# NaviDocs Yacht Management Features - Stakeholder Debate **Date:** 2025-10-19 **Use Case:** Zen Yacht Management - Multi-yacht fleet operations **Participants:** 6 stakeholder perspectives **Duration:** 90 minutes (15 min per stakeholder + synthesis) **Goal:** Define feature requirements for yacht management company operations --- ## Context: Zen Yacht Management **Business Profile:** - **Fleet Size:** 6 yachts under management - **Services:** Day-to-day maintenance, emergency response, vendor coordination, documentation, time tracking - **Staff:** Part-time captain, day workers, contracted hourly cleaners, administrative team - **Clients:** Yacht owners (often absent, require remote oversight) **Current Pain Points:** - Manual time tracking (cleaners, managers, coordinators) - Warranty status scattered across emails and paper files - Difficult to prove work completion to owners - No visibility into who did what, when, and for how long - Expensive documentation lost or unfindable during emergencies --- ## Debate Structure Each stakeholder will advocate for features that solve THEIR specific pain points. The goal is to identify overlapping needs and prioritize features for NaviDocs v1.1 (Yacht Management Edition). --- ## Stakeholder 1: Yacht Owner (Client) **Profile:** Owns 65-foot yacht, spends 8 weeks/year aboard, hires Zen for year-round care ### Pain Points 1. **"I have no idea what I'm paying for"** - Monthly invoice shows 47 hours of "management time" - doing what? - Cleaner billed 12 hours last month - was boat even cleaned? - Can't verify if work actually happened 2. **"Where's that warranty paperwork?"** - Captain says battery is dead, needs replacement ($2,400) - I think it's under warranty, but can't find receipt - Management company can't find it either - End up buying new battery, find warranty 3 months later 3. **"Did they actually fix the issue?"** - Captain reports "bilge pump repaired" - where's the photo proof? - Management says "electrical issue diagnosed" - what was the diagnosis? - No before/after documentation 4. **"I need transparency, not trust-me invoices"** - Want timestamped photos of cleaning work - Want to see diagnostic notes in real-time - Want warranty/receipt library I can search from anywhere ### Feature Requests - [ ] **Time-stamped work logs** with photos (proof of work completion) - [ ] **Warranty & receipt database** (searchable by equipment, date, vendor) - [ ] **Automated billing transparency** (link invoice line items to logged work) - [ ] **Mobile app** to view work updates in real-time - [ ] **"Owner Dashboard"** showing boat status, recent work, upcoming maintenance ### Quote > "I'm paying $3,500/month for peace of mind. Right now, I have anxiety instead. Show me what you're doing, and I'll happily pay." --- ## Stakeholder 2: Management Company (Zen Yacht Management Admin) **Profile:** Runs the business, handles billing, client relations, vendor contracts ### Pain Points 1. **"Time tracking is a nightmare"** - Captain handwrites hours on paper, emails them weekly - Cleaners text hours ("worked 3 hrs Tuesday") - Day workers forget to report hours entirely - Spend 8 hours/month reconciling time sheets 2. **"Warranty claims are money left on the table"** - Client pays for $2,400 battery, warranty found later - client is furious - Can't bill for time spent searching for lost warranty docs - Vendors ask "when did you buy this?" - we don't know 3. **"Proving our value is impossible"** - Owner questions $450 charge for "coordinating HVAC repair" - We made 12 calls, got 3 quotes, supervised 4-hour repair - No documentation = looks like we did nothing 4. **"Liability exposure from lost documentation"** - Owner sues claiming we didn't maintain safety equipment - We DID, but can't prove when life raft was last serviced - Settle for $15,000 to avoid court ### Feature Requests - [ ] **Integrated time tracking** (captain, cleaners, admin all log in same system) - [ ] **Automated invoicing** (time logs → invoice line items automatically) - [ ] **Warranty/receipt OCR upload** (snap photo of receipt, auto-extracted to database) - [ ] **Maintenance log with liability protection** (timestamped, tamper-proof records) - [ ] **Vendor management** (contact list, past quotes, service history) - [ ] **Client portal** (owners can view their boat's status, approve invoices) ### Quote > "If we could show owners exactly what we do, we could charge 20% more. Right now, we look like a black box that eats money." --- ## Stakeholder 3: Part-Time Captain (Hands-On Manager) **Profile:** 30 years marine experience, works 15-20 hours/week per boat, hates paperwork ### Pain Points 1. **"I'm a captain, not a secretary"** - Spend 25% of my time writing emails about what I did - Owner wants photos of EVERYTHING - battery terminals, bilge, engine oil - Have to remember to take photos WHILE working (always forget) 2. **"I need manuals when I'm on the boat, not in an office"** - Dead battery at 9 PM on a Sunday - Battery manual is in management office (locked) - Troubleshoot blindly, waste 2 hours, call owner at 11 PM 3. **"Can't remember what I did last month"** - Owner asks: "When did you last check the zincs?" - I did it... sometime in March? Or was it April? - No written log because I was elbow-deep in engine oil 4. **"Vendor coordination eats my day"** - HVAC broken, need repair - Call vendor, they ask for make/model - I don't know - Climb into engine room with flashlight, find model number - Vendor asks "Is it under warranty?" - I don't know - Call management office, they search emails for 30 minutes ### Feature Requests - [ ] **Mobile-first app** (take photo → auto-log with timestamp + GPS) - [ ] **Offline manual access** (download PDFs to phone, work without cell signal) - [ ] **Voice-to-text work logs** (dictate notes while working, app transcribes) - [ ] **Equipment database** (make/model/serial numbers, warranty status, vendor contacts) - [ ] **Quick "I did this" buttons** (Check Zincs, Change Oil, Clean Bilge - one tap logs it) - [ ] **Photo requirement enforcement** ("Did you take a photo?" popup before logging work) ### Quote > "Give me an app that takes 30 seconds to log what I did, with a photo, and I'll use it. Make me write an email, and I won't." --- ## Stakeholder 4: Day Worker (Occasional Maintenance Help) **Profile:** Skilled marine technician, hired for specific tasks (engine service, electronics install) ### Pain Points 1. **"I don't get paid if I don't remember to log hours"** - Work Tuesday, forget to text hours - Remember Friday, text management - They say "we already did payroll, you'll get it next month" - Lost $280 because I forgot to text 2. **"No context when I arrive"** - Management says "check the generator" - I arrive, no one there, don't know what the issue is - Waste 30 minutes diagnosing, turns out captain already found problem - No handoff notes = wasted time 3. **"Can't prove I did the work"** - Owner disputes charge: "We didn't authorize generator service" - I WAS THERE for 4 hours, I have text messages - Management can't prove I was there, doesn't pay me 4. **"Don't have access to boat history"** - Install new depth sounder, don't know if old one is under warranty - Replace impeller, don't know when it was last replaced - No service records = can't advise owner properly ### Feature Requests - [ ] **Mobile time clock** (clock in/out from phone, GPS-verified location) - [ ] **Task assignment with context** ("Replace impeller, last replaced 2023-04-15, part# XYZ") - [ ] **Photo requirements** (can't clock out until photo uploaded) - [ ] **Real-time hour approval** (captain approves hours on the spot, no disputes later) - [ ] **Payment transparency** (see my logged hours, know when I'll be paid) ### Quote > "I'm tired of chasing my paycheck. Let me clock in, do the work, clock out, and get paid. It's 2025." --- ## Stakeholder 5: Hourly Cleaner (Interior Detailing) **Profile:** Professional yacht cleaner, paid hourly, works alone, serves 12 different boats/companies ### Pain Points 1. **"Time tracking disputes every single month"** - I know I worked 6 hours, client says I only worked 4 - No proof either way, I lose 2 hours of pay - Happened 3 times last year = $360 lost 2. **"Clients don't believe I cleaned if they can't see it"** - Owner says "you didn't vacuum the salon" - I DID, but didn't take photos (too busy cleaning) - Get bad review, lose