Requirements

Introduction

Yadag Technologies Inc. is an agri tech startup that offers a staffing platform, by delivering a pre‑arrival onboarding and training module integrated into Yadag’s existing application. The pilot customer is a large Ontario greenhouse company that is onboarding 50+ seasonal workers, where current onboarding relies on manual administrative HR tasks, typically taking 3–7 days after arrival, delaying productivity.

Building a Pre‑Arrival Onboarding & Training Module (Pilot: Twin Creeks Greenhouse)

To meet stakeholder needs (HR/operations and workers), the module centralizes onboarding requirements into a configurable checklist per farm, tracks document and step completion, and supports pre‑arrival training completion tracking. The scope focuses on core onboarding configuration and tracking, including the enhancement in UX-based notifications, advanced rule logic, and using OCR for PDFs and Excel files.

Functional Requirements [1:390]:

1. Users can authenticate and access the onboarding module using Yadag’s supported authentication and authorization model.
2. The system restricts onboarding checklist configuration features to authorized roles (i.e., HR/admin) and enforces tenant scoping (company/farm context).
3. HR/admin users can create, view, update, disable, and order onboarding checklist items for a farm.
4. Each onboarding checklist item supports a type of Document or Step.
5. Document-type onboarding items support requirement modes including upload only, worker signature, dual signature, and acknowledgment.
6. Step-type onboarding items support requirement modes including mark complete and appointment, with an optional appointment date/time.
7. Onboarding checklist items can be marked as required or optional, and required items contribute to overall onboarding completion.
8. The system supports conditional applicability rules for “onboarding items” (i.e., filter by worker program, housing condition), supports future condition categories without requiring a major redesign.
9. HR/admin users can trigger onboarding generation for a worker or worker group, creating an onboarding record with an initial pending status.
10. When onboarding is generated, the system filters onboarding items by evaluating each item’s conditions against the worker and creates a worker-specific checklist row for each applicable item.
11. Onboarding generation for a worker group is executed within a database transaction to prevent partial creation if any worker in the group fails.
12. HR/admin users can view an onboarding table per worker that includes arrival date, program (SAWP/AgriStream), item completion, and overall completion based on required items.
13. The system supports uploading, storing, and displaying onboarding document files in Yadag.
14. The system supports recording and displaying signature status for sign-required documents, including cases where HR uploads a signed hard copy post-arrival for workers who cannot sign digitally.
15. The system supports pre-arrival training distribution using links and tracks training progress status.
16. The system tracks onboarding link activity, including when a link is sent, worker activity, and reminders sent.

Non-Functional Requirements [1:391]:

1. Simple: The onboarding experience provides clear navigation and an interface usable by HR and workers with low digital literacy.
2. Scalable: The system supports growth in farms, workers, and onboarding items without major performance degradation.
3. Reliable: Onboarding generation is transactional (all-or-nothing) to prevent inconsistent checklists.
4. Maintainable: The codebase follows established Yadag patterns (service layer, feature modules) to support future extension.
5. Available: The module is available for use most of the time except for planned maintenance.
6. Compatible: The module remains compatible with Yadag’s existing stack (React + TypeScript frontend, Zustand and React Query for state management, Laravel API backend, MySQL local DB, and PostgreSQL in a virtual private cloud).
7. Privacy-Focused: Only necessary personal data and documents are stored, with clear retention and access boundaries to be confirmed.
8. Efficient: The system supports onboarding batches at the pilot scale (50+ workers) with acceptable response times for checklist generation and viewing.

References

[1]       Y. Rogers, H. Sharp, and J. Preece, Interaction Design: Beyond Human-Computer Interaction (Chapter 11), 5th Edition. Indianapolis, IN, USA: John Wiley & Sons, 2019.