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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+## ADDED Requirements
+
+### Requirement: Web-based chat interface
+The system SHALL provide a web-based chat interface where parents can interact with the AI agent in real-time.
+
+#### Scenario: Parent accesses chat
+- **WHEN** a parent navigates to the chat interface URL
+- **THEN** they SHALL see a chat window ready for conversation
+
+#### Scenario: Real-time messaging
+- **WHEN** a parent sends a message in the chat
+- **THEN** the agent's response SHALL appear without requiring a page refresh
+
+### Requirement: Chat interface is mobile-responsive
+The system SHALL provide a chat interface that works well on mobile devices and desktop browsers.
+
+#### Scenario: Mobile device access
+- **WHEN** a parent accesses the chat on a mobile device
+- **THEN** the interface SHALL be usable without horizontal scrolling or zooming
+
+#### Scenario: Desktop access
+- **WHEN** a parent accesses the chat on a desktop browser
+- **THEN** the interface SHALL utilize the available screen space appropriately
+
+### Requirement: Chat displays conversation history
+The system SHALL display the conversation history within the current session.
+
+#### Scenario: Message history visible
+- **WHEN** a parent is in an active chat session
+- **THEN** they SHALL see all previous messages in the current conversation
+
+#### Scenario: Clear message attribution
+- **WHEN** viewing the chat history
+- **THEN** parent messages and agent messages SHALL be visually distinguishable
+
+### Requirement: Chat session management
+The system SHALL manage chat sessions to maintain conversation context.
+
+#### Scenario: Session persistence
+- **WHEN** a parent refreshes the page during a chat session
+- **THEN** the conversation history and state SHALL be preserved
+
+#### Scenario: Session timeout notification
+- **WHEN** a chat session has been inactive for an extended period
+- **THEN** the system SHALL notify the parent before ending the session
+
+### Requirement: Chat interface provides typing indicators
+The system SHALL indicate when the agent is processing a response.
+
+#### Scenario: Agent processing
+- **WHEN** the agent is generating a response
+- **THEN** the chat interface SHALL display a typing or processing indicator
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+## ADDED Requirements
+
+### Requirement: Agent guides registration conversation
+The system SHALL provide an AI agent that engages parents in natural conversation to collect child registration information.
+
+#### Scenario: Parent initiates registration
+- **WHEN** a parent starts a conversation with intent to register
+- **THEN** the agent SHALL greet them and begin asking registration questions one at a time
+
+#### Scenario: Agent adapts to responses
+- **WHEN** a parent provides an answer that requires follow-up
+- **THEN** the agent SHALL ask relevant clarifying questions before moving to the next topic
+
+### Requirement: Agent collects required registration fields
+The system SHALL collect all required information for a complete registration: child's name, child's age/date of birth, parent/guardian contact information, desired booking days, and any special needs or requirements.
+
+#### Scenario: All required fields collected
+- **WHEN** the agent has gathered all required registration fields
+- **THEN** the agent SHALL confirm the collected information with the parent before submission
+
+#### Scenario: Missing required field
+- **WHEN** the parent attempts to complete registration with missing required fields
+- **THEN** the agent SHALL identify and request the missing information
+
+### Requirement: Agent handles special needs information
+The system SHALL ask about special needs only when relevant and collect detailed information when indicated.
+
+#### Scenario: Parent indicates special needs
+- **WHEN** a parent indicates their child has special needs or requirements
+- **THEN** the agent SHALL ask follow-up questions to understand the specific needs
+
+#### Scenario: No special needs indicated
+- **WHEN** a parent indicates no special needs
+- **THEN** the agent SHALL proceed without additional special needs questions
+
+### Requirement: Agent validates registration completeness
+The system SHALL validate that all required fields are present and properly formatted before finalizing a registration.
+
+#### Scenario: Valid registration data
+- **WHEN** all required fields are collected and valid
+- **THEN** the agent SHALL allow the registration to be submitted
+
+#### Scenario: Invalid data format
+- **WHEN** the parent provides data in an invalid format (e.g., invalid date, malformed email)
+- **THEN** the agent SHALL politely request the information again with guidance on the expected format
+
+### Requirement: Agent handles conversation interruptions
+The system SHALL maintain conversation state and allow parents to resume interrupted registrations.
