Analytics Dashboard Use Cases

This document describes use cases for viewing company and team metrics, managing pending approvals, analyzing trends, and receiving AI-generated insights.

Actors

Actor	Description
Tenant Admin	Views company-wide metrics and all data
HR Manager	Views HR analytics and employee trends
Manager	Views team-specific metrics and dashboards
Employee	Views personal dashboard and limited metrics

UC-DASH-01: Tenant Admin Views Company Dashboard

Primary Actor: Tenant Admin

Preconditions

Tenant Admin is authenticated
Company has employees and activity data

Main Flow

Tenant Admin logs in and sees main dashboard
Views company overview widgets:
- Headcount Summary:
  - Total employees
  - Active vs On Leave vs Terminated
  - New hires this month
  - Departures this month
- Department Breakdown:
  - Pie chart of employees by department
  - Largest/smallest departments
- Pending Actions:
  - Leave requests awaiting approval
  - Document access requests
  - Onboarding tasks incomplete
- Recent Activity:
  - Last 10 system events
  - New employees added
  - Documents uploaded
Can click any widget to drill down
Can customize dashboard layout (widget arrangement)

Alternative Flows

A1: New Tenant (No Data)

Dashboard shows onboarding prompts
Suggests: Add first employee, upload policies, invite users

A2: Export Dashboard

Admin clicks Export
Downloads PDF or CSV of current metrics

Postconditions

Admin has company-wide visibility
No data is modified (read-only view)

Dashboard Layout Example

┌────────────────────────────────────────────────────────────┐
│                    Company Dashboard                        │
├───────────────────────────┬────────────────────────────────┤
│ Headcount: 156            │ Department Distribution        │
│ ┌─────────────────────┐   │ ┌────────────────────────┐     │
│ │ Active     │ 148    │   │ │ Engineering  ████ 45  │     │
│ │ On Leave   │   5    │   │ │ Sales        ███  32  │     │
│ │ Terminated │   3    │   │ │ Marketing    ██   21  │     │
│ └─────────────────────┘   │ │ Operations   ██   28  │     │
│                           │ │ HR           █    12  │     │
│ This Month:               │ │ Finance      █    18  │     │
│ +8 New Hires              │ └────────────────────────┘     │
│ -2 Departures             │                                │
├───────────────────────────┼────────────────────────────────┤
│ Pending Actions           │ Recent Activity                │
│ 🔴 5 Leave Requests       │ • John Smith added (2h ago)    │
│ 🟡 2 Doc Requests         │ • Policy doc uploaded (5h ago) │
│ 🔵 3 Onboarding Tasks     │ • Mary's leave approved (1d)   │
└───────────────────────────┴────────────────────────────────┘

UC-DASH-02: Manager Views Team Dashboard

Primary Actor: Manager

Preconditions

Manager is authenticated
Manager has direct reports

Main Flow

Manager logs in and sees personalized dashboard
Dashboard has two main sections:
- My Profile (as employee):
  - Own leave balance
  - Own pending requests
  - Own manager info
- My Team (as manager):
  - Team size and composition
  - Team members on leave today/this week
  - Pending approvals requiring action
  - Team activity summary
Team metrics include:
- Current team capacity (who's available)
- Upcoming time off
- Recent team changes
Can click "View Full Team" for detailed list

Alternative Flows

A1: No Direct Reports

My Team section not shown
Dashboard focuses on personal info only

A2: Multiple Teams (Matrix Management)

If manager has multiple teams
Dropdown to switch team view

Postconditions

Manager has team overview
Can quickly see action items

Key Scenario: Dual-Role Dashboard

Development Manager sees:

┌────────────────────────────────────────────────────────────┐
│                    My Dashboard                             │
├────────────────────────────┬───────────────────────────────┤
│ My Profile                 │ My Team (5 members)           │
│                            │                               │
│ Name: Alex Johnson         │ ┌─────────────────────────┐   │
│ Title: Development Manager │ │ Today                   │   │
│ Reports to: Sarah (CTO)    │ │ 4 available, 1 on leave │   │
│                            │ └─────────────────────────┘   │
│ My Leave Balance:          │                               │
│ Vacation: 12 days          │ Pending Approvals: 2          │
│ Sick: 8 days               │ • Bob: Vacation (Dec 15-20)   │
│                            │ • Jane: Sick (Dec 6)          │
│ My Pending Requests: 0     │                               │
│                            │ This Week Out:                │
│                            │ • Mike (returns Dec 8)        │
└────────────────────────────┴───────────────────────────────┘

