System Requirements Document for rgb

1. Introduction

The project "rgb" is a WhatsApp Lead Follow-up and Recovery SaaS targeting small businesses such as real-estate agents, tuition centres, clinics, salons, automobile dealers, and wedding vendors. The primary intent is to automate lead management through WhatsApp, addressing the common issue of businesses forgetting to follow up on enquiries. The product aims to bridge the gap between AI awareness and adoption among Indian SMEs by providing features like lead capture, automatic categorization, AI-generated replies, scheduled follow-ups, hot lead detection, and conversion tracking.

2. System Overview

The "rgb" SaaS provides a comprehensive solution for managing WhatsApp leads, focusing on automation and AI to enhance business efficiency. The system captures leads, categorizes them, generates AI-assisted replies, and schedules follow-ups. It also includes a dashboard for missed leads, WhatsApp templates, and conversion tracking. The product is designed for small businesses and agencies, with a tiered pricing model to accommodate different scales of operation.

2a. Product Interpretation and Delivery Boundary

The product is delivered as a SaaS with provider-managed surfaces and background automation. It requires integration with WhatsApp for inbound enquiry capture and outbound messaging. The system supports application-owned identity for business and agency managers, who must self-enroll and verify through login to manage lead records. The product is constrained to the specified target market and does not include adjacent capabilities beyond the stated requirements.

2b. Source Content Inventory

Not applicable as no content source directive was provided.

2c. Page Content and Component Coverage

Landing

• Information/State: Overview of the SaaS, target businesses, and core workflow.
• Primary Actions: Explore features, view pricing plans.
• Components: Hero illustration, feature highlights, pricing tiers.
• States: Loading, success.

Login

• Information/State: Access for returning managers.
• Primary Actions: Enter credentials, submit login.
• Components: Login form, password recovery.
• States: Loading, success, error.

Dashboard

• Information/State: Overview of missed leads.
• Primary Actions: View missed leads, navigate to lead recovery.
• Components: Lead summary, navigation links.
• States: Loading, success, error.

Leads

• Information/State: Captured leads, categorization, hot leads.
• Primary Actions: Capture new leads, review and categorize leads.
• Components: Lead list, categorization tools.
• States: Loading, success, error.

Conversations

• Information/State: Lead conversations, AI-assisted replies.
• Primary Actions: View conversations, send replies.
• Components: Conversation thread, reply input.
• States: Loading, success, error.

Templates

• Information/State: WhatsApp message templates.
• Primary Actions: Manage templates, apply templates to messages.
• Components: Template list, template editor.
• States: Loading, success, error.

Conversions

• Information/State: Lead conversion outcomes.
• Primary Actions: Record conversions, review outcomes.
• Components: Conversion list, outcome details.
• States: Loading, success, error.

3. Functional Requirements

1. As a Business Lead Manager, I should be able to capture leads from WhatsApp enquiries to ensure no potential customer is missed. (Provenance: explicit)
2. As a Business Lead Manager, I should be able to automatically categorize captured leads to streamline the follow-up process. (Provenance: explicit)
3. As a Business Lead Manager, I should be able to generate AI-assisted replies for leads to provide timely responses. (Provenance: explicit)
4. As a Business Lead Manager, I should be able to schedule or send follow-ups after 1 day, 3 days, and 7 days to maintain engagement with leads. (Provenance: explicit)
5. As a Business Lead Manager, I should be able to detect hot leads to prioritize follow-up efforts. (Provenance: explicit)
6. As a Business Lead Manager, I should have access to a missed-lead dashboard to identify and recover missed opportunities. (Provenance: explicit)
7. As a Business Lead Manager, I should be able to use WhatsApp message templates to ensure consistent communication. (Provenance: explicit)
8. As a Business Lead Manager, I should be able to track conversions from leads to measure the effectiveness of follow-up strategies. (Provenance: explicit)
9. As a Business Lead Manager, I should be able to self-enroll and verify through login to manage durable lead records. (Provenance: required_inference)
10. As a Business Lead Manager, I should have a WhatsApp provider connection configured for inbound enquiry capture and outbound messaging. (Provenance: required_inference)
11. As a Business Lead Manager, I should rely on background automation to execute the 1-day, 3-day, and 7-day follow-up sequence. (Provenance: required_inference)
12. As a Business Lead Manager, I should have the application backend persist leads, categories, replies, follow-up state, and conversion outcomes. (Provenance: required_inference)

4. User Personas

Business Lead Manager

• Context: A small-business operator managing WhatsApp enquiries and follow-up processes.
• Primary Goal: To efficiently manage and convert leads using AI automation.
• Responsibilities: Capturing and reviewing enquiries, categorizing leads, managing follow-ups, and tracking conversions.
• Interactions: Engages with the Leads, Conversations, and Dashboard pages to manage lead processes.
• Success: Successfully converts leads into customers through timely follow-ups and effective communication.

