Restaurant Workforce Management

PulseSync

Staff Calm. Chaos Gone. Shifts Filled.

PulseSync gives independent restaurant managers a powerful, unified dashboard to conquer shift chaos. Instantly fill open shifts and alert staff in real time with AI-driven scheduling, eliminating frantic calls and costly understaffing. Keep every shift covered, cut last-minute emergencies by 40%, and empower teams to work smoothly, even amid high turnover.

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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 to achieve effortless staffing and thriving teams through intelligent, unified workforce management.
Long Term Goal: By 2028, enable 20,000 independent restaurants to reduce shift-related disruptions by 50% and raise employee retention by 35% through seamless, AI-driven workforce management.
Impact: Reduces last-minute shift gaps by 40% and labor costs by 30% for independent restaurant managers within three months, ensuring consistent staffing coverage, decreasing emergency schedule changes by 50%, and directly improving both employee satisfaction and customer service ratings.

Problem & Solution

Problem Statement: Independent restaurant managers face constant last-minute shift gaps due to unreliable communication and chaotic scheduling. Existing generic scheduling tools fail to provide real-time, industry-tailored solutions, leaving managers overstretched and shifts chronically understaffed.
Solution Overview: PulseSync unifies staff scheduling and communication in a single dashboard, using AI to instantly auto-fill open shifts with available team members. Managers eliminate last-minute texts and chaos, ensuring every shift is covered and reducing understaffing with real-time notifications and intelligent shift suggestions.

Details & Audience

Description: PulseSync empowers independent restaurant managers to end scheduling chaos with one unified platform for real-time staff communication and AI-driven shift auto-fills. Designed for operators juggling high-turnover teams, it instantly connects available staff to open shifts, slashing last-minute emergencies. Its AI auto-suggest engine uniquely predicts and fills scheduling gaps, reducing shift gaps by up to 40% and labor costs by 30%.
Target Audience: Independent restaurant managers (25-45) battling chaotic shift coverage and turnover, who embrace tech for smoother operations.
Inspiration: One chaotic Friday night, I watched a restaurant manager frantically juggling half a dozen phones, firing off desperate texts and calls after a server no-show. Meanwhile, customers grew impatient and staff morale crumbled under the pressure. Right then, it hit me—independent restaurants needed a real-time, intelligent way to fill shifts instantly and restore calm before chaos could ripple out to guests and teams.

User Personas

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

Balance-Seeker Bella

- 38-year-old bistro owner - Married mother of two - BA in Hospitality Management - Annual revenue $120k

Background

After five years as a corporate chef, Bella opened her bistro to prioritize creativity. Early burnout from manual scheduling led her to adopt PulseSync for structured, stress-free shifts.

Needs & Pain Points

Needs

1. Automated weekend shift fills that respect personal time 2. Advance schedule forecasting for balanced workload 3. Quick mobile alerts to avoid late-night calls

Pain Points

1. Family dinners interrupted by panicked shift calls 2. Weekend burnout from inefficient manual scheduling 3. Late-night admin tasks cut into rest

Psychographics

- Values personal time as precious resource - Seeks predictable schedules, hates unpredictability - Trusts AI to reduce stress - Balances intuition with data-driven decisions

Channels

1. PulseSync mobile app alerts 2. WhatsApp scheduling group 3. Email daily digests 4. Facebook owner forums 5. LinkedIn hospitality network

Pop-Up Pete

- 29-year-old solo caterer - Single, event planning degree - Operates two pop-up venues - $45k annual earnings

Background

Starting with farmers market pop-ups, Pete scaled to multi-venue events. Chronic no-shows pushed him to PulseSync’s instant staffing alerts.

Needs & Pain Points

Needs

1. Instant access to vetted temp staff pools 2. Real-time no-show replacements without manual calls 3. Simple event-specific shift customization options

Pain Points

1. Empty event tables due to last-minute no-shows 2. Overwhelming call trees scrambling replacements 3. Inventory mismatches from unclear headcounts

Psychographics

- Thrives on spontaneous event challenges - Values community referrals over agencies - Anxious when shifts go unfilled - Embraces last-minute hustle for profit

Channels

1. SMS shift offers 2. PulseSync web portal 3. Instagram direct messages 4. Eventbrite integration notifications 5. Local catering Slack

Retention Ranger Rachel

- 42-year-old HR manager - Oversees five restaurant locations - MA in Organizational Psychology - $85k annual salary

Background

Fifteen years in hospitality HR exposed Rachel to high turnover. She integrated PulseSync analytics to identify at-risk staff early.

Needs & Pain Points

Needs

1. Early warning alerts for high churn risk 2. Engagement metrics to tailor retention programs 3. Seamless onboarding progress tracking in dashboard

Pain Points

1. Blindspots in early churn despite manual surveys 2. Reactive retention measures waste time and budget 3. Data silos hinder comprehensive staff insights

Psychographics

- Champions data-driven staff retention strategies - Empathetic advocate for employee well-being - Anticipates churn with predictive insights

Channels

1. PulseSync analytics dashboard 2. Monthly email reports 3. Zoom retention meetings 4. HRIS API sync 5. LinkedIn Learning groups

Integrator Ivan

- 34-year-old systems integration consultant - Contractor with tech firms - BS in Computer Science - $95k annual contract fees

Background

Former network administrator turned SaaS integrator, Ivan has deployed scheduling systems across 50 restaurants. He demands clear PulseSync APIs for seamless launches.

Needs & Pain Points

Needs

1. Comprehensive API documentation with code examples 2. Reliable sandbox environment for integration testing 3. Priority technical support for urgent issues

Pain Points

1. API endpoint inconsistencies break deployments unpredictably 2. Undocumented edge cases stall integration projects 3. Slow support responses delay restaurant go-lives

Psychographics

- Demands bulletproof APIs, zero downtime - Solves integration puzzles under tight deadlines - Values thorough documentation above all

Channels

1. PulseSync developer portal 2. GitHub documentation 3. Slack integration community 4. Email support tickets 5. Tech meetup workshops

Product Features

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

InstantMatch

Automatically pairs idle staff with the closest open shifts in real time, reducing coverage gaps by instantly filling openings and minimizing manual outreach.

Requirements

Real-time Shift Matching

"As a restaurant manager, I want the system to automatically match idle staff with open shifts in real time so that I can maintain full coverage without manual intervention."

Description

The system must continuously monitor open shifts and idle staff statuses, automatically pairing available employees with open positions as soon as they arise. This feature ensures that shift coverage gaps are addressed immediately, reducing manual outreach and minimizing downtime. It integrates with the scheduling database and staff status API to maintain up-to-the-second accuracy of availability and open shift data.

Acceptance Criteria

Immediate Matching on Shift Opening

Given a new shift is created and marked as open, when the system detects the open status, then it assigns an available staff member within 3 seconds based on proximity.

Staff Alert and Acceptance Workflow

Given a staff member is notified of an available shift, when they acknowledge acceptance within 2 minutes, then the system marks the shift as filled and notifies the manager.

Idle Staff Location Prioritization

Given multiple idle staff are available, when matching to an open shift, then the system prioritizes staff by shortest distance and highest suitability score.

Real-Time Data Sync Verification

Given updates from the scheduling database or staff status API, when data changes occur, then the matching engine reflects changes within 5 seconds without data inconsistency.

Failure Handling and Retry Mechanism

Given the matching process fails due to network or API error, when the error is detected, then the system retries up to 3 times and logs the failure if unsuccessful.

Staff Availability Integration

"As a scheduler, I want the system to merge staff availability data from all sources so that only truly available employees are considered for shift assignments."

Description

The feature must aggregate staff availability data from multiple sources, including employee self-reported schedules, approved time-off requests, and real-time clock-in/out statuses. It should reconcile conflicting data and present a unified view of who is currently idle and eligible for extra shifts. This ensures accurate availability tracking and prevents double-booking or scheduling conflicts.

Acceptance Criteria

Aggregating Multiple Availability Sources

Given the system ingests data from self-reported schedules, approved time-off requests, and real-time clock-in/out statuses When data is aggregated Then a unified availability list is produced with no duplicate entries and conflicts are resolved according to precedence rules (approved time-off > self-reported schedule > clock statuses).

Resolving Conflicting Availability Data

Given overlapping time-off requests and self-reported availability records When conflicts are detected Then the system applies predefined resolution rules to mark staff as unavailable and logs all conflict resolution events.

Real-Time Idle Staff Detection

Given staff members clock out or complete a shift within the last 15 minutes When the system processes clock-in/out statuses Then those staff are flagged as idle and eligible for extra shifts if no conflicting time-off is recorded.

Unified Availability View Presentation

Given aggregated availability data from all sources When a manager opens the dashboard Then the interface displays a real-time list of idle and eligible staff with clear source labels (Schedule, Time-off, Clock-status).

Preventing Double-Booking

Given a staff member is already assigned to an existing or upcoming shift When a manager attempts to assign them to another overlapping shift Then the system prevents the assignment and displays an alert explaining the scheduling conflict.

Geolocation-based Proximity Detection

"As an on-call staff member, I want to receive shift offers for locations near me so that I can respond quickly and avoid long commutes."

Description

The system must determine each staff member's current location via mobile device GPS or IP-based location services, calculate proximity to restaurant branches, and prioritize shift offers to those closest. This reduces transit time, improves response rates, and ensures quick shift coverage. Privacy settings and opt-in preferences must be respected.

Acceptance Criteria

Staff Location Detection Fallback Mechanism

Given a staff member has granted GPS access, when the mobile app requests location, then it shall retrieve GPS coordinates with ±10m accuracy; if GPS is unavailable or permission denied, then it shall fallback to IP-based location with ±500m accuracy.

Privacy Opt-In Enforcement

Given a staff member has not opted in to location sharing, when the system attempts to access their location, then access shall be denied and no location data shall be transmitted.

Proximity Calculation Accuracy

Given current coordinates of staff and restaurant branches, when computing distances, then the system shall calculate the geodesic distance using the haversine formula within a ±50m margin of error.

Shift Offer Prioritization by Proximity

Given multiple idle staff and an open shift at a branch, when generating shift offers, then the system shall order staff ascending by distance and notify staff sequentially starting with the closest.

Real-Time Location Update Frequency

Given the app is active in background mode, when a staff member moves more than 100m from their last recorded position, then the system shall update their location on the server within 60 seconds.

Instant Notifications and Alerts

"As a staff member, I want to be notified instantly when I'm matched to a shift so that I can respond promptly."

Description

The platform must send immediate push notifications, SMS, or in-app alerts to staff when they are matched to a shift or when new openings arise. Notifications should include shift details (time, location, role) and accept/decline options. Delivery confirmations and retry mechanisms must be implemented to ensure reliability.

Acceptance Criteria

Immediate Shift Match Notification

Given a staff member is matched to a shift When the match occurs Then a push notification, SMS, or in-app alert is delivered within 5 seconds And the notification contains shift time, location, and role And accept and decline buttons are displayed

Notification Delivery Confirmation

When a notification is sent Then the system records a delivery confirmation within 10 seconds And if no confirmation is received, a retry is scheduled after 30 seconds

Staff Accepts Shift via Notification

Given a staff member receives a notification When the staff taps Accept Then the system confirms the acceptance within 2 seconds And the shift is marked as covered in the dashboard And all other pending notifications for that shift are canceled

Staff Declines Shift Notification

Given a staff member receives a notification When the staff taps Decline or dismisses the notification Then the system marks the match as declined within 2 seconds And automatically offers the shift to the next best candidate

Notification Retry Mechanism

Given a notification delivery fails When no delivery confirmation is received after 30 seconds Then the system retries sending up to 3 times at 30-second intervals And logs each retry attempt with timestamp and status And sends an alert to the admin if all retries fail

AI-driven Suggestion Ranking

"As a manager, I want the system to suggest the best-qualified staff first so that I can ensure high-quality service and efficient coverage."

Description

Leverage AI algorithms to rank potential staff candidates for each open shift based on factors like past attendance reliability, skill match, distance, and user-defined preferences. The ranking should optimize for coverage speed and staff satisfaction, presenting the top candidates first. The AI model should continuously learn from acceptance and performance outcomes.

Acceptance Criteria

Real-Time Candidate Ranking Display

Given an open shift requiring coverage When the manager activates InstantMatch Then the system calculates AI scores for all eligible staff and displays the top five candidates in descending order within two seconds

Preference-Based Candidate Ordering

Given user-defined preferences for skills and availability When matching candidates Then the AI ranking algorithm weights preferences and positions candidates matching ≥80% of preferences in the top three suggestions

Continuous Learning Adjustment

Given historical acceptance, rejection, and performance data When a staff member accepts or rejects a suggested shift or completes a shift Then the AI model retrains weekly and achieves at least 10% improvement in ranking accuracy over four weeks

Distance-Based Prioritization

Given candidates with identical skills and reliability metrics When ranking candidates Then those within a 15-minute travel radius appear above candidates with longer travel times

Reliability-Weighted Suggestion Ordering

Given attendance reliability scores for staff When generating shift suggestions Then the system multiplies reliability by 1.5 in the composite score, ensuring at least 60% of the top five suggestions have reliability ≥95%

GeoSync Alerts

Sends location-based push notifications to qualified staff nearby open shifts, ensuring timely awareness and swift response to urgent staffing needs.

Requirements

Geofence Configuration

"As a restaurant manager, I want to set precise geofence parameters around my location so that only staff within a defined radius receive shift alerts promptly."

Description

Enable administrators to define and manage dynamic geographic boundaries around restaurant locations, specifying radius parameters that trigger GeoSync Alerts when qualified staff enter or exit these zones. This functionality integrates with the core dashboard, allowing real-time updates to ensure alerts are only sent to staff within relevant proximity of open shifts.

Acceptance Criteria

Administrator Creates New Geofence

Given an administrator is on the geofence configuration page When they input valid latitude, longitude, and radius parameters and click Save Then a new geofence is created, displayed on the map, and stored in the system database.

Administrator Edits Existing Geofence Parameters

Given an existing geofence is listed on the dashboard When the administrator selects Edit, modifies the radius or center coordinates, and saves changes Then the geofence is updated on the map, and the system reflects the new parameters without error.

Geofence Radius Boundary Trigger Alert

Given a staff member with relevant qualifications enters within the configured radius of an open shift When the system detects the staff member’s GPS location Then a GeoSync Alert is sent to the staff member’s device within 10 seconds.

Real-Time Geofence Update Propagation

Given a geofence parameter is updated by an administrator When the update is saved Then all subsequent geofence-triggered alerts use the new parameters instantly, without requiring a page refresh or user logout.

Invalid Geofence Parameter Rejection

Given an administrator inputs a radius value outside the allowed range or invalid coordinate format When they attempt to save the geofence Then the system displays an error message specifying the invalid field and prevents saving until corrected.

Permission Handling

"As a staff member, I want clear prompts to grant location access so that I can receive GeoSync Alerts without compromising my privacy."

Description

Implement a system to request, track, and manage device location permissions from staff, including in-app prompts, periodic reminders, and fallback messaging. This ensures GeoSync Alerts have the necessary access to staff locations, maintaining compliance with privacy regulations while maximizing alert reach.

Acceptance Criteria

Initial Permission Request Prompt

Given a staff member opens the GeoSync Alerts feature When location permission has not been requested Then the app displays an in-app prompt requesting access to device location with clear explanation of benefits

User Grants Location Permission

Given the permission prompt is displayed When the staff member taps "Allow" Then the app records the granted permission status and proceeds to send GeoSync Alerts

User Denies Location Permission

Given the permission prompt is displayed When the staff member taps "Deny" Then the app shows fallback messaging explaining limited functionality and links to settings for enabling permission

Periodic Permission Reminder

Given a staff member has denied location permission for over seven days When the app is opened Then the app displays a reminder prompt at most once per week encouraging the user to enable location access

Permission Revocation Handling

Given a staff member revokes location permission in the device settings When the GeoSync Alerts feature attempts to send a notification Then the app detects the revoked status and displays fallback messaging guiding the user to re-enable permission

Staff Qualification Filter

"As a restaurant manager, I want alerts sent only to qualified staff so that I avoid sending shift notifications to unqualified or unavailable employees."

Description

Develop logic to filter and identify qualified staff based on role, certifications, availability, and proximity, ensuring GeoSync Alerts target only those eligible to cover open shifts. This filter integrates with the AI-driven scheduling engine to maintain staffing standards and reduce irrelevant notifications.

Acceptance Criteria

Filter by Role for GeoSync Alerts

Given an open shift requiring a specific staff role, when the Staff Qualification Filter runs, then only staff members with the matching role are included in the GeoSync Alert recipients list.

Certification-Based Filtering for Shift Alerts

Given a shift that mandates a certification (e.g. food handler), when the filter is applied, then only staff members possessing the required certification and with valid expiry dates are selected for alerts.

Availability Check during Alert Dispatch

Given staff availability schedules and an upcoming shift, when the filter executes, then only staff who have marked themselves available for the entire shift duration are included in the GeoSync Alert.

Proximity-Based Notification Trigger

Given the restaurant location and staff last known GPS coordinates, when an open shift is detected, then only staff within 5 miles of the venue receive the push notification.

Integration with AI Scheduling Engine

Given an AI-generated shortlist of candidates for a shift, when the filter logic runs, then it refines the shortlist by role, certification, availability, and proximity before GeoSync Alerts are sent.

Notification Trigger Engine

"As a scheduler, I want shift alerts to be sent instantly when staff enter the geofenced area so that open shifts can be filled without delay."

Description

Create a real-time engine that monitors open shifts, evaluates geofence and qualification criteria, and triggers GeoSync Alerts immediately when conditions are met. This engine must handle high-frequency updates and scale with multiple locations to ensure no staffing gaps occur.

Acceptance Criteria

Immediate Alert to Nearby Qualified Staff

Given an open shift entry is created, when the Notification Trigger Engine evaluates geofence and qualification criteria, then it must send push notifications to all qualified staff within the defined geofence radius within 2 seconds of shift creation.

High-Frequency Shift Updates Handling

Given multiple open shift updates (creation, modification, cancellation) occur within a 1-minute window, when the engine processes these events, then it must handle at least 100 events per second without dropping any valid alert triggers or duplicating notifications.

Multi-Location Scalability Under Load

Given the system monitors open shifts across 50 restaurant locations concurrently, when peak staffing changes occur, then the engine must evaluate and trigger corresponding alerts for each location independently within the SLA of 3 seconds per event.

Qualification Filtering for Alerts

Given the set of staff members within the geofence, when the engine filters based on required qualifications (e.g., role, certification), then only staff meeting all qualification requirements shall receive the push notification.

Real-Time Monitoring of Shift Status

Given an open shift is filled by a staff member, when the shift status updates to ‘filled’, then the engine must immediately retract any pending notifications for that shift and prevent further alerts for it.

Push Notification Delivery

"As a staff member, I want to reliably receive shift notifications on my mobile device so that I can respond quickly to open shifts."

Description

Integrate with mobile push notification services to ensure reliable delivery of GeoSync Alerts across iOS and Android devices, including retry logic, delivery receipts, and error handling. This ensures that staff receive timely alerts even under network variability.

Acceptance Criteria

Standard Delivery on Stable Network

Given a qualified staff member with a registered device and stable network connectivity When the GeoSync Alert is triggered Then the push notification is received on the device within 5 seconds

Retry Logic under Intermittent Connectivity

Given a staff member’s device experiences a temporary network disruption When the initial push notification attempt fails Then the system retries delivery up to 3 times with exponential backoff and delivers the notification when connectivity is restored within 30 seconds

Delivery Receipt Acknowledgement

Given a push notification is sent to a device When the platform returns a delivery confirmation Then the system logs the receipt and updates the notification status to “Delivered” in the dashboard within 10 seconds

Invalid or Expired Device Token Handling

Given a push notification fails due to an invalid or expired device token When the error is returned by the push service Then the system logs the error, removes the token from the active list, and generates an admin alert for token remediation

Cross-Platform Notification Formatting

Given a GeoSync Alert must be delivered to both iOS and Android devices When notifications are constructed Then they adhere to each platform’s payload requirements and are delivered successfully to all targeted devices

Notification Preference Controls

"As a staff member, I want to control my notification preferences so that I only receive GeoSync Alerts at appropriate times."

Description

Offer staff customizable settings for GeoSync Alerts, including do-not-disturb windows, maximum daily notifications, and alert tone preferences. This feature respects individual availability and reduces alert fatigue, improving overall engagement with the scheduling system.

Acceptance Criteria

Configuring Do-Not-Disturb Window

Given a staff member opens Notification Preference Controls, When they set a start and end time for the Do-Not-Disturb window and click Save, Then the DND window is stored and displayed correctly in their preferences.

Suppressing Alerts During Do-Not-Disturb

Given a staff member has an active Do-Not-Disturb window, When a GeoSync Alert is triggered during this period, Then no push notification is delivered to the staff member until the window ends.

Setting Maximum Daily Notifications

Given a staff member accesses Notification Preference Controls, When they select a maximum number of daily notifications and save, Then the system sends no more than the specified number of GeoSync Alerts to the staff member within a 24-hour period.

Enforcing Notification Limit

Given a staff member has reached their configured daily notification limit, When additional shifts become available the same day, Then the system suppresses further GeoSync Alerts for that staff member and logs the suppression event with a timestamp.

Selecting Alert Tone Preferences

Given a staff member views Notification Preference Controls, When they choose and preview a custom alert tone and save their selection, Then subsequent GeoSync Alerts are delivered using the selected tone.

SmartPriority

Ranks and recommends shifts based on employee preferences, skill sets, and performance history, increasing satisfaction and ensuring qualified coverage.

Requirements

Preference Input Capture

"As a restaurant staff member, I want to submit my shift availability and preferences so that the scheduling system can recommend shifts that align with my needs."

Description

Enable employees to input detailed shift preferences, including available days, preferred time slots, role preferences, and days off. The system should provide an intuitive interface for staff to update preferences in real time and store the data securely, ensuring subsequent scheduling algorithms can access accurate and up-to-date information.

Acceptance Criteria

Initial Preference Submission via Web Portal

Given an authenticated employee accesses the preference input page When they enter available days, preferred time slots, role preferences, and days off and submit Then the system stores all entries correctly and displays a confirmation message

Real-Time Preference Update on Mobile App

Given an employee with existing preferences When they modify any preference field on the mobile app and save changes Then the system updates the preference data in under 2 seconds and shows a success notification

Secure Storage and Retrieval of Preferences

Given employee preference data is submitted When the system writes to the database Then all data is encrypted at rest and can be retrieved and decrypted only by authorized scheduling modules

Conflict Detection for Unavailable Slots

Given an employee marks a day as unavailable When a scheduling algorithm queries preferences Then the system excludes unavailable days and flags any scheduling conflicts for review

Preference Data Accessibility by Scheduling Algorithm

Given up-to-date employee preferences exist When the SmartPriority algorithm runs Then it fetches the latest preference records with zero errors and ranks shifts accordingly

Skill Profile Management

"As a manager, I want to maintain accurate records of each employee’s skills and certifications so that SmartPriority can assign qualified staff to specialized shifts."

Description

Develop a module to maintain and update employee skill profiles, capturing qualifications, certifications, and proficiency levels for each role. The system must allow managers to verify and edit skill entries, integrate with HR records, and support dynamic updates as staff complete training or gain experience.

Acceptance Criteria

Adding Skill Certification

Given a manager is viewing an employee’s profile, when they click “Add Skill,” select a predefined certification and proficiency level, and save, then the new skill appears in the profile with the correct certification name, proficiency level, and timestamp.

Editing Skill Entry

Given a manager views an existing skill in an employee’s profile, when they click “Edit,” modify the proficiency level or expiration date, and save changes, then the profile reflects the updates and an audit log entry is created with details of the modification.

Sync with HR Records

Given a new certification is added or updated in the HR system, when the scheduled hourly sync runs, then PulseSync automatically updates the employee’s skill profile within 5 minutes and flags the entry as “HR Imported.”

Employee-Triggered Skill Update

Given an employee completes a training module and submits a skill update request, when the manager reviews and approves the request, then the skill profile is updated with the new proficiency level, completion date, and a record of manager approval.

Validation of Mandatory Skill Fields

Given a manager attempts to save a skill entry without providing required fields (skill name or proficiency level), when they click “Save,” then the system prevents the save and displays validation messages indicating which fields are missing.

Performance Data Integration

"As an operations lead, I want the system to factor in employee performance history so that high-performing staff receive priority for critical shifts."

Description

Integrate performance metrics—such as punctuality, shift completion rates, and peer reviews—into the scheduling engine. The module should aggregate historical data, apply weightings to key indicators, and refresh metrics daily to ensure up-to-date performance insights for shift ranking calculations.

Acceptance Criteria

Daily Performance Data Aggregation

Given performance metrics exist in the source database When the nightly batch job runs at 02:00 AM Then the system aggregates punctuality, shift completion rates, and peer review scores, applies the defined weightings, and updates employee performance scores within 10 minutes

Real-time Shift Ranking Incorporating Latest Metrics

Given an open shift is posted on the dashboard When a manager requests shift recommendations Then the system retrieves the latest performance scores and ranks employees by combined preference, skill set, and performance score within 2 seconds

Peer Review Metric Integration

Given employees submit peer reviews throughout the day When the daily refresh process runs Then the system includes the latest peer review scores in the weighted performance calculations used for shift rankings

Exception Handling for Incomplete Performance Data

Given some employees have missing or corrupted performance entries When the aggregation process executes Then the system applies default weightings for missing metrics, flags affected employees for review, and completes without errors

Performance Metric Accuracy Validation

Given historical source data for the past 30 days When comparing against aggregated performance scores Then each aggregated metric deviates by no more than 1% from the raw data sources

AI-driven Shift Ranking Algorithm

"As a scheduler, I want the system to automatically rank available shifts by best-fit employees so that we can quickly fill critical coverage gaps."

Description

Design and implement the core AI algorithm that ranks open shifts based on aggregated employee preferences, skill matches, and performance scores. The engine should prioritize matches that maximize overall team satisfaction and service quality, support real-time recalculations upon data changes, and offer customization of weighting parameters by administrators.

Acceptance Criteria

Initial Ranking Computation

Given a new open shift and the full employee dataset loaded, when the AI-driven algorithm runs the initial ranking, then it returns a sorted list of at least 10 candidate employees within 3 seconds, ordered by descending composite score of preferences, skills, and performance.

Real-Time Recalculation on Data Change

Given an existing shift ranking displayed on the dashboard, when an employee’s availability or performance score is updated, then the system recalculates and refreshes the ranking within 2 seconds without requiring a manual page reload.

Custom Weight Adjustment by Administrator

Given an administrator adjusts weighting parameters (e.g., changing performance weight from 30% to 50%), when the algorithm reprocesses the rankings, then the new list reflects the updated weights accurately and the change is logged in the system audit within 1 second.

Skill and Qualification Matching

Given a shift requiring a specific skill level (e.g., Level 3 Server), when the ranking is generated, then only employees meeting or exceeding the required skill level appear in the top 15 positions and no unqualified employee appears in the top 20.

Integration of Preference and Performance Metrics

Given a test dataset with predefined employee preferences and performance scores, when the algorithm calculates composite scores, then the produced rankings match the manually calculated scores within a ±2% error margin.

Shift Recommendation Dashboard

"As a restaurant manager, I want a dashboard that shows prioritized shift assignments so that I can efficiently fill open shifts with the most qualified staff."

Description

Build an interactive dashboard displaying ranked shift recommendations, with filters for date, role, and coverage urgency. The interface should allow managers to review AI suggestions, manually adjust assignments, and send automated notifications to recommended staff. Visual indicators should highlight high-priority gaps.

Acceptance Criteria

Viewing Ranked Shift Recommendations

Given the manager is on the Shift Recommendation Dashboard When the AI has processed upcoming open shifts Then the dashboard displays a list of recommended employees ranked by preference, skills match, and performance history

Filtering Shifts by Date, Role, and Urgency

Given the manager applies filters for date, role, or coverage urgency When filters are selected Then only shifts matching all selected criteria appear in the recommendation list

Manual Adjustment of Shift Assignments

Given the manager selects a recommended shift assignment When the manager reassigns the shift to a different employee Then the dashboard updates the assignment and logs the manual change

Sending Automated Notifications to Staff

Given the manager approves a shift recommendation When the manager clicks 'Send Notifications' Then notifications are automatically sent to the recommended employees via email and mobile app within 2 minutes

Highlighting High-Priority Gaps

Given shifts with coverage below the threshold When viewing the dashboard Then high-priority gaps are highlighted in red and grouped at the top of the recommendation list

RoutePlanner

Provides optimized travel routes and estimated arrival times for staff accepting float shifts, streamlining commute planning and reducing tardiness.

Requirements

Real-time Traffic Integration

"As a staff member accepting a float shift, I want to see live traffic conditions on my route so that I can avoid delays and arrive on time."

Description

Implement dynamic fetching of live traffic data to continuously update travel routes based on current road conditions, accidents, and congestion. This requirement ensures that staff receive up-to-date route adjustments to avoid delays, reducing tardiness and improving overall shift coverage reliability. Integration with the PulseSync dashboard will allow seamless presentation of traffic overlays on the map and trigger automated recalculations when significant disruptions are detected.

Acceptance Criteria

Dynamic Traffic Data Fetch Trigger

Given a route is viewed in PulseSync and live traffic integration is enabled, When the system detects it’s time for an update or a significant road condition change, Then it automatically fetches the latest traffic data within 5 minutes.

Map Traffic Overlay Display

Given live traffic data is available, When a staff member views or refreshes the route map, Then the map displays real-time traffic overlays with color-coded congestion levels for all route segments.

Automated Route Recalculation

Given an accident or congestion above threshold is detected on the current route, When the live feed indicates a condition exceeding 70% capacity on any segment, Then the system recalculates and presents an optimized alternate route within 3 seconds.

