Sports Management System — Complete Product Requirements Document

PART 1: ADMIN PANEL

Overview

The Admin Panel is responsible for platform governance, verification,

oversight, and system-wide controls. Unlike traditional admin panels,

this platform operates on a self-service model --- admins do not

manually create user accounts. Instead, admins oversee, verify,

moderate, and support all users (clubs, coaches, athletes) who register

through public-facing flows.

________________________________________________________________________

3.0 Admin Dashboard Information Architecture

Admin Panel

│

├── Dashboard

│ ├── KPI Overview (Users, Bookings, Revenue, Disputes)

│ ├── Verification Backlog

│ ├── Trust & Safety Alerts

│ └── Quick Actions

│

├── Users

│ ├── Athletes

│ ├── Coaches

│ └── Clubs

│

├── Account Status Management

│ ├── Active

│ ├── Pending Verification

│ ├── Restricted

│ ├── Suspended

│ ├── Banned

│ └── Deleted

│

├── Verification

│ ├── Club Applications

│ ├── Coach Applications

│ └── Documents

│

├── Booking Operations

│ ├── All Bookings

│ ├── Cancellation Overrides

│ ├── Compensation Requests

│ └── Participant Management

│

├── Tournament Oversight

│ ├── Tournament List

│ ├── Approval Queue

│ ├── Registration Monitor

│ ├── Freeze / Unfreeze

│ └── Results Management

│

├── Trust & Safety

│ ├── Risk Flags

│ ├── Investigation Queue

│ ├── User Reports

│ └── Session Logs

│

├── Operations

│ ├── Bookings

│ ├── Disputes

│ └── Reports

│

├── Finance

│ ├── Payments

│ ├── Payouts

│ ├── Commission

│ └── Reconciliation

│

├── Growth

│ ├── Promotions

│ ├── Campaigns

│ └── Featured Listings

│

├── Communication

│ ├── Notification Templates

│ ├── Bulk Announcements

│ └── In-App Chat Moderation

│

├── Notifications Architecture

│ ├── Event Registry

│ ├── Notification Rules

│ └── Channel Configuration

│

├── Privacy & Compliance

│ ├── Data Access Logs

│ ├── Deletion Requests

│ ├── Export Requests

│ └── Retention Policy

│

└── System

├── Settings

├── Permissions & Roles

└── Audit Logs

________________________________________________________________________

3.1 Epic: Account Status Management

Goal: Provide a centralized, status-driven system to manage the

lifecycle and access levels of all platform accounts without manual

account creation.

Status Definitions

-----------------------------------------------------------------------

Status Description Access Level

----------------------- ----------------------- -----------------------

Active Fully verified and Full access

operational

Pending Verification Registered but awaiting Read-only, no bookings

document/identity

review

Restricted Operational with Limited access

limitations

Suspended Temporarily blocked due No login

to policy violation or

investigation

Banned Permanently removed No access

from platform

Deleted Soft-deleted; data No access

retained per retention

policy

-----------------------------------------------------------------------

User Story 1 --- View and Search Users

As an Admin: I want to view and search all platform users so that I

can monitor the user base and investigate issues.

Acceptance Criteria:

Admin can view paginated lists of users filtered by role, status,

registration date, and verification state

Search works across name, email, phone, and club/coach affiliation

User profile summary shows key metrics (bookings, reports, join

date, last active)

Sensitive data is masked based on admin permission level

Export of user lists is available in CSV format

User Story 2 --- Change Account Status

As an Admin: I want to change a user's account status so that I can

enforce platform policies and protect the community.

Acceptance Criteria:

Admin can transition any account between Active, Pending

Verification, Restricted, Suspended, Banned, and Deleted

Status change requires a reason code and optional internal note

User receives in-app notification and email (where applicable) with

generic status change reason

Existing bookings/reservations follow platform policy based on new

status (refund, cancel, honor, or freeze)

Status change is enforced immediately across all panels and APIs

All status transitions are logged immutably in audit trail with

admin identity and timestamp

User Story 3 --- Merge or Transfer Account Data

As an Admin: I want to merge duplicate accounts or transfer data so

that users with multiple registrations can consolidate their history.

Acceptance Criteria:

Admin can identify potential duplicate accounts via matching

algorithm (phone, email, name)

Merge request requires confirmation from affected user (email/SMS

verification)

Post-merge, all bookings, payments, training history, and tournament

records point to primary account

Secondary account is soft-deleted and retained for audit

Transfer action is irreversible and logged in detail

User Story 4 --- Impersonate for Support

As a Super Admin or Support Admin: I want to impersonate a user so

that I can reproduce issues and provide effective support.

Acceptance Criteria:

Impersonation is available ONLY to users with "Super Admin" or

"Support Admin" role

Session is clearly marked as "Admin Impersonating [User]" with

persistent banner

Impersonation session has a configurable time limit (default: 30

minutes) and auto-logs out

User MUST be notified via email after impersonation session ends

Sensitive actions are BLOCKED during impersonation: password change,

email/phone change, financial transactions, payout requests, status

changes, document uploads

All actions taken during impersonation are logged separately in

audit trail with full session recording

Impersonation requires elevated permission and optional

second-factor approval

Admin cannot impersonate another admin account

Definition of Done

Account status transitions are enforced immediately across all

panels and APIs

Status-based access control is validated for every user role

Impersonation is restricted to authorized roles with full session

recording and blocked sensitive actions

Account merge workflow is safe and traceable

Audit logs capture all sensitive actions

________________________________________________________________________

3.2 Epic: Club Verification & Lifecycle Management

Goal: Oversee the complete club lifecycle from application through

ongoing compliance, without manual account provisioning.

User Story 1 --- Review Club Application

As an Admin: I want to review self-service club applications so that

only legitimate clubs operate on the platform.

Acceptance Criteria:

New club applications appear in a review queue with status "Pending

Review"

Application includes business registration, tax ID, venue proof,

admin identity, and bank details

Admin can approve, reject, or request additional documents

Rejection includes a reason code and optional message to applicant

Request for correction puts application in "Awaiting Documents"

state

Club admin receives email and in-app notification for every status

change

Approved clubs transition to "Active" and gain access to Club

Panel

User Story 2 --- Verify Club Documents

As an Admin: I want to verify uploaded documents so that club

authenticity is confirmed.

Acceptance Criteria:

Document viewer supports images and PDFs with zoom and download

Checklist shows required vs. uploaded documents per jurisdiction

Admin marks each document as verified, rejected, or pending

Rejected documents require a reason (expired, illegible, mismatched,

fraudulent)

Document expiry dates trigger automated re-verification requests

Verification history is retained even if documents are updated

User Story 3 --- Monitor Club Compliance

As an Admin: I want to monitor club compliance so that ongoing

quality and policy adherence is maintained.

Acceptance Criteria:

Compliance dashboard shows clubs with expired documents, unresolved

disputes, low ratings, or high cancellation rates

Admin can flag a club for review based on automated triggers or

manual observation

Flagged clubs receive a notification and must respond within a

configurable timeframe

Repeated violations lead to automatic suspension or demotion in

search results

Compliance score is visible to admin and influences club visibility

User Story 4 --- Suspend or Deactivate Club

As an Admin: I want to suspend or deactivate clubs so that serious

violations can be addressed.

Acceptance Criteria:

Admin can suspend a club immediately or schedule suspension

Suspended clubs cannot create new listings, classes, tournaments, or

accept bookings

Active reservations during suspension follow policy (cancel with

refund, honor existing, or transfer)

Club admins and associated coaches are notified

Public club profile shows "Temporarily Unavailable" or is hidden

based on severity

Reinstatement requires admin review and corrected compliance

Definition of Done

Club application workflow is fully self-service with admin review

gates

Document verification supports full lifecycle (upload, review,

reject, re-verify)

Compliance monitoring is automated with admin override capability

Suspension logic is enforced across all club-facing features

Notifications and audit logs are complete

________________________________________________________________________

3.3 Epic: Coach Verification & Credential Management

Goal: Ensure all coaches meet platform standards through

self-service onboarding and ongoing credential validation.

User Story 1 --- Review Coach Application

As an Admin: I want to review coach applications so that only

qualified coaches are approved.

Acceptance Criteria:

Coach applications include identity verification, coaching

certifications, background check (if applicable), and bio

Admin can approve, reject, or request corrections

Approved coaches gain "Verified" badge and access to Coach Panel

Rejected coaches can reapply after addressing issues

Application status is visible to the coach at all times

User Story 2 --- Validate Certifications

As an Admin: I want to validate and track coach certifications so

that credentials remain trustworthy.

Acceptance Criteria:

Certifications are stored with issuer, credential ID, issue date,

and expiry date

Admin marks certification as validated, rejected, or pending

Expiring certifications trigger automated notifications to coach 30,

14, and 7 days before expiry

Expired certifications automatically downgrade coach status to

"Unverified" and hide profile from search

Certification history is immutable; updates create new records

User Story 3 --- Manage Coach-Club Affiliations

As an Admin: I want to oversee coach-club affiliations so that

relationships are legitimate and current.

Acceptance Criteria:

Coaches can request affiliation with clubs; club admins approve

Admin can view all active and pending affiliations

Admin can dissolve an affiliation if fraud or policy violation is

detected

Dissolved affiliations notify both parties and reassign future

sessions per policy

Affiliation history is retained for audit

Definition of Done

Coach onboarding is self-service with admin verification gates

Certification tracking is automated with expiry handling

Affiliation management supports both self-service and admin override

Status changes are enforced in search, booking, and scheduling

________________________________________________________________________

3.4 Epic: Booking Operations

Goal: Enable admins to view, manage, and resolve all booking-related

operational issues across the platform.

User Story 1 --- View and Filter Bookings

As an Admin: I want to view and manage bookings so that operational

problems can be resolved.

Acceptance Criteria:

Admin can view all bookings in a centralized list with filters: date

range, status, user, club, coach, facility, sport, payment status

Booking detail view shows full timeline: creation, payment,

reminders, check-in, cancellation, refund

Admin can see participant list with contact details (respecting

privacy settings)

Search works across booking ID, user name, facility name, and club

name

Export of booking data is available in CSV format

User Story 2 --- Cancel or Override Booking

As an Admin: I want to cancel or override bookings so that

exceptional situations can be handled.

Acceptance Criteria:

Admin can cancel any booking with a reason code

Admin can override cancellation policy (e.g., waive no-refund rule

for extenuating circumstances)

Cancellation triggers automatic refund workflow based on

admin-selected policy

All participants and the host (club/coach) are notified of

cancellation

Cancellation reason is logged and impacts compliance score of

involved party

User Story 3 --- Move or Reschedule Booking

As an Admin: I want to move or reschedule bookings so that conflicts

or emergencies can be resolved.

Acceptance Criteria:

Admin can move a booking to a different time slot within the same

facility

Admin can move a booking to a different facility (same club or

different club)

System checks for capacity and availability conflicts before

confirming move

All participants are notified of the change with new details

Original and new booking records are linked for audit

User Story 4 --- Assign Compensation

As an Admin: I want to assign compensation so that users affected by

operational failures are made whole.

Acceptance Criteria:

Admin can issue platform credit, partial refund, or full refund as

compensation

Compensation requires a reason code and is linked to the original

booking or dispute

Compensation amount is configurable and requires approval if above a

threshold

Recipient is notified of compensation with explanation

Compensation is logged in financial records and audit trail

Definition of Done

Booking operations dashboard is operational with full search,

filter, and export

Cancel, move, and compensation actions update booking and financial

states correctly

All affected parties are notified automatically

Actions are fully auditable

________________________________________________________________________

3.5 Epic: Tournament Oversight

Goal: Provide admin governance over all tournament activities from

creation approval through results verification.

User Story 1 --- View and Approve Tournaments

As an Admin: I want to view and approve tournaments so that only

legitimate, well-structured events are published.

Acceptance Criteria:

All tournament creations appear in an admin approval queue before

public visibility

Tournament detail view shows title, sport, date, venue, registration

rules, capacity, and organizer

Admin can approve, reject, or request modifications

Rejected tournaments include a reason and return to draft state for

the club

Approved tournaments become publicly visible and open for

registration

User Story 2 --- Monitor Tournament Registrations

As an Admin: I want to monitor tournament registrations so that

capacity and fairness are maintained.

Acceptance Criteria:

Admin dashboard shows registration count, capacity fill rate, and

waitlist status per tournament

Admin can view participant list with verification status

Admin can close registration early or extend deadline

Anomalous registration patterns (bulk sign-ups, duplicate entries)

are flagged

User Story 3 --- Freeze or Unfreeze Tournament

As an Admin: I want to freeze tournaments so that issues can be

investigated without disruption.

Acceptance Criteria:

Admin can freeze a tournament, halting all new registrations and

result updates

Existing registrations are preserved; participants are notified of

freeze status

Admin can unfreeze after resolution

Freeze reason is recorded and visible to tournament organizer

Frozen tournaments show "Under Review" status publicly

User Story 4 --- Manage Tournament Results and Disputes

As an Admin: I want to manage tournament results and disputes so

that outcomes are fair and accurate.

Acceptance Criteria:

Admin can view submitted results and bracket data

Admin can override or correct results in case of dispute or error

Result disputes are routed to the Dispute & Support Resolution

workflow

Final results are locked after admin confirmation

Results history is retained for audit

Definition of Done

Tournament approval queue is operational

Registration monitoring shows real-time data with anomaly detection

Freeze/unfreeze logic is enforced across all tournament operations

Result management supports override and dispute resolution

All actions are logged and auditable

________________________________________________________________________

3.6 Epic: Content & Catalog Management

Goal: Govern the platform's master data, categories, and

user-generated content to ensure consistency and quality.

User Story 1 --- Manage Sports Categories

As an Admin: I want to manage sports categories so that the platform

taxonomy remains accurate.

Acceptance Criteria:

Admin can create, edit, deactivate, or merge sports categories

Each category has name, icon, description, and applicable facility

types

Deactivating a category hides it from new listings but preserves

historical data

Merging categories transfers all associated facilities, classes, and

coach profiles to the target category

Changes reflect immediately across all panels

User Story 2 --- Manage Facility Amenities & Tags

As an Admin: I want to manage facility amenities and tags so that

clubs use a standardized vocabulary.

Acceptance Criteria:

Admin can create and edit amenity tags (e.g., "Parking,"

"Showers," "Wheelchair Accessible")

Amenities support icons and translations

Clubs can only select from admin-defined amenities; cannot create

custom ones

Amenity changes update all existing facility listings

User Story 3 --- Moderate Reviews and Ratings

As an Admin: I want to moderate user-generated reviews so that

content remains fair and appropriate.

Acceptance Criteria:

Review moderation queue flags reviews based on keyword filters, user

reports, or anomalous patterns

Admin can approve, hide, or remove reviews

Removed reviews notify the reviewer with reason

Repeated abusive reviewers are automatically flagged for account

review

Club and coach can respond to reviews; responses are also

moderatable

User Story 4 --- Manage Platform Announcements

As an Admin: I want to publish announcements so that all users

receive important updates.

Acceptance Criteria:

Admin can create announcements with title, body, target audience

(all, athletes, coaches, clubs), and scheduling

Announcements appear as banners in relevant panels

Admin can expire or retract announcements early

Announcement impressions and dismissals are tracked

Definition of Done

Master data (sports, amenities) is fully admin-controlled

Review moderation queue is functional with automated flagging

Announcements reach correct audiences and are trackable

Changes propagate immediately across the platform

________________________________________________________________________

3.7 Epic: Trust & Safety Monitoring

Goal: Detect, investigate, and act on risky or harmful behavior to

protect platform integrity, payment safety, and user trust.

User Story 1 --- Detect Risky Behavior

As an Admin: I want the system to detect risky behavior so that

threats are identified before they escalate.

Acceptance Criteria:

System auto-flags patterns: multiple accounts per device/phone,

chargeback streaks, fake booking loops, bot-like activity, report

clustering, unusual payout requests

Flagged users appear in a "Trust & Safety" review queue with risk

score (Low, Medium, High, Critical) and evidence summary

Risk model is continuously updated based on resolved cases

Admin can configure sensitivity thresholds per risk category

User Story 2 --- Investigate and Act on Flags

As an Admin: I want to investigate and act on risk flags so that

appropriate protective measures are taken.

Acceptance Criteria:

Admin can view full evidence summary: account history, linked

accounts, transaction patterns, report history

Admin can place user under "Watch" (monitoring), "Restrict" (no

payments/bookings), or "Suspend" (no access)

Admin can freeze pending payouts or refunds tied to a flagged user

until investigation closes

Investigation notes are internal-only; user sees only final action

with generic reason

Resolved cases update the user's trust score and feed into

automated detection model

All investigation actions are logged immutably in audit trail

User Story 3 --- Handle User Reports

As an Admin: I want to handle user reports so that platform safety

is maintained.

Acceptance Criteria:

Users can report clubs, coaches, athletes, or content with category

and evidence upload

Reports appear in admin queue with reporter anonymity preserved

where appropriate

Admin can dismiss report, warn reported party, restrict account, or

escalate to suspension

Reporter is notified of outcome (without revealing specific admin

actions)

Pattern detection flags users with multiple reports across different

reporters

Definition of Done

Risk detection flags populate Trust & Safety queue with actionable

evidence and scoring

Investigation workflow supports evidence review, status actions, and

internal notes

User reports are handled with appropriate privacy and safety

measures

All resolutions feed back into risk model and are fully auditable

________________________________________________________________________

3.8 Epic: Dispute & Support Resolution

Goal: Handle financial disputes, booking conflicts, and user

complaints through a structured admin workflow.

