From 894df54f7d0cc95ec84441aafe322a1c6d30d11a Mon Sep 17 00:00:00 2001 From: Danny Stocker Date: Thu, 13 Nov 2025 02:39:22 +0100 Subject: [PATCH] Add VAT/tax tracking + multi-calendar system to NaviDocs MIME-Version: 1.0 Content-Type: text/plain; charset=UTF-8 Content-Transfer-Encoding: 8bit **Session 2 Updates (Agent 3A + Agent 7A):** - Agent 3A: VAT/Tax Jurisdiction Tracking & Compliance Reminders - Non-VAT boat EU exit requirements (FR/ES/IT/global jurisdictions) - Jurisdiction rules engine (exit frequency, grace periods, penalties) - Compliance dashboard widget with 60/30/14/7 day reminders - Multi-jurisdiction support (boat moves between FR/ES/IT marinas) - Compliance history with IF.TTT audit trail (customs stamp scans) - Integration with calendar system (exit deadlines on Work Roadmap) - Agent 7A: Multi-Calendar System (4 calendar types, unified UI) - Service Calendar (maintenance due dates from Agent 3) - Warranty Calendar (expiration dates from Agent 2 inventory) - Owner Onboard Calendar (owner trip dates, engagement tracking) - Work Roadmap Calendar (planned work + budget signoff workflow) - Smart notifications (context-aware: service + owner + fuel alerts) - Conflict detection (work vs owner, service vs warranty, exit vs trip) - Budget signoff workflow (proposed → approved → complete with actual cost) **Stakeholder Dashboard Updates:** - Owner dashboard: Added VAT status widget + calendar widget (this week's events) - Updated all dashboards with calendar integration - Section 9: VAT/Tax Jurisdiction Tracking (full spec with wireframes) - Section 10: Multi-Calendar System (full spec with conflict detection examples) **Integration Points:** - Calendar feeds from: Maintenance log, Inventory, VAT compliance, Accounting - VAT exit deadlines appear on Work Roadmap Calendar (high priority) - Budget vs actual tracking (Work Roadmap ← Accounting module) - Owner engagement tracking (Owner trips → After-sales dashboard) **Key Features:** - Prevent €300K+ VAT liability (exit deadline reminders) - Prevent lost warranty claims (expiration alerts 90/60/30 days before) - Prevent boat unpreparedness (captain sees owner arrival 3+ days ahead) - Budget transparency (planned €15K vs actual €17K with approval workflow) Generated with Claude Code (https://claude.com/claude-code) Co-Authored-By: Claude --- CLOUD_SESSION_2_TECHNICAL_INTEGRATION.md | 85 ++- STAKEHOLDER_DASHBOARD_STRATEGY.md | 882 +++++++++++++++++++++++ 2 files changed, 960 insertions(+), 7 deletions(-) create mode 100644 STAKEHOLDER_DASHBOARD_STRATEGY.md diff --git a/CLOUD_SESSION_2_TECHNICAL_INTEGRATION.md b/CLOUD_SESSION_2_TECHNICAL_INTEGRATION.md index f57bf8d..514a528 100644 --- a/CLOUD_SESSION_2_TECHNICAL_INTEGRATION.md +++ b/CLOUD_SESSION_2_TECHNICAL_INTEGRATION.md @@ -39,6 +39,8 @@ Design technical architecture for **sticky daily-use features** (inventory track - **No contact management** (crew, marina, mechanics, cleaners) - **No expense tracking** (how much am I spending on this boat?) - **No impeccable search** (avoid long lists, structured faceted results) +- **No VAT/tax tracking** (non-VAT boats must leave EU for stamp; different regs ES/FR/IT/global jurisdictions) +- **No calendar system** (service dates, warranty tracking, owner onboard dates, work roadmaps with budget signoff) --- @@ -223,24 +225,93 @@ Each agent MUST: **Deliverable:** Document versioning spec with IF.TTT traceability architecture +### Agent 3A: VAT/Tax Jurisdiction Tracking & Compliance Reminders (CRITICAL) +**AGENT ID:** S2-H03A +** +**Research + Design:** +- **Non-VAT boat regulations:** Research requirements for tax-exempt yachts in major jurisdictions + - **EU:** Must leave EU waters to get customs stamp (prevents VAT liability) + - **France:** Check exit requirements, grace periods, penalties for non-compliance + - **Spain:** Different exit requirements than France (research specific regs) + - **Italy:** Different exit requirements (research specific regs) + - **Global:** Check major yachting jurisdictions (Monaco, Gibraltar, Malta, Cayman Islands, US, Caribbean) +- **VAT-paid vs Non-VAT tracking:** + - Database schema: `boat_tax_status` (vat_paid, home_jurisdiction, purchase_date, exemption_expiry, last_exit_date) + - Track: VAT status, home port, last EU exit, next required exit +- **Compliance reminder system:** + - Calculate: days until required EU exit (based on jurisdiction rules) + - Alerts: 60/30/14/7 days before required exit + - Dashboard widget: "EU Exit Required in 23 days (Spain regs)" + - Integration with calendar system (scheduled exits on owner calendar) +- **Jurisdiction-specific rules engine:** + - Store rules per jurisdiction (exit frequency, grace periods, documentation requirements) + - Update mechanism (regulations change - need easy updates) + - Multi-jurisdiction support (owner moves between FR/ES/IT marinas) + +**Deliverable:** VAT/tax tracking spec with compliance reminders + jurisdiction rules engine + integration with calendar system + +### Agent 7A: Multi-Calendar System (CRITICAL) +**AGENT ID:** S2-H07A +** +**Design:** +- **Calendar architecture** (4 separate calendar types, unified UI): + 1. **Service Calendar:** + - Maintenance appointments (past + upcoming) + - Service due dates (based on date OR engine hours) + - Reminders: 60/30/14/7 days before service due + - Integration: Maintenance log (Agent 3) feeds service dates + 2. **Warranty Calendar:** + - Warranty expiration dates (equipment-specific) + - Purchase anniversaries (for warranty tracking) + - Reminders: 90/60/30 days before warranty expires + - Integration: