YMS trip

Kaushik 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

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YMS Trip System Requirements Document

1. Introduction

The YMS Trip project aims to 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. This document outlines the system requirements for the YMS Trip project, ensuring a streamlined process for trip management and reducing manual work by 90%.

2. System Overview

The YMS Trip dashboard will serve as an operational control center, pulling data from Google Forms and providing a comprehensive view of trip management. It will automate various processes, including registration, payment tracking, document management, and communication through WhatsApp.

2a. Source Content Inventory

Google Forms: Used for registration.
Google Sheets: Stores registration data.
WhatsApp Business API: For automated messaging.
Supabase: Database and authentication.
Vercel: Hosting platform.

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3. Functional Requirements as Story Points

As an Admin, I should be able to create, edit, and delete trips.
As an Admin, I should be able to send messages and update payments.
As an Admin, I should be able to export reports.
As a Parent, I should be able to register through Google Forms without logging in.
As an Admin, I should be able to view total registrations, available and filled seats, and payment statuses.
As an Admin, I should be able to manage trip details such as name, destination, dates, and capacity.
As an Admin, I should be able to sync registrations from Google Sheets automatically.
As an Admin, I should be able to manage registration details, including kid and parent information.
As an Admin, I should be able to track payments and generate payment reports.
As an Admin, I should be able to manage pickup points and calculate the number of kids and parents per location.
As an Admin, I should be able to track document statuses for each participant.
As an Admin, I should be able to automate WhatsApp messages for various reminders and notifications.
As an Admin, I should be able to manage attendance on travel days.
As an Admin, I should be able to generate various reports and export them in multiple formats.
As an Admin, I should be able to maintain a history of each participant's trips.
As an Admin, I should be able to upload and organize trip photos and videos.
As an Admin, I should be able to manage a birthday calendar with automatic reminders.
As an Admin, I should be able to track expenses and calculate profit.
As an Admin, I should be able to collect and display feedback from participants.
As an Admin, I should be able to search and filter data by various criteria.
As an Admin, I should be able to view analytics and charts for registrations, growth, and revenue.
As an Admin, I should be able to automate birthday wishes, payment reminders, and other notifications.

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4. User Personas

Admin: Manages trips, communications, and data analysis.
Parent: Registers children for trips and receives notifications via WhatsApp.

5. Core User Flows

Parent registers child via Google Forms -> Data syncs to dashboard -> Admin views and manages trip details.
Admin sends automated WhatsApp reminders -> Parents receive notifications.
Admin tracks payments and documents -> Generates reports -> Exports data.

6. Visuals Colors and Theme

primary: #FFCC00 (Yellow)
primary_light: #FFE066 (Light Yellow)
secondary: #0066CC (Blue)
accent: #FF6600 (Orange)
highlight: #00CC66 (Green)
bg: #FFFFFF (White)
surface: #F2F2F2 (Light Grey)
text: #333333 (Dark Grey)
text_muted: #777777 (Grey)
border: #DDDDDD (Light Grey)

7. Signature Design Concept

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Interactive Trip Map

The homepage will feature an interactive map that displays all upcoming and current trips. Users can click on a trip location to view details such as trip status, number of participants, and available seats. The map will be animated using motion/react to provide a dynamic experience, with smooth transitions and hover effects that highlight trip details.

Landing Hero Motion Brief

The landing page will showcase a dynamic illustration of a bus journeying through various destinations. As users scroll, the bus will move along a path, stopping at different locations where trip details pop up. This animation will loop every 10 seconds, providing a continuous narrative of the trip journey. The animation will be built using CSS and motion/react, ensuring a seamless experience across devices.

8. Interaction Model & Motion Direction

Interaction Model: Animated
Motion Direction: The landing page will feature moderate scroll-triggered reveals and hover transitions, providing a polished and engaging user experience.

9. Non-Functional Requirements

The system must be secure, with encrypted databases and Google Authentication.
The dashboard must be mobile-responsive, functioning seamlessly on desktops, tablets, and mobile devices.
The system should support high availability and scalability to handle peak registration periods.

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10. Tech Stack

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

11. Assumptions and Constraints

The system will rely on Google Forms and Sheets for registration and data storage.
WhatsApp Business API will be used for communication, requiring internet connectivity.
The dashboard will be hosted on Vercel, with Supabase providing backend services.

12. Glossary

Admin: User role responsible for managing trips and dashboard operations.
Parent: User role interacting with the system through Google Forms and WhatsApp.
Dashboard: The web-based interface for managing trip operations.
Supabase: A backend service providing database and authentication solutions.
Vercel: A platform for hosting web applications.

This document provides a comprehensive overview of the YMS Trip project requirements, ensuring a clear and structured approach to development.

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