Career fair queue management app

CAREER FAIR QUEUE MANAGEMENT APP (FIXED PRICE, HARD DEADLINE) 1. CONTEXT AND OBJECTIVE The end client is a business school. Every year it runs an in-person career fair with 30-50 companies and over 1,000 students. Today, queues at company tables are managed physically: students spend the whole day standing in line and lose their spot whenever the recruiter steps away. The app solves one problem only: eliminating physical queues. Students join a queue from their smartphone, see their live position, and get notified when it's their turn. Recruiters manage their queue from their own device. The school administers companies and the event from an admin panel. Final delivery to Soraia: November 6, 2026 (binding timeline, see section 7). Soraia handles the client relationship, product management, final QA, and first-level support. From the vendor we require complete development: UI, frontend, backend, QA, and deployment, based on this document and the materials delivered at kickoff (brand assets). 2. FUNCTIONAL REQUIREMENTS Student (mobile-first) - Email sign-up and login; profile with CV upload (PDF) and basic info (program, year). School membership verified via email-domain whitelist or a list imported by the admin: to be confirmed at kickoff, plan for the simplest solution - Event home: list of companies with logo, short company profile, queue status (people waiting, estimated wait) - Join a queue, with a cap on concurrent queues per student (admin parameter, default 2) - "My queues" view: live position, estimated wait, option to leave a queue - "You're next" and "It's your turn" alerts: email in Variant A, push in Variant B Recruiter (desktop-first, responsive) - Login with credentials created by the admin. Multiple recruiters per company operate in parallel on a single company queue. - Session setup: availability time window; standard interview length set by the admin at event level (e.g., 10 or 20 minutes) - Queue management: open, call next, mark no-show, personal pause (coffee, lunch, etc.; one recruiter's pause does not block the other recruiters of the same company), close - Student CV viewable before, during, and after the interview - Recap also available post-event: list of students with status (interviewed, no-show, not seen) and downloadable CVs Admin (school) - Company management: creation, logo, short profile, number of recruiters - Recruiter and student account management (creation, reset, import) - Event parameters: dates, standard slot length, queue cap per student - Live monitor on event day: queue status per company, interviews completed - Basic statistics and CSV export: interviews per company, queue volumes, no-shows 3. NON-FUNCTIONAL REQUIREMENTS - Load: 1,500-2,000 registered students, 50-60 companies, 100-150 recruiters, usage concentrated in a single day. Real-time queue updates, target under 3 seconds - Mandatory load test before delivery, with report - GDPR: hosting and data in the EU. CVs are personal data: configurable retention with post-event deletion. The stack will be reviewed by the client's DPO: provide the list of subprocessors and data locations - Interface language: English - Compatibility: recent Safari iOS and Chrome Android on the student side; Chrome/Edge desktop for recruiters and admin - Event day is maximum criticality: no maintenance windows, on-call availability required (section 8) 4. REQUIRED TECH STACK Binding, unless a justified alternative is proposed in your offer: - Backend: Xano, EU-hosted instance. Non-negotiable: Xano's GDPR/SOC/ISO documentation has already been validated by the DPOs. - Frontend: up to you, justify your choice. - Real-time: Xano Realtime (websockets) for queue updates - Transactional email: provider with EU servers or a solid DPA (e.g., Brevo, Mailjet); vendor's proposal - Dev/staging/prod environments on accounts provided by Soraia, with named, revocable user accounts. Development on dummy data only, no real student data - Mobile app: approach proposed by the vendor (wrapper such as Capacitor/Median over the web app, or native), backend unchanged, published under Apple Developer and Google Play accounts provided by Soraia - Mention if and which AI agents/IDEs you use for development. 5. VARIANTS TO QUOTE - Variant A, web app: responsive, installable on the home screen, alerts via email. Priced separately as an option: PWA web push for turn alerts, with a note on real-world iOS/Android coverage - Variant B, store app: native push notifications, published on the App Store and Play Store. State the price delta, additional time, and recurring store maintenance costs 6. DELIVERABLES - Working application in staging and production (chosen variant) - Full ownership of code, configurations, and assets transferred to Soraia from project start - Essential technical documentation: architecture, data model, deployment procedures - Supporting privacy documentation: subprocessors, data flows - Load test report - Short operating guide for admins and recruiters 7. BINDING TIMELINE - September 11, 2026: proposals due - September 15, 2026: award and kickoff (detailed specs, access, materials) - October 9, 2026: M1, student flow and queue engine working in staging - October 30, 2026: M2, complete beta (recruiter, admin, notifications) with load test done, delivered to Soraia for QA - November 6, 2026: M3, QA bug fixes closed, final delivery and acceptance - Mid-November to December: end-client testing, fixes under warranty - January 2027: company onboarding, second-level support - March 9, 2027: event day, remote standby 8. REQUIRED QUOTE STRUCTURE Fixed price. We do not evaluate time & materials offers. The proposal must include: 1. Price for Variant A and Variant B, with a breakdown by milestone 2. Milestone plan (reference: 30% at kickoff, 40% at beta, 30% at acceptance), set up as Upwork fixed-price milestones funded in escrow and released on acceptance of each milestone 3. Bug-fix warranty on all deliverables through March 15, 2027, included in the fixed price 4. Separate fixed-price milestone: January onboarding support and remote on-call on March 9, 2027, 8:00-18:00 CET 5. Estimate of recurring platform costs borne by Soraia (Xano plans, email, any store accounts), separate from your fee 9. TERMS - Full transfer of intellectual property to Soraia - NDA before end-client details are shared - No subcontracting without written authorization - All communication before hire and all payments run through Upwork - Any delay must be reported immediately: the event date cannot move 10. HOW TO RESPOND - Detailed quote with milestones and a justified architecture for the proposed stack - Links to 2-3 comparable products you have shipped (live URLs, store listings, or a short video walkthrough), ideally with real-time features - Availability for a short call, where we will ask you to walk us through one of your shipped products