How to Prepare for an App Project with Pegotec

Before we can begin your app project—or even provide you with a realistic quote—we need a few things from you. Understanding how to prepare for app development is crucial, as it ensures a smoother process and helps in meeting expectations effectively.

You don’t need to be a technical expert. You don’t need detailed specs. But you do need to explain your business, your users, and what your app should do in simple, clear terms.

Here’s how to prepare for a successful start with Pegotec.

1. What does your app need to do?

Before we can plan, design, or provide a quote, we need to understand the core purpose of your app. This isn’t about features yet—it’s about the problem your app solves or the value it delivers to users or your business.

Start with the “Why”

Ask yourself:

• Why do I want to build this app?
• What problem will it solve for my users—or my business?
• What process will it improve or replace?

The clearer your answer, the easier it will be for Pegotec to propose the right solution.

👉 Example answers:

• “We want to allow our clients to book appointments without having to call or email.”
• “We need an internal app so staff can manage field reports while offline.”
• “We’re creating a digital platform to offer language lessons to students around the world.”

These examples focus on the outcome, not the technology. That’s what we need first.

Keep It Short and Focused

Try to summarize your idea in two to three sentences.

We don’t need all the details yet—just the core idea. Think of it as a short elevator pitch. This helps us understand your vision without getting lost in complexity.

👉 Good summary example:

“We run a fitness studio and want an app where our members can see class schedules, book sessions, and get updates. It should also allow us to manage attendance and message users.”

That’s a strong starting point. It already tells us:

• Who the app is for (members + staff)
• What the app should do (booking + communication)
• What business does it support (a fitness studio)

Think of the Real-World Use

Imagine how people will use the app in everyday situations.

Ask:

• Where will they use it? (On the go? At work? At home?)
• How often will they use it?
• What is the most important thing they need from it?

This helps Pegotec ensure that the design and structure of the app align with your real-world needs.

👉 Example insight:

“Our clients are busy professionals. The app must be very quick to use—ideally, booking a session should take no more than 3 taps.”

That tells us to prioritize speed and usability in our user experience (UX) design.

What if You’re Still Unsure?

Many clients come to us with only a rough idea—and that’s fine.

You don’t need to know everything yet. But try to answer this one question in your own words:

What do you want your app to help people do?

Even a basic answer helps us ask better questions, suggest more innovative options, and get your project started the right way.

And if you’re stuck, Pegotec offers consulting sessions and workshops to help you refine and define your idea clearly, together.

2. What are the main tasks your users need to complete?

Once you know what your app needs to do overall, the next step is to describe what users will do inside the app. This helps Pegotec understand the core functionality your app will need.

We’re not looking for technical terms here. We’re looking for actions. What should users be able to achieve with a few taps or clicks?

Ask Yourself: What Will Users Do?

Try to imagine the journey your users take when they open your app. Focus on the main steps and repeatable actions.

Here are a few helpful questions:

• What should happen when a user opens the app for the first time?
• What are they trying to accomplish each time they return?
• What tasks should be easy and quick?
• What happens after a task is completed?

👉 Example for a customer-facing app:

“Users should be able to browse products, add them to a cart, and place an order.”

👉 Example for an internal app:

“Staff should log in, fill out a job report, upload a photo, and submit it to the office.”

These user tasks become the foundation of your app’s features, screens, and user experience.

Think in Real-Life Scenarios

One of the easiest ways to define user tasks is to think in real-world stories. Tell us a day-in-the-life scenario:

👉 Example:

“Our clients usually contact us via email to book consultations. We want them to open the app, see our calendar, choose a time slot, and book directly without back-and-forth messaging.”

That gives Pegotec everything we need to:

• Create a booking interface
• Connect it to a calendar
• Add reminders or confirmations

Different Users = Different Tasks

If your app will be used by different types of people—such as customers, service providers, or administrators—consider what each group needs to do.

Ask:

• Will each user see different options?
• Will some need access to manage or approve things?
• Should some users be able to view only their data?

👉 Example:

“Customers can place orders, drivers can update delivery status, and admins can manage users and view reports.”

This helps us define user roles, permissions, and custom flows for each type.

Try Listing Tasks as Simple Actions

Even if it’s just a simple list of bullet points, outlining what users should be able to do is very helpful.

👉 Example list:

• Sign up or log in
• View profile
• Schedule an appointment
• Upload documents
• Receive notifications
• Chat with support
• Submit feedback

This becomes the starting point for your app’s feature set, which Pegotec will help structure, prioritize, and quote accordingly.

Final Tip: Focus on What Matters Most

You don’t need to cover every detail or future idea. Focus on the tasks that must be there on day one—the tasks that deliver value.