UC-DASH-03: View Pending Approvals

Primary Actor: Manager, Tenant Admin

Preconditions

Actor is authenticated
Actor has approval permissions
Pending items exist

Main Flow

Actor sees pending approval count on dashboard
Clicks to view pending approvals list
Sees list organized by type:
- Leave Requests
- Document Access Requests
- Other workflow approvals
Each item shows:
- Requester name
- Request type and details
- Submitted date
- Age of request (days pending)
Actor selects item to review
Can approve or reject with comments
Returns to list for next item

Alternative Flows

A1: Bulk Approval

Actor selects multiple similar items
Approves all at once
Same comment applied to all

A2: Reassign Approval

Actor cannot make decision
Reassigns to another approver
Reason for reassignment recorded

A3: Stale Requests

Request pending > 7 days
Highlighted as overdue
Reminder sent to approver

Postconditions

Requests processed
Requesters notified
Audit trail updated

Pending Approvals View

┌────────────────────────────────────────────────────────────┐
│ Pending Approvals (7)                                      │
├────────────────────────────────────────────────────────────┤
│ Leave Requests (5)                                         │
│ ┌──────────────────────────────────────────────────────┐   │
│ │ □ Bob Smith - Vacation Dec 15-20 (5 days)  ⏱ 2 days │   │
│ │ □ Jane Doe - Sick Leave Dec 6 (1 day)      ⏱ Today  │   │
│ │ □ Mike Lee - Personal Dec 10 (1 day)       ⏱ 1 day  │   │
│ │ □ Sara Kim - Vacation Dec 22-31 (6 days)   ⏱ 3 days │   │
│ │ □ Tom Chen - Vacation Jan 2-5 (3 days)     ⏱ 5 days │   │
│ └──────────────────────────────────────────────────────┘   │
│                                                            │
│ Document Access Requests (2)                               │
│ ┌──────────────────────────────────────────────────────┐   │
│ │ □ New Hire - Access to Engineering Docs    ⏱ 1 day  │   │
│ │ □ Intern - Access to Training Materials    ⏱ Today  │   │
│ └──────────────────────────────────────────────────────┘   │
│                                                            │
│ [Approve Selected] [Reject Selected]                       │
└────────────────────────────────────────────────────────────┘

UC-DASH-04: View Department Breakdown

Primary Actor: Tenant Admin, HR Manager

Preconditions

Actor is authenticated
Multiple departments exist
Employees are assigned to departments

Main Flow

Actor navigates to Analytics → Departments
Views department overview:
- List of all departments
- Headcount per department
- Department heads
Selects department for details:
- Employee list
- Sub-teams (if hierarchical)
- Headcount trend over time
- Current vs budgeted headcount
Can view charts:
- Pie chart: Department distribution
- Bar chart: Headcount by department
- Line chart: Headcount trend

Alternative Flows

A1: Compare Departments

Select multiple departments
View side-by-side comparison
Metrics: Size, growth rate, leave usage

A2: Export Report

Actor clicks Export
Generates PDF/Excel report
Includes all visible metrics and charts

Postconditions

Actor understands org structure
Can identify trends and imbalances

Department Analytics View

┌────────────────────────────────────────────────────────────┐
│ Department Analytics                                        │
├───────────────────────────────┬────────────────────────────┤
│ Department Distribution       │ Headcount Trend            │
│                               │                            │
│    Engineering ████████ 45    │     50 ┤    ╭──────        │
│    Sales       █████    32    │     40 ┤  ╭─╯              │
│    Operations  ████     28    │     30 ┤╭─╯                │
│    Marketing   ███      21    │     20 ┤                   │
│    Finance     ███      18    │        └─────────────      │
│    HR          ██       12    │        J F M A M J         │
│                               │                            │
├───────────────────────────────┴────────────────────────────┤
│ Department Details: Engineering                             │
├────────────────────────────────────────────────────────────┤
│ Head: Sarah Chen (CTO)                                     │
│ Total: 45 employees                                         │
│ Teams: Frontend (12), Backend (15), QA (10), DevOps (8)    │
│ Growth: +5 this quarter (+12.5%)                           │
└────────────────────────────────────────────────────────────┘

