FleetOS Feature Specification

Status: Living Document Last Updated: January 2026 Related: FLEETOS_ROUTING_ACCESS_BIBLE.md (Core Principles)

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Purpose

This document defines FleetOS features with acceptance criteria. No feature ships without criteria defined here.

Tagline: FROM CHAOS TO COMPLIANCE

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1. Landing Page

1.1 Daily Access Flow

User Story: As a tired operator in an emergency, I can go to fleetos.us and immediately see today's work without knowing who was invited or logged in.

Flow:

1. User visits fleetos.us

2. Clicks "View Today's Work"

3. Enters work email or phone

4. Receives magic link (email/SMS)

5. Clicks link → sees all open TODOs for their org

Acceptance Criteria:

• No login/password required

• Magic link delivered in <30 seconds

• Link expires after 24 hours

• Link is org-scoped (sees all org TODOs)

• Works on mobile (field operators)

Status: PARTIAL - Landing exists, magic link flow needs verification

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1.2 Hero Section

Requirements:

• "FROM CHAOS TO COMPLIANCE" headline (Orbitron font)

• Subtext explaining value prop

• Primary CTA: "View Today's Work"

• Secondary CTA: "Become a Supplier" (links to robo-hub)

• Background: #0f172a with green (#22c55e) accents

Status: COMPLETE

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2. Request Inbox

2.1 Unified Inbox

User Story: As a supplier, I can see all incoming requests from all fleets in one place, regardless of how they arrived (WhatsApp, email, web form).

Acceptance Criteria:

• Shows requests from all channels (WhatsApp, email, web)

• Each request shows: Fleet name, urgency, vehicle info, service type

• Sorted by urgency (URGENT → TODAY → SCHEDULED)

• Real-time updates when new requests arrive

• Filter by: urgency, fleet, status, date

Status: PARTIAL - Dashboard exists, channel unification in progress

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2.2 Traffic Light Urgency System

User Story: As a supplier, I can instantly see which requests need immediate attention via color-coded urgency.

Urgency Levels:

Level	Color	Label	Meaning
URGENT	Red (#ef4444)	NOW	Drop everything, handle immediately
TODAY	Yellow (#eab308)	2PM	Must be handled today
SCHEDULED	Green (#22c55e)	TMR+	Scheduled for future date

Acceptance Criteria:

• Urgency badge visible on every request

• Color coding consistent across all views

• Urgency can be set by fleet when creating request

• Urgency can be escalated (SCHEDULED → TODAY → URGENT)

• Escalation triggers notification to supplier

Status: COMPLETE - UI implemented, escalation logic needs verification

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2.3 Request Acknowledgment

User Story: As a supplier, I can acknowledge a request to let the fleet know I've seen it.

Flow:

1. Supplier opens request

2. Clicks "Acknowledge"

3. Fleet receives notification: "{Supplier} acknowledged your request"

4. Request status changes: new → acknowledged

Acceptance Criteria:

• One-click acknowledgment

• Timestamp recorded

• Fleet notified (their preferred channel)

• Acknowledgment logged in audit trail

• Target: <4 hour median ack time

Status: PARTIAL - UI exists, notification to fleet needs implementation

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3. Jobs Dashboard

3.1 Supplier View

User Story: As a supplier, I can manage all my jobs across all fleets in one dashboard.

Columns/Sections:

• New - Unacknowledged requests

• In Progress - Active jobs

• Completed - Finished jobs (last 30 days)

• Declined - Jobs I couldn't take

Acceptance Criteria:

• Kanban-style board with drag-drop

• Each job card shows: Fleet, vehicle, service, urgency, due date

• Click card → expands to full details

• Status changes logged with timestamp

• Export to CSV for invoicing

Status: COMPLETE - UnifiedDashboard.tsx implements this

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3.2 Fleet View

User Story: As a fleet operator, I can see status of all my service requests across all suppliers.

Requirements:

• All requests with current status

• Which supplier is handling each

• ETA for completion

• Cost estimates (if provided)

• Compliance status (documentation complete?)

Status: PARTIAL - Basic view exists, compliance tracking not implemented

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4. WhatsApp Integration

4.1 Inbound Requests via WhatsApp

User Story: As a fleet operator, I can send a service request via WhatsApp and it appears in FleetOS.

