Product Vision

Vision

We are building a modern HRMS SaaS platform with AI capabilities for small-to-medium businesses. The platform manages employees, time-off, documents, and team communication with an AI assistant that answers policy questions.

Target Scale

Scalability Goals

• Concurrent Users: 1,000 supported
• Throughput: 1,000 requests per second
• Database Connections: 100 pool size

Key Principles

1. Enterprise-Ready - Production-grade from day one
2. AI-Native - Built for AI, not retrofitted
3. Simple Architecture - Monolith over microservices
4. Clear Boundaries - HRMS data vs AI data separation

Core Features

1. Employee Management - profiles, org structure, departments, custom fields
2. Time-Off Tracking - requests, approvals, balances
3. Document Management - storage, access control, AI search
4. Team Feed - Instagram-style posts with AI summaries
5. Goals/OKR - basic goal tracking with AI suggestions
6. Workflows - onboarding/offboarding checklists
7. Analytics - headcount, activity, AI insights
8. AI Assistant - natural language queries, RAG
9. Tagging System - flexible categorization across all assets

Out of Scope

We are NOT building payroll, recruitment, time tracking, or benefits management. These may be considered in future phases.

System Actors

The HRMS platform serves different user types with varying permissions and capabilities:

Key Scenario: Dual-Role Users

A Development Manager exemplifies the dual-role nature of the system:

• As an Employee: Has own profile, submits leave requests to CTO, views own data
• As a Manager: Approves leave for developers, views team profiles, tracks team metrics
• Dashboard shows both: Personal profile section AND managed team section

This hierarchical structure supports complex org charts:

CEO
└── CTO
    └── Development Manager (employee of CTO, manager of developers)
        ├── Senior Developer
        ├── Developer
        └── Junior Developer

Use Cases

Detailed use cases are organized by feature area. Each use case includes actors, preconditions, main flow, alternative flows, and postconditions.

• Authentication & Tenant Administration — User login, tenant creation, user management, tagging configuration, and system administration.

• Employee Management — Employee profiles, custom fields, org chart, directory search, and tagging employees.

• Time-Off Tracking — Leave requests, approvals, balance management, and team calendar.

• Document Management + AI Search — Document upload, tagging, traditional and AI-powered search, policy Q&A.

• Analytics Dashboard — Company metrics, team dashboards, pending approvals, and AI insights.

• Workflows — Onboarding/offboarding checklists, task tracking, and equipment management.

Cross-Cutting Features

Flexible Tagging System

The platform includes a tenant-configurable tagging system for organizing assets:

Tag Properties:

• Name (unique within asset type)
• Color (for visual distinction)
• Description (optional)
• Active/Inactive status

Custom Fields

Tenant Admins can add custom fields to employee profiles for organization-specific data:

Document Visibility Model

Documents support granular visibility controls based on best practices from Google Drive, SharePoint, and enterprise HRMS platforms:

Key Principles:

• Safe defaults: Employees default to Private, HR defaults to Company
• Explicit sharing: Owners must explicitly expand access
• Role-based shortcuts: "All Managers" saves selecting individuals
• Audit trail: All sharing actions are logged

See Document Management Use Cases for detailed visibility workflows.

Success Metrics