navidocs/docs/debates/02-yacht-management-features.md

NaviDocs Yacht Management Features - Stakeholder Debate

Date: 2025-10-19 Use Case: Zen Yacht Management - Multi-yacht fleet operations Participants: 6 stakeholder perspectives Duration: 90 minutes (15 min per stakeholder + synthesis) Goal: Define feature requirements for yacht management company operations

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Context: Zen Yacht Management

Business Profile:

• Fleet Size: 6 yachts under management
• Services: Day-to-day maintenance, emergency response, vendor coordination, documentation, time tracking
• Staff: Part-time captain, day workers, contracted hourly cleaners, administrative team
• Clients: Yacht owners (often absent, require remote oversight)

Current Pain Points:

• Manual time tracking (cleaners, managers, coordinators)
• Warranty status scattered across emails and paper files
• Difficult to prove work completion to owners
• No visibility into who did what, when, and for how long
• Expensive documentation lost or unfindable during emergencies

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Debate Structure

Each stakeholder will advocate for features that solve THEIR specific pain points. The goal is to identify overlapping needs and prioritize features for NaviDocs v1.1 (Yacht Management Edition).

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Stakeholder 1: Yacht Owner (Client)

Profile: Owns 65-foot yacht, spends 8 weeks/year aboard, hires Zen for year-round care

Pain Points

1. "I have no idea what I'm paying for"

   • Monthly invoice shows 47 hours of "management time" - doing what?
   • Cleaner billed 12 hours last month - was boat even cleaned?
   • Can't verify if work actually happened

2. "Where's that warranty paperwork?"

   • Captain says battery is dead, needs replacement ($2,400)
   • I think it's under warranty, but can't find receipt
   • Management company can't find it either
   • End up buying new battery, find warranty 3 months later

3. "Did they actually fix the issue?"

   • Captain reports "bilge pump repaired" - where's the photo proof?
   • Management says "electrical issue diagnosed" - what was the diagnosis?
   • No before/after documentation

4. "I need transparency, not trust-me invoices"

   • Want timestamped photos of cleaning work
   • Want to see diagnostic notes in real-time
   • Want warranty/receipt library I can search from anywhere

Feature Requests

• Time-stamped work logs with photos (proof of work completion)
• Warranty & receipt database (searchable by equipment, date, vendor)
• Automated billing transparency (link invoice line items to logged work)
• Mobile app to view work updates in real-time
• "Owner Dashboard" showing boat status, recent work, upcoming maintenance

Quote

"I'm paying $3,500/month for peace of mind. Right now, I have anxiety instead. Show me what you're doing, and I'll happily pay."

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Stakeholder 2: Management Company (Zen Yacht Management Admin)

Profile: Runs the business, handles billing, client relations, vendor contracts

Pain Points

1. "Time tracking is a nightmare"

   • Captain handwrites hours on paper, emails them weekly
   • Cleaners text hours ("worked 3 hrs Tuesday")
   • Day workers forget to report hours entirely
   • Spend 8 hours/month reconciling time sheets

2. "Warranty claims are money left on the table"

   • Client pays for $2,400 battery, warranty found later - client is furious
   • Can't bill for time spent searching for lost warranty docs
   • Vendors ask "when did you buy this?" - we don't know

3. "Proving our value is impossible"

   • Owner questions $450 charge for "coordinating HVAC repair"
   • We made 12 calls, got 3 quotes, supervised 4-hour repair
   • No documentation = looks like we did nothing

4. "Liability exposure from lost documentation"

   • Owner sues claiming we didn't maintain safety equipment
   • We DID, but can't prove when life raft was last serviced
   • Settle for $15,000 to avoid court

Feature Requests

• Integrated time tracking (captain, cleaners, admin all log in same system)
• Automated invoicing (time logs → invoice line items automatically)
• Warranty/receipt OCR upload (snap photo of receipt, auto-extracted to database)
• Maintenance log with liability protection (timestamped, tamper-proof records)
• Vendor management (contact list, past quotes, service history)
• Client portal (owners can view their boat's status, approve invoices)

Quote

"If we could show owners exactly what we do, we could charge 20% more. Right now, we look like a black box that eats money."

