Admin User Cases: Project Management

Actor: Susanne (Admin/PM) User Cases: UC-01, UC-02, UC-03

Overview

This document covers the foundational administrative workflows for setting up and managing projects in PBS:

UC-01: Company Setup (One-time initialization)
UC-02: Create Staff Profile (Building the crew directory)
UC-03: Create Project (Defining event requirements)

These are typically performed by company administrators and project managers as initial setup and ongoing project creation tasks.

UC-01: Company Setup (One-time)

Goal: Set up a new customer company in PBS so their team can start managing projects.

Actor: System Admin (initial setup)

Preconditions: None (new company onboarding)

System: backend.pbs.com (admin setup)

UI Journey

Step 1: Admin navigates to System Admin Dashboard

Clicks: "Add New Company" button

Step 2: Company Setup Form

┌─────────────────────────────────────┐
│ Create New Company                   │
├─────────────────────────────────────┤
│ Company Name: [New Century Production] │
│ Org Number: [556677-8899]            │
│ Website: [https://ncp.se]            │
│ Default Currency: [SEK ▼]            │
│                                      │
│ [Cancel] [Next: Project Settings →] │
└─────────────────────────────────────┘

Admin fills in:

Company Name: New Century Production (NCP)
Org Number: 556677-8899
Website: https://ncp.se (for logo scraping)
Default Currency: SEK

Clicks: "Next: Project Settings"

Step 3: Project ID Configuration

┌─────────────────────────────────────┐
│ Project ID Settings                  │
├─────────────────────────────────────┤
│ Mode:                                │
│ ○ Manual (PM enters codes)           │
│ ● Auto-generate                      │
│                                      │
│ Prefix: [NCP]                        │
│ Starting number: [1]                 │
│                                      │
│ Preview: NCP-001, NCP-002...         │
│                                      │
│ [← Back] [Next: Create Admin User →]│
└─────────────────────────────────────┘

Selects:

Mode: Auto-generate
Prefix: "NCP"
Starting number: 1

Clicks: "Next: Create Admin User"

Step 4: Admin User Setup

┌─────────────────────────────────────┐
│ Create Company Administrator         │
├─────────────────────────────────────┤
│ Name: [Susanne Larsson]              │
│ Email: [susanne@ncp.se]              │
│ Role: [ADMIN] (fixed)                │
│                                      │
│ ☑ Send welcome email with setup link│
│                                      │
│ [← Back] [Finish Setup]              │
└─────────────────────────────────────┘

Fills in:

Name: Susanne Larsson
Email: susanne@ncp.se
Checks: "Send welcome email"

Clicks: "Finish Setup"

Step 5: Function Catalog Seeding (automatic)

┌─────────────────────────────────────┐
│ Setting up company...                │
├─────────────────────────────────────┤
│ ✓ Company created                    │
│ ✓ Project settings configured        │
│ ✓ Admin user created                 │
│ ⏳ Loading function catalog...       │
│                                      │
│ Importing standard functions:        │
│ • Camera Department (5 functions)    │
│ • Audio Department (4 functions)     │
│ • Production (6 functions)           │
│ • Technical (5 functions)            │
└─────────────────────────────────────┘

Step 6: Success Confirmation

┌─────────────────────────────────────┐
│ ✓ Company Setup Complete!            │
├─────────────────────────────────────┤
│ NCP is ready to use.                 │
│                                      │
│ Admin access sent to:                │
│ susanne@ncp.se                       │
│                                      │
│ Next steps:                          │
│ • Susanne will receive setup email   │
│ • She can create profiles & projects │
│                                      │
│ [View Company] [Add Another Company] │
└─────────────────────────────────────┘

System Actions

Create company record:

INSERT INTO companies (
  id, name, org_number, website, default_currency
) VALUES (
  uuid_generate_v4(),
  'New Century Production',
  '556677-8899',
  'https://ncp.se',
  'SEK'
)

Generate project ID settings:

INSERT INTO project_id_settings (
  company_id, mode, prefix, sequence_number
) VALUES (
  {company_id},
  'auto',
  'NCP',
  1
)

Create admin user:

INSERT INTO users (
  company_id, email, name, role
) VALUES (
  {company_id},
  'susanne@ncp.se',
  'Susanne Larsson',
  'ADMIN'
)

