bakery-ia/ONBOARDING_FLOW_REORGANIZATION.md

Onboarding Flow Reorganization - Aligned with JTBD Analysis

Problem Statement

The current AI-assisted path has some confusion:

1. "Review Suggestions" step helps complete the product list (from AI analysis)
2. "Inventory Setup" step should capture initial stock (crucial for system)
3. These two steps need better alignment and clear purpose
4. Must align with JTBD Analysis: users need to get up and running quickly with accurate inventory

JTBD Analysis Key Findings (Recap)

From the initial JTBD analysis, bakery owners need to:

• Job 1: Get their inventory into the system quickly and accurately
• Job 2: Understand what products/ingredients they have and in what quantities
• Job 3: Start managing daily operations (production, sales) as soon as possible

Critical Insight: Initial stock levels are CRUCIAL - without them, the system cannot:

• Calculate if there's enough stock for production
• Alert about low stock
• Track consumption
• Provide accurate cost calculations

Current Flow (Problematic)

AI-Assisted Path (Current):

1. Upload Sales Data → User uploads historical sales
2. AI Analysis → System analyzes and suggests products
3. Review Suggestions → User reviews/edits suggested products ❌ Missing: initial stock
4. Suppliers Setup → Add suppliers
5. Inventory Setup → Add ingredients ❌ Confusing: what about the products from step 3?
6. Recipes Setup → Add recipes
7. ...rest of flow

Problems:

• Step 3 creates products but doesn't capture stock levels
• Step 5 adds ingredients but unclear relationship to step 3 products
• User has to enter stock levels twice (or not at all)
• Confusing UX: "Didn't I already add my inventory in step 3?"

Proposed Reorganized Flow

AI-Assisted Path (Reorganized):

Phase 1: DISCOVERY
├─ 1. Bakery Type Selection (Production/Retail/Mixed)
└─ 2. Data Source Choice (AI-assisted vs Manual)

Phase 2a: AI-POWERED SMART SETUP
├─ 3. Upload & Analyze Sales Data
│   ├─ Upload historical sales (CSV/Excel/JSON)
│   ├─ AI automatically classifies products
│   ├─ AI suggests categories and groupings
│   └─ AI estimates typical costs from sales data
│
├─ 4. Review & Complete Product List ⭐ ENHANCED
│   ├─ **Sub-step 4a: Review AI-Suggested Products**
│   │   ├─ See all products AI found in sales data
│   │   ├─ AI confidence scores for each classification
│   │   ├─ Edit/merge/delete suggested products
│   │   ├─ Add product images (optional)
│   │   └─ Quick actions: "Accept all", "Reject low confidence"
│   │
│   ├─ **Sub-step 4b: Categorize as Ingredients vs Finished Products** ⭐ KEY STEP
│   │   ├─ AI suggests initial categorization
│   │   ├─ User confirms which are INGREDIENTS (flour, sugar, etc.)
│   │   ├─ User confirms which are FINISHED PRODUCTS (bread, pastries)
│   │   ├─ Drag-and-drop interface for easy sorting
│   │   └─ WHY: System needs to know what can be used in recipes
│   │
│   └─ **Sub-step 4c: Set Initial Stock Levels** ⭐ CRITICAL
│       ├─ For each ingredient: "What's your current stock?"
│       ├─ For each finished product: "How many do you have now?"
│       ├─ Smart defaults based on typical quantities
│       ├─ Unit conversion helper (kg → g, dozens → units)
│       ├─ Batch entry option: "Set all to 0" or "Skip for now"
│       └─ WHY: Without initial stock, system can't function
│
├─ 5. Suppliers Setup (Quick)
│   ├─ AI suggests suppliers from sales data (if available)
│   ├─ User adds main suppliers (name, contact)
│   ├─ Can be minimal - just names to start
│   └─ Link suppliers to ingredients (optional at this stage)
│
└─ 6. [SKIP INVENTORY SETUP - Already done in step 4!]

