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Project Tasks
497 planning tasksGenerate system requirement document
Retry Requirements
Retry Requirements
Retry Requirements
Generate system requirement document
Generate personas & user flows
Generate personas & user flows
Create flow for Pearlstay Staff / Business Decision Owner
Create flow for Prospective Guest (Rental Enquirer)
Create flow for Existing Tenant / Guest in Stay
Create flow for Cleaner / Tradesperson
Create flow for Accounting / Rent Collection Staff
Create flow for Property Acquisition Staff
Generate personas & user flows
Create flow for Pearlstay Staff / Business Decision Owner
Create flow for Prospective Guest (Rental Enquirer)
Create flow for Existing Tenant / Guest in Stay
Create flow for Cleaner / Tradesperson
Create flow for Accounting / Rent Collection Staff
Create flow for Property Acquisition Staff
Design first page
Landing
Design first page
Landing
Fix Landing review findings: Access Paths guest-row action overflows the desktop… (+1 more)
Landing / Header
Landing / Hero
Landing / System Diagram
Landing / Authoritative Sources
Landing / Sending Modes
Landing / Workflow Gates
Landing / Access Paths
Landing / Footer
Fix Landing: Access Paths guest-row action overflows the desktop viewport and its label is…
Fix Landing: The shared header exposes an unsupported account-creation destination, , which is absent…
App Header
App Footer
Landing
Fix Landing review findings: The authoritative-sources table collapses into unusably… (+1 more)
Landing / Header
Landing / Hero
Landing / System Diagram
Landing / Authoritative Sources
Landing / Sending Modes
Landing / Workflow Gates
Landing / Access Paths
Landing / Footer
Fix Landing: The authoritative-sources table collapses into unusably narrow columns on desktop and…
Fix Landing: The authoritative-sources table is visibly broken in the rendered page: its content…
Landing
Fix Landing review findings: Desktop hero wordmark is broken into narrow mid-word… (+1 more)
Landing / Header
Landing / Hero
Landing / System Diagram
Landing / Authoritative Sources
Landing / Sending Modes
Landing / Workflow Gates
Landing / Access Paths
Landing / Footer
Fix Landing: Desktop hero wordmark is broken into narrow mid-word fragments. The generated source…
Fix Landing: The primary landing headline is visibly broken into narrow letter fragments in the…
Landing
Fix Landing review findings: Q1 as reviewed now: The tablet system diagram compresses… (+2 more)
Landing / Header
Landing / Hero
Landing / System Diagram
Landing / Authoritative Sources
Landing / Sending Modes
Landing / Workflow Gates
Landing / Access Paths
Landing / Footer
Fix Landing: The desktop system diagram is unusably compressed and causes horizontal page overflow.…
Fix Landing: The workflow index clips its third label at mobile width. See selector for the numbered…
Fix Landing: The rendered processing diagram is visibly broken: its six gate columns collapse into…
Login
Fix Login review finding: Q4 as reviewed now…
Fix Login review findings: The poster headline is broken mid-word at desktop (+3 more)
Fix Login: The primary submit action is dead in the delivered page — is rendered by with no prop…
Login / Header
Login / Credential Panel
Login / Access Poster
Login / Footer Slot
Fix Login: The poster headline is broken mid-word at desktop. See , and desktop grid.
Fix Login: Local destination '/signup' is not in the accepted page route catalog; point it to an…
Fix Login: The "Create a new account" link points, which is not in the accepted route catalog…
Landing
Sign Up
Receipts
Fix Receipts review findings: Q1 as reviewed now: Mobile horizontal overflow clips the… (+2 more)
Fix Receipts review findings: Q2 as reviewed now: The receipt queue still has severely… (+2 more)
Fix Receipts review findings: Mobile navbar causes horizontal page overflow and clips… (+4 more)
Fix Receipts: Mobile navbar causes horizontal page overflow and clips the Paused control ; , , ).
