app/UAT_PLAYBOOK.md

UAT Playbook

1. Overview

GroomBook is an open-source, self-hostable pet grooming business management & CRM platform. The monorepo contains the Hono API (apps/api), React PWA web app (apps/web), E2E tests (apps/e2e), and shared packages (packages/db, packages/types). Tech stack: Hono + React 19 + Vite + PostgreSQL + Drizzle ORM + Authentik OIDC.

2. Environments

Environment	URL	Notes
Dev	https://dev.groombook.dev	Development environment for active development
UAT	https://uat.groombook.dev	User Acceptance Testing environment
Production	https://demo.groombook.dev	Production/demo environment

Local Development: Run docker compose up --build at repository root. Web app available at localhost:8080, API at localhost:3000.

3. Pre-conditions

• UAT environment is accessible at https://uat.groombook.dev
• Test accounts are seeded with the following personas:
  • Manager: Full administrative access
  • Staff: Limited access to assigned appointments and clients
  • Client: Portal access to view and manage their own appointments
• OIDC is configured with Authentik at https://auth.farh.net
• Seed data is populated:
  • Sample clients and pets
  • Grooming services with pricing and duration
  • Existing appointments
• Stripe test keys are configured for payment flow testing
• Email/SMS providers (Telnyx, etc.) are configured for notification testing

4. Test Cases

4.1 Authentication

#	Scenario	Steps	Expected
TC-APP-4.1.1	OIDC login (Authentik)	1. Navigate to UAT environment 2. Click "Login with Authentik" 3. Enter test credentials 4. Authorize the application	User is redirected to app dashboard, session is established
TC-APP-4.1.2	Email + password login (UAT Super)	1. Navigate to UAT environment sign-in page 2. Select email+password flow 3. Enter uat-super@groombook.dev and UAT super password 4. Submit	User is logged in and redirected to dashboard with manager access
TC-APP-4.1.3	Email + password login (UAT Groomer)	1. Navigate to UAT environment sign-in page 2. Select email+password flow 3. Enter uat-groomer@groombook.dev and UAT groomer password 4. Submit	User is logged in and redirected to dashboard with staff/groomer access
TC-APP-4.1.4	Email + password login (UAT Customer)	1. Navigate to UAT environment sign-in page 2. Select email+password flow 3. Enter uat-customer@groombook.dev and UAT customer password 4. Submit	User is logged in with client portal access
TC-APP-4.1.5	Email + password login (UAT Tester)	1. Navigate to UAT environment sign-in page 2. Select email+password flow 3. Enter uat-tester@groombook.dev and UAT tester password 4. Submit	User is logged in with staff/tester access
TC-APP-4.1.6	Session persistence	1. Log in as any user 2. Close browser tab 3. Reopen browser and navigate to UAT	User remains logged in, no re-authentication required
TC-APP-4.1.7	Logout	1. Log in as any user 2. Click logout button 3. Attempt to access protected route	User is logged out and redirected to login page
TC-APP-4.1.8	RBAC - Manager access	1. Log in as Manager (OIDC or email+password) 2. Navigate to Settings, Staff Management, Reports	All administrative features are accessible
TC-APP-4.1.9	RBAC - Staff access	1. Log in as Staff (OIDC or email+password) 2. Attempt to access Settings, Staff Management	Access denied or limited view, staff can only see assigned appointments
TC-APP-4.1.10	RBAC - Client access	1. Log in as Client (email+password) 2. Navigate to portal 3. Attempt to access admin areas	Client can only view their own appointments, pets, and profile
TC-APP-4.1.11	Login after hourly reset	1. Wait for or trigger reset-demo-data CronJob to run 2. Attempt email+password login as any UAT persona	Login succeeds — Better Auth credential accounts survive the reset cycle

