Admin User Cases: Operations & Reports
Actors: Susanne (Admin/PM) User Cases: UC-07, UC-08, UC-09, UC-10
Overview
This document covers operational and reporting workflows:
- UC-07: Generate Reports (Crew List, Meal List, Budget)
- UC-08: Invite Staff to System
- UC-09: Review Staff Registrations
- UC-10: Handle Scheduling Conflicts
These workflows support day-to-day project operations, from bringing new crew into the system to generating client-ready reports.
UC-07: Generate Reports
Goal: Susanne generates various reports for a project (crew list, meal list, clothing sizes, budget).
Actors: Susanne (Admin)
Preconditions:
- Project exists with confirmed assignments
- Some assignments have travel/hotel booked (for those reports)
System: backend.pbs.com
UI Journey
Step 1: Navigate to Project Reports
┌─────────────────────────────────────────────────────────────┐
│ backend.pbs.com [Susanne ▼] │
├─────────────────────────────────────────────────────────────┤
│ ← Projects │
│ │
│ Champions League Final 2025 │
│ ESC-2025-042 • Active • May 10-15, 2025 • Madrid │
│ │
│ [Overview] [Staffing] [Travel] [Documents] [Reports] │
│ │
│ ═══ REPORTS ═════════════════════════════════════════════ │
│ │
│ Generate project reports for clients and operations │
│ │
│ ┌──────────────────────────────────────────────────────┐ │
│ │ 📋 Crew List │ │
│ │ All assignments with names, roles, contact info │ │
│ │ [Generate PDF] [Generate Excel] │ │
│ └──────────────────────────────────────────────────────┘ │
│ │
│ ┌──────────────────────────────────────────────────────┐ │
│ │ 🍽️ Meal List │ │
│ │ Food preferences and dietary requirements │ │
│ │ [Generate PDF] │ │
│ └──────────────────────────────────────────────────────┘ │
│ │
│ ┌──────────────────────────────────────────────────────┐ │
│ │ 👕 Clothing Sizes │ │
│ │ Sizes for uniform/merchandise ordering │ │
│ │ [Generate Excel] │ │
│ └──────────────────────────────────────────────────────┘ │
│ │
│ ┌──────────────────────────────────────────────────────┐ │
│ │ 🏨 Hotel Bookings │ │
│ │ All hotel reservations and check-in dates │ │
│ │ [Generate PDF] [Generate Excel] │ │
│ └──────────────────────────────────────────────────────┘ │
│ │
│ ┌──────────────────────────────────────────────────────┐ │
│ │ 💰 Budget Report │ │
│ │ Planned vs actual costs │ │
│ │ [Generate PDF] │ │
│ └──────────────────────────────────────────────────────┘ │
│ │
│ ───────────────────────────────────────────────────────── │
│ │
│ PREVIOUSLY GENERATED (3) │
│ │
│ • Crew List PDF - May 4, 2025 14:30 [Download] │
│ • Meal List PDF - May 3, 2025 10:15 [Download] │
│ • Budget Report PDF - May 1, 2025 09:00 [Download] │
│ │
└─────────────────────────────────────────────────────────────┘
Step 2: Click "Generate PDF" for Crew List → Preview
┌─────────────────────────────────────────────────────────────┐
│ Generate Crew List [✕ Close] │
├─────────────────────────────────────────────────────────────┤
│ │
│ Preview (5 crew members): │
│ │
│ ┌────────────────────────────────────────────────────────┐ │
│ │ CREW LIST │ │
│ │ Champions League Final 2025 │ │
│ │ Madrid, Spain • May 10-15, 2025 │ │
│ │ │ │
│ │ ──────────────────────────────────────────────────── │ │
│ │ │ │
│ │ EVS OPERATORS (2) │ │
│ │ │ │
│ │ Lisa Berg │ │
│ │ [Photo] │ │