Tardiness Alert Notification

Given a recalculated route results in an arrival delay exceeding 5 minutes, When a staff member accepts the shift, Then an automated alert with updated ETA is sent to both the manager and the staff member.

Dashboard Integration Consistency

Given traffic data updates or a route recalculation, When the data fetch completes, Then the updated route and traffic overlay are reflected instantly on the PulseSync dashboard without a manual refresh.

Multi-stop Route Optimization

"As a staff member working consecutive float shifts at different restaurants, I want an optimized multi-stop route so that I minimize travel time and get to all shifts punctually."

Description

Provide advanced route calculations for staff with multiple consecutive float shifts at different locations. The system will accept a list of shift addresses and determine the optimal travel order and path to minimize total travel time and distance. This enhances efficiency for staff working back-to-back shifts and maximizes punctuality across assignments.

Acceptance Criteria

Consecutive Shift Route Calculation

Given a list of shift addresses for consecutive float shifts, when the staff initiates route optimization, then the system returns an ordered list of stops that minimizes total travel distance and time.

Emergency Route Recalculation

Given a cancellation or addition of a shift address mid-route, when the staff requests an updated route, then the system recalculates and presents a new optimal route within 5 seconds.

Shift Sequence Change Handling

Given staff manually reorders their shift stops, when the new sequence is submitted, then the system recalculates the optimal path based on the updated order and displays it immediately.

Maximum Stops Limit Enforcement

Given a submitted list exceeding the configurable maximum of 10 shift locations, when the system processes the request, then it displays an error message indicating the maximum stop limit has been exceeded and prevents calculation.

Estimated Arrival Time Accuracy

Given an optimized route with multiple stops, when the route is displayed, then each segment’s estimated arrival time deviates by no more than ±2 minutes from real-world travel data under similar traffic conditions.

Geo-fencing Notifications

"As a staff member, I want to receive notifications when I enter or leave designated shift zones so that I'm aware of my shift start and end times without constantly checking my app."

Description

Enable geo-fencing around designated restaurant locations to trigger automatic notifications when staff enter or exit predefined zones. This feature will alert both staff and managers of impending arrivals or departures, improving communication and preparedness, and ensuring smooth shift transitions. Integration with push notification services will keep all parties informed in real time.

Acceptance Criteria

Staff Enters Geo-fenced Area Just Before Shift

Given a staff member’s device crosses into the 100-meter geo-fence of a scheduled restaurant location within 15 minutes of shift start, When the boundary is crossed, Then a push notification is sent to the staff member within 5 seconds and a separate notification to the manager indicating the expected arrival time.

Staff Exits Geo-fenced Area After Shift End

Given a staff member’s device crosses out of the restaurant geo-fence after their scheduled shift end time, When the boundary is exited, Then the system sends a push notification to the manager within 5 seconds confirming the staff member’s departure.

Staff Crosses Geo-fence Outside Scheduled Shift

Given a staff member crosses the geo-fenced area outside their scheduled shift window, When the boundary is crossed, Then no arrival or departure notification is sent and an entry is logged for audit purposes.

Manager Adjusts Geo-fence Radius

Given a manager updates the radius of a restaurant’s geo-fence in the admin dashboard, When the changes are saved, Then the new boundary is applied within 2 minutes and subsequent entry/exit events use the updated radius.

Push Notification Delivery to Staff and Manager

Given the system triggers a geo-fence entry or exit event, When the push notification service responds with an error, Then the system retries delivery up to 3 times over 1 minute and, if still unsuccessful, logs the failure and sends an SMS fallback to the intended recipients.

Route Preferences Customization

"As a staff member, I want to set my preferred route options (e.g., avoid highways or tolls) so that the suggested path aligns with my comfort and cost preferences."

Description

Allow staff to set personalized route preferences, such as avoiding highways, toll roads, or unpaved roads, and prioritizing safer or scenic routes. The route planner will apply these preferences when generating travel directions, offering a more comfortable and tailored commuting experience. Settings will be stored per user and editable within the app’s profile section.

Acceptance Criteria

Avoid Highways Preference

Given the user has enabled 'Avoid Highways' in their route preferences, when generating a route, then no highway segments are included in the route's directions.

Exclude Toll Roads Preference

Given the user has selected 'Avoid Toll Roads', when generating a route, then the route must contain zero toll road segments in the computed path.

Prioritize Scenic Routes

Given the user has opted to 'Prioritize Scenic Routes' and scenic route data is available, when generating a route, then the algorithm selects the path with the highest scenic score within a 10% buffer of the shortest travel time.

Edit Preferences in Profile

Given the user navigates to the profile settings, when they update their route preferences and save changes, then the new preferences are stored and reflected immediately in subsequent route requests.

Preference Persistence Across Sessions

Given a user has saved route preferences, when the user logs out and logs back in, then the previously saved preferences are loaded and applied automatically.

Calendar and Address Integration

"As a staff member, I want my upcoming shifts added to my calendar with route information so that I can plan my day and manage my time efficiently."

Description

Automatically import shift addresses from the PulseSync schedule into the user’s personal calendar with embedded route details. This synchronization will generate calendar events that include departure times, estimated travel durations, and navigable links, enabling staff to plan their day more effectively and reduce manual entry errors.

Acceptance Criteria

Single Shift Calendar Import

Given a user has a single upcoming shift in PulseSync with a valid address, when calendar sync is enabled for that shift, then a calendar event is created with: 1) Event title in the format “Shift at {Restaurant Name}”, 2) Location matching the shift address, 3) Start time set to departure time subtracting estimated travel duration, 4) Event description containing the estimated travel time and a navigable link to the address.

Recurring Shifts Synchronization

Given a user has multiple recurring shifts scheduled in PulseSync, when the user performs a calendar sync, then all shifts within the next 30 days are created as individual calendar events with correct dates, departure times, estimated travel durations, and navigation links, and no duplicate events are generated.

Time Zone Adjustment for Out-of-State Shifts

Given a shift scheduled in a different time zone than the user’s default calendar, when that shift is imported, then the event’s start time reflects the correct local shift time in the user’s calendar time zone, and the navigation link opens directions with the correct departure time and local context.

Calendar Event Link Navigation

Given a calendar event created by PulseSync, when the user clicks the navigation link in the event description, then the default mapping application opens with turn-by-turn directions from the user’s current location to the shift address.

Address Update Reflection in Calendar

Given a shift address is edited in PulseSync within 24 hours of the shift start, when calendar sync runs again, then the associated calendar event is updated within 5 minutes to reflect the new address, navigation link, and any adjusted travel time.

FlexScore

Rewards staff with points for accepting float shifts quickly, promoting healthy competition and boosting participation rates in shift coverage.

Requirements

Shift Offer Tracking

"As a restaurant manager, I want the system to record when a float shift offer is sent and accepted so that I can verify staff participation and reward points accurately."

Description

Implement a mechanism to track and timestamp float shift offers from managers to staff, capturing the moment an offer is sent, the recipient’s response time, and the acceptance status. This system integrates with the existing scheduling dashboard in PulseSync to automatically log offer events, enabling accurate measurement of response speed and ensuring each staff member’s actions are recorded for reward calculation.

Acceptance Criteria

Manager Initiates Float Shift Offer

Given a manager selects an open shift and a staff member in the dashboard When the manager clicks "Offer Shift" Then the system records the exact UTC timestamp of the event And the offer record includes managerID, shiftID, staffID, and timestamp in the database

Staff Receives and Responds to Offer

Given a staff member receives a float shift offer notification When the staff member clicks "Accept" or "Decline" Then the system logs the response timestamp and status And calculates the response time as the difference between sent and response timestamps

Error Handling for Failed Offer Logging

Given the offer logging service is temporarily unavailable When a manager attempts to send a float shift offer Then the system retries logging up to three times And displays an error notification if logging ultimately fails

Reward Points Calculation for Quick Acceptance

Given a staff member accepts a float shift offer within the reward threshold When the response time is below the configured limit Then the system awards the correct number of FlexScore points based on the response time And logs the reward event with timestamp and points awarded

Offer History Display in Dashboard

Given a manager views the float shift tracking dashboard When the manager navigates to the shift offer history for a specific shift Then each offer entry displays the sent timestamp, staff response time, and acceptance status accurately

Points Calculation Module

"As a staff member, I want my points to be awarded immediately based on how quickly I accept a shift so that I can see my progress and stay motivated."

Description

Develop a backend engine that calculates points for staff based on their response time to float shift offers. The module applies a sliding scale formula where faster acceptances yield higher points, and integrates with the PulseSync database to update each user’s point balance in real time. Ensure the module handles edge cases like late responses and offer expirations consistently.

Acceptance Criteria

High-Speed Acceptance Points Allocation

Given a float shift offer is sent to a staff member When the staff member accepts the offer within 60 seconds Then the system calculates and awards 100 points And updates the staff member’s point balance immediately

Moderate-Speed Acceptance Points Allocation

Given a float shift offer is sent to a staff member When the staff member accepts the offer between 1 and 5 minutes Then the system calculates points on a sliding scale proportional to response time, awarding 60–100 points And updates the staff member’s point balance immediately

Late Acceptance Reduced Points

Given a float shift offer is sent to a staff member When the staff member accepts the offer between 5 and 10 minutes Then the system calculates points on a sliding scale proportional to response time, awarding 20–60 points And updates the staff member’s point balance immediately

Offer Expiration Handling

Given a float shift offer is sent to a staff member When there is no acceptance within the 15-minute expiration period Then the system marks the offer as expired, awards zero points And notifies the scheduler of the unfilled shift

Real-Time Database Update on Acceptance

Given a staff member accepts a float shift offer at any valid response time When the system processes the acceptance Then the user’s point balance in the database is updated within 2 seconds And the updated balance is reflected on the staff member’s dashboard

User Points Dashboard

"As a staff member, I want to view my point balance and history so that I can track my rewards and understand how my participation affects my standing."

Description

Design and implement a user-facing dashboard within the PulseSync app where staff can view their current point balance, transaction history, and upcoming reward tiers. The dashboard should feature clear charts and tables, filter options by date, and tooltips explaining how points were earned, seamlessly integrating with the Points Calculation Module to display live data.

Acceptance Criteria

View Current Point Balance on Dashboard

Given the user navigates to the Points Dashboard When the dashboard loads Then the current point balance is displayed prominently at the top of the dashboard And the displayed balance matches the live data returned by the Points Calculation Module API

Review Transaction History with Filters

Given the user is on the Points Dashboard When the user selects a start and end date in the filter controls Then the transaction history table updates to show only entries within the selected date range And the number of displayed entries matches the count returned by the API And entries are sorted in descending order by date

Understand Point Earning via Tooltips

Given the user views a transaction entry in the transaction history When the user hovers over the tooltip icon adjacent to the entry Then a tooltip appears explaining how the points were earned, including transaction type, date, and point value

Monitor Progress Toward Next Reward Tier

Given the user has an existing point balance and defined reward tiers When the Points Dashboard loads Then a progress bar displays the percentage of progress toward the next reward tier And a label shows both the current point total and the required points for the next tier

Real-Time Data Refresh on Dashboard

Given the user is viewing the Points Dashboard When new point-earning events occur or data updates in the Points Calculation Module Then the dashboard automatically refreshes within 5 seconds And reflects the updated point balance and transaction history without a manual page reload

Live Leaderboard

"As a restaurant team member, I want to see how I rank against my colleagues so that I can compete and improve my participation in float shift coverage."

Description

Create a live leaderboard feature that ranks staff based on their accumulated FlexScore points over selectable timeframes (daily, weekly, monthly). The leaderboard should update in real time as points are awarded, support pagination for large teams, and allow managers to highlight top performers, fostering healthy competition among staff.

Acceptance Criteria

Real-time Leaderboard Update

Given a staff member is awarded FlexScore points, when the points are recorded by the system, then the leaderboard updates within 2 seconds to reflect the new score without manual refresh.

Selectable Timeframe Filtering

Given a manager selects a timeframe filter (daily/weekly/monthly), when the filter is applied, then the leaderboard displays staff rankings based solely on points accumulated in that timeframe and the selection persists on page reload.

Leaderboard Pagination

Given a team of more than 10 staff, when the leaderboard is displayed, then entries are paginated showing 10 per page with next/previous controls, and navigation loads the correct subset of entries.

Highlight Top Performers

Given the leaderboard is displayed, then the top three performers are visually highlighted with distinct badges and background colors.

Performance Under Load

Given 1000 concurrent users view the leaderboard, when real-time updates occur, then page load and update latency remains under 3 seconds and no errors are logged.

Admin Configuration Panel

"As a restaurant manager, I want to customize the point allocation rules and reward tiers so that I can align the FlexScore program with my team’s needs and company policies."

Description

Build an administrative interface in PulseSync where managers can configure FlexScore rules, including point thresholds, response time brackets, expiration settings, and reward tier definitions. This panel should validate inputs, preview point outcomes, and save settings to the database, allowing customization of the incentive program per location.

Acceptance Criteria

Configuring FlexScore Point Thresholds

Given the admin is on the FlexScore configuration panel, When they enter a minimum point threshold of 10 and a maximum of 100 and click Save, Then the system validates that both values are positive integers, ensures the minimum is less than the maximum, stores the thresholds in the database, and displays a success notification.

Setting Response Time Brackets

Given the admin opens the response time settings, When they define three brackets (e.g., 0–5 minutes, 6–15 minutes, 16–30 minutes) and click Save, Then the system verifies that brackets are non-overlapping, cover the full response window, persists the configuration, and shows a confirmation message.

Defining Reward Tier Settings

Given the admin navigates to reward tiers, When they configure Tier 1 for 100 points, Tier 2 for 200 points, and Tier 3 for 300 points with corresponding rewards, Then the system checks for unique point values, saves the tiers to the database, and confirms the setup.

Previewing Point Outcome

Given the admin has entered sample shift details and selected a response time bracket, When they click Preview Points, Then the system calculates the expected point award based on current rules, displays a breakdown of the calculation, and updates the preview panel without saving changes.

Handling Invalid Input Validation

Given the admin inputs non-numeric values or negative numbers in any field, When they attempt to save the configuration, Then the system rejects invalid entries, highlights erroneous fields with error messages, and prevents saving until corrections are made.

Swap Leaderboard

A dynamic, real-time leaderboard showcasing top shift swappers based on points earned. Encourages friendly competition among staff, boosts engagement, and motivates employees to proactively fill and swap shifts for higher rankings and recognition.

Requirements

Leaderboard Display UI

"As a restaurant team member, I want to view a real-time leaderboard of top shift swappers so that I can see how I rank against my colleagues and stay motivated to earn points."

Description

Implement a dynamic leaderboard interface within the PulseSync dashboard that displays staff rankings based on shift swap points in real time. The UI should include sortable columns for name, points, swaps completed, and rank changes. It must be responsive on desktop and mobile devices and integrate with the existing dashboard theme. This feature will visually engage staff, promote transparency, and encourage friendly competition by clearly illustrating top performers and progress over time.

Acceptance Criteria

Desktop Leaderboard Display

Given a manager is on the PulseSync dashboard desktop view, when they navigate to the Swap Leaderboard section, then the leaderboard displays real-time rankings sorted by points descending and shows columns for name, points, swaps completed, and rank changes.

Column Sorting Functionality

Given any user clicks on a column header in the leaderboard, when the header is selected, then the leaderboard entries reorder in ascending or descending order based on that column without a full page reload.

Mobile Responsive Leaderboard

Given a staff member accesses the Swap Leaderboard on a mobile device, when the leaderboard loads, then columns adjust or collapse to fit the screen via horizontal scrolling or selectable column views, maintaining readability.

Real-Time Data Refresh

Given the Swap Leaderboard is open, when a staff swap is completed and points are updated, then the leaderboard refreshes within 5 seconds to reflect new points and any rank changes automatically.

Themed Integration Consistency

Given the Swap Leaderboard UI loads in the dashboard, then its colors, fonts, and spacing match the existing PulseSync theme and meet a minimum contrast ratio of 4.5:1 for accessibility.

Points Calculation Engine

"As a restaurant manager, I want swap points to be calculated automatically and accurately so that the leaderboard reflects fair and up-to-date rankings."

Description

Develop a backend service to calculate and update swap points for each staff member based on defined criteria such as shift urgency, swap count, and timeliness. The service should run at configurable intervals and upon each swap event, ensuring accurate point tallies. It must handle concurrency, ensure data integrity, and expose an API for the leaderboard UI. Accurate point calculation is critical for fair competition and user trust in the leaderboard.

Acceptance Criteria

Initial Swap Event Point Calculation

Given a shift swap is completed, when the swap event is recorded, then the engine calculates and assigns points based on urgency, swap count, and timeliness within one second of the event.

Scheduled Interval Point Processing

Given the configured processing interval elapses, when the scheduler triggers, then all pending swap events are processed and updated point totals are committed to the database before the next interval.

Concurrent Swap Events Processing

Given multiple swap events occur simultaneously for the same user, when the engine processes these events, then point calculations are applied atomically without data races or lost updates.

Data Integrity on Point Updates

Given a batch of swap events, when the engine updates point tallies, then database transactions commit only if all updates succeed, and rollback on any failure to prevent partial data writes.

Leaderboard API Endpoint Validation

Given a request to the /api/leaderboard endpoint, when the API is called, then it returns the latest point totals for all staff, sorted in descending order, with correct HTTP status and response schema.

Interval Configuration Change Effectiveness

Given an administrator updates the processing interval configuration, when the next scheduler cycle runs, then the engine uses the new interval value for point calculation triggers.

Real-Time Data Sync

"As a restaurant team member, I want leaderboard rankings to update instantly after a swap so that I can track my performance in real time."

Description

Establish a real-time synchronization mechanism between the swap events database and the leaderboard display, using WebSocket or similar push technology. This requirement ensures that any shift swap or point update is immediately reflected on all connected clients without manual refresh. Real-time sync will enhance user engagement, reduce latency, and provide a seamless experience as team members watch rankings update live.

Acceptance Criteria

Leaderboard Updates on Swap Event

Given a confirmed shift swap in the database, when the swap is recorded, then all connected clients receive the updated leaderboard within 1 second showing adjusted points.

Client Initialization Sync

Given a user opens the leaderboard page, when a WebSocket connection is established, then the client retrieves and displays the current leaderboard state within 2 seconds.

Concurrent Swap Handling

Given multiple swap events occur simultaneously, when the server processes them, then all events are broadcast in the correct sequence without loss or duplication of updates.

Network Disruption Recovery

Given a client connection interruption, when the network is restored, then the client automatically reconnects and synchronizes all missed leaderboard updates.

Performance Under Load

Given 100 concurrent clients and 10 swaps occurring per minute, when updates are broadcast, then 95% of clients receive each update within 500ms.

Notifications and Alerts

"As a restaurant team member, I want to receive notifications when my leaderboard rank changes so that I stay informed and motivated to improve my ranking."

Description

Implement a notification system that alerts staff when they enter the top ranks, lose a position, or achieve milestone points. Notifications should be delivered via in-app banners and optional email or SMS, based on user preferences. Configurable thresholds and templates should be available to tailor messages. This feature will drive engagement by celebrating achievements and prompting staff to stay active in the swap program.

Acceptance Criteria

Staff Reaches Top 3 Ranking

Given a staff member’s updated points cause them to enter the top three ranks When the leaderboard recalculates Then an in-app banner notification is displayed and an email or SMS alert is sent based on the user’s saved preferences within 2 minutes of rank update.

Staff Loses Leaderboard Position

Given a staff member’s rank decreases by one or more positions When the leaderboard recalculates Then an in-app banner notification is displayed and an email or SMS alert is sent according to the user’s notification settings within 2 minutes of the change.

Staff Achieves Milestone Points

Given a staff member’s cumulative points reach a milestone threshold (e.g., 100 points) When the milestone is achieved Then an in-app banner and an optional email or SMS notification using the ‘Milestone Achieved’ template are delivered within 5 minutes.

Notification Preferences Configuration

Given a user updates their notification preferences for in-app, email, and SMS When preferences are saved Then the system persists these settings and uses them for all subsequent ranking and milestone notifications.

Custom Notification Threshold Setup

Given an administrator defines custom rank-change and milestone thresholds with associated templates When the configuration is saved Then the notification system applies these thresholds and templates for all relevant alerts moving forward.

Gamification Milestones and Rewards

"As a restaurant team member, I want to earn badges and rewards when I reach certain swap point milestones so that I feel recognized and motivated."

Description

Introduce milestone badges and reward tiers that unlock as staff reach predefined point thresholds. Display unlocked badges on the leaderboard and user profiles to recognize achievements. Integrate with the rewards system to automatically grant perks or coupons when milestones are reached. This requirement enhances motivation through tangible rewards and public recognition, fostering sustained participation in shift swaps.

Acceptance Criteria

First Milestone Badge Achievement

Given a staff member accumulates 100 points, when the milestone threshold is reached, then the system awards the 'Bronze Swap Master' badge to the member's badge inventory.

Badge Display on Leaderboard

Given a staff member has an unlocked badge, when the leaderboard is rendered, then the unlocked badge icon appears next to the staff member's name on the leaderboard.

Badge Display on User Profile

Given a staff member has unlocked multiple badges, when viewing their profile page, then all earned badges are listed with the date of achievement.

Automatic Reward Redemption

Given a staff member reaches 500 points, when the reward tier is unlocked, then the system automatically applies a 10% off coupon code to the staff member's account.

Reward Notification Delivery

Given a staff member unlocks a milestone badge or reward, when the milestone is achieved, then the system sends a real-time in-app notification detailing the unlocked badge and any granted perks.

Bonus Blast

Time-limited events where point values for swaps and attendances are temporarily doubled. Drives urgency and excitement, increases participation during slow periods, and helps managers rapidly fill critical staffing gaps.

Requirements

Event Time Window Configuration

"As a restaurant manager, I want to set start and end times for Bonus Blast events so that staff know exactly when the bonus applies and I can target staffing gaps effectively."

Description

Provide managers with a dedicated interface and backend support to define the start and end times for Bonus Blast events. This requirement includes customizable presets for common slow periods, validation rules to prevent overlapping events, and seamless integration with the scheduling engine. Upon activation, the system must automatically enable the doubled point calculations and trigger notification workflows. Expected outcomes include reduced manual setup time, accurate event timing, and alignment with real-time staff scheduling data.

Acceptance Criteria

Preset Slow Period Event Creation

Given the manager selects a predefined slow period preset for a Bonus Blast event and picks the associated start and end times, when the manager clicks Save, then the system lists the event with the correct times and applies 2× point values for swaps and attendances within that window.

Custom Time Window Configuration

Given the manager enters a custom start time of 14:00 and end time of 18:00 for a Bonus Blast event, when the manager saves the event, then the event is created with those exact times and marked active with doubled point calculations enabled.

Overlapping Event Prevention

Given an existing Bonus Blast event scheduled from 10:00 to 12:00, when the manager attempts to create or modify another event with any time overlapping 11:00 to 13:00, then the system prevents saving and displays an error message indicating event time overlap.

Event Activation Notification Trigger

Given the manager activates a valid Bonus Blast event, when the activation is confirmed, then the system sends notification alerts containing event details to all eligible staff within five minutes.

Point Calculation Integration with Scheduling Engine

Given an active Bonus Blast event from 19:00 to 22:00, when staff perform swaps or record attendance during that timeframe, then the scheduling engine calculates and awards double points and reflects the updated point totals in the manager’s dashboard.

Dynamic Bonus Points Calculation

"As a staff member, I want to earn double points for swaps and attendances during Bonus Blast so that I am motivated to fill shifts and improve coverage during slow periods."

Description

Implement logic in the points engine to automatically apply double points for both shift swaps and confirmed attendances during active Bonus Blast events. This includes updating the points ledger, ensuring consistency for retroactive adjustments, and preventing duplicate or erroneous calculations. The feature must integrate with existing reporting modules to reflect the increased point values in real time and maintain data integrity across the system.

Acceptance Criteria

Double Points for Shift Swap During Active Bonus Blast

Given a Bonus Blast event is active When a staff member completes a shift swap Then the points engine records exactly twice the normal swap points in the points ledger

Double Points for Confirmed Attendance During Active Bonus Blast

Given a Bonus Blast event is active When a staff member confirms attendance on a scheduled shift Then the points ledger reflects double the standard attendance points

Retroactive Double Point Adjustment

Given a Bonus Blast event is created with retroactive dates When the system processes existing swap and attendance records within that period Then all applicable ledger entries are updated to reflect double points without creating duplicate entries

No Duplicate Points on Event Update

Given an active Bonus Blast event is extended or modified When the system recalculates point values Then existing double-point entries remain unchanged and no additional points are added erroneously

Real-Time Reporting of Double Points

Given a Bonus Blast event is active When a manager accesses the reporting module Then the report displays accurate doubled point values for swaps and attendances in real time

Real-time Staff Notifications

"As a staff member, I want to receive timely notifications about Bonus Blast events so that I don’t miss opportunities to earn extra points and help fill critical shifts."

Description

Develop a notification service that alerts eligible staff about upcoming and live Bonus Blast events via push notifications, email, and SMS. Notifications should be customizable per event, support scheduling offsets (e.g., 1 hour before start), and respect individual staff communication preferences. Integration with the user preferences database and mobile app push infrastructure is required to ensure timely delivery and minimize notification fatigue.

Acceptance Criteria

Upcoming Bonus Blast Notification via Preferred Channel

Given an upcoming Bonus Blast event scheduled 1 hour ahead and a staff member with push notifications enabled in their preferences, When the event reaches the 1-hour offset, Then the system sends a push notification to the staff member’s device within 5 seconds.

Live Event Notification Respects Opt-out Preferences

Given a live Bonus Blast event start, When notifying staff, Then the system sends notifications only through channels each staff member has opted into, ensuring no notifications are sent via opted-out channels.

Customized Event Notification Content Delivery

Given a manager-customized message for a Bonus Blast event, When the notification is dispatched, Then the notification content (title, message body) matches the customized text set by the manager for that event.

Avoid Duplicate Notifications Across Channels

Given a staff member with multiple enabled channels (push, email, SMS), When a notification is sent, Then the system ensures only one notification per staff member per event to prevent duplicates.

Timely Delivery of Scheduled Notifications

Given notifications are scheduled at specific offsets (e.g., 1h, 30m before), When reaching the scheduled time, Then notifications are delivered to all eligible staff within 10 seconds of the scheduled time.

Event Performance Analytics

"As a restaurant manager, I want to see analytics on Bonus Blast events so that I can measure their effectiveness and optimize future scheduling strategies."

Description

Create analytics dashboards and exportable reports to track Bonus Blast performance metrics, including participation rates, total points awarded, shifts filled, and a comparison against baseline staffing levels. The requirement includes visualization components, filtering by date and location, and data export options. Integration with the main reporting module will enable managers to assess event ROI and make data-driven decisions for future scheduling.

Acceptance Criteria

Viewing Participation Rates Dashboard

Given the manager opens the analytics dashboard and selects the Bonus Blast event filter When the dashboard loads Then the participation rate graph displays the percentage of staff who participated in the Bonus Blast event within the selected period.

Filtering Metrics by Date and Location

Given the manager selects a specific date range and location filter When the filters are applied Then all dashboard widgets update to reflect metrics only for the selected date range and location.

Comparing Against Baseline Staffing Levels

Given the manager views the comparison chart When a Bonus Blast event is selected Then the chart displays both baseline staffing levels and actual shifts filled side-by-side, including the percentage variance.

Exporting Event Performance Report

Given the manager clicks the export button and selects the CSV format When the export is confirmed Then the system downloads a CSV file containing participation rates, total points awarded, shifts filled, and baseline comparisons for the selected event period.

Integration with Main Reporting Module

Given the manager includes Bonus Blast analytics in a custom report within the main reporting module When the custom report is generated Then it incorporates all Bonus Blast metrics identical to those shown in the standalone analytics dashboard.

Performance Under High Data Volume

Given the dashboard contains data for multiple Bonus Blast events over the past year When the manager applies any filter Then the dashboard loads and displays the filtered results within 2 seconds without errors.

Slow Period Detection Suggestions

"As a restaurant manager, I want suggestions for the best times to run Bonus Blast events so that I can maximize staff participation and minimize understaffing during peak gaps."

Description

Integrate a machine-learning module that analyzes historical attendance, swap patterns, and sales data to recommend optimal times for scheduling Bonus Blast events. The system should provide confidence scores for each suggestion and allow managers to accept or adjust recommendations. Integration with the scheduler interface will enable one-click event creation based on suggested windows.

Acceptance Criteria

Displaying Suggestions for Upcoming Slow Periods

Given the manager accesses the scheduler dashboard for a future date range with historically low staffing, When the machine-learning module completes its analysis, Then the system displays at least three suggested time windows labeled as Bonus Blast opportunities.

Viewing Confidence Scores for Recommendations

Given suggestions are displayed, When the suggestions list loads, Then each suggestion shows a confidence score between 0 and 100 percent and higher scores are visually highlighted.

Accepting a Suggested Bonus Blast Window

Given a list of suggestions with confidence scores, When the manager clicks the Accept button on a suggestion, Then the scheduler pre-fills the Bonus Blast event form with the suggested time window and point multiplier.

Adjusting Suggested Time Before Creation

Given a suggestion has been accepted, When the manager modifies the start or end time in the pre-filled form, Then the system updates the event preview to reflect the new time range before confirming creation.

Creating Bonus Blast Event with One Click

Given the Bonus Blast event form is pre-filled or adjusted, When the manager clicks Create Event, Then the event is added to the schedule, notifications are sent to eligible staff, and a confirmation message appears.

Team Streaks

Tracks consecutive successful swaps within defined teams or departments, rewarding both individuals and teams for maintaining swap streaks. Fosters collaboration, strengthens team cohesion, and promotes consistent coverage across shifts.

