TapTrack-Hub/.paul/ROADMAP.md

Roadmap: TapTrack Hub

Overview

TapTrack Hub is a cloud-hosted SaaS control plane for managing all on-prem TapTrack school deployments. It handles school licensing, SMS gateway proxying (Semaphore PH), billing/invoicing, support tickets, monthly automated reports, and provides a client-facing school portal.

Two user roles:

• Super Admin — you (the operator): full control over all schools, licenses, SMS, billing
• School Admin — each client school's administrator: portal access for billing, SMS, tickets

Architecture: FastAPI + PostgreSQL + Redis + Celery + Vue 3 + Nginx, deployed as Docker Compose on a cloud VPS.

SMS flow: On-prem TapTrack polls Hub every 30s → Hub queues SMS jobs → Hub sends via Semaphore → reports back status.

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Current Milestone

v1.0 — Foundation & Core Services Status: Phase 3 complete — Phase 4 next Phases: 3 of 15 complete

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Phase Status

Phase	Name	Plans	Status	Completed
1	Project Setup & Infrastructure	1	✅ Complete	2026-03-15
2	School Registry + License Mgmt	2	✅ Complete	2026-03-15
3	On-Prem License Validation	1	✅ Complete	2026-03-15
4	SMS Gateway (credits + queue)	TBD	Not started	—
5	On-Prem SMS Polling Agent	TBD	Not started	—
6	Super Admin Dashboard UI	TBD	Not started	—
7	School Admin Portal UI	TBD	Not started	—
8	Billing Engine + Invoice PDF	TBD	Not started	—
9	Email Dispatcher	TBD	Not started	—
10	Support Ticket System	TBD	Not started	—
11	Monthly Report Generation	TBD	Not started	—
12	On-Prem Monthly Report Pull	TBD	Not started	—
13	Feature Flags + Suspension	TBD	Not started	—
14	Onboarding Wizard + Welcome Email	TBD	Not started	—
15	UX Polish + Ops Tools	TBD	Not started	—

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Phase Details

Phase 1: Project Setup & Infrastructure ✅

Goal: Runnable Docker Compose stack with FastAPI, PostgreSQL, Redis, Celery, and Vue 3 frontend skeleton. Completed: 2026-03-15

What was built:

• Docker Compose: backend (gunicorn+uvicorn), celery worker, celery beat, frontend (vite build + nginx), PostgreSQL, Redis, nginx reverse proxy
• Full database schema: hub_users, schools, licenses, sms_jobs, sms_credit_ledger, invoices, invoice_line_items, school_subscriptions, support_tickets, ticket_replies, audit_logs, announcements
• Auth: JWT (python-jose), bcrypt, role-based dependencies (super_admin, school_admin)
• All FastAPI routers: auth, schools, licenses, sms, billing, tickets, users, dashboard, school_portal, announcements, sync
• All Celery tasks: sms.process_queue, billing.generate_monthly_invoices, billing.send_invoice_email, billing.check_overdue, license.check_expiry, reports.send_monthly_reports
• Email service (SMTP), seed script (super admin)
• Vue 3 frontend: router (super admin + portal routes), Pinia auth store, full api.ts client, Tailwind CSS, all page skeletons (Login, Dashboard, Schools, SchoolDetail, Licenses, SMS, Billing, Tickets, TicketDetail, Users, Announcements, NotFoundPage + all 5 portal pages)
• Shared components: AppSidebar, PortalSidebar, SidebarItem, KpiCard, StatusBadge, ToastStack

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Phase 2: School Registry + License Management

Goal: Super admin can register schools, issue license keys, set billing plans, add SMS credits, activate/suspend. Depends on: Phase 1

Scope:

• School create/edit form (modal) in SchoolsPage
• License detail panel in SchoolDetailPage: change expiry, tier, revoke
• Subscription setup form per school (monthly fee, SMS cost per message)
• Add SMS credits form with ledger view
• Send welcome email on school creation (onboarding stub)
• School status lifecycle: pending → active → suspended/expired

Plans:

• 2-01: School create/edit modal + license expiry editor in SchoolDetailPage
• 2-02: Subscription setup + SMS credit top-up form + ledger table

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Phase 3: On-Prem License Validation

Goal: TapTrack on-prem validates its license key against Hub on startup and periodically; Hub returns feature flags and school config. Depends on: Phase 2

Scope:

• POST /api/licenses/validate endpoint (already built) — verify, update last_seen, return features
• On-prem TapTrack changes:
  • Celery beat task every 6h to call Hub license validate
  • If expired/revoked: SMS disabled, warning banner in UI
  • Store validated features in Redis (5min TTL) for fast feature flag checks
• Hardware fingerprint binding (optional — store server MAC on first validation)