User Story 1 --- View and Assign Disputes

As an Admin: I want to view all disputes so that issues are resolved

promptly.

Acceptance Criteria:

Dispute queue shows open, pending, and resolved cases with priority

scoring

Disputes auto-categorize by type (refund request, no-show, service

mismatch, payment failure, fraud)

Admin can assign disputes to themselves or other admins

SLA timers show time remaining per priority level

Escalation rules move overdue disputes to higher priority

User Story 2 --- Resolve Booking & Payment Disputes

As an Admin: I want to resolve booking and payment disputes so that

fair outcomes are reached.

Acceptance Criteria:

Admin can view full booking timeline, payment records, messages, and

cancellation policy

Admin can issue full refund, partial refund, or deny request with

reason

Refund processing integrates with payment gateway and updates

financial records

Both parties receive resolution notification with reasoning

Resolution is logged and impacts compliance scores of involved

club/coach

Definition of Done

Dispute queue is operational with categorization and SLA tracking

Refund and resolution actions update financial and booking states

correctly

All resolutions are auditable

________________________________________________________________________

3.9 Epic: Financial Oversight & Commission Control

Goal: Monitor platform-wide financial health, configure commission

structures, and ensure payout integrity.

User Story 1 --- Configure Commission Rules

As an Admin: I want to configure commission rules so that platform

revenue is managed centrally.

Acceptance Criteria:

Admin can set global commission percentage per transaction type

(booking, tournament, membership)

Commission can be overridden per club or per coach with

justification

Rules support tiered structures (e.g., lower commission for

high-volume clubs)

Changes apply to new transactions only; existing transactions are

unaffected

Commission history is versioned and auditable

User Story 2 --- Monitor Payouts

As an Admin: I want to monitor club and coach payouts so that

disbursements are accurate and timely.

Acceptance Criteria:

Payout dashboard shows pending, processing, completed, and failed

payouts

Admin can filter by recipient, date range, amount, and status

Failed payouts trigger alerts and retry workflows

Admin can manually trigger or hold a payout with reason

Payout records are reconcilable with payment gateway reports

User Story 3 --- Reconcile Platform Revenue

As an Admin: I want to reconcile revenue so that financial reporting

is accurate.

Acceptance Criteria:

Revenue report shows gross bookings, refunds, platform commission,

net payouts, and platform profit

Reports are filterable by date, region, sport, and transaction type

Discrepancies between expected and actual payouts are flagged

automatically

Admin can export reconciliation reports in CSV and PDF

Export includes transaction IDs for external accounting verification

Definition of Done

Commission configuration is flexible and versioned

Payout monitoring covers full lifecycle with failure handling

Revenue reconciliation is automated with discrepancy flagging

Financial exports are accurate and secure

________________________________________________________________________

3.10 Epic: Reports & System Settings

Goal: Provide platform-wide analytics and configurable system

controls.

User Story 1 --- View Dashboard Reports

As an Admin: I want to view dashboards so that I can monitor

platform performance.

Acceptance Criteria:

Dashboard shows user growth, active users, bookings, revenue,

disputes, and verification backlogs

Reports are filterable by date range, region, sport, and user role

Charts include trend lines, comparisons, and forecasting

Data refreshes within defined limits (real-time for critical

metrics, hourly for others)

User Story 2 --- Export Reports

As an Admin: I want to export reports so that I can share

operational data externally.

Acceptance Criteria:

Reports can be exported in CSV, PDF, and Excel formats

Scheduled exports can be configured (daily, weekly, monthly)

Exports respect current filters and date range

Export actions are logged with admin identity and timestamp

User Story 3 --- Manage System Settings

As an Admin: I want to configure system settings so that business

policies are controlled centrally.

Acceptance Criteria:

Admin can configure platform fees, cancellation policies,

notification templates, and feature toggles

Settings are role-restricted (some require super-admin)

Changes are saved persistently and propagate immediately

Critical settings require confirmation and are versioned

Settings changes are logged in audit trail

Definition of Done

Dashboards, exports, and system settings are functional

Filters and data refresh operate correctly

Access control is enforced with super-admin restrictions where

applicable

________________________________________________________________________

3.11 Epic: Platform Promotions & Campaigns

Goal: Drive user acquisition and retention through centrally managed

discounts, featured placements, and seasonal campaigns.

User Story 1 --- Create and Manage Discount Codes

As an Admin: I want to create discount codes so that clubs, coaches,

or athletes can offer promotions.

Acceptance Criteria:

Admin can create percentage or fixed-amount discount codes

Codes can be scoped globally, per club, per coach, per sport, or per

user segment

Usage limits (total redemptions, per-user limit, expiry date) are

configurable

Codes stack or exclude rules are defined at creation

Real-time redemption count and revenue impact are visible

User Story 2 --- Feature Clubs, Coaches, or Tournaments

As an Admin: I want to feature specific listings so that discovery

is influenced by platform goals.

Acceptance Criteria:

Admin can pin or boost clubs, coaches, classes, or tournaments in

search results and homepage

Featured slots support scheduling (start/end date) and position

ranking

Featured listings are visually marked ("Featured," "Trending,"

"Official Pick")

Clubs/coaches can be charged or featured for free based on admin

selection

Impressions, clicks, and conversion from featured slots are tracked

User Story 3 --- Run Seasonal Campaigns

As an Admin: I want to run seasonal campaigns so that user

engagement spikes during key sports periods.

Acceptance Criteria:

Campaign builder supports banners, push notifications, email blasts,

and in-app modals

Targeting filters include user role, location, sport preference, and

activity level

Campaign schedule includes start, end, and timezone

A/B testing variant support for messaging and creative

Campaign performance (reach, engagement, conversion) is reported in

real time

Definition of Done

Discount codes apply correctly at checkout and respect stacking

rules

Featured placements render consistently across athlete and coach

discovery surfaces

Campaigns reach correct segments and performance metrics are

accurate

________________________________________________________________________

3.12 Epic: Communication & Notification Center

Goal: Centralize control over all platform communications,

templates, and bulk messaging to ensure consistent voice and compliance.

User Story 1 --- Manage Notification Templates

As an Admin: I want to manage notification templates so that all

user-facing messages are consistent and on-brand.

Acceptance Criteria:

Templates cover email, SMS, and push for all platform events

(booking, payment, verification, dispute, campaign)

Admin can edit subject, body, and variables; changes are versioned

Templates support multi-language variants

Preview mode renders template with sample data before publishing

Critical templates (password reset, payment receipt) are locked from

deletion but editable

User Story 2 --- Send Targeted Bulk Announcements

As an Admin: I want to send bulk announcements so that important

updates reach the right users immediately.

Acceptance Criteria:

Audience builder filters by role, location, sport, verification

status, and activity date

Delivery channels are selectable: email, SMS, push, or in-app banner

Scheduling supports immediate send or future date

Delivery reports show sent, delivered, opened, and failed counts

Users can opt out of non-critical announcements; opt-out is

respected

User Story 3 --- Moderate In-App Messaging

As an Admin: I want to moderate in-app chat between users so that

harassment or policy violations are caught.

Acceptance Criteria:

Message scanning flags prohibited content (abuse, fraud,

off-platform payment requests) via keyword and pattern detection

Flagged conversations enter admin review queue with context

(previous messages, user history)

Admin can warn, mute, or suspend messaging privileges for a user

Reported messages can be hidden from recipient while under review

Chat logs are retained per data retention policy and available for

dispute evidence

Definition of Done

Templates are versioned, localized, and locked where required

Bulk announcements deliver reliably with full reporting

Message moderation flags content accurately and admin actions are

auditable

________________________________________________________________________

3.13 Epic: Notifications Architecture

Goal: Define a structured, configurable system for routing platform

events to users through the appropriate channels.

Architecture Pattern

Event → Notification Rule → Channel

Example Mappings

-----------------------------------------------------------------------

Event Channels Recipients

----------------------- ----------------------- -----------------------

Club approved Push + Email Club Admin

Payment failed SMS + Push Payer

Document expiring (30d) Email Coach / Club Admin

Booking confirmed Push + Email Athlete

Dispute resolved Email Both parties

Tournament starting Push + SMS Registered participants

(24h)

New message received Push Recipient

Account suspended Email + SMS User

Payout completed Email Club / Coach

Campaign launched Push + Email Target segment

-----------------------------------------------------------------------

User Story 1 --- Configure Event Rules

As an Admin: I want to configure notification rules so that the

right users receive the right messages at the right time.

Acceptance Criteria:

Admin can view all platform events in an event registry

For each event, admin can configure which channels are active

(email, SMS, push, in-app)

Admin can set delay, frequency caps, and quiet hours per event

Rules support conditional logic (e.g., send SMS only if email not

opened within 1 hour)

Changes to rules apply immediately to new events

User Story 2 --- Manage Notification Channels

As an Admin: I want to manage notification channels so that delivery

infrastructure remains reliable.

Acceptance Criteria:

Admin can view channel health status (email provider, SMS gateway,

push service)

Failed deliveries per channel are tracked and alerted

Admin can configure fallback channels (e.g., if push fails, send

SMS)

Channel credentials and API keys are managed securely

Delivery rate, bounce rate, and open rate are reported per channel

User Story 3 --- Audit Notification Delivery

As an Admin: I want to audit notification delivery so that

communication issues can be diagnosed.

Acceptance Criteria:

Full delivery log per notification: event, recipient, channel,

status, timestamp, error code

Admin can search logs by user, event type, date range, and delivery

status

Failed notifications can be manually retried

Delivery logs are retained per data retention policy

Export of delivery logs is available for compliance review

Definition of Done

Event registry covers all platform events

Notification rules are configurable per event with channel, delay,

and conditional logic

Channel health is monitored with fallback support

Delivery logs are complete, searchable, and exportable

________________________________________________________________________

3.14 Epic: Privacy & Compliance

Goal: Ensure the platform meets data protection requirements and

provides users control over their personal data.

User Story 1 --- Control Sensitive Document Access

As an Admin: I want controlled access to sensitive documents so that

data is protected from unauthorized exposure.

Acceptance Criteria:

Admin cannot download sensitive documents (identity docs,

certifications, bank details) without explicit permission

Document access requires a justification note and is subject to

role-based approval

Every document view and download is logged with admin identity,

timestamp, and justification

Bulk document download is blocked; only single-document access is

permitted

Document access logs are immutable and available for compliance

review

User Story 2 --- Handle Data Deletion Requests

As an Admin: I want to handle data deletion requests so that users

can exercise their right to be forgotten.

Acceptance Criteria:

Users can submit data deletion requests from their profile settings

Requests appear in admin queue with user identity and request date

Admin can review linked data (bookings, payments, tournament

records) before processing

System supports anonymization (retain records without PII) or full

deletion per policy

Deletion request status is communicated to the user

Completed deletions are logged and irreversible

User Story 3 --- Handle Data Export Requests

As an Admin: I want to handle data export requests so that users can

receive a copy of their data.

Acceptance Criteria:

Users can request a full data export from their profile settings

Export includes all personal data: profile, bookings, payments,

messages, training history, tournament records

Export is generated in a machine-readable format (JSON or CSV)

Admin can review and approve export before delivery

Export is delivered via secure link with expiration

Export request and delivery are logged

User Story 4 --- Configure Data Retention Policy

As an Admin: I want to configure data retention policies so that

data is stored only as long as necessary.

Acceptance Criteria:

Admin can set retention periods per data category: user profiles,

bookings, payments, messages, audit logs, chat logs

Retention policy supports automatic anonymization or deletion after

period expires

Policy changes apply to new data immediately; existing data follows

previous policy until expiry

Retention policy is versioned and auditable

Compliance dashboard shows upcoming data expiry and deletion batches

Definition of Done

Sensitive document access is gated, justified, and fully logged

Data deletion and export requests are handled through a structured

workflow

Retention policies are configurable, versioned, and automatically

enforced

All privacy actions are auditable for compliance review

________________________________________________________________________

Admin Panel --- User Flows

User Flow: Club Self-Registration and Verification

Club admin signs up via public registration form

System sends email/phone verification

Club admin completes profile and uploads documents

Application enters "Pending Review" queue

Admin reviews application and documents

Admin approves, rejects, or requests correction

Approved club gains full Club Panel access; rejected club receives

reason and can reapply

User Flow: Coach Self-Onboarding

Coach signs up via public registration or is invited by club

Coach completes profile and uploads certifications

Application enters admin review queue

Admin verifies identity and credentials

Admin approves or rejects with feedback

Approved coach gains "Verified" status and Coach Panel access

User Flow: Trust & Safety Investigation

System detects anomalous pattern (multi-account, chargeback streak,

bot activity)

User is auto-flagged and risk score calculated

Flagged user appears in Trust & Safety queue

Admin reviews evidence summary and account history

Admin places user on Watch, Restrict, or Suspend

If financial freeze applies, pending payouts/refunds are held

Investigation notes are recorded internally

Resolution updates trust score and feeds detection model

User Flow: Booking Operations

Admin navigates to Booking Operations dashboard

Admin searches or filters bookings by criteria

Admin selects a booking to view full timeline and participant

details

Admin performs action: cancel, move, or assign compensation

System validates action and checks for conflicts

Affected parties are notified automatically

Action is logged in booking history and audit trail

User Flow: Tournament Oversight

Club submits tournament for approval

Tournament appears in admin approval queue

Admin reviews details and either approves, rejects, or requests

changes

Approved tournament opens for registration

Admin monitors registration metrics and flags anomalies

If issue arises, admin freezes tournament

After resolution, admin unfreezes or cancels tournament

Results are submitted by club and confirmed by admin

User Flow: Dispute Resolution

User (athlete, coach, or club) submits dispute with evidence

System categorizes and prioritizes dispute

Admin assigns and reviews case details

Admin communicates with parties via internal notes or direct

messages

Admin issues resolution (refund, penalty, dismissal)

System executes financial actions and notifies parties

Case closes and updates compliance records

User Flow: Compliance Monitoring

System scans for expired documents, policy violations, or anomalous

patterns

Flagged accounts appear in admin compliance dashboard

Admin reviews flagged items

Admin takes action (warning, restriction, suspension, or dismiss

flag)

System notifies affected user and logs action

Compliance score updates automatically

User Flow: Campaign Deployment

Admin creates campaign in builder with creative, audience, and

schedule

System validates targeting and budget (if applicable)

Campaign scheduled or sent immediately

Messages delivered across selected channels

Real-time performance metrics populate

Admin reviews conversion and engagement data

Campaign archived with full performance report

User Flow: Data Deletion Request

User submits deletion request from profile settings

Request appears in admin Privacy & Compliance queue

Admin reviews linked data and confirms scope

System executes anonymization or deletion per retention policy

User receives confirmation of completion

Deletion is logged immutably

________________________________________________________________________

Admin Panel --- Wireframes Required

------------------------------------------------------------------------

# Wireframe Purpose

----------------------- ----------------------- ------------------------

1 Admin Login Page Secure access with MFA

support

2 Dashboard KPIs, verification

backlog, trust alerts,

quick actions

3 User Oversight Search, filter, status

management, impersonate,

export

4 Trust & Safety Queue Risk flags, risk scores,

investigation workspace

5 Club Verification Queue Document viewer,

approve/reject/request

correction

6 Coach Verification Certification tracker,

Queue affiliation viewer

7 Compliance Monitoring Flags, scores, alerts,

Dashboard automated triggers

8 Booking Operations Booking list, timeline,

cancel/move/compensate

9 Tournament Oversight Approval queue,

registration monitor,

freeze/results

10 Content Management Sports, amenities,

review moderation,

announcements

11 Dispute Resolution Case details, timeline,

Workspace resolution actions

12 Financial Oversight Commission config,

payout monitor, revenue

reconciliation

13 Promotions & Campaigns Discount builder,

featured slots, campaign

creator

14 Communication Center Templates, bulk sender,

chat moderation

15 Notifications Event registry, rule

Architecture builder, channel config

16 Privacy & Compliance Access logs,

deletion/export

requests, retention

policy

17 Reports & Analytics KPIs, charts, scheduled

exports

18 System Settings & Audit Configuration,

Logs versioning, immutable

logs

------------------------------------------------------------------------

________________________________________________________________________

Admin Panel --- Epic Summary

-----------------------------------------------------------------------

# Epic Purpose

----------------------- ----------------------- -----------------------

3.1 Account Status Search, status

Management transitions,

impersonate, merge

3.2 Club Verification & Application, documents,

Lifecycle compliance, suspension

3.3 Coach Verification & Onboarding,

Credentials certifications,

affiliations

3.4 Booking Operations View, cancel, move,

compensate bookings

3.5 Tournament Oversight Approval, registration

monitor, freeze,

results

3.6 Content & Catalog Sports, amenities,

Management reviews, announcements

3.7 Trust & Safety Risk detection,

Monitoring investigation, user

reports

3.8 Dispute & Support Financial disputes, SLA

Resolution tracking

3.9 Financial Oversight & Commission rules,

Commission payouts, reconciliation

3.10 Reports & System Dashboards, exports,

Settings platform configuration

3.11 Platform Promotions & Discounts, featured

Campaigns listings, seasonal

campaigns

3.12 Communication & Templates, bulk

Notification Center announcements, chat

moderation

3.13 Notifications Event registry, rules,

Architecture channels, delivery

audit

3.14 Privacy & Compliance Document access,

deletion/export,

retention

-----------------------------------------------------------------------

________________________________________________________________________

Data Model Reference

Admin

├── id (UUID)

