Digital Lock On

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QR Email specs ​

Status ​

**📋 TBC: For decomp **

Purpose ​

Define the implementation detail for QR email distribution via Azure Communication Service.

Requirements Implemented ​

User Interface Requirements ​

User Detail View ​

The user detail screen SHALL display:

  • "Email QR Code" button
  • Email send history section showing:
    • Timestamp of each send
    • Send status (sent/failed/bounced)
    • Error details (if failed)

Send Confirmation Modal ​

When clicking "Send Email", a modal SHALL appear showing:

  • Confirmation message: "Send QR Code Email?"
  • Recipient email address
  • Cancel and Send Email buttons

Success Feedback ​

After successful send, the system SHALL display:

  • Success toast/banner: "✅ QR code email sent successfully to [email]"
  • Timestamp of send
  • Azure message ID (for troubleshooting)

Error Feedback ​

After failed send, the system SHALL display:

  • Error toast/banner: "❌ Failed to send QR code email"
  • Specific error reason (invalid email, service unavailable, rate limit)
  • Action buttons: "Try Again" or "Close"

Email Content Requirements ​

Email Structure ​

Subject Line: "Your Digital Lock On QR Code" From Address: noreply@yourdomain.co.nz (or configured sender address) From Display Name: "Digital Lock On System" Attachment: qr-code-[username].png (300x300px PNG image)

Email Body Content ​

The email body SHALL include:

  1. Personalised greeting with worker name
  2. Welcome message explaining purpose
  3. Clear instructions for using the QR code:
    • Save to phone or print the QR code
    • Keep it secure (contains personal information)
    • Must bring it to worksite every day
    • Contact administrator if lost or contact details need updating
  4. QR code details summary:
    • User name
    • Phone
    • Company
    • User type (if RPO or Protector)
  5. Support contact information
  6. Privacy notice
  7. Footer with system name and automated message disclaimer

Email Format ​

  • HTML version: Professionally formatted with branding, styled layout
  • Plain text version: Simple text format for email clients without HTML support
  • Responsive design: Readable on mobile devices
  • Accessibility: High contrast, readable fonts, clear structure

Security & Privacy ​

The email SHALL include:

  • Privacy notice about encrypted QR code
  • Warning not to share QR code with others
  • Information about QR code expiry (if applicable)
  • Contact details for support or reissue requests

Internal use only