future work 3. **"Waiting for access wastes my time"** - Scheduled 9 AM, captain doesn't arrive until 10:15 AM - I don't get paid for waiting - Can't clock in until captain unlocks boat 4. **"No cleaning checklist = missed spots"** - Each boat is different, easy to forget what owner wants - Owner: "You always forget to clean the aft deck cushions" - I don't have a written checklist, I forget ### Feature Requests - [ ] **GPS + time clock** (auto clock-in when I arrive at boat, can't be disputed) - [ ] **Photo requirement checklist** (Can't complete job without photos of each area) - [ ] **Before/after photo pairs** (prove I actually cleaned, not just took photos later) - [ ] **Boat-specific checklists** (each boat has custom cleaning checklist, can't forget items) - [ ] **Waiting time logging** ("Waiting for access" clock-in category, billed separately) ### Quote > "I'm a professional. I do good work. But if I can't prove it, I don't get paid. I need a system that has my back." --- ## Stakeholder 6: Accounting / Billing **Profile:** Handles invoicing, payroll, client billing, tax compliance ### Pain Points 1. **"Reconciling time is a full-time job"** - 6 boats × 5 workers each = 30 timesheets/month - Captain emails, cleaners text, day workers call - Spend 12 hours/month just entering time into QuickBooks 2. **"Can't link charges to work performed"** - Invoice line: "$450 - Coordination services" - Owner asks: "For what?" - We don't have detailed breakdown linked to that charge 3. **"Warranty reimbursements are nightmare"** - Client paid for $2,400 battery (should've been warranty) - Need to submit warranty claim 6 months later - Can't find: purchase date, receipt, warranty card, serial number - Claim denied, client blames us 4. **"Tax audit risk from poor documentation"** - IRS asks: "Prove these labor expenses are legitimate" - We have texts and emails, not timestamped logs - Accountant charges $2,000 to reconstruct records ### Feature Requests - [ ] **Automated time export** (all logged hours → CSV for QuickBooks import) - [ ] **Invoice line item linking** (each charge links to work log + photos) - [ ] **Receipt/warranty OCR** (snap photo → auto-extract date, amount, warranty terms) - [ ] **Audit trail** (tamper-proof logs for labor, parts, warranties) - [ ] **Client expense tracking** (separate tracking per boat, per owner, for billing) - [ ] **Automated late payment reminders** (client hasn't paid in 30 days → auto-email) ### Quote > "If the system could auto-generate invoices from time logs with photo proof, I'd save 15 hours a month. That's $1,500 in labor costs." --- ## Feature Synthesis: What Everyone Needs ### Universal Needs (All 6 Stakeholders) 1. **Timestamped photo-based work logs** - Owner: Proof of work - Management: Prove value, reduce disputes - Captain: Quick logging without emails - Day worker: Proof I was there - Cleaner: Before/after photos prevent disputes - Accounting: Audit trail 2. **Mobile-first time tracking** - Owner: Real-time visibility - Management: Eliminate manual time reconciliation - Captain: Log from boat, not office - Day worker: Clock in/out from phone - Cleaner: GPS-verified time logs - Accounting: Automated export to billing 3. **Warranty & receipt database** - Owner: Avoid unnecessary purchases - Management: Reduce liability, save client money - Captain: Know warranty status while on boat - Day worker: Advise clients on warranty claims - Cleaner: Not directly needed - Accounting: Warranty claim documentation 4. **Searchable manual library (offline-capable)** - Owner: Not directly needed (captain handles) - Management: Reduce emergency call volume - Captain: **CRITICAL** - diagnose issues on-site - Day worker: Reference specs during work - Cleaner: Not directly needed - Accounting: Not directly needed --- ## Prioritized Feature List (MVP → Future) ### Phase 1: Trust & Transparency (v1.1 - Q1 2026) **Goal:** Eliminate time tracking disputes, prove work completion - [ ] **Mobile time clock** with GPS verification (all workers) - [ ] **Photo-required work logs** (before/after pairs) - [ ] **Boat-specific work checklists** (captain creates, workers complete) - [ ] **Real-time owner dashboard** (see logged