Research for Coordinator User Stories for Flow and Impact Across Stages 2, 3, and 4

[gabcdominic]

Overview

This issue is for tracking design work related to [User Story #635 ]. [COORDINATOR can view submitted applications for Hosts & guests].

As the new PM, research the coordinator role and user stories across Stages 2, 3, and 4. Review Google Drive and Figma to identify workflows and user stories and note any areas for improvement. Ensure Stage 2 captures all necessary data for accurate matching and integrates seamlessly with Stage 3 to support efficient guest/host tracking and onboarding.

Action Items

[ ] Think of potential User Stories for Coordinator role in Stages 2, 3, and 4. Think about functionality, features, and what's needed for MVP

Notes for this exercise

Stage 2: Application and Onboarding Process
As a coordinator, I need to review and verify host and guest applications, schedule interviews and training sessions, and ensure profile completion to facilitate the onboarding and matching processes. The system provides tools for application tracking, document verification, interview and training scheduling, profile management, and automated alerts for missing or incomplete tasks.

1. Host Application Review (dashboard, alerts for missing docs, approve/reject, moves verified hosts to onboarding)
2. Guest application review (track docs, flags for missing info, approval/rejection flow)
3. Schedule & track interviews with hosts and guests (scheduling tool, reminders set, outcomes logged)
4. Orientation and training scheduling and attendance tracking, visible alert for incomplete or missed training, reschedules missed sessions, and moves only trained individuals forward
5. “Ready to Match” coordinator profile monitoring before matchmaking, profile system sends coordinator review before deployment to hosts and guests

Stage 3: Matchmaking / Relationship Creation Process
As a coordinator, I need an automated tool to generate host matches based on guest preferences, review and approve host profiles, confirm guest-selected matches, and allow hosts to review guest profiles for informed decision-making before finalizing the matches.

Stage 4: Relationship Management / Monitoring Process
As a coordinator, I need to regularly check in with hosts and guests, manage and document issue reporting and contract updates, handle emergency requests, and oversee the end-of-stay process to ensure a smooth partnership so that both parties feel supported, issues are promptly resolved, and compliant with agreed terms.

1. Coordinator support: Automated / time-based check-ins for hosts and guests, a feedback form for relationship status, and alerts for flagged issues. Features include scheduling for prompts (bi-weekly check etc), a feedback database, and real-time notifications for the coordinator, especially for emergencies
2. Issue reporting: Confidential reporting system for conflicts with a workflow for resolution. Secure data handling a ticketing system for issue management
3. Emergency requests: System for emergency intervention requests with workflow coordination. Real-time request handling, priority escalation, and quick resource allocation.
4. Contract integration: A system for secure contract signings / digital signatures at the beginning and end of stay from both parties (ex. Docusign integration?)
5. End of stay: Checklist for end-of-stay tasks with feedback collection and notifications. Design implication: Task management tools, automated reminders, and completion tracking for final steps.

Resources/Instructions

• Refer to this presentation deck and this questionnaire

[lasryariel]

@gabcdominic you might find this old closed issue helpful for your research: #267

[lasryariel]

@gabcdominic also for matching section Jasina has written an epic and several stories which should be helpful! #618

[gabcdominic]

9/27/24: Updated the spreadsheet (Feature tab and Roadmap tab). Next steps: I’ll coordinate with @lasryariel to confirm the User Story GitHub, as some stories appear interconnected. Additionally, I’ll request his input for Sections 3 and 4.

[gabcdominic]

10/3/24: Reviewed and refined key user stories and feature statements for the MVP / post-MVP features (link here). Focused on enhancing clarity, alignment to Handbook, and measurable outcomes across features. The goal was to empower users, provide data-driven insights, and create actionable features that save Coordinators time and support program improvements over time.

• If you can't access the link above: HUU Roadmap & Prioritization - Google Sheets.pdf

[gabcdominic]

10/24/24
User Notification System and Customization Research (tied to #736).

Identifying best practices for designing, customizing, and optimizing real-time notifications.

Displaying new item counts can encourage users to check sections more often and help them prioritize tasks based on what’s updated. It keeps important actions visible, especially in onboarding or relationship management, and makes the experience feel more personalized.

On the downside, too many notifications could overwhelm users, clutter the interface, and lead to notification fatigue, making updates less effective over time. To make it work better, we can prioritize the most important items, let users customize what they want to see, and keep the design clean and straightforward to avoid overload.