# Product Requirements Document: Stage Management System ## 1. Overview Stage is a comprehensive stage and theater management system designed to streamline the operations of performing arts venues, theaters, and event spaces. The application enables venue managers to coordinate productions, manage bookings, schedule rehearsals, track equipment and resources, and coordinate staff and performers. Stage provides a centralized platform for all stakeholders involved in theatrical productions to collaborate efficiently and ensure smooth operations from planning through performance. ## 2. User Roles ### Administrator - Full system access and configuration - Manage all venues, users, and system settings - View all productions, bookings, and financial reports - Configure system-wide settings and permissions - Manage user accounts and role assignments ### Venue Manager - Manage specific venue(s) assigned to them - Create and manage productions at their venue(s) - Approve or reject booking requests - Manage venue resources (stages, equipment, spaces) - Assign staff to productions and events - View financial reports for their venue(s) - Manage venue calendar and availability ### Production Manager - Create and manage production details - Schedule rehearsals and performances - Manage cast and crew assignments - Track production budgets and expenses - Coordinate technical requirements - Communicate with cast, crew, and venue staff - Manage production timeline and milestones ### Technical Director - Manage technical equipment inventory - Schedule equipment maintenance - Assign equipment to productions - Track equipment usage and availability - Manage technical crew assignments - Document technical specifications and requirements ### Staff Member - View assigned schedules and tasks - Clock in/out for shifts - Update task status - View production information for assigned shows - Access venue and production contact information ### Performer/Cast Member - View rehearsal and performance schedules - Access production materials and scripts - Update availability - View costume and prop assignments - Communicate with production team ### Guest/Public User - Browse upcoming productions and events - View venue information - Submit booking inquiries - Purchase tickets (if integrated) ## 3. Core Entities ### User A person who interacts with the system with specific role-based permissions and access levels. ### Venue A physical location or theater space that hosts productions and events, including multiple stages and facilities. ### Stage A specific performance space within a venue with defined technical capabilities and capacity. ### Production A theatrical show, performance, or event with a defined run period, cast, crew, and technical requirements. ### Performance A specific scheduled showing of a production on a particular date and time. ### Rehearsal A scheduled practice session for a production with specific participants and location. ### Booking A reservation request or confirmed reservation for venue space, including dates, times, and requirements. ### Resource Physical assets including equipment, props, costumes, and technical gear available at a venue. ### Resource Category Classification system for organizing resources (lighting, sound, props, costumes, etc.). ### Resource Assignment The allocation of specific resources to productions or events for defined time periods. ### Staff Assignment The assignment of staff members to specific productions, performances, or shifts. ### Cast Assignment The assignment of performers to specific roles within a production. ### Schedule A calendar entry representing rehearsals, performances, meetings, or other time-blocked activities. ### Task A work item assigned to users with status tracking and deadlines. ### Budget Financial planning and tracking for productions, including line items and expense categories. ### Expense A recorded cost associated with a production or venue operation. ### Contact External individuals or organizations (vendors, contractors, agents) associated with productions or venues. ### Document Files, scripts, contracts, technical riders, and other documentation associated with productions or venues. ### Notification System-generated or user-created alerts and messages sent to users. ### Availability Time periods when users, venues, stages, or resources are available or unavailable. ### Maintenance Record Documentation of equipment maintenance, repairs, and service history. ### Note Text annotations attached to various entities for communication and documentation. ## 4. Entity Relationships ### User Relationships - User **has many** Staff Assignments (one-to-many) - User **has many** Cast Assignments (one-to-many) - User **has many** Tasks (one-to-many) - User **has many** Availability records (one-to-many) - User **belongs to** one or more Venues as manager (many-to-many) - User **has many** Notifications (one-to-many) ### Venue Relationships - Venue **has many** Stages (one-to-many) - Venue **has many** Productions (one-to-many) - Venue **has many** Resources (one-to-many) - Venue **has many** Bookings (one-to-many) - Venue **has many** Staff Assignments (one-to-many) - Venue **has many** Documents (one-to-many) - Venue **has many** Venue Managers (many-to-many through User) ### Stage Relationships - Stage **belongs to** one Venue (many-to-one) - Stage **has many** Performances (one-to-many) - Stage **has many** Rehearsals (one-to-many) - Stage **has many** Availability records (one-to-many) ### Production Relationships - Production **belongs to** one Venue (many-to-one) - Production **has many** Performances (one-to-many) - Production **has