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PBS User Cases Documentation

Last Updated: November 19, 2025

This folder contains detailed user cases organized by user type and workflow.

📁 Document Structure​

Core Documents​

DocumentDescriptionUser Cases
00-personas.mdUser personas and rolesSusanne (Admin/PM), Lisa (Freelance Crew), Johan (Admin+Crew), Ken (Finance), Jonas (Operations)
01-admin-project-management.mdAdmin/PM project workflowsUC-01 to UC-03
02-admin-staffing.mdAdmin/PM staffing & offersUC-04 to UC-06
03-admin-operations.mdAdmin/PM operations & reportsUC-07 to UC-10
04-staff-workflows.mdStaff self-service workflowsUC-11 to UC-16
05-system-workflows.mdComplete end-to-end workflowsFull lifecycle examples (planned)
06-edge-cases.mdEdge cases and exceptions9+ scenarios (planned)

🎯 User Case Format​

Each user case follows this structure:

### UC-XX: [Title]

**Actor**: [Who performs this]

**🎯 User Goal**: [What they want to achieve]

**Preconditions**: [What must exist first]

**📱 User Journey (UI Steps)**:
1. Navigation and clicks
2. Forms and screens (ASCII mockups)
3. Data entry
4. Confirmations

**💾 System Actions (Behind the Scenes)**:
- Database operations
- Notifications sent
- Business logic executed

**Postconditions**: [Results]

**Entities Created/Updated**: [Database impact]

📋 User Case Index​

Admin/PM User Cases (UC-01 to UC-10)​

Project Management​

  • UC-01: Company Setup (One-time) → 01-admin-project-management.md
  • UC-02: Create Staff Profile (Manual Entry) → 01-admin-project-management.md
  • UC-03: Create Project → 01-admin-project-management.md

Staffing & Offers​

  • UC-04: Send Assignment Offers (Multi-Offer Workflow) → 02-admin-staffing.md
  • UC-05: Review Offer Responses and Confirm Winner → 02-admin-staffing.md
  • UC-06: Assignment Lifecycle Management → 02-admin-staffing.md

Operations & Reports​

  • UC-07: Generate Reports/Exports → 03-admin-operations.md
  • UC-08: Invite Staff to System (Invite-only) → 03-admin-operations.md
  • UC-09: Review Staff Registrations → 03-admin-operations.md
  • UC-10: Handle Scheduling Conflicts → 03-admin-operations.md

Staff User Cases (UC-11 to UC-16)​

  • UC-11: Staff Registration (via Invite Link) → 04-staff-workflows.md
  • UC-12: Staff Account Setup → 04-staff-workflows.md
  • UC-13: Staff Updates Own Profile → 04-staff-workflows.md
  • UC-14: Staff Receives and Responds to Offer → 04-staff-workflows.md
  • UC-15: Staff Negotiates Rate → 04-staff-workflows.md
  • UC-16: Staff Views Confirmed Assignments → 04-staff-workflows.md

System Workflows​

Complete end-to-end scenarios showing how user cases connect:

  1. Complete Assignment Lifecycle (Day -14 to Day +20)
  2. Staff Pool to Profile Journey (Application → Approval → Onboarding)
  3. Multi-Offer Competition (1 slot, 3 candidates)

Edge Cases​

Real-world scenarios and exceptions:

  1. Staff Declines After Initial Accept
  2. PM Cancels Confirmed Assignment
  3. Overlapping Projects (Intentional)
  4. Freelancer Without User Account
  5. Function Not in Catalog
  6. Mass Export Regeneration
  7. Staff Changes Profile During Assignment
  8. Passport Expiration Alert
  9. Bulk Assignment Status Update

🚀 How to Use This Documentation​

For Product Managers​

  1. Start with 00-personas.md to understand user types
  2. Read admin workflows (01, 02, 03) to understand PM daily work
  3. Review staff workflows (04) to understand freelancer experience
  4. Check 05-system-workflows.md for complete scenarios
  5. Validate edge cases in 06-edge-cases.md

For Developers​

  1. Review personas for context
  2. Use UI mockups in each case for frontend design
  3. Check "System Actions" sections for backend logic
  4. Reference "Entities Created" for database operations
  5. Implement workflows in priority order (staffing → operations → edge cases)

For UX Designers​

  1. Extract ASCII mockups from each user case
  2. Note navigation patterns and button placements
  3. Identify form flows and validation needs
  4. Design actual screens based on mockups
  5. Consider edge cases for error states

📊 Coverage​

CategoryCasesStatus
Admin - Project Management3✓ Complete
Admin - Staffing3✓ Complete
Admin - Operations4✓ Complete
Staff - Self-Service6✓ Complete
System Workflows3Planned
Edge Cases9Planned
Total16/28Core Complete

🔄 Version History​

VersionDateChanges
2.12025-10-24Updated persona names, corrected status tracking
2.02025-10-22Complete restructure with detailed UI journeys
1.02025-10-22Initial draft with basic flows

📝 Notes for PM Review​

Critical Flows to Validate​

  1. UC-04 & UC-05: Multi-offer workflow - is this the right approach?
  2. UC-06: Assignment lifecycle statuses - are these the right stages?
  3. UC-14 & UC-15: Staff negotiation - how should this work exactly?
  4. UC-10: Conflict detection - block or warn?

Questions to Answer​

  • Should staff pool forms be customizable per company?
  • What reports are truly critical for MVP?
  • How should road book documents work?
  • Do we need team-level permissions in future?