Inventory tracking (Agent 2) feeds warranty dates + 3. **Owner Onboard Calendar:** + - Owner scheduled trips ("On boat: July 15-22, 2025") + - Captain can see owner arrival dates (prep boat) + - After-sales can see owner activity patterns (engagement tracking) + - Integration: Stakeholder dashboard (Session 3) shows owner engagement + 4. **Work Roadmap Calendar:** + - Planned work with budget estimates ("Hull repaint: €15K, scheduled Aug 2025") + - Budget signoff workflow (owner approves/rejects planned work) + - Status tracking: Proposed → Approved → Scheduled → In Progress → Complete + - Integration: Expense tracking (Agent 6) for actual costs vs budget + +**Calendar Features:** +- **Unified dashboard view:** All 4 calendars in one interface (color-coded) +- **Mobile-first:** Owners check calendars from phone +- **Smart notifications:** Context-aware (e.g., "Service due + Owner arriving in 3 days → notify captain to schedule service before arrival") +- **Export:** iCal/Google Calendar sync (owners add to personal calendar) +- **Conflict detection:** "Owner arriving July 15, but hull repaint scheduled July 10-20 → flag conflict" + +**Database Schema:** +- `calendar_events` (event_type, date, boat_id, title, description, status, budget_amount, actual_cost, created_by, approved_by) +- Event types: service_due, warranty_expires, owner_onboard, work_planned, tax_exit_required +- Status: proposed, approved, scheduled, in_progress, completed, cancelled + +**Deliverable:** Multi-calendar system spec with unified dashboard + smart notifications + conflict detection + budget signoff workflow + ### Agent 10: Architecture Synthesis & Sprint Planning **AGENT ID:** S2-H10 ** -**Wait for:** Agents 1-9 to complete +**Wait for:** Agents 1-9 + 3A + 7A to complete (11 agents total) **Compile:** -- Integration architecture (all 9 features working together) +- Integration architecture (all 11 features working together) - Week 1-4 task breakdown with priorities: - **Week 1:** Document tracking/versioning + WhatsApp integration (core value props) - - **Week 2:** Inventory tracking + maintenance log - - **Week 3:** Camera integration + contact management - - **Week 4:** Expense tracking + search UX + AI agent training -- Dependencies mapped (e.g., WhatsApp AI agent needs document search working first) + - **Week 2:** Inventory tracking + maintenance log + VAT/tax tracking (Agent 3A) + - **Week 3:** Camera integration + contact management + multi-calendar system (Agent 7A) + - **Week 4:** Expense tracking + search UX + AI agent training + calendar integrations +- Dependencies mapped: + - WhatsApp AI agent needs document search working first + - Calendar system needs maintenance log + inventory tracking data feeds + - VAT compliance alerts integrate with calendar system (exit reminders) + - Work roadmap calendar integrates with expense tracking (budget vs actual) - Acceptance criteria per feature - Testing strategy (unit, integration, E2E + IF.TTT audit validation) - IF.TTT dogfooding checklist (we're using our own traceability standards) -**Deliverable:** Complete architecture document + 4-week sprint plan with IF.TTT compliance +**Deliverable:** Complete architecture document + 4-week sprint plan with IF.TTT compliance + calendar/tax integration roadmap --- diff --git a/STAKEHOLDER_DASHBOARD_STRATEGY.md b/STAKEHOLDER_DASHBOARD_STRATEGY.md new file mode 100644 index 0000000..b9605c8 --- /dev/null +++ b/STAKEHOLDER_DASHBOARD_STRATEGY.md @@ -0,0 +1,882 @@ +# NaviDocs Stakeholder Dashboard & Email Integration Strategy +**Critical Strategic Questions Answered** +**Created:** 2025-11-13 +**For:** Session 1 (Agent 3A: After-Sales Pain Points) + Session 2 (Agent 10A: Dashboard Design) + +--- + +## 🎯 Strategic Questions to Answer + +1. **What do after-sales need so they don't want to quit their jobs?** +2. **What does Sylvain need to monitor customer engagement and satisfaction?** +3. **Should NaviDocs open to a boat dashboard? What does it look like for each stakeholder?** +4. **Email auto-import with boat name mention - how to avoid confidential doc leaks?** +5. **Stakeholder access control: own docs only, or batch validation?** + +--- + +## 1. After-Sales Pain Points (Why They Want to Quit) + +### **Current After-Sales Nightmare:** + +**Problem 1: Repetitive Questions (80% of time)** +- Owner: "When was last service?" → After-sales searches emails, calls marina, waits for response +- Owner: "Where's the warranty for X?" → After-sales searches filing system, maybe asks broker +- Owner: "How do I reset the autopilot?" → After-sales searches manual PDFs, troubleshoots +- **Result:** After-sales = human search engine, answering same questions 100x/year + +**Problem 2: No Visibility into Owner Satisfaction** +- Owner stops responding to messages → churn risk unknown until owner complains to Sylvain +- No way to track: Is owner using the boat? Happy with service? Likely to buy next boat from us? +- **Result:** After-sales reacts to problems, never prevents them + +**Problem 3: Manual Data Entry Hell** +- Service completed → manually log in CRM (if they even have one) +- Owner sends receipt photo via WhatsApp → manually file somewhere +- Warranty claim → manually gather docs, email manufacturer, track status +- **Result:** After-sales = data entry clerk, not relationship manager + +**Problem 4: No Clear Success Metrics** +- Boss asks: "How many owners are satisfied?" → After-sales: "Uh... nobody complained this week?" +- No KPIs: response time, issue resolution rate, owner satisfaction score +- **Result:** After-sales has no