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Stakeholder 3: Part-Time Captain (Hands-On Manager)

Profile: 30 years marine experience, works 15-20 hours/week per boat, hates paperwork

Pain Points

1. "I'm a captain, not a secretary"

   • Spend 25% of my time writing emails about what I did
   • Owner wants photos of EVERYTHING - battery terminals, bilge, engine oil
   • Have to remember to take photos WHILE working (always forget)

2. "I need manuals when I'm on the boat, not in an office"

   • Dead battery at 9 PM on a Sunday
   • Battery manual is in management office (locked)
   • Troubleshoot blindly, waste 2 hours, call owner at 11 PM

3. "Can't remember what I did last month"

   • Owner asks: "When did you last check the zincs?"
   • I did it... sometime in March? Or was it April?
   • No written log because I was elbow-deep in engine oil

4. "Vendor coordination eats my day"

   • HVAC broken, need repair
   • Call vendor, they ask for make/model - I don't know
   • Climb into engine room with flashlight, find model number
   • Vendor asks "Is it under warranty?" - I don't know
   • Call management office, they search emails for 30 minutes

Feature Requests

• Mobile-first app (take photo → auto-log with timestamp + GPS)
• Offline manual access (download PDFs to phone, work without cell signal)
• Voice-to-text work logs (dictate notes while working, app transcribes)
• Equipment database (make/model/serial numbers, warranty status, vendor contacts)
• Quick "I did this" buttons (Check Zincs, Change Oil, Clean Bilge - one tap logs it)
• Photo requirement enforcement ("Did you take a photo?" popup before logging work)

Quote

"Give me an app that takes 30 seconds to log what I did, with a photo, and I'll use it. Make me write an email, and I won't."

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Stakeholder 4: Day Worker (Occasional Maintenance Help)

Profile: Skilled marine technician, hired for specific tasks (engine service, electronics install)

Pain Points

1. "I don't get paid if I don't remember to log hours"

   • Work Tuesday, forget to text hours
   • Remember Friday, text management
   • They say "we already did payroll, you'll get it next month"
   • Lost $280 because I forgot to text

2. "No context when I arrive"

   • Management says "check the generator"
   • I arrive, no one there, don't know what the issue is
   • Waste 30 minutes diagnosing, turns out captain already found problem
   • No handoff notes = wasted time

3. "Can't prove I did the work"

   • Owner disputes charge: "We didn't authorize generator service"
   • I WAS THERE for 4 hours, I have text messages
   • Management can't prove I was there, doesn't pay me

4. "Don't have access to boat history"

   • Install new depth sounder, don't know if old one is under warranty
   • Replace impeller, don't know when it was last replaced
   • No service records = can't advise owner properly

Feature Requests

• Mobile time clock (clock in/out from phone, GPS-verified location)
• Task assignment with context ("Replace impeller, last replaced 2023-04-15, part# XYZ")
• Photo requirements (can't clock out until photo uploaded)
• Real-time hour approval (captain approves hours on the spot, no disputes later)
• Payment transparency (see my logged hours, know when I'll be paid)

Quote

"I'm tired of chasing my paycheck. Let me clock in, do the work, clock out, and get paid. It's 2025."

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Stakeholder 5: Hourly Cleaner (Interior Detailing)

Profile: Professional yacht cleaner, paid hourly, works alone, serves 12 different boats/companies

Pain Points

1. "Time tracking disputes every single month"

   • I know I worked 6 hours, client says I only worked 4
   • No proof either way, I lose 2 hours of pay
   • Happened 3 times last year = $360 lost

2. "Clients don't believe I cleaned if they can't see it"

   • Owner says "you didn't vacuum the salon"
   • I DID, but didn't take photos (too busy cleaning)
   • Get bad review, lose future work

3. "Waiting for access wastes my time"

   • Scheduled 9 AM, captain doesn't arrive until 10:15 AM
   • I don't get paid for waiting
   • Can't clock in until captain unlocks boat

4. "No cleaning checklist = missed spots"

   • Each boat is different, easy to forget what owner wants
   • Owner: "You always forget to clean the aft deck cushions"
   • I don't have a written checklist, I forget

Feature Requests

• GPS + time clock (auto clock-in when I arrive at boat, can't be disputed)
• Photo requirement checklist (Can't complete job without photos of each area)
• Before/after photo pairs (prove I actually cleaned, not just took photos later)
• Boat-specific checklists (each boat has custom cleaning checklist, can't forget items)
• Waiting time logging ("Waiting for access" clock-in category, billed separately)

Quote

"I'm a professional. I do good work. But if I can't prove it, I don't get paid. I need a system that has my back."

