# OptiSet — Product Specification **Product**: OptiSet — a multi-tenant SaaS workspace for IT teams to track hardware assets, assign them to employees, monitor warranties, and report on inventory. **Vendor**: Blackshift Technologies. **Positioning**: "Replace spreadsheets. Track every asset." A self-serve, workspace-per-company (subdomain-style) IT asset management tool. --- ## 1. Information Architecture ### 1.1 Public / Marketing Site (unauthenticated) | Page | Path | Purpose | |---|---|---| | Home / Landing | `/` | Marketing homepage — hero, features, workflow, security, customers, pricing, FAQ, footer | | About | `/about` | Company/product story, value pillars (Teams, Global Scale, Enterprise Ready), link to parent company | | Careers | `/careers` | Open-application job form | | Contact | `/contact` | Sales & support contact form | | Blog | `/blog` | Placeholder ("Articles coming soon") | | Docs | `/docs` | Product documentation hub with sidebar navigation | | Integrations | `/integrations` | Placeholder — announces future Okta / Google Workspace / Azure AD / MDM integrations | | Privacy Policy | `/privacy-policy` | Legal | | Terms of Service | `/terms-of-service` | Legal | | Refund Policy | `/refund-policy` | Legal | | Cookie Policy | `/cookie-policy` | Legal | | Data Processing Agreement | `/dpa` | Legal | ### 1.2 Authentication Screens (unauthenticated) | Screen | Path | Purpose | |---|---|---| | Sign In | `/login` | Workspace login | | Create Workspace | `/register` | Self-serve tenant sign-up | | Forgot Password | `/forgot-password` | Request reset link | | Reset Password | `/reset-password` | Set new password via emailed token | ### 1.3 Application Workspace (authenticated, behind login) Persistent left sidebar navigation, in order: 1. Dashboard 2. Assets 3. Import Assets 4. Employees ("Directory") 5. Assignments 6. Warranty Alerts 7. Reports 8. Audit Log 9. Billing & Plans Plus: floating **AI Assistant** widget available on every authenticated screen; **Logout** action in sidebar footer. --- ## 2. Navigation & Global UX Elements ### 2.1 Sidebar (persistent, all workspace screens) - **Logo/brand**: "OptiSet" wordmark + workspace name displayed beneath it. - **Nav links** (icon + label), current page highlighted. - **User card**: avatar initial, full name, role. - **Logout button**. ### 2.2 Top-of-page pattern (repeats across list screens) - Page title + one-line description/subtitle (often a live count, e.g. "42 assets"). - Primary action button(s) top-right (e.g. "Add Asset", "New Assignment"). - Search bar and/or filter dropdown directly below the header. ### 2.3 AI Assistant (floating widget, global) - Floating round chat-bubble button, bottom-right, on every authenticated page. - Expands into a chat panel titled "OptiSet AI." - Natural-language Q&A over the tenant's own asset data (e.g. "Show all MacBooks in Pune," "How many laptops do we have?"). - Starter suggestion chips: *Which assets are assigned?* / *Show unassigned assets* / *How many laptops do we have?* / *Which assets warranty expires in 30 days?* - Renders answers as a short explanation plus a results table when the query returns rows; shows "No matching records found" when empty. - Text input + send button; loading indicator (animated dots) while waiting for a response. - Chat history persists only within the current page session (resets on reload). ### 2.4 Global toast notifications Success/error toasts appear for: login, registration, password reset request/completion, asset import, payment initiation, contact/careers form submission. --- ## 3. Screens, Actions & Workflows ### 3.1 Dashboard (`/dashboard`) **Purpose**: At-a-glance snapshot of the entire asset inventory. **Widgets:** - 5 stat tiles: Total Assets, Assigned, Available, Under Repair, Retired. - **Warranty warning banner** — appears only when assets have warranty expiring within 30 days; click-through to Warranty Alerts. - **Assets by Category** — bar chart. - **By Team** — pie/donut chart with legend. - **Warranty Summary** — 4 buckets: `< 30 days`, `30–60 days`, `60–90 days`, `Expired`, each shown as a colored count badge. **User actions:** click warranty banner → Warranty Alerts screen. No other interactive controls on this screen (read-only overview). --- ### 3.2 Assets (`/assets`) **Purpose**: Central inventory list — the core object of the product. **Header