Add project scope documentation for AI playgroup registration system
Define complete non-technical scope for replacing Google Forms registration with an AI-powered conversational agent. Includes: - Registration data requirements (13 fields with validation rules) - Knowledge base content (fees, regulations, schedule, FAQ from official PDFs) - Conversation flow design with bilingual support (German/English) - Agent personality guidelines (warm & friendly tone) - Admin notification routing by playgroup type - Email reminder system for incomplete registrations - Data export formats (CSV/JSON) - Channel configuration (email + chat) - Release priorities (MVP scope defined) Co-Authored-By: Claude Opus 4.5 <noreply@anthropic.com>
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Claude Opus 4.5
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# Data Export Formats
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## CSV Export
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### Filename Format
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```
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registrations_[YYYY-MM-DD].csv
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registrations_[YYYY-MM-DD]_indoor.csv
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registrations_[YYYY-MM-DD]_outdoor.csv
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```
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### Column Structure
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| Column | Description | Example |
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|--------|-------------|---------|
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| registration_id | Unique identifier | REG-2024-001 |
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| submitted_at | Submission date/time | 2024-09-15 14:30:00 |
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| channel | Registration channel | email / chat |
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| child_name | Child's full name | Emma Müller |
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| child_dob | Date of birth | 2021-03-15 |
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| child_age_years | Age in years | 3 |
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| child_age_months | Additional months | 6 |
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| special_needs | Special needs/medical | Peanut allergy |
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| playgroup_types | Selected types | indoor,outdoor |
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| selected_days | Booked days | monday,wednesday |
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| monthly_fee | Calculated fee | 130 |
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| parent_name | Parent/guardian name | Maria Müller |
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| parent_address | Street address | Sunnetalstrasse 12 |
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| parent_postal_code | Postal code | 8117 |
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| parent_city | City | Fällanden |
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| parent_phone | Phone number | +41 79 123 45 67 |
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| parent_email | Email address | maria@example.com |
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| emergency_name | Emergency contact name | Hans Müller |
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| emergency_phone | Emergency contact phone | +41 79 987 65 43 |
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### CSV Formatting Rules
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- UTF-8 encoding (for German characters: ä, ö, ü, etc.)
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- Comma-separated values
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- Values with commas wrapped in quotes
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- Header row included
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- Date format: YYYY-MM-DD
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- DateTime format: YYYY-MM-DD HH:MM:SS
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---
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## JSON Export
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### Single Registration
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```json
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{
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"registrationId": "REG-2024-001",
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"child": {
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"fullName": "Emma Müller",
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"dateOfBirth": "2021-03-15",
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"specialNeeds": "Peanut allergy"
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},
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"parentGuardian": {
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"fullName": "Maria Müller",
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"phone": "+41 79 123 45 67",
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"email": "maria@example.com"
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},
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"emergencyContact": {
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"fullName": "Hans Müller",
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"phone": "+41 79 987 65 43"
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},
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"booking": {
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"playgroupTypes": ["indoor"],
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"selectedDays": [
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{"day": "monday", "type": "indoor"},
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{"day": "wednesday", "type": "indoor"}
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]
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},
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"metadata": {
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"submittedAt": "2024-09-15T14:30:00Z",
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"channel": "chat",
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"conversationId": "conv-abc123"
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}
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}
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```
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### Bulk Export (Array)
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```json
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{
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"exportedAt": "2024-09-20T10:00:00Z",
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"totalRecords": 25,
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"filters": {
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"dateFrom": "2024-09-01",
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"dateTo": "2024-09-30",
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"playgroupType": null
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},
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"registrations": [
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{ ... },
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{ ... }
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]
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}
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```
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---
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## Export Use Cases
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| Use Case | Recommended Format |
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|----------|-------------------|
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| Import to Google Sheets | CSV |
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| Backup/archive | JSON |
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| Integration with other systems | JSON |
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| Quick overview/printing | CSV |
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| Data analysis | Either (CSV for Excel, JSON for scripts) |
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---
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## Admin Workflow Integration
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### Current Workflow (Google Forms)
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1. Parent fills Google Form
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2. Data appears in Google Sheet automatically
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3. Admin receives email notification
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4. Admin reviews in spreadsheet
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### New Workflow (AI Registration)
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1. Parent converses with AI agent
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2. Completed registration stored in system
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3. Admin receives email notification (same as before)
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4. Admin can:
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- View individual registrations in admin interface
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- Export to CSV for Google Sheets compatibility
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- Export to JSON for archival/backup
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### Maintaining Google Sheets Compatibility
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For admins who prefer working in Google Sheets:
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**Option A: Manual Import**
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1. Export CSV from the system
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2. Import into Google Sheets (File → Import)
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3. Work with data as before
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**Option B: Direct Google Sheets Integration (Future)**
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- Automatic sync to a designated Google Sheet
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- Requires Google API setup
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- *Note: This is a potential future enhancement, not initial release*
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### Export Triggers
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| Trigger | Action |
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|---------|--------|
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| Admin clicks "Export" | Generate CSV/JSON download |
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| Scheduled (optional) | Auto-generate weekly export |
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| API request (optional) | Return JSON for integrations |
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### Data Consistency
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- Exports always reflect current stored data
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- Registration IDs are consistent across exports
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- Timestamps are consistent (UTC internally, local time in exports)
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---
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## Filtering and Query Requirements
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### Export Filters
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When exporting data, the admin should be able to filter by:
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| Filter | Options | Use Case |
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|--------|---------|----------|
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| Date range | From/To dates | "Show September registrations" |
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| Playgroup type | Indoor / Outdoor / Both | "Export only forest playgroup kids" |
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| Booking day | Monday / Wednesday / Thursday | "Who's coming on Wednesdays?" |
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| Channel | Email / Chat | "How many registered via chat?" |
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### Query Examples
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**All registrations this month:**
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```
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dateFrom: 2024-09-01
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dateTo: 2024-09-30
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```
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**Forest playgroup registrations:**
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```
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playgroupType: outdoor
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```
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**Monday attendees (both playgroups):**
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```
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bookingDay: monday
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```
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**Recent registrations via chat:**
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```
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dateFrom: 2024-09-15
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channel: chat
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```
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### Combination Filters
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Filters can be combined:
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- "All outdoor registrations in September"
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- "Monday indoor kids registered via email"
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### Sort Options
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| Sort by | Direction |
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|---------|-----------|
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| Submission date | Newest first (default) / Oldest first |
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| Child name | A-Z / Z-A |
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| Playgroup type | Indoor first / Outdoor first |
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### Default Export Behavior
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If no filters specified:
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- All registrations
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- Sorted by submission date (newest first)
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- All fields included
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