Functional Specification for School Team & Society Enrollment Web System

1. Introduction
   The School Team & Society Enrollment System is a web-based platform designed to manage student enrollment in teams and societies within a school. The system focuses exclusively on facilitating the creation, management, and enrollment processes for extracurricular activities, clubs, and sports teams, ensuring efficient administration and student participation tracking.
2. Objectives
   • Provide a centralized platform for managing student enrollment in school teams and societies.
   • Enable students to browse and enroll in teams or societies.
   • Allow administrators and teachers to oversee team/society creation and membership management.
   • Ensure secure access with role-based permissions.
   • Streamline enrollment workflows and maintain accurate membership records.
3. Scope
   The system will focus on user management, team/society creation, and student enrollment processes. It will be accessible via web browsers and optimized for desktop and mobile devices. The system will not include event management, financial transactions, or external integrations beyond email notifications for enrollment confirmations.
4. Functional Requirements
   4.1 User Management
   • User Roles:
   o Admin: Manages the system, user accounts, and team/society settings.
   o Teacher/Coach: Manages specific teams or societies and approves enrollment requests.
   o Student: Browses and enrolls in teams/societies.
   • Registration & Authentication:
   o Users register using a school-provided email and password.
   o Role-based access control with secure login (email/password or SSO if supported by the school).
   o Password recovery via email link.
   • Profile Management:
   o Users can update personal details (e.g., name, contact info, profile picture).
   o Admins can assign roles, edit user details, or deactivate accounts.
   4.2 Settings
   There are 3 sections in the setting page: Category, Enrolment and Role.
   • Category Management
   o Admins create / edit / delete categories of a teams/societies like Academic, Social Services, Sports, etc.
   o Admins have to enter the name of the category either in English or Chinese
   • Enrolment Setting
   o Admins set the online enrolment period: To be applied globally by whole year or term (i.e., cannot set for individual team or society).
   o Admins set the period for enrolment for Student Representative.
   o Admins set whether multiple enrolments with schedule conflict is allowed.
   • Role
   o Admins create / edit / delete roles in a teams/societies like Chairman, Treasurer, Vice President.
   o Admins have to enter the name of the role either in English or Chinese.
   4.3 Team & Society Management
   • Creation
   o Admins or teachers create teams/societies with details (English name, Chinese Name, category, organization, description, activity schedule).
   o Assign teacher in charge and team leader for each team/society.
   o Set maximum member limits (e.g., 20 students per team or no quota limit).
   • Team/Society Listing:
   o Publicly visible catalog of teams/societies with search and filter options (e.g., by category or name).
   o Display details like description, moderator, and current member count.
   • Archiving:
   o Admins can archive inactive teams/societies, retaining historical data but removing them from active listings.
   4.4 Student Enrollment
   • Enrollment Process:
   o Students browse available teams/societies and submit enrollment requests.
   o Moderators receive requests and approve/reject them via the system.
   o Students receive email or in-app notifications on approval/rejection.
   o Students can withdraw enrollment requests before approval or leave a team/society after joining.
   • Membership Management:
   o Moderators view and manage member lists for their teams/societies.
   o Admins can view all memberships across the system.
   o Track enrollment status (e.g., pending, approved, rejected).
   • Enrollment Limits:
   o Configurable limits on the number of teams/societies a student can join (e.g., maximum of 3).
   o Automatic rejection of requests if team/society or student limits are reached.
   4.5 Communication
   • Notifications:
   o Automated email/in-app notifications for enrollment request submission, approval, or rejection.
   o Moderators can send announcements to enrolled members (e.g., welcome messages).
   • Moderation Interface:
   o Moderators access a dashboard to review pending enrollment requests and communicate decisions.
   4.6 Reporting
   • Membership Reports:
   o Admins generate reports on total members, team/society enrollment numbers, and pending requests.
   o Filter reports by team, society, or category.
   • Data Export:
   o Export membership data as CSV files for administrative use.
5. Non-Functional Requirements
   • Performance:
   o Supports up to 1,000 concurrent users with page load times under 2 seconds.
   • Scalability:
   o Cloud-based architecture to handle increased user load.
   • Security:
   o Encrypt user credentials and sensitive data (e.g., contact info).
   o Compliance with data protection regulations (e.g., GDPR for EU schools).
   • Usability:
   o Responsive design for mobile and desktop access.
   o Intuitive interface requiring minimal training.
   • Availability:
   o 99.9% uptime with scheduled maintenance communicated in advance.
6. Technical Requirements
   • Frontend: HTML5, CSS3, JavaScript (React.js with Tailwind CSS for styling).
   • Backend: Node.js with Express.js or Django for API development.
   • Database: PostgreSQL for relational data storage (e.g., users, teams, memberships).
   • Authentication: JWT-based authentication or OAuth 2.0 for SSO.
   • Hosting: Cloud provider (e.g., AWS, Azure) with auto-scaling.
   • APIs:
   o RESTful APIs for user management, team/society creation, and enrollment processes.
   o Email API for notifications (e.g., SendGrid).
7. User Interface Requirements
   • Dashboard:
   o Admin: Overview of all teams/societies, user accounts, and enrollment statistics.
   o Teacher/Coach: List of managed teams/societies, pending enrollment requests, and member lists.
   o Student: Catalog of available teams/societies, enrolled teams, and pending requests.
   • Navigation:
   o Sidebar menu for access to Teams/Societies, Profile, and Notifications.
   • Forms:
   o Simple forms for team/society creation and enrollment requests.
   o Client-side validation for mandatory fields (e.g., team name, student email).
8. Assumptions & Constraints
   • Assumptions:
   o Users have access to modern web browsers (Chrome, Firefox, Safari).
   o School provides email addresses for authentication.
   • Constraints:
   o No offline functionality.
   o Limited to one school’s ecosystem (no multi-school support in initial release).
9. Future Enhancements
   • Integration with school management systems for student data synchronization.
   • Mobile app version for iOS and Android.
   • Support for uploading team/society logos or promotional materials.
   • Automated waitlists for full teams/societies.
10. Acceptance Criteria
    • All user roles can perform their functions (e.g., create teams, submit/approve enrollment requests) without errors.
    • System handles 1,000 concurrent users with no performance issues.
    • Enrollment data is accurately stored and accessible only to authorized users.
    • UI is responsive across devices (desktop, tablet, mobile).
    • Reports are generated accurately and exported successfully.
11. Glossary
    • Team/Society: A group of students and moderators focused on a specific activity (e.g., soccer team, debate club).
    • Moderator: A teacher or coach responsible for managing a team/society.
    • Enrollment: The process of a student joining a team or society.