many** Rehearsals (one-to-many) - Production **has many** Cast Assignments (one-to-many) - Production **has many** Staff Assignments (one-to-many) - Production **has many** Resource Assignments (one-to-many) - Production **has one** Budget (one-to-one) - Production **has many** Expenses (one-to-many) - Production **has many** Tasks (one-to-many) - Production **has many** Documents (one-to-many) - Production **has many** Notes (one-to-many) - Production **has many** Contacts (many-to-many) ### Performance Relationships - Performance **belongs to** one Production (many-to-one) - Performance **belongs to** one Stage (many-to-one) - Performance **has many** Staff Assignments (one-to-many) ### Rehearsal Relationships - Rehearsal **belongs to** one Production (many-to-one) - Rehearsal **may belong to** one Stage (many-to-one, optional) - Rehearsal **has many** Cast Assignments (many-to-many) - Rehearsal **has many** Staff Assignments (many-to-many) ### Resource Relationships - Resource **belongs to** one Venue (many-to-one) - Resource **belongs to** one Resource Category (many-to-one) - Resource **has many** Resource Assignments (one-to-many) - Resource **has many** Maintenance Records (one-to-many) ### Resource Category Relationships - Resource Category **has many** Resources (one-to-many) - Resource Category **may have** one parent Resource Category (self-referential) ### Resource Assignment Relationships - Resource Assignment **belongs to** one Resource (many-to-one) - Resource Assignment **belongs to** one Production (many-to-one) ### Booking Relationships - Booking **belongs to** one Venue (many-to-one) - Booking **may belong to** one Stage (many-to-one, optional) - Booking **may be associated with** one Production (one-to-one, optional) - Booking **belongs to** one User (requester) (many-to-one) ### Budget Relationships - Budget **belongs to** one Production (one-to-one) - Budget **has many** Expenses (one-to-many) ### Task Relationships - Task **may belong to** one Production (many-to-one, optional) - Task **assigned to** one User (many-to-one) - Task **created by** one User (many-to-one) ### Document Relationships - Document **may belong to** one Production (many-to-one, optional) - Document **may belong to** one Venue (many-to-one, optional) - Document **uploaded by** one User (many-to-one) ## 5. Key Workflows ### Production Creation and Setup Workflow 1. **Production Manager creates new production** - Enters production details (name, description, dates) - Selects venue - Sets production type and genre - Defines key dates (rehearsal start, opening night, closing night) 2. **Venue Manager reviews and approves production** - Reviews production request - Checks venue availability - Approves or requests modifications - Assigns primary stage 3. **Production Manager sets up production details** - Creates budget with line items - Adds cast roles and assignments - Adds crew positions and staff assignments - Uploads production documents (script, designs, etc.) - Creates initial task list 4. **Technical Director reviews technical requirements** - Reviews technical rider - Identifies required resources - Creates resource assignments - Flags any equipment needs or conflicts 5. **Production Manager schedules rehearsals and performances** - Creates rehearsal schedule - Creates performance schedule - Assigns cast and crew to specific sessions - Publishes schedule to all participants ### Booking Request Workflow 1. **User submits booking request** - Selects venue and desired stage - Specifies date range and times - Describes event type and requirements - Provides contact information - Submits request 2. **System checks initial availability** - Validates date/time availability - Checks for conflicts with existing bookings - Flags potential issues 3. **Venue Manager reviews booking request** - Reviews request details - Checks resource availability - Verifies venue policies compliance - Contacts requester if clarification needed 4. **Venue Manager makes decision** - Approves booking: creates confirmed booking and production placeholder - Requests modifications: sends back to requester with notes - Rejects booking: provides reason and alternative suggestions 5. **Confirmed booking processing** - System creates booking record - Blocks calendar dates - Sends confirmation to requester - Creates production record if applicable - Generates contract/agreement document ### Resource Assignment and Management Workflow 1. **Production Manager identifies resource needs** - Reviews production technical requirements - Creates list of needed equipment and resources - Specifies quantities and time periods 2. **Technical Director reviews resource request** - Checks resource availability - Identifies conflicts or shortages - Proposes alternatives if needed 3. **Resource assignment** - Technical Director assigns available resources - Sets assignment start and end dates - Documents special handling requirements - Updates resource availability calendar 4. **Pre-production resource preparation** - Staff checks out assigned resources - Performs equipment testing - Documents equipment condition - Reports any issues or maintenance needs 5. **Post-production resource return** - Staff returns resources - Documents condition upon return - Logs any damage or issues - Updates maintenance records if needed - Resources become available for next assignment ### Rehearsal Scheduling Workflow 1. **Production Manager creates rehearsal schedule** - Defines rehearsal dates and times - Assigns rehearsal space (stage or other venue space) - Specifies which cast members are required - Adds rehearsal notes and objectives 2. **System checks conflicts** - Validates