Comprehensive CRM-based Team Tracker App

CRM Marketing Team Tracking App – Requirement Document

Project Overview

I want to develop a CRM-based mobile and web application for managing and tracking my marketing team. The app will be used by sales and marketing employees working in different states and districts. The main purpose is to track employee performance, location, attendance, dealer visits, farmer visits, sales activities, and reporting.

User Roles

1. Super Admin

- Full control over the application.
- Create and manage users.
- View all reports.
- Assign targets.
- Track employee locations.
- Approve expenses and leave requests.

2. Zonal Manager (ZM)

- Manage Regional Managers.
- Assign targets.
- View team performance.
- Approve reports.

3. Regional Manager (RM)

- Manage Area Sales Officers.
- Monitor daily activities.
- Review visit reports.
- Track target achievement.

4. Area Sales Officer (ASO)

- Daily attendance.
- Location tracking.
- Dealer visit reporting.
- Farmer visit reporting.
- Expense submission.
- Lead generation.

Core Features

Employee Attendance

- Check-in with GPS location.
- Check-out with GPS location.
- Selfie capture during attendance.
- Attendance history.

Live Location Tracking

- Real-time GPS tracking.
- Route history.
- Distance traveled.
- Map view of employee movement.
- Location updates every 5–10 minutes.

Daily Work Reporting (DWR)

Employee must submit:

- Number of dealers visited.
- Number of farmers visited.
- Orders booked.
- Collections received.
- Market feedback.
- Competitor activities.
- New dealer leads.

Dealer Management

Dealer database including:

- Dealer name
- Contact number
- Address
- GPS location
- District
- State
- Dealer category
- Business volume

Dealer visit reports:

- Date & time
- Meeting summary
- Products discussed
- Order status

Farmer Visit Management

- Farmer name
- Village
- Mobile number
- Crop details
- Product used
- Feedback
- Photo upload

Lead Management

- New distributor leads.
- New dealer leads.
- Follow-up reminders.
- Lead conversion tracking.

Target Management

Admin should be able to:

- Assign monthly targets.
- Assign seasonal targets.
- Assign dealer appointment targets.

Performance dashboard should show:

- Target
- Achievement
- Pending
- Percentage completed

Expense Management (TA/DA)

Employees can submit:

- Travel expenses
- Hotel expenses
- Food expenses
- Other expenses

Upload:

- Bills
- Receipts
- Photos

Approval workflow:
ASO → RM → ZM → Admin

Leave Management

- Apply leave.
- Approve/reject leave.
- Leave balance tracking.

Notifications

- Daily reporting reminders.
- Target reminders.
- Meeting reminders.
- Follow-up reminders.

Dashboard & Analytics

Employee Dashboard

- Attendance status
- Today's visits
- Today's route
- Monthly performance
- Expense status

Manager Dashboard

- Team attendance
- Team performance
- Team location
- Pending approvals
- Target achievement

Admin Dashboard

- Total employees
- Active employees
- Dealer visits
- Farmer visits
- Sales performance
- State-wise performance
- Expense summary

Photo & Document Upload

Employees should be able to upload:

- Dealer meeting photos
- Farmer meeting photos
- Expense bills
- Product display photos
- Field demonstration photos

Reports Required

Daily Reports

- Attendance report
- Visit report
- Location report

Weekly Reports

- Employee performance
- Dealer engagement

Monthly Reports

- Target vs achievement
- Dealer appointments
- New distributor appointments
- Expense reports

Technology Preference

Mobile App:

- Android (Mandatory)
- iOS (Optional)

Web Panel:

- Admin Dashboard
- Reporting Dashboard

Suggested Technology:

- Flutter (Mobile App)
- Laravel / Node.js Backend
- MySQL Database
- Google Maps API

Additional Features

- Offline data entry with later sync.
- Multi-language support (English, Hindi, Marathi).
- Export reports to Excel and PDF.
- WhatsApp sharing of reports.
- Secure login with OTP.
- Role-based access control.
- Cloud backup.