Once the app is live and your users are using it, we can always plan Phase 2 or 3 features together. But starting with clear, essential tasks makes your app faster to launch and easier to maintain.

3. Who are the users, and what roles do they play?

Every successful app is built around its users. To design and quote your project correctly, Pegotec needs to know who will use your app and what each type of user should be able to do.

Even if there’s only one primary user type, it’s still important to describe their role clearly. If you have more than one type, we’ll help you define what access and actions each group should have.

Start with These Questions:

• Who is this app for?
• Will there be more than one type of user?
• Does each user need different access, screens, or permissions?

Common User Types We See

Here are a few examples of typical user roles:

1. End User (Customer, Client, or Public User)

They use the app’s main features: browse, book, buy, message, or interact.

👉 Example:

“Customers will use the app to book appointments and view their upcoming schedule.”

2. Service Provider or Contributor

They may deliver a service, manage content, or respond to user actions.

👉 Example:

“Freelancers log in to view bookings, update their availability, and send invoices.”

3. Administrator or Staff

They manage users, content, and system data—usually from a web-based backend dashboard.

👉 Example:

“Admins should approve new user signups, export reports, and update the calendar.”

Define What Each Role Can Do

For each role, try to answer:

• What should this user see after logging in?
• What actions are available to them?
• Can they view or change data? If yes, whose data?
• Should they be able to manage others?

👉 Example Breakdown:

This helps Pegotec define how the database, API, and interface should be structured, as well as what security and permissions are required.

What if Everyone Has the Same Role?

That’s fine too! Some apps are simple.

👉 Example:

“Everyone is a customer. There are no admins or providers. We just want users to browse and subscribe.”

Even this is useful. It tells us there’s no need to design multiple flows or permission systems, saving time and budget.

Don’t Worry About the Tech Details

You don’t need to define user roles in technical terms. Just describe them like you would explain them to a colleague or investor. We’ll translate that into exemplary architecture.

And if you’re unsure about who needs what, Pegotec can help map out the roles and permissions during the discovery phase.

4. What features are essential for preparing to develop an app?

Once you’ve defined what your app should do and who will use it, the next step is to list the key features your app must include. This is essential for Pegotec to estimate the scope, timeline, and cost of your project.

We don’t need a complete wishlist at this time. Instead, we focus on the essential features for launch, also known as the Minimum Viable Product (MVP).

Ask Yourself:

• What should my users be able to do from day one?
• What features are essential for the app to function correctly?
• What features can wait for a later phase?

Think in Terms of Actions

Features should be framed around what the user can do. For Example:

👉 Instead of saying “Messaging system,”
say: “Users should be able to send messages to the service provider and receive replies.”

👉 Instead of “Dashboard,”
say: “Users should be able to view their bookings, update details, and see payment history.”

This helps Pegotec understand how each feature fits into your app’s flow.

Typical Feature Categories

Here are some standard features to consider:

For All Users

• Register and log in (email, phone, or social)
• Edit personal profile
• View the dashboard or timeline
• Search or filter content
• Make a booking or purchase
• Receive notifications

For Admins or Staff

• View and manage users
• Approve or reject entries
• Update content or availability
• Export reports
• Send messages or alerts

Focus on What’s Needed for Launch

You probably have lots of ideas—and that’s great! But to launch quickly and stay within budget, it’s essential to prioritize.

✅ Must-Have (MVP)
❌ Nice-to-Have (Later Phase)

👉 Example:

“For now, we just need basic booking and confirmation. Messaging and loyalty points can come later.”

At Pegotec, we often build in phases. This allows you to launch faster, test your concept, and then grow over time.

Not Sure Which Features Matter Most?

That’s okay. We’ll help you define and prioritize your features in our Discovery Workshop. However, any input you provide upfront will help us prepare more quickly and provide you with a more accurate quote.

Final Tip: Keep It Realistic

Try to avoid “everything it could do someday.” Focus on what the app must do in version one to be useful.

A small, focused app that solves one problem well is more valuable (and manageable) than a big, complex app that tries to do everything at once.

5. Do you need an admin panel or backend system?

Many clients focus only on the app that their users will see. However, in most cases, your app also requires a backend system, mainly if it handles data, bookings, users, or content.

At Pegotec, we often build a backend in tandem with the mobile or web app. It’s where you or your team manage everything behind the scenes. If your app is more than a simple static tool, chances are you need a backend.

Ask Yourself:

• Who will manage the app’s content, data, or users?
• Do you need to update things regularly?
• Do you need to see user activity, payments, or reports?
• Should different staff members have different access?

