Requirements - Mental Health Foundation

SFMC Personalisation

In Progress

Persona-based content personalisation powered by Salesforce Marketing Cloud, delivering tailored banners, related content, and GA4 tracking.

Member Portals

Complete

Stakeholder registration and login system with role-based Resource Hub access for Schools, Workplaces, and Professionals, with Foxy SSO integration.

E-Commerce Operations

Planned

Stock management, order workflows, reporting, and fulfilment process enhancements for the MHF webstore.

SFMC Personalisation — Business Requirements

Executive Summary

Integrate Salesforce Marketing Cloud (SFMC) personalisation capabilities with the MHF website to deliver tailored content based on visitor personas. This Phase 1 implementation delivers four personalisation components with graceful fallbacks for unrecognised visitors, enabling persona-driven content experiences and GA4 tracking for engagement measurement by segment.

Business Drivers

Improved User Engagement Delivering relevant content increases time on site, page views, and resource utilisation

Better Content Targeting Ensure the right mental health resources reach the right audiences

Data-Driven Decisions Measure content performance by persona to inform future content strategy

Platform Investment ROI Leverage existing SFMC investment to enhance the website experience

Business Objectives

Objective	Success Measure	Target
Increase content relevance	Engagement rate by persona segment	Baseline + 15%
Enable persona-based reporting	GA4 custom dimension tracking	100% of page views tagged
Maintain consistent UX	Fallback content served when no persona	100% graceful degradation
Establish personalisation foundation	Components delivered for Phase 1	4 components live

Scope

Phase 1 — MVP

Persona retrieval via SFMC API
Personalised banner carousel
Related content filtering (main area)
Related content pod (sidebar)
GA4 persona tracking
First-party cookie for persona storage
Fallback content for unrecognised visitors

Future Phases

Content editor training & onboarding
Additional personalised components
A/B testing capability
Enhanced segment definitions

Out of Scope

SFMC platform configuration
Real-time persona calculation on website
Personalisation of navigation or site structure
User authentication-based personalisation
Email personalisation
Mobile app integration

Constraints

First-party cookies only
No server-side SFMC calls on page render
Umbraco owns all content (SFMC provides persona data only)
Must maintain uSkinned design patterns

Risks & Dependencies

Risks

Risk	Likelihood	Impact	Mitigation
SFMC API latency affects page performance	Medium	High	Client-side async loading, no blocking renders
Low persona match rate limits impact	Medium	Medium	Ensure fallback content is high quality
Cookie consent impacts persona availability	Medium	Medium	Clear consent flow, graceful degradation
Content editor adoption of persona tagging	Low	High	Training, clear documentation, simple UX
Vendor delivery delays impact timeline	Medium	High	Early engagement, clear milestones

Dependencies

Dependency	Type	Status
SFMC tracking beacon deployed	External (Vendor)	Complete
SFMC API endpoint available	External (Vendor)	Complete
SFMC API documentation provided	External (Vendor)	Complete
Persona values defined	External (Vendor)	Complete
GA4 implementation	Internal	Complete
uSkinned Site Builder licence	Internal	Complete
Cookie consent mechanism	Internal	TBC

SFMC Personalisation — Functional Requirements

Overview

Four personalisation components plus GA4 tracking, all with graceful fallback for unrecognised visitors.

F-01: Persona Retrieval & Storage

ID	Requirement	Priority
FR-01	Retrieve persona value from SFMC via API call referencing tracking beacon	Must Have
FR-02	Store persona value in first-party cookie (`mhf_persona`)	Must Have
FR-09	Handle missing or expired persona cookie gracefully	Must Have

F-02: Personalised Banner Component

ID	Requirement	Priority
FR-03	Render carousel item tagged with matching persona	Must Have
FR-04	Fall back to default carousel item when no persona match	Must Have

F-03 & F-04: Related Content (Main & Sidebar)