UC-DASH-05: View Recent Activity

Primary Actor: Tenant Admin, HR Manager

Preconditions

Actor is authenticated
System has activity data

Main Flow

Actor navigates to Analytics → Activity
Views activity feed showing:
- Timestamp
- Action type
- Actor (who did it)
- Target (what was affected)
- Details
Can filter by:
- Date range
- Activity type (new hire, leave, document, etc.)
- Department
- User
Can search for specific activities

Alternative Flows

A1: Audit Trail

Actor needs detailed audit for compliance
Switches to Audit Log view
Shows all system changes with before/after values

A2: Export Activity Log

Filtered to date range
Export to CSV for external analysis

Postconditions

Actor has visibility into system activity
Can track changes for compliance

Activity Types

Type	Example
Employee Added	"John Smith was added by HR Admin"
Employee Terminated	"Jane Doe was terminated"
Leave Approved	"Bob's vacation was approved by Manager"
Document Uploaded	"Policy v2.pdf was uploaded by HR"
Role Changed	"Mike was promoted to Manager"
Login	"Admin logged in from new device"

Activity Feed Example

┌────────────────────────────────────────────────────────────┐
│ Recent Activity                           [Filter] [Export]│
├────────────────────────────────────────────────────────────┤
│ Today                                                      │
│ ├─ 10:30 AM  New employee added                           │
│ │            John Smith joined Engineering                 │
│ │            Added by: HR Admin                            │
│ │                                                          │
│ ├─ 09:15 AM  Leave approved                               │
│ │            Bob's vacation (Dec 15-20) approved           │
│ │            Approved by: Dev Manager                      │
│ │                                                          │
│ Yesterday                                                  │
│ ├─ 04:45 PM  Document uploaded                            │
│ │            "2024 Benefits Guide.pdf"                     │
│ │            Uploaded by: HR Manager                       │
│ │                                                          │
│ ├─ 02:30 PM  Employee terminated                          │
│ │            Jane Doe's last day was Dec 3                 │
│ │            Processed by: HR Admin                        │
└────────────────────────────────────────────────────────────┘

UC-DASH-06: AI-Generated Insights

Primary Actor: Tenant Admin, HR Manager

Preconditions

Actor is authenticated
Sufficient data exists for analysis
AI service is available

Main Flow

Actor navigates to Analytics → AI Insights
System displays AI-generated observations:
- Trends detected
- Anomalies identified
- Recommendations
Each insight includes:
- Observation (what was noticed)
- Data supporting it
- Suggested action (if applicable)
- Confidence level
Actor can:
- Dismiss insights (won't show again)
- Mark as "Investigating"
- Share with team
Insights refresh weekly or on-demand

Alternative Flows

A1: No Insights Available

Insufficient data for meaningful analysis
System displays: "Keep using the system to generate insights"
Suggests what data would help (more employees, longer history)

A2: Custom Analysis Request

Actor asks AI a specific question
AI analyzes data and provides custom insight
"What's our average tenure by department?"

Postconditions

Actor receives proactive insights
Can take data-driven actions

AI Insight Examples

Category	Insight	Suggested Action
Leave Patterns	"Engineering team has 30% more sick leave than company average"	"Consider wellness program for Engineering"
Turnover Risk	"3 employees haven't updated profiles in 6+ months"	"Send profile update reminder"
Onboarding	"New hires in Sales complete onboarding 2 days faster than others"	"Review Sales onboarding for best practices"
Headcount	"Marketing grew 40% this quarter, fastest in company"	"Ensure management capacity keeps pace"
Engagement	"Document access dropped 25% last month"	"Check if key documents need updates"