│ │ Phone: +46 70 123 4567 │ │
│ │ Email: lisa@example.com │ │
│ │ Departure: Stockholm │ │
│ │ │ │
│ │ Johan Andersson │ │
│ │ [Photo] │ │
│ │ Phone: +46 70 234 5678 │ │
│ │ Email: johan@example.com │ │
│ │ Departure: Stockholm │ │
│ │ │ │
│ │ ──────────────────────────────────────────────────── │ │
│ │ │ │
│ │ CAMERA OPERATORS (2) │ │
│ │ [... continues for all roles ...] │ │
│ │ │ │
│ │ ──────────────────────────────────────────────────── │ │
│ │ │ │
│ │ CONTACT: │ │
│ │ Project Manager: Susanne +46 70 123 4567 │ │
│ │ Generated: May 5, 2025 10:30 │ │
│ └────────────────────────────────────────────────────────┘ │
│ │
│ [Download PDF] [Send via Email] [Cancel] │
│ │
└────────────────────────────────────────────── ───────────────┘
Step 3: Click "Generate PDF" for Meal List
┌─────────────────────────────────────────────────────────────┐
│ Generate Meal List [✕ Close] │
├─────────────────────────────────────────────────────────────┤
│ │
│ Preview: │
│ │
│ ┌────────────────────────────────────────────────────────┐ │
│ │ MEAL LIST │ │
│ │ Champions League Final 2025 │ │
│ │ May 10-15, 2025 • 5 crew members │ │
│ │ │ │
│ │ ──────────────────────────────────────────────────── │ │
│ │ │ │
│ │ DIETARY REQUIREMENTS SUMMARY │ │
│ │ │ │
│ │ • Standard meals: 3 people │ │
│ │ • Vegetarian: 1 person (Lisa Berg) │ │
│ │ - No shellfish (allergy) │ │
│ │ • Gluten-free: 1 person (Anders Svensson) │ │
│ │ │ │
│ │ ──────────────────────────────────────────────────── │ │
│ │ │ │
│ │ DETAILED LIST │ │
│ │ │ │
│ │ Lisa Berg │ │
│ │ • Vegetarian │ │
│ │ • No shellfish (allergy) │ │
│ │ │ │
│ │ Johan Andersson │ │
│ │ • No special requirements │ │
│ │ │ │
│ │ [... continues for all crew ...] │ │
│ │ │ │
│ │ For catering contact: Susanne +46 70 123 4567 │ │
│ └────────────────────────────────────────────────────────┘ │
│ │
│ [Download PDF] [Send to Caterer] [Cancel] │
│ │
└─────────────────────────────────────────────────────────────┘
Step 4: Budget Report (After Project Completion)
┌─────────────────────────────────────────────────────────────┐
│ Generate Budget Report [✕ Close] │
├─────────────────────────────────────────────────────────────┤
│ │
│ ⚠️ Note: Project not completed yet │
│ This report shows planned costs. Generate again after │
│ project completion for actual costs. │
│ │
│ Preview: │
│ │
│ ┌────────────────────────────────────────────────────────┐ │
│ │ BUDGET REPORT │ │
│ │ Champions League Final 2025 │ │
│ │ │ │
│ │ PROJECT BUDGET: 150,000 SEK │ │
│ │ │ │
│ │ ──────────────────────────────────────────── ──────── │ │
│ │ │ │
│ │ CREW COSTS (Planned) │ │
│ │ │ │
│ │ Lisa Berg (EVS Operator) │ │
│ │ • 3 work days @ 5,500 SEK = 16,500 SEK │ │
│ │ • 2 travel days @ 2,750 SEK = 5,500 SEK │ │
│ │ • Total: 22,000 SEK │ │
│ │ │ │
│ │ Johan Andersson (Multi-Cam Producer) │ │
│ │ • 3 work days @ 7,500 SEK = 22,500 SEK │ │
│ │ • 2 travel days @ 3,750 SEK = 7,500 SEK │ │
│ │ • Total: 30,000 SEK │ │
│ │ │ │
│ │ [... continues for all assignments ...] │ │
│ │ │ │
│ │ ──────────────────────────────────────────────────── │ │
│ │ │ │
│ │ TOTAL CREW COSTS: 110,000 SEK │ │
│ │ │ │
│ │ TRAVEL & HOTEL: 35,000 SEK │ │
│ │ OTHER COSTS: 5,000 SEK │ │
│ │ │ │
│ │ ════════════════════════════════════════════════════ │ │
│ │ TOTAL PROJECT COST: 150,000 SEK │ │