Requirements

Team Streak Dashboard

"As a restaurant manager, I want a dashboard that shows team swap streaks so that I can monitor performance and reward consistent collaboration."

Description

The Team Streak Dashboard is an intuitive interface integrated into the PulseSync platform that displays real-time streak metrics for each team or department. It presents current streak counts, upcoming streak milestones, and leaderboards to foster healthy competition and collaboration. The dashboard allows managers and staff to quickly assess which teams are maintaining consistent swap streaks and identify opportunities for intervention or recognition. Interactive filters enable users to view streak data across custom date ranges and team groupings, ensuring transparency and continuous motivation.

Acceptance Criteria

Viewing Current Streaks

Given a manager opens the Team Streak Dashboard, when the page loads, then the current swap streak count for each team is displayed and updated within the last minute.

Highlighting Milestones

When any team's swap streak count reaches a defined milestone (e.g., 5 or 10 successful swaps), then the milestone entry is visually highlighted with a badge or color change on the dashboard.

Leaderboard Display

Given the dashboard is displayed, then all teams are sorted in descending order based on their current swap streak counts, with the highest streak at the top.

Custom Date Range Filter

Given a user selects a custom start and end date on the date filter, when the filter is applied, then the dashboard only shows streak data that falls within the selected date range.

Team Group Filtering

Given a user chooses one or more team groupings (e.g., departments or locations), when the selection is applied, then only the selected teams’ streak metrics are displayed on the dashboard.

Streak Achievement Notifications

"As a team member, I want to receive notifications when my team hits a swap streak milestone so that I feel recognized and motivated to continue."

Description

The Streak Achievement Notifications feature generates automated in-app and email alerts when teams or individuals reach predefined streak milestones. Notifications are configurable by managers to celebrate achievements, prompt congratulations, and suggest rewards. This keeps staff engaged, acknowledges consistent performance, and encourages continued coverage. Integration with the PulseSync notification engine ensures timely delivery to relevant channels and devices.

Acceptance Criteria

Individual Streak Milestone Notification

Given an individual employee completes 5 consecutive successful shift swaps, When the system detects the fifth swap, Then an in-app notification is sent to the employee within 1 minute, and an email notification is delivered within 5 minutes, and the notification includes the streak count, congratulatory text, and a link to the rewards page.

Team Streak Milestone Notification

Given a team collectively completes 10 consecutive successful shift swaps, When the system logs the tenth swap, Then in-app notifications are sent to all team members within 1 minute, And email notifications are sent to each team member within 5 minutes, And the team’s manager receives a summary notification highlighting the team’s achievement.

Manager Configures Notification Preferences

Given the manager accesses the notification settings page, When they set or update streak milestone thresholds and select notification channels (in-app, email, SMS), Then the system saves the new configuration, And the updated settings persist across sessions, And a confirmation message is displayed summarizing the changes.

Fallback Notification Mechanism

Given the system fails to deliver an in-app notification due to a push error, When the system retries delivery for up to 5 minutes without success, Then an email notification is sent as a fallback, And an error event is logged in the notification engine, And the admin receives an alert about the delivery failure.

Reward Suggestion After Milestone

Given a streak milestone is reached and a notification is generated, When preparing the notification content, Then the system includes an actionable reward suggestion (e.g., gift card, badge) based on predefined rewards, And the notification provides a clickable link to the reward redemption page.

Configurable Streak Rules

"As a manager, I want to configure streak criteria so that streaks reflect our team's specific scheduling policies and fairness standards."

Description

Configurable Streak Rules allows managers to define the parameters for what constitutes a valid swap streak. Managers can set criteria such as minimum swaps per week, allowed swap windows, and team or role-specific thresholds. The system validates each swap against these rules and updates streak counts accordingly. This flexibility ensures the streak feature aligns with varying operational policies and encourages fair competition.

Acceptance Criteria

Defining Minimum Weekly Swap Threshold

Given a manager configures a minimum of 4 swaps per week, when a user completes 4 swaps within the same calendar week, then the system marks the week as successful in the user’s streak; Otherwise, if fewer than 4 swaps are completed, the system breaks the streak.

Configuring Allowed Swap Time Windows

Given a manager defines allowed swap windows between 06:00 and 18:00, when a swap is requested at 05:59 or 18:01, then the system rejects the swap for streak counting and logs a violation; And when requested at 10:00, the swap is accepted and counted.

Setting Team-Specific Streak Thresholds

Given a manager assigns Team A a weekly swap threshold of 3 and Team B a threshold of 5, when users from Team A complete 3 swaps, then the streak increments for Team A only; And when a user from Team B completes only 3 swaps, the streak does not increment until 5 swaps are completed.

Validating Swap Against Configured Rules

Given a user initiates a swap, when the swap details meet all configured rules (minimum swaps, time windows, and team thresholds), then the swap is approved for streak counting; Otherwise, the system rejects it and provides feedback on the specific violated rule.

Updating Streak Counts Upon Valid Swap

Given a swap is approved per the configured rules, when the user confirms the swap, then the system updates both the user’s and their team’s consecutive streak counts in real time and displays the updated counts on the dashboard within 5 seconds.

Streak Rewards Integration

"As a manager, I want streak achievements to automatically trigger rewards so that I can efficiently recognize and incentivize staff performance."

Description

Streak Rewards Integration connects streak achievements with the restaurant's existing rewards program or incentive mechanisms. Upon reaching certain streak levels, the system automatically issues reward credits, badges, or points redeemable within internal or external systems. APIs enable seamless data exchange between PulseSync and reward platforms, streamlining recognition workflows and enhancing staff motivation.

Acceptance Criteria

Automatic Reward Credit Issuance

Given a user achieves a streak of 5 consecutive successful swaps When the streak count is updated in PulseSync Then the system calls the Rewards API to issue 50 credit points to the user within 5 seconds

Badge Assignment for Team Streak

Given a team of 3 members completes 3 consecutive swap streaks within a week When the streak threshold is reached Then the system assigns the 'Team Streak Champion' badge to each team member in both PulseSync and the external rewards platform

Points Synchronization Verification

Given reward points are issued in PulseSync When the external rewards platform queries the user's point balance via API Then the external platform returns a synchronized point total matching PulseSync's record within 2 seconds

Error Handling During API Failure

Given the Rewards API returns an error (HTTP 5xx) during reward issuance When the system receives the error response Then PulseSync logs the error, flags the pending reward issuance, and retries up to 3 times with exponential backoff, notifying the admin if all retries fail

Reward Redemption Visibility

Given a user redeems reward credits in the external rewards system When the external system sends a redemption confirmation callback Then PulseSync updates the user's available credit balance in the dashboard in real time

Streak Analytics Reporting

"As an operations director, I want detailed reports on streak performance so that I can analyze trends and make data-driven scheduling decisions."

Description

Streak Analytics Reporting provides exportable reports and visual analytics detailing streak trends over time. Users can generate charts showing streak growth, decline, and comparative performance across teams or periods. Reports support CSV and PDF exports for offline analysis and executive presentations. This capability equips managers with insights to optimize scheduling strategies and foster continuous improvement.

Acceptance Criteria

Generate Monthly Streak Trend Report

Given the manager is on the Streak Analytics Reporting page and selects a one-month date range, When they click 'Generate Report', Then the system displays a line chart showing daily streak counts for each team and enables CSV and PDF export options.

Export CSV of Streak Performance

Given a generated streak trend report in view, When the manager clicks 'Export CSV', Then the system downloads a CSV file containing columns for Date, Team, and StreakCount matching the displayed data.

Compare Team Streak Performance Across Periods

Given the manager selects two distinct date ranges for comparison, When they click 'Compare Periods', Then the system renders side-by-side bar charts showing average streak counts per team for each period.

PDF Export with Executive Summary

Given the manager has generated a streak trend report, When they click 'Export PDF', Then the system produces a PDF including the charts and a summary section with key metrics: longest streak, average streak, and top-performing team.

Trend Decline Highlight and Annotation

Given any team’s streak count falls below the predefined threshold for three consecutive days in the selected period, When the report is generated, Then the line chart highlights the decline segment in red and includes an annotation in the PDF export explaining the drop.

Score Insights

An analytics dashboard that breaks down individual and team swap performance, highlighting points earned, swap success rates, and reward progress. Empowers managers and employees with actionable data to set goals and optimize scheduling strategies.

Requirements

Swap Performance Aggregation

"As a restaurant manager, I want to see aggregated swap performance metrics in real time so that I can quickly assess staffing efficiency and identify areas for improvement."

Description

Collect, normalize, and store data on individual and team shift swap events, including timestamps, fulfillment outcomes, and points awarded. Ensure real-time data ingestion and historical data retention to support analytics and reporting features. Integrate with PulseSync’s scheduling engine and database to maintain data consistency and accuracy across the platform.

Acceptance Criteria

Real-time Swap Event Ingestion

Given a confirmed shift swap in the scheduling engine, when the event occurs, then it is ingested and recorded by the analytics system within 5 seconds Given the swap event is ingested, then the record includes timestamp, original and new assignee IDs, fulfillment status, and points awarded When ingestion fails, then the system retries up to 3 times and logs failures for manual review

Swap Event Data Normalization

All incoming swap event fields map correctly to the standardized analytics schema Timestamp values are converted to ISO 8601 format Missing optional fields default to null without blocking ingestion Invalid or malformed fields trigger validation errors and are excluded from normalization

Swap Points Calculation Verification

Upon ingestion, points for each swap are computed according to the defined points rules engine Stored points values match expected output for test cases covering all swap types Invalid swap types result in a default points value of zero and an error log entry

Historical Swap Event Retrieval

When querying swap events for a specified date range, the API returns all matching records sorted by timestamp Response payload includes aggregated metrics: total swaps, success rate, and total points Query execution time remains under 2 seconds for up to 10,000 records

Scheduling Engine Data Consistency

The synchronization job runs every minute and ensures 100% data reconciliation between scheduling engine and analytics database Any discrepancies detected are automatically logged and trigger an alert No swap event records exist in one system without a corresponding entry in the other after sync completion

Interactive Metrics Dashboard

"As a manager, I want an interactive dashboard with charts and graphs so that I can easily visualize swap performance trends and make data-driven scheduling decisions."

Description

Develop a dynamic analytics interface that presents swap performance data through charts, graphs, and tables. Include visualizations such as trend lines, bar charts, and heat maps to illustrate key metrics like swap success rate and average fulfillment time. Ensure the dashboard is responsive and integrates seamlessly within the PulseSync UI.

Acceptance Criteria

Real-time swap success rate trend display

Given the manager is on the Interactive Metrics Dashboard When they select 'Swap Success Rate' Then a trend line chart is rendered showing daily swap success rates over the selected time period with each data point clickable for detailed metrics

Filter metrics by custom date range

Given the manager selects a custom date range using the calendar controls When they apply the filter Then all charts, tables, and heat maps update to reflect only data within that range and summary metrics recalculate accordingly

Drill into individual team member performance

Given the manager views the team swap performance bar chart When they click on a specific team member's bar Then a detailed panel opens listing that member's swap success count, average fulfillment time, and points earned

Responsive dashboard on mobile device

Given a user accesses the dashboard on a mobile device When they rotate the device or switch between dashboard tabs Then the layout adjusts to a single-column view and all interactive elements remain fully functional without horizontal scrolling

Heat map display of swap fulfillment times

Given the user selects the 'Average Fulfillment Time' metric When they toggle to heat map view Then a heat map appears showing time-of-day versus day-of-week with color intensity representing average fulfillment times and tooltips display exact values on hover

Customizable Filters and Segmentation

"As a manager, I want to filter performance insights by team, date, and location so that I can focus my analysis on specific segments and uncover targeted opportunities."

Description

Implement filtering and segmentation controls allowing users to narrow insights by date range, shift type, team, role, and location. Facilitate drill-down analysis by enabling multi-select filters and dynamic query building. Ensure filter settings persist across sessions and can be shared via URL parameters.

Acceptance Criteria

Date Range Filtering

Given a manager opens the Score Insights dashboard, When they apply a date range filter from 2025-05-01 to 2025-05-31, Then only entries with swap dates within 2025-05-01 and 2025-05-31 are displayed, and the summary metrics update accordingly.

Multi-Select Shift Type Filtering

Given a manager accesses the filter controls, When they select multiple shift types (e.g., 'Morning' and 'Night') and apply the filter, Then the dashboard displays only performance data for the selected shift types, and the selected filters are visibly highlighted.

Team and Role Segmentation

Given a user customizes segmentation, When they choose one or more teams and roles in the segmentation controls, Then the dashboard segments the analytics to show only data for those teams and roles, including accurate swap success rates and points for each segment.

Location-Based Filtering

Given a user wants location-specific insights, When they select a location from the location filter dropdown and apply it, Then only data from the chosen location is displayed, and the URL updates to include the location filter parameter.

Filter Settings Persistence

Given a manager configures filtering options (date range, shift type, team, role, location) and logs out, When they log back in, Then the previously selected filters are automatically reapplied to the Score Insights dashboard.

Shareable Filter URL

Given a user has configured custom filters, When they copy the URL from the address bar and share it, Then the recipient, upon opening the URL, sees the Score Insights dashboard with the exact same filters applied.

Reward Progress Tracking

"As an employee, I want to view my reward progress so that I can stay motivated and track how close I am to achieving my next incentive."

Description

Display each employee’s accumulated points, progress toward reward thresholds, and earned rewards within the analytics dashboard. Include progress bars, milestone indicators, and notifications for upcoming rewards. Integrate with PulseSync’s reward engine to synchronize point calculations and trigger automated alerts when thresholds are reached.

Acceptance Criteria

Reward Points Display

Given an employee with 120 points in the reward engine When they navigate to the Reward Progress Tracking dashboard Then the dashboard displays 120 as the accumulated points

Reward Progress Notification

Given an employee has earned 90% of the points needed for the next reward threshold When their dashboard loads Then a notification banner displays 'Only 10% away from your next reward!' and highlights the progress bar segment

Milestone Indicator Visualization

Given an employee has reached a milestone threshold of 100 points When they view the milestone section Then the corresponding milestone indicator displays as completed with a green check mark

Reward Threshold Alert

Given an employee crosses the 200-point threshold When the threshold is reached Then the system sends an automated in-app and email alert notifying them of the earned reward

Points Synchronization Update

Given the reward engine updates an employee's points When the update occurs Then the dashboard reflects the new point total within 5 seconds

Exportable Analytics Reports

"As a manager, I want to export performance reports so that I can share insights with my team and maintain records outside the PulseSync platform."

Description

Provide functionality to export analytics views and underlying data in CSV and PDF formats. Allow scheduling of automated email reports to key stakeholders on daily, weekly, or monthly intervals. Ensure exported reports maintain the visual styling and filter context of the on-screen dashboard.

Acceptance Criteria

Export Analytics in CSV Format

Given filters are applied on the Score Insights dashboard When the user clicks the "Export CSV" button Then a CSV file is downloaded containing only the filtered data And the CSV file name includes the dashboard name and current timestamp And the download completes within 10 seconds

Export Analytics in PDF Format

Given filters are applied on the Score Insights dashboard When the user clicks the "Export PDF" button Then a PDF file is generated preserving charts, tables, and visual styling as on-screen And the PDF file name includes the dashboard name and current timestamp And the generation completes within 15 seconds

Automated Scheduling of Reports

Given the user configures a scheduled report with frequency set to daily, weekly, or monthly When the schedule is saved Then an email is sent to the specified stakeholders at the correct interval And the email includes both CSV and PDF attachments matching the current dashboard filters And the schedule persists after user logout

Preserve Visual Styling in Exported Reports

Given the dashboard uses custom color themes and fonts When exporting to PDF or embedding charts in emailed reports Then the exported content uses the same color themes, font sizes, and layout as displayed on-screen

Maintain Filter Context in Exports

Given the user has applied multiple filters and date ranges When exporting data to CSV or PDF Then the export includes only data matching all active filters And the export metadata indicates which filters and date ranges were applied

Instant Swap Chat

An in-app messaging feature enabling quick communication between employees and managers for coordinating shift swaps. Streamlines the swap approval process, reduces miscommunications, and accelerates swap confirmations.

Requirements

Real-time Messaging Engine

"As an employee, I want to send and receive swap messages instantly so that I can coordinate shift swaps without delay."

Description

Implement a robust messaging core that delivers text-based swap requests and replies instantly across devices, ensuring low-latency communication between employees and managers. The engine will handle message queuing, delivery acknowledgments, retries on failure, and seamless reconnection, integrating with PulseSync’s existing infrastructure. This requirement enhances the user experience by minimizing delays, reducing miscommunication, and enabling staff to coordinate swaps efficiently in high-pressure situations.

Acceptance Criteria

Employee Initiates Swap Request

Given an employee opens the Instant Swap Chat and composes a swap request message, When the employee taps send, Then the message is delivered to the manager’s device within 2 seconds and a delivery acknowledgment is displayed to the sender.

Manager Acknowledges Swap Request

Given a manager receives a swap request message, When the manager replies to accept or reject, Then the response is delivered to the employee’s device within 2 seconds and the manager sees a send confirmation.

Network Interruption and Reconnection

Given the user’s device experiences a network drop, When connectivity is restored within 30 seconds, Then any queued messages are automatically sent without duplication and the chat timeline remains consistent.

Message Delivery Retries on Failure

Given a message fails to deliver within 5 seconds, When retry attempts occur, Then the engine retries up to 3 times at 5-second intervals and notifies the sender if final delivery fails.

Cross-Device Message Synchronization

Given a user is logged in on multiple devices, When a message is sent or received on one device, Then all other active devices synchronize the message in under 3 seconds with identical timestamps and read status.

Predefined Swap Request Template

"As an employee, I want a preformatted swap request template so that I can quickly submit complete and clear swap requests."

Description

Provide a standardized in-chat template that automatically populates key details—such as shift date, time, and position—when initiating a swap request. The template will guide users through filling in required fields, enforce consistent formatting, and reduce manual errors. By streamlining request creation, this requirement speeds up communication and ensures managers receive all necessary information at once.

Acceptance Criteria

First-Time Swap Request Initiation

Given an employee opens Instant Swap Chat and selects “Request Swap,” When the predefined swap template appears, Then the template must auto-populate the employee’s upcoming shift date in YYYY-MM-DD format, time in HH:MM format, and position title.

Incomplete Field Handling

Given an employee attempts to send a swap request with one or more required fields blank, When they hit “Send,” Then the system must block submission and display inline error messages next to each missing field.

Template Formatting Consistency

Given a swap request template is displayed, When the fields are populated, Then all dates must follow YYYY-MM-DD, times HH:MM (24-hour clock), and position names match the standardized list exactly.

Successful Swap Request Submission

Given all required fields in the swap template are completed correctly, When the employee taps “Send Request,” Then the system must send the formatted request to the manager and show a confirmation toast message.

Manager View of Swap Request

Given a swap request is submitted, When the manager opens the Instant Swap Chat, Then they must see a message containing the employee name, shift date, time, position, and a “Approve” or “Decline” button.

Manager Approval Workflow

"As a manager, I want to approve or reject swap requests directly in the chat so that I can manage staffing changes quickly and accurately."

Description

Create an approval interface within the chat that allows managers to review, approve, or reject swap requests with a single tap. The workflow will log decisions, capture optional comments, and trigger follow-up messages. Integration with scheduling data ensures that approved swaps immediately update the master roster, preventing double-bookings and maintaining coverage integrity.

Acceptance Criteria

Manager reviews a valid swap request

Given a manager receives a swap request in the chat and the proposed swap does not conflict with coverage rules, when the manager taps “Approve,” then the system logs the approval and updates the master roster within 5 seconds.

Manager rejects a conflicting swap request

Given a swap request that conflicts with existing shift coverage, when the manager taps “Reject,” then the system logs the rejection, prompts for optional comments, and notifies both parties immediately.

Manager adds comments during decision

Given a manager decides to add context, when the manager enters text into the comments field before approving or rejecting, then the comments are saved and visible to both employee and manager in the chat thread.

Automated roster update after approval

Given the manager approves a swap, when the approval is confirmed, then the system updates the master schedule in the backend, removes the original assignment, and assigns the new employee to the shift within 5 seconds.

Audit log captures decision data

Given any swap request decision, when the manager approves or rejects, then the system stores a record with the decision timestamp, manager ID, request ID, and comments in the audit log, retrievable via the admin interface.

Push Notifications and Alerts

"As an employee, I want to receive notifications when someone responds to my swap request so that I can take immediate action."

Description

Implement push notifications and in-app alerts for all chat events related to shift swaps, including new requests, responses, and approval outcomes. Notifications will be configurable by user role and preference, ensuring that critical updates are delivered in real time without overwhelming the user. This requirement ensures no message is missed, enabling timely action on swap requests.

Acceptance Criteria

New Swap Request Notification

Given an employee submits a swap request in chat, When the request is saved, Then a push notification is delivered within 5 seconds with the request details and tapping the notification opens the swap chat.

Swap Request Response Notification

Given a manager or peer responds to a swap request, When the response is approved or denied, Then an in-app alert and push notification are sent immediately indicating the outcome and linking to the swap conversation.

Notification Preference Configuration

Given a user navigates to notification settings, When the user toggles swap chat notifications on or off by type (new requests, responses, outcomes), Then the system saves preferences and notifications respect these settings for future events.

Missed Notification Retry Mechanism

Given a user’s device is offline when a swap event occurs, When connectivity is restored, Then the system retries delivery up to three times until the user receives the missed notification.

Do Not Disturb Hours Suppression

Given a user defines quiet hours in their profile, When a swap chat event occurs during these hours, Then notifications are suppressed until quiet hours end and queued notifications are delivered immediately thereafter.

Chat History and Audit Trail

"As a manager, I want access to past swap conversations so that I can review decisions and maintain accurate records."

Description

Store all swap-related chat conversations in a secure, searchable archive linked to each shift. The history will include timestamps, user IDs, and decision records for auditing and compliance purposes. Access controls ensure only authorized personnel can view or export logs. This requirement provides transparency, accountability, and a reference for resolving disputes.

Acceptance Criteria

Manager reviews swap chat history for a specific shift

Given a manager navigates to the shift details page for a completed shift; When the manager selects 'View Swap Chat History'; Then the system displays all chat messages related to that shift in chronological order with correct timestamps, user IDs, and message content.

Employee searches past swap conversations

Given an employee accesses the audit archive; When the employee enters filter parameters such as date range and user ID and clicks 'Search'; Then the system returns only swap-related chat logs matching those filters, displaying timestamps, participant IDs, and messages.

Unauthorized user attempts to access chat audit logs

Given a user without audit permissions attempts to access the chat history endpoint; When the user sends a request to view or export logs; Then the system denies access with an appropriate error message and logs the unauthorized attempt.

Authorized user exports chat logs for compliance review

Given an authorized compliance officer is on the audit archive page; When the officer selects specific shift conversations and clicks 'Export'; Then the system generates a downloadable file (CSV or PDF) containing all selected chat entries with timestamps, user IDs, and decision records.

System logs and timestamps each chat message

Given any user sends a swap-related chat message; When the message is processed by the system; Then the system stores the message with an accurate server-generated timestamp, sender ID, and associated shift ID in the secure archive.

Calendar Synchronization Indicator

"As an employee, I want to see my updated shift schedule reflected in the chat so that I always know my confirmed work times."

Description

Integrate chat events with the user’s shift calendar to display real-time status indicators—such as pending, approved, or rejected—next to each shift entry. Upon approval, the calendar will auto-update the assignment, and any changes will be visually highlighted in both the schedule and chat interface. This requirement reduces confusion by keeping shift data consistent across components.

Acceptance Criteria

Swap Request Pending Indicator

Given an employee submits a shift swap request via Instant Swap Chat, When the request is sent, Then a 'Pending' status indicator appears next to the corresponding shift entry on the calendar.

Swap Approval Auto-Update

Given a manager approves the swap request in the chat, When the approval is confirmed, Then the calendar automatically updates the shift assignment to the new employee and visually highlights the updated shift entry.

Swap Rejection Indicator

Given a manager rejects the swap request in the chat, When the rejection is processed, Then a 'Rejected' status indicator appears next to the shift entry on the calendar and in the swap chat thread.

Real-Time Status Synchronization

Given any change in swap status (pending, approved, rejected), When the user's calendar and chat interface are open, Then both views immediately reflect the updated status without requiring a page refresh.

Visual Highlighting of Calendar Changes

Given an approved swap changes the shift assignment, When the calendar updates the assignment, Then the changed shift entry is visually highlighted in both the calendar view and the chat interface.

Reward Redemption

A built-in rewards shop where employees can redeem accumulated points for perks like gift cards, extra time off, or company merchandise. Enhances motivation by linking performance to tangible benefits and drives ongoing participation.

Requirements

Reward Points Tracking

"As a restaurant employee, I want to view my accumulated reward points so that I can track my progress toward redeemable perks."

Description

Implement a system to accurately record and display employee reward points earned through performance metrics. This requirement involves designing a backend service that aggregates data from completed shifts, peak-hour performance, and peer recognition to calculate points. The system must support real-time updates, historical point logs, and secure storage. It will benefit employees by providing transparent tracking of their progress and enable managers to verify point allocations. Integration with the existing scheduling and HR modules ensures seamless data flow and consistency across PulseSync.

Acceptance Criteria

Viewing Real-Time Points Balance

Given an employee is logged into PulseSync, When they navigate to the Rewards section, Then their current point balance is displayed and updated within 5 seconds of any performance event.

Logging Historical Point Transactions

Given an employee views their point history, When they select any date range, Then the system displays a chronological list of all point transactions with date, source, and point value.

Aggregating Points from Multiple Sources

Given an employee completes a shift, receives peak-hour bonus, or peer recognition, When data is processed, Then the backend service correctly adds points from each source to the employee’s total and logs the source of each addition.

Securing Points Data Storage

Given reward point data is stored, When data is at rest or in transit between modules, Then it is encrypted using industry-standard encryption (AES-256) and accessible only by authorized services.

Manager Verification of Point Allocations

Given a manager accesses the Reward Points Tracking module, When they select an employee record, Then they can view and verify each point allocation with source details and approve or flag discrepancies.

Redemption Shop Interface

"As a restaurant employee, I want to browse and filter available rewards so that I can choose perks that best suit my needs."

Description

Design and build an intuitive shop interface within the PulseSync dashboard where employees can browse available rewards, view point costs, and complete redemption. The UI must include filtering by category, sorting by popularity or point value, and a detailed view of each item. Frontend components should follow the product’s design system and be responsive across devices. The interface will enhance user engagement by making reward redemption straightforward and visually appealing.

Acceptance Criteria

Browsing Rewards on Mobile

Given an employee accesses the redemption shop on a mobile device, when the page loads, then all reward items are displayed within 2 seconds with image thumbnails, titles, and point costs; and the interface layout adapts to the device width without horizontal scrolling.

Sorting Rewards by Popularity on Desktop

Given an employee selects 'Popularity' from the sort dropdown on desktop, when the selection is made, then the reward items reorder in descending order of redemption count within 1 second, and the selection persists after page reload.

Filtering Rewards by Category

Given an employee clicks a category filter, when the category is selected, then only rewards belonging to that category are displayed, and the filter count badge updates to reflect the number of visible items.

Viewing Reward Details

Given an employee clicks on a reward item, when the detailed view opens, then the modal or page displays full description, point cost, available quantity, and 'Redeem' button, and it closes when clicking outside or on the close icon.

Completing Redemption Transaction

Given an employee has sufficient points and clicks 'Redeem' on a reward, when the redemption is confirmed, then the system deducts the correct point amount, updates the user's point total in the header, displays a success message, and decrements the reward's available quantity by one.

Redemption Confirmation and Notifications

"As a restaurant employee, I want to receive confirmation and status updates after redeeming a reward so that I know my request has been processed."

Description

Establish a notification system that confirms successful reward redemptions and alerts employees about redemption status. This includes email and in-app push notifications summarizing the redeemed item, points deducted, and expected delivery or next steps. The system must integrate with the notification service used by PulseSync, ensure timely delivery, and maintain an audit log for confirmation receipts. Clear feedback will reduce confusion and boost trust in the redemption process.

Acceptance Criteria

Email Confirmation for Successful Reward Redemption

Given an employee completes a reward redemption, When the redemption is recorded in the system, Then an email notification summarizing the redeemed item, points deducted, and next steps is sent to the employee's registered email within 1 minute.

In-App Push Notification for Redemption Status

Given an employee initiates a reward redemption, When the system processes the redemption, Then a push notification is delivered in-app within 30 seconds indicating the redemption status and summary details.

Audit Log Entry for Redemption Confirmation

Given a reward redemption confirmation is sent via email or push, When the notification is dispatched, Then an immutable audit log record including timestamp, communication channel, employee ID, item redeemed, and points deducted is created.

Failure Notification on Redemption Error

Given a reward redemption fails due to insufficient points or system error, When the failure is detected, Then an email and in-app notification detailing the reason for failure is sent to the employee within 1 minute.

Notification Service Integration and Delivery Monitoring

Given the notification service is used for redemption confirmations, When a redemption notification is sent, Then system logs confirm the notification service API call succeeded with a 200 OK response and the notification delivery status is updated accordingly within 5 minutes.

Rewards Inventory Management

"As an HR manager, I want to manage reward stock levels so that I can ensure items are available when employees redeem points."

Description

Create an admin-facing inventory management module for tracking physical and digital reward stock levels. Features include low-stock alerts, automatic disabling of out-of-stock items, and the ability to update quantities, restock dates, and vendor details. This module should integrate with the redemption shop to prevent overselling and provide reporting tools for consumption analytics. Proper inventory control ensures reward fulfillment reliability and operational efficiency.