work as it happens) - [ ] **Automated invoice generation** (time logs → invoice with photo proof) **Estimated Dev Time:** 6-8 weeks **Business Impact:** Reduce billing disputes by 80%, save 10 hours/month in admin --- ### Phase 2: Equipment & Warranty Intelligence (v1.2 - Q2 2026) **Goal:** Never lose a warranty, never buy unnecessary parts - [ ] **Equipment database** (make/model/serial, per boat) - [ ] **Warranty OCR upload** (snap receipt → auto-extract warranty end date) - [ ] **Warranty expiration alerts** ("Battery warranty expires in 30 days") - [ ] **Service history per equipment** ("Impeller last replaced 2023-04-15") - [ ] **Vendor contact database** (linked to equipment, past quotes) **Estimated Dev Time:** 4-6 weeks **Business Impact:** Recover $5,000-10,000/year in warranty claims --- ### Phase 3: Operational Efficiency (v1.3 - Q3 2026) **Goal:** Reduce coordination overhead, improve handoffs - [ ] **Task assignment system** (management assigns tasks to captain/workers) - [ ] **Context-rich task cards** ("Check bilge pump - owner reported alarm 2024-10-18") - [ ] **Handoff notes** (captain → day worker notes, visible in app) - [ ] **Voice-to-text work logs** (dictate notes while working) - [ ] **Waiting time tracking** (cleaner logs "waiting for access" as billable time) **Estimated Dev Time:** 6-8 weeks **Business Impact:** Reduce wasted time by 15%, improve worker satisfaction --- ### Phase 4: Compliance & Audit Trail (v1.4 - Q4 2026) **Goal:** Liability protection, tax compliance, insurance requirements - [ ] **Tamper-proof audit logs** (blockchain-style timestamping) - [ ] **Safety equipment tracking** (life raft service due 2025-06-01) - [ ] **Insurance documentation vault** (policy docs, claims history) - [ ] **Tax-ready reports** (labor by boat, by month, exportable) - [ ] **Client expense allocation** (track costs per owner, per boat) **Estimated Dev Time:** 4-6 weeks **Business Impact:** Reduce insurance premiums, avoid lawsuits, pass tax audits --- ## Competitive Advantage ### Why NaviDocs Wins for Yacht Management **vs. Generic Time Tracking Apps (Clockify, Toggl):** - ❌ No photo proof of work - ❌ No equipment/warranty database - ❌ No offline manual access - ✅ NaviDocs: **Marine-specific, photo-required, equipment-aware** **vs. Generic Project Management (Asana, Monday.com):** - ❌ Not mobile-first for marine workers - ❌ No GPS verification - ❌ No warranty OCR - ✅ NaviDocs: **Built for boats, works offline, marine-specific** **vs. Marine Maintenance Software (Dockwa, Marine Manager):** - ✅ Some have maintenance logs - ❌ Expensive ($200-500/month for 6 boats) - ❌ Desktop-focused, not mobile-first - ❌ No integrated time tracking + billing - ✅ NaviDocs: **All-in-one, affordable, mobile-first** --- ## Business Model for Yacht Management Edition ### Pricing Tiers **Tier 1: Single Boat Owner** (existing NaviDocs) - $0/month - Document storage + OCR - Use case: Personal boat owner, DIY maintenance **Tier 2: Yacht Management Starter** (NEW) - $49/month - Up to 3 boats - Features: Time tracking, photo logs, basic warranty database - Use case: Small management companies, part-time captains **Tier 3: Yacht Management Pro** (NEW) - $149/month - Up to 10 boats - Features: All Starter + vendor management, automated invoicing, client portals - Use case: Zen Yacht Management (6 boats), professional management companies **Tier 4: Fleet Enterprise** (NEW) - $499/month - Unlimited boats - Features: All Pro + API access, custom integrations, white-label branding - Use case: Large yacht management companies (20+ boats) ### Revenue Projection (Year 1) - 50 companies × $149/month = **$7,450/month** = **$89,400/year** - Conversion rate: 5% of 1,000 yacht management companies in US - Churn: 10%/year (sticky due to audit trail lock-in) --- ## Technical Requirements ### New Database Schema ```sql -- Time tracking CREATE TABLE time_logs ( id UUID PRIMARY KEY, worker_id UUID REFERENCES users(id), boat_id UUID REFERENCES entities(id), clock_in TIMESTAMP, clock_out TIMESTAMP, gps_lat DECIMAL, gps_lon DECIMAL, work_category TEXT, -- 'cleaning', 'maintenance', 'coordination', 'waiting' photos TEXT[], -- Array of photo URLs notes TEXT, approved_by UUID