ID	Requirement	Priority
FR-05	Related Content Component (main area) shall filter content based on persona-to-filter mapping	Must Have
FR-05a	Related Content Pod (sidebar) shall filter content based on persona-to-filter mapping	Must Have
FR-05b	Pod shall support placement via Extra Content tab or as template default	Should Have

F-05: GA4 Persona Tracking

ID	Requirement	Priority
FR-06	Send persona value to GA4 as custom dimension on page view	Must Have

Content Management

ID	Requirement	Priority
FR-07	Content editors can tag content with persona/segment values in Umbraco	Must Have
FR-08	Administrators can configure persona-to-filter mapping in Global Settings	Should Have

SFMC Personalisation — Non-Functional Requirements

Performance

Metric	Target	Priority
Page load impact	< 100ms additional	Must Have
Persona retrieval	< 500ms	Should Have
Personalised content render	< 500ms after persona available	Should Have

Security & Privacy

Requirement	Description	Priority
Cookie policy	First-party cookies only — no third-party tracking	Must Have
Consent compliance	GDPR / cookie consent requirements respected	Must Have
No PII	No personally identifiable information stored in persona cookie	Must Have
HTTPS only	All persona retrieval and storage over HTTPS	Must Have

Accessibility & Reliability

Metric	Target	Priority
WCAG compliance	2.1 AA — no degradation from personalisation	Must Have
Fallback success rate	100% — site works fully when cookies blocked	Must Have
Component availability	99.9%	Should Have

SFMC Personalisation — User Requirements

User Personas

Recognised Visitor

Identified by SFMC with assigned persona

"I see content that's relevant to my interests without having to search for it."

Unrecognised Visitor

New or anonymous user without persona

"The site works well and I can still find what I need."

Content Editor

MHF staff managing website content

"I can tag content for the right audience without needing technical knowledge."

User Stories

ID	As a...	I want to...	So that...	Priority
US-01	Recognised visitor	see banner content relevant to my interests	I engage with the most useful resources	Must Have
US-02	Recognised visitor	see related content filtered to my persona	I discover resources matched to my needs	Must Have
US-03	Unrecognised visitor	see quality default content	my experience is not degraded	Must Have
US-04	Content editor	tag content with persona values	the right content is shown to the right audience	Must Have
US-05	Digital analyst	segment engagement data by persona	I can measure content effectiveness by audience	Must Have

Member Portals — Business Requirements

Executive Summary

A member portal system enabling registered stakeholders (Schools, Workplaces, and Mental Health Professionals) to access exclusive resources, place orders through Foxy.io e-commerce integration, and manage their accounts. The system provides role-based access to dedicated Resource Hubs with single sign-on to the Foxy customer portal for order management.

Business Drivers

Stakeholder Engagement Provide dedicated spaces for key audience segments

Resource Distribution Enable controlled distribution of specialised resources

E-commerce Integration Link member accounts to Foxy.io for seamless ordering

Self-Service Allow members to manage their accounts and view order history

Business Objectives

Objective	Success Measure	Target
Enable stakeholder registration	Successful registrations across all types	Baseline established
Secure resource access	Role-based hub access working	100% accurate routing
E-commerce integration	Foxy SSO functioning	100% successful auth
Self-service account management	Members can view orders	Portal accessible

Scope

MVP (Complete)

Stakeholder registration with email confirmation
Login with role-based redirect
Three member roles: Schools, Workplaces, Professionals
Email domain validation (.school.nz for Schools)
CAPTCHA protection & rate limiting
Foxy SSO for checkout & portal
Foxy customer sync on login
Logout with role-based redirect

Pending Enhancements

Registration redirect by stakeholder type
Professionals portal full support

Out of Scope

Member profile editing UI
Admin dashboard for member management
Bulk member import
API access for third-party systems
Multi-factor or social login

Future Considerations

Member profile editing through portal
Resource download tracking/analytics
Password-less authentication (magic links)