├── email

├── role (Super Admin | Admin | Support Admin | Finance Admin |

Read-Only)

├── permissions[]

├── last_login

└── created_at

Role

├── id

├── name

├── permissions[]

└── scope (global | module-specific)

User (base entity)

├── id (UUID)

├── email

├── phone

├── password_hash

├── status (Active | Pending Verification | Restricted | Suspended

| Banned | Deleted)

├── trust_score

├── role (Athlete | Coach | Club Admin)

├── privacy_settings

├── created_at

└── updated_at

Athlete Profile

├── user_id

├── name

├── date_of_birth

├── sports[]

├── location

├── emergency_contact

└── medical_notes

Coach Profile

├── user_id

├── name

├── bio

├── sports[]

├── experience_years

├── certifications[]

├── availability

├── verification_status

└── public_visibility

Club Profile

├── user_id (club admin)

├── name

├── description

├── location

├── contact_info

├── business_registration

├── tax_id

├── verification_status

├── compliance_score

└── public_visibility

Verification Request

├── id

├── user_id

├── type (Club | Coach)

├── status (Pending | Under Review | Approved | Rejected |

Awaiting Documents)

├── documents[]

├── submitted_at

├── reviewed_at

├── reviewed_by (admin_id)

└── rejection_reason

Document

├── id

├── owner_id

├── type (Identity | Certification | Business Registration | Bank

Detail | Venue Proof)

├── file_url (encrypted)

├── status (Pending | Verified | Rejected | Expired)

├── expiry_date

├── uploaded_at

├── verified_at

└── verified_by (admin_id)

Audit Log

├── id

├── actor_id (admin or user)

├── actor_type

├── action

├── target_type

├── target_id

├── metadata (JSON)

├── ip_address

├── timestamp

└── severity (Info | Warning | Critical)

Booking

├── id

├── athlete_id

├── service_type (Facility | Class | Session | Tournament)

├── service_id

├── club_id

├── coach_id (optional)

├── scheduled_at

├── duration

├── participants[]

├── status (Pending | Confirmed | Completed | Cancelled |

Refunded)

├── payment_status

├── cancellation_reason

├── compensation_amount

└── created_at

Dispute

├── id

├── reporter_id

├── reported_type (Club | Coach | Athlete | Booking | Content)

├── reported_id

├── category (Refund | No-Show | Service Mismatch | Payment Failure

| Fraud | Other)

├── priority (Low | Medium | High | Critical)

├── status (Open | Under Review | Resolved | Escalated)

├── assigned_to (admin_id)

├── resolution (Refund | Partial Refund | Denied | Warning |

Suspension)

├── sla_deadline

└── created_at

Transaction

├── id

├── booking_id

├── payer_id

├── payee_id

├── amount

├── currency

├── type (Booking | Refund | Commission | Payout | Compensation)

├── status (Pending | Completed | Failed | Reversed)

├── gateway_reference

└── timestamp

Payout

├── id

├── recipient_id

├── recipient_type (Club | Coach)

├── amount

├── currency

├── status (Pending | Processing | Completed | Failed | On Hold)

├── period_start

├── period_end

├── processed_at

└── failure_reason

Campaign

├── id

├── name

├── type (Discount | Featured | Seasonal)

├── audience_filters (JSON)

├── channels[] (Email | SMS | Push | In-App)

├── schedule_start

├── schedule_end

├── status (Draft | Scheduled | Active | Completed | Cancelled)

├── performance_metrics (JSON)

└── created_by (admin_id)

Notification

├── id

├── event_type

├── recipient_id

├── channels[]

├── template_id

├── status (Pending | Sent | Delivered | Failed | Opened)

├── sent_at

├── delivered_at

├── opened_at

└── error_code

Notification Rule

├── id

├── event_type

├── channels[]

├── delay_minutes

├── frequency_cap

├── quiet_hours_start

├── quiet_hours_end

├── fallback_rules (JSON)

└── is_active

Data Access Log

├── id

├── admin_id

├── document_id

├── action (View | Download)

├── justification

├── timestamp

└── ip_address

Data Request (GDPR / CCPA)

├── id

├── user_id

├── type (Deletion | Export)

├── status (Pending | Under Review | Processing | Completed |

Denied)

├── scope (Full | Partial)

├── reviewed_by (admin_id)

├── completed_at

└── download_url (for exports)

________________________________________________________________________

Global Definition of Done (Admin Panel)

User story is implemented

Acceptance criteria are met

UI and API behavior are aligned

Validation is complete

Error states are handled

Notifications work where required

Audit logs are stored for sensitive actions

Role permissions are enforced

Feature is tested

Feature is reviewed and approved

PART 2: ATHLETE PANEL

**Sports Management System — Athlete Panel Product Requirements**

**1.0 Overview**

The Athlete Panel is a comprehensive digital platform designed to

empower athletes by providing a centralized hub for managing their

sporting journey. This product aims to streamline various aspects of

an athlete's lifecycle, from initial registration and profile

management to discovering opportunities, scheduling training,

participating in tournaments, handling financial transactions, and

engaging in communication with coaches, administrators, and peers. By

offering an intuitive and feature-rich interface, the Athlete Panel

will enhance athlete engagement, improve operational efficiency for

sports organizations, and foster a more connected and supportive

sports ecosystem. The focus is on delivering a seamless, user-centric

experience that supports athletes at all levels of their careers.

**2.0 Goals**

The primary goals of the Athlete Panel are to:

* **Enhance Athlete Experience:** Provide a user-friendly and

efficient platform for athletes to manage all aspects of their

sporting activities.

* **Improve Operational Efficiency:** Automate and simplify processes

related to registration, scheduling, payments, and

communication.

* **Increase Engagement:** Foster a sense of community and provide

athletes with tools to track progress and discover new opportunities.

* **Promote Transparency:** Offer clear visibility into training

plans, tournament details, and financial transactions.

* **Support Athlete Development:** Facilitate access to training

resources and progress tracking to aid in skill improvement.

**3.0 Athlete Dashboard Information Architecture**

The Athlete Dashboard will serve as the central navigation point for

all athlete-facing functionalities. It will be structured to provide

quick access to key features and information, organized logically to

support the athlete's typical workflow and needs.

**3.1 Epic: Athlete Profile & Account Management**

**Goal:** To enable athletes to create, manage, and maintain accurate

and comprehensive personal and professional information within the

system.

**User Story 1 — Create and Complete Athlete Profile** As an

Athlete: I want to create and complete my profile with personal

details, contact information, and basic athletic information so that

my profile is ready for registration and

discovery by coaches and organizations.

**Acceptance Criteria:** * User can access the profile creation form.

* User can input mandatory fields: First Name, Last Name, Email, Date

of Birth, Gender. * User can input optional fields: Phone Number,

Address, Nationality, Preferred Sport(s). * User can upload a profile

picture. * User can save the profile information. * Profile

completion progress is visually indicated.

**User Story 2 — Edit Athlete Profile Details** As an Athlete: I

want to edit my existing profile information so that I can keep my

details up-to-date as they change.

**Acceptance Criteria:** * User can access the edit profile section.

* All previously entered fields are displayed and editable. * User

can update personal details, contact information, and athletic

preferences. * User can change their profile picture. * Changes are

saved and reflected across the platform.

**User Story 3 — Manage Account Settings** As an Athlete: I want to

manage my account settings, including password and privacy

preferences, so that I can secure my account and control information

visibility.

**Acceptance Criteria:** * User can access account settings. * User

can change their password with

confirmation. * User can manage basic privacy settings for their

profile

information. * User can link or unlink external accounts (e.g.,

social media, if applicable).

**User Story 4 — View Athlete Statistics and Achievements** As an

Athlete: I want to view a summary of my athletic statistics and

achievements so that I can track my progress and showcase my

capabilities.

**Acceptance Criteria:** * Dedicated section displays key performance

indicators relevant to their sport(s). *

Achievements, such as awards or personal bests, can be added and

displayed. * Data is presented in a clear, readable format.

**Definition of Done:** * Athlete profile creation, editing, and

management is fully functional. * Account security and privacy

settings are configurable. * Basic statistics and achievements can be

viewed.

**3.2 Epic: Discovery & Browsing**

**Goal:** To allow athletes to discover and explore training

opportunities, clubs, coaches, and events relevant to their sporting

interests and career goals.

**User Story 1 — Browse and Search for Clubs and Organizations** As

an Athlete: I want to browse and search for clubs and sports

organizations so that I can find potential teams or affiliations.

**Acceptance Criteria:** * User can view a list of available

clubs/organizations. * Search functionality allows filtering by name,

sport, location, and keywords. * Each club listing includes a brief

description, sports offered, and location. * User can click on a

listing to view detailed club information.

**User Story 2 — Discover Available Training Programs** As an

Athlete: I want to discover and browse available training programs so

that I can find suitable training sessions or camps.

**Acceptance Criteria:** * User can view a list of training programs.

* Programs can be filtered by sport, level, duration, location, and

coach. * Each program listing provides details on dates, times,

costs, and objectives. * User can view coach profiles associated with

training programs.

**User Story 3 — Search for Coaches and Mentors** As an Athlete: I

want to search for coaches and mentors so that I can find suitable

guidance for my

development.

**Acceptance Criteria:** * User can view a directory of coaches. *

Search filters include sport expertise, specialization, location, and

experience level. * Coach profiles display their qualifications,

experience, reviews, and availability. * User can send an inquiry to

a coach through the platform.

**User Story 4 — Find and Explore Upcoming Tournaments** As an

Athlete: I want to find and explore upcoming tournaments so that I can

identify competitions to participate in.

**Acceptance Criteria:** * User can view a list of upcoming

tournaments. * Tournaments can be filtered by sport, date, location,

age group, and competitive level. * Tournament listings include event

details, rules,

registration deadlines, and venue information. * User can view

participating clubs or athletes (where applicable and privacy

permits).

**Definition of Done:** * Athletes can effectively discover and

filter clubs, training programs, coaches, and tournaments. * Detailed

information is available for each discovery item. * Search and

filtering mechanisms are robust and intuitive.

**3.2 Epic: Booking Management**

**Goal**: Enable athletes to discover, request, book, modify, and

manage

participation in training sessions, games, and club activities, with a

full record of their schedule and commitments.

**User Story 1** — Discover and Book Training Sessions

As an Athlete: I want to search and book training sessions or games so

that I can improve my skills and maintain a schedule.

Acceptance Criteria: - Athlete searches/browses sessions by sport,

date, facility, coach, or skill level. - Athlete views details (coach,

time, requirements, cost, available slots). - Athlete can request/book

a slot directly in-app. - Session added to personal calendar on

booking.

**User Story 2** — Manage My Bookings

As an Athlete: I want to view, update, or cancel my bookings so that I

can manage my availability and commitments.

Acceptance Criteria: - Athlete sees upcoming and past bookings in a

unified calendar view. - Bookings may be canceled up to venue's

cancellation policy. -Changes trigger notification to all affected

parties. - Option to reschedule if permitted. - Refund logic and

policy messaging for cancellations.

**User Story 3** — Waitlist and Auto-promotion

As an Athlete: I want to join a waitlist if a session is full and get

auto-promoted if a slot opens.

Acceptance Criteria: - Full sessions show a "join waitlist"

option. - When a spot

opens, athletes are auto-promoted by waitlist order and notified. - If

not available, auto-promotion moves to next in queue.

**User Story 4** — Integrated Calendar and Reminders

As an Athlete: I want to sync my booking calendar with Google/Outlook

calendars and get reminders so that I don't miss activities.

Acceptance Criteria: - Sync options for popular calendar providers. -

In-app and email reminders before each booked event. - Smart reminders

for travel time if location data is available.

**User Story 5** — View and Confirm Attendance

As an Athlete: I want to confirm attendance for each booking so that

organizers and teammates know who is present.

**Acceptance Criteria:** - Athlete can confirm, decline, or mark

tentative for upcoming sessions. - Attendance status is visible to

organizers and other attendees. - System prompts for feedback on

completed activities.

**Definition of Done** :- Booking search, creation, cancellation, and

modification processes are complete. - Waitlist and calendar

integration function as described. - Athlete's full booking history

and calendar view are accessible.

**3.3 Epic: Split Payment & Teammate**

**Goal**: Allow athletes to split payments for bookings and

registrations with teammates, and manage team cost sharing in an

automated, transparent manner.

**User Story 1** — Initiate Split Payment for Team Booking

As an Athlete: I want to split the cost of a booking with my team so

that everyone pays their share.

Acceptance Criteria: - Upon booking, athlete selects "Split with team"

option. -Team roster is loaded; paying members can be selected. -

System calculates and displays calculated share for each selected

teammate. - Split request sent to teammates for approval.

**User Story 2** — Accept or Decline Split Payment Requests

As an Athlete: I want to receive a split payment request and accept or

decline my portion so that control over my expenses is maintained.

**Acceptance Criteria**: - Push/email notification received on split

payment

invitation. - Option to accept (and pay) or decline a split payment. -

Declining adjusts outstanding balances; organizer notified

automatically. - Reminders sent for unpaid portions nearing due date.

**User Story 3** — Track Split Payment Status

As an Athlete: I want a dashboard showing who has/hasn't paid their

share so that I can monitor and follow up.

**Acceptance Criteria:** - Payment status updated in real time for

each participant. -Organizer/initiator can send reminders to unpaid

users. - Transaction log shows date, amount, payer, and outstanding

balances.

**User Story 4** — Handle Overpayments/Refunds

As an Athlete: I want overpayments to be credited to my wallet and

refunds processed automatically.

Acceptance Criteria: - If a user accidentally overpays, surplus is

credited back to their digital wallet. - Canceled bookings trigger

proportionate refunds to all contributors. - Transaction records

available for all payment adjustments.

**User Story 5** — Manage Teammate Payments for Tournaments

As an Athlete: I want to coordinate split fees for tournament entry so

that group payments are managed transparently.

**Acceptance Criteria**: - Tournament registration allows split

payment among selected teammates. - Entry confirmed only when full

amount is collected. -Payment failures are notified; alternate payment

option prompted. - All contributors receive receipt and final status

update.

**Definition of Done**: - All split-pay and group-payment scenarios

are supported for bookings and tournaments. - Real-time dashboard with

payment tracking is provided. - Transparent refund and overpayment

handling is covered for all group transactions.

**3.5 Epic: Tournament Participation**

Goal: Streamline discovery, registration, preparation, and engagement

for athlete tournament participation, integrating both solo and team

entries.

**User Story 1** — Discover and Search Tournaments

As an Athlete: I want to browse and filter upcoming tournaments so

that I can plan for participation.

Acceptance Criteria: - Athlete can search tournaments by sport, date,

location, and level. - Filter for individual/team events is

available. - Tournament listing details: entry fee, schedule,

eligibility, club/host.

**User Story 2** — Register for Tournament (Individual or Team)

As an Athlete: I want to register solo or join as part of a team for

tournaments so that entry is flexible.

Acceptance Criteria: - Athlete selects to join as an individual or

select an existing team. - All required forms and eligibility data

collected in-app. - Payment

processed (with split option if team). - Confirmation and reminders

sent on successful registration.

**User Story 3** — View Tournament Schedules, Fixtures, and Results

As an Athlete: I want to access my match schedule and results so that

I am prepared for my events.

Acceptance Criteria: - Athlete sees personal/team fixture table and

venue info. -Real-time updates for schedule changes and match

results. - Upcoming matches highlight 'report for check-in' option.

**User Story 4** — Manage Team Roster and Invites

As an Athlete: I want to add or remove teammates for team tournaments

so that my team meets roster requirements.

Acceptance Criteria: - Team captain/lead manages invites/removal

in-app. -Invite link or email/SMS send to potential teammates. -

Roster changes reflected per tournament rule (e.g. prior to lock

date).

**User Story 5** — Access Tournament Rules, Documents and Support

As an Athlete: I want to access official doc/rules and contact

organizers so that I am fully prepared.

**Acceptance Criteria:** - Download/previewable PDF of rules, waivers,

and

schedules. - Organizer support contact and chat available. -

FAQ/knowledgebase for common tournament questions.

**Definition of Done:** Tournament search, registration, and match

schedule views are fully implemented. - Team and solo participation,

roster management, and

document access are available. - Real-time result and support contact

features are in place.* Athletes can register for tournaments and

manage their entries. * Tournament schedules, fixtures, and team

rosters are accessible. * Essential tournament information is readily

available.

**3.6 Epic: Payments & Wallet**

**Goal:** To provide athletes with a secure and convenient way to

manage their finances, including payments for services, tournament

fees, and managing their digital wallet.

**User Story 1 — View Transaction History** As an Athlete: I want to

view my transaction history so that I can keep track of all my

payments and income.

**Acceptance Criteria:** * User can access a detailed list of all

past transactions. * Transactions include date, description, amount,

and status (e.g., paid, pending, refunded). * Transactions can be

filtered by date range or type.

**User Story 2 — Make Payments for Services and Fees** As an

Athlete: I want to make payments for training sessions, tournament

registrations, or other services so that I can access them.