space availability - Checks cast member availability - Flags scheduling conflicts - Suggests alternative times if conflicts exist 3. **Production Manager finalizes schedule** - Resolves any conflicts - Confirms space and participant assignments - Adds any special requirements or notes 4. **System notifies participants** - Sends notifications to all assigned cast members - Sends notifications to required staff - Adds rehearsal to personal calendars - Sends reminder notifications before rehearsal 5. **Rehearsal execution and tracking** - Cast and staff check in for rehearsal - Production Manager documents attendance - Notes are added about rehearsal progress - Tasks are created for follow-up items ### Performance Day Workflow 1. **Pre-performance preparation (day-of)** - Staff arrive and clock in - Technical Director verifies all equipment operational - Stage Manager conducts pre-show checks - Cast arrives and checks in 2. **Technical setup and sound check** - Technical crew sets up equipment - Sound and lighting checks performed - Issues logged and resolved - Stage Manager confirms readiness 3. **Performance execution** - House opens at scheduled time - Performance begins - Stage Manager tracks show progress - Any incidents or issues are logged 4. **Post-performance activities** - Strike or reset stage as needed - Equipment secured - Performance notes documented - Staff clock out - Venue secured 5. **Post-performance review** - Production Manager reviews performance notes - Issues are addressed for next performance - Attendance and metrics recorded - Financial reconciliation if applicable ### Budget and Expense Tracking Workflow 1. **Budget creation** - Production Manager creates production budget - Defines budget categories (costumes, sets, marketing, etc.) - Sets allocated amounts for each category - Submits for approval if required 2. **Expense recording** - Authorized user records expense - Assigns to budget category - Uploads receipt/documentation - Adds description and vendor information 3. **Expense review** - Production Manager reviews expense - Verifies against budget - Approves or flags for clarification - Updates budget tracking 4. **Budget monitoring** - System tracks spending vs. budget - Alerts when categories approach limits - Generates variance reports - Flags over-budget categories 5. **Financial reporting** - Production Manager generates reports - Reviews with Venue Manager - Documents variances and explanations - Archives for future reference ### Staff Assignment and Scheduling Workflow 1. **Production Manager identifies staffing needs** - Defines required positions and roles - Specifies number of staff needed - Sets dates and times for each position 2. **Venue Manager assigns staff** - Reviews available staff - Checks staff qualifications and availability - Creates staff assignments - Considers workload balance 3. **Staff notification** - System notifies assigned staff members - Staff confirms availability or requests change - Schedule conflicts are resolved - Final assignments confirmed 4. **Schedule management** - Staff views personal schedule - Requests time off or schedule changes - Managers approve/deny requests - Schedule updates communicated to all affected parties 5. **Time tracking** - Staff clocks in at shift start - Breaks and activities logged - Staff clocks out at shift end - Hours reviewed and approved by manager ## 6. Features & Requirements ### 6.1 User Management Module **FR-UM-001: User Registration and Authentication** - System shall allow administrators to create user accounts - System shall support email/password authentication - System shall enforce strong password requirements - System shall support password reset functionality - System shall support multi-factor authentication (optional) **FR-UM-002: Role Management** - System shall support multiple user roles with different permissions - System shall allow administrators to assign/modify user roles - System shall enforce role-based access control throughout the application - System shall support users having multiple roles **FR-UM-003: User Profile Management** - Users shall be able to view and edit their profile information - Users shall be able to upload profile photos - Users shall be able to set notification preferences - Users shall be able to view their assignment history **FR-UM-004: User Directory** - System shall provide a searchable directory of users - Directory shall be filterable by role, venue, and status - Users shall be able to view contact information based on permissions - System shall display user availability status ### 6.2 Venue Management Module **FR-VM-001: Venue Creation and Configuration** - Administrators shall be able to create and configure venues - Venue configuration shall include name, address, contact information - Venue shall support multiple stages/spaces - Venue shall have configurable capacity and technical specifications - Venue shall support custom fields for specific requirements **FR-VM-002: Stage Management** - Venue Managers shall be able to add/edit stages within a venue - Each stage shall have defined capacity, dimensions, and technical capabilities - Stages shall have availability calendars - System shall track stage configurations and layouts **FR-VM-003: Venue Calendar** - System shall display venue-wide calendar view - Calendar shall show all productions, bookings, and events - Calendar shall be filterable by stage, date range, and event type - Calendar shall support multiple view modes (day, week, month) - Calendar shall highlight conflicts and availability **FR-VM-004: Venue Resources** - Venue Managers shall be able to manage venue-owned