│ │ Budget remaining: 0 SEK │ │
│ │ Status: On budget ✓ │ │
│ └────────────────────────────────────────────────────────┘ │
│ │
│ [Download PDF] [Cancel] │
│ │
└─────────────────────────────────────────────────────────────┘
System Actions
Crew List Generation:
-- Query assignments with profile details
SELECT
p.first_name, p.last_name, p.photo_url,
p.phone, p.email,
a.departure_city,
f.name AS function_name, f.department,
proj.name AS project_name, proj.location_city, proj.location_venue,
proj.start_date, proj.end_date
FROM assignments a
JOIN profiles p ON a.profile_id = p.id
JOIN project_functions pf ON a.project_function_id = pf.id
JOIN projects proj ON pf.project_id = proj.id
JOIN functions_catalog f ON pf.function_id = f.id
WHERE proj.id = {project_id}
AND a.current_status NOT IN ('cancelled')
ORDER BY f.department, f.name, p.last_name
Meal List Generation:
-- Query food preferences
SELECT
p.first_name, p.last_name,
p.food_preferences
FROM assignments a
JOIN profiles p ON a.profile_id = p.id
JOIN project_functions pf ON a.project_function_id = pf.id
WHERE pf.project_id = {project_id}
AND a.current_status NOT IN ('cancelled')
ORDER BY p.last_name
Budget Report Generation:
-- For active project (planned costs)
SELECT
p.first_name || ' ' || p.last_name AS crew_name,
f.name AS function_name,
pf.work_days, pf.travel_days,
a.work_day_rate_cents, a.travel_day_rate_cents,
a.rate_currency,
-- Calculate total
(a.work_day_rate_cents * pf.work_days +
a.travel_day_rate_cents * pf.travel_days) AS total_cents
FROM assignments a
JOIN profiles p ON a.profile_id = p.id
JOIN project_functions pf ON a.project_function_id = pf.id
JOIN functions_catalog f ON pf.function_id = f.id
WHERE pf.project_id = {project_id}
AND a.current_status NOT IN ('cancelled')
-- For completed project (actual costs)
SELECT
p.first_name || ' ' || p.last_name AS crew_name,
f.name AS function_name,
-- Planned
pf.work_days AS planned_work_days,
pf.travel_days AS planned_travel_days,
a.work_day_rate_cents AS planned_work_rate,
a.travel_day_rate_cents AS planned_travel_rate,
-- Actual
COALESCE(a.actual_work_days, pf.work_days) AS actual_work_days,
COALESCE(a.actual_travel_days, pf.travel_days) AS actual_travel_days,
COALESCE(a.actual_work_rate_cents, a.work_day_rate_cents) AS actual_work_rate,
COALESCE(a.actual_travel_rate_cents, a.travel_day_rate_cents) AS actual_travel_rate,
a.adjustment_amount_cents,
a.adjustment_reason,
-- Calculate totals
(a.work_day_rate_cents * pf.work_days +
a.travel_day_rate_cents * pf.travel_days) AS planned_total,
(COALESCE(a.actual_work_rate_cents, a.work_day_rate_cents) * COALESCE(a.actual_work_days, pf.work_days) +
COALESCE(a.actual_travel_rate_cents, a.travel_day_rate_cents) * COALESCE(a.actual_travel_days, pf.travel_days) +
a.adjustment_amount_cents) AS actual_total
FROM assignments a
JOIN profiles p ON a.profile_id = p.id
JOIN project_functions pf ON a.project_function_id = pf.id
JOIN functions_catalog f ON pf.function_id = f.id
WHERE pf.project_id = {project_id}
AND a.current_status NOT IN ('cancelled')
Store Export Record:
INSERT INTO exports (
project_id, type, filters,
file_url, file_format,
generated_by_user_id, generated_at
) VALUES (
{project_id},
'crew_list', -- or 'meal_list', 'budget_report', etc.