**Acceptance Criteria:** * User can select services or fees that

require payment. * User can choose from available payment methods

(e.g., credit card, debit card, digital wallet). * Secure payment

gateway integration is used. * Payment confirmation is provided upon

successful transaction.

**User Story 3 — Manage Payment Methods** As an Athlete: I want to

manage my saved payment methods so that I can make future payments

more quickly and easily. **Acceptance Criteria:** * User can add new

payment methods (e.g., credit card details). * User can remove

existing payment methods. * User can set a default payment method. *

Sensitive payment information is stored securely and tokenized.

**User Story 4 — View Digital Wallet Balance** As an Athlete: I want

to view my digital wallet balance so that I know how much credit I

have available for future payments or services.\

**Acceptance Criteria:** * A dedicated section displays the current

balance of the athlete's digital wallet. * The wallet balance is

updated in real-time after transactions. * Option to top-up wallet

balance directly.

**User Story 5 — Receive and Track Payments (e.g., Prize Money)** As

an Athlete: I want to receive and track payments, such as prize money

from tournaments, so that I can manage my earnings.

**Acceptance Criteria:** * System can facilitate payments to the

athlete's digital wallet or linked bank account. * Transaction

history clearly indicates incoming payments. * Notifications are sent

upon successful receipt of funds.

**Definition of Done:** * Athletes can view transaction history and

manage payment methods. * Payments for services and fees are secure

and convenient. * Digital wallet functionality for balance tracking

and top-up is implemented. * Receipt of payments is tracked and

communicated.

**3.7 Epic: Notifications, Messaging & Support**

**Goal:** To facilitate timely communication, provide important

updates, and offer accessible support to athletes.

**User Story 1 — Receive System Notifications** As an Athlete: I

want to receive system notifications so that I am informed about

important updates, changes, and alerts. **Acceptance Criteria:** *

User receives notifications for: booking confirmations, cancellations,

schedule changes, tournament updates, new messages, payment

confirmations, etc. * Notifications are displayed in-app and

optionally via email or push notifications. * User can manage

notification preferences.

**User Story 2 — Send and Receive Direct Messages** As an Athlete: I

want to send and receive direct messages so that I can communicate

with coaches,

administrators, teammates, and other relevant users.

**Acceptance Criteria:** * User can initiate direct messages with

other platform users. * User can view a list of conversations. *

Real-time messaging functionality allows sending and receiving

messages and attachments. * Unread message indicators are present.

**User Story 3 — Access Support Resources** As an Athlete: I want to

access support resources so that I can find answers to common

questions or get help when I need it. **Acceptance Criteria:** *

Dedicated support section with a FAQ. * Ability to search the FAQ for

relevant information. * Contact form or link to submit a support

ticket.

**User Story 4 — Submit Support Tickets** As an Athlete: I want to

submit support tickets so that I can request assistance for specific

issues or queries.

**Acceptance Criteria:** * User can fill out a form to describe their

issue. * User can categorize the type of support needed. * User can

view the status of their submitted tickets. * Notifications are sent

when a ticket is updated or resolved.

**User Story 5 — View Announcements from Administrators** As an

Athlete: I want to view important announcements from administrators so

that I am aware of important system-wide or organizational news.

**Acceptance Criteria:** *

dedicated section displays official announcements. * Announcements

can be filtered by category or date. * Users are notified of new

important

announcements.

**Definition of Done:** * Athletes receive timely and relevant

notifications. * Direct messaging functionality is robust and

user-friendly. * Access to support resources and ticket submission is

clear and efficient. * Administrator

announcements are communicated effectively.

PART 3: CLUB PANEL

Club Panel

Overview

The Club Panel enables sports clubs and facility owners to manage their

sports venues, rentable facilities, bookings, coaches, athletes,

tournaments, and financial operations.

Unlike a traditional club management system, the Club Panel acts as a

complete sports facility business platform where clubs can operate their

venues, maximize facility utilization, manage reservations, collaborate

with coaches, and generate revenue.

The club is responsible for:

Maintaining a trusted club identity
Managing sports facilities and resources
Controlling availability and pricing
Managing athlete bookings
Managing coach partnerships
Hosting tournaments and events
Managing revenue and settlements
Improving facility performance
Ensuring safety and compliance
Managing reputation and disputes

1.0 Club Panel Dashboard Information Architecture

Club Panel

│

├── Dashboard

│ ├── KPI Overview (Revenue, Bookings, Utilization, Memberships)

│ ├── Pending Actions (Booking Requests, Coach Approvals, Maintenance)

│ ├── Alerts & Notifications

│ └── Quick Actions

│

├── Club Profile

│ ├── Profile Details

│ ├── Verification Status

│ ├── Media & Branding

│ └── Public Settings

│

├── Facilities

│ ├── Facility List

│ ├── Facility Calendar

│ ├── Availability Rules

│ ├── Maintenance Schedule

│ └── Equipment & Assets

│

├── Pricing & Packages

│ ├── Hourly Pricing

│ ├── Dynamic Rules

│ ├── Packages

│ └── Membership Tiers

│

├── Bookings

│ ├── Booking List

│ ├── Booking Requests

│ ├── Waitlist

│ ├── Cancellation & Refunds

│ └── Check-In / No-Show

│

├── Coaches

│ ├── Active Coaches

│ ├── Pending Requests

│ ├── Agreements & Contracts

│ └── Performance

│

├── Athletes & Customers

│ ├── Customer Directory

│ ├── Member Accounts

│ ├── Attendance History

│ └── Reviews & Feedback

│

├── Tournaments & Events

│ ├── Tournament List

│ ├── Registration Monitor

│ ├── Schedules & Brackets

│ └── Results & Announcements

│

├── Marketing & Promotions

│ ├── Discount Codes

│ ├── Special Offers

│ ├── Featured Listings

│ └── Campaign Performance

│

├── Communications

│ ├── Announcements

│ ├── Message Center

│ └── Notification Templates

│

├── Finance

│ ├── Revenue Dashboard

│ ├── Transactions

│ ├── Payouts & Settlements

│ └── Commission Breakdown

│

├── Analytics

│ ├── Facility Utilization

│ ├── Revenue Analytics

│ ├── Customer Insights

│ └── Churn & Retention

│

├── Safety & Compliance

│ ├── Waivers & Consents

│ ├── Incident Reports

│ ├── Compliance Documents

│ └── Emergency Protocols

│

├── Reputation

│ ├── Reviews Inbox

│ ├── Response Center

│ ├── Reputation Score

│ └── NPS & Feedback

│

├── Disputes & No-Shows

│ ├── Dispute Queue

│ ├── Damage Reports

│ ├── Appeal Tracking

│ └── Resolution History

│

├── Documents

│ ├── Document Repository

│ ├── Coach Contracts

│ ├── Compliance Tracker

│ └── Version History

│

└── Settings

├── Team & Permissions

├── Notification Preferences

├── Policies & Rules

└── Account Settings

2.0 Status & State Definitions

2.1 Club Verification Status

------------------------------------------------------------------------

Status Description Access Level

------------------ ------------------------- ---------------------------

Pending Review Application submitted, Read-only profile, no

awaiting admin review bookings

Verified Documents approved, fully Full access to all features

operational

Rejected Application denied with Read-only, can reapply

reason provided

Requires Additional documents or Limited editing, no

Correction fixes needed bookings

Suspended Temporarily blocked by No new bookings, existing

platform honored per policy

------------------------------------------------------------------------

2.2 Facility Status

------------------------------------------------------------------------

Status Description Booking Impact

----------------- ------------------------- ----------------------------

Available Fully operational and Open for all bookings

bookable

Temporarily Short-term unavailability Blocked for new bookings

Unavailable

Under Maintenance Scheduled or emergency Blocked, existing may be

maintenance rescheduled

Closed Long-term or permanent No bookings, historical

closure preserved

------------------------------------------------------------------------

2.3 Booking Status

------------------------------------------------------------------------

Status Description Next Actions

------------------ -------------------------- --------------------------

Pending Awaiting club confirmation Club approves, rejects, or

requests change

Confirmed Booking approved, payment Athlete checks in, club

pending/completed marks complete

Completed Session finished Review request sent,

successfully revenue recognized

Cancelled Booking cancelled by Refund processed per

athlete or club policy

No Show Athlete did not arrive No-show fee applied, flag

recorded

Refunded Payment returned to Financial record updated

athlete

------------------------------------------------------------------------

2.4 Coach Affiliation Status

-----------------------------------------------------------------------

Status Description

---------------- ------------------------------------------------------

Pending Coach request sent, awaiting club approval

Active Approved, full facility access per agreement

Suspended Temporary hold, no new sessions

Terminated Agreement ended, access revoked

-----------------------------------------------------------------------

2.5 Tournament Status

-----------------------------------------------------------------------

Status Description Visibility

------------------ -------------------------- -------------------------

Draft Being created, not yet Internal only

submitted

Pending Approval Submitted to platform Internal only

admin

Approved Cleared for public Public

registration

Open Registration active Public

Full Capacity reached, waitlist Public

open

Frozen Admin or club paused Public with "Under

registration Review"

In Progress Event currently running Public

Completed Event finished Public, results published

Cancelled Event cancelled Public with cancellation

notice

-----------------------------------------------------------------------

2.6 Membership Status

-----------------------------------------------------------------------

Status Description Access

-------------------- ----------------------------- --------------------

Active Current, paid-up member Full tier benefits

Trial Within trial period Limited benefits

Paused Member-requested pause No access during

pause

Past Due Payment failed, grace period Limited access,

active renewal reminders

Cancelled Membership ended No access,

historical retained

Expired Term ended, not renewed No access,

reactivation

available

-----------------------------------------------------------------------

3.0 Epic: Club Profile & Verification

Goal

Enable clubs to create a trusted public identity that athletes and

coaches can discover and interact with.

User Story 1 --- Complete Club Profile

As a club owner, I want to complete my club profile so that

athletes can understand my facilities and confidently book them.

Acceptance Criteria:

Club can manage: Club name, Logo, Cover image, Description, Sports

categories, Location, Contact information, Operating hours, Rules

and policies, Photos and media

Club can define: Available sports, Facility types, Services offered
Required information must be completed before publishing.

User Story 2 --- Manage Club Verification

As a club owner, I want to verify my club so that users can

trust the legitimacy of my facilities.

Acceptance Criteria:

Club can submit: Ownership documents, Business licenses, Facility

documents, Required certifications

Verification statuses: Pending Review, Verified, Rejected, Requires

Correction, Suspended

Club can: View verification status, View rejection reasons, Resubmit

documents

Verified clubs receive a verification badge.

Definition of Done

Profile completion validation enforced before publishing
Document upload supports PDF and image formats with size limits
Verification status transitions trigger notifications to club and

platform admin

Rejected applications include specific reason codes
Verification badge renders consistently across athlete-facing

surfaces

Audit log captures all verification status changes

4.0 Epic: Facility Management

Goal

Allow clubs to manage all physical sports resources available for

rental.

User Story 1 --- Create Facilities

As a club owner, I want to create facilities so that

athletes can discover and reserve them.

Acceptance Criteria:

Club can create: Football fields, Tennis courts, Basketball courts,

Volleyball courts, Swimming pools, Training rooms, Other sports

facilities

Each facility contains: Name, Type, Sport category, Description,

Images, Capacity, Indoor/outdoor status, Equipment, Rules, Location

User Story 2 --- Manage Facility Status

As a club owner, I want to control facility availability so

that unavailable resources cannot be booked.

Acceptance Criteria:

Club can set facility status: Available, Temporarily unavailable,

Under maintenance, Closed

Maintenance periods block booking availability.
Previous booking history remains unchanged.

Definition of Done

Facility creation includes mandatory field validation
Status changes immediately reflect in athlete search and booking

APIs

Maintenance scheduling blocks affected time slots in calendar
Facility images support multiple uploads with reordering
Facility deletion is soft-delete only; historical bookings preserved
Changes propagate to all dependent systems (pricing, packages,

tournaments)

5.0 Epic: Availability & Scheduling Management

Goal

Allow clubs to control when facilities can be booked.

User Story 1 --- Define Facility Availability

As a club owner, I want to configure facility schedules so

that users can only book available time slots.

Acceptance Criteria:

Club can: Create weekly schedules, Add temporary availability, Block

specific dates, Define operating hours, Configure holidays

System prevents: Double booking, Overlapping reservations, Booking

unavailable periods

User Story 2 --- Manage Facility Calendar

As a club owner, I want to view my facility calendar so that

I can manage daily operations.

Acceptance Criteria:

Calendar displays: Available slots, Confirmed bookings, Pending

bookings, Cancelled bookings, Maintenance blocks

Views: Daily, Weekly, Monthly

Definition of Done

Weekly schedules support recurring day-of-week patterns
Holiday blocks override regular schedules automatically
Calendar syncs in real-time across club panel and athlete app
Drag-and-drop rescheduling updates all participants
Time zone handling is consistent across all scheduling features
Booking conflict detection runs at API level with clear error

messages

6.0 Epic: Pricing & Package Management

Goal

Allow clubs to define flexible pricing strategies for their facilities.

User Story 1 --- Manage Facility Pricing

As a club owner, I want to set prices so that I can optimize

revenue.

Acceptance Criteria:

Club can define: Hourly price, Peak hour price, Weekend price,

Holiday price, Seasonal price

Pricing rules apply automatically during booking.

User Story 2 --- Create Packages

As a club owner, I want to create booking packages so that

customers can purchase recurring access.

Acceptance Criteria:

Club can create: Multi-hour packages, Monthly packages, Team

packages, Membership packages

Package includes: Included hours, Validity period, Price, Usage

limitations

Definition of Done

Pricing rules cascade correctly: seasonal > holiday > weekend >

peak > base

Package redemption tracks remaining hours/credits accurately
Pricing changes apply to new bookings only; existing bookings

unaffected

Currency formatting respects locale settings
Discount stacking rules are enforced at checkout
Revenue reports correctly attribute package vs. hourly revenue

7.0 Epic: Booking Management

Goal

Enable clubs to manage all facility reservations and customer

interactions.

User Story 1 --- View Bookings

As a club owner, I want to view bookings so that I can

manage facility operations.

Acceptance Criteria:

Booking list displays: Customer name, Facility, Date and time,

Payment status, Booking status

Statuses: Pending, Confirmed, Cancelled, Completed, No Show

User Story 2 --- Manage Booking Requests

As a club owner, I want to manage booking requests so that I

can control facility usage.

Acceptance Criteria:

Club can: Confirm booking, Reject booking, Cancel booking,

Reschedule booking

After confirmation: Facility calendar updates, Customer receives

notification, Payment status updates

Definition of Done

Booking list supports filtering by date range, facility, status, and

customer

Status transitions trigger appropriate notifications to athlete
Rescheduling preserves payment state and updates calendar atomically
Cancellation refunds follow configured policy automatically
Booking detail view shows full timeline: creation -> payment ->

check-in -> completion -> review

All booking actions are logged with admin/club identity and

timestamp

8.0 Epic: Coach Partnership Management

Goal

Allow clubs to collaborate with coaches who use club facilities.

User Story 1 --- Manage Coach Relationships

As a club owner, I want to manage coach partnerships so that

coaches can use my facilities.

Acceptance Criteria:

Club can: Invite coaches, Approve coach requests, View active

coaches, Remove coach access

User Story 2 --- Manage Coach Facility Agreements

As a club owner, I want to create agreements with coaches so

that facility usage and revenue sharing are transparent.

Acceptance Criteria:

Agreement includes: Coach, Facility, Schedule, Rental price, Revenue

share percentage, Payment terms

System tracks: Usage, Payments, Agreement history

Definition of Done

Coach invitation flow sends email/SMS with secure acceptance link
Agreement templates are configurable per club
Revenue share calculations are automated and auditable
Coach removal triggers notification and session reassignment

workflow

Agreement status changes are reflected in coach panel access

controls

Payment splits are recorded in financial ledger with clear

attribution

9.0 Epic: Athlete & Customer Management

Goal

Help clubs maintain relationships with athletes and customers.

User Story 1 --- View Customers

As a club owner, I want to view customers so that I can

understand my community.

Acceptance Criteria:

Customer profile includes: Name, Booking history, Purchased

packages, Attendance, Reviews

User Story 2 --- Manage Regular Customers

As a club owner, I want to identify returning customers so

that I can improve retention.

Acceptance Criteria:

Club can view: Frequent customers, Last activity, Total spending,

Preferred facilities

Definition of Done

Customer directory is searchable by name, email, and phone
Privacy settings respected: data masked per athlete preferences
Customer segments update automatically (new, regular, VIP, at-risk)
Export of customer list available in CSV with permission checks
Customer deletion requests route to privacy compliance workflow
Activity timestamps are accurate across time zones

10.0 Epic: Tournament & Event Management

Goal

Allow clubs to organize tournaments and sports events.

User Story 1 --- Create Tournament

As a club owner, I want to create tournaments so that teams

and athletes can participate.

Acceptance Criteria:

Club can define: Tournament name, Sport, Date, Location,

Registration fee, Maximum participants, Rules

User Story 2 --- Manage Tournament Operations

As a club owner, I want to manage tournament activities so

that events run smoothly.

Acceptance Criteria:

Club can: Manage registrations, Create schedules, Manage teams,

Track results, Publish announcements

Definition of Done

Tournament creation requires admin approval before public visibility
Registration caps are enforced automatically
Waitlist activates when capacity is reached
Bracket generation supports single/double elimination and

round-robin

Results are immutable after admin confirmation
Tournament cancellation triggers automatic refund workflow per

policy

11.0 Epic: Financial Management

Goal

Provide clubs with transparent revenue and payment management.

