Agency Profile Menu

Agency User Profile Menu

Functional Requirement Document

BA & Ideation: Dakshraj Jhala

Reviewed By: KG (Project Manager)

Updated Date: 04 October 2025
Status: Approved

Version 1.0

Functional Requirements Document (FRD)

Agency User Profile Menu

1. Module Overview

• Module Name: User Profile Menu
• Purpose: The Profile Menu provides users with quick access to their profile information, account settings, subscription details, contractor mode switching, help resources, referral program, and logout functionality through a sidebar drawer profile option.
• Business Goal: Enable user account management, facilitate navigation between agency and contractor modes for dual-role users, display subscription status to encourage upgrades, and ensure secure session management while providing easy access to help center support and referral features.

2. User Roles & Permissions

• Link: Roles and permissions - draft

3. User Flow

Primary User Flow - Opening and Interacting with Profile Menu

4. Functional Logic

4.1 Profile Menu Access and Navigation Logic

• When the user clicks on the profile picture/avatar located in the top-right corner, the Profile Menu drawer slides open from the right side of the screen
• The Profile Menu remains consistent and accessible from all modules/pages within the system
• The menu displays the following options in order:
  • Settings: On click, opens the Account Settings Module > My Profile section.
  • Switch to Contractor: On click, opens Contractor Portal Global Dashboard in the same tab
  • Subscription: On click, opens the subscription module in the same tab
  • Help Center: Opens external Pixally Help Center link in a new tab (Pixally CRM remains active in the current tab)
  • Referrals: Opens Account Settings Module > Referral System sub-module in the same tab
  • Subscription / Referral promotional card: On click, opens the subscription/referral module
  • Log Out: On click opens the confirmation pop-up, and on confirm, it will log out the user from the Pixally CRM

4.2 Profile Image Display Logic

• If the user has uploaded a profile image from the account settings > My profile > upload photo, then display the uploaded image in circular format
• If no profile image exists: Generate and display a default circular avatar with the user's initials
  • Initials format: First letter of First Name + First letter of Last Name in uppercase (e.g., "John Doe" = "JD")
  • If the name exceeds the display width, truncate with ellipsis

4.3 User Name Display Logic

• Auto-populate full name from: Account Settings > My Profile > Personal Information > First Name and Last Name fields

4.4 Email Address Display Logic

• Auto-populate email from: Account Settings > My Profile > Personal Information > Email Address field

4.5 "Switch to Contractor" Display Condition Logic

• This option displays ONLY when ALL of the following conditions are met:
  • User has been invited as a contractor by another agency, AND
  • User has completed the contractor onboarding process
• When conditions are not met: The "Switch to Contractor" option does not display in the menu
• On Click Behavior:
  • Redirects user to Contractor Portal's Global Dashboard
  • The entire user interface switches to the contractor-specific portal
  • The user can switch back to agency mode through the contractor portal profile > Switch to studio account

4.6 Subscription Navigation:

• The option only displays for the Agency owner
• User clicks the "Subscription" option and is redirected to the subscription management module of the agency portal

4.7 Subscription/Promotional Card Display Logic

• The option only displays for the Agency owner
• The card displayed varies based on subscription status:
• Trial Period Active (Days 14 to 1):
  • Display "UNLOCK ALL FEATURES" card
  • Show dynamic countdown: "FREE TRIAL ENDS IN X DAYS" (counting down from 14 to 1)
  • Button: “View All Plans” – On click, redirects to the Subscription Module > Pricing page, which displays details of all available plans.
• Trial Expired / Free plan
  • Display "UNLOCK ALL FEATURES" card
  • Button: “View All Plans” – On click, redirects to the Subscription Module > Pricing page, which displays details of all available plans
  • No countdown display
• Active Paid Subscription:
  • Display "REFERRAL PROGRAM" card
  • Button: "Earn Rewards" - On click, redirects to the Referral System sub-module in the Account Settings module
• Card Transition Rules:
  • If the user subscribes during the trial period (e.g., Day 5), the card immediately switches to the Referral Program card the next time the profile menu is opened
  • On Day 15 (trial expiration): The Card immediately switches from the Trial period active to the Trial expired/Free Trial card
  • If the subscription is cancelled but still active until the end of the billing period, continue displaying the Referral Program card

4.8 Log out Process Logic

• Logout Confirmation
  • Clicking “Logout” opens a confirmation dialog: “Are you sure you want to log out?”
  • Options: “Yes, Logout” and “Cancel”
    • Yes, Logout:
      • Ends the user session completely.
      • If the user has dual roles (Agency & Contractor), log out from both portals
      • Redirects to the login page
    • Cancel:
      • Closes the dialog and keeps the profile menu open.