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Stakeholder 6: Accounting / Billing

Profile: Handles invoicing, payroll, client billing, tax compliance

Pain Points

1. "Reconciling time is a full-time job"

   • 6 boats × 5 workers each = 30 timesheets/month
   • Captain emails, cleaners text, day workers call
   • Spend 12 hours/month just entering time into QuickBooks

2. "Can't link charges to work performed"

   • Invoice line: "$450 - Coordination services"
   • Owner asks: "For what?"
   • We don't have detailed breakdown linked to that charge

3. "Warranty reimbursements are nightmare"

   • Client paid for $2,400 battery (should've been warranty)
   • Need to submit warranty claim 6 months later
   • Can't find: purchase date, receipt, warranty card, serial number
   • Claim denied, client blames us

4. "Tax audit risk from poor documentation"

   • IRS asks: "Prove these labor expenses are legitimate"
   • We have texts and emails, not timestamped logs
   • Accountant charges $2,000 to reconstruct records

Feature Requests

• Automated time export (all logged hours → CSV for QuickBooks import)
• Invoice line item linking (each charge links to work log + photos)
• Receipt/warranty OCR (snap photo → auto-extract date, amount, warranty terms)
• Audit trail (tamper-proof logs for labor, parts, warranties)
• Client expense tracking (separate tracking per boat, per owner, for billing)
• Automated late payment reminders (client hasn't paid in 30 days → auto-email)

Quote

"If the system could auto-generate invoices from time logs with photo proof, I'd save 15 hours a month. That's $1,500 in labor costs."

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Feature Synthesis: What Everyone Needs

Universal Needs (All 6 Stakeholders)

1. Timestamped photo-based work logs

   • Owner: Proof of work
   • Management: Prove value, reduce disputes
   • Captain: Quick logging without emails
   • Day worker: Proof I was there
   • Cleaner: Before/after photos prevent disputes
   • Accounting: Audit trail

2. Mobile-first time tracking

   • Owner: Real-time visibility
   • Management: Eliminate manual time reconciliation
   • Captain: Log from boat, not office
   • Day worker: Clock in/out from phone
   • Cleaner: GPS-verified time logs
   • Accounting: Automated export to billing

3. Warranty & receipt database

   • Owner: Avoid unnecessary purchases
   • Management: Reduce liability, save client money
   • Captain: Know warranty status while on boat
   • Day worker: Advise clients on warranty claims
   • Cleaner: Not directly needed
   • Accounting: Warranty claim documentation

4. Searchable manual library (offline-capable)

   • Owner: Not directly needed (captain handles)
   • Management: Reduce emergency call volume
   • Captain: CRITICAL - diagnose issues on-site
   • Day worker: Reference specs during work
   • Cleaner: Not directly needed
   • Accounting: Not directly needed

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Prioritized Feature List (MVP → Future)

Phase 1: Trust & Transparency (v1.1 - Q1 2026)

Goal: Eliminate time tracking disputes, prove work completion

• Mobile time clock with GPS verification (all workers)
• Photo-required work logs (before/after pairs)
• Boat-specific work checklists (captain creates, workers complete)
• Real-time owner dashboard (see logged work as it happens)
• Automated invoice generation (time logs → invoice with photo proof)

Estimated Dev Time: 6-8 weeks Business Impact: Reduce billing disputes by 80%, save 10 hours/month in admin

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Phase 2: Equipment & Warranty Intelligence (v1.2 - Q2 2026)

Goal: Never lose a warranty, never buy unnecessary parts

• Equipment database (make/model/serial, per boat)
• Warranty OCR upload (snap receipt → auto-extract warranty end date)
• Warranty expiration alerts ("Battery warranty expires in 30 days")
• Service history per equipment ("Impeller last replaced 2023-04-15")
• Vendor contact database (linked to equipment, past quotes)