'{"include_photos": true, "format": "standard"}',
's3://exports/crew-list-2025-05-05.pdf',
'pdf',
{susanne_user_id},
NOW()
)
UC-08: Invite Staff to System
Goal: Susanne invites new crew members to register on the crew portal.
Actors: Susanne (Admin)
Preconditions:
- Susanne has email addresses of crew to invite
System: backend.pbs.com
UI Journey
Step 1: Navigate to Staff Directory
┌─────────────────────────────────────────────────────────────┐
│ backend.pbs.com [Susanne ▼] │
├─────────────────────────────────────────────────────────────┤
│ Staff Directory │
│ │
│ [All Staff] [Pending Invitations] [Pending Registrations] │
│ │
│ ═══ ALL CREW (24) ═══════════════════════════════════════ │
│ │
│ Search: [____________] 🔍 │
│ Filter: [All Functions ▼] [All Locations ▼] │
│ │
│ [+ Invite New Crew] │
│ │
│ ┌──────────────────────────────────────────────────────┐ │
│ │ 📷 Lisa Berg 🟢 Available │ │
│ │ EVS Operator (Senior) • Stockholm │ │
│ │ [View Profile] [Send Offer] │ │
│ └──────────────────────────────────────────────────────┘ │
│ │
│ [... more staff members ...] │
│ │
└─────────────────────────────────────────────────────────────┘
Step 2: Click "+ Invite New Crew" → Invitation Form
┌─────────────────────────────────────────────────────────────┐
│ Invite New Crew Members [✕ Close] │
├─────────────────────────────────────────────────────────────┤
│ │
│ Send invitations to crew members to join your portal │
│ │
│ ───────────────────────────────────────────────────────── │
│ │
│ EMAIL ADDRESSES (one per line): │
│ │
│ ┌────────────────────────────────────────────────────────┐ │
│ │ anders@example.com │ │
│ │ maria@example.com │ │
│ │ erik@example.com │ │
│ │ │ │
│ └────────────────────────────────────────────────────────┘ │
│ │
│ ───────────────────────────────────────────────────────── │
│ │
│ INVITATION SETTINGS │
│ │
│ ☐ Auto-approve registrations │
│ (skip manual review, create profile immediately) │
│ │
│ Invitation expires in: [14 days ▼] │
│ │
│ ───────────────────────────────────────────────────────── │
│ │
│ [Send 3 Invitations] [Cancel] │
│ │
└─────────────────────────────────────────────────────────────┘
Step 3: Click "Send 3 Invitations" → Confirmation
┌─────────────────────────────────────────────────────────────┐
│ ✓ Invitations sent! │
│ │
│ 3 invitation emails have been sent: │
│ • anders@example.com │
│ • maria@example.com │
│ • erik@example.com │
│ │
│ They'll receive an email with a registration link. │
│ │
│ Track invitations in: [Pending Invitations] │
│ │
│ [Close] │
│ │
└─────────────────────────────────────────────────────────────┘
Step 4: View Pending Invitations
┌─────────────────────────────────────────────────────────────┐
│ Staff Directory - Pending Invitations │
├─────────────────────────────────────────────────────────────┤
│ │
│ [All Staff] [Pending Invitations] [Pending Registrations] │
│ │
│ ═══ PENDING INVITATIONS (3) ═════════════════════════════ │
│ │
│ ┌──────────────────────────────────────────────────────┐ │
│ │ anders@example.com │ │
│ │ Sent: May 5, 2025 10:00 │ │
│ │ Status: Pending (not opened yet) │ │
│ │ Expires: May 19, 2025 │ │
│ │ │ │
│ │ [Resend Email] [Cancel Invitation] │ │
│ └──────────────────────────────────────────────────────┘ │
│ │
│ ┌──────────────────────────────────────────────────────┐ │
│ │ maria@example.com │ │
│ │ Sent: May 5, 2025 10:00 │ │
│ │ Status: Opened (May 5, 11:30) │ │
│ │ Registration: In progress │ │
│ │ │ │
│ │ [View Status] │ │
│ └──────────────────────────────────────────────────────┘ │