Seed function catalog (20+ standard functions):

INSERT INTO functions_catalog (company_id, department, name, avg_work_rate_cents, avg_travel_rate_cents, avg_rate_currency, is_custom)
SELECT
  {company_id},
  department,
  name,
  avg_work_rate_cents,
  avg_travel_rate_cents,
  'SEK',
  false
FROM standard_functions_template

Send welcome email to susanne@ncp.se with password setup link

Entities Created

companies (1 row)
project_id_settings (1 row)
users (1 row, role=ADMIN)
functions_catalog (20+ rows, seeded from template)

UC-02: Create Staff Profile (Manual Entry)

Goal: Add a new freelancer (Lisa Berg, EVS Operator) to the staff directory so she can be assigned to projects.

Actor: Susanne (Admin)

Preconditions: Susanne is logged in as ADMIN

System: backend.pbs.com

UI Journey

Step 1: Navigate to Staff Section

Susanne logs in to PBS → Dashboard shows recent projects, pending offers, quick actions

Clicks: Main menu → "Staff"

Staff list page appears showing existing profiles

Step 2: Initiate Profile Creation

Clicks: "+ Add New Profile" button (top right)

Step 3: Profile Creation Form - Page 1: Basic Info

┌─────────────────────────────────────────────────┐
│ Create New Profile                    [1/4] ●○○○│
├─────────────────────────────────────────────────┤
│ Basic Information                                │
│                                                  │
│ First Name: [Lisa]                               │
│ Last Name: [Berg]                                │
│ Email: [lisa@example.com]                        │
│ Phone: [+46 70 123 4567]                         │
│                                                  │
│ Type: [● Staff  ○ Employee  ○ Contractor]       │
│      (Use "Staff" for MVP)                       │
│                                                  │
│ [Cancel] [Save Draft] [Next: Identity Info →]   │
└─────────────────────────────────────────────────┘

Fills in:

First Name: Lisa
Last Name: Berg
Email: lisa@example.com
Phone: +46 70 123 4567
Type: Staff

Clicks: "Next: Identity Info"

Step 4: Profile Creation Form - Page 2: Identity & Location

┌─────────────────────────────────────────────────┐
│ Create New Profile                    [2/4] ○●○○│
├─────────────────────────────────────────────────┤
│ Identity & Location                              │
│                                                  │
│ Address: [Storgatan 12, 114 51 Stockholm]       │
│ Personal ID: [19850615-1234] (Personnummer)     │
│ Nationality: [SE - Sweden ▼]                     │
│ Home Base City: [Stockholm ▼]                    │
│                                                  │
│ Emergency Contact                                │
│ Name: [Anna Berg]                                │
│ Phone: [+46 70 987 6543]                         │
│ Relation: [Spouse ▼]                             │
│                                                  │
│ [← Back] [Save Draft] [Next: Skills →]          │
└─────────────────────────────────────────────────┘

Fills in:

Address, Personal ID, Nationality, Home Base
Emergency Contact: Anna Berg (Spouse), phone

Clicks: "Next: Skills"

Step 5: Profile Creation Form - Page 3: Functions & Skills

┌─────────────────────────────────────────────────┐
│ Create New Profile                    [3/4] ○○●○│
├─────────────────────────────────────────────────┤
│ Functions & Skills                               │
│                                                  │
│ Select functions this person can perform:        │
│                                                  │
│ [Search functions...]                            │
│                                                  │
│ Selected Functions:                              │
│ ┌───────────────────────────────────────────┐   │
│ │ EVS Operator                              │   │
│ │ Department: Video/Replay                  │   │
│ │ Seniority: [Senior ▼]         [Remove ×] │   │
│ └───────────────────────────────────────────┘   │
│ ┌───────────────────────────────────────────┐   │
│ │ VAR Operator                              │   │
│ │ Department: Video/Replay                  │   │
│ │ Seniority: [Mid ▼]            [Remove ×] │   │
│ └───────────────────────────────────────────┘   │
│                                                  │
│ [+ Add Function]                                 │
│                                                  │
│ [← Back] [Save Draft] [Next: Preferences →]     │
└─────────────────────────────────────────────────┘

Searches and adds:

EVS Operator (Senior)
VAR Operator (Mid)