Flow:

1. Fleet sends WhatsApp message to FleetOS number

2. Message parsed for: vehicle info, service needed, urgency

3. TODO created in FleetOS

4. Routed to appropriate supplier org

5. Supplier notified

Acceptance Criteria:

• Twilio WhatsApp Business integration

• AI parsing of natural language requests

• Confirmation sent back to fleet

• Request appears in supplier inbox within 60 seconds

• Attachments (photos) supported

Status: IN PROGRESS - Twilio setup complete, parsing needs refinement

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4.2 Outbound Notifications via WhatsApp

User Story: As a supplier, I can receive notifications on WhatsApp when new urgent requests arrive.

Acceptance Criteria:

• Opt-in per user/org

• Only URGENT requests trigger WhatsApp

• Message includes: Fleet, vehicle, service type

• Deep link to FleetOS included

• Unsubscribe option

Status: NOT STARTED

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5. Compliance Engine

5.1 Audit Trail

User Story: As a fleet compliance officer, I can see a complete audit trail of every service request and action taken.

Logged Events:

• Request created (who, when, channel)

• Request acknowledged (who, when)

• Status changes (who, when, from/to)

• Notes added

• Completion confirmed

• Documents uploaded

Acceptance Criteria:

• Immutable log (no edits, only appends)

• Timestamp with timezone

• Actor identified (even if anonymous via magic link)

• Exportable for audits

• Searchable by date range, fleet, supplier

Status: PARTIAL - EventLog exists, export/search not implemented

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5.2 Documentation Tracking

User Story: As a fleet, I need proof that services were completed properly (photos, signatures, invoices).

Required Documents per Job:

• Before photo (optional)

• After photo (required for completion)

• Digital signature (optional)

• Invoice/receipt

Acceptance Criteria:

• Job cannot be marked complete without required docs

• Documents stored securely (Supabase Storage)

• Documents linked to job audit trail

• Bulk export for compliance reporting

Status: NOT STARTED

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6. Magic Links

6.1 Org-Level Magic Links

User Story: As an org member, I can request a magic link that gives me access to all my org's TODOs.

Acceptance Criteria:

• Generated on demand from landing page

• Sent to verified org email/phone

• Expires in 24 hours

• Revocable by org admin

• Scoped to org (cannot access other orgs)

Status: PARTIAL - Generation exists, revocation not implemented

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6.2 RFQ-Scoped Magic Links

User Story: As a fleet, I can share a link to a specific request that only shows that request.

Acceptance Criteria:

• Narrower scope than org-level

• Can be shared with external parties

• Read-only or action-enabled (configurable)

• Expires in 7 days (or custom)

• Access logged

Status: NOT STARTED

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7. Cross-App Integration

7.1 "Become a Supplier" Flow

Trigger: FleetOS user clicks "Become a Supplier" CTA

Flow:

1. User clicks CTA on FleetOS

2. Redirected to robo-hub with context (email, company)

3. Pre-filled supplier signup on robo-hub

4. Supplier profile created

5. Appears in robo-hub Supplier Directory

Data Passed:

• Email

• Company name (from org)

• Service types (from their FleetOS history)

Acceptance Criteria:

• Seamless redirect (no re-entering info)

• Context preserved via URL params or session

• User doesn't need separate robo-hub account

Status: NOT STARTED

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7.2 "Add to Fleet" Integration

Trigger: robo-hub user clicks "Add to Fleet" on a supplier

Flow:

1. User clicks "Add to Fleet" in robo-hub

2. Supplier added to user's FleetOS supplier list

3. Can now send requests to that supplier via FleetOS

Acceptance Criteria:

• Supplier ID passed to FleetOS

• Relationship created in database

• Supplier appears in fleet's supplier dropdown

Status: NOT STARTED

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Feature Status Summary

Feature	Status	Priority
Landing Page	COMPLETE	-
Traffic Light Urgency	COMPLETE	-
Jobs Dashboard (Supplier)	COMPLETE	-
Request Acknowledgment	PARTIAL	HIGH
WhatsApp Inbound	IN PROGRESS	HIGH
Magic Link Generation	PARTIAL	HIGH
Fleet Dashboard	PARTIAL	MEDIUM
Audit Trail	PARTIAL	MEDIUM
WhatsApp Outbound	NOT STARTED	MEDIUM
Documentation Tracking	NOT STARTED	MEDIUM
RFQ-Scoped Links	NOT STARTED	LOW
Cross-App Integration	NOT STARTED	LOW

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End of FleetOS Feature Spec