System Requirements Document

1. Introduction

This document outlines the system requirements for PGOS, a multi-tenant SaaS platform designed to manage paying guest and hostel-style accommodation operations. The platform aims to streamline operations across the resident lifecycle, including property setup, tenant onboarding, rent management, and more, while ensuring compliance with data protection regulations.

2. System Overview

PGOS is designed as a web-first product utilizing Supabase for database, authentication, and storage, and Vercel for frontend deployment. The platform will support property owners and operators in managing their portfolios efficiently, with a focus on privacy and security, particularly concerning identity documents like Aadhaar and PAN.

3. Functional Requirements

As a Company Admin:

• I want to create and manage customer accounts to operate the SaaS platform.
• I want to manage SaaS subscriptions to support customers and audit activity.
• I want to view platform-level reports for unified customer administration.
• I want to access audit logs to ensure compliance and security.
• I want to ensure that the DPDP framework requirements for notice, consent, and rights handling are met.
• I want to manage demo organizations to facilitate testing and onboarding.
• I want to ensure that personal data collection is explained clearly to users.
• I want to manage integration steps for seamless third-party service connections.
• I want to ensure that KYC views are logged for audit purposes.
• I want to manage the MVP boundary, including properties, rooms, beds, tenants, and more.
• I want to define archival and legal-hold behavior policies for data retention.
• I want to implement internal controls for secrets to maintain data security.
• I want to manage Razorpay orders for payment processing.
• I want to ensure acceptance criteria are met for all features.
• I want to manage agreement downloads and ensure they are logged.
• I want to generate agreements for tenants and owners.

As a PG Owner:

• I want to create and manage properties, rooms, and beds to run my PG properties profitably.
• I want to add and edit tenants to maintain accurate occupancy records.
• I want to generate invoices and manage payments to ensure timely rent collection.
• I want to manage complaints and visitor logs to address tenant issues efficiently.
• I want to approve checkouts and view business reports for operational insights.
• I want to manage staff permissions to control access to sensitive information.
• I want to allocate beds to tenants efficiently.
• I want to use analytics to improve on-time rent collection and operational efficiency.

As a Manager:

• I want to operate assigned locations to execute day-to-day property operations.
• I want to manage complaints and visitors to ensure smooth operations.
• I want to view scoped reports to monitor property performance.

As a Staff Member:

• I want to handle front-desk, security, and maintenance tasks with minimal workflow screens.
• I want to manage visitor check-ins and check-outs to maintain security.
• I want to update complaints and collect on-ground data for operational clarity.

As a Tenant:

• I want to view my dues, submit proofs, and raise issues through a self-service app.
• I want to access agreements and notices to stay informed about my tenancy.
• I want to request checkouts and view deductions for a transparent exit process.

4. User Personas

• Company Admin: Operates the SaaS platform, manages subscriptions, and supports customers.
• PG Owner: Manages one or more PG properties, focusing on profitability and operational efficiency.
• Manager: Executes day-to-day operations at assigned properties.
• Staff: Handles front-desk, security, and maintenance tasks.
• Tenant: Resides in the PG, manages personal dues, and interacts with management through the app.

5. Core User Flows

Company Admin Onboarding

1. Create customer organization.
2. Set up organization record, plan, billing status, and initial owner invite.

PG Owner Onboarding

1. Accept invite.
2. Create properties and define inventory.
3. Invite managers and staff.

Manager Day-One Flow

1. Log in to see scoped dashboard.
2. Add tenants and manage complaints and visitors.

Staff Shift Flow

1. Mark entries and update complaints.
2. Collect on-ground data.

Tenant Onboarding

1. Receive credentials and confirm profile.
2. Log in, consent, verify profile basics, and view allocation and documents.

Payment Flow

1. Create due and pay via gateway or proof upload.
2. Verify payment and issue receipt.

Checkout Flow

1. Submit notice request.
2. Calculate charges/refunds and release bed.

6. Visuals Colors and Theme

• Professional blues and teals to convey trust and reliability, suitable for a property management platform.

7. Signature Design Concept

• Clean and intuitive interface focusing on ease of navigation and user-centric design.

8. Interaction Model & Motion Direction

• Smooth transitions and responsive interactions to enhance user experience.

9. Non-Functional Requirements

• Ensure compliance with India's Digital Personal Data Protection Act, 2023.
• Implement role-based access control and row-level security for data protection.
• Provide high availability and scalability to support multiple tenants.
• Ensure that secrets are securely managed and not exposed in client-side code.

10. Tech Stack

• Frontend: React.js
• Backend: Python + FastAPI
• Database: Supabase (PostgreSQL with RLS)
• Deployment: Vercel

11. Assumptions and Constraints

• The platform must comply with data protection regulations, particularly concerning Aadhaar and PAN handling.
• The system should support both single-property owners and multi-property/operator structures.
• Tenancy boundaries must be strict to prevent data leakage between owners.
• Private bucket files should be accessed through authenticated requests or time-limited signed URLs.

12. Glossary

• PGOS: Paying Guest Operations System
• KYC: Know Your Customer
• RLS: Row Level Security
• JWT: JSON Web Token
• MFA: Multi-Factor Authentication
• DPDP: Digital Personal Data Protection Act

This document serves as a comprehensive guide for the development and deployment of the PGOS platform, ensuring all functional and non-functional requirements are met while maintaining compliance with relevant regulations.