Clicks: "Next: Preferences"

Step 6: Profile Creation Form - Page 4: Preferences & Photo

┌─────────────────────────────────────────────────┐
│ Create New Profile                    [4/4] ○○○●│
├─────────────────────────────────────────────────┤
│ Preferences & Photo                              │
│                                                  │
│ Languages:                                       │
│ • Swedish [Native ▼]           [Remove]          │
│ • English [Fluent ▼]           [Remove]          │
│ [+ Add Language]                                 │
│                                                  │
│ Food Preferences:                                │
│ Diet: [Vegetarian ▼]                             │
│ Allergies: [No shellfish (allergy)]             │
│ Notes: []                                        │
│                                                  │
│ Clothing Sizes:                                  │
│ Shirt: [M ▼]  Pants: [32 ▼]  Shoes: [39 ▼]     │
│                                                  │
│ Profile Photo: (for crew passes & accreditation)│
│ ┌─────────────┐                                 │
│ │             │  [Upload Photo]                  │
│ │  No photo   │  JPG, PNG (max 5MB)             │
│ │             │                                  │
│ └─────────────┘                                 │
│                                                  │
│ Internal Notes: (not visible to staff)           │
│ [Excellent EVS operator, worked Champions League]│
│                                                  │
│ [← Back] [Save Draft] [Create Profile]          │
└─────────────────────────────────────────────────┘

Adds:

Languages: Swedish (Native), English (Fluent)
Food: Vegetarian, No shellfish
Clothing sizes
Uploads photo: lisa_berg.jpg
Internal notes about Lisa's experience

Clicks: "Create Profile"

Step 7: Confirmation

┌─────────────────────────────────────┐
│ ✓ Profile Created Successfully!      │
├─────────────────────────────────────┤
│ Lisa Berg is now in your staff       │
│ directory.                           │
│                                      │
│ What's next?                         │
│ • Send her a login invite           │
│ • Assign her to a project           │
│ • Add more profiles                  │
│                                      │
│ [Send Login Invite] [View Profile]   │
│ [Add Another Profile]                │
└─────────────────────────────────────┘

Susanne clicks "View Profile" → Profile page shows all information, now searchable in staff directory

System Actions

Create profile:

INSERT INTO crew_profiles (
  first_name, last_name, email, phone,
  address, personal_id_number, nationality, home_base_city,
  emergency_contact_name, emergency_contact_phone, emergency_contact_relation,
  photo_url,
  languages, food_preferences, clothing_sizes
) VALUES (
  {company_id}, 'staff',
  'Lisa', 'Berg', 'lisa@example.com', '+46 70 123 4567',
  'Storgatan 12, 114 51 Stockholm', '19850615-1234', 'SE', 'Stockholm',
  'Anna Berg', '+46 70 987 6543', 'spouse',
  's3://photos/lisa_berg.jpg',
  '[{"code": "sv", "proficiency": "native"}, {"code": "en", "proficiency": "fluent"}]',
  '["Vegetarian", "No shellfish (allergy)"]',
  '{"shirt": "M", "pants": "32", "shoes": "39"}',
  'Excellent EVS operator, worked Champions League'
)

Create profile functions:

INSERT INTO profile_functions (profile_id, function_id, seniority) VALUES
  ({profile_id}, {evs_operator_function_id}, 'senior'),
  ({profile_id}, {var_operator_function_id}, 'mid')

Store photo:

INSERT INTO documents (
  documentable_type, documentable_id,
  doc_type, file_url, file_name,
  uploaded_by_user_id
) VALUES (
  'Profile', {profile_id},
  'photo', 's3://photos/lisa_berg.jpg', 'lisa_berg.jpg',
  {susanne_user_id}
)

Entities Created

profiles (1 row)
profile_functions (2 rows: EVS Operator, VAR Operator)
documents (1 row: photo)

UC-03: Create Project

Goal: Set up a new project (Champions League Final 2025) and define all required crew roles so Susanne can start staffing.