Fix Receipts: The receipt queue table header declares 8 columns (severity gutter + 7 labelled columns)…
Fix Receipts: The failed-intake reconciliation path is unreachable — only renders the button when an…
Receipts / Navigation
Receipts / Header
Receipts / Intake
Receipts / Footer
Fix Receipts: Receipt queue renders the image data URI as a filename, producing an oversized row and…
Fix Receipts: The queue's error state renders a Retry control wired to a non-existent handler — where…
Navigation
Rent Collection
Fix Rent Collection review findings: Q3 as reviewed now… (+1 more)
Fix Rent Collection review findings: Reconciliation tables are clipped horizontally on tablet… (+3 more)
Fix Rent Collection review findings: Q1 as reviewed now: Mobile arrears table content remains… (+1 more)
Fix Rent Collection review findings: Q1 as reviewed now: On mobile screen 3, the navbar’s… (+2 more)
Fix Rent Collection review findings: Q1 as reviewed now: Mobile horizontal overflow remains in… (+2 more)
Fix Rent Collection review findings: Mobile horizontal overflow clips navigation and… (+3 more)
Fix Rent Collection: Mobile horizontal overflow clips navigation and arrears-table content. Relevant…
Fix Rent Collection: The and primary actions are dead in the rendered page — the component is mounted by as…
Fix Rent Collection: The section's primary actions are dead in the delivered page. and only ever report /…
Fix Rent Collection: The collection is read but never written. The section imports () yet never calls , so…
Rent Collection / Navigation
Rent Collection / Header
Rent Collection / Obligations
Rent Collection / Reconciliation
Rent Collection / Arrears
Rent Collection / Tenant Reminder
Rent Collection / Footer
Fix Rent Collection: Reconciliation tables overflow their mobile section, leaving columns inaccessible in the…
Fix Rent Collection: The reminder composer's token inserts , but the records in the schema/seed () have no…
Fix Rent Collection: Reconciliation tables are clipped horizontally on tablet and mobile, hiding rightmost…
Fix Rent Collection: The token button dereferences in its () while only the attribute guards it; the button…
Accept Rent Collection as it is
Rent Collection
Fix Rent Collection review findings: frontend/src/components/Rent Collection Arrears.jsx: the… (+1 more)
Rent Collection / Navigation
Rent Collection / Header
Rent Collection / Obligations
Rent Collection / Reconciliation
Rent Collection / Arrears
Rent Collection / Tenant Reminder
Rent Collection / Footer
Fix Rent Collection: The section's primary actions are dead in the rendered page — is mounted by as with no…
Fix Rent Collection: The arrears case list is rendered as a table of per-cell elements () with on every cell…
Design remaining pages
Dashboard
Inbox
Search
Waiting List
Contracts
Tenancies
Viewings
Guest Support
Approvals
Exceptions
Receipts
Rent Collection
Cleaning
Call Routing
Acquisition
New-Build Projects
Eligibility
Enquiries
Integrations
Login
Sign Up
Design remaining pages
Login
Sign Up
Dashboard
Receipts
Exceptions
Rent Collection
Cleaning
Approvals
Viewings
Tenancies
Guest Support
Call Routing
Contracts
Eligibility
Integrations
Inbox
Search
Waiting List
Enquiries
Acquisition
New-Build Projects
Login
Sign Up
Dashboard
Receipts
Exceptions
Rent Collection
Cleaning
Approvals
Viewings
Tenancies
Guest Support
Call Routing
Contracts
Eligibility
Integrations
Inbox
Search
Waiting List
Enquiries
Acquisition
New-Build Projects
Login
Sign Up
Dashboard
Receipts
Exceptions
Rent Collection
Cleaning
Approvals
Viewings
Tenancies
Guest Support
Call Routing
Contracts
Eligibility
Integrations
Inbox
Search
Waiting List
Enquiries
Acquisition
New-Build Projects
Login
Sign Up
Dashboard
Receipts
Exceptions
Rent Collection
Cleaning
Approvals
Viewings
Tenancies
Guest Support
Call Routing
Contracts
Eligibility
Integrations
Inbox
Search
Waiting List
Enquiries
Acquisition
New-Build Projects
Design remaining pages
Sign Up
Fix Sign Up review findings: Q1 as reviewed now… (+1 more)
Fix Sign Up review findings: Q1 as reviewed now… (+2 more)
Fix Sign Up review findings: frontend/src/components/Sign Up Access Panel.jsx: the sign-up… (+2 more)
