Pilot User app

Overview:

Set out the high level requirements for a user-facing pilot app:

• Sales/Marketing/onboarding reasoning:

  • Smoother pilot participant onboarding.
  • Users get comfort/ confidence through "there's an app"
  • Make it easy for Xero users to participate in the pilot.
  • Get users to set up an account to smooth transition through to MVP
  • Provide opportunity for testing CRM/app integrations

• Path to MVP reasoning:

  • Road-test Xero-integration and perhaps add other integrations quickly.
  • Road-test file uploads.
    • This also provides training/testing material for AI parser.
  • Provide opportunity for testing 'incremental improvement' approach rather than 'cliff-edge MVP launch'.

• Operational reasoning:

  • Potentially speed up and increase accuracy of invoice data processing.

High Level Requirements

App

1. Accessible through app.localloop-merseyside.co.uk (supports smooth transition from Pilot to MVP)

   • also accessible via localloop.link

2. Export & preserve existing (soft launch) data for CRM. These accounts/users do not automatically have pilot status

   • accounts should be removed from database after export, so they can create a new (pilot) account

3. Data storage: Pilot data and (future) CTD tier data must remain distinct.

   • Reasoning: Pilot participants may choose not to 'upgrade' when MVP requires Ts&Cs signup etc. They should be able to continue at 'pilot' status (xero connection etc), so that we can continue to send them analysis - hoping to encourage them to sign up. This is to support the 'smooth transition' requirement.

4. Account creation

   1. new onboarding flow
   • retire, but do not lose current implementation
   • suggest this is built by cutting down current implementation (removing all but the required info as below). Aim being to allow auth page to gracefully become more detailed as we move into MVP
   • required info
     • email
     • organisation name
       (linked to organisations table, but flagged as Pilot entry - no reconciliation, beyond existing type-ahead/exact match functionality)
     • password
     • agree to Ts&Cs
   2. new 'pilot' account type
   • only privileged to access
     • profile information
       • ability to see profile data
         • email
         • organisation name
         • Xero connection status
         • reset pwd
     • invoices
       • ability to
         • connect to Xero (or disconnect)
         • upload files

5. Data collection & storage

   1. Xero Connection
      • Once connection made:
        • Status conveyed to user
        • No ability to add another or reconfigure
        • DATA REQUIREMENT FOR PILOT (separate API requested)
          • Collect ALL invoices issued since January 2024 (whether paid/unpaid). This enables us to retrospectively evaluate Local Loop's impact in month slices.
          • Begin polling for new issued invoices as usual.
          • No filters on fields.

tfwoodroof Need to ensure one-to-one mapping between LLM pilot and Xero accounts, i.e.: an LLM pilot user can only connect to one Xero account at a time (implicity achieved via current design); a Xero account that is already connected to an LLM pilot account cannot be connected to another.

​​​​    2. Xero Disconnection
​​​​    3. Xero Reconnection

​​​​        
​​​​1. File upload: simply collecting digital blobs.
​​​​  - Original, unparsed, data saved with reference to user.
​​​​  - Promis requirements: live AWS instance.

1. Data Access to LLM admin - method tbc.

   1. Email to 'user specific inbox' - requires programmatic implementation of email account creation through migadu API
   2. Admin login to app with file download
      • Admin account type / privileges needed
      • Allow admin to download particular files from a list.

2. Confirmations to user:

   1. File upload success
   2. Xero connection & disconnection success

3. About page

   • Accessible for both logged in users and pre-auth, to communicate what the purpose of the pilot is and what it involves.

tfwoodroof: Design needed for pre-auth.

9. Contact LLM - simple mailto:
   • Catch-all route for all bugs/conficts/questions.

tfwoodroof: currently only accessible in auth state - pre-auth?

10. Terms & Conditions page
    • Available pre-auth and auth

      • tfwoodroof: currently only accessible in pre-auth state - add to About page in auth state?

tfwoodroof: currently no description of sign in functionality.
tfwoodroof: currently no description of password reset functionality.

Flow summary

Initial Designs

https://www.figma.com/design/uBNHxRO15NxiDPaCaSSdmJ/LLM-Designs?node-id=6698-16553&m=dev