4.2 Setup Wizard / OOBE

#	Scenario	Steps	Expected
TC-APP-4.2.1	First-run setup	1. Access fresh UAT environment with no configuration 2. Complete setup wizard: business name, hours, services	Configuration is saved, dashboard loads with setup complete
TC-APP-4.2.2	Setup validation	1. Start setup wizard 2. Leave required fields blank 3. Attempt to proceed	Validation errors displayed, cannot proceed without required fields
TC-APP-4.2.3	Skip setup (if already configured)	1. Access configured environment 2. Attempt to access setup wizard	Redirected to dashboard or setup is marked as complete

4.3 Client Management

#	Scenario	Steps	Expected
TC-APP-4.3.1	Create new client	1. Navigate to Clients page 2. Click "Add Client" 3. Fill in client details (name, email, phone, address) 4. Save	Client is created and appears in client list
TC-APP-4.3.2	Edit client	1. Select existing client 2. Click "Edit" 3. Modify client details 4. Save	Changes are saved and reflected in client profile
TC-APP-4.3.3	Search clients	1. Navigate to Clients page 2. Enter client name or email in search 3. Press Enter/submit	Search results display matching clients
TC-APP-4.3.4	Archive client	1. Select active client 2. Click "Archive" 3. Confirm action	Client is marked as archived, no longer appears in active client list

4.4 Pet Management

#	Scenario	Steps	Expected
TC-APP-4.4.1	Add pet to client	1. Select client 2. Click "Add Pet" 3. Fill in pet details (name, breed, weight, notes) 4. Save	Pet is added to client's pet list
TC-APP-4.4.2	Edit pet information	1. Select pet from client profile 2. Click "Edit" 3. Modify pet details 4. Save	Changes are saved and reflected
TC-APP-4.4.3	View grooming history	1. Select pet with past appointments 2. Navigate to "History" tab	All past grooming appointments and notes are displayed
TC-APP-4.4.4	Add breed notes	1. Edit pet 2. Add breed-specific notes (temperament, special handling) 3. Save	Notes are saved and visible to staff when scheduling

4.5 Appointment Scheduling

#	Scenario	Steps	Expected
TC-APP-4.5.1	Create new appointment	1. Navigate to Calendar or Appointments page 2. Click "New Appointment" 3. Select client, pet, service, staff, date/time 4. Save	Appointment is created and appears in calendar
TC-APP-4.5.2	Modify appointment	1. Select existing appointment 2. Click "Edit" 3. Change date/time, staff, or service 4. Save	Changes are saved and calendar updates
TC-APP-4.5.3	Cancel appointment	1. Select upcoming appointment 2. Click "Cancel" 3. Confirm and optionally select reason	Appointment is marked as cancelled, slot becomes available
TC-APP-4.5.4	Calendar view (day/week/month)	1. Navigate to Calendar 2. Switch between day, week, and month views	Calendar displays appointments in selected time range correctly
TC-APP-4.5.5	Appointment groups	1. Create multiple appointments for same time slot 2. View in calendar	Appointments are grouped/linked appropriately
TC-APP-4.5.6	Appointment availability check	1. Attempt to book appointment during unavailable slot	System shows conflict or prevents double-booking
TC-APP-4.5.7	Booking wizard — size/coat selection	1. Start new appointment booking wizard 2. Select a pet with sizeCategory and coatType set 3. Observe the service/slot selection step	Size and coat type dropdowns are displayed and persist the pet's existing values
TC-APP-4.5.8	Large/X-Large pet slot duration reflects buffer	1. Add a pet with sizeCategory = "large" or "x-large" to an appointment 2. Note the service duration 3. Complete booking and inspect the appointment	Appointment slot includes the service duration plus the configured buffer for the pet's size category
TC-APP-4.5.9	Appointment overrun cascades downstream	1. Book three consecutive same-groomer appointments (A → B → C) 2. Manually extend appointment A's endTime so it overlaps B's startTime by ≥15 min 3. Observe appointment B	Appointment B (and C if still overlapping) is automatically shifted forward by the overrun delta + buffer; no error thrown
TC-APP-4.5.10	Cascaded appointments appear at new times	1. Complete TC-APP-4.5.9 2. Check the calendar/list view	Appointments B and C are now shown at their shifted start/end times
TC-APP-4.5.11	Client receives reschedule notification email	1. Complete TC-APP-4.5.9 2. Check the client's email (or notification log)	Client receives an email with subject/lines indicating their appointment was rescheduled from original time to new time
TC-APP-4.5.12	Appointment flagged when shift crosses day boundary	1. Book appointment D for late afternoon (e.g. 17:30) 2. Extend a prior appointment so D would shift to the next day 3. Observe D	Appointment D is flagged for manual review and is NOT auto-shifted to the next day
TC-APP-4.5.13	Only scheduled/confirmed appointments are cascaded	1. Start a cascade scenario (TC-APP-4.5.9) where a downstream appointment is already in_progress 2. Complete the cascade	The in_progress appointment is not shifted; cascade continues to next eligible appointment

