894df54f7d
**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 <noreply@anthropic.com>
882 lines
44 KiB
Markdown
882 lines
44 KiB
Markdown
# NaviDocs Stakeholder Dashboard & Email Integration Strategy
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**Critical Strategic Questions Answered**
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**Created:** 2025-11-13
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**For:** Session 1 (Agent 3A: After-Sales Pain Points) + Session 2 (Agent 10A: Dashboard Design)
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---
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## 🎯 Strategic Questions to Answer
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1. **What do after-sales need so they don't want to quit their jobs?**
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2. **What does Sylvain need to monitor customer engagement and satisfaction?**
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3. **Should NaviDocs open to a boat dashboard? What does it look like for each stakeholder?**
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4. **Email auto-import with boat name mention - how to avoid confidential doc leaks?**
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5. **Stakeholder access control: own docs only, or batch validation?**
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---
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## 1. After-Sales Pain Points (Why They Want to Quit)
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### **Current After-Sales Nightmare:**
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**Problem 1: Repetitive Questions (80% of time)**
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- Owner: "When was last service?" → After-sales searches emails, calls marina, waits for response
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- Owner: "Where's the warranty for X?" → After-sales searches filing system, maybe asks broker
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- Owner: "How do I reset the autopilot?" → After-sales searches manual PDFs, troubleshoots
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- **Result:** After-sales = human search engine, answering same questions 100x/year
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**Problem 2: No Visibility into Owner Satisfaction**
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- Owner stops responding to messages → churn risk unknown until owner complains to Sylvain
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- No way to track: Is owner using the boat? Happy with service? Likely to buy next boat from us?
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- **Result:** After-sales reacts to problems, never prevents them
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**Problem 3: Manual Data Entry Hell**
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- Service completed → manually log in CRM (if they even have one)
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- Owner sends receipt photo via WhatsApp → manually file somewhere
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- Warranty claim → manually gather docs, email manufacturer, track status
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- **Result:** After-sales = data entry clerk, not relationship manager
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**Problem 4: No Clear Success Metrics**
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- Boss asks: "How many owners are satisfied?" → After-sales: "Uh... nobody complained this week?"
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- No KPIs: response time, issue resolution rate, owner satisfaction score
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- **Result:** After-sales has no way to prove their value
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### **NaviDocs Solution for After-Sales:**
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**1. AI Agent Handles 80% of Repetitive Questions**
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- Owner asks in WhatsApp: "When was last service?" → AI responds instantly with maintenance log
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- Owner: "Where's tender warranty?" → AI responds with doc link
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- **Result:** After-sales freed from being human search engine
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**2. Satisfaction Dashboard (Real-Time Visibility)**
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- See which owners are engaged (checking camera, logging expenses, using app)
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- See which owners are at risk (haven't logged in 30 days, no maintenance logged, no WhatsApp activity)
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- **Churn Prevention:** Proactively reach out before owner gets frustrated
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**3. Automated Data Entry**
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- Service completed → Captain logs in WhatsApp → AI auto-creates maintenance entry
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- Owner sends receipt photo → AI OCR extracts, creates expense entry, files doc
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- Warranty claim → AI gathers all related docs, generates submission package
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- **Result:** After-sales = relationship manager, not data entry clerk
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**4. Clear Success Metrics**
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- Average response time to owner questions
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- Issue resolution rate (how many issues closed vs escalated)
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- Owner satisfaction score (based on engagement + survey responses)
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- **Result:** After-sales can prove their value to management
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---
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## 2. Sylvain's Customer Engagement & Satisfaction Dashboard
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### **What Sylvain Needs to Know:**
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**Pre-Sale (Lead Qualification):**
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- Which boat models have highest owner satisfaction?
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- What are top 3 pain points owners report in first 90 days?
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- Which features drive repeat purchases (owners who buy 2nd boat from us)?