actions:** - **Import** (button, links to Import Assets screen) - **Export** (button — downloads full inventory as `.xlsx`) - **Assign Asset** (button — opens Assign modal, unassigned/preselected) - **Add Asset** (primary button — opens Add Asset modal) **Search & filter:** - Free-text search box — matches asset tag, name, serial number, brand (live query as you type). - Clear-search (×) button inside the search field. - Status filter dropdown — All Statuses / Available / Assigned / Repair / Retired / Lost. **Table columns:** Tag (linked), Asset name, Type/Category, Brand/Model, Status (colored pill), Location, Action. **Row-level actions:** - **Assign** quick-action pill — shown only on assets with status "Available"; opens Assign modal preselected to that asset. - Chevron → opens the Asset Detail screen. - Empty state: "No assets found." **Forms triggered from this screen:** **Add Asset modal** — fields: Asset Tag*, Asset Name*, Category* (dropdown: Laptop/Desktop/Monitor/Phone/Tablet/Printer/Networking/Server/Accessories/Other), Status (dropdown: Available/Assigned/Repair/Retired), Brand, Model, Serial Number, Vendor, Purchase Date, Purchase Cost (₹), Warranty Expiry, Location, Team. Cancel / Add Asset buttons. Inline error banner on failure. **Assign Asset modal** — fields: Asset* (searchable dropdown, restricted to "Available" assets; locked/preselected when launched from a specific asset), Employee* (searchable dropdown), Assigned Date* (defaults to today), Expected Return date, Notes (free text). Cancel / Assign Asset buttons. Validation: both Asset and Employee required. Warns "No available assets. Add assets first." when inventory is exhausted. --- ### 3.3 Asset Detail (`/assets/[id]`) **Purpose**: Single-asset record with full history and identity tag. **Header:** breadcrumb (Assets / tag), asset name, status pill, brand/model/serial line. **Header actions:** - **Assign** (primary button — only when status is "Available") - **Edit** (opens Edit Asset modal, pre-filled) - **Delete** (destructive; confirms via browser dialog "Are you sure you want to delete this asset? This action cannot be undone."; redirects to Assets list on success) **Panels:** - **Details** card — Asset Tag, Category, Purchase Date, Purchase Cost, Warranty Expiry, Location. - **History Timeline** — chronological log of actions on this asset (purchase, assignment, return, repair, update, retirement) with notes and timestamps. - **Asset QR Tag** card — auto-generated QR code image, scan target URL shown below it, "Download QR" button (downloads PNG). Designed so scanning the tag opens this same asset page on any device. **Edit Asset modal** — same field set as Add Asset (minus Asset Tag, which is immutable). Cancel / Save Changes. --- ### 3.4 Import Assets (`/import`) **Purpose**: Bulk-onboarding flow for migrating from spreadsheets. **3-step guided workflow (numbered cards):** 1. **Download Template** — button downloads a blank `.xlsx` with correct columns. 2. **Upload File** — drag-and-drop zone (also click-to-browse); accepts `.csv` / `.xlsx`; shows selected filename with a remove (×) control. 3. **Confirm** — "Run Import" button (appears once a file is selected); shows "Importing…" state while processing. **Result panel (post-import):** - Success summary: "Import Complete — N assets added." - Error list (if any rows failed), scrollable. - Plan-limit handling: if the workspace's asset quota is hit mid-import, a toast explicitly says so and prompts an upgrade; if the whole import is blocked by the quota, no records are added and the user is told to upgrade. - "Import Another" button resets the flow. --- ### 3.5 Employees / Directory (`/employees`) **Purpose**: Company employee roster, used as the target of asset assignments. **Header action:** **Add Employee** (opens modal). **Search:** free-text — name, email, department. **Layout:** card grid (not a table) — one card per employee showing avatar initial, full name, employee ID, department, email, phone (if present). **Card action:** **View Profile** button — present on every card (currently a placeholder; no destination screen exists yet). **Add Employee modal** — fields: Employee ID*, Full Name*, Email*, Phone, Department, Team, Manager Name, Manager Email. Cancel / Add Employee. **Empty state:** "No employees found. Add one to get started." --- ### 3.6 Assignments (`/assignments`) **Purpose**: Ledger of who currently holds (or has held) which asset. **Header action:** **New Assignment** (opens the same Assign Asset modal used elsewhere). **Search:** free-text across employee name, asset tag, asset name. **Table columns:** Employee (name + employee ID), Asset (tag + name), Assigned On, Returned On (or "Active" status pill), Action. **Row action:** **Mark Returned** — visible only on active (not-yet-returned) assignments; confirms via browser dialog before posting the return, which frees the asset back to "Available." **Empty state:** "No assignments found." --- ### 3.7 Warranty Alerts (`/warranty`) **Purpose**: Proactive warranty-expiry monitoring, grouped by urgency. **Three sections, each a collapsible-styled card with a count badge:** 1. 🔴 Expiring in < 30 Days 2. 🟠 Expiring in 30–90 Days 3. ❌ Already Expired Each section is a table: Tag (links to Asset Detail), Asset name, Brand, Expiry Date. Sections with no items show "No assets in this category." --- ### 3.8 Reports (`/reports`) **Purpose**: Data export center. **Two report cards:** 1. **Full Inventory Export** — "Download Inventory (.xlsx)" — every asset, assignment, and status in the workspace. 2. **Import Template** — "Download Template (.xlsx)" — blank column-mapped template for bulk imports. No other reports, filters, or scheduling exist on this screen today — it is a two-button download center. --- ### 3.9 Audit Log (`/audit`) **Purpose**: Compliance trail of admin actions across the workspace. **Table columns:** Action (icon + label, e.g. "Created Asset," "Deleted Asset," "Assigned Asset"), Entity (type + ID), Details (free-text description), Timestamp. Read-only, no filters or search on this screen. Empty state: "No audit logs yet." --- ### 3.10 Billing & Plans (`/billing`) **Purpose**: Self-serve subscription management. **Current Plan card:** plan name ("Basic Workspace"), description, **Assets Used** progress bar (e.g. "12 / 50"), billing cycle ("Free Forever"). **Upgrade options (3-card comparison), each with feature checklist and a CTA button:** - **Optiset Pro** — $29/mo, up to 500 assets, "Upgrade to Optiset Pro" (marked "Recommended"). Feature list: bulk import/export, warranty alerts, advanced reporting, email notifications, priority support. - **Optiset Pro Max** — $39/mo, up to 1,000 assets, "Upgrade to Pro Max." Adds: double capacity, dedicated account manager, custom data imports, advanced compliance reports. - **Enterprise** — custom pricing, unlimited assets, "Contact Sales" (routes to the Contact page). Adds: custom subdomain, full API access, SSO (Okta/Azure), dedicated CSM, custom DPA. **Checkout workflow:** clicking an upgrade CTA triggers a hosted payment-gateway checkout (Cashfree) — a loading toast ("Initiating secure payment…") is shown, then the user is redirected into the payment gateway's own checkout UI. --- ### 3.11 Sign In (`/login`) **Fields:** Workspace (slug, with a fixed `.optiset.in` suffix shown inline), Email, Password. **Actions:** "Forgot password?" link; "Sign In →" submit; link to "Create one free" (Register). On success: redirected into the tenant's Dashboard with a "Welcome back! Entering {workspace} workspace…" toast. ### 3.12 Create Workspace (`/register`) **Fields:** Company Name* (auto-generates a live-preview workspace slug, e.g. "acme.optiset.in"), Your Full Name*, Work Email*, Password*. **Action:** "Create Workspace →". Link to Sign In for existing workspaces. On success: new tenant is created and the user lands directly in the Dashboard. ### 3.13 Forgot Password (`/forgot-password`) **Fields:** Workspace slug, Email. Submits to request a reset link; screen swaps to a "Check your email" confirmation state. Link back to Login. ### 3.14 Reset Password (`/reset-password`) Reached via emailed link with a token. **Fields:** New Password, Confirm New Password (min. 8 characters, must match). On success shows a confirmation state and auto-redirects to Login after a short delay. Shows an explicit "Invalid Link" state if the token is missing/expired. --- ## 4. Marketing Site Detail ### 4.1 Homepage (`/`) sections, top to bottom 1. **Sticky nav** — logo, in-page links (Features, Pricing, Docs, Security, Customers), Sign In, "Start Free Workspace" CTA. 2. **Hero** — headline "Replace spreadsheets. Track every asset.", subcopy, two CTAs ("Start Free Workspace," "See Features"), trust line ("No credit card required • Setup in under 60 seconds • Multi-tenant SaaS"). 