recommendations for New Staff

Given a new staff member with no prior feedback history, When generating swap suggestions, Then the system uses default weightings based on team-wide preferences and qualifications, resulting in at least 3 viable options that meet shift requirements.

Measuring Model Accuracy Improvement

Given the model retrains weekly on collected feedback data, When compared against the previous week’s recommendations, Then the overall acceptance rate increases by at least 5% month-over-month.

Swap Recommendation Feedback

"As a team member, I want to provide feedback on swap suggestions so that the system can learn and offer better matches next time."

Description

Build a feedback mechanism allowing managers and staff to rate the usefulness of swap suggestions after each swap process. Collected feedback will feed into the AI model to improve future recommendations, track swap success trends, and provide reporting insights through the RotaSpark analytics dashboard. This feature promotes transparency and drives iterative improvement of the SmartMatch algorithm.

Acceptance Criteria

Manager Provides Rating After Swap

Given a manager completes a swap using SmartMatch, when the confirmation screen appears, then the manager can submit a rating between 1 and 5 stars and optional feedback comments which are recorded by the system.

Staff Provides Feedback After Swap

Given a staff member accepts a swap recommendation, when the swap is finalized, then the staff member is prompted to submit a thumbs-up or thumbs-down and optional comments which are stored in the feedback repository.

Feedback Recorded in Database

Given a feedback submission from any user, when the feedback is sent, then the system stores the rating or thumbs response along with metadata (user ID, swap ID, timestamp) in the centralized database with a successful write acknowledgment.

Feedback Displayed in Analytics Dashboard

Given stored feedback data, when a manager accesses the RotaSpark analytics dashboard, then the average rating, feedback count, and trend graph for swap suggestions are displayed accurately for the selected time period.

Feedback Used to Retrain AI Model

Given a new batch of feedback entries, when the AI retraining process is triggered, then the system consumes the feedback dataset to update SmartMatch models and logs retraining success with version identifier.

PriorityPing

Sends instant, role-based swap notifications to high-priority staff or on-call groups, accelerating coverage for critical shifts and minimizing service disruptions.

Requirements

On-Call Group Management

"As a manager, I want to create and manage on-call groups by role and location so that I can quickly notify the right teams for urgent shift coverage."

Description

Provide an interface to define, organize, and manage on-call groups based on role, location, or seniority, integrate with existing staff records, and assign default groups for critical shifts to ensure targeted notifications.

Acceptance Criteria

Create On-Call Group

Given an admin accesses the On-Call Group Management page When they select 'Add Group', input a unique group name, select one or more roles, choose location(s), and set seniority level, and click 'Save' Then the group is created and displayed in the group list with the correct attributes

Edit On-Call Group Details

Given an existing on-call group in the list When the admin selects 'Edit' for that group and updates one or more fields (name, roles, location, or seniority) and clicks 'Save' Then the changes are persisted and reflected in the group list and any linked schedules

Link Staff Members to On-Call Group

Given an on-call group exists and staff records are present in the system When the admin selects 'Manage Members' for the group and adds or removes staff by searching by name or role and confirms changes Then the group membership updates accordingly, and each staff member’s profile shows the new group membership

Assign Default Group to Critical Shift

Given a critical shift template in the scheduling module When the admin selects 'Default On-Call Group' and chooses an existing group and saves the template Then any new critical shifts created from the template automatically have the selected group assigned for PriorityPing notifications

Prevent Duplicate Group Creation

Given an admin attempts to create a new on-call group When they enter a group name that already exists Then the system shows a validation error indicating 'Group name must be unique' and prevents group creation

Delete On-Call Group Safely

Given an on-call group is not assigned to any active shift or template When the admin selects 'Delete' for the group and confirms Then the group is removed from the list and no longer available for assignment; If the group is assigned, display an error preventing deletion

Automated Role-Based Matching

"As a manager, I want the system to automatically select staff with matching roles and availability so that notifications only go to those who can cover the shift."

Description

Automatically identify eligible staff members by matching role, skills, availability, and proximity, filtering out ineligible users and ensuring notifications only reach suitable candidates.

Acceptance Criteria

Role and Availability Matching

Given a shift requiring a specific role and time window When the matching engine processes staff records Then only staff with the required role and availability for the entire shift are selected

Skill-Based Filtering

Given a shift requiring specialized skills When the system filters candidates Then only staff whose profiles include all required skills are identified

Proximity Verification

Given a shift location and staff home addresses When the system calculates distances Then only staff located within the configured radius are considered eligible

Exclusion of Ineligible Staff

Given staff members who are on leave, already scheduled, or have marked themselves unavailable When the matching process runs Then those ineligible staff are excluded from the candidate pool

Notification Targeting Accuracy

Given a finalized list of eligible staff When notifications are dispatched Then only those eligible staff receive the swap request and the event is logged

Real-Time Multi-Channel Notifications

"As a staff member, I want to receive instant notifications on my preferred channel so that I can respond promptly to critical shift requests."

Description

Dispatch instant notifications through mobile app push, SMS, and email with low latency, configurable channel preferences, and delivery prioritization to ensure critical alerts reach staff immediately.

Acceptance Criteria

High-Priority Shift Cancellation Notification

Given a shift is cancelled less than 24 hours before it starts, when the system triggers the cancellation alert, then notifications are sent via the staff member’s preferred channels (push, SMS, email) and each channel delivery is completed within 5 seconds.

Staff Opted Out of SMS Receives via Email

Given a staff member has opted out of SMS notifications, when a critical notification is sent, then the system reroutes the message to email only and confirms delivery success to the monitoring dashboard within 10 seconds.

Mobile App Push Notification Delivery Under Poor Network

Given a staff member’s mobile device is on a weak network, when a push notification is sent, then the system retries delivery every 10 seconds up to three attempts and logs a retry count, ensuring delivery acknowledgment if the device comes online within one minute.

Notification Fallback Logging and Escalation

Given a message fails to deliver via all configured channels for a high-priority alert, when each channel returns an error, then the system logs each failure, triggers an escalation email to the manager, and retries delivery after 30 seconds.

Delivery Prioritization Under High Load

Given multiple notifications of varying priority are queued simultaneously, when the system processes the queue, then high-priority alerts are sent before low-priority alerts, and the average delivery time for high-priority notifications remains under 5 seconds even under 1000 concurrent requests.

Customizable Notification Templates

"As a manager, I want to customize the notification message template so that staff receive clear and contextually relevant information."

Description

Offer editable notification templates with placeholders for shift details, urgency level, location, and contact information, allowing managers to personalize messages for different scenarios.

Acceptance Criteria

Editing a Notification Template

Given the manager is on the notification templates page When they select an existing template and modify the message body Then the system saves the changes and displays the updated content in the template list

Inserting and Verifying Placeholders

Given the template editor is open When the manager inserts placeholders for shift details, urgency level, location, and contact information Then each placeholder appears correctly labeled in the editor and can be positioned at the cursor location

Saving and Applying Customized Templates

Given a template has been edited When the manager saves the template Then the customized template persists in the template list, retains all edits after logout, and can be selected for sending notifications

Previewing Finalized Notification Messages

Given a customized template and a sample shift assignment When the manager clicks preview Then the system replaces all placeholders with the correct sample shift data and displays the fully populated message

Ensuring Mobile Formatting Consistency

Given a finalized notification message When the manager sends the notification to staff via mobile app Then the message displays correctly formatted with proper line breaks and no truncated or misaligned text on both iOS and Android devices

Response Tracking and Escalation

"As a manager, I want to monitor who has confirmed or declined and have the system escalate when there’s no response so that shift coverage is secured automatically."

Description

Track notification delivery, open status, and staff responses; if no response within a configurable timeout, automatically escalate alerts to secondary groups or broadcast to all eligible staff.

Acceptance Criteria

Notification Delivery Status Tracking

Given a notification is sent to a primary staff group, When the notification is delivered to the user’s mobile device, Then the system logs a “delivered” timestamp in the notification record within 30 seconds of the send attempt.

Open Status Confirmation

Given a staff member receives a notification, When they open the notification, Then the system updates the notification status to “opened” in the database within 10 seconds.

Staff Response Recording

Given a staff member views the shift swap notification, When they accept or decline the request, Then their response is recorded with a timestamp and the shift status updated accordingly within 15 seconds.

Automatic Escalation to Secondary Group

Given no response is recorded from the primary group within the configured timeout, When the timeout expires, Then the system sends notifications to the secondary group in a single batch within 1 minute of expiry.

Broadcast to All Eligible Staff

Given no responses are received from primary and secondary groups within successive timeouts, When the final escalation triggers, Then the system broadcasts the swap request to all eligible staff and logs the broadcast event.

Notification Analytics Dashboard

"As an owner, I want to view analytics on notification effectiveness so that I can optimize group assignments and improve coverage success rates."

Description

Provide a dashboard displaying metrics on delivery times, response rates, fill rates, and group performance, enabling data-driven optimization of on-call assignments and notification strategies.

Acceptance Criteria

Viewing Delivery Time Metrics

Given a manager accesses the analytics dashboard and selects a date range, When the system retrieves priority notification logs, Then the dashboard displays the average delivery time for all priority pings and it matches backend data within 5%.

Analyzing Response Rates

Given the manager filters analytics by on-call group and shift type, When the response rate report is generated, Then the dashboard shows the percentage of staff who responded within 10 minutes and aligns with raw response data.

Monitoring Fill Rates

Given the manager applies a critical shift filter, When the dashboard is refreshed, Then it displays the fill rate (shifts filled vs. total notifications sent) as a percentage and matches request logs.

Comparing Group Performance Over Time

Given the manager selects two on-call groups and a date range, When comparing group performance, Then line charts display both groups’ response rates and average delivery times side by side for the specified period.

Exporting Analytics Reports

Given the manager clicks the “Export” button on the dashboard, When the export process completes, Then a CSV file downloads containing columns for date, on-call group, delivery time, response rate, and fill rate reflecting the dashboard values.

SwapBoard

Provides a real-time feed of all open shifts and swap requests in an intuitive dashboard, allowing staff to browse, filter, and claim swaps with a single tap.

Requirements

Real-Time Shift Feed

"As a staff member, I want to see open shifts and swap requests update in real-time so that I can claim available shifts immediately and avoid missing opportunities."

Description

The SwapBoard dashboard will provide a continuously updating feed of all open shifts and swap requests, reflecting any additions, cancellations, or approvals within seconds. By leveraging WebSockets or similar real-time technologies, the system ensures staff and managers have immediate visibility into shift availability, reducing scheduling conflicts and enabling faster coverage decisions. This live update mechanism integrates with the existing scheduling engine to maintain data consistency and support seamless user interactions.

Acceptance Criteria

New Shift Addition Appears Instantly

Given a manager adds a new shift via the scheduling engine When the staff SwapBoard dashboard is active Then the new shift must appear in the feed within 2 seconds for all connected clients

Shift Cancellation Reflects Immediately

Given a manager cancels an existing shift When the cancellation is confirmed by the scheduling engine Then the shift is removed from the SwapBoard feed on all active dashboards within 2 seconds

Swap Request Notification and Claiming

Given a staff member submits a swap request and marks it open When other staff view the SwapBoard Then the request appears immediately with requester details and allows a single-tap claim that triggers an update across all dashboards within 2 seconds

Manager Approval of Swap Updates Feed

Given a swap request is submitted by staff and requires manager approval When the manager approves or rejects the request Then the status update is reflected on all staff dashboards in real time (within 2 seconds) and notifications are sent to involved parties

Dashboard Recovery After Network Interruption

Given a staff device loses and then regains network connectivity While the SwapBoard dashboard is open Then upon reconnection the dashboard must automatically synchronize and display all missed additions, cancellations, and approvals within 5 seconds

Advanced Shift Filters

"As a barista, I want to filter open shifts by date, role, and location so that I can quickly find shifts that match my availability and preferences."

Description

The SwapBoard interface will include customizable filters and sorting options, allowing users to refine the list of open shifts and swap requests by criteria such as date range, role type, location, shift length, and staffing urgency. Implemented via client-side filtering with server-side support for large data sets, these features will improve user efficiency in finding suitable shifts, reduce cognitive load, and enhance overall user satisfaction by delivering relevant results quickly.

Acceptance Criteria

Date Range Filter

Given the user selects a start date and an end date in the date filter, when the filter is applied, then only shifts with dates falling within the selected range are displayed.

Role Type Filter

Given the user selects one or more role types from the role filter, when the filter is applied, then only shifts requiring the selected roles are shown.

Location Filter

Given the user chooses a specific location from the location dropdown, when the filter is applied, then only shifts at that location appear in the list.

Shift Length Filter

Given the user sets a minimum and/or maximum shift duration, when the filter is applied, then only shifts whose lengths fall within the specified duration range are displayed.

Staffing Urgency Filter

Given the user selects an urgency level (e.g., high, medium, low), when the filter is applied, then shifts are filtered by staffing urgency and prioritized accordingly.

Combined Filters

Given the user applies multiple filters simultaneously (date range, role, location, and urgency), when the filters are applied, then only shifts matching all selected criteria are displayed.

Performance Under Large Data Sets

Given the system has over 1,000 open shifts, when the user applies any combination of filters, then the filtered results load within two seconds without degrading UI responsiveness.

One-Tap Swap Claim

"As a waiter, I want to request a shift swap with one tap so that I can adjust my schedule without manual coordination."

Description

Enable employees to claim or request a shift swap with a single tap on the SwapBoard dashboard, triggering an automated workflow that notifies all involved parties and updates the schedule. Utilizing a streamlined UI component, the system validates eligibility (e.g., role match, availability) before submission, and pushes notifications to managers and affected staff. This simplifies the swap process, lowers administrative effort, and accelerates shift coverage.

Acceptance Criteria

Direct Claim of Open Shift

Given an open shift is listed on SwapBoard When an eligible employee taps the 'Claim' button Then the system validates role and availability, updates the shift owner to the employee, and removes the shift from the open list

Swap Request for Scheduled Shift

Given an employee views their scheduled shift and identifies a conflict When they tap 'Request Swap' and select an available colleague Then the system verifies colleague's eligibility, logs the swap request, and notifies manager and colleague

Unavailable Employee Prevented from Claiming

Given an employee without matching availability selects 'Claim' on a shift When the system checks availability Then it rejects the claim and displays an 'Ineligible to Claim' error message

Manager Notification Upon Swap Action

Given a swap claim or request is submitted When the system processes the action Then it sends a notification to the manager with details of the involved employees and shift details within 1 minute

Real-Time Schedule Update

Given a successful shift claim or approved swap When the system completes the workflow Then the schedule dashboard updates within 5 seconds to reflect the new assignment for all users

Push Notifications for Swap Updates

"As a team member, I want to receive notifications when new shifts open or my swap request status changes so that I can respond promptly."

Description

The application will send real-time push notifications to mobile and desktop clients when new open shifts are posted, when a swap request is made, approved, or rejected, and when relevant schedule updates occur. Built on a scalable notification service with configurable user preferences, this requirement ensures staff remain informed even when not actively viewing SwapBoard, improving response times and reducing scheduling gaps.

Acceptance Criteria

New Open Shift Posted Notification

Given a new open shift is posted on SwapBoard When a user’s notification preferences allow open shift alerts Then a push notification is sent to the user’s mobile and desktop clients within 5 seconds containing the shift title, date, time, and a direct link to claim the shift

Swap Request Created Notification

Given a user submits a swap request for a shift When the request is successfully recorded Then all involved parties receive a push notification within 5 seconds including the swap details and a link to view the request status

Swap Request Approved Notification

Given a manager approves a swap request When the approval action is completed Then the requesting employee and swap partner receive a push notification within 5 seconds confirming the approval and updated shift assignments

Swap Request Rejected Notification

Given a manager rejects a swap request When the rejection action is completed Then the requesting employee receives a push notification within 5 seconds with the rejection reason

Schedule Update Notification

Given any approved change to a user’s schedule (new shift, cancellation, or swap approval) When the update is finalized Then the affected user receives a push notification within 5 seconds summarizing the change and linking to the updated schedule view

Manager Approval Workflow

"As a manager, I want to review and approve or reject swap requests from the dashboard so that I can ensure appropriate staffing levels and maintain shift coverage."

Description

Introduce a manager-focused approval workflow within SwapBoard that presents pending swap requests with detailed context (original shift, requested replacement, involved employees) and provides manager controls to approve or deny directly from the dashboard. The workflow integrates with existing user roles and permissions, logs decision history, and triggers notifications to staff. This oversight mechanism maintains operational integrity while empowering employees to self-manage swaps.

Acceptance Criteria

Pending Swap Request Display

Given a manager with pending swap requests, When the manager opens the SwapBoard dashboard, Then all open swap requests are displayed in real-time with original shift details, requested replacement shift, and involved employee names.

Approve Swap Request

Given a manager selects a pending swap request, When the manager taps the Approve button, Then the request status changes to Approved, a timestamped entry is added to the decision history log, and both original and replacement employees receive an approval notification.

Deny Swap Request

Given a manager selects a pending swap request, When the manager taps the Deny button and provides an optional reason, Then the request status changes to Denied, the provided reason is recorded in the decision history log, and both original and replacement employees receive a denial notification including the reason.

Permission Enforcement

Given a user without manager permissions, When the user attempts to approve or deny a swap from the SwapBoard dashboard, Then the action is blocked, an error message is displayed indicating insufficient permissions, and no changes are made to the request or logs.

Decision History Logging

Given any swap request decision action (approve or deny), When the action is completed, Then the system records the decision with manager ID, timestamp, action type, and optional reason in an audit log accessible to administrators.

Manager Override

Empowers managers with one-click approval, modification, or redirection of swap requests—granting balance between staff autonomy and operational control.

Requirements

Swap Request Dashboard

"As a manager, I want to view all pending swap requests in a single dashboard so that I can efficiently monitor and manage staff shift changes."

Description

A centralized interface listing all pending swap requests with relevant details such as original shift, requested shift, requesting and receiving staff, and timestamps. The dashboard enables managers to quickly assess and manage multiple requests in one place, improving visibility and decision-making efficiency.

Acceptance Criteria

Pending Swap Requests Listing

Given the manager accesses the Swap Request Dashboard, when the page loads, then only requests with status “Pending” are displayed, each showing original shift, requested shift, requesting and receiving staff, and timestamp, sorted by most recent timestamp first.

Filter Swap Requests by Staff

Given the manager enters a staff name into the filter field, when the filter is applied, then only swap requests where the entered name matches either the requesting or receiving staff are shown.

Sort Requests by Timestamp

Given the manager toggles the timestamp column header between ascending and descending, when toggled, then the list of swap requests reorders accordingly and reflects the chosen sort direction.

Bulk Approve Swap Requests

Given the manager selects multiple pending requests using checkboxes and clicks “Approve Selected,” when confirmed, then each selected request’s status updates to “Approved” and email notifications are sent to both parties involved.

View and Modify Swap Request Details

Given the manager clicks “View Details” on a specific request, when the detail view opens, then all request information is displayed and, if the manager edits the requested shift details and saves, the updated information persists and an update notification is sent.

One-Click Approval

"As a manager, I want to approve swap requests with one click so that I can quickly finalize shift changes and keep the schedule up to date."

Description

A streamlined approval mechanism allowing managers to approve swap requests with a single click. The feature validates staff eligibility, updates the roster automatically, and removes the request from the dashboard, reducing manual workload and ensuring real-time schedule updates.

Acceptance Criteria

Pending Swap Request Display

Given the manager navigates to the swap requests dashboard, When one or more pending swap requests exist, Then each request displays staff names, requested shift details, and an 'Approve' button for one-click approval.

Successful One-Click Approval

Given a pending and eligible swap request, When the manager clicks 'Approve', Then the request status changes to 'Approved', the roster is automatically updated to reflect the swap, and the request is removed from the pending list.

Real-Time Roster Update

Given an approved swap request, When the approval is confirmed, Then both affected staff members' schedules update immediately across all platforms without requiring a manual page refresh.

Ineligible Swap Request Handling

Given a swap request involving a staff member lacking required qualifications or having scheduling conflicts, When the manager attempts to approve, Then the system displays a clear error message explaining the issue and blocks the approval.

Dashboard Removal of Approved Requests

Given a swap request has been successfully approved, When the dashboard data refreshes, Then the approved request no longer appears in the pending list and is logged in the approval history.

Swap Modification

"As a manager, I want to modify the details of a swap request before approving it so that I can ensure the change aligns with staffing needs and shift requirements."

Description

Functionality enabling managers to edit swap request details before approval, including shift times, roles, and participants. It ensures operational requirements are met by allowing adjustments to proposed swaps, preventing scheduling conflicts or understaffing.

Acceptance Criteria

Edit Shift Time in Pending Swap Request

Given a swap request is pending approval When the manager edits the start or end time Then the modified times are saved and displayed in the swap request details.

Modify Role in Swap Request

Given a swap request is pending approval and the requested role differs from requirements When the manager updates the new role Then the updated role is reflected in the request and validated against role requirements.

Change Swap Participants

Given a swap request exists When the manager adds a new participant or removes an existing one Then the system checks participant availability and updates the request accordingly.

Resolve Shift Conflict via Modification

Given a proposed swap creates overlapping shifts When the manager adjusts the shift times or participants Then the system confirms no conflicts exist before saving modifications.

Maintain Pending Status After Modification

Given a manager modifies any swap request detail When the modification is saved Then the swap request remains in 'Pending Approval' status.

Swap Redirection

"As a manager, I want to redirect a swap request to another eligible staff member so that the shift remains covered when the original recipient cannot accept."

Description

Capability for managers to redirect swap requests to alternative eligible staff if the initial recipient is unavailable. The system suggests suitable staff based on availability and qualifications, then reassigns the request, maintaining flexibility and coverage.

Acceptance Criteria

Initial Swap Request Redirection

Given a pending swap request with no response within 24 hours When the manager initiates redirection Then the system automatically identifies and redirects the request to the next available eligible staff member.

Eligible Staff Suggestion Generation

Given a swap request that needs redirection When the manager views suggestions Then the system lists at least three eligible staff sorted by availability and qualifications.

Manager Confirms Redirection

Given the system-generated list of eligible staff When the manager selects a staff member Then the swap request is reassigned and confirmation is displayed.

Notification Delivery to Redirected Staff

Given a swap request has been reassigned When redirection is confirmed Then the new staff member receives a swap request notification via mobile and email within one minute.

Schedule Updated Post-Redirection

Given a swap request redirected to a new staff If the new staff accepts the swap Then the staff schedules update automatically without overlap or conflict within the master roster.

Swap Notification

"As a staff member, I want to receive notifications when my swap request is updated so that I know its status and can plan accordingly."

Description

Automated notifications sent to staff when their swap request status changes (submitted, approved, modified, redirected, or rejected). Notifications include details and next steps, ensuring staff stay informed and respond promptly to changes.

Acceptance Criteria

Swap Request Submission Notification

Given a staff member submits a swap request When the system processes the submission Then the requester receives a notification within 1 minute containing the requested shift details and next steps.

Swap Request Approved Notification

Given a manager approves a swap request When the system updates the request status Then both the requester and the approved replacement receive a notification within 1 minute with approval confirmation, shift details, and any required confirmation actions.

Swap Request Modification Notification

Given a manager modifies the details of a submitted swap request When the modifications are saved Then both the original requester and the potential replacement receive a notification within 1 minute outlining the specific changes and any updated action items.

Swap Request Redirection Notification

Given a manager redirects a swap request to a different staff member When the redirection occurs Then the newly targeted staff receives a notification with full shift details and the originally targeted staff receives a cancellation notice, both within 1 minute.

Swap Request Rejection Notification

Given a manager rejects a swap request When the rejection is processed Then the requesting staff receives a notification within 1 minute stating the reason for rejection and instructions for next steps.

Override Audit Trail

"As an operations lead, I want to review a log of all manager override actions so that I can ensure accountability and trace decision history."

Description

A comprehensive log that records all override actions taken by managers, including timestamps, action types, manager identity, and affected swap request details. This audit trail supports transparency, accountability, and compliance with company policies.

Acceptance Criteria

Logging a Manager Approval Action

Given a pending swap request exists When a manager approves the request Then an audit entry is created containing the timestamp of approval, manager identity, action type 'approve', affected swap request ID, and original vs. approved shift details

Recording a Manager Modification Action

Given an existing swap request awaiting review When a manager modifies any details of the swap Then the audit log records the timestamp, manager identity, action type 'modify', affected swap request ID, and a before-and-after snapshot of the changed fields

Capturing a Manager Redirection Action

Given a submitted swap request assigned to one staff member When a manager redirects the request to another staff member Then the audit entry captures the timestamp, manager identity, action type 'redirect', affected swap request ID, original assignee, and new assignee

Retrieving Audit Trail Entries for a Specific Request

Given multiple audit entries exist for a swap request When a user or system component requests the audit trail for that swap request Then the system returns all related entries sorted by timestamp in ascending order, each entry showing timestamp, manager identity, action type, and details

Ensuring Immutable Audit Trail Records

Given an existing audit entry in the system When any user or manager attempts to modify or delete that audit entry Then the system rejects the operation and preserves the original audit record unchanged

Swap Insights

Offers analytics on swap frequency, response times, and staffing gaps—helping managers identify trends, optimize shift structures, and improve team reliability.

Requirements

Swap Frequency Dashboard

"As a restaurant manager, I want to view a dashboard of swap frequencies over time so that I can identify peak swap activity and optimize shift planning."

Description

Implement an interactive dashboard that visualizes the number of shift swap requests and completions over selectable time periods. The dashboard should include bar and line charts, filters for location, team, and shift type, and the ability to drill down into daily or weekly views. Integrate seamlessly with the existing RotaSpark analytics module to provide managers with immediate insights into swap patterns, enabling data-driven staffing adjustments and resource allocation.

Acceptance Criteria

Time Period Selection

Given the manager navigates to the Swap Frequency Dashboard, When they select a predefined (e.g., last week, last month) or custom time range, Then the bar and line charts update to display swap requests and completions for that period, And the data points correspond to the correct database entries within the selected dates.

Filtering by Location, Team, and Shift Type

Given the dashboard is displaying data, When the manager applies one or more filters for location, team, and shift type, Then only swap requests and completions matching all selected filters are displayed in both charts, And the filter selection persists when navigating between time periods.

Daily and Weekly Drill-Down View

Given the charts display aggregated data, When the manager clicks on a specific bar or line segment representing a week or day, Then the dashboard drills down to show swap requests and completions at a more granular daily or hourly level, And a breadcrumb or back button allows returning to the higher-level view.

Seamless Integration with Analytics Module

Given the manager accesses the Swap Frequency Dashboard from within the RotaSpark analytics module, When the dashboard loads, Then it inherits the module's navigation and authentication context without additional login prompts, And loading time does not exceed 2 seconds under normal network conditions.

Interactive Chart Responsiveness

Given the dashboard is rendered on desktop or mobile, When the manager interacts with chart elements (hover, click, pan, or zoom), Then tooltips display accurate details for each data point, interactions are smooth (under 100ms response), and the charts resize correctly based on viewport changes.

Response Time Metrics

"As a manager, I want to see response time metrics for swap requests so that I can assess team engagement and improve communication workflows."

Description

Calculate and display key metrics for swap request response times, including average, median, and percentile-based values. Provide trend lines and comparative views (e.g., this week vs. last week) to help managers spot changes in staff responsiveness. Embed this feature within the Swap Insights page, leveraging real-time data processing to ensure metrics update automatically as new swaps occur.

Acceptance Criteria

Weekly Response Time Metrics Display

Given the manager is on the Swap Insights page and at least one swap request has been made this week, when the page loads, then the average, median, 75th and 95th percentile response times for the current week are displayed and automatically updated in real time.

Comparative Response Time Trend Analysis

Given the manager selects the comparison view, when the current week and previous week toggles are activated, then the response time metrics for both weeks are displayed side by side with trend lines indicating increases or decreases percentage-wise.

Response Time Metrics Real-Time Update

Given a new swap request is made or responded to while the manager is viewing the page, when the event is processed by the system, then the displayed metrics recalculate and update within 2 seconds without page refresh.

Empty Data Handling

Given no swap requests exist for a selected period, when the manager views the metrics, then the system displays a message 'No data available for this period' in place of numeric metrics and hides trend lines.

Responsive Visualization Accuracy

Given the manager views the Swap Insights page on desktop, tablet, or mobile, when the metrics section is rendered, then all numeric metrics and trend lines are legible, correctly scaled, and aligned according to the device's viewport resolution.

Staffing Gap Alerts

"As a manager, I want to receive alerts for staffing gaps after swaps so that I can quickly fill open shifts and maintain service levels."

Description

Develop an alerting system that monitors approved swaps and identifies emerging staffing gaps before shift start times. Send proactive notifications via email and in-app messages when coverage falls below defined thresholds. Allow managers to configure alert parameters (e.g., gap size, time before shift) and integrate with mobile push notifications to ensure timely awareness and rapid response.

Acceptance Criteria

Threshold Alert Triggering

Given an approved swap reduces shift coverage below the defined threshold, When the system monitors staffing coverage, Then an alert is generated at least the configured time before the shift start.

Manager Configures Alert Parameters

Given a manager accesses the alert settings page, When they set the gap size threshold and alert timing, Then the system saves the new parameters and applies them to subsequent monitoring.

Email Notification Delivery

Given an alert is triggered for a staffing gap, When the system sends notifications, Then an email is delivered to each manager’s registered address within 2 minutes.

In-App Notification Delivery

Given an alert is triggered for a staffing gap, When managers are logged into the mobile or web app, Then an in-app notification appears in their notification center immediately.

Mobile Push Notification Integration

Given a push notification channel is enabled, When an alert is triggered, Then a push notification is sent to the manager’s mobile device with the shift details and gap size.

Trend Analysis Reports

"As a café owner, I want to receive regular trend reports on swap activity so that I can evaluate scheduling effectiveness over time and make strategic improvements."

Description

Offer automated weekly and monthly trend analysis reports that summarize swap frequency, response times, and staffing gaps. Reports should include visual summaries, key takeaways, and recommendations. Reports must be accessible within the admin portal and optionally emailed to designated recipients. Leverage scheduled report generation to minimize manual effort and ensure consistent insight delivery.

Acceptance Criteria

Weekly Trend Report Generation

Given it is Monday 00:00 When the scheduled weekly trend report job runs Then a report summarizing swap frequency, average response time, and staffing gaps for the previous week is generated with visual charts, key takeaways, and recommendations And the report is available in the Trend Analysis section of the admin portal And if email recipients are configured Then an email with the report attached is sent to each recipient within 5 minutes

Monthly Trend Report Generation

Given it is the first day of the month at 00:00 When the scheduled monthly trend report job runs Then a report summarizing swap frequency, average response time, and staffing gaps for the previous month is generated with visual charts, key takeaways, and recommendations And the report PDFs are stored in the Trend Analysis section of the admin portal And emails with the PDF attached are sent to designated recipients

In-Portal Report Access

Given an admin is logged into the portal When they navigate to the Trend Analysis Reports page Then they can filter reports by weekly or monthly period And view each report’s visual summaries, key takeaways, and recommendations And download the report as PDF

Email Delivery of Reports

Given scheduled reports exist When the scheduled send time is reached Then each designated recipient receives an email with an HTML summary in the body and the full report as a PDF attachment And the email contains a link to view the report in the portal

Report Generation Failure Handling

Given an error occurs during report generation When the system retries up to three times and still fails Then an alert notification is sent to the admin notification channel And the failure and retry attempts are logged

Data Export & Sharing

"As a manager, I want to export and share swap insights reports so that I can collaborate with my team and external partners efficiently."

Description

Enable export of all Swap Insights data into CSV and PDF formats, preserving charts and summary tables. Provide in-app sharing options that generate shareable links or attach reports to email templates. Ensure exports respect role-based access controls and integrate with existing sharing workflows to streamline communication with stakeholders.

Acceptance Criteria

Manager Exports Swap Insights to CSV

Given a manager with export permissions, when they request a CSV export of Swap Insights, then the system generates a CSV file containing header rows, summary tables, and raw swap records and prompts the file download within 5 seconds.

Manager Exports Swap Insights to PDF

Given a manager with export permissions, when they request a PDF export of Swap Insights, then the system generates a PDF including charts, summary tables, and metadata formatted per template and prompts the file download within 10 seconds.

User Shares Report via Link

Given an exported report, when the user selects 'Generate Shareable Link', then the system creates a secure, role-restricted link with configurable expiration, displays it to the user, and copies it to the clipboard.

User Shares Report via Email

Given an exported report, when the user selects 'Share via Email', then an in-app email draft is generated with the report attached and pre-populated stakeholder addresses, subject, and body based on the selected template.

Enforce Role-Based Export Access

Given multiple user roles, when a user without export permissions accesses Swap Insights, then the export and share options are hidden and any direct export attempts return a 'permission denied' error.

OvertimeTracker

Provides real-time monitoring and forecasting of employees’ working hours, alerting managers before overtime thresholds are breached to keep labor costs in check and protect staff wellbeing.

Requirements

Real-time Hours Tracking

"As a manager, I want to see employees’ worked hours updated in real-time so that I can monitor workload and prevent unexpected overtime."

Description

Continuously capture and update employees' clock-in and clock-out times across shifts in real-time, ensuring managers have up-to-the-minute visibility into hours worked and can proactively manage schedules. Integrated with existing roster data, the system minimizes discrepancies, supports live monitoring on mobile and web interfaces, and lays the foundation for accurate overtime calculation.

Acceptance Criteria

Clock-In Time Recorded Immediately

Given an employee taps "Clock In" on any device, then the system must log the timestamp and update the manager's dashboard within 5 seconds.

Real-Time Clock-Out Updates

Given an active shift, when an employee taps "Clock Out", then the system must immediately record the end time and adjust total hours displayed on mobile and web interfaces within 5 seconds.