Actor: Susanne (Admin)

Preconditions: Susanne is logged in as ADMIN

System: backend.pbs.com

UI Journey

Step 1: Navigate to Projects

From Dashboard, clicks: Main menu → "Projects"

Projects list page appears showing existing projects

Step 2: Start New Project

Clicks: "+ Create New Project" button (top right)

Step 3: Project Creation Wizard - Step 1: Basic Info

┌──────────────────────────────────────────────────────┐
│ Create New Project                       [1/3] ●○○   │
├──────────────────────────────────────────────────────┤
│ Basic Information                                     │
│                                                       │
│ Project Code: [NCP-001] (auto-generated) [⚙️ Edit]   │
│                                                       │
│ Project Name: [Champions League Final 2025]          │
│                                                       │
│ Client Name: [UEFA]                                   │
│ (Optional - external client if different)            │
│                                                       │
│ Status: [● Draft  ○ Active  ○ Completed]             │
│                                                       │
│ Dates:                                                │
│ Start: [2025-05-10 📅]  End: [2025-05-15 📅]         │
│                                                       │
│ Location:                                             │
│ City: [Madrid]  Country: [Spain ▼]                   │
│ Venue: [Estadio Santiago Bernabéu]                   │
│ Address: [Av. de Concha Espina 1, Madrid]            │
│                                                       │
│ Budget:                                               │
│ Amount: [150,000]  Currency: [SEK ▼]                 │
│                                                       │
│ Internal Notes:                                       │
│ [Major UEFA production, 5 crew members needed]       │
│                                                       │
│ [Cancel] [Save Draft] [Next: Crew Roles →]           │
└──────────────────────────────────────────────────────┘

System auto-generates: NCP-001

Susanne fills in:

Name: Champions League Final 2025
Client: UEFA
Status: Draft
Dates: May 10-15, 2025
Location: Madrid, Spain
Venue: Estadio Santiago Bernabéu (with address)
Budget: 150,000 SEK

Clicks: "Next: Crew Roles"

Step 4: Project Creation Wizard - Step 2: Crew Roles

┌──────────────────────────────────────────────────────┐
│ Create New Project                       [2/3] ○●○   │
├──────────────────────────────────────────────────────┤
│ Crew Roles                                            │
│                                                       │
│ LEFT COLUMN (Form)           │ RIGHT COLUMN (List)   │
│ ──────────────────────────── │ ──────────────────    │
│ Add New Role                 │ Added Roles (2)       │
│                              │                        │
│ Function: [EVS Operator ▼]  │ 1. EVS Operator       │
│ Quantity: [2] people         │    × 2 people         │
│                              │    Work: 3 days       │
│ Days Required:               │    Travel: 2 days     │
│ Work: [3]  Travel: [2]       │    Rate: 5,500/day    │
│                              │    Cost: 44,000 SEK   │
│ Target Rates:                │    [Remove]           │
│ Work: [5,500] SEK/day        │                        │
│ Travel: [2,750] SEK/day      │ 2. Camera Operator    │
│                              │    × 1 person         │
│ Requirements/Notes:          │    Work: 5 days       │
│ [Champions League exp...]    │    Travel: 2 days     │
│                              │    Rate: 6,000/day    │
│ [+ Add Role]                 │    Cost: 42,000 SEK   │
│                              │    [Remove]           │
│                              │                        │
│                              │ Budget Summary        │
│                              │ Crew: 86,000 SEK      │
│                              │ Total: 86,000 SEK     │
│                              │ ████████░░ 57%        │
│                              │                        │
│ [← Back] [Save Draft] [Next: Equipment & Other →]    │
└──────────────────────────────────────────────────────┘

Susanne clicks: "+ Add Role"

Fills in first role:

Function: EVS Operator
Quantity: 2 people
Work days: 3, Travel days: 2
Work rate: 5,500 SEK/day, Travel rate: 2,750 SEK/day
Est. hotel nights: 4, Est. hotel rate: 1,200 SEK/night
Requirements: "Champions League experience preferred"

System calculates:

Crew day costs: 2 × (3×5,500 + 2×2,750) = 44,000 SEK
Hotel costs: 2 × 4 × 1,200 = 9,600 SEK
Total role cost: 53,600 SEK

Susanne adds second role:

Function: Camera Operator
Quantity: 1 person
Work days: 5, Travel days: 2
Work rate: 6,000 SEK/day, Travel rate: 3,000 SEK/day
Est. hotel nights: 6, Est. hotel rate: 1,200 SEK/night

System calculates:

Crew day costs: 1 × (5×6,000 + 2×3,000) = 42,000 SEK
Hotel costs: 1 × 6 × 1,200 = 7,200 SEK
Total role cost: 49,200 SEK

Step 2 Total:

Crew day rates: 86,000 SEK
Hotel costs (estimated): 16,800 SEK
Total crew budget: 102,800 SEK (69% of 150,000 SEK budget)

Clicks: "Next: Equipment & Other"

Step 5: Project Creation Wizard - Step 3: Equipment & Other Costs

┌──────────────────────────────────────────────────────┐
│ Create New Project                       [3/3] ○○●   │
├──────────────────────────────────────────────────────┤
│ Equipment & Other Costs                               │
│                                                       │
│ LEFT COLUMN (Forms)          │ RIGHT COLUMN (Lists)  │
│ ──────────────────────────── │ ──────────────────    │
│ Add Equipment                │ Equipment (1)         │
│                              │                        │
│ Equipment: [EVS 6-Channel ▼]│ 1. EVS 6-Channel      │
│ Quantity: [2] units          │    × 2 × 5 days       │
│ Days: [5] days               │    @ 3,000/day        │
│ Rate: [3,000] SEK/day        │    Cost: 30,000 SEK   │
│                              │    [Remove]           │
│ [+ Add Equipment]            │                        │
│                              │ Other Costs (1)       │
│ ─────────────────────────    │                        │
│ Add Other Cost               │ 1. Venue Rental       │
│                              │    10,000 SEK         │
│ Description:                 │    [Remove]           │
│ [Venue Rental]               │                        │
│ Amount: [10,000]             │ ─────────────────      │
│ Currency: [SEK ▼]            │ Complete Budget       │
│                              │                        │
│ [+ Add Cost]                 │ Crew day rates:       │
│                              │   86,000 SEK          │
│                              │ Hotel (est.):         │
│                              │   16,800 SEK          │
│                              │ Equipment:            │
│                              │   30,000 SEK          │
│                              │ Other: 10,000 SEK     │
│                              │ ─────────────────      │
│                              │ Total: 142,800 SEK    │
│                              │ ████████████░ 95%     │
│                              │                        │
│ [← Back] [Save Draft] [Create Project]               │
└──────────────────────────────────────────────────────┘

Susanne adds equipment:

Equipment: EVS 6-Channel
Quantity: 2 units
Days: 5 days
Rate: 3,000 SEK/day

System calculates: 2 × 5 × 3,000 = 30,000 SEK

Susanne adds other cost:

Description: Venue Rental
Amount: 10,000 SEK

Complete Project Budget Breakdown:

Crew day rates: 86,000 SEK
Hotel costs (estimated): 16,800 SEK
Equipment costs: 30,000 SEK
Other costs: 10,000 SEK
─────────────────
Total: 142,800 SEK (95% of 150,000 SEK budget)

Step 6: Review and Create

Reviews complete budget breakdown with all cost types

Clicks: "Create Project"

Step 7: Confirmation

┌─────────────────────────────────────┐
│ ✓ Project Created Successfully!      │
├─────────────────────────────────────┤
│ Champions League Final 2025          │
│ NCP-001                              │
│                                      │
│ Status: Draft                        │
│ Required roles: 2 positions          │
│ Total crew needed: 5 people          │
│                                      │
│ What's next?                         │
│ • Start sending offers to crew      │
│ • Add more roles if needed           │
│                                      │
│ [Start Staffing] [View Project]      │
│ [Add More Roles]                     │
└─────────────────────────────────────┘

Susanne clicks "View Project" → Project dashboard shows all details, empty crew slots, budget status

System Actions

Create project:

INSERT INTO projects (
  id, company_id,
  project_code, name, client_name,
  status, start_date, end_date,
  budget_cents, budget_currency,
  location_city, location_country,
  location_venue, location_venue_address,
  notes
) VALUES (
  uuid_generate_v4(), {company_id},
  'NCP-001', 'Champions League Final 2025', 'UEFA',
  'draft', '2025-05-10', '2025-05-15',
  15000000, 'SEK',  -- 150,000 SEK in cents
  'Madrid', 'Spain',
  'Estadio Santiago Bernabéu', 'Av. de Concha Espina 1, Madrid',
  'Major UEFA production, 5 crew members needed'
)