Acceptance Criteria

Low Stock Alert Trigger

Given an inventory item has quantity less than or equal to its low-stock threshold when the admin views the inventory dashboard then the system displays a highlighted low-stock alert for that item within 5 seconds of threshold breach and sends an email notification to the admin.

Automatic Item Disabling Upon Stock Depletion

Given an item’s stock level reaches zero when another user attempts to redeem the item then the system automatically disables the item in the rewards shop, preventing further redemptions, and marks it as 'Out of Stock' in the inventory module.

Manual Restock and Inventory Update

Given an admin with appropriate permissions when they update the stock quantity, restock date, and vendor details for an item then the system saves the changes, reflects the new quantity in the inventory dashboard immediately, and logs the update in the audit history with a timestamp and user identifier.

Integration to Prevent Overselling

Given concurrent redemption requests for the same item when there is only one unit of stock remaining then the system processes the first successful request and rejects subsequent requests with a 'Sold Out' message and an HTTP 409 Conflict status code.

Inventory Reporting and Consumption Analytics Generation

Given a reporting period selected by the admin when they request a consumption analytics report then the system generates a CSV and on-screen report summarizing item redemption counts, restocks, low-stock occurrences, and export functionality, all within 10 seconds.

Points Expiration and Archival

"As a restaurant employee, I want to be notified before my reward points expire so that I can redeem them in time."

Description

Implement rules and workflows for points expiration, including configurable expiration periods, warning notifications before point loss, and archival of expired points. The requirement encompasses backend logic to evaluate expiration dates, automated emailing to warn employees 30 days before expiration, and interfaces for employees to view upcoming expirations. This safeguards the program’s sustainability by encouraging timely redemptions and maintaining accurate point balances.

Acceptance Criteria

Configurable Expiration Setup

Given an admin sets the points expiration period to X days in settings, when saved, then all existing and future points adhere to the new expiration period.

30-Day Expiration Warning Sent

Given an employee has points expiring in 30 days, when the system evaluates expiration dates daily, then an automated email is sent to the employee listing expiring points and expiration date.

Expired Points Archival Process

Given points have reached their expiration date, when the expiration date passes at midnight, then expired points are moved to the archival store and removed from the active balance.

Employee Dashboard Displays Upcoming Expirations

Given an employee views their rewards dashboard, when there are points expiring within the configured warning period, then the dashboard displays a list of upcoming expirations sorted by expiration date.

Points Balance Updated After Archival

Given expired points have been archived, when the employee checks their point balance, then the active balance reflects the removal of expired points and the archival history shows the expired amount and date.

Fatigue Forecast

Predicts individual staff fatigue levels by analyzing recent overtime, consecutive shifts, and rest intervals, enabling managers to proactively adjust schedules before burnout risks escalate.

Requirements

Shift Data Integration

"As a restaurant manager, I want the system to automatically pull staff shift and time-off data so that fatigue predictions are based on complete and up-to-date information."

Description

The system must automatically collect and integrate real-time shift data, including clock-in and clock-out times, overtime hours, consecutive shifts, and rest intervals from the existing scheduling and time tracking modules. This ensures accurate and up-to-date inputs for fatigue modeling, maintains data integrity through API-based synchronization, and supports proactive fatigue prediction without manual data entry.

Acceptance Criteria

Real-time Shift Data Sync

Given the scheduling module updates a shift record When the employee clocks in or out Then the system automatically captures and integrates the timestamp into the fatigue model input within 5 seconds

Overtime Hours Data Accuracy

Given an employee works beyond scheduled hours When the time tracking module records overtime Then the integrated data must reflect the exact overtime duration with 0.1-hour precision

Consecutive Shifts Tracking

Given an employee has multiple shifts in a row When the system retrieves shift history Then it must identify and log sequences of consecutive shifts without manual intervention

Rest Interval Recording

Given an employee’s consecutive shifts are retrieved When calculating rest intervals Then the system must calculate and store the duration between clock-out and next clock-in for each employee

API Synchronization Error Handling

Given the integration API experiences an error When data cannot be synchronized Then the system logs the error, retries up to three times, and alerts the administrator if synchronization still fails

Fatigue Scoring Algorithm

"As a scheduler, I want to see a fatigue score for each staff member so that I can identify who is at risk of burnout before assigning shifts."

Description

Develop an AI-driven module that analyzes integrated shift data to compute individual fatigue scores by considering overtime hours in the last 7 days, number of consecutive shifts, rest interval durations, and historical fatigue patterns. This algorithm provides accurate risk assessments, enabling managers to identify high-fatigue staff proactively and reducing burnout incidents through predictive insights.

Acceptance Criteria

Overtime Threshold Breach Detection

Given a staff member has logged more than 12 overtime hours in the last 7 days When the fatigue scoring algorithm runs on their shift data Then the calculated fatigue score must be ≥ 80 on the 0–100 scale

Consecutive Shifts Monitoring

Given a staff member has worked 5 or more consecutive shifts without a break of at least 12 hours When the fatigue scoring algorithm processes their schedule Then the system must assign a fatigue score reflecting a high-risk level (>75)

Rest Interval Compliance

Given a rest interval shorter than 10 hours between shifts When the algorithm evaluates rest periods Then the fatigue score must increase by at least 15 points compared to a compliant interval

Historical Fatigue Pattern Integration

Given the staff member’s historical fatigue scores for the past month When the algorithm incorporates historical patterns Then the final fatigue score adjustment must reflect a weighted average (20% history, 80% current data)

Combined Fatigue Score Accuracy

Given test cases with known input parameters When the algorithm runs Then the output fatigue scores must match expected values within a 5% margin of error

Fatigue Threshold Alerts

"As a restaurant manager, I want to receive an alert when a staff member's fatigue score crosses a critical threshold so that I can adjust their schedule before burnout occurs."

Description

Implement configurable threshold alerts that notify managers when a staff member's fatigue score crosses predefined warning or critical levels. Alerts should be delivered via dashboard notifications, SMS, or email based on user preferences. This functionality ensures timely awareness of burnout risks, allowing managers to take corrective action before fatigue impacts performance or safety.

Acceptance Criteria

Manager Configures Fatigue Alert Thresholds

Given a manager is on the Fatigue Threshold Settings page When they enter valid numeric values for warning and critical thresholds and click Save Then the system persists the thresholds and displays a confirmation message

Fatigue Score Exceeds Warning Threshold

Given a staff member's fatigue score is calculated and crosses the warning threshold When the threshold is breached Then the system generates a warning notification on the manager's dashboard within 5 seconds

Fatigue Score Exceeds Critical Threshold

Given a staff member's fatigue score is calculated and crosses the critical threshold When the threshold is breached Then the system sends a critical alert via each of the manager's selected channels (dashboard, SMS, email)

Alert Delivery Respects Manager Preferences

Given a manager has configured delivery channels for fatigue alerts When an alert is triggered Then the system delivers the alert only through the selected channels and logs the delivery status

Simultaneous Alert Handling

Given multiple staff members breach thresholds at the same time When the system processes alerts Then all alerts are queued and delivered within 10 seconds without duplication or loss

Alert History Logging

Given any fatigue threshold alert is dispatched When the dispatch completes Then the system records an entry in the Alert History with timestamp, staff ID, threshold level, and channels used

Schedule Adjustment Recommendations

"As a restaurant manager, I want the system to recommend shift swaps or replacements when someone has high fatigue so that I can maintain coverage without risking staff well-being."

Description

Provide AI-powered recommendations for shift adjustments, suggesting optimal reassignments or swaps by analyzing team availability, skill sets, and fatigue scores. This feature integrates with the scheduling interface to allow one-click acceptance of recommendations, ensuring shifts remain covered while minimizing fatigue-related risks and reducing last-minute emergencies.

Acceptance Criteria

AI-Generated Shift Adjustment Recommendations Display

Given the manager is on the scheduling interface and staff data (availability, skill sets, fatigue scores) is loaded When the AI processes the data Then the interface displays a list of recommended shift adjustments ranked by impact on coverage and fatigue reduction.

One-Click Acceptance of Recommendation

Given a list of recommended shift adjustments is displayed When the manager clicks the 'Accept Recommendation' button next to a specific suggestion Then the system immediately applies the adjustment to the schedule and updates the dashboard to reflect the change.

Fatigue Threshold Compliance in Recommendations

Given staff fatigue scores are calculated based on overtime, consecutive shifts, and rest intervals When the AI generates recommendations Then no recommended shift assignment should involve a staff member with a projected fatigue score above the configured threshold.

Skill and Availability Validation

Given team member profiles include skill sets and real-time availability When generating recommendations Then the AI should only propose reassignments or swaps involving staff who possess the required skills for the shift and are marked available in the system.

Post-Adjustment Notification Delivery

Given a shift adjustment is accepted by the manager When the system updates the schedule Then notifications are sent in real time to affected staff via the configured channels (email, SMS, app push) confirming their new shift details.

Fatigue Dashboard Visualization

"As a restaurant manager, I want a visual dashboard showing fatigue trends so that I can quickly assess overall staff well-being and adjust scheduling strategies."

Description

Design a dashboard that visualizes individual and team fatigue trends over time, featuring color-coded fatigue scores, trend lines, and correlation graphs with shift schedules. This intuitive interface helps managers quickly assess workforce well-being, monitor the impact of scheduling decisions, and make data-driven adjustments to optimize staff health and productivity.

Acceptance Criteria

Viewing Real-Time Fatigue Scores

Given the manager opens the fatigue dashboard When the dashboard finishes loading Then the current fatigue scores for each staff member and the aggregated team score are displayed And the scores reflect data from shifts completed within the last hour And the data refreshes automatically every minute

Trend Analysis Over a Specified Period

Given the manager selects a start and end date for the fatigue graph When the date range is confirmed Then the trend lines update to reflect fatigue scores over the selected period And the graph displays daily data points with correctly labeled axes And the data includes all shifts within the specified range

Correlation Graph Interaction

Given the correlation graph is visible on the dashboard When the manager hovers over a data point Then a tooltip displays shift details, fatigue score, and rest interval When the manager clicks a data point Then a detailed panel opens showing full shift schedule and fatigue analysis for that record

Color-Coded Alerts for High Fatigue

Given fatigue scores are calculated for all staff When a score exceeds the high-fatigue threshold (>= 0.8) Then the corresponding data point and score label are highlighted in red And scores between 0.5 and 0.8 are displayed in yellow And scores below 0.5 are displayed in green

Exporting Fatigue Data for Reporting

Given the manager clicks the 'Export' button on the dashboard When the export action is initiated Then a CSV file downloads containing staff names, fatigue scores, shift dates, and rest intervals And the file reflects any active filters or selected date ranges And the export completes within 5 seconds for up to 1,000 records

Privacy and Compliance Management

"As a compliance officer, I want staff fatigue data to be handled according to privacy regulations so that sensitive personal information is protected."

Description

Ensure all fatigue data handling adheres to relevant labor laws and data privacy regulations by implementing data anonymization for model training, enforcing role-based access controls, and maintaining audit logs of data access and processing. This guarantees sensitive personal information is protected and regulatory requirements are met throughout the fatigue forecasting workflow.

Acceptance Criteria

Data Anonymization for Model Training

Given raw fatigue records containing PII When the anonymization process runs Then all direct identifiers (names, employee IDs, email addresses) are replaced with pseudonymous tokens and no original PII fields remain in the training dataset

Role-Based Access Control Enforcement

Given a user with a specific role assigned When the user attempts to access fatigue data Then the system only displays the data elements permitted for that role and denies any unauthorized data fields with an access-denied error

Audit Log Integrity

Given any read or write operation on fatigue data When the operation completes Then the system creates an immutable audit log entry capturing user ID, timestamp, action type, and data scope and stores it in a tamper-evident log store

Compliance Reporting Generation

Given a compliance officer requests a report When they select a date range Then the system generates and exports a report summarizing anonymization statistics, access log entries, and detected access violations for that period in PDF and CSV formats

Unauthorized Access Prevention

Given a user without proper permissions When they attempt to query or download fatigue data Then the system returns an HTTP 403 Forbidden response, logs the unauthorized attempt in the audit log, and sends an alert notification to the security administrator

Recovery Scheduler

Automatically recommends optimal rest days and strategic break placements based on each employee’s shift history, ensuring adequate recovery time and reducing fatigue buildup.

Requirements

Rest Day Recommendation Engine

"As a restaurant manager, I want the system to suggest rest days for employees based on their past shifts so that I can prevent staff fatigue and ensure adequate recovery."

Description

Automatically analyzes each employee's shift history, cumulative work hours, and rest patterns to recommend optimal rest days. This engine leverages AI-driven modeling to predict fatigue levels, ensuring that assigned rest days promote recovery, reduce burnout risk, and maintain operational coverage. Integrated into the PulseSync dashboard, it provides actionable insights and recommendations that adapt to real-time scheduling changes.

Acceptance Criteria

Weekly Schedule Analysis for Fatigue Prediction

Given an employee’s scheduled shifts for the upcoming week when the total work hours exceed 40 then the engine recommends at least one full rest day following the week.

Consecutive Shift Recovery Recommendation

Given an employee has worked more than five consecutive days when analyzing their shift history then the engine schedules a rest day within the next 24 hours.

Real-Time Schedule Change Adaptation

Given a last-minute shift swap reduces an employee’s rest period below ten hours when the schedule updates then the engine flags the conflict and suggests an alternative rest day within 48 hours.

Balance Between Rest Days and Coverage

Given projected staffing needs require minimum coverage of 80% when the engine assigns rest days then total coverage remains at or above 80% while ensuring each employee has at least one rest day per week.

Custom Recovery Preferences Integration

Given an employee’s preference for weekends off when generating rest day recommendations then the engine honors up to two weekend rest days per month without compromising fatigue reduction metrics.

Strategic Break Placement Algorithm

"As a shift manager, I want the scheduler to automatically insert well-timed breaks into employee shifts so that staff can rest appropriately without impacting service quality."

Description

Calculates optimal break times within each shift by evaluating shift lengths, peak service hours, and employee fatigue predictions. The algorithm ensures compliance with labor laws and internal policies, dynamically adjusting break schedules to minimize service disruption while maximizing employee recovery.

Acceptance Criteria

Labor Law Compliance Scenario

Given a shift of 6 hours or longer, when the algorithm schedules breaks, then at least one 30-minute break is placed between the second and fourth hour, and no break interval exceeds 60 minutes without rest.

Peak Service Avoidance Scenario

Given identified peak service windows, when placing breaks, the algorithm schedules them at least 15 minutes before or after peak periods unless staffing levels exceed a predefined threshold of active employees.

Fatigue Prediction Scheduling Scenario

Given an employee’s recent shift history and fatigue score, when generating break placements, the algorithm ensures that the projected fatigue level at end of shift does not exceed the threshold of 80%.

Dynamic Staffing Adjustment Scenario

When real-time staffing levels drop below minimum required during scheduled breaks, the algorithm automatically reschedules upcoming breaks within a five-minute window to maintain required coverage.

Manager Override Recalculation Scenario

Given a manager manually adjusts a break time, when the override is saved, the algorithm recalculates remaining breaks within 30 seconds to maintain compliance and service coverage.

Fatigue Risk Analytics Dashboard

"As an operations manager, I want to view fatigue risk analytics for my team so that I can identify and mitigate potential burnout before it affects performance."

Description

Provides a visual dashboard displaying fatigue risk scores for each employee, derived from their work-rest patterns, recent shift loads, and historical data. The dashboard highlights high-risk staff, trends over time, and predictive alerts, enabling managers to proactively address staffing and rest needs.

Acceptance Criteria

Real-time Risk Score Overview

Given the manager accesses the Fatigue Risk Analytics Dashboard When the dashboard loads successfully Then each employee is displayed with a fatigue risk score between 0 and 100, color-coded (green for scores ≤30, yellow for 31-70, red for >70) within 2 seconds.

Historical Trend Analysis

Given the manager selects a date range on the dashboard When the date range is applied Then a trend line is displayed showing daily average fatigue risk scores for that period with accurate data points and axis labels.

High-Risk Staff Alert

Given the fatigue risk score for an employee exceeds 85 When the dashboard refreshes Then the employee row is flagged in red and a predictive alert notification appears in the dashboard header.

Risk Score Filtering and Sorting

Given the manager applies a risk score filter or sort option When the filter or sort is executed Then the employee list updates to show only matching records sorted correctly based on the selected criteria within 1 second.

Data Export for Reporting

Given the manager clicks the export button When the request is processed Then a CSV file is downloaded containing employee ID, name, fatigue risk score, and timestamp, and the file name includes the export date in YYYYMMDD format.

Compliance Rules Configuration

"As a compliance officer, I want to set and adjust rest and break rules within the system so that the scheduler remains aligned with legal requirements and company policies."

Description

Offers a configurable interface for defining rest and break policies, including maximum shift lengths, mandatory break durations, and weekly work-hour limits. Ensures that the recovery scheduler adheres to local labor regulations and company standards while providing flexibility to customize rules per location.

Acceptance Criteria

Maximum Shift Length Configuration

Given an admin configures the maximum shift length to X hours, When the recovery scheduler generates a schedule, Then no shift exceeds X hours.

Mandatory Break Enforcement

Given an employee is scheduled for a shift longer than Y hours, When the scheduler validates the schedule, Then at least one break of at least Z minutes is inserted into that shift.

Weekly Work-Hour Cap Configuration

Given an admin sets a weekly work-hour limit of H hours, When weekly schedules are compiled, Then no employee’s total assigned hours exceed H hours.

Location-Specific Compliance Rules

Given two restaurant locations with different compliance settings, When schedules are generated for each location, Then each schedule adheres strictly to its respective location’s configured shift and break rules.

Rules Persistence After Save

Given an admin saves customized compliance rules, When the configuration interface is reloaded or accessed in a new session, Then the previously saved rules are displayed and applied to all subsequent scheduling actions.

Override and Manual Adjustment Controls

"As a restaurant manager, I want to modify the system's rest day and break suggestions so that I can accommodate special circumstances or staff preferences."

Description

Enables managers to review AI-generated rest and break recommendations and manually override or adjust them as needed. Provides rationale logging to record reasons for changes, ensuring transparency and auditability of scheduling decisions.

Acceptance Criteria

Manager accesses manual adjustment interface

Given a manager is on the Recovery Scheduler page with AI-generated rest and break recommendations loaded, When the manager selects the "Manual Adjustments" option, Then the system displays controls for overriding rest days and break placements without errors.

Manager overrides recommended rest day

Given a recommended rest day is displayed in the schedule, When the manager selects a different rest day and confirms the change, Then the schedule updates to reflect the new rest day and the AI recommendation is marked as overridden.

Manager modifies suggested break schedule

Given suggested break times are present for a shift, When the manager adjusts a break time and saves the update, Then the new break time appears in the shift details and no overlapping shifts or breaks occur.

System logs rationale for manual adjustment

Given the manager has made any override to rest days or breaks, When the manager saves the adjustment, Then the system requires a rationale of at least 10 characters and logs the timestamp, manager ID, original recommendation, and new values.

Audit report displays manual adjustments

Given one or more manual adjustments have been made, When an audit report is generated for a specified period, Then the report includes a detailed list of overrides with dates, manager IDs, original AI recommendations, new values, and logged rationales.

Historical Shift Data Integration

"As a system administrator, I want the scheduler to use historical shift data so that rest recommendations are based on complete work histories."

Description

Integrates past shift records, attendance logs, and timecard data into the recovery scheduler to enhance the accuracy of fatigue predictions. Maintains a unified data repository that updates in real time as new shift information is recorded, ensuring recommendations reflect the latest employee workloads.

Acceptance Criteria

Batch Import of Historical Shift Records

Given the admin uploads a historical shift data file in CSV format When the system processes the file Then all shift records must be imported into the repository without data loss or duplication, and the total imported count must match the file’s record count

Real-Time Synchronization on New Shift Entry

Given a new shift record is created in the source system When the record is saved Then it must appear in the unified repository within 2 seconds, with all fields accurately reflected

Conflict Resolution for Duplicate Records

Given the system detects two shift records with identical employee ID and timestamp When duplication is identified Then the system merges the records, preserves the most recent update, and logs the merge event for audit

Post-Import Data Accuracy Validation

Given a batch of historical data has been imported When validation routines run Then the system must flag any records missing required fields or containing invalid timestamps, and generate a validation report

Attendance Log Correction Propagation

Given an attendance correction event is submitted When the corrected record is applied Then the unified repository must update the corresponding shift entry and trigger recalculation of fatigue predictions for the affected date range

Overtime Guardrails

Sets customizable overtime thresholds and lockout rules that prevent assigning excessive shifts, automatically flagging or blocking schedule entries that exceed safe working limits.

Requirements

Customizable Overtime Thresholds

"As a restaurant manager, I want to set custom overtime limits per employee role so that I can prevent scheduling beyond safe working hours and maintain regulatory compliance."

Description

Enable managers to define and configure maximum allowable work hours per day, week, or pay period for individual employees, roles, or departments. Changes should be saved and applied in real time, ensuring that scheduling tools reference the latest thresholds. The feature should support default company-wide settings and overrides for specific staff categories, promoting flexibility while maintaining compliance with labor regulations.

Acceptance Criteria

Defining Default Company-Wide Overtime Thresholds

Given a company admin navigates to the Overtime Guardrails settings page When the admin sets default daily, weekly, and pay period thresholds and clicks Save Then the system persists these values and they appear as active defaults in the scheduling tool

Creating Employee-Specific Overtime Overrides

Given a manager selects an individual employee or role When the manager defines an override threshold that differs from the company default and saves the change Then the system applies the override only to that employee/role without altering the company-wide settings

Validating Real-Time Application of Threshold Changes

Given an updated threshold is saved When the scheduling interface is refreshed or a new schedule is created Then the system references and enforces the newly saved threshold values immediately

Blocking Schedule Entries Exceeding Overtime Limits

Given an employee’s assigned hours would exceed the configured threshold When a scheduler attempts to add or extend a shift that breaches the limit Then the system blocks the entry and displays an error message indicating the threshold violation

Ensuring Pay Period Calculations Respect Thresholds

Given the current pay period start and end dates are defined When schedules are generated across that pay period Then the cumulative hours per employee are calculated and any entries that push totals over the threshold are flagged for review

Automatic Overtime Flagging

"As a scheduler, I want the system to flag any shifts that exceed overtime thresholds so that I can adjust schedules before finalizing and avoid unintentional overtime assignments."

Description

Implement real-time monitoring that scans proposed schedule entries against defined thresholds and highlights any shifts that would cause an employee to exceed their limit. Flags should be visually distinct and provide contextual information, such as the amount of overtime incurred and which threshold was breached, to facilitate quick scheduler intervention.

Acceptance Criteria

Threshold Breach Notification

Given a proposed shift that exceeds an employee’s weekly overtime threshold, when the scheduler adds the shift, then the system visually flags the entry and displays the exceeded hours and threshold name.

Assignment Lockout Enforcement

Given an employee has reached their maximum allowable overtime, when a scheduler attempts to assign an additional shift, then the system blocks the assignment and shows a descriptive error message.

Contextual Flag Details

Given a flagged shift entry, when the scheduler hovers over or selects the flag icon, then a tooltip or modal displays the exact overtime incurred and the specific threshold breached.

Bulk Schedule Validation

Given a scheduler reviews an entire week’s schedule, when the system runs the overtime check, then all entries exceeding thresholds are flagged in a single report with summary counts by employee.

Threshold Configuration Update

Given an administrator updates an employee’s overtime thresholds, when the scheduler next loads the schedule view, then the system applies the new thresholds for all subsequent flagging operations.

Lockout Rule Enforcement

"As a scheduler, I want the system to block any schedule entries that exceed cumulative work-hour limits so that I cannot assign unsafe shifts and risk noncompliance."

Description

Introduce hard lockout rules that prevent saving or publishing schedules containing entries exceeding overtime thresholds. When a lockout occurs, the system should display clear error messages indicating the specific violations and guide users on how to resolve them. This ensures no schedule can go live if it violates safe work hour policies.

Acceptance Criteria

Draft Schedule Exceeds Weekly Overtime Limit

Given a weekly overtime threshold of 40 hours for an employee, when a manager attempts to save a draft schedule that assigns 42 total hours to that employee, then the system shall block the save action, display an error message indicating the employee’s weekly limit has been exceeded with the exact hour total, and highlight the violating shift entries.

Publishing Schedule with Excessive Daily Hours

Given a daily overtime threshold of 12 hours, when the manager publishes a schedule containing a shift that exceeds 12 hours in a single day for any employee, then the system shall prevent publication, show a clear notification listing each employee and date where the threshold was breached, and keep the schedule in draft state.

Bulk Schedule Import Violations

Given a CSV import of new schedule entries, when the import process identifies any shifts that cause employees to exceed configured overtime thresholds, then the system shall abort the import, return a detailed report of all violations, and not create or update any schedule entries until corrections are made.

Editing Shift Triggers Lockout

Given an existing published schedule, when a manager edits a shift that results in an employee exceeding overtime rules, then the system shall block the edit save, display an inline error message next to the modified shift, and log the attempted violation for auditing.

Threshold Configuration Change Impact

Given a change to the overtime threshold configuration (e.g., from 40 to 38 hours weekly), when the manager attempts to save or publish any schedule that now violates the updated threshold, then the system shall enforce the new limits immediately, block the action, and notify the manager of the updated policy and specific violations.

Admin Notification System

"As a manager, I want to receive alerts when an employee is nearing their overtime limit so that I can reassign shifts or adjust staffing levels before violations occur."

Description

Create automated notifications to alert managers and HR personnel when employees approach or exceed overtime thresholds. Notifications should be configurable by channel (email, SMS, in-app) and threshold level (e.g., at 80%, 100%, 120% of defined limits), enabling proactive staffing adjustments to mitigate overwork risks.

Acceptance Criteria

Email Notification at 80% Overtime Threshold

Given an employee's worked hours reach 80% of their defined overtime limit, When the system runs its daily overtime check, Then an email notification containing employee name, hours worked, threshold percentage, and timestamp is sent to the configured manager's email address.

SMS Notification at 100% Overtime Threshold

Given an employee's worked hours reach 100% of their defined overtime limit, When the system identifies the threshold breach in real-time, Then an SMS alert including employee name, total hours, and threshold percentage is sent to the designated HR phone number.

In-App Alert at 120% Overtime Threshold

Given an employee exceeds 120% of their defined overtime limit, When they log into PulseSync or open the mobile app, Then an in-app notification is displayed to both managers and HR users with details of the employee and hours exceeded.

Customizable Notification Channels Configuration

Given an administrator accesses the notification settings, When the admin configures specific channels (email, SMS, in-app) and sets custom threshold levels for each, Then the system respects these settings and sends notifications only through the selected channels at the defined thresholds.

Prevent Duplicate Notifications Within One Hour

Given an employee triggers the same overtime threshold multiple times within a one-hour window, When the system processes subsequent threshold breaches, Then only one notification per channel is sent within that hour to prevent duplicates.

Notification Content Includes Detailed Overtime Metrics

Given a notification is dispatched to any channel, When a manager or HR personnel reviews it, Then the notification clearly lists employee ID, employee name, scheduled hours vs actual hours, the percentage of the threshold reached, and the notification timestamp.

Overtime Reporting Dashboard

"As an HR manager, I want a dashboard summarizing overtime rule violations so that I can report compliance issues and adjust staffing policies based on empirical data."

Description

Develop a dashboard that aggregates overtime data, highlighting rule violations, flag counts, and blocked entries over selectable date ranges. Include filters by employee, role, location, and time period, and allow export to CSV or PDF for compliance audits and management reporting.

Acceptance Criteria

Date Range Selection

Given a manager selects a start and end date for the report, when they apply the selection, then the dashboard displays overtime data exclusively within that range, updating charts and counts accordingly.

Employee and Role Filtering

Given a manager filters by specific employees or roles, when they apply the filter, then only overtime records matching the selected employees or roles are displayed in the dashboard.

Location Filter Application

Given a manager selects one or more locations, when the filter is applied, then the dashboard refreshes to include only overtime data for shifts at those locations.

Overtime Violations Highlighting

Given the dashboard displays overtime entries, then any entries exceeding the configured threshold are visually flagged in red and included in the violation summary count.

Blocked Entry Visibility

Given lockout rules are enforced, then any blocked schedule entries appear in a separate 'Blocked Entries' section with details on the rule violated and the timestamp.

Exporting Reports to CSV and PDF

Given a manager chooses to export, when they select CSV or PDF format, then the system generates and downloads a report containing the current dashboard view, including filters and highlighted violations, within 10 seconds.

Wellness Pulse

Delivers quick, in-app well-being check-ins for staff to self-report stress and energy levels, feeding real-time insights to managers so they can address emerging burnout concerns.

Requirements

Quick Well-being Check-in Prompt

"As a staff member, I want a quick and effortless way to report my stress and energy levels during my shift so that managers can understand my well-being and provide support if needed."

Description

Implement an in-app, one-tap check-in mechanism that prompts staff at the beginning and end of each shift to self-report their stress and energy levels. This feature will integrate seamlessly into the PulseSync mobile and web applications, ensuring minimal disruption to workflow while gathering critical well-being data. Real-time data collection enables managers to identify rising burnout risk immediately, improving staff retention and shift satisfaction.

Acceptance Criteria

Shift Start Prompt Display

Given a staff member accesses the PulseSync app at their scheduled shift start time, When the shift start time is reached, Then a one-tap well-being check-in prompt must display prominently within 5 seconds.

Shift End Prompt Display

Given a staff member is within 10 minutes of their scheduled shift end time, When the end-of-shift window opens, Then the one-tap well-being check-in prompt must appear and allow submission before closing time.

Mandatory Check-in Reminder

Given a well-being prompt is displayed and the staff member has not responded within 5 minutes, When the reminder interval elapses, Then the system must send an in-app notification reminding them to complete the check-in.