Plans:

• 3-01: On-prem license validation task + feature flag Redis cache (TapTrack side)
• 3-02: UI warning banner on TapTrack when license invalid/expired

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Phase 4: SMS Gateway (Credits + Job Queue)

Goal: Schools submit SMS jobs via Hub; Hub processes them through Semaphore using school's sender name and deducts credits. Depends on: Phase 2

Scope:

• POST /api/sms/submit (already built) — on-prem posts jobs
• Celery sms.process_queue (already built) — processes via Semaphore, deducts credits, logs ledger
• SMS job retry logic (up to 5 retries, exponential backoff)
• Low credit email alert (already built)
• Super admin SMS dashboard: jobs by status, school breakdown, Semaphore API health check
• Credit ledger view per school in SchoolDetailPage

Plans:

• 4-01: SMS dashboard stats + per-school credit ledger UI in SchoolDetailPage
• 4-02: SMS retry logic hardening + Semaphore health check endpoint

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Phase 5: On-Prem SMS Polling Agent

Goal: TapTrack on-prem polls Hub every 30s for pending SMS jobs; sends them via Hub's Semaphore account; reports back completion. Depends on: Phase 4

Scope:

• Replace TapTrack's direct Semaphore calls with Hub polling
• On-prem Celery task: POST /api/sync/poll with license key + completed job IDs
• Hub returns jobs to send, school config (sender name, credits, status)
• On-prem sends via Hub-provided sender name (not its own settings)
• If school status = suspended: skip SMS, show banner
• Graceful degradation: if Hub unreachable, queue locally and retry

Plans:

• 5-01: On-prem polling task replacing direct Semaphore calls (TapTrack side)
• 5-02: Graceful degradation + local queue fallback (TapTrack side)

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Phase 6: Super Admin Dashboard UI

Goal: Rich super admin dashboard with KPI overview, school health list, SMS volume chart, revenue snapshot. Depends on: Phase 4, Phase 2

Scope:

• KPI row: total/active/suspended schools, licenses expiring, open tickets, SMS today, pending invoices
• School health table: name, status, credits, last seen, license expiry (sortable)
• SMS volume chart (last 30 days) — bar chart by day
• Revenue snapshot: MRR, outstanding, overdue total
• Quick action buttons: add school, trigger SMS queue, check overdue invoices

Plans:

• 6-01: Dashboard KPI row + school health table
• 6-02: SMS volume chart + revenue snapshot panel

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Phase 7: School Admin Portal UI

Goal: Complete school admin portal — overview, billing history, SMS reports with charts, support tickets, profile. Depends on: Phase 5, Phase 8

Scope:

• Portal overview: license status card, credit meter with low-credit warning, monthly SMS usage chart
• Billing tab: full invoice table, PDF download button per invoice, credit top-up request form
• SMS tab: monthly SMS log, delivery rate chart, credit burn rate chart
• Tickets tab: create ticket + reply thread view (already built as stubs)
• Profile tab: change password, view school details

Plans:

• 7-01: Portal overview enhancements (credit meter, charts, license countdown)
• 7-02: Billing PDF download + credit top-up request form
• 7-03: SMS usage charts + delivery rate visualization

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Phase 8: Billing Engine + Invoice PDF

Goal: Automated monthly invoice generation per school; PDF export; mark as paid workflow; overdue escalation. Depends on: Phase 2

Scope:

• billing.generate_monthly_invoices Celery task (already built) — creates draft invoices
• Invoice PDF generation using Jinja2 HTML template + WeasyPrint
• Invoice PDF stored at /app/data/invoices/{id}.pdf
• GET /api/billing/invoices/{id}/pdf — serve PDF
• Mark as paid workflow (super admin sets paid_at, payment_method, payment_reference)
• Overdue escalation: 7 days → warning email, 30 days → suspend school
• Invoice number sequencing: INV-YYYYMM-NNNN

Plans:

• 8-01: Invoice PDF generation (Jinja2 template + WeasyPrint) + serve endpoint
• 8-02: Mark-paid workflow + overdue escalation (suspend at 30 days)

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Phase 9: Email Dispatcher

Goal: All automated emails (invoices, low credits, license expiry, monthly reports) send correctly via SMTP with proper HTML templates. Depends on: Phase 8

Scope:

• Jinja2 HTML email templates: invoice, low credit alert, license expiry warning, monthly report, welcome email
• Email queue via Celery (retry on failure)
• Email delivery log table (email_logs): to, subject, type, status, sent_at, error
• GET /api/email-logs — super admin can view all email delivery history
• Test email endpoint: POST /api/email/test — send a test email to verify SMTP config

Plans:

• 9-01: Jinja2 HTML email templates + email_logs table + delivery logging
• 9-02: Email delivery log UI in super admin + test email endpoint