Fix Sign Up: The sign-up form never persists anything through the shared data boundary — it imports…
Fix Sign Up: The account-creation form collects and and the result panel echoes /, but no create call…
Sign Up / App Header
Sign Up / Access Panel
Sign Up / Account Scope
Sign Up / Footer Binding
Fix Sign Up: The success/result state asserts a validation outcome the page cannot support — together…
Login
Receipts
Rent Collection
Exceptions
Dashboard
Cleaning
Viewings
Guest Support
Tenancies
Approvals
Contracts
Eligibility
Integrations
Acquisition
New-Build Projects
Inbox
Search
Waiting List
Call Routing
Enquiries
Rent Collection
Exceptions
Dashboard
Cleaning
Viewings
Guest Support
Tenancies
Approvals
Contracts
Eligibility
Integrations
Acquisition
New-Build Projects
Inbox
Search
Waiting List
Call Routing
Enquiries
Exceptions
Fix Exceptions review finding: frontend/src/components/Exceptions Queue.jsx: the status…
Exceptions / Header
Exceptions / Queue
Exceptions / Source Line
Exceptions / Footer
Fix Exceptions: The status badge class is built as a literal string instead of a template literal —…
Dashboard
Fix Dashboard review findings: The tablet exceptions table is unusably compressed: reason… (+1 more)
Dashboard / Header
Dashboard / Financial Summary
Dashboard / Operational Metrics
Dashboard / Occupancy Arrears
Dashboard / Source Line
Dashboard / Footer
Fix Dashboard: The tablet exceptions table is unusably compressed: reason and severity text wrap…
Fix Dashboard: The tablet occupancy summary cells collide and their labels are difficult to…
Cleaning
Cleaning / Header
Cleaning / Task Workspace
Cleaning / Source Line
Cleaning / Footer
Viewings
Fix Viewings review finding: Request list columns collapse and make the requested…
Viewings / App Header
Viewings / Coordination Reference
Viewings / Request Workspace
Viewings / Cleaner Coordination
Viewings / Source Line
Viewings / App Footer
Fix Viewings: Request list columns collapse and make the requested date/time values unreadable. See…
Guest Support
Fix Guest Support review findings: Case table is unreadable beside the detail panel at… (+1 more)
Guest Support / Header
Guest Support / Case Workspace
Guest Support / Arrival Checkout
Guest Support / Source Line
Guest Support / Footer
Fix Guest Support: Case table is unreadable beside the detail panel at desktop and tablet; see…
Fix Guest Support: Mobile table captions collapse into narrow vertical text stacks; see selectors…
Tenancies
Fix Tenancies review finding: Tablet page has horizontal overflow that cuts off table…
Tenancies / App Header
Tenancies / Workspace
Tenancies / Rules Reference
Tenancies / Source Line
Tenancies / App Footer
Fix Tenancies: Tablet page has horizontal overflow that cuts off table content. In , the side-by-side…
Approvals
Fix Approvals review finding: Tablet exception queue overflows horizontally and makes…
Fix Approvals: Tablet exception queue overflows horizontally and makes the reason text effectively…
Approvals / Header
Approvals / Queue
Approvals / Review Workspace
Approvals / Policy Reference
Approvals / Source Line
Approvals / Footer
Contracts
Fix Contracts review finding: Tablet register columns overlap and make several contract…
Fix Contracts: Tablet register columns overlap and make several contract fields unreadable. The issue…
Contracts / Header
Contracts / Open Processes
Contracts / Signing Workspace
Contracts / Policy Reference
Contracts / Source Line
Contracts / Footer
Eligibility
Fix Eligibility: Horizontal overflow in the desktop rule table; Eligibility Rule Reference.css labels…
Eligibility / Header
Eligibility / Rule Reference
Eligibility / Decision Workspace
Eligibility / Source Line
Eligibility / Footer
Integrations
Integrations / Header
Integrations / Capability Matrix
Integrations / Proof Gates
Integrations / Provider Adapters
Integrations / Source Line
Integrations / Footer
Acquisition
Acquisition / Header
Acquisition / Listing Review
Acquisition / Exclusion Rules
Acquisition / Pipeline Board
Acquisition / Source Line
Acquisition / Footer
New-Build Projects
Inbox
Search