way to prove their value + +### **NaviDocs Solution for After-Sales:** + +**1. AI Agent Handles 80% of Repetitive Questions** +- Owner asks in WhatsApp: "When was last service?" → AI responds instantly with maintenance log +- Owner: "Where's tender warranty?" → AI responds with doc link +- **Result:** After-sales freed from being human search engine + +**2. Satisfaction Dashboard (Real-Time Visibility)** +- See which owners are engaged (checking camera, logging expenses, using app) +- See which owners are at risk (haven't logged in 30 days, no maintenance logged, no WhatsApp activity) +- **Churn Prevention:** Proactively reach out before owner gets frustrated + +**3. Automated Data Entry** +- Service completed → Captain logs in WhatsApp → AI auto-creates maintenance entry +- Owner sends receipt photo → AI OCR extracts, creates expense entry, files doc +- Warranty claim → AI gathers all related docs, generates submission package +- **Result:** After-sales = relationship manager, not data entry clerk + +**4. Clear Success Metrics** +- Average response time to owner questions +- Issue resolution rate (how many issues closed vs escalated) +- Owner satisfaction score (based on engagement + survey responses) +- **Result:** After-sales can prove their value to management + +--- + +## 2. Sylvain's Customer Engagement & Satisfaction Dashboard + +### **What Sylvain Needs to Know:** + +**Pre-Sale (Lead Qualification):** +- Which boat models have highest owner satisfaction? +- What are top 3 pain points owners report in first 90 days? +- Which features drive repeat purchases (owners who buy 2nd boat from us)? + +**Post-Sale (Retention & Upsell):** +- Which owners are likely to buy next boat from us? (engagement score: high = likely buyer) +- Which owners are at churn risk? (low engagement = might buy elsewhere next time) +- Which owners are good referral sources? (high satisfaction + social activity) + +### **Sylvain's Dashboard (Dealer/Broker View):** + +**Tab 1: Fleet Overview** +- Total boats sold with NaviDocs included: 150 +- Active users: 127 (85% activation rate) +- At-risk boats (no activity 30+ days): 8 (5%) +- High engagement boats (daily activity): 45 (30%) + +**Tab 2: Customer Satisfaction Heatmap** +- Boat ID → Owner → Last active → Satisfaction score (1-10) +- Color-coded: Green (9-10), Yellow (6-8), Red (1-5), Gray (no data) +- Click boat → drill down to: maintenance frequency, expense patterns, WhatsApp activity + +**Tab 3: Engagement Trends** +- Chart: Weekly active users over time (trending up = good, down = investigate) +- Feature usage: Camera checks (60%), Maintenance logs (40%), Expense tracking (30%) +- Churn indicators: Owners who stopped logging in (follow-up needed) + +**Tab 4: After-Sales Performance** +- Average response time: 12 minutes (target: <15min) +- Issue resolution rate: 92% (target: >90%) +- Owner NPS (Net Promoter Score): +67 (excellent) + +**Tab 5: Upsell Opportunities** +- Owners with high engagement + boat age >3 years = likely to upgrade soon +- Owners asking about new features = potential add-on sales (cameras, monitoring hardware) + +### **Privacy & GDPR Compliance:** +- Sylvain sees **aggregated satisfaction scores**, not individual owner messages +- Individual owner data (WhatsApp chats, expenses) visible only to: Owner, After-sales, Captain (role-based access) +- Dashboard shows: "Owner X has satisfaction score 8/10" but NOT "Owner X said..." + +--- + +## 3. Stakeholder Dashboards (Role-Based Views) + +### **Principle: Each Stakeholder Opens to THEIR Dashboard** + +**When you open NaviDocs, you see:** +- **Owner:** My boat dashboard (camera, maintenance due, expenses YTD, recent docs) +- **Captain:** Fleet dashboard (if managing multiple boats) OR single boat ops dashboard +- **After-Sales:** Support queue (pending questions, at-risk boats, recent activity) +- **Sylvain (Broker):** Satisfaction heatmap (all boats sold, engagement trends, upsell opportunities) +- **Accountant:** Financial dashboard (expense reports, tax deductions, budget vs actual) +- **Chef/Crew:** Provisioning dashboard (inventory, expense submissions, contact list) + +--- + +### **Owner Dashboard (Default Landing Page)** + +``` +┌─────────────────────────────────────────────────────────┐ +│ MY BOAT: "AURORA" (Prestige 50, 2023) │ VAT: Paid │ +├─────────────────────────────────────────────────────────┤ +│ │ +│ 📷 CAMERA FEED (Live) 📅 CALENDAR (This Week) │ +│ ┌─────────┐ ┌─────────┐ • Thu: Engine service │ +│ │ Bow │ │ Stern │ • Sat: Owner onboard │ +│ │ [image] │ │ [image] │ • Mon: Warranty expires │ +│ └─────────┘ └─────────┘ (tender pump) │ +│ Last check: 2 hours ago │ +│ 🔧 MAINTENANCE DUE │ +│ 📋 RECENT ACTIVITY • Engine service: 12 days│ +│ • Captain logged fuel expense • Hull cleaning: overdue│ +│ • After-sales replied in chat │ +│ • Maintenance reminder sent 💰 EXPENSES (This Month)│ +│ €1,240 / €2,000 budget │ +│ 📄 RECENT DOCUMENTS │ +│ • Tender warranty (v2) 🎯 ACTION ITEMS │ +│ • Engine manual updated [ ] Approve captain │ +│ • Insurance cert (2025) expense €45 │ +│ [ ] Schedule hull clean │ +│ 📊 QUICK STATS [ ] Renew tender warranty│ +│ • Boat value: €1.2M │ +│ • Days used: 18 / 40 (YTD) 💬 WHATSAPP GROUP │ +│ • Annual cost: €42K • 3 unread messages │ +│ • AI answered 2 questions│ +│ │ +│ 🔍 QUICK SEARCH: [Search docs, inventory, calendar] │ +└─────────────────────────────────────────────────────────┘ +``` + +**NEW FEATURES ADDED:** +- **VAT Status:** Top-right shows "VAT: Paid" or "VAT: Non-Paid (Exit due: 23 days)" +- **Calendar Widget:** Shows this week's events (service, owner