Open Questions for Stakeholders

Last Updated: November 19, 2025 Purpose: Identify gaps and ambiguities before development starts

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🚨 Critical Questions (Must Answer Before Development)

1. Email & Notification System

Current Status: Q&A Session 1 said "NO automated emails for MVP (manual workflow)"

Questions:

• ❓ When DO we send emails manually?

  • When admin clicks "Send Offer" → email sent?
  • When crew accepts → email to admin?
  • When assignment confirmed → email to crew?

• ❓ What email templates do we need?

  • Offer email (to crew)
  • Acceptance confirmation (to crew)
  • Assignment confirmation (to crew)
  • Road book delivery (to crew)
  • Contract delivery (to crew)
  • Invitation email (to crew registration)
  • Admin user invitation (to team members)

• ❓ Who triggers manual emails?

  • Does admin click "Send Email" button on each action?
  • Or emails are "queued" and admin reviews before sending batch?

• ❓ What info in communication_logs?

  • Just metadata (sent to, subject, date)?
  • Or full email content stored?

Impact: Critical for implementation - affects UI flow and backend logic

Suggested Answer Format:

Email Triggers:
1. Offer sent: Admin clicks "Send Offer" → Immediate email to crew
2. Offer accepted: Auto-email to admin (yes/no?)
3. Assignment confirmed: Admin clicks "Confirm" → Email to crew (yes/no?)
4. Road book uploaded: Admin clicks "Send Road Book to All" → Batch email
5. Contract sent: Part of offer email or separate? (when?)

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2. Permissions & Role-Based Access Control

Current Status: We have 4 roles (ADMIN, PROJECT_MANAGER, TEAM_LEAD, VIEWER) but no permission mapping

Questions:

• ❓ What can each role do?

  Action	ADMIN	PM	TEAM_LEAD	VIEWER
  Create projects	✅	?	?	❌
  Send offers	✅	?	?	❌
  Confirm bookings	✅	?	?	❌
  View financials	✅	?	?	?
  Edit crew profiles	✅	?	?	❌
  Manage equipment	✅	?	?	❌
  Manage users	✅	❌	❌	❌
  Finalize financials	✅	?	?	❌

• ❓ Can roles see all projects or only assigned ones?

  • ADMIN: All projects ✅
  • PROJECT_MANAGER: Only their projects? Or all?
  • TEAM_LEAD: Only projects they're assigned to?
  • VIEWER: Only projects they're assigned to?

• ❓ Can PROJECT_MANAGER create projects? Or just ADMIN?

• ❓ What's the difference between PROJECT_MANAGER and TEAM_LEAD?

  • PM manages full projects, TL manages a team within project?
  • Or different permission levels?

Impact: Critical for security and UI (show/hide features per role)

Suggested Decision: For MVP, keep it simple:

• ADMIN: Full access
• PROJECT_MANAGER: Can create/edit projects, send offers, but not manage users or finalize financials
• TEAM_LEAD: Can view projects, assist with crew management, but not send offers
• VIEWER: Read-only access

Or just start with ADMIN only for MVP?

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3. Mobile App vs Web App (Crew Portal)

Current Status: Views say "mobile-optimized" but unclear if native app or responsive web

Questions:

• ❓ Is crew portal web-only (PWA) or also native iOS/Android apps?

  • Web-only: Session-based auth (simpler)
  • Native app: Token-based auth (Sanctum tokens)

• ❓ Should crew be able to work offline?

  • View assignments offline?
  • Accept offers offline (sync later)?

• ❓ Push notifications needed?

  • "New offer received" push notification?
  • "Assignment updated" push notification?

Impact: Major architectural decision (affects auth, API design, development time)

Suggested for MVP: Responsive web app (PWA) with session auth. Native app post-MVP.

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4. Timezone Handling

Current Status: Schema has dates but unclear how timezone-aware

Questions:

• ❓ Projects in different timezones - how handle?

  • Example: Swedish company producing event in Japan
  • Store dates in UTC + display in project timezone?
  • Or store in company timezone?

• ❓ What timezone for crew availability?

  • Crew's local timezone?
  • Company timezone?

• ❓ Date display format per user?

  • User can set preference (24h vs 12h, DD/MM vs MM/DD)?
  • Or company-wide setting only?

Impact: Important for international productions

Suggested Answer:

• Store all dates in UTC in database
• Project has location_timezone field (e.g., "Asia/Tokyo")
• Display dates in project timezone for that project
• Display dates in company timezone for cross-project views (calendar, dashboard)

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4b. Project KPIs & Dashboard Metrics ⚠️ NEW

Current Status: View 1.7 (Project Details) has placeholder for KPI dashboard - needs stakeholder input

Questions:

• ❓ Which metrics are most important for daily project monitoring?