Waiting List
Call Routing
Enquiries
Exceptions
Exceptions / Header
Exceptions / Queue
Exceptions / Source Line
Exceptions / Footer
Dashboard
Fix Dashboard review findings: Operational metrics table is wider than the tablet… (+2 more)
Dashboard / Header
Dashboard / Financial Summary
Dashboard / Operational Metrics
Dashboard / Occupancy Arrears
Dashboard / Source Line
Dashboard / Footer
Fix Dashboard: Operational metrics table is wider than the tablet viewport, hiding its rightmost…
Fix Dashboard: The occupancy strip fabricates occupancy figures from a hardcoded unit list rather than…
Fix Dashboard: The arrears panel renders a second, redundant status chip inside the Unit cell () while…
Cleaning
Fix Cleaning review finding: Status Update controls are broken into cramped, fragmented…
Cleaning / Header
Cleaning / Task Workspace
Cleaning / Source Line
Cleaning / Footer
Fix Cleaning: Status Update controls are broken into cramped, fragmented labels at tablet width.…
Viewings
Fix Viewings review finding: Availability-window values overflow the mobile viewport in…
Viewings / App Header
Viewings / Coordination Reference
Viewings / Request Workspace
Viewings / Cleaner Coordination
Viewings / Source Line
Viewings / App Footer
Fix Viewings: Availability-window values overflow the mobile viewport in the coordination reference…
Guest Support
Guest Support / Header
Guest Support / Case Workspace
Guest Support / Arrival Checkout
Guest Support / Source Line
Guest Support / Footer
Tenancies
Fix Tenancies review finding: Tenancy records table columns overlap on desktop and are…
Fix Tenancies review finding: Tablet tenancy table columns collapse and overlap, making…
Tenancies / App Header
Tenancies / Workspace
Tenancies / Rules Reference
Tenancies / Source Line
Tenancies / App Footer
Fix Tenancies: Tablet tenancy table columns collapse and overlap, making record fields unreadable.…
Fix Tenancies: Tenancy records table columns overlap on desktop and are obscured at the tablet table…
Approvals
Fix Approvals review finding: Q1 as reviewed now: Tablet queue table remains unusably…
Fix Approvals review finding: Tablet queue table is unusably narrow and causes severe…
Approvals / Header
Approvals / Queue
Approvals / Review Workspace
Approvals / Policy Reference
Approvals / Source Line
Approvals / Footer
Fix Approvals: Tablet queue table is unusably narrow and causes severe horizontal overflow; implicated…
Contracts
Contracts / Header
Contracts / Open Processes
Contracts / Signing Workspace
Contracts / Policy Reference
Contracts / Source Line
Contracts / Footer
Eligibility
Eligibility / Header
Eligibility / Rule Reference
Eligibility / Decision Workspace
Eligibility / Source Line
Eligibility / Footer
Integrations
Fix Integrations review finding: Capability-matrix status badges overlap adjacent fallback…
Integrations / Header
Integrations / Capability Matrix
Integrations / Proof Gates
Integrations / Provider Adapters
Integrations / Source Line
Integrations / Footer
Fix Integrations: Capability-matrix status badges overlap adjacent fallback content at tablet width; see…
Inbox
Fix Inbox review finding: Mobile horizontal overflow from the caveat status badge in…
Inbox / Header
Inbox / Unified Message List
Inbox / Channel Mapping
Inbox / Reply Tracking
Inbox / Source Line
Inbox / Footer
Fix Inbox: Mobile horizontal overflow from the caveat status badge in (); the page width exceeds…
Search
Fix Search review findings: Desktop content rail and matched-options table expand to… (+1 more)
Fix Search Request Form.jsx: ✗ Build failed in 214ms
Search / Header
Search / Request Form
Search / Matched Options
Search / Eligibility Rules
Search / Source Line
Search / Footer
Fix Search: Desktop content rail and matched-options table expand to nearly 3,000px, producing…
Fix Search: The mobile eligibility table’s severity gutter overlays record content, hiding the left…
Architecture
Architecture
Architecture
Architecture
Architecture
Workspace task plan
Workspace task plan
Workspace task plan
Workspace task plan
Workspace task plan
Update Landing
Update Login
Global sending mode set to Drafts-only.