Overtime Threshold Alert Triggered

When an employee's cumulative hours exceed 40 in a rolling 7-day period, then the system must generate an alert notification to the manager's dashboard and via email in real time.

Cross-Device Data Consistency

Given an employee clocks in on the mobile app and clocks out on the web app, then both interfaces must display identical timestamps and total hours without discrepancies.

Discrepancy Correction Prevention

If rostered shift data exists, when real-time clock-in/out timestamps are recorded, then the system must reconcile against scheduled hours and flag discrepancies only for manual review, without overriding original schedule data.

Overtime Threshold Alerts

"As a restaurant owner, I want to receive alerts before staff reach overtime so that I can adjust schedules and control labor costs."

Description

Automatically monitor cumulative working hours against predefined overtime thresholds and trigger multi-channel alerts via email, SMS, or in-app notifications before thresholds are breached. This functionality empowers managers to adjust schedules proactively, control labor costs, and ensure staff wellbeing by preventing excessive hours.

Acceptance Criteria

Email Alert at 80% Overtime Threshold

Given an employee’s cumulative hours reach 80% of their predefined overtime threshold When the system runs its hourly check Then an email is sent to the manager within 1 minute containing employee name, current hours, threshold value, and time period

SMS Alert at Overtime Threshold Breach

Given an employee’s cumulative hours equal or exceed their predefined overtime threshold When the system detects the breach Then an SMS is sent to the manager within 30 seconds including employee name, current hours, threshold value, and active shift details And delivery success rate must be ≥95%

In-App Notification for Approaching Overtime

Given any employee’s cumulative hours exceed 90% of their overtime threshold When the manager opens the RotaSpark mobile or web app Then an in-app notification appears in the notification center within 10 seconds And the notification includes a link to the employee’s schedule and adjustment options

Daily Forecast Summary Email

Given the system’s daily forecast runs at 18:00 When one or more employees are predicted to exceed their overtime thresholds in the next 24 hours Then a summary email is sent to the manager by 18:05 listing each employee’s name, forecasted hours, threshold, and recommended shift adjustments

Post-Alert Schedule Adjustment Recalculation

Given a manager adjusts an employee’s schedule after receiving any overtime alert When the adjustment is saved Then the system recalculates the employee’s cumulative hours immediately And no duplicate alerts for the same threshold are sent until the next threshold cycle

Forecasting Dashboard

"As a scheduler, I want to forecast potential overtime based on upcoming shifts so that I can balance staff workload in advance."

Description

Provide a dynamic forecasting dashboard that projects upcoming hours based on scheduled shifts, historical patterns, and leave data, offering visual charts, heatmaps, and trend lines for short-term and long-term planning. This tool helps managers anticipate overtime risks, balance workloads, and optimize staffing.

Acceptance Criteria

Short-term Overtime Risk Alert Visualization

Given the manager views the next week on the forecasting dashboard When projected hours for any employee exceed configured daily or weekly thresholds Then the dashboard displays a red alert indicator on the calendar and sends an in-app notification.

Long-term Staffing Trend Analysis

Given the manager selects a 3-month range When the system processes scheduled shifts and historical data Then the dashboard generates trend lines showing average weekly labor hours and highlights periods of under- or over-staffing.

Leave Data Impact Projection

Given approved leave entries exist for upcoming dates When generating forecasts Then the dashboard adjusts projected hours and visually indicates reduced availability on affected dates.

Historical Pattern Forecast Accuracy

Given three months of past scheduling data When comparing actual versus forecasted hours for a completed period Then the dashboard reports a forecast accuracy percentage of at least 90%.

Export Forecast Reports

Given the manager clicks the export button When the report generation completes Then a downloadable PDF and CSV containing all charts and data tables for the selected timeframe is provided.

Customizable Threshold Settings

"As an HR manager, I want to set custom overtime rules for different roles so that the system aligns with our labor policies."

Description

Allow administrators to configure overtime thresholds at employee, role, or location levels, including daily, weekly, and monthly limits, with the ability to set grace periods and tailor escalation rules. Customized settings ensure compliance with diverse labor regulations and support business-specific policies.

Acceptance Criteria

Administrator Configures Employee-Level Daily Thresholds

Given the admin sets a daily overtime limit of 8 hours with a 30-minute grace period for an individual employee and saves When the employee’s recorded working hours exceed 8.5 hours in a single day Then the system persists the settings, displays a confirmation message, and enforces the daily limit by flagging overtime

Role-Based Weekly Limit Setup with Grace Period

Given the admin configures a weekly overtime threshold of 40 hours with a 1-hour grace period for the 'Line Cook' role and saves When a line cook’s scheduled hours reach 42 within a calendar week Then the system triggers an escalation alert to the manager and prevents additional shift assignments until acknowledgment

Location-Specific Monthly Thresholds with Escalation Rules

Given the admin defines a monthly overtime threshold of 200 hours for 'Downtown Café' with escalation alerts at 180 and 200 hours When aggregated hours for Downtown Café reach 180 in the calendar month Then the system sends a soft alert to the regional manager And when it reaches 200 hours, sends a hard alert and blocks further scheduling at that location

Validation of Threshold Priority Precedence

Given conflicting thresholds exist at employee, role, and location levels When the system evaluates overtime limits for an employee Then it applies thresholds in order of specificity: employee-level, then role-level, then location-level And logs the threshold source applied

Administrator Attempts Invalid Threshold Values

Given the admin enters a negative or non-numeric value into any threshold field When the admin attempts to save Then the system rejects the input, displays a validation error 'Please enter a positive number', and does not persist the invalid setting

Exportable Overtime Reports

"As a finance officer, I want to export overtime reports in CSV format so that I can integrate data with our payroll system."

Description

Enable exporting detailed overtime reports in multiple formats (CSV, PDF) with filters for date ranges, employees, and cost centers. Reports include summaries, breakdowns, and trend analysis, facilitating payroll integration, auditing, and strategic decision-making.

Acceptance Criteria

Export CSV Report for Selected Date Range and Employees

Given a manager selects a start and end date and one or more employees When the manager clicks “Export as CSV” Then a CSV file is downloaded within 5 seconds containing rows only for the selected employees and dates, including columns for employee name, total hours, overtime hours, cost center, and calculated overtime pay

Export PDF Report with Summary and Trend Analysis

Given a manager applies date range and cost center filters When the manager clicks “Export as PDF” Then a PDF report is generated within 10 seconds containing a cover page summary, detailed breakdown by employee, and a graphical trend analysis of overtime hours over the selected period

Filter Report by Cost Center

Given a manager selects a specific cost center When exporting the report in any format Then the exported file only includes data for employees assigned to that cost center and the cost center field is correctly populated

Payroll System Import Compatibility

Given a manager downloads a CSV report When the file is imported into the payroll system Then all fields map correctly without error, and a test payroll run processes without manual adjustments

High-Volume Data Export Performance

Given a date range of more than six months and over 500 employees When exporting in CSV or PDF format Then the export completes within 30 seconds without data truncation or application errors

FatigueWatcher

Continuously analyzes shift patterns and rest intervals to identify potential fatigue risks, sending proactive warnings to adjust schedules and ensure teams stay rested and safe.

Requirements

Shift Data Aggregation

"As a restaurant owner, I want the system to automatically gather all shift data from RotaSpark and my connected calendars so that I have a comprehensive view of my team's work hours for accurate fatigue monitoring."

Description

The system must continuously collect and consolidate all scheduled shift information—including start/end times, break intervals, and employee identifiers—from the RotaSpark platform and any linked external calendars (e.g., Google Calendar, Outlook). It should normalize data formats, handle missing entries, and update in real time as managers or staff adjust schedules. This ensures a complete, accurate dataset for downstream fatigue risk calculations and eliminates manual data reconciliation.

Acceptance Criteria

Real-Time Data Synchronization

Given a shift update occurs in RotaSpark or a linked external calendar When the update is saved Then the aggregated dataset reflects the change within 10 seconds with matching start/end times, break intervals, and employee identifiers.

Missing Entry Handling

Given a shift entry with missing break interval or end time When the aggregation process runs Then the system identifies the missing fields, logs a warning with details, applies a default break interval of 0 minutes, and marks the entry for manual review.

Data Normalization

Given shift data sourced from systems using varied date/time formats When the data is ingested Then all timestamps are converted to ISO 8601 UTC format and employee identifiers are standardized to the internal ID schema without loss of information.

External Calendar Integration

Given a new shift is added to a linked Google Calendar with the correct RotaSpark UID tag When the next synchronization cycle occurs Then the shift appears in the aggregated dataset exactly once, with no duplicates and accurate metadata.

Aggregation Reliability Monitoring

Given continuous ingestion of shift data from multiple sources When assessed hourly Then the system generates a health report indicating a data ingestion success rate of at least 99%, and lists any failed or missing entries for investigation.

Overlapping Shift Conflict Detection

Given two shifts for the same employee with overlapping time intervals When the aggregation completes Then the system flags the conflict in the dashboard and sends a notification alert to the manager within 1 minute.

Fatigue Risk Computation

"As a café manager, I want the system to calculate fatigue risk scores for each upcoming shift so that I can identify at-risk staff before they work and make informed scheduling decisions."

Description

Implement an algorithm that analyzes consolidated shift patterns and rest intervals against established occupational fatigue models and hospitality best practices. The computation should score each upcoming shift for individual employees based on cumulative work hours, rest adequacy, and rollover effects. It must flag risk thresholds (e.g., moderate, high) and support configurable parameters so managers can tailor sensitivity levels to their team’s specific needs.

Acceptance Criteria

Detect Moderate Fatigue Risk for Overtime Shifts

Given an employee's cumulative work hours in the past 7 days exceed 48 hours When scheduling an additional shift Then the system assigns a fatigue risk score in the 'moderate' range And displays a 'Moderate' flag next to the shift

Flag High Fatigue Risk After Insufficient Rest Period

Given an employee has less than 8 hours rest between consecutive shifts When a new shift is assigned Then the system computes a fatigue risk score in the 'high' range And sends an immediate alert to the manager

Adjust Sensitivity Levels for Fatigue Risk Thresholds

Given a manager opens the fatigue risk configuration settings When the manager updates threshold values for moderate and high risk levels and saves changes Then the system applies the new thresholds to all subsequent fatigue risk computations

Display Fatigue Risk Scores in Manager Dashboard

Given upcoming shifts are scheduled for employees When the manager opens the fatigue risk dashboard Then each shift displays the calculated fatigue risk score and corresponding risk level for each employee And all displayed scores reflect the latest scheduling data

Recalculate Risk Scores Upon Shift Swap

Given two employees agree to swap scheduled shifts When the swap is confirmed in the system Then the system recalculates fatigue risk scores for both affected employees in real time And updates their risk levels on the shared schedule immediately

Proactive Alert Notifications

"As a shift coordinator, I want to receive immediate warnings when a scheduled shift poses a high fatigue risk so that I can adjust assignments before the shift begins."

Description

Design and integrate a notification engine that automatically sends real-time fatigue warnings to managers and affected staff via email, SMS, and in-app alerts. Notifications should include the employee name, shift details, risk level, and recommended action. Escalation rules must be configurable to avoid alert fatigue, allowing managers to choose thresholds and delivery channels for critical vs. warning-level alerts.

Acceptance Criteria

Real-time email notification for critical fatigue risk

Given an employee’s upcoming shift surpasses the critical fatigue risk threshold, When the system generates a notification, Then an email detailing the employee’s name, shift date/time, fatigue risk level, and recommended rest or shift adjustment is sent to the designated manager within one minute.

SMS alerts for warning-level fatigue risk

Given an employee’s rest interval falls below the warning-level threshold, When the risk is detected, Then an SMS alert including employee name, shift details, risk level, and a suggested action is sent to both the manager and the affected employee within 30 seconds.

In-app push notification for fatigue risk

Given the mobile app is running in the background for a manager or staff member with an identified fatigue risk, When the risk event occurs, Then an in-app push notification is displayed with the employee’s name, shift information, risk classification, and recommended mitigation steps.

Configurable escalation threshold settings

Given a manager accesses the notification settings, When they adjust the fatigue risk thresholds and channel preferences, Then the system saves and enforces the new critical and warning-level thresholds and delivery channels for future alerts.

Preventing alert fatigue through channel preferences

Given a manager has set channel preferences and maximum alerts per shift for each staff member, When multiple fatigue events are detected for the same employee in a single shift, Then the system consolidates notifications according to the configured limits and preferred channels to avoid excessive alerts.

Schedule Adjustment Suggestions

"As a restaurant owner, I want the system to propose safer shift swaps and rest breaks when fatigue risks arise so that I can maintain service levels without overworking my team."

Description

Provide an intelligent recommendation system that suggests alternative shift assignments or additional rest periods when fatigue risks are detected. Recommendations should consider staff availability, qualifications, labor cost constraints, and fairness (e.g., balanced workloads). Each suggestion must include rationale, impact on fatigue scores, and an option to apply changes directly within the scheduler interface.

Acceptance Criteria

High Fatigue Risk Detected Before Next Shift

Given a staff member’s projected fatigue score exceeds the defined threshold for their upcoming shift, when the scheduler evaluates the roster, then the system must display at least two alternative shift assignments or rest-extension options, each showing the rationale, projected fatigue score change, labor cost comparison, and an ‘Apply’ action within 5 seconds.

Last-Minute Availability Changes

Given a staff member updates their availability less than 24 hours before a scheduled shift, when the system recalculates fatigue risks, then the recommendation engine must suggest replacement shifts from qualified available staff, displaying reasoning, updated fatigue scores, cost delta, and allowing one-click assignment.

Labor Cost Exceeds Budget Constraints

Given a recommended schedule adjustment increases total labor cost above the predefined budget by more than 2%, when analyzing adjustment options, then the system should present cost-neutral or cost-reducing alternatives, include cost difference, fatigue impact, and permit direct application.

Skill Qualification Mismatch

Given a shift requires a specific qualification not met by the fatigued staff member, when generating schedule suggestions, then proposed reassignments must only include staff with the required qualification, include rationale, fatigue score improvement, labor cost impact, and an ‘Apply’ option.

Uneven Workload Distribution

Given a team member has worked more shifts than the average over the past week, when detecting unfair workload distribution, then the system should suggest an alternative schedule that balances shift counts, include impact on fatigue scores for all affected staff, cost implications, and direct application capability.

Fatigue Insights Dashboard

"As an operations manager, I want to view trends and summaries of staff fatigue levels across my venues so that I can identify systemic issues and adjust staffing strategies."

Description

Create a visual dashboard within RotaSpark that displays aggregate fatigue metrics over time, such as average risk scores, most at-risk employees, and trend lines for weekly rest adequacy. The dashboard must offer filters by location, role, and date range, and allow exporting of reports for compliance or management review. Its goal is to provide actionable insights into team well-being and scheduling effectiveness.

Acceptance Criteria

Dashboard Overview Display

Given a manager is logged into RotaSpark and navigates to the Fatigue Insights Dashboard, When the dashboard loads, Then it displays the average fatigue risk score, most at-risk employees, and weekly rest adequacy trend line.

Filter Metrics by Location and Role

Given the Fatigue Insights Dashboard is open, When the manager selects a specific location and role from the filter controls and clicks Apply, Then the displayed metrics update to reflect data only for that location and role.

Rest Adequacy Trend Analysis

Given the manager selects a custom date range on the dashboard, When the date range is applied, Then the trend line chart updates to show weekly rest adequacy scores for the selected period.

Highlight Most At-risk Employees

Given the Fatigue Insights Dashboard has loaded, Then a list of the top five employees with the highest current fatigue risk scores is prominently displayed, sorted in descending order by risk score.

Export Fatigue Reports

Given the manager has configured filters and date range on the dashboard, When the manager clicks the Export button, Then the system generates and downloads a report (CSV or PDF) containing all displayed fatigue metrics and filters applied.

PolicyBuilder

Empowers managers to create and customize compliance rules—such as local labor laws, union agreements, and company policies—so schedules automatically adhere to relevant regulations without manual oversight.

Requirements

Rule Template Library

"As a restaurant manager, I want access to a library of ready-made compliance rule templates so that I can quickly apply standard regulations without creating rules from scratch."

Description

A curated collection of pre-configured compliance rule templates covering common local labor laws, union agreements, and company policies. Managers can browse and import templates to accelerate policy setup, ensuring regulatory coverage without manual creation. Templates include configurable parameters for jurisdiction, shift types, working hours, and break requirements, seamlessly integrating into existing scheduling workflows.

Acceptance Criteria

Template Browsing and Selection

Given a manager is on the Rule Template Library page When the manager filters templates by jurisdiction, shift type, or policy category Then the system displays matching pre-configured rule templates sorted by relevance within 2 seconds

Template Import and Parameter Configuration

Given the manager has selected a template When the manager imports the template and sets configurable parameters (e.g., jurisdiction=California, shift length=8 hours, required break=30 minutes) Then the template is added to the manager’s policy list with the configured parameters saved correctly

Validation of Imported Template Rules

Given the manager has imported a template When the system validates the imported template against existing policy rules Then the system flags any parameter conflicts or missing fields and prompts the manager to resolve them before saving

Seamless Integration into Scheduling Workflow

Given the manager has imported and configured a template When the manager opens the scheduling screen to create a new roster Then the newly imported rules automatically apply to shift assignments and prevent any illegal scheduling scenarios

Template Versioning and Updates

Given a template in the library has been updated by the system vendor When the manager views the template in their policy list Then the system indicates that a newer version is available and allows the manager to review and apply or ignore the updates

Template Removal and Impact Analysis

Given the manager chooses to remove an imported template When the manager confirms removal Then the system archives the template and displays a list of existing shifts affected by the removed rules for manager review

Custom Rule Designer

"As a café owner, I want to create and tailor specific compliance rules so that my schedules adhere to unique local and company policies."

Description

An intuitive interface allowing managers to define bespoke compliance rules. Features include a decision-tree builder, conditional logic, and parameter inputs (e.g., maximum daily hours, mandatory rest periods). Custom rules can be tested in a sandbox environment before activation, ensuring they align with unique business needs and local regulations.

Acceptance Criteria

Decision-Tree Rule Creation

Given the manager accesses the Custom Rule Designer, when they select the decision-tree builder widget and add a decision node with a condition, then the system displays the node in the rule flow and allows the manager to configure its parameters.

Conditional Logic Configuration

Given a decision node exists in the designer, when the manager applies logical operators (AND, OR) and nests conditions, then the interface correctly renders the updated logic tree and validates its structure without errors.

Parameter Input for Maximum Daily Hours

Given the manager inputs a numerical value for maximum daily hours in the parameter field, when the manager saves the rule, then the system validates the value is within the allowed range (1–24), stores it in the rule definition, and displays a confirmation message.

Sandbox Environment Rule Testing

Given a draft custom rule is defined, when the manager runs a sandbox test against sample shift data, then the system executes each rule branch, returns a detailed test report indicating passed and failed conditions, and highlights conflicts.

Activating and Applying Custom Rule

Given a custom rule has passed all sandbox tests, when the manager activates the rule, then the system deploys it to the live scheduling engine and all newly generated schedules comply with the rule automatically.

Dynamic Compliance Engine

"As a scheduler, I want the system to automatically enforce compliance rules so that every published schedule meets all regulatory requirements."

Description

A backend engine that automatically applies active compliance rules to shift schedules in real time. It evaluates each proposed schedule against all rules, flags violations, and suggests adjustments. This engine integrates with the scheduling algorithm to enforce compliance before finalizing rosters, reducing manual oversight and violations.

Acceptance Criteria

Rule Enforcement on Shift Creation

Given a manager creates or edits a shift schedule, when the Dynamic Compliance Engine evaluates the shift, then all active compliance rules are applied and no rule violations are present in the schedule.

Real-time Violation Flagging

Given a proposed schedule conflicts with a compliance rule, when the schedule is generated or modified, then the system immediately flags the violation and alerts the manager with details of the rule breached.

Suggested Adjustment Generation

Given a flagged compliance violation, when the Dynamic Compliance Engine analyzes the conflict, then the system proposes at least one alternative schedule adjustment that resolves the violation and meets staffing requirements.

Integration with Scheduling Algorithm

Given the scheduling algorithm runs to finalize a roster, when the Dynamic Compliance Engine is invoked, then it blocks finalization of any roster with unresolved violations and logs each blocked roster attempt.

Compliance Report Delivery

Given a completed schedule, when a manager requests a compliance overview, then the system generates a report listing all applied rules, any past violations, and confirmation that the final schedule is fully compliant.

Conflict Detection & Resolution

"As a compliance manager, I want the system to identify and resolve conflicting rules so that my scheduling policies remain consistent and enforceable."

Description

A system component that detects overlapping or contradictory rules and provides actionable resolutions. When multiple rules conflict, the feature highlights the conflicts, ranks them by priority, and suggests modifications or exceptions. Managers can resolve conflicts interactively, ensuring rule harmony across schedules.

Acceptance Criteria

Detect Overlapping Rules During Policy Creation

Given a manager creates or edits two rules with overlapping effective dates and similar scope, When the manager attempts to save the policy set, Then the system highlights both conflicting rules and displays a tooltip indicating the specific overlap.

Rank Conflicting Policies by Priority

Given multiple conflicting rules exist, When the conflict overview panel is displayed, Then the system lists conflicts ordered by predefined priority levels (e.g., local law over company policy) and allows sorting by severity.

Suggest Resolutions for Detected Conflicts

Given a detected conflict between two rules, When viewing conflict details, Then the system provides at least one suggested resolution or exception for each conflict, including modifying dates, adjusting rule scope, or granting a temporary waiver.

Interactive Conflict Resolution Workflow

Given one or more conflicts are listed, When the manager selects a suggested resolution or modifies a rule directly, Then the system updates the policy set in real time, clears the resolved conflict, and prompts confirmation of successful resolution.

Audit Log of Conflict Resolutions

Given a conflict has been resolved by a manager, When the resolution action is completed, Then the system generates an audit log entry capturing the conflict ID, selected resolution, user details, and timestamp, which is viewable in the compliance audit report.

Automated Compliance Alerts

"As a manager, I want to receive instant notifications when a schedule breaches compliance rules so that I can correct issues before publishing the roster."

Description

A notification mechanism that sends real-time alerts to managers when a schedule violates any active compliance rule. Alerts can be delivered via email, SMS, or in-app notifications, and include detailed violation information and recommended corrective actions, enabling prompt response and schedule adjustments.

Acceptance Criteria

Manager Receives Email Alert for Overtime Violation

Given a finalized schedule that assigns an employee more than 40 work hours per week, When the schedule is saved, Then the system sends an email alert to the manager within 60 seconds containing the employee's name, total hours scheduled, the specific overtime rule violated, and a link to the corrective action panel.

In-App Notification for Consecutive Work Hours Breach

Given a newly published shift roster where an employee is scheduled for more than six consecutive work hours without the mandated break, When the roster is published to staff, Then the manager receives an in-app notification immediately specifying the shift details, the violation of consecutive work hours, and options to insert a break or reassign hours.

SMS Alert for Minimum Rest Period Violation

Given a draft schedule that violates the minimum rest period of 11 hours between shifts for any employee, When the manager previews the schedule, Then the system dispatches an SMS alert to the manager’s registered phone number within two minutes detailing the affected employees, rest period deficiency, and instructions to adjust shift start times.

Detailed Violation Report Displayed in App

Given any compliance violation detected upon schedule validation, When the manager opens the compliance dashboard, Then the system displays a detailed violation report listing each breach, affected employees, applicable policy references, and a timestamp of detection, and allows exporting the report as PDF.

Corrective Action Recommendation Sent via Notification

Given a compliance alert is triggered for a rule violation, When the notification is sent via email, SMS, or in-app, Then the alert includes an automated recommendation for corrective action such as adjusting shift times, adding additional staff, or consulting policy details, and confirms that these recommendations link back to the schedule editing interface.

Compliance Audit Reporting

"As a restaurant owner, I want detailed compliance reports so that I can demonstrate adherence to labor regulations during audits."

Description

A reporting dashboard that compiles compliance data over time, generating audit-ready reports. Managers can view historical rule adherence, violation trends, and corrective actions taken. Reports are exportable in PDF and CSV formats for internal review or regulatory submission, supporting transparency and accountability.

Acceptance Criteria

Historical Compliance Report Generation

Given a manager selects a valid date range, when the dashboard retrieves compliance data, then it displays aggregate policy adherence and violation counts for each policy within the selected range.

Compliance Audit Report PDF Export

Given a compliance report is displayed on-screen, when the manager clicks the 'Export PDF' button, then the system generates a downloadable PDF matching the report’s on-screen data and predefined audit-ready format.

Compliance Audit Report CSV Export

Given a compliance report is displayed on-screen, when the manager clicks the 'Export CSV' button, then the system generates a downloadable CSV file containing all report fields, correctly formatted for spreadsheet import.

Violation Trend Visualization

Given a compliance report is generated for a time period, when the manager views the dashboard’s trend chart, then it accurately plots weekly violation counts over the selected period with appropriate labels and scales.

Corrective Action Tracking in Reports

Given violations have associated corrective actions, when the report is generated or exported, then each violation entry includes the corrective action description, timestamp, and responsible user ID.

JurisdictionIQ

Maintains an up-to-date library of regional and national labor regulations, automatically applying the correct rules per location and eliminating the guesswork in multi-region scheduling.

Requirements

Regulation Data Integration

"As a restaurant owner, I want the system to automatically fetch and update labor regulations for all regions where I operate so that I can ensure my shift schedules comply with current legal requirements without manual research."

Description

Develop a robust backend service that continuously aggregates, normalizes, and versions labor regulations from official government APIs, legal databases, and trusted third-party providers. The service must support automated polling schedules, change detection alerts, rollback capabilities, and a standardized API for other modules to retrieve current and historical rule sets. Integration with RotaSpark’s data layer should be seamless, ensuring that scheduling logic always references the most accurate and up-to-date regulations for each jurisdiction.

Acceptance Criteria

Initial Data Aggregation and Normalization

Given the service polls all configured data sources according to schedule, when new regulation data is fetched, then the service normalizes the data into the standard schema and stores it with a new version identifier.

Automated Polling Schedule Execution

Given a configured polling interval, when the interval elapses, then the service initiates API calls to all data providers automatically and logs success or failure metrics for each source.

Change Detection and Alerting

Given existing regulation versions, when imported data differs from the current version for any jurisdiction, then the system detects the change, triggers an alert to administrators, and records a detailed change log.

Rollback to Previous Regulation Version

Given a history of regulation versions, when a rollback command is issued for a specific jurisdiction and version ID, then the system reverts to the selected version and ensures all downstream modules reference the rolled-back rule set.

Standardized API Data Retrieval

Given an API request for current or historical regulations for a jurisdiction and date, when the request parameters are valid, then the service returns the correct rule set in JSON format within the SLA response time and returns appropriate error codes for invalid requests.

Rule Matching Engine

"As a scheduler, I want the system to automatically apply relevant labor rules when creating rosters so that I avoid violations and minimize manual compliance checks."

Description

Implement a rule engine that dynamically applies jurisdiction-specific labor regulations during roster generation and shift assignment. The engine should evaluate constraints such as maximum working hours, mandatory breaks, overtime rules, and night-shift premiums based on the employee’s location and role. It must expose configurable parameters and an audit log for each decision, allowing traceability of how rules influenced scheduling outcomes.

Acceptance Criteria

Maximum Working Hours Enforcement

Given an employee in a specific jurisdiction with a defined weekly maximum of X hours, When roster generation would assign more than X hours in any week, Then the rule engine prevents assignment beyond X hours and surfaces an error indicating the violation.

Mandatory Break Allocation

Given an employee scheduled for a single shift exceeding six hours, When the roster is finalized, Then the rule engine inserts at least one 30-minute break between hours four and six, ensuring compliance with local labor regulations.

Overtime Rate Application

Given an employee’s total weekly hours exceed the jurisdictional standard threshold, When those additional hours are scheduled, Then the rule engine automatically applies the configured overtime multiplier to all hours beyond the threshold and logs the rate used for each overtime hour.

Night-Shift Premium Calculation

Given an employee assigned to any shift between 22:00 and 06:00, When the roster is generated, Then the rule engine calculates and applies the jurisdiction-specific night-shift premium to each eligible hour and records the premium rate in the audit log.

Audit Log Traceability

Given any rule evaluation during shift assignment or roster generation, When a decision is made by the rule engine, Then the system logs the rule identifier, input parameters, decision outcome, timestamp, and user or system context to the configurable audit log.

Location-Based Rule Assignment

"As a multi-site manager, I want each café location’s roster to automatically incorporate its local labor rules so that I can manage various outlets without manually configuring compliance for each venue."

Description

Build functionality that associates each venue or branch location with its corresponding regulatory profile. The system must support nested jurisdictions (e.g., country → state → city) and allow manual overrides for special zones. On scheduling, the correct rule set should cascade from the highest applicable jurisdiction, ensuring granular compliance. Changes to a location’s profile must trigger a revalidation of existing rosters and notify stakeholders of adjustments.

Acceptance Criteria

Automatic Jurisdiction Matching

Given a venue with country, state, and city set; When scheduling a shift; Then the system applies the most specific city-level labor rules and inherits state and federal rules in the correct order.

Manual Override for Special Zones

Given a venue in a special tax zone requiring custom rules; When an admin manually selects an override jurisdiction; Then the system bypasses default nested rules and applies the override rule set only to that venue.

Cascading Rule Enforcement

Given nested jurisdictions with conflicting rule definitions; When generating the compliance profile; Then the system resolves conflicts by prioritizing the most specific jurisdiction over broader ones.

Profile Change Revalidation Trigger

Given an existing roster; When a location’s jurisdiction profile is updated; Then the system automatically revalidates all affected shifts and flags any non-compliant entries.

Stakeholder Notification on Adjustment

Given roster adjustments from a jurisdiction profile change; When revalidation identifies changes; Then the system sends notifications to venue managers and relevant stakeholders with a summary of affected shifts.

Compliance Alert System

"As an HR manager, I want to receive immediate alerts when a proposed schedule violates labor regulations so that I can correct issues before finalizing the roster."

Description

Design and integrate a real-time notification module that monitors scheduling activities and flags potential compliance breaches. Alerts should be configurable by severity (e.g., warning vs. error), delivered via email, in-app notifications, and SMS, and include detailed information about violated rules, affected shifts, and recommended corrections. The alert system must tie into the rule matching engine to provide context and actionable guidance for schedule adjustments.

Acceptance Criteria

Severity Configuration and Notification Channel Setup

Given an administrator configures alert settings with severity levels Warning and Error When the administrator selects email, in-app, and SMS notification channels for each severity level Then the system saves these preferences and applies them to all subsequent compliance alerts

Real-time Detection of Compliance Breach

Given a schedule is updated or created When the change violates any configured labor rule Then the system detects the breach and triggers a compliance alert within 2 seconds

Delivery of Alerts via Multiple Channels

Given a compliance alert is triggered When email, in-app, and SMS channels are enabled for the user Then the user receives the same alert content via email, in-app notification, and SMS within their respective SLA timeframes

Detailed Alert Content and Context

Given a triggered compliance alert When the alert is delivered to the user Then the alert includes the violated rule identifier, affected employee name, shift date and time, severity level, and a brief description of the violation

Guided Correction Actions

Given a compliance alert notification When the user views the alert details Then the notification presents recommended correction steps and provides direct links to adjust or resolve the affected shift in the scheduling interface

Regulatory Audit Reporting

"As a business owner, I want to produce detailed compliance reports on demand so that I can demonstrate adherence to labor laws during internal audits or government inspections."

Description

Create a reporting feature that generates comprehensive audit reports on scheduling compliance over any selected time period. Reports should include summaries of rule applications, flagged violations, historical regulation versions, and corrective actions taken. The module must support export formats like PDF and CSV, and enable filtering by location, employee, rule type, and date range for internal review or submission to regulatory authorities.

Acceptance Criteria

Location-Specific Compliance Report Generation

Given a manager selects a location and date range, when generating the audit report, then the system compiles scheduling data and applies relevant labor rules, presenting a summary of rule applications and flagged violations.

Rule-Violation Identification and Flagging

Given the report includes multiple rules, when conflicts or violations occur, then each violation is flagged with details including employee, rule type, violation date, and corrective action status.

Historical Regulation Version Tracking

Given a historical date range, when generating the report, then the system applies the regulation version valid at the time and documents historical regulation versions alongside applied rules.

Report Export in Multiple Formats

Given the completed audit report, when the user selects export, then the report can be successfully downloaded as a PDF and a CSV file with all relevant data intact and correctly formatted.

Filtering Reports by Employee and Rule Type

Given filters for employee and rule type are set, when the user applies filters, then the generated report only includes entries matching the selected employees and rule types.

AlertCenter

Centralizes all compliance notifications—overtime warnings, rest violations, policy breaches—in a unified dashboard, with configurable escalation paths and multi-channel alerts to ensure timely action.

Requirements

Notification Aggregation Engine

"As a restaurant owner, I want to see all compliance notifications aggregated in one place so that I can quickly identify and address issues without sifting through multiple sources."

Description

Centralize all compliance notifications—such as overtime warnings, rest violations, and policy breaches—into a single processing engine that consolidates incoming alerts, filters duplicates, and ensures each event is captured once. Integrate seamlessly with existing scheduling and time-tracking modules to pull relevant data in real time, reducing notification noise and enabling clear visibility into compliance issues.

Acceptance Criteria

Duplicate Notification Filtering

Given the Notification Aggregation Engine receives multiple alerts for the same event within a 5-minute window, When the alerts are processed, Then only one unique notification is stored and displayed in the dashboard.

Real-time Event Consolidation

Given a new compliance event is generated by the scheduling module, When the engine polls or receives the event via webhook, Then the event appears in the aggregation dashboard within 10 seconds.

