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Project Overview

Context

Project: Gas refill depot

Company: Gased

Objective: To automate the order and customer care, so they never have to run out of gas in their geysers or stoves etc. it needs to be an automated refill and gas purchase system with auto deliveries. The customer needs to be notified that the gas is almost finished they should be able to reorder or auto refill with all logistical challenges and requirements needed. Then I want a small commerce section so I can sell extra equipment to my customers

Problem: Customers realising gas is empty too late.

Delivery Classification

Tier: advanced

Priority: medium

Solution Architecture

Core Design

Type: Single-platform operational system

Platforms: Web and mobile

Architecture: Modular operational platform with clear separation between access control, workflow logic, reporting, integrations, and future automation capability.

Users: Admin customer driver commerce

Strategic Notes

  • Real-time capability is an important part of the solution.
  • Compliance and responsible data handling must be built into the solution.

Scope Definition

MVP Scope

  • Authentication and role-based access
  • Core operational workflow management
  • Priority integrations
  • Essential reporting and visibility
  • Real-time status visibility

Phase 2 Scope

  • Advanced automation workflows
  • Enhanced analytics and reporting
  • Operational optimization features
  • Scalable expansion modules

Exclusions

  • Non-essential third-party modules
  • Advanced AI capability beyond approved scope
  • Broader ecosystem expansion not required for MVP launch

Assumptions

  • Client will provide access to integration documentation, credentials, and decision-makers on time.
  • Business stakeholders will review and approve key delivery checkpoints without major delay.
  • Phase 1 will prioritize launch-critical functionality over secondary optimization features.

Functional Modules

Authentication and Access Control

Purpose: Control secure access to the platform based on user role and responsibility.

Features:
  • User sign-in
  • Role-based permissions
  • Protected views and actions
  • Session handling
Dependencies:
  • User model
  • Permissions logic
Implementation Notes:
  • Design access rules in a centralized and reusable way.
  • Keep permission logic flexible enough for future role expansion.
  • Ensure access restrictions are enforced both in UI and backend operations.

Core Workflow Management

Purpose: Support the day-to-day operational workflow the client depends on most.

Features:
  • Create records
  • Update statuses
  • Track progress
  • Assign responsibility
  • Monitor operational flow
Dependencies:
  • Core data entities
  • Role permissions
Implementation Notes:
  • This is the primary MVP delivery area and should remain focused.
  • Status logic should be extensible so reporting and automation can build on it later.
  • Avoid overcomplicating the first release with edge-case workflow branches.

Reporting and Visibility

Purpose: Provide operational visibility for managers, decision-makers, and internal teams.

Features:
  • Summary views
  • Status visibility
  • Basic operational reporting
  • Priority dashboards
Dependencies:
  • Core workflow data
  • Role permissions
Implementation Notes:
  • Focus first on decision-critical visibility rather than advanced analytics.
  • Design reporting outputs so they can later expand into deeper dashboards.

Integrations Layer

Purpose: Connect the platform to required third-party systems and external services.

Features:
  • WhatsApp payment
Dependencies:
  • API credentials
  • Integration-specific workflows
Implementation Notes:
  • Build integrations in an isolated and maintainable structure.
  • Validate external dependencies early in the project lifecycle.
  • Log integration failures and design retry/error handling intentionally.

Roles, Data, and Integrations

Roles and Permissions

Admin customer driver commerce

Admin customer driver commerce role within the operational platform.

  • Access admin customer driver commerce-appropriate views
  • Perform admin customer driver commerce-appropriate workflow actions
  • Interact with records and data relevant to admin customer driver commerce responsibilities

Data Model Guidance

Core Entities:
  • User — Represents a platform user with a defined role and access level.
  • Workflow Item — Represents the main operational record or task being tracked through the system.
  • Integration Event — Stores interaction history and sync activity with external systems.
Real-Time Requirements:
  • Tracking updates financial customer-support
Storage Requirements:
  • Secure storage for core system records
  • Structured storage for workflow history and status changes
  • Attachment or document storage if operational workflow requires uploaded files

Integration Requirements

  • WhatsApp payment: Support required business capability via WhatsApp payment.

Automation and Implementation Sequence

Automation Requirements

No priority automation requirements defined for this scope.

Implementation Sequence

  • Step 1: Project setup and environment configuration — Establish repository, environments, conventions, and technical foundations.
  • Step 2: Authentication and permissions foundation — Implement secure sign-in and role-based access control.
  • Step 3: Core data and workflow structures — Build the main entities and workflow logic needed for MVP delivery.
  • Step 4: Reporting and visibility layer — Add the priority views and outputs required for operational visibility.
  • Step 5: Integration implementation — Connect required external services and validate reliable data flow.
  • Step 6: QA, staging, and deployment readiness — Validate the build, test critical flows, and prepare release to production.

QA, Deployment, and Post-Launch Guidance

QA Checklist

Authentication and Access

  • Users can only access the views appropriate to their role.
  • Unauthorized actions are correctly blocked.
  • Protected routes and backend operations enforce access consistently.

Core Workflow

  • Workflow items can be created correctly.
  • Status changes reflect accurately across the system.
  • Assigned ownership and task progression behave as expected.

Reporting and Visibility

  • Summary views show correct operational data.
  • Critical reporting outputs reflect live or latest available state accurately.

Integrations

  • External service connections succeed reliably.
  • Integration failures are logged and handled safely.
  • Data mapping is correct and verified.

Deployment Checklist

  • Confirm environment variables are configured correctly
  • Run all database migrations successfully
  • Verify integration credentials and access levels
  • Confirm storage configuration
  • Enable monitoring and logging
  • Verify backup and rollback readiness
  • Validate production deployment checklist before release

Post-Launch Guidance

Support Recommendations:
  • Provide structured support during the initial adoption period.
  • Monitor user adoption, workflow friction, and support trends closely after launch.
Monitoring Recommendations:
  • Track workflow errors, failed integrations, and performance issues.
  • Review reporting accuracy and response times regularly.
  • Monitor areas of manual fallback or process breakdown for future optimization.
Scale Considerations:
  • Prepare for more users, records, and operational volume over time.
  • Design key workflows so additional modules can be introduced without major rework.
Phase 2 Triggers:
  • Stable MVP adoption across the client team
  • Confirmed value from workflow visibility and operational control improvements
  • Demand for deeper automation, reporting, and optimization capability