Estimated Dev Time: 4-6 weeks Business Impact: Recover $5,000-10,000/year in warranty claims

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Phase 3: Operational Efficiency (v1.3 - Q3 2026)

Goal: Reduce coordination overhead, improve handoffs

• Task assignment system (management assigns tasks to captain/workers)
• Context-rich task cards ("Check bilge pump - owner reported alarm 2024-10-18")
• Handoff notes (captain → day worker notes, visible in app)
• Voice-to-text work logs (dictate notes while working)
• Waiting time tracking (cleaner logs "waiting for access" as billable time)

Estimated Dev Time: 6-8 weeks Business Impact: Reduce wasted time by 15%, improve worker satisfaction

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Phase 4: Compliance & Audit Trail (v1.4 - Q4 2026)

Goal: Liability protection, tax compliance, insurance requirements

• Tamper-proof audit logs (blockchain-style timestamping)
• Safety equipment tracking (life raft service due 2025-06-01)
• Insurance documentation vault (policy docs, claims history)
• Tax-ready reports (labor by boat, by month, exportable)
• Client expense allocation (track costs per owner, per boat)

Estimated Dev Time: 4-6 weeks Business Impact: Reduce insurance premiums, avoid lawsuits, pass tax audits

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Competitive Advantage

Why NaviDocs Wins for Yacht Management

vs. Generic Time Tracking Apps (Clockify, Toggl):

• ❌ No photo proof of work
• ❌ No equipment/warranty database
• ❌ No offline manual access
• ✅ NaviDocs: Marine-specific, photo-required, equipment-aware

vs. Generic Project Management (Asana, Monday.com):

• ❌ Not mobile-first for marine workers
• ❌ No GPS verification
• ❌ No warranty OCR
• ✅ NaviDocs: Built for boats, works offline, marine-specific

vs. Marine Maintenance Software (Dockwa, Marine Manager):

• ✅ Some have maintenance logs
• ❌ Expensive ($200-500/month for 6 boats)
• ❌ Desktop-focused, not mobile-first
• ❌ No integrated time tracking + billing
• ✅ NaviDocs: All-in-one, affordable, mobile-first

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Business Model for Yacht Management Edition

Pricing Tiers

Tier 1: Single Boat Owner (existing NaviDocs)

• $0/month - Document storage + OCR
• Use case: Personal boat owner, DIY maintenance

Tier 2: Yacht Management Starter (NEW)

• $49/month - Up to 3 boats
• Features: Time tracking, photo logs, basic warranty database
• Use case: Small management companies, part-time captains

Tier 3: Yacht Management Pro (NEW)

• $149/month - Up to 10 boats
• Features: All Starter + vendor management, automated invoicing, client portals
• Use case: Zen Yacht Management (6 boats), professional management companies

Tier 4: Fleet Enterprise (NEW)

• $499/month - Unlimited boats
• Features: All Pro + API access, custom integrations, white-label branding
• Use case: Large yacht management companies (20+ boats)

Revenue Projection (Year 1)

• 50 companies × $149/month = $7,450/month = $89,400/year
• Conversion rate: 5% of 1,000 yacht management companies in US
• Churn: 10%/year (sticky due to audit trail lock-in)

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Technical Requirements

New Database Schema

-- Time tracking
CREATE TABLE time_logs (
  id UUID PRIMARY KEY,
  worker_id UUID REFERENCES users(id),
  boat_id UUID REFERENCES entities(id),
  clock_in TIMESTAMP,
  clock_out TIMESTAMP,
  gps_lat DECIMAL,
  gps_lon DECIMAL,
  work_category TEXT, -- 'cleaning', 'maintenance', 'coordination', 'waiting'
  photos TEXT[], -- Array of photo URLs
  notes TEXT,
  approved_by UUID REFERENCES users(id),
  approved_at TIMESTAMP
);

-- Equipment database
CREATE TABLE equipment (
  id UUID PRIMARY KEY,
  boat_id UUID REFERENCES entities(id),
  equipment_type TEXT, -- 'battery', 'impeller', 'hvac', etc.
  make TEXT,
  model TEXT,
  serial_number TEXT,
  purchase_date DATE,
  warranty_end_date DATE,
  vendor_id UUID REFERENCES vendors(id),
  receipt_document_id UUID REFERENCES documents(id),
  service_interval_days INT,
  last_service_date DATE
);