Overtime Warning Processing

Given an employee’s total scheduled hours exceed 40 in a workweek, When the time-tracking module sends an overtime event, Then the engine aggregates the event, tags it as 'Overtime Warning', and routes it to the escalation path.

Rest Violation Detection

Given an employee has less than 12 hours rest between consecutive shifts, When shift data is ingested, Then the engine captures and flags the rest violation event exactly once.

Policy Breach Alert Integration

Given a policy breach occurs (e.g., scheduling someone underage for restricted hours), When the event is detected in the scheduling module, Then the engine consolidates the breach, prevents duplicates, and sends a multi-channel alert to the configured recipients.

Escalation Path Configuration

"As a manager, I want to configure escalation paths for alerts so that urgent issues are automatically escalated to the right staff member if not acknowledged within a set timeframe."

Description

Allow administrators to define multi-tier escalation chains for different types of compliance alerts, specifying roles, thresholds, and time intervals for automatic escalation. Provide an intuitive UI for mapping alert types to escalation sequences and integrating with team hierarchies, ensuring high-priority issues are addressed by the right person at the right time.

Acceptance Criteria

Admin Configures Escalation Chain for Overtime Alerts

Given the administrator is on the Escalation Path Configuration page When they select the “Overtime Warning” alert type And they add three escalation tiers with roles ‘Supervisor’, ‘Manager’, and ‘HR Director’ with 2-hour intervals Then the system saves the escalation chain and displays all tiers in the alert type’s summary list

Threshold-Based Automatic Escalation

Given an employee works beyond 40 hours in a week When the system detects five hours of overtime Then it automatically escalates the alert to the next role in the defined chain without manual intervention

UI Visualization of Escalation Sequence

Given the administrator opens the escalation mapping interface When they hover over an alert type Then the system visually highlights the defined escalation path in a flowchart format showing roles, thresholds, and intervals

Integration with Team Hierarchies

Given the organization’s team hierarchy is imported When the administrator assigns roles to escalation tiers Then the dropdown lists only valid roles scoped to the imported hierarchy and preserves reporting relationships

Multi-Channel Alert Dispatch

Given an escalated alert is triggered When the system processes the escalation Then it sends notifications via email, SMS, and in-app channels to the designated role within the specified timeframe

Multi-channel Alert Delivery

"As a shift supervisor, I want to receive alerts via email, SMS, and in-app notifications so that I never miss critical compliance warnings when I'm on the move."

Description

Implement delivery mechanisms for alerts across email, SMS, and in-app notifications, with user preferences for each channel. Ensure reliable message delivery with retry logic and status tracking. Integrate with third-party messaging APIs and provide fallback options if a primary channel fails, guaranteeing that critical compliance warnings reach recipients promptly.

Acceptance Criteria

Channel Preference Configuration

Given a user has selected their alert delivery preferences in settings; When a compliance alert is generated; Then the system sends the alert only via the user’s chosen channels (email, SMS, in-app) within 2 minutes.

Primary Channel Retry and Fallback

Given the system attempts to send an alert via the primary channel; When the primary channel returns a failure response; Then the system retries delivery up to 3 times at 1-minute intervals and upon persistent failure sends the alert via the next configured channel.

Delivery Status Tracking and Dashboard Update

Given alerts have been dispatched; When a delivery status update (sent, delivered, failed) is received; Then the system updates the alert status in the AlertCenter dashboard within 30 seconds of receipt.

Third-Party API Failure Handling

Given the third-party messaging API is unreachable or returns error codes; When sending an alert; Then the system logs the error, retries according to retry policy, and if still unsuccessful uses the fallback channel while recording the failure in the audit log.

Bulk Alert Dispatch Performance

Given multiple compliance alerts are queued; When dispatching 100 alerts concurrently; Then the system sends all alerts across selected channels within 5 minutes and reports individual success/failure statuses.

Real-time Compliance Dashboard

"As a manager, I want a real-time dashboard summarizing compliance status so that I can monitor staff overtime and rest violations at a glance."

Description

Develop a unified dashboard that displays current compliance status metrics—such as total overtime hours, rest violations, and pending policy breaches—in real time. Include visualizations like charts and color-coded indicators, with filters by date range, location, and team member. Enable drill-down into individual alerts for detailed context and recommended actions.

Acceptance Criteria

Overtime Exceeded Indicator

Given a user views the dashboard, When any employee's total overtime hours exceed the configured threshold for the selected date range, Then the 'Total Overtime Hours' metric tile background turns red and shows a tooltip 'Overtime limit exceeded'.

Rest Violation Count Visualization

Given the dashboard is loaded, When there are rest period violations, Then the 'Rest Violations' chart displays bar segments colored red for each violation, with a count label and the tooltip showing employee name and violation details.

Policy Breach Drill-Down Functionality

Given a compliance manager clicks on a policy breach indicator, When they select an individual breach item, Then the system navigates to a detailed view showing employee, policy description, date/time, and recommended action steps.

Filter by Date, Location, and Team Member

Given the dashboard filters panel, When the user selects a date range, one or more locations, and specific team members, Then the metrics and visualizations update to reflect data only for those selections within 2 seconds.

Real-Time Data Refresh

Given the dashboard is open for at least 10 minutes, When new compliance data is recorded, Then the dashboard automatically refreshes and displays the updated metrics within 30 seconds without requiring a manual reload.

Alert Acknowledgment & Audit Trail

"As an HR administrator, I want to acknowledge and log all alerts so that we have an audit trail for compliance reviews and can demonstrate due diligence."

Description

Provide functionality for users to acknowledge receipt of compliance alerts, record timestamps and user details, and automatically generate an audit trail. Store acknowledgment records in a secure, tamper-evident log accessible for compliance audits. Offer reporting tools to review acknowledgment history and identify unresolved or ignored alerts.

Acceptance Criteria

Dashboard Alert Acknowledgment

Given a logged-in user views a compliance alert on the AlertCenter dashboard, when the user clicks the “Acknowledge” button, then the system records the acknowledgment with the user’s ID and current timestamp.

Tamper-Evident Log Entry Creation

Given an alert has been acknowledged, when the acknowledgment is saved, then the system writes the record to a secure, append-only audit log that cannot be modified or deleted.

Acknowledgment Reporting Access

Given an administrator accesses the AlertCenter reporting tool, when they generate an acknowledgment history report, then the report lists all alerts with acknowledgment statuses, user details, and timestamps in chronological order.

Unresolved Alert Identification

Given alerts have been generated and some remain unacknowledged past a configurable threshold, when the system runs its daily check, then it flags these alerts and lists them in the “Unresolved Alerts” dashboard view.

Audit Trail Export Generation

Given an auditor requests export of acknowledgment records, when they select a date range and click “Export,” then the system generates a CSV file containing all acknowledgment entries, including alert IDs, user IDs, timestamps, and any comments.

AuditTrail

Automatically logs every schedule change, alert, and resolution action in a secure, exportable report, simplifying audits, compliance reviews, and demonstrating due diligence to regulators.

Requirements

Change Logging

"As an administrator, I want the system to record each shift schedule modification so that I can review changes and maintain accountability."

Description

Automatically record every shift schedule modification, capturing details such as the user who made the change, timestamp, original and updated values, and context. This ensures a complete, chronological log of all adjustments, supporting accountability and transparency within the scheduling system.

Acceptance Criteria

Manual Shift Time Modification

Given a manager modifies the start or end time of an existing shift When the manager clicks 'Save' Then the system logs the user ID, timestamp, original start and end times, updated start and end times, and an optional context note

Employee Availability Update

Given an employee updates their availability for a future date When the employee submits the update Then the system logs the employee ID, timestamp, original availability slots, and updated availability slots

Shift Swap Between Employees

Given two employees execute a shift swap in the mobile app When the swap is confirmed Then the system logs both employee IDs, timestamp, original shift assignments, and new shift assignments

Shift Cancellation by Manager

Given a manager cancels an assigned shift When the cancellation is confirmed Then the system logs the manager's user ID, timestamp, cancelled shift details (date, time, employee), and cancellation reason

Bulk Roster Import Override

Given a bulk roster import replaces existing shifts When the import process completes Then the system logs the user ID, timestamp, and for each overridden shift, the original shift details and the new imported shift details

Alert Event Recording

"As a manager, I want the system to log all alerts sent to staff so that I can audit communications and ensure compliance."

Description

Capture and log all alert events generated by the system—such as shift vacancy notifications, reminders, or escalation alerts—including recipient details, timestamps, and alert content. This provides a full history of communications for audit and compliance purposes.

Acceptance Criteria

Shift Vacancy Notification Logging

Given the system generates a shift vacancy notification, when the notification is dispatched, then an audit record is created capturing the notification type, recipient identifier, timestamp, and full message content.

Shift Reminder Alert Logging

Given the system sends a shift reminder to a staff member, when the reminder is sent, then an entry is logged with reminder type, destination contact, send time, and reminder details.

Escalation Alert Logging

Given an open shift passes its deadline, when the system escalates the alert to the manager, then the escalation event is recorded with manager ID, escalation timestamp, escalation level, and alert content.

Bulk Alert Batch Export

Given an administrator requests an audit export of alert logs, when a date range is specified, then the system generates a secure, exportable report containing all alert records in the specified range with complete details.

Duplicate Alert Prevention Logging

Given the system checks for duplicate alerts, when a duplicate alert is suppressed, then the suppression action is logged with original alert ID, attempted duplicate timestamp, and suppression reason.

Resolution Action Tracking

"As an auditor, I want records of resolution steps for alerts so that I can verify due diligence in filling shifts."

Description

Log every action taken to resolve alerts, including staff assignments, confirmations, cancellations, and manual overrides. Each record should include the actor, timestamp, and outcome, enabling a clear trail from alert to resolution.

Acceptance Criteria

Staff Assignment Resolution Scenario

Given an unfilled shift alert exists, when the manager assigns a staff member to resolve the alert, then the system logs an entry with actor ID, ISO 8601 timestamp, outcome 'assigned', and references the alert ID and shift ID.

Shift Confirmation Resolution Scenario

Given a staff member receives a shift assignment alert, when they confirm via the mobile app, then the system logs an entry with actor ID, timestamp, outcome 'confirmed', and links to the original alert and shift records.

Cancellation Resolution Scenario

Given a scheduled shift has an active assignment, when the staff cancels the shift, then the system logs an entry with actor ID, timestamp, outcome 'canceled', the alert ID, and shift ID.

Manual Override Resolution Scenario

Given an auto-assigned shift resolution alert exists, when the manager performs a manual override to change the assignment, then the system logs an entry with actor ID, timestamp, outcome 'override', and captures the override reason, alert ID, and shift ID.

Bulk Action Resolution Scenario

Given multiple alert resolution actions are performed in bulk by the manager, when the bulk operation completes, then the system logs separate entries for each alert with actor ID, timestamp, individual outcome statuses, and references to each alert and shift ID.

Exportable Audit Reports

"As a compliance officer, I want to export audit logs into reports so that I can share them with regulators easily."

Description

Provide functionality to generate and export comprehensive audit reports in multiple formats (CSV, PDF) with filtering options by date range, event type, user, and location. Ensure these exports adhere to data format standards for regulatory review.

Acceptance Criteria

CSV Export for Selected Date Range

Given the user selects a valid date range and requests an export in CSV format, when the system processes the request, then the downloaded file is in CSV format; contains only audit entries within the specified date range; includes columns for timestamp, event type, user, location, and details; uses UTF-8 encoding; and conforms to the approved CSV schema for regulatory review.

PDF Export with Event Type Filtering

Given the user filters audit entries by event type "Schedule Change" and generates a PDF export, when the export is completed, then the PDF file includes only "Schedule Change" events; displays a header with the applied filters and date range; paginates entries with no more than 20 per page; uses PDF/A-1b compliance; and renders searchable text.

Combined Export for Multiple Locations

Given the user selects multiple locations and a date range then requests a CSV export, when the export completes, then the CSV file aggregates audit entries from all selected locations; includes a "Location" column for each entry; sorts entries by timestamp ascending; maintains UTF-8 encoding; and passes CSV schema validation.

User-Based PDF Audit Report

Given the user filters by a specific username or email and initiates a PDF export, when the system completes the export, then the PDF includes only entries performed by the specified user; lists the user's full name and email in the header; orders entries chronologically; complies with accessibility standards; and opens without errors.

Large Data Set Performance and File Splitting

Given a request to export a CSV report for a date range yielding over 1,000,000 entries, when the system processes the export, then it completes within 60 seconds; automatically splits the output into multiple CSV files each under 50MB; compresses the files into a single ZIP archive; and names files according to "audit_<YYYYMMDD>_partN.csv" convention.

Immutable Secure Storage

"As a security officer, I want audit logs to be stored in a tamper-proof, encrypted system so that compliance with data integrity regulations is assured."

Description

Store all audit logs in an append-only, write-once storage system with encryption at rest and in transit. Implement integrity checks and tamper-evident measures to ensure logs cannot be altered or deleted post-creation, meeting regulatory and security requirements.

Acceptance Criteria

Audit Log Encryption Verification

Given an audit log entry is created, When it is stored at rest, Then it must be encrypted using AES-256 or stronger; Given an audit log entry is transmitted to storage, When in transit, Then it must use TLS 1.2 or higher.

Append-Only Storage Enforcement

Given an existing audit log entry, When a user or process attempts to modify or delete it, Then the operation is blocked and an immutable write-once policy error is returned.

Integrity Check on Log Retrieval

Given a stored audit log entry, When retrieved for review or export, Then the system must verify the entry’s cryptographic hash against the stored hash chain and flag discrepancies.

Tamper Detection Alert Generation

Given an integrity check failure or unauthorized access attempt, When detected, Then the system must generate a tamper-evident alert with timestamp and context, and notify administrators.

Exportable Audit Report Integrity

Given an export request for audit logs, When generating the report, Then the output must include cryptographic signatures for each entry and validate successfully against a verification tool.

Role-Based Access Control

"As a system administrator, I want to control access to audit logs based on user roles so that sensitive information is protected and only appropriate personnel can view logs."

Description

Implement a granular permission system to restrict access to audit logs and export functions. Assign view, export, and management rights based on user roles (e.g., admin, auditor), and log all access attempts for security review.

Acceptance Criteria

Admin Views Audit Logs

Given an admin with view permission, when they navigate to the 'Audit Logs' tab, then all schedule change entries are displayed in chronological order showing timestamp, action type, and user details.

Auditor Exports Audit Logs

Given an auditor with export permission, when they click the 'Export Logs' button and select a date range, then a CSV file containing all log entries within that range is generated and downloaded.

Unauthorized User Attempts Log Access

Given a user without view permission, when they attempt to access the audit logs page, then they receive a 403 Forbidden error and the attempt is recorded in the audit trail.

Admin Assigns User Roles for Audit Access

Given an admin on the user management screen, when they assign the 'auditor' role to a user, then that user gains view and export permissions for audit logs and can access those functions.

Access Attempts Are Logged

Given any user attempts to view or export logs, when the system processes the request, then it logs the username, action attempted, timestamp, and outcome (success or failure) in the audit trail.

LiveCostMeter

Displays real-time payroll totals as you assign shifts, updating instantly to help managers see the financial impact of each scheduling decision and keep budgets on track.

Requirements

Real-Time Payroll Calculation

"As a restaurant manager, I want to see real-time payroll totals as I assign shifts so that I can manage labor costs and keep within budget."

Description

The system calculates and updates total payroll costs instantly as managers assign or adjust shifts, integrating employee pay rates, hours, overtime, and tax rules within the scheduling interface to provide accurate, up-to-the-second budgeting insights.

Acceptance Criteria

Shift Assignment Cost Update

Given the manager is on the scheduling interface When they assign a new shift to an employee Then the LiveCostMeter updates the total payroll cost instantly to reflect the added shift cost

Shift Adjustment Cost Recalculation

Given an existing shift is selected on the schedule When the manager modifies its start time or duration and confirms Then the LiveCostMeter recalculates and displays the updated total payroll cost within one second

Multi-Shift Budget Projection

Given multiple shifts are assigned to different employees on the schedule When the manager views the payroll summary Then the LiveCostMeter displays the correct cumulative cost of all assigned shifts

Overtime and Tax Calculation

Given a shift exceeds the employee’s standard hours or meets overtime criteria When the manager assigns that shift Then the LiveCostMeter applies the correct overtime rate and tax deductions according to configured rules

Pay Rate Adjustment Reflection

Given an employee’s pay rate is updated in their profile When the manager assigns or recalculates a shift for that employee Then the LiveCostMeter uses the updated rate to calculate the cost of the shift

Shift Cost Breakdown Display

"As a restaurant manager, I want to view the cost components of each shift so that I can understand how individual expenses contribute to overall payroll."

Description

Displays a detailed cost breakdown for each shift—including base pay, role-based differentials, overtime, and associated taxes—directly within the shift assignment UI to give managers visibility into individual shift expenses.

Acceptance Criteria

Manager Views Shift Cost Breakdown

Given a manager opens the shift assignment interface for a scheduled shift, When the shift details are displayed, Then the UI shows a detailed cost breakdown including base pay, role-based differentials, overtime pay, and associated taxes summing to the total cost.

Real-Time Cost Update on Shift Detail Change

Given the manager modifies the role or hours in the shift assignment UI, When changes are made, Then the shift cost breakdown updates instantly (within 1 second) to reflect updated base pay, differentials, overtime, and taxes.

Overtime Rate Applied to Eligible Hours

Given a shift exceeds the standard 8-hour threshold, When the overtime calculation is triggered, Then the system calculates overtime pay at 1.5× base rate and displays it separately in the cost breakdown.

Differential Rate Reflection

Given a shift falls during premium hours (e.g., weekends or holidays), When the shift assignment is selected, Then the UI calculates and displays the correct differential pay component in the cost breakdown.

Tax Calculation Accuracy

Given any shift cost breakdown is displayed, When taxes are applied, Then the UI shows a separate tax component calculated using the configured organization tax rate and includes it in the total shift cost.

Budget Variance Notifications

"As a restaurant manager, I want to receive alerts when shift assignments push payroll over budget thresholds so that I can adjust staffing to control costs."

Description

Generates real-time alerts when cumulative payroll costs for a schedule exceed predefined budget thresholds, highlighting overages and suggesting adjustments to help managers maintain labor budgets.

Acceptance Criteria

Manager Assigns Shifts that Exceed Daily Budget Threshold

Given a manager assigns one or more shifts and the cumulative payroll cost surpasses the predefined daily budget threshold When the assignment is completed Then an alert must display within 1 second showing the current cost, threshold amount, and at least three suggested adjustments to lower costs

Manager Configures Custom Budget Thresholds

Given a manager updates the budget threshold for a schedule in settings When the changes are saved Then the new threshold must be applied immediately to the live cost meter on all scheduling screens and meter color changes to yellow if within 90% of threshold or red if exceeded

Notification Dismissal and Persistence

Given a cost‐overage alert is displayed When the manager dismisses the alert Then the alert must not reappear until either the schedule is modified further to exceed the threshold again or the budget threshold is changed, and the dismissed state must persist if the schedule is closed and reopened

Alert Logging and Reporting

Given any budget variance alert is triggered When the alert appears Then the system must log the event with timestamp, overage amount, threshold value, and user ID, and the reporting interface must allow filtering and exporting these logs

Real‐time Suggestion of Cost‐Saving Shift Swaps

Given a budget overage alert is active When the manager views the alert Then the system must suggest at least two lower‐cost shift swaps or adjustments with expected cost savings and allow one‐click application of a suggestion updating the meter accordingly

Multi-Role Cost Aggregation

"As a café owner, I want to view payroll totals broken down by role category so that I can analyze labor costs across different positions."

Description

Aggregates and displays payroll totals by staff role, department, or location, enabling managers to analyze labor costs across different categories and make informed staffing decisions.

Acceptance Criteria

Display Role-Based Cost Breakdown

Given a schedule with assigned shifts and defined staff roles, when the manager views the cost aggregation panel, then the payroll totals are grouped and displayed correctly for each staff role, matching the sum of individual shift costs.

Export Department Cost Summary

Given a schedule with multiple departments assigned, when the manager exports the department cost summary, then the system generates a CSV file containing department names, total scheduled hours, and aggregated payroll costs for each department.

Filter Payroll by Location

Given shifts assigned across various locations, when the manager applies a location filter, then the cost aggregation updates to display only the payroll totals for the selected location, and other locations’ costs are excluded.

Compare Costs Across Roles and Departments

Given multiple roles and departments in the schedule, when the manager selects the comparison view, then the system presents a side-by-side chart or table showing aggregated costs per role and per department for easy comparison.

Ensure Real-Time Aggregation Accuracy

Given real-time shift assignments and edits, when a shift is added, modified, or removed, then the aggregated payroll totals for each category update within two seconds and reflect the accurate cost based on current rates and hours.

Exportable Cost Reports

"As an owner, I want to export payroll cost reports so that I can share financial summaries with stakeholders."

Description

Provides functionality to export payroll cost data—including summaries and detailed breakdowns—into common formats like CSV and PDF to support financial reporting and stakeholder communication.

Acceptance Criteria

Export Summary to CSV

Given a manager views payroll cost data, When the manager selects the 'Export to CSV' option for summary report, Then the system generates a CSV file that includes total labor cost, total hours, and average cost per hour, And the file downloads within 5 seconds, And the CSV file headers exactly match the summary data fields.

Export Detailed Breakdown to PDF

Given a manager needs granular cost details, When the manager selects 'Export to PDF' for detailed breakdown, Then the system produces a PDF containing shift-by-shift cost, employee names, hours worked, overtime, and total cost per shift, And each page clearly displays the company letterhead and report date, And the PDF is generated within 10 seconds without formatting errors.

Support Large Data Volume Export

Given the schedule spans over three months with more than 10,000 shift records, When exporting either summary or detailed reports, Then the system processes the export request without timeouts or crashes, And completes the file generation in under 30 seconds, And server resource usage stays within defined memory and CPU thresholds.

Include Custom Date Range in Export

Given a manager selects a specific start and end date filter for payroll data, When exporting the cost report, Then only records within the selected date range are included in the output, And the generated file name reflects the chosen date range, And all cost figures correspond to the filtered data set.

Preserve Data Formatting in Exports

Given the manager exports data to CSV or PDF, When opening the exported file in a standard spreadsheet or PDF viewer, Then numeric values display with exactly two decimal places, And date fields follow the 'YYYY-MM-DD' format, And currency fields include the correct currency symbol and positioning.

BudgetGuard

Allows users to set custom budget thresholds and receive on-screen and email alerts when roster costs approach or exceed the set limits, proactively preventing budget overruns.

Requirements

Budget Threshold Setup

"As a restaurant owner, I want to set custom budget thresholds for my staff roster so that I can control labor costs and prevent overspending."

Description

Enables users to define budget thresholds for staff rosters by day, week, or pay period. Provides fields to set maximum allowable labor cost percentages relative to projected revenue, with default suggestions based on historical data. Integrates seamlessly into the scheduling interface, ensuring every new or edited shift roster automatically reflects the configured budget constraints.

Acceptance Criteria

Configuring Daily Budget Threshold

Given the user is on the BudgetGuard settings page When they select 'Day' as the period and enter a labor cost percentage (e.g., 30%) Then the system saves the daily budget threshold and displays it in the scheduling interface

Triggering Weekly Budget Alert

Given a weekly budget threshold is set to 25% When the projected labor cost for the upcoming week reaches or exceeds 90% of this threshold Then an on-screen alert appears notifying the user that the weekly budget limit is approaching

Using Default Suggestions for Pay Period Thresholds

Given historical labor cost and revenue data exist for previous pay periods When a user opens the budget threshold setup for a pay period Then the system displays a suggested percentage based on historical averages which the user can accept or modify

Reflecting Budget Constraints on Shift Creation and Editing

Given a budget threshold is configured for a specific period When the user creates or edits a shift roster Then the system calculates the projected labor cost against the threshold, displays the current percentage used, and prevents saving if it exceeds the configured limit

Receiving Email Alerts on Budget Exceedance

Given email notifications are enabled in user settings When the projected labor cost exceeds the defined budget threshold for any period Then the system sends an email alert to the user within 5 minutes detailing the period, threshold, and current projected cost

Budget Alert Trigger

"As a restaurant owner, I want to receive an alert when my roster costs near my budget limit so I can adjust staffing before overspending occurs."

Description

Monitors real-time roster cost against set thresholds and triggers alerts when costs approach defined limits. Implements configurable alert sensitivity levels (e.g., 80%, 90%, 100%) to provide progressive warnings. Ensures that alerts are only generated once per threshold crossing to avoid alert fatigue.

Acceptance Criteria

80% Budget Threshold Alert

Given a custom budget threshold is set When the roster cost reaches 80% of that threshold Then the system displays an on-screen warning and sends an email alert once

90% Budget Threshold Alert

Given a custom budget threshold is set When the roster cost reaches 90% of that threshold Then the system updates the on-screen warning and sends a follow-up email alert once

100% Budget Threshold Exceeded Alert

Given a custom budget threshold is set When the roster cost exceeds 100% of that threshold Then the system displays a high-priority on-screen alert and sends an email alert once

Configurable Alert Sensitivity

Given sensitivity levels of 80%, 90%, and 100% are configured When a sensitivity level is adjusted Then the system applies the new level for subsequent threshold evaluations immediately

Prevent Duplicate Alerts

Given a threshold alert has been triggered When the roster cost fluctuates above and below the threshold Then the system does not resend the same alert for that threshold until the next budget period

Alert Delivery Methods

"As a restaurant owner, I want to receive budget alerts via my chosen channels (app, email, or SMS) so I can stay informed wherever I am."

Description

Provides multiple channels for delivering budget alerts, including in-app notifications, email, and SMS. Allows users to select preferred channels and customize notification frequency and format. Ensures timely delivery and clear formatting to maximize visibility and response.

Acceptance Criteria

Channel Selection Configuration

Given a logged-in user accesses the BudgetGuard settings, when they select or deselect any combination of in-app, email, or SMS channels and click 'Save', then the preferences are stored in the user profile and a confirmation message 'Notification preferences updated' is displayed.

In-App Alert Reception

Given a budget threshold is set and in-app notifications are enabled, when roster costs reach or exceed 90% of the threshold, then the user receives an in-app notification within 1 second containing the current cost, threshold value, and a link to adjust settings.

Email Alert Delivery

Given email notifications are enabled and the user has chosen HTML format, when roster costs exceed the budget threshold, then an email is sent to the user's registered address within 5 minutes and includes the cost details, percentage used, timestamp, and a link to the BudgetGuard settings page.

SMS Alert Reception

Given SMS notifications are enabled and the user has provided a valid mobile number, when roster costs exceed the budget threshold, then an SMS is sent within 2 minutes containing the cost summary, threshold value, and a prompt to review or adjust settings.

Notification Frequency Customization

Given the user sets the alert frequency to 'once per day' for any channel, when roster costs reach or exceed the threshold multiple times within 24 hours, then only one alert per channel is delivered in that period.

Alert Formatting Clarity

For each enabled channel, every alert must include a clear header ('Budget Alert'), the current cost amount, threshold value, percentage used, timestamp, and an actionable element (link or instruction) to modify settings.

Budget Analytics Dashboard

"As a restaurant owner, I want to view a dashboard that shows how my roster costs compare to my budgets over time so I can identify trends and make informed staffing decisions."

Description

Offers a dedicated dashboard to view current and historical budget performance, helping users analyze spending trends over time. Includes graphical charts comparing actual roster costs against budgets, drill-down by location, team, or shift type, and export capabilities for reporting. Integrates with revenue data to show cost-to-revenue ratios.

Acceptance Criteria

Current vs. Actual Cost Comparison

Given a selected date range on the Budget Analytics Dashboard, when the user views the main graph, then the graph displays both actual roster costs and budget thresholds on matching scales; and the system calculates and displays the variance as both percentage and monetary value; and if actual costs exceed 90% of the budget, an alert indicator appears on the chart.

Historical Budget Trends Analysis

Given the user selects the 'Last 6 Months' timeframe, when the dashboard renders, then a line chart shows monthly budget versus actual spend for each of the past six months; each data point includes a tooltip with exact values; and the user can toggle between absolute cost view and cost-to-revenue ratio view.

Location-Based Cost Drill-Down

Given the user clicks on a specific location segment in the summary chart, when the click is registered, then the dashboard drills down to display that location’s weekly budget versus actual spend; if more than 20 shifts are present, pagination controls appear; and a breadcrumb navigation allows the user to return to the summary chart.

Team and Shift-Type Analysis

Given the user applies a filter for a specific team or shift type, when the filter is applied, then all dashboard charts and data tables update to reflect only the filtered data; the selected filter persists when changing date ranges; and the data table lists each shift with columns for date, location, team, shift type, budget, actual cost, and variance.

Exporting Budget Reports

Given the user clicks the 'Export' button on any dashboard view, when the export process begins, then the system generates and downloads a CSV file containing the current view’s data with headers for date, location, team, shift type, budget, actual cost, and variance; the download completes within 30 seconds; and the user sees an in-app confirmation message with a link to the file.

Budget Adjustment Workflow

"As a restaurant owner, I want to adjust my budget thresholds quickly and document reasons for any overspend so I can maintain flexibility while staying accountable."

Description

Allows users to modify budget thresholds on the fly, either globally or for specific periods, with audit logging for changes. Provides option to override alerts for exceptional circumstances and track justification for overspend decisions. Ensures updates propagate immediately to all future scheduling calculations.

Acceptance Criteria

Modify Global Budget Threshold

Given the user is on the BudgetGuard settings page When the user enters a new global budget threshold and clicks Save Then the system stores the new threshold value and displays a confirmation message And the updated threshold is applied to all future roster cost calculations

Modify Period-Specific Budget Threshold

Given the user selects a specific date range on the budget thresholds page When the user sets a custom threshold for that period and confirms Then the system saves the period-specific threshold And ensures it overrides the global threshold only within the specified period

Audit Log Records Budget Changes

Given any budget threshold is modified When the change is saved Then an audit log entry is created capturing the previous value, new value, user ID, timestamp, and change reason And the audit log is accessible in the system logs for review

Override Alerts With Justification

Given a roster cost exceeds the set threshold When the user selects Override Alert and provides a justification Then the system suppresses further alerts for that roster And logs the override action with the provided justification and user details

Real-Time Propagation of Budget Updates

Given the user modifies any budget threshold When the change is saved Then the updated threshold immediately reflects in the scheduling engine’s calculations for all upcoming roster generations without delay

ScenarioSim

Enables managers to create, compare, and toggle between multiple staffing scenarios side-by-side, visualizing payroll implications for each scenario before finalizing the schedule.

Requirements

Scenario Creation

"As a restaurant manager, I want to build different staffing scenarios with specific shifts and staff so that I can explore various scheduling options before finalizing."

Description

Provide managers with the ability to create multiple distinct staffing scenarios by selecting shifts, roles, and staff members, then saving each scenario under a custom name for later review.

Acceptance Criteria

Create Scenario Form Access

Given the manager clicks the "Create Scenario" button in ScenarioSim, Then a blank scenario creation form with shift, role, and staff member selectors is displayed.

Selection Display in Scenario

Given the manager selects at least one shift, role, and staff member, Then each selected item is displayed in the scenario summary panel.

Scenario Save Enablement

Given the manager enters a non-empty, unique name into the scenario name field, Then the "Save Scenario" button becomes enabled.

Scenario Storage and Listing

When the manager clicks the enabled "Save Scenario" button, Then the scenario is saved and appears in the "Saved Scenarios" list with its custom name.

Scenario Retrieval

Given there is at least one saved scenario, When the manager selects a scenario from "Saved Scenarios" and clicks "Load", Then the scenario form is populated with the saved shifts, roles, and staff selections.

Side-by-Side Comparison

"As a restaurant manager, I want to view multiple staffing scenarios side by side so that I can quickly identify the best balance of coverage and cost."

Description

Enable side-by-side display of two or more staffing scenarios, aligning shift assignments, staffing levels, and role distributions to facilitate direct visual comparison.

Acceptance Criteria

Two Scenario Side-by-Side View

Given the manager has created at least two staffing scenarios, when they select two scenarios for comparison, then the system displays them side-by-side with corresponding dates and store locations.

Scenario Alignment of Shifts

Given the side-by-side view is loaded, when scenarios include identical time slots or roles, then shift assignments align horizontally across both scenarios for direct comparison.

Payroll Implication Visualization

Given two scenarios are displayed, then total payroll cost, hourly rates, and cumulative labor spend for each scenario are shown in adjacent panels with difference percentages highlighted.

Scenario Toggle Interaction

Given multiple scenarios are in view, when the manager clicks on a scenario header, then that scenario is marked as active, the header is visually highlighted, and detailed role distribution metrics update accordingly.

Comparison Export Generation

Given the manager opts to export, when they request an export of the current comparison, then the system generates a downloadable PDF or CSV that includes both scenario side-by-side layouts, payroll summaries, and difference indicators.

Payroll Impact Visualization

"As a restaurant manager, I want to see the payroll cost impact of each staffing scenario so that I can choose a schedule that fits my budget."

Description

Automatically calculate and display payroll cost differences for each scenario, including total labor cost, overtime projections, and budget variance, using clear charts and summary metrics.

Acceptance Criteria

Scenario Creation and Cost Calculation

Given a manager creates a new staffing scenario and adds shifts, when the scenario is saved, then the system calculates and displays total labor cost, overtime projection, and budget variance with clear chart segments and summary metrics.

Scenario Comparison View Selection

Given multiple scenarios exist, when the manager selects two scenarios for comparison, then the system displays both scenarios’ payroll metrics side-by-side with delta percentages highlighted.

Overtime Threshold Highlighting

Given a scenario’s overtime projection exceeds 10% of total hours, when viewing the payroll summary, then the overtime projection value is visually highlighted and displays a tooltip explaining the threshold breach.

Budget Variance Drill-Down

Given a scenario shows a budget variance greater than $100, when the manager clicks on the budget variance metric, then the system expands a breakdown showing cost contributions by shift type.