+
+#### Scenario: Parent asks unrelated question mid-registration
+- **WHEN** a parent asks a question about fees or policies during registration
+- **THEN** the agent SHALL answer the question and offer to continue the registration
+
+#### Scenario: Conversation timeout
+- **WHEN** a registration conversation has been inactive for an extended period
+- **THEN** the system SHALL preserve collected data and allow resumption when the parent returns
+
+### Requirement: Agent supports conversation in natural language
+The system SHALL understand varied phrasings and respond naturally rather than requiring specific keywords or commands.
+
+#### Scenario: Varied input formats
+- **WHEN** a parent provides information in different formats (e.g., "my son is 4" vs "he's four years old" vs "DOB: 2021-03-15")
+- **THEN** the agent SHALL correctly interpret and extract the relevant information
+
+#### Scenario: Natural language responses
+- **WHEN** the agent responds to the parent
+- **THEN** responses SHALL be conversational, friendly, and appropriate for parent communication
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+## ADDED Requirements
+
+### Requirement: System receives parent emails
+The system SHALL receive and process emails sent by parents to a designated registration email address.
+
+#### Scenario: Parent sends initial email
+- **WHEN** a parent sends an email to the registration address
+- **THEN** the system SHALL process the email and pass it to the AI agent
+
+#### Scenario: Parent replies to agent email
+- **WHEN** a parent replies to an email from the agent
+- **THEN** the system SHALL associate the reply with the existing conversation
+
+### Requirement: Agent responds via email
+The system SHALL send the AI agent's responses back to parents via email.
+
+#### Scenario: Agent sends response
+- **WHEN** the agent generates a response to a parent's message
+- **THEN** the system SHALL send an email to the parent with the response
+
+#### Scenario: Email formatting
+- **WHEN** an email is sent to a parent
+- **THEN** the email SHALL be properly formatted and readable in standard email clients
+
+### Requirement: Email conversations maintain state
+The system SHALL track email conversation threads and maintain registration state across multiple email exchanges.
+
+#### Scenario: Multi-email registration
+- **WHEN** a registration spans multiple email exchanges
+- **THEN** the system SHALL maintain context and collected data throughout the conversation
+
+#### Scenario: Conversation threading
+- **WHEN** a parent continues an existing registration conversation
+- **THEN** the system SHALL recognize the thread and resume from the previous state
+
+### Requirement: Email channel handles asynchronous communication
+The system SHALL handle the asynchronous nature of email without requiring immediate responses.
+
+#### Scenario: Delayed parent response
+- **WHEN** a parent takes hours or days to reply to an agent email
+- **THEN** the system SHALL still correctly process the reply and continue the conversation
+
+#### Scenario: Email delivery confirmation
+- **WHEN** an email is sent to a parent
+- **THEN** the system SHALL track delivery status for troubleshooting purposes
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+## ADDED Requirements
+
+### Requirement: Store registrations in structured format
+The system SHALL store completed registration data in a structured, machine-readable format (e.g., JSON).
+
+#### Scenario: Registration saved
+- **WHEN** a registration is completed
+- **THEN** all collected data SHALL be stored in a structured format with consistent field names
+
+#### Scenario: Data structure consistency
+- **WHEN** multiple registrations are stored
+- **THEN** all records SHALL follow the same schema structure
+
+### Requirement: Registration schema validation
+The system SHALL validate registration data against a defined schema before storage.
+
+#### Scenario: Valid registration stored
+- **WHEN** a registration with all required fields is submitted
+- **THEN** the system SHALL validate and store the registration
+
+#### Scenario: Invalid registration rejected
+- **WHEN** a registration with missing or invalid fields is submitted for storage
+- **THEN** the system SHALL reject the storage and report the validation errors
+
+### Requirement: Registration data is exportable
+The system SHALL allow export of registration data in common formats for further processing.
+
+#### Scenario: Export to CSV
+- **WHEN** the admin requests a CSV export
+- **THEN** the system SHALL generate a CSV file with all registration records
+
+#### Scenario: Export to JSON
+- **WHEN** the admin requests a JSON export
+- **THEN** the system SHALL provide registration data in JSON format
+
+### Requirement: Registration records are queryable
+The system SHALL allow querying registrations by common criteria.