Phase 2b: PRODUCTION SETUP (Conditional)
├─ 7a. Recipes Setup (if Production/Mixed bakery)
│   ├─ Can use ingredients from step 4
│   ├─ Template recipes for common items
│   └─ AI may suggest recipes based on product names
│
└─ 7b. Production Processes (if Retail/Mixed bakery)
    ├─ Simple baking/finishing processes
    └─ Template processes for common items

Phase 3: OPTIONAL FEATURES
├─ 8. Quality Standards (optional)
└─ 9. Team Members (optional)

Phase 4: FINALIZATION
├─ 10. ML Training (with real-time progress)
├─ 11. Review & Summary (show everything configured)
└─ 12. Completion & Next Steps

Manual Path (Reorganized for Consistency)

Phase 1: DISCOVERY
├─ 1. Bakery Type Selection
└─ 2. Data Source Choice → "Manual"

Phase 2: MANUAL SETUP
├─ 3. Suppliers Setup
│   └─ Add main suppliers manually
│
├─ 4. Inventory Setup ⭐ COMBINED STEP
│   ├─ **Sub-step 4a: Add Ingredients**
│   │   ├─ Name, category, unit, supplier
│   │   ├─ Standard cost per unit
│   │   └─ **Initial stock quantity** ⭐
│   │
│   ├─ **Sub-step 4b: Add Finished Products**
│   │   ├─ Name, category, selling price
│   │   └─ **Initial stock quantity** ⭐
│   │
│   └─ Template library for quick start
│       ├─ Common ingredients (flour, sugar, etc.)
│       └─ Common products (bread, croissants, etc.)
│
├─ 5. Recipes/Processes Setup
│   └─ Based on bakery type
│
└─ 6-9. Optional features + Finalization

Key Changes & Rationale

1. Combined "Review & Complete Product List" (Step 4 in AI path)

Before: Separate steps that were confusing

• Step 3: Review products (no stock)
• Step 5: Add ingredients (with stock)

After: One comprehensive step with 3 sub-steps

• 4a: Review AI suggestions
• 4b: Categorize (ingredients vs products)
• 4c: Set initial stock ⭐

Benefits:

• ✅ Single workflow for product setup
• ✅ Clear progression: identify → categorize → stock
• ✅ No confusion about "where do I add stock?"
• ✅ Captures initial stock for EVERYTHING
• ✅ Aligns with JTBD: get inventory into system quickly

2. AI Path Skips Redundant "Inventory Setup" Step

Rationale:

• All inventory already added in step 4
• No need for separate "add ingredients" step
• Reduces total steps (better UX)
• Prevents duplicate data entry

Exception:

• Users can still add NEW items later via dashboard
• Step 4 is comprehensive but not limiting

3. Manual Path Also Captures Initial Stock

Why:

• Consistency between AI and Manual paths
• Both paths MUST get initial stock
• Makes inventory setup atomic and complete

4. Sub-step 4b: Categorization Step

Purpose:

• System needs to know: ingredient vs finished product
• Ingredients → can be used in recipes
• Finished products → can be sold, tracked for inventory
• AI suggests, user confirms (or manual entry)

UI Concept:

┌─────────────────────────────────────────────────┐
│ Categorize Your Products                       │
├─────────────────────────────────────────────────┤
│                                                 │
│  ┌──────────────┐         ┌──────────────┐    │
│  │ Ingredients  │         │  Finished    │    │
│  │ (For Recipes)│         │  Products    │    │
│  │              │         │  (To Sell)   │    │
│  ├──────────────┤         ├──────────────┤    │
│  │ Flour        │  ←───   │ Baguette     │    │
│  │ Sugar        │    │    │ Croissant    │    │
│  │ Butter       │    │    │ Cake         │    │
│  │              │    │    │              │    │
│  └──────────────┘    │    └──────────────┘    │
│                      │                          │
│   Drag & drop to categorize                    │
│                                                 │
│  [< Previous]      [Skip for now]    [Next >] │
└─────────────────────────────────────────────────┘

5. Sub-step 4c: Initial Stock Entry

UI Concept:

