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Design Brief - Update License Key Logic for new Operations Pricing Tiers

Project Introduction

This project is a critical backend initiative to update our licensing system. The goal is to enable the launch of our new strategic pricing tiers ("Core," "Fleet," "Enterprise"), which is currently blocked by our existing infrastructure.

The core of this project is to create a new license generation and validation mechanism for our modern Operations application. A key constraint is that this update must be fully backward-compatible, requiring no changes and causing no disruption to users of our legacy "classic X Dispatch" application. This initiative is a prerequisite for a top-level company strategy aimed at driving new revenue, and it will allow us to compete more effectively by offering tailored solutions to different market segments.

Users and Needs

The primary user for the outcome of this project is the Customer Manager / Supervisor. This user is responsible for ensuring their team gets the value they paid for from our software. They are not deeply technical and have a core need for simplicity and reliability. When they purchase a new tier, they expect to apply the provided license key and have the correct features unlocked immediately and without issue, preventing any disruption to their daily business operations.

Secondary users and stakeholders include:

  • Internal Sales/Billing Team: They need a simple, reliable internal tool to generate and issue the correct license keys for the new tiers.

  • Internal Support Team: They need a clear understanding of the new licensing logic to effectively troubleshoot any customer issues.

  • Classic X Dispatch Users: Their primary need is for nothing to change. They must be able to continue their work with zero disruption from this new system.

Tasks

The primary actions different users should be able to accomplish are:

For the Internal Sales/Billing Team:

  • Select a specific pricing tier ("Core", "Fleet", or "Enterprise") from a dropdown list within the license generation tool.

  • Generate a unique, secure license key for a customer that corresponds to the selected tier.

  • Issue the license key to the customer.

For the Customer Manager / Supervisor:

  • Apply the new license key to their Operations application.

  • Confirm that the features associated with their purchased tier are successfully enabled.

For the Classic X Dispatch User:

  • Apply a renewed or existing license key and experience no change in application functionality.

Timeline and Deliverables

This project is scheduled for the second half of 2025, with a phased approach focused on internal validation before a coordinated go-live.

Discovery & Validation Phase (July 8, 2025 – August 18, 2025)

  • Deliverable: A proof-of-concept demonstrating backward compatibility with the classic X Dispatch application.

  • Deliverable: A signed-off workflow diagram for the internal license generation and issuing process.

  • Deliverable: An approved sequence diagram detailing the customer upgrade/downgrade process.

Development & Testing Phase (Late Q3 2025)

  • Deliverable: A fully developed and tested license generation and validation system in a staging environment.

  • Deliverable: A completed regression test suite confirming no impact on the classic application.

Rollout Phase (Q4 2025)

  • Deliverable: The updated Operations application with the new validation logic is successfully deployed to production.

  • Deliverable: The updated internal license generation tool is rolled out to the Sales and Billing teams, accompanied by training and documentation.

  • Deliverable: The system is live and ready for the official, coordinated launch of the new pricing tiers.