HearthStone Advisory Resource Tools
Background
Developing customer-facing resource tools such as online calendars and lightweight applications centers on accessibility, clarity, and relational design. These tools translate organizational structure into intuitive digital experiences—allowing users to schedule, track, and interact with services seamlessly. Each application should emphasize simplicity and responsiveness, enabling engagement across devices while maintaining secure data flow and visual coherence with the broader ecosystem. Lightweight tools serve as gateways to deeper participation, helping customers move from inquiry to action through clear interfaces and dependable functionality.
Application Resource Tools
Appointment Application
A unified scheduling module that enables users, staff, and program domains to create, manage, and track appointments across the Initiative. The system must integrate with the KeyStone Administrative platform and support automated SMS notifications.
Functional Requirements
A. User Roles & Access
- Public Users — request appointments, confirm times, receive SMS reminders.
- Staff / Advisors — create, edit, approve, decline, and manage appointments.
- Administrators — configure availability, service types, SMS templates, and system rules.
- Program Domains — LifeLong, PathWay, HearthStone, VisionView, etc., each with configurable calendars.
B. Calendar Management
- Multi‑Calendar Support — separate calendars per program, advisor, location, or service type.
- Availability Settings — recurring hours, blackout dates, holidays, and custom exceptions.
- Time Slot Configuration — variable durations, buffers, and capacity (1:1 or group).
- Real‑Time Sync — updates propagate instantly across all views.
- Calendar Views — daily, weekly, monthly, agenda, and resource (staff) view.
- Conflict Prevention — automatic detection of double‑booking or overlapping events.
- Timezone Handling — auto-adjust based on user location.
C. Appointment Lifecycle
- Request → Review → Confirm → Complete → Archive workflow.
- Auto‑Assignment — optional routing to available staff based on rules.
- Manual Assignment — staff can reassign or override.
- Rescheduling — user-initiated or staff-initiated with SMS confirmation.
- Cancellation — with reason codes and automated notifications.
- Check‑In / Attendance Tracking — optional status markers for reporting.
Communication Features
A. SMS Notification Types
- Appointment Confirmation
- Reminder Messages (configurable timing: 24h, 2h, custom)
- Reschedule Notices
- Cancellation Notices
- Follow‑Up Messages (optional)
- Verification Codes for identity confirmation (optional)
B. SMS Configuration
- Template Library — editable templates with merge fields (name, date, time, location, advisor).
- Sender ID / Branding — Initiative‑aligned SMS identity.
- Opt‑In / Opt‑Out Compliance — required consent and STOP/HELP handling.
- Delivery Tracking — sent, delivered, failed status logs.
- Rate Limiting — prevent excessive messaging.
User Experience
Public Users
- Simple request flow
- Clear confirmation screens
- Mobile‑first design
- SMS‑driven interaction for reminders and updates
Staff
- Fast calendar navigation
- Bulk actions (approve, reschedule, cancel)
- Color‑coded appointment types
- Quick‑add appointment modal
Administrative Controls
- Manage service types and durations
- Configure SMS templates
- Set global or program‑specific rules
- Manage staff availability
- Export appointment logs (CSV, internal reporting)