AI Insights View

┌────────────────────────────────────────────────────────────┐
│ AI Insights                               Last updated: Now│
├────────────────────────────────────────────────────────────┤
│ 🔴 High Priority                                           │
│ ┌──────────────────────────────────────────────────────┐   │
│ │ Engineering team leave patterns unusual              │   │
│ │                                                      │   │
│ │ Observation: Engineering has 30% higher sick leave   │   │
│ │ usage compared to company average over last 3 months │   │
│ │                                                      │   │
│ │ Data: Eng avg 3.2 days, Company avg 2.4 days        │   │
│ │                                                      │   │
│ │ Suggestion: Consider team wellness check-in         │   │
│ │                                                      │   │
│ │ Confidence: High (based on 45 employees, 3 months)  │   │
│ │                                                      │   │
│ │ [Dismiss] [Investigate] [Share with HR]             │   │
│ └──────────────────────────────────────────────────────┘   │
│                                                            │
│ 🟡 Medium Priority                                         │
│ ┌──────────────────────────────────────────────────────┐   │
│ │ Onboarding completion rates vary by department       │   │
│ │                                                      │   │
│ │ Sales: 95% complete within 7 days                   │   │
│ │ Engineering: 72% complete within 7 days              │   │
│ │                                                      │   │
│ │ Suggestion: Review Engineering onboarding workflow  │   │
│ └──────────────────────────────────────────────────────┘   │
└────────────────────────────────────────────────────────────┘

UC-DASH-07: User Creates Custom Dashboard

Primary Actor: Employee, Manager, HR Manager, Tenant Admin

Preconditions

User is authenticated
User has dashboard creation permission (based on role limits)
User has not exceeded dashboard limit for their role

Main Flow

User clicks "New Dashboard" button
System shows dashboard creation form:
- Name (required)
- Description (optional)
- Visibility: Personal (default) or Shared
User enters dashboard details
System creates empty dashboard canvas
User is redirected to new dashboard in edit mode
User can immediately start adding widgets

Alternative Flows

A1: Dashboard Limit Reached

User has reached max dashboards for their role
System displays: "Dashboard limit reached (X of X)"
Offers to delete existing dashboard or upgrade

A2: Duplicate Name

User enters name that already exists
System suggests unique name (e.g., "My Dashboard (2)")

Postconditions

New dashboard created
Dashboard saved in user's dashboard list
User is in edit mode on new dashboard

Permission Limits by Role

Role	Max Custom Dashboards	Can Share
Employee	3	No (personal only)
Manager	5	Team members
HR Manager	10	Department
Tenant Admin	Unlimited	Company-wide

Primary Actor: Dashboard owner or editor

Preconditions

User is authenticated
User has edit access to dashboard
Dashboard is in edit mode

Main Flow

User clicks "+ Add Widget" button
System displays Widget Gallery modal:
- Categories: Metrics, Charts, Lists, AI, Quick Actions
- Widgets filtered by user's permissions
- Search functionality
User browses/searches widgets
Hovers over widget to see preview:
- Widget thumbnail
- Description
- Size requirements
Clicks widget to add
Widget appears on dashboard with default size
Widget loads data automatically

Alternative Flows

A1: Widget Requires Configuration

Widget has required settings
Configuration modal opens immediately
User configures widget before it displays

A2: No Available Space

Dashboard is full at current layout
System auto-expands canvas
New widget added at bottom

Postconditions

Widget instance added to dashboard
Widget displays live data
Layout auto-saved

Category	Example Widgets	Description
Metrics	Headcount Summary, Leave Balance, Pending Approvals Count	Single-value or summary displays
Charts	Department Distribution, Headcount Trend, Leave Calendar	Visual data representations
Lists	Recent Activity, Team Members, My Tasks, Documents	Scrollable item lists
AI	AI Insights, AI Chat Quick Access	AI-powered features
Quick Actions	Submit Leave, View Profile, Team Directory	Action shortcuts

┌────────────────────────────────────────────────────────────┐
│ Add Widget                                        [X Close]│
├────────────────────────────────────────────────────────────┤
│ 🔍 Search widgets...                                       │
├────────────────────────────────────────────────────────────┤
│ Categories: [All] [Metrics] [Charts] [Lists] [AI] [Quick]  │
├────────────────────────────────────────────────────────────┤
│                                                            │
│ Metrics                                                    │
│ ┌───────────┐ ┌───────────┐ ┌───────────┐ ┌───────────┐   │
│ │ Headcount │ │   Leave   │ │  Pending  │ │   Team    │   │
│ │  Summary  │ │  Balance  │ │ Approvals │ │   Size    │   │
│ │    📊     │ │    📅     │ │    🔔     │ │    👥     │   │
│ └───────────┘ └───────────┘ └───────────┘ └───────────┘   │
│                                                            │
│ Charts                                                     │
│ ┌───────────┐ ┌───────────┐ ┌───────────┐                 │
│ │Department │ │ Headcount │ │   Leave   │                 │
│ │   Pie     │ │   Trend   │ │  Calendar │                 │
│ │    🥧     │ │    📈     │ │    📆     │                 │
│ └───────────┘ └───────────┘ └───────────┘                 │
│                                                            │
└────────────────────────────────────────────────────────────┘

