WhatsApp Weekly Vehicle Checklist – Developer Specification

1. Objective Develop a mandatory weekly vehicle checklist system fully operated via WhatsApp, with automated reminders, photo validation, cloud storage, and Excel tracking. Drivers must complete the checklist every Friday. The checklist is not considered completed until: All questionnaire fields are answered All required photos are uploaded The system validates everything 2. Input data (Excel – provided by client) An Excel file will be provided as the source of truth for vehicles and drivers. Sheet: VEHICLES_MASTER Each row = one vehicle Mandatory columns: VEHICLE_PLATE VEHICLE_TYPE → TRUCK or VAN DRIVER_NAME DRIVER_PHONE (WhatsApp number, international format) INTERNAL_ID (optional) DELEGATION (optional) This file determines: Who receives the WhatsApp messages Which vehicle is assigned Which photo rules apply 3. WhatsApp checklist flow (state-based) Each weekly checklist runs as a state machine and resumes where the driver stopped. Trigger (every Friday) At 08:00, the system creates a new checklist for each vehicle and sends: “Weekly mandatory vehicle checklist for {VEHICLE_PLATE}. Please complete it today.” 4. Questionnaire (mandatory) The questionnaire is completed directly in WhatsApp. Mandatory fields: Current odometer (km) – numeric General condition – OK / Issues Tyres – OK / Not OK Lights – OK / Not OK Brakes – OK / Not OK Dashboard warning lights – Yes / No Notes / defects / upcoming maintenance (free text field) ⚠️ If any item is “Not OK”, the Notes field becomes mandatory. 5. Mandatory photos (validated by system) Additional mandatory photo 1 photo of the odometer (km) → This photo is always required, regardless of vehicle type. Photo rules by vehicle type TRUCK Total required photos: 7 4 exterior photos: Front Rear Left side Right side 2 interior photos: 5. Cabin – dashboard 6. Cabin – general interior 1 odometer photo: 7. Km / dashboard showing mileage VAN Total required photos: 5 2 exterior photos: Front Rear 2 interior photos: 3. Cabin – dashboard 4. Cabin – general interior 1 odometer photo: 5. Km / dashboard showing mileage The checklist cannot be completed unless all required photos are received. 6. Cloud folder structure (automatic) Photos and documents must be stored automatically using this structure: /VEHICLE_CHECKLISTS/ └── {VEHICLE_PLATE}/ └── {YEAR}-{ISO_WEEK}/ ├── Checklist_{VEHICLE_PLATE}_{YEAR}-{WEEK}.pdf ├── FOTOS/ │ ├── [login to view URL] │ ├── [login to view URL] │ ├── [login to view URL] │ ├── [login to view URL] │ ├── [login to view URL] │ ├── [login to view URL] │ └── [login to view URL] └── EXTRAS/ (only if defects are reported) Photo names are system-generated The PDF is generated automatically from questionnaire + metadata + links to photos 7. Generated checklist document The generated PDF must include: Vehicle plate Driver name and phone Week number Date/time started and completed Odometer (typed value) All questionnaire answers Notes / defects / upcoming maintenance Checklist result: OK COMPLETED WITH ISSUES Reference to stored photos 8. Reminder and enforcement logic (VERY IMPORTANT) Reminder schedule (Friday) 08:00 → Checklist created + first WhatsApp message 13:00 → Reminder if checklist not completed 17:00 → Reminder if checklist not completed 19:00 → Final warning message if checklist not completed Final message at 19:00: “⚠️ You have NOT completed the mandatory vehicle checklist. Please complete it immediately.” The system must check status before sending each reminder. 9. Excel tracking (auto-filled by system) Sheet: WEEKLY_CONTROL Rows = vehicles (plate + driver + phone) Columns = ISO weeks (2026-W05, 2026-W06, etc.) Each cell: ✅ Green = checklist completed ❌ Red = not completed Optional: Cell contains a link to the checklist folder or PDF ⚠️ Yellow if completed with issues This sheet is updated automatically when a checklist status changes. 10. Completion rules A checklist is marked as COMPLETED only when: Questionnaire is fully answered Notes field completed if required All required photos are received and validated PDF is generated successfully Otherwise, status remains PENDING and reminders continue. 11. Technical notes WhatsApp Business API (or provider) Webhook-based message handling State machine per checklist Configurable reminder times Cloud storage (Drive / OneDrive / S3) Excel update via API (Google Sheets or Microsoft Graph)

Project ID: 40210866