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>
2026-02-20 17:52:13 +01:00
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+# Knowledge Base
+
+This directory contains the information the AI agent uses to answer parent questions about the playgroup service.
+
+## Files
+
+| File | Content |
+|------|---------|
+| `fees.md` | Pricing, payment terms, discounts |
+| `schedule.md` | Opening hours, locations, contacts |
+| `regulations.md` | Policies, rules, requirements |
+| `faq.md` | Frequently asked questions |
+
+## Maintenance
+
+To update information the agent provides:
+1. Edit the relevant markdown file
+2. Changes take effect immediately (no code deployment needed)
+
+## Format Guidelines
+
+- Use clear headings and sections
+- Keep answers concise but complete
+- Use tables for structured data (fees, schedules)
+- Mark placeholders with `*[To be completed]*`
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+# Frequently Asked Questions
+
+## Registration & Enrollment
+
+### What age does my child need to be?
+Children are admitted two years before kindergarten entry. This is typically:
+- Indoor Playgroup: approximately 2.5 years or older
+- Outdoor Forest Playgroup: 3 years or older
+
+### How do I register my child?
+You can register by chatting with our registration assistant or sending an email. The assistant will guide you through providing all necessary information.
+
+### Is there a registration fee?
+Yes, there is a one-time registration fee of CHF 80.- for the first year. From the second year onwards, a CHF 80.- craft materials fee is charged instead.
+
+### Can my child attend both the indoor and outdoor playgroups?
+Yes! Children can be enrolled in either playgroup, both, or any combination of available days.
+
+### Is there a priority for admission?
+Yes, members and families residing in Fällanden, Benglen, and Pfaffhausen are given priority admission.
+
+### Is there a trial period?
+Yes, the first month is a trial period. Exit during the trial period is possible at the end of the month.
+
+---
+
+## Fees & Payment
+
+### How much does it cost?
+
+**Indoor Playgroup:**
+- 1x per week: CHF 130.-/month
+- 2x per week: CHF 260.-/month
+- 3x per week: CHF 390.-/month
+
+**Outdoor Forest Playgroup:**
+- CHF 250.-/month (includes snack and lunch)
+
+**July and August are fee-free.**
+
+### Is there a sibling discount?
+Yes, there is a 10% discount on the monthly fee for each additional child from the same family.
+
+### How do I pay?
+Invoices are sent monthly via email. Fees must be paid in advance. We recommend setting up a standing payment order (Dauerauftrag).
+
+### What about the cleaning deposit?
+For the indoor playgroup, parents pay a CHF 50.- deposit which is returned through participation in cleaning sessions (3x per year).
+
+---
+
+## Schedule
+
+### What are the playgroup hours?
+- Indoor (Mon, Wed, Thu): 9:00 - 11:30
+- Outdoor Forest (Mon): 9:00 - 14:00
+
+### Does the playgroup run during school holidays?
+No, the playgroup follows the Fällanden school calendar. No sessions during school holidays or official public holidays.
+
+### Can I change my child's playgroup days?
+Yes, changes are possible at the start of each month after consultation with the playgroup leader. For reductions, a one-month notice period applies.
+
+---
+
+## Cancellation
+
+### What is the cancellation policy?
+- Cancellation must be in writing
+- 30 days notice before end of quarter (October, January, April, July)
+- During trial period (first month): exit possible at end of month
+
+---
+
+## Illness & Absences
+
+### What if my child is sick?
+Sick children cannot be cared for. Please keep your child home if they are unwell.
+
+### Do I still pay if my child is absent?
+Yes, absence due to illness or vacation does not exempt from payment. Please notify the playgroup leader of planned absences at least 14 days in advance.
+
+---
+
+## Outdoor Playgroup Specific
+
+### What happens if the weather is bad?
+The outdoor forest playgroup runs in nearly all weather conditions. Children should come dressed appropriately for the weather.
+
+### Is lunch included?
+Yes, the forest playgroup fee includes snack (Znüni) and lunch.