Scenario Update Reflects in Visualization

Given a manager adjusts shift assignments within a scenario, when the changes are saved, then all payroll cost visualizations update in real-time without page refresh, reflecting new totals and variances.

Scenario Versioning

"As a restaurant manager, I want to save and manage versions of my staffing scenarios so that I can track changes over time and revert if necessary."

Description

Allow managers to save, rename, duplicate, and archive scenario versions, maintaining a history of changes and enabling rollback to previous versions when needed.

Acceptance Criteria

Creating a New Scenario Version

Given a manager has configured a staffing scenario; When the manager clicks “Save as New Version” and enters a unique version name; Then the system creates a new version with the provided name, a timestamp, and identical staffing and payroll data, and displays it in the versions list.

Renaming an Existing Scenario Version

Given a saved scenario version appears in the list; When the manager selects “Rename,” inputs a new valid name, and confirms; Then the version’s name updates immediately in the list and the change is recorded in the version history log.

Duplicating a Scenario Version

Given one or more scenario versions exist; When the manager clicks “Duplicate” on a chosen version; Then a new version titled “Copy of [Original Name]” appears with a unique ID and the same staffing inputs, and the original version remains unchanged.

Archiving a Scenario Version

Given a manager no longer needs an older version for active comparison; When the manager selects “Archive” on a version; Then the version moves from the active list to the archive view, is hidden from default comparisons, and can still be restored or reviewed.

Rolling Back to a Previous Scenario Version

Given multiple historical versions are available; When the manager clicks “Rollback” on a specific version and confirms; Then the selected version becomes the current active scenario, the prior active version is saved as a new entry in history, and staffing and payroll data revert to the chosen version’s values.

Real-Time Scenario Toggling

"As a restaurant manager, I want to toggle between scenarios in real time so that I can instantly see how each affects my schedule and budget."

Description

Implement a quick toggle mechanism for managers to switch between scenarios in the scheduling interface, instantly updating displayed shifts and cost metrics without a full page reload.

Acceptance Criteria

Scenario Toggle via Scenario Selector

Given the scheduling interface is open with multiple saved scenarios, when the manager selects a different scenario from the scenario selector, then the displayed shifts and cost metrics update within 200 milliseconds without a full page reload.

Instant Shift Update on Toggle

Given a manager has two scenarios with differing shift assignments, when the manager toggles between these scenarios, then the shift patterns on the schedule grid update instantly and reflect the correct assignments of the selected scenario.

Real-Time Cost Metrics Refresh

Given each scenario has unique payroll implications, when the manager switches scenarios, then the total labor cost and cost-per-shift metrics refresh immediately to show the values corresponding to the selected scenario.

No Full Page Reload on Scenario Change

Given a manager toggles scenarios, when the toggle action is performed, then there is no full page refresh and only the relevant sections of the interface (shifts and metrics) are updated asynchronously.

Keyboard Accessibility for Scenario Toggle

Given a manager prefers keyboard navigation, when focus is on the scenario toggle dropdown, then pressing the arrow keys and Enter key allows switching scenarios and triggers immediate updates to shifts and cost metrics.

OvertimeAdvisor

Identifies potential overtime triggers based on employee hours and labor rules, recommending alternative shift assignments or staffing adjustments to minimize extra costs.

Requirements

Overtime Threshold Alerts

"As a restaurant manager, I want to receive alerts when an employee's scheduled hours approach overtime so that I can adjust shifts to prevent extra labor costs."

Description

System continuously monitors scheduled hours against configured overtime thresholds per labor rules and proactively alerts managers when employees are nearing or exceeding limits.

Acceptance Criteria

Daily Overtime Threshold Approaching Alert

Given an employee’s scheduled hours for the day reach the configured daily overtime threshold, When the system detects the threshold breach, Then an alert is sent to the manager including employee name, scheduled hours, and suggested shift adjustments, And the alert is recorded in the Alert Dashboard within 5 seconds.

Weekly Overtime Limit Exceeded Alert

Given an employee’s cumulative weekly scheduled hours exceed the configured weekly overtime threshold, When the schedule is updated to cross this limit, Then the system highlights the employee’s schedule entry in red, sends an email notification to the manager, and logs the event in the weekly Overtime Report.

Bulk Threshold Alert Notification

Given multiple employees are projected to reach or exceed 90% of their overtime thresholds, When two or more such projections occur within the same scheduling cycle, Then the system generates a consolidated summary alert listing all affected employees, their current hours, and thresholds, And displays it on the manager’s dashboard.

Updated Overtime Threshold Applies Immediately

Given the manager updates the overtime threshold settings, When the new threshold is saved in the system, Then all existing and future schedule entries are re-evaluated against the updated threshold in real time, And alerts are generated or cleared accordingly without manual schedule refresh.

Mobile Alert Delivery for Overtime Threshold

Given the manager has the RotaSpark mobile app with notifications enabled, When an overtime threshold alert is triggered, Then a push notification is delivered to the manager’s mobile device within 10 seconds, And tapping the notification opens the detailed OvertimeAdvisor alert screen.

Alternative Shift Suggestions

"As a manager, I want alternative shift suggestions when an employee is about to hit overtime so that I can reassign shifts efficiently and reduce expenses."

Description

Analyzes upcoming shifts and employee availability to recommend qualified alternative staff or shift swaps when potential overtime is detected, optimizing coverage and cost.

Acceptance Criteria

Overtime Threshold Detected

Given an employee's scheduled hours exceed the standard weekly limit; When potential overtime is detected; Then at least two alternative qualified staff members are recommended for the affected shift; And each recommendation includes name, role, next available slot, and qualification match.

No Qualified Staff Available

Given no other employee meets the role and availability requirements for the at-risk shift; When the system searches for alternatives; Then the system must flag the lack of qualified staff and provide a recommendation to adjust staffing levels or post an open shift; And notify the manager via mobile and email.

Shift Swap with Qualified Peer

Given two qualified employees both available and under their weekly hour limits; When a potential overtime condition is detected for one; Then the system suggests a direct shift swap between these employees; And generates a notification to both parties for approval within the app.

Real-Time Recommendation Delivery

Given a manager adjusts a shift in the scheduling interface; When the system processes the modification; Then alternative shift suggestions are displayed within two seconds; And the suggestions list is updated dynamically as availability changes.

Cost-Optimized Staffing Suggestions

Given multiple alternative staffing options exist; When the system ranks suggestions; Then the recommendations are sorted by additional labor cost in ascending order; And the top three lowest-cost options are presented by default.

Labor Rule Configuration

"As a manager, I want to configure labor rules in the system so that overtime calculations and recommendations reflect our legal and policy requirements."

Description

Provides a flexible interface for defining and customizing labor rules—including regional overtime laws, break requirements, and company policies—to ensure accurate calculations and recommendations.

Acceptance Criteria

Regional Overtime Rule Creation

Given an admin on the Labor Rule Configuration page for a specific region, When the admin enters an overtime threshold of 40 hours per week and clicks 'Save', Then the system stores the rule in the database and displays it in the rule list for that region.

Break Requirement Customization

Given an admin selects a region and defines a break requirement of a 30-minute break for shifts over 5 hours, When the admin saves the rule, Then the break rule is applied to shift schedules and enforced in recommendations.

Conflict Detection Between Rules

Given an admin defines a break rule that conflicts with an existing regional law, When the admin attempts to save, Then the system displays a validation error specifying the conflict and prevents saving.

Labor Rule Import and Export

Given an admin exports the labor rule configuration, When the admin downloads the export file, Then the file contains all defined rules in JSON format. And given the admin imports a valid JSON file, When the import is completed, Then the system updates the rule set accordingly.

Real-Time Validation of Input Fields

Given an admin enters invalid values (e.g., negative hours or overlapping break times) in a labor rule form, When the admin moves to another field or attempts to save, Then the system displays inline validation messages and disables the 'Save' button until errors are corrected.

Cost Impact Dashboard

"As a restaurant owner, I want a dashboard displaying potential overtime costs and savings so that I can make data-driven staffing decisions."

Description

Offers a visual dashboard showing current and projected labor costs, highlighting potential overtime expenses and projected savings from recommended shift adjustments.

Acceptance Criteria

Viewing Real-Time Labor Cost Overview

Given the manager opens the Cost Impact Dashboard, when data loads, then current labor cost is displayed as a numeric value and gauge chart, updated within 60 seconds of schedule changes.

Analyzing Projected Overtime Expenses

Given the manager sets a future date range, when selecting an upcoming week, then projected labor costs including overtime are calculated and displayed as a line chart.

Evaluating Shift Adjustment Savings

Given the OvertimeAdvisor suggests shift changes, when viewing the "Recommended Adjustments" panel, then the dashboard shows estimated cost savings in currency and percentage for each recommendation.

Filtering Costs by Location and Role

Given the user applies filters for location and role, when selecting a specific store and job role, then the dashboard updates to show labor cost and overtime projections only for that subset.

Downloading Cost Impact Report

Given the manager clicks the download icon, when exporting, then the system generates and downloads a PDF report containing current and projected cost charts and savings recommendations.

Mobile Notification Integration

"As a busy manager, I want to receive mobile notifications about overtime triggers so that I can act quickly, even when away from my desk."

Description

Enables real-time push notifications and in-app alerts on mobile devices for overtime warnings and shift recommendations, ensuring managers can respond promptly from anywhere.

Acceptance Criteria

Push Notification for Overtime Trigger

Given an employee’s scheduled hours exceed the configured overtime threshold, when overtime is detected, then a push notification is sent to the manager’s mobile device within 30 seconds containing the employee’s name, current hours, and a brief recommended action.

In-App Alert for Shift Recommendation

Given a detected staffing gap or potential overtime conflict, when the system generates shift recommendations, then an in-app alert appears in the manager’s mobile interface within one minute listing recommended staff names, their availability, and suggested shift times.

Notification Delivery and Retry Mechanism

Given a push notification fails to deliver due to network or device issues, when the first delivery attempt fails, then the system retries up to three times at one-minute intervals and logs each attempt; if all retries fail, a delivery failure event is recorded.

Contextual Navigation upon Notification Tap

Given a manager receives a push notification or in-app alert, when the manager taps the notification, then the mobile app launches (or foregrounds) and navigates directly to the detailed view related to the notification context (overtime details or shift recommendation) within five seconds.

Notification Preference Compliance

Given the manager has configured notification preferences for push, in-app, or digest receipt, when dispatching notifications, then the system respects these preferences and only sends notifications via the allowed channels without sending any disallowed notification types.

RoleRateInsights

Breaks down projected payroll costs by role, department, or location in an interactive chart, providing clear insights into where labor expenses are concentrated and opportunities for optimization.

Requirements

PayrollDataAggregator

"As a restaurant owner, I want the system to aggregate payroll data by role, department, and location so that I can understand where labor costs are highest and budget accordingly."

Description

The system must collect scheduled shift hours and pay rates from the roster, calculate projected labor costs broken down by role, department, and location, integrating seamlessly with existing scheduling data. It centralizes disparate data sources and runs real-time computations to provide accurate, up-to-date payroll projections, enhancing transparency and aiding in budget forecasting.

Acceptance Criteria

Daily Payroll Projection Computation

Given scheduled shift hours and pay rates are loaded When a user requests a daily payroll projection Then the system calculates and displays total labor cost to the nearest cent within 5 seconds broken down by role, department, and location

Role-Based Cost Breakdown Display

Given projected payroll data is available When the user views the Role Rate Insights chart Then the system presents an interactive breakdown of labor costs by role with tooltips showing cost values and percentage of total

Departmental Expense Drill-Down

Given department-level projections exist When the user selects a department in the interactive chart Then the system filters the view to show detailed cost breakdowns by role and location within that department

Real-Time Data Update Upon Roster Change

Given a roster change occurs in the scheduling system When updated shift hours or pay rates are received Then the payroll projection chart updates automatically within 10 seconds without page reload

Integration with Third-Party Scheduling API

Given valid authentication credentials When the system calls the third-party scheduling API Then it retrieves scheduled shift data successfully at least 95% of the time and logs failures for retry

InteractiveCostVisualization

"As a café manager, I want to view projected labor costs in interactive charts so that I can quickly identify cost-heavy roles and adjust scheduling."

Description

Build interactive charts that display projected payroll costs with multiple breakdown options (pie, bar, line) and intuitive tooltips. The visualization updates in real time based on user filters, providing dynamic graphical insights into labor expense distribution. It ensures decision-makers can quickly interpret data and spot cost trends.

Acceptance Criteria

Role-Based Chart Rendering

Given a user selects 'Role' breakdown and 'Pie Chart' type When the data set is loaded Then the chart renders a pie chart with slices representing each role's projected payroll cost

Department and Location Filtering

Given a user applies department filter 'Kitchen' and location 'Downtown' When filters are applied Then the chart updates within 2 seconds to reflect only 'Kitchen' department costs at 'Downtown'

Real-Time Data Update

Given a schedule modification occurs When the underlying payroll data changes Then the chart automatically refreshes within 1 second to display updated projected costs

Chart Type Switching

Given a user views the chart When the user switches between 'Bar', 'Line', and 'Pie' chart types Then the chart transitions smoothly and displays the same data correctly in the new format

Interactive Tooltips

Given a user hovers over any data point or chart segment When the tooltip appears Then it displays the corresponding role/department/location name and projected cost amount formatted as currency

DynamicFilteringControls

"As a restaurant owner, I want to filter payroll cost data by date, role, and location so that I can focus on specific periods or departments for analysis."

Description

Provide advanced filtering controls for date ranges, roles, departments, and locations within the insights dashboard. Users can combine filters to refine the displayed data, with the chart updating instantly. This allows targeted analysis of labor costs for specific timeframes or organizational segments.

Acceptance Criteria

Filter by Single Date Range

Given the user is on the RoleRateInsights dashboard When the user selects a start date and an end date Then the chart displays only the payroll cost data within the selected date range

Combine Role and Department Filters

Given the user is on the RoleRateInsights dashboard When the user selects a specific role and department Then the chart updates to show payroll costs for the selected role and department only

Apply Location Filter

Given the user is on the RoleRateInsights dashboard When the user selects a location filter Then the chart displays payroll cost data exclusively for the selected location

Clear All Filters

Given multiple filters are applied When the user clicks the Clear Filters button Then all filters reset to default and the chart displays unfiltered data

Performance Under Large Data Volume

Given the RoleRateInsights dashboard contains over 10,000 data points When any combination of filters is applied Then the chart updates and renders filtered results within 2 seconds

CostOptimizationRecommendations

"As a restaurant owner, I want the system to recommend schedule adjustments based on cost projections so that I can optimize labor expenses without manual analysis."

Description

Incorporate automated recommendations that suggest schedule adjustments to optimize labor costs. Leveraging historical patterns and projected expenses, the system highlights opportunities to reduce overtime, balance shift distributions, or reassign staff. Recommendations appear contextually within the dashboard and link directly to shift management workflows.

Acceptance Criteria

Overtime Reduction Recommendation Display

Given a schedule with projected overtime costs exceeding predefined thresholds, when the user views the RoleRateInsights dashboard, then the system displays a highlighted recommendation suggesting specific shift adjustments to reduce overtime below the threshold.

Shift Distribution Balancing Suggestion

Given uneven shift assignments across roles for the upcoming week, when the dashboard loads, then the system generates at least one recommendation to reassign staff to balance shift counts and displays estimated cost savings.

Role-Specific Cost Insights Integration

Given the RoleRateInsights chart is open, when the user examines projected payroll costs by role, then the system provides contextual optimization recommendations next to high-cost roles with actionable links.

Historical Pattern Analysis Trigger

Given past scheduling data shows recurring staffing shortages or spikes, when generating cost optimization recommendations, then the system analyzes historical patterns to propose changes that prevent shortages and provides reasoning behind each suggestion.

Recommendation Workflow Navigation

Given a displayed recommendation, when the user selects 'Implement Recommendation,' then the system navigates directly to the shift management workflow with pre-filled adjustments reflecting the recommendation.

DataExportAndSharing

"As a café manager, I want to export payroll cost breakdowns and charts to PDF and CSV so that I can share reports with my finance team."

Description

Enable export of payroll insights and visualizations to CSV and PDF formats with configurable templates and date-stamped filenames. Users can download detailed cost breakdowns and charts or share them via email directly from the dashboard, ensuring easy distribution and reporting.

Acceptance Criteria

Export Payroll Data to CSV

Given the user is on the payroll insights dashboard, When the user selects 'Export to CSV' and confirms the action, Then a CSV file is downloaded containing the detailed cost breakdown by role, department, and location with correct headers and values formatted as numbers with two decimal places.

Export Payroll Visualization to PDF

Given the user is on the payroll insights dashboard, When the user selects 'Export to PDF' and confirms the action, Then a PDF file is generated and downloaded containing the cost breakdown table and corresponding charts as images, matching the selected template layout.

Automatic Date-Stamped Filenames

Given the user exports data in any format, When the file is generated, Then the filename follows the pattern '[ReportName]_[YYYY-MM-DD].[extension]' reflecting the current date.

Share Export via Email

Given the user is on the payroll insights dashboard, When the user clicks 'Share via Email', enters valid email addresses, selects the export format (CSV or PDF), and clicks 'Send', Then the system sends an email to each recipient with the exported file attached and displays a 'Email Sent' confirmation message.

Configure and Apply Export Template

Given the user opens export settings, When the user selects an existing template or customizes template fields and saves the settings, Then the chosen template is applied by default on subsequent exports and persists across user sessions.

CSV Format Compatibility with Spreadsheet Tools

Given the user imports the exported CSV into a spreadsheet application, When the file is opened, Then each column maps correctly to the spreadsheet, headers appear in the first row, and numerical values are recognized properly without requiring manual delimiter configuration.

PayBridge

Seamlessly exports the finalized roster and associated cost data to popular payroll systems with one click, streamlining payroll processing and ensuring accurate wage calculations.

Requirements

Payroll System Integration API Support

"As a restaurant owner, I want RotaSpark to connect directly with my payroll provider so that I can export rosters without manual data entry."

Description

Implement support for integrating RotaSpark with major payroll systems (e.g., ADP, QuickBooks, Gusto) via their public APIs. This includes handling authentication methods (OAuth, API token), mapping roster data fields to payroll data structures, and ensuring secure data transmission. The integration should be configurable to accommodate each provider’s specific requirements, enabling seamless, automated data flow from scheduling to payroll processing.

Acceptance Criteria

OAuth Authentication with ADP

Given valid ADP OAuth credentials; When the user initiates authentication against ADP API; Then the system retrieves and securely stores the access and refresh tokens and displays a success confirmation

API Token Authentication for QuickBooks

Given a valid QuickBooks API token; When the user enters the token in the integration settings; Then the system validates the token by performing a test API call and persists it securely

Field Mapping Validation for Gusto

Given a finalized roster export; When the system maps roster fields to Gusto payroll fields; Then each roster property (employee ID, hours, pay rate) matches the corresponding Gusto field without data loss or mismatch

Secure Data Transmission and Encryption

Given scheduled roster export; When data is sent to the payroll provider API; Then the system uses TLS 1.2+ encryption, verifies SSL certificates, and logs transmission success without exposing sensitive data

Configuration UI for Provider-Specific Settings

Given multiple payroll providers selected; When the user navigates to integration settings; Then the UI displays provider-specific fields (OAuth, API token, field mappings) and validates input before saving

Export Configuration Interface

"As an admin, I want to configure export settings so that exported data matches my payroll provider’s requirements."

Description

Design and build a user-friendly interface within RotaSpark where administrators can select their payroll provider, map internal roles and pay codes to the provider’s fields, define pay period date ranges, and preview the export file format. This configuration should be saved per account and editable, ensuring that export settings align precisely with each payroll system’s requirements.

Acceptance Criteria

Payment Provider Selection

Given an administrator is on the Export Configuration Interface When they open the payroll provider dropdown Then the list of supported providers is displayed and selecting one loads its specific configuration fields without errors

Role and Pay Code Mapping

Given the administrator has selected a payroll provider When they map each internal role to an external pay code Then all required internal roles must be mapped and the system validates that no required field is left unmapped

Pay Period Date Range Configuration

Given the administrator is configuring the pay period When they choose start and end dates using the date picker Then the end date cannot precede the start date and the selected range is saved correctly

Export File Preview and Format Validation

Given mappings and date ranges are configured When the administrator clicks Preview Export File Then a sample export is displayed in the correct file format (CSV or Excel) with accurate headers and sample data matching the configuration

Configuration Save and Edit Persistence

Given the administrator has completed configuration When they save the settings Then the configuration persists across sessions and can be retrieved and edited later without loss of data

One-Click Export Function

"As an owner, I want a one-click export button so that I can quickly send payroll data at the end of each pay period."

Description

Add a one-click export button in the RotaSpark dashboard that packages finalized shift schedules and associated cost data into the required format (CSV, JSON, or API payload) and sends it directly to the selected payroll system. The feature should display real-time progress indicators and confirm successful data transmission upon completion, minimizing manual steps and user effort.

Acceptance Criteria

Export Button Visibility

Given the user is logged into the RotaSpark dashboard with a finalized roster, when the PayBridge feature is enabled, then an “Export to Payroll” button must be visible and accessible next to the finalized roster section.

Format Selection Dialogue

Given the user clicks the “Export to Payroll” button, when the export modal opens, then the user must be presented with format options (CSV, JSON, API) and be able to select one before proceeding.

Real-Time Progress Indicator

Given the user initiates the export process, when data packaging and transmission begin, then a progress bar must display real-time percentage completion and descriptive status messages until export is complete.

Successful Export Confirmation

Given the export process finishes without errors, when progress reaches 100%, then the system must display a confirmation message stating “Export Successful” and log the timestamp and details of the transmitted data.

Error Handling and Retry Mechanism

Given the export process encounters a network or API error, when the error occurs, then the user must see an error message explaining the failure and a “Retry” button that restarts the export without requiring re-selection of format or data.

Export Audit Log

"As a manager, I want to review export history so that I can audit payroll submissions and resolve discrepancies."

Description

Implement an audit logging system that records every export transaction, capturing details such as timestamp, initiating user, target payroll system, record counts, and success or failure status. Provide an interface for users to search, filter, and review past exports, supporting auditing and compliance requirements and enabling rapid investigation of any discrepancies or failed exports.

Acceptance Criteria

Successful Export Transaction Logging

Given a roster export is initiated and completes without errors, when the export process finishes, then an audit log entry is created capturing the timestamp, initiating user, target payroll system, record counts, and a status of 'Success'.

Failed Export Transaction Logging

Given a roster export is initiated but fails due to system or validation errors, when the export process terminates, then an audit log entry is created capturing the timestamp, initiating user, target payroll system, attempted record counts, error details, and a status of 'Failure'.

Audit Log Search and Filter

Given a user accesses the Audit Log interface, when they apply filters such as date range, user, payroll system, or status, then the system displays only entries matching the selected filters within 2 seconds.

Export Record Count Accuracy

Given an export completes successfully, when the audit log records the number of exported records, then the recorded count matches the actual number of employee records transmitted to the payroll system.

User Access Compliance

Given users with 'Audit Viewer' or 'Admin' roles access the audit log, when they attempt to view entries, then the system grants access according to their permissions and denies access to unauthorized users with an 'Access Denied' message.

Export Error Handling and Notifications

"As an owner, I want to receive notifications if export fails so that I can promptly address issues and ensure payroll accuracy."

Description

Build robust error-handling mechanisms for the export process, including detection of API failures, validation errors, and connectivity issues. Implement automatic retry logic for transient errors, detailed error logging, and user notifications (both in-app and via email) outlining the problem and steps needed for resolution, ensuring timely awareness and remediation of export failures.

Acceptance Criteria

API Failure during Export

Given the payroll API returns a non-2xx status code When a roster export is initiated Then the system logs the error code and message and marks the export as failed

Data Validation Error on Export

Given the roster or cost data is incomplete or malformed When the export process runs its validation Then it halts the export and logs a validation error specifying the invalid fields

Connectivity Issue during Export

Given the network connection is lost mid-export When the system detects the dropped connection Then it retries the export up to three times at two-second intervals before marking it as a transient failure

Transient Error Retry Logic

Given the export fails due to a transient error such as a timeout When the first attempt fails Then the system automatically retries the export up to three times and succeeds if a subsequent attempt returns a success status

Detailed Error Logging

Given any export failure When the error occurs Then the system records a log entry with timestamp, user ID, export parameters, and full error details

User Notification of Export Failure

Given an export fails permanently after retries When the failure is confirmed Then the user receives an in-app notification and an email summarizing the error and recommended resolution steps

Data Validation and Mapping Enforcement

"As an admin, I want RotaSpark to validate data before export so that I prevent errors in payroll."

Description

Before executing an export, perform comprehensive validation of roster and cost data to verify that all required fields are present, role assignments align with defined pay codes, and wage values are within acceptable ranges. Present validation results in the UI with actionable warnings or errors, allowing users to correct issues prior to exporting to maintain data integrity.

Acceptance Criteria

Missing Required Field Detection

Given a finalized roster with missing required fields, when the user initiates export, then the system displays an error listing each missing field and disables export until all required fields are completed.

Role & Pay Code Alignment Check

Given roster entries with assigned roles, when the user attempts export, then the system validates each role against defined pay codes and issues warnings for any unmapped or inconsistent assignments.

Wage Value Range Verification

Given roster entries with wage values, when the user initiates export, then the system checks that each wage falls within the acceptable range for its pay code and flags any out-of-range values.

Validation Feedback Display

Given validation results containing warnings and errors, when validation completes, then the UI displays each warning and error inline next to the corresponding entry with clear, actionable messages.

Export Block on Critical Errors

Given the presence of critical validation errors, when the user attempts to proceed with export, then the system prevents export and prompts the user to resolve all critical errors before exporting.

QuickProfile

Leverages OCR to scan IDs or passports and auto-populate personal details into digital forms, reducing manual entry time by up to 70% and minimizing errors for a seamless start.

Requirements

High-Accuracy OCR Processing

"As a restaurant manager, I want the system to accurately extract details from staff IDs so that I can quickly onboard employees without manual corrections."

Description

Implement an OCR engine with pre-processing steps (deskewing, noise reduction, lighting normalization) to achieve at least 98% text extraction accuracy on IDs and passports. Integrate with a scalable OCR library or API, handle various document resolutions and quality levels, and provide failover mechanisms to ensure consistent performance across mobile and web platforms.

Acceptance Criteria

Ideal Document Upload

Given a clear, front-facing ID or passport image is submitted, when OCR processing occurs, then extracted text accuracy must be at least 98%, confirmed by comparing against ground truth data.

Rotated Document Processing

Given a document image rotated by up to 15 degrees, when pre-processing deskewing is applied prior to OCR, then the text extraction accuracy must remain at or above 98%.

Low-Resolution Document Handling

Given a document image with resolution as low as 300 DPI or with high noise levels, when noise reduction and lighting normalization are applied, then the OCR engine must achieve at least 98% text accuracy.

Failover Mechanism Activation

Given the primary OCR API returns an error or fails to process within 5 seconds, when the system automatically switches to the secondary OCR service, then text extraction completes successfully with at least 98% accuracy.

Cross-Platform Performance Consistency

Given document uploads from both mobile (iOS/Android) and web platforms, when OCR is performed, then the text extraction accuracy must be consistent within a 1% variance and meet the 98% threshold on all platforms.

Automatic Form Population

"As a staff member, I want my personal details to be auto-filled after scanning my ID so that I avoid manual entry and speed up the registration process."

Description

Automatically map and populate extracted fields (e.g., first name, last name, date of birth, document number, expiry date, address, and photo) into the digital registration form. Ensure real-time validation of field formats, seamless integration with existing form workflows, and immediate feedback on any unrecognized or missing data.

Acceptance Criteria

Passport Scan Autofill

Given a user uploads a clear passport image, When OCR processing completes, Then First Name, Last Name, Date of Birth, Document Number, Expiry Date, and Photo fields are auto-populated in the form within 2 seconds with at least 98% character accuracy.

Driver’s License Scan Autofill

Given a user captures a driver's license under acceptable lighting, When OCR extracts the data, Then all mapped fields populate correctly, and the address field matches the street, city, state format with no validation errors.

Real-time Field Format Validation

Given the extracted data is populated, When any field has a format mismatch (e.g., incorrect date format or invalid document number), Then the field displays an inline error message and highlights in red immediately.

Missing Data Feedback

Given the OCR extraction misses a required field, When the form is populated, Then the missing field is left blank and a tooltip indicates 'Data not recognized, please enter manually.'

Seamless Workflow Integration

Given the user is filling a registration form with manual entry option, When the OCR autofill runs, Then the user can review and edit all populated fields before submission without page reload and submit the form successfully.

Document Verification and Validation

"As an admin, I want the system to verify the authenticity of scanned documents so that I can trust the stored employee data."

Description

Perform authenticity checks on scanned documents by verifying MRZ checksums, issuing country codes, and expiration dates. Integrate with third-party verification APIs where possible, and provide automated flags or alerts for documents failing validation rules, triggering a manual review workflow.

Acceptance Criteria

MRZ Checksum Verification

Given a document scanned via OCR with an MRZ, when the system calculates the checksum for each MRZ field, then the calculated checksum must match the MRZ data and any mismatch must generate a validation flag.

Issuing Country Code Validation

Given a scanned document contains an issuing country code, when the system compares the code against the ISO 3166-1 alpha-3 list, then only valid ISO codes pass validation and invalid codes trigger an alert.

Expiration Date Check

Given a document with an expiration date, when the system compares the date to the current system date, then documents with future dates pass and expired documents trigger a manual review workflow.

Third-Party API Integration

Given a document requiring external verification, when the system submits the MRZ data to the third-party API, then a successful API response marks the document as validated and any API error or rejection flags the document.

Manual Review Workflow Trigger

Given any document flagged by internal rules or API checks, when validation completes, then the system adds the document to the manual review queue and sends a notification to the administrator within five minutes.

Manual Correction Interface

"As a staff member, I want to correct my details if the scan misread any information so that my profile is accurate."

Description

Design a user-friendly interface for reviewing and editing auto-populated data. Highlight fields with low OCR confidence scores, allow inline editing, display change history, and require confirmation before saving corrections to ensure data accuracy.

Acceptance Criteria

Highlight Low-Confidence Fields

Given a user uploads an ID or passport image with OCR processing When confidence score for a field is below 70% Then that field is outlined in red and displays a tooltip indicating low confidence

Inline Editing of Auto-Populated Data

Given a highlighted auto-populated field When the user clicks on the field Then it becomes editable with the auto-populated value ready for correction

Change History Visibility

Given a field that has been edited When the user opens the field history panel Then they can see a chronological list of original and edited values with timestamps

Save Confirmation Workflow

Given one or more fields have been edited When the user clicks the Save button Then a confirmation dialog lists all changes and requires explicit user confirmation before persisting

Field Format Validation

Given the user edits a field When the input does not match required format (e.g., date, numeric, text length) Then the field displays an inline error message and the Save button remains disabled until all errors are resolved

Data Security and Compliance

"As a café owner, I want my staff’s personal data to be securely stored and handled so that we comply with privacy regulations and protect sensitive information."

Description

Ensure all scanned images and extracted data are encrypted in transit (TLS) and at rest (AES-256). Implement role-based access control, audit logging, and data retention policies in compliance with GDPR and ISO 27001 standards. Provide configurable data purge options and consent management features.

Acceptance Criteria

Encrypted Data Transmission

Given a user initiates an OCR scan, When the system transmits scanned images or extracted data to the backend, Then the transmission must use TLS 1.2 or higher with valid certificates to ensure encryption in transit.

Encrypted Data Storage

All scanned images and extracted personal data at rest are encrypted using AES-256; verify that encryption keys are managed securely with automatic rotation every 90 days.

Role-Based Access Control Enforcement

Given a user attempts to access stored data, When accessing endpoints or the database, Then the system must validate the user's role and only grant access to permitted data fields according to the user's role permissions; unauthorized access attempts are denied with HTTP 403.

Comprehensive Audit Logging

All access, modification, and deletion events for scanned images and extracted data must be logged with timestamp, user ID, action type, and resource identifier; logs must be immutable and retained in compliance with policy.

Data Retention and Automatic Purge

Data older than the configured retention period (default 30 days) is automatically flagged and permanently deleted from storage; verified with a scheduled purge job that runs daily and logs deletion events.

Consent Management Workflow

Given a new scanned user profile, When user provides consent, Then the system records explicit consent with timestamp and purpose and only processes data if consent is active; if consent is withdrawn, data processing and storage are halted and data is deleted according to policy.

GDPR and ISO 27001 Compliance Verification

Perform automated compliance scans to ensure that data handling procedures for OCR data meet all relevant GDPR articles and ISO 27001 controls; generate a compliance report indicating no violations.

Multi-Language and Format Support

"As an international café operator, I want the system to recognize IDs in different languages so that I can onboard staff from various countries seamlessly."

Description

Enable OCR recognition and form field mapping for IDs and passports in multiple languages (English, Spanish, French) and formats. Support diacritics and character sets, detect document locale automatically, and adapt parsing rules for country-specific ID templates.

Acceptance Criteria

English ID Auto-Detection and Parsing

Given a valid English ID template When the user scans the ID using QuickProfile Then the system auto-detects the locale as English and populates all form fields (Full Name, Date of Birth, ID Number) with at least 98% character accuracy without manual correction.

Spanish Passport with Diacritics Recognition

Given a Spanish passport containing names with diacritics When the user scans the passport Then the OCR extracts and retains diacritic marks (e.g., á, ñ, ü) in the respective fields and maps them correctly with at least 95% diacritic accuracy.

French ID Card Locale Detection

Given a French national ID card When the user scans the document Then the system automatically detects the document as French, applies French-specific parsing rules, and populates fields including accents (e.g., É, Ç) with no errors.