resources - Resources shall be categorized and tagged - System shall track resource location within venue - System shall display resource availability status **FR-VM-005: Venue Reporting** - System shall generate utilization reports for venues - System shall track revenue by venue - System shall report on resource usage - System shall provide occupancy statistics ### 6.3 Production Management Module **FR-PM-001: Production Creation** - Production Managers shall be able to create new productions - Production creation shall require venue selection - System shall capture production metadata (title, description, genre, type) - System shall define production date range (rehearsals through closing) - System shall support production templates for recurring shows **FR-PM-002: Production Dashboard** - Each production shall have a dedicated dashboard - Dashboard shall display upcoming rehearsals and performances - Dashboard shall show budget status and alerts - Dashboard shall display cast and crew assignments - Dashboard shall show task completion status - Dashboard shall provide quick access to production documents **FR-PM-003: Production Timeline** - System shall display production timeline with key milestones - Timeline shall include rehearsal periods, tech week, and performance run - Timeline shall be editable by Production Managers - Timeline shall integrate with overall venue calendar **FR-PM-004: Cast Management** - Production Managers shall be able to define roles/characters - System shall support casting performers to roles - System shall track understudy and alternate cast assignments - System shall display cast member contact information - System shall track cast member availability **FR-PM-005: Crew Management** - Production Managers shall be able to define crew positions - System shall assign staff to crew positions - System shall track crew member responsibilities - System shall support crew scheduling for rehearsals and performances **FR-PM-006: Production Documents** - System shall allow upload and organization of production documents - Document types shall include scripts, designs, contracts, riders - Documents shall be version-controlled - Documents shall have permission-based access - System shall support document sharing with cast and crew **FR-PM-007: Production Notes** - Users shall be able to add notes to productions - Notes shall be timestamped and attributed to author - Notes shall support mentions/tagging of other users - Notes shall be searchable and filterable **FR-PM-008: Production Status Tracking** - System shall track production status (planning, rehearsal, running, closed) - Status changes shall be logged with timestamps - System shall support custom production statuses - Status shall be visible on production listings and calendars ### 6.4 Scheduling Module **FR-SCH-001: Rehearsal Scheduling** - Production Managers shall be able to create rehearsal schedules - Rehearsals shall specify date, time, duration, and location - System shall assign cast members to specific rehearsals - System shall check for scheduling conflicts - System shall support recurring rehearsal patterns **FR-SCH-002: Performance Scheduling** - Production Managers shall be able to schedule performances - Performances shall specify date, time, stage, and production - System shall prevent double-booking of stages - System shall support matinee and evening performances - System shall track performance capacity and ticket allocation **FR-SCH-003: Conflict Detection** - System shall automatically detect scheduling conflicts - Conflicts shall include user availability, space availability, resource availability - System shall display warnings when conflicts are detected - System shall suggest alternative times when conflicts exist **FR-SCH-004: Calendar Views** - System shall provide personal calendar view for each user - System shall provide production-specific calendar views - System shall provide venue-wide calendar views - Calendars shall support filtering and color-coding - Calendars shall be exportable to external calendar applications **FR-SCH-005: Schedule Notifications** - System shall send notifications when users are added to schedules - System shall send reminder notifications before scheduled events - System shall notify users of schedule changes - Users shall be able to configure notification timing preferences ### 6.5 Resource Management Module **FR-RM-001: Resource Catalog** - System shall maintain a catalog of all venue resources - Resources shall be categorized hierarchically - Each resource shall have detailed specifications - Resources shall have unique identifiers/asset tags - System shall support resource photos and documentation **FR-RM-002: Resource Assignment** - Technical Directors shall be able to assign resources to productions - Assignments shall specify start and end dates - System shall prevent over-allocation of resources - System shall track resource location during assignment - System shall support partial quantity assignments **FR-RM-003: Resource Availability** - System shall display real-time resource availability - Availability shall be searchable and filterable - System shall show current assignment status - System shall project future availability **FR-RM-004: Equipment Maintenance** - System shall track maintenance schedules for equipment - System shall log maintenance activities and repairs - System shall alert when maintenance is due - System shall track maintenance costs - System shall support preventive maintenance scheduling **FR-RM-005: Resource Check-in/Check-out** - System shall support resource checkout process - Checkout shall document condition and