Pearlstay / Corporate AIOne CRM. Traceable rules. No unchecked sends.
A WhatsApp AI for guests and prospects, and one CRM for rentals, accounting, rent collection and Beds24 channel management. Every rule is versioned, every check is recorded, and nothing is sent until its conditions are revalidated.
02 / System overview
How an inbound message is processed
Gates 01-06
An inbound WhatsApp message is authenticated, deduplicated and classified, then checked against availability, price, payment status, permissions and approvals before any reply is sent. It exits into exactly one of two coded outcomes.
- Automaticevery gate passed
- Drafts-onlyheld for staff review
- Inbound messageGuest or tenant messages the Pearlstay WhatsApp number.
- 01AuthInbound message authenticated to the connected WhatsApp sender.
- 02DedupeDeduplicated on message ID so no request is processed twice.
- 03IntentRequest intent classified and current unit context loaded.
- 04Hard checksAvailability, price, payment status, permissions and approvals.
- 05ConfidenceCalibrated score returned with the drafted reply.
- 06Pre-send recheckConditions revalidated after the calibrated threshold is met.
- AutomaticEligible · automatic sending modeEvery gate passed and the process policy permits sending without review.
- Drafts-onlyBlocked · held for staff reviewA failed gate, the process policy, or the global drafts-only override holds the reply as a draft.
Source: Contract systemSheet v2.10Validated 15 Oct 2026 14:02 Europe/Zurich
04 / Sending modes
Global sending mode and per-process modes
One global sending mode governs every outbound message on the platform. Each process then runs in its own mode underneath it. The global mode always wins: if sending is paused, no process sends, whatever its own mode says.
Global sending mode
Three cells · one active · platform-wide
Outbound guest and prospect messages are prepared as drafts for staff review. Nothing leaves the platform until a staff member approves and sends it.
Sending blocked · staff approval required
Messages are sent automatically only after every hard check passes and the configured confidence threshold is met for that process.
Sending permitted where all checks pass
External sending stops immediately and stays stopped until the mode is deliberately changed. Queued actions are held, not discarded.
Emergency stop · sending suspended
Drafts-only is the global override. It outranks a process set to automatic, and it blocks the release of access details, offers and payment confirmations until a staff member sends them.
Per-process modes
Automatic / review / disabled · set per process
Applies to the named process only. The reply is generated, all hard checks are re-run immediately before sending, and the message is released without staff involvement.
The process prepares the reply and files it for staff review. A staff member edits, approves or rejects it; only an approved draft is sent.
The process produces no outbound message at all. Its internal tasks still run and still appear in the CRM queues, but nothing is drafted for sending.
Internal accounting tasks and arrears alerts operate independently of the global sending mode. Rent obligations, allocation checks and arrears cases continue to be created and surfaced in the CRM while sending is drafts-only or paused.
Business authority is separate from sending permission. Being responsible for a decision does not authorise the system to send it; approval is bound to the exact action details and is invalidated when those details materially change.
A confidence score never grants authority. A high confidence score does not bypass availability, price, payment, permission or approval conditions, and it is not a substitute for deterministic validation.
SOURCE: Contract system · SHEET v2.10 · VALIDATED 15 Oct 2026 14:02 Europe/Zurich
05 / Workflow gates and acceptance
Every gate must pass before a code enters model context or leaves the system.
Four hard gates — identity, payment, contract and time — are enforced by deterministic services. Release criteria, staged deployment, rollback and the model-and-rule update process are stated below as rules with their verification evidence.
