Kinetic-Onboarding System Requirements Document

1. Introduction

The purpose of this document is to outline the system requirements for the "kinetic-onboarding" project, an onboarding and project management tool designed for SaaS companies. This document will serve as a guide for the development and implementation of the system, ensuring that all necessary features and functionalities are included to meet user needs.

2. System Overview

The kinetic-onboarding project aims to provide a comprehensive onboarding solution for SaaS companies, facilitating seamless communication and task management between internal teams and customers. The system will include features such as shared onboarding plans, task ownership, customer-facing portals, and progress indicators, among others. The project will be developed in phases, with each phase introducing new functionalities to enhance the onboarding experience.

3. Functional Requirements as Story Points

• As a User, I should be able to view a shared onboarding plan/checklist to see all onboarding tasks in a single view.
• As a User, I should be able to assign task ownership and due dates to ensure accountability.
• As a Customer, I should be able to access a branded portal to view my onboarding progress.
• As a CSM/Onboarding Lead, I should be able to see a progress/health indicator for quick triage across accounts.
• As a User, I should be able to use reusable onboarding templates to set up new customer plans quickly.
• As a User, I should receive overdue/blocked task notifications via Slack/email.
• As a User, I should be able to import sales handoff information from CRM systems like HubSpot/Salesforce.
• As a User, I should be able to view a "full picture" outcome map to compare customer goals with actual setup.
• As a CS/Onboarding Leader, I should be able to access a portfolio-level dashboard for team-wide visibility.
• As a User, I should be able to engage in two-way commenting/collaboration within the tool.
• As a User, I should be able to apply custom branding to the customer portal.
• As a User, I should be able to offer async-first setup options for lower-complexity steps.
• As a User, I should be able to detect stall-risk based on activity signals.
• As a User, I should be able to capture reasons for customer pauses asynchronously.
• As a User, I should be able to trigger nudges based on product usage data.
• As a User, I should be able to generate AI-drafted status summaries and nudge content.
• As a User, I should be able to integrate the tool with native CS platforms like Vitally and Gainsight.

4. User Personas

• Internal Team Member: Responsible for managing onboarding tasks and ensuring customer satisfaction.
• Customer: The end-user who accesses the portal to track their onboarding progress.
• CSM/Onboarding Lead: Oversees multiple onboarding processes and ensures smooth transitions.
• Sales Team Member: Provides initial customer information and handoff to the onboarding team.

5. Core User Flows

• Internal Team Member assigns tasks -> Customer accesses portal -> Task progress is updated -> Notifications are sent for overdue tasks.
• Sales Team Member inputs CRM data -> Onboarding plan is generated -> Customer accesses portal -> Progress is monitored via dashboard.
• CSM/Onboarding Lead reviews portfolio dashboard -> Identifies stalled accounts -> Engages with customers to resolve issues.

6. Visuals Colors and Theme

• primary: #007BFF (a vibrant blue for brand identity)
• 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 active indicators)
• bg: #F8F9FA (a light gray for the page background)
• surface: #FFFFFF (a white for card/panel backgrounds)
• text: #212529 (a dark gray for primary text)
• text_muted: #6C757D (a softer gray for secondary text)
• border: #DEE2E6 (a subtle gray for borders)

7. Signature Design Concept

The homepage will feature an interactive "Onboarding Journey Map" where users can visually track the progress of their onboarding tasks. This map will be a dynamic, animated flowchart that users can click and drag to explore different stages of the onboarding process. Each task node will expand with details upon clicking, and users can see real-time updates as tasks are completed. The map will use motion/react for smooth transitions and animations, creating an engaging and interactive experience.

LANDING HERO MOTION BRIEF

The landing page will showcase a continuous animation loop illustrating the transformation of a customer's onboarding journey. The animation will start with a customer inputting their initial goals, followed by a visual representation of tasks being completed, and ending with the customer achieving their desired outcomes. This will be achieved using motion/react for seamless animations and transitions. The animation will be responsive and maintain clarity even in reduced-motion settings.

8. Interaction Model & Motion Direction

• Intended Interaction Model: Animated
• The landing page will feature moderate scroll-triggered reveals and hover transitions, with spring physics applied to interactive elements. This approach will provide a polished and engaging experience for users, enhancing the feature-rich content of the product.

9. Non-Functional Requirements

• The system must be scalable to accommodate a growing number of users and onboarding processes.
• The system must ensure data security and privacy, adhering to relevant regulations and standards.
• The system must provide high availability and reliability to support continuous user access.

10. Tech Stack

• Frontend: React for Web
• Backend: Python, FastAPI
• Database: MySQL or MariaDB, using Alembic for migrations
• Local Orchestration: Docker, docker-compose
• Server-side Orchestration: Kubernetes

11. Assumptions and Constraints

• The system will be developed in phases, with MVP features prioritized for initial release.
• The system will support API endpoints for future custom integrations.
• The system will integrate with existing CRM and CS platforms as specified.

12. Glossary

• CSM: Customer Success Manager
• CRM: Customer Relationship Management
• MVP: Minimum Viable Product
• CS: Customer Success

This document outlines the comprehensive requirements for the kinetic-onboarding project, ensuring that all necessary features and functionalities are included to meet the needs of SaaS companies and their customers.