4.6 Services

#	Scenario	Steps	Expected
TC-APP-4.6.1	List all services	1. Navigate to Services page	All configured grooming services are listed
TC-APP-4.6.2	Create new service	1. Click "Add Service" 2. Enter service name, description, duration, price 3. Save	Service is created and appears in list
TC-APP-4.6.3	Edit service	1. Select existing service 2. Modify pricing or duration 3. Save	Changes are saved and reflected
TC-APP-4.6.4	Deactivate service	1. Select service 2. Click "Deactivate" 3. Confirm	Service is marked as inactive, not available for new appointments

4.7 Staff Management

#	Scenario	Steps	Expected
TC-APP-4.7.1	List all staff	1. Navigate to Staff page	All staff members are listed with roles and status
TC-APP-4.7.2	Add new staff member	1. Click "Add Staff" 2. Enter staff details and assign role 3. Save	Staff member is created and can be assigned to appointments
TC-APP-4.7.3	Assign RBAC role	1. Select staff member 2. Change role (e.g., from Staff to Manager) 3. Save	Role change takes effect immediately
TC-APP-4.7.4	Impersonate client	1. As Manager, select client 2. Click "Impersonate" 3. Verify audit log	Manager views client's perspective, action is logged
TC-APP-4.7.5	End impersonation	1. While impersonating, click "End Impersonation"	Session returns to Manager's view

4.8 Invoicing & Payments

#	Scenario	Steps	Expected
TC-APP-4.8.1	Generate invoice	1. Select completed appointment 2. Click "Generate Invoice" 3. Review invoice details	Invoice is created with correct services, pricing, and taxes
TC-APP-4.8.2	Process Stripe payment	1. Open invoice 2. Click "Pay Now" 3. Enter Stripe test card details 4. Submit	Payment is processed, invoice marked as paid
TC-APP-4.8.3	Add tip	1. Before or after payment, add tip amount 2. Save	Tip is added to invoice total
TC-APP-4.8.4	Generate receipt	1. After payment, click "Generate Receipt" 2. Download or view receipt	Receipt is generated with payment details
TC-APP-4.8.5	Process refund	1. Select paid invoice 2. Click "Refund" 3. Enter refund amount and reason 4. Confirm	Refund is processed via Stripe, invoice status updated
TC-APP-4.8.6	Failed payment handling	1. Attempt payment with declined card 2. Verify error handling	Appropriate error message displayed, invoice remains unpaid

4.9 Customer Portal

#	Scenario	Steps	Expected
TC-APP-4.9.1	Client login	1. Access portal URL 2. Log in with client credentials	Client lands on portal dashboard
TC-APP-4.9.2	View appointments	1. Navigate to "My Appointments" 2. Review upcoming and past appointments	All client's appointments are listed
TC-APP-4.9.3	Confirm appointment	1. Select upcoming appointment 2. Click "Confirm"	Appointment is marked as confirmed by client
TC-APP-4.9.4	Cancel appointment	1. Select upcoming appointment 2. Click "Cancel" 3. Provide reason	Appointment is cancelled, notification sent to business
TC-APP-4.9.5	View appointment history	1. Navigate to "History" tab	All past appointments with details are shown