User Story 1 --- View Revenue

As a club owner, I want to view financial performance so

that I understand my business.

Acceptance Criteria:

Dashboard shows: Total revenue, Booking revenue, Package revenue,

Tournament revenue, Platform commission, Net income

User Story 2 --- Manage Settlements

As a club owner, I want to manage payments and settlements so

that I can track received funds.

Acceptance Criteria:

Club can view: Completed payments, Pending payments, Withdrawals,

Transaction history

Statuses: Pending, Processing, Completed, Failed

Definition of Done

Revenue dashboard updates in near real-time (max 15-minute delay)
Commission calculations are transparent and itemized per transaction
Payout schedules are configurable and automated
Failed payouts trigger retry logic and club notification
Financial exports reconcile with payment gateway reports
All transactions are immutable after completion

12.0 Epic: Facility Analytics

Goal

Provide insights to improve facility utilization and revenue.

User Story 1 --- View Performance Metrics

As a club owner, I want analytics so that I can optimize

facility usage.

Acceptance Criteria:

Dashboard shows: Facility utilization rate, Most booked facilities,

Peak booking hours, Revenue per facility, Cancellation rate,

Customer retention

Definition of Done

Analytics refresh hourly for standard metrics, daily for cohort

analysis

Date range filters work across all charts
Data is aggregated securely without exposing individual athlete PII
Export supports CSV and PDF formats
Comparison mode shows period-over-period trends
Forecasting uses historical data with confidence intervals

13.0 Epic: Marketing & Promotions

Goal

Help clubs attract more athletes and increase bookings.

User Story 1 --- Create Promotions

As a club owner, I want to create promotions so that I can

increase bookings.

Acceptance Criteria:

Club can create: Discount codes, Special offers, Seasonal campaigns
Promotions include: Start date, End date, Eligible facilities, Usage

limitations

Definition of Done

Discount codes apply correctly at checkout with validation
Usage limits (total and per-user) are enforced
Promotions can be targeted to specific athlete segments
Real-time redemption count and revenue impact visible
Expired promotions automatically deactivate
Promotion performance tracked: impressions, redemptions, revenue

lift

14.0 Epic: Communication Center

Goal

Enable clubs to communicate with athletes and coaches.

User Story 1 --- Send Communications

As a club owner, I want to communicate with users so that I

can manage relationships.

Acceptance Criteria:

Club can: Send announcements, Notify customers, Contact coaches,

Send event updates

Definition of Done

Announcements support rich text and media attachments
Audience targeting by role, facility, booking history, and

membership tier

Delivery channels: in-app, push, email, SMS (configurable)
Delivery reports show sent, delivered, opened, and failed counts
Scheduled announcements support timezone-aware delivery
Opt-out preferences are respected for non-critical communications

15.0 Epic: Club Settings & Permissions

Goal

Allow clubs to control access and account configuration.

User Story 1 --- Manage Club Team Access

As a club owner, I want to manage staff access so that

responsibilities can be delegated.

Acceptance Criteria:

Club can create roles: Owner, Manager, Receptionist, Finance Staff
Permissions control: Facility management, Booking management,

Financial access, Customer access

Definition of Done

Role-based access control enforced at API and UI levels
Permission changes take effect immediately without re-login
Owner role cannot be deleted or demoted
Activity logs capture all actions with staff identity
Staff invitation flow includes secure onboarding link
Deactivated staff lose access immediately with session invalidation

16.0 Epic: Waitlist & Demand Management

Goal

Maximize facility utilization by capturing unmet demand and

automatically filling cancellations.

User Story 1 --- Configure Waitlist for Facilities

As a club owner, I want to enable waitlists for fully booked

facilities so that no revenue opportunity is lost.

Acceptance Criteria:

Club can enable waitlist per facility or time slot
Athletes can join waitlist when facility is at capacity
Waitlist shows position number and estimated availability
System automatically notifies waitlisted athletes when a slot opens
Athlete has configurable time window (default: 15 min) to claim slot

before offered to next person

Waitlist supports priority tiers: premium members > regular members

general

Club can view waitlist demand analytics to identify under-capacity

needs

User Story 2 --- Auto-Fill Cancellations

As a club owner, I want cancellations to be automatically

backfilled so that facility utilization remains high.

Acceptance Criteria:

When a booking is cancelled, system immediately offers slot to

highest-priority waitlisted athlete

If no waitlist exists, slot returns to open availability in

real-time

Auto-fill respects pricing rules (peak, off-peak, dynamic)
Club can disable auto-fill per facility or globally
Backfilled bookings trigger standard confirmation workflow
Analytics track fill-rate improvement from waitlist feature

User Story 3 --- Demand Forecasting & Overbooking Controls

As a club owner, I want to intelligently manage overbooking so

that I can optimize revenue while minimizing walk-away risk.

Acceptance Criteria:

System predicts no-show probability per athlete based on historical

data

Club can set overbooking limits per facility type (e.g., 105%

capacity)

Overbooking rules are configurable by day, time, and season
If overbooked, system prioritizes confirmed bookings over waitlist
Club receives alert when overbooking threshold is reached
Post-session report shows actual vs. predicted attendance

Definition of Done

Waitlist logic is race-condition safe (first-claim-wins)
Notification delivery to waitlisted athletes is reliable with retry
Overbooking predictions improve with more historical data
Auto-fill bookings are indistinguishable from regular bookings in

reporting

Club can view waitlist-to-booking conversion rate
All waitlist actions are logged for audit

17.0 Epic: Equipment & Asset Management

Goal

Track, maintain, and optimize the use of sports equipment and physical

assets tied to facilities.

User Story 1 --- Register Equipment Inventory

As a club owner, I want to register all sports equipment so

that I can track availability and condition.

Acceptance Criteria:

Club can create equipment catalog: balls, nets, rackets, goals,

training gear, etc.

Each item has: name, category, quantity, condition

(New/Good/Worn/Damaged), serial/ID, purchase date, value

Equipment can be linked to specific facilities (e.g., goals to Field

Equipment can be marked as "rentable" or "internal use only"
Barcode/QR code support for quick scanning
Low-stock alerts when inventory falls below threshold

User Story 2 --- Equipment Booking & Check-Out

As a club owner, I want athletes to book equipment alongside

facility reservations so that everything is ready upon arrival.

Acceptance Criteria:

Athletes can add equipment to facility booking during checkout
System prevents double-booking of equipment with limited quantity
Equipment reservation appears on club operational dashboard
Club staff can check out equipment via QR scan at reception
Late return triggers notification to athlete and club staff
Damaged/lost equipment can be flagged with photo upload and fee

assignment

User Story 3 --- Maintenance & Lifecycle Tracking

As a club owner, I want to track equipment maintenance so

that safety standards are maintained and replacement is planned.

Acceptance Criteria:

Maintenance schedule per equipment item (daily, weekly, monthly,

seasonal)

Maintenance tasks: inspection, cleaning, repair, replacement
Staff can log maintenance completion with notes and photos
Equipment flagged for maintenance is automatically excluded from

booking availability

Lifecycle dashboard shows: total equipment value, depreciation,

upcoming replacements

Safety-critical equipment (e.g., goal posts, gym mats) cannot be

booked if maintenance is overdue

Definition of Done

Equipment inventory syncs with facility bookings in real-time
QR code generation and scanning is functional
Maintenance overdue flags block bookings at API level
Equipment damage fees calculate and assign correctly
Lifecycle depreciation uses standard accounting methods
Audit trail tracks all equipment status changes

18.0 Epic: Automated Rules & Policy Engine

Goal

Reduce manual operational overhead by automating decisions, responses,

and enforcement based on configurable rules.

User Story 1 --- Configure Auto-Approval Rules

As a club owner, I want to auto-approve bookings that meet

certain criteria so that I can reduce manual work.

Acceptance Criteria:

Club can define auto-approval rules: trusted athlete (3+ completed

bookings), off-peak hours, specific facilities, package holders

Rule builder supports AND/OR logic across criteria
Bookings meeting rules are confirmed instantly without manual

intervention

Non-qualifying bookings enter manual approval queue
Club can override auto-approval for specific dates (events,

maintenance)

Audit log tracks all auto-approved bookings with rule reference

User Story 2 --- Dynamic Cancellation & Refund Policies

As a club owner, I want to set flexible cancellation policies

so that fairness and revenue protection are balanced.

Acceptance Criteria:

Club can create multiple policy templates: Strict (no refund <48h),

Moderate (50% refund <24h), Flexible (full refund up to 2h before)

Policies can be assigned per facility, package type, or season
Late cancellations by athlete trigger automatic penalty (platform

credit retention or partial charge)

Club-initiated cancellations always trigger full refund with

automatic notification

No-show policy: athlete not checked in within 15 min of start time

is marked no-show with forfeiture

Exception requests (illness, emergency) can be submitted by athlete

and reviewed by club

User Story 3 --- Smart Notifications & Reminders

As a club owner, I want automated notifications so that I

can reduce no-shows and improve customer experience.

Acceptance Criteria:

Configurable reminder schedule: 24h, 2h, and 15 min before booking
Reminders sent via push, SMS, or email based on athlete preference
Post-booking follow-up: review request, feedback form, next-booking

suggestion

Coach-session reminders include facility access instructions
Tournament participants receive automated schedule updates and

bracket notifications

Failed payment triggers retry sequence with escalation to club if

unresolved

Definition of Done

Rule engine evaluates criteria in under 500ms per booking
Policy application is deterministic and auditable
Notification delivery rate exceeds 99% with fallback channels
Cancellation penalties calculate correctly across all edge cases
Exception request workflow has SLA tracking
All automated actions are logged with rule/policy reference

19.0 Epic: Incident & Safety Management

Goal

Ensure athlete safety, manage liability, and maintain compliance through

structured incident reporting and waiver management.

As a club owner, I want athletes to sign digital waivers before

first booking so that liability is properly managed.

Acceptance Criteria:

Club can upload waiver templates per sport/facility
Athletes must sign digital waiver before first booking (e-signature

or checkbox consent)

Waiver status is tracked per athlete: Not Signed / Signed / Expired

/ Updated

Updated waivers trigger re-consent requirement for returning

athletes

Signed waivers are stored with timestamp, IP address, and version

number

Waiver enforcement: system blocks booking if waiver is unsigned or

expired

User Story 2 --- Report & Track Incidents

As a club owner, I want to report safety incidents so that

risks are documented and mitigated.

Acceptance Criteria:

Incident report form: date/time, facility, involved parties, injury

type, severity (Minor/Major/Critical), description, photos

Incident automatically notifies designated club safety officer and

platform admin if critical

Follow-up tasks can be assigned: medical review, equipment

inspection, policy review

Incident trends dashboard: frequency by facility, sport, time of day
Critical incidents trigger facility auto-suspension pending

investigation

Incident reports are immutable after submission; amendments create

addendum

User Story 3 --- Emergency Contact & Medical Protocols

As a club owner, I want quick access to emergency information

during incidents so that response is immediate.

Acceptance Criteria:

Athlete emergency contacts and medical notes accessible from booking

detail with one click

Club can configure emergency protocol per facility (nearest

hospital, first-aid kit location, emergency numbers)

Incident report auto-populates athlete emergency contact
Privacy: emergency data is encrypted and only visible to club

owner/manager during active booking window

Post-incident, athlete can update medical notes for future awareness

Definition of Done

Waiver signatures are legally compliant with e-signature standards
Incident reports are immutable with cryptographic integrity
Critical incident alerts deliver within 60 seconds
Emergency contact access is gated behind role permissions
Facility auto-suspension blocks new bookings immediately
All safety data is encrypted at rest and in transit

20.0 Epic: Review & Reputation Management

Goal

Actively manage public perception by monitoring, responding to, and

learning from athlete feedback.

User Story 1 --- Monitor & Respond to Reviews

As a club owner, I want to view and respond to athlete reviews

so that I can manage my club's reputation.

Acceptance Criteria:

Review inbox shows all reviews with star rating, facility, date, and

athlete name

Club can reply publicly to reviews; reply is visible to all users
Club can flag inappropriate reviews for platform admin moderation
Review analytics: average rating per facility, rating trend over

time, common keywords

Negative review alert (<3 stars) triggers notification to club

owner within 1 hour

Club response rate and time are displayed publicly on club profile

User Story 2 --- Review Solicitation & NPS Tracking

As a club owner, I want to proactively collect feedback so

that I can improve services.

Acceptance Criteria:

Automated review request sent 2 hours after booking completion
NPS (Net Promoter Score) survey included quarterly for active

customers

Club can configure custom feedback questions per facility or event
Incentivized review program: athletes earn loyalty points for

verified reviews

Feedback is categorized: facility condition, staff, equipment,

value, cleanliness

Actionable insights dashboard highlights top improvement areas

User Story 3 --- Reputation Score & Visibility Impact

As a club owner, I want to understand how my reputation affects

discovery so that I can prioritize improvements.

Acceptance Criteria:

Reputation score calculated from: review average (40%), response

rate (20%), cancellation rate (15%), complaint resolution (15%),

facility upkeep (10%)

Score ranges: Excellent (4.5+), Good (4.0-4.4), Average (3.5-3.9),

Below Average (<3.5)

Search ranking is influenced by reputation score
"Club of the Month" badge for top-scoring clubs in region
Reputation score visible to club but not publicly displayed as

number

Score history tracked monthly with improvement recommendations

Definition of Done

Review responses publish immediately and are editable
NPS surveys respect opt-out and frequency caps
Reputation score recalculates daily with full transparency
Inappropriate review flags route to admin queue within 1 hour
Review analytics exclude fraudulent or duplicate reviews
All reputation data feeds into platform-wide trust model

21.0 Epic: Dispute & No-Show Management

Goal

Handle conflicts, no-shows, and damages through a structured workflow

that protects club revenue and maintains fairness.

User Story 1 --- Manage Athlete No-Shows

As a club owner, I want to record and manage athlete no-shows

so that repeat offenders are flagged.

Acceptance Criteria:

No-show marked by club staff if athlete not present 15 min past

booking start

System auto-charges no-show fee based on club policy (full or

partial)

Athlete receives no-show notification with fee breakdown and appeal

option

No-show history tracked per athlete: count, frequency, pattern
Athletes with 3+ no-shows in 30 days are flagged; club can require

prepayment for future bookings

No-show data feeds into platform trust & safety model

User Story 2 --- Handle Facility Damage & Violation Reports

As a club owner, I want to report facility damage or rule

violations so that costs are recovered and behavior is corrected.

Acceptance Criteria:

Damage report: photos, description, estimated repair cost,

responsible party (if known)

Club can assign damage fee to athlete's account with justification
Athlete receives damage notice with evidence and can accept or

dispute within 48 hours

Disputed damages escalate to platform admin for mediation
Repeated violations (littering, equipment abuse, dangerous play)

trigger warning -> restriction -> ban workflow

Damage and violation records are retained for insurance and audit

purposes

User Story 3 --- Appeal & Resolution Tracking

As a club owner, I want to track all disputes and appeals to

resolution so that nothing falls through cracks.

Acceptance Criteria:

Dispute dashboard shows: open, under review, resolved, appealed

cases

Each case has timeline: reported -> evidence submitted -> athlete

response -> resolution -> closure

SLA tracking: club must respond to athlete appeal within 24 hours
Platform admin can be requested for arbitration on high-value

disputes (>$100)

Resolution outcomes: fee waived, partial fee, full fee, ban

recommendation

All disputes impact club compliance score; frivolous disputes

flagged

Definition of Done

No-show fee calculation is accurate and respects policy tiers
Damage fee assignment requires evidence upload
Appeal workflow has clear SLA timers and escalation rules
Disputed cases freeze related financial transactions
Resolution outcomes update athlete trust score
All dispute actions are logged immutably

22.0 Epic: Membership & Subscription Management

Goal

Build predictable recurring revenue through structured membership tiers

with automated billing and benefits.

User Story 1 --- Create Membership Tiers

As a club owner, I want to create membership tiers so that I

can offer premium benefits to loyal customers.

Acceptance Criteria:

Tier builder: name, monthly/annual price, benefits, facility access

limits

Benefits include: priority booking (7-day window vs 3-day),

discounted hourly rates, free guest passes, peak-hour access,

equipment rental credit

Visual tier comparison displayed to athletes during signup
Club can set member capacity per tier to prevent overcrowding
Trial period configurable (e.g., 7-day free trial)
Memberships auto-renew with payment retry logic (3 attempts over 72

hours)

User Story 2 --- Manage Member Accounts

As a club owner, I want to manage member accounts so that I

can track engagement and handle changes.

Acceptance Criteria:

Member directory: contact info, tier, join date, renewal date,

lifetime value, attendance streak

Club can upgrade/downgrade member tier with prorated billing
Membership pause option: athlete can pause up to 30 days per year

(e.g., injury, travel)

Cancellation workflow: retention offer, exit survey, grace period

(access until period end)

Family/household plans: primary member + linked sub-members at

discounted rate

Member-only events and tournaments visible exclusively to active

members

User Story 3 --- Member Analytics & Churn Prediction

As a club owner, I want to predict and prevent member churn so

that I can maintain stable revenue.

