Product:Section 2|Add new coordinators to the system

[sanjumv]

🧩 Overview

We need to enable Admin Coordinators within the Home Unite Us (HUU) platform to add new Coordinators to the system. This feature will allow Admin Coordinators to onboard new Coordinators quickly and ensure they can access the Coordinator Dashboard and perform their program management duties efficiently.

🧩 Objective

Develop a secure and user-friendly “Add Coordinator” functionality that enables Admin Coordinators to create new Coordinator accounts, assign them roles and permissions, and ensure they are ready to manage Guests/Hosts and program workflows from their dashboard.

🔍 Context / Background

Coordinator role, as central to program success, is responsible for managing referrals, connecting Guests and Hosts, facilitating training, and maintaining regular communication with participants. A timely onboarding of new Coordinators is essential to sustain the service continuity.

Host Home Project Brief Workflow: Indicates several manual data entry and communication tasks handled by Coordinators during Guest/Host onboarding. Adding new Coordinators digitally reduces administrative delays caused by offline or manual account creation. Coordinator Dashboard (Issue #501) defines the functionality for Coordinators to manage Guests/Hosts from their dashboard. The “Add Coordinator” feature complements this by ensuring Admin Coordinators can quickly authorize new users to access this interface.

📌 Scope of Work

• Add an “Add New Coordinator” feature accessible from the Admin Dashboard.
• Include form fields such as Name, Email, Role, Region, and optional notes.
• Validate inputs and ensure email uniqueness.
• Trigger an automated invitation email to the new Coordinator with a verification link.
• Upon verification, assign appropriate permissions and link them to the Coordinator Dashboard.
• Enable Admin Coordinators to view, edit, and deactivate Coordinator accounts.
• Ensure secure handling of personal and access data following HUU’s privacy guidelines.
• Log all account creation and role assignment actions for audit purposes.

🧠 Problem Statement
Currently, there is no digital process for Admin Coordinators to add new Coordinators to the system. Account setup requests are handled manually, causing delays in access provisioning and interruptions in program activities. This feature addresses the need for a secure, efficient onboarding process for new Coordinators, reducing operational bottlenecks and improving service responsiveness.

🙋 User Story
As an Admin Coordinator,
I want to be able to add new Coordinators to the system,
So that they can start working immediately and manage Guest/Host onboarding tasks through the Coordinator Dashboard.

🎯 Acceptance Criteria (Definition of Done)

• Admin Coordinator can access the “Add Coordinator” option in their dashboard.
• A form opens with required fields: Name, Email, Role (Coordinator), Region, and optional Notes.
• System validates inputs and ensures no duplicate email entries.
• On submission, the system sends an automated email with an account creation/verification link.
• New Coordinator completes verification and sets up credentials (password or social login).
• Upon successful setup, Coordinator is redirected to their Dashboard.
• The Admin Coordinator can view the new Coordinator in the “Coordinator Directory.”
• Admin Coordinator can edit Coordinator details or deactivate accounts if required.
• All actions (creation, edit, deactivate) are captured in the audit trail.
• Access rights and permissions align with the defined “Coordinator” role as per RBAC standards.
• Design handoff and stakeholder approval completed.

🖼 Design Notes (Preliminary)

• Ready for design: Under Review
• Follow the design language of the “Coordinator Account Creation” screen in the Sample User Story.
• Include confirmation modals and success notifications.
• Maintain alignment with accessibility (WCAG 2.1) and consistency in form layout across HUU interfaces.
• Consider progressive disclosure for advanced options (role, permissions).
• Use components from the design system (input fields, buttons, alerts).

🛑 Constraints / Risks / Workflow Dependency

• Must comply with data privacy and security standards (GDPR, HIPAA where applicable).
• Role-based access control must ensure only Admin Coordinators can perform this function.
• Email verification service dependency must be active and integrated.
• Any backend service downtime may delay activation.
• Dependent on the Coordinator Dashboard Endpoint (Coordinator Dashboard Endpoint #651) and Authentication/Role Service being functional.
• Must ensure coordination with backend and UX teams for end-to-end testing.