4.9.1 Communication Tab

#	Scenario	Steps	Expected
TC-APP-4.9.6	View message history (conversation exists)	1. Log in as client with existing conversation 2. Navigate to Communication tab	Real message history is displayed (not mock data)
TC-APP-4.9.7	Empty state (no conversation yet)	1. Log in as client with no conversation 2. Navigate to Communication tab	Empty state is shown; app does not crash or show mock messages
TC-APP-4.9.8	Composer disabled	1. Log in as client 2. Navigate to Communication tab	Composer/Reply field is hidden or disabled with tooltip "Reply from your phone"
TC-APP-4.9.9	Cross-tenant isolation	1. As client A, retrieve session token 2. Attempt to fetch client B conversation via API	Request returns 403 or empty; client A cannot access client B messages

4.10 Waitlist

#	Scenario	Steps	Expected
TC-APP-4.10.1	Add client to waitlist	1. Navigate to Waitlist page 2. Click "Add to Waitlist" 3. Select client, pet, preferred dates 4. Save	Client is added to waitlist
TC-APP-4.10.2	View waitlist	1. Navigate to Waitlist page	All waitlisted requests are displayed with priority
TC-APP-4.10.3	Promote to appointment	1. Select waitlist entry 2. Click "Promote to Appointment" 3. Select available slot	Appointment is created from waitlist, entry removed
TC-APP-4.10.4	Remove from waitlist	1. Select waitlist entry 2. Click "Remove" 3. Confirm	Entry is removed from waitlist

4.11 Search

#	Scenario	Steps	Expected
TC-APP-4.11.1	Global search for clients	1. Use global search bar 2. Enter client name or email 3. Select "Clients"	Search returns matching clients
TC-APP-4.11.2	Global search for pets	1. Use global search bar 2. Enter pet name or breed 3. Select "Pets"	Search returns matching pets with owner info
TC-APP-4.11.3	Search filters	1. Perform search 2. Apply filters (date range, status, etc.)	Results are filtered according to criteria
TC-APP-4.11.4	No results handling	1. Search for non-existent term 2. Verify UI	"No results found" message displayed

4.12 Reports

#	Scenario	Steps	Expected
TC-APP-4.12.1	Revenue dashboard	1. Navigate to Reports > Revenue 2. Select date range	Revenue metrics displayed (total, by service, by staff)
TC-APP-4.12.2	Staff utilization	1. Navigate to Reports > Utilization 2. Select date range	Staff hours booked vs. available shown
TC-APP-4.12.3	Trend analytics	1. Navigate to Reports > Trends 2. Select metric and time period	Trend chart displays with data points
TC-APP-4.12.4	Export report	1. View any report 2. Click "Export" 3. Select format (CSV, PDF)	Report file is downloaded

4.13 Calendar

#	Scenario	Steps	Expected
TC-APP-4.13.1	Generate iCal feed	1. Navigate to Calendar 2. Click "iCal Feed" 3. Copy URL	iCal feed URL is generated for external calendar apps
TC-APP-4.13.2	Calendar sync (external)	1. Import iCal feed into external calendar (Google, Outlook) 2. Verify sync	Appointments appear in external calendar
TC-APP-4.13.3	Calendar availability display	1. View calendar in any view mode	Available and booked slots are visually distinct

4.14 Email Reminders

#	Scenario	Steps	Expected
TC-APP-4.14.1	Configure email reminders	1. Navigate to Settings > Notifications 2. Set reminder timing (24h, 1h before) 3. Save	Configuration is saved
TC-APP-4.14.2	Verify reminder delivery	1. Create appointment for tomorrow 2. Wait for reminder trigger 3. Check test email account	Reminder email is received with correct details
TC-APP-4.14.3	SMS notification	1. Configure SMS provider (Telnyx) 2. Enable SMS reminders 3. Create appointment	SMS is sent to client's phone number
TC-APP-4.14.4	Notification preferences	1. As client, access portal settings 2. Toggle email/SMS preferences	Preferences are respected for future notifications