Fallback to Manual Input on Unrecognized Locale

Given a document in an unsupported language or unrecognized format When the user scans the document Then the system prompts the user to review and manually correct or input the missing fields, displaying an explicit error message indicating the unsupported locale.

Adaptive Parsing for Country-Specific ID Formats

Given multiple supported ID formats from different countries When the user scans a document Then the OCR engine identifies and applies the correct country-specific template, populating all relevant fields; if ambiguity arises, prompts the user to select between the top two matching templates.

RoleReady

Automatically curates and assigns the right set of forms, permissions, and training modules based on the new hire’s role, ensuring every employee has tailored resources from day one.

Requirements

Role Template Definition

"As an HR administrator, I want to define role-specific templates so that each new hire automatically receives the correct set of resources."

Description

Allow administrators to create and manage customizable role templates that bundle the appropriate forms, permissions, and training modules for each position. This feature centralizes role configurations, ensuring consistency and reducing manual setup when onboarding new hires.

Acceptance Criteria

Admin creates a new role template

Given the admin navigates to the Role Template Definition section When the admin fills in a unique template name, selects at least one form, permission, and training module, and clicks 'Save' Then the system creates the new role template, stores the selected components, and displays a confirmation message

Admin edits an existing role template

Given the admin views the list of role templates When the admin selects an existing template, modifies the name, adds or removes forms, permissions, or training modules, and clicks 'Save' Then the system updates the template with the new configuration and logs the change in the audit trail

Admin deletes an existing role template

Given the admin is on the Role Template Definition list When the admin selects a template, initiates delete, and confirms the deletion in the confirmation dialog Then the system removes the template, all associations, and displays a success message

Admin duplicates a role template for a new position

Given the admin views a template and chooses 'Duplicate' When the admin enters a new template name and clicks 'Save' Then the system creates a new template with identical forms, permissions, and training modules and displays it in the list

Role template preview displays correct bundled components

Given the admin selects 'Preview' on a saved template When the preview modal opens Then it lists all forms, permissions, and training modules assigned to the template correctly

Automated Form Assignment

"As a new employee, I want to receive all my required onboarding forms immediately so that I can complete them before my first day."

Description

Automatically assign and distribute the required digital onboarding forms to new hires based on their selected role template. The system should track form completion status and send reminders for any outstanding documents.

Acceptance Criteria

New Hire Onboarding Form Dispatch

Given a new hire is added with a specific role template, when the record is created, then the system assigns all role-specific digital forms to the new hire's dashboard and sends a notification to their email.

Role Change Form Reassignment

Given an existing employee's role is updated, when the role change is confirmed, then the system removes irrelevant forms and assigns new forms associated with the updated role template, notifying the employee of changes.

Incomplete Form Reminder Notifications

Given a new hire has uncompleted forms past 48 hours, when the completion deadline approaches, then the system sends automated reminder emails daily until all forms are submitted or the deadline is reached.

Admin Manual Assignment Override

Given an administrator manually assigns or removes forms for a new hire, when changes are saved, then the system updates the form list accordingly and logs the override action in the audit trail.

Form Completion Dashboard Accuracy

Given HR views the onboarding dashboard, when forms are completed or pending, then the dashboard accurately displays real-time completion status for each new hire, reflecting assignments and submission timestamps.

Permission Provisioning Engine

"As an IT manager, I want the system to provision user permissions based on role so that I don’t have to manually configure access rights for each employee."

Description

Grant system and application permissions to new hires automatically according to their role template. The engine should integrate with existing access control systems to provision and revoke permissions without manual intervention.

Acceptance Criteria

New Hire Onboarding Permission Assignment

Given a new hire is added with a specific role template When the provisioning engine processes the onboarding Then the system assigns all required system and application permissions to the user within 5 minutes of record creation

Role Change Permission Update

Given an existing employee’s role is updated When the provisioning engine detects the role change Then the system revokes permissions not in the new role and grants all permissions in the updated role within 10 minutes

Permission Revocation on Termination

Given an employee’s status is changed to terminated When the provisioning engine processes the termination Then all active system and application permissions for the user are revoked immediately and access is suspended

Manual Override Logging

Given an administrator manually adjusts a user’s permissions When the override is executed Then the system logs the admin ID, timestamp, user affected, and details of permission changes in the audit log

Integration Failure Handling

Given the access control system is unreachable When the provisioning engine attempts to provision or revoke permissions Then the engine retries up to three times with exponential backoff, logs each failure, and sends an alert to the IT administrator after the final failed attempt

Adaptive Training Module Delivery

"As a hiring manager, I want relevant training modules to be automatically assigned so that new employees can start learning role-specific skills right away."

Description

Recommend and schedule training modules tailored to the new hire’s role, priority level, and experience. The feature should track training completion and adapt future recommendations based on progress.

Acceptance Criteria

New Hire Role-Based Training Assignment

Given a newly added employee with a specified role and start date, When the onboarding process is initiated, Then the system automatically recommends and schedules the baseline training modules tailored to that role and sends a notification to the new hire within 2 hours.

Adaptive Recommendation After Module Completion

Given a new hire has completed a training module, When the completion is recorded, Then the system reevaluates the remaining training needs and updates the recommended training schedule within 1 hour based on progress and performance metrics.

High-Priority Role Training for Urgent Staffing Needs

Given an urgent shift requires coverage for a high-priority role, When the system flags the staffing gap, Then it prioritizes and immediately schedules the essential training modules for available new hires qualified for that role.

Experience-Based Module Customization

Given a new hire’s prior experience level is input during setup, When the system curates training modules, Then it excludes redundant beginner modules and adds advanced or role-specific modules to optimize training time.

Automatic Notification Upon Training Completion

Given a new hire completes all assigned training modules, When the completion status is confirmed, Then the system sends a summary report to HR and the manager and updates the new hire’s profile with certification status automatically.

Onboarding Notification & Tracking

"As a department head, I want to monitor onboarding progress so that I can ensure all steps are completed on time."

Description

Provide real-time notifications and a progress dashboard for both managers and new hires, showing the status of assigned forms, permissions, and training modules. The system should alert stakeholders to any delays or missing items.

Acceptance Criteria

New Hire Onboarding Progress Overview

Given a new hire logs into the dashboard, When all assigned forms, permissions, and training modules are loaded, Then the dashboard displays a progress bar with percentage completion, and lists pending items.

Manager Receives Delay Notifications

Given a deadline for a training module passes without completion, When the module remains incomplete, Then the manager receives an email and in-app notification detailing the missing item and the new hire’s current progress.

Automated Reminders for New Hire

Given a new hire has pending forms or modules, When 48 hours remain before the due date, Then the system sends an automated reminder via email and mobile push notification to the new hire.

Real-Time Dashboard Updates

Given a new hire completes a form or training module, When the completion is recorded, Then both the manager’s and new hire’s dashboards update within 30 seconds to reflect the new status.

Permission Assignment Confirmation

Given the system assigns permissions based on the new hire’s role, When all permissions are applied, Then the new hire and manager receive a confirmation notification and the dashboard shows “Permissions Complete” status.

eSignStream

Integrates in-app digital signatures for contracts, tax documents, and policy acknowledgments, eliminating paper-based workflows and speeding up compliance steps.

Requirements

Digital Signature Capture

"As a restaurant owner, I want to capture digital signatures directly within RotaSpark so that my staff can sign required documents instantly without printing or scanning."

Description

Develop an in-app signature interface that allows users to electronically sign contracts, tax documents, and policy acknowledgments using mouse, touch, or stylus input. The component must provide real-time visual feedback, capture signatures in a legally compliant format, and seamlessly integrate into existing RotaSpark workflows to eliminate external paper-based processes and accelerate completion times.

Acceptance Criteria

Desktop Signature Input

Given a user is viewing a PDF contract on desktop, When the user selects 'Sign' and draws a signature with a mouse, Then the signature is captured, rendered in real-time on the document, and saved in a legally compliant format.

Mobile Touch Signature Input

Given a user is using the mobile app to view a tax document, When the user taps 'Sign' and inputs a signature via touch or stylus, Then the signature is immediately displayed with smooth rendering and embedded into the document preserving resolution.

Legal Format Compliance

The captured signature is stored in a vector-based SVG format that meets ESIGN and eIDAS standards, ensuring legal admissibility without loss of fidelity.

Workflow Integration

Given a completed signature, When the user confirms submission, Then the signed document is automatically saved to their document library and triggers the next workflow notification within two seconds.

Signature Retry on Error

If the signature capture fails due to a network or processing error, Then the system displays an error message with a 'Retry' option, and upon retry the user can complete the signature successfully without data loss.

Document Template Management

"As a café owner, I want to create and manage document templates so that I can generate standardized contracts and forms quickly."

Description

Build a template management module enabling admins to upload, create, and configure reusable document templates for contracts, tax forms, and policy acknowledgments. The feature should support editable placeholder fields, signature placement controls, version history, template preview, and metadata configuration to streamline document preparation.

Acceptance Criteria

New Template Upload by Admin

Given an Admin is on the Template Management page When the Admin uploads a supported document file (DOCX or PDF) with required metadata fields Then the system successfully saves the file and displays the new template in the list with status “Active”

Placeholder Field Configuration

Given an Admin selects an existing template When the Admin adds or edits editable placeholder fields with unique identifiers and saves changes Then the placeholders appear correctly in the template preview and are available for data mapping during document generation

Signature Placement Control

Given an Admin is configuring signature fields When the Admin drags and drops signature controls onto specific pages and coordinates and saves the layout Then the system records the exact positions and displays signature placeholders in the preview accordingly

Template Version History Tracking

Given multiple edits have been made to a template When the Admin views the version history Then the system lists all previous versions with timestamps and change notes and allows reverting to any selected version

Template Preview Rendering

Given a template exists in the system When the Admin clicks the Preview button Then the system renders a full-page view showing all placeholders, metadata labels, and signature fields accurately

Metadata Configuration for Templates

Given an Admin opens a template’s settings When the Admin defines or edits metadata fields (e.g., department, effective date) and saves Then the metadata is stored correctly and the template can be filtered and searched by those metadata values

Secure Storage and Audit Trail

"As a compliance officer, I want an audit trail of all signed documents so that I can verify signing activities and maintain regulatory compliance."

Description

Implement encrypted storage for all signed documents and develop a comprehensive audit log tracking signature events, including user identity, timestamps, IP addresses, and document versions. Ensure the solution meets GDPR and other relevant data protection standards and provides admins with secure access to logs for compliance verification.

Acceptance Criteria

Admin Access to Audit Logs

Given an admin with valid permissions, When accessing the audit log for a specific signed document, Then the system displays a complete, chronological list of signature events including user identity, timestamp, IP address, and document version.

Encrypted Document Retrieval

Given an authenticated user, When requesting a previously signed document, Then the system retrieves and decrypts the document on-the-fly without storing any unencrypted version at rest.

Audit Log Tamper Detection

Given any attempt to modify an existing audit log entry, When an unauthorized change is detected, Then the system rejects the modification, logs the attempt as a security event, and notifies the security team.

GDPR-Compliant Data Retention

Given personal data contained in signed documents and audit entries, When the configured retention period expires, Then the system automatically purges or anonymizes personal data according to GDPR policies and records the purge action in the audit trail.

Secure Signature Event Recording

Given a user completes a digital signature, When the signature process finishes, Then the system creates an append-only audit entry capturing user ID, timestamp, IP address, and document version.

Mobile-Friendly Signing

"As a server working on the go, I want to sign documents easily from my phone so that I can complete paperwork between shifts without needing a computer."

Description

Optimize the e-signature interface for mobile devices, ensuring pages load quickly and signature capture performs reliably on smartphones and tablets. Include responsive layouts, touch-friendly controls, and offline support to allow staff to sign documents anytime, anywhere.

Acceptance Criteria

Signature Capture on Mobile Devices

Given a user opens a document on a smartphone or tablet, When they tap the signature field, Then the signature pad loads within 1 second and captures each touch stroke accurately with no data loss.

Responsive Layout for Document Viewing

Given a user views a contract on devices of various screen sizes, When they rotate or resize the screen, Then all document elements (text, signature fields, buttons) reflow correctly without overlap or truncation within 500ms.

Offline Signature Queuing

Given a user has no internet connection, When they sign a document, Then the system queues the signed document locally and automatically syncs and uploads it to the server once connectivity is restored, without data corruption.

Touch-Friendly Control Accessibility

Given a user interacts via touch, When they tap any control (buttons, fields) on the signing interface, Then all interactive elements meet a minimum touch target size of 44x44 pixels and respond to touch within 200ms.

Performance Under Low Bandwidth

Given the user is on a slow network (< 2G), When they load the signing page, Then all necessary assets and scripts load within 3 seconds and signature capture remains responsive with no perceivable lag.

Bulk Document Dispatch

"As a restaurant manager, I want to send multiple onboarding documents at once so that I can collect signatures from my team efficiently."

Description

Enable users to select multiple documents or templates and send them to various recipients in a single batch. Provide customizable recipient lists per document, email notifications with unique signing links, and a dashboard to track the signature status of each batch item in real time.

Acceptance Criteria

Batch Selection and Dispatch

Given a user has selected multiple documents or templates and configured recipients, when they initiate the batch send, then the system dispatches each document to its designated recipients with correct document-recipient mappings.

Custom Recipient Configuration

Given a selected document, when the user adds, edits, or removes recipients in the recipient configuration UI, then the system reflects those changes immediately and persists the updated recipient lists.

Unique Signing Link Generation

Given each dispatched document, when the batch is sent, then the system generates a unique, secure signing link for each recipient-document pair and includes it in the notification email.

Real-Time Signature Tracking

Given documents have been dispatched, when recipients sign or decline, then the dashboard updates the signature status for each item in real time (within 5 seconds) and visually indicates completed, pending, or declined statuses.

Email Notification Delivery

Given a batch dispatch is initiated, when the emails are sent, then each recipient receives an email within 2 minutes containing the document details and signing link, and the system logs any delivery failures with error messages.

OnboardFlow

Provides an interactive, visual progress tracker that guides new hires through each onboarding step—forms, training modules, account setup—keeping everyone aligned and on schedule.

Requirements

Visual Progress Tracker UI

"As a new hire, I want a visual progress tracker so that I can easily see which onboarding steps I’ve completed and what remains, ensuring I stay on schedule."

Description

Develop an interactive, visual progress tracker within the OnboardFlow dashboard that displays each onboarding step—forms to complete, training modules to view, account setups to finish—in a clear, graphical format. The tracker should update in real time as users complete tasks, offer tooltips or explanations for each step, and allow users to click into items for more detail. This enhances transparency, keeps new hires informed of their status, and reduces administrative overhead by minimizing support inquiries about onboarding progress.

Acceptance Criteria

Initial Onboarding Dashboard Load

Given a new hire logs into the OnboardFlow dashboard When the dashboard loads Then the visual progress tracker displays all onboarding steps with correct icons and labels And initial completion percentage is shown as 0%

Task Completion Updates

Given a user completes a form or training module When the user submits or marks the task complete Then the corresponding step icon changes to a completed state And the tracker’s completion percentage updates accordingly

Tooltip Accessibility

Given a user hovers over or focuses on a step icon When the tooltip appears Then it displays the step’s name, description, and due date And is reachable and read aloud by screen readers

Step Detail Navigation

Given a user clicks on a step in the progress tracker When the click occurs Then the system navigates to the detailed task view And the detail panel loads within two seconds

Real-time Sync Across Devices

Given a user completes a task in one active session When the change is saved Then all other active sessions receive and display the updated progress within five seconds Without requiring a manual refresh

Dynamic Form Builder Integration

"As an HR manager, I want to customize onboarding forms so that I can collect role-specific information and ensure compliance without developer intervention."

Description

Integrate a dynamic form builder that enables HR managers to configure, customize, and manage onboarding forms for various roles directly within RotaSpark. Forms should support different field types (text, date, dropdown, file upload), conditional logic, and data validation. Completed forms must be stored securely, auto-saved, and linked to the new hire’s profile. This functionality streamlines data collection, ensures compliance, and adapts to changing organizational needs.

Acceptance Criteria

Creating a Role-Specific Onboarding Form

Given the HR manager is on the OnboardFlow form builder When they select "Create New Form" for the "Barista" role and add at least one text, date, dropdown, and file upload field Then the form is saved successfully and listed under "Barista Onboarding Forms."

Applying Conditional Logic on Form Fields

Given the HR manager has added a "Uniform Required" checkbox When they set conditional logic to display "Shirt Size" only if "Uniform Required" is checked Then the "Shirt Size" field appears or disappears correctly in form preview based on the checkbox selection.

Submitting Completed Form with File Upload

Given a new hire is filling out the onboarding form When they complete all required fields and upload a PDF contract file under 5MB Then the form submission succeeds, the file is stored securely, and a confirmation message is displayed to the user.

Auto-Saving Form Progress

Given a new hire is in the middle of filling out a form When 30 seconds have elapsed without activity Then the current form state is auto-saved and retrievable upon returning to the form within 24 hours.

Linking Completed Forms to New Hire Profile

Given an onboarding form is submitted by a new hire When the HR manager views the new hire’s profile Then the completed form is listed under the "Forms" tab with submission timestamp and a download link.

Notification & Reminder System

"As a new hire, I want to receive reminders about pending onboarding tasks so that I don’t miss any important deadlines or steps."

Description

Implement an automated notification and reminder system that sends email and in-app push notifications to new hires and administrators about upcoming or overdue onboarding tasks. Notifications should be configurable—frequency, channels, and content—and triggered by defined events (e.g., form pending, training deadline approaching). This feature reduces missed deadlines, ensures timely completion of onboarding steps, and keeps stakeholders informed.

Acceptance Criteria

Administrator Configures Notification Preferences

Given an administrator is on the notification settings page When they select notification channels (email, push), set frequency and customize template content Then the system saves changes, validates input, and displays a confirmation message

New Hire Receives Upcoming Task Reminder

Given a new hire has an onboarding task with a deadline in 48 hours and notifications enabled When the reminder trigger time is reached Then the system sends both an email and an in-app push notification with task details and due date

New Hire Receives Overdue Task Alert

Given a new hire has an onboarding task overdue by 24 hours and notifications enabled When the overdue alert trigger time is reached Then the system sends an escalation notification to the new hire and the assigned administrator

Notifications Honor Channel Preference

Given a user has only email notifications enabled in their profile When a notification-triggering event occurs Then the system sends the notification only via email and does not send any in-app push notifications

Administrator Views Notification Delivery Report

Given an administrator is on the notification delivery report page When they select a date range and filter by channel Then the system displays counts of sent, delivered, failed notifications for each channel within the selected range

Role-Based Task Assignment

"As a system administrator, I want onboarding tasks to be assigned by role so that each new hire only receives tasks relevant to their position."

Description

Create a role-based task assignment engine that automatically assigns onboarding steps—forms, training modules, account setups—based on the new hire’s position, department, and employment type. The system should support role templates and hierarchies, allowing administrators to define which tasks apply to each role. This ensures each user sees only relevant tasks, improving efficiency and reducing confusion.

Acceptance Criteria

Assign Tasks Based on Role Template

Given an administrator has defined a "Server" role template with tasks: Fill tax forms, Complete safety training, Set up POS account When a new hire is assigned the "Server" role during onboarding Then only the tasks "Fill tax forms", "Complete safety training", and "Set up POS account" appear in the new hire’s task list And no other tasks are assigned or visible

Handle Hierarchical Role Overrides

Given a department "Kitchen" has a default task "Complete kitchen safety module" and a sub-role "Head Chef" adds an override task "Inventory management training" When a new hire is assigned the "Head Chef" role Then the new hire’s task list includes both "Complete kitchen safety module" and "Inventory management training" And no tasks from unrelated roles are included

Exclude Tasks for Non-Applicable Roles

Given role templates "Barista" and "Dishwasher" each have distinct task sets When a new hire’s role is set to "Barista" Then tasks associated with "Dishwasher" are not assigned or visible And only tasks linked to "Barista" appear

Support Multiple Departments

Given a new hire is assigned two roles across departments: "Server" in "Front of House" and "Trainer" in "HR" When onboarding begins Then the task list includes all tasks from both the "Server" and "Trainer" templates And tasks are grouped by department in the UI

Validate Employment Type Differentiation

Given separate task templates for "Full-Time Server" and "Part-Time Server" When a new hire is onboarded as a "Part-Time Server" Then only tasks from the "Part-Time Server" template are assigned And tasks exclusive to "Full-Time Server" are excluded

Documentation & Resource Library Access

"As a new hire, I want easy access to documentation and training resources so that I can independently learn company processes and policies."

Description

Embed a centralized documentation and resource library within OnboardFlow, offering new hires direct access to training materials, company policies, FAQs, and video tutorials. The library should support search, categorization, and bookmarking, and track which resources each user has viewed. This empowers hires to self-serve information, accelerates learning, and reduces repetitive queries to the HR team.

Acceptance Criteria

Accessing the Documentation Library

Given a new hire is on the OnboardFlow dashboard, when they click the ‘Resources’ tab, then the centralized documentation and resource library is displayed within the application without redirecting to an external site.

Searching for Resources

Given a user enters a keyword in the search bar, when they submit the query, then the library returns relevant training materials, policies, FAQs, and videos matching the keyword sorted by relevance.

Categorizing and Browsing Resources

Given a user selects a category filter (e.g., Policies, FAQs, Tutorials), when they apply the filter, then only resources within that category are listed, and the total count for that category is displayed.

Bookmarking Important Materials

Given a user views a resource, when they click the bookmark icon, then the resource is added to their ‘Bookmarked’ section and persists across sessions.

Tracking Viewed Resources

Given a user opens any resource in the library, when they finish viewing or close the resource, then the resource’s status is marked as ‘Viewed’ in both the library list and the user’s progress tracker.

SkillSprint

Offers bite-sized, mobile-friendly training modules that can be completed in under five minutes, boosting learning engagement, improving knowledge retention, and fitting seamlessly into busy schedules.

Requirements

Microlearning Content Authoring

"As a restaurant manager, I want to create bite-sized, mobile-friendly training modules so that staff can engage in quick learning without disrupting their shifts."

Description

Provide a module builder interface that allows trainers to create bite-sized, mobile-friendly training modules under five minutes. The interface should support multimedia elements (videos, images, text), interactive components (clickable hotspots, drag-and-drop), and skill tagging to categorize modules. It integrates with the existing scheduling system so managers can assign relevant modules to staff based on roles and shifts, ensuring seamless deployment and consistent content delivery.

Acceptance Criteria

Module Creation Workflow

Given a logged-in trainer accesses the module builder, When they enter a title, description, select duration ≤ 5 minutes, add at least one content element, and click Save, Then the system creates the module, displays a success message, and lists it in the module dashboard.

Multimedia Element Integration

Given a module in the builder, When the trainer uploads a video file or image and adds text content, Then the preview displays media correctly without distortion or missing assets and text appears formatted as entered.

Interactive Component Addition

Given the builder interface, When the trainer adds a clickable hotspot or drag-and-drop component and configures its properties, Then the preview allows interactions (clicks, drags) and records responses correctly for reporting.

Skill Tagging and Categorization

Given a new module, When the trainer assigns one or more skill tags, Then the module metadata includes those tags and modules can be filtered or searched by those tags in the module dashboard.

Shift-Based Module Assignment

Given a manager viewing upcoming staff shifts, When they assign relevant modules based on role and shift schedule, Then the assigned modules appear in the staff’s learning assignments and trigger notification to the staff mobile app.

Real-Time Progress Tracking

"As a restaurant manager, I want to track staff learning progress in real-time so that I can identify skill gaps and ensure compliance."

Description

Implement a dashboard that displays staff completion rates, quiz scores, time spent per module, and overall training compliance. The dashboard should offer filtering by team, role, and module, and provide exportable reports. Notifications should alert managers to stalled progress or overdue modules, enabling timely interventions and ensuring all staff meet training requirements.

Acceptance Criteria

Manager views live training dashboard

Given the manager has administrative access When the manager navigates to the Training Dashboard Then the dashboard displays staff completion rates, quiz scores, time spent per module, and overall training compliance metrics updated within 5 seconds of any data change

Manager filters progress by team and role

Given the Training Dashboard is loaded When the manager applies a filter for a specific team or role Then only records matching the selected team or role are displayed and the dashboard metrics update accordingly

Manager exports training compliance report

Given filters are applied on the Training Dashboard When the manager clicks the "Export CSV" button Then a CSV file containing filtered staff metrics (completion rate, quiz scores, time spent, and compliance status) is downloaded within 10 seconds

Manager receives overdue module notifications

Given a staff member has not completed a required module by the due date When the module becomes overdue Then the manager receives both an in-app notification and an email alert within 1 hour

Realtime dashboard accessible on mobile device

Given the manager uses a mobile device When accessing the Training Dashboard Then the dashboard layout adapts responsively and all metrics and filters remain fully functional without horizontal scrolling

Offline Module Access

"As a staff member working in areas with poor internet, I want to access training modules offline so that I can complete training seamlessly."

Description

Allow staff to download training modules to their mobile devices for offline completion. The system should automatically sync progress, quiz results, and completion status when the device reconnects to the internet. This ensures uninterrupted learning in environments with limited or unreliable connectivity, maintaining accurate records without manual data entry.

Acceptance Criteria

Module Download Initiation in Offline Environment

Given the user is offline and selects a training module for download, When the user confirms the download, Then the module's content is saved to local storage within 30 seconds and an 'Available Offline' label appears; And the user receives no server error messages.

Automatic Sync on Reconnection

Given the device regains internet connection, When the app detects connectivity, Then all offline progress, quiz results, and completion statuses are automatically sent to the server without user intervention; And the sync completes within 1 minute with a notification of success; And no duplicate records are created.

Partial Download Recovery

Given a module download was interrupted due to loss of power or app closure, When the user re-opens the app and initiates download, Then the download resumes from the last downloaded byte within 10 seconds; And previously downloaded files are not re-downloaded.

Quiz Result Sync After Completion Offline

Given a user completes a quiz offline, When the device is back online, Then the user's answers, score, and completion timestamp are transmitted to the server; And the user's training record reflects the updated status within 2 minutes; And a confirmation message is displayed.

Storage Limit Handling for Offline Modules

Given the device has less than 50MB free storage, When the user attempts to download a new module, Then the app prevents the download and displays an error message indicating insufficient storage; And suggests deleting previously downloaded modules; And logs the storage check.

Interactive Quiz Integration

"As a staff member, I want to complete interactive quizzes after each module so that I can validate my understanding and receive instant feedback."

Description

Embed interactive quizzes at the end of each training module, supporting multiple-choice, true/false, and short-answer questions. Provide immediate feedback on answers, explanations for correct responses, and track individual quiz performance. Store results in the user’s training profile and aggregate data for manager review, reinforcing knowledge retention and assessing module effectiveness.

Acceptance Criteria

Quiz Generation at Module Completion

Given a user completes a training module, When the module ends, Then an interactive quiz appears with multiple-choice, true/false, and short-answer questions.

Immediate Feedback Display

Given a user submits an answer, When the answer is recorded, Then the system displays whether it is correct or incorrect along with an explanation for the correct response.

Short Answer Validation

Given a user answers a short-answer question, When the answer is compared to the expected response, Then the system recognizes correct synonyms and flags unmatched responses.

Performance Tracking and Profile Update

Given a user completes a quiz, When results are finalized, Then the system updates the user's training profile with scores and detailed question-level performance data.

Manager Dashboard Aggregation

Given multiple users complete quizzes, When performance data is collected, Then the system aggregates quiz results and displays summary metrics on the manager's review dashboard.

Automated Reminder Notifications

"As a staff member, I want to receive reminders for pending training modules so that I don't forget to complete required training."

Description

Develop a notification system that sends automated push and email reminders to staff for pending or overdue training modules. Reminders should be configurable by managers (frequency, lead time) and tied to shift schedules to avoid conflicts. The system should log reminder history and allow staff to mark acknowledgments, reducing missed training deadlines and improving completion rates.

Acceptance Criteria

Manager Configures Reminder Frequency

Given a manager sets a training module due date with a reminder frequency and lead time, when the configured reminder time is reached, then the system sends both a push notification and an email reminder to each assigned staff member.

Push and Email Notification Delivery

Given a staff member has push notifications enabled and a valid email address on file, when a reminder is triggered, then the system delivers the notification via both channels within one minute.

Shift-Aware Reminder Scheduling

Given a staff member is assigned to an active shift at the scheduled reminder time, when the reminder is due, then the system defers delivery until the staff member’s next off-shift period within two hours.

Reminder History Logging

Given the system sends or defers a reminder, when the action is executed, then an entry is logged with timestamp, staff ID, module ID, notification channels, and delivery status in the reminder history.

Staff Acknowledges Reminder

Given a staff member receives a reminder notification, when the staff taps the acknowledge button, then the system records the acknowledgment with timestamp and stops sending further reminders for that module.

WelcomeWave

Automatically delivers personalized welcome messages, team introductions, and key company resources via the app to foster connection, engagement, and excitement before the first shift.

Requirements

Personalized Welcome Message Delivery

"As a new staff member, I want to receive a personalized welcome message before my first shift so that I feel valued, informed, and excited about joining the team."

Description

Automatically generate and send customized welcome messages to new staff members via the app, incorporating their name, role, start date, and a friendly greeting. Messages should include dynamic placeholders for personalization, support rich text formatting, and integrate with the existing messaging infrastructure. This feature will ensure each new staff member feels acknowledged, informed, and excited about their first shift, reducing manual effort and improving engagement.

Acceptance Criteria

New Staff Account Onboarding

- System automatically composes a welcome message containing the new staff member's full name. - Placeholder for role correctly replaced with staff role. - Placeholder for start date replaced with the correct date in DD/MM/YYYY format. - Message includes a greeting sentence and introduction to team section. - Message sent within 1 hour of account activation.

Dynamic Placeholder Replacement

- For a sample list of new staff with different names, roles, and start dates, message content exactly matches expected template with no unresolved placeholders. - Placeholders syntax {{name}}, {{role}}, {{start_date}} are correctly replaced. - No placeholder tokens appear in final message content.

Rich Text Formatting Preservation

- Bold formatting around the staff member’s name appears in recipients' app. - Hyperlinks to company resources are clickable. - Paragraph breaks and bullet lists render correctly in the app.

Messaging Infrastructure Integration

- API call to messaging service uses existing auth token and succeeds with HTTP 200. - Message status updates to 'Sent' in messaging infrastructure dashboard. - Retry logic triggers on transient failures and succeeds within 3 attempts.

Pre-Shift Message Scheduling

- Message is queued 2 days before start date at 09:00 local time. - Staff receive push notification at scheduled time. - Admin user can view and edit scheduled messages in scheduling interface.

Team Member Introduction Carousel

"As a new team member, I want to browse an introduction carousel of my future colleagues so that I can put names to faces and feel more comfortable on my first day."

Description

Develop an interactive carousel within the app showcasing profiles of key team members, including photos, names, roles, and brief bios. The carousel should be scrollable, mobile-optimized, and allow users to tap on individual profiles for more details. Integrating this feature helps new hires quickly learn who they will work with, fostering familiarity and a sense of belonging from day one.

Acceptance Criteria

Carousel Display on First Launch

Given a new hire opens the RotaSpark app for the first time When the WelcomeWave feature initializes Then the first team member profile appears in a horizontally scrollable carousel And each profile displays photo, name, role, and brief bio correctly And the carousel contains at least five profiles

Profile Detail Tap Interaction

Given a user taps on any profile card in the carousel When the tap gesture is detected Then a modal or full-screen detail view appears showing the member’s full bio, contact details, and role-specific information And the detail view closes when the user taps outside the view or taps the close icon

Mobile Responsiveness of Carousel

Given the app runs on devices with screen widths between 320px and 768px When the carousel is displayed Then each profile card scales proportionally and remains fully visible without horizontal overflow And text remains legible without truncation And swipe gestures smoothly scroll between profiles without jitter

Carousel Navigation Controls

Given the carousel contains more than three profiles When the user swipes left/right or taps next/previous icons Then the carousel moves to the adjacent profile smoothly And the position indicator (dots) updates to reflect the current profile index

Content Loading Performance

Given standard mobile network conditions (at least 3G) When the carousel data is requested from the server Then all profile images and text content load within 2 seconds And placeholder elements display for any content still loading until replacement

Resource Library Access Setup

"As a new hire, I want immediate access to all relevant company policies and training resources so that I can learn procedures and guidelines before starting my shift."

Description

Automatically grant new staff members access to a curated resource library containing essential company documents, training videos, FAQs, and policy guides. The system should configure permissions upon onboarding and notify users of available materials via the app. This requirement ensures that new hires have immediate access to critical information, streamlining their learning curve and reducing support requests.

Acceptance Criteria

Initial Permission Assignment

Given a new staff member completes onboarding, when their profile is activated, then the system grants ‘Resource Library’ view permissions automatically.

In-App Notification of Resources

Given access is granted, when the staff member opens the app, then they receive a push notification titled ‘Welcome to the Resource Library’ with a link to the library.

Resource Library Availability Verification

Given the staff member clicks the notification link, when the resource library loads, then all curated documents, videos, FAQs, and policy guides are listed without errors.

Access Permission Accuracy

Given the staff member attempts to modify library content, when they try to edit or delete an item, then the system prevents the action and displays a ‘Read-Only Access’ message.

Notification Delivery Timing

Given the resource access is granted, when five minutes have passed, then the notification must have been delivered; no staff member should wait more than five minutes to be notified.

Scheduled Welcome Sequence Configuration

"As a manager, I want to set up a timeline for automated welcome communications so that new staff receive the right information at the right times without manual intervention."

Description

Implement a scheduling engine that defines and triggers a multi-step welcome sequence, sending messages, introductions, and resource links at configurable intervals (e.g., immediately upon hire, one day before the first shift, and on the first shift morning). Administrators should be able to customize the timeline, content, and notification channels. This feature guarantees timely and structured onboarding communications.