Update project code sequence:

UPDATE project_id_settings
SET sequence_number = sequence_number + 1
WHERE company_id = {company_id}

Create project functions (crew roles):

-- EVS Operator (2 people)
INSERT INTO project_functions (
  project_id, team_id, function_id,
  work_days, travel_days, quantity,
  target_work_rate_cents, target_travel_rate_cents, target_rate_currency,
  target_hotel_rate_cents, estimated_hotel_nights,
  notes
) VALUES (
  {project_id}, NULL, {evs_operator_function_id},
  3, 2, 2,
  550000, 275000, 'SEK',
  120000, 4,  -- 1,200 SEK/night × 4 nights
  'Champions League experience preferred'
);

-- Camera Operator (1 person)
INSERT INTO project_functions (
  project_id, team_id, function_id,
  work_days, travel_days, quantity,
  target_work_rate_cents, target_travel_rate_cents, target_rate_currency,
  target_hotel_rate_cents, estimated_hotel_nights,
  notes
) VALUES (
  {project_id}, NULL, {camera_operator_function_id},
  5, 2, 1,
  600000, 300000, 'SEK',
  120000, 6,  -- 1,200 SEK/night × 6 nights
  NULL
);

Create project equipment:

INSERT INTO project_equipment (
  project_id, company_equipment_id,
  quantity, days,
  rate_cents, rate_currency
) VALUES (
  {project_id}, {evs_equipment_id},
  2, 5,
  300000, 'SEK'  -- 3,000 SEK/day in cents
);

Create project budget items (other costs):

INSERT INTO project_budget_items (
  project_id,
  description,
  amount_cents, currency
) VALUES (
  {project_id},
  'Venue Rental',
  1000000, 'SEK'  -- 10,000 SEK in cents
);

Entities Created

projects (1 row)
project_functions (2+ rows for each crew role type)
project_equipment (1+ rows for each equipment item)
project_budget_items (1+ rows for each other cost)
project_id_settings (updated sequence)

Summary: Project Management Workflows

UC-01: Company Setup
└─→ Create company → Configure project IDs → Create admin user → Seed functions

UC-02: Create Staff Profile
└─→ Basic info → Identity → Skills/functions → Preferences/photo → Create

UC-03: Create Project
└─→ Basic info → Crew roles → Equipment & other costs → Create

Key MVP Features Demonstrated

Auto-generated project codes: NCP-001, NCP-002, etc.
Multi-step wizards: Progressive disclosure for complex forms
Comprehensive budget tracking: Real-time calculation of crew + equipment + other costs
Function catalog: Standardized roles seeded per company
Equipment management: Company-owned equipment with daily rates
Flexible cost tracking: Miscellaneous costs (venue, catering, etc.)
Separate work/travel rates: Budget accurately for different day types
Two-column layout: Form on left, added items list on right

00-personas.md - Susanne's persona
02-admin-staffing.md - Next step: Send offers (UC-04)
03-admin-operations.md - Reports and operations
Database Schema - Complete schema documentation
/reference/qa-answers - All MVP decisions

Database Tables Used

companies - Company records
project_id_settings - Project code generation
users - Admin accounts
functions_catalog - Standard roles
profiles - Staff directory
profile_functions - Skills/roles per person
projects - Project records
project_functions - Required roles per project
company_equipment - Company equipment inventory
project_equipment - Equipment assigned to project
project_budget_items - Miscellaneous costs
documents - Profile photos

Overview​

UC-01: Company Setup (One-time)​

UI Journey​

System Actions​

Entities Created​

UC-02: Create Staff Profile (Manual Entry)​

UI Journey​

System Actions​

Entities Created​

UC-03: Create Project​

UI Journey​

System Actions​

Entities Created​

Summary: Project Management Workflows​

Key MVP Features Demonstrated​

Related Documents​

Database Tables Used​

Overview

UC-01: Company Setup (One-time)

UI Journey

System Actions

Entities Created

UC-02: Create Staff Profile (Manual Entry)

UI Journey

System Actions

Entities Created

UC-03: Create Project

UI Journey

System Actions

Entities Created

Summary: Project Management Workflows

Key MVP Features Demonstrated

Related Documents

Database Tables Used