Risks & Dependencies

Risks

Risk	Likelihood	Impact	Mitigation
Email deliverability issues	Medium	High	Monitor SMTP, use reputable provider
Foxy API downtime	Low	Medium	Graceful fallback, retry logic
Rate limiting too aggressive	Low	Medium	Configurable limits
Domain validation too restrictive	Medium	Medium	Maintain blocklist, allow exceptions

Dependencies

Dependency	Type	Status
Umbraco Members system	Internal	Complete
Foxy.io API credentials	External	Complete
SMTP configuration	Internal	Complete
Professionals role	Internal	Pending

Member Portals — Functional Requirements

Overview

Registration, authentication, role-based access, and Foxy.io integration for the stakeholder portal system. All MVP features are complete.

Registration & Authentication

ID	Requirement	Priority	Status
FR-01	Stakeholder registration with email, password, and stakeholder type	Must Have	Complete
FR-02	Validate school email domains (.school.nz) for Schools type	Must Have	Complete
FR-03	Block personal email domains (gmail, hotmail, etc.) for Workplaces	Must Have	Complete
FR-04	Send email confirmation with activation link	Must Have	Complete
FR-05	Require email confirmation before login	Must Have	Complete
FR-06	Assign member to appropriate role on registration	Must Have	Complete
FR-07	Authenticate members via email/password	Must Have	Complete
FR-08	Redirect to appropriate Resource Hub after login	Must Have	Complete
FR-12	Support logout with role-based redirect	Must Have	Complete

Security

ID	Requirement	Priority	Status
FR-13	Rate limiting on registration (5/10min)	Must Have	Complete
FR-14	Rate limiting on login (10/5min)	Must Have	Complete
FR-15	CAPTCHA verification (hCaptcha/reCAPTCHA)	Must Have	Complete

Foxy.io Integration

ID	Requirement	Priority	Status
FR-09	Foxy SSO for checkout authentication	Must Have	Complete
FR-10	Create/update Foxy customer on login	Must Have	Complete
FR-11	Foxy portal access via SSO	Must Have	Complete

Pending Enhancements

ID	Requirement	Priority	Status
FR-16	Registration redirect based on stakeholder type	Should Have	Gap
FR-17	Support Professionals as third stakeholder type	Should Have	Gap

Member Portals — Non-Functional Requirements

Performance

Metric	Target	Priority
Login completion	< 2 seconds	Should Have

Security

Requirement	Description	Priority
Authentication logging	All authentication events logged	Must Have
Password policy	Umbraco default password policy enforced	Must Have
Email enumeration prevention	System shall not reveal whether an email is registered	Must Have
Foxy SSO resilience	Handle Foxy API failures gracefully	Must Have

Member Portals — User Requirements

User Personas

School Educator

Teachers, counsellors, school staff

"I need mental health resources for my students, and I want to order in bulk for our school."

Workplace Professional

HR, wellbeing coordinators

"I need workplace mental health resources and professional materials for my team."

Mental Health Professional

Clinicians, practitioners

"I need access to clinical resources and professional development materials."

User Stories

ID	As a...	I want to...	So that...	Priority
US-01	School educator	register for portal access	I can access school-specific resources	Must Have
US-02	Workplace professional	register with my business email	I can order resources for my organisation	Must Have
US-03	Registering user	confirm my email	my account is activated securely	Must Have
US-04	School educator	log in and go directly to the Schools Resource Hub	I see relevant content immediately	Must Have
US-05	Member	access the Foxy order portal via SSO	I can view my order history without logging in again	Must Have
US-06	Mental health professional	register and access a dedicated Resource Hub	I can find clinical and professional materials	Should Have

E-Commerce Operations — Business Requirements

Executive Summary

Enhance the MHF webstore operational capabilities to address five critical gaps identified in the current Umbraco/Foxy.io implementation: stock management, order modification, product configuration, reporting, and fulfilment workflow. Analysis reveals most gaps are configuration or training issues rather than fundamental capability gaps, with the notable exception of stock management which requires custom development.