Acceptance Criteria

Immediate Welcome Message Delivery

Given a new employee record is created and the welcome sequence is configured for immediate dispatch, when the admin saves the sequence configuration, then the system sends the personalized welcome message to the employee instantly via the selected channel.

Pre-Shift Reminder One Day Before

Given the sequence includes a reminder step one day before the first shift, when the first shift start time is exactly 24 hours away, then the system delivers the reminder message to the employee at that time.

First Shift Morning Notification

Given the sequence includes a morning-of-shift notification, when the system clock reaches 8:00 AM on the employee’s first shift date, then the system sends the morning greeting and resource links to the employee.

Custom Timeline Adjustment

Given an administrator updates the default intervals to custom days and times, when the new timeline is saved, then the sequence triggers each message according to the updated schedule.

Multi-Channel Notification Configuration

Given an administrator selects multiple notification channels (e.g., email, SMS, in-app), when the sequence runs, then each message is delivered successfully through all selected channels without duplicate or missing notifications.

Welcome Feedback Collection

"As a new staff member, I want to provide feedback on the onboarding messages I received so that the company can improve the welcome experience for future hires."

Description

Create a feedback form delivered after the welcome sequence completion, allowing new hires to rate the onboarding experience, submit comments, and suggest improvements. The form should support rating scales, open-ended questions, and anonymity options. Collected feedback should be aggregated in an admin dashboard to drive continuous improvement of the welcome process.

Acceptance Criteria

Post-Welcome Feedback Form Delivery

Given a new hire completes the welcome sequence, when the final welcome message is displayed, then the feedback form with rating scales, open-ended questions, and anonymity options is automatically delivered via the app within 5 minutes.

Feedback Submission with Ratings and Comments

Given the feedback form is displayed, when the new hire selects at least one rating, enters comments or opts for anonymity, then the submit button is enabled and upon clicking, the feedback is saved and a confirmation message is shown.

Admin Dashboard Aggregated Feedback Display

Given multiple feedback entries exist, when an admin views the dashboard, then average ratings, comment summaries, and anonymity statistics are displayed with response filters (date range, job role) within 2 seconds.

Anonymity Option Enforcement

Given the anonymity toggle is selected on the form, when the new hire submits feedback, then no personal identifiers are stored and the entry is marked as anonymous in the dashboard.

Feedback Form Validation

Given the feedback form is loaded, when the new hire attempts to submit without completing mandatory rating questions, then validation messages are displayed and submission is blocked until required fields are completed.

MoodAlerts

Instantly notifies managers when average post-shift mood scores fall below a customizable threshold or show sudden negative spikes, enabling timely check-ins, swift interventions, and adjustments to protect team morale before issues escalate.

Requirements

Threshold Configuration

"As a manager, I want to customize mood score thresholds so that I receive alerts tailored to my team's engagement levels and avoid unnecessary notifications."

Description

Enables managers to define customizable mood score thresholds, both absolute and trend-based, via an intuitive UI. Managers can set average post-shift mood limits and configure sensitivity to sudden negative spikes. This integrates with MoodAlerts to determine when notifications trigger, ensuring alerts align with team norms and prevent false positives.

Acceptance Criteria

Setting an Absolute Mood Threshold

Given the manager is on the Threshold Configuration page, When the manager enters a numeric value between 1 and 10 in the absolute threshold field and clicks Save, Then the system stores the threshold, displays a confirmation message, and updates the MoodAlerts trigger settings accordingly.

Configuring Trend-Based Sensitivity

Given the manager selects the trend-based sensitivity option, When the manager defines a spike sensitivity percentage and selects a time interval, Then the system validates the inputs, saves the configuration, and applies the trend-based logic to future mood data.

Invalid Threshold Input Handling

Given the manager inputs a non-numeric value or a number outside the allowed range in any threshold field, When the manager clicks Save, Then the system prevents submission and displays a clear validation error message next to the invalid field.

Threshold Notification Trigger

Given valid threshold settings are in place, When the average post-shift mood falls below the absolute threshold or a negative spike exceeding sensitivity is detected, Then the MoodAlerts module sends a notification to the manager within one minute.

Threshold Configuration Persistence Across Sessions

Given the manager has saved threshold settings, When the manager logs out and then logs back in, Then the previously configured absolute and trend-based thresholds are displayed correctly on the Threshold Configuration page.

Multi-channel Notification Delivery

"As a manager, I want to receive mood alerts via my preferred channels so that I can respond quickly even when I'm away from the app."

Description

Sends MoodAlerts through multiple channels including in-app push notifications, email, and SMS. Users can select preferred channels and notification schedules. This ensures managers receive timely alerts via their most accessible medium, improving responsiveness to morale dips.

Acceptance Criteria

Channel Preference Configuration

Given a manager logs into RotaSpark and navigates to MoodAlerts settings When the manager selects preferred notification channels (In-App, Email, SMS) Then the system saves the channel preferences and displays a confirmation message

Threshold-Based Multi-Channel Alert Trigger

Given a shift completes with an average mood score below the manager-defined threshold When the system evaluates the mood score Then MoodAlerts are sent simultaneously via all selected channels within 1 minute

Custom Notification Schedule Delivery

Given a manager configures specific delivery windows for Email and SMS alerts When an alert is triggered outside the configured window Then the system queues the notification and delivers it at the next available scheduled time

Alert Delivery Acknowledgement Logging

Given a MoodAlert is dispatched through multiple channels When each channel confirms delivery Then RotaSpark logs a timestamped acknowledgement for each channel and displays delivery status in the alert history

Fallback Delivery on Channel Failure

Given a selected channel fails to deliver an alert (e.g., SMS gateway timeout) When the failure is detected Then the system automatically retries the same channel up to two times and then sends the alert through alternate available channels

Mood Trends Dashboard

"As a manager, I want to view historical mood trends so that I can identify recurring issues and measure the impact of interventions over time."

Description

Provides a visual dashboard displaying historical mood scores, trend lines, and spike events for teams and individual staff. Interactive charts allow filtering by date, shift, and location. This helps managers identify patterns, track intervention outcomes, and inform scheduling decisions.

Acceptance Criteria

Viewing Team Mood Trends Over Time

Given a manager selects a date range on the Mood Trends Dashboard When the dashboard loads Then a line chart displays the average team mood score per day for the selected date range, with the x-axis labeled with dates and the y-axis with mood scores

Filtering Mood Trends by Shift Type

Given a manager selects one or more shift types from the filter dropdown When filters are applied Then the mood trend chart updates to only show data for the selected shift types and the legend reflects the applied filters

Identifying Sudden Negative Spikes

Given mood data is loaded for the selected period When the average mood drops by more than the configured threshold between two consecutive shifts Then the spike event is highlighted on the trend line chart at the correct timestamp with a tooltip showing the percentage change

Comparing Location-Specific Mood Trends

Given multiple locations are available When the manager selects one or more locations from the location filter Then the chart displays separate colored trend lines for each selected location, includes a legend, and updates all axis scales accordingly

Interactive Chart Drill-Down for Individual Staff

Given the manager clicks on a data point representing an individual staff member’s mood on the trend chart When the click action is performed Then a modal appears showing that staff member’s detailed mood history for the surrounding period, including shift details and timestamps

Exporting Mood Trend Data to CSV

Given the manager clicks the Export button on the Mood Trends Dashboard When the export action completes Then a CSV file is downloaded containing columns for date, shift, location, average mood score, and individual staff mood scores for the selected filters and date range

Escalation Workflow Automation

"As a manager, I want unhandled mood alerts to escalate automatically so that potential issues never go unnoticed."

Description

Automates escalation of unacknowledged alerts by routing notifications to secondary contacts or team leads after a defined timeout. Includes retry logic and escalation levels. This guarantees that critical morale issues are addressed promptly even if primary managers are unavailable.

Acceptance Criteria

Primary Manager Acknowledgment Timeout

Given a mood alert is generated and assigned to the primary manager, when the primary manager does not acknowledge the alert within the configured timeout period, then the system must automatically escalate the alert to the secondary contact group within 1 minute of timeout expiration.

Secondary Contact Notification

Given an unacknowledged alert escalates to the secondary contacts, when escalation occurs, then each secondary contact must receive both an email and a mobile push notification within 2 minutes of escalation.

Multiple Escalation Levels

Given the secondary contacts also fail to acknowledge the alert within the next escalation timeout, when the secondary timeout expires, then the system must escalate the alert to the team lead level and notify all team leads via configured channels.

Retry Logic Handling

Given a notification delivery failure due to network or server error, when sending the alert to any contact (primary, secondary, or team lead), then the system must retry sending up to 3 times at 1-minute intervals before proceeding to the next escalation level.

Customizable Timeout Configuration

Given an administrator updates the escalation timeout value for alerts in the system settings, when an alert is generated thereafter, then the system must use the newly configured timeout value for all subsequent escalation levels.

Follow-up Action Logging

"As a manager, I want to record follow-up actions within the alert so that I can track resolution progress and document outcomes."

Description

Tracks manager interventions and staff feedback directly within MoodAlerts. Allows logging of actions taken, outcomes, and next steps. This creates an audit trail for resolution efforts and facilitates continuous improvement of team wellbeing practices.

Acceptance Criteria

Manager Intervention Logging

Given a manager receives a MoodAlert, when they navigate to the Follow-up Action Logging interface, then they can select an intervention type, enter a description of actions taken, and save the log with a timestamp and alert association.

Outcome Documentation

Given an existing follow-up action entry, when the manager updates the outcome, then the system records the outcome details, associates them with the original action, and updates the resolution status.

Next Steps Scheduling

Given a logged follow-up action, when the manager defines next steps, then the system allows setting a due date, assigning a responsible staff member, and saving the next step linked to the follow-up action.

Staff Feedback Entry

Given a completed intervention, when staff provide feedback through the system, then the feedback is captured, linked to the relevant follow-up action, and displayed in the audit trail.

Audit Trail Verification

Given multiple follow-up actions over time, when the manager reviews the audit trail, then the system displays a chronological, filterable list of all actions, outcomes, and next steps for the specific mood alert.

MoodTrends

Provides an interactive analytics dashboard that visualizes mood scores and comments over time, highlights recurring patterns, peak and low sentiment shifts, and allows filtering by role, location or period for targeted, data-driven scheduling decisions.

Requirements

Mood Data Integration

"As a restaurant owner, I want the system to automatically gather mood scores and comments from my team so that I have a complete dataset for analysis without manual entry."

Description

Implement a backend service that automatically collects and aggregates mood scores and textual comments submitted by staff via the mobile app. This service should normalize the data, timestamp entries, associate each entry with user roles and locations, and store it in a centralized analytics database for real-time access. Proper error handling, data validation, and secure storage should be incorporated to ensure reliability and data integrity.

Acceptance Criteria

Automated Mood Submission Logging

Given a staff member submits a mood score and comment via the mobile app, when the backend service receives the submission, then the service logs the raw data payload and acknowledges receipt within 2 seconds.

Data Normalization and Storage

Given raw mood data is received, when the normalization process runs, then scores are scaled to a 0-100 range, special characters are stripped from comments, and the cleaned data is stored in the centralized analytics database without errors.

Timestamp Accuracy Verification

Given a mood entry is processed, when the database write occurs, then the system records a timestamp matching the server time in ISO 8601 format with millisecond precision.

Role and Location Association

Given a processed mood entry, when data is written to the database, then user role and location fields are populated based on authenticated user profile data, and no null or mismatched values exist.

Error Handling and Validation

Given a mood submission with missing or invalid fields, when validation fails, then the service returns a 400 error code with a descriptive error message and does not store the invalid entry.

Secure Storage Compliance

Given mood data is written to storage, when data-at-rest encryption is applied, then the database encrypts all mood records using AES-256 and access is restricted to authorized service accounts only.

Trend Visualization Dashboard

"As a manager, I want to see mood trends on a visual dashboard so that I can quickly understand overall team sentiment over time."

Description

Design and build an interactive dashboard interface within RotaSpark that displays mood trends over selectable time periods. Use line charts for mood scores and heatmaps for comment sentiment, with clear legends and tooltips. The dashboard should update dynamically as new data arrives and support responsive layout for desktop and tablet views.

Acceptance Criteria

Custom Date Range Trend Selection

Given the user selects a custom date range using the date picker, when the dates are applied, then the line chart updates to display mood scores for each date in the range with correctly scaled axes and accurate data points.

Line Chart Tooltip Interaction

Given the user hovers over any point on the mood score line chart, when the hover occurs, then a tooltip appears within 300ms displaying the exact date, mood score value, and number of comments for that point.

Sentiment Heatmap Filtering

Given the user applies filters for role, location, and time period on the dashboard, when filters are confirmed, then the comment sentiment heatmap updates to only show data cells matching the selected filters with correct color intensity and legend alignment.

Real-time Data Update

Given new mood scores and comments are received by the system, when data ingestion occurs, then the dashboard refreshes automatically within 5 seconds without a full page reload, and the line chart and heatmap reflect the latest data.

Responsive Dashboard Layout

Given the dashboard is accessed on a tablet device with screen width between 768px and 1024px, when the page loads or orientation changes, then the layout adjusts showing both charts fully visible, legends below charts, and no horizontal scrolling required.

Interactive Filtering Controls

"As a multi-location operator, I want to filter mood data by role and location so that I can focus on specific teams or sites for targeted scheduling."

Description

Develop user-friendly filtering controls that allow users to narrow down mood data by role (e.g., cook, server), location (e.g., café branch), and date range. Filters should be multi-select, persist across sessions, and instantly refresh the displayed charts without full page reloads. Ensure filters are accessible and clearly indicate active selections.

Acceptance Criteria

Role-based Filter Persistence

Given a user applies the multi-select role filter, When the user logs out and logs back in, Then the previously selected roles remain selected in the filter UI.

Location-based Filter Persistence

Given a user selects multiple café branches in the location filter, When the user navigates away from and returns to the MoodTrends dashboard, Then the selected locations are still applied and visible in the filter UI.

Date Range Filter Functionality

Given a user inputs a valid start and end date in the date range filter, When the user applies the filter, Then the dashboard shows mood data only within the specified inclusive date range.

Instant Filter-induced Chart Refresh

Given the user modifies any filter selection (role, location, date range), When the filter input changes, Then the mood trend charts update dynamically within two seconds without a full page reload.

Accessibility and Active Selection Indicators

Given a user navigates to the filters using keyboard only, When the user focuses on any filter control, Then it receives a visible focus indicator and supports selection using keyboard; And all active filter selections have a clear visual indicator and accessible ARIA labels.

Pattern Recognition Highlights

"As a café owner, I want to see highlighted patterns in staff mood so that I can anticipate shifts in sentiment and adjust scheduling proactively."

Description

Integrate an analytics engine that identifies and highlights recurring patterns, such as weekly mood dips or peak sentiment days. Provide visual markers on charts and an auto-generated summary of detected patterns (e.g., “Monday evenings show lower mood”). Include configuration options for sensitivity thresholds and pattern types.

Acceptance Criteria

Weekly Mood Dip Detection Scenario

Given the dashboard displays mood scores over the past 12 weeks, when weekly averages show a consistent drop of at least 10% on Mondays for three consecutive weeks, then the system highlights Monday data points with visual markers and includes “Weekly mood dip detected on Mondays” in the auto-generated summary.

Peak Sentiment Day Highlight Scenario

Given the dashboard is set to a 6-month view, when the system identifies any day where sentiment exceeds the 90th percentile of all recorded days, then that day’s data point is marked with a star icon and annotated as “Peak Sentiment Day” in the summary section.

Custom Sensitivity Threshold Adjustment Scenario

Given an admin sets the sensitivity threshold to a custom value of 15%, when the analytics engine processes the mood data, then only patterns that meet or exceed the 15% deviation from the rolling average are highlighted on charts and listed in the summary.

Pattern Type Selection Scenario

Given a user selects specific pattern types (e.g., weekly dips, bi-weekly peaks), when the analytics engine runs, then only the chosen pattern types are detected, highlighted on the visualization, and described in the auto-generated summary.

Auto-Generated Summary Validation Scenario

Given the system has detected recurring patterns, when the user views the pattern summary, then the summary accurately lists each pattern type, frequency, affected periods, and includes example dates for verification.

Data Export & Sharing

"As a head chef, I want to export and share mood analytics reports so that I can present insights to my team and ownership group."

Description

Enable users to export mood trend reports and raw data in CSV and PDF formats. Exports should include applied filters, chart snapshots, and pattern summaries. Additionally, implement a one-click share feature to email a report to stakeholders with customizable message fields and scheduled delivery options.

Acceptance Criteria

Filtered Mood Trend CSV Export

Given the user has applied role, location, and date range filters When the user clicks the “Export CSV” button Then the system downloads a CSV file containing all raw mood data matching the selected filters And the filename includes the filter names and current timestamp

PDF Report Export with Charts and Summaries

Given the user has applied filters and reviewed the mood trend dashboard When the user selects the “Export PDF” option Then the system generates a PDF that includes chart snapshots, applied filter details, and a summary of recurring patterns, peak, and low sentiment shifts And the PDF file name reflects the filter parameters and export date

One-Click Email Share from Dashboard

Given the user is viewing a generated mood report And the recipient email, subject, and custom message fields are populated When the user clicks the “Share via Email” button Then the system sends an email to the specified recipient with the report attached in the chosen format (CSV or PDF) And the email body contains the user’s custom message

Scheduled Delivery Configuration

Given the user opens the “Schedule Delivery” dialog from the report export menu And selects export format, delivery frequency, recipients, and custom message When the user saves the schedule Then the system confirms creation of the scheduled job And automatically sends the report emails at the configured times

Export Includes Pattern Summaries

Given the user exports any mood trend report in CSV or PDF format When the system generates the export file Then the file includes a clearly labeled section summarizing identified patterns, including peak and low sentiment shifts

HeatmapView

Displays a color-coded, calendar-style heatmap of mood data across shifts, days and weeks, helping managers quickly spot high-stress periods, balance workload distribution, and plan rotations that maximize team satisfaction and performance.

Requirements

Mood Data Aggregation

"As a restaurant manager, I want the system to automatically consolidate staff mood entries into measurable data so that I can quickly analyze workload stress patterns without manual aggregation."

Description

Implement a backend pipeline that collects and aggregates mood submissions from staff across shifts, days, and weeks, normalizing disparate inputs into consistent metrics. This will ensure reliable, up-to-date data feeds into the heatmap view, enabling managers to visualize stress and satisfaction levels over time without manual processing.

Acceptance Criteria

Daily Mood Submission Aggregation

Given staff have submitted mood entries for all assigned shifts today When the aggregation pipeline runs Then the system aggregates all entries into a single daily mood score and stores it in the database without errors

Weekly Mood Trend Compilation

Given daily mood scores exist for each day in the week When the weekly aggregation job executes Then the system calculates average, minimum, and maximum mood metrics per day and exposes them through the API within five minutes of job completion

Disparate Input Normalization Verification

Given mood submissions include numeric ratings and emoji selections When the normalization process runs Then all inputs are converted into a standardized 1–10 scale matching configured mapping rules and discrepancies are logged if any input falls outside expected ranges

Real-Time Data Availability

Given a new mood entry is submitted by staff When the entry is processed by the backend pipeline Then the updated aggregated metrics appear in the heatmap API response within 60 seconds

Error Handling and Data Integrity Check

Given malformed or duplicate mood entries are received When the pipeline processes these entries Then the system rejects invalid records, logs rejection reasons, and ensures no duplication occurs in aggregated metrics

Calendar Heatmap Interface

"As a café owner, I want to view a color-coded calendar of team moods so that I can instantly identify high-stress periods and adjust schedules proactively."

Description

Develop a calendar-style UI component that displays aggregated mood data as a color-coded grid, with each cell representing a shift, day, or week. The interface should support responsive design for desktop and mobile, provide tooltips on hover or tap for detailed metrics, and integrate seamlessly with existing roster views.

Acceptance Criteria

Daily Shift Overview on Desktop

Given the user accesses the heatmap on a desktop viewport (width ≥ 1024px) When the calendar loads Then each cell represents a single day’s shift mood data in a 7-day grid without horizontal scrolling Given daily mood values are aggregated Then each cell’s background color matches the defined stress-to-satisfaction color scale

Weekly Aggregated View on Mobile

Given the user opens the heatmap on a mobile device (width ≤ 480px) When the weekly view is selected Then the calendar displays one week per row with cells sized for readability without overlap Given the user rotates the device orientation Then the grid reflows to maintain a single-column weekly layout

Tooltip Display for Shift Details

Given the user hovers over or taps a heatmap cell When the cell is focused Then a tooltip appears showing date, shift name, average mood score, and number of respondents Given multiple tooltips could overlap Then only the tooltip for the active cell is visible and dismisses on click outside or after 5 seconds

Color Scale Accessibility Compliance

Given the heatmap renders colors Then each color pairing has a contrast ratio ≥ 4.5:1 for text or tooltip labels Given a user enables high-contrast mode Then the heatmap switches to an alternate accessible color palette

Integration with Roster View Toggle

Given the user switches between roster and heatmap views When toggled Then the transition is seamless without full page reload and preserves scroll position Given new mood data is added in roster view Then the heatmap view updates within 2 seconds of the change

Dynamic Color Mapping

"As a manager, I want the heatmap colors to accurately reflect varying stress levels so that I can interpret mood trends at a glance without confusion."

Description

Create a configurable color scale that maps mood metrics to a gradient or discrete palette, allowing threshold adjustments for different stress levels. The mapping logic must account for outliers and ensure accessibility by adhering to contrast and colorblind-friendly guidelines.

Acceptance Criteria

Threshold Adjustment for High-Stress Identification

Given the manager navigates to the mood heatmap settings and sets custom threshold values for stress levels, when the thresholds are saved, then the heatmap must update in real time reflecting the new thresholds with cells above each threshold displayed in the corresponding configured color.

Handling Outlier Mood Data

Given mood data contains values that fall outside the typical range, when the heatmap rendering logic processes these outliers, then the colors for these cells must clamp to the nearest valid endpoint of the gradient or palette without causing errors or misrepresentation.

Verifying Color Contrast and Colorblind Accessibility

Given the configured color scale, when a user with color vision deficiencies views the heatmap, then each distinct stress level color must meet WCAG AA contrast ratios (4.5:1) and be distinguishable under common simulated colorblind filters.

Switching Between Gradient and Discrete Color Palettes

Given the user toggles between gradient and discrete palette modes in settings, when the toggle is applied, then the heatmap must immediately re-render using the selected mode, with discrete palettes showing only defined colors and gradients smoothly interpolating between min and max thresholds.

Applying Default Color Scale on Initial Load

Given a first-time user opens the heatmap feature without custom configuration, when the heatmap loads, then it must use the system default color gradient or palette, displaying all stress levels in their predefined default colors.

Filter and Drill-down Controls

"As a shift coordinator, I want to filter the heatmap by specific dates and staff so that I can investigate root causes of stress spikes directly from the visualization."

Description

Add interactive filters to the heatmap view, enabling selection by date range, shift type, and individual staff. Include drill-down functionality that opens detailed day or shift breakdowns when a heatmap cell is clicked, showing individual feedback and timestamps.

Acceptance Criteria

Date Range Filtering

Given the manager selects a start and end date on the heatmap filter, When the filter is applied, Then only heatmap cells within the selected date range are displayed with correct color coding.

Shift Type Filter

Given the manager selects one or more shift types from the filter dropdown, When the filter is applied, Then the heatmap view updates to show only the selected shift types accurately.

Staff Member Filter

Given the manager selects an individual staff member from the filter list, When the filter is applied, Then the heatmap view highlights or displays only the shifts associated with that staff member.

Heatmap Cell Drill-down to Day View

Given the manager clicks on a specific day's heatmap cell, When the cell is clicked, Then a detailed day view opens showing individual staff feedback entries with timestamps and mood ratings.

Heatmap Cell Drill-down to Shift Details

Given the manager clicks on a specific shift cell within the heatmap, When the cell is clicked, Then a detailed shift breakdown modal appears listing all feedback, timestamps, and staff working that shift.

Heatmap Export and Sharing

"As a restaurant owner, I want to export and share the heatmap with my team so that stakeholders can review workload distribution offline and discuss improvements."

Description

Implement export options for the heatmap view, including PDF and CSV formats, and enable one-click sharing to staff mobile devices or via email. Ensure exports maintain color fidelity and include metadata such as date ranges and filter criteria.

Acceptance Criteria

Export Heatmap as PDF with Full Metadata

Given the manager has applied desired date range and filters to the heatmap When the manager clicks "Export PDF" Then a PDF file is generated and downloaded And the PDF retains the exact color coding of the on-screen heatmap And includes a header with the selected date range, applied filters, and export timestamp And is generated at 300 DPI or higher for clear printing

Export Heatmap as CSV Including Mood Data and Filters

Given the manager has applied filters and viewed the heatmap When the manager selects "Export CSV" Then a CSV file is generated and downloaded And the CSV includes columns for date, shift identifier, mood score, and all active filter criteria And each mood score is correctly represented as a numeric value And the file name includes the chosen date range

Share Heatmap PDF to Staff Mobile Devices

Given a PDF heatmap export has been generated When the manager selects "Share to Mobile Devices" Then the system sends a push notification containing a secure link to all selected staff And each staff member can open the link on their mobile device to view or download the PDF And the link expires after seven days to ensure security

Email Heatmap CSV Attachment to Recipients

Given a CSV heatmap export is ready When the manager selects "Email CSV" and enters recipient addresses Then an email is sent within 30 seconds to each recipient And the email subject reads "Heatmap Export [StartDate - EndDate]" And the CSV file is attached and matches the on-screen data and filters

Verify Filtered Heatmap Data in Exports

Given specific filters (e.g., Department: Kitchen, Shift Type: Evening) are applied When exporting via PDF or CSV Then the export contains only the data that matches the applied filters And no data outside the filter criteria is included And the export reflects the most recent data up to the moment of export

MoodTagger

Uses natural language processing to automatically classify post-shift comments into key themes—such as workload, team dynamics or environment—and surfaces top sentiment insights, empowering managers to address root causes of dissatisfaction effectively.

Requirements

Post-Shift Comment Collection

"As a restaurant manager, I want staff to submit post-shift comments directly through the app so that I can gather timely feedback on shift experiences without relying on manual collection."

Description

Implement a seamless in-app mechanism that prompts staff to submit free-text feedback immediately after each shift. This should integrate with existing mobile and web interfaces, ensure reminders for incomplete responses, and store comments in a central repository for further processing. The feature should support multimedia attachments and timestamp metadata to enhance context.

Acceptance Criteria

Mobile Post-Shift Prompt

Given a staff member completes a shift on the mobile app, when they exit the shift summary screen, then the app displays a feedback prompt asking for free-text comments within 5 seconds.

Web Post-Shift Prompt

Given a staff member signs out of their shift on the web interface, when they navigate away from the shift page, then a modal appears requesting post-shift feedback before they can continue.

Incomplete Response Reminder

Given a staff member has not submitted feedback within 2 hours of shift end, when they open the app or web interface, then a non-intrusive reminder banner prompts them to complete their comments.

Multimedia Attachment Support

Given a staff member attaches a photo or audio file in their feedback, when they submit the comment, then the attachment is uploaded to the repository and linked to the feedback entry.

Central Repository Storage with Metadata

Given feedback is submitted from any interface, when the server processes the submission, then the comment, any attachments, staff ID, shift ID, and timestamp metadata are stored in the central repository in under 2 seconds.

Sentiment Analysis Engine

"As a product owner, I want an automated system to evaluate the emotional tone of staff comments so that I can quickly identify overall team morale without reading every entry manually."

Description

Develop an NLP-driven sentiment analysis module that processes collected comments, classifies them into positive, neutral, or negative sentiment, and scores the intensity of each sentiment. The engine should support continuous learning through periodic model retraining using new comment data, maintain language adaptability for hospitality jargon, and expose an API for downstream components.

Acceptance Criteria

Post-Shift Comment Sentiment Classification

Given a batch of post-shift comments in English, when processed by the Sentiment Analysis Engine, then each comment is classified as positive, neutral, or negative with ≥90% accuracy against a labeled validation dataset.

Sentiment Intensity Scoring

Given any classified comment, when the sentiment scoring endpoint is called, then the engine returns a numerical score between –1.0 and +1.0 that aligns within ±0.1 of benchmark scores on test samples.

Periodic Model Retraining

Given new comments collected during the past month, when the monthly retraining job runs, then the model training completes within 2 hours without impacting live API availability and a new model version is deployed automatically.

Hospitality Jargon Adaptability

Given a test set containing at least 50 hospitality-specific terms and phrases, when processed by the engine, then those terms are classified correctly with ≥95% accuracy.

API Response Format Validation

Given a valid API request with comment text and metadata, when the endpoint is called, then the engine responds within 200ms with HTTP 200 status and a JSON payload containing comment ID, sentiment label, and sentiment score conforming to the documented schema.

Theme Classification and Tagging

"As a café owner, I want comments to be organized by key themes so that I can pinpoint specific issues like workload or team dynamics without sifting through all feedback."

Description

Create a multi-label classification system that categorizes comments into predefined themes—such as workload, team dynamics, environment, and equipment. The module should assign confidence scores to each theme tag, allow theme set customization by administrators, and integrate with the sentiment results to highlight areas of concern.

Acceptance Criteria

Classify Comments with Multiple Themes

Given a post-shift comment mentioning both workload and environment issues, when processed by MoodTagger, then it assigns both 'workload' and 'environment' tags to the comment.

Assign Confidence Scores to Theme Tags

Given any comment processed by MoodTagger, when themes are assigned, then each theme tag includes a confidence score between 0 and 1, and scores above 0.7 are flagged as high confidence.

Customize Predefined Theme Set

Given an administrator updates the predefined theme list by adding or removing themes, when the changes are saved, then MoodTagger applies the updated theme set for all subsequent comment classifications.

Integrate Sentiment with Theme Insights

Given classification and sentiment analysis results for a batch of comments, when displayed on the dashboard, then themes with negative sentiment scores are highlighted and flagged for managerial review.

Manage Theme Sets via Admin Interface

Given an admin accesses the theme management interface, when they create, edit, or delete a theme label, then the interface validates input, persists changes, and reflects them immediately in the theme selection options.

Sentiment Insights Dashboard

"As a shift supervisor, I want a visual overview of staff sentiment trends so that I can track improvements or declines in morale and address issues proactively."

Description

Design a responsive dashboard that visualizes aggregated sentiment and theme data over customizable timeframes. Charts should include trend lines, heat maps, and top keyword listings. The UI must allow filtering by location, team, or individual staff member and support export to PDF or Excel for offline review and sharing.

Acceptance Criteria

Viewing Overall Sentiment Trends

Given a manager accesses the Sentiment Insights Dashboard, when they select a date range of the past month, then the system displays a trend line chart showing daily aggregated sentiment scores with clear positive, neutral, and negative markers.

Filtering by Location

Given a manager filters the dashboard by a specific café location, when the filter is applied, then only sentiment trends, heat maps, and keyword listings for that location are shown, with other locations excluded.

Drilling Down to Individual Staff Member Data

Given a manager selects an individual staff member from the team filter, when the staff member’s name is chosen, then the dashboard refreshes to display that person’s post-shift sentiment trends and top keywords for the selected timeframe.

Exporting Dashboard Data to PDF

Given a manager clicks the “Export to PDF” button, when the current filters and date range are applied, then a PDF file is generated containing the visual charts and data tables exactly as displayed on the dashboard.

Generating Excel Reports

Given a manager chooses “Export to Excel,” when the export completes, then an XLSX file is downloaded with separate sheets for trend lines, heat map data, and keyword listings that match the active filters and time range.

Automated Alert and Recommendation System

"As a restaurant owner, I want to receive alerts when staff sentiment drops significantly so that I can take immediate action to resolve underlying issues before they escalate."

Description

Build a rules-based alert system that triggers notifications to managers when negative sentiment or critical theme thresholds are exceeded. Include automated recommendations—such as suggested one-on-one meetings or training resources—based on the root cause analysis of the flagged comments. Notifications should be delivered via email and in-app push.

Acceptance Criteria

Negative Sentiment Alert Threshold Reached

Given the system has processed post-shift comments for the past 24 hours and more than 10% are classified with negative sentiment, When the threshold is exceeded, Then an alert notification summarizing the negative sentiment percentage and top themes is generated.

Manager Receives Notifications via Email and Push

Given an alert has been generated, When the notification is dispatched, Then the system sends an email to the manager's registered address and delivers an in-app push notification within 2 minutes.

Recommendation Suggestion for One-on-One Meeting

Given the root cause analysis identifies team dynamics as the primary negative theme exceeding threshold, When the alert is created, Then the notification includes a recommendation to schedule one-on-one meetings with affected staff, including a template email link.

Recommendation Suggestion for Training Resource

Given the root cause analysis identifies a skill gap theme in negative comments, When the alert triggers, Then the system recommends relevant training resources with direct links to course materials or documentation.

Sentiment Root Cause Analysis Accuracy

Given a sample set of comments manually labeled by experts, When the system's root cause analysis runs, Then the classification accuracy must be at least 85% compared to the expert labels.

ScheduleSync

Integrates mood insights directly into the roster builder, recommending optimal shift assignments based on historical morale trends so staff are placed in roles and time slots where they thrive, leading to happier, more reliable teams.

Requirements

Mood Insights Aggregation

"As a restaurant owner, I want the system to automatically gather and consolidate staff mood data so that I can understand morale trends without manual data collection."

Description

The system shall collect and aggregate staff mood data from existing feedback tools and historical records, processing metrics such as morale ratings and mood trends. It integrates with SurveySpark modules and mobile inputs to centralize mood information, enabling data-driven scheduling decisions that improve staff satisfaction and retention.

