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Chuan Spa Clinic is a business offering spa services and products. Their operations involve various aspects such as booking, billing, inventory management, employee management, reporting, and loyalty incentives. Currently, these operations might be manual or fragmented across different systems, leading to inefficiencies and potential errors.
The Problem
The current manual or fragmented systems for managing daily transactions, employee management, inventory tracking, reporting, and loyalty incentives can lead to inefficiencies, errors, and difficulties in scaling the business. This lack of automation and integration hampers productivity and can affect the overall customer experience.
Efficient management of operations directly impacts the user experience. Streamlining processes such as booking, billing, and inventory management can lead to faster service delivery and improved customer satisfaction. Additionally, accurate reporting and analytics enable informed decision-making, while loyalty incentives can enhance customer retention.
An analysis of current processes may reveal instances of inefficiencies, errors, or delays. Customer feedback, employee input, and operational metrics such as booking times, inventory turnover, and employee productivity can provide evidence of areas needing improvement.
Our Approach
The solution involves developing a comprehensive cloud-based POS system tailored for Chuan Spa Clinic. This system will automate and streamline operations such as booking, billing, inventory management, employee management, reporting, and loyalty incentives. Integration with existing systems and platforms will ensure smooth transitions and minimal disruptions.
Goals & Success
What are the goals?
Automate and streamline daily operations
Improve efficiency and accuracy in transactions and reporting
Enhance customer experience and loyalty
Enable scalability for potential expansion to multiple branches
How do we define success and what metrics will we use to measure it?
Reduction in transaction processing time
Decrease in errors or discrepancies in billing and inventory management
Increase in customer satisfaction scores
Growth in loyalty program participation
Ability to seamlessly scale operations to accommodate business expansion
Solution
Features
Booking Management: Allow customers to book appointments online, with real-time availability updates.
Billing Integration: Integrate payment gateways for secure and seamless transactions.
Inventory Tracking: Track inventory levels in real-time, automate reordering processes.
Employee Management: Manage schedules, track performance, and handle payroll.
Reporting and Analytics: Generate customized reports on sales, inventory, and employee performance.
Loyalty Incentives: Implement a loyalty program with rewards and incentives for repeat customers.
Scalability: Design the system architecture to accommodate potential expansion to multiple branches.
Security and Compliance: Implement robust security measures to protect customer data and ensure compliance with regulations.
Technical Architecture
Data Model: Design a comprehensive data model to capture and organize information related to bookings, billing, inventory, employees, customers, and transactions.
System Architecture: Implement a scalable and resilient system architecture leveraging cloud infrastructure to ensure high availability, reliability, and performance.
Open and Closed Questions
What remains to be discussed?
Specific requirements for each feature
Integration points with existing systems
Timeline and milestones for development and deployment
Training and support for staff during and after implementation
What have we already discussed and decided on?
Choice of starting technologies: React, Supabase, and TailwindCSS
High-level features and recommendations for enhancing functionality
Goals and metrics for measuring success
Importance of scalability and security in the system architecture
Database System Design
erDiagram
customer {
bigint customer_id
text first_name
text last_name
text phone_number
text note
text location
}
product {
bigint product_id
text title
text description
boolean availability
numeric price
numeric cost_per_product
numeric profit
numeric margin
}
inventory {
bigint inventory_id
bigint product_id
bigint location_id
int quantity
}
service {
bigint service_id
text title
text description
text category
text type
boolean availability
numeric price
numeric cost_per_service
numeric profit
numeric margin
}
staff {
bigint staff_id
text first_name
text last_name
text username
text email
text phone
boolean staff_permissions
boolean admin_permissions
}
transaction {
bigint transaction_id
bigint customer_id
text notes
numeric discount
numeric total
text status
}
transaction_item {
bigint transaction_item_id
bigint transaction_id
bigint product_id
int quantity
}
transaction_service {
bigint transaction_service_id
bigint transaction_id
bigint service_id
int quantity
numeric total
}
custom_product {
bigint custom_product_id
bigint transaction_id
text custom_name
numeric price
int quantity
numeric total
}
location {
bigint location_id
text location_name
}
customer ||--o{ transaction : ""
transaction ||--o{ transaction_item : ""
transaction ||--o{ transaction_service : ""
transaction ||--o{ custom_product : ""
product ||--o{ inventory : ""
service ||--o{ transaction_service : ""
location ||--o{ inventory : ""
staff ||--o{ transaction : ""
ProductID: Link to the product associated with the inventory entry.
LocationID: Link to the location where the product is stored.
Quantity: Enter the quantity of the product available at the specified location.
Staff
Staff Table
Field
Description
StaffID
Unique identifier for each staff member.
FirstName
First name of the staff member.
LastName
Last name of the staff member.
Username
Username used for login.
Email
Email address of the staff member.
Phone
Phone number of the staff member.
StaffPermissions
Boolean indicating whether the staff has staff-level permissions.
AdminPermissions
Boolean indicating whether the staff has admin-level permissions.
What to Input:
Adding Staff
Contact Information
First Name: Enter the first name of the staff member.
Last Name: Enter the last name of the staff member.
Username: Enter the username used for login.
Email: Enter the email address of the staff member.
Phone: Enter the phone number of the staff member.
System Access
Permissions
Staff Permissions: Select or specify if the staff member has staff-level permissions.
Admin Permissions: Select or specify if the staff member has admin-level permissions.
User Flows & Mocks
The system design depicted in the provided images appears to be inspired by Shopify POS (Point of Sale). Shopify POS is a system designed to facilitate retail transactions, inventory management, and customer engagement in physical retail environments. It provides a comprehensive platform for businesses to manage sales, accept payments, track inventory, and analyze customer data.