4.15 Grooming Logs

#	Scenario	Steps	Expected
TC-APP-4.15.1	Log grooming entry	1. Select pet 2. Click "Add Grooming Log" 3. Enter details (date, services, notes, photos) 4. Save	Log entry is created and linked to pet
TC-APP-4.15.2	View grooming history	1. Select pet 2. Navigate to "Grooming History"	All log entries are displayed chronologically
TC-APP-4.15.3	Add photos to log	1. Create or edit grooming log 2. Upload before/after photos 3. Save	Photos are attached to log entry
TC-APP-4.15.4	Edit grooming log	1. Select existing log entry 2. Modify notes or services 3. Save	Changes are saved

4.16 Settings

#	Scenario	Steps	Expected
TC-APP-4.16.1	Business settings	1. Navigate to Settings > Business 2. Update business name, hours, contact info 3. Save	Settings are saved and reflected app-wide
TC-APP-4.16.2	App configuration	1. Navigate to Settings > App 2. Configure theme, time zone, date format 3. Save	Configuration takes effect immediately
TC-APP-4.16.3	Payment settings	1. Navigate to Settings > Payments 2. Configure Stripe keys, tax rates 3. Save	Payment settings are updated
TC-APP-4.16.4	Notification settings	1. Navigate to Settings > Notifications 2. Configure email/SMS providers and defaults 3. Save	Notification configuration is saved

4.17 Mobile / PWA

#	Scenario	Steps	Expected
TC-APP-4.17.1	Install prompt	1. Access app on mobile device (or DevTools mobile view) 2. Verify install prompt appears	"Add to Home Screen" prompt is shown
TC-APP-4.17.2	Responsive design (mobile)	1. Resize viewport to 390x844 (iPhone dimensions) 2. Navigate through app	All pages are usable and properly formatted
TC-APP-4.17.3	Offline basics	1. Load app 2. Enable offline mode in DevTools 3. Navigate to previously loaded pages	Cached content is displayed, offline indicator shown
TC-APP-4.17.4	Touch interactions	1. On mobile viewport, tap buttons, forms, and navigation 2. Verify responsiveness	All touch targets are accessible and responsive

4.18 Navigation

#	Scenario	Steps	Expected
TC-APP-4.18.1	All major sections accessible	1. Click each main navigation item 2. Verify page loads	All sections (Dashboard, Calendar, Clients, Pets, Appointments, Reports, Settings) load successfully
TC-APP-4.18.2	No broken links	1. Navigate through app 2. Click various links and buttons	No 404 errors or dead ends encountered
TC-APP-4.18.3	No blank pages	1. Navigate to each section and sub-section 2. Verify content is displayed	All pages render with appropriate content
TC-APP-4.18.4	Back/forward navigation	1. Navigate through multiple pages 2. Use browser back and forward buttons	Navigation history works correctly

4.19 Error States

#	Scenario	Steps	Expected
TC-APP-4.19.1	Form with bad data	1. On any form, enter invalid email, phone, or dates 2. Submit	Validation errors display specific issues
TC-APP-4.19.2	Missing required fields	1. On any form, leave required fields blank 2. Submit	Clear error messages indicate which fields are required
TC-APP-4.19.3	Empty states	1. Navigate to pages with no data (empty calendar, no clients) 2. Verify UI	Helpful empty state message with call-to-action displayed
TC-APP-4.19.4	Network error handling	1. Disable network in DevTools 2. Attempt actions that require API calls 3. Re-enable network	Appropriate error message shown, app recovers when network restored