Acceptance Criteria

Importing Historical Mood Data

Given the system initiates an import process, when the import runs, then all staff mood data from the past 12 months is ingested without duplication and with original timestamps preserved; the import completes within 10 minutes for up to 10,000 records; and any errors are logged and reported to the admin.

Real-Time Mood Submission via Mobile

Given a staff member submits a mood rating through the mobile app, when the submission is made, then the system stores the rating in the central database within 2 seconds, acknowledges receipt to the user, and associates the rating with the correct user profile and timestamp.

Mood Data Aggregation Dashboard

Given a manager accesses the mood dashboard, when the page loads, then the system displays average morale ratings per week, highlights positive or negative trends over the last 4 weeks, and allows filtering by role and location without performance degradation.

Integration with SurveySpark Module

Given new survey responses are available in SurveySpark, when the nightly integration job runs, then the system imports and transforms the survey morale data within 5 minutes, maps each response to the correct user profile, and marks processed entries to prevent duplication.

Scheduling Recommendations Driven by Mood Trends

Given the schedule builder requests mood-based recommendations, when recommendations are generated, then the system analyzes aggregated mood trends and returns the top three shift-to-staff matches with the highest predicted morale score for each shift.

Optimal Shift Recommender

"As a restaurant owner, I want the system to recommend the best staff for each shift based on morale trends so that I can schedule my team in a way that maximizes performance and satisfaction."

Description

The system shall analyze aggregated mood insights along with shift history and skill requirements to generate ranked shift assignment recommendations. It applies weighted algorithms to suggest placements that align with staff morale peaks, ensuring that team members are assigned when and where they perform best, reducing turnover and improving operational efficiency.

Acceptance Criteria

Weekend Peak Shift Assignment

Given the manager schedules a Saturday evening shift When the Optimal Shift Recommender runs Then it generates a ranked list of staff with the highest historical morale on weekend evening shifts and matching required skills

Skill-Based Staff Allocation

Given a shift requiring a barista certified in latte art When the Optimal Shift Recommender executes Then it suggests staff whose profiles include latte art skill, ranking higher those with superior morale scores

Low Morale Staff Uplift

Given a staff member with a recent dip in morale history When recommending shifts for the upcoming week Then assign them to time slots and roles where similar staff experienced morale improvements

New Staff Orientation Scheduling

Given a new staff member with no historical performance data When generating recommendations Then place them in beginner-friendly shifts paired with mentor-assigned staff to foster skill development and positive initial experience

Last-Minute Shift Replacement

Given an unexpected absence on a scheduled shift When the Optimal Shift Recommender recalculates assignments within 1 minute Then it provides a ranked list of available staff matching required skills and highest current morale trends

Roster Mood Overlay

"As a manager, I want to see mood indicators overlaid on the scheduling grid so that I can quickly identify which staff members are best suited for upcoming shifts."

Description

Within the roster builder interface, the system presents mood-based visual indicators and recommended assignments. Color-coded markers and tooltip details highlight staff morale levels, enabling quick identification of optimal assignments. This UI enhancement seamlessly integrates into the scheduling workflow, improving decision-making speed and accuracy.

Acceptance Criteria

Loading Mood Indicators in Roster Builder

Given the roster builder is loaded with staff mood scores, When the user opens the schedule view, Then each shift cell displays a colored marker corresponding to the staff member’s average mood score.

Tooltip Display for Mood Markers

Given a mood marker is present on a shift cell, When the user hovers over the marker, Then a tooltip appears showing the staff member’s name, mood score, and the date the mood was recorded.

Color-Coding of Mood Levels

Given predefined mood thresholds (high ≥8, medium 5–7, low <5), When the schedule loads, Then markers are colored green for high, yellow for medium, and red for low.

Shift Recommendation Generation

Given historical mood data is available for at least two weeks, When the user invokes recommendations, Then the system displays at least three suggested shift assignments ranked by mood compatibility in the recommendations panel.

Handling Missing Mood Data

Given a staff member has no mood data in the past week, When the roster builder loads, Then their shift cells display a neutral grey marker and a tooltip stating "No recent mood data available".

Staff Mood Feedback Portal

"As a team member, I want to quickly log my daily mood and availability on my phone so that my manager can consider my preferences when assigning shifts."

Description

The system provides a mobile-responsive feedback portal where staff can easily submit daily mood and availability inputs. Feedback prompts link directly to the scheduling engine, ensuring the recommendation model stays up to date. The portal includes quick-response options and optional free-text comments for richer sentiment analysis.

Acceptance Criteria

Daily Mood Submission

Given a logged-in staff member, when they access the feedback portal each morning, then they can select their mood from predefined options and submit it, and the system stores the mood input with a timestamp.

Availability Input Submission

Given a staff member on the portal, when they indicate their availability for upcoming shifts, then the system captures their selected time slots and updates their profile accordingly.

Mood Feedback Acknowledgement

Given a staff member submits mood feedback, when the submission is successful, then the portal displays a confirmation message and updates the scheduling engine with the new data.

Free-Text Comment Submission

Given a staff member opts to add a comment, when they enter and submit free-text feedback, then the system records the comment, associates it with the mood entry, and includes it in sentiment analysis.

Mobile Responsiveness

Given staff access the portal on various devices (smartphone, tablet), when they interact with feedback forms, then the UI adapts to screen size, all form elements are reachable, and submissions succeed without UI distortion.

Adaptive Learning Engine

"As a restaurant owner, I want the scheduling recommendations to get smarter over time by learning from actual shift outcomes so that scheduling decisions continually improve."

Description

The system employs machine learning to continuously refine shift assignment recommendations based on new mood and performance outcomes. It automatically retrains models weekly using collected feedback, shift coverage success rates, and operational KPIs, improving accuracy over time and adapting to evolving team dynamics.

Acceptance Criteria

Weekly Model Retraining Trigger

Given the Adaptive Learning Engine has not been retrained for 7 days, when the scheduled retraining time arrives, then the system automatically initiates the model retraining process without manual intervention.

Data Ingestion Verification

When feedback from staff mood input, shift coverage success data, and operational KPI metrics are collected, then the system processes and integrates at least 99% of the incoming data into the training dataset within 5 minutes of receipt.

Model Performance Improvement

After retraining, the new model achieves at least a 5% increase in recommendation accuracy measured by the match rate of staff preferences and shift coverage success compared to the previous model version.

User Notification of Retraining

When the weekly retraining completes, then the system sends a summary notification to the administrator including retraining duration, data volume processed, and key performance metric changes via email and in-app dashboard.

Adaptive Response to Team Dynamics

Given a sustained change in team mood trends over a 30-day period, when assigning shifts, then the system adjusts recommendations to align with detected trends, resulting in at least 80% of recommended shifts matching staff mood preferences in subsequent schedules.

ClusterMap

Visualizes staff residences and scheduled shift clusters on an interactive map, enabling managers to see density hotspots at a glance. This spatial view helps identify ideal cluster groupings, plan efficient routes, and adjust assignments to minimize individual travel distances.

Requirements

Staff Location Data Import

"As a manager, I want to import and geocode staff addresses so that I can view their exact locations on the ClusterMap for accurate shift cluster planning."

Description

The system must enable importing staff address data from existing profiles or CSV uploads, automatically geocode addresses to latitude and longitude using a reliable API, validate and clean data to ensure map accuracy, and provide error handling feedback for invalid entries. By integrating seamlessly with the staff management module, this import capability ensures that the ClusterMap displays precise staff locations, forming the foundation for accurate clustering and routing planning.

Acceptance Criteria

Existing Profile Data Import

Given staff have existing address data in their profiles, When the admin initiates the import, Then the system imports and geocodes all addresses to valid latitude and longitude coordinates and displays them on the ClusterMap without errors.

CSV Upload with Valid Addresses

Given a valid CSV file with correctly formatted addresses is uploaded, When the admin submits the file, Then the system parses each entry, geocodes all addresses successfully, and provides a confirmation summary of imported records.

Handling Invalid Address Entries

Given the CSV contains invalid or unrecognized addresses, When the import runs, Then the system flags each invalid entry with descriptive error messages and allows the admin to correct or skip them before finalizing.

Duplicate Address Detection

Given multiple staff share the same address in the import data, When the system processes the addresses, Then it identifies duplicates, consolidates entries if configured, and ensures a single coordinate marker per unique address.

API Failure Resilience

Given the geocoding API returns errors or timeouts, When the import process detects these failures, Then the system retries up to three times and, if unsuccessful, logs the errors and notifies the admin with actionable feedback.

Interactive Cluster Visualization

"As a manager, I want to see staff residences and scheduled shift clusters on an interactive map so that I can identify hotspots and plan assignments visually."

Description

Provide an interactive map view that displays staff residences as markers and automatically groups nearby shifts into visually distinct clusters. The map should support pan, zoom, and click interactions to reveal cluster details such as member count, average distance, and shift timing. Integrate with existing shift schedules to dynamically update clusters when assignments change, ensuring managers always see the latest information.

Acceptance Criteria

Initial Map Load

Given the manager navigates to the Interactive Cluster Visualization view with the latest shift schedules available When the map initializes Then all current staff residences are displayed as individual markers within the visible map boundary

Dynamic Cluster Updates

Given a shift assignment is added, edited, or removed in the schedule When the manager saves the change Then clusters on the map automatically recalculate and update visually within 5 seconds to reflect the new assignments

Interactive Zoom and Pan

Given the Interactive Cluster Visualization map is displayed When the manager pans or zooms the map Then clusters and individual markers adjust dynamically without overlapping or disappearing, maintaining accurate geographical relationships

Cluster Detail Pop-up

Given clusters are visible on the map When the manager clicks on a cluster marker Then a pop-up appears showing the cluster's staff member count, average distance from cluster centroid, and a list of shift times sorted chronologically

Performance under High Load

Given over 200 staff markers and 50 clusters need to render When the map view loads or updates Then all interactions (pan, zoom, click) complete with a response time under 200 milliseconds and no UI freezing

Proximity-based Cluster Algorithm

"As a manager, I want the system to automatically group staff into clusters based on proximity so that I can assign shifts to nearby teams and minimize travel time."

Description

Implement a configurable clustering algorithm (e.g., DBSCAN or K-Means) that groups staff locations based on configurable distance thresholds. Allow administrators to adjust clustering parameters such as maximum radius and minimum cluster size. Ensure efficient recalculation of clusters in real time as staff availability or addresses change, supporting dynamic planning and what-if scenarios.

Acceptance Criteria

Default Parameter-Based Clustering

Given a set of 50 staff addresses within a 10km radius and default clustering parameters (max radius=5km, min cluster size=3), When the administrator runs the clustering algorithm, Then the system generates clusters grouping staff within 5km and excludes any clusters smaller than 3 members.

Configurable Parameter Adjustment

Given the administrator adjusts the clustering parameters to max radius=2km and min cluster size=2, When the clustering algorithm is re-executed, Then the resulting clusters reflect the new radius and size thresholds exactly.

Real-Time Clustering on Address Change

Given a staff member updates their address in the system, When the new address is saved, Then the clustering algorithm recalculates affected clusters within 2 seconds and updates the visual cluster map accordingly.

Dynamic What-If Scenario Planning

Given the administrator initiates a what-if scenario by adding simulated addresses, When the clustering algorithm runs in simulation mode, Then the system displays temporary clusters without altering the live dataset or existing clusters.

Performance Under Large Dataset

Given a dataset of 5,000 staff addresses, When the clustering algorithm is executed with any valid parameter set, Then the system returns cluster results within 5 seconds and memory usage remains below 500MB.

Density Heatmap Overlay

"As a manager, I want to overlay a heatmap of staff residences so that I can quickly identify areas with high staff concentration."

Description

Develop a heatmap overlay feature that visualizes staff density by shading map areas proportional to the number of residences or scheduled shifts in that region. Include controls to adjust heat intensity, radius, and color scheme. Ensure the overlay can be toggled on or off without losing the underlying cluster view, helping managers quickly identify concentration hotspots at a glance.

Acceptance Criteria

Toggle Heatmap Overlay

Given the cluster map is displayed, when the manager clicks the heatmap toggle control, then the density heatmap overlay is shown over the map without removing or obscuring existing cluster markers; and when the manager clicks the toggle again, the heatmap overlay is hidden while preserving the cluster view.

Adjust Heatmap Intensity

Given the heatmap overlay is active, when the manager adjusts the heat intensity slider, then the map's shading updates in real-time to reflect the selected intensity level, with denser areas showing proportionally darker hues.

Adjust Heatmap Radius

Given the heatmap overlay is active, when the manager modifies the radius control, then the aggregation radius of data points is updated immediately, and the heatmap visually reflects the new radius settings by expanding or contracting hotspot areas accordingly.

Change Color Scheme

Given the heatmap overlay is active, when the manager selects a different color scheme from the color scheme dropdown, then the heatmap redraws using the chosen color palette without delay, and the new scheme is applied consistently across all map areas.

Performance Threshold Compliance

Given a map view with up to 500 staff locations, when the manager toggles the heatmap or adjusts any heatmap controls, then the map updates and renders the overlay in under 500 milliseconds, ensuring smooth user interaction.

Data Refresh Accuracy

Given changes in staff residences or scheduled shifts occur, when the manager refreshes the map or new data is loaded, then the heatmap overlay updates to accurately reflect the latest data within 2 seconds, preserving the current control settings (intensity, radius, color scheme).

Map Filters and Controls

"As a manager, I want to filter the map by shift date and staff availability so that I can focus on relevant clusters for upcoming shifts."

Description

Add UI filters and controls to the ClusterMap allowing managers to narrow the view by shift date, shift type, staff availability status, and custom geographic radius. Provide real-time filtering so that clusters and heatmaps refresh instantly when criteria change. Integrate filter settings with saved views to support recurring analysis and reporting needs.

Acceptance Criteria

Filter by Shift Date

Given the manager opens the ClusterMap and selects a specific date from the date filter When the date is applied Then only shifts scheduled on that date are displayed as clusters and heatmap zones

Filter by Shift Type

Given the manager chooses one or more shift types from the shift type filter When the selection is confirmed Then the map updates instantly to show only clusters and heatmap areas corresponding to the selected shift types

Filter by Staff Availability

Given the manager activates the availability status filter and selects ‘Available’ When the filter criteria are applied Then only staff with availability status set to ‘Available’ are included in the cluster visualization

Radius-Based Geographic Filtering

Given the manager defines a custom radius around a central point on the map When the radius filter is applied Then only clusters and heatmap regions falling within the specified radius are visible

Save and Load Filtered Views

Given the manager applies a combination of filters and clicks ‘Save View’ When the manager later selects that saved view Then the map restores the same filter settings and displays the matching clusters and heatmap instantly

Route Optimization Engine

"As a manager, I want the system to suggest optimal routes connecting staff residences within a cluster so that I can plan shift handovers and minimize overall travel distance."

Description

Integrate a route optimization engine that calculates the most efficient travel routes connecting multiple staff locations within each cluster. Leverage a mapping API to compute shortest paths and travel times, then display route lines on the map with distance and duration annotations. Allow exporting of route details for mobile navigation or third-party logistics apps.

Acceptance Criteria

Standard Cluster Route Generation

Given a cluster with multiple staff locations, when the manager requests route optimization, then the system computes and displays a route connecting all locations in an order that minimizes total travel distance as provided by the mapping API, including total distance and total duration annotations.

Real-Time Route Update on Staff Addition

Given an existing optimized route, when a staff member’s location is added to the cluster, then the system recalculates the route within 5 seconds to include the new stop and updates the displayed path along with revised distance and duration metrics.

Route Export for Mobile Navigation

Given a computed route, when the manager selects the export option, then the system generates a downloadable GPX or JSON file containing ordered waypoints, per-segment distances, and estimated travel times, and initiates the file download.

Optimized Route Validation Against API

Given a locally computed route and the mapping API’s route for the same set of locations, when compared, then the system’s total distance and duration must not exceed the API’s values by more than 2%.

Map Display of Calculated Routes

Given a computed route, when viewed on the interactive map, then the map visually renders route lines between all waypoints, allows clicking on each segment to view its distance and duration, and automatically adjusts zoom to include all stops.

CommuteOptimizer

Analyzes real-time traffic data, public transit schedules, and staff travel mode preferences to recommend shift clusters that minimize commute times. By automatically balancing roster needs with travel efficiency, the feature cuts down lateness and staff fatigue.

Requirements

Traffic Data Integration

"As a restaurant manager, I want the system to fetch real-time traffic data so that I can schedule shifts that consider current road conditions and minimize employee commute delays."

Description

Integrate real-time traffic data APIs (e.g., Google Maps, Waze) to retrieve current traffic conditions, including congestion levels and estimated travel times, with updates every five minutes and historical data storage for improved accuracy. This ensures the scheduling algorithm factors live road conditions into shift planning, reducing staff commute delays and lateness.

Acceptance Criteria

Real-Time Traffic Data Retrieval

Given the system is running and connected to Google Maps or Waze API When five minutes have elapsed Then the system fetches current congestion levels and estimated travel times for all configured routes within 2 seconds

Historical Traffic Data Storage

Given new traffic data is retrieved When data is received Then the system stores timestamped congestion and travel time metrics in the historical database with 100% data integrity

API Failure Handling

Given an API request to Google Maps or Waze fails When the system receives an error or timeout Then it retries up to three times and logs an alert if all retries fail without disrupting the scheduling service

Scheduling Algorithm Integration

Given live traffic data is available When the scheduling engine runs Then it weights route travel times by current conditions and selects shift clusters that minimize total staff commute time by at least 15% compared to baseline

User Interface Traffic Display

Given live traffic metrics have been fetched When an owner views the shift planning dashboard Then current congestion levels and estimated travel times are displayed next to each proposed shift cluster in the UI within 1 second of data retrieval

Public Transit Schedule Integration

"As a café owner, I want the system to incorporate transit schedules so that shift assignments consider bus and train timetables, ensuring staff can reliably commute."

Description

Consume public transit schedules from APIs (e.g., city transit feeds) for buses, trains, and subways, including planned disruptions and service alerts, updating daily and on-demand. This enables accurate calculation of commute times for staff using public transport and improves overall shift planning reliability.

Acceptance Criteria

Daily Schedule Update Execution

Given the daily update job is scheduled at 2:00 AM; When the job runs; Then the system fetches transit schedules (including planned disruptions and service alerts) from all configured APIs, processes and stores them in the database, and generates a success log entry.

On-Demand Schedule Refresh

Given an administrator triggers a manual refresh; When the refresh request is submitted; Then the system immediately invokes all transit APIs, updates schedules in real time, and returns a confirmation message with the number of routes updated.

Service Disruption Handling

Given the transit API returns planned disruptions or service alerts; When the data is ingested; Then each disruption is flagged, stored with its active time window, and surfaced in the admin dashboard with severity levels.

Commute Time Calculation for Public Transport

Given updated transit schedules are available; When a staff member’s profile is used in roster planning; Then the system calculates commute times for public transport by combining walking durations, wait times, transit durations, and any disruptions, and displays the estimated commute time in minutes.

Error Reporting for Transit API Failures

Given an API request fails or times out; When the system detects the failure; Then an error is logged with timestamp, API endpoint, and error details, and an alert is sent to the operations team.

Staff Commute Profile Settings

"As a bartender, I want to input my home address and commute preferences so that the system recommends shifts that suit my travel mode and time constraints."

Description

Provide staff with a profile interface to set home address, preferred travel modes (driving, transit, cycling, walking), and maximum acceptable commute time. This information personalizes shift recommendations and ensures assignments align with each employee’s travel preferences.

Acceptance Criteria

Initial Commute Profile Setup

- User can input a valid home address and system translates it to latitude/longitude. - User can select at least one travel mode from driving, transit, cycling, walking. - User can set max commute time between 10 and 120 minutes; values outside this range trigger a validation error.

Editing Commute Preferences

- User can update any field (address, travel modes, max commute time) and save changes. - System rejects invalid addresses and displays an inline error message. - On successful save, user sees a confirmation notification.

Commute Data Validation

- System validates address via geocoding API; invalid addresses result in an inline error. - System enforces that at least one travel mode is selected. - System enforces max commute time to be a whole number between 10 and 120 minutes.

Integration with Shift Recommendation

- When generating shift recommendations, system retrieves each staff member’s commute profile. - System calculates estimated commute time for each shift based on real-time traffic data and the user’s preferred travel mode. - System excludes shifts where estimated commute time exceeds the user’s max threshold. - System displays estimated commute time alongside each recommended shift.

Mobile Interface Compatibility

- The commute profile form is responsive and displays correctly on viewports down to 320px width. - All form fields are accessible and can be completed using mobile touch inputs. - The Save button remains visible and functional when the virtual keyboard is open.

Commute-Efficient Shift Clustering

"As a restaurant owner, I want the system to suggest groupings of shifts that lead to shorter commutes for my team so that I reduce tardiness and staff fatigue."

Description

Analyze staffing requirements alongside traffic, transit data, and staff preferences to generate optimized shift groupings that minimize total commute times. Offer alternative roster plans ranked by efficiency and allow managers to adjust weighting parameters such as commute time versus skill requirements for balanced scheduling.

Acceptance Criteria

Morning Peak Traffic Shift Clustering

Given real-time traffic data during morning peak hours indicates delays above baseline, When the system generates shift clusters for 7:00–11:00 AM, Then the average total commute time across all assigned staff is reduced by at least 15% compared to a non-optimized schedule.

Public Transit Delay Handling

Given a scheduled transit delay of over 10 minutes on a staff member’s route, When shift clusters are generated, Then the system reassigns the affected staff to alternative clusters or adjusts start times to avoid lateness, ensuring no staff member is projected to arrive late for their first shift.

Manager Adjustment of Weight Parameters

Given default weighting of commute time at 70% and skill match at 30%, When a manager adjusts the commute-time weight to 50% and skill-match weight to 50%, Then the generated shift clusters reflect the updated weighting and the recalculated average commute time aligns within a 5% tolerance of the expected value.

Skill vs. Commute Time Trade-off

Given two potential clusters yield identical total commute times, When evaluating skill matches, Then the system selects and ranks the cluster with the higher cumulative skill match score.

Alternative Roster Plan Ranking

Given the system generates multiple alternative roster plans, When displaying the results, Then the plans are ordered by ascending total commute time with each plan showing a calculated commute efficiency score, and the top three plans are clearly highlighted.

Commute Time Alerts and Notifications

"As a shift manager, I want to receive notifications if a staff member’s commute time spikes so that I can proactively adjust the schedule or notify employees."

Description

Send real-time alerts to managers and staff when predicted commute times exceed predefined thresholds due to accidents or delays, via push notifications and email. Include alternative route suggestions or propose shift reassignments to proactively address potential lateness.

Acceptance Criteria

Manager Alert on Exceeded Commute Threshold

Given a staff member’s predicted commute time exceeds the predefined threshold due to a traffic incident, when the system detects this exceedance, then within 2 minutes the manager receives both a push notification and an email detailing the staff member’s name, predicted commute time, and incident summary.

Staff Receives Alternative Route Notification

Given a staff member’s predicted commute exceeds the threshold, when a delay is detected, then within 2 minutes the staff member receives a push notification containing at least two alternative routes, each with estimated travel times and navigation links.

Automated Shift Reassignment Proposal

Given a staff member’s commute delay persists more than 15 minutes before shift start and alternative routes still exceed the threshold, when the system confirms the continued delay, then it automatically generates a shift reassignment proposal listing available qualified staff sorted by proximity and sends it to the manager.

Timely Alert Dispatch

Given any detected commute delay scenario, when the system identifies the delay, then it sends both a push notification and an email to relevant recipients within 2 minutes and logs the alert event with timestamp and details in the system.

Staff Acknowledgment of Reassignment

Given a shift reassignment proposal is sent to a staff member, when the staff member receives the notification, then they can accept or request a change within the mobile app and their response is communicated to the manager within 5 minutes.

RideMatch

Automatically pairs nearby team members within the same shift cluster for carpooling or ridesharing. Includes in-app messaging, shared itinerary creation, and calendar integration, fostering teamwork while reducing transportation costs and carbon footprint.

Requirements

Proximity-Based Ridesharing Matching

"As a staff member, I want to find coworkers within walking distance for my shift so that I can share rides and reduce commuting costs."

Description

Automatically identify and pair team members on the same shift cluster who are geographically close enough to share a ride, leveraging GPS data and shift schedules to optimize match relevance and travel efficiency.

Acceptance Criteria

Proximity Match Initialization

Given two team members are scheduled for the same shift cluster and have shared their location within the last 30 minutes, when the system runs the proximity matching algorithm, then it should identify and propose them as potential ride matches if they are within a 5-kilometer radius of each other.

User Consent for GPS Data

Given a team member opens the RideMatch feature for the first time, when prompted for location access, then the system must display a clear consent dialog explaining why GPS data is needed and record the member’s explicit permission before proceeding.

Ride Offer Notification

Given a valid match has been generated, when both team members are identified as potential ride partners, then the system should send an in-app notification to each member within 5 seconds and include the proposed pick-up times and routes.

Itinerary Creation

Given two team members accept a ride match, when both confirmations are received, then the system should generate a shared itinerary containing start/end points, estimated travel time, and calendar invites within 10 seconds.

Conflict Resolution for Multiple Matches

Given a team member has multiple ride match proposals for the same shift, when they select one proposal, then the system must automatically cancel all other pending proposals and notify the affected members within 5 seconds.

In-App Messaging

"As a matched rider, I want to message my carpool partner directly within the app so that we can coordinate pickup details in real-time."

Description

Provide a secure, real-time chat interface within the app that enables matched riders to communicate about pickup locations, timing adjustments, and other coordination details without leaving RotaSpark.

Acceptance Criteria

Rider Initiates Chat

Given two team members are matched in RideMatch, When one user taps the 'Chat' button in the match detail screen, Then the app opens a new or existing chat thread pre-populated with match context and allows the user to type and send a message within 3 seconds.

Real-time Message Delivery

Given a user sends a message, When the send button is pressed, Then the message appears in the sender's chat window instantly and in the recipient's chat window within 1 second, confirmed by a 'delivered' status indicator.

Message Notification

Given a ride match exists and a chat message is received while the app is in the background or screen locked, When the message arrives, Then a push notification is displayed including sender name and message preview, and tapping the notification navigates the user directly to the chat thread.

Shared Itinerary Link Sharing

Given a chat conversation between matched riders, When one user selects an itinerary from within the chat options, Then a clickable itinerary link with date, time, pickup, and drop-off details is inserted into the chat, and tapping it opens the itinerary details view.

Message Security and Encryption

Given two matched riders exchange messages, When messages are in transit or at rest on the server, Then they are encrypted end-to-end using AES-256 and can only be decrypted by the sender and recipient devices.

Shared Itinerary Generation

"As a rider, I want a consolidated itinerary of pick-up and drop-off spots so that I know when and where to meet and plan my route."

Description

Generate a consolidated itinerary for each matched ride, including driver and passenger pickup points, departure times, estimated travel duration, and suggested routes, viewable in-app and exportable.

Acceptance Criteria

Driver In-App Itinerary View

Given a driver is matched with passengers When they open the RideMatch itinerary tab Then the app displays a consolidated itinerary including pickup points, departure time, estimated travel duration, and suggested route

Passenger In-App Itinerary Access

Given a passenger is assigned to a ride match When they access the itinerary Then they see driver pickup point, departure time, estimated travel duration, and suggested route

Itinerary Export to PDF

Given a user is viewing an itinerary When they tap the export button Then a PDF is generated containing driver and passenger details, pickup points, departure times, estimated travel duration, and suggested routes and prompt to save or share

Calendar Integration of Itinerary

Given a user has exported an itinerary to calendar When they select calendar sync Then the ride event is added to their calendar with correct date, time, pickup location, and travel duration

Shared Itinerary Updates on Changes

Given the ride details change When the driver updates pickup points or departure time Then all passengers in the ride receive the updated itinerary in-app and via notification

Calendar Synchronization

"As a busy staff member, I want my scheduled ride details automatically added to my calendar so that I can keep track of my commute alongside my other commitments."

Description

Automatically sync confirmed ride events to users’ preferred calendar services (e.g., Google Calendar, Outlook) with full ride details, ensuring staff receive reminders alongside existing personal and work commitments.

Acceptance Criteria

New Ride Event Sync

Given a user confirms a new ride in RotaSpark RideMatch When the ride is saved Then a corresponding event is created in the user’s selected calendar service with correct title, date, time, pickup and drop-off locations, and a link to the ride details in RotaSpark

Ride Update Synchronization

Given an existing ride event is modified in RotaSpark When changes are saved Then the linked calendar event is updated to reflect the new details within five minutes

Ride Cancellation Reflection

Given a confirmed ride is canceled in RotaSpark When the cancellation is processed Then the corresponding calendar event is automatically removed or marked as canceled in the user’s calendar

Multiple Calendar Account Handling

Given a user has connected multiple calendar accounts When they select a default calendar for ride events Then all new ride events are synced only to that chosen calendar

Reminder Notification Integration

Given a ride event is synced to the user’s calendar When the calendar service sends scheduled reminders Then the user receives notifications at the configured intervals prior to the ride

Ride Preference Settings

"As a staff member, I want to set ride-sharing preferences so that I only get matched with coworkers who fit my requirements."

Description

Allow users to configure personal ride-sharing preferences—such as gender, smoking preferences, maximum detour distance, and participation opt-in windows—to ensure matches respect individual comfort and availability.

Acceptance Criteria

Setting Gender and Smoking Preferences

1. Users can select their preferred ride partner gender from available options (Male, Female, No Preference). 2. Users can toggle smoking preference (Smoking Allowed / No Smoking). 3. System will only match users whose gender and smoking preferences are mutually compatible. 4. The selected preferences are displayed correctly in the user profile and matching algorithm parameters.

Configuring Maximum Detour Distance

1. Users can input a maximum detour distance (in kilometers) up to a preset system limit (e.g., 20 km). 2. Input outside the allowed range is blocked with a validation error message. 3. System ensures carpool matches do not exceed the user’s specified detour distance. 4. The matching results screen shows estimated detour for each suggested ride and highlights those within the user’s limit.

Opt-In Window Customization

1. Users can define specific time windows during which they are available for ride-sharing (start and end times). 2. The UI prevents overlapping windows and enforces a minimum window duration (e.g., 30 minutes). 3. System only includes users in matching queries if the shift time falls within their defined availability windows. 4. Changes to opt-in windows are saved immediately and reflected in next matching cycle.

Preference Conflict Resolution

1. When two users have conflicting preferences (e.g., opposite smoking preferences), the system excludes that pairing from suggestions. 2. The match summary UI indicates when a potential match is excluded due to conflicting preferences. 3. Users receive a notification if their ride request yields zero matches due to strict preferences, with suggestions to relax criteria.

Preference Persistence Across Sessions

1. Once saved, user preferences persist across app sessions and device restarts. 2. Any change to preferences updates the server database within 2 seconds. 3. Upon login, the system retrieves and displays the last saved preferences without user re-entry. 4. Preference data remains intact after app upgrades or reinstalls.

Notifications and Reminders

"As a team member, I want to receive timely notifications and reminders about my upcoming carpool so that I don't miss my ride."

Description

Send push notifications and in-app alerts to inform users about new match opportunities, message activity, upcoming pickups, and itinerary changes, with configurable reminder intervals.

Acceptance Criteria

New Match Opportunity Notification

Given a user meets ride matching criteria When a new match is found Then the user receives a push notification within 10 seconds containing the matched teammate’s name, pickup time, and location

In-App Message Activity Alert

Given a user receives a new message When the message arrives Then an in-app alert banner appears on the messages screen And tapping the banner navigates the user to the conversation

Upcoming Pickup Reminder

Given a scheduled pickup is 15 minutes away When the threshold time is reached Then the user receives both a push notification and an in-app reminder with route details

Itinerary Change Alert

Given an existing shared itinerary is modified When the host updates time or location Then all participants receive a notification detailing the specific changes

Reminder Interval Configuration Confirmation

Given a user updates their reminder interval settings When the user saves their custom intervals Then the app confirms the new settings with a success message And future notifications reflect the updated intervals

TravelMode Preference

Allows staff to specify preferred commute options—such as cycling, public transit, or driving—and factors these preferences into cluster formations. Ensures shift assignments align with individual comfort and sustainability goals, boosting morale and punctuality.

Requirements

Preference Selection Interface

"As a staff member, I want to select my preferred commute method so that my shift assignments align with my comfort and travel needs."

Description

The user interface enables staff to select and update their preferred commute modes, such as cycling, public transit, driving, or walking, within their profile settings. It includes accessible form elements with real-time validation and immediate feedback, seamlessly integrating with both the web and mobile apps. This functionality empowers employees to articulate their commuting needs, enhances personalization, and ensures preference data is captured accurately for scheduling.

Acceptance Criteria

Initial Preference Selection

Given a logged-in staff member navigates to the commute preference section in their profile settings on the web or mobile app, When they select “cycling” and tap the Save button, Then the system sends the updated preference to the server, displays a confirmation message stating “Your commute preference has been updated,” and persists “cycling” as the selected option in the interface.

Real-Time Validation Feedback

Given the commute preference form is displayed with no option selected, When the form is rendered, Then the Save button remains disabled and a validation message “Please select at least one commute preference” is shown. Given the user selects any available option, When the selection is made, Then the validation message disappears and the Save button becomes enabled.

Preference Update on Mobile

Given a logged-in staff member using the mobile application, When they change their commute preference to “public transit” and tap the Save button, Then the app sends a network request to update the preference, shows a success toast notification “Preference saved successfully,” and immediately reflects “public transit” as the selected preference in the UI.

Preference Persistence Across Sessions

Given a staff member has previously saved their commute preference as “driving,” When they log out and subsequently log back in on any device or platform, Then their profile settings automatically display “driving” as the selected commute preference without requiring any additional input.