- BlockingCritical acceptance violation
- ReviewStaff decision required
- InformationalControl and update rule
- Identity
- Payment
- Contract
- Time
01 — Identity, payment, contract and time gates
Severity: blockingIdentity, payment, contract and time gates must pass before any access code enters model context or is sent.
- No access code enters model context before all four gates pass.
- No access code is sent before all four gates pass.
- A confidence score never grants authority to bypass a gate.
Gate orderIdentity → Payment → Contract → Time
Enforced byDeterministic services
02 — Release criteria: zero critical violations
Severity: blockingRelease requires zero observed critical violations in the agreed acceptance suite.
- Unauthorised access
- Duplicate financial postings
- Incorrect binding prices
- False arrears caused by known stale data
- Internal double commitments
ScopeThis is a release gate, not a guarantee of zero future errors. Fix and rerun failures before activating the affected process.
Acceptance suiteAgreed critical-violation suite
ThresholdZero observed critical violations
03 — Deployment stages 1-6
Severity: reviewStages 1-6 proceed in order; each stage completes before the next begins.
- Integration proof
- Master data and deterministic workflows
- Shadow mode
- Staff-reviewed operation
- Activate approved processes individually
- Monitor and expand
Stage countSix, executed in order
Stage 1Integration proof
Stage 6Monitor and expand
04 — Automatic rollback and global stop control
Severity: reviewA failure returns the affected process to staff review; a global stop halts issuing across every process.
- Affected process returns automatically to review on failure.
- The global stop control halts sending across all processes.
On failureProcess returns to review automatically
OverrideGlobal stop control
05 — Model and rule updates
Severity: informationalA change to any versioned artefact passes a representative regression suite before it reaches production.
- Prompts
- Model configuration
- Extraction schemas
- Templates
- Rules
RegressionRun the representative regression suite before changes reach production; compare results and retain a rollback version. A model upgrade or a second model is not a substitute for deterministic validation.
Versioned artefacts5 tracked items
Before releaseRepresentative regression suite
SOURCE: Contract systemSHEET v2.10VALIDATED 15 Oct 2026 14:02 Europe/Zurich
06 / Access PathsVersion 2.1015 October 2026Pages 22-36
Who gets in, and by which gate.
Six accepted personas reach Pearlstay through defined entry points. Staff authenticate before any record is reachable; guests and prospects enter through WhatsApp, where the message is authenticated and deduplicated before any answer is prepared. Each row carries its coded gutter as well as its text label.
- Blocking · gate must pass before release
- Review · verified or countersigned
- Informational · public entry
01
Accounting / Rent Collection Staff
BlockingViews the public landing page, then proceeds to authenticate as a staff account before any receipt, booking or rent record is reachable.
- EntryPublic landing page
- ConditionProceeds to authenticate
- DestinationCRM workspace
02
Cleaner / Tradesperson
ReviewViews the public entry information before reaching cleaner and tradesperson tools. No existing cleaner or tradesperson account yet, so an account is created first.
- EntryPublic entry information
- ConditionNo existing cleaner / tradesperson account
- DestinationRestricted operational access
03
Existing Tenant / Guest in Stay
BlockingMessages the Pearlstay WhatsApp number instead of using an account. The AI authenticates the sender and deduplicates the message before answering.
- EntryPearlstay WhatsApp number
- ConditionRequest relates to an existing tenancy
- RequestGeneral question, operating problem or complaint, payment question, rent status check, cleaning or maintenance need
- AlternativeTenant calls instead of messaging
04
Pearlstay Staff / Business Decision Owner
ReviewViews the public landing page before authenticating, then proceeds to authenticate. A new staff member registers before first access.
- EntryPublic landing page
- ConditionProceeds to authenticate
- ConditionNew staff member registers
05
Property Acquisition Staff
InformationalViews the public entry page carrying the system diagram and version metadata, then chooses to sign in to the CRM.
- EntryPublic entry page · system diagram and version metadata
- DecisionChoose to sign in to the CRM
06
Prospective Guest (Rental Enquirer)
InformationalLands on the public WhatsApp entry point and initiates WhatsApp or channel contact for an accommodation search.