UC-DASH-09: User Customizes Dashboard Layout

Primary Actor: Dashboard owner or editor

Preconditions

User is authenticated
User has edit access to dashboard

Main Flow

User clicks "Edit Layout" button
Dashboard enters edit mode:
- Edit mode indicator shown
- Widgets show drag handles
- Resize handles appear on widgets
User customizes layout:
- Drag: Click and hold widget header to reposition
- Resize: Drag corner/edge handles to resize
- Grid snap: Widgets snap to grid for alignment
System auto-saves changes (debounced 500ms)
User clicks "Done Editing" to exit edit mode
Layout is locked

Alternative Flows

A1: Widget Size Constraints

User tries to resize below minimum
Widget snaps to minimum size
Tooltip shows: "Minimum size reached"

A2: Undo Change

User makes unwanted change
Clicks Undo or Ctrl+Z
Previous layout restored

A3: Reset to Default

User clicks "Reset Layout"
Confirmation dialog shown
Dashboard returns to system default layout

Postconditions

Layout changes persisted
All users with access see updated layout (if shared)

Layout Grid System

┌────────────────────────────────────────────────────────────┐
│                    RESPONSIVE BREAKPOINTS                   │
├────────────────────────────────────────────────────────────┤
│                                                            │
│  XL (>1920px)    12 columns    Full desktop               │
│  LG (>1200px)    12 columns    Desktop                    │
│  MD (>996px)      8 columns    Tablet landscape           │
│  SM (>768px)      4 columns    Tablet portrait            │
│  XS (>480px)      1 column     Mobile (stacked)           │
│                                                            │
└────────────────────────────────────────────────────────────┘

Edit Mode View

┌────────────────────────────────────────────────────────────┐
│ My Dashboard            [+ Add Widget] [Undo] [Done Editing]│
├────────────────────────────────────────────────────────────┤
│ ⚡ Edit Mode Active - Drag widgets to reposition           │
├────────────────────────────────────────────────────────────┤
│                                                            │
│ ┌─────────────────[:::]─────────────────┬────────────────┐ │
│ │ ⠿ Headcount Summary                   │ ⠿ Leave Balance│ │
│ │ ═══════════════════════════════════   │ ═══════════════│ │
│ │         [Widget Content]              │ [Widget Content]│ │
│ │                                       │                 │ │
│ │                              [↘ resize]│        [↘ resize]│
│ └───────────────────────────────────────┴────────────────┘ │
│                                                            │
│ ┌───────────────────────────────────────────────────────┐ │
│ │ ⠿ Recent Activity                                     │ │
│ │ ═════════════════════════════════════════════════════ │ │
│ │                    [Widget Content]                   │ │
│ │                                                [↘ resize]│
│ └───────────────────────────────────────────────────────┘ │
└────────────────────────────────────────────────────────────┘

UC-DASH-10: User Manages Dashboard Layouts

Primary Actor: Dashboard owner

Preconditions

User is authenticated
User owns or has edit access to dashboard
Dashboard has been customized

Main Flow

User clicks "Manage Layouts" button
System shows Layout Manager modal:
- List of saved layouts
- Current layout indicator
- Save/Load/Delete options
User can:
- Save Current: Save current layout with name
- Load: Switch to a saved layout
- Set Default: Mark layout as default
- Delete: Remove saved layout
- Export: Download layout as JSON
- Import: Upload layout JSON file

Alternative Flows

A1: Save Layout

User clicks "Save Current Layout"
Enters layout name and optional description
Optionally sets as default
Layout saved

A2: Load Layout

User selects saved layout
Confirmation: "Load this layout? Current changes will be lost"
Dashboard updates to selected layout