3. **Features grid** (6 cards) — Track Every Asset, Team Assignment, QR Code Tags, Warranty Alerts, Rich Dashboard, Bulk Import. 4. **Workflow section** — 3-step "how it works": Import Your Assets → Assign Devices → Run Audits. 5. **Security section** — dark panel listing: secure multi-tenant architecture, tenant data isolation, encrypted authentication, role-based access control. 6. **Customers section** — 3 segment cards: Startups, SMBs, Enterprise IT. 7. **Pricing section** — the same 4-tier plan comparison as Billing (Basic/Pro/Pro Max/Enterprise), each card linking to Register (or Contact for Enterprise). 8. **FAQ** — 5-question accordion (expand/collapse on click). 9. **Footer** — brand blurb; Company (About, Careers), Product (Features/Pricing/Security anchors), Legal (5 policy links), Contact (Contact page + direct email); social links (LinkedIn, Twitter/X, GitHub); copyright. ### 4.2 Docs (`/docs`) Sidebar-navigated documentation hub with sections: Quickstart (adding your first asset), Setting up your tenant, Inviting admins (flagged "Coming Soon"), Bulk Import (Excel), Assigning Assets, QR Generation. ### 4.3 Contact (`/contact`) Form fields: Full name*, Company name*, Work email*, Inquiry type (dropdown: Sales & Enterprise Pricing / Technical Support / API & Custom Integrations / Other), Message*. "Send Message" submit with loading spinner. Also displays a direct support email and stated response-time expectation. ### 4.4 Careers (`/careers`) Open-application form: First name*, Last name*, Email*, LinkedIn/Portfolio URL*, Resume link (URL)*, "Why OptiSet?" message*. "Submit Application" button with loading spinner. --- ## 5. Cross-Cutting Workflows ### 5.1 Asset lifecycle `Available → Assigned → (Returned → Available)` with side branches to `Repair`, `Retired`, or `Lost` at any point (set via Edit Asset). Every state-changing action (create, assign, return, edit, delete) is written to that asset's History Timeline and to the workspace-wide Audit Log. ### 5.2 Assignment lifecycle Assign (from Assets list, Asset Detail, or Assignments screen) → asset becomes unavailable for further assignment → Mark Returned (from Assignments screen) → asset becomes Available again. Assigning/returning triggers email notifications to the employee (and their manager, per the docs) per the product's stated design. ### 5.3 Bulk onboarding Download Template → fill offline → Upload → Run Import → review per-row error report → (optional) Import Another. This is the primary path for new workspaces moving off spreadsheets. ### 5.4 Warranty monitoring Dashboard surfaces a 30-day warning banner → deep-links to Warranty Alerts → three severity buckets → each asset row deep-links to its Asset Detail for action (e.g. Edit to log repair/replacement). ### 5.5 Plan enforcement Asset count is capped by plan (Basic = 50). Both manual "Add Asset" and bulk "Import" enforce the cap; hitting it surfaces an explicit upgrade prompt and links into the Billing screen's upgrade flow. ### 5.6 Account lifecycle Register (creates a new tenant workspace + first admin user) → Login (workspace slug + email + password) → Forgot Password → emailed reset link → Reset Password → Login. --- ## 6. Roles & Access (as exposed in the product) - Each account belongs to exactly one **workspace** (tenant), identified by a company slug (`company.optiset.in`). - The user who registers becomes the workspace's admin; the sidebar user card shows the signed-in user's name and role. - Docs states multi-admin invites are on the roadmap ("Coming Soon") — not yet a screen in the product. - Enterprise plan messaging promises SSO (Okta/Azure AD) as a future/paid capability. --- ## 7. Notable Gaps / Non-Functional Elements (as of this snapshot) - **Employee "View Profile"** button on the Directory screen has no destination page yet. - **Blog** and **Integrations** pages are placeholder stubs ("coming soon"). - **Team invitations / multi-admin management** described in Docs is not yet a reachable screen. - **Reports** module currently offers only two static exports (no custom report builder, scheduling, or filters). - **Audit Log** has no search/filter/pagination controls. - Contact and Careers forms show success confirmation but are not wired to a real backend endpoint (simulated submission).