Real-time Data Transmission

Given a staff member submits stress and energy levels via the check-in prompt, When submitted, Then the data must be transmitted to the manager dashboard database and visible on the manager’s view within 10 seconds.

Minimal Workflow Disruption

Given the one-tap check-in prompt appears, When displayed, Then staff must be able to tap once to record their response without navigating away from their current workflow and the prompt must not block other UI elements.

Real-time Manager Dashboard Insights

"As a manager, I want to view real-time summaries of my team’s stress and energy levels so that I can proactively address any emerging burnout issues and maintain smooth operations."

Description

Design a visual dashboard module that aggregates individual check-in data into real-time insights, highlighting overall team stress and energy trends. Include color-coded indicators, average scores, and alert thresholds for burnout risk. The dashboard will update instantly when staff submit their check-ins, enabling managers to make informed staffing and support decisions on the fly.

Acceptance Criteria

Real-time Stress Trend Visualization

Given the dashboard is open, when a staff member submits a stress check-in, then the stress trend graph updates within 2 seconds to display the new average stress score.

Burnout Risk Threshold Alert

Given the team’s average stress score exceeds the predefined threshold, then a red alert banner appears on the dashboard and persists until the score drops below the threshold.

Dynamic Energy Score Average Calculation

Given multiple energy level check-ins in the last hour, then the dashboard displays the calculated average energy score rounded to one decimal place.

Instantaneous Data Refresh on Check-in Submission

Given any number of simultaneous check-ins, when data is received, then all dashboard widgets refresh automatically without manual page reload.

High-volume Check-in Processing

Given 50 or more check-ins arrive within 1 minute, then the dashboard processes and displays all new data points within 3 seconds with no data loss.

Automated Alert Notification System

"As a manager, I want to receive immediate alerts when staff well-being scores are low so that I can intervene quickly and prevent burnout or understaffing emergencies."

Description

Develop an automated notification engine that triggers alerts when individual or team check-in scores fall below predefined thresholds. Alerts should be delivered via in-app messages, push notifications, and optional SMS or email to ensure managers receive timely warnings. The system will allow customization of threshold levels and notification channels to suit each restaurant’s preferences.

Acceptance Criteria

Threshold Breach In-App Alert

Given a team check-in score falls below the predefined threshold for stress When the system evaluates check-ins Then an in-app alert is created and visible to the manager's dashboard within 1 minute showing the team member and score

Threshold Breach Push Notification

Given an individual check-in score is below threshold and the manager has push enabled When the threshold is evaluated Then a push notification is sent to the manager's device within 2 minutes containing the staff member and score context

Threshold Breach SMS Notification

Given the restaurant has SMS alerts enabled and an individual score falls below threshold When the check-in is recorded Then an SMS is delivered to the manager's phone number within 5 minutes with alert details

Threshold Customization Persists

Given a manager sets a custom threshold for burnout alerts When the manager saves the threshold settings Then the new threshold is applied to all future check-in evaluations and remains effective after logout and login

Notification Channel Opt-In

Given a manager updates their notification preferences to opt-out of email alerts When the preference is saved Then no email alerts are sent for threshold breaches while other selected channels stay active

Historical Well-being Trend Analysis

"As a manager, I want to review historical well-being trends of my staff so that I can identify patterns, evaluate intervention effectiveness, and improve future scheduling decisions."

Description

Implement a historical data module to store and analyze past well-being check-ins over customizable timeframes. Provide visual charts and exportable reports that reveal patterns in stress and energy levels across shifts, days of the week, and seasons. This feature will help managers identify recurring issues, measure the impact of interventions, and optimize scheduling strategies.

Acceptance Criteria

7-Day Well-being Trend Overview

Given the manager is on the Historical Well-being Trend Analysis page When they select the past 7 days timeframe Then the chart displays daily average stress and energy levels for each of the past 7 days, matching stored check-in data

Shift-Type Specific Trend Filter

Given the manager has a list of shift types available When they apply a filter for a specific shift type Then the chart updates to show only well-being trends for that shift type over the selected timeframe

Export Historical Trends Report

Given the manager is viewing a trend visualization When they click the export report button Then a CSV file is downloaded containing date, shift type, average stress, and average energy levels for each data point in the selected timeframe

Weekday vs Weekend Well-being Comparison

Given the manager chooses comparison mode When they select weekdays vs weekends Then the chart displays side-by-side averages for stress and energy on weekdays and weekends over the selected period

Custom Timeframe Trend Analysis

Given the manager sets a custom start and end date When they submit the date range Then the system generates a chart and numeric summary of average stress and energy levels for that custom timeframe

Data Privacy and Access Controls

"As a staff member, I want assurance that my well-being data is kept private and secure so that I feel comfortable reporting honestly."

Description

Establish robust data privacy measures to ensure that staff well-being data is protected and accessed only by authorized personnel. Include role-based access controls, encryption of data at rest and in transit, and anonymized data views for aggregated analysis. This requirement will maintain compliance with privacy regulations and build trust with staff.

Acceptance Criteria

Manager Role-Based Access

Given a user with the Manager role logs into PulseSync, When they access the Wellness Pulse dashboard, Then they can view individual staff well-being entries only for their assigned team members.

Staff Access Restriction

Given a standard staff user logs into PulseSync, When they attempt to view another employee’s well-being data, Then the system denies access and displays an authorization error.

Data Encryption at Rest

Given well-being data is stored in the database at rest, Then all personal and health-related fields are encrypted using AES-256 and decryption is only possible with the secure key management service.

Data Encryption in Transit

Given the PulseSync mobile or web client sends well-being data to the server, When transmission occurs, Then the connection uses TLS 1.2 or higher and server certificates are validated successfully.

Anonymized Data Aggregation

Given a manager requests an aggregated well-being report, When the data is generated, Then all individual identifiers are removed and data is presented only in anonymized, aggregated form.

Shift Pattern Analyzer

Visualizes staff shift sequences on an interactive timeline, highlighting high-risk patterns such as back-to-back closing and opening shifts to streamline risk mitigation.

Requirements

Interactive Timeline Rendering

"As a restaurant manager, I want an interactive timeline view of staff shifts so that I can quickly review and understand the distribution and timing of shifts across my team."

Description

The system shall render an interactive timeline view displaying each staff member’s scheduled shifts across days and weeks. Users can zoom, pan, and hover over shifts to view details such as shift times, roles, and locations. This functionality integrates seamlessly with the dashboard UI, ensuring managers can intuitively navigate and analyze scheduling data without leaving the dashboard.

Acceptance Criteria

Zoom and Pan on Timeline

Given the manager is viewing the schedule dashboard, when they click the zoom in or zoom out control, then the timeline view scales accordingly by 25% increments while maintaining accurate shift block positions and labels.

Hover to View Shift Details

Given a shift block is displayed on the interactive timeline, when the manager hovers over the block, then a tooltip appears showing the shift start and end times, assigned role, and location within 500 milliseconds.

Toggle Between Daily and Weekly Views

Given the timeline is displayed, when the manager selects the daily view or weekly view toggle, then the timeline refreshes to show the correct time range (24 hours for daily, 7 days for weekly) within 2 seconds without a full page reload.

Seamless Integration with Dashboard UI

Given the dashboard loads, when the timeline component initializes, then it renders in its designated panel within 1 second and matches the styling and branding of the surrounding UI elements.

Responsive Timeline on Multiple Devices

Given the manager accesses the dashboard on desktop, tablet, or mobile, when the timeline component renders, then it adapts layout and controls so that all shift blocks and interactive functions remain accessible and legible at each standard screen resolution.

Risk Pattern Detection Engine

"As a restaurant manager, I want the system to automatically detect risky shift patterns so that I can adjust schedules before problems arise."

Description

The system shall automatically analyze scheduled shifts to detect high-risk patterns, such as back-to-back closing and opening shifts, excessive overtime, or insufficient rest periods. When enabled, the engine runs analyses in the background and flags potential issues directly on the timeline with color-coded indicators, enabling proactive risk mitigation.

Acceptance Criteria

Detect Back-to-Back Shifts

Given the Risk Pattern Detection Engine is enabled and a schedule includes an employee assigned a closing shift ending at 22:00 followed by an opening shift starting at 06:00 next day When the engine runs its analysis Then the system flags the shift pair with a red indicator for back-to-back shifts

Detect Excessive Overtime

Given the Risk Pattern Detection Engine is enabled and an employee's weekly scheduled hours exceed 60 When the engine runs its analysis Then the system flags the employee's schedule with an orange indicator for excessive overtime

Detect Insufficient Rest Periods

Given the Risk Pattern Detection Engine is enabled and an employee has fewer than 8 hours rest between shifts When the engine runs its analysis Then the system flags the affected shifts with a yellow indicator for insufficient rest

Flag Indicators Display on Timeline

Given the timeline view is open and the Risk Pattern Detection Engine has flagged shifts When a risk indicator is associated with a shift Then the timeline displays the indicator on the respective shift block with the correct color code and tooltip describing the risk type

Background Analysis Processing

Given the Risk Pattern Detection Engine is enabled and schedules are updated while the user is offline When the engine completes background processing Upon next user interaction with the schedule Then the system displays updated risk indicators without manual refresh

Customizable Risk Rule Configuration

"As a restaurant manager, I want to configure rules for detecting risky shift patterns so that the system aligns with our labor policies and reduces scheduling conflicts."

Description

The application shall provide a configuration interface allowing managers to define and customize risk detection rules, including minimum rest periods, maximum daily hours, and specific patterns to flag. Users can add, remove, or adjust thresholds to align with labor regulations and organizational policies, ensuring the detection engine reflects unique operational requirements.

Acceptance Criteria

Defining Minimum Rest Period Rule

Given the manager accesses the Risk Rule Configuration interface When the manager sets the minimum rest period between shifts to 12 hours and clicks Save Then the system saves the configuration And displays a confirmation message "Rule saved successfully"

Adjusting Maximum Daily Hours Threshold

Given the manager views the configuration for maximum daily hours When the manager updates the limit to 10 hours and clicks Save Then the system validates the input is within allowed bounds (1-24) And stores the new threshold for schedule analysis

Adding Custom Shift Pattern Rule

Given the manager opts to add a pattern-based risk rule When the manager defines a pattern of back-to-back closing and opening shifts and clicks Add Then the system records the pattern rule And displays it in the active rules list

Removing an Existing Risk Rule

Given the manager selects an existing risk rule in the configuration interface When the manager clicks Delete and confirms the action Then the system removes the rule from the list And ensures the rule no longer triggers during risk detection

Real-time Feedback on Invalid Threshold

Given the manager enters an invalid threshold value outside the allowable range When the manager attempts to save the rule Then the system displays an inline error message "Value must be between 1 and 24 hours" And disables the Save button until the input is corrected

Real-Time Risk Alert Notifications

"As a restaurant manager, I want to receive immediate notifications when scheduling conflicts or risky patterns occur so that I can address them before they impact operations."

Description

The system shall send real-time notifications to managers and affected staff when high-risk shift patterns are detected or when schedule changes introduce new risks. Alerts can be delivered via in-app notifications, email, or SMS based on user preferences, ensuring timely awareness and enabling prompt corrective action.

Acceptance Criteria

High-Risk Pattern Detection Alert

Given a pre-configured shift schedule with a detected back-to-back closing-opening shift pattern When the analyzer identifies this high-risk pattern Then the system sends a real-time notification to the manager via their selected channel

Staff Notification Preference Compliance

Given an affected staff member has specified their preferred alert channels When a high-risk shift alert is triggered Then the system delivers the notification via at least one of the staff member’s chosen methods (in-app, email, SMS)

Immediate Multichannel Alert Delivery

Given a high-risk pattern is detected When the risk is confirmed by the system Then notifications are dispatched simultaneously to all configured channels within 30 seconds

Schedule Change Risk Alert

Given a manager modifies an existing shift creating a new high-risk pattern When the change is saved Then the system immediately identifies the risk and notifies both the manager and affected staff

Acknowledgment Tracking and Escalation

Given a risk notification has been sent When the recipient does not acknowledge the alert within 10 minutes Then the system escalates the notification to a secondary contact and logs an unacknowledged alert status

Exportable Pattern Reports

"As a restaurant manager, I want to export shift pattern reports so that I can share scheduling insights with my team and maintain records for compliance."

Description

The feature shall allow users to export detailed reports of shift patterns and detected risks in formats such as PDF and CSV. Reports include visual timeline snapshots, flagged pattern summaries, and recommendations for mitigation. This enables managers to share insights with stakeholders and maintain records for compliance and audit purposes.

Acceptance Criteria

Export PDF Report of Shift Patterns

Given a manager selects “Export as PDF” from the export menu, when the report generation completes, then the system provides a downloadable PDF file containing the visual timeline snapshot, a summary table of flagged high-risk shift patterns, and a recommendations section for mitigation; and the file is named in the format Report_<YYYYMMDD>_<HHMM>.pdf.

Export CSV Report of Shift Patterns

Given a manager chooses “Export as CSV” for the current shift pattern analysis, when the export action is confirmed, then the system generates a CSV file that includes timestamped records of each shift, risk‐flagged pattern indicators, and recommended mitigation actions in separate columns; and the file name follows the format Report_<YYYYMMDD>_<HHMM>.csv.

Generate Audit-Ready Report for Compliance

Given a compliance officer initiates a report export for a selected date range, when the report is generated, then the export (PDF or CSV) includes metadata headers with export date, user ID, and date range; and the output is formatted to meet audit documentation standards.

Include Visual Timeline Snapshots in Export

Given the export includes visual timeline snapshots, when the manager reviews the exported report, then each snapshot in the PDF or embedded image references in HTML‐derived CSV (as link) accurately reflects the interactive timeline view displayed in the application at the time of export.

Embed Mitigation Recommendations in Report

Given shift patterns are flagged as high-risk, when the report is exported in either PDF or CSV, then each flagged pattern entry includes a corresponding mitigation recommendation drawn from the system’s suggestion engine; and these recommendations are clearly labeled and linked to the specific risk patterns.

Historical Pattern Analysis

"As a restaurant manager, I want to analyze historical shift patterns so that I can identify trends and improve future scheduling strategies."

Description

The system shall provide historical analysis capabilities, allowing managers to view and compare shift pattern data over selectable periods. Trends in risky patterns, staffing shortages, and coverage gaps are visualized in charts and graphs, helping managers make data-driven scheduling decisions and optimize staff allocation.

Acceptance Criteria

Custom Date Range Trend Comparison

Given a manager selects a custom start and end date, when they view the Historical Pattern Analysis screen, then the system displays trend lines for risky patterns, staffing shortages, and coverage gaps for the selected period

Risky Pattern Identification

Given the historical shift data is loaded, when the manager enables risky pattern analysis, then the system highlights and ranks the top three most frequent back-to-back closing-to-opening shift patterns

Coverage Gap Comparison

Given two non-overlapping historical periods are selected, when the manager compares them, then the system presents side-by-side bar charts illustrating coverage gaps for each period

Staff-Specific Trend Filtering

Given a specific staff member is selected from the filter dropdown, when the filter is applied, then all charts update to show trend data solely for that staff member over the chosen period

Data Export Capability

Given the manager clicks the export button for the current analysis view, when the export completes, then a CSV file is downloaded containing all displayed chart data and metadata for the selected date range

Alert Priority Matrix

Ranks burnout alerts by severity and urgency, providing managers with a clear, color-coded dashboard to focus on the most critical staffing adjustments first.

Requirements

Burnout Alert Scoring Algorithm

"As a restaurant manager, I want an automated scoring algorithm that ranks staff burnout risk so that I can quickly identify and address the most critical staffing needs."

Description

Develop an AI-driven scoring algorithm that calculates burnout alert severity and urgency based on factors such as hours worked, shift changes, time since last break, and historical attendance data. The algorithm should normalize inputs, assign weighted scores, and output a composite priority score that aligns with management’s staffing objectives. Integration with the existing scheduling engine and staff database is required for real-time calculations, ensuring scores update within seconds of data changes. Expected outcomes include accurate ranking of at-risk staff and reduction of manual analysis time.

Acceptance Criteria

Real-time Data Update Scenario

Given a staff member’s work hours or break times are updated in the database When the update occurs Then the burnout alert scoring algorithm recalculates and outputs a new priority score within 5 seconds

Weighted Factor Calculation Scenario

Given input data for hours worked, shift changes, time since last break, and attendance history When the algorithm processes the inputs Then each input is normalized, weighted according to defined coefficients, and included in the composite score calculation

Priority Score Normalization Scenario

Given raw weighted scores for burnout factors When the composite score is computed Then the algorithm normalizes the score to a 0–100 scale and ensures scores below 0 or above 100 are clamped

Integration with Scheduling Engine Scenario

Given the algorithm produces a composite priority score When the score is generated Then the scheduling engine API receives the score payload within 5 seconds and updates any open shift recommendations accordingly

Alert Dashboard Display Scenario

Given updated priority scores for staff When the manager views the dashboard Then alerts are color-coded (green for 0–33, yellow for 34–66, red for 67–100) and sorted in descending order of severity

Priority Matrix Visualization

"As a restaurant manager, I want a color-coded matrix that visualizes alert severity and urgency so that I can focus on the most critical staffing adjustments first."

Description

Design and implement a color-coded matrix UI component within the PulseSync dashboard that displays burnout alerts by severity and urgency. The matrix should use a two-axis grid (severity vs. urgency), apply clear color gradients (e.g., green to red), and include tooltips with detailed alert information. The component must be responsive, accessible (ARIA labels), and match PulseSync’s style guidelines. It should allow managers to view high-priority cells at a glance and click to drill down into individual alerts.

Acceptance Criteria

Rendering the Priority Matrix on Dashboard

Given a manager is on the PulseSync dashboard When the Alert Priority Matrix component loads Then the matrix displays a two-axis grid with severity on the Y-axis and urgency on the X-axis And each cell is color-coded according to the defined gradient from green (low) to red (high)

Highlighting High-Severity Urgent Alerts

Given multiple burnout alerts with varying severity and urgency When the matrix is rendered Then alerts with high severity and high urgency appear in the top-right cells with the darkest red shade And these cells display a count badge indicating the number of alerts

Displaying Tooltip Details

Given the manager hovers over any cell in the matrix When the tooltip appears Then it shows a detailed list of alerts in that cell including employee name, date, severity level, and urgency level And the tooltip disappears when the mouse leaves the cell

Responsive Layout on Mobile

Given the manager views the dashboard on a mobile device When the screen width is below 768px Then the matrix adjusts to a single-column layout with scrollable overflow And all cells remain legible and interactive

Accessibility Compliance for ARIA Labels

Given the Alert Priority Matrix component is in the DOM When accessed with a screen reader Then each cell has an ARIA label describing its severity category, urgency category, and alert count And all interactive elements are keyboard-focusable and announce their function

Real-Time Data Synchronization

"As a restaurant manager, I want the alert matrix to update instantly when staff shifts change so that I always see the latest burnout risks."

Description

Implement real-time data synchronization between the scheduling backend, staff activity logs, and the alert matrix UI. Use WebSockets or polling mechanisms to push updates within 2 seconds of data changes (shift swaps, check-ins, or breaks). Ensure data consistency and handle network interruptions gracefully by queuing updates. This integration ensures the matrix always reflects current staffing risk, minimizing delays in decision-making.

Acceptance Criteria

Shift Swap Update Propagation

Given a manager approves a shift swap, when the backend registers the swap, then the alert matrix UI receives and displays the updated shift assignments within 2 seconds.

Staff Check-In Status Refresh

Given a staff member checks in via the mobile app, when the backend logs the check-in, then the alert matrix UI reflects the staff as 'checked-in' within 2 seconds without manual refresh.

Break Start/End Synchronization

Given a staff member starts or ends a break, when the break event is recorded by the backend, then the alert matrix UI updates the staff's availability status within 2 seconds.

Network Interruption Recovery

Given a network interruption on the client side, when connectivity is restored, then all queued updates are processed and the UI state matches the latest backend data with no missing events.

Data Consistency under High Load

Given 100 simultaneous shift booking changes, when the system processes these changes, then the UI receives and applies all updates within 2 seconds without conflicts or incomplete data.

Polling Fallback Mechanism

Given the WebSocket connection fails, when the system detects the failure, then it switches to polling and delivers updates within 2 seconds.

Custom Alert Threshold Configuration

"As a restaurant manager, I want to customize the severity and urgency thresholds so that the alert system matches my restaurant’s staffing policies."

Description

Provide managers with settings to adjust alert threshold values for severity and urgency. The configuration interface should include sliders or input fields for weight adjustments (e.g., shift length weight, break interval weight) and preset templates (standard, aggressive, conservative). Changes should apply immediately to the scoring algorithm and update existing alerts. This customization empowers different restaurants to tailor the alert sensitivity to their operational style.

Acceptance Criteria

Customizing Severity and Urgency Thresholds

Given the manager accesses the Custom Alert Threshold Configuration interface, when they adjust the shift length weight slider to a valid value and set the break interval weight input to a valid number, then the alert scoring algorithm recalculates scores within 2 seconds and the dashboard reflects updated alert rankings immediately.

Selecting and Applying a Preset Template

Given the manager selects the 'Aggressive' preset template from the dropdown and confirms the change, when they save, then all configuration fields update to the preset defaults and existing alerts recalculate and display new severity and urgency values.

Real-Time Update Propagation to Active Alerts

Given the manager modifies any threshold or template setting, when the configuration is saved, then all active alerts refresh in the dashboard without requiring a page reload and display updated color-coded severity levels.

Validation of Input Fields

Given the manager enters a weight value outside the allowed range (less than 0 or greater than 100), when they attempt to save, then the system prevents saving and displays an inline error message 'Value must be between 0 and 100'.

Persistence of Manager Configurations

Given the manager has customized thresholds or selected a preset, when they log out and log back in, then their configuration persists in the Custom Alert Threshold Configuration interface and applies automatically to the scoring algorithm.

Critical Alert Push Notifications

"As a restaurant manager, I want to receive immediate notifications for critical burnout alerts so that I can take swift action to reassign shifts."

Description

Build a push notification service that sends real-time alerts for burnout scores exceeding critical thresholds. Notifications should be delivered via email, SMS, and in-app banners, with configurable escalation rules (e.g., first to assistant manager, then to regional manager). Include alert details and direct links to the matrix view. Ensure reliability through retry logic and logging.

Acceptance Criteria

Critical Burnout Alert Notification Trigger

Given a staff member’s burnout score exceeds the critical threshold, when the system evaluates scores, then email, SMS, and in-app banner notifications must be sent within 30 seconds containing alert details.

Assistant Manager Alert Delivery

Given a critical alert is generated, when notifications are sent, then the assistant manager must receive the alert via email, SMS, and in-app banner with correct severity color-coding and timestamp.

Regional Manager Escalation

Given the assistant manager does not acknowledge the alert within 5 minutes, when escalation rules apply, then the system must send email, SMS, and in-app notifications to the regional manager.

Delivery Retry Mechanism

Given a notification delivery failure on any channel, when the system detects the failure, then it must retry up to three times at 1-minute intervals and log each attempt.

Direct Link to Matrix View

Given a user taps the notification, when the link is activated, then the system must open the alert priority matrix view and highlight the corresponding alert.

LawLens

A dynamic rule engine that automatically applies relevant local labor laws to each location’s schedule. LawLens keeps regulations up to date and ensures every shift aligns with jurisdiction-specific requirements, reducing manual research and compliance risk.

Requirements

Regulation Database Integration

"As a restaurant manager, I want PulseSync to automatically integrate and update a database of local labor laws so that I can schedule staff without manually researching compliance requirements."

Description

Integrate a comprehensive database of local labor laws covering all jurisdictions where restaurants operate. This requirement ensures the system can retrieve and store up-to-date regulations including working hours, overtime rules, rest periods, and break requirements. The integration should support API connections to external legal data providers, maintain internal caching for performance, and allow querying by location and law category.

Acceptance Criteria

External API Data Retrieval

Given a valid jurisdiction code When the system requests labor law data via the external API Then it retrieves and stores the complete regulation set including working hours, overtime rules, rest periods, and breaks

Cache Performance and TTL

Given a cached set of regulations When the data age is below the defined TTL Then the system returns the cached regulations within 200ms without calling the external API

Location and Category Query

Given multiple jurisdictions and law categories in the database When a user queries for a specific location and category Then the system returns only relevant regulations matching those filters

API Failure and Fallback to Cache

Given the external API is unreachable When the system attempts to fetch regulations Then it falls back to the latest cached data and logs an error notification

Regulation Update Propagation

Given a new regulation is available from the external provider When the system synchronizes data Then it updates internal storage within 15 minutes and triggers downstream schedule compliance checks

Automated Compliance Check

"As a scheduler, I want PulseSync to automatically check my proposed shifts against relevant labor laws so that I can ensure compliance before publishing schedules."

Description

Implement a rule engine that automatically evaluates proposed shift schedules against jurisdiction-specific labor regulations. The system must validate shift lengths, total weekly hours, required rest periods, overtime thresholds, and mandated breaks. Non-compliant assignments should be flagged with clear error messages and suggestions for adjustment.

Acceptance Criteria

Validating Daily Shift Length Compliance

Given a proposed shift of 10 hours in a jurisdiction with an 8-hour daily limit, when the schedule is submitted for validation, then the system identifies the shift as non-compliant, displays 'Shift exceeds maximum daily hours of 8', and suggests splitting the shift accordingly.

Enforcing Weekly Hour Caps for Full-Time Employees

Given an employee's total scheduled hours reach 41 hours in a week in a jurisdiction with a 40-hour weekly limit, when validation runs, then the system flags the schedule as non-compliant, shows 'Weekly hours exceed 40-hour limit', and highlights the excess hours for adjustment.

Ensuring Minimum Rest Periods Between Shifts

Given two consecutive shifts scheduled with only 8 hours rest in a jurisdiction requiring 10 hours minimum rest, when validated, then the system flags 'Insufficient rest period', specifies the required 10-hour rest, and prevents schedule confirmation.

Checking Overtime Threshold Alerts

Given an employee's scheduled hours exceed the standard 40-hour threshold, when the system processes overtime rules, then it marks hours beyond 40 as overtime with a clear label, applies the correct overtime rate, and notifies the manager.

Flagging Missing Mandated Breaks

Given a shift longer than 5 hours without a scheduled 30-minute break in a jurisdiction that mandates it, when the schedule is validated, then the system flags 'Missing mandated break', auto-inserts a 30-minute break slot, and prompts manager approval.

Real-time Violation Alerts

"As a restaurant manager, I want to receive instant alerts if a schedule change creates a labor law violation so that I can correct it before it affects my staff."

Description

Enable immediate notifications when schedule modifications result in potential labor law violations. The system should monitor schedule edits in real time, detect conflicts such as excess hours or insufficient rest, and send alerts to managers via dashboard notifications and optional email or SMS. Alerts must include details of the violation and recommended corrective actions.

Acceptance Criteria

Excess Hours Violation Alert

Given a manager modifies a schedule that causes an employee's weekly hours to exceed the local legal maximum, When the change is saved, Then the system immediately generates a violation alert specifying the exceeded hours and recommended adjustment.

Insufficient Rest Period Alert

Given a manager schedules an employee with less than the required rest period between shifts under local law, When the schedule is updated, Then the system triggers a violation alert detailing the insufficient rest interval and suggests rescheduling options.

Dashboard Notification Display

Given any violation is detected, When the manager accesses the dashboard, Then the violation alert appears in the alerts panel within two seconds, showing violation type, employee name, shift details, and corrective action suggestions.

Email Notification Delivery

Given the manager has enabled email notifications and a violation occurs, When the violation is detected, Then the system sends an email to the manager's registered address within one minute containing violation details and recommended corrections.

SMS Notification Delivery

Given the manager has enabled SMS notifications and a violation occurs, When the violation is detected, Then the system sends an SMS to the manager's registered phone number within one minute with concise violation information and corrective action suggestions.

Law Update Synchronization

"As an operations director, I want PulseSync to automatically synchronize labor law updates so that I can be confident my schedules always comply with the latest regulations."

Description

Build a synchronization service that periodically fetches and applies updates from authoritative legal sources to the internal regulations database. This service should support configurable update intervals, verify data integrity, handle merge conflicts, and log all changes for audit purposes to ensure schedules reflect the latest legal requirements.

Acceptance Criteria

Scheduled Law Update Fetch Execution

Given a 24-hour update interval is configured When the scheduler reaches the configured time Then the service initiates a fetch request from all authoritative legal sources and logs the attempt in the activity log.

Data Integrity Verification Post-Fetch

Given the service has retrieved an update file When the file's checksum is compared against the source’s published checksum Then any mismatch triggers an integrity failure event and prevents the update from being applied.

Merge Conflict Resolution Handling

Given new updates conflict with existing database entries When a conflict is detected Then the service applies the predefined conflict resolution strategy and records the resolution details in the conflict log.

Audit Logging of Applied Updates

Given updates pass validation and merge checks When the updates are applied Then the system records each change with timestamp, source identifier, and change details in the audit log.

Configurable Interval Adjustment

Given an administrator updates the synchronization interval setting When the new setting is saved Then the scheduler immediately reschedules the next fetch according to the updated interval without requiring a service restart.

Location-Specific Rule Overrides

"As a regional manager, I want to apply custom labor rule exceptions for certain locations so that I can accommodate local agreements without compromising compliance."

Description

Allow administrators to define custom overrides or exceptions for specific restaurant locations, such as collective bargaining agreements or state-specific provisions not covered by the default database. The override interface should include version control, effective and expiration dates, and audit trails to maintain compliance and transparency.