A3: Import Layout

User clicks "Import"
Selects JSON file
System validates layout
Layout applied or error shown

Postconditions

Layouts managed successfully
Current layout persisted

┌────────────────────────────────────────────────────────────┐
│ Manage Layouts                                    [X Close]│
├────────────────────────────────────────────────────────────┤
│ Current: "Q4 Review Layout"                                │
│                                                            │
│ [💾 Save Current] [📥 Import]                              │
├────────────────────────────────────────────────────────────┤
│ Saved Layouts                                              │
│                                                            │
│ ┌──────────────────────────────────────────────────────┐   │
│ │ ⭐ Default Layout                            [Default]│   │
│ │    4 widgets • Last modified: Dec 1, 2024            │   │
│ │    [Load] [Export] [Delete]                          │   │
│ └──────────────────────────────────────────────────────┘   │
│                                                            │
│ ┌──────────────────────────────────────────────────────┐   │
│ │ 📊 Q4 Review Layout                          [Active]│   │
│ │    6 widgets • Last modified: Dec 5, 2024            │   │
│ │    [Set as Default] [Export] [Delete]                │   │
│ └──────────────────────────────────────────────────────┘   │
│                                                            │
│ ┌──────────────────────────────────────────────────────┐   │
│ │ 📋 Team Overview                                     │   │
│ │    3 widgets • Last modified: Nov 15, 2024           │   │
│ │    [Load] [Set as Default] [Export] [Delete]         │   │
│ └──────────────────────────────────────────────────────┘   │
│                                                            │
└────────────────────────────────────────────────────────────┘

UC-DASH-11: Tenant Admin Configures System Dashboards

Primary Actor: Tenant Admin

Preconditions

Tenant Admin is authenticated
System dashboards exist

Main Flow

Tenant Admin navigates to Settings → System Dashboards
Views list of system dashboards:
- Company Dashboard (for Admins)
- Team Dashboard (for Managers)
- Employee Dashboard (for all users)
- HR Dashboard (for HR roles)
Selects dashboard to configure
Enters admin edit mode:
- Add/remove widgets
- Rearrange layout
- Configure default widget settings
Saves changes
Changes apply to all users with access to that dashboard

Alternative Flows

A1: Reset to Factory Default

Admin clicks "Reset to Default"
Confirmation dialog
Dashboard returns to platform default configuration

A2: Preview as Role

Admin clicks "Preview as..."
Selects role (Manager, Employee, etc.)
Sees dashboard as that role would see it
Returns to admin view

Postconditions

System dashboard configuration updated
All affected users see new layout on next visit
Changes logged in audit trail

System Dashboard Types

Dashboard	Target Users	Default Widgets
Company Dashboard	Tenant Admin	Headcount, Dept Distribution, Activity, AI Insights
Team Dashboard	Managers	My Profile, My Team, Pending Approvals, Team Calendar
Employee Dashboard	All	My Profile, Leave Balance, My Tasks, Quick Actions
HR Dashboard	HR Roles	Headcount, Onboarding Progress, Leave Overview, Compliance

Admin Configuration View

┌────────────────────────────────────────────────────────────┐
│ System Dashboard Configuration              [Back to List] │
├────────────────────────────────────────────────────────────┤
│ Editing: Employee Dashboard                                │
│ Applies to: All employees (156 users)                      │
│                                                            │
│ [+ Add Widget] [Preview as Employee] [Reset to Default]    │
├────────────────────────────────────────────────────────────┤
│ ⚠️ Admin Edit Mode - Changes affect ALL employees          │
├────────────────────────────────────────────────────────────┤
│                                                            │
│ ┌─────────────────────────┬────────────────────────────┐   │
│ │ ⠿ My Profile            │ ⠿ Leave Balance            │   │
│ │ [Required - Cannot Remove]│ [⚙️ Configure] [🗑 Remove]  │   │
│ └─────────────────────────┴────────────────────────────┘   │
│                                                            │
│ ┌────────────────────────────────────────────────────────┐ │
│ │ ⠿ My Tasks                              [⚙️] [🗑]      │ │
│ └────────────────────────────────────────────────────────┘ │
│                                                            │
│ [Cancel] [Save Changes]                                    │
└────────────────────────────────────────────────────────────┘

