Apol System Requirements Document

1. Introduction

The Apol project is a Micro SaaS solution designed to address the challenges faced by schools in India regarding admission follow-ups. The system aims to provide a comprehensive CRM tool that helps schools maintain consistent communication with parents, thereby increasing admission rates. This document outlines the system requirements for Apol, ensuring a production-ready solution with modern design elements inspired by platforms like Linear, Notion, and Vercel.

2. System Overview

Apol is a School Admission Follow-up CRM targeted at private schools, preschools, and coaching institutes in India. The system will leverage AI features to enhance lead management and communication, including parent reply suggestions, lead scoring, WhatsApp automation, and admission probability assessments. The solution will be offered as a subscription service, with pricing ranging from ₹2,000 to ₹8,000 per month.

Key Features:

• Lead management
• Reminders
• WhatsApp integration
• Pipeline management
• AI enhancements

Target Audience:

• Private schools
• Preschools
• Coaching institutes

Major Competitors:

• LeadSquared
• Teachmint

3. Functional Requirements as Story Points

• As a School Administrator, I should be able to manage leads efficiently to ensure no potential admission is missed.
• As a School Administrator, I should be able to set reminders for follow-ups to maintain consistent communication with parents.
• As a School Administrator, I should be able to integrate WhatsApp for seamless communication with parents.
• As a School Administrator, I should be able to view and manage the admission pipeline to track progress.
• As a School Administrator, I should be able to use AI features for parent reply suggestions to enhance communication.
• As a School Administrator, I should be able to access lead scoring to prioritize follow-ups.
• As a School Administrator, I should be able to assess admission probability to focus efforts on high-potential leads.
• As a User, I should be able to authenticate using Google or Email for secure access.
• As a User, I should be able to subscribe to the service using Stripe for seamless billing.
• As an Admin, I should be able to manage user settings and preferences, including dark mode.
• As an Admin, I should be able to view analytics to understand system usage and performance.
• As a User, I should be able to access a responsive design that works on various devices.
• As a User, I should be able to view a beautiful landing page that clearly communicates the value of the service.
• As a User, I should be able to access a pricing page to understand the subscription options.
• As a User, I should be able to view loading states and error handling for a smooth user experience.

4. User Personas

• School Administrator: Responsible for managing admissions and ensuring consistent follow-ups with parents.
• User: General users who interact with the system for authentication and accessing features.
• Admin: Manages the overall system settings, user preferences, and analytics.

5. Core User Flows

• School Administrator logs in -> Manages leads -> Sets reminders -> Integrates WhatsApp -> Tracks admission pipeline
• User visits landing page -> Authenticates via Google/Email -> Subscribes via Stripe -> Accesses dashboard
• Admin accesses admin dashboard -> Manages user settings -> Views analytics

6. Visuals Colors and Theme

• primary: #1A73E8 (dominant brand color)
• primary_light: #E8F0FE (lighter tint for hover states)
• secondary: #34A853 (supporting color)
• accent: #EA4335 (emphasis color for CTAs)
• highlight: #FBBC05 (hover states and notifications)
• bg: #FFFFFF (page background color)
• surface: #F1F3F4 (card/panel background)
• text: #202124 (primary text/heading color)
• text_muted: #5F6368 (softer color for secondary text)
• border: #DADCE0 (subtle accessible border color)

7. Signature Design Concept

Interactive Admission Journey

The landing page will feature an interactive admission journey map. Users can click on different stages of the admission process, such as "Inquiry," "Follow-up," "Interview," and "Enrollment," to see animated transitions that illustrate the journey of a student from inquiry to enrollment. Each stage will have micro-interactions, such as hover effects and animated icons, to engage users. The design will use motion/react for smooth animations and transitions, creating a dynamic and engaging first impression.

Landing Hero Motion Brief

The hero section will depict a student's journey through the admission process. Starting with an inquiry form, the student progresses through follow-ups, interviews, and finally enrollment. Each stage will be represented by animated icons and transitions, with a continuous loop showcasing the transformation from inquiry to enrollment. The animation will be built using motion/react for a polished, interactive experience.

8. Interaction Model & Motion Direction

• Intended Interaction Model: Animated
• The landing page will feature moderate scroll-triggered reveals and hover transitions, with spring physics on interactive elements to enhance user engagement.

9. Non-Functional Requirements

• The system must support high availability and scalability to handle peak loads during admission seasons.
• The application should ensure data security and privacy, complying with relevant regulations.
• The system must provide fast response times and efficient performance.

10. Tech Stack

• Frontend: React for Web
• Backend: Python, FastAPI
• Database: MySQL or MariaDB, using Alembic for migrations
• AI Models: GPT 5.4 for user-friendly responses, Claude Sonnet 5 for academic or coding work
• AI Tools: Litellm for LLM Routing, Langchain
• Local Orchestration: Docker, docker-compose
• Server-side Orchestration: Kubernetes

11. Assumptions and Constraints

• The system will primarily target Indian schools, preschools, and coaching institutes.
• The pricing model will be subscription-based, with monthly fees ranging from ₹2,000 to ₹8,000.
• The application must be responsive and support both light and dark modes.

12. Glossary

• CRM: Customer Relationship Management
• AI: Artificial Intelligence
• MVP: Minimum Viable Product
• UI/UX: User Interface/User Experience
• API: Application Programming Interface
• RDBMS: Relational Database Management System
• LLM: Large Language Model