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Phase 10: Support Ticket System

Goal: Full-featured support ticket system with SLA tracking, internal notes, priority management, and email notifications. Depends on: Phase 9 (emails)

Scope:

• Ticket create/reply already built — polish and harden
• Email notification on new ticket (to super admin) and on reply (to school admin)
• Internal notes (super admin only, already supported via is_internal flag)
• SLA tracking: first_response_at already stored — display SLA status in ticket list
• Priority escalation: tickets open > 48h auto-escalate to high
• Ticket assignment to specific super admin users
• Bulk actions: close all resolved, assign multiple

Plans:

• 10-01: Email notifications on ticket create/reply + SLA display in ticket list
• 10-02: Ticket assignment + priority auto-escalation + bulk close

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Phase 11: Monthly Report Generation + Email

Goal: On the 1st of each month, automatically generate and email a comprehensive report to each active school. Depends on: Phase 9, Phase 12

Scope:

• reports.send_monthly_reports Celery task (already built as stub) — enhance with real data
• Report content: attendance summary, SMS usage, credit consumption, invoice for period
• HTML email template for monthly report (branded, professional)
• Super admin can manually trigger report for any school: POST /api/reports/send/{school_id}
• School portal: view past monthly reports (list + detail)

Plans:

• 11-01: Monthly report data aggregation + HTML email template
• 11-02: Manual trigger endpoint + report history in school portal

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Phase 12: On-Prem Monthly Report Pull

Goal: Hub pulls attendance summary data from each on-prem TapTrack instance to populate monthly reports. Depends on: Phase 11

Scope:

• New endpoint on TapTrack on-prem: GET /api/hub/monthly-report?key={license_key}&month={YYYY-MM}
  • Returns: total_students, present_days, absent_days, late_days, avg_attendance_rate, sms_sent
• Hub Celery task: on the 1st at 5am, poll each active school's on-prem for monthly data
• Store result in school_monthly_stats table for report generation
• Fallback: if on-prem unreachable, report shows "data unavailable" for attendance section

Plans:

• 12-01: TapTrack on-prem monthly report endpoint + school_monthly_stats table in Hub
• 12-02: Hub Celery pull task + fallback handling

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Phase 13: Feature Flags + Service Suspension Logic

Goal: Hub controls which features each school's on-prem instance can use, based on tier and payment status. Depends on: Phase 3, Phase 8

Scope:

• Feature flags per tier (already in _tier_features()) — expose via /api/licenses/validate
• Suspension flow:
  1. Invoice overdue 30 days → school.status = suspended
  2. On-prem polls Hub → gets status=suspended → disables SMS, shows banner
  3. On-prem attendance still works (not blocked) — only SMS and reports disabled
• Feature flag UI: per-school overrides in SchoolDetailPage (super admin can enable beta features)
• feature_overrides JSON column on School model for per-school feature customization

Plans:

• 13-01: feature_overrides column + per-school feature flag UI in SchoolDetailPage
• 13-02: Suspension propagation to on-prem via sync poll + on-prem banner

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Phase 14: Onboarding Wizard + Welcome Email

Goal: When a new school is registered, automatically send a welcome email with license key and setup instructions; guide super admin through initial school setup. Depends on: Phase 9

Scope:

• Welcome email template: school name, license key, setup instructions link, Hub portal login URL
• Triggered automatically on school creation (after license is issued)
• Super admin onboarding checklist in SchoolDetailPage:
  • School created
  • License issued
  • Billing plan set
  • SMS credits added
  • Welcome email sent
  • School admin account created
• "Resend welcome email" button
• "Complete onboarding" button sets school.status = active

Plans:

• 14-01: Welcome email template + auto-send on school creation
• 14-02: Onboarding checklist UI in SchoolDetailPage + "activate school" workflow

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Phase 15: UX Polish + Super Admin Ops Tools

Goal: Production-ready polish: loading states, empty states, error boundaries, keyboard shortcuts, mobile responsiveness, audit log viewer, bulk operations. Depends on: All previous phases

Scope:

• Audit log viewer: GET /api/audit-logs — searchable table of all system events
• Bulk school actions: export CSV, bulk status change
• Global search: search schools, tickets, invoices by name/number
• Keyboard shortcuts: / focus search, N new school, Esc close modals
• Mobile-responsive layouts for portal (school admins may use phone)
• Error boundary component for API failures
• Dashboard refresh button with last-updated timestamp
• Empty state illustrations for zero-data pages
• Production hardening: rate limiting on auth endpoints, HTTPS redirect

Plans:

• 15-01: Audit log table + global search + bulk export
• 15-02: Mobile-responsive portal + error boundary + production hardening

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