System Requirements Document for sonic-1

Introduction

The purpose of this document is to outline the system requirements for the "sonic-1" project, a comprehensive CRM platform designed to manage leads, sales, and customer interactions effectively. This document will serve as a guide for the development and implementation of the system, ensuring that all user needs and business objectives are met.

System Overview

The "sonic-1" project is a CRM platform aimed at streamlining the management of leads, sales processes, and customer interactions. It provides a centralized dashboard for tracking key metrics, managing user roles, capturing leads from various sources, and maintaining a robust sales pipeline. The system also includes features for follow-up management, customer profiling, site visit tracking, booking management, communication logging, task management, marketing analytics, reporting, notifications, and customizable settings.

Functional Requirements as Story Points

• As an Admin, I should be able to view a comprehensive dashboard showing total leads, new leads today, follow-ups today, overdue follow-ups, qualified leads, site visits scheduled, site visits completed, bookings this month, revenue this month, conversion rate, top salesperson, recent activities, upcoming tasks, sales funnel chart, and lead source chart.
• As a User, I should be able to manage roles including Admin, Director, Sales Manager, Sales Executive, Telecaller, Marketing, Accountant (view only), and Customer Support with role-based permissions and branch-wise access.
• As a Sales Executive, I should be able to capture leads from various sources such as website, Facebook, Instagram, WhatsApp, Google Ads, referral, walk-in, phone call, property portals, and manual entry.
• As a Sales Executive, I should be able to manage each lead with details including name, mobile number, WhatsApp number, email, city, occupation, budget, interested project, plot size, purpose, preferred location, lead source, assigned salesperson, priority, status, notes, and attachments.
• As a Sales Manager, I should be able to track the sales pipeline through stages like new lead, contacted, follow-up, interested, site visit scheduled, site visit completed, negotiation, booking, agreement, registration, completed, and lost stages.
• As a Telecaller, I should be able to manage follow-ups with call reminders, meeting reminders, WhatsApp reminders, SMS reminders, email reminders, daily follow-up lists, missed follow-ups, overdue alerts, and a calendar view.
• As a Customer Support agent, I should be able to maintain a customer profile storing personal details, family members, KYC, PAN, Aadhaar, address, documents, purchased plot, payment history, communication timeline, and agreements.
• As a Sales Executive, I should be able to track site visits with details such as date, time, executive, vehicle, pickup location, guests, feedback, photos, GPS check-in, and visit outcome.
• As a Sales Manager, I should be able to manage bookings with plot selection, booking amount, discount approval, payment plan, documents, agreement status, and registration date.
• As a User, I should be able to log all communications including calls, WhatsApp chats, SMS, emails, meetings, and notes in one timeline.
• As a User, I should be able to manage tasks with features like due date, priority, status, and assigned user.
• As a Marketing Manager, I should be able to track marketing analytics including lead source, cost per lead, conversion rate, campaign ROI, and best-performing campaign.
• As a User, I should be able to generate reports such as lead report, conversion report, executive performance, site visit report, booking report, lost lead report, follow-up report, revenue report, and monthly sales report.
• As a User, I should receive notifications for new lead assignments, follow-up due, site visit reminders, booking confirmations, payment receipts, and registration reminders.
• As a User, I should be able to search and filter by name, phone, project, budget, city, executive, source, status, and date.
• As an Admin, I should be able to configure settings including company details, projects, lead sources, custom fields, user roles, and notification preferences.

User Personas

• Admin: Oversees the entire CRM system, manages user roles and permissions, and configures system settings.
• Director: High-level oversight of sales and marketing performance, focusing on strategic decision-making.
• Sales Manager: Manages the sales team, oversees the sales pipeline, and ensures targets are met.
• Sales Executive: Engages with leads, manages the sales pipeline, and closes deals.
• Telecaller: Handles initial lead contact and follow-up communications.
• Marketing: Manages campaigns, analyzes marketing performance, and optimizes lead generation strategies.
• Accountant (View Only): Accesses financial data related to sales and bookings for reporting purposes.
• Customer Support: Provides post-sale support and maintains customer relationships.

Core User Flows

• Lead Management Flow: Capture lead from source -> Assign to salesperson -> Update lead details -> Move through sales pipeline stages -> Convert to customer profile.
• Sales Pipeline Flow: New lead -> Contacted -> Follow-up -> Interested -> Site visit scheduled -> Site visit completed -> Negotiation -> Booking -> Agreement -> Registration -> Completed.
• Follow-up Management Flow: Schedule follow-up -> Set reminders (call, meeting, WhatsApp, SMS, email) -> Execute follow-up -> Update status -> Reschedule if needed.
• Site Visit Management Flow: Schedule site visit -> Assign executive -> Track visit details (date, time, vehicle, guests) -> Record feedback and outcome.
• Booking Management Flow: Select plot -> Confirm booking amount -> Approve discount -> Set payment plan -> Finalize documents -> Confirm registration date.

Visuals Colors and Theme

• primary: #0056b3 (a strong blue for brand identity)
• primary_light: #4d88ff (a lighter blue for hover states)
• secondary: #ffcc00 (a vibrant yellow for highlights and accents)
• accent: #ff5733 (a bold orange for calls to action)
• highlight: #33cc33 (a green for notifications and active states)
• bg: #f4f4f9 (a light grey for the background)
• surface: #ffffff (white for cards and panels)
• text: #333333 (dark grey for primary text)
• text_muted: #777777 (muted grey for secondary text)
• border: #dddddd (light grey for borders)

Signature Design Concept

Interactive Sales Journey

The landing page will feature an interactive sales journey map that visually represents the sales pipeline stages. Users can click on each stage to reveal detailed metrics and insights. The map will animate as users hover over different stages, with transitions showing the flow of leads through the pipeline. This concept will use motion/react for smooth animations and transitions.

LANDING HERO MOTION BRIEF

The hero section will depict a dynamic transformation of a lead's journey. Starting with a lead icon entering the pipeline, it will transform through various stages (contacted, follow-up, interested) and culminate in a successful booking. The animation will loop every 10 seconds, with each stage highlighted in sequence. Users can interact by clicking on stages to pause the animation and view detailed information. The animation will be responsive, adjusting to different screen sizes while maintaining clarity and engagement.

Interaction Model & Motion Direction

• Intended Interaction Model: Animated
• The landing page will feature moderate scroll-triggered reveals and hover transitions. Interactive elements will have spring physics for a polished feel. This model is best suited for the feature-rich nature of the CRM platform, providing a dynamic and engaging user experience.

Non-Functional Requirements

• The system must be scalable to handle increasing numbers of leads and users.
• Data security and privacy must be ensured, with role-based access control.
• The system should have high availability and reliability, with minimal downtime.
• The user interface should be intuitive and responsive across devices.

Tech Stack

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

Assumptions and Constraints

• The CRM will initially focus on the Indian market, considering locale-specific defaults such as currency (INR) and timezone (IST).
• The system will integrate with popular social media and communication platforms for lead capture.
• Future enhancements will include AI-powered features once the CRM is stable.

Glossary

• CRM: Customer Relationship Management
• Lead: A potential customer or client interested in the company's products or services.
• Sales Pipeline: The process that sales teams use to track the progress of potential customers through different stages of the sales process.
• KYC: Know Your Customer, a process of verifying the identity of clients.
• PAN: Permanent Account Number, a unique identifier issued to all taxpayers in India.
• Aadhaar: A 12-digit unique identity number issued to Indian residents.