responsible party - System shall support resource check-in upon return - System shall flag damage or issues during check-in - System shall maintain checkout history **FR-RM-006: Inventory Management** - System shall track resource quantities - System shall alert when inventory is low - System shall support inventory audits - System shall track resource depreciation and value ### 6.6 Booking Management Module **FR-BM-001: Booking Request Submission** - Guest users shall be able to submit booking requests - Booking requests shall capture event details and requirements - System shall check preliminary availability before submission - System shall provide estimated pricing if configured - System shall send confirmation of request receipt **FR-BM-002: Booking Request Management** - Venue Managers shall view all pending booking requests - Requests shall be filterable by date, venue, status - Venue Managers shall be able to approve, modify, or reject requests - System shall support communication with requesters - System shall track request status history **FR-BM-003: Booking Confirmation** - Approved bookings shall create confirmed booking records - System shall block calendar dates for confirmed bookings - System shall generate booking confirmation documents - System shall send confirmation notifications - System shall optionally create production records from bookings **FR-BM-004: Booking Modifications** - Venue Managers shall be able to modify confirmed bookings - Modifications shall require approval workflow if significant - System shall notify affected parties of changes - System shall maintain booking change history **FR-BM-005: Booking Cancellation** - Authorized users shall be able to cancel bookings - Cancellations shall follow configurable cancellation policies - System shall release reserved resources and spaces - System shall notify all affected parties - System shall track cancellation reasons and history ### 6.7 Budget and Financial Management Module **FR-FM-001: Budget Creation** - Production Managers shall be able to create production budgets - Budgets shall support multiple expense categories - Each category shall have allocated amount - Budgets shall support hierarchical category structures - System shall support budget templates **FR-FM-002: Expense Recording** - Authorized users shall be able to record expenses - Expenses shall be assigned to budget categories - Expenses shall require description, amount, date, and vendor - System shall support receipt/invoice upload - Expenses shall be linked to productions **FR-FM-003: Budget Tracking** - System shall track actual spending vs. budgeted amounts - System shall calculate remaining budget by category - System shall display budget utilization percentages - System shall alert when categories approach or exceed limits - System shall track budget modifications and history **FR-FM-004: Expense Approval Workflow** - System shall support configurable expense approval workflows - Expenses above thresholds shall require manager approval - Approvers shall be able to approve, reject, or request clarification - System shall notify submitters of approval status - System shall track approval history **FR-FM-005: Financial Reporting** - System shall generate budget vs. actual reports - System shall provide expense reports by category, production, venue - System shall support custom date range reporting - Reports shall be exportable to CSV/PDF formats - System shall provide variance analysis **FR-FM-006: Revenue Tracking (Optional)** - System shall track revenue associated with productions - System shall support ticket sales integration - System shall calculate profit/loss by production - System shall generate revenue reports ### 6.8 Task Management Module **FR-TM-001: Task Creation** - Users shall be able to create tasks - Tasks shall have title, description, due date, and priority - Tasks shall be assignable to users - Tasks shall be linkable to productions - Tasks shall support file attachments **FR-TM-002: Task Assignment** - Task creators shall assign tasks to users - Assigned users shall receive notifications - Users shall be able to reassign tasks if permitted - System shall track assignment history **FR-TM-003: Task Status Management** - Tasks shall have configurable statuses (e.g., To Do, In Progress, Complete) - Assigned users shall be able to update task status - Status changes shall be logged with timestamps - System shall notify relevant parties of status changes **FR-TM-004: Task Lists and Views** - Users shall have personal task list view - Tasks shall be filterable by status, priority, due date, production - System shall highlight overdue tasks - System shall provide production-specific task views - System shall support task sorting and grouping **FR-TM-005: Task Dependencies** - System shall support task dependencies - Dependent tasks shall be blocked until prerequisites complete - System shall visualize task dependencies - System shall alert when dependency chains are at risk **FR-TM-006: Task Comments** - Users shall be able to comment on tasks - Comments shall support mentions of other users - Comments shall be timestamped and attributed - System shall notify mentioned users ### 6.9 Communication and Notification Module **FR-CN-001: Notification System** - System shall generate notifications for key events - Notification types shall include assignments, schedule changes, approvals, reminders - Users shall receive notifications via in-app and email - Users shall be able to configure notification preferences - System shall support notification batching to reduce volume **FR-CN-002: In-App Messaging** - Users shall be able to