+
+---
+
+## Insurance & Safety
+
+### Does the playgroup provide insurance?
+No, accident insurance is the responsibility of the parents. Parents are also liable for damages caused by their children. We recommend having private liability insurance.
+
+### What happens in an emergency?
+In emergencies, the child will be treated by the nearest emergency doctor in Fällanden.
+
+### Can someone else pick up my child?
+Yes, but you must inform the playgroup leader in advance if someone other than yourself will pick up your child.
+
+---
+
+## Contact
+
+**Administration:**
+Markus Graf - Tel: 079 261 16 37 - spielgruppen@familien-verein.ch
+
+**Indoor Playgroup:**
+Andrea Sigrist & Kübra Karatas - Tel: 079 674 99 92 - andrea.sigrist@gmx.net
+
+**Outdoor Playgroup:**
+Barbara Gross - Tel: 078 761 19 64 - baba.laeubli@gmail.com
+
+---
+
+*Have other questions? Just ask our registration assistant!*
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+# Service Fees (Tarifliste 2024/2025)
+
+*Source: Tarifliste Spielgruppen 2024/2025, Familienverein Fällanden*
+
+## Indoor Playgroup (Innenspielgruppe)
+
+**Hours:** Monday, Wednesday, or Thursday, 9:00 - 11:30
+
+| Sessions per Week | Monthly Fee |
+|-------------------|-------------|
+| 1x per week | CHF 130.- |
+| 2x per week | CHF 260.- |
+| 3x per week | CHF 390.- |
+
+**July and August are fee-free.**
+
+---
+
+## Outdoor Forest Playgroup (Waldspielgruppe)
+
+**Hours:** Monday, 9:00 - 14:00
+
+| Monthly Fee |
+|-------------|
+| CHF 250.- |
+
+*Includes snack (Znüni) and lunch.*
+
+**July and August are fee-free.**
+
+---
+
+## One-Time Fees
+
+| Fee | Amount | When |
+|-----|--------|------|
+| Registration Fee (Aufnahmegebühr) | CHF 80.- | First year only |
+| Craft Materials (Bastelmaterial) | CHF 80.- | From second year onwards (replaces registration fee) |
+| Parent Participation Deposit | CHF 50.- | Indoor playgroup only (refundable through cleaning participation) |
+
+---
+
+## Payment Terms
+
+- Invoicing is monthly via email
+- Fees must be paid in advance
+- Standing payment order (Dauerauftrag) is recommended for regular payments
+
+---
+
+## Sibling Discount
+
+10% discount on monthly fees for each additional child from the same family.
+
+---
+
+## Administration Contact
+
+Markus Graf
+Tel: 079 261 16 37
+Email: spielgruppen@familien-verein.ch
+
+---
+
+## Playgroup Leaders
+
+**Indoor Playgroup:**
+Andrea Sigrist & Kübra Karatas
+Tel: 079 674 99 92
+Email: andrea.sigrist@gmx.net
+
+**Forest Playgroup:**
+Barbara Gross
+Tel: 078 761 19 64 / 044 825 25 13
+Email: baba.laeubli@gmail.com
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+# Playgroup Regulations (Reglement)
+
+*Source: Reglement Spielgruppe 2024, Familienverein Fällanden*
+
+## Aufnahme (Admission)
+
+- Children are admitted two years before kindergarten entry
+- Indoor playgroup: 8-11 children per group, mixed ages
+- Forest playgroup: maximum 10 children, mixed ages
+- No playgroup during school holidays (per Fällanden school calendar) and official holidays
+- The playgroup year follows the school year
+- Registration requires signing an admission contract and paying the CHF 80.- registration fee
+
+### Priorität (Priority)
+
+Members and families residing in Fällanden, Benglen, and Pfaffhausen are given priority admission.