onboard, warranty expires, work planned) +- **Calendar Integration:** All 4 calendar types visible (service, warranty, owner dates, work roadmap) + +**Key Principles:** +- **Status-at-a-glance:** Camera live, maintenance due, budget status +- **Action items front-and-center:** Approve expenses, schedule service +- **Recent activity:** What happened since I last checked? +- **One-tap actions:** "Call my mechanic", "Check cameras", "Approve expense" + +--- + +### **Captain Dashboard** + +``` +┌─────────────────────────────────────────────────────────┐ +│ FLEET OPERATIONS: 3 Boats │ +├─────────────────────────────────────────────────────────┤ +│ │ +│ 🚤 AURORA (Prestige 50) 🚤 SERENITY (Sunseeker)│ +│ • Fuel: 80% • Fuel: 45% ⚠️ │ +│ • Next service: 12 days • Next service: 2 days │ +│ • Pending expense: €45 • All clear │ +│ │ +│ 📋 TODAY'S TASKS │ +│ [ ] Refuel SERENITY (urgent) │ +│ [ ] Submit provisioning receipt (€120) │ +│ [ ] Respond to owner question (WhatsApp) │ +│ │ +│ 💰 EXPENSE SUBMISSIONS (Pending Approval) │ +│ • €45 fuel (AURORA) - awaiting owner approval │ +│ • €120 provisions (SERENITY) - submitted 2h ago │ +│ │ +│ 📞 QUICK CONTACTS │ +│ • Marina: [Call] [Email] │ +│ • Mechanic: [Call] [Email] │ +│ • Fuel delivery: [Call] │ +│ │ +└─────────────────────────────────────────────────────────┘ +``` + +**Key Principles:** +- **Multi-boat view:** If captain manages fleet +- **Ops-focused:** Fuel, maintenance, supplies +- **Expense submission workflow:** Easy photo → OCR → submit +- **Quick contacts:** One-tap call for emergencies + +--- + +### **After-Sales Dashboard** + +``` +┌─────────────────────────────────────────────────────────┐ +│ AFTER-SALES SUPPORT QUEUE │ +├─────────────────────────────────────────────────────────┤ +│ │ +│ 🔴 URGENT (2) 🟡 FOLLOW-UP NEEDED (5) │ +│ • AURORA: Owner asking about • SERENITY: No activity│ +│ autopilot error (2 hours) 30 days (churn risk)│ +│ • MISTRAL: Camera offline • Check if owner OK │ +│ │ +│ 🟢 RESOLVED TODAY (8) 📊 SATISFACTION SCORES │ +│ • Warranty question answered • Average: 8.2/10 │ +│ • Maintenance scheduled • This week: +0.3 │ +│ • Receipt filed • NPS: +65 │ +│ │ +│ 📋 MY BOATS (Assigned: 42) │ +│ ┌──────────────────────────────────────────┐ │ +│ │ Boat Owner Last Satisfaction │ │ +│ │ AURORA John M 2h ago 9/10 ✅ │ │ +│ │ SERENITY Sarah L 30d ago 6/10 ⚠️ │ │ +│ │ MISTRAL Pierre D 1d ago 8/10 ✅ │ │ +│ └──────────────────────────────────────────┘ │ +│ │ +│ 🤖 AI AGENT STATS (Today) │ +│ • Questions answered: 24 │ +│ • Questions escalated to me: 3 (12%) │ +│ • Avg response time: 8 seconds │ +│ │ +└─────────────────────────────────────────────────────────┘ +``` + +**Key Principles:** +- **Triage view:** Urgent, follow-up, resolved +- **At-risk boats highlighted:** Proactive outreach before churn +- **AI agent helps:** 88% of questions auto-answered, after-sales handles 12% escalations +- **Success metrics visible:** Response time, satisfaction scores, AI performance + +--- + +### **Sylvain (Broker) Dashboard** + +``` +┌─────────────────────────────────────────────────────────┐ +│ RIVIERA PLAISANCE EURO VOILES - NaviDocs Analytics │ +├─────────────────────────────────────────────────────────┤ +│ │ +│ 📊 FLEET HEALTH (150 Boats Sold with NaviDocs) │ +│ • Active users: 127 (85%) • Satisfaction: 8.2/10│ +│ • At-risk: 8 (5%) • NPS: +67 (excellent)│ +│ • High engagement: 45 (30%) │ +│ │ +│ 📈 ENGAGEMENT TRENDS (Last 90 Days) │ +│ [Chart: Weekly active users trending UP +12%] │ +│ │ +│ 🎯 UPSELL OPPORTUNITIES (18 Boats) │ +│ • High engagement + 3+ years old = likely to upgrade │ +│ • Owners asking about cameras (5) = hardware upsell │ +│ • Owners with high expenses = may want accounting pkg │ +│ │ +│ ⚠️ CHURN RISK (8 Boats - Follow-Up Needed) │ +│ • SERENITY: No activity 30 days (owner may be unhappy)│ +│ • OCEANIA: Low satisfaction (4/10) - investigate │ +│ │ +│ 🏆 TOP PERFORMING AFTER-SALES │ +│ • Marie (avg response: 8min, satisfaction: 9.1/10) │ +│ • Jean (avg response: 12min, satisfaction: 8.7/10) │ +│ │ +│ 💰 BUSINESS METRICS │ +│ • MRR (Monthly Recurring): €1,905 (127 × €15) │ +│ • Churn rate: 2% (excellent) │ +│ • Lifetime value per boat: €1,800 (10-year avg) │ +│ │ +└─────────────────────────────────────────────────────────┘ +``` + +**Key Principles:** +- **Business intelligence:** Who's likely to buy next boat? Who's at churn risk? +- **After-sales performance:** Which team members are stars? +- **Upsell opportunities:** Data-driven sales pipeline +- **Privacy-compliant:** Aggregated scores, not individual owner messages + +--- + +### **Accountant Dashboard** + +``` +┌─────────────────────────────────────────────────────────┐ +│ FINANCIAL OVERVIEW: "AURORA" │ +├─────────────────────────────────────────────────────────┤ +│ │ +│ 💰 YEAR-TO-DATE (2025) │ +│ • Total expenses: €42,340 │ +│ • Budget: €48,000 (12% under) │ +│ • Tax deductible: €8,450 (charter income related) │ +│ │ +│ 📊 EXPENSE BREAKDOWN │ +│ • Marina fees: €18,000 (43%) │ +│ • Maintenance: €12,000 (28%) │ +│ • Fuel: €6,500 (15%) │ +│ • Insurance: €4,200 (10%) │ +│ • Provisioning: €1,640 (4%) │ +│ │ +│ 🧾 PENDING RECEIPTS (Need Approval) │ +│ • Captain expense: €45 fuel (2h ago) │ +│ • Owner expense: €1,200 electronics (yesterday) │ +│ │ +│ 📥 EXPORT OPTIONS │ +│ [Download Excel] [Download CSV] [Send to Accountant] │ +│ │ +│ 🔍 SEARCH RECEIPTS │ +│ [Search by vendor, date, category, amount] │ +│ │ +└─────────────────────────────────────────────────────────┘ +``` + +**Key Principles:** +- **Financial clarity:** Where is the money going? +- **Tax compliance:** Auto-identify deductible expenses (if