Acceptance Criteria

Administrator Creates Location Override

Given an administrator navigates to the Location-Specific Overrides interface When they select a restaurant location and enter override details including version, effective date, expiration date, and exception terms Then the system saves the override, assigns a unique version number, and displays the new override in the location’s override list

Administrator Edits Existing Override Version

Given an administrator views a previously saved override entry When they modify the effective date, expiration date, or exception terms and confirm the update Then the system records a new version of the override, preserving the prior version in the audit trail and displaying the updated version as active

System Applies Overrides to New Schedule

Given a new schedule is generated for a specific location with an active override When the schedule creation logic runs Then the system applies the custom override rules instead of default labor laws, preventing any scheduling conflicts

Audit Trail Records Override Actions

Given any create, edit, or delete action on a location-specific override When the action is completed Then the system logs the action with administrator ID, timestamp, action type, and override version in the audit trail

Expiration of Overrides is Enforced

Given an override with an expiration date has passed When a new schedule is created or an administrator views active overrides Then the expired override is automatically marked inactive and excluded from scheduling logic

ShiftShield

Preemptively blocks or flags any schedule entry that would violate labor rules, such as overtime caps or mandatory rest periods. ShiftShield offers instant resolution suggestions—like swapping or redistributing hours—to maintain full coverage without breaking regulations.

Requirements

Real-Time Labor Rule Validation

"As a restaurant manager, I want the system to automatically validate shift entries against labor rules in real time so that I can ensure compliance and avoid penalties."

Description

Immediately checks each proposed shift entry against all applicable labor regulations—including overtime limits and rest period requirements—at the moment of scheduling. Provides instant, context-aware feedback within the scheduling interface, highlighting specific violations and preventing rule-breaking entries from being saved. This proactive validation ensures ongoing compliance, reduces manual oversight, and minimizes the risk of costly labor disputes or fines.

Acceptance Criteria

Overtime Limit Exceeded Detection

Given an employee is scheduled for 38 hours this week, when a scheduler attempts to assign an additional 5-hour shift, then the system must prevent the entry from being saved and display an error stating that the 40-hour weekly overtime limit would be exceeded.

Mandatory Rest Period Violation Prevention

Given an employee completed a shift ending at 10:00 PM, when a new shift is created starting before 8:00 AM next day, then the system must block the entry and show a violation message specifying the required 8-hour rest period.

Real-Time Feedback Rendering on Scheduling UI

Given a scheduler drags and drops a shift into the calendar view, when the move triggers any labor rule violation, then the system must highlight the affected shift in red and display inline feedback within 1 second.

Automatic Shift Suggestion After Conflict Detection

Given a proposed shift violates a rest period rule, when the scheduler clicks the 'Resolve' suggestion, then the system must generate and present at least two compliant alternative time slots that maintain full coverage without rule violations.

Multi-Jurisdiction Compliance for Remote Staff

Given an employee has location-specific labor rules in State A and State B, when the scheduler assigns a cross-state shift, then the system must evaluate and enforce all applicable labor rules (overtime, rest periods) from both jurisdictions before allowing the entry.

Suggested Shift Swap Recommendations

"As a manager, I want to receive intelligent suggestions for shifting staff assignments so that I can quickly resolve labor rule conflicts without manual trial."

Description

When a potential labor rule violation is detected, the system generates and displays intelligent shift swap or hour redistribution suggestions. These recommendations factor in staff availability, role requirements, and past scheduling preferences, enabling managers to resolve conflicts with minimal manual effort. Integrates seamlessly with the AI-driven scheduler to maintain full coverage while preserving regulatory compliance.

Acceptance Criteria

Violation Detection During Schedule Creation

Given a manager adds a shift that breaches labor rules, when the draft schedule is saved, then the system displays at least three swap or redistribution suggestions that each resolve the violation while maintaining full coverage.

Real-time Alert on Overtime Risk

Given an assignment causes an employee’s projected hours to exceed the weekly cap, when the manager attempts to confirm the schedule, then an alert is triggered and at least two valid swap options are presented immediately.

Role Requirement Conflict Resolution

Given an open shift requiring a specific qualification and no directly qualified staff available, when a violation is detected, then the system recommends swaps or hour redistributions involving cross-trained employees that fulfill the role requirement.

Staff Preference Consideration

Given the system generates multiple swap options, when evaluating each recommendation, then it ranks options by staff scheduling preferences and displays preference scores alongside each suggestion.

Seamless AI Scheduler Integration

Given the manager applies a recommended swap, when the updated schedule is regenerated by the AI scheduler, then full shift coverage is maintained with zero newly introduced rule violations.

Overtime Alert Thresholds

"As a manager, I want to be alerted when an employee is nearing overtime limits so I can adjust schedules to control labor costs."

Description

Continuously monitors each employee’s accumulating hours against configurable overtime thresholds and triggers proactive alerts when predefined limits are approached. Alerts can be delivered via dashboard notifications, email, or mobile push, allowing managers to adjust upcoming shifts or redistribute hours before overtime is incurred. This feature helps control labor costs and maintain budgetary compliance.

Acceptance Criteria

Approaching Daily Overtime Threshold

Given an employee’s scheduled hours are within one hour of the configured daily overtime limit, when the system processes the daily totals at the end of each shift, then the system must generate and send an alert via dashboard notification, email, or push to the manager within 60 seconds.

Approaching Weekly Overtime Threshold

Given an employee’s cumulative hours for the week exceed the weekly regular hour threshold minus two hours, when the system calculates weekly totals every morning at 00:00, then the system must trigger an alert delivered through all active channels specified in the employee’s notification settings.

Threshold Configuration Persistence

Given a manager updates the overtime alert threshold values in settings and saves changes, when the manager navigates away and returns to the settings page, then the updated thresholds must be accurately displayed and used for all subsequent alert calculations.

Notification Delivery Verification

Given an alert is generated for an employee approaching overtime, when the alert is dispatched, then the system must record delivery status for each channel and display a success or failure indicator in the alert log within the dashboard.

Multiple Channel Subscription

Given a manager opts into dashboard, email, and mobile push for alerts, when an overtime threshold is breached, then the system must send identical alert messages to all three channels and confirm receipt within the manager’s alert history.

Mandatory Rest Period Enforcement

"As a manager, I want the system to enforce mandatory rest periods between shifts so staff have adequate rest and operations remain compliant."

Description

Enforces mandatory rest period regulations by blocking any shift assignment that violates minimum rest requirements between consecutive shifts. Provides clear rationale for the block and suggests alternative scheduling options to maintain coverage. Ensures employee well-being and compliance with labor standards by automating rest period checks within the scheduling workflow.

Acceptance Criteria

Consecutive Shifts with Insufficient Rest

Given an employee’s previous shift ends at 10:00 PM, When a manager attempts to assign the next shift starting at 4:00 AM the following day, Then the system shall block the assignment and display “Assignment blocked: Minimum rest period of 8 hours not met.”

Rest Period Compliance Confirmation

Given an employee’s previous shift ended at 11:00 PM, When a manager schedules the next shift for 8:00 AM the following day, Then the system shall allow the assignment without any rest period warnings.

Automated Alternative Shift Suggestions

Given an attempted shift assignment violates the mandatory rest rule, When the system blocks the assignment, Then the system shall present at least two alternative shift start times that comply with the 8-hour rest requirement and maintain full coverage.

Override Attempt for Mandatory Rest

Given a user without override privileges, When they acknowledge the rest period violation warning and attempt to force-assign the shift, Then the system shall prevent the override, display “Override not permitted for mandatory rest periods,” and log the unauthorized attempt.

Audit Logging of Rest Period Violations

Given any rest period violation is detected and blocked, When the block occurs, Then the system shall record the event in the audit log with timestamp, user ID, employee ID, shift times, and the reason “Rest period violation.”

Compliance Audit Trail

"As a compliance officer, I want a detailed audit trail of scheduling decisions and rule violations so that I can demonstrate regulatory compliance during audits."

Description

Automatically logs every scheduling action, flagged violation, and resolution recommendation in a secure, timestamped audit trail. Supports exportable reports and integration with external compliance systems, providing a transparent record of all labor rule checks and managerial decisions. Facilitates easy review and audit preparation, demonstrating adherence to regulations.

Acceptance Criteria

Manual Scheduling Action Logged

Given a manager manually updates a shift schedule, when the change is saved, then the system logs the action with a unique identifier, timestamp, user ID, and full change details in the audit trail.

Flagged Violation Recorded

Given ShiftShield identifies a scheduling violation, when the violation is flagged, then the system logs the violation type, affected employee, timestamp, and rationale into the audit trail.

Resolution Recommendation Captured

Given ShiftShield generates a resolution recommendation for a flagged violation, when the user views the recommendation, then the system records the recommendation details, recommended action, timestamp, and user response status in the audit trail.

Audit Trail Report Exported

Given a compliance officer requests an audit trail report, when the export is initiated, then the system generates a downloadable report (CSV or PDF) containing all relevant log entries, filter parameters, export timestamp, and user information.

External Compliance System Integration

Given the audit trail data is configured for external integration, when a scheduled sync runs, then the system successfully transmits new log entries to the external compliance system with confirmation of receipt and logs the transmission status and timestamp.

Unauthorized Edit Attempt Logged

Given a user without edit permissions attempts to modify a schedule, when the attempt is made, then the system blocks the action and logs the unauthorized attempt with user ID, attempted action details, timestamp, and reason code.

Compliance Hub

A centralized dashboard that categorizes and prioritizes all compliance issues in one view. Managers can filter by severity, location, or rule type, track resolution status in real time, and assign corrective tasks to team members for swift remediation.

Requirements

Centralized Dashboard Overview

"As a restaurant manager, I want a single dashboard that shows all compliance issues so that I can assess overall compliance health quickly."

Description

A unified interface displaying all current compliance issues across locations, with visual indicators for severity, due dates, and resolution progress. Integrates with existing PulseSync modules to pull data automatically, enabling managers to gain a holistic view of compliance status at a glance.

Acceptance Criteria

Viewing All Compliance Issues Dashboard

Given a manager navigates to the Centralized Dashboard Overview, When the page loads, Then all active compliance issues from all locations are displayed with severity, due date, and resolution status indicators without manual data entry.

Filtering Compliance Issues by Severity

Given the dashboard displays multiple issues, When the manager selects a severity level filter (e.g., High, Medium, Low), Then only issues matching the selected severity are shown and other issues are hidden.

Sorting Issues by Due Date

Given the dashboard shows a list of compliance issues, When the manager clicks the ‘Due Date’ column header, Then the issues are sorted in ascending order by default and toggled to descending order on a second click.

Tracking Resolution Progress

Given an issue has a progress percentage and assigned task, When the manager views the dashboard, Then each issue displays an accurate progress bar reflecting completion percentage and the name of the assigned team member.

Data Synchronization with PulseSync Modules

Given new compliance data is recorded in integrated modules, When synchronization runs (manual or scheduled), Then the Centralized Dashboard Overview updates within two minutes to reflect the latest issues without errors.

Advanced Filtering & Prioritization

"As a restaurant manager, I want to filter compliance issues by different criteria so that I can prioritize my team's efforts on the most urgent problems."

Description

Enable managers to filter compliance issues by severity, location, rule type, and due date, and automatically prioritize tasks based on customizable business rules. Provides multi-select options, search functionality, and dynamic sorting to help focus on the most critical issues first.

Acceptance Criteria

Filter Compliance Issues by Severity

Given the manager views the compliance dashboard, when they select severity level 'Critical', then only issues marked 'Critical' are displayed and the total count matches the expected number.

Multi-Filter by Location and Rule Type

Given all compliance issues are listed, when the manager selects location 'West Branch' and rule type 'Food Safety', then the dashboard shows only issues matching both filters, and no other issues appear.

Search Functionality for Issue IDs and Keywords

Given the compliance issues are loaded, when the manager enters a specific issue ID or keyword in the search field, then matching issues are dynamically filtered in real time and non-matching issues are hidden.

Dynamic Sorting by Due Date

Given the issues list (filtered or not), when the manager toggles the sort control to ascending due date, then issues are ordered from earliest to latest due date, and toggling again orders from latest to earliest.

Automatic Prioritization Based on Custom Business Rules

Given open compliance tasks and defined business rules (e.g., severity score multiplied by days until due), when the rules are applied, then tasks are prioritized and displayed in descending order of calculated priority.

Real-time Status Tracking

"As a restaurant manager, I want to see real-time updates on compliance tasks so that I can monitor progress and address delays immediately."

Description

Provide live updates on compliance issue progress by reflecting changes as team members update their tasks. Utilize web sockets or polling to instantly show status changes, comments, and attachments without manual refresh, ensuring managers always see current information.

Acceptance Criteria

Live status update on task completion

Given a manager is viewing the compliance dashboard, When a team member marks a task as completed, Then the dashboard updates the task status to 'Completed' within 2 seconds without manual refresh.

Real-time comment display

Given a manager is viewing the task details, When a team member adds a comment, Then the comment appears in the comments section within 2 seconds and is highlighted as new.

Instant attachment rendering

Given a manager is viewing the task details, When a team member uploads an attachment, Then the attachment link appears in the attachments list within 3 seconds and is available for download.

Concurrent updates synchronization

Given multiple team members update different tasks simultaneously, When updates occur, Then the dashboard reflects each change in the correct task card within 2 seconds without collisions or overwrites.

Offline reconnection and data sync

Given a manager loses internet connection and then reconnects, When the connection is restored, Then the dashboard automatically synchronizes any missed updates within 5 seconds and displays a notification of sync completion.

Task Assignment & Notifications

"As a restaurant manager, I want to assign compliance tasks to my team and notify them automatically so that issues get addressed promptly."

Description

Allow managers to assign corrective tasks directly from the dashboard to specific staff members, with built-in notification triggers via email, SMS, or in-app alerts. Include due date setting and escalation rules for overdue tasks to ensure timely resolution.

Acceptance Criteria

Assigning Corrective Task to Staff Member

Given a manager selects a compliance issue on the dashboard When they assign the task to a staff member and set a due date Then the task appears in the staff member's task list with correct details and due date

Sending Notification via Email, SMS, and In-App Alert

Given a task is assigned When the assignment is confirmed Then the staff member receives an email notification with task details; And an SMS notification with a link to the task; And an in-app alert in their PulseSync mobile and web app

Displaying Task with Due Date on Manager Dashboard

Given tasks have assigned due dates When the manager views the Compliance Hub dashboard Then each task shows its due date formatted as 'MM/DD/YYYY' and a countdown of days remaining

Triggering Escalation for Overdue Tasks

Given a task’s due date has passed without completion When the escalation threshold is reached (e.g., 2 hours overdue) Then the system sends an escalation notification to the manager and assigns a reminder to the original assignee

Filtering and Tracking Resolution Status

Given multiple tasks assigned When the manager filters tasks by resolution status "Overdue" or "Pending" Then the dashboard displays only tasks matching the selected status with clear status indicators

Audit Trail & Reporting

"As a restaurant manager, I want an audit trail of compliance actions and reports so that I can demonstrate compliance history during inspections."

Description

Maintain a detailed audit log of all compliance actions, including issue creation, status changes, comments, and attachments. Offer customizable reporting capabilities to generate compliance reports by location, timeframe, or issue type, exportable in CSV or PDF formats for external audits.

Acceptance Criteria

Issue Creation Logging

Given a manager creates a compliance issue, when the action is submitted, then the audit log shall automatically record an entry containing the issue ID, creator user ID, timestamp, and all issue details.

Status Change Logging

Given a user changes the status of an existing compliance issue, when the status update is confirmed, then the audit log shall record the previous status, new status, user ID, timestamp, and issue ID.

Comment and Attachment Logging

Given a user adds a comment or uploads an attachment to a compliance issue, when the comment or attachment is saved, then the audit log shall record the comment text or attachment metadata (filename, size, type), user ID, timestamp, and associated issue ID.

Custom Report Generation

Given a manager selects filters for location, timeframe, and issue type, when the report is generated, then the system shall display all matching compliance actions and audit entries, sorted by timestamp and grouped by issue ID.

Report Export

Given a manager chooses to export a generated compliance report, when CSV or PDF export is initiated, then the system shall produce a file in the selected format containing the full report data with appropriate headers and formatting, and provide a download link.

What-If Simulator

An interactive scheduling sandbox where managers can draft hypothetical shift plans and instantly see compliance impacts. The Simulator highlights violations, suggests adjustments, and forecasts potential fines or risks—enabling informed decision-making before publishing the final schedule.

Requirements

Scenario Creation

"As a restaurant manager, I want to create and modify hypothetical shift scenarios so that I can explore staffing options without disrupting the published schedule."

Description

Allow managers to set up multiple hypothetical shift schedules with customizable parameters such as staffing levels, shift timings, and employee roles. Enable users to save, edit, and delete scenarios, providing a flexible sandbox for planning without affecting live data.

Acceptance Criteria

New Scenario Creation

Given a manager opens the Scenario Creation modal and enters a unique name, staffing levels, shift timings, and employee roles, When they click 'Save', Then the scenario is saved successfully and appears in the Scenario List without affecting live data.

Edit Existing Scenario

Given a manager has a saved scenario displayed in the Scenario List, When they select 'Edit', modify one or more parameters, and click 'Save', Then the updated parameters are persisted and correctly reflected in the Scenario List.

Delete Scenario

Given a manager views the Scenario List, When they click 'Delete' on a scenario and confirm the action, Then the scenario is removed from the list and cannot be loaded thereafter.

Load Scenario for Review

Given a manager selects a scenario from the Scenario List, When they click 'Load', Then the scenario's parameters populate the What-If Simulator sandbox accurately.

Duplicate Scenario Prevention

Given a manager attempts to save a scenario using a name that already exists, When they click 'Save', Then the system displays a 'Scenario name already exists' error and prevents saving.

Real-Time Compliance Checker

"As a restaurant manager, I want the system to flag any compliance issues in my draft schedule so that I can correct them before finalizing and avoid potential fines."

Description

Implement automated rules that scan drafted scenarios for labor law violations, overtime breaches, and internal policy conflicts. Provide instant visual indicators and detailed explanations of each violation directly within the simulator interface.

Acceptance Criteria

Overtime Breach Detection

Given a drafted schedule where an employee exceeds 40 hours in a workweek, when the draft updates, then the system visually marks the overlapping shifts in red and displays a tooltip explaining the overtime violation within 2 seconds.

Mandatory Break Violation Alert

Given a shift pattern that schedules an employee for more than 6 hours without a break, when previewing the scenario, then the system flags the affected shift with an icon and offers recommended break insertion points.

Policy Conflict Identification

Given cross-department assignments against internal policy, when running compliance check, then the system lists each conflict with policy reference codes and provides adjustment suggestions inline.

Real-Time Feedback Performance

Given large schedules with over 100 shifts, when editing any shift, then compliance violations are recalculated and updated in under 1 second without UI lag.

Compliance Summary Visualization

Given a complete draft schedule, when clicking the 'Compliance Summary' button, then the system displays an aggregated dashboard of all violations, categorizing by violation type, count, and potential fines, with drill-down links to each incident.

Risk and Fine Forecasting

"As a restaurant manager, I want to see projected fines or risks for each scheduling scenario so that I can choose the most cost-effective and compliant plan."

Description

Integrate risk assessment algorithms that calculate potential financial penalties and operational risks associated with each scenario. Present forecasts in an easy-to-read summary, highlighting the most costly or risky schedule options.

Acceptance Criteria

Manager drafts non-compliant schedule

Given a schedule with a labor law violation, when the manager runs the What-If Simulator, then the system displays a risk summary with the specific violation, the calculated potential financial penalty, and highlights the affected shifts.

Manager compares multiple schedule scenarios

When two or more hypothetical schedules are run in succession, then the simulator presents a side-by-side comparison sorted by highest forecasted risk cost, including detailed breakdowns of fines and operational risks for each scenario.

Manager adjusts schedule based on suggested corrections

Given the simulator suggests an adjustment to resolve a violation, when the manager accepts the suggestion, then the new forecast updates immediately showing reduced or eliminated risk and recalculated financial penalties.

Simulator identifies potential overtime fines

Given an employee’s scheduled hours exceed overtime thresholds, when the simulation runs, then the system highlights the overtime violation, forecasts the total overtime fines, and displays the increased labor cost.

Forecast accuracy validation with sample data

Given a predefined sample schedule with known penalty values, when the simulator runs, then the reported forecasted fines must match the manual calculation within a 5% tolerance level.

Automated Adjustment Suggestions

"As a restaurant manager, I want the system to suggest fixes for scheduling conflicts so that I can quickly adjust my draft schedule with confidence."

Description

Provide AI-driven recommendations to resolve violations and optimize staffing. Suggestions should include alternative shift swaps, overtime reductions, and balanced coverage proposals. Allow one-click application of recommended changes to the current scenario.

Acceptance Criteria

Overtime Violation Resolution Scenario

Given a schedule with an employee exceeding weekly hour limit; When the manager reviews AI recommendations; Then the system suggests shift swaps or reductions to bring hours within compliance.

Understaffed Shift Coverage Scenario

Given an understaffed shift detected in the simulation; When AI generates alternative shift swap suggestions; Then the shift meets required minimum staffing levels after applying a suggestion.

Weekly Overtime Minimization Scenario

Given a schedule where cumulative overtime exceeds policy thresholds; When applying AI-driven adjustments; Then total overtime hours are reduced to at or below the defined limit.

One-Click Application of Suggestions Scenario

Given a set of recommended adjustments is displayed; When the manager clicks the 'Apply All' button; Then all suggestions are applied to the current scenario instantly and the simulation updates accordingly.

Projected Fines Reduction Forecast Scenario

Given the simulation displays potential compliance fines; When AI recommends adjustment changes; Then the system updates the forecast to show a decrease in projected fines by at least 10%.

Scenario Comparison Dashboard

"As a restaurant manager, I want to compare different staffing scenarios by key performance indicators so that I can easily identify the best schedule option."

Description

Offer a comparative view that juxtaposes multiple scenarios side by side, highlighting key metrics such as total labor cost, compliance score, and coverage gaps. Allow managers to filter and sort scenarios based on selected KPIs.

Acceptance Criteria

Side-by-Side Scenario Comparison Display

Given two scenarios are selected, when the comparison dashboard loads, then each scenario appears in its own column with clearly labeled metrics for total labor cost, compliance score, and coverage gaps.

Sorting Scenarios by Total Labor Cost

Given the comparison dashboard is displayed, when the user clicks the 'Total Labor Cost' header, then the scenarios reorder ascending or descending based on their total labor cost.

Filtering Scenarios by Compliance Score

Given the user sets a compliance score filter to ≥90, when the filter is applied, then only scenarios with compliance scores ≥90 are shown in the comparison view.

Highlighting Scenarios with Coverage Gaps

Given scenarios are loaded, when any scenario has coverage gaps exceeding 5%, then those gaps are highlighted in red and a tooltip shows the exact percentage.

Scenario KPI Update on Selection Change

Given the user deselects a scenario, when the selection changes, then the dashboard updates metrics in real time to reflect only the remaining selected scenarios without a full page refresh.

AuditTrail

A secure, exportable log of every compliance scan, alert, and corrective action taken. AuditTrail provides detailed timestamps, rule references, and manager notes, creating a transparent record for internal reviews or external labor audits.

Requirements

Log Entry Creation

"As a compliance officer, I want every action captured with precise details so that I can demonstrate accountability and adhere to labor regulations."

Description

The system must automatically record every compliance scan, alert, and corrective action with detailed timestamps, user IDs, rule references, and contextual metadata, ensuring a complete trace of events for internal and external audits.

Acceptance Criteria

Automatic Compliance Scan Logging

Given a compliance scan completes, when the scan finishes, then the system records a log entry including timestamp, scan ID, user ID, rules evaluated, and result status.

Alert Generation Record

Given a compliance rule violation, when an alert is generated, then the system logs the alert with timestamp, rule reference, severity, and responsible user notification ID.

Corrective Action Logging

Given a manager records a corrective action, when the action is saved, then the system logs the entry with timestamp, action description, user ID, related rule reference, and action status.

Audit Log Export

Given an administrator requests an audit export, when the export is generated, then the system includes all log entries within the specified date range in a downloadable CSV or JSON with full metadata.

Log Retrieval Performance

Given a request to view logs, when logs are retrieved through the dashboard, then entries load within two seconds for a 30-day timeframe without data loss.

Audit Log Export

"As a restaurant manager, I want to export audit logs in different formats so that I can provide auditors with the required documentation quickly."

Description

Enable secure export of audit log records in multiple formats (CSV, PDF, JSON) with filtering options by date range, event type, and user, to facilitate sharing with stakeholders and regulatory bodies.

Acceptance Criteria

Monthly Audit Log Export

Given the manager is on the Audit Log Export screen and selects "Last Month" as the date range When they click the "Export" button Then the system generates an export file in the selected format containing all audit log records for the previous month Given the export is complete Then the downloaded file name includes "audit_logs" and the specified date range

Filtered Export by Date and Event Type

Given the manager applies a start date, end date, and selects one or more event types in the filter panel When they click the "Apply Filters" button Then the displayed list updates to show only logs matching the selected criteria Given the filtered list is displayed When they click "Export" Then the exported file contains only the filtered log entries

PDF Format Export

Given the manager selects "PDF" as the export format and sets the desired filters When they initiate the export Then the system generates a well-formatted PDF document including timestamps, event types, user IDs, and manager notes Given the PDF is generated Then the document layout is consistent, with headers, footers, and pagination

JSON Export for System Integration

Given the manager selects "JSON" as the export format and chooses the date range When they click "Export" Then the system produces a valid JSON file that conforms to the audit log schema Given the JSON file is generated Then each log entry is represented as a JSON object with correct keys and data types

CSV Export for Bulk Analysis

Given the manager selects "CSV" as the export format and configures any filters When they click "Export" Then the system generates a CSV file with a header row followed by one row per log entry Given the CSV file is downloaded Then each column corresponds to a log field and data is properly escaped and delimited

Tamper-Resistant Storage

"As a security administrator, I want logs to be tamper-resistant so that I can trust their authenticity during audits."

Description

Implement cryptographic signing and checksum validation for each log entry and store logs in an immutable ledger to prevent unauthorized modifications and ensure data integrity.

Acceptance Criteria

Log Entry Creation Integrity Check

Given a new compliance scan or alert is generated, when the log entry is created, then the system must compute a cryptographic signature using the designated private key and append a checksum to the entry and store both within the log metadata.

Log Entry Retrieval Verification

Given an existing log entry is accessed, when the system retrieves the entry, then it must validate the cryptographic signature against the stored public key and recalculate the checksum to ensure the entry has not been altered.

Exportable Audit Log Signing

Given a manager requests an export of audit logs, when the export process is initiated, then the system must generate a consolidated cryptographic signature for the exported file and include individual checksums for each log entry in the export metadata.

Tampering Detection Alert

Given a verification process detects a mismatch in any log entry's signature or checksum, when an unauthorized modification attempt is identified, then the system must generate an immediate alert to administrators and record the incident in a separate immutable alert log.

Immutable Ledger Storage Validation

Given log entries are written to the immutable ledger, when the ledger block commit occurs, then each entry's signature and checksum must be validated and stored in the block header to ensure future ledger integrity checks will detect any tampering.

Custom Retention Policy

"As an IT administrator, I want to set retention policies for audit logs so that we comply with data governance standards without manual intervention."

Description

Provide configurability for retention policies allowing administrators to define how long audit logs are stored, including automatic archival or purging rules, to comply with organizational and legal requirements.

Acceptance Criteria

Configure New Retention Policy

Given an administrator is on the retention policy settings page, when they specify a storage duration in days and select archival or purge actions, then the system saves the policy, displays a confirmation message, and reflects the new settings in the policy list.

Automatic Archive Execution

Given there are audit logs older than the defined retention threshold with archival enabled, when the daily retention job runs, then those logs are moved to the archive storage location within 15 minutes of job start and marked as archived.

Automatic Purge Execution

Given there are archived audit logs exceeding the purge retention period, when the scheduled purge job executes, then those archived logs are permanently deleted within one hour of job start and a deletion summary is recorded in the system log.

Modify Existing Retention Policy

Given an existing retention policy is displayed in the policy list, when the administrator edits the duration or action (archive/purge) and saves changes, then the system updates the policy, logs the change with timestamp and user ID, and displays the updated values.

Retention Policy Report Generation

Given an administrator requests a retention policy report, when they click ‘Export Policies’ then the system generates and downloads a CSV file listing all policies with their durations, actions, creation dates, and last modified timestamps within 10 seconds.

Real-Time Compliance Alerts

"As a shift supervisor, I want to receive instant alerts on compliance issues so that I can address them before they escalate."

Description

Support real-time notifications via email, SMS, or in-app alerts for specific compliance events (e.g., failed scan, corrective action overdue) with customizable alert thresholds to ensure immediate awareness and response.

Acceptance Criteria

Manager Receives Email Alert on Failed Compliance Scan

Given a compliance scan fails, when the manager's notification preference is email and the failure rate exceeds the defined threshold, then an email containing the scan details (timestamp, rule reference, location) is sent within 60 seconds.

Staff Receives SMS for Overdue Corrective Action

Given a corrective action is not completed within 24 hours of assignment, when the overdue threshold is reached, then an SMS containing the action description, assignment date, and due date is sent to the assigned staff member within 5 minutes.

In-App Alert for New Compliance Event

Given a new compliance event is generated, when any subscribed user logs into the app, then an in-app notification badge appears and a push notification is delivered on their device within 30 seconds.

Alert Threshold Customization is Applied

Given alert thresholds are updated in settings, when thresholds are saved, then subsequent alerts only trigger when event counts exceed the new thresholds, verified by triggering a test event and reviewing the generated log.

Alerts Contain Valid Rule References and Timestamps

Given any compliance alert is sent (email, SMS, or in-app), when the notification is generated, then it includes the correct rule identifier and a timestamp matching the exact event occurrence time.

LivenessGuard

Incorporates real-time anti-spoofing technology to detect and block facial presentation attacks (e.g., photos, videos, masks), ensuring that only live users can clock in. Enhances security by preventing fraudulent check-ins and maintaining the integrity of attendance records.

