hackforla
Product: Section 2 | Coordinator Automatic Assignment Feature Integrated with Dashboard
🧩 Overview
[Provide a brief description of the feature, outlining its purpose and expected outcome see the related user story - We need to do X for Y reason.]
🧠 Problem Statement
What problem are we solving, and why is it important? Example: Hosts currently lack an easy way to share information about themselves and their homes for the matching process.
🙋♀️ User Story
As a [type of user],
I want [some goal or capability],
So that [reason or value it delivers].
Example:
As a Host,
I want to fill out a Profile with details about myself and my home,
So that I can be accurately matched with a guest.
🎯 Acceptance Criteria (Definition of Done)
Transfer information to Design to Engineering Issue to be checked off These high-level criteria will be detailed further in Design and Engineering handoff templates
- Clear list of conditions to be met for this feature to be considered complete.
- Each should be testable and specific.
Example:
- [ ] Host can access the Profile from the dashboard.
- [ ] All required profile questions display correctly.
- [ ] Hosts can save progress and resume later.
- [ ] The data is stored in the appropriate backend repository.
🔍 Context / Background
Any relevant links, decisions, research, or history.
- Research Summary: [link]
- Previous Discovery Work: [link to doc]
- Related Epics or Projects: [link]
🖼️ Design Notes (Preliminary)
- Is this feature ready for design work? Yes / No
- Any ideas, inspiration, or existing patterns that should be considered?
Example: Use form components from the design system; style similar to Guest Intake Form.
📌 Scope Considerations (In/Out Scope)
- Feature List Add/Update Feature List
- [ ] Added to Feature List and completed information accordingly
In Scope:
- Initial release of host profile questions and storage.
Out of Scope (future or separate stories):
- Matching algorithm
- Admin dashboard for reviewing profiles
🛑 Constraints / Risks / Workflow Dependency
*(Compliance / Regulatory information will be captured in the Feature List, this should be specific to the feature, where applicable)
- Known data dependencies?
- Technical limitations?
Example: We must collect data in a way that meets GDPR and local data privacy laws.
Action Items
- Assign and Prep
- [ ] Product Manager: Understand, draft User Story and self-assign
- [ ] Product Manager: Conduct the necessary research (if applicable), clarify any questions
- [ ] Product Manager: Work with PM team/lead to clarify any questions about the User Story
- [ ] Product Manager: Work with Product Team Lead to assign the appropriate size & complexity
- [ ] Product Manager/Lead: determine if work should be split into multiple issues, if so, create issue(s) and link them in this issue (if applicable) or create as standalone.
- Draft and Review:
- [ ] Product Manager: Change Issue Status to "In Progress"
- [ ] Product Manager: Draft User Story
- [ ] Product Manager: Change Issue Status to "For Review/Feedback Needed"
- [ ] Product Manager: Add Label "Ready for: Design Peer Review"
- [ ] Product 1st Level/Peer Review: Review to ensure the story captures the objective/goal of the feature to be developed and provides adequate for Design and Dev. Provide comment(s) in the comment section of the issue and tag assignee.
- [ ] Product 1st Level/Peer Reviewer: Change Issue Status to "Questions/Clarification" and add label "Ready for Product.....Persona"
- [ ] Product Manager (Assignee): Change Issue Status to "In Progress"
- [ ] Product Manager (Assignee): Review issue comment(s) and resolve accordingly
- [ ] Repeat above steps until all comments are resolved
- [ ] Product 1st Level/Peer Reviewer: Change Issue Status to "For Review/Feedback Needed" and add label "Ready for: Product Lead"
- [ ] 2nd final/Product Lead: Review and provide feedback (if any) in comment section below, add label "Ready for Product...Persona"
- [ ] Repeat above steps until all comments are resolved
🔗 Related Tickets
- Add all related ticket(s) as sub-issues (add picture)
- Design Ticket: [link]
- Engineering Ticket: [link]
- QA Test Plan: [link]
📎 Resources & References
- Existing Research: [Link]
- Brand Guidelines / Design System: [Link]
- Previous or Related Designs: [Link]
Overview
Currently, Coordinators must manually assign each Guest after registration, which delays the onboarding process and increases administrative workload. A referral-based automatic assignment system will streamline this process, ensuring that Guests are pre-assigned to the correct Coordinator upon registration based on the invitation link used.
Problem
Coordinators must manually assign each guest, creating delays. Coordinators also lack realtime notifications when a guest they invited completes registration
User Story
As a Coordinator, I want Guests I invite to be automatically linked to my dashboard, so that I can track and assist my assigned Guests without extra manual intervention.
High-Level Approach
- Coordinator sends prospective guest an invitation email. The email contains a unique registration link with coordinator ID
- Guest Registers Using the Link. The system captures the coordinator ID from the URL and automatically assigns the Guest to that Coordinator
- Coordinator Dashboard updates automatically. The guest immediately appears in the Coordinator's dashboard. A new "Auto-Assigned" guest filter allows Coordinators to view these cases separately under "My Guests"
- Coordinator receives a notification (email or in-app alert that notifies them of a newly assigned Guest.
Acceptance Criteria
- [ ] Guests registering via a Coordinator’s unique link are automatically assigned to that Coordinator.
- [ ] Coordinators can see new Guests immediately in their dashboard under "My Guests."
- [ ] Coordinators receive an email or notification when a Guest registers using their link.
- [ ] A new "Auto-Assigned Guests" filter is available to easily track these assignments.
If Approved
The following sub-issues (handoff issues) will be created to be shared with design and engineering
Design Update dashboard UI for new "Auto-Assigned Guests" filter 1pt (4-6 hours) Design Coordinator Notification (Email & In-App Alert 1pt (4-6 hours) Approx 2 points (8-12 hours total)
Engineering Modify Coordinator Dashboard to display newly assigned Guests 2pt (7-12 hours) Implement "Auto-Assigned Guests" filter 2pt (7-12 hours) Create Coordinator notifications for new Guest assignments 1pt (4-6 hours) Approx 5 pt (18-30 hours)