│ │
│ ┌──────────────────────────────────────────────────────┐ │
│ │ erik@example.com │ │
│ │ Sent: May 5, 2025 10:00 │ │
│ │ Status: Completed! │ │
│ │ Registration submitted: May 5, 14:00 │ │
│ │ │ │
│ │ [Review Registration →] │ │
│ └──────────────────────────────────────────────────────┘ │
│ │
└─────────────────────────────────────────────────────────────┘
System Actions
Create Invitations:
-- For each email address
INSERT INTO staff_invitations (
company_id, email, token,
auto_approve, status,
sent_at, expires_at,
invited_by_user_id
) VALUES (
{company_id},
'anders@example.com',
uuid_generate_v4(), -- Unique token for URL
false, -- Manual review required
'pending',
NOW(),
NOW() + INTERVAL '14 days',
{susanne_user_id}
)
Send Invitation Email (external service):
To: anders@example.com
Subject: Invitation to join NCP crew portal
Hi,
Susanne from NCP has invited you to join their crew portal on PBS.
[Complete Registration]
(Link: crew.pbs.com/register/{token})
This link expires in 14 days.
Track Invitation Status:
-- When recipient clicks link
UPDATE staff_invitations
SET status = 'opened',
opened_at = NOW()
WHERE token = {token_from_url}
-- When registration submitted
UPDATE staff_invitations
SET status = 'completed',
completed_at = NOW()
WHERE token = {token_from_url}
UC-09: Review Staff Registrations
Goal: Susanne reviews completed registrations and approves/rejects them.
Actors: Susanne (Admin)
Preconditions:
- Staff have completed registration forms (UC-11)
- Submissions awaiting review
System: backend.pbs.com
UI Journey
Step 1: Navigate to Pending Registrations
┌─────────────────────────────────────────────────────────────┐
│ Staff Directory - Pending Registrations │
├─────────────────────────────────────────────────────────────┤
│ │
│ [All Staff] [Pending Invitations] [Pending Registrations] │
│ │
│ ═══ PENDING REGISTRATIONS (2) ═══════════════════════════ │
│ │
│ ┌──────────────────────────────────────────────────────┐ │
│ │ 📷 Erik Johansson │ │
│ │ Sound Mixer (Senior) │ │
│ │ Gothenburg, Sweden │ │
│ │ │ │
│ │ Submitted: May 5, 2025 14:00 │ │
│ │ From invitation: erik@example.com │ │
│ │ │ │
│ │ [Review Registration] │ │
│ └──────────────────────────────────────────────────────┘ │
│ │
│ ┌──────────────────────────────────────────────────────┐ │
│ │ 📷 Maria Lindqvist │ │
│ │ Graphics Operator (Mid) │ │
│ │ Malmö, Sweden │ │
│ │ │ │
│ │ Submitted: May 4, 2025 16:30 │ │
│ │ From invitation: maria@example.com │ │
│ │ │ │
│ │ [Review Registration] │ │
│ └──────────────────────────────────────────────────────┘ │
│ │
└─────────────────────────────────────────────────────────────┘
Step 2: Click "Review Registration" for Erik → Review Screen
┌─────────────────────────────────────────────────────────────┐
│ Review Registration: Erik Johansson [✕ Close] │
├─────────────────────────────────────────────────────────────┤
│ │
│ ┌───────────┐ │
│ │ [Photo] │ Erik Johansson │
│ │ │ erik@example.com │
│ └───────────┘ +46 70 234 5678 │
│ │
│ ───────────────────────────────────────────────────────── │
│ │
│ BASIC INFORMATION │
│ • Name: Erik Johansson │
│ • Email: erik@example.com │
│ • Phone: +46 70 234 5678 │
│ • Home base: Gothenburg │
│ • Address: Kungsgatan 45, 411 15 Gothenburg │
│ │
│ IDENTITY │
│ • Personal ID: 900312-5678 │
│ • Nationality: Sweden │
│ • Passport: 87654321 │
│ │
│ EMERGENCY CONTACT │
│ • Name: Sara Johansson (Spouse) │
│ • Phone: +46 70 345 6789 │
│ │
│ ─────────────────────────────── ────────────────────────── │
│ │