+
+#### Scenario: Query by date range
+- **WHEN** the admin queries registrations within a date range
+- **THEN** the system SHALL return matching registration records
+
+#### Scenario: Query by booking day
+- **WHEN** the admin queries registrations for a specific booking day
+- **THEN** the system SHALL return registrations that include that day
+
+### Requirement: Registration data includes metadata
+The system SHALL store metadata alongside registration data including submission timestamp and source channel.
+
+#### Scenario: Timestamp recorded
+- **WHEN** a registration is completed
+- **THEN** the record SHALL include the submission date and time
+
+#### Scenario: Channel recorded
+- **WHEN** a registration is completed via email or chat
+- **THEN** the record SHALL indicate which channel was used
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+## ADDED Requirements
+
+### Requirement: Notify admin on completed registration
+The system SHALL send an email notification to the admin when a new registration is completed.
+
+#### Scenario: Notification sent
+- **WHEN** a parent completes a registration
+- **THEN** the admin SHALL receive an email notification
+
+#### Scenario: Notification timing
+- **WHEN** a registration is completed
+- **THEN** the notification SHALL be sent promptly (within minutes)
+
+### Requirement: Notification contains registration summary
+The system SHALL include a summary of the registration in the notification email.
+
+#### Scenario: Summary content
+- **WHEN** a notification email is sent
+- **THEN** it SHALL include child name, parent contact, requested booking days, and any special needs noted
+
+#### Scenario: Notification links to full record
+- **WHEN** the admin views the notification email
+- **THEN** it SHALL indicate how to access the full registration record
+
+### Requirement: Notification identifies source channel
+The system SHALL indicate in the notification which channel the registration came through.
+
+#### Scenario: Email registration notification
+- **WHEN** a registration completed via email triggers a notification
+- **THEN** the notification SHALL indicate the registration came via email
+
+#### Scenario: Chat registration notification
+- **WHEN** a registration completed via chat triggers a notification
+- **THEN** the notification SHALL indicate the registration came via chat
+
+### Requirement: Admin can configure notification preferences
+The system SHALL allow the admin to configure notification email address.
+
+#### Scenario: Update notification email
+- **WHEN** the admin changes the notification email address
+- **THEN** subsequent notifications SHALL be sent to the new address
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+## ADDED Requirements
+
+### Requirement: Knowledge base stores service information
+The system SHALL maintain a knowledge base containing playgroup service information including fees, regulations, opening hours, policies, and frequently asked questions.
+
+#### Scenario: Knowledge base content categories
+- **WHEN** the knowledge base is queried
+- **THEN** it SHALL be able to provide information about fees, regulations, opening hours, policies, and FAQs
+
+### Requirement: Agent accesses knowledge base to answer questions
+The system SHALL enable the AI agent to query the knowledge base and provide accurate answers to parent questions.
+
+#### Scenario: Parent asks about fees
+- **WHEN** a parent asks about service fees or pricing
+- **THEN** the agent SHALL retrieve current fee information from the knowledge base and respond accurately
+
+#### Scenario: Parent asks about regulations
+- **WHEN** a parent asks about playgroup rules or regulations
+- **THEN** the agent SHALL retrieve the relevant policies and explain them clearly
+
+#### Scenario: Unknown question
+- **WHEN** a parent asks a question not covered in the knowledge base
+- **THEN** the agent SHALL indicate it cannot answer and suggest contacting the admin directly
+
+### Requirement: Knowledge base is admin-maintainable
+The system SHALL allow the admin to update knowledge base content without requiring technical skills or code changes.
+
+#### Scenario: Admin updates fee information
+- **WHEN** the admin edits the fee information in the knowledge base
+- **THEN** the agent SHALL use the updated information in subsequent responses
+
+#### Scenario: Admin adds new FAQ entry
+- **WHEN** the admin adds a new FAQ entry to the knowledge base
+- **THEN** the agent SHALL be able to answer questions related to that entry
+
+### Requirement: Knowledge base uses simple editable format
+The system SHALL store knowledge base content in a human-readable format (e.g., markdown or structured text files).
+
+#### Scenario: Knowledge base file format
+- **WHEN** the admin views the knowledge base files
+- **THEN** the content SHALL be readable and editable without specialized tools