4.9 Menu Close Flow

• The user can close the profile menu through:
  • Clicking the X button in the drawer menu
  • Clicking outside the menu drawer
  • Automatically closes when navigating to another section (except when canceling logout)

7. Edge Cases

Scenario

Expected Behavior

User's subscription status changes while the menu is open

Card content does not update in real-time; updated content displays when the menu is reopened

Trial countdown reaches Day 1

Display "FREE TRIAL ENDS IN 1 DAY" on the countdown card

Trial expires (Day 0/Day 15)

Immediately switch from the countdown card to the "View all plans" card

User subscribes while the menu is open during the trial period

The card does not update until the menu is closed and reopened; then it displays the Referral Program card

User is invited as a contractor but has not completed onboarding

"Switch to Contractor" option does not display in the menu

User completes contractor onboarding while logged in

"Switch to Contractor" option appears when the menu is next opened

The user's full name is extremely long

Name truncates with ellipsis while maintaining readability

User opens Help Center in a new tab and returns to CRM

Profile menu remains in the same state if still open

The user has uploaded a profile image, but the image file is corrupted

Display the default avatar with initials instead of a broken image

Subscription transitions from active to expired while the user is logged in

Updated card state displays on the next menu open

8. Test Cases

• Link:

9. Acceptance Criteria

• Profile Menu Access: Clicking the avatar opens a right-side drawer visible from all pages; menu options: Settings, Switch to Contractor, Subscription, Help Center, Referrals, Promo Card, Log Out

• Menu Navigation: Each option redirects to the correct section — Settings → My Profile, Switch to Contractor → Contractor Portal, Subscription → Subscription Module, Help Center → external tab, Referrals → Referral sub-module, Promo Card → respective module

• Profile Image Display: Shows uploaded circular image; if none, displays default avatar with user initials (first + last, uppercase, truncated if long)

• User Name & Email: Auto-fetched from Account Settings > My Profile; dynamically reflects the latest user data

• Switch to Contractor: Displays only if the user is invited and onboarded as a contractor; redirects to the Contractor Portal dashboard; allows switching back to studio mode

• Subscription Option: Visible only to Agency Owner; opens subscription management module

• Promotional Card: Shown only to Agency Owner; card text and button vary by subscription state —

  • Trial Active: “Unlock All Features” + countdown + “View All Plans.”
  • Trial Expired/Free: “Unlock All Features” (no countdown)
  • Active Paid: “Referral Program” + “Earn Rewards.”
  • Card auto-switches on trial expiry, new subscription, or subscription cancellation transitions.

• Log Out: Opens confirmation pop-up (“Are you sure you want to log out?”); “Yes” ends all sessions (Agency & Contractor) and redirects to login; “Cancel” closes pop-up and keeps the menu open

• Menu Close Flow: Closes via X button, clicking outside, or automatic close when navigating elsewhere

10. Dependencies

Module/System

Dependency Type

Impact if Unavailable

Account Settings Module

Data dependency

Cannot retrieve user profile data, including name, email, and profile image;the menu cannot display user information

Authentication System

Functional dependency

Cannot perform logout functionality; session management fails

Subscription Management System

Data dependency

Cannot determine current subscription status; an incorrect promotional card may display

Contractor Portal

Integration dependency

"Switch to Contractor" functionality becomes unavailable; users cannot access contractor mode

Help Center (External)

External link dependency

Help Center link fails to open; users cannot access support documentation and resources

Referral System Module

Functional dependency

Referrals navigation fails; Referral Program card may not function properly

Role & Permission Management System

Data dependency

Cannot determine user role; incorrect menu options may display, leading to unauthorized access attempts

Contractor Management System

Data dependency

Cannot determine contractor status (Active/Setup Required); "Switch to Contractor" option may not display correctly

11. References

• Figma Design Link: Click Here