Juan Pablo Gil Galindo
As a
virtual assistant or personal organizer with delegated authority
, I need to
manage multiple clients' schedules and tasks through Sunsama as their authorized representative
, so that I can
deliver professional organization services while maintaining separate client workspaces
.
## Business Justification
Personal organizers and virtual assistants require
delegated authority
to manage clients' time and priorities. Sunsama's daily planning and task management functionality is ideal for this
proxy management
use case but needs adaptation to allow
authorized representatives
to manage multiple client profiles with
full delegation rights
.
## Objectives
  • Enable
    proxy management
    of up to 8 client agendas with delegated authority
  • Provide independent daily planning
    on behalf of
    each client
  • Maintain privacy separation between clients while operating as
    authorized agent
  • Leverage Sunsama's time blocking and rituals through
    proxy access rights
## Success Criteria
  • Manage multiple clients simultaneously with
    clear delegated authority
  • Independent workspace per client with
    appropriate proxy access levels
  • Smooth client switching while maintaining
    role-based permissions
  • Calendar synchronization through
    authorized delegation
  • Productivity metrics per client with
    audit trail
    of proxy actions
## Target Users
  • Primary
    : Virtual assistants and personal organizers
  • Secondary
    : Productivity coaches
  • Tertiary
    : Family organizers
## Core Functionality
### Client Management
  • Client Selector with Delegated Access
    : Dashboard to choose active client
    on their behalf
  • Permission Management
    : Clear delegation boundaries per client relationship
  • Audit Trail
    : Complete record of actions taken
    as authorized representative
### Per-Client Features
  • Daily Planner
    : Independent planning for each client with
    full proxy authority
  • Calendar Integration
    : Separate calendar sync with
    delegated management rights
  • Task Management
    : Client-specific task boards
    acting as authorized representative
  • Time Blocking
    : Scheduling tools with
    proxy authority
  • Custom Rituals
    : Personalized routines managed
    on behalf of
    client
### Organization Tools
  • Templates per Client
    : Personalized daily routine templates
  • Progress Tracking
    : Productivity metrics per individual client
  • Context Notes
    : Client-specific preferences and requirements
## User Flow
  1. Client Selection
    : Choose client from dashboard with confirmed
    proxy authority
  2. Context Loading
    : Access client workspace with
    authorized permissions
  3. Daily Planning
    : Organize client's day as
    designated agent
  4. Calendar Management
    : Schedule with
    full delegation authority
  5. Task Organization
    : Manage tasks under
    delegated authority
  6. Progress Review
    : Monitor goals as
    authorized representative
  7. Client Switching
    : Change clients maintaining
    appropriate delegation levels
## Technical Requirements
  • Multiple profile system within single account
  • Client-separated data architecture
  • Multiple calendar synchronization (Google, Outlook)
  • Enhanced UI with client selector
  • Permission management system
## Success Metrics
  • Clients managed per assistant (target: 8)
  • Client satisfaction with organization services
  • Goal achievement rates per client
  • Assistant efficiency in client switching
  • Platform retention of virtual assistants
## Estimation
  • Effort
    : 4-5 sprints (8-10 weeks)
  • Complexity
    : Medium-High
  • Risk
    : Medium
## Key Benefits
  • Enables professional delegation services
  • Maintains client privacy and separation
  • Leverages existing Sunsama functionality
  • Supports growing virtual assistant market