│ SKILLS & EXPERIENCE │
│ • Sound Mixer (Senior) │
│ • Audio Engineer (Mid) │
│ │
│ LANGUAGES │
│ • Swedish (Native) │
│ • English (Fluent) │
│ │
│ PREFERENCES │
│ • Food: No special requirements │
│ • Clothing: Shirt L, Pants 34, Shoes 43 │
│ │
│ ───────────────────────────────────────────────────────── │
│ │
│ ✓ All required fields completed │
│ ✓ Photo uploaded │
│ │
│ ───────────────────────────────────────────────────────── │
│ │
│ ACTIONS │
│ │
│ [✓ Approve & Create Profile] │
│ [✗ Reject] │
│ [💬 Request More Info] │
│ │
└─────────────────────────────────────────────────────────────┘
Step 3: Click "Approve & Create Profile" → Confirmation
┌─────────────────────────────────────────────────────────────┐
│ ✓ Registration approved! │
│ │
│ Profile created for Erik Johansson │
│ │
│ Welcome email sent with login link. │
│ │
│ Erik can now: │
│ • Set his password │
│ • Log in to crew.pbs.com │
│ • Receive offers from you │
│ │
│ [View Erik's Profile] [Close] │
│ │
└─────────────────────────────────────────────────────────────┘
Step 4: Request More Info Scenario
If something is missing or unclear, Susanne clicks "Request More Info":
┌─────────────────────────────────────────────────────────────┐
│ Request More Information [✕ Close] │
├─────────────────────────────────────────────────────────────┤
│ │
│ What additional information do you need from Erik? │
│ │
│ ┌────────────────────────────────────────────────────────┐ │
│ │ Hi Erik, │ │
│ │ │ │
│ │ Thanks for registering! Could you please provide: │ │
│ │ │ │
│ │ • Your company/VAT number (if you have one) │ │
│ │ • References from recent projects │ │
│ │ │ │
│ │ Reply to this email with the details. │ │
│ │ │ │
│ │ Thanks, │ │
│ │ Susanne │ │
│ └────────────────────────────────────────────────────────┘ │
│ │
│ [Send Request] [Cancel] │
│ │
└─────────────────────────────────────────────────────────────┘
Step 5: Reject Scenario
If email was wrong or person not suitable:
┌─────────────────────────────────────────────────────────────┐
│ Reject Registration [✕ Close] │
├─────────────────────────────────────────────────────────────┤
│ │
│ Are you sure you want to reject this registration? │
│ │
│ Reason (internal note, not sent to applicant): │
│ ┌────────────────────────────────────────────────────────┐ │
│ │ Wrong email - invited erik@company.com but registered │ │
│ │ with personal email erik@gmail.com │ │
│ └────────────────────────────────────────────────────────┘ │
│ │
│ [Confirm Rejection] [Cancel] │
│ │
└─────────────────────────────────────────────────────────────┘
System Actions
Approve Registration:
-- See UC-12 for complete profile creation SQL
-- Update submission
UPDATE profile_submissions
SET status = 'approved',
approved_profile_id = {new_profile_id},
reviewed_by_user_id = {susanne_user_id},
reviewed_at = NOW()
WHERE id = {submission_id}
-- Update invitation
UPDATE staff_invitations
SET approved_profile_id = {new_profile_id}
WHERE profile_submission_id = {submission_id}
Request More Info:
UPDATE profile_submissions
SET status = 'more_info_requested'
WHERE id = {submission_id}
-- Send email to applicant with Susanne's message
Reject Registration:
UPDATE profile_submissions
SET status = 'rejected',
rejection_reason = 'Wrong email - invited erik@company.com...',
reviewed_by_user_id = {susanne_user_id},
reviewed_at = NOW()
WHERE id = {submission_id}
UC-10: Handle Scheduling Conflicts
Goal: Susanne identifies and resolves scheduling conflicts when staff are double-booked or offers overlap.