Business Drivers

Operational Efficiency Staff need tools to manage orders and stock without manual workarounds

Stock Visibility Prevent overselling and enable proactive reprint planning

Supplier Independence Avoid lock-in to single fulfilment provider (Mailshop)

Data-Driven Operations Enable reporting on sales trends and stock levels for planning and compliance

Business Objectives

Objective	Success Measure	Target
Stock visibility	Operator can view current stock levels	100% of SKUs tracked
Order modification	Operator can adjust quantities post-order	Documented workflow
Flexible product quantities	Customers select from predefined options	Configurable per product
Sales reporting	Item-based sales reports available	Weekly reports
Fulfilment workflow	Mailshop integration documented and tested	Process operational

Scope

Phase 1 — MVP

Custom stock management system
Order modification workflow (training)
Product quantity tier dropdowns
Sales reporting training
Mailshop fulfilment workflow

Phase 2 — Enhancements

Looker Studio reporting dashboard
Stock reconciliation process

Phase 3 — Future

Bundle stock sync (custom development)
Automated Mailshop webhook integration
Advanced BI platform (if needed)

Out of Scope

ERP/MYOB integration
Salesforce CRM integration
Real-time courier tracking
Donation functionality
Bundle product creation (client-managed)
Customer shipping cost calculator

Gap Analysis Summary

Gap	Type	Remediation
Stock management	Development	Custom inventory tracking in Umbraco with Foxy webhooks
Order modification	Training	Document workflow, provide Foxy admin training
Quantity options	Configuration	Configure Foxy product modifiers
Sales reporting	Training	Document Foxy reports + Looker Studio dashboard
Fulfilment workflow	Process	Define CSV export workflow with Mailshop

Risks & Dependencies

Risks

Risk	Likelihood	Impact	Mitigation
Split fulfilment causes stock discrepancies	High	Medium	Regular reconciliation process with Mailshop
Webhook integration complexity	Medium	Medium	Test with Foxy sandbox, reference existing patterns
Mailshop workflow friction	Medium	Medium	Clear documentation, regular review
Reporting inadequate for funding compliance	Low	High	Looker Studio dashboard, document requirements
Staff unfamiliar with Foxy admin	High	Medium	Training and documentation

Dependencies

Dependency	Type	Status
Foxy account admin access	Internal	Complete
Product SKU list	Internal (MHF)	To be provided
Mailshop CSV format agreement	External	To be confirmed
Mailshop stock reporting format	External	To be defined
Training session availability	Internal (MHF)	To be scheduled

E-Commerce Operations — Functional Requirements

Overview

Nine features spanning custom development, configuration, training, and process definition. F-04 (Bundle Products) has been removed from scope as the client can manage this configuration directly.

F-01: Stock Management System (Custom Development)

ID	Requirement	Priority
FR-01	Inventory properties added to product content type in Umbraco	Must Have
FR-02	Stock quantities manageable in Umbraco backoffice	Must Have
FR-03	Out-of-stock products automatically hidden/disabled	Must Have
FR-04	Foxy quantity_max attribute set from current stock	Must Have
FR-05	Webhook endpoint receives Foxy transactions and decrements stock	Must Have
FR-06	Low stock email notifications triggered at threshold	Should Have
FR-07	Stock levels viewable/exportable for reporting	Must Have

F-02: Order Modification Workflow (Training)

ID	Requirement	Priority
FR-08	Workflow documented: pending → review → modify → fulfil	Must Have
FR-09	Foxy admin order editing demonstrated	Must Have
FR-10	Training provided to operator	Must Have

F-03: Product Quantity Options (Configuration)