- EntryPublic WhatsApp entry point
- ActionInitiate WhatsApp / channel contact for accommodation search
SOURCE: Contract system · SHEET v2.10 · VALIDATED 15 Oct 2026 14:02 Europe/Zurich
Global sending mode set to Drafts-only.
Pearlstay / Corporate AIOne CRM. Traceable rules. No unchecked sends.
A WhatsApp AI for guests and prospects, and one CRM for rentals, accounting, rent collection and Beds24 channel management. Every rule is versioned, every check is recorded, and nothing is sent until its conditions are revalidated.
02 / System overview
How an inbound message is processed
Gates 01-06
An inbound WhatsApp message is authenticated, deduplicated and classified, then checked against availability, price, payment status, permissions and approvals before any reply is sent. It exits into exactly one of two coded outcomes.
- Automaticevery gate passed
- Drafts-onlyheld for staff review
- Inbound messageGuest or tenant messages the Pearlstay WhatsApp number.
- 01AuthInbound message authenticated to the connected WhatsApp sender.
- 02DedupeDeduplicated on message ID so no request is processed twice.
- 03IntentRequest intent classified and current unit context loaded.
- 04Hard checksAvailability, price, payment status, permissions and approvals.
- 05ConfidenceCalibrated score returned with the drafted reply.
- 06Pre-send recheckConditions revalidated after the calibrated threshold is met.
- AutomaticEligible · automatic sending modeEvery gate passed and the process policy permits sending without review.
- Drafts-onlyBlocked · held for staff reviewA failed gate, the process policy, or the global drafts-only override holds the reply as a draft.
Source: Contract systemSheet v2.10Validated 15 Oct 2026 14:02 Europe/Zurich
04 / Sending modes
Global sending mode and per-process modes
One global sending mode governs every outbound message on the platform. Each process then runs in its own mode underneath it. The global mode always wins: if sending is paused, no process sends, whatever its own mode says.
Global sending mode
Three cells · one active · platform-wide
Outbound guest and prospect messages are prepared as drafts for staff review. Nothing leaves the platform until a staff member approves and sends it.
Sending blocked · staff approval required
Messages are sent automatically only after every hard check passes and the configured confidence threshold is met for that process.
Sending permitted where all checks pass
External sending stops immediately and stays stopped until the mode is deliberately changed. Queued actions are held, not discarded.
Emergency stop · sending suspended
Drafts-only is the global override. It outranks a process set to automatic, and it blocks the release of access details, offers and payment confirmations until a staff member sends them.
Per-process modes
Automatic / review / disabled · set per process
Applies to the named process only. The reply is generated, all hard checks are re-run immediately before sending, and the message is released without staff involvement.
The process prepares the reply and files it for staff review. A staff member edits, approves or rejects it; only an approved draft is sent.
The process produces no outbound message at all. Its internal tasks still run and still appear in the CRM queues, but nothing is drafted for sending.
Internal accounting tasks and arrears alerts operate independently of the global sending mode. Rent obligations, allocation checks and arrears cases continue to be created and surfaced in the CRM while sending is drafts-only or paused.
Business authority is separate from sending permission. Being responsible for a decision does not authorise the system to send it; approval is bound to the exact action details and is invalidated when those details materially change.
A confidence score never grants authority. A high confidence score does not bypass availability, price, payment, permission or approval conditions, and it is not a substitute for deterministic validation.
SOURCE: Contract system · SHEET v2.10 · VALIDATED 15 Oct 2026 14:02 Europe/Zurich
05 / Workflow gates and acceptance
Every gate must pass before a code enters model context or leaves the system.
Four hard gates — identity, payment, contract and time — are enforced by deterministic services. Release criteria, staged deployment, rollback and the model-and-rule update process are stated below as rules with their verification evidence.
- BlockingCritical acceptance violation
- ReviewStaff decision required
- InformationalControl and update rule
- Identity
- Payment
- Contract
- Time
01 — Identity, payment, contract and time gates
Severity: blockingIdentity, payment, contract and time gates must pass before any access code enters model context or is sent.