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**Post-Sale (Retention & Upsell):**
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- Which owners are likely to buy next boat from us? (engagement score: high = likely buyer)
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- Which owners are at churn risk? (low engagement = might buy elsewhere next time)
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- Which owners are good referral sources? (high satisfaction + social activity)
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### **Sylvain's Dashboard (Dealer/Broker View):**
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**Tab 1: Fleet Overview**
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- Total boats sold with NaviDocs included: 150
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- Active users: 127 (85% activation rate)
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- At-risk boats (no activity 30+ days): 8 (5%)
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- High engagement boats (daily activity): 45 (30%)
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**Tab 2: Customer Satisfaction Heatmap**
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- Boat ID → Owner → Last active → Satisfaction score (1-10)
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- Color-coded: Green (9-10), Yellow (6-8), Red (1-5), Gray (no data)
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- Click boat → drill down to: maintenance frequency, expense patterns, WhatsApp activity
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**Tab 3: Engagement Trends**
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- Chart: Weekly active users over time (trending up = good, down = investigate)
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- Feature usage: Camera checks (60%), Maintenance logs (40%), Expense tracking (30%)
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- Churn indicators: Owners who stopped logging in (follow-up needed)
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**Tab 4: After-Sales Performance**
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- Average response time: 12 minutes (target: <15min)
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- Issue resolution rate: 92% (target: >90%)
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- Owner NPS (Net Promoter Score): +67 (excellent)
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**Tab 5: Upsell Opportunities**
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- Owners with high engagement + boat age >3 years = likely to upgrade soon
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- Owners asking about new features = potential add-on sales (cameras, monitoring hardware)
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### **Privacy & GDPR Compliance:**
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- Sylvain sees **aggregated satisfaction scores**, not individual owner messages
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- Individual owner data (WhatsApp chats, expenses) visible only to: Owner, After-sales, Captain (role-based access)
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- Dashboard shows: "Owner X has satisfaction score 8/10" but NOT "Owner X said..."
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---
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## 3. Stakeholder Dashboards (Role-Based Views)
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### **Principle: Each Stakeholder Opens to THEIR Dashboard**
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**When you open NaviDocs, you see:**
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- **Owner:** My boat dashboard (camera, maintenance due, expenses YTD, recent docs)
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- **Captain:** Fleet dashboard (if managing multiple boats) OR single boat ops dashboard
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- **After-Sales:** Support queue (pending questions, at-risk boats, recent activity)
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- **Sylvain (Broker):** Satisfaction heatmap (all boats sold, engagement trends, upsell opportunities)
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- **Accountant:** Financial dashboard (expense reports, tax deductions, budget vs actual)
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- **Chef/Crew:** Provisioning dashboard (inventory, expense submissions, contact list)
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---
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### **Owner Dashboard (Default Landing Page)**
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```
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┌─────────────────────────────────────────────────────────┐
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│ MY BOAT: "AURORA" (Prestige 50, 2023) │ VAT: Paid │
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├─────────────────────────────────────────────────────────┤
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│ │
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│ 📷 CAMERA FEED (Live) 📅 CALENDAR (This Week) │
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│ ┌─────────┐ ┌─────────┐ • Thu: Engine service │
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│ │ Bow │ │ Stern │ • Sat: Owner onboard │
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│ │ [image] │ │ [image] │ • Mon: Warranty expires │
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│ └─────────┘ └─────────┘ (tender pump) │
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│ Last check: 2 hours ago │
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│ 🔧 MAINTENANCE DUE │
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│ 📋 RECENT ACTIVITY • Engine service: 12 days│
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│ • Captain logged fuel expense • Hull cleaning: overdue│
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│ • After-sales replied in chat │
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│ • Maintenance reminder sent 💰 EXPENSES (This Month)│
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│ €1,240 / €2,000 budget │
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│ 📄 RECENT DOCUMENTS │
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│ • Tender warranty (v2) 🎯 ACTION ITEMS │
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│ • Engine manual updated [ ] Approve captain │
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│ • Insurance cert (2025) expense €45 │
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│ [ ] Schedule hull clean │
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│ 📊 QUICK STATS [ ] Renew tender warranty│
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│ • Boat value: €1.2M │
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│ • Days used: 18 / 40 (YTD) 💬 WHATSAPP GROUP │
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│ • Annual cost: €42K • 3 unread messages │
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│ • AI answered 2 questions│
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│ │
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│ 🔍 QUICK SEARCH: [Search docs, inventory, calendar] │
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└─────────────────────────────────────────────────────────┘
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```
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**NEW FEATURES ADDED:**
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- **VAT Status:** Top-right shows "VAT: Paid" or "VAT: Non-Paid (Exit due: 23 days)"
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- **Calendar Widget:** Shows this week's events (service, owner onboard, warranty expires, work planned)
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- **Calendar Integration:** All 4 calendar types visible (service, warranty, owner dates, work roadmap)
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**Key Principles:**
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- **Status-at-a-glance:** Camera live, maintenance due, budget status
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- **Action items front-and-center:** Approve expenses, schedule service
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- **Recent activity:** What happened since I last checked?
