How to use this form
- Fill in every section completely — vague answers lead to assumptions and extra costs.
- Be specific. Instead of “an admin panel”, write “admins can add, edit and delete users; view all orders; export reports as CSV”.
- Mark each feature as Must Have (needed for launch), Nice to Have (can be added later), or Future Phase.
- Once submitted, this document is used to build your Project Scope Agreement. Changes after sign-off require a Change Order.
1
Client & Project Information
Company Name
Enter company name
Contact Person
Full name
Email Address
email@company.com
Phone Number
+XXX XXX XXX
App / Project Name
What will you call this app?
Form Completed By
Name & role
Date Completed
DD / MM / YYYY
Preferred Start Date
DD / MM / YYYY
2
App Purpose & Goals
2.1 — What problem does this app solve?
Describe the problem your app solves and why it is needed…
2.2 — Who is the primary user of this app?
e.g. Small business owners aged 30–50 who need to manage their inventory on their phone…
2.3 — What does success look like in 6 months?
e.g. 500 active users, processing 100 orders per day, reducing admin time by 2 hours per day…
3
Platform & Device Requirements
Platform Required
Web · iOS · Android · All three — specify
Must work on Mobile?
Yes / No — if Yes, describe screen sizes
Must work on Tablet?
Yes / No
Must work on Desktop?
Yes / No
Offline capability needed?
Yes / No — describe what must work offline
Specific browser support?
Chrome, Safari, Firefox — or modern browsers
4
User Types & Permissions
List every type of user who will use the app and what each one can do. Be specific about permissions.
| User Type | Description | What can they do? |
|---|---|---|
| e.g. Admin | Internal staff managing the platform | Create / edit / delete all records, manage users, view all reports, export data |
| e.g. Standard User | Registered customers | Register, log in, view their own data, place orders, update profile |
| e.g. Guest / Public | Unregistered visitors | Browse public content only, cannot place orders |
5
App Features & Functions
Instructions
List every feature your app needs. For each one, describe exactly what it must do — not just the name. Use one row per feature and add rows as needed.
| # | Feature Name | Description — what must it do? | Priority | Complexity |
|---|
Priority
Must Have needed for launch
Nice to Have can be added in v2
Future noted for later phases
Complexity
Low simple, well-understood
Med moderate logic
High complex / needs research
6
Third-Party Integrations
List any external services the app must connect to. If you do not need any, write “None”.
| Service / API | Purpose | Do you have credentials? |
|---|---|---|
| e.g. Stripe / PayFast | Payment processing | Yes / No / Need to set up |
| e.g. SendGrid / Mailchimp | Email notifications | Yes / No / Need to set up |
| e.g. Google Maps API | Location / mapping | Yes / No / Need to set up |
| e.g. Firebase / AWS S3 | File / image storage | Yes / No / Need to set up |
7
Data & Content
Existing data to import?
Yes / No — if Yes, describe format (Excel, CSV, SQL…)
Who provides the content?
Client provides / Developer creates / Mix of both
Any user-uploaded files?
Yes / No — if Yes, file types and max size?
Compliance requirements?
POPIA, GDPR, PCI-DSS, HIPAA, or None
8
Design & Branding
Existing brand / style guide?
Yes (will be provided) / No (developer to propose)
Logo available?
Yes (format: ____) / No
Colour palette defined?
Yes (provide hex codes) / No
Reference apps or designs?
Yes (provide links) / No — describe the feel
UI library preference?
Material Design, Bootstrap, Tailwind, custom — or no preference
9
What This App Must Not Do
List anything you explicitly do not want. This prevents the developer from adding features you did not ask for.
e.g. No social login (only email / password) · No multi-language support · No dark mode · No public API access…
10
Additional Notes or Special Requirements
Anything else we should know? Performance requirements, security concerns, unusual workflows, hard deadlines, budget constraints…
Write any additional notes here…
11
Client Declaration
By signing below, I confirm that:
- The information provided in this form is accurate and complete to the best of my knowledge.
- I understand that features not listed in Section 5 are not included in the project.
- Any additions or changes after the Project Scope Agreement is signed will require a Change Order.
- I am authorised to sign on behalf of the company named above.
Client Representative
Signature
Date
Name & Title
Received By — Siglonet
Signature
Date
Name