- No access code enters model context before all four gates pass.
- No access code is sent before all four gates pass.
- A confidence score never grants authority to bypass a gate.
Gate orderIdentity → Payment → Contract → Time
Enforced byDeterministic services
02 — Release criteria: zero critical violations
Severity: blockingRelease requires zero observed critical violations in the agreed acceptance suite.
- Unauthorised access
- Duplicate financial postings
- Incorrect binding prices
- False arrears caused by known stale data
- Internal double commitments
ScopeThis is a release gate, not a guarantee of zero future errors. Fix and rerun failures before activating the affected process.
Acceptance suiteAgreed critical-violation suite
ThresholdZero observed critical violations
03 — Deployment stages 1-6
Severity: reviewStages 1-6 proceed in order; each stage completes before the next begins.
- Integration proof
- Master data and deterministic workflows
- Shadow mode
- Staff-reviewed operation
- Activate approved processes individually
- Monitor and expand
Stage countSix, executed in order
Stage 1Integration proof
Stage 6Monitor and expand
04 — Automatic rollback and global stop control
Severity: reviewA failure returns the affected process to staff review; a global stop halts issuing across every process.
- Affected process returns automatically to review on failure.
- The global stop control halts sending across all processes.
On failureProcess returns to review automatically
OverrideGlobal stop control
05 — Model and rule updates
Severity: informationalA change to any versioned artefact passes a representative regression suite before it reaches production.
- Prompts
- Model configuration
- Extraction schemas
- Templates
- Rules
RegressionRun the representative regression suite before changes reach production; compare results and retain a rollback version. A model upgrade or a second model is not a substitute for deterministic validation.
Versioned artefacts5 tracked items
Before releaseRepresentative regression suite
SOURCE: Contract systemSHEET v2.10VALIDATED 15 Oct 2026 14:02 Europe/Zurich
06 / Access PathsVersion 2.1015 October 2026Pages 22-36
Who gets in, and by which gate.
Six accepted personas reach Pearlstay through defined entry points. Staff authenticate before any record is reachable; guests and prospects enter through WhatsApp, where the message is authenticated and deduplicated before any answer is prepared. Each row carries its coded gutter as well as its text label.
- Blocking · gate must pass before release
- Review · verified or countersigned
- Informational · public entry
01
Accounting / Rent Collection Staff
BlockingViews the public landing page, then proceeds to authenticate as a staff account before any receipt, booking or rent record is reachable.
- EntryPublic landing page
- ConditionProceeds to authenticate
- DestinationCRM workspace
02
Cleaner / Tradesperson
ReviewViews the public entry information before reaching cleaner and tradesperson tools. No existing cleaner or tradesperson account yet, so an account is created first.
- EntryPublic entry information
- ConditionNo existing cleaner / tradesperson account
- DestinationRestricted operational access
03
Existing Tenant / Guest in Stay
BlockingMessages the Pearlstay WhatsApp number instead of using an account. The AI authenticates the sender and deduplicates the message before answering.
- EntryPearlstay WhatsApp number
- ConditionRequest relates to an existing tenancy
- RequestGeneral question, operating problem or complaint, payment question, rent status check, cleaning or maintenance need
- AlternativeTenant calls instead of messaging
04
Pearlstay Staff / Business Decision Owner
ReviewViews the public landing page before authenticating, then proceeds to authenticate. A new staff member registers before first access.
- EntryPublic landing page
- ConditionProceeds to authenticate
- ConditionNew staff member registers
05
Property Acquisition Staff
InformationalViews the public entry page carrying the system diagram and version metadata, then chooses to sign in to the CRM.
- EntryPublic entry page · system diagram and version metadata
- DecisionChoose to sign in to the CRM
06
Prospective Guest (Rental Enquirer)
InformationalLands on the public WhatsApp entry point and initiates WhatsApp or channel contact for an accommodation search.
- EntryPublic WhatsApp entry point
- ActionInitiate WhatsApp / channel contact for accommodation search
SOURCE: Contract system · SHEET v2.10 · VALIDATED 15 Oct 2026 14:02 Europe/Zurich
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