Actors: Susanne (Admin)
Preconditions:
- Multiple projects with overlapping dates
- Attempting to send offer or book directly
System: backend.pbs.com
UI Journey
Scenario A: Conflict Warning When Sending Offer
(Already shown in UC-04, repeated here for completeness)
Susanne tries to send offer to Lisa for May 10-15, but Lisa has assignment May 12-14.
┌─────────────────────────────────────────────────────────────┐
│ Create Offer for Lisa Berg [✕ Close] │
├─────────────────────────────────────────────────────────────┤
│ │
│ ⚠️ Conflict Warning │
│ Lisa has an existing assignment May 12-14 (Football Match). │
│ Continue anyway? [Yes, send offer] [Cancel] │
│ │
└─────────────────────────────────────────────────────────────┘
Scenario B: View All Conflicts for a Person
Susanne clicks on Lisa's profile to see her schedule:
┌─────────────────────────────────────────────────────────────┐
│ Lisa Berg - Schedule & Availability │
├─────────────────────────────────────────────────────────────┤
│ │
│ ═══ MAY 2025 CALENDAR ═══════════════════════════════════ │
│ │
│ Mon Tue Wed Thu Fri Sat Sun │
│ 1 2 3 4 5 │
│ 6 7 8 9 [10] [11] [12] │
│ [13] [14] [15] 16 17 18 19 │
│ 20 21 22 23 24 25 26 │
│ 27 28 29 30 31 │
│ │
│ Legend: │
│ [XX] Confirmed assignment │
│ (XX) Pending offer │
│ │
│ ───────────────────────────────────────────────────────── │
│ │
│ CONFIRMED ASSIGNMENTS (2) │
│ │
│ • Football Match - May 12-14 (EVS Operator) │
│ Status: Confirmed │
│ │
│ • Champions League Final - May 10-15 (EVS Operator) │
│ Status: Confirmed │
│ ⚠️ OVERLAPS with Football Match │
│ │
│ ───────────────────────────────────────────────────────── │
│ │
│ PENDING OFFERS (1) │
│ │
│ • Ice Hockey Finals - May 8-10 (EVS Operator) │
│ Status: Awaiting Lisa's response │
│ ⚠️ OVERLAPS with Champions League (if accepted) │
│ │
│ ───────────────────────────────────────────────────────── │
│ │
│ ACTIONS │
│ │
│ [Resolve Conflicts] [Contact Lisa] [View Projects] │
│ │
└─────────────────────────────────────────────────────────────┘
Scenario C: Conflict Resolution Options
Susanne clicks "Resolve Conflicts":
┌─────────────────────────────────────────────────────────────┐
│ Resolve Scheduling Conflicts [✕ Close] │
├─────────────────────────────────────────────────────────────┤
│ │
│ Lisa Berg has overlapping assignments: │
│ │
│ CONFLICT 1: │
│ • Champions League Final: May 10-15 │
│ • Football Match: May 12-14 │
│ • Overlap: May 12-14 (3 days) │
│ │
│ Resolution options: │
│ ○ Contact Lisa to choose one project │
│ ○ Cancel Football Match assignment │
│ ○ Cancel Champions League assignment │
│ ○ Leave as-is (Lisa will handle it) │
│ │
│ ───────────────────────────────────────────────────────── │
│ │
│ [Send Message to Lisa] [Cancel Assignment] [Mark Resolved] │
│ │
└─────────────────────────────────────────────────────────────┘
System Actions
Conflict Detection Query (run when sending offer or viewing schedule):
SELECT
a1.*,
p1.name AS project1_name,
a2.*,
p2.name AS project2_name,
-- Calculate overlap
GREATEST(a1.start_date, a2.start_date) AS overlap_start,