send direct messages to other users - System shall support group messaging - Messages shall be searchable - System shall indicate read/unread status - System shall support message attachments **FR-CN-003: Announcements** - Administrators and Managers shall be able to post announcements - Announcements shall be targetable to specific user groups or productions - Announcements shall be displayed prominently in the application - System shall track announcement read status - Announcements shall support rich text formatting **FR-CN-004: Email Integration** - System shall send email notifications for critical events - Emails shall include relevant details and links back to application - Users shall be able to reply to certain notifications via email - System shall support email templates for consistency **FR-CN-005: Calendar Integration** - System shall support exporting schedules to iCal format - Users shall be able to subscribe to calendar feeds - Calendar feeds shall update automatically with schedule changes - System shall support integration with Google Calendar and Outlook ### 6.10 Reporting and Analytics Module **FR-RA-001: Standard Reports** - System shall provide pre-built reports for common needs - Reports shall include: venue utilization, production schedules, budget summaries, staff assignments - Reports shall be filterable by date range, venue, production - Reports shall be exportable to PDF and CSV formats **FR-RA-002: Custom Report Builder** - Administrators shall be able to create custom reports - Report builder shall support selecting data fields and filters - Custom reports shall be savable and reusable - Custom reports shall be shareable with other users **FR-RA-003: Dashboard Analytics** - System shall provide dashboard with key metrics - Metrics shall include: upcoming events, budget status, resource utilization, task completion - Dashboards shall be role-specific - Dashboards shall support date range selection **FR-RA-004: Audit Logs** - System shall maintain audit logs of key actions - Logs shall capture user, action, timestamp, and affected entities - Logs shall be searchable and filterable - Administrators shall have access to full audit logs **FR-RA-005: Export Functionality** - System shall support exporting data to common formats - Exports shall respect user permissions - System shall support bulk export operations - Exports shall be available for productions, schedules, resources, budgets ### 6.11 Availability Management Module **FR-AM-001: User Availability** - Users shall be able to set their availability/unavailability - Availability shall support date ranges and recurring patterns - Users shall be able to specify availability reasons - System shall consider availability when scheduling **FR-AM-002: Resource Availability** - System shall track resource availability based on assignments - Resources shall support manual availability blocking - System shall display availability calendars for resources - System shall alert when resources are unavailable for requested periods **FR-AM-003: Venue/Stage Availability** - System shall track venue and stage availability - Availability shall be based on bookings and productions - Venue Managers shall be able to block dates for maintenance - System shall provide availability search functionality **FR-AM-004: Conflict Resolution** - System shall provide tools to resolve scheduling conflicts - System shall suggest alternative times or resources - System shall allow override of conflicts with justification - System shall notify affected parties of conflict resolutions ### 6.12 Document Management Module **FR-DM-001: Document Upload and Storage** - Users shall be able to upload documents to the system - System shall support common file formats (PDF, DOC, XLS, images) - Documents shall be organized by production, venue, or user - System shall enforce file size limits - System shall scan uploaded files for security threats **FR-DM-002: Document Organization** - Documents shall be organizable into folders - System shall support document tagging - Documents shall be searchable by name, tags, and content - System shall support document categories/types **FR-DM-003: Document Versioning** - System shall support document version control - Users shall be able to upload new versions - System shall maintain version history - Users shall be able to view and download previous versions - System shall indicate current/latest version **FR-DM-004: Document Permissions** - Document access shall be controlled by permissions - Uploaders shall be able to set document visibility - System shall support document sharing with specific users or groups - System shall track document access history **FR-DM-005: Document Preview** - System shall provide in-browser preview for supported formats - Preview shall not require downloading - System shall support thumbnail generation for images - System shall display document metadata ## 7. Business Rules ### BR-001: User and Access Rules - A user must have at least one role assigned - Users cannot delete their own accounts - Only Administrators can permanently delete users; others can only deactivate - Users can only view data for venues they have access to - Staff members can only view productions they are assigned to - Password must be at least 8 characters with mixed case, numbers, and symbols - User sessions expire after 24 hours of inactivity ### BR-002: Venue and Stage Rules - A venue must have at least one stage - Stage capacity must be a positive integer - A venue cannot be deleted if it has active productions - Stage names must be unique within a venue - Venue addresses must be valid and complete ### BR-003: Production Rules - Production start date must be before end date - Production must be assigned to exactly one venue - Production closing date cannot be in the past when creating new production - A production cannot be deleted if it has completed performances - Production status must progress logically (cannot go from "Closed" back to "Planning") - Production name must be unique within a venue for overlapping date ranges ### BR-004: Scheduling Rules - Performance date/time must fall within production run dates - Rehearsal start date must be before or equal to production opening date - A stage cannot have overlapping performances - Performance duration must be at least 15 minutes - Performances cannot be scheduled more than 2 years in advance - Rehearsals must be at least 30 minutes long - Cannot schedule events in the past (except for historical record-keeping) ### BR-005: Booking Rules - Booking request must be for future dates - Booking end date must be after start date - Confirmed bookings block calendar availability - Booking cancellations must follow venue cancellation policy - A booking can only be associated with one production - Booking requests must include contact information - Venue Managers can only approve bookings for their assigned venues ### BR-006: Resource Rules - Resources must belong to exactly one venue - Resources must have a category assigned - Resource quantity must be a positive integer - Resources cannot be assigned beyond available quantity - Resource assignments cannot overlap for the same resource unit - Resources marked as "Out of Service" cannot be assigned - Resource assignments must have start date before end date - Resources must be checked in before being assigned to another production ### BR-007: Budget and Financial Rules - Budget total must equal sum of category allocations - Expenses cannot exceed budget by more than configured threshold without approval - Expense amounts must be positive numbers - Expenses must have a valid date - Expenses must be assigned to a budget category - Budget categories cannot be deleted if they have associated expenses - Expense dates must fall within production date range - Only authorized users can approve expenses above threshold amounts ### BR-008: Assignment Rules - Users can only be assigned to productions at venues they have access to - Cast members must be assigned to at least one role in a production - Staff assignments must specify a position/role - Users cannot be assigned to overlapping time slots without acknowledgment - Assignments must have start dates before end dates - Users must be active to receive new assignments - Minimum staffing requirements must be met for performances ### BR-009: Task Rules - Tasks must have a due date - Tasks must be assigned to an active user - Task priority must be set (High, Medium, Low) - Completed tasks cannot be deleted, only archived - Task due dates should be within production timeline - Dependent tasks cannot be marked complete until prerequisites are complete ### BR-010: Availability Rules - Unavailability periods must have start date before end date - Users marked unavailable cannot be assigned during those periods - System must warn when scheduling conflicts with availability - Recurring availability patterns must have valid recurrence rules - Availability can be overridden with manager approval and justification ### BR-011: Notification Rules - Critical notifications cannot be disabled by users - Notification preferences must include at least one delivery method - Reminder notifications must be sent at least 1 hour before event - Users must acknowledge certain critical notifications - Notification history must be retained for at least 90 days ### BR-012: Document Rules - Documents must have a descriptive name - Document file names must be unique within their container - Maximum file upload size is 50MB per file - Documents must be associated with at least one entity (production, venue, user) - Deleted documents are moved to trash and retained for 30 days - Only document owners or administrators can delete documents - Document versions must be numbered sequentially ### BR-013: Data Retention Rules - Completed productions must be retained for at least 3 years - Financial records must be retained for at least 7 years - Audit logs must be retained for at least 1 year - User data must be retained for 1 year after account deactivation - Deleted items in trash are permanently removed after 30 days ### BR-014: Maintenance Rules - Equipment must have maintenance performed at specified intervals - Resources overdue for maintenance cannot be assigned until serviced - Maintenance records must include date, technician, and description - Critical equipment must have maintenance scheduled in advance - Maintenance costs must be tracked and reported ## 8. Non-Functional Requirements ### NFR-001: Performance Requirements - Page load time shall not exceed 2 seconds for standard operations - Search queries shall return results within 1 second for datasets up to 10,000 records - System shall support at least 500 concurrent users - Database queries shall be optimized with appropriate indexing - API response time shall not exceed 500ms for 95% of requests - Calendar views shall load within 1.5 seconds regardless of number of events - File uploads shall support resumable uploads for files over 10MB - System shall handle batch operations (e.g., bulk notifications) asynchronously ### NFR-002: Scalability Requirements - System architecture shall support horizontal scaling - Database shall support sharding for multi-venue deployments - System shall handle up to 100 venues per instance - System