-- Vendors
CREATE TABLE vendors (
  id UUID PRIMARY KEY,
  name TEXT,
  phone TEXT,
  email TEXT,
  service_categories TEXT[], -- 'hvac', 'electrical', 'cleaning'
  notes TEXT
);

-- Tasks
CREATE TABLE tasks (
  id UUID PRIMARY KEY,
  boat_id UUID REFERENCES entities(id),
  assigned_to UUID REFERENCES users(id),
  created_by UUID REFERENCES users(id),
  title TEXT,
  description TEXT,
  due_date TIMESTAMP,
  priority TEXT, -- 'urgent', 'normal', 'low'
  status TEXT, -- 'open', 'in-progress', 'completed'
  completion_photo_urls TEXT[],
  completed_at TIMESTAMP
);

Mobile App Requirements

• Offline-first (React Native with local SQLite)
• Photo compression (reduce 10MB photos → 500KB before upload)
• GPS background tracking (verify worker location during clock-in)
• Voice-to-text (Whisper API for work log dictation)
• Barcode/QR scanner (scan equipment serial numbers)

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Success Metrics

KPIs for v1.1 Launch

• 30-day active users: 100 workers (captains, cleaners, day workers)
• Time logs per week: 500+ (avg 5 per worker)
• Photo upload rate: 90%+ (workers uploading before/after photos)
• Billing dispute reduction: 70%+ (measured via customer surveys)
• Time saved per company: 10+ hours/month (admin reconciliation)

Long-term Goals (Year 1)

• 50 yacht management companies signed up
• 300 boats under management in NaviDocs
• $89,000 ARR (annual recurring revenue)
• 10% churn rate (companies stick due to audit trail)
• 4.5★ App Store rating (workers love mobile app)

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Risks & Mitigations

Risk 1: Captains Resist New Software

Likelihood: High (marine industry is tech-averse) Impact: High (no captain adoption = no value) Mitigation:

• Make mobile app STUPID simple (3 taps to log work + photo)
• Voice-to-text for notes (no typing while hands are greasy)
• Offer phone training for first 10 customers (30 min onboarding call)

Risk 2: Photo Storage Costs Explode

Likelihood: Medium (500 photos/week × 50 companies = 100GB/month) Impact: Medium (could cost $200/month in S3 fees) Mitigation:

• Aggressive photo compression (10MB → 500KB)
• Auto-delete photos after 2 years (configurable)
• Charge $0.10/GB over 50GB/month

Risk 3: GPS Tracking Privacy Concerns

Likelihood: Low (workers know it's for time verification) Impact: High (legal issues if not disclosed) Mitigation:

• Clear privacy policy: "GPS used ONLY during clocked-in hours"
• Workers can see their own GPS logs (transparency)
• Management can't track workers when clocked out

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Debate Conclusion

Unanimous Agreement

All 6 stakeholders agree NaviDocs should prioritize:

1. Mobile-first time tracking with GPS + photos (solves disputes)
2. Warranty database (saves thousands, reduces liability)
3. Offline manual access (captains need it at 9 PM in the marina)

Feature Roadmap Approved

• Q1 2026: Time tracking + photo logs (v1.1)
• Q2 2026: Warranty database (v1.2)
• Q3 2026: Task assignment + voice logs (v1.3)
• Q4 2026: Compliance + audit trail (v1.4)

Next Steps

1. User research: Interview 5 yacht management companies (validate assumptions)
2. Wireframes: Mobile app mockups (time clock, photo upload, work logs)
3. Technical spike: Test GPS accuracy, photo compression, offline sync
4. Pricing validation: Survey 20 companies on willingness to pay $149/month

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Debate Status: ✅ Complete Features Validated: 18 new features identified Revenue Potential: $89,000 ARR Year 1 Risk Level: Medium (captain adoption risk, mitigable) Recommendation: Proceed to user research phase

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Document Version: 1.0 Created: 2025-10-19 Facilitator: Claude Code Participants: 6 stakeholder perspectives (simulated)