4.20 Staff Messages

#	Scenario	Steps	Expected
TC-APP-4.20.1	Staff messages inbox loads	1. Log in as Staff 2. Navigate to Messages	Conversation list renders with client phone and last message preview
TC-APP-4.20.2	Open conversation	1. Select a conversation from the list	Full message thread loads chronologically
TC-APP-4.20.3	Send message	1. Type a reply and submit	Message appears in thread; POST /api/conversations/:id/messages succeeds
TC-APP-4.20.4	Empty state	1. Log in as Staff with no conversations	Empty state shown; no crash
TC-APP-4.20.5	Unread indicator	1. Client sends a new message	Thread marked unread until staff views it
TC-APP-4.20.6	Cross-tenant isolation	1. Staff from Business A attempts to read Business B conversations	403 or empty response returned

4.21 SMS Consent (STOP/HELP Keyword Handler)

#	Scenario	Steps	Expected
TC-APP-4.21.1	STOP → unsubscribe + auto-reply	1. Send STOP (case-insensitive, with whitespace) from a subscribed client's phone number	Client is opted out (smsOptIn=false, smsOptOutDate set), event is logged, user receives auto-reply: "You have been unsubscribed and will no longer receive messages. Reply START to resubscribe."
TC-APP-4.21.2	START → resubscribe + auto-reply	1. Send START (case-insensitive) from an opted-out client's phone number	Client is opted back in (smsOptIn=true, smsConsentDate updated, smsOptOutDate cleared), event is logged, user receives auto-reply: "You have been resubscribed to messages. Reply STOP to unsubscribe. Msg & data rates may apply."
TC-APP-4.21.3	HELP → no opt-in change + default reply	1. Send HELP (case-insensitive) from any client's phone number	No change to opt-in state, no database update, event is logged, user receives auto-reply: "Reply STOP to unsubscribe or START to resubscribe. For help, contact your groomer directly."
TC-APP-4.21.4	STOPALL / UNSUBSCRIBE / CANCEL / END / QUIT → opt-out	1. Send each alias from a subscribed client's phone	Same behaviour as STOP: opt-out applied, correct reply sent
TC-APP-4.21.5	UNSTOP / YES / SUBSCRIBE → opt-in	1. Send each alias from an opted-out client's phone	Same behaviour as START: opt-in applied, correct reply sent
TC-APP-4.21.6	INFO → help reply	1. Send INFO from any client's phone	Same behaviour as HELP: no state change, help reply returned
TC-APP-4.21.7	Double STOP (idempotency)	1. Send STOP from an already-opted-out client	Event is logged, no update call made, idempotent — no duplicate update
TC-APP-4.21.8	Double START (idempotency)	1. Send START from an already-subscribed client	Event is logged, no update call made, idempotent — no duplicate update
TC-APP-4.21.9	Case insensitivity	1. Send stop, Stop, sToP, stop from subscribed client	All variants are detected and handled as opt-out
TC-APP-4.21.10	Whitespace trimming	1. Send START or \tSTOP\n	Keywords are trimmed before matching
TC-APP-4.21.11	Non-keyword messages ignored	1. Send STOP IT, help me, hello	Returns null from detectKeyword, no consent event inserted, no reply sent
TC-APP-4.21.12	Consent event audit log	1. After any keyword, query messageConsentEvents table	Record exists with correct clientId, businessId, kind, and source: "sms_keyword"

5. Pass/Fail Criteria

Pass: All test cases execute without errors. Expected results match actual results. No regressions are observed. All functionality works as documented.

Fail: Any unexpected result is encountered. For failures, document:

• Severity (Critical, High, Medium, Low)
• Steps to reproduce
• Actual vs. expected behavior
• Screenshot(s) if applicable
• Browser and device information

Regressions: If a previously working feature fails during this UAT run, it is considered a regression and must be addressed before the release can proceed.

6. Update Policy

Any PR that changes user-facing behaviour MUST update this file.

When modifying features that affect:

• User workflows (authentication, scheduling, payments, etc.)
• UI/UX (navigation, forms, responsive design)
• Configuration (settings, integrations)
• Data visibility (reports, search, filtering)

The corresponding test case(s) in Section 4 must be updated to reflect the new behaviour. The PR description must reference which playbook section was updated (e.g., "Updated UAT_PLAYBOOK.md §4.5 — new appointment group scheduling feature").