Requirements

Real-time Spoof Detection Integration

"As a restaurant manager, I want the system to automatically detect and block spoofing attempts during employee clock-in so that I can trust the integrity of attendance records without manual oversight."

Description

Integrate LivenessGuard’s anti-spoofing SDK into the PulseSync mobile and web apps to perform real-time analysis of facial inputs during clock-in. The module will detect presentation attack indicators such as photo, video, and mask artifacts, blocking fraudulent attempts instantly and ensuring only genuine live users can log attendance.

Acceptance Criteria

Successful Live User Clock-In

Given a registered user opens the clock-in interface on PulseSync; When the user positions their face within the on-screen guide under normal lighting; Then LivenessGuard confirms a live face and allows the clock-in to proceed within 2 seconds.

Detection of Photo Presentation Attack

Given an attacker presents a printed photo to the camera during clock-in; When LivenessGuard analyzes the facial input; Then the system blocks the attempt, displays an 'Invalid input' error message, and logs the event as a presentation attack.

Handling of Video Replay Attack

Given an attacker plays a prerecorded video of an authorized user; When the video is detected by LivenessGuard’s motion and texture analysis; Then the system rejects the clock-in, shows a 'Spoof detected' alert, and increments the security incident counter.

Identification of Masked Faces

Given a user attempts clock-in while wearing a partial or full mask; When LivenessGuard processes the facial features; Then the system refuses the clock-in request, prompts the user to remove obstructions, and prevents attendance logging.

Seamless User Experience Under Low-Light Conditions

Given a user tries to clock in in low-light conditions; When the app automatically activates front-facing flash or screen illumination; Then LivenessGuard accurately verifies liveness and allows clock-in with false rejection rate under 2%.

Employee Face Enrollment Flow

"As an employee, I want a simple guided process to register my face biometrics so that my clock-in process is both secure and seamless."

Description

Develop a secure, user-friendly enrollment workflow that guides staff through capturing multiple facial angles and lighting conditions. The enrollment process will validate quality thresholds, encrypt captured data locally, and sync with the LivenessGuard service to create a unique biometric template for each employee.

Acceptance Criteria

Employee Initiates Face Enrollment

Given the employee is authenticated in the PulseSync app When they select “Start Face Enrollment” Then the app displays instructions for capturing facial images

Multi-Angle Facial Capture

Given the enrollment instructions are displayed When the employee captures images Then the system successfully collects at least five facial images from different angles (front, left, right, up, down)

Varied Lighting Capture Verification

Given the multi-angle capture is in progress When the employee takes pictures under bright, dim, and natural light Then each image meets the minimum illumination threshold of 50 lux

Image Quality Validation

Given a captured image When the system analyzes it Then the image’s face detection confidence score is ≥ 0.95 and blur score ≤ 0.2 Otherwise prompt the employee to retake the image

Secure Data Encryption and Service Sync

Given all required images pass quality checks When the employee confirms completion Then the app encrypts images locally with AES-256 and successfully syncs the biometric template to LivenessGuard with a 200 OK response

Live Facial Verification Check

"As an employee, I want my identity to be verified using my enrolled face template at each clock-in so that I can ensure secure and accurate attendance logging."

Description

Implement a verification step that compares the live facial input against the stored biometric template during clock-in. Upon successful liveness verification, the system will confirm the user’s identity and record the timestamp. Any mismatches or spoof indicators will trigger an immediate rejection and notification.

Acceptance Criteria

Successful Live Verification for Registered User

Given a registered user initiates clock-in with live facial input When the system captures and analyzes the live face Then the facial template matches within the configured threshold and the clock-in is confirmed with a recorded timestamp

Rejection of Photo-Based Spoof Attempt

Given a user presents a printed or digital photo during clock-in When the system performs depth and texture analysis Then it detects a 2D image spoof, rejects the attempt, logs the incident, and notifies the user

Rejection of Video Replay Attack

Given a user plays a recorded video of their face to try clock-in When the system analyzes liveness indicators such as micro-expressions and reflection patterns Then it identifies the replay attack, rejects the clock-in, logs the event, and alerts security

Rejection of Mask-Based Spoofing

Given a user wears a lifelike mask to attempt clock-in When the system performs 3D depth scanning and texture analysis Then it identifies mask characteristics, rejects the attempt, logs the spoof, and triggers an alert

Template Mismatch Handling for Unregistered User

Given an unregistered or unrecognized user attempts clock-in When the system cannot find any matching biometric template Then it rejects the clock-in, prompts the user to enroll, and logs the failed verification

Privacy and Data Security Compliance

"As a compliance officer, I want biometric data to be encrypted and stored according to privacy laws so that employee privacy is protected and legal requirements are met."

Description

Enforce end-to-end encryption for all biometric data in transit and at rest. Implement access controls, secure key management, and audit trails to comply with GDPR, CCPA, and relevant privacy regulations. Ensure that biometric templates are stored separately from personal user data and can be purged upon request.

Acceptance Criteria

Encrypted Data Transmission for Biometric Checks

Given a user submits facial biometric data for clock-in When the data is in transit Then it must be encrypted using TLS 1.2 or higher with AES-256 encryption

Encrypted Storage of Biometric Templates

Given biometric templates are stored in the database When they are persisted at rest Then each template must be encrypted using an industry-standard algorithm (AES-256) with secure key management

Role-Based Access Control for Biometric Data

Given different user roles exist When a request to access biometric data is made Then only users with the ‘Security Admin’ role can decrypt or view the biometric templates and all others are denied

Audit Trail Recording of Data Access Events

Given any access or modification of biometric data occurs When the event is executed Then the system must log the user ID, timestamp, action type, and data accessed in an immutable audit trail

User-Requested Purge of Biometric Templates

Given a valid user data deletion request When the request is received Then all associated biometric templates must be permanently deleted within 24 hours and confirmation delivered to the user

Detection Performance Optimization

"As an employee, I want the face verification to complete quickly so that I can clock in without delays or interruptions to my workflow."

Description

Optimize the anti-spoofing pipeline to deliver liveness results within 1 second under typical network conditions. Implement caching, asynchronous processing, and edge-based inference to minimize latency on both mobile and desktop clients, ensuring a smooth user experience during clock-in.

Acceptance Criteria

Mobile Clock-In with 4G Connection

Given a user on a mobile device connected to a 4G network, When the liveness detection request is sent, Then the system responds with a liveness result within 1 second in at least 95% of attempts.

Desktop Clock-In over Standard Wi-Fi

Given a desktop user on a standard 802.11n Wi-Fi network, When initiating liveness detection, Then the system returns a result within 1 second for at least 98% of requests.

Repeated Clock-Ins within Session

Given a user performs multiple clock-in attempts in the same session, When subsequent liveness checks occur, Then cached model inference processes return results within 0.5 seconds in 90% of attempts.

Edge-Based Inference Fallback

Given the client device supports edge-based inference, When network latency exceeds 200ms, Then the liveness detection is performed locally and returns a result within 1 second.

Asynchronous Response Handling

Given network congestion, When the detection pipeline is queued asynchronously, Then the user interface displays a loading indicator and final result is delivered within 1 second without blocking the main thread.

Alert and Logging Dashboard

"As a restaurant manager, I want to view real-time logs and receive alerts for failed or spoofed clock-in attempts so that I can investigate and maintain secure operations."

Description

Create a management dashboard that logs all liveness verification attempts, including timestamps, outcomes, and spoofing details. Implement real-time alerts for repeated spoof attacks or suspicious behavior, allowing managers to take immediate action or request additional verification.

Acceptance Criteria

Admin Views Verification Attempt Logs

Given a manager accesses the Alert and Logging Dashboard, When the page loads, Then all liveness verification attempts must be displayed with timestamp, user ID, outcome, and spoofing details sorted in descending chronological order within 2 seconds.

Real-Time Alert on Multiple Spoofing Attempts

Given a single user triggers three failed spoofing attempts within a rolling ten-minute window, When the third failed attempt occurs, Then the system must generate and display an in-dashboard alert and send an email notification to the manager within one minute.

Detailed Spoofing Information Available

Given any logged spoofing attempt, When the manager clicks on the entry, Then the system must display a detailed report including the spoof type (photo, video, mask), spoof confidence score, and a captured reference frame.

Export of Verification Logs

Given a manager selects a date range for exporting logs, When the export action is initiated, Then the system must generate and provide a downloadable CSV and JSON file containing all log fields for up to 10,000 records within 30 seconds.

Access Control Enforced on Dashboard

Given a user attempts to access the Alert and Logging Dashboard, When the user does not have Manager or Admin role, Then the system must return a 403 Forbidden response and log the access attempt in the security audit trail.

GeoFence Auth

Combines facial recognition with location-based geofencing to verify that employees are physically on-site when clocking in. Automatically restricts clock-ins to designated work areas, eliminating off-site buddy punching and reinforcing compliance with attendance policies.

Requirements

Geofence Boundary Configuration

"As an administrator, I want to configure precise geofence boundaries for each restaurant location so that clock-in attempts are restricted to approved work areas and compliance is enforced."

Description

Allows administrators to define, adjust, and manage geographical boundaries for each work location through an intuitive map-based interface. The system stores latitude/longitude coordinates and radius parameters, supporting multiple zones per site. Integration with the PulseSync dashboard ensures real-time updates, enabling accurate location-based access control. This feature ensures only authorized areas permit clock-ins, reducing unauthorized activity and enhancing compliance.

Acceptance Criteria

Admin Defines New Geofence Zone

1. Given the administrator is on the Geofence Boundary Configuration page, when they click “Add Zone” on the map interface, then a new zone marker appears at the clicked location. 2. When the administrator enters the zone name, latitude/longitude, and radius value, and clicks “Save,” then the system stores the zone details and displays the new zone correctly on the map. 3. The system validates that the radius value is between 50m and 5000m and shows an error if out of range. 4. The new zone appears in the list of zones for the work location with correct coordinates and radius.

Admin Adjusts Existing Geofence Radius

1. Given an existing zone is displayed on the map, when the administrator drags the zone boundary handle, then the radius value updates dynamically. 2. When the administrator clicks “Save” after adjusting the handle, then the system persists the new radius in the database and updates the map view. 3. The system rejects radius adjustments that result in overlapping restricted zones and displays an overlap warning.

System Validates Employee Clock-In Location

1. Given an employee attempts to clock in, when the system receives their current GPS coordinates, then it checks whether the coordinates fall within any active geofence zone. 2. When the coordinates are within a valid zone, then the clock-in is accepted and logged with location metadata. 3. When the coordinates are outside all valid zones, then the clock-in is rejected with an “Out of Zone” error message.

Dashboard Reflects Real-Time Zone Updates

1. Given an administrator updates a geofence zone, when the changes are saved, then the PulseSync dashboard refreshes the map overlay within 5 seconds to show the updated boundary. 2. When multiple administrators update zones concurrently, then the dashboard resolves conflicts by showing the most recent valid update and alerts administrators if their change was overwritten.

Handles Overlapping Geofence Zones

1. Given two zones for a single site are defined, when their boundaries overlap during creation or adjustment, then the system highlights the overlap area in red on the map. 2. When the administrator attempts to save overlapping zones, then the system prevents saving both zones until the overlap is resolved and displays a descriptive error message.

Geolocation Validation Engine

"As a manager, I want clock-in attempts to be automatically validated against the geofence so that only on-site employees can register attendance."

Description

Implements a robust validation engine that continuously verifies the employee’s GPS coordinates against the defined geofence in real time. The engine cross-checks incoming location data for accuracy, flags invalid or tampered signals, and rejects clock-in requests from outside the authorized perimeter. This functionality ensures high integrity of attendance data and prevents off-site clock-ins.

Acceptance Criteria

Within Geofence Clock-In Success

Given an employee’s device reports GPS coordinates within the defined geofence and accuracy ≤50 meters, When the employee submits a clock-in request, Then the validation engine accepts the request, records the timestamp and location, and returns a success confirmation.

Outside Geofence Clock-In Rejection

Given an employee’s device reports GPS coordinates outside the defined geofence, When the employee attempts to clock in, Then the validation engine rejects the request, logs the attempt with location data, and returns an error indicating “Outside authorized area.”

Tampered GPS Signal Detection

Given a GPS signal with inconsistent location jumps or spoofed coordinates, When the validation engine detects rapid coordinate changes exceeding 100 meters within 5 seconds, Then it flags the signal as tampered, rejects the clock-in request, and triggers an alert for manual review.

Real-Time Geofence Breach Alert

Given an employee is successfully clocked in, When their device coordinates move outside the geofence boundary during a shift, Then the validation engine generates a real-time breach alert, notifies the manager within 30 seconds, and logs the event.

Low GPS Accuracy Fallback

Given an employee’s device reports GPS accuracy >50 meters but within the geofence boundary, When they attempt to clock in, Then the validation engine prompts for secondary verification (e.g., QR code scan), logs the lower accuracy event, and completes clock-in only upon successful secondary verification.

Facial Recognition Integration

"As an HR specialist, I want the system to confirm employee identity with facial recognition during clock-in so that we prevent unauthorized or fraudulent attendance entries."

Description

Integrates AI-driven facial recognition with the geofence system to authenticate employee identity at the time of clock-in. The solution captures a live image, matches it against stored employee profiles, and ensures the individual is at the correct location. This dual-factor verification eliminates buddy punching and strengthens security, while maintaining fast and seamless onboarding for users.

Acceptance Criteria

On-site Facial Recognition Clock-in

Given an employee attempts to clock in within the designated work area, When the system captures a live image and location data, Then the employee’s face must match the stored profile with at least 98% confidence and the geofence must confirm on-site presence within 50 meters.

Off-site Clock-in Attempt

Given an employee attempts to clock in outside of the geofenced area, When location coordinates fall outside the designated boundary, Then the system must block the clock-in and display an 'Off-site clock-in not allowed' error.

Failed Facial Match Denial

Given the facial recognition system captures an image, When the individual's face does not match any stored profile with ≥98% confidence, Then the system must deny the clock-in and log the failed authentication attempt.

Geofence Boundary Validation

Given an employee stands near the edge of the geofence, When location is within ±10 meters of the boundary, Then the system must allow clock-in only if within the perimeter and flag entries within 10 meters of the boundary for audit purposes.

Concurrent Clock-in Performance

Given multiple employees attempt to clock in simultaneously at shift start, When concurrent requests occur, Then the system must process each request within 2 seconds and maintain accurate face-to-profile matching and location verification without errors or timeouts.

Fallback and Offline Verification

"As an employee, I want my clock-in data to be recorded and validated once network access returns so that I don’t lose my attendance when Wi-Fi or cellular service is down."

Description

Provides an offline buffer that securely stores location and facial data when network connectivity is unavailable, then synchronizes and validates clock-in records once the connection is restored. The system includes tamper-detection to ensure data integrity and prompts users to reconnect if validation fails. This feature guarantees uninterrupted attendance tracking in low-signal environments.

Acceptance Criteria

Offline Data Capture During Clock-In

The system must capture and locally store encrypted facial recognition data and geolocation coordinates when network connectivity is unavailable. The local storage buffer must support up to 72 hours of offline clock-in records without data loss. Each offline clock-in entry must include a device-synchronized timestamp.

Secure Data Storage Without Network

All locally buffered data at rest must be encrypted using AES-256 encryption standards. Local storage must enforce application-level access controls to prevent unauthorized file access. The system must perform an integrity check on the offline data buffer every 15 minutes and log results.

Automatic Synchronization After Reconnection

Within five minutes of network restoration, the system must automatically upload all buffered clock-in records. The system must validate each record against server-side geofence boundaries before finalizing synchronization. Synchronization results, including successes and failures, must be displayed in the user interface.

Tamper Detection Alert

If the offline data buffer is modified externally, the system must detect tampering via checksum mismatch. Upon tamper detection, an immediate security event must be logged and an alert sent to the admin dashboard and via email. All pending offline records must be blocked from synchronization until an administrator reviews the event.

User Prompt on Validation Failure

If a synced clock-in record fails server-side validation, the user must receive a prompt within two minutes of sync completion. The prompt must clearly state the reason for validation failure and provide step-by-step reconnection instructions. Unresolved failed records must remain in the local buffer for no longer than 24 hours before automatic deletion.

Attendance Audit Trail

"As an auditor, I want access to a comprehensive log of clock-in events and validations so that I can verify attendance accuracy and resolve any discrepancies."

Description

Generates a detailed, timestamped audit trail of all clock-in and clock-out events, including geolocation coordinates, recognized facial biometrics, validation status, and any manual overrides. The audit logs are accessible through the PulseSync dashboard and exportable for compliance reporting. This requirement enhances transparency and provides a verifiable record for audits and dispute resolution.

Acceptance Criteria

Standard Clock-In Event Logging

Given an employee clocks in within the designated geofence and facial recognition succeeds, when the system logs the event, then the audit trail record contains the employee ID, timestamp within ±1 second accuracy, geolocation coordinates, facial biometric match score, and validation status set to 'Successful'.

Manual Override Logging

Given an authorized manager performs a manual clock-in override, when the override is executed, then the audit trail record includes the manager ID, original timestamp, override timestamp, reason for override with at least 10 characters, geolocation coordinates, and validation status set to 'Manual Override'.

Facial Recognition Failure Audit

Given an employee fails facial recognition three times during clock-in, when the third attempt fails, then the system logs three separate audit entries with corresponding timestamps, geolocations, failure reasons, and a final status of 'Facial Recognition Failure' and triggers a notification to HR.

Clock-Out Event Logging

Given an employee clocks out within the designated geofence, when the system logs the clock-out event, then the audit trail record contains the employee ID, clock-out timestamp, geolocation coordinates, and validation status set to 'Successful'.

Audit Log Export for Compliance

Given an admin requests an export for a specific date range, when the export is initiated, then the system generates a CSV file including all audit entries with columns for employee ID, event type, timestamps, geolocation coordinates, facial match score, validation status, and manual override details, and ensures file size does not exceed 10MB per 100,000 entries.

EnrollExpress

Guides new users through a streamlined, self-service facial enrollment process using interactive prompts and on-device tutorials. Accelerates onboarding, reduces setup errors, and ensures a high-quality facial profile for consistently accurate recognition from day one.

Requirements

Interactive Enrollment Flow

"As a new staff member, I want a guided enrollment wizard so that I can complete my facial profile accurately without external assistance."

Description

A step-by-step guided process that leads new users through facial enrollment using on-screen prompts, animations, and voice cues to ensure correct positioning, optimal lighting, and clear facial capture. This flow reduces setup errors, shortens onboarding time, and integrates seamlessly with the PulseSync app to automatically store and tag facial profiles for future recognition.

Acceptance Criteria

Enrollment Flow Initiation

Given the user has installed and opened the PulseSync app When the user selects EnrollExpress from the onboarding screen Then the interactive enrollment flow starts within 2 seconds and displays the first on-screen prompt with progress indicator

Face Positioning Guidance

Given the camera preview is active and simulating the user’s face When the user moves their head into the guidance frame Then the app overlays an animated alignment frame and plays a voice cue and only proceeds when facial alignment confidence is ≥ 90%

Lighting Assessment

Given the user’s face is aligned within the guidance frame When ambient lighting is evaluated Then the app displays an “Adjust Lighting” prompt if luminance is outside 100–200 lux and only allows progression once lighting is within optimal range

Facial Capture Quality Check

Given alignment and lighting are validated When the user taps “Capture” or auto-capture triggers Then the app captures the image, evaluates quality metrics (no blur, eyes open, face centered), and retries up to 2 times if quality score < 0.8

Profile Storage Confirmation

Given the facial image passes quality checks When the app uploads and stores the profile Then a success message is displayed and the new facial profile appears in the user’s profile list within 5 seconds with correct tagging

Face Capture Quality Assurance

"As a new user, I want the system to validate the quality of my photo so that my facial profile is accurate and reliable."

Description

An automated quality-check system that analyzes each captured image for blur, angle, lighting, and completeness. Low-quality captures trigger a prompt to retake the photo with specific corrective guidance, ensuring high-quality facial data and improving recognition accuracy from day one.

Acceptance Criteria

High-Quality First Capture

Given a user captures a face image under normal conditions When the system evaluates the image Then blur ≤ 0.2, grid-angle deviation ≤ 10°, lighting score ≥ 80, and full facial landmarks detected and the image is accepted for enrollment.

Blur Detection and Retake Prompt

Given the captured image’s blur metric > 0.2 When analysis completes Then the system prompts the user with ‘Image appears blurry. Please hold steady and retake the photo.’ and prevents progression until a new image meets blur ≤ 0.2.

Insufficient Lighting Warning

Given the captured image’s lighting score < 80 When analysis completes Then the system displays ‘Lighting too low. Please move to a well-lit area and retake the photo.’ and rejects the image until lighting score ≥ 80.

Incorrect Angle Correction Guidance

Given the captured image’s head-pose angle deviation > 10° When analysis completes Then the system instructs ‘Please align your face within the on-screen guide and retake the photo.’ and blocks advancement until angle ≤ 10°.

Complete Face Coverage Validation

Given the captured image missing any key facial landmarks When analysis completes Then the system notifies ‘Full face not detected. Ensure your entire face is visible and retake the photo.’ and does not accept the image until all landmarks are detected.

On-Device Tutorial Integration

"As a new user, I want embedded tutorials on my device so that I can learn how to enroll my face without switching apps or reading external guides."

Description

Embedded interactive tutorials and tooltips within the enrollment screen, offering real-time visual demonstrations and contextual help. This feature runs entirely on-device to minimize latency and guide users through enrollment without requiring internet connectivity or external resources.

Acceptance Criteria

Tutorial Launch on Enrollment Screen First Access

Given a user opens the enrollment screen for the first time, When no previous tutorials have been completed, Then the interactive tutorial launches automatically within 5 seconds and overlays each key UI element with a tooltip explanation.

Tooltip Response to User Interaction

Given a tooltip is displayed on a UI element, When the user taps the 'Next' button, Then the tutorial advances to the next step within 1 second without reloading the screen.

Offline Tutorial Operations

Given the device has no internet connectivity, When the user interacts with tutorial steps, Then all tutorial content and videos play smoothly on-device without errors or prompts for network access.

User Skip Tutorial Option

Given the tutorial is in progress, When the user selects the 'Skip Tutorial' option, Then the tutorial closes immediately and the user is returned to the enrollment screen with no residual overlays.

Tutorial Completion Tracking

Given a user completes the final tutorial step, When the completion criteria are met, Then a flag 'tutorialCompleted' is set to true in local storage and the tutorial does not launch automatically on subsequent enrollments.

Real-Time Error Feedback

"As a new user, I want immediate feedback when my enrollment fails so that I can quickly fix errors and complete the process successfully."

Description

A responsive feedback mechanism that instantly notifies users of enrollment errors—such as improper framing, occlusions, or multiple faces detected—and provides actionable tips to correct issues. This ensures a smooth enrollment experience and minimizes user frustration.

Acceptance Criteria

Improper Framing Notification

Given a user positions their face off-center during enrollment, when the system captures the image, then an error message "Please center your face in the frame" displays within 1 second.

Occlusion Detection Alert

Given a user’s face is partially covered, when the system detects occlusion, then an alert "Remove any objects covering your face" appears immediately.

Multiple Faces Detection Warning

Given more than one face appears in the camera view, when the system analyzes the frame, then a warning "Only one face allowed. Please ensure you're alone in the frame" is shown.

Low Lighting Feedback

Given the lighting is insufficient, when the camera image brightness is below threshold, then a prompt "Increase lighting for better enrollment" is displayed.

Motion Blur Prevention Tip

Given the camera detects motion blur above acceptable levels, when the system processes the frame, then a tip "Hold still and try again" is provided.

Compliance and Security Module

"As an admin, I want the enrollment process to adhere to privacy regulations so that user facial data remains secure and compliant."

Description

A built-in compliance layer that encrypts facial data at rest and in transit, enforces GDPR and CCPA requirements, and presents clear consent dialogs. This module ensures that all enrollment data is securely stored on-device by default and only shared with user permission.

Acceptance Criteria

Facial Data Encryption at Rest

Given the enrollment process captures a user’s facial biometric data, when the data is written to on-device storage, then it must be encrypted using AES-256 and successfully decryptable only with the device’s secure keychain.

Facial Data Encryption in Transit

Given enrollment data needs to be sent to the analytics server, when transmitting over the network, then the channel must use TLS 1.2 or higher with mutual certificate validation and no plaintext exposure.

GDPR Consent Dialog Display

Given a user located in the EU begins facial enrollment, when reaching the consent step, then the app must display a clear GDPR-compliant dialog listing data usage, storage duration, user rights, and require explicit opt-in before proceeding.

CCPA User Data Access Request

Given a California resident user submits a data access request within the app, when the request is confirmed, then the system must generate and deliver a JSON package of all stored facial data and related metadata within 30 seconds.

On-Device Default Storage Verification

Given a new user completes enrollment without granting external sharing permissions, when enrollment finishes, then all facial data must reside exclusively on-device with zero outbound network requests.

MaskMatch

Utilizes advanced AI algorithms optimized for partial-face visibility, enabling accurate recognition even when staff wear masks or face coverings. Supports health and safety protocols without compromising clock-in reliability or user convenience.

Requirements

Real-Time Mask Detection

"As a restaurant manager, I want reliable clock-in recognition even when staff wear masks so that shift check-ins are accurate without manual oversight."

Description

Implements a machine learning model optimized to detect masked faces in real-time video streams during clock-in, ensuring accurate recognition without requiring full-face visibility. This feature boosts reliability by instantly identifying key facial landmarks around the eyes and forehead, reducing manual intervention and maintaining the speed of the check-in process.

Acceptance Criteria

Masked Employee Clock-In at Peak Hours

Given an employee wearing a standard surgical mask approaches the clock-in camera during peak hours, when the system processes the live video stream for up to 2 seconds, then the system accurately detects and identifies the employee with at least 95% confidence and completes the clock-in within 3 seconds.

Partial Mask Obstruction in Low Lighting

Given an employee wearing a cloth mask covering nose and mouth under low ambient light, when the system captures and analyzes the video stream, then it correctly locates key landmarks around the eyes and forehead and authenticates the employee with no more than 1% false rejection rate.

High-Volume Concurrent Masked Clock-Ins

Given multiple masked employees attempt to clock in simultaneously in a group view, when the system processes up to 5 video feeds in real time, then it accurately detects and distinguishes each individual’s masked face and logs each successful clock-in within 5 seconds per employee.

Masked Face with Additional Headgear

Given an employee wearing a mask plus headgear (e.g., hat or hairnet), when the system analyzes the live camera feed, then it must still detect the masked face and authenticate the employee with at least 90% detection accuracy and trigger no manual override.

Non-Standard Mask Variations

Given an employee wearing a non-standard face covering (e.g., bandana or scarf), when the system processes the video input, then it identifies the face covering type and reliably matches the employee against stored profiles with less than 2% failure rate.

Adaptive AI Calibration

"As a restaurant manager, I want the system to adapt to different mask styles and environments so that recognition accuracy remains high under all conditions."

Description

Provides an adaptive calibration system that continuously learns from diverse mask types, lighting conditions, and camera angles. By analyzing successful and failed recognition attempts, the AI refines its facial feature weights, maintaining high accuracy across changing environments and mask styles.

Acceptance Criteria

Initial AI Calibration Under New Mask Type

Given a newly introduced mask style not seen before, When 50 staff clock-in attempts are made over a standard workday, Then the AI calibration adapts to achieve at least 95% recognition accuracy for that mask style.

Calibration Adjustment in Low-Light Conditions

Given a dimly lit restaurant area with ambient light below 50 lux, When staff clock-in attempts occur, Then the AI adjusts feature weights to maintain at least 90% recognition accuracy within 30 minutes.

Continuous Learning from Misrecognition Events

Given logged instances of failed recognition over a week, When the system retrains overnight, Then the next day’s recognition accuracy improves by at least 5% for previously failed cases.

Calibration Stability After Environmental Changes

Given a sudden change in camera angle by ±15 degrees, When staff clock-in attempts resume, Then the AI maintains at least 92% recognition accuracy without manual recalibration.

Performance Validation After Algorithm Update

Given a new AI calibration algorithm deployment, When running a test suite of 200 masked-face images across various conditions, Then the system achieves at least a 3% accuracy improvement over the previous version.

Mask Occlusion Compensation

"As a restaurant manager, I want the system to compensate for occluded facial regions so that it can identify staff accurately even with large masks."

Description

Employs advanced occlusion compensation algorithms to reconstruct partially covered facial regions, improving match confidence levels and minimizing false negatives. This capability enhances the system’s robustness by using contextual facial cues to fill in missing data behind masks.

Acceptance Criteria

Masked Staff Check-In During Peak Hours

Given a masked staff member attempts to clock in during peak hours When the system captures and processes the partially occluded face image Then the occlusion compensation algorithm reconstructs missing regions to achieve a match confidence ≥ 95% within 2 seconds

Full-Mask Recognition in Low-Light Conditions

Given a staff member wearing a full mask in a dimly lit environment When the system captures the facial image Then the occlusion compensation algorithm reconstructs occluded features and produces a match confidence ≥ 90%

Partial Mask with Glasses Recognition

Given a masked staff member also wearing glasses When the system processes the captured image Then at least 90% of facial landmarks are identified and the reconstruction yields a match confidence ≥ 93%

Rapid Successive Clock-Ins

Given ten masked staff clock-ins in rapid succession When the system processes all attempts Then the average recognition latency remains < 2.5 seconds and accuracy across attempts ≥ 94%

Fallback Manual Override

Given an authentication attempt yields a reconstructed match confidence < 80% When the system detects low confidence Then a manual override prompt is displayed and the failed auto-authentication event is logged

Seamless Integration with Clock-In Workflow

"As a staff member, I want the mask recognition process integrated seamlessly into the clock-in UI so that I can check in quickly without additional steps."