UC-DASH-12: User Shares Custom Dashboard

Primary Actor: Manager, HR Manager, Tenant Admin

Preconditions

User is authenticated
User owns a custom dashboard
User has sharing permissions (Manager+ role)

Main Flow

User opens dashboard settings
Clicks "Share Dashboard"
System shows sharing modal:
- Current sharing status
- Share options based on user's role
User selects sharing scope:
- Team: All direct reports
- Department: All department members
- Specific Users: Select individuals
- Company-wide: All employees (Admin only)
Sets permission level:
- View: Recipients can view but not edit
- Edit: Recipients can customize layout
Confirms sharing
Recipients see shared dashboard in their dashboard list

Alternative Flows

A1: Revoke Access

User clicks "Manage Access"
Sees list of current shares
Clicks "Remove" next to recipient
Access revoked immediately

A2: Cannot Share (Employee Role)

Employee tries to share
System shows: "Sharing requires Manager or higher role"
Dashboard remains personal

A3: Recipient Edits Shared Dashboard

Recipient has edit permission
Makes layout changes
Changes saved to their personal version
Original dashboard unaffected

Postconditions

Dashboard shared with selected recipients
Recipients notified (optional)
Share recorded in audit log

Role	Can Share With	Max Scope
Employee	None	Personal only
Manager	Team members	Team
HR Manager	Department	Department
Tenant Admin	Anyone	Company-wide

┌────────────────────────────────────────────────────────────┐
│ Share Dashboard: "Q4 Review"                      [X Close]│
├────────────────────────────────────────────────────────────┤
│ Current Access                                             │
│ 🔒 Private (only you)                                      │
├────────────────────────────────────────────────────────────┤
│ Share With                                                 │
│                                                            │
│ ○ My Team (5 members)                                      │
│   All your direct reports                                  │
│                                                            │
│ ○ Specific People                                          │
│   🔍 Search users...                                       │
│                                                            │
│ ○ My Department (Engineering - 45 people)                  │
│   All members of your department                           │
│                                                            │
├────────────────────────────────────────────────────────────┤
│ Permission Level                                           │
│                                                            │
│ ○ View Only - Recipients can view but not modify           │
│ ● Can Edit - Recipients can customize their own copy       │
│                                                            │
├────────────────────────────────────────────────────────────┤
│ □ Notify recipients via email                              │
│                                                            │
│ [Cancel]                                    [Share]        │
└────────────────────────────────────────────────────────────┘

Summary

Use Case	Primary Actor	Purpose
UC-DASH-01	Tenant Admin	View company-wide dashboard
UC-DASH-02	Manager	View personal and team dashboard
UC-DASH-03	Manager, Admin	Process pending approvals
UC-DASH-04	Admin, HR	Analyze department structure
UC-DASH-05	Admin, HR	Track recent system activity
UC-DASH-06	Admin, HR	Receive AI-generated insights
UC-DASH-07	All users	Create custom dashboard
UC-DASH-08	Dashboard editors	Add widget to dashboard
UC-DASH-09	Dashboard editors	Customize dashboard layout
UC-DASH-10	Dashboard owners	Manage saved layouts
UC-DASH-11	Tenant Admin	Configure system dashboards
UC-DASH-12	Manager+	Share custom dashboard

Dashboard System Architecture

Dashboard Types

Type	Description	Who Can Edit
System Dashboards	Pre-defined by platform, consistent for all users of a role	Tenant Admin only
Personal Dashboards	User-created, private by default	Owner only
Shared Dashboards	User-created, shared with team/department	Owner and editors

System Dashboards

Dashboard	Target Audience	Purpose
Company Dashboard	Tenant Admin	Company-wide metrics and activity
Team Dashboard	Managers	Team overview and pending actions
Employee Dashboard	All employees	Personal info and quick actions
HR Dashboard	HR roles	HR-specific metrics and compliance

The system uses a centralized Widget Registry pattern. Each widget is registered with:

Metadata: ID, title, description, category
Size constraints: Default, minimum, maximum dimensions
Permissions: Required roles/permissions to access
Configuration: Whether configurable and default settings

See Dashboard System Implementation for technical details.