Network Failure Handling

Given the user selects “walking” as their commute preference and taps the Save button, When the server update request fails due to a network error, Then the interface displays an error message “Unable to save preference. Please try again,” retains “walking” as the selected option in the form, and keeps the Save button enabled for the user to retry.

Preference Data Persistence

"As a system, I want to persist staff travel preferences in the database so that the scheduling engine can access up-to-date commute information when generating rosters."

Description

Staff commute preferences are securely stored in the backend database and exposed via API endpoints, ensuring that selections persist across sessions and are available for the scheduling engine. This requirement covers database schema updates, data encryption, and migration scripts to integrate preference fields into existing user tables. Reliable data availability underpins accurate scheduling and reporting.

Acceptance Criteria

Staff Preference Submission Persistence

Given a staff member selects and saves their commute preference when logged in, When they log out and then log back in, Then their previously selected preference is retrieved and displayed correctly.

API Endpoint Data Retrieval

Given a valid authenticated request to the preferences API endpoint, When the endpoint is called for a specific user, Then it returns a 200 OK response with the correct commute preference in JSON format.

Data Encryption Verification

Given stored preference data in the database, When inspecting the raw storage at rest, Then commute preference fields are encrypted, and when accessed through the application API, they are correctly decrypted.

Database Migration Integrity

Given an existing user table without preference fields, When the migration script runs, Then new preference columns are added without altering existing data or causing errors.

Scheduling Engine Accessibility

Given stored commute preferences for multiple users, When the scheduling engine requests preference data, Then it retrieves accurate preferences for all users within 500ms.

Commute Preference Clustering Algorithm Enhancement

"As a restaurant owner, I want the system to group shift assignments based on staff commute preferences so that teams travel efficiently and sustainably to the workplace."

Description

The clustering algorithm is enhanced to incorporate staff commute preferences as a weighted factor alongside geographic proximity, allowing the system to form clusters of employees with similar travel modes and routes. Configurable weight thresholds and performance optimizations ensure balanced cluster sizes and minimal travel times. This integration supports sustainable scheduling and improved team cohesion.

Acceptance Criteria

Cycling Preference Cluster Formation

Given a set of staff profiles where 10 employees prefer cycling and are located within a 5 km radius, when the clustering algorithm is executed with a cycling preference weight of 0.7, then at least 8 cycling-preferring employees should be assigned to the same cluster and the maximum geographic distance within that cluster should not exceed 10 km.

Public Transit Cohort Balancing

Given staff profiles with 12 employees preferring public transit spread across three neighborhoods, when the algorithm runs with a public transit weight of 0.6, then at least 75% of each resulting cluster’s members should prefer public transit and the cluster sizes should not differ by more than two employees.

Driving Mode Distribution Check

Given 15 staff profiles with mixed commute preferences, when generating clusters using a driving weight threshold of 0.5, then no cluster should contain more than 40% of members preferring driving and each cluster’s average travel time is minimized within a 15% variance from the optimal route-based average.

Configurable Weight Threshold Adjustment

Given an admin adjusts the commute preference weight sliders to 0.8 for cycling and 0.3 for public transit, when the clustering process is rerun, then the clusters should reflect the new weights by increasing cycling-preference homogeneity by at least 10% compared to the default settings.

Performance Optimization Validation

Given a roster of 100 staff with various commute preferences, when the clustering algorithm is invoked, then cluster formation must complete within 5 seconds and memory usage remains under 500MB without errors.

Preference-based Shift Matching Logic

"As a scheduler, I want the system to assign shifts considering staff commute preferences so that employees are more likely to arrive on time and satisfied with their assignments."

Description

Shift-matching logic is extended to prioritize assigning employees to shifts within clusters that align with their commute preferences. The system evaluates preferred clusters first and applies fallback strategies when necessary. Dynamic re-matching triggers updates when staff change preferences, ensuring assignments remain optimal. This approach improves punctuality and job satisfaction.

Acceptance Criteria

Initial Preferred Cluster Matching

Given an employee has set a commute preference and clusters are ranked; When the shift scheduler runs; Then the employee is assigned to an available shift in their highest-ranked preferred cluster before considering other clusters.

Fallback Strategy for Unavailable Preferred Shifts

Given no open shifts remain in any of the employee’s preferred clusters; When the scheduler completes primary matching; Then the system assigns the employee to the nearest available shift cluster based on distance metric.

Live Rematch on Preference Update

Given an employee updates their commute preference after initial schedule generation; When the update is saved; Then the system triggers dynamic re-matching and notifies affected employees of any shift changes within 5 minutes.

Conflict Resolution for Multiple Preferences

Given an employee has specified multiple commute methods with rank order; When scheduling conflicts arise; Then the system selects the shift cluster matching the highest-ranked available method and logs fallback decisions.

Sustainability Weighting Impact

Given sustainability scores are applied to clusters based on commute method; When generating schedules; Then clusters with higher sustainability alignment are prioritized for employees who enable eco-preference, adjusting assignment scores by at least 10%.

Commute Preference Reporting Module

"As a restaurant owner, I want to view reports on staff commute preferences so that I can understand travel patterns and optimize scheduling strategies."

Description

An analytics dashboard module visualizes aggregated staff commute preferences, cluster performance metrics, and the impact of preferences on scheduling efficiency. Interactive charts and exportable reports enable managers to analyze travel patterns, adjust cluster weightings, and support sustainability initiatives. This visibility aids in strategic decision-making and continuous improvement.

Acceptance Criteria

Commute Preference Distribution Visualization

Given the manager accesses the analytics dashboard When they select the ‘Commute Preferences’ panel Then a pie or bar chart displays aggregated staff commute preferences with accurate percentages and labeled segments

Cluster Performance Metrics Display

Given the manager views cluster analytics When they choose a specific cluster Then the dashboard shows average punctuality rates, shift fill rates, and preference alignment scores for that cluster

Customizing Cluster Weightings

Given the manager edits cluster weighting values When they input new weights and save changes Then the system updates the scheduling algorithm and reflects the new weights in real-time suggestions

Exporting Reports

Given the manager filters data and clicks ‘Export Report’ When they select CSV or PDF format Then the system generates and downloads a correctly formatted file matching on-screen data

Interactive Timeframe and Location Filtering

Given the manager applies timeframe and location filters When filters are saved Then the dashboard refreshes within 2 seconds to show data scoped to the selected parameters

EcoMeter

Calculates and displays estimated carbon emission savings achieved through optimized clusters and ride-sharing. Provides managers with visual reports on environmental impact, helping hospitality businesses meet their sustainability targets and engage eco-conscious staff.

Requirements

Real-time Carbon Dashboard

"As a restaurant manager, I want to view a real-time carbon emissions dashboard so that I can instantly track and understand the environmental savings generated by optimized shift clusters and shared rides."

Description

Implement a dynamic dashboard within EcoMeter that updates continuously to display estimated carbon emission savings achieved through optimized staff clusters and ride-sharing. The dashboard should visually represent real-time data with charts and key metrics, offering clear insights into daily, weekly, and monthly environmental impact. This feature integrates seamlessly with existing scheduling algorithms, pulling live data on shift assignments, shared rides, and distance calculations to compute accurate emission reductions. By providing immediate feedback on sustainability efforts, it empowers managers to make data-driven decisions, celebrate quick wins, and identify areas for further optimization in their operations.

Acceptance Criteria

Real-Time Emission Savings Display

Given a change in staff cluster assignments or ride-sharing data, When the EcoMeter dashboard is open, Then the displayed carbon emission savings must update within 5 seconds without requiring a manual refresh.

Dynamic Timeframe Metrics Visualization

Given the user selects daily, weekly, or monthly view, When the timeframe toggle is activated, Then the dashboard charts must accurately render the corresponding emission savings for the selected period with no data inconsistencies.

Seamless Integration with Scheduling Algorithm

Given new shift assignments are generated by the scheduling engine, When the algorithm completes recalculation, Then EcoMeter must pull the updated assignment data and recalculate emission reductions automatically with 100% data fidelity.

High-Load Chart Rendering Performance

Given the dashboard receives a high volume of shift and ride-sharing updates in quick succession, When rendering line and bar charts, Then the UI must remain responsive, with chart redraws completing in under 3 seconds and no dropped data points.

Visual Consistency Across Devices

Given a manager views the EcoMeter dashboard on desktop and mobile devices, When accessing charts and key metrics, Then the visual layout and data accuracy must be consistent and legible across all supported screen sizes.

Customizable Reporting Period Selector

"As a manager, I want to select a custom date range for my carbon savings reports so that I can analyze emission trends over any period relevant to my business goals."

Description

Enable managers to define custom date ranges—such as specific days, weeks, or months—for EcoMeter’s emission reports. This requirement involves creating an intuitive date-picker interface and backend support for querying historical scheduling and ride-sharing data. Once selected, the system will recalculate and display emissions savings for the chosen period, allowing flexible trend analysis. This integration enhances the product by giving users granular control over the timeframe of their environmental impact reviews, supporting better strategic planning and targeted sustainability initiatives.

Acceptance Criteria

Single Day Selection

Given the manager opens the EcoMeter report, When the manager sets both the start and end dates to the same calendar day, Then the system queries historical scheduling and ride-sharing data for that day and displays the recalculated carbon emission savings for that single date, formatted correctly.

Week Range Selection

Given the manager opens the date-picker interface, When the manager selects a start date and then selects a date six days later as the end date, Then the system recalculates emissions for the full seven-day period, displays the total and average savings, and labels the report with the correct date range.

Full Month Selection

Given the manager chooses a predefined month view, When the manager selects the first and last days of a specific calendar month, Then the system queries and displays emissions data for the entire month and updates the report heading to 'Month YYYY'.

Cross-Month Custom Range

Given the manager sets the start date to the last day of one month and the end date to the first day of the next month, When the manager applies the selection, Then the system aggregates data across both months and displays the combined emission savings for the multi-month range.

Invalid Date Range Handling

Given the manager selects an end date earlier than the start date, When the manager attempts to apply the invalid range, Then the date-picker displays a clear error message and disables the 'Apply' button until the date range is corrected.

Exportable Impact Reports

"As a manager, I want to export my carbon emission savings reports in PDF and CSV formats so that I can share them with stakeholders and include them in my business reviews."

Description

Develop functionality for exporting EcoMeter’s visual reports and underlying data into PDF and CSV formats. This requirement covers generating well-formatted PDFs that include charts, summary statistics, and annotations, as well as creating CSV files containing raw data points. Exports should be triggered via a user-friendly ‘Download Report’ button and integrate with the existing reporting module. By facilitating easy sharing and archival of sustainability data, this feature helps managers communicate progress with stakeholders, meet audit requirements, and incorporate environmental metrics into broader business reports.

Acceptance Criteria

PDF Report Generation

Given a manager views an EcoMeter report and clicks 'Download Report', when the system generates the PDF, then the file must include all on-screen charts, summary statistics, and annotations; the filename must follow the specified convention; the download should complete within 5 seconds; and the file size must not exceed 5 MB.

CSV Data Export

Given a manager clicks 'Download CSV', when the system prepares the CSV file, then it must contain all raw data points with correct headers, match the on-screen dataset row count, contain no empty fields, and open without errors in standard spreadsheet software.

Bulk Report Archival

Given a user selects multiple reports and clicks 'Download All', when the system processes the request, then it must compress individual PDF and CSV files into a single ZIP, include all chosen reports in their correct formats, and complete the download within 10 seconds.

Mobile Download of Reports

Given a user is on a mobile device and taps 'Download Report', when the system initiates the export, then it must launch the download of the selected format, show a confirmation message, and the file must be retrievable from the device's storage.

Report Filename Convention

Given any export action, when the file is generated, then its name must strictly follow 'EcoMeter_Report_<ReportName>_<YYYYMMDD>.<extension>' format, with correct report name, current date, and appropriate file extension.

Staff Eco-Achievement Badges

"As a staff member, I want to earn eco-achievement badges for contributing to carbon savings so that I feel motivated and recognized for my sustainability efforts."

Description

Introduce a gamification layer by awarding digital badges to staff members based on individual contributions to overall carbon savings. This requirement entails defining badge tiers (e.g., Bronze, Silver, Gold) tied to emission thresholds, designing badge graphics, and integrating them into the mobile app profile view. The system must calculate each staff member’s participation in shared rides and optimized clustering, updating badges in real time. This feature boosts employee engagement, reinforces sustainable behavior, and fosters friendly competition within the team.

Acceptance Criteria

Real-time Badge Awarding Upon Ride Participation

Given a staff member completes a shared ride and the system records the ride details, When the ride’s carbon savings are processed, Then the system awards the appropriate badge tier based on the cumulative carbon savings.

Badge Level Upgrade Visualization

Given a staff member’s cumulative carbon savings crosses a predefined threshold, When the new badge tier is achieved, Then the mobile app displays a visual animation showing the badge upgrade.

Badge Display on Mobile Profile

Given a staff member opens their mobile profile, When badges have been awarded, Then the system displays all earned badges in the profile view sorted by tier.

Emission Threshold Calculation Accuracy

Given multiple shared rides and optimized clustering events, When calculating total emissions saved, Then the system aggregates and compares against badge thresholds with 100% accuracy.

Badge Update Latency

Given a new qualifying ride data entry, When the system processes the entry, Then the staff member’s badge status is updated within 5 seconds.

Carbon Saving Goals & Alerts

"As a manager, I want to set carbon saving goals and receive alerts when we’re not meeting targets so that I can take corrective actions promptly."

Description

Allow managers to set monthly or quarterly carbon emission reduction targets within EcoMeter and configure automated alerts when the team is off-track. This requirement involves creating goal-setting UI components, backend support for target comparison, and a notification system that sends email or in-app alerts at predefined intervals. Alerts should include actionable insights on how to improve clustering or ride-share usage. By providing goal visibility and timely prompts, this feature helps maintain focus on sustainability objectives and drives continuous improvement.

Acceptance Criteria

Setting Monthly Carbon Reduction Target

Given the manager accesses the EcoMeter goal-setting UI, When they enter a monthly carbon reduction value between 0 and 10000 kg and click Save, Then the system validates the input, persists the target in the database, and displays a confirmation message within 3 seconds.

Editing Quarterly Carbon Emission Goals

Given an existing quarterly goal is displayed, When the manager updates the target value and saves changes, Then the system updates the stored goal, adjusts alert thresholds accordingly, and shows an 'Update Successful' notification.

Automated Alert Trigger When Off-Track

Given the current emission data and defined goal, When the system determines the cumulative emissions exceed the projected threshold by 10%, Then it generates an alert record flagged as 'Off-Track' for the manager.

Email Notification Delivery

Given an 'Off-Track' alert is generated, When the predefined alert interval elapses, Then the system sends an email to the manager's registered address with goal status details and actionable insights within 5 minutes.

In-App Alert Visibility

Given an 'Off-Track' alert exists, When the manager opens the RotaSpark app, Then the alert appears in the notifications center with a summary and a link to detailed insights, marked as unread until the manager views it.

Goal Achievement Notification

Given the team meets or exceeds the carbon reduction goal by the end of the period, When the system processes final data for the period, Then it sends a congratulatory alert in-app and via email summarizing the achievement and next steps.

ClusterAlert

Monitors unexpected changes such as traffic delays, transit disruptions, or last-minute availability shifts, and sends proactive notifications to managers and affected staff. Enables swift re-clustering or alternative route suggestions, ensuring smooth operations and reliable coverage.

Requirements

Real-Time Disruption Detection

"As a restaurant manager, I want the system to detect scheduling disruptions in real time so that I can respond immediately to avoid shift gaps."

Description

Continuously ingest and monitor data from traffic, transit, weather, and staff availability sources to identify unexpected disruptions affecting scheduled shifts. The system evaluates incoming data against predefined thresholds to detect delays, cancellations, or route blockages in real time, integrates seamlessly with the existing scheduling engine, and automatically triggers alerts when anomalies are detected, ensuring managers receive immediate notifications to prevent coverage gaps and maintain operational continuity.

Acceptance Criteria

Traffic Delay in Delivery Route

Given real-time traffic data shows average speed on a scheduled route falls below 10 mph for more than 5 minutes, when the system ingests this data, then it triggers an alert and sends notifications to the manager and all affected staff via mobile push within 60 seconds and flags the shift as 'At Risk' in the scheduling engine.

Public Transit Line Closure

Given the transit API reports a line closure affecting a staff member’s commute, when the disruption duration exceeds 15 minutes, then the system sends an alert with suggested alternative routes to the manager and affected staff within 2 minutes of detection.

Severe Weather Affecting Staff Commute

Given the weather service reports a severe weather event in a staff member’s area, when the event severity meets or exceeds predefined thresholds, then the system identifies all impacted staff, sends them safe-route suggestions within 5 minutes, and notifies managers of potential coverage gaps.

Unplanned Staff Cancellation

Given a staff member marks themselves unavailable less than 2 hours before a scheduled shift, when the availability update is received, then the system notifies the manager and at least two backup staff within 1 minute and updates the shift fill recommendations accordingly.

Multiple Simultaneous Disruptions

Given more than three distinct disruptions are detected across different data sources within a 10-minute window, when the system aggregates these events, then it generates a high-priority summary alert for the manager within 1 minute, listing each disruption and impacted shifts.

Customizable Alert Rules

"As a manager, I want to customize alert criteria so that I only receive relevant notifications and avoid alert fatigue."

Description

Provide an intuitive interface for managers to define and adjust alert criteria—such as delay thresholds, transit disruptions, or staff availability changes—and configure recipient groups and notification conditions. This flexibility reduces false positives and ensures only relevant, high-priority alerts are delivered, integrating with user profiles and preferences to tailor alert frequency and content for each team member.

Acceptance Criteria

Traffic Delay Threshold Setup

Given a manager opens the Alert Rules interface When they set a traffic delay threshold to 15 minutes and save Then the system persists the rule, displays a confirmation, and triggers alerts for future delays exceeding 15 minutes

Transit Disruption Alert Configuration

Given a manager selects a transit disruption event type When they enable the alert and specify affected routes Then the system records the configuration and sends notifications when disruptions occur on those routes

Staff Availability Change Alert Setup

Given a manager defines an alert for staff availability changes When a staff member updates their availability Then the system sends an alert to the configured recipient group within 1 minute

Recipient Group and Notification Channel Assignment

Given a manager configures recipient groups and channels When they select team leads via email and SMS for alerts Then alerts are delivered to the specified channels for the chosen recipients

Personalized Alert Frequency Configuration

Given a manager assigns alert frequency preferences per team member When alerts are generated Then each member receives notifications no more frequently than their set preference

Multi-Channel Notification Delivery

"As a staff member, I want to receive disruption alerts through my preferred channel so that I don't miss critical updates."

Description

Implement multi-channel delivery via SMS, in-app push notifications, email, and third-party messaging platforms (e.g., Slack) based on user preferences and alert urgency. The system automatically selects the optimal channel per user profile, retries failed deliveries, and logs all notification attempts, ensuring critical alerts reach staff and managers promptly regardless of their communication habits.

Acceptance Criteria

SMS Notification Delivery Based on User Preference

Given a manager sets notification preference to SMS and an urgent alert is triggered, when the system sends the alert, then the staff member receives an SMS within 1 minute of the alert being generated.

In-App Push Notification for High-Urgency Alerts

Given a high-urgency ClusterAlert event occurs and the user has the app installed with push notifications enabled, when the alert is dispatched, then the user sees a push notification in the app within 30 seconds, even if the app is in the background.

Email Notification for Non-Urgent Alerts

Given a non-urgent ClusterAlert event and the user’s preference is email, when the system processes the alert, then an email is sent to the user’s registered email address within 5 minutes, containing the alert details and suggested actions.

Third-Party Messaging via Slack

Given the user has integrated their Slack workspace and enabled Slack notifications, when an alert requiring re-clustering is generated, then a message with the alert details and suggested alternative routes is posted to the designated Slack channel within 1 minute.

Retry Mechanism and Logging for Failed Deliveries

Given an initial notification attempt fails due to network or service error, when the system retries delivery up to three times with exponential backoff, then each retry is logged with timestamp, channel, outcome, and error details, and a final status is recorded after the third attempt.

Automated Re-Clustering Suggestions

"As a manager, I want to get suggested reassignments for disrupted shifts so that I can quickly fill gaps without manual planning."

Description

When a disruption is detected, automatically generate optimized recommendations for reassigning staff or adjusting routes. The engine considers proximity, shift eligibility, skill requirements, and current availability, then ranks potential cluster adjustments by feasibility and minimal operational impact. Integration with the scheduling module allows one-click adoption of suggested changes to restore full coverage swiftly.

Acceptance Criteria

Traffic Delay Re-Clustering Scenario

Given the system detects a traffic delay affecting a scheduled staff member, when generating re-clustering suggestions, then the top three recommendations must be presented within 2 seconds, each selecting staff within 5km radius who meet role and availability requirements, and ranked by feasibility score.

Transit Disruption Reassignment Scenario

Given a public transit disruption is reported, when recalculating clusters, then the engine must filter eligible staff based on current availability and skills, exclude those with transit conflict, and display at least two alternative routes with recommended staff reassignments within the UI.

Last-Minute Staff Cancellation Scenario

Given a staff member cancels less than 2 hours before shift, when triggering automated suggestions, then the system must propose at least three replacement assignments, ensure compliance with shift eligibility rules, and update the schedule upon one-click acceptance without additional manual changes.

Skill-Based Matching Reassignment Scenario

Given a specialty skill requirement change is detected, when running re-clustering, then the suggestions must prioritize staff with matching certifications, ensure no overtime conflicts, and include a feasibility score for each option.

One-Click Adoption Workflow Scenario

Given a set of re-clustering suggestions is displayed, when the manager selects the one-click adoption button, then the schedule must update immediately, notify affected staff, and reflect the changes both on web and mobile within 30 seconds.

ClusterAlert Dashboard

"As a manager, I want to view all active disruption alerts and responses in one dashboard so that I can make informed decisions quickly."

Description

Offer a dedicated dashboard that presents all active disruption alerts, current statuses, recommended actions, and staff acknowledgments in a unified view. Include filters by location, severity, and time, along with real-time metrics on alert frequency and resolution times. This centralized interface enhances situational awareness and supports data-driven decision-making during operational disruptions.

Acceptance Criteria

Viewing Active Disruption Alerts Dashboard

Given a manager is logged in, when they navigate to the ClusterAlert Dashboard, then they see all active disruption alerts displayed in a table with columns for alert ID, location, severity level, timestamp, recommended action, and staff acknowledgment status; and new alerts appear within 5 seconds of generation.

Filtering Alerts by Location, Severity, and Time

Given the dashboard is displayed, when the manager applies location, severity, and time filters, then only alerts matching the selected criteria are shown and the total count reflects the filtered set.

Viewing Real-time Metrics on Alert Frequency

Given the ClusterAlert Dashboard is open, when the metrics panel loads, then it displays a graph of current alert frequency updated every minute and an average resolution time for the last 24 hours.

Acknowledging Alerts by Staff

Given an alert is assigned to a staff member, when the staff member selects 'Acknowledge' in the mobile app or dashboard, then the acknowledgment status updates to 'Acknowledged' in the dashboard within 10 seconds and logs the staff member's ID and timestamp.

Performing Recommended Actions from Dashboard

Given an alert is displayed with a recommended action, when the manager clicks the recommended action link, then a view opens showing suggested alternative routes or cluster reconfigurations with options to confirm or modify, and upon confirmation, the alert status updates to 'Action Taken'.

Product Ideas

Innovative concepts that could enhance this product's value proposition.

SwapSwoop

Enable staff to swap shifts with a single swipe, auto-notifying managers and peers to slash coordination delays.

Idea

ComplyRadar

Continuously scan schedules for overtime risks and legal violations, sending instant alerts to prevent fines and protect staff wellbeing.

Idea

PayPulse Preview

Display live payroll cost estimates as you build rosters, helping managers optimize budgets and avoid unexpected wage overruns.

Idea

Onboard Flash

Guide new staff through digital forms, training modules, and instant account creation in under five minutes.

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MoodMeter Feed

Collect quick post-shift mood scores and comments, visualizing team morale trends to inform scheduling and boost engagement.

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ClusterCommute

Group nearby staff into shift clusters by location, reducing commute times and emissions with geo-aware roster suggestions.

Idea

Press Coverage

Imagined press coverage for this groundbreaking product concept.

RotaSpark Launches AI-Powered SmartMatch to Streamline Shift Swaps and Boost Staff Satisfaction

Imagined Press Article

New York, NY – 2025-05-23 – RotaSpark, the leading shift-scheduling automation platform for independent restaurant and café owners, today unveiled SmartMatch, an AI-powered engine designed to simplify and accelerate the process of shift swapping. Built exclusively for the hospitality industry, SmartMatch analyzes employee availability, qualifications, historical preferences and swap patterns to recommend the optimal candidates for every open shift, reducing coordination overhead and ensuring smooth service continuity. Hospitality operators have long struggled with the manual effort and last-minute chaos associated with filling coverage gaps. Traditional swap requests often involve lengthy group messages, phone calls and manual cross-checking of rosters, leading to delayed responses and service disruptions. SmartMatch automates this process by instantly identifying and notifying the best-fit team members, cutting response times by up to 60 percent in beta testing and delivering a frictionless experience for managers and staff alike. “SmartMatch represents a major step forward in our mission to eliminate scheduling headaches for independent hospitality businesses,” said Jane Doe, CEO of RotaSpark. “By leveraging advanced machine learning models trained on real-world shift data, we’re empowering managers to solve coverage challenges in seconds rather than hours, while giving employees more clarity and control over their work schedules.” Key benefits of SmartMatch include: • AI-Driven Recommendations: SmartMatch evaluates availability, certifications (e.g., barista, line cook), tenure, past swap acceptance rates and personal preferences to rank the best-suited candidates for any open shift. • PriorityPing Integration: The feature seamlessly integrates with RotaSpark’s PriorityPing system, ensuring that high-priority staff—on-call specialists or critical roles—receive immediate notifications when suitable swaps arise. • Real-Time SwapBoard Updates: Any recommended matches appear instantly on the SwapBoard dashboard, where employees can claim open shifts with a single tap, triggering an automated approval workflow or Manager Override if necessary. • Configurable Approval Flows: Managers retain control through customizable swap policies, enabling one-click approvals, automatic escalations or manual reviews based on role, location or business hours. In a recent pilot program with a group of 50 cafés across North America, SmartMatch delivered: • 45% faster average response time to swap requests. • 30% increase in overall swap acceptance rates. • 20% reduction in unfilled shift incidents during peak service hours. “Before SmartMatch, we juggled text threads and spreadsheets just to cover an extra shift,” said Emma Rodriguez, owner of Brew Haven Café in Seattle and an early tester of the new feature. “Now suggestions pop up instantly in RotaSpark, and my team picks them up right from their phones. It’s a total game-changer for our weekend rush.” SmartMatch is available immediately to all RotaSpark customers on the Premium and Enterprise plans, with rollout to Core plan users scheduled for July 2025. Existing users can activate SmartMatch via the in-app feature manager and attend one of RotaSpark’s live training webinars to optimize their swap workflows. About RotaSpark Founded in 2021, RotaSpark equips independent restaurant and café owners with intuitive, hospitality-focused shift scheduling tools. By automating roster creation, mobile sharing and real-time notifications, RotaSpark empowers teams to fill shifts in minutes, eliminate last-minute gaps and build reliable workforces without the chaos of spreadsheets. Media Contact: RotaSpark Communications Team Email: press@rotaspark.com Phone: +1 (212) 555-0198 Website: www.rotaspark.com

RotaSpark Debuts ClusterCommute to Cut Staff Commutes and Slash Carbon Footprint

Imagined Press Article

San Francisco, CA – 2025-06-01 – RotaSpark, the pioneering scheduling and workforce optimization platform for the hospitality sector, today announced the launch of ClusterCommute, its innovative geo-aware scheduling feature designed to reduce employee travel times, lower carbon emissions and improve team punctuality. By intelligently grouping nearby staff into shift clusters based on real-time traffic data, transit schedules and individual commute preferences, ClusterCommute revolutionizes the way café and restaurant managers plan rosters. Long commutes and unpredictable traffic patterns are major pain points for hospitality workers, often resulting in late arrivals, higher turnover and increased operational strain. ClusterCommute addresses these challenges by analyzing staff home locations alongside public transit routes, cycling lanes and driving times, then recommending roster patterns that minimize overall travel distances. The feature enhances employee satisfaction, boosts on-time performance and supports eco-friendly business practices. “Hospitality teams work tirelessly to deliver exceptional guest experiences, yet many struggle with the stress and unpredictability of daily commutes,” said Jane Doe, CEO of RotaSpark. “ClusterCommute empowers managers to plan shifts that align with staff travel realities, creating a win–win: happier employees who spend less time on the road, and businesses that benefit from improved reliability and greener operations.” ClusterCommute offers: • CommuteOptimizer Engine: Aggregates real-time traffic and transit data to calculate optimal shift clusters that minimize total travel time for all employees. • RideMatch Integration: Facilitates carpooling by automatically pairing staff living in proximity, complete with in-app messaging, shared itineraries and calendar integration. • TravelMode Preference Settings: Allows employees to specify preferred commute modes—cycling, public transit or driving—ensuring personal comfort and sustainability goals are factored into the schedule. • EcoMeter Reporting: Calculates estimated carbon emission savings achieved through optimized clustering and ride-sharing initiatives, delivering visual impact reports for management and customers. • ClusterAlert Notifications: Monitors transit disruptions, traffic incidents and last-minute availability changes, sending proactive alerts and alternative cluster recommendations to keep operations running smoothly. During a six-week trial with 30 franchise cafés in California, ClusterCommute produced measurable results: • 25% reduction in average staff commute times. • 18% decrease in late arrivals across participating outlets. • Estimated 12 metric tons of CO₂ saved through ride-sharing and optimized routes. “Since implementing ClusterCommute, our team’s energy and morale have skyrocketed,” said Evan Greene, manager of GreenLeaf Café in Oakland. “Staff no longer dread the city commute, and our on-time rate has improved dramatically. Plus, our customers love that we’re cutting emissions—it’s a genuine competitive advantage.” ClusterCommute is available immediately for Enterprise plan customers, with rollout to Premium subscribers scheduled for July 2025. RotaSpark will host a series of virtual training sessions and provide best-practice guides to help managers configure geographic clusters and promote ride-sharing incentives. About RotaSpark Established in 2021, RotaSpark automates shift scheduling for independent restaurant and café owners. With hospitality-focused templates and instant mobile sharing, managers fill shifts in minutes, staff set their own availability on the go and teams stay reliable without spreadsheet chaos. Media Contact: RotaSpark Press Team Email: media@rotaspark.com Phone: +1 (415) 555-0246 Website: www.rotaspark.com

RotaSpark Unveils MoodAlerts and ScheduleSync to Elevate Team Morale and Optimize Rosters

Imagined Press Article

Chicago, IL – 2025-06-10 – RotaSpark, the leading shift-scheduling and workforce analytics platform for hospitality businesses, today announced the general availability of MoodAlerts and ScheduleSync, two groundbreaking features that empower managers to measure team sentiment in real time and integrate morale insights directly into roster planning. This innovative suite transforms how café and restaurant owners monitor employee well-being, enabling data-driven scheduling that enhances satisfaction and performance. Amid rising concerns over staff burnout and turnover in the hospitality industry, managers often lack visibility into team morale and its impact on operational continuity. MoodAlerts and ScheduleSync close this gap by combining rapid post-shift mood scoring with intelligent roster recommendations, ensuring employees are scheduled in roles and time slots where they thrive. “Mood matters just as much as manpower in hospitality,” said Jane Doe, CEO of RotaSpark. “By giving managers clear, actionable visibility into team sentiment, we’re helping businesses foster a positive work environment, reduce burnout and maintain a reliable workforce—without adding administrative burden.” Key capabilities include: • MoodAlerts: Instantly notifies managers when average post-shift mood scores dip below configurable thresholds or when sudden negative spikes occur, prompting timely check-ins and interventions. • MoodTrends Dashboard: Provides interactive charts visualizing mood scores and qualitative feedback over time, highlighting recurring patterns, peak stress periods and sentiment differences by role or location. • HeatmapView: Displays a color-coded calendar heatmap of mood data across shifts, days and weeks, enabling managers to spot high-stress windows and balance workload distribution proactively. • MoodTagger NLP: Uses natural language processing to classify open-ended post-shift comments into themes such as workload, team dynamics or environmental factors, surfacing critical insights into root causes of dissatisfaction. • ScheduleSync Integration: Leverages historical morale data to recommend optimal shift assignments based on past performance, ensuring employees are placed in roles where they perform best and feel most engaged. In early adopter trials with 20 multi-branch operators, RotaSpark recorded: • 15% improvement in average team mood scores within four weeks of feature adoption. • 10% reduction in unscheduled absences and late arrivals. • 12% increase in positive employee feedback during performance reviews. “Implementing MoodAlerts gave us the foresight to adjust schedules before stress escalated,” said Clara Nguyen, Health and Safety Officer at UrbanBite Restaurants. “We’ve seen happier teams and smoother service during peak hours. ScheduleSync’s targeted recommendations are like having a morale-driven personal assistant for each manager.” MoodAlerts and ScheduleSync are included in RotaSpark’s Premium and Enterprise tiers, with feature enablement available immediately through the RotaSpark admin console. Live training webinars and on-demand best-practice resources will be offered to help customers maximize the impact of morale-driven scheduling. About RotaSpark RotaSpark automates shift scheduling and workforce analytics for independent hospitality businesses. Since 2021, the platform has empowered owners and managers with intuitive scheduling templates, mobile sharing, real-time notifications and advanced analytics—enabling teams to operate efficiently, stay engaged and deliver exceptional guest experiences. Media Contact: RotaSpark Marketing & Communications Email: newsroom@rotaspark.com Phone: +1 (312) 555-0372 Website: www.rotaspark.com

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