Acceptance Criteria:

Churn risk score per member based on: booking frequency decline,

support tickets, negative reviews, payment failures, pause requests

At-risk members flagged 14 days before renewal with recommended

retention action

Automated retention offers: discount code, free session, personal

outreach reminder

Member LTV (lifetime value) and CAC (customer acquisition cost)

tracked per tier

Monthly recurring revenue (MRR) and churn rate dashboard
Cohort analysis: retention by signup month, tier, and acquisition

channel

Definition of Done

Billing cycles are accurate with proration for mid-cycle changes
Payment retry logic handles 3 attempts with progressive delays
Pause functionality preserves tier benefits history
Churn prediction model improves with data (target: 80%+ accuracy)
MRR calculations match payment gateway records
Member data exports comply with privacy regulations

23.0 Epic: Document & Contract Management

Goal

Centralize all club-related documents, contracts, and compliance

paperwork with version control and secure access.

User Story 1 --- Store & Organize Club Documents

As a club owner, I want a document repository so that all

contracts and certificates are organized and accessible.

Acceptance Criteria:

Folder structure: Insurance, Licenses, Coach Contracts, Equipment

Warranties, Facility Certifications, Tax Documents

Document upload: PDF, image, DOCX with max size limit
Version control: new uploads create versions with date and uploader
Expiry tracking: documents with expiration dates trigger alerts 30,

14, and 7 days before expiry

Role-based access: owner sees all, manager sees operational, finance

sees financial

Documents downloadable with watermark containing admin ID and

timestamp for audit

User Story 2 --- Coach Contract Lifecycle

As a club owner, I want to manage coach contracts digitally so

that agreements are enforceable and current.

Acceptance Criteria:

Contract template library: revenue share, fixed rental, hybrid

models

Digital contract sent to coach for e-signature; status tracked:

Draft -> Sent -> Signed -> Active -> Expired

Auto-renewal option with 30-day renewal notice to both parties
Contract amendments create new version requiring re-signature
Expired or terminated contracts automatically revoke facility access
Contract performance dashboard: coach revenue generated, facility

hours used, athlete satisfaction

User Story 3 --- Compliance Document Tracking

As a club owner, I want to track compliance documents so

that I avoid penalties or suspension.

Acceptance Criteria:

Compliance checklist per jurisdiction: business license, liability

insurance, fire safety certificate, health inspection

Each item has: document, expiry date, responsible staff, status

(Valid / Expiring / Expired / Missing)

Expired compliance items block new bookings and tournament creation

until resolved

Compliance score visible to club and platform admin
Annual compliance report auto-generated for club records
Integration with calendar: compliance deadlines appear on club

operational calendar

Definition of Done

Document storage is encrypted at rest with access logging
Version history is immutable and browsable
E-signature integration meets legal standards
Expiry alerts deliver reliably before deadlines
Compliance score updates automatically on document status change
Contract revocation immediately updates coach access permissions

Club Panel --- Notifications Architecture

Architecture Pattern

Event -> Notification Rule -> Channel

Example Mappings

------------------------------------------------------------------------

Event Channels Recipients

------------------- ----------------------- ----------------------------

Booking request Push + Email Club owner/manager

received

Booking confirmed Push + Email Athlete

Booking cancelled Push + Email Both parties

Coach affiliation Push + Email Club owner

request

Coach agreement Email Both parties

signed

Tournament approved Push + Email Club owner

Tournament Push Club owner

registration full

Payment received Email Club owner

Payout completed Email Club owner

Maintenance due Push + Email Club manager

Equipment Push + Email Club owner

maintenance overdue

Waiver expiring Email Athlete

(7d)

Incident reported SMS + Push + Email Club safety officer +

(critical) Platform admin

Negative review Push Club owner

received

Membership renewal Email Athlete

due (7d)

Membership payment Email + Push Athlete + Club owner

failed

Compliance document Push + Email Club owner

expiring (14d)

Dispute filed Push + Email Club owner

No-show recorded Push + Email Athlete

Waitlist slot Push + SMS Athlete

available

Promotion code Email Club owner

created

Bulk announcement Push / Email / SMS Target segment

sent

------------------------------------------------------------------------

Notification Rules

Delay: Configurable per event (e.g., review request delayed 2h

post-completion)

Frequency Cap: Max 3 push notifications per hour per user
Quiet Hours: 22:00--08:00 local time; critical alerts

(incidents, safety) exempt

Fallback: If push fails, retry SMS; if SMS fails, retry email
Channel Preference: Athletes/coaches select preferred channel;

club can override for critical events

Club Panel --- User Flows

User Flow: Athlete Booking Journey

Athlete searches facilities by sport, location, date
Athlete selects facility and views availability calendar
Athlete selects time slot and adds equipment (optional)
System applies pricing rules (peak, weekend, member discount)
Athlete reviews booking summary and accepts cancellation policy
Athlete completes payment
Booking enters "Pending" or "Confirmed" status based on

auto-approval rules

Club receives notification and reviews if manual approval required
Athlete receives confirmation with facility access instructions
Reminders sent at 24h, 2h, and 15 min before session
Athlete checks in via QR code or staff confirmation
Post-session: review request and feedback form sent

User Flow: Coach Onboarding & Affiliation

Coach discovers club via search or receives invitation
Coach submits affiliation request with proposed schedule and terms
Club reviews coach profile, certifications, and proposed agreement
Club approves, rejects, or requests modifications
Upon approval, digital agreement generated from template
Coach e-signs agreement
System grants coach facility access per agreement terms
Coach can now create sessions and list classes at club
Club monitors coach usage and revenue share via dashboard
Agreement auto-renews or expires per terms; renewal notice sent 30

days prior

User Flow: Tournament Creation & Management

Club creates tournament draft with details, rules, and capacity
Club submits tournament for platform admin approval
Admin reviews and approves, rejects, or requests changes
Approved tournament becomes publicly visible
Athletes/teams register and pay registration fee
Club monitors registration count and waitlist
Club creates schedule and brackets
Tournament runs; club updates results in real-time
Final results submitted to admin for confirmation
Results locked; certificates/awards distributed
Post-tournament: feedback collected, analytics reviewed

User Flow: Incident Reporting & Response

Safety incident occurs during facility use
Club staff opens incident report form
Staff records: time, facility, involved parties, severity,

description, photos

If critical, platform admin and emergency contacts auto-notified
Club assigns follow-up tasks (medical review, equipment inspection)
If equipment-related, maintenance flag auto-created
If facility-related, optional temporary suspension initiated
Incident report reviewed by club safety officer
Corrective actions documented and tracked to completion
Incident closed; trends updated in safety dashboard

User Flow: Membership Lifecycle

Athlete views membership tiers on club profile
Athlete selects tier and starts signup
System checks for unsigned waiver; prompts if needed
Athlete enters payment details and completes signup
Membership activates immediately (or after trial period)
Athlete receives welcome package and benefit summary
System tracks usage: bookings, guest passes, equipment credits
Renewal reminder sent 7 days before billing date
Payment processes on renewal date; success/failure notified
If payment fails: retry sequence begins, grace period active
If cancelled: exit survey offered, access continues until period end
Post-cancellation: reactivation offer sent after 30 days

User Flow: Dispute Resolution

Athlete disputes no-show fee or damage charge
Athlete submits appeal with reason and evidence
Dispute appears in club dispute dashboard with SLA timer
Club reviews dispute and evidence within 24h
Club accepts appeal (waives fee) or rejects with justification
If rejected, athlete can escalate to platform admin (>$100)
Platform admin reviews case with full timeline and evidence
Admin issues binding resolution
Financial adjustment processed automatically
Both parties notified of outcome
Case closed; compliance scores updated

User Flow: Equipment Maintenance

System generates maintenance task based on schedule
Task appears on club operational dashboard
Staff performs inspection/cleaning/repair
Staff logs completion with notes and photos
If issues found, equipment status updated to "Maintenance Required"
Equipment blocked from booking until maintenance cleared
If safety-critical and overdue, facility booking blocked
Lifecycle dashboard updates with maintenance history
Replacement forecast updated based on condition trends

Club Panel --- Wireframes Required

------------------------------------------------------------------------

# Wireframe Purpose

-------------- ------------------------------ --------------------------

1 Club Login / Registration Secure access with

verification status

2 Dashboard KPIs, pending actions,

alerts, quick actions

3 Profile & Verification Profile editing, document

upload, status tracking

4 Facility List & Detail Facility creation, status,

images, rules

5 Facility Calendar Daily/weekly/monthly

views, bookings,

maintenance

6 Availability Rules Weekly schedules, holiday

blocks, exceptions

7 Pricing & Packages Hourly pricing, package

builder, membership tiers

8 Booking List & Detail Search, filter, timeline,

actions

9 Booking Request Queue Approve, reject,

reschedule requests

10 Waitlist Management Queue view, priority

tiers, demand analytics

11 Check-In / No-Show QR scan, manual check-in,

no-show marking

12 Coach Directory Active coaches, pending

requests, agreements

13 Coach Agreement Builder Templates, terms,

e-signature, performance

14 Customer Directory Search, profiles, booking

history, segments

15 Member Management Tiers, accounts, upgrades,

pauses, cancellations

16 Tournament Builder Creation, approval

submission, registration

monitor

17 Tournament Bracket & Results Scheduling, bracket view,

result entry

18 Promotion Builder Discount codes, offers,

campaigns, performance

19 Announcement Center Compose, target, schedule,

delivery reports

20 Revenue Dashboard Total revenue, breakdown,

trends, forecasting

21 Transaction & Settlement Payments, payouts,

withdrawals, history

22 Analytics & Reports Utilization, revenue,

customer, churn insights

23 Waiver Management Templates, athlete consent

status, enforcement

24 Incident Report Form Entry, photos, severity,

follow-up tasks

25 Safety Dashboard Trends, critical alerts,

compliance status

26 Reviews Inbox All reviews, reply, flag,

analytics

27 Reputation Score Score breakdown, history,

recommendations

28 Dispute Queue Open, under review,

resolved cases, SLA

29 Damage Report Photos, fee assignment,

appeal tracking

30 Equipment Inventory Catalog, QR codes,

condition, stock alerts

31 Equipment Check-Out QR scan, reservation link,

late return alerts

32 Maintenance Schedule Tasks, completion log,

overdue flags

33 Document Repository Folders, upload, version

history, expiry alerts

34 Contract Lifecycle Templates, e-signature,

status, performance

35 Compliance Tracker Checklist, deadlines,

scores, reports

36 Rules & Policy Engine Auto-approval builder,

cancellation policies

37 Notification Preferences Channel selection, quiet

hours, templates

38 Team & Permissions Roles, invite,

permissions, activity logs

39 Settings & Configuration Account, policies,

integrations, billing

40 Emergency Protocol Per-facility protocols,

contact quick-access

------------------------------------------------------------------------

Club Panel --- Epic Summary

-----------------------------------------------------------------------

# Epic Purpose

---------------- ----------------------- ------------------------------

3.0 Club Profile & Trusted identity, document

Verification submission, badge

4.0 Facility Management Create, configure, status

control

5.0 Availability & Calendars, rules, conflict

Scheduling prevention

6.0 Pricing & Package Flexible pricing, packages,

Management memberships

7.0 Booking Management Reservations, approvals,

cancellations

8.0 Coach Partnership Affiliations, agreements,

Management revenue share

9.0 Athlete & Customer Directory, segments, retention

Management

10.0 Tournament & Event Creation, registration,

Management results

11.0 Financial Management Revenue, payouts, commissions

12.0 Facility Analytics Utilization, trends,

forecasting

13.0 Marketing & Promotions Discounts, campaigns, featured

listings

14.0 Communication Center Announcements, messaging,

templates

15.0 Club Settings & Team roles, access control

Permissions

16.0 Waitlist & Demand Unmet demand, auto-fill,

Management overbooking

17.0 Equipment & Asset Inventory, check-out,

Management maintenance

18.0 Automated Rules & Auto-approval, policies, smart

Policy Engine notifications

19.0 Incident & Safety Waivers, incidents, emergency

Management protocols

20.0 Review & Reputation Feedback, NPS, reputation

Management scoring

21.0 Dispute & No-Show No-shows, damages, appeals,

Management resolution

22.0 Membership & Tiers, billing, churn

Subscription Management prediction

23.0 Document & Contract Repository, e-signatures,

Management compliance

-----------------------------------------------------------------------

Club Panel --- Data Model Reference

Club Admin

├── id (UUID)

├── email

├── phone

├── name

├── role (Owner | Manager | Receptionist | Finance Staff)

├── permissions[]

├── club_id

├── last_login

└── created_at

Club Profile

├── id (UUID)

├── name

├── description

├── location

├── contact_info

├── sports[]

├── operating_hours (JSON)

├── rules_and_policies

├── verification_status (Pending | Verified | Rejected | Requires

Correction | Suspended)

├── compliance_score

├── reputation_score

├── public_visibility

├── media[] (logo, cover, photos)

├── created_at

└── updated_at

Facility

├── id (UUID)

├── club_id

├── name

├── type (Football | Tennis | Basketball | Volleyball | Swimming

| Training | Other)

├── sport_category

├── description

├── capacity

├── indoor_outdoor

├── location

├── rules

├── images[]

├── status (Available | Unavailable | Maintenance | Closed)

├── equipment_ids[]

├── created_at

└── updated_at

Availability Rule

├── id

├── facility_id

├── day_of_week

├── start_time

├── end_time

├── is_available

├── price_multiplier

└── effective_date_range

Pricing Rule

├── id

├── facility_id

├── rule_type (Base | Peak | Weekend | Holiday | Seasonal)

├── amount

├── currency

├── conditions (JSON)

└── priority

Package

├── id (UUID)

├── club_id

├── name

├── type (MultiHour | Monthly | Team | Membership)

├── included_hours

├── validity_days

├── price

├── currency

├── usage_limitations (JSON)

├── status (Active | Inactive | Expired)

└── created_at

Membership Tier

├── id

├── club_id

├── name

├── monthly_price

├── annual_price

├── benefits (JSON)

├── facility_access_limit

├── max_members

├── trial_days

└── status

Member Account

├── id

├── athlete_id

├── club_id

├── tier_id

├── status (Active | Trial | Paused | PastDue | Cancelled |

Expired)

├── start_date

├── renewal_date

├── payment_method

├── lifetime_value

└── churn_risk_score

Booking

├── id (UUID)

├── athlete_id

├── facility_id

├── club_id

├── scheduled_at

├── duration_minutes

├── participants[]

├── equipment_reservations[]

├── status (Pending | Confirmed | Completed | Cancelled | NoShow

| Refunded)

├── payment_status

├── total_amount

├── cancellation_reason

├── no_show_flag

├── check_in_timestamp

├── auto_approved

├── policy_applied

└── created_at

Waitlist Entry

├── id

├── facility_id

├── athlete_id

├── requested_date

├── requested_time

├── priority_tier

├── position

├── status (Active | Notified | Claimed | Expired | Cancelled)

├── notified_at

└── created_at

Coach Affiliation

├── id

├── coach_id

├── club_id

├── status (Pending | Active | Suspended | Terminated)

├── agreement_id

├── requested_at

├── approved_at

└── terminated_at

Coach Agreement

├── id

├── affiliation_id

├── template_id

├── terms (JSON)

├── revenue_share_percent

├── rental_price

├── schedule (JSON)

├── status (Draft | Sent | Signed | Active | Expired |

Terminated)

├── signed_at

├── expires_at

└── created_at

Tournament

├── id (UUID)

├── club_id

├── name

├── sport

├── start_date

├── end_date

├── location

├── registration_fee

├── max_participants

├── rules

├── status (Draft | PendingApproval | Approved | Open | Full |

Frozen | InProgress | Completed | Cancelled)

├── bracket_data (JSON)

├── results (JSON)

└── created_at

Tournament Registration

├── id

├── tournament_id

├── athlete_id / team_id

├── status (Registered | Waitlisted | Confirmed | Cancelled)

├── payment_status

└── registered_at

Equipment Item

├── id (UUID)

├── club_id

├── facility_id

├── name

├── category

├── quantity

├── condition (New | Good | Worn | Damaged)

├── serial_number

├── purchase_date

├── purchase_value

├── rentable

├── qr_code

├── maintenance_schedule (JSON)

└── status (Available | InUse | Maintenance | Retired)

Equipment Reservation

├── id

├── equipment_id

├── booking_id

├── quantity

├── checked_out_at

├── due_back_at

├── returned_at

├── condition_on_return

└── damage_fee

Maintenance Record

├── id

├── equipment_id

├── task_type (Inspection | Cleaning | Repair | Replacement)

├── performed_by

├── notes

├── photos[]

├── completed_at

└── next_due_at

Promotion

├── id (UUID)

├── club_id

├── name

├── type (DiscountCode | SpecialOffer | SeasonalCampaign)

├── discount_amount

├── discount_type (Percentage | Fixed)

├── eligible_facility_ids[]

├── usage_limit_total

├── usage_limit_per_user

├── start_date

├── end_date

├── redemption_count

└── status (Active | Inactive | Expired)

Transaction

├── id (UUID)

├── booking_id

├── payer_id

├── payee_id (club_id)

├── amount

├── currency

├── type (Booking | Refund | Commission | Payout | Compensation |

NoShowFee | DamageFee)

├── status (Pending | Completed | Failed | Reversed)

├── gateway_reference

└── timestamp

Payout

├── id

├── club_id

├── amount

├── currency

├── status (Pending | Processing | Completed | Failed | OnHold)

├── period_start

├── period_end

├── processed_at

└── failure_reason

Incident Report

├── id (UUID)

├── club_id

├── facility_id

├── reporter_id

├── incident_at

├── severity (Minor | Major | Critical)

├── injury_type

├── description

├── involved_parties[]

├── photos[]

├── follow_up_tasks[]

├── status (Open | UnderReview | Resolved | Closed)

└── created_at

Waiver

├── id

├── club_id

├── template_name

├── sport

├── body_text

├── version

└── created_at

Waiver Consent

├── id

├── waiver_id

├── athlete_id

├── status (NotSigned | Signed | Expired | Updated)

├── signed_at

├── ip_address

└── signature_data

Review

├── id (UUID)

├── athlete_id

├── club_id

├── facility_id

├── booking_id

├── rating (1-5)

├── comment

├── categories (JSON)

├── club_reply

├── status (Visible | Hidden | Flagged | Removed)

└── created_at

Dispute

├── id (UUID)

├── club_id

├── athlete_id

├── type (NoShow | Damage | Fee | Refund | Other)

├── amount

├── description

├── evidence[]

├── status (Open | UnderReview | Resolved | Appealed | Closed)

├── resolution (Waived | Partial | Full | Upheld)

├── sla_deadline

└── created_at

Document

├── id (UUID)

├── club_id

├── folder

├── name

├── file_url (encrypted)

├── version

├── expiry_date

├── uploaded_by

├── uploaded_at

└── status (Valid | Expiring | Expired)

Compliance Item

├── id

├── club_id

├── type (License | Insurance | Safety | Health | Tax)

├── document_id

├── expiry_date

├── responsible_staff_id

├── status (Valid | Expiring | Expired | Missing)

└── created_at

Notification Log

├── id

├── event_type

├── recipient_id

├── channels[]

├── status (Pending | Sent | Delivered | Failed | Opened)

├── sent_at

├── delivered_at

├── opened_at

└── error_code

Audit Log

├── id

├── actor_id

├── actor_type (ClubAdmin | System)

├── action

├── target_type

├── target_id

├── metadata (JSON)

├── ip_address

├── timestamp

└── severity (Info | Warning | Critical)

Global Definition of Done

A feature is complete only when:

User story is implemented.
Acceptance criteria are fulfilled.
UI and API behavior are aligned.
Validation exists.
Error states are handled.
Notifications work where required.
Permissions are enforced.
Sensitive actions are logged.
QA scenarios pass.
Product owner approval is completed.