  • Crew staffing completion %?
  • Budget utilization %?
  • Admin tasks completion (travel, hotel, roadbook, invoices)?
  • Days until project start?
  • Pending offers count?

• ❓ Visual presentation preference?

  • Option A: Compact cards (4-6 key metrics)
  • Option B: Detailed dashboard with charts
  • Option C: Collapsible KPI section

• ❓ Should KPIs show trends?

  • Comparison to previous similar projects?
  • Historical trends for this project?
  • Budget burn rate over time?

• ❓ Real-time vs cached metrics?

  • Real-time updates (more server load)?
  • Refreshed on page load (simpler)?
  • Scheduled refresh every X minutes?

• ❓ Role-based KPIs?

  • Project Managers see staffing metrics?
  • Finance users see budget/cost metrics?
  • Different dashboard for each role?

• ❓ Different KPIs by project status?

  • Preliminary projects: Focus on planning metrics
  • Confirmed projects: Focus on execution metrics
  • Completed projects: Focus on financial reconciliation

Impact: Medium-High (affects UI design and backend queries)

Suggested for MVP:

• Start simple: 6 key metrics cards
  1. Crew staffing completion %
  2. Budget utilization %
  3. Admin tasks completion %
  4. Pending offers count
  5. Days until project start
  6. Total crew costs (planned vs actual)
• Static refresh (page load)
• Same KPIs for all roles (for simplicity)
• Add trends and advanced dashboards post-MVP

Reference: KPI section documented in View 1.7 Project Details (Views)

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5. Financial Finalization - What's Locked?

Current Status: Projects have financials_finalized boolean, but effects unclear

Questions:

• ❓ After finalization, what CAN be edited?

  • Assignment dates: Can edit? (if crew worked extra day after finalization?)
  • Assignment rates: Can edit? (if mistake found?)
  • Add new assignments: Can add?
  • Delete assignments: Can delete?

• ❓ How to handle corrections after finalization?

  • "Unlock" financials (removes finalization)?
  • Or create "adjustment" records?

• ❓ What happens after finalization?

  • Export to accounting system?
  • Generate invoice files?
  • Just marks as "ready for manual invoicing"?

Impact: Important for accounting workflow

Suggested Answer: After finalization:

• ❌ Cannot edit/delete assignments
• ❌ Cannot change rates or days
• ✅ Can "Unlock Financials" (ADMIN only) if corrections needed
• ✅ Can export financial report (PDF/Excel)

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⚠️ Important Questions (Should Answer During Sprint Planning)

6. Search Functionality Scope

Questions:

• ❓ Crew directory search - which fields?

  • Name, email, phone, capabilities, functions?
  • Full-text search or exact match?

• ❓ Project search - which fields?

  • Name, code, location, client?

• ❓ Equipment search?

• ❓ Need advanced filters?

  • "Find all camera operators available May 10-15"
  • "Find all projects in Stockholm with budget > 100k"

Impact: Medium (affects database indexes and search UX)

Suggested for MVP: Simple text search on name fields. Advanced filters post-MVP.

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7. File Upload Specifications

Questions:

• ❓ File size limits?

  • Documents: Max 10MB? 50MB?
  • Profile photos: Max 2MB?
  • Contract PDFs: Max size?

• ❓ Allowed file types?

  • Documents: PDF, DOCX, XLSX, images?
  • Photos: JPG, PNG only?
  • Block executable files (.exe, .sh)?

• ❓ Storage limits per company?

  • Free tier: 5GB?
  • Premium: 50GB?
  • Unlimited?

• ❓ File naming conventions?

  • User-provided names or auto-generated?
  • "contract_[project][crew][date].pdf"?

Impact: Medium (affects infrastructure costs)

Suggested for MVP:

• Max 10MB per file
• Allowed: PDF, DOC, DOCX, XLS, XLSX, JPG, PNG
• No storage limits for MVP (monitor usage)

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8. Contract Templates - Merge Fields

Questions:

• ❓ What merge fields are available in contracts?

  Company fields:
  - {company_name}
  - {company_address}
  - {company_org_number}
  
  Crew fields:
  - {crew_name}
  - {crew_email}
  - {crew_address}
  - {crew_personal_id}
  
  Project fields:
  - {project_name}
  - {project_dates}
  - {project_location}
  
  Assignment fields:
  - {function}
  - {work_days}
  - {travel_days}
  - {work_rate}
  - {travel_rate}
  - {total_amount}
  - {start_date}
  - {end_date}
  
  Other:
  - {today_date}
  - {contract_number} (auto-generated?)

