Section 2 | Coordinator: Confirm completion of Onboarding Events

[lasryariel]

Dependencies

• Design work is in progress for this story, being tracked in #736

Context:

• This story covers a portion of functionality needed for #454
• The terms "application" and "intake profile" may be used interchangeably.

The Problem

Currently Coordinators do not have an online way to track that a Guest/Host has completed applicable key Onboarding Events (trainings, inspections, interviews).

User Story:

As a coordinator, I want to track the scheduled dates and completion status of key onboarding events for each guest and host so I can easily see which events have been completed and which still need to be scheduled. Additionally, I need a scheduling feature that allows Guests and Hosts to sign up for available slots, ensuring timely onboarding and reducing my manual scheduling effort.

High Level Approach

When a Guest/Host is selected from the table in the dashboard (#501), Coordinator can see the applicable key onboarding events for that Guest/Host, including the scheduled date and completion date.

Acceptance Criteria

• [ ] Coordinator can easily find the Onboarding Events for a Guest/Host when starting from the Dashboard.
• [ ] Coordinator can see the following Onboarding Events depending on if a Guest or a Host is selected
  • [ ] Guest
    • [ ] Guest Coordinator Interview
    • [ ] Guest Training Session
  • [ ] Host
    • [ ] Host Coordinator Interview
    • [ ] Home Inspection
    • [ ] Host Training Session
  • [ ] The order of these events should be displayed as listed above, as they are linear
• [ ] For each onboarding event Coordinator can see and edit the following fields
  • [ ] Status/Completion field or checkbox
  • [ ] Scheduled Date/Time field (optional)
  • [ ] Completed Date/Time field (required if event is marked as completed)
• [ ] When Status is marked as completed/checked, Coordinator is prompted and required to fill out the Completion Date
  • [ ] If a Scheduled Date exists, the Completion Date should be set to match the Scheduled Date
  • [ ] If no Scheduled Date exists, the Completion Date should default to today's date
  • [ ] In both of these cases, the Completion Date should still be editable by the Coordinator
• [ ] Guests and Hosts receive a link to a calendar tool (e.g. Calendly, Jotform, Sign Up Genius) to view available timeslots for required onboarding events. The system sends confirmation emails or notifications to Guests, Hosts, and the Coordinator once a slot is booked. Coordinators can manually adjust scheduled schedules if needed, with changes reflected in real time.

Metrics

• Time to load after marking an event as completed
• Number of events not marked as complete with past scheduled dates

Considerations

• Coordinators will be using desktop or tablet--> use responsive design
• The events are meant to happen in a linear order, so a “step by step” flow should be considered in the design

Design

• [ ] Review Existing Design
• [ ] Updating Design as Needed
• [ ] Designs are edited and ready for engineering. Link to the Figma: (share Figma link here when ready)

Engineering

Team Reviews:

• [ ] Product - Ariel
• [ ] Design - Help Needed
• [ ] Engineering - Help Needed