shall support up to 10,000 users per instance - File storage shall support cloud-based object storage (S3, Azure Blob) - System shall support read replicas for reporting queries - Caching layer shall be implemented for frequently accessed data ### NFR-003: Security Requirements - All data transmission shall use TLS 1.2 or higher - Passwords shall be hashed using bcrypt or equivalent - System shall implement role-based access control (RBAC) - System shall protect against common vulnerabilities (OWASP Top 10) - API endpoints shall require authentication tokens - Sensitive data shall be encrypted at rest - System shall implement rate limiting to prevent abuse - System shall log all authentication attempts - System shall support automatic session timeout - System shall implement CSRF protection - File uploads shall be scanned for malware - System shall support IP whitelisting for administrative functions ### NFR-004: Reliability and Availability Requirements - System shall have 99.5% uptime during business hours - System shall implement automated backups daily - Backups shall be retained for at least 30 days - System shall support point-in-time recovery - System shall implement graceful degradation for non-critical features - System shall have automated health checks and monitoring - Critical errors shall trigger automated alerts to administrators - System shall implement database transaction rollback on failures ### NFR-005: Usability Requirements - User interface shall be intuitive and require minimal training - System shall provide contextual help and tooltips - System shall support keyboard navigation for accessibility - Error messages shall be clear and actionable - System shall provide confirmation dialogs for destructive actions - System shall support undo functionality where appropriate - Forms shall provide inline validation with clear error messages - System shall maintain consistent UI patterns throughout ### NFR-006: Accessibility Requirements - System shall comply with WCAG 2.1 Level AA standards - System shall support screen readers - System shall provide sufficient color contrast (4.5:1 minimum) - System shall not rely solely on color to convey information - System shall support keyboard-only navigation - Forms shall have properly associated labels - System shall provide text alternatives for non-text content - System shall support browser zoom up to 200% ### NFR-007: Compatibility Requirements - System shall support modern browsers (Chrome, Firefox, Safari, Edge) - latest 2 versions - System shall be responsive and support mobile devices (tablets and phones) - System shall support screen resolutions from 320px to 4K - System shall provide mobile-optimized views for key workflows - System shall support calendar export to iCal format - System shall integrate with common email providers - API shall follow RESTful conventions - System shall provide webhook support for integrations ### NFR-008: Maintainability Requirements - Code shall follow established style guides and best practices - System shall have comprehensive API documentation - System shall include inline code comments for complex logic - System shall have modular architecture for easy updates - System shall use version control for all code - System shall have automated testing (unit, integration, end-to-end) - System shall have staging environment for testing updates - Database migrations shall be reversible ### NFR-009: Localization and Internationalization Requirements - System shall support multiple languages (initially English) - System shall support configurable date and time formats - System shall support multiple time zones - Currency display shall be configurable - System shall externalize all user-facing text strings - System shall support right-to-left languages in future ### NFR-010: Compliance and Legal Requirements - System shall comply with GDPR for user data protection - System shall comply with CCPA for California users - System shall provide data export functionality for users - System shall support user data deletion requests - System shall maintain audit trails for compliance - System shall include terms of service and privacy policy acceptance - System shall support data retention policies per jurisdiction ### NFR-011: Monitoring and Logging Requirements - System shall log all user actions for audit purposes - System shall monitor application performance metrics - System shall track error rates and types - System shall monitor database performance - System shall track API usage and response times - Logs shall be centralized and searchable - System shall provide real-time alerting for critical issues - System shall generate daily health reports ### NFR-012: Backup and Disaster Recovery Requirements - System shall perform automated daily backups - Backups shall be stored in geographically separate location - System shall support recovery time objective (RTO) of 4 hours - System shall support recovery point objective (RPO) of 24 hours - Disaster recovery procedures shall be documented - Disaster recovery plan shall be tested quarterly - System shall support data export for offline backup ### NFR-013: Documentation Requirements - System shall include user documentation/help system - System shall provide administrator documentation - System shall include API documentation with examples - System shall provide onboarding tutorials for new users - Documentation shall be searchable - Documentation shall be version-controlled - System shall include video tutorials for key workflows --- **Document Version:** 1.0 **Last Updated:** 2025 **Document Owner:** Senior Product Manager **Status:** Ready for Development