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- **One-tap actions:** "Call my mechanic", "Check cameras", "Approve expense"
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---
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### **Captain Dashboard**
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```
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┌─────────────────────────────────────────────────────────┐
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│ FLEET OPERATIONS: 3 Boats │
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├─────────────────────────────────────────────────────────┤
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│ │
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│ 🚤 AURORA (Prestige 50) 🚤 SERENITY (Sunseeker)│
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│ • Fuel: 80% • Fuel: 45% ⚠️ │
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│ • Next service: 12 days • Next service: 2 days │
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│ • Pending expense: €45 • All clear │
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│ │
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│ 📋 TODAY'S TASKS │
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│ [ ] Refuel SERENITY (urgent) │
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│ [ ] Submit provisioning receipt (€120) │
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│ [ ] Respond to owner question (WhatsApp) │
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│ │
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│ 💰 EXPENSE SUBMISSIONS (Pending Approval) │
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│ • €45 fuel (AURORA) - awaiting owner approval │
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│ • €120 provisions (SERENITY) - submitted 2h ago │
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│ │
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│ 📞 QUICK CONTACTS │
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│ • Marina: [Call] [Email] │
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│ • Mechanic: [Call] [Email] │
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│ • Fuel delivery: [Call] │
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│ │
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└─────────────────────────────────────────────────────────┘
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```
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**Key Principles:**
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- **Multi-boat view:** If captain manages fleet
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- **Ops-focused:** Fuel, maintenance, supplies
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- **Expense submission workflow:** Easy photo → OCR → submit
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- **Quick contacts:** One-tap call for emergencies
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---
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### **After-Sales Dashboard**
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```
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┌─────────────────────────────────────────────────────────┐
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│ AFTER-SALES SUPPORT QUEUE │
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├─────────────────────────────────────────────────────────┤
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│ │
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│ 🔴 URGENT (2) 🟡 FOLLOW-UP NEEDED (5) │
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│ • AURORA: Owner asking about • SERENITY: No activity│
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│ autopilot error (2 hours) 30 days (churn risk)│
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│ • MISTRAL: Camera offline • Check if owner OK │
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│ │
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│ 🟢 RESOLVED TODAY (8) 📊 SATISFACTION SCORES │
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│ • Warranty question answered • Average: 8.2/10 │
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│ • Maintenance scheduled • This week: +0.3 │
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│ • Receipt filed • NPS: +65 │
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│ │
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│ 📋 MY BOATS (Assigned: 42) │
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│ ┌──────────────────────────────────────────┐ │
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│ │ Boat Owner Last Satisfaction │ │
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│ │ AURORA John M 2h ago 9/10 ✅ │ │
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│ │ SERENITY Sarah L 30d ago 6/10 ⚠️ │ │
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│ │ MISTRAL Pierre D 1d ago 8/10 ✅ │ │
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│ └──────────────────────────────────────────┘ │
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│ │
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│ 🤖 AI AGENT STATS (Today) │
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│ • Questions answered: 24 │
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│ • Questions escalated to me: 3 (12%) │
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│ • Avg response time: 8 seconds │
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│ │
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└─────────────────────────────────────────────────────────┘
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```
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**Key Principles:**
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- **Triage view:** Urgent, follow-up, resolved
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- **At-risk boats highlighted:** Proactive outreach before churn
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- **AI agent helps:** 88% of questions auto-answered, after-sales handles 12% escalations
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- **Success metrics visible:** Response time, satisfaction scores, AI performance
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---
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### **Sylvain (Broker) Dashboard**
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```
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┌─────────────────────────────────────────────────────────┐
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│ RIVIERA PLAISANCE EURO VOILES - NaviDocs Analytics │
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├─────────────────────────────────────────────────────────┤
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│ │
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│ 📊 FLEET HEALTH (150 Boats Sold with NaviDocs) │
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│ • Active users: 127 (85%) • Satisfaction: 8.2/10│
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│ • At-risk: 8 (5%) • NPS: +67 (excellent)│
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│ • High engagement: 45 (30%) │
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│ │
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│ 📈 ENGAGEMENT TRENDS (Last 90 Days) │
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│ [Chart: Weekly active users trending UP +12%] │
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│ │
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│ 🎯 UPSELL OPPORTUNITIES (18 Boats) │
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│ • High engagement + 3+ years old = likely to upgrade │
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│ • Owners asking about cameras (5) = hardware upsell │
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│ • Owners with high expenses = may want accounting pkg │
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│ │
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│ ⚠️ CHURN RISK (8 Boats - Follow-Up Needed) │
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│ • SERENITY: No activity 30 days (owner may be unhappy)│
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│ • OCEANIA: Low satisfaction (4/10) - investigate │
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│ │
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│ 🏆 TOP PERFORMING AFTER-SALES │
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│ • Marie (avg response: 8min, satisfaction: 9.1/10) │
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│ • Jean (avg response: 12min, satisfaction: 8.7/10) │
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│ │
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│ 💰 BUSINESS METRICS │
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│ • MRR (Monthly Recurring): €1,905 (127 × €15) │
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│ • Churn rate: 2% (excellent) │
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│ • Lifetime value per boat: €1,800 (10-year avg) │
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│ │
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└─────────────────────────────────────────────────────────┘
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```
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**Key Principles:**
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- **Business intelligence:** Who's likely to buy next boat? Who's at churn risk?
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- **After-sales performance:** Which team members are stars?