PART 4: COACH PANEL

Overview

The Coach Panel enables coaches to manage their professional identity,

services, availability, athlete relationships, financial operations, and

business growth. Unlike a traditional scheduling dashboard, the Coach

Panel acts as a complete business management platform where coaches can

create trust, attract athletes, deliver services, manage income, and

improve performance.

The coach is responsible for:

Maintaining a verified professional profile

Managing services and pricing

Controlling availability and bookings

Delivering training sessions

Managing athlete relationships

Tracking revenue and settlements

Improving reputation and performance

________________________________________________________________________

1.0 Coach Dashboard Information Architecture

Coach Panel

│

├── Dashboard

│ ├── KPI Overview (Bookings, Earnings, Rating, Profile Views)

│ ├── Upcoming Sessions

│ ├── Pending Booking Requests

│ ├── Notifications

│ └── Quick Actions

│

├── Profile

│ ├── Public Profile

│ ├── Certifications

│ └── Verification Status

│

├── Calendar

│ ├── Availability

│ ├── Sessions

│ └── Blocked Time

│

├── Services

│ ├── Training Services

│ ├── Pricing

│ └── Packages

│

├── Bookings

│ ├── Requests

│ ├── Confirmed

│ ├── Completed

│ └── Cancelled

│

├── Sessions

│ ├── Upcoming

│ ├── In Progress

│ ├── Completed

│ └── History

│

├── Athletes

│ ├── My Athletes

│ ├── Groups

│ ├── Progress Notes

│ └── Training Programs

│

├── Clubs

│ ├── Affiliations

│ ├── Requests

│ └── History

│

├── Tournaments

│ ├── My Tournaments

│ ├── Registrations

│ └── Results

│

├── Earnings

│ ├── Dashboard

│ ├── Transactions

│ ├── Payouts

│ └── Withdrawals

│

├── Reviews

│ ├── All Reviews

│ ├── Rating Breakdown

│ └── Responses

│

├── Analytics

│ ├── Performance

│ ├── Growth

│ └── Engagement

│

├── Messages

│ ├── Inbox

│ ├── Notifications

│ └── Announcements

│

└── Settings

├── Account

├── Security

├── Notifications

├── Payments

├── Privacy

└── Account Deletion

________________________________________________________________________

1. Epic: Coach Profile & Verification

Goal: Enable coaches to create a trustworthy professional identity

that increases athlete confidence and booking conversion.

Verification Status Definitions

-----------------------------------------------------------------------

Status Description Impact

----------------------- ----------------------- -----------------------

Pending Review Profile submitted, Profile hidden from

awaiting admin review search, no bookings

allowed

Verified Identity and Full platform access,

credentials confirmed "Verified" badge

displayed

Rejected Application did not Profile hidden, coach

meet requirements can resubmit with

corrections

Requires Correction Missing or invalid Limited access, coach

documents detected must upload corrected

documents

Expired One or more Profile demoted in

certifications have search, "Unverified"

expired badge shown

-----------------------------------------------------------------------

User Story 1 --- Complete Coach Profile

As a coach: I want to complete my professional profile so that

athletes can understand my expertise and confidently book my services.

Acceptance Criteria:

Coach can manage profile fields: full name, profile image,

biography, location (with map pin), sports specialization

(multi-select), experience level, coaching style, languages spoken,

contact information

Coach can upload coaching certificates, licenses, and professional

documents (PDF, JPG, PNG; max 10MB each)

Required fields are validated before submission: name, sports,

location, at least one certification

Profile completion percentage is displayed with a progress bar

Incomplete profiles show a checklist of missing required information

Public profile preview shows exactly what athletes see, including

mobile and desktop views

Profile changes are saved as draft or published immediately

Published profile updates trigger a re-verification flag only for

critical fields (name, certifications)

All profile edits are logged with timestamp

User Story 2 --- Manage Certifications

As a coach: I want to manage my certifications so that my

professional qualifications remain valid.

Acceptance Criteria:

Coach can upload certificates with metadata: name, issuer, issue

date, expiry date, certificate number

System validates image/PDF format and file size

Each certificate displays verification status: Pending, Verified,

Rejected, Expired

Certificates expiring within 30 days display an orange warning

banner

Expired certificates display a red banner and automatically

downgrade coach verification status to "Expired"

Previous certificates remain in history and are immutable

Coach can delete a certificate only if it is not the sole

certification and not under admin review

Certification updates trigger a notification to the admin

verification queue

User Story 3 --- View Verification Status

As a coach: I want to see my verification status so that I know

whether I can receive bookings.

Acceptance Criteria:

Dashboard shows current verification status with color-coded badge

Coach can view a checklist of all verification requirements and

their completion state

Coach can view rejection reasons with specific feedback per document

Coach can resubmit corrected documents directly from the status

screen

Status changes trigger in-app and email notifications

Verification history shows all past reviews, approvals, and

rejections with dates

Definition of Done

Profile creation supports all required fields with validation

Certification upload includes expiry tracking and automatic status

downgrade

Verification status is visible and actionable at all times

Profile preview accurately reflects public visibility

All changes are logged

________________________________________________________________________

2. Epic: Availability & Calendar Management

Goal: Allow coaches to efficiently manage their time and prevent

booking conflicts.

Session Status Definitions

-----------------------------------------------------------------------

Status Description

----------------------------------- -----------------------------------

Available Time slot is open for booking

Pending Booking request received, awaiting

coach decision

Confirmed Booking accepted, time reserved

In Progress Session has started

Completed Session finished and marked by

coach

Cancelled Booking cancelled by athlete,

coach, or admin

No-Show Athlete did not attend the

confirmed session

Blocked Coach manually blocked the time

slot

-----------------------------------------------------------------------

User Story 1 --- Manage Availability

As a coach: I want to define my available hours so that athletes can

only request valid booking times.

Acceptance Criteria:

Coach can create weekly recurring availability templates (e.g.,

Mon/Wed/Fri 9:00--17:00)

Coach can create one-time or date-range temporary availability

overrides

Coach can add unavailable periods (vacation, sick leave, personal

time)

Coach can block specific dates with a reason (visible only to coach)

Coach can define minimum booking duration (e.g., 30 min, 60 min) and

buffer time between sessions

System prevents overlapping schedules and displays conflict warnings

System supports timezone conversion based on coach's location and

athlete's location

Availability changes reflect immediately in athlete-facing booking

flows

Past dates cannot be set as available

User Story 2 --- Manage Calendar

As a coach: I want to view my calendar so that I can manage upcoming

sessions.

Acceptance Criteria:

Calendar displays: available slots, pending bookings, confirmed

sessions, cancelled sessions, completed sessions, blocked time

Views: Daily (hourly), Weekly, Monthly

Coach can click any session to view details: athlete info, service

type, location, notes, payment status

Calendar syncs with external calendars (Google Calendar, Outlook)

via ICS feed or API

Drag-and-drop rescheduling is supported for confirmed sessions with

automatic conflict detection

Colour coding per status: green (confirmed), yellow (pending), red

(cancelled), grey (blocked)

Calendar loads within 2 seconds for a 30-day view

Definition of Done

Availability management supports recurring, temporary, and blocked

schedules

Calendar displays all session statuses with multiple views

Conflict detection prevents double-booking

External calendar sync is functional

Changes reflect immediately across the platform

________________________________________________________________________

3. Epic: Service & Pricing Management

Goal: Allow coaches to define what they offer and how athletes

purchase services.

Service Status Definitions

-----------------------------------------------------------------------

Status Description

----------------------------------- -----------------------------------

Draft Service created but not visible to

athletes

Published Service is live and bookable

Paused Service hidden from new bookings,

existing bookings honoured

Archived Service retired, visible only in

history

-----------------------------------------------------------------------

User Story 1 --- Create Training Services

As a coach: I want to create services so that athletes can

understand and purchase my offerings.

Acceptance Criteria:

Coach can create service types: private training, group training,

online coaching, training packages, membership plans

Each service contains: title, description, duration, price,

currency, location (in-person or online), capacity (1 for private, N

for group), sport category, availability link

Coach can attach images or videos to the service listing (max 5

media items)

Coach can set cancellation policy per service: flexible, moderate,

strict

Services can be saved as Draft or Published

Published services appear in athlete search and discovery within 1

minute

Coach can duplicate an existing service to create a variant

Service creation is validated: title, price, duration, and sport are

required

User Story 2 --- Manage Pricing

As a coach: I want to manage pricing so that my services remain

flexible.

Acceptance Criteria:

Coach can change prices for new bookings; existing confirmed

bookings retain the original price

Coach can create temporary discounts with: discount percentage or

fixed amount, start date, end date, usage limit

Coach can disable (pause) a service; paused services are hidden from

discovery but existing bookings remain active

Coach can create package discounts (e.g., "5 sessions for the price

of 4")

Price history is retained for audit and reporting

Discounted prices are clearly marked in athlete-facing listings with

original price strikethrough

Definition of Done

Service creation supports all types with full metadata

Pricing changes do not affect existing bookings

Discounts and packages are correctly calculated at checkout

Service statuses control visibility accurately

________________________________________________________________________

4. Epic: Booking Management

Goal: Allow coaches to manage athlete booking requests and

reservations.

Booking Status Definitions

-----------------------------------------------------------------------

Status Description

----------------------------------- -----------------------------------

Pending Athlete requested, awaiting coach

response

Accepted Coach approved, payment pending or

completed

Confirmed Payment completed, session reserved

In Progress Session currently active

Completed Session finished successfully

Cancelled Cancelled by athlete, coach, or

admin

Refunded Payment refunded after cancellation

No-Show Athlete did not attend

-----------------------------------------------------------------------

User Story 1 --- View Booking Requests

As a coach: I want to view booking requests so that I can respond

quickly.

Acceptance Criteria:

Request list shows: athlete name, profile image, requested service,

date and time, message, status, payment status

Filters: status (Pending, Accepted, Confirmed, Completed,

Cancelled), date range, service type

Search by athlete name or booking ID

Pending requests are highlighted with a badge count on the dashboard

List auto-refreshes every 60 seconds when open

Export of booking list is available in CSV

User Story 2 --- Accept or Reject Booking

As a coach: I want to approve or reject requests so that I control

my schedule.

Acceptance Criteria:

Coach can accept or reject a booking request within the platform

Coach can provide a rejection reason (optional) which is sent to the

athlete

After acceptance: calendar updates automatically, athlete receives

notification, time slot becomes unavailable for other bookings

If payment is required, acceptance places a temporary hold on the

slot for 15 minutes pending payment completion

If payment is not completed within 15 minutes, slot is released and

booking auto-cancelled

Coach cannot accept a booking that conflicts with an existing

confirmed session

Rejected bookings are logged with reason for analytics

Definition of Done

Booking request list is filterable and searchable

Accept/reject actions update calendar and notify athlete immediately

Payment hold logic prevents double-booking during checkout

Conflicts are blocked at the API level

________________________________________________________________________

5. Epic: Session Management

Goal: Help coaches deliver and track training sessions.

User Story 1 --- Manage Training Sessions

As a coach: I want to manage my sessions so that I can properly

execute training.

Acceptance Criteria:

Coach can view upcoming sessions in a list or calendar view

Coach can "Start Session" which marks the session as In Progress

and notifies the athlete

Coach can mark attendance: Present, Late, No-Show for each

participant

Coach can "Complete Session" which finalizes the session and

triggers payout eligibility

Coach can cancel a session with a reason; cancellation follows the

service's cancellation policy for refunds

Coach can add private session notes (visible only to coach) and

shared session notes (visible to athlete)

For group sessions, coach can see all participants and mark

individual attendance

Session status changes trigger notifications to all participants

User Story 2 --- Session History

As a coach: I want to view previous sessions so that I can track my

activity.

Acceptance Criteria:

History includes: athlete name, service type, date, duration,

attendance status, private notes, shared notes, payment status

Filter by date range, athlete, service type, status

Search by athlete name or booking ID

History is paginated and loads within 2 seconds

Export of session history is available in CSV

Session history is retained per platform retention policy and cannot

be deleted by coach

Definition of Done

Session lifecycle (upcoming -> in progress -> completed) is fully

tracked

Attendance marking supports individual participants in group

sessions

Cancellation follows platform policy and triggers appropriate

refunds

History is complete, searchable, and exportable

________________________________________________________________________

6. Epic: Athlete Relationship Management

Goal: Enable coaches to maintain long-term athlete relationships and

deliver personalized training.

Athlete Status Definitions (Coach View)

-----------------------------------------------------------------------

Status Description

----------------------------------- -----------------------------------

Active Currently training with coach

Inactive No recent sessions (configurable

threshold)

Injured Athlete marked as injured by coach

or self-reported

On Break Athlete paused training

-----------------------------------------------------------------------

User Story 1 --- Manage Athlete Profiles

As a coach: I want to view athlete history so that I can personalize

training.

Acceptance Criteria:

Coach can view a list of all athletes they have trained

Athlete detail view shows: previous sessions (with dates and notes),

purchased services, attendance history, progress notes, current

training program (if assigned)

Coach can filter athletes by status: Active, Inactive, Injured, On

Break

Coach can search athletes by name

Athlete data respects privacy settings set by the athlete (e.g., if

athlete hides medical notes, coach sees a placeholder)

User Story 2 --- Add Athlete Notes

As a coach: I want private notes so that I can remember athlete

information.

Acceptance Criteria:

Notes are visible only to the coach who created them

Notes are attached to the athlete profile and timestamped

Coach can categorize notes: General, Medical, Performance, Goal

Notes support rich text (bold, lists) and are limited to 5000

characters

Notes cannot be edited after 24 hours; only appended with a new

entry to maintain audit trail

Coach can mark notes as "Important" which highlights them in the

athlete profile

User Story 3 --- Organize Athletes into Groups

As a coach: I want to organize athletes into groups so that training

management is easier.

Acceptance Criteria:

Coach can create custom groups with a name and description

Athletes can belong to multiple groups

Coach can assign a training program or session to an entire group

Group member list is editable

Group changes reflect immediately in session booking and program

assignment flows

Definition of Done

Athlete profiles show complete training history with the coach

Notes are private, categorized, and append-only after 24 hours

Groups support bulk session and program assignment

Privacy settings from the athlete panel are respected

________________________________________________________________________

7. Epic: Club Affiliation Management

Goal: Allow coaches to manage relationships with sports clubs.

Affiliation Status Definitions

-----------------------------------------------------------------------

Status Description

----------------------------------- -----------------------------------

Pending Request sent, awaiting club

response

Active Affiliation confirmed, coach listed

under club

Suspended Club or admin paused the

affiliation

Ended Affiliation terminated by either

party

-----------------------------------------------------------------------

User Story 1 --- Manage Club Relationships

As a coach: I want to manage club affiliations so that I can

collaborate with clubs.