Expected Deliverables

1. Android Application
2. Web Admin Panel
3. Source Code
4. API Documentation
5. Database Structure
6. Deployment Support
7. 3 Months Bug Support

Company Information

Company Name: Falcon Seeds (OPC) Pvt. Ltd.

Industry:
Vegetable Seeds, Field Crop Seeds, Micronutrients, PGR Products, Agrochemicals

Primary Objective:
To monitor and improve field force productivity, dealer development, distributor appointments, sales performance, and market coverage through a centralized CRM system.Advanced Employee Performance Monitoring & Warning System

Target Compliance Monitoring

The system should automatically compare assigned targets with actual achievements on a daily basis.

KPI Parameters

- Dealer Visits
- Farmer Visits
- New Dealer Appointments
- New Distributor Appointments
- Order Booking Value
- Collection Recovery
- Product Demonstrations
- Market Coverage
- Daily Reporting Compliance

Automatic Warning System

Employees should receive warning notifications when performance falls below expected levels.

Warning Levels

Level 1 – Yellow Alert

- Achievement below 80% of expected progress.
- Notification sent to employee.

Level 2 – Orange Alert

- Achievement below 60% of expected progress.
- Notification sent to employee and reporting manager.

Level 3 – Red Alert

- Achievement below 40% of expected progress.
- Notification sent to employee, RM, ZM, and Admin.

Level 4 – Critical Alert

- No field activity for 3 consecutive working days.
- No attendance.
- No dealer visits.
- No reporting submission.
- Immediate escalation to management.

Dashboard Warning Indicators

The dashboard should display:

Green – On Target

Yellow – Attention Required

Orange – Underperforming

Red – Critical Performance

Black – No Activity / Inactive

Geo-Tracking Compliance

The system should verify whether employees are physically working in assigned territories.

Alerts Required

- Employee working outside assigned territory.
- Employee remaining at the same location for unusually long periods.
- Fake check-in detection.
- GPS disabled alert.
- Mobile switched off during working hours.
- Route deviation alert.

Daily Productivity Score

The app should automatically generate a productivity score out of 100 based on:

- Attendance (10 Marks)
- Reporting Discipline (10 Marks)
- Dealer Visits (20 Marks)
- Farmer Visits (20 Marks)
- New Lead Generation (15 Marks)
- Order Booking (15 Marks)
- Collection Recovery (10 Marks)

Performance Ranking System

Monthly ranking of all employees:

- Top Performer
- Excellent Performer
- Good Performer
- Average Performer
- Needs Improvement

State-wise, Zone-wise and National rankings should be available.

Management Escalation System

If performance remains below target:

7 Days

- Warning notification.

15 Days

- Escalation to RM.

30 Days

- Escalation to ZM.

45 Days

- Escalation to Management.

60 Days

- Performance review recommendation.

Achievement & Reward Tracking

The system should automatically identify employees eligible for:

- Incentives
- Tour Schemes
- Gift Schemes
- Monthly Awards
- Annual Awards

Smart Management Dashboard

Management should instantly see:

- Total Active Employees
- Employees on Leave
- Employees Not Reporting
- Employees Missing Targets
- Dealer Visits Today
- Farmer Visits Today
- State-wise Sales Performance
- Top 10 Performers
- Bottom 10 Performers
- Live Employee Locations

Falcon Seeds Specific Requirements

The app should specifically track:

- Mustard Seed Campaigns
- Vegetable Seed Campaigns
- Micronutrient Product Promotions
- PGR Product Demonstrations
- Distributor Development Activities
- Dealer Appointment Targets
- Crop-wise and Product-wise Performance

The objective is to ensure complete visibility of field-force activities, improve productivity, increase dealer/distributor appointments, and achieve sales targets through real-time monitoring and automated performance management.