3.7 KiB
3.7 KiB
Feature: Notifications
Source: VSMS Functional Requirements v1.1, Section 5
Delivery
- Email is required for all notifications in MVP.
- SMS is nice-to-have for a future release.
- All Admin notifications are email only.
Monthly Schedule Publish
| FR ID | Requirement | Notes |
|---|---|---|
| FR-N01 | When Admin publishes a month's schedule, each assigned volunteer receives a single email listing all their shifts for that month. | One email per volunteer, not one per shift. |
| FR-N02 | The monthly email includes a single 'I've seen my schedule' acknowledgement button. Clicking it marks the volunteer as acknowledged for that entire month. The email instructs: if they cannot make any shift, they must log in and book time off. | Acknowledgement covers the whole month — not per-shift. |
| FR-N03 | Admin can see acknowledged vs. unacknowledged status per volunteer on the schedule view. Unacknowledged volunteers are visually flagged. |
✦ Nice to Have (post-MVP): If a volunteer has not acknowledged within 3 days of the monthly publish email, the system automatically sends them a reminder.
Open Decisions
- Default acknowledgement state: If a volunteer never responds to the monthly email, are their shifts treated as acknowledged or unacknowledged? (⚠ Open Decision)
- Time-off link in monthly email: Should the email include a direct link to the time-off page for volunteers who know they cannot attend a shift? (⚠ Open Decision)
Shift Reminders
| FR ID | Requirement | Notes |
|---|---|---|
| FR-N04 | 24 hours and 1 hour before each shift, all assigned volunteers receive a reminder notification. | |
| FR-N05 | The 24-hour reminder includes two actions: 'I'll be there' and 'Cannot Attend'. | |
| FR-N06 | If a volunteer clicks 'Cannot Attend', they must select a mandatory reason before submitting. | Options: Sick, Emergency, Work conflict, Other (free text) |
| FR-N07 | On 'Cannot Attend': the shift spot is marked open, the cancellation reason is recorded, and Admin is notified immediately. |
Other Volunteer Notifications
| FR ID | Requirement | Notes |
|---|---|---|
| FR-N08 | When a published shift is edited (assignments or capacity changed), all volunteers assigned to that shift are notified and their acknowledgement status is reset. | |
| FR-N09 | When a volunteer is added to a shift mid-month (after publishing), they receive a notification about the newly added shift. | |
| FR-N10 | When a published month is retracted (unpublished), all assigned volunteers are notified. |
Admin Notifications
Each Admin can configure which of the following they receive. All delivered by email, individually per event.
| FR ID | Event | Content |
|---|---|---|
| FR-N11 | Volunteer clicks 'Cannot Attend' | Volunteer name, shift details, reason provided |
| FR-N12 | Volunteer submits time off | Volunteer name, dates, optional reason |
| FR-N13 | Volunteer claims an open shift | — |
| FR-N14 | Shift drops below minimum volunteer capacity | One alert per threshold breach |
| FR-N15 | Trainee becomes eligible for promotion (2 shifts completed) | Informational only — promotion is always a manual action |
TBD: Admin notification configurability — whether this is a simple toggle list or something more complex depends on implementation effort.
Open Decisions
- Understaffing alert timing: How many days before a shift should Admin be alerted if it is still below minimum capacity? Admin-configurable — default value TBD. (⚠ Open Decision)