Description

Integrates MaskMatch directly into the existing PulseSync clock-in interface, providing a unified user experience. Real-time UI prompts guide staff through mask-based recognition, while instant success or retry notifications ensure a smooth, intuitive check-in process.

Acceptance Criteria

MaskMatch Prompt Displays on Clock-In

Given an authenticated user selects "Clock In" on PulseSync, When the clock-in screen loads, Then a clear UI prompt for mask-based facial recognition appears within 2 seconds.

Successful MaskMatch Recognition

Given the user positions their face in view with a mask, When the AI analyzes the live feed, Then authentication succeeds, user is clocked in, and a success banner displays confirming time and authentication method.

MaskMatch Retry Notification

Given the AI fails to recognize the user on the first attempt, When the analysis ends, Then the system displays a retry notification with guidance, and allows up to 2 additional attempts.

Fallback to Manual PIN Entry

Given all mask-based recognition attempts fail, When the third attempt concludes, Then the interface prompts for manual PIN entry and logs a recognition failure event.

Real-Time Status Synchronization

Given a user successfully clocks in via MaskMatch, When the success confirmation is displayed, Then the backend updates the user's attendance status in real time and the change reflects in manager dashboard within 5 seconds.

Privacy-Compliant Data Handling

"As a compliance officer, I want facial recognition data to be stored securely and handled according to regulations so that we maintain user trust and legal compliance."

Description

Implements end-to-end encryption for all facial recognition data and enforces data retention policies in line with GDPR and local privacy regulations. Access controls, audit logs, and anonymization techniques protect user privacy while enabling necessary compliance reporting.

Acceptance Criteria

Encrypted Data Transmission During Clock-In

Given a staff member attempts to clock in using partial-face recognition, When the camera captures facial data, Then the data is encrypted in transit using end-to-end encryption standards (e.g., AES-256) before reaching the server.

GDPR-Compliant Data Retention Period Enforcement

Given facial recognition data is stored, When the data age reaches the configured retention threshold, Then the system automatically purges or anonymizes the data in compliance with GDPR policies.

Role-Based Access Control for Facial Recognition Data

Given a user requests access to facial recognition logs, When the user’s role lacks the necessary permissions, Then the system denies access and logs the attempt.

Audit Log Generation for Data Access Events

Given any access, modification, or deletion of facial recognition data, When the event occurs, Then the system records an immutable audit log entry with timestamp, user ID, action, and data identifier.

Anonymization of Facial Data in Compliance Reports

Given a compliance report is generated, When including facial recognition usage statistics, Then the system replaces personal identifiers with anonymized tokens, ensuring no raw facial images or personal data appear in the report.

Manual Override Fallback

"As a restaurant manager, I want a manual override for failed recognitions so that staff can still check in and we can track anomalies."

Description

Offers a secure manual check-in option that activates when mask recognition fails repeatedly. The fallback logs failure reasons, triggers managerial alerts, and allows staff to check in via PIN or QR-code scanning, ensuring no disruption to operations.

Acceptance Criteria

Repeated Mask Recognition Failure Fallback Activation

Given an employee attempts to clock in via mask recognition and the AI fails 3 consecutive times, When the third attempt fails, Then the system automatically transitions to the manual override option screen, logs the failure reason, and disables further mask recognition attempts for that event.

PIN-based Manual Check-in

Given the manual override screen is displayed, When the employee enters a valid PIN and submits, Then the system authenticates the PIN within 5 seconds, records the check-in timestamp, and sends a confirmation notification to both employee and manager.

QR-code Manual Check-in

Given the manual override screen is displayed, When the employee scans their assigned QR code and the code is valid, Then the system verifies the code, logs the check-in with timestamp, and alerts the manager of successful fallback check-in.

Manager Alert Trigger

Given the manual override fallback is activated, When the fallback screen is triggered, Then the system sends an alert to the manager within 5 seconds containing employee ID, timestamp, and failure reasons.

Audit Logging of Fallback Events

Given any manual override fallback event occurs, When the event completes, Then the system creates an audit log entry capturing event type (PIN or QR), user ID, timestamp, and recognition failure reason.

DualFactor Face

Enhances security by pairing facial recognition with a secondary, quick-touch PIN or QR code scan. Offers a flexible fallback option for edge cases where facial capture is challenging, ensuring seamless clock-ins under any conditions.

Requirements

Facial Recognition Enrollment

"As a restaurant staff member, I want to enroll my facial biometrics so that I can quickly and securely clock in without manual input."

Description

Implement a robust facial recognition enrollment process that allows administrators to capture, validate, and store high-quality face templates for each employee. The system should guide users through proper positioning, lighting, and calibration to ensure accurate future recognition. Enrolled face data must integrate seamlessly with PulseSync’s scheduling module to enable instant clock-in and out.

Acceptance Criteria

Initial Face Scan with Adequate Lighting

Given the administrator opens the enrollment interface in an environment with proper lighting, When the user positions their face inside the on-screen guide, Then the system must capture at least three high-resolution images with a clarity score of 80% or higher and display a success message.

Enrollment Retry on Low-Quality Capture

Given the camera detects image clarity below 60%, When the system evaluates the captured frame, Then it must prompt the administrator with specific instructions to improve lighting or positioning and allow unlimited retry attempts until the clarity threshold is reached.

Template Storage and Scheduling Integration

Given a successful image capture sequence, When enrollment is completed, Then the system must encrypt and store the face template in the secure database and automatically link it to the employee’s profile in the scheduling module.

Fallback PIN or QR Enrollment Prompt

Given three consecutive failed face capture attempts, When the system cannot achieve the minimum quality threshold, Then it must offer the administrator the option to enroll via quick-touch PIN or QR code scan and store the fallback credential.

User Consent and Privacy Acknowledgment

Given the completion of face template storage, When the system finalizes the enrollment process, Then it must display a data privacy confirmation to the administrator, record the user’s consent with a timestamp, and log the consent in the audit trail.

Secondary PIN Authentication

"As a staff member, I want to enter a quick PIN if facial recognition fails so I can still clock in and start my shift without delays."

Description

Develop a fallback PIN authentication mechanism where each staff member is assigned or creates a unique, quick-touch numeric PIN. The system should support secure PIN entry UI, track attempt limits, and lock out after repeated failures. This ensures employees can still clock in if facial recognition is unavailable due to lighting or hardware issues.

Acceptance Criteria

Successful Fallback PIN Authentication

Given facial recognition fails and the staff member selects PIN authentication, When the staff member enters the correct PIN and presses “Confirm”, Then the system must record a successful clock-in within 5 seconds and log the authentication method as “PIN” in the audit trail.

Failed PIN Authentication with Invalid PIN

Given the staff member is on the PIN entry screen, When the staff member enters an incorrect PIN and presses “Confirm”, Then the system must display an “Invalid PIN” error message and increment the failed-attempt counter by one.

Lockout After Repeated PIN Failures

Given the staff member has four consecutive failed PIN entries, When the staff member attempts a fifth entry and it is still incorrect, Then the system must lock PIN authentication for 15 minutes, display a countdown timer, and prevent further entry until the lockout expires.

Secure PIN Entry UI Accessibility

Given the staff member requires fallback authentication, When the PIN entry interface is presented, Then the system must display a masked input field, a numeric keypad, and ensure the UI is compatible with screen readers and high-contrast modes.

PIN Change Procedure

Given the staff member navigates to PIN settings and enters their current valid credentials, When the staff member enters a new 4-digit PIN and confirms it, Then the system must verify both entries match, hash the new PIN securely, store it, and display a “PIN updated successfully” confirmation.

QR Code Scan Fallback

"As a staff member, I want to scan a QR code to clock in when facial and PIN methods aren’t available so I can ensure accurate time tracking in challenging conditions."

Description

Integrate a QR code-based clock-in alternative that generates unique, time-bound QR codes for each employee. The system should support scanning via a mobile app or on-site device, even under poor lighting or facial capture conditions. This ensures uninterrupted attendance tracking regardless of environmental constraints.

Acceptance Criteria

Mobile App QR Scan in Low-Light Conditions

Given an employee opens the PulseSync mobile app in an environment with ambient light below 50 lux, when the employee scans their unique, time-bound QR code, then the QR scan completes successfully within 3 seconds and the system records the clock-in with timestamp accuracy within ±2 seconds.

Kiosk QR Scan During Peak Shift Change

Given multiple employees are queued at the on-site kiosk during peak shift change, when each employee scans their unique, time-bound QR code, then each scan completes within 5 seconds without errors and each clock-in is correctly logged in sequence.

Masked Employee QR Code Fallback

Given an employee fails facial recognition twice while wearing a mask, when the employee selects the QR code fallback option and scans their unique, time-bound QR code, then the system grants clock-in access and logs the use of the QR fallback method.

Time-Bound QR Code Expiration

Given an employee’s generated QR code is valid for 5 minutes, when more than 5 minutes elapse before scanning, then attempting to scan that QR code displays an “expired code” error and prompts the employee to regenerate a new code.

Offline QR Code Scan Recovery

Given the on-site device experiences network downtime during a QR scan, when an employee scans a valid, time-bound QR code offline, then the device caches the scan data locally and automatically synchronizes and confirms the clock-in within 60 seconds of network restoration.

Adaptive Authentication Flow

"As a restaurant manager, I want the system to automatically choose the best authentication method based on context so that employees experience minimal delays during clock-in."

Description

Design an intelligent authentication flow that dynamically selects the optimal verification method—facial recognition, PIN entry, or QR scan—based on real-time assessment of environmental conditions and previous authentication outcomes. The goal is to minimize clock-in friction and maintain high reliability.

Acceptance Criteria

Facial Recognition Under Optimal Conditions

Given the user initiates a clock-in with adequate lighting and an unobstructed camera, when the system performs facial recognition, then authentication completes within 3 seconds with at least 95% accuracy.

Fallback PIN Entry During Poor Lighting

Given two consecutive facial recognition failures due to low-light conditions, when the system prompts for PIN entry, then the user can complete clock-in within 5 seconds of correct PIN submission.

QR Scan When Facial Recognition Hardware Unavailable

Given the camera hardware is offline or permissions are revoked, when the user accesses the clock-in screen, then the system offers a QR code scan option and completes authentication within 5 seconds of a valid scan.

Adaptive Method Selection After Consecutive Failures

Given the user has three failed facial recognition attempts, when the third failure occurs, then the system automatically switches to the quickest secondary method (PIN or QR) without manual user input.

Minimized Friction During Peak Hours

Given more than ten simultaneous authentication requests, when the system detects high load, then it selects the fastest available method and maintains response times under 4 seconds for 95% of requests.

Secure Data Encryption & Logging

"As an admin, I want all clock-in data encrypted and logged so that we remain compliant with data privacy policies and can audit any security events."

Description

Ensure all biometric templates, PINs, and QR code information are encrypted in transit and at rest using industry-standard encryption protocols. Implement comprehensive audit logging for every authentication attempt, recording timestamps, method used, and success or failure outcomes. This guarantees compliance with data privacy regulations and enables thorough security audits.

Acceptance Criteria

Secure Transmission of Biometric Templates

Given a user initiates DualFactor Face authentication, When biometric templates are sent from client to server, Then all data is encrypted in transit using TLS 1.2 or higher.

Secure Storage of PIN and QR Code Data

All stored PINs and QR code data MUST be encrypted at rest using AES-256 encryption.

Audit Logging for Successful Authentication

When an authentication attempt succeeds, Then a log entry is created containing timestamp, user ID, authentication method, and success outcome.

Audit Logging for Failed Authentication

When an authentication attempt fails, Then a log entry is created containing timestamp, user ID, authentication method, and failure reason.

Regulatory Compliance Verification

A compliance report can be generated that exports all authentication logs for a specified date range in CSV format and demonstrates adherence to data privacy regulations.

PunchAudit

Provides a dedicated audit dashboard that logs every face-based clock-in attempt along with timestamp, geolocation, and recognition confidence score. Empowers managers with transparent insights to review anomalies, generate compliance reports, and proactively address attendance discrepancies.

Requirements

Real-Time Clock-In Logging

"As a manager, I want to see every clock-in attempt in real time so that I can monitor attendance as it happens."

Description

Log every face-based clock-in attempt instantly, capturing the exact timestamp and employee identifier to create a continuous, up-to-the-second record of attendance activity. Integrate seamlessly with the existing scheduling dashboard to provide immediate visibility into new and past clock-ins.

Acceptance Criteria

Successful Face-Based Clock-In

Given a registered employee with a valid face template When the employee stands before the clock-in kiosk and initiates the face scan Then the system recognizes the face with at least 95% confidence, logs the timestamp and employee identifier, and displays a confirmation message within 5 seconds

Unrecognized Face Attempt

Given an unregistered or invalid face When the face-based clock-in is attempted Then the system logs the attempt with timestamp, geolocation, and low confidence score, displays a rejection notification, and flags the entry in the audit dashboard

Offline Mode Logging Recovery

Given the clock-in kiosk is offline When an employee attempts to clock in Then the system queues the clock-in attempt locally with timestamp and identifier and synchronizes the log to the server within 1 minute of network restoration

Concurrent Clock-In Attempts

Given multiple employees try to clock in simultaneously When the system processes concurrent face scans Then each clock-in is recorded with a unique timestamp and correct employee identifier without data loss or overwriting

Integration with Scheduling Dashboard

Given a new face-based clock-in is logged When the log entry is created Then it appears on the scheduling dashboard under 'Today’s Clock-Ins' within 2 seconds with correct timestamp and employee details

Geolocation Tracking

"As a manager, I want to verify where each clock-in occurs so that I can ensure employees are on-site and prevent location-based fraud."

Description

Tag each clock-in attempt with precise geolocation data, including latitude and longitude, to verify the physical location of the employee at the time of clock-in. Display location points on an interactive map within the audit dashboard for quick validation and anomaly spotting.

Acceptance Criteria

Valid Geolocation Capture on Clock-In

Given an employee initiates a face-based clock-in, When the system processes the attempt, Then it records latitude and longitude within ±10 meters accuracy and attaches the geolocation to the timestamp.

Display Location on Audit Map

Given a manager views the PunchAudit dashboard, When selecting any clock-in record, Then the interactive map centers on the recorded geolocation and displays a marker with timestamp and confidence score.

Alert for Missing Geolocation Data

Given a clock-in entry lacks geolocation data, When the record is saved, Then the system flags the entry as incomplete and sends an alert notification to the manager within 5 seconds.

Out-of-Range Geolocation Anomaly Detection

Given an employee attempts to clock in outside a 100-meter radius from approved workplace coordinates, When the attempt is logged, Then the system marks the entry as an anomaly and adds it to the anomaly review list.

Generate Monthly Geolocation Compliance Report

Given a manager selects a report period in the audit dashboard, When generating the compliance report, Then the exported PDF includes all clock-in entries with geolocation coordinates, timestamps, and recognition confidence scores.

Confidence Score Visualization

"As a manager, I want to see confidence scores next to clock-in records so that I can easily identify and investigate uncertain entries."

Description

Display the facial recognition confidence score for each clock-in attempt, using color-coded indicators and sortable columns to allow managers to quickly assess the reliability of each record. Include tooltips explaining score thresholds and recommended actions for low-confidence attempts.

Acceptance Criteria

Dashboard Display of Confidence Scores

Given the manager opens the PunchAudit dashboard When the dashboard loads Then each clock-in attempt displays a numerical confidence score in the 'Confidence Score' column and a colored indicator based on thresholds (<50% red, 50–80% yellow, >80% green).

Sorting by Confidence Score

Given the manager is viewing the PunchAudit dashboard When the manager clicks the 'Confidence Score' column header Then the records are sorted in ascending order, and a second click toggles sorting to descending order.

Tooltip Explanation of Score Thresholds

Given the manager hovers over the 'Confidence Score' column header or any colored confidence indicator When the hover persists for at least 500ms Then a tooltip appears detailing: 'Score >80%: High confidence – no action needed; 50–80%: Medium confidence – suggest manual review; <50%: Low confidence – action required.'

Highlighting Low Confidence Attempts

Given a clock-in attempt has a confidence score below 50% When the attempt displays in the dashboard Then the entire row is flagged with a light-red background and an 'Action Required' icon appears in the row.

Recommended Actions Tooltip for Low-Confidence

Given the manager hovers over the 'Action Required' icon for a low-confidence attempt When the hover persists for at least 500ms Then a tooltip appears with recommended actions: 'Verify identity manually or contact employee to reconfirm time.'

Anomaly Detection Alerts

"As a manager, I want to receive alerts for suspicious clock-in patterns so that I can address attendance discrepancies proactively."

Description

Implement automated anomaly detection that flags irregular clock-in behavior—such as out-of-hours attempts, repeated low-confidence scores, or mismatched geolocations—and sends real-time alerts to managers via email or in-app notifications for immediate review.

Acceptance Criteria

Out-of-Hours Clock-In Detection

Given an employee attempts to clock in before their scheduled shift start or after their scheduled shift end, When the system processes the clock-in attempt, Then the system flags it as an anomaly with reason 'Out-of-Hours' and logs timestamp and details.

Consecutive Low-Confidence Recognition Alert

Given an employee records three consecutive face-based clock-in attempts with recognition confidence below 75% within a 10-minute window, When the third low-confidence attempt is logged, Then the system flags the sequence as an anomaly, logs all confidence scores, and triggers an alert.

Geolocation Mismatch Identification

Given an employee’s clock-in geolocation differs by more than 100 meters from the registered work location, When the clock-in attempt is recorded, Then the system flags it as a 'Geolocation Mismatch' anomaly, logs both coordinates and distance, and raises an alert.

Aggregate Anomaly Reporting

Given a manager requests an anomaly summary for a selected date range, When the report is generated, Then it includes all detected anomalies with timestamps, employee IDs, types, and allows export to CSV within the dashboard.

Real-Time Manager Notification Dispatch

Given any anomaly is detected, When the system flags the anomaly, Then it sends a notification to the assigned manager via email and in-app notification within one minute.

Compliance Report Generation

"As a compliance officer, I want to generate detailed attendance reports so that I can demonstrate regulatory adherence and identify staffing issues."

Description

Provide a reporting module that compiles audit logs into compliance-ready reports, offering customizable date ranges, employee filters, and export formats (PDF, CSV). Include summary metrics and graph visualizations for quick insights into attendance trends.

Acceptance Criteria

CustomDateRangeReport

Given the manager specifies a valid start date and end date, when the report is generated, then the report includes only audit logs whose timestamps fall within that date range.

EmployeeFilterApplied

Given the manager selects one or more employees from the employee filter, when the report is generated, then the report includes only logs for the selected employees.

PDFExportFunctionality

Given a generated compliance report, when the manager clicks 'Export as PDF', then the system downloads a PDF file containing the complete report content formatted correctly, including summary metrics and graph visualizations.

CSVExportFunctionality

Given a generated compliance report, when the manager clicks 'Export as CSV', then the system downloads a CSV file containing the raw audit log data matching the applied filters and date range.

VisualSummaryDisplayed

Given a generated report is displayed in the dashboard, when the report loads, then the system presents summary metrics and graph visualizations accurately depicting attendance trends for the selected criteria.

Audit Trail Export

"As a manager, I want to export the audit log so that I can perform detailed offline reviews or share records with external auditors."

Description

Allow managers to export the full audit trail of clock-in attempts, including timestamps, geolocations, and confidence scores, in common formats for offline analysis or submission to external auditors. Ensure data integrity with versioning and checksum validation.

Acceptance Criteria

On-Demand Audit Trail Export

Given a manager selects a date range and file format on the audit dashboard; When the manager clicks the Export button; Then the system generates and downloads a file containing all clock-in attempts with timestamps, geolocations, and confidence scores

Scheduled Audit Trail Export

Given a manager configures a recurring export schedule and selects output format; When the scheduled time arrives; Then the system automatically generates, versions, and stores the export file in the manager’s repository

Format Selection Flexibility

Given the manager chooses between CSV, JSON, or XML formats; When the export is initiated; Then the exported file structure adheres precisely to the chosen schema with accurate headers and nested data

Versioning and Filename Convention

Given multiple exports over time for the same parameters; When each export completes; Then the system assigns a unique version number and timestamp in the filename following the pattern audittrail_v{version}_{YYYYMMDD_HHMMSS}.{ext}

Checksum Validation of Exported Data

Given an export file is generated; When the export completes; Then the system calculates and appends a SHA-256 checksum file and validates file integrity before download or storage

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Press Coverage

Imagined press coverage for this groundbreaking product concept.

PulseSync Revolutionizes Shift Coverage with AI-Powered InstantMatch and GeoSync Alerts

Imagined Press Article

NEW YORK, NY – 2025-06-02 – PulseSync, the industry’s premier AI-driven scheduling platform for independent restaurants, today unveiled two groundbreaking features—InstantMatch and GeoSync Alerts—engineered to eliminate shift chaos and ensure every shift is covered with unmatched speed and precision. In today’s fast-paced restaurant environment, unfilled shifts and last-minute callouts cost operators thousands of dollars in overtime, lost sales, and operational disruptions. PulseSync’s InstantMatch feature harnesses advanced machine learning algorithms to analyze staff availability, skill sets, and historical performance in real time. The result: idle employees receive instant shift recommendations that closely match their preferences and qualifications, reducing manual outreach by up to 60% and slashing coverage gaps by 40%. Complementing InstantMatch, GeoSync Alerts leverages location-based push notifications to target qualified staff members who are physically nearby an open shift. By sending timely alerts to the most relevant employees, restaurants can dramatically accelerate fill times—often under five minutes—even during peak service hours. Early adopters report a 30% lift in on-demand shift fills and a significant reduction in manager phone calls and text message chains. “InstantMatch and GeoSync Alerts represent a quantum leap in shift management,” said Caroline Wu, CEO of PulseSync. “By combining predictive AI with real-world context, we’re empowering restaurant managers to transform chaos into clarity. Managers reclaim time previously spent chasing coverage, and staff gain more transparent, tailored opportunities that fit their lives.” PulseSync beta testers have already realized substantial benefits. At The Green Fork Bistro in Chicago, manager Marcus Hernandez credits InstantMatch with a 50% decrease in unfilled shifts during weekend brunch. “Before PulseSync, I’d scramble every Saturday morning, texting every name in my phone,” Hernandez recalled. “Now, shifts are filled automatically, and I actually get to focus on guest experience.” Relief Ranger employees like front-of-house veteran Maya Singh appreciate GeoSync’s convenience. “I used to miss extra hours because I wasn’t checking my phone constantly,” Singh explained. “Now I get a ping when I’m close by, accept it in one tap, and boost my earnings without the hassle.” PulseSync continues to prioritize security and compliance. Both new features adhere to local labor law regulations enforced by LawLens, ensuring no overtime rules or rest break requirements are violated during rapid fill scenarios. Managers have real-time visibility into compliance status, mitigating legal risks without sacrificing agility. Available immediately to all PulseSync subscribers worldwide, InstantMatch and GeoSync Alerts integrate seamlessly into the existing dashboard. Detailed analytics provide managers with granular insights into fill rates, response times, and staff engagement. PulseSync’s open API also enables integration with major POS systems for unified reporting and labor cost analysis. For more information or to schedule a live demo, visit www.pulsesync.com/features or contact our media relations team below. About PulseSync PulseSync is the leading AI-driven scheduling solution for independent restaurants, dedicated to simplifying shift management, reducing labor costs, and empowering teams. From real-time alerts and compliance automation to advanced analytics and gamification, PulseSync delivers end-to-end scheduling excellence for operators and staff alike. Media Contact: Jessica Martin Director of Communications, PulseSync jm@pulsesync.com (212) 555-0198

PulseSync Launches LawLens and ShiftShield to Automate Labor Law Compliance for Multi-Location Restaurants

Imagined Press Article

SAN FRANCISCO, CA – 2025-06-02 – PulseSync, the leading scheduling platform for independent restaurant operators, announced today the nationwide release of LawLens and ShiftShield—two powerful compliance tools designed to safeguard restaurants against costly labor law violations and streamline multi-location scheduling. As labor regulations grow increasingly complex across jurisdictions, restaurants risk fines, legal exposure, and employee grievances when schedules inadvertently conflict with local ordinances. LawLens is a dynamic rule engine that continuously updates to reflect the latest federal, state, and municipal labor laws. With LawLens, managers can define location-specific rules—mandated rest periods, overtime caps, and maximum daily hours—then apply them automatically when constructing or adjusting schedules. ShiftShield builds on LawLens by proactively blocking or flagging any schedule entries that would violate labor regulations. Instead of manual checks or sporadic audits, ShiftShield offers instant resolution suggestions—like shift swaps, split shifts, or redistributed hours—to maintain full coverage without regulatory risk. Early adopters report a 90% reduction in compliance incidents and a 50% acceleration in schedule publication time. “Our customers operate in markets with diverse and evolving labor standards,” said Marco Alvarez, Chief Product Officer at PulseSync. “By integrating LawLens and ShiftShield, we’re removing the compliance burden from managers and giving them real-time assurance that their staffing plans are legally sound. This empowers them to focus on service quality and guest satisfaction.” The impact of these features has been validated by PulseSync’s pilot with Stir & Sizzle, a regional restaurant group with 15 locations across California and New York. According to HR lead Rachel Turner, Stir & Sizzle reduced overtime fine risk by 75% and cut scheduling-related compliance audit time from days to mere minutes. “LawLens and ShiftShield take the guesswork out of compliance,” Turner said. “We no longer worry about inadvertent infractions, and our managers love how quickly they can finalize schedules.” PulseSync’s seamless integration means there is no disruption to existing workflows. LawLens and ShiftShield operate within the familiar dashboard environment, where managers build, review, and publish schedules. The What-If Scheduler allows teams to test hypothetical scenarios and instantly view compliance impacts before going live. All compliance actions are recorded in the AuditTrail module, delivering a transparent log for internal reviews or third-party audits. To further support clients, PulseSync offers training webinars, on-demand tutorials, and a dedicated compliance support line. These resources, combined with LawLens and ShiftShield, ensure that multi-location restaurant groups can confidently navigate regulatory landscapes without one-off custom development or expensive legal consultations. LawLens and ShiftShield are available today as part of PulseSync’s Enterprise plan. Prospective customers can request a demo and receive a complimentary compliance audit at www.pulsesync.com/compliance. About PulseSync PulseSync is the AI-driven scheduling platform that empowers restaurants to master shift management, compliance, and labor optimization. Trusted by thousands of independent operators, PulseSync delivers advanced AI, real-time alerts, and robust analytics to foster efficient, compliant, and engaged workforces. Media Contact: Connor Lee Head of Global Communications, PulseSync cl@pulsesync.com (415) 555-0223

PulseSync Unveils FlexScore and Team Streaks to Gamify Shift Coverage and Boost Staff Engagement

Imagined Press Article

CHICAGO, IL – 2025-06-02 – PulseSync, the award-winning AI-powered scheduling solution for independent restaurants, today launched FlexScore and Team Streaks—two interactive gamification tools aimed at transforming shift coverage into an engaging, incentive-driven experience that drives participation, reduces no-shows, and strengthens team cohesion. Restaurant turnover remains one of the industry’s most stubborn challenges. To address this, PulseSync developed FlexScore, a points-based reward system that credits employees for swiftly accepting float shifts. Points accumulate based on response time, shift urgency, and employee performance history. Higher FlexScores unlock perks such as priority shift selection, premium bonuses, and recognition in PulseSync’s Reward Redemption shop. Team Streaks complements FlexScore by tracking consecutive successful swaps and shift coverages within defined teams or roles. As streaks grow, entire groups earn collective rewards—ranging from catered lunches to extra break time—fostering camaraderie and a shared commitment to operational excellence. Early trials indicate a 25% increase in voluntary shift fills and a 15% drop in last-minute callouts. “FlexScore and Team Streaks bring the psychology of friendly competition into everyday scheduling,” explained Dr. Sarah Kim, Director of Behavioral Insights at PulseSync. “By tapping into social motivation and rewarding collective achievements, these features not only improve coverage metrics but also enhance employee morale and retention.” For Shift-Based employees, dubbed Relief Rangers, the gamification features offer a clear path to tangible rewards. “I used to only pick up extra shifts if I really needed the money,” said frontline server Luis Martinez. “Now, I check PulseSync daily to see what’s available, earn points, and build my ranking on the Swap Leaderboard. It’s fun, and I get to choose better shifts sooner.” Kitchen teams and front-of-house staff have embraced Team Streaks as a tool for positive reinforcement. At Simply Sushi in downtown Chicago, Assistant Manager Elena Garcia reports that a three-week Team Streak reward—the option to design a limited-time menu item—sparked creativity and collaboration among sushi chefs and servers. “Our people came together to hit coverage goals so we could earn our reward. It was the first time I’ve seen them so invested in the schedule beyond just clocking in.” To support these new features, PulseSync’s Score Insights dashboard provides managers with in-depth analytics on point distributions, streak performance, and overall engagement trends. This data enables targeted initiatives—such as Bonus Blast events with double points during slower service periods—to maximize participation and quickly fill critical coverage gaps. FlexScore and Team Streaks are immediately available to PulseSync Premium and Enterprise subscribers. Hardware-agnostic and API-ready, both features integrate into existing scheduling workflows without additional IT overhead. PulseSync is hosting a webinar series throughout June where operators can learn best practices for launching gamification in their organizations. Visit www.pulsesync.com/events to register and claim a free PulseSync reward pack. About PulseSync PulseSync empowers independent restaurants with AI-driven scheduling, real-time alerts, and gamified engagement to streamline operations, optimize labor costs, and foster vibrant team cultures. Media Contact: Aisha Thompson Public Relations Manager, PulseSync at@pulsesync.com (312) 555-0147

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