REFERENCES users(id), approved_at TIMESTAMP ); -- Equipment database CREATE TABLE equipment ( id UUID PRIMARY KEY, boat_id UUID REFERENCES entities(id), equipment_type TEXT, -- 'battery', 'impeller', 'hvac', etc. make TEXT, model TEXT, serial_number TEXT, purchase_date DATE, warranty_end_date DATE, vendor_id UUID REFERENCES vendors(id), receipt_document_id UUID REFERENCES documents(id), service_interval_days INT, last_service_date DATE ); -- Vendors CREATE TABLE vendors ( id UUID PRIMARY KEY, name TEXT, phone TEXT, email TEXT, service_categories TEXT[], -- 'hvac', 'electrical', 'cleaning' notes TEXT ); -- Tasks CREATE TABLE tasks ( id UUID PRIMARY KEY, boat_id UUID REFERENCES entities(id), assigned_to UUID REFERENCES users(id), created_by UUID REFERENCES users(id), title TEXT, description TEXT, due_date TIMESTAMP, priority TEXT, -- 'urgent', 'normal', 'low' status TEXT, -- 'open', 'in-progress', 'completed' completion_photo_urls TEXT[], completed_at TIMESTAMP ); ``` ### Mobile App Requirements - **Offline-first** (React Native with local SQLite) - **Photo compression** (reduce 10MB photos → 500KB before upload) - **GPS background tracking** (verify worker location during clock-in) - **Voice-to-text** (Whisper API for work log dictation) - **Barcode/QR scanner** (scan equipment serial numbers) --- ## Success Metrics ### KPIs for v1.1 Launch - **30-day active users:** 100 workers (captains, cleaners, day workers) - **Time logs per week:** 500+ (avg 5 per worker) - **Photo upload rate:** 90%+ (workers uploading before/after photos) - **Billing dispute reduction:** 70%+ (measured via customer surveys) - **Time saved per company:** 10+ hours/month (admin reconciliation) ### Long-term Goals (Year 1) - **50 yacht management companies** signed up - **300 boats** under management in NaviDocs - **$89,000 ARR** (annual recurring revenue) - **10% churn rate** (companies stick due to audit trail) - **4.5★ App Store rating** (workers love mobile app) --- ## Risks & Mitigations ### Risk 1: Captains Resist New Software **Likelihood:** High (marine industry is tech-averse) **Impact:** High (no captain adoption = no value) **Mitigation:** - Make mobile app STUPID simple (3 taps to log work + photo) - Voice-to-text for notes (no typing while hands are greasy) - Offer phone training for first 10 customers (30 min onboarding call) ### Risk 2: Photo Storage Costs Explode **Likelihood:** Medium (500 photos/week × 50 companies = 100GB/month) **Impact:** Medium (could cost $200/month in S3 fees) **Mitigation:** - Aggressive photo compression (10MB → 500KB) - Auto-delete photos after 2 years (configurable) - Charge $0.10/GB over 50GB/month ### Risk 3: GPS Tracking Privacy Concerns **Likelihood:** Low (workers know it's for time verification) **Impact:** High (legal issues if not disclosed) **Mitigation:** - Clear privacy policy: "GPS used ONLY during clocked-in hours" - Workers can see their own GPS logs (transparency) - Management can't track workers when clocked out --- ## Debate Conclusion ### Unanimous Agreement All 6 stakeholders agree NaviDocs should prioritize: 1. **Mobile-first time tracking** with GPS + photos (solves disputes) 2. **Warranty database** (saves thousands, reduces liability) 3. **Offline manual access** (captains need it at 9 PM in the marina) ### Feature Roadmap Approved - **Q1 2026:** Time tracking + photo logs (v1.1) - **Q2 2026:** Warranty database (v1.2) - **Q3 2026:** Task assignment + voice logs (v1.3) - **Q4 2026:** Compliance + audit trail (v1.4) ### Next Steps 1. **User research:** Interview 5 yacht management companies (validate assumptions) 2. **Wireframes:** Mobile app mockups (time clock, photo upload, work logs) 3. **Technical spike:** Test GPS accuracy, photo compression, offline sync 4. **Pricing validation:** Survey 20 companies on willingness to pay $149/month --- **Debate Status:** ✅ Complete **Features Validated:** 18 new features identified **Revenue Potential:** $89,000 ARR Year 1 **Risk Level:** Medium (captain adoption risk, mitigable) **Recommendation:** Proceed to user research phase --- **Document Version:** 1.0 **Created:** 2025-10-19 **Facilitator:** Claude Code **Participants:** 6 stakeholder perspectives (simulated)