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- **Upsell opportunities:** Data-driven sales pipeline
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- **Privacy-compliant:** Aggregated scores, not individual owner messages
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---
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### **Accountant Dashboard**
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```
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┌─────────────────────────────────────────────────────────┐
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│ FINANCIAL OVERVIEW: "AURORA" │
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├─────────────────────────────────────────────────────────┤
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│ │
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│ 💰 YEAR-TO-DATE (2025) │
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│ • Total expenses: €42,340 │
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│ • Budget: €48,000 (12% under) │
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│ • Tax deductible: €8,450 (charter income related) │
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│ │
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│ 📊 EXPENSE BREAKDOWN │
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│ • Marina fees: €18,000 (43%) │
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│ • Maintenance: €12,000 (28%) │
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│ • Fuel: €6,500 (15%) │
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│ • Insurance: €4,200 (10%) │
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│ • Provisioning: €1,640 (4%) │
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│ │
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│ 🧾 PENDING RECEIPTS (Need Approval) │
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│ • Captain expense: €45 fuel (2h ago) │
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│ • Owner expense: €1,200 electronics (yesterday) │
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│ │
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│ 📥 EXPORT OPTIONS │
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│ [Download Excel] [Download CSV] [Send to Accountant] │
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│ │
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│ 🔍 SEARCH RECEIPTS │
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│ [Search by vendor, date, category, amount] │
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│ │
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└─────────────────────────────────────────────────────────┘
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```
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**Key Principles:**
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- **Financial clarity:** Where is the money going?
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- **Tax compliance:** Auto-identify deductible expenses (if boat used for charter)
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- **Receipt audit trail:** Every expense has receipt photo + OCR data + IF.TTT signature
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- **Export-friendly:** Accountant can download Excel for year-end filing
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---
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### **Chef/Crew Dashboard**
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```
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┌─────────────────────────────────────────────────────────┐
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│ CREW OPERATIONS: "AURORA" │
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├─────────────────────────────────────────────────────────┤
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│ │
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│ 🍽️ PROVISIONING │
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│ • Current inventory: 85% stocked │
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│ • Low stock alerts: Wine (3 bottles), Coffee (1 bag) │
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│ • Next provisioning: 5 days │
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│ │
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│ 💰 EXPENSE SUBMISSIONS │
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│ • Pending: €120 groceries (submitted 2h ago) │
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│ • Approved this month: €850 │
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│ • Budget remaining: €150 │
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│ │
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│ 📞 QUICK CONTACTS │
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│ • Supplier (wine): [Call] [Email] │
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│ • Supplier (produce): [Call] [Email] │
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│ • Captain: [Call] [WhatsApp] │
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│ │
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│ 📋 NOTES FROM OWNER │
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│ • Guest dietary restrictions: 2 vegetarian, 1 gluten-free│
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│ • Preferred wines: Bordeaux reds, Chablis whites │
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│ │
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└─────────────────────────────────────────────────────────┘
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```
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**Key Principles:**
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- **Ops-focused:** Inventory, budget, suppliers
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- **Easy expense submission:** Photo receipt → OCR → submit
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- **Communication:** Quick access to captain, suppliers, owner notes
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---
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## 4. Email Auto-Import with Boat Name Mention
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### **The Vision:**
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Owner receives email with subject "AURORA tender warranty" → NaviDocs auto-imports attachment as document
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### **The Challenges:**
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**Challenge 1: Confidentiality**
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- Broker emails owner about "AURORA" (their boat) + "SERENITY" (another client's boat) in same email
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- NaviDocs should NOT import SERENITY docs to AURORA's tenant
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**Challenge 2: Spam/Noise**
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- Owner receives marketing email mentioning "prestige yachts" → should NOT auto-import
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**Challenge 3: Multi-Tenant Isolation**
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- Captain manages 3 boats → emails might mention all 3 → which tenant gets the doc?
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### **Solution: Email Auto-Import with Validation Workflow**
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**Step 1: Email Monitoring (OAuth Consent)**
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- Owner opts-in: "Connect my Gmail/Outlook to NaviDocs"
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- OAuth permission: Read emails, attachments (no send access)
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- Privacy: NaviDocs server processes locally, doesn't store email body (only metadata + attachments)
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**Step 2: Smart Filtering (AI + Rules)**
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- Email mentions boat name ("AURORA") → Flag for review
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- Email has attachment (PDF, image, docx) → Higher priority
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- Email from known contacts (broker, marina, manufacturer) → Higher confidence
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- Email subject contains keywords: warranty, manual, invoice, receipt, certificate → Higher confidence
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**Step 3: Batch Validation (Weekly Digest)**
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- NaviDocs generates email digest: "We found 5 emails mentioning AURORA with attachments. Review before import?"
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- Owner sees:
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```
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┌─────────────────────────────────────────────────────────┐
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│ 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.**
|