YMS trip

byKaushik VM

Keeping Google Forms is actually a good decision. It gives you a familiar registration process for parents, and you don't have to worry about maintaining another registration UI. The dashboard can simply pull data from Google Forms and become your operational control center. Since you're planning to build this, below is a proper Software Requirements Specification (SRS) that you can use for development. Yellow Mellow Squad Trip Management Dashboard Software Requirements Specification (Version 1.0) 1. Project Objective Develop a web-based dashboard that automates the management of Yellow Mellow Squad trips by integrating Google Forms, Google Sheets, WhatsApp messaging, payment tracking, and participant management. The dashboard should reduce manual work and provide a single place to monitor the entire trip. 2. Current Problems Current process: Registrations through Google Forms Manual checking of Google Sheets Manual payment verification Manual WhatsApp reminders Manual tracking of kid photos Manual counting of pickup locations Manual birthday tracking Manual customer history Manual checklists before departure 3. Goals The dashboard should Import Google Form registrations automatically Show real-time trip status Track payments Track pending documents Send automated WhatsApp reminders Maintain a customer database Provide reports Reduce manual work by 90% 4. User Roles Admin Can Create Trips Edit Trips Delete Trips Send Messages Update Payments Export Reports Parents No login required. They only interact with Google Forms and WhatsApp. 5. Dashboard Modules Module 1 - Dashboard Home Displays Total Registrations Boys Girls Available Seats Filled Seats Pending Payments Collected Amount Pending Amount Pending Photos Upcoming Birthdays Module 2 - Trip Management Admin can Create Trip Name Destination Dates Maximum Capacity Registration Open Date Registration Close Date Trip Status Upcoming Active Completed Cancelled Module 3 - Google Forms Integration Automatically sync registrations from Google Sheets. Features Manual Sync Button Auto Sync every few minutes (or Apps Script push) Duplicate detection Validation Module 4 - Registration Management Display all registrations. Columns Kid Name Parent Name Phone Gender DOB Age Pickup Point School Medical Notes Food Preference Registration Date Status Search Filter Sort Export Module 5 - Parent Management Maintain Parent Name Phone WhatsApp Email Show Number of children Previous trips Outstanding payments Module 6 - Kid Management Permanent database. Each kid has Photo DOB Age Gender Blood Group Allergies Medical Conditions Parent Emergency Contact Birthday reminders Trip history Module 7 - Payment Tracking Fields Registration Fee Amount Paid Balance Payment Mode UPI Reference Payment Date Remarks Buttons Mark Paid Mark Partial Mark Pending Reports Paid Pending Partial Module 8 - Pickup Point Management Dashboard should calculate Pickup Point Number of Kids Number of Parents Status Examples Whitefield 18 Kids Marathahalli 9 Kids Silk Board 5 Kids Module 9 - Document Tracking Track Kid Photo Medical Form Consent Form ID Card Emergency Details Status Completed Pending Module 10 - WhatsApp Automation Templates Registration Success Payment Reminder Photo Reminder Trip Reminder Packing List Reached Destination Return Journey Birthday Wishes Feedback Request Admin should be able to Edit templates Preview Schedule Send individually Send in bulk Module 11 - Attendance Travel Day Status Registered Checked In Boarded Bus Dropped Back Attendance percentage Module 12 - Reports Generate Registration Report Payment Report Pickup Report Gender Report Birthday Report Customer Report Export Excel PDF CSV Module 13 - Customer History Every kid should maintain history. Example Trip Date Destination Payment Attendance Feedback Module 14 - Photo Gallery Upload Trip Photos Videos Organize by Trip Allow downloading Module 15 - Birthday Calendar Monthly Weekly Upcoming Automatic reminders Module 16 - Expense Tracker Bus Food Accommodation Tickets Emergency Miscellaneous Total Expense Profit Module 17 - Feedback Collect Rating Comments Photos Videos Display Average Rating 6. Search Search by Kid Parent Phone Trip Pickup Payment Status Birthday 7. Notifications Dashboard notifications Pending Payment Photo Missing Birthday Today Trip Tomorrow Registration Closing Soon 8. Filters By Trip Gender Pickup Payment Birthday Month Age Status 9. Analytics Charts Registrations Monthly Growth Repeat Customers Gender Ratio Revenue Expenses Profit 10. Automation Automatic Birthday Wishes Payment Reminder Photo Reminder Trip Reminder Feedback Request Attendance Summary Pickup Summary 11. Integrations Google Forms Google Sheets WhatsApp Business API Google Drive Email 12. Security Admin Login Google Authentication Encrypted Database Audit Log Backup 13. Mobile Responsive Must work on Desktop Tablet Mobile 14. Nice-to-Have Features QR Code Check-in Digital ID Card Bus Seat Allocation Room Allocation Medicine Schedule Emergency SOS Weather Widget Map Integration Photo Face Recognition AI-generated Trip Summary 15. Technology Stack Component Technology Frontend Next.js + Tailwind CSS Backend Next.js API Routes Database Supabase (PostgreSQL) Authentication Supabase Auth (Google Login) Storage Supabase Storage Registration Source Google Forms + Google Sheets WhatsApp WhatsApp Business Cloud API Charts Recharts Hosting Vercel Version Control GitHub