• ❓ Contract format?

  • Rich text editor (HTML)?
  • Markdown?
  • Template engine (Blade, Twig)?

• ❓ Multiple contract types?

  • Freelancer contract
  • Staff contract
  • Equipment rental contract

Impact: Medium (affects contract generation)

Suggested:

• HTML in rich text editor
• Simple merge fields {field_name}
• One template per company for MVP

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9. Road Book Content & Generation

Current Status: Mentioned in Q&A but not fully specified

Questions:

• ❓ What goes in a road book?

  • Project overview (name, dates, location)
  • Crew list with photos and contact info
  • Schedule/timeline
  • Venue information with map
  • Hotel information
  • Travel information (flights, trains)
  • Emergency contacts
  • Parking instructions
  • Meal arrangements
  • Equipment list
  • Call times
  • Dress code
  • COVID protocols?
  • Other?

• ❓ Format?

  • PDF generated from template?
  • Or staff manually creates PDF and uploads?

• ❓ Generated or uploaded?

  • Auto-generated from project data?
  • Or admin manually creates in Word/PDF and uploads?

Impact: Medium (might be significant feature)

Suggested for MVP:

• Road book is just a PDF file admin uploads to project documents
• Mark document type as "Road Book"
• Auto-generation post-MVP (significant feature)

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10. Negotiation Workflow Details

Questions:

• ❓ Counter-offer flow - how many rounds?

  • Crew counters → Admin reviews → Accept or counter again?
  • Unlimited rounds?
  • Or max 3 rounds then requires phone call?

• ❓ Can admin counter crew's counter-offer?

  • Or only accept/decline?

• ❓ Counter-offer affects just rates or also dates/days?

  • Can crew say "I can only do 3 days instead of 5"?
  • Or just negotiate money?

Impact: Medium (affects offer management UI)

Suggested for MVP:

• One round: Crew counters → Admin accepts or declines (no second counter)
• Negotiate rates only (not dates/days)
• Complex negotiation = phone call + admin updates offer manually

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11. Equipment Booking - Approval Process

Questions:

• ❓ Can any admin book equipment or needs approval?

  • PROJECT_MANAGER books → ADMIN approves?
  • Or direct booking?

• ❓ Can override availability conflicts?

  • Warning shown but can book anyway?
  • Or hard block?

• ❓ Rate adjustments - who can change?

  • Any admin can adjust equipment rate per project?
  • Or locked to default rate?

Impact: Low (can decide during implementation)

Suggested for MVP:

• Direct booking (no approval)
• Soft warning on conflicts (can override)
• Any admin can adjust rates

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💡 Nice to Clarify (Can Assume Reasonable Defaults)

12. Data Retention & GDPR

Questions:

• ❓ How long keep deleted records?

  • Soft-deleted crew: 30 days? 90 days? Forever?
  • Completed projects: Archive after how long?

• ❓ Crew "right to be forgotten" process?

  • Crew can request account deletion?
  • What happens to historical assignment data?

• ❓ Backup retention?

  • Daily backups for 30 days?
  • How long keep archived data?

Impact: Low for MVP (can set reasonable defaults)

Suggested:

• Soft deletes kept 90 days then hard delete
• GDPR deletion: Anonymize crew in historical records (replace name with "Deleted User #123")
• Daily backups for 30 days

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13. Assignment Status Transitions

Questions:

• ❓ Valid status transitions?

  Current statuses: confirmed, contract_sent, contract_signed,
                    travel_booked, hotel_booked, active, completed, cancelled
  
  Valid flows:
  confirmed → contract_sent → contract_signed → active → completed
  confirmed → cancelled (can cancel at any time?)
  contract_signed → active (when project starts?)
  active → completed (when project ends?)
  
  Questions:
  - Can skip contract_sent/signed for staff?
  - Can go from confirmed directly to active?
  - Can "un-complete" an assignment?
  - Can un-cancel?

Impact: Low (can implement reasonable workflow)

Suggested:

• Linear flow for freelancers: confirmed → contract_sent → contract_signed → active → completed
• Simplified for staff: confirmed → active → completed
• Can cancel at any time (except after completed)
• Cannot reverse completed/cancelled

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14. Account Claiming Edge Cases

Questions:

• ❓ What if crew registers with different email than in profile?

  • Profile has work@company.com
  • Crew registers with personal@gmail.com
  • Can admin manually link?

• ❓ What if same email exists at multiple companies but crew already has account?

  • Company A creates profile for john@example.com
  • John already has account from Company B invitation
  • Auto-link new profile to existing account?

• ❓ Can crew "unclaim" a profile?

