Contact person: Business Client

Phone:Show

Email:Show

Location: Serravalle, Italy

Budget: Recommended by industry experts

Time to start: As soon as possible

Project description:
"Ship a deterministic booking system for a 24-desk EASA exam centre. It must enforce strict, licence-specific subject durations, fixed 10-minute gaps, two daily waves (08:45 / 12:00), hard daily cut-offs (16:30 Mon–Thu, 14:55 Fri), and a 24-seat capacity. On confirmation, it must auto-invoice in Zoho Books, including a “Single Exam Fee” of €69,90 when exactly one subject is booked that day.

Scope of Work

A) Scheduling engine (rules-first, no wiggle room)

Waves: start only at 08:45 (Wave 1) or 12:00 (Wave 2).

Cut-offs: finish everything (subjects + gaps) by 16:30 (Mon–Thu) / 14:55 (Fri).

Capacity: never exceed 24 concurrent desks.

Fixed gaps: insert 10 minutes between a student’s subjects (non-configurable).

PPL (initial): 9 subjects / 290 min in one day, must start in Wave 1.

PPL (remedial): all failed subjects in one day; if >4 subjects → Wave 1 required.

Multi-day (non-PPL): allowed on client request for CPL/ATPL/IR/CB-IR.

ATPL rule: if ≥3 ATPL subjects, start Wave 1 unless combined exam time (excl. gaps) is < 03:30.

Friday Wave-2 exception: exactly 2 subjects, combined ≤ 02:30 (excl. gaps), and finish by 14:55 (incl. gaps).

General wave logic: if combined exam time ≥ 03:30, default to Wave 1.

Conflict handling (must):

Block invalid bookings with concrete reasons (e.g., “Friday Wave 2 allows only 2 subjects ≤02:30; requested 02:40”).

Suggest alternatives: earliest valid date/wave; multi-day split for non-PPL; re-sequence if that helps within rules.

Audit trail: log inputs, rule hits, conflicts, final outcome.

B) Billing & Zoho Books

Trigger: on booking confirmation.

Invoice: one line per subject (+ taxes), Single-Exam Fee €69,90 when exactly one subject that day.

Sync: payment status back to booking; support void/credit/refund.

Integration: native Zoho preferred; API/webhooks via Make/Zapier/Zoho Flow acceptable with retries & idempotency.

C) Admin & Reporting

Durations management: UI + CSV import/export; versioned; supports “n.a.” cells.

Config: waves, cut-offs, closures/holidays, capacity.

Ops views: per-desk timeline/seat map; per-student itinerary (with gaps).

Reports: conflicts, capacity utilisation, revenue; export CSV/XLSX.

RBAC: Admin / Invigilator / Finance / Read-only.

D) Non-functional

GDPR, encryption in transit/at rest, data export on request.

SSO/SAML preferred; access logs; uptime/SLA; backups/DR.

Time zone/DST: IANA-based; handle clock changes sanely.

Accessibility: WCAG 2.1 AA for booking UI.

Deliverables

Working system meeting all rules above.

Zoho Books integration with example payloads and error-handling.

Importable CSV for durations; config docs; runbook.

Acceptance tests passed (below).

Source (or config) + handover training.

Acceptance Tests (must pass)

PPL initial (Mon): all 9 subjects, 08:45–14:55 (290 + 8×10 = 370 min). Accepted.

PPL remedial (5 subjects): Wave 1; finish ≤ cut-off, else Rejected with alternatives.

ATPL (3 subjects, 03:20 excl. gaps): may start Wave 2; must still finish ≤ cut-off incl. gaps.

Friday Wave-2 (2 subjects, 02:40 excl. gaps): Rejected (exceeds 02:30); propose Wave 1/other date.

Single-subject day: invoice includes subject line + “Single Exam Fee — €69,90”; payment syncs back.

Capacity breach (25th desk): Rejected with exact time window + next valid slot.

Tech Approach (your call, but be concrete)

Preferred: configurable booking engine (SuperSaaS/Skedda/Acuity/Bookeo) + rules in [login to view URL] Flow + Zoho Books API.

Alt: custom Zoho stack (Creator/Flow/Books) or custom app if you can prove it’s faster/safer.

Whatever you propose, map which rule is enforced where (native vs. automation).

How to Bid (short + sharp)

Stack & architecture diagram (text is fine).

Feature coverage table: what’s native vs. custom.

Timeline & effort: low/med/high; weeks to production.

Pricing: platform fees + middleware + your build + ongoing.

Risks & limits: say the quiet parts out loud.

Links: 1–2 similar regulated scheduling builds.

Durations Appendix (Use These Timings Exactly)

A) PPL (A) — 9 subjects — total 290 min
010 Air Law 40m · 020 Human Performance 25m · 030 Meteorology 40m · 040 Communications 25m · 050 Principles of Flight 25m · 060 Operational Procedures 25m · 070 Flight Performance & Planning 25m · 080 Aircraft General Knowledge 25m · 090 Navigation 60m

B) Professional Licences & Instrument Ratings — ECQB 2020 (HH:MM)

Code Subject ATPL/MPL (A) CPL(A) ATPL(H) IR ATPL(H) VFR CPL(H) IR (A/H) CB-IR(A)
010 Air Law 01:00 00:45 01:00 00:45 00:45 00:45 00:30
021 Airframe/Systems/Powerplants 02:00 01:30 02:00 02:00 01:30 n.a. n.a.
022 Instrumentation 01:30 01:00 01:30 01:30 01:00 00:30 00:20
031 Mass & Balance 01:15 01:00 01:15 01:15 01:00 n.a. n.a.
032 Performance (A) 02:00 01:15 n.a. n.a. n.a. n.a. n.a.
033 Flight Planning & Monitoring 02:00 01:30 02:00 01:30 01:30 01:15 01:00
034 Performance (H) n.a. n.a. 01:15 01:15 00:45 n.a. n.a.
040 Human Performance 01:30 01:00 01:00 01:00 01:00 01:00 00:30
050 Meteorology 02:00 01:30 02:00 02:00 02:00 01:30 00:50
061 General Navigation 02:15 02:00 02:15 02:15 02:00 n.a. n.a.
062 Radio Navigation 01:30 00:30 01:30 01:00 00:30 01:00 00:40
070 Operational Procedures 01:15 01:00 01:15 01:00 00:45 n.a. n.a.
081 Principles of Flight (A) 01:30 01:15 n.a. n.a. n.a. n.a. n.a.
082 Principles of Flight (H) n.a. n.a. 01:15 01:15 01:15 n.a. n.a.
090 Communication 01:00 01:00 01:00 01:00 01:00 01:00 01:00

Pro-tip for us both: keep it simple, keep it strict, log everything. If your solution can’t pass the tests above, it’s a no." (client-provided description)