Renewal Planner System Requirements Document

1. Introduction

The Renewal Planner is a micro-SaaS product designed to assist small businesses and solo professionals in managing license and certification renewals. It targets niche trades such as electricians, HVAC technicians, cosmetologists, inspectors, and contractors. The goal is to provide a centralized platform for tracking renewals, storing license data, uploading documents, and receiving automated reminders, ensuring that users never miss a renewal, expiration, or continuing-education deadline.

2. System Overview

Renewal Planner aims to replace the current fragmented methods of tracking renewals, such as spreadsheets, calendars, email reminders, and paper notes, with a unified solution. The platform will offer features like user authentication, a multi-license dashboard, document uploads, automated reminders, and AI-driven functionalities to enhance user experience and efficiency.

3. Functional Requirements as Story Points

• As a Solo Professional, I should be able to authenticate myself to access my license data securely.
• As a User, I should be able to view a multi-license dashboard to manage all my licenses in one place.
• As a User, I should be able to add, edit, and delete license records to keep my information up-to-date.
• As a User, I should be able to input fields such as license name, issuing body, license number, expiration date, renewal cost, CE hours required, and notes for comprehensive record-keeping.
• As a User, I should be able to upload documents for certificates and renewal paperwork for easy access and storage.
• As a User, I should receive automated reminders by email and in-app notifications at 90, 60, 30, 14, and 7 days before expiration to ensure timely renewals.
• As a User, I should see status labels like active, expiring soon, expired, and renewed to quickly assess the status of my licenses.
• As a User, I should be able to view a simple calendar and upcoming deadlines list to plan my renewals effectively.
• As an Admin, I should be able to manage multiple employees’ renewals through a team account for efficient oversight.
• As a User, I should have access to a basic audit log of reminder sends and renewal updates for accountability.
• As a User, I should be able to parse uploaded renewal documents to extract license numbers, expiry dates, and issuing agency using AI.
• As a User, I should be able to summarize renewal requirements from uploaded PDFs or screenshots using AI.
• As a User, I should be able to generate a personalized renewal checklist for each license using AI.
• As a User, I should receive draft reminder email text in a friendly, professional tone using AI.
• As a User, I should be notified of records that look incomplete or inconsistent using AI.

4. User Personas

• Solo Professional: Individuals managing their own licenses and renewals.
• Small Trade Business Owner: Owners managing licenses for a small team.
• Office Manager: Responsible for handling multiple worker licenses.
• Training/Admin Coordinator: Manages certifications in certification-heavy industries.

5. Core User Flows

• User logs in -> accesses multi-license dashboard -> adds/edits license -> uploads documents -> sets reminders -> receives notifications.
• Admin logs in -> accesses team account -> manages employee licenses -> views audit logs -> ensures compliance.

6. Visuals Colors and Theme

• primary: #007BFF (a professional blue for trust and reliability)
• primary_light: #66B2FF (a lighter tint for hover states)
• secondary: #6C757D (a neutral gray for supporting elements)
• accent: #28A745 (a green for CTAs and active states)
• highlight: #FFC107 (a yellow for notifications and alerts)
• bg: #F8F9FA (a light gray for background)
• surface: #FFFFFF (white for cards and panels)
• text: #212529 (dark gray for primary text)
• text_muted: #6C757D (muted gray for secondary text)
• border: #DEE2E6 (light gray for borders)

7. Signature Design Concept

Interactive License Timeline

The homepage will feature an interactive timeline where users can drag and drop license cards along a timeline to visualize upcoming renewals. Each card will flip to reveal detailed information when clicked. The timeline will animate smoothly using motion/react, providing a dynamic and engaging way to manage licenses. The timeline will be color-coded based on urgency, with expiring licenses highlighted in red.

Landing Hero Motion Brief

The landing page will feature a continuous animation of a calendar transforming into a dashboard. As the calendar pages flip, they reveal license cards that populate the dashboard. This animation will loop every 10 seconds, emphasizing the transition from traditional methods to a modern solution. The animation will be built using CSS and motion/react, ensuring accessibility and responsiveness.

8. Interaction Model & Motion Direction

• Interaction Model: Animated
• The landing page will feature moderate scroll-triggered reveals and hover transitions. The dashboard will have spring physics on interactive elements for a polished user experience.

9. Non-Functional Requirements

• The system must be mobile-friendly and responsive.
• The dashboard should load within 2 seconds.
• The system should handle up to 10,000 concurrent users.
• Data must be encrypted in transit and at rest.

10. Tech Stack

• Frontend: React for Web
• Backend: Python with FastAPI
• Database: MySQL or MariaDB
• AI Models: GPT 5.4 for user-friendly responses
• AI Tools: Litellm for LLM Routing
• Local Orchestration: Docker
• Server-side Orchestration: Kubernetes

11. Assumptions and Constraints

• Users have internet access to use the SaaS platform.
• The system will initially support English language only.
• Compliance with local data protection regulations is mandatory.

12. Glossary

• CE Hours: Continuing Education Hours required for license renewal.
• MVP: Minimum Viable Product.
• SaaS: Software as a Service.
• AI: Artificial Intelligence.
• B2B: Business to Business.