Track the Status of a Submitted Mileage Claim
After submitting a mileage claim, peer mentors need visibility into its progress through the approval workflow. A claim status badge on each claim card should reflect the current state. For claims that went through manual review, a claim status timeline should show when the claim was submitted, when it entered the review queue, and when it was approved or rejected with any coordinator comments. Auto-approved claims should show an immediately resolved status. This feature reduces unnecessary coordinator-mentor communication and builds mentor trust in the system.
User Story
Audience Summaries
Claim status transparency is a proven retention driver in volunteer organizations. Peer mentors who cannot see the progress of submitted mileage claims resort to direct coordinator inquiries, consuming coordinator bandwidth and eroding mentor confidence in the system. By delivering real-time status badges and a full claim timeline — including coordinator comments and auto-approval timestamps — this story eliminates a major friction point in the volunteer experience. Retaining engaged peer mentors is significantly less costly than recruiting and onboarding replacements, making reimbursement trust a direct lever on program sustainability and volunteer satisfaction scores.
This story has medium priority but high coordination value: it directly reduces inbound coordinator queries, making it worthwhile to schedule early in the reimbursement feature track. Implementation depends on the mileage claim submission story being completed first. Key stakeholder involvement includes coordinators (for comment format and rejection reason UX) and peer mentors (for UAT on timeline readability). Delivery risk centers on the real-time approval subscription — ensure the websocket or polling mechanism is settled before this story enters sprint.
Acceptance criteria are well-defined and testable, covering badge states, timeline transitions, auto-approval display, and rejection resubmission flow.
This story requires modifications across the claims list UI (status badge component per claim card), the claim detail view (timeline component with ordered status transitions and timestamps), and the real-time subscription layer (websocket or server-sent event handler that patches local claim state on approval events). The claim status timeline must handle three distinct paths: auto-approved (single entry with threshold rule), manually approved (multi-entry with coordinator comment), and rejected (final entry with comment plus resubmit CTA). Edge cases include claims transitioning state while the detail view is open, offline badge state staleness, and coordinator comment sanitization before display. Depends on story-mileage-reimbursement-entry-peer-mentor-1 for the claim data model.
Acceptance Criteria
- Given I have submitted a mileage claim, When I view my claims list, Then each claim displays a claim status badge reflecting its current state (pending, auto-approved, approved, rejected)
- Given a claim has been manually reviewed, When I open the claim detail, Then a claim status timeline shows each status transition with timestamps and, if applicable, the coordinator's comment
- Given a claim was auto-approved, When I view its detail, Then the timeline shows a single 'Auto-approved' entry with the timestamp and the threshold rule that triggered it
- Given a coordinator approves or rejects my claim, When the real-time approval subscription receives the update, Then my claim status badge and timeline update without requiring me to refresh the screen
- Given a claim was rejected, When I view the rejection entry in the timeline, Then the coordinator's reason is displayed and I have an option to resubmit with corrections
Business Value
Claim status transparency directly reduces coordinator overhead from status inquiry messages, which are a common friction point in volunteer organizations. For peer mentors, knowing their reimbursement is being processed removes anxiety and increases satisfaction with the volunteer experience — a key retention factor identified across all workshop organizations.
Components
- Claim Status Audit Timeline ui
- Claim Status Badge ui
- Claim Events Repository data
- Expense Claim Status Repository data
- Supabase Realtime Approval Subscription infrastructure
- Mileage Claim Service service
- Mileage Claim Repository data