┌─────────────────────────────────────────────────┐
│ Set Initial Stock Levels                       │
├─────────────────────────────────────────────────┤
│ 💡 Enter current quantities for accurate       │
│    tracking                                     │
│                                                 │
│ ┌─────────────────────────────────────────────┐│
│ │ Ingredients                                 ││
│ ├─────────────────────────────────────────────┤│
│ │ Flour (kg)        [____50____] kg          ││
│ │ Sugar (kg)        [____25____] kg          ││
│ │ Butter (kg)       [____10____] kg          ││
│ │ Eggs (units)      [____200___] units       ││
│ └─────────────────────────────────────────────┘│
│                                                 │
│ ┌─────────────────────────────────────────────┐│
│ │ Finished Products                           ││
│ ├─────────────────────────────────────────────┤│
│ │ Baguette (units)  [____30____] units       ││
│ │ Croissant (units) [____45____] units       ││
│ │ Cake (units)      [____12____] units       ││
│ └─────────────────────────────────────────────┘│
│                                                 │
│ Batch Actions:                                  │
│ [ Set all to 0 ]  [ Leave empty for now ]     │
│                                                 │
│  [< Previous]              [Complete Setup >]  │
└─────────────────────────────────────────────────┘

Features:

• Quick entry with keyboard navigation
• Smart defaults (AI can suggest typical quantities)
• Option to skip and add later (but encouraged to do now)
• Validation: warn if leaving many items at 0
• Unit conversion helper
• Batch operations for efficiency

Updated Step Dependencies

graph TD
    A[Bakery Type] --> B[Data Source]
    B --> C{AI or Manual?}

    C -->|AI| D[Upload Sales Data]
    D --> E[AI Analysis]
    E --> F[Review & Complete Products]
    F --> F1[Review AI Suggestions]
    F1 --> F2[Categorize Items]
    F2 --> F3[Set Initial Stock]
    F3 --> G[Suppliers Quick Setup]
    G --> H[Recipes/Processes]

    C -->|Manual| I[Suppliers Setup]
    I --> J[Inventory Setup Combined]
    J --> J1[Add Ingredients + Stock]
    J1 --> J2[Add Products + Stock]
    J2 --> H

    H --> K[Optional Features]
    K --> L[ML Training]
    L --> M[Review Summary]
    M --> N[Completion]

Implementation Checklist

Phase 6.5: Flow Reorganization (1 week)

Day 1-2: Enhanced Review Step

• Split ReviewSuggestionsStep into 3 sub-steps
• Create ProductCategorizationUI component
• Create InitialStockEntryUI component
• Add drag-and-drop for categorization
• Add validation for stock entry

Day 3-4: Backend Updates

• Update product model to include type field (ingredient/finished_product)
• Add initial_stock capture in inventory endpoints
• Update AI analysis to suggest categorization
• Create endpoint for batch stock updates

Day 5: Integration & Testing

• Update UnifiedOnboardingWizard step flow
• Skip "Inventory Setup" in AI path
• Ensure Manual path includes stock entry
• End-to-end testing of both paths

Success Metrics

User Experience

• ✅ 90%+ of users complete initial stock entry
• ✅ Reduced confusion (fewer support tickets about "where to add stock")
• ✅ Faster onboarding (fewer steps in AI path)
• ✅ Higher data quality (complete inventory from start)

System Functionality

• ✅ All inventory items have initial stock
• ✅ Production planning works from day 1
• ✅ Low stock alerts functional immediately
• ✅ Accurate cost calculations from start

Migration Path

For existing implementations:

1. Add type field to existing inventory items (default: 'ingredient')
2. Backfill initial_stock from current stock where available
3. Prompt existing users to set stock levels on first login
4. Grandfather existing incomplete setups (warn but don't block)

Conclusion

This reorganization:

• ✅ Eliminates confusion between product review and inventory setup
• ✅ Ensures initial stock is captured for ALL items
• ✅ Aligns with JTBD: users can start operating immediately
• ✅ Reduces total steps in AI path (better UX)
• ✅ Maintains consistency between AI and Manual paths
• ✅ Makes categorization (ingredient vs product) explicit and clear
• ✅ Provides better foundation for production planning and inventory management

Next Step: Implement Phase 6.5 to realize this reorganization.