Agency Lead Manager

• Context: An operator managing lead pipelines for multiple businesses at an agency scale.
• Primary Goal: To oversee and optimize lead management processes across various business clients.
• Responsibilities: Managing enquiries, categorization, AI-generated replies, and conversion tracking at scale.
• Interactions: Utilizes the same pages as Business Lead Manager but with a broader scope.
• Success: Achieves high conversion rates for clients by leveraging AI automation and efficient lead management.

5. Core User Flows

5.1 Business Lead Manager - Lead Capture and Follow-up

1. Start: Business Lead Manager accesses the Leads page.
2. Action: Captures new leads from WhatsApp enquiries.
3. Result: Leads are automatically categorized.
4. Continuation: Manager reviews categorized leads and identifies hot leads.
5. Action: Schedules follow-ups for 1 day, 3 days, and 7 days.
6. Result: Follow-ups are executed automatically by the system.
7. Continuation: Manager accesses the Dashboard to review missed leads and conversion outcomes.

5.2 Agency Lead Manager - Managing Multiple Pipelines

1. Start: Agency Lead Manager logs into the system.
2. Action: Accesses the Dashboard to view overall lead status.
3. Result: Overview of missed leads and follow-up status is displayed.
4. Continuation: Manager navigates to the Leads page to manage specific client pipelines.
5. Action: Uses AI-generated replies and WhatsApp templates for consistent communication.
6. Result: Lead conversations are updated with AI-assisted replies.
7. Continuation: Manager tracks conversions on the Conversions page to evaluate client success.

6. Visuals Colors and Theme

• Muse: Haraldur Thorleifsson
• Palette:
  • Background: #FDF6E3
  • Surface: #FFE7BA
  • Text: #333333
  • Primary: #FFB300
  • Accent: #FF5733
  • Muted: #B0BEC5
• Typography:
  • Headings: Sora, Bold, large sizes, sentence case
  • Body: Outfit
  • Scale: 1.414 modular, 48/34/24/18/16
• Shape Language: Chunky rounded cards
• Layout: Color-blocked sections, ample whitespace
• Imagery: Custom illustrations, bold iconography

7. Signature Design Concept

The Landing page features a large, colorful illustration of a business owner using WhatsApp, set against a color-blocked background in cream and sunflower yellow. The oversized Sora headline spans the viewport, delivering the introductory message. Chunky, rounded-corner cards highlight features and benefits, guiding users through the product's advantages with illustration-led sections.

8. Interaction Model & Motion Direction

• Interaction Model: Animated
• Motion Tempo: Expressive
• Hero Dimensionality: Layered_2d
• Landing Hero Motion Brief: The hero features a business owner illustration engaging with a digital interface. Upon page load, the illustration animates with lively entrance animations, and hover pops add interactivity. The reduced-motion state simplifies animations for accessibility.

9. Non-Functional Requirements

• Scalability: The system must handle multiple concurrent users and a large volume of leads without performance degradation. (Provenance: required_inference)
• Reliability: Automated follow-ups and AI-generated replies must execute without failure to ensure consistent lead management. (Provenance: required_inference)
• Security: User data and lead information must be protected with industry-standard security measures. (Provenance: required_inference)

10. Tech Stack

• Frontend: React
• Backend: Python/FastAPI
• Database: PostgreSQL
• Deployment: Docker, Kubernetes (if required for scaling)
• Integration: WhatsApp API for messaging

11. Assumptions and Constraints

• The product is constrained to the specified target market and does not include adjacent capabilities beyond the stated requirements.
• The system assumes a stable internet connection for accessing WhatsApp and executing follow-ups.
• The product must comply with WhatsApp's terms of service and messaging policies.

12. Glossary

• Lead: A potential customer who has expressed interest in a business's products or services.
• AI-generated reply: An automated response generated by artificial intelligence to engage with leads.
• Hot lead: A lead identified as having a high likelihood of conversion.
• Conversion: The process of turning a lead into a paying customer.