navidocs/STAKEHOLDER_DASHBOARD_STRATEGY.md

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)

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🎯 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?

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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

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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..."

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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)

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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

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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

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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)

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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:

  {
    "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.