KWest Karz CRM Lite Specification - wwestlake/KwestKarz GitHub Wiki

KWest Karz CRM Lite Specification

Purpose

The CRM Lite system for KWest Karz is designed to enhance customer relationship management by allowing internal tracking of renter information, rental history, behavioral notes, and outstanding charges. This tool will support customer loyalty programs, improve operational efficiency, and reduce financial leakage from overlooked tolls and post-trip expenses.

Core Features

1. Guest Profile Management

  • Full Name
  • Contact Information (Phone, Email)
  • Turo Username and Profile Link
  • Driver’s License Information (optional)
  • Profile Image or Document Attachment (optional)

2. Trip History Tracking

  • Associated guest and vehicle
  • Start and end dates
  • Trip earnings and mileage
  • Flags for:
    • On-time Return
    • Late Return
    • Damage Reported
    • Outstanding Tolls or Charges
  • Internal Host Rating (1–5 stars)

3. Repeat Renter Identification

  • Count of completed trips
  • Loyalty tiers/tags (e.g., "3x Club", "SuperRenter")
  • Manual discount tracking

4. Notes and Flags

  • Freeform notes for each guest
  • Important behavior patterns or special requests
  • Host-side flags such as:
    • "Manual Approval Required"
    • "VIP Guest"

5. Outstanding Charges Tracking

  • Guest and Trip linkage
  • Charge Type (e.g., Toll, Fuel, Damage)
  • Amount and Description
  • Status (Pending / Paid / Written Off)
  • Date Incurred and Date Resolved

6. Contact Log

  • Communication type (SMS, Email, Phone)
  • Timestamps of interactions
  • Follow-up reminders

Database Schema Overview

Guests Table

GuestId (Primary Key)
FullName
Email
Phone
TuroUsername
InternalRating
IsVIP (Boolean)
DateAdded

Trips Table

TripId (Primary Key)
GuestId (Foreign Key)
VehicleId
StartDate
EndDate
Earnings
MilesDriven
LateReturn (Boolean)
DamageReported (Boolean)
TollFlag (Boolean)
Notes

OutstandingCharges Table

ChargeId (Primary Key)
GuestId (Foreign Key)
TripId (Foreign Key)
ChargeType
Amount
Status
DateIncurred
DateResolved

ContactLog Table

LogId (Primary Key)
GuestId (Foreign Key)
ContactType
Timestamp
Notes

UI Features (React Frontend)

  • Guest List View with search and filters
  • Detailed Guest Profile Page
  • Trip History Table with flags and notes
  • Outstanding Charges Dashboard
  • Contact Log Timeline
  • Modal Forms for creating/editing entries

Optional Enhancements

  • Tag System for guest labeling
  • Email Reminders for unpaid balances
  • Quick Lookup by Toll Date to find all active trips
  • Loyalty Program integration (manual or automated)

Security Considerations

  • Role-based access (admin vs. general user)
  • Secure storage for personally identifiable information (PII)
  • Encrypted API traffic between frontend and backend

Tech Stack Recommendations

  • Backend: ASP.NET Core with Entity Framework Core
  • Frontend: React with Material UI or TailwindCSS
  • Database: SQL Server or PostgreSQL
  • Optional Authentication: Firebase or Auth0