LEAST(a1.end_date, a2.end_date) AS overlap_end,
(LEAST(a1.end_date, a2.end_date) - GREATEST(a1.start_date, a2.start_date) + 1) AS overlap_days
FROM assignments a1
JOIN project_functions pf1 ON a1.project_function_id = pf1.id
JOIN projects p1 ON pf1.project_id = p1.id,
assignments a2
JOIN project_functions pf2 ON a2.project_function_id = pf2.id
JOIN projects p2 ON pf2.project_id = p2.id
WHERE a1.profile_id = {lisa_profile_id}
AND a2.profile_id = {lisa_profile_id}
AND a1.id != a2.id
AND (a1.start_date, a1.end_date) OVERLAPS (a2.start_date, a2.end_date)
AND a1.current_status NOT IN ('cancelled')
AND a2.current_status NOT IN ('cancelled')
ORDER BY a1.start_date
Include Pending Offers in Conflict Check:
-- Check both confirmed assignments AND pending offers
SELECT * FROM assignment_offers
WHERE profile_id = {lisa_profile_id}
AND status IN ('pending', 'accepted', 'negotiating')
AND EXISTS (
SELECT 1 FROM project_functions pf
JOIN projects p ON pf.project_id = p.id
WHERE pf.id = assignment_offers.project_function_id
AND (p.start_date, p.end_date) OVERLAPS ({new_offer_start}, {new_offer_end})
)
Summary: Operations & Reports
UC-07: Generate Reports
├─→ Crew List: Names, roles, contact info, photos
├─→ Meal List: Food preferences for catering
├─→ Clothing Sizes: For uniform ordering
├─→ Hotel Bookings: All reservations
└─→ Budget Report: Planned vs actual costs (post-completion)
UC-08: Invite Staff
├─→ Enter email addresses
├─→ Set auto-approve or manual review
└─→ System sends invitation emails with registration links
UC-09: Review Registrations
├─→ View pending submissions
├─→ Review all details (profile, photo, skills)
├─→ Approve → Create profile + send welcome email
├─→ Request More Info → Ask for clarification
└─→ Reject → Mark rejected (for wrong email cases)
UC-10: Handle Conflicts
├─→ Soft warnings when sending offers
├─→ View crew schedule with conflict highlights
└─→ Resolution options: Contact crew, cancel assignment, or leave as-is
Key MVP Features Demonstrated
- Fixed report templates: No customization for MVP, keeps it simple
- Company-wide report access: All admins can generate/view reports
- Invite-only registration: No public forms, controlled onboarding
- Manual review by default: Susanne controls who gets approved
- Soft conflict detection: Warnings, not hard blocks
- Budget tracking foundation: Tracks planned vs actual for future invoicing
Related Documents
- 00-personas.md - Susanne persona
- 02-admin-staffing.md - UC-06 (project completion & finalization)
- 04-staff-workflows.md - UC-11, UC-12 (staff registration from crew side)
- Database Schema - Complete schema documentation
- /reference/qa-answers - All MVP decisions
Database Tables Used
exports- Generated reportsstaff_invitations- Invitation trackingprofile_submissions- Registration dataprofiles- Staff directoryusers- Account creationassignments- For conflict detection, budget reportsprojects- Project data, financial finalizationtravel_bookings- For travel reportshotel_bookings- For hotel reports