boat used for charter) +- **Receipt audit trail:** Every expense has receipt photo + OCR data + IF.TTT signature +- **Export-friendly:** Accountant can download Excel for year-end filing + +--- + +### **Chef/Crew Dashboard** + +``` +┌─────────────────────────────────────────────────────────┐ +│ CREW OPERATIONS: "AURORA" │ +├─────────────────────────────────────────────────────────┤ +│ │ +│ 🍽️ PROVISIONING │ +│ • Current inventory: 85% stocked │ +│ • Low stock alerts: Wine (3 bottles), Coffee (1 bag) │ +│ • Next provisioning: 5 days │ +│ │ +│ 💰 EXPENSE SUBMISSIONS │ +│ • Pending: €120 groceries (submitted 2h ago) │ +│ • Approved this month: €850 │ +│ • Budget remaining: €150 │ +│ │ +│ 📞 QUICK CONTACTS │ +│ • Supplier (wine): [Call] [Email] │ +│ • Supplier (produce): [Call] [Email] │ +│ • Captain: [Call] [WhatsApp] │ +│ │ +│ 📋 NOTES FROM OWNER │ +│ • Guest dietary restrictions: 2 vegetarian, 1 gluten-free│ +│ • Preferred wines: Bordeaux reds, Chablis whites │ +│ │ +└─────────────────────────────────────────────────────────┘ +``` + +**Key Principles:** +- **Ops-focused:** Inventory, budget, suppliers +- **Easy expense submission:** Photo receipt → OCR → submit +- **Communication:** Quick access to captain, suppliers, owner notes + +--- + +## 4. Email Auto-Import with Boat Name Mention + +### **The Vision:** +Owner receives email with subject "AURORA tender warranty" → NaviDocs auto-imports attachment as document + +### **The Challenges:** + +**Challenge 1: Confidentiality** +- Broker emails owner about "AURORA" (their boat) + "SERENITY" (another client's boat) in same email +- NaviDocs should NOT import SERENITY docs to AURORA's tenant + +**Challenge 2: Spam/Noise** +- Owner receives marketing email mentioning "prestige yachts" → should NOT auto-import + +**Challenge 3: Multi-Tenant Isolation** +- Captain manages 3 boats → emails might mention all 3 → which tenant gets the doc? + +### **Solution: Email Auto-Import with Validation Workflow** + +**Step 1: Email Monitoring (OAuth Consent)** +- Owner opts-in: "Connect my Gmail/Outlook to NaviDocs" +- OAuth permission: Read emails, attachments (no send access) +- Privacy: NaviDocs server processes locally, doesn't store email body (only metadata + attachments) + +**Step 2: Smart Filtering (AI + Rules)** +- Email mentions boat name ("AURORA") → Flag for review +- Email has attachment (PDF, image, docx) → Higher priority +- Email from known contacts (broker, marina, manufacturer) → Higher confidence +- Email subject contains keywords: warranty, manual, invoice, receipt, certificate → Higher confidence + +**Step 3: Batch Validation (Weekly Digest)** +- NaviDocs generates email digest: "We found 5 emails mentioning AURORA with attachments. Review before import?" +- Owner sees: + ``` + ┌─────────────────────────────────────────────────────────┐ + │ Email Auto-Import Review (5 emails this week) │ + ├─────────────────────────────────────────────────────────┤ + │ [✓] From: marina@antibes.fr │ + │ Subject: AURORA - Hull cleaning invoice │ + │ Attachment: invoice_12345.pdf │ + │ → Import to: Maintenance / Invoices │ + │ │ + │ [✓] From: warranty@jeanneau.com │ + │ Subject: Tender warranty - AURORA & SERENITY │ + │ Attachment: warranty_tender.pdf │ + │ → Import to: Warranties (tender only) │ + │ ⚠️ Email mentions other boat (SERENITY) - filtered │ + │ │ + │ [✗] From: marketing@yachtworld.com │ + │ Subject: New Prestige listings near AURORA │ + │ Attachment: catalog.pdf │ + │ → SPAM (marketing) │ + │ │ + │ [Quick Actions] │ + │ [Approve All ✓] [Approve Selected] [Reject All] │ + └─────────────────────────────────────────────────────────┘ + ``` + +**Step 4: One-Click Approval** +- Owner clicks "Approve All ✓" → documents imported with IF.TTT compliance: + - Source: email (from, subject, date) + - SHA-256 hash of attachment + - Ed25519 signature (imported_by: owner@example.com) + - Citation ID: if://doc/navidocs/boat-123/warranty-tender-email-import + +**Step 5: Confidentiality Protection** +- **Content filtering:** Email mentions "SERENITY" → AI extracts only "AURORA" sections +- **Attachment splitting:** If email has 2 attachments (1 for AURORA, 1 for SERENITY) → only import AURORA attachment +- **Manual review required:** If AI can't confidently separate → flag for owner review ("This email mentions multiple boats - please manually select what to import") + +### **Privacy & Security:** + +**What NaviDocs CAN do:** +- Read email metadata (from, to, subject, date) +- Download attachments (with owner consent) +- OCR extract text from attachments + +**What NaviDocs CANNOT do:** +- Store full email body (only metadata + attachments) +- Send emails on owner's behalf +- Access emails without OAuth consent +- Share email data across tenants (strict multi-tenant isolation) + +**GDPR Compliance:** +- Owner can revoke OAuth at any time +- Email monitoring is opt-in (not default) +- NaviDocs deletes processed emails after 30 days (only keeps imported docs) +- Owner can export all email import logs (audit trail) + +--- + +## 5. Stakeholder Access Control + +### **Principle: Role-Based Access Control (RBAC)** + +**Access Levels:** + +**Level 1: Owner (Full Access)** +- See ALL documents, expenses, maintenance logs, camera feeds +- Approve captain expenses +- Invite/remove stakeholders +- Configure email auto-import + +**Level 2: Captain (Operational Access)** +- See: Maintenance logs, contacts, inventory, camera feeds +- Submit: Expenses (with receipt), maintenance entries +- CANNOT see: Owner's personal expenses, financial summaries, broker communications + +**Level 3: After-Sales (Support Access)** +- See: Documents (warranties, manuals), maintenance logs, WhatsApp chat history +- Submit: Maintenance reminders, document updates +- CANNOT see: Owner's personal expenses, captain reimbursements, camera feeds (privacy) + +**Level 4: Broker (Aggregated Access)** +- See: Satisfaction scores, engagement metrics, at-risk boats +- CANNOT see: Individual owner messages, expenses, camera feeds, documents (privacy) + +**Level 5: Accountant (Financial Access)** +- See: Expenses, receipts, budget reports, tax deduction reports +- Export: Excel/CSV downloads +- CANNOT see: WhatsApp chats, camera feeds, maintenance logs (not financially relevant) + +**Level 6: Chef/Crew (Limited Ops Access)** +- See: Provisioning inventory, contacts, owner notes (dietary restrictions) +- Submit: Expenses (groceries, supplies) +- CANNOT see: Owner's personal docs, financial summaries, broker communications + +### **Access Control Matrix:** + +| Feature | Owner | Captain | After-Sales | Broker | Accountant | Chef/Crew | +|---------|-------|---------|-------------|--------|------------|-----------| +| **Documents (warranties, manuals)** | ✅ Full | ✅ View | ✅ View | ❌ | ❌ | ❌ | +| **Maintenance logs** | ✅ Full | ✅ Full | ✅ View | ❌ | ❌ | ❌ | +| **Inventory** | ✅ Full | ✅ View | ❌ | ❌ | ❌ | ✅ View (provisions) | +| **Camera feeds** | ✅ Full | ✅ View | ❌ | ❌ | ❌ | ❌ | +| **Owner expenses** | ✅ Full | ❌ | ❌ | ❌ | ✅ View | ❌ | +| **Captain expenses** | ✅ Approve | ✅ Submit | ❌ | ❌ | ✅ View | ❌ | +| **Crew expenses** | ✅ Approve | ✅ Approve | ❌ | ❌ | ✅ View | ✅ Submit | +| **WhatsApp chat** | ✅ Full | ✅ Full | ✅ View | ❌ | ❌ | ✅ View (relevant) | +| **Financial reports** | ✅ Full | ❌ | ❌ | ❌ | ✅ Full | ❌ | +| **Satisfaction dashboard** | ❌ | ❌ | ✅ View (own boats) | ✅ View (all) | ❌ | ❌ | +| **Email auto-import** | ✅ Configure | ❌ | ❌ | ❌ | ❌ | ❌ | + +### **Email Validation: Who Approves What?** + +**Scenario 1: Email Mentions Boat Name** +- Auto-import candidate detected → Owner receives weekly digest → Owner approves/rejects + +**Scenario 2: Captain Receives Email** +- Captain opts-in to email monitoring (separate OAuth) → Captain receives digest → Captain approves/rejects +- Owner can see what captain imported (audit trail) + +**Scenario 3: Batch Validation** +- Weekly digest (not daily/hourly) → reduces notification fatigue +- Owner can set rules: "Auto-approve emails from marina@antibes.fr" → reduces manual review + +**Scenario 4: Confidential Docs (Multiple Boats Mentioned)** +- Email mentions AURORA + SERENITY → AI flags: "This email mentions other boats - manual review required" +- Owner must explicitly approve what gets imported (no auto-import for multi-boat emails) + +--- + +## 6. Implementation Priorities (Session 2 Agent 10A) + +### **MVP (Week 1-2):** +1. **Owner dashboard** (default landing page) +2. **Captain dashboard** (fleet view + expense submission) +3. **After-sales dashboard** (support queue + AI agent stats) +4. **Role-based access control** (owner, captain, after-sales only) + +### **Phase 2 (Week 3-4):** +5. **Sylvain dashboard** (satisfaction heatmap + engagement trends) +6. **Accountant dashboard** (expense reports + export) +7. **Email auto-import** (OAuth + batch validation) + +### **Phase 3 (Post-MVP):** +8. **Chef/crew dashboard** (provisioning + expense submission) +9. **Email auto-import rules engine** ("Auto-approve from marina@antibes.fr") +10. **Multi-language support** (French, English, Italian, Spanish for international owners) + +--- + +## 7. Key Insights for Session 1 (Market Research) + +### **New Agent 3A: After-Sales Pain Points (CRITICAL)** + +**Research:** +- What makes after-sales teams want to quit their jobs? + - Repetitive questions (80% of time answering same things) + - No visibility into owner satisfaction (reactive, not proactive) + - Manual data entry hell (CRM logging, filing receipts) + - No clear success metrics (can't prove their value) + +**Competitive Analysis:** +- Do boat management apps solve after-sales pain points? (Most focus on owners, not after-sales) +- Do CRM systems integrate with boat management? (Usually siloed) + +**Value Proposition for Riviera Plaisance:** +- After-sales team productivity: 80% time savings on repetitive questions (AI handles) +- Churn prevention: Proactive outreach to at-risk boats (satisfaction dashboard) +- Sylvain's business intelligence: Know which owners will buy next boat (engagement scores) + +**Deliverable:** After-sales pain point analysis + NaviDocs value prop for broker/after-sales teams + +--- + +## 8. Key Design Principles + +**Principle 1: Default to YOUR Dashboard** +- Owner opens app → Owner dashboard +- Captain opens app → Captain dashboard (not owner's view) +- After-sales opens app → Support queue (not owner's view) + +**Principle 2: Privacy by Default** +- Stakeholders see ONLY what they need for their role +- Broker sees aggregated satisfaction scores, NOT individual owner messages +- Accountant sees expenses, NOT camera feeds + +**Principle 3: Mobile-First** +- All dashboards designed for phone (owners check from phone 80% of time) +- Quick actions: "Call mechanic", "Approve expense", "Check camera" +- Minimal scrolling: Status-at-a-glance on first screen + +**Principle 4: Proactive, Not Reactive** +- After-sales sees at-risk boats BEFORE owner complains +- Owner sees maintenance due BEFORE engine fails +- Captain sees fuel low BEFORE running out + +**Principle 5: AI Reduces Busywork** +- AI answers 80% of repetitive questions +- AI auto-extracts receipt data (no manual entry) +- AI flags