System Requirements Document (SRD)

Project Name: ED-flow

1. Introduction

The ED-flow project is an AI-powered Institute Management System SaaS product designed to streamline operations for coaching institutes. It combines a professional public-facing website for students and leads with a robust admin dashboard for internal management. The system emphasizes scalability, automation, and a premium user experience, making it a sellable solution for educational institutions.

This document outlines the system requirements, architecture, and design principles to ensure the product is production-ready and meets the needs of its users in India (IN).

2. System Overview

The ED-flow system consists of two primary components:

1. Public Website:

   • A modern, responsive platform for students and potential leads to explore courses, submit inquiries, and apply for admission.
   • Integrated AI-powered features for smart responses and lead management.

2. Admin Dashboard:

   • A comprehensive management system for institute staff to handle student records, batch/course management, attendance, fee tracking, and lead conversion.
   • Includes role-based access control and real-time notifications for admins and students.

The system leverages cutting-edge technologies, including AI automation workflows powered by n8n, to enhance efficiency and engagement.

3. Functional Requirements

Public Website Features:

• As a Student, I should be able to view course highlights, testimonials, and institute details on the home page.
• As a Lead, I should be able to submit an inquiry form with my name, phone, email, and course interest.
• As a Lead, I should receive an AI-generated smart reply via WhatsApp, SMS, or email after submitting an inquiry.
• As a Student, I should be able to fill out a multi-step admission form with my details, course selection, and documents.
• As a Visitor, I should be able to access the contact page with inquiry forms and institute contact details.

Admin Dashboard Features:

• As an Admin, I should be able to log in securely and access features based on my role (Admin/Staff).
• As an Admin, I should see an overview of total students, revenue, pending fees, attendance stats, and analytics on the dashboard.
• As an Admin, I should be able to add, edit, and delete student records and view their full profiles.
• As an Admin, I should be able to create batches, assign students and teachers, and manage courses.
• As an Admin, I should be able to mark attendance (Present/Absent/Late) and track it daily.
• As an Admin, I should be able to track payments, view payment history, and manage overdue fees.
• As an Admin, I should be able to view all leads and convert them into students.
• As an Admin, I should be able to set up AI automation workflows using n8n for tasks like WhatsApp messages, follow-ups, and email automation.

Additional Features:

• As a User, I should receive real-time notifications for attendance updates, fee reminders, and other alerts.
• As an Admin, I should be able to search, filter, and export data in CSV/PDF formats.
• As a User, I should experience a mobile-responsive interface with a clean and modern design.

4. User Personas

1. Admin:

• Description: Institute owner or senior staff responsible for managing operations.
• Responsibilities: Oversee student records, batch/course management, fee tracking, and AI workflows.

2. Staff:

• Description: Teaching or administrative staff with limited access.
• Responsibilities: Manage attendance, batch assignments, and student profiles.

3. Student:

• Description: Enrolled individual accessing institute services.
• Responsibilities: Submit admission forms, receive notifications, and interact with institute resources.

4. Lead:

• Description: Potential student exploring courses and submitting inquiries.
• Responsibilities: Submit inquiry forms and receive AI-generated responses.

5. Visuals Colors and Theme

Color Palette:

• Background: #0F172A (Deep Navy Blue)
• Surface: #1E293B (Slate Gray)
• Text: #F8FAFC (Soft White)
• Accent: #38BDF8 (Sky Blue)
• Muted Tones: #64748B (Muted Steel Blue)

Theme:

• Design Style: Glassmorphism with a modern, premium aesthetic.
• Mood: Professional, futuristic, and engaging.

6. Signature Design Concept

Concept: Interactive Galaxy Map with AI-Powered Animations

The ED-flow homepage will feature a visually striking design inspired by a galaxy map. Users will navigate through floating constellations, where each star represents a feature or section of the institute.

Key Features:

• Dynamic Glassmorphism: Stars and constellations will have frosted glass effects with glowing edges.
• Interactive Animations: Hovering over a star will expand it into a detailed section with course highlights, testimonials, or call-to-action buttons.
• AI-Powered Interactions: A central glowing orb will act as the "AI brain" of the system, responding to user input with animations and suggestions.
• Responsive Design: The layout will adapt seamlessly across devices, with micro-interactions like hover effects and smooth transitions.
• Interactive Inquiry Form: The inquiry form will appear as a shooting star animation, guiding users to fill out their details.

This design will create a memorable first impression and establish ED-flow as a cutting-edge, tech-savvy brand.

7. Non-Functional Requirements

• Scalability: The system should support multiple institutes and thousands of users.
• Performance: Ensure fast load times (<2 seconds) and smooth interactions.
• Security: Implement robust authentication and data encryption mechanisms.
• Localization: Default settings tailored for India (e.g., INR currency, IST timezone).
• Accessibility: Adhere to WCAG 2.1 standards for accessibility.

8. Tech Stack

Frontend:

• React (Vite) for web development.
• Tailwind CSS for styling.

Backend:

• Python with FastAPI for API development.

Database:

• MySQL for relational data (e.g., student records, payments).
• MongoDB for unstructured data (e.g., inquiry forms).

AI Models:

• GPT 5.4 for user-friendly responses.
• Claude 4.6 Opas for academic and coding tasks.
• Google Nano Banana for image generation.

AI Tools:

• Litellm for LLM routing.
• Langchain for workflow orchestration.

Orchestration:

• Docker and docker-compose for local development.
• Kubernetes for server-side orchestration.

9. Assumptions and Constraints

Assumptions:

• Users will have access to modern devices and browsers.
• Institutes will provide accurate data for system setup.
• AI workflows will be configured by admins using n8n.

Constraints:

• The system must comply with Indian data protection laws.
• Real-time notifications depend on third-party APIs (e.g., WhatsApp, SMS).
• Limited internet connectivity may affect performance in rural areas.

10. Glossary

• SaaS: Software as a Service.
• n8n: Workflow automation tool.
• Glassmorphism: A design style featuring frosted glass-like elements.
• IST: Indian Standard Time.
• WCAG: Web Content Accessibility Guidelines.

This concludes the updated System Requirements Document for ED-flow.