Acceptance Criteria:

Coach can search and request affiliation with a club

Coach can accept or decline club invitations

Coach can view all active affiliations with club name, start date,

and status

Coach can leave a club with a reason; leaving ends the affiliation

but preserves historical session records

Club relationship history is maintained and visible to coach

Active affiliations make the coach discoverable on the club's

profile page

If a club is suspended by admin, the coach receives a notification

and the affiliation status updates to Suspended

Definition of Done

Affiliation lifecycle (request -> active -> ended) is fully supported

Coach can initiate and terminate affiliations

Historical records are preserved

Club suspension propagates to coach affiliation status

________________________________________________________________________

8. Epic: Tournament Participation & Management

Goal: Enable coaches to participate in tournaments as trainers,

organizers, or participants, and manage their athletes' tournament

activities.

User Story 1 --- View Tournament Invitations

As a coach: I want to view tournament invitations so that I can

decide whether to participate.

Acceptance Criteria:

Coach receives invitations from clubs to lead a team or train

athletes for a tournament

Invitation shows: tournament name, sport, date, venue, role (Head

Coach, Assistant, Trainer), compensation (if any)

Coach can accept or decline with a message

Accepted invitations add the tournament to the coach's calendar and

profile

User Story 2 --- Manage Athlete Tournament Registrations

As a coach: I want to manage my athletes' tournament registrations

so that I can coordinate participation.

Acceptance Criteria:

Coach can view which of their athletes are registered for upcoming

tournaments

Coach can recommend tournaments to specific athletes or groups

Coach can see match schedules for athletes they are training

If a tournament is frozen by admin, coach receives a notification

User Story 3 --- View Tournament Results

As a coach: I want to view tournament results so that I can track my

athletes' performance.

Acceptance Criteria:

Coach can view results and rankings for tournaments their athletes

participated in

Results are linked to athlete profiles for historical tracking

Coach can add performance notes per tournament per athlete

Definition of Done

Tournament invitations are received and actionable

Athlete tournament registrations are visible to the coach

Results are linked to athlete performance tracking

________________________________________________________________________

9. Epic: Training Program Management

Goal: Create, assign, and track structured training programs for

athletes.

Program Status Definitions

-----------------------------------------------------------------------

Status Description

----------------------------------- -----------------------------------

Draft Program being created, not yet

assigned

Active Assigned to one or more athletes,

currently in progress

Completed All sessions finished or end date

reached

Archived Retired program, visible in history

only

-----------------------------------------------------------------------

User Story 1 --- Create Training Program

As a coach: I want to create training programs so that athletes can

follow structured plans.

Acceptance Criteria:

Program has: title, objective, description, duration (weeks),

difficulty level, sport

Coach can add sessions to the program: each session has exercises,

sets, reps, duration, notes

Program can be saved as Draft or Published

Coach can duplicate an existing program as a template

Programs support media attachments: video demonstrations, PDF guides

User Story 2 --- Assign Training Program

As a coach: I want to assign programs so that athletes receive

personalized plans.

Acceptance Criteria:

Program can be assigned to one athlete, multiple athletes, or an

entire group

Assignment includes start date and optional end date

Athlete receives notification and can view the program in their

athlete panel

Coach can view assignment status: Not Started, In Progress,

Completed per athlete

Coach can modify an active program; changes sync to assigned

athletes with a notification

User Story 3 --- Track Training Progress

As a coach: I want to track progress so that I can evaluate athlete

performance.

Acceptance Criteria:

Progress dashboard shows completion percentage per athlete per

program

Coach can view session-by-session completion status

Coach can add performance notes and ratings per session

Progress history is retained and linked to the athlete's profile

Coach can export progress reports in PDF

Definition of Done

Training programs support full CRUD with draft/publish states

Assignment supports individual and bulk targeting

Progress tracking is real-time and exportable

________________________________________________________________________

10. Epic: Financial Management

Goal: Provide coaches with transparent income and payment

management.

Transaction Status Definitions

-----------------------------------------------------------------------

Status Description

----------------------------------- -----------------------------------

Pending Payment received, awaiting session

completion

Available Session completed, funds available

for withdrawal

Withdrawn Coach requested payout

Processing Payout in transit

Completed Funds deposited to coach's account

Failed Payout failed, funds returned to

available balance

Held Funds frozen by admin (dispute or

investigation)

-----------------------------------------------------------------------

User Story 1 --- View Earnings

As a coach: I want to view my income so that I understand my

financial performance.

Acceptance Criteria:

Dashboard shows: gross revenue, platform commission (with

breakdown), net earnings, pending balance (sessions not yet

completed), available withdrawal amount, held balance (if any)

Earnings can be filtered by date range, service type, and athlete

Charts show revenue trends: daily, weekly, monthly

Coach can view transaction-level detail: booking ID, athlete,

service, amount, commission, net, status

Export of earnings report is available in CSV and PDF

User Story 2 --- Request Withdrawal

As a coach: I want to withdraw earnings so that I can receive

payments.

Acceptance Criteria:

Coach can submit withdrawal request when available balance exceeds

minimum threshold (configurable by platform)

Coach can select from saved bank accounts or add a new one

Withdrawal request shows: amount, estimated arrival date, fees (if

any)

Coach can track status: Pending, Processing, Completed, Failed

Failed withdrawals include a reason and return funds to available

balance

Withdrawal history is retained and exportable

Coach receives email and push notification on status change

User Story 3 --- Track Session Payments

As a coach: I want to track session payments so that I know which

bookings are paid.

Acceptance Criteria:

Payment status is visible per session: Pending, Paid, Refunded,

Failed

Failed or refunded payments are identifiable with reason

Payment entries link to the original booking and transaction ID

Relevant filters: paid, unpaid, refunded, disputed

Definition of Done

Earnings dashboard shows accurate real-time financial data

Withdrawal workflow includes validation, tracking, and notification

Payment status is visible per session with full traceability

________________________________________________________________________

11. Epic: Reputation Management

Goal: Help coaches understand and improve athlete satisfaction.

User Story 1 --- View Reviews

As a coach: I want to see reviews so that I can improve my services.

Acceptance Criteria:

Dashboard shows: average rating (1--5 stars), total number of

reviews, rating distribution (5-star, 4-star, etc.), recent comments

Coach can filter reviews by rating, date range, and service type

Coach can respond publicly to reviews; response is visible to all

users

Coach can report inappropriate reviews to admin moderation

Review responses can be edited within 24 hours; after that, only

append is allowed

Reviews are linked to the specific booking/session for context

Definition of Done

Review dashboard shows all metrics with filtering

Coach can respond to reviews publicly

Inappropriate reviews can be reported for admin moderation

________________________________________________________________________

12. Epic: Coach Analytics Dashboard

Goal: Provide insights to help coaches grow their business.

User Story 1 --- View Performance Metrics

As a coach: I want analytics so that I can improve my performance.

Acceptance Criteria:

Dashboard shows: profile views (with trend), booking requests

received, booking conversion rate (requests -> confirmed), completed

sessions, total revenue, average rating, returning athlete rate,

cancellation rate

Metrics are filterable by date range: last 7 days, 30 days, 90 days,

1 year

Charts include: line charts for trends, bar charts for comparisons,

pie charts for distribution

Coach can compare current period vs. previous period

Data refreshes within 1 hour

Export of analytics report is available in PDF

Definition of Done

Analytics dashboard covers all key business metrics

Filters and comparisons are functional

Data is accurate and refreshes within expected limits

________________________________________________________________________

13. Epic: Communication Center

Goal: Enable effective communication between coaches and athletes.

User Story 1 --- Communicate With Athletes

As a coach: I want to communicate with athletes so that I can manage

training relationships.

Acceptance Criteria:

Coach can send and receive direct messages with athletes they are

connected to

Messaging supports text, images, and file attachments (max 10MB)

Coach receives notifications for: new booking requests, booking

status changes, session reminders (1 hour before), payment received,

new reviews, athlete messages

Coach can send broadcast messages to a group or all athletes

Message history is retained per platform retention policy

Unread message count is shown on the dashboard badge

Coach can mute notifications per conversation

Definition of Done

Messaging supports text, media, and files

Notifications cover all critical coach events

Broadcast messaging supports group communication

Message history is retained and searchable

________________________________________________________________________

14. Epic: Coach Settings & Privacy

Goal: Allow coaches to manage account preferences and data privacy.

User Story 1 --- Manage Settings

As a coach: I want to configure my account so that I control my

experience.

Acceptance Criteria:

Coach can manage: account information (name, email, phone),

password/security (change password, enable 2FA), notification

preferences (email, SMS, push per event type), payment information

(bank accounts, tax info), privacy settings (profile visibility,

data sharing)

Critical changes (email, password, bank account) require

re-authentication

Account deletion request initiates a 30-day grace period; during

this period, coach can cancel deletion

After grace period, account is soft-deleted and data is handled per

retention policy

User Story 2 --- Manage Privacy Settings

As a coach: I want to control my privacy so that I can decide who

sees my information.

Acceptance Criteria:

Coach can set profile visibility: Public (all users), Athletes Only

(verified athletes), Private (not searchable)

Coach can hide specific fields from public view: phone, email, exact

location (show city only)

Privacy settings are respected by search, discovery, and API

Privacy changes take effect immediately

Definition of Done

Settings cover all account, security, notification, payment, and

privacy controls

Critical changes require re-authentication

Account deletion has a grace period with cancellation option

Privacy settings are enforced across the platform

________________________________________________________________________

Coach Panel --- User Flows

User Flow: Coach Onboarding

Coach signs up via public registration or club invitation

Coach completes profile with required fields

Coach uploads certifications

Profile enters "Pending Review" status

Admin reviews and verifies credentials

Coach receives approval notification

Coach gains "Verified" status and full platform access

User Flow: Service Creation and Booking

Coach creates a training service with pricing and availability

Service is published and appears in athlete search

Athlete requests a booking

Coach receives notification and views request

Coach accepts the booking

Athlete completes payment

Booking is confirmed and appears on both calendars

Coach and athlete receive reminder notifications

User Flow: Session Delivery

Coach views upcoming session on dashboard

Coach starts the session at scheduled time

Coach marks attendance for athlete(s)

Coach completes the session

System marks booking as Completed

Funds move from Pending to Available for withdrawal

Athlete receives prompt to leave a review

User Flow: Training Program Assignment

Coach creates a training program with sessions

Coach assigns program to athlete or group

Athlete receives notification and views program

Athlete logs session completion

Coach views progress dashboard

Coach adds performance notes

Program completes when all sessions are done or end date reached

User Flow: Withdrawal Request

Coach views earnings dashboard

Coach checks available balance exceeds minimum threshold

Coach selects bank account and enters amount

System validates request

Withdrawal enters "Processing" status

Coach receives notification on status change

Funds arrive in bank account; status updates to "Completed"

User Flow: Club Affiliation

Coach searches for a club and sends affiliation request

Club admin receives request and reviews coach profile

Club admin accepts the request

Affiliation becomes "Active"

Coach appears on club's profile and gains club-specific visibility

Coach can offer services under the club's umbrella

________________________________________________________________________

Coach Panel --- Wireframes Required

-----------------------------------------------------------------------

# Wireframe Purpose

----------------------- ----------------------- -----------------------

1 Coach Login / Register Authentication and

onboarding entry

2 Dashboard KPIs, upcoming

sessions, pending

requests, notifications

3 Profile Editor Personal info, bio,

sports, languages,

media upload

4 Certifications Manager Upload, view status,

expiry warnings

5 Verification Status Checklist, rejection

reasons, resubmit

6 Availability Manager Recurring schedules,

blocked dates, timezone

7 Calendar View Daily/weekly/monthly

with session details

8 Service Creator Service types, pricing,

media, policies

9 Service List Published, paused,

archived services

10 Booking Requests Incoming requests with

accept/reject

11 Booking Detail Full timeline, athlete

info, payment status

12 Session Manager Start, attendance,

complete, notes

13 Session History Past sessions with

filters and export

14 Athlete Directory List, search, filter by

status

15 Athlete Profile History, notes,

progress, programs

16 Athlete Notes Private notes,

categories, timestamps

17 Group Manager Create groups, assign

members

18 Club Affiliations Active, pending,

history

19 Tournament Hub Invitations,

registrations, results

20 Training Program Sessions, exercises,

Builder media

21 Program Assignment Assign to

athletes/groups, track

progress

22 Earnings Dashboard Revenue, commission,

trends

23 Withdrawal Request Bank selection, amount,

status

24 Transaction History All payments with

filters

25 Reviews Hub Ratings, comments,

responses

26 Analytics Dashboard Metrics, charts,

comparisons

27 Inbox Direct messages,

notifications

28 Settings Account, security,

notifications,

payments, privacy

29 Account Deletion Grace period,

confirmation

-----------------------------------------------------------------------

________________________________________________________________________

Coach Panel --- Epic Summary

-----------------------------------------------------------------------

# Epic Purpose

----------------------- ----------------------- -----------------------

1 Coach Profile & Identity,

Verification certifications,

verification status

2 Availability & Calendar Scheduling, conflict

Management prevention, calendar

sync

3 Service & Pricing Service creation,

Management pricing, discounts,

packages

4 Booking Management Request handling,

accept/reject,

confirmation

5 Session Management Delivery, attendance,

completion, history

6 Athlete Relationship Profiles, notes,

Management groups, personalization

7 Club Affiliation Club relationships,

Management invitations, history

8 Tournament Invitations,

Participation & registrations, results

Management

9 Training Program Program creation,

Management assignment, progress

tracking

10 Financial Management Earnings, withdrawals,

transaction tracking

11 Reputation Management Reviews, ratings,

responses

12 Coach Analytics Business metrics,

Dashboard trends, comparisons

13 Communication Center Messaging,

notifications,

broadcasts

14 Coach Settings & Account, security,

Privacy privacy, deletion

-----------------------------------------------------------------------

________________________________________________________________________

Data Model Reference

Coach (extends User)

├── user_id

├── bio

├── coaching_style

├── experience_years

├── languages[]

├── location

├── sports[]

├── verification_status

├── profile_visibility (Public | Athletes Only | Private)

├── average_rating

├── total_reviews

├── created_at

└── updated_at

Certification

├── id

├── coach_id

├── name

├── issuer

├── issue_date

├── expiry_date

├── certificate_number

├── file_url

├── status (Pending | Verified | Rejected | Expired)

└── uploaded_at

Availability

├── id

├── coach_id

├── type (Recurring | One-Time | Blocked)

├── day_of_week (for recurring)

├── start_time

├── end_time

├── date (for one-time/blocked)

├── timezone

└── is_active

Service

├── id

├── coach_id

├── title

├── description

├── type (Private | Group | Online | Package | Membership)

├── sport

├── duration_minutes

├── price

├── currency

├── capacity

├── location_type (In-Person | Online)

├── cancellation_policy (Flexible | Moderate | Strict)

├── status (Draft | Published | Paused | Archived)

├── images[]

├── videos[]

└── created_at

Booking

├── id

├── service_id

├── athlete_id

├── coach_id

├── scheduled_at

├── duration

├── status (Pending | Accepted | Confirmed | In Progress |

Completed | Cancelled | Refunded | No-Show)

├── payment_status

├── athlete_message

├── rejection_reason

├── cancellation_reason

└── created_at

Session

├── id

├── booking_id

├── coach_id

├── status (Upcoming | In Progress | Completed | Cancelled |

No-Show)

├── started_at

├── completed_at

├── attendance (JSON: athlete_id -> Present | Late | No-Show)

├── private_notes

├── shared_notes

└── created_at

Athlete Note

├── id

├── coach_id

├── athlete_id

├── category (General | Medical | Performance | Goal)

├── content

├── is_important

├── created_at

└── updated_at

Athlete Group

├── id

├── coach_id

├── name

├── description

├── athlete_ids[]

└── created_at

Club Affiliation

├── id

├── coach_id

├── club_id

├── status (Pending | Active | Suspended | Ended)

├── started_at

├── ended_at

└── ended_reason

Training Program

├── id

├── coach_id

├── title

├── objective

├── duration_weeks

├── difficulty

├── sport

├── status (Draft | Active | Completed | Archived)

├── sessions[]

└── created_at

Program Session

├── id

├── program_id

├── title

├── exercises[]

├── duration_minutes

├── notes

└── order_index

Program Assignment

├── id

├── program_id

├── athlete_id (or group_id)

├── start_date

├── end_date

├── status (Not Started | In Progress | Completed)

└── completion_percentage

Earning

├── id

├── coach_id

├── booking_id

├── gross_amount

├── commission_amount

├── net_amount

├── status (Pending | Available | Withdrawn | Held)

└── created_at

Withdrawal

├── id

├── coach_id

├── amount

├── currency

├── bank_account_id

├── status (Pending | Processing | Completed | Failed)

├── requested_at

├── completed_at

└── failure_reason

Review

├── id

├── coach_id

├── athlete_id

├── booking_id

├── rating (1-5)

├── comment

├── coach_response

├── is_reported

└── created_at

Notification (Coach)

├── id

├── coach_id

├── type (Booking | Payment | Message | Review | System |

Tournament)

├── title

├── body

├── is_read

├── action_url

└── created_at

Message

├── id

├── sender_id

├── receiver_id

├── content

├── attachments[]

├── is_read

└── created_at

________________________________________________________________________

Global Definition of Done (Coach Panel)

User story is implemented.

Acceptance criteria are fulfilled.

UI and API behavior are aligned.

Validation exists.

Error states are handled.

Notifications work where required.

Permissions are enforced.

Sensitive actions are logged.

QA scenarios pass.

PO approval is completed.