System Requirements Document for grand-modern

1. Introduction

The "Cơm Nhà CRM" is a modern, professional, and responsive Customer Relationship Management (CRM) web application designed for a Vietnamese restaurant called "Cơm Nhà." The primary goal of this system is to improve customer information management and relationships by helping authorized restaurant staff recognize returning customers, view customer history, manage reservations, record useful customer notes, and track birthdays and anniversaries. This project is part of an ICT303 university course.

2. System Overview

The "Cơm Nhà CRM" is an internal restaurant CRM/customer management dashboard, not a generic restaurant ordering website. It is designed to be used by authorized restaurant staff, providing a professional interface for managing customer relationships and information. The system includes features such as customer management, reservation handling, visit history tracking, occasion management, reminders, analytics, and staff management. Privacy and security are prioritized, with role-based access control and privacy-conscious design.

2a. Product Interpretation and Delivery Boundary

The "Cơm Nhà CRM" is delivered as a web application with a focus on usability and a clean aesthetic inspired by Jony Ive's design language. It is accessible to authorized restaurant staff, with role-based permissions distinguishing between Managers and Staff. The application is not intended for public use, and customer information is protected from unauthorized access. The system supports both desktop and mobile devices, ensuring a responsive design.

2b. Source Content Inventory

Not applicable as there is no explicit content_source directive.

2c. Page Content and Component Coverage

Landing

• Purpose: Provide an anonymous entry point to the CRM system.
• Components: Introduction to the CRM, access to the login page.

Login

• Purpose: Authenticate authorized restaurant staff.
• Components:
  • Email field
  • Password field
  • Remember me checkbox
  • Login button
  • Branding: "Cơm Nhà Customer Relationship System"

Dashboard

• Purpose: Provide an overview of key metrics and activities.
• Components:
  • Summary cards: Total Customers, Returning Customers, Today's Reservations, Upcoming Occasions
  • Customer activity chart
  • New vs returning customers
  • Monthly customer visits
  • Recent customer activity
  • Today's reservations
  • Upcoming birthdays and anniversaries

Customers

• Purpose: Manage customer information.
• Components:
  • Search by name or phone
  • Filter and sort options
  • Add, edit, delete customer actions with confirmation
  • Customer profile view
  • Pagination
  • Customer fields: ID, Full Name, Phone, Email, Date of Birth, Birthday, Anniversary, Number of Visits, Last Visit, Favourite Dish, Dietary Preferences, Notes, Created Date, Updated Date

Customer Profile

• Purpose: Display detailed customer information.
• Components:
  • Customer name and contact information
  • Total visits, last visit, favourite dish, birthday, anniversary
  • Visit History: Date, Number of guests, Meal type, Table number, Amount spent, Notes
  • Notes section for staff

Reservations

• Purpose: Manage reservations.
• Components:
  • Calendar view
  • Daily and upcoming reservations
  • Search customer
  • Add, edit, cancel reservation actions
  • Reservation fields: Customer, Date, Time, Number of guests, Table, Occasion, Special requests, Status (Confirmed, Pending, Completed, Cancelled)

Visit History

• Purpose: Track customer visits.
• Components:
  • Visit records: Date, Customer, Guests, Meal, Table, Amount, Notes
  • Filtering by date, customer, meal type, number of guests

Occasions

• Purpose: Manage birthdays and anniversaries.
• Components:
  • Sections for upcoming birthdays, anniversaries, today's occasions, this month's occasions
  • Reminder functionality

Reminders

• Purpose: Provide notifications and reminders.
• Components:
  • Examples: Upcoming birthdays, new reservations by returning customers, inactive customers, upcoming anniversary reservations

Analytics

• Purpose: Provide customer-focused analytics.
• Components:
  • New customers over time
  • Returning customer percentage
  • Customer visit frequency
  • Average visits per customer
  • Popular occasions
  • Customer retention
  • Most frequent customers
  • Customer visit trends

Staff

• Purpose: Manage staff roles and permissions.
• Components:
  • Role-based access control for Managers and Staff
  • Manager actions: View/add/edit/delete customers, view analytics, manage staff
  • Staff actions: View/add customers, update customer notes, view reservations, visit history

Settings

• Purpose: Manage privacy and session settings.
• Components:
  • Privacy settings
  • Session controls
  • Logout functionality

3. Functional Requirements

• As a Manager, I should be able to view, add, edit, and delete customer records to manage customer information effectively. (explicit)
• As a Staff member, I should be able to view and add customer records and update customer notes to support day-to-day operations. (explicit)
• As a Manager, I should be able to view analytics and manage staff to oversee restaurant operations. (explicit)
• As a user, I should be able to log in and log out to secure access to the CRM system. (explicit)
• As a user, I should be able to manage reservations, including adding, editing, and canceling to handle customer bookings efficiently. (explicit)
• As a user, I should be able to view visit history and filter by various criteria to analyze customer visits. (explicit)
• As a user, I should be able to manage occasions and set reminders to track important customer dates. (explicit)
• As a user, I should be able to receive notifications and reminders to stay informed about customer activities. (explicit)
• As a user, I should be able to access customer-focused analytics to gain insights into customer behavior. (explicit)
• As a user, I should be able to manage privacy and session settings to ensure data security and compliance. (explicit)

4. User Personas

Manager

• Context: Oversees customer records, reservations, visits, occasions, reminders, analytics, staff, and privacy/settings workflows.
• Primary Goal: Manage customer information and staff to enhance customer relationships and service.
• Responsibilities: Add, edit, delete, and review customer information; manage staff roles and permissions; view analytics.
• Interactions: Interacts with staff to ensure smooth operations and personalized customer service.
• Success: Recognizes returning customers and provides personalized service.