ID	Requirement	Priority
FR-11	Foxy product modifiers configured for quantity tiers (1, 5, 10, 20, 50, 100)	Must Have
FR-12	Umbraco product pages display dropdown correctly	Must Have
FR-13	Maximum limits respected per product	Must Have

F-05: Foxy Sales Reporting (Training)

ID	Requirement	Priority
FR-14	Transaction and item sales reports documented	Must Have
FR-15	CSV export procedure documented	Must Have
FR-16	Training provided to operator	Must Have

F-06: Looker Studio Dashboard (Phase 2)

ID	Requirement	Priority
FR-17	Looker Studio dashboard with item-based sales visualisation	Should Have
FR-18	Stock level indicators and trend analysis	Should Have
FR-19	Campaign comparison (PSD, MHAW)	Should Have
FR-20	Data refresh procedure documented	Should Have

F-07: Mailshop Fulfilment Workflow (Process)

ID	Requirement	Priority
FR-21	Workflow documented: order → review → export → send → fulfil → update	Must Have
FR-22	CSV export format defined and agreed with Mailshop	Must Have
FR-23	Delivery frequency defined (daily batch)	Must Have
FR-24	Mailshop agreement confirmed	Must Have

F-09: Bundle Stock Sync (Future — Phase 3)

Automatic decrement of component stock when bundles are sold. This is the only part of the bundle feature requiring custom development — creating and selling bundles is configuration the client handles directly.

ID	Requirement	Priority
FR-25	Webhook detects bundle SKU orders	Could Have
FR-26	Component SKUs identified from bundle mapping	Could Have
FR-27	Component inventory decremented automatically	Could Have
FR-28	Error handling for stock conflicts	Could Have

E-Commerce Operations — Non-Functional Requirements

Performance

Metric	Target	Priority
Inventory update latency	Real-time (via Foxy webhook)	Must Have
Report generation	< 30 seconds	Should Have
Dashboard load time	< 5 seconds	Should Have
Campaign peak support	1,000–2,000 orders/day (PSD, MHAW)	Should Have

Security

Requirement	Description	Priority
Foxy admin access	Limited to authorised operators	Must Have
CSV exports	Handled securely (no public sharing)	Must Have
Webhook validation	HMAC signature verification on all Foxy webhooks	Must Have

Reliability

Metric	Target	Priority
Foxy uptime	99.9% (SLA)	Should Have
Inventory accuracy	95%+ (with reconciliation)	Should Have

E-Commerce Operations — User Requirements

User Personas

Zooey

Webstore Operations Manager

"I need somewhere to put stock information, and I need it to track stock."

Mailshop Staff

Fulfilment Partner

"We need the data to import into the courier system."

Bulk Orderer

School counsellor, HR, health provider

"I need 50 of each pamphlet — can I just select that from a dropdown?"

Individual Seeker

General public

"I just want one or two pamphlets about anxiety."

User Stories

ID	As a...	I want to...	So that...	Priority
US-001	Webstore operator	view current stock levels for all products	I can plan reprints proactively	Must Have
US-002	Webstore operator	have out-of-stock products automatically disabled	customers can't order unavailable items	Must Have
US-003	Webstore operator	receive low stock email alerts	I know when to reorder before items run out	Should Have
US-005	Webstore operator	modify order quantities before fulfilment	I can accommodate approved bulk requests	Must Have
US-007	Webstore operator	export orders to CSV for Mailshop	fulfilment can proceed without manual data entry	Must Have
US-008	Bulk orderer	select from predefined quantity tiers	I can quickly order the right amount	Must Have
US-010	Individual	order small quantities simply	I get what I need without a complicated process	Must Have
US-011	Webstore operator	generate item-based sales reports	I can report on distribution for funding compliance	Must Have
US-012	Webstore operator	view sales trends over time	I can identify patterns and plan campaigns	Should Have
US-014	Mailshop staff	receive orders in an importable CSV format	I can process shipments without re-keying data	Must Have