Dashboard Access Matrix

Dashboard Feature	Employee	Manager	HR Manager	Tenant Admin
Personal metrics	✅	✅	✅	✅
Team metrics	❌	✅ Own team	✅ All	✅ All
Company headcount	❌	❌	✅	✅
Department analytics	❌	❌	✅	✅
Activity log	❌	❌	✅ Limited	✅ Full
AI Insights	❌	❌	✅	✅
Pending approvals	❌	✅ Own	✅ All	✅ All
Create custom dashboard	✅ (3 max)	✅ (5 max)	✅ (10 max)	✅ (unlimited)
Edit system dashboards	❌	❌	❌	✅
Share dashboards	❌	✅ Team	✅ Department	✅ Company
Manage layouts	✅ Own	✅ Own	✅ Own	✅ All

AI Chat Integration

The following dashboard use cases can be triggered via AI Chat. See AI Chat Specification for full implementation details.

AI Chat-Enabled Actions

Use Case	AI Tool	Requires Confirmation
UC-DASH-01	`dashboard_metrics`	No (read-only)
UC-DASH-02	`dashboard_metrics`	No (read-only)
UC-DASH-03	`dashboard_pending_approvals`	No (read-only)
UC-DASH-04	`dashboard_metrics`	No (read-only)
UC-DASH-06	`dashboard_insights`	No (read-only)

UC-DASH-01: View Company Metrics via AI Chat

Example prompts:

"What's our current headcount?"
"Show me company dashboard"
"How many employees do we have?"
"What's our headcount by department?"

AI Chat Flow:

User: "What's our current headcount?"

AI: Shows Info Card
┌─────────────────────────────────────────────┐
│ Company Overview                            │
│                                             │
│ Total Employees: 156                        │
│ Active: 152 | On Leave: 4                   │
│                                             │
│ By Department:                              │
│ Engineering: 45 (29%)                       │
│ Sales: 32 (21%)                             │
│ Operations: 28 (18%)                        │
│ Marketing: 21 (13%)                         │
│ Other: 30 (19%)                             │
│                                             │
│ [View Full Dashboard]                       │
└─────────────────────────────────────────────┘

UC-DASH-03: View Pending Approvals via AI Chat

Example prompts:

"What's pending my approval?"
"Show my action items"
"Any leave requests to approve?"
"What needs my attention?"

AI Chat Flow:

User: "What's pending my approval?"

AI: Shows Info Card
┌─────────────────────────────────────────────┐
│ Pending Approvals (7)                       │
│                                             │
│ Leave Requests (5):                         │
│ - Bob Smith: Vacation Dec 15-20 (5 days)    │
│ - Jane Doe: Sick Leave Dec 6 (1 day)        │
│ - Mike Lee: Personal Dec 10 (1 day)         │
│ + 2 more                                    │
│                                             │
│ Document Access (2):                        │
│ - New Hire: Engineering Docs                │
│ - Intern: Training Materials                │
│                                             │
│ [View All] [Approve Leave Requests]         │
└─────────────────────────────────────────────┘

UC-DASH-06: Get AI Insights via AI Chat

Example prompts:

"What are the trends in time-off usage?"
"Any unusual patterns this month?"
"Give me HR insights for Q4"
"What should I know about my team?"

AI Chat Flow:

User: "Any insights about my team?"

AI: Shows Insights Card
┌─────────────────────────────────────────────┐
│ AI Insights for Engineering Team            │
│                                             │
│ [!] High Priority:                          │
│ "Engineering has 30% higher sick leave      │
│ than company average this quarter"          │
│ Suggestion: Consider wellness check-in      │
│                                             │
│ [i] Observation:                            │
│ "2 team members haven't updated profiles    │
│ in 6+ months"                               │
│ Suggestion: Send profile update reminder    │
│                                             │
│ [ok] Positive:                              │
│ "Onboarding completion improved by 15%"     │
│                                             │
│ [Ask Another Question]                      │
└─────────────────────────────────────────────┘

Business Rules for AI Chat Dashboard Actions

Rule	Description
Permission Based	Users only see metrics they have access to
Scope Filtering	Managers see team data, Admins see company data
Real-time Data	Metrics reflect current database state
Insight Refresh	AI insights refresh weekly or on-demand

Analytics Dashboard Use Cases

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