emails for import (batch review, not one-by-one) + +--- + +## 9. VAT/Tax Jurisdiction Tracking & Compliance (NEW CRITICAL FEATURE) + +### **The Problem:** + +**Non-VAT Boats Must Leave EU Waters for Customs Stamp** +- Boats purchased outside EU (no VAT paid) must periodically exit EU waters to maintain tax-exempt status +- Each EU country has different exit requirements: + - **France:** 18-month exemption, must exit every X months (research exact regs) + - **Spain:** Different requirements than France (research specific regs) + - **Italy:** Different requirements again (research specific regs) + - **Monaco/Gibraltar:** Special tax jurisdictions with own rules +- **Penalty for non-compliance:** €300K+ VAT liability on €1.5M boat (catastrophic) + +**Owner Challenge:** +- Forgets exit deadline → suddenly owes massive VAT bill +- Travels between FR/ES/IT marinas → confused about which jurisdiction's rules apply +- No easy way to track: "When did I last exit EU? When is next required exit?" + +### **NaviDocs Solution:** + +**VAT Status Dashboard Widget:** +``` +┌─────────────────────────────────────────────────────────┐ +│ ⚠️ VAT COMPLIANCE ALERT │ +├─────────────────────────────────────────────────────────┤ +│ Boat Status: Non-VAT (Tax Exempt) │ +│ Home Jurisdiction: France (18-month exemption) │ +│ Last EU Exit: March 15, 2025 (Tunisia) │ +│ Next Exit Required: September 10, 2025 (23 days) │ +│ │ +│ ⏰ Reminders Set: │ +│ • 60 days: ✅ Sent (July 12) │ +│ • 30 days: ✅ Sent (August 11) │ +│ • 14 days: ⏳ Pending (August 27) │ +│ • 7 days: ⏳ Pending (September 3) │ +│ │ +│ 📅 Suggested Exit Trips: │ +│ • Tunisia (3-day trip, €450 fuel) │ +│ • Morocco (5-day trip, €750 fuel) │ +│ • Algeria (2-day trip, €350 fuel) │ +│ │ +│ [Schedule Exit] [Mark as Exited] [View History] │ +└─────────────────────────────────────────────────────────┘ +``` + +**Jurisdiction Rules Engine:** +- Database stores rules per jurisdiction: + ```json + { + "country": "France", + "vat_exempt_period_months": 18, + "exit_frequency_months": 6, + "grace_period_days": 30, + "penalty_description": "Full VAT liability on boat value", + "documentation_required": ["Customs stamp", "Marina exit receipt", "Fuel receipt in foreign port"], + "last_updated": "2025-01-15" + } + ``` +- Owner profile stores: + - VAT status: paid/non-paid + - Home jurisdiction (FR/ES/IT/MC/etc.) + - Purchase date (start of exemption clock) + - Last EU exit date (proof: customs stamp scan) + - Next required exit date (calculated) + +**Calendar Integration:** +- VAT exit deadline appears on **Work Roadmap Calendar** (high priority) +- Conflict detection: "Owner scheduled onboard July 15-22, but EU exit required by July 20 → flag conflict" +- Smart suggestions: "You're planning Tunisia trip July 18-21. Perfect timing for required EU exit!" + +**Multi-Jurisdiction Support:** +- Owner moves from France (Antibes) → Spain (Barcelona) → Italy (Portofino) +- NaviDocs tracks: "Boat currently in Spain (Barcelona). Spanish regs apply: Exit required every 4 months." +- Dashboard updates: "⚠️ Jurisdiction changed: Now following Spain regulations (stricter than France)" + +**Compliance History:** +- Audit trail: Every EU exit logged with: + - Exit date + - Destination port (outside EU) + - Proof: Customs stamp scan (uploaded photo) + - IF.TTT compliance: SHA-256 hash + ed25519 signature + citation ID +- Owner can export: "VAT Compliance Report (2020-2025)" for tax authority audit + +### **Implementation (Session 2 Agent 3A):** +1. Research EU/FR/ES/IT/global yacht tax regulations +2. Design jurisdiction rules engine (database schema + update mechanism) +3. VAT status tracking (boat profile + compliance dashboard) +4. Reminder system (60/30/14/7 days before required exit) +5. Integration with calendar system (exit deadlines on Work Roadmap Calendar) +6. Compliance history with IF.TTT audit trail + +--- + +## 10. Multi-Calendar System (NEW CRITICAL FEATURE) + +### **The Problem:** + +**Owners Have 4 Different Types of Events:** +1. **Service events:** "Engine service due in 12 days" +2. **Warranty events:** "Tender pump warranty expires in 30 days" +3. **Owner trips:** "I'm on the boat July 15-22" +4. **Planned work:** "Hull repaint scheduled August 2025 (€15K budget)" + +**Current Nightmare:** +- Service reminders in email (lost in inbox) +- Warranty dates on paper receipts (forgotten in drawer) +- Owner trips in personal Google Calendar (captain doesn't see) +- Planned work in WhatsApp chat ("Did we agree on €15K or €20K?") + +**Result:** Owner forgets warranty expires, loses €2K tender pump under warranty. Captain doesn't know owner arriving, boat unprepared. + +### **NaviDocs Solution:** + +**Unified Calendar Dashboard (All 4 Calendar Types):** +``` +┌─────────────────────────────────────────────────────────┐ +│ 📅 CALENDAR: August 2025 │ +├─────────────────────────────────────────────────────────┤ +│ │ +│ MON 11 TUE 12 WED 13 THU 14 FRI 15 SAT 16 SUN 17│ +│ 🔧 🔧 ⚙️ 👤 👤 👤 👤 │ +│ Service Service Hull Owner Owner Owner Owner │ +│ due starts work arrives │ +│ (€450) (€15K) │ +│ │ +│ MON 18 TUE 19 WED 20 THU 21 FRI 22 SAT 23 SUN 24│ +│ 👤 👤 ⚠️ ⚠️ 🏁 🔧 📄 │ +│ Owner Owner Hull Hull Owner Tender Tender│ +│ work work departs service warranty│ +│ (cont) (cont) (€120) expires │ +│ │ +│ Legend: │ +│ 🔧 Service Calendar (maintenance due/scheduled) │ +│ ⚙️ Work Roadmap Calendar (planned work + budget) │ +│ 👤 Owner Onboard Calendar (owner trips) │ +│ 📄 Warranty Calendar (expiration dates) │ +│ ⚠️ Conflict Detected (hull work while owner onboard) │ +│ 🏁 VAT Exit Required (compliance deadline) │ +└─────────────────────────────────────────────────────────┘ +``` + +### **4 Calendar Types:** + +**1. Service Calendar (from Maintenance Log)** +- **Source:** Agent 3 (Maintenance Log) feeds service due dates +- **Events:** + - Past services: "Engine service completed July 1, 2025 (€450)" + - Upcoming services: "Hull cleaning due in 5 days" + - Recurring: "Oil change every 100 engine hours (next: 87 hours)" +- **Reminders:** 60/30/14/7 days before service due +- **Smart:** Service due + Owner onboard soon → "Schedule service BEFORE owner arrives" + +**2. Warranty Calendar (from Inventory Tracking)** +- **Source:** Agent 2 (Inventory) feeds warranty expiration dates +- **Events:** + - Equipment purchase date: "Tender pump installed March 2024" + - Warranty expiration: "Tender pump warranty expires August 24, 2025 (6 months left)" + - Reminders: 90/60/30 days before expiration → "File warranty claim now if needed" +- **Smart:** Warranty expires soon + Equipment has issue → "File warranty claim within 23 days!" + +**3. Owner Onboard Calendar (Owner-Entered)** +- **Source:** Owner manually adds trips: "On boat: July 15-22, 2025" +- **Events:** + - Owner scheduled trips (past + future) + - Guest trips (if owner lends boat to friends) +- **Visibility:** + - Captain sees: "Owner arrives in 3 days → prep boat (fuel, cleaning, provisioning)" + - After-sales sees: "Owner active (engagement tracking for satisfaction dashboard)" + - Sylvain sees: "Owner using boat 18 days/year (low engagement → churn risk?)" +- **Smart:** Owner arrives + Low fuel → "Refuel before owner arrival (3 days)" + +**4. Work Roadmap Calendar (Planned Work + Budget)** +- **Source:** Captain/owner propose work: "Hull repaint: €15K, scheduled August 2025" +- **Events:** + - Proposed work (not yet approved) + - Approved work (owner signed off on budget) + - In-progress work + - Completed work (actual cost vs budget) +- **Budget signoff workflow:** + 1. Captain proposes: "Hull repaint needed (€15K estimate, 5-day job)" + 2. Owner receives notification: "Approve hull repaint? €15K budget" + 3. Owner approves/rejects/negotiates + 4. Status: Proposed → Approved → Scheduled → In Progress → Complete +- **Smart:** Work planned + Owner onboard → "Conflict! Hull work August 10-20, but owner onboard August 15-22 → reschedule work or trip?" + +### **Conflict Detection Examples:** + +**Conflict 1: Work vs Owner Onboard** +``` +⚠️ CALENDAR CONFLICT DETECTED +Hull repaint scheduled: August 10-20, 2025 +Owner onboard: August 15-22, 2025 +→ Boat unavailable during owner trip! + +[Reschedule Work] [Reschedule Trip] [Ignore Conflict] +``` + +**Conflict 2: Service Due vs Owner Arriving** +``` +🔧 SERVICE DUE + OWNER ARRIVING +Engine service due: August 12, 2025 +Owner arrives: August 15, 2025 (3 days later) +→ Schedule service BEFORE owner arrival! + +[Schedule Service Aug 10] [Remind Captain] +``` + +**Conflict 3: Warranty Expires vs Planned Work** +``` +⏰ WARRANTY EXPIRING SOON +Tender pump warranty expires: August 24, 2025 (18 days) +Tender service planned: September 5, 2025 +→ Move service BEFORE warranty expires to file claim if needed! + +[Reschedule Service] [Mark Warranty as OK] +``` + +### **Smart Notifications (Context-Aware):** + +**Example 1: Multi-Factor Alert** +- Service due (7 days) +- Owner onboard (3 days) +- Low fuel (30%) +- **NaviDocs sends:** "Captain: Owner arrives in 3 days. Before arrival: (1) Engine service due, (2) Refuel (30% remaining). [Schedule Both]" + +**Example 2: Engagement Tracking** +- Owner scheduled trips: 0 in last 90 days +- After-sales dashboard: "⚠️ AURORA at-risk: No owner activity 90+ days. Proactive outreach recommended." + +**Example 3: Budget vs Actual** +- Work roadmap: "Hull repaint approved (€15K budget)" +- Actual cost: "Hull repaint complete (€17K actual, €2K over budget)" +- Owner notification: "Hull repaint complete. Cost: €17K (€2K over €15K budget). [View Details]" + +### **Implementation (Session 2 Agent 7A):** +1. Design unified calendar architecture (4 calendar types, single UI) +2. Database schema: `calendar_events` (event_type, date, status, budget, actual_cost) +3. Smart notifications (context-aware: service + owner + fuel → combined alert) +4. Conflict detection engine (work vs owner, service vs warranty) +5. Budget signoff workflow (proposed → approved → complete with actual cost) +6. Integration: + - Agent 3 (Maintenance) → Service Calendar + - Agent 2 (Inventory) → Warranty Calendar + - Agent 3A (VAT) → Work Roadmap Calendar (exit deadlines) + - Agent 6 (Accounting) → Work Roadmap Calendar (budget vs actual tracking) + +--- + +## Next Steps for Session 2 + +**Agent 10A: Stakeholder Dashboard Design (NEW AGENT)** +- Read this document (STAKEHOLDER_DASHBOARD_STRATEGY.md) +- Design wireframes for 6 stakeholder dashboards +- Define RBAC matrix (who sees what) +- Email auto-import workflow with batch validation +- Integration with Session 2 architecture (WhatsApp, accounting, document versioning) + +**Deliverable:** Complete stakeholder dashboard spec + wireframes + RBAC implementation plan + +--- + +**This is what makes NaviDocs truly compelling: It solves pain points for EVERYONE, not just the owner.** + +- Owner: Peace of mind (camera, maintenance reminders) +- Captain: Easy expense submission + fleet ops +- After-sales: AI handles 80% of questions + churn prevention +- Sylvain: Business intelligence (who'll buy next boat?) +- Accountant: Tax compliance made easy +- Chef/Crew: Provisioning made simple + +**Result: Sylvain has no choice but to include NaviDocs by default. Everyone benefits.**