+
+---
+
+## Versicherung (Insurance)
+
+- Accident insurance is the responsibility of the parents
+- Parents are liable for damages caused by their children
+- Parents are recommended to have private liability insurance
+
+---
+
+## Ferien und Krankheit (Holidays and Illness)
+
+- **Sick children cannot be cared for**
+- Absence due to illness or vacation does not exempt from payment obligation
+- Holiday absences should be announced to the playgroup leader at least 14 days in advance
+
+---
+
+## Elternbeiträge und Tarif (Fees and Payment)
+
+- Fees are listed in the current Familienverein Fällanden fee schedule
+- Fees must be paid in advance
+- Invoicing is monthly via email
+- Standing payment orders (Dauerauftrag) are recommended
+
+---
+
+## Probezeit und Kündigung (Trial Period and Cancellation)
+
+### Trial Period
+- The first month is a trial period
+- Exit during the trial period is possible at the end of the month
+
+### Cancellation Terms
+- Cancellation must be submitted in writing
+- Notice period: 30 days before end of quarter (October, January, April, July)
+- Early departure: fees charged until end of notice period
+
+### Termination by Playgroup
+The care relationship may be terminated immediately if:
+- A child's behavior causes persistent difficulties despite intensive efforts
+- There are unjustified payment arrears
+
+Termination is issued by the playgroup leader or the responsible board member.
+
+---
+
+## Betreuungszeiten (Care Times)
+
+- Care times are defined in the admission contract and adjusted based on capacity
+- Changes to playgroup days are possible at the start of each month after consultation with the playgroup leader
+- For reductions, the one-month notice period applies
+
+---
+
+## Allgemeines (General)
+
+### Emergencies
+- In emergencies, the child will be treated by the nearest emergency doctor in Fällanden
+
+### Liability
+- Parents are liable for willful damage to furniture and buildings
+
+### Personal Items
+- Children and parents are responsible for toys brought without being asked
+- The playgroup does not replace defective or lost items
+
+### Pickup
+- Parents who have their children picked up by other persons must inform the playgroup leader in advance
+
+---
+
+## Elternarbeit (Parent Participation) - Indoor Playgroup Only
+
+- Parents pay a CHF 50.- deposit
+- Deposit is returned through participation in cleaning sessions
+- Cleaning occurs three times per year (announced in advance)
+- Unreturned deposits remain with the playgroup
+
+---
+
+## Bastelmaterial (Craft Materials)
+
+- From the second year onwards, a CHF 80.- craft material fee is charged instead of the registration fee
+
+---
+
+## Gültigkeit (Validity)
+
+- This regulation is a binding agreement between parents and Familienverein Fällanden
+- The board reserves the right to adapt the regulations to current circumstances
+- The board decides on exceptions
+- The statutes of Familienverein Fällanden (March 2005) apply additionally
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+# Opening Hours and Schedule
+
+## Indoor Playgroup (Spielgruppe Pumuckl)
+
+| Day | Time |
+|-----|------|
+| Monday | 9:00 - 11:30 |
+| Wednesday | 9:00 - 11:30 |
+| Thursday | 9:00 - 11:30 |
+
+**Location**: Sunnetalstrasse 4, 8117 Fällanden
+
+**Contact**: Andrea Sigrist
+- Phone: 079 674 99 92
+- Email: andrea.sigrist@gmx.net
+
+## Outdoor Forest Playgroup (Waldspielgruppe Pumuckl)
+
+| Day | Time |
+|-----|------|
+| Monday | 9:00 - 14:00 |
+
+**Contact**: Barbara Gross
+- Phone: 078 761 19 64 / 044 825 25 13
+- Email: baba.laeubli@gmail.com
+
+## Important Notes
+
+- Sessions operate during school term only (school holidays excluded)
+- The outdoor playgroup runs in nearly all weather conditions
+- Children can be enrolled in either playgroup, both, or any combination of available days
+
+## Age Requirements
+
+- Indoor Playgroup: Children approximately 2.5 years and older
+- Outdoor Forest Playgroup: Children aged 3 and older
+
+## Availability
+
+Spots may be limited. Contact the playgroup leader to check current availability.