# Project Brief — Field Ops App for Mindset Media Small‑scale advertising & branding company in India. We need a mobile + web solution to **track attendance**, **show live location during working hours**, and **capture client‑specific field data** (recce, installation, service, audit). The app must **reduce manual WhatsApp→Excel/PPT work** by generating exports automatically. --- ## 1) Objectives * Replace fragmented WhatsApp updates and manual Excel/PPT compilation. * Ensure accurate **attendance** with geo‑validated clock‑in/out. * Track **live location** of on‑duty employees (work hours only; privacy‑safe). * Standardise **field data capture** via **customisable forms** per client/project. * Auto‑generate **Excel** registers and **PPT** client reports from captured data. * Provide a clear **dashboard** for managers and simple UX for field staff. --- ## 2) User Roles 1. **Admin (Owner/IT)** — global settings, clients, projects, users, permissions, templates, exports. 2. **Project Manager (PM)** — creates jobs, assigns users, reviews/approves submissions, export/share reports. 3. **Field User (Technician/Recce/Installer)** — clock in/out, live location during shift, fill forms, upload photos. 4. **Client Viewer (Optional)** — read‑only access to project dashboard/reports (web link/PDF). --- ## 3) Core Features & Requirements ### A) Attendance * Clock‑in/clock‑out with **GPS capture** and **timestamp**. * Optional **geo‑fence** radius per site/client. * **Shift schedule** + late/absent flags; optional selfie for verification. * Attendance summary by user/date/project; **CSV/Excel** export. ### B) Live Location (Work Hours Only) * Start/stop tracking tied to shift/clock‑in (no tracking off‑duty). * Update frequency configurable (e.g., 2–5 min). Show breadcrumb map of the day. * Battery‑aware + offline buffering; explicit consent screens to comply with privacy. ### C) Customisable Forms (Per Client / Per Project) * **Form Builder**: drag‑and‑drop fields (text, number, dropdown, checklist, date/time, photo, multi‑photo, signature, GPS pin, QR/barcode, file upload, rating, boolean, section headers). * **Conditional logic** (show/hide fields based on answers); **required** rules. * **Reusable templates**: Recce, Installation, Service Call, Audit, Snag List, Handover. * **Media capture**: inline camera with compression; min/max photos; annotate photos (arrows/labels) if possible. * **Validation**: range checks, regex (e.g., phone), uniqueness (e.g., store code). * **Offline‑first** (submit later when network returns). ### D) Jobs/Tasks * Create jobs with client, site, address, due date, checklist, attachments. * Assign to one/multiple users; push notification reminders. * Status: Pending → In‑Progress → Submitted → Approved/Changes Requested. ### E) Reports & Exports * **Excel**: * Attendance register (filters: date range, user, client, project). * Submission log (all form fields as columns, media links, GPS, user, timestamps). * **PowerPoint (PPT)**: * Auto‑generated client‑ready decks based on a **branded template** (we’ll provide logo/colors). * Slide types: Cover (client/project/date), Summary (counts, status), Site‑wise slides with key fields + 3–6 photos per site, GPS map snapshot (if possible), next steps. * **PDF**: one‑click PDF export for sharing on WhatsApp/Email. * **Scheduled exports**: daily/weekly email with Excel/PPT to selected recipients. ### F) Integrations (Nice‑to‑Have) * **Google Drive/OneDrive** folder auto‑sync for photos & exports. * **Google Sheets** live sync for managers who prefer sheets. * **WhatsApp intake** alternatives: * Share‑to‑app from Gallery/Files (field staff forward WhatsApp media into the app). * Later: WhatsApp Business API/BSP webhook for structured ingestion (optional, separate scope). ### G) Admin & Security * **Role‑based access control** (RBAC). * Audit trail (who created/edited/approved, timestamps, IP/device). * Data residency: India‑hosted preferred; GDPR‑like consent for location. * Encryption in transit (HTTPS) and at rest; secure media links. * Backups and data retention settings. ### H) Localization & Branding * UI in **English** initially; optional **Bengali/Hindi** later. * White‑label branding: app name, logo, colors. --- ## 4) Platforms & Tech (Open to Proposals) * **Mobile**: Android first (APK + Play Store). iOS optional phase 2. * **Web Admin Dashboard**: React/Next.js or similar. * **Backend**: Node.js/NestJS or Django/FastAPI; REST/GraphQL. * **Database**: Postgres with PostGIS (for geodata) or Firebase/Firestore if faster to ship. * **Storage**: S3‑compatible (Cloudflare R2/Wasabi/AWS S3). * **Maps**: Mapbox/Google Maps SDK. * **Exports**: Excel via XLSX libraries; PPT via PptxGenJS/python‑pptx; PDF via server. * **Auth**: Email/OTP; Google SSO optional. > Freelancers should justify choices for **offline‑first**, **media handling**, and **location accuracy** on low‑end Android devices common in India. --- ## 5) Data Model (Illustrative) * **User**: name, phone, role, photo, active, team. * **Client**: name, code, contact, GSTIN (optional). * **Project**: client_id, name, start/end, addresses/sites. * **Site**: project_id, name, address, lat/long, geo‑fence radius. * **Shift/Attendance**: user_id, date, in_time/out_time, in_gps/out_gps, selfie, notes. * **Job**: project_id, site_id, assignees[], due, status, checklist. * **FormTemplate**: JSON schema, version, visibility (global/client/project). * **Submission**: template_id, job_id, user_id, answers JSON, photos[], gps[], created_at, status. * **Export**: type (excel/ppt/pdf), filters, file URL, created_by. --- ## 6) Acceptance Criteria (Must Pass) 1. Field user can **clock‑in/out** only within geo‑fence (if enabled) and app records GPS+time. 2. When clocked in, **live location** updates appear on manager map at configured intervals. Off‑duty = no tracking. 3. Admin can **create a custom form** without code and assign it to a project. 4. Field user fills form (with photos), can submit **offline**, and sync later. 5. PM can **approve/reject** with comments; change requests notify user. 6. **One‑click Excel** export with all form fields and media links works for any template. 7. **One‑click PPT** deck generated using our brand template and site‑wise slides. 8. Basic **analytics**: submissions per day, completion %, average time per job, attendance heatmap. --- ## 7) Deliverables * Android app (APK) + Play Store‑ready build. * Web admin dashboard. * Backend + database + storage infra (deployed and documented). * Form Builder + at least **3 templates** (Recce, Installation, Snag List). * Export engines: Excel, PPT, PDF with our brand template. * Admin guide + user training videos (short Looms). * Source code in our Git repo; CI/CD scripts; environment variables guide. --- ## 8) Timeline & Milestones (Example — 10–12 weeks) 1. **Week 1–2**: Discovery, wireframes, ERD, tech stack finalization. 2. **Week 3–5**: Core backend, auth, projects/clients, Form Builder v1. 3. **Week 6–7**: Android app (attendance, geo‑fence, live location, offline forms). 4. **Week 8**: Exports (Excel + PPT), approvals workflow. 5. **Week 9**: Dashboard, analytics, Drive sync. 6. **Week 10**: QA, UAT, security pass, Play Store listing. 7. **Week 11–12**: Buffer, polish, training, handover. --- ## 9) Budget Guidance (INR) * Target bracket: **₹70–1 lakh** for Phase 1 (Android + Web + Backend + Exports), excluding infra fees. * Monthly infra (managed): ₹2k–₹5k depending on storage/maps/notifications. > Freelancers should provide a fixed‑fee quote for Phase 1 + hourly for change requests. --- ## 10) Compliance & Privacy (India) * Clear **consent** for location tracking; toggle shown to worker; tracking limited to active shift. * **Background location** permissions with rationale; easy pause/end shift. * Data retention policy; right to access/delete on request. --- ## 11) Out of Scope (Phase 1) * iOS app; WhatsApp Business API ingestion; complex payroll; route optimization; inventory. --- ## 12) What to include in your proposal (Freelancer) * Tech stack and offline strategy. * 2–3 similar apps/links **(attendance/location/forms/exports)**. * Architecture diagram + data security approach. * Delivery timeline with milestones and warranty period. * Post‑launch support plan and monthly AMC. --- ## 13) Sample PPT/Excel Templates (We’ll provide) * **PPT**: Cover (Client/Project/Date), Summary slide, Site slides (Title, Key Fields, Photos, GPS), Closing/Next Steps. * **Excel**: Attendance Register, Submission Log, Job Status, Media Index. --- ### Notes for Devs * Must work smoothly on **budget Android phones** and weak networks. * Keep media sizes small (server‑side compression, webp/jpg). * Use **background sync** queues; avoid data loss. * Map clustering for many pins. * Clean, simple UI (3‑tap rule for primary actions). > Goal: **Ship a reliable, offline‑first field ops app** that kills our manual WhatsApp→Excel/PPT workflow and makes client reporting one click.