If you answered “yes” to any of these, you probably need an admin panel.

What Is a Backend System?

A backend system is a secure, web-based dashboard where you and your team can:

• View and manage users or orders
• Moderate uploaded content or comments
• Control bookings, schedules, or product listings
• Access statistics, reports, and data exports
• Set up notifications, prices, or app behavior

Think of it as your control room. The backend doesn’t need to be public, but it’s where your app runs smoothly on a day-to-day basis.

What Kind of Backend Do You Need?

Every project is different. Here are some options we commonly provide:

1. Simple Admin Panel

For smaller apps:

• Manage users or bookings
• Update content or categories
• Send announcements

2. Role-Based Backend

For larger teams:

• Multiple access levels (e.g., admin, editor, manager)
• Activity tracking
• Internal communication tools

3. Advanced Operations Dashboard

For business-critical apps:

• Custom workflows and approval steps
• Integrated reports and analytics
• Secure API connections to other systems (e.g., CRM, ERP)

Define What You Need to Control

Here’s how you can prepare:

👉 Ask yourself:

• What data do I want to see every day?
• What actions should my team be able to perform?
• Do I need to create, update, or delete anything?
• Should I get alerts or reports automatically?

👉 Example:

“We want to approve all new user registrations, view payment history, and assign clients to different coaches manually.”

This helps Pegotec design the backend to match your exact workflow.

Keep Security in Mind, which is essential for preparing for app development

Your backend will hold sensitive business data. Pegotec always includes:

• Role-based access control
• Activity logs
• GDPR-compliant hosting options
• Encrypted data where needed

We build backends with security and scalability in mind from day one.

Final Tip: Don’t Forget the Backend in Your Budget

Backends are often forgotten in early planning, but they are essential. A well-designed backend saves time, avoids errors, and supports your growth.

So when you request a quote from Pegotec, let us know:

• What your team needs to manage
• Who needs access
• What actions should be possible

Even a brief description helps us select the right backend solution from the outset.

6. How to prepare for app development, and will this app fit into your business?

To design the right app—and quote it accurately—Pegotec also needs to understand how the app connects to your overall business. We don’t just build software. We make solutions that work in your real-world operations.

This means we want to understand how the app supports your team, customers, and existing tools.

Ask Yourself:

• Is this app supporting an existing business or creating a new one?
• Will it replace a current manual or digital process?
• Will it integrate with existing tools, such as a website, CRM, or payment system?
• Do you need to synchronize data across platforms?

By answering these questions, we can make sure your app fits perfectly into your company’s workflow—and that we build it to scale with your business.

Describe Your Business Model. That is important for preparing for app development!

Begin by explaining what your company does and how the app will help you achieve it more effectively.

👉 Example:

“We run a training company. Right now, clients book via email, and we manage everything manually in spreadsheets. We want the app to let clients view available sessions, book directly, and receive confirmations without back-and-forth.”

That tells us:

• This is a customer-facing app
• It replaces email and spreadsheet workflows
• It should connect to a scheduling or calendar system

This clarity allows us to automate the right parts of your process.

Will the App Integrate with Existing Systems?

If you already use tools like:

• WordPress or another CMS
• CRM software (e.g., HubSpot, Zoho, Salesforce)
• Google Calendar or Microsoft 365
• Accounting software
• Email tools (e.g., Mailchimp, Postmark)

Let us know. Pegotec can build integrations to sync data, reduce duplicate work, and give you more control.

👉 Example:

“We use a WordPress website where users already log in. The app should use the same credentials and show data from their web profiles.”

That’s a significant time-saver and improves user experience.

What Are Your Long-Term Plans?

Even if you’re starting with a small MVP, it’s good to share your future vision.

Ask yourself:

• Will this app serve more users or regions in the future?
• Will I eventually want to add more features, such as subscriptions, loyalty programs, or reporting tools?
• Should it work offline or be used by field teams?

We’ll always build your app in a scalable manner, but knowing your growth plans upfront enables us to prepare the exemplary architecture from the outset.

Final Tip: Think Beyond Launch – How to prepare for app development

Launching the app is just the start. Ask:

• Who will maintain it?
• Will you need analytics and insights?
• Will you want to add new features on a regular basis?
• Do you need customer support or technical training?

At Pegotec, we provide ongoing support, hosting, maintenance, and feature upgrades, ensuring your app remains robust as your business evolves.

Now that you’ve defined:

1. What the app should do
2. What users will do
3. Who the users are
4. What features are essential
5. What backend is needed
6. And how it fits into your business

You’re ready for a quote.

Contact Pegotec to initiate your discovery session or submit your app brief. We’ll guide you through the rest.