System Requirements Document for keen-ok

1. Introduction

The keen-ok project is a simple clinic/salon CRM micro SaaS designed to help local businesses manage leads, appointments, follow-ups, and payment reminders efficiently. The target audience includes small business owners, particularly those operating salons or clinics, who require a user-friendly and approachable CRM solution.

2. System Overview

The keen-ok CRM is a web application that provides local businesses with tools to capture leads, track inquiries, manage appointments, automate reminders, and monitor unpaid payments. The system is designed to be simple and intuitive, catering to the specific needs of salons and clinics. The MVP version focuses on adding leads, marking follow-up dates, sending reminders, and tracking appointment status. The application offers a 7-day free trial and three pricing tiers: Starter, Pro, and Agency/team plans.

2a. Product Interpretation and Delivery Boundary

The CRM is delivered as a simple web app with custom UI, supporting background automation and external messaging through WhatsApp and email. It requires login for access to protected CRM functionalities, with identity management handled by the application. The initial delivery focuses on the MVP scope, with future enhancements planned for WhatsApp automation and payment tracking. The target market is salons and clinics, with shared workflows across these segments.

2b. Source Content Inventory

Not applicable as no content source directive was provided.

2c. Page Content and Component Coverage

Landing

• Information/State: Overview of CRM features, target audience, and workflow.
• Primary Actions: Explore features, start free trial.
• Components: Hero section with bold illustration, feature highlights, call-to-action buttons.

Login

• Information/State: Access point for new and returning users.
• Primary Actions: Login, start free trial.
• Components: Login form, trial initiation link.

Dashboard

• Information/State: Summary of leads, bookings, and revenue.
• Primary Actions: Navigate to detailed views (Leads, Appointments, etc.).
• Components: Overview cards, navigation links.

Leads

• Information/State: List of captured leads and customer details.
• Primary Actions: Add lead, view/edit lead details.
• Components: Lead list, add lead form.

Activity

• Information/State: History of calls and inquiries.
• Primary Actions: Log new activity, view activity history.
• Components: Activity log, entry form.

Follow-ups

• Information/State: Scheduled follow-up dates and details.
• Primary Actions: Schedule follow-up, update follow-up status.
• Components: Follow-up list, scheduling form.

Appointments

• Information/State: Appointment bookings and status.
• Primary Actions: Book/reschedule appointment, update status.
• Components: Appointment calendar, booking form.

Reminders

• Information/State: Configuration and status of reminders.
• Primary Actions: Configure reminder, send reminder.
• Components: Reminder settings, send reminder button.

Payments

• Information/State: Unpaid payments and reminder status.
• Primary Actions: Track payment, send payment reminder.
• Components: Payment list, reminder form.

3. Functional Requirements

1. As a Business Owner/Staff User, I should be able to add a lead to capture potential customer information. (Provenance: explicit)
2. As a Business Owner/Staff User, I should be able to mark a follow-up date to ensure timely customer engagement. (Provenance: explicit)
3. As a Business Owner/Staff User, I should be able to send reminders via WhatsApp or email to reduce missed appointments. (Provenance: explicit)
4. As a Business Owner/Staff User, I should be able to track appointment status to manage bookings effectively. (Provenance: explicit)
5. As a Business Owner/Staff User, I should be able to log and track calls and inquiries to maintain a comprehensive customer interaction history. (Provenance: explicit)
6. As a Business Owner/Staff User, I should be able to view a dashboard summarizing leads, bookings, and revenue. (Provenance: explicit)

4. User Personas

1. Business Owner/Staff User: Responsible for managing leads, appointments, follow-ups, and reminders. Engages with the CRM to improve business operations.
2. Lead/Customer: The subject of CRM records, involved in appointments, inquiries, and follow-ups.

5. Core User Flows

Business Owner/Staff User

1. Adding a Lead:

   • Navigate to the Leads page.
   • Fill out the lead capture form.
   • Submit the form to add the lead to the CRM.

2. Marking a Follow-up Date:

   • Access the Follow-ups page.
   • Select a lead and schedule a follow-up date.
   • Save the follow-up schedule.

3. Sending a Reminder:

   • Go to the Reminders page.
   • Configure the reminder settings for WhatsApp or email.
   • Send the reminder to the selected lead/customer.

4. Tracking Appointment Status:

   • Visit the Appointments page.
   • View the appointment calendar and status.
   • Update the appointment status as needed.

5. Viewing the Dashboard:

   • Log in to the CRM.
   • Access the Dashboard page.
   • Review the summary of leads, bookings, and revenue.

6. Visuals Colors and Theme

• Muse: Haraldur Thorleifsson
• Palette:
  • Background: #F5F5F5
  • Surface: #FFFFFF
  • Text: #333333
  • Primary: #FFCC00
  • Accent: #FF6F61
  • Muted: #A9A9A9
• Typography:
  • Headings: Sora — Bold, uppercase
  • Body: Outfit
  • Scale: 60/40/28/18/16
• Shape Language: Chunky rounded cards, color-blocked sections
• Layout: Generous spacing, clear hierarchy
• Motion: Lively entrance animations, hover pops, smooth transitions

7. Signature Design Concept

The public entry page features a bold color-blocked hero with oversized type on a cream background. A playful character illustration represents a clinic or salon owner, using primary and accent colors to create a vibrant and inviting first impression. The design includes oversized headlines, color-blocked sections, and chunky rounded cards for lead and appointment tracking.

8. Interaction Model & Motion Direction

• Interaction Model: Animated
• Motion Tempo: Expressive
• Hero Dimensionality: Layered_2d
• Landing Hero Motion Brief: The hero section features a playful character illustration. Upon page load, the character enters with a lively animation, drawing attention to the CRM's benefits. The motion vocabulary includes smooth transitions and hover effects, with a reduced-motion state for accessibility.

9. Non-Functional Requirements

• Performance: The application should load within 3 seconds on standard broadband connections.
• Scalability: The system should support up to 250 concurrent users without degradation.
• Security: User data must be encrypted in transit and at rest.
• Usability: The interface should be intuitive for users with basic computer skills.

10. Tech Stack

• Frontend: React
• Backend: Python/FastAPI
• Database: PostgreSQL
• Messaging: Twilio API for WhatsApp and email
• Deployment: Docker, Kubernetes (if required for scaling)

11. Assumptions and Constraints

• The CRM will initially target salons and clinics.
• The MVP will focus on lead management, follow-ups, reminders, and appointment tracking.
• The application will be a web-based solution with no mobile app in the initial release.

12. Glossary

• CRM: Customer Relationship Management
• Lead: A potential customer or client
• Follow-up: A scheduled interaction to maintain customer engagement
• Reminder: An automated message sent to reduce missed appointments
• MVP: Minimum Viable Product

This document outlines the system requirements for the keen-ok CRM, ensuring a clear understanding of the product's scope, features, and delivery.