Staff

• Context: Uses the CRM for fast customer search and customer-service workflows.
• Primary Goal: Support day-to-day restaurant operations by managing customer interactions.
• Responsibilities: View and add customers, update customer notes, view reservations, and visit history.
• Interactions: Collaborates with managers to maintain customer satisfaction.
• Success: Efficiently supports returning guests and updates customer information.

5. Core User Flows

5.1 Manager Login and Dashboard Access

1. Landing Page: Manager accesses the landing page.
2. Login Page: Manager enters email and password, selects "Remember me," and clicks "Login."
3. Dashboard: Manager views summary cards and customer activity charts.
4. Next Step: Manager navigates to other pages via the sidebar.

5.2 Customer Management by Manager

1. Dashboard: Manager selects "Customers" from the sidebar.
2. Customers Page: Manager searches for a customer by name or phone.
3. Customer Profile: Manager views customer details and updates information if necessary.
4. Next Step: Manager returns to the Customers page or navigates to another section.

5.3 Reservation Management by Staff

1. Dashboard: Staff selects "Reservations" from the sidebar.
2. Reservations Page: Staff views the calendar and daily reservations.
3. Add Reservation: Staff searches for a customer and adds a new reservation.
4. Next Step: Staff confirms the reservation and returns to the Reservations page.

5.4 Viewing Visit History by Staff

1. Dashboard: Staff selects "Visit History" from the sidebar.
2. Visit History Page: Staff filters visits by date and customer.
3. View Details: Staff views detailed visit records.
4. Next Step: Staff returns to the Visit History page or navigates to another section.

5.5 Analytics Review by Manager

1. Dashboard: Manager selects "Analytics" from the sidebar.
2. Analytics Page: Manager reviews customer-focused analytics charts.
3. Next Step: Manager uses insights to make informed decisions.

6. Visuals Colors and Theme

• Muse: Jony Ive
• Palette:
  • Background: #FFFFFF
  • Surface: #F4F4F4
  • Text: #333333
  • Primary: #FFA500
  • Accent: #FFD700
  • Muted: #CCCCCC
• Typography:
  • Headings: Inter Tight — Light weight, large scale contrast, tight tracking
  • Body: Work Sans
  • Scale: 1.333 modular, 56/40/28/18/16
• Shape Language: Soft continuous-curve radii, wide margins
• Layout: Single-column focus, generous whitespace
• Imagery: Studio-lit renders, macro details on plain grounds

7. Signature Design Concept

The landing page features a product-first hero with a beautifully lit product image set against a pristine white background. The design includes a 9-column headline in Inter Tight, generous whitespace around rounded cards with subtle shadows, and a prominent call-to-action in orange. Smooth hover transitions with light easing enhance interactive elements, and illustrative icons with a professional finish use the accent colors.

8. Interaction Model & Motion Direction

• Interaction Model: Animated
• Motion Tempo: Restrained
• Hero Dimensionality: Layered_2d
• Landing Hero Motion Brief: The focal subject is a beautifully lit product image. Upon user interaction, the image subtly transforms with a slow, physical easing effect, revealing additional information. The motion vocabulary includes smooth transitions and reveal-on-scroll interactions. The first frame is composed with the product image centered, and a reduced-motion state is available for accessibility.

9. Non-Functional Requirements

• Responsive Design: The application must be responsive for desktop, tablet, and mobile devices. (explicit)
• Privacy and Security: Implement role-based permissions, hide sensitive information, and ensure secure login/logout functionality. (explicit)
• Performance: Ensure fast customer search and minimal clicks for efficient use by non-technical staff. (explicit)
• Accessibility: Maintain accessible color contrast and provide a reduced-motion option. (explicit)

10. Tech Stack

• Frontend: React
• Backend: Python/FastAPI
• Database: PostgreSQL
• Containerization: Docker/docker-compose
• Deployment: Kubernetes (if required)

11. Assumptions and Constraints

• Assumption: The application will initially use local/mock data, with the structure ready for backend integration. (explicit)
• Constraint: The system is an internal CRM and must not expose customer information publicly. (explicit)
• Constraint: Role-based access control must be implemented to distinguish between Manager and Staff roles. (explicit)

12. Glossary

• CRM: Customer Relationship Management
• SaaS: Software as a Service
• UI: User Interface
• UX: User Experience
• CRUD: Create, Read, Update, Delete
• CTA: Call to Action