  • Wrong person claimed a profile by mistake

Impact: Low (rare edge cases)

Suggested:

• Only auto-link if email matches exactly
• Admin can manually link profile to account if needed
• Contact support to unclaim (manual process)

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15. Localization & Languages

Questions:

• ❓ Multi-language support needed for MVP?

  • English only?
  • English + Swedish?
  • More languages?

• ❓ Per-user language or per-company?

  • Crew sets own language preference?
  • Or company-wide setting?

• ❓ What needs translation?

  • UI labels and buttons
  • Email templates
  • PDF reports
  • Contract templates (user-managed, no translation)

Impact: Medium if required for MVP (adds complexity)

Suggested for MVP: English only. Swedish post-MVP.

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16. Calendar Integration

Questions:

• ❓ Export to Google Calendar / iCal?

  • Crew can subscribe to assignment calendar?
  • ICS file download per assignment?

• ❓ Two-way sync or read-only export?

Impact: Low (nice-to-have feature)

Suggested: Post-MVP

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17. Testing & QA Expectations

Questions:

• ❓ What testing level expected?

  • Unit tests for critical logic?
  • Integration tests for API endpoints?
  • E2E tests for user workflows?
  • Manual QA only?

• ❓ Test coverage targets?

  • 80% code coverage?
  • Or just critical paths?

• ❓ QA process?

  • Staging environment for testing?
  • User acceptance testing (UAT) with real users?

Impact: Medium (affects development timeline)

Suggested:

• Unit tests for business logic (auth, booking conflicts, financial calculations)
• Integration tests for critical APIs (offers, assignments)
• Manual QA for UI
• UAT with 2-3 friendly customers before launch

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18. Reporting Customization

Questions:

• ❓ Can users customize report formats?

  • Choose which columns to include?
  • Custom sorting?
  • Or fixed formats?

• ❓ Report templates per company?

  • Company logo on reports?
  • Custom headers/footers?

• ❓ Scheduled reports?

  • "Email me crew availability report every Monday"?

Impact: Low for MVP (fixed reports sufficient)

Suggested: Fixed report formats for MVP. Customization post-MVP.

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19. Integrations with External Systems

Questions:

• ❓ Any existing systems to integrate?

  • Accounting software (Fortnox, Visma)?
  • Email marketing (Mailchimp)?
  • Calendar (Google Calendar)?
  • File storage (Dropbox, Google Drive)?

• ❓ Export formats needed?

  • CSV for accounting import?
  • Excel for analysis?
  • JSON for API consumers?

Impact: Medium if required for MVP

Suggested: CSV/Excel exports only for MVP. API integrations post-MVP.

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20. Performance & Scale Expectations

Questions:

• ❓ Expected number of users?

  • 5 companies with 50 crew each? = 250 crew users
  • 50 companies with 100 crew each? = 5000 crew users

• ❓ Projects per year per company?

  • Small: 10 projects/year
  • Large: 100+ projects/year

• ❓ Concurrent users?

  • Peak usage: 50 concurrent users?
  • 500 concurrent users?

Impact: Low for MVP (scale later)

Suggested: Design for 10 companies, 1000 crew, 500 projects. Optimize later.

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📋 Recommended Stakeholder Meeting Agenda

Meeting 1: Critical Questions (1-2 hours)

Must answer before development:

1. Email workflow and triggers (Q1)
2. Role permissions matrix (Q2)
3. Mobile app vs web app decision (Q3)
4. Financial finalization locking rules (Q5)

Meeting 2: Important Details (1 hour)

Answer during sprint planning: 5. Search functionality scope (Q6) 6. File upload limits (Q7) 7. Contract merge fields (Q8) 8. Road book approach (Q9) 9. Negotiation workflow (Q10)

Meeting 3: Nice to Have Clarity (30 min)

Can assume defaults but good to confirm: 10. Timezone handling (Q4) 11. Data retention policies (Q12) 12. Localization requirements (Q15) 13. Testing expectations (Q17)

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🎯 Decision Template

For each question, document:

Question #: [Number and title]
Decision: [The answer]
Reasoning: [Why this choice]
Impact: [What this affects]
Implementation Notes: [Technical details]
Decided By: [Name]
Date: [Date]

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✅ Next Steps

1. Schedule stakeholder meeting to answer critical questions (Q1-5)
2. Document decisions in this file
3. Update affected documentation:
   • Views (if email triggers change UX)
   • API Requirements (if permissions change endpoints)
   • User Cases (if workflows change)
4. Create final Q&A Session 4 document with decisions
5. Ready for development kickoff!

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Document Status: 📝 